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Cq<IFORN�P City Council Staff Report
DATE: January 18, 2017 NEW BUSINESS
SUBJECT: APPROVAL OF SCHEMATIC DESIGN FOR FIRE STATION NO. 4 AND
AUTHORIZATION TO PROCEED WITH THE DESIGN DEVELOPMENT
PHASE OF THE FIRE STATION NO. 4 REHABILITATION, CITY
PROJECT NO. 15-25
FROM: David H. Ready, City Manager
BY: Engineering Services Department
SUMMARY
On October 5, 2016, the City Council reviewed the preliminary programming and
conceptual plan for remodeling of Fire Station No. 4. The City's Architect, Interactive
Design Corporation, ("IDC"), has coordinated with the City's Fire Department, as well as
the original architect of record, Hugh Kaptor, on final schematic plans. The final
schematic plans are ready for City Council approval, and authorization to proceed with
the design development phase. As the "Owner" or developer of this project, following
City Council's approval of the final schematic plans, IDC will prepare formal submittals
for public review of the remodeling and expansion of Fire Station No. 4 through the
City's Major Architectural Review process, requiring review at public meetings with the
Architectural Advisory Committee and Planning Commission. Final review of the design
will return to City Council for approval, and authorization to proceed with bidding.
RECOMMENDATION:
1 . Approve the final schematic design for Fire Station No. 4 to remodel and expand
Fire Station No. 4; and
2. Authorize initiation of the design development phase and architectural review for the
Fire Station No. 4 Rehabilitation, City Project No. 15-25.
STAFF ANALYSIS:
On October 5, 2016, the City Council received a presentation on the expansion and
remodel of Fire Station No. 4. A copy of the October 5, 2016, staff report is included as
reference as Attachment 1.
At that time, the City Council approved the programming and preliminary schematic
design for the expansion and remodel of Fire Station No. 4. AA
ITEM N0. -5. A-
City Council Staff Report
January 18, 2017-- Page 2
Fire Station No. 4 Remodel and Expansion
Subsequently, IDC has commenced with finalizing the schematic design phase, and has
continued coordination and review with the City's Fire Department. Additionally, IDC has
collaborated with the original architect for Fire Station No. 4, Hugh Kaptur, to develop
the final schematic design and architectural elevations for the expansion. Through this
process, the final schematic design reflects the following:
Site Design
• New dedicated public entrance and parking located on La Verne Way. This is a
separate driveway from the existing apparatus bay. Previously, the public parked on
the existing driveway blocking access to fire department vehicles.
• The proposed landscape design is clean and minimal with the introduction of a
limited number of new trees to build layers, shade and shadow to the building mass.
• The existing staff parking area on Marion Way will remain where located, but the fuel
trailer will be relocated for easier access and maneuvering of the fire department
vehicles.
Building Design
• The proposed design of the new addition respects the existing architecture style of
Hugh Kaptur. The hierarchy being the tall existing apparatus bay for which the new
and existing lower side buildings frame the tall apparatus bay in subordinate scale
and mass.
• The new addition is in scale to the lower side building and uses the same acute
angled plaster wall.
• The new addition introduces exposed wood post to the already familiar exposed
beam design as an extended roof line to bring shade to the new entrance and
outdoor extensions of the kitchen from the living quarters.
• The front building fagade is composed by the juxtaposition of the exposed natural
wood framing of posts and beams resting on the massive quality of the acute angled
plaster walls which changes in height to introduce a lower planter wall for pedestrian
scale.
• The floor plan is designed with public access in the front with a reception area, an
open office area, a training room with multiple uses, including captain's private office
and meeting room.
• The new living quarters are located within the new addition, with three individual
bedrooms for non-gender specific uses, two non-gender bathrooms (including one
meeting state handicap accessibility standards). All three bedrooms could also
potentially include an additional bed to accommodate additional fire department
staff.
• The kitchen, dining, and day room are located in the quiet zone with access from the
existing staff parking.
• The existing building will be remodeled to include areas for the shop,
decontamination, and turnout gears of the fire station. These rooms are efficiently
located with access to outdoor courtyard for extended uses and access to fresh
02
City Council Staff Report
January 18, 2017 -- Page 3
Fire Station No. 4 Remodel and Expansion
open air. The existing entry will be enclosed with a low planter wall to create an
outdoor workout area.
The final schematic design is provided in Figures 1 through 4, and is included as
Attachment 2.
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City Council Staff Report
January 18, 2017 --Page 4
Fire Station No. 4 Remodel and Expansion
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City Council Staff Report
January 18, 2017 -- Page 5
Fire Station No. 4 Remodel and Expansion
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City Council Staff Report
January 18, 2017 -- Page 6
Fire Station No. 4 Remodel and Expansion
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City Council Staff Report
January 18, 2017-- Page 7
Fire Station No. 4 Remodel and Expansion
Staff recommends that the City Council approve the final schematic design, and
authorize staff to coordinate with IDC on preparation of design development and
submittal of the remodeling and expansion of Fire Station No. 4 through the City's Major
Architectural Review process, requiring review at public meetings with the Architectural
Advisory Committee and Planning Commission. Final review of the design will return to
City Council for approval, and authorization to proceed with bidding.
ENVIRONMENTAL IMPACT:
Section 21084 of the California Public Resources Code requires Guidelines for
Implementation of the California Environmental Quality Act ("CEQA"). The Guidelines
are required to include a list of classes of projects which have been determined not to
have a significant effect on the environment and which are exempt from the provisions
of CEQA. In response to that mandate, the Secretary for Resources identified classes of
projects that do not have a significant effect on the environment, and are declared to be
categorically exempt from the requirement for the preparation of environmental
documents. In accordance with Section 15301 "Existing Facilities," Class 1 projects
consist of interior or exterior alterations involving such things as interior partitions,
plumbing, and electrical conveyances; therefore, the Fire Station No. 4 Rehabilitation,
City Project No. 15-25, is considered categorically exempt from CEQA, and a Notice of
Exemption has been prepared and filed with the Riverside County Clerk.
FISCAL IMPACT:
IDC previously provided an estimated cost for the Project, as follows:
• Remodel of existing building (5,500 SF @ $175/SF) _ $960,000
• Expansion (2,600 SF @ $300/SF) _ $780,000
• Site Work = $175,000
• Fixtures & Equipment = $175,000
• Contingency = $300,000
• Permits/Fees (8%) _ $190,000
• Professional Fees (17%) _ $400,000
Total Construction Cost = $2,980,000
The total construction cost estimate remains unchanged.
Abatement and rehabilitation of Fire Station No. 4 was an unscheduled capital project,
and an initial budget of $700,000 was funded by the General Fund from contingency
funds previously appropriated by the City Council as part of the 2015/2016 Fiscal Year
budget. The City Council appropriated an additional $700,000 from the General Fund as
part of the 2016/2017 Fiscal Year budget. The estimated Project budget and current
expenditures are identified in Table 1.
07
City Council Staff Report
January 18, 2017-- Page 8
Fire Station No. 4 Remodel and Expansion
Table of Project Costs Amount
General Fund 001/261) FY15/16 $700,000
General Fund (261) FY16117 $700,000
Budget Available $1,400,000
Temporary Housing $22,450
Preliminary Abatement/Demo Costs ($22,098)
Preliminary Design ($43,800)
Programming/Schematic Design ($42,500)
Final Design ($217,000)
Abatement/Demo Contract $80,700
Construction Administration ($113,000)
Construction Contract (Estimated) $2,280,000
Construction Contingency $300,000)
Total Estimated Cost $3,121,548)
Additional Budget Required $1,721,548
Table 1
The total estimated cost of the Project is $3.1 Million. The current budget available is
$1.4 Million funded by General Fund (Fund 261). As shown in Table 1, an additional
budget of $1.7 Million may be required to fully fund the Project. As the final design
phase is completed, the construction estimate will be refined, and staff will identify for
City Council consideration additional sources of funding available for the Project.
SUBMITTED:
Marcus L. Fuller, MPA, P.E., P.L.S. David H. Ready,
Assistant City Manager/City Engineer City Manager
Attachments:
1. October 5, 2016, Staff Report
2. Final Schematic Design
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ATTACHMENT 1
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'CgF�F00.NALP City Council Staff Report
DATE: October 5, 2016 NEW BUSINESS
SUBJECT: APPROVAL OF SCHEMATIC DESIGN FOR FIRE STATION NO. 4, AND
APPROVAL OF AMENDMENT NO. 3 IN THE AMOUNT OF $335,000 TO
CONSULTING SERVICES AGREEMENT NO. 6757 WITH INTERACTIVE
DESIGN CORPORATION FOR THE FIRE STATION NO. 4
REHABILITATION, CITY PROJECT NO. 15-25
FROM: David H. Ready, City Manager
BY: Engineering Services Department
SUMMARY
On May 18, 2016, the City Council reviewed alternative preliminary schematic plans for
remodeling of Fire Station No. 4. At that time, the City Council directed staff to continue
with programming of required uses in Fire Station No. 4, and finalize the schematic
design in consultation with Fire Department crew. At issue was confirmation of the need
to expand Fire Station No. 4 to accommodate current Building Codes and Fire
Department services and uses. The City's Architect, Interactive Design Corporation,
("IDC"), has coordinated with the Fire Department to determine their required
programming and uses, and has completed the preliminary programming and schematic
design for Fire Station No. 4.
IDC, in consultation with the Fire Department, has confirmed a need to expand Fire
Station No. 4 by approximately 2,600 square feet to accommodate modern firefighting
equipment, services, personnel, and satisfy Building Code requirements. This action will
approve the preliminary schematic plan, and approve Amendment No. 3 to the
consulting services agreement with IDC to include final design (plans and
specifications), bidding support and construction administration for the Fire Station No.
4 Rehabilitation, City Project No. 15-25, (the "Project"), for an additional cost of
$335,000.
RECOMMENDATION:
1 . Approve the programming and schematic design for Fire Station No. 4 to remodel
and expand the existing building by approximately 2,600 square feet to address
separation of sleeping quarters, decontamination areas, restrooms, and general
ADA compliance issues for the Fire Station No. 4 Rehabilitation, City Project No. 15-
25;
ITEM NO.
10
City Council Staff Report
October 5, 2016- Page 2
Fire Station No. 4 Remodel and Expansion
2. Approve Amendment No. 3 to Agreement No. 6757 in the amount of $335,000 for a
total amount of$421,300 with Interactive Design Corporation for the Fire Station No.
4 Rehabilitation, City Project No. 15-25, (A6757); and
3. Authorize the City Manager to execute all necessary documents.
STAFF ANALYSIS:
On May 18, 2016, the City Council received a presentation on alternatives for
rehabilitation and remodel of Fire Station No. 4. Staff provided alternatives for retrofit of
the existing building vs. expansion of it. At that time, IDC had recommended retrofit of
Fire Station No. 4 with an expansion of approximately 1,200 square feet based on IDC's
preliminary assessment and review. Amendment No. 3 to the agreement with IDC was
proposed in the amount of $206,500 to include the programming/schematic design and
final design phases for the Project. A copy of the May 18, 2016, staff report is included
as reference as Attachment 1.
The City Council questioned IDC on its preliminary assessment for the programming of
Fire Station No. 4, and its recommendation on an expansion of it_ At that time, the City
Council directed staff to coordinate with IDC on programming and schematic design,
with involvement by Fire Department crew to ensure their requirements with regard to
programming and uses within the building were appropriately considered. The City
Council approved a revised Amendment No. 3 to the agreement with IDC in the amount
of$42,500 limited to the programming and schematic design for Fire Station No. 4.
Subsequently, IDC has commenced with the programming and schematic design
phase, has coordinated with the City's Fire Department to review daily operations and
functions of the existing Fire Station building system. Fire Chief Nalder convened a Fire
Station Design Committee to work closely with IDC on the programming efforts to
remodel Fire Station No. 4 necessary to meet Code requirements and improve Fire
Department's standard of practices. Two meetings were organized between City staff
and the Fire Station Design Committee; design assumptions and consequences were
discussed at each meeting from which key bullet items are provided below.
Design assumptions
• Individual sleeping quarters and shared but gender-flexible restrooms
• Kitchen storage, refrigerator arrangement, and dining
• Day rooms and dedicated fitness room
• Decontamination and apparatus support
• Separate warehouse for medical supplies
Consequences
• Crew facilities, administration and support facilities need total updating
• Existing building would require an additional 2,500-3,000 square feet
tl
City Council Staff Report
October 5, 2016--Page 3
Fire Station No.4 Remodel and Expansion
IDC performed a "space-needs" analysis from the programming meetings, and prepared
a conceptual floor plan as part of the schematic design phase of the Project. The
conceptual floor plan has been reviewed by a consulting fire station design architect
(subject matter expert), City staff and Fire Chief Nalder and all have recommended the
proposed conceptual schematic design.
IDC will also collaborate with the original architect for Fire Station No. 4, Hugh Kaptur,
to refine the conceptual floor plan to ensure design consistency and compatibility with
the existing building.
Recommended Schematic Plan
The recommended schematic plan meets the overall design criteria established by the
Fire Station Design Committee, and the need to upgrade the existing building to meet
current Code requirements and modern standards of practice by the fire crew.
The proposed conceptual floor plan is based upon the following criteria:
1) The apparatus bay will remain the same and house one engine/attack vehicle
2) The station will house three shifts of three-person crews
To accommodate the program, the Code-mandates upgrades and changes in fire
station function and design, the builing size will be increased by adding to the south side
of the apparatus bay. The functional organization of the building is as follows:
• The existing wood-frame portion of the building will be reconfigured to accommodate
the decontamination, turn-out storage, work shop and other support spaces.
• The addition to the south (approximately 2,600 square feet) will house the
administration, gender-neutral crew sleeping quarters and bathrooms, and crew day
room, dining and kitchen facilities. A "clean area" will separate the crew area from
the aparatus bay.
Illustrations of the recommended schematic design are provided in Figures 1 through 3
on the subsequent pages.
12
City Council Staff Report
October 5, 2016--Page 4
Fire Station No. 4 Remodel and Expansion
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13
City Council Staff Report
October 5, 2016—Page 5
Fire Station No.4 Remodel and Expansion
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14
City Council Staff Report
October 5, 2016 -- Page 6
Fire Station No 4 Remodel and Expansion
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City Council Staff Report
October 5, 2016-- Page 7
Fire Station No. 4 Remodel and Expansion
Several Code-mandated changes will require major upgrades to the existing building
system at Fire Station No. 4. A list of upgrades are identifed below for reference;
• Replacement of all plumbing lines (water, waste, storm drain and gas)
• Replacement of sand/grease separator
• Replacement and reconfiguration of HVAC systems to prevent cross-contamination
from apparaus bay into crew quarters and gear support areas
• Installation of air-emissions control systems in decontainmination areas and
apparatus bay
• Replacement of all lighting systems
• Segregation of convenience outlets
• New emergency generator
• Upgrade existing and add new shear walls in the wood-frame portion
• Closing in apparatus bay closet doors for seismic retrofit
• Upgrading roof diaphragm and seismic restraint connections to CMU walls
Replacement of all windows
IDC has provided an estimated cost for the Project, as follows:
• Remodel of existing building (5,500 SF @ $175/SF) = $960,000
• Expansion (2,600 SF @ $300/SF) = $780,000
• Site Work = $175,000
• Fixtures & Equipment = $175,000
• Contingency = $300,000
• Permits/Fees (8%) = $190,000
• Professional Fees (17%) = $400,000
Total Construction Cost = $2,980,000
Completion of Demolition and Abatement at Fire Station No. 4
On September 7, 2016, the City Council accepted a notice of completion of the
demolition and abatement work completed at Fire Station No. 4, as part of the Fire
Station No. 4 Rehabilitation phase. In accordance with the plans and specifications
prepared for the demolition and abatement phase, the scope of work comprised of
demolition, removal and disposal of interior fixtures and appliances, abatement, removal
and disposal ("remediation") of any hazardous building materials, and appurtenant work.
Upon completion of the demolition and abatement phase at Fire Station No. 4, IDC
performed a complete assessment of the building's structure, interior plumbing and
electrical systems. A structural assessment concluded the existing building is
salvageable. The structural assessment provided recommendations to improve the
existing wood framing system, apparatus bay and foundations. Improvements such as
adding additional rafters, steel straps, shear panels, stud walls (with anchor bolts) could
be implementable to retrofit the existing building structure.
is
City Council Staff Report
October 5, 2016--Page 8
Fire Station No. 4 Remodel and Expansion
Amendment of the Agreement with IDC for Final Design, Bidding Support and
Construction Administration
Staff has coordinated with IDC on initiating the next phases of the Project, whereby IDC
will prepare final design (plans and specifications), provide bidding support, and provide
construction administration for the Project. IDC has submitted a scope and fee for
these next phases of work defined as Phase 4 — Design Development and Contract
Documents, Phase 5 — Bidding and Contract Negotiations and Phase 6 — Construction
Administration. An outline of each phase is represented below:
Phase 4 will include design development and contract documents necessary for the City
to bid the Project, and will include the following:
• Preliminary development of construction drawings and calculations
• Final development of construction drawings and calculations
• Architectural Plans
• Structural Plans
• Mechanical Plans
• Plumbing Plans
• Electrical Plans
• Fire Suppression Plans
• Preparation of Technical Specifications
• Document Review and Coordination
• Plan Review/Permit Issuance
Phase 5 will include bidding and contract negotiations for the Project, and will include
the following:
• Participate in pre-bid job walk
• Respond to questions from bidders
• Issue addenda as needed
• Review bidders proposals as part of bid qualification
Phase 6 will include construction administration for the Project, and will include the
following:
• Participate in pre-construction meeting
• Review contractor schedule, shop drawings and submittals
• Perform Code-required job observation and comments
• Attend regular job-site meetings (approx. 50 weekly meetings)
• Respond to contractor requests for information
• Review requests for change orders and process approved change orders
• Review pay requests
• Prepare record documents for building from contractor's mark-ups
17
City Council Staff Report
October 5, 2016-- Page 9
Fire Station No. 4 Remodel and Expansion
iDC has submitted a proposal to provide the requested services as follows:
Phase 4 (Design Development & Contract Documents): not to exceed $217,000
Phase 5 (Bidding & Contract Negotiations): not to exceed $18,000
Phase 6 (Construction Administration): not to exceed $95,000
Reimbursable Expenses: $5,000
Total not to exceed: $335,000
The total cost for the services above is 11.2%A of the $3 Million all inclusive estimated
construction cost of the Project. Staff is recommending the City Council approve
Amendment No. 3 to Agreement 6757 with IDC to proceed with Phases 4, 5 and 6 of
the Project. A copy of Amendment No. 3 is included as Attachment 2.
'Note, additional professional design services (such as environmental, hazardous
material mitigation, low voltage/lT consultant, landscape architect, civil engineering,
geotechnical investigation and photovoltaic systems engineering) will be retained by the
City on a separate contractual agreement utilizing on-call design firms. Anticipated
professional design services fee is approximately 2.7% or $80,500 of the $3 Million
construction estimate.
ENVIRONMENTAL IMPACT:
Section 21084 of the California Public Resources Code requires Guidelines for
Implementation of the California Environmental Quality Act ("CEQA"). The Guidelines
are required to include a list of classes of projects which have been determined not to
have a significant effect on the environment and which are exempt from the provisions
of CEQA. In response to that mandate, the Secretary for Resources identified classes of
projects that do not have a significant effect on the environment, and are declared to be
categorically exempt from the requirement for the preparation of environmental
documents. In accordance with Section 15301 "Existing Facilities," Class 1 projects
consist of interior or exterior alterations involving such things as interior partitions,
plumbing, and electrical conveyances; therefore, the Fire Station No. 4 Rehabilitation,
City Project No. 15-25, is considered categorically exempt from CEQA, and a Notice of
Exemption has been prepared and filed with the Riverside County Clerk.
FISCAL IMPACT:
Abatement and rehabilitation of Fire Station No. 4 was an unscheduled capital project,
and an initial budget of $700,000 was funded by the General Fund from contingency
funds previously appropriated by the City Council as part of the 2015/2016 Fiscal Year
budget. The City Council appropriated an additional $700,000 from the General Fund as
part of the 2016/2017 Fiscal Year budget. The estimated Project budget and current
expenditures are identified in Table 1 below.
18
City Council Staff Report
October 5, 2016— Page 10
Fire Station No. 4 Remodel and Expansion
Table of Project Costs Amount
General Fund 001/261 FY15116 $700,000
General Fund 261 FY16/17 $700,000
Budget Available $1,400,000
Temporary Housing $22,450
Preliminary Abatement/Demo Costs $22,098
Preliminary Design $43,800
Programming/Schematic Design ($42,500)
Final Design ($217,000)
Abatement/Demo Contract $80,700
Construction Administration $113,000
Construction Contract Estimated $2,280,000
Construction Contingency $300,000
Total Estimated Cost $3,121,548
Additional Budget Required $1,721,548
Table 1
The total estimated cost of the Project is $3.1 Million. The current budget available is
$1.4 Million funded by General Fund (Fund 261). As shown in Table 1, an additional
budget of$1.7 Million will be required to fully fund the Project. As the final design phase
is completed, the construction estimate will be refined, and staff will identify for City
Council consideration additional sources of funding available for the Project.
Sufficient funds are budgeted and available in the General Fund (Capital Projects)
Account No. 261-3600-59483 to accommodate approval of Amendment No. 3 to the
agreement with IDC in the amount of$335,000.
SUBMITTED:
14AX
Marcus L. Fuller, MIPA, P.E., P.L.S. David H. Ready, Esq., Ph.
Assistant City Manager/City Engineer City Manager
Attachments:
1. May 18, 2016, Staff Report
2. Amendment No. 3
19
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