HomeMy WebLinkAbout12/7/2016 - STAFF REPORTS - 4.A. ppLM Se
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C4��FOA�,P City Council Staff Report
DATE: December 7, 2016 UNFINISHED BUSINESS
SUBJECT: APPROVAL OF PLANS, SPECIFICATIONS AND ESTIMATE (PS&E)
AND AUTHORIZATION TO BID FOR THE POLICE DEPARTMENT
REMODEL, CITY PROJECT NO 15-05
FROM: David H. Ready, City Manager
BY: Engineering Services Department
SUMMARY
The City Council previously appropriated funding in the amount of $450,000 from the
Measure J Capital Project Fund for a capital project to remodel the Police Department
Lobby and Records area, Detective Bureau room, and Police Training Center.
Additional architectural design services to remodel the Men's and Women's Locker
rooms as well as Report Writing Room and Dispatch Center have been included into
this project. The construction documents (Plans, Specifications and Estimate) are
completed and, in accordance with 7.03.040 of the Procurement and Contracting Code
the Council is required to approve and adopt plans, specifications and working details,
and authorize the bid request for all public projects in excess of$100,000.
RECOMMENDATION:
1) Approve the plans, specifications, and estimate and authorize staff to advertise and
solicit bids for the Police Department Remodel, City Project No. 15-05; and
2) Approve Amendment No. 5 in the amount of $5,025 to the Consulting Services
Agreement (A6465) with Urrutia Architects for a revised total contract amount of
$198,455 for the Police Department Remodel, City Project No. 15-15.
STAFF ANALYSIS:
As part of the Fiscal Year 2013/14 budget, the City Council appropriated $450,000 as
budget through Measure J Capital Project Funds for the Police Department Remodel,
City Project No. 15-05 (the "Project").
ITEM NO.
City Council Staff Report
December 7, 2016 -- Page 2
Authorize RFB CP15-05
On December 18, 2013, the City Council approved a Professional Services Agreement
(A6465), with Urrutia Architects, (the "Urrutia Agreement") for the preparation of
remodeling plans at the Police Department Lobby and Records area, Detective Bureau
room and Police Training Center.
On April 16, 2014, the City Council approved Amendment No. 1 to the Urrutia
Agreement to include additional architectural design services for the remodel of the
Men's and Women's Locker rooms.
On October 15, 2014, City Council approved Amendment No. 2 to the Urrutia
Agreement to include additional architectural design services for the remodel the Report
Writing Room, Dispatch Center and other miscellaneous items at the Police Station.
On November 4, 2015, the City Council approved the plans, specifications and
estimate, and authorized to bid the Project. However, prior to releasing bids, at a
November 6, 2015, Measure J Commission field meeting held at the Police Department
to review and discuss the scope of the Project, the Measure J Commission
recommended the Project include the following additional scopes of work:
• Upgrading existing public restrooms in the Police Department lobby to comply with
ADA standards
• Raising the low ceiling and soffit in the Detective Bureau to improve ambient lighting
from the existing high windows
• Upgrading existing public restrooms at the Police Department Training Center to
comply with ADA standards
• Adding utility sinks into each of the separate Training Center rooms
• Improving and remodeling the existing men's and women's sleeping rooms in the
Police Department basement
On February 3, 2016, the City Council reviewed the Measure J Commission's
recommended list of additional work, agreed the Project should include this work, and
approved Amendment No. 3 to the Urrutia Agreement to include upgrading of public
restrooms to meet ADA standards not included in the original scope of the project, as
well as to update the audio/visual construction documents.
On June 1, 2016, the City Council approved Amendment No. 4 to include a new fire line
service to the existing Police Department Training Center building required by the City's
Fire Department as a result of its Fire Code review of the final construction plans.
Construction of the Project will require challenging logistics, as the area of work involves
secured areas, requiring relocation of existing employees, work stations, and
confidential files. Given these logistics, staff coordinated with the Police Department and
Urrutia Architects regarding the requirement to maintain daily operations at the Police
Department during its remodeling.
02
City Council Staff Report
December 7, 2016-- Page 3
Authorize RFB CP15-05
On October 27, 2016, a first of three meetings was held with the Police Department,
Urrutia Architects and staff to discuss the details of continuing operations of the Police
Department during the estimated 8-month construction schedule. Key issues were
discussed, including a temporary staging area, temporary staff relocation, and the
disposition of existing furniture. A summary of each of these key logistical issues is
summarized.
Planned Staging Area
It has been agreed that a temporary staging area for the City's contractor will be
identified at the existing visitor's parking lot, to provide direct access to the main
entrance as well as direct access to the Training Center building. A temporary
construction fence will be installed for the entire duration of the Project and temporary
visitor parking will be redirected to on-street parking on S. Civic Drive.
Temporary Staff Relocation
Several areas within the Police Department building will be affected during the Project
construction. It was agreed to phase the construction of the Project in a manner such
that the Contractor will be directed to complete certain areas of the building first. A
defined maximum number of working days will be provided to the Contractor for each
working area. The Police Department agreed with this approach as it allows staff to
return to a fully furnished work area while the Project is still undergoing construction in
other areas. Below is the construction phasing plan as agreed to by the Police
Department:
Phase 1 : Men's and Women's Locker Room (2 Month Duration)
This area is located within the Police Department basement. The scope of work planned
for the Men's and Women's Locker Room include the removal of existing wood
benches, carpet, wall and floor tile, restroom equipment, and shower fixtures.
Installation of new benches, carpet, tile, restroom, showers, sauna, sleep rooms, and
repainted lockers are included as part of the Project. As the entire Locker Room will be
closed, temporary accommodations will be provided via portable trailers with lockers,
showers, and toilets to be located behind the Training Center for a period of
approximately 2-months while remodeling of the Lock Room is completed.
Phase 2: Detective Bureau (2 Month Duration)
The Detective Bureau is located along the southeasterly side of the building. The scope
of work proposed for this area includes the removal of existing carpet, vertical window
coverings, office furniture, filing cabinets, and recessed lighting. Installation of new
carpet, window treatments, individual work stations and office furniture, rotating file
cabinets, and new lighting will be incorporated. Detectives will temporarily be relocated
to the basement for a period of approximately 2-months while remodeling of the
03
City Council Staff Report
December 7, 2016-- Page 4
Authorize RFB CP15-05
Detective Bureau is completed.
Phase 3: Records and Lobby (2 Month Duration)
This area is located at the main entrance of the Police Department building. The scope
of work planned for the Records and Lobby includes the removal of existing glass store
front doors, tiling flooring, public restrooms, carpet, office furniture, printers and copiers,
filing cabinets, and recessed lighting. Installation of new glass store front doors, Police
Department seal, tile flooring, carpet, individual work stations and office furniture, high-
density storage system, and new lighting are included as part of the Project. Employees
will temporarily be relocated to an available conference room within the Detective
Bureau area, and a temporary waiting room will be constructed outside the Police
Department building.
Phase 4: Training Center (2 Month Duration)
The Training Center is located to the north and detached from the Police Department
building. The scope of work proposed for this area includes the removal of existing
doors and hardware, carpet, wall partitions, tables and chairs, restrooms, and lighting
fixtures. Installation of new carpet tiles, acoustical folding doors and wall panels,
audio/visual equipment, tables and chairs, new public ADA restrooms, and lighting
fixtures will be incorporated.
Disposition of Existing Furniture
Existing furniture located within the improved areas will be removed and disposed of by
the Contractor, however, the bid documents will require the Contractor to identify a
salvage value and credit due to the City for the resale value of the existing furnishings
and equipment to be removed by the Contractor.
Summary
A general overview of the scope of the improvements included with the Project is
included in Attachment 1. This presentation provides a brief overview of the proposed
improvements for the Police Department which comprises of renderings, exhibits and
construction drawing layouts. A complete set of plans is available for review in the
Engineering Services Department.
The construction drawings prepared by Urrutia Architects have been reviewed and
approved by the City's Building Department for compliance with required Building
Codes. The construction drawings are on file with the Engineer Services Department.
Staff recommends that the City Council approve the plans and authorize staff to formally
solicit construction bids for the Project.
04
City Council Staff Report
December 7, 2016-- Page 5
Authorize RFB CP15-05
With the City Council's approval, staff will advertise the project in the Desert Sun,
submit the Notice Inviting Bids to plan rooms, and provide the bid documents available
free of charge to prospective bidders. A copy of the construction drawings and contract
specifications for the Project are on file with the Department of Engineering Services.
The following tentative schedule has been identified for the bid process:
Notice Inviting Bids posted and issued: December 8, 2016
Deadline for receipt of bids: 3:00 PM, February 9, 2017*
Contract awarded by City Council: March 1, 2017
*Note, an extended bid period is being scheduled due to requirements for a mandatory
pre-bid meeting, and bidding during the holidays.
Approval of Amendment No. 5 to Urrutia Agreement
A final revision to the remodeling of the Records Division has been requested by the
Police Department to revise the Records Supervisor Office and separate the existing
large office into two separate offices to accommodate additional staff in the Records
Division. It is also necessary to prepare an electrical plan for power to the temporary
trailers to be provided as replacement Locker Rooms during remodeling of the existing
Locker Rooms. Staff requested and received from Urrutia Architects a proposal for the
additional scope of work in the amount of $5,025 to incorporate these final changes to
the plans. Staff has prepared Amendment No. 5 to the Urrutia Agreement increasing the
total compensation by $5,025 to a maximum of $198,455; a copy of Amendment No. 5
is included as Attachment 2.
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 Police Department Remodel, City
Project. No. 15-05, is considered categorically exempt from CEQA, and a Notice of
Exemption has been prepared and filed with the Riverside County Clerk.
FISCAL IMPACT:
A total of$450,000 was previously budgeted for the design phase of the Project through
the Measure J Capital Project Fund (Fund 260). In the 2016/2017 Fiscal Year budget,
the City Council appropriated an initial budget of $1,250,000 representing 50% of the
05
City Council Staff Report
December 7, 2016-- Page 6
Authorize RFB CP15-05
previously estimated construction cost of $2,500,000; the remaining 50% of the
construction budget is anticipated to be funded as part of the 2017/2018 Fiscal Year
budget from the Measure J Capital Fund.
The current construction estimate for the Project prepared by Urrutia Architects has
increased to $2,963,551 as shown in Attachment 3. The increased cost is attributed to
the various additional scopes of work to be included as part of the Project previously
approved by the City Council.
The estimated Project budget and incurred expenditures are identified in Table 1.
Table of Project Costs Amount
Measure J Fund Prior FY $450,000
Measure J Fund FY 16/17 $1,250,000
Measure J Fund FY 17/18 $1,250,000
Design Services $198,455
Project Administration (through 11/30/16 ($12,775)
Project Administration Estimated $10,000
Construction Support (Estimated) $225,000
Construction Contract (Estimated) $3,000,000
Construction Contingency $300,000
Additional Budget Required $796,230
Table 2
As identified in Table 1, after including the future Measure J appropriation of$1,250,000
anticipated in Fiscal Year 2017/2018 for the Project, an additional budget of
approximately $800,000 will be required to fully fund the estimated cost of the Project.
Award of a construction contract will tentatively occur in March 2017, and will require
that the City Council consider advancing an internal loan from the General Fund to the
Measure J Fund to allow award of a construction contract to occur within the current
fiscal year. Following bidding of the Project, staff will revise and identify the final
additional budget required, with the additional budget to be repaid by the Measure J
Fund over a period of time to be determined by the City Council.
06
City Council Staff Report
December 7, 2016 -- Page 7
Authorize RFB CP15-05
SUBMITTED:
L w✓I
Marcus L. Fuller, MPA, P.E., P.L.S. David H. Ready, Esq.,
Assistant City Manager/City Engineer City Manager
Attachments:
1. Power Point Presentation
2. Amendment No. 5
3. Construction Estimate
07
ATTACHMENT 1
08
City of Palm Springs
Police Department Remodel
PROJECT 100 - TRAINING CENTER
PROJECT 200 - LOBBY & RECORDS
PROJECT 300 - DETECTIVE BUREAU
PROJECT 400 - MEN ' S & WOMEN'S LOCKER ROOMS
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21
ATTACHMENT 2
22
AMENDMENT NO. 5 TO PROFESSIONAL SERVICES AGREEMENT NO. 6465
WITH URRUTIA A.I.A. AND ASSOCIATES, INC.
POLICE DEPARTMENT REMODEL
CITY PROJECT NO. 15-05
The following articles of Agreement No. 6465 are hereby amended to read as follows:
SECTION 2.1 Maximum contract amount is increased by $5,025 and the total amount of
compensation is amended to $198,455.
SCOPE OF SERVICES (Exhibit "A") - Exhibit "A" is amended as follows:
Add the following scope of work to include additional architectural and engineering design services
to remodel the Records Supervisors Office and arrange for temporary power to shower/locker
trailers for the Police Department Remodel, City Project No. 15-05:
• Office Space Remodel: Present office needs to be split into two separate offices, which
requires the space to be expanded to the south by 48". This expansion and reconfiguration
will affect and cause the following revisions to the current construction documents.
o Demolition Plans:
• Revise demolition floor plan
• Revise demolition reflected ceiling plan
• Revise demolition interior elevations
• Revise demolition electrical power, data, and lighting plan
(Requires additional power and data for each room)
• Revise demolition HVAC plan. (Requires splitting ducts to supply/return for
two separate rooms.)
o Remodel Plans:
• Revise remodel floor plan
• Revise remodel reflected ceiling plan
• Revise remodel interior elevations
• Revise remodel door and window schedule
• Revise remodel door and window details
• Revise remodel electrical power, data, and lighting plan
(Requires new power, data and lighting in each room)
• Revise remodel HVAC plan. (Requires new supply and return air diffusers
in each room)
• Temporary Power for temporary shower/lockers trailers:
• Add temporary power to two trailers in secured parking area.
The Compensation identified on Exhibit"A" is hereby amended as follows:
Compensation for to remodel the Records Supervisors Office and arrange for temporary power to
shower/locker trailers shall be hourly based upon the standard rates of the Architect and his
Consultants, not to exceed the following:
Office Space Remodel and Temporary Power for temporary shower/lockers trailers in the
amount of$4,800
Reimbursable for expenses shall be on an allowance, not to exceed $225.
Total Contract amount is increased by $5,025 and amended to a total amount of$198,455.
23
PURCHASE ORDER SUMMARY
Purchase Order Number(s): 14-0763
Agreement Number: 6465
Original City Manager Approval: January 14, 2014
Original Contract Amount: $ 79,700
Amendment No. 1 $ 24,800
Amendment No. 2 $ 28,550
Amendment No. 3 $ 51,330
Amendment No. 4 $ 9,050
Amount of This Increase $ 5,025
Amended Total: $ 198,455
Account Number: 260-4500-59440
24
Except as specifically amended by this Amendment No. 5, all terms and provisions of Agreement
No. 6465 remain in full force and effect.
ATTEST: CITY OF PALM SPRINGS,
a California charter city
By:
City Clerk By.
City Manager
APPROVED AS TO FORM:
By
City Attorney
CONSULTANT: Urrutia A.I.A. and Associates, Inc., a California Corporation
Check one: _Individual_Partnership X Corporation
Corporations require two notarized signatures: One signature must be from the Chairman of Board,
President, or any Vice President. The second signature must be from the Secretary, Assistant Secretary,
Treasurer, Assistant Treasurer, or Chief Financial Officer).
By: Notarized Signature of Chairman of Board, President By: Notarized Signature Secretary, Asst. Secretary,
or any Vice President Treasurer,Asst.Treasurer or Chief Financial Officer
Name: Name:
Title: Title:
25
ATTACHMENT 3
26
Report Locker Detective Training
Site Work Records Fite Storage Break room Lobby Writing Rooms Bureau Center Totals
Additional Scope f 441,3211: 136,792.52 $ 58,867.10 $ 132,924.00
$20 .9Sub Totals 4694924 $ 16161.58 $328,488.87
Sub Totals $ 59.991.67 5 17,801.02 5 46,626.61 22 714.12 $512 422.07 $ 36.505.76 $285 627.94 179 954.10 $387 355.97 $1.548.999.26
Prevailing Wage
(25%) $ 74,989.59 $ 22,251.28 $ 58.283.26 28.392.65 $640.527.59 $ 45.632.20 $357,034.93 $ 224,942.63 $484,194.96 $1,936,249.08
Profit and
Overhead 7.0% $ 5.249.27 $ 1,557.59 5 4.079.83 1,987,49 5 44 836.93 S 3 194.25 $ 24,992.44 1 5 15 745.98 33,893,65 $ 135,537.44
Liability
Insurance 1.0% $ 802.39 $ 238.09 5 623.63 S 303.80 f 6.853.65 488.26 $ 3A2027 $ 2,406.89 $ 5,160.89 $ 20,717.87
Bonds 3.2% $ 2,593.32 $ 769.50 $ 2,015.58 $ 981,89 $ 22,160.98 $ 1,578.07 S 12.347.12 $ 7,779.06 $ 16,744.62 $ 66,960,14
Sub Totals $ 83,634.57 $ 24,816,46 5 65,002.30I $ 31655.621 $714,369.16 S 50,892.79 $398,194.77 S 250,874.55 $540,014.12 $2,159,464.52
Contingency 15.0% $ 12,545.19 $ 3.722.47 $ 9,750.34 $ 4,749.87 $107,155.37 $ 7,633.92 $ 59.729.22 $ 37,631.18 $ 81002.12 S 323.919.68
Construction
Total $ 96,179.75 $ 28,538.92 $ 74,752.64 S 36,415.70 $821.624.52 S 58,526.71 $467,923.98 111 298,505.73 $621,016.24 52.483,394.19
I '
Furniture I $ 43,567,00 1 1 S 616.001 $ 5,000.00 1 $ 1,082.00 1 $ 6,252.00 1 $ 109,185.00 1 $ 91,865.00 $ 257,567.00
File Slora a Units S 84,677.00 $ 72,016.00 $ 156,693.00
Sales Tax,
Installation and
Shipping $ 65,907.00
Total $ 480.167.00
Total
ice: