In February 2023, the City Council directed staff to advertise a Request for Proposal (RFP) for an architectural firm with a strong background in the design of Police Station remodels. The City received four (4) proposals. The proposals were independently reviewed and ranked by a selection committee that consisted of the Public Works Director, Community Planning & Building Director, Acting Police Chief, and the 4Leaf contract Project Manager. The evaluation resulted in the following rankings:
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Rank
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Firm
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1
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Hammond+Playle Architects, LLP (Indigo)
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2
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LPA, Inc.
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3
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COAR Design Group
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4
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Marjang Architecture
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Indigo has completed the design of several police station remodels in Dublin, Fairfield, Yuba City, and Stockton, as well as new facilities in Woodland and Vacaville. They have assembled a team of technical subconsultants to include Studio Schicketanz, a Carmel architectural firm for exterior design, Miyamoto International for structural engineering, Peters Engineering for electrical and mechanical engineering, Ifland Engineers for civil engineering, and Guidepost Solutions for security design. Additional specialty firms that may be needed include FACS, Inc. for hazardous materials testing and BAE for economics and grant research.
Staff met with Indigo several times to refine their proposed scope of work and negotiate their fees and schedule for performance. The resultant Professional Services Agreement is provided in Attachment #2. The Project Team also met with the Ad Hoc Committee to review the selection process, and the proposed scope of work, fees, and schedule included in the Agreement.
The proposed functional program report will assist the City Council in further decision making on the best way forward for the project.
Functional Program Report:
Indigo’s work will be structured to first define the most essential maintenance and improvements that are necessary to bring the Public Safety/Public Works building into a safe condition required for any occupancy/use. An example of essential maintenance would include evaluating the roof structure and preparing a cost estimate to replace the roof membrane so the building does not continue to leak and expose structural members to long term moisture. Building security and lighting may also be recommended.
The second level of work will be to define those improvements that should be made in the Police Department to meet minimum POST and IACP standards. Examples include a separate ventilation system in the evidence storage room and an appropriately-designed interview room.
The third component will be to identify improvements necessary to meet Building Codes that are required, such as Americans with Disabilities Act upgrades or installation of a building-wide fire suppression system, as well as code upgrades that may be desirable, such as seismic strengthening, for longer term occupancy of the building.
The fourth component will be to define those improvements that should be made to provide the Police Department with a professional work environment that is responsive to modern Police operational needs. For example, a quality working environment for sworn and non-sworn staff would provide the public with an appropriate public safety training (CERT), meeting room, proper locker rooms, and minimal Emergency Operation Center (EOC) facilities.
Because of the high level of interrelatedness between the Police and Public Works portions of the building, and the common utility systems and certain structural components, some work will be required in the Public Works portion of the building. An example would be to replace the antiquated boiler.
Other work on the Public Works side of the building may be required to ensure a safe working environment for those employees, such as repairs to near-failing roll-up doors. Indigo will also identify any added work in the Public Works environment that rationally should be done in concert with the required construction work in the Police areas for efficiency and cost-effectiveness. Note that some failing electrical components were so deteriorated that they have already been replaced on an emergency basis.
In addition, there is a high probability that the renovation work required in the Police segment of the building will necessitate vacating a portion or the whole Police wing. Indigo will provide an initial plan and cost estimate for this “swing space” development.
Scope of Services:
Indigo will perform the following tasks and services in which will be compiled into the functional program report:
- Progress Meetings with the Project Team
- Interviews with key Police and Public Works staff
- Building condition assessment and documentation of existing conditions including architectural, electrical, mechanical, civil, accessibility, security, telecom, and related issues
- Structural evaluation for meeting essential facility requirements, including consideration for constructing a second floor on plaza over the garage
- Identification of essential maintenance and safety repairs
- Identification of Police functional improvements
- Identification of required Code improvements
- Identification of professional work environment improvements
- Budget level cost estimates and a useful project life estimate for each segment of the work
- Develop schematic designs for building renovations
- Develop a budget level estimate for a new Police building for an order of magnitude comparison. The estimate will not include costs for site acquisition or site development.
- Provide a draft functional program report for City review and comment
- Present findings to City Commission(s) and Council
- Provide final report
Fee and Schedule:
The negotiated not-to-exceed base fee of $252,800 is reasonable considering the wide range of technical experts involved in the project and the heavily-deteriorated condition of the building.
During the investigative process, Indigo or the Project Team may discover additional building needs that have not been highlighted in the above discussion. Therefore, a contingency of $47,200 (18.6%) is also recommended so that the project can proceed expeditiously if such unanticipated, but potential, supplemental services are warranted. The total not-to-exceed fee for this Agreement is $300,000.
Development of the functional report, conceptual drawings, and cost estimates will be compiled into a comprehensive draft report. Once the report is prepared, the consultant and staff will present the findings and recommendations to the Planning Commission, Ad Hoc Committee, and City Council. These presentations are scheduled in the December 2023 – January 2024 timeframe. Based on feedback received, the consultant with complete and submit the Final Report.
Upon the completion of this Phase 1 investigation and report, staff will return to the City Council with a set of Phase 2 project options and recommendations. After receiving City Council guidance, staff will negotiate with Indigo, or potentially another firm, to develop detailed design, bidding, and construction documents necessary to implement the City Council policy direction.