City Council Agenda
City of Campbell, 70 N. First St., Campbell, California
NOTE: To protect our constituents, City officials, and City staff, the City requests all members of the public follow the guidance of the California Department of Health Servi ces', and the County of Santa Clara Health Officer Order, to help control the spread of COVID -19. Additional information regarding COVID-19 is available on the City's website at www.campbellca.gov.
This City Council Special meeting will be conducted in person as well as telecommunication and is compliant with provisions of the Brown Act.
The City Council meeting will be live -streamed on Channel 26 or Channel 88, the City's website and on YouTube https://www.youtube.com/user/CityofCampbell for those who only wish to view the meeting.
Those members of the public wishing to provide public comment virtually are asked to register in advance at: https://www.campbellca.gov/signup. After registering, you will receive a confirmation email containing information abo ut joining the meeting. Members of the public may attend the meeting in person at Campbell City Hall - Council Chambers.
Public comment will also be accepted via email at [email protected] prior to the start of the meeting. Written comments will be posted on the website and distributed to the Co uncil. If you choose to email your comments, please indicate in the subject line “FOR PUBLIC COMMENT” and indicate the item number.
STUDY SESSION OF THE CAMPBELL CITY COUNCIL
Tuesday, April 4, 2023 5:30 p.m.
City Hall Council Chamber – 70 N. First Street
CALL TO ORDER
ROLL CALL
PUBLIC COMMENT
STUDY SESSION
1. Overview of Measure O – Budget Allocations, Project Status, Schedule, and Construction Staging
Recommended Action: That the City Council receive additional information on Measure O budget allocation s, project status, schedule, constructability review, and construction phasing and staging.
ADJOURN
IMPORTANT NOTICE: Materials rela ted to an item on this agenda submitted to the City Council after distribution of the agenda packet are available for public inspection with the agenda packet in the lobby of City Clerk’s Office, 70 N. First Street, Campbell, CA 95008, during normal busine ss hours. These materials will also be available on the City website at https://www.ci.campbell.ca.us/agendacenter with the agenda packet following the last item of the
agenda, subject to staff’s a bility to post the documents prior to the meeting. All documents not posted prior to the meeting will be posted the next business day.
In compliance with the Americans with Disabilities Act, listening assistive devices are available for all meetings held in the City Council Chambers. If you require accommodation, please contact the City Clerk’s Office, (408) 866-2117, at least one week in advance of the meeting.
City
Council
Report
TITLE: Overview of Measure O – Budget Allocations, Project Status, Schedule, and Construction Staging
RECOMMENDED ACTION
That the City Council receive additional information on Mea sure O budget allocations, project status, schedule, constructability review, and construction phasing and staging.
BACKGROUND
On March 24, 2023, the City Council received an informational memo (Attachment A) providing details on the latest Measure O dev elopments and the status of the two projects currently underway (Library Renovations and Police Operations Building). This study session will provide additional details on the evolution of budget allocations as related to each project, and further updates on their status, schedule, and construction staging to follow.
DISCUSSION
Measure O – Project Budget Allocations
In 2018, Campbell voters passed Measure O to fund the construction of a new Police Operations Building and renovations to the City’s library facility. As a result, projects were developed based on the location site of the proposed improvements, and in turn, the $50M in Measure O funds were allocated as follows:
• Library Renovations (Project No. 23-SS) - $20M
• Police Operations Building (Project No. 23-RR) - $20M • Shared Improvement Costs - $10M
Following additional project reviews and discussions with the City Council Measure O ad hoc subcommittee, the $10M in Shared Improvement Costs were further allocated as follows:
• Shared Site Costs - $1M ($500k / each Project)
• PD Specific Site Improvements - $2M
• PD Renovation of Existing Site Space - $2.5M
Item:
Category:
Meeting Date:
1 Packet Pg. 2
1 STUDY SESSION
April 4, 2023
Measure O Study Session Page 2 of 7
This resulted in a total allocation of $5.5M in Shared Improvement Costs – with $500k allocated to the Library Renovations Project and $5M to the Polic e Operations Building Project. Based on these initial shared costs allocations, the total Measure O funds allocated to each Project are:
• Library Renovations - $20.5M
($20M initial allocation + $500k shared cost allocation)
• Police Operations Building - $25M
($20M initial allocation + $5M shared cost allocation)
Since that time, the City has also applied for and received additional funding from various state and/or county programs to integrate improvement features consistent with their respective progra m initiatives. As additional funds were received, project budgets were adjusted accordingly to ensure the allocation of funds would be applied to the intended development and/or implementation costs for that project. Eventually, these allocations resulted in Measure O being sub -divided into 4 separate capital projects (in the City’s budget document s) based on funding source and the type of improvements the funds were intended for:
1. Civic Center Improvements – Library Renovations (Project No. 23-SS)
2. Civic Center Improvements – Police Operations Building (Project No. 23-RR)
3. Civic Center Improvements – Police FF&E (Project No. 22-JJ)
4. Civic Center Improvements – Shared Costs (Project No. 21-MM)
With these developments, the following is an overview of the budge t allocations as they apply to each Measure O project (as listed above) and their current budget allocations.
Library Renovations (Project No. 23-SS)
The Library Renovations Project will upgrade the entire 24,000 square foot facility to an all-electric building with several improvement features intended to increase the building’s ability to provide services and advance the City’s long term energy conservation goals. Since 2018, the Library Renovations Project has also qualified and received funding from the following programs:
• California State Library Building Forward Grant Program – $4.7M • Silicon Valley Clean Energy Decarbonization Demonstration Grant Program – $500k • Santa Clara County Library District – $510k
The California State Library Building F orward Grant Program focused on providing financial assistance to address safety and critical maintenance/infrastructure needs of public library facilities throughout the state. The Silicon Valley Clean Energy (SVCE) Decarbonization Demonstration Grant Program was a county-based program that provided financial assistance to local agencies for capital improvement projects 1 Packet Pg. 4
Measure O Study Session Page 3 of 7
implementing similar electrical improvements to new or existing facilities. Although sponsored by different public entities, both program s consisted of a competitive grant application process and awarded funds based on an applicant’s qualifying project improvement features as determined by the organization. Furthermore, the main objective of both programs was to reduce long -term energy use and disruptions in critical services to staff and members of the public. As such, the City applied for both programs on behalf of the Library Renovations Project and was subsequently approved for funding to be used on the qualifying electrical upgrades f eatured in the project’s scope of work.
In 2019, the Santa Clara County Library District agreed to fund the purchase of the project’s fixed furniture and equipment (FF&E) as a contribution towards improvement efforts of those library facilities operating under its jurisdiction. While the Santa Clara County Library District will be responsible for the procurement of project’s FF&E separately, they have also contributed $510k in funding to the City for use during the project’s construction phase.
Based on the Library Renovations Project’s initial allocation of $20.5M in Measure O funding, and additional funding received by outside programs, the project’s current budget is as follows:
Library Renovations (Project No. 21-SS)
Funding Source Amount
Measure O (Initial Allocation + Shared Site Work Allocation) $ 20,500,000 California State Library Building Forward Grant Program $ 4,718,000 SVCE Decarbonization Demonstration Grant Program $ 500,000 Santa Clara County Library District (for installation of FF&E) $ 510,000 Total Library Budget (current) $ 26,228,000
With the project’s current budget, these funds will be used to implement the necessary improvements to transform the library’s existing site into a new state -of-the-art, all - electric facility complete with upgrades and new features that not only enhance the building’s aesthetics and functionality, but also advance the City’s long -term energy conservation efforts and commitment to maintain valuable services to the community.
Some of th ese new features include a community meeting room, group study areas, a sound masking system, and an emergency generator that will allow the building to sustain power and maintain operations during a power outage.
Police Operations Building (Project No. 23-RR)
The Police Operations Building Project consists of constructing a new 28,000 square foot, all -electric facility with features supporting the critical service needs of the 1 Packet Pg. 5
Measure O Study Session Page 4 of 7
community and maintaining these operations on both a daily and emergency basis. The Police Operations Building Project was initially allocated $25M in Measure O funding and has since received additional funding from the following outside organizations:
• California State Resiliency Grant - $3.9M
• Silicon Valley Clean Energy Resilience Grant Program – $198k
The $3.9M California State Resiliency Grant was allocated to fund specific elements of the Police Operations Building Project, including a new emergency generator and the purchase and installation of the project’s FF&E. $2.4M of this grant was allocated to the Police Operations Building Project’s budget for the related generator costs and FF&E to be installed (built-in) during the construction phase. The remaining $1.5M in grant funds were allocated to a separate project intende d for FF&E to be purchased and installed after construction is complete (see additional details in next section: ‘ Police FF&E Project No. 23-JJ’).
Similarly, the SVCE Energy Resiliency Grant program provided an allocation of funding to local member agenci es based on qualifying projects that support critical facilities and/or community services during a power outage. Upon review of the City’s application, SVCE allocated $238k in funding for the City’s use on an energy -resilient project. While several site s were evaluated for these improvements, the Police Operations Building Project was ultimately determined to be the most appropriate site based on the critical services it provides and the need to remain operational on both a daily and emergency basis. The allocation of SVCE funds was broken down into two sub -categories:
Planning/Design ($40k) and Capital Improvements ($198k). The planning and design funds were allocated to the evaluation of various sites and were paid to a third -party consultant through S VCE, while the remaining $198k in Capital Improvement funds will be fully allocated to the Police Operations Building Project.
Based on the Police Operations Building Project’s original allocation of $25M in Measure O funds, and additional funds received by outside programs, the current budget for the project is as follows:
Police Operations Building (Project No. 21-RR)
Funding Source Amount
Measure O (Initial Allocation + Shared Site Work Allocation) $ 25,000,000 California State Resiliency Grant (Emergency Generator and FF&E Built-In) $ 2,400,000 SVCE Energy Resiliency Grant Program $ 198,000
Total Police Building Budget (current) $ 27,598,000
The current budget will allow the Police Operations Building Project to move forward with the c onstruction of an all -new 28,000 square foot building and renovations of the existing 7,000 square foot space that is the current site of all department operations. As 1 Packet Pg. 6
Measure O Study Session Page 5 of 7
such, the new building will serve as the department’s Essential Services Facility and include a new 24-hour Dispatch Center and Emergency Operations Center. In addition, the funding received from the California State Resiliency Grant and the SVCE Resiliency Grant will be used for the purchase and installation of an emergency back -up generator, the portion of FF&E to be purchased and installed during construction (built - in), and a stand-alone (off-grid) electric vehicle (EV) charging station.
Police FF&E (Project No. 23-JJ)
As previously mentioned, the $3.9M received from the California State Resiliency Grant was further allocated to fund different elements of the Police Operations Building Project – resulting in an allocation of $600k for the purchase and installation of a new emergency generator and $3.3M to the project’s FF&E costs. Staff and the design team considered various allocation strategies for the $3.3M in FF&E funds as they related to the project’s design elements and construction phasing. Based on the final strategies identified, the $3.3M in FF&E funds were allocated as follows:
• $1.8M for the purchase and installation of FF&E (built -in) during the construction process
• $1.5M for the purchase and installation of FF&E after construction is complete
The $1.8M for FF&E (built -in) during construction will be allocated to the bud get for the Police Operations Building Project (along with the $600k in funding for the emergency generator). However, since a portion of the project’s FF&E will be purchased and installed after construction is complete, the remaining $1.5M has been alloc ated to a separate Measure O Project (Police FF&E, Project No. 23 -JJ) that was created specifically for this stage in the process.
The table below summarizes the original allocation of the $3.9M California State Resiliency Grant and the current budget for the Police FF&E Project:
Police FF&E (Project No. 23-JJ)
Funding Source / Allocation Amount
California State Resiliency Grant Award $ 3,900,000
Allocation to Emergency Generator - $ 600,000
Remaining Balance for Police FF&E $ 3,300,000
Allocation to FF&E (built-in) During Construction - $ 1,800,000 Total Police FF&E Balance
After Construction, Project No. 23-JJ $ 1,500,000
Civic Center Improvements – Shared Costs (Project No. 21-MM)
1 Packet Pg. 7
Measure O Study Session Page 6 of 7
As previously mentioned, a significant portion of the origi nal $10M in shared costs was previously allocated to the Library Renovations Project and Police Operations Building Project. This initial $5.5M allocation left a remaining balance of $4.5M in shared funding.
As such, the remaining funds have been allocated in the following manner:
Civic Center Improvements – Shared Costs (Project No. 21-MM) Allocations Amount
Project Management $ 1,400,000
Construction Management $ 1,600,000
Shared Site Studies $ 200,000
Unallocated Project Contingency $ 1,300,000
Total Shared Cost Budget (current) $ 4,500,000
With shared funding allocated to project management ($1.4M), construction management ($1.6M), and shared site studies ($200k), the remaining $1.3M has been allocated for an overall project contingency. Staff recommends retaining the $1.3M as unallocated until after the construction bid results for the Library Renovations Project and Police Operations Building Project are known. At that point, staff will return to Council with a recommendation on the allocation of the remaining funds.
Constructability Review
The purpose of a constructability review is to assess a project’s plans and specifications from the perspective of a contractor to ensure the information provided is adequate for bidding and construction of the proposed work. The review process includes a thorough reading of the plans and specifications for completeness and identification of potential conflicts. After the review is complete, the findings are summarized in a report that includes a list of findings and an impact opinion on any conflicts identified. Once finalized, the report is submitted to the project’s design team for further review and implementation of changes needed as a result of the findings. If needed, the project’s design team and reviewer may meet to discuss the comments in further detail. The process is deemed complete once all comments have been addressed through clarification of those items presented and/or by revising the identified item(s) accordingly.
The City’s construction management firm, Griffin Structures, has completed the constructability review for both projects and has submitted their findings to each project’s design team. The recommendations have been incorporated into the final design for each project.
Construction Phasing and Staging
The key to success for both the Library Renovations Project and the Police Operations Building Project will be determined by the preparation and management of their sites 1 Packet Pg. 8
Measure O Study Session Page 7 of 7
prior to, and during, the construction phase. Bas ed on their scope of work, the team from Griffin Structures has produced a preliminary site utilization plan for each project that includes construction phasing, contractor staging, staff parking, and pedestrian access throughout the site. In addition, th e City will also include these exhibits in the contractor’s bid documents to enforce site use expectations.
Griffin Structures will present their recommendations during the Council’s Measure O Study Session on April 4, 2023.
Prepared by:
Carina Shattuck, Administrative Analyst I
Reviewed by:
Todd Capurso, Director of Public Works
Approved by:
Brian Loventhal, City Manager
Attachment:
a. Informational Memo - Update on Measure O
1 Packet Pg. 9
To: Honorable Mayor and City Council Date: March 23, 2023 From: Brian Loventhal, City Manager
Subject Update on Measure O Projects
Since the passage of Measure O in 2018, substantial progress has been made on the Campbell Library Renovations Project and the Police Operations Building Project. At the request of the City Council, staff has scheduled a Council Study Session for Tuesday, April 4, 2023, to update the Council o n the progress of the Measure O projects . This Study Session is intended to provide City Council with a brief overview of both projects – including their budgetary status, the evolution of fundi ng allocations, progress to-date, and plans for subsequent construction staging and phasing. Along with staff, the City’s Construction Management Firm, Griffin Structures, will also be in attendance to provide information and address any questions as they pertain to the information presented.
In preparation of this Study Session, this memo has been developed to provide information on the latest Measure O developments, followed by individual updates as they relate to each project and the anticipated timeline for those events leading up to their completion.
Pre-Qualification Process for Construction Contractors
In early 2022, staff prepared and advertised a Request for Qualifications (RFQ) for the Library Renovation and Police Operations Buildings projects (separately) to solicit applications from qualified contractors interested in submitting a bid for their respective construction contract. This effort was undertaken to ensure that only qualified contractors would be allowed to bid on the projects. Upon staff’s evaluations of the applications received, all four of the Library Renovation applicants met the construction prerequisites for the project, while seven ( out of eight ) applicants met those for the Police Operations Building. One applicant for the Police Building project failed to meet the required qualifications and was disqualified upon staff’s evaluation of the application received. In all, the following contractors met the required qualifications for the project(s) in which they applied for and will be considered for solicitation of their respective construction bid:
Library Renovations (Project No. 23-SS)
1. Gonsalves & Stronck Construction Company, Inc.
2. BHM Construction
3. Lathrop Construction Associates, Inc.
4. BOBO Construction, Inc.
MEMORANDUM
City Manager’s Office
City of Campbell
1.a
Packet Pg. 10
Attachment: Informational Memo - Update on Measure O (Measure O Study Session)
Police Operations Building (Project No. 23-RR)
1. Gonsalves & Stronck Construction Company, Inc.
2. Lathrop Construction Associates, Inc.
3. Rodan Builders, Inc.
4. Swinerton Builders
5. BOBO Construction, Inc.
6. Zovich & Sons, Inc.
7. Midstate Construction Corporation
Staff anticipates a return to Council in the May/June timeframe to request approval for each projects’ plans, specifications, and estimates (PS&E), and authorization to solicit bids from the list of pre-qualified contractors and allow the projects to go out to bid. However, prior to this, staff will be updating the Council with additional budget and schedule information, as well as construction details, during the Measure O Study Session on April 4th. As such, staff is targeting the May 16th Council meeting to present the PS&E to Council for approval and authorization to bid. However, this date could be deferred to June 6 th pending the results of the constructability review of each project’s plans and specifications and the associated permit reviews resulting from that.
Construction Management and Inspection Services
In early 2022, staff issued separate RFP’s for qualified construction management firms to oversee the daily on -site operations and inspection services required during the construction phases for each Measure O project . One applicant in particular, Griffin Structures, submitted proposals for both projects and was ultimately selected upon staff’s review of the applications received. The selection was based on Griffin’s extensive experience and ability to provide comprehensive management and inspection services as required for the two projects. Furthermore, this also eliminated the need to hire two separate firms and would help ensure adequate management and industry safety standards are enforced between both project sites under the management of a single firm. It would also allow for a more unified approach to site management and construction staging.
In July 2022, the Council authorized the City Manager to execute a consultant services agreement with Griffin Structures for each Measure O project and directed Griffin Structures to perform a constructability review of their respective plans and specifications prior to approving the design for each project . Upon completion of the constructability review, staff would direct and consolidate any feedback from Griffin Structures to the project’s design consultant for further review and adjustments as needed. Should an issue require the need for any re- design work, consultants will incorporate the proposed changes into the specifications and review with Griffin Structures before finalizing.
The consultant services contract was subsequent ly executed in October 2022 and authorized Griffin Structures to begin constructability reviews (when plans were finalized by consultants) and make other preparations as necessary in the time leading up to construction. In addition, Griffin Structures will also be responsible for reviewing (and coordinating) the construction staging and phasing prior to the commencement of work at each project site.
1.a
Packet Pg. 11
Attachment: Informational Memo - Update on Measure O (Measure O Study Session)
Campbell Library Renovations (Project No. 23-SS)
Award of State Library Grant
In early 2022, staff became aware of a grant program focused on providing financial assistance to locally serving libraries. The purpose of the grant program was to address safety and critical maintenance needs for public library facilities throughout the State. As such, staff from both the City and the Santa Clara County Library District, as well as the Library project design team, began discussions as to how the Library project could compete for these funds. Upon developing an appropriate scope, staff submitted the City’s application to the California State Library’s Building Forward Grant Program, requesting funds for qualifying design and/or construction- related services of the Campbell Library Renovation Project. In October 2022, the City received a confirmation letter with the State’s intent to award a total amount of $4,718,450 in grant funding to the City of Campbell for the Library Renovations project on behalf of the Building Forward Grant Program. Furthermore, the City would receive these funds upon the adoption of a resolution formally accepting the grant and its terms.
On December 6, 2022, the Council adopted a resolution authorizing the grant application, acceptance, and execution of grant funds, and the City Manager to execute the official Funding Agreement and any Amendments with the State of California Library. This created capacity within the project’s existing budget for use of available City funds that were previously dedicated to cover safety and infrastructure improvement s included in the project’s original scope of work but later omitted due to budgetary constraints. These improvements included the conversion of the entire library building into an all -electric facility, with the addition of a new emergency generator, as well as other improvements that would improve the Library’s ability to provide services. Over time, the improvements would reduce the City’s long- term maintenance costs while greatly expanding citywide energy-conservation efforts.
Amendment to Design Consultant Services Agreement
Following Council’s approval of the State Library Grant acceptance, staff requested a proposal from Jayson Architecture for additional design and engineering services required to incorporate (re-design) these elements back into the project’s scope of work.
Jayson Architecture responded with a proposal that included the re- design and modification of the project’s plans and specifications, acquisition of the required b uilding plan check, permit approval, and additional work improvements. The cost of the re-design work was estimated at $134,000; however, sufficient funding was available through the project’s increased budget capacity made possible by the $4.7 million State Library Grant.
Nevertheless, the re-design services required an amendment to the existing consultant services contract with Jayson Architecture and Council’s approval to authorize the use of Measure O funds to cover the related cost.
Ultimately, on January 23, 2023, Council approved the authorization to amend the existing consultant services agreement with Jayson Architecture and the use of Measure O funds to cover the associated re-design costs. Currently, Jayson Architecture is working on the re- design of these additional features based on the proposed improvements as outlined in the contract amendment.
1.a
Packet Pg. 12
Attachment: Informational Memo - Update on Measure O (Measure O Study Session)
Award of SVCE Community Decarbonization Demonstration Grant Program In addition to the State Library Grant, the City also applied to the Silicon Valley Clean Energy (SVCE) Community Decarbonization Demonstration Program in November 2022, requesting funds that would also be used for similar electrification improvements of the Campbell Library project. On February 8, 2023, the SVCE’s Board of Directors approved Campbell’s grant application with a subsequent award of $500,000 in grant funds. These funds will contribute to the installation of two all-electric air handling units, two new air source heat pumps, and all the associated infrastructure and support systems. The building’s existing electrical service system will also be upgraded to handle the additional electrical load.
Staff will be presenting a report for City Council consideration at the April 4, 2023, Regular Meeting, to request authorization for the execution of the related grant agreement and acceptance of $500,000 in grant funds for the Library Renovations project . Should Council authorize the accept ance of this grant, the electrical features outlined in the Scope of W ork approved by SVCE will be incorporated into the project’s plans and specifications, and the project budget will be adjusted accordingly.
Library Design Progress and Constructability Review
In January 2023, Jayson Architecture began the re-resign work as outlined in the amended (and subsequently executed) contract for additional design and engineering services of the Library Renovation project. Shortly after the re- designs were completed, Griffin Structures began the constructability review of the associated plans and specifications (as earlier directed by Council) . U pon completion, this information was conveyed to Jayson Architecture and will be reflected in the final plans and specifications that will be presented to Council for approval.
The following is an updated tentative schedule for the Library Renovations project:
Campbell Library Renovations Date
City Council Measure O Study Session and Acceptance of
SVCE grant funds April 4, 2023
Jayson Architecture to re-design and modify the Library plans and specifications; and obtain building plan check approval and permit to include full electrification of the Library Building
May 5, 2023
City Council to approve project’s plans , specifications, and cost estimates (PS&E); and authorize solicitation of bids from the list of pre-qualified contractors (Note: City Council may opt to authorize the City Manager to award and execute the construction contract).
May 16, 2023 (or June 6)
1.a
Packet Pg. 13
Attachment: Informational Memo - Update on Measure O (Measure O Study Session)
Invite the list of pre -qualified contractors to submit bid proposals for the Library Renovations project. May 17, 2023* Construction Bid Opening June 18, 2023*
City Council to award Library Renovations Construction
Contract to the lowest responsible , and responsive bidder (dependent on Council direction)
July 18, 2023*
Start of Library Renovations Construction August/September*, 2023 Completion of Library Renovations Project June, 2025, ± *Date to be adjusted if Council approval of PS&E is moved to June 6th, 2023
Campbell Police Operations Building (Project No. 23-RR)
Award of State Resiliency Grant
In 2021, the City was awarded $3.9 million in funding from the State’s Resiliency Grant Program for use on design and construction services of the Police Operations Building project. Staff’s initial allocation for these funds included approximately $600,000 to cover the design, purchase, and installation of a new emergency generator, with the remaining $3.3 million dedicated to similar costs for the furniture, fixtures and equipment (FF&E) that would be required throughout the new building. Around the same time, the project’s preliminary designs were also being reviewed by Council – and with the $3.9 million in grant funding received – additional strategies were considered to allocate the funds as they related to the project’s design elements.
In the end, Council concurred with the allocation of $600,000 to a new generator and $3.3 million for the project’s FF&E. However, staff and the design team have recommended to further allocate the $3.3 million amount to funding as follows: $1.8 million dedicated towards the cost of the equipment to be purchased and installed during the construction process, and the remaining $1.5 million allocated to FF&E that will be purchased and installed separately (after construction is complete).
Staff incorporated these allocations into the project’s budget adjustments for FY 2023.
Per the approved CIP Budget for FY 2023, the $3.9 million grant received from the State was listed as a new line item under the funding revenue sources for the Measure O project (titled ‘State Grant (CalOES)’). Of the $3.3 million allocated to the project’s purchase and installation of furniture and equipment, $1.8 million was added to the balance of available funds for the Police Operations Building project (for the purchase and installation of equipment). Lastly, a new line item was created as a separate ‘project’ to reflect the $1.5 million in grant funding allocated for the purchase of the project’s fixed furniture and equipment that will be purchased and installed separately (‘Civic Center Impr – Police FF&E,’ Project No. 22-JJ).
1.a
Packet Pg. 14
Attachment: Informational Memo - Update on Measure O (Measure O Study Session)
Award of SVCE Community Energy Resilience Program Grant In 2021, the SVCE JPA announced it would be accepting applications on behalf of its Community Energy Resilience Program – a non-competitive grant open to all member agencies under the jurisdiction of SVCE. This program allocates funding to member agencies for projects that support critical facilities and/or community services during a power outage by enabling access to power during an outage and decreasing the risk of power outages by way of zero carbon emissions. Energy resilience is defined as the ability to mitigat e, withstand, or recover quickly from disruptions in the availability of energy via a centralized energy infrastructure. In addition, SVCE had identified two project types that are eligible by default: 1) solar/storage systems designed to increase energy resilience; and 2) portable battery systems used to support critical services or support vulnerable communities (such as medically fragile customers) during a power outage. If a project qualifies, the maximum amount (s) awarded to an agency are based on their proportion of electrical usage (load) as determined by SVCE.
As a member agency of SVCE, the City of Campbell applied for the program with a request of funding to be used on the planning and development costs of energy-resilient improvement features of the Measure O projects. Shortly thereafter, the City was notified that it was allocated $237,566 in funding from SVCE to be allocated for use on an energy- resilient project. While several sites were evaluated for these improvements, the Police Operations Building project was ultimately determined to be the most appropriate site.
This determination was based on the level of critical services the Police Operations Building provides to members of the community, and the need to ensure operations are always maintained and available on both a daily and emergency basis.
The allocation of SVCE funds w ere broken down into two sub- categories:
Planning/Design ($39,594) and Capital Improvements ($197,972). The planning and design funds were allocated to the evaluation of various sites and were paid to a third- party consultant through SVCE. With the recommendation of the P olice Operations Building site, the Capital Improvement funds will be fully allocated to the project.
Staff will present City Council with a request to accept the funds and authorize staff to execute the SVCE Energy Resilience grant agreement during its Regular Meeting on April 4, 2023. Should the Council authorize acceptance of this grant, the funds will be applied toward the installation of a stand-alone EV charging station at the new Police Operations Building and the funding will be reflected in the FY 2024 CIP.
Police Operations Building Design Progress and Constructability Review Since 2021, LPA, Inc. has led the engineering and design efforts behind the City’s new Police Operations Building by developing the scope of work that will serve as the blueprint for its construction. By late 2022, the complete project plans were under review by various permitting agencies for compliance of specifications as related to their agency’s regulatory requirements. During that time, conflicting comments received from different agencies were consolidated by staff and forwarded to LPA for further review and identification of the appropriate re- design solution(s). LPA worked with staff to facilitate solutions that would mitigate these inter-agency discrepancies with minimal impact on the project’s overall design and the cost to implement such changes.
1.a
Packet Pg. 15
Attachment: Informational Memo - Update on Measure O (Measure O Study Session)
As of March 2023, LPA h as completed all re- design work associated with the Police Operations Building and the project is currently in the final plan check stages of a Santa Clara County Fire Department review . However, the project’s plans and specifications, as well as authorization to solicit bids from its list of pre-qualified construction contractors, will be presented to Council once the plan check is completed and any necessary design changes are made.
The following is an updated tentative schedule for the Police Operations Building project:
Police Operations Building Project Date
City Council Measure O Study Session and Acceptance of
SVCE grant funds April 4, 2023
City Council to approve project’s plans, specifications, and cost estimates (PS&E); and authorize solicitation of bids from the list of pre-qualified contractors (Note: City Council may opt to authorize the City Manager to award and execute the construction contract).
May 16, 2023 (or June 6)
Invite the list of pre-qualified contractors to submit bid proposals for the Police Operations Building project. May 17, 2023* Construction Bid Opening June 21, 2023*
City Council to award Library Renovations Construction
Contract to the lowest responsible, and responsive bidder (dependent on Council direction)
July 18, 2023*
Start of Police Operations Building Construction August/September*, 2023 Completion of Police Operations Building Project September, 2025, ± *Date to be adjusted if Council approval of PS&E is moved to June 6th, 2023
1.a
Packet Pg. 16
Attachment: Informational Memo - Update on Measure O (Measure O Study Session)