EAST PALO ALTO
CITY COUNCIL
STAFF REPORT
DATE: April 19, 2022
TO: Honorable Mayor and Members of the City Council
VIA: Jaime M. Fontes, City Manager
BY: Patrick Heisinger, Assistant City Manager
SUBJECT: Initial discussion on the potential use of the Tanklage property as a temporary police station
Recommendation
It is recommended that the City Council:
1. Accept the Staff Report regarding the analysis necessary for consideration of the property at 1798 Bay Road to locate a temporary Police Station;
2. Provide staff with feedback regarding the proposed approach and concepts presented; and
3. Adopt a Resolution directing the City Manager to amend the consulting agreement with Group 4 Architecture to complete the analysis described in the staff report.
Alignment with City Council Strategic Plan
This recommendation is primarily aligned with:
Priority No. 1: Enhance Public Safety and Emergency Preparedness Priority No. 4: Improve Public Facilities and Infrastructure Priority No. 6: Create a Healthy and Safe Community
Background
On May 18, 2021, the City Council adopted the City of East Palo Alto Facilities Master Plan (“Plan”) which included specific objectives and recommended actions. Objective #3 of the Plan, “Develop a Short-Term Strategy for the Police Department,” was prioritized by the City Council because the current leases for properties utilized by the Police Department will expire in 2-3 years.
Since the City does not control many properties and facilities and planning can be a lengthy process, staff seeks early guidance from the City Council regarding the potential use of the City-owned parcel located at 1798 Bay Road (“Property”) for a future Police Department facility.
Analysis
The Police Department operations are currently housed in two locations, as described in Table 1, below.
TABLE 1
Current Properties Utilized by the Police Department
Location Functions Usable
Space Monthly Rent1 Lease Expiration
141
Demeter2
• Administration
• Investigation
• Patrol
• Training
• Records
6,000 sq/ft $15,200 -$16,100 10/2025
219 Demeter • Evidence 7,000 sq/ft $6,000 – $6,500 10/2025 Total (Monthly) $21,200 - $22,600
Total (Annual) $254,400 -$271,200
The City leases the two properties and owns the manufactured units, which are approaching the end of their useful life.
Proposed Approach
Although the expiration of each lease will occur in 2025, facility solutions typically require years to fully complete. Therefore, staff recommends that the City Council proceed with developing the program and concepts for a modular/pre-engineered consolidated police facility at the Property. This will enable the City Council to provide timely guidance on the use of the Property, the type of construction, and the configuration of the Police Department facility.
Staff recommends the City amend the current agreement with Group 4 Architecture, Research + Planning, Inc. (Group 4) to complete the analysis described in Attachment 2, Group 4 Proposed Scope, Compensation, and Schedule. A breakdown of the tasks and anticipated associated costs is set forth in the Table 2 below:
TABLE 2
Proposed Property Analysis by Task
Task # Task Explained Cost
1 Program/Concept Design $81,950
2 Reimbursable Expenses $10,000
3 Topographic Survey $20,700
4 Boundary Survey $16,100
Total $128,750
1 Per the leases, the monthly rents increase each year. 2 The owner of 141 Demeter has already stated that they are not interested in extending the lease for this property past the current expiration date.
To complete the proposed analysis and additional scope, staff recommends the following terms for the retroactively amended agreement, shown in Table 3.
TABLE 3
Proposed Terms for Amended Agreement with Group 4
Item
Existing Element
(Resolutions 5045 &
5182)
Proposed Modification
Agreement Term December 1, 2021
December 31, 2022, with one (1)
six-month extension at the sole
discretion of the City Manager
Compensation $189,286 $318,0363
Planned Discussion and City Council Feedback
During the City Council meeting on April 5, 2022, Group 4 will provide an overview of highlevel concepts for potential use of the Property. Staff will outline the potential processes and City Council commitments that may be necessary to further explore the use the Property for the Police Department.
If the recommended actions are approved, the required analysis will be completed for City Council review. At that time, staff also will provide defined design and construction options for City Council consideration, so that the next phase of the project may commence without delay.
These elements will likely include project entitlements and procurement options such as design build, or a pre-negotiated contract.
Next Steps
Group 4 estimates a timeline of three to four months to complete the analysis, outreach, and other deliverables described in Attachment 2. Therefore, staff anticipates that a project update may be on a City Council agenda in Fall 2022.
Fiscal Impact
Adequate funding is available in the City’s General Fund Reserve to cover the contract amendment with Group 4, as proposed in this staff report.
Public Notice
The public was provided notice by making the agenda and report available on the City’s website and on a bulletin board located at City Hall: 2415 University Avenue, East Palo Alto.
Environmental
The action being considered does not constitute a “Project” within the meaning of the California Environmental Quality Act (CEQA), pursuant to CEQA Guideline section 15378 3 This figure represents the new ask of $128,750 in addition to the previous compensation included in the original agreement with Group 4.
(b)(5), in that it is a government administrative activity that will not result in direct or indirect changes in the environment.
Attachments
1. Resolution
2. Scope