DATE: March 19, 2024
TO: Mayor and City Council
FROM: Director of Public Works
SUBJECT: Adopt Resolutions Authorizing the City Manager to Amend the Professional Services Agreement with Dewberry Architects, Inc., and Appropriate Additional Funds from Fund 405 for the Hayward Police Department Locker Room Building, Project No. 07420
RECOMMENDATION
That the Council adopts resolutions (Attachments II & III) authorizing the City Manager to:
Amend the Professional Services Agreement (PSA) with Dewberry Architects, Inc., (Dewberry) for the architectural design services for the Hayward Police Department (HPD) Locker Room Building Project No. 07420 by $114,000 for a not-to-exceed amount of $530,000; Appropriate additional funds in the amount of $114,000 from Capital Projects Fund (Governmental) – Fund 405 for the HPD Locker Room Building Project No. 07420.
SUMMARY
The existing locker room facilities for HPD personnel housed inside the HPD building are inadequate in terms of space and amenities and in very poor condition. The new locker room is designed for separated use by both male and female police officers, other employees and visitors, as well as to allow for greater social distancing in response to the recent COVID-19 pandemic. An additional building located at the west side of the existing building is the ideal site for the construction of the proposed new locker room.
Because multiple iterations of the footprint of the new building were considered and constraints were identified due to ADA requirements, additional features must now be included in the design and/or some redesign much occur in order to proceed with obtaining construction bids.
Staff is requesting an amendment to the PSA with Dewberry in the amount of $114,000 for a not-to-exceed amount of $530,000 in order to complete the revised construction bid documents. These revisions will result in a higher than originally anticipated construction cost. Staff are also requesting an additional appropriation of $114,000 from the Capital Projects Fund (Fund 405) for this project.
BACKGROUND AND DISCUSSION
The existing locker room is currently located on the ground floor of the HPD building. Both the male and female locker rooms are inadequate to fit the required full-size lockers as well as to accommodate the number of personnel utilizing the facilities. The existing showers are not handicap accessible and there are no available showers for unisex facilities.
The current design included the following:
New PD Locker Room Building
Male Lockers: 192 (sworn – 185; civilian – 7)
1st Floor: 59 Lockers; 1 handicap accessible shower & 3 regular showers 2nd Floor: 133 lockers; 2 regular showers
Female Lockers: 78 (sworn – 26; civilian – 52)
On 1st Floor: 78 lockers; 1 handicap accessible shower & 3 regular showers Training Room: 2nd Floor
Existing Building
Two new handicapped accessible showers (unisex) in the existing female locker room.
Conversion of existing male shower/locker room into a gym space.
The footprint of the new locker room building was to be attached to the west side of the existing HPD building. This would allow access to the new locker room building through the existing building on the first floor. Also, access to the second floor of the new building was to be through the second floor of the existing building.
However, because the new building was to be attached to the existing building, the existing building would need to be updated to include the current ADA requirements and codes. The inclusion of these upgrades to the existing building would increase the cost of the project substantially.
To allow the project to proceed in meeting the current and future needs for the police department and to remain financially feasible, PW staff and the architect worked together to devise a layout that would alleviate major revisions to the existing building. The new layout is to have the new building as a “stand alone” structure by moving the footprint approximately 8 feet to the west thereby detaching the building from the existing HPD building. These changes have been discussed with the Police Department who in turn approved the revised scope of the project. The proposed building layout will maintain the same number of lockers and showers. West doors of the existing HPD building will be maintained, and access doors for the new locker room building will be directly across from the existing building. A canopy connecting the access doors from the old building to the new building shall be provided across the 8-foot separation of the buildings. The addition of an elevator will be required for accessibility to the second-floor training room. This layout for the new building, however, does eliminate the two new handicapped accessible showers (unisex) in the existing female locker room and the conversion of existing male shower/locker room into a gym space. However, ADA upgrades are not required if improvements are under $200,000, so it may be possible to address these features in a future project.
Staff will utilize these funds to continue evaluating design options for the new facility to ensure compliance with current regulations while also meeting the needs of the department.
The project is categorically exempt from environmental review under Section 15301(c) of the California Environmental Quality Act (CEQA) Guidelines for the operation, repair, maintenance, or minor alteration of existing facilities.
FISCAL IMPACT
The Adopted FY24 Capital Improvement Program (CIP) includes $416,000 for the Hayward Police Department (HPD) Locker Room Building, Project No. 07420. Staff recommends the appropriation of an additional $114,000 to the HPD Locker Room Building Project from the Capital Projects (Governmental) - Fund 405 to close the funding gap and bring the total design project total to $530,000. The Fund has sufficient balance to support this appropriation.
As a result of the design modifications, the cost estimate for the construction of the HPD Locker Room has increased to $6.76M from the original estimate of $6.5M due to the revised project scope. Additional funds to account for the increase in project cost of the construction of the HPD Locker Room project will be included in the FY 2025 CIP budget process.
STRATEGIC ROADMAP
This agenda item supports the Strategic Priority of Improve Infrastructure. Specifically, this item relates to the implementation of the following project:
Project 10: Investigate major municipal building upgrade needs
SUSTAINABILITY FEATURES
This project will create a comfortable, modern and functional work environment for police officers, other employees and visitors that will incorporate energy efficient and sustainable features.
PUBLIC CONTACT
During the design process, staff and the design consultant engaged with HPD staff for design input.
NEXT STEPS
The estimated schedule for this project is as follows:
Completion of Design May 2024
Construction Bidding July 2024
Construction Beginning September 2024
Construction Completion Fall 2025
If Council approves, staff will route an Amendment to the PSA with Dewberry for execution by the City Manager, construction bid documents will be completed and the project will move forward with construction.
Prepared by: Hector M. Leuterio, Assistant Civil Engineer Kathy Garcia, Deputy Director of Public Works
Recommended by: Alex Ameri, Director of Public Works
Approved by:
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Kelly McAdoo, City Manager