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Special City Council Meeting
By Jorge Garcia, Assistant City Manager
January 25, 2022
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BELLO STREET
N� SITE PLAN - EXISTING CONDITIONS
S T U D10S
• Project Team
• Fire and Police Department Needs
• Research, Trends and Project Management
• Comparison to Other Similar Projects
• What Can We Afford
Options and Cost
• Request for Proposals Process
• Direction Needed from City Council
Our Team of Experts
• Assistant City Manager (Project Manager) 9 Vanir Construction Management • Police Chief • Mary McGrath Architects • Fire Chief Manns Woodward Studios • Public Works Director • Client First Services • Community Development Director • Subconsultants • Administrative Services Director
• Senior Engineer
• Building Official
• Information Technology Manager
�\TY OF
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Fire Department Priorities
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• Reduction in Response times 40 •
Longest dress-out times in the county �� ..... • Provides a self-contained breathing apparatus (SCBA) filling station • Keeps engine within response area instead of having to fill outside the response area • Reliable communication for dispatch
• Better visibility of children walking to school when responding a
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\T Y OF ,
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Fire Department Priorities continued
• Firefighter Safety
• Provides a proper decontamination area ,
- Clean and Dirty Zones -
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• Safe storage of personal protective '
equipment PPE
• PPE has longer lifespan and off-gassing is
away from staff
• Reduction of exposure to cancer causing l 4 p g �W.
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exhaust fumes s,{
• Better security for Firefighters
\T Y OF
Fire Department Priorities continued
Program Support
• Indoor storage of apparatus - --- • Extends lifespan and reduces theft of equipment
• Modern trainingroom for staff and public
• Provides a proper storage area for Lifeguard
equipment
• Decontamination area for Lifeguards r r
• Only public outdoor showers currently
• Report Station provided
• Reduces overtime cost adding an additional workstation that is also away from exhaust fumes
• Clean Junior Lifeguard uniform storage area
\T Y OF
Evolution of the Police Department
• 1998 Original Design :
• To meet the current & minimum needs of the department • 2022 Challenges:
• Significant increase in the need for storage as a result of:
• Increased amount of patrol (lethal/non-lethal), Investigations & SWAT equipment used by law enforcement
• Increase in property and evidence due to retention requirements • Increased technology demands the infrastructure to support it • More women are in law enforcement-related careers, requiring additional & separate accommodations
• Future Goals:
TYOF • Current regionalization of dispatch services �Njo*Bt'Oj
9 Provide a positive environment for the public and employees
Police Department Needs
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* Expansion Needed For:
• Dispatch
• Parking: Employee & Public
• Property/Evidence Room
• Report Writing Room
• Storage ( Patrol, I .T. )
• Women's Locker Room
• Vision : To design a building that will meet our growing needs for up to 50 years
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Questions
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Trends
• Public Zone vs. Private Zone
• Gender Accommodations
• Clean and Dirty Zone Separation
• Nighttime Station Response
• Maintenance-Free & Durable Material
• Open Office Spaces for Conversion to Sleeping Spaces • Colocation of Fire and Police Stations
• Bollards, Bollards, Bollards
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TOP REASONS 'OMBirpml
CAPITAL BUDGETS SAVINGS
Fire and Law Enforcement buildings are expensive long-term investments with many programmatic similarities. Significant ,■^'- -: �, _ cost savings can be realized in facilities cost, site development .° costs, and utility infrastructure.
ELIMINATION OF DUPLICATE SPACES
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Common shared s aces such as toilet rooms, mechanical rooms, rei 11
1IBMmost ■��� - - break rooms, infrequently used training rooms, server rooms, etc. 1, 111■11 M■RN
"" �■■w �r��� only need to be constructed once. y SCENARIOS THAT PROMOTE REAL FIELD CONDITIONS The post-9/11 era demands now, more than ever, that first s responders operate in a synchronized manner on the most challenging of calls. Providing a centralized location for emergency operations optimizes preparedness and provides better services to communities.
Rd ECONOMIES OF SCALE
Bringing together multiple agencies into one building extends the �x value of your dollar. Project management costs are typically more cost-effective when compared to separating out the builds. In �r addition, a heartier project may attract competitive pricing from ��TY of 9 more contractors.
A�SMo B�Po�
What is an Essential Services Building
HEALTH AND SAFETY CODE, ARTICLE 2. Definitions [16002 - 16008] 16007. "Essential services building" means any building, including buildings designed and constructed, for public agencies used, or designed to be used, or any building a portion of which is used or designed to be used, as afire station, police station, emergency operations center, California Highway Patrol office, sheriff's office, or emergency communication dispatch center.
Multiple occupancies (California Building Code): 1604.5.1 Multiple occupancies. Where a building or structure is occupied by two or more occupancies not included in the same risk category, it shall be assigned the classification of the highest risk category corresponding to the various occupancies. Where buildings or structures have two or more portions that are structurally separated, each portion shall be separately classified. Where a separated portion of a building or structure provides required access to, required egress from or shares life safety components with another portion having a higher risk category, both portions shall be assigned to the higher risk category.
Risk Category IV would require forces used for seismic design to be increased by 50%. In addition, any systems deemed to be necessary for emergency operations would require additional seismic hardening such as communication, electrical, or HVAC systems.
C�T Y OF
Facility Cost Drivers
FIRE STATION FIRE STATION
SITE • Stand-off Distances SPECIAL EQUIPMENT • Personnel Lockers • More Parking To Handle Shift Change • Turnout Gear Lockers • Perimeter Control
CONCRETE • More Reinforcement For Risk Category IV FURNISHINGS • Stand/Sit Desks Structures
MECHANICAL • Redundant Systems
MASONRY • More Reinforcement & Grouted Full For Risk • Isolated Ventilation In High-Risk Areas Category IV
ELECTRIC • Full Generator Capacity
STEEL • More Tonnage For Risk Category IV • UPS Systems • Potential Structural Redundancy
LOW VOLTAGE • Access Control Systems
OPENINGS • Storm Ratings • CCTV Systems • Highly Secured Networks
THERMAL & • Envelope & Roof Enhancement For Storm • Redundant Communications Systems MOISTURE Hardening
FINISHES • Abuse-Resistant Materials
• Epoxy Flooring
C�T Y OF
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Facility Cost Drivers
POLICE STATIONDIVISION
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SITE • Stand-off Distances SPECIAL • Evidence Lockers • More Parking To Handle Shift Change EQUIPMENT • Clearing Tubes • Perimeter Control • Forensic Equipment CONCRETE • More Reinforcement For Risk Category IV • Processing Equipment Structures • High-Density Special Storage Systems • Detention Grade Fixtures
MASONRY • More Reinforcement & Grouted Full For Risk MECHANICAL • Redundant Systems Category IV & Ballistics • Isolated Ventilation In High-Risk Areas STEEL • More Tonnage For Risk Category IV ELECTRIC • Full Generator Capacity • Potential Structural Redundancy
• UPS Systems
THERMAL & • Envelope & Roof Enhancement For Storm LOW • Access Control Systems MOISTURE Hardening VOLTAGE • CCTV Systems FINISHES • Abuse Resistant Materials • Highly Secured Networks • Epoxy Flooring • Redundant Communications Systems • Ballistic Paneling
• Chemlab / Stainless Steel Counter Tops
\T Y OF
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Not All Square Footage is Created Equal
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Design Influence
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Programming Schematic Design Design development Contract Documents Construction Responsible Cost Control Diminishing Opportunity Point of No Return A,SMO Bt'V ,'
Programming Effort
• Conditional Assessment
• Design team toured existing facility, conducting building assessment identifying the structure's strengths, weaknesses, opportunities and threats as they pertain to Fire Response architecture.
• Space Needs Analysis
• Design team conducted meeting & interviewed department staff to identify the types of required space, their sizes, and required adjacencies in order to satisfy the immediate and long-term needs of the department.
• Bubble/Relationship Diagrams
• Design team developed a series of relationship/bubbled diagrams satisfying the requirements discussed during the space needs analysis. This exercise validated relationship and functionality of the program requirements.
• Written Space Program
• Design team utilized the space needs analysis and relationship diagrams to develop a detailed written building program clearly identifying the required area for each space and subsequently the entire building.
C�(Y OF
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Prioritizing - Needs vs . Wants
•Where Ideas Begin & Needs Are
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Assessed �
• Balance of Needs & Wants
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• Determines Adjacencies & , �
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Equipment Requirements
• Used to determine overall building ; R size and concept budget
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UY OF
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Questions
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Owner Owner
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Design-Builder Architect -- Construction Manager '—' Contractors
Supplier Sub-contractor Supplier - Sub-contractor UY OF
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How does this compare to other similar projectc , New Los Banos Police Station Contra Costa County EOC/Public Size : 27,000 sf Safety Building
Procurement: Design-Build Size : 40,000 sf
Construction Cost: Guaranteed Procurement: Design-Build Max $23,947,565 Construction Cost: $45M
Cost per Square Foot: $887/sf Cost per Square Foot: $ 1, 125/sf Project was awarded in Project was completed in 2020 November 2021
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Newark New Police Station Visalia Fire Station #56 Size : 24,500 sf Size : 6,766 sf
Procurement: Design-Build Procurement: Design-Bid-Build Construction Cost: $20.3M Construction Budget: $5 .9M Cost per Square Foot: $829/sf Design Cost: $600,000 Project was completed in May Cost per Square Foot: $961/sf 2021 Project will go out to bid February 2022
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Clovis Fire Station #2 Fontana Fire Station #81 Size : 8,353 sf Size: 13,247 sf
Procurement: Design-Bid-Build Procurement: Design-Bid-Build Construction Budget: $7M Construction Budget: $ 10.5M Design Cost: $700,000 Design Cost: $520,000 Cost per Square Foot: $922/sf Project Cost: $ 1,000,000 Project will go out to bid June 2022 Cost per Square Foot: $913/sf Project awarded Dec 2021
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Questions
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Funding the Public Safety Facility
What we have now:
• Current Budget includes a $20M project:
• $3M PAYG/Cash (General Fund unassigned fund balance) • $17M Financed/Bond Proceeds
• Annual debt service of $961, 100 estimate (paid for by TOT 1%) • Spent or contracted $2 .2M of the PAYG so far. Likely need additional $ 1M for pre-construction costs.
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TOT Tre n d s
Annual TOT Revenues FY 2012 to FY 2021
$18,000,000
$16,000,000
$14,000,000 �•
$12,000,000
$10,000,000
$8,000,000
$6,000,000
$4,000,000
$2,000,000
$0
FY 2012 FY 2013 FY 2014 FY 2015 FY 2016 FY 2017 FY 2018 FY 2019 FY 2020 FY 2021 Projected FY 2022
\T Y OF
TOT 10% t TOT Total •..... Linear ( TOT Total )
TOT Tre n d s
1% of TOT FY 2012 to FY 2021
$1,600,000 $1,500,0
$1,417,32,
$1,400,000
$1,200,000 $1,003,992 $1,038,202
$1,000,000 $868,212 $919,995 $933,065.. $1.3 M $727,950 $798,824 •
$800,000 $693,120 $938,101
$600,000
$400,000
$200,000
FY 2012 FY 2013 FY 2014 FY 2015 FY 2016 FY 2017 FY 2018 FY 2019 FY 2020 FY 2021 Projected FY 2022
t1% TOT •••••• Linear ( 1% TOT )
Y OF
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General Fund : Fund Balance for One-time
project-c, A1116, A"..
• General Fund Unassigned Fund Balance — projected ending fund balance as of June 30, 2022
� • $ 10 Million
• Costs that MAY use fund balance :
• $6M for Other Capital Needs: Paving Project $4M, Other Capital r Projects $1M, Public Safety Facility $1M • $1M CaIPERS Pre-payment
• Potential remaining fund balance : $3 M
• Good practice to keep about $2 .5 M for cash flow • Based on other capital project needs, may need to finance 100% of construction costs.
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Funding Scenarios :
35-year
Assumptions: 30-year term term • 30-year financing, 35-year in last Medium Medium column
TIC: TrueInterestCost — total cost of Low Annual Annual Debt High Annual Annual Debt loan including fees, time value of Debt Service Service Debt Service Service (1 % money, etc.
• Low annual debt service: TIC of 2.801% Construction (current ( 1% over (2% over over based on current market Costs market) current) current) current) • Medium annual debt service: TIC of $20,pOOOpOOO $1,074,028 $1, 170,779 $1,289,849 ,511087,418
3.413/0 (1/ increase over current
market) $23,000,000 $1,,232,,910 $1,3441172 $1,,480.,986 $11248,382 • High annual debt service: TIC of
4.125% (2% increase over current $25,000,1000 $1,338,938 $1,,460,055 $1,,608.,345 $11355,818 market)
$28.9000,000 $1,,497,,979 $1,6331283 $1,,799,697 $11516,829 ,1YOF $30,000,000 1$1,,604,,324 $1,,748.,690 $1,,927.,076 $1,, 623,,-947 --w BEP`�
Questions
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What will this cost - Base costs
• Soil - $3.66M
• Caisson and Mat Slab due to existing site constraints • Facade - $ 1M to 1.5M
• Removal of brick, cleaning bricks for facade, storage, and installation of brick to replicate facade
\TY OF
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What are our option '
A. Joint Public Safety Facility
B. Separate Fire Station and Police Station (expansion) C. Maintain current operations, relocate fire living space \TY OF
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Option A: Joint Public Safety Facility
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phone:510.208.9400 INTERIORSARCHITECTURE + 01/20/2022 A*BtOj�
' RENDER MARY STUDIOS MWS Proj#21-127 PISMO BEACH PUBLIC SAFETY BUILDING CA 94612
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• RENDER MARY MCGRATH I ARCHITECTS MWS Proi#21-127 �bYl!
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Option A : Joint Public Safety Facility
• Combined Facility for Fire and Police Services • Estimated Cost: $28-$30 million
\TY OF
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Option B : Separate Fire Station and Police Station \TY OF
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SITE PLAN •• •
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phone:510.208.9400 R O RS + MASTER PLANNING 01/20/2022 A*Bt'Oj�
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LEGEND
834 sf �I
ZONE 1 -LOBBY&
BUILDING �; RECORDS
1,544 sf ADDITION ;
ZONE 2-OFFICES
936 sf
; 2,100 sf Ll
ZONE 3-LOCKER
ROOMS
PROCESSING
2 sf
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ZONE 4
1,248 ,
,
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1142sf " ZONES-COMMAND
STAFF&EVIDENCE
�I ZONE 6-DISPATCH
1,418 sf
EXISTING BUILDING 8,243 SF
RENOVATION
EXISTING BUILDING ADDITION 2,100 SF
BAYS
2,437 sf
TOTAL SF 10,343 SF
U�Y OF
POLICE
• RENOVATION
• ZONES -, •
PISM• BEACH SAFETY BUILDING 1212 BROADWAY,SUITE I700 OAKLP,ND,CA 94612
phone:570.208.9400 ARCHITECTURE O RS + MASTER PLANNING 01/20/2022 A/s, `� .marymcgraiharchitecis.com MO BEQ
Option B : Separate Fire and Police Stations • Largely same concept from 2018 approval
• Police Station expansion to the south (940 Bello) • There would have to be separate systems for each facility (water, sewer, electrical, HVAC, generator, communications, IT, etc. ) • Estimated Cost: $18-22 million
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Option C : Maintain Current Operations
Option C : Maintain Operations
• Defer the project
• Fire Department living quarters would be move to 900 Bello • Direction from City Council on next steps
\TY OF
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Escalation of Costs
Annual Construction Index
16.00%
"Wh-pie su pply c haln disru p#io n
c enti n ue to i mpa ct lead times for 14.00%
key construction materials such as � 13.37% steel, aluminum, and copper, there 12.00% a was al so a s ig nificant reduction
in lumber costs. At the same time,
10.00% iF
we experienced some vendors
and subcontractors reporting
8.00% �
that their backlog is returning
to pre-pandemic I eve Is. Overall �
the results continue to indicate 6.00%
increased costs as well as reduce
th a vend erfs u hcontra cter ma rket's 4.00% 3 50% 3.59% abili#y to provide lorager pricin 9 3.12% 2.83% commitments for current projects." 2.00%
33%
Attill o Riwetti
Vice Presi-dent 0.00%
2016 2017 2018 2019 2020 2021 \T Y OF
Source: DGS California Construction Cost Index
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Can ave multiple proposals ?
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� • Yes, the City Council can direct staff to prepare the RFP documents to have multiple submittals
• It can be structured so that firms can propose on one or the other, or both .
• Would require additional costs to prepare documents • Staff would recommend a higher stipend to the DBE teams that are not selected to offset additional costs to prepare second submittal .
SMO eEP�
Direction from City Council :
Option A - Combined Facility
Option B - Separate Facility
=` Option C - Defer Project
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Evaluation of Request for Proposals
CITY STAFF INTERVIEWS EVALUATION PRESENTATION TO ASSESSMENT CRITERIA SCORING CITY COUNCIL
\TY OF
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Request for Proposal - Evaluation Criteria
Required by SB 785
A. Price, unless a stipulated sum is specified B. Technical design and construction expertise C. Life-cycle costs over 15 or more years
Optional (Need Input)
1. Proposed Team Technical Design and Construction Expertise
2. Proposed Design and Design Approach including Life Cycle Costs
3. Project Management Plan
4. Base Project Pricing
5. Project Pricing - Additive Enhancements
6. Preliminary Baseline Design/Construction Schedule �Nlo
7. Quality of Proposal/Presentation and Questions *BtOj�
Enhancement Process
• Functions similar to bid alternatives
• They are additional requests or considerations. Can be mandatory or optional for submittal .
• "If there is sufficient space, we would like to convert a cubicle to an office:'
• "We would like to consider all LED lighting in existing workspaces" • Option A versus Option B would not be enhancements - but we can request two project submittals
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TemporaryRelocation - Fire Station
• Housing would be relocated to 900 Bello Street i4
16 / f
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\T Y OF
TemporaryRelocation - Police Station
• Use of three City-owned facilities
• City Yard
• Parking Office/Visitor Information Center ( Dolliver/Hinds) • 330 Main Street
a � REAL ESTATE
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Downtown Substation
PARKING OPERATIONS REPORT WRITING EQUIPMENT GARAGE
FOR BEACH PATROL
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Questions
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