TO: CITY COUNCIL
VIA: CITY ADMINISTRATOR
Placentia City Council
Imi
FROM: DEPUTY CITY ADMINISTRATOR / PUBLIC SERVICES AND INFRASTRUCTURE DATE: MARCH 1, 2022
SUBJECT: REVIEW OF THE 35% COMPLETE DESIGN EFFORT FOR THE PROPOSED PLACENTIA PUBLIC SAFETY CENTER AND AMENDMENT NO. 1 TO THE
PROFESSIONAL SERVICES AGREEMENT WITH PBK TO COMPLETE THE
ARCHITECTURAL AND ENGINEERING DESIGN SERVICES FOR THE
PROJECT
FISCAL
IMPACT
SUMMARY:
EXPENDITURE: $513,500 PROFESSIONAL A&E SERVICES
BUDGET: $560,000 FY 2021-22 MIDYEAR CIP BUDGET (105213 - 6850-229999)
The City Council previously reviewed several options to construct a new public safety facility to house the Police Department's evidence and property collection and storage operations along with a shooting range and emergency communications center and directed Staff to procure professional consulting services from an architect to prepare a 35% complete design and engineering package for the project along with a more refined construction cost estimate. Working with the selected consulting firm, Staff, and the City Council Ad -Hoc Committee ("Committee") for this project developed three (3) potential project options for the City Council.
Upon review of all options and costs to the Committee is recommending Option 1 as the preferred project alternative. The recommended actions will direct Staff to complete the architectural and engineering design services to the 100% complete level as a shovel -ready project as well as directs Staff to return to the City Council within one (1) year with a proposed project financing package for the City Council's consideration.
RECOMMENDATIONS:
It is recommended that the City Council take the following actions:
1. Receive and file the presentation; and
2. Approve Amendment No. 1 to the Professional Services Agreement with PBK increasing their work scope and fee and direct Staff to complete the architectural and engineering design effort to a fully permitted, 100% complete level project design for the City Council Ad-hoc recommended project option; and
3. c.
Mar. 1, 2022
City Council Agenda
March 1, 2022
3. Authorize the City Administrator to approve contract change orders up to 10% or $51,350 of the professional services agreement amount; and
4. Direct Staff to return to the City Council within one (1) year with a proposed project financing package for the City Council's consideration; and
5. Direct Staff to negotiate a month-to-month lease extension for the City's rented evidence storage facility.
DISCUSSION:
On December 1, 2020, the City Council was presented with options to finance and construct a new public safety facility to house property and evidence collected and stored by the City's police department, a new 911 communications center, shooting range, training facility and additional external storage for various City operating departments. At that meeting the City Council selected a preferred project alternative for Staff to pursue. Subsequently, on April 6, 2021, the City Council received a presentation from Staff outlining updated project cost estimates for the proposed Placentia Public Safety Center along with several new project options and financing costs. Staff advised at that time that the initial project cost estimate shared previously was too low and new project alternatives and updated project costs were provided to the City Council at that time. At that meeting the City Council selected a new preferred project alternative which includes a full first and second floor building that will house the City's emergency communications center and the Police Department's evidence and property storage operations along with additional office and conference/meeting room space and an at -grade indoor shooting range. In addition, the City Council directed Staff to procure professional architectural and engineering services to provide a 35% complete level design effort and architect's cost estimate for the project.
On July 20, 2021, the City Council awarded a professional services agreement to PBK-WLC ("PBK") to provide a 35% complete design and cost estimate. PBK provided a proposal and cost fee to design the entire project to the 100% complete level however the work was separated into two (2) phases. Phase I entails a 35% schematic design of the proposed facility which includes the preparation of a detailed facility needs assessment report based upon end-user input, topographic and ALTA survey map, building elevations, refined floor plans and space allocations, identify furniture, fixtures, and equipment to be used in the new facility, and prepare an initial project cost estimate. The PBK team over the course of several project team meetings met with the City Council Ad -Hoc assigned to this project and facility end-users to obtain their input on how these spaces would be operated and what features and functionality should be included in the various project elements. In addition, the PBK team toured the current facility the City uses for evidence and property storage as well as the City of Westminster's facility as Staff has modeled Placentia's proposed new facility after Westminster's design. A geotechnical analysis and report and Phase I Site Assessment were previously completed.
The PB.K team utilized the input provided by the Committee and Staff to further refine the draft floor plans previously prepared along with adjusting space allocation within the building and the type of furniture, fixtures, and equipment to be incorporated into the project. This data and
City Council Agenda
March 1, 2022
information also helped to develop the proposed building elevations and the completed 35% design package (Attachment 1).
Over the past year, inflation created by surging demand along with material delays due to supply chain disruption have continued to push construction costs upwards. Since a portion of this proposed facility would be considered a critical facility as defined in the Essential Services Act, the structural design of the building is more robust than in other municipal buildings which is another factor that has increased the cost of the project and had not previously been considered.
Upon reviewing the initial proposal by the project team, management Staff requested that the project team and PBK conduct value engineering to ensure that all options to be considered by the City Council would be best value. Subsequently, the PBK team engaged in a detailed value engineering process seeking alternatives to lower the overall project cost. This effort led to over $2 million in project savings most notably through the use of an engineered butler building for the property and evidence storage component as opposed to utilizing traditional CMU construction throughout. In addition, the Committee, Staff, and PBK developed and refined two (2) additional project options for the City Council's consideration as part of the value engineering process. PBK has prepared more refined cost estimates for all three (3) project options based upon the final proposed floor plans, space utilization, and building equipment. The construction cost estimate for the Committee recommended project amounts to $11,417,165.
The table below outlines the project alternatives and cost estimates for each:
Project Alternative
Building Footage Facility Elements
35% Construction
Cost Estimate
Option 1
(City Council Ad -Hoc
Full 1 stand 2nd floors,
Recommended
18,805 SF property & evidence,
$11,417,165
Option)
shooting range,
training facility,
communications
center
Full single floor,
$7,396,560
Option 2
12,400 SF property & evidence,
shooting range,
communications
center
Full single floor,
$5,422,493
Option 3
9,820 SF property & evidence,
communications
center, no shooting
range
ALTERNATIVE OPTIONS:
At this juncture the City Council has the following additional alternatives available to consider other than Staff's recommendations. Based upon the continuing increases in inflation and
City Council Agenda
March 1, 2022
construction costs in this dynamic environment the City Council could at its discretion receive and file the 35% complete design package and direct Staff not to proceed with the balance of the project until a more favorable cost environment emerges. Additionally, the City Council can also direct Staff to pursue either one of the less expensive project options noted above while still directing Staff to prepare a project financing plan that uses a combination of City and external grant funding to construct this project.
FISCAL IMPACT:
A total of $560,000 has been allocated in the FY 2021-22 CIP Mid -Year Budget Adjustment to cover the cost of completing the architectural and engineering design effort for this project and the cost to complete Phase II amounts to $513,500. Accordingly, sufficient funds existing for the recommended actions. Staff will return to the City Council within one (1) year to present a proposed project construction financing package for its consideration.
Prepared
Luis Estevez
Deputy City Administrator
Reviewed and Appr
Damien . Arrula
City Administrator
Reviewed and approved:
5 n Erla n
Interim Director of Finance
Attachments:
1. 35% Project Design Package
2. Amendment No. 1 to Professional Services Agreement with PBK
3. PowerPoint Presentation