Agenda Item Wording:
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Receive an update on Phase II of the Civic Center Complex Project, approve a Consultant Contract Amendment with Darden Architects for an amount not to exceed $1,356,500 and authorize the appropriation of $1,500,000 from the Civic Center Reserve Fund.
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Deadline for Action: None
Submitting Department: Administration - CIP Engineering
Contact Name and Phone Number:
Mike Porter, Civil Engineer, 713-4412, Mike.Porter@visalia.city
Frank Senteno, City Engineer, 713-7331, Frank.Senteno@visalia.city
Nick Mascia, Assistant City Manager, 713-4323, Nick.Mascia@visalia.city
Department Recommendation:
Receive an update on Phase II of the Civic Center Complex Project, approve a Consultant Contract Amendment requested by Darden Architects (A/E) for an amount not to exceed $1,356,500 and authorize the appropriation of $1,500,000 from Civic Center Reserve Fund.
Background Discussion:
The Civic Center Complex plan is the result of decades of planning, saving, and land acquisition. It is planned to include multiple municipal facilities that require a significant amount of capital and would be cost prohibitive if they were to be all undertaken at once. Therefore, development of the Civic Center has been planned to follow a phased approach. Staff has identified the development of the Civic Center’s major facilities to fall under multiple phases. Phase I has been completed following the completion of construction of the Visalia Emergency Communications Center (VECC). Phase II is the subject of this report and is comprised of three separate facilities that include a new City Council Chambers, Public Safety Office Building, and Police ServicesBuilding (Evidence/Training/Crime Lab). Phase III will include City Hall and other supporting facilities, such as parking, to be determined at a future date.
The Architectural and Engineering contract for Phase II of the Civic Center Complex was awarded to Darden Architects at the March 15, 2021 City Council meeting. Staff’s last update to Council was at the August 4, 2021 Council Meeting. At that meeting, Council approved the location of the Public Safety Office Building and City Council Chambers. After the last update, Darden Architects completed the Space Needs Assessment Phase of the project and has moved into the Schematic Design Phase. This staff report provides a project update on what has been completed to date, and what the next project steps are anticipated upon Council approval.
Space Needs Assessment
The Space Needs Assessment (SNA) portion of the project was completed in February 2022. During the SNA, the consultant team analyzed the space needs of all elements that will be using the buildings and determined the specific facility requirements needed to provide the best functional use for the project both in the short and long term, looking out at the needs for at least the next 30 years.
Results of the SNA show the following building sizes are required:
PSOB Main Building 48,119 sf
Secondary Building (property, evidence & crime lab) 16,689 sf
City Council Chambers 10,350 sf
It is anticipated that the PSOB will ultimately house approximately 198 staff from PD and an additional 12 staff from Fire Department Administration. The PSOB is designed with approximately 30 year of staff growth potential. It will take several years before the police department staff occupies the entire building. However, upon opening, it is planned for approximately 37 existing Finance Department staff to move out of City Hall West and occupy the unused growth space within the PSOB. The city intends to develop a project to construct a future City Hall after completion of the PSOB/Council Chambers. Once the City Hall is completed, Finance Department staff will move out of the PSOB and into the new City Hall. This space vacated by Finance Department staff will provide the long-term growth space needed for PD as well as allow for Fire Department staff to move out of the Visalia Emergency Communications Center (VECC) and into the PSOB. The relocation of FD staff out of the VECC will allow for IT Staff to move out of City Hall East (CHE) and into the VECC, where most of the city IT infrastructure is located. This move will likely require funding to perform internal alterations to the existing VECC floor plans. Staff will return later to present information on the proposed relocation of the IT Department from CHE to the VECC and the associated costs under Phase 3.
Following City Council direction to secure an architect for the PSOB, it was decided through the City Council Committee to increase the secondary building to include Police training, the crime lab, and sally port. This increased the overall square footage of the original PSOB proposal that was discussed with City Council in 2021.
Further, Staff is currently working with the design team to evaluate the operations at Police District Substations 1 & 2. District 1 is located at 204 NW 3rd and District 2 is located at 4100 S. County Center. This effort is part of the original contract and no increase in design cost is part of the proposed contact amendment. The substations were constructed using the same floor plans and consist of 8,318 sf of building space and associated site amenities. District 1 sits on approximately 0.85 acres while District 2 occupies approximately 2.2 acres. The evaluation will consider the potential for consolidation of patrol operations. District 2 may be a suitable location to house all patrol operations, therefore allowing District 1 to be sold or repurposed. The current evaluation will determine the feasibility of consolidating the districts and provide an estimate of what modifications to District 2 might be required to facilitate the move. Staff will provide the results of that assessment upon completion. Staff is still coordinating with the A/E to obtain a completion date.
Upon completion of the PSOB and Council Chambers, Staff will move out of City Hall West and the existing Council Chambers will no longer be needed. This will allow for the CHW property to be sold.
Council Chambers
The City Council Chambers is planned to be approximately 10,350 sf and is to be located on the SE corner of Burke Street and School Court (across the street from the PSOB and adjacent to the future City Hall. The Chambers building will include seating for approximately 200 attendees in the main chambers with additional overflow seating to be provided in a community meeting room adjacent to the council chambers. A closed session/breakout room will also be provided. Site amenities including landscaping and lighting, public and staff parking and secure parking for Council and staff attending council meetings will be provided.
Schematic design, and subsequent Plans, Specifications and Estimates (PS&E) for construction activities for the PSOB and Council chambers are planned to take place concurrently for all buildings within Phase 2 of the Civic Center Complex.
Schematic Design Phase
The Schematic Design (SD) Phase of the project will begin following Council approval of the work completed thus far and approval of this report. Upon receiving approval from the City on the schematic design phase elements, the design team will move on to the PS&E phase of the project. Staff will return to the Council as needed during the Schematic Design phase to seek guidance and request approval prior to moving on to the next phase of the project.
Site Visits
The project committee is planning site visits to several City Council Chambers located in the Phoenix Metropolitan area during the month of April. Staff is currently working on a high level version of a conceptual design of our own future City Hall in conjunction with design of the Council Chambers. This is required to appropriately place the new Council Chambers on the southeast parcel; across the street from the PSOB.
PSOB Site Visits
Staff members and members of the City Council visited the City of Salinas Police Headquarters to observe the floor plans and site layout and to ask City of Salinas staff about the project. Feed back generated from the Salinas site visit was used to help with the preliminary planning of the PSOB and Council Chambers.
Project Schedule
Task Start Date Completion
Project Start Date June 2021 N/A
Space Needs Assessment July 2021 February 2022
Schematic Design April 2022 July 2022
PS&E August 2022 October 2023
Bidding November 2023 January 2024
Construction January 2024 July 2025
Move-In July 2025 August 2025
Staff will return with schedule updates as the project progresses through the schematic design and PS&E phases. This will include various elevation concepts for each of the buildings as well as landscaping and open space. Staff continues to look for ways to expedite the schedule to ensure the project is completed as quickly as possible.
Contract Amendment
Staff has been working with Darden Architects to negotiate the proposed Contract Amendment (attached). The proposed contract amendment consists of three components:
1. Increase in Project Size - The overall size of the buildings (PSOB, Evidence & Crime Lab, & Council Chambers) has increased by approximately 51% over our original size estimates. The design team is requesting a proportional increase in design fees of 51%.
2. Development of 2nd Parcel - The project originally consisted of the PSOB, and Council Chambers being located adjacent to each other on the same side of the street. During the Schematic Design Phase of the Project, it was determined that the Council Chambers would be moved across the street and now will occupy a separate parcel. The consultant team is requesting additional fees to accommodate extra work required to develop this 2nd parcel.
3. Conceptual City Hall Design - To ensure the City Council Chambers and future City Hall building will be properly integrated, it is necessary to perform some analyses of the site and parking constraints. The city has agreed to a not-to- exceed fee estimate to perform certain studies and analyses of the site adjacencies to ensure the future development of the City Hall will go smoothly.
The proposed Contract Amendment has already been reviewed by the Project Committee, and approved by the Change Order Committee.
Fiscal Impact:
The current CIP includes the A/E contract of $2,163,333.86, which is already in place with Darden Architects. Darden Architects is requesting a contract amendment for an amount not to exceed $1,356,500. If the contract amendment is approved, this will bring the Darden Architects total contract amount to $3,519,833.86. Staff will return at a later date with an update on the estimated construction cost and overall project schedule and budget after the schematic design phase has been completed.
The project’s current budget summary is as follows:
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Public Safety Building (CIP 3720-72000/CP0374-999) |
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Phase I Budget Summary: |
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Fund 003 - Civic Center/Public Safety Reserve - Total Budget |
$2,250,000.00 |
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Darden contract amount awarded |
$2,163,000.86 |
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Darden contract amendment requested |
$1,356,000.00 |
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Staff Project Management (est.) |
$ 180,000 |
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Total Estimate |
$3,869,333.86 |
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Remaining CIP Budget |
<$1,449,333.86> |
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Budget allocation requested |
$1,500,000.00 |
Based on the above current budget shortfall, an appropriation of $1.5M is requested to fund Darden’s contract amendment of $1.356 million and the remainder to cover staff time and any incidental cost. Approval of the above contract amendment is recommended in order to proceed with the project design as discussed in the change order request
Refer to the attached staff presentation for a summary of the funding plan for the entire Phase 2 of the Civic Center Complex. The Finance Director will provide an update to the funding. A more detailed project budget will be included in future reports following feedback and direction the City Council may provide.
Prior Council Action:
August 4, 2021 - Approve Public Safety Office Building and City Council Chambers Location
June 7, 2021 - Council approved a motion for Mayor Steve Nelson to appoint two members of the Council to the Planning & Preliminary Project Assessment Committee.
March 15, 2021 - Council authorized the City Manage to enter into an A/E contract with Darden Architects to design the Public Safety Office Building/City Council Chambers.
November 4, 2019 - Council approved using the design-bid-build method of procurement for the PSOB Project.
August 19, 2019 - Council authorized appropriation of funds to issue an RFP for A/E Consulting Services for the new PSOB Project.
August 5, 2019 - Council received an update on the PSF project planning. Council directed staff to return with recommendation for appropriation of funds and creation of a new CIP for the planning and design of the new Public Safety Facility.
March 4, 2019 - Staff was directed to begin the planning phase of the new Public Safety
Facility, and to return with an update on building size, staffing and Project funding.
Alternatives: None
Recommended Motion (and Alternative Motions if expected):
recommendation
I move to accept the presentation and approve a Consultant Contract Amendment for an amount not to exceed $1,356,000.00 and an appropriation of $1,500,000.00 from the Civic Center Reserve Fund.
end
Environmental Assessment Status: None at this time
CEQA Review: N/A at this time.
Attachments:
1. Presentation