Agenda Item Wording:
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Authorize the City Manager to award a contract for professional architectural and engineering design services for the new Fire Station 51 (FS51) in the amount of $794,787 to RRM Design Group.
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Deadline for Action: None
Submitting Department: Administration - CIP Engineering
Contact Name and Phone Number:
Jaklin H Rowley, Assistant Engineer, Jaklin.Rowley@visalia.city, (559) 713-4369
Frank Senteno, City Engineer, Frank.Senteno@visalia.city, (559) 713-4331
Nick Mascia, Assistant City Manager, Nick.Mascia@visalia.city, (559) 713-4323
Department Recommendation:
Staff recommends that the City Council authorize the City Manager to award the design contract to RRM Design Group for professional consulting services to prepare plans, specifications, and estimates for a new Fire Station 51 Project in the amount total not to exceed of $794,787. (1410-72000/CP0415-999).
Background Discussion:
The City is actively seeking the expertise of a professional Consultant to undertake the comprehensive development of Plans, Specifications, and Estimates (PS&E) for the construction of a new Fire Station 51. This project is expected to not only meet the immediate requirements and needs of our firefighters but also to incorporate a forward-thinking approach, accommodating potential future expansions and enhancements.
Fire Station 51, situated at 309 S. Johnson Street, is the main fire department headquarters and has been a vital part of our community for several decades. Station 51 is an essential services building located in the heart of Visalia and serves both the downtown community and much of central Visalia. City staff recently completed the process of soliciting proposals from qualified design professionals for a new Fire Station 51. This new station is intended to upgrade facilities and provide much-needed additional space for the firefighters, their equipment, and their larger fire engines. This new facility is intended to serve our community for the next 50-plus years.
The new station will be constructed across the street from the existing station, and will occupy the existing city-owned parking lot area between Conyer St. and Stevenson St. This strategic location will help ensure coverage of the current emergency response area and emergency response times provided by our current Fire Station 51. (see attached vicinity map)
The new Fire Station 51 will, at a minimum, be designed to meet current operational needs, which include housing eight firefighters on a continuous 24/7 basis, two paramedics during daytime hours, and providing quarters for the battalion chief. Fire Station 51 will also be designed to meet California Building Code requirements for Essential Services Building type construction. Design for Essential Services Buildings follow more stringent structural design and construction requirements to prevent catastrophic collapse and ensure facilities are able to provide essential services to the public following a disaster. Staff is also considering future needs and will explore designing the station to accommodate a minimum capacity of 12 personnel on a 24/7 schedule to meet the expected future growth through a space needs assessment. To determine the precise space requirements, the consultant will conduct a space needs assessment in close collaboration with City Staff. This assessment will play a pivotal role in determining the square footage required for the new Fire Station 51.
In addition to living quarters, the station must have adequate space for the four frontline units currently stationed at Fire Station 51, comprising two large fire trucks and two sizeable SUVs. Furthermore, provisions must be made for the storage of a reserve ladder truck and a breathing support apparatus.
Construction Methods:
In pursuit of fiscal responsibility, the consultant will assist the City in exploring various construction methodologies to ensure cost-effectiveness and efficiency. As part of this initiative, there is a particular interest in investigating the feasibility and benefits of prefabricated construction. The use of prefabricated components or structures has gained significant attention in recent years for its potential to expedite construction timelines and enhance cost predictability. Additionally, there are hybrid facilities comprised of a combination of both prefabricated and traditional building types.
To make an informed decision that best serves the City's interests, Staff intends to conduct a thorough comparative analysis between prefabricated construction and traditional construction methods. This evaluation will delve into factors such as construction quality, project timeline, budgetary considerations, sustainability, and long-term maintenance costs.
By considering all available design and construction options, the aim is to select the approach that not only aligns with our budgetary constraints but also ensures the safety, functionality, and longevity of Fire Station 51.
Staff will soon be soliciting proposals for construction management (CM) services so that the CM firm is on-board at the appropriate time and able to also weigh in on the above methodology analysis.
Selection Process:
The City of Visalia received three (3) proposals in response to the advertised Request for Proposals, RFP 22-23-53, seeking Professional Design Services for a new Fire Station 51. These proposals were received on August 15th, 2023, from RRM Design Group, PBK, and Omni Design. All proposers are located in San Luis Obispo.
All firms were found technically qualified to do the work. Therefore, to ensure a thorough and fair evaluation of the consultants' proposals, both a proposal review committee and an interview committee were assembled. The proposal review committee diligently assessed and scored the proposals, providing detailed comments throughout the process. Subsequently, the interview committee evaluated the responses to interview questions and assigned scores to each proposer. The primary objective was to select a consultant that demonstrated the highest level of qualification for the project and a comprehensive understanding of the scope of work. Following the committees' evaluations and interview, staff identified RRM Design Group as the most qualified candidate due to their meticulously outlined and well-structured proposal, their excellent presentation during the interview process, their extensive portfolio of previously designed fire stations throughout California, and their experience completing a pre-fab fire station. It is worth noting that RRM was the only one of the three proposers with experience designing and constructing a prefab fire station.
RRM has designed many recent Fire Station projects in California and across the Central Valley including:
1. City of Madera Fire Station No. 58
2. County of Madera Fire Station No. 3
3. New Cuyama Fire Station No. 27 (Pre-Fabricated Design)
4. Ventura County Station 34
5. Seaside Fire Station No. 2
6. Manteca Fire Stations 4 & 5
7. Tracy Fire Station No. 95
RRM comes highly recommended, receiving praise both from Visalia staff and from the references they included in their RFP. Their references included Matt Watson from Madera County, Mike Porter from the City of Visalia, Sergio Sanches from the County of Santa Barbra, and Latz Rey the former Fire Marshall from the City of Manteca. Their references described RRM as an amazing partner, an efficient problem solver, easy to work with, quick to respond, and passionate about their work. Many of RRM’s references expressed their wish to work with RRM again in the future. Matt Watson from the County of Madera said “Mike Scott [the lead architect from RRM] is phenomenal to work with, and we were able to work through all issues on the project together”. RRM was chosen to complete 3 Station designs and 1 other new building design with the City of Madera. Matt expressed that he liked working with RRM and hopes to work with them again in the future. In addition to RRM's impressive references, they have demonstrated their expertise in prefabricated construction methods in their proposal with the successful completion of the New Cuyama Fire Station. The project utilized pre-engineered construction and was designed as a net-zero energy building.
Staff has a history of collaboration with RRM Design Group, particularly in their assistance in designing Visalia Fire Stations 53, 55, and 56. Given their proven expertise, Staff recommends that RRM Design Group be chosen as the designated design consultant for the new Station 51.
Project Timeline:
Design
The project's progression is outlined through a series of pivotal milestones, each closely tied to a completion date. With the award of the design consultant scheduled for November 2023, the project timeline will swiftly transition into the design phase, commencing immediately after the award. From December 2023 to February 2025, the project’s design phase will be in full swing. City staff will come back to City council multiple times throughout the design process to provide updates and gather input during work sessions, much like city staff has done with the Civic Center. The anticipated touchpoints Staff will return to City Council are:
1. The Building Aesthetic
2. Construction Method Study (presentation/recommendation)
3. Construction Estimate
4. Final Elevation and Floor Plan Presentation
Construction
It is anticipated that the construction bidding process will commence in the summer of 2025, aiming to award the construction contract in the fall of 2025. The construction itself is projected to kick off in the winter of 2025 and continue for a span of 14 months, setting the completion of the station for the spring of 2027.
Staff is recommending a very aggressive project schedule, particularly for the design phase. This recommendation stems from the intention to submit project plans to the permit system before the upcoming major building code update, ensuring compliance with the current building code requirements. The California Building Code (CBC) updates its code every three years, with a midpoint review and potential adjustments during that period. The next code adoption is set for 2025, and completing the plans prior to this update will help circumvent the need for substantial changes mandated by future code updates.
Fiscal Impact:
The project currently has $4,400,000 budgeted from the Measure N Fund (141). Current budget is sufficient to cover the cost of design and staff time through the design process. Additional funds will be required to complete the construction of the station. These additional funds will be requested at the time of award of the construction bid, and after approval from the Measure N committee.
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Budget Summary: |
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Project Funding |
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Available CIP Funding |
$4,400,000 |
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Estimated Project Costs: |
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Estimated Construction Cost |
$12,100,000 |
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Architect/Engineer (per submitted fee) |
$794,787 |
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Construction Manager (6.5%) |
$786,500 |
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Surveying (1%) |
$121,000 |
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City Staff Time (2%) |
$242,000 |
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Construction Contingency (10%) |
$1,210,000 |
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Inspection/testing (2%) |
$242,000 |
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permits/fees (2%) |
$242,000 |
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Total Estimated Project Costs |
$15,716,552.00 |
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Total estimated deficit |
($11,316,000) |
The budget summary presented above represents an initial estimate and may not reflect the ultimate budget. This estimate relies on an analysis of the construction bid recently received for Fire Station No. 56.
To arrive at this estimate, the total bid cost was divided by the square footage of Fire Station No. 56, establishing the cost per square foot. This per-square-foot cost was then applied to the projected square footage of the new Station 51 (14,000SF) or approximately $864/SF. This is consistent with costs of $900/SF that RRM is seeing statewide for fire stations.
However, it's important to note that this estimate remains subject to change. The precise square footage of Station 51 will be determined after a comprehensive space needs assessment conducted by the consultant designer. This assessment will consider various factors, including the station's functional requirements, safety standards, and available space. The final budget will be adjusted based on the results of this assessment and the consultant designers' construction estimate.
Prior Council Action:
None
Recommended Motion (and Alternative Motions if expected):
recommendation
I move to authorize the City manager to enter into a contract with RRM Design Group for professional consulting services to prepare plans, specifications, and estimates for a new Fire Station 51 in a not to exceed amount of $794,787.
end
Environmental Assessment Status:
TBD
CEQA Review:
TBD
Attachments:
Attachment A: Vicinity Map
Proposal Attachments
Proposal Budget