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HomeMy WebLinkAbout1977-07-19; City Council; 2116-1; FACILITY NEEDS STUDYJ a * CITY OF CARLiBAD e ! AGENDA BILL NO. &//6 - - Initial; +- Ir Dept . Hd. DATE : July 19, 1977 DEPARTMENT: CITY MANAGER C. Mgr. Subject : J C, AttY, - FACILITY NEEDS STUDY Statement of the Matter The City Council allocated $16,000 of Anti-Recession Fiscal Aid Funds for a facility needs analysis. A Request for Proposal was sent out and proposals have been received and evaluated. Based upon the evaluation of a staff committee, a recommendation for the hiring of a consultant as indicated in the attached report has been preapred. Exhibit Report to City Manager dated 7-11-77 Recommendation 1, That the City Council approve the hiring of the firm of SUA, Inc. to conduct a space needs study as outlined in its proposal dated June 13, 1977 for the sum of $12,000. 2. That the staff be directed to prepare an agreement for 3. the proposed services. That the City Manager be directed to execute the agreement on behalf of the City. Council action 7-20-77 The City Council accepted staff recommendations. L 0 0 .1 DATE : JULY 11, 1977 TO : CITY MANAGER i FROM: Administrative Assistant SUBJECT: FACILITY NEEDS ANALYSIS CONSULTANT The City Council allocated $16,000 of Anti-Recession Fiscal Aid Funds for a facility needs analysis. On May 17, 1977 a Request for Proposal (Exhibit A) was sent to potential . consultants and the local chapters of the American Institute of Architects in San Diego, Los Angeles, and Orange County. Proposals were received from thirteen consultants (Exhibit B) by the deadline of June 17, 1977. A staff committee composed of the Chief of Police, Director of Ut~lities/Maintenance, and Administrative Assistant to the City Manager initially screened the proposals and five consultants were invited to make an oral presentation before the screening committee, On July 8, 1977, the aforementioned committee interviewed the following consultants: Ruhnau, Evans, Ruhnau/DMJM Marion J. Varner & Associates Kahn, Rappe, Lotery, Boccato Facility Sciences Corporation/Curt Meyer and Assoc. SUA, Inc.' The consultants were evaluated on the basis of the criteria it is the recommendation of the selection committee that the firm of SUA, Inc. be engaged to perform the study. In the committee's view, SUA, Inc. was very responsive to the Request for Proposal, has extensive experience doing similar work for other cities, proposed a logical and thorough study methodology, is staffed with experienced personnel, proposed a reasonable fee, and received favorable recommendations from clients. It is therefore recommended that SUA, Inc. be retained to perform the study for the sum of $12,000. indicated in Exhibit C, Based on the referenced criteria, % FRaNK N. MANNEN Administrative Assistant -- FNM; ldy cc: Chief of Police \ Director of Utilities/Maintenance Exhibits A,B,C,D %% 3 .! ./ TELEPHONE: (7141 72?-\t8\ 1200 ELM AVENUE CARLSBAD, CALIFORNIA 92008 Office of the City Manager aitp of carrP;wJ REQUEST FOR PROPOSAL: ANALYSIS OF FUTURE SPACE NEEDS FOR CERTAIN CITY DEPARTMENTS AND I , PREPARATION OF SUGGESTED BUILDING PROGRAM CITY OF CARLSBAD MAY 17, 1977 EXHIBIT A e .' BACKGROUND The existing Carlsbad City Hall, located at 1200 Elm Avenue, was built in 1968, by the City Manager's Office, City Attorney's office, City Clerk's Office, Personnel Department, Finance Department, Purchasing Department, Planning Department, Building Department, Public Works Administrator, Engineering Department, and Police Department. The City's Utilities/Maintenance Division is currently located at the Public Works Yard at 405 Oak Street. The rapid growth of Carlsbad has resulted in overcrowding of existing facilities. The existing facility is currently occupied The City of Carlsbad plans to provide new facilities to house the Police Department and Utilities/Maintenance Division. The Police Department and the Utilities/Maintenance Yard are to be relocated and new facilities are to be constructed in a more central location. Upon relocation of the Police Department, the interior of the existing City Hall will be remodeled to allow expansion of other City Hall departments into the space vacated by the Police Department. ~ .I The City of Carlsbad is seeking a consultant to perform an analysis of the future space needs for those City departments prese located in City Hall and at the Public Works Yard and to develop a building program that will provide new facilities as they are needed. -1- -- \ a ah SCOPE OF THS STUDY The work contemplated by this proposal includes an analysis of the future space needs of all city departments presently located in City Hall and at the City's Public Works Yard and the preparation of a report projecting the City's facility needs over the next twenty (20) years in five (5) year increments. The consultant shall prepare a long range building program for a new Public Works Service Center and Police Facility, phased to provide facilities as they are needed. site plan illustrating suggested layouts for a new Public Works Service Center will be prepared by the consultant. In addition, a preliminary The consultant will also prepare an estimate of the amount of land required to adequately site the Police Facility and the Public Works Service Center. The consultant shall also prepare preliminary estimates of the costs for constructing, equipping, and furnishing a Police Facility and Public Works Service Center. In addition, as an alternative, the consultant shall prepare an analysis of the feasibility of providing a Public Works Service Center, Police Facility, Fire Station and Training Center on a commc centrally,located site and the preparation of a preliminary site plc illustrating a suggested layout. -2- * .'. WORPC PROGRAM The consultant should indicate how the work items listed below will be organized and conducted. should be included in the proposal for each person to whom major responsibility will be delegated and how the person's experience and training will relate to the specific task assignment. Completic of the work outlined below is expected within three (3) calendar months following the execution of an agreement. A brief biographical resume' 1. Determination of present and future requirements by analysis of available demographic information, organizational studies or plans, and interviews with staff members.. 2. Determination of space requirements for each functional unit through the application of currently recognized space standards. 3 o Preparation of a report and recommendations concerning space needs for each departmental function and gross area needed for each department. 4. An analysis of the feasibility of providing separate and/o: a common site for new facilities for the Police, Fire, and Public Works Departments. 5. A cost estimate of the facilities in current ,I dollars: , Preparation of a proposed phased building program to meet needs through the year 2000. 6, -- \ -3- e THE PROPOSAL The following information should be submitted with your e proposal: 1. A narrative statement clearly explaining how the above work will be organized and conducted. 2. A reasonably detailed schedule showing target dates for completing the various work items. 3. The total lump sum fee and a proposed schedule of payments for the work outlined above. 4. A list of clients (preferably in California) for whom the consultant has provided similar services. The proposals submitted in response to this request will be evaluated by a committee composed of appropriate members of the Cit staff. Consideration will be given to the qualifications of the consultant, the manner in which the work will be organized and conducted, the work program and schedule, and the fee for services provided. Following evaluation of the proposals by City staff, firms may be requested to make a verbal presentation to a City scre committee. Selection will be made by the screening committee subje to approval by the City Council. The City of Carlsbad reserves the right to reject all proposals if none meet the qualifications sough by the evaluation committee. Please direct any questions regarding this Request for Proposal to: FRANK MANNEN -- (1-714) - 729-1181, Extension 59. The deadline for receipt of proposals is 5:OO p.m. Friday, June 17, 1977. Three (3) copies of the proposal should be submitte to : PAUL D. BUSSEY, City Manager City of Carlsbad 1200 Elm Avenue Carlsbad, California 92008 -4- c e 0 Mr. James L, Alcorn Gaede, Alcorn & Associates James I). Leake & Associates Co 1 laborative 7825 Ivanhoe Avenue 833 North King's Road . La Jolla, California 92037 Los Angeles, CA 90069 Nr. Ralph Iredale International Design (714) 459-0805 (213) 653-0239 Plr. Robert C. Poolman Mr. Rex Lotery, FAIA Robert C, Poolman & Associates Kahn Kappe Lotery Boccato 511 Mission Street 1334 Lincoln Boulevard South Pasadena, California 91030 Santa Monica, CA 90401 (213) 682-3414 (213) 451-5494 Mr. David Ruhnau Mr. Maurice H. Fleishman AIA, for, Maurice €I. Fleishman & As: Ruhnau, Evans, Ruhnau Associates 333 South Beverly Drive 1207 Elm Avenue Suite 105 Carlsbad, California 92009 Beverly Bills, CA 90212 (714) 729-3080 (213) 879-4636 Ms. Bette L. Davis Mr. Robert Diamond Vice President Reel/Grobman & Associates SUA Incorporated 1052 West Sixth Street 10100 Santa Monica Boulevard Los Angeles, CA 90017 Los Angeles, California 90067 (213) 4.82-8084 '' (213) 552-0900 Mr. Edward C. Friedrichs Paul Et. Jensen, A.I.A. an M. Arthur Gensler Jr. and Associates, Inc. Associates Suite 570 Interior Architects Two Century Plaza 3311Wilshire Blvd. &os Angeles, California 90067 Los Angeles, CA 90010 Mr. Paul K. Jensen (213) 277-7405 (213) 381-1029 Mr. William Shinderman Mr. Marion J. Varner, F.A William Shinderman, A.1.A- Architect Marion J. Varner & Associ 441 South Beverly Drive 524 South Rosenead Blvd. Beverly Hills, California 90212 Pasadena, CA 91107 (213) 556-3444 (213) 681-2441 Mr. , Barry Baker Vice President Facility Sciences Corporation 9100 Wilshire Blvd. .. Beverly Hills, California 90212 (213) 272-9619 EXHIBIT B '- \ r ,I .- * 0 4 CRITERIA FOR EVALUATING PROPOSALS FOR - FACILITY NEEDS ANALYSIS 1. Responsiveness to Request for Proposal. 2. Relevant experience with: a. Similar public agencies. b. Public agencies. c. Private sector firms. Practicality and logic of methodology. 3. 4. Competency of study team. 5. Fee. - 6. Comments from references. -. EXHIBIT c