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CIT JF CARLSBAD - AGEND> 3ILL
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MTG 2/7/84
DEPT. CM
TITLE:PUBLIC SAFETY CENTER
PROJECT COORDINATOR
CITIZENS COMMITTEE
DEPT. HD. ^
CITY ATTY V^3
P.ITY MGR ^3z4L
RECOMMENDED ACTION:
1. That Council authorize interviews to be held to select
a person or firm to serve as Project Coordinator.
2. That Council appoint a citizen committee to provide
public input during design and construction of the
Public Safety Center.
BACKGROUND:
In December 1983, Council authorized soliciting proposals from
qualified persons and firms to serve as Project Coordinator for
the Public Safety Center. To date 21 applications have been
received. Copies of those applications have been filed with
Council. It is suggested that Council designate one or two
members of the City Council to serve on the interview board
with the City Manager and the architect.
Council has also received a recommendation from the Safety/
Service Center Committee that an advisory committee be formed
to review the work of the architect during design and construction
of the project. The names of the persons who served prior to
the November 1983 election are attached.
Also attached is a memo suggesting the scope of the committee
involvement.
The Public Safety Center project is on hold until Council action
is taken. If desired the Council could authorize the City
Manager to give the architect notice to proceed with the design
of the project. It is estimated that it will take about a year
to design the project and another year to build.
EXHIBITS:
1. Safety/Service Center Citizens Advisory Committee list
2. Memo suggesting scope of the committee involvement.
SAFETY/SERVICE CENTER
CITIZENS ADVISORY COMMITTEE
Joe Bear
Hughes Aircraft Company
s Robert A. Borden t -- •
' Contractor/Developer
R. Bruce Liska
San Diego Gas § Electric Company
Oakley Parker
Contractor/Developer
VTerrel L. Richardson
Industrial Engineer
NRonald W. Rouse
Attorney
CITIZENS COMMITTEE
PURPOSE
To advise the City Council, during the design process, so that
decisions made regarding the Safety/Service Center result in
adequate facilities, constructed in a cost effective manner, to
economically meet the city's operational needs for a reasonable
planning period.
AREAS OF INVOLVEMENT
1. Capital Planning.
2. Review of Construction Methods.
3. Review of Construction Materials.
DISCUSSION
Political prudence as well as economic necessity require that,
before capital funds are spent, the City Council must assure them-
selves that the proposed use is the best at that point in time.
To this end, careful consideration must be given to the above-
mentioned areas of involvement.
Capital Planning; Are the proposed facilities required to provide
a service best provided by city personnel as opposed to a contract
with private enterprise? Is it probable that such services will
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still be provided at the end of the planning period? What is the
best planning period? Are sufficient funds available for construc-
tion of facilities deemed necessary? If existing policy changes,
can the proposed facilities be used for other purposes?
Review of Construction Methods: Are the proposed construction
methods the most economical consistent with quality criteria?
Will alternative methods result in more competition and lower con-
struction costs? Will proposed construction methods result in
higher maintenance costs? Will proposed construction methods
hinder future expansion requirements?
Review of Construction Materials: Are the proposed construction
materials the most economical consistent with quality criteria?
Will alternative materials result in more competition and lower
construction costs? Will proposed construction materials result
in higher maintenance costs? Will proposed construction materials
hinder future expansion requirements?
OPERATIONS
Meetings, as required, shall be called by the City Manager. Those
members of the committee who are available as meetings are
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required shall review the material submitted and make their
comments known at the meeting. The minutes of the meeting shall
constitute the committee's report on the issue at hand. The
minutes of the meeting will be prepared by the city staff within
three (3) working days and distributed to committee members
present at that meeting for their review. A maximum of five (5)
working days shall be allowed for review and response. Upon
receipt of approval or corrections of the minutes from all
committee members present at the meeting in question or upon the
expiration of five (5) working days, whichever occurs first, the
minutes shall be accepted as correct and approved. Copies of
approved minutes shall be furnished to the Architect for his use
in the design process.. Copies of the approved minutes shall be
furnished to the City Council for their use in the decision making.
Note regarding:
REQUEST FOR PROPOSAL
PROJECT COORDINATOR
First item under typical work tasks states:
- Review concept plans for project and recommend any changes
deemed appropriate to accomplish the objectives of the
project.
It should be made clear that the purpose is to use the
expertise of the project coordinator, not to give him
authority to change the project as it has developed to date.
The City Manager shall make the determination as to whether
a change proposed by the project coordinator will accomplish
the objectives of the project. The Citizens Committee
should be used to review any project coordinator suggested
changes just as it would be used to review any staff
proposal.