Loading...
HomeMy WebLinkAbout2018-08-21; City Council; ; Amendment No. 3 to the Professional Services Agreement with Roesling, Nakamura Terada Architects, Inc. and additional project funding for the Orion CenterCA Review tJ-10 ~ JOINT CITY COUNCIL AND ~ Si~ftR~~~~ WATER DISTRICT Meeting Date: To: From: Staff Contact: Subject: Aug.21,2018 Mayor/President and City Council/Board Scott Chadwick, City Manager Steven Stewart, Municipal Projects Manager Steven.Stewart@Carlsbadca.gov or 760-602-7543 Amendment No. 3 to the Professional Services Agreement with Roesling, Nakamura Terada Architects, Inc. and additional project funding for the Orion Center. Recommended Action Adopt a Resolution authorizing Amendment No. 3 to the Professional Services Agreement with Roesling, Nakamura, Terada Architects, Inc. (RNT) to incorporate additional work scope into the bridging documents for the Orion Center, Project No. 3572 (Project), in an amount not to exceed $320,000, and an additional net appropriation of $16,505,000. Executive Summary Additional funding is requested to expand the scope of the Project to maintain consistency with the city's Climate Action Plan, add infrastructure for flexible work space, centralize the city's material storage yards, add Police Department evidence storage and add a parking structure to the Project. To incorporate this additional work scope, staff seeks City Council approval for the professional design services associated with this work and additional Project funding. City Council authorization ofthe Amendment is required per Carlsbad Municipal Code section 3.28.060(D), as the value for this work is greater than $100,000. Discussion Over the past 30 years, the city's goal has been to co-locate several geographically separate operations into one facility: Public Works General Services Division located at 405 Oak Street; Public Works Construction Management & Inspection Division located at 1635 Faraday Avenue; Carlsbad Municipal Water District (CMWD) located at 5950 El Camino Real; and the Parks Maintenance yard located at 1166 Carlsbad Village Drive. Co-location results in increased efficiency of operations, reduced environmental impacts to the community, improved cross- training and collaboration, and opportunities to repurpose the Oak yard, Parks Maintenance yard and the CMWD site. The city's commitment to create a centralized work environment to increase the efficiency and effectiveness of its operations was set forth in 1988, when a financial plan to fund the construction of a new Maintenance and Operations Center was established. The Project name was recently changed to the Orion Center. On April 26, 2011, the City Council approved Resolution No. 2011-082 to authorize the design-build development of the Orion Center August 21, 2018 Item #8 Page 1 of 14 adjacent to the existing City of Carlsbad Fleet Maintenance Building and City of Carlsbad Safety and Service Center. Following this authorization, the city conducted an internal review of its operations and space needs. However, the Project was placed on hold to allow for the completion of a multi-year study conducted by Baker Tilly. Completed in 2014, the study found that the Orion Center would help facilitate operational efficiencies between the Public Works General Services, Construction Management & Inspection and Utilities Divisions, and the Parks & Recreation Parks Maintenance and Tree Maintenance Divisions. The new Orion Center would also create financial opportunities by allowing for the repurposing of three city facilities located at 405 Oak Avenue, 1166 Carlsbad Village Drive and 5950 El Camino Real. The combined value of these three facilities is approximately $20 million as determined through recent real estate valuations. On Oct. 20, 2015, the City Council approved Resolution No. 2015-266 approving a Professional Services Agreement with RNT for the development of bridging documents, complete with site entitlements, preliminary design, 30 percent design development drawings, performance specifications and a preliminary cost estimate in preparation for a design-build proposal solicitation in an amount not to exceed $660,864. In April 2016, RNT presented staff with a conceptual design for the Project that was based upon the available Project fund balance and the program needs identified. At that time, RNT's construction cost estimate, combined with Project soft costs (e.g., staff time, outside consultants), totaled $25.1 million. In July 2016, the city manager directed staff to analyze the highest and best use of the property. Staff worked with RNT to further develop the conceptual design and ensure that the new facility aligned with the goals of the city's Climate Action Plan, included flexible work space, a centralized materials storage yard and addressed the Police Department's needs related to the storage of property and crime evidence. The proposed amendment to the Professional Services Agreement with RNT will increase the compensation by an amount not to exceed $320,000 to incorporate the changes in the Project scope of work into the bridging documents. As a result of these efforts, the Project is consistent with the Climate Action Plan by accommodating solar photovoltaic arrays to offset the energy demand generated by the new facility and electrical vehicle charging stations. The Project includes infrastructure to provide room for flexible workspace(s) and warehouse space, sufficient room for a materials storage yard onsite through the addition of a parking garage, and centralized and secure property and crime evidence storage for the Police Department. In regard to the city's Climate Action Plan, this Project is consistent with Measures G, I and M within the Climate Action Plan. Additionally, this Project will result in meeting objectives of the city's Energy Conservation and Management Policy No. 71. • Action G-2 states: "Commission city facilities to improve building operations and reduce energy costs, with a goal of 40 percent energy reduction in 30 percent of city facility square footage". The Project is estimated to save $3.3 million in energy costs over 30 years. August 21, 2018 Item #8 Page 2 of 14 • Action 1-3 states: "Evaluate the feasibility of adopting a minimum natural lighting and. ventilation standard, based on local conditions". The Project will require the use of day lighting and natural ventilation as part of the basis of design. • Action M-2 states: 11/ncorporate renewable energy measures such as PV system -installation on city buildings and parking lots, or microturbine installation on city facilities, with a goal of producing approximately 12,000 megawatt hours per year". The Project will incorporate PV on the roof of the office building and parking garage. Council Policy 71 states: (1) Paragraph 2 Construction of Civic Facilities, subparagraph a: 1Design and construct mechanical and electrical systems to achieve the maximum energy efficiency achievable with current technology". This requirement will be incorporated within the design criteria of the Project's design-build bridging documents. (2) Paragraph 3 Building Maintenance and Operation: 11Standardized energy management and control systems shall be utilized in all Civic Facilities to minimize energy consumption". This requirement will be incorporated within the design criteria of the Project's design-build bridging documents. Fiscal Analysis To achieve the objectives stated herein, an additional net appropriation in the amount of $16,505,000 is needed. An additional appropriation of $15,221,000 is needed from the Community Facilities District #1 Fund and an additional appropriation of $2,660,000 is needed from the Recycled Water Capital Replacement Fund. A $1,028,000 reduction in appropriation from the Potable Water Capital Replacement Fund, and a $348,000 reduction in appropriation from the Sewer Replacement Fund is needed to balance the Project funding sources, thus yielding a net appropriation needed of $16,505,000. The current available funds and estimated Project costs are shown below in the following tables: ESTIMATED PROJECT COSTS FOR THE ORION CENTER, PROJECT NO. 3572 Construction Contract (estimated) $30,445,000 Construction Contingency 3,044,500 Soft Costs (Construction Management, Design and Staff Time) 2,495,500 Construction Cost Escalation 7,255,000 TOTAL ESTIMATED CONSTRUCTION COSTS $43,240,000 UPDATED EXISTING ADDITIONAL PROJECT PROJECT APPROPRIATION PROJECT FUNDING SOURCES ESTIMATE BUDGET NEEDED Community Facilities District #1 Fund $29,940,000 $14,719,000 $15,221,000 Potable Water Capital Replacement Fund 6,650,000 7,678,000 (1,028,000} Recycled Water Capital Replacement Fund 2,660,000 0 2,660,000 Sewer Replacement Fund 3,990,000 4,338,000 (348,000} TOTAL $43,240,000 $26,735,000 $16,505,000 August 21, 2018 Item #8 Page 3 of 14 Next Steps Staff will solicit requests for proposals from prospective construction management consultants and will return to the City Council in the fall for the authorization to hire the selected consultant. When the bridging documents are completed and a conditional use permit is approved by the city, staff will return to the City Council in the spring of 2019 for approval of the bridging documents and authorization to advertise for design-build proposal solicitation. Environmental Evaluation (CEQA) Approval of the funding and amendment to the Professional Services Agreement involves a feasibility or planning study for possible future actions that the city and CMWD have not yet approved, and is therefore statutorily exempt from CEQA under CEQA guidelines, Section 15262 {Feasibility and Planning Studies). However, the approval and construction of the Orion Center will require completion of an initial study to determine the level of environmental review that would be required for the Project. This determination will occur upon filing ofthe Project's discretionary Conditional Use Permit application. Public Notification This item was noticed in accordance with the Ralph M. Brown Act and was available for public viewing and review at least 72 hours prior to the scheduled meeting date. Exhibits 1. City Council Resolution. 2. CMWD Board Resolution. 3. Location Map. August 21, 2018 Item #8 Page 4 of 14 RESOLUTION NO. 2018-156 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD CALIFORNIA, AUTHORIZING AMENDMENT NO. 3 TO THE PROFESSIONAL SERVICES AGREEMENT WITH ROESLING, NAKAMURA, TERADA ARCHITECTS, INC. TO INCORPORATE ADDITIONAL WORK SCOPE INTO THE BRIDGING DOCUMENTS FOR THE ORION CENTER, PROJECT NO. 3572, IN AN AMOUNT NOT TO EXCEED $320,000, AND AN ADDITIONAL NET APPROPRIATION OF $16,505,000. WHEREAS, City Council has determined that it is desirable and in the best interest of the community to co-locate city maintenance and operations staff at one central location to optimize efficiency, collaboration, and teamwork across five divisions; and WHEREAS, on Oct. 20, 2015, City Council approved a Professional Services Agreement with Roesling, Nakamura, Terada Architects, Inc. (RNT) for an amount not to exceed $660,864 to provide bridging consulting services for the Orion Center, Project No. 3572, by adoption of Resolution No. 2015- 266; and WHEREAS, two subsequent amendments to the Professional Services Agreement with RNT have been executed in the amount of $14,387; and WHEREAS, city staff have evaluated the current and future office space needs of the maintenance and operations staff working in the Public Works and Parks & Recreation Departments; and WHEREAS, city staff have worked with the Police Department to understand their evidence storage needs; and WHEREAS, city staff and RNT have negotiated a scope of work and fee not to exceed $320,000 to provide the additional bridging consulting services as described in Amendment No. 3 to the Professional Services Agreement; and WHEREAS, an additional appropriation of $15,221,000 from the Community Facilities District No. 1 Fund is needed to build a facility that accommodates these space and storage needs and is compliant with the city's Climate Action Plan and is available; and WHEREAS, an additional appropriation of $2,660,000 from the Recycled Water Capital Replacement Fund (see Exhibit 2), a $1,028,000 reduction in appropriation from the Potable Water Capital Replacement Fund, and a $348,000 reduction in appropriation from the Sewer Replacement August 21, 2018 Item #8 Page 5 of 14 Fund is needed to balance the Project funding sources, thus yielding a net appropriation needed of $16,505,000, as reflected in the Staff Report Fiscal Analysis table. NOW, THEREFORE, BE IT RESOLVED by the Carlsbad Council of the City of Carlsbad, California, as follows: 1. That the above recitations are true and correct. 2. That the mayor is authorized and directed to execute Amendment No. 3 to the Professional Services Agreement with RNT for an amount not to exceed $320,000, which is attached hereto as Attachment A. 3. That the finance director is authorized to appropriate funds in the amount of $15,221,000 for the Orion Center, Project No. 3572, from the Community Facilities District No. 1 Fund for additional bridging document design, and design-build construction costs. PASSED, APPROVED AND ADOPTED at a Joint Special Meeting of the City Council of the City of Carlsbad and the Carlsbad Municipal Water District on the 21st day of August, 2018, by the following vote, to wit: AYES: NOES: ABSENT: M. Hall, K. Blackburn, M. Schumacher, C. Schumacher, M. Packard. None. None. {SEAL) August 21, 2018 Item #8 Page 6 of 14 PEM1177 AMENDMENT NO. 3 TO AGREEMENT FOR BRIDGING CONSULTANT SERVICES FOR THE MAINTENANCE AND OPERATIONS CENTER ROESLING, NAKAMURA, TERADA ARCHITECTS, INC. Amendment No. 3 is entered into and effective as of the /JJrJ day of ,~~--...,,"""""'~'""""'....,,..-=-------' 2018, extending and amending the agreement dated October 1, 2015, he "Ag·reement") by and between the City of Carlsbad, a municipal corporation, ("City"), and Roesling, Nakamura, Terada Architects, a California corporation, ("Contractor") (collectively, the "Parties") for building design and the development of bridging documents. RECITALS A. On August 30, 2016, the Parties executed Amendment No.1 to the Agreement to include an evaluation of four alternate site concept options; and B. The Parties desire to alter the Agreement's scope of work to include bridging documents for additional office and warehouse space, parking garage, photovoltaic panel system, and storage space for the maintenance and operation site; and C. The Parties desire to extend the Agreement for a period of two (2) years; and D. The Parties have negotiated and agreed to a supplemental scope of work and fee schedule, which is attached to and incorporated in by this reference as Exhibit "A", Scope of Services and Fee. NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, City and Contractor agree as follows: 1. In addition to those services contained in the Agreement, as may have been amended from time to time, Contractor will provide those services described in Exhibit "A". With this Amendment, the total Agreement amount shall not exceed nine hundred ninety five thousand two hundred fifty one dollars ($995,251). 2. City will pay Contractor for all work associated with those services described in Exhibit "A" on a time and materials basis not-to-exceed three hundred twenty thousand dollars ($320,000). Contractor will provide City, on a monthly basis, copies of invoices sufficiently detailed to include hours performed, hourly rates, and related activities and costs for approval by City. 3. Contractor will complete all work described in Exhibit "A" by October 21, 2021. 4. All other provisions of the Agreement, as may have been amended from time to time, will remain in full force and effect. 5. All requisite insurance policies to be maintained by the Contractor pursuant to the Agreement, as may have been amended from time to time, will include coverage for this Amendment. City Attorney Approved Version 1/30/13 August 21, 2018 Item #8 Page 7 of 14 PEM1177 6. The individuals executing this Amendment and the instruments referenced in it on behalf of Contractor each represent and warrant that they have the legal power, right and actual authority to bind Contractor to the terms and conditions of this Amendment. CONTRACTOR (print name/title) By: \ ( sign here) (2-oM t..< ~ OLA-ES 1 ~l--(Zfc?.TI< fZ-i (print name/title) CITY OF CARLSBAD, a municipal corporation of the State of California Mayor ATTEST: BARB RENGlESN City Clerk If required by City, proper notarial acknowledgment of execution by Contractor must be attached. If a corporation, Agreement must be signed by one corporate officer from each of the following two groups: Group A Chairman, President, or Vice-President Group B Secretary, Assistant Secretary, CFO or Assistant Treasurer Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary under corporate seal empowering the officer(s) signing to bind the corporation. APPROVED AS TO FORM: CELIA A. BREWER, City Attorney BY: ~ ---"-''------------Deputy City Attorney City Attorney Approved Version 1 /30/13 2 August 21, 2018 Item #8 Page 8 of 14 I ATTACHMENT A PEM1177 estimate for the project. The Bridging Consultant shall work with the City and the third party consultant to respond to issues as necessary. The document deliverables are as follows: Site Permit Submittal Drawings and Basis of Design Narrative Site Development Plans and Basis of Design Narrative Architectural Diagrammatic Floor Plans, Elevations Sections and Basis of Design Civil grading and Drainage Diagrams and Basis of Design Narrative Landscape Plans Mechanical, Electrical, Plumbing & Basis of Design Narrative Structural Basis of Design Narrative Bridging Document Cost Estimation by City Schematic Specifications Task 6.0 -Entitlement Strategy Plan Revisions $134.,268 The Bridging Consultant will initiate the CUP process using plan diagrams but will coordinate and collaborate with the City of Carlsbad and an awarded design-build team to provide criteria and requirements that will allow a design-build team to complete a CUP process using the design- build's team's drawings. The Bridging Consultant will perform the following to meet the project goal of attaining a Conditional Use Permit. $2,112 Task 7 .0 -Project Bid, Award, Design & Construction Support The Bridging Consultant will provide services as necessary to support the project and to ensure that the project criteria are clear to the design-builder. All work shall comply with applicable laws, regulations and building codes, including, where applicable, Jaws requiring the payment of prevailing wages as set forth in Labor Code Section 1770, et seq. Notwithstanding the foregoing, the City may, in its sole discretion, elect to utilize the design-bid-build project delivery methodology instead of the design-build methodoiogy, and ask Consultant to serve as the City's Architect of Record. In such case, the City shall provide Consultant with a proposed revised Scope of Services whereby Consultant shall serve as the Architect of Record and perform such other services customarily provided by similar architects on similar projects which the City may, in its sole discretion request. Consultant shall negotiate in good faith appropriate amendments to the Professional Services Agreement to reflect resulting changes to the Services, Consultant1s compensation, etc. Bid Support I Evaluate: RFP and RFQ Documents Review Selected Teams Designs (30% & 90% Review) RFI/Substitution Review Construction Administration {1.5 year timeline, 2 phases) Construction Progress Meetings 4 City Attorney Approved Version 1/30/13 August 21, 2018 Item #8 Page 10 of 14 I ATTACHMENT A PEM1177 Design Intent Reviews (30% & 90% Review) Less Previous Scope to develop design documents in Revit Total Architectural Services Fee Total Consultant Services Fee and contingency I TOTAL ADDITIONAL SERVICES FEE 5 $41.,692 ($35,000} $266,744 $53,256 $320 .. 0001 City Attorney Approved Version 1/30/13 August 21, 2018 Item #8 Page 11 of 14 RESOLUTION NO. 1602 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE CARLSBAD MUNICIPAL WATER DISTRICT BOARD (CMWD), APPROPRIATING ADDITIONAL FUNDS OF $2,660,000 FOR THE ORION CENTER, PROJECT NO. 3572. WHEREAS, the Board of Directors has determined that it is desirable and in the best interest of the community to co-locate city maintenance and operations staff at one central location to optimize efficiency, collaboration, and teamwork across five divisions; and WHEREAS, city staff have evaluated the current and future office space needs of the maintenance and operations staff working in the Public Works and Parks & Recreation Departments; and WHEREAS, city staff have worked with the Police Department to understand their evidence storage needs; and WHEREAS, an additional appropriation of $2,660,000 from the Recycled Water Capital Replacement Fund is needed to build a facility that accommodates these space and storage needs and is compliant with the city's Climate Action Plan and is available; and WHEREAS, the completed bridging documents will be of sufficient detail to be used for the solicitation of design-build contractor statements of qualifications and subsequent proposals. NOW, THEREFORE, BE IT RESOLVED by the Carlsbad Municipal Water District Board of the City of Carlsbad, California, as follows: 1. That the above recitations are true and correct. 2. That the president of the Board hereby authorizes the finance director to appropriate $2,660,000 from the Recycled Water Capital Replacement Fund for the Orion Center, Project No. 3572, for additional work scope costs. August 21, 2018 Item #8 Page 12 of 14 PASSED, APPROVED AND ADOPTED at a Joint Special Meeting of the Carlsbad Municipal Water District and the City Council of the City of Carlsbad on the 21st day of August, 2018, by the following vote, to wit: AYES: NOES: ABSENT: M. Hall, K. Blackburn, M. Schumacher, C. Schumacher, M. Packard. None. None. (SEAL) August 21, 2018 Item #8 Page 13 of 14 Elaine Lukey, Chief Operations Officer Aaron Beanan, Finance Manager Neil Gallucci, Police Chief Kyle Lancaster, Parks Services Manager August 21, 2018 Orion Center Project Update (formerly Maintenance and Operations Center) Today’s Presentation •Purpose of the project •Background •Current status •Recommendation Current PW and Parks Facilities Purpose of Project Co-location: •Increased efficiency of operations •Reduced environmental impacts to community •Improved cross training/economies of scale Flexible design addresses changing Public Works’ and Parks and Recreation’s needs Background •30 years of financial planning, since 1988 •2008 preliminary budget of $29M approved •April 2010: funds authorized for Hawthorne purchase, $2.56M •Oct 2015: Council Resolution to retain architect based on early concept plan •April 2016: Preliminary design –$25M budget limit •July/August 2016: City Manager requests strategic review October 2015 Concept Public Works •Utilities •Streets •Fleet •Facilities Parks Maintenance •Parks •Trails •Medians Oct 2015 Concept 2.2 I ADIWl"-L/NON-.PDMIN./CCIF.f>. YARD BlCG (.37 • .:..o:)~ 2 v.-~-iOlJ'Se 61.A...DING (12,000 ~ ..3 SHC)p '8l..D(l_ ~B.l-40:. .s1 S PAJ;mr,.,IG S'1Rt..JCTI!IR!E, 2 LE'o'El..S TOTAL 22.S :st""ACES. P~NG 1,-..,:::UJQES BS. DEDICA~ STAU.5 fC}ff f"OLICE .SEK'"'1!C:E... 6 -VATEP.J.AL '(~ ,:..,.1 .000 sf., April 2016 Preliminary Design Public Works •Utilities •Streets •Fleet •Facilities Parks Maintenance •Parks •Trails •Medians Based on $25M budget limitation April 2016 MATERIAL STORAGE BINS 4,000 SF Strategic Questions July/Aug 2016 •How can this project best: –Serve our community vision? –Represent our organizational values? –Meet our current and future business needs? •What is the highest and best use of this site? Community Vision •Sustainability •Maintain a high standard for citywide public safety Organizational Values Does the project live up to our organizational values? •Character •Innovation •Stewardship •Excellence •Empowerment •Communication Organizational Values Character We conduct ourselves with integrity, openness, courage and professionalism, driven by a calling to serve others. Innovation We are thoughtful, resourceful and creative in our quest for continuous improvement, always looking for better, faster ways to get things done. Stewardship We responsibly manage the public resources entrusted to us and provide the best value to our community. Excellence We hold ourselves to the highest standards because our community deserves the best Empowerment We help people achieve their personal best by creating an environment where they feel trusted, valued and inspired. Communication We communicate openly and directly. Promoting engagement and collaboration makes our organization better and our community stronger. (Cityof Carlsbad Existing Opportunities •Free up Hawthorne site for sale •Free up Oak Yard for lease •Free up CMWD site for lease •Free up Parks Maintenance site for sale/lease/reuse Additional Opportunities •Dedicated police evidence storage •Centralized materials storage yard •Future microgrid consideration Aug 2018 Proposed PW, Parks, PD Project Public Works •Utilities •Streets •Fleet •Facilities •CMI Parks Maintenance •Parks •Trees •Trails, open space •Medians •Facilities landscaping •Meet the CAP •Meet current and changing business needs –Materials storage –Parking structure –Flexible office space Police Department •Evidence Storage The Recommended Project •Embodies the community vision, the city’s mission, and organizational values •Presents a holistic approach •Ensures appropriate use of funds and repurposing of several properties •Reduces operational and maintenance costs The Recommended Project Allows for flexible design for balanced workforce through combination of FTE, contractors, part-time: •Touchdown workstations for consultants •Shared work space for increasing part-time staff •Collaborative work areas The Recommended Project PW, Parks, PD Solar PV, onsite materials yard, parking garage, evidence storage, bridge to office building, flexible space JOINT-USE MATERIALS STORAGE 45,000 SF 6,000 SF FOR BIN AREA AND 10,000 SF CIRCULATION AREA Elevated Pedestrian Bridge PARKSWarehouse/Shop GENERAL SERVICES Warehouse/Shop 4-LEVEL PARKING STRUCTURE 225 SPACES 6,500 SF StorageUTILITIES Warehouse/Shop 2-STORY OFFICE / OPERATIONS BUILDING 41,400 SF CM&I Division . 'r ii ~ If q- © @ @ © :@ "© © 0 ,; (N}I'--. Apr 2016 PW, Park,PD Project Solar PV None 300 kwh Materials yard 5,000 sf on site 40,000 sf off site 45,000 sf onsite Parking garage None 4 level PD storage None 6,500 sf Workshop/warehouse 19,500 sf 24,500 sf Office building 29,500 sf 41,400 sf The Recommended Project Project Changes (in millions) Additional space/mezzanine $1.9 Construction cost escalation 5.6 FF&E and technology 0.2 Parking structure 5.9 Photovoltaic 2.0 Soft costs 0.9 Net additional appropriation $16.5 Funding Sources (in millions)New Estimate Existing Budget Net Additional Appropriation* CFD #1 $29.9 $14.7 $15.2 Potable water 6.7 7.7 (1.0) Recycled water 2.7 0.0 2.7 Sewer 3.9 4.3 (0.4) Total $43.2 $26.7 $16.5 *Note: Total additional appropriation needed is $17.9 million. Funding Availability (in millions) Fund Amount Required Available CFD #1 $15.2 Yes Potable water replacement (1.0)n/a Recycled water replacement 2.7 Yes Sewer replacement (0.4)n/a Future Actions Facility Real Estate Strategic Plan Recommended Action Hawthorne Sale CMWD Lease Oak yard Lease Parks maintenance TBD* *Note: Not included in the Real Estate Strategic Plan. Final use will be subject to City Council decision on City Hall location. Next steps for Design-Build Process •Appropriate funds, approve RNT contract amendment Fall 2018 •CUP review by Planning Commission Winter 2019 •Council approval of bridging documents Spring 2019 •Award design-build contract Summer 2019 •Construction start Spring 2020 Recommendations •Approve additional appropriations totaling $17.9 million •Community Facilities District #1 $15.2 million •Potable Water Replacement Fund Not Applicable •Recycled Water Replacement Fund $2.7 million •Sewer Replacement Fund Not Applicable •Approve contract amendment with Roesling, Nakamura, Terada Thank you Blank Slide Design-Build TRADITIONAL DELIVER\' (0'\lll'll!Al PLA~NI~(; /RISK: POTENTIAL GAP PRfl IIIINARY DFSIGIII 1111 C O~STRlJUIO" SELECT ARCHITECT L RISK: RE-BID IF _j ""--FINAL COST ESTABLISHED LATE OVER BUOGET DESIGN-BUILD DELIVERY City of Carlsblid • O.s1gn Builder (Arch1t.ct I Engm,umng Consultants I Butldor) CO\CfrTIJAI l'LA~Nl~G SELECT OFSIG/\-RlllDFR PRFIIMl~RY UlSIGIII rl"Al DfSIG" r-C.O~STRLC,TIOIII PERMITS !:-. "" /...._ FAST-TRACK DELIVERY ~ FINAL COST ESTABLISHED EARLY DIFFERENCES (ADVANTAGES) • RISK REDUCTION: SCOPE GAP, SCHEDULE -Single-Point Responsibility for Design & Construction • RISK REDUCTION: COST - Manage Design to Flt Budget -Final Cost Established Early • RISK REDUCTION: SCHEDULE -Mitigate Risk of Re-Bid -Concurrent / Overlapping Phases -Single-Point Responsibility for Deli\lery TIME SAVED Financial Benefits •Cost Savings Estimates –Energy $14,000/year (existing 3 to one location) –Fleet $42,000/year •Cost Avoidance Estimates –Oak $31,400/year over 5 years ($157k/5-10 years) –Parks $20,400/year over 5 years ($102,000/5-10 yrs) –PD Evidence $100,000/year avg (range of $85k -$114k/year) Total Estimated Financial Benefits $207,000/year (first 5 years) Financial Benefits cont’d •Solar PV system est. payback < 10 years •Construction costs are increasing approximately 4-7%/year •Link between employee engagement and inclusive, collaborative physical workspace The Recommended Project Accommodates for our current and changing business needs to serve the community •Increased security needs •Increased demands on existing services, increased day and night population •New demands for new services The Recommended Project Move in personnel = 156 •Planned space per person is 205 ft2 Flexible design allows additional 15 personnel (~10%) •Reconfigured space per person 187 ft2 Future Considerations •City-wide storage •Upgraded EOC •Expanded Police office space •Moving existing and adding Fire Admin space •Microgrid estimate $7-10 M CFD #1 Revenue Estimates Escalation Analysis 2006 2007 2008 2009 -CP1%Change 2010 2011 2012 2013 -CCI% Change --CP~Cummulative Project Budget (in millions) Original budget $31.3 Previous expenses/encumbrances $4.6 Total estimated remaining project costs 43.2 Total estimated project costs 47.8 Anticipated deficit ($16.5) Status Quo •Continue with geographically separated operations. •Prepare FY19/20 budget request to pursue secured offsite contracted PD evidence storage •Prepare FY19/20 CIP budget request for future maintenance costs for Oak and Parks locations