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Home My WebLink About2020-12-03; Safety Center Renovation Project Update - District 2; Gomez, PazTo· the members of the: COUNCIL Da ;JDCA ✓ CC ✓ CM ✓ocM{3) ✓ Council Memorandum Dec.3,2020 To: Honorable Mayor Hall and Members of the City Council From: Paz Gomez, Deputy City Manager, Publi Works Via: Geoff Patnoe, Assistant City Manager Re: Safety Center Renovation Project Update (District 2) {city of Carlsbad Memo ID #2020257 This memorandum provides an update on the status of the Safety Center Renovation Project, Capital Improvement Program {CIP) Project No. 4715 {Project). Background The Safety Center, which is located at 2560 Orion Way, is more than 30 years old and has not been significantly renovated. The Safety Center houses the headquarters of the Police and Fire Departments and was recently renamed as Police and Fire Headquarters. The Project scope includes upgrades to interior finishes, expansion of select functional areas due to staffing increases, infrastructure upgrades and Climate Action Plan {CAP)-compliant measures. These Project upgrades currently do not include the Emergency Operations Center {EOC)/conference room wing of the building (i.e., EOC, conferente rooms, kitchenette, restrooms, etc.) The Project does include roof replacement, which includes roof work over the EOC wing. There is a separate CIP Project for the EOC wing of the building, which will be discussed later. The Project was initially added to the CIP during fiscal year 2014-15. Attachment A details the scope changes and funding history to date. The total budget appropriation to date is approximately $8 million. In coordination and collaboration with the Police and Fire Departments, the Project scope and design have developed over several years into one that comprehensively addresses building infrastructure needs, energy efficiency upgrades and essential safety and security improvements in a more efficient office layout for the departments. Proposition H Carlsbad Municipal Code Chapter 1.24 codifies Proposition H, an initiative passed by voters in 1982 to require voter authorization for real property purchase or improvement projects that cost in excess of $1 million of General Fund money. In 2005, City Council updated the Proposition H Guidelines to clarify that "Improvements to Real Property" do not include replacement, repair, maintenance, routine refurbishment or upgrades of existing facilities. Public Works Branch Fleet and Facilities Department 405 Oak Avenue I Carlsbad, CA 92008 I 760-434-2980 t Council Memo -Safety Center Renovation Project Update (District 2) Dec.3,2020 Page 2 On July 31, 2018, City Council adopted Resolution No. 2018-151, which found the Project "exempt from the expenditure limit in Carlsbad Municipal Code Section 1.24.030 because it is a repair and upgrade of an existing facility." In March 2020, staff evaluated the need to upgrade the building to be compliant with the Essential Services Buildings Seismic Safety Act of 1986 (ESBSSA). On May 5, 2020, City Council approved amending the architect's agreement to incorporate structural engineering design services into the design work for the Project (Resolution No. 2020-076), which did not include the EOC wing of the building at the time. Subsequently, $6.6 million was programmed in the CIP for fiscal year 2021-22 for construction of the Project's structural upgrades. Recently during the design process, additional items of infrastructure work were identified related to California Building Code upgrades that are required as a condition of permitting the Project. Therefore, the $6.6 million estimate for structural upgrade costs has increased to approximately $9.4 million, which includes $2.8 million of building code upgrade costs. EOC Reconfiguration CIP Project A separate CIP project addresses necessary upgrades to the city's EOC, which is the EOC Reconfiguration Project, CIP Project No. 4719. It was added to the CIP in fiscal year 2015-16 with a total budget appropriation of approximately $1.9 million. The scope includes new furnishings, computers, software, network equipment, communications, and lighting and acoustic improvements that will upgrade the EOC/conference room wing to current standards for emergency response. It does not include structural upgrades to comply with ESBSSA. This EOC Reconfiguration Project will create scalable digital media switching and control infrastructure. The EOC Reconfiguration Project will enable emergency response decision makers to quickly review and evaluate information from any number of different sources in a collaborative setting. These analog and digital audio and video sources from both on-site and remote locations must be displayed to, and/or monitored by, the entire EOC area, operational groups, individuals and/or combinations thereof. As the flow of information changes during an emergency response with the unfolding and evolving scenario, the system must be flexible. This project therefore allows for the operator to quickly access and display information from a wide variety of inputs to a variety of output locations and display devices. To accomplish this degree of flexibility, the audio and video content must be routed through a matrix switching environment that supports flexible routing of source information to any pre- identified destination. The main information technology (IT) components of the EOC Reconfiguration Project will include procurement and installation of a main video wall involving video displays and projection, an audio video matrix switching frame, video encoding and decoding, audio amplification and distribution, and supporting equipment racks. Audio and Council Memo -Safety Center Renovation Project Update (District 2) Dec.3,2020 Page 3 video output will be shared with the city's designated alternate EOC located in the Faraday Building conference room and the City Hall conference room. This EOC Reconfiguration Project does not currently include seismic upgrades that will be required to comply with ESBSSA. Staff recommends adding the seismic upgrades since it has been determined that the EOC will stay in place for the foreseeable future and not be relocated to another facility, as was previously considered. Facility Name Change On Nov. 17, 2020, City Council adopted Resolution No. 2020-219 to change the Safety Center name to Police and Fire Headquarters. Discussion After further review, and for synergistic purposes, staff plans to incorporate the EOC Reconfiguration Project, CIP Project No. 4719, into the Safety Center Renovation Project, CIP Project No. 4715, and expand the combined project to include seismic upgrades of the EOC wing. Finally, staff will rename the project as the Police and Fire Headquarters Renovation Project, CIP Project No. 4715, to reflect the recent facility name change. Ongoing assessment of the Police and Fire Headquarters' seismic and building code upgrades, not including the EOC, showed a need for approximately $9.4 million in additional funding. Staff will also request an additional appropriation to include design and construction of the seismic upgrades for the EOC wing, which is currently estimated to cost approximately $2 million, for a total request of an additional $11.4 million. Sufficient Infrastructure Replacement Funds are available. Following the Project bid results anticipated in fall 2021, staff plans to request City Council award of a construction contract with the successful bidder for this combined work and additional appropriation of approximately $11.4 million. With this additional $11.4 million request to add to the current appropriation of $8 million, plus the addition of the EOC Reconfiguration Project appropriation of $1.9 million, the total Project cost will be approximately $21.3 million. The table below summarizes the estimated costs: Police and Fire Headquarters Renovation Project Estimated Costs (revised CIP Project No. 4715) Safety Center Renovation Project (previous CIP Project No. 4715) $8 million Additional seismic and building code upgrades (previous CIP Project No. 4715) $9.4 million EOC Reconfiguration Project (CIP Project No. 4719) $1.9 million Additional seismic upgrade of EOC wing $2 million Total Estimated Costs $21.3 million Council Memo -Safety Center Renovation Project Update (District 2) Dec.3,2020 Page 4 Next Steps In summer 2021, staff plans to request City Council approval offixtures, furnishings and equipment for the Project as well as approval of the plans and specifications and authorization to advertise the expanded Project for construction bids. In fall 2021, staff plans to request City Council award of a construction contract with the successful bidder for this work and additional appropriation of approximately $11.4 million ($9.4 million for the original seismic and building code upgrades and $2 million for the additional EOC wing seismic work). The Project construction is expected to take up to 24 months to complete. Attachment: A. Scope and Funding History, Safety Center Renovation, Capital Improvement Program {CIP) Project No. 4715 cc: Scott Chadwick, City Manager Celia Brewer, City Attorney Gary Barberio, Deputy City Manager, Community Services Laura Rocha, Deputy City Manager, Administrative Services Neil Gallucci, Police Chief Michael Calderwood, Fire Chief Robby Contreras, Assistant City Attorney Kevin Branca, Finance Director Maria Callander, Information Technology Director Jeff Murphy, Community Development Director Ryan Green, Assistant Finance Director John Maashoff, Public Works Manager Steven Stewart, Municipal Projects Manager Council Memo -Safety Center Renovation Project Update (District 2) Dec.3,2020 Page 5 Attachment A Scope and Funding History Safety Center Renovation, Capital Improvement Program (CIP) Project No. 4715 Fiscal Year Scope Changes Budget Appropriation FY 2014-15 Refurbish the Safety Center conference rooms, $200,000 which also serve as the city's Emergency Operations Center FY 2015-16 Safety and security upgrades in the main lobby $3,213,500 area; construct a structure to infill an opening in the second floor FY 2016-17 Additional improvements to accommodate $90,000 operational needs FY 2017-18 Incorporate additional recommendations from a $1,352,450 2012 study by Faithful + Gould identifying infrastructure replacement needs FY 2018-19 Incorporate building code and Climate Action Plan $3,200,600 compliance measures TOTAL APPROPRIATION TO DATE $8,056,550