HomeMy WebLinkAbout2021-07-27; City Council; ; Approval of Plans and Specifications and Authorization to Advertise for Bids for the Carlsbad Police and Fire Headquarters Renovation Project-Part 1Meeting Date: July 27, 2021
To: Mayor and City Council
From: Scott Chadwick, City Manager
Staff Contact: Steven Stewart, Municipal Projects Manager
steven.stewart@carlsbadca.gov, 760-602-7543
Mickey Williams, Police Chief
mickey.williams@carlsbadca.gov, 760-931-2260
Subject: Approval of Plans and Specifications and Authorization to Advertise for
Bids for the Carlsbad Police and Fire Headquarters Renovation Project
District: 2
Recommended Action
Adopt a resolution approving the plans, specifications and contract documents and authorizing
the City Clerk to advertise for bids for the Carlsbad Police and Fire Headquarters (formerly
known as the Safety Center) Renovation Project Capital Improvement Program Project No.
4715.
Executive Summary
Staff request the City Council’s approval of the completed plans, specifications and contract
documents for the Carlsbad Police and Fire Headquarters (formerly known as the Safety Center)
Renovation Project, which will be used to solicit construction bids to complete this work. The
scope of work for the renovation includes upgrading interior finishes, expanding select
functional areas due to staffing increases, infrastructure upgrades, Climate Action Plan-
compliant measures, and structural reinforcement of the two-story administration building and
the adjacent one-story conference room wing, to be compliant with the state’s Essential
Services Building Seismic Safety Act of 1986.
City Council approval of these plans and specifications is required under Carlsbad Municipal
Code section 3.28.080(E) because the expected value for this work is greater than $200,000.
Discussion
Carlsbad’s Police and Fire Headquarters complex was constructed in 1985 for a staff of 95
people. During the last 35 years, Police and Fire staffs have increased to 188 people in line with
city growth, development and increasing demands for service. However, the complex has not
been significantly renovated to accommodate these changes. The facility, at 2560 Orion Way,
comprises a two-story administration building and an attached, one-story, conference room
building housing the city’s Emergency Operations Center.
The Carlsbad Police and Fire Headquarters Renovation Project was incorporated into the Capital
Improvement Program during fiscal year 2014-15. In coordination with the Police and Fire
departments, the project’s scope and design have been developed over several years. As a
July 27, 2021 Item #1 Page 1 of 9
result, it comprehensively addresses building infrastructure needs, energy efficiency upgrades
and essential safety and security improvements, incorporating a more efficient office layout.
On Nov. 19, 2019, the City Council adopted Resolution No. 2019-234, which authorized an
agreement with Sillman Wright Architects Inc. to develop complete design plans, specifications
and contract documents for the project. During a preliminary design review with Esgil
Corporation, the city’s plan review consultant for code compliance, a recommendation was
made to upgrade the two-story administration building structurally to be compliant with the
Essential Services Building Seismic Safety Act. In March 2020, staff proceeded to follow Esgil’s
recommendation. On May 5, 2020, the City Council adopted Resolution No. 2020-076
approving an amendment of the contract with Sillman Wright Architects to incorporate
structural engineering design services for the two-story administration building into the
project’s design work.
Staff recommended adding seismic upgrade design work for the conference room building to
the project’s scope of work to ensure that the Emergency Operation Center was also housed in
a building that met the seismic safety standards. On Jan. 26, 2021, the City Council adopted
Resolution No. 2021-032 approving an amendment of the contract with Sillman Wright
Architects to incorporate structural engineering design services for the one-story conference
room building into the design work for the project.
The plans and specifications for the project were completed in April 2021, reviewed by staff and
submitted for the required permits. A building permit has been issued and is currently on file
with the Building Department and ready to be used by the successful bidder.
Staff request City Council approval of the completed plans, specifications and contract
documents and authorization so that the City Clerk can advertise them as part of a request for
bids from prospective contractors under Carlsbad Municipal Code Section 3.28.080(C).
Climate Action Plan consistency
This project is consistent with Measures B and J in the City of Carlsbad’s Climate Action Plan.
Additionally, it will meet an objective of the city’s Energy Conservation and Management Policy
No. 71.
Specifically,
• Measure B Action 1 states: “Implement and enforce Title 18, Chapter 18.30, Section
18.30.130 of the Carlsbad Municipal Code, mandating solar photovoltaic energy
generation systems on new non-residential buildings.” The project work scope requires
a photovoltaic solar array on the roof sized to meet the requirements of City Ordinance
CS-347.
• Measure J Action 2 states: “Implement and enforce Title 18, Chapter 18.30, Sections
18.30.150 and 18.30.170 of the Carlsbad Municipal Code, mandating alternative water
heating requirements in new residential and non-residential buildings.” The project
work scope requires installation of a solar water heater to meet this requirement
• Council Policy 71, subparagraph 2(a), on construction of civic facilities, states: “Whenever
practicable and within a reasonable cost/benefit ratio, design and construct mechanical
and electrical systems to achieve the maximum energy efficiency achievable with current
technology.” The design for this project meets the latest federal standards, as set forth in
July 27, 2021 Item #1 Page 2 of 9
Title 24, with compliant heating, ventilation and air conditioning equipment, LED light
fixtures and photovoltaic solar arrays to optimize electrical energy efficiency
Options
Staff provide the following options for the City Council’s consideration:
1. Adopt a resolution approving the plans, specifications and contract documents for the
Carlsbad Police and Fire Headquarters Renovation Project and authorizing the City Clerk
to advertise for bids
Pros
• The plans and specifications for the project have been developed in coordination
with staff, reviewed by staff and the city’s plan review consultant, and permitted
• A successful bid for the temporary trailer installation has been received and is
pending contract award so that trailers can be installed and occupied in advance
of the renovation work, so the renovation work of the project is ready to be bid
Cons
• None identified
2. Do not adopt a resolution approving the plans, specifications and contract documents
for the Carlsbad Police and Fire Headquarters Renovation Project and authorizing the
City Clerk to advertise for bids, and request staff to reduce the scope of renovation work
Pros
• None identified
Cons
• Delays the start of the project
• The building deficiencies identified in the scope of work will only continue to
deteriorate
• A reduced scope of work will require a parallel or subsequent project that could
potentially damage newly installed infrastructure and/or finishes
Staff recommend Option 1 for the City Council’s approval: Adopt a resolution approving the
plans, specifications and contract documents for the Carlsbad Police and Fire Headquarters
Renovation Project and authorizing the City Clerk to advertise for bids.
Fiscal Analysis
No additional funding is requested at this time. However, additional funding will be necessary
at the time of contract award when staff return to City Council to share bid results and request
a contract award to the lowest responsive, responsible bidder.
July 27, 2021 Item #1 Page 3 of 9
The current funding appropriations and the project budget is presented in the table below:
Carlsbad Safety Center Renovation
Capital Improvement Program Project No. 4715
Current appropriation – General Capital Construction Fund $2,013,500
Current appropriation – Infrastructure Replacement Fund $5,953,050
Current expenditures/encumbrances – General Capital Construction Fund ($600,000)
Current expenditures/encumbrances – Infrastructure Replacement Fund ($2,090,000)
TOTAL AVAILABLE FUNDING $5,276,550
Additional project costs
Construction (estimated) $13,700,000
Contingency (10 percent of construction estimate) $1,370,000
Temporary trailers and accommodations (estimate) $1,600,000
Design and construction consulting services $384,316
Fixtures, Furnishings and Equipment $1,868,391
Staff time, testing & inspection (miscellaneous) $340,519
TOTAL ADDITIONAL PROJECT COSTS $19,263,226
REMAINING BALANCE ($13,986,676)
ESTIMATED FUTURE APPROPRIATIONS NEEDED $13,986,676
The majority of the additional project cost will be funded from the General Capital Construction
Fund, which is projected to have a balance of $14 million at the end of FY 2021-22. This fund is
also the primary source for other currently unfunded projects, such as the Monroe Street pool
upgrade.
Next Steps
Upon the City Council’s approval, the City Clerk will advertise a request for bids to construct the
project. Staff will evaluate the bids received, and the lowest responsive and responsible bidder
will be identified.
Staff will return to the City Council in fall 2021 to request approval of a contract with the lowest
responsive and responsible bidder for this work and request additional funding authorization
from the General Capital Construction Fund and Infrastructure Replacement Fund, currently
estimated to be approximately $14 million.
Environmental Evaluation (CEQA)
The project is exempt from the California Environmental Quality Act under State Guidelines
Section 15301(d), which applies to the restoration or rehabilitation of deteriorated or damaged
structures, facilities or mechanical equipment to meet current standards of public health and
safety. No exception to the exemption as set forth in Guidelines Section 15300.2 applies.
Public Notification and Outreach
This item was noticed in accordance with the Ralph M. Brown Act and it was available for public
viewing at least 72 hours prior to the scheduled meeting date.
July 27, 2021 Item #1 Page 4 of 9
Exhibits
1.City Council resolution
2.Location map
3.Plans, specifications and contract documents (on file in the Office of the City Clerk)
July 27, 2021 Item #1 Page 5 of 9
RESOLUTION NO. 2021-178
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, APPROVING THE PLANS, SPECIFICATIONS AND CONTRACT
DOCUMENTS AND AUTHORIZING THE CITY CLERK TO ADVERTISE FOR BIDS
FOR THE CARLSBAD POLICE AND FIRE HEADQUARTERS RENOVATION
PROJECT, CAPITAL IMPROVEMENT PROGRAM (CIP) PROJECT NO. 4715
WHEREAS, the City Council of the City of Carlsbad, California has determined that the plans,
specifications and contract documents for the Carlsbad Police and Fire Headquarters (formerly known
as the Safety Center) Renovation Project (Project) have been completed to the satisfaction of city staff;
and
WHEREAS, the City Council has determined it necessary, desirable and in the public interest to
construct the Project; and
WHEREAS, the plans, specifications and contract documents for the Project have been
prepared, are on file at the City Clerk's office and are incorporated by reference; and
WHEREAS, City Council approval of plans and specifications is required under Carlsbad
Municipal Code Section 3.28.080(E) because the expected value to construct the Project exceeds the
$200,000 limit established by the Public Contract Code, including the alternative provisions of the
Uniform Public Construction Cost Accounting Act; and
WHEREAS, the City Planner has determined that the project is exempt from the California
Environmental Quality Act (CEQA) per State CEQA Guidelines Section 15301(d) — restoration or
rehabilitation of deteriorated or damaged structures, facilities or mechanical equipment to meet
current standards of public health and safety, and that no exception to the exemption as set forth in
CEQA Guidelines section 15300.2 applies.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as
follows:
1.That the above recitations are true and correct.
2.That the plans, specifications and contract documents for the Carlsbad Police and Fire
Headquarters Renovation Project are hereby approved.
3.That the City Clerk is hereby authorized and directed to publish, in accordance with State
law and Carlsbad Municipal Code Section 3.28.080(C), a notice to contractors inviting
July 27, 2021 Item #1 Page 6 of 9
bids for construction of the Project in accordance with plans, specifications and contract
documents referred to herein.
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of
Carlsbad on the 27th day of July, 2021, by the following vote, to wit:
AYES: Hall, Blackburn, Acosta, Bhat-Patel.
NAYS: None.
ABSENT: None.
MATT HALL, Mayor
!C4)("1, 1/14/1 ri--74-) fire
BARBARA ENGLESON, City Clerk
(SEAL)
July 27, 2021 Item #1 Page 7 of 9
EXHIBIT 2
Exhibit 3
Plans - Carlsbad Safety Center
Plans - EOC Wing (Part 1)
Plans - EOC Wing (Part 2)
Specs
Contract
(All documents on file in the Office of the City Clerk)
July 27, 2021 Item #1 Page 9 of 9
Steven Stewart, Municipal Projects Manager
Mickey Williams, Acting Police Chief
July 27, 2021
Approve Plans and Specifications and
Authorization to Advertise for Bids for
the Carlsbad Police and Fire
Headquarters Renovation Project
Recommendation
Adopt a resolution:
•Approving the plans, specifications and contract
documents and authorizing the City Clerk to
advertise for bids for the Carlsbad Police and Fire
Headquarters Renovation Project, Capital
Improvement Program Project No. 4715
2
Background
•The design work for the Carlsbad Police and Fire Headquarters renovation project, inclusive of structural upgrades has been completed, submitted to the city for review and permitted
•The design work was in development for over five years and comprehensively addresses building infrastructure needs, energy efficiency upgrades and essential safety and security improvements, incorporating a more efficient office layout
•Staff will be temporarily relocated to modular trailers on site during the renovation work, which is expected to be completed within two years
3
Next Steps
•If authorized by the City Council, the City Clerk will advertise a Request for Bids to construct the project
•Staff will evaluate the bids received and if a lowest responsive and responsible bidder is identified, staff will return to the City Council in Fall of 2021 to request approval of a contract and request additional funding, currently estimated to be $14 million
•In Fall 2021, staff will also present a request for approval of a purchase order for furniture that will be installed by the building renovation contractor. The value for this furniture is included in the $14 million request for additional funding
4
Recommendation
Adopt a resolution:
•Approving the plans, specifications and contract
documents and authorizing the City Clerk to
advertise for bids for the Carlsbad Police and Fire
Headquarters Renovation Project, Capital
Improvement Program Project No. 4715
5
Thank you