HomeMy WebLinkAbout2021-09-23; Update on the Police and Fire Headquarters Renovation Project (District 2); Gomez, PazCouncil Memorandum
Sept. 23, 2021
To: Honorable Mayor Hall and Members of the City Council
From: Paz Gomez, Deputy City Manager, Public Works
{cityof Carlsbad
Memo ID #2021180
Via: Geoff Patnoe, Assistant City Manage@
Re: Update on the Police and Fire Headquarters Renovation Project (District 2)
This memorandum provides an update on the previous Council Memorandum dated
Dec. 3, 2020 (Attachment A), on the status of the Police and Fire Headquarters Renovation
Project, Capital Improvement Program (CIP) Project No. 4715 (Project).
Background
Attachment A, which is a Council Memorandum dated Dec. 3, 2020, included an overview of
the background, work scope items, funding history and an estimate of additional funds needed
at the time of contract award. It also explained combining two separate CIP projects into one to
incorporate upgrading the technology, room finishes and expanded operational area for the
Emergency Operations Center (EOC) into the initial Project scope of work.
Discussion
Temporary Trailers
On June 8, 2021, the City Council adopted Resolution No. 2021-127, approving plans and
specifications and authorizing advertisement for bids of the temporary trailers for the Project.
Police and Fire Headquarters staff will relocate to the temporary trailers during the renovation
work.
On July 13, 2021, staff received four construction bids for this phase of the Project.
On Aug. 31, 2021, the City Council adopted Resolution No. 2021-196, awarding a contract for
construction to the lowest responsive and responsible bidder, McGrath RentCorp, dba Mobile
Modular Management Corporation.
Renovation
On July 27, 2021, the City Council authorized Resolution No. 2021-178, approving plans,
specifications and contract documents for the renovation work of the Project and authorizing
advertisement of the Project for bids. The engineering estimate for the Project is $13. 7 million.
On July 29, 2021, the request for bids for the Project was posted on the city's website.
Public Works Branch
Fleet and Facilities Department
405 Oak Avenue I Carlsbad, CA 92008 I 760-434-2980 t
Council Memo -Update on the Police and Fire Headquarters Renovation Project (District 2)
.Sept. 23, 2021
Page 2
On Sept. 8, 2021, staff received eight bids. In identifying the apparent lowest bidder, RAL
Investment Corporation dba Silverstrand Construction, staff also received a bid protest on
Sept. 15, 2021, from Spectrum Construction Group, Inc., who submitted the apparent second
lowest bid. Staff are currently evaluating the bids and bid protest and plan to return to the City
Council in October/November 2021, to request authorization of a contract with the successful
bidder and an appropriation of additional funding based on the contract award value.
In Spring 2022, Fleet and Facilities, Fire and Information Technology Departments staff plan to
develop a design services request for the technology and finish upgrade work in the EOC so that
this work can be designed, permitted and authorized by the City Council to start once the
structural renovation work has been completed in the EOC.
Project Phases
The Project work is anticipated to be completed in four phases:
Phase 1-Relocate staff to temporary trailers and complete the renovation work on the
easterly portion of the facility
Phase 2 -Relocate staff to temporary trailers and complete the renovation work on the
westerly portion of the facility
Phase 3 -Relocate staff as necessary and complete the structural renovation work in
the EOC wing of the facility
Phase 4 -Technology upgrade in the EOC will start after the structural renovation work
in the EOC is completed
To accomplish this work, the following sequence of activity is anticipated:
September -November 2021-Phase 1 staff will relocate from the ea·sterly portion of the
facility to temporary trailers and conference room i:
Late November 2021-July 2022 -Phase 1 renovation work.
August 2022 -Phase 1 staff will reoccupy the building. Phase 2 staff will be relocated from the
westerly portion of the facility to temporary trailers and conference room 2.
August 2022 -April 2023 -Phase 2 renovation work.
May 2023 -Phase 2 staff will reoccupy the building. Phase 3 work will start in the
EOC/conference room wing, limited to selective demolition for structural upgrades, code
compliance work and patching affected finishes.
May -October 2023 -Phase 3 renovation work.
Council Memo -Update on the Police and Fire Headquarters Renovation Project (District 2)
Sept. 23, 2021
Page 3
Fall/Winter 2023 -Renovation phases will be completed, and Phase 4 technology and finish
upgrade work in the EOC will start.
Winter 2023 -Summer 2024 -Phase 4 technology upgrade work in the EOC.
Summer 2024 -Estimated Project completion date.
Next Steps
Staff will continue reviewing the bids and bid protest. In October/November 2021, staff plan to
request City Council authorization to award a construction contract with the successful bidder
for the renovation work of the Project and an appropriation of additional funding for the
Project based on the contract award value. The additional appropriation is currently estimated
to be approximately $13 million.
Attachment: A. Council Memorandum dated Dec. 3, 2020
cc: Scott Chadwick, City Manager
Celia Brewer, City Attorney
Gary Barberio, Deputy City Manager, Community Services
Laura Rocha, Deputy City Manager, Administrative Services
Mickey Williams, Police Chief
Michael Calderwood, Fire Chief
Robby Contreras, Assistant City Attorney
Ryan Green, Finance Director
Maria Callander, Information Technology Director
Jeff Murphy, Community Development Director
Roxanne Muhlmeister, Assistant Finance Director
John Maashoff, Public Works Manager
Steven Stewart, Municipal Projects Manager
To· the members of the:
llY COUNCIL
Attachment A
Da XCA ✓CC ✓
CM _JL DCM (3) ✓
Dec.3,2020
To:
From:
Via:
Re:
Council Memorandum
Honorable Mayor Hall and Members of the City Council
Paz Gomez, Deputy City Manager, Publ~orks
Geoff Patnoe, Assistant City Manager ~
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, conference 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
Attachment A
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
Attachment A
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 EOCReconfiguration 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 H·eadquarters.
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 Headqucirters 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 miUion, 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. 471S)
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 ·
Attachment A
Council Memo -Safety Center Renovation Project Update (District 2)
Dec.3,2020
Page4
Next Steps
In summer 2021, staff plans to request City Council approval of fixtures, 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
Attachment A
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 . . :S.cope ~hanges 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