HomeMy WebLinkAbout01/19/1988, C-6 - NEGOTIATING A CONTRACT TO PREPARE A MASTER PLAN FOR CITY FACILITIES (INCLUDING FURTHER STUDIES OF FOUR PROJECTS)MEETING DATE.
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On on COUNCIL AGENDA REPORT ITEM NUMBE
FROM: Toby Ross - r Prepared by: Dave Elliott
Assistant Administrative Officer Administra ve st
SUBJECT:
Negotiating a contract to prepare a master plan for city
facilities (including further studies of four projects)
CAD RECOMMENDATION:
1) Certify the ranking of firms evaluated
2) Authorize staff to negotiate a contract
3) Authorize the CAO to execute a contract for preparing the
first part of the master plan
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In the capital improvement plan there are four projects to provide
more operations space for various city programs:
1) Fire Station No. 1 (page E -11)
2) Recreation and Parks Department Relocation (page E -14)
3) Corporation Yard Expansion (page E -15)
4) Civic Center Improvements (page E -15)
During budget hearings last spring, the council requested that none
of these projects proceed without further study of the city's
overall space needs and available facilities.
A staff committee discussed the need for a master plan and drafted
a request for proposals to prepare the plan along with confirming
evaluations of the four projects cited.
With CAO approval staff distributed the RFP and received proposals
from six firms. A staff committee interviewed representatives from
the six firms and ranked the firms in the following order:
1) West +Doubledee Architects
2) HBFL Architects
3) Bruce Douglas Fraser
4) Jay Farbstein & Associates
5) Design and Engineering Systems, Inc.
6) Development Services
Facilities master planning is a technical specialty within the
architecture profession and requires particular training,
experience and licensing. At least three of these firms devote a
significant part of their practice, including facilities master
planning, to public sector clients.
CONTENT AND DEVELOPMENT OF A MASTER PLAN:
The facilities master plan for San Luis Obispo should contain two
parts: 1) an analysis of overall long -term building needs with an
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COUNCIL AGENDA REPORT
Master Plan for City Facilities
page 2
evaluation of the four projects already planned and 2) a
comprehensive 20 -year master plan for city buildings.
Completion.of the first part of the plan will help the city solve
its immediate pressing space problems and ensure that these
short-term solutions are appropriate and won't preclude or limit
effective future solutions.
Completion of the second part will give the city a framework for
preparing and discussing long -term building needs within future
capital improvement plans.
Staff recommends completing and reviewing the first part quickly so
that the council can decide if the four projects already planned
should proceed. This portion of the plan can be completed in about
60 days. Then, if appropriate, the council can authorize
completion of the second part in time for CIP preparation in the
1989 -91 financial plan.
FISCAL IMPACT:
The four projects listed above have a total of $133,000 allocated
for study phases in the capital improvement plan.
The first part of the master plan should cost $27,000 - $34,000
(depending on the level of services negotiated) -- well within the
amount budgeted for this work. The second part could cost an
additional $20,000 - $40,000 depending on whether or not
architectural programming is included in the master plan. This
programming could instead be included in design contracts for
individual projects.
CONSEQUENCES OF NOT TARING THE RECOMMENDED ACTION:
The master plan will help the council and staff make important
decisions this spring about city buildings. Lengthy delays in
awarding the contract could hinder short term capital improvement
planning and diminish the overall utility of the master plan.
STAFF RECOMMENDATION:
1) Certify the ranking of firms evaluated
2) Authorize staff to negotiate a contract
3) Authorize the CAO to execute a contract for preparing the first
part of the master plan