HomeMy WebLinkAbout05/18/2004, C3 - CONTRACT AWARD: DISPATCH CENTER UPGRADE DESIGN SERVICES council Mafi,D. May 18,2004
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CITY O F SAN L U I S OBISPO
FROM: Bill Stader, Director of Finance & Information Technology
Steve Schmidt, Telecommunications Supervisor
SUBJECT: CONTRACT AWARD: DISPATCH CENTER UPGRADE DESIGN SERVICES
CAO RECOMMENDATION
1. Award a contract to RRM Design Group (RRM) in the amount of $155,725 for Phase 1
design services to upgrade the police emergency dispatch center; and authorize the CAO to
amend the contract for Phase 2 services by up to$110,000.
2. Appropriate $412,200 in grant funds recently awarded to the City by the Federal Emergency
Management Agency (FEMA) as follows based on the approved workscope: $200,000 to the
dispatch center upgrade project and$212,200 to the radio system upgrade project.
REPORT-IN-BRIEF
High-Priority Project. Upgrading the public safety dispatch system is one of the highest
priorities in the 2001-05 Information Technology (IT) Strategy Plan. There are many reasons for
this, but the key driver is that the existing system is technologically obsolete, and replacement
parts are no longer available. This is compounded by the fact that dispatch workloads are much
higher than they were when the current system was installed over 15 years ago. In short, this
"mission-critical" system urgently needs to be replaced and upgraded.
Requires Significant Building Modifications. As set forth in the 2003-07 Capital
Improvement Plan, implementing this upgrade involves relocating the current dispatch center
within the Police Station and making extensive building modifications to accommodate this
change. We initially estimated the cost of these building changes at $690,000, excluding design,
equipment acquisition and project management costs. This represents a significant investment in
a 35 year-old structure, especially given the results of a recent analysis of long-term police space
needs that recommends building a new station at another site, rather than adding onto the current
facility. However, given the land and construction costs of a new headquarters police station
facility, this is unlikely to occur in the foreseeable future. As such, we need to move forward on
dispatch center improvements that can no longer be deferred—based on circumstances as they
are now, not how we would like them to be.
Likely Cost Exceeds Current Budget. As discussed below, based on additional analysis as we
better defined the project scope in our negotiations with RRM (the recommended architect for
this work), this project is likely to cost more than our initial budget estimates, largely driven by
the uncertainties and added costs of remodeling a 35 year-old structure. It should be noted that
our intensive negotiations with RRM before bringing this to the Council for contact award
resulted in fleshing-out problems earlier in the process than would otherwise have been the case.
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It is also important to note that many of the construction costs associated with this project are not
driven directly by the dispatch upgrade project by itself, but rather, are necessary to correct
existing building deficiencies that must be undertaken as a pre-condition for the project to move
forward. In short, while the upgrade may be the catalyst for many of these costs occurring now
versus deferred to a later date, it is not the cause.
Interim Budget Adjustment for Grant Revenues Only At This Time. In 2003, the City
received a FEMA "Assistance to Firefighters Grant" in the amount of $412,200. To meet the
grant requirements, the grant monies have.to be utilized to purchase emergency communications
equipment such as portable radios, dispatch consoles and base stations. For now, because of the
unanticipated FEMA grant monies for equipment purchases, we can use monies previously
budgeted for equipment to offset construction costs. We recommend amending the project
budget by the amount of the unanticipated FEMA grant of$200,000 related to this work. Of this
amount, $40,000 is for additional Phase 1 design services based on the expanded workscope;
$35,000 is for Phase 2 design services (again, driven by the expanded workscope); and the
remaining $125,000 is for likely increases in construction costs.
While our initial analysis shows that additional construction costs may be higher than $125,000,
we do not recommend formally amending the project budget at this time, pending completion of
design, except for these added FEMA grant revenues. We will return to the Council with a
revised project budget when the plans and specifications are completed, and make any added
supplemental funding recommendations, if needed, at that time.
Linkage to Radio System Upgrade Project. The Council also approved upgrading the City's
radio system in the 2003-07 Capital Improvement Plan. While separate projects, there are direct
links between the dispatch center upgrade and radio system upgrade. The most significant of
these is integrating the dispatch console design (and related building improvements) with the
City's radio system. As such, work on these two projects is being closely coordinated to ensure
that plans and schedules mesh.
Recent findings from preliminary design work on the radio system upgrade indicate that the cost
of making these needed improvements may be significantly more than original estimates. We
are still evaluating our options, and plan to make recommendations to the Council on the radio
system upgrade in the near future. In the interim, we recommend programming the FEMA funds
and selecting the project architect, with the recognition that doing so does not financially
obligate the City to any particular course of action in the future, but it does better position us for
the next steps in this process. Lastly, while we recommend selecting the project architect at this
time, we will not authorize them to proceed with work until the future direction of the radio
system upgrade has been determined. In the event that our analysis results in significant changes
in the design workscope, we will return to the Council with an amendment to the agreement.
DISCUSSION
Background
On December 2, 2003, the Council approved a request for proposals (RFP) for public safety
dispatch center upgrade design services; and authorized the CAO to award the contract if the
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cost for Phase 1 services was within the project cost estimate of$120,000, and to subsequently
amend the contract for Phase 2 services if it is within the budget of $75,000. Phase 1 of this
proposal includes: public safety dispatch center requirements, infrastructure requirements and
assistance integrating the new radio system. Phase 2 includes bids, documents, permits and
construction administration.
Along with standard advertising, we sent the RFP on December 3, 2003 to 14 firms. We
received three proposals by the January 6, 2004 closing date:
BFGC Architectural Services (BFGC) $31,790
Ravatt Albrecht and Associates (RAA) $62,790
RRM Design Group (RRM) $216,800
Each firm submitted their proposals to the review team with separately enclosed sealed cost
proposals, as generally required for architectural projects. All proposals were evaluated by the
Dispatch Center Upgrade Review Team (comprised of representatives from Police, Community
Development, Public Works and Information Technology) based upon the criteria as set forth in
the RFP. RRM Design Group clearly excelled in all aspects of their proposal, most notably:
1. Concise and complete proposal addressing all of the City's requirements
2. Excellent understanding of the City's needs
3. Extremely qualified staff with public safety experience
4. Recent experience working several projects very similar to our project
5. Extensive experience working with the City of San Luis Obispo and other municipalities
6. Excellent references
The review team unanimously agreed that RRM was the most qualified firm for the dispatch
upgrade project. Separately sealed cost proposals were then opened, and it was clear that the
other two proposals from BFGC and RAA were so low because they had not fully addressed the
City workscope requirements as outlined in the RFP. The review team then entered into
negotiations with RRM to better define the project's workscope, which ultimately reduced their
proposed Phase I costs from$216,800 to $155,725.
RFP Workscope
As set forth in the RFP, the "core" workscope is extensive and includes planning and design
services to:
1. Construct a new dispatch center in the second floor conference room (while keeping the old
downstairs dispatch center online).
2. Relocate the second floor conference room and adjacent bathrooms.
3. Plan for off-site dispatch emergency capabilities.
4. Develop performance based standards and specifications for bid documents for facility
improvements including dispatch consoles and furniture.
5. Fully comply with all provisions of the 2001 California Building Code.
6. Place six new dispatch consoles.
7. Remodel the existing dispatch center to provide new office space for other uses.
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8. Provide "performance based" dispatch center design specifications and plans to be used in
preparing the RFP for system equipment acquisition and installation.
9. Provide or arrange for all necessary field reconnaissance, analysis, surveying, testing, code
research, meetings with building occupants, permitting agencies and City staff to aid in
identifying project constraints.
10. Assess plumbing, mechanical, structural, electrical, and data/communication needs.
11. Prepare schematic plans and elevations for construction based on the approved project scope.
12. Obtain Architectural Review Commission (ARC) and Community Development Department
(CDD) approval as required.
13. Provide the City with a written assessment of the dispatch center surveillance and security
requirements
14. Assess electrical system and emergency power generator at the Police Station and make
recommendations.
15. Evaluate the overall power requirements of the building and ascertain whether additional
commercial power feeds are required to adequately power both dispatch centers during the
upgrade.
16. Address redundant power supply options and assure continuous emergency communications.
Current Project Budget. 2003-05. As set forth in the 2003-05 Financial Plan, the total budget
for this work through June 30, 2005 based on the RFP workscope is $1,930,000, summarized as
follows:
BudgetCurrent Project
2001-03 2003-04 2004-05 Total
Study/Design 25,000 170,000 195,000
Construction
Facility Improvements 150,000 340,000 490,000
Cabling 125,000 125,000
Generator 75,000 75,000
Equipment Acquisition
Consoles and Furnishings 750,000 750,000
Base Station Radios 150,000 150,000
Project Management 145,0001 1 145,000
Total $1759000 $855,000 1 $900,000 1 $1,930,000
Additionally, funding in the "out years" was identified in the amount of$160,000 in 2005-06 for
facility rehabilitation; and $200,000 in 2006-07 for a back-up dispatch center for the Emergency
Operations Center at the Headquarters Fire Station..
Expanded Workscope
Because this project involves extensive remodeling of a 35 year-old building, we worked closely
with RRM in assessing the condition of this facility in finalizing the design services workscope
(and related compensation). This uncovered three key problems early in the process related to
the electrical system, building code accessibility requirements and fagade restoration, which are
likely to add $270,500 to the project construction budget:
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1. Electrical System. The City engaged the services of Thoma Electric to assess the existing
electrical system of the Police Station and determine if it could handle the additional load
associated with moving and upgrading the dispatch center. Three electrical system problems
emerged from this assessment: emergency backup power; main electrical service panel; and
the resulting need to relocate both of these services on the site. As detailed below, these
changes combined will increase project costs by $227,500.
Emergency power. Several deficiencies were identified with the existing emergency
backup system, which is comprised of a generator, fuel tank, enclosure and concrete pad.
The existing 100kw generator is undersized to carry the Police Station's current load, let
alone meet the needs of the upgraded dispatch center, which will increase the number of
consoles from three to six. Accordingly, to adequately meet both existing and increased
electrical load requirements of the building, a new 300kw diesel generator (fuel tank
included) is required. The new generator will require a sound enclosure and a larger concrete
pad. Generator replacement costs are estimated at $138,000. However, as reflected above,
we estimated $75,000 for this (based on a much lower assumption for back-up power needs),
for a net cost increase of$63,000.
Main electrical service panel. The existing main electrical service panel is located in a
utility room on the lower level of the Police Station. This panel has several water pipes and
ducts that run directly above it, which violates current electrical codes. Additionally, this
panel is no longer supported by the manufacturer, so replacement circuit breakers are hard to
find. Moreover, at some point an air conditioning duct was installed directly into the service
panel, apparently in an attempt to prevent the circuit breakers from tripping due to excessive
heat. While not directly related to the dispatch upgrade project, these deficiencies should be
addressed at this time. This will require relocating a new main electrical service panel
adjacent to the emergency generator in the parking lot, and replacing the distribution panels
(which will remain in their current location). The estimated cost of this work is $126,000.
Site costs. A new masonry enclosure will be required to house the both the generator and the
main electrical service panel at an estimated cost of $33,000. In addition, Police has
requested that a trash enclosure be added to prevent non-Police personnel from entering the
secured parking area and reduce road damage from the garbage truck. The estimated cost for
the new enclosure is $5,500.
2. Americans with Disabilities Act (ADA) Ramp Requirements. The size of the remodel
project triggers the need for an accessibility upgrade to the front entrance of the facility. To
comply with the building code, the existing handicap ramp needs to be replaced with a wider
one, including new handrails, support columns, supporting wall and column caps. The cost
associated with this ADA upgrade is $15,000.
3. Fafade Restoration. In May 2003, the trellis at the Police Station public entrance was
removed due to safety concerns with dry rot. No remodeling was done at that time: only
basic demolition work to meet immediate safety concerns has been done to-date. While not
directly related to the dispatch upgrade, given the ADA improvements to the front entrance
noted above, we recommend making needed fagade improvements as part of this project.
Estimated costs for removing canopy brackets, demolishing the existing plaster,
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miscellaneous framing and furring, new cement plaster exterior, painting, signage, light
fixtures and related entry improvements are $28,000.
As reflected above, none of these added construction costs are directly related to the dispatch
upgrade project, but are needed to correct existing building deficiencies that must be undertaken
as a pre-condition for the project to move forward.
Impact on Design Costs
Phase 1. As shown above, the current budget for Phase 1 design services is $120,000. While
we have worked closely with RRM in refining the workscope and negotiating costs downward
from their original proposal cost of$216,800, the added design services for the expanded project
workscope results in reasonable compensation for Phase 1 services of$155,725. To account for
other changes or added studies that may occur as design goes forward, we recommend amending
the Phase 1 design budget to $160,000.
Phase 2. The cost of Phase 2 services—primarily preparation of construction documents based
on Phase 1 design services—is currently budgeted at $75,000. However, as discussed with the
Council when we presented the RFP for approval, this cost cannot be fully determined until the
workscope is finalized under Phase 1. For this reason, cost proposals for Phase 2 were not
requested at this time, although the CAO was authorized to amend the contract by up to $75,000
for Phase 2 services. It is still not possible to finalize the cost for Phase 2 services at this time.
However, we recommend increasing the budget for these services proportionately, based on
revised Phase 1 services, to $110,000.
Fortunately,One Dog That Didn't Bark: Seismic Strengthening
It is worth noting one problem area that did not emerge in our preliminary assessments with
RRM. Even though it was built in 1982 as an addition to the original 1969 structure, our initial
research shows that the second-floor area where the dispatch center will be relocated meets
current seismic safety requirements for "essential service buildings." Accordingly, it is unlikely
that added construction costs will be incurred for this purpose (although this will be a topic that
we will pay close attention to as design goes forward).
Project Schedule
The following summarizes the remaining key tasks and schedule for this project:
Design
Award and execute Phase 1 design services contract with RRM. May 2004
Authorize RRM to proceed with design work. July 2004
Complete Phase 1 design work. October 2004
Complete Phase 2 design work, including bid documents. December 2004
Construction and Acquisition
Receive Council approval to invite bids for construction and system improvements. January 2005
Receive bids. February.2005
Complete bid evaluation and award contract. March 2005
Complete system improvements. December 2005
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As reflected above, the design services phase is the next step in a much longer process in
completing the public safety dispatch system upgrade. Moreover, as noted in the "Report-in-
Brief," this schedule will be affected by upcoming decisions regarding the radio system upgrade
project. Lastly, based on our review of project options in light of recent information regarding
radio system upgrade costs, we may return to the Council with changes to the design workscope,
which would also impact this schedule.
CONCURRENCES
The review team with representatives from the Police, Public Works, Community Development
and Information Technology concur with this recommendation.
FISCAL IMPACT
Design Services
As discussed above, we recommend amending the budget for design services as follows:
Design Services . . -
Current Proposed Change
Phase 1: Requirements Analysis and Schematic Design 120,000 160,000 40,000
Phase 2: Construction Documents and Administration 75,000 110,000 35,000
Total $195,000 $270,000 $75,000
Preserving Our Options. Given our need to further evaluate options in light of recent
information regarding radio system upgrade costs, the proposed agreement with RMM provides
that services will not begin until the City issues a notice to proceed to them. If the City does not
issue this notice within 90 days after contract execution, then the agreement will be terminated
(unless we mutually agree a contract to amendment) and no compensation will be due to them.
This approach allows us to move forward with the project and architect selection, while at the
same time preserving our options (at no cost) in the event we change direction based on
subsequent analysis during this 90-day period.
Construction Costs
As noted above, it is likely that construction costs will exceed our initial estimates by as much as
$270,000. However, until design work is complete, it is premature to formally adjust the budget
for the construction and acquisition phase at this time based solely on these very preliminary cost
estimates. On the other hand, we have received a FEMA grant in the amount of$200,000, which
was not anticipated in our initial project funding. Because of the FEMA grant, monies
previously designated for equipment purchases can be freed up to be used for construction costs.
Project Funding
Since adoption of the 2003-05 Financial Plan, we have been awarded $200,000 in FEMA grant
funds for public safety dispatch system improvements, which we recommend programming for
this project at this time. The following shows the revised funding for this project:
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Project Funding
Current Proposed Change
General Fund: Pay-As-You-Go (2001-03) 175,000 175,000
General Fund: Lease-Purchase Financing(2003-05) 1,755,000 1,755,000 -
FEMA Grant(2003-04) - 200,000 200,000
Total $19930,000 $29130,000 $200,000
Programming the Balance of FEMA Revenues
In addition to grant revenues of$200,000 for the dispatch center system upgrade, the City also
received a related FEMA grant of $212,200 for radio system improvements. Since these grant
revenues are restricted solely for this purpose, we recommend formally appropriating them at
this time to the radio system improvement project (which the Council also approved in the 2003-
05 Financial Plan).
ALTERNATIVES
1. Reissue the RFP for Design Services. We believe that RRM is well-qualified to provide
these services and that their fees for the workscope are reasonable. Given the response to our
first RFP, reissuing it is unlikely to change the outcome, but it will result in further delays in
moving forward on this high priority project.
2. Rescope or Defer Design Work. Based on our extensive discussions with RRM over the
past few months, we believe that we have refined and focused the design workscope at this
site as much as possible and still achieve project objectives. Given the high-priority of this
work, we do not recommend deferring its design beyond the possible 90-day period set forth
in the proposed agreement. As noted above, if this review process results in significant
changes to the design workscope, we will return to the Council to amend the agreement.
ATTACHMENT
Agreement with RRM Design Group
G:Information Technology Division/Dispatch Center Upgrade/Council Agenda Report,RRM Contract Award
i
Attachment 1
AGREEMENT
THIS AGREEMENT is made and entered into in the City of San Luis Obispo on May 18, 2004,
by and between the CITY OF SAN LUIS OBISPO, a municipal corporation, hereinafter referred to as
City, and RRM Design Group,hereinafter referred to as Architect.
WITNESSETH:
WHEREAS, on December 3, 2003, the City requested proposals-for design services for an
upgrade to the City's public safety dispatch center per Specification No. 90223A; and
WHEREAS, pursuant to said request, Architect submitted a proposal that was accepted by the
City for said services.
NOW THEREFORE, in consideration of their mutual promises, obligations and covenants
hereinafter contained, the parties hereto agree as follows:
1. TERM. The term of this Agreement shall be from the date this Agreement is made and
entered, as first written above, until acceptance or completion of said services.
2. INCORPORATION BY REFERENCE. The City's Specification No. 90223A, the
Architect's proposal dated January 6, 2004 and the Architect's proposal addendum dated April 15, 2004
are hereby incorporated in and made part of this Agreement.
3. CITY'S OBLIGATIONS. For as specified in this Agreement, the City will pay and the
Architect will receive compensation in a total sum not to exceed, $155,725. No compensation will be
earned by the Architect until the City issues a notice to proceed pursuant to Section 4 of this Agreement.
4. ARCHITECT'S OBLIGATIONS. For and in consideration of the payments and
agreements hereinbefore mentioned to be made and performed by the City, the Architect agrees with the
City to do everything required by this Agreement and the said specification. Services under this
Agreement will not begin until the City issues a notice to proceed to the Architect. If the City does not
issue this notice within 90 days after the date of this Agreement, then the Agreement will be terminated,
unless an extension is mutually agreed to by the parties through an amendment to the Agreement; and no
compensation will be due to the Architect.in accordance with Section 3 of this Agreement.
Attachment 1
5. AMENDMENTS. Any amendment, modification or variation from the terms of this
Agreement shall be in writing and shall be effective only upon approval by the City Administrative
Officer.
6. COMPLETE AGREEMENT. This written Agreement, including all writings
specifically incorporated herein by reference, shall constitute the complete agreement between the parties
hereto. No oral agreement, understanding, or representation not reduced to writing and specifically
incorporated herein shall be of any force or effect, nor shall any such oral agreement, understanding, or
representation be binding upon the parties hereto.
7. NOTICE. All written notices to the parties hereto shall be sent by United States mail,
postage prepaid by registered or certified mail addressed as follows:
City City Clerk
City of San Luis Obispo
990 Palm,Street
San Luis Obispo, CA 93401
Architect RRM Design Group
3765 South Higuera Street, Suite 102
San Luis Obispo, California 93401
8. AUTHORITY TO EXECUTE AGREEMENT. Both the City and Architect do
covenant that each individual executing this agreement on behalf of each party is a person duly authorized
and empowered to execute Agreements for such party.
IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day
and year fust above written.
ATTEST: CITY OF SAN LUIS OBISPO
By:
City Clerk Mayor
APPROVED AS TO FORM: ARCHITECT
By:
Ci rney
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