Item 4E
Approve the Design Service Agreement for the DPS West Reconfiguration Project
Item 4E
Madam Mayor and members of the City Council: The purpose of this item is to approve the Design Service Agreement for the DPS West Reconfiguration project.
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Requested Action
Approve Architectural/Engineering Design Services Agreement
DPS West
$228,975
Staff is requesting the approval of the Architectural & Engineering Design Services Agreement with RPGA for an amount not to exceed $228,975 for the DPS West Reconfiguration project.
This request is a professional service and exempt from the competitive bid process. We have a strong existing relationship with RPGA; they have successfully handled other large projects
for the City of Southlake such as the building of DPS North and DPS Headquarters. RPGA understands the needs and expectations of the City of Southlake and the Fire and Police Departments.
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City of Southlake Strategy Map
The City of Southlake provides municipal services that support the highest quality of life for our residents, businesses, and visitors. We do this by being an exemplary model of balancing
efficiency, fiscal responsibility, transparency, and sustainability.
C1 Achieve the highest standards of safety & security
C2 Provide travel convenience within City & region
C3 Provide attractive & unique spaces for enjoyment of personal interests
C4 Attract & keep top-tier businesses to drive a dynamic & sustainable economic environment
C5 Promote opportunities for partnerships & volunteer involvement
Serve our Customers
Manage the Business
B1 Achieve best-in-class status in all City disciplines
B2 Collaborate with select partners to implement service solutions
B3 Enhance resident quality of life & business vitality through tourism
B4 Provide high quality services through sustainable business practices
B5 Enhance service delivery through continual process improvement
B6 Optimize use of technology
Provide Financial Stewardship
Promote Learning and Growth
F1 Adhere to financial management principles & budget
F2 Invest to provide & maintain high quality public assets
F3 Achieve fiscal wellness standards
F4 Establish & maintain effective internal controls
L1 Ensure our people understand the strategy & how they contribute to it
L2 Enhance leadership capabilities to deliver results
L3 Attract, develop & retain a skilled workforce
L4 Recognize & reward high performers
L5 Empower informed decision-making at all levels in the organization
C6 Enhance the sense of
community by providing excellent customer service and citizen engagement opportunities
L6 Foster positive employee engagement
Deliver on Our Focus Areas
This request aligns to the safety and security; infrastructure; and quality development focus areas.
This request ties back to the City’s strategy map under C1 Achieve the highest
standards of safety and security and F2 Invest to provide and maintain high quality public assets.
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Background
DPS Headquarters - 2009
DPS West - 2001
DPS North - 2013
2012 – Engineering study conducted to evaluate foundation movement
2013 – Needs assessment conducted
The DPS West Facility was originally constructed in 2001. Since 2001 the building has experienced damage from foundation movement including interior cosmetic damage and cracks in the
bay floors and walls.
An engineering study was conducted in 2012 to help identify the causes of the structural damage DPS West was experiencing. The study concluded that the foundation
movement was caused by soil expansion and drainage issues. The soil is not expected to continue expanding and the drainage issues have been resolved. The study also identified mitigation
measures that can be taken as part of the DPS West Reconfiguration project to minimize the possibility of future foundation movement.
The needs that DPS West was originally designed
to meet are not the same as the current and future needs of the City of Southlake. To formally identify the functionality needs of DPS West, a needs assessment was conducted in 2013
that accounts for the opening of DPS Headquarters in 2009 and DPS North in 2013.
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Needs Assessment
Needs:
Inefficient current layout and use
Overcrowding of existing facilities
Lack of key functional spaces
Signs of wear and tear
Technologically inefficient
Continuous difficulty
in maintenance due to building movement
Safety and security challenges
Recommendations:
Replace the bay doors
Replace the backup generator
Expand the dayroom/kitchen
Add gated access
Improve exterior landscaping
Update the exhaust capture system
Add an
internal waiting area
Replace the HVAC system
The needs assessment conducted in 2013 made several recommendations that are identified in this project to help align the functionality of DPS West to our current and anticipated needs
in addition to addressing the cosmetic and maintenance issues caused by significant foundation movement.
Many of the needs addressed include maintenance challenges; for example, maintaining
the bay doors costs close to $10,000 and the generator needed to be replaced with a cost of $50,0000 are part of this project.
Safety and security is a major component of this project
with the addition of an auto-shut door system, gated access to the back of the facility, and updating the exhaust removal system.
Functionality is also addressed by updating the spaces
at DPS West that are underutilized or their functions have changed with the growth of the City. For example, the Office of Traffic Management is currently located in the Community Room.
As part of the DPS West Reconfiguration project, the Office of Traffic Management will be moved to a different location at DPS West designed to support their mission and the Community
Room will be updated and enlarged for return to public use.
The final area addressed with this project is the appearance of the building. We will add an enclosed waiting area for anyone
that enters DPS West after hours and add landscaping to increase the visual appeal of the facility.
This is a major construction project with many challenges to be addressed and recommendations
identified by the needs assessment. Because of the complexity of the project, staff recommends the use of the requested Architectural & Engineering Design Services Agreement with RPGA.
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Financial Consideration
The DPS West Reconfiguration project has an approved budget no to exceed 2.5 million with 2.2 million from CCPD and 300k from the general fund. At this phase of the project, we are requesting
an amount not exceed $228,975 to cover the architectural and design services. This amount includes A&E fees, A&E services, and surveying/engineering costs that are necessary to implement
the project.
Once we complete the initiation phase of the project, we will return to council to seek approval for the construction costs for the project.
We have already started
some of the project’s first steps including the needs assessment, hydro testing, and HVAC system replacement.
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Questions?Michael Starr (817) 748-8168
Thank you for your time!
If you have any questions or concerns, please contact Michael Starr, Fire Chief for the City of Southlake, at 817-748-8168.
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