Loading...
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. 1 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. 2 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. 3 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. 4 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. 5 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. 6 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. 7