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M E M O R A N D U M
(May 16, 2023)
To: Shana Yelverton, City Manager
From: Rob Cohen, Director of Public Works
Subject: Approve a Professional Services Agreement (PSA) with TSK to
provide architectural & engineering design and construction
phase services for the Southlake Emergency Operations Center
(EOC) Relocation Project in an amount not to exceed $166,250.
Action
Requested: Approve a Professional Services Agreement (PSA) with TSK to
provide architectural & engineering design and construction phase
services for the Southlake Emergency Operations Center (EOC)
Relocation Project in an amount not to exceed $166,250.
Background
Information: The purpose of this item is to seek City Council approval of the PSA
with TSK to provide architectural and engineering services for the
Southlake EOC Relocation Project in an amount not to exceed
$166,250.
The City’s EOC is located at DPS Headquarters. The EOC does not
meet the operational needs and technical requirements of a
functional EOC. Furthermore, facility safety and security
requirements addressed in the DOD UFC4-141-04 Unified Facilities
Criteria are not met, such as controlled access to the EOC and
protection from wind-borne debris, windstorms and other hazards.
The new 3,300 square foot, dedicated EOC will be located in
unfinished building space at DPS Headquarters. The facility will
contain a number of features that are not provided in the current
EOC. The new facility will allow for greater flexibility in responding to
different emergencies, by allowing for multiple configurations of the
workstations.
During FY2022, staff engaged a design firm (ADG) to develop a
schematic design plan for the project. During this process, ADG
worked with the City to identify the programmatic requirements for
the facility. With those requirements, ADG developed a floorplan that
shows the basic layout of the space and technology/equipment
requirements for the different areas of the new EOC. In addition,
ADG produced a rough order of magnitude (ROM) cost for the
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project, using parametric estimating methods. The estimated total
cost of the project, based on this ROM and the anticipated finish-out
costs, is within budget.
As part of the schematic design review process, the Emergency
Preparedness Matrix Team, Building Inspections and the Fire
Inspector reviewed and provided feedback on the design. The review
process included, discussing the layout of the new facility in terms of
how operations would be coordinated during different emergency
events and walking through a life-sized mockup of different EOC
spaces. The matrix team determined that the layout and spaces were
appropriate for the anticipated needs of the EOC.
During the schematic design phase, there were a number of
instances where ADG failed to address the City’s needs or meet its
expectations. Consequently, staff decided that it was in the City’s
best interest to retain another firm to proceed with the project. In
FY2023, staff issued a request for qualifications (RFQ) for design
firms with experience in designing and constructing EOCs and
similar projects. Four statements of qualifications (SOQs) were
submitted. The SOQs were ranked according to “best value” criteria
that included: relevant experience, current capabilities, professional
references, and general quality/adequacy of the response. TSK,
which has an office in Dallas, was selected as the “best value” for the
City. TSK possesses experience designing a number of EOCs and
similar projects.
TSK’s fee of $166,250 covers the cost of taking the schematic design
concept and producing a permit and bid-ready set of construction
documents, developing detailed cost estimates based on the
systems and equipment that will actually be installed, and providing
design-related support services during the bidding and construction
phases of the project. The design fee represents 10% of the
anticipated construction (hard) costs, which is comparable to the rate
that the City pays on other facility projects, such as the Municipal
Service Center.
It is anticipated that following approval of the Agreement by City
Council, the project will proceed as follows:
Milestone Anticipated Completion
Design Kickoff Late May 2023
Design June 2023 –October 2023
Bidding October-November 2023
Construction Contract Award December 2023
Construction December 2023 – April 2024
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Financial
Considerations: Funding for this project was approved in the FY 2023 Capital
Improvements Program in the CCPD Fund.
Strategic Link: This item links to the City’s Strategy Map strategic focus area of
Safety and Security and Financial Objective F2: Investing to provide
& maintain high quality public assets. It is also included in the 2035
Health and Wellness Plan HW30.3.
Citizen Input/
Board Review: The Crime Control and Prevention District (CCPD) Board approved
the expenditure of CCPD funds for this agreement at its May 9, 2023.
Legal
Review: The proposed agreement was reviewed and approved by the City
Attorney.
Alternatives: The City Council may approve or deny the agreement.
Staff
Recommendation: Approve a Professional Services Agreement (PSA) with TSK to
provide architectural & engineering design and construction phase
services for the Southlake Emergency Operations Center (EOC)
Relocation Project in an amount not to exceed $166,250.
Supporting
Documents: Attachment A: Professional Services Agreement
Attachment B: EOC Floorplan
Staff
Contact: Rob Cohen, Director of Public Works
Lauren LaNeave, Deputy Director of Public Works - Administration
Mamerto Estepa Jr., P.E., Project Manager