2001-02-19WEST SITE
FACILITY
CONSTRUCTION
City of Southlake, Texas
MEMORANDUM
February 14, 2001
TO: Shana Yelverton, Assistant City Manager
FROM: Rick Black, Interim Director of Public Safety
SUBJECT: Progress of West Department of Public Safety Facility
Work in progress on the West Department of Public Safety site consists of the following:
• The storm sewer lines are installed and covered. The storm sewer inlets along the parking,
front apron and drives are installed and filled with gravel. The fire hydrants, manholes and
water valves are in place.
• Because of the heavy rainfall, the site has been muddy and unworkable. Kiln dust has been
added to help dry out the soil to allow excavation and grading to proceed.
• The building "footprint" has been surveyed and staked on the site and excavation has begun to
reveal the shape of the building.
Work that has been completed at the West Department of Public Safety site are the electricity and
phone lines are in place in the job trailer and the storm sewer lines and inlets, fire hydrants and
manholes are in place.
Assuming that the weather cooperates, the concrete work should begin late February or early
March. Upon completion of the preliminary site work, trucks will be allowed to enter the site from
Randol Mill instead of pulling into Schlotzky's and having to back into the site. The existing house
on the property has been removed.
I am available for any comments or questions you may have.
RB/bls
174--/
City of Southlake, Texas
MEMORANDUM
February 16, 2001
TO: Billy Campbell, City Manager
FROM: Rick Black, Interim Director of Public Safety (Ext. 2421)
SUBJECT: Request for Approval of Change Order No. 1 to CMPA, Inc for the
Department of Public Safety West Facility, City of Southlake Project No.
00-3320.
Action Requested: Approval of Change Order No. 1 to CMPA, Inc.
Background
Information: The City of Southlake entered into an agreement with CMPA, Inc for the
construction of the Department of Public Safety West Facility on
December 12, 2000. To date, two items have come about that have
necessitated the issuance of Change Order No. 1 for the project. These are
listed below:
Item #1— Grade Change
After this project had advertised and before the bid opening, Planning requested
a grade change on the north side of the facility. In response to that request, the
city's architect, Phillips Swager Associates (PSA), made the change and asked
for Planning's approval. Approval from Planning was not received until after
the bid opening date. Therefore, PSA and staff requested and received a
proposal from CMPA to make the change for an increase of $3,080.00. PSA
and staff have reviewed this proposal and find it to be acceptable. It is
recommended that this change be approved for an increase of $3,080.00.
Item #2 —12" Waterline Relocation and French Drain
During the installation of the 21 -inch storm drain that runs from the facility to
Randol Mill, a conflict was discovered with the existing 12 -inch waterline that
runs along Randol Mill. Since the storm drain is a gravity system, grade is
critical and can't be modified without affecting the hydraulic capacity of the
storm drain. Therefore, it was necessary to lower the existing waterline to clear
the 21 -inch storm drain. PSA and staff requested and received a proposal from
CMPA to lower the waterline for an increase of $6,100.00.
In addition, it appears that the site for this facility contains a considerable
amount of groundwater. Some of this water is possibly migrating from the
pond located to the north of the site. Furthermore, the natural drainage of the
Billy Campbell
February 16, 2001
Page 2
Financial
Considerations:
Citizen Input/
Board Review:
Legal Review:
Alternatives:
area is from east to west and is probably impeded, somewhat, by Randol Mill
and FM 1709. This amount of groundwater is of concern due to the fact that an
access road to the facility is to be constructed over the storm drain and the
water line that run from the facility to Randol Mill. If this material is' not dried
and compacted, more than likely, the structural integrity of the drive will be
compromised. Therefore, all parties agreed that the best solution would be to
install a French drain system below and to the side of the 21 -inch storm drain
with laterals penetrating the waterline ditch that would allow the water to drain
from the area. Staff requested and received a proposal from CMPA to install
200 linear feet of French drain and 100 linear feet of lateral drain for an
increase of 1,900.00. The total additional cost for the 12 -inch waterline
relocation and the French drain is as follows:
Waterline Relocation $6,100.00
French Drain $1,900.00
Subtotal $8,000.00
10% Contractor's OH&P 800.00
Total
$8,800.00
The Contract currently provides a "Contingency" item in the amount of
$150,000.00. Approval of these changes will be included under this
"Contingency" item and no change in the Contract Amount or the Contract
Time will occur as a result of these changes. As a result of this action, the
new balance of the Contingency item is $138,120.00.
At its November 1, 2000 meeting, the Crime Control and District Board
approved $150,000.00 for the purposes of creating a contingency line
item.
None
No other alternatives exist that would better facilitate the completion of
this project.
Billy Campbell
February 16, 2001
Page 3
Supporting
Documents: Change Order No. 1 Document
Staff
Recommendation: Staff has reviewed this proposal and finds it to be acceptable. It is
recommended that this change be approved for an increase of $8,800.00.
Staff recommends the placement of the aforementioned Change Order No.
1 on the February 20, 2001 City Council Agenda for approval.
RB/rb
8
CHANGE ORDER
Dated:.Ianumy 25, 2001
No. I
OWNER'S Project No. 00-3320 Architect's Project No. 4156.10
Project Department ofPublic Salty Building — West Facility
OWNER City of Southlake
Contract for Construction of the DPS West Facility Contract Date: 12112100
To: CMPA Inc
Contractor
You are directed to make the changes noted below in the subject contract:
Nature of the changes:Field modifications as follows:
Item 1: Grade Change (RFP #1)
Lin
Citv of Southlake. Texas
Owner
Billy Campbell
Title: City Manager
Date: , 2001
1 is
Grade change as requested Planning
@ 3,080.00 =
$3,080.00
Subtotal
$3,080.00
Item 2: Waterline Relocation and French Drain (RFP #3)
2 ea.
Emergency waterline connection to existing
@ $ 950.00 =
$1,900.00
20 if
12" PVC C-900 waterline
@ 50.00 =
1,000.00
1 is
Ductile iron waterline fittings
@ 2,100.00 =
2,100.00
4 ea.
Thrust blocking
@ 150.00 =
600.00
1 is
Temporary thrust blocking
@ 500.00 =
500.00
200 if
4" French drain
@ 8.00 =
1,600.00
100 ea
20' lateral drain w/rock and fabric
@ 3.00 =
300.00
1 is
Contractor's Overhead & Profit
@ 10.0% =
800.00
Subtotal
$ 8,800.00
TOTAL
$11,880.00
1
General Conditions — Contingency $150,000.00
Change Item No. 1 <$11.868.00>
Balance in Contingency $138,120.00
These changes result in the following adjustment of contract price and contract time:
Contract Price Prior to this Change Order $ 3.375.500.00
Net Increase Resulting from this Change Order $ 0.00
Current Contract Price Including this Change Order $ 3,375,500.00
Contract Time Prior to this Change 365 days
(Days or Date)
Net Increase Resulting from this Change Order 0 days
(Days)
Current Contract Time Including this Change Order 365 days
(Days or Date)
The above changes are recommended: Phillips. Swager Associates
Architect/Engineer
LIM
2001
The above changes are recommended: City ofSouthlake
city
By:
Title: Construction Manager
Date: 2001
NSPE-ASCE 1910-8-B (1978 Edition)
The above changes are accepted: CMPA. Inc.
Contractor
0
Title:
2001
7z4-7
NORTH SITE
FACILITY
PROGRAMMING
City of Southlake, Texas
MEMORANDUM
December 19, 2000
TO: Rick Black, Acting Director of Public Safety
Marlin Price, Chief of Police Services
Malcolm Jackson, Chief of Building Services
Shana Yelverton, Assistant City Manager
FROM: Bobbye Shire, Administrative Secretary
SUBJECT: December 19, 2000 PSA Meeting Minutes — North Facility Kick -Off Meeting
A meeting convened at 1:30 p.m. on Tuesday, December 19, 2000 in the Administrative Offices
Conference Room with representatives from PSA and city staff. Those present at the meeting were:
PSA representatives Greg Schon and Tom Shaw; and city staff Rick Black, Charlie Thomas, Shana
Yelverton, Malcolm Jackson, Marlin Price, Gary Gregg, Bruce Payne, Mike Hutchison and Bobbye
Shire.
Mr. Greg Schon of PSA and Chief Rick Black, Acting Director of Public Safety, presided over the
meeting. Chief Black commented to PSA representatives that they would be working with entirely
new city staff on the North DPS facility site, versus the city staff that was in place at the kick-off
meeting for the East/West DPS facilities; with the exception of Shana Yelverton and Gary Gregg.
Mr. Schon advised the group that subjects to be discussed at this meeting are overall goals and
staffing projections to include new hires 5 years out and long term ten years out. Staffing ratios will
be looked at and police and fire will be considered separately. The capacity of the holding facility
and duration of stay for prisoners will be discussed. Mr. Schon said the holding facility is a high
dollar item and he will need specifics early on in regards to this. Gary Gregg stated CALEA will
require Southlake DPS to meet jail standards in order maintain accreditation status, therefore, from
that aspect, we must plan accordingly. Various other scenarios will be discussed and PSA will
identify existing facilities, both local and out of town, for staff to tour.
Chief Black stated the North DPS site will be the central main headquarters for the Southlake
Department of Public Safety which will house 24 or 48 fire personnel, 8-5 administration and
administrative adjunct personnel, and 8, 10 and 12 hour shifting police personnel. Additionally, the
communications center, holding facility, and EOC will be located at this facility. Initially, training
was to be accommodated in each of the three facilities for the employees stationed at each facility,
with training accommodations at the North facility that would accommodate the entire DPS for
special training/meeting needs. This space could be coupled and used as the centralized training
community room for public use and a separate training/briefing room provided for police to hold
daily briefing and posting of information not intended for public display. Building Services will also
be housed at this facility, as they are not slated to move to Town Hall and the old City Hall building
will be sold. Currently, the city's plan is to keep only the 11 acres at Dove and White Chapel Blvd.
south of the easement and sell the excess city owned property north of the easement.
PSA Meeting Minutes
December 19, 200_0
Page 2
Mr. Schon proposed a split-level DPS facility and suggested touring split level facilities located out
of town. Police, fire, and staff accessibility comings and goings would predominately take place on
the lower level at the rear of the building and the public entrance would be located on the second
floor. With the contour of the property, the building could be designed with the lower level being
dug down into the higher elevation on the property to form a basement like effect. PSA will include
split level facilities in the list that will be provided of facilities for city staff to tour.
Mr. Schon asked about training elements for Fire Services such as a training tower and a firearms
range. He also suggested the feasibility of having a driving track located in the utility easement. He
said since these are costly additions, his suggestion would be to lay these options out in the master
plan and when funds become available at a later time, make these additions to the property. The
master plan should explore all options that might be utilized in the future.
Assistant City Manager Shana Yelverton will supply population projections, land use, and contours
of the property to Mr. Schon. Chief Black will provide more detailed staffing projections. In order to
get started, however, the staffing projections which were put together for the East/West facility kick-
off meeting will be used as a baseline for PSA to start with. Chief Black provided a copy of the
projections to Mr. Schon. Mr. Schon said he would take the current organization chart and show the
baseline projections and then do another organization chart with the more detailed projections, once
they are provided.
Mr. Schon said layering of the building probably mandates only a two-story building. He said there
is no advantage of a three-story building because of available land. His feeling is that this facility
will be harder to intermix due to the imbalance of fire and police personnel. He said there was more
of a balance of fire and police at the East and West facilities and, therefore, the ability to centralize
the sharing of the facility was easier. Chief Black disagreed and felt it would be easier to mingle
together the uses but is open to whatever the outcome is after the plan is put together. Another factor
to consider is staffing on the second floor, which will also alter where some things are located.
Mr. Schon will review the questionnaires that were completed by all DPS personnel during the initial
stage of the design process for the East/West facilities. Employees were asked what they personally
would like to see included in the building and asked their thoughts on what they did not want in the
building. Chief Black and Chief Price will review these as well. Based on the staffing projections,
PSA will put together a first pass working document of what they think the spaces of the various
areas are. They will then meet with various representatives for each area, such as CID, Traffic, etc.,
and see what their ideas are. Mr. Schon said final staffing projections from Chief Black are critical to
accurately determine the space needed. Additionally, the inclusion of Building Services was not
taken into account during the initial stage of design discussion and this will need to be added and the
information gathered.
Mr. Schon said they are not yet ready to look at zoning on this site. Ms. Yelverton said to get a
footprint and decide what we are going to need. Look at the area constraints and the dimensions of
the triangle, look at the topography and utility easement, factor whether the property is in the flood
plane and determine if we want to retain water on property. Ms. Yelverton stated she has the
PSA Meeting Minutes
December 19, 2000
Page 3
environmentals that were compiled when the city purchased the property and she will pull up the
reports and provide them to PSA. PSA said this technical information is needed as soon as possible,
especially if there is anything buried on property. There was no tree survey done during the purchase
process, however, aerials were taken on a scale of one to one hundred and the trees should be visible.
These aerials will also be provided to PSA. Another matter to consider are the water wells on the
property.
In looking at the big picture goal, it was asked if the building should be environmentally friendly with
thermostats and lighting automatically shutting down when people are not around. Chief Jackson
asked if we should consider a public friendly area in front of the building with a duck pond or other
aesthetics to attract the public. Mr. Schon said the front of the building should be public friendly and
the back designed for efficiency. He said 90% of staff will be coming and going from the back of the
building and this needs to be a professional atmosphere. We don't want to relegate personnel
entering through a garage door entry and the need for the back of the building to be friendly to the
staff is essential. Chief Price suggested using glass for natural light. It was noted that due to the size
of the building the public will be able to see higher elevations and, therefore, the need to make the
second level look aesthetically pleasing is desired. Chief Black summarized by saying the building
needs to be user friendly to both staff and the public. Distinct entrances are needed for the two with
accommodations laid out that will allow both to come together.
Ms. Yelverton stated this building will be located in a low-density residential area and it will be a
trick to get this project completed without opposition from citizens. Fortunately, we will have a
brand new facility to compare this to before we go forth with this project, which should help
influence neighborhood cooperation. Resident Bobby Rawls has already contacted Martin Schelling
of the Crime Control Board voicing concerns and Mr. Schelling has commented that we need to be
sensitive to neighborhood input. Mr. Schelling also suggested that we might want to rezone the
property quickly so that when we sell the north portion of the property, it will bring a higher price.
Chief Black pointed out that there are no city complexes north of S.H. 114 and he feels we have
advantages that will work for us. There is currently no existing structure in the North area of
Southlake like the planned DPS facility and even though this will be the first, the community should
welcome it.
PSA said the building is a civic building and should be designed as such. Some residential aspects
will be put in place, however, the design should not be dictated to be residential. PSA will work to
make it transitional and blend in with the neighborhood, however, this will be an enormous facility,
and to try to design it as residential will cause the project to fail.
PSA will begin work with the baseline projections and all of the information to be supplied by Ms.
Yelverton. Bubble drawings will be presented at the next meeting and expanded as information is
determined. Once the adjacency of departments and areas within the building are worked out, then
work will begin on the internal relationships of departments. PSA will plan to present the first round
of information at a meeting to be scheduled with staff in mid to late January.
PSA Meeting Minutes
December 19, 2000
Page 4
PSA asked about the time frame on proceeding with the East facility. Ms. Yelverton said the Crime
Control District must be reauthorized and the earliest date to hold an election is November 13, 2001.
If the District is not reauthorized, then all bets are off. She said we would prefer to build the East site
first, however, property must be sold or the District reauthorized before we can do anything.
Mr. Schon will contact Chief Black two weeks before he is ready to set at meeting time in mid to late
January.
The meeting adjourned at 3:05 p.m.
/bls
SOUTHLAKE CRIME CONTROL AND PREVENTION DISTRICT
1/2% SALES TAX REPORT
2000-01
Collected
Budget
Balance
Budget
to Date
Balance
Percent
$ 1,925.450
$ 727.086
1,198,364
62.24%
MONTH
Fiscal Year
1998-99
Actual
Percent
Increase/
Decrease
Fiscal Year
1999-00
Actual
Percent
Increase/
Decrease
Fiscal Year
2000-01
Actual
Percent
Increase/
Decrease
October
$ 125,207
100%
$137,412
9.75%
$169,140
23.09%
November
92,367
100%
134,564
45.68%
157,886
17.33%
December
102,325
100%
123,346
20.54%
162,373
31.64%
January
135,618
100%
160,790
18.56%
237,687
47.82%
February
98,730
100%
133,181
34.89%
52,844
-100.00%
March
95,853
100%
122,112
27.40%
-
-100.00%
April
137,694
100%
167,030
21.31%
-
-100.00%
May
126,588
64%
149,947
18.45%
-
-100.00%
June
121,107
41%
149,028
23.05%
-
-100.00%
July
157,929
46%
170,640
8.05%
-
-100.00%
August
121,035
15%
153,942
27.19%
-
-100.00%
September
122,495
36%
145,397
18.70%
-
-100.00%
September
143,990
158,657
TOTAL
$1,436,950
207%
$1,747,389
$727,086
$ 1,674,304 $
16.52%
-7
20.48%
Actual
Budget
Actual
Estimated
(budget -est.)
%
1999-00
2000-01
2000-01
2000-01
Difference
Change
October
$ 147,339 $
162,315
$ 169,140
$ 169,140
$ 6,825
4.63%
November
107,155
156,924
157,886
157,886
962
0.90%
December
118,876
131,316
162,373
162,373
31,057
26.13%
January
157,385
184,843
237,687
237,687
52,844
33.58%
February
115,527
141,906
-
141,906
-
0.00%
March
112,178
125,732
-
125,732
-
0.00%
April
159,059
191,005
-
191,005
-
0.00%
May
147,339
154,999
-
154,999
-
0.00%
June
140,642
157,309
-
157,309
-
0.00%
July
184,173
199,477
-
199,477
-
0.00%
August
140,642
160,968
-
160,968
-
0.00%
September
143,990
158,657
-
158,657
-
0.00%
$ 1,674,304 $
1,925,450
$ 727,086
$ 2,017,138
$ 91,688
16.52%
-7
20.48%