HomeMy WebLinkAboutItem 7.2 Relocate Police Servicesor
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DATE:
TO:
FROM:
SUBJECT
STAFF REPORT
CITY COUNCIL
March 1, 2016
Honorable Mayor and City Councilmembers
CITY CLERK
File #600 -35
Christopher L. Foss, City Manager "
Creation of a Capital Improvement Project to Relocate Dublin Police Services to
the Public Safety Complex and Approval of an Amendment to the Agreement with
Indigo /Hammond + Playle Architects, LLP
Prepared by Linda Smith, Assistant City Manager and Meghan Tiernan, Facilities
Development Manager
EXECUTIVE SUMMARY:
The City Council will consider the creation of a new Capital Improvement Project — Public Safety
Complex /Police Services — in order to provide for needed expansion space for Dublin Police
Services through the community's buildout.
FINANCIAL IMPACT:
Funding for this new Capital Improvement Project would come from the $15 million community
benefit payment from the Dublin Crossing Project. The City will receive that payment by the end
of this Fiscal Year (2015 -16).
Indigo /Hammond + Playle Architects, LLP was retained last year when the City Council
considered the interim improvements to Police Services at the Dublin Civic Center. An
amendment to their contract will be necessary for relocation to the Public Safety Complex,
resulting in an increase to design fees as follows:
Original Contract Amount $227,600 (Police Services only)
Proposed Amendment #1 $653,500
Amended Contract Amount $881,000
RECOMMENDATION:
Staff recommends that the City Council adopt the Resolution Approving a new Capital
Improvement Project — Dublin Police Services Building and Approving an Amendment to the
Agreement with Indigo /Hammond + Playle Architects, LLP, and approve the Budget Change.
DESCRIPTION:
On February 2, 2016, the City Council adopted Ordinance 2 -16 amending the Development
Agreement with Dublin Crossing, LLC, to include changes relating to the City's receipt of certain
Community Benefit Payments from the Developer. The revisions to the Development Agreement
Page 1 of 4 ITEM NO. 7.2
include the acceleration and consolidation of $15 million in Community Benefit Payments into
one lump payment due June 30, 2016.
That same evening, Staff presented the City Council with options for use of these funds,
including the relocation of Dublin Police Services to the Public Safety Complex, the
development of a Cultural Arts Center at the Civic Center, with the balance earmarked for the
future renovation of the Dublin Sports Grounds. The City Council provided feedback that they
needed more information regarding: the current Police Services space; the space available at
the Public Safety Complex; whether options for other locations exist in the community; whether
a substation was warranted; and additional information on future capital projects before deciding
whether the use of the current Police Services space was appropriate for use as a cultural arts
facility.
Over the past two weeks, City staff, along with Dublin Police Services' Chief Houghtelling and
Captain Holmes provided tours to City councilmembers (individually) at the existing facility and
the available unimproved space at the Public Safety Complex. Chief Houghtelling was able to
speak to and demonstrate the lack of usable space on the first floor that was part of the original
design of the police facility. Some of these examples include lack of proper workspace and
report writing for sergeants and deputies, lack of evidence storage, insufficient locker space for
modern policing, outdated jail area that serves as overflow storage, along with the inefficiencies
of dual hallways that limit usable space.
Councilmembers also toured portions of the Public Safety Complex, including the current
Alameda County Fire Administration space as an example of modern public safety facilities, as
well as the shell space that remains and can be used by Dublin Police Services. In addition to
tours, Chief Houghtelling met with the City Manager to discuss the concept of substation or
possible total relocation of Dublin Police Services to other parts of the City. Since the City does
not own any other unused facility or lands suitable for Dublin Police Services, other than the
Public Safety Complex, Staff does not recommend exploring new sites.
With respect to substations, it should be noted that Chief Houghtelling has already secured use
of Alameda County Sheriff's Office of Emergency Services as a "substation" for deputies to use
during their shifts, if needed. The Chief does not believe that an actual substation is necessary
in Dublin. Substations set up a false expectation for in- person service of police services by the
community and they are rarely staffed by police personnel. Their main function would be to
allow deputies the ability to write reports and Dublin officers already have the ability to write
reports in their vehicles, while remaining available for immediate response to calls for service.
Lastly, at the City Council's request, Staff has compiled a list of projects (Attachment 1) that are
identified as future projects in either the most recent Five -Year Capital Improvement Program
(CIP), or in another guiding documents or plans, such as the Parks and Recreation Master Plan
(PMP) or various Impact Fee programs. Only those projects that have been included in a
document approved by the City Council are shown in the list.
The list identifies the following for each project:
• Project Type — General, Parks or Streets
• Project Name
• Project Description
• Referencing Document— CIP, PMP, etc.
Page 2 of 4
• Estimated Project Cost — from the most recent update to the referencing document. Note
that project costs may have changed since these estimates were made.
• Funding Unidentified — project costs that have no specific funding source and are not
covered under a fee program
• Funding Identified, Not Yet Available — project costs that have a future funding source,
such as a fee program, other City fund, or a grant
• Funding Source — Public Facility Fees, Traffic Impact Fees, etc.
During the Budget Study Session scheduled for March 15, the City Council will review project
proposals for the next CIP update, and will have the chance to provide any direction to Staff on
changes to or re- prioritization of those projects. Those projects are not included in the attached
list because they have funding sources which are, or will be, available during the five -year CIP
timeframe.
Background on the Public Safety Complex
With the acquisition of the Public Safety Complex in 2011, it was envisioned that Police Services
would move from the Civic Center to the available space there upon completion of
improvements to the facility, freeing up needed work space at the Civic Center. However,
during the recession and without a dedicated funding source for a project that was estimated to
be more than $15 million, Staff proposed to simply make modifications to the Police Wing in
order to gain useful space for future expansion. The City Council took an action in February
2015 to create the CIP for Police Services Wing Renovation, hired Indigo /Hammond + Playle
Architects, LLP and contributed $2 million from the General Fund to the potential project.
When evaluating the use of the accelerated funds coming from the Dublin Crossing Project,
Staff revisited the concept of relocating Dublin Police Services to the Public Safety Complex.
Staff consulted with Indigo on options for the space and developed a smaller scope that
addressed DPS's long term space needs and the cost consideration. This modified, Staff
recommended approach eliminates the need for the proposed modifications to the Police
Services wing of the Civic Center building. It would also eliminate the need for the building
additions to the Civic Center that would be required to expand Police Services operational
space as the City nears build out.
Currently, Police Services occupies 19,800 square feet of the Dublin Civic Center on two floors.
Indigo's concept plan for Police Services at the Public Safety Complex would renovate
approximately 24,700 square feet of currently unimproved building space and re -use
approximately 4,000 square feet of adjacent office space currently occupied by the Alameda
County Fire Department's (ACFD) administrative offices. ACFD occupies approximately 14,000
square feet of office space, which is more than it requires; that space would be reduced to
approximately 10,000 square feet, which is still sufficient for ACFD's operations. The final
amount of square footage obtained from ACFD would be further refined through the design
process as it is anticipated that there may be some shared facilities between Police and Fire,
such as restrooms, conference spaces, and a kitchen area.
The current preliminary cost estimate of the Public Complex Safety Buildout Project is $10
million, significantly less that the $15.3 million estimate shown in the 2014 -2019 CIP as a future
year project. This is primarily because the new estimate incorporates changes mainly to the
core building's interior. However, at this point, Staff would recommend setting the entire $15
million of the Dublin Crossing Community Benefit Payment into the new CIP so that Staff can
explore options for re- facing the facade of the core building, demolishing the attached 8,000
Page 3 of 4
square foot Butler building, and possibly removing the tower structure, along the Dublin Blvd.
frontage and making necessary site modifications resulting from this demolition. Once final costs
are provided for possible additions to the project, Staff will make needed adjustments to the
Capital Improvement Project budget.
Staff plans to use the $2 million in the current Police Services Wing Renovation CIP at Dublin
Civic Center for the work by Indigo until the full Community Benefit Payment is received by the
end of this Fiscal Year. Any funds expended before then from the Police Services Wing
Renovation Project will be replaced with the Dublin Crossing payment. Staff recommends that
the $2 million project budget be ultimately reassigned to the future Dublin Sports Grounds
renovations, which Staff will include as part of the next budget adoption.
With respect to the discussion about the re -use of the Civic Center space vacated by Dublin
Police Services for a Cultural Arts facility, Staff recommends that the City Council review this
concept at a later date once Heritage and Cultural Arts staff has completed the update to the
City's Cultural Arts Needs Assessment. Currently, staff is interviewing consultants that
responded to an issued Request for Qualifications. It is anticipated that the needs assessment
would begin in spring 2016 and conclude in late summer 2016.
Should the City Council establish the new Capital Improvement Project, Staff would expect the
schedule to be as follows:
Design (Schematic design, design development,
working drawings
7 -8 months
Bid (Bidding and Awarding)
2 -3 months
Build (Construction, Move -in and Warranty
Inspection)
8 -10 months
Total time:
17 -21 months
NOTICING REQUIREMENTS /PUBLIC OUTREACH:
N/A
ATTACHMENTS: 1. Future Capital Projects List
2. Resolution Approving a new Capital Improvement Project — Dublin
Police Services Building and Approving an Amendment to the
Agreement with Indigo /Hammond + Playle Architects, LLP.
3. Budget Change
Page 4 of 4
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RESOLUTION NO. XX - 16
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
* * * * * * * * * **
APPROVING A NEW CAPITAL IMPROVEMENT PROJECT — DUBLIN POLICE SERVICES
BUILDING AND APPROVING AN AMENDMENT TO THE AGREEMENT WITH
INDIGO /HAMMOND + PLAYLE ARCHITECTS, LLP
WHEREAS, in 2011, the City Council acquired the Public Safety Complex in order to locate
Dublin Police Services from the Civic Center to the available space there upon completion of
improvements to the facility, to provide a more suitable location for the provision of Police
Services, freeing up needed work space at the Civic Center; and
WHEREAS, during the recession and without a dedicated funding source for a project that
was estimated to be more than $15 million, Staff proposed to simply make modifications to the
Police Wing in order to gain useful space for future expansion; and
WHEREAS, the City is receiving accelerated funding from the Dublin Crossing Project in
the amount of $15 million by June 30, 2016;
WHEREAS, it is now prudent to proceed with a Dublin Police Services project at the Public
Safety Complex because of the identified funding source; and
WHEREAS, the current preliminary cost estimate of the Dublin Police Services Building
Project is $10 million, significantly less that the $15.3 million estimate shown in the 2014 -2019
CIP as a future year project; and
WHEREAS, Staff recommends the full amount of the Dublin Crossing Project contribution
be placed into the Capital Improvement Project budget, until such time that the City can evaluate
the costs of additional demolition, site improvements and facade modifications; and
WHEREAS, on February 17, 2015, the City Council approved an Agreement for design
services with Indigo / Hammond + Playle Architects, LLP for the Dublin Police Services Building
Renovation; and
WHEREAS, the City wishes to amend the terms of the Agreement to account for additional
design services necessary for a change in scope of work.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin
does hereby approve a new capital improvement project — Dublin Police Services Building.
BE IT FURTHER RESOLVED that the City Council of the City of Dublin approve the
amendment to the Agreement with Indigo / Hammond + Playle Architects, LLP, for additional
design services in the amount of $653,500, as shown in Exhibit A.
BE IT FURTHER RESOLVED that the City Manager is authorized and directed to
execute the amendment and such other documents, and to take such other and further
action, as necessary and appropriate to carry out the Intent of this Resolution.
ATTACHMENT 1
PASSED, APPROVED AND ADOPTED this 1st day of March, 2016, by the following
vote:
AYES-
NOES-
ABSENT-
ABSTAIN-
ATTEST-
City Clerk
Mayor
ATTACHMENT 1
From Un- Appropriated Reserves
From Designated Reserves
Account
X
Amount
CITY OF DUBLIN
FISCAL YEAR 2015 -16
BUDGET CHANGE FORM
Budget Change Reference #:
Budget Transfer Between Funds
Account
Other
Amount
EXPENDITURES: Dublin Crossing Fund - General Improvement CIP - Police
Services at Public Safety Complex
4401.9301.89101 (Transfers Out) $15,000,000.00
3300.9301.49999 (Transfers In) $15,000,000.00
gi0116.4401 (Project Funding Source) $15,000,000
gi0116.9100.9101 (Salaries & Benefits) $160,000
gi0116.9200.9201 (Contract Services -General)
$5,000.
gi0116.9200.9202 (Design)
$881,000.
gi0116.9200.9204 (Construction Admin)
$425,000.
gi0116.9200.9205 (Inspections - Unspecified)
$80,000.
gi0116.9200.9206 (Testing)
$45,000.
gi0116.9200.9207 (Professional Services - General)
$35,000.
gi0116.9200.9209 (Inspection - PW Contract Services)
$35,000.
gi0116.9200.9210 (Inspection - Bldg. Contract Services)
$60,000.
gi0116.9400.9402 (Improvements - Bldg)
$7,920,000.
gi0116.9500.9502 (Processing /Filing Fees)
$346,000.
gi0116.9500.9503 (Printing & Binding)
$7,000.
gi0116.9500.9504 (Legal Notices)
$300.
gi0116.9500.9505 (Postage)
$700.
gi0116.9500.9513 (Contingency)
$5,000,000.
tEASON FOR BUDGET CHANGE
3udget adjustment for CIP - Police Services at the Public Safety Complex, City Council approved the use of Community Benefit Payment
rom the Dublin Crossing project as the funding source
As Presented at the City Council Meeting 3/1/2016
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Posted By:
FISCAL YEAR 2015 -16
BUDGET CHANGE FORM
Date:
Budget Change Reference #:
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