HomeMy WebLinkAboutItem 8.2 Cultural Arts Centeror
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DATE:
TO:
FROM:
SUBJECT
STAFF REPORT
CITY COUNCIL
February 2, 2016
Honorable Mayor and City Councilmembers
CITY CLERK
File # 600 -30
Christopher L. Foss, City Manager "
Consideration of the Cultural Arts Center and Public Safety Complex Buildout
Projects and Approval of an Amendment to the Agreement with Indigo /Hammond
+ Playle Architects, LLP for the Dublin Police Services Building Renovation
Prepared by Meghan Tiernan, Facilities Development Manager
EXECUTIVE SUMMARY:
The City Council will be asked to provide direction on two new projects - the Cultural Arts Center
Project and the Public Complex Safety Buildout Project, and approval of an amendment to the
agreement with Indigo Architects to provide design services for Police Services space at the
Public Safety Complex. The Public Safety Complex Buildout Project would move the Police
Department from its current location at the Civic Center to the Public Safety Complex and
provide enough space for current and future needs of Dublin Police Services at City Buildout.
The Cultural Arts Center Project would repurpose the Police Department's existing space in the
Civic Center to serve as a multi -use facility that affords cultural, educational, and social
opportunities for the community.
FINANCIAL IMPACT:
Funding for these two projects would come from the $15 million community benefit payment
from the Dublin Crossing Project that the City will receive by June 30, 2016, and $600,000 from
Information Technology Fund Reserve. Preliminary project costs are estimated at:
Public Safety Complex Buildout $10.0 million (inclusive of contract amendment below)
Cultural Art Center $5.6 million
Total Appropriations $15.6 million
Approval of the amendment to the agreement with Indigo /Hammond + Playle Architects, LLP
will result 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 provide direction on the creation of the Public Safety
Complex Buildout Project and the Cultural Arts Center Project, and if directed, adopt the
Page 1 of 4 ITEM NO. 8.2
Resolution Approving an Amendment to the Agreement with Indigo /Hammond + Playle
Architects, LLP for the Dublin Police Services Building Renovation.
Submitted By
Public Works Director
DESCRIPTION:
(ice
Reviewed By
Administrative
Services Director
dr
'\ Reviewed By
Assistant City Manager
Background
On January 19, 2016, the City Council introduced an Ordinance 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. At tonight's meeting, the City Council will
consider the adoption of that Ordinance as part of its Consent Calendar. The revisions to the
Development Agreement include the acceleration and consolidation of $15 million in Community
Benefit Payments into one lump payment due June 30, 2016. Staff has suggested in previous
staff reports that these funds be used for the Public Safety Complex and the Cultural Arts
Center Buildout Projects, with the balance earmarked for the future renovation of the Dublin
Sports Grounds. Staff has prepared some additional detail on these proposed projects, as
summarized below.
Public Safety Complex Buildout Project
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 is in lieu of 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. 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 their operations. It is further anticipated that there
Page 2 of 4
may be some shared -use facilities between Police and Fire services, such as restrooms,
conference rooms, 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 original project scope increased the footprint of the
building, while the new estimate incorporates changes mainly to the building's interior. This
project would also be funded by the Community Benefit Payments from the Dublin Crossing
Project. The $2 million General Fund Reserve currently set aside for the Police Services wing
renovation would be left largely intact, to be potentially used any adjustments to construction
costs or to assist in funding the renovation of the Dublin Sports Grounds.
Cultural Arts Center Project
The City's Parks and Recreation Master Plan calls for approximately 16,000- square -feet of
cultural arts facilities that would serve as a multi -use space that provides cultural, educational,
and social opportunities to the community. Of this amount, approximately 4,000 square feet
exist today at the Heritage Park and Museums.
The 2014 -2019 CIP identifies construction of this facility (as a future unfunded project) at a
location yet to be determined, at a projected cost of over $10 million. Staff proposes to
repurpose the existing Police Services wing of the Civic Center to house the Cultural Arts
Center, including classroom and program space, as well as community rooms and gallery
space.
The Cultural Arts Center would be located on the first floor, with administrative offices for the
Parks and Community Services department on the second floor. Other uses programmed for the
building would include the City's data center, Emergency Operations Center (EOC), and a
weight and exercise room for City staff.
Staff retained the services of an architectural design firm to test the feasibility of adapting the
existing Police Services wing to accommodate these uses. The study included a preliminary
review of electrical, plumbing, mechanical, and structural conditions and to confirm suitability for
adaptive re -use of the building for the Cultural Arts Center. The study indicated that the new
activities proposed in the building can be accommodated. The preliminary cost estimate for the
Cultural Arts Center is $5.6 million, which is much less than the projected $10 million to
construct a new facility. The Dublin Crossing Project would contribute $5 million to the project,
with another $600,000 coming from the Information Technology Fund Reserve to cover the
inclusion of the new data center.
While the architectural design firm tested the feasibility, Staff will refine the programming of a
cultural arts center through a needs assessment review. The last time the City conducted a
Cultural Arts Needs Assessment was 1999, so an update is necessary at this time and it will
help inform program space needs within the proposed center.
If the City Council approves the revised project scope and change in location, Staff would
request that the City Council adopt a resolution approving an amendment to the agreement
(Attachment 1) with Indigo /Hammond + Playle Architects, LLP to add $653,500 to design fees,
for a total contract of $881,000. This amount is included in the $10 million project costs for the
Police Services Buildout project.
Page 3 of 4
NOTICING REQUIREMENTS /PUBLIC OUTREACH:
None.
ATTACHMENTS:
1. Resolution Approving an Amendment to the Agreement with
Indigo /Hammond + Playle Architects, LLP for the Dublin Police
Services Building Renovation.
Page 4 of 4
RESOLUTION NO. XX - 16
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
* * * * * * * * * **
APPROVING AN AMENDMENT TO THE AGREEMENT WITH
INDIGO /HAMMOND + PLAYLE ARCHITECTS, LLP
FOR THE DUBLIN POLICE SERVICES BUILDING RENOVATION
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 approves 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 to execute the
amendment to the Agreement.
PASSED, APPROVED AND ADOPTED this 2nd day of February, 2016, by the
following vote-
AYES-
NOES-
ABSENT-
ABSTAIN-
ATTEST-
City Clerk
Mayor
ATTACHMENT 1
I
Dear Paul,
This letter describes certain changes in service, and is an amendment to the existing agreement with an
effective date of February 17, 2015 to implement the changes. All other terms and conditions of the
original existing agreement remain in full force and effect.
Description of Scope of Services change:
The original agreement provided for remodel of a 4,500 sf portion of the Police Services Building at 100
Civic Center Plaza. Initial studies completed under the agreement examined an alternative where Police
Services would instead move the city -owned Public Safety Center (PSC) at Dublin Boulevard and Clark
Avenue. In that alternative, a 28,700 sf portion of the PSC would be remodeled for Police Services use.
The City has determined that this new remodel plan at the PSC is beneficial and has directed the change of
location to be implemented. Additional services are required as described in this amendment.
Changes to Agreement:
Section 1., paragraph 1.1 Term of Services: Extend end date of agreement by changing it from May 31,
2016 to December 31, 2017, in accordance with revised Exhibit A — Project Schedule attached.
Section 2., Compensation: Reflective of the increased scope of work and larger project to be designed and
built, change total compensation amount from $227,600 to $881,100.
Changes to Exhibit A — Scope of Work:
Revise the Project Description by removing reference to the 100 Civic Center Plaza, and modifying as
follows:
Change the remodel location from the Police Services Building at 100 Civic Center Plaza to the city -
owned Public Safety Center (PSC) at Dublin Boulevard and Clark Avenue. Increase remodel area from
4,500 sf and direct construction cost from approximately $1.4 million at Police Services Building to
28,700 sf and direct construction cost of approximately $6.1M million at the PSC. The renovation plan to
be followed is Option 4, consisting of 16,254 sf Bldg. 113, and 8,440 sf Bldg. 2, also 4,000 sf Bldg. IA is
included, for a combined total of 28,694 sf (rounded to 28,700 sf) of building remodel area plus associated
sitework. See plans dated 12/15/15 showing conceptual plan layout.
111MIDIGO I IHammorid i- IPla,yrle Architects, ILILIP 1 909 IFifth Street I IDavis, CA 95616 1 ! 530.750.0756 1 wu indigoarch.com
Gary Huisingh, Director
January 22, 2016
Page 2
Included in the scope of services are architectural, electrical engineering, mechanical engineering, civil
engineering, landscape architecture and security consulting services for remodel of approximately 28,700
sf of city -owned Public Safety Center (PSC) at Dublin Boulevard and Clark Avenue for a direct
construction budget of approximately $6,100,000, construction duration is assumed to be 8 months.
Hazardous materials consulting and additional consultants to those listed above are not included. Note that
Civil engineering and Landscape Architecture services were not required and not included in the original
agreement and are now required and provided as follows:
Civil Engineering and Survey:
• Site demolition, grading, drainage, and utilities improvements.
• On -site and off -site utilities including the following to within 5' of any applicable buildings or
structures:
• Sanitary sewer and potable water modifications or connections where required.
• Irrigation water (includes main supply to irrigation valve, remainder by Landscape Architect).
• Modifications to existing storm drainage system where required.
• Natural gas (mechanical engineer to design and spec, civil to place in their construction does)
• Civil- related site structures, vehicle paving, pedestrian paving, curbs, and retaining walls up to 4'
above grade (over 4' high by INDIGO and other structural subconsultant).
• Civil Engineer will conduct agency review and coordination related to civil aspects of site.
• Civil engineer will provide County of Alameda the QSD services for the SWPPP including providing
temporary erosion control specifications and conducting a risk level assessment, all else related to
construction phase erosion control and SMARTS reporting will be the responsibility of the owner or
QSP. This scope does not include the preparation of the Storm Water Pollution Prevention Plan
( SWPPP), which will be provided by the Contractor.
• Provide a topographic and utility survey limited to the area of work for use on the project.
Landscape architecture:
• Site landscape planting materials, in accordance with City of Dublin standards.
• Irrigation distribution and control system, prepared to City of Dublin standards. Layout of existing
system may be difficult to determine, thus plans may be on a design -build basis.
• Irrigation water backflow preventer and check valve repair or replacement, as may be required.
• Compliance with City of Dublin water efficiency regulations, plant selections, irrigation standards
and any parking lot shading calculations which may be required.
Excluded but available on the basis of additional services are the following: planning approval process
should it become required; drainage and sewer design reports if required; major regulatory permits if
required; work outside of the right of way and right of way mapping; hazardous material remediation;
LEED compliance and certification. Interior furnishings, space planning package preparation, full
construction management and seismic evaluation work are provided as optional work items in this
amendment, see following. Plan review printing and delivery have now been included in the basic scope
of work, exclusive of bid printing which will be provided by City.
For the purposes of this proposal, it is assumed that no seismic evaluation or upgrade is required for either
PSC Building IA or 1B (due to recent structural upgrades made there), or PSC Building 2 (based on there
being no change in use). If instead it is determined necessary to house essential services in PSC Building 2,
thus triggering the need for a seismic evaluation for current code conformance, additional structural
engineering services would be required. An optional work item for a seismic evaluation is provided.
111MIDIGO I IHammorid i- IPla,yrle Architects, ILILIP 1 909 IFifth Street I IDavis, CA 95616 1 ! 30..750.0756 1 wu indigoarch.com
Gary Huisingh, Director
January 22, 2016
Page 3
Upon completion of the evaluation, and the seismic deficiencies are identified, scope and fee for the
seismic retrofit construction documents would then be developed. This cost is indeterminate at this time
and is therefore not included in this amendment. The City may wish to hold a fee contingency aside for
this and any other excluded items which it may want to add later, see optional work list below.
Changes to Exhibit A — Project Schedule:
A new project schedule has been prepared which estimates services may be required until December 31,
2017, and is the basis for the term of services extension to this date.
Changes to Exhibit A — Compensation Schedule:
The prior authorized fixed -fee amount of $227,600. is thereby increased $653,500. by this amendment
resulting in an adjusted total fee of $881,100. in accordance with the contract cost summary and revised
payment schedule below. Additional optional work items are identified at this time as shown below. All
other terms and conditions of the original agreement remain in full force and effect. Contract summary to-
date:
Original contract - Basic services
Initial expenditure on the original agreement
Remaining on Original Contract
Amendment 1 — Renovate Public Safety Center for Police Services, incl. lim. Survey:
Work remaining to complete as of 1/22/16
Adjusted total contract amount ($849,500 + $31,600 = $881,100)
Change this amendment($881,100 - $227,600 = $653,500)
Optional work, with approval by Cites
1. Interior furnishings and space planning package preparation
2. Detailed seismic evaluation of PSC Bldg. 2
3. Seismic retrofit PSC Bldg. 2 (indeterminate at this time)
4. Full Construction Management services
$227,600.
($31,600.)
$196,007.
$849,500.
$881,100.
$653,500.
$38,000.
$60,000.
$0.
$225,000.
Scope of Services
Prior Fee Amount
Change this
amendment
Adjusted Fee
Basic Scope Fee
A Prelimmmy Design fixed -fee
$51,100
$116,10
$167,2
B. Final Design fixed -fee
$117,800
$446,10
$563,9
C. Bidding &Constriction t&mallowance
$58,700
$91,30
$150,0
Total Basic Scope Fee
$227,600
$653,500
$881,1
Optional Work Items
1. Intenor fimushings and space planning package
$0
$35,000
$35,0
2. Detailed structural evaluation of PSC Bldg. 2
$0
$60,000
$60,0
3. Seismic retrofit PSC Bldg. 2 (indeterminate)
$0
$
4. Full Construction Management services
$0
$235,000
$235,0
111MIDIGO I IHammorid i- IPla,yrle Arohitects;, ILILIP 1 909 IFiith Street I IDavis, CA 95616 1 ! 530.750.0756 1 wu indigoarch.com
Gary Huisingh, Director
January 22, 2016
Page 4
M1 - mw
Bruce Playle, Architect, AIA
Licensed Architect C 15459 Gary Huisingh, Director
INDIGO/ Hammond & Playle Architects, LLP Public Works Department
City of Dublin
date signed:
111MIDIGO I IHammorid I- IPlayle Architects, ILILIP 1 909 IFifth Street I IDavis, CA 956.16 1 ! 530.750.0756 1 w indigoarch.com