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Home My WebLink AboutCM Essential Facilities UpdateSAN RAFAEL THE CITY WITH A MISSION Agenda Item No: 8.a Meeting Date: December 19, 2016 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: City Manager's Office/DPW Prepared by: Cristine Alilovich, Asst. City Manager City Manager Approval: Bill Guerin, Public Works Director 011119010018W.Ty100614IuI9:Z1]1/IIuIoleo . SUBJECT: INFORMATIONAL PRESENTATION ON THE CITY OF SAN RAFAEL ESSENTIAL FACILITIES PROJECTS RECOMMENDATION: Accept status report on the City of San Rafael Essential Facilities projects. BACKGROUND: Measure E passed on November 5, 2013 extending for 20 years an existing 0.5% sales tax and increasing it by 0.25%. On February 3, 2014, the San Rafael City Council directed staff to set aside the revenues from the added quarter percent to begin to address our aging essential facilities, including making critical improvements to our public safety facilities in San Rafael. On July 20, 2015, the City Council unanimously approved a Facilities Strategic Plan. Phase 1 of the Essential Facilities Strategic Plan includes three projects, namely construction of a new Public Safety Center (PSC), Fire Station 52 (Montecito), and Fire Station 57 (Marin Civic Center). Phase 2 of the Essential Facilities Strategic Plan includes renovation of Fire Stations 54, 55, 56 and repurpose of City Hall. In September 2015, the City executed contracts with Mary McGrath and Associates to provide design/architectural services and to Kitchell to provide project management services. Phase 1 Projects Update All three Phase 1 projects have been approved by the Planning Commission and Design Review Board and are now moving onto the construction phase beginning with selecting general contractors. Staff intends to award two separate contracts, one to build Fire Stations 52 and 57 and a second to build the Public Safety Center (PSC). Since these are critical public safety infrastructure buildings serving the public's needs it is very important to select highly qualified general contractors that have had experience in building similar essential facilities on time and within budget. On October 17tb, 2016 the City Council approved the Best Value delivery method for the selection of general contractors to construct Fire Stations 52 & 57 and the PSC. Contract Award Process & Proiect Timeline FOR CITY CLERK ONLY File No.: 12-22 Council Meeting: 12/19/2016 Disposition: Accepted report SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 The selection process begins with requesting a Statement of Qualifications (SOQ) from the vendor community and evaluating their SOQs to select no more than three highly qualified contractors who will be asked to respond to a Request for Proposal (RFP) including a detailed cost proposal. The top three contractors will be interviewed by a selection committee established by the City Council's Facilities Subcommittee. The City will award a contract for the projects to the contractor(s) whose proposal as evaluated by the City's weighted criteria (e.g., cost, essential facilities experience, conformance to RFP requirements, etc.) is determined to be the "best value". The timeline for beginning construction of the Public Safety Center is different than that for Fire Stations 52 & 57. The Request For Qualifications (RFQ) for FS 52 & 57 was issued in October 2016 and the RFQ for PSC is scheduled for issuance in April 2017. Six general contractors submitted SOQ's for the Fire Stations 52 & 57 projects. The RFP for 52 & 57 will be issued in January 2017 and the contract award is scheduled for early Spring 2017. The PSC project will follow a similar process beginning in the spring of 2017. The total budget for the Essential Facilities Program is $80,942,543. The project budget for Phase 1 (Fire Stations 52 & 57 and the PSC) is $73,146,427 and the Phase 2 budget is (renovation of Fire Stations 54, 55, and 56, and the repurposing of City Hall) $7,796,116. The vast majority of the funding ($75,442,543) comes from Measure E funds, however Marin County is contributing $5,500,000 per the agreement the City and County established in 2016 to continue our long standing partnership to collaboratively serve the Community Services Area #19. On November 15, 2016, the Measure E Oversight Committee unanimously approved the financial report that includes all revenues and expenditures to date. We are targeting issuing bonds for Phase 1 projects in the summer of 2017. The exact bonding date will be dependent on a number of factors including project cash flow needs, projected interest rates, the exact dollar amounts required, and other factors. The existing fire stations will be deconstructed and demolished to make the land available for the construction of new permanent facilities. The City is also going beyond LEED gold standards and will salvage for reuse some of the items from Fire Station 51 including the "SRFD" railing, the fire pole, representative apparatus bay doors and other beloved elements. These will be incorporated into the PSC building. There is a redwood and other prized materials in Fire Station 51 and 1313 Fifth Avenue that the City will attempt to salvage by soliciting demolition contracts that include "deconstruction" of these elements. An added benefit to this is that additional material will be diverted from the landfill making our project even more sustainable. If the proposals prove cost effective, staff will recommend that the Council consider allowing this salvage as a part of the demolition. Because these essential facilities are needed to serve the emergency needs of the residents in San Rafael, temporary facilities are being created to house Fire Stations 51, 52, and 57 on City owned property. With response times and cost effectiveness as primary drivers, Fire Station 57 relocated to existing Fire Station 53 on Joseph Ct. on December 5, 2016. Fire Station 52 will be relocated on December 19, 2016 to 519 4t1i Street. A temporary trailer for fire fighter living quarters was assembled on site and the existing warehouse will be used as an apparatus bay. Fire Station 51 will be relocated to temporary facilities, consisting of a tent structure and temporary trailer, set up at one corner of upper City Hall parking. Displaced "official use" parking will be accommodated in the Menzies and Fifth & C Street parking lots. There are other City employees who will also be housed in temporary facilities pending the completion of the PSC and subsequent renovations at City Hall. The Fire Department administrative staff will occupy space at the County building located at 1650 Los Gamos Drive. Economic Development and the Volunteer & Sustainability team will relocate to the Boyd House located at 1125 B Street following temporary upgrades to that facility including ADA, electrical and plumbing upgrades, as well as paint and SAN RAFAEL CITY COUNCIL AGENDA REPORT / Paae: 3 furniture. The Boyd House is in great need of these improvements and the City has chosen to invest in this property and upgrades that will add value to the future use of this historic site. The improvements will not require State Historic permitting or oversight as the improvements planned are primarily repairs. Finally, Parking Services will move into the leased space at 1035 C Street following some security improvements. All of the new Essential Facilities projects are designed to meet LEED Gold standards. These facilities will be energy efficient and constructed of durable materials intended to support the City's needs for many years. Throughout the design process the project team has actively reached out to the community via the City's website, print and social media, open houses, presentations at community meetings, and other forums. Door hangers, large banners and postcards have been delivered informing the community of the Fire Station temporary facilities and upcoming deconstruction/demolition, which will continue as we prepare for the construction work. The Facilities Subcommittee and Facilities Working Group have met monthly and as required to provide guidance to the design team. Design Committees comprising of Police and Fire personnel give vital input and provided comments and buy -in throughout the design process. This ensured that the project plans and space planning received buy -in from the users of the facilities. The projects have been reviewed and approved by the Design Review Board and Planning Commission. Fire Station 57 has been reviewed and approved by the Civic Center Conservancy and Board of Supervisors. ANALYSIS: A full update on each of these topics will be presented at the City Council meeting. The Essential Facilities projects have made significant progress and are on schedule and within budget. FISCAL IMPACT: There is no fiscal impact associated with this informational presentation. OPTIONS: 1. Accept the December 2016 report on the Essential Facilities projects as presented. 2. Direct staff to return with more information. 3. Take no action. ACTION REQUIRED: Accept the December 2016 report on the Essential Facilities projects status update. ATTACHMENTS: None ROUTING SLIP / APPROVAL FORM INSTRUCTIONS: Use this cover sheet with each submittal of a staff report before approval by the City Council. Save staff report (including this cover sheet) along with all related attachments in the Team Drive (T:) --> CITY COUNCIL AGENDA ITEMS 4 AGENDA ITEM APPROVAL PROCESS 4 [DEPT - AGENDA TOPIC] Agenda Item # Date of Meeting: 12/19/2016 From: Bill Guerin and Cristine Alilovich (prepared by DPW) Department: City Manager's Office Date: 12/12/2016 Topic: Public Safety Facility Improvements Subject: INFORMATIONAL PRESENTATION ON THE CITY OF SAN RAFAEL ESSENTIAL FACILITIES PROJECTS Type: ❑ Resolution ❑ Ordinance ❑ Professional Services Agreement ❑ Other: Staff Report APPROVALS ❑ Finance Director Remarks: ® City Attorney Remarks: Approved with minor changes. ETD. 12/14/16. ❑ Author, review and accept City Attorney / Finance changes Remarks: ® City Manager Remarks: