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Res 152-2007 10/16/2007 RESOLUTION N01 52-2007 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WICHITA FALLS, TEXAS, AUTHORIZING THE CITY MANAGER TO EXECUTE AN AGREEMENT WITH STALEY, BAKER, MONSON AND PSA DEWBERRY TO COMPLETE A SPACE NEEDS ASSESSMENT FOR THE CONSTRUCTION OF A NEW CITY HALL AND POLICE DEPARTMENT; FINDING AND DETERMINING THAT THE MEETING AT WHICH THIS RESOLUTION WAS PASSED WAS OPEN TO THE PUBLIC AS REQUIRED BY LAW. WHEREAS, City staff requested proposals from architects to perform a space needs assessment for the replacement of city hall and police department; and WHEREAS, Five proposals were received, and all respondents were interviewed; and WHEREAS, City staff is recommending the team of Staley, Baker, Monson and PSA Dewberry to complete the space needs assessment. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF WICHITA FALLS, TEXAS, THAT: SECTION 1. The attached scope of services is hereby approved and the City Manager is authorized to execute. SECTION 2. It is hereby officially found and determined that the meeting at which this resolution was passed was open to the public as required by law. PASSED AND APPROVED this the 16 day of October, 2007. MAYOR ATTEST: ity Clerk �—�� . � � ( � a ..,)� .—, � � - r��' October 4, 2007 Facility Needs Assessment Study Facility Needs Assessment Study Scope of Services Replacement of Memorial Auditorium and Police Department for the City of Wichita Falls, Texas INTRODUCTION A Facility Needs Assessment Study will be completed to analyze the current and future space needs for use in developing alternates for a proposed City Hall and Police Headquarters facility(s). The tasks described herein are intended to define the scope of work provided by the Staley Baker Monson / PSA-Dewberry Inc. team to the City. Options will include preliminary planning concept drawings. The completed Facility Needs Assessment Study Report document will provide information City leaders can use to make informed decisions regarding the best options to meet current and future needs. The scope and compensation is based on seven (7) work sessions with the City/Police staff, and one trip to present the Final Report to City leaders and/or City Council. SBM/PSA-D will complete and deliver up to fifteen (15) copies of a Facility Needs Assessment Study Final Report to the City of Wichita Falls, which addresses the following tasks: 1. Proiect Initiation _ Before work begins, a Project Initiation meeting will be held to establish the foundation for the Needs Assessment Study Project. The intent of this session will be to assemble key persons with the City and the Police Department along with members of the SBM/PSA-D Team at the outset of the project to (a) review overall project objectives; (b) discuss the work plan for the project; (c) review roles of the participants; and (d) discuss the participants views on needs and opportunities the project will respond to and (e) to set priorities. This session will be conducted as a precursor to the initial work session with the Staff departments. Deliverables: Written notes subsequent to meeting that identify roles and responsibilities of key project team members, clarify the points(s) during the project work plan where public input is facilitated and document the project priorities that will be the measures of project success. 2. Visits to Example Facilities This work will entail the selection and visiting of several example facilities similar to those being considered by the City. Approximately four (4) facilities for a joint visit by City / Police Staff and SBM/PSA-D will be selected from a list of facilities suggested by PSA-D and the City. It is agreed that SBM/PSA-D will be reimbursed by the City for actual costs of travel and lodging expenses for trips to example facilities in addition to the base fee. In lieu of reimbursement, the City may elect to prepay all agreed upon travel and lodging expenses with trips to example facilities for SBM/PSA-D representatives. Deliverables: Written report that records key findings as well as building features that are considered by the review team to be advantages and disadvantages of each facility in comparison to the needs of the City / Police. Page 1 of 6 3. Buildin� Plannin� Criteria The intent in this section is to look to the future and consider increases in City/Police staff and functions associated with the building(s) that will be primary determinants of space needs. SBM/PSA-D will evaluate City population projections, historical staff growth, calls for police service, and department service roles/points. Current and future organization of each department and the services or functions needed by each department will also be identified in order to make projections of future needs. Deliverables: Documentation of statistics that record historical and future projections of City population and City/Police staff in each department to be accommodated by new facility planning. This documentation will be included as part of the Final Report. 4. Existing Facility Utilization SBM/PSA-D will analyze the existing City Hall (Memorial Auditorium) and Police Station in terms of space allocation, functional adjacencies, and operational flows. We have learned that Staff will view the new building through the eyes of the old facility. It is necessary for planners and designers to clearly understand the existing facilities in order to plan for a successful new facility. We will create new electronic drawing files of each building based on current drawings provided to us by the City. The fee agreed upon is based on this fact. If complete drawings are not provided or require extensive field verification to attain accuracy, then additional hours and fees will be required by SBM/PSA-D. Deliverables: Floor plan drawings of each facility with color-coded depiction of current space being utilized by each department. 5. Space Needs Analvsis SBM/PSA-D will create a department by department and room-by-room analysis of the approximately 30 separate functional work areas / departments between the two existing buildings and apply a proven net-to-gross square footage multiplier to determine the building size needed. City Staff will provide the existing square footage of each of the estimated 30 work areas. We will gather information to project space needs using surveys and follow up interviews with each workgroup and a series of work sessions with City/Police Staff to review progress and come to a consensus regarding space needs. We then consider the result in light of the overall project needs and in comparison with available resources, opportunities for multi-use, and comparison with similar projects in other communities. The intended result is a facility that consic�ers present and future needs. This task utilizes adjacency diagrams as important tools in work sessions with building users. Diagrams included in the Final Report document the consensus reached by building Users. Deliverables: Spreadsheet file with line item for each space to be planned for along with space description remarks that define intended use of spaces. Adjacency diagrams will be prepared that depict functional relationships of spaces within each department, division or unit. 6. ParkinE Needs Municipal buildings and public safety facilities are often very vehicle-intensive. There often is a need to accommodate several types of vehicles that include employee vehicles, public visitors, City vehicles, special-use vehicles, and others with various degrees of security protection. Vehicle accommodations will consume large parts of the site. Accurate assessment of vehicle needs is an important part of the planning process. SBM/PSA-D will determine and document parking needs. Page 2 of 6 Deliverables: Spreadsheet file that shows parking needs for each department grouped together with like vehicle-types in a format that is readily usable for preparing site planning drawings. 7. Preliminarv Conceptual Drawings This work applies space needs, adjacency diagrams and optimized building circulation patterns to create conceptual drawings depicting design alternatives. These floor plan diagrams allow consensus regarding a successful concept solution to be reached in the context of client work sessions. SBM/PSA-D will create one alternative concept design for the City Hall and the Police Headquarters to jointly operate out of one facility on one site, and one alternative for the City Hall and Police Headquarters to operate out of separate facilities. The concept drawings will illustrate the separate components, as well as the footprint for the whole building(s). A follow-up design review will be conducted with each of the 30 work areas. It is anticipated that follow-up design review will require approximately one half of the time required to interview each work area initially. A final set of concept drawings detailing the new building(s), both at separate component and full footprint levels will be prepared. If the findings of the Study reveal there is a compelling reason for the City Hall and Police Headquarters to be in separate facilities on separate sites, the design team, at the City's direction will prepare only one concept design and may reduce the compensation for this task. Deliverables: Drawings to scale will be prepared that show adjacencies between departments in floor plan view. These drawings are intended to indicate optimized adjacencies and building footprint configuration in response to conditions of the candidate site(s). 8. Site Evaluation In this task, the planning diagrams for the building will be configured for each of two candidate sites to verify that functional and vehicular/pedestrian circulation needs can be met.. The resulting planning diagrams are useful in confirming project scope and reaching consensus on a preferred site. SBM/PSA-D will evaluate two sites from among multiple candidate sites identified by the City for the new City Hall and Police Headquarters to be located. Evaluation of specific land parcels will also be conducted by SBM/PSA-D, but will rely on technical data provided to SBM/PSA-D by the City as to site legal boundaries, land topography, existing infrastructure, city and regional masterplans, availability of utilities and acquisition cost discussions with property owners or realtors. The resulting planning diagrams will be useful in confirming project scope, evaluating site plan ' alternatives and reaching consensus on a preferred concept. It is understood that at the City's direction, it may be useful to evaluate a site or sites not currently owned by the City. This evaluation effort and the resulting portion of the study will be held confidential due to the fact that land acquisition may potentially be involved. SBM/PSA-D may recommend additional investigative studies as part of the final site evaluation process in the way of environmental assessments, site surveys, exploratory soil borings, etc. SMB/PSA-D will assist the City in coordination of these studies, but the cost to conduct these types of studies will be the responsibility of the City. Deliverables: The report will include an aerial or map locating the sites, individual maps with notations about site characteristics, site photographs and a description of site features and constraints. A matrix of the various alternative sites will be used to compare the locations. Quantitative and qualitative parameters will be compared. Page 3 of 6 9. Preliminarv Proiect Cost of Construction and Proiect Bud�ets A cost estimate based on space quantity, floor plan, conceptual drawings and site plan conceptual drawings will be prepared for each alternative, to establish the construction and project budgets. Deliverables: Square foot estimate for each facility that documents "construction" cost and all anticipated "project" costs in a format that enables comparison of cost of various alternatives to be readily made by the City. 10. Communitv Outreach This project includes an opportunity to engage a variety of community stakeholders. As we understand, the City Council and City Staff will be responsible for leading and facilitating this type of public meeting forum if determined to be necessary. If the City wishes to enlist SBM / PSA-D to assist in a public meeting(s) for preparation and presentation of materials and/or presentation of the findings / recommendations of the Needs Assessment Report, these efforts can be handled as an additional service. Likewise, if the City wishes to enlist SBM / PSA-D to prepare publicity materials for financing / bond purposes, a scope-of-work and associated compensation can be submitted upon request. Page 4 of 6 SCHEDULE SBM/PSA-D will endeavor to complete the Final Study and Report documents on or before April 15, 2008 based on an authorization to proceed being received before October 22, 2007. This will be accomplished provided the City can respond with information, direction, and decisions needed in a timely manner. COMPENSATION The compensation for the Needs Assessment Study will be invoiced monthly to the City of Wichita Falls. The City agrees to compensate Staley Baker Monson / PSA-Dewberry Inc. as follows: Feasibility Study: A Lump Sum fee of $160,00.00, for Tasks 1 through 9 as described above. Additional Services: On an hourly basis per the attached SBM/PSA-D Hourly Rate Schedule, SBM/PSA-D may provide additional services upon written request from the Owner. PSA-Dewberry Hourly Rate Schedule Senior Architectural Planner $200 Project Manager $175 Structural Engineer $150 Mechanical Engineer $150 Electrical Engineer $150 Project Architect $130 Architect Intern $80 Support Staff $60 Reimbursable Expenses: Mileage and transportation for seven (7) visits/work sessions plus one (1) trip for a presentation of the Final Report as identified in the attached work plan with City representatives (exclusive of travel costs for "Visits to Example Facilities under Task #2"). Printing associated with report drafts and the Final Report (15 copies). Total Expenses: Not-to-Exceed 10 000.00 Page 5 of 6 We are pleased to have the opportunity to assist the City of Wichita Falls in this project. The above conditions are hereby agreed to by: City Wichita alls City nager Sta ker Mons n Staley ake o n Gary Baker, IA M nty Mons n, AIA Principal Principal, Project Manager PSA-Dewberry Inc. PSA-Dewberry Inc. �) � Dean S. Roberts, AIA Don Wertzberger, AIA Director of Public Safety Architecture Public Safety Designer, Project Ma ger Date Page 6 of 6 � - - -'' r, Project Approach Work Plan Goal Setting Session (1/2 day) November 1, 2007 • Determine key stakeholders yyorksessions 1-2 • Identify roles ��$ N ,��� • Establish & prioritize project ry� 1— goals December 18, 2007 Worksessions 3-4 • Establish project uhedule and milestones (3-4 weeks) )anuary 1 — PSA-Dewberry Team Provides January 31, 2008 Worksessions 5 • Focus on team building . preliminary SF needs • Initial information exchange . p�elimina arkin needs (3-4 weeks) February t— � �Y P 8 PSA-Dewberry Team Provides February 22, 2008 • Preliminary existing facilities • Preliminary SF Worksessions 6 PSA-Dewberry Team Provides plans • Preliminary parking needs pgA-Dewberry Team Provides (3•4 weeks) February 22 — • Questionnaires (previously . Preliminary sWff projections • Prelimina ad'acencies delivered) • Prelimina future ry� • Preliminary concept March 18, 2008 • Identif uestionnaire ry • Preliminary cost drawings Worksession 7 Y 9 organization chart • Draft sWff projections • parking layouts PSA-Dewberry Team Provides (1 day) March 25, 2008 recipients (previously • Staff interviews with 30+ �a erformed) • Drah future organization • AdjacencieS/stacking • 2 Report Draft P departmenWareas chart diagrams ■ Final SF • Report Final Drah Final Report Presentation • Deliver project schedule • Coordination of faciliry tours . prelimina site ■ Parkin needs • Police and Ci (t da ) A ril 8, 2008 • Describe process �Y • Preliminary cost ■ Ad'acencieshtackin ry Y P • Form ro'ect review evaluation/mnsideretions • Site plan(s) 1 6 Department Committee P 1 City of Wichita Falls Prwides • Coordination of facilities ■ Preliminary cost • Review/Approval Group • Final Report committee • Availabili for sraff ■ sr�ff projecr;ons �Y City of WichiU Falls Provides ��� • Council one-on-one � City Council Presentation meetin mterviews ■ Fumre organizaoon char[ S� • Availabiliry for staff • Follow-u interviews briefings • Final mpies of report City of WichiU Falls Provides • Police and Ci De artment u p ■ Final mncept drawings delivered • Ci o uladon-historical ry P meeUn�ncerviews • 1 draft of Report ■ Site evaluaoons �Y P P Committee overview • Police and City Department • Follow-u desi review ■ Follow-u desi n rev�ew and fumre ro ections � p g" P g • Historical staff count- last 10 meeting Committee werview ■ Follow-up incerviews • Review sessions with each meeting City of WichiG Falls Provides • Report presentation years or more division/unit • Review session with each • Availabili for staff meetin • Review/Apprrnal Group • Historical Calls for Service ty � • Site options identified for division/unit • Police and Ci De artment • Police and City Department Final Acceptance stats last 10 years or more �aluation ty P • Curtent Police and City staff • Review/Approval Group Committee overview Committee Group February 28, 2008 organization chart with Meeting meeting • Site Selection Review quantities per position • Participation of selected • Review session with each • Concept Plan Review • Final acceptance by • Provide input regarding group for example faciliry division/u�it • Cost Estimate Review written notification future organization chart tours • Participation of selected anticipated changes group for example facility City of WichiW Falls Provides • Prrnide current inventory of tours • Police Department Committee Police a�d City vehicles rnerview meetlng • Provide current floor plans • Review session with each of existing Police building(s) division/unit and City offices • Review/Approval Group meeting . � � � �. � � pproximately 24 weeks City of Wichita Falls Police DepartmentlCity Hall Space Needs Assessment Proposed Work Plan November December January February March April Weeks 1 2 3 4 5 6 7 8 9 10 11 72 13 14 15 16 77 18 19 20 21 22 23 24 Work Sessions Milestone Meetings Initia Meeti g ft raft F � � Planning Basics November 6-9 TML � Example Facility Visits � ; � �� . , , , . .� . Existing Facility Analysis Existing Facility Reuse Space Needs Site Evaluation �C ' ; � Parking �"' :, Y L Q ' I = Preliminary Concept Drawinga � , �, ,. ` Follow-up Design Review � �, Final Concept �� �, ,s � � 8 A :�.; � , �::. ..:: . y e COSt C08t COSt Est Est Est.