CITY OF GOODYEAR CITY COUNCIL ACTION FORM

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1 AGENDA ITEM # DATE: January 24, 2011 COAC NUMBER: CITY OF GOODYEAR CITY COUNCIL ACTION FORM SUBJECT: Council approve a Professional Services Contract and Purchase Order Not to Exceed $834,738 with Arrington Watkins Architects for the Master Plan of the Goodyear Operations Center site, and design of Phase I project (Telecom/911, Public Works Operations Yard, and Infrastructure). STAFF PRESENTER: Kim Bradford COMPANY: David Watkins, Arrington Watkins Architects RECOMMENDATION: Council approve a Professional Services Contract and Purchase Order Not to Exceed $834,738 with Arrington Watkins Architects for the Master Plan of the Goodyear Operations Center site, and design of Phase I project (Telecom/911, Public Works Operations Yard, and Infrastructure). EXECUTIVE SUMMARY: Phase I of the Goodyear Operations Center was approved in the FY Capital Improvement Program at $5.6 million, and includes the build out Master Plan for the site, as well as design and construction of a three-acre Phase I Public Works Operations Yard (equipment parking/storage), a 5,000 sq ft Phase I 911 Police Dispatch Center, and the necessary infrastructure to support Phase I facilities. Pursuant to the Request for Qualifications (RFQ) issued for master planning and design services for Phase I, a contract with Arrington Watkins Architects (AWA) has been negotiated. The contract amount for the Master Plan and Phase I Design is set at a not-to-exceed amount of $834,738 (the construction contract will be brought forward after design is complete, with the total combined contracts totaling not more than $5.6 million). The funding sources for this project are Public Works and Police Development Fees that have already been collected. No General Fund dollars are being utilized for the capital project. Once the project construction has been completed, the net new impact to the City s operational budget (in FY12-13, the fiscal year when the projects will be completed) is estimated to be $57,713. Based upon a project start date of February 1, 2011, it is anticipated that the Master Plan will be completed in about June/July2011, and construction mobilization of Phase I will begin in January 2012, with Phase I completed and operational in December DISCUSSION: The future site of the Goodyear Operations Center is approximately 96 acres located adjacent to the Goodyear 157th Avenue Water Reclamation Facility, just south of MC85 and west of

2 Estrella Parkway. At build out, this site is anticipated to be the location for Public Safety Administration (police and fire administrative facilities); Police Impound Yard; Emergency Operations Center; Municipal/Public Safety Training Center; IT Data Center; Public Works field operations facilities; Parks & Recreation field operations facilities; the Public Works Operations Yard, the 911 Police Dispatch Center, as well as a community park that will be the location of the City s historic train depot. In addition, the site will be dissected in the future by the 801 freeway. As part of the FY Capital Improvement Program and overall budget, funding for Phase I of the Goodyear Operations Center was recommended to be funded at an amount of $5.6M, with 100% of the project funding coming from Public Works and Police Development Fees that have already been collected (the value of the land for the project serving as the match for development fees utilized). As the City is currently exercising a conservative approach related to undertaking capital projects, extreme due diligence was conducted to ensure only projects deemed critical to the City s sustainability and quality of life were recommended. As a note of reference, listed below are highlights of the justifications related to the recommendation to proceed with this project: The Master Plan for the entire Goodyear Operations Center is needed to prioritize the City functions that will be located at the site at build out. Many long-term facility needs for the City have been identified, and the Master Plan will ensure that the City maximizes the use of the property it owns at this location, with the most compatible and efficient use of the property. In addition, the Master Plan will provide information regarding longterm utility and infrastructure needs to ensure that components built as part of Phase I will be effective (capacity, access, etc.) in the future. The Public Works storage yard and staging area that was located at Calle de Pueblo has been phased out and the lease has been terminated as a result of rapidly increasing costs to lease this facility. While some of the functions that were previously supported at this location (equipment and materials storage) have been accommodated adjacent to 157 th Ave Water Reclamation Facility site, this area is not improved and can cause concerns from an environmental perspective in relation to dust control and storm water runoff. Construction of the Phase I Public Works Operations Center will provide a 3-acre paved location to store these materials and equipment in a more efficient manner, and also lay the foundation for the next anticipated phase of the Public Works Operations Yard (to be funded in the future), to include a two-bay wash rack and a commercial fueling station. The current police telecommunications/911 center is in the 1,800 sq ft former City Hall location located near Western and Litchfield. It was designed and remodeled as an interim solution for the telecom/911 function in 2004, and intended to be used in this capacity for 3-5 years. There are existing and anticipated concerns related to the sustainability of this location for ongoing emergency communications operations for the City. These concerns include: insufficient space to support the current level of operations, continued facility flooding problems (even with moderate rainfall), air conditioning system issues, which affects the functionality and efficiency of the equipment, insufficient space to meet future equipment needs (including those associated with the current Regional Wireless Cooperative (RWC) public safety radio project, significant pest infestation, aging/failing workstations, and inadequate security and site access. Page 2 of 9

3 Construction of the first phase of the new facility at the Goodyear Operations Center will address all these issues, ensure costs associated with the equipment purchase/placement for the public safety radio project stay as minimal as possible, and provide a location for future expansion as public safety needs expand with the City s growth. The site infrastructure (such as roads, water, and sewer) that is necessary to support the Public Works Operations Yard as well as the Telecom 911 Center are required to be completed as part of this project, and will be sized appropriately to ensure long-term site needs are met. However, only the elements required for Phase I will be built, to ensure costs as kept as minimal as possible. After consideration of the critical nature of this project, along with the fact that only Development Fees would be utilized for the capital project (no General Fund dollars used), the design and construction of the project was approved as part of the FY budget. As such, and according to Arizona Revised Statutes Title 34 requirements, a Request for Qualifications (RFQ) was issued to procure Master Plan and Design Services for the project. The Phase I Project Master Plan/Design contract includes the Master Plan of the entire Goodyear Operations Center area, design (including a LEED Certified minimum design standard), and potential bidding/construction administration of: A three-acre Phase I Public Works Operations Yard, which includes the establishment of a storage yard composed of asphalt and concrete to allow for equipment parking/storage, lay-down of service materials and general storage, and cited to include future expansion to include fueling stations, wash racks, Public Works field operations buildings, including fleet and garage maintenance facilities, and a central warehouse; A 5,000 sq ft Phase I 911 Police Dispatch Center, designed for future expansion (an estimated additional 5,000 sq ft) and sited to accommodate the future Public Safety Administration Building; and, All offsite infrastructure, streets, water, sewer, dry utilities, data communication raceways, storm drains, and reclaimed water to support Phase I, and stubbed out to support future site build out, while contemplating a future central plant. In response to the RFQ, 18 SOQs were received. An eight-member selection panel read, reviewed, and scored all 18 submittals, and came to consensus on the top five firms that would proceed to the interview phase. Interviews were conducted and scored, and due diligence research and reference checks were conducted for the five finalist firms and considered as part of the final selection process. At the conclusion of this process, the consensus of the eight-member selection panel was that Durrant was the top firm, and after scope and fee negotiations, City Council approved a contract on December 6, However, after contract approval, Durrant notified the City that they were downsizing and that the Project Manager assigned to the Goodyear Operations Center would be replaced. This change in key project personnel without prior City notification and approval was in violation of the contract terms, and staff notified Durrant that the contract would be cancelled. The City Council ratified the contract cancellation on January 10, Because of the criticality of proceeding with the Goodyear Operations Center Master Plan and Phase I project, staff began working with the firm that placed second in the RFQ evaluation process, Arrington Watkins Architects (AWA). AWA is an architecture/engineering firm that is Page 3 of 9

4 based out of Phoenix, AZ. The firm has been established since 1994, and has a staff of 40 architects, architects-in-training, facility assessors and support staff, and they pride themselves on utilizing the latest industry technology to provide the comprehensive and efficient design services to its clients. The history of the two principals of the firm, Lynn Arrington and David Watkins dates back to 1974, when they began working together as principals in another local Phoenix firm. Throughout their partnership, they have established themselves as experts in the design and management of projects that are technically complex, including public safety facilities, public works facilities, medical and high-tech offices, court facilities, criminal justice facilities, warehouse buildings and retail fuel installations. The firm is responsible for the existing City of Goodyear Public Works Facility Master Plan completed in Representative projects of AWA s experience in these areas include: SRP / MIC Police and Fire Headquarters Scottsdale, AZ 151,000 SF Building / 27 Acres 78,000 SF Parking Garage $55,000,000 (Est. - In Design) City of Tempe Apache Police Substation and 911 Call Center Tempe, AZ 111,195 SF $17,427,000 City of Phoenix Police Training Academy Phoenix, AZ 25,000 SF Building Additions 30,000 SF Renovations $5,092,000 Maricopa Regional Public Safety Training Facility Program and Masterplan Maricopa, Arizona 21 Acres Est 458,000 SF Est $36,000,000 Northwest Regional Justice Center Surprise, AZ 36,000 SF $6,433,000 Southeast Regional Justice Center Mesa, AZ 229,000 SF $72,000,000 Glendale Operations & Maintenance Facility Glendale, AZ 83,400 SF $13,119,792 Maricopa County Operations & Maintenance Facility Phoenix, AZ 26,556 SF $4,560,280 Page 4 of 9

5 Queen Creek Public Works Facility Program and Masterplan Queen Creek, Arizona 21 Acres Est. 158,000 SF Est $56,400,000 Arizona State Prison Complex Lewis Maintenance Facility Buckeye, AZ 4 Acres; 20,100 SF $1,809,000 The AWA staff assigned as the key project personnel for the Goodyear Operations Center include: David Watkins (Principal Architect): Mr. Watkins is one of the founders of AWA, and has over 30 years industry experience, specializing in master planning, needs assessments, programming, and feasibility. Kyle Swanson (Project Manager and Public Safety Architect): Mr. Swanson has been with AWA for 8 years, during which time he has managed a wide variety of major projects for the firm, including: the Hawaii Regional Security Operations Center for the U.S. Navy and the National Security Administration, large Regional Police and Fire Training Facilities, Police Substations, Evidence Storage Facilities and 911 Call Centers. Mike Quinn (Public Works Architect): Mr. Quinn has been with AWA for 15 years, and has managed some of the firm s largest prison projects, including two $200 million projects for the Arizona State Prison system. Mr. Quinn is also an expert in the planning and design of Public Works, Maintenance and Fleet Maintenance facilities, and specializes in policies and procedures related to efficient and effective Construction Administration services. Proposed Scope of Work and Schedule Master Plan The Master Plan process will include: Site and Facility Needs Analysis: An assessment of the existing site, space needs, work flows, environmental analyses (as needed), adjacency needs, emergency response implications, and public interaction requirements of City staff. Space standards will be established to project current and future space needs for the City. Information from previous planning studies will be considered during the analysis. Master Planning: Analysis of the existing City property and recommendations to implement improvement plans to satisfy projected space needs. Emergency response, Phase I traffic signal needs, build out infrastructure, and security needs will be considered and incorporated into the analysis. Implementation strategies will be developed including conceptual designs, proposed timelines, cost models, as well as recommendations regarding sustainability and LEED initiatives. This phase will include presentations to and feedback from stakeholders, City Council, and citizens. Page 5 of 9

6 In addition, the Master Plan will identify the location for the radio tower that will be located at this site. While the radio tower project will be coordinate with the design and construction of Phase I of the Goodyear Operations Center, it is a separately-funded project. Phase I Programming/Design (Telecom/911, Public Works Operations Yard, and Infrastructure) Phase I construction of the Goodyear Operations Center will include Phase I of a 911 Police Dispatch Center (5,000 sq ft), Phase I of a Public Works Operations Yard (3-acre paved area), and all infrastructure necessary to support these facilities. Work performed under this contract will include detailed building programming, design of the actual structure, and preparation of schematic design and construction documents for these Phase I facilities, as well as coordination of the permitting process for construction. Construction bidding and administration services are also anticipated under this scope of work. The Master Plan and the Phase I project design tasks will occur concurrently. Attachment A reflects a preliminary milestone schedule related to these two tasks. Based upon these assumptions (including a February 1, 2011 start date), it is anticipated that Master Plan will be completed in about June/July After completion of the facility design phase, staff will proceed with the bidding process for construction of the Phase I facilities and supporting infrastructure, which will be a separate contract brought forward to Council for approval. Based on the draft schedule, it is anticipated that construction mobilization of Phase I will begin in January 2012, with Phase I completed and operational in December FISCAL IMPACT: The Master Plan, Phase I design of the Public Works Operations Yard, Telecom 911 facility and necessary infrastructure, as well as construction of these facilities, was approved in the FY Capital Improvement Program (Projects FA1101 and FA1102). The total project maximum budget was approved at $5.6 million. The contract amount being considered for approval in this action is only for the Master Plan and Phase I Design portion of this project, and is set at a notto-exceed amount of $834,738. This lump sum fee for basic services is broken down as follows: Set fees totaling $532,432, for Architect and subconsultant work associated with the Master Plan, and Phase I schematic design, design development, and construction documents. o Set fees are amounts that are associated with known work necessary to complete a project, and expected to be fully expended as a result of work on the project. Allowances totaling $290,306, to encompass items such as bidding and construction administration work, potential studies/analyses including traffic, acoustical impacts, and environmental reports, and on-site and off-site infrastructure design. The breakdown is as follows: No. Item Not To Exceed Cost 1 BIDDING PHASE 1 $ 15,959 2 CONSTRUCTION ADMIN - PHASE 1 $ 108,947 3 STORM WATER MANAGEMENT $ 2,376 4 TRAFFIC STUDY $ 11,000 5 REPLAT OR LOT COMBINATION $ 11,000 Page 6 of 9

7 6 ALTA SURVEY - 48 Acres $ 6,523 7 ON SITE CIVIL $ 16,500 8 OFF-SITE WATER $ 19,800 9 OFF-SITE SEWER $ 22, PUBLIC WATER AND SEWER AS-BUILTS $ 0 11 OFF SITE 1/2 STREET IMPROVEMENTS $ 24, SPECIAL STRUCTURAL INSPECTION $ 8, ON SITE RECLAIMED WATER $ 15, CONSTRUCTION STAKING $ 0 15 ACOUSTICAL TESTING AND $ 9,504 RECOMMENDATIONS 16 TRAFFIC SIGNAL WARRANT $ 4, TRAFFIC SIGNAL DESIGN $ 13,200 TOTAL $290,306 o Allowances are established as part of a contract related to work that may or may not be necessary as part of a project; therefore, the full allowance amounts are worst case scenarios and may not be fully expended as part of the project cost. Reimburseables totaling $12,000, to encompass maximum expenditures associated with items such as fees paid on behalf of the City for securing approval from authorities with jurisdiction over the project (permits, certificates, etc), the cost of documents prepared related to bidding and submissions, and renderings/mock ups of the project. o Reimburseables are established as part of a contract to provide for a mechanism for paying for necessary costs to support a project, such as documents, and regulatory fees. They are the City s responsibility, but the contractor facilitates payment as a service, with the City ultimately bearing responsibility for the cost. These amounts are not-to-exceed amounts, and may not be fully expended as part of the project cost. The contract for the actual physical construction phase of the Public Works Operations Yard, Telecom 911 facility, and infrastructure, will be brought to Council for future consideration after all design has been approved. The combination of this contract, along with the construction contracts brought forward in early 2012, will be within the total CIP approved project budget of $5.6 million (master plan, design, construction, and furniture, fixtures & equipment FF&E). The funding sources for this project are $1.8 M in Public Works Development Fees and $3.8 M in Police Development Fees, a combination of which will be used to pay for the work conducted under this contract. For the overall project, the land value is utilized as the City s contribution towards the required match of the development fees. No General Fund dollars are being utilized for the capital portion of this project. Once the project construction has been completed, the net new impact to the City s operational budget (in FY12-13, the fiscal year when the projects will be completed) are estimated at $57,713, broken down as follows: Phase I Public Works Operations Yard $ 2,500 Phase I Telecom 911 Facility (5,000 sq ft) $53,713 Phase I Infrastructure $ 1,500 Page 7 of 9

8 TOTAL $57,713 Page 8 of 9

9 Attachment A Preliminary Project Work Plan Schedule (As of 1/4/11) Page 9 of 9