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RESOLUTION NO. 88-90
2 RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
EXECUTION OF AN AGREEMENT WITH STEINMANN, GRAYSON, SMYLIE, INC.
3 RELATING TO PROVIDING PROFESSIONAL FACILITY PLANNING SERVICES IN
CONNECTION WITH PREPARATION OF A SPACE AND SITE STUDY FOR A NEW
4 POLICE STATION.
5 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
CITY OF SAN BERNARDINO AS FOLLOWS:
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SECTION 1. The Mayor of the City of San Bernardino is
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hereby authorized and directed to execute, on behalf of said
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City, an agreement with Steinmann, Grayson, Smylie, Inc., relating
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to the provision of professional facility planning services in
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connection with preparation of a space and site study for a new
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Police Station, which agreement is attached hereto, marked
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Exhibit "A" and incorporated herein by reference as fully as
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though set forth at length.
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SECTION 2. The agreement shall n,take effect until
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fully signed and executed by both parties. The City shall not be
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obligated hereunder unless and until the agreement is fully
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executed and no oral agreement relating thereto shall be implied
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or authorized.
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I HEREBY CERTIFY that the foregoing resolution was duly
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adopted by the Mayor and Common Council of the City of San
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Bernardino at a
regular
meeting thereof, held on the
March
, 1988, by the following vote, to-wit:
Council Members F.~Tr~n~ Rp.illy Florp.~,
M::.nn~lAY Pnpp._T.nnl::.m. Mill~r
Nnn~
ABSENT:
rnnn~il MpmnAr MillAr
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2/15/88
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RESOLUTION:AJ11'iIbtII~'tG~~~ m;.Y"Ul'<, ..._,.sri. 2.
SMYLIF~, INC. PROVIDING PROFESSIONAL FACILITY PLANNING SE;'{VICES IN
CONNECTION WITH PREPARATION OF A SPACE AND SITE STUDY FOR A NEW
POLICE STATION
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4 of
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~ City Clerk
The foregoing resolution is hereby approved this 22~day
March
, 1988.
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8 Approved as to form
and legal content:
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AGREEMENT
THIS AGREEMENT is made and entered into, in duplicate, the
J~tLday of iZ~ ' 1988 by and between STEINMANN, GRAYSON,
SMYLIE, INC., a California corporation, with a place of business
at 6310 San Vicente Boulevard, Suite 550, Los Angeles, California
90048, hereinafter referred to as the wCONSULTANT", and the City
of San Bernardino, California, hereinafter referred to as the
"CLIENTW.
WHEREAS, CLIENT requires professional facility planning
services to be performed in connection with the preparation of a
space and site study for a new police stationl and
WHEREAS, CLIENT desires to have CONSULTANT perform said
professional consulting services, and CONSULTANT is willing to do
S01
NOW, THEREFORE, in consideration of the mutual terms and
conditions hereinafter set forth, it is agreed as follows:
1. SCOPE AND TIME OF WORK. CONSULTANT agrees to perform
for CLIENT the consulting services more particularly set forth in
Exhibit A, attached hereto and hereby incorporated herein and
made a part hereof by reference, said consulting services to be
completed by CONSULTANT for CLIENT within the time and in
accordance with the schedule set forth in Exhibit B, attached
hereto and hereby incorporated herein and made a part hereof by
reference.
2. COORDINATION AND ORGANIZATION. CONSULTANT shall
coordinate the work with CLIENT's project manager. CONSULTANT
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shall advise and inform CLIENT's project manager of the work in
progress on the Project in sufficient detail so as to assist
CLIENT'S Project Manager in making presentations and in
conducting essential informational exchange meetings. If
CONSULTANT is delayed at any time in the performance under this
agreement by any act or neglect of CLIENT, its officers, agents
or employees, or by any Change Order or Change Orders initiated
hereunder, as determined by the Project Manager in the exercise
of his sole discretion, the time of the contract shall be
extended by the amount of such delay and CONSULTANT shall be
compensated for its cost related to such delay.
If CONSULTANT is delayed at any time in the performance of
the work to be performed under this Agreement by labor disputes,
fire, unusual delay in transportation, unavoidable casualties or
any cause beyond CONSULTANT's control, as determined by CLIENT's
project consultant in the exercise of his sole discretion, then
the time for performance of any act hereunder shall be extended
by the amount of such delay. CLIENT shall not be required to pay
any additional monies as a result of such delay.
3. DATA AND WORK FURNISHED BY CLIENT. CLIENT shall
furnish to CONSULTANT the data and shall perform the work more
particularly set forth in Exhibit C, attached hereto and hereby
incorporated herein and made a part hereof by reference.
4. PAYMENT. CLIENT shall make payment to CONSULTANT for
consulting services performed by CONSULTANT hereunder within
thirty (30) days following receipt from CONSULTANT by CLIENT of
monthly invoices therefor, in the amounts and at the times set
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7"
forth below in Exhibit 0, attached hereto and hereby incorporated
herein and made a part hereof by reference. CONSULTANT may
submit its standard form invoice for the monthly billing.
CLIENT shall have ten (10) days following date of
submission of any invoice within which to challenge any item
contained therein. Such challenge shall be in writing to
CONSULTANT. CONSULTANT shall thereafter have ten (10) days in
which to respond, in writing, to such challenge. Final
determination as to any dispute arising hereunder shall be made
by the Public Works/Engineer of the City of San Bernardino or his
designee. CONSULTANT shall have the right of appeal from such
decision pursuant to San Bernardino Municipal Code Chapter 2.64.
5. INDEPENDENT CONTRACTOR. Neither CLIENT nor any of its
employees shall have any control over the conduct of CONSULTANT
or any of CONSULTANT's employees, and CONSULTANT expressly
warrants not to, at any time, or in any manner, represent that
CONSULTANT, or any of CONSULTANT's agents, servants or employees,
are in any manner agents, servants or employees of CLIENT, it
being distinctly understood that CONSULTANT is and at all times
shall remain as to CLIENT, a wholly independent contractor and
that CONSULTANT'S obligations to CLIENT are solely such as are
prescribed by this Agreement. Neither CONSULTANT nor any of its
employees shall be entitled to retirement benefits, insurance or
workers' compensation or any other fringe benefits of CLIENT.
6. ASSIGNMENT AND SUBCONTRACTING. This Agreement
contemplates the personal services of CONSULTANT and CONSULTANT'S
employees. Neither this Agreement nor any interest therein may
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be assigned by CONSULTANT, except that CONSULTANT may, upon
written consent of CLIENT, obtain in advance or assign any monies
due, or to become due, the CONSULTANT hereunder. Furthermore,
CONSULTANT shall not subcontract any portion of the performance
contemplated and provided for herein without the prior written
approval of CLIENT. Nothing herein contained is intended to or
shall be construed as preventing CONSULTANT from employing or
hiring as many employees as the CONSULTANT may deem necessary for
the proper and efficient execution of this agreement.
7. INDEMNITY. CONSULTANT shall defend, indemnify and hold
free and harmless CLIENT, its Boards and its officers and
employees against any and all loss or liability, for claims that
may occur or arise as a result of any negligent error or omission
of CONSULTANT, under this Agreement.
8. CHANGES AND EXTRA SERVICES.
A. CLIENT may make, with the prior consent and approval of
CONSULTANT, changes within the consulting services to be
performed under this Agreement. Change orders shall be in
writing and state:
(1) the dollar value of the change or establish method of
payment;
(2) any adjustment in contract time and,
(3) when negotiated prices are involved, shall provide for
CONSULTANT'S signature indicating acceptance.
(4) a description of the manner in which the scope of work
then in effect is affected by the change.
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B. If CONSULTANT estimates that any proposed change causes
an increase or decrease in the cost and/or the time required for
performance of this Agreement, CONSULTANT shall so notify CLIENT
of that fact. Any such notification by CONSULTANT must be
provided within fifteen (15) days from the date of receipt by
CONSULTANT of CLIENT'S written notification of a proposed change.
CONSULTANT may initiate such notification upon identifying a
condition of the change which may alter the specific Scope of
Work agreed to on the effective date of this Agreement as set
forth in the Exhibits herein, or as subsequently modified and
agreed to as provided herein.
C. CLIENT may request CONSULTANT to perform additional
services not covered by the specific Scope of Work as set forth
in the Exhibits herein and CONSULTANT shall perform such extra
services and will be paid for such extra services as specified in
the change order mutually agreed to, and signed by the parties
hereto, and made a part of this Agreement. CLIENT shall not be
liable for payment of any extra services nor shall CONSULTANT be
obligated to perform any extra services except upon such prior
written amendment.
9. TERMINATION
(A) FOR CAUSE Agreement may be terminated by either party
hereto upon ten (10) working days prior written notice to the
other party hereto in the event of substantial failure by said
other party to perform in accordance with the terms of this
Agreement through no fault of the terminating party.
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In the event of termination, CONSULTANT shall be
compensated for all services performed and, cost incurred up to
the effective date of termination, for which CONSULTANT has not
been previously compensated. If the termination is for reasons
other than failure on the part of CONSULTANT, as determined by
the project manager, CONSULTANT shall in addition be entitled to
termination expenses reasonably incurred and properly accounted
for. Upon receipt of notice of termination from CLIENT,
CONSULTANT shall immediately stop its services, unless otherwise
directed, and deliver to CLIENT all data, drawings, reports,
estimates, summaries and such other information and materials as
may have been accumulated by CONSULTANT in the performance of
this Agreement, whether completed or in process, that are the
property of CLIENT as set forth in Paragraph 10 hereof.
(B) FOR CONVENIENCE.
Notwithstanding any other provision of this Agreement, the
CLIENT, by notifying CONSULTANT in writing, may terminate all or
a portion of the services agreed to be performed under this
Agreement with or without cause. CONSULTANT shall be give thirty
(30) days' written notice if termination is for reasons other
than CONSULTANT'S failure to perform. Notice shall be by mail
posted to the address set forth herein for the receipt of
notices. Upon the occurrence of any such termination, each party
shall have the same risks and obligations, specifically with
respect to payment and ownership of documents, as set forth in
Section A immediately above.
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10. OWNERSHIP OF DOCUMENTS. All reports as well as
original reproducible drawings, plans, studies, memoranda,
computation sheets, proposals and other documents assembled or
prepared by CONSULTANT, or furnished to CONSULTANT by CLIENT,
shall, upon final completion of the Project or termination of
this Agreement, become the property of the CLIENT. However,
CONSULTANT shall be paid for all services rendered pursuant to
this Agreement prior to the transfer of possession, except that
CONSULTANT shall not, under any circumstances, withhold such
documents in such manner as to unreasonably delay completion of
the project where this Agreement is terminated before completion
of the project. Proprietary computer software and specialized
forms or spreadsheets developed or employed by CONSULTANT shall
remain the property of CONSULTANT.
11. CONFIDENTIALITY. All reports, drawings, plans,
studies, memorandum, computation sheets, proposals and other
documents assembled or prepared by CONSULTANT, or furnished to
CONSULTANT by CLIENT in connection with this Agreement, to the
maximum extent permitted by law, shall be held in strict
confidence as between CLIENT and CONSULTANT and neither party
shall disseminate, disclose or otherwise transmit such documents
to any third party without the express written consent of the
other party which shall not be unreasonably withheld if such
dissemination, disclosure or other transmittal is necessary for
the performance of the parties under this Agreement.
Dissemination, disclosure or other transmittal of these documents
by CLIENT to any third party shall only be as permitted by law
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,
and only to the extent the parties by this Agreement cannot,
under law, maintain the confidentiality of these documents and
prohibit their disclosure to third parties. Any documents which
by law are part of the public domain and available for inspection
by third parties and cannot be held in strict confidence between
CONSULTANT and CLIENT may be disseminated, disclosed or
otherwise transmitted by CLIENT to third parties.
12. STANDARDS OF PROFESSION. CONSULTANT shall perform the
services under this Agreement in accordance with the standards of
the profession. CONSULTANT shall be responsible for its own work
and results under this Agreement and that of its agents,
employees and subcontractors, but shall not be responsible for
the work and results of work of CLIENT, or CLIENT'S employees,
agents, servants or other CONSULTANTS.
13. NOTICES. Any notices to be given under this Agreement
shall be given by enclosing the same in a sealed envelope,
postage prepaid, and depositing the same in the United States
Postal Service, addressed to CONSULTANT at its address and to the
CLIENT at its address as follows:
CONSULTANT
CLIENT
Steinman, Grayson, Smylie, Inc.
6310 San Vicente Blvd., Ste. 550
Los Angeles, CA 90048
Roger D. Hardgrave
Director of Public Works
City of San Bernardino
City Hall
300 No. "0" Street
San Bernardino, CA 92418
14. INSURANCE.
(al CONSULTANT shall provide and maintain in full force
and effect while operating under the terms of this Agreement, a
comprehensive liability policy which shall include bodily injury,
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automobile liability and property damage coverage. The minimum
limits for this coverage shall be $1,000.00 combined single limit
for liability and $100,000 for property insurance.
(b) CONSULTANT shall provide and maintain in full force
and effect while operating under the terms of this Agreement a
worker's compensation insurance and employer's liability policy.
The minimum limits of such coverage shall be that is prescribed
by law.
15. EMPLOYMENT PRACTICES. In the performance of this
Agreement, CONSULTANT shall not discriminate against any person
upon the basis or race, color, creed, national origin or sex, and
CONSULTANT shall comply with all non-discrimination and
affirmative action programs required by any State and/or Federal
agency providing funds for the Project.
16. WAIVER OF BREACH. Waiver of the right to pursue any
remedies for breach of any obligation or condition hereunder
shall not be deemed to be a waiver of the right to pursue any
remedy for any other breaches.
17. SCOPE OF AGREEMENT. This is the entire agreement
between the parties and there are no agreements or
representatives between the parties except as expressed herein.
This Agreement may be amended only by written instrument signed
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, . .
AGREEMENT WITH STEINMANN, GRAYSON, SMYLIE, INC. RE: POLICE
STATION SPACE & SITE STUDY
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by both CONSULTANT and CLIENT.
CITY OF SAN BERNARDINO
Bj;;ph<,fJZ,h~. .
Mayor
nCLIENTn
~f 1,)/ /9tJ
, 1988
ATTEST:
,A~~H
~ity Clerk
Approved as to form and
legal content:
STEINMANN, GRAYSON, SMYLIE, INC.
a California Corp at ion
nCONSULTANTn
iffr/6
, 1988
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EXHIBIT A
SCOPE OJ!' WORK
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The followinq scope of work is broken down into four phases.
Phase I - Resource Assembly - includes all tasks relatinq to
the qatherinq of data necessary to complete the various studies
included in the project. Phase II - Data Analysis and Facility
Requirements - proceeds in two parallel paths. One develops
statistical projections to quantify future law enforcement
requirements and the other explores special area requirements
such as dispatch and the mini-computer. Phase III - Analysis
of Alternatives - will identify and evaluate all master plan
concepts, one of which will be selected by the City for
further study in Phase IV - Document Facilities Master Plan.
This final phase will develop the master plan for the chosen
concept and provide the City with appropriate documentation
and an implementation plan.
PHASE I - RESOURCE ASSEMBLY
The resource assembly phase of the study will commence as
provided in Exhibit B and will require approximately two to
three weeks to complete. During this time a team of
experienced consultants will work on-site at the San Bernardino
Police Department in coordination with CLIENT's Project
Manager. Work elements included in Phase I are:
1. proiect Orientation
This task involves several activities intended to allow
CONSULTANT an opportunity to meet with key police staff,
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schedule submittals and gain familiarity with pertinent
City and police Department policies. All spaces
currently occupied by police personnel will be toured,
existing data reviewed, interview times established and
survey forms distributed.
A statement of goals and services for the provision of
service by the San Bernardino Police Department will be
formulated.
Political and budgetary constraints will be identified
for incorporation into the statement of goals and
services.
2. primarv Data Collection
This task consists of primary data gathering efforts and
includes:
o Interviews with key police and city personnel;
o Survey and review of all past studies provided by
client;
o Inventory of police facilities and equipment
including support facilities; and
o Structured questionnaires.
The type of information to be collected in data
research includes, but is not limited to:
o Current staffing and officer deployment patterns,
organizational data by division, section and work
unit;
o City population forecasts and historic staff trends
for both sworn and non-sworn personnel;
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o Trends in crime and arrest rates and other relevant
population demographics;
o Patrol Division staff deployment data and trends in
beat patrol service delivery;
o Numbers of priority one and two calls for
service and historical response time data;
(priority one and two to be determined>.
o Potential for anticipated changes in current
law enforcement, court policies, procedures,
and operations;
o Current space use data, including Ras-builtR
drawings and plans for occupied Police buildings;
o Budget data for personnel, equipment and operating
costs (including patrol vehicle acquisition
activities, operation and other vehicle maintenance
outlays as well as detention and court services
operating costsl;
o Selected City demographic data, and
o Current available City-owned property having
potential for police use.
3. Review Available Data
CONSULTANT will review the historical and current
population, economic and relevant demographic data
provided in previous reports and other publications
available from the CITY. CONSULTANT will compare
historical and current population levels with previous
employment levels and key statistical data such as law
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enforcement calls to service, response times, police
lock-up requirements, municipal court activities and
other significant data quantifying service levels to be
used in developing requirements projections in Phase II.
From this data CONSULTANT will identify correlations
between historical service levels and relevant
demographic data and develop appropriate formulas and
relationships that can then be applied to future
population projections. CONSULTANT shall estimate
service level activities that will be required through
the year 2030. CONSULTANT will assemble information
regarding the projection of future population levels,
noting those characteristics or sub-groups that most
directly relate to justice system activity levels.
4. Interview Process
CONSULTANT shall conduct interviews with members of the
Police Department, the Courts and personnel from San
Bernardino City and County general governments as
determined by CONSULTANT. Interviews will be directed
toward gaining an understanding of present and probable
future programs, staffing levels, procedures and
organizational structures related to facility planning.
Particular concern will be placed on law enforcement and
County detention on systems and procedures as well as
possible changes that could significantly affect future
requirements. From the interview'data CONSULTANT will
develop a projection of future personnel requirements in
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all justice system related functions currently residing
in the police Department.
5. DeveloD SDace Standards
CONSULTANT shall identify an interior space planning
philosophy as it relates to the planning of space that
may be remodeled or constructed.
Space standards will be graphically developed for each
different type of space for review and approval by The
New Police Facilities Ad Hoc Committee (hereinafter
ftCommittee"). Contemporary space planning concepts as
well as general support space planning concepts and space
standards (work station standards) will be developed.
Standards will be developed from an analysis of each jOb
classification and work functions. Emphasis will be
placed on identifying specific functional requirements of
each job category and developing space allocation
standards that will support each employee's workspace
needs.
Special area standards will be developed for non-
workstation areas such as computer facilities, records
storage, conference, training and ftmusterft rooms,
dispatch center, locker rooms, vehicle maintenance,
emergency services base station and evidence/found
property storage. Particular attention will be given to
identifying the need to provide centralized and/or
decentralized conference and training rooms, lock room
facilities, briefing rooms, short-term holding area,
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-line-up. facilities, evidence and narcotics storage,
vehicle maintenance and storage activities and the
special areas required for audio/visual, VBP, UHP and
microwave communications.
6. Review Session
At the conclusion of Phase I CONSULTANT shall conduct the
first review session to discuss the data gathered and
developed during Phase I. A compendium of the data will
be developed for presentation at this review session.
Workstation and special area standards will be presented
and discussed. At this juncture all data will be
reviewed with the Committee for confirmation before
proceeding with Phase II.
PHASE II - DATA ANALYSIS & FACILITY REOUIREMENTS
Following written confirmation by the Project Manager, data
developed in Phase I, CONSULTANT shall prepare a facility
requirement report. This report will reflect future workloads,
as well as personnel and space requirements for the San
Bernardino Police Department. Work elements included in Phase
II are expected to require five to six weeks to complete.
The work in Phase II will proceed in two parallel paths. A
series of tasks will concentrate on developing statistical
projections of calls to service, crime rate, population
analysis to quantify future anticipated law enforcement
requirements. Concurrently, a second team of consultants will
explore potential requirements for police and fire dispatch,
emergency operations center and the City's mini-computer
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requirement. Research methodology in these areas will follow a
different path. CONSULTANT will proceed with Phase II during a
one month timeframe which will include the following tasks:
1. Service Level Proiections
CONSULTANT will develop a projection of expected volumes
of service calls, particularly in priority one and
priority two calls in future years. These projections
will be derived from historical data, recognizing future
forecast population data including density, ethnic
composition and age group distribution. CONSULTANT will
determine if there are any significant increases from one
geographical area to another in the distribution of
expected calls to service.
2. Police Staffina Proiections
CONSULTANT will develop an estimate of required future
staff levels. Required future staff levels should
maintain or achieve a certain average calculated response
time which will be different depending upon
centralization versus decentralization scenarios. Thus,
CONSULTANT will develop two projections of future patrol
staffing needs. One will assume maintaining the current
average response time.
CONSULTANT will develop a forecast of future staffing
levels for the remaining sworn and non-sworn complements
predicated on an analysis of specific workload for each
division, section or unit. CONSULTANT will consider
existing and desirable manpower allocation patterns.
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program expansion and the potential implementation
philosophies as well as the effect of technology on
records, communications, training and criminalistics.
CONSULTANT will identify critical relationships between
law enforcement, court and detention facilities so that
alternate locations and sites can be tested during the
review of alternatives in Phase III of the study.
All staffing projections will be presented in terms of
the current number required for 1987, for initial
occupancy in 1990, near-term expansion by the year 2000
and thereafter in intervals through the year 2030 as
requested.
3. Related Reauirements Analvsis
An analysis will be conducted of current and future
requirements for future years of each of the following
areas. Particular concern will be given to the analysis
of special requirements related to each function.
Special needs for security, ground floor or lower level
location, flexibility, special electrical and mechanical
systems will be determined. Separate
questionnaire/interview processes will be used with each
area to identify their criterion and requirements.
4. Feasibilitv Analvsis
The feasibility of including anyone or more of the four
areas discussed above in a new or expanded facility will
be studied by CONSULTANT. The feasibility analysis will
consider the amount of space required and its cost,
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different annual maintenance and operating costs, impact
on site requirements and overall building configuration,
need for or proximity to other government functions,
potential for shared use of area, possibilities related
to sharing staff levels in certain areas to reduce annual
operating costs and the value of or cost related to
conversion of space now occupied by these various
functions to support alternative uses within the City of
San Bernardino government structure. A life-cycle cost
analysis will be conducted to identify relative life-
cycle cost indexes that would result from the inclusion
or exclusion of each of the four areas within the
facility. Based on this information, certain early
decisions might then be made by the Committee whether
these functions are or are not to be included in the
facility. The analysis will be comprehensive.
5. Site Reauirements
CONSULTANT shall develop a program for overall site
requirements at the new facility. This will include
parking provisions for employees, visitors and official
City vehicles. A transportation/distribution model
incorporating the different development options will be
prepared to determine potential benefits or economies
based on specific sites available for the location of the
facility. Relative to overall destinations of trips
originating and ending at the facility. Overall parking
requirements will be stimulated on a 24-hour, 7-day basis
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to take into account shift patterns and the unique levels
of utilization of the facility.
6. Proiection of Special Area Reauirements
CONSULTANT will develop detailed projections of space
requirements for the following special areas which do not
exhibit a direct correlation between the number of staff
and the space required: They are 1) records storage, 2)
evidence and property storage, 3) special security areas,
4) vehicle impound yard, 5) crime laboratory, 6) vehicle
maintenance areas and 7) identification facilities.
7. Develop Space Reauirements Database
CONSULTANT will prepare a space requirements database for
all existing and proposed police operational units. This
data will be based on the personnel projections developed
in the above cited tasks and the special area space
standards developed in Phase I. This will insure that
future space requirements satisfy functional needs for
all sworn and civilian personnel.
The space requirements database will reflect personnel
needs and space requirements for all general office,
special areas and site planning considerations for
Headquarters and substation locations. CONSULTANT will
document current needs, deficiencies and long-range
requirements to support growth for planning periods 1990,
2000, 2015, and the year 2030.
8. Development Options Matrix
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With all initial and long-term space needs identified for
.. the primary occupants of the facility (central Police
headquarters) and the optional candidates (EOC, Fire and
Police Dispatch, City Mini-computer and Precinct
Function), CONSULTANT will develop matrix of future space
and site needs for the project. The matrix will identify
overall gross building area and total site area that
might be required both with and without each of the
optional space components and in various combinations
including the space components for years 2000 (assumed to
be the minimum amount of space that would initially be
provided) and to support long-term needs through 2030.
The matrix will identify all possible building and site
area requirements under different development scenarios
for different timeframes.
9. Identifv Security Reauirements
CONSULTANT will develop a security zone system specific
to the police, EOC, and dispatch operation. Each area
will be analyzed as to the security threat risks and
potential security measures which may be used to protect
it. CONSULTANT will develop a table identifying in which
type of security zone each major area should be placed.
10. Identifv Adiacencv RelationshiDs
Utilizing information on adjacency and proximity needs
obtained from interview, observation and questionnaire
methods CONSULTANT will develop operational relationship
requirements for each organizational and operational unit
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of the San Bernardino Police Department. CONSULTANT will
be concerned with:
o Work, material and personnel flows for each
operational unit:
o The desired level of proximity to other units:
and:
o The potential grouping or "clustering" of
operational units to conserve space, promote
flexibility or gain operating economies.
An overall adjacency matrix and "bubble" diagrams showing
the desired levels of proximity for each of the
operational units will be developed. Some of the
important data to be gathered during this task will be
the need for locating evidence/found property storage and
other warehouse activities, and//or vehicle maintenance
activities on the same sites or on the same site as
Headquarters activities. The degree of vehicular and
staff movement between each of these three different
types of space will be analyzed to determine the cost
tradeoffs, inefficiencies and/or operational economies
that might be encountered should all activities be
located on the same site.
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11. Review Session
At the conclusion of Phase II, Consultant will conduct the
second planning session with the Committee to review adjacency
requirements, identify security issues which must be satisfied,
identify planning alternatives that warrant evaluation in Phase
III and determine the evaluation procedure the City will use to
select the alternative which will form the basis for the
development of the Police Facility Master Plan.
PHASE III - ANALYSIS OF ALTERNATIVES
The objective of Phase III is to identify and evaluate all
alternative master plan concepts believed to be feasible
solutions. The products of work will be as detailed as necessary
to describe the alternatives, evaluate the advantages and
disadvantages of each and assess their associated functional,
physical and economic results. The alternative plan appearing to
have the greatest merit will be selected by the City of San
Bernardino at the conclusion of this phase for further
development in Phase IV. Depending upon City review and comment
time requirements, we expect this phase to require four to five
weeks to complete.
1. Conceotual Site Plan
Consultant will hav'e a review meeting with the Committee to
determine which of the development options included in the matrix
developed in task eight in Phase II remain as candidates. Upon
selection of one or more sites for each site selected, Consultant
will develop a conceptual site plan reflecting the area required
on the site to provide all parking and site amenities,
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landscaping and setbacks, initial building construction,
probably for buildings of different heights and shapes and the
overall arrangement for initial space and long-term expansion.
The conceptual site plan will be used to demonstrate visually
the relative proportion of space required on the site and to
confirm overall site requirements leading to subsequent site
selection.
2. Site Selection
Three alternative available sites in the community will
be identified by the Committee and assessed by the Consultant
as to their suitability for a headquarters facility. The
analysis of site locations will be done in two iterations. The
first review of potential sites identified by the Committee
will be made by analyzing travel time to and from areas of
maximum service activity. These areas will be prioritized
based on minimal travel times. Utilizing this prioritization,
the areas will be analyzed for specific site locations which
are capable of supporting the prototype station configuration
criteria developed in the preceding work. Specific attention
will be paid to issues such as availability of city-owned
property within the area, public/neighborhood-police activity
interface, probability of community acceptance and, cost of
land acquisition in the event that city/public land is not
available in the area.
Consultant shall provide the Committee with a descriptive
analysis for each of the three candidate sites. Consultant's
analysis will describe the sites in terms of the following
characteristics:
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a. phvsical Characteristics Includina:
* Buildable size requirements, considering
geology, slope, hydrology, and shape:
* Natural features:
* Existing improvements; and
* Soils conditions.
b. Environmental Factors Includina:
* General Plan and Zoning:
* Social Environment: and
* Transportation and access related to
loading, public transit and parking
c. Imoact Considerations:
* Land Use Patterns:
* Irretrievable Resources; and
* Social Effects.
d. Site Acauisition and preoaration Factors:
* General land valuations:
* Ownership:
* Utilities and Roadways to Site; and
* Clearance and Development Regulations.
e. Construction Factors:
* Implication of Physical ani/or
Environmental Factors;
* Communications, Including Line-of-Site
and Transmission Propagation Factors;
* Roadways; and
* Aesthetic Considerations.
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In addition to the descriptive analysis, Consultant will
keep an operational analysis relating to specific law enforcement
concerns. This operational analysis will apply the following
criteria towards a narrowing of the site options:
* Level of Security Provided
* Flexibility and Long-Term Expansion
* Visibility or Lack Thereof
* Proximity to Other Law Enforcement
Related Government Functions;
* Impact on Officer Deployment and Shift Change;
* Maintenance or Improvement of Acceptable
Response Time Levels;
* Transportation Factors Affecting Movement
of Arrestees, Evidence, and Officer Training
Resources; and
* Transportation Factors Affecting Police
Headquarters Resources Including Movements of
Arrestees, Movements of Records and Evidence,
and Officer Utilization of Training Resources.
Once a general location is identified Consultant will
utilize specific site analysis to make sure that all candidate
sites are:
1. Compatible with the type of facility required;
2. The sites are, or could be, zoned appropriately;
3. The sites are relatively flat and accessible to
major roadways; and
4. The sites have no visible characteristics at
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grade or above that would unduly increase
construction costs.
Consultant will specify the acceptable locational
boundaries or a specific location if requested and also the
criteria that will be later applied by the Committee to select
the file site(s).
3. Establish Evaluation Criteria
Concurrent with Item 2 above, the Consultant will consult
with the Project Manager to identify the criteria by which the
alternative sites will be evaluated by the Committee. These
criteria might include:
* Service levels provided
* Community acceptance
* Space utilization efficiency
* Compatability with other products
* Flexibility
* Quality level of interior environment
* Opportunity to implement desired
organizational adjustments
* Environmental concerns
* Soils condition
* Cost consideration
After identifying the evaluation criteria, the Consultant
will assign tentative values to the criteria to assist in the
subsequent evaluation process.
4. Liquefaction
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Committee shall have conducted an initial soils
investigation and environmental assessment to determine if there
are any inherent difficulties with the site(s) relative to
liquefaction or contamination.
5. DeveloD Alternatives
Within the context of the space requirements developed in
Phase III and the location considerations, Consultant will
develop a series of alternative development plans. Alternatives
will mathematically demonstrate how space will be made available
to support future requirements. Alternatives may combine
different sites and different combinations of the optimal
program, elements that might be included. Each alternative will
include a conceptual site and building massing plan and a project
implementation cost. The alternatives will demonstrate:
* Specific or prototypical site plans
showing existing and new construction
* Facility development concepts that
indicate net and gross areas
* A tabular database clearly relating
the location of all police units within
the facility
* A construction and/or remodeling cost
analysis including site development and
professional service
* A phased expansion and rearrangement program
that identifies all logistical considerations
to implement the alternative
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* A discussion of all unquantifiable advantages
and disadvantages of each alternative
6. Life-Cvcle Cost Analvsis
Consultant will utilize life-cycle cost analysis techniques
in detailing all alternatives and in providing a comprehensive
summarization of all alternatives. These procedures will be used
to provide a comprehensive summarizations of all alternatives for
review. Present-value life-cycle analysis techniques must be
developed. Life-cycle cost analysis includes the analysis of
facility construction, site acquisition, fees, travel time and
cost, furniture and equipment procurement, space occupancy,
maintenance and operation, energy and rearrangement cost in one
equation. The total cost of implementing each alternative will
be identified.
7. Evaluate Alternatives
Each facility development alternative shall be presented by
Consultant in a consistent and uniform manner that allows direct
comparison. Significant factors will be identified and used as
the evaluation and comparative criteria. Each alternative will
be tested against criteria previously established. The
comparative analysis will discuss the advantages and
disadvantages of each alternative with r~spect to other
alternatives and will detail the quantitative aspects of each
alternative (primarily costs, phasing and logistics). Both
quantitative and qualitative differences will be identified.
B. Review and Selection
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At the conclusion of Phase- III, Consultant will provide the
Committee with a briefing relative to alternative methods of
achieving the space requirements master plan. Alternatives will
be presented for review and discussion. Alternatives may
indicate different space allocation relationships, although all
alternatives will support the basic master planning criteria
established earlier.
Consultant will work with the Committee which shall select
one of the alternatives (or possibly combinations of components
of a number of alternatives) as the basis for development of the
recommended development concept and detailed master plan in Phase
IV. Each alternatative will be fully developed in terms of
phasing, economic effects financial requirements, adjacencies and
work flow relationships, space utilization efficiencies,
flexibility provided and compatibility with the general
community.
PHASE IV - DOCUMENT FACILITIES MASTER PLAN
Using the master plan alternative selected by the Committee
at the conclusion of Phase III, the Consultant will initiate a
process to develop the master plan and provide the Committee wit~
appropriate documentation and an implementation plan of action.
Consultant will begin by developing phas=d construction expansion
scenarios and budgets. The study will conclude with the
preparation of a master plan report. Work elements include:
1. Refine Soace Reauirements Database
Consultant will assemble all functional requirements
identified in Phase II and adjust as necessary to conform with
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current space inventories and the implementation of the
alternative selected as the basis for the master plan. The
database to be included in the master plan report will tabulate
personnel and space requirements for each functional component to
be developed in ten-year increments through the year 2030.
The space requirements database will identify those space
components provided at suhstntions , if any. Space requirements
for office, support, storage, outside parking and all other
activities to be provided at existing or new centralized
headquarters facilities will also be provided. Space
requirements will indicate the need, in ten-year increments, for
initial, and very-long term occupancy. A conversion from net to
gross area will be provided for each unique building type. The
database will summarize the space to be provided by its inherent
characteristics, i.e.: general office space, holding areas,
heavy floor-loading areas, high-bay storage areas, and vehicle
maintenance areas. Space characteristics will be detailed enough
to allow accurate budgeting and development of conceptual
building forms at a later date.
2. Develop Cost Estimates
Consultant will prepare a cost analY3is in the form or a
cost matrix identifying total project cost in accordance with
each alternative development option or level of development
contemplated. Those development opportunities identified in Ta~~
8 of Phase II (the options matrix) and possibly reduced in nu~ber
in Task 2 of Phase III (site selection) will remain candidates
reflecting the amount and type of space that might be developeJ.
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The matrix will again reflect inclusion or exclusion of various
facility options based in the feasibility study presented in Task
4 of Phase II and will be consistent with overall site parameters
established in Phase III. The matrix will identify for each
level (y~ar 2000 versus year 2030 n eedsl and for buildings that
include various functional components overall life-cycle costs
that would be relevant to a decision regarding scale and
location. The matrix will reflect construction, operation,
staffing, logistics, site development and acquisition and all
other relevant costs that might be identified.
Cost estimates for recommended new facility construction
and any subsequent phase renovation will be developed by
Consultant. These estimates will be basd on current unit costs
per gross square foot for various component spaces of the overall
project adjusted to current construction cost indices (or
inflated projections) in the San Bernardino vicinity. Cost
estimates will be verified with local construction consultants.
Consultant will identify all capital development costs associated
with implementing the project. The budget analysis may include:
* General construction
* Site acquisition and developments
* Consultant and architectur3l fees
* Demolition
* Remodeling and rearrangement
* Furniture, telephone and equipment cost allowances
Inflation factors shall be incorporated. Any operating
cost differentials between the alternatives or significant
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changes in annual operating costs will also be indicated.
Offsite improvements will not be included in the cost estimate.
3. EXDansion Analvsis
Depending on the differences in the amount of space
initially and ultimately required, various types of expansion
capabiity could be required in the facility, such as:
. Initially building core and shell space
and leaving it unimproved until future
needs require
. Building space and configuring it so that
without violating security or internal
operational effectiveness, space could be
subleased to other government agencies who
could use the space on an interim basis
until it is required to support the crucial
and specialiesd functions of the facility
. Developing a building that allows expansion
through a preplanned wing in a non-disruptive
and cost-effective manner at a later date
. Developing a building with a configuration
that allows the use of a separate wing or area
that could be leased to agencies and/or space
users not affiliated with the government,
again without violating site or building security.
Consultant shall prepare an evaluation of the above listed
expansion options. Expansion options will be tested both
graphically and with life-cycle cost analyses to identify the
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inherent advantages and disadvantages of each. All
considerations of flexibility, non-disruption, space utilization
efficiency, site planning, aesthetic design, security and cost
shall be considered in the evaluation of these options
4. Buildina Confiauration
Based on (1) decisions made by the Committee regarding the
functions to initially be accommodated on the site, (2) any known
site constraints that might evolve as a result of clarification
of the site selection process, and (3) an understanding of
expansion opportunities that will be used, Consultant will
develop guidelines regarding the building configuration and
provide graphical representations of those to the Committee for
review and approval. The building configurations will
incorporate the following factors:
(1) single versus multi-story applications
(2) considerations of whether any space
(soil conditions being the primary
determinant) will be located at or
below grade
(3) whether the building would be generally
linear or square in nature, and
(4) various other determinationns of the optimum
building form that will support the efficient
and flexible development of interior space.
The building configuration will establish
height, floor shape, footprint, clear bay
spacings on the various floors, number and
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general location of entrances to promote
security and overall building planning criterion.
5. Pre-Architectural Performance Soecifications
Consultant will enumerate pre-architectural facility
planning guidelines to be incorporated into the basic design of a
new facility or component to provide an optimally configured,
highly efficient and functional facility to support long-range
requirements.
Of specific concern will be the development of a
generalized building configuration and location guidelines as
well as space planning phiosophies to provide guidance for the
development of detailed facility designs at a later date.
Architectural compatibility with existing conditions will be
important for any remodeling or new construction recommendations
near the existing police headquarters.
6. Imolementation Schedule
The report will highlight critical schedule dates and all
required city and other consultant actions necessary to implement
the recommendations. The schedule will indicate the time frame
for each action, the responsible agency or authority for that
action and the required completion date.
7. Master Plan Reoort
Consultant will prepare a written final report summarizing
the findings of the study. The report will include all
quantitative data, future projections, recommendations, site
planning, conceptual design and schematic drawing documentation.
The report will be submitted in 8-1/2- x 11- format.
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Certain space plans and schematic and conceptual drawings
that are larger than 8-1/2- x 11- format will be reduced in size
for convenience of inclusion in the primary report. These
documents will also be submitted in full scale for reproduction,
distribution and display purposes.
Upon a written request from the Project Manager or
Committee (as an additional service), the Consultant can provide
multi-colored inserts, selected graphics and large display
boards. This material will assist in the presentation of
material to the public or for the development of an abbreviated
citizens "brochure" that may have substantially public relations
value.
B. Presentations and Reviews
Consultant will provide a comprehensive presentation of our
findings and recommendations to the San Bernardino City Council.
This presentation wiill utlize colored slides or review graphs to
fully and grphically communicate the study sequence alternatives
analyzed and the resulting master plan.
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EXHIBIT B
SCHEDULB FOR PROFBSSIONAL SERVICES
TIME OF AGREEMENT
All services required to be performed by Consultant under
this Agreement shall be performed during a period of 16 weeks,
beginning with the first full week after receipt of written
notice to proceed by Consultant from Client, plus any extensions
as provided for herein or a~ otherwise mutually agreed to in
writing by Consultant and Client. The following table generally
reflects the time frame during which various services identified
in Exhibit A will be performed, subject to modification and
revision during the term of this Agreement. In any conflict
between the words in Exhibit A and the time frames indicated in
Exhibit A, the words shall control.
No claim for delay shall be paid for Consultant's failure
or inability to complete any portion of the agreed work within
the time indicated for completion of such portion. Costs for
delay shall only be paid when (a) the overall time for completion
of the project is extended beyond the time set forth in Exhibit
A, or as may be otherwise extended pursuant to the Agreement and,
(2) Consultant places City on notice of an anticipated delay in
completion of the entire project within ten (10) days of date of
completion of the portion of the project that led
to the delay in the entire project.
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EXHIBIT C
ITEMS TO BE FURNISHED BY CLIENT
1. All maps, charts, as-built drawings and other documents
as requested by Consultant, and subject to availability.
Client agrees to deliver these documents upon request
and in a timely manner and notify Consultant promptly
of items that are unavailable.
2. A desk or other suitable work space in Client's offices,
with access to a telephone, on an as-needed basis during
the term of this Agreement.
3. Identification, description and/or survey of three
alternative sites for the new police station which
will be analyzed by the Consultant.
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EXHIBIT D
COMPENSATION FOR PROFESSIONAL SERVICES
I. COMPENSATION
A. Basic Comoensation
1. Consultant agrees to perform professional services
provided by this Agreement on a not-to-exceed time
and material basis, and Client agrees to pay Consultant
for such services, the sum of SEVENTY THOUSAND
DOLLARS ($70,000).
2. For reimbursable expenses (see Paragraph I.C. of
Exhibit D), Client agrees to pay a sum not to exceed
FOUR THOUSAND DOLLARS ($4,000).
TOTAL CONTRACT AMOUNT: $74,000.00 (NOT TO EXCEED)
B. Additional Services
1. Additional Services required or requested by Client
during the term of this Agreement are those services
outside the scope of the basic services of the
Consultant as set forth in Exhibit A. Additional
Services shall be provided as ordered in writing by
the Client and as accepted by Consultant.
2. Consultant's compensation for Additional Services
shall be as established by mutual agreement by Client
and Consultant at the time.the Consultant is directed
to perform the work and prior to Consultant commencing
work on said Additional Services.
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C. Consultant's Reimbursable Ex~enses
Reimbursable expenses shall be limited to actual
expenses, plus a six percent (6'> markup for handling
and carrying, incurred by Consultant in the performance
of this Agreement. Consultant shall invoice Client
for all expenses actually incurred on a monthly basis
and payment by Client to Consultant shall be made
within thirty (30) days following receipt of such
monthly invoice. Reimbursable expenses shall include:
overnight lodging, meals, transportation at $.24 per
mile, postage, telephone, photocopying, printing,
parking and any other direct expenses incurred by
Consultant in the performance of this Agreement.
Reimbursement for expenses shall be documented with
copies of receipts or other written documentation
for all individual expenditures in excess of $20.00.
Supporting documentation or individual expenditures
of $20.00 or less shall not be required. Original
computer data shall be reimbursed at the rate of
$2.00 per page, excepting, however, specialized forms
or spreadsheets on floppy disks which are the
property of Consultant unless Consultant and Client
expressly agree in writing that said software or
floppy disks are deliverable to Client as an additional
expense item at a cost to be negotiated between
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Consultant and Client. Airfare shall be reimbursed at
the then prevailing .business class. rate and Client
shall not be billed for time spent by Consultant in air
travel for any and all time in excess of eight hours
in a 24-hour period.
D. Hourlv Rates
Jim Steinmann, Principal $100 per hour
Garner Grayson, Principal 70 per hour
Tom Merrifield 70 per hour
Senior Consultant 55 per hour
Program/Planner 45 per hour
Data Entry/Graphics 30 per hour
Clerical/Support 25 per hour
II. PAYMENTS TO CONSULTANT
A. Payments to Consultant on account of the basic
compensation specified in Paragraph I.A.l. of
Exhibit 0 shall be made within thirty (30) days
after receipt of Consultant's monthly invoice,
said payments to be made in accordance to the
actual hours spent by Consultant during each
calendar month in the performance of this
Agreement at the hourly rates set forth in
Paragraph I.D. of Exhibit 0, provided, however,
that any single monthly billing shall not exceed
two hundred percent (200%) of the total contract
amount (Paragraph I.A. of Exhibit D) divided by
the number of months of the term of this Agreement.
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. .
B. Payments to Consultant for Additional Services, as
defined in Paragraph 8 and Paragraph I.B. of Exhibit
0, and for Reimbursable Expenses, as defined in
Paragraph I.C. of Exhibit 0, shall be made monthly
upon presentation of Consultant' statement of services
rendered, or as otherwise provided by mutual agreement.
C. If the Project is abandoned or suspended by Client
during any phase of service prior to Pinal Draft
Acceptance for thirty (30) days or more, Consultant
is to be paid its compensation for services performed
prior to receipt of written notice of such abandonment
or suspension, together with any Reimbursable Expenses
then due and any compensation for Additional Services
performed.
III. ACCOUNTING RECORDS OP THE CONSULTANT
Consultant shall maintain all accounting records relevant
to this Agreement, including, but not limited to, records of
Consultant's Direct Personnel Expense for Additional Services
performed under this Agreement and records of Consultant's
Reimbursable Expenses, in accordance with generally accepted
accounting practices, and shall keep such records available for
inspection and audit by representatives of Client during normal
business hours.
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