HomeMy WebLinkAboutR03-Economic Development Agency
CITY OF SAN BERNARDINO - REQUEST ):,OR COUNCIL ACTION
From:
Shauna Clark, City Administrator
Subject: Approve allocation of $20,000 --
Archetype International -- space plan
study & preparation of scope of services
for RFP relating to remodeling of building
at 7th & "E" Streets.
t:t:
Date:
Administration
August 21, 1991
Synopsis of Previous Council action:
11/21/91 -- RDA Committee recommended approval of the allocation of $20,000
from a source to be determined by the EDA Agency Administrator
for the purpose of retaining Archetype International to perform a
space plan study and write a scope of services for a Request for
Proposal relating to the remodeling of the building to be occupied
by the Police Department, located at 7th and "E" Streets.
Recommended motion:
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That an amount of $20,000 be allocated, from a source to be determined by the EDA
Agency Administrator, for the purpose of retaining Archetype International to
perform a space plan study and to write a scope of services for a Request for
Proposal relating to remodeling of the building to be occupied by the Police
Department, located at 7th and "E" Streets be approved.
.,A1L~~N/
Signature
Contact person:
Shauna Clark
Phone:
5122
Supporting deta attached:
Yes
Ward:
FUNDING REQUIREMENTS:
Amount:
Source: (Acct. No.)
(Acct. Descriotionl
Finance:
Council Notes:
-0
75-0262
Agenda Item No
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CITY OF SAN BER~RDINO - REQUEST l:f>>R COUNCIL ACTION
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75.0264
STAFF REPORT
Police Facilities Remodel
November 21, 1991
Page 1
In order to proceed with the relocation of the Police Department to
its new facilities at 7th and "E" street, the city must hire an
architect to draw construction plans for the remodel.
Because we are attempting to fit a fixed operation into an existing
structure, a majority of the work will involve space planning. A
space planner can assess the needs of the Police Department by
touring both facilities, interviewing the project team, reviewing
the Steinman, Grayson, Smylie study prepared in January, 1989 and
projecting the future space and functional needs of the department.
As a general rule, space planners charge much less than the hourly
rate of a licensed architect but usually work in partnership with
an architect who prepares the final construction drawings.
The City of San Bernardino recently used an Irvine firm named
Archetype International to do some space planning and we were very
satisfied with the price, their responsiveness and the results. I
would like to hire this firm on an hourly basis to assist us in
preparing a request for proposals for the architectural work tht
will be necessary for the remodel of the police facility.
In order to get a good bid comparison on the architectural aspects
of the project, we need to prepare a program which will be used to
define the "scope of services" contained within the request for
proposals.
The programming involves the assessment of space needs to achieve
an updated database. The firm doing the programming would
reference the Steinmann, Grayson, Smylie report along with
proceeding through the following steps:
1. Tour existing facilities to gather a basic knowledge of
exisiting operations, its current limitations and
positive functioning areas.
2. Gather data on existing personnel requirements and space
needs by interviewing appropriate individuals designated
by the Project Team (The team consists of Roger
Hardgrave, a representative of the consultant firm and
employees appointed by the Chief).
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Police Facilities Remodel
November 21, 1991
Page 2
3. Use a computer program called "FM:Space-Management" to
generate preliminary space requirements.
4. Meet with the project team to review the projected
personnel requirements, projected non-staff area
requirements, and proposed space standards.
5. Adjust the data base as necessary.
6. Generate reports outlining area requirements based on new
data collected combined with projections.
7. Review documentation of Pac Fed facilities to determine
approximate usable floor and site areas.
8. Assess feasibility of the project.
The programming done in the Steinmann, Grayson, Smylie study is not
suficient for two reasons: (1) the study was done under the
assumption that the city would be buildi'ng a new facility and
therefore would be unconstrained by an existing structure; and (2)
page IV-2 of the SGS study projects the 1990 police department
space needs at 86,186 square feet and the 2010 space needs at
110,956; we are limited to 51,867 square feet (31,233 at 701 North
E and 20,634 at 767 North E). Roger Hardgrave, Director of Public
Works/city Engineer, has stated that he believes the SGS study uses
very high standards for allocation of staff space. Therefore we
need someone to reconcile us with reality.
Archetype International has submitted a bid for programming at 320
hours. Attached is a letter, dated November 6, 1991, which gives
a breakdown of the 320 hours. Also attached is a schedule which
shows the hourly rates of the various professionals involved in the
project. The total costs for programming would be approximately
$20,000 or an average of $62 per hour. By way of comparison, the
Steinman, Grayson, Smylie study which also included site selection,
cost the city $60,000.
Another advantage of preparing the program prior to hiring an
architect to do the remodel is that we would know in advance the
feasibility of being able to use the current structure without
major additional construction.
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Police Facilities Remodel
November 21, 1991
Page 3
other options:
Another option, although not one I would recommend, would be to
issue a Request for Qualifications and then hire an architect by
the hour or by the square foot to perform all phases of planning
the project through preparation of the final construction drawings
and oversight of the construction phases. My concern is that with
a project of this magnitude and without a clearly defined scope of
services we will receive varied bid packages and it will be
difficult for anyone to estimate how long it would take to complete
the work.
If you concur with my recommendation, funding in the amount of
$20,000 will need to be authorized to retain the firm of Archetype
International for space planning services and to write the scope of
services for a Request for Proposals. If you do not concur on
hiring this firm, I will be happy to explore any options as per
your direction. (
Attachments
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<I,VIr FEt'R,VIlLoor. SliM ,.w, 1Il"'.VC Cl "71'
(1/') 717....7 F.A1(/1Uj 717,'/91
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November 6, 1991
M.. Shauna Clark
City of San BernarcUno
300 N. D Street
San Bernardino, CA 92418
Dear M.. Clark:
Our propo.al tor Progra..ing ot the Polio:. Departa.nt describ.. a
maximua requirement ot 320 hour. to c~lete the .cope of work
speoified. With a projeot of this s1.e it i. naturally impossible
to be entirely accurate as to the amount of time required. We have
been generous in our e.timate, and our a1. i. alway. to oomplete
the project "under budg.t-. .
The tOllowln9 .activitie.- are our internal activ1tie. required to
perton the scope ot service. a. de.od~ in our proposal ot
Ootober 28, 19111. The breakdown we used to arrive at the total of
320 hour. tallow..
ACtlv1t:y
Tour taciliti..
Data COll.ction Forms
Intarvl.w1n9
V.dty .. modify taxt report
Dat. Entry
Space standard.
New 81d9 Area Calo. (Rouqh)
Tea. Meetin;.
Administration
conting.ncy
HourtI ..tJmA~.d
4
36.
60.
48.
5'.
60.
S
10
20
20
320
TOTAL
*Th....aotivlti.. w.r. ..timat.d b..ed on'intormation included in
the steinmann, Gray.on, S.y11. r.port.
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M.. Shauna Clark
NOV.B.r IS, 1911
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The prOtlra..inq of any projeClt i. & major component in the planninq
proc.... '1'h.p.r.onal .kiU. that are r.quired to coUect the data
durinq the interview process, a. W.ll a. the t.chnical experti.e
and experi.nce n.c...ary to proce.. the intormation will set the
tone for your project.
Should you n.eel to revi.w exalllple. of dOC\IDlefttation troll otber
jurisdiction., 1'1.... let me Icnow, anel I will be happy to lIeet with
you. ..'
w. appreciate the opPOrtuniti.. you have atforded u. to work with
you on thi. project. Pl.... do not he.it.te to call on u. if w.
may be ot any further a..i.tance.
Sincer.ly,
Patricia '1', Secor, ISO
Princip.l o..iqner/Pre.id.nt
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Ma. Shauna Clark
Octollel' ao, 1"1
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We propo.. our cap.nsation b. accNed on a TZU and HA'1'IIUALS
ba.b. Thi. would apply towa&'da an hourly rate and include a
"coat-plU." r.imbur....nt for project related .xpenditur...
Tim. will b. recorded, calculated, and invoiced according to the
fOllowinq .ch.dule.
principal Archit.ct..............$100.00/br.
proj.ct Archit.ct................. 65.00/hr.
proj.ct oe.iqn.r/Manaq.r.......... 65.00/hr.
D..igner/Job Captain.............. 55.00/br.
,
Dratt.man......................... 45.00/hr.
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Clerical/Data Proc...ing.......... 45.00/br.
"
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For bUdg.ting purpo.e., w. bavs ..timated approximat.ly 320 hour.
to provide th. ..rvic.. outlin.d in the scope ot ..rvices.
proj.ct .xp.n.e. .hall be r.iabur.ed to the Archit.ct for
exp.nditur.. made on behalf of the proj.ct (i..., blueprint.,
d.llv.ri.., qovernllental f..., .tc.). Th. .xpen... incurr.d will b.
subj.ct to a "co.t-plu." s.rvic. te. of titt..n p.rc.nt (15').
,
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COHElZ'1'!O..
Upon accsptanc. of this propo.al, the Architect will proc.ed with
the propo..d work a. d.Uned in the Scope ot Servic... Thb
propo..]; .hall coincid. and subordinate with the AlA Docum.nt 8171,
Standard rom ot Aqr...ant for Int.rior Deaiqn S.rvice., 1990
Edition. Th. Agre..ent shall furth.r d.fin. the .cope ot ..rvic.
and the extent of participation provided by eacb of the parti...
All servic.. and reimbur.able. are invoic.d on a montbly ba.i. with
paYlllent due in 30 day. tro. the date of the invoice.
. Acceptance of thia propos.l will be indicated by your
o b~low and a r.tainer of $2000. (approximately 10').
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