04 Staff Report - 15900 Los Gatos Boulevard~owN of MEETING DATE: 4/16/07
~A\illl~i
ITEM NO:
~~os'p~os COUNCIL AGENDA REPORT
DATE: APRIL 12, 2007
TO: MAYOR AND TOWN COUNCIL
FROM: DEBRA J. FIGONE, TOWN MANAGER
SUBJECT: APPROVE A CONTRACT WITH ROSS DRULIS CUSENBERY
ARCHITECTS TO CONDUCT AN ARCHITECTURAL FEASIBILITY STUDY
FOR A POLICE SERVICES BUILDING AT 15900 LOS GATOS
BOULEVARD.
A. AUTHORIZE THE TOWN MANAGER TO AMEND AN AGREEMENT
WITH ROSS DRULIS CUSENBERY.
B. AUTHORIZE BUDGET ADJUSTMENT IN THE AMOUNT OF S 153,000
FOR THE DUE DILIGENCE ANALYSIS FOR THE POTENTIAL POLICE
SERVICES BUILDING AT 15900 LOS GATOS BOULEVARD, FUNDED
BY ALLOCATING FUNDS DESCRIBED IN THE FISCAL IMPACT
SECTION.
RECOMMENDATION:
Authorize the Town Manager to amend an agreement with Ross Drulis Cusenbery to
conduct an architectural feasibility study for a police services building at 15900 Los Gatos
Boulevard.
2. Authorize budget adjustment in the amount of $153,000 for studies for the potential police
services building , funded by allocating $50,000 from the Town's General Fund Managers
Contingency, $85,000 from the General Fund Manager's Productivity and $18,000 from
the General Fund Election Costs.
BACKGROUND:
Staff is currently doing research to determine if a portion of the building at 15900 Los Gatos
Boulevard is suitable for police services. The Town has 60 days to thoroughly investigate the
potential purchase of the property and determine whether to proceed with the purchase. The
PREPARED BY
Bud N. Lortz
Director of Community Development
N:ADEV\CINCLRPTS\21-07\Police Services Bldg Arch Contract.W.rptLdoc
Reviewed by: ~~Assistant Town Manager Town Attorney
Clerk Administrator _ Finance Community Development
9>
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: POLICE SERVICES BUILDING - ARCHITECTURAL FEASIBILITY STUDY
April 12, 2007
analysis being done includes the preparation of an architectural feasibility study to determine if
the building is suitable for the department's needs.
The feasibility study will evaluate the site based on two scenarios. The study will identify which
aspects of the Police operation that can be located in the existing building within a relatively
short timeframe. The study will also evaluate the feasibility of expanding the building, should
the Town chose to do so.
DISCUSSION:
Architectural FeasibilitKStudy
Staff contacted seven architectural firms that specialize in design of buildings for police services.
All the firms contacted have recently designed police buildings in California. After speaking
with each firm and with recent clients, staff selected the firm of Ross Drulis Cusenbery (RDQ of
Sonoma, California to conduct the feasibility study. The firm has extensive experience in the
design of public safety facilities for the State of California and cities and counties throughout the
state. RDC is currently working with the cities of San Jose and Palo Alto to design new police
facilities in those communities. They have received praise from staff in Palo Alto for their
communication skills, in particular with the public.
The proposal from RDC to conduct the study is $43,550. Because of the limited time frame to
conduct the analysis, the Town Manager has entered into an agreement with RDC not to exceed
$24,999 to allow the study to commence. Staff is requesting that the Council authorize the Town
Manager to amend the agreement to fully fund the study.
It is requested that the Town Manager be authorized to amend the contract to a maximum of
$53,000 to allow a contingency for unexpected expenses that may arise. Because of the limited
time frame for the study, staff would not have sufficient time to return to the Council if
additional funds are needed.
Budget Adiustment
Staff is requesting a total of $153,000 be allocated for the various studies being done in
conjunction with determining the suitability of the building at 15900 Los Gatos Boulevard for
police services. In addition to the architectural feasibility study, other analyses being conducted
include studies for noise, traffic, toxics, structural analysis of the building and environmental
review. The fiscal impact section below, describes the proposed funding sources.
FISCAL IMPACT:
If authorized by Town Council, this agenda item provides funding for an initial $153,000 capital
budget for the "due diligence" phase for the Police Services Building Project. It includes $3,180
previously encumbered to Hohbach-Lewin Inc.for a structural analysis of the Verizon building to
Fl- IV :
PAGE 3
MAYOR AND TOWN COUNCIL
SUBJECT: POLICE SERVICES BUILDING - ARCHITECTURAL FEASIBILITY STUDY
April 12, 2007
determine if the building with the State Building Code for a police facility in case of an
earthquake. Funding is proposed in the following table:
Funding Source
Pro ram/Acct #
Amount
Gen Ed. Manager's
Contingency
1111-60003
$50,000
Gen. Fd Manager's
Productivity
1111-60004
$85,000
Gen I'd Election Costs
1111-60520
$18,000
Total Authorized
$153,000
The funds recommended above as funding sources for the due diligence phase are unspent from
the FY 2006/07 budget at this time and are anticipated to be available for re-appropriation to the
Police Services Building Project in the GFAR fund (Project 400-0729).
CONCLUSION:
Staff believes that Ross Drulis Cusenbery has the experience and capacity to fully meet the
Town's goals for the architectural feasibility study within the necessary time frame. Staff
recommends that Council authorize the Town Manager to amend the agreement with Ross Drulis
Cusenbery to fully fund the study. The agreements are currently being reviewed. When
finalized, the Town Manager will execute the agreements as authorized by Council through
approval of this item.
The budget adjustment for $153,000 allows staff to conduct the necessary studies to determine
whether or not the Town should proceed with the purchase of the property. The Town Manager
will initiate required contracts made under her purchasing authority of $25,000. Contracts which
exceed that amount will be brought to the Council for amendment.
Attachments:
1. Architectural Feasibility Study Scope of Work
- 71
F-.
18294
Sonoma Highway
Sonoma
CA 95476
"'707 996 8448
"'707 996 8542
ARCHITECTURE
March 23, 2007
VIA FAX: 408.354.7593
Curtis Banks
Project Planner
Community Development Department
Town of Los Gatos
110 E. Main Street
Los Gatos, CA 95030
Re: Proposal for Town of Los Gatos Police Station Feasibility Study Services
Dear Curtis:
RossDrulisCusenbery Architecture, Inc. (RDC) is pleased to submit this proposal for Police Station
Feasibility Study Services to the Town of Los Gatos. RDC's proposal is based on the general project
description, scope of work and schedule as outlined in the March 16, 2007 Scope of Work Town of
Los Gatos Police Station Feasibility Study document prepared by the Town of Los Gatos. For the
purpose of this proposal RDC has organized the project into tasks, hours per staff position and
hourly rates to establish the proposed fee for services. The following Scope of Work/Fee Summary
Table identifies RDC's proposed cost of services.
Task
Hrs/ Rate
Hrs/Rate
Hrs/Rate
Fee Sub-
Principal
Project
Administration
Total
Architect
Support
Review the current Master Plan for
6
$200
3
$150
$1650
police services and as necessary
consult with Anderson Brule
Architects
Prepare for and attend project Kick
8
$200
8
$150
$2800
Off Meeting, Site Visit and Existing
Departmental Walk Through
Program verification interviews with
4
$200
$800
Police Department
Work with the Police Department to
2
$200
$400
determine which functions should be
moved in the split operation scenario
Provide a site layout and determine
1
$200
12
$150
$2000
maximum parking capacity
Provide alternatives ace plans
8
$200
24
$150
$5,200
Develop a concept for expansion of
6
$200
16
$150
24
$100
$6,000
the existing building to encompass
all department operations
Prepare massing study for potential
2
$200
1
$150
8
$100
$1,350
second floor expansion
Prepare graphics/Power Point for
2
$200
8
$100
$1,200
community meeting
Work with staff to develop strategies
4
$200
$800
for a community meeting
~e
ATTACHMENT 1
Refine plans to incorporate
4
$200
8
$150
8
$100
$2,800
comments from the community
meeting and to mitigate impacts
Develop and recommend strategies
8
$200
$1,600
to maximize the effectiveness of split
facilities including ways to increase
communication and interaction
between personnel in different
locations.
Identify and recommend multiple
4
$200
$800
uses for areas with infrequent
activities
Identify and discuss potential for
4
$200
$800
community uses of the facility
Develop incremental expansion
2
$200
$400
strategies for building
Coordinate with Town's cost
4
$200
4
$150
$1,400
consultant for the split operation
scenario
Coordinate with the Town's
4
$200
4
1 $150
$1,400
consultant on the structural
suitability of the building
Prepare Summary Documentation
2
$200
12
$150
24
$100
$5,000
Prepare for an Attend Two
16
$200
$3,200
Community Meetings
Prepare for an Attend One Planning
8
$200
$1,600
Commission Meeting
Prepare for an attend One Town
8
$200
$1,600
Council Meeting
Reproduction, Travel and
$1,150
Reimbursable Allowance
Total Fee for Services
$43,550
Exclusions: This proposal does not include the provision of the services of any consultant engineers
including but not limited to: structural, civil, cost, environmental (haz-mat), mechanical, or low
voltage/ security/data/telecommunications engineers.
RDC is available to begin services with a Project Kick Off Meeting on March 30, 2007. This meeting
would include goal setting, schedule development, existing Police Department walk through, site
visit of the proposed new building and interviews with selected Police Department and Town
representatives.
RDC has e-forwarded suggested modifications to the project contract recommended by our
insurance carrier for your review.
RDC looks forward to working with the Town of Los Gatos and its Police Department to develop this
feasibility study. Please reviewthe above proposal and contact me should you require clarification.
Sincerely,
Michael B. Ross, AIA
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