18 Staff Report - 15900 Los Gatos BoulevardtOWN OF MEETING DATE: 8/6/07
ITEM NO:
!ps ~pj~S COUNCIL/AGENCY AGENDA REPORT
DATE: AUGUST 2, 2007
TO: MAYOR AND TOWN COUNCIL/CHAIR AND REDEVELOPMENT
AGENCY BOARD 7
FROM: PAMELA JACOBS, INTERIM TOWN MANAGEWEXECUTIVE DIRECTOR
SUBJECT: ADOPT A RESOLUTION AUTHORIZING THE INTERIM TOWN
MANAGER TO EXECUTE AN AGREEMENT WITH ROSS DRULIS
CUSENBERY ARCHITECTS TO PREPARE CONSTRUCTION DRAWINGS
FOR THE POLICE SERVICES BUILDING AT 15900 LOS GATOS
BOULEVARD.
RECOMMENDATION:
Authorize the Interim Town Manager to enter into an agreement with Ross Drulis Cusenbery to
prepare construction drawings for the police services building at 15900 Los Gatos Boulevard.
BACKGROUND:
At the June 18 meeting, the Town Council authorized the Town Manager to proceed with the
purchase of the building at 15900 Los Gatos Boulevard for use as police services building. The
Council also approved a capital project budget adjustment in the amount of $7,685,468 for the
purchase and building improvements.
DISCUSSION:
The escrow for the purchase of the building has closed and the Town has taken possession of the
property. The next steps include processing the Conditional Use Permit (CUP) and preparation
of the construction drawings for the building additions and tenant improvements.
PREPARED BY: Bud N. Lortz
Director of Comm mty Development
N;\DEV\CNCLRPTS\2007\Po1ice Services Bldg Arch Contmct.TC.rpt2rtmod.doc
Reviewed by: Assistant Town Manager Town Attorney
Clerk Administrator .Finance Community Development
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: POLICE SERVICES BUILDING - ARCHITECTURAL SERVICES
August 2, 2007
Staff has received a proposal from the architectural firm of Ross Drulis Cusenbery (RDC) of
Sonoma, California to prepare the construction documents. RDC assisted staff with the
architectural feasibility analysis for the purchase of the building. 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. There are few architectural firms with
such extensive experience working on public safety buildings. Due to RDC's experience design
public safety buildings combined with their knowledge of the building and Town's Police
Department needs for the building, staff did not solicit additional bids for the construction
drawings.
The proposal from RDC to prepare the drawings is $574,297, including all required
subconsultants. This amount includes preparation of the drawings along with consultants needed
for engineering and other specialty services. It will take approximately seven months to
complete the drawings. Staff will concurrently process the CUP and Architectural and Site
application for the building additions.
It is requested that the Interim Town Manager be authorized to enter into a contract for a
maximum of $631,727, which includes a ten percent contingency for unexpected expenses that
may arise. This would allow staff to deal with unforeseen circumstances without delaying the
project.
CONCLUSION:
Staff believes that Ross Drulis Cusenbery has the experience and capacity to prepare the
necessary construction documents. Staff recommends that Council authorize the Town Manager
to enter into an agreement with Ross Drulis Cusenbery to prepare construction documents.
FISCAL IMPACT:
As discussed above, at the meeting of June 18, 2007, the Town Council Authorize capital project
budget adjustment in the amount of $7,685,468 for the Police Services Building using funding
source transfers to the Town's Capital Project Fund.
Sufficient funds are available in the Police Facility project as shown below:
PAGE 3
MAYOR AND TOWN COUNCIL
SUBJECT: POLICE SERVICES BUILDING - ARCHITECTURAL SERVICES
August 2, 2007
POLICE FACILITY PROJECT
Original
Adjusted
Total
Expenditures
Proposed
Available
Budget
Budget
Budget
To Date
Contract
Balance
FY 2007/08 Fiscal Impact
Project 400-0729
153,000
4,965,468
5,118,468
2,246,118
432,446
Project 930-0729
2,720,000
2,720,000
1,193,573
199,281
1,,2/)146
TOTALS
153,000
7,685,468
7,838,468
3,439,690
631,727
3,767,051
Expenditure Detail
Services Supplies & Equipment 210
Site Acquisition & Preparation 3,367,250
Consultant Services 72,230 574,297
Contingency 57,430
TOTALS 3,439,690 631,727
Attac-.lhmPntc-
1. Resolution
2. Scope of Work
N:\DEV\CNCLRPTS\2007\Police Services Bldg Arch Contract.TC.rpt2rtmod.doc
RESOLUTION
RESOLUTION AUTHORIZING THE INTERIM TOWN MANAGER TO EXECUTE AN
AGREEMENT WITH ROSS DRULIS CUSENBERY ARCHITECTS TO PREPARE
CONSTRUCTION DRAWINGS FOR THE POLICE SERVICES BUILDING
AT 15900 LOS GATOS BOULEVARD.
WHEREAS, the Town of Los Gatos Town Council has determined that there is a need
for an architectural services to prepare construction documents for the police services building;
and
WHEREAS, Ross, Drulis and Cusenbery is the most qualified architectural firm to
prepare the construction drawings because of their extensive experience designing public safety
buildings, their knowledge of the existing building at 15900 Los Gatos Boulevard, and
understanding of the police department needs through their work assisting with the architectural
feasibility analysis completed prior to the purchase of the building.
WHEREAS, project manager, Michael Ross has applicable experience providing
architectural services for public safety buildings and has knowledge of the Police Department's
requirements and the building at 15900 Los Gatos Boulevard through his work on the
architectural feasibility analysis completed prior to the purchase of the building.
RESOLVED, by the Town Council that the Interim Town Manager is authorized to
execute an agreement with Ross Drulis and Cusenbery for the preparation of construction
documents for the Town of Los Gatos Police Services building.
ATTACHMENT 1
PASSED AND ADOPTED at a regular meeting of the Town Council held on the 6th day
of August, 2007, by the following vote:
COUNCIL MEMBERS:
AYES:
NAYS:
ABSENT:
ABSTAIN:
SIGNED:
/s/ Joe Pirzynski
MAYOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
ATTEST:
/s/ Jackie Rose
CLERK ADMINISTRATOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
N:ADEV\RESOS\Architect Police Services Bldg.reso.cc.doc
2
July 24, 2007
Curtis Banks
Project Planner
Town of Los Gatos
110 E. Main Street
Los Gatos, CA 95030
Reference: Proposal for Los Gatos Police Services Building: Architecture and Engineering
Services
Dear Curtis:
RossDrulisCusenbery Architecture, Inc. (RDC) is pleased to submit this proposal for
architecture and engineering (A/E) services for the proposed Los Gatos Police Services
Building. A project description, work plan task, project schedule and fee summary for RDC's
services is provided below.
General Project Description
The Town of Los Gatos Police Department requires additional building area to house its
patrol operations, emergency operations center/briefing, investigations, prisoner processing
and property and evidence operations. The Town has recently (or will soon) acquire a portion
of the Verizon site located at 15900 Los Gatos Blvd., Los Gatos, CA for this purpose. Through
this acquisition, the Town will acquire a portion of a 1.78 acre site through a sub division and
a 9,238 GSF existing cast in place concrete communications building which will be adapted
into a new police services building. The Town of Los Gatos is requesting A/E services for the
interior renovations and additions to the existing building and site and civil engineering
services for the creation of 46 secure and seven public parking spaces and associated site
work.
RDC was previously retained by the Town to provide program verification and conceptual
design services for the project. The product of those services were documented in a
conceptual design/site plan titled; Los Gatos - Monte Sereno Police Operations Building,
Concept Option B, May 7, 2007. The work depicted on this document forms the basis of
design for this A/E services proposal. The basis of design includes approximately 9,238 GSF of
renovations to the existing building and 2,679 GSF of additions to the existing building.
The Town retained the San Jose Construction Company to prepare a construction cost
estimate based on the Option B conceptual plan with EOC. The Town also retained Hohbach-
Lewin Inc., Structural Engineers to assess the suitability of the existing building. Per the
Town's directive, Hohbach-Lewin is being retained by RDC as the structural engineer for the
project.
ATTACHMENT 2
Ross ®ruIisCusenbery Architecture, Inc.
Proposal for Los Gatos Police Services Building: Architecture and Engineering Services
Page 2.
General Description of Services Offered
RDC's services will be based on services described in AIA B-141 and will include: architecture,
structural, mechanical, plumbing, fire protection, electrical, lighting and civil engineering,
landscape design, geo technical and topographic mapping services. Telecommunication,
audio visual, security and data systems will be designed by RDC as an empty system of cable
trays, raceways, conduits, termination boxes, back panels, equipment rooms and pull strings
for the design and installation by others of all cabling, ccty cameras, monitors, telephone
communication equipment, telephone switch gear, computers, servers, radio base stations
and other user based equipment. The Town will provide its standard "front end"
specifications, bid form, contract and instructions to bidders compliant with the
requirements of California public works projects, for the Contract Documents.
Exclusions
Hazardous materials assessment, testing or abatement, earthquake fault testing or discovery
services, meetings in excess of those listed, consultants other than those listed in this
proposal, destructive testing, LEED certification, inspections and testing, permits and fees.
Work Plan
RDC has organized its services into eight primary tasks. Each task is described below.
Task
Title
Description
Duration
Comments
1
Program
Kick off meeting, project
One week
Review floor and
Verification and
orientation, program
site plans with
Project Orientation
verification.
PD and Town
Development of
representatives
schedule, goals and
prior to initiating
communication
design process.
protocols.
Town to
Attend one meeting in
designate a
Los Gatos.
project manager
as single point of
contact for
project for A/E
team.
2
Conditional Use
Support the Town's
Included with
Concurrent with
Permit and Design
application for
Schematic
Schematic
Review Services
Conditional Use Permit.
Design
Design.
Provide professional
Prepare design
opinion on need for roof
documents for
top HVAC units, prepare
CUP and design
design review drawings.
review
Attend two meetings in
Los Gatos.
3
Schematic Design
Schematic Design
1.5 months
This work will be
Services
Documents based on
concurrent with
previously approved
CUP work above.
budget, program and
conceptual design.
Documents include: site
plan, floor plan,
elevations and two
building sections. Attend
two meetings in Los
Gatos.
RossDrulisCusenbery Architecture, Inc.
Proposal for Los Gatos Police Services Building: Architecture and Engineering Services
Page 3.
4
Design
Design Development
2.5 months
Development
Documents based on the
Services
approved schematic
design documents and
budget. Documents
include: plans, sections,
elevation, typical
construction details,
materials and finishes
and systems and
equipment layouts.
Attend two meetings in
Los Gatos.
5
Construction
Construction Documents
Four months
Document Services
based on the approved
Design Development
documents and budget.
Documents will set forth
in detail the requirement
for the construction of
the project. Documents
will include drawings,
details and specifications
that establish in detail
the quality levels of
materials and systems
required for the work.
Attend three meetings in
Los Gatos.
6
Bidding Services
Assistance in the
1.5 months
development and
preparation of bidding
and procurement
information. Preparation
of Project Manual,
Contract, Conditions of
the Contract for
Construction and
Specifications.
Preparation of bid
addenda and responses
to RFI's during bid period.
Evaluation of bids.
Attend one pre bid
meeting and site walk
through in Los Gatos.
7
Construction
Attend pre construction
10 -12 months
Administration
meeting, observe work,
Services
create contract change
and field orders, review
and approve submittals
and shop drawings,
respond to RFI's. Attend
12 construction
meetin s.
RossDrulisCusenbery Architecture, Inc.
Proposal for Los Gatos Police Services Building: Architecture and Engineering Services
Page 4.
8
Supplemental
Exterior Public Courtyard
Discuss
Discuss. It is
Design Services
Trellis and Window Sun
possible the LG
Shade Design.
design review
process my
Landscape Design in
require
Public ROW.
additional
exterior design
treatment be
applied to this
project.
Fee Summary Per Discipline
Basic Services
Consultant Name
Specialty
Total Fee
Comments
Ross DrulisCusenbery
Architecture, Inc.
Architect
$342,897
Hobach - Lewin Inc.
Structural Engineer
$29,500
T.B.D.
Electrical Engineer
$47,500
Consultant
selection pending
15000 Inc.
Mechanical/Plumbing
Engineer
$32,000
Green Valle
Civil Engineer
$46,000
HLD Group
Landscape Architect
$12,800
A: Sub Total $510,697
Specialty Consultants and Fees
Kleinfelder
Geo Technical Report
$15,300
Kleinfelder
Geo Tech Construction
Observation
$16,100
Hourly. Verify.
Green Valle
Topographic Survey
$12,200
Reimbursable
Expenses Allowance
$20,000
B: Sub Total $63,600
Total A/E Fees (A + B) $574,297
J
RDC is available to begin services within 10 business days of receipt of the Notice to Proceed
from the Town of Los Gatos.
Please contact me should you require clarification. Thank you for your consideration.
Sincerely,
Michael B. Ross, AIA