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Home My WebLink AboutRES2023-031 R&M Task Order for Public Safety Facilities Needs Assessment CITY OF SEWARD, ALASKA Sponsored by: Bower RESOLUTION 2023-031 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER TO EXECUTE R&M ENGINEERING TASK ORDER NO. 2734.31, COMPLETING A PUBLIC SAFETY NEEDS ASSESSMENT, AND APPROPRIATING FUNDS WHEREAS,the current Fire Station and Police Department Facilities are past their useful life and do not meet the needs the community or the staff operating in the departments; and WHEREAS, the 2023-2028 Capital Improvement Plan, as adopted by City Council via Resolution 2022-128, includes Feasibility Studies for a new Fire Station and Police Facility, with an anticipated cost of$250,000 for each study; and WHEREAS, Task 1 in the Needs Assessment will define the needed space requirements for each use within the proposed facility, define the anticipated space requirements for the life of the new facility, and provide an overview of needed facility space; and WHEREAS, Task 2 in the Needs Assessment will define locational criteria for each use within the proposed facility per legal requirements, prioritize location criteria, determine potential sites already owned by the City of Seward, and recommend preferred sites for either a standalone or combined facility; and WHEREAS, Task 3 in the Needs Assessment will produce conceptual design options for a combined facility or standalone facilities and produce an engineer's estimate of the cost to construct the proposed facility(s) and a project funding analysis; and WHEREAS, the Needs Assessment will allow the City to have solid data with which to determine whether to someday construct a combined or standalone Police and Fire Department Facilities; and WHEREAS,the Needs Assessment will assist in the City's efforts to obtain external funding for these projects; and WHEREAS, Task Order 2734.31 will generate a feasibility study on the construction of a new Public Safety Facility. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA that: Section 1. The City Manager is authorized to execute R&M Engineering Task Order No. __ 2734.31 for the completion of a Public Safety Facility Needs Assessment. CITY OF SEWARD, ALASKA RESOLUTION 2023-031 Section 2. Funding in the amount of$201,492 is hereby appropriated from General Fund reserves account no. 01000-0000-3400 to Contracted Services account no. 01000-1122- 7009-0091 Public Safety Facility. Section 3. This resolution shall take effect immediately upon adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 13,h day of March, 2023. THE CITY OF SEWARD, ALASKA c � Sue McClure, Mayor AYES: DeMoss, Wells, Finch, Bam ell, Calhoon, Osenga, McClure NOES: None ABSENT: None ABSTAIN: None ATTEST: Kris Peck Deputy City Clerk (City Seal) OF Sie! +��rttttixr�� 40 i r -.� M Of SEA \{ -/� T r ;i✓ r' ., OF ��40111tlist%$ r City Council Agenda Statement Meeting Date: March 13, 2023 To: City Council From: Janette Bower, City Manager Subject: Resolution 2023-031: Authorizing the City Manager to Execute R&M Engineering Task Order No. 2734.31, Completing a Public Safety Needs Assessment, And Appropriating Funds Background and justification: The current Police Department and Fire Department Facilities are well beyond their useful life and no longer meet the operational or community needs of Seward. For a number of years, the City of Seward has discussed the pros and cons of constructing standalone or combined facilities. Obtaining extensive information and data on this important decision will guide future projects and allow the City to pursue grants and other external funding mechanisms. In 2019, the Fire Chief received a call from Senator Murkowski's office stating funding was available for the construction of a new Fire Station if the City had a "shovel-ready project". However, no plans existed and the City did not obtain the funding. The goal is to be prepared to pursue any future funding opportunities. Task Order 2734.31 will produce the following deliverables: ■ Public Safety Building Needs Assessment & Site Selection Report • Site Selection recommendations ■ Conceptual Designs, Cost Estimates & Potential Funding Sources ■ Presentation to City Council and Administration in person A general anticipated schedule is as follows: • Task 1 completed by July 2023 ■ Task 2 completed by October 2023 ■ Task 3 and final project documentation completed by December 2023 Comprehensive and Strategic Plan Consistency Information This legislation is consistent with (citation listed): Comprehensive Plan: 1.3.4 Public Facilities and Services Strategic Plan: Other: Certification of Funds Total amount of funds listed in this legislation: $ 201,492 This legislation (✓): 0 Creates revenue in the amount of: $ 149 x Creates expenditure in amount of: $ 201,492 Creates a savings in the amount of: $ Has no fiscal impact Funds are (✓): Budgeted Line item(s): Included in Capital Improvement Plan x Not budgeted Not applicable Fund Balance Information Affected Fund (✓): x General SMIC Electric Wastewater Boat Harbor Parking F1 Wat F1 Healthcare Motor Pool Other Note: amounts are unaudited Fund Balance/Net position — unrestricted/unassigned $ 9,042,043 Finance Signature: dstl,►lyd r Attorney Review RYes Attorney Signature: Not applicable Comments: Administration Recommendation eApprove Resolution Other: 150 February 21,2023 R&M No. 2734.31 Stephen Sowell Assistant City Manager City of Seward,Alaska 410 Adams St.,City Hall Building Seward,Alaska 99664 RE: City of Seward Proposed Public Safety Building Needs Assessment&Site Selection Dear Mr. Sowell, CONSULTANTS, R&M Consultants, Inc. (R&M)is pleased to submit this fee proposal to the City of Seward under our On-Call 9101 VanguaTd Drive Engineering Services contract to conduct a Needs Assessment & Site Selection Study for a new Public AncboTage,Alaska 99507 Safety building(s). R&M will provide project management, planning, and civil engineering services. R&M is assisted by KPB Architects and Integrus Architecture for architectural design, cost estimating, and public phone:907.522.1707 safety facility expertise. Our team has developed the following scope from information provided by the fax:907.5223403 Assistant City Manager via e-mail and during subsequent conversations. Our proposed Time and Expense (T&E) fee estimate for the services described below is enclosed with KPB and Integrus subconsultant proposals. Task 1.0 Public Safety Building Needs Assessment Departments that may utilize the facility (or facilities) are the Police Department, Dispatch, Fire Department, EMS, Building Department,and the Department of Motor Vehicles.Work will include: 1. Define needed space requirements for each use within the proposed facility per local, state, and national standards. a. Research & review all applicable standards at local and state levels including City of Seward space standards/guidelines. 2. Define anticipated and desired space requirements for each use within proposed facility/facilities. a. Examine future needs of the community with respect to Public Safety. b. Conduct interviews with Departments who will use the facility, stakeholders,and the City Administration, preferably in person, to identify what is and is not working well, what might amend issues,and a list of desires from the perspective of staff. c. Recommend space requirements for the City of Seward in the future, considering the life of the facility. 3. Provide an overview of needed/required and anticipated/desired spaces. Task 2.0 Public Safety Building Site Selection Following determination of current future space requirements for the different City Departments that intend to utilize a new or renovated facility, R&M will lead a site assessment in close coordination with the Community Development Department. 1. Define locational criteria for each use within in the proposed facility per state and national standards and community growth and development best practices. 2. Prioritize location criteria. 3. Determine potential sites already owned by the City of Seward and other properties as directed by the Community Development Department and assess them per the locational criteria. 4. Recommend preferred sites for(1)standalone facilities and (2)a new combined facility. Task 3.0 Conceptual Designs&Cost 1. Conceptual design options for(1)standalone facilities and (2)a new combined facility. a. Programming recommendations: Efficiencies actualized in the building(s) with pairing of departments. b. Space Plans: Scaled visual representations of the programming recommendations 2. Engineers estimate of the cost to construct the proposed facilities and Project Funding Analysis, including O&M for a 10-20-year horizon. 153 3. Examine and identify potential grants and other external funding mechanisms for planning and construction of proposed facility/facilities. City Council Presentation (Task 3.5) Our team will present the completed Needs Assessment Report in person in Seward to the City Council and the City Administration. Deliverables: ■ Public Safety Building Needs Assessment&Site Selection Report o Needs Assessment o Site Selection o Conceptual Designs, Cost Estimates& Potential Funding Sources ■ Presentation to City Council and Administration in person Schedule: We can begin work within two weeks of receiving a Notice-to-Proceed (NTP). If we receive an NTP by March 15, 2023, we can deliver the draft Needs Assessment to the City of Seward for review by December 2023 with the ability to accelerate efforts as needed. A general anticipated schedule is as follows: • Task 1 completed by July 2023 • Task 2 completed by October 2023 • Task 3 and final project documentation completed by December 2023 Cost Estimate: Based on the scope and our understanding of the project, we propose a Time & Materials Fee amount of$201,492. We have attached a detailed breakdown of our estimated costs for your review. Should you have any questions or require additional information, please feel free to contact me at 646-9645. Sincerely, Accepted by the City of Seward R&M CONSULTANTS, INC. Stephen Sowell,Assistant City Manager Taryn Oleson-Yelle,AICP Planner& Public Engagement Coordinator (Signature) (Date) Attached: R&M Fee Proposal Integrus Architecture Scope Letter and Fee Proposal KPB Architects Scope Letter and Fee Proposal A& Innovating Today forAlaska's Tomorrow 154 rd nchorage,AK 22 gr7rF 7 0 ? 7R&M CONSULTANTS, INC. 1 FontSteet150• airbank,AK 901-0742270 Engineering and Planning Cost Estimate FIRM: R&M Consultants, Inc. CLIENT: City of Seward Project Name: Public Safety Building Needs Assessment&Site S Project No: 2734.31 Date: Feb 21, 2023 Task Department Task Description Labor Expenses Total Cost 1 Planning Needs Assessment $ 21,287 $ 77,835 $ 99,121 2 Planning Site Selection $ 14,324 $ 3,617 $ 17,941 3 Planning Conceptual Designs & Costs $ 13,768 $ 70,662 $ 84,430 Total $ 201,492 2/21/2023 City of Seward_Public Safety Needs Assessment Fee Estimate—Draft 1 of 4 Anchorage,AK 99507- ive R&M CONSULTANTS, INC. 2122 F ont9StreetD#r150'•Fairbanks,AK 99701.907 452.270 Engineering Cost Estimate FIRM: R&M Consultants, Inc. CLIENT: City of Seward Task: 1 Needs Assessment Project No: 2734.31 Date: Feb 21,2023 LABOR HOURS PER JOB CLASSIFICATION SUB-TASK SUB-TASK DESCRIPTION Utilities planning Lead Group Manager Planner Manager 1 Project Management 4 2 18 Meetings 6 2 16 Council Presentations 6 2 Space Requirements Research Local,State&National Standards 4 Population Projections 6 Land Use&Future Growth Areas 2 8 3 Stakeholder Interviews Prep&Coordiantion 10 Interviews/Site Visits(6) 40 Summaries 8 4 Results Report Draft 1 1 10 Final 4 TOTAL LABOR HOURS 11 7 130 LABOR RATES ($/HR) $225.15 $199.50 $133.95 LABOR COSTS ($) $2,477 $1,397 $17,414 EXPENSES COMMENTS: 1.Assumes 2023 rates DESCRIPTION QUANTITY UNIT PRICE MARKUP TOTAL 2.Travel to Seward for interview and site visits PRICE PRICE included in expense estimate Misc. Field Supplies 1 $ 150.00 $ 150.00 $ $ 150.00 R&M Vehicle Milage 512 $ 0.75 $ 384.00 $ $ 384.00 Lodging&Meals(2 nights suppor 4 $ 450.00 $ 1,800.00 $ $ 1,800.00 TOTAL EXPENSES $ 2,334 SUB-CONTRACTORS TASK DESCRIPTION FIRM TOTAL PRICE Architectual Design KPB $ 29,094 TOTAL LABOR $ 21,287 Architectual Design Integrus $ 39,543 TOTAL EXPENSES $ 2,334 SUBCONTRACTORS $ 68,637 SUBCONTRACTORS MARK-UP $ 6,864 TOTAL SUB- $ 68,637 TOTAL T&M COST $ 99,121 2/21/2023 City of Seward_Public Safety Needs Assessment Fee Estimate—Draft 2 of 4 R&M CONSULTANTS, INC. 212 F ont9Street#150•Fairbanks,AK 99701.907 452.5270 Planning Cost Estimate FIRM: R&M Consultants, Inc. CLIENT: City of Seward Task: 2 Site Selection Project No: 2734.31 Date: Feb 21, 2023 LABOR HOURS PER JOB CLASSIFICATION SUB-TASK SUB-TASK DESCRIPTION Planning Lead Manager Planner 1 Locational Criteria Development 1 16 Prioritization 1 8 Team Work Session 6 2 Site Identification and Analysis Site Visit&Documentation 8 Site Identification&Desktop Analysis 1 20 Scoring per Locational Criteria 1 8 Draft Results Presentation/Work Session 6 3 Recommendations Report Draft 1 20 Final 1 6 TOTAL LABOR HOURS 6 98 0 LABOR RATES ($/HR) $199.50 $133.95 LABOR COSTS ($) $1,197 $13,127 $0 EXPENSES COMMENTS: 1.Assumes site visit will be conducted as part of DESCRIPTION QUANTITY UNIT PRICE MARKUP TOTAL trip for Task 1 in-person interviews, therefore PRICE PRICE expenses are captured in Task1 Mileage to Seward Per Diem TOTAL EXPENSES SUB-CONTRACTORS TASK DESCRIPTION FIRM TOTAL PRICE Architectual Design Integrus $ 3,288.00 TOTAL LABOR $ 14,324 TOTAL EXPENSES SUBCONTRACTORS $ 3,288 SUBCONTRACTORS MARK-UP $ 329 TOTAL SUB- $ 3,288.00 TOTAL FIXED COST $ 17,941 2/21/2023 City of Seward_Public Safety Needs Assessment Fee Estimate—Draft 3 of 4 101 rd Drive Anchorage,AK 99507 R&M CONSULTANTS, INC. 212 Front gStreet#150'•Fairbanks,AK 99701•'9007.4 2?52707 Engineering Cost Estimate FIRM: R&M Consultants, Inc. CLIENT: City of Seward Task: 3 Conceptual Designs&Cost Project No:2734.31 Date: Feb 21,2023 LABOR HOURS PER JOB CLASSIFICATION SUB-TASK SUB-TASK DESCRIPTION Utilities planning Lead Group Manager Planner Manager 1 Conceptual Designs Programming Recommendations 4 Space Plans 2 4 2 Engineers Estimate Project Funding Analysis 2 2 O&M Costs 4 2 3 Potential Funding Sources Grant research and qualifications 1 10 Other External Sources 1 8 4 Needs Assessment&Site Selection Report Draft 4 2 18 Final 1 2 8 5 City Council Presentation Prep Meetings 8 In Person Meeting 8 TOTAL LABOR HOURS 13 6 72 LABOR RATES($/HR) $225.15 $199.50 $133.95 LABOR COSTS($) $2,927 $1,197 $9,644 EXPENSES COMMENTS: 1. Conceptual Design includes general DESCRIPTION QUANTITY UNIT PRICE MARKUP TOTAL spacing on selcted sites PRICE PRICE 2. Construction cost estimates provided at Misc.Field Supplies 1 $ 150.00 $ 150.00 $ $ 150.00 order of magnitude level 3.Travel for in person presentation to City R&M Vehicle Milage 512 $ 0.75 $ 384.00 $ $ 384.00 Council included in expenses Lodging&Meals(1 night for Coun 1 $ 250.00 $ 250.00 $ $ 250.00 TOTAL EXPENSES $ 784 SUB-CONTRACTORS TASK DESCRIPTION FIRM TOTAL PRICE B Architectual Design KPB $ 23,079 TOTAL LABOR $ 13,768 Architectual Design Integrus $ 40,446 TOTAL EXPENSES $ 784 SUBCONTRACTORS $ 63,525 SUBCONTRACTORS MARK-UP $ 6,353 TOTAL SUB- $ 63,525 TOTAL T&M COST $ 84,430 2/21/2023 City of Seward_Public Safety Needs Assessment Fee Estimate—Draft 4 of 4