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HomeMy WebLinkAboutCC RESO 14,468RESOLUTION NO. 14,468 RESOLUTION AUTHORIZING APPROPRIATION OF FUNDS AND AWARDING OF CONTRACT PERTAINING TO THE SPACE REQUIREMENTS STUDY WHEREAS, the approved capital improvement budget for FY 1984-85 provided $10,000.00 for the city to obtain professional services to conduct a '.^ study to determine space requirements for the various city departments; and v .. WHEREAS, the city solicited proposals from several consulting firms to undertake such a study; and WHEREAS, out of three proposals received city staff has determined that the firm of Oremen Associates is best qualified to conduct the study in accordance with the conditions set forth in the request for proposal; and WHEREAS, the price quoted by Oremen Associates is $11,750.00, which is over the budgeted amount of $10,000.00. NOW, THEREFORE, BE IT RESOLVED that the City Council authorizes, appropriates and directs the following transfer of funds be made in order to meet the necessary budget requirements: AMOUNT: $2,000.00 FROM: 001-2411 (General Fund, Unappropriated Reserves) TO: 001-409-500-598-1343 (Space Requirement Study) PURPOSE: To supplement amount budgeted for a space requirements study BE IT FURTHER RESOLVED that the City Council reject all other proposals for the space study, except that herein mentioned, and hereby awards the contract for doing said work to Oremen Associates. PASSED and ADOPTED this 13th day of November, 1984. ATTEST: City of National City Public Works Department 2100 Hoover Ave., National City, CA 92050-6599 (714)477-1181 November 14, 1984 Mr. Edward L. Oremen Oremen Associates 3633 Camino del Rio South, Suite 101 San Diego, California 92108 Dear Mr. Oremen: The City of National City accepts your proposal to provide a study of space requirements of city functions contained in your letter of October 4, 1984, as modified by your letter of October 18, 1984, in response to the city request for,proposal of September 24, 1984, all of which are included herein by reference. The work includes determining space requirements for appropriate city departments by conducting interviews in person and by use of questionnaires, and by visiting facilities of nearby jurisdictions; presenting priced alternative methods of meeting requirements established; and making presentations of work in progress to the steering committee and of completed work to the City Council. The work is to be started within five (5) calendar days of the date of this letter, and the final report submitted within sixty (60) calendar days there- after (i.e., by January 18, 1985). Payment will be made by the city based upon the following billing schedule: 50% at submission of the 70% report 40% upon acceptance of the final report 10% upon completion of required presentations The total cost shall not exceed $11,750.00 CRW:abc d;) C. . WILLIAMS, JRR.kokr~ Public Works Director Ver trul Yours, DUPLICATE ORIGINAL Oremen ning CSSociate5 architactura g plan October 4, 1984 C.R. Williams, Jr. Public Works Director City of National City 2100 Hoover Ave. National City, CA 92050-6599 Re: Study of Space Requirements of City Functions Located in Civic Center Complex Dear Mr. Williams: In response to your request for proposal, dated September 24, 1984, we propose to conduct a study to determine the following: A. Present and future space requirements of City departments and functions located in Civic Center complex. B. Analyze need for interrelation between departments to determine which, if any, could be relocated away from Civic Center complex. C. Determine whether departments or functions presently remote from Civic Center complex could function more efficiently by being relocated to Civic Center. D. Analyze options available for obtaining additional space including 1. Expansion of Civic Center complex. 2. Construction of new facilities in close proximity to Civic Center. 3. Construction of new facilities on remote site. E. Analyze schedule and cost implications of various options. Determine which seems the most viable. F. Study options for interim solutions prior to anticipated date for com- pletion of new facilities. We have analyzed the scope and projected the man-hours necessary to complete this study. We estimate that the professional fees for this work will be approximately $20,700.00. Enclosed is a brief resume and description of our firm, plus resumes of the ' key people who will be assigned to this project. Also enclosed is an outline of the methodology which we would follow to complete the study. MEMBERS OF THE AMERICAN INSTITUTE OF ARCHITECTS 3633 CAMINO DEL RIO SOUTH SUITE 101 SAN DIEGO, CALIFORNIA 92108 (619) 283-5541 C.R.0Williams, Jr. City of National City Re: Study of Space Requirements October 4, 1984 Page 2 Thank you very much for the opportunity to present this proposal. If you have any questions or if I can provide any additional information, please contact me. Yours very truly, Edward L. Oremen, A.I.A. ELO/jjo enclosures Oremen cinociates arct,Iitactura g planning October 18, 1984 C.R. Williams Jr. Public Works Director City of National City 2100 Hoover Avenue National City, CA 92050-6599 Re: Proposed Study of Space Requirements for Various City Departments Dear Mr. Williams: OCT 2219g NA IIONAL CITY PUBLIC WORKS DEPT. Since my meeting with you and Chief Hart on Tuesday, October 16, 1984, I have studied the Changes in Scope which we discussed at that meeting. The Revised Scope which we established is as follows: 1. Prepare questionnaire regarding space requirements of various City Departments. Present to Staff for distribution and return to our office. 2. Review questionnaire input and input received from client regarding long range planning of various City Departments. 3. Conduct telephone conferences as necessary to clarify input received. 4. Conduct a maximum of three follow-up interviews with Department Heads. 5. Catalogue and organize data received. 6. Spend a maximum of 16 hours studying operation and future planning of. Police Department. 7. Visit Escondido and El Cajon Police Departments in company with Chief Hart. 8. Gather SANDAG Projections for future growth of National City. Utilize this and other projections to evaluate long-range growth projections prepared by Police Department. 9. Establish present space requirements of Police Department based upon current workload and staffing. 10. Evaluate future space requirements of Police Department. MEMBERS OF THE AMERICAN INSTITUTE OF ARCHITECTS 3633 CAMINO DEL RIO SOUTH SUITE 101 SAN DIEGO, CALIFORNIA 92108 (619) 283-5541 -r C.R. Williams Jr. Public Works Director City of National City Re: Proposed Study of Space Requirements for Various City Departments Page 2 October 18, 1984 11. Study Feasibility of expanding existing Civic Center Complex. Determine maximum square footage which could be added to existing facility, probable cost,and impact on accessibility to public, vehicle storage and circulation, etc. 12. Make recommendations regarding utilization of existing civic center complex if Police Department were to be relocated. 13. Establish requirements for new Police Department complex to be located remote from Civic Center. Include building square footage, site area to be utilized for parking and vehicular storage and total site area required. Suggest budget for development of a site which would be assumed to be level,regular in shape,and suitable for development without unusual foundation problems, utility or street extensions, etc. 14. Meet with select members of Steering Committee and review findings plus preliminary conclusions. 15. Prepare draft of final report and submit to City for review by Steering Committee and other members of City Staff. 16. Review City comments directed to draft report. Confer with members of Steering Committee to resolve comments. 17. Prepare final report and submit twenty copies to City. 18. Present findings and conclusions of report to City Council. 19. Attend follow-up conference with designated members of City Staff. We estimate that the above services can be performed for a fee Not. to Exceed $12,000.00. This estimate includes costs of reproducing and binding reports. Our earlier submittal indicated that the work would be performed jointly by myself and another member of our staff. Since our meeting, I have reconsidered this approach and it is my opinion that the most efficient _way to conduct a study of this scope is to have all the data gathering and analysis performed by one person. Since I have already gathered a certain amount of information and formed some preliminary conclusions of my own, I would be the person in our office responsible for the bulk of the work connected with the study. C.R. Williams Jr. Public Works Director City of National City Re: Proposed Study of Space Requirements for Various City Departments Page 3 October 18, 1984 ' Thank you very much for the opportunity to re-evaluate our proposal. Please give me a call if you have any questions. As I stated before,we are very excited about this opportunity and we look forward to working with you and other members of the City Staff to develop sound conclusions and recommendations. Yours very truly, Edward L. Oremen, A.I.A. cc: Chief Terry Hart, National City Police Department City of National City Public Works Department 2100 Hoover Ave., National City, CA 92050-6599 (714) 477-1181 September 24, 1984 Oremen Associates 3633 Camino del Rio South, Suite 101 San Diego, California 92108 Attention l+ir. Edward L. Oremen REQUEST FOR PROPOSAL/SPACE REQUIREMENTS Gentlemen: • The City of National City hereby solicits your proposal to research, study, and produce a comprehensive report on the space requirements of city functions that either are currently, or could or should be located in the Civic Center complex. The report would include the following: • Both current space deficiencies and mid -range (7 to 10 years) space requirements for all departments and functions above, by department. . An analysis of options for obtaining additional space (including adding to existing building, construction near existing building, remote construction on either city -owned or privately owned land, as a minimum). Such analysis would speak to customer services capabilities, construction cost, and adverse impacts on city services and other adverse impacts during the construction period. A discussion of the desired time frames for action (to include necessity and feasibility of leasing during period between now and beneficial occupancy of new facilities). A mini report, which would be of one page only, with the top 1/4 describing the physical changes to be made and the bottom 3/4 containing justification for the expenditures, shall be included as a part of the report. A verbal and written presentation by the contractor shall be made at the 70% level. It is anticipated that the completed report will be presented within 60 days of award. 2 The city will provide data with respect to current organization and functions, current and projected numbers of employees, and will make available any city drawing needed for the study. The City of National City has approximately 250 total employees, of which 93 are police and 41 are fire. All of the police department and approximately 60 general employees currently work in (or out of) the Civic Center building. The building itself is a 20-year old masonry municipal building at 1243 National City Boulevard. Some overcrowding is present now to the extent that relief is required. Your proposal should contain at least a section outlining the numbers and types of people in your firm, and a listing of representative jobs of a similar nature including contacts for each. It should also contain an estimated cost for the completed study, a time frame, and the name of the person in your organization who will accomplish most of the effort for this job. If your firm is interested in performing the work, please submit your proposal with eight (8) copies to the City Clerk of the City of National City at 1243 National City Boulevard, National City, CA 92050, no later than 4:00 p.m., Friday, October 5, 1984. If you have any questions, please contact the city's Public Works Director, C. R. Williams, at 477-1181, extension 36. 011. . C. R. WTilliams, Jr. Public Works Director CRW/abc