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The Path Forward

Recommended Facilities Renovation Plan for the Municipal Center


In the Wake of the 31 May 2019 Events
Tuesday, 02 July, 2019
Option 1: Design-Bid-Build Enhanced City Hall
• Overview:
• Stop award of New City Hall as currently designed
• Use available CIP Funds to have AE prepare concepts
• Example: New City Hall, relocated westward, with wings on each side – 234,000 SF
• PW / PU / Planning / IT into the wings
• Demolish B-2
• Use available CIP Funds to prepare 100% construction documents
• Re-advertise for new project bids
• Select low bidder
• Build Enhanced New City Hall
• Continue with current plan for separate CIPs for Public Safety Building
Renovation and/or Building One Renovation

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Option 1: Design-Bid-Build Enhanced City Hall
(Continued)
• Cost: $144.5M
• Enhanced City Hall: $95.5M
• $5M from CIP 3-072 already spent on design and IT fiber relocation
• $35M / 134,000 = $261.19 per SF
• 234,000 SF x $261.19 per SF = $61M for construction
• Additional Design - $3M
• FF&E - $5M
• IT - $5M
• A/V - $7M
• Moving Expenses - $500,000
• Contingency - $9M (10%)
• Renovate B-1: $30M
• Renovate B-11: $19
** It’s possible that either B-1 or B-11 would not need renovated

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Option 1: Design-Bid-Build Enhanced City Hall
(Continued)
• Schedule
• Develop and present enhanced City Hall concepts: 1 August 2019
• Prepare 100% Construction Documents and solicit: 1 June 2020
• Open bids: 15 July 2020
• Award Construction Contract: Fall 2020
• NTP: Fall 2020
• Construction Completion: Fall 2023
• Design and Renovate B-1 and B-11: Spring 2021 – Fall 2025
• CIP / Funding Timing
• $50M authorized
• $45.5M required in FY21
• $49M required in FY22

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Option 1: Design-Bid-Build Enhanced City Hall
(Continued)
Pro’s Con’s
• Complete control of design – • Slowest delivery method
you get exactly what you want. • Extends stay / risk in B-1 by 2
• All City core-services delivered years
under a single roof. • Still need to place VBPD into
• Price is determined renovated B-1 or move out and
competitively. renovate B-11. Delays PD
occupancy to 2025.

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Option 2: Solicited PPEA for B-2, B-1 and B-11
• Concept:
• Prepare Brief Requirements Document for One Project
• 1st Precinct and Police Admin into a Renovated B-2, 1st / 2nd/ 3rd Floor
• B-11, 57,588 SF
• B-2, 1st / 2nd / 3rd Floor, 66,226 SF
• New Parking Lot, thanks to CIP 3-072 New City Hall
• Data Center would remain in B-2
• Public Works and IT into a Renovated B-1
• B-2 PW and IT Space – 60,000 SF
• Renovated B-1 SF – 86,973 x .80 = 69,578 SF
• Public Utilities and Planning into a Renovated B-11
• B-2 PU and Planning Space – 40,152 SF
• Renovated B-11 SF – 57,588 SF x .80 – 46,070 SF

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Option 2: Solicited PPEA for B-2, B-1 and B-11
(Continued)
• Concept:
• Solicit PPEA Design/Build Concepts and Qualifications
• Select preferred DB Team based upon preferred concept and qualifications
• Negotiate GMP and Contingencies with Selected Team
• Sign Comprehensive Agreement
• Get to Work – B-2 first, followed by B-1 and B-11 at the same time
• CIP for New City Hall is not altered and proceeds simultaneously, as planned
• Cost: $129M
• $30M for B-1
• $30M for B-2
• $19M for B-11
• $50M for New City Hall

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Option 2: Solicited PPEA for B-2, B-1 and B-11
(Continued)
• Schedule
• Develop Requirements Document and Solicit PPEA: 1 August 2019
• Receive PPEA Proposals: 1 October 2019
• Select preferred DB Team: 1 December 2019
• Negotiate GMP and Contingencies with Selected Team: 15 February 2020
• Sign Comprehensive Agreement: 1 April 2020
• NTP: 1 May 2020
• B-2: Start May 2020, Finish Summer 2021, Move VBPD Fall 2021
• B-1 / B-11: Start Fall 2021, Finish Spring 2023, Move PU/PW/IT/PLNG Summer 2023
• CIP / Funding Timing
• $50M authorized
• $30M required in FY20
• $49M required in FY21

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Option 2: Solicited PPEA for B-2, B-1 and B-11
(Continued)
Pro’s Con’s
• Prep of Requirements Doc is • Design for PD, PW, PU, IT and
Planning in a Design-Build format
fast and easy would be challenging. Owner
• PPEA of this magnitude brings gives up “control” of requirements
to PPEA team.
select group of • Specialized design of PD and Data
designers/builders Center are challenging in a PPEA
• Selection based upon • Price is fixed at signing of
Comprehensive Agreement.
qualifications, not price Changes are hard to
• Very fast delivery method accommodate.

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Option 3: Design-Build RFP for B-2, B-1 and B-11
• Concept:
• Prepare Comprehensive Bridging Documents for a Single Project
• 1st Precinct and Police Admin into a Renovated B-2, 1st / 2nd/ 3rd Floor
• B-11, 57,588 SF
• B-2, 1st / 2nd / 3rd Floor, 66,226 SF
• New Parking Lot, thanks to CIP 3-072 New City Hall
• Data Center would remain in B-2
• Public Works and IT into a Renovated B-1
• B-2 PW and IT Space – 60,000 SF
• Renovated B-1 SF – 86,973 x .80 = 69,578 SF
• Public Utilities and Planning into a Renovated B-11
• B-2 PU and Planning Space – 40,152 SF
• Renovated B-11 SF – 57,588 SF x .80 – 46,070 SF

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Option 3: Design-Build RFP for B-2, B-1 and B-11
(Continued)
• Concept:
• Post Request for Design-Build Proposals
• Select “Best Value” DB team, price and technical factors considered
• Award Design-Build Contract
• Get to Work – B-2 first, followed by B-1 and B-11 at the same time
• CIP for New City Hall is not altered and proceeds simultaneously, as planned
• Cost: $133M
• $30M for B-1
• $30M for B-2
• $19M for B-11
• $4M for preparation of bridging documents
• $50M for New City Hall

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Option 3: Design-Build RFP for B-2, B-1 and B-11
(Continued)
• Schedule
• Develop Bridging Documents and Solicit: 1 April 2020
• Receive RFP Proposals: 1 June 2020
• Award Design-Build Contract: 15 July 2020
• NTP: 15 Aug 2020
• B-2: Start Aug 2020, Finish Fall 2021, Move VBPD in early 2022
• B-1 / B-11: Start Spring 2022, Finish Summer 2023, Move PU/PW/IT/PLNG in Fall
2023
• CIP / Funding Timing
• $50M authorized
• $4M required in FY20
• $30M required in FY21
• $49M required in FY22

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Option 3: Design-Build RFP for B-2, B-1 and B-11
(Continued)
Pro’s Con’s
• DB RFP of this magnitude brings • Completing design for PD, PW,
select group of PU, IT and Planning in a Design-
designers/builders Build format would be
• Fast delivery method challenging, but Bridging
Documents provide much more
• Selection based upon guidance than PPEA process.
qualifications and price
• Price is fixed at signing of DB
• Price is determined contract. Changes are hard to
competitively accommodate.
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Summary Comparison
Total Cost Final Completion Notes

Option 1: $95.5M + $49M = $144.5M Fall 2025 $49M is cost of B-1 and B-11,
(Enhanced final completion is date of VPPD
City Hall) move into new facility

Option 2: $79M + $50M = $129M Summer 2023 $50M is cost of New City Hall
(PPEA)

Option 3: $83M + $50M = $133M Fall 2023 $50M is cost of New City Hall
(DB RFP)

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Recommendation
Option 3
Design-Build RFP for B-2, B-1 and B-11

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3-174 Operations Facilities Renovations – NEW!
Programmed Appropriated
Current Program Funding to Date FY 21 FY 22 FY 23 FY 24 FY 25 Future
City Funding 7,000,000 4,000,000 2,000,000 0 1,000,000 0 0 76,000,000

• Budget estimate: $83,000,000


• $4M needed in FY20 for preparation of Design-Build Bridging Documents
• Renovate and reconfigure B-2 for VBPD 1st Precinct and Police Admin
• Renovate and reconfigure B-1 and B-11 for PU / PW / Planning / IT

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Option 3: How Would We Pay For It?

• $4M in FY20
• $2,063,346 Transfer from CIP 3-025, B-2 Electrical Upgrade and Cancel CIP
• $800,000 Transfer from CIP 3-160, B-1 Renovations and Cancel CIP
• $154,533 Transfer from CIP 3-157 Facilities Planning Services
• $982,121 Transfer from General Fund, Fund Balance
• $30M in FY21 – address during FY21 Budget Process
• $49M in FY22 – address during FY21 Budget Process

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3-025 Building 2 - Electrical Upgrade – CANCEL
Transfer Balance of $2,063,346
Programmed Appropriated
Current Program Funding to Date FY 21 FY 22 FY 23 FY 24 FY 25 Future
City Funding 2,138,400 2,138,400 0 0 0 0 0 0

• Project will provide panel upgrades and replacements to improve the electrical power
infrastructure in the Operations Building.
• Require the removal and replacement of the main switchgear.
• Design Completion: January 2019
• Construction Contract Advertisement/Solicitation: February 2019
• Estimated Construction Contract Notice To Proceed: April 2019
• Estimated Substantial Completion: March 2020 18
3-160 Building One Renovations – CANCEL
Transfer $2,800,000
Programmed Appropriated
Current Program Funding to Date FY 21 FY 22 FY 23 FY 24 FY 25 Future
City Funding 2,800,000 800,000 2,000,000 0 0 0 0 26,296,199

• Budget Estimate $29,096,199


• Hazardous material removal
• Modernize MEP infrastructure
• Open office workplace
• Consolidate departments
• Improve energy efficiency and operational costs
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3-512 Public Safety Building Renovation – CANCEL
Transfer $1,000,000
Programmed Appropriated
Current Program Funding to Date FY 21 FY 22 FY 23 FY 24 FY 25 Future
City Funding 1,000,000 0 0 0 1,000,000 0 0 17,582,893

• Budget estimate: $18,582,893


• Upgrade and replace increasingly malfunctioning 1974
systems:
• Mechanical / Electrical
• Computer/telecom infrastructure
• Building security
• Reconfigure building spaces to meet current and future
department needs 20
3-157 Facility Planning Services
Transfer $154,533 from ATD
Programmed Appropriated to
Current Program Funding Date FY 21 FY 22 FY 23 FY 24 FY 25
City Funding 1,700,000 450,000 250,000 250,000 250,000 250,000 250,000

• FY 19-20
• Public Safety Building Programming Study
• Building 1 Repurposing Programming Study
• Law Enforcement Training Academy Programming Study
• Municipal Center Facility Renovation Sequencing
• FY20-21
• Beach Maintenance Facility – Site Analysis
• Municipal Center Facility Renovation Sequencing
• Excess Facility Demolition Planning
• Central Plant Alternatives Study
• FY21-22
• Leroy Drive Fleet Operations Replacement Study
• Building Design Standard – Fire Stations
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3-174 Operations Facilities Renovations – NEW!
Programmed Appropriated
Current Program Funding to Date FY 21 FY 22 FY 23 FY 24 FY 25 Future
City Funding 7,000,000 4,000,000 2,000,000 0 1,000,000 0 0 76,000,000

• Budget estimate: $83,000,000


• $4M needed in FY20 for preparation of Design-Build Bridging Documents
• Renovate and reconfigure B-2 for VBPD 1st Precinct and Police Admin
• Renovate and reconfigure B-1 and B-11 for PU / PW / Planning / IT

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Discussion

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