02-06-2007 - Selection of Consultants for Fire Station Location Study/Facility Needs Assessment & Police Station Facility Needs Assessment•
City of West Covina
Memorandum
AGENDA
TO: Andrew G. Pasmant, City Manager ITEM NO. D-4a
and City Council DATE February 6, 2007
FROM: Richard Elliott, Fire Chief
Frank J. Wills, Chief of Police
SUBJECT: SELECTION OF CONSULTANTS FOR THE FIRE STATION LOCATION
STUDY/FACILITY NEEDS ASSESSMENT AND POLICE STATION
FACILITY NEEDS ASSESSMENT
RECOMMENDATION:
It is recommended that the City Council approve the following recommendations.
Accept the proposal of RRM Design Group of San Juan Capistrano, California, in the
amount not to exceed $30,000 for the preparation of a fire station location study/facility
needs assessment and authorize the Fire Chief to execute an agreement with said firm for
the work to be done.
2. Accept the proposal of WMM Associates of Los Angeles, California, in the amount not to
exceed $30,000 for the preparation of a police facility needs assessment and authorize the
Chief of Police to execute an agreement with said firm for the work to be done.
DISCUSSION:
These studies were approved by the City Council at the September 19, 2006 City Council meeting
during the 2006-2008 Budget follow-up items discussion. During the meeting, City Council
authorized a total of $60,000 from the Construction Tax Fund (160) to fund the two studies. The
scope of the studies are to analyze, evaluate, and report on the facility needs of the City's Fire
and Police Departments to determine if existing facilities are appropriately suited to support
public safety services to the community in the years 2007, 2017, and 2027. While the fire station
location study should include all five fire stations, the evaluation for the Police Department will
primarily concentrate on the existing facility.
The fire station location study/facility needs assessment will include the following:
L Evaluation of existing primary response area boundaries, including apparatus placement
by type (engine, ladder truck, ambulance, and duty chief officer).
2. Recommendations for improved fire station locations to maximize response effectiveness
and minimize response times.
3. Recommendation for the placement of the Fire Administration office.
4. Recommendations for centralizing a classroom/meeting room to accommodate in-service
training.
5. Recommendations on lot size and building size (square footage) requirements.
6. Recommendations on accommodations (potential number of personnel, mixed gender
occupancy, ADA accommodations, command staff quarters, etc.).
7. Recommendations on building security and essential facility considerations.
8. Construction cost estimates.
The police facility needs assessment will include the following:
l . Projections on the number of personnel for the years 2007, 2017, and 2027.
2. Assessment and estimate of space needs requirements.
3. Recommendations on the feasibility of adding additional space to the existing facility.
4. Recommendations on the best options that will meet the long-term goals of the City and
Police Department.
5. Construction cost estimates.
ZACity Council Staff Reports\2007\Selection of Consultants for the Fire Station Location Study Facility Needs Assessment.doc
• . 0
Andrew G. Pasmant, City Manager
and City Council
Page 2 — February 6, 2007
Requests for proposals were mailed to twenty-six consulting firms. Seven proposals were
received and opened on November 30, 2006. Pricing ranged from $59,385 io $257,400.
Members 'from the Fire, Police, and Finance Departments conducted interviews with the three
firms that best met the City's scope of service as outlined in the purchasing specification, and the
same questions were presented to each firm. Upon completion of the interviews, each firm was
scored based on experience with like projects, knowledge of essential facilities, and whether
construction costs estimates would be included as a component of the report. The Fire
Department identified a vendor with the highest score related to fire station facilities while the
Police Department selected a different firm with a strong background in police facilities.
Each of the recommended consultants advised that their firms could initiate and complete the
studies within the 90-day timeframes as stipulated in the Request for Proposal.
ALTERNATIVES:
Listed below are the following alternatives.
1. The City Council could decide not to proceed with these studies. The decision would
eliminate staff s ability to gather the data necessary for the development of long-term
plans for meeting the facility needs of the Police and Fire Departments.
2. The City Council may decide to award the contract to a consultant other than the
recommended consultant.
3. Provide other direction.
FISCAL IMPACT:
The funding for this project was approved by the City Council as part of the fiscal year 2006-
2008 Budget follow-up at the September 19, 2006 City Council meeting. The City Council
authorized a total of $60,000 ($30,000 each) from the. Construction Tax Fund (160) to fund the
two studies.
,4V"
Prepar by: Randy Isaman
Assistant Chief
Reviewed/Approved by: Richard Elliott
Fire Chief
Reviewed/Approved by:
Finance
Reviewed/Approve by: Frank J. Wills
Chief of Police
ZACity Council Staff Reports\2007\.Selection of Consultants for the Fire Station Location Study Facility Needs Assessment.doc