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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