CITY OF TALLAHASSEE
CITY COMMISSION AGENDA ITEM
ACTION REQUESTED ON: June 24, 2009
SUBJECT/TITLE: Discussion of Contract Award for Architectural Design of the Public Safety Complex
TARGET ISSUE: N/A
STATEMENT OF ISSUE:
On December 13, 2006, the Leon County (County) and City of Tallahassee (City) Memorandum of Agreement was executed formalizing the creation of the Public Safety Communication Board (PSCB) to move forward with the consolidation of dispatch systems and the development of the Public Safety Complex.
The Leon County Board of County Commissioners (Board) on May 12, 2009, and the City of Tallahassee Commission (Commission) on May 13, 2009, approved the PSCB Selection Committee’s recommendation of Clemons Rutherford & Associates/Morris Allen Joint Venture (CRA/Morris Allen JV) to provide architectural and engineering design services for the Public Safety Complex and directed staff to proceed with contract negotiations.
Because of the Public Safety Complex’s priority, the Commission meetings’ summer schedule, and the need for these architectural services to begin, staff requests City Commission approval for the City Manager to execute the CRA/Morris Allen JV contract contingent upon the City’s share of the contract amount not exceeding $1,000,000.00.
RECOMMENDED ACTION
Option 1 – Approve the City Manager’s execution of the CRA/Morris Allen JV contract to provide architectural and engineering design services for the Public Safety Complex contingent upon the City’s share of the contract amount not exceeding $1,000,000.00. Also approve the transfer of $1,500,000.00 from the Future Capital Bond Construction Fund to Project Number 08162 (Public Safety Complex) to fund these architectural services, future construction management services, permit fees and other contractual design services to support these architectural design services.
FISCAL IMPACT:
Funding for the City’s one-half share of this contract amount will come from the Future Capital Bond Construction fund. The Budget Office has reviewed this item and concurs that it meets City budget guidelines.
Gabriel P. Menendez, Director, Public Works Department
Anita Favors Thompson, City Manager
For further Information, please contact: Gabriel P. Menendez, Director, Public Works Department (850) 891-8197.
SUPPLEMENTAL MATERIAL/ISSUE ANALYSIS
HISTORY/FACTS & ISSUES
In April 2006, the City, County and Sheriff Campbell agreed to the creation of a joint dispatch operation for public safety agencies, which included the Leon County Sheriff, Leon County Emergency Medical Services, Tallahassee Police Department, and Tallahassee Fire Department.
The Commission, along with the Board and the Leon County Sheriff authorized the creation of the PSCB as the oversight body for public safety communications. The PSCB replaces the Management Oversight Committee, established by the July 23, 1999 agreement regarding the 800 MHz system. On December 13, 2006, the Memorandum of Agreement was executed formalizing the creation of the PSCB to move forward with the consolidation of dispatch systems. It is the goal of the PSCB to improve services to the public by more efficient handling of both emergency and non-emergency calls and by providing effective deployment of resources.
On May 9, 2008, the PSCB recommended issuance of a Request for Proposal (RFP) for Program Management services related to the management of design and construction activities of the joint dispatch facility and recommended consolidation of the Leon County Emergency Medical Services and the Tallahassee Fire Department Administrative offices within this facility.
The Commission on May 28, 2008, and the Board on June 10, 2008, approved the issuance of an RFP for Program Management services related to management of the design and construction activities of the combined facility.
On June 18, 2008, the Commission approved a Joint Project Agreement with the Florida Department of Transportation to site, construct and manage a Regional Transportation Management Center (RTMC) and its associated telecommunication infrastructure, Freeway Management System, Intelligent Transportation System infrastructure and License Plate Reader project.
On June 26, 2008, the PSCB recommended that the Design Architect and the Construction Manager At-Risk be hired at the earliest possible date, and that the Commission and Board approve issuance of an RFP for both Architectural and Engineering Design services and Construction Manager At-Risk services.
The Board on December 9, 2008, and the Commission on December 10, 2008, approved the Memorandum of Agreement for the City and County to share equally in all costs associated with the design and construction of the Public Safety Facility, consisting of the Tallahassee-Leon County Public Safety Communication Center, City Regional Transportation Management Center, City Fire Administration Headquarters, County Emergency Management Services Headquarters, and the County Emergency Operations Center, now being referred to collectively as the Public Safety Complex.
The Board on December 9, 2008, and the Commission on December 10, 2008, approved the selection of URS Corporation as the Program Manager for the Public Safety Complex, with a notice to proceed issued on March 2, 2009.
The Board on January 15, 2009, and the Commission on January 28, 2009, approved issuance of an RFP for Architectural Engineering Design Services for the Public Safety Complex.
On May 4, 2009, Leon County Purchasing Division issued an RFP for Construction Management Services for the Public Safety Complex following Leon County’s procurement procedures.
The Board on May 12, 2009, and the Commission on May 13, 2009, approved the PSCB Selection Committee’s recommendation of CRA/Morris Allen JV to provide architectural and engineering design services for the Public Safety Complex and directed staff to proceed with contract negotiations.
Staff from the County, City, URS and CRA/Morris Allen JV have nearly completed negotiations on the contract terms, scope of services, and fees. The contract will provide for professional architectural and engineering design services, specialty systems design, construction services, systems commissioning, construction start-up, final closeout, and occupancy coordination. The County’s Minority, Women and Small Business Enterprise (MWSBE) office established an aspirational target of 18% Minority Business Enterprise (MBE) and 9% Women Business Enterprise (WBE) which CRA/Morris Allen JV will meet in this contract.
The Board’s approval of this contract is scheduled for July 14, 2009. Due to the time needed to complete the contract and the Commission’s summer schedule, the earliest date for their approval of this contract is August 19, 2009. The Commission has implemented the “Fast Track” process of contract execution giving the City Manager authority to execute Capital Project contracts if they are within the established budget limits. This agenda requests Commission approval for transfer of funds to provide funding for these and other immediate services, and approval for the City Manager to execute this contract. If the Commission approves these requests, the architect could begin work during the Commission’s summer break to further the development of the Public Safety Complex site.
OPTIONS
1. Approve the City Manager’s execution of the CRA/Morris Allen JV contract to provide architectural and engineering design services for the Public Safety Complex contingent upon the City’s share of the contract amount not exceeding $1,000,000.00. Also approve the transfer of $1,500,000.00 from the Future Capital Bond Construction Fund to Project Number 08162 (Public Safety Complex) to fund these architectural services, future construction management services, permit fees and other contractual design services to support these architectural design services.
Pros:
Approval of the contract award is required to advance the development of the Public Safety Complex.
Continues and advances the design of the Public Safety Complex.
Advances the efforts to accommodate the RTMC, and enables the City to be reimbursed for project costs by the Department of Transportation.
Cons:
Funds for this project could be used for other projects in the future.
2. Do not approve the recommendation to award a contact to CRA/Morris Allen JV providing architectural and engineering design services for the Public Safety Complex and direct staff to proceed with alternate direction.
Pros:
There would be no fiscal impact to the City.
Cons:
Jeopardizes using the selected site for a centralized joint dispatch.
County can move forward with relocating Sheriff, EMS, EOC and other County facilities on the site thus squelching the joint dispatch use of the site.
May require finding an alternative site for the RTMC.
May delay the completion schedule of the Public Safety Complex.
ATTACHMENTS
None