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CC 2012-11-27_10.a. Site Selection for Police Station ProjectTO: FROM: MEMORANDUM CITY COUNCIL STEVEN ADAMS, CITY MANAGER ~ TERESA MCCLISH, DIRECTOR O~MMUNITY DEVELOPMENT STEVEN ANNIBALI, POLICE CHIEF SUBJECT: CONSIDERATION OF SITE SELECTION FOR POLICE STATION PROJECT DATE: NOVEMBER 27, 2012 RECOMMENDATION: It is recommended the City Council direct staff to; 1. Approve selection of the site and conceptual site plan for the West Branch Street property as the Police Station site if the Recreation Center project does not proceed; 2. Approve expansion or replacement of the existing facility as the alternate plan if the Recreation Center project proceeds; 3. Direct staff to proceed with final site plan and environmental review for consideration in March 2013; 4. Direct staff to prepare a recommended process for sale of the three residential lots on Old Ranch Road; 5. Direct staff to submit an application to the United States Department of Agriculture for a Rural Development Community Facilities low-interest loan; and 6. Direct staff to prepare a relocation plan if the alternate plan becomes necessary. IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: The architect has provided a cost estimate range for each option. The projected costs are based upon the middle of each range. Detailed cost estimates for each option are attached. However, please note that these are very preliminary cost estimates at this stage. Cost estimates for revenue from the sale of land are conservative projections based on feedback received from a number of local realtors and developers contacted. The project will require an intensive amount of additional staff time. However, the project is included as a high priority in the City's Critical Needs Action Plan. Cost estimates include funding for construction management. Item 10.a. - Page 1 CITY COUNCIL CONSIDERATION OF STATUS REPORT FOR THE POLICE STATION PROJECT NOVEMBER 27, 2012 PAGE2 Option I -Recommended Preferred Option A summary of the estimated costs for the preferred alternative, which consists of constructing a new station at the West Branch Street, is as follows: Construction (including contingency) Design, Engineering, Inspection Furniture and Equipment Financing Administrative Costs Total The following revenues are proposed: Existing Local Sales Tax Funds Recommended Increase in FY 2012-13 Local Sales Tax Funds FY 2013-14 Programmed Local Sales Tax Funds USDA 30-Year Financing Sale of Old Ranch Road Residential Lots Sale of Existing Police Station Property Sale of Remaining Portion of West Branch Property Total $5,020,125 $726,603 $100,000 $50,000 $5,896,728 $650,000 $75,000 $80,000 $3,300,000 $640,000 $650,000 $750,000 $6,145,000 Financing revenue projections are contingent upon USDA approval at the program's current interest rate of 3.5% Option II A and B If the Recreation Center project proceeds and the West Branch Street property is not available, it is recommended the City pursue acquisition of the adjacent property and the existing station be expanded or replaced with a new building on the existing site. Option II A: In order to remodel and expand the station, the following costs are estimated: Construction (including contingency) Design, Engineering, Inspection Property Acquisition Relocation Furniture and Equipment Financing Administrative Costs Total $3,858,078 $698,969 $350,000 $200,000 $75,000 $50,000 $5,232,047 The cost for property acquisition is based on a very preliminary and rough estimate of the property value determined by staff. Estimated relocation costs are also very preliminary and can vary substantially depending upon the plan developed. Item 10.a. - Page 2 CITY COUNCIL CONSIDERATION OF STATUS REPORT FOR THE POLICE STATION PROJECT NOVEMBER 27, 2012 PAGE3 Available revenues are projected to be as follows: Existing Local Sales Tax Funds Recommended Increase in FY 2012-13 Local Sales Tax Funds FY 2013-14 Programmed Local Sales Tax Funds USDA 30-Year Financing Sale of Old Ranch Road Residential Lots Park Development Funds Total $650,000 $75,000 $80,000 $3,300,000 $640,000 $25,000 $4,770,000 This option presents a shortfall of over $450,000 without identifying other revenue sources. It is hoped that construction bids would come in lower than projected. Otherwise, funds would have to be transferred from other projects. Option II B: The preliminary estimate to demolish and replace the building is as follows: Construction (including contingency) Design, Engineering, Inspection Property Acquisition Relocation Furniture and Equipment Financing Administrative Costs Total $3,613,830 $597,383 $350,000 $250,000 $100,000 $50,000 $4,961,213 Therefore, this option presents a shortfall of almost $200,000, which can probably be addressed through the design and bidding process. Option Ill The only other alternative that the City is able to fund consists of a remodel and upgrade to the existing facility. A summary of the projected costs are as follows: Construction (including contingency) Design, Engineering, Inspection Relocation Costs Furniture and Equipment Financing Administrative Costs Total $1,927,492 $467,299 $75,000 $50,000 $50,000 $2,569,791 Item 10.a. - Page 3 CITY COUNCIL CONSIDERATION OF STATUS REPORT FOR THE POLICE STATION PROJECT NOVEMBER 27,2012 PAGE4 The following revenues are proposed: Existing Local Sales Tax Funds Recommended Increase in FY 2012-13 Local Sales Tax Funds FY 2013-14 Programmed Local Sales Tax Funds USDA 20-Year Financing Sale of Old Ranch Road Residential Lots Total $650,000 $75,000 $80,000 $2,600,000 $640,000 $4,045,000 Financing revenues are reduced because staff does not recommend a term exceeding 20 years because this alternative does not address the City's long-term needs. Other Options The East Grand Avenue and Ash Street alternative sites are projected to cost over $8 million and $10 million, respectively, which are well above projected revenue sources. Detailed cost estimates are provided for all alternatives in Attachment 1. BACKGROUND: The Police Department does not have adequate space for all personnel to perform necessary functions. The Police Station on North Halcyon Road was acquired from the phone company in 1973 and was last expanded in 1989. Staffing has grown to 36 full-time and 20 part-time employees from 12 full-time and 6 part-time since the facility began use as the Police Station and from 28 full-time and 15 part-time since the facility was last expanded in the 1970's. Key needs include space for the detective unit, the addition of an emergency operations center to coordinate citywide incident response activities in the event of a disaster, evidence storage, an adequate area to house computer equipment, expansion of the dispatch center, adequate parking, and an appropriate locker room area that addresses Police personnel and ADA requirements. The City placed a bond measure on the June 2010 and June 2012 ballots to help fund a new station at West Branch Street and Rodeo Drive, and West Branch and Old Ranch Road, which were both narrowly defeated. Despite the failure to achieve the 2/3 vote required, the vote of over 60% in both elections demonstrated strong overall general support for the project. The Rodeo property has subsequently been determined as necessary to accommodate the proposed Brisco Interchange improvements. The Old Ranch Road property is still an alternative with different funding implications. Staff has previously reviewed strategies for remodeling the existing station, as well as constructing a replacement building. Sites for a replacement building were reviewed by the City Council at the May 24, 2011 and January 24/February 14, 2012 meetings. Sites have included: 1) an existing office building at 1303 East Grand Avenue; 2) a Item 10.a. - Page 4 CITY COUNCIL CONSIDERATION OF STATUS REPORT FOR THE POLICE STATION PROJECT NOVEMBER 27,2012 PAGES portion of the NKT vacant property at Courtland Street and East Grand Avenue; 3) the City-owned West Branch Street and Old Ranch Road property; and 4) a joint operation with the City's corporation yard at 1375 Ash Street. On August 14, 2012, the Council directed staff to prepare a feasibility study for a replacement structure that could be built without a bond measure. The Council reviewed alternatives including immediate repairs, short-middle term improvements at the existing site, facility expansion at the existing site, a new facility on a portion of the Old Ranch Road/West Branch Street site, selling the Old Ranch Road site and using the revenue and an alternative site, such as Ash Street or Juniper Street (Please see Council minutes in Attachment 2). On October 22, 2012, staff and consultants visited the City of Greenfield's newly constructed Police building. Their facility is a joint use facility with City Hall, including City offices and Council Chambers. The facility was constructed economically a couple of years ago due in part to a very favorable bidding climate, flat site conditions and conservative architectural design. ANALYSIS OF ISSUES: Staff believes there are three alternatives that are financially viable to pursue at this time; the West Branch Street site, expansion or replacement of the existing station, or remodel of the existing building. However, a remodel without expansion of the existing site would take significant funds to achieve a short-term solution. The Ash Street and Juniper Street sites remain cost prohibitive given site constraints and land costs respectively. Below is a summary of the options: Option 1: Construction of a New Station on a Portion of Old Ranch Road/West Branch St. Site This is the site of the previously approved 53,000 sq. ft. Recreation Center and is dependent upon the plans of the Five Cities Community Services Foundation ("Foundation".) The City Council previously approved a lease and development agreement with the Foundation to construct a recreation center to be funded through their private fundraising efforts. A feasibility study prepared by the Foundation has raised questions regarding the ability to fund the scale of the project proposed. To address and increase the feasibility of both projects, a joint police building and scaled down recreation facility was proposed, which was the concept placed on the June 2012 ballot. The City Council also approved an amendment to the lease to modify the area provided for the recreation center, as well as the MOU to amend the development agreement. However, the bond measure failed and, under the amended lease and MOU, if the City does not approve construction of a Police Station facility on the modified site and appropriate necessary funding for the project to proceed by December 31, 2012, the development agreement and lease will revert back to the original terms for the Foundation to continue pursuit of the recreation center project that utilizes the full West Branch Street site as currently entitled. Item 10.a. - Page 5 CITY COUNCIL CONSIDERATION OF STATUS REPORT FOR THE POLICE STATION PROJECT NOVEMBER 27, 2012 PAGE6 Staff has met twice with representatives of the Foundation. They consented to the City's study of the full use of the site, but have proposed to delay a final decision on whether or not to proceed with the approved Recreation Center project on the West Branch Street site until March 2013. They have indicated that they are still pursuing recreation facility funding sponsors. They have not expressed any interest in sharing the site and reducing the size of the recreation center due to difficulties in generating sufficient revenues to support operational costs for a facility of that size. In March 2013, they will make a decision whether to continue their efforts on the existing approved project or to direct their efforts to another location. As a result, staff is recommending the West Branch site as the preferred Police Station location, but a final decision is recommended to be delayed until March 2013 in order to determine whether the site is available. Staff continues to support proceeding with the recreation center project if feasible. However, if it is determined to be economically infeasible, staff believes the Police facility would be an excellent use of this property. To avoid any delays to the project in the meantime, there are a number of items recommended that staff can begin working on, including preparation of the conditional use permit, environmental review, USDA loan application, and sale of the residential lots. The 5-acre property is currently vacant and is zoned Public Facility (PF), which allows Police facility uses with approval of a conditional use permit (CUP). The bulk of the property is relatively flat. This is conducive to development of a single-story Police Station and all required parking (both public and secured) that would provide the Police Department with a new facility that addresses significant identified deficiencies of the current facility. The Police Station would utilize approximately half of the site for a 1-story 14,500 s.f. building (Attachment 3). The proposal reconfigures the site so that the police facility would be constructed adjacent to the Woman's Club and decreased site use by eliminating a drive on the eastern edge. The site configuration includes public parking in front of the facility and secured parking behind with alternate access to both Old Ranch Road and Vernon Street through the Woman's Club parking lot for Police vehicles. Option I would potentially include the sale of the other half of the site for commercial development. The site is proximate to the freeway and would offer good visibility for commercial retail or visitor-serving uses. This scenario would allow construction of a Police facility through a private/public partnership that would facilitate rezoning/and a project with reduced construction costs. There is currently a deed restriction on the property placed by the County of San Luis Obispo that requires the property to be used for a public or recreational purpose. Staff met with staff from the County of San Luis Obispo, who expressed a high level of confidence that the deed restriction could be removed as long as all revenues for a Item 10.a. - Page 6 CITY COUNCIL CONSIDERATION OF STATUS REPORT FOR THE POLICE STATION PROJECT NOVEMBER 27, 2012 PAGE7 sale or lease of the property are used for construction of the Police Station and the deed restriction remains on or is moved to the new Police Station property. Several changes have occurred that have increased the feasibility of funding the project without the need for another bond measure. First, interest rates have been reduced, which will increase the funding potential from USDA without increasing the annual amount programmed for debt service. Second, the design was modified to further reduce costs. The proposed conceptual design does not include a jail or sally port. This is made possible due to technological advancements and evolved procedures that include processing detainees in the squad cars and directly transporting to County jail facilities. In addition, individual detective offices were replaced with a shared area with modular office equipment and the fitness and storage areas were placed outside the essential services building. Third, a similar project was recently constructed in the City of Greenfield, which enables a much more accurate construction cost projection. The size of the City of Greenfield Police Station, Police Department and City population are all comparable to Arroyo Grande. Finally, as previously discussed, the project was redesigned to allow for the sale of the northwesterly corner of the property. This would generate enough revenue to make this option feasible. It is proposed that the final map that created the residential lots be considered in the coming weeks so that the lots are ready to sell immediately. It is recommended to proceed with sale of the residential lots at this time. Sale of the remainder of the site is recommended to be delayed until determined necessary after bids are received. The existing Police Station site would not be sold until after the project is complete as it will be needed to house the department during construction. Temporary loans from other City funds would be necessary until sale of the properties is complete. Should the Council approve the West Branch Street site selection, staff can begin work on applying for USDA funding, conducting all necessary environmental review, and proceeding with sale of the residential lots. Formal project consideration would be presented in March after environmental review is completed and determination is made on the status of the proposed Recreation Center. At that time, a public hearing would allow a conditional use permit to be considered and allow neighborhood input on the project and use of the remainder of the site. It is proposed that an architectural design contract would be considered at that time and approval of architectural design be considered as a subsequent action, likely in April and May 2013. If the Council determines it wants to site the Police Station on the West Branch Street property, but does not want to revert to the former lease with the Foundation, it can decide to move forward with the original site plan at this time that was established for the proposed bond measure. However, staff does not have recommendations that will provide full funding for that alternative. Item 10.a. - Page 7 CITY COUNCIL CONSIDERATION OF STATUS REPORT FOR THE POLICE STATION PROJECT NOVEMBER 27, 2012 PAGES Option II A and B: Remodel and Expansion or Replacement of the Existing Station Evaluation of a remodel and expansion of the existing station is included in Attachment 4. This is the preferred alternative if the West Branch site is not available. This option consists of interior modifications, including enclosure of the sally-port to create storage and additional room for the emergency operation center expansion, electrical upgrades and area for secure computer equipment, an addition at the north side of the existing site to provide an area to house detectives and administrative staff, remodeled locker rooms and outside storage containers. By modifying and downsizing many of the recommendations, the original cost estimate to expand the existing station of $7.5 million has been significantly reduced. However it is important to note that not all identified needs are met, including overall space requirements for the emergency operations center (EOC), briefing, evidence and lockers, and on-site parking for personnel. The proposal includes expansion to include the VCA property to the north and work around the existing grove of eucalyptus trees onsite. The existing acreage for the City owned property is approximately .75 acres. The VCA property would add approximately .3 acres, but only a portion (approximately .22 acres) would be available if all the existing grove of trees is preserved. Since the north end of the VCA property is triangular in shape and narrow, staff recommends that a portion of this area be designed as a police memorial park area. As a result, staff believes a minor use of park funds would be eligible. The expansion area has an odd lot configuration that makes it more challenging and more expensive to design for a Police Station that would serve for the long term. Additionally, though estimated costs are somewhat conservative, there remain to be unknown costs due to the condition of the building. Though construction costs are reduced from Option I, purchase of the adjacent property makes this alternative equally challenging. Staff would have to continue to work to reduce costs, but this option appears to be feasible at this time. Based on the preliminary cost estimates, it appears that demolishing and replacing the existing building would be more economical. Therefore, if this option is selected, it is recommended that this be further studied prior to moving forward. At this point, it would be recommended to replace the building rather than expand it. A new building would be preferable to a remodel if it is confirmed that it would not increase the cost. Cost estimates are based upon the identical floor plan as the remodel and expansion. This would likely change once the facility is designed. However, the goal would be to maintain the general size and footprint. The primary advantage of this alternative is that it would not depend on the sale of as many properties to fund. However, the site would still not provide the ability to size the building to meet all needs, or expand in the future to meet future needs, as is Item 10.a. - Page 8 CITY COUNCIL CONSIDERATION OF STATUS REPORT FOR THE POLICE STATION PROJECT NOVEMBER 27, 2012 PAGE9 provided by the West Branch site. The most significant concern is the relocation required, which would result in substantial costs, staff time and other impacts. A number of challenges have been identified that are involved in relocating the Police operation for an extended period of time. Staff does not have a recommended plan on how relocation would be accomplished at this time. Under the proposed recommendations, staff would continue to work on potential relocation plans in order to be ready to proceed with this option if the West Branch Street property does not become available. Option Ill: Remodel of Existing Station This alternative would include most of the interior work in Option II, but only includes a minor addition rather than expansion of the building. As a result, the temporary modular unit would continue to house the detectives (Attachment 5). This alternative would address the most urgent needs, including repair of the roof, evidence storage, and locker rooms. However, it would not address long-term needs. Most notably, it would result in a long term commitment to use of the modular unit. Costs for this alternative would depend on final design and could vary substantially. Although it represents a significantly reduced cost in comparison to Options I and II, it would represent a significant sum that would not present a long term return on investment. Construction drawings could begin immediately; however, roofing would be delayed so that it could be completed in conjunction with the remodel. Staff does not believe that this is a feasible option to meet project objectives. Option IV: Sale of West Branch Street and Remodel of East Grand/Juniper Street The purchase price of the property combined with upgrade costs continue to make this project cost prohibitive for this site. No additional design was conducted on the Juniper Street site except to review potential cost savings by eliminating improvements related to the proposed sally port and holding cells. Even with the sale of the entire West Branch Street property, the project would ultimately result in significant costs to remodel an older building that was not designed to be a public safety facility. Staff does not believe that this is a feasible option to meet project objectives. If the Foundation decides to pursue the Recreation Center on the West Branch Street site, revenue would be decreased further, resulting in an even higher shortfall. Option V: Sale of West Branch Street. Construction of a New Building and Reconfiguration of the Corporation Yard at Ash Street The construction cost estimates for a new station at the Ash Street site were higher than West Branch and Old Ranch Road. There are three existing structures and various site improvements that would need to be removed as required for new construction and some existing corporation yard facilities will have to be rebuilt in order to accommodate both Corporation Yard and Police facility uses on the property. Item 10.a. - Page 9 CITY COUNCIL CONSIDERATION OF STATUS REPORT FOR THE POLICE STATION PROJECT NOVEMBER 27,2012 PAGE10 The project description includes: 1. Maintenance Building (approx. 10,500 square feet.), 2-Story 2. Police Station Facility (approx. 15,000 square feet), 2-Story 3. Storage Building (approx. 8,000 square feet), 2-Story 4. Hazmat Storage Building (approx. 1,200 square feet), 1-Story 5. Parks & Recreation Covered Storage (approx. 3,000 square feet), 1-story 6. Associated site improvements. The Ash Street site proposal was analyzed for potential reductions in scope in order to be a viable alternative within the identified budget. However, due to the identified site constraints, it remains economically infeasible. Additional issues include reduced space available for maintenance activities and lack of flexibility for future expansion. It also does not provide a centralized location. This option would also depend upon the Foundation's decision to pursue the Recreation Center in March. It should be noted that during the site analysis, staff identified a more economical option to meet Corporation Yard needs by constructing a small new building on-site to address office needs and then renovate existing buildings for strictly maintenance and storage activities. ALTERNATIVES: The following alternatives are presented for consideration: • Select Option I for a new building at West Branch Street, and authorize staff to sell residential lots on Old Ranch Road once final map is approved, prepare USDA funding application, conduct environmental review, return in March for public hearing if the Foundation decides not to pursue the Recreation Center project at the site, and prepare a relocation plan if Option II becomes necessary; • Select Option IIA or liB for a remodel and expansion or replacement of the existing Police Station and authorize staff to sell residential lots on Old Ranch Road once final map is approved, prepare USDA funding application, and return with a contract for architectural drawings and design and a relocation plan; • Select Option Ill for short-term remodel of the existing station and authorize staff to contract for design and construction drawings; • Direct staff to proceed with the original site plan on West Branch Street and identify additional funding; • Identify other alternatives for analysis; or • Provide other direction. ADVANTAGES: Approval of Option I will best meet existing needs because it is a new facility designed specifically to meet project objectives and result in a facility designed for public safety operations. It is also the most economical as it minimizes future Item 10.a. - Page 10 CITY COUNCIL CONSIDERATION OF STATUS REPORT FOR THE POLICE STATION PROJECT NOVEMBER 27, 2012 PAGE11 improvements necessary and will provide flexibility for future expansion. It is ideally located in the center of the City. Land is already owned and will be available with no other uses planned for it if the Foundation does not pursue their project on the site. Development costs are minimized given that the site is roughly graded and if construction bids are high and the sale of the corner is pursued, some savings may be realized if improvements meet multiple objectives. Relocation of Police personnel will not be necessary during construction and anticipated construction timelines likely will take advantage of current low interest rates. DISADVANTAGES: Approval of Option I represents a significant long term commitment of funding. Use of half of the site will eliminate use of the site for a recreation center or other potential public facility use. There may be neighborhood concerns regarding sale of a portion of the site for private use. Selection of this option will result in a delay since the City cannot move forward until availability of the site is determined. Lastly, funding for the project will depend upon the sale of various existing City parcels. ENVIRONMENTAL REVIEW: Environmental review will take place at the time a formal land use permit application is made. PUBLIC NOTIFICATION AND COMMENTS: The agenda was posted in front of City Hall and posted on the City's website on Wednesday, November 21, 2012. Attachments: 1 . Cost Estimates 2. Council Minutes 3. Option I 4. Option IIA 5. Option Ill Item 10.a. - Page 11 City of Arroyo Grande West Branch Police Station - Option I Rough Order of Magnitude Cost Arch. Project No.: 11145.001 Architecture Planning Description Qty Unit Unit Cost Total Low High New Police Station (1-Story)14350 sf 225$ 3,228,750 $ 2,744,438 $ 3,713,063 $ New Storage Building (1-Story) 1800 sf 125$ 225,000 $ 191,250 $ 258,750 $ Site Development 90000 sf 10$ 900,000 $ 765,000 $ 1,035,000 $ Carport Structures (Police Vehicles)6000 sf 35$ 210,000 $ 178,500 $ 241,500 $ -$ -$ -$ Subtotal Construction Costs 4,563,750 $ 3,879,188 $ 5,248,313 $ Escalation to Midpoint of Construction 18 mo 0.2%131,436 $ 111,721 $ 151,151 $ Project Contingency ls 10.0%456,375 $ 387,919 $ 524,831 $ Total Direct Construction Costs 5,020,125 $ 4,267,106 $ 5,773,144 $ Project Soft Costs Survey 1 ls 10,000 $ 10,000 $ 10,000 $ Soils Testing 1 ls 20,000 $ 20,000 $ 20,000 $ Architectural Fees 506,200 $ 506,200 $ 506,200 $ Architectural & Engineering Fees (Including Civil Engineering) ls 7.0%350,000 $ 350,000 $ 350,000 $ Construction Administration/Observation (Essential Service) 12 mo $ 12,600 151,200 $ 151,200 $ 151,200 $ Reimbursable Expenses (Estimated) - Excludes Reproduction of Bid Sets 1 ls $ 5,000 5,000 $ 5,000 $ 5,000 $ Construction Testing 1 ls 2.0%100,403 $ 85,342 $ 115,463 $ Project Inspection 12 mo $ 7,500 90,000 $ $90,000 $90,000 Total Project Soft Costs 726,603 $ 711,542 $ 741,663 $ Total ROM Project Cost 5,746,728 $ 4,978,648 $ 6,514,807 $ Average Cost Potential Cost Range Date: November 16, 2012 ACSpcost-agpd-options2012-11-18.xlsx Page 2 Item 10.a. - Page 12 ATTACHMENT 1 City of Arroyo Grande Exisitng Police Station - Option IIA Rough Order of Magnitude Cost Arch. Project No.: 11145.001 Architecture Planning Description Qty Unit Unit Cost Total Low High Remodel (E) Building 6700 sf 242$ 1,621,400 $ 1,378,190 $ 1,864,610 $ Building Additions 2639 sf 350$ 923,650 $ 785,103 $ 1,062,198 $ Site Development 42480 sf 10$ 424,800 $ 361,080 $ 488,520 $ Storage Building 1000 sf 90$ 90,000 $ 76,500 $ 103,500 $ Relocate 12kV Line 1 ls 295,000$ 295,000 $ 250,750 $ 339,250 $ -$ -$ Subtotal Construction Costs 3,354,850 $ 2,851,623 $ 3,858,078 $ Escalation to Midpoint of Construction 18 mo 0.2%96,620 $ 82,127 $ 111,113 $ Project Contingency ls 15.0%503,228 $ 427,743 $ 578,712 $ Total Direct Construction Costs 3,858,078 $ 3,279,366 $ 4,436,789 $ Project Soft Costs Survey 1 ls 10,000 $ 10,000 $ 10,000 $ Soils Testing 1 ls 20,000 $ 20,000 $ 20,000 $ Architectural Fees 516,808 $ 458,937 $ 574,679 $ Architectural & Engineering Fees (Including Civil Engineering)ls 10.0%385,808 $ 327,937 $ 443,679 $ Construction Administration/Observation (Essential Service)10 mo $ 12,600 126,000 $ 126,000 $ 126,000 $ Reimbursable Expenses (Estimated) - Excludes Reproduction of Bid Sets 1 ls $ 5,000 5,000 $ 5,000 $ 5,000 $ Construction Testing 1 ls 2.0%77,162 $ 65,587 $ 88,736 $ Project Inspection 10 mo $ 7,500 75,000 $ 75,000 $ 75,000 $ Total Project Soft Costs 698,969 $ 629,524 $ 768,415 $ Total ROM Project Cost 4,557,047 $ 3,908,890 $ 5,205,204 $ Average Cost Potential Cost Range Date: November 18, 2012 ACSpcost-agpd-options2012-11-18.xlsx Page 3 Item 10.a. - Page 13 City of Arroyo Grande Exisitng Police Station - Option IIB Rough Order of Magnitude Cost Arch. Project No.: 11145.001 Architecture Planning Description Qty Unit Unit Cost Total Low High Remodel (E) Building 9500 sf 250$ 2,375,000 $ 2,018,750 $ 2,731,250 $ Demolish (E) Building 6700 sf 15$ 100,500 $ 85,425 $ 115,575 $ Site Development 42480 sf 10$ 424,800 $ 361,080 $ 488,520 $ Storage Building 1000 sf 90$ 90,000 $ 76,500 $ 103,500 $ Relocate 12kV Line 1 ls 295,000$ 295,000 $ 250,750 $ 339,250 $ -$ -$ Subtotal Construction Costs 3,285,300 $ 2,792,505 $ 3,778,095 $ Escalation to Midpoint of Construction 18 mo 0.2%94,617 $ 80,424 $ 108,809 $ Project Contingency ls 10.0%328,530 $ 279,251 $ 377,810 $ Total Direct Construction Costs 3,613,830 $ 3,071,756 $ 4,155,905 $ Project Soft Costs Survey 1 ls 10,000 $ 10,000 $ 10,000 $ Soils Testing 1 ls 20,000 $ 20,000 $ 20,000 $ Architectural Fees 420,106 $ 376,740 $ 463,472 $ Architectural & Engineering Fees (Including Civil Engineering)ls 8.0%289,106 $ 245,740 $ 332,472 $ Construction Administration/Observation (Essential Service)10 mo $ 12,600 126,000 $ 126,000 $ 126,000 $ Reimbursable Expenses (Estimated) - Excludes Reproduction of Bid Sets 1 ls $ 5,000 5,000 $ 5,000 $ 5,000 $ Construction Testing 1 ls 2.0%72,277 $ 61,435 $ 83,118 $ Project Inspection 10 mo $ 7,500 75,000 $ 75,000 $ 75,000 $ Total Project Soft Costs 597,383 $ 543,176 $ 651,590 $ Total ROM Project Cost 4,211,213 $ 3,614,931 $ 4,807,495 $ Average Cost Potential Cost Range Date: November 19, 2012 ACSpcost-agpd-options2012-11-18.xlsx Page 4 Item 10.a. - Page 14 City of Arroyo Grande Exisitng Police Station - Option III Rough Order of Magnitude Cost Arch. Project No.: 11145.001 Architecture Planning Description Qty Unit Unit Cost Total Low High Remodel (E) Building 6700 sf 208$ 1,393,600 $ 1,184,560 $ 1,602,640 $ Building Additions 1 ls 150,000$ 150,000 $ 127,500 $ 172,500 $ Site Development 42480 sf 1 $ 42,480 $ 36,108 $ 48,852 $ Storage Building 1000 sf 90$ 90,000 $ 76,500 $ 103,500 $ Subtotal Construction Costs 1,676,080 $ 1,424,668 $ 1,927,492 $ Escalation to Midpoint of Construction 18 mo 0.2%48,271 $ 41,030 $ 55,512 $ Project Contingency ls 15.0%251,412 $ 213,700 $ 289,124 $ Total Direct Construction Costs 1,927,492 $ 1,638,368 $ 2,216,616 $ Project Soft Costs Survey 1 ls 10,000 $ 10,000 $ 10,000 $ Soils Testing 1 ls 20,000 $ 20,000 $ 20,000 $ Architectural Fees 323,749 $ 294,837 $ 352,662 $ Architectural & Engineering Fees (Including Civil Engineering)ls 10.0%192,749 $ 163,837 $ 221,662 $ Construction Administration/Observation (Essential Service)10 mo $ 12,600 126,000 $ 126,000 $ 126,000 $ Reimbursable Expenses (Estimated) - Excludes Reproduction of Bid Sets 1 ls $ 5,000 5,000 $ 5,000 $ 5,000 $ Construction Testing 1 ls 2.0%38,550 $ 32,767 $ 44,332 $ Project Inspection 10 mo $ 7,500 75,000 $ 75,000 $ 75,000 $ Total Project Soft Costs 467,299 $ 432,604 $ 501,994 $ Total ROM Project Cost 2,394,791 $ `2,718,610 $ Average Cost Potential Cost Range Date: November 19, 2012 ACSpcost-agpd-options2012-11-18.xlsx Page 5 Item 10.a. - Page 15 City of Arroyo Grande Grand Ave. Police Station - Option IV Rough Order of Magnitude Cost Arch. Project No.: 11145.001 Architecture Planning Description Qty Unit Unit Cost Total Low High Remodel (E) Building 23980 sf 115$ 2,757,700 $ 2,344,045 $ 3,171,355 $ Site Development 43705 sf 8 $ 349,640 $ 297,194 $ 402,086 $ -$ -$ -$ -$ -$ -$ -$ -$ Subtotal Construction Costs 3,107,340 $ 2,641,239 $ 3,573,441 $ Escalation to Midpoint of Construction 18 mo 0.2%89,491 $ 76,068 $ 102,915 $ Project Contingency ls 15.0%466,101 $ 396,186 $ 536,016 $ Total Direct Construction Costs 3,573,441 $ 3,037,425 $ 4,109,457 $ Project Soft Costs Survey 1 ls 10,000 $ 10,000 $ 10,000 $ Soils Testing 1 ls 20,000 $ 20,000 $ 20,000 $ Architectural Fees 488,344 $ 434,742 $ 541,946 $ Architectural & Engineering Fees (Including Civil Engineering)ls 10.0%357,344 $ 303,742 $ 410,946 $ Construction Administration/Observation (Essential Service)10 mo $ 12,600 126,000 $ 126,000 $ 126,000 $ Reimbursable Expenses (Estimated) - Excludes Reproduction of Bid Sets 1 ls $ 5,000 5,000 $ 5,000 $ 5,000 $ Construction Testing 1 ls 2.0%71,469 $ 60,748 $ 82,189 $ Project Inspection 10 mo $ 7,500 75,000 $ 75,000 $ 75,000 $ Total Project Soft Costs 664,813 $ 600,491 $ 729,135 $ Total ROM Project Cost 4,238,254 $ 3,637,916 $ 4,838,592 $ Average Cost Potential Cost Range Date: November 19, 2012 ACSpcost-agpd-options2012-11-18.xlsx Page 6 Item 10.a. - Page 16 City of Arroyo Grande Maintenance Police Station - Option V Rough Order of Magnitude Cost Arch. Project No.: 11145.001 Architecture Planning Description Qty Unit Unit Cost Total Low High New Police Station (2-Story)14350 sf 220$ 3,157,000 $ 2,683,450 $ 3,630,550 $ New Maintenance Building (2-Story)10500 sf 185$ 1,942,500 $ 1,651,125 $ 2,233,875 $ New Storage Building (2-Story)8000 sf 150$ 1,200,000 $ 1,020,000 $ 1,380,000 $ Hazmat Storage Building 1200 sf 250$ 300,000 $ 255,000 $ 345,000 $ Parks Vehicle & Equip Storage 3000 sf 72$ 216,000 $ 183,600 $ 248,400 $ Site Development 154000 sf 12$ 1,848,000 $ 1,570,800 $ 2,125,200 $ Subtotal Construction Costs 8,663,500 $ 7,363,975 $ 9,963,025 $ Escalation to Midpoint of Construction 18 mo 0.2%249,509 $ 212,082 $ 286,935 $ Project Contingency ls 10.0%866,350 $ 736,398 $ 996,303 $ Total Direct Construction Costs 9,529,850 $ 8,100,373 $ 10,959,328 $ Project Soft Costs Survey 1 ls 17,500 $ 17,500 $ 17,500 $ Soils Testing 1 ls 25,000 $ 25,000 $ 25,000 $ Architectural Fees 918,588 $ 804,230 $ 1,032,946 $ Architectural & Engineering Fees (Including Civil Engineering)ls 8.0%762,388 $ 648,030 $ 876,746 $ Construction Administration/Observation (Essential Service)12 mo $ 12,600 151,200 $ 151,200 $ 151,200 $ Reimbursable Expenses (Estimated) - Excludes Reproduction of Bid Sets 1 ls $ 5,000 5,000 $ 5,000 $ 5,000 $ Construction Testing 1 ls 2.0%190,597 $ 162,007 $ 219,187 $ Project Inspection 12 mo $ 7,500 90,000 $ $90,000 $90,000 Total Project Soft Costs 1,241,685 $ 1,098,737 $ 1,384,633 $ Total ROM Project Cost 10,771,535 $ 9,199,110 $ 12,343,960 $ Average Cost Potential Cost Range Date: November 19, 2012 ACSpcost-agpd-options2012-11-18.xlsx Page 7 Item 10.a. - Page 17 Minutes: City Council/City As Successor Agency Tuesday, August 14, 2012 ATTACHMENT 2 Mayor Ferrara opened the public hearing, and upon hearing no commen~s. he hearing. · · · Council comments ensued in support of the proposed Development ode amendments. Council Member Ray sug.gested that the temporary use permit fee waiv or reduction criteria forms be refined to include a ~.roader range of eligible applicants and eliminate the scoring system. Action: Council ·Member Costello mov.ed to adopt a esolution entitled: "A RESOLUTION OF THE CITY COUNCIL· OF THE CITY OF ARR 0 GRANDE AMENDING THE DESIGN GUIDELINES AND STANDARDS FOR DES/ OVERLAY DISTRICT (D-2. 11) -TRAFFIC WAY AND STATION WAY REGARDING ANNERS FOR LARGE. SCALE AUTOMOBILE RETAIL USES (DEVELOPMENT COD AMENDMENT 12-003)". Mayor Pro Tern Brown · seconded, and th~ motion passed on t ·following roll-call vote: AYES: · NOES: ABSENT: · None Action: Council Meniby Costello moved to introduce an Ordinance entitled: "AN ORDINANCE OF THE CITY COU CIL OF THE CITY OF ARROYO GRANDE AMENDING PORTIONS OF TITLE. 16 OF T, ARROYO GRANDE MUNICIPAL CODE REGARDING SETBACKS BETWEEN HA /TABLE . STRUCTURES ON ADJACENT LOTS, SEPARATE UTILITY METERS FO SECONDARY DWELLING UNITS, TEMPORARY USE PERMIT FEE WAIVER AUTHORIT FOR. NONPROFIT/CHARITABLE EVENTS,· AND MISCELLANEOUS SIGNS'~. Mayor Pr . · em Brown· seconded, and the motion passed on the follo~ing roll-call vote: AYE . NQ S: __,ABSENT: Cost.eliO, Brown, Guthrie, Ray, Ferrara None None· 10. CONTINUED BUSINESS. 1 ~.a. Co.nsideration· of Status Report for Police Station Project. Community Development Director McClish presented the staff report and recommended that the Council: 1) Proceed with preparation of ·a feasibility study on the listed alternatives; and 2)· Authorize $25,000 for the study. Staff then responded to questions from Council. Mayor Ferrara opened the public comment period. There were no comments received, and the public comment peri.od was closed. . . Council discussion and comments ensued ~egarding the alternatives. Following discussion; Council directed staff to proceed "with the ~alice Station feasibility stu9y. Upon request by City Manager Adams for clarification, Council provided specific direction to eliminate from consideration· any use or abandonment of Rena Street; no removal of the Eucalyptus trees on the existing Police Station site; to prioritize the needs for a new or remodeled Police Station; to identify what each alternative provides and does not provide; and to explain why the proposed funding methods differ from the prior proposal to fund a portion of the project through a bond measure. Item 10.a. - Page 18 Minutes: City Council/City As Successor Agency Tuesday, August 14, 2012 .Page 6 Action: Council Member Costello moved to 'direct staff to proceed with preparation of a feasibility study on the alternatives presented, to include specific Council direction as provided, and to authorize $25,000 for the study. Mayor Ferrara seconded, and the motion passed on the following roll-call vote: . AYES: NOES: ABSENT: Costello, Ferrara, Brown Guthrie, Ray Nqne 11. NEW BUSINESS None. 12. CITY COUNCIL MEMBER ITEMS ·None. 13. CITY MANAGER ITEMS a) Consideration to Dire~t Staff to· Prepare a ·oraft City Council Policy Regarding Criteria for ltems··that Council Repre_sentatives Appointed to Serve on Regional Boards and Committees ·.Should Seek Formal City Council Direction On. (ADAMS)·-· .. At. the suggestion of City Manager Adams, the Council directed staff to prepare a draft City Council policy for consideration that would establish criteria for members of the ·council serving on Regional Boards and Commissions for seeking formal d_irection from the ·city· Council on items or issues under consideration which may have impacts to the·City. 14. COUNCIL COMMUNICATIONS . Council Member Costello _ar:mounced he would be absent from the· August 28th Council meeting. Mayor ProTem Brown requested an update from staff regarding the status of Water Resources Advisory Committee (WRAC) grant proposal. Mayor Ferrara ·announced there would be a Special City Council Meeting on Tuesday, August 21st. at 5:0Q _p.m. an~ also announced that Council and staff can wear Hawaiian attire for the August 28th Regu.lar City Council meeting. 15. STAFF COMMUNICATIONS ·None. 16. COMMUNITY COMMENTS AND SUGGESTIONS None. 17. ADJOURN TO CLOSED SESSION M~yor Ferrara announced that the closed session items were discussed and concluded during the Special Meeting h~ld earlier at 5:30 p.m. · 18. CLOSED SESSION The Council did not meet in closed session at .this _time. Item 10.a. - Page 19 It e m 1 0 . a . - P a g e 2 0 It e m 1 0 . a . - P a g e 2 1 It e m 1 0 . a . - P a g e 2 2