Agenda Item 8GAGENDA ITEM:
DATE:
SUBMITTED BY:
AGENDA ITEM# 8G
JANUARY 13, 2014
AGENDA ITEM NO. ___ _
DATE: ____________ __
STAFF REPORT
City of Atlantic Beach
Commission Meeting
Police Building Scope of Work
December 6, 2013
Michael D. Classey, Chief ofPolicef/(J
SRATEGIC PLAN LINK: 4. Police Building
BACKGROUND:
The Commission held a workshop on November 18, 2013 for the purposes of discussing
what they would like included in a Request for Proposal (RFP). The Commission
indicated that they would like contract with an Architectural firm to determine the
options for expansion and renovation ofthe existing facility. The Scope of Work in a
RFP explains what services the City wants the Architect to perform. Below is a draft of
the Scope of Work, which includes limitations of this project, for Commission
consideration and review.
SCOPE OF WORK:
A. Documents: Review of historical documents, including original design plans,
2005 Renovation Plans, 2011 New Construction Plans, 2012 Building Design
Review Committee Proceedings and floodplain maps.
B. Physical Survey: Conduct physical survey of existing building and site to
evaluate condition and potential for expansion. The building evaluation should
take into consideration, but is not limited to, accessibility and public/police
personnel accommodation.
C. Floodplain: Determine whether the existing building can be expanded and
renovated to meet current building codes for a critical facility, including
determination of modifications necessary to comply with flood zone
requirements. The current facility is in the 500 year flood zone and is
surrounded on three sides by the 1 00 year flood plain.
D. Continued Operations: It is necessary for the Police Department and adjacent
City functions, including City Hall, the Commission Chambers and Russell
Park to continue to operate effectively during the construction and renovation
AGENDA ITEM# 8G
JANUARY 13, 2014
process. Plans for any temporary relocations or accommodations needed to do
so must be part of any design concept presented.
E. Budget: The size of the final remodeled and expanded facility has not been
determined. Instead of a pre-determined size, the project will be limited by
funding available which is limited to $2.5 million. Architect Would prepare a
range of alternative conceptual plans with the understanding that the City
would like to consider spending amounts ranging from $1.5 million to $2.5
million.
F. Future Expansions: Will it be possible to expand on this site in the future?
Architect should consider possibility of future expansion( s) of Police
Department that may exist, but not be included in current budget restrictions.
G. Limitations:
1. Any expansion must be on east side of creek only
2. Expansion and renovation must remain within the 35 foot height
limitation. Either one or two story designs can be considered.
3. Appearance of both remodeled building and any expansion(s) must
match architectural style of existing police station.
4. The City desires to protect several large oak trees that are adjacent to
the existing police station.
5. Project cannot result in a net loss of parking for the City Hall/Russell
Park campus.
H. Phased Plan: Develop a phased plan for expansion of existing facility. Plan
should include cost of moves and temporary facilities if necessary to maintain
effective daily operations of Police and Emergency Communications. Provide
project schedule including a timeline.
I. Delivery Method: Provide a recommendation along with advantages and
disadvantages of Design-Build vs. Design-Bid-Build.
J. Presentations: Participate in a Public Workshop to receive Commission direction
and citizen input. Present final plan at a Public Meeting of the City Commission
with cost estimates and any non-cost considerations.
Following Commission feedback on the Scope of Work, staff can complete a RFP for
advertisement. The Competitive Consultants Negotiation ACT (CCNA) was discussed at
the workshop and will be the process that staff follows in making a selection
recommendation to the Commission.
BUDGET: The exact budget amount is not yet known. This will be determined at the
conclusion of the CCNA process and with Commission approval.
AGENDA ITEM# 8G
JANUARY !3, 2014
RECOMMENDATIONS: For the Commission to review the Scope of Work and
provide feedback for staff in order to finalize a RFP.
ATTACHMENTS: None