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HomeMy WebLinkAboutAgenda statement 1988/03/22 Item 5COUNCIL AGENDA STATEMENT • Item 5 Meeting Date 3/22/88 ITEM TITLE: Resolution~,3y~/ Amend Contract to Compensate Shorn/Kaminski Architects for Extra Services in the Development of Plans to Remodel Police Building /~ ~c/ ~ ,, SUBMITTED BY: Director of ~'ublic Safety (4j5ths Vote• Yes_NoXX) REVIEWED BY: City Manager ~~ ~1 On March 3, 1987, the City entered into an agreement with Shorn/Kaminski Architects to develop plans for the construction of a new Public Safety Communications Center and the remodeling of the main floor of the Police Facility (Resolution #12919). As the project has progressed, staff has identified several factors which require a change in the original scope of the project. These changes will require the expenditure of additional funds for architectural and engineering services. RECOMMENDATION: Adopt Resolution Amending Contract BOARDS/COMMISSION RECOMMENDATION: N/A • DISCUSSION: In developing the plans for the remodeling project, staff has identified several areas of work that were not included in the original contract. Staff feels that this work must be included in the project and to do so will require that extra compensation be paid to the architect as noted in Section II (D) of the agreement. The specific areas are as follows: 1. Movement of Computer and Related Equipment to the RaGamant The key area in the remodeling project is the Public Safety Communications Center. The initial recommendation called for an allocation of at least 1,200 square feet for the Communications Center. This space was to be occupied by: five dispatch consoles; three phone answering positions; a logging recorder; computers for the Computer Aided Dispatch System (CAD); the Management Information System (MIS); the equipment associated with the computers such as disk and tape drives; printers; Uninterruptible Power Supply (UPS). As the plans were developed and staff learned more about the equipment needs, it became apparent that the 1,200 square feet was not sufficient to house all of the equipment and still • supply sufficient needed work space for today and particularly for the future. It is proposed to solve the space problem by moving the computers, computer auxil- Page 2 , Item 5 Meeting Date 3/22/88 • iary equipment and the UPS System to a 450 square foot area in the basement next to the City's Data Processing Equipment. This leaves the original 1,200 square feet for the Communications Center on the main floor for the consoles and working space as shown in Diagram A. Specific Tasks and Cost a) Redesign of Communciations Center to include revised electrical calculations, dedicated receptacles and design document changes 24 hours X $70 per hour = $1,680 b) Relocation of the Computer Equipment Room to the basement requiring new electrical load calculations, a survey of existing systems in the basement, design document changes to provide for demolition plans, revise existing mechanical, plumbing and electrical layouts and provide new mechan- ical, electrical and plumbing layouts as well as schedules, drafting and new cost estimates. This work does not include revising the previously approved plans for the Crime/Photo Laboratory. • 168 hours X $70 per hour = $11,760 2. Provision of an Uninterruptible Power System (UPS) For the City's Main Frame Computer in the Basement The main frame Burroughs computer is not served by a UPS system and this has resulted in frequent power stoppages which create the following problems: a) Damage to disk drives and the data they contain; b) electronic components of the system are weakened which can result in later computer failure; c) data loss ranges from mini,lnal to total; d) these disruptions to operations frequently total days and even weeks of staff time to correct the problems they have caused. Staff is recommending the UPS System for the Burroughs Computer as a part of the remodeling project. This action will not only solve the power interruption problem, but purchasing the equipment and developing the design as part of the remodeling project will be much more cost effective than proceeding with a UPS System for the main frame computer as a separate project in the future. Management Services had planned to include a UPS System in their 1988-89 budget request. • .: -- Page 3, Item 5 Meeting Date 3/22/88 • Specific Task and Cost Revise electrical load calculations, make design document changes and additional drafting. 22 hours X $70 per hour - $1,540 3. Additional Engineering Services for UPS Study_ and Revision of Console RFP Specifications A study was provided to evaluate various UPS and emergency power options both as to operational and cost implications. The study results were used in making decisions concerning the movement of the computer equipment to the basement and the provision of a UPS System for the main frame. The engineers were also asked to review and alter the specifications written for the new communication consoles so that they would be integrated properly into all of the electrical systems in the building remodeling project. 40 hours X $65 per hour = $2,600 4. Additions to the Design Area of the Remodeling Project • As this project developed, staff identified the need to redesign additional space on the main floor of the facility. These additions were primarily intended to make better use of "vacant" space in the current plan. The department will continue to grow in the next few years and it will be cost effective to make all reasonable changes for future growth at this time. The specific areas involved in additional design were the Administrative wing, the north end of the Investigative Division, the hallway adjacent to the south end of the public lobby and the provision of an office for the Communications Systems Manager adjacent to the Communications Center. The initial remodeling plan is shown on- Diagram B with the additions noted. Diagram C shows the new plan as altered to include the additions. $2,500 architectural services Summary of Costs Redesign of Communications Center $1,680 Movement of Computer and Related Equipment to basement 11,760 • ~._~ ;~ Page 4, Item 5 Meeting Date 3/22/88 Provision of UPS for main frame • $1,540 Additional engineering services for UPS study and revision of console RFP specification 2,600 Additions to the design area of the remodeling project 2,500 Architectural coordination costs 700 $20,780 An update of the funding of the Public Safety Communications Center/Police Building Remodeling Project is as follows: The Police Building remodeling, the replacement of radio equipment and the purchase of dispatch and phone answering consoles have been funded in the current and previous budgets. The Computer Aided Dispatch System (CAD), the Mobile Digital Terminals (MDT) and the Management Informa- tion System (MIS) will be recommended for funding in the 1988-89 and 1989-90 budgets. The estimated costs of these three projects are CAD $270,000, MDT $260,000 and MIS $250,000. • FISCAL IMPACT: Funds are available in the Public Safety Communications Center Project PS-102. • _~~ . ... ~ J y ~~~:, ~;~~~~ ~. ...,?cii of Chula Vl~id, Cu;ifornia Dated l~ ~ 2 ~~-