Title
Consideration and Possible Approval of Task Order No.5, Revision 1 under Service Agreement No. AGR-22-21d with Lloyd and Associates in the amount of $484,000 plus Applicable Gross Receipts Tax for Construction Documents and Construction Administration Services for an Emergency Operations Center (EOC) at Fire Station 3.
Recommended Action
I move that Council approve Task Order No.5, Revision 1 under Service Agreement No. AGR-22-21d with Lloyd and Associates in the amount of $484,000 plus Applicable Gross Receipts Tax for Construction Documents and Construction Administration services for an Emergency Operations Center (EOC) at Fire Station 3.
County Manager's Recommendation
The County Manager recommends that Council approve the motion as presented.
Body
In early 2024, County Police, Fire and Public Works Departments in collaboration Lloyd and Associates Architects (project team) completed the planning and conceptual design phase for an Emergency Operations Center (EOC). The planning and conceptual design phase consisted of the development of three (3) concepts by the architect which included a Single Story Concept, a Two-Story Concept and a Shared-Use Concept. On March 26, 2024, Council approved the submission of a Federal Emergency Management Agency Grant Application for the Single Story Concept in an amount not to exceed $4,500,000 to plan, design and construct an Emergency Operations Center at Fire Station 3 in White Rock.
The Single Story Design is a dedicated facility for the management of emergency and disaster response actions adjacent to the existing Fire Station 3 (FS3) as follows: a one story, 5,067 sq. ft facility that accommodates four offices, two conference rooms, the EOC operations space, a server closet, an accessible break room, accessible restrooms, and utility/server closets. Another important feature of this conceptual design is a space with an overhead door for equipment, vehicles, and mobile connectivity units.
As part of the planning and conceptual design phase, Lloyd and Associates Architects developed a rough order of magnitude construction cost of $4,017,259 in 2024 dollars. Based on this cost estimate and the escalation of construction costs observed in recent years, the County has budgeted $5,150,000 in the Capital Improvements (CIP) Fund to design and construct the EOC. Although availability of FEMA funds and grant opportunities for such facilities have not come to fruition, the Emergency Management Division and the County’s Intergovernmental Affairs Manager are working with the State Legislature to acquire funding to offset the construction cost of this project.
Given the availability of funds for this project, staff requested a proposal from Lloyd and Associates to develop final construction plans and documents, construction administration services, and provide consulting services to achieve U.S. Green Building Council Standards LEED Silver Certification. County staff determined that the proposal is responsive to the request for services and that the services fee is consistent with the compensation schedule contained in the on-call services agreement ARG22-21d. Task Order Revision 1 with Lloyd and Associates, the Single Story Preliminary Design and cost estimate are provided in Attachment A.
The selection of Lloyd and Associates Architects for this project is based on their direct involvement in the planning phase of this project, and their demonstrated understanding of the project’s operational needs.
Alternatives
Council could choose not to approve Task Order No. 5. This action will result in a delay to complete the Construction Documents required to bid this project and to start construction. An extended delay could lead to an increased project cost due to the continual cost escalation observed in recent years.
Fiscal and Staff Impact/Planned Item
Funds for the design and construction of the EOC are programmed in FY 2025 and 2026 in the Capital Improvements Fund (CP1014) for a total of $5,150,000. See Project Budget Spreadsheet, Attachment B. Further, the County is awaiting award of $750,000 from the State Capital Outlay Program to provide additional funding for the project. Finally, County staff is working with the State Legislature to acquire funding to offset the construction cost of this project and shovel ready construction documents would put the County in an advantageous position.
The Public Works Department, Capital Projects and Facilities Division will manage project development in coordination with Emergency Management staff.
Attachments
A - Task Order No. 5 Revision 1 (w/Single Story Concept ‘B’ and Cost Estimate)
B - Project Budget Spreadsheet
C - EOC Presentation