HomeMy WebLinkAbout05022023 Amended Agenda Packet JPSF PortionDate: May 2, 2023
To: City Council
From: Mike Healy, Interim Director of Public Works & Utilities
Brian Smith, Police Chief
Nathan West, City Manager
Subject: Clallam County/City of Port Angeles Joint Public Safety Facility, Authorization to
proceed with facility design agreement with OAC, Inc. at a contractual cost of
$1,900,000.00.
Background / Analysis: Clallam County and the City of Port Angeles have embarked on a joint effort
to construct a Joint Public Safety Facility to address the need for improved emergency response
capabilities and to address the critical need to relocate this essential public safety infrastructure to a less
vulnerable location.
On April 10, 2023, the City Council met jointly with the Clallam County Board of Commissioners and
agreed to purchase land for the development of the Clallam County Joint Public Safety Facility. Property
sale documents were executed the week of April 24th and the final closing is scheduled to take place on
May 2nd. Now that site selection and purchase has been completed and secured, the next systematic step
toward advancing this project is the commencement of detailed architectural and engineering design
services as described in Exhibit A.
On April 20, 2023, City Staff met with County Officials to discuss next steps in the project. These steps
included the need to amend the Management Agreement to incorporate the latest design cost estimates,
the transition of project management, and the consideration of a Design Build or General Contractor/
Construction Manager (GCCM) approach to project execution. Steve Burke, Executive Director of the
Shore Aquatic Center, will make a short presentation on the pool’s experience with GCCM and Design
Summary: The purpose of this memo is to receive City Council approval to join along with the
Clallam County Board of Commissioners in approving an agreement with OAC, Inc. for architectural
and engineering services required for the design of the Joint Public Safety Facility. Design services,
also referred to as Phase IIb in Exhibit A, will proceed with the County and City sharing costs equally
for these services at a contractual cost of $1,900,000.00.
Funding: Funding to proceed with this activity will come from current and future grant resources
dedicated to the design and construction of this project.
Recommendation: Approve and authorize the City Manager to sign agreement(s) on behalf of the
City of Port Angeles including an amendment to the 2022 Management Agreement for the Joint Public
Safety Facility resulting in the advancement of design services by OAC, Inc. for an amount not to
exceed $1,900,000.00 for design of the Joint Public Safety Facility.
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Build alternatives. Key opportunities for Council and Commission to weigh in on project development
were also discussed.
In order for both City and County actions to most closely align, the County plans to have these same
considerations presented at a work session on May 1st, City Council presentation and action on May 2nd
and County action on May 8th.
As noted in the Scope of Work statement, there are various presentations allotted for at each of the
systematic stages of design (schematic, design development and final design or roughly the 90% level). It
is the goal, as a design update at each of these points, to reserve for the City Council a presentation by the
design team to ensure that Council remains abreast of the project’s progress as it proceeds.
Although the facility is designed to the LEED Silver design standard characteristics, City and County
staff have already traded information and ideas that would generally fall into the project design element
that reflects the City’s Climate Resiliency Plan. Examples of these element considerations are maximum
use of solar, pervious pavement opportunities to aid with stormwater, High Energy Efficiency HVAC
with computer driven temperature control, and a landscape plan that does not require high water use once
the trees/plantings are established. As design develops, staff from both agencies will continue to offer
suggestions to the design team that will lead to a facility that we can all be proud of from functionality,
cost of operation and climate resilient perspectives.
Funding Overview: Funding to proceed with this activity will come from currently secured and future
grant resources dedicated to the design and construction of this project. A detailed funding scenario is
included within the March 31, 2023, Project Memorandum attached hereto.
Attachment: Clallam County Memorandum to County Commissioners
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Using Alternative Public
Works Procurements for
Capital Projects (RCW
39.10)
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Types of Alternative Public Works Contracting
u General Contractor/Construction Management (GC/CM)
u Design Build (DB)
u Progressive Design Build (PDB)
RCW 39.10: Alternative Public Works Contracting
Requirements to Use RCW 39.10
1.Project is over $2,000,000.
2.Agencies must demonstrate broad competence/prior experience with DB
or GC/CM or that they have a solid project management team with
specific experience.
3.Must receive project approval from the Project Review Committee (PRC)
4.Projects are good candidates if they are: “highly specialized”,
“complex”, “technical”, “historic”, and/or involve structures that will
remain occupied during construction.
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General Contractor/Construction Mgt
u General Contractor/Construction Management (GC/CM): Contractor is selected using
both Experience and Contractor overhead costs. Uses Maximum Allowed Construction
Cost that is agreed upon at 90% Design with the contractor. The owner provides the
Architect and engineering consultants and is responsible for the design. GC/CM
Contracting is a process of collaborative management and construction process
between the owner, architect and contractor.
Pros:
u Contractor involved in design phase
u Transfers most cost increase risks to Contractor (less Change Orders)
u Owner can select contractor with multiple criteria besides price.
Cons
u Upfront process takes longer
u Owner still ultimately responsible for Design errors
u Need a more experienced team or hire experienced consultants
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Design Build
u Design Build (DB) and Progressive Design Build (PDB): The design and construction
services are contracted to a selected contractor based upon experience and cost
criteria. Design-build is used to minimize risks for the project owner and reduce the
delivery schedule by overlapping the design phase and construction phase of a project.
More of a collaborative process with Contractor
Pros:
u Contractor involved in design phase
u Transfers most cost increase risks to Contractor (less Change Orders)
u Transfers Design Risk to Contractor (less Change Orders)
u Fixed cost is determined prior to each phase contract
Cons
u Upfront process takes longer
u Need a more experienced team or hire needed experience as consultants
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Approval Process:
Written Application Submit Application
Presentation to Review Board
Review Board Decision
Due 20th of prior
month
June, July, September, November
Announced day of
Presentation
Written Application
If Denied, Appeal or Resubmit
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Contractor Selection Process
Select Project Team
Develop and Issue RFQ to identify Qualified Contractors
Presentation to PRC Board/Gain Approval
Review Committee scores and selects top RFQ submissions to receive RFP
Develop and Issue RFP
Review Committee scores and selects top RFP Submission
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Design and Construction Timeline
Select Contractor
Start Design and Cost Estimating
Develop and Sign Preconstruction Contract
Split Design and Construction into Phases
Continue Design and Estimating Develop 1st Phase Construction Contract
Start Construction of First Phase
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Typical Project Management Plan
Executive/Legislative oversight (owner)
Contractor Project Manager
Owner Project Director
DB/OAC
Tech. Advisor
Architect/Engineering
Legal Council Review Committe e
Project
Procurement
Project Superintendent Subcontractors
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Questions ?
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