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HomeMy WebLinkAboutMINUTES - 03241987 - T.3 TO: BOARD OF-SUPERVISORS }} Phil Batch ,lor C IIrC� FROM: County AdministratorCosta ministrator l DATE: March 24, 1987 C"qy SUBJECT: Approval. bf Design Development Phase West County Justice Center SPECIFIC REQUEST(S) OR RECOMMENDATION(S) & BACKGROUND AND JUSTIFICATION RECOMMENDATIONS 1 . ACCEPT report from County Administrator on design, cost and schedule items relating to the West County Justice Center project and adopt the following recommendations necessary to . keep the Project on time and within budget: a. APPROVE the Design Development Phase Submittal. b. APPROVE the Third Amendment initiating the Contract Documents Phase of the Architectural Services Agreement with Dworsky/Design Partnership, a joint venture, and AUTHORIZE the County Administrator or his designee to execute the Amendment. c. APPROVE the First Amendment to the Consulting Services Agreement with O'Brien-Kreitzberg and Associates, Inc. , continuing management services, and AUTHORIZE the County Administrator or his designee to execute the Amendment. FINANCIAL IMPACT: 1. Third Amendment,, Architectural Services Agreement with Dworsky/Design Partnership: This contract for design services is currently limited to the Predesign, Schematic Design and Design Development phases of the West County Justice Center project. The third Amendment extends the contract through Contract Documents, the next phase of design. If approved, the contract will not exceed a total of $1,982 ,882; an increase of $940,982 . The increase is anticipated and the funds to support this obligation have been budgeted. CONTINUED ON ATTACHMENT: YES SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF Ii4RDICOMMITTEE APPROVE OTHER SIGNATURE(S) ACTION OF BOARD ON March 24, 1987 APPROVED AS RECOMMENDED X OTHER VOTE OF SUPERVISORS X UNANIMOUS (ABSENT IV ) I HEREBY CERTIFY THAT THIS IS A TRUE AYES: NOES: AND CORRECT COPY OF AN ACTION TAKEN ABSENT: ABSTAIN: AND ENTERED ON THE MINUTES OF THE BOARD OF SUPERVISORS ON THE DATE SHOWN. CC: CAO, Justice System Programs ATTESTED 07 /497 Sheriff-Coroner nil eor, Clerk of the Ward of Chair, West County Justice Center $up nisorsWCal*Admitlistrdw Advisory Group County Administrator MS82/7-82 nV West County Justice Center Approval of Design Development Phase Page Two 2 . First Amendment, Consulting Services Agreement with O'Brien-Kreitzberg and Associates: This contract for Project Management services is currently limited to the Schematic and Design Development Phases of the project. This Amendment extends the contract through Contract Documents, the next phase of design. Approval of the amendment will authorize additional services not to exceed a cumulative total of $489,596, of which $229,068 is set aside for Contract Documents Phase services. The increase is anticipated and the funds to support this obligation have been budgeted. REASONS FOR RECONIlEENDATION/BACKGROUND: A. HISTORY OF PROJECT DEVELOPMENT As a result of overcrowding at the County' s adult ' detention facilities in, Martinez, Richmond and Clayton, the County made application for a $36,570, 521 grant to the California Board of Corrections on November 17 , 1983 . This grant was approved for the development of a 560-bed minimum-medium correctional facility in accordance with the County Jail Capital Expenditure Bond Act. From the creation of the Correctional Facility Planning Task Force in December 1982 until December 1985, the County conducted a comprehensive site selection process in which 29 sites were seriously studied prior to the selection of the preferred location for the West County Justice Center (WCJC) . In November 1984, the architectural/planning firm of Design Partnership began predesign programming studies. Concurrent with programming and site selection, during the following one and one-half years, the Board selected the project Architect, Dworsky/Design Partnership, and Project/Construction Manager, O'Brien-Kreitzberg and Associates. On July 8, 1986, the Board approved the Architectural Predesign Program, thus formally beginning the first phase of design. On December 9 , 1986, the Board approved the West County Justice Center Schematic Design, thus initiating the Design Development Phase. During the ten week Design Development Phase, the Architect continued to refine the building designs. Although this phase concentrated on interior designs, special requirements and finishes, it also included the development of the project' s integrated security and communication system, preliminary engineering and landscaping. During this period, the Architect met with staff from the Sheriff ' s Department and General Services Department 12 times to review designs and develop the security system. On February 17, the County received the Design Development Submittal consisting of 118 drawings, an Integrated Security Plan, a building area summary (comparing the current design with the architectural program) , room data sheets and outline specifications. During the month long review, County staff and the Architect have held four days of design presentation and review meetings and met with the California Board of Corrections and Fire Marshals staffs. .The estimate, engineering reports, drawings and specifications were also reviewed by the project management consultant. B. DESIGN CONCEPTS The project design developed in response to a well defined security concept. The integrated security plan calls for a secure perimeter consisting of a landscaped buffer zone, a perimeter patrol road, a West County Justice Center Approval of Design Development Phase Page Three double security fence with two independent electronic detection systems, and an open buffer zone separating the fences from the buildings and recreation areas. This strong, state-of-the-art security and communication system will allow for buildings of more conventional construction, and controlled but independent movement of inmates within the compound. Access to and from this area will be through a tunnel going under the patrol road and perimeter fences into a secure building located outside the fence line. This outside building will contain the public lobby, administrative and staff areas, operations, and services including kitchen and laundry facilities. This building will have a maximum security perimeter. Movement into and out of this facility will enter and leave from this building. The area within the fenced compound is divided into three areas: housing, inmate services and recreation. There are four two-story general population housing buildings, each with 128 beds. In addition, there is a 48 bed housing module for unclassified inmates. The intake housing building is part of a complex of buildings situated around a quadrangle that houses central visiting, an outpatient client, library, classrooms, religious offices, staff dining, commissary/clothing exchange, and space for multi-purpose activities. This compound is designed for future expansion without change to the perimeter security system. Although the design plan and appearance have changed somewhat during the Design Development Phase, the West County Justice Center remains consistent with the original design concept and architectural program. Most of the changes were made in response to facility operation needs or engineering requirements. The buildings remain one and two stories in height. The exterior will consist mainly of concrete block elements consisting of a variety of textures and colors. The detailing, window sizes, covered walkways, etc. , will be residential in scale. The perimeter and entry area will be heavily landscaped; the selection of plants and trees complementing the natural landscaping adjacent to the project site. The use of perimeter earth berms, shrubs and trees will screen the project from the surrounding properties. C. DESIGN REVIEW Throughout the Design Development and review period, the Architect participated in numerous meetings with County, Board of Corrections, State Fire , Marshal, Richmond Fire Department and utility company staffs. In addition, the Architect or Project Manager regularly met with the West County Justice Center Advisory Group and its Design Committee to discuss design changes, their ideas and their concerns. During the second phase of the design, the rear portion of the administration building and parking lot was moved further from the existing park entry, the landscaping in this area was changed, the existing grove of mature eucalyptus trees was preserved and the taller buildings were reduced in height. These changes were responsive to the Design Committee' s comments. Additional Committee concerns, such as site lighting, noise, visibility of roof top equipment and the effective screening ability of planned landscaping will be specifically addressed during the next stage of design. Acceptance of the design as i•t has developed through this design phase includes representatives from the Cities of Richmond and Pinole. The Tara Hills Homeowners Association also accepted the project when its design was presented at their February meeting. i West County Justice Center Approval of Design Development Phase Page Four i D. BUDGET The project. has a total budget of $48,760,695 , of which up to $36 ,507 , 521 is to be provided by the California Board of Corrections. At the end of the Design Development Phase, the project' s recorded expenses total approximately $1,000 ,000. Obligations for consultant services and County expenses total approximately $1,700,000. Current budget allocations include funds for anticipated consultant services and site acquisition. The February 25 construction cost estimate totalled $32.5 million, approximately 3% above the budget. Value engineering changes and corrections to quantities and unit prices resulted in the necessary adjustments to the budget without reducing the design program, security or building quality and design. In addition, bid alternates will be incorporated in the contract documents, as necessary to award the project within budget. The Design Development Phase cost estimate includes an 8% design contingency, thus maintaining a reserve fund for cost changes during the next design phase. The target construction contract remains $33 ,152,000. Adding a 5% bidding contingency to this amount, the Fixed Limit of Initial Construction Contract Cost (FLICCC) is $34,810,000. The amount of these contingencies is consistent with prudent design administration practices. E. CONSTRUCTION DOCUMENTS PHASE Approval of the project' s Design Development submittal and Architect' s contract amendment submittal initiates the eight month Construction Documents phase. Design during this phase will continue to refine the design. Specifically, this phase will produce a complete set of bidding documents including contract conditions, specifications and working drawings. These drawings will be expanded to include such items as details, interior elevations, additional sections, finish schedules and notes. There will continue to be periodic review meetings with County staff, the State and Richmond Fire Marshals, utility companies, the Project and Construction Managers, and the West County Justice Center Advisory Group and Design Committee. The project is currently three weeks ahead of the original schedule and is on target for award of a small construction contract (rough grading and off-site roads) next September and award of the remaining work on or before May, 1988. F. CONSEQUENCES OF NEGATIVE ACTION: Failure to approve the Design Development submittal and Architectural Services contract amendment will stop the project design. This stoppage will delay the construction contract award and eventual occupancy, thus exacerbating inmate overcrowding at the County' s existing detention facilities. Due to escalation in construction, this delay would increase project costs by $80,000 - $150, 000 per month (assuming a 3% - 6% rate of inflation) . Given a fixed construction budget, the project would have to be reduced in size by a similar dollar amount, ultimately reducing bed capacity. If the delays are extensive, the State' s $36 million portion of this project would be in jeopardy and could be lost. The little girl was a quiet, gentle child and you would not have guessed that she was running a high fever. The mom had hoped to get right back home. (They came at I p.m. ) At 4 p.m. they were still sitting by the back door waiting for their ride. One of the volunteers had noticed that the mom had spent her last bit of money to buy her daughter a taco while they waited. The little family was stranded and even if the mom had had the change to make a phone call, she had no one to call for help. Both parent and child were cold and afraid. No one had responded to their sign asking for a ride home. Then, one of our donors offered to take the family home. We gave the mom four quarters for phone calls, some MacDonald's certificates for an immediate meal, and additional grocery certificates to buy over-the-counter medication for her daughter which Medi-Cal would not cover. Everyone was in tears as the family departed, so thankful that they were helped. Hugs and kisses were shared by all and the mom said she again had faith that there were still good people left in the world. There were so many people who did so much to help us do our job. We would like to share part of a thank you note we received that was addressed to a family that had done an "adoption." "Dear Family: I've received the gifts and food. This had been the most happiest time of mine and my daughter's life. We both thank you and your children so much. I'm in tears. I have never had anyone do for me or my daughter as much as you did for us. We love you and thank you so much . . . For as long as I live, I will never forget this one special Christmas . . . Once again, we thank you from the bottom of our hearts and wish you the happiest Christmas ever because you all made us ever so happy. LOTS OF LOVE, Annie and Linda (not their real names. ) From all of us at Volunteer Services, best wishes for a HAPPY , . HEALTHY , PROSPEROUS NEW YEAR ! x w. tA ON= g fr�a g: 6.: 0I it GIRL SCOUT TROOP FROM SAN RAMON VALLEY (LAS TRAMPAS ASSOCIATION) VISITS VOLUNTEER SERVICES WITH GIFTS FOR EMERGENCY BASKET PROGRAM TO: ' BOARD OF SUPERVISORS Contra FROM: Phil Batchelor County Administrator Costa DATE: March 24, 1987 "`)tj "7 SUBJECT: Resolution Submitted ' by the West County Justice Center Advisory Group SPECIFIC REQUEST(S) OR RECOMMENDATION(S) & BACKGROUND AND JUSTIFICATION RECOMM]MED ACTION: 1. ACCEPT Resolution from the West County Justice Center Advisory Group and REFER Recommendations to the County Administrator for , appropriate follow up with the Architect. 2. DIRECT the County Administrator to continue periodic meetings with the City of Richmond and East Bay Regional Park District, as necessary, in developing plans that will assure the project' s compatibility with existing and proposed adjacent land uses. BACKGROUND: The West County Justice Center Advisory Group was established by the Board of Supervisors on April 1, 1986 to provide advice to the Board regarding the design and construction of the new .Justice Center. The Advisory Group has been meeting regularly and discussing the community issues related to the planning, design and operation of the Justice Center. The Advisory Group submitted the attached resolution resulting from their review of the Design Development drawings. This resolution identified the Group' s concerns and lists areas for further design mitigation required to maintain the existing tranquility and ambiance in the Point Pinole area. i CONTINUED ON ATTACHMENT: YES SIGNATURE: i RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMEND ION OF BOARD COMMITTEE i APPROVE OTHER SIGNATURE(S) ACTION OF BOARD ON March 24, 1967 APPROVED AS RECOMMENDED X OTHER VOTE OF SUPERVISORS X UNANIMOUS (ABSENT IV ) I HEREBY CERTIFY THAT THIS IS A TRUE AYES: NOES: AND CORRECT COPY OF AN ACTION TAKEN ABSENT: ABSTAIN: AND ENTERED ON THE MINUTES OF THE BOARD OF SUPERVISORS ON THE DATE SHOWN. CC: CAO, Justice System Programs ATTESTED � ay If f I7 Sheriff-Coroner rhii Batchelor, rk of the ward of Chair, West County Justice Center &"tS»d COYfr Admtt>I�f. Advisory Group County Administrator M382/7-e3 BYQ­9� � . DEPUTY .- .. 3•a� •: 'i :. .' :. �l�1 R:yYS L ^ ." STT' _ TO: BOARD OF SUPEMSORS CONTRA COSTA COUNTY The West County Justice Center Advisory Group endorses and submits the following resolution prepared by the Group's Design Committee: WHEREAS, the Advisory Group was established to provide, through a collaborative effort, advice to the Board of Supervisors regarding the design process of the West County Justice Center; and WHEREAS, the Design Committee has held several design review meetings with the Project Architect and Project Manager; WHEREAS, this project's presence adjacent to the Point Pinole Regional Shoreline, golf course andopen space will have an impact on the existing areas tranquility and ambiance, and WHEREAS, the County and its Architect have positively responded to a number of design review comments made by the Design Committee; BE IT RESOLVED, that the Advisory Group accepts the Design Development drawings; and FURTHER, that the Board of Supervisors continue to cooperate with the City of Richmond and East Bay Regional Park District to assure the West County Justice Center's compatibility with existing and proposed adjacent uses; and FURTHER, instruct the County's project team and architect to review and refine the design during the next phase to reduce any negative impacts on the surrounding area, specifically, but not limited to: 1. Noise - Mitigate disruptive noise such as mechanical equipment, trash removal, traffic, and P.A. speakers by carefully placing these noise generating sources away from the site perimeter or placing them within buildings. 2. Aesthetics - Locate building equipment and rooftop exhaust flues out of view from the adjacent property. 3. Buffer zones - Prepare additional drawings to verify that the landscaped buffer zones adequately screen the Center's buildings from the park and perimeter roadways; and FURTHER, prepare project specifications to require the construction contractor to plant the landscaped buffer zone using mature plants during the initial months of construction; and FURTHER, the Design Committee wishes to continue to periodically meet with the Architect and Project Manager to review project drawings, details or models that show that the design addresses the concerns of the Advisory Group to adequately mitigate the West County Justice Center's impact on surrounding activities and spaces. F� \ W E S T C 0 U N T Y J U S T I C E C E N T E R ADVISORY GROUP March 10, 1987 Board of Supervisors Contra Costa County County Administration Building Martinez, CA 94553 Subject: West County Justice Center Dear Board Members: At its February 25 meeting, the West County Justice Center Advisory Group approved the enclosed resolution from the Group's Design Committee review of the Design Development phase drawings. After consideration of our recommendations, I hope the Board will take the necessary action to assure that these items are fully addressed and resolved. Sincerely, Lloyd Madden, Chair West County Justice Center Advisory Group Enclosure: