911 Center_Emergency Operations Center Needs AssessmentTHE CITY OF
Dui
Masterpiece on the Mississippi
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: 911 Center /Emergency Operations Center Needs Assessment
DATE: January 14, 2013
Dubuque
kital
All- America City
II h/
2012
On August 7, 2012, the City released the 911 Center /Emergency Operations Center
Needs Assessment RFP and received fourteen responses.
After reviewing the responses, the RFP Review Committee selected four companies to
give presentations and be interviewed. Following the presentations and interviews,
Emergency Communications Manager Mark Murphy, Emergency Management
Coordinator Tom Berger and the RFP Review Committee recommend City Council
approval of the selection of Wold Architects to provide the Needs Assessment for the
Emergency Communications /Emergency Operations Center for a proposed fee of
$45,000, with additional reimbursable cost not to exceed $15,000.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
hrit44
Michael C. Van Milligen
MCVM:jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Teri Goodmann, Assistant City Manager
Mark Murphy, Emergency Communications Manager
Tom Berger, Emergency Management Coordinator
THE CITY OF
Dui
Masterpiece on the Mississippi
TO: Michael C. Van Milligen, City Manager
FROM: Mark Murphy, Emergency Communications Manager
Tom Berger, Emergency Management Coordinator
DATE: January 14, 2013
SUBJECT: 911 Center /Emergency Operations Center Needs Assessment
Dubuque
had
All- America City
' I I'
2007
INTRODUCTION
This memorandum will detail the selection process and the vendor recommendation for the Emergency
Communications/Emergency Operations Center Needs Assessment Study. The selection process has chosen Wold
Architects
BACKGROUND
In previous City Council Goal settings, the council recommended looking at relocation of the 911 Center to be a top priority.
With several severe weather events and other man made events, the current amount of dispatching positions are inadequate
to perform the necessary duties and can overburden the dispatch center.
On August 7th, 2012, the City released the 911 Center/Emergency Operations Center Needs Assessment RFP. Companies
were given until Tuesday September 4th, 2012 to submit proposals. On that date, fourteen companies submitted proposals.
Those companies were:
Neumann Monson Architects Ament Design
Leach Mounce Architects Wold Architects
SVPAArchitects TSP/Five Bugles
Aecom/FEH Associates Treanor Architects
Gere Dismer Architects Architects Design Group
Shive Hattery Architects Venture Architects
Jacobs Wyper Architects GeoComm
A Committee was formed to look over the proposals. The committee included:
Dubuque Fire Chief Dan Brown
Dubuque Police Mark Dalsing
Dubuque County Sheriff Don Vrotsos
EMA Director Tom Berger
Stacey Moore, City of Dubuque Information Services Department
Mark Murphy, Emergency Communications Manager
Assistant Police Chief Terry Tobin
Chief Deputy Greg Egan, Dubuque County Sheriff's Office
Others that had been invited to participate in the selection process were:
Jenny Larson, Budget Director
Chris Kohlmann, City Information Services Manager
Lead Dispatcher Joseph Young
DISCUSSION
The committee narrowed down the selection to four companies. They invited Wold Architects, Architects Design Group,
Jacobs Wyper Architects, and Venture Architects in to give presentations and to be interviewed. The committee then used
the following criteria to select a company.
1. Firm's expertise for the project
2. Firm has conducted five similar studies for Emergency Communications /Emergency Operations Centers in the past five
years (references must be provided).
3. Past record of performances on similar projects
4. Experience with joint use facilities
5. Project organization and management
6. Qualifications of the project team.
The Committee recommends the selection of Wold Architects as the vendor to provide the Needs Assessment for the
Emergency Communications /Emergency Operations Centers.
Wold Architects has a proven track record in doing these types of studies. They have done studies for Scott County (la)
Emergency Communications Center, Dakota Communications Center (Rosemont, MN), Hennepin County 911 Dispatch
(Plymouth, Mn) and Kane Comm (Geneva, II).
Wold Architects have also partnered with Straka Johnson Architects, PC on this project as well as several other projects in
the Dubuque area. The committee felt that this local partnership provided them with an advantage as the local group would
provide valuable information and have an investment in the community.
Wold Architects have also partnered with Kent Therkelsen & Associates, Inc. Leonard Koehnen, the Dubuque County 911
Board's radio consultant, has gone to work for Kent Therkelsen & Associates. This partnership provides them with the
knowledge of how the Dubuque Communications Center's radio system works.
Wold Architect's proposed fee is $45,000 with additional reimbursable cost not to exceed $15,000. The CIP amount
budgeted for this was $60,000.
In December 2012, City Council approved entering negotiations with Wold Architects to provide the Needs Assessment for
the E911 Center and the Emergency Operations Center.
RECOMMENDATION
Based on the RFP and selection process, I recommend that the City of Dubuque accept Wold Architects to be the provider
for the Needs Assessment Study.
PROJECT COST - BUDGET IMPACT
$60,000
ACTION TO BE TAKEN
City Manager's review and signature on the attached contract with Wold Architects
Prepared by:
cc:
Mark Murphy, Emergency Communications Manager
Tom Berger, Emergency Management Coordinator
AIA® Document B102TM - 2007
Standard Form of Agreement Between Owner and Architect without a Predefined
Scope of Architect's Services
AGREEMENT made as of the Fourth day of December in the year Two Thousand and
Twelve.
BETWEEN the Owner:
City of Dubuque
50 West 13th Street
Dubuque, Iowa 52001
and the Architect:
Wold Architects and Engineers
110 North Brockway Street
Suite 220
Palatine, Illinois 60067
Telephone Number: 847 - 241 -6100
Fax Number: 847 - 241 -6105
for the following Project:
911 Center / Emergency Operations Center Needs Assessment Study
TABLE OF ARTICLES
1 ARCHITECT'S RESPONSIBILITIES
2 OWNER'S RESPONSIBILITIES
3 COPYRIGHTS AND LICENSES
4 CLAIMS AND DISPUTES
5 TERMINATION OR SUSPENSION
6 COMPENSATION
7 MISCELLANEOUS PROVISIONS
8 SPECIAL TERMS AND CONDITIONS
9 SCOPE OF THE AGREEMENT
ARTICLE 1 ARCHITECT'S RESPONSIBILITIES
§ 1.1 The Architect shall provide the following professional services:
The architect will provide planning services outlined in Exhibit A to develop a Building
Needs Assessment, building use program, and architectural concept plans for a 911
Communications Center and Emergency Operations Center (EOC).
§ 1.2 The Architect shall perform its services consistent with the professional skill and
care ordinarily provided by architects practicing in the same or similar locality under the
same or similar circumstances. The Architect shall perform its services as expeditiously
as is consistent with such professional skill and care and the orderly progress of the
Project.
§ 1.3 The Architect shall identify a representative authorized to act on behalf of the
Architect with respect to the Project.
§ 1.4 Except with the Owner's knowledge and consent, the Architect shall not engage in
any activity, or accept any employment, interest or contribution that would reasonably
appear to compromise the Architect's professional judgment with respect to this Project.
§ 1.5 The Architect shall maintain insurance for the duration of this Agreement in
accordance with City of Dubuque Insurance Schedule C, Professional Services. If any
of the requirements set forth below exceed the types and limits the Architect normally
maintains, the Owner shall reimburse the Architect for any additional cost.
ARTICLE 2 OWNER'S RESPONSIBILITIES
§ 2.1 Unless otherwise provided for under this Agreement, the Owner, with the
assistance of the Architect, shall provide information in a timely manner regarding
requirements and limitations on the Project, including a written program which shall set
forth the Owner's objectives, schedule, constraints and criteria, including space
requirements and relationships, flexibility, expandability, special equipment, systems
and site requirements. Within 15 days after receipt of a written request from the
Architect, the Owner shall furnish the requested information as necessary and relevant
for the Architect to evaluate, give notice of or enforce lien rights.
§ 2.2 The Owner shall identify a representative authorized to act on the Owner's behalf
with respect to the Project. The Owner shall render decisions and approve the
Architect's submittals in a timely manner in order to avoid unreasonable delay in the
orderly and sequential progress of the Architect's services.
§ 2.3 The Owner shall coordinate the services of its own consultants with those services
provided by the Architect. Upon the Architect's request, the Owner shall furnish copies
of the scope of consulting services in the contracts between the Owner and the Owner's
consultants. The Owner shall furnish the services of consultants other than those
designated in this Agreement, or authorize the Architect to furnish them as an Additional
Service, when the Architect requests such services and demonstrates that they are
reasonably required by the scope of the Project. The Owner shall require that its
consultants maintain professional liability insurance as appropriate to the services
provided.
§ 2.4 The Owner shall furnish all legal, insurance and accounting services, including
auditing services, that may be reasonably necessary at any time for the Project to meet
the Owner's needs and interests.
§ 2.5 The Owner shall provide prompt written notice to the Architect if the Owner
becomes aware of any fault or defect in the Project, including errors, omissions or
inconsistencies in the Architects Instruments of Service.
ARTICLE 3 COPYRIGHTS AND LICENSES
§ 3.1 The Architect and the Owner warrant that in transmitting Instruments of Service, or
any other information, the transmitting party is the copyright owner of such information
or has permission from the copyright owner to transmit such information for its use on
the Project. If the Owner and Architect intend to transmit Instruments of Service or any
Other information or documentation in digital form, they shall endeavor to establish
necessary protocols governing such transmissions.
§ 3.2 The Architect and the Architect's consultants shall be deemed the authors and
owners of their respective Instruments of Service, including the Drawings and
Specifications, and shall retain all common law, statutory and other reserved rights,
including copyrights. Submission or distribution of Instruments of Service to meet official
regulatory requirements or for similar purposes in connection with the Project is not to
be construed as publication in derogation of the reserved rights of the Architect and the
Architect's consultants.
§ 3.3 Upon execution of this Agreement, the Architect grants to the Owner a
nonexclusive license to use the Architect's Instruments of Service solely and exclusively
for the Project, provided that the Owner substantially perform its obligations, including
prompt payment of all sums when due, under this Agreement. The Architect shall obtain
similar nonexclusive licenses from the Architect's consultants consistent with this
Agreement. The license granted under this section permits the Owner to authorize the
Contractor, Subcontractors, Sub - subcontractors, and material or equipment suppliers,
as well as the Owner's consultants and separate contractors, to reproduce applicable
portions of the Instruments of Service solely and exclusively for use in performing
services for the Project. If the Architect rightfully terminates this Agreement for cause as
provided in Sections 5.3 and 5.4, the license granted in this Section 3.3 shall terminate.
§ 3.3.1 In the event the Owner uses the Instruments of Service without retaining the
author of the Instruments of Service, the Owner releases the Architect and Architect's
consultant(s) from all claims and causes of action arising from such uses. The Owner,
to the extent permitted by law, further agrees to indemnify and hold harmless the
Architect and its consultants from all costs and expenses, including the cost of defense,
related to claims and causes of action asserted by any third person or entity to the
extent such costs and expenses arise from the Owner's use of the Instruments of
Service under this Section 3.3.1.
§ 3.4 Except for the licenses granted in this Article 3, no other license or right shall be
deemed granted or implied under this Agreement. The Owner shall not assign,
delegate, sublicense, pledge or otherwise transfer any license granted herein to another
party without the prior written agreement of the Architect. Any unauthorized use of the
Instruments of Service shall be at the Owner's sole risk and without liability to the
Architect and the Architect's consultants.
ARTICLE 4 CLAIMS AND DISPUTES
§ 4.1 GENERAL
§ 4.1.1 The Owner and Architect shall commence all claims and causes of action,
whether in contract, tort, or otherwise, against the other arising out of or related to this
Agreement in accordance with the requirements of the method of binding dispute
resolution selected in this Agreement within the period specified by applicable law, but
in any case not more than 10 years after the date of Substantial Completion of the
Work. The Owner and Architect waive all claims and causes of action not commenced
in accordance with this Section 4.1.1.
§ 4.1.2 To the extent damages are covered by property insurance, the Owner and
Architect waive all rights against each other and against the contractors, consultants,
agents and employees of the other for damages, except such rights as they may have
to the proceeds of such insurance as set forth in AIA Document A201 -2007, General
Conditions of the Contract for Construction, if applicable. The Owner or the Architect, as
appropriate, shall require of the contractors, consultants, agents and employees of any
of them similar waivers in favor of the other parties enumerated herein.
§ 4.1.3 The Architect and Owner waive consequential damages for claims, disputes or
other matters in question arising out of or relating to this Agreement. This mutual waiver
is applicable, without limitation, to all consequential damages due to either party's
termination of this Agreement, except as specifically provided in Section 5.7.
§ 4.2 MEDIATION
§ 4.2.1 Any claim, dispute or other matter in question arising out of or related to this
Agreement shall be subject to mediation as a condition precedent to binding dispute
resolution. If such matter relates to or is the subject of a lien arising out of the Architect's
services, the Architect may proceed in accordance with applicable law to comply with
the lien notice or filing deadlines prior to resolution of the matter by mediation or by
binding dispute resolution.
§ 4.2.2 The Owner and Architect shall endeavor to resolve claims, disputes and other
matters in question between them by mediation, which unless the parties mutually
agree otherwise, shall be administered by the American Arbitration Association in
accordance with its Construction Industry Mediation Procedures in effect on the date of
the Agreement. A request for mediation shall be made in writing, delivered to the other
party to the Agreement, and filed with the person or entity administering the mediation.
The - request may be made concurrently with the filing of a complaint or other
appropriate demand for binding dispute resolution but, in such event, mediation shall
proceed in advance of binding dispute resolution proceedings, which shall be stayed
pending mediation for a period of sixty (60) days from the date of filing, unless stayed
for a longer period by agreement of the parties or court order.
§ 4.2.3 The parties shall share the mediator's fee and any filing fees equally. The
mediation shall be held in the place where the Project is located, unless another
location is mutually agreed upon. Agreements reached in mediation shall be
enforceable as settlement agreements in any court having jurisdiction thereof.
§ 4.2.4 If the parties do not resolve a dispute through mediation pursuant to this Section
4.2, the method of binding dispute resolution shall be the following:
(Check the appropriate box. If the Owner and Architect do not select a method of
binding dispute resolution below, or do not subsequently agree in writing to a binding
dispute resolution method other than litigation, the dispute will be resolved in a court of
competent jurisdiction.)
[X] Litigation in the Iowa District court for Dubuque County
[ ] Other (Specify)
§ 4.3.4 CONSOLIDATION OR JOINDER
No mediation or legal action arising out of or relating to this Agreement shall include, by
consolidation or joinder or in any other manner, an additional person or entity not a
party to this Agreement, except by written consent containing a specific reference to this
Agreement and signed by the Owner, Architect, and any other person or entity sought to
be joined. Consent to mediation or legal action involving an additional person or entity
shall not constitute consent to mediation or legal action of any claim, dispute or other
matter in question not described in the written consent or with a person or entity not
named or described therein. The foregoing agreement to mediate and other agreements
to mediate with an additional person or entity duly consented to by parties to this
Agreement shall be specifically enforceable in accordance with applicable law in the
Iowa District Court for Dubuque County.
ARTICLE 5 TERMINATION OR SUSPENSION
§ 5.1 Architect.
§ 5.1.1. Nonpayment. If the Owner fails to make payments to the Architect in
accordance with this Agreement, such failure shall be considered substantial
nonperformance and cause for termination or, at the Architect's option, cause for
suspension of performance of services under this Agreement.
§ 5.1.2 Suspension by Architect for Nonpayment. If the Architect elects to suspend
services, the Architect shall give seven (7) days written notice to the Owner before
suspending services. In the event of a suspension of services, the Architect shall have
no liability to the Owner for delay or damage caused the Owner because of such
suspension of services. Before resuming services, the Architect shall be paid all sums
due prior to suspension and any expenses incurred in the interruption and resumption of
the Architect's services. The Architect's fees for the remaining services and the time
schedules shall be equitably adjusted.
§ 5.1.3 Termination by Architect. The Architect may terminate this Agreement only in
the event of substantial non - performance by the Owner. In the event the Architect
proposes to terminate this Agreement, the Architect shall notify the Owner in writing
stating with specificity the alleged non - performance and further stating that the
proposed termination shall be effective if the non - performance remains uncorrected for
a period not less than fifteen (15) days following said notice.
§ 5.2 Owner.
§ 5.2.1 Suspension. If the Owner suspends the Project, the Architect shall be
compensated for services performed prior to notice of such suspension. When the
Project is resumed, the Architect shall be compensated for expenses incurred in the
interruption and resumption of the Architect's services. The Architect's fees for the
remaining services and the time schedules shall be equitably adjusted. If the Owner
suspends the Project more than ninety (90) cumulative days for reasons other than the
fault of the Architect, the Architect may terminate this Agreement by giving not less than
seven (7) days written notice.
§ 5.2.2 Owner's Termination.
§5.2.2.1 For Convenience and without Cause. This Agreement may be terminated
by the Owner upon seven (7) days written notice to Architect in its sole discretion for the
Owner's convenience and without cause.
§ 5.2.2.2 Compensation of Architect upon Owner's Termination. In the event of
Owner termination through no fault of the Architect, the Architect shall be compensated
for services performed prior to termination, together with Reimbursable Expenses then
due and all Termination Expenses Termination Expenses are in addition to
compensation for the Architect's services and include expenses directly attributable to
termination for which the Architect is not otherwise compensated, plus an amount for
the Architect's anticipated profit on the value of the services not performed by the
Architect.
§ 5.2.2.3 Owner's Rights to Instruments of Service upon Termination. The
Owner's rights to use the Architect's Instruments of Service in the event of a termination
of this Agreement are set forth in Article 3.
ARTICLE 6 COMPENSATION
§ 6.1 The Owner shall compensate the Architect for services described in Section 1.1
as set forth below, or in the attached exhibit or scope document incorporated into this
Agreement in Section 9.2.
Fixed Fee of $45,000 with Additional Reimbursables Expenses not to exceed $15,000.
§ 6.2 Reimbursable Expenses are in addition to the fixed fee compensation for the
Architect's professional services and include expenses incurred by the Architect and the
Architect's consultants directly related to the Project, as follows:
a) Mileage and travel expenses based on Federal rates in connection
with the project;
b) Long distance services, dedicated data and communication
services, teleconferences, Project Web sites, and extranets;
c) Fees paid for securing approval of authorities having jurisdiction
over the Project, including government agency review and permit fees;
d) Printing, reproductions, plots, standard form documents;
e) Postage, handling and delivery;
f) Architect's Consultant's expense of professional liability insurance
dedicated exclusively to this Project, or the expense of additional
insurance coverage or limits if the Owner requests such insurance in
excess of that normally carried by the Architect's consultants;
g) All taxes levied on professional services and on reimbursable
expenses;
h) Site office expenses; and
i) Other similar Project - related expenditures.
§ 6.2.1 For Reimbursable Expenses the compensation shall be the actual expenses
incurred by the Architect and the Architect's consultants.
§ 6.3 PAYMENTS TO THE ARCHITECT
§ 6.3.1 Unless otherwise agreed, payments for services shall be made monthly in
proportion to services performed. Payments are due and payable upon presentation of
the Architect's invoice. Amounts unpaid thirty (30) days after the invoice shall bear
interest at the federal rate of interest, or in the absence thereof at the legal rate
prevailing from time to time at the principal place of business of the Architect.
§ 6.3.2 The Owner shall not withhold amounts from the Architect's compensation to
impose a penalty or liquidated damages on the Architect, or to offset sums requested by
or paid to contractors for the cost of changes in the Work unless the Architect agrees or
has been found liable for the amounts in a binding dispute resolution or judicial
proceeding.
§ 6.3.3 Records of Reimbursable Expenses and services performed on the basis of
hourly rates shall be available to the Owner at mutually convenient times.
ARTICLE 7 MISCELLANEOUS PROVISIONS
§ 7.1 This Agreement shall be governed by the law of the State of Iowa, except that if
the parties have selected arbitration as the method of binding dispute resolution, the
Federal Arbitration Act shall govern Section 4.3.
§ 7.2 Terms in this Agreement shall have the same meaning as those in AIA Document
A201 -2007, General Conditions of the Contract for Construction.
§ 7.3 The Owner and Architect, respectively, bind themselves, their agents, successors,
assigns and legal representatives to this Agreement. Neither the Owner nor the
Architect shall assign this Agreement without the written consent of the other, except
that the Owner may assign this Agreement to a lender providing financing for the
Project if the lender agrees to assume the Owner's rights and obligations under this
Agreement.
§ 7.4 If the Owner requests the Architect to execute certificates, the proposed language
of such certificates shall be submitted to the Architect for review at least fourteen (14)
days prior to the requested dates of execution. If the Owner requests the Architect to
execute consents reasonably required to facilitate assignment to a lender, the Architect
shall execute all such consents that are consistent with this Agreement, provided the
proposed consent is submitted to the Architect for review at least fourteen (14) days
prior to execution. The Architect shall not be required to execute certificates or consents
that would require knowledge, services or responsibilities beyond the scope of this
Agreement.
§ 7.5 Nothing contained in this Agreement shall create a contractual relationship with or
a cause of action in favor of a third party against either the Owner or Architect.
§ 7.6 Unless otherwise required in this Agreement, the Architect shall have no
responsibility for the discovery, presence, handling, removing or disposal of, or
exposure of persons to, hazardous materials or toxic substances in any form at the
Project site.
§ 7.7 The Architect shall have the right to include photographic or artistic
representations of the design of the Project among the Architect's promotional and
professional materials. The Architect shall be given reasonable access to the completed
Project to make such representations. However, the Architect's materials shall not
include the Owner's confidential or proprietary information if the Owner has previously
advised the Architect in writing of the specific information considered by the Owner to
be confidential or or proprietary. The Owner shall provide professional credit for the
Architect in the Owner's promotional materials for the Project.
§ 7.8 If the Architect or Owner receives information specifically designated by the other
party as "confidential" or "business proprietary," the receiving party shall keep such
information strictly confidential and shall not disclose it to any other person except to (1)
its employees, (2) those who need to know the content of such information in order to
perform services or construction solely and exclusively for the Project, or (3) its
consultants and contractors whose contracts include similar restrictions on the use of
confidential information.
ARTICLE 8 SCOPE OF THE AGREEMENT
§ 8.1 This Agreement represents the entire and integrated agreement between the
Owner and the Architect and supersedes all prior negotiations, representations or
agreements, either written or oral. This Agreement may be amended only by written
instrument signed by both Owner and Architect.
§ 8.2 This Agreement is comprised of the following documents listed below:
a) AIA Document B102 -2007, Standard Form Agreement Between Owner
and Architect
b) Exhibit A — Planning Services Outline.
c)
This Agreement entered into as of the day and year first written above.
ECT
(Sig ture)
City of Dubuque
(Printed name and title)
Wold Architects and Engineers
Roger Schroepfer, Partner
(Printed name and title)
EXHIBIT A
Needs Assessment, Program, Concept Plan: Tasks
Site is close to fire training, but threatened
by proximity to the railroad and needs
consideration of noise from race track.
Site can benefit from creating a campus with fire training.
Task 1: Organizational Meeting
Wold's initial meeting with you and your team will establish project
direction. We will gain overall project objectives and will develop
points -of- contact and schedules for stakeholder input.
A. Organize participants' activities and tasks
B Receive City /County input for the big picture
C. Determine mission statement, goals and objectives (basis for
decision making)
D. Set forth planning strategy and formalize schedule (establish
outcomes)
E. Establish convenient meeting dates for duration of the project
(keeps the ball rolling)
F. Agreement on review and approval process
Needs Assessment
Task 2: Analysis of Existing Buildings and Sites
A. Obtain all applicable building plans, data, and potential sites
B. Determine existing ECC deficiencies
C. Analyze relevant codes and requirements
D. Review current technology inventory
E. Evaluate site options for resiliency of telephony, radio, power,
and network connectivity
F. Diagram available building areas /maximum sizes for each site
G. Determine strengths and weaknesses
Your Site
Givens
• Buildable soils
• Ownership
• Approval process
Site / Usage
• Future additions
• Tower location
• Master Planning for other uses
• Threats: flooding, railroad,
airport, etc
Hardening
• Window placement
• Air intake
• Fuel tanks
• Communications and power
• Structural hardening for wind
events, i.e. tornadoes
Infrastructure
• Utility connections
• Site drainage
• Sustainability
Public Access / Staff Access
• Wayfinding
• Separation of parking and entries
• Potential campus
• Functional relationships
Site Security
• Secure staff parking
• Lighting and camera coverage
• Public vs. restricted access
Site Access / Egress
• Safety
• Visibility/ Image
EXHIBIT A
Needs Assessment, Program, Concept Plan: Tasks
4. Project Description
SPACE NEEDS INVENTORY SHEETS FOR INDIVIDUAL ROOMS
MINNESOTA EMERGENCY OPERATIONS CENTER
NAME OF SPACE Snell Cnnfere.m (A1.09)
Net Area 250 SF
Number of Spaces Required 1
Occupants B -tO employees/visitors
Hours/ Day Used B hours
Description of Activity Multi -use conference room
ARCHITECTURAL DESCRIPTION
Doors Standard
Windows/ Treatments Window /borrowed light for natural light
Ceilings Suspended acoustical tile
Walls Gypsum board with paint
Floors Carpet
Special Finishes None
Acoustic Requirements Acoustical separation from adjacent spaces
Architectural Character Comfodable, business-like
FURNITURE & EQUIPMENT
Fixed Work surface , white board, AN projector, projection nsscreen
Moveable 0 -10 side
ttchairs, table
PROXIMITY AND ACCESS
Requirements Adjacent to division workstations
MECHANICAL ISSUES Heating. 68.-70°F occupied,
Temperature fir-62°F unoccupied
Cooling. 76.-78°F occupied,
85 °F unoccupied
Humidity Winter. 30% RH,
Summer 40-60% RH
Controls Direct digital energy managemen system
Air Supply Recirculated
Exhaust None required
Plumbing None required
ELECTRICAL ISSUES
Lighting 30fc, bi -level control
Power Wall mounted receptacles
Special Electrical None required
COMMUNICATIONS
Voice Quad Category Be data drops
Data /Computer Quad Category fie data drops
Special Communications Quad gang floor box will house —
A/V cabling to support flat screen
m onitor connection
ADDITIONAL COMMENTS
SCALE: I/8" = 1' -0'
PROGRAMMED SPACE
911 Dispatch Subtotal
EOC /EMA Subtotal
JIC Subtotal
Warrants Subtotal
Training and Conference
Common Areas Subtotal
IT Support
Computer /Data Room Subtotal
Radio Equipment Room Subtotal
Building Support Spaces Subtotal
Vehicle Storage and Support Subtotal
Total Net Square Feet
SQUARE FOOTAGE
7,850 SF
4,015 SF
510 SF
694 SF
Included in EOC
3,154 SF
501 SF
1,450 SF
320 SF
788 SF
3,148 SF
22,430 SF
Plus Net to Gross Factor (1.25)
Total Gross Square Feet
(1.23 factor) 5,170 SF
27,600 SF
Needs Assessment
Task 3: Analysis of Current and Future Requirements
The functional analysis is intended to develop the space needs
program through interviews, dialogue and analysis of existing
information while exploring functional groupings and adjacencies to
enhance the City and County's mission.
A. Identify and /or create policy related to space standards by
position for offices, work stations, meeting room standards,
break room spaces, locker rooms, etc.
B. Conduct space needs review
C. Determine current space and operational deficiencies and
organizational requirements through interviews with users,
including workflow analysis, present and future staffing
requirements, and workflow process documentation; Respond
to local trends or influences impacting ECC /EOC services
D. Create a space needs summary (tabulated list) indicating space
quantity and type
E. Determine facility organizational concepts and create functional
adjacencies and diagrams
F. Develop facility technology inventory and equipment
requirements, including potential impacts of NG911
G. Gain approval of sites) and needs
Program
Task 4: Creation of Square Footage Program
Utilizing all the gathered information, create a complete matrix of
information including current and future needs.
A. Summarize all existing staff positions by name and existing
square footage utilized
B. Identify all existing spaces and their square footage and
determine if the square footage is adequate. If not, determine
what is needed to make them the appropriate size
C. Create a square footage space needs program broken down by
department for future needs. Square footages will be based on
both net square feet (usable area) and gross square feet
D. Determine the IT space calculations and operational space
requirements (circulation, mechanical, electrical, etc.)
EXHIBIT A
Needs Assessment, Program, Concept Plan: Tasks
Minimal Protection
Not recommended
» $260 per square foot
» Conforms to the State of
Minnesota Building Code for
commercial buildings
Hardening
» Standard concrete walls
and roof
Redundanoy
» Emergency generator to
back -up selective loads
» Uninterruptible power
services system back -up for
computer room electronic
equipment
Recommended
Protection
» $340 per square foot
Conforms to the State of
Minnesota Building Code
(*) And does the following.
e Conforms to the NFPA for
essential services buildings
» Conforms to international
code
w Conforms to FEMA 350 and
portions of the facility to
FEMA 361
Hardening
» Reinforced dispatch and
equipment room for F2/F3
tornado
Hurricane window standard
» Double roof concept
» Protection of air intakes
Redundancy
» Back -up mechanical system
provisions
» Redundant emergency
generator
» Redundant uninterruptible
power services system
» Example(s):
» Dakota Communications
Center(Mn, June 2007)
The following provided
hardening /redundancy
relevant to regional threats
and objectives:
» King County Comm. and
EOC (Seattle, Washington)
» Fairfax County Comm. and
EOC (Washington O.C. Area)
Pago Pago (South Pacific)
E -Comm 911 (Vancouver,
B.C.)
RECEIVING
Extreme Protection
Not recommended
w $450 per square foot
Conforms to the State of
Minnesota Building Code
» (++) And does the following:
» Conforms to NFPA for
essential services buildings
» Conforms to international
code
» Conforms to FEMA 350
and 361
Hardening
n Reinforced dispatch room for
F3+ tornado
» Hurricane window standard
» Complete double roof
w Window shutters
» Total hardening of all spaces
(all walls, ceilings, and roof)
» Protection of air intakes
Redundancy
» Total redundant mechanical
and electrical systems:
» Complete beck -up
mechanical air handling and
cooling systems
w Potable water back -up
system
» Dual utility feeds
» Redundant emergency
generator
» Redundant uninterruptible
power services system
» Example(s):
» FAA (Federal Aviation
Administration), NASA
(National Aeronautical and
Space Agency)
PUBLIC
ENTRANCE
Program
Task 5: Hardening and Redundancy / Shell
Construction Analysis
A. Provide analysis of shell construction options based on safety,
security, access, NFPA, ADA, weather, and homeland security
B. Identify level of hardening /redundancy
C. Compare analysis with best practices /costs
D. Gain approval of shell construction and back up systems
Concept Plans
Task 6: Development
A. Develop options, beginning with an ideal functional diagram
B. Develop options which meet requirements of the City /County
Meet current /future space needs of ECC /EOC
• Meets /exceeds homeland security requirements, NFPA,
municipal grade 24/7 use
• Minimizes environmental impacts
• Incorporates ergonomics
• Has a healthy work environment
• Cost effective throughout life cycle
• Great place to work
• Appropriate separation of public and staff areas
C. Develop concept options, based on the technology
requirements
D. Gain approval of concept plans
EXHIBIT A
Needs Assessment, Program, Concept Plan: Tasks
Construction - Base Budget
Building Construction - SECC
Building Construction - Additional Generator
Building Construction - Geo- thermal Wells
Change Orders- Owner Requested
Change Orders - Unforseen Site Condlbons
Change Orders- Coordlnabon, Added Value
Estnabng and Construction Contngency
Subtotal (Construction)
Fees, Testing
Architectural and Engineering Fees
Reimhursahles
Final
Estimate
$ 8,632,929
$ 90,000
400,000
$ 388,321
$ 9,511,250
Bid
Opening
$ 7,344,000
Ind. base bid
$ 298,555
$ 1,868,895
$ 9,511,250
Final
Cost
$ 7,344,000
Ind. base bid
298,555
$ 98,]10
$ 51,333
$ 22E90
$ 7,814,988
Geotechnial Borings
Geotechnial Conductivity Testing
Surveying /Wetland Deliniation (City of Davenport)
Bid Advertisement /Printing
Construction Test. Allowance
SpeClal Structural Inspectors
Commissioning
Enhanced Commissioning
Testing and Balancing
Conbngenc9
Subtotal (Fees, Testing) $ 780,700 $ 780,700 $ 780,700
Furniture 8. Equipment I Technology
E ip re(Cispatch Consoles not NEE)
Eqq uipment (actin q (Nt dispatch not NCI )
Technology/1/19.g (Non EtspatchtCADRadin)
Secudti
Technology Consultant Fees
Conange,
Subtotal (FF &E) by owner by owner by owner
SECC FACILITY TOTAL CONSTRUCTION BUDGET $ 10,291,950 $ 10,291,950 $ 8,595,688
Task 7: Cost Analysis
A. Provide costs for option(s) which meet guiding principles
and all other data and requirements of needs analysis and
program
B. Provide total project costs, including construction costs,
contingencies, and soft costs such as furnishings,
equipment, technology, and professional fees
C. Determine the IT technology infrastructure and additive
technology costs
D. Gain approval of costs
Task 8: Gain Final Approvals with Elected Officials
A. Develop agreement on final document with administration
and appropriate staff
B. Present final space needs analysis document to the City and
County Boards
C. Recommend future steps and planning process to the City
and County Boards
Duration Schedule for Tasks
The final schedule for the Needs Assessment will be coordinated with the city's availability and intended meeting milestones for approvals
Tasks (* = Gain approvals)
Weeks
1 2
3 4 5 6 7 8 9 10 11
12
13
14 15
Task 1
Kick Off Organizational Meeting
Tasks 2 and 3
Needs Assessment
Tasks 4 and 5
Program
Task 6
Concept Plans
Task 7
Cost Analysis
Task 8
Final Presentations
Task 8
Gain Final Approvals