TITLE
Recommendation to authorize City Manager, or designee, to execute an amendment to Contract No. 33344 and increase Blanket Purchase Order (BPO) No. BPPW14000009 with Arup North America Limited, for Civic Center Information Technology Integration and Parking Facility demand needs assessment costs by $2,102,000, for a revised total amount not to exceed $10,201,733; and
Increase appropriations in the General Services Fund (IS 385) in the Technology and Innovation Department (TI) by $1,752,000. (Citywide)
DISCUSSION
City Council approval is requested to amend Contract No. 33344 with Arup North America Limited (Arup) and increase the contractual authority by $1,752,000 for Civic Center Information Technology Integration costs, and $350,000 for Parking Facility demand needs assessment costs. The total contract authority for Arup will increase from $8,099,733 to $10,201,733.
Information Technology Integration Project
The Information Technology Integration Project (Project) will consist of technology engineering and consulting services to enable the new Civic Center to be ready, tested, and operational by June 2019. The Project need was included in the equipment category of the critical technology infrastructure needs presentation to the City Council on December 5, 2017.
The Project will oversee 19 technology tracks of work, including: Council Chambers, Conference Rooms, Reprographics, Operations, Access Controls, Cameras, Cable Television, Personal Computers, Phones, Wireless Network, Wired Network, Telecommunications providers, Data Center, Main Distribution Frame (MDF), Intermediate Distribution Frame (IDF), Fiber Loop, Microwave, Cellular Distributed Antenna System (DAS), and Application Migration and Decommissioning. In each track, Arup will assist the City’s Technology and Innovation (TI) and Public Works (PW) Departments in coordinating with City departments, Technology Subject Matter Experts, Technology Suppliers, Arup, Plenary-Edgemoor Civic Partners (PECP), Clark Construction, Skidmore, Owings & Merrill LLP (SOM) Architects, Syska Hennessy Group, and other stakeholders with building and delivering the 19 integrated technology systems tracks. The Project completion is expected in June 2019, and will encompass several major parallel phases including: 1) Pre-design, where the scope and approach of each track will be further defined and validated with key stakeholders; 2) Design, where the technical specification for all key systems are further defined and validated with key stakeholders; 3) Procurement, where all critical systems, components, and resources will be acquired and delivered; and, 4) Construction, where all critical systems will be coordinated for installation, testing and transition.
Parking Facility Demand Needs Assessment
The new Civic Center is scheduled to open in June 2019. Since the original project was approved in April 2016, additional demands are impacting parking resources. Through Measure A funding, the Police Department was able to deploy the South Division Patrol. This has added 100 sworn and non-sworn employees working out of Police Headquarters, who are utilizing the Broadway Parking Garage. While this is a positive addition to the City’s law enforcement efforts, it has created further challenges in providing adequate parking for the public and City employees.
Arup is working with staff to analyze parking alternatives including the construction of a garage on the surface lot adjacent to Police Headquarters. The scope includes the preparation and review of proposals to design and build a parking garage with over 200 spaces.
This matter was reviewed by Deputy City Attorney Amy R. Webber on February 20, 2018 and by Budget Analysis Officer Julissa José-Murray on February 22, 2018.
TIMING CONSIDERATIONS
City Council action is requested on March 13, 2018, to ensure these services for the new Civic Center project can be started expeditiously.
FISCAL IMPACT
The total contract authority with Arup will not exceed $10,201,733. Of this amount, $1,752,000 will cover Civic Center Information Technology Integration costs and $350,000 will cover Parking Facility demand needs assessment costs. Because the additional cost for the new Civic Center project is unbudgeted, an appropriations increase of $1,752,000 in the General Services Fund (IS 385) in the Technology and Innovation Department (TI) is included in the recommendation. The source is General Services Fund funds available, which is consistent with the funding plan detailed in the December 5, 2017 critical technology infrastructure needs presentation to the City Council. Funding for the $350,000 needed for the Parking Facility demand needs assessment is currently budgeted in the Civic Center Fund (IS 380) in the Public Works Department (PW). There is no local job impact associated with this recommendation.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
LEA ERIKSEN
INTERIM DIRECTOR OF TECHNOLOGY AND INNOVATION
CRAIG BECK
DIRECTOR OF PUBLIC WORKS
APPROVED:
PATRICK H. WEST
CITY MANAGER