CITY COMMISSION AGENDA ITEM

Department:	Municipal Services & Operations		Commission Meeting Date:  May 7, 2019
Staff Contact:	Andy Ensz, Engineering Program Manager
Recommendations/Options/Action Requested:
Authorize City staff to issue Request for Proposals #R1905 for preliminary design services for the City Field Operations Facility, Project (CIP# UT1884 and CIP# PW18B7). Provide direction to City staff for consideration of the Farmland Remediation Site for location of the Field Operations Facility.
Executive Summary:		The Municipal Services & Operations Department proposes to contract with a qualified consultant for preliminary design services for a consolidated Field Operations Facility. The primary goals of this project include: 1) Move from decentralized facilities to a consolidated campus that centralizes staff and facilities; 2) Minimize duplication of facilities, functions and staff roles; 3) Improve cooperation, resource sharing, and functionality; 4) Leverage scarce resources by utilizing multiple funding sources, considering financial constraints and leveraging property resources through a multi-phased approach. The City operates 50 facilities throughout Lawrence. The Municipal Services & Operations and Parks & Recreation Departments operate 18 maintenance-oriented facilities. Many of the facilities do not support the current demand for service and have limited potential for improvement or expansion. Other challenges with the current facilities include: employee safety; decentralized locations, requiring excessive drive time; duplication of facilities, function and staff roles; insufficient storage for equipment, materials, and inventory; insufficient information technology and systems; and lack of security. The scope of the project includes design and construction of a Field Operations Facility that meets current and future space requirements for city field staff. The selected consultant will: 1) Conduct comprehensive space needs analysis for city field staff in both current and estimated future capacities; 2) Refine the list of functions and facilities for consolidation; 3) Verify the Farmland Remediation site meets the requirements of the space needs evaluation; 4) Coordinate with GHD on Farmland remediation alternative locations; 5) Determine infrastructure requirements; 6) Develop concept plan for Phase 1 Facility and future expansion; 7) Evaluate phasing of construction and field staff relocation; and 8) Assess options for existing City facilities that would be vacated upon moving to the new location. City staff conducted a preliminary space-needs analysis and determined a 75 to 100-acre site will meet current facility and future expansion requirements. A team of nine City staff evaluated twelve potential sites using a scoring matrix with ten criteria, including size, location, and ownership. The intent of the evaluation was to recommend three sites for further evaluation; however, only the Farmland Remediation site met the scoring requirements. At the presentation of this report, staff will seek input from the Commission regarding this location. The Municipal Services & Operations Department will use Expertise-Driven Project Delivery (XPD) for the Field Operations Facility project. The Department anticipates using alternative delivery for construction of this project and will seek approval from the City Commission at a future meeting.
Strategic Plan Critical Success Factor		Innovative Infrastructure and Asset Management Core Services Collaborative Solutions
Fiscal Impact (Amount/Source):		Engaging a consultant to conduct preliminary design services is estimated to cost $150,000. The fiscal impact to the City for design and construction of the Field Operations Facility is unknown. The 2018 and 2019 CIP allocated a total of $7,200,000 for the project (2019 CIP# UT1884 and 2018 CIP #PW18B7). Sufficient funding is available for this preliminary design contract and the start of a phased approach to construction of the campus. Full build-out will require additional funding and will be the subject of future funding requests through the CIP. The preliminary design effort will produce a cost estimate for full build-out of the campus.
Attachments:		RFP #R1905
Previous Agenda Reports:		April 11, 2017 Work Session #2c Consolidated campus for Parks & Recreation, Public Works, and Utilities.   Staff Memo

Reviewed By: (for CMO use only)

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