HomeMy WebLinkAboutResolutions - 1999.03.17 - 25782MISCELLANEOUS RESOLUTION #99051 March 18, 1999
BY: Finance Committee, Sue Ann Douglas, Chairperson
IN RE: FACILITIES MANAGEMENT - WORK RELEASE/SHERIFF'S DEPARTMENT ADMINISTRATION
FACILITY AWARD OF CONTRACT FOR PRE-DESIGN SERVICES
To the Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen:
WHEREAS, the Planning and Building Committee, having reviewed the necessity
to increase the available bed capacity of the inmate work release program and the
need to relocate some units of the Sheriff's Department Administration, the 1999
Facilities Management Capital Improvement Plan proposes a new Work
Release/Sheriff's Department Administration Facility; and
WHEREAS, this facility is intended to provide approximately 300 beds for
the Work Release program, replacing the currently utilized 162 bed facility, and
relocate units of the Sheriff's Department Administration from the Jail to the
new facility; and
WHEREAS, the total project costs are estimated at $12,000,000 in the
Capital Improvement Program. Funding grants of $600,000 have been secured from
the State for use on this project; and
WHEREAS, the Planning & Building Committee authorized negotiations with
Giffels Associates for a contract to provide space planning and programming
services. The estimated cost for these services will be $66,500, plus
reimbursable expenses of $3,500, plus 10% Contingency of $7,000, for a total
contract cost of $77,000; and
WHEREAS, funding in the amount of $77,000 is available through the FY 1999
Capital Improvement Program; and
NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners
approves the entering into contract with Giffels Associates for space programming
and space planning services in the amount of $77,000.
BE IT FURTHER RESOLVED that the FM&O Administration budget be amended as
follows:
Capital Improvement Fund #401
3-14-210006-10000-8001 Oper. Transf. Out
Project Work Order Fund #404
3-14-310007-80030-1701 Oper. Transf. In
Total
FY 1999
($77,000)
$77,000
Chairperson, on behalf of the Finance Committee, I move adoption of the
foregoing resolution.
FINANCE COMMITTEE
FINANCE COMMITTEE VOTE:
Motion carried unanimously on a roll call vote.
March 9, 1999
REPORT
BY: Planning and Building Committee, Charles Palmer, Chairperson
RE: Award of Contract for Work Release/Sheriffs Department Administration Facility's Space
Programming and Conceptual Site Master Plan, Project 98-22
TO THE OAKLAND COUNTY FINANCE COMMITTEE
Chairperson, Ladies and Gentlemen:
The 1999 Capital Improvement Program identifies the intent of the County to construct
a new Work Release/Sheriffs Department Administration Facility which will replace the existing
Work Release Facility and provide approximately 300 beds as well as administrative offices to
be relocated from the main Jail. A selection committee has identified the most qualified
architect/engineer for the project.
The Planning and Building Committee, having reviewed the professional services fee
proposal for space programming and conceptual site master plan analysis and the Facilities
Management Report dated January 12, 1999, recommends the County enter into contract with
Giffels Associates, Inc., in the amount of $66,500 plus reimbursables estimated at $3,500. The
Committee further recommends funding the total project cost of $77,000 including contingency,
be approved.
Chairperson, on behalf of the Planning and Building Committee, I submit the foregoing
report.
A /
–A.:—
Planning and Braing Committee
OAKLAND COUNTY EXECUTIVE
DEPARTMENT OF FACILITIES MANAGEMENT
FACILITIES ENGINEERING DIVISION
Work Release/Sheriff's Department
Administration Facility
Pre-Design Services Contract
Project 98-22 March 9, 1999
Background:
The 1999 Capital Improvement Program, Facilities Section, Item #4, identifies a proposed new
Work Release/Sheriffs Department Administration Facility. This facility is intended to provide
approximately 300 beds for the Work Release program, replacing the currently utilized 162 bed
capacity of the 1920's facility located on the west side of Telegraph. It will also relocate units
of the Sheriffs Department Administration from the main Jail so that additional cell capacity can
be developed at that central location. Total project costs are estimated at $12,100,000 as stated
in the Capital Improvement Program. Also, a funding grant of $600.000 has been secured from
the State for use on this project.
Following an architect/engineer selection process in June 1995, the Planning & Building
Committee authorized negotiation with Giffels Associates for a contract le s a e
planning_servicks_. However, due to more urgent prisoner housing needs of the Sheriffs
Department the project was delayed and the Frank Greenan Detention Facility was constructed
at the Trusty Camp.
On November 10, 1998, the Planning & Building Committee authorized Facilities Management
to negotiate a contract with Giffels Associates for the space programming effort.
Project Budget:
Attached is a proposal dated December 7, 1998, from Giffels Associates for programming
services. At Facilities Management's request, it also includes an additional service proposal to
analyze potential development of the additional 85 acres to be p_urchased from the State. Cost
for these tervites will be $66,500 plus reimbursable expenses which Facilities Engineering
estimates at $3,500.
Page 2
Project Budget:
Giffels Associates - Space Programming
- Conceptual Site Master Plan
tgt.‘2-Design Services Total
- Reimbursables (Fac Eng estimate)
Contingency (10%)
Total Project Budget:
Recommendation:
$ 39,500
27,000
$66,500
3,500
$77,000
Facilities Management recommends approval of this project, including authorization to enter into
contract with Giffels Associates for $66,500 plus reimbursables, and that S77,000 be
appropriated, which is available through the 1999 Capital Improvement Program.
Attached are the Capital Improvement Program project description, Giffels Associates proposal,
and a proposed report to the Finance Committee recommending approval of the project for the
Committee's consideration.
OaKtard Court./ Executive :et:am-rent of Facilities Martagerrent
1999-2003
CAPITAL IMPROVEMENT PROGRAM
FOR
FACILITIES
' Project Title Date rroj.ct Number
NEW WORK RELEASE/SHERIFF'S DEPT. ADMIN. FACILITY ,:loy ';98 ,
Location Projects for 1999
SERVICE CENTER _ No. 401 21
General Description
New 55.300 square foot facility to house 300 Wont Release inmates, plus some administrative units of the Sheriff $ Depart:Tent
located .n *.he Jail. Facility to be located near the Jail on the east side of Telegrapn Road.
Project Objectives and Justification
Relocate Work Release program from a 1920's building on the west side of Telegraph and expand from current 162 inmates to
proposed 300 inmates.
Relocate shears Department administration units from the Jail to allow for renovation at the Jail for additional cells.
,
dditional Comments
Property needed to be obtained from Canton Valley Center to locate in proximity of Jag.
S600.000 GRANT FUNDING HAS BEEN OBTAINED FROM STATE OF MICHIGAN DEPARTMENT OF CORRECTIONS.
Estimated Total Capital Coats tkoiect CM•904"/
Item Descriodon Estimated Cost is pacimp 0 New•
Design $ 693.000 El Utilities • Alteration
Furniture & Equipment 740.000 fl Roads a Maintenance
Construction 9.082.000 6-1 a Parking
Project Funding
Estimated Cost S10,515.000 Source
Contingency I 5n85 000 Gael. Imp. Prog. gi
TOTAL ESTIMATED COST 312,100.000 Other Sources a
roposed Project Schedule ,
Estimated Additional Annual Maintenance and Operating Expense
item Descnotion. Estimated Cost Planning and Design nil
Construction 2419-43--.
Completion ZOL....
7
c,
CI I
Giffels. Associates, Inc.
Architects Engineers Planners
25200 Telegraph Road
P. 0. Box 5025
Southfield, Michigan
48086-5025
Phone: 248.936.8000
Fax: 248.936.8111
wA•Av.giffels-usa.com
December 7. I998
Mr. Paul N. Hunter, AIA
Manager
Department of Facilities Management
Facilities Engineering Division
Oakland County Michigan
• One Public Works Drive
Waterford, Michigan 48328-1907
Subject: Proposal for Programming Services for
300 Bed Work Release Facility
Oakland County
Dear Paul:
In response to our recent discussion, the following constitutes our proposal to
provide the services of our staff to accomplish specific design activities
associated with the proposed new 300 Bed Work Release Project for Oakland
County. This is the project we competed for and ultimately were selected for
in May 1995 so we are indeed pleased to now actually begin the design
process.
Project Description
The Oakland County Board of Commissioner's 1995 Capital Improvement
Program included a request of the Oakland County Sheriffs' Department for.a
new 300 Bed Work Release Facility to replace the existing 150 bed facility
currently located on the County Service Center. The new construction will
provide housing for approximately 250 males and 50 females. In addition to
the housing aspect of the project, we understand the Sheriffs' Department
wishes to move certain administrative functions out of the present Oakland
County Jail and into the new Work Release Facility to provide some relief
from the jails' present crowded conditions. The program requirements, the
exact number of beds, the ratio of males/females and specific Sheriffs'
Department functions that will be provided for in the new facility will all be
confirmed during the programming phase described below.
The proposed site for the new facility will be either at the County Service
Center directly behind the existing jail building or on a portion of an adjacent
85 aces of land proposed to be acquired by the County from the State of
Michigan and made a part of the Oakland County Service Center complex.
Other aspects of the original 1995 program including the Medium Security
Facility, Trusty Laundry Building and renovations to the existing kitchen in the
main jail have already been accomplished or are otherwise deleted from this
project description.
(111;
Ntr Paul N Hunter, AIA
Oakland County
November 30. (993
Page 2
• Gitteis Associates. Inc.
Architects Engineers Planners
Scope of Services
A. Programming Phase
During this phase, Giffels' assigned staff will meet with members of
Oakland County Sheriffs Department, Facilities Engineering Division
(Department of Facilities Management) and others as appropriate to
become familiar with the existing Work Release Facility, its operational
philosophy, procedures, policies, staffing, programs, intake, food and
health service, counseling, recreation programs and other similar or
relevant concerns and issues.
Also, Giffels will, during this phase survey current operations of the
Sheriffs Department that may be moved to the proposed new Work
Release Facility. The survey will assist in understanding the functions,
their operational philosophy and policies and their space requirements.
Giffels will conduct interviews, assemble and tabulate data, develop
standards, encourage and participate in benchmarking and convert
information into criteria from which the facility program will be
developed.
Functional space relationships will be established based on operational
activities and frequency of relationships in order to develop optimum
efficiencies. Giffels will develop and confirm all program spaces, area
requirements and standards.
The programming phase will be accomplished by an Owner/Architect
project team interacting and reviewing progress and documentation to
ensure compliance to mutually agreed upon goals and objectives.
Giffels will prepare a development schedule for the programming effort
to ensure availability and continuous participation of all members of the
project team.
Giffels will submit a final report called the Program Statement prepared
from the data received and the decisions of the entire project team.
Included in the Program Statement will be an "order of magnitude" cost
model of the construction cost based on the gross square foot area
developed from the program. Giffels will also provide a conceptual or
preliminary site plan of the proposed facility using the existing site of
the Oakland County Jail. The site plan will not be detailed but will
show land area requirements of the Work Release Facility and its
associated parking, roads and drives at an optimum location taking into
consideration a potential expansion of the County Jail.
• Giffels Associates, Inc.
Architects Engineers Ptanners
Mr. Paul N Hunter. Al A
Oakland County
November 30. 1998
P&p! 3
The Program Statement will be the basis from which all subsequent
design and planning begin. It will establish the projec: scope, confirm
the specific components of the project, summarize project goals and
objectives, identify functional requirements, square foot areas,
adjacency relationships and operational and staffing requirements.
B. Optional Additional Service
Under consideration as a site for the proposed new Work Release
Facility is the + 85 acres of State of Michigan property adjacent to the
southeasterly corner of the existing Oakland County Complex.
Properly locating the new facility on such a large tract of land will
require at least, a preliminary site master planning effort.
Giffels therefore proposes to undertake such an effort as an optional
additional service. The site master planning will be developed initially
from topographic maps, surveys, boundary maps and other similar data
either available or to be acquired. From this data, land usage will be
determined to take advantage of the terrain, wooded areas, streams and
other natural and ecological features. Similarly, undesirable features
will be noted so their impact can be minimized.
Giffels will analysis site characteristics including soil conditions, .
drainage, topography, climatic conditions, prevailing winds, zoning
restrictions, energy sources, present and future adjacent land utilization
and similar issues.
Giffels will prepare a conceptual site master plan of the site showing
potential buildings using the Owners best judgement of potential site
utilization. The plan will provide suggested locations for roads,
parking, ingress and egress routes, utilities, drainage and land
displacement including soil embankments, berms, removals additions
or excavations. The site master plan will also indicate the suggested
best location for the proposal new Work Release Facility. The primary
intent of the preliminary site master plan is to provide an alternative
location for the proposed Work Release Facility without doing
extensive site planning at both potential sites. Further, it is expected
that as a result of this preliminary site master planning effort, a single
site for the Work Release Facility will be selected by the County.
Compensation for Design Services
We propose to furnish the services of our staff for lump sum compensation as
set forth below for those services and scope of work described above, plus
reimbursables. A breakdown of hours and fee dollars is as follows:
Nit- Paul N. Hunter, AEA
Oakland County
November 30, 1998
Page 4
• Giffeis Associates, Inc.
Architects Engineers Planners
Phase A Phase B
Programming Optional Services
Design 360 200
Civil 100
Architectural
Structural
Mechanical
Electrical
Project Mgt. 160 75
Project Serv. 30
(Est)
Totals 550 375
Phase A — Programming 550 Hours__ $39,500
Phase/Li— Optional Service 375 Hours__ $27,000
PNI4
Invoicing Procedures
•
Invoices for our services will be submitted every four (4) weeks. Invoices are
due upon receipt. Invoices will include reimbursable expenses which are
incurred during the invoicing period.
Schedule
The intent is to complete the Programming Phase within 90 calendar days or
not later than March 1 4, 1999, assuming interviews and meetings with owner
representatives proceed according to the agreed upon work schedule.
Other phases of design services will be implemented as the owner authorizes
the work. Schedules therefore will be established when that work is
authorized.
Insurance
For the protection of our clients as well as our firm, we carry insurance,
including professional liability insurance to the extent and of the types
indicated on the attachment.
Mr. Paul N. Hunter, ALA
Oakland County
November 30, 1998
Page 5
(11'11
ttu,
Very truly yours,
GIFFELS'ASTOCIATES,
. • Gate's Associates, Inc.
Architects Engineers Planners
Termination of Work
In the event the project is abandoned, the agreement terminated, or our work is
stopped prior to our completion of the assignment, we request five (5) days
written notice and we are to be reimbursed for all services performed and costs
incurred up to the termination date.
We welcome the opportunity to submit this proposal and trust that the details
contained in the above information is appropriate. If you have any questions or
wish to discuss any aspect of this proposal, please call.
Philip A. Nicholas, AIA
Vice President
(OVASOSIASECUROPROM1160P01.00C1
Reimbursables Giffels. Associates
Architects Engineers Planners
f fe Is
Outside Services
I. Boundary and topographic surveys.
2. Soil borings, soil test and physical or chemical testing.
3. Consulting and other services acquired outside of our organization.
4. Renderings and other special visual aids.
5. Fees for permits/applications and other regulatory agency and authority costs.
6. Printing, photostats and other special reproductions.
7. Courier and shipping charges.
Expenses
I.
Travel and subsistence expenses when traveling beyond a 25-mile radius from the office. (Car
mileage allowance is based on allowable IRS mileage rate at time of automobile usage.)
2. Facsimile S1.25/page
3. Other Costs
a_ Dun & Bradstreet reports on domestic firm S45/each
b. Equipment from outside agencies At Cost
c. Electronic data translation Quoted on Request
d. Electronic format transfer ...t Quoted on Request
e. Electrostatic vellum Quoted on Request
Note: This schedule may have to be revised durMg the life of the contract
101GA3OGOACLERCA1.AM•01 00CIOn49e paw of
Insurance Coverage 1998 - 1999
Giffelss Associates
Architects Engineers Planners
USF&G 1MP301051003-04 7/15/98 7115/99 Automobile Liability
Comprehensive Form
Owned
Hired
Non-owned
USF&G 1MP301051003-04 7/15/98 7/15/99 Excess Liability
Umbrella form in excess of
General Liability and
Automobile Liability
Kemper 7CQ274087-04 5/1/98 5/1/99 Workmen's Compensation &
Carrier
VSF&G
Policy No.
Group
Effective Expires Types of Coverage
I MP301051003-04 7/15/98 7/15/99 General Liability
Con2prehensive Form
Premises - Operations
Underground Hazard
Broad Form Property
Damage
Personal Injury
Employers' Liability
Limits of Liability
SI,000,000 each occurrence
S2,000,000 annual aggregate
Bodily Injury &Property
Damage combined
(Aggregate applies to
PD only)
SI,000,000 each occurrence
Bodily Injury &Property
Damage combined
(No Aggregate Applies
$10,000,000 each occurrence
S10,000,000/annual
aggregate
Bodily Injury & Property
Damage combined
$500,000 each accident
CNA AEN 11-396-03-62 2/22/98 2/22199 Architect and Encino=
Insurance Co Professional Liability
S5,000,000 each claim
S 10,000,000/annual
aggregate
(0 •443011101CUOUCALIMSOAN aocyrnAls
Resolution #99051 March 18, 1999
Moved by Douglas supported by Palmer the Planning and Building Committee
Report be accepted.
A sufficient majority having voted therefor, the report was accepted.
Moved by Douglas supported by Palmer the resolution be adopted.
AYES: Colasanti, Coleman, Devine, Dingeldey, Douglas, Galloway, Gregory,
Jensen, McCulloch, McPherson, Melton, Moffitt, Obrecht, Palmer, Patterson,
Schmid, Sever, Suarez, Amos, Appel, Causey-Mitchell. (21)
NAYS: Garfield. (1)
A sufficient majority having voted therefor, the resolution was adopted.
STATE OF MICHIGAN)
COUNTY OF OAKLAND)
I, G. William Caddell, Clerk of the County of Oakland, do hereby certify that the
foregoing resolution is a true and accurate copy of a resolution adopted by the
Oakland County Board of Commissioners on March 18, 1999 with the original record
thereof now remaining in my office.
In Testimony Whereof, I have hereunto set my hand and affixed the seal of the
County of Oakland at Pontiac, Michigan this 1:411 dayof March, 1999.
G7 William Caddell, County Clerk