Contract No Amendment: Conversion Management Associates, Inc. for the Center Street Garage Replacement Project

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1 Office of the City Manager CONSENT CALENDAR April 28, 2015 To: From: Honorable Mayor and Members of the City Council Christine Daniel, City Manager Submitted by: Andrew Clough, Director, Public Works Subject: Contract No Amendment: Conversion Management Associates, Inc. for the Center Street Garage Replacement Project RECOMMENDATION Adopt a Resolution authorizing the City Manager to amend Contract No with Conversion Management Associates, Inc. to: 1. Include phase II, design development and construction documents, continued financing development, and other related services for the Center Street Garage Replacement project; and 2. Increase the contract amount by $2.6 million, for an amended total not to exceed $3.6 million, for the existing contract period ending December 31, FISCAL IMPACTS OF RECOMMENDATION Funding of $2,600,000 from the Off Street Parking Fund (Fund 835) for the amendment: FY $700,000 Funding will be recommended for appropriation through the second amendment to the appropriations ordinance. FY $1,900,000 Funding is subject to appropriation in the Off Street Parking Fund. The contract amendment has been entered as CMS No. ALEBE. CURRENT SITUATION AND ITS EFFECTS In December Council approved a contract with Conversion Management Associates, Inc. (CMA) for Project Planning and Project Management Services for the reconstruction of the City s Center Street Garage, in an amount of $1 million (Resolution No. 66,392-N.S.). CMA is the prime consultant of a team of firms working with City staff on the planning phase of the Center Street Garage project. Phase II of the Project, including design development and construction documents, continued financing development, and other related services, was included in the proposal from CMA. 1 December 2013 CMA report: Milvia Street, Berkeley, CA Tel: (510) TDD: (510) Fax: (510) manager@cityofberkeley.info Website:

2 Contract No Amendment: Conversion Management Associates, Inc. CONSENT CALENDAR for the Center Street Garage Reconstruction Project April 28, 2015 As noted in December 2013: The selected firm or team [from the RFP Process] would first complete the Project Planning/Management activities [and] the Project Approval and Development activities are contingent on the results of these efforts and the City s decisions as informed by the results. The original contract amount was for the first phase of Project Planning/Management, and this contract amendment increases the not-to-exceed total to continue into Phase II, the Project Planning Department Approvals and Design Development for the Center Street Garage Replacement. Phase III, construction support (construction administration) and possible construction management may be added to this contract based on results and decisions made during Phase II tasks. The City took this approach to prudently manage available funds and to ensure that the selected team was performing well. CMA has performed well. Phase I tasks that City staff and the CMA Team have been working on include: 1) refinement of design options; 2) environmental documents; 3) draft construction (temporary) parking mitigation plan; 4) conceptual design development; 5) negotiation of partnership agreements, revenue model and financial plan; and 6) schematic design development (35% level of design). The conceptual design that has been developed for the new garage (see Attachment 2 Conceptual Design) is an 8-level structure, at and above grade (no basement level), to provide approximately 300 additional parking spaces above the capacity of the existing Center Street Garage with about 420 parking spaces. The footprint of the new garage will be approximately 260,000 square feet, 128-feet by 259-feet, with a building height of approximately 76-feet above grade. The garage is designed as a double helix ramp scheme with exchange ramps on the 1 st, 3 rd, 5 th and 7 th levels with 90 degree parking spaces on the ramp. The double helix ramp design allows for more efficient garage operations and ingress and egress operations with vehicle access from both Center Street and Addison Street, and 3 lanes on each side to allow for flexibility of entry and exit at each access point. The vehicle circulation through the building will be on an inclined ramp with exchange ramps on the 1 st, 3 rd, 5 th, and 7 th levels for both ascending and descending vehicles. Pedestrian access will be at the northeast corner on Addison Street and at the southwest corner on Center Street, with 2 elevators and a stair tower at each location. Phase I accomplishments: City staff and the CMA design team refined the design options; developed a revenue model; prepared a draft financial plan; completed a parking demand study; started meeting and discussing potential agreements, nearing completion on a draft construction (temporary) parking mitigation plan; and developed a conceptual design. Phase II of the Center Street Garage Project includes these sub-phases and tasks: Phase II A: Planning Department Approvals 1. Use Permit/Design Review/Landmarks application 2. CEQA Document Review and Approval Page 2

3 Contract No Amendment: Conversion Management Associates, Inc. CONSENT CALENDAR for the Center Street Garage Reconstruction Project April 28, Complete Schematic Design (35% level of design) 4. Public Art Component 5. Obtain Use Permit Phase II B: Design Development and Construction Documents 6. Complete design development (65% - 75% level of design) 7. Prepare Construction documents (90% 100% level of design) 8. Obtain Building Permit 9. Advertise and solicit bids 10. Finalize Construction (temporary) parking mitigation plan 11. Finalize revenue model, potential partnership agreements to ensure sufficient cash flow to support parking garage construction, revenue bonds, and operation costs. 12. Submit Council Report on revenue model and financial plan to fund the project for discussion and approval. 13. Submit Council Report to authorize plans and specifications of the project, accept lowest responsive responsible bid, and award contract for construction of the project. Center Street Parking Garage Project Schedule Project Phase/Activity Start Finish Planning May 2014 October 2014 Potential Financial Partners Mtgs/Agreements May 2014 June 2015 Conceptual Design September 2014 December 2014 CEQA Prep/Review November 2014 June 2015 Planning Use/Design Permits January 2015 June 2015 Schematic Design January 2015 April 2015 Public Information January 2015 June 2015 Construction Documents May 2015 November 2015 Project Financing Secure/Finalize/Award July 2015 January 2016 Building Permits November 2015 January 2016 Contract Award March 2016 March 2016 Construction March 2016 April 2017 The Public Works Department is the applicant for the project through all of the project phases and Council is the appeal board, if necessary, for the planning use/design review process and is the authorizing body for the project financing and construction. BACKGROUND The existing Center Street Garage was built in the late 1950s, and is a 5-story structure with 420 parking spaces and ground floor retail. The City wishes to rebuild the facility to increase the supply of public parking, for the new parking garage to meet current seismic standards and, as feasible, include additional elements of first floor commercial space, secure bicycle parking, office space for parking management, and public art. Page 3

4 Contract No Amendment: Conversion Management Associates, Inc. CONSENT CALENDAR for the Center Street Garage Reconstruction Project April 28, 2015 Council authorized the release of a Request for Qualifications (RFQ) in February 2013; and Specification No C for consulting services Project Planning/Design Development/Project Management Services (Phase 1 through Phase III) for the City of Berkeley Center Street Parking Garage Replacement was released in August All respondents were informed that the consulting services would be done in phases with the subsequent phase being authorized based on results from the preceding phase(s). The City received 5 eligible Statement of Qualification and a selection panel made up of City staff and external representatives reviewed each submittal, conducted 4 interviews and contacted multiple references. The Conversion Management Associates Team was determined to be the most qualified to manage this complex project. ENVIRONMENTAL SUSTAINABILITY The new Center Street parking garage is in the Downtown Mixed Use District, which requires new buildings to be LEED Gold or higher or attain building performance equivalent to this rating as determined. Since LEED does not certify parking garages, a likely equivalent is Green Garage Certification (a program of the Green Parking Council) or potentially a Zero NetEnergy building since it will be using LED lighting, solar electric, and system strategies to minimize energy consumption. Tenant spaces will be separately metered and billed. The new garage will provide designated car sharing spaces, electric vehicle charging, and secure bicycle parking. Providing an operationally efficient and cost-competitive parking option for visitors and business people will reduce GHG emissions from vehicles circling for other parking spaces. RATIONALE FOR RECOMMENDATION CMA and its sub-consultants have developed many complex projects in the region, including parking garages with multiple public and non-profit stakeholders. The team includes qualified land use attorneys, fiscal analysts, project manager, parking architects and designers, and several area-specific engineering firms. Staff believes that the CMA team is well structured and qualified to provide the City with strong leadership. ALTERNATIVE ACTIONS CONSIDERED This project could be carried out by current City staff. However, this would require a reassignment of transportation planning, traffic engineering, civil engineering, legal and financial analytical resources that would delay or defer other work plan priorities. CONTACT PERSON Phil Harrington, Deputy Director, Public Works, Farid Javandel, Transportation Manager, Public Works, Lorin Jensen, Supervising Civil Engineer, Public Works, Attachments: 1: Resolution 2: Conceptual Design Page 4

5 RESOLUTION NO. ##,###-N.S. CONTRACT NO AMENDMENT: CONVERSION MANAGEMENT ASSOCIATES, INC. FOR CENTER STREET GARAGE REPLACEMENT PROJECT DESIGN DEVELOPMENT AND PROJECT MANAGMENT WHEREAS, the City s Center Street Parking Garage is a 5-story, 420-space parking garage with ground floor retail that was built in the late 1950s, and the City wishes to rebuild the facility to increase the supply of public parking and for the new parking garage to meet the current seismic standards and, as feasible, include additional elements of first floor commercial space, secure bicycle parking, office space for parking management, and public art; and WHEREAS, on December 3, 2013 by Resolution No. 66,392-N.S. Council approved a contract for the project planning and management phase for the Center Street Garage Reconstruction Project in the amount of $1 million; and WHEREAS, the Center Street Garage Reconstruction Project is nearing the completion of its planning phases and additional services are need for the project approval and design development phases; and WHEREAS, funding of $700,000 will be recommended for appropriation through the FY 2015 second amendment to the appropriations ordinance in the spring. An additional $1,900,000 is subject to appropriation in the Off Street Parking Fund in FY The contract amendment has CMS No. ALEBE. NOW THEREFORE, BE IT RESOLVED by the Council of the City of Berkeley that the City Manager is authorized to execute an amendment to Contract No with Conversion Management Associates, Inc. for design development and construction documents, continued financing development, and other related services for the Center Street Replacement Project, increasing the amount by $2.6 million for a total NTE amount of $3.6 million for the existing contract period ending December 31, 2018.

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