REPORT TO COUNCIL
SUBJECT
Title
Authorize the City Manager to Execute a Cost Reimbursement Agreement with Moffett Place LLC for the Construction of Additional Improvements for the Moffett Place Public Safety Facility and Authorize the City Manager to enter into an Agreement with Motorola to Furnish and Install a Monopole at Moffett Place Public Safety Facility (new Fire Station No. 5)
Report
BACKGROUND
On December 2013, the City Council approved a Development Agreement (DA) with Moffett Place LLC (Landowner) as part of the development at 1152 Bordeaux Avenue. In the DA, dated January 22, 2014, the Landowner committed to construct an approximately 18,600-square foot public safety facility that included a three bay fire station (new Fire Station No.5) and adjoining indoor shooting range. The Landowner also agreed to fund a new fire ladder truck capable of servicing high-rise buildings. The Landowner and Department of Public Safety staff worked together to develop the project program and conceptual plans for the facility. As part of the DA, it was established that the Landowner would pay a not-to-exceed amount of $13.7 million for all the improvements, including the fire truck.
After further design refinement, staff determined that there are a number of improvements the City will require that were not part of the conceptual cost estimate or beyond the scope of the public safety facility as described in the DA. These improvements include items such as equipment that will be required for operations of the facility, including installation of a monopole to maintain regional interoperability, and have available funds within the approved budget. It is more efficient to have them included as part of the overall project than as part of a future separate project.
EXISTING POLICY
General Plan, Chapter 6, Goal Safety and Noise (SN)-3-Safe and Secure City Ensure a safe and secure environment for people and property in the community by providing effective public safety response and prevention and education services.
General Plan, Chapter 6, Policy Safety and Noise (SN)-5.1. Assure that equipment and facilities are provided and maintained to meet reasonable standards of safety, dependability, and compatibility with fire service operations.
ENVIRONMENTAL REVIEW
An Environmental Impact Report (EIR) was certified by City Council on December 3, 2013. The installation of the monopole will require separate environmental review that will be completed as part of the monopole use permit.
DISCUSSION
Cost Reimbursement Agreement
Staff and the Landowner worked together to define a project that fit within the allowed budget, however there were some required elements that were not identified until after the DA estimates had been established. In addition, there are two items that are required for City purposes (fiber and monopole installation), which were never intended to be improvements to be constructed within the $13.7 million budget. The key items covered by the proposed agreement, and listed in Attachment 1, are:
• Additional improvements to the public safety facility that were not part of the preliminary scope developed for the DA estimate. These vary in cost and scope and include items such as the installation of an outdoor training canopy and a recessed electric projection screen. These amenities were not funded, or included in the original DA, but are required for operations of the facility and have funds within the approved budget.
• The installation of new conduit and fiber on new Innovation Way and Mathilda Avenue. It is more cost effective to install the new conduit and fiber during construction in anticipation of attaching the location to a future City fiber-optic network, rather than requiring underground construction to retrofit at some later date.
• The construction of infrastructure and a larger generator to facilitate the installation of a monopole for regional public safety and City communications.
These items will be constructed or furnished by the Landowner. Incorporating these improvements with construction of the new public safety facility allows for the most cost effective and efficient way to complete them. Staff is proposing to enter into an agreement with the Landowner (Attachment 2) to fund the proposed improvements at an estimated cost of $539,253 which includes a 10% contingency.
Monopole Installation
The monopole installation will be completed through a separate process. The monopole has been identified as a critical communications tool for the City and in the recently approved Silicon Valley Regional Communications System (SVRCS). Council approved the City’s participation in SVRCS on June 2015(RTC 15-0470). Motorola has identified that the projects under construction or planned in north Sunnyvale will have an impact on the ability to communicate throughout the area as a result of the increased height of recent and future construction, and the new monopole will alleviate that impact.
The City will also have the ability to use the placement and height of this monopole to potentially seek alternative solutions to high-speed communications with other City facilities. The maximum requested height is 160’ above ground, and the City recently received clearance from the Federal Aviation Administration (FAA) for the monopole, and a use permit application will be scheduled for Planning Commission action in the near future. The planning commission package will include environmental analysis and is currently proposed to be a negative declaration.
Motorola was selected by the Silicon Valley Regional Interoperability Authority (SVRIA) during a Request for Proposals (RFP) in 2012 to build the Stage 1 SVRCS and incremental build-out. As part of the ongoing contract there are significant incentives that apply for site additions and enhancements that Motorola extends to the participants. The City will enter into a separate agreement for Motorola to install the monopole and foundation once the associated infrastructure has been completed. The purchase and installation of the monopole, including a 10% contingency, will not exceed $412,161 (Attachment 3).
FISCAL IMPACT
Staff has been working to identify and refine the additional costs needed to complete Fire Station 5 and install the monopole and fiber, which total $902,391. The FY 2015/16 Budget includes two funding sources for the work. Project 831780 - Fire Station 5 Improvements has $850,000 budgeted in FY 2015/16 to fund this work. Additionally, approximately $200,000 in funding was already in place in the General Services Information Technology and Communications sub-fund to install the fiber to the facility. Therefore, the total available budget is sufficient to meet the anticipated need.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City's official-notice bulletin board outside City Hall, at the Sunnyvale Senior Center, Community Center and Department of Public Safety; and by making the agenda and report available at the Sunnyvale Public Library, the Office of the City Clerk and on the City's website.
RECOMMENDATION
Recommendation
Authorize the City Manager to Execute a Cost Reimbursement Agreement with Moffett Place LLC for the Construction of Additional Improvements for the Moffett Place Public Safety Facility and Authorize the City Manager to Enter into An Agreement with Motorola to Furnish and Install a Monopole at Fire Station Number 5.
Staff
Prepared by: Manuel Pineda, Director, Public Works
Reviewed by: Frank Grgurina, Director, Public Safety
Reviewed by: David Jensen, Director, Information Technology
Reviewed by: Hanson Hom, Director, Community Development
Reviewed by: Grace K. Leung, Director, Finance
Reviewed by: Kent Steffens, Assistant City Manager
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. List of Improvements
2. Cost Reimbursement Agreement
3. Purchase and Installation of Monopole