Recommendation
Staff recommends award of the Architectural/Engineering Design Contract - Construction Document Phase (Partial Set of 35%) - to Wheeler Goodman Masek Architects of Annapolis, Maryland, for the conversion of the Old Rockville Post Office into the new home for the Rockville Police Department, in the amount of $131,925. This award is a modification to Purchase Order #900-0311080357 for additional services in accordance with the pricing, terms and conditions of Contract RFP #08-08 (Category A) .

Discussion
The Rockville Post Office ceased full time operations in October 2006. The Federal Government/General Services Administration (GSA) has determined the property to be surplus for Federal government use. Staff notified the GSA in September of 2005 of the City's interest in acquiring the Post Office for a Police use. After three years pursuing this acquisition, the City of Rockville now officially owns the Post Office.

The City has worked closely with the Maryland Historical Trust (MHT) to present its plans for reuse of the Post Office and has obtained MHT’s written approval for this undertaking. MHT conducted an interim review of the City's proposed plans on April 14, 2009 and has given its approval for all plans, with one exception, which is minor design detail. The Historic District Commission conducted a courtesy review of the project at their September 18, 2008 meeting, and again at their April 16, 2009 meeting. The HDC approved the massing, scale and size of the proposed addition to the Old Post Office, and the scale and size of the proposed annex building. Design changes to the post office, requested by HDC at the September 2008 meeting, were approved at the April 2009 meeting.

Beginning in November 2006, the City contracted with Wheeler Goodman Masek Architects (WGM) for a feasibility-due diligence study of the adaptive reuse of the Post Office for the City's Police Department headquarters. WGM did an excellent job of performing this initial study, generating a design solution that accommodates the Police Space program at the Post Office site. WGM also provided valuable guidance and assistance in presenting the City's proposed plans to the Maryland Historic Trust and the City's Historic District Commission. A modification to the WGM design contract, to include the Schematic and Design Development phases of the project, was approved by Mayor and Council on November 3, 2008, in the amount of $199,400.

The next phase of design is the production of Construction Documents (plans and written specifications) suitable for public bidding. This award will allow WGM to produce the bid documents to the 35% completion level. An additional award will be made early in FY 2010, which will allow WGM to complete the Construction Document phase to 100%, as well as to support the Bidding and Construction Administration Phases.

Scope of Work for Next Phases of Design - Construction Document Phase (Partial Set of 35%)
Under the contract recommended for award in this agenda item, WGM will perform the following key Scope of Work items:

Provide continuing professional services, specifically the start of preparation of a partial set of 35%-complete construction documents for the conversion of the existing post office property into the new home of the Rockville Police Department. Services will be based upon the Phase 1, Schematic Design/Design Development phase drawings, prepared by WGM Architects, as amended by the Rockville Development Review Committee (Pre-Application Meeting - April 9, 2009), the MHT Easement Committee (April 14, 2009) and the Historic District Commission (April 16, 2009).

* Historic Post Office to be rehabilitated to yield 11,848 GSF of space
* New Two-story + Basement Annex of 14,538 GSF of space

Key Scope Highlights

• Develop Bid Documents to 35% Completion (Drawings and Specifications)
• Attend and present project at Public Meeting on June 4, 2009 - required Pre-Application Meeting
• Attend and present project at follow up meeting with DRC on project revisions and updates
• Attend and present project at HDC meeting for final approval
• Attend and present project at follow up meetings with MHT Easement Committee to advance their review and approval
• Team meetings with City Project Manager and Police Department staff
• Present to City of Rockville Senior Management
• Present to City of Rockville Mayor and Council
• Coordinate with City's Traffic Consultant for Comprehensive Transportation Report

Mayor and Council History
City staff notified the Mayor and Council of the potential to acquire the Old Post Office in the fall of 2005.

• A Project Tracking sheet was created in March 2006 and the Mayor and Council have received quarterly updates since then.
• The Mayor and Council approved the City's formal application to acquire the Post Office at their meeting on May 21, 2007.
• Staff and our consultant, Edward Masek, presented the results of the Feasibility/Due Diligence Study to the Mayor and Council on July 16, 2007. This report included building condition, feasibility for Police uses, concept renovation/improvement designs, parking, capital and operating costs.
• The Mayor and Council approved funding for design of the adaptive re-use of the Post Office in the FY 2008 Capital Improvements Program Budget.
• On September 22, 2008, in General Session, the Mayor and Council authorized the City Manager to execute the documents to transfer ownership of the Old Rockville Post Office from the Federal Government (General Services Administration) to the City of Rockville.
• On October 20, 2008, the Mayor and Council formally accepted ownership of the Post Office from the Federal Government (GSA), at a ceremony held at the Post Office.
• On November 3, 2008, in General Session, the Mayor and Council awarded a continuation of Architectural/Engineering Design Services to Wheeler Goodman Masek Architects, for the Schematic and Design Development phases of the project.

Public Notification and Engagement

• The Post Office/Police Station project has been included in City Projects on the website since March of 2006.
• City staff has presented updates on the project to the West End Civic Association and other neighborhood associations annually for the past three years.
• The Mayor and Council have taken actions (described above) in public, televised meetings over the past three years.
• The project has been reported in Rockville Reports over the past three years.
• The Historic District Commission conducted a courtesy review of the project at their September 18, 2008 meeting, at which public testimony on the project was heard.
• On September 22, 2008, in General Session, the Mayor and Council authorized the City Manager to execute the documents to transfer ownership of the Old Rockville Post Office from the Federal Government (General Services Administration) to the City of Rockville.
• On October 20, a public ceremony was held at the Post Office to announce the transfer of ownership of the Post Office from the Federal Government to the City of Rockville.
• The Historic District Commission conducted a second courtesy review of the project at their April 16, 2009, at which public testimony on the project was heard. A sign was posted at the Post Office announcing this meeting.
• On June 4, 2009, the City will conduct the Pre-Application Meeting as required by the new Zoning Ordinance. In addition to announcements in Rockville Reports and the City's website, direct mail notifications will be sent to all property owners and residents within the required notification zone.

Boards and Commissions Review
The Historic District Commission conducted courtesy reviews of the project at their September 18, 2008, meeting, and again at their April 16, 2009 meeting. The HDC approved the massing, scale and size of the proposed addition to the Old Post Office, scale and size of the proposed annex building. Design changes requested by the HDC at the September meeting were reviewed and approved by the Commission at their April 2009 meeting. The HDC will formally review the City's plans at a meeting in the future. The Recreation and Park Advisory Board has regularly reviewed progress on this project as part of their project review process. The project will go to the Planning Commission for Site Plan Approval following HDC approval.

Procurement Information
Now that the City has obtained approval of its schematic plans from the Maryland Historic Trust (with one minor design exception to be worked out in the future), and the City's Historic District Commission, the next step is to begin the preparation of Construction Documents for bidding purposes. Wheeler Goodman Masek (WGM) has been under contract since November 2006 for the Feasibility Study, Concept Design, Schematic Design and Design Development phases of the Post Office/Police Station project.

A request for a quote/proposal was requested of WGM for the initial phase of Construction Documents (up to 35% level) under Master Contract #08-08 (Category A Architectural). WGM's proposal was received on April 30, 2009. NOTE: At the completion of the 35% Construction Document phase, a proposal will be solicited from WGM for completion of the Construction Drawings to 100%, plus the Bidding, and Construction Administration phases. It is preferable to award the design contract in a series of phases, so that scope of work and the cost for each phase can be determined with maximum specificity.

At its October 22, 2007, meeting, the Mayor and Council awarded Master Contract #08-08 to various firms for architectural and engineering services in the aggregate amount not to exceed $1,000,000 through June 30, 2008 with the option to extend for four additional one-year periods. At the September 22, 2008 meeting, the Mayor and Council approved a modification to Master Contract #08-08, increasing the aggregate limit to $3,000,0000. All firms under Master Contract #08-08 have been renewed through June 30, 2009. Consistent with that contract award, any individual task that exceeds $100,000 is to be presented to the Mayor and Council for approval prior to the Purchasing Department issuing a Purchase Order.

Fiscal Impact
Sufficient funding is available in the Police Station project (420-900-4P01) in the Capital Improvement Program (CIP) budget. Additional funding for this project, in the amount of $6,400,700, is scheduled for the FY 2010 CIP budget; there is another $2,825,000 identified as unfunded in the project. The City has applied for Federal funding in the amount of $2,825,000 to support acquisition/installation of state-of-the-art communication for the new Police Headquarters. $325,000 of this funding is already approved for purchase of technology-related equipment. The other $2,500,000 will be considered for inclusion in the Federal Governments budget as part of the FY 2010 budget process. Annual operating costs for the new Police facility will be approximately $227,000, which will be added in two phases in the FY 2011 and FY 2012 operating budgets.

Next Steps
Upon Mayor and Council approval, the Purchasing Division will ensure the WGM Quote/Proposal complies with Contract 08-08 (Category A) and create a Change Order to WGM's Purchase Order 0311080357 in the amount of $131,925, consistent with the pricing structure, terms and conditions of Master Contract 08-08 (Category A). WGM has committed to complete the work under this contract in 100 days after receipt of the purchase order.

Attachments
Attach A - Fee Modification - Continuation of Prof Services
Attach B-Rockville PO Partial Phase 2

Department Head:



Burt Hall, Director of Recreation and Parks
Approved on: 05/12/2009

Assistant City Manager:


Jenny Kimball, Assistant City Manager
Approved on: 05/12/2009

City Manager:

Scott Ullery, City Manager
Approved on: 05/12/2009