Fire Station 11 Feasibility Study and Existing Site Options Analysis

RFQ 10906-26
Fire Station 11 Feasibility Study and Existing Site Options Analysis
Attachment A - Scope of Work / Specifications
1. Project Overview
The City of Redmond ("City") is seeking professional consulting services to conduct a feasibility study and
existing site options analysis for Fire Station 11, located in downtown Redmond. Fire Station 11 serves as
the City's primary downtown fire station and as headquarters for the Redmond Fire Department.
The purpose of this project is to provide the City with a decision-support feasibility study that evaluates
whether Fire Station 11 can be feasibly renovated or rebuilt on its current site, identifies key risks and
constraints associated with each option, develops planning-level cost estimates, and provides
recommendations to support future capital planning and project development.
The City intends for this work to inform future decisions regarding the long-term viability of the existing
Station 11 site and facility.
2. Project Objectives
The selected Consultant shall provide professional services necessary to:
* Evaluate the existing site and facility at a planning level
* Assess whether the existing facility can be feasibly renovated to support current and future
operational needs
* Assess whether the facility can be feasibly replaced or rebuilt on the existing site
* Identify key site, facility, access, code, permitting, continuity-of-operations, and constructability
constraints associated with each option
* Develop planning-level cost estimates for renovation and rebuild-on-site options
* Identify major assumptions, risks, and unknowns that may affect project feasibility, timing, or cost
* Determine whether the existing site appears suitable for long-term use as a downtown fire station
and headquarters facility
* Provide recommendations and next steps for the City
3. General Scope
Consultant shall provide all labor, supervision, professional services, technical expertise, coordination,
analysis, documentation, and deliverables necessary to complete the work described herein.
The City anticipates this work will require a multidisciplinary consultant team with relevant expertise in
public safety facilities, architecture, engineering, site planning, code analysis, conceptual cost estimating,
and occupied facility planning. The City strongly values consultant experience with active fire stations,
public safety continuity of operations during construction, essential facilities, and municipal headquarters
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functions.
The scope below represents the City's anticipated minimum requirements. Respondents may recommend
refinements, sequencing adjustments, or additional elements based on professional judgment, provided
that the core intent of the study is maintained.
4. Scope of Work Tasks
Task 1 - Project Management and Coordination
Consultant shall provide overall project management and coordination for the duration of the work.
At a minimum, Consultant shall:
* Conduct a kickoff meeting with City staff and project stakeholders
* Confirm project goals, assumptions, communication protocols, and key decision points
* Develop and maintain a project schedule showing major tasks, milestones, review periods, and
deliverables
* Coordinate the work of all subconsultants, if applicable
* Conduct regular progress meetings with City staff
* Track issues, assumptions, information needs, and action items throughout the project
* Provide overall contract and project administration necessary to complete the work
Deliverables:
* Kickoff meeting agenda and summary
* Project schedule
* Ongoing meeting summaries and action item lists, as appropriate
* Monthly progress updates with invoices
Task 2 - Existing Information Review and Baseline Assessment
Consultant shall review available background information and establish a baseline understanding of the
existing Station 11 facility and site.
At a minimum, Consultant shall:
* Review available background documents provided by the City, which may include existing plans,
studies, reports, facility information, capital planning information, and related materials
* Conduct site visits and field observations sufficient to understand the current facility and site at a
planning level
* Review the general physical configuration and apparent condition of the existing building
* Review the site layout, access conditions, circulation patterns, apparatus movement considerations,
and general operational relationships on the site
* Identify major apparent site, utilities, zoning, and facility constraints and opportunities
* Identify known or likely areas requiring further technical investigation in future phases, if applicable
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* Prepare a baseline summary of the existing site and facility conditions relevant to renovation or
replacement feasibility.
This task is not intended to require full design, destructive testing, or exhaustive technical investigation
unless specifically proposed by the Consultant and authorized by the City.
Deliverables:
* Existing information and baseline conditions summary memorandum
* Site and facility opportunities/constraints summary
Task 3 - Operational and Functional Needs Assessment
Consultant shall assess the ability of the existing site and facility to support the operational and functional
needs of Fire Station 11 as an active downtown fire station and headquarters facility.
At a minimum, Consultant shall:
* Meet with City Facilities and Fire Department representatives to understand current operations,
functional needs, deficiencies, and priorities
* Evaluate how the current facility supports station operations, apparatus response,
headquarters/administrative functions, staff support areas, storage, circulation, and related
operational requirements
* Identify major functional deficiencies, conflicts, inefficiencies, or limitations of the existing building
and site
* Consider current and reasonably anticipated future service, staffing, and operational needs
identified by the City
* Identify operational considerations associated with maintaining service continuity during renovation
or rebuild scenarios
* Summarize the degree to which the current site and facility do or do not support long-term
functional needs
Deliverables:
* Operational and functional needs assessment summary
Task 4 - Renovation Feasibility Analysis
Consultant shall evaluate the feasibility of renovating the existing Fire Station 11 facility on the current site.
At a minimum, Consultant shall:
* Assess whether the existing facility appears capable of being renovated to support the City's
intended future use as a downtown fire station and headquarters
* Identify major building, site, access, code, phasing, continuity-of-operations, and constructability
issues associated with renovation
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* Identify likely constraints related to renovation of an occupied or mission-critical public safety facility
* Evaluate the practical limitations of renovating the facility while maintaining essential fire service
operations, to the extent reasonably feasible at this stage
* Identify major risks, assumptions, and unknowns affecting renovation feasibility
* Summarize the relative strengths, weaknesses, and planning implications of the renovation option.
The City expects this analysis to be at a planning and feasibility level and not a final design-level
determination.
Deliverables:
* Renovation feasibility analysis summary
* Key risks, assumptions, and constraints for renovation option
Task 5 - Rebuild-on-Site Feasibility Analysis
Consultant shall evaluate the feasibility of replacing, renovating, or rebuilding Fire Station 11 on the existing
site.
At a minimum, Consultant shall:
* Assess whether the current site appears capable of accommodating a replacement fire station and
headquarters facility
* Identify major site, access, staging, phasing, continuity-of-operations, code, permitting, and
constructability issues associated with a rebuild-on-site approach
* Evaluate practical considerations associated with maintaining fire service operations during
demolition and reconstruction, to the extent reasonably feasible at this stage
* Identify major assumptions, constraints, and risks associated with rebuilding on the existing site
* Summarize the relative strengths, weaknesses, and planning implications of the rebuild-on-site
option
If Consultant determines that the current site presents substantial limitations for a rebuild strategy,
Consultant shall clearly identify those limitations and explain their significance.
Deliverables:
* Rebuild-on-site feasibility analysis summary
* Key risks, assumptions, and constraints for rebuild option
Task 6 - Site Suitability and Alternative Strategy Considerations
Based on the findings of the feasibility analysis, Consultant shall provide a professional opinion regarding
the overall suitability of the current site for long-term use as Fire Station 11 and department headquarters.
At a minimum, Consultant shall:
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* Evaluate whether the current site appears generally suitable or unsuitable for long-term retention of
this use
* Identify the principal reasons supporting that conclusion
* If the Consultant determines that the site may be unsuitable or materially constrained, identify the
nature of those constraints and the implications for future project planning
* If appropriate, provide high-level considerations or recommendations regarding alternative site
strategy planning, without requiring a full separate site selection study unless otherwise authorized
by the City
This task is intended to help the City understand whether the existing site remains a viable long-term capital
investment location.
Deliverables:
* Site suitability summary and alternative strategy considerations, if applicable
Task 7 - Planning-Level Cost Estimating
Consultant shall prepare planning-level cost estimates sufficient to support City capital planning and early
decision-making.
At a minimum, Consultant shall:
* Prepare conceptual planning-level cost estimates for the renovation option
* Prepare conceptual planning-level cost estimates for the rebuild-on-site option
* Identify major cost drivers, assumptions, exclusions, contingencies, and escalation considerations
* Describe major factors that could significantly affect future project costs
* Distinguish, as appropriate, between probable project costs, soft costs, contingencies, escalation,
temporary operational measures, or other major budget categories
* If applicable, identify any notable cost implications associated with site unsuitability or the need for
alternative strategies
Cost estimates are expected to be suitable for planning purposes only and not for bidding, detailed
budgeting, or final project authorization.
Deliverables:
* Planning-level cost estimates for renovation and rebuild on site
* Cost estimating assumptions and methodology summary
Task 8 - Comparative Analysis, Recommendations, and Final Report
Consultant shall synthesize all findings into a final feasibility study report and recommendation package.
At a minimum, Consultant shall:
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* Compare the major options evaluated under this study
* Summarize the principal opportunities, constraints, risks, assumptions, and cost implications
associated with each option
* Identify major decision points and critical unknowns that may require future technical investigation
* Provide a professional recommendation regarding the viability of renovation, rebuild on-site, or the
need to consider alternative site strategies
* Identify recommended next steps for the City, including any future studies, investigations, or pre-
design efforts that should occur before project advancement
* Present findings and recommendations to City staff and/or City leadership
The final report shall be written in a clear, decision-oriented format appropriate for use by City staff,
executive leadership, and elected officials.
Deliverables:
* Administrative draft feasibility study report
* Revised draft feasibility study report, if requested by City
* Final feasibility study report
* Presentation of findings and recommendations
* All data and materials collected to create the final report as requested by the City
5. Consultant Responsibilities
Consultant shall:
* Furnish all personnel, equipment, technical expertise, and coordination necessary to complete the
work
* Coordinate all subconsultants, if applicable
* Perform services in accordance with the professional standard of care applicable to similar work
* Communicate regularly with the City's designated project manager
* Identify information needs, schedule impacts, emerging risks, and issues requiring City direction in a
timely manner
* Provide complete, accurate, and well-coordinated deliverables
* Perform the work in accordance with the terms of the Consultant Agreement and applicable laws,
codes, and regulations
6. City Responsibilities
The City anticipates that it will:
* Designate a project manager as the primary point of contact
* Provide reasonably available background information relevant to the project
* Coordinate stakeholder participation by City and Fire Department staff, as appropriate
* Provide reasonable access to the site and facility for authorized project work
* Review deliverables and provide comments within mutually agreed review periods
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7. Meetings
Consultant shall assume the following meetings, at a minimum, unless otherwise proposed:
* One kickoff meeting
* Up to three progress / working meetings with City staff
* One review meeting for draft findings
* One final presentation meeting
* One City Council presentation or study session
Respondents may recommend a modified meeting structure if it better supports the work.
8. Deliverable Format
Unless otherwise directed by the City, Consultant shall provide deliverables in electronic format. Draft and
final reports shall be submitted in PDF format, with editable source files provided upon request. Cost
estimate files shall also be provided in editable format. Prior to submitting final deliverables, Consultant
shall coordinate with the City regarding required file formats. The City may consult with its Technology and
Information Services (TIS) team to confirm that deliverables are provided in file types that are accessible,
compatible with City systems, and consistent with City technology standards.
All deliverables shall be clear, well-organized, and suitable for City review and future reference.
9. Schedule
Respondents shall provide a proposed work plan and schedule showing major tasks, milestones, review
periods, and anticipated overall duration. The final project schedule will be negotiated with the selected
Consultant.
The City anticipates that this feasibility study may be completed within approximately six to nine months
following Notice to Proceed, depending on scope, availability of existing information, and stakeholder
coordination.
10. Assumptions and Clarifications
The City intends this scope to support a feasibility-level study and decision-support recommendation.
Unless otherwise authorized by the City, this scope does not require full design services, final engineering,
detailed entitlement work, final architectural programming, destructive investigation, or a complete
alternative site selection study.
Respondents may identify recommended optional services or additional investigations that could
strengthen the study, provided such recommendations are clearly identified as optional and separately
described.
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