As identified in the 2015 Facilities Master Plan, the present Police Evidence Facility has many deficiencies that need to be corrected and it needs to be expanded to handle growth.  Staff prepared and published a Request for Proposals (RFP) for Professional Architectural and Engineering Services to submit proposals for Phase One which would include a comprehensive plan to comply with current regulations for Evidence Storage, address deficiencies in space, improve internal security of evidence and to meet anticipated community and evidence storage growth.  This would include evaluation of options and cost estimates.  Firms were asked to submit specific information on expertise and experience in Police Evidence facilities.  If Phase One is completed and Council approves funding for Phase 2, the RFP called for the same firm to include fees for final design for in the project costs that Council will approve and the City would retain the same firm to complete the final design from Phase One and specifications for the building improvements as Phase Two, for that project to be then put out on Invitation for Bid.

The City Council may approve a professional services contract or disapprove it.  Without professional design assistance, the Evidence Building cannot be expanded and current deficiencies corrected.  This RFP was advertised and four (4) companies submitted responses.  Those firms are:
       Arc International, Inc of Rapid City, SD
       CTA Architects Engineers of Billings, MT
       JGA Architects of Billings, MT
       Schutz Foss Architects of Billings, MT

Schutz-Foss Architects was selected by a staff review committee due to its recent experience designing similar facilities in North Dakota and other public projects involving law enforcement and services that support evidence processing.  There is a teamed approached with an Architectural firm from Denver that has extensive Police and Justice Center experience.

 

The recommended contract amount is $54,000, plus reimbursable expenses not to exceed $4,000.  The Police Department budgeted $25,000 in FY 2017, before knowing how extensive this planning phase might be.  It is believed that position vacancies during the current fiscal year have saved enough to cover the additional cost, but a small budget amendment request could be submitted late in the year if those savings don't materialize.

Staff recommends that the City Council award a professional services contract to Schutz Foss Architects, P.C. of Billings for a $54,000 fee plus reimbursable expenses not to exceed $4,000.