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HomeMy WebLinkAboutItem 8.1 - 3147 Cultural Art Center Schematic Design Page 1 of 4 STAFF REPORT CITY COUNCIL DATE: May 19, 2020 TO: Honorable Mayor and City Councilmembers FROM: Linda Smith, City Manager SUBJECT: Future Cultural Arts Center - Review of Costs, Floor Plan and Schematic Design Prepared by: Shaun Chilkotowsky, Heritage & Cultural Arts Manager EXECUTIVE SUMMARY: The City Council will receive a presentation from Group 4 Architecture Research and Planning, Inc., the City's consultant of the proposed Cultural Arts Center, review the updated costs for the project, and consider approval of the facility design. STAFF RECOMMENDATION: Receive the presentation, approve the design of the proposed Cultural Arts Center, and provide direction on use of funds to cover the estimated project budget shortfall. FINANCIAL IMPACT: As approved in the current Capital Improvement Program (CIP), the total budget for the Cultural Arts Center Project (CIP No. GI0120) is currently $5,889,200 , funded by the Public Facility Fee Fund. The revised conceptual design provided b y Group 4 includes some new programmatic elements that were not considered in the original plan (a black box theat re, catering kitchen, additional storage space, and indoor/outdoor art yard), adding a combined total of $2.7 million to the project. Various structural upgrades have also been added to the project at an estimated cost of $0.7 million. In addition, the design incorporates HVAC and roofing work, and minor improvements to the second floor; however, that work overlaps with two other CIP projects and can thus be partially funded ($2.0 million) using those other project budgets. Lastly, the updated budget number reflects a correction (approximately $0.8 million) to the under-estimated cost inflator that was applied annually to the original budget. Page 2 of 4 The revised budget and shortfall are summarized below: Current Project Budget 5,889,200.00$ New Cost Estimate 9,280,805.55$ Structural Upgrades 659,377.00$ HVAC / Roof / 2nd Floor 2,031,852.29$ New Estimate 11,972,034.84$ Funding Sources Public Facilities Fees 5,889,200.00$ CIP No. GI0119 (HVAC) - NEW 1,830,852.29$ CIP No. GINEW01 (Civic Ctr Impr) - NEW 201,000.00$ Total Funding 7,921,052.29$ Shortfall (4,050,982.55)$ Should the City Council desire to proceed with the schematic design as presented, a budget increase would be required. It is likely that not all of the new project elements can be covered by Public Facility Fees, as they may be considered outside the appropriate scope of the project as defined in the Public Facility Fee Program. Other potential funding sources include the General Fund Reserve for the Expansion of the Cemetery, Internal Service Funds, and the Information Technology Fund. DESCRIPTION: Background A Cultural Arts Center that affords cultural, educational and social opportunities for the community is included in the City’s Parks and Recreation Master Plan, and is incorporated into the Public Facility Fee Program, through which funds are collected from development projects to cover the improvement costs. In 2015, the City contracted with Indigo, Hammond+Playle Architects (Indigo) to study the feasibility of re-using the west wing of the Civic Center (formerly housing Police Services) as a Cultural Arts Center. The study indicated that the project could be accommodated on the first floor of the facility, with administrative functions housed on the second floor, for a cost of approximately $5.6 million. On February 2, 2016, the City Council approved the creation of the Cultural Arts Center project in the Five-Year Capital Improvement Program (CIP), using the cost estimate provided by Indigo, which has since been adjusted for inflation to $5.9 million in the most recent CIP. Shortly after the project was added to the CIP, the City contracted with Arts Market to conduct a Needs Assessment. This study took place in late spring and summer of 2016 and included recommendations on programmatic elements, events, classes, and other uses for the Cultural Arts Center. A review of the conceptual plans produced by Indigo was also conducted, with alterations to room sizes to best accommodate cultural arts programs. Page 3 of 4 On October 15, 2019, the City Council received a report on the Needs Assessment, which identified certain programmatic elements – such as a black box theatre, music studio, dance space, gallery space, and art/multi-use classroom space – and directed Staff to proceed with an agreement with Group 4 Architecture Research and Planning, Inc. (Group 4), to lead the project. Staff worked with Group 4 on several floor layouts refinement to programmatic elements and proceeded to solicit feedback from both the Heritage and Cultural Arts Commission and the community. Commission and Community Feedback At its meeting on December 12, 2019, the Heritage and Cultural Arts Commission received a presentation from Group 4 proposed facility layouts. The presentation also included options on design values. At this meeting, the Commission provided feedback that included the incorporation of dedicated gallery space and design values that should be considered. On January 25, 2020, City staff and Group 4 hosted a community workshop at the Dublin Library to solicit feedback on programmatic elements, proposed floor layouts, and design values. Over 75 members of the public attended the workshop and provided input. At this workshop, a primary topic of discussion was the inclusion of a dedicated gallery space, with consensus among the participants that a dedicated gallery space should be included in the facility. At its meeting on February 13, 2020, the Heritage and Cultural Arts Commission received a presentation that included the proposed facility layouts. The pre sentation also included options on design values. At this meeting, the Commission voted unanimously to forward a recommendation on the proposed design to the City Council. Elements of the Cultural Arts Center – Current Design Group 4’s design incorporates many of the elements identified in the Needs Assessment and previously conducted studies, with several enhancements. Notably, the following elements were not included in the original Indigo Design and have a significant net impact on the overall project cost. These include: • Black Box Theatre – 2,145 sq. ft. of multi-use performance space with audio/visual control room and moveable floor layouts and seating – adds $1.0 million • Catering Kitchen – 280 sq. ft. – adds $416,000 • Gallery/Classroom/Events Space Storage – 1,332 sq. ft. of extra storage - adds $514,000 • Arts Yard – 1,288 sq. ft. of outdoor/indoor conditioned art workspace – adds $808,000 The floor plan, in draft form, is included in this Staff Report a s Attachment 1. Page 4 of 4 Next Steps Should the City Council approve the design and direct Staff to utilize additional funds to cover the budget shortfall, Staff would explore all potential funding sources, including Public Facility Fees as allowable, the General Fund Reserve for the Expansion of the Cemetery, Internal Service Funds, and the Information Technology Fund, and would reflect those changes in the CIP. Staff and Group 4 will then proceed with the development of construction documents , in anticipation of approval of the final documents by the end of the calendar year. Construction could begin in Spring 2021 and is estimated to take 12-18 months to complete. NOTICING REQUIREMENTS/PUBLIC OUTREACH: None. ATTACHMENTS: 1. Scope of Work and Proposed Floor Plan 1stFloor: Major RenovationCultural Arts Center2ndFloor: Minimal RenovationStaff OfficesEntire Building:New HVAC SystemNew RoofingProposed Scope of Work Schematic Design Floor Plan