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Home My WebLink About8.4 RptSpaceNeedsCivCtr ...-- ""l"',. l. "If ~ i ... .... ~. ....-i,.- t. J CITY CLERK File # D[Z][Q][(l]-~~ . AGENDA STATEMENT CITY COUNCIL MEETING DATE: March 17, 1998 SUBJECT: Civic Center Space Needs Report Report by: Greg Reuel, Economic Development Manager &fL EXHIBITS ATTACHED: 1. 2. 3. 4 '7 5. . RECOMMENDATION: 1. ~2. City of Dublin proposed Staffing Report for the Years 2002 and 2017 Proposed Civic Center Interior Space Planning Design for Years 2002 and 2017 Civic Center Master Site Plan with new parking and out-building floor plan. Existing Civic Center first and second floor plans Cost Estimate for proposed Civic Center Expansion for Year 2002 model 3. Approve Schematic Interior LayoUt for design of Civic Center to accommodate growth through the Years 2002 and 2017. Approve Site Area Plans by George Miers dated December 29, 1997 that will allow for additional police parking and the construction ofa new 400 sq. ft. . evidence garage and a new 1,500 sq. ft. storage maintenance building. Direct Staff to proceed with negotiating a contract with George Miers & Associates for work drawings and bid specifications to accommodate City space requirements through the Year 2002. FINANCIAL STATEMENT: Prelimln~ry cost estimates for design and construction associated with City's space needs to accommodate growth are as follows: Phase I (2002) Phase II (2017) Total Preliminary Estimate $1.2 million $1.15 million $2.35 million Approximately 80% of Phase I and 100% of Phase II costs are attributable to growth and should be funded by development impact fees. Approximately $240,000 of Phase I is to improve the utilization of existing space and would need to come from the General Fund. . TBESE COST ESTIMATES WOULD NEED TO BE REFINED DURING THE DESIGN PHASE. -------------~----------------------------------------------~------ G:\CC_MTGS\98-QTRl\MARCH\3-17.98\AS-CMC.DOC COPIES TO: 8.i ITEM NO. Although no funds are currently budgeted for design services, the City's Public Facility Impact Fee Fund'" . ~, i~ will have sufficient cash to cover the cost of design services presently estimated at $101,430 for Phase 1. , ~ A Budget Change will be required once the Council approves the design contract. The priority offunding for construction of Phase I improvements will need to be considered by the . Council at the time it considers the new Five Year Capital Improvement Program. ~" DESCRIPTION: The original design of the 53,000 sq. ft. Civic Center took into account the expected growth of the City of Dublin and was designed and built to support a City with a population of 40,000. When completed in 1989, approximately 4,500 sq. ft. of the building was left vacant and unimproved in anticipation for future growth. The Civic Center itself was also designed in such a way that a future building expansion could be added to the Police Wmg to accommodate the City's build-out population beyond 40,000. , ~~ The City of Dublin' s growth has required an increase in staffing to help service the growing community. To date, work stations have been rearranged where possible to accommodate the new staff, some department workstations are being shared by two and three employees, and much of the file storage has been shifted to the 4,500 sq. ft. unimproved vacant space. In 1997-98, Fire Prevention offices were relocated from the Dougherty Regional Fire Authority (DRF A) former offices to the Civic Center (as a result of the dissolution ofDRFA), and the Council authorized increases in staffing requisite to keep pace with the growth of the City. Finding the best way to use the unimproved Civic Center space for current staffing needs, along with looking at the space needs for staff large enough to service a City of 56,000 at build-out in the Year 2017, has become a priority issue of City management and staff in order to keep pace with demands for services from a growing community. PROCESS . To analyze the current space conditions and review necessary design modifications to the Civic Center, a Request For Proposal was solicited by the City. In May of 1997, an award was made to George Miers and Associates for programming and design for expansion needs at the Civic Center. After meeting and gaining input from all of the City's Department Heads and the City Manager, (See Exhibit 1) a Civic Center Staff and Space Needs Analysis was developed indicating current staffing levels and staffing requirements through the Years 2002 and 2017. The Year 2002 gave a five year staffing needs analysis, while the Year 2017 was used as a build-out year for the City when it approaches a population of 56,000. Based upon the staffing and storage needs, George Miers & Associates developed schematic interior layout plans for the Years 2002 and 2017. These plans were reviewed by City Department Heads, changed where necessary, and eventually became the recommended space plan design (See Exhibit 2). Each City Department was then approached and presented the space plan so that all City employees could add input or ask questions. In developing the recommended space plan, Miers & Associates was asked to do the following: 1) Maximize the utilization of existing space in the Civic Center before considering any expansion of the Civic Center building. 2) Accommodate the needs of the City"' s Operating Departments in order to maintain or improve service to the public. 3) Move or replace interior walls and other building features only when necessary. 4) Give office space a higher priority over storage space with the existing building to meet Year 2002 needs. 5) Prepare an area site plan to show expansion of parking for the Civic Center and proposed design for a new storage/maintenance building (See Exhibit 3A). . -2- '. -r..- . , ,For reference pmposes, Exhibil4 shows the original design of the Civic Center. An outline of the proposed major changes to the Civic Center as shown in Exhibits 2A-2H are as follows: , / . <. ~; r . . ~ .. fJlASE I - YEAR 2002 1) Finance and Administrative Services . Expand Fmance Staff into the Parks & Community Services office space . Rearrange Office Assistants area to provide better coverage at the public counter. . Rearrange location of data processing area to accommodate increased staff support and closer to server and computer equipment . New conference room . Creation of additional file space 2) City Man~er/City Council . Room 250 (Computer Specialist office) will be made into work room to facilitate agenda preparation . New Office Assistant space and storage room will be added at stairwell . No changes to Mayor and City Council Offices 3) Parks and Community Services . Relocate Parks & Community Services offices downstairs in current Community DevelopmentfFire Services Office Space. This relocation is needed to accommodate growth ofFinancelDP staff and place this Department closer to the public . Expand public counter area with two employee work stations in the existing public information booth, which is currently used for storage . New sports league staff work stations 4) Cnmmuni1y Development . Addition of one new Planner's office . Building Official and Planners' offices have been moved and reduced in size in order to accommodate additional Staff . Relocate and modify Building Inspectors' work areas to accommodate more inspectors . Creation of additional Planning and Building files space 5) Fire Services . Shifted to new location to accommodate new building location of Parks & Community Services Department . Additional workstations for Fire Inspectors and Deputy Fire Marshall to accommodate new positions . Creation of additional file area 6) Public Works . Addition of one Senior Engineering workstation and relocation of others . New conference room . Creation of self-help public counter built to ADA standards . Relocate and modify Public Works Inspector space to accommodate two new inspectors . Relocate Public Works :file into two new areas . Create separate room for CAD and plotting machines . Relocate and modify consultant bullpen area 7)~ . To accommodate growth of different departments within the Police Wing, work stations for the following departments will be shifted to the second floor of the Civic Center wing: a) Crime Prevention Sergeant b) Community Safety Assistant c) Crime Prevention Dept. Office d) School Resource Officer -3- f 1< .;. t ". ..i: ,. %~ . i t r.pJl';''" ~ e) Conference Room f) Storage Rooms . The police locker room is proposed to have an increase in the number and size of lockers from II women's lockers to 16 and from 41 men's lockers to 50 · Reduction in size of Physical Training Room . Relocation of Watch Commander's office and department for better performance . Addition of-Traffic Sergeant's office · Addition of office for Administrative Services Officer · Relocation & modification of Evidence Storage rooms · Rearrangement of Detective bullpen area on second floor to accommodate one additional office for Detective Deputy · Addition of new secretarial work station 8) Exterior Site Improvements . Addition of 36 new police parking spaces with security fencing to accommodate increase in Police staffing . Addition of 3 new parking spaces near service entrance to building . Creation of 400 sq. ft.. Vehic1e Evidence Storage building . Creation of 1,500 sq. ft. Storage building for the following uses: Bicycles evidence storage Public Works maintenance and storage Parks and Community Services storage .. r , \ . PHASE II - YEAR 2017 Civic Center Wing Although there are personnel changes in all departments at the Civic Center after the Year 2002, no additional construction or tenant improvements are required to accommodate these changes. Improvements made in the Year 2002 phase are sufficient to handle these changes. . Police Wing In order to accommodate buildout of the City, a 5,000 sq. ft. addition to the Police Wing will be necessary. First Floor . Evidence storage areas are relocated to new addition to Police Wing . Evidence Tech office, overnight evidence room and evidence processing room are added to new addition . Locker room is expanded into new addition to Police Wing. Women's lockers are increased to 18 and men's lockers to 77 lockers · Two of the 2002 evidence rooms are converted into a report writing room Second Floor . Crime Prevention Deputy, School Resource Officer, Community Safety Assistant, and Crime Prevention Sergeant are relocated from Civic Center wing to second floor expansion space on Police Wing . Addition of Conference Room . Relocation & modification of Detective offices to accommodate four new Deputy Detectives . -4- i ' . f }'RFJ JMIN ARY COST ESTIMATE Staff believes that the schematic plans developed by Miers and Associates dated December 18, 1997 accomplish the above tasks. Working drawings & bid specifications are now needed in order to proceed with construction. Part of Mr. Miers' contract was to develop a cost estimate for the work outlined in his design. Exhibit.5 is a breakout of his PRELIMINARY ESTIMATE along with a summary of costs that totals $1,185,030 for the build-out of space needed through the Year 2002. Staff estimates that the cost to build out the additional 5,000 sq. ft. of space shown in the Year 2017 model will be an extra $1,150,000. . 'l... t.~ Financial Analysis 1. An outline of costs associated with each phase of construction is as follows: PHASE I 1. Site work and out-buildings (400 sq. ft Evidence Garage & 1,500 sq. ft. Storage 2. Police Wmg Remodel 3. Civic Center Wmg Remodel & Build-out 4. Contractor Overhead & Profit 5. Furniture 6. Bid Contingency 7. Construction Management Services 8. Design & Engineering Fees TOTAL PHASE I COSTS $ 298,650 189,760 255,385 126,785 78,500 84,520 50,000 101.430 $1,185,030 . PHASE n 1. Remodel of Police Wing with the expansion of 5,000 sq. ft. of new space 2. Design & Engineering Services TOTAL PHASE II COSTS $1,000,000 150.000 $1,150,000 2. Funding forthe above work will come from the following sources: PHASE Phase I Phasell DEVELOPMENT FEES $ 949,214 1.150.000 $2,099,214 GENERAL FtJND $ 235,816 o $ 235,816 rOTAL $1,185,030 1.150.000 $2,335,030 Those costs associated with improving the utilization of existing space would come from the General Fund. All other costs associated with remodeling and expanding the Civic Center are attributable to new development and would come from Development Fees collected by the City. 3. The City's Public Facility Impact Fee will need to be adjusted to cover the cost of remodeling and expanding the Civic Center. The current Public Facility Impact Fee was based upon only completing tenant improvements in the expansion space, remodeling existing space in Police and expanding the . Police parking lot, at a cost of $445,000. 4. Funding is currently available from the Public Facility Fee Fund to cover the cost of design and engineering services estimated to cost $101,430 for phase I or $251,430 for phase I and phase II. -5- f i . r: l' t' r' 1.- ~ i If'. 5. Funding for the Civic Center will need to be determined with other priorities outlined in the ne}V CIP budget. Other projects that might compete for funding with the need to modify the Civic Center . .' include expanding the Library, Senior Center improvements and other community buildings at City Park:' Design Proposal . Staff recommends entering into negotiations with George Miers & Associates for the completion of working drawings and bid specifications for the design modifications needed at the ~ivic Center through the Year 2002. Mr. Miers was the original architect for the Civic Center and consultant used by the City to prepare the Space Planning Report and drawings used in this Staff Report. Because of Mr. Miers familiarity with the Civic Center, Staff believes it would be in the City's best interest to have Mr. Miers' firm complete the drawings needed to build out the modifications needed through the Year 2002. The City could go through an RFP process to select an architect for this work, but this would add another month to the schedule of completing work at the Civic Center with no guarantee of saving design costs. It is also the view of Staff that fewer questions will come up during the completion of design with George Miers and Associates because of the time already spent with his firm in analyzing the prOgr-'lmming needs of City personnel. Design modifications are needed immediately by Staff to accommodate current and expected growth through the Year 2002. Staff recommends completing the design for expansion needed after the year 2002 at a later time. RECOMMENDATION There is a critical need in many of the City's Operating Departments for additional space to accommodate new employees. The City currently has 46 full and part time employees with an additional 82 contract employees. All existing office space with the exception of the expansion space at the Civic Center is . being used, with new employees needed for future operations. It is Staffs recommendation that the City Council approve the schematic interior layout for design of the Civic Center as outlined by George Miers for both Phase I and Phase II; accept the proposed site layout that allows for additional police parking and the construction of a new 400 sq. ft. Evidence Garage and a new 1,500 sq. ft. 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CIVIC CENTER MODIFICATION 2002 PRELlMARY COST ESTIMATE Site Plan Police Parking 79,200 - Security Fence 13,000 Landscaping 4,000 Site Plan Evidence Garage 32,000 Trenching and Utilities to Evidence Garage 10,000 Site Plan Building Inspector Parking 3,300 Site Plan Bicycle Storage & Maintenance Garage 120,000 Trenching for Utilities to Bicycle Storage Garage 10,000 ~ Sub Total Site Work $271,500 10% Contingency $27,15Q Design and Engineering Services $40,725 Total Cost for Site Work $339,375 Police Facility Physical Training 35,900 Redo Locker Room 35,360 66 Lockers 33,000 Police Facility Watch Command/Sergeant's 47,250 Evidence Rooms 6,000 Records/classroom 15,000 Sub Total Police Facility $172,510 10 % contingency $17,250 Design & Engineering Services $25,880 Total Cost for Police Wing Remodel $215,640 Civic Center Expansion Space 154,130 Parks & Recreation 11,585 Park Directors Office 750 Planning & Engineering Office Changes 18,700 Public Counter Remodel 7,400 Workroom Remodel 6,400 Coffee Area 3,400 Carpet 20,000 Finance Counter 9,800 Sub Total Civic Center $232,165 10% Contingency $23,220 Design & Engineering Services $34,825 Total cost for Civic Center Wing Remodel $290,210 Combined Project Costs $845,225 Contractor Overhead & Profit 126,785 Furniture $78,500 Bid contingency $84,520 Construction Management Services $50,000 Total Project Costs $1,185,030 EXHIBiT 5-