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HomeMy WebLinkAboutH-14 (BA-70) - Remodeling of City Hall Annex Number TwoCity Council Meeting April 12, 1971 Council Agenda Number H-14 (BA-70) CITY OF NEWPORT BEACH OFFICE OF THE CITY MANAGER April 8, 1971 TO: City Council FROM: Acting City Manager SUBJECT: Remodeling of City Hall Annex Number Two Recommendation 1. Approve increase of $2,150 in Revenue Estimates to reflect contribution by the owner of the building for improvement of heating and ventilating system. 2. Approve transfer of $12,050 (net amount of $9,900, plus $2,150 contribution noted above) from Unappro- priated Contingency Reserve and Unappropriated Surplus to Nondepartmental, Services -Professional, Technical, etc., Utilities, General Fund, Account Number 1416. Discussion The City recently exercised its option to lease space formerly occupied by the Fred Nash Company on the second floor of City Hall Annex Number Two, located on Via Oporto between 32nd Street and Via Malaga. The entire building is now leased by the City and is occupied by the City Attorney's Office as well as the four divisions of the Community Development Department. The City's present lease extends to September 15, 1973. On March 8, 1971, the City Council authorized expenditure of $2,960 to convert the space formerly occupied by the Fred Nash Company (one -eighth of the building) into an office for the City Plan Ad- ministrator and the Advance Planning Group. This amount did not provide for any work in other portions of the building. The only expenditures from these funds so far have been for removal of un- usable partitions, rehabilitation of the floor and lighting system, clean-up and painting in an amount of approximately $300, to prepare the shell for further work. Since July 1970, the City has been negotiating with the Baldwin Estate, present owners of the building, to replace the heating and ventilating system which has been inoperable since that time and is beyond economic repair. Within the last few days, the Baldwin Estate has entered escrow for sale of the property. TO: City Council - 2. The City has obtained a commitment that the seller will pay up to $2,150 on a matching basis toward the cost of a new heating and ventilating system. It is readily apparent that the building is not being used as efficiently as possible, either from the point of view of service to the public or City operations. The City has expanded through- out the building in several stages. For this reason, the various activities are not presently located in a proper functional re- lationship. Supervision and work -flow are hampered. Private offices are exposed to unnecessary disturbance. Space for certain functions, including the City Attorney's Office, is seriously cramped, but because of the structure of the building, these functions cannot be expanded in their present location. Lighting, heating and ventilation are deficient. Since the building must be able to accommodate approximately forty City employees, work- ing efficiency and productivity are significant factors. Studies of public contact, office space needs, work -flow, the relation of functions housed in the building, and needs for direct supervision have been made jointly by the City Manager and City Attorney's Offices and the Community Development Department. These studies all lead to the conclusion that maximum efficiency can be obtained only if fundamental changes are made in the lo- cation of functions throughout the building. This will require remodeling of the entire building at one time. In addition, the total cost of remodeling the building at one time is lower than any plan based on piecemeal remodeling. The City holds a very satisfactory lease on the building, with a total monthly rental for the 6,400 gross square feet of office space of $965, or 15¢ per square foot per month. By way of comparison, the City pays 19¢ per square foot per month for second -floor office space on 32nd Street where Police Administra- tion is located. Ground floor commercial office space on Newport Boulevard, across from the City Hall, rents for approximately 36¢ per square foot per month. Office space in the Security Pacific Bank Building rents for approximately 50¢ per square foot per month. However, this rental charge includes janitorial service. For all of these reasons, it is recommended that the City Council authorize expenditure of an additional $9,900 from City funds to complete the remodeling of the entire building at this time. An itemized breakdown of estimated costs is attached. It should be noted that this cost estimate also includes $2,000 for integration and modification of the telephone system to serve the new Commun- ity Development Department. The most optimistic estimates for the time of completion of the new Civic Center indicate that the cost of this recommended re- modeling will be fully amortized within the time that the City can expect to occupy the building. TO: City Council - 3. Respectfully submitted, c—T) PHILIP r. BETTENCOURT Acting City Manager PFB/LW/kk Attachment: Preliminary Estimate for Remodeling of City Hall Annex Number Two, showing itemized costs NOTE: Floor plans will be on display at City Council Meeting April 12, 1971. CITY OF NEWPORT BEACH PRELIMINARY ESTIMATE FOR REMODELING OF CITY HALL ANNEX NUMBER TWO April 2, 1971 190 ft. of new partition New electric work New carpet (main office) Paint and repair (top and bottom floors) Tack board, wall paneling, etc. Miscellaneous demo and clean-up Heat and ventilation New telephone system $2,000.00 3,500.00 200.00 500.00 300.00 400.00 5,600.00 2,000.00 TOTAL $14,500.00 Less existing funds and money from building owner for air- conditioning 4,600.00 $ 9,900.00 CITY OF NEWPORT BEACH PRELIMINARY ESTIMATE FOR REMODEL OF COMMUNITY DEVELOPMENT DEPARTMENT 190 ft. of new partition New electric work New carpet (main office) Paint and repair (top and bottom floors) Tack board, wall paneling, etc. Miscellaneous demo and clean up Heat and ventilation New telephone system $2,000.00 3,500.00 200.00 500.00 300.00 400.00 5,600.00 2,000.00 Total $14,500.00 Less existing funds and money from building owner for air conditioning.. 4,600.00 $ 9,900.00 In order to assure a smoother flow of work and a higher productivity from each employee - with fewer mistakes it is necessary to remodel our building facilities for the newely organized Department of Community Development. Our present floor plan makes it necessary for certain emp- loyees to work under debilitating conditions, such as; inadequate lighting, lack of proper ventilation, and lack of adequate area. It is my feeling that the proposed remodel would increase efficiency by sufficient amount to offset the cost in four to six months of use. This would make a desirable investment on the taxpayers part, as well as more pleasant working conditions for our employees. BOB FOWLER Building Administration Supervisor pv 4/2/71 SUPPLEMENTARY INFORMATION on Report to City Council, dated April 8, 1971, regarding Remodeling of City Hall Annex Number Two Previous Budget Amendment March 8, 1971 $2,960.00 Contribution by Owner of Building 2,150.00 TOTAL $5,110.00 LESS: Cost of removal of unusable partitions, rehabilitation of floor and lighting system, clean-up and painting incurred to date, in preparing former leased space of Fred Nash Company for further remodeling and use by the City. Maximum of $ 510.00* NET BALANCE: $4,600.00 ADDITIONAL AUTHORIZATION REQUESTED (BA-70) $9,900.00 TOTAL COST OF CONTEMPLATED IMPROVEMENTS TO BUILDING $14,500.00 * Figure of "approximately $300" used in report on basis of estimate by Ken Perry. Only actual expense incurred so far has been for painting by Don Elder, for which billing has not yet been received. CITY OF NEWPORT BEACH OFFICE OF THE CITY MANAGER March 8, 1971 Se.O.15-`\°;73 TO: CITY COUNCIL FROM: City Manager SUBJECT: PREPARATION OF OFFICES RECENTLY ACQUIRED IN THE BALDWIN BUILDING RECOMMENDATION: Approve an increase of $2,960 in Nondepartmental, Account number 1416, Services - Professional, technical, etc., and a decrease of $2,960 in the Unappropriated Contingency Reserve. DISCUSSION: Under the terms of a contract dated September 15, 1969, the City leased office space in the Baldwin Building located at 503 32nd Street, Newport Beach. The City has exercised its option under Section 3 of the lease agreement to extend the lease for an additional twelve-month period and to lease 1/8 of the building formerly occupied by the Fred C. Nash Company on the second floor of the building. The present condition of the office formerly occupied by the Fred C. Nash Company is not suitable for occupancy, Budget Amendment 63 will provide funds for the purchase of mater- ials and labor for preparing an office for the City Plan Administrator of the Community Development Department, and the advance planning group. HARVEY L. HURLBURT HLH/JEG:pg gl CITY OF NEWPORT BFACH PUBLIC WOKS DEPARTMENT DRAWN :62/ DATE 4/4.1/. /4 /. " APPROVED a l 4 C/ ./ C/ i" V ./4 PUBLIC WORKS DIRECTOR R.E. NO DRAWING NO.502,5^L 444 e 4/- / 11 &1- /// CHF: O. Fa Y /74 2.7,2 4 D.6)-8 ( /78 X 4474L7.4 .452 41.7 7,0) 9 / — " / . — /1 , ' ././ - 1.-. ..4- 5 / - .:7 1/ -1-• iga '47 /PE 7- 79. 3 ,3t .V.Og 1.9 1.e, //,6 67i,//1/C,IZ 632-/.471/767Z-: 47, DD e5'a z- 71 4..? • .0 27.2e, ‘24‘ CO/ZI/C(77137Z7,6/4f, 645)e:)./2/1 //. A' /G9,67 = // 9. 57 47 3 • 5, i/. o2 , c5 `7"-2/L 4f 7=5 OC) //, / / • 7 /1, 42.Z- 5 / / / 9/ • .,‘) 7 , or e2 9 „a 4 9/..`2‘ 9 CITY OF NEWPORT BEACH PUBLIC WORKS DEPARTMENT DRAWN 49. • DATE e//r4f /Y. /4y 497/ APPROVED .42,..a,r/e,,,v-1.-/ a.= C,/ 7 k/ ,444 de:74 6\t'.5)e24 C7 4&4 e PUBLIC WORKS DIRECTOR R.E. NO DRAWING Y._ / _r i""/ /. 7 ,g U Dom' G77, HE:ET No. ..- CF{KD. ',Y iA`i'i:: x 5"- O " 5•_ du 25 /D X /Z • 0 J02NO. = 79 •36 M74Yo. ' v D/ A-/C, //,26 /.� g. Dzil es G / /C/Z ca,�/2/r .5' �17 oD' 35, 47D' iY 90• cam''8' = /, 07 f. O� 22.67' ,Y /2. " .‘Z '-moo'". .• ,/ //. DD iY /©•..cg 7 = // 9. 57 .5:',4' J/•DD = ,3 .. `D/L /2, OD X //. 2 - /. . (.9491 /D.67 `1// 9,574 J'5'..57 4 x // _• • 7,', ./ / : 9/• 7, .� / 71. 9/ Z 6 2 0. ,41 i0T�4 -= 4 7/e1 99 A:7 — I ' i CITY OF NEWPORT BEACH PUBLIC WORKS DEPARTMENT DRAWN ,1/ e-'," • DATE /4:4-97/ APPROVED 11 / 04? .9'4 C C./ .7"/ 44 4 4 64--/4L'.741-7 PUBLIC WORKS DIRECTOR R.E. NO DRAWING NO. 8- C.'.‘" 4e-6 Ai' 71 .. 15704977/4112 4:534- C/7. S1-4:-T t•:0 CHKD. DATC: /F4 ,..64-7e a ter:* .41, _;03 NO. Z ( /4 X i4 // - " 5 2 5 " c2" " / , 3 X / Z .4) /.6r-. //, 9/a. '47 1,83 • ae) /11 • o 793 ,(3 6 CGZ,//t/61/Z 67E4'25 • /11 .9‘ e9 8' e2 7 9. G:5 22,71 e(-2/411Z:37LF.. 47!;e2,0 //. cg 7 1 9, 57 , 3 • i/ g I " ,' //. // /D •6 -71 // 9,5 7 a = 54,570 NAZZ. 5• ,5 X // a / 7 z_ 99, 220. 9 e; 9 CITY OF NEWPORT BEACH PRELIMINARY COST DATA FOR 2nd FLOOR OF COMMUNITY DEVELOPMENT DEPARTMENT 1. Floor covering 61 yds. new @ $6.00 12 yds. exist. @ 1.25 2. New walls: wood stud w/drywall 3. Paneling (on new walls) 4. Glass area (new part) 5. Tack Board (material only) 6. Electric work (new lights and outlets) 7. Drape (material only) 8. Painting and repair of walls and ceiling 9. Storage area wall 10. Miscellaneous Note: $ 365.00 15.00 280.00 200.00 150.00 100.00 1 ,040.00 60.00 500.00 100.00 150.00 $2.960.00 1. Existing light fixtures consist of 4' long, two tube fluorescent and two 8' long two tube fluorescent fixtures. These fixtures are in poor condition and are grossly inadequate to light the required area. There is a possibility of reusing the fixtures in the storage area. 2. Existing flooring consists of three different types. Some areas are covered with an asphalt tile of a dark black brown color. Other areas have a vinyl asbestos tile in a light beige color. Remaining area is covered by a light green carpet which is in adequate condition for reuse. Asphalt tile has some broken places. pv 3/ 2/ 71