HomeMy WebLinkAbout11 - City Hall Facility Needs Assessment - RFQAugust 28, 2001
CITY COUNCIL AGENDA
ITEM NO. 11
TO: Mayor and Members of the City Council
FROM: Public Works Department
SUBJECT: CITY HALL FACILITY NEEDS ASSESSMENT — REQUEST FOR
QUALIFICATIONS
RECOMMENDATION:
Approve the general scope of services and authorize Staff to issue a Request for
Qualifications for City Hall Facility Needs Assessment.
DISCUSSION:
At the July 24, 2001 meeting, Council directed Staff to develop a scope of services for
City Hall Facility Needs Assessment. As recommended at that meeting, the City needs
to pursue a long term strategic plan in the form of a City Hall Facilities Master Plan,
which maps our current and future facility requirements in order to better serve the
public. The proposed action will initiate the facilitates planning /needs assessment
phase of the proposed master plan for the City Hall Campus.
The proposed scope of work incorporates a long term, integrated approach addressing
current and long -term workspace needs with respect to staffing, facilities access,
mobility, and customer service. This effort is closely aligned with the City Manager's
"Top Ten" goal to improve the plan check and issuance process, as it has the potential
to help solve current physical constraints to the plan check coordination process.
It is proposed that Request for Qualifications (RFQ) be solicited from qualified
professionals with experience in successful space assessment and public building
facilities projects. In general, the proposed scope of work will include:
• Identification of current and projected operational needs of the City addressing
current and future needs with respect to staffing, workspace, and parking.
• Determine and justify space requirements based on an analysis of appropriate
space standards including public interfaces and support areas such as public
counters and conference, storage, and utility rooms with emphasis on improving
operational efficiency and customer service.
SUBJECT: CITY HALL FACILITY NEEDS ASSESSMENT— APPROVAL OF SCOPE OF SERVICES
August 28, 2001
Page 2
• Provide alternative solution concepts which range from remodels with minor
reconstruction to new construction and their associated costs including phasing,
temporary facilities, and transition costs.
• Recommend the best solution to meet the long -term facilities needs including
potential parking solutions.
• Provide an implementation strategy including funding analysis, design team
formation, and construction program.
Upon receiving the responses to our Request for Qualifications, Staff will review,
interview, and select the most qualified professional to perform the work. Staff will then
negotiate a formal scope of services and fee which will be presented to City Council for
approval.
Respectfully su itt
P I KS DEPARTMENT
Stephe G. Badum, Director
CITY OF NEWPORT BEACH
STUDY SESSION ITEM NO. SS2
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Homer L. Bludau, City Manager
DATE: July 24, 2001
SUBJECT: Review of City Hall Space Options
During the July Wh Study Session, staff presented City Hall space options for a
FY 2001 -2002 CIP Project. The options included the following:
I.
• 2.
3.
4.
5.
An expansion of the Engineering wing by adding offices toward
parking lot by Administrative Services and the City Clerk;
A temporary trailer at rear of Prof Tech building;
Expansion of Prof Tech lobby into covered walk -way area;
Permanent second story addition over Revenue offices;
Demolition of old City jail and installation of a temporary module.
Council expressed the desire to deal with the City Hall space needs on a
permanent, rather than a temporary basis, and did not care for the utilization of
temporary structures.
The City Hall space needs requirements are both of an immediate and a long-
term duration. But the short-term accommodations are dependent on how the
long -term needs are addressed. Therefore, the City Manager believes the best
way to wade into the issue is to raise and answer some basic questions.
1. Does Council envision City Hall remaining at its current location
long term? Staff believes it is unrealistic to think the relocation of
City Hall would not be controversial. Although a case could be
made for a more central location, staff sees the current location as
being the long -term site location.
2. If City Hall will remain at its site, what needs to be done to plan for
its continued use over the long term?
City Hall • 3300 Newport Boulevard • Post Office Box 1768 • Newport Beach. California 92659 -1768
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Review of C , Hall Space Need Options
Page 2
Many repairs and additions to City Hall have been made over the past 15 years; •
however, few have been made with the intention of the current City Hall lasting
for another 40 -50 years. If City Hall is to remain at the current site, the City
Manager recommends moving towards making a commitment by providing a
plan for a City Hall that will serve the community over time. The City has a
master plan for sewer line and water line replacement; it appears to be time to
look at our City Hall as a City infrastructure need that serves the public and is
deserving of master planning.
If Council desires to move towards making a long -term City Hall commitment,
there are a number of actions which could be considered as a part of such a
process. Below are only some of the alternatives identified by staff:
Space Needs
1. Accept staffs preliminary space needs analysis of 1,800 square
feet. This analysis is based on current needs only and not on long
term space needs.
2. Do a City Hall space needs assessment by a professional space
planner for the short-term needs of City Hall.
3. Do a City Hall space needs assessment by a professional space
planner for the long -term needs of City Hall. •
Master Planning Based on Space Needs
4. Hire a professional to develop a concept for meeting current City
Hall space needs.
5. Hire a professional to develop a concept for future City Hall space
needs incorporating the current structure.
6. Hire a professional to develop a concept which retains some
existing structure space, demolishes some space and adds
additional space.
7. Hire a professional to develop a concept for a new City Hall in its
current site.
These action options are being presented in order to stimulate thinking regarding
ensuring the community has a City Hall that functions efficiently and effectively
from a space allocation, adjacencies and public access standpoint.
The City Manager believes the current site offers sufficient space to do most
anything we would like to do in meeting future City Hall space needs. The
current older structures within the City Hall complex are inefficient in terms of
storage space, heating /air conditioning /energy requirements, adequate office
and meeting room space, adjacencies, security needs and public
Review of City .4all Space Need Options
Page 3
• accommodations. Parking for City Hall is another problematic issue which is a
part of the overall long -term requirements for a City Hall. After today's
discussion, Council may want to consider a Council subcommittee to further
review options and make recommendations to the full Council.
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PAUL J. RUFFING AIA
A R C H I T E C T U R E / P L A N N I N G
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® CITY OF NEWPORT BEACH
PROPOSED SECOND FLOOR ADDITION
CITY HALL, COUNCIL CHAMBER
PRELIMINARY FEASIBILITY REPORT
April 19, 2000
PURPOSE:
The City of Newport Beach wishes to add a second floor of approximately 1060 square feet
into the existing space that at one time was the City Councils chamber. The building currently
houses office for the city's finance department on the ground floor. There is also a small
mezzanine, approximately 360 square feet that is used for mechanical equipment and storage.
The space has a clear height of approximately 19'- 6" from first floor slab to the underside of
the roof structure. There is a ceiling for the existing offices at 8' - 0' ". The building is built of
poured -in -place reinforced concrete with a wood truss roof system, supported on concrete
piles.
The city has requested that an analysis be prepared to determine the feasibility of constructing
the additional second floor. This analysis is to be prepared in phases so that the city staff •
may evaluate the probability of the projects success before extensive engineering and design
cast are expended. This is the first preliminary report of the analysis and findings by the
consulting architect and engineers.
PROCEDURE:
Several preliminary meeting were held between the city staff and the consultants to define the
scope and limitation of the study. It was decided that the study should focus on; structural
capabilities to support and additional floor, access to the new space and the total cost
including; demolition, staff relocation, construction and city operational disruption.
Along with Lloyd Dalton, City Engineer Department, the consultants reviewed the buildings
existing features to compare with the as -built drawing supplied by the city. This included the
space above the first floor ceiling, mezzanine, mechanical equipment and electrical service.
Preliminary sketches were prepared to illustrate the proposed second floor. Structural
calculation have been made at on typical column and supporting pile location to determine the
additional loading. The city retained a geotechnical engineer to evaluate the addition loading on
the existing pile footings.
A review meeting was held with Lloyd Dalton and Faisal Jurdi of the city to discuss these
findings. It was decided that this Progress Summary report should be prepared for the city's
review and determination as to whether the project is still appeardS feasibilft.
CONSIDERATIONS
This phase of the analysis has considered the major effects of adding a second floor without
researching smaller details that may not effect the project proceeding.
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a('P %ice Ir k1 1 CA;o S j
TF..L /FAX 949.660.8062
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Structural: The ability of the existing structural system to support a second floor is the
primary consideration. If the existing structure or foundation system required extensive
modification this may be the most costly part of the project that would cause the city not to
proceed further with the analysis.
It is considered that the new floor would be a truss joist system with light weight concrete
floor. The truss joist would be supported on the existing concrete columns which are
supported by the concrete piling foundation.
The structural analysis and geotechnical evaluation are attached as part of this report.
2. Accessibility: The second floor will have city offices that will be accessible by anew
stairway from the lobby of the city hall. The existing concrete stairway does not meet
current building codes so it will be removed and a new stairway constructed. The new
stairway is shown on the preliminary drawings attached.
The existing mezzanine would have a short corridor constructed to connect the stairway to
the new second floor offices.
3. Disruption: During the construction period the offices on the first floor will need to be
relocated to a temporary location. This may be to portable trailers or off -site offices. The
adjacent Office of the Majpr, and the lobby may remain but will be impacted by noise and
dust. J
A construction area on site will be required by the contractor for material storage, office,
parking and maneuvering. Depending on the construction method some landscaping will
be destroyed and need replacing.
4. Air Conditionina: The current air conditioning equipment located on the mezzanine will not
be adequate for the second floor addition and the first floor. The condensing equip me'rtt
located outside on the ground appears to have enough capacity for the additional
however qui ent will be required on the mezzanine. l�
An additional 8 ton air conditioning unit will be needed on the mechanical mezzanine to
supply the second floor. New ducting will be required for both floors. Existing first floor
ducting will be removed to make room for construction of the second floor.
5. Electrical: The city is currently up grading the electrical services to the city hall. Along with
this up -grade additional service can be brought to this area of the building to supply the
second floor addition. It is considered that a 200 amp service will be needed for lighting,
mechanical, power and communications. This could be combined with the replacement
panel for the first floor.
6. Demolition: The original council chamber construction is still existing above the ceiling of
the first floor. The original ceiling, light fixtures, air conditioning duct, etc. will be removed.
Window openings that were closed will be reopened for the second floor First floor ceiling,
lighting, mechanical ducts and some partitions will be removed. Concrete stairs to the
mezzanine will be demolished.
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CONCLUSIONS
Based on the preliminary structural evaluation he a onal loads, the existing columns
and wall Mll support the new loading. There additional investigation of seismic
loading, as well as structural connWthe at the roof diaphragm and wall connections.
The geotechnical consultant reviee added loading on the existing pile foundations.
He compared the pile foundation djacent engineering building with those of the city
hall, and determined that the piles have the capacity to support the load. He has
recommended that a review of the possible liquefaction effect on these piles.
From the above evaluation it appears that the building structural system and the
foundation have the capacities to support the new second floor.
2. Access can be accomplished by rebuilding the concrete stairway. Another option may be
to leave the existing stairway and construct a new stairway within the office area.
3. Disruption to the city operations and personnel will need to be evaluated by the city. It
should be anticipated that the construction time may be 6 months.
4. Cost has bee estimated at this very preliminary stage based on the knowledge and
experience of the consultants. A more detailed cost estimate should be prepared as part
of the next phase. Cost Estimate is attached at the end of the report.
This report has been prepared for review by the City of Newport Beach staff to determine if
further design and investigation should continue. The consultants are available for review of
their findings and recommendations.
Attached to this report are:
Schematic Drawing of the First Floor, Second Floor, and Building Sections
Preliminary Construction Cost Estimate
Structural engineers letter of findings and structural calculations.
Geotechnical Consultant report letter to the City.
If you have any questions please do not hesitate to call me or any of the consultants.
Respectfully
Paul J. Ruff ing, AIA
xc Mark Tomita, Peyton Tomita Engineers
Ken Bagahi, Bagahi Engineering
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SCHEMATIC FIRST FLOOR PROPOSED SECOND FLOOR ADDITION i
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PAUL J. RUFFING, AIA
ARCHITECTURE / VLAMMIMG
11.1 owE-11 — R—T eucl..0
SCHEMATIC SECOND FLOOR
PROPOSED SECOND FLOOR ADDITION is
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PAUL J. RUFFING, AIA
NEWPORT BEACH CITY HALL.
SCHEMATIC SECTIONS PROPOSED SECOND FLOOR ADDITION
I
PAUL J. RUFFING AIA
A R C H I T E C T L I R E / P L A N N I N G
0 CITY OF NEWPORT BEACH
PROPOSED SECOND FLOOR ADDITION
CITY HALL, COUNCIL CHAMBER
•
PRELIMINARY CONSTRUCTION COST ESTIMATE
April 19, 2000
OFFICE RELOCATION
Portable Building Rental:
24'x 40'= 950 square feet
Set -up
Rental $700 /month for 5 mos
Tear -down
Tax 7.75%
Moving:
To Portable Building
From Portable Building
Total
DEMOLITION
First Floor
$6,000.00
3,500.00
4.000.00
$13,500.00
$1.050.00
$1,800.00
1.800.00
quantity unit cost
$14,550.00
$3.600.00
$18,150.00
total
Remove Window for access
1
ea
500
Ceiling
1750
sf
.50
870
Partitions/doors
95
If
3.50
330
ElecthGalAights
1750
sf
.75
1,310
Carpet
195
s
1.00
195
Dust Barricade
1
ea
2,500
Second Floor
Ceiling
1080
sf
1.00
1,800
Lights
1080
sf
.90
980
Ducts/Conduit/etc
1080
sf
.90
980
Window Openings
3
ea
1,500
Opening at storage wall
40
sf
35.00
1,400
Stairs
18
risers
85.00
1.530
Total
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quantity
unit
cost
total
CONSTRUCTION
Site
Repair /Replace Landscape
2000
sf
1.50
3,000.00
Foundations
No Change
Floor Slab
No Change
Structure
Beams
75
If
19.50
1,460
FloorJoist
600
If
9.70
5,820
Decking, plywood
1130
sf
2.10
2,370
Lightweight concrete
1130
sf
1.75
1,980
Shotcrete walls
1200
sf
6.60
7,920
Stairs
Steel pan filled
I
fit.
7,500
In -Fill Wall
150
sf
11.80
1.770
Total
$28,820.00
First Floor
Partitions
95
If
24.00
2,280
Doors/Hardware (reinstall)
3
ea
150.00
450
Painting
2580
sf
.65
1,680
Ceiling
1750
sf
2.10
3,670
Carpeting
195
s
32.00
6,240
Replace Window
1
ea
250
Total
$14,570.00
Second Floor
Partitions
95
sf
24.00
2,280
Doors /Hardware
3
ea
550
1,650
Painting
2015
sf
.65
1,310
Ceiling
1200
sf
2.10
2,520
Carpeting
140
s y
32.00
4,480
Windows
3
ea
1,500
4.500
Total
$16,740.00
Roof Insulation
1100
sf
.95
$1,040.00
Mechanical
HVAC lstflr.
1750
sf
3.50
6,120
2nd fir.
1050
sf
7.50
7.880
Total
$14,000.00
Electrical
Primary Service Existing
Lighting 1 st fir.
1750
sf
5.50
9,620
2nd fir.
1050
sf
7.50
7,870
Power lstflr.
1750
sf
.75
1,130
2nd fir.
1050
sf
2,25
2.370
Total
$20,990.00
•
Sub -Total
$99,160.00
Sub - Total; Demolition + Construction
$113,055.00
GENERAL CONTRACTOR
$13,895.00
General Conditions
Is 12% 13,567
Overhead
Is 7% 8,863
Profit
Is 8% 10.839
Sub -Total
$33,269.00
CONSULTANTS
Architect and Engineers
$19,800.00
SUMMARY:
Office Relocation
$14,550.00
Demolition
$13,895.00
Construction
$99,160.00
General Contractor
$33,269.00
Consultants
$19.800.00
GRAND TOTAL $180.674.00
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• Peyton - Tomita & Associates
April 13, 2000
Paul Ruffing, Architect
1101 Dove Street Suite 140
Newport Beach, CA 92660
Attention: Mr. Paul Ruffing
Subject: Feasibility Study for New Second Floor Addition
Newport Beach City Hall Complex
Newport Beach, CA
Gentlemen;
Per your request, Peyton - Tomita & Associates has reviewed the feasibility of adding a
second floor in the City Council wing of the Newport Beach City Hall complex. Our
*professional services are performed with the intent to meet the degree of care and skill
ordinarily exercised by reputable structural engineers under similar circumstances. No
other warranty, expressed or implied is made as to the professional opinions presented
in this report.
The study is limited to the structural aspects of the project only. Any issues related to
the mechanical, electrical, or plumbing disciplines are beyond the scope of this
evaluation. Although the scope of work is limited, it should serve the intended purpose.
If the anticipated structural work outlined by this preliminary study is still within the
construction budget, an additional study can be completed to determine more precise
requirements.
PROJECT'S OBJECTIVE
Our understanding of the city of Newport Beach objective is to add second floor office
space in the City Council wing of the Newport Beach City Hall complex. This area is
currently a high open volume space. The floor addition is to be accomplished by best
utilizing the available funds.
CJ
�3
Paul Ruffing, Architect •
Newport Beach City Hall Second Floor Addition
April 13, 2000
Page 2
BUILDING DESCRIPTION
The existing building is a reinforced concrete building with steel roof trusses and wood
rafters and a 1x solid diagonal sheathing diaphragm. The lateral system consists of
reinforced concrete shearwalls. The building is supported on precast driven pile
foundations. The clear ceiling space is approximately 21 feet to the bottom side of the
roof framing. The original construction was completed around 1946.
GENERAL ENGINEERING OBJECTIVE
This initial study is to indicate whether the existing building framing system can support
the new floor for both vertical and lateral loads without requiring substantial retrofit
work. The objective of this study is to obtain a minimum confidence level that the floor
addition can be completed without requiring structural work beyond what is required for
the actual floor construction only. The evaluation will determine if a more in -depth
evaluation is warranted. It is suggested that a construction company be consulted if a
cost estimate is desired. Sketches can be provided upon request to aid in the cost
estimating process.
ANALYSIS ASSUMPTIONS
The engineering evaluation is based upon the requirements of the 1997 Uniform
Building Code. It is our understanding that the upcoming 2000 code is significantly
different. It is not possible at this time to determine what impact the new code would
have on our current recommendations.
The evaluation was completed using the information identified on the available
construction documents. It is assumed that the building was constructed as specified
on these drawings. It is also assumed that the second floor addition will be utilized as
office space only. Thus, in determining the seismic loads, a standard occupancy factor
was employed.
The construction of the new second floor framing is assumed to consist of open web
wood or steel joists and plywood floor diaphragm with a lightweight nonstructural
concrete floor fill. The floor fill is provided to mitigate sound transmission and to
maintain a level floor surface. The new floor joists are assumed to span between the
existing exterior concrete walls without interior columns or girders. New beams and
columns would be introduced at the exterior wall openings to support the new floor.
The depth of the joist is approximately 18 to 20 inches deep. A 12 to 13 diameter duct
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Paul Ruffing, Architect
Newport Beach City Hall Second Floor Addition
April 13, 2000
Page 3
can be routed through the joist webs. This diameter does not account for any insulation
which may be required and which would reduce the maximum duct diameter which may
pass through.
CONCLUSIONS AND RECOMMENDATIONS
A preliminary analysis was completed to determine if the proposed addition
could be completed within the established construction budget. The analysis was
limited to rough estimates in order to minimize the evaluation costs. The existing
concrete walls and columns appear to be capable of supporting the imposed dead load
and live loads as well as the imposed seismic forces. At some walls, the overtuming
jamb reinforcing steel may not be adequate. This can be strengthened as required. No
significant structural reinforcing is anticipated for this portion of the structure. The
existing concrete walls appear to, for the most part, conform to the minimum reinforcing
requirements with the exception of hooks and some tie requirements. Due to age of the
building, it is anticipated that the wall to roof anchorage would require supplementing.
Wreas of shear transfer between the roof diaphragm and shearwalls should also be
investigated. In addition, the solid diagonal sheathing has a lower diaphragm capacity
than plywood and may not be capable of restraining the concrete walls for out -of -plane
forces nor the lateral forces in resisting the building seismic and wind forces. This
portion of the analysis is beyond the scope of the evaluation.
A structural survey is recommended to ascertain the existing condition of the structure,
which may identify areas where the structure has deteriorated over the course of time.
The most likely areas of damage would be in the wood roof areas, especially if there is
a history of roof leaks/ water damage. In addition, it has been our experience that steel
member connectors, especially sheet metal type connectors, have proven to be
susceptible to corrosion in areas in close proximity to the ocean.
Our preliminary evaluation found that the imposed vertical loads overstressed selected
piles based upon the pile capacities shown on the drawings. A preliminary evaluation
by Bagahi Engineering Inc., Geotechnics & Foundations, has found that the existing
piles may have vertical load carrying capacities on the order of 2.5 times the drawing
defined capacities. Refer to their report for additional information. If this is true, then
the existing foundation can accept additional loads from the new floor addition without
requiring the addition of any new foundation elements.
In conclusion, the existing building appears to be capable of supporting the new second
�or loads without requiring significant structural upgrade work. The concrete
earwalls appear to have sufficient capacity to support the imposed lateral loads
6
Paul Ruffing, Architect
Newport Beach City Hall Second Floor Addition
April 13, 2000
Page 4
except some walls may require jamb steel strengthening. The roof structure and
connectors still require evaluation to determine their level of compliance with the current
code requirements. This work is recommended should the city proceed with the floor
addition.
Please contact us if you should have any questions or if we can be of additional service.
We would be pleased to submit a proposal for structural engineering services on this
project.
Very truly yours,
Peyton - Tomita & Associates
Mark Tomita, S.E. •
Principal
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& Associates
Structural Engineers
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BAGAHI ENGINEERING INC.
GEOTECHNICS & FOUNDATIONS
April 7, 2000
CITY OF NEWPORT BEACH
3300 Newport Boulevard
Newport Beach, CA 92658
Attention: Mr. Lloyd R Dalton
SUBJECT: FEASIBIIdTY STUDY
2m Floor Addition
City Hall
City of Newport Beach
Newport Beach, CA
Dear Mr. Dalton:
Proposal No. 104y -200-00
Pursuant to our telephone conversation we have examined the pile capacity for a 16 -inch
diameter pile, based on the soils report by Action Geotechnical dated October 10, 1983. Our
analysis indicates that such piles driven to a minimum depth of 20 feet would carry close to 50
kips of load based on a factor of safety of 2 and 3, for side friction and end bearing, respectively.
Based on structural computations, it is our understanding that the maximum anticipated column
load is 31.4 kips. Assuming the soil parameters used are applicable to the site and pile diameter
and lengths are as assumed or greater, it is our opinion that the existing piles can carry the
anticipated column loads under static condition.
Next step in the evaluation would be the response of these piles under seismic condition and in
particular, their lateral capacity if subsoil liquefies. Boring logs from adjacent site show several
3901 WESTERLY PLACE, SUITE 109. NEWPORT BEACH, CALIFORNIA 92660
TEL (949)252 -8292 FAX (949)252$293
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Mr. Lloyd R. Dalton
Project: City of Newport Beach City Hall, Newport Beach, CA
Proposal No.: 104y- 200 -00 /April 7, 2000 Page 2
E
feet of non - liquefiable clayey soil just below the water table underlain by sandy soils. The sandy
soils may potentially be liquefiable, specially for low blow counts. Potentially liquefiable zones
requiring analysis are about 15 to 30 feet below the surface. Should you desire to proceed with
liquefaction analysis, please let us know.
We trust this information is adequate at this time.
very truly yours,
BAGAM ENGINEERING INC.
Ken H Bagal* Ph.D., r08
Principal
KHB1rk
Distribution: (1) Addressee
(1) Paul Ruffing, AIA, 1101 Dove St. #140 NB 92660
ppr -104y
Bagahi Enginering Inc
CITY OF NEWPORT BEACH
REQUEST FOR PROPOSAL
FOR
FACILITIES SPACE UTILIZATION AND NEEDS ANALYSIS
^i r
The City of Newport Beach requests proposals from qualified firms to perform a comprehensive
space utilization and needs analysis.
Project Background and Description
A. City Hall Complex:
The City s current City Hall complex is located at 3300 Newport Boulevard, Newport
Beach, California. The City Hall site is approximately 4 acres, with 167 off - street
parking spaces. Exhibit A illustrates the facilities at this location.
Building 1 is the main City Hall facility. This facility was originally constructed in 1948
and has been modified and altered substantially since its initial construction. Building 1
originally housed the City Manager, City Council Chambers, City Clerk, Finance, Public
Works and a portion of the Police Department, until the construction of the new police
facility in 1974. Building 1 currently houses the operations of the City Manager, City
Clerk, Administrative Services, Community Services Administration and the Engineering
Division of the Public Works Department. To date, the main City Hall building has been
remodeled /altered to accommodate the space needs of various City operations including
the Human Resources and Revenue Divisions of the Administrative Services
Department. Building 1 contains approximately 12,000 square feet.
Building 2 currently houses Planning, Building and the Administration and
Transportation & Development Services Divisions of the Public Works Department. The
facility is a two-story building consisting of 13,500 square feet and was originally
constructed in 1984. To date, there have not been any substantial alterations to this
facility.
Building 3 currently houses a portion of the Community Services Department, City
Attorney's offices, Fire Administration, and the Management Information Systems and
Telecommunications Divisions of the Administrative Services Department. A section of
the Building was originally constructed in 1948 as the City Jail and Police facility.
Subsequent sections of the Building were constructed in 1957, 1961, 1972 and 1980.
The section of the Building now occupied by the City Attorney, Fire Administration, MIS
Division and the City s print shop operation has been altered and expanded many times
over the years. Building 3 contains approximately 14,300 square feet.
Building 4, originally constructed in 1975, contains approximately 3,600 square feet and
currently houses the City Council Chambers.
•
•
.�'o
Request for Proposal
For Facilities Space Utilization and Needs Analysis
• B. City Hall Operations:
The current City operations which are housed at 3300 Newport Boulevard include the
City Manager; City Clerk; City Attorney; Administrative Services (Human Resources,
Finance, Revenue, MIS, Telecommunications, Print Shop); Community Services; Fire
Administration; and Public Works (Administration, Engineering, Transportation &
Development Services). Approximately 170 employees are housed at this location.
2. Scope of Services
The Scope of Services consists of two primary components: Space Utilization
Assessment and Needs Analysis. The City may, at its option, elect to proceed with a
Phase II Options and Recommendations study. However, this determination will be
decided at a later time.
The space utilization component shall provide a comprehensive assessment of current
space utilization and allocation for existing operations and staffing at the City Hall
complex. This component shall include, at a minimum, the following tasks:
A. Preparation of an analysis and findings of the current space allocation for
existing staff, by building and functional use.
B. Preparation of an illustration which represents the current space allocation for
visitors and customer service operations.
® C. An analysis and findings of the current space allocation for visitors and customer
service operations.
D. Preparation of an illustration which represents the current space allocation for
shared needs such as conference rooms, lunch rooms, restroom facilities and
parking.
E. An analysis and findings of the current space allocation for shared needs such
as conference rooms, lunch rooms, restroom facilities and parking.
F. Preparation of an illustration which represents the current space allocation for
specialized equipment such as, computers, telecommunications, HVAC, and
electrical facilities.
G. An analysis of the current space allocation for specialized equipment.
H. Identification and analysis of current space constraints and /or inefficiencies.
I. Formulation of recommended space standards based on acceptable industry
standards.
J. Formulation of a comparison of the city's current space allocation in relation to
acceptable industry standards.
2t
Request for Proposal
For Facilities Space Utilization and Needs Analysis
k0
4.
5.
K. Formulation of benchmark comparisons between the city and private sector. •
L. Formulation of benchmark comparisons between the city and other cities of
similar population.
The needs analysis component shall include, at a minimum, the following. tasks:
A. Evaluation of the individual work space needs for existing and future services
and staffing.
B. Analysis of the specialized equipment space needs, i.e. computer network,
telecommunications and HVAC.
C. Evaluation of current infrastructure condition, life expectancy, replacement
schedule, and cost of buildings and utility systems.
D. Modifications designed to enhance service delivery and increase the efficiency of
space utilization.
E. Formulation of standards for housing functions which require interface and /or
proximal location to one another.
F. Development of recommended standards for the city's space needs.
G. Application of the recommended standards to existing staffing functions.
Consultant's Representative
The Consultant shall assign a primary representative and an alternate to perform the
services described within the Scope of Services. Both shall be identified in the proposal.
The Consultant's representative shall remain in responsible charge of all duties from
contract negotiations through project completion. If the primary representative is unable
to continue with the project, then the alternate representative shall become the primary
representative.
Additional Consultant Responsibilities
The Consultant shall be responsible for completing the specified services in accordance
with the City's standard "Professional Services Agreemenr which shall be prepared by
the City. A copy of the standard agreement is attached.
Services specified in this agreement shall be in accordance with Consultant's proposal,
and this °Request for Proposal ". The primary components and provisions of the
agreement shall include liability insurance coverage and errors and omissions insurance
coverage in the amount of one million dollars ($1,000,000). The City must be named
°additional insured" on all required policies.
City Responsibilities
A. City will provide a plan drawing of the City Hall complex. The plan may also be r
obtained in CD ROM form.
3
7'�
Request for Proposal
For Facilities Space Utilization and Needs Analysis
• B. City will provide an illustration which represents current space allocation for the
operations and staffing within the entire City Hall complex.
C. City will provide as- builts, to the extent that they are available.
D. City will provide a copy of the 1990 Feasibility Study for Newport Beach City Hall
prepared by The Blurock Partnership.
6. Organization of Proposal
The Proposal shall include the following:
A. Introduction and understanding of the project.
B. Project schedule, including task start and completion dates. It is the City s
intention to negotiate an agreement with the successful Consultant and issue a
Notice to Proceed within approximately forty-five (45) days of the proposal due
date. Time is of the essence in completing all elements of work included in the
agreement.
C. Scope of work, including proposed methodology.
D. Brief company profile, including number, location, and size of offices.
• E. Consultant's experience with at least three projects of similar scope, including
references with contact person and telephone number, and participation of staff
being proposed on this project.
F. Identification of the project team, including organizational chart and resumes of
each team member. The Consultant's primary representative shall be available
on all occasions for discussion with City staff. Specific responsibilities of each
team member shall be detailed along with indication of percent of overall time
available to work on this project.
G. Estimation of number of hours each job classification will expend on the work
product.
H. Identification of any subconsultants.
Recommendation of additional tasks and /or cost savings measures.
J. A not- to-exceed amount for the services to be provided, including current fee
schedule for each job classification (these items shall be submitted in a
separate, sealed envelope). The fee shall be itemized according to tasks and
shall include miscellaneous costs such as travel, duplication, clerical support,
etc. The City reserves the right to eliminate any tasks from the scope of work,
and reduce the not- to-exceed amount by the cost of the task eliminated.
•
23
Request for Proposal
For Facilities Space Utilization and Needs Analysis
7. Submittal Requirements •
Three (3) copies of the proposal must be submitted no later than 4:00 p.m., XXXX,
1998. Proposals shall be titled "RFP for Facilities Space Utilization and Needs Analysis"
and addressed to:
Public Works Department
City of Newport Beach
3300 Newport Boulevard
Newport Beach, CA 92663
8. Selection Procedure
A committee comprised of City staff will review the proposals. The successful
Consultant will be selected on the basis of project understanding, previous firm
experience, expertise of the project team on similar projects, and proposed project
schedule.
9. General Information
A. This Request for Proposal does not commit the City of Newport Beach to pay
costs incurred in the preparation of a response to this request. Services shall
not commence until the "Professional Services Agreement" is executed and a
Notice to Proceed is issued by the City.
B. All data, documents, and other products used or developed for this project shall
remain in the public domain upon completion of the project. Similarly, all
responses to this Request for Proposal shall become the property of the City of
Newport Beach.
C. The method of payment, upon negotiation of a contract, shall be monthly
payments based upon satisfactory progress and the submission of requests for
payment.
D. Questions regarding this Request for Proposal may be directed to Luci Romero
Serlet at (949) 644 -3311.
f:\ users \pbw\shared \facilities\rfp.doc •
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