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Home My WebLink About14 - Proposed City Hall Structure & GroundsCITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Item No. 14 August 9, 2005 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Office of the City Manager Homer L. Bludau, City Manager 949 - 644 -3000, hbludau @city.newport - beach.ca.us SUBJECT: CITY COUNCIL REVIEW AND DIRECTION TO CONSULTANTS ON CURRENT PLANNING STATUS OF PROPOSED CITY HALL STRUCTURE AND GROUNDS ISSUE: What does the City Council and the public think of the space allocation planning, elevations, and the various elements of the proposed City Hall project? RECOMMENDATION: Provide comments and direction to the project consultants regarding the proposed City Hall structure, space allocations, features, elevations, LEED certification, size, and any other issues pertaining to the project. PROJECT BACKGROUND: Based on the result of a space needs assessment study prepared by Griffin Structures, Inc. in 2001, Council approved a PSA with Griffin Structures Incorporated (Griffin) at a cost not to exceed $578,185 for project administration and management; and A/E design services through the completion of schematic design. In addition to the approval of the PSA, staff was directed to: engage in discussions with the adjacent property owner of Via Lido Plaza Center regarding a potential lot line adjustment. Staff was also directed to schedule a series of community workshops to receive input regarding planning and design of the project. On February 8, 2005, the City Council approved moving forward with the schematic design process and lot line adjustment discussions with the adjacent property owner. As a condition, Griffin was charged with investigating the question of whether or not to remodel or replace the existing buildings at City Hall. Council Member Webb had expressed the desire to keep as many existing buildings as were economically sound as Council Review & Direction to Consultants on Current Planning Status of Proposed City Hall Structure & Grounds August 9, 2005 Page 2 a part of the project. Staff and Griffin were also directed to conduct public outreach workshops to gather input on the schematic design for any new or remodeled facilities. Public workshops were held in conjunction with the architect, LPA, to gather opinions on design elements, priorities for a new City Hall campus, and 3 remodel scenarios developed with the assistance of Council Member Webb. Each of these scenarios presented a different combination of new and existing buildings. Department adjacencies were then developed for each option and construction cost estimates for the City Hall portion of the project were developed. These estimates include substructure, superstructure, interiors, MEP (plumbing, HVAC, and electrical), contingency funds, and an additive option to replace the Council Chambers.. The following three options were then presented: The City Council selected Option 3 as the most efficient solution, and recommended the replacement of the Council Chambers and inclusion of the community center. Council approved proceeding with the proposed Option 3 including replacement of the Council Chambers, LEED certification, and a 350 -stall parking structure. The preliminary estimated cost for the project including relocation costs and anticipated indirect costs was $41,516,000. At that same meeting, Council approved the execution of a Memorandum of Understanding with Lido Partners, Inc. for the conditional approval of a lot -line adjustment. The one for one exchange of 0.33 acres will provide a more regular shape for a more efficient layout of the City Hall campus providing adequate space for a modern fire station, parking structure, and a new City Hall while preserving the existing green space along Newport Boulevard. ANALYSIS: Planning on the City Hall project is proceeding with regular meetings involving the City Council's Building Committee and staff members, and with the intent of making a comprehensive project presentation, including a firm cost estimate, to the City Council for a final project and funding vote on October 11th. Option 1 Option 2 Option 3 Existing Space 29,440 s.f. 12,222 s.f. 3,622 s.f. New Space 40,782 s.f. 56,000 s.f. 63,600 s.f. Total Space 70,222 s.f. 68,222 s.f. 67,222 s.f. Cost Estimate $23,670,000 $22,215,000 $19,180,000 Chamber Addition $550,000 $550,000 $550,000 Total Cost $24,220,000 $22,765,000 $19,730,000 The City Council selected Option 3 as the most efficient solution, and recommended the replacement of the Council Chambers and inclusion of the community center. Council approved proceeding with the proposed Option 3 including replacement of the Council Chambers, LEED certification, and a 350 -stall parking structure. The preliminary estimated cost for the project including relocation costs and anticipated indirect costs was $41,516,000. At that same meeting, Council approved the execution of a Memorandum of Understanding with Lido Partners, Inc. for the conditional approval of a lot -line adjustment. The one for one exchange of 0.33 acres will provide a more regular shape for a more efficient layout of the City Hall campus providing adequate space for a modern fire station, parking structure, and a new City Hall while preserving the existing green space along Newport Boulevard. ANALYSIS: Planning on the City Hall project is proceeding with regular meetings involving the City Council's Building Committee and staff members, and with the intent of making a comprehensive project presentation, including a firm cost estimate, to the City Council for a final project and funding vote on October 11th. Council Review & Direction to Consultants on Current Planning Status of Proposed City Hall Structure & Grounds August 9, 2005 Page 3 While the Council Building Committee (Mayor Heffernan, Council Members Ridgeway & Webb [used to be Bromberg]) regularly review the consultants' work being performed, the rest of the City Council and the public have not had this opportunity. The City Manager thinks it is the appropriate time for a thorough public status report on City Hall planning in order to provide Council and the public the opportunity for input and changes, before the schematics are too far along in development. Please remember, that the plan is to have schematics 20% finished in order to develop a firm cost estimate for the City Council to have in deciding the future of this proposed project. After today's meeting, the City Manager intends td schedule a follow up report from the consultant and architect on your August 23 meeting, in order to provide responses to issues which might have been raised during this Council meeting. Then, his intent is to provide City Council and the public a status report on the September 13th agenda from the project's financing team regarding how the City Hall, parking garage and fire station project would be financed and associated financing issues. All of this is with the intent to involve the whole City Council and the public in the process so a final vote can be scheduled on October 11th as to whether to commit to the project with the preparation of the final building plans. The Building Committee has served the function of overseeing the consultant and staff planning work, making sure that the planning process is well thought out and that both space and design decisions are made which best serve cost efficiency and the function the City Hall is intended to serve. The process is intended to have the Building Committee represent the Council in the basic planning so a final project can be brought before Council for a final vote. That means that the Committee has made decisions so the detail of the project can be brought forward for both Council and the public's review. While that process is working well, it is time to get feedback and direction from the complete City Council so if any changes are made which could have cost implications, those changes can be factored into the project's cost estimate which will be provided at the October 11th meeting. Among the numerous issues the consultants have worked on are the following: site soils reports; utility locations; LEED certification requirements; making the front green space more usable for public events; energy conservation measures; space adjacencies for ease of public use; space adjacencies for facilitation of staff interaction and communication; code requirements; incorporating sufficient meeting room spaces; facilitating deliveries to City Hall; including public art spaces; creating an attractive building design that is not too "over the top," site and building security; parking requirements; the "right" size for City Hall; planning for future space needs; cost considerations for all building elements; building materials; structural requirements; and fire code requirements. This listing is by no means exhaustive. Council Review & Direction to Consultants on Current Planning Status of Proposed City Hall Structure & Grounds August 9, 2005 Page A A presentation is being planned by Griffin Structures and its team that will in some detail take you through some of the issues and how they were dealt with in order to provide you with a look at the current proposed project, as it now exists. Submitted by: Homer L. 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