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Home My WebLink About23 - Project Concept Approval for the Replacement of the Corona del Mar Fire Station No. 5 and Branch LibraryPO CITY OF z NEWPORT BEACH Cq G�p� P City Council Staff Report November 24, 2015 Agenda Item No. 23 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: David A. Webb, Public Works Director - 949-644-3311, dawebb@newportbeachca.gov PREPARED BY: Mark Vukojevic, Deputy Public Works Director/City Engineer PHONE: 949-644-3319 TITLE: Project Concept Approval for the Replacement of the Corona del Mar Fire Station No. 5 and Branch Library ABSTRACT: Extensive public outreach for the replacement of the Corona del Mar Fire Station No. 5 and the Corona del Mar Branch Library has now created a general consensus on the design of the replacement facilities. Staff requests City Council approve the recommended "floor plan" and exterior architectural style Concept for these buildings. RECOMMENDATION: a) Approve floor plan option D-4, and rendering Option 3 as the preferred floor plan layout and exterior architectural style Concept for the Corona del Mar Fire Station No. 5 and Branch Library replacement; and b) Establish a total project budget goal at a not -to -exceed cost of $8,000,000. FUNDING REQUIREMENTS: The current adopted budget and capital improvement program includes $6,750,000 for the Fire Station and Library. Given that this Project will cross at least two fiscal years, the current budget includes sufficient funding to go through concept plans, design development, construction drawings, and permitting (as well as much of the construction itself). However, we do not award contracts for construction without having the funds fully budgeted. As such, the Council will be obligated to budget up to another $1,250,000 for this Project at the time of construction award. Bids may come in higher or lower than that amount, depending on the quality of bidders, materials costs, and more. As shown in the Discussion section below, the Facilities Financing Plan (FFP) assumes that this Project will consist of 8,000 total SF and will begin in FY 15-16. The FFP 23-1 Project Concept Approval for the Replacement of the Corona del Mar Fire Station No. 5 and Branch Library November 24, 2015 Page 2 shows a proposed pricing of $6,757,500.00. If the Project is awarded at the larger scope (10,000 SF), then the FFP will be amended based on that scope, and the figure of $8,000,000.00 assigned versus $6,757,500.00. It is too early to determine if this change will result in a significant change to the overall schedule of other facilities projects in the FFP, given that the FFP is based on timing a flow of various projected expenses and revenues over multiple years. DISCUSSION: On March 24, 2015, a professional services agreement was awarded to WLC Architects to prepare the preliminary and final design for the replacement of the existing Corona del Mar Fire Station No. 5 and the Corona del Mar Branch Library. The Public Works Department, Library Services Department, and Fire Department worked closely together to develop a comprehensive outreach program to gather input from the community and various users of the buildings. Staff worked closely with the Library Board of Trustees, Library and Fire Department staff, and also developed and conducted several working group meetings with user groups such as the Friends of the CdM Library to work through interior and exterior design concepts. Extensive public outreach and involvement was commenced and the signature outreach event was held on September 14, 2015 at Sherman Gardens with the generous assistance of the Corona del Mar Residents Association. A brief summary of the community outreach efforts and public presentations are listed below: ➢ April 20, 2015 - Library Board of Trustees meeting and presentation ➢ May 18, 2015 - Library Board of Trustees meeting and presentation ➢ June 15, 2015 - Library Board of Trustees meeting and presentation at the CdM Branch ➢ July 20, 2015 - Library Board of Trustees meeting and presentation ➢ August 15, 2015 — Library Board of Trustees meeting and update ➢ September 14, 2015 Community Meeting at Sherman Gardens ➢ September 21, 2015 - Library Board of Trustees meeting and presentation of options and renderings ➢ October 19, 2015 - Library Board of Trustees Meeting and presentation ➢ November 16, 2015 — Library Board of Trustees Meeting and selection of options WLC Architects, Public Works, Library and Fire staff (The Design Team) worked closely to generate several different layouts for consideration. The D -series options began receiving the most favorable responses from the Board and the community. The Design Team also developed several exterior architectural rendering concepts, with an emphasis of incorporating a balanced neighborhood architectural theme into the 23-2 Project Concept Approval for the Replacement of the Corona del Mar Fire Station No. 5 and Branch Library November 24, 2015 Page 3 building fagade. A copy of the various alternatives and renderings can be found on the City's project website and on the past agenda packets of the Library Board of Trustees. Based on widespread community input, user input including employees such as Library and Fire Staff, and the recent formal recommendation of the Library Board of Trustees, staff is recommending floor plan option D-4 and rendering Option 3 as the preferred floor plan layout and exterior architectural style concept plan. It should be noted that these plans are preliminary and as the official design work begins, there will be slight floor plan and exterior changes that may differ from the concepts. The City's Facility Financing Plan (FFP), also known as the facility master planning document, identified the replacement size of the Fire Station and Library at 8,000 square feet (sf). This planned size included a reduction in square footage for the Library and increase in square footage for the Fire Station based on functional needs of the Departments. As the preliminary concept design work began, a moderate increase in the Fire Station was necessary to accommodate current design codes and operational needs of the Fire Fighters and Paramedics. Through the community input process, a proposed decrease in square footage for the Library was found to be difficult. Library proponents and the Library Board of Trustees preferred that the Library remain similar in size to the existing building. At the conclusion of the outreach program, the proposed building and recommended design concept is for a 10,000 square foot facility that is approximately 2,000 square feet larger than was envisioned in the City's FFP document. With this size increase, along with some of the necessary utility and Fire Station temporary station relocation cost, staff is anticipating that the total all -in project cost will now be approximately $8 million, or $1.25 million over the original 2014 estimate of $6.75 million identified in the FFP. This expected increase in cost for the facility can be primarily attributed to the increased size of the building and is in line with industry standards. Construction costs for this type of facility are now hovering around $600 per square foot. However, staff believes that through the upcoming design development phase, there will be opportunities to value engineer the project to reduce costs. Value engineering includes items such as looking to incorporate standard sizes and quality materials instead of custom materials as well as maximizing the efficiency of the design. This will be closely balanced with maintaining a high quality public facility that fits in the neighborhood, is durable, and can withstand the test of time. Also, staff plans to work with the Library staff as their may be opportunities for private funding for library furnishings, features or equipment. Over the next few months, WLC and staff will move forward with the design, plan check and bid preparation work. Construction is anticipated to begin in summer 2016 and should take 12-14 months. 23-3 Project Concept Approval for the Replacement of the Corona del Mar Fire Station No. 5 and Branch Library November 24, 2015 Page 4 ENVIRONMENTAL REVIEW: Staff recommends the City Council find this project exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15302 (Replacement or Reconstruction) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential to have a significant effect on the environment. The overall project consists of the replacement of an existing fire station and branch library on the same site with a combined structure with same purpose and substantially the same capacity as the current facility. The existing structures are not considered historic resources and the fully developed site does not provide any biological habitat. NOTICING: The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item). Extensive public hearing and outreach was undertaken as denoted above. ATTACHMENTS: Attachment A — Corona del Mar Fire Station and Library preferred floor plan Option D-4 and exterior rendering Option 3 23-4 PROPOSED LAYOUT D-4 10/05/2015 MARIGOLD AVENUE NEWPORT BEACH FIRE STATION NO, 5 & CORONA DEL MAR BRANCH LIBRARY PROPOSED SITE LAYOUT AND FLOOR LAYOUT FIRE STATION: 6,030 S.F. FIRE STATION (2,601 S.F. 1ST FLOOR +3,429 S.F. 2ND FLOOR) LIBRARY: 4,507 S.F. (3,872 S.F. INTERIOR +635 S.F. EXTERIOR READING PORCH) SHARED: 258 S.F. (ELECTRICAL AND TELECOM) SECOND FLOORS 3.5235 F. Attachment A 1W DN IE STR10N N015 IRONR DEL BAR INCH LBRRRV TY OF NEWPORT BEACH 23-5 v -t- .. Corona del Mar Library & Fire Station No. 5 Option 3 I 23-6 17 �jiw -t- .. 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