HomeMy WebLinkAbout08-11-09 Civic Center Update - Room SizingCITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No. 25
August 11, 2005
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: City Manager's Office
Dave Kiff, Assistant City Manager
9491644 -3002 or dkiff@city.newport- beach.ca.us
SUBJECT: Civic Center Update — Size /ScopelSquare footages
ISSUE:
How has the Civic Center Project changed in terms of size, scope, and especially square
footages since the Design Competition back in early 2008?
Provide any guidance to members of the Civic Center Building Committee and City staff.
DISCUSSION:
Following the approval of Measure B on February 5, 2008, the City Council embarked upon a
process to develop a new Civic Center on the parcels immediately adjacent to the Newport
Beach Central Library on Avocado Avenue and between Avocado and MacArthur Boulevard.
The Civic Center Project has had, or will have, these six phases:
• Design Competition
• Concept Design Refinement
• Schematic Design
• Design Development
• Construction Documentation
• Construction
The Civic Center Project itself is these component parts:
1. Library Expansion. An expansion of the NBPL's Central Library at 1000 Avocado to
accommodate more children's programs and adult study space and quiet areas, along with
art storage and a media -sound lab. The expansion's square footage includes a link
between the Library and the Civic Green — Park — City Office Building — Parking Structure
that has a walkway, a small coffee concession, and an ATM /Credk Union rental space.
2. Parking Structure. A 450 -space parking structure sunk into the slope adjacent to
MacArthur Boulevard accommodating 100 vehicles from the Library and 350 from the
remainder of the Project.
3. Council Chambers. A stand -alone City Council Chambers seating 150 audience members.
Civic Center Project— Scope
August 11, 2009
Page 2
4. Community Room. A Community Meeting Room that can accommodate 275 people in a
lecture setting (part of the northernmost bay of the City Office Building).
5. EOC. A "dedicated" (permanently set -up with computers and "ready to go.) Emergency
Operations Center (EOC) that will double as a training room for the City's Community
Emergency Response Team (CERT) as well as relevant city training.
6. City Office Building. A City Office Building sunk below a 'View Plane' that exists from
Farallon to the Central Library to protect public views from MacArthur Boulevard. The City
Office Building would house the following functions: City Cierk, City Manager, City Attorney,
Public Works, Fire Administration and Fire Prevention, Recreation and Senior Services,
Planning, Building, Human Resources, and Administrative Services. The office building will
include conference rooms and a °One Stop Shop" to better consolidate customer service
functions relating to community development.
7. Park. The City's e- largest park, with components that include a restored wetlands, a Civic
Green, trails, ornamental plantings, turf and/or sedge grass, trees, a dog park, places for art,
a children's play area, restrooms (restrooms for the park are included in the footprint of the
City Office Building) and California- friendly plantings. The park will encompass about 16
acres of land (though this number includes the footprints of the City Office Building and the
Parking Structure — further refinement needed).
8. Bridge. A pedestrian overcrossing over San Miguel to link the North Parcel of the Park
(3.24 acres) with the Central Parcel (6.2 acres).
9. Transportation Improvements. Related accessways, including a widening of San Miguel
Drive and Avocado Avenue, walking trails, driveway approaches, access to a loading dock,
and more.
For more information about the Design Competition and Concept'Design Refinement Phases,
please see the staff report to City Council dated April 14, 2009.
The Project is now in the Schematic Design Phase, The Project's calendar has been as follows,
and envisions bringing the Schematic Design to the City Council for approval in November
2009, along with the Civic Center environmental impact report (EIR).
• November 25, 2008 — identify Design Challenge winner and winning design;
• January 13, 2009 — Contract with selected architect and project management firm;
• January 13, 2009 to April 14, 2009: Design Team refines the approved Concept Plan
over four months, including review by Design Committee, two public sessions, and
approval by City Council on April 14, 2009;
• January 27, 2009 — hire an environmental consultant to begin baseline studies and
preparation of OR (traffic/circulation, biology, hydrology, light/glare, etc);
• April 15, 2009 — November 24, 2009 — Schematic Design phase. Design based on
Concept Plan reviewed and approved April 14, 2009;
• September 1, 2009 -- November 24, 2009 — EiR circulated and certified by November
24, 2009;
• November 25, 2009 — March 2010 — Design Development Phase;
• December 2009 — June 2010 — Construction Documentation Phase, including early
grading package;
• March 2010 — August 2010 — Project Bidding, again including possible early grading;
• June 2010 — February 2012 — Construction Phase; and
• March 2012 — June 2012 — Furnishing and Move -in.
Civic Center Project — Scope
August 11, 2009
Page 3
In recent weeks, Council Members have asked that they be updated on the scope of the
Project, with a focus on square footages and Project elements. Council Members want to
compare the Project's scope from the Design Competition to Concept Design Refinement to
Schematic Design.
A Note about Cost & Budget. During Schematic Design, cost estimation is done frequently, as
is "value engineering" (NE"). VE is where aspects of the Schematic Design undergo additional
scrutiny with a closer eye towards resources. Estimation gets more and more precise
throughout the Phases, eventually reporting a solid cost estimate within Design Development.
Cost estimates provided prior to Design Development — and prior to the eventual bidding on the
Project — are indeed merely estimates.
Therefore, when discussions occur about a project being 'over budget' or "under budget,'
people are really referring to "over estimates" or °under estimates" until such time as a bid is
awarded and the Project is underway. Some Project contracts are considered "Construction
Manager at Risk" or "CMAR" Projects, where a contract Is awarded to a professional
construction management firm at a set price. If the Project comes in above that price when all is
said and done, the CMAR must absorb the difference. When a Project comes in under that
contracted price, the CMAR reaps the benefits of the difference. The City Council has not
decided if this Project will be CMAR or some other project delivery service. However, it is
important to note that a budget is not yet adopted for this Project, and will not be until such time
as the Council adopts a CMAR contract or awards bids in another manner.
Changes In Project Scope. That said, the attached spreadsheet shows the changes in Project
Scope from the Design Competition forward, with explanatory notes added.
In summary, the major changes between Concept Design Refinement and Schematic Design
(to date) are:
• A small reduction in the square footage (SF) of the Library Expansion.
• The addition of the dedicated EOC.
• An expansion of the Community Room to accommodate more community events, including
cultural programming by the Newport Beach Public Library.
• A small reduction in the size of the City Office Building.
As a reminder, the General Design Parameters (specifically Parameter K) used in the design
competition said that, in terms of the City Office Building:
• The City desires an open floor plan concept with maximum flexibility for future needs;
• The building shalt be designed for 270 full time employees at 200 -250 square feet per
employee, not including public areas; and
• The building's overall size shall be approximately 72- 79,000 total square feet including
public areas; and
• A "one -stop shop' permit counter and a "150 -seat Council Chambers ... remain desirable"
within the 72- 78,000 SF footprint.
Environmental Review. CEQA review has begun on the Project via an EIR. The schedule
includes certifying the Project's EIR at the time that the Schematic Design is approved
(November 24, 2009).
Civic Center Project - Scope
August 11, 2009
Page 4
For More Information. For more information about the Civic Center project, as well as the
design competition and the Design Committee, please see the City's website
(www.newportbeachca.gov) and click on "Projects" then "Civic Center Project" icon. Interested
readers should also use the website to subscribe to the City's "E- Select Alert' system to stay
abreast of the Civic Center project.
Submitted by:
Dave Kilt
Assistant City Manager
Attachment: Spreadsheet Showing Square Footage Changes & Notes (to be added)
ANachmem A:
Sewn Footage- Na,,,,,, Beach Cries Omer
C=C L AGENDA
No. a5
Fee Floor
- U 3
3w.lss
366ass
ns.agD
- ChimnrisArea
- -
1,541
1.217
37,01
-Study Areas
-
11903
2.461
Thin war no 14arary avpambn ullatl out In tha Comcatrtron. However,
-hied. ROOm
-
590
1,023
Design Parameter J.) said, The Desgn should, to the gmaten anent
-Art Storage
-
870
1,270
pnctiwbN, mavmhae the Ldai relatwnNia to the Cry Hall structure
-sound Bey
- -
125
126
through consder.top of • second entry, phase, shared parking, handwpna
- Mechanical
-
388
606
or arty othar appropriate musim, thin that c.win of the proposed design."
- 6roWabpn
1,526
437
1,986
- Mechanicallme.rruwh. wsur smbi
5u11prol First Fbor -
8,056
8,287
Tlvs number is the teal SF Of the oxen flcar, indud,ng shaha.
.Second Fbor
400
U
785
785
-Study Areas
-
4,279
3,741
9.752
- 6nulaWn
-
2.103
;076
- Coffee COrcession
-
873
530
-Entry Foyer
-
631
834
87,591
- ATM & U sit Unron
Space
513
664
1,965
- Remooms
5ubrorol5xond Floor -
8,785
8.311
This number .,he tow SF of da entire floor.
- EOC Breakout ROOm1s)
Torallibrory Expansion
16,841
16,598
10016 SO plans em hadna reduction of about 2,0005E from 16.59.
- -450 Spaces
U
149.379
149,379
450 spat es specified in Design COmpethion 1100 for Library:
...
- U 3
3w.lss
366ass
ns.agD
-Stiff Offices &WOrkspaes
27,89
U
3&496
37,01
- Conhrerc, Roams
3,622
U
4 ,522
4317
- Oro Stop Shop public areal
350
U
11267
1,691
- Building Owhatan
81052
U
24,T/B
26.039
- Restrooms - Janitorial
1A60
U
11798
1,860
- Reception Ames /lunch Room
540
U
1,970
1,970
- Storage and File Roams
U
1.986
1,986
- Mechanicallme.rruwh. wsur smbi
2.276
U
1540
1,540
-Traffic OIss Comer
400
U
785
785
-Beal
9.557
9.752
Total SFct Exlsbng Cky Hall
44,321
T-1019 Suggested M Ocyn Camper4bn
75400
Ton/ City Offior Bmkbrry
86.699
87,591
101. Iran M a
-Main E0C Assemble A..
1,148
-
-
1,965
- Remooms
am
- EOC Breakout ROOm1s)
400
-
562
- Orwption
-
-
-
614
- MaWnMal, Fire, Wiper, AN
1.107
Subrorol OedsatM EOC
1.548
-
-
4,882
- Main Council Chambers ROOm
2,888
3.500
3,500
3,500
- Closed Session Conferenoe Mom
400
400
400
am
We Say/Workstations for NOW
200
597
Subroro /COUnW Gomben
3,488
3,900
3.900
4,497
-MainC rnr ty ROOm
-
2=
2,070
1,887
- Catering Known
-
200
280
200
-Swr eair Fairer
350
1,060
350
Subtcro/Communhy Apom
-
2,58
3,410
2.437
law, numaer reHactsd lass prams plant.
OC suepsled 270 EE, 0 200.250 SF /EE ( =54K47K'iat' SF;
12confers. rooms at existing ab., Anci Influx for proposed,
Existing sits has a 57 LF counwr area fw PushC Wprks -0 hanniiq- guiding
Much of fie eahmpi, site's s roulation Is outouors and not ssdthin 816.
• countM whhln StaNOfllce & Workspaces for Eau alMSlts.
Eider, site has. basement.
DCS 75K SF mUUded Courea Chimaera and Community Room SF 16,475 SFI.
5F don not include Council Chimbers & Community Room SF 17310 SF).
Edison, EOC.0 NERD and u not a d"..W room.
SO Plase irMUdes showers ILEED Point.) for ari in Or, Off. BWldira.
EKlsdng lodudasiust the Police a.fs confine. mom iseau about 56).
EOC set up as completely xwnd -al oa, set contained buldmg.
Exaoryse's0tsmbwsseats112nsitora. Phan.seatingfor150.
In bath Exiarry and SD. NOW staff plead tahind Courcll Chambers.
50 Amount include urwhatan /wall allowances.
Current Off Hall does not haze an a.m., Community Room.
SOX pans had seating For 150. BC d. IM seeing for 275 (•non SF).
$0 Amount ircludes unwlt.ri.11o.m es
- Shared Renrooms -
- U 3
398 8
890 R
Resaooms arse used for COmmauty ROOm and COUrcil Clambers.
-SF Of SOUtMm Park U
U 2
258.077 8
88.077
Subroel SOUMem Pork -
- U 2
258.077 2
258.077
-- Welards&d8es(3) in LF -
- U 1
106 1
182 T
Th. is a linear footap number.
-SF O1 Central Park U
U 2
246.009 2
246,009
Subroral Qm"iPph -
- U 2
246,009 2
246,009
Toml Park AVeop: 1494 = 650,9435E
Newport Beach Civic Center
Significant Changes Over Time
Newport Beach City Council
Tuesday, August 11, 2009
Civic Center — Significant Changes
Library Addition
Not described in the Design Competition
At Concept Phase, BCJ proposed about
17,200 SF over two floors — included:
2'a Entryway /Foyer to Civic Green
Credit Union space (about 600 SF)
"Grab and Go" Coffee Spot (about 600 SF)
At Schematic Phase, reduced by about 2,000
S F.
Currently = 15,200 SF
08/12/2009
1
Library Addition — I st Floor
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Library Addition — 2 "d Floor
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08/12/2009
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08/12/2009
Civic Center — Significant Changes
City Office Building
City Hall today has:
235 employee workstations:
• 212 full -time position workstations and
• 23 part -time position workstations.
12 conference rooms
Design Competition suggested "72- 79,000 SF.••
Reflected 2002 Needs Assessment with "adjustments":
• "270 employee (workstations) at 200 -2S0 SF /Employee not including
public spaces"
• "An open floor plan concept with maximum flexibility for future
needs'
Needs Assessment included:
Community Room (seating 150)
• Council Chambers (seating 150)
Said a "one -stop shop" was desirable.
Civic Center — Significant Changes
City Office Building (continued)
At Concept Phase, BCJ proposed about
98,500 SF, including:
One -stop shop
150 -seat Council Chambers
150 -seat Community Room
Open floor layout. allowing maximum flexibility.
Includes:
Extensive circulation between bays. between stories
All mechanical rooms inside to stay below View Plane, focus
on the wave -style roof.
08/12/2009
Civic Center — Significant Changes
City Office Building (continued)
During Schematic Phase, Building Committee directed
a reduction of about 2,900 SF by:
Reducing Office Size so that of the 7S offices:
• Most offices standardize at 10' by IT (55)
• Department Director offices are at 12' by 15' (18)
• City Manager. City Attorney offices are at 15' by 18' (2)
Fewer workstations, some smaller (159)
Reducing some circulation (narrowing the building's width)
Eliminating Conference Rooms along Avocado (900 SF).
• Leaves 20 conference rooms (including 4 small for HR)
Result = 87,990 SF not including:
4.400 SF Council Chambers
3,410 SF Community Room
When above are included. SF = about 95,600
Standard 10' by 12' Office (54)
One-Stop
•p
Council Chambers
08/12/2009
5
Concept r--
Phase
Sal
Schematic
Phase
(2,000 SF
Reduction)
Lj
rvn(,y M�
08/12/2009
rl
Typical Bay
Layout
0
I•
YI_
Alternative Layout
'bead'
�L
cw u u
-n rrl
08/12/2009
7
Civic Center — Significant Changes
Dedicated EOC
Today's EOC is at NB PD in the Auditorium
1,148 SF Main EOC Room
Uses NBPD Conference Rooms
Dedicated EOC not described in the Design
Competition nor envisioned in Concept Phase.
Is in Schematic as a 4,882 SF Self- Contained
EOC:
1,965 SF Main EOC Room (permanently set-up);
Breakout Conference Rooms (about 562 SF); and
Separate Restrooms -Mech — Fire —Water —AV (1,744
SF).
Dedicated EOC
08/12/2009
0
Dedicated EOC
Community Room
Design Competition: Called out via reference
from Needs Assessment as:
Seating for 150 (diagram shows 112 assembly - style)
Catering Kitchen
Good for AN. good storage
Concept Plan:
Same
Schematic Design:
Same for now, but request of Library Board of
Trustees to expand to accommodate up to 300
persons (assembly style) _
Change in SF from 1,974 SF to 3.805 SF (275 persons).
08/12/2009
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600Z /Zi /80
00E - wood A:tiunwwo:)
Z I I - woo-d /aiunwwo:)
600Z /Zi /80
Net Changes
City Office Building:
Down 2,900 SF
Dedicated EOC:
None before, so net addition of 4,882 SF
Library Addition:
Down 2,000 SF
Community Room:
Not yet agreed to, but net add 1,831 SF
Resultant Change = + 1,813 SF
Civic Center — Significant Changes
The Parking Structure
Design Competition asked for 450 Spaces:
350 for City Office Building, Council Chambers,
Community Room, park use; and
100 for Library.
Concept Plan = 450 Spaces in a part -
subsurface cast -in- place, post tensioned
structure.
Had a top trellis ($2.12 million est)
Schematic Design deletes top trellis.
08/12/2009
11
Parking Structure
Civic Center — Significant Changes
The North Park (146,857 SF or 3.37 acres)
Design Competition's parameters said:
The southernmost meadow area of the Central Parcel
and the 3 -acre North Parcel shall have park amenities
such as restrooms, a tot lot, picnic and seating areas
(including a softscape ampitheater, if appropriate),
drinking fountains, and an ADA- accessible path (the
latter being around all or part of the 20 -acre master
plan area).
Both parcels shall be integrated as portions of the same
Newport Center Park.
They shall have activity - oriented facilities but not any
organized sports fields.
08/12/2009
12
Civic Center — Significant Changes
The North Park (146,857 SF or 3.37
acres)
Concept Plan:
Included a 0.4 -acre dog park
Trellis and Belvedere
Schematic Design:
Includes a 0.55 -acre dog park, more linear
Smaller trellis, softer Belvedere
The North Park
08/12/2009
13
Civic Center — Significant Changes
The Central -South Park (504,086 SF or 1 1.6
acres)
Concept Plan:
Included a protected wetlands. Civic Green, view point.
three small bridges over wetlands:
No tot lot
Restrooms at Community Room
Schematic Design:
Same elements as above, but added a Children's Play
Area (different from a Tot Lot)
Added places for art, picnic tables, drinking fountains.
more detail from Concept.
Central Portion of Central -South
08/12/2009
14
South Portion of Central -South
a
About SF and Savings
Whv 1 SF Reduction in Size <$500 Reduction in Cost
Ass„mv S500nF a
il•.if PrOjKT
Deie 10.0005
- Site Preparation
9.6%
1 SF z 0.01 Umt
Structural
18.9%
1SF =02Umt
Finishings
25.5%
1SF =0.3 Unit
Mechanical
14.8%
1SF =0.2 Umt
Soh Costs - Design and CM
M7%
1SF =1Unit
Soh Costs - Contingency, Escalation
12.5%
1 SF = 1 Unit
100.0%
Ave = 25 -301:
08/12/2009
15