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HomeMy WebLinkAboutNB Space Reqts - 2002K(Al` NEWPORT BEACH CIVIC CENTER CITY HALL FACILITIES NEEDS ASSESSMENT REPORT ON SPACE REQUIREMENTS 9 August 2002 Griffin Advisors 385 Second Street • Laguna Beach, CA 92651 • 949 - 497 -9000 TABLE OF CONTENTS What is in This Report Objectives Methodology 2. PROJECTIONS OF WORKSTATIONS Growth Model Approach Summary of Workstation Projections 3. SPACE REQUIREMENTS FOR THE BUILDING AS A WHOLE I I Summary of Space Requirements I I Functional Requirements for the Building As a Whole 14 General Design Guidelines 14 Building Systems (Communications, Electrical /Lighting, HVAC, Acoustics, Loading, Plumbing) 15 Security and Fire Safety Requirements 16 Summary of General Design Requirements and Guidelines 16 4. SPACE REQUIREMENTS DETAILS BY DEPARTMENT 17 Presentation of the Requirements General Allocation of Space Standards Comparison of Space Standards to Existing Spaces Data Sheets Bubble Diagrams Discussion of Allocations City Administration Administrative Services Department Building Department City Attorney City Clerk Community Services Department Fire Department (Administration) General Services Human Resources Department Planning Department Public Works Department City Hall Shared and Common Areas Requirements Details — Data Sheets and Bubble Diagrams 17 17 18 18 19 20 20 21 23 24 25 26 27 28 29 30 32 34 36 APPENDIX A — GUIDE TO READING REQUIREMENTS TABLES A -I APPENDIX B — SPACE STANDARDS B -1 Introduction Workstation Standards — Private Offices Workstation Standards — Traditional Open Workstations Workstation Standards — System Work Stations Open Area Equipment and Related Standards Conference Room Standards Standards for Other Rooms APPENDIX C — FLOOR PLANS OF EXISTING BUILDINGS C -1 Table of Contents Page i City Hall Space Needs Analysis I. INTRODUCTION WHAT IS IN THIS REPORT Objectives This is the second report requested by the City regarding possible improvements to the existing Civic Center. The objectives of this report are 1. To identify a draft assessment of space needs for the functions housed in the Newport Beach civic center (City Hall) facilities. 2. To analyze and describe these space requirements, the assumptions and calculations driving the requirements, and the components from which they are made. 3. To identify proposed and recommended space standards by position, which are used to com- pute the space requirements. 4. To identity the assumptions of City Hall staffing and growth which support the space re- quirement calculations. 5. To provide a basis for City review and analysis of our findings and for validations with ap- propriate City personnel. Methodology Determining the space needs of City Hall is a process of several steps, as outlined below. This meth- odology is at it was outlined in the statement of work under which the scope of work has been under- taken. Step I— Determination of Operations Source Four levels of information have been obtained. First, we obtained general infor- Information mation from specific City sources, such as historic or annual reports, plans of ex- isting buildings, and so on. Second, we distributed questionnaires to each em- ployee in the scope of our work, both of a general nature to regular staff and of more detail to management staff. Third, we surveyed the operations in each area and noted space usage, equipment, and other factors. Fourth, we interviewed most senior staff, managers, and department heads. Projection The projection of operations and staff is based on using two growth parameters: Model increases related to annexation of South Coast, increases related to observed gen- eral trends over past years, as a response to legislation, demands for service, tech- nology, environmental issues, and the like. The projections are based on workstations, not on FTE, because we are interested in computing space needs. We divide the increases (which actually amount to a small number of workstations over present) into three factors: the annexation consideration, historic trends carried forward for 10 years, and historic trends car- ried forward for an additional 10 years. Report to the City of Newport Beach Page I City Hall Space Needs Analysis Step 2 —Space Standards Development The development of space standards has been the result of (a) review of existing of Standards operational requirements and working conditions for each person, (b) considera- tion of existing and projected activities, (c) analysis of established standards in use in other cities and public offices, and (d) consideration of future trends and the needs for flexibility and adaptability to new and even unexpected activities. Step 3 —Space Requirements Department The calculation of space requirements for each of the functions and operations in Work Areas City Hall is accomplished mainly by applying space standards to the staff levels and to the support areas which each division or department requires to perform its function. For equipment areas, we use the existing count of files and other items as a baseline, and increase this square footage in the future projection periods based on identified growth factors. The requirements details are tabulated on data sheets for each department. These detail sheets show the items, the space standards used, and the projected quantity and well as square footage requirement at each of the projection levels. This al- lows the City to analyze the needs on an individual basis, and also to examine how requirements change from each Planning Level to the next. Special Special areas were examined separately and needs were arrived at using a combi- Areas nation of interview results, observations, and experience in other Cities. These areas include (a) the One -stop Shop area, (b) the meeting and conference room requirements, and (c) assessment of City Hall shared -use or common areas. Adjacency We analyzed the non - quantitative space requirements, including proximity and and Other adjacency requirements, requirements for security, lighting, power, and other sys- Requirements tems, and other functional needs. Adjacency needs within the department work areas will be presented using graphic bubble diagrams that are drawn using blocks in scale with the actual computed requirements for the corresponding functions. These diagrams are not contained in this draft document. Review The review process is based on allowing a period of individual department review Process of the assumptions and conclusions for operations and space projections. The procedures will be worked out during the interim review of this draft document. Report to the City of Newport Beach Page 2 City Hall Space Needs Analysis 2. PROJECTIONS OF WORKSTATIONS GROWTH MODEL Approach The following observations were made in advance of any projections for future requirements above and beyond present needs. These observations led us to the approach we have taken: 1. The City is essentially built -out, except for (a) the annexation area of South Coast and (b) poten- tial annexation of smaller pockets in the north east. 2. The City is generally conservative in respect to growth, and any additions should be directly re- lated to demand for services, legislated mandates, and factors of this type. 3. The affected departments have indicated that selected functions will experience about 15% more workload from the South Coast annexation. This is mainly the permitting and inspection func- tions. This effect is delayed, however, due to the fact that initial processes will be handled by Or- ange County and turned over to the City later. 4. We have obtained past City staffing data from annual reports, and note that there has been a slow rise of somewhat less than 1/2 of one percent per year in total staff (and in staff housed in City Hall). This is understood to be due to some transfer of functions and duties (via mandate, mostly) to local government, and also due to some new services which are demanded over time by the citizens. An example of this includes an expected future interest in greater attention to water quality and environmental control along the coastal areas. This very slow growth is not linear: there are periods of ups and downs. But the trend is slowly upward. A table is given below that shows this total staffing data. 5. The above slow "background" trend of 1/2 does not amount to much addition in workspace, once the core requirement for conference areas, counters, vaults, and other basic needs are met. There- fore it seems to provide a reasonable contingency in facility planning. Based on these observations, we have computed requirements under several scenarios, so that the City can see the impacts of the underlying assumptions, and also select the appropriate level to use as the basis for a building program. We have provided projections of workstations (not staff, since we are interested in computing space needs, though there is a clear relationship) under the following sce- narios: • Present requirements — this is the computation of needs based on the existing number of worksta- tions, but includes added conference rooms, adequate vault and storage areas, and other func- tional spaces needed today. Note that there is a distinction between workstations actually pro- vided and workstations needed today, however. • Planning Level 1 (PL -1) — this is based on adding an amount of staff (up to 15% in some catego- ries of staff, but amounting only to a few positions in total) to appropriate job functions to ac- count for possible impacts of the annexations which are completed or planned. • Planning Level 2 (PL -2) — this is based on adding 0.4 % workstations per year for 10 years, or a total of about 4% to the total staff levels of PL -1. • Planning Level 3 (PL -3) — this is based on adding a second 10 -year period of increase, or an added 4% overall onto the PL -2 figures. Report to the City of Newport Beach Page 3 City Hall Space Needs Analysis Thus, trends in legislated mandates, technology, service demands, and political and other factors seem to show an overall increase in the past 11 years averaging something less than 4- tenths % /year, though the number has bounced plus -or -minus 7 -1/2% in any one year. " The lines for Administrative Services (included with "City Hall ") and General Services (excluded from "City Half") show a transfer of staff from General Services to Administrative Services in 1995. The true number for earlier years is unknown, but we compute an adjusted CH line by adding the 1995 amount (46 persons) to the earlier years. Report to the City of Newport Beach Page 4 City Hall Space Needs Analysis EXHIBIT Historic Growth Rates City Staff, Newport Beach, California State mandates and statutes, technological effects, and social demands and interests all add pressure for City services. This often results in City staff and resource increases, some of which require office or function spaces in City Hall. We note that it may be prudent in long -term facility planning to provide for these effects using historic trends as a guideline. The following chart is derived from historic City figures. We do not have the actual numbers of persons housed in City Hall, but we do have budgeted numbers of City staff by department function. By remov- ing life safety, library, and other functions, we get an approximation of staff functions which are in City Hall today. The "City Hall" numbers are shown in black print: 1990 1991 1992 1993 1994 1995 1996 1996 1998 1999 2000 2001 General Government City Clerk 4 4 4 3 3 3 2 3 3 3 3 3 City Manager /Dep CM 4 4 4 4 4 4 4 4 4 12 18 12 Human Res /Personnel 6 5 5 5 5 0 0 0 0 0 0 9 City Attorney 4 4 4 4 3 5 5 6 6 5 5 5 Administrative Services 0 0 0 0 0 46 48 49 50 49 49 49 Telecommunications 2 2 2 2 2 0 0 0 0 0 0 0 Public Safety Police 223 224 221 210 203 206 209 212 217 219 221 223 Fir.- 115 110 108 109 104 0 0 0 0 0 0 137 F 0 0 0 0 0 120 122 124 125 125 137 0 Community Development Planning 23 23 22 20 18 17 12 15 16 16 18 18 Building 22 22 21 19 18 17 20 21 21 23 24 25 Public Works Public Works & Utils 0 0 0 0 0 32 33 33 34 35 37 38 Public Works 36 35 35 29 29 0 0 0 0 0 0 0 Utilities 5 5 5 5 4 0 0 0 0 0 0 0 162 161 166 148 141 123 125 123 120 122 118 121 Community Services L .. 42 42 42 38 35 33 32 32 34 35 36 36 Administration 2 2 2 2 3 2 2 2 2 2 2 2 Recreation 11 11 12 11 10 8 8 8 8 B 9 11 Senior C.. 5 5 5 4 4 4 4 4 4 5 5 5 Arts & Cur, _. -.. 0 0 0 0 0 0 0 0 1 1 1 1 Total all 666 659 658 613 586 620 626 636 645 660 683 695 Total CH (black lines) 119 117 116 104 99 134 134 141 144 153 165 172 Total CH (adjusted)` 165 163 162 150 145 134 134 141 144 153 165 172 Growth year -to -year -- -1.2% -0.6% -7.4% -3.3% -7.6% 0.0% 5.2% 2.1% 6.3% 7.8% 4.2% The total staff has increased over the 11 years by 4.4 %. or about 0.4% per year (compounded). The growth for the adjusted CH total line is similar to that for the total staff: 4.2% overall or 0.38% per year compounded. Thus, trends in legislated mandates, technology, service demands, and political and other factors seem to show an overall increase in the past 11 years averaging something less than 4- tenths % /year, though the number has bounced plus -or -minus 7 -1/2% in any one year. " The lines for Administrative Services (included with "City Hall ") and General Services (excluded from "City Half") show a transfer of staff from General Services to Administrative Services in 1995. The true number for earlier years is unknown, but we compute an adjusted CH line by adding the 1995 amount (46 persons) to the earlier years. Report to the City of Newport Beach Page 4 City Hall Space Needs Analysis SUMMARY OF WORKSTATION PROJECTIONS The following table shows the number of workstations provided by this forecast model at each of the planning levels. It also indicates the methodology of projection for each category of staff. The space requirements are computed for each of these levels, and the City may then elect to provide space for present only, for PL -1, PL -2, or PL -3. The differences between these levels in terms of space needs, however, will be shown (later in this report) to be very small, once the core requirements are met and suitable additions are made to workstation sizes that are too small based on our analysis of bench- marks (see our previous report for this analysis). Exhibit Projection of City Hall Workstations Staff WS WS WS WS WS OrpAnization /Position /Item Now Now Need PLI PL2 PL3 Projection Notes Administration Office of City Manager City Manager Asst. City Mgr. Asst. City Mgr. PIO Exec Asst. to City Mgr Dept. Asst. Office of Mayor and Council Office of Mayor Mayor Dept. Asst. to Mayor Council Council Member Total Administration I I I I I I I I I I 2 1 I I I I I 2 I I I I I 2 I I I I I I I I I I 2 2 7 6 7 7 7 7 Note that 3rd Dept Asst is listed with Mayor 6 0 0 0 0 0 At this time, Council offices are not added. 8 2 2 2 2 2 15 8 9 9 9 9 Administrative Services Department Administration /Resource Management Director/Trenurer I I I I I I Deputy Director I I I I I I Adm. Asst. I I I I 1 1 3 3 3 3 3 3 Fiscal Services Administration Fiscal Ops. Mgr. I I I I I I Cashiering & Collections Fiscal Spec. I I I I I I Sr. Fiscal Clerk I I I I I I Fiscal Clerk I I I I I I Fiscal Clerk (pt) 2 2 2 2 2 2 Accounts Payable Fiscal Spec. I I I I I I Sr. Fiscal Clerk I I I 1 1 2 Based on 4 %general total City trend L213 Fiscal Clerk (pt) I I I I I I Print Shop Manager I I I I I I Specialist I I I I I I Mailroom/Remittance Processing Coordinator /Fiscal Clerk I I I I I I Fiscal Clerk (pt) I I I I 1 1 13 13 13 13 13 14 Report to the City of Newport Beach Page 5 City Hall Space Needs Analysis Staff WS WS WS WS WS Organization /Position /Item Now Now Need PLI P1-2 PL3 Projection Notes Management Information Systems Administration Manager I I I I I I Applications Coordinator I I I I I I Senior Analyst I I I I I I Analyst 3 3 3 3 3 3 MIS Technician 1 1 2 2 2 A second pos'n is unfilled today, shown at PL -I GIS Coordinator I I I I I Analyst I I I I I I Mapping Asst. 2 2 2 2 2 2 PTfremp /Intern 2 1 1 2 2 2 Operations Coordinator I I I I I I MIS Tech Supp Spec 3 3 3 3 3 3 Telecommunications/networks Comm Coordinator I I I I I I Comm Spec I I I I 1 1 19 18 IB 20 20 20 Revenue Manager I I I I I I Rev. Tech. I I I I I I Fiscal Spec. 2 2 2 2 2 2 Fiscal Spec. (pt) I I I I I I Sr. Fiscal Clerk I I I I I I Fiscal Clerk 3 3 3 3 4 5 Based on 4 %general total City trend 12/3 License Inspector 2 2 2 2 2 2 Film Liaison I I I I I I Hearing Officer 3 1 1 1 1 1 Assumes Hearing Officers share a desk. IS 13 13 13 14 IS Accounting Finance Ofcr. I I I I I I Accountant 2 2 2 2 2 3 Based on 4% general total City trend 1-213 PT/Temp Wkstn I I I I I I Mgt Asst. I I I I I I Fiscal Spec. I I I I I I Fiscal Clerk I I I I 1 1 7 7 7 7 7 8 Total Admin. Svcs. Dept 57 54 54 56 57 60 Building Department Administration Building Director I I I I I I Adm.in Asst. I I I I I I Dept. Asst. I I I I I I Office Asst. I I I I I I Aide /Intern 2 0 2 2 2 2 Workstations provide some contingency. 6 4 6 6 6 6 Plan Check & Permitting Administration Deputy Bldg. Official I I I I I I Customer Service Sr. Permit Tech. I I I I I I Permit Tech 3 4 4 5 5 5 IS% at LI Intern /Aide I -- -- -- -- -- Included with Permit Tech for projection & WS Plan Check Civil Engr 4 4 4 5 5 6 15% at LI; 4% total department 12/3 10 10 10 12 12 13 Report to the City of Newport Beach Page 6 City Hall Space Needs Analysis Total Community Services 18 14 14 16 16 16 Fire Department Office of the Chief Fire Chief I I I I I I Adm. Asst. I I I I I I Comm Relations Ofcr. I I I I I I Emerg. Svcs. Coord. I I I I I I Report to the City of Newport Beach Page 7 City Hall Space Needs Analysis Staff WS WS WS WS WS Oreanintion /Position /Item Now Now Need PLI PL2 PL3 Projection Notes Inspection Division Administration Chief Bldg. Insp. I I I I I I Res'l BuildingRecord Res. Bldg. Record Insp. I I I I I I Residential Inspection Pr. Bldg. Insp. I I I I I I Sr. Bldg. Insp. I I I I I I Bldg. Insp. 5 6 6 7 7 7 15% at LI; rounds to allow 4 %L2/3 Commercial Inspection Note one insp. is unfilled now. Pr. Bldg. Insp. I I I I I I Sr. Bldg. insp. 2 2 2 2 2 2 Bldg. Insp. 0 0 0 0 1 14 %total department 1-2/3 12 13 13 14 15 15 Total Building Department 28 27 29 32 33 34 15% growth on 28 is 32.2; +4 % +4 %is 34.8 City Attorney City Atty. I I I I I I Asst. City Atty. I I I I I I Dep. City Atty. I I 1 1 2 2 General increases in litigation. Adm. Asst. I I I I I I Law Clerk/Intern 0 1 1 1 1 1 Law Clerk WS is required, even if unfilled today. Dept. Asst. I I I I I I Total City Attorney 5 6 6 6 7 7 City Clerk City Clerk I I I I I I Dep. City Cleric I I I I I I Dep. City Clerk I I I I I I Total City Clerk 3 3 3 3 3 3 Community Services Administration Director I I I I I I Adm. Asst. I I I I I I Sr. Fiscal Clerk I I I I I I Office Asst. 4 2 2 2 2 2 O.A. staff share workstations (part -time staff) (Media Coord.) I -- -- -- -- -- Position is located outside of City Hall. (Graphic Spec.) I -- -- -- -- -- Position is located outside of City Hall. 9 5 5 5 5 5 Recreational Services Rec. Supt I I I I I I Rec. Mgr. 2 2 2 2 2 2 Rec. Coord. 4 4 4 4 4 4 (Rec. Maint. Wkr.) 1 0 0 0 0 0 No workstation required at City Hall. Dept. Asst. I 1 1 2 2 2 Based on interviews; need for customer service Field Desk 1 1 2 2 2 Add one more desk (at LI) based on interviews. Total Community Services 18 14 14 16 16 16 Fire Department Office of the Chief Fire Chief I I I I I I Adm. Asst. I I I I I I Comm Relations Ofcr. I I I I I I Emerg. Svcs. Coord. I I I I I I Report to the City of Newport Beach Page 7 City Hall Space Needs Analysis Staff WS WS WS WS WS Oreanintion /Position /Item Now Now Need PLI PL2 PL3 Projection Notes Support Services Manager I I I I I I Sr. Fiscal Clerk I I I I I I Supp Svcs Capt -- -- -- -- -- -- Position is located outside of City Hall. Facility & Supply Coord. -- -- -- -- -- -- Position is located outside of City Hall. Oft. Asst. I I I I 1 1 3 3 3 3 3 3 Fire Prevention Fire Marshal I I I I I I Dep Fire Marshal I I I I I I Fire Prev Spec I 1 1 2 2 2 Based on 15% at L Insp I I 1 1 2 2 Based on 4 %general total dept. trend for L213 Dept. Asst. I I I I 1 1 5 5 5 6 7 7 EMS Management Manager I I I I I I Dept. Asst. I I I I 1 1 2 2 2 2 2 2 Training Training Chief I I I I I I Lifeguard Capt. 1 0 0 0 0 0 Position is located outside of City Hall. 2 1 1 1 1 1 Total Fire Department (Admin) 16 IS IS 16 17 17 General Services Facilities Mantenance -- 0 1 1 1 1 Desk is needed forgeneral use in City Hall Total General Services 0 0 1 1 1 1 Human Resources Department Director I I I I I I Risk Mgr. I I I I I I HR Ops. Mgr. I I I I I I HR Analyst 2 2 2 2 2 3 Based on 4 %general total City trend L2/3 HR Asst. 2 2 2 2 3 3 Based on 4% general total City trend 1-214 Adm. Asst. I I I I I I Ofc. Asst I I I 1 1 2 Based on 4% general total City trend 1-213 Total HR Department 9 9 9 9 10 12 Planning Department Administration Director I I I I I I Adm. Asst. I I I I 1 1 2 2 2 2 2 2 Economic Development Sr.. Planner I I I I I I Assoc Planner I I I I I I Dept. Asst. I I I I 1 1 3 3 3 3 3 3 Current Planning Sr. Planner I I I I I I Sr. Planner I I I I I I Assoc Planner I I I I I I Asst. Planner 3 3 3 3 4 4 Based on 4 %general total City trend 1-213 Planning Tech. I I I I 1 1 7 7 7 7 8 8 Advance Planning Sr. Planner 2 2 2 2 2 2 2 2 2 2 2 2 Report to the City of Newport Beach Page 8 City Hall Space Needs Analysis Staff WS WS WS WS WS 0reanization /Position /Item Now Now Need PLI PL2 PL3 Projection Notes Shared: ED /CP /AP Asst. Planner I I I I I I Dept. Asst. I I I 1 1 2 Based on 4% general total City trend L213 Clerical Asst (pt) I I I I I I Interns 2 1 1 2 2 2 Increase to two desks (interns now share) 5 4 4 5 5 6 Code Enforcement CE Supv. I I I I I I CE Ofcr. I I I I 1 1 2 2 2 2 2 2 Total Planning Dept 21 20 20 21 22 23 Public Works Administration Director I I I I I I Intern I I I I I I Adm. Mgr. I I I I I I Adm. Asst. I I I I I I Dept. Asst. 2 2 2 3 3 3 15% at LI 6 6 6 7 7 7 Engineering Administration /City Engineer City Engineer I I I I I I Engineering Pr. CE 3 3 3 3 3 3 Assoc. CE 2 2 2 2 3 3 Engineer added for Water Quality Jr. CE I I I I I I Sr. Eng. Tech. I I I I I I Interns) 2 1 1 2 2 2 Increase to two desks (interns now share) Contract Engineers [2] 0 0 2 2 2 Workstations provided as contingency Field, Inspection & Survey Pr. CE I I I I I I PW Insp. 3 3 3 3 3 3 Contract Inspectors [2] 0 0 0 0 0 No space assumed at City Hall Survey Party Chief I I I I I I Survey Inst. Wrlcr. I I I I 1 1 16 15 IS 18 19 19 Transportation and Dev. Svcs. Administration Manager I I I I I I Transportation -Admin Pr. CE I I I I I I Transportation -Trans Plan Assoc. CE I I 1 1 2 2 Eng. Aide 0 0 0 0 0 1 Based on 4% general total City trend 1-213 Transportation -Trans Ops Assoc. CE I I I I I I TE Tech. I I I I I 1 Jr. CE I I I I I I Eng. Aide 2 1 1 2 2 2 Parking Meter Supv 1 0 0 0 0 0 No workstation required Parking Meter Svcwkr. 2 0 0 0 0 0 No workstation required Development Services Development Engr I I I I I I Assoc. CE I I I 1 1 2 Based on 4% general total City trend L213 Jr. CE I I 1 1 2 2 Based on 4% general total City trend L213 GIS Syst. Analyst I I I I I I Eng. Tech. I I I I 1 1 16 12 12 13 IS 17 Total PWD 38 33 33 37 40 43 Total All Workstations 4% on PLI base of 207 is 8.28 for total 210 169 193 207 216 225 of 216 and 224 for levels L2 and U. Report to the City of Newport Beach Page 9 City Hall Space Needs Analysis Note that there are 189 workstations observed in City Hall today, but there are 210 staff. Some of these staff are actually provided space elsewhere (such as a graphics artist in Community Services) and others do not need workstations here (such as parking meter staff). But some staff, particularly interns (two, for example, in the Building Department) need workstations but either have to share or just inefficiently move from spot to spot. The third column (total = 193) identifies these presently needed workstations. The final three columns of the table above show the PL -1, PL -2, and PL -3 projections, respectively. The increases are broken down as follows: Growth rate on existing WS Growth rate on required WS Growth due to annexation effects First 10 -yr increase cue to trend Second 10 -yr increase cue to trend Annual rate for 20 years on PL -1 base Overall annual rate including PL -1 Pres. Actual Pres. Recd PL -1 PL -2 PL -3 1.000 1.095 1.143 1.190 1.000 1.073 1.119 1.166 7.3% 4.7% 4.7% 0.45% 0.77% Comment Used to check benchmarks over pre- sent Measures true growth from present For the increase from present to PL -1 For the 1st 10 -year period to PL -2 For the 2nd 10 -year period to PL -3 per year for 20 years (PL -1 to PL -3) per year for 20 years (present to PL -3) Report to the City of Newport Beach Page 10 City Hall Space Needs Analysis 3. SPACE REQUIREMENTS FOR THE BUILDING AS A WHOLE SUMMARY OF SPACE REQUIREMENTS The table below presents a summary of the existing and required space for City Hall at each of the Projection Levels. The rationales for the projections are presented with the other requirements de- tails. The computation of Net Sq. Ft. requirements (NSF) is presented in the detailed tabulations later in this report. Conversion of NSF to Gross Sq. Ft. (GSF) is based on several considerations, and can be approached in a number of ways. In this report, we include the following items in the addition be- tween net and gross s.£: • Electrical and communications equipment rooms • Mechanical equipment rooms • Datalcommunications risers (each floor) • Public lavatories (each floor) • General staff lavatories beyond those specified • Janitor closets and storage • Drinking fountains • Trash rooms or general recycling areas • Main corridors and stair wells • Elevator shafts • Other risers or shafts • Structural elements (columns, exterior wall thickness, etc.) We include an allowance for smaller internal corridors (as part of the NSF "inner" circulation as de- fined in the Appendix), and have added a minimal contingency of 1,000 NSF for a building lobby. The assumptions of lobby size (the existing City Hall has about 500 sq. ft.), scale, openness, and other design decisions all affect the allowance for increase from NSF to GSF. Our approach is to examine the typical ratio of net -to -gross and use that factor in computing GSF. As a rule, multi -floor City Halls and general government office buildings are found to have a net -to- gross ratio of about 80 %, though this can range to 75 % or less for buildings with more monumental- ity, wider corridors, more generous common areas, and the like. We have assumed a fairly efficient building here, and have based the net -to -gross ratio at 80 %' In addition, note that the GSF omits all outdoor elements, such as balconies, structural overhangs or awnings, and terraces,. It also omits large atria and courtyards. The net -to- gross, however, may allow for an enclosed atrium of smaller scale, or various sky - lighted shafts which penetrate to the lower floor. ' Some analysts take the approach of adding a percentage of the NSF onto itself to obtain GSF. A net -to -gross ratio of 80% amounts to adding 25% onto the NSF to obtain GSF. Report to the City of Newport Beach Page I 1 City Hall Space Needs Analysis Total Administrative Areas Pres Pres 5,812 5,812 5,812 Item (Net Sq. Ft.) Actual Req'd Level I Level 2 Level 3 Administration 519 1,070 1,070 1,070 1,070 Council Office Areas, NSF 202 290 290 290 290 Chambers Areas, GSF (see note) 3,622 3,622 3,622 3,622 3,622 City Manager, NSF 1,190 1,800 1,900 1,900 1,900 Total Administrative Areas 5,014 5,712 5,812 5,812 5,812 Administrative Services Department Administration, NSF 519 1,070 1,070 1,070 1,070 Fiscal Services 911 1,300 1,435 1,435 1,435 Fiscal Svcs, Adm. NSF 101 220 220 220 220 Fiscal Svcs, Cashiering NSF 512 721 721 721 721 Fiscal Svcs, A /P, NSF 205 390 390 390 390 Fiscal Svcs, Print Shop NSF 719 880 880 880 880 Fiscal Svcs, Mailroom NSF 513 660 660 660 660 Management Information Systems 240 374 374 374 374 MIS, Administration NSF 141 220 220 220 220 MIS, Applications NSF 735 820 910 910 910 MIS, GIS NSF 657 966 1,056 1,056 1,056 MIS, Operations NSF 573 742 742 742 742 MIS, Computer Room NSF 443 550 550 550 550 MIS, Telecoms NSF 640 896 896 896 896 Revenue NSF 1,084 1,520 1,520 1,610 1,700 Accounting NSF 753 1,148 1,148 1,148 1,258 Total Admin. Svcs. Department 7,912 1 1,243 1 1,423 1 1,513 1 1,713 Building Department Administration NSF 1155 1291 1431 1431 1,431 Plan Check & Permitting Plan Check Adm NSF 221 250 250 250 250 OSS Customer Service, NSF 911 1,300 1,435 1,435 1,435 OSS Plan Check, NSF 102 120 240 240 240 Back Office Plan Check, NSF 658 710 710 710 850 Inspection NSF 941 1094 1152 1210 1,210 Total Building Department 3,988 4,765 5,218 5,276 5,416 City Attorney 1,466 1,817 1,817 2,057 2,057 City Clerk 824 1,173 1,173 1,173 1,173 Community Services Administration NSF 893 1174 1174 1174 1,174 Recreation Services NSF 1 183 1595 1760 1760 1,760 Total Community Services 2,076 2,769 2,934 2,934 2,934 Fire Department Office of the Fire Chief NSF 468 580 580 580 580 Support Services NSF 1092 1010 1010 1010 1,010 Fire Prevention NSF 909 1042 1 145 1227 1,227 EMS Management NSF 240 374 374 374 374 Training /CR/ES NSF 466 603 603 603 603 General Storage NSF 242 280 280 280 280 Total Fire Department ( Admin) 3,417 3,889 3,992 4,074 4,074 General Services 155 210 210 210 210 Human Resources Department 1,200 2,178 2,178 2,318 2,608 Report to the City of Newport Beach Page 12 City Hall Space Needs Analysis Item (Net Sq. Ft.) Planning Department Administration NSF Economic Development NSF Current Planning Office Areas NSF OSS Areas NSF Advance Planning NSF Shared Area NSF Code Enforcement NSF Total Planning Dept Public Works Administration NSF OSS Areas NSF Engineering NSF Transportation & Dev. Svcs. NSF Shared Areas NSF Total, Public Works Dept City Hall Shared /Common Areas Conference Center NSF Building Lobby & Related NSF Lunch Room NSF OSS Facility Additions NSF Warehouse NSF Total, Shared /Common Areas Total Net Sq. Ft. Total City Hall, NSF From Above* Programmed Amount for Chambers Total City Hall NSF, excluding Chambers Total Net Sq. Ft. Total Gross Sq. Ft. (without Chambers) Total non - chambers NSF from Above Statistical N -t -G Allowance Total City Hall, GSF, excluding Chambers *Includes Council Chambers actual space as GSF. ** Using a Net -to -Grass ratio of 80 %. * ** This figure is the actual Net -to- Grass. Pres Pres Actual Req'd Level I Level Level 579 630 630 630 630 360 404 404 404 404 564 710 670 780 780 378 747 812 812 812 309 420 420 420 420 1054 1280 1350 1350 1,440 231 360 360 360 360 3,475 4,551 4,646 4,756 4,846 714 780 780 780 780 642 1040 1105 1105 1,105 1903 2300 2385 2530 2,530 2099 2782 2852 3122 3,327 365 500 500 500 500 5,723 7,402 7,622 8,037 8,242 244 1080 1080 1080 1,080 532 1000 1000 1000 1,000 540 730 730 730 730 0 690 690 710 710 445 690 690 690 690 1,761 4,190 4,190 4,210 4,210 37,011 49,899 51,215 52,370 53,295 -3,622 -3,622 -3,622 -3,622 -3,622 33,389 46,277 47,593 48,748 49,673 33,389 46,277 47,593 48,748 49,673 7,018 1 1,569 1 1,898 12,187 12,418 40,407 57,846 59,491 60,935 62,091 Report to the City of Newport Beach Page 13 City Hall Space Needs Analysis FUNCTIONAL REQUIREMENTS FOR THE BUILDING AS A WHOLE The following information is presented as a guideline in assumptions which will eventually drive cost estimates, and which will give some basis for design considerations in master planning the facilities. This information is also important as part of the architectural program to guide the Architect when design specifics are required. General Design Guidelines • All appropriate codes apply, including accessibility requirements of the ADA. • City guidelines must be consulted, including those developed and distributed by the various mem- bers of any future project advisory committee. At present, City building regulatory agencies must be contacted individually to obtain available published guideline materials. • Major building corridors should be 6 to 8' wide. Other corridors preferably should be 5-6" to 6-0" wide, and must have a minimum width of 5'. Exposed "outside" turns in these corridors should be reinforced (though this may be hidden by design treatment). This is especially true of facilities which will be occupied by the Police Department. • Doors with heavy, active use should be designed with metal kick plates. Where possible, each ac- tively used door onto a major corridor should be equipped with a small window or side - light, es- pecially doors serving larger assembly areas or meeting rooms. • Wherever rooms have large items of equipment or often produce large volumes of records, the room should be designed with some access having double doors; examples include the computer room, etc. • Throughout the facility, the design should provide unobtrusive and adequate storage locations for recycling bins. Recycled materials include, at a minimum, paper and soft drink bottles or cans, deposited into separate containers. • All lavatories should have locked storage inside or nearby for supplies (paper, soap, etc.) and some provision for extra capacity in the dispensers themselves. • Carpet tiles or modular carpet design is suggested in heavy -use carpeted areas to facilitate re- placement of soiled and damaged areas. • Floor in copy rooms, file rooms, storage rooms, and related areas should be designed with hard and durable finishes. Static resistant floors are required in areas where banks of sensitive com- puter and related equipment are located. • Rooms and areas with heavy traffic, as well as selected workrooms, should be equipped with du- rable wall coverings. • Wherever system furnishings are programmed, it is assumed that the panels will have wire man- agement for power and communications. • Cabinets in coffee areas should be designed so that coffee makers do not have upper cabinets di- rectly above them, but otherwise designed with as much storage cabinets as possible.. All such cabinets should be designed for heavy use and easy cleaning. • Where more than one multi -staff work room or open work area is programmed within the same operational unit, it may be possible to integrate these separate work areas into a single larger work room or area. Report to the City of Newport Beach Page 14 City Hall Space Needs Analysis Building Systems (Communications, Electrical /Lighting, HVAC, Acoustics, Loading, Plumbing) • General office requirements for good lighting, heating, and air conditioning prevail. The designer must assure that future building systems are fully integrated with other city control systems where feasible. Lighting design must take into account the general use of computer monitors throughout the facility. • All work stations should be wired for computer LAN, telephone, one computer dedicated duplex power outlet (verify this requirement with MIS), and one double duplex convenience power outlet. Offices require additional power outlets on opposing or adjacent walls. • In addition, selected areas (such as for system printers and copiers) will require a separate com- puter LAN drop; this should be verified at time of design. • Large conference rooms and all Department Head offices (or equivalent) should have CCTV lines, connected to local cable TV. They also should be switchable to other feeds (such as press releases and central DVD /Video Tape) at a central location, when desired. • Computer systems must be verified with MIS staff at time of building design. • HVAC zones should be liberally provided, and must be approved specifically by appropriate De- partment representatives. All conference and meeting rooms require an independent zone. • Four levels of acoustic control are needed in the building: general office acoustics, sound attenua- tion for special equipment, sound insulated rooms (acoustic batt in partitions and above ceiling surfaces), and acoustic isolation for rooms. The last of these is assumed to include (at a minimum) insulated slab -to -slab construction, sound baffles in ducts, acoustically sealed doors, and insulated penetrations (including outlets and switches). This requirement is identified in room -by -room dis- cussions elsewhere in this report. • Offices of City Manager and all Department Heads should be acoustically isolated. All conference and meeting rooms should be sound insulated, or better if so noted. • Copy equipment may require "special equipment" acoustic attenuation, but this depends on the machine. In any event, including some separation from other work areas is needed (distance, low walls, or movable partitions). • File storage areas (file banks and special file rooms) listed in the program may require extra floor load capability so that high density filing systems can be used either now or in the future. Simi- larly, all bulk storage rooms (such as central stores) require high floor load capability. • Large copy equipment requires both 220v and 110v power, as well as LAN access, for flexibility in future equipment selection. • Closets and infrequently used rooms should have lighting on motion detectors (or timer switches) to assure that lights are turned off when the rooms are not used. Consider such systems through- out the building as well; this may result in construction or utility -use credits. Verify current local code requirements with the Building Department. • Conference rooms should be equipped with a separate, switchable exhaust system, with the motor somewhat isolated or acoustically insulated, besides the regular HVAC system on an independent AC zone. Wall timers and control switches may be appropriate in conference areas to activate AC systems when the rooms are used after hours. • Coffee service areas, where programmed, require (at a minimum) above - counter power, cold water supply (1/4" copper line with shut -off) to a coffee maker on the counter, and a nearby sink with provision for a garbage disposal. Report to the City of Newport Beach Page IS City Hall Space Needs Analysis • Where copy or fax equipment is programmed with coffee service areas, the functions must be separated to keep copy and fax areas clean and dry. • Wherever coffee stations are programmed, in the event that a microwave oven is provided at the coffee station, then provision for a separate, switchable exhaust fan is also required. Security and Fire Safety Requirements • Where door control is required, it is recommended that a proximity reader card key system be used. The control center should be in a secure area near the building computer or telecom- munications mechanical spaces. • Where provided, security wiring should be in rigid conduits, to improve the security level. • It is assumed that the entire building will be fire sprinkled. Some areas require non - standard fire protection systems, such as chemical systems or use of pre- action controls, high - temperature heads, integrated pre - discharge alarm systems, earthquake switches, and the like, which will sub- stitute for or add to the traditional water -based sprinklers. Areas requiring such systems include the computer room, communications electronics rooms and equipment riser rooms, electrical equipment rooms, and UPS areas, where they are provided. • The sprinkler heads should be semi - recessed except where fully recessed heads are required either to prevent accidental damage or release due to equipment or activity in use there, or due to special design appearance considerations. • A separate CCTV security monitoring system may be required for the building. The extent of such a system, and the location of monitors, should be identified at the time of building design. Areas to be camera monitored for security may include each exterior door, parking facilities, se- cure storage areas, and the main lobby area. • Selected doors may require security alarm sensors, even including doors which may not be card key operated (such as certain closets or store rooms). SUMMARY OF GENERAL DESIGN REQUIREMENTS AND GUIDELINES The City has indicated a number of desires for a new City Hall. Where feasible, these are reflected in the requirements tabulations and discussions, and the following summary is presented here to give further assistance in eventual cost estimating, master plan design, and general indication of functional overview. • A One -stop Shop concept is assumed, with a long and probably continuous counter serving Build- ing and Safety, Planning, and Engineering. The counter for Cashiering, should be nearby. Other counters and reception areas, including Revenue, Human Resources, Personnel (in Administrative Services) and Fire Department should be convenient to a central "front door" of the facility. • The possibility of co- locating Fire Prevention with the other One -stop Shop functions must be ex- plored. • There is a desire for more conference rooms rather than fewer, and the program lists some which are associated with specific departments or functions, and some which are to serve general pur- poses. Even so, the department- related conference rooms should be designed so that they serve multiple uses and general City needs. Report to the City of Newport Beach Page 16 City Hall Space Needs Analysis 4. SPACE REQUIREMENTS DETAILS BY DEPARTMENT PRESENTATION OF THE REQUIREMENTS The Space requirements are divided into department groupings as follows: • City Administration (Council, City Manager) • Administrative Services • Building Department • City Attorney • City Clerk • Community Services • Fire Department • General Services (only a central janitor facility) • Human Resources Department • Planning Department • Public Works Department • City Hall Shared /Common Areas In each case we present first a brief discussion of how the space requirements were arrived at, with some comments which clarify the requirements, followed by a tabulation ( "data sheets ") of the re- quirements and finally illustrations ( "bubble diagrams ") which graphically (and in scale) represent the proximity requirements between the functions of the grouping. General Allocation of Space Standards Space standards are presented in an Appendix to this report. In summary, we have made the follow- ing general allocations: Position Standard Sg, Ft. City Manager PO -7 300 Department Head PO -6b 280 Deputy Department Head; Attorney PO -5 210 Division Head POA 180 Typical Manager Requiring an Office PO -3 150 Other Offices (based on function) varies 180 -120 Large Cubicles (100 sf) en -E 10' x 10' Most Cubicles (80 sf to 64 sf) en -C /D 8'x 10' or 8'x 8' Other Cubicles (48 sf) en -B 6'x 8' Field -based Staff (36 so en -A 6'x 6' It is an easy matter to adjust the standard allocations since all data sheets are entered into our com- puter systems. If the City in its review should wish to examine the effects of larger (or smaller) stan- dards, then this can be computed by changing an appropriate reference table. Report to the City of Newport Beach Page 17 City Hall Space Needs Analysis Comparison of Space Standards to Existing Spaces The following table identifies a selected list of space allocations from Report 1 and the space stan- dards which have been allocated for them in the analysis which follows. The "Std" columns identify the space allocated (required) and the "Pres" columns identify the average amount of space now oc- cupied by the indicated staff position and the numbers of workstations used in computing the indi- cated averages. Ranges are noted where we have used different standards based on actual job activi- ties and functions. Details of allocations made are presented on the requirements computation data sheets in this report, and details of the present actual space occupied are presented in Report 1. Space Standards Assigned Selected List of Grouped Workstations by Category of Similar Job Titles Data Sheets Std Std Pres Pres Position Code SF Avg No Accountant en -D 80 87.5 2 Aide -eng en -B 48 39.0 1 Analyst en -E 100 104.0 2 Analyst PO -2 120 106.8 6 Asst- Administrative varies varies 96.0 8 Asst - Clerical en -C 64 45.0 1 Asst- Department en -C 65 61.2 11 Asst -Human Resources PO -2 120 81.0 2 Asst - Mapping en -E 100 80.0 2 Asst- Management en -D 80 92.0 1 Asst -Office varies varies 65.0 5 Deputy City Clerk en -D 80 76.0 2 Clerk - Fiscal en -C 64 48.0 8 Clerk -Sr. Fiscal en -C 64 51.8 5 Asst City Manager PO -5 210 195.5 2 Coordinator en -D 80 79.3 4 Coordinator PO -2 120 121.0 5 Director PO -6b 280 227.0 7 Eng- CEAssoc en -E 100 99.2 5 Eng -CE, Jr en -E 100 45.7 3 Data Sheets A discussion of the conventions, abbreviations, and formats used in the data sheets appears as an Ap- pendix to this report. Generally the tabulation is straight forward: each item is followed by the corre- sponding space standard, and then, in columns for each Planning Level we identify the quantity and extended value or space required. Items which form sub - categories of space are indented in the item name column. We have listed equipment now in use as a baseline, and have applied standards to the list to show what space is needed today, but we would obviously not advocate building the "present required" amount of space since it has no expansion or contingency built in. To allow for increases in equip- ment, where this is logical and advisable, we have added a growth factor, which is identified on the data sheets. Note that each block of required space also has a inner circulation allowance ranging from 10% to 20 %. Where a unit has significant amounts of open plan workspace, we typically use a lower total- Report to the City of Newport Beach Page IS City Hall Space Needs Analysis Std Std Pres Pres Position Code SF Avg No Eng -Civil varies varies 107.5 4 Eng -PCE PO -3 150 139.4 5 Insp - Bldg /Eng en -B 48 43.4 9 Insp -Bldg, Chief PO -3 150 180.0 1 Insp -Bldg, Principal en -D 80 65.0 2 Insp -Bldg, Sr en -C 64 31.0 3 Intern(s) en -B 48 34.7 3 Intern(s) en -C 64 53.3 3 Manager PO -3 150 131.5 2 Manager, Div & Admin PO -4 180 143.9 9 Planner- senior PO -3 150 111.4 5 Planner -Assoc PO -2 120 115.0 2 Planner -Asst en -E 100 79.3 4 Specialist -fiscal en -C 64 44.4 5 Specialist -fiscal (Payroll) en -D 80 75.0 1 Specialist -other en -C 64 55.8 5 Technician en -D 80 69.0 5 Technician -Sr en -E 100 99.5 2 Technician - permit en -B 48 41.3 3 Field Staff (most) en -A 36 35.6 5 A discussion of the conventions, abbreviations, and formats used in the data sheets appears as an Ap- pendix to this report. Generally the tabulation is straight forward: each item is followed by the corre- sponding space standard, and then, in columns for each Planning Level we identify the quantity and extended value or space required. Items which form sub - categories of space are indented in the item name column. We have listed equipment now in use as a baseline, and have applied standards to the list to show what space is needed today, but we would obviously not advocate building the "present required" amount of space since it has no expansion or contingency built in. To allow for increases in equip- ment, where this is logical and advisable, we have added a growth factor, which is identified on the data sheets. Note that each block of required space also has a inner circulation allowance ranging from 10% to 20 %. Where a unit has significant amounts of open plan workspace, we typically use a lower total- Report to the City of Newport Beach Page IS City Hall Space Needs Analysis unit inner circulation. The open work areas themselves have a built -in circulation allowance of up to 25 %, based on the items located there. The inner circulation allows for department -based circulation and not the main building corridors or lavatories, etc. An example of existing "inner circulation" space is shown on the existing City Hall space plan which is presented in our earlier report. Bubble Diagrams The bubble diagrams are also presented according to a logical convention that illustrates the priorities of adjacency and functional proximity. A legend is supplied which keys the symbols used. Note that open areas generally can be combined, but we suggest that the departments remain somewhat distinct for security and privacy, and also for efficient work flows. The bubble diagrams are also presented in relative scale, so that similar rooms on each drawing are similarly presented. This also allows for easier understanding of the tabulation of requirements, which are fully presented on the bubble diagrams. The Planning Level used is PL -2, which is ap- proximately the mid -point of the projection window. Report to the City of Newport Beach Page 19 City Hall Space Needs Analysis DISCUSSION OF ALLOCATIONS City Administration City Council • The Council Chambers is programmed exactly as it is today, under the assumption that the facil- ity will remain in the renovation plan. • One office of size similar to the room used today is programmed for use by the Mayor. We do not program separate offices for each of the other council members. • The space for the Department Assistant to the Mayor is increased, and it is assumed that this will (continue to) be located in the building lobby in the future. City Manager and Related • The office -based staff are allocated rooms of similar average size, though it is noted that these rooms vary quite a bit today due to the existing building configuration. • The space allocated for the Department Assistant is similar to that today, and a second person is programmed in the future (PL -2). It is assumed that these persons will be located in a reception or lobby area near the Administrative offices. • We program a conference room in the requirements at present. The CM's office is used often as a conference area (by others when the CM is away), and a separate room to seat 6 or so appears needed. Summary The requirements are summarized as follows: Report to the City of Newport Beach Page 20 City Hall Space Needs Analysis Pres Pres Item (Net Sq. Ft) Actual Req'd Level I Level 2 Level 3 Administration Council Office Areas, NSF 202 290 290 290 290 Chambers Areas, GSF (see note) 3,622 3,622 3,622 3,622 3,622 City Manager, NSF 1,190 1,800 1,900 1,900 1,900 Total Administrative Areas 5,014 5,712 5,812 5,812 5,812 Report to the City of Newport Beach Page 20 City Hall Space Needs Analysis Administrative Services Department Administration • Aside from increases due to application of proposed space standards, the major increase in Ad- ministrative areas is due to the addition of a conference room for this department. There is no such room today. This room, if located accordingly, should serve all divisions of the Department, including Revenue (personnel) for private meetings, but also to meet a range of other needs. Fiscal Services • The workstations of Fiscal Services are in some cases very much below the recommended stan- dards, and this accounts for the greatest part of increase in requirement. Print Shop and Mail Room are programmed essentially on the basis of current operational levels, and assume that the functions now in place will continue. Also, some increase is programmed for the Print Shop, to account for overcrowding today. • Note that the warehouse area is programmed with City Hall Shared and Common Areas, below, but should be located very close to these operations. MIS • MIS is the largest component of the department, and represents the greatest total square footage increase, though not the largest amount on a percentage basis. • A significant part of the requirement is driven by application of appropriate work station sizes, especially for GIS functions (but also others). • An increase in the Computer Room requirement is based on contingency assumptions (we allow a 15% increase). • Telecommunications workspace includes storage facilities which are now provided in the old jail building adjacent to the current work areas. • No separate conference room is programmed with this division, but the Department is allocated its own conference room, and it is expected that MIS could make good use of it. Revenue • Even though this area was recently renovated, our calculations suggest that this function requires more space than it is currently allocated. Part of this is due to the layout constraints imposed by the existing building. • We have noted that the hearing officers programmed here (we program a shared workstation) also use the central hearing room in the Building Lobby. We program conference space that can be used for hearing room functions with City Hall Shared and Common Areas. Accounting • We have programmed this area with the Finance Officer nearby in a private office. That position is today remotely located from the other functions. • Payroll functions are given increased work areas, and space is allocated to allow for increased privacy. Report to the City of Newport Beach Page 21 City Hall Space Needs Analysis Shared Areas • The department is programmed with two support areas: a vault and a coffee area. These should be located in an area convenient to all functions, though the vault itself is more closely related to Fiscal Services and should be nearest to it. The vault is programmed for (continued use of) high- density shelving systems, and so needs added floor loading capacity. The vault also contains items of value, including some cash, and should be designed with this heightened security in mind. Summary The requirements are summarized as follows: Report to the City of Newport Beach Page 22 City Hall Space Needs Analysis Pres Pres Item (Net Sq. Ft.) Actual Req'd Level I Level 2 Level 3 Administrative Services Department Administration, NSF 519 1,070 1,070 1,070 1,070 Fiscal Services Fiscal Svcs, Adm. NSF 101 220 220 220 220 Fiscal Svcs, Cashiering NSF 512 721 721 721 721 Fiscal Svcs, A /P, NSF 205 390 390 390 390 Fiscal Svcs, Print Shop NSF 719 880 880 880 880 Fiscal Svcs, Mailroom NSF 513 660 660 660 660 Management Information Systems MIS, Administration NSF 141 220 220 220 220 MIS, Applications NSF 735 820 910 910 910 MIS, GIS NSF 657 966 1,056 1,056 1,056 MIS, Operations NSF 573 742 742 742 742 MIS, Computer Room NSF 443 550 550 550 550 MIS, Telecoms NSF 640 896 896 896 896 Revenue NSF 1,084 1,520 1,520 1,610 1,700 Accounting NSF 753 1,148 1,148 1,148 1,258 Total Admin. Svcs. Department 7,912 1 1,243 1 1,423 1 1,513 1 1,713 Report to the City of Newport Beach Page 22 City Hall Space Needs Analysis Building Department Administration • The Director and the department clerical staff are programmed with Administration. • We program a conference room (not an enclosed open area) of similar but slightly larger size than the existing panel - enclosed space, which should be located also for use by other department. • We assume this conference room will be located near the administrative functions, however, rather than near the One -stop Shop functions which would have a more public location. Plan Check and Permitting • Plan Check and Permitting is divided into four areas: Plan Check /Permitting Administration (the Deputy Building Official), One -stop Shop (OSS) Customer Service, OSS Plan Check, and Back - room Plan Check. • It is assumed that the administrative and back room areas will be located near to but not with the OSS functions which would be located at a central counter for all development functions. Cur- rently, these other areas are located upstairs with the OSS operations downstairs. This is not ideal, but it is workable, as long as there is convenient access between the areas. • The office of the Deputy Director should be near to the department administration, discussed above. • The OSS operations should be integrated with other OSS functions allocated to other depart- ments, as well as general OSS spaces allocated with City Hall Shared and Common Areas (see discussion under that heading). Inspections • Inspection functions are programmed open work areas, in concept similar to the facilities today but enlarged according to proposed and recommended workstation space standards. The work areas today are improved from earlier conditions, but are constrained by the existing building de- sign. Summary The requirements are summarized as follows: Total Building Department 3,988 4,765 5,218 5,276 5,416 Report to the City of Newport Beach Page 23 City Hall Space Needs Analysis Pres Pres Item (Net Sq. Ft.) Actual Req'd Level I Level 2 Level 3 Building Department Administration NSF I I55 1291 1431 1431 1,431 Plan Check & Permitting Plan Check Adm NSF 221 250 250 250 250 OSS Customer Service, NSF 911 1,300 1,435 1,435 1,435 OSS Plan Check, NSF 102 120 240 240 240 Back Office Plan Check, NSF 658 710 710 710 850 Inspection NSF 941 1094 1152 1210 1,210 Total Building Department 3,988 4,765 5,218 5,276 5,416 Report to the City of Newport Beach Page 23 City Hall Space Needs Analysis City Attorney • All attorneys are provided offices of the same size, except for allocating the standard for depart- ment heads to the City Attorney. • The law library is allocated a slightly larger space, assuming law books will be located here. The current library in the City Attorney's office is assumed (eventually) to be allocated space in the main library, once it is configured and located appropriately. We also program a small guest receiving area and assume that the clerical areas are sized for open -area work stations that have both some improved privacy but also ability to observe the point of entry and guest seating areas. Summary The requirements are summarized as follows: Pres Pres Item (Net Sq. Ft.) Actual Req'd Level I Level 2 Level 3 City Attorney 1,466 1,817 1,817 2,057 2,057 Report to the City of Newport Beach Page 24 City Hall Space Needs Analysis City Clerk • The City Clerk is allocated an office based on the proposed standard for department heads, which is notably larger than the current office size. • Deputy staff are programmed work areas similar to that today, but assuming better configuration and circulation to and around the required counters and equipment. • Some added space is programmed for scanning functions and work area, though it is assumed that each department will retain responsibility for conducting its own scanning programs and that re- cords management will be accomplished through guidelines and programs which the individual departments will carry out. The vault is sized to accommodate some increases in time (we program a 25% increase at pre- sent), but also to provide for needed circulation and access within the vault itself. • A general store room is currently provided upstairs, and contains some records from each of sev- eral departments. Corresponding space is not programmed with the City Clerk, but is listed with City Hall Shared and Common Areas, discussed separately. Summary The requirements are summarized as follows: Pres Pres Item (Net Sq. Ft.) Actual Req'd Level I Level 2 Level 3 City Clerk 824 1,173 1, 1 73 1,173 1,173 Report to the City of Newport Beach Page 25 City Hall Space Needs Analysis Community Services Department Administration The items included with Administration are those that were present at out survey of operations. That is, some staff, such as Media Coordinator and Graphic Specialist, which are listed with Ad- ministration but located elsewhere, are not allocated City Hall space. We do not allocate a dedicated conference room for this department since many meeting areas are provided in off-site facilities, and it appears possible for the department to meet it's City Hall meeting needs by sharing one of the other conference rooms in the program. Recreation Services The staff who now have offices (even shared ones) are programmed private offices in the future. Our standards provide for no space smaller than the present allocation, and some are larger. • The open work area includes a larger work station for visiting (field) staff, and two such work stations in the future. This allows for some flexibility in regard to City Hall staff as well, since the added station could be converted to various uses if needed. The store room allocation is enlarged by 50 %, based on our survey, but the allocation is only an estimate of future needs. Summary The requirements are summarized as follows: Report to the City of Newport Beach Page 26 City Hall Space Needs Analysis Pres Pres Item (Net Sq. Ft.) Actual Req'd Level I Level 2 Level 3 Community Services Administration NSF 893 1174 1174 1174 1,174 Recreation Services NSF 1 183 1595 1760 1760 1,760 Total Community Services 2,076 2,769 2,934 2,934 2,934 Report to the City of Newport Beach Page 26 City Hall Space Needs Analysis Fire Department (Administration) • The Fire Chief is allocated office space for a department head, and the secretary is assumed to remain in a separate reception room (rather than in a shared open work area) as is the case today. • Support Services functions are programmed in a central open work area (with the Manager in a private office). The office standard is similar to the take -off for the existing room (slightly smaller), but the present room is made somewhat dysfunctional due to its shape. The conference room allocated to the department is smaller than present, with a larger conference room listed with City Hall Shared and Common Areas. This allows smaller training and meeting sessions in the department conference room (2/3 the existing large room) and larger sessions in the room shared by all in the City Hall. • Fire Prevention areas are programmed with the Fire Marshal allocated space for a deputy depart- ment director (in terms of City Hall based Fire administrative staff). Other staff are provided space in an open work area, with a public counter and waiting area. This may be combined with the City Hall One -stop Shop (OSS) functions if it is so desired. • EMS Management functions are programmed with the Manager in a private office (based on ex- ecutive manager office standards), and the other staff in an open work area. The open work areas of the department can be combined in the final layout, but this is an issue for the Fire Department to determine once a design approach is selected by the City. • We have added Training, Community Relations, and Emergency Services under the same head- ing on the data sheets. The Training Chief is allocated a Manager -level private office (a bit larger than the existing office), and the other staff are, as is the case today, provided space in open area work stations. In total, the requirement is about 30% greater than the space allocated today. • General storage is also allocated to the department based on the space taken now in the old jail building (adjacent to the current office facility), but we allocate only an area which is equal in size to this. Summary The requirements are summarized as follows: Item (Net Sq. Ft.) Pres Actual Pres Req'd Level I Level 2 Level 3 Fire Department Office of the Fire Chief NSF 468 580 580 580 580 Support Services NSF 1092 1010 1010 1010 1,010 Fire Prevention NSF 909 1042 1 145 1227 1,227 EMS Management NSF 240 374 374 374 374 Training /CR /ES NSF 466 603 603 603 603 General Storage NSF 242 280 280 280 280 Total Fire Department (Admin) 3,417 3,889 3,992 4,074 4,074 Report to the City of Newport Beach Page 27 City Hall Space Needs Analysis General Services We have programmed a central work room for janitorial supplies and coordination. The room should be equipped with shelving, open floor storage space, and a small desk for management purposes. The allocation we have made is contingent upon various design decisions and development, and must be reviewed again by General Services once space planning is underway. Summary The requirements are summarized as follows: Pres Pres Item (Net Sq. Ft.) Actual Req'd Level I Level 2 Level 3 General Services 155 210 210 210 210 Report to the City of Newport Beach Page 28 City Hall Space Needs Analysis Human Resources Department • The biggest increase in space required over space currently occupied is driven by upgrading workstations to the proposed standards for these positions. • The Director is allocated a department -head office standard, which is nearly double the present size, and other staff, some of whom are in shared offices, are each allocated private offices due to the need for privacy and confidentiality. • An open work area is also allocated for support staff and related functions. The space also in- cludes adequate circulation and access space, which accounts for most of the increase in need to- day. • A department conference room is allocated for interviews and some small -group or individual testing, though the room should be located for general use by other departments when available. All conference rooms, whether allocated to a specific department or not, should be reserved through a central system. • A separate file room is programmed for employee files, even though these are in an open area to- day. We believe the added security and the increased flexibility in providing ample storage space overcome any inconvenience from having the files more accessible in an open area. • Note that this department staffing is increased on the basis of total City growth as well as other needs (such as improved attention to risk management) based on our interviews with City staff. The space requirements take the staff projections into account. Summary The requirements are summarized as follows: Pres Pres Item (Net Sq. Ft.) Actual Req'd Level I Level 2 Level 3 Human Resources Department 1,200 2,178 2,178 2,318 2,608 Report to the City of Newport Beach Page 29 City Hall Space Needs Analysis Planning Department Administration • We have programmed a private office for the Director, and note that the standard for this position is essentially the same size office as that now provided. • The Administrative Assistant is allocated an open work area (not unlike the space today), includ- ing some added seating for visitors to the Director's office. Economic Development Economic Development staff are allocated private offices of appropriate workstation standard, and an open workstation for the department assistant. This open area should be near to the of- fices, but can otherwise be combined with the open work areas for the department so that support staff can communicate and work with one another as required. Current Plannin¢ • Current Planning is divided into two areas: the main office (which would be located with the rest of the department) and One -stop Shop (OSS) functions (which would be located with the central OSS counter and work areas for the City Hall). These functions are today on separate floors, but this need not be the case. The functions require convenient access between them both for staff and for public visitors. • The main office functions are provided with private offices (for Senior and Associate Planners), plus an open work area for Assistant Planner staff and equipment. Note that Senior Planners in the Department are allocated offices of slightly larger size than Associate Planners, based on a possible need for more visitor seating or more special project storage space. • The OSS functions include a counter allocation and a public waiting area. These should be exam- ined in relation to the other OSS counter and waiting areas which are programmed for the build- ing (see discussion below with City Hall Shared and Common Areas). • Note that there is only a small counter area which can be ascribed to Planning today; in the pro- jection of needs, we identify the need for one Planning counter station today and two in the future (but these should be shared as needed with other departments). • Staff work space in the OSS area is included for the Planning Technician in charge of counter functions and for two Assistant Planners who are programmed to be located in this vicinity. Advance Planning • Advance Planning staff are allocated private offices of appropriate workstation standard, and an open workstation for the department assistant. As noted above, Senior Planners in the Depart- ment are allocated offices of slightly larger size than Associate Planners, based on a possible need for more visitor seating or more special project storage space. • The Advance Planning open area (files and equipment only) should be near to the offices, but can otherwise be combined with the open work areas for the department. Shared Areas • A number of staff and items of equipment are shared by the planning functions of the department and are listed separately under the "shared" heading. This provides information for the designers so that these operations can be located for most convenient operations. Report to the City of Newport Beach Page 30 City Hall Space Needs Analysis We also program a conference room (similar in size to the room allocated today to the Building Department, but programmed as an enclosed room, not an open, panel - enclosed space). This room also is to be used for packet preparation, but will further be useful not only for conferences and meetings but to serve as workspace for special projects (or consultants) when this is needed. The department vault is sized based on the equipment located in it, and because it is so over- crowded the need is computed at 415 sq. ft. This also includes space for the items currently lo- cated under the stairs. In total, the existing storage space amounts to 257 sq. ft. Code Enforcement Code Enforcement staff currently share one large office. In the future we have programmed the Code Enforcement Supervisor with an office based on the standard for division managers, and provided a basic (120 sq. ft.) office for the assistant. This approach provides the most flexibility in the future, and also allows space to be allocated in different ways if the function is changed in the future. Summary The requirements are summarized as follows: Report to the City of Newport Beach Page 31 City Hall Space Needs Analysis Pres Pres Item (Net Sq. Ft.) Actual Req'd Level I Level 2 Level 3 Planning Department Administration NSF 579 630 630 630 630 Economic Development NSF 360 404 404 404 404 Current Planning Office Areas NSF 564 710 670 780 780 OSS Areas NSF 378 747 812 812 812 Advance Planning NSF 309 420 420 420 420 Shared Area NSF 1054 1280 1350 1350 1,440 Code Enforcement NSF 231 360 360 360 360 Total Planning Dept 3,475 4,551 4,646 4,756 4,846 Report to the City of Newport Beach Page 31 City Hall Space Needs Analysis Public Works Department Administration • We have programmed a private office for the Director, and note that the standard for this position is essentially the same size office as that now provided. • The Administrative Manager is programmed with an office here, and is presumed to remain with the Administrative area even if the One -stop Shop (OSS) functions which are supervised are lo- cated farther away in the future. • A work area is programmed with the Director (similar to the configuration today) for a possible administrative assistant and reception space in the administrative area. This space is used for general filing today. One Stop Shop Areas • OSS staff and support areas are programmed separately. These areas would be located near the public functions making up the City Hall OSS, including those for Building, Planning, and Public Works Departments. • The area includes an allocation for 3 counter stations today, and increasing to a requirement for 4 stations in the future (at PL -1). This is in line with the guidelines approved (via questionnaire) by the OSS review team and discussed in the white papers which have been submitted under sepa- rate cover. • The OSS functions include a public waiting area. This, and the counter stations as well, should be examined in relation to the other OSS counter and waiting areas which are programmed for the building (see discussion below with City Hall Shared and Common Areas). Engineering • Engineering requirements are divided into three parts: Administration (City Engineer), General Engineering, and Inspection /Survey. • The City Engineer is allocated space for a Deputy Department Director. Other engineers are al- located workstations according to the standards discussed elsewhere in this report. • There are three open work areas allocated to Engineering, but they can be combined based on building configuration and convenience. But each open area should be kept together for opera- tional efficiency. The three areas are (a) Engineering Open Work Area, (b) Inspection Open Work Area, and (c) Survey Open Work Area.. Transportation and Development Services • Transportation and Development Services requirements are divided into three parts: Administra- tion (the T &DS Manager), Transportation, and Development Services. • As with Engineering (noted above), each engineer is allocated a workstation according to the standards discussed elsewhere in this report. • Two open work areas (Transportation, and Development Services) are programmed separately, but these can be combined in design and layout, as long as the staff workstations and items of equipment programmed in each one are kept together. • Note that in some cases we have programmed layout tables, copy and blueline equipment, and other items which require general access by various staff from any part of the Department. Report to the City of Newport Beach Page 32 City Hall Space Needs Analysis A Traffic Control Room is programmed with Transportation and should be designed with its elec- tronic systems and other requirements in mind. This room will have display panels and computer equipment that connects to the traffic sensors and control devices throughout the City. A Plan File Room ( "vault ") is programmed with Development Services to contain the archive of plans for the City's public works as well as the scanning and printing system which the City is moving to. The room size is based on current equipment, with some allowance for growth. But, due to current crowding, the present need is 610 sq. ft. compared to 458 sq. ft. today (this existing figure includes the plan storage rooms in both buildings). Shared Areas • Three areas are programmed as "shared" by the department: a conference room, a coffee area, and a general storage room. • The program includes space for a department conference room somewhat larger than the present one (to accommodate 8 persons comfortably). This should be located for general City use, as well as occasional public access, but it is expected that Public Works will make significant use of it. All conference rooms, whether allocated to a specific department or not, should be reserved through a central system. • Note that a separate conference room is allocated with general OSS areas, similar in size to the existing Public Works conference room. See discussion with City Hall Shared and Common Ar- eas. The coffee area and general store room should be convenient to all staff areas. The store room corresponds to the space currently under the back stairs. Summary The requirements are summarized as follows: Report to the City of Newport Beach Page 33 City Hall Space Needs Analysis Pres Pres Item (Net Sq. Ft.) Actual Req'd Level I Level 2 Level 3 Public Works Administration NSF 714 780 780 780 780 OSS Areas NSF 642 1040 1 105 1 105 1,105 Engineering NSF 1903 2300 2385 2530 2,530 Transportation & Dev. Svcs. NSF 2099 2782 2852 3122 3,327 Shared Areas NSF 365 500 500 500 500 Total, Public Works Dept 5,723 7,402 7,622 8,037 8,242 Report to the City of Newport Beach Page 33 City Hall Space Needs Analysis City Hall Shared and Common Areas Conference Rooms • Two conference rooms are programmed with City Hall Shared and Common Areas: a 300 sq. ft. conference room seating up to 12 persons (8 -10 with a presentation area), and a large conference room of 560 sq. ft. intended to serve as the "Fire Department' conference room does today. • In addition, a number of conference rooms are programmed with the departments as primary us- ers, though it is understood that all' conference rooms will be accessible for use by any depart- ment if it is so scheduled. The use of conference rooms should be scheduled through a central re- source (via computer). Each conference room programmed with a department should be located in close proximity to it. • The following table summarizes the programmed conference rooms, and compares them to the corresponding areas where feasible. Note that there are 4 new conference rooms in the program: City Manager conference, Administrative Services conference, Human Resources inter- view /conference, and a new, smaller Fire Department conference in lieu of the larger one now listed with Shared & Common Areas. Building Lobby and Related Areas • The existing building lobby (excluding the workstations and lobby conference room) amounts to 532 sq. ft. today. In keeping with this conservative approach we have programmed only 1,000 net sq. ft. into lobby space. Additional space may be derived from the net -to -gross circulation al- lowance, but this depends entirely on circumstances of design and layout. • Public lavatories are not separately programmed and are assumed to be contained in the 80% building efficiency used to calculate gross space requirements. Lunchroom We have programmed a modest lunchroom facility similar to that which exists today. The City has recently invested space and funds to provide a newly configured lunchroom, and the consen- sus obtained in our interviews suggests that this size facility meets the City Hall requirements. ' There may be exceptions to this, based on City policy. For example, the Law Library might be off - limits, due to valuable books there, unless cleared with the City Attorney. Report to the City of Newport Beach Page 34 City Hall Space Needs Analysis Existing Standard Required Sq. Ft. if any Code Sq. Ft. Programmed with Shared & Common Areas Hearing Room ('Lobby Conf Rm" today) 244 C -5 300 Large Conference Room (general use) (see Fire Dept) C -9 560 Programmed with Departments City Admin - Council Conference Room 400 (Existing) 400 City Mgr. Conference Room none C -3 180 Admin. Svcs. Conference Room none C -5 300 Bldg. Dept. Conference Room /Library 178 C -3 180 City Atty. Law Library 258 C -5 300 Fire Department Conference Room 555 C -6 360 HR Conference /Interview Room none C -3 180 Planning Dept. Conf Rm /Packet Prep 84 C -3 180 Public Works Conference Room 176 C -4 240 Shared Areas -OSS Conference Rm none C -3 180 Total SF, all Conference Rooms 1,895 3,360 Total No. of Conference Rooms 7 12 Avg. SF /Room 271 280 Building Lobby and Related Areas • The existing building lobby (excluding the workstations and lobby conference room) amounts to 532 sq. ft. today. In keeping with this conservative approach we have programmed only 1,000 net sq. ft. into lobby space. Additional space may be derived from the net -to -gross circulation al- lowance, but this depends entirely on circumstances of design and layout. • Public lavatories are not separately programmed and are assumed to be contained in the 80% building efficiency used to calculate gross space requirements. Lunchroom We have programmed a modest lunchroom facility similar to that which exists today. The City has recently invested space and funds to provide a newly configured lunchroom, and the consen- sus obtained in our interviews suggests that this size facility meets the City Hall requirements. ' There may be exceptions to this, based on City policy. For example, the Law Library might be off - limits, due to valuable books there, unless cleared with the City Attorney. Report to the City of Newport Beach Page 34 City Hall Space Needs Analysis One -Stop Shop Facil ty One -stop Shop (OSS) facilities are programmed with the departments that each have some OSS functions (Building, Planning, Public Works). There are additional areas which are not allocated to the needs of one department, however, and these are programmed here with City Hall Shared and Common Areas. • The additional items programmed here include (a) Counter space (2 stations) for other users, such as on call or on periodic scheduled bases. These may include Utilities, Harbor, General Services, Police, and others. In addition, even though the Fire Department is programmed space for public counter functions with the Fire Marshal, it may be desired to have the Fire Department physically locate some staff resources to the central OSS on a scheduled bases, and this counter allowance would serve such a plan. (b) Visitor research space, including provision for 2 -3 PC terminals, file areas, and two work ta- bles. (c) Space behind the public counter for 3 -4 department PC terminals for staff use. (d) A conference room, similar in size to the existing Public Works conference room, and for use exclusively by OSS functions. • The areas programmed with the three main OSS departments include the following: (a) Building counter stations (4 now, then 5) each about 5 -ft 6 -in wide) (b) Planning counter stations (1 now, then 2) each about 5 -ft 6 -in wide) (c) Public Works counter stations (3 now, then 4) each about 5 -ft 6 -in wide) (d) Waiting Areas with each department, totaling 480 sq. ft. (e) Staff workstations and work areas with each department. • The total OSS space requirement, including the department areas, conference room, visitor areas, counters, etc., is 4,237 net sq. ft. at present and 4,642 net sq. ft. at PL -2/3. Warehouse and Storage The existing warehouse space is 445 net sq. ft. (including interior aisles), and we have pro- grammed a requirement of 600 net sq. ft. plus 90 sq. ft. for net circulation areas. The added space should accommodate both the increase need due to the small amount of City Hall growth over time, and also integration of file storage space into a warehouse area (now in the attic of Building B). Summary The requirements are summarized as follows Item (Net Sq. Ft.) Pres Actual Pres Req'd Level I Level 2 Level 3 City Hall Shared /Common Areas Conference Center NSF 244 1080 1080 1080 1,080 Building Lobby & Related NSF 532 1000 1000 1000 1,000 Lunch Room NSF 540 730 730 730 730 OSS Facility Additions NSF 0 690 690 710 710 Warehouse NSF 445 690 690 690 690 Total, Shared /Common Areas 1,761 4,190 4,190 4,210 4,210 Report to the City of Newport Beach Page 35 City Hall Space Needs Analysis REQUIREMENTS DETAILS- DATA SHEETS AND BUBBLE DIAGRAMS The following pages present the requirements detail computation sheets. The conventions used and other information which may assist in reading the data sheets are presented in Appendix A of this re- port. The standards which underly the requirements are presented in Appendix B. Report to the City of Newport Beach Page 36 City Hall Space Needs Analysis Newport Beach Civic Center Space Needs Analysis City Hall - Page I Griffin Advisors, Inc. Printed 3/21/05 -- Administration - __--_--_--_--_ Council Member DeptAsst to Mayor Circulation Allowance Tmal, Council Office Areas, NSF Council Chambers Ames Council Conference Room Council Lavatory Chambers, Front Am Chamber. Projection Chambers, Lobby Chambers, Inner (Net) Circulation Chambers, Lobby Lavatories Chambers, Misc Mechanical Areas --------- - - - - -- E- Office of City Mamager --------- - - - - -- -- --------- - - - - -- --------------- -- - - - - -- _-------- : - -� -- - - - - -- -D ------ - -� - -� -- --------- - - - - -- == ========= = = = = == -- --------- - - - - -- -- --------- - - - - -- Griffin Advisors, Inc. Printed 3/21/05 Newport Beach Civic Center Space Needs Analysis City Hall - Page 2 ITEM Space Standard At Present Projected Reg uirements Actual R uired Level 1 Level 2 Level 3 Code IS q. F[. 5 . Ft. WS Qt 5 . Ft. WS Q 5 . Ft. WS Q 5 . Ft, WS Qt S . Ft. Administrative Services Department Administration /Resource Management Director/Treasurer PO -6b 280 177 1 1 280 1 1 280 1 1 280 1 1 260 Deputy Director PO -5 210 180 1 1 210 I 1 210 1 1 210 1 1 210 Adm.Asst en -E 100 57 1 1 100 1 1 100 1 1 100 1 1 100 Conference Room none at resent C -5 300 1 300 1 300 1 300 1 300 Subtotal Assigned SF 414 3 890 3 890 3 890 3 890 Circulation Allowance Unit Circ-3 20% 105 180 180 180 180 Total ASD Administration, NSF 519 3 1,0701 3 1,0701 31 1 1,070 31 1 1,070 Fisca[ Services Administration Fiscal O s.M c PO4 180 101 1 1 [80 1 1 180 1 1 180 I I 180 Subtotal Assigned SF 101 1 180 1 180 1 180 1 180 Circulation Allowance Unit Circ-3 20% 40 40 40 40 T=I,ASD, Fiscal Svcs,Adm. NSF 101 1 220 1 220 1 220 1 220 Cashiering & Collections Cashiering Open Work Area [41 [63 11 [63 1] [63 11 [631 Fiscal Spec. (supervising) en -C 64 55 1 1 64 1 1 64 1 1 64 1 1 64 E u ment near Supervisor 32 File Lax File IS I IS I IS I IS I IS Typewriter station stand IS I IS I IS 1 15 1 15 Sr. Fiscal Clerk en -C 64 59 1 1 64 1 1 64 1 1 64 1 1 64 Fiscal Clerk en -C 64 42 1 1 64 1 1 64 1 1 64 1 1 64 Fiscal Clerk (pt) n -C 64 102 2 2 128 2 2 128 2 2 128 2 2 128 Equipment Counter and Behind Public Counter (each "station ") cntr stn 40 127 3 120 3 120 3 120 3 120 Su Ties now closet ) Stg Cab IS ind. I IS 1 15 1 IS I IS Printer print 20 Ind. 1 20 1 20 1 20 1 20 (other items included in cmr standard) Circulation inside work area inner circ2 25% 126 126 126 126 Subtotal Assigned SF 417 5 631 5 631 5 631 5 631 Circulation Allowance Unit Circ -2 15% 95 90 90 90 90 TotaI,ASD, Fiscal Svcs, Cashiering NSF 512 5 721 5 721 5 721 5 721 Accounts Payable Cashiering Open Work Area 174 340 340 340 340 Fiscal Spec en -C 64 33 1 1 64 1 1 64 1 1 64 1 1 64 Sr. Fiscal Clerk en -C 64 46 1 1 64 1 1 64 1 1 64 2 1 64 Fiscal Clerk en -C 64 16 1 1 64 1 1 64 1 1 64 1 1 64 E u ment 79 Files file 10 6 60 6 60 6 60 6 60 Printer print 20 1 20 1 20 1 20 1 20 Circulation inside work area inner cirQ 25% 68 68 68 68 Subtotal Assigned SF 174 3 340 3 340 3 340 4 340 Circulation Allowance Unit Circ-2 IS% 31 50 So 50 50 Tota6ASD, Fiscal SVcs,A/P NSF 205 3 390 3 390 3 390 4 390 Print Shop Work Room allow B00 719 1 B00 1 800 1 800 1 B00 Manager Ind. I I I I Specialist ind. I I I I Equipment incl. Subtotal Assigned SF 719 2 800 2 800 2 800 2 800 Circulation Allowance Unit Circ-I Ill% Inc[. 80 80 80 so Tmal,ASD, Fiscal Svcs, Print Shop NSF 719 2 880 2 880 2 880 2 880 Griffin Advisors, Inc. Printed 3/21/05 Newport Beach Civic Center Space Needs Analysis City Hall - Page 3 ITEM Space Standard At Present Projected Re uirements Actual R uired Level 1 Level 2 Level 3 Code IS q. Ft. 5 . Ft. WS Qt S . Ft. WS Q 5 . Ft. WS Q 5 . Ft. WS Qt S . Ft. Mailroom /Remittance Processing Work Room allow 600 513 1 600 1 600 1 600 1 600 Coordinator /Fiscal Clerk Ind. I I I I Fiscal Clerk Ind. I I I 1 Equipment ind. Subtotal Assigned SF 513 2 600 2 600 2 600 2 600 Circulation Allowance Unit Circ-I 10% 60 60 60 60 Toml,ASD, Fiscal Svcs, Mailroom NSF 513 2 660 2 6601 2 660 2 660 Total, Fiscal Services 2,050 13 2,871 13 2,871 13 2,871 14 2,871 Management Information Systems Administration Manager PO-4 180 141 1 1 180 1 1 180 1 1 180 1 1 180 Subtotal Assigned SF 141 180 1 180 1 180 1 I80 Circulation Allowance Unit Circ -3 20% 40 40 40 40 TotsI,ASD, MIS,Administration NSF 141 1 220 I 220 1 220 1 220 A Acadian. Coordinator PO -2 120 121 1 1 120 1 1 120 1 1 120 1 1 120 Senior Analyst PO -2 120 126 1 1 120 1 1 120 1 1 120 1 1 120 Analyst PO -2 120 381 3 3 360 3 3 360 3 3 360 3 3 360 MISTechnician en -D 80 82 1 1 80 2 2 160 2 2 160 2 2 160 Subtotal Assigned SF 710 6 1 680 7 7601 71 760 71 760 Circulation Allowance Unit Circ-3 20% 25 140 I50 150 I50 Total,ASD, MIS.Applications NSF 735 6 820 7 910 7 910 7 910 GIS GIS Open Work Area 46 66 33 733 33 GIS Coordinator en -D 80 58 1 1 80 1 1 80 1 1 80 1 1 80 GISAnaI st en -E 100 60 1 1 100 I 1 100 1 1 100 I I 100 Mapping Asst, en -E 100 160 2 2 200 2 2 200 2 2 200 2 2 200 PT/Temp /Intern en -C 64 56 1 1 64 2 2 128 2 2 128 2 2 128 Equipment 133 Counter/Reception access control cntr stn 40 1 40 1 40 1 40 1 40 Plotter print -3 30 2 60 2 60 2 60 2 60 Printer shared rint -I 10 I 10 1 10 1 10 1 10 Files file 10 6 60 6 60 6 60 6 60 Horizontal flat plan file (stack) flat plan -h 40 1 40 1 40 1 40 1 40 Vertical rolled plan file. roll Ian -v 5 3 15 3 IS 3 15 3 15 Bookcase be 2 Circulation inside work area inner circ2 25% 167 183 183 183 Subtotal Assigned SF 467 5 836 6 916 6 916 6 916 Circulation Allowance Unit Circ-2 15% 190 130 140 140 140 Total,ASD, MIS, GIS NSF 657 5 966 6 1 1,056 6 1,056 6 1,056 Operations Operations Open Work Area [39 552 552 [552 552 Coordinator en-D 80 77 1 1 80 1 1 80 11 1 80 1 1 80 MIS Tech Supip Sec en -C 64 197 3 3 192 3 3 192 3 3 192 3 3 192 Equipment 116 Work Table (large) table 40 1 40 1 40 1 40 1 40 Printer shared rint -2 20 1 20 1 20 1 20 1 20 TV CartffrainingTapes can 10 1 10 1 10 1 10 1 10 Storage stg cab IS 3 45 3 45 3 45 3 45 Bookcases reference be 10 2 20 2 20 2 20 2 20 Coffee cof -I IS I IS I IS 1 15 I IS Misc. storage area/floor space allowance 20 1 20 1 20 1 20 1 20 Circulation inside work area inner circ2 25% 110 110 1 10 1 10 Storeroom Clos -5 90 58 1 90 I 90 1 90 1 90 rT(.-.-te that items now also in circulation corridors Griffin Advisors, Inc. Printed 3/21/05 Newport Beach Civic Center Space Needs Analysis City Hall - Page 4 ITEM Space Standard At Present Pro acted Requirements Actual R uired Level 1 Level 2 Level 3 Code 5 . Ft. 5 . Ft. WS Qt S . Ft. WS Q S . Ft. WS Q 5 . Ft. WS Qt So. Ft. Subtotal Assigned SF 1 448J 4 1 642 41 1 642 4 1 642J 41 642 Circulation Allowance Unit Circ -2 15%1 1251 1 100 I I 100 100 100 To=I,ASD, MIS, Operations NSF 573 4 742 4 742 4 742 4 742 Computer Room Computer Room Allowance 500 443 1 500 1 500 1 500 I 500 Subtotal Assigned SF 443 0 1 5001 0 Soo 0 500 0 500 Circulation Allowance Unit Circ -1 10% ind. 50 50 50 50 T=I,ASD, MIS, Computer Room NSF 4431 01 1 550 0 5501 0 550 0 550 Telecommunicationslnetworks Telecom Open Work Room [209 [381 381 [381 381 Comm. Coordinator en-D 80 82 1 1 60 1 1 80 I 1 80 1 1 80 (Combine with pay phone ws, below Comm. Spec en -C 64 42 1 1 64 1 1 64 1 1 64 1 1 64 E ui ment 85 Story a wall a ui ment s cab 15 7 105 7 105 7 105 7 105 Filing file 10 1 10 1 10 1 10 1 10 Cart can 10 1 10 1 10 1 10 1 10 Workstation hone control en -A 36 1 36 1 36 1 36 1 36 Circulation inside work area inner circ2 25% 76 76 76 76 Pay Phone Control Equipment Rm Clos -3 45 42 1 45 1 45 1 45 1 45 Storage Room Allowance 350 311 1 350 1 350 1 350 1 350 Telephone Equipment Room Not listed here. See Building Support/Common Areas Subtotal Assigned SF 562 2 776 2 776 21 1 776 2 776 Circulation Allowance Unit Circ-2 15% 78 120 120 120 120 TotaLASD, MIS,Telecoms NSF 640 2 896 2 896 2 896 2 696 Total, MIS 3,189 18 4,194 20 4,374 20 4,374 20 4,374 Revenue Many er PO-4 180 153 1 1 180 1 1 180 I 1 180 1 1 180 Revenue O en Work Area (Reception) 120 8 28 226 28 Counter can integrate, with WS's cntr stn 40 21 80 21 80 2 80 2 80 Fiscal Clerk en -C 64 120 2 2 128 2 2 128 2 2 128 2 2 128 Other Equipment File file 10 2 20 2 20 2 20 2 20 Circulation (included) Revenue Open Work Area 595 12 912 992 1,072 Rev.Tech. en -D BO 62 I 1 80 1 1 80 1 1 80 I 1 80 Fiscal Spec. en -C 64 98 2 2 128 2 2 128 2 2 128 2 2 128 Fiscal Spec. t en -C 64 36 1 1 64 1 1 64 1 1 64 1 1 64 Sr. Fiscal Clerk en -C 64 35 I 1 64 1 I 64 1 1 64 I 1 64 Fiscal Clerk en -C 64 64 1 1 64 1 1 64 2 2 128 3 3 192 License Inspector en -A 36 72 2 2 72 2 2 72 2 2 72 2 2 72 Film Liaison en -A 36 36 1 1 36 1 1 36 1 1 36 1 1 36 Hearing Officer en -A 36 35 1 1 36 1 1 36 1 1 36 1 1 36 Files and Equipment Coffee (See Department Shared Areas) 20 Work table table 40 137 2 80 2 80 2 80 2 80 Printer print-2 201 incl. 2 40 2 40 2 40 2 40 Coy copy-2 40 Ind. 1 40 1 40 1 40 1 40 Cam can 10 incl. I 10 1 10 1 10 1 10 Bookcase /Reference Materials be 10 ind. I 10 1 10 1 10 1 10 Coacrack coat 6 ind. I 6 I 6 1 6 1 6 Circulation inside work area inner circ2 25% 182 182 198 214 Hearing Room (listed with shared /common areas) Subtotal ned SF 868 13 1,320 13 1,320 14 1.400 15 1,480 Circulation Allowance Unit Circ- IS% 216 200 200 210 220 Total,ASD, Revenue NSF I 1 1 1,0841 131 1 1,5201 13 1,520 11 1 1,610 15 1,700 Griffin Advisors, Inc. Printed 3/21 /05 Newport Beach Civic Center Space Needs Analysis City Hall - Page 5 Griffin Advisors, Inc. Printed 3/21 /05 Finance Ofcr. G M Files & Equipment Storage Cabinet (or equal) PayrollWorkArea NtneThis area requires some privacy. I Fiscal Spec. payroll) Files & Equipment Counter (can incl with WS) M Storage Cabs (mainly printouts) M Circulation inside work area .. Subtotal Assigned SF MEE ME Circulation Allcw�mce ME T=I,ASD.Accounting NSF M High-Density Shelving (Y units) M Hoist for lifting collection bins .. Circulation inside work area M (Note, no coffee programmed in other divisions M except for MIS which has night aulvity) Subtotml Assigned SF .. Toml,ASD, Shared Areas NSF MEE , ME ■. �..�..�..�..� G ========= = = = = == Griffin Advisors, Inc. Printed 3/21 /05 Newport Beach Civic Center Space Needs Analysis City Hall - Page 6 ITEM Space Standard At Present Projected Reg uirements Actual R uired Level 1 Level 2 Level 3 Code IS q. Ft. S . Ft. WS Qt S . Ft. WS Q 5 . FL WS Q WS Qt S . Ft. Building Department Administration 16t4 Building Director PO -66 280 272 1 1 280 1 1 280 1 1 1 1 280 O en Work Area 319 511 631 631 Admin.Asst en -D 80 93 1 1 80 1 1 80 1 1 1 1 80 De Asst en -C 64 51 1 1 64 1 1 64 1 I 1 1 64 Office Asst. en -rece .I 100 76 1 1 100 1 1 100 1 1 100 1 1 100 Aide en -B 48 0 01 0 2 2 96 2 2 96 2 2 96 Equipment 99 MF Reader /Printer sws 45 1 45 1 45 1 45 1 45 MF Files file 10 2 20 2 20 2 20 2 20 Table with Fax, PC cable 40 1 40 1 40 1 40 1 40 File- General file 10 5 50 5 50 5 50 5 50 File -Dep. Director file 10 1 10 1 10 1 10 1 10 Circulation inside work area inner circ2 25% incl. 102 126 126 126 it Co Center for de artment co y -3 60 43 1 60 1 60 1 60 1 60 Supplies Closet dos -2 30 20 1 30 1 30 1 30 1 30 Coffee Niche cof4 60 47 1 60 1 60 1 60 1 60 Conference Room/Libra C -3 180 178 1 180 1 180 1 180 1 180 Subtotal Assigned SF 879 4 1,121 6 1,241 6 1,241 6 1,241 Circulation Allowance Unit Circ -2 15% 276 170 190 190 190 Total, Bldg Dept,Admin NSF I,I55 4 1,291 6 1,431 6 1,431 6 1,431 Plan Check & Permittin Administration Deputy Bldg. Official PO -5 210 168 1 1 210 1 1 210 1 1 210 1 1 210 Subtotal Assigned SF 168 1 210 1 210 1 210 1 210 Circulation Allowance Unit Circ -3 20% 53 40 40 40 40 Total, Bldg Dept, Plan CheckAdm NSF 221 1 250 1 250 1 250 1 250 Customer Service - One Stop Shop Customer Work Area at One -Sto Shop) 346 10 0 70 70 Sr. Permit Tech. en -E 100 105 1 1 100 1 100 1 1 100 1 1 100 Permit Tech & Intern en -B 48 124 3 3 144 4 4 192 4 4 192 4 4 192 Intern /Aide en -B 48 incl.1 I I 11 48 1 11 48 I 1 48 1 1 48 Files & Equipment 117 Table with printers (2) table 40 1 40 1 40 1 40 1 40 Files back of work area file 10 14 140 14 140 14 140 14 140 Plan File Bins back of work area allow ea If 6 16 96 16 96 16 96 16 96 (Note: bins now above files, so ladder is needed. Buts ace is programmed as if it is a separate file unit Circulation inside work area inner circ2 25% !net. 142 154 154 154 Counter Allocation Public Counter cntr stn-I 55 239 4 220 5 275 5 275 5 275 Waiting allocation allowance 200 168 1 200 1 200 1 200 1 200 Subtotal Assigned SF 753 5 1,130 6 1,245 6 1,245 6 1,245 Circulation Allowance Unit Circ-2 15% 158 170 190 190 190 Total, Bldg. Dept., Cust Svc(OSS, NSF 911 5 1,300 6 1,435 6 1,435 6 1,435 Plan Check- One Stop Shop Civil En r en -E 100 102 I I 100 2 2 200 2 2 300 200 Subtotal Assigned SF 102 1 100 2 200 2 200 200 Circulation Allowance Unit Circ-3 20% incl. 20 40 40 40 Total, BI Dept., Plan Ch OSS , NSF 102 1 120 2 240 2 240 240 Griffin Advisors, Inc. Printed 3/21/05 Newport Beach Civic Center Space Needs Analysis City Hall - Page 7 ITEM Space Standard At Present Projected Reg uirements Actual R uired Level 1 Level 2 Level 3 Code ISq. Ft. 5 . Ft. WS Qtyj S . Ft. WS Qtyj 5 . Ft. WS Qty 5 . Ft. WS Qty S . Ft. Plan Check - Back Office Civil En r P0-2 120 328 3 3 360 3 3 360 3 3 360 4 4 4B0 Vault/Plm File Storage Room Allowance ISO 139 1 ISO 1 180 1 180 1 180 Plan Rack / Forms in open area Allowance 50 34 1 50 1 50 1 50 1 50 Subtotal Assigned SF 501 3 590 3 5901 3 590 4 710 Circulation Allowance Unit Circ-3 20% 157 120 120 120 140 Total, Bldg. Dept., Plan Ch (OSS), NSF 1 658 3 710 3 710 31 710 4 850 Total, Plan Check& Pennitdn 1,892 10 2,380 12 2,635 12 2,635 13 2,775 Ins ection Division Administration Chief Bldg. Ins p. PO -3 150 180 1 1 ISO I I ISO I I ISO 1 1 150 (Note that library is added to conf rm, above PC Station share in open area en -A 36 22 1 36 1 36 1 36 1 36 Res'] Building Record Res. Bld .Record Ins p. en -B 48 31 1 1 48 1 1 48 1 1 48 1 1 48 Residential Inspection Pc Bldg, Ins . en -D BO 65 1 1 80 1 1 80 1 1 80 1 1 80 Sr. Bldg. Ins. en -.0 64 31 1 I 64 I 1 64 1 1 64 1 I 64 Bid .Ins . en -B 48 198 6 6 268 7 7 336 7 7 336 7 7 336 Commercial Inspection Pc BId .Ins . en -D BO 65 1 1 60 1 1 80 1 1 80 1 1 80 Sr. Bldg. Ins . en -C 64 62 2 2 128 2 2 128 2 2 128 2 2 12B Bldg. Insp. en -B 48 1 1 48 1 1 48 Subtotal Assigned SF 654 13 874 14 922 15 970 15 970 Circulation Allowance Unit CircA 25% 287 220 230 240 240 Total, Bldg De t. Ins ection NSF 941 13 1,094 14 LI52 IS 1,210 IS 1,210 Total Building Department 3,9881 271 4,765 321 1 5,2181 33 1 5,2761 341 1 5,416 Density sf/workstation) 147.7 176.5 163.1 1 159.9 1 1 159.3 I ij�fl Griffin Advisors, Inc. Printed 3/21/05 Newport Beach Civic Center Space Needs Analysis City Hall - Page 8 ITEM Space Standard At Present Projected Reg uirements Actual R uired Level 1 Level 2 Level 3 Code ISq. Ft. 5 . Ft. WS Qty 5 . Ft. WSJ Qtyj 5 . FL WS Qty 5 . Ft. WS Qty S . Ft. City Attorney City Atty PO -6b 280 273 1 1 280 1 1 280 1 1 280 1 1 280 Assc Ci A. PO -5 210 208 1 1 210 1 1 210 1 1 210 1 1 210 D.7. Cl Atty PO -5 210 153 1 1 210 1 1 210 2 2 420 2 2 420 Ix O enWork Area 62 39 39 39 39 Adm.ASSt en -E 100 174 1 1 100 1 1 100 1 1 1001 1 1 100 Law Clerk/Intern en -C 64 35 1 1 64 1 1 64 1 1 64 1 1 64 De .Asst en -C 64 35 1 1 64 1 11 641 1 1 64 1 1 64 E ui ment allowance 75 18 Cap ., paper sto a copy- 1 20 1 20 1 20 1 20 1 20 Files fie 10 2 20 2 20 2 20 2 20 coffee cof -2 20 1 20 1 20 1 20 1 20 Guest Seating chair IS 2 30 2 30 2 30 2 30 Circulation inside work area innercirc2 25% 79 79 79 79 Law Uba C -5 300 258 1 300 1 300 1 300 1 300 Su lies Clos -2 301 151 1 30 1 30 1 30 1 30 File Room 118 1 I50 I I50 1 150 1 I50 Litigation Files file 10 4 4 4 4 Code Enforcement Files file 10 3 3 3 3 Subject Files file 10 4 4 4 4 Storage for 26 canons s cab I S 2 2 2 2 shredder allowance 10 I I I I Subtotal Assigned SF 1,287 6 1,577 6 1,577 7 1,787 7 1,787 Circulation Allowance Unit Cim- 15% 179 240 240 270 270 Total CicyAttorney NSF 1 1,4661 6 1,817 6 1.817 7 2,0571 7 2,057 Total City Attorney 1,4661 6 1,817 6 1,817 7 2,057 7 2,057 De sky sf /workstation) 244.3 302.8 302.8 293.9 293.9 Griffin Advisors, Inc. Printed 3/21/05 Newport Beach Civic Center Space Needs Analysis City Hall - Page 9 ITEM Space Standard At Present Projected Reg uirements Actual R uired Level 1 Level 2 Level 3 Code IS q. Ft. 5 . Ft. WS Qt 5 . Ft. WS Q 5 . FL WS Q 5 . Ft. WS Qt S . Ft. City Clerk Ci Clerk PO -66 280 125 1 1 280 1 1 280 1 1 280 1 1 280 Public CounterArea allow 12' cntr stn 40 66 3 120 3 120 3 120 3 120 O en Work Area 59 423 423 423 423 Dep. Ci Clerk en -D 80 75 1 1 BO 1 1 80 1 1 801 1 1 BO De. City Clerk en -D 80 77 1 1 80 1 1 80 1 1 80 1 1 80 E ui ment Sunning Station sws 45 33 1 45 1 45 1 45 1 45 Work Counter /Packet Prep 10 ft cntr -In ft 6 74 10 60 10 60 10 60 10 60 Copy copy-2 40 ind. 1 40 1 40 1 40 1 40 Council Mail Racks allowance 20 ind. 1 20 1 20 1 20 1 20 Su Ties s .cab 15 Incl. 2 30 2 30 2 30 2 30 Circuladon inside work area inner circ2 25% incl. 68 68 68 68 Vault 145 1 200 1 200 1 200 1 200 Shelving unit - Minutes shy 15 I 1 1 1 Shelving unit - Resolutions shv IS 2 2 2 2 Shelving unit - General hi -dens' be 10 10 10 10 10 Files file 10 3 3 3 3 Cart &Tub file cart 10 2 2 2 2 Subtotal Assigned SF 595 3 1,023 3 1,023 3 1,023 3 1,023 Circulation Allowance Unit Circ -2 IS% 229 150 150 150 150 Total, NetSq. Ft. Block Area 824 3 1,173 3 1,173 3 1,173 3 1,173 Total City Clerk 824 3 1,173 3 1,173 31 1 1,173 31 1 1,173 Density (sf /workstation ) 274.7 391.0 391.0 391.0 391.0 Griffin Advisors, Inc. Printed 3/21/05 Newport Beach Civic Center Space Needs Analysis City Hall -Page 10 ITEM Space Standard At Present Projected Reg uirements Actual R uired Level 1 Level 2 Level 3 Code ISq. Ft. 5 . Ft. WS QtyJ 5 . Ft. WSJ Qtyj 5 . FL WS Qty 5 . Ft. WS Qty S . Ft. Community Services Administration Director PO -6b 280 199 1 1 280 1 1 1 280 1 1 280 fi2l Reception Area/Counter [382] [472] [472] [472] Counter/Waitin Area allowance 120 114 1 120 I 120 1 120 Once Asst. en -C 64 149 2 2 128 2 2 2 128 2 2 128 Integrate work stations into counter. E ui ment 58 copy copy- 1 20 1 20 1 20 1 20 1 20 Work Counter 8' /Sto a /Fax allow 40 1 40 1 40 1 40 1 40 Table table 40 1 40 1 40 1 40 1 40 Coffee cof -3 30 61 1 30 1 30 1 30 1 30 Circulation inside work area inner circ2 25% Incl. 94 94 94 94 Administration Open Work Area [150] [272 272] [272] [272] Adm.A.st. en -C 64 45 1 1 64 1 1 64 11 1 64 1 1 64 Sr. Fiscal Clerk en -C 64 43 1 1 64 1 1 64 1 1 64 1 1 64 E ui ment Workcounter 15' with scg cmr -In ft 6 62 IS 90 15 90 IS 90 IS 90 Circulation inside work area inner circ2 25% Ind. 54 54 54 54 City Halls ace not provided for: (Media Coordinator.) (Graphic Spec.) Subtotal Assigned SF 1 7311 51 1,024 5 1,024 51 1 1,0241 51 1,024 Circulation Allowance Unit Circ.2 15% 162 150 150 I I So 150 Total, Community Svcs.,Admin. NSF 8931 51 1,174 5 1,1741 51 1,1741 51 1,174 Recreational Services Recreation Supt. PO-4 180 168 1 1 180 I 1 180 1 1 180 1 1 180 Recreation Manager PO -3 I50 263 2 2 300 2 2 300 2 2 300 2 2 300 Recreation Coordinator PO -2 120 484 4 4 480 4 4 480 4 4 480 4 4 480 Recreation Open Work Area 136 [245 390] 390 [390] Can combine with Admin O en Area, above De [Asst en -D 80 90 1 1 80 2 2 160 2 2 160 2 2 160 Field Desk en -A 36 ind. 1 1 36 2 2 72 2 2 72 2 2 72 Equipment 46 Files file 10 8 80 8 80 8 80 8 80 Circulation inside work area inner circ2 25% ind. 49 78 78 78 Closet lifeguard uniforms, etc. clos -2 30 30 1 30 1 30 1 30 1 30 Store Room 102 I 150 1 150 150 I I50 Shelving shy IS 3 45 3 45 3 45 3 45 Ste - e Cabinet (supplies, etc. cab IS I IS 1 15 1 IS 1 15 Filel file 10 1 10 1 10 1 10 1 10 AN Can cart 10 1 10 1 10 1 10 1 10 Easels, screens, Flat storage allowance IS I IS 1 15 1 IS I IS Open Floor storage, misc. items allowance 25 1 25 1 25 1 25 1 25 Circulation inside work area inner circ2 25% ind. 30 30 30 30 Ci Halls ace not provided for: Rec. MaincWkc) Subtotal Assigned SF 1,183 9 1,385 II 1,530 11 1,530 11 1,530 Circulation Allowance Unit Circ-2 15% 210 230 230 230 Total, Community Svcs., Rec Svcs. NSF 1,183 9 1,595 II 1,760 II 1,760 Total Commun' Services 2,076 14 2,769 16 J1,7601 2934 Densi sf/workstation 148.3 197.8 183.4 183.4 Griffin Advisors, Inc. Printed 3/21/05 Newport Beach Civic Center Space Needs Analysis City Hall - Page I I ITEM Space Standard At Present Projected Reg uirennents Actual R uired Level 1 Level 2 Level 3 Code IS q. Ft. 5 . Ft. WS Qt 5 . Ft. WS Q 5 . Ft. WS Q WS Qt S . Ft. Fire Department Office of the Chief 1280 Fire Chief PO -6b 280 234 1 1 280 1 1 280 1 1 1 280 Adm.ASSt Rece -2 ISO 174 1 1 180 1 1 180 1 1 1 1 180 Subtotal Assi ned SF 408 2 460 2 460 2 2 460 Circulation Allowance Unit Circ- 25% 60 120 120 120 120 Total, Fire Deipc Oft. of Fire Chief NSF 468 2 580 2 5801 21 580 2 580 Su )port Services Manager PO-4 ISO 198 1 1 180 1 1 180 1 1 180 1 1 180 Sr. Fiscal Clerk en -C 64 76 1 1 64 1 1 64 1 1 64 1 1 64 Added equipment allowance in WS allowance 60 1 60 1 60 1 60 1 60 Administrative Area Reception Point Ofc.Asst en -rece -1 100 48 1 1 100 I I loo I I 100 I I 100 Op en Work Area 75 6 6 76 6 Field Work Stadon /Aide en -A 36 36 1 36 1 36 1 36 1 36 Copier copy- 1 20 20 1 20 1 20 1 20 1 20 Coffee Area cof -2 20 19 1 20 1 20 1 20 1 20 Conference Room C -6 360 555 1 360 1 360 1 360 1 360 See discussion with CH Shared/CommonArm Staff relocated out of City Hall complex Supp Svcs Ca pt Facility & Supply Coord. Subtotal Assigned SF 952 3 840 3 840 3 840 3 B40 Circulation Allowance Unit Circ -3 20% 140 170 170 170 170 Total, Fire Dept, Su .Svcs. NSF 1,092 3 1,010 3 1,010 3 1,010 3 1,010 Fire Prevention Fire Marshal PO -5 210 220 1 1 210 1 1 210 1 1 210 1 1 210 Fire Prevention O p en Work Area 543 692 85 [85 71 De Fire Marshal en -D BO 543 1 1 80 1 1 80 1 1 80 1 1 BO Fire Prev Spec en -C 64 Incl. 1 1 64 2 2 128 2 2 128 2 2 128 Inspector en -B 48 ind. 1 1 48 1 1 48 2 2 96 2 2 96 De cAsst en -C 64 Inc[. 1 1 64 1 1 64 1 1 64 1 1 64 Equipment & Files Drafdn Work Station dft 75 1 75 1 75 1 75 1 75 Vertical plan files roll Ian -v 5 2 10 2 10 2 10 2 10 Storage Cabinet stg cab is I is 1 15 1 is I is Table with printers 2 table 40 1 40 1 40 1 40 1 40 Work counter with cabs above cntr -Ink 6 8 48 a 48 B 48 8 48 Files fie 10 3 30 4 40 5 So 5 50 Public counter 4 ft ea section cntr stn 40 2 80 2 80 2 80 21 80 Circulation inside work area inner circ2 25% Incl. 13B I57 171 171 Subtotal Assigned SF 7631 51 902 6 995 71 1,0671 71 1 1,067 Circulation Allowance Unit Circ-2 15% 146 140 ISO 160 160 Total, Fire Dept. Fire Prev. NSF 909 5 1,042 6 1,145 7 1,227 7 1,227 EMS Management lvlanalger PO4 180 102 1 1 180 1 1 180 1 1 180 1 1 ISO EMS O enWorkArea 10 144 144 144 144 De cAsst en -C 64 107 1 1 64 1 1 64 1 1 64 1 1 64 Equipment Rles file 10 Ind. 6 60 6 60 6 60 6 60 Mis< equipment/shredder allowance 20 Inc[. 1 20 1 20 1 20 1 20 Subtotal Assigned SF 209 2 324 2 324 2 324 2 324 Circulation Allowance Unit Circ -2 15% 31 50 50 50 50 Tdtal, Fire Dept, EMS M NSF 240 2 374 2 374 2 374 2 374 Griffin Advisors, Inc. Printed 3/21/05 Newport Beach Civic Center Space Needs Analysis City Hall - Page 12 ITEM Space Standard At Present I'miected Reg uirements Actual R uired Level 1 Level 2 Level 3 Code IS q. Ft. 5 . Ft. WS Qt 5 . Ft. WS Q 5 . Ft. WS Q 5 . Ft. WS Qt S . Ft. Training/Community RelationslES Trainin Chief PO -4 I80 163 1 1 180 1 1 180 1 1 180 1 1 180 Comm ReIsIES Open WorkArea 241 343 343 343 343 Comm Relations Olen. en -D 80 100 1 1 80 1 1 80 1 1 80 1 1 80 Emerg. Svcs. Coord. en -D 80 100 1 1 80 1 1 80 1 1 80 1 1 80 E ui ment eme svcs 41 Stara a Cabinets stg cab 15 6 90 6 90 6 90 6 90 Printers (2 ) print -1 10 2 20 2 201 2 20 2 20 Faz allow 5 1 5 1 5 1 5 1 5 Circulation inside work area inner circ2 25% ind. 68 68 68 68 Located out of City Hall cam lest Lifeguard Ca pt. Subtotal Assigned SF 404 3 523 3 523 3 523 3 523 Circulation Allowance Unit Circ-2 15% 62 80 80 80 80 Total, Fire De 4Trainin CR/ES NSF 466 3 603 3 603 3 603 3 603 De artment General Stora e General Storage Allow 240 242 1 240 1 240 1 240 1 240 Subtotal Assigned SF 242 0 240 0 240 0 240 0 240 Circulation Allowance Unit Circ -2 15% n/a 40 40 40 40 Total, Fire Dept, Gen. Storage NSF 242 0 280 0 280 0 280 0 280 Total Fire De artment Admin 3,417 IS 3,889 16 3,992 17 4,074 17 4,074 Density sf /workstation) 227.8 259.3 249.5 239.6 239.6 Griffin Advisors, Inc. Printed 3/21 /05 Newport Beach Civic Center Space Needs Analysis City Hall - Page 13 ITEM Space Standard At Present Projected Requirements Actual Required Level 1 Level 2 Level 3 Code S . Ft. S . Ft. WS Qtyl S . Ft. WS Qtyl 5 . Ft. WS Qty 5 . Ft. WS Qty S . Ft. General Services Facilities Maintenance Center 155 facilities Maintenance Workstation desk included 0 1 0 1 1 0 1 1 0 1 1 0 Stara eArea allowance I80 1 180 1 180 1 180 I 180 Noce: general janitorial rooms and related areas are accounted in the Net -to -Gross allowance. Subtotal Assigned SF 155 0 180 I 18o I 180 1 180 Circulation Allowance Unit Circ -2 15X 30 1 30 30 30 Total General Services NSF 155 0 210 1 210 1 210 1 210 Total General Services I SS 0 210 1 210 1 210 1 210 Density (sf /workstation) n/a n/a n/a n/a n/a Griffin Advisors, Inc. Printed 3/21/05 Newport Beach Civic Center Space Needs Analysis City Hall - Page 14 ITEM Space Standard At Present Projected Reg uirements Actual R uired Level 1 Level 2 Level 3 Code ISq. Ft. 5 . Ft. WS QtyJ 5 . Ft. WSJ Qtyj 5 . FL WS Qty 5 . Ft. WS Qty S . Ft. Human Resources Department Director PO -6b 280 144 1 1 280 1 1 280 1 1 280 1 1 280 Risk Mgr. PO4 180 148 1 1 180 1 1 180 1 1 180 1 1 180 HR Op s. M r. PO -4 180 138 1 1 180 1 1 180 1 1 180 1 1 180 HRAnaI st PO -2 120 134 2 2 240 2 2 240 2 2 240 3 3 360 HRAsst PO -2 120 162 2 2 240 2 2 240 3 3. 360 3 3 360 HR Open Work Area 305 478 478 47 608 Adm.AssL en -C 64 52 1 1 64 1 1 64 1 1 64 2 2 128 Ofc.Asst. en -C 64 52 1 1 64 1 1 64 1 1 64 1 1 64 E ui meni 127 Su Iies stg cab IS 2 30 2 30 2 30 2 30 Copy copy-2 40 1 40 1 40 1 40 1 40 Fax allow 5 1 5 1 5 1 5 1 5 Counter (4' each 'station') cntr stn 40 !net. 2 80 2 80 2 80 3 120 Waiting/Display/Application Area allowance 100 74 1 100 1 100 1 100 I 100 Circulation inside open area inner circ2 25% incl. 95 95 95 121 Conference /Interview Room C -3 I80 1 180 1 I80 1 180 1 180 File Room ternployee files. -secure Allowance 120 1 120 1 120 1 120 1 120 Subtotal Assigned SF 1,031 9 1,898 9 1.898 101 1 2,0181 121 1 2,268 Circulation Allowance Unit Circ -2 IS% 169 280 280 1 1 3001 1 340 Total Human Resources NSF 1,200 9 2,178 9 2,178 10 2,318 121 1 2,608 Total Human Resources 1,2001 91 1 2,178 91 2,178 101 2,3181 121 1 2,608 De IV (sf /workstation ) 133.3 242.0 242.0 231.8 217.3 Griffin Advisors, Inc. Printed 3/21/05 Newport Beach Civic Center Space Needs Analysis City Hall -Page IS ITEM Space Standard At Present Projected Reg uirements Actual R uired Level 1 Level 2 Level 3 Code IS q. Ft. S . Ft. WS Qt 5 . Ft. WS Q 5 . Ft. WS Q 5 . Ft. WS Qt S . Ft. Planning Department Administration Director PO -6b 280 283 1 1 280 1 1 280 1 1 280 1 1 280 Administrative Open Work Area 173 20 0 220 20 Adm.Asst en -E 100 138 1 1 100 I 1 100 1 1 100 I I 100 Additional Equipment Reception area for 2 persons allowance 60 35 1 60 1 60 1 60 I 60 Files at workstation Ole 10 4 40 4 401 4 40 4 40 Mail center allowance 20 ind. 1 20 11 20 1 20 1 20 Subtotal Assigned SF 456 2 500 2 500 2 500 2 Soo Circulation Allowance Unit Circ -4 25% 123 130 130 130 130 Total, Planning,Admin. NSF 579 2 630 2 630 2 630 2 630 Economic Development Sr. Planner PO -3 I50 104 1 1 I5o I I ISO I I I50 I I ISO Assoc Planner PO -2 120 115 1 1 120 1 1 120 1 1 120 1 1 120 O en WorkArea De ,0= en -C 64 64 1 1 64 1 1 64 1 1 64 1 1 64 Note: combine these open work areas. The are listed separately to show organizational and adjacency requirements. Subtotal Assigned SF 283 3 334 3 334 3 334 3 334 Circulation Allowance Unit Circ-3 20% 77 70 70 70 70 Total, Planning, Econ. Dee NSF 360 3 404 3 404 3 404 3 404 Current Planning Main Office Area Sr. Planner PO -3 150 120 1 1 150 I I I50 I I 150 I I 150 Sr. Planner PO -3 150 125 1 I 150 I I ISO I I ISO I I 150 Assoc Planner PO -2 120 115 1 1 120 1 1 120 1 1 120 1 1 120 Current Planning O en Work Area 84 00 160 260 60 Asst Planner en -E 100 48 1 1 100 1 1 100 2 2 200 2 2 200 Files /Equipment 36 files file 10 21 20 2 20 2 20 2 20 Files needed file 10 1 10 1 10 1 10 1 10 Cam can 10 1 10 1 10 1 10 1 10 Bookcase be 10 2 20 2 20 2 20 2 20 Circulation inside work area inner circ2 25% inc1. 40 Subtotal Assigned SF 444 4 620 4 580 5 680 5 680 Circulation Allowance Unit Circ-2 15% 120 90 90 100 100 Total, Planning, Curr. Ping. Oft. NSF 564 4 710 4 670 5 780 5 780 One -Stop Shop Area Planning Dept One Step Shop Open Area 220 513 512 512 513 Planni Tech. en -D 80 45 1 1 BO 1 1 80 1 1 80 1 1 BO Asst. Planner en -E 100 159 2 2 200 2 2 200 2 2 200 2 2 200 File slE ui Proem, 16 File file 10 5 50 5 50 5 50 5 50 Plan Storage (and overflow) allowance BO 1 80 1 80 1 80 1 80 Circulation inside work area inner circ2 25% !net. 102 102 102 Counter Allocation &12 Public Counter cntr stn -I 55 0 1 55 110 2 I10 Waidn (allocation) allowance 80 0 1 80 80 1 80 Subtotal Assigned SF 2201 31 1 6471 31 1 702 31 1 7021 31 1 702 Circulation Allowance Unit Circ- 15% 158 100 110 110 110 Total, Planning. OSS NSF 378 3 747 3 812 3 812 3 BI2 Griffin Advisors, Inc. Printed 3/21/05 Newport Beach Civic Center Space Needs Analysis City Hall - Page 16 ITEM Space Standard At Present Projected Reg uirennents Actual R uired Level 1 Level 2 Level 3 Code ISq. Ft. 5 . Ft. WS Qty 5 . Ft. WS Q 5 . Ft. WS Qty 5 . Ft. WS Qty S . Ft. Advance Planning Sr. Planner PO -3 150 208 2 2 300 2 2 300 2 2 300 2 2 300 Files & Equipment in open area near offices 35 Files EIR's file 10 3 30 3 30 3 30 3 30 File (general) file 10 1 10 1 10 1 10 1 10 Bookcase be 10 1 10 1 10 1 10 I 10 Subtotal Assigned SF 243 2 2 350 2 350 2 350 Circulation Allowance Unit Circ -3 20% 66 70 70 70 Total, Planning,Adv. Ping. NSF 309 2 2 420 2 420 2 420 ared: EDICP /AP E420 Plannin De Shared Functions O nArea 488 560 560 640 Asst. Planner en -E 100 1 10 1 1 1 100 1 1 100 1 1 100 De Asst en -C 64 49 1 1 1 64 I 1 64 2 2 128 Clerical Asst t en -C 64 45 1 1 64 1 1 64 1 1 64 1 1 64 Interns en -B 48 41 1 1 48 2 2 96 2 2 96 2 2 96 Intern Wk Stn area being re-designed) 135 E ui ment & Filing 35 Tract Ma counter /work area table 40 1 40 1 40 1 40 1 40 C. pier co y -2 40 1 40 1 40 1 40 1 40 Typing Stand stand 15 1 IS I IS I IS I IS Department Reception/Seating seat -1 60 73 1 60 1 60 1 60 1 60 Circulation inside work area inner circ2 25% ind. 69 81 81 97 Conference /Packet Preparation C -3 180 84 1 180 1 180 1 180 1 IBO Supplies Closet clos -1 IS I IS 1 15 1 15 1 15 Vault 161 415 415 415 415 Files (with storage above file 10 17 170 17 170 17 170 17 170 Microfilm File file 10 I 10 1 10 1 10 1 10 Microfilm reader/ rioter sws 45 1 45 1 45 1 45 1 45 Bookcase be 10 2 20 2 20 2 20 2 20 Table/ Workstation tws 60 1 60 1 60 1 60 1 60 Card file file 10 1 10 1 10 1 10 1 10 General storage (boards, etc. ) allowance 100 1 100 1 100 1 100 1 100 Storage Room under stairs 96 (Requirement is included in Vault) Subtotal Assigned SF 829 4 1,110 5 1,170 5 1,170 6 1,250 Circulation Allowance Unit Circ -2 15% 225 170 180 1801 1 190 Total, Planning, Shared Area NSF 1,054 4 11280 5 1,350 5 1,350 61 1.440 Code Enforcement Code Enforcement Supv. PO4 180 182 1 1 180 1 1 180 1 1 180 I 1 180 Code Enforcement Officer P0-2 120 1 1 120 1 1 120 1 1 120 1 1 120 (Space is flexible to allow for possible grovtth Subtotal Assigned SF 182 2 300 2 300 2 300 2 300 Circulation Allowance Unit Circ -3 20% 49 60 60 60 60 Total, Planning, Code Enforcement NSF 231 2 360 2 360 2 360 2 360 Total Planning Dept 3,475 20 4,551 21 4,646 22 4,756 23 4,846 Density zf /workstation) 173.8 227.6 221.2 216.2 2103 Griffin Advisors, Inc. Printed 3/21/05 Newport Beach Civic Center Space Needs Analysis City Hall - Page 17 ITEM Space Standard At Present Projected Reg uirements Actual R uired Level 1 Level 2 Level 3 Code ISq. Ft. 5 . Ft. WS Qty 5 . Ft. WSJ Qtyj 5 . FL WS Qty 5 . Ft. WS Qty S . Ft. Public Works Administration - Office Area Director PO -6b 280 280 1 1 280 1 1 280 1 1 280 1 1 280 Adm. PO-4 ISO 166 1 1 180 1 1 180 1 1 180 I 1 180 1, Administrative 0 en Work Area Exec Sec' Intern WS en -E 100 141 1 1 1o0 I 1 100 1 It 100 1 1 100 Equipment, Etc. Reception area for 2 persons allowance 60 Inc[., 1 60 1 60 1 60 1 60 Subtotal Assigned SF 587 3 620 3 620 3 620 3 620 Circulation Allowance Unit Circ -4 25% 127 160 160 160 160 Total Public Works,Admin. NSF 714 3 780 3 780 3 780 3 786 Administration- One -stop Shop Area Planning De One Step Shop Open Area 236 465 465 465 465 Aditi en -C 64 35 1 1 64 1 1 64 1 1 64 1 1 64 De Asst en -C 64 102 2 21 128 2 2 128 2 2 128 2 2 128 Fit es /Equipment 99 File cart cart 10 1 10 1 10 1 10 1 10 Vertical Plan Files Flat Ian -v 20 3 60 3 60 3 60 3 60 Work table table 40 1 40 1 40 1 40 1 40 Copier copy-2 40 1 40 1 40 1 40 1 40 Printer print 20 1 20 1 20 1 20 1 20 File file 10 1 10 1 10 1 10 1 10 Circulation inside work area inner circ2 25% Inc[. 93 93 93 93 Counter Allocation Public Counter cntr stn-Ig 55 185 3 165 4 220 4 220 4 220 Waiting allocation allowance 200 107 1 200 1 200 1 200 1 200 Includes display area /counter Subtotal Assigned SF 528 3 830 3 885 3 885 3 885 Circulation Allowance Unit Circ-4 25% 114 210 220 220 220 Total Public Works, OSS NSF 642 3 1,040 3 1,105 3 1,105 3 1,105 Engineering Administration/City Engineer Ciii En ineer P0-5 210 185 1 1 210 1 1 .210 1 1 210 1 1 210 Engineering Princi a1 Civil Engineer PO -3 150 432 3 3 450 3 3 450 3 3 450 3 3 450 Engineering O en Work Area 446 60 40 1,065 1,065 Assoc. CE en -E 100 190 2 2 200 2 2 200 3 3 300 3 3 300 Sr. En .Tech. en -E 100 94 1 1 100 I 100 1 1 100 1 1 100 Jr. CE en -E 100 43 1 1 100 I 1 100 1 1 100 1 1 100 Intern(s) en -B 48 23 1 1 48 2 2 96 2 2 96 2 2 % Contract Engineers en -B 48 0 0 2 2 96 2 2 96 2 2 % Files & Equipment 96 Files (near City Engineer) file IO met. 2 20 2 20 2 20 2 20 Files (general) file 10 Incl. 2 20 2 20 2 20 2 20 !Co copy- 1 20 ind. 1 20 1 20 1 20 1 20 Plotter copy-2 40 Incl. 1 40 1 40 1 40 1 40 Print blueline copy-2 40 incl. 1 40 1 40 1 40 1 40 Coffee cof -2 20 ind. 1 20 1 20 1 20 1 20 Circulation inside work area inner circ2 25% Ind. 152 188 213 213 Field, Inspection & Survey Princi al Civil Engineer PO -3 ISO 138 1 1 150 1 1 150 1 1 150 1 1 150 ontinued Griffin Advisors, Inc. Printed 3/21 /05 Newport Beach Civic Center Space Needs Analysis City Hall - Page 18 ITEM Space Standard At Present Projected Reg uirements Actual R uired Level 1 Level 2 Level 3 Code ISq. Ft. S . Ft. WS Qty S . Ft. WSJ QtVJ S . Ft. WS Qty 5 . Ft. WS Qty S . Ft. Inspection Open Work Area PW Inspector [193] [285] [180] [180] [180] en -B 48 193 3 3 144 3 3 144 3 3 144 3 3 144 Contract Inspectors none 0 Equipment Layout table dit 75 Incl. 1 75 Vertical flat plan file Flat Ian -v 20 ind. 1 20 File file 10 ind. 1 10 Circulation inside work area inner circ2 25% ind. 36 36 36 36 Survey Open Work Area r 105 145 145 145 145 Survey Part Chief en -B 48 53 1 I 48 1 1 48 1 1 48 1 I 48 Survey Ins.Worker. en -B 48 52 I I 48 I 1 48 1 1 48 I 1 48 Allowance for shared equipment allowance 20 ind. 1 20 1 20 1 20 1 20 Circulation inside work area inner c1rc2 25% incl. 29 29 29 29 Subtotal Assigned SF 1,499 15 2,000 18 2,075 19 2,200 19 2,200 Circulation Allowance Unit Chc -2 15% 404 300 310 330 330 Total PublicWarks, En ineerin NSF 1,903 15 2,300 IB 2,385 19 2,530 19 2.530 Trans ortation and Development Services Administration Mana er P0-4 180 148 1 1 IBO 1 1 180 1 1 180 1 1 180 Transportation Pc CE -Transportation Manager PO -3 I50 127 1 I ISO I I I50 I I 159 I I I50 Ti Transportation Planning O en WorkArea [1 071 [125 125] [25 [310 Assoc. CE en -E 100 107 1 1 100 I 1 100 2 2 200 2 2 200 Needs added privacy) Eng.Aide /Imern en -B 48 0 0 0 0 1 1 48 Circulation inside work area inner circ2 25% Inc[. 25 25 50 62 Transportation O s.O en Work Area 369 535 ] r5951 S951 15951 Assoc. CE en -E 100 107 1 1 100 1 1 100 1 1 100 1 1 100 TETech. en -D 80 93 1 I 80 1 1 80 1 1 80 1 I 80 J, CE en -E 1 100 61 1 1 100 I 1 100 1 1 100 I 1 100 En .Aide en -B 48 39 1 1 48 2 2 % 2 2 96 2 2 96 Files & Equi ment 69 Lateral files file 10 6 60 6 60 6 60 6 60 Bookcase be 10 2 20 2 20 2 20 2 20 Storage Cab (now over files) stg cab is 3 45 3 45 3 45 3 45 Circulation inside work area inner circ2 25% Inc[. 82 94 94 94 Traffic Control Roam Allowance 200 1 200 1 200 1 200 1 200 These staff not provided space in CH: Parki Meter Su v 0 0 0 0 0 Parkin Meter Svc Worker. 0 0 0 0 0 Development Services Development Engr PO -3 ISO 148 1 1 ISO I I 150 I ISO I I ISO Devel. Svcs. O en Work Area 356 6OO 600 725 50 Assoc. CE en -E 100 92 1 1 100 I 1 100 1 1 100 2 2 200 GISS st.Anal st en -E 100 148 1 1 100 I 1 100 1 1 100 1 1 100 En .Tech. en -D 80 63 1 1 80 1 1 80 1 1 80 1 1 80 Jr. CE en -E 100 33 1 1 IOO 1 1 100 2 2 200 2 2 200 Files & Equipment 20 Drafting/Layout table n use table 40 1 40 1 40 1 40 1 40 Print(blueline) copy -2 40 1 40 1 40 1 40 1 40 Co / rint need !copy-[ 20 I 20 20 1 20 1 20 Circulation inside work area inner circ2 25% ind. 120 120 145 170 Griffin Advisors, Inc. Printed 3/21/05 Newport Beach Civic Center Space Needs Analysis City Hall - Page 19 ITEM Spate Standard At Present Projected Reg uirements Actual R uired Level 1 Level 2 Level 3 Code IS q. Ft. 5 . Ft. WS Qt S . Ft. WS Q S . Ft. WS Q 5 . Ft. WS Qt S . Ft. Plan File Room combines both existing vaults 458 592 592 592 Vertical Flat Plan File Sac Ian -v 12 27 324 27 324 27 324 Files standard) fle 10 5 50 5 50 5 50 Sto eon wall above all files Scanner rint -3 30 1 30 1 30 1 30 Printer rint -3 30 1 30 I[S92] 1 30 1 30 Work Table table 40 1 40 1 40 1 40 Added circulation inside room inner circ2 25% Ind. 118 118 118 Subtotal Assigned SF 1,7131 12 1 2,53211 131 1 2,592 151 2,842 17 3,027 Circulation Allowance Unit Circ-1 10% 386 250 260 280 300 Total Public Works.Trens . & DS NSF 2,099 12 2,782 13 2,852 15 3,122 17 3,327 Department Shared Areas Conference Room C-4 240 176 I 240 1 240 1 240 1 240 Coffee cof4 60 48 1 60 1 60 1 60 1 60 General Storage (now under stair ) Allowance 120 95 1 120 1 120 1 120 1 120 Subtotal Assigned SF 1 319 01 420 0 420 0 420 0 420 Circulation Allowance Unit OmA 20%1 46 80 80 80 80 Total Public Works, Shared Areas NSF 365 01 1 500 01 1 500 01 500 0 500 Total Public Works Dept 5,723 33 7,402 37 7,622 40 8,037 42 8,242 Density sf /workstation) 173.4 224.3 206.0 200.9 196.2 Griffin Advisors, Inc. Printed 3/21/05 Newport Beach Civic Center Space Needs Analysis City Hall - Page 20 ITEM Space Standard At Present Projected Reg uirements Actual R uired Level 1 Level 2 Level 3 Code ISq. Ft. 5 . Ft. WS QtyJ 5 . Ft. WSJ Qtyj 5 . Ft. WS Qty 5 . Ft. WS Qty S . Ft. City Hall Shared /Common Areas Conference Areas Hearin Room ("Lobby Card Rm" coda C -5 300 244 1 300 1 300 1 300 1 300 Large Conference Room (general use ) C -9 560 now FD 1 560 1 560 1 560 1 560 Other Conference Rooms programmed with De artmenes Cicy Admin- Council Conference Room Existing 400 [40 [400], [400] [400 ] 00 City Mgr. Conference Room C -3 180 none 180 1 [1801 r 180 180 Admin. Svcs. Conference Room C -5 300 none 300 300 300 Bldg. Dept Conference Room/Library C -3 180 [178] [180] 180 180] City Atty. 'Law Libra C -5 300 258 300 300 300 Fire De artment Conference Room C -6 360 555 360 360 360 HR Conference/Interview Room C -3 180 none [180] 180] 180] Planning Dept. Card Rm /Packet Pre C -3 180 84 180 180 V8[280) 180 Public Works Conference Room CA 240 176 40 40 40 Shared Areas-OSS Conference Rm C -3 180 none 180 180 180 Total SF all Conference Rooms 1,895 3,360 3,360 ,360 Total No. of Conference Rooms 12 12 12 Avg. SF /Room [271 [280 [280] 280 Subtotal Assigned SF 2441 01 860 01 8601 01 8601 01 1 860 Circulation Allowance Unit Circ-4 25% 220 220 220 220 Total Conference Center NSF 244 0 11080 0 11080 0 1,080 0 11080 BuiIding Lobby and Related Lobb Allowance Allowance 1000 532 1 1,000 1 1,000 1 1,000 1 1,000 Public Lavatories (see n -t -g Subtotal Assigned SF 532 0 1 1,000 0 1 1,0001 0 1,000 0 1,000 Circulation Allowance Unit Circ-0 0% 0 0 0 0 Total Building Lobby & Related NSF 532 0 1,000 0 11000 0 11000 0 1 1,000 Lunch Roam lunchroom Allowance 500 472 1 500 I 500 I 500 1 500 Storage Allowance 80 68 1 80 1 80 1 80 1 80 Subtotal Assined SF 540 0 580 0 5801 0 580 0 560 Circulation Allowance Unit Circ-4 25% I50 150 150 I50 Total Lunch Room NSF 540 0 730 0 1 730 0 730 0 736 One Stop Shop Facility Stall & Counter Areas programmed with Department R u. Space Sms 5 ace Stns Space Stns Space Suns Space Bldg. Dept, Cust Svc (OSS), NSF [911] 4] [1300] [5] 1435 [5] [1435] 5] [1435] Bldg, Dept., Plan Ch (OSS). NSF 102 120 40 240 40 Planning, OSS NSF 376 4 812 612 812 Public Works, OSS NSF 642] 3 1,040 4] [1,105] [4] [1,105 ] 4 1,105 Nate that HR, CS, FD counters are not accounted for in the OSS allowance. Additional items Counter Stations for other users cntr stn-1 55 Ind. 2 1101 2 110 2 110 2 110 Visitor Research Area allowance 200 1 200 1 200 1 200 1 206 Waiting Areas included in Dept areaz, above 480 480 460 480 Department PC Stations allowance 20 jone 3 60 3 60 4 80 4 BO OSS Shared Conference Rm C -3 180 1 1801 1 1 1801 1 1 180 1 180 Subtotal Assigned SF 0 01 1 550 01 5501 01 570 0 570 Circulation Allowance Unit Circ-0 25% 140 140 140 140 Total OSS Facility Additions NSF 0 0 690 0 690 0 710 0 710 Warehouse Purchasin Warehouse Allowance 600 445 1 600 1 600 1 600 1 600 Subtotal Assigned SF 445 0 600 0 600 0 600 0 600 Circulation Allowance Unit Circ- 15% 90 90 90 90 Total Warehouse NSF 445 0 690 0 690 0 690 0 690 Total City Hall Shored /CommonAreas 1,761 0 4,190 0 4,190 0 4,210 0 4,210 Grif0n Advisors, Inc. Printed 3/21/05 Newport Beach Civic Center Space Needs Analysis City Hall - Page 21 ITEM Space Standard At Present Projected Reg uirements Actual R uired Level 1 Level 2 Level 3 Code ISq. Ft. Sq. Ft. WS Qty Sq. Ft. WSJ Qtyj Sq. Ft. WS Qty Sq. Ft. WS Qty Sq. Ft. Total Net Sq. Ft. Total City Hall, NSF Calculations* 37,011 189 49,899 206 51,215 215 52,370 224 53,295 Council Chambers Building from above 3,622 3,622 3,622 3,622 3,622 Total City Hall NSF excluding Chambers 33,389 189 46,277 206 47,593 213 48,748 224 49,673 Calculation of Gross Sq. Ft. Total non - chambers NSF from Above 33,389 46,277 47,593 48,748 49,673 Statistical N- t- GAllowance Net/Gross 80% 11,569 11,898 12,187 12,418 Actual Existing Elements of Net -to -Gross: (excluding chambers, listed on its Circulation- horizontal 2,539 Circulation - Vertical 348 Atrium 395 Other Shafts and Penetrations. 101 Mechanical Rooms 577 Lavatories (public & sqfD 1,460 Other 427 Mist Wall Thickness 1,171 Subtotal N -T -G allowance 701 Total City Hall, Gross Sq. Ft.., Excluding Chamber; 40 % 1$4 r 59,491 215 60,935 224 62,091 Density / rson 3061 1 1 2891 1 283 277 Council Chambers Building from above) 1 3,6221 1 1 3,6221 1 1 3,6221 1 3,622 3,622 Total City Hall, Including Chambers 144,02911891 61,46812061 163,11312151 64,557 224 65,713 *The Council Chambers component, however, is based on GSF. This is subvacted az noted in xhs subsequent totals. Griffin Advisors, Inc. Printed 3/21/05 Bubble Diagram City Administration Council Chambers Buildng Office of the Council Chambers Complex 3,622 (gross) sf Passage or Accesses Regular Security, Primary Required Access or Egress Barrier Access Pant Access Needed s Periodic ,,,,,,� Counter (Optimal Passage) Passage) Access or Egress Access Griffin Advisors, Inc. Newport Beach Civic Center Needs Assessment Bubble Diagram Administrative Services - pg. I ASD, Financial Operations & Administration Main Payments Counter for for the Building Payrol I fuxtio m Passage orAccess� Regular Security + Primary Required Access or Egress Barrier Access Pant Access Needed r Periodic „� Counter f (Optional Passage) Access or Egress Access Griffin Advisors, Inc. Newport Beach Civic Center Needs Assessment Bubble Diagram Planning Department Access to Assstant City Manager Economic Development 404 sf Cod e Enforcement 360 sf Access to parking for field access. Also, periodc public visitor access. Planning Dept., Office Areas Controlled Public Access Passage or Ades s Prima ' Point Access Needed (Optional Passage) Planning Dept., One Stop Shop Public C,umer OSS I Current Planning for OSS OSS 812 sf Integrated with other OSS components Regular Security Access or Egress Barrier Periodic .,,,,,fir, / Counter o Access or Egress Access Griffin Advisors, Inc. Newport Beach Civic Center Needs Assessment Bubble Diagram Administrative Services • pg. 2 AS D, MIS primary public co contact point Slgn c staff - accc cos br operators support MIS GIS 1,056 sf Access to application user deparvnems MIS Applications 910 sf MIS secure MIS Computer Rm 550 sf Operations Administration Acces by 220 sf various MIS Telecomm off MIS Operations MIS 742 sf Telecomm 896 sf Ames to parkirg and earage ASD, Fiscal Svcs., Mail and Prim These rooms need access to the warehouse storage facility, and also to loading and delivery. Convenient City staff access '¢ also required Fiscal Services Mail Roam /Remittance 880 Sf Fiscal Services Pr in t Shop 880 sf Pas sage or Access Regular Security Primary Required! Access or Egress Barrier Access Point Access Needed Periodic Counter (Optional Passage) Access or Egress Access Griffin Advisors, Inc. Newport Beach Civic Center Needs Assessment Bubble Diagram Building Department Inspection Division Department 1,210 sf Administration ,431 sf Access t° Passage of Access parking. Also, Security + + access m public Required counter and Barrier some public vlskor vaffc Plan Check & Pant Permitting Convolkd Admin Public Access 250 sf Convenient Building Dept., Office Areas access m needed 8 P areasas needed Plan Check & Public Counter Permitting for OSS OSS - Cust Svc ,435 sf Integrated with Building Dept, One Stop Shop other OSS components Access to depart ent Plan Check & Permitting Office - Plan Ch. 850 sf Plan Check & Permitting OSS - Plan Ch. 240 sf Griffin Advisors, Inc. Newport Beach Civic Center Needs Assessment Passage of Access Regular Security + + Primary Required Access or Egress Barrier Access Pant Access Needed Periodic Counter (Optional Passage) Access or Egress > c, Access Griffin Advisors, Inc. Newport Beach Civic Center Needs Assessment Bubble Diagram Public Works Department Public Works Dept., Office Areas Trans & Dev Svcs Dev. Services 1,379 sf Trans & Dev Svcs Transportation 1,750 sf Administration 780 sf Trans & Dev Svc Administration 198 sf Engineering Administration 241 sf Conven ant to all parts of the deparvnent PW Shared Areas 500 s( Conven lent access to OSS areas as needed Public Works Dept., One Stop Shop Piblk Counter for OSS Integrated with other OSS components Engineering Engineering Work Areas 241 sf Engineering Engineering Work Areas 1,743 sf Administration OSS Areas 1,105 sf Passage or A¢ess� Regular ' Security Primary Requred Access or Egress Barrier Access Point Access Needed Periodic ` Counter 0 (Optional Passage) Access or Egress Y" Access Griffin Advisors, Inc. Newport Beach Civic Center Needs Assessment Bubble Diagram City Attorney, City Cleric, Community Services City Cleii< City Clerk 1,173 sf Considerableaccess by -I- Publi� City Staff, Council Access Members, and others. Accessto Chatrbers Community Services Department Community Services Recreation 1,760 sf Access to Parkirg for staff movement lam HQ to Seld locators Passage o r Acces s Primary Required Access Point Access Needed (Optional Passage) City Attorney City Atm rn ey 2,057 sf Access to Limned Pcess City gccess Manager Corn mun ay Services Administration 1,174 sf Publi Counter (Includes Recreation Services) Regular ' Security :: . Access or Egress Barrier Periodic Counter Access or Egress Access Griffin Advisors, Inc. Newport Beach Civic Center Needs Assessment Bubble Diagram Fire Department Administration and Fire Prevention; General Services; Human Resources Fire Department Access by visitors involved with developmentard plan check funcitons Human Resources Put Couni Per by s d Fire Prevention 1,227 sf Support Services 1,010 sf EMS Management 374 sf Pubik Counter Access to Accts Reception Office of die Fire Chief 580 sf Training I Community Some Relations! Emerg Svcs Internal 603 sf Access Storage Periodc access 280 sf by deparunent Passage or Accesses Regular Primary Required Access or Egress Access Point Access Needed Periodic (Optional Passage) . W i Access or Egress Storage 210 sf Convenimt to al City Hall areas General Services Security Barrier Counter O Griffin Advisors, Inc. Newport Beach Civic Center Needs Assessment Bubble Diagram City Hall Shared Areas Large Conference 560 sf Access by all Conference & City Staff "Hearing Room" 300 sf CH Lobby OSS Added Areas Imegratewkhwakbg armsprogrammed with the departments. I I Visitor I � Counter Research 1 � I I i stations for I 200 sf I 1 Other Users L J 1 I 1 I 1 I I I 1 � OSS 1 i Combine counters to ConF Rm 1 others programmed 180 sf 1 I with each department. 1 I 1 I 1 1 I 1 PC Stations to be bcated i behind departm ant coun tars - -' - -J I and cow eniem or shared use PC Stations � (4 stations programmed). F- -7 I 1 Passage orAecess Primary Required Access Point Access Needed 1 (Optional Passage) CH Lobby Main Public kk Access Palm to or the Build % Lunchroom Areas Access by al l City Staff Warehouse Access especiidyto Prim Shop and Mail Room, but accessible to all departments Lobby Allowance 1,000 sf Now that Staff f sled w kh C ky Admiristra ien isto be located In and added to lobby space Lunchroom 500 sf W arch ous e & General Storage 690 sf Regular Security , Access or Egress Barrier Periodic `, Counter 0 Access or Egress 16 Access Storage 80 sf Griffin Advisors, Inc. Newport Beach Civic Center Needs Assessment M;j T�\103 NMI Report to the City of Newport Beach Appendices City Hall Space Needs Analysis APPENDIX A – GUIDE TO READING REQUIREMENTS TABLES READING THE DATA SHEETS Layout of the Data Sheets The tabulation sheets are divided into columns which are grouped as follows: Item These columns list the personnel position, room, area, or equipment item described on that row of the data sheet. Column indents are important, and signify that the indented items are "attached" to the element out - dented just above. Space Standard • The first column identifies either a symbol for the area (such as "PO -4" for private office of type 4) or else identifies that a general allowance ( "allow ") for the item is used. • The second column identifies the size of the item, such as "180" to indicate an allocation of 180 square feet. See the separate discussion of space standards for a presentation of the standards used and the symbols for them. In some cases, the standard increases in time, and "varies" may appear in the size column to call attention to this fact. At Present • Actual Sq. Ft. — This is the existing size of the area corresponding to the programmed area. In some cases, however, the program breaks down the existing area into components, so that several program lines may have to be added to arrive at the existing sq. ft. figure • Actual WS — This is the number of existing workstations. • Qty — This is the quantity of items which are required, and applies to the item description for this line. This is generally based on our survey of existing conditions and on interviews or question- naires. • Required Sq. Ft. — This is the required net required square footage, based on the space standards used, the quantity of items, and the other indicated assumptions, and allows a comparison to the existing actual sq. ft. Projected Future Requirements (Each PL) • WS — This is the number of workstations provided for in the Program. • Qty — As at present, this is the quantity of items which are required, and applies to the item de- scription for this line. Growth over existing levels may be given as a percentage increase. • Sq. Ft. — This is the required net required square footage, based on the space standards used, the quantity of items, and the other indicated assumptions. Report to the City of Newport Beach Appendix A —Page I City Hall Space Needs Analysis Abbreviations A number of regular abbreviations may be used in the space standard column and occasionally in the item description column. The following is a list of most abbreviations which might appear on the data sheets: allow Allowance. Often used to describe the allocation of a non - standard space. be Bookcase. C Conference room of various standard sizes (C -1, C -2, etc.). clos Closet. Standards are developed for 5 closet sizes (clos -1, clos -2, etc.). cntr Counter. As in a public counter station, abbreviated "cntr stn." cof Coffee station, with cabinet and plumbing for a bar sink, water supply to a coffee maker, and (typically) a garbage disposal unit. Various coffee stations are used in this report (cof -1, cof -2, etc.). cws Clerical work station or desk, with or without return, though generally with one. dws Drafting work station. en A panel- enclosed workstation of various sizes (en -A, en -B, etc.). ews Executive work station. Same as `cws' but specifically without a return (a double pedes- tal desk); or else with a return at executive height. f File cabinet, standard type, either of legal or letter size. A number following (f -4, f -5) indicates the number of drawers. Generally these can be converted into lateral files or other filing configurations in the design process, if new furniture is to be acquired. We use this notation when it is of interest to indicate the type of file cabinets in use currently. file File cabinet or file unit. Often either a generic item, meaning the same as "f' as noted above, or a special file such as a card file or other unspecified file cabinet (possibly con- verted from a built -in unit in existence at the time of inventory) or else a non - standard item. flat plan A file unit for holding flat plans, either hanging vertically (flat plan -v) or stacked hori- zontally in drawers (flat plan -h). inner circ Inner circulation allowance. This is space added within a room or area to provide access to the items in it. It is added when a room's size is based on a listing of items, and it is determined that the allowances of space for each of those items is in the aggregate likely not to have enough access space for proper layout. lat file Lateral file cabinet, typically 42" wide or more. Standard is larger to allow for more frontal access. lav Lavatory or wash room, typically with water closet or toilet. PO Private office of various standard sizes (PO -1, PO -2, etc.). print An office printer, either on an integral cabinet or on a separate piece of furniture suited to the printer's size. Standard may be of various sizes (print -1, print -2, etc.). recept Reception area with clerical staff work stations and waiting for visitors. sch Side chair. See also ` /s'. Report to the City of Newport Beach Appendix A — Page 2 City Hall Space Needs Analysis seat Allowance for a seating area. Seat -1 represents a seating space for 2 -3 in smaller -scale chairs, Seat -2 represents a seating space for about 4 persons in larger -scale chairs (with side table), Seat -3 allows for a larger grouping. SPO Shared private office. An office for two or three persons. stg cab Storage cabinet. May be either a metal cabinet (traditionally 36" x 18" x 72" high) or an executive cabinet of lower height, etc. The meaning should be made clear by the context of spaces in the `item description' column. sws Small work station or system work station, used for small single - pedestal desks or, when in conjunction with a `cws' it may represent a computer system table. The item descrip- tion column entry should clarify the meaning. table A table used typically for equipment, but also as a stand -up work table or where a chair can be pulled up on occasion. A table used as a workstation (with a desk chair at which someone is often seated) is programmed as a "tws." tws Table work station. A table and a chair. Unit Circ This is circulation required for the unit, to access between rooms and areas. It is to be added to the open spaces of the unit, as determined during design, or else provided in lat- eral corridors or access ways. A range of values may be used depending on the degree of openness and design freedom intended (angled layouts, for example, require a higher al- lowance). Data Sheet Conventions There are a number of conventions which we have adopted in the listing of items on the space re- quirements sheets that refer to how the space is to be configured. The following refer to example I which appears below. Indents Indenting indicates that the indented items are to be with or else make up the item that they are in- dented from. In the example, each of the three major components (an `office,' a `room,' and an `area') are made up of the items that are indented and listed below. Also, within the Clerical Area, the Tub File(s) are to be located with the Secretary /Clerk. Finally, the closet listed below the `Visi- tor's Office' is to open to that office. Room or Area The words `room' and 'area' each mean slightly different things. `Room' (or `Office,' etc.) refers to an enclosed space, generally with a door. Typically, the only rooms further opening off a `room' are closets or the like, that serve that room specifically. `Area' refers to a space through which the other spaces in the unit may be accessed, and so can be termed `an open area.' Unit circulation, when added at the end to a unit's space, might typically be added, in the design process, to the space re- quirement for the `area' so as to provide for access aisles through it. Circulation Note that `Inner Circulation' differs from `Unit Circulation.' Inner Circulation is added within a room or area when the list of items is sufficiently complex, or otherwise when it is felt that the space will need some added access allowance for the designers to accommodate the items comfortably. Report to the City of Newport Beach Appendix A — Page 3 City Hall Space Needs Analysis Listing of Items In the first example, the Projects Office is comprised of a list of items which make up the SPO, a shared private office. The list is unchanging in the projection, and as a short cut to listing the quanti- ties in each period, the quantities are noted in the item description column and the SPO allowance is projected as a single line. In the second example, the Clerical Area components are listed in the item description column, but the quantity of each item is listed in the quantity column. The total space (310 sf at present, 340 sf at PL -1) is the result of multiplying the space standard by the quantity and adding; the circulation factor is applied to the subtotal and is included. Rounding Generally, we have developed standards for room to be in multiples of 60 (which appears to fit vari- ous modules that the design may be based upon) so that the design will be more regular and the lay- out process will be easier. In order to be consistent, in computing the space requirement in a very small room by adding up the component parts (see `Work Room' in the example), we have rounded the total requirement to the nearest multiple of 60. This is may further be noted with a comment be- low the list of items explaining why the total may not match the space allocation for the room. In other cases where an inner circulation is added (which adds a percentage and therefore may arrive at a fractional or odd size for the area or larger room), then we have rounded the total to the nearest multiple of 10 square feet. Example I — Program Tabulation Report to the City of Newport Beach Appendix A – Page 4 City Hall Space Needs Analysis At Present Projected S ace Standard Existing Re 'd PL -I Item Code SF SF Staff SF Staff Qty Sr Project Office SPO 240 285 2 I 240 2 1 240 Sr. Planner (1) cws 60 Planner(1) cws 60 Files (3) file 10 Work Table (1) Ms 60 Clerical Area 3 10 340 Sec'y /Clerk cws /r 75 1 1 1 1 Tub File file 10 2 2 Data Entry Op'r sws 45 I I I I Guest Seating seat -2 100 I I Filing file 10 4 7 Circ'n Allowance inner circ 10% Work Room 180 180 Card File file 10 I 1 Photo File file 10 2 2 Process Camera allow 60 1 1 Desk cws 60 1 1 Circ'n Allowance inner circ 10% (Round to nearest 60) Visitor's Office PO -2 120 115 1 120 1 120 Closet clos -I 30 20 1 30 1 30 Report to the City of Newport Beach Appendix A – Page 4 City Hall Space Needs Analysis Example 2 — Program Tabulation Executive PO -7 300 1 1 300 Lavatory /Storage Allow 120 1 120 Manager PO -3 180 1 1 180 Staff PO -2 120 1 1 120 Field Team SPO -2 120 2 1 120 Clerical Area 225 Sec'y /Clerk cws /r /s 90 1 1 Clerk /Reception cws /r 75 1 1 Seating /Guests seat -1 60 1 Work Room 300 Copier copy 40 1 Storage Area allow 40 1 Shelving shv 10 6 Microfilm Station cws 60 1 Counter (12/-14') allow 70 1 Circ'n Allowance inner circ 10% (Round to nearest 60) Subtotal 7 1,605 Unit Circulation Circ'n 20% 320 Total 7 1,925 Example 2 — Illustration Of Program (all figures in net sq. ft.) [] u ❑� �LP PO�] n00 af) �� P0�2 (120 af) PO4 (180 so Lj L - Unit Circulation p ( 90 0 . Lj 1(90 QS sn Seat -1 00 sp (20.f) ,CAP�r � 9L.. Bulk S[g ' (sM1aretl) (uo sp J Workroom (300 ap Microfilm Report to the City of Newport Beach Appendix A – Page 5 City Hall Space Needs Analysis Illustration of Unit Circulation vs. Net -to -Gross Areas The purpose of the following illustration is to show that there are other components required to arrive at the gross sq. ft. of the building, beyond the net sq. ft, which is calculated for each of the operational units. Generally, we may provide some elements in the program, where allowances may be quanti- fied, but the remainder of this space is provided by a statistical calculation. We make an assumption about the "efficiency of the building" which is the ratio of the net (programmed) sq. ft. and the gross sq. ft., and use this factor to arrive at the total building size once the net sq. ft. figure is obtained by adding the detailed program tabulations. The reader should consult the Space Standards section for a discussion of related terms, including "assignable sq. ft.," "building core," efficiency," "gross sq. "net sq. ft.," and others. Illustration Showing Gross SF Areas of Building and Showing Hypothetical Office Suites Report to the City of Newport Beach Appendix A — Page 6 City Hall Space Needs Analysis APPENDIX B — SPACE STANDARDS INTRODUCTION A space standard is defined as a specific square footage allocation for an operation, an item of equip- ment, or a functional area, to which is added a description of what functions can be performed in that area. Thus, for example, once the functions and activities of a person are known, it is possible to se- lect a workstation and a square footage allowance that are appropriate for that person. The following pages contain a description of the proposed workstation and private office standards, and also related definitions. Development of Space Standards What is Included in the Standard Equipment standards are based on the item footprint, workspace for operating the equipment (open- ing drawers, for example, and access to or around the equipment. Workstation standards are based on the work surface needs (equipment, papers, writing space, reference space, and so on, on the desk or work plane), on filing needs, on bookshelf requirements, and on guest seating. There is a distinction between enclosed (office) workstations and stations in "an open area." • For enclosed offices, our standards are measured to the center line of the boundary walls of the room, and include no access space outside. It is assumed either that access will be directly off ma- jor circulation networks or that it will be off unit circulation areas provided with other open work rooms. For elements in an open area, an allowance for access is added to the workstation footprint in the space standard. Similarly, for panel - enclosed stations, we include an allowance for access in the standard (to account for inner circulation). Access Around Workstations and Equipment Access is the space around the footprint of the item of equipment and open workstations, and it is used to create side aisles into a cluster of desks, or to allow for opening file drawers, cabinet door swings, and so on. As noted, we include this in the standard allowance for panel - enclosed or for open workstations. The item allowance and access comprise the equipment or workstation standard, as illustrated in Exhibit 1. EXHIBIT I An Open Workstation B LJ C� A = Item Footprint; B = Access; C = A +B = Standard Report to the City of Newport Beach Appendix B — Page I City Hall Space Needs Analysis Unit Circulation and Layout Factor Unit circulation is a network of main aisles, generally passing in front of offices or to shared work ar- eas. An additional factor sometimes must be added to account for layout variances, which in the amount of space required to account for non - rectilinear design, design features which are peculiar to a given plan or existing facility, including such factors as disproportionate number of offices, column placements, design flexibility, extra sense of openness, and so on. Generally, however, we include the layout factor in the unit circulation allowance rather than accounting for it separately. Exhibit 2 illustrates these separate concepts: item space allowance, access, total standard, circulation, and layout. It shows a series of workstations, an area for "circulation," and an extra need for 'layout" contingency due, in this case, to the location of a building column. EXHIBIT 2 Unit Circulation And Layout Inner Circulation 0 0 ■ o D C = Standard D = Layout Allowance (due to column) Computing Building Circulation, Core, and "Gross" Square Footage The estimated net square footage needed equals the sum of the required standard areas, the unit circu- lation, and the other factors described above. To estimate the size of (gross) building floors, it is necessary to add further allowances for the major circulation areas, mechanical areas, and building core. These additions are based on typical percent- ages encountered in actual building experience, and the ratio of total net to total gross square footage on an entire floor (or entire building) is the assumed "efficiency" of that floor (or building). See Ap- pendix C for definitions. Space Standards Presented Here Space standards are presented for the following types of areas: Workstations — Private Offices Workstations — Traditional Open Stations Workstations — Systems Furnishings Open Area Equipment Conference Rooms Other Rooms and Areas Report to the City of Newport Beach Appendix B — Page 2 City Hall Space Needs Analysis WORKSTATION STANDARDS — PRIVATE OFFICES Private office standards are designated by the letters "PO" and are in most cases defined as having floor -to- ceiling walls and a door. The walls may be partially glass or may be equipped with pass - through openings, but such refinement considerations are noted in the program notations and not in the standard allowance itself. We also provide for some private offices to be shared by two or more persons, and adapt the private office allocations to "shared" private office standards where needed. In this case we generally use the symbol "SPO" rather than "PO." EXHIBIT Private Office Standards Space Std Typical Typical Symbol Ftp't /Acc's /Tot'I Assignment Furnishings PO- 1 90 -- 90 Cubicle Office PO -2 120 -- 120 Supervisor PO -3 150 -- 150 Special cases PO -4 180 -- 180 Manager P0-5 210 -- 210 Special cases PO -6 240 -- 240 Division Head PO -7 300 -- 300 Department Head; City Man- ager P0-8 360 -- 360 Unassigned P0-9 400 -- 400 Unassigned Desk and chair, file, seating for 1 -2 guest. Often may not be a full height office. This standard is rarely allocated, and is in- cluded for completeness in these standards. Desk and chair, credenza or back table, file, seating for up to 2 guests. Desk and chair, credenza, 2 guests at desk, side seating for up to two persons. Executive desk and chair, credenza, 2 guests at desk plus side seating for 2. Executive desk and chair, credenza, 2 guests at desk plus side seating for 2 or small conference table. Executive desk and chair, credenza, 2 guests at desk plus side seating for 4 or small conference cable. Executive desk and chair, credenza, 2 guests at desk, club seat- ing for 4 -6 or conference table. Executive desk and chair, credenza, 2 guests at desk, club seat- ing for 4 plus small conference cable. Executive desk and chair, credenza, 2 guests at desk, club seat- ing for 4 plus conference cable. Report to the City of Newport Beach Appendix B — Page 3 City Hall Space Needs Analysis Illustration — Private Once Standards L==--] E=-L PO -2 120 sf Private Office jE1 PO-4 180 sf Private Office Report to the City of Newport Beach Appendix B — Page 4 City Hall Space Needs Analysis Illustration - Private Once Standards ______________________ El PO -5 210 sf Private Office El r-" 4--- F-1 L "IF, [ILI PO -6 240 sf Private Office Report to the City of Newport Beach Appendix B — Page 5 City Hall Space Needs Analysis Illustration - Private Once Standards r" O o UU PO -7 300 sf Private Office Report to the City of Newport Beach Appendix B — Page 6 City Hall Space Needs Analysis Illustration - Private Office Standards - Shared Offices SPO -3 150 sf Shared Office SPO -4 180 sf Shared Office Shared Office SPO -2 120 sf Shared Office SPO -5 210 sf Shared Office Report to the City of Newport Beach Appendix B — Page 7 City Hall Space Needs Analysis WORKSTATION STANDARDS — TRADITIONAL OPEN WORKSTATIONS Traditional open stations are defined as having no integral panels as part of the stations, but are desks and work units which are found in traditional offices. These stations may have surrounding panels, for privacy or acoustic reasons, but traditional furniture is assumed. Open stations usually occur in groups of several stations or in conjunction with a block of filing or other unit equipment items. In some cases, the program may designate two (or more) open stations to be located in a room, as in a shared office. The following Exhibit summarizes the space standards allocated to traditional open area workstations. Standards for System Work Stations are presented following. EXHIBIT Traditional Open Workstation Standards Space Std Symbol Ftp't /Acc's /Tot'I Typical Assignment Typical Furnishings cws 30 30 60 Staff with std. desk Clerical work station (cws), with lowered side return for ter- minal or typewriter. May include desks without a return, in some cases. ews 30 30 60 Staff with std. desk Work station (executive work station) without a typing or equipment return (double pedestal desk) or else with a re- turn at executive height. /r 10 5 15 as required Indicates the addition of a reference unit (back table or lateral file) behind and as part of a work station. Is 5 10 15 as required Indicates the addition of a guest side -chair beside and as part of a work station. ews /r 40 35 75 Staff with exec. desk Executive work station (see "ews ") with back unit. sws 20 25 45 Staff with small desk Small work station (desk 36" - 48" wide); may be a single - pedestal desk. dws 40 35 75 Staff with drafting Drafting table and chair. stn dws /r 60 30 90 Staff with large draft- Drafting table, reference unit or work desk, and staff chair. ing station Some plan storage at the station may be included. uws 60 30 90 "U "- workstation "U "- station for Records Clerks, including a desk, computer work station, and side surface for reference materials, radio, etc. Report to the City of Newport Beach Appendix B — Page 8 City Hall Space Needs Analysis ILLUSTRATION Traditional Open Workstation Standards 10,011 I I 0 1 0 0 P 90 sf 75 sf cws/r/s cws/r 1, 12'- 6 "(m) D 0 0 120 sf dws/r /s 6'-0" In In lu 60 sf Seating (sm group) 101-0.. o 9'-6" u D 90 sf dws /r 10'- 0" 100 sf Seating (Ig group) 75 sf cws /s 91.6..W o � o 60 sf cws 75 sf dws (drafting station) I I public side o 0 service side 120 sf Public Counter- 12' (allow 10 sf ea. lin. ft.) or 3 stations @ 40 sf each Report to the City of Newport Beach Appendix B — Page 9 City Hall Space Needs Analysis WORKSTATION STANDARDS — SYSTEM WORK STATIONS The enclosures in an open furniture system are generally structural; that is, the panels carry the weight of surfaces, storage modules hung on the wall, and so on. The panels usually also have built - in chase -ways for electrical and communications lines (data and telephone), as part of an integrated wire management design. System work stations are designated by "en" which begins the symbol for the standard. The "en" is followed by a letter, which indicates the general size category for the workstation. In this report, the standard size is based on the enclosed footage of the station. We generally have based the standards on a 2 -foot grid ( 6x6, 6x8, 8x10, 10x10, and so on). The specific standard provides for various configurations: possible inclusion of one or more back tables, lateral files, extended side ref- erence surfaces, side chairs, or other components as shown in the examples below. In a few situations, for different proportions on this grid, the enclosed size is essentially the same and we use the same standard in each case. Using en -C as an example, we allocate 100 sq. ft. for either a 12 x 8 dimension (98 sq. ft.) or a 10 x 10 dimension (100 sq. ft.). Furthermore, note that these allow- ances are generic, in that no one vendor is assumed. Different vendors may have dimensions and components available in a system line that deviate from these generic standards in some small degree. The following Exhibit illustrates a range of features that each of these standards might have, noting total surface size, length of shelving and filing, and so on. • The 15` column indicates the symbol used for the standard and the square footage allocated. Note that the standard (en -C, for example) provides an amount of space (100 sq. ft. in this example) into which a number of different configurations may be provided. • The 2nd column indicates the enclosed square footage for the illustration. Note that this may dif- fer slightly from the allocated square footage for the standard. • The 3rd column indicates the "real" space required for the station when panel thickness and a 30- inch aisleway on the open side are added. This is accommodated by a programmed "inner circu- lation" allowance. • The 4 " column indicates the sq. ft. of worksurface provided in the illustrated layout. • The 5`" - 8 ' columns identify the feasible number of desk pedestals, feet of overhead shelving, linear feet of lateral files (this can be traded off against pedestals), and added side seating, all as suggested by the associated illustration. • The 9`h column presents an illustration for this particular variation of the standard. • The 10 " column supplies some notes and comparisons. This table is followed by a page of illustrations showing conference spaces and reception stations de- veloped with systems furnishings. The interior of the station excludes the panel thickness and the ac- cess space required in front of it. Report to the City of Newport Beach Appendix B —Page 10 City Hall Space Needs Analysis EXHIBIT Analysis Of Open System Standards (Showing Various Alternative Configurations) Symbol Encl. Total Surf. Fads Shelf Files Seats Reference Used SF SF' SF No. LF LF' No. Illustration of the Standard & Notes en -A 6x6 58.5 20 1 -2 6 — — a (36) 36 standard clerical desk en -B 6x8 76.5 18 1 -2 4 I b (48) 48 compare to cws/s en -B 6x8 76.5 17.5 1 -2 6 — I c (48) 48 an alterna- tive config'n for b en -B 6x8 76.5 24 1 -2 — 6t — d (48) 48 shown with a data sur- face ' This is the total typical "cost" of space for this station, when an access aisle allowance is added. The actual station size is the "Encl. SF" in the next column. ' Not counting files in pedestals. Report to the City of Newport Beach Appendix B — Page I I City Hall Space Needs Analysis Symbol Encl. Total Surf. Pads Shelf Files Seats Reference Used SF SF' SF No. LF LF* No. Illustration of the Standard & Notes en -B 6x8 76.5 34 1 or 8 8 -16 — e (48) 48 more in lieu compare to cws /r of files optional file en -C 8x8 93.5 28.5 1 -2 8 8 -16 I f (64) 64 compare to cws /r /s a return is an option en -C 8x8 93.5 31 1 -2 8 6 -12 1 g (64) 64 +top of file or more Oalo file en -C 6x10 94.5 28 1 -2 7 6 -8 1 h (64) 60 like d, but longer for a guest chair en -D 8x10 115.5 33 1 -2 5 roll I i (80) 80 file ara0mg tab drafting stations are less flexible when smaller than this Report to the City of Newport Beach Appendix B – Page 12 City Hall Space Needs Analysis Symbol Encl. Total Surf. Peds Shelf Files Seats Reference Used SF SF' SF No. LF LF' No. Illustration of the Standard & Notes en -D 8x10 115.5 51 1 10 0 -6 1 1 (80) 80 +roll file drafting table shown with data or cad surface CAD station en -D 8x10 115.5 39.5 1 -2 8 6 -12 — k (80) 8o opt opt. opt - with a deeper data work sur- face than d or h en -E Bxl2 137.5 43 1 -2 12 6 -12 1 1 (100) 96 longer than k to fit the guest chair better (shown with op- tional angle to allow pathway variation) en -E 8x12 137.5 56.8 2 12 11 -20 — to (100) 96 (see 1) added sur- face and files replace the guest chair Report to the City of Newport Beach Appendix B – Page 13 City Hall Space Needs Analysis Symbol Encl. Total Surf. Peds Shelf Files Seats Reference Used SF SF' SF No. LF LF' No. Illustration of the Standard & Notes en -E 8x12 137.5 46.5 1 -2 12 12 1 n (100) 96 +roll arzmog larger ver- sion of i or May also j -- guest File chair is an re- option place may side also chair re- place side chair en -E 8x12 137.5 36 2 -3 B 6 2 0 (100) 96 smallest configura- tion with opposing guest chairs en -E IOxl 133.9 61 2 6 6 -12 P (100) 0 dorm largerver- 100 this sion of n, +roll with cad option opt anal CAD %aton en -E IOx] 133.9 61 2 6 6 -12 1 9 (100) 0 druing variant of n 100 � showing a File guest chair may re- many op- place tions are side possible. chair Sri Etatb ton Report to the City of Newport Beach Appendix B — Page 14 City Hall Space Needs Analysis Symbol Used Encl. SF Total SF' Surf. SF Peds No. Shelf LF Files LF' Seats No. Illustration of the Standard Reference & Notes en -E IOx1 133.9 37 2 -3 6 18 -20 1 r (100) 0 +file largerver- 100 tops Sion of m with guest chair and files en -E IOxl 133.9 47 3 -6 17 6 -12 s (100) 0 +peds similar to r 100 but illus- trating 2 ft De- desk depth pends and more on mix overhead Of shelving units als an d pals and file draw- ers Report to the City of Newport Beach Appendix B — Page 15 City Hall Space Needs Analysis en /reception -I 64 sf hside 80 sf station footprint (with counter, panels) I 15 sf allowance (shaded area) Illustration System Standards — Other Configurations 5 en /reception -2 48 sf inside 72 sf station footprint (with counters & panels) 185 sf allowance (shaded area) en /conf -8 seats 240 sf allowance 192 sf inside en /pinwheel 300 sf allowance 145 sf inside (total) • en /conf -6 seats en/conf -4 seats 190 sf allowance 135 sf allowance 144 sf inside % sf inside Report to the City of Newport Beach Appendix B — Page 16 City Hall Space Needs Analysis OPEN AREA EQUIPMENT AND RELATED STANDARDS There are three primary considerations in determining the space requirements for a particular piece of equipment: (1) the area occupied solely by the equipment item, (2) the space required for the equip- ment user or operator, and (3) the need for access to the item. The exhibit below outlines the equipment dimensions and square footage allocations for frequently used items. The total space requirement of each piece of equipment of this nature is determined by increasing the actual footprint area of the item to allow for access and use. This factor has been de- termined from previous experience in developing layouts for similar facilities; space for non - standard equipment is calculated on an individual item basis. EXHIBIT Typical Standards For Open Area Equipment Report to the City of Newport Beach Appendix B – Page 17 City Hall Space Needs Analysis Symbol Typical Standard Item (If Any) Item Size Base Access Total Bookcase be 36" x 12" 3 7 10 Card File file 18" x 28" 4 6 10 Coat Rack coat or ctrk 24" x 48" 8 12 20 File Cabinet — Traditional File file or sf 18" x 28" 4 6 10 File Cabinet -5- drawer f -5 18" x 28" 4 6 10 File Cabinet — Lateral File If 36" x 18" 4 6 10 42" x 18" 5 10 is 48" x 18" 6 14 20 Side Chair chair 24" x 24" 4 1 1 15 Storage Cabinet stg cab 36" x 18" 5 10 15 Table table 60" x 30" 12 28 40 Table Extra Access Space table 60" x 30" 12 48 60 Typewriter Stand /Cart type 12" x 24" 2 8 10 24" x 30" 5 10 15 Guest Seating -4 lounge seat -2 — 80 20 100 Guest Seating -2 -3 chairs seat -I — 40 20 60 Coffee Station— counter cof -I — 10 20 30 Coffee Station — enclosable cof -2 — 15 35 60 Report to the City of Newport Beach Appendix B – Page 17 City Hall Space Needs Analysis CONFERENCE ROOM STANDARDS The size of conference rooms depends on (a) the number of persons seated at the table, (b) the size of the table (to accommodate bulky items, for example), (c) the possible requirement for spectators seated away from the table, and (d) presentation or display space. The last may include such needs as a projector area at the back of the room as well as a screen and presentation area with podium and such at the front. The standards we have used in this report are summarized in the following exhibit. EXHIBIT Summary Of Conference Room Standards SpaceCapacity and Type Symbol Std of Conference Room Typical Furnishings C -1 90 2- Person Interview Room Table, 2 or 3 chairs. C -2 120 2 -4 Person Interview Table, 2 -4 chairs. C -3 180 6 Person Conference 8 ft table, 6 chairs, possible writing surface on wall. C -4 240 8 Person Conference 8 ft table, 8 chairs, possible tack boards or writing surface. Ta- ble can seat 10, but crowded. C -5 300 8 -12 Person Conference 12 ft table, 12 chairs. Can add library at one end and seats 8, or add presentation area and room seam 8. C -6 360 12 -16 Person Conference 12 ft table, 12 chairs, presentation area at end of room. Can accommodate 16 persons if presentation space is converted to conference space. C -7 420 16 -20 Person Conference 16 ft table, 16 chairs, presentation area at end of room. Can accommodate 20 persons if presentation space is converted to conference space. C -8 480 18 -22 Seat Conference Room 20 ft table, 18 chairs, presentation area at end of room; cabinet (possibly with coffee service) at other end of room. Can ac- commodate 22 persons if presentation space is converted to conference space. C -9 560 22 Person Conference Conference seating 14 at table, plus 6 -8 persons at the side, - 14 at main table with a presentation area at the end of the room; and cabinet - 8 at side seating (possibly with coffee service) at other end of room. Seam 16 at main table if no cabinet. C -10 640 28 Person Conference - 18 at main table - 10 at side seating C -11 720 34 Person Conference - 22 at main table - 12 at side seating C -12 800 34- Person Conference Divisible : 8 -10 person 20 -22 person Conference seating 18 at table, plus 8 -10 persons at the side, with a presentation area at the end of the room; and cabinet (possibly with coffee service) at other end of room. Seats 20 at main table if no cabinet. Conference seating 22 at table, plus 10 -12 persons at the side, with a presentation area at the end of the room; and cabinet (possibly with coffee service) at other end of room. Seats 24 at main table if no cabinet. Modular combination of C -9 and CA conference rooms which open into one large room using room - divider partitions. Full room seam 24 at the main table and 10 persons at the side. Cabinet at one end of room. Report to the City of Newport Beach Appendix B —Page 18 City Hall Space Needs Analysis Illustration Small Conference Rooms E C -1 90 sf Interview Rm i E �I I� �I :s sf - 6-8 Persons rl 8 Personswith Presentation Area 300 sf • 8 -12 Persons IrEr C -4 240 sf • 8 Persons C -2 120 sf • 4- persons MrIMMM 12 PersonsWithout Presentation Area Report to the City of Newport Beach Appendix B — Page 19 City Hall Space Needs Analysis C -6 360 sf • 12 -16 Persons C -7 420 sf • 16 -20 Persons Illustration Medium Conference Rooms UUUUUUEF 16 PersonsWithout Presentation Area D UULILILF- 12 PersonsWith Presentation Area 16 PersonsWith Presentation Area 20 PersonsWithout Presentation Area Report to the City of Newport Beach Appendix B — Page 20 City Hall Space Needs Analysis C -8 480 sf • 18 -22 Persons Illustration Large Conference Rooms I El 18 PersonsWith Presentation Area 22 PersonsWithout Presentation Area C -9 560 sf • 14 Persons at Table (16 Without Built -in Cabinet); 6 -8 Side Seating Report to the City of Newport Beach Appendix B — Page 21 City Hall Space Needs Analysis Illustration Large Conference Rooms II C -10 640 sf • 18 Persons at Table (20 Without Built -in Cabinet); 8 -10 Side Seating FIMFIrIFIFIFTFIFIrl 1�1 I�1 C -II 720 sf • 22 Persons at Table (24 Without Built -in Cabinet); 10 -12 Side Seating Report to the City of Newport Beach Appendix B — Page 22 City Hall Space Needs Analysis Illustration Divisible Conference Room 24 Persons at Table with 10-11 Side Seating 16 Persons at Table #1 with 8 -9 Side Seating • 8 -10 Persons at Table #2 C -12 800 sf • Divisible Conference Room Report to the City of Newport Beach Appendix B — Page 23 City Hall Space Needs Analysis Illustration Training or Meeting Room I m Computer Training Arrangement Symposium Arrangement Training or Symposium Room 540 sf • 12 -15 Persons Report to the City of Newport Beach Appendix B — Page 24 City Hall Space Needs Analysis Illustration Training or Meeting Room II �r -TI �I if -TI I II I II I Symposium Seating Presentation Seating Meeting Room 700 sf • 20 -24 Persons Report to the City of Newport Beach Appendix B — Page 25 City Hall Space Needs Analysis Illustration Sample Assembly and Meeting Room (Flat Floor Multi -use Room) Audience seating for 70 is shown. Report to the City of Newport Beach Appendix B – Page 26 City Hall Space Needs Analysis Video Control Booth (Intl. optional Voice -over booth) (180sf) Hospitality/ Coffee (120sf) Storage (120sf) Provide jacks for cable TV and communications interface to outside D L TV ILI ILI 11:1 11:1 E] [E] 1 F1 F [E] 7-1 El D F 11:1 7,1 Q ZI ZI DIE] M 0 D D D E E E E El ED ED Assembly Room (1,410sf) Board Room /Multi- Purpose Complex (1,650sf + circulation allowance) Audience seating for 70 is shown. Report to the City of Newport Beach Appendix B – Page 26 City Hall Space Needs Analysis Illustration Sample Small Board and Commission Meeting Room (Flat Floor Multi -use Room) 'ideo Control Booth ncl. optional Voice -over booth) I BOsf) Seating for 53 shown. With front table extended. remove 2 rows for a capacity of about 40 seats. 17 �rIDr r� rEl r � r17 r�r r r77 rElr ED 77 r� r D L:1 0 El ID Provide jacks for cable TV and communications interface to outside Board Roam /Multi- Purpose Complex (1,650sf + circulation allowance) Audience seating for 53 is shown. Hospitality/ Coffee (120sf) 12 lD _ Storage (120sf) 5 Members plus 4 staff at table in basic position. Add 4 at table in extended position. Flat floor area required. Assembly Room (1,41 Osf) Report to the City of Newport Beach Appendix B — Page 27 City Hall Space Needs Analysis r ED r� rDr Ir-11 ----- ID M Provide jacks for cable TV and communications interface to outside Board Roam /Multi- Purpose Complex (1,650sf + circulation allowance) Audience seating for 53 is shown. Hospitality/ Coffee (120sf) 12 lD _ Storage (120sf) 5 Members plus 4 staff at table in basic position. Add 4 at table in extended position. Flat floor area required. Assembly Room (1,41 Osf) Report to the City of Newport Beach Appendix B — Page 27 City Hall Space Needs Analysis Illustration Sample Medium Board and Commission Meeting Room (Flat Floor Multi -use Room) Audience seating for 42 is shown. Report to the City of Newport Beach Appendix B — Page 28 City Hall Space Needs Analysis Video Control Booth (incl. optional Voice -over booth) (I80sf) Hospitality/ Coffee (120sf) Provide jacks for cable N and Storage communications interface to outside (120sf) r7rioOrTIFIF1 Assembly Room (1,410sf) Board Room /Multi- Purpose Complex (1,650sf + circulation allowance) Audience seating for 42 is shown. Report to the City of Newport Beach Appendix B — Page 28 City Hall Space Needs Analysis STANDARDS FOR OTHER ROOMS Other rooms, such as copy rooms, computer rooms, mail rooms, storage rooms, and so on are sized based on individual content needs. That is, standard requirements for the workstations, unit equip- ment, counters, and other items in the room are added together, with an allowance for extra circula- tion (when needed) and for the use of the items. The need for added circulation allowance is typically based on test layouts to assure an efficient yet workable standard is developed. As with other rooms is this project, we have generally sized the (smaller) rooms in multiples of 60 sq. ft., to allow the de- sign and layout process greater flexibility and modularity. Illustrations of standards and assumptions for selected "other rooms" appear below. Typical Break Room (standard "cof -4 ") ontains sink, coffee, refrig, GD, trash. Opt'I DW, MW. 60 sf Coffee (type 4) shown as an alcove Report to the City of Newport Beach Appendix B — Page 29 City Hall Space Needs Analysis 360 sf Typical Breakroom Typical Coffee /Service Counter (small area) (standard "cof -2 ") Contains sink, coffee 20 sf Coffee (type 2) Typical Coffee /Service Counter (standard "cof -3 ") ' � - Contalns slnly coRee, GD, trash. Opt'1 MW. 30 sf Coffee (type 3) Typical Coffee /Service Al- cove (standard "cof -4 ") ontains sink, coffee, refrig, GD, trash. Opt'I DW, MW. 60 sf Coffee (type 4) shown as an alcove Report to the City of Newport Beach Appendix B — Page 29 City Hall Space Needs Analysis APPENDIX C — FLOOR PLANS OF EXISTING BUILDINGS The following pages present detailed CAD drawings of the existing Civic Center buildings under the scope of this project. The base outlines and major partitions represented in these drawings were ob- tained from the City and were modified in some cases according to observed field conditions at the time of our physical survey. We also identified the functions of each space, and have color -coded the areas according to depart- ment and use. Some colors are reused, so a general knowledge of the buildings and the location of occupants is needed to track the designations we have used. The area quantities shown on the draw- ings are given in square feet. Faint red lines bound the areas, so that the exact assumptions of areas, work station sizes, and allocations used in this report are discernable. In some cases, access space is included in the workstation, where this appears to be integral to it, but generally this is not the case. In applying space standards, however, some access and circulation allowances are incorporated into the standard, and so it may not be true that a direct correlation between an allocation identified in the drawing will equal the size of a comparable space standard. Report to the City of Newport Beach Appendix C — Page I City Hall Space Needs Analysis a R z Building B 12,242 GSF 32ND AVENUE Site Plan Newport Beach Civic Center ❑ Buildings ❑ CC Parking Areas F "per Driveways ® Other Parking Landscaping, Related y, E E L] Walks, Other Areas 9s E ■ :p E N Legend for Parking Areas o' V = Visitor Vy AS = Assigned (Specific Position) AG = Assigned (General Group) E = Assigned (Electric Vehicle) Building H = Handicapped Person 6,300 1 at fl. GSF Note that we exclude Fire Station 7 2ZZ 2nd fl. GSF parking from Civic Center parking 13,577 total GSF for this study, and that metered parking is excluded from the on -site parking count. All Assigned 0 (Specific or General) H Fire Station AS Building D 9,227 ist fl. GSF 4.283 2nd fl. GSF Reserved `o 13,510 total GSF (Fire Dept Admin) 2 (Not a Part) LL E E E E (Building D) AG AG AG AG Building E AS AS 1,078 GSF AG s Building CA © ■ ❑ ® Public Works: Usable Assigned Public Works: Usable Circulatbn Building Usable Assigned ❑ Building: Usable Circulation Shared with Planning I] Planning Usable Assigned ElPlanning Usable Circulation Shared with Building Building Stairwell, Corridors Building lavatories, Janitor Rooms, Mechanical Rooms 96 sf Building Vertical Pomtramons. Shaf s, Elevators 106 sf 55 sf FEET 0 5 10 20 92 63 If 93 sf ]6 sf 83 sf 127 sf sf Assoc CE Eng. Tech. TE Tech. 102 sf ]6 sf Pc CE Eng. Aide 33 sf 39 at Jr. CE 61 sf 94 sf Jr. CE 105 sf :1 97 sf Assoc CE 278 sf 165( 168 sf 21 sf 20 si 108.sf 45 sf 9 sf 292 sf 239 sf 124 sf 314 zf FAE 69 sf 44 If 35 If Dept Deps. 185 sf Azsi. Asst. 950 99 zf 91 zf Adm. 53 sf 52 sf 48 st Assr. 58 sf Survey Ch. Survey Wk, 107 sf UP 10 zf 343 zf Fl,�,f PI 148 sf 166 sf 141 sf 280 sf Dev. Engr. Adm. Mgr. Intern Dirctor 55 sf FEET 0 5 10 20 ❑ Public Works: Usable Assigned Public Works: Usable Circulation 156 sf El HR: Usable Assigned P.CE El HR: Usable Circulation C1s7 Clerk Usable Assigned IM sf Cary Clerlc Usable Circulation El El Admin. Svcs: Usable Assigned 153 s( 1i +i Pr. CE El Admin Svcs.: Usable Circuhrion 2 � City Management Usable Assigned zf 9] sf 93 sf Assoc CE Building Stairwells, Corridors . Assoc. CE Building Lavatories, Janitor Rooms, Mechanical Floors 43 si 940 65 sf Jr. CE 80 s F-1 Building Vertical Penevavions, Shafu, Elevators Sr. Erg. Tech. 23 s 13, 1 123 if Pr. CE 3 s! 144 sf 185 sf 53 sf City Erg. 39 sf 132 A 148 zf 52 74 of 37 sf f 138 sf 52s 21 z 13 38 sf 16,f 145 sf 81 sf 229 sf I sf SOS s BI sf n Building B (north section) 4 xf 125 sf 3 f 75 sf 74 sf ° 50 xf f 2 61 f 152 sf 46 59s 46a 56 s 16 of 101 sf 42 95 sf 3 f 31 55 zf 24 sf 14s 57 xf 104 of 55 sf 105 zf 17 if IB sf 121 sf 76 a 177 sf 30° of Building C.2 ❑ Building: Usable Assigned I I Building: Usable Circulation ❑ Planning Usable Assigned Planning: Usable Circulation ElBuilding Stairwells, Corridor, ElBuilding lavatories, Janimr Rooms, Mechanical Rooms Building VeNcal Penetrations, Shaft, Elevamrs 4f= 105 sf 105 at 372 sF 168 sf 14 51 180 if 41 sf I 48 if V 84 s! M1111111111 1M . 1 111 m IME 76 of 73 if 49 sf 395 if 45 if 35 of 110 a4 115 sf 12 s! 11 s! 125 sf 0ef 64 sf 35 660 sf 110 if V III I I S I III 104 sf III 101 if III 1041 III 138 sf III 183 sf 55 if OPEN AIR DECK Building B (central section) Admin. Svcs.: Usable Assigned ❑ Admin. Svcs.: Usable Circulation City Management: Usable Assigned Building Sbs rweli Corridors Building Lavazories, Janitor Rooms, Mechanii Rooms F1Building Vertical Penetrations, Shahs, Elevators '08 sf Building D.1 132 s( Building E IB sf 199 sf Fire: Usable Assigned 32 sf 21 El Fire: Usable Circulation sf D Adm. Svcs., MIS: Usable Assigned 411 sf E] Adm. Svcs., MIS: Usable Cirmlacion 61 sf OD Community Svcs.: Usable Assigned ❑ Administrative Svcs.: Usable Assigned General Svcs.: Usable Assigned Building Shared Usable (e.g, lunchroom) Building Sairwells, Corridors 719 sf 513 sf Building levamrles, Janitor Rooms, Mech. Rooms Building Vertical Penetreuons, Shahs, Elevamrs 445 sf 165 sf 58 sf 12] sf s/ 21 sf 60 sf 60 sf 242. sf 121 sf 42 s 127 sf me 30 BS sf 5 sf 78 42 x 126 •f 77 sf 12] zf 295 s( 770 82, 61 sf 403 sf Ib s( 14 33 sf 0 xf J2 ❑1�1 155 sf 59 sf 12 sf 21 `73 sf 42] zf 16 sf 02 sf 25 66 zf xf 472 f 33 sf 584 sf Ib8 sf 96 sf 129 sf 750 64 sf 107 sf 90 sf ❑ 60 sf 2 sf F[46 sf 6 s 58 f [LI]xf 141 sf 121 sf 132 sf 443 of 131 of 0s 3U� 30 xf ENTRY Building A Building B (south section) ❑ Communiry Svcs.: Usable Assigned llCommuniry Svcs.: Usable Circulation 11 Ciry Management Council Areas: Usable Assigned F] Ciry Management Council Areas: Usable Ci ... 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