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NB Space Utilization -2002
K(Al` NEWPORT BEACH CIVIC CENTER CITY HALL FACILITIES NEEDS ASSESSMENT REPORT ON SPACE UTILIZATION ASSESSMENT 9 August 2002 Griffin Advisors 385 Second Street • Laguna Beach, CA 92651 • 949 - 497 -9000 TABLE OF CONTENTS I. INTRODUCTION Whatis in This Report ............................................................................................................................ ............................... I Objectives......................................................................................................................................... ............................... I Methodology.................................................................................................................................... ............................... I Reviewof This Report by the City ............................................................................................ ............................... 2 Findings........................................................................................................................................................ ............................... 2 2. SPACE ALLOCATIONS SitePlan ....... ............................... Parking........................... ............................... Plans of Individual Buildings . ............................... Total Building Space Allocated .......................... How Areas Are Measured ..................... Summary of Space by Department and Table of Detailed Existing Space Allocations. 3. ANALYSIS OF SPACE ALLOCATIONS WorkstationCounts and Sizes .............................................................................................................. ..............................9 Identifying Workstations and Equipment Areas ...................................................................... ............................... 9 Total Workstations and Distribution by Size ........................................................................... ..............................9 Grouping Workstations by Position ........................................................................................ ............................... 10 Department -Level Comparisons .............................................................................................. ............................... 13 Benchmarks of Space Utilization ..................... ............................... General Services Administration Guidelines .................... Local Government Workstation Standards by Position Quality of Workstations .................................... ............................... IS IS 17 19 OtherAreas ............................................................................................................................................. ............................... 19 Conference and Meeting Rooms ............................................................................................. ............................... 19 PublicAreas ...................................................................................................................................... .............................20 Conclusions................................................................................................................................................ .............................22 4. EXISTING BUILDING CONDITIONS ................................................................ .............................23 Approach................................................................................................................................................... ............................... 23 General Building Assessment Conclusions ........................................................................................ .............................23 S. PROPOSED SPACE STANDARDS .................................................................... .............................24 Introduction.............................................................................................................................................. ............................... 24 Workstation Standards — Private Offices .......................................................................................... .............................26 Workstation Standards — Traditional Open Workstations ......................................................... .............................31 Workstation Standards — System Work Stations .......................................................................... .............................33 Open Area Equipment and Related Standards .................................................................................. .............................39 Conference Room Standards ................................................................................................................ .............................40 Standardsfor Other Rooms .................................................................................................................. .............................51 APPENDIX A– FLOOR PLANS OF EXISTING BUILDINGS APPENDIX B – DETAILED EXISTING ALLOCATION OF SPACE APPENDIX C – DEFINITION OF TERMS APPENDIX D – EVALUATION OF EXISTING BUILDINGS Table of Contents Page i Space Utilization Assessment Report I. INTRODUCTION WHAT IS IN THIS REPORT Objectives This is the first report requested by the City regarding possible improvements to the existing Civic Center. The objectives of this report are 1. To illustrate how space is used in the City Hall today, especially for staff areas, visitors and customer service operations, shared areas, specialized equipment areas, and site area. These illustrations, in particular, show areas of constraint and inefficiency. 2. To analyze and describe the space allocations today, and, for each functional area, discuss the amount of space, the quality of space, points of constraint and inefficiency, and unit averages which can be used in benchmark comparisons. 3. To identify proposed and recommended space standards which can be used for assessing space requirements for improved City Hall facility planning. 4. To identity benchmark criteria and use them for comparison of existing space allocations in a range of measurements, including space per work station, usable space per person, space per capita, and the like. 5. To identify the existing physical conditions of the separate buildings making up the Civic Center complex, and discuss the apparent constraints and opportunities for long term use of these buildings for City operations. Methodology Our approach and methodology for accomplishing these objectives is outlined in the statement of work which was approved by the City and in which scope this work is undertaken. To identify the spaces in use, we have undertaken a comprehensive survey of operations and space utilization, accompanied by interviews with many staff occupying space in City Hall regarding the adequacy of space assignments, workstations, conference areas, counters and public meeting areas, and the other components which make up City Hall operational areas. Benchmarks were obtained from Federal and local sources, and space allocations were also compared to a selection of other Civic Center facilities. One key source for space allocation benchmarks has been an ongoing program of office space review conducted by the U.S. General Services Administra- tion, Office of Government -wide Policy, Office or Real Property. This program has evaluated current practices of space use nationwide (and some sources in Canada), both in the public sector and in pri- vate enterprise. The latter is important, because when examining City Halls as a whole, there are many elements in the operations of City Government which align to the private sector, especially when Council areas and other spaces are included. Existing physical conditions of the City Hall buildings was undertaken by examination of existing building documents and plans, discussions with City building management and maintenance person- nel, and physical survey and observation by engineers, designers, and experts with experience in City Hall design and reuse. Report to the City of Newport Beach Page I Space Utilization Assessment Report Review of This Report by the City Several reviews are required by the City to maintain project schedules and progress of work. The re- view and approval of space standards is important to the next phase of work, and it is incumbent on the City to review and approve these standards for use in computing space requirements. Also, it is important to review the evaluation of physical conditions inasmuch as these findings will contribute to possible recommendations regarding reuse, replacement, and reconfiguration of existing buildings on the Civic Center campus for meeting future space requirements. FINDINGS I. The Civic Center occupies over 44,000 gross sq. ft. of space in 5 buildings. Using definitions taken from the Building Owners and Managers Association (BOMA definitions), these buildings contain about 37,880 usable sq. ft. of space or about 41, 460 rentable sq. ft. of space. 2. The survey found a total of 189 workstations in the Civic Center. There is a total of 206 persons working out of the Civic Center, but this includes interns which may work split shifts, and some persons for whom no unique designated workstation is allocated (including some staff also with field -based workstations, general Council Members, and others). 3. The space allocations in the Newport Beach Civic Center are smaller than the benchmarks of comparable jurisdictions by between 11% and 25 %, and space conditions are functionally and qualitatively below desirable levels. It is also the opinion of the survey team that the nature of workstations in use do not allow for adequate flexibility to meet technological, operational, or or- ganizational changes and advancements that typically occur over time. 4. Standards have been proposed for use in estimating space requirements for the functions in the Civic Center (the needs requirements will be the subject of the next report). These standards compare favorably with other jurisdictions, and are tailored to reduce the space shortfalls that oc- cur today. The actual person -by- person assignment of standards will be discussed with City pro- ject staff in the course of review of this report. 5. A physical survey of buildings has been completed by the architect and consulting team working on this project. The results show specific code deficiencies, especially relating to accessibility and to seismic requirements. This is the subject of a separately bound survey document which accompanies this report. Report to the City of Newport Beach Page 2 Space Utilization Assessment Report 2. SPACE ALLOCATIONS SITE PLAN Buildings The City supplied base drawings of the Civic Center to our project team and we have used these as a starting point to examine both the site conditions and the specific spaces within each of the buildings. Exhibit 1 shows the site as a whole, including parking areas, building footprints, walkways, and gen- eral landscaping. The buildings are shown in relative scale, with parking areas shown in light -gray. The total building sizes, again taken from the plans provided to us, are measured as follows: Building First Floor GSF Second Floor GSF Total Gross Sq. Ft. Building A 3,622 -- 3,622 Building B 12,242 —* 12,242 Building C 6,300 7,277 13,577 Building D 9,222 4,283 13,505 Building E 1,078 -- 1,078 Total 44,029 * There is a small storage area which also serves as mechanical (HVAC) space on an upper level of Building B. The area was not shown on the City plans. Unconfirmed estimate of room size is about 600 sq. ft. Parking According to the plans, there are about 160 parking Civic Center spaces on -site. This excludes the Fire Station and its parking, and also excludes the metered parking on 32" Street, even that amount which is adjacent to the Civic Center itself. The parking on the plan provided us by the City shows the 160 stalls divided into the following types of parking areas: Type of Parking Area Total Stalls Designated Public Visitors 10 Reserved Employee (by named position or by group) 73* Reserved for General Employees (un- designated) 65 Reserved for Electric Vehicles 9 Reserved for Disabled Persons 3 * I I of these are available to Public Visitors on a limited basis. Also, two of these are located inside Building E. The gross building space of 44,000 gsf is divided into conference rooms, assembly space (Primarily Council Chambers), office areas, storage, and other functional areas, as described elsewhere in this report. Based only on total undifferentiated GSF, at 4 parking stalls per 1000 gsf, an on -site parking requirement of 176 stalls is computed. But this fails to account for times when the public assembly spaces are in use, for the special demand for visitor parking which is always higher at City offices than at commercial offices (for which the 4- per -1000 rule was developed), and fails to account for City vehicles which are parked at the site (including electric vehicles) which effectively doubles the parking required for those employees who drive City vehicles in the course of their work day. Report to the City of Newport Beach Page 3 Space Utilization Assessment Report Insert site plan here (exhibit 1) Report to the City of Newport Beach Page 4 Space Utilization Assessment Report PLANS OF INDIVIDUAL BUILDINGS As shown on the site plan, there are 5 buildings on the Civic Center site. The headquarters fire sta- tion is also located there, adjacent to the Civic Center, but this is not part of this project. The exhibits in Appendix A show the layouts of these buildings, with the illustrations presented in the following order: Building A and the south end of Building B,' Building B, central section. Building B, north end. Building C, first floor. Building C, second floor. Building D, first floor, and Building E (in proximity), Building D, second floor. The plans are all in scale (1/16" = P -0 "), and are color coded to illustrate functional and department areas. Colors are reused for various departments where the separation of department areas is clear, but colors for core and circulation areas are consistent across all sheets. TOTAL BUILDING SPACE ALLOCATED How Areas Are Measured Boundary Lines for Rooms and Measurable Areas Our approach has been to measure smallest areas first and then to aggregate these into various totals for comparison and analysis. We measure all areas to the centerline of the bounding partition (whether an office or a panel -based workstation), or in the case of thick exterior walls we use a typi- cal wall thickness to measure that side of the room involved. This provides that each room be meas- ured consistently, and also provides that the sum of the areas equals the total, less a measured strip of wall thickness around the perimeter of the building. Generally, this is similar to the BOMA' guidelines for measuring floor area in office buildings, but in some ways our approach deviates from the BOMA guidelines. It should be noted that the BOMA guidelines are very specific and allow for a method to compute building rentable space in manner which is consistent across buildings and across various user types. The American National Standards Institute, Inc., has accepted this standard in its ANSI guidelines and the U.S. General Services Ad- ministration also uses the BOMA method for computing and comparing space utilization by the Fed- eral Government. A Small Difference from the BOMA Measurement Method BOMA method entails several definitions, which are presented in Appendix C of this report. Mainly, there are three or four key concepts involved. Most importantly, BOMA allows for measurements on the outside perimeter to be to the "dominant portion" of the exterior wall, which (in most cases) may be either the glass line or the inside surface of that wall. The glass line is approximately the center- ' The plan sections for Building B are arranged so that they can be cut and pasted together along the invisible match lines on each sides of the continuing plan. 2 Building Owners and Managers Association. The guidelines are published in "Standard Method for Measur- ing Floor Area in Office Buildings," ANSIIBOMA Z65.1 -1966. See www.boma.org for details. Report to the City of Newport Beach Page 5 Space Utilization Assessment Report line of the wall (though in some designs it may not be), while the inside surface measurement ex- cludes the whole wall thickness. We use the centerline of the exterior wall in all cases, partly because it is easier to compute (we do not have elevation drawings, needed to verify "dominant portion ") and partly to make each office comparable when we discuss workstation standards. If we did not do this, then two offices of the same dimensions would be given different areas depending on the amount of outside wall involved, the design of the windows, and other factors. The BOMA method also meas- ures shafts and vertical penetration walls from the outside surface, so stairs and other shafts are slightly larger in the BOMA method. But the difference is quite small' overall from either of these variations. In the course of computing the rentable space, the BOMA method allows for computing "usable" space. We also compute usable space (which is more meaningful for our analysis of space require- ments than "rentable" space), and use the BOMA rules for the most part, but not in all cases, as noted above. Summary of Space by Department and Building On this basis the total measured areas for the Civic Center buildings are summarized in the following table. ' For example, for Building C, the entire thickness of the exterior wall on either floor is at most a few hundred square feet, and our method allows for half of this to be included in the measurement. BOMA would take each section of wall and measure to the glass line where glass was 50% of the surface and to the interior face else- where, so that our method usually ascribes a little more space to the usable area than does theirs. For a typical stairwell, our approach may reduce the stair allowance only by 20 sq. ft. Report to the City of Newport Beach Page 6 Space Utilization Assessment Report Exhibit 2 Summary of Space Allocations by Building and Department Department/Area BI Administration Administrative Services Dept. Building Dept. City Attorney City Clerk Community Services Dept. Fire Department (Admin) General Services Dept. Human Resources Dept. Planning Dept Public Works Dept. General Building Areas Unassigned Building Lobby Major Circulation Corridors Stairwells Atrium Opening Other Vert. Penetrations /Shafts Mechanical Rooms Lavatories Lunch Room & Storage Rooms Parking /Garage Totals (Measured Gross SF) Added remaining wall thicknesses Grand Total Building Gross Sq. Ft. 3, 9,000 8,000 7,000 6,000 5,000 4,000 3,000 2,000 1,000 dg A Bldg B Bldg C Bldg C Bldg D Bldg D Bldg E Total 191 1,636 - - 4,827 - 3,491 - - 4,555 311 8,357 - 1,013 2,975 - - 3,988 - - - 9,466 1,466 - 824 - - - - - 824 - 1,029 - - 1,047 - - 2,076 - - - - 957 2,218 242 3,417 - - - - 155 - - 155 1,200 - 1,200 - - 474 3,001 - - - 3,475 - 1,572 4,151 - - - - 5,722 - 532 - - - - - 532 768 407 1,172 131 61 2,539 - 216 - 32 100 - 348 - - - 395 - - - 395 - - 87 - 14 - 101 12 195 55 13 291 23 - 589 292 404 292 247 266 251 - 1,752 - - - - 540 - - 540 - - - - - - 427 427 495 11,651 6,201 7,125 9,015 4,203 1,041 42,730 127 591 99 152 212 80 37 1 299 622 12,242 6,300 7,277 9,227 4,283 1,078 44,029 Summary of Space Allocated to the Department (omits Building A) a C� p�e`�0 Fd° Qua OFa 9 PaP G�A es °o 5aP q0 cp I 9 Q- aca Pam° Oac Report to the City of Newport Beach Page 7 Space Utilization Assessment Report 1st Fl 2 2nd Fl 1 1st Fl 2 2nd Fl Summary of Space Allocated to the Department (omits Building A) a C� p�e`�0 Fd° Qua OFa 9 PaP G�A es °o 5aP q0 cp I 9 Q- aca Pam° Oac Report to the City of Newport Beach Page 7 Space Utilization Assessment Report In the above table, all areas except the General Building Areas have been allocated to one department or another. In particular, all conference rooms appear in one of the departments (Council areas in Building A are listed with Administration here, but are omitted from the graph), and smaller circula- tion pathways within department areas also are allocated with the associated department. BOMA Usable and Rentable Approximations Because the BOMA standards are used for many benchmarks, it is necessary to estimate the existing BOMA usable and rentable space allocations. Definitions of these and other terms appear in Appen- dix C to this report. It should be noted, too, that the size of the existing General Building Area is mis- leading since so much access space is outside the buildings themselves; this may make the "rentable efficiency" appear higher than otherwise in some cases. We generally treat the entire complex as "the building" for applying BOMA rules;' this approach is suggested as a useful alternative in the clarifying notes in the case of building campus complexes, and seems particularly appropriate where the buildings are all low -rise and function in such and integrated manner. Referring to the table above, we have taken the following approach: 1. We add the (a) department areas (equivalent to BOMA Tenant areas'), (b) unassigned lobby, and (c) lunchroom and its storage areas to obtain BOMA Usable. We exclude the mechanical spaces because they appear to fit the BOMA definition of "Floor 2. We add Major Circulation, Mechanical Rooms (which includes janitor rooms in this calculation), and Lavatories to obtain the BOMA Rentable 3. We use our measured totals for the BOMA Measured Gross, even though this is slightly too large. BOMA would not add any wall thicknesses where windows are not dominant, for exam- ple. We do exclude parking (in Building E) in accord with the BOMA guideline. The results of the calculations are as follows: TABLE OF DETAILED EXISTING SPACE ALLOCATIONS A detailed listing of space allocations by room, workstation, position, file and equipment area, and other component of the space -in -use is presented in Appendix B. This information in this table is analyzed in the next section of this report, and is used along with the summary data above in com- parisons with benchmark standards and space allocated at other City civic centers. "In particular, most of the mechanical and support areas are treated as "Floor Common Areas." s This is overstated slightly, since we have measured the Tenant areas in all cases to the middle of the bounding wall, and BOMA would not do this for rooms on the exterior which had less than 50% window area (among other things). Report to the City of Newport Beach Page 8 Space Utilization Assessment Report 1st Fl 2nd Fl 1st Fl 2nd A Department/Area Bldg A Bldg B Bldg C Bldg C Bldg D Bldg D Bldg E Total BOMA Usable (see text) 3,318 10,875 5,737 6,128 7,466 3,764 590 37,878 BOMA Rentable 3,495 11,651 5,985 6,643 8,983 4,089 614 41,459 BOMA Measured Gross Sq. Ft. 3,495 11,651 6,201 7,125 9,015 4,203 614 42,303 TABLE OF DETAILED EXISTING SPACE ALLOCATIONS A detailed listing of space allocations by room, workstation, position, file and equipment area, and other component of the space -in -use is presented in Appendix B. This information in this table is analyzed in the next section of this report, and is used along with the summary data above in com- parisons with benchmark standards and space allocated at other City civic centers. "In particular, most of the mechanical and support areas are treated as "Floor Common Areas." s This is overstated slightly, since we have measured the Tenant areas in all cases to the middle of the bounding wall, and BOMA would not do this for rooms on the exterior which had less than 50% window area (among other things). Report to the City of Newport Beach Page 8 Space Utilization Assessment Report 3. ANALYSIS OF SPACE ALLOCATIONS WORKSTATION COUNTS AND SIZES Identifying Workstations and Equipment Areas The plans presented in Appendix A illustrate the areas we have used in identifying space allocated to each office and open -area work station. The table in Appendix B shows the sizes of these areas as indicated by the CAD system used to make the drawings. Note that we used City- supplied drawings as the basis for these computations, but have modified the base drawings in some cases to reflect updated partition relocations and otherwise to show the loca- tions of movable partitions, cabinetry, and furnishings where this was necessary. In some cases, the shown sizes and locations are only approximate, so that our workstation boundaries are reasonably close estimates that may be off by several inches one way or the other. Similarly, the equipment and file areas are estimated, and especially where passageways and equip- ment areas meet we have had to make some judgment as to where the boundary is drawn. Our objec- tive was to allocate all areas to one function or another so that these could be totaled without overlap. Total Workstations and Distribution by Size We found a total of 189 workstations, for a total of 206 persons. The staff count includes interns and part-time persons, and does not match the number of "authorized" budgeted fte positions. Some staff are not shown with Civic Center workstations (such as 6 Council Members, some persons also with field offices, and others), even though we included the person in the count of people working there. The workstations include all stations even if unassigned, as well as four positions which are in "shop" areas and were not separately measured as workstation areas on the drawings. These "shops" are the print shop (two work stations) and the mail room (two work stations), and in the analysis of space per workstation and other benchmark results, we subtract these four so as not to report incorrect averages. As a result, we have the following summary of workstations: Total Persons Identified 206 Total Workstations 189 Total Workstations excluding Shop -based 185 Largest Workstation 294 sf Smallest Workstation 16 sf Average Size of Workstation (excl. shop - based) 95.4 sf Standard Deviation 57.1 sf Median Size of Workstation (excl. shop- based) 82.0 sf Report to the City of Newport Beach Page 9 Space Utilization Assessment Report The chart below plots the 185 workstations by size. The smallest workstation (16 sf) is first on the left, and the largest workstation (294 sf) is last on the right. Each workstation is included, so horizon- tal segments of the graph indicate that there is more than one station of that size. The median workstation (the half -way point on the horizontal x -axis) is clearly less than 100 sq. ft. In fact, this median is computed (in the table just above) to be about 82 sq. ft. The somewhat horizontal or small -slope shape at the beginning of the graph means that more work- stations have the indicated smaller size. The scoop up at the end of the graph means that only a few workstations are of the larger sizes. Very few workstations are above 250 sq. ft. but visually about 20% of them are below 50 sq. ft. 300 250 200 Q 0 —' 150 `o 3 0 in 100 50 Distribution of Workstation Sizes Each Workstation Grouping Workstations by Position The above counts each workstation separately, so that if eight Fiscal Clerk positions have eight dif- ferent workstation sizes ranging from 16 sf to 64 sf, then they are each are shown in the chart. We also have grouped workstations into clusters of similar job position, in order to begin analysis of workstation standards which would be assigned on a position basis. The first level of grouping by positions resulted in 54 categories, as shown in the table below, for the 185 different persons noted above. After grouping the positions, we totaled the space for the grouped workstations and averaged them for each category, to arrive at the average workstation size for a given position group. The total of the resulting 54 averaged workstation sizes is 6,180.8 sq. ft., for an Report to the City of Newport Beach Page 10 Space Utilization Assessment Report average size for all 54 (grouped) workstations of 114.5 sq. ft. This effectively smoothes out the raw 185 workstation sizes into 54 grouped sizes. Even so, it is necessary that the total number of workstation standards be reduced to many fewer, ei- ther for computing proper needs or eventually for providing required facilities. Workstation stan- dards should number about 10 for a typical City government. Also, we note that many positions have average workstation sizes that are below the expected size for similar positions. This disparity is dis- cussed under the "Benchmark" heading later in this section of the report. Grouped Workstations by Category of Similar lob Titles The data in this chart are shown graphically on the following page. In the chart, the positions are or- dered by average workstation size. Note that the dark red bars indicate the size of the average workstation for the indicated job category, and the blue bars indicate the number of positions which were found to make up that category and are used to make the average size. Report to the City of Newport Beach Page I I Space Utilization Assessment Report No. Tot. Avg No. Tot. Avg. Position WS SF SF Position Ws SF SF Accountant 2 175 87.5 Director 8 1769 221.1 Aide, Engineering 1 39 39 Engr., Assoc. CE 5 496 99.2 Analyst/Trainer 5 567 113.4 Engr., CE 4 430 107.5 Analyst, GIS Syst. 1 148 148 Engr., City Engr 1 185 185 Analyst, HR 2 134 67 Engr., Development 1 148 148 Asst., Administrative 1 93 93 Engr., Jr. CE 3 137 45.7 Asst., Clerical (pt) 1 45 45 Engr., Princ. CE 5 697 139.4 Asst., Department 10 693.6 69.4 Exec. Asst. to City Mgr. 1 186 186 Asst., HR 2 162 81 Field Staff (Insps, etc.) 18 722 40.1 Asst., Management 8 767 95.9 Field, Insp, Pr. Bldg. 2 130 65 Asst., Mapping 2 160 80 Film Liaison 1 36 36 Ass., Office 5 325 65 Finance Officer 1 121 121 Chief Bldg. Insp. 1 180 180 Hearing Officer 1 35 35 Chief, Training 1 163 163 Insp., Fire Dept 1 108.6 108.6 City Atty., Asst. 1 208 208 Intern (may incl file area) 6 365 60.8 City Atty. 1 273 273 Manager (all types) 12 1778 148.2 City Clerk 1 125 125 Mayor 1 144 144 City Manager 1 294 294 Mayor, Asst. to 1 58 58 City Mgr., Asst. 2 391 195.5 Officer -Code Enf 1 91 91 Clerk, Fiscal 8 384 48 PIO 1 152 152 Clerk, Fiscal, Sr. 5 259 51.8 Planner, Associate 2 225 112.5 Community Relations Ofcr. 1 100 100 Planner, Asst. 4 322 80.5 Coordinator (all types) 9 922 102.4 Planner, Sr. 5 557 111.4 Deputy Bldg. Official 1 168 168 Specialist (all) 11 645 58.6 Deputy City Atty. 1 153 153 Superintendent 1 168 168 Deputy City Clerk 2 152 76 Supervisor 1 91 91 Deputy Fire Marshal 1 108.6 108.6 Technician (all) 11 668 60.7 The data in this chart are shown graphically on the following page. In the chart, the positions are or- dered by average workstation size. Note that the dark red bars indicate the size of the average workstation for the indicated job category, and the blue bars indicate the number of positions which were found to make up that category and are used to make the average size. Report to the City of Newport Beach Page I I Space Utilization Assessment Report City Manager City Atty. Director City Any, Asst. City Mgr, Asst. Exec Asst to City Mgr. Engr -City Engr Chief Bldg. Insp. Superintendent Deputy Bldg. Official Chief - Training Deputy City Arty. PIO Manager Engr - Development Analyst -GIS Syst. Mayor Engr -Print CE City Clerk Finance Ogicer Analyst)Trainer Planner- Associate Planner -Sr Insp, Fire Dept Deputy Fire Marshal Engr -CE Coordinator Community Relations Ofcr. Engr -Assoc. CE Asst- Management Asst. Administrative Supervisor Officer -Code Ent Accountant Asst -HR Planner -Asst Asst- Mapping Deputy City Clerk Asst - Department Analyst -HR Field -Insp, PC Bldg. Asst-Office Inert (may Intl file area) Technician (all) Specialist (ail) Mayor, Asst. to Clerk - Fiscal, Sr. Clerk - Fiscal EngrJr. CE Asst- Clerical(pt) Field Staff(Insps, etc.( Aide - Engineering Film Liaison Hearing Officer All Workstations by Type of Staff Position Sq. Ft. per Workstation 0.0 50.0 100.0 150.0 200.0 250.0 300.0 0 2 4 6 8 10 12 14 16 18 20 No. of Workstations of Type Department -Level Comparisons The space occupied by the various Departments is summarized as follows: No. of No. of Total Sq. Ft. per Department Persons Workstations Sq. Ft. Workstation City Clerk 3 3 824 274.7 City Attorney 5 6 1,466 244.3 Fire Department (Admin) 16 15 3,417 227.8 Administration 14 8 1,636 204.5 Planning Dept 21 20 3,475 173.8 PWD 38 33 5,722 173.4 Administrative Svcs. Dept. 57 54 8,357 154.8 Community Services Dept. 18 14 2,076 148.3 Building Department 25 27 3,988 147.7 Human Resources Dept. 9 9 1,200 133.3 General Services Dept.6 0 0 155 0.0 These figures omit Building A, and also omit non - department ( "General Building ") areas, so no grand totals are given here. These figures allow comparison of workstations "densities" across de- partments, and show, among other things, that on the average smaller departments have higher amounts of space per workstation on the average. This is due mainly to the fact that support spaces (such as the vault and counter space in the City Clerk's office) are distributed across fewer staff (in the case of the City Clerk, there are only 3 staff), so that the averages get larger. The following three charts show, respectively, the following: 1. Chart 1 shows the total net sq. ft. for each Department and the total number of workstations in each. The scale to the left applies to the vertical bars; the scale to the right applies tot he line. 2. Chart 2 shows the total number of workstations (vertical bars) and the average square footage per workstation ( "density "). Note that all the larger Departments are well under 200 sq. ft. per work- station. The Departments are ordered by number of workstations in this chart. 3. Chart 3 shows the total space per workstation and the total space allocated to each Department. The Departments are ordered by space per workstation, from high to low. The key observations are (a) the larger departments are all below 200 sq. ft. per workstation, (b) small departments may deceptively appear to have larger space per workstation„ (c) on balance, density, when used as a measure of efficient space use, does not take special needs for public counters, store- rooms, and other non -staff areas into account, even though it is commonly used as a benchmark. a The General Services Department space consists solely of a building maintenance room, and no "workstation" as such. Report to the City of Newport Beach Page 13 Space Utilization Assessment Report B.DOa e,DOO 7,000 6,000 ° SaOO a � 4,000 5 � 3.000 2,oa0 t,000 0 AdminisDept, Public Works Building Dept. Planning Dept Fire CommunM City City Attorney Rumen Svcs. Oepl. Dept Department Svcs. Dept. Adminlatratlap Resources (Ptlmin) Dept. Total Net Sq. Ft. and Total Workstations �sF �ws 60,0 5O .a g 400 { 30.0 3 5 Z 20 Total Workstations and Avg. SFMorkstation x\45 tSFrwkatn City ai General Servims Dart Administrative Public Works Building Dept Planning Dept Flre Community City City Attorney Human City Clerk General Svns. Dept. Dept Department Svcs. Dept Adminietretion ftewumes Services Dept. (Admin) Dept. 300.0 250.0 fr � 2000 . 150.0 an 100.0 a' 50.0 0.0 Avg. SFIWorkstation and Total Net Sq. Ft. �SFIWkatn � Tot SF 6 e 3 2DO 0 'O t 50.0 3 ia0,0 LL or in City Clary City Arm., Re City Planning Dept Public Works Administrative Community Building Dept. Human General Department Administration Dept Svcs. Dept svtx. Dept. Resources Services Dept. (Admin) Dept. Report to the City of Newport Beach Page 14 Space Utilization Assessment Report e e BENCHMARKS OF SPACE UTILIZATION General Services Administration Guidelines Beginning in the mid- 1990's and continuing into the present, the U.S. General Services Administra- tion's Office of Governmentwide Policy began to adapt the approach taken in allocating Federal of- fice space to the practices and experiences which were occurring in the private sector as well as in other quadrants of the public sector. This came about as the Federal Real Property Asset Manage- ment Principles were examined and as recommendations for improvements and the adoption of "best practices" into the Federal community. The result has been movement toward an approach that emphasizes flexibility, individual agency re- sponsibility, strategic planning for real property needs, and adoption of space -use efficiency standards as measured in private sector terms. Ultimately, there are several measures of space utilization that can come into play, depending upon the criteria or factors which are to be tested. Space per person, space per workstation, cost of space per person, and others all are the kinds of measures that have been examined. While the principles are easy to express, the details are very difficult to implement. For example, it is difficult to agree on common definitions of "workstation," "person," "cost," "space -in- use," and other factors. Are part-time persons counted as fractions or as whole numbers, are dual - assignment work- stations (as for intems in Newport Beach) counted only once, and when costs' are considered, how are they computed? Is space measured as gross space, workstation space, rentable space, or other mix? The basic approach has been to move toward the BOMA definitions and to use measures common in the private sector for most benchmarking. This is not universal, since there are some extreme situa- tions which just do not fit into the private sector model. Moreover, it is important to take care that the measures used for benchmarking do not drive policies to the wrong conclusions: efficient space use does not mean making workstations small, at least not to the point of lost functionality, and it is fruit- less to compare the space needed by attorneys, say, and clerk- interns. Benchmarks have to be taken as averages over large numbers of operations, and where possible similar operations should be used in comparison. An important benchmark document for space standards produced by the U.S. GSA is Office Space Use Review: Current Practices and Emerging Trends, printed in 1979 by the Office of Real Property. This document surveys numerous private and public sector sources for space standards and utilization ratios. In it they also observe: 1. The workspace is changing, and evaluating space use is more complex as a result. 2. All organizations surveyed look at some type of square feet per person measure. 3. The U.S. Government average for space use is 200 usable s.f. per person, as compared to the U.S. private sector average of 250 usable s.f. per person. The following table is a summary of selected office space utilization rates which were obtained by the U.S. study team and reported in the referenced document: ' For example, costs may include operating costs, costs of equipment and furnishings, costs of original construc- tion, cost of replacement facilities, cost of special equipment associated with the functions examined, and so on, and these may or may not be useful in examining space utilization effectiveness, efficiency, or productivity. Report to the City of Newport Beach Page IS Space Utilization Assessment Report Source Group /Component/Measure Usable SF /Person BOMA Experience Report U.S. Private Sector 245* Bldg E U.S. Government Sector 204* Arthur Anderson LLP Private Sector Target Value 250 6,128 Technology Firms (Sample) 206 Lucent Technologies Occupancy Density Targets (depends on types) 174 -190 Mobil Corporation Overall Density Target 225 Dun & Bradstreet Corp'n Headquarters Density Standard 190 -200 State of Virginia Maximum per Person 250 State of Texas Statewide Average 234 State of Missouri Statewide Average 200 State of Oregon Maximum Allocation (average) 200 U.S. Government Overall Average (GSA) 200 *Converted from BOMA Rentable where reported, but using the BOMA definition for Usable The GSA Document goes to lengths to point out that these numbers are specific in what they refer to and may not be valid comparisons for different agencies that have a different mix of functions, needs, and support components. Among the caveats: (a) this applies only to `office type buildings," (b) us- able sq. ft. is measured using the BOMA method ( "the space where a tenant normally houses person- nel or furniture "), and (c) the persons used are the persons housed during a peak 8 -hour shift, includ- ing temporary, part-time , other- agency, budgeted vacancies, and other persons who are intended to be officed in the area. The space utilization at Newport Civic Center is repeated in the table below, based on using the BOMA methods for space use calculations. See the earlier discussions for how BOMA Usable is computed in Newport Beach, Also, note that we have used workstations as a measure of persons since this seems to capture the intent of the measures above, by including some field staff where they use the Civic Center offices and otherwise omit persons who are housed off -site. DepartmentlArea Bldg A Bldg B 1st Ft Bldg C 2nd Ft Bldg C 1st Fl Bldg D 2nd Fl Bldg D Bldg E Total B /C /D /E Total All BOMA Usable (see text) 3,318 10,875 5,737 6,128 7,466 3,764 590 34,560 37,878 BOMA Rentable 3,495 11,651 5,985 6,643 8,983 4,089 614 37,964 41,459 Total Persons (workstations) 0 68 32 39 34 17 0 189 189 Usable SFANorkstation n/a 159.9 179.3 157.1 219.6 221.4 n/a 179.7 200.4 The following chart illustrates these figures. Note that the average for all buildings is about 200 sf per workstation, and when Building A is omitted, the number is about 180 sf per workstation. Report to the City of Newport Beach Page 16 Space Utilization Assessment Report 250.0 200.0 c 0 m x 150.0 0 3 v n 100.0 LL O N 50.0 0.0 Usable Sq. Ft. per Person (workstation) Newport Beach Civic Center Bldg CA Bldg C.2 Bldg DA Bldg D.2 B /C /D /E All Bldgs. There are two ways to compare Newport Beach Civic Center to the GSA benchmarks. Either com- pare the figure for all buildings to the commercial office (private sector) measure of 250 sq. ft. per person, or if the Council Chambers facility (Building A) is omitted, compare the result to standard of- fice average of 200 sq. ft. per person. In either case, the City is significantly below the benchmark. The GSA points out, further, that older facilities typically show inflated averages, which may signify a greater present need than do the above ratios. Local Government Workstation Standards by Position The GSA report referenced above contains a number of example standards at the State level, and also notes that local and other government standards have been developed according to their needs. Most space standards apply to individual positions, and not to overall densities. We made a survey of local governments, and while some of this data is old, it is still in use in various jurisdictions. In any event, the following table of standards represents an example of comparison lo- cal governments and the approach they take at allocating offices. We have not yet assigned persons to these standards, but will ask the City's help in identifying the appropriate job description categories to go with the associated workstation space standard. This process will be part of the review of this report with the City. Report to the City of Newport Beach Page 17 Space Utilization Assessment Report Selected Agencies GSA (Typical) ** LA County (Social Svc) LA County (General) Orange County Riverside County San Bernardino County San Diego County LA City * ** Selected Publications Open Office Architects Journal Summary Avg of Other Sources Proposed Standards Private Office Typical Open Systems Exec* Mona- er Super- visor Other Ofc Basic Ofc Drafting Supv. Genii 300 -400 225 -300 225 150 100 100 60 -75 250 150 -225 130 -150 - 80 -130 - 65 -90 56 -85 250 -350 250 120 -160 - 80 79 -90 - 50 270 180 144 - 108 - - - 300 -375 225 150 - 144 69 - 57 150 -200 150 120 120 70 -90 50 -85 - 50 -80 300 250 120 - - n/a 120 50 -100 250 140 -180 140 -180 140 120 85 -110 100 60 -85 200 -350 100 -250 100 -150 - 80 -150 80 -150 - 50 -90 247452 194 -247 151 -194 - 86 -118 75 97 48 -75 304 208 151 137 108 86 99 65 300 -240 210 150 150 120 75 -90- 96tt 60 -75 1201 Compares to City Manager and Department Heads, as well as higher positions in some agencies ** Old standard for individual office assignments. * ** Various office enhancement provisions are also described for various job classifications. t The proposed drafting stations are 75 Elf for a basic table /user- chair; 90 Elf for table, user - chair, and drafting - sized back - table; and 120 Elf for table, chair, back -table (drafting size), guest seating, and file space. tt Enclosed area is 96 sf; the allocation may also include circulation which adds to this allowance. Note: Sources for some entries are from materials of a wide range of dates, and are available on request 350 300 250 200 150 100 50 0 Executive* Manager Supervisor other Ofc Basic Ofc Drafting Supv. General ■Av.r ge of Usted other Sources ■ Pop osetl Standards Illustration of Proposed Standards Compared to Other jurisdictions Report to the City of Newport Beach Page 18 Space Utilization Assessment Report QUALITY OF WORKSTATIONS In all the above review of quantity of existing space allocations, we have not addressed the quality and functionality of the workstations. Generally, from our experience as well as from the reports of the users, the existing staff workstations are generally not well designed and do not make for more efficient office functioning. This is not true in all cases, however, and some workstations are ex- tremely efficient in how they function as well as how they utilize space. Part of this situation comes from the fact that many workstations are custom - built, in some cases for the persons who are now in those workstation and in some cases for persons who are no longer there. While technology, organization, and operational procedures are generally slower to change in Gov- ernment office spaces, in time hard -built workstations become less convenient or appropriate to their originally designed function. There is another class of workstation in the Civic Center which is not so custom -made as it is assem- bled from available materials and equipment. And this is not so much for efficiency as for the avail- ability of components. There are examples in the Planning and Building Department staff areas espe- cially, where individuals make do with all sorts of odd collections of equipment or ad hoc furnishings. There is also an issue of design and quality from an aesthetic viewpoint. This is not discussed much here, since our purpose is to focus on amount and functionality of spaces, but it is a real Overall, it is clear that some part of the crowding, inefficiency, and functional overhead is due to im- proper or inadequate workstation design, layout or use. OTHER AREAS Conference and Meeting Rooms There are several conference and meeting spaces in City Hall, but even so these are inadequate to meet the routine needs there. The conference spaces which exist are listed as follows. Building /Conference Area Sq. Ft. Building A Council Chambers (meeting area only *) 1,819 Council Conference Room 400 Building B Lobby Conference Room 244 Building C Public Works Conference Room 176 Building Department Conference Room 178 Planning Conference Cubicle 84 Building D Fire Department Conference Room 555 Legal Department Conference Room 258 * Council Chambers (storage, vestibule, etc.) adds 865 sq. ft Excluding the Council Chambers, this amounts to a total space of 1,895 sq. ft. for conference areas, serving 189 workstations, or about 10 sq. ft. per workstation. Report to the City of Newport Beach Page 19 Space Utilization Assessment Report The basic planning guide we use is minimally 15 sq. ft. per workstation, with between 5 -10 sq. ft. ad- ditional space for "special" meeting areas, such as interview rooms, plan check meeting rooms, de- partment libraries, and the like. This partly accounts for more space per seat than the existing spaces now allow, and partly accounts for more meeting rooms in general. One major problem today is that there are few rooms big enough for mid -size meetings. It should also be noted that the location of the existing rooms is also very inconvenient. For example, the conference room in Building A might be even better used if it were not so remote from most de- partments. A group meeting there can "cost" an extra 10 or 20 minutes in logistic overhead, allowing for walking both ways, getting materials there, and the occasional unexpected need to go back to one's office for some information. Disability access is a related issue which is addressed more fully in the review of existing building conditions and code deficiencies. It is enough to say here that of the conference areas listed above, half the rooms are inaccessible, accounting for even more than half the total meeting space aside from the Council Chambers. It is also important to stress the need for some specialized meeting spaces which serve unique pur- poses. For example, most One -Stop Shops provide for at least one meeting room equipped to allow visitors to review plans in a private (or semi- private) space, away from the main public counter. These rooms may be equipped with typical tables and chairs, so that the room can be used for differ- ent purposes when available, or may be equipped with a standing- height table (or counter) and no seating. Most departments have some special meeting needs, none of which are provided today, except for the City Attorney office area which is provided with a small (and ill- furnished) law library. Other typi- cally needed special - purpose areas include meeting space for labor negotiations and hearings, auditor workrooms, workrooms that provide space for packet assembly or for special project team meetings, and department libraries which may contain meeting and reading areas. Public Areas The public areas at the Civic Center include (a) the main building lobby, (b) the access -ways between and reception points at each building and Department, (c) all public counters, (d) waiting areas at each Department, (e) the Council Chambers vestibule and main meeting room. These can be evalu- ated in terms of amount of space, functionality of space, and design of space. We leave the last of these to a later report on implementation strategies, design guidelines, and other design considera- tions. Main Building Lobby The building lobby appears adequately sized, but this is partly due to the fact that there are so many entry points to the Civic Center that this area serves only the first -time Civic Center visitor and those visitors who are coming to an adjacent department. Uses are mixed, with Revenue functions and Administrative functions merged, so that the visitors using the lobby are not very well segregated by purpose of visit. The area also does not serve informational purposes well, since signage is limited and the take -away materials are not very well organized or displayed according to the visitors' needs. The adjacent conference room, being open to the lobby, allows both areas to function less well than they should. Access Paths and Building Entry Points It is difficult for visitors new to the Civic Center (or new to a different Department than they usually visit) to find their way from the parking areas to the function they are seeking, assuming that they are Report to the City of Newport Beach Page 20 Space Utilization Assessment Report able to park near the building in the first place. Visitor parking is deficient, as noted elsewhere, and it is dispersed between three or four primary areas' none of which are signed as to what functions are best reached from any location. The general signage in the passage areas is also not very good, espe- cially in directing persons both according to function and to Department name. While the weather allows for less discomfort in the outside passages most of the year, it is at other times not so pleasant. All movement between buildings is open at least to the side, and the number of entry points to the campus are as numerous as there are spaces between buildings. There are, fur- thermore, awkward passages through Departments (such as through City Clerk offices to get to Hu- man Resources, or to access the upper floor areas) which are disruptive and confusing. Most of the visitors are not first- timers, of course, and so the problems apply mainly to those who come once, or those who come rarely, but for these persons the visit is not easy. Public Counters and Related There are a number of public counter areas and department reception points: Area Building B` Community Svcs. Dept. Counter /Lobby 16' Counter with 2 built -in workstations Admin. Services Dept. /Revenue 11' Counter with 2 workstations Main Lobby /Asst. to Mayor 6 -1/2' Counter at workstation Main Lobby /Exec. Asst. to City Mgr. 18' Counter at workstation Administrative Svcs. Dept. /Cashier 13' 3- station Counter City Clerk 11' Counter /limited waiting Human Resources 12' Counter at workstation + display Building C Public Works Department Counter 18 -1/2' Counter + 6 seats Building Department Counter 24' Counter+ 6 seats Planning Department Counter (included) Planning /Building Dept. Waiting 6 seats + others near Director Building D Print Shop Mail Room Fire Department/Prevention Fire Department/Admin. MIS City Attorney Workstation Workstation 6 -1/2' Counter Workstation (no clear reception point) Counter at workstation + 1 seat `Omits a "non- public' area for Payroll, consisting of 1 guest seat at workstation. Note: all dimensions are approximate, from plans supplied by City. At quiet times, these amounts of space are generally adequate, but this is not often the case. Espe- cially City Clerk and Human Resources areas are crowded, not just because of counter length but also due to the absence of space for waiting and passing on the visitor side. All counters are crowded on the staff side, including those serving the development functions, and the existing counter space could be doubled (that is, doubled in depth) merely to provide the same counter length in an adequate work space. As to required counter "stations" (which is to mean counter length), all Departments report significant problems at many times. For development - related functions, we generally assume a 5' counter length ' There is a dedicated area on the north side, for about 10 persons, a time - limited area for about 11 more persons on the back side of the Civic Center, metered parking behind the Council Chambers, and on- street parking along 32vd Street and nearby. Report to the City of Newport Beach Page 21 Space Utilization Assessment Report as equal to one "station." For other functions we usually assume a counter length of 4' although in some cases, when there are suitable separations for visitor privacy and security, as well as suitable equipment for staff to conduct business, it is possible to reduce a counter station to 3' of length. Staff space deficiencies have in part led to building staff workstations into the counters in an effort to create more efficient work areas. This limits the use of the counter even when business is heavy to the few workstations which are constructed (as at Human Resources), but does allow for staff to al- ternate from their work surface to the visitor more easily. This is fine for those situations where (a) future growth in work volume, (b) changes due to new equipment and technology, (c) staff work functions, and (d) seasonal and workday visitor peak volumes are all generally unchanging. Flexibil- ity over time is provided, however, when the staff workstations are not integrated into the counters themselves. Department Waiting Areas The above table also indicates the character of Department waiting areas other than counters. As shown, these are in almost all cases minimal, and Departments report a general need for more space and accommodation (as at the offices of the City Attorney, where visitors cannot wait comfortably at the point of reception). This is all part of the general conversion of available space into staff and op- erations work areas, whether for desks, storage, or other uses, and contributes in no small part to the sense of crowding and limitation of office space. In particular, there is limited space for departments to display informational materials and to conduct reception -area business (such as space for applicants in Human Resources). Most of these reception points seem, at least to us, not so much to convey a sense of efficiency in government and space use, which is appropriate, as a sense of clutter, constriction, and inefficiency, which is not. CONCLUSIONS The space allocations in the Newport Beach Civic Center are smaller than the benchmarks of compa- rable jurisdictions by between 11 %a and 25 %, and space conditions are functionally and qualitatively below desirable levels. It is also the opinion of the survey team that the nature of workstations in use do not allow for adequate flexibility to meet technological, operational, or organizational changes and advancements that typically occur over time. Report to the City of Newport Beach Page 22 Space Utilization Assessment Report 4. EXISTING BUILDING CONDITIONS APPROACH LPA, Inc., and its consultants have reviewed the existing Civic Center drawings made available by the City of Newport Beach. These drawings include 1945 City Hall, 1975 Council Chambers, 1984 Community Services building, and miscellaneous other additions. They also conducted a site observation tour of the project area on March 7, 2002. This tour and re- sulting review consisted of a overview of the building shell as well as a walk -thru of the interior spaces. The buildings assessment is one of the first steps in the scope of services of this project to understand what improvements need to be made to the City Hall Campus which will better serve the citizens of Newport Beach. No testing of materials or removal of finished materials for observation of concealed construction was undertaken. GENERAL BUILDING ASSESSMENT CONCLUSIONS The evaluation of the buildings by LPA and its consultants is presented under separate cover in a document accompanying this report. This evaluation represents the survey team's opinion of the conditions of the construction based on a general review of the drawings and on personal site observation. It is not in the scope of this report to evaluate code compliance extensively , or to determine probable damage and losses caused by seis- mic activity. In making a general review, it should be recognized that conditions and deficiencies might exist which the team has not been able to identify specifically. This review is not intended to preempt the technical or professional responsibility of the project design consultants in any way, and does not represent a warranty or guarantee on our part that other problems may not exist. The findings are summarized generally as follows • Overall, the complex has responded to short-term needs without a master plan to guide the expansion and changing needs of the City. Many of the current problems with the work envi- ronments, space allocations, lack of adequate parking, and inefficiency in systems are related to this lack of planning. • Confused circulation and a lack of a central lobby or entry point make many departments ei- ther too accessible to the public or difficult to find. Lack of control and security are an issue with all buildings. • No building meets current practices for seismic design. Of the four buildings where seismic systems could be reviewed, all building would experience varying degrees of structural dam- age in a major seismic event. • The existing Fire Station very likely does not meet the requirements of an essential facility and would likely sustain significant structural damage in a major seismic event. • ADA violations are widespread with none of the buildings complying with ADA require- ments. • HVAC systems and Electrical systems are all individual - building - based. This causes energy inefficiency and is costly to maintain and service. Report to the City of Newport Beach Page 23 Space Utilization Assessment Report 5. PROPOSED 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 il- lustrated in Exhibit 1. EXHIBIT I An Open Workstation A B o C A = Item Footprint; B = Access; C = A +B = Standard Report to the City of Newport Beach Page 24 Space Utilization Assessment Report 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 D C C C 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 Page 25 Space Utilization Assessment Report 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 POA 180 -- 180 Manager PO -5 210 -- 210 Special cases PO -6 240 -- 240 Division Head PO -7 300 -- 300 Department Head; City Man- ager PO -8 360 -- 360 Unassigned PO -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 table. 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 table. Executive desk and chair, credenza, 2 guests at desk, club seat- ing for 4 plus conference table. Report to the City of Newport Beach Page 26 Space Utilization Assessment Report 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 Page 27 Space Utilization Assessment Report Illustration - Private Once Standards ______________________ El PO -S 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 Page 28 Space Utilization Assessment Report Illustration - Private Once Standards r" O o UU PO -7 300 sf Private Office Report to the City of Newport Beach Page 29 Space Utilization Assessment Report 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 Page 30 Space Utilization Assessment Report 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 Typical Typical Symbol Ftp'UAcc's/Tot I Assignment 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 is ews /r sws dws dws /r uws 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. 5 10 15 as required Indicates the addition of a guest side -chair beside and as part of a work station. 40 35 75 Staff with exec. desk 20 25 45 Staff with small desk 40 35 75 Staff with drafting stn 60 30 90 Staff with large draft- ing station 60 30 90 "U "- workstation Executive work station (see "ews ") with back unit. Small work station (desk 36" - 48" wide); may be a single - pedestal desk. Drafting table and chair. Drafting table, reference unit or work desk, and staff chair. Some plan storage at the station may be included. "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 Page 31 Space Utilization Assessment Report 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) o 9'- 6" u D 90 sf dws /r 10'- 0" 100 sf Seating (Ig group) 0 0 W- 0,. 75 sf 60 sf cws /s cws 91.6..W o � o 75 sf dws (drafting station) I I public side 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 Page 32 Space Utilization Assessment Report 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 work- station. The space provides for the possible inclusion of one or more back tables, lateral files, ex- tended side reference surfaces, side chairs, or other components as shown. Therefore, there are alternative configurations that a given space standard can have, so that, for ex- ample, an "en -c" space allowance can accommodate different work requirements. Also note that these allowances are generic, in that no one vendor is used. Different vendors may have various di- mensions and components available in a system line. The following Exhibit identifies the range of features that each of these standards might have, noting total surface size, length of shelving and fil- ing, and so on. This is followed by additional illustrations showing conference spaces and reception stations developed with systems furnishings, and other possible allocations. EXHIBIT Analysis Of Open System Standards (Showing Various Alternative Configurations) Symbol Used Total SF" Encl. SF Surf. SF Peds No. Shelf LF Files LF" Seats No. Illustration of the Standard Reference & Notes en -a 58.5 36 20 1 -2 6 — — A standard clerical desk en -b 76.5 48 18 1 -2 4 I B compare to cws /s ' 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 Page 33 Space Utilization Assessment Report Symbol Total Encl. Surf. Peds Shelf Files Seats Reference Used SF' SF SF No.) LF LF' No. Illustration of the Standard & Notes en -b 76.5 48 17.5 1 -2 6 — 1 C an alterna- tive config'n for B en -b 76.5 48 24 1 -2 — 6± — D shown with a data sur- face en -b 76.5 48 34 I or 8 8 -16 — E more in lieu of files compare to cws(r optional file en -c 93.5 64 28.5 1 -2 8 8 -16 I F compare to cws /r /s a return is an option en -c 93.5 64 31 1 -2 8 6 -12 I G +top or of file more optional file Report to the City of Newport Beach Page 34 Space Utilization Assessment Report Symbol Total Encl. Surf. Peds Shelf Files Seats Reference Used SF' SF SF No.) LF LF' No. Illustration of the Standard & Notes en -c 94.5 60 28 1 -2 7 6 -8 1 H like D, but longer for a guest chair en -d 115.5 80 33 1 -2 5 roll I I file drafting draftin g tam stations are less flexible when smaller than this en -d 115.5 80 51 1 10 0 -6 1 J +roll drafting shown with file tame data or CAD sur- face CAD station en -d 115.5 80 39.5 1 -2 8 6 -12 — K opt. opt opt. with a deeper data work sur- face than D or H Report to the City of Newport Beach Page 35 Space Utilization Assessment Report Symbol Total Encl. Surf. Peds Shelf Files Seats Reference Used SF` SF SF (No.) LF LF' No. Illustration of the Standard & Notes en -e 137.5 96 43 1 -2 12 6 -12 1 L longer than K to fit the guest chair better (shown with shelv- ing) en -e 137.5 96 56.8 2 12 11 -20 — M (see L) added sur- face and files replace the guest chair en -e 137.5 96 46.5 1 -2 12 12 1 N may also +roll file drafting table larger ver- sion of I or re- may place also side re- guest chair chair place is an option side chair en -e 137.5 96 36 2 -3 8 6 2 O smallest office con- figuration (see P) Report to the City of Newport Beach Page 36 Space Utilization Assessment Report Symbol Total Encl. Surf. Peds Shelf Files Seats Reference Used SF' SF SF No.) LF LF' No. Illustration of the Standard & Notes en -f 162.5 120 42 1 -3 10 10 -12 2 P much more open than O for a small addi- tion of space en -f 162.5 120 49 1 -2 12 12 2 Q +roll small office file version of a. plan- review station en -f 162.5 120 66 2 -4 20 12 -24 — R 33 1 -2 10 6 -12 can can be as- each each each each add 2 signed to but one person cuts needing a surf large data and files station en -g 187.5 144 52.5 2 -3 12 6 -18 2 -3 S ver- sion of P with an added guest Tlarger chair T U Report to the City of Newport Beach Page 37 Space Utilization Assessment Report en /reception 115 sf allowance 64 sf inside Illustration System Standards - Miscellaneous Elements en /reception 185 sf allowance (colored) 72 sf station footprint 48 sf inside ti rrr Jr 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 96 sf inside Report to the City of Newport Beach Page 38 Space Utilization Assessment Report 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. Exhibit 4 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 determined from previous experience in developing layouts for similar facilities; space for non - standard equipment is calculated on an individual item basis. EXHIBIT 4 Typical Standards For Open Area Equipment Report to the City of Newport Beach Page 39 Space Utilization Assessment Report 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 15 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 is 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 is 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 Page 39 Space Utilization Assessment Report 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 Exhibit 5. EXHIBIT Summary Of Conference Room Standards SpaceCapacity and Type Typical Symbol Std of Conference Room 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 C -6 360 12 -16 Person Conference C -7 420 16 -20 Person Conference C -8 480 18 -22 Seat Conference Room C -9 560 22 Person Conference - 14 at main table - 8 at side seating 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 12 ft table, 12 chairs. Can add library at one end and seats 8, or add presentation area and room seats 8. 12 ft table, 12 chairs, presentation area at end of room. Can accommodate 16 persons if presentation space is converted to conference space. 16 ft table, 16 chairs, presentation area at end of room. Can accommodate 20 persons if presentation space is converted to conference space. 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. Conference seating 14 at table, plus 6 -8 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 16 at main table if no cabinet. 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 seats 24 at the main table and 10 persons at the side. Cabinet at one end of room. Report to the City of Newport Beach Page 40 Space Utilization Assessment Report 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 Page 41 Space Utilization Assessment Report 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 Page 42 Space Utilization Assessment Report 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 Page 43 Space Utilization Assessment Report 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 Page 44 Space Utilization Assessment Report 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 Page 45 Space Utilization Assessment Report 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 Page 46 Space Utilization Assessment Report 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 Page 47 Space Utilization Assessment Report Illustration Sample Assembly and Meeting Room (Flat Floor Multi -use Room) Audience seating for 70 is shown. Report to the City of Newport Beach Page 48 Space Utilization Assessment Report 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 Page 48 Space Utilization Assessment Report 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 Page 49 Space Utilization Assessment Report 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 Page 49 Space Utilization Assessment Report 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 Page 50 Space Utilization Assessment Report 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 Page 50 Space Utilization Assessment Report 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 Page 51 Space Utilization Assessment Report 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 Page 51 Space Utilization Assessment Report M;j T�\103 NMI Appendices Space Utilization Assessment Report APPENDIX A — 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. Appendix A Page I Space Utilization Assessment Report 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 ... Ltion ❑ Building Stairwells, Corridors ❑ Building lavatories, Janitor Rooms, Mechanical Rooms ® Building Vertical Peneeations, Shafts, Elevators 114 sf 46 XF�f sf SS S( 34 sf 3,f 4fl U sf 199 sf Mar 5 sf s 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 ... Ltion ❑ Building Stairwells, Corridors ❑ Building lavatories, Janitor Rooms, Mechanical Rooms ® Building Vertical Peneeations, Shafts, Elevators Building D.2 234 if III 198 if III 163 of P4 sf 31 if 555 If 36 sf 1111 1 1 100 sf 4L alj I t ®L 1rC11®I II 102 sf III ❑ Fire: Ueable Assigned ❑ Fire: Usable Circulation ❑ City Any: Usable Assigned ❑ City Atty: Usable Circulation ❑ Building Srairaells, Corridors ❑ Building lavatories, janitor Roams, Mechanical Rooms 2® Building Venial Penetrations, Shafts, Elevators Zoe zr I I sf p9 if zf 129 sf 5s zf E IOO s! ISz IF 121 of F S5 if 2]3 sf I]4 sf 63 of APPENDIX B — DETAILED EXISTING ALLOCATION OF SPACE The following table presents a detailed listing of the existing spaces in the Newport Beach Civic Cen- ter, and indicates, in particular, the space presently allocated to each person who has a workstation there. Appendix B Page I Space Utilization Assessment Report Civic Center Space Occupied Newport Beach, California Page I of 9 No. 1 No. 1 S ace In Use B Bu n Or anization /Position /Item Pars WS Buildin A Buildin B Buildin C.1 Buildin G2 Buildin DA Buildin D.2 Building E Name Administration Office of City Manage City Manager 1 1 294 Bludau Asst. City Mgr. 1 1 235 Kiff Asst. City Mgr. 1 1 156 Wood P10 1 1 152 Jackson Exec Asst. [o City M r. 1 1 186 Lektorich Dept Asst. 1 1 117 Oborn ; Wick Copy Room 50 Lobby Conference/Hearings 1 244 Office of Mayor Mayor 1 1 144 Ridgeway Asst. to Mayor 1 1 58 Wick Council Council Member 6 0 Council Conference Room 400 Council Lavatory 42 Chambers, Front Area 735 Chambers, Seating Area 1,084 Chamber Projection 96 Chambers, Storage 148 Chambers, Lobby 621 Chambers, Inner (Net) 65 Chambers, Mechanical see below Chambers, Lobby Lavatories see below Total Administration 14 8 3,191 1636 0 0 0 0 0 Administrative Services De artment Administration /Resource Management Director/Treasurer 1 1 177 Danner De ut Director 1 1 180 Kurth Adm. Asst. 1 1 57 Frederickson Inner Net Circulation 105 Shared Areas Coffee Area 17 Vault 300 Fiscal Services Administration Fiscal OP s. Mgr. 1 1 101 Aske Cashia n 8 Collections Fiscal Spec. 1 1 55 Enri uez Sr. Fiscal Clerk 1 1 59 Rettig Fiscal Clerk 1 1 42 Battioli Fiscal Clerk t 1 1 46 Frost Page I of 9 Civic Center Space Occupied Newport Beach, California Organization/Position/Item I Pars I WS I BuildingAl Building B I Buildin C.1I BuildingC.21 BuildingD.11 Buildin D.2I Building E I Name Fiscal Clerk t 1 1 56 Hughes Counter 127 Equipment 56 Inner Net Circulation 95 Accounts Payable Fiscal Spec. 1 1 33 Baku Sr. Fiscal Clerk 1 1 46 Gallagher Fiscal Clerk t 1 1 16 Lewis Files and E ui ment 55 Inner Net Circulation 31 Print Sho Maria er 1 1 rt sh Flores Specialist 1 1 (prt sh Martin Print Shop 719 MailroonvRemittance Processing rdinator 1 1 mail rm Wills al Clerk t 1 1 mail rm Rubidouz Maii Room M 513 m arehouse Store Room 445 Management Information Systems Administration Manager 1 1 141 Malkemus Applications Coordinator 1 1 121 Luen as- Alwafai Anal st/Trainer 1 1 126 Birbeck Anal st/Trainer 1 1 127 Hsu Analyst/Trainer 1 1 127 Kiatkwankui Analyst/Trainer 1 1 127 Ma linti MISTechnician 1 1 82 Eichel Inner Net Circulation 25 GIs Coordinator 1 1 58 Murphy Anal st/Tminer 1 1 60 Watson Ma in Asst. 1 1 96 Pappas Mappinq Asst. 1 1 64 Stadlman PT /Tem /Intern 2 1 56 E ui ment & Files 133 Inner Net Circulation 190 Operations Coordinator 1 1 77 Cone MIS Tech Supp Sec 1 11 1 77 Ellsworth MTech Su Sec 1 1 60 Lee M Tech Su Sec I 1 1 60 Wo'ciechowski Store Room 58 Equipment, Files, Work Area 116 Inner Net Circulation 125 Com uter Room E ui ment Room 443 Page 2 of 9 Civic Center Space Occupied Newport Beach, California Organization/Position/item I Pars I WS I BuildingAl BuildingBI Buildin C.1I BuildingC.21 BuildingD.11 Building D.2I Building E I Name Telecommunications/networks Comm Coordinator 1 1 82 Auger Comm Spec 1 1 42 Hathaway Pay Phone Control Stn 42 E ui ment/Files 85 Inner Net Circulation 78 General Storage Areas 311 Revenue Manager 1 1 153 Everroad Rev. Tech. 1 1 62 Paule Fiscal Spec. 1 1 51 Carne Fiscal Spec. 1 1 47 Duncan Fiscal Spec. t 1 1 36 Williamson Sr. Fiscal Clerk 1 1 35 March Fiscal Clerk 1 1 60 Bryant Fiscal Clerk 1 1 60 Petroski Fiscal Clerk 1 1 64 Walters License Inspector 1 1 36 Burckle License Inspector 1 11 1 36 1 1 Cooper Film Liaison 1 1 36 Cleary Hearing Officer 3 1 35 Hansen; Long; Valenti Files nd a E ui ment 137 Coffee, etc. 20 Inner Net Circulation 216 Accounting Finance Ofcr. 1 1 121 Matusiewicz Accountant 1 1 85 Bello Accountant 1 1 90 1 Ghorbani PT/Temp Wkstn +Files 11 1 1 69 Acctg Flies/Eqpt 1 19 Mgt Asst. 1 1 92 Coulter Fiscal S c. 1 1 75 Harris Pa roll Files /E t 36 Fiscal Clerk 1 1 40 Bui Inner Net Circulation 126 Total Admin. Svcs. Department 57 54 0 3,491 0 0 4 555 0 311 Building De artment Administration Building Director 1 1 272 Elbettar Admin Asst. 1 1 93 Goodwin Dept. Asst. 1 1 51 Schenk Ofc. Asst. 1 1 76 Yamada E ui ment 31 Page 3 of 9 Civic Center Space Occupied Newport Beach, California Page 4 of 9 MMMMM MMMMM MMMMM Page 4 of 9 Civic Center Space Occupied Newport Beach, California Organization/Position/item I Pars I WS I BuildingAl Building B I Buildin C.1I BuildingC.21 BuildingD.11 Buildin D.2I Building E I Name Citi Clerk City Clerk 1 1 125 Handess De p. City Clerk 1 1 75 Fisher De . City Clerk 1 1 77 Brown Scanning Station 33 Files & Equipment 74 Vault 145 Counter & Waiting 66 Inner Net Circulation 229 Total City Clerk 31 31 0 824 0 0 0 0 0 CommunityServices Administration Director 1 1 199 Kienitz Adm. Asst. 1 1 45 Craig Sr. Fiscal Clerk 1 1 43 Patterson Administrative Files 62 Office Asst. 4 2 149 PT staff, rotates between 4 ersons Media Coord. 1 Adams Gra hicSpec. ) 1 I I O'Mara Reception/Waiting ReceptionfWalting 114 E ui ment 58 Coffee, etc. 61 Inner Net Circulation 162 Recreational Services Rec. Supt 1 1 168 McGuire Rec. Mgr. 1 1 132 1 Calvert Closet 30 Rec. Mgr. 1 1 1311 Levin Rea Coord. 1 1 1 1291 Din wall Rec. Coord. 1 1 1 121 Pearl Rec. Coord. 1 1 117 Veches Rec. Coord. 1 1 117 Williamson Rec. Maint. Wkr. 1 Amend De t. Asst. 1 1 90 Lee Field Desk 1 incl Files 46 Store Room 102 Total Community Services 18 141 0 1,029 0 0 1,047 0 0 Fire Deprartment Office of the Chief Fire Chief 1 1 234 Rile Adm. Asst. 1 1 174 Gill Comm Relations Ofcr. 1 1 100 Blauer Emer . Svcs. Coord. 1 1 100 Boston Equipment 41 Page 5 of 9 Civic Center Space Occupied Newport Beach, California Organization/Position/item Pers I WS I Building Al BuildingBI Buildin C.1I BuildingC.21 BuildingD.11 Building D.2I Building E I Name Su port Services Manager 1 1 198 Ulaszewski Sr. Fiscal Clerk 1 1 76 Merrill Supp Svcs Cat reloc Schmehl Facility & Supply Coord. reloc Ofc. Asst. 1 1 48 Olson Eg ui ment 56 Fire Prevention Fire Marshal 1 1 2201 Lockard Dep Fire Marshal 1 1 5431 Bryg Fire Prev Spec 1 1 incl Lerch Ins 1 1 ind Morris De t. Asst. 1 1 ind Fountain Equipment, Counter, Files ind EMS Management Manager 1 1 102 Cleary Dept. Asst. 1 1 11 1 107 1 Foeldi Trainin Training Chief 1 1 163 Scheerer Life uard Ca t. 1 off -site Boyer Department Shared Areas Conference Room 555 Coffee Area & Water 19 General Storage 242 Inner Net Circulation 108 239 Inner Net Stairway 38 54 Total Fire Department Admin 16 15 0 0 0 0 957 2,218 242 General Services Facilities Mantenance Maintenance Room 155 Total General Services 0 0 0 0 0 0 155 0 0 Human Resources Department Director 1 1 144 Livingston Adm. Asst. 1 1 52 Tristan Risk Mgr. 1 1 148 Farley HRO s. M r. 1 1 138 O'Neil HRZ, s[ 1 1 81 Anderson HRAnaI st 1 1 53 Red k HRAsst. 1 1 81 Jensen HRAsst. 1 1 81 Wingert Page 6 of 9 Civic Center Space Occupied Newport Beach, California Page 7 of 9 MMM Page 7 of 9 Civic Center Space Occupied Newport Beach, California Organization/Position/item I Pers I WS I BuildingAl Building BI Building C.1I Building C.21 Building D.1 I Building D.2I Building E I Name Public Works Administration Director 1 1 280 Barium Intern 1 1 141 Adm. Mgr. 1 1 166 Thompson Adm. Asst. 1 1 35 Oyler Dept. Asst. 1 1 44 Loce ; Rooks De t. Asst. 1 1 58 Piles 99 Counter 185 Publiciflaiting 107 Shared PW Areas PW Conference 176 Coffee /Service 48 Store Room under stair 95 Engineering Administration/City Engineer City Engineer 1 1 1 185 Pata off Engineering Pc CE 1 1 156 Sinacori Pc CE 1 1 153 Dalton Pc CE 1 1 123 Stein Assoc. CE 1 1 97 Lu Assoc. CE 1 1 93 Tse Jr. CE 1 1 43 Crumb Sr. En g. Tech. 1 1 94 Garcia Interns 2 1 23 Piles and Equipment 96 Field, Inspection 8 Survey Pc CE 1 1 138 Gunther PW In. 3 3 193 Ber er; Pu g lisi; Masters Surve Pa Chief 1 1 53 Wittme er Surve Inst. Wrkr. 1 1 52 Metz er Trans ortation and Develo ment Services Administration Mana er 1 1 148 Edmonton Trans ortation Pr. CE 1 1 127 Brine Assoc. CE 1 1 107 Brahier; Divan Assoc. CE 1 1 107 TE Tech. 1 1 93 Garrett Jr. CE 1 1 61 En g . Aide 2 1 39 Parkin Meter Su v 1 0 0 Small Parkin Meter Svmkr. 2 0 0 Bui; Collins Files 69 Page 8 of 9 Civic Center Space Occupied Newport Beach, California Organization/Position/item I Pars I WS I BuildingAl Building BI Building CA I Building C.21 Building D.1 I Building D.2I Building E I Name Development Services Development En r 1 1 148 Hoffstadt Assoc. CE 1 1 92 Won Jr. CE 1 1 33 Arcinie a GIS S st. Anal st 1 1 148 Medina En . Tech. 1 1 63 Wagner Vault 144 314 Misc Eqpt 20 Other Areas Inner Net Circulation 365 712 Total PWD 1 38 33 0 1 572 41151 0 0 0 0 Totals General Building Areas Unassigned Building Lo by 532 532 Ma'or Circulation Corridors 768 407 1,172 131 61 2,539 Stairwells 216 32 100 348 Atrium Opening 395 395 Other Vertical Penetrations and Shafts 1 87 1 14 101 Mechanical Rooms 12 195 55 13 291 231 589 Lavatories 1 292 404 292 247 266 251 1,752 Unassigned Conference Rooms 0 Lunch Room 472 472 Lunch Room Storage 68 68 Parking/Garage 427 427 General Building Areas 0 0 304 1899 563 1,149 2301 519 488 7,223 Totals less some exterior wall thickness —2-0-67189 3,495 11,651 6,200 7,125 9,015 4,203 1,041 42,730 See note below on method Block Take -offs Gross Footprint) 3,622 12,242 6,300 7,277 9,227 4,283 1,078 44,029 Computed Exterior Wall Thicknesses 127 591 100 152 212 80 37 1,299 Percent of total 35% 4.8% 1.6% 2.1% 2.3% 1.9% 3.4% 3.0% Note: The room take -offs are measured (generally) from the center -line of the bounding partition. When all is added, there is generally some thickness of the exterior wall that is not yet accounted for (there are some technical exceptions to this). The "block take -offs" are separate measurements overall, and so the difference represents exterior wall thickness as Page 9 of 9 APPENDIX C — DEFINITION OF TERMS The following terms are closely related, and the definitions for these terms often vary from user to user. Care should be taken to verify the definitions when these terms are encountered in other sources. Gross Building Area BOMA does not make much use of this figure, but for us the term means the total area of the building enclosed by the bounding walls, exclusive of overhangs and areas (including docks) outside the building line. The gross square footage of a building is the sum of the gross sq. ft. on each floor, which is measured to the outside finished surface of the per- manent outer building walls. Basements, mechanical equipment areas, penthouses, etc., are all included. Note that this is sometimes referred to as the 'construction area." Patios, overhangs, and similar elements are (usually) not included. Gross Measured Area BOMA defines Gross Measured Area to exclude the area outside the "dominant portion" of the bounding wall, and also excludes overhangs, areas (docks) outside the building line, and enclosed parking. The dominant portion is usually either the inside face of the wall or the glass -line of the wall, depending on whether windows make up more or less than half the wall surface. There are exceptions, however, as in the case of street -front storefronts. For us, this area differs from the Gross Building Area (by the thickness of the wall areas which are not included in the "dominant portion" and also by parking which is included in the Gross for Building E. Vertical Penetrations BOMA defines major vertical penetrations to include elevator shafts, mechanical shafts, and other areas "without a floor," including the bounding walls of these areas. We measure to the average thickness of these bounding walls, however. Tenant Area BOMA defines the area of a tenant (the "Office Area ") to be the area where the tenant normally houses personnel, furniture, and operations under its sole control. Floor Common Area BOMA defines the Floor Common Area to be the areas on that floor available primarily for the use of tenants on that floor, such as wash- rooms, janitorial closets, electrical rooms, telephone rooms, mechanical rooms, elevator lobbies, and public corridors. The Rentable Area for a Tenant on a floor includes its prorated share of the Floor Common Area for that floor. Building Common Area BOMA defines the Building Common Area to be areas to exclude the Floor Common Areas and Vertical Penetrations, but to include areas which provide service to (all) building tenants, such as building lobbies and atria (at the floor level, not the shaft space above), building elevator lobbies, building mail rooms, and building core service rooms. The point is to identify areas servicing all tenants rather than just tenants on one floor. Appendix C Page I Space Utilization Assessment Report In the case of a campus setting, especially where the buildings are each low -rise as at Newport Beach, it is useful to think of each building as a "floor" in the BOMA definitions. At Newport City Hall, the lunchroom would be such an area. Usable Area BOMA defines the Usable Area as the sum of the Tenant Areas and the Building Common Areas. Floor Common Areas are omitted. Thus, typically, the usable area equals the tenant spaces plus the areas which are shared by all tenants (such as main building lobbies and corridors, but not floor corridors, for example). In the case of Newport Beach Civic Center, we are approaching this as if the entire complex were "the building" and each floor were a floor in it. Further, each department is treated as a separate tenant. Consequently, there are only a few areas which are "Building Common Areas," such as the main building lobby and information area, the lunchroom, and com- plex -wide mechanical rooms. Net Sq. Ft This is the same as usable interior area in this report, and is the space which is listed in the program tabulation. Modified Usable Area In this study, especially where needs are to be computed, it is useful to distinguish all the main circulation corridors rather than to divide this be- tween "Building Common" and "Floor Common" allowances. Similarly, it is useful to identify all mechanical spaces needed by the building, not to distinguish the mechanical areas for a floor from those for the building as a whole. Consequently, where we make this distinction, we identify the Usable as being Modified accordingly. The usable space is always defined when the definition is being modified in this way. Tenant's Rentable Area BOMA defines the rentable area of a tenant to be Tenant Area (Office Area), plus the prorated share of Floor Common Area (computed on a floor -by -floor basis and added) plus the prorated share of the Building Common Area. Rentable area for a floor usually includes everything except Vertical Penetrations. Building Rentable Area BOMA defines the total rentable area of a building to be the sum of the rentable for each tenant (which equals the sum of the rentable for each floor). Rentable area usually includes everything except Vertical Penetra- tions. Tenant Usable Area This is the same as the Tenant Area, above. It equals the Tenant Assig- nable Area plus the Tenant Assignable Circulation. Tenant Assignable Area This is the tenant usable area less the tenant assignable circulation. It in- cludes (a) the area of rooms or offices, (b) the open areas by or "foot- prints" of desks, equipment, and so on, (c) the access area around such furniture or equipment (unless this is part of the "unit circulation" aisle). Assignable Circulation This area is equal to the walkways and defined aisles within the tenant usable area. Access space around open -area desks and equipment is not included, unless it is overlapped with such well- defined aisles. Unit cir- culation is included in the net sq. ft. Appendix C Page 2 Space Utilization Assessment Report Inner Circulation This allowance is added inside rooms or areas to provide needed access to equipment or work stations that are listed there, especially when it is judged that the total allowance for access which is part of the items' space standard will otherwise be insufficient for proper layout. Inner circulation is part of the net sq. ft. of a room. Efficiency The efficiency of a building is the ratio of net sq. ft. to gross sq. ft., usu- ally expressed as a percentage. While the "gross" is usually well de- fined, there are several ways that "net" can be calculated. Major Circulation This area typically consists of stairwells and corridors defined by fire - rated partitions and in a multi- tenant building is that corridor space which is shared by all tenants. Total Building Area This may be larger than the gross sq. ft, of the building (but never less) and includes any balconies, constructed covered areas which are part of the building but exterior to it, and the like. We generally do not compute a "Total Building Area" beyond the gross sq. ft. figure, unless these ele- ments are essential to the functional requirement. Outdoor elements are usually treated as separate items in this report. Appendix C Page 3 Space Utilization Assessment Report APPENDIX D — EVALUATION OF EXISTING BUILDINGS The evaluation of existing buildings is presented as a separately bound document. A summary of se- lected findings appears in Section 4 of this report. Appendix D Page I Space Utilization Assessment Report