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Home My WebLink About08-11-09 Civic Center Update - Room SizingCITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Item No. 25 August 11, 2005 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: City Manager's Office Dave Kiff, Assistant City Manager 9491644 -3002 or dkiff@city.newport- beach.ca.us SUBJECT: Civic Center Update — Size /ScopelSquare footages ISSUE: How has the Civic Center Project changed in terms of size, scope, and especially square footages since the Design Competition back in early 2008? Provide any guidance to members of the Civic Center Building Committee and City staff. DISCUSSION: Following the approval of Measure B on February 5, 2008, the City Council embarked upon a process to develop a new Civic Center on the parcels immediately adjacent to the Newport Beach Central Library on Avocado Avenue and between Avocado and MacArthur Boulevard. The Civic Center Project has had, or will have, these six phases: • Design Competition • Concept Design Refinement • Schematic Design • Design Development • Construction Documentation • Construction The Civic Center Project itself is these component parts: 1. Library Expansion. An expansion of the NBPL's Central Library at 1000 Avocado to accommodate more children's programs and adult study space and quiet areas, along with art storage and a media -sound lab. The expansion's square footage includes a link between the Library and the Civic Green — Park — City Office Building — Parking Structure that has a walkway, a small coffee concession, and an ATM /Credk Union rental space. 2. Parking Structure. A 450 -space parking structure sunk into the slope adjacent to MacArthur Boulevard accommodating 100 vehicles from the Library and 350 from the remainder of the Project. 3. Council Chambers. A stand -alone City Council Chambers seating 150 audience members. Civic Center Project— Scope August 11, 2009 Page 2 4. Community Room. A Community Meeting Room that can accommodate 275 people in a lecture setting (part of the northernmost bay of the City Office Building). 5. EOC. A "dedicated" (permanently set -up with computers and "ready to go.) Emergency Operations Center (EOC) that will double as a training room for the City's Community Emergency Response Team (CERT) as well as relevant city training. 6. City Office Building. A City Office Building sunk below a 'View Plane' that exists from Farallon to the Central Library to protect public views from MacArthur Boulevard. The City Office Building would house the following functions: City Cierk, City Manager, City Attorney, Public Works, Fire Administration and Fire Prevention, Recreation and Senior Services, Planning, Building, Human Resources, and Administrative Services. The office building will include conference rooms and a °One Stop Shop" to better consolidate customer service functions relating to community development. 7. Park. The City's e- largest park, with components that include a restored wetlands, a Civic Green, trails, ornamental plantings, turf and/or sedge grass, trees, a dog park, places for art, a children's play area, restrooms (restrooms for the park are included in the footprint of the City Office Building) and California- friendly plantings. The park will encompass about 16 acres of land (though this number includes the footprints of the City Office Building and the Parking Structure — further refinement needed). 8. Bridge. A pedestrian overcrossing over San Miguel to link the North Parcel of the Park (3.24 acres) with the Central Parcel (6.2 acres). 9. Transportation Improvements. Related accessways, including a widening of San Miguel Drive and Avocado Avenue, walking trails, driveway approaches, access to a loading dock, and more. For more information about the Design Competition and Concept'Design Refinement Phases, please see the staff report to City Council dated April 14, 2009. The Project is now in the Schematic Design Phase, The Project's calendar has been as follows, and envisions bringing the Schematic Design to the City Council for approval in November 2009, along with the Civic Center environmental impact report (EIR). • November 25, 2008 — identify Design Challenge winner and winning design; • January 13, 2009 — Contract with selected architect and project management firm; • January 13, 2009 to April 14, 2009: Design Team refines the approved Concept Plan over four months, including review by Design Committee, two public sessions, and approval by City Council on April 14, 2009; • January 27, 2009 — hire an environmental consultant to begin baseline studies and preparation of OR (traffic/circulation, biology, hydrology, light/glare, etc); • April 15, 2009 — November 24, 2009 — Schematic Design phase. Design based on Concept Plan reviewed and approved April 14, 2009; • September 1, 2009 -- November 24, 2009 — EiR circulated and certified by November 24, 2009; • November 25, 2009 — March 2010 — Design Development Phase; • December 2009 — June 2010 — Construction Documentation Phase, including early grading package; • March 2010 — August 2010 — Project Bidding, again including possible early grading; • June 2010 — February 2012 — Construction Phase; and • March 2012 — June 2012 — Furnishing and Move -in. Civic Center Project — Scope August 11, 2009 Page 3 In recent weeks, Council Members have asked that they be updated on the scope of the Project, with a focus on square footages and Project elements. Council Members want to compare the Project's scope from the Design Competition to Concept Design Refinement to Schematic Design. A Note about Cost & Budget. During Schematic Design, cost estimation is done frequently, as is "value engineering" (NE"). VE is where aspects of the Schematic Design undergo additional scrutiny with a closer eye towards resources. Estimation gets more and more precise throughout the Phases, eventually reporting a solid cost estimate within Design Development. Cost estimates provided prior to Design Development — and prior to the eventual bidding on the Project — are indeed merely estimates. Therefore, when discussions occur about a project being 'over budget' or "under budget,' people are really referring to "over estimates" or °under estimates" until such time as a bid is awarded and the Project is underway. Some Project contracts are considered "Construction Manager at Risk" or "CMAR" Projects, where a contract Is awarded to a professional construction management firm at a set price. If the Project comes in above that price when all is said and done, the CMAR must absorb the difference. When a Project comes in under that contracted price, the CMAR reaps the benefits of the difference. The City Council has not decided if this Project will be CMAR or some other project delivery service. However, it is important to note that a budget is not yet adopted for this Project, and will not be until such time as the Council adopts a CMAR contract or awards bids in another manner. Changes In Project Scope. That said, the attached spreadsheet shows the changes in Project Scope from the Design Competition forward, with explanatory notes added. In summary, the major changes between Concept Design Refinement and Schematic Design (to date) are: • A small reduction in the square footage (SF) of the Library Expansion. • The addition of the dedicated EOC. • An expansion of the Community Room to accommodate more community events, including cultural programming by the Newport Beach Public Library. • A small reduction in the size of the City Office Building. As a reminder, the General Design Parameters (specifically Parameter K) used in the design competition said that, in terms of the City Office Building: • The City desires an open floor plan concept with maximum flexibility for future needs; • The building shalt be designed for 270 full time employees at 200 -250 square feet per employee, not including public areas; and • The building's overall size shall be approximately 72- 79,000 total square feet including public areas; and • A "one -stop shop' permit counter and a "150 -seat Council Chambers ... remain desirable" within the 72- 78,000 SF footprint. Environmental Review. CEQA review has begun on the Project via an EIR. The schedule includes certifying the Project's EIR at the time that the Schematic Design is approved (November 24, 2009). Civic Center Project - Scope August 11, 2009 Page 4 For More Information. For more information about the Civic Center project, as well as the design competition and the Design Committee, please see the City's website (www.newportbeachca.gov) and click on "Projects" then "Civic Center Project" icon. Interested readers should also use the website to subscribe to the City's "E- Select Alert' system to stay abreast of the Civic Center project. Submitted by: Dave Kilt Assistant City Manager Attachment: Spreadsheet Showing Square Footage Changes & Notes (to be added) ANachmem A: Sewn Footage- Na,,,,,, Beach Cries Omer C=C L AGENDA No. a5 Fee Floor - U 3 3w.lss 366ass ns.agD - ChimnrisArea - - 1,541 1.217 37,01 -Study Areas - 11903 2.461 Thin war no 14arary avpambn ullatl out In tha Comcatrtron. However, -hied. ROOm - 590 1,023 Design Parameter J.) said, The Desgn should, to the gmaten anent -Art Storage - 870 1,270 pnctiwbN, mavmhae the Ldai relatwnNia to the Cry Hall structure -sound Bey - - 125 126 through consder.top of • second entry, phase, shared parking, handwpna - Mechanical - 388 606 or arty othar appropriate musim, thin that c.win of the proposed design." - 6roWabpn 1,526 437 1,986 - Mechanicallme.rruwh. wsur smbi 5u11prol First Fbor - 8,056 8,287 Tlvs number is the teal SF Of the oxen flcar, indud,ng shaha. .Second Fbor 400 U 785 785 -Study Areas - 4,279 3,741 9.752 - 6nulaWn - 2.103 ;076 - Coffee COrcession - 873 530 -Entry Foyer - 631 834 87,591 - ATM & U sit Unron Space 513 664 1,965 - Remooms 5ubrorol5xond Floor - 8,785 8.311 This number .,he tow SF of da entire floor. - EOC Breakout ROOm1s) Torallibrory Expansion 16,841 16,598 10016 SO plans em hadna reduction of about 2,0005E from 16.59. - -450 Spaces U 149.379 149,379 450 spat es specified in Design COmpethion 1100 for Library: ... - U 3 3w.lss 366ass ns.agD -Stiff Offices &WOrkspaes 27,89 U 3&496 37,01 - Conhrerc, Roams 3,622 U 4 ,522 4317 - Oro Stop Shop public areal 350 U 11267 1,691 - Building Owhatan 81052 U 24,T/B 26.039 - Restrooms - Janitorial 1A60 U 11798 1,860 - Reception Ames /lunch Room 540 U 1,970 1,970 - Storage and File Roams U 1.986 1,986 - Mechanicallme.rruwh. wsur smbi 2.276 U 1540 1,540 -Traffic OIss Comer 400 U 785 785 -Beal 9.557 9.752 Total SFct Exlsbng Cky Hall 44,321 T-1019 Suggested M Ocyn Camper4bn 75400 Ton/ City Offior Bmkbrry 86.699 87,591 101. Iran M a -Main E0C Assemble A.. 1,148 - - 1,965 - Remooms am - EOC Breakout ROOm1s) 400 - 562 - Orwption - - - 614 - MaWnMal, Fire, Wiper, AN 1.107 Subrorol OedsatM EOC 1.548 - - 4,882 - Main Council Chambers ROOm 2,888 3.500 3,500 3,500 - Closed Session Conferenoe Mom 400 400 400 am We Say/Workstations for NOW 200 597 Subroro /COUnW Gomben 3,488 3,900 3.900 4,497 -MainC rnr ty ROOm - 2= 2,070 1,887 - Catering Known - 200 280 200 -Swr eair Fairer 350 1,060 350 Subtcro/Communhy Apom - 2,58 3,410 2.437 law, numaer reHactsd lass prams plant. OC suepsled 270 EE, 0 200.250 SF /EE ( =54K47K'iat' SF; 12confers. rooms at existing ab., Anci Influx for proposed, Existing sits has a 57 LF counwr area fw PushC Wprks -0 hanniiq- guiding Much of fie eahmpi, site's s roulation Is outouors and not ssdthin 816. • countM whhln StaNOfllce & Workspaces for Eau alMSlts. Eider, site has. basement. DCS 75K SF mUUded Courea Chimaera and Community Room SF 16,475 SFI. 5F don not include Council Chimbers & Community Room SF 17310 SF). Edison, EOC.0 NERD and u not a d"..W room. SO Plase irMUdes showers ILEED Point.) for ari in Or, Off. BWldira. EKlsdng lodudasiust the Police a.fs confine. mom iseau about 56). EOC set up as completely xwnd -al oa, set contained buldmg. Exaoryse's0tsmbwsseats112nsitora. Phan.seatingfor150. In bath Exiarry and SD. NOW staff plead tahind Courcll Chambers. 50 Amount include urwhatan /wall allowances. Current Off Hall does not haze an a.m., Community Room. SOX pans had seating For 150. BC d. IM seeing for 275 (•non SF). $0 Amount ircludes unwlt.ri.11o.m es - Shared Renrooms - - U 3 398 8 890 R Resaooms arse used for COmmauty ROOm and COUrcil Clambers. -SF Of SOUtMm Park U U 2 258.077 8 88.077 Subroel SOUMem Pork - - U 2 258.077 2 258.077 -- Welards&d8es(3) in LF - - U 1 106 1 182 T Th. is a linear footap number. -SF O1 Central Park U U 2 246.009 2 246,009 Subroral Qm"iPph - - U 2 246,009 2 246,009 Toml Park AVeop: 1494 = 650,9435E Newport Beach Civic Center Significant Changes Over Time Newport Beach City Council Tuesday, August 11, 2009 Civic Center — Significant Changes Library Addition Not described in the Design Competition At Concept Phase, BCJ proposed about 17,200 SF over two floors — included: 2'a Entryway /Foyer to Civic Green Credit Union space (about 600 SF) "Grab and Go" Coffee Spot (about 600 SF) At Schematic Phase, reduced by about 2,000 S F. Currently = 15,200 SF 08/12/2009 1 Library Addition — I st Floor its 11881111 '� WE 4TYT P r-1 fin III _. w Library Addition — 2 "d Floor _ o Z,* B E as I 9 °m 1111 1111�1111111� .�:��?11111111�11111 `�._ ^'1111EAA1 ?111 —° FallAEBF3@8's9B88 08/12/2009 K 08/12/2009 Civic Center — Significant Changes City Office Building City Hall today has: 235 employee workstations: • 212 full -time position workstations and • 23 part -time position workstations. 12 conference rooms Design Competition suggested "72- 79,000 SF.•• Reflected 2002 Needs Assessment with "adjustments": • "270 employee (workstations) at 200 -2S0 SF /Employee not including public spaces" • "An open floor plan concept with maximum flexibility for future needs' Needs Assessment included: Community Room (seating 150) • Council Chambers (seating 150) Said a "one -stop shop" was desirable. Civic Center — Significant Changes City Office Building (continued) At Concept Phase, BCJ proposed about 98,500 SF, including: One -stop shop 150 -seat Council Chambers 150 -seat Community Room Open floor layout. allowing maximum flexibility. Includes: Extensive circulation between bays. between stories All mechanical rooms inside to stay below View Plane, focus on the wave -style roof. 08/12/2009 Civic Center — Significant Changes City Office Building (continued) During Schematic Phase, Building Committee directed a reduction of about 2,900 SF by: Reducing Office Size so that of the 7S offices: • Most offices standardize at 10' by IT (55) • Department Director offices are at 12' by 15' (18) • City Manager. City Attorney offices are at 15' by 18' (2) Fewer workstations, some smaller (159) Reducing some circulation (narrowing the building's width) Eliminating Conference Rooms along Avocado (900 SF). • Leaves 20 conference rooms (including 4 small for HR) Result = 87,990 SF not including: 4.400 SF Council Chambers 3,410 SF Community Room When above are included. SF = about 95,600 Standard 10' by 12' Office (54) One-Stop •p Council Chambers 08/12/2009 5 Concept r-- Phase Sal Schematic Phase (2,000 SF Reduction) Lj rvn(,y M� 08/12/2009 rl Typical Bay Layout 0 I• YI_ Alternative Layout 'bead' �L cw u u -n rrl 08/12/2009 7 Civic Center — Significant Changes Dedicated EOC Today's EOC is at NB PD in the Auditorium 1,148 SF Main EOC Room Uses NBPD Conference Rooms Dedicated EOC not described in the Design Competition nor envisioned in Concept Phase. Is in Schematic as a 4,882 SF Self- Contained EOC: 1,965 SF Main EOC Room (permanently set-up); Breakout Conference Rooms (about 562 SF); and Separate Restrooms -Mech — Fire —Water —AV (1,744 SF). Dedicated EOC 08/12/2009 0 Dedicated EOC Community Room Design Competition: Called out via reference from Needs Assessment as: Seating for 150 (diagram shows 112 assembly - style) Catering Kitchen Good for AN. good storage Concept Plan: Same Schematic Design: Same for now, but request of Library Board of Trustees to expand to accommodate up to 300 persons (assembly style) _ Change in SF from 1,974 SF to 3.805 SF (275 persons). 08/12/2009 rE Oi Z I I - woo-d /aiunwwo:) 600Z /Zi /80 00E - wood A:tiunwwo:) Z I I - woo-d /aiunwwo:) 600Z /Zi /80 Net Changes City Office Building: Down 2,900 SF Dedicated EOC: None before, so net addition of 4,882 SF Library Addition: Down 2,000 SF Community Room: Not yet agreed to, but net add 1,831 SF Resultant Change = + 1,813 SF Civic Center — Significant Changes The Parking Structure Design Competition asked for 450 Spaces: 350 for City Office Building, Council Chambers, Community Room, park use; and 100 for Library. Concept Plan = 450 Spaces in a part - subsurface cast -in- place, post tensioned structure. Had a top trellis ($2.12 million est) Schematic Design deletes top trellis. 08/12/2009 11 Parking Structure Civic Center — Significant Changes The North Park (146,857 SF or 3.37 acres) Design Competition's parameters said: The southernmost meadow area of the Central Parcel and the 3 -acre North Parcel shall have park amenities such as restrooms, a tot lot, picnic and seating areas (including a softscape ampitheater, if appropriate), drinking fountains, and an ADA- accessible path (the latter being around all or part of the 20 -acre master plan area). Both parcels shall be integrated as portions of the same Newport Center Park. They shall have activity - oriented facilities but not any organized sports fields. 08/12/2009 12 Civic Center — Significant Changes The North Park (146,857 SF or 3.37 acres) Concept Plan: Included a 0.4 -acre dog park Trellis and Belvedere Schematic Design: Includes a 0.55 -acre dog park, more linear Smaller trellis, softer Belvedere The North Park 08/12/2009 13 Civic Center — Significant Changes The Central -South Park (504,086 SF or 1 1.6 acres) Concept Plan: Included a protected wetlands. Civic Green, view point. three small bridges over wetlands: No tot lot Restrooms at Community Room Schematic Design: Same elements as above, but added a Children's Play Area (different from a Tot Lot) Added places for art, picnic tables, drinking fountains. more detail from Concept. Central Portion of Central -South 08/12/2009 14 South Portion of Central -South a About SF and Savings Whv 1 SF Reduction in Size <$500 Reduction in Cost Ass„mv S500nF a il•.if PrOjKT Deie 10.0005 - Site Preparation 9.6% 1 SF z 0.01 Umt Structural 18.9% 1SF =02Umt Finishings 25.5% 1SF =0.3 Unit Mechanical 14.8% 1SF =0.2 Umt Soh Costs - Design and CM M7% 1SF =1Unit Soh Costs - Contingency, Escalation 12.5% 1 SF = 1 Unit 100.0% Ave = 25 -301: 08/12/2009 15