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HomeMy WebLinkAboutSS3 - Library Lecture Hall Project - PowerPointw� gtjFORNNP �n i September 28, 2021 Item No. SS3 CENTRAL LIBRARY LECTURE HALL PROJECT REVIEW AND DISCUSSION =t e_ ;_ L eta.?� Newport Beach City Council Study Session September 28, 2021 Project Location Map 4104 7 �7fI 5 , v y i ;Ya. MF LIBRARY LECTURE HALL DESIGN COMMITTEE (LLHDC) ❖ Formed by Council Action on July 9, 2019 ■ Charged with Selection of the Design Consultant ■ Development/Review/Approve the Project Conceptual Design ■ Approved amendment Special Land Use Restrictions (SLURS) ❖ SLURS Restrictions Include: • The Irvine Company design approval • No parking spaces lost • Building size less than 10,000 SF U �1 9 M7 Library Lecture Hall Design Committee ❖ LLH DC Members include: • Jill Johnson -Tucker - Chair • Janet Ray - Vice Chair • Council Member, Diane Dixon • Matthew Witte • Karen Clark Need for a New Library Lecture Hall In 2009/10 NBPL programs were attended by 28,000 people. In 2018/19 NBPL program were attended by 72,369 people. Program attendance at NBPL has increased 152 % from 2009 to 2019. NBPL PROGRAM ATTENDANCE, 2009 - 2019 2009-10 2018-19 LOCATION ■ Contiguous to the Bamboo Courtyard, which can serve as a reception area; ■ Proximity to the Friends Room, for indoor receptions; ■ Conveniently situated to Library offices for easy staff access. i I o LOBBY 9 L bZ y ISE STAGE y _a EXISTING LIBRARY a 2 to r=• 171 zi • hl UP_Sld EXISTING LIBRARY Floor Plan 9,514 SF 270-274 fixed seats 20-24 moveable seats 0 LLHDC Recommended Conceptual Design 0 f _.Wr A LLHDC Recommended Conceptual Design �M V ]C Rp-r-r r g w . ffKXff"" Pntll[7I Dp_q_*lc w' ]C Rp-r-r r g w . ffKXff"" Pntll[7I Dp_q_*lc ic Kecnmmencieci cnncentuhl uesic �•. a /' - l MAN I -- :ref: «4 r r.. ,,�. • ! • •. - , i���;�� r L7C KP_CC Pncieh cnncenttjcil vesid _.�LLL����I. .01 r �F•�l '� .yr• C DC Rp-r-r 111111111,11 or�tucyl Delia LLHDC Recommended Conceptual Design KEYNOTE LEGEND 0 Spoc+non Docidvovs Courtyard Shade Trees Q Decorotive Plaw Concrete Pavers with Two ARernating Calors r` © Vertical Trees along East Buk" Frontage Po" Ploxa Q New Drop-off / Powith Concrete Pavers 0 Movable Seating under Shade Trees 0 Enhanced Auto Entry Polo Paving 0 Sculpted Fie Pit Focal Pont Feohae • • - 0 Avocado Ave Edge with Ornamental Gross Wove% 9 wood lop Bench Sects komnp Noxa Entry Ond 6datinp Pokm • 0 Stone Faced Edge Wal with View Slots EXISTING COURTYARD 0 , • O I EXISTING LIBRARY NEW LECTURE HALL \! ytI 0 J� EXISTING LIBRARY ENTRY DROP-OFF �1 I� SCHEMATIC LANDSCAPE PLAN EXHIBIT NEWPORT BEACH LIBRARY LECTURE HALL Dave 1204=0 ..._. , 'rj •�L � � JY ,. 1�����J1 ,i eJ LLHDC has Conducted 14 Public Meetings to select Consultant Team and Develop Conceptual Design ✓ Select Consultant Design Team ✓ Choose Building Location and Orientation ✓ Determine Capacity, Interior and Exterior Finishes ✓ Receive The Irvine Company(TIC) Approval ✓ Recommend Design Concept to Council Request for Proposal, Exhibit B.0 July 2019 Architecture Design Guidelines ACHIEVED: • Additional non -fixed seating for overflow: • Sloped or if possible stepped seating; • Side and center aisles; • Minimal loss of parking; determine site for replacement parking; • Attractive from 4 sides; • Site placement in proximity to Bamboo Courtyard; • Relocation/reconfiguration of pedestrian footbridge; • Stage large enough to accommodate piano; • Effective use of natural light; • Both semi- and blackout shades that can be lowered easily; • Consider repairs to and expansion of Bamboo Courtyard to create a better reception venue; • Level of quality equivalent 2013 Central Library expansion and City Hall. DEEMED UNNECESSARY: A stage that can be lowered to floor level. LLHDC Recommended Conceptual Design a ...�MwwN�+M»wNwwNwNwwgwM'---- ----- ➢ 9,500 Square -Foot Lecture Hall located on the south side of the Central Library ➢ 270-274 fixed seating with 20-24 movable seats with Lobby, Restrooms and improved Parking circulation and updated Bamboo Courtyard C Library Lecture Hall — Library Foundation Status of MOU Negotiations and Fundraising • Library Foundation wanted MOU to be comparable to Junior Guards MOU • Library Foundation delivered a draft of revised MOU to City on May 10, 2021 • Meeting to discuss MOU took place on August 4 • Councilmember O'Neill requested Study Session to show Council Concept Plan and seek direction from Council on certain aspects of MOU negotiations as may be requested by Mayor Avery and Councilmember O'Neill • Irvine Company approved of the Concept Plan on August 18, 2021, which they had the right to do • Foundation fundraising has been waiting for a concept plan acceptable to the Foundation, Board of Library Trustees and the Irvine Company, all of which has now happened • Foundation desires to have Council approve of Concept Plan and complete the MOU negotiations in order to start major fundraising campaign Library Lecture Hall — Library Foundation Estimated Costs of Lecture Hall Building and other Project Related Costs • Lecture Hall Building cost estimate about what was expected: Lecture Hall Estimated Cost: $6,553,454 Design Contingency: $ 607,896** Total Estimated Building Cost: $7,161,350 ** Design Contingency recognizes that when a concept design is fleshed out, the concept design might require added details and costs Library Lecture Hall — Library Foundation Site Work Costs The challenge with the Library parcel was finding a location that was in the right place with respect to the existing floor plan of the Library and did not unduly impact parking and parking lot circulation. The optimal building footprint location sometimes is not the least expensive location: • Significant underground facility relocations (show next Slide) • Grading and retaining walls • Only 1 orientation of the floor plan worked • Site work includes re -working the Bamboo Courtyard into functional space • Site work includes curing a poor circulation pattern of the parking lot Sitework Estimated Cost: $2,219,541 Site Design Contingency: 205,884 Total Estimated Site Work Cost: $2,425,425 Library Lecture Hall — Library Foundation G 0- 1' a 24 Library Lecture Hall — Library Foundation Other Expected Costs to Actually Deliver Project • Design Costs (^'$222,500 spent): • Construction Management and Administration: • Cost of Testing, Special Inspection, Incidentals and FF&E: • Tota I $ 637,670 $ 600,000 300,000 $1,537,670 Library Lecture Hall — Library Foundation Estimated Construction Project Costs: Lecture Hall Building: Site Work: Technical System (AV) and Chairs: S u btota 1: Design, Management and Incidentals: Tota 1: $ 71161,350 $ 21425,425 $ 630,798 $ 10,217,573** $ 11537,670 $ 11,755,243** Library Lecture Hall — Library Foundation Estimated Construction Project Costs: Note: Construction costs have escalated faster than cost of living since initial discussion of project in March, 2019 ** Construction Contingency Once project is bid, the design contingency is zeroed out since the design is then set and bid. But at that point, there needs to be a construction contingency to take account of: Unexpected conditions, such as underground conditions Plan clarifications or omissions City required plan changes noted in inspection process Needed changes that otherwise become apparent during construction Total Construction Contingency would be 10% of Bid numbers for Site and Building Costs So, if Bid for Site and Building Costs were $10,000,000, then construction contingency would be $1,000,000. Library Lecture Hall — Library Foundation Library Foundation Has Significant History of Providing and Funding Library Programming • Foundation raised approx. $7M in the 10 year pre-Covid period 2010-2019 • Foundation has 3 full time employees, none of whom are employees of the City • Money raised was all spent on expenses/fees to put on programs at the Library, or in cash gifts to the Library System • That is $7M spent for the enjoyment of City residents that was not spent by the City Library Lecture Hall — Library Foundation Public Private Partnership The Library Foundation Offer: ❖ +/- 50-50 Deal which effectively means a 50% discount to City ❖ Foundation proposes similar contract template as Junior Guards facility, except Junior Guards Foundation had a fixed contribution amount ❖ Junior Guard facility estimated cost rose significantly from original number ❖ In order to raise substantial private funding, Lecture Hall needs to have an elevated curbside appeal ❖ Foundation has newly hired a very seasoned Executive Director with considerable capital campaign experience Library Lecture Hall — Library Foundation • Purpose of Authorizing Conceptual Design was for Council to see the actual project and understand its costs based upon a specific design sufficient to generate cost estimates • The real issues before the Council are not what was previously discussed, with guestimates, but rather: ➢ Is the Concept Design of the Lecture Hall Project a worthy project? ➢ Is it a more worthy project if private funding covers approximately half the costs? ➢ Does the Council see a benefit to completing all design plans so the project can be bid (making it a "shovel ready project")? ➢ In light of the quality of the project and a scope defined by an actual Concept Design, under what terms would the Council direct its negotiators to finalize an MOU? ➢ Are there new, even unexpected funding sources available to help cover the City's share of the Costs? Library Lecture Hall — Library Foundation Next Steps: The Foundation requests the City Council: • Give direction to Staff to proceed with the remainder of the design contract with Robert Coffee (which has already been budgeted for 2021-2022) so the plans can be completed and in a shovel ready position to be bid when desired by the City • Give direction to Council MOU Negotiating Subcommittee as requested by Mayor Avery and Councilmember O'Neill NOTE: Terms of MOU negotiated by Council Negotiators are subject to approval/revision/rejection by City Council at a future meeting Library Lecture Hall Preliminary Cost Estimate Overall Facility Construction Estimate (site and building) $10,218,000 Construction Contingency (10%) $1,022,000 Design Cost $637,670* Construction Management & Administration $600,000 Testing, Special Inspection, Incidentals and FF&E $300,000 Total $12,777,670 *Cost to Date - $222,525.20 Library lecture Hall Tentative Schedule Approval of Memorandum Of Understanding Future Council Meeting Complete Project Design & Permitting 8 Months Bidding and Council Award Construction Contract 4 months Construction 14 months Total 26 Months 33 Questions &Comments 10 Your Public Works Department Protecting and Providing Quality Public Improvements and Services