HomeMy WebLinkAboutC-3502 - PSA for City Hall Facility Needs AssessmentPROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT, entered into this 6 day of 2002, by and
between the City of Newport Beach , a Municipal Corpora ion (hereinafter referred to as
"City "), and Griff in Advisors, Inc., whose address is 385 Second Street, Laguna
Beach, California, 92651, (hereinafter referred to as "Consultant'), is made with
reference to the following:
RECITALS
A. City is a Municipal Corporation duly organized and validly existing under the
laws of the State of California with the power to carry on its business as it is
now being conducted under the statutes of the State of California and the
Charter of City.
B. City is planning to implement a Facilities Space Utilization and Needs
Analysis ( "Project').
C. City desires to engage Consultant to perform a comprehensive space
utilization assessment, a needs analysis, and provide
recommendations for the City Hall campus facility expansion upon the
terms and conditions contained in this Agreement.
D. The principal member of the Consultant for purpose of Project is
Roger Torriero.
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E. City has solicited and received a proposal from Consultant, has reviewed
the previous experience and evaluated the expertise of Consultant, and
desires to contract with Consultant under the terms and conditions provided
in this Agreement.
NOW, THEREFORE, it is mutually agreed by and between the undersigned
parties as follows:
1. TERM
The term of this Agreement shall commence on the _ day of , 2002, and
shall terminate on the 31s` day of December, 2002, unless terminated earlier as set forth
herein.
2. SERVICES TO BE PERFORMED
Consultant shall diligently perform all the duties set forth in the scope of services,
attached hereto as Exhibit "A" and incorporated herein by reference.
3. COMPENSATION TO CONSULTANT
City shall pay Consultant for the services in accordance with the provisions of this
Section and the scheduled billing rates set forth in Exhibit "B" attached hereto and
incorporated herein by reference. No rate changes shall be made during the term of this
Agreement without prior written approval of City. Consultant's compensation for all work
performed in accordance with this Agreement shall not exceed the total contract price of
one hundred fifty -four thousand, seven hundred eighty and 00/100 Dollars
($154,780.00).
3.1 Consultant shall maintain accounting records of its billings which includes
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the name of the employee, type of work performed, times and dates of all work which is
billed on an hourly basis and all approved incidental expenses including reproductions,
computer printing, postage and mileage.
3.2 Consultant shall submit monthly progress invoices to City payable by City
within thirty (30) days of receipt of invoice.
3.3 Consultant shall not receive any compensation for extra work without prior
written authorization of City. Any authorized compensation shall be paid in accordance
with the schedule of the billing rates as set forth in Exhibit "B ".
3.4 City shall reimburse Consultant only for those costs or expenses, which
have been specifically approved in this Agreement, or specifically approved in advance by
City. Such cost shall be limited and shall include nothing more than the following costs
incurred by Consultant:
A. The actual costs of subconsultants for performance of any of the services
which Consultant agrees to render pursuant to this Agreement which have
been approved in advance by City and awarded in accordance with the
terms and conditions of this Agreement.
B. Actual costs and /or other costs and/or payments specifically authorized in
advance in writing and incurred by Consultant in the performance of this
Agreement.
3.5 Notwithstanding any other paragraph or provision of this Agreement,
beginning on the effective date of this Agreement, City may withhold payment of ten
percent (10 %) of each approved payment as approved retention until all services under
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this Agreement have been substantially completed.
4. STANDARD OF CARE
4.1 All of the services shall be performed by Consultant or under Consultant's
supervision. Consultant represents that it possesses the professional and technical
personnel required to perform the services required by this Agreement and that it will
perform all services in a manner commensurate with the community professional
standards. All services shall be performed by qualified and experienced personnel who
are not employed by City nor have any contractual relationship with City. Consultant
represents to City that it has or shall obtain all licenses, permits, qualifications and
approvals required of its profession. If Consultant is performing inspection or construction
management services for the City, the assigned staff shall be equipped with a Nextel Plus
type cellular /direct connect unit to communicate with City Staff; consultant's Nextel Direct
Connect I.D. Number will be provided to City to be programmed into City Nextel units, and
vice versa. Consultant further represents that it shall keep in effect all such licenses,
permits and other approvals during the term of this Agreement.
4.2 Consultant shall not be responsible for delay, nor shall Consultant be
responsible for damages or be in default or deemed to be in default by reason of strikes,
lockouts, accidents, acts of God, failure of City to furnish timely information or to promptly
approve or disapprove Consultant's work, delay or faulty performance by City,
contractors, or governmental agencies, or any other delays beyond Consultant's control.
4.3 The term Construction Management or Construction Manager does not
imply that Consultant is engaged in any aspect of the physical work of construction
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contracting. Consultant shall not have control over or charge of, and shall not be
responsible for Project's design, Project's contractor (hereinafter referred to as
"Contractor"), construction means, methods, techniques, sequences or procedures, or for
any health or safety precautions and programs in connection the work. These duties are
and shall remain the sole responsibility of the Contractor. Consultant shall not be
responsible for the Contractor's schedules or failure to carry out the work in accordance
with the contract documents. Consultant shall not have control over or charge of acts or
omissions of City, Design Engineer, Contractor, Subcontractors, or their Agents or
employees, or of any other persons performing portions of the work.
5. INDEPENDENT PARTIES
City retains Consultant on an independent contractor basis and Consultant is not
an employee of City. The manner and means of conducting the work are under the
control of Consultant, except to the extent they are limited by statute, rule or regulation
and the expressed terms of this Agreement. Nothing in this Agreement shall be deemed
to constitute Consultant or any of Consultant's employees or agents to be the agents or
employees of City. Consultant shall have the responsibility for and control over the details
and means of performing the work provided that Consultant is in compliance with the
terms of this Agreement. Anything in this Agreement which may appear to give City the
right to direct Consultant as to the details of the performance of the services or to
exercise a measure of control over Consultant shall mean that Consultant shall follow the
desires of City only in the results of the services.
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6. COOPERATION
Consultant agrees to work closely and cooperate fully with City's designated
Project Administrator, and any other agencies, which may have jurisdiction or interest in
the work to be performed. City agrees to cooperate with Consultant on Project.
7. PROJECT MANAGER
Consultant shall assign Project to a Project Manager, who shall coordinate all
phases of Project. This Project Manager shall be available to City at all reasonable times
during term of Project. Consultant has designated Roger Torriero to be its Project
Manager. Consultant shall not bill any personnel to Project other than those personnel
identified in Exhibit "B", whether or not considered to be key personnel, without Citys prior
written approval by name and specific hourly billing rate. Consultant shall not remove or
reassign any personnel designated in this Section or assign any new or replacement
person to Project without the prior written consent of City. City's approval shall not be
unreasonably withheld with respect to removal or assignment of non -key personnel.
Consultant, at the sole discretion of City, shall remove from Project any of its
personnel assigned to the performance of services upon written request of City.
Consultant warrants it will continuously furnish the necessary personnel to complete
Project on a timely basis as contemplated by this Agreement.
8. TIME OF PERFORMANCE
Time is of the essence in the performance of the services under this Agreement
and Consultant shall perform the services in accordance with the schedule specified
below. The failure by Consultant to strictly adhere to the schedule may result in
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termination of this Agreement by City and assessment of damages against Consultant for
delay. Notwithstanding the foregoing, Consultant shall not be responsible for delays,
which are due to causes beyond Consultant's reasonable control. However, in the case
of any such delay in the services to be provided for Project, each party hereby agrees to
provide notice to the other party so that all delays can be addressed.
8.1 Consultant shall submit all requests for extensions of time for performance
in writing to the Project Administrator not later than ten (10) calendar days after the start
of the condition, which purportedly causes a delay, but not later than the date upon which
performance is due. The Project Administrator shall review all such requests and may
grant reasonable time extensions for unforeseeable delays, which are beyond
Consultant's control.
8.2 For all time periods not specifically set forth herein, Consultant shall
respond in the most expedient and appropriate manner under the circumstances by
telephone, fax, hand delivery or mail.
9. CITY POLICY
Consultant shall discuss and review all matters relating to policy and project
direction with the Project Administrator in advance of all critical decision points in order to
ensure that Project proceeds in a manner consistent with City goals and policies.
10. CONFORMANCE TO APPLICABLE REQUIREMENT
All work prepared by Consultant shall conform to applicable city, county, state and
federal law, regulations and permit requirements and be subject to approval of the Project
Administrator and City Council.
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11. PROGRESS
Consultant is responsible to keep the Project Administrator and/or his /her duly
authorized designee informed on a regular basis regarding the status and progress of the
work, activities performed and planned, and any meetings that have been scheduled or
are desired.
12. HOLD HARMLESS
Consultant shall indemnify, defend, save and hold harmless City, its City Council,
boards and commissions, officers and employees from and against any and all loss,
damages, liability, claims, allegations of liability, suits, costs and expenses for damages of
any nature whatsoever, including, but not limited to, bodily injury, death, personal injury,
property damages, or any other claims arising from any and all negligent acts or
omissions of Consultant, its employees, agents or subcontractors in the performance of
services or work conducted or performed pursuant to this Agreement, excepting only the
active negligence or willful misconduct of City, its officers or employees, and shall include
attorneys' fees and all other costs incurred in defending any such claim. Nothing in this
indemnity shall be construed as authorizing, any award of attorneys' fees in any action on
or to enforce the terms of this Agreement.
13. INSURANCE
Without limiting consultant's indemnification of City, and prior to commencement of
work, Consultant shall obtain and provide and maintain at its own expense during the
term of this Agreement policy or policies of liability insurance of the type and amounts
described below and satisfactory to City. Certification of all required policies shall be
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signed by a person authorized by that insurer to bind coverage on its behalf and must be
filed with City prior to exercising any right or performing any work pursuant to this
Agreement. Except workers compensation and errors and omissions, all insurance
policies shall add City, its elected officials, officers, agents, representatives and
employees as additional insured for all liability arising from Consultant's services as
described herein.
Insurance policies with original endorsements indemnifying Project for the
following coverages shall be issued by companies admitted to do business in the State of
California and assigned Best's A- VII or better rating:
A. Worker's compensation insurance, including 'Wavier of Subrogation"
clause, covering all employees and principals of Consultant, per the laws of
the State of California.
B. Commercial general liability insurance, including additional insured and
primary and non - contributory wording, covering third parry liability risks,
including without limitation, contractual liability, in a minimum amount of $1
million combined single limit per occurrence for bodily injury, personal injury
and property damage. If commercial general liability insurance or other
form with a general aggregate is used, either the general aggregate shall
apply separately to this Project, or the general aggregate limit shall be twice
the occurrence limit.
C. Commercial auto liability and property insurance, including additional
insured and primary and non - contributory wording, covering any owned and
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rented vehicles of Consultant in a minimum amount of $1 million combined
single limit per accident for bodily injury and property damage.
D. Professional errors and omissions insurance, which covers the services, to
be performed in connection with this Agreement in the minimum amount of
one hundred fifty -four thousand, seven hundred eighty and 00/100
Dollars ($154,780.00).
Said policy or policies shall be endorsed to state that coverage shall not be
canceled by either party, except after thirty (30) days' prior notice has been given in
writing to City. Consultant shall give City prompt and timely notice of claim made or suit
instituted arising out of Consultant's operation hereunder. Consultant shall also procure
and maintain, at its own cost and expense, any additional kinds of insurance, which in its
own judgment may be necessary for its proper protection and prosecution of the work.
Consultant agrees that in the event of loss due to any of the perils for which it has
agreed to provide comprehensive general and automotive liability insurance, which
Consultant shall look solely to its insurance for recovery. Consultant hereby grants to
City, on behalf of any insurer providing workers compensation, comprehensive general,
and automotive liability insurance to either Consultant or City with respect to the services
of Consultant herein, a waiver of any right of subrogation, which any such insurer of said
Consultant may acquire against City by virtue of the payment of any loss under such
insurance.
14. PROHIBITION AGAINST TRANSFERS
Consultant shall not assign, sublease, hypothecate or transfer this Agreement or
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any of the services to be performed under this Agreement, directly or indirectly, by
operation of law or otherwise without prior written consent of City. Any attempt to do so
without consent of City shall be null and void.
The sale, assignment, transfer or other disposition of any of the issued and
outstanding capital stock of Consultant, or of the interest of any general partner or joint
venturer or syndicate member or co- tenant if Consultant is a partnership or joint - venture
or syndicate or co- tenancy, which shall result in changing the control of Consultant, shall
be construed as an assignment of this Agreement. Control means fifty percent (50 %) or
more of the voting power, or twenty -five percent (25 %) or more of the assets of the
corporation, partnership or joint-venture.
15. OWNERSHIP OF DOCUMENTS
Each and every report, draft, work product, map, record and other document
reproduced, prepared or caused to be prepared by Consultant pursuant to or in
connection with this Agreement shall be the exclusive property of City.
Documents, including drawings and specifications, prepared by Consultant
pursuant to this Agreement are not intended or represented to be suitable for reuse by
City or others on any other project. Any use of completed documents for other projects
and any use of incomplete documents without specific written authorization from
Consultant will be at City's sole risk and without liability to Consultant. Further, any and
all liability arising out of changes made to Consultant's deliverables under this Agreement
by City or persons other than Consultant is waived as against Consultant and City
assumes full responsibility for such changes unless City has given Consultant prior notice
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and has received from Consultant written consent for such changes.
Consultant shall, at such time and in such forms as City may require, furnish
reports concerning the status of services required under this Agreement.
16. CONFIDENTIALITY
The information, which results from the services in this Agreement, is to be kept
confidential unless City authorizes the release of information.
17. CITY'S RESPONSIBILITIES
In order to assist Consultant in the execution of his responsibilities under this
Agreement, City agrees to provide the following:
A. City will provide access to and upon request of Consultant, provide one
copy of all existing record information on file at City. Consultant shall be
entitled to rely upon the accuracy of data information provided by City or
others without independent review or evaluation. City will provide all such
materials in a timely manner so as not to cause delays in Consultant's work
schedule.
B. Provide blueprinting, CADD plotting, copying and other services through
City's reproduction company for each of the required submittals. Consultant
will be required to coordinate the required submittals with City's
reproduction company. All other reproduction will be the responsibility of
Consultant and as defined above.
C. City staff will provide usable life of facilities criteria and provide information
with regards to deficient facilities.
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D. City will prepare and provide to Consultant street base digital file in
AutoCAD (DWG) compatible format.
18. ADMINISTRATION
The Public Works Department will administer this Agreement. Lois Thompson
shall be considered the Project Administrator and shall have the authority to act for City
under this Agreement. The Project Administrator or his /her authorized representative
shall represent City in all matters pertaining to the services to be rendered pursuant to this
Agreement.
19. RECORDS
Consultant shall keep records and invoices in connection with the work to be
performed under this Agreement. Consultant shall maintain complete and accurate
records with respect to the costs incurred under this Agreement. All such records shall be
clearly identifiable. Consultant shall allow a representative of City during normal business
hours to examine, audit and make transcripts or copies of such records. Consultant shall
allow inspection of all work, data, documents, proceedings and activities related to the
Agreement for a period of three (3) years from the date of final payment under this
Agreement.
20. WITHHOLDINGS
City may withhold payment of any disputed sums until satisfaction of the dispute
with respect to such payment. Such withholding shall not be deemed to constitute a
failure to pay according to the terms of this Agreement. Consultant shall not discontinue
work for a period of thirty (30) days from the date of withholding as a result of such
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withholding. Consultant shall have an immediate right to appeal to the City Manager or
his designee with respect to such disputed sums. Consultant shall be entitled to receive
interest on any withheld sums at the rate of seven percent (7 %) per annum from the date
of withholding of any amounts found to have been improperly withheld.
21. ERRORS AND OMISSIONS
In the event of errors or omissions that are due to the negligence or professional
inexperience of Consultant which result in expense to City greater than would have
resulted if there were not errors or omissions in the work accomplished by Consultant, the
additional design, construction and/or a restoration expense shall be borne by Consultant.
Nothing in this paragraph is intended to limit City's rights under any other sections of this
Agreement.
22. CITY'S RIGHT TO EMPLOY OTHER CONSULTANTS
City reserves the right to employ other consultants in connection with Project.
23. CONFLICTS OF INTEREST
A. Consultant or its employees may be subject to the provisions of the
California Political Reform Act of 1974 (the "Act "), which (1) requires such
persons to disclose financial interest that may foreseeably be materially
affected by the work performed under this Agreement, and (2) prohibits
such persons from making, or participating in making, decisions that will
foreseeably financially affect such interest.
B. If subject to the Act, Consultant shall conform to all requirements of the Act.
Failure to do so constitutes a material breach and is grounds for termination
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of this Agreement by City. Consultant shall indemnify and hold harmless
City for any and all claims for damages resulting from Consultant's violation
of this Section.
24. SUBCONSULTANT AND ASSIGNMENT
Except as specifically authorized under this Agreement, the services included in
this Agreement shall not be assigned, transferred, contracted or subcontracted without
prior written approval of City.
25. NOTICES
All notices, demands, requests or approvals to be given under this Agreement
shall be given in writing and conclusively shall be deemed served when delivered
personally or on the third business day after the deposit thereof in the United States mail,
postage prepaid, first class mail, addressed as hereinafter provided.
All notices, demands, requests or approvals from Consultant to City shall be
addressed to City at:
Lois Thompson, Administrative Manager
City of Newport Beach Public Works Department
3300 Newport Boulevard
Newport Beach, CA 92663
(949) 644 -3335 Fax (949) 644 -3318
All notices, demands, requests or approvals from City to Consultant shall be
addressed to Consultant at:
Griffin Advisors, Inc.
385 Second Street
Laguna Beach, CA 92651
949 -497 -9000 949 -497 -8883
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26. TERMINATION
In the event either part hereto fails or refuses to perform any of the provisions
hereof at the time and in the manner required hereunder, that party shall be deemed in
default in the performance of this Agreement. If such default is not cured within a period
of two (2) days, or if more than two (2) days are reasonably required to cure the default
and the defaulting party fails to give adequate assurance of due performance within two
(2) days after receipt by defaulting party from the other party of written notice of default,
specifying the nature of such default and the steps necessary to cure such default, the
nondefaulting party may terminate the Agreement forthwith by giving to the defaulting
party written notice thereof.
26.1 City shall have the option, at its sole discretion and without cause, of
terminating this Agreement by giving seven (7) days' prior written notice to Consultant as
provided herein. Upon termination of this Agreement, City shall pay to Consultant that
portion of compensation specified in this Agreement that is earned and unpaid prior to the
effective date of termination.
27. COMPLIANCES
Consultant shall comply with all laws, state or federal and all ordinances, rules and
regulations enacted or issued by City.
28. WAIVER
A waiver by either party of any breach, of any term, covenant or condition
contained herein shall not be deemed to be a waiver of any subsequent breach of the
same or any other term, covenant or condition contained herein whether of the same or a
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different character.
29. INTEGRATED CONTRACT
This Agreement represents the full and complete understanding of every kind or
nature whatsoever between the parties hereto, and all preliminary negotiations and
agreements of whatsoever kind or nature are merged herein. No verbal agreement or
implied covenant shall be held to vary the provisions hereon. Any modification of this
Agreement will be effective only by written execution signed by both City and Consultant.
30. OPINION OF COST
Any opinion of the construction cost prepared by Consultant represents his /her
judgment as a design professional and is supplied for the general guidance of City. Since
Consultant has no control over the cost of labor and material, or over competitive bidding
or market conditions, Consultant does not guarantee the accuracy of such opinions as
compared to contractor bids or actual cost to City.
31. COMPUTER DELIVERABLES
CADD data delivered to City shall include the professional stamp of the engineer
or architect in responsible charge of the work. City agrees that Consultant shall not be
liable for claims, liabilities or losses arising out of, or connected with (a) the modification
or misuse by City, or anyone authorized by City, of CADD data; (b) the decline of
accuracy or readability of CADD data due to inappropriate storage conditions or duration;
or (c) any use by City, or anyone authorized by City, of CADD data for additions to this
Project, for the completion of this Project by others, or for any other project, excepting
only such use as is authorized, in writing, by Consultant. By acceptance of CADD data,
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City agrees to indemnify Consultant for damages and liability resulting from the
modification or misuse of such CADD data.
All drawings shall be transmitted to the City in the City's latest adopted version of
AutoCAD in ".dwg" file format. All written documents shall be transmitted to the City in
the City's latest adopted version of Microsoft Word and Excel.
32. PATENT INDEMNITY
Consultant shall indemnify City, its agents, officers, representatives and
employees against liability, including costs, for infringement of any United States' letters
patent, trademark, or copyright infringement, including costs, contained in Consultant's
drawings and specifications provided under this Agreement.
IN WITNESS WHEREOF, the parties have caused this Agreement to be executed
on the day and year first written above.
APPROVED AS TO FORM:
By:
City A torney
AT
By:
City Clerk
CITY OF NEWPORT BEACH
A Municipal Corporation
By:
Mayor
GRIFFIN ADVISORS, INC.
By:
f:\users\pbw\shared\agreements\fy 01-02\griffin-city hall needs analysis.doc
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0 • EXHIBIT A
C. SCOPE AND METHODOLOGY
OVERVIEW
The scope of work we propose is essentially a "menu" detailing our interpretation of the scope as requested in
the RFP. In examining the City's scope statement. we have had to address the depth and detail which the City
wants, and the detail of documentation the City expects which support our conclusions
The work plan we will undertake —the methodology by which we will provide the products of scope that the
City has requested —is not simply to execute these items as if they were separate tasks, but rather to perform a
carefully crafted .work plan that provides these items in an orderly and efficient manner, with suitable docu-
mentation to support the findings, and with a focused goal of finding the best solution to the City's needs for
space.
Because of this oranized approach. our mcthndoln,y also pro+ide> additional ml onnauon as a ++'nrk hx
product, ++hich the City will find +aluablc in its dclibcr:nions and conclusion. For example. we propose to pto
sent graphic illustrations of the required amounts of space by funcuon (staff areas. public spaces. meeting
rooms. specialized equipment areas. etc.) and compare (his to the existinv (allocated) space. .Allocations of
growth spare, or projected requirements + +ill be compared to (he existing requirement and also to (he exisiing
actual spaces. All this allows the City to test the lo6c of the needs analysis.
We have been careful not to overstate the detail anti analysis which the Cit+ might have requested for this pro-
ject. We have been involved in past work in many levels of space analysis and managemem planning. all based
on different motivations. study requirements. and outcome expectations. Where feasible, we have added extra
depth and detail as an option (see Section IL but we hate assumed a certain core letel of detail in the base ap-
proach.
We firmly believe that the City must undertake a sufficiently careful analysis of needs, and produce a
document that can stand critical public and political scrutiny, and also be supported full• by Cif} staff
and management.
Scope as Requested and as Provided
The follow in-, scope of activities and products is included in the program of +,ork we have proposed.
f. Space Utilization Analysis
A. Preparation of an analysis and findings of the current space allocation for existing staff, by building and
functional use.
B. preparation of an illustration of the current space allocation for visitors and customer service operations
C. An analysis and findings of the current space allocation for visitors and customer serN ice operations.
D. Preparation of an illustration that represents die current space allocation for shared needs such as confer -
ence moues. lunchrooms. resuoom facilities. and parking.
G. An analysis and findings of the current space allocation for shared needs such ;is conference rooms.
lunchrooms. re>tnxnn facilines. and parkin,
F. Ptrp;u:uton of an dlu >tranon that represent, the current space allocation for spcciahied cgmpntcm 'u:h
.n , ontputcrs. (eWontmmllicatton. I I VAC..uul cleciltt'al tacilittes
G All .utaly'rs of cutrcnt .pace allocatmu for y)rci;dved equipment.
H. i tnttieauoo and ,maly..is of eurrtnr ytaee Coneu:u ni and /or ineffit'iowwn
L F, mn ule r I'll tin e. aomrnd," I. pa :C'ImJ.uJ.fla.r,I.Itacepr:rblt iudu.oy s(.mJ:nd:.
Car !tin q.� !n.: t pp. hw P.o-:•- Newlko 6 t p r.ny it id thi, +I4
r
J. Formulation of a compantion (it the City'., current space allocation in relation to acceptahle industry
standards.
K. Formulation of benchmark comparisons between the City and other cities of similar population.
11. Needs Analysis
A. Evaluation of the individual workspace needs for existing and future services and staffing.
B. Analysis of the specialized equipment space needs (i.e.. computer network telecommunications. and
H V AC).
C. Evaluation of current infrastructure condition, life expectancy, replacement schedule. and cost\ of build-
ings and utility systems.
D. Modifications design to enhance <ervice deli\ery and inoea.w the c(icienev of spare utilization.
F. Formulation of .untdar& fur hnu.<Ing functions. which require inier6lce andAv pmvmal location m one
anoiher.
F Development of recommended %indards for the City s space needs
G. Application of the recommended standards tit existing staffing functions.
Ht Recommendations
A. Development of alternative solution concepts that range from remodels with minor reconSirucmon. at
new construction and their associated costs. Concepts should include phasing. temporar% facditie <, and
transition costs.
B. I-Nahlation of the best solution to meet the long -terns facilities needs mcludm,_ potential parking <olu
Ions.
C. Provide an implementation strategy, including funding analysis. design team loimulaiion, and construc-
tion phasing prog aro.
Outline of the Work Plan (Our Methodology)
The follow•ine illustrates the step -by -step approach of our proposed methodology. Each of the required ele-
ments of the scope of work, above, is produced In a logical order and in sufficient detail to meet the require-
ments of this Project. Below, we describe the methodology in greater detail.
r - - - -- — r– – – – – - - -i r–
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I. Preliminaries I 2. Space Utilization
Assessment I
Needs Analysis
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I 1.1 OrienlaUOn I I 2.1 Space AlbcaUOns I
! � ! � {111ustrztionsl i i
1
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3.1 tutce Standards
' Finalized
32 Future Operetbns
1.2 Data Collection i 2.2 Spa (analysis) orrs i i
i
� 2.3 Formulate Space I I
33 Building Space
I
Standards i i
Needs
3.d Site Space Needs
2.4 Benchmarks 8
1
I � I
I Comparisons I
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_— I
3.5 Pro %imal Analysis
f
Task Flow and Methodology
Newport Beach Needs Assessment
3.fi Specialized Areas
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3,7 Malysis of
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Exist g Buildings
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I -' -- -' -' -'
1 4. Recommendations
4.1 Alternatives -
t Polity Workshop I
1 !
I 41 Akemanves- i
I Design & Eval n t
I I
4.3 The Best Solution I
I
4.4 implementation I
Strategies
raga : ":. ,,...: v. PN: t.''A In.. P::•'`.� td..`;:;., �.: :.,.. •. �•. .. :. .'1..... !,.A.. ..:ni..:::
Griffin Advisors, Inc. and LPA, Inc.
Estimated Fee Calculation
City Hall Space Utilization and Needs Analysis
City of Newport Beach, CA
Printed 11112101 Page 5
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Griffin Associates, Inc., & LPA, Inc., Project Team Members/ Hours Participation
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Other Pro
Cons
Totals
Person
Hourly Rate
$155.00
$130.00
$115,00
$155.00
$135.00
$100.00
$115.00
Task /item Description
OPTIONAL SERVICES
Cost
1 Second Tier Interviews (Managers & re- interviews, est.)
48
24
58.760
2 Detailed Prolecnon of City Operations & Staff
88
$10.120
(requires second -tier interviews)
3 Detailed Analysis of One Stop Shop Operations
40
8
$5,680
4 Other Operahons Special Studies (Records Mgt, Electronic
TBD
TBD
TED
Conferencing. Other) (Depends on selections)
5 Tours of Other Cities (Depends on number and locations)
TBD
TBD
TBD
6 Needs Assessment Workbook /Policy Planning Document
120
8
$14,880
(requires items 1 & 2, above)
7 Arcn,tectural Program Document
32
8
54,760
(assumes development of Workbook)
+; Deimled Parking Analysis
32
8
$4.760
9 Public Workshops (each)
4
6
4
6
8
$3,540
(EOmmted, bawd on typical To be determined)
'0 More Extensive RE Analysis of Partnership Options.
30
$3,900
Financial Implications, Land Analysis (estimated).
11 Financial Plan and Financing Assistance
8
60
$9.040
12 Traffic Study to Address "Green Light"
EST
$15.000
13 Full CADD Documentation of All Disciplines
TBD
TBD
TBD
14 Professional Models
TBD
TBD
TBD
TBD
Subtotal Hours
12
90
366
4
62
8
D
1 $65,440
Subtotal Fees
OPTIONAL SERVICES
Printed 11112101 Page 5
C J
0
0
14 November 2001
Ms. Lois Thompson
Administrative Coordinator
CITY OF NEWPORT BEACH
3300 Newport Boulevard
Newport Beach. California 92658 -891
Re: FEE PROPOSAL to the 011' of Newport Bench
Facilities Spore Utilization and Needs Analvsi.s
Dear Ms. Thompson
• EXHIBIT B
As requested. auachcd is our FLL PROPOSAL associated with the "Facilities Space Unlirnion and Needs
An IN Proposal and Weik Plan �%hich is submitted under separate cover. The total fee for our proposed
core services (including an estu n led TV,, for reimbursable e�pcuses) is the not -lo- exceed fixed price of
Eighty -Nine Thousand Thre Hundred Forty Dollars ($89,.314(1(10),
The attached calculation detail sheets identify the numbers of hours assumed for each position on the
idemified team. their hourk rates. the number of hours for each posiuou to p, rforul each of tike proposed
tasks. and the fcc requirements that are compuled ft�m these itculs.
Note that gee have taken a "menu" approach, as described in the main Proposal. On this basis a number of
additional optional services are proposed \Ouch the City' may elect to have performed In am case, tike
services requested is the RFP are all included in the base fee. aboxe These optional services. for the most
part, provide extended analysis. greater load. and more complete documentation. These optional sea ices
also provide certain information (such es projecuous of operations for the proposed facilnlcs projection
windoo) that is assumed to be prodded by the City .n the base piaimions The total for t11¢sc optional
senices will necessarily depend on which services. if any. the Ctt. elects Please refer to the last cost
computation detail sheet of the attached Material fora listing of these sea ices and related costs.
Thank you.
Sincerely.
t o tem
GRIFFIN HOLDINGS IINC'ORPl1RA I1.A)
;S; SFC•OND �,TPVFT. I \GUN\ RIi4C11 CA 7_'651
(u 191 III_ -"000 - � I.K
0 0
CORE FEE CALCULATION
The following spreadsheet identifies proposed staff, hourly staff rates, proposed time commitments. and calcu-
lated fixed fee requirements for the Newport Beach City Hall Space Utilization and Needs Analysis project. All
work activities and tasks correspond exactly to those identified in the Proposal, submitted under separate cover.
The Core Fee Calculation covers all services identified in the City's Scope of Services (listed in the RFP) as de-
scribed in our Proposal document. Fee requirements for additional work which the City may elect as extra
services are presented separately.
The key to the identified staff positions is as follows:
RNT
Roger Torriero, Griffin Advisors, Inc.
AB
Al Beaudette, Griffin Advisors, Inc.
BM
Brian Myers, Griffin Advisors, Inc.
RH
Robert Hall, Griffin Advisors, Inc.
DH
Dan Heinfeld, LPA, Inc.
JW
Jim Wirick, LPA, Inc.
GC
Glen Carets, LPA, Inc.
Other Prof
Various professional architectural and designer staff
Cons
Consultants (Sub - consultants) as listed in the Proposal
Griffin Advisors. Inc 1 LPA, Inc. Newport Beach City Hall Needs Analysis Fee Proposal
Griffin Advisors, Inc. and LPA, Inc.
Estimated Fee Calculation
City Hall Space Utilization and Needs Analysis
City of Newport Beach, CA
Printed 11/12/01 Page 1
i
•
Griffin Associates, Inc. & LPA Inc., Project Team Members/ Hours Participation
RNT
AB /BM
RH
DH
JW /GC
Other Pro
Cons
Totals
Person
Hourly Rate
$155.00
$130.00
$115.00
$155.00
$135.00
$100.00
$115.00
Task/liem Description
TOTALS -
Total Hours
1. PRELIMINARIES
2
10
53
2
30
10
20
127
2. SPACE UTILIZATION ASSESSMENT
0
0
52
0
12
10
0
74
3. NEEDS ANALYSIS
0
0
128
0
32
24
40
224
4. RECOMMENDATION
24
24
10
26
82
58
40
264
26
34
243
28
156
102
100
689
Total Costs
1, PRELIMINARIES
$310
$1,300
$6,095
$310
$4,050
$1,000
$2,300
$15,365
2. SPACE UTILIZATION ASSESSMENT
$o
$0
$5,980
$0
$1,6201
$1,000
$0
$8,600
3. NEEDS ANALYSIS
$0
$0
$14,720
$0
$4,320
$2,400
$4,600
$26,040
4. RECOMMENDATION
$3,720
$3,120
$1,150
$4,030
$11,070
$5,800
$4,600
$33,490
$4,030
$4,420
$27,945
$4,340
$21,060
$10,200
$11,500
$83,495
Reimbursables estimated at an additional
7%
$5,845
$89,340
Total Compensation
Optional Services:
(see last detail
sheet
for Optional
Services)
1. PRELIMINARIES
1.1 Orientation
Kick -off Meeting
2
2
2
2
2
10
Obtain Baseline Data /Questionnaire Development
4
4
8
1.2 Data Collection
Building and Infrastructure Assessment Data
10
10
20
40
Space Utilization Survey
12
12
Interviews of 1st Tier City Staff (assume 16 x 1.5 hrs)
27
14
41
Operational Data and Projections
8
6
City Financing Information and RE Opportunities
8
8
Subtotal Hours
2
10
53
2
30
10
20
127
Subtotal Fees
$310
$1,300
$6,095
$310
$4,050
$1,000
$2,300
1. PRELIMINARIES $15,365
Printed 11/12/01 Page 1
i
•
Griffin Advisors, Inc. and LPA, Inc.
Estimated Fee Calculation
City Hall Space Utilization and Needs Analysis
City of Newport Beach, CA
Printed 11/12/01 Page 2
0
•
Griffin Associates Inc., 8 LPA Inc., Project
Team Members/ Hours Participation
RNT
AB /BM
RH
DH
I JWJGC
10therProl
Cons
I
Totals
Person
Hourly Rate
$155.00
$130.00
$115.00
$155.00
$135.00
$100.00
$115.00
Task/ltem Description
2. SPACE UTILIZATION ASSESSMENT
2.1 Illustrations of Space Allocations
Staff Areas
4
2
6
Visitors and Customer Service
2
2
Shared Areas
2
2
Specialized Equipment Areas
2
2
Site Areas
2
2
2.2 Analysis and Findings of Space Allocations
Staff Areas
6
6
Visitors and Customer Service
4
4
Shared Areas
2
2
Specialized Equipment Areas
2
2
Site Areas
4
4
2.3 Formulation of Space Standards
Comparison to Existing
4
4
Survey of Other Cities
8
8
Survey of Other Sources /Private Sector
6
6
Report/Illustrations
8
4
12
2.4 Benchmarks and Comparisons
Private Sector Benchmarks
4
2
6
Public Sector Benchmarks
4
2
6
Subtotal Hours
0
0
52
0
12
10
0
74
Subtotal Fees
$0
$0
$5.980
$0
$1,620
$1,000
$0
2. SPACE UTILIZATION ASSESSMENT $8,600
Printed 11/12/01 Page 2
0
•
Griffin Advisors, Inc. and LPA, Inc.
Estimated Fee Calculation
City Hall Space Utilization and Needs Analysis
City of Newport Beach, CA
Printed 11/12/01 Page 3
•
•
Griffin Associates, Inc., & LPA, Inc., Project Team Members/ Hours
Participation
RNT
ABIBM
RH
DH
JW /GC
Other Pro
Cons
Totals
Person
Hourly Rate
$155.00
$130.00
$115.00
$155.00
$135.00
$100.00
$115.00
Task/Item Description
3. NEEDS ANALYSIS
3.1 Acceptance of Standards
Revision to Draft
6
6
3.2 Future Operations
Obtain and Review City Projections of Operations
4
4
Analysis of Operations and Review of City Data
8
8
3.3 Site Requirements Analysis and Report
12
12
3.4 Building Space Needs
Analysis of Needs for Operational Areas
16
16
Analysis of Work and Support Areas
32
32
Analysis of Functional Requirements
12
12
Report on Space Requirements
12
12
3 5 Proximal Location Analysis
Adjacencies Analysis
12
12
Tabulation of Adjacencies Summaries of Requirements
4
4
8
3.6 Specialized Area Needs
Computer Rooms
4
4
8
Mechanical Systems
4
8
12
Other Support Areas
6
4
10
3.7 Evaluation of Existing Buildings
Structure and Core
4
8
12
Systems
4
16
20
Finishes and Materials
4
8
12
Site Evaluation
4
8
4
16
Report on Building Conditions
4
8
12
Subtotal Hours
0
0
128
0
32
24
40
224
subtotal Fees
$0
$0
$14,720
$0
$4,320
$2,400
$4,600
3. NEEDS ANALYSIS $26,040
Printed 11/12/01 Page 3
•
•
Griffin Advisors, Inc, and LPA, Inc.
Estimated Fee Calculation
City Hall Space Utilization and Needs Analysis
City of Newport Beach, CA
Printed 11112/01 Page 4
•
Griffin Associates, Inc., 8 LPA, Inc. Project
Team Members / Hours Participation
RNT
AS/BMJ
RH
0HJ
JW /GC
Other Pro Cons
Totals
Person
Hourly Rate
$155.00
$130.00
$115.00
$155.00
$135.00
$100.00 $115.00
Tasklltem Description
4. RECOMMENDATION
4.1 Development of Alternatives - Policy Workshop
Identify Parameters
2
2
2
2
8
Public Private Partership Options
8
8
Identify Alternative Concepts
2
4
8
8
22
Workshop
2
2
2
2
4
2
14
4.2 Development of Alternatives - Designs and Evaluations
Development of Design Constraints and Opportunities
4
16
8
28
Cost Analyses
4
4
32
40
Comparison of Alternatives
2
4
4
10
Presentation
2
2
4
8
Identify Evaluation Criteria
4
4
4.3 The Best Solution
Identify and Refine the Best Solution
8
16
24
Refine Total Project Costs
2
2
B
12
Presentation Materials (Plans, Study Models)
4
16
20
4.4 Implementation Strategy
Financial Plan
8
8
Phasing
4
4
4
12
Implementation Steps
2
4
2
2
8
18
Final RepontExecutive Summary
8
16
24
4.5 Presentation to Council
2
2
4
Subtotal Hours
24
24
10
26
82
58
40
264
Subtotal Fees
$3,720
$3,120
$1,150
$4,030
$11,070
$5,800
$4,600
4. RECOMMENDATION $33,d90
Printed 11112/01 Page 4
•
Griffin Advisors, Inc. and LPA, Inc.
Estimated Fee Calculation
City Hall Space Utilization and Needs Analysis
City of Newport Beach, CA
Printed 11/12/01 Page 5
U
0
Griffin Associates, Inc. & LPA, Inc., Project
Team Members/ Hours Participation
RNT
AB /BM
RH
DH
JW /GC
Other Pro
Cons
Totals
Person
Hourly Rate
$155.00
$130.00
$115.00
$155.00
$135.00
$100.00
$115.00
Task /item Description
OPTIONAL SERVICES
Cost
1 Second Tier Interviews (Managers & re- interviews, est.)
48
24
$8,760
2 Detailed Projection of City Operations & Staff
88
$10,120
(requires second -tier interviews)
3 Detailed Analysis of One Stop Shop Operations
40
8
$5,680
4 Other Operations Special Studies (Records Mgt, Electronic
TBD
TBD
TBD
Conferencing, Other) (Depends on selections)
5 Tours of Other Cities (Depends on number and locations)
TBD
TBD
TBD
6 Needs Assessment Workbook /Policy Planning Document
120
8
$14.880
(requires items 1 & 2, above)
7 Architectural Program Document
32
8
$4,760
(assumes development of Workbook)
8 Detailed Parking Analysis
32
8
$4,760
9 Public Workshops (each)
4
6
4
6
8
$3,540
(Estimated, based on typical. To be determined)
10 More Extensive RE Analysis of Partnershtp Options,
30
$3,900
Financial Implications, Land Analysis (estimated).
11 Financial Plan and Financing Assistance
8
60
$9,040
12 Traffic Study to Address "Green Light"
EST
$15,000
13 Full CADD Documentation of All Disciplines
TBD
TBD
TBD
14 Professional Models
TBD
TBD
TBD
TBD
Subtotal Hours
12
90
366
4
62
8
0
$65.440
Subtotal Fees
1
OPTIONAL SERVICES
Printed 11/12/01 Page 5
U
0
0
TO: Mayor and Members of the City Council
FROM: Public Works Department
0
January 8, 2001
CITY COUNCIL AGENDA
ITEM NO.
SUBJECT: CITY HALL FACILITY NEEDS ASSESSMENT - APPROVAL OF
PROFESSIONAL SERVICES AGREEMENT WITH GRIFFIN ADVISORS,
INC., CONTRACT NO. 3502
RECOMMENDATIONS:
1. Approve a Professional Services Agreement with Griffin Advisors, Inc., of Laguna
Beach, California, to perform a comprehensive space utilization assessment, a
needs analysis, and provide recommendations for the City Hall campus facility
expansion at a contract price of $154,780.
2. Authorize the Mayor and City Clerk to execute the Agreement.
DISCUSSION:
At the July 24, 2001, Newport Beach City Council meeting, Staff was directed to
develop a scope of services for a City Hall Facility Needs Assessment. The Council
wanted to pursue a long -term strategic plan in the form of a City Hall Facilities Master
Plan, that would map our current and future facility requirements in order to better serve
the public. The proposed action will initiate the facilities planning /needs assessment
phase of the proposed Master Plan for the City Hall Campus.
The scope of work incorporates a long -term, integrated approach, addressing current
and long -term workspace needs with respect to staffing, facilities access, mobility,
storage, and customer service. This effort is closely aligned with the City Manager's
"Top Ten" goals to improve the City's existing office space constraints and the plan
check and issuance process.
An invitation to submit qualifications was sent to all architectural firms with a Newport
Beach business license and a small list of firms recommended by other local agencies.
Twelve firms attended a site tour of the City Hall campus. Subsequent to the tour, the
following eight firms submitted their qualifications to provide space utilization and needs
analysis professional services:
Environ Architecture • James Lawson Pirdy, AIA, Inc.
• Griffin Structures, Inc. . Saunders Design Group
• Dougherty & Dougherty . Thirtieth Street Architects, Inc.
• Roberto A. Viggayan & Associates
SUBJECT: City Hall Facility Needs Assessment - Approval of Professional Services Agreement with Giffin Structures, Inc..
Contract No. 3502
January 8, 2002
Page 2
• The Hill Partnership, Inc.
Staff reviewed the qualifications of the firms and three firms were chosen to respond to
the City's Request For Proposal:
• Dougherty and Dougherty
• Thirtieth Street Architects
• Griffin Advisors, Inc.
The proposals were reviewed to evaluate each firm's qualifications, past experience on
similar projects, and availability. Griffin Advisors, Inc., (Griffin) was ranked the highest.
Upon selection, Staff negotiated with Griffin, to provide the necessary scope of services
for a fee of $154,780. Griffin has successfully completed space utililization and needs
analysis services competently and professionally on similar projects for other local
agencies in Southern California.
The scope of Griffin's professional services will include the following activities:
I. SPACE UTILIZATION ASSESSMENT
The space utilization component shall provide a comprehensive assessment of
current space utilization and allocation for existing operations and staffing at the
City Hall complex.
A. An analysis and findings of the current space allocation for existing staff, by
building and functional use.
B. Preparation of an illustration of the current space allocation for visitors and
customer service operations.
C. An analysis and findings of the current space allocation for visitors and
customer service operations.
D. Preparation of an illustration that represents the current space allocation for
shared needs such as conference rooms, lunchrooms, restroom facilities, and
parking.
E. An analysis and findings of the current space allocation for shared needs such
as conference rooms, lunchrooms, restroom facilities, and parking.
F. Preparation of an illustration that represents the current space allocation for
specialized equipment such as, computers, telecommunications, HVAC, and
electrical facilities.
G. An analysis of the current space allocation for specialized equipment.
H. Identification and analysis of current space constraints and/or inefficiencies.
,' • SUBJECT. City Hall Facility Needs Assessment - Approval of Professional Services Aggement with Griffin Structures, Inc..
Contract No. 3502
January 6, 2002
Page 3
I. Formulation of recommended space standards based on acceptable industry
standards.
J. Formulation of a comparison of the City's current space allocation in relation to
acceptable industry standards.
K. Formulation of benchmark comparisons between the City and private sector.
L. Formulation of benchmark comparisons between the City and other cities of
similar population.
II. NEEDS ANALYSIS
A. Evaluation of the individual workspace needs for existing and future services
and staffing.
B. Analysis of the specialized equipment space needs, i.e. computer network,
telecommunications and HVAC.
C. Evaluation of current infrastructure condition, life expectancy, replacement
schedule, and cost of buildings and utility systems.
D. Modifications designed to enhance service delivery and increase the efficiency
of space utilization.
E. Formulation of standards for housing functions, which require interface and/or
proximal location to one another.
F. Development of recommended standards for the City's space needs.
G. Application of the recommended standards to existing staffing functions.
III. RECOMMENDATIONS
A. Development of alternative solution concepts that range from remodels with
minor reconstruction, to new construction and their associated costs.
Concepts should include phasing, temporary facilities, and transition costs.
B. Evaluation of the best solution to meet the long -term facilities needs, including
potential parking solutions.
C. Provide an implementation strategy, including funding analysis, design team
formation, and construction phasing program.
SUBJECT: City Hall Facility Needs Assessment - Approval of Professional Services Agreement with Griffin Structures, Inc..
Contract No. 3502
January 8, 2002
Page 4
Griffin proposed additional items as options to their proposal and Staff recommends
implementing all of these items into their scope of work:
A. Interview second -tier Management Staff and others to develop a more accurate
needs assessment.
B. Develop detailed projections of operations using techniques which model growth
using historic budget parameters, projections of annexation and population growth,
as well as economic and legislated impacts on City services, and provide a basis
of facility planning for a future period of twenty or more years.
C. Study One - Stop -Shop requirements for issuing permits and explore options for
developing this operation at the City. This can include centralized cashiering, flow
of paper and plan check materials, computerized plan review systems, and other
factors. Tours of other agencies will be arranged.
D. Analysis of records management, archiving, microfilm storage, off -site storage, and
similar operations that may relieve the need for office space in City Hall.
E. Tour other City Halls to identify optional configurations of space and design
challenges.
F. Provide detailed Staff and operational projections to be used as a management
tool to meet long -term requirements.
G. Determine parking requirements, model visitor requirements, identify parking
available today, needed today, and needed for the future.
H. Provide detailed review of land options, financial issues, partnership opportunities,
and alternatives regarding other City -owned land resources.
I. Participate in public workshops to obtain general public input and advice regarding
development and evaluation of alternative approaches.
J. Development of financing package and evaluation of alternative funding
mechanisms.
Funding for this work has been budgeted and is available in Account No. 7011-
C2910545.
Respectfully submitted,
PUBLIC WORKS DEPARTMENT
Stephen G. Badum, Director
MM
Lois Thompson
Administrative Manager
Attachmenis: Professional Services Agreement
ACORD CERTIFICA'Y= OF LIABILITY
INSUP i\NCE
DATE(MMIDD/YY)
*"
LTR
TYPE OF INSURANCE
POLICY NUMBER
01/17/2002
P UCER (714)836 -9945 FAX
(714)836- 9946���
Public Works Department
The Empire Company
_
_ ..
ONLY AND
HOLDER.
CONFERS NO RIGHTS UPON THE CERTIFICATE
THIS CERTIFICATE DOES NOT AMEND, EXTEND OR
555 Parkcenter Drive, Ste 206
_ [`ice
`>/
ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW.
S 50,000
r
Santa Ana, CA 92705 -3521 `
\
INSURERS AFFORDING COVERAGE
Susan Remeika
�
ERA:
Royal Surplus Lines Insurance Company
INSURED Griffin Structures, In . ,INS
Griffin Advisors, Inc.
` . ",cs
INSU RB:
Golden Eagle Insurance Company
Griffin Realty III, LL C
_I.
;( -� ,f�:.-
INSURERC
Assurance Company of America
385 Second Street
i/" QJ �
INSURER D:
$ 2,000,000
Laguna Beach, CA 92651
;K0
E14%
INSURER E:
COVERAGES Vr/
THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING
ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR
MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH
POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
LTR
TYPE OF INSURANCE
POLICY NUMBER
DATE (MMIDDrM
DATE (MMIDDfIY)
LIMITS
Public Works Department
GENERAL LIABILITY
ZD526495
03/01/2001
03/01/2002
EACH OCCURRENCE
$ 1,000,000
FIRE DAMAGE(Any one Bre)
S 50,000
X COMMERCIAL GENERAL LIABILITY
CLAIMS MADE O OCCUR
MED EXP (Any one person)
$ S'000
PERSONAL &ADV INJURY
$ 11000,000
A
GENERAL AGGREGATE
$ 2,000,000
GENT AGGREGATE LIMIT APPLIES PER
PRODUCTS. COMP(OP AGG
$ 11000,000
POLICY PRO LOC
JECT
AUTOMOBILE
LIABILITY
ANY AUTO
AS37652S92
03/01/2001
03/01/2002
COMBINED SINGLE LIMIT
(Ea accident)
$
1,000,000
BODILY INJURY
(Per person)
$
ALL OWNED AUTOS
SCHEDULED AUTOS
C
HIRED AUTOS
NON - OWNEDAUTOS
X
BODILY INJURY
(Per=!dent)
$
X
PROPERTY DAMAGE
(Perawiden0
S
GARAGE LIABILITY
AUTO ONLY - EA ACCIDENT
S
ANY AUTO
OTHER THAN EAACC
$
$
AUTO ONLY: AGG
EXCESS LIABILITY
PHA204982
03/01/2001
03/01/2002
EACH OCCURRENCE
$ 4,000,000
X OCCUR O CLAIMS MADE
AGGREGATE
$ 4,000,000
$
A
$
DEDUCTIBLE
RETENTION $
$
WORKERS COMPENSATION AND
X TORY LIMITS ER
EMPLOYETG9'LIABILIIY
WC642206 -02
08/2$/2001
06/25/2002
E.L. EACH ACCIDENT
$ 11000,000
B
E.L. DISEASE - EA EMPLOYEE
$ 1,000,000
E.L. DISEASE - POLICY LIMIT
$ 1,000,000
OTHER
Professional Liability
ZD52649S
03/01/2001
03/01/2002
Each claim $1,000,000
A
Aggregate $2,000,000
DESCRIPTION OF OPERATIONS ILOCATIONSNEHICLEStUCLUS*N3 ADDED BY ENDORSEMENTISPECIAL PROVISIONS
ertificate Holder is named Additional Insured per form CG2010 attached.
ai Ver of Subrogation applies to Workers Compensation policy, endorsement to follow from carrier.
LO days notice of cancellation shall apply for non - payment of premium.
CERTIFICATE HOLDER IX I ADDITIONAL INSURED: INSURER LETTER A CANCELLATION
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE
EXPIRATION DATE THEREOF, THE ISSUING COMPANY WILLENDEAVOR TO MAIL
-30 DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT,
City of Newport Beach
BUT FAILURE TO MAIL SUCH NOTICE SHALL IMPOSE NO OBLIGATION OR LIABILITY
Public Works Department
3300 Newport Blvd.
OF ANY KINV%PDIL7Hj COMPANY, ITS AGENT REPRESENTATIVES.
AUTHORIZED R EN
Newport Beach, CA 92658
.,:01/20/2002 10:57 714 - 83646 THE EMPIRE CO PAGE 01/01
Ja 29 -02 06'
55 am From -6E IC 6187443565 T -900
GOLDLsv' EAGLE INSURANCE CORPbRATION
P.O. BOX 85826 - SAN DIEGO, CA 92186 -5826
F.04/O6 F -315
PCM29t1=
WORKERS' COMPENSATION AND EMPLOYERS' LIABILITY INSURANCE POLICY
RECOVERY WAIVER ENDORSEMENT Policy NO: NWC- 642206 -02
We have the right to recovtr our paymtats from anyone liable for an injury covered by this policy. We will not
enforce our right Against the person or organization named in the below schedule. (This aan+ame ar applies only to
The extent that you perform work under a written cc0treet dax requires you to obtain Ibis Agrxment from us,)
You must maintain payroll recorda aocumiety sea agatiM d1e remunemdon of your employazs while engaged is the
work dawribed in the sebadule below.
The additions) Premium for each Parson or Organization, named below is $50 or 05 % of to California Workers'
Cornponsation premium, whichever is -greater, determinad at audit.
Person or Organization
CITY OF NEWPORT BEACH
PUBLIC WORKS.DEPARrMENT
3300 NEWPORT BLVD.
NEWPORT BEACH, CA 92658.
WC 292A (011991
SCHEDULE
Job Description
RE: CITY OF NEWPORT BEACR
Post,tr Fax Note 7671
To
From
00,
Phone 0
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Fax a
WAIJar'.A h-+ -A=��d
,iAN -31 -2002 THU 08;59 AM FAX N0. P. 02
CERTIFICATE OF INSURANCE
CHECKLIST
CITY OF NEWPORT BEACH
THIS CHECKLIST IS COMPRISED OF REQUIREMENTS AS OUTLINED ABY THE CITY OF NEWPORT
BEACH.
DATE RECEIVED: 911234LO DEPARTMENTICONTACT RECEIVED FROM:AI�
DATE COMPLETED: / 0,2 SENT TO: ;J BY
COMPANY/PERSON REQUIRED TO HAVE
A. INSURANCE COMPANY:
B. AM BEST RATING (A VII or ): V
C. ADMITTED COMPANY: ( Must be California Admitted) Is company dmittedm California? Yes No ✓
D. LIMITS: (Must be 51,000,000 or greater) What is limit provided? f,4��. 000
E. PRODUCTS AND COMPLETED OPERATIONS: (Must Include) 1s it included? Yes_Z No
F. ADDITIONAL INSURDED W ORDII3G TO INCLUDE: ( The City its officers, agents, officials, employees and
volume=), Is it included? Yes ✓ No_
G. PRIMARY AND NON CONTRIBUTORY WORDING: (Must be included) h it included? Yes ✓ No_
H. CAUTION! ( Confirm that loss or liability of the Named insured is limited solely by their negligence.)
Does endorsement include "solely by negligence" wording? Yes�No
1. NOTIFICATION OF CANCELLATION: Although there is a provision that requires notification of cancellation by
certified mail; per Lauren Farley the City will accept the endeavor wording.
IL AUTOMOBILE LIABILITY: �e�%_��',A;nn '
A. INSURANCE COMPANY:
B. AM BEST RATING (A VII or greater):_ -h: XV
C. ADMITTED COMPANY: ( MUST BE CALIFORNIA ADMITTED) Is company admitrcd7 Yes No
D. LIMITS: ( Must be S1,000,000 minimum BI & PD and S500,000 UM) What is limits rovided?
E. ADDITIONAL INSURED WORDING TO INCLUDE: (The City its officers agents, officials, employees and
volunteers). Is it included? Yes ✓ No_
F. PRIMARY AND NON CONTRIBUTORY WORDING: (For Waste Haulers Only). Is it included? Yes ✓ No_
G. NOTIFICATION OF CANCELLATION: Although there is a provision that requires notification of cancellation by
certified mail; per Lau= Farley the City will accept the endeavor wording.
M. WORKERS COMPENSATION:
A. INSURANCE COMPANY: J446 J&A&
-
B. AM BEST RATING (A VII or greater) fsf N
C. LIMITS: Statutory , . 1 Q
D. WAVIER OF SUBROGATION: (To include). Is it included? Yes ✓ No_ Ld fli°fiL"^.r
HAVE ALL ABOVE REQUIREMENTS BEEN MET? Yes_ /_ No
IF NO, WHICH ITEMS NEI?D TO BE COMPLETED?
C3 &)
_- 3Soa
' January 8, 2001x.
CITY COUNCIL AGENDA
APPROVED ITEM NO. 11
TO: Mayor and Members of the City Council
FROM: Public Works Department
SUBJECT: CITY HALL FACILITY NEEDS ASSESSMENT - APPROVAL OF
PROFESSIONAL SERVICES AGREEMENT WITH GRIFFIN ADVISORS,
INC., CONTRACT NO. 3502
RECOMMENDATIONS:
Approve a Professional Services Agreement with Griffin Advisors, Inc., of Laguna
Beach, California, to perform a comprehensive space utilization assessment, a
needs analysis, and recommendations at a contract price of $154,780.
2. Authorize the Mayor and City Clerk to execute the Agreement.
DISCUSSION:
At the July 24, 2001, Newport Beach City Council meeting, staff was directed to
develop a scope of services for a City Hall Facility Needs Assessment. The Council
decided to pursue a long -term strategic plan in the form of a City Hall Facilities Master
Plan, that would map our facility requirements in order to better serve the public. The
proposed action will initiate the facilities planning /needs assessment phase of the
proposed Master Plan for the City Hall campus.
The scope of work incorporates a long -term, integrated approach, addressing current
and long -term workspace needs with respect to staffing, facilities access, mobility,
storage, and customer service. This effort is closely aligned with one of the City
Manager's "Top Ten" goals to improve the City's existing office space constraints
affecting the plan check and issuance process.
An invitation to submit qualifications was sent to all architectural firms with a Newport
Beach business license and a small list of firms recommended by other local agencies.
Twelve firms attended a site tour of the City Hall campus. Subsequent to the tour, the
following eight firms submitted their qualifications to provide space utilization and needs
analysis professional services:
• Environ Architecture
• Griffin Advisors, Inc.
• Dougherty & Dougherty
• The Hill Partnership, Inc.
• James Lawson Pirdy, AIA, Inc.
• Saunders Design Group
• Thirtieth Street Architects, Inc.
• Roberto A. Viggayan & Associates
SUBJECT: City Hall Facility Need essment — Approval of Professional Services Alnent with Griffin Structures, Inc., `
Contract No. 3502
January 8, 2002
Page 2
Staff reviewed the qualifications of the firms and three firms were chosen to respond to
the City's Request For Proposal:
• Dougherty and Dougherty
• Thirtieth Street Architects
• Griffin Advisors, Inc.
The proposals were reviewed to evaluate each firm's qualifications, past experience on
similar projects, and availability. Griffin Advisors, Inc., (Griffin) was ranked the highest.
Upon selection, Staff negotiated with Griffin, to provide the necessary scope of services
for a fee of $154,780. Griffin has successfully completed space utililiiation and needs
analysis services competently and professionally on similar projects for other local
agencies in Southern California.
The scope of Griffin's professional services will include the following activities:
I. SPACE UTILIZATION ASSESSMENT
The space utilization component shall provide a comprehensive assessment of
current space utilization and allocation for existing operations and staffing at the
City Hall complex.
A. An analysis and findings of the current space allocation for existing staff, by
building and functional use.
B. Preparation of an illustration of the current space allocation for visitors and
customer service operations.
C. An analysis and findings of the current space allocation for visitors and
customer service operations.
D. Preparation of an illustration that represents the current space allocation for
shared needs such as conference rooms, lunchrooms, restroom facilities, and
parking.
E. An analysis and findings of the current space allocation for shared needs such
as conference rooms, lunchrooms, restroom facilities, and parking.
F. Preparation of an illustration that represents the current space allocation for
specialized equipment such as, computers, telecommunications, HVAC, and
electrical facilities.
G. An analysis of the current space allocation for specialized equipment.
H. Identification and analysis of current space constraints and/or inefficiencies.
SUBJECT: City Hall Facility Needs 0ssment - Approval of Professional Services Agont with Griffin Structures, Inc.,
Contract No. 3502
January 0, 2002
Page 3
I. Formulation of recommended space standards based on acceptable industry
standards.
J. Formulation of a comparison of the City's current space allocation in relation to
acceptable industry standards.
K. Formulation of benchmark comparisons between the City and private sector.
L. Formulation of benchmark comparisons between the City and other cities of
similar population.
II. NEEDS ANALYSIS
A. Evaluation of the individual workspace needs for existing and future services
and staffing.
B. Analysis of the specialized equipment space needs, i.e. computer network,
telecommunications and HVAC.
C. Evaluation of current infrastructure condition, life expectancy, replacement
schedule, and cost of buildings and utility systems.
D. Modifications designed to enhance service delivery and increase the efficiency
of space utilization.
E. Formulation of standards for housing functions, which require interface and /or
proximal location to one another.
F. Development of recommended standards for the City's space needs.
G. Application of the recommended standards to existing staffing functions.
III. RECOMMENDATIONS
A. Development of alternative solution concepts that range from remodels with
minor reconstruction, to new construction and their associated costs.
Concepts should include phasing, temporary facilities, and transition costs.
B. Evaluation of the best solution to meet the long -term facilities needs, including
potential parking solutions.
C. Provide an implementation strategy, including funding analysis, design team
formation, and construction phasing program.
SUBJECT: City Hall Facility Nee essment — Approval of Professional Services F>,mant with Griffin Structures, Inc.,
Contract No. 3502
January S, 2002
Page 4
Griffin proposed additional items as options to their proposal and Staff recommends
implementing all of these items into their scope of work:
A. Interview second -tier Management Staff and others to develop a more accurate
needs assessment.
B. Develop detailed projections of operations using techniques which model growth
using historic budget parameters, projections of annexation and population growth,
as well as economic and legislated impacts on City services, and provide a basis
of facility planning for a future period of twenty or more years.
C. Study One -Stop -Shop requirements for issuing permits and explore options for
developing this operation at the City. This can include centralized cashiering, flow
of paper and plan check materials, computerized plan review systems, and other
factors. Tours of other agencies will be arranged.
D. Analysis of records management, archiving, microfilm storage, off -site storage, and
similar operations that may relieve the need for office space in City Hall.
E. Tour other City Halls to identify optional configurations of space and design
challenges.
F. Provide detailed Staff and operational projections to be used as a management
tool to meet long -term requirements.
G. Determine parking requirements, model visitor requirements, identify parking
available today, needed today, and needed for the future.
H. Provide detailed review of land options, financial issues, partnership opportunities,
and alternatives regarding other City -owned land resources.
I. Participate in public workshops to obtain general public input and advice regarding
development and evaluation of alternative approaches.
J. Development of financing package and evaluation of alternative funding
mechanisms.
Funding for this work has been budgeted and is available in Account No. 7011-
02910545.
Respectfully
:�YgWORKS DEPARTMENT
St en G. Badum, Director
By: A-6 2f2Y+t.Jo9r9
Lois Thompson
Administrative Manager
Attachments: Professional Services Agreement
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DRAFT
PROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT, entered into this day of 2002, by and
between the City of Newport Beach , a Municipal Corporation (hereinafter referred to as
"City "), and Griffin Advisors, Inc., whose address is 385 Second Street, Laguna
Beach, California, 92651, (hereinafter referred to as "Consultant "), is made with
reference to the following:
RECITALS
A. City is a Municipal Corporation duly organized and validly existing under the
laws of the State of California with the power to carry on its business as it is
now being conducted under the statutes of the State of California and the
Charter of City.
B. City is planning to implement a Facilities Space Utilization and Needs
Analysis ( "Project').
C. City desires to engage Consultant to perform a comprehensive space
utilization assessment, a needs analysis, and provide
recommendations for the City Hall campus facility expansion upon the
terms and conditions contained in this Agreement.
D. The principal member of the Consultant for purpose of Project is
Roger Torriero.
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E. City has solicited and received a proposal from Consultant, has reviewed
the previous experience and evaluated the expertise of Consultant, and
desires to contract with Consultant under the terms and conditions provided
in this Agreement.
NOW, THEREFORE, it is mutually agreed by and between the undersigned
parties as follows:
1. TERM
The term of this Agreement shall commence on the _ day of , 2002, and
shall terminate on the 31St day of December, 2002, unless terminated earlier as set forth
herein.
2. SERVICES TO BE PERFORMED
Consultant shall diligently perform all the duties set forth in the scope of services,
attached hereto as Exhibit "A" and incorporated herein by reference.
3. COMPENSATION TO CONSULTANT
City shall pay Consultant for the services in accordance with the provisions of this
Section and the scheduled billing rates set forth in Exhibit "B" attached hereto and
incorporated herein by reference. No rate changes shall be made during the term of this
Agreement without prior written approval of City. Consultant's compensation for all work
performed in accordance with this Agreement shall not exceed the total contract price of
one hundred fifty -four thousand, seven hundred eighty and 001100 Dollars
($154,780.00).
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3.1 Consultant shall maintain accounting records of its billings which includes
the name of the employee, type of work performed, times and dates of all work which is
billed on an hourly basis and all approved incidental expenses including reproductions,
computer printing, postage and mileage.
3.2 Consultant shall submit monthly progress invoices to City payable by City
within thirty (30) days of receipt of invoice.
3.3 Consultant shall not receive any compensation for extra work without prior
written authorization of City. Any authorized compensation shall be paid in accordance
with the schedule of the billing rates as set forth in Exhibit "B ".
3.4 City shall reimburse Consultant only for those costs or expenses, which
have been specifically approved in this Agreement, or specifically approved in advance by
City. Such cost shall be limited and shall include nothing more than the following costs
incurred by Consultant:
A. The actual costs of subconsultants for performance of any of the services
which Consultant agrees to render pursuant to this Agreement which have
been approved in advance by City and awarded in accordance with the
terms and conditions of this Agreement.
B. Actual costs and /or other costs and /or payments specifically authorized in
advance in writing and incurred by Consultant in the performance of this
Agreement.
3.5 Notwithstanding any other paragraph or provision of this Agreement,
beginning on the effective date of this Agreement, City may withhold payment of ten
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percent (10 %) of each approved payment as approved retention until all services under
this Agreement have been substantially completed.
4. STANDARD OF CARE
4.1 All of the services shall be performed by Consultant or under Consultant's
supervision. Consultant represents that it possesses the professional and technical
personnel required to perform the services required by this Agreement and that it will
perform all services in a manner commensurate with the community professional
standards. All services shall be performed by qualified and experienced personnel who
are not employed by City nor have any contractual relationship with City. Consultant
represents to City that it has or shall obtain all licenses, permits, qualifications and
approvals required of its profession. If Consultant is performing inspection or construction
management services for the City, the assigned staff shall be equipped with a Nextel Plus
type cellular /direct connect unit to communicate with City Staff; consultant's Nextel Direct
Connect I.D. Number will be provided to City to be programmed into City Nextel units, and
vice versa. Consultant further represents that it shall keep in effect all such licenses,
permits and other approvals during the term of this Agreement.
4.2 Consultant shall not be responsible for delay, nor shall Consultant be
responsible for damages or be in default or deemed to be in default by reason of strikes,
lockouts, accidents, acts of God, failure of City to furnish timely information or to promptly
approve or disapprove Consultant's work, delay or faulty performance by City,
contractors, or governmental agencies, or any other delays beyond Consultant's control.
4.3 The term Construction Management or Construction Manager does not
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imply that Consultant is engaged in any aspect of the physical work of construction
contracting. Consultant shall not have control over or charge of, and shall not be
responsible for Project's design, Project's contractor (hereinafter referred to as
"Contractor"), construction means, methods, techniques, sequences or procedures, or for
any health or safety precautions and programs in connection the work. These duties are
and shall remain the sole responsibility of the Contractor. Consultant shall not be
responsible for the Contractor's schedules or failure to carry out the work in accordance
with the contract documents. Consultant shall not have control over or charge of acts or
omissions of City, Design Engineer, Contractor, Subcontractors, or their Agents or
employees, or of any other persons performing portions of the work.
5. INDEPENDENT PARTIES
City retains Consultant on an independent contractor basis and Consultant is not
an employee of City. The manner and means of conducting the work are under the
control of Consultant, except to the extent they are limited by statute, rule or regulation
and the expressed terms of this Agreement. Nothing in this Agreement shall be deemed
to constitute Consultant or any of Consultant's employees or agents to be the agents or
employees of City. Consultant shall have the responsibility for and control over the details
and means of performing the work provided that Consultant is in compliance with the
terms of this Agreement. Anything in this Agreement which may appear to give City the
right to direct Consultant as to the details of the performance of the services or to
exercise a measure of control over Consultant shall mean that Consultant shall follow the
desires of City only in the results of the services.
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6. COOPERATION
Consultant agrees to work closely and cooperate fully with City's designated
Project Administrator, and any other agencies, which may have jurisdiction or interest in
the work to be performed. City agrees to cooperate with Consultant on Project.
7. PROJECT MANAGER
Consultant shall assign Project to a Project Manager, who shall coordinate all
phases of Project. This Project Manager shall be available to City at all reasonable times
during term of Project. Consultant has designated Roger Torriero to be its Project
Manager. Consultant shall not bill any personnel to Project other than those personnel
identified in Exhibit 'B', whether or not considered to be key personnel, without City's prior
written approval by name and specific hourly billing rate. Consultant shall not remove or
reassign any personnel designated in this Section or assign any new or replacement
person to Project without the prior written consent of City. City's approval shall not be
unreasonably withheld with respect to removal or assignment of non -key personnel.
Consultant, at the sole discretion of City, shall remove from Project any of its
personnel assigned to the performance of services upon written request of City.
Consultant warrants it will continuously furnish the necessary personnel to complete
Project on a timely basis as contemplated by this Agreement.
8. TIME OF PERFORMANCE
Time is of the essence in the performance of the services under this Agreement
and Consultant shall perform the services in accordance with the schedule specified
below. The failure by Consultant to strictly adhere to the schedule may result in
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termination of this Agreement by City and assessment of damages against Consultant for
delay. Notwithstanding the foregoing, Consultant shall not be responsible for delays,
which are due to causes beyond Consultant's reasonable control. However, in the case
of any such delay in the services to be provided for Project, each party hereby agrees to
provide notice to the other party so that all delays can be addressed.
8.1 Consultant shall submit all requests for extensions of time for performance
in writing to the Project Administrator not later than ten (10) calendar days after the start
of the condition, which purportedly causes a delay, but not later than the date upon which
performance is due. The Project Administrator shall review all such requests and may
grant reasonable time extensions for unforeseeable delays, which are beyond
Consultant's control.
8.2 For all time periods not specifically set forth herein, Consultant shall
respond in the most expedient and appropriate manner under the circumstances by
telephone, fax, hand delivery or mail.
9. CITY POLICY
Consultant shall discuss and review all matters relating to policy and project
direction with the Project Administrator in advance of all critical decision points in order to
ensure that Project proceeds in a manner consistent with City goals and policies.
10. CONFORMANCE TO APPLICABLE REQUIREMENT
All work prepared by Consultant shall conform to applicable city, county, state and
federal law, regulations and permit requirements and be subject to approval of the Project
Administrator and City Council.
bE
11. PROGRESS
Consultant is responsible to keep the Project Administrator and /or his /her duly
authorized designee informed on a regular basis regarding the status and progress of the
work, activities performed and planned, and any meetings that have been scheduled or
are desired.
12. HOLD HARMLESS
Consultant shall indemnify, defend, save and hold harmless City, its City Council,
boards and commissions, officers and employees from and against any and all loss,
damages, liability, claims, allegations of liability, suits, costs and expenses for damages of
any nature whatsoever, including, but not limited to, bodily injury, death, personal injury,
property damages, or any other claims arising from any and all negligent acts or
omissions of Consultant, its employees, agents or subcontractors in the performance of
services or work conducted or performed pursuant to this Agreement, excepting only the
active negligence or willful misconduct of City, its officers or employees, and shall include
attorneys' fees and all other costs incurred in defending any such claim. Nothing in this
indemnity shall be construed as authorizing, any award of attorneys' fees in any action on
or to enforce the terms of this Agreement.
13. INSURANCE
Without limiting consultant's indemnification of City, and prior to commencement of
work, Consultant shall obtain and provide and maintain at its own expense during the
term of this Agreement policy or policies of liability insurance of the type and amounts
described below and satisfactory to City. Certification of all required policies shall be
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signed by a person authorized by that insurer to bind coverage on its behalf and must be
filed with City prior to exercising any right or performing any work pursuant to this
Agreement. Except workers compensation and errors and omissions, all insurance
policies shall add City, its elected officials, officers, agents, representatives and
employees as additional insured for all liability arising from Consultant's services as
described herein.
Insurance policies with original endorsements indemnifying Project for the
following coverages shall be issued by companies admitted to do business in the State of
California and assigned Best's A -VII or better rating:
A. Worker's compensation insurance, including "Wavier of Subrogation"
clause, covering all employees and principals of Consultant, per the laws of
the State of California.
B. Commercial general liability insurance, including additional insured and
primary and non - contributory wording, covering third party liability risks,
including without limitation, contractual liability, in a minimum amount of $1
million combined single limit per occurrence for bodily injury, personal injury
and property damage. If commercial general liability insurance or other
form with a general aggregate is used, either the general aggregate shall
apply separately to this Project, or the general aggregate limit shall be twice
the occurrence limit.
C. Commercial auto liability and property insurance, including additional
insured and primary and non - contributory wording, covering any owned and
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rented vehicles of Consultant in a minimum amount of $1 million combined
single limit per accident for bodily injury and property damage.
D. Professional errors and omissions insurance, which covers the services, to
be performed in connection with this Agreement in the minimum amount of
one hundred fifty -four thousand, seven hundred eighty and 00 /100
Dollars ($154,780.00).
Said policy or policies shall be endorsed to state that coverage shall not be
canceled by either party, except after thirty (30) days' prior notice has been given in
writing to City. Consultant shall give City prompt and timely notice of claim made or suit
instituted arising out of Consultant's operation hereunder. Consultant shall also procure
and maintain, at its own cost and expense, any additional kinds of insurance, which in its
own judgment may be necessary for its proper protection and prosecution of the work.
Consultant agrees that in the event of loss due to any of the perils for which it has
agreed to provide comprehensive general and automotive liability insurance, which
Consultant shall look solely to its insurance for recovery. Consultant hereby grants to
City, on behalf of any insurer providing workers compensation, comprehensive general,
and automotive liability insurance to either Consultant or City with respect to the services
of Consultant herein, a waiver of any right of subrogation, which any such insurer of said
Consultant may acquire against City by virtue of the payment of any loss under such
insurance.
14. PROHIBITION AGAINST TRANSFERS
Consultant shall not assign, sublease, hypothecate or transfer this Agreement or
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any of the services to be performed under this Agreement, directly or indirectly, by
operation of law or otherwise without prior written consent of City. Any attempt to do so
without consent of City shall be null and void.
The sale, assignment, transfer or other disposition of any of the issued and
outstanding capital stock of Consultant, or of the interest of any general partner or joint
venturer or syndicate member or co- tenant if Consultant is a partnership or joint- venture
or syndicate or co- tenancy, which shall result in changing the control of Consultant, shall
be construed as an assignment of this Agreement. Control means fifty percent (50 %) or
more of the voting power, or twenty -five percent (25 %) or more of the assets of the
corporation, partnership or joint- venture.
15. OWNERSHIP OF DOCUMENTS
Each and every report, draft, work product, map, record and other document
reproduced, prepared or caused to be prepared by Consultant pursuant to or in
connection with this Agreement shall be the exclusive property of City.
Documents, including drawings and specifications, prepared by Consultant
pursuant to this Agreement are not intended or represented to be suitable for reuse by
City or others on any other project. Any use of completed documents for other projects
and any use of incomplete documents without specific written authorization from
Consultant will be at City's sole risk and without liability to Consultant. Further, any and
all liability arising out of changes made to Consultant's deliverables under this Agreement
by City or persons other than Consultant is waived as against Consultant and City
assumes full responsibility for such changes unless City has given Consultant prior notice
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and has received from Consultant written consent for such changes.
Consultant shall, at such time and in such forms as City may require, furnish
reports concerning the status of services required under this Agreement.
16. CONFIDENTIALITY
The information, which results from the services in this Agreement, is to be kept
confidential unless City authorizes the release of information.
17. CITY'S RESPONSIBILITIES
In order to assist Consultant in the execution of his responsibilities under this
Agreement, City agrees to provide the following:
A. City will provide access to and upon request of Consultant, provide one
copy of all existing record information on file at City. Consultant shall be
entitled to rely upon the accuracy of data information provided by City or
others without independent review or evaluation. City will provide all such
materials in a timely manner so as not to cause delays in Consultant's work
schedule.
B. Provide blueprinting, CADD plotting, copying and other services through
City's reproduction company for each of the required submittals. Consultant
will be required to coordinate the required submittals with City's
reproduction company. All other reproduction will be the responsibility of
Consultant and as defined above.
C. City staff will provide usable life of facilities criteria and provide information
with regards to deficient facilities.
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D. City will prepare and provide to Consultant street base digital file in
AutoCAD (DWG) compatible format.
18. ADMINISTRATION
The Public Works Department will administer this Agreement. Lois Thompson
shall be considered the Project Administrator and shall have the authority to act for City
under this Agreement. The Project Administrator or his /her authorized representative
shall represent City in all matters pertaining to the services to be rendered pursuant to this
Agreement.
19. RECORDS
Consultant shall keep records and invoices in connection with the work to be
performed under this Agreement. Consultant shall maintain complete and accurate
records with respect to the costs incurred under this Agreement. All such records shall be
clearly identifiable. Consultant shall allow a representative of City during normal business
hours to examine, audit and make transcripts or copies of such records. Consultant shall
allow inspection of all work, data, documents, proceedings and activities related to the
Agreement for a period of three (3) years from the date of final payment under this
Agreement.
20. WITHHOLDINGS
City may withhold payment of any disputed sums until satisfaction of the dispute
with respect to such payment. Such withholding shall not be deemed to constitute a
failure to pay according to the terms of this Agreement. Consultant shall not discontinue
work for a period of thirty (30) days from the date of withholding as a result of such
SRI!
withholding. Consultant shall have an immediate right to appeal to the City Manager or
his designee with respect to such disputed sums. Consultant shall be entitled to receive
interest on any withheld sums at the rate of seven percent (7 %) per annum from the date
of withholding of any amounts found to have been improperly withheld.
21. ERRORS AND OMISSIONS
In the event of errors or omissions that are due to the negligence or professional
inexperience of Consultant which result in expense to City greater than would have
resulted if there were not errors or omissions in the work accomplished by Consultant, the
additional design, construction and /or a restoration expense shall be borne by Consultant.
Nothing in this paragraph is intended to limit City's rights under any other sections of this
Agreement.
22. CITY'S RIGHT TO EMPLOY OTHER CONSULTANTS
City reserves the right to employ other consultants in connection with Project.
23. CONFLICTS OF INTEREST
A. Consultant or its employees may be subject to the provisions of the
California Political Reform Act of 1974 (the "Act "), which (1) requires such
persons to disclose financial interest that may foreseeably be materially
affected by the work performed under this Agreement, and (2) prohibits
such persons from making, or participating in making, decisions that will
foreseeably financially affect such interest.
B. If subject to the Act, Consultant shall conform to all requirements of the Act.
Failure to do so constitutes a material breach and is grounds for termination
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of this Agreement by City. Consultant shall indemnify and hold harmless
City for any and all claims for damages resulting from Consultant's violation
of this Section.
24. SUBCONSULTANT AND ASSIGNMENT
Except as specifically authorized under this Agreement, the services included in
this Agreement shall not be assigned, transferred, contracted or subcontracted without
prior written approval of City.
25. NOTICES
All notices, demands, requests or approvals to be given under this Agreement
shall be given in writing and conclusively shall be deemed served when delivered
personally or on the third business day after the deposit thereof in the United States mail,
postage prepaid, first class mail, addressed as hereinafter provided.
All notices, demands, requests or approvals from Consultant to City shall be
addressed to City at:
Lois Thompson, Administrative Manager
City of Newport Beach Public Works Department
3300 Newport Boulevard
Newport Beach, CA 92663
(949) 644 -3335 Fax (949) 644 -3318
All notices, demands, requests or approvals from City to Consultant shall be
addressed to Consultant at:
Griffin Advisors, Inc.
385 Second Street
Laguna Beach, CA 92651
949 -497 -9000 949 -497 -8883
-15-
0 0
26. TERMINATION
In the event either part hereto fails or refuses to perform any of the provisions
hereof at the time and in the manner required hereunder, that party shall be deemed in
default in the performance of this Agreement. If such default is not cured within a period
of two (2) days, or if more than two (2) days are reasonably required to cure the default
and the defaulting party fails to give adequate assurance of due performance within two
(2) days after receipt by defaulting party from the other party of written notice of default,
specifying the nature of such default and the steps necessary to cure such default, the
nondefaulting party may terminate the Agreement forthwith by giving to the defaulting
party written notice thereof.
26.1 City shall have the option, at its sole discretion and without cause, of
terminating this Agreement by giving seven (7) days' prior written notice to Consultant as
provided herein. Upon termination of this Agreement, City shall pay to Consultant that
portion of compensation specified in this Agreement that is earned and unpaid prior to the
effective date of termination.
27. COMPLIANCES
Consultant shall comply with all laws, state or federal and all ordinances, rules and
regulations enacted or issued by City.
28. WAIVER
A waiver by either party of any breach, of any term, covenant or condition
contained herein shall not be deemed to be a waiver of any subsequent breach of the
same or any other term, covenant or condition contained herein whether of the same or a
-16-
0 0
different character.
29. INTEGRATED CONTRACT
This Agreement represents the full and complete understanding of every kind or
nature whatsoever between the parties hereto, and all preliminary negotiations and
agreements of whatsoever kind or nature are merged herein. No verbal agreement or
implied covenant shall be held to vary the provisions hereon. Any modification of this
Agreement will be effective only by written execution signed by both City and Consultant.
30. OPINION OF COST
Any opinion of the construction cost prepared by Consultant represents his /her
judgment as a design professional and is supplied for the general guidance of City. Since
Consultant has no control over the cost of labor and material, or over competitive bidding
or market conditions, Consultant does not guarantee the accuracy of such opinions as
compared to contractor bids or actual cost to City.
31. COMPUTER DELIVERABLES
CADD data delivered to City shall include the professional stamp of the engineer
or architect in responsible charge of the work. City agrees that Consultant shall not be
liable for claims, liabilities or losses arising out of, or connected with (a) the modification
or misuse by City, or anyone authorized by City, of CADD data; (b) the decline of
accuracy or readability of CADD data due to inappropriate storage conditions or duration;
or (c) any use by City, or anyone authorized by City, of CADD data for additions to this
Project, for the completion of this Project by others, or for any other project, excepting
only such use as is authorized, in writing, by Consultant. By acceptance of CADD data,
bite
City agrees to indemnify Consultant for damages and liability resulting from the
modification or misuse of such CADD data.
All drawings shall be transmitted to the City in the City's latest adopted version of
AutoCAD in ".dwg" file format. All written documents shall be transmitted to the City in
the City's latest adopted version of Microsoft Word and Excel.
32. PATENT INDEMNITY
Consultant shall indemnify City, its agents, officers, representatives and
employees against liability, including costs, for infringement of any United States' letters
patent, trademark, or copyright infringement, including costs, contained in Consultant's
drawings and specifications provided under this Agreement.
IN WITNESS WHEREOF, the parties have caused this Agreement to be executed
on the day and year first written above.
APPROVED AS TO FORM:
By:
City Attorney
ATTEST:
By:
City Clerk
CITY OF NEWPORT BEACH
A Municipal Corporation
By:
Mayor
GRIFFIN ADVISORS, INC.
f: VuserskpbvAsharedlagreementstty 01 -MgH in -pry hall needs analysis.doc
so
• • EXHIBIT A
C. SCOPE AND METHODOLOGY
OVERVIEW
The scope of work we propose is essentially a "menu" detailing our interpretation of the scope as requested in
the RFP. In examining the City's scope statement, we have had to address the depth and detail which the City
wants, and the detail of documentation the City expects which support our conclusions.
The work plan we will undertake —the methodology by which we will provide the products of scope that the
City has requested —is not simply to execute these items as if they were separate tacks, but rather to perform a
carefully crafted work plan that provides these items in an orderly and efficient manner, with suitable docu-
mentation to support the findings, and with a focused goal of finding the best solution to the City's needs for
space.
Because of this organized approach, our methodology also provides additional information as a work by-
product, which the City will find valuable in its deliberations and conclusions. For example, we propose to pre-
sent graphic illustrations of the reQuired amounts of space by function (staff areas, public spaces, meeting
rooms, specialized equipment areas, etc.) and compare this to the existing (allocated) space. Allocations of
growth space, or projected requirements will be compared to the existing requirement and also to the existing
actual spaces. All this allows the City to test the logic of the needs analysis.
We have been careful not to overstate the detail and analysis which the City might have requested for this pro-
ject. We have been involved in past work in many levels of space analysis and management planning, all based
on different motivations, study requirements, and outcome expectations. Where feasible, we have added extra
depth and detail as an option (see Section I), but we have assumed a certain core level of detail in the base ap-
proach.
We firmly believe that the City must undertake a sufficiently careful analysis of needs, and produce a
document that can stand critical public and political scrutiny, and also be supported fully by City staff
and management.
Scope as Requested and as Provided
The following scope of activities and products is included in the program of work we have proposed.
1. Space Utilization Analysis
A. Preparation of an analysis and findings of the current space allocation for existing staff, by building and
functional use.
B. Preparation of ar. illustration of the current space allocation for visitors and customer service operations.
C. An analysis and findings of the current space allocation for visitors and customer service operations.
D. Preparation of an illustration that represents the current space allocation for shared needs such as confer-
ence rooms, lunchrooms, restroom facilities, and parking.
E. An analysis and findings of the current space allocation for shared needs such as conference rooms,
lunchrooms, restroom facilities, and parking.
F. Preparation of an illustration that represents the current space allocation for specialized equipment such
as computers- telecommunications, HVAC, and electrical facilities.
G. An analysis of current space allocation for specialized equipment.
H. Identification and analysis of current space constraints and/or inefficiencies.
1. Formulation of recommended space standards based on acceptable industry standards.
Griffin Advisors, Inc. r LPA, Inc. Page 4 Newport Beach City Hall Needs Assessment
J. Formulation of a comparison of the City's current space allocation in relation to acceptable industry
standards.
K. Formulation of benchmark comparisons between the City and other cities of similar population.
❑. Needs Analysis
A. Evaluation of the individual workspace needs for existing and future services and staffing.
B. Analysis of the specialized equipment space needs (i.e., computer network, telecommunications, and
H V AC).
C. Evaluation of current infrastructure condition, life expectancy, replacement schedule, and cost\ of build-
ings and utility systems.
D. Modifications design to enhance service delivery and increase the efficiency of space utilization.
E. Formulation of standards for housing functions. which require interface and/or proximal location to one
another.
F. Development of recommended standards for the City's space needs.
G. Application of the recommended standards to existing staffing functions.
III. Recommendations
A. Development of alternative solution concepts that range from remodels with minor reconstruction, to
new construction and their associated costs. Concepts should include phasing. temporary facilities, and
transition costs.
B. Evaluation of the best solution to meet the long -term facilities needs, including potential parking solu-
tions.
C. Provide an implementation strategy, including funding analysis, design team formulation, and construc-
tion phasing program.
Outline of the Work Plan (Our Methodology)
The following illustrates the step -by -step approach of our proposed methodology. Each of the required ele-
ments of the scope of work, above, is produced in a logical order and in sufficient detail to meet the require-
ments of this Project. Below, we describe the methodology in greater detail.
11. Preliminaries I j . SApsssesstnent n 3. Needs Analysts
i 1 14. Rewmmendatlons
2 j
I I I j 1 I I I
1.1 OrkNatlon_ _:... I i 2.1 SPaceAnoceUona i A
i
I 1 I 2.2.Space Aapealbas I I
j 12 Dab Cotleedon' I I lama le I ['
23 Formulate Space•
i
j 2.a,Benchmarlu: 8. " I
j Comparisons.. _ I
Task Flow and Methodology
Newport Beach Needs Assessment
a
m Standards
Ahematives-
used ". -. .: i
i Policy WOdahop
!
I
4.2 Akemadvas– I
ire OpareUorrs
i
Ussn f d Eva! n
I
ding Spaos �I I
i
! I
4.3 The Best SoluUan j !
9A Site Space Needs I aA Implemeniadon
It�J� I_ _ _ - -_ g_ -_ _ _ _I
I 1
i 3.3 Proximal Analysis I
i I
3.8 Spaciaamd Areas. 1
I
I 3.Tr=is e}
j Exist g Buildings
. _._._._._._._._1
Griffin Advisors, Inc. ! IPA, Inc. Page 5 Newport Beach City Hall Needs Assessment
Griffin Advisors, Inc, and LPA, Inc.
Estimated Fee Calculation
City Hall Space Utilization and Needs Analysis
City of Newport Beach, CA
Printed 11/12/01 Page 5
Griffin Associates, Inc., & LPA, Inc., Project Team Members/ Hours Participation
RNT
ABIBM
RH
DH
JWlGC
Other Pro
Cons
Totals
Person
Hourly Rate
$155.00
$130.00
$115.OD
$155.00
$135.OD
$100.00
$115.00
TasWltem Description
OPTIONAL SERVICES
Cost
1 Second Tier Interviews (Managers & re- interviews, est.)
48
24
$8,76
2 Detailed Projection of City Operations & Staff
88
$10,120
(requires second -tier interviews)
3 Detailed Analysis of One Stop Shop Operations
40
8
$5,680
4 Other Operations Special Studies (Records Mgt, Electronic
TBD
TBD
TBD
Conferencing, Other) (Depends on selections)
5 Tours of Other Cities (Depends on number and locations)
TBD
TBD
TBD
6 Needs Assessment Workbook/Policy Planning Document
120
8
$14,860
(requires items 1 & 2, above)
7 Architectural Program Document
32
8
$4,760
(assumes development of Workbook)
8 Detailed Parking Analysis
32
8
$4,760
9 Public Workshops (each)
4
6
4
6
8
$3,540
(Estimated, based on typical. To be determined)
10 More Extensive RE Analysis of Partnership Options,
30
$3,900
Financial Implications, Land Analysis (estimated).
1.1 Financial Plan and Financing Assistance
8
60
$9,040
12 Traffic Study to Address "Green Light'
EST
$15,000
13 Full CADD Documentation of All Disciplines
TBD
TBD
TBD
14 Professional Models
TBD
TBD
TBD
TBD
Subtotal Hours
12
90
366
4
62
8
0
$65,440
Subtotal Fees
OPTIONAL SERVICES
Printed 11/12/01 Page 5
EXHIBIT B
l tit,
14 November 2001
Ms. Lois Thompson
Administrative Coordinator
CITY OF NEWPORT BEACH
3300 Newport Boulevard
Newport Beach, California 92658 -8915
Re. FEE PROPOSAL to the City of Newport Reach
Facilities Space Utilization and Needs Analysis
Dear Ms. Thompson:
As requested, attached is our FEE PROPOSAL associated with the "Facilities Space Utilization and Needs
Analysis" Proposal and Work Plan which is submitted under separate cover. The total fee for our proposed
core services (including an estimated 7% for reimbursable expenses) is the not -to- exceed fixed price of
Eighty-Nine Thousand Three Hundred Forty Dollars ($89.340.00).
The attached calculation detail sheets identify the numbers of hours assumed for each position on the
identified team, their hourly rates, the number of hours for each position to perform each of the proposed
tasks, and the fee requirements that are computed firm these items.
Note that we have taken a ":nenu" approach, as described in the amin Proposal. On this basis a number of
additional optional services are proposed which the City may elect to have performed. In any case, the
services requested in the RFP are all included in the base fee, above. These optional services, for the most
part, provide extended analysis, greater detail, and utorc complete documentation. These optional services
also provide certain information (such as projections of operations for the proposed facilities projection
window) that is assumed to be provided by the City in the base projections. The total for these optional
services will necessarily depend on which services, if any, the City elects. Please refer to the last cost
computation detail sheet of the attached material for a listing of these services and related costs.
Thank you.
Sincerely,
r orriero
GRIFFIN HOLDINGS INCORPORATED
385 SECOND STREET. LAGUNA BEACH. CA 92651
(949) 497 -9000 • (949) 497 -8883 fax
CORE FEE CALCULATION
The following spreadsheet identities proposed staff, hourly staff rates, proposed time commitments, and calcu-
lated fixed fee requirements for the Newport Beach City Hall Space Utilization and Needs Analysis project All
work activities and tasks correspond exactly to those identified in the Proposal, submitted under separate cover.
The Core Fee Calculation covers all services identified in the City's Scope of Services (listed in the RFP) as de-
scribed in our Proposal document. Fee requirements for additional work which the City may elect as extra
services are presented separately.
The key to the identified staff positions is as follows:
RNT
Roger Torriero, Griffin Advisors, Inc.
AB
AI Beaudette, Griffin Advisors, Inc.
BM
Brian Myers, Griffin Advisors, Inc.
RH
Robert Hall, Griffin Advisors, Inc.
DH
Dan Heinfeld, LPA, Inc.
JW
Jim Wirick, LPA, Inc.
GC
Glen Carets, LPA, Inc.
Other Prof
Various professional architectural and designer staff
Cons
Consultants (Sub - consultants) as listed in the Proposal
Griffin Advisors, Inc. l LPA, Inc. Newport Beech City Hall Needs Analysis Fee Proposal
Griffin Advisors, Inc. and LPA, Inc.
Estimated Fee Calculation
City Hall Space Utilization and Needs Analysis
City of Newport Beach, CA
----Person_
Hour! f!q�t�
Griffin Associates, Inc., & LPA, Inc., Project
Team Members/ Hours Participation
ENT j
_J155,001
AWSM
$130.00
--!!t 4 --
$115.00
0"
$m-.mo
1 JWfGc
lOther Pro ff
100.00
Cons
Totals
--�T35,00
$115.00
TOTALS-
Total Hours
2
0
26
30
12
—32
10
20
0
127
1. PRELIMINARIES
2. SPACE UTILIZATION ASSESSMENT
3. NEEDS ANALYSIS
m4.
Total Costs
2
0
24
10
0
53
_ __ 52
' 8
10
10
74
—0
—24
40
224
24
82
58
40
264
26
34
$1,300
-- - $o
$0
-$-3-.-120
243
$6,095
—$L--
mol
$14,720
28
$310
-----$0
$6—$473-26
1 $4-43o
156
102
100
689
$310
—vo
1. PRELIMINARIES
2. SPACE UTILIZATION ASSESSMENT
3. NEEDS ANALYSIS
4. RECOMMENDATION
$4,050
$1,066
—$2.300
$0
$15,365
$8,600
—$1,6201
— -
—$iuxt—$5,800
—k!'000
$2,400
$4,600
$26.040
$3,7201
$4,600
$33.490
$4,0301
--M
last detail
$4,420
sheet
$27,945
$4,340
$21,060
$10,260
$11,500
$83,495
Reimbursables estimated at an additional
$5,845
Total Compensation
$89,340
rO lonalServices)
Opt!onal Services: --(see
1. PRELIMINARIES
1.1 Orientation
Kirk-off Meeting_—.
Obtain Baseline Data/Questlonnaire Development
2
4
12
8
2
22
10
4
8
1.2 Data Collection
Building and lnfrastructure �UsE�S-S"1eniOeti---
Space Utilization Survey
10
10
20
40
12
Interviews of 1st Tier City Staff (assume 18 x 1..5 hrs)
_9j)erqb#onjl Data and Projections_
41
8
Piy Financin Ig ormah n and RE ORindun i �ies
8
8
Subtotal Hours
2F
-fi-1 6
10
Pl—,3601
53
t-6-,M
2
10
20
127
Subtotal Fees
T'll n�
$4,0501
$1,0001
$2,3001
1. PRELIMINARIES $1513
Printed 11112t01 Page 1
0
•
Griffin Advisors, Inc. and LPA, Inc.
Estimated Fee Calculation
City Hall Space Utilization and Needs Analysis
City of Newport Beach, CA
Person
— H 0 uOy_Rate
� -
7as�temDescrioffon
Griffin As clates, Inc. ,& LPA, Inc.. Pro lect
Team Members/
Hours Participation
RNT
_$155.00
_
I AB /BM
3Qq0
RH .1
$115.00
I -DH -
mt.00
-- JW1GC —
$135.00
Other Pro
Vi ow6o
—s
s1I 500
—
l
Totals
2. SPACE UTILIZATION ASSESSMENT
2.1 Illustrations of Space Allocations -
-- -Staff Areas
—Visitors and Custom_ er Service
Shared Areas
--.Spieclallzed Equipment Areas
Site Areas
22Analysis and Findings of Space Allocations
Staff Areas
Visitors and Customer Service
Shared Areas
--tpEeclLlinedEqyili mantAreas
Site Areas
2.3 Formulation of Spqce Standards
6
4
2
2
4
4
8
4
4
6
—2
2
2
—2
2
2
2
2
6
4
2
2
4
—
4
Comparison to Existing
Sawsv of Other Cites
6
Survey of Other Sources/Private Sector
4
RepoglllustLations
12
2.4 Benchmarks and Comparisons
—
2
2
_
Private Sector Benchmarks
—
6
6
Public Sector Benchmarks
Subtotal Hours
—F
Subtotal eas
P[--
$0
-- �6
—�5 �'_12
980
$ 0
12
$ 6 :z 0
101
m000
0
74
$0
12. SPACE UTILIZATION ASSESSMENT $8,600
Printed 11/12/01 Page 2
11
•
Griffin Advisors, Inc. and LPA, Inc.
Estimated Fee Calculation
City Hall Space Utilization and Needs Analysis
City of Newport Beach, CA
Person
Hourly Rate
Tiask4tmmbewnption
Griffin Associates, LPA, Inc., Project
Team Members/ Hours Participation
RNT
$155.001
ABIBM
I RH
J_DH
1&5.00
JW/GC
$135.00
Other Pro �
Cons
— Totals__
$130,001
$115.00
-
s100.00
$115.06
3. NEEDS ANALYSIS
3.1 Acceptance of Standards
--iiivision . to . Draft . .
3.2 Future Operations
Obtain and Review
Analysis of Operations and Review of City. Data____,_
3.3 Site Requirements Analysis and Report
3.4 Building §p-R-c—q_ NeedsL
Analysis of Needs for pmtional Areas
Analysis of Work and Support
Analysis Functional Requirements
R p _
Tjog Space Requirements .
3.5 Proximal ,Location Analysis
Tabulation of Kd Summaries of Requiir�!ments
j'acencies Summ
3.6 Specialized Area Needs
.....
—4
--- 8
12
16
32
-12
12
12
6
4
8
. ..... .
12
.... ...
--
16
32
12
12
12
4------
8
----4
Computer Rooms
8
Mechanical Systems _
Other Support Areas
--.--.4
8
12
6
4
10
3.7 Evaluaban of Existing Buildings
Structure and Core
4
8
12
4
16
20
Finishes and Materials
11�
16
—12
Slf6 Evaluation
8
—
4
— Report on
—.—..-4
8
;$4,320
Subtotal Hours
0
Tol
0
21
72 01$9
312
?24
40
r4w
ISL16iota-1 Fees—
061
01
.406�
$2.4�00
$4,600
—
13. NEEDS ANALYSIS $26,0401
Printed 11112/01 Page 3
0
•
Griffin Advisors, Inc. and LPA, Inc.
Estimated Fee Calculation
City Hall Space Utilization and Needs Analysis
City of Newport Beach, CA
Person
Ho!T1"ate
Griffin Associates, Inc., & LPA, Inc., Project
Team Members/ Hours Particibstion
RNT
$15550
ABIBM
id1-30.60
I RH
w-5-56P155.061--ni5—.FO
I OH
JW1GC
Other Pro "ons
— "6.66F-s115.001
Totals
4. RECOMMENDATION
4.1 Development of Alternatives - Policy Workshop
- -- Identify Parameters — -----
Public ic; Private Partership Options
tiu
Identify Alternative Concepts
4-.-2�iwj17qpimnt of Alternatives. Designs and Evaluations-
Development of Design Constraints and Opportunities
cdstAn,a--l)Lses
Comparison oif-kit—ernatives—-
Presentation
1deiitify6-alu`stionCnteria---- -
4.3 The Best Solution
Identify and Refine the Beif—Solution-
Refine Total Project Casts
Presentation Materials 113i�lvloo�ls—�
4.4 Im lamentation Strate y
Financial Plan
Phasing
Implementation Steps_
Final ReporVExecutive Summary
2
2
2
—4
-2
2
—
2
4
2
-
2
2
2
2
8
16
-,---4
--4'
4
—.4-
...
8
- --
22
8
4
8
--- 2
14
28
4
8
---
--
---4
2
---
--32
4-0
10
8
4
--8
16--
---24
—
12
2
8
4
1_6
20
8
8
4
2
8
12
18
24
4
4
2
8
16
4.5 Presentation to Council
Subtotal Hours
24
-$3JWI
241
101
$1.1501
_26
$4,030
82
f1-1.670
5§1
—$5,8ddl-6001
AiO
$4,--
26W
---
6-tillit-Otall Fees-
4. RECOMMENDATION $33,490
Printed 11/12101 Page 4
•
I*
0 9
FEE FOR OPTIONAL SERVICES
Griffin Advisors, Inc. I LPA, Inc. Newport Beach City Hall Needs Analysis Fee Proposal
Griffin Advisors, Inc. and LPA, Inc.
Estimated Fee Calculation
City Hall Space Utilization and Needs Analysis
City of Newport Beach, CA
Person
Ho RaiNe
GrIffrin Associates , Inc.,& LPA, Inc., Project
Team Members/Hours
Participation
RNT
_J1 55.00
ABISM
6-66
RH
$1T5 .60
--
DH
T —JW/GC
10therProl Cons
$115.00
Totals—
OPTIONAL SERVICES
Cost
1 Second Tier Interviews (Managers & re-interviews, _ts!)_
2 Detailed PgiRtion of City 6p —ratlons8 —Staff
48
88
40
TBID
TBD
120
--32
24
$8,760
$10,12
_)requires second-tier interviews)
3 Detailed N1af_K!j_qf One Stol? Shop Operations
�Othe� �0peratio.-asSpecial --i —c-o—rd--Mgt, Electronic
§�qdjes Records
Conferencing, Other (Depends on selections)
5 Tours—of Other es (Depends on number and locations)
6 Needs Assessment Workbook/Policy Planning Document
�-(requires items 1 & 2, —
7 Architectural Pmram Document
(as urnetsidevefopmentcfWorkbook)_
8
$5.680
—TBD - -
f6b
TBD
8
TBD
$14,880
8
$4,760
8 Detailed Parking_Lna1XLm
3
4
760
4
6
9 PubflcWorkshops_(eachJ_
Estimated, bastdon icaL To be determined
_
6
8
$3,540
10 More Extensive RE Analy2ls of Partn�hi Options,.
Financial Implications, Land Analysis (estimated).'
11 Financial Plan and Financing — Assistance
30
$3,900
8
BO
—
12 Traffic Studs to Address "Green Light"
13 Full CADD Documentation of All Disciplines
EST
$15,000
TBD
TBD
TBD
14 Professional Models
TBD
TBD
TED
TBD
Subtotal Hours
12
90
366
4
62
8
0
$65,440
Subtotal F—ees-
IOXONAL SERVICES
Printed 11112101 Page 5
•
40
7-1
t NEWPORT BEACH CIVIC CENTER 1k
CITY HALL FACILITIES
NEEDS ASSESSMENT �.
Report to the City of Newport Beach{
fj
144
W.
ol
°.
k
r
d.
4 Sgt a,
Building Assessment Report
'! Final Report
August 9, 2002
�4,
NEWPORT BEACH CITY HALL
BUILDING ASSESSMENT
We have performed review of the drawings made available by the City of
Newport Beach (1945 City Hall, 1975 Counsel Chambers, 1984 Community
Services building and miscellaneous other additions). We also conducted a
site observation tour of the referenced project on March 7, 2002. This review
consisted of an 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
Griffin/LPA team's scope of services to understand what improvements need
to be made to the City Hall Campus to better serve the citizens of Newport
Beach. No testing of materials or removal of finished materials for
observation of concealed construction was done.
GENERAL BUILDING ASSESSMENT CONCLUSIONS
• 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 environments, space
allocations, lack of adequate parking, and inefficiency in systems are
caused by this lack of planning.
• Confused circulation and a lack of a central lobby or entry point
make many departments too accessible to the public. 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 damage 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 no building complying with ADA
requirements leaving the City expose to litigation.
• HVAC systems and Electrical systems are all individual building
based which causes energy inefficiency while being costly to maintain
and service.
This evaluation represents our opinion of the conditions of the construction
based on our general review of the drawings and our site observation. It is
not in the scope of this report to extensively evaluate code compliance, or
determine probable damage and losses caused by seismic activity. In making
a general review, it should be recognized that conditions and deficiencies
might exist which we have 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.
Please find herein a building -by -building review.
NEWPORT BEACH CITY HALL
BUILDING ASSESSMENT
BUILDING A - COUNCIL CHAMBERS
General Building Data
Building area:
3,578 s.f.
Numbers of floors:
One
Construction type:
V N
Occupancy Group:
B-3
Architect:
Kermit Dorius
Structural Engineer:
Floyd Weaver
Construction Date:
Circa 1975
Building Function:
Council Chambers, Conference
Room and Restrooms
Does Not
Number of Restrooms:
Does Not
Men
3 W/C 1 Urinal 2 Lavatories
Women
2 W/C 2 Lavatories
Building type:
Single story, wood framed.
Roof construction:
Tapered steel girders supporting 4x16 purlins,
Comply
2x6
Sub -purlins and plywood
Exterior wall construction:
Wood studs with 4" thick masonry veneer
Foundations:
Spread footing (no piles)
Lateral system:
Plywood shear walls
Architecture
The lobby space is adequate for the size of the existing council chambers.
The finishes are worn and dated. Audiovisual/television broadcasting
capabilities are well below current standards for Council Chambers. The
existing electronic voting system is adequate but could be incorporated into a
future audiovisual system.
ADA/Access Compliance
Building
Threshold
Door
Restrooms
Drinking
Wheelchair
Door
Access
Clearance
Fountains
Seating
Hardware
Comply
Does Not
Does Not
Does Not
Does Not
Does Not
Does Not
Comply
Comply
Comply
Comply
Comply
Comply
Structural
The drawings do not indicate mechanical anchorage of the 4" thick masonry
veneer to the supporting wood stud walls. Current codes require much larger
design anchorage forces and mechanical anchorage to the supporting walls.
It is possible that the veneer could sustain significant damage in a major
seismic event.
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NEWPORT BEACH CITY HALL
BUILDING ASSESSMENT
The design force for the out of plane connection of walls to wood diaphragms
in current codes is as much as 3.8 times higher than what was used in the
original design. A major seismic event could cause the walls to separate from
the roof diaphragm and cause substantial damage to the structure.
The overall building lateral design forces have changed substantially since
1975. Current code lateral forces are based on geological information that is
unknown at this time but using information from a near by site produces
design forces as much as 30% larger than the forces used in the original
design.
The majority of the front of the building is glass with a small shear wall on
the east side. Architectural features of the building create an unusual load
path for lateral force delivery to the shear wall.
These features coupled with the lower design lateral forces described in the
previous paragraph could lead to significant damage in a major seismic event.
Mechanical
There are 6 AC Units serving the building. Three (3) gas/electric units and
one (1) cooling only unit serve the Council Chambers, one (1) gas/electric
unit serves the Entry Lobby and one (1) gas/electric unit serves the Meeting
Room. The restrooms are ventilated with ceiling mounted exhaust fans.
The AC Units are at the end of their service life and are scheduled for
replacement in the next year. When replacement is considered the existing
mechanical well does not provide adequate space for all units with proper
service clearances.
Plumbing
Since most plumbing piping is concealed, detailed evaluation of existing
conditions was not possible. However based upon discussions with building
engineering staff, the following is noted:
All domestic water piping in all buildings has been retrofitted to copper pipe,
and is in serviceable condition. Toilet fixture count is not up to current code.
All below grade sewer piping is original installed. While no specific leakage
or stoppage was noted, based on previous experiences in the area, the sewer
piping serving Buildings A, B, and D is most likely not in serviceable
condition. Video forensics of the waste piping can be conducted to determine
specific conditions. However again based on previous experience it would be
prudent to replace the below slab waste piping in these buildings.
All roof drainage was observed to be sheet flow to roof gutters.
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NEWPORT BEACH CITY HALL
BUILDING ASSESSMENT
Electrical
The electrical panel is located in a small room behind the Council Person's
Bench. The panel appears to be fed from the Main complex and while old
appears to be in operating condition.
The lighting, while recently upgraded to T-8 fluorescent lamps, is inadequate.
We would recommend adding fixtures and controls to provide more light and
more flexibility. The space has little lighting control and flexibility to
properly display and feature presentation to the citizens and staff.
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NEWPORT BEACH CITY HALL
BUILDING ASSESSMENT
BUILDING B — MAIN BUILDING
General Building Data
Building area:
Number of stories:
Construction type:
Occupancy Group:
Architect:
Structural Engineer:
Construction Date:
Building Function:
Number of Restrooms:
Men
Women
Building type:
Roof construction:
Exterior wall construction
Foundations:
Lateral system:
Architecture
12,803s.f.
One
not available
assumed B
Ralph Flewelling
Ralph Flewelling
Circa 1945
Office space
2 W/C 2 Urinal 2 Lavatories
3 W/C 2 Lavatories
Single story (with a small mechanical
mezzanine) reinforced concrete
Reinforced concrete pan joists
Predominantly reinforced concrete with brick
in some locations.
Pile foundations
Reinforced concrete shear walls
Exterior: Historic 1945 Main Complex is board formed concrete and brick
structure and has a strong relationship to Newport Beach Boulevard with a
large formal entry park. Mature manicured landscaping enhances the
building aesthetic. New exposed electrical panel and roof top mechanical
equipment visible from the entry speak to the age of the building. These
elements also point out the need for the building to be modernized for they
detract from the over all building appeal, especially at a front door.
The width of the building is not ideal for an interior double loaded corridor
office layout and tends to make departments spread out and very inefficient.
The building depth dimension would be more appropriate as a single loaded
building from the exterior. There are no common office furniture
components. Many configurations, colors and sizes create an inefficient and
confusing working environment.
ADA/Access Compliance
Building
Threshold
Door
Restrooms
Drinking
Wheelchair
Door
Access
Clearance
Fountains
Seating
Hardware
Comply
Does Not
Does Not
Does Not
Does Not
N/A
Does Not
Comply
Comply
Comply
Comply
Comply
Structural
Although the quality of the construction appears to be good, significant
changes have taken place in recent building code requirements for concrete
structures. Current design lateral forces could be as much as 60% higher
than those used in the original design. Also, new code requirements for
ductile seismic performance of concrete has increased the amount of
reinforcement required and changed the way it is detailed and installed.
NEWPORT BEACH CITY HALL
BUILDING ASSESSMENT
Calculations have not been performed to determine if the building would be
overstressed based on current building code standards, but based on the
comments provided in the previous paragraph, it is quite likely that
overstressing would take place. Also, seismic performance would be
negatively affected based on the lack of ductile reinforcement now required in
the code.
Mechanical
This is the oldest building in the complex and has operable windows
throughout. Until recently the building was conditioned with a forced air
heating system only, along with natural ventilation.
New rooftop package AC units and split -system heat pumps with variable
volume variable temperature controls (VVT) were installed in this building
last year. The units are generally in good repair and have not been operated
extensively due to recent efforts to minimize energy consumption. The split
system heat pump system does not incorporate airside economizers for free
cooling making this an inefficient system to operate for the City.
Plumbing
Since most plumbing piping is concealed, detailed evaluation of existing
conditions was not possible. However based upon discussions with building
engineering staff, the following is noted:
All domestic water piping in all buildings has been retrofitted to copper pipe,
and is in serviceable condition.
All below grade sewer piping is original installed. While no specific leakage
or stoppage was noted, based on previous experiences in the area, the sewer
piping serving Buildings A, B, and D is most likely not in serviceable
condition. Video forensics of the waste piping can be conducted to determine
specific conditions. However again based on previous experience it would be
prudent to replace the below slab waste piping in these buildings.
All roof drainage was observed to be sheet flow to roof gutters.
Electrical
The main electrical system for this building is very new and appears to be in
the best condition of all the buildings in the complex. The Main Electrical
Service is located on the west side of the building on an outside wall along
with a transfer switch for connection to a generator for select loads within
the facility. All building sub electrical panels are new with plenty of spare
capacity.
The lighting has been upgraded to T-8 lighting and appears adequate
throughout.
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NEWPORT BEACH CITY HALL
BUILDING ASSESSMENT
BUILDING C - PROFESSIONAL SERVICES BUILDING
General Building Data
Building area:
Number of stories:
Construction type:
Occupancy Group:
Architect:
Structural Engineer:
Construction Date:
Building Function:
Number of Restrooms:
Men
Women
Building type:
Roof construction:
Floor construction
Exterior wall construction
Foundation:
Lateral system:
Architecture
13,489s.f.
Two
5-N
B-2
Wilson Woodman
Faisal Jurdi
Circa 1985
Office space
4 W/C 1 Urinal 3 Lavatories
4 W/C 3 Lavatories
Two story steel frame with wood in -fill
Steel beams supporting manufacturer plywood
web I -joists and plywood
Steel beams supporting manufactured plywood
web I -joists and plywood
Studs and plaster
Pre -cast, pre -stressed concrete piles
Steel braced frames
Exterior: The Professional Services building is the most recent addition to
the campus (1985) with the entry hidden behind the existing buildings.
Interior: The interior space is organized around a second floor
overlook/skylight that feeds the ground floor with light and connects the
interior spaces. Public access is limited to the service counters at the
Building Department, Planning and Public Works. The area allotted for
waiting is too small and needs more provision for seating. It also appears
that there is a need for conferencing space. Overall the personnel spaces are
too tight to be efficient working environments.
ADA/Access Compliance
Building
Threshold
Door
Restrooms
Drinking
Wheelchair
Door
Access
Clearance
Fountains
Seating
Hardware
Does Not
Does Not
Look
Does Not
Does Not
Does Not
Does Not
Comply*
Comply
Comply
Comply
Comply
Comply
*No elevator to the second floor
Structural
The drawings appeared to be well detailed and consistent with engineering
practices used at that time.
Current building lateral design forces are actually slightly less than those
used in the original design, however, individual member design has changed
significantly as discussed below.
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NEWPORT BEACH CITY HALL
BUILDING ASSESSMENT
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The poor performance of braced frames and drag struts in recent earthquakes
have brought about significant changes in the design of members and
connection in the seismic system of braced frame buildings. Braces, struts
and connections must now be designed for forces that are more than two
times what they were in 1984.
In a major seismic event it is possible that members or connections in the
lateral system could be damaged leading to significant damage to the
structure.
Mechanical
This is newest building in the complex constructed in 1984. The mechanical
system consists of fourteen (14) split -system heat pump units. The units are
nearing the end of their expected service life and three (3) units have recently
been replaced. Incremental unit replacement is expected in the near future.
The split system heat pump system does not incorporate airside economizers
for free cooling making this an inefficient system to operate for the City.
Plumbing
Since most plumbing piping is concealed, detailed evaluation of existing
conditions was not possible. However based upon discussions with building
engineering staff, the following is noted:
All domestic water piping in all buildings has been retrofitted to copper pipe,
and is in serviceable condition.
All below grade sewer piping is original installed. While no specific leakage
or stoppage was noted, based on previous experiences in the area, the sewer
piping serving Buildings A, B, and D is most likely not in serviceable
condition. Video forensics of the waste piping can be conducted to determine
specific conditions. However again based on previous experience it would be
prudent to replace the below slab waste piping in these buildings.
All roof drainage was observed to be sheet flow to roof gutters.
Electrical
As the newest building in the complex, it appears to be in relatively good
shape. In speaking with the electrical staff, the building is apparently served
by the building D electrical service/generator system. The staff believes the
Southern California Edison transformer located outside building C to be
disconnected from the building C electrical service. Additionally, very few
spare circuit breakers remain in the existing electrical panels.
The lighting in this facility is generally good and has been upgraded to T-8
lamp technology.
NEWPORT BEACH CITY HALL
BUILDING ASSESSMENT
BUILDING D/E—ANNEX BUILDINGS
General Building Data
Building area:
131489s.f.
Number of stories:
Two
Construction type:
5-N
Occupancy Group:
B-2
Architect:
Wilson Woodman -Unknown
Structural Engineer:
Unknown
Construction Date:
Circa 1945-1960
Building Function:
Print Shop, Computer technology, Central
phone server, Fire Department and the office
of the City Attorney
Number of Restrooms:
Men
2 W/C 3 Urinal 4 Lavatories
Women
5 W/C 0 Lavatories
Building type:
Two story, wood framed
Roof construction:
Wood joist and plywood
Floor construction:
Wood joist and plywood. It is unknown if the
wood joists are sawn lumber or manufactured
joists
Exterior wall construction:
Unknown, but the exterior finish is stucco so
based on the age of the building and other
features it is assumed that the walls are wood
studs
Foundations:
Unknown
Lateral system:
Unknown but probably plywood shear walls
Additions:
There have been some additions to this
building and some structural drawings were
reviewed. The addition construction is
consistent with that described for the original
building
Architecture
Exterior: The annex building is a compilation of buildings. The original
police and jail facilities plus numerous other additions have created a less
then functional structure. The building has points of entry on all sides.
There is also an exit courtyard that has only one exit that could be a hazard
in an emergency situation.
Interior: Because of the number of changes and their random nature, the
spaces are not well planned and do not function at a high level. The office
spaces have been adapted as well as possible but are below current standards
for office environments.
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NEWPORT BEACH CITY HALL
BUILDING ASSESSMENT
C
Plumbing
Since most plumbing piping is concealed, detailed evaluation of existing
conditions was not possible. However based upon discussions with building
engineering staff, the following is noted:
All domestic water piping in all buildings has been retrofitted to copper pipe,
and is in serviceable condition.
All below grade sewer piping is original installed. While no specific leakage
or stoppage was noted, based on previous experiences in the area, the sewer
piping serving Buildings A, B, and D is most likely not in serviceable
condition. Video forensics of the waste piping can be conducted to determine
specific conditions. However again based on previous experience it would be
prudent to replace the below slab waste piping in these buildings.
All roof drainage was observed to be sheet flow to roof gutters.
Electrical
This building appears to have the oldest electrical system in use at the
complex coupled with a relatively new generator system. This facility houses
the data center, PBX room and print room among others functions. We
recommend replacing as much of the electrical backbone as possible during
any renovation of the facility.
The lighting in the facility is still being upgraded to T-8 lamp technology and
appears adequate throughout.
NEWPORT BEACH CITY HALL
BUILDING ASSESSMENT
FIRE STATION
The following observation and comments are based on a site visit. No
drawings have been made available for review.
General Building Data
Building type:
Date of construction:
Roof construction:
Floor construction:
Exterior wall construction:
Foundations:
Lateral system
Apparatus room
Two story, wood framed with some masonry
walls
Estimated to be mid -1950's with a
remodel/addition in the mid -1980's. A weight
room was added over the Apparatus Room in
the mid -1990's
Wood
Wood
Living Areas: Masonry for the first six feet
with wood stud walls and plaster above
Apparatus Room: Masonry walls
Additions: Wood stud walls and plaster
Unknown, but it appears that the additions
used spread footings due to saw cuts in the
existing slab at various locations
Shear walls.
Since no drawings were available for review and finish materials conceal
most of the structure, the following comments are based on judgment only
and would require more investigation to completely confirm.
The east exterior wall is masonry and extends from the ground level to the
roof/floor over the Apparatus Room. It appears that the masonry wall stops
slightly below the finish ceiling, and the only connection to the roof/floor is
with a single bolt to the roof/floor beams spaced at about 15 feet on center.
The type of connection observed has not performed well in major seismic
events and would be significantly overstressed based on current codes. In a
worst case scenario, a failure of this connection could lead to the wall pulling
away from the roof/floor allowing it to collapse on the fire trucks and
equipment below.
Lateral bracing of the new weight room over the Apparatus Room seems
questionable since it does not appear that additional lateral bracing was
added to the existing structure when the room was added.
The tower previously used for hose drying has questionable lateral bracing on
the north side. Current codes would require a lateral bracing force as much
as five times greater than the design force used at the time.
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NEWPORT BEACH CITY HALL
BUILDING ASSESSMENT
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Main Fire Station
In many areas of the building the exterior wall has an 8 inch -thick masonry
base wall about 6 feet high. On top of that, a wood stud wall extends to the
roof. It is unusual to change construction types of a wall at a location that is
not braced by a floor or roof, and without more information and study it is
not known how this condition will perform in an earthquake; but it is
irregular and seems to have an increased potential for damage.
The rear (north) wall lateral capacity is questionable due to the number and
random alignment of window and door openings. Damage to this wall in a
major seismic event is likely.
The front (south) elevation has five different roof/floor elevations with a
masonry shear wall located at the west end. The method of directing the
lateral loads from the different levels to the shear wall is concealed and
unknown, but the irregularity of the structure coupled with current design
forces that are significantly higher than those originally used suggest the
possibility for structural damage in a major seismic event.
Overall Fire Station
The original structure with its numerous remodels and additions has evolved
into a very irregular structure. In plan, there are jogs, re-entrant corners and
non -stacking shear walls. In elevation, there are numerous levels creating a
series of structural diaphragms that may or may not be adequately tied
together and braced. Based on the observations and comments listed above it
is quite possible that this building would sustain structural damage in a major
seismic event, with the areas of biggest concern being the connection of the
east wall of the Apparatus Room to the roof/floor and the lateral stability of
the tower.
The amount of work required to bring this building into conformance with the
current building code requirements for an essential facility is likely to be
substantial and very costly.
NEWPORT BEACH CIVIC CENTER
CITY HALL FACILITIES
NEEDS ASSESSMENT
Report to the City of Newport Beach
Space Utilization Assessment
Final Report
'
August 9, 2002
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
1. INTRODUCTION................................................................................................................................. I
Whatis in This Report........................................................................................................................................................... I
Objectives........................................................................................................................................................................ I
Methodology................................................................................................................................................................... I
Reviewof This Report by the City........................................................................................................................... 2
Findings....................................................................................................................................................................................... 2
2. SPACE ALLOCATIONS.....................................................................................................................3
SitePlan...................................................................................................................................................................................... 3
Buildings............................................................................................................................................................................ 3
Parking.............................................................................................................................................................................. 3
Plansof Individual Buildings....................................................................................................................................................5
TotalBuilding Space Allocated.............................................................................................................................................. 5
HowAreas Are Measured......................................................................................................................................... 5
Summary of Space by Department and Building.................................................................................................... 6
Table of Detailed Existing Space Allocations..................................................................................................................... 8
3. ANALYSIS OF SPACE ALLOCATIONS..........................................................................................9
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
Benchmarksof Space Utilization........................................................................................................................................ 15
General Services Administration Guidelines........................................................................................................ 15
Local Government Workstation Standards by Position................................................................................... 17
Qualityof Workstations....................................................................................................................................................... 19
OtherAreas............................................................................................................................................................................ 19
Conferenceand 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
1. 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 accessability
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 up-
per level of Building B. The area was not shown on the City plans. Unconfirmed esti-
mate 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 32nd 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 lo-
cated 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
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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" = F-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 -
1 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.
s Building Owners and Managers Association. The guidelines are published in "Standard Method for Measur-
ing Floor Area in Office Buildings," ANSI/BOMA 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 small3 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.
3 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 Bldg A
Bldg B
1st FI
Bldg C
2nd FI
Bldg C
1st FI
Bldg D
2nd FI
Bldg D
Bldg E
Total
Administration 3,191
1,636
-
-
-
-
4,827
Administrative Services Dept.
3,491
-
-
4,555
311
8,357
Building Dept.
-
1,013
2,975
-
-
3,988
City Attorney
-
-
1,466
-
1,466
City Clerk
824
-
-
-
824
Community Services Dept. -
1,029
-
-
1,047
-
-
2,076
Fire Department (Admin)
-
957
2,218
242
3,417
General Services Dept. -
-
155
-
-
155
Human Resources Dept. -
1,200
-
-
1,200
Planning Dept -
474
3,001
-
-
-
3,475
Public Works Dept.
1,572
4,151
-
-
-
5,722
General Building Areas
Unassigned Building Lobby -
532
-
-
-
-
532
Major Circulation Corridors -
768
407
1,172
131
61
2,539
Stairwells
-
216
32
100
348
Atrium Opening
-
-
395
-
-
395
Other Vert. Penetrations/Shafts -
-
-
87
-
14
-
101
Mechanical Rooms 12
195
55
13
291
23
589
Lavatories 292
404
292
247
266
251
-
1,752
Lunch Room & Storage Rooms -
-
-
540
-
540
Parking/Garage
-
-
-
-
427
427
Totals (Measured Gross SF) 3,495
11,651
6,201
7,125
9,015
4,203
1,041
42,730
Added remaining wall thicknesses 127
591
99
152
212
80
37
1.299
Grand Total Building Gross Sq. Ft. 3,622
12,242
6,300
7,277
9,227
4,283
1,078
44,029
s,000
6,000
7,000
6,000
5,000
4,000
3,000
2,000
1,000
0
OeQ� 66,11
�OeQ�• �``oc mea eQ�. \e O °Qti.
c ` o GAG \�
Pa�`c Q��e GoF �°F Gec
Summary of Space Allocated to the Department
(omits Building A)
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
misleading since so much access space is outside the buildings themselves; this may make the "ren-
table efficiency" appear higher than otherwise in some cases.
We generally treat the entire complex as "the building" for applying BOMA rules ;4 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 areas5), (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.
4 In particular, most of the mechanical and support areas are treated as "Floor Common Areas."
5 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 FI
2nd FI
1st FI
2nd FI
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.
4 In particular, most of the mechanical and support areas are treated as "Floor Common Areas."
5 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
The chart below shows how the 185 workstations are distributed by size. The chart is plotted by
marking one "tick" for each workstation ordered from 16 sf to 294 sf, and illustrates the fact that the
median (the half -way point) is around 95 sq. ft. The very large standard deviation value demon-
strates that there is a wide dispersion of sizes across the spectrum.
Report to the City of Newport Beach Page 9 Space Utilization Assessment Report
Distribution of Workstation Sizes
300
250
y 200
it
tii
O
a 150
Y
O
O
u
N
in 100
50
0
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
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.
Report to the City of Newport Beach Page 10 Space Utilization Assessment Report
Grouped Workstations by Category of Similar job 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 Manage
City Atty
Directo
City Atty, Asst
City Mgr., Asst
Exec Asst to City Mgr
Engr-City Eng
Chief Bldg. Insp
Superintenden
Deputy Bldg. Officia
Chief -Training
Deputy City Atty
PIC
Manages
Engr-Developmenl
Analyst -GIS Syst
Mayor
Engr-Print. CE
City Clerk
Finance Officer
AnalystlTrainer
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 Enf
Accountant
Asst -HR
Planner -Asst
Asst -Mapping
Deputy City Clerk
Asst -Department
Analyst -HR
Field-Insp, Pr. Bldg.
Asst -Office
Intern (may incl file area)
Technician (all)
Specialist (all)
Mayor, Asst to
Clerk -Fiscal, Sr.
Clerk -Fiscal
Engr-Jr. CE
Asst -Clerical (pt)
Field Staff (Insps, etc.)
Alde-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.
6 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
9,000
8,000
7,000
6,000
LL
a 5,000
4,000
0
t- 3,000
2,000
1,000
0
Administrative Pudic Works Building Dept. Planning Dept Fire Community City City Attorney Human
Svcs. Dept. Dept. Department Svcs. Dept. Administration Resources
(Admin) Dept.
Total Net Sq. Ft. and Total Workstations
ASF—*—WS
Total Workstations and Avg. SFIWorkstatlon
It WS—o--SF/Wkstn
60.0
50.0
gc 40.0
S
30.0
3
`o
d 20.0
z
10.0
0.0
Administrative Public Works Building Dept, Planning Dept Fire Community City City Attorney Human
Svcs. Dept. Dept, Department Svcs. Dept. Administration Resources
(Admin) Dept.
300.0
250.0
3
200.0
150.0
N
100.0
50.0
0.0
Avg. SF/Workstation and Total Net Sq. Ft.
ME SPWksin --e— Tot SF I
60
50
oro li
30 e
e
20 d
Z
10
0
City Clerk General
Services Dept.
City Clerk General
Services Dept.
300.0
250.0
200.0 �
f
e
150.0 ;
li
a
100.0 u;
c
N
50.0
0.0
City Clerk City Attorney Fire City Planning Dept Public Works Administrative Community Building Dept. Human General
Department Administration Dept. Svcs. Dept. Svcs. Dept. Resources Services Dept.
(Admin) Dept.
9,000
8,000
7,000
6,000 u
5,000 ?
N
4,000 e
Z
3,000 c
r
2,000
1,000
0
Report to the City of Newport Beach Page 14 Space Utilization Assessment Report
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 interns 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
fruitless 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.
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.
' For example, costs may include operating costs, costs of equipment and furnishings, costs of original con-
struction, 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 produc-
tivity.
Report to the City of Newport Beach Page 15 Space Utilization Assessment Report
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:
Source
Group/Component/Measure
Usable SF/Person
ROMA 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.
Department/Area Bldg A
Bldg B
1st FI
Bldg C
2nd FI
Bldg C
1st FI
Bldg D
2nd FITotal
Bldg D
Bldg E
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 SF/Workstation 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
Y 150.0
`0
3
d
a
100.0
U.
17 C
50.0
0.0
Usable Sq. Ft. per Person (workstation)
Newport Beach Civic Center
Bldg C.1 Bldg C.2 Bldg D.1 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
Architect's Journal
Summary
Private Office Typical Open Systems
Exec*
Mana-
ger
Super-
I visor
Other
Ofc
I Basic
Ofc Drafting
Su v.
Gen I
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
247-452
194-247
151-194
- 86-118
75
97
48-75
Avg of Other Sources 304 208 151 137 108 86 99 65
Proposed Standards 300-240 210 150 150 120 75-90- 96 60-75
120
* 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.
The proposed drafting stations are 75 sf for a basic table/user-chair; 90 sf for table, user -chair, and drafting -
sized back -table;
and 120 sf for table, chair, back -table (drafting size), guest seating, and file space.
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
® Average of Listed Other Sources ■ Proposed 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
able to park near the building in the first place. Visitor parking is deficient, as noted elsewhere, and it
Report to the City of Newport Beach Page 20 Space Utilization Assessment Report
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:
Building Area Description
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
Building Department Counter
Planning Department Counter
Planning/Building Dept. Waiting
Building D Print Shop
Mail Room
Fire Department/Prevention
Fire Department/Admin.
MIS
City Attorney
18-1/2 Counter + 6 seats
24 Counter + 6 seats
(included)
6 seats + others near Director
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
as equal to one "station." For other functions we usually assume a counter length of 4' although in
" There is a dedicated area on the north side, for about 10 persons, a time-limited area for about I 1 more persons
on the back side of the Civic Center, metered parking behind the Council Chambers, and on -street parking
along 32nd Street and nearby.
Report to the City of Newport Beach Page 21 Space Utilization Assessment Report
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% 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 Counsel 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
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 layma 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
LJ L L ] L L
o o o
D
C = Standard D = Layout Allowance (due to column)
Computing Building Circulation, Core, and "Gross" Square Footage
The estimated net square footage needed equals the sum of the required standard areas, the unit cir-
culation, 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
S. 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 (opening
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
major 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
0
B
i CM.
A = Item Footprint; B = Access;
C = A+B = Standard
Report to the City of Newport Beach Page 24 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'l Assignment Furnishings
PO -1 90 — 90 Cubicle Office Desk and chair, file, seating for 1-2 guest. Often may not be a full
height office. This standard is rarely allocated, and is included for
completeness in these standards.
PO -2 120 -- 120 Supervisor Desk and chair, credenza or back table, file, seating for up to 2
guests.
PO -3 150 -- 150 Special cases Desk and chair, credenza, 2 guests at desk, side seating for up to
two persons.
PO -4 180 -- 180 Manager
PO -5 210 - 210 Special cases
PO -6 240 -- 240 Division Head
PO -7 300 -- 300 Department Head;
City Manager
PO -8 360 -- 360 Unassigned
PO -9 400 -- 400 Unassigned
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 seating
for 4-6 or conference table.
Executive desk and chair, credenza, 2 guests at desk, club seating
for 4 plus small conference table.
Executive desk and chair, credenza, 2 guests at desk, club seating
for 4 plus conference table.
Report to the City of Newport Beach Page 26 Space Utilization Assessment Report
Illustration — Private Office Standards
lil
I�
- fil I� lil
PO -4
180 sf Private Office
Report to the City of Newport Beach Page 27 Space Utilization Assessment Report
Illustration — Private Office Standards
F�FJ
----------------------
PO -5
210 sf Private Office
0 0
ILI
;
PO -6 _
240 sf Private Office
Report to the City of Newport Beach Page 28 Space Utilization Assessment Report
Illustration - Private Office Standards
PO -7
300 sf Private Office
Ili
Report to the City of Newport Beach Page 29 Space Utilization Assessment Report
Illustration - Private Office Standards - Shared Offices
3
Shared
Office
Lii
SPO -3
150 sf Shared Office
Shared
Office
SPO -4
180 sf Shared Office
SPO -2
120 sf Shared Office
--- J�JF-
rj
Shared
Office
®�
0�
L-JF� 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
ews/r 40 35 75 Staff with exec. desk
sws 20 25 45 Staff with small desk
dws 40 35 75 Staff with drafting stn
dws/r 60 30 90 Staff with large
drafting station
uws 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
Space Std
Typical
Typical
Symbol
Ftp't/Acc's/Tot'I
Assignment
Furnishings
cws
30 30 60
Staff with std. desk
Clerical work station (cws), with lowered side return for termi-
nal 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 return
at executive height.
/r
10 5 15
as required
Indicates the addition of a reference unit (back table or lateral
file) behind and as part of a work station.
/s
5 10 15
as required
Indicates the addition of a guest side -chair beside and as part of
a work station.
ews/r 40 35 75 Staff with exec. desk
sws 20 25 45 Staff with small desk
dws 40 35 75 Staff with drafting stn
dws/r 60 30 90 Staff with large
drafting station
uws 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
V-01, 10.-0..
io
0
o>
75 sf 60 sf
90 sf 75 sf cws/s cws
cws/r/s cws/r
12'- 6"(±) 9'-6" 9'- 6"(t)
ri
0
O bo
75 sf
120 sf 90 sf dws (drafting station)
dws/r/s dws/r
6'- 0"
O®
60 sf
Seating (sm group)
10.-0..
public side
o
o OFDO service side
100 sf 120 sf
Seating (Ig group) Public Counter - 12'
(allow 10 sf ea. lin. ft.)
or 3 stations 0 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
LFA
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
—
1
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
—
I
C
an alterna-
tive config'n
LJ
for B
en -b
76.5
48
24
1-2
—
6t
—
D
shown with
a data sur-
face
en -b
76.5
48
34
1 or
8
8-16
—
E
more
compare to
in lieu
cws/r
of files
optional file
en -c
93.5
64
28.5
1-2
8
8-16
1
F
compare to
®
cws/r/s
a return is
an option
en -c
93.5
64
31
1-2
8
6-12
1
G
+top
or
of file
more
optbnal
Ll
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 sta-
draftin
ta'lee
tions are
less flexible
when
smaller than
this
en -d
115.5
80
51
1
10
0-6
1
J
+roll
file
drafting
shown with
table
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
draftin
tables
larger ver -
sion of I or
re-
may
`
)
place
also
side
re-
11 U
guest chair
chair
place
is an option
side
chair
en -e
137.5
96
36
2-3
8
6
2
O
smallest of-
fice configu-
ration (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
Ofor 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
station
files
en -g
187.5
144
52.5
2-3
12
6-18
2-3
S
larger ver-
sion of P
with an
added guest
chair
Report to the City of Newport Beach Page 37 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
11
15
Storage Cabinet
stg cab
36" x 18"
5
10
15
Table
table
60" x 30"
12
28
40
Table—Extra Access Space
table
60" x 30"
12
48
60
Typewriter Stand/Cart
type
12" x 24"
2
8
10
24" x 30"
5
10
15
Guest Seating -4 lounge
seat -2
—
80
20
100
Guest Seating -2-3 chairs
seat- I
—
40
20
60
Coffee Station --counter
cof-I
—
10
20
30
Coffee Station—enclosable
cof-2
—
15
35
60
Report to the City of Newport Beach 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. Table
can seat 10, but crowded.
C-5
300 8-12 Person Conference
12 ft table, 12 chairs. Can add library at one end and seats 8, or
add presentation area and room seats 8.
C-6
360 12-16 Person Conference
12 ft table, 12 chairs, presentation area at end of room. Can ac-
commodate 16 persons if presentation space is converted to con-
ference space.
C-7
420 16-20 Person Conference
16 ft table, 16 chairs, presentation area at end of room. Can ac-
commodate 20 persons if presentation space is converted to con-
ference space.
C-8
480 18-22 Seat Conference Room
20 ft table, 18 chairs, presentation area at end of room; cabinet
(possibly with coffee service) at other end of room. Can accom-
modate 22 persons if presentation space is converted to confer-
ence space.
C-9
560 22 Person Conference
Conference seating 14 at table, plus 6-8 persons at the side, with a
- 14 at main table
presentation area at the end of the room; and cabinet (possibly
- 8 at side seating
with coffee service) at other end of room. Seats 16 at main table if
no cabinet.
C-10
640 28 Person Conference
Conference seating 18 at table, plus 8-10 persons at the side, with
- 18 at main table
a presentation area at the end of the room; and cabinet (possibly
- 10 at side seating
with coffee service) at other end of room. Seats 20 at main table if
no cabinet.
C-11
720 34 Person Conference
Conference seating 22 at table, plus 10-12 persons at the side,
- 22 at main table
with a presentation area at the end of the room; and cabinet (pos-
- 12 at side seating
sibly with coffee service) at other end of room. Seats 24 at main
table if no cabinet.
C-12
800 34 -Person Conference
Modular combination of C-9 and C-4 conference rooms which
Divisible: 8-10 person
open into one large room using room -divider partitions. Full room
20-22 person
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
System Standards — Miscellaneous Elements
en/reception
115 sf allowance
64 sf inside
en/reception
185 sf allowance (colored)
72 sf station footprint
48 sf inside
en/pinwheel
300 sf allowance
145 sf inside (total)
en/conf-8 seats en/conf-6 seats en/conf-4 seats
240 sf allowance 190 sf allowance 135 sf allowance
192 sf inside 144 sf inside 96 sf inside
Report to the City of Newport Beach Page 38 Space Utilization Assessment Report
'I
C-3
180 sf • 6-8 Persons
Illustration
Small Conference Rooms
C-1
90 sf Interview Rm
C-2
120 sf • 4 -persons
C-4
240 sf • 8 Persons
8 Persons with Presentation Area
C-5
300 sf • 8-12 Persons
12 Persons Without Presentation Area
Report to the City of Newport Beach Page 41 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
11
15
Storage Cabinet
stg cab
36" x 18"
5
10
15
Table
table
60" x 30"
12
28
40
Table—Extra Access Space
table
60" x 30"
12
48
60
Typewriter Stand/Cart
type
12" x 24"
2
8
10
24" x 30"
5
10
15
Guest Seating --4 lounge
seat -2
—
80
20
100
Guest Seating -2-3 chairs
seat- I
—
40
20
60
Coffee Station --counter
cof- I
—
10
20
30
Coffee Station —enclosable
cof-2
—
15
35
60
Report to the City of Newport Beach 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
C-3 180 6 Person Conference
C-4 240 8 Person Conference
C-5
C-6
C-7
C-8
C-9
C-10
C -II
C-12
300 8-12 Person Conference
360 12-16 Person Conference
420 16-20 Person Conference
480 18-22 Seat Conference Room
Table, 2-4 chairs.
8 ft table, 6 chairs, possible writing surface on wall.
8 ft table, 8 chairs, possible tack boards or writing surface. Table
can seat 10, but crowded.
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 ac-
commodate 16 persons if presentation space is converted to con-
ference space.
16 ft table, 16 chairs, presentation area at end of room. Can ac-
commodate 20 persons if presentation space is converted to con-
ference space.
20 ft table, 18 chairs, presentation area at end of room; cabinet
(possibly with coffee service) at other end of room. Can accom-
modate 22 persons if presentation space is converted to confer-
ence space.
560 22 Person Conference
Conference seating 14 at table, plus 6-8 persons at the side, with a
- 14 at main table
presentation area at the end of the room; and cabinet (possibly
- 8 at side seating
with coffee service) at other end of room. Seats 16 at main table if
no cabinet.
640 28 Person Conference
Conference seating 18 at table, plus 8-10 persons at the side, with
- 18 at main table
a presentation area at the end of the room; and cabinet (possibly
- 10 at side seating
with coffee service) at other end of room. Seats 20 at main table if
no cabinet.
720 34 Person Conference Conference seating 22 at table, plus 10-12 persons at the side,
- 22 at main table with a presentation area at the end of the room; and cabinet (pos-
- 12 at side seating sibly with coffee service) at other end of room. Seats 24 at main
table if no cabinet.
800 34 -Person Conference Modular combination of C-9 and C-4 conference rooms which
Divisible: 8-10 person open into one large room using room -divider partitions. Full room
20-22 person 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
C-6
360 sf • 12-16 Persons
C-7
420 sf • 16-20 Persons
Illustration
Medium Conference Rooms
16 Persons Without Presentation Area
12 Persons With Presentation Area
16 Persons With Presentation Area
20 Persons Without Presentation Area
Report to the City of Newport Beach Page 42 Space Utilization Assessment Report
Illustration
Large Conference Rooms i
— 1 �I
18 Persons With Presentation Area
22 Persons Without Presentation Area
C-8
480 sf • 18-22 Persons
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
r--
— 1 �I
18 Persons With Presentation Area
22 Persons Without Presentation Area
C-8
480 sf • 18-22 Persons
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
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 10-1 1 Side Seating
IJ -
FIFIFIFIEVI
16 Persons at Table # I 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
Computer Training Arrangement
F1 F1 rMI
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 11
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
(incl. optional Voice-over booth)
(I 80sf)
Hospitality/
Coffee
Storage
LF
(I 20sf)
Provide jacks for cable TV and
communications interface to outside
E_11
N
L�
E]
E
Fri
Lo��
fi
PJ
[E]
[E]
[E]'
E
[17
M
E'
-E]
ED
"I
[Ell
[E]
IE]
TE]
[E]
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)
Audience seating
for 53 Is shown.
Report to the City of Newport Beach Page 49 Space Utilization Assessment Report
Video Control Booth
(incl optional Voice-over booth)
(18
Hospitality/
Coffee
(120so
Storage
I, (l 20sf)
ED
Seating for 53 shown. With front table extended,
remove 2 rows for a capacity of about 40 seats.
r�
5 Members plus 4'staff at table in basic
position. Add 4 at table in extended
position. Flat floor area required.
=
i'
r�ED
ISI
1171ir -
I
l�
[r]
t'� - - - -
M
[
El�
1I]------
[E]
E
El
El [Ell
El
!
M
[�
ILI [E]
ILI
0
'
- ---------
1
[Ell Provide jacks for cable TV and
communications interface to outside
Assembly ROOm''
(1,410so
Movable dis la area
Board Room/Multi-Purpose Complex
(1,650sf + circulation allowance)
Audience seating
for 53 Is shown.
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)
(180sf) Hospitality/
Coffee
(120sf)
Provide jacks for cable TV and Storage
communications interface to outside(I20sf)
A /�\ A L I
/ -M, S
Assembly Room
(1,41Osf) ,
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
Typical Coffee/Service
Counter (small area)
(standard cof-2 )
Typical Coffee/Service
Counter
(standard cof-3 )
Typical Coffee/Service Al-
cove
(standard cof-4 )
360 sf
Typical Breakroom
LD
Contains
sink, coffee
20 sf
Coffee (type 2)
�-
Contains sink,
i coffee, Go, trash.
Opei Mw.
30 sf
Coffee (type 3)
:T1
Contains sink, coffee,
refrig, GD, trash.
Opel DW, MW.
60 sf
Coffee (type 4)
shown as an alcove
Report to the City of Newport Beach Page 51 Space Utilization Assessment Report
APPENDICES
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 A
Building B (south section)
1 —I Community Svcs.: Usable Assigned
Community Svcs.: Usable Circulation
City Management, Council Areas: Usable Assigned
ElCity Management, Council Areas: Usable Circulation
CJ Building Stairwells, Corridors
nBuilding Lavatories, Janitor Rooms, Mechanical Rooms
E] Building Vertical Penetrations, Shafts, Elevators
158 sf
j131 s0I
621 sf
42
0 sf
400 s(
65 sf
a 148 s(
12 sf
u u u u u u u u
� c
735 sf
1,084 sf
96 sf
114 sf
149 sf
i
90 sf
46
sf
i
107 sf
34 s(4162
nsf
s(
$f
Building A
Building B (south section)
1 —I Community Svcs.: Usable Assigned
Community Svcs.: Usable Circulation
City Management, Council Areas: Usable Assigned
ElCity Management, Council Areas: Usable Circulation
CJ Building Stairwells, Corridors
nBuilding Lavatories, Janitor Rooms, Mechanical Rooms
E] Building Vertical Penetrations, Shafts, Elevators
158 sf
j131 s0I
621 sf
42
0 sf
400 s(
65 sf
a 148 s(
12 sf
u u u u u u u u
� c
735 sf
1,084 sf
96 sf
186 sf
156 sf
550 sf C
158 sf
14 O
147s(
Building B (central section)
117 fif 144 sf L.
2% sf 244 sf 7 sf
L I 315r
62 sf 85 sf
53 sr
532 sf 60 sf 75 sf
Ib 64 sf 17
-- - 60 sf. sf 69 sf sf
- ---_._.
58 sf - 216 sf 5 sf—7 63 sf sf
35 sf 35 sf 10 20 19 92 sf
S7 of 58 sf I 53 sr 53 sf 40 sf
37 s( �
36 36
235 sf 36 sfj 36 sf 47 sf s( S 1 sf 90 sf
L, Admin. Svcs.: Usable Assigned
Admin. Svcs.: Usable Circulation
ElCity Management Usable Assigned
ElBuilding Stairwells, Corridors
Building Lavatories, Janitor Rooms, Mechanical Rooms
OBuilding Vertical Penetrations, Shafts, Elevators
F -I III Public Works: Usable Assigned
Public Works: Usable Circulation
156 sf
HR: Usable Assigned
Pr. CE
❑ HR. Usable Circulation
i \
F7 City Clerk Usable Assigned
144 sf
City Clerk: Usable Circulation
'
` u Admin. Svcs.: Usable Assigned
153 sf
.'�?y
°r
_
Admin. Svcs.: Usable Circulation
Pc CE
20
,
EICity Management Usable Assigned
sf
93 sf
7 sf
� A soc. CE
Building Stairwells, Corridors
Assoc CE
L, Building Lavatories, Janitor Rooms, Mechanical Rooms
i 94 sf 365 sf
43 sf
it CE !
80 sf '
® Building Vertical Penetrations, Shafts, Elevators
Sr. Eng. Tech.
13 s
,. ,/ -
`.� 23 s
123 sf
Pr. CE
1
sf
35
sf
IM sf
185 sf 53 sf
City Eng.
39 sf
132 sf
148 sf
52 74 sf
37 sf
138 sf
sf
52 s 21
13
38s
16 sf
\
145 sf�
229 s(
I s( 6 ff 5 sf
81 sf
Building B (north section)
77s
4 sf
125 sf 3 f
75 sf
74 sf
20 50 sf
sf '
12 61 152 sf
__. ;...� sf ,�
..... 46
59s 46s
56 s j
16 sf
4 3 f
101 sf
95 sf
31 55 sf
24 sf 14 sf sf
57 sf
104 sf
SS sf
105 sf
17 sf
18 sf
121 s(
76 sf
-� 177 sf
300 sf
Building CA
0 El III F—I Public Works: Usable Assigned
Public Works: Usable Circulation
Building. Usable Assigned
Building Usable Circulation Shared with Planning
Planning Usable Assigned
Planning. Usable Circulation Shared with Building
Building Stairwells, Corridors
Building Lavatories, Janitor Rooms, Mechanical Rooms
® Building Vertical Penetrations, Shafts, Elevators
95 sf
110 sf
106 sf
92 sf 63 sf 93 sf 76 sf 1 83 sf
f i f Eng. Tech TE Tech. 102 sf 76 sf
Assoc. CE
Eng. i
_.:,._. Aide i
33 sf 39 sf
Jr. CE 61 sf 94 sf
( Jr. CE 105 sf
278 sf
t I FN 20 sf
292 sf
314 sf M I LJ
PW Insp.
i
10C
193 sf
PW Insp.
PW Insp. 53 sf 52 sf - 48 sf
Survey Ch, Survey Wkr.
343 sf
148 sf 138 sf 148 Sf 148 sf
Mgr. Pr. CE Dev. Engr. GIS Syst
Analyst
FEET
0 5 10 20
16 sf
168 sf
221 sf
9
108 sf 45 s( sf
239 sf
124 sf
44 sf 35 sf
Dept. Dept i 185 sfI,
Asst Asst.
99 sf .. 91 sf -.
Adm.
Asst i
58 sf
107 sf
166 sf Ii141 sf 280 sf
Adm. Mgr. Intern Director
96 sf
55 sf
DN
Building C.2
Building Usable Assigned
Building. Usable Circulation
Planning. Usable Assigned
Planning Usable Circulation
Building Stairwells, Corridors
Building Lavatories, Janitor Rooms, Mechanical Rooms
Building Vertical Penetrations, Shafts, Elevators
1 93 sf 105 sf 105 sf
272 sf 168,f
20 sf 14 sf
51 sf
i
-_ .14 sf.—���
I I8 sf
22 sf 691
180 sf
202 sf a
!i
182 sf
' 178 s(
titl st 11
5 84 s(
110 sf 11 115 sf
35 sf
12
sf 120 sf
I I S sf
L-
12
I7 sf
i
12
sf 125 sf
ol 135 sf
104 sf 104 sf 11 1D
138 sf 283 sf
OPEN AIR
DB7(
--
sf
31 s(
k3—
31 sf
31 st
205 sf31
sf
sf
7 s��—
180 sf
202 sf a
!i
182 sf
' 178 s(
titl st 11
5 84 s(
110 sf 11 115 sf
35 sf
12
sf 120 sf
I I S sf
L-
12
I7 sf
i
12
sf 125 sf
ol 135 sf
104 sf 104 sf 11 1D
138 sf 283 sf
OPEN AIR
DB7(
108 sf
Building ®.1
132 sf
Building E
199 sfFire:
A48sf
Usable Assigned
Fire: Usable Circulation
Adm. Svcs., MIS: Usable Assigned
411 sf
Adm. Svcs., MIS: Usable Circulation
61 sf
OEl
Community Svcs.: Usable Assigned
Administrative Svcs.: Usable Assigned
General Svcs.: Usable Assigned
�_—
Building Shared Usable (e.g.. lunchroom)
719 sf
—
Building Stalrvvells, Corridors
513 sf
FIBuilding Lavatories, Janitor Rooms, Mach. Rooms
Building Vertical Penetrations, Shafts, Elevators
MS sf
165 sf
58 sf
127 sf
I I sf
21 sf
_..._. __
60 sf
-
60 sf ------
242 sf
121 sf
___.___._. 42
127 sf
30 85
sf
125 sf sf
75 sf�
78 42
sf
126 sf
77 sf
127 sf77
sf
-- -
Zsf
403 sf
-- -- ---I
14 33 sf
sf
�----- ❑
155 sf
-.
159 sf
32s
21 (�
`�3 sf
sf
_
---
-----
427 sf o
16s(
-
102 sf
25 66 sf
sf
472 sf
33 sf
584 sf
168 sf
96 sf
129 sf
75 sf
-------
-
-------- —U64
107 sf
.__... _.... 190 sf
❑
60 sf f
46 sf
117 sf
i
- 141 sf
121 sf
i
132 sf
443 sf
131 sf
30
30 sf
0 s sf
Building ®.2
igned
:ulation
)rridors
nitor Rooms, Mechanical Rooms
trations, Shafts, Elevators
APPENDIX B — DETAILED EXISTING ALLOCATION OF SPACE
The following table presents a detailed listing of the existing spaces in the Newport Beach Civic
Center, and indicates, in particular, the space presently allocated to each person who has a worksta-
tion there.
Appendix B Page I Space Utilization Assessment Report
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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
between "Building Common" and "Floor Common" allowances. Simi-
larly, it is useful to identify all mechanical spaces needed by the build-
ing, 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 Pene-
trations.
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
` NEWPORT BEACH CIVIC CENTER
4J
y CITY HALL FACILITIES
NEEDS ASSESSMENT
Report to the City of Newport Beach
Ka Arr
..rte �.. •.. Y ....,� �,�
71
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Y i
Space Requirements
Final Report `� �� $ f• �� � s,-
August 9, 2002
a,�
NEWPORT BEACH CIVIC CENTER
CITY HALL FACILITIES NEEDS ASSESSMENT
REPORT ON
SPACE REQUIREMENTS
9 August 2002
Griffin Advisors
385 Second Street • Laguna Beach, CA 92651 • 949-497-9000
TABLE OF CONTENTS
1. INTRODUCTION I
What is in This Report
Objectives
Methodology
2. PROJECTIONS OF WORKSTATIONS 3
Growth Model
Approach
Summary of Workstation Projections
3. _SPACE REQUIREMENTS FOR THE BUILDING AS A WHOLE I I
Summary of Space Requirements I I
Functional Requirements for the Building As a Whole 14
General Design Guidelines 14
Building Systems (Communications, Electrical/Lighting, HVAC, Acoustics, Loading, Plumbing) 15
Security and Fire Safety Requirements 16
Summary of General Design Requirements and Guidelines 16
4. SPACE REQUIREMENTS DETAILS BY DEPARTMENT 17
Presentation of the Requirements
17
General Allocation of Space Standards
17
Comparison of Space Standards to Existing Spaces
18
Data Sheets
18
Bubble Diagrams
19
Discussion of Allocations
20
City Administration
20
Administrative Services Department
21
Building Department
23
City Attorney
24
City Clerk
25
Community Services Department
26
Fire Department (Administration)
27
General Services
28
Human Resources Department
29
Planning Department
30
Public Works Department
32
City Hall Shared and Common Areas
34
Requirements Details – Data Sheets and Bubble Diagrams
37
APPENDIX A – GUIDE TO READING REQUIREMENTS TABLES A-1
APPENDIX B – SPACE STANDARDS
B-1
Introduction
I
Workstation Standards — Private Offices
3
Workstation Standards — Traditional Open Workstations
8
Workstation Standards — System Work Stations
10
Open Area Equipment and Related Standards
17
Conference Room Standards
18
Standards for Other Rooms
29
APPENDIX C – FLOOR PLANS OF EXISTING BUILDINGS
C-1
Table of Contents Page i
City Hall Space Needs Analysis
I. INTRODUCTION
WHAT IS IN THIS REPORT
Objectives
This is the second report requested by the City regarding possible improvements to the existing Civic
Center. The objectives of this report are
1. To identify a draft assessment of space needs for the functions housed in the Newport Beach
civic center (City Hall) facilities.
2. To analyze and describe these space requirements, the assumptions and calculations driving
the requirements, and the components from which they are made.
3. To identify proposed and recommended space standards by position, which are used to com-
pute the space requirements.
4. To identity the assumptions of City Hall staffing and growth which support the space re-
quirement calculations.
5. To provide a basis for City review and analysis of our findings and for validations with ap-
propriate City personnel.
Methodology
Determining the space needs of City Hall is a process of several steps, as outlined below. This meth-
odology is at it was outlined in the statement of work under which the scope of work has been under-
taken.
Step I—Determination of Operations
Source Four levels of information have been obtained. First, we obtained general infor-
Information mation from specific City sources, such as historic or annual reports, plans of ex-
isting buildings, and so on. Second, we distributed questionnaires to each em-
ployee in the scope of our work, both of a general nature to regular staff and of
more detail to management staff. Third, we surveyed the operations in each area
and noted space usage, equipment, and other factors. Fourth, we interviewed
most senior staff, managers, and department heads.
Projection The projection of operations and staff is based on using two growth parameters:
Model increases related to annexation of South Coast, increases related to observed gen-
eral trends over past years, as a response to legislation, demands for service, tech-
nology, environmental issues, and the like.
The projections are based on workstations, not on FTE, because we are interested
in computing space needs. We divide the increases (which actually amount to a
small number of workstations over present) into three factors: the annexation
consideration, historic trends carried forward for 10 years, and historic trends car-
ried forward for an additional 10 years.
Report to the City of Newport Beach Page I City Hall Space Needs Analysis
Step 2—Space Standards
Development The development of space standards has been the result of (a) review of existing
of Standards operational requirements and working conditions for each person, (b) considera-
tion of existing and projected activities, (c) analysis of established standards in
use in other cities and public offices, and (d) consideration of future trends and
the needs for flexibility and adaptability to new and even unexpected activities.
Step 3—Space Requirements
Department The calculation of space requirements for each of the functions and operations in
Work Areas City Hall is accomplished mainly by applying space standards to the staff levels
and to the support areas which each division or department requires to perform its
function. For equipment areas, we use the existing count of files and other items
as a baseline, and increase this square footage in the future projection periods
based on identified growth factors.
The requirements details are tabulated on data sheets for each department. These
detail sheets show the items, the space standards used, and the projected quantity
and well as square footage requirement at each of the projection levels. This al-
lows the City to analyze the needs on an individual basis, and also to examine
how requirements change from each Planning Level to the next.
Special Special areas were examined separately and needs were arrived at using, a combi-
Areas nation of interview results, observations, and experience in other Cities. These
areas include (a) the One-stop Shop area, (b) the meeting and conference room
requirements, and (c) assessment of City Hall shared -use or common areas.
Adjacency We analyzed the non -quantitative space requirements, including proximity and
and Other adjacency requirements, requirements for security, lighting, power, and other
Requirements systems, and other functional needs.
Adjacency needs within the department work areas will be presented using
graphic bubble diagrams that are drawn using blocks in scale with the actual
computed requirements for the corresponding functions. These diagrams are not
contained in this draft document.
Review The review process is based on -allowing a period of individual department review
Process of the assumptions and conclusions for operations and space projections. The
procedures will be worked out during the interim review of this draft document.
Report to the City of Newport Beach Page 2 City Hall Space Needs Analysis
2. PROJECTIONS OF WORKSTATIONS
GROWTH MODEL
Approach.
The following observations were made in advance of any projections for future requirements above
and beyond present needs. These observations led us to the approach we have taken:
1. The City is essentially built -out, except for (a) the annexation area of South Coast and (b) poten-
tial annexation of smaller pockets in the north east.
2. The City is generally conservative in respect to growth, and any additions should be directly re-
lated to demand for services, legislated mandates, and factors of this type.
3. The affected departments have indicated that selected functions will experience about 15% more
workload from the South Coast annexation. This is mainly the permitting and inspection func-
tions. This effect is delayed, however, due to the fact that initial processes will be handled by Or-
ange County and turned over to the City later.
4. We have obtained past City staffing data from annual reports, and note that there has been a slow
rise of somewhat less than 1/2 of one percent per year in total staff (and in staff housed in City
Hall). This is understood to be due to some transfer of functions and duties (via mandate, mostly)
to local government, and also due to some new services which are demanded over time by the
citizens. An example of this includes an expected future interest in greater attention to water
quality and environmental control along the coastal areas. This very slow growth is not linear:
there are periods of ups and downs. But the trend is slowly upward. A table is given below that
shows this total staffing data.
5. The above slow "background" trend of 1/2 does not amount to much addition in workspace, once
the core requirement for conference areas, counters, vaults, and other basic needs are met. There-
fore it seems to provide a reasonable contingency in facility planning.
Based on these observations, we have computed requirements under several scenarios, so that the
City can see the impacts of the underlying assumptions, and also select the appropriate level to use as
the basis for a building program. We have provided projections of workstations (not staff, since we
are interested in computing space needs, though there is a clear relationship) under the following sce-
narios:
• Present requirements — this is the computation of needs based on the existing number of worksta-
tions, but includes added conference rooms, adequate vault and storage areas, and other func-
tional spaces needed today. Note that there is a distinction between workstations actually pro-
vided and workstations needed today, however.
• Planning Level 1 (PL -1) — this is based on adding an amount of staff (up to 15% in some catego-
ries of staff, but amounting only to a few positions in total) to appropriate job functions to ac-
count for possible impacts of the annexations which are completed or planned.
• Planning Level 2 (PL -2) — this is based on adding 0.4% workstations per year for 10 years, or a
total of about 4% to the total staff levels of PL -1.
• Planning Level 3 (PL -3) — this is based on adding a second 10 -year period of increase, or an
added 4% overall onto the PL -2 figures.
Report to the City of Newport Beach Page 3 City Hall Space Needs Analysis
EXHIBIT
Historic Growth (Rates
City Staff, Newport Beach, California
State mandates and statutes, technological effects, and social demands and interests all add pressure
for City services. This often results in City staff and resource increases, some of which require office or .
function spaces in City Hall. We note that it may be prudent in
long-term facility planning to provide for
these effects using historic trends as a guideline.
The following chart is derived from historic City figures. We do not have the actual numbers of persons
housed in City Hall, but we do have budgeted numbers of City staff by department function.
By remov-
ing life safety, library, and other functions, we get an approximation of staff functions which are in City
Hall today. The City Hall numbers are shown in black print:
1990 1091 1992 1093 1094 1995
1096 1096 1998 19999
2000
2001
General Government
City Clerk 4 4 4 3 3 3
2 3 3 3
3
3
City Manager/Dep CM 4 4 4 4 4 4
4 4 4 12
18
12
Human Res/Personnel 6 5 5 5 5 0
0 0 0 0
0
9
City Attorney 4 4 4 4 3 5
5 6 6 5
5
5
Administrative Services 0 0 0 0 0 46
48 49 50 49
49
49
Telecommunications 2 2 2 2 2 0
0 0 0 0
0
0
Public S 'fety
Police 223 224, 22 21l 203206
iC2t.. : 21 r 217 219
22
223
Fife 1115 1 10 108 109 104
Fire h lviarine 0 0 0 L; t; ?Ci
1 i2_; 125
?;
U
Community Development
Planning 23 23 22 20 18 17
12 15 16 16
18
18
Building 22 22 21 19 18 17
20 21 21 23
24
25
Public Works
Public Works & Utils 0 0 0 0 0 32
33 33 34 35
37
38
Public Works 36 35 35 29 29 0
0 0 0 0
0
0
Utilities 5 5 5 5 4 0
0 0 0 0
0
0
General Services 162 '1%1 166 1`18 ?r ` 12?
3? ; 12< 12n 122
1'8
121
Community Services
Library 42 42 2 38' 3;;33
<< 32 35
36
36
Administration 2 2 2 2 3 2
2 2 2 2
2
2
Recreation 11 11 12 11 10 8
8 8 8 8
9
11
Senjor Citizens 5 .. 5 4 4 4
Li
�
.5
Ares 8, Cultural 0 0 0 0 t ;
1
Total all 666 659 658 613 586 620
626 636 645 660
683
695
Total CH (black lines) 119 117 116 104 99 134
134 141 144 153
165
172
Total CH (adjusted)* 165 163 162 150 145 134
134 141 144 153
165
172
Growth year-to-year — -1.2% -0.6% -7.4% -3.3% -7.6%
0.0% 5.2% 2.1% 6.3%
7.8%
4.2%
The total staff has increased over the 11 years by 4.4%. or about 0.4% per year (compounded).
The
growth for the adjusted CH total line is similar to that for the total staff: 4.2% overall or 0.38% per
year
compounded.
Thus, trends in legislated mandates, technology, service demands, and political and other factors seem
to show an overall increase in the past 11 years averaging something less than 4 -tenths %/year, though
the number has bounced plus -or -minus 7-1/2% in any one year.
* The lines for Administrative Services (included with City Hall ) and General Services (excluded from
City Hall ) show a transfer of staff from General Services to Administrative Services in 1995. The true
number for earlier years is unknown, but we compute an adjusted CH line by adding the 1995 amount
(46 persons) to the earlier years.
Report to the City of Newport Beach Page 4 City Hall Space Needs Analysis
SUMMARY OF WORKSTATION PROJECTIONS
The following table shows the number of workstations provided by this forecast model at each of the
planning levels. It also indicates the methodology of projection for each category of staff. The space
requirements are computed for each of these levels, and the City may then elect to provide space for
present only, for PL -1, PL -2, or PL -3. The differences between these levels in terms of space needs,
however, will be shown (later in this report) to be very small, once the core requirements are met and
suitable additions are made to workstation sizes that are too small based on our analysis of bench-
marks (see our previous report for this analysis).
Exhibit
Projection of City Hall Workstations
Staff
WS
WS
WS
WS
WS
Organization/Position/Item
Now
Now
Need
PL I
PL2
PL3
Projection Notes
Administration
Office of City Manager
City Manager
I
I
I
I
I
I
Asst. City Mgr.
I
I
I
I
I
I
Asst. City Mgr.
I
I
I
I
I
I
PIO
I
I
1
1
I
I
Exec Asst to City Mgr.
I
I
I
I
I
I
Dept Asst
2
1
2
2
2
2
Note that 3rd Dept Asst is listed with Mayor
7
6
7
7
7
7
Office of Mayor and Council
Office of Mayor
Mayor
I
I
I
I
I
I
Dept Asst to Mayor
I
I
I
I
I
I
Council
Council Member
6
0
0
0
0
0
At this time, Council offices are not added.
8
2
2
2
2
2
Total Administration
15
8
9
9
9
9
Administrative Services Department
Administration/Resource Management
Director/Treasurer
I
I
I
I
I
I
Deputy Director
I
I
I
I
I
I
Adm. Asst
I
I
I
I
1
1
3
3
3
3
3
3
Fiscal Services
Administration
Fiscal Ops. Mgr.
I
I
I
I
I
I
Cashiering & Collections
Fiscal Spec.
I
I
I
I
I
I
Sr. Fiscal Clerk
I
I
I
I
I
I
Fiscal Clerk
I
I
I
1
I
I
Fiscal Clerk (pt)
2
2
2
2
2
2
Accounts Payable
Fiscal Spec.
I
I
I
I
I
I
Sr. Fiscal Clerk
I
I
I
1
1
2
Based on 4% general total City trend 1-2/3
Fiscal Clerk (pt)
I
I
I
I
I
I
Print Shop
Manager
I
I
I
I
I
I
Specialist
I
I
I
I
I
I
Mailroom/Remittance Processing
Coordinator/Fiscal Clerk
I
I
I
I
i
I
Fiscal Clerk (pt)
I
I
I
I
1
1
13
13
13
13
13
14
Report to the City of Newport Beach
Page 5
City Hall Space Needs Analysis
Report to the City of Newport Beach Page 6 City Hall Space Needs Analysis
Staff
WS
WS
WS
WS
WS
Organization/Position/Item
Now
Now
Need
PL I
PL2
PL3
Projection Notes
Management Information Systems
Administration
Manager
I
I
I
I
I
I
Applications
Coordinator
I
I
I
I
I
I
Senior Analyst
I
I
I
I
1
I
Analyst
3
3
3
3
3
3
MIS Technician
I
1
1
2
2
2
A second pos'n is unfilled today, shown at PL -I
GIS
Coordinator
I
I
I
I
I
I
Analyst
I
I
1
I
1
1
Mapping Asst.
2
2
2
2
2
2
PT/Temp/Intern
2
1
1
2
2
2
Operations
Coordinator
I
I
I
I
I
I
MIS Tech Supp Spec
3
3
3
3
3
3
Telecommunications/networks
Comm Coordinator
I
I
I
I
I
I
Comm Spec
I
I
I
I
1
1
19
18
18
20
20
20
Revenue
Manager
I
I
I
1
I
I
Rev. Tech.
I
I
I
I
I
I
Fiscal Spec.
2
2
2
2
2
2
Fiscal Spec. (pt)
I
I
I
I
I
I
Sr. Fiscal Clerk
I
I
I
I
I
I
Fiscal Clerk
3
3
3
3
4
5
Based on 4% general total City trend 1-2/3
License Inspector
2
2
2
2
2
2
Film Liaison
I
I
I
I
I
I
Hearing Officer
3
1
1
1
1
1
Assumes Hearing Officers share a desk
15
13
13
13
14
15
Accounting
Finance Ofcr.
I
I
I
I
I
I
Accountant
2
2
2
2
2
3
Based on 4% general total City trend 1-2/3
PT/Temp Wkstn
I
I
I
I
I
1
Mgt Asst
I
I
I
I
I
I
Fiscal Spec.
I
I
I
I
I
I
Fiscal Clerk
I
I
I
I
1
1
7
7
7
7
7
8
Total Admin. Svcs. Dept
57
54
54
56
57
60
Building Department
Administration
Building Director
I
I
I
I
I
I
Adm.in Asst
I
I
I
I
I
I
Dept. Asst.
I
I
I
I
I
I
Office Asst.
I
I
I
I
I
I
Aidelintern
2
0
2
2
2
2
Workstations provide some contingency.
6
4
6
6
6
6
Plan Check & Permitting
Administration
Deputy Bldg. Official
I
I
I
I
I
I
Customer Service
Sr. Permit Tech.
I
I
I
I
I
I
Permit Tech
3
4
4
5
5
5
15% at L I
Intern/Aide
I
--
--
--
--
--
Included with Permit Tech for projection & WS
Plan Check
Civil Engr
4
4
4
5
5
6
15% at L I; 4% total department 1-2/3
10
10
10
12
12
13
Report to the City of Newport Beach Page 6 City Hall Space Needs Analysis
Report to the City of Newport Beach Page 7 City Hall Space Needs Analysis
Staff
WS
WS
WS
WS
WS
Organization/Position/Item
Now
Now
Need
PL I
PL2
PL3
Projection Notes
Inspection Division
Administration
Chief Bldg. Insp.
I
I
I
I
I
I
Res'I BuildingRecord
Res. Bldg. Record Insp.
I
I
1
I
I
I
Residential Inspection
Pr. Bldg. Insp.
I
I
I
I
I
I
Sr. Bldg. Insp.
I
I
I
I
I
1
Bldg. Insp.
5
6
6
7
7
7
15% at L I; rounds to allow 4% 1-2/3
Commercial Inspection
Note one insp. is unfilled now.
Pr. Bldg. Insp.
I
1
I
I
I
I
Sr. Bldg. Insp.
2
2
2
2
2
2
Bldg. Insp.
0
0
0
0
1
1
4% total department 1-2/3
12
13
13
14
15
15
Total Building Department
28
27
29
32
33
34
15% growth on 28 is 32.2; +4% +4% is 34.8
City Attorney
City Atty.
I
I
I
I
I
I
Asst. City Atty.
I
I
I
I
I
I
Dep. City Atty.
I
I
1
1
2
2
General increases in litigation.
Adm. Asst
I
I
I
1
I
I
Law Clerk/Intern
0
1
1
1
1
1
Law Clerk WS is required, even if unfilled today.
Dept. Asst.
I
I
I
I
I
I
Total City Attorney
5
6
6
6
7
7
City Clerk
City Clerk
I
I
I
1
I
I
Dep. City Clerk
I
I
I
I
I
I
Dep. City Clerk
I
I
I
I
1
I
Total City Clerk
3
3
3
3
3
3
Community Services
Administration
Director
I
I
I
I
I
I
Adm. Asst.
I
1
I
I
1
I
Sr. Fiscal Clerk
I
I
I
I
I
I
Office Asst
4
2
2
2
2
2
O.A. staff share workstations (part-time staff)
(Media Coord.)
I
Position is located outside of City Hall.
(Graphic Spec)
I
—
Position is located outside of City Hall.
9
5
5
5
5
5
Recreational Services
Rec. Supt
I
I
I
I
I
I
Rec. Mgr.
2
2
2
2
2
2
Rec. Coord.
4
4
4
4
4
4
(Rec. Mainz Wkr.)
1
0
0
0
0
0
No workstation required at City Hall.
Dept Asst
I
1
1
2
2
2
Based on interviews; need for customer service
Field Desk
1
1
2
2
2
Add one more desk (at LI) based on interviews.
9
9
9
11
11
II
Total Community Services
18
14
14
16
16
16
Fire Department
Office of the Chief
Fire Chief
I
I
I
I
1
I
Adm. Asst
I
I
I
1
I
I
Comm Relations Ofcr.
I
I
I
I
I
I
Emerg. Svcs. Coord.
I
I
I
I
1
1
4
4
4
4
4
4
Report to the City of Newport Beach Page 7 City Hall Space Needs Analysis
Human Resources Department
Director
Staff
WS
WS
WS
WS
WS
Organization/Position/Item
Now
Now
Need
PL I
PL2
PL3
Projection Notes
Support Services
I
I
I
I
I
I
Manager
I
I
I
I
I
I
Based on 4% general total City trend 1-2/3
Sr. Fiscal Clerk
I
I
I
1
I
I
Based on 4% general total City trend 1-2/4
Supp Svcs Capt
I
I
I
I
I
I
Position is located outside of City Hall.
Facility & Supply Coord.
I
1
1
1
1
2
Position is located outside of City Hall.
Ofc. Asst.
I
I
I
I
I
I
Planning Department
3
3
3
3
3
3
Fire Prevention
Fire Marshal
I
I
I
I
1
I
Dep Fire Marshal
I
I
I
I
I
I
Fire Prev Spec
I
1
1
2
2
2
Based on 15% at L I
Insp
I
I
1
1
2
2
Based on 4% general total dept. trend for 1-2/3
Dept. Asst
1
I
I
I
1
1
Assoc Planner
5
5
5
6
7
7
EMS Management
I
I
I
I
1
1
Manager
I
I
I
I
I
t
Dept Asst
I
I
I
1
1
1
Sr. Planner
2
2
2
2
2
2
Training
I
I
I
I
I
I
Training Chief
I
I
I
I
I
I
Lifeguard Capt
1
0
0
0
0
0
Position is located outside of City Hall.
Planning Tech.
2
1
1
1
1
1
Total Fire Department (Admin)
16
15
15
16
17
17
General Services
Facilities Mantenance
--
0
1
1
1
1
Desk is needed for general use in City Hall
Total General Services
0
0
1
1
1
1
Human Resources Department
Director
I
I
I
I
I
I
Risk Mgr.
I
I
1
I
I
I
HR Ops. Mgr.
I
I
I
I
I
I
HR Analyst
2
2
2
2
2
3
Based on 4% general total City trend 1-2/3
HR Asst
2
2
2
2
3
3
Based on 4% general total City trend 1-2/4
Adm. Asst
I
I
I
I
I
I
Ofc. Asst
I
1
1
1
1
2
Based on 4% general total City trend 1-2/3
Total HR Department
9
9
9
9
10
12
Planning Department
Administration
Director
I
I
I
I
I
I
Adm. Asst
I
I
I
I
1
1
2
2
2
2
2
2
Economic Development
Sr.. Planner
I
I
I
I
I
I
Assoc Planner
I
I
I
I
I
I
Dept. Asst
I
I
I
I
1
1
3
3
3
3
3
3
Current Planning
Sr. Planner
I
I
I
I
I
I
Sr. Planner
I
I
I
I
I
I
Assoc Planner
I
I
I
I
I
I
Asst Planner
3
3
3
3
4
4
Based on 4% general total City trend 1-2/3
Planning Tech.
I
I
I
I
1
1
7
7
7
7
8
8
Advance Planning
Sr. Planner
2
2
2
2
2
2
2
2
2
2
2
2
Report to the City of Newport Beach Page 8 City Hall Space Needs Analysis
Total All Workstations 210 189 193 207 216 225 4% on PL I base of 207 is 8.28 for total
of 216 and 224 for levels L2 and L3.
Report to the City of Newport Beach Page 9 City Hall Space Needs Analysis
Staff
WS
WS
WS
WS
WS
Organization/Position/Item
Now
Now
Need
PL 1
PL2
PL3
Projection Notes
Shared: ED/CP/AP
Asst. Planner
I
I
I
I
I
I
Dept Asst.
I
I
I
1
1
2
Based on 4% general total City trend 1-2/3
Clerical Asst (pt)
I
I
I
1
I
I
Interns
2
1
1
2
2
2
Increase to two desks (interns now share)
5
4
4
5
5
6
Code Enforcement
CE Supv.
I
I
I
1
I
I
CE CNcr.
I
I
I
1
1
1
2
2
2
2
2
2
Total Planning Dept
21
20
20
21
22
23
Public Works
Administration
Director
I
I
I
I
1
I
Intern
I
I
I
I
1
I
Adm. Mgr.
I
I
I
I
I
I
Adm. Asst
I
I
I
I
I
I
Dept. Asst
2
2
2
3
3
3
15% at L 1
6
6
6
7
7
7
Engineering
Administration/City Engineer
City Engineer
I
I
I
I
I
I
Engineering
Pr. CE
3
3
3
3
3
3
Assoc. CE
2
2
2
2
3
3
Engineer added for Water Quality
Jr. CE
I
I
I
I
I
I
Sr. Eng. Tech.
I
I
I
I
I
I
Intern(s)
2
1
1
2
2
2
Increase to two desks (interns now share)
Contract Engineers
[2]
0
0
2
2
2
Workstations provided as contingency
Field, Inspection & Survey
Pr. CE
I
I
I
I
I
I
PW Insp.
3
3
3
3
3
3
Contract Inspectors
[2]
0
0
0
0
0
No space assumed at City Hall
Survey Party Chief
I
I
I
1
I
I
Survey Inst Wrkr.
I
I
I
I
1
1
16
15
15
18
19
19
Transportation and Dev. Svcs.
Administration
Manager
I
I
I
I
1
1
Transportation -Admin
Pr. CE
I
I
I
I
I
I
Transportation -Trans Plan
Assoc. CE
I
I
1
1
2
2
Eng. Aide
0
0
0
0
0
1
Based on 4% general total City trend L2/3
Transportation -Trans Ops
Assoc. CE
I
I
I
I
I
1
TE Tech.
I
I
I
1
I
I
Jr. CE
I
I
I
I
I
I
Eng. Aide
2
1
1
2
2
2
Parking Meter Supv
1
0
0
0
0
0
No workstation required
Parking Meter Svcwkr.
2
0
0
0
0
0
No workstation required
Development Services
Development Engr
I
I
I
1
I
I
Assoc. CE
I
I
I
1
1
2
Based on 4% general total City trend 1-2/3
Jr. CE
1
I
1
1
2
2
Based on 4% general total City trend L2/3
GIS Syst Analyst
I
I
I
I
I
I
Eng. Tech.
I
I
I
I
1
1
16
12
12
13
15
17
Total PWD
38
33
33
37
40
43
Total All Workstations 210 189 193 207 216 225 4% on PL I base of 207 is 8.28 for total
of 216 and 224 for levels L2 and L3.
Report to the City of Newport Beach Page 9 City Hall Space Needs Analysis
Note that there are 189 workstations observed in City Hall today, but there are 210 staff. Some of
these staff are actually provided space elsewhere (such as a graphics artist in Community Services)
and others do not need workstations here (such as parking meter staff). But some staff, particularly
interns (two, for example, in the Building Department) need workstations but either have to share or
just inefficiently move from spot to spot. The third column (total = 193) identifies these presently
needed workstations.
The final three columns of the table above show the PL -1, PL -2, and PL -3 projections, respectively.
The increases are broken down as follows:
Growth rate on existing WS
Growth rate on required WS
Growth due to annexation effects
First 10 -yr increase cue to trend
Second 10 -yr increase cue to trend
Annual rate for 20 years on PL -1 base
Overall annual rate including PL -1
Pres.
Actual
Pres.
Req d
PL -1
PL -2
PL -3
1.000
1.095
1.143
1.190
1.000
1.073
1.119
1.166
7.3%
4.7%
4.7%
0.45%
0.77%
Comment
Used to check benchmarks over pre-
sent
Measures true growth from present
For the increase from present to PL -1
For the 1st 10 -year period to PL -2
For the 2nd 10 -year period to PL -3
per year for 20 years (PL -1 to PL -3)
per year for 20 years (present to PL -3)
Report to the City of Newport Beach Page 10 City Hall Space Needs Analysis
3. SPACE REQUIREMENTS FOR THE BUILDING AS A WHOLE
SUMMARY OF SPACE REQUIREMENTS
The table below presents a summary of the existing and required space for City Hall at each of the
Projection Levels. The rationales for the projections are presented with the other requirements de-
tails.
The computation of Net Sq. Ft. requirements (NSF) is presented in the detailed tabulations later in
this report. Conversion of NSF to Gross Sq. Ft. (GSF) is based on several considerations, and can be
approached in a number of ways. In this report, we include the following items in the addition be-
tween net and gross s.f.:
• Electrical and communications equipment rooms
• Mechanical equipment rooms
• Data/communications risers (each floor)
• Public lavatories (each floor)
• General staff lavatories beyond those specified
• Janitor closets and storage
• Drinking fountains
• Trash rooms or general recycling areas
• Main corridors and stair wells
• Elevator shafts
• Other risers or shafts
• Structural elements (columns, exterior wall thickness, etc.)
We include an allowance for smaller internal corridors (as part of the NSF "inner" circulation as de-
fined in the Appendix), and have added a minimal contingency of 1,000 NSF for a building lobby.
The assumptions of lobby size (the existing City Hall has about 500 sq. ft.), scale, openness, and
other design decisions all affect the allowance for increase from NSF to GSF.
Our approach is to examine the typical ratio of net -to -gross and use that factor in computing GSF. As
a rule, multi -floor City Halls and general government office buildings are found to have a net -to -gross
ratio of about 80%, though this can range to 75% or less for buildings with more monumentality,
wider corridors, more generous common areas, and the like. We have assumed a fairly efficient
building here, and have based the net -to -gross ratio at 80%.' In addition, note that the GSF omits all
outdoor elements, such as balconies, structural overhangs or awnings, and terraces,. It also omits
large atria and courtyards. The net -to -gross, however, may allow for an enclosed atrium of smaller
scale, or various sky -lighted shafts which penetrate to the lower floor.
Some analysts take the approach of adding a percentage of the NSF onto itself to obtain GSF. A net -to -gross
ratio of 80% amounts to adding 25% onto the NSF to obtain GSF.
Report to the City of Newport Beach Page I I City Hall Space Needs Analysis
Item (Net Sq. Ft.)
Pres
Actual
Pres
Req'd
Level I
Level 2
Level 3
Administration
220
220
220
512
721
Council Office Areas, NSF
202
290
290
290
290
Chambers Areas, GSF (see note)
3,622
3,622
3,622
3,622
3,622
City Manager, NSF
1,190
1,800
1,900
1,900
1,900
Total Administrative Areas
5,014
5,712
5,812
5,812
5,812
Administrative Services Department
Administration, NSF
Fiscal Services
Fiscal Svcs, Adm. NSF
Fiscal Svcs, Cashiering NSF
Fiscal Svcs, A/P, NSF
Fiscal Svcs, Print Shop NSF
Fiscal Svcs, Mailroom NSF
Management Information Systems
MIS, Administration NSF
MIS, Applications NSF
MIS, GIS NSF
MIS, Operations NSF
MIS, Computer Room NSF
MIS, Telecoms NSF
Revenue NSF
Accounting NSF
Total Admin. Svcs. Department
Building Department
Administration NSF
Plan Check & Permitting
Plan Check Adm NSF
OSS Customer Service, NSF
OSS Plan Check, NSF
Back Office Plan Check, NSF
Inspection NSF
Total Building Department
City Attorney
City Clerk
Community Services
Administration NSF
Recreation Services NSF
Total Community Services
Fire Department
Office of the Fire Chief NSF
Support Services NSF
Fire Prevention NSF
EMS Management NSF
Training/CR/ES NSF
General Storage NSF
Total Fire Department (Admin)
General Services
Human Resources Department
519
1,070
1,070
1,070
1,070
101
220
220
220
220
512
721
721
721
721
205
390
390
390
390
719
880
880
880
880
513
660
660
660
660
141
220
220
220
220
735
820
910
910
910
657
966
1,056
1,056
1,056
573
742
742
742
742
443
550
550
550
550
640
896
896
896
896
1,084
1,520
1,520
1,610
1,700
753
1,148
1,148
1,148
1,258
7,912 11,243 11,423 11,513 11,713
1155 1291 1431 1431 1,431
221
250
250
250
250
911
1,300
1,435
1,435
1,435
102
120
240
240
240
658
710
710
710
850
941
1094
1152
1210
1,210
1,988 4,765 5,218 5,276 5,416
1,466 1,817 1,817 2,057 2,057
824 1,173 1,173 1,173 1,173
893 1174 1174 1174 1,174
1183 1595 1760 --+76,0 1,760
2,076 2,769 2,934 2,934 2,934
468
580
580
580
580
1092
1010
1010
1010
1,010
909
1042
1145
1227
1,227
240
374
374
374
374
466
603
603
603
603
242
280
280
280
280
3,417 3,889 3,992 4,074 4,074
155 210 210 210 210
1,200 2,178 2,178 2,318 2,608
Report to the City of Newport Beach Page 12 City Hall Space Needs Analysis
Public Works
Administration NSF
OSS Areas NSF
Engineering NSF
Transportation & Dev. Svcs. NSF
Shared Areas NSF
Total, Public Works Dept
City Hall Shared/Common Areas
Conference Center NSF
Building Lobby & Related NSF
Lunch Room NSF
OSS Facility Additions NSF
Warehouse NSF
Total, Shared/Common Areas
Total Net Sq. Ft.
Total City Hall, NSF From Above*
Programmed Amount for Chambers
Total City Hall NSF, excluding Chambers
Total Net Sq. Ft.
Total Gross Sq. Ft. (without Chambers)
Total non -chambers NSF from Above
Statistical N -t -G Allowance
Total City Hall, GSF, excluding Chambers
*Includes Council Chambers actual space as GSF.
Using a Net -to -Gross ratio of 80%.
"* This figure is the actual Net -to -Gross.
714
Pres
Pres
780
780
642
Item (Net Sq. Ft.)
Actual
Req'd
Level I
Level 2
Level 3
Planning Department
2530
2,530
2099
2782
2852
Administration NSF
579
630
630
630
630
Economic Development NSF
360
404
404
404
404
Current Planning
Office Areas NSF
564
710
670
780
780
OSS Areas NSF
378
747
812
812
812
Advance Planning NSF
309
420
420
420
420
Shared Area NSF
1054
1280
1350
1350
1;440
Code Enforcement NSF
231
360
360
360
360
Total Planning Dept
3,475
4,551
4,646
4,756
4,846
Public Works
Administration NSF
OSS Areas NSF
Engineering NSF
Transportation & Dev. Svcs. NSF
Shared Areas NSF
Total, Public Works Dept
City Hall Shared/Common Areas
Conference Center NSF
Building Lobby & Related NSF
Lunch Room NSF
OSS Facility Additions NSF
Warehouse NSF
Total, Shared/Common Areas
Total Net Sq. Ft.
Total City Hall, NSF From Above*
Programmed Amount for Chambers
Total City Hall NSF, excluding Chambers
Total Net Sq. Ft.
Total Gross Sq. Ft. (without Chambers)
Total non -chambers NSF from Above
Statistical N -t -G Allowance
Total City Hall, GSF, excluding Chambers
*Includes Council Chambers actual space as GSF.
Using a Net -to -Gross ratio of 80%.
"* This figure is the actual Net -to -Gross.
714
780
780
780
780
642
1040
1105
1105
1,105
1903
2300
2385
2530
2,530
2099
2782
2852
3122
3,327
365
500
500
500
500
5,723 7,402 7,622 8,037 8,242
244
1080
1080
1080
1,080
532
1000
1000
1000
1,000
540
730
730
730
730
0
690
690
710
710
445
690
690
690
690
1,761 4,190 4,190 4,210 4,210
37,011 49,899 51,215 52,370 53,295
-3,622 -3,622 -3,622 -3,622 -3,622
33,389 46,277 47,593 48,748 49,673
33,389 46,277 47,593 48,748 49,673
7,018 11,569 11,898 12,187 12,418
40,407 57,846 59,491 60,935 62,091
Report to the City of Newport Beach Page 13 City Hall Space Needs Analysis
FUNCTIONAL REQUIREMENTS FOR THE BUILDING AS A WHOLE
The following information is presented as a guideline in assumptions which will eventually drive cost
estimates, and which will give some basis for design considerations in master planning the facilities.
This information is also important as part of the architectural program to guide the Architect when
design specifics are required.
General Design Guidelines
• All appropriate codes apply, including accessibility requirements of the ADA.
• City guidelines must be consulted, including those developed and distributed by the various mem-
bers of any future project advisory committee. At present, City building regulatory agencies must
be contacted individually to obtain available published guideline materials.
• Major building corridors should be 6 to 8' wide. Other corridors preferably should be 5'-6" to 6'-0"
wide, and must have a minimum width of 5'. Exposed "outside" turns in these corridors should be
reinforced (though this may be hidden by design treatment). This is especially true of facilities
which will be occupied by the Police Department.
• Doors with heavy, active use should be designed with metal kick plates. Where possible, each ac-
tively used door onto a major corridor should be equipped with a small window or side -light, es-
pecially doors serving larger assembly areas or meeting rooms.
• Wherever rooms have large items of equipment or often produce large volumes of records, the
room should be designed with some access having double doors; examples include the computer
room, etc.
• Throughout the facility, the design should provide unobtrusive and adequate storage locations for
recycling bins. Recycled materials include, at a minimum, paper and soft drink bottles or cans,
deposited into separate containers.
• All lavatories should have locked storage inside or nearby for supplies (paper, soap, etc.) and some
provision for extra capacity in the dispensers themselves.
• Carpet tiles or modular carpet design is suggested in heavy -use carpeted areas to facilitate re-
placement of soiled and damaged areas.
• Floor in copy rooms, file rooms, storage rooms, and related areas should be designed with hard
and durable finishes. Static resistant floors are required in areas where banks of sensitive com-
puter and related equipment are located.
• Rooms and areas with heavy traffic, as well as selected workrooms, should be equipped with du-
rable wall coverings.
• Wherever system furnishings are programmed, it is assumed that the panels will have wire man-
agement for power and communications.
• Cabinets in coffee areas should be designed so that coffee makers do not have upper cabinets di-
rectly above them, but otherwise designed with as much storage cabinets as possible.. All such
cabinets should be designed for heavy use and easy cleaning.
• Where more than one multi -staff work room or open work area is programmed within the same
operational unit, it may be possible to integrate these separate work areas into a single larger work
room or area.
Report to the City of Newport Beach Page 14 City Hall Space Needs Analysis
Building Systems (Communications, Electrical/Lighting, HVAC, Acoustics, Loading, Plumbing)
• General office requirements for good lighting, heating, and air conditioning prevail. The designer
must assure that future building systems are fully integrated with other city control systems where
feasible. Lighting design must take into account the general use of computer monitors throughout
the facility.
• All work stations should be wired for computer LAN, telephone, one computer dedicated duplex
power outlet (verify this requirement with MIS), and one double duplex convenience power outlet.
Offices require additional power outlets on opposing or adjacent walls.
• In addition, selected areas (such as for system printers and copiers) will require a separate com-
puter LAN drop; this should be verified at time of design.
• Large conference rooms and all Department Head offices (or equivalent) should have CCTV lines,
connected to local cable TV. They also should be switchable to other feeds (such as press releases
and central DVD/Video Tape) at a central location, when desired.
• Computer systems must be verified with MIS staff at time of building design.
• HVAC zones should be liberally provided, and must be approved specifically by appropriate De-
partment representatives. All conference and meeting rooms require an independent zone.
• Four levels of acoustic control are needed in the building: general office acoustics, sound attenua-
tion for special equipment, sound insulated rooms (acoustic batt in partitions and above ceiling
surfaces), and acoustic isolation for rooms. The last of these is assumed to include (at a minimum)
insulated slab -to -slab construction, sound baffles in ducts, acoustically sealed doors, and insulated
penetrations (including outlets and switches). This requirement is identified in room -by -room dis-
cussions elsewhere in this report.
• Offices of City Manager and all Department Heads should be acoustically isolated. All conference
and meeting rooms should be sound insulated, or better if so noted.
• Copy equipment may require "special equipment" acoustic attenuation, but this depends on the
machine. In any event, including some separation from other work areas is needed (distance, low
walls, or movable partitions).
• File storage areas (file banks and special file rooms) listed in the program may require extra floor
load capability so that high density filing systems can be used either now or in the future. Simi-
larly, all bulk storage rooms (such as central stores) require high floor load capability.
• Large copy equipment requires both 220v and 110v power, as well as LAN access, for flexibility
in future equipment selection.
• Closets and infrequently used rooms should have lighting on motion detectors (or timer switches)
to assure that lights are turned off when the rooms are not used. Consider such systems through-
out the building as well; this may result in construction or utility -use credits. Verify current local
code requirements with the Building Department.
• Conference rooms should be equipped with a separate, switchable exhaust system, with the motor
somewhat isolated or acoustically insulated, besides the regular HVAC system on an independent
AC zone. Wall timers and control switches may be appropriate in conference areas to activate AC
systems when the rooms are used after hours.
• Coffee service areas, where programmed, require (at a minimum) above -counter power, cold water
supply (1/4" copper line with shut-off) to a coffee maker on the counter, and a nearby sink with
provision for a garbage disposal.
Report to the City of Newport Beach Page 15 City Hall Space Needs Analysis
• Where copy or fax equipment is programmed with coffee service areas, the functions must be
separated to keep copy and fax areas clean and dry.
• Wherever coffee stations are programmed, in the event that a microwave oven is provided at the
coffee station, then provision for a separate, switchable exhaust fan is also required.
Security and Fire Safety Requirements
• Where door control is required, it is recommended that a proximity reader card key system be
used. The control center should be in a secure area near the building computer or telecom-
munications mechanical spaces.
• Where provided, security wiring should be in rigid conduits, to improve the security level.
• It is assumed that the entire building will be fire sprinkled. Some areas require non-standard fire
protection systems, such as chemical systems or use of pre -action controls, high-temperature
heads, integrated pre -discharge alarm systems, earthquake switches, and the like, which will sub-
stitute for or add to the traditional water-based sprinklers. Areas requiring such systems include
the computer room, communications electronics rooms and equipment riser rooms, electrical
equipment rooms, and UPS areas, where they are provided.
• The sprinkler heads should be semi -recessed except where fully recessed heads are required either
to prevent accidental damage or release due to equipment or activity in use there, or due to special
design appearance considerations.
• A separate CCTV security monitoring system may be required for the building. The extent of
such a system, and the location of monitors, should be identified at the time of building design.
Areas to be camera monitored for security may include each exterior door, parking facilities, se-
cure storage areas, and the main lobby area.
• Selected doors may require security alarm sensors, even including doors which may not be card
key operated (such as certain closets or store rooms).
SUMMARY OF GENERAL DESIGN REQUIREMENTS AND GUIDELINES
The City has indicated a number of desires for a new City Hall. Where feasible, these are reflected in
the requirements tabulations and discussions, and the following summary is presented here to give
further assistance in eventual cost estimating, master plan design, and general indication of functional
overview.
• A One-stop Shop concept is assumed, with a long and probably continuous counter serving
Building and Safety, Planning, and Engineering. The counter for Cashiering, should be nearby.
Other counters and reception areas, including Revenue, Human Resources, Personnel (in Admin-
istrative Services) and Fire Department should be convenient to a central "front door" of the facil-
ity.
• The possibility of co -locating Fire Prevention with the other One-stop Shop functions must be ex-
plored.
• There is a desire for more conference rooms rather than fewer, and the program lists some which
are associated with specific departments or functions, and some which are to serve general pur-
poses. Even so, the department -related conference rooms should be designed so that they serve
multiple uses and general City needs.
Report to the City of Newport Beach Page 16 City Hall Space Needs Analysis
4. SPACE REQUIREMENTS DETAILS BY DEPARTMENT
PRESENTATION OF THE REQUIREMENTS
The Space requirements are divided into department groupings as follows:
• City Administration (Council, City Manager)
• Administrative Services
• Building Department
• City Attorney
• City Clerk
• Community Services
• Fire Department
• General Services (only a central janitor facility)
• Human Resources Department
• Planning Department
• Public Works Department
• City Hall Shared/Common Areas
In each case we present first a brief discussion of how the space requirements were arrived at, with
some comments which clarify the requirements, followed by a tabulation ("data sheets") of the re-
quirements and finally illustrations ("bubble diagrams") which graphically (and in scale) represent the
proximity requirements between the functions of the grouping.
General Allocation of Space Standards
Space standards are presented in an Appendix to this report. In summary, we have made the follow-
ing general allocations:
Position
Standard
Sq. Ft
City Manager
PO -7
300
Department Head
PO -6b
280
Deputy Department Head; Attorney
PO -5
210
Division Head
PO -4
180
Typical Manager Requiring an Office
PO -3
ISO
Other Offices (based on function)
varies
180-120
Large Cubicles (100 so
en -E
10' x 10'
Most Cubicles (80 sf to 64 so
en-C/D
8'x 10' or 8'x 8'
Other Cubicles (48 so
en -B
6' x 8'
Field-based Staff (36 so
en -A
6'x 6'
It is an easy matter to adjust the standard allocations since all data sheets are entered into our com-
puter systems. If the City in its review should wish to examine the effects of larger (or smaller) stan-
dards, then this can be computed by changing an appropriate reference table.
Report to the City of Newport Beach Page 17 City Hall Space Needs Analysis
Comparison of Space Standards to Existing Spaces
The following table identifies a selected list of space allocations from Report 1 and the space stan-
dards which have been allocated for them in the analysis which follows. The "Std" columns identify
the space allocated (required) and the "Pres" columns identify the average amount of space now oc-
cupied by the indicated staff position and the numbers of workstations used in computing the indi-
cated averages. Ranges are noted where we have used different standards based on actual job activi-
ties and functions.
Details of allocations made are presented on the requirements computation data sheets in this report,
and details of the present actual space occupied are presented in Report 1.
Space Standards Assigned
Selected List of Grouped Workstations
by Category of Similar Job Titles
Data Sheets
Std
Std
Pres
Pres
Position
Code
SF
Avg
No
Accountant
en -D
80
87.5
2
Aide-eng
en -B
48
39.0
1
Analyst
en -E
100
104.0
2
Analyst
PO -2
120
106.8
6
Asst -Administrative
varies
varies
96.0
8
Asst -Clerical
en -C
64
45.0
1
Asst -Department
en -C
65
61.2
11
Asst -Human Resources
PO -2
120
81.0
2
Asst -Mapping
en -E
100
80.0
2
Asst -Management
en -D
80
92.0
1
Asst -Office
varies
varies
65.0
5
Deputy City Clerk
en -D
80
76.0
2
Clerk -Fiscal
en -C
64
48.0
8
Clerk -Sr. Fiscal
en -C
64
51.8
5
Asst City Manager
PO -5
210
195.5
2
Coordinator
en -D
80
79.3
4
Coordinator
PO -2
120
121.0
5
Director
PO -6b
280
227.0
7
Eng -CE Assoc
en -E
100
99.2
5
Eng -CE, Jr
en -E
100
45.7
3
Data Sheets
A discussion of the conventions, abbreviations, and formats used in the data sheets appears as an Ap-
pendix to this report. Generally the tabulation is straight forward: each item is followed by the corre-
sponding space standard, and then, in columns for each Planning Level we identify the quantity and
extended value or space required. Items which form sub -categories of space are indented in the item
name column.
We have listed equipment now in use as a baseline, and have applied standards to the list to show
what space is needed today, but we would obviously not advocate building the "present required"
amount of space since it has no expansion or contingency built in. To allow for increases in equip-
ment, where this is logical and advisable, we have added a growth factor, which is identified on the
data sheets.
Note that each block of required space also has a inner circulation allowance ranging from 10% to
20%. Where a unit has significant amounts of open plan workspace, we typically use a lower total -
Report to the City of Newport Beach Page 18 City Hall Space Needs Analysis
Std
Std
Pres
Pres
Position
Code
SF
Avg
No
Eng -Civil
varies
varies
107.5
4
Eng -PCE
PO -3
150
139.4
5
Insp-Bldg/Eng
en -B
48
43.4
9
Insp-Bldg, Chief
PO -3
150
180.0
1
Insp-Bldg, Principal
en -D
80
65.0
2
Insp-Bldg, Sr
en -C
64
31.0
3
Intern(s)
en -B
48
34.7
3
Intem(s)
en -C
64
53.3
3
Manager
PO -3
150
131.5
2
Manager, Div & Admin
PO -4
180
143.9
9
Planner -senior
PO -3
150
111.4
5
Planner -Assoc
PO -2
120
115.0
2
Planner -Asst
en -E
100
79.3
4
Specialist -fiscal
en -C
64
44.4
5
Specialist -fiscal (Payroll)
en -D
80
75.0
1
Specialist -other
en -C
64
55.8
5
Technician
en -D
80
69.0
5
Technician -Sr
en -E
100
99.5
2
Technician -permit
en -B
48
41.3
3
Field Staff (most)
en -A
36
35.6
5
A discussion of the conventions, abbreviations, and formats used in the data sheets appears as an Ap-
pendix to this report. Generally the tabulation is straight forward: each item is followed by the corre-
sponding space standard, and then, in columns for each Planning Level we identify the quantity and
extended value or space required. Items which form sub -categories of space are indented in the item
name column.
We have listed equipment now in use as a baseline, and have applied standards to the list to show
what space is needed today, but we would obviously not advocate building the "present required"
amount of space since it has no expansion or contingency built in. To allow for increases in equip-
ment, where this is logical and advisable, we have added a growth factor, which is identified on the
data sheets.
Note that each block of required space also has a inner circulation allowance ranging from 10% to
20%. Where a unit has significant amounts of open plan workspace, we typically use a lower total -
Report to the City of Newport Beach Page 18 City Hall Space Needs Analysis
unit inner circulation. The open work areas themselves have a built-in circulation allowance of up to
25%, based on the items located there.
The inner circulation allows for department -based circulation and not the main building corridors or
lavatories, etc. An example of existing "inner circulation' space is shown on the existing City Hall
space plan which is presented in our earlier report.
Bubble Diagrams
The bubble diagrams are also presented according to a logical convention that illustrates the priorities
of adjacency and functional proximity. A legend is supplied which keys the symbols used. Note that
open areas generally can be combined, but we suggest that the departments remain somewhat distinct
for security and privacy, and also for efficient work flows.
The bubble diagrams are also presented in relative scale, so that similar rooms on each drawing are
similarly presented. This also allows for easier understanding of the tabulation of requirements,
which are fully presented on the bubble diagrams. The Planning Level used is PL -2, which is ap-
proximately the mid -point of the projection window.
Report to the City of Newport Beach Page 19 City Hall Space Needs Analysis
DISCUSSION OF ALLOCATIONS
City Administration
City Council
• The Council Chambers is programmed exactly as it is today, under the assumption that the facil-
ity will remain in the renovation plan.
• One office of size similar to the room used today is programmed for use by the Mayor. We do
not program separate offices for each of the other council members.
• The space for the Department Assistant to the Mayor is increased, and it is assumed that this will
(continue to) be located in the building lobby in the future.
City Manager and Related
• The office -based staff are allocated rooms of similar average size, though it is noted that these
rooms vary quite a bit today due to the existing building configuration.
• The space allocated for the Department Assistant is similar to that today, and a second person is
programmed in the future (PL -2). It is assumed that these persons will be located in a reception
or lobby area near the Administrative offices.
• We program a conference room in the requirements at present. The CM's office is used often as
a conference area (by others when the CM is away), and a separate room to seat 6 or so appears
needed.
Summary
The requirements are summarized as follows:
Report to the City of Newport Beach Page 20 City Hall Space Needs Analysis
Pres
Pres
Item (Net Sq. Ft.)
Actual
Req'd
Level I
Level 2
Level 3
Administration
Council Office Areas, NSF
202
290
290
290
290
Chambers Areas, GSF (see note)
3,622
3,622
3,622
3,622
3,622
City Manager, NSF
1,190
1,800
1,900
1,900
1,900
Total Administrative Areas
5,014
5,712
5,812
5,812
5,812
Report to the City of Newport Beach Page 20 City Hall Space Needs Analysis
Administrative Services Department
Administration
• Aside from increases due to application of proposed space standards, the major increase in Ad-
ministrative areas is due to the addition of a conference room for this department. There is no
such room today. This room, if located accordingly, should serve all divisions of the Department,
including Revenue (personnel) for private meetings, but also to meet a range of other needs.
Fiscal Services
• The workstations of Fiscal Services are in some cases very much below the recommended stan-
dards, and this accounts for the greatest part of increase in requirement.
• Print Shop and Mail Room are programmed essentially on the basis of current operational levels,
and assume that the functions now in place will continue. Also, some increase is programmed for
the Print Shop, to account for overcrowding today.
• Note that the warehouse area is programmed with City Hall Shared and Common Areas, below,
but should be located very close to these operations.
MIS
• MIS is the largest component of the department, and represents the greatest total square footage
increase, though not the largest amount on a percentage basis.
• A significant part of the requirement is driven by application of appropriate work station sizes,
especially for GIS functions (but also others).
• An increase in the Computer Room requirement is based on contingency assumptions (we allow a
15% increase).
• Telecommunications workspace includes storage facilities which are now provided in the old jail
building adjacent to the current work areas.
• No separate conference room is programmed with this division, but the Department is allocated
its own conference room, and it is expected that MIS could make good use of it.
Revenue
• Even though this area was recently renovated, our calculations suggest that this function requires
more space than it is currently allocated. Part of this is due to the layout constraints imposed by
the existing building.
• We have noted that the hearing officers programmed here (we program a shared workstation) also
use the central hearing room in the Building Lobby. We program conference space that can be
used for hearing room functions with City Hall Shared and Common Areas.
Accounting
• We have programmed this area with the Finance Officer nearby in a private office. That position
is today remotely located from the other functions.
• Payroll functions are given increased work areas, and space is allocated to allow for increased
privacy.
Report to the City of Newport Beach Page 21 City Hall Space Needs Analysis
Shared Areas
The department is programmed with two support areas: a vault and a coffee area. These should
be located in an area convenient to all functions, though the vault itself is more closely related to
Fiscal Services and should be nearest to it.
The vault is programmed for (continued use of) high-density shelving systems, and so needs
added floor loading capacity. The vault also contains items of value, including some cash, and
should be designed with this heightened security in mind.
Summary
The requirements are summarized as follows:
Report to the City of Newport Beach Page 22 City Hall Space Needs Analysis
Pres
Pres
Item (Net Sq. Ft.)
Actual
Req'd
Level I
Level 2
Level 3
Administrative Services Department
Administration, NSF
519
1,070
1,070
1,070
1,070
Fiscal Services
Fiscal Svcs, Adm. NSF
101
220
220
220
220
Fiscal Svcs, Cashiering NSF
512
721
721
721
721
Fiscal Svcs, A/P, NSF
205
390
390
390
390
Fiscal Svcs, Print Shop NSF
719
880
880
880
880
Fiscal Svcs, Mailroom NSF
513
660
660
660
660
Management Information Systems
MIS, Administration NSF
141
220
220
220
220
MIS, Applications NSF
735
820
910
910
910
MIS, GIS NSF
657
966
1,056
1,056
1,056
MIS, Operations NSF
573
742
742
742
742
MIS, Computer Room NSF
443
550
550
550
550
MIS, Telecoms NSF
640
896
896
896
896
Revenue NSF
1,084
1,520
1,520
1,610
1,700
Accounting NSF
753
1,148
1,148
1,148
1,258
Total Admin. Svcs. Department
7,912
11,243
11,423
11,513
11,713
Report to the City of Newport Beach Page 22 City Hall Space Needs Analysis
Building Department
Administration
• The Director and the department clerical staff are programmed with Administration.
• We program a conference room (not an enclosed open area) of similar but slightly larger size than
the existing panel -enclosed space, which should be located also for use by other department.
• We assume this conference room will be located near the administrative functions, however,
rather than near the One-stop Shop functions which would have a more public location.
Plan Check and Permitting
• Plan Check and Permitting is divided into four areas: Plan Check/Permitting Administration (the
Deputy Building Official), One-stop Shop (OSS) Customer Service, OSS Plan Check, and Back-
room Plan Check.
• It is assumed that the administrative and back room areas will be located near to but not with the
OSS functions which would be located at a central counter for all development functions. Cur-
rently, these other areas are located upstairs with the OSS operations downstairs. This is not
ideal, but it is workable, as long as there is convenient access between the areas.
• The office of the Deputy Director should be near to the department administration, discussed
above.
• The OSS operations should be integrated with other OSS functions allocated to other depart-
ments, as well as general OSS spaces allocated with City Hall Shared and Common Areas (see
discussion under that heading).
Inspections
• Inspection functions are programmed open work areas, in concept similar to the facilities today
but enlarged according to proposed and recommended workstation space standards. The work
areas today are improved from earlier conditions, but are constrained by the existing building de-
sign.
Summary
The requirements are summarized as follows:
Total Building Department 3,988 4,765 5,218 5,276 5,416
Report to the City of Newport Beach Page 23 City Hall Space Needs Analysis
Pres
Pres
Item (Net Sq. Ft.)
Actual
Req'd
Level I
Level 2
Level 3
Building Department
Administration NSF
1 155
1291
1431
1431
1,431
Plan Check & Permitting
Plan Check Adm NSF
221
250
250
250
250
OSS Customer Service, NSF
911
1,300
1,435
1,435
1,435
OSS Plan Check, NSF
102
120
240
240
240
Back Office Plan Check, NSF
658
710
710
710
850
Inspection NSF
941
1094
1152
1210
1,210
Total Building Department 3,988 4,765 5,218 5,276 5,416
Report to the City of Newport Beach Page 23 City Hall Space Needs Analysis
City Attorney
• All attorneys are provided offices of the same size, except for allocating the standard for depart-
ment heads to the City Attorney.
• The law library is allocated a slightly larger space, assuming law books will be located here. The
current library in the City Attorney's office is assumed (eventually) to be allocated space in the
main library, once it is configured and located appropriately.
• We also program a small guest receiving area and assume that the clerical areas are sized for
open -area work stations that have both some improved privacy but also ability to observe the
point of entry and guest seating areas.
Summary
The requirements are summarized as follows:
Pres Pres
Item (Net Sq. Ft.) Actual Req'd Level 1 Level 2 Level 3
City Attorney 1,466 1,817 1,817 2,057 2,057
Report to the City of Newport Beach Page 24 City Hall Space Needs Analysis
City Clerk
• The City Clerk is allocated an office based on the proposed standard for department heads, which
is notably larger than the current office size.
• Deputy staff are programmed work areas similar to that today, but assuming better configuration
and circulation to and around the required counters and equipment.
• Some added space is programmed for scanning functions and work area, though it is assumed that
each department will retain responsibility for conducting its own scanning programs and that re-
cords management will be accomplished through guidelines and programs which the individual
departments will carry out.
• The vault is sized to accommodate some increases in time (we program a 25% increase at pre-
sent), but also to provide for needed circulation and access within the vault itself.
• A general store room is currently provided upstairs, and contains some records from each of sev-
eral departments. Corresponding space is not programmed with the City Clerk, but is listed with
City Hall Shared and Common Areas, discussed separately.
Summary
The requirements are summarized as follows:
Pres Pres
Item (Net Sq. Ft.) Actual Req'd Level I Level 2 Level 3
City Clerk 824 1,173 1,173 1,173 1,173
Report to the City of Newport Beach Page 25 City Hall Space Needs Analysis
Community Services Department
Administration
• The items included with Administration are those that were present at out survey of operations.
That is, some staff, such as Media Coordinator and Graphic Specialist, which are listed with Ad-
ministration but located elsewhere, are not allocated City Hall space.
• We do not allocate a dedicated conference room for this department since many meeting areas are
provided in off-site facilities; and it appears possible for the department to meet it's City Hall
meeting needs by sharing one of the other conference rooms in the program.
Recreation Services
• The staff who now have offices (even shared ones) are programmed private offices in the future.
Our standards provide for no space smaller than the present allocation, and some are larger.
• The open work area includes a larger work station for visiting (field) staff, and two such work
stations in the future. This allows for some flexibility in regard to City Hall staff as well, since
the added station could be converted to various uses if needed.
• The store room allocation is enlarged by 50%, based on our survey, but the allocation is only an
estimate of future needs.
Summary
The requirements are summarized as follows:
Total Community Services 2,076 2,769 2,934 2,934 2,934
Report to the City of Newport Beach Page 26 City Hall Space Needs Analysis
Pres
Pres
Item (Net Sq. Ft.)
Actual
Req'd Level 1 Level 2 Level 3
Community Services
Administration NSF
893
1 174 1 174 1 174 1,174
Recreation Services NSF
1 183
1595 1760 1760 1,760
Total Community Services 2,076 2,769 2,934 2,934 2,934
Report to the City of Newport Beach Page 26 City Hall Space Needs Analysis
Fire Department (Administration)
• The Fire Chief is allocated office space for a department head, and the secretary is assumed to
remain in a separate reception room (rather than in a shared open work area) as is the case today.
• Support Services functions are programmed in a central open work area (with the Manager in a
private office). The office standard is similar to the take -off for the existing room (slightly
smaller), but the present room is made somewhat dysfunctional due to its shape.
• The conference room allocated to the department is smaller than present, with a larger conference
room listed with City Hall Shared and Common Areas. This allows smaller training and meeting
sessions in the department conference room (2/3 the existing large room) and larger sessions in
the room shared by all in the City Hall.
• Fire Prevention areas are programmed with the Fire Marshal allocated space for a deputy depart-
ment director (in terms of City Hall based Fire administrative staff). Other staff are provided
space in an open work area, with a public counter and waiting area. This may be combined with
the City Hall One-stop Shop (OSS) functions if it is so desired.
• EMS Management functions are programmed with the Manager in a private office (based on ex-
ecutive manager office standards), and the other staff in an open work area. The open work areas
of the department can be combined in the final layout, but this is an issue for the Fire Department
to determine once a design approach is selected by the City.
• We have added Training, Community Relations, and Emergency Services under the same head-
ing on the data sheets. The Training Chief is allocated a Manager -level private office (a bit larger
than the existing office), and the other staff are, as is the case today, provided space in open area
work stations. In total, the requirement is about 30% greater than the space allocated today.
• General storage is also allocated to the department based on the space taken now in the old jail
building (adjacent to the current office facility), but we allocate only an area which is equal in
size to this.
Summary
The requirements are summarized as follows:
Item (Net Sq. Ft.)
Fire Department
Office of the Fire Chief NSF
Support Services NSF
Fire Prevention NSF
EMS Management NSF
Training/CR/ES NSF
General Storage NSF
Total Fire Department (Admin)
Pres Pres
Actual Rea'd Levell Leve12 Leve13
468
580
580
580
580
1092
1010
1010
1010
1,010
909
1042
1145
1227
1,227
240
374
374
374
374
466
603
603
603
603
242
280
280
280
280
3,417 3,889 3,992 4,074 4,074
Report to the City of Newport Beach Page 27 City Hall Space Needs Analysis
General Services
We have programmed a central work room for janitorial supplies and coordination. The room
should be equipped with shelving, open floor storage space, and a small desk for management
purposes.
• The allocation we have made is contingent upon various design decisions and development, and
must be reviewed again by General Services once space planning is underway.
Summary
The requirements are summarized as follows:
Pres Pres
Item (Net Sq. Ft.) Actual Req'd Level I Leve12 Level 3
General Services 155 210 210 210 210
Report to the City of Newport Beach Page 28 City Hall Space Needs Analysis
Human Resources Department
• The biggest increase in space required over space currently occupied is driven by upgrading
workstations to the proposed standards for these positions.
• The Director is allocated a department -head office standard, which is nearly double the present
size, and other staff, some of whom are in shared offices, are each allocated private offices due to
the.need for privacy and confidentiality.
• An open work area is also allocated for support staff and related functions. The space also in-
cludes adequate circulation and access space, which accounts for most of the increase in need to-
day.
• A department conference room is allocated for interviews and some small -group or individual
testing, though the room should be located for general use by other departments when available.
All conference rooms, whether allocated to a specific department or not, should be reserved
through a central system.
• A separate file room is programmed for employee files, even though these are in an open area to-
day. We believe the added security and the increased flexibility in providing ample storage space
overcome any inconvenience from having the files more accessible in an open area.
• Note that this department staffing is increased on the basis of total City growth as well as other
needs (such as improved attention to risk management) based on our interviews with City staff.
The space requirements take the staff projections into account.
Summary
The requirements are summarized as follows:
Pres Pres
Item (Net Sq. Ft.) Actual Req'd Level 1 Level 2 Level 3
Human Resources Department 1,200 2,178 2,178 2,318 2,608
Report to the City of Newport Beach Page 29 City Hall Space Needs Analysis
Planning Department
Administration
• We have programmed a private office for the Director, and note that the standard for this position
is essentially the same size office as that now provided.
• The Administrative Assistant is allocated an open work area (not unlike the space today), includ-
ing some added seating for visitors to the Director's office.
Economic Development
• Economic Development staff are allocated private offices of appropriate workstation standard,
and an open workstation for the department assistant. This open area should be near to the of-
fices, but can otherwise be combined with the open work areas for the department so that support
staff can communicate and work with one another as required.
Current Planning
• Current Planning is divided into two areas: the main office (which would be located with the rest
of the department) and One-stop Shop (OSS) functions (which would be located with the central
OSS counter and work areas for the City Hall). These functions are today on separate floors, but
this need not be the case. The functions require convenient access between them both for staff
and for public visitors.
• The main office functions are provided with private offices (for Senior and Associate Planners),
plus an open work area for Assistant Planner staff and equipment. Note that Senior Planners in
the Department are allocated offices of slightly larger size than Associate Planners, based on a
possible need for more visitor seating or more special project storage space.
• The OSS functions include a counter allocation and a public waiting area. These should be ex-
amined in relation to the other OSS counter and waiting areas which are programmed for the
building (see discussion below with City Hall Shared and Common Areas).
• Note that there is only a small counter area which can be ascribed to Planning today; in the pro-
jection of needs, we identify the need for one Planning counter station today and two in the future
(but these should be shared as needed with other departments).
• Staff work space in the OSS area is included for the Planning Technician in charge of counter
functions and for two Assistant Planners who are programmed to be located in this vicinity.
Advance Planning --
• Advance Planning staff are allocated private offices of appropriate workstation standard, and an
open workstation for the department assistant. As noted above, Senior Planners in the Depart-
ment are allocated offices of slightly larger size than Associate Planners, based on a possible need
for more visitor seating or more special project storage space.
• The Advance Planning open area (files and equipment only) should be near to the offices, but can
otherwise be combined with the open work areas for the department.
Shared Areas
• A number of staff and items of equipment are shared by the planning functions of the department
and are listed separately under the "shared" heading. This provides information for the designers
so that these operations can be located for most convenient operations.
Report to the City of Newport Beach Page 30 City Hall Space Needs Analysis
• We also program a conference room (similar in size to the room allocated today to the Building
Department, but programmed as an enclosed room, not an open, panel -enclosed space). This
room also is to be used for packet preparation, but will further be useful not only for conferences
and meetings but to serve as workspace for special projects (or consultants) when this is needed.
• The department vault is sized based on the equipment located in it, and because it is so over-
crowded the need is computed at 415 sq. ft. This also includes space for the items currently lo-
cated under the stairs. In total, the existing storage space amounts to 257 sq. ft.
Code Enforcement
• Code Enforcement staff currently share one large office. In the future we have programmed the
Code Enforcement Supervisor with an office based on the standard for division managers, and
provided a basic (120 sq. ft.) office for the assistant.
• This approach provides the most flexibility in the future, and also allows space to be allocated in
different ways if the function is changed in the future.
Summary
The requirements are summarized as follows:
Total Planning Dept
4,646 4,756 4,846
Report to the City of Newport Beach Page 31 City Hall Space Needs Analysis
Pres
Pres
Item (Net Sq. Ft.)
Actual
Req'd
Level I
Level 2
Level 3
Planning Department
Administration NSF
579
630
630
630
630
Economic Development NSF
360
404
404
404
404
Current Planning
Office Areas NSF
564
710
670
780
780
OSS Areas NSF
378
747
812
812
812
Advance Planning NSF
309
420
420
420
420
Shared Area NSF
1054
1280
1350
1350
1,440
Code Enforcement NSF
231
360
360
360
360
Total Planning Dept
4,646 4,756 4,846
Report to the City of Newport Beach Page 31 City Hall Space Needs Analysis
Public Works Department
Administration
• We have programmed a private office for the Director, and note that the standard for this position
is essentially the same size office as that now provided.
• The Administrative Manager is programmed with an office here, and is presumed to remain with
the Administrative area even if the One-stop Shop (OSS) functions which are supervised are lo-
cated farther away in the future.
• A work area is programmed with the Director (similar to the configuration today) for a possible
administrative assistant and reception space in the administrative area. This space is used for
general filing today.
One Stop Shop Areas
• OSS staff and support areas are programmed separately. These areas would be located near the
public functions making up the City Hall OSS, including those for Building, Planning, and Public
Works Departments.
• The area includes an allocation for 3 counter stations today, and increasing to a requirement for 4
stations in the future (at PL -1). This is in line with the guidelines approved (via questionnaire) by
the OSS review team and discussed in the white papers which have been submitted under sepa-
rate cover.
• The OSS functions include a public waiting area. This, and the counter stations as well, should
be examined in relation to the other OSS counter and waiting areas which are programmed for the
building (see discussion below with City Hall Shared and Common Areas).
Engineering
• Engineering requirements are divided into three parts: Administration (City Engineer), General
Engineering, and Inspection/Survey.
• The City Engineer is allocated space for a Deputy Department Director. Other engineers are al-
located workstations according to the standards discussed elsewhere in this report.
• There are three open work areas allocated to Engineering, but they can be combined based on
building configuration and convenience. But each open area should be kept together for opera-
tional efficiency. The three areas are (a) Engineering Open Work Area, (b) Inspection Open
Work Area, and (c) Survey Open Work Area..
Transportation and Development Services
• Transportation and Development Services requirements are divided into three parts: Administra-
tion (the T&DS Manager), Transportation, and Development Services.
• As with Engineering (noted above), each engineer is allocated a workstation according to the
standards discussed elsewhere in this report.
• Two open work areas (Transportation, and Development Services) are programmed separately,
but these can be combined in design and layout, as long as the staff workstations and items of
equipment programmed in each one are kept together.
• Note that in some cases we have programmed layout tables, copy and blueline equipment, and
other items which require general access by various staff from any part of the Department.
Report to the City of Newport Beach Page 32 City Hall Space Needs Analysis
• A Traffic Control Room is programmed with Transportation and should be designed with its
electronic systems and other requirements in mind. This room will have display panels and com-
puter equipment that connects to the traffic sensors and control devices throughout the City.
• A Plan File Room ("vault") is programmed with Development Services to contain the archive of
plans for the City's public works as well as the scanning and printing system which the City is
moving to. The room size is based on current equipment, with some allowance for growth. But,
due to current crowding, the present need is 610 sq. ft. compared to 458 sq. ft. today (this existing
figure includes the plan storage rooms in both buildings).
Shared Areas
• Three areas are programmed as "shared" by the department: a conference room, a coffee area,
and a general storage room.
• The program includes space for a department conference room somewhat larger than the present
one (to accommodate 8 persons comfortably). This should be located for general City use, as
well as occasional public access, but it is expected that Public Works will make significant use of
it. All conference rooms, whether allocated to a specific department or not, should be reserved
through a central system.
• Note that a separate conference room is allocated with general OSS areas, similar in size to the
existing Public Works conference room. See discussion with City Hall Shared and Common Ar-
eas.
• The coffee area and general store room should be convenient to all staff areas. The store room
corresponds to the space currently under the back stairs.
Summary
The requirements are summarized as follows:
Total, Public Works Dept 5,723 7,402 7,622 8,037 8,242
Report to the City of Newport Beach Page 33 City Hall Space Needs Analysis
Pres
Pres
Item (Net Sq. Ft.)
Actual
Req'd
Level I
Level 2
Level 3
Public Works
Administration NSF
714
780
780
780
780
OSS Areas NSF
642
1040
1 105
1105
1,105
Engineering NSF
1903
2300
2385
2530
2,530
Transportation & Dev. Svcs. NSF
2099
2782
2852
3122
3,327
Shared Areas NSF
365
500
500
500
500
Total, Public Works Dept 5,723 7,402 7,622 8,037 8,242
Report to the City of Newport Beach Page 33 City Hall Space Needs Analysis
City Hall Shared and Common Areas
Conference Rooms
• Two conference rooms are programmed with City Hall Shared and Common Areas: a 300 sq. ft.
conference room seating up to 12 persons (8-10 with a presentation area), and a large conference
room of 560 sq. ft. intended to serve as the "Fire Department" conference room does today.
• In addition, a number of conference rooms are programmed with the departments as primary us-
ers, though it is understood that a112 conference rooms will be accessible for use by any depart-
ment if it is so scheduled. The use of conference rooms should be scheduled through a central re-
source (via computer). Each conference room programmed with a department should be located
in close proximity to it.
• The following table summarizes the programmed conference rooms, and compares them to the
corresponding areas where feasible. Note that there are 4 new conference rooms in the program:
City Manager conference, Administrative Services conference, Human Resources inter-
view/conference, and a new, smaller Fire Department conference in lieu of the larger one now
listed with Shared & Common Areas.
Existing Standard Required
Sq. Ft. if any Code Sq. Ft.
Programmed with Shared & Common Areas
Hearing Room ("Lobby Conf Rm" today) 244 C-5 300
Large Conference Room (general use) (see Fire Dept) C-9 560
Programmed with Departments
City Admin -Council Conference Room
400
(Existing)
400
City Mgr. Conference Room
none
C-3
180
Admin. Svcs. Conference Room
none
C-5
300
Bldg. Dept. Conference Room/Library
178
C-3
180
City Atty. Law Library
258
C-5
300
Fire Department Conference Room
555
C-6
360
HR Conference/Interview Room
none
C-3
180
Planning Dept. Conf Rm/Packet Prep
84
C-3
180
Public Works Conference Room
176
C-4
240
Shared Areas -OSS Conference Rm
none
C-3
180
Total SF, all Conference Rooms
1,895
3,360
Total No. of Conference Rooms
7
12
Avg. SF/Room
271
280
Building Lobby and Related Areas
• The existing building lobby (excluding the workstations and lobby conference room) amounts to
532 sq. ft. today. In keeping with this conservative approach we have programmed only 1,000
net sq. ft. into lobby space. Additional space may be derived from the net -to -gross circulation
allowance, but this depends entirely on circumstances of design and layout.
• Public lavatories are not separately programmed and are assumed to be contained in the 80%
building efficiency used to calculate gross space requirements.
Lunchroom
• We have programmed a modest lunchroom facility similar to that which exists today. The City
has recently invested space and funds to provide a newly configured lunchroom, and the consen-
sus obtained in our interviews suggests that this size facility meets the City Hall requirements.
2 There may be exceptions to this, based on City policy. For example, the Law Library might be off-limits, due
to valuable books there, unless cleared with the City Attorney.
Report to the City of Newport Beach Page 34 City Hall Space Needs Analysis
One -Stop Shop Facility
One-stop Shop (OSS) facilities are programmed with the departments that each have some OSS
functions (Building, Planning, Public Works). There are additional areas which are not allocated
to the needs of one department, however, and these are programmed here with City Hall Shared
and Common Areas.
• The additional items programmed here include
(a) Counter space (2 stations) for other users, such as on call or on periodic scheduled bases.
These may include Utilities, Harbor, General Services, Police, and others. In addition, even
though the Fire Department is programmed space for public counter functions with the Fire
Marshal, it may be desired to have the Fire Department physically locate some staff resources
to the central OSS on a scheduled bases, and this counter allowance would serve such a plan.
(b) Visitor research space, including provision for 2-3 PC terminals, file areas, and two work ta-
bles.
(c) Space behind the public counter for 3-4 department PC terminals for staff use.
(d) A conference room, similar in size to the existing Public Works conference room, and for use
exclusively by OSS functions.
• The areas programmed with the three main OSS departments include the following:
(a) Building counter stations (4 now, then 5) each about 5 -ft 6 -in wide)
(b) Planning counter stations (1 now, then 2) each about 5 -ft 6 -in wide)
(c) Public Works counter stations (3 now, then 4) each about 5 -ft 6 -in wide)
(d) Waiting Areas with each department, totaling 480 sq. ft.
(e) Staff workstations and work areas with each department.
• The total OSS space requirement, including the department areas, conference room, visitor areas,
counters, etc., is 4,237 net sq. ft. at present and 4,642 net sq. ft. at PL -2/3.
Warehouse and Storage
The existing warehouse space is 445 net sq. ft. (including interior aisles), and we have pro-
grammed a requirement of 600 net sq. ft. plus 90 sq. ft. for net circulation areas. The added space
should accommodate both the increase need due to the small amount of City Hall growth over
time, and also integration of file storage space into a warehouse area (now in the attic of Building
B).
Summary
The requirements are summarized as follows:
Total, Shared/Common Areas
1,761 4,190 4,190 4,210 4,210
Report to the City of Newport Beach Page 35 City Hall Space Needs Analysis
Pres
Pres
Item (Net Sq. Ft.)
Actual
Req'd
Level I
Level 2
Level 3
City Hall Shared/Common Areas
Conference Center NSF
244
1080
1080
1080
1,080
Building Lobby & Related NSF
532
1000
1000
1000
1,000
Lunch Room NSF
540
730
730
730
730
OSS Facility Additions NSF
0
690
690
710
710
Warehouse NSF
445
690
690
690
690
Total, Shared/Common Areas
1,761 4,190 4,190 4,210 4,210
Report to the City of Newport Beach Page 35 City Hall Space Needs Analysis
REQUIREMENTS DETAILS — DATA SHEETS AND BUBBLE DIAGRAMS
The following pages present the requirements detail computation sheets. The conventions used and
other information which may assist in reading the data sheets are presented in Appendix A of this re-
port. The standards which underly the requirements are presented in Appendix B.
Report to the City of Newport Beach Page 36 City Hall Space Needs Analysis
Newport Beach Civic Center Space Needs Analysis
City Hall - Page I
ITEM
Space Standard
Code Sq. Ft.
At Present
Actual Required
Ft. WS Sq. Ft.
Projected Requirements
Level I Level 2 Level 3
WS I Sq. Ft. WS Qtyj Sq. Ft. WS Qtyj Sq.
Ft.
Administration ,
— - -- --
OIRce of Mayor and Council
-- -
–
-
-
0110ce Areas
Mayor
PO -3
150
1441
1 1
150
I
I
150
I 1
1501
1
1
1.50
Council Member
0:. 0
0
0
01 0
0
01
Dept Asst to Mayor
en -D
80
581
I 1
80
1
1'
80
I 1
80
I
1
80
Subtotal Assigned SF
2021
2'
230
2
230
2
230
2
230
Circulation Allowance
Unit Circ -4
25%1
60
601
60
60
Total, Council Office Areas, NSF
202'
21 1
2901
2
290
2
290
2
290
Council Chambers Areas
Existing Complex is assumed to remain
Conference Room
400
400
400
400
400
151-u
Council Lavatory
42
42
42
42
42
:Chambers, Front Area
735
735
735
735
735
Chambers, Seating Area
1064
1084
1064
1
1084
1084
Chamber, Projection
96i
1
96
96
96
96
Chambers, I - rage
148
146
148
148
148
Chambers, Lobby
6211
1
621
621
621
621
Chambers, Inner Net Circulation
65'
65
65
65
65
I
mb
Chaers, Lobb Lavatories
292
292
292
292
292
Chambers, Misc Mechanical Areas
12
12
12
12
12
;Chambers, Misc. Wall Thickness
127
127
127
127
127
I
,
Subtotal Assigned SF
3,622
0'
3,622
0
3,622
0'
3,622
0
3,6.22
Circulation Allowance included above
Total, Chambers Areas, GSF
3,622'
Oi
3,622
0
3,622
0'
3,622
0
3,622
i
I
i
City Manager
Exec Asst to City Mgr
Asst City Mgr_ - _ -
Asst City Mgr. — --
PIO 1
PO -7 300
Rete t-2 180
P0.5 210
0
PO 5 210
-- -- -
PO -4 180
294
1861 -------
235
156'
-- --
152
I
-1-T-
1 1
_h I
I
I 1
300
180
- —
210
---
210
- --
180
I
- 1
-
- I
1
1
I
I -
_T
}
I
-
1 j
300
_ 180
.....-i
10
-
180
1 1
1 1
- -+- I
I I
I� 1
300
-- 180
2I0
---
210
I80
1
1
I
I
I
-
-- 2
- -
7
�
1 300
1 180
I 210
-- .
I 210
1 180
1 60
-- 2 --_-- 160
- 1 40
- I "--' 180
1,520
I 380
Coy Room/Supplies clos-4 60 50 _ _ 1 60 - 1 60 _ 1 60
LLQ Reception Area -J _
1 Dept. Asst en -D 80 1171 I r 1 80 2 21 160 - 2 2 160
E ui nt/Files _ allowance 40 incl 1 I 40 I], _ - 40 t 1 40
Conference -Room - -I80 none I I80 I -- I 180
—rte- - ---- ---- - -F -- -- - - -
Subtotal Assigned SF 1,190_ 6 1,440 7 1,520 7i 1,520
-------------- ---- - - --- -- ----
Circulation Allowance Unit Circ -4 25% 360 380 — - 380
- -- '
Total City Manager, NSF
Total�AdminiseradveAreas -- --
Area less chambers comex
Densly (sf/workstation)
....... _..____.... _._._._-_-.-_.-___.-.- -.... ____.._
-
-
1,190. 6 1,800
-1--
S,OIIT 8�- 51712
1392' ___ 2,090
-L
174.0: 261.3
1
- 7
-- 9
1,900 71 -
?
5,812 9'
-- ----- --
2 190 -- -
243.3
_ _ �
1,900
5,812
--
2,190
243.3
7
-1,900
I
-9 5,812
- 2,190
243.3
Griffin Advisors, Inc. Printed 7/28/02
I
Newport Beach Civic Center Space Needs Analysis
City Hall - Page 2
Griffin Advisors, Inc.
Printed 7/28/02
At Present
Projected
Requirements
Space Standard
Actual
I Required
Level I
Level 2
1
Level 3
ITEM
Code
I Sq. Ft.
Sq. Ft. WS
I Qtyj
So. Ft.
WS I Qtyj Sq.
Ft.WS
Q
Sq. Ft
WS Q Sq. Ft.
Administrative Services Department
Administradon/Resource Man ement
Director/Treasurer
PO -6b
280
177:
1I 1
280
1 1;
280
1 1
280
1 1;
280
Deputy Director
PO -5
210
180:
1' 1
210
1 1
210
1 1
210
1 11
210
Adm. Asst
en -E
100
ST
1' 1
100
1 l
100
1 1
100
1 11
100
I
Conference Room none at resent
C-5
300
1
300
I'
300
1
300
I i
300
1 Subtotal Assigned SF
414
3
890
3
890
3i
890
3
890
Circulation Allowance
Unit Circ -3
20%
105.
180
180
180
I80
Total ASD Administration, NSF
SM
3.
1,070
3
1,070
31 1
1,070
3 1 1,070
I
i
Fiscal services
Adrnkd tradon
I 1'
180
'
1 1
180
I 1
180
Fiscal Ops. Mgr_ PO -4 180 101, I 1 180
Subtotal Assi ed SF
Circulation Allowance
Unit CIrc-3
-.-..
20_%
101
--L_._
I
I
-_..---
IBO
---
401
I
-- -- --
180
--
40
I'
---�-
_ 180
40
I I I80
T
40
Total, ASD, Fiscal Svcs, Adm. NSF
Cadsieri� i Collections
101: I220
I 220
I -
220
__
- 1 1
220
Cashieri%OOpenWorkArea7]i
-
. 1
I
I
I
1
2
_
3
I
I
l -
[631J
64
15
15
64
64
128
120
_ I S
20
126
631
90
_ I 6 11
1 I i 64
i
I 15
I I5
I 1 I 64
1 1 64
2 2 128
- -
Z -
3' 120
-- - ---
_ I� I S
I 20
126
5 j 631
T 90
1631]
1 1 64
I 15
_ + I 15
I 64
+ _
Ii 1 64
2 2 126
- --
1 3 120
--
I is
_I 20
+ 126
5' 631
90
[631]
1 1 64
--
1 15
I 15
I 64
I
_
1 I _64
2 2 128
_
3 120
I Is
_ I 20
-
- t 126
5 631
90
:Fiscal-pec.supervisin en -C 64 551 I
u ipment near Supervisor -_ - -- - - - 32 1_
I 'File - _ _ _ _ Lat File 15
rpewriter station sand 15 �
-- ------- - --- --- - --
l Clerk en -C 64 591 I
Sr. Fiscal
-- -- -- --- - --- ----
Fiscal Clerk en -C 64 42, I;
LFiscal Clerk t en -C 64 102 2
�- --
-; Equipment Counter and Behind)_-
Public Counter each "station") cntr stn 40 127'
-� Supplies now closet _ _ Cab - 15 and
!Printerriot _ 20_ IncIJ
other items Included In cntr standard
Circ, flateon inside work area inner circ2 25%
T
Subtotal Assigned SF— _— 417' S'
Allowance Unit Circ -2 15% 95
_ _Circulation
-- ---
Total, ASD Fiscal Svcs, Cashiering NSF
1
Accounts Payable --- __
Cashierin�Open Work Area _
Fiscal Spec.
Sc Fiscal Clerk
Fiscal Clerk
E ui ment
--------------- ------
Files
--rPrinter
--- -- - -- ----
Circulation inside work area
-
-
en -C
en -C
____-.—__.—_
en -C
------
file
int-
inner circ2-
-
---
-
64
64
64
---
1.0
20
--
-2M
512;
�
1174
-b-T-I
46
16;
79-
_ i
51
I
li
_-r
_ -
I
(_
I
I
1
6
I
_-
721
- -
_1340]
64
64
64
60
20
_ 68
5 721
- _{ ---
- 1340
1 1 64
I I 64
— -__
I I 64
_
6 60
T -20--f-
68
5' 721
---
__ _1340]
-
I 1 64
I 1 64
-___ __...__
.
I I 64
_ t_ --
6 60
1 _-20
68
5 721
- ---
_340]
1 1 64
2 1. 64
—_ _--J__. _._—._._-
1 1 64
--
6 66
- Ii
68
t
_
�- Subtotal Assigned SF
-----
- + - ----------
Circulation Allowance Unit Circ -2
_
-
15%
I
174; 3j
31 ! 7
340
SO
3
340
50
31
�-
340
50
4 _340
t
50
_
_ Total, ASD, Fiscal Svcs, A/P, NSF
205' 3
390
--
3
- - '
390_
3
-- � - -1
390
-
4
390
-- -
Work Room _-__ _-__- __..- _
Manager
Specialist
- ---------- -
. E ui ment
allow_._._.
- - - -
-- -----
800
-
-
7191--�-
incl. j
incl
--1-
incl. j
1 j
I
l
�
- - --
1
1
I --
�
I
I ! --
�
-
...........--
I --
I
I +-----
808
_
Subtotal Assigned SF
Circulation Allowance Unit Circ -1
10%
7191
incl.
2
800
$0180
2
----------
800
So
2!
-
800
-----
80
2
-
i
800
900
80
:Total, ASD, Fiscal Svcs, Print Shop NSF
7191
221
860
2
880
2
880
2
880
Griffin Advisors, Inc.
Printed 7/28/02
Newport Beach Civic Center Space Needs Analysis
City Hall - Page 3
ITEM
At Present
Space Standard Actual Required
Code Sq. Ft. Sq. Ft. WS Ft
Level I
WS Qtyj
Pro jected Reg
Level 2
Sq. Ft. WS Qty
uirements
Level 3
Sq. Ft. WS
Qtyj Sq. Ft
- ---- ---
Mailroom/Remittance Procain=e
Work Room allow
_Coordinator/Fiscal Clerk
Fisai
- E uipment - -- - -
Subtotal Asked SIF
T-
Circulation Allowance Unit Circ -1
600
10%
513
ind.l
incl
513j-
I
i
-
2
1
600 1
I
- -T
600 2
60 I
600
-
600
60
1
-
-
2'
1 600
- - - --
- - -
6 00
60
I
-- --
2
+ 600
-�
-
---
600
60
r--
-
Total, ASD, Fiscal Svcs, Mailroom NSF
- - - - --- -- -
-
-- - -
-
- -.
513'
_--
_�. _
2
-
660
2
-
660
2'
- --
660
-- ---
2
-
660
-
Total, Fiscal Services
_
2,050; 13
-- = -
_.__ ..
2871
13
_
-
2,871
--
- 131 _.
-- —
2,871
.--- -
— ---
14
-- -
- {-
-
2,871
- -
_
j.....
Manajement
Information S ms
Administration
Ma r
PO -4
180
141'
11
1
1801
1
1'
180
it
1 180
I
I,
180
I �
Subtotal Assigned SF
141:
1180
1
1801
1
180
I
180
Circulation Allowance
Unit Circ -3
20%
40
40
40
40
Total, ASD, MIS, Administration NSF
141,
I
220
1
220
1
220
1
220
Applicadens
Coordinator
PO -2
120
121'
1!
I
120
1
I
120
1
1 120
1
1
120
Senior Analyst
PO -2
120
126
11
1
120
1
I
120
1
1 120
1
1!
120
Anal sr
PO -2
120
3811
3i
3
360
3
311
360
3!
3 360
3
3
360
MIS Technician
en -D
80
821
I j
1
80
2
2'
160
2'
2 160
2
2
160
Subtotal Assigned SF
710;
6'
680
7
760
7
760
7
1
760
Circulation Allowance
Unit Circ -3
20%
25
140
ISO
ISO
150
Total, ASD, MIS, Applications NSF
735'
6'
820
7
910
7.
910
7
910
i
j
GIS
GIS Open Work Area
[46 7]1
669
33
33
33
1GIS Coordinator
en -D60
58
I,
I
80
I
I!
80
I'
I 80I
I
60
;GIS Analyst
en -E
100
60
11
1
100
I
1'I
100
l;
1 100
1
1.
100
Mapping Asst.
en -E
100
160
2
2
200
2
21
200
21
2 200
2
21
200
Fr/Temp/Intern
en -C
64
56
11
1
64
2
2!
128
2
2 128
2
21
128
!Equipment
133'
!Counter/Ret tion access control
torr stn
40
I
40
I
40
1 40
11
40
'Plotter
print -3
30
2
60
21
60
2 60
211
60
IPrinter sharedprint-
1
10
1
10
1
10
1 10
1
10
Flies
file
10
6
60
6i
60
6 60
6'
60
Horizontal flat plan file stack
flat Ian -h
40
j
1
40
1
40
1 40
1
40
Vertical rolled plan file
roll Ian -v
5
3
is
3
15
3 15
3
15
?Bookcase
be
2
Circulation inside work area
inner circ2
25%
167
183
183
183
I
I
Subtotal Assigned SF
46T
5'
836
6
916
61
916
6
916
Circulation Allowance
Unit Circ -2
15%
1901
130
140
140
140
Total, ASD, MIS, GIS NSF
657'
Si
966
6
1,056
6i
1,056
6
1
1,056
I
Operations
Operations Open Work Area
P90]___
552
552
552
552
Coordinator
en -D
80
77
I.
1
80
I
l j
W
II
1 80
1
1',
80
;MIS Tech Supp Sec
en -C
64
197
3i
3
192
3
3.
192
3;
3 192
3
3i
192
;E ui ment
116
Work Table (large)
table
40
j
1
40
1
40
1 40
1
40
Printer shared
Tint -2
20
1
20
11
20
I 20
11
20
TV Cart/Training Tapes
an
10
1
10
11
10
1 10
1 I
10
Storage
stg ab
IS
3
45
3!
45
3 45
31
45
Book uses reference
be
10
2
20
2
20
2 20
21
20
Coffee
cof I
15
I
15
115
I 15
=15
Misc. sto a area/floor space
allowance
20
1
20
1
20
1 20
11
20
Circulation inside work area
inner circ2
25%
110
110
110
110
I
Storeroom
Clos-5
90
581
1
90
1.
90
1 90
li
90
note that items now also in circulation corridors
Griffin Advisors, Inc. Printed 7/28/02
Newport Beach Civic Center Space Needs Analysis
City Hall - Page 4
Griffin Advisors, Inc.
Printed 7/28/02
At Present
Pro
jected Requirements
Space Standard
Actual
I Re ulred
Level
1
Level 2
Level 3
ITEM Code I
Sq. Ft. Sq. Ft. WS I Qty Sq. Ft.
WS Qtyj Sq. Ft.
WS Q ty
S q. F WS Q S. Ft.
- -- --- - ---
- Subtotal Assigned SF
--
........
4461 4' -
-j--
642
-._..
4 -_L 642
4; 642 4
- - - ---
642
--
___�__� _Circulation Allowance Unit Circ -2
15%
125;
L7_
100
!
100
!
100
100
Total, ASD, MIS, Operations NSF
5731
41
742
4
j
742
4
742
4
742
---
--- ---
i --
--
Computier Room - - - - - -
Computer RoomAllowance I
- - -- -
500
M3
1
500
I
500
I
500
I
500
_ Subtonl Asked SF -
i
443'
01 _
S00
0_
_
S00
0`
500
0
_
S00
Circulation Allowance Unit Circ -1
------------
10%
incl,
i
50
SO
50
t
50
�_ 'Total, ASD, MIS, Comyuter Room NSF
443
011
550
0
550
0'
550
0
550
Telecommwsiutions/networlm
;Comm. Coordinator en -D
80
82
I I
80
I
i -
I'
80
- -
I I
j3S _
80
I
-- 1
[381
80
with�y phone ws. belowZ
L..
-.'_
.-i.._._.V
-- -
- ---- ---
--- --
-
- .J--i�Combine ---........._-...
Comm. Specen—C - --
- --
--- 64
-.._-.
---42
_ -- ._....__._-._.
- 1 1 ---
-6
- .. 1
1 L...__.-....
64.
1 ..._.I
64
1
1
-- --
64
Amen
_ Storage wall (�uiQment _ S-% cab
15
---7
105
7
105
- --
7
105 -
7
105
I file
10
1
10
110
10
10
_ I 7 Cart cart
[payphone control en -A
10
36
_
1
j 1
10
36
1
10
36
_I
1
' 1
_
10 _
36
_I
_ 1,
_
10
1Workstation _
I
1
1-_�--
36
Circulation inside work_area inner circ2
25%
76
76
_
_ 76
76
Pay Phone Control Equipment Rm Clos-3
45
42
( I
45
I
45
1
- --- ---
45
--
1 I
-
45
_ _
Storage Room - -_- Allowance
350
-
311 j 1
350
_
I
350
-_
1
_
350
I
350
Telephone men. Room
--
Noc listed here_ See Building Su rt/Common Areas
2
j
776
120
2 _
776
120
2
_776
120
Subtotal Ass F 562 2j 776
_ Circulation Allowance Unit Circ -2 I S% 781 120
_ 1 Total, ASD, MIS, Telecoms NSF -
-- 6401 -
21
896
2
896
2
896
2
-
896
- Total, MIS
3,189'
18 `
4,194
20
j
4,37420'
4,374
20
!
4,374
RevenueManager
PO -4
180
1S3i
11 1
180
I
1'
1801
1 1
180
1
1
180
i
Revenue Open Work Area (Reception)
120
28
28
28
28
Counter an ince rate with WS's cntr stn
40
2
80
2
80
2
80
2
80
Fiscal Clerk en -C
64
1201
2 2
128
2
2
126
211 2
128
2
21
128
!Other Equipment
File file
1012
20
2
20
2
20
Circulation included
i
Revenue Open Work Area
595 I
912
912
9921
1,072
Rev. Tech. en -D
80
62'
Ii 1
80
1
11
80
1 1
80
1
Ii
80
Fiscal Spec. en -C
64
. 98
2 2
128
2
2
126
2 2
128
2
2
128
Fiscal Spec. s en -C
64
36
1 1
64
1
1
64
1 1
64
1
1
64
Sr. Fiscal Clerk en -C
64
35'
1 1
64
1
1
64
1 1
64
1
1'
64
!Fiscal Clerk en -C
64
64
1 1
64
1
1
64
2 2
128
3
3i
192
License Inspector en -A
36
72
2. 2
72
2
2
72
2 2
72
2
21
72
Film Liaison en -A
36
36'
1 1
36
1
1'
36
1 1
36
1
I
36
Hearin Officer en -A
36
35
1 1
36
1
1
36
I 1
36
1
1'
36
Files and Equipment
Coffee See Department Shared Areas)20
Work table table
40
137
2
80
21
80
2
80
2'
80
Printer lint -2
20
incl.
2
40
2'
40
2
40
2
40
Co copy -2
40
incl.
1
40
1
40
1
40
1
40
! Cart cart
10
incl.
1
10
1 i
10
1
10
1
10
Bookcase/Reference Materials be
10
incl.
1
10
1 I
10
1
10
1
10
Coatrack coat
6
incl.
1
6
1!
6
1
6
I
6
Circulation Inside work area Inner circ2
25%
182
1821
196
1
214
i
Hearin Room listed with shared/common areas
i
Subtotal Assigned SF
W1
131
1,320
13
141
1,400
15
1,480
Circulation Allowance Unit Circ -2
15%
216.
200
Ej]1,320
200
210
220
Total, ASD, Revenue NSF
1,084
13'
1,520
13
1,520
14
1,610
15
1,700
Griffin Advisors, Inc.
Printed 7/28/02
k
Newport Beach Civic Center Space Needs Analysis
City Hall - Page 5
ITEM
At Present
Space Standard Actual Required
Code Sq. Ft. Sq. Ft. WS Qty Sq. Ft.
Projected Requirements
Level 1 Level 2 Level 3
WS I Qtyj Sq. Ft. WS Qty Sq. Ft. WS I Qtyj Sq. Ft.
Accounting
Finance Ofcr.
PO -4
180
121 I , I
180
I
I 180
I 1
180
I I
180
Accountingn Work Area
395
550
550
550
650
Accountant
en -D
80
175! 2 2
160
2
2 160
2 2
160
3 3
240
Mgt Asst
en -D
80
92 1 1
80
I
li 80
I I
80
I I
80
Fiscal Clerk
en -C
64
40, 1 1
64
1
11 64
1 1
64
1 1
64
PT/Te Wkstn
en -C
64
69 1 1
64
1
1 64
1 1
64
1 1
64
Files 6 Equipment
19
Files
file
10
4
40
4 40
4
40
4
40
Printer
print
20
I
20
I 20
1
20
I
20
!Storage Cabinet or equal)s
cab
15
2
30
Al30
2
30
2
30
Circulation inside work area
Inner circ2
25%
92
92
92
112
Payroll Work Area
III
68
68
68
68
Note: This area requires some privacy.
`Fiscal S (Payroll)
en -D
801
75 11 1
80
1
1 80
I 1
80
I I
80
Files i Equipment
36
WaIdng area
chair
Is
1 1 2
30
2 30
1 2
30
2
30
Counter can incl with WS
cntr stn
40
1
40
11 40
1
40
1
40
Files
file
10
2
20
2 20
2
20
2
20
Storage Cabs (mainly printouts)stg
cab
15
3
45
3 45
3
45
3
45
!Circulation inside work area
Inner circ2
25%
53
53
53
53
i
Subtotal Assigned SF
627i 71
998
7
998
71
998
8
1,098
Circulation Allowance
Unit Circ -2
I S%
1261
150
150
150
160
Total, ASD, Accounting NSF
753' 7
1,148
7
1,148
7!
1,1488
1,258
De artment Shared Areas
VwIt � — --------.__._
+H�-Densit�Shelving 3' unia — Each Unit
Coin Counter Allowance
Hoist for INd M_59 llection bins Allowance
^5 Area Allowance
Endorser Allowance
Circulation Inside work area inner circ2
_
Coffee Area cof 3
6
20
25
80
5
25%
30
300
25
I
_ I
i I
1
I
17 1
350
150
20
25
80
5
70
30
- 350
25 150
I 20
I 25
I 80
--..
1 5
70
1
1 30
- -
25
-
1
I
!_ I
I
1
-- 350 --
- 150
--
20
25
80
--
5
70
30
-- --
25
I
— I
I
i
_
- 350
150
25
80
5
70
30
Note, no coffee programmed In other divisions
except for MIS which has night activit�L
-t- --- --- - --- --- - -
______ Subtotal Ass!gned SF _ _ 317 Of -
Circulation Allowance Unit Circ -2 15% incl.
-_ Total, ASD, Shared Areas NSF 317 0
--
_380
60
440
- -
_ _0 _ 380
60
0 440
--
OI.
0
--
_380
60
440
_ 0
0
-
380
60
440
Total Admin. Svcs. D"artment
i Deni sf/workstation)
i LI
7,912 54'
146.5
_t_
11,243
208.2
56__
+ 11,423
204.0
57
11,513
202.0
60 —i
111713
195.2
1
—
!
------------
i
I
- -- - -
- _-
— -- --
—
_.._a_.—
-- ---
--- —
-- —
— — ---
--
—
!-- —-------- -- -- — --- — — ---- -----
— ----- — .... — --- — — ---- '
Griffin Advisors, Inc.
Printed 7/28/02
Newport Beach Civic Center Space Needs Analysis
City Hall - Page 6
ITEM
Space Standard
CodeS . Ft.
At Present
Projected
Requirements
Actual
I Required Level I
Level 2
Level 3
Sq. Ft. WS
Q . Ft. WS Q Sq, Ft.
---T Q S . Ft
WS Q S q. Ft.
Building Department-
- ..
Administration _
-
___.{
_-- fi_
I
Buiidin Director
PO -6b
280
_
2721 1 1
2801
1 I,
280
11 1
280
1 li
280
Open Work Area
319 '
511
631
63 11
631
Admin. Asst
en -D
80
93' 1 ! 1
80
I I
80
I 1
80
1 1
80
Dept. Asst.
en -C
64
51 1 1
64
1 I!
64
1 1
64
1 1
64
Once Asst.
en-rece -1
100
76' 1', 1
100
1 1!
100
1 1
100
1 II
100
Aide
en -B
48
0' 01 0
2 21,
96
2 2
96
2 21
96
Equipment
991
IMF Reade /Printer
sws
45
I
45
I
45
I
45
I
45
' ' MF Files
file
10
2
20
2;
20
2
201
2
20
Table with Fax, PC
able
40
1
40
I,
40
1
40
1
40
I File -General
file
105
50
5'
S0
5
50
51
50
I File -Dep. Director
file
10
1
10
1!
10
1
10
1
10
Circulation inside work area
inner circ2
25%
ind.1
102
1
126
126
126
Copy Center for department)
copy -3
60
43 1
60
1;
60
1
60
I
66
Supplies Closet
clos-2
30
20 1
30
1
30
1
30
1
30
Coffee Niche
cof-4
60
47 1
60
1
60
1
60
1
60
Conference Room/Libra
C-3
180
178 1
180
I
180
1
180
1
180
I
Subtotal Assi ed SF
8791 4
1,121
6
1,241
6'
1,241
6
1,241
Circulation Allowance
Unit Circ -2
15%
2761
170
190
190
190
Total, Bldg Dept, Admin NSF
1,155; 4
1,291
6
1,431
61
1,431
6 1
1,431
i
I
I
i
Plan Check & Permitting.__.._..__._.------
Adminiatration
Deputy Bldg. Official
PO -5 210
168 - I 1
210
1 I
210
1 I 1
210
1 1
210
! A_ Subtotal Assigned SF
Circulation Allowance Unit Circ -3
20%
168 _ 1
531
210
40
I
210
40
I
210
40
1
210
40
Total, Bldg Dept, Plan Check Adm NSF
t—�
1 -- ....... _ __.
Customer Service - One Stop Shop—r.--
Customer Work Area at One -Stop Shops _ _
221 — 11 - 250
---
_ ...
r
j346j _ L710j
I 250
-
j770j
_ I i 250
—
j--
7j—]70
-1
I 250
-- —
t �770j
Sr. Permit Tech en -E
-
Permit Tech & Intern en -B
Intern/-- _.. —
Aid --e en -B
Files & Equipment.
Table with!:inters Mtable
— -
j Files back of work area) file
100
48
48
40
10
105 1 1
--
1241 3 3
mcI I
1 17
- - 1
14
100
144
48
40
140
1 1
--
4 41
I I
- I
141
100
192
48
40(
140
11 I
4i 4
I I
_ X14
I00
192
48
40
140
1 I
4 4;
I jI
141140
_100
192
48
_
_ 40
Plan File Bins of work area)__ allow ea If _
1 Note: bins now above files, so ladder
1 is needed. But a isprogrammed
as If it is agate file unit
Circulation inside work area inner circ2
Counter Allocation
Public Counter cntr stn -I
- - ---- ----- — - ----
--- Waiting (allocation) allowance
-- --- -... --
6
25%
55
- ----
200
_ 16 9_6 161
incl. 142
2 39 0 . 4 22 51,
-- 23 -I - - 20 - — ---
____ 168j I 200 I�
96
154
275
200
I6
}
_
_
-- t 5
I
_ 96
154
275
-- ---
200
— 16
'
- -- - 5
1
96
--
154
275
200
-- ----- _...
Subtotal Assigned SF
�— Circulation Allowance Unit Circ -2
....... .... __
15%
--
7531 5i
1581
1,130
170
6
1,245
190
6'
1,245
190
6
1,245
190
Total, Bldg. Dept, Cust Svc (OSS),
IT-
9-I I 5E _ 1,300
_. 6
i
1,435
6j
2fi 2
1,435
200
6
2 2
1,435
_
200
1 I
Plan Check - Ones s
top hop-
Civil' � - - en -E _ 100
102j I 1 100 2 2' 200
Subtotal Assigned SF
Circulation Allowance
Unit Circ -3
20%
1021 IL.__.
incl :
100
20
2
200
40
2
200
2
200
40
40
Total, Bldg. Dept., Plan Ch (OSS), NSF
102; IL
120
2
240
2:
240
2
240
Griffin Advisors, Inc.
Printed 7/28/02
Newport Beach Civic Center Space Needs Analysis
City Hall - Page 7
ITEM
At Present
Space Standard Actual I Required
Projected
Requirements
Level 1
Level 2 Level 3
Code Sq. Ft. Sq. Ft. WS Q Sq. Ft.
WS Q Sq. Ft.
W -T Q S . Ft. WS I Qtyl
Sq. Ft.
Plan Check - Back Office
Civil En
PO -2
Allowance
Allowance
-
120328,
180
50
--
139
34
-- --
3 3
1
1
-- .
I
360
180
50
3
_
33
I
11
I
360
180
50
-
3 3
rt.
I
1
- -
I
360
180
50
-
4 4
I
11
— -
480
180
50
-
VauldPlan File Storage Room
Plan Rack/ Forms in ppen areal
--
Subtotal Asned SF
- - -----
Circulation Allowance
Total, Bldg. g Dept., Plan Ch (OSS), NSF
Unit Circ -3
20%
501
--
157
6561
3
31
-- 590
120
710
3
3
-
590
-
120
710
- 3
3
590
- 9...
120
710
— 4 — .
4
710
----
140
850
---- _._....----------------
Total, Plan Check & Permitting___
._
-
_ 1.8921
10'
2,360
-
12
--------
(
--�-
2,635
- -
-
12}_
- 1 . _
-
2,635
--
13
-- - -
2,775
---
Inspection Division
Administration
Chief Bldg. Insp.
PO -3
150
IB0
I I
I50
I
I
150
I I
150
I 1
I50
Note that libraryis added to cord rm, above
I
PC Station share in open area
en -A
36
22
1
36
1
36
1
36
1
36
i
Reel Building Record
Res. BI . Record Insp.
en -B
48
31
1 1
48
1
1
48
1 1
48
1 1
48
i
Residcntialln ion
Pr. Bldg.Ins .
en -D
80
65
I I
80
1
I .
80
I ; I
80
I I
80
Sr. Bldg. Ins .
en -C
64
31
I I
64
I
I
64
I I
64
I I !
64
81d .Ins .
en -B
48
198
6 6
288
7
7
336
7' 7
336
7 7I
336
Commercial Ins pection
Pr. Bldg. Insp.
en -D
8065
I I
80
I
I
80
I 1
80
1 I
80
Sr. Bldg. Insp.
en -C
64
62;
2 2
128
2
2.
128
2 2
128
2 2'
128
Bldg. Ins .
en -B
48
I I
48
I I,
48
I
�
I
Subtotal Assigned SF
654
13
874
14
i
922
15'
970
15
970
Circulation Allowance
Unit Circ -4
25%1
287
220
230
240
240
Total, Bldg Dept, inspection NSF
941,
13 1
1,094
14
1,152
I5i
1,210
15
1,210
i
i
I
I
Total Building Department
3,9881
27
4,7651
32
5,218
33' 1
5,276
34
5,116
Densi sf/workstation)
176.51
159.9
159.3
i
I
I
i
�
I
J
i
1
I
�
i
i
I
I
I
-
i
Griffin Advisors, Inc. Printed 7/28/02
Newport Beach Civic Center Space Needs Analysis
i. Asst
Clerk/I
tAsst
pment
P?PY-#
Files
coffee
for 26
Subtotal Assigned SF
Circulation Allowance Unit Circ -2
Total City Attorney SF
Yworymoon)___
114662 61,817 7
244.3 302.8 302.8
J------
City Hall - Page 8
I1 1501
Griffin Advisors, Inc. Printed 7/28102
At Present
I Pro jectec
Space Standard Actual Required
I Level I Leve
ITEM
I Code
jSq. Ft
Q Sq. Ft.
WS
Qtyl Sq. Ft. WS
260 2-7-3'- I -1 56
I
Ii 2B0 I
. ....... ..
PO -5
PO -5
210208 11 1 210
210 153 —
1
--------- -
1 210 1
. ........... ....
. .....
.... ..
[262]_ - _1197
jp7
100 174 1, 1 100
1
100
- - - --- -----------
.. ........ ........
en -c
64 35. 1 —1 --
64 1 -
... ..
en -C
64 35_ 1 1 .64
1
64
wince
co
pt- I ..........
'j;� -- .. . .. . .
18.
i6
............
- 46
file
caf-220
10 2 20
-
20
2. 20
1 20
..
chair
....... . . 'Ll -
Is 2 30
- - - --
-
3
work area
Inner circ2
25% 79
79
C-5
. . . . ....... . .
300 258 0
1 300
-]I��Ios--2-
. ...... ........
- --
I lid
0
f __-i6
Subtotal Assigned SF
Circulation Allowance Unit Circ -2
Total City Attorney SF
Yworymoon)___
114662 61,817 7
244.3 302.8 302.8
J------
City Hall - Page 8
I1 1501
Griffin Advisors, Inc. Printed 7/28102
Newport Beach Civic Center Space Needs Analysis
City Hall - Page 9
Griffin Advisors, Inc.
Printed 7/28/02
At Present
I
Projected
Re
uirements
Space Standard
Actual I Required
Level I
Level 2
Level 3
ITEM
Code
Sq. Ft. Sq. Ft. WS I Qtyl
Sq. Ft.
WS
Q S . Ft.
WS I Qtyl
Sq. Ft.
Ciq Cl erk
Clerk
G CI
PO 6b
280
_-
125 1 1 280
1
I,
-
280
-
I; 1
--
280
- -
I I 280
Public Counter Arallow 12
ea
-- — -
O en Work Area
De�Ci.y C
cntr stn
-- -
en -D
40
--
80
66 3
- — --_
_lerk
75 1 1
120
80
-
I
3� 120
--
1423]
1 80
3
- -' ---
11 1
_ 120
-
A�m
80
- 3�
- _ _._
---J
I 11
120
j423
80
--- D�Gc�Clerk
E9u�ment
1 Scanning 5tation_-
Work Counter/Packet P e i10 fi;Z
Co_pY
- —
Council Mail Racks
-JSYPplies -_ _ _
en -D
sws
cntrin k
copy_2
allowance
cab
80
—
45
6
40
20
15
77 I� I
33 +_I
74i + 1060
incl. I
incl. 1
incl. 2
80
45
40
20
30
I
_
I+
_I
101
I
1 r
2_
60
-.
45
60
40
20
30
I I
_
80_
I
--
1
10
_ I
1
2
_
—
45
60
40
20
_ 30
68
1
10
- 1
I
2
45
60
40
20
30
68
Circulation inside work area
inner rc2
a
25% incl. 68
68
--� - - -- -
I 1
200
I
- 2
' 10
2
-
—
_
_I
- 2
10
21
Vault --- -
+Shelving unit_Minutes _______ __-___-
shv _..__---..._
145 I 200
._-___I5 I
Shelving unit -=Resolutions
_.. -
Shelvin unit - Generalhi-densi
i ------ S
Files
Cart & Tub file
shv -
be
--
file
art
15 _2
- - —
10 10
- ---------- - --
10 3
10 + 2
-
-21 --
`
I0
31
27
- -----
Subtonl Assed SF
Circulation Allowance
-
Unit Circ -2
-- --
15%
-- - - -
595 3
229.
1,023
150
-
3
r
1,023
150
31
- -
1,023
150
--
3
--
1,023
150
_
Total, Net Sq. Ft. Block Area
-
824 - 3
1,173
3
1
1,173
31
1,173
3
1,173
— - ---
Tot# Cky Clerk
+Densi - sf/workstation
--T-�---Z —. -. _
824 3j __1,173
274.7
—
391.0
3
' -J,
113
391.0
---
3
-
1,173
391.0
3
1,173
391.0
—I--- — -
:
....
!
I
1
i
...
-------------
Griffin Advisors, Inc.
Printed 7/28/02
Newport Beach Civic Center Space Needs Analysis
City Hall -Page 10
ITEM
At Present
Space Standard Actual Required
Code Sq. Ft. S Ft. WS Qty Sq. Ft.
I
Level I
WSTQty
Projected
Sq. Ft.
Req irements
Level 2
Level 3
WS I Qtyl Sq. Ft.
WS Sq. Ft.
Qty
Com Services
Twillity
Administration
..
. .. . . ....
. . ...... .... . .....J
.......
Director
PO -6b
2801
199 Ir 1
280
1
11
280
11 1
280
1
1
so
Reception Area/Counter
[382]1 1
11 r472
[4721
[472]
1
[472]
Counter/Waiting Area
allowance
120
1141I I
1 120
120
1
120
1
120
Office Asst
en -C
64-149,
2: 2
128
2
21
128
V 2
128
2
21
12
Inrate work stations into counter.
tMeg
Equipment
so!
I `Co
1
201
1
20
11
20
1 1
20
1
20
Vork Counter (8')/Storage/Fax
allow
40
1
40
40
1
1
401
1
40
Table
table
401
40
1
40
1 1
401
1
40
Coffee
cof-3
30
61 1
30
1
30
1
30
1
30
'Circulation inside work area
inner circ2
2S%
incl.1
94
1
94
94
94
Administration Open Work Area[27n
rISO1 1
[272] -
[2721
[2721
!Adm. Asst.
---!Sr.
en -C
64
45! 1 1
64
1
—
1
64
1± 1
64
1
1
64
Fiscal Clerk
en -C
64
431 1 1
64
1
1
64
1 1
64
1
1
64
Work counter (IS') with stg
cntr-in ft
6-
"T
621 1 is.
90
Is
90
is
90
Is
90
'Circulation inside work area
inner circ2
25%
incid
54
54
54
54
City Halls ace not provided for
!(Media Coordinator.)
i (Graphic Spec.)
Subtotal Assigned SF
7311 5J
1,024
5
5;
1,024
5
1,024
Circulation Allowance Unit Circ -2
15%
1621
[so
IS
]SO
ISO
150
Total', mmunity Svcs., Admin. NSF
8931 51
1,174
5
1 , 174
51
1,174
S
1,174
—
M11,024
Recreational Services
Recreation Supt.
. ........ ... . ........
Recreation Manager. .. .... .......
Recreation Coordinator
------------- -
POA
PO -2
0 mar - -it —
120 4841 4 4
�16
480
----
_180
-4 4k
1. --1
2 2
.......4i 4
--------
2
a
1
1
300
46
[390]
901
60
—7-2
00
78
30
SO].--.
180
2 21 300
4 4 480
----- -----
APOI
2 160
24 72
8 80
78
- - - - - - - - -
1 36
I sm
..... - --------- - - Recreation 45 1 0
_ Open Work Area _I ...... ....
Can combine withAdminO nAreaa
Dept Asst 80
_D 221
so 2
' Field Desk en -A 36 Ind. 1 1 -3-6 —2 Y, 2
-- ---------
EcLuipment46
Flies file 10 8 80 81 so
!Circulation inside work area
---- - - ----- -
- - - - - - - - - - - -
niforms, etc.
Closet flifeguard .-u--n. dor-m_-
Store Room . . .... ....... . .
e vigg. . .......
Storage Cabinet (supplies, etch
Mel
A/V Cart
inner circ2 25%
dos -2 30 30 —_ F - _ 1
shv 3—
stg cab 15 i 1
lie Aq
cart 10
30
SO
A -L J
45
15
0
10
111
3.
I
78
30
[Isol
45
15
0
16
3
115
--[I
45
I
_ 5 j
15
1
-f
1
1
11
I I
10
10
Is
25
30
1,530
230
1,760
11
11
11
rt
-4-
10
10
15
25
30
1,530
230
1,760
a s, screens, flat storage allowance 15 1 1 Is 15
Open or storage, items ,��nte 25 fl
allowance
sc. l 1 25 1 25
_ _T
Circulation inside work area Inner circ2 25% ind.l 30 30
--- ------ -F
C Hall space not provided for
(Rec. Maint Wkr-)
_T
Subtotal Assigned 385 11 1,530
__ MSF I
Circulation Allowance Unit Circ -2 Sx 163i 9� 1,210 230
Total, Community Svcs., Rat. Svcs. NSF 1,1831 9 1,595 11 1,760
Total Community Services2,0761.
- --------
-- --
14
2L769
16
2,934
16
2,934
183.4
16
2,934
183.4
,.Density (sf/workstation) ..... . .. 148.3 197.8 183.4
Griffin Advisors, Inc.
Printed 7/28/02
Newport Beach Civic Center Space Needs Analysis
City Hall - Page I I
ITEM
Space Standard
Code S . Ft.
At Present
Projected
Requirements
Actual Required
Level I
Level 2
Level 3
S . Ft. WS Q Sq. Ft.
WS Qtyl Sq. Ft.
WS Q S . Ft
WS I Qtyl Sq. Ft.
Fiire
Office of the Chief
I
;
Fire Chief
PO -6b
280
234
11 1
280
1
1
280
1 1
280
1
1
280
Adm. Asst
Rece t-2
180
174,
I i I
180
I
I'
180
I I
180
I
I
180
i
i
Subtotal Assigned SF
408'
2
1 460
2
460
2
460
2
460
Circulation Allowance
Unit Circ -4
25%
60
120
120
120
120
Total, Fire Dept, Ofc. of Fire Chief NSF
4681
2
1 580
2
580
21
580
2
580
i
Support Services
Manager - -
Sr Fiscal Clerk
-- — — --
Added uii ment allowance in WS
PO 4
--
en -C
allowance
180
64
60j
196 I( I
76 I
1
48! I 1
75 - -
366 ._ 1
20l 1
- I -
19 I
555 I
I80
64
60
100
- �6�
_ 36
-20
20
360
I
I
I
_
I
I
1
I
1
-
1 I
I
11
I !
h
I60
64
60
100
�6�
36
20
20
360
--
I 1
I I
t 1
7
180
-64
60
I
1
I
I
1
180
64
60
Administrative Area Rection Point
! Ofc. Asst en-recep I 100
-- - -- --
Open Work Area - - -
!Field Work Station/Aide en -A 36
1 1 108
- [7
i- I 36
1 1 20
— 1 20
1 360
- I -
1 1
100
-- -
1
- 1
-- I
1
S6]
36
20
20
360
_ — -.
Copier copy 1 20
- - -
�1 C _Tee Area cof 2 20
Conference Room C-6 360
See discussion with CH Shared/Common Areas
Staff relocated out of City Hall complex
-
-
-t-
--
_
--
--
-
..
-----
--
!SuppSvcs_C—pa c _._
Facility Supply Coord.
— Subtotal Assigned SF
__ _ Circulation Allowance Unit Circ -3
Tool, Fire Dept Supp. Svcs_NSF1,0922
---
Fire Prevention -
_
20%
-
- -- -
_I -
-
--
952 3 840
140 170
3� _ 1,010
--
3
3
-
-- i
_840
170
1,010
-
;
3
- -
840
170
1,010
--
-
3
3
-
840
170
1,010
-
Fire Marshal
PO -5
210
220
1 ' 1
210
1
1
210
1 1
210
1
1
210
1
Fire Prevention Open Work Area
543
692]
[85
5
Dep Fire Marshal
en -D
80
5431
1 1
80
I
1
80
1 1
80
I
1
80
Fire Prey Spec
en -C
64
incl.
1 i 1
64
2
2 1 82
2 2
128
2
2:
128
Inspector
en -B
48
incl.
I ! I
48
1
11
48
21 2
96
2
2
96
Dept Asst
en -C
64
Ind.
1' 1
641
1
1
64
1 1
64
1
11
64
! E ui ment & Files
1 Dr-aftinx Work Station
dit
75
1
75
I
75
1
75
1
75
Vertical plan files
roll Ian -v
5
2
10
2
10
2
10
2
10
Storage Cabinet
sl cab
15
1
IS
I
15
1I
IS
1
15
Table with rimers 2
table
40
I
1
40I
.
40
I 1
40
1 !
40
Work counter with cabs above
cntr-In ft
6
8
48
81
48
8
48
81
48
Files
file
10
3
30
41
40
5
50
S,
50
Tublic counter (4 ft ea section)
cntr stn
40
2
80
21
80
i---2
80
2
`80
!Circulation inside work area
Inner circ2
25%
Incl.
138
1
157
171
171
Subtotal Assigned SF
7631
Si
902
6
995
7
1,067
7
1,067
Circulation Allowance
Unit Circ -2
15%
146
140
I50
160
160
Total, Fire Det Fire Prev. NSF
1
909,
5'
1,0421
6
1,145
7'
1,227
7
1,227
EMS Management
1
'
Man er
PO -4r64
_ 1021
- 1 I
180
I
11
180
I j I
180
I
I
180
EMS Open Area -- -
Asst
Eguipment
— Files
Misc equipment/shredder
-
en -C
-
file .....
-
allowance _
10
—
_ 20
X10
107
_ i
I
144
64
_
I
_
I
1144]
64
X144]
4
I 1 64
__LDept
- -
6 60
�- - —
1 20
1 11
-
_6
1
64
60
20
I -
incl., 6 60
-- -
_ incl. 1 20
- --
� 60
- -
1; 20
!
Subtotal Assigned SF
Circulation Allowance Unit Circ -2
Total, Fire Det EMS Mgt NSF
15%
209
311
240
21 _
324
50
3741
2
21
i
_324
50
3741
2j
T
2
3241
50
374
21
2
324
50
374
l
Griffin Advisors, Inc. Printed 7/28/02
Newport Beach Civic Center Space Needs Analysis
City Hall - Page 12
ITEM
Griffin
At Present
Space Standard Actual Required
Code Sq. Ft. S . Ft. WS Q Sq. Ft.
Projected
Requirements
Level I
Level 2
Level 3
WST—Qtyr Sq. Ft.
WS Qty Sq. Ft.
WS Qtyl
Sq. Ft.
Training/Community Relations/ES
Trainin Chief
PO -4
_
- 180
163 I i
180
I
11
180
1!
1 180
I 1
180
i
-
Comm Reis/ES Open Work Area
411
1`3431
r3431143
343
Comm Relations Ofcr,
en -D
80
100 1 1
80
I
I !
80
1
1 80
1 1
80
Emer . Svcs. Coord.
en -D
80
1001 1 i 1
80
1
1
80
I
1 80
! !
80
Equipment emer svcs
411
'Storage Cabinets
stg cab
i51
1 6
90
61
90
6 90
6!
90
I :Printers 2
riot -I10
2
20
2
20
2 20
2!
20
Fax
allow
5
I
5
I
5
1 5
I
5
Circulation inside work area
Inner circ2
25%
incl.
68
68
68
68
Located out of Ci Hall complex:
Lifeguard Capt.
_!
--
I
i
- -
I Subtotal Assigned SF
4041 31
523
3
523
31
523
3
523
Circulation Allowance
Unit Circ -2
15%
62;
80
80
80
80
! Total, Fire Dept, Training/CR/ES NSF
466 i 31
603
3
603
3
603
3
603
! I
Department General Storap
-
j-
!
-- -
240
General Storage _ Allow 240 _ _ _ 242 I 240
- _ - - - -- 1--- 7 - - —
1 240
—
I 240
- - - --
1 Subtotal Assigned SF
Circulation Allowance Unit Clrc-2
Circulation io ----
=-
IS%
2421_ 01______
n%al
240
40
0
240
40
0
240
40
0
240
40
Total, Fire Dept Gen. Storage NSF
jT
-
----
---
24 0!
- -2j_
280
—
- 0
-
260
---
0
- -
280
-- -
0
-- --
280
-
i i I
Total Fire Department SAdmin)
3,4171 ISI
-14"
l6
3,992
17
4 074
17
-
4,074
239.6
Dense sflworkstation)227.8 259.3
-
1 249.5
239.6
i I
-+
T---- — — —
i
i
i
- -- ---±-- -
r
-i
- — -
_.
--
- —
- -
-
i
:
i
i
-.�---- - --- ------ - -- -- --
T-
r
T -
i
---
4-
;
--- - -+ --
- -
t
i
- --+
--- -- -
- - -
Griffin Advisors, Inc.
Printed 7/28/02
Newport Beach Civic Center Space Needs Analysis
City Hall - Page 13
Griffin Advisors, Inc. Printed 7/28/02
ace Standard
Actual
Re uired
Level I Level 2
Level 3
Nance 80[
1 ISO
180, 1
180
1 180
accounted in the Net -to -Gross allowance.
30
30
Griffin Advisors, Inc. Printed 7/28/02
Newport Beach Civic Center Space Needs Analysis
City Hall - Page 14
Griffin Advisors, Inc.
Printed 7/28/02
At Present
Projected
Requirements
Space Standard
Actual Re uired
Level i
Level 2
Level 3
ITEM
Code
Sq. Ft.
Sq. Ft. WS Qtyj Sq. Ft.
WS
I Qtyj Sq. Ft.
WS
I Qtyj
Sq. Ft
WS I Qtyj Sq. Ft.
!
Human Resources Deartment
- --
Director
PO -6b
280
144I I 280
I
I 280
I�_ I
280
I I 280
Risk MgrP0.4
HR
180
148 I�j I 180
I
I 180
1 1
180
1 1 I80
'180
Ops Mgr _-
_ - ._-
PO -4 _
180
138 1 1 180
1
I� 180
I I
180
I I
—.
PO 2
120
134 2 2 240
2
2 240
2r 2
240
__..
3 3 360
HR Analyst
HR Asst
T_. _ _._
PO 2
120
--._.
162 2 2 240
�_..
- 2
2� 240
__
3 3
._.
36_0_
3 3L 360
-
_- ..-
- - -
(478]
.._X78]
HR Open Work Area
L78]
608]
'Adm. Asst
- lac. Asst
en -C
en -C
64
64
52 1 1 64
52 It 1 64
I
1
1 64
1� 64
I I
I 1
64
64
2 2 128
I I 64
E ui ment
P
127
-- -
Su Iles
Pte-
Co
-
s cab
� -- -
cry -2
--
I5
--
40
-1- 2 30
..
1 1 40
-
2Y 30
I 40
r 2
I
30
40
2' 30
1I 40
_ .
I Fax --- . ...
Counter (4 each "station")
-
allow
cntr stn
-...
5
--
40
_ _ --
I 5
— _I
Inc 2 80
_
-
1 5
2 80
1
2
5
80
- - - .. .
I 5
3 120
Waiting/ :Ippay/Application Area
allowance
100
74 I 100
1 100
1
100
I 100
Circulation inside open area
inner circ2
25%
incl. 95
95
95
I 121
-
_ .. --
_ —
. -- —
- -
--+ -
-
--
-- --
�....
_
I Igo
I 120
Conference/Interview Room
File Room employee files - secure _
C•3
Allowance
180
120
I 180
1 120
I i 180
1 1201
I
180
120
- -
---t -
--
- - - - --
_!_____ Subtotal Assigned SF
-
-
1,0311 91 1,898
9
1,8_98
10
20 18
12 1 2,268
Circulation Allowance
Unit Circ -2
15%
t-- t -
169; 280
+--- 280
-�
300
r 340
Total Human Resources NSF
1,200 9 2,178
9
2,178
10
2,318
12 2,608
Total Human Resources
-- _ - ------ rce-s
-
IJ2001__ 2,171
9
2 170
IOi
2 318
12 2,608
Dens sf/workstation
133.3 _ 242_0
_
-
242.0
- —
231.8
-
217.3
!
- -
;
I-- -.--- -- -- -- -
-----
— --
--
i
.
_
-
--- -- - --
--
- - -
_ - --
i
- -
-- -
-- -
--rt-
i
---
—
—
!
!
1
i
_ —.________—.__.
I
i
!
:
,
i
Griffin Advisors, Inc.
Printed 7/28/02
Newport Beach Civic Center Space Needs Analysis
City Hall - Page IS
At Present
Space Standard Actual I Required
ITEM Code Sq. Ft. Sq. Ft. WS I Qtyl Sq. Ft
Projected Requirements
Level 1 Level 2 1 Level 3
WS I Qtyl Sq. Ft. WS I Qtyl Sq. Ft WS Qtyl
Sq. Ft.
Plannin�Department
— ----._
Administration
+
Director PO -6b
280
283;
Ii 1
280
1 Ii
280
1 1
280
1 1!
280
I
'
Administrative Open Work Area
[1731.
20
20
20
20]
iAdm. Asst en -E
100
1381
1 1
100
1 1!
100
II 1
100
1 Ii
100
Additional Equipment
Reception area for 2 persons allowance
60
35 !
1
60
1
60
I
60
I !
60
I Files at workstation file
10
I
4
40
4,
40
4
40
4!1
40
iMail center allowance
20
incl.lI
20
I'
20
I
20
I
20
Subtotal Assigned SF
456
2
S00
2
500
2;
500
2
S00
Circulation Allowance Unit Circ -4
25%1
123'
130
130
130
130
Total, Planning, Admin. NSF
579,
2
630
2
630
2'
630
2
630
I
Economic Development
Sr. PlannerPO 3 ISO 104 I 1
-------- - . _ ._ _. - a . _... -
Assoc Planner PO -2 120 115 1! 1
— — -- — — --.
-- - - -
O_pen Work Area
!Dept Asst en -C 64 64, Ii I
Note: combine these open work areas.
They are listed separately to show or amzational
and adjacencyr wremena. __
Subtotal Assigned SF — — _ 2831 3i
T Circulation Allowance Unit Circ -3 20% 771 1
Total, Planning, Econ_Dev. NSF 360; 3j
Current Plannin
150 I I 150 I I 150
_ _. _ --
120 I I; 120 I I 120
_. _.
64 1 1 64 I� I 64 _
334 3 334 3 _334
70 70 70
404 3 404 3i _ 404
__...-- -..
I
I I
-
I I
3
3
-- ----_
_ 150
120
—
64
334
70
404
-_____-_
Main Office Area
Sr. Planner PO -3
150
1201
I i 1
ISO
I I
ISO
I I
150
I III
ISO
Sr. Planner PO -3
I50
1251
I ! I
150
I I
150
I I
150
I I'
I50
Assoc Planner PO -2
120
115
1, 1
120
1 11
120
1 1
120
1 1'
120
�60
Current PlanningOpen Work Area
84 I
00
160
60
,Asst Planner en -E
100
48j
1 1
100
1 I
100
2 2
200
2 21
200
Files/E ui ment
36I
Files file
102
20
2
20
_
2
20
21
20
Files needed file
10I
10
I
10
I
10
1:
10
i Cart cart
10
1
10
I
10
1
10
1 I
10
Bookcase'be
10
2
20
21
20_
2
20
220
Circulation inside work area Inner circ2
25%
incl.
I
40
_
Subtotal Assigned SF4441
4i
620
4
580
5
680
5
680
Circulation Allowance Unit Circ -2
15%
120.
90
100
100
Total, Planning, Curr. Ping. Ofc. NSF
564
4'
4
670
5
780
5
780
-__
180
One-StopS Area
Plannin De t One Sto Sho Open Area
20
512
1
512
512
IPlannin Tech. en -D
80
45
1' 1
1 1
80
1 1
80
I 1'
80
;Asst Planner en -E
100
159
2 2
200
2 2:.
200
2 2
200
2 2i
200
'Files/Equipment
16.
File file
10
5
50
5
50
5
50
51
50
1 Plan Storage and overflow allowance
80
1
80
I
BO
I
80
I !
80
Circulation inside work area inner circ2
25%
incl.
102
102
102
102
i
Counter Allocation
;Public Counter cntr stn -Ig
55Oi
1
55
21
110
2
110
2;
110
Waitingallocation allowance
SO
0.
I
80
I
80
I
80
1
80
i
Subtotal Assigned SF
220'
3
647
3
702
31
702
3
702
_ _ Circulation Allowance Unit Circ -2
15%
1581
100
110
110
110
Total, Planning, OSS NSF
378
31
747
3
812
31
812
3
812
�
I
-
Griffin Advisors, Inc. Printed 7/28/02
Newport Beach Civic Center Space Needs Analysis
City Hall - Page 16
ITEM
At Present
Space Standard Actual Required
Projected Requirements
Level I Level 2 Level 3
Code
5 . Ft. S . Ft. WS Q Sq. Ft
WS Qtyj Sq. Ft. WS Oty Sq. Ft. WS I Qtyj Sq. Ft.
Advance Plannin;
Sr. Planner
PO -3
150
2081 21 2
300
2
2.
300
2 2
300
2
2.
300
Files & E u1 ment in open area near offices)351
11
Files EIR's
file
10
3
301
3.
30
3
30
3.
30
File(general)
file
10
1
101
1
10
1
10
1
10
Bookcase
be
10
I
10
I
10
I
10
1 j
10
,
Subtotal Assi ed SF
2431 2
350
2
350
2!
350
2
350
Circulation Allowance
Unit Circ -3
20%
661
70
70
70
70
Total, Planning, Adv. Ping. NSF
309; 2'
420
2
420
2'
420
2
420
Shared: ED/CP/AP
1
__..------
Z__�-..- — --- -
Planning
---
-tDept
Dept Shared Functions Open Area
Asst Planner
Asst -
!Clerical Asst (pt) --
1Interns
Intern Wk Stn1area bein�re desi ned
-_
en -E
en•C
en -C
-
en -B
—
table
copy 2
stand
seat 1
— ---
inner circ2
C-3
clos-1
-_
file
le --
file
sws
be
--
tws
file
- l —
allowance
- - -- —
- (488 j500
100 110 1 1 100
64 49 I 1 64
64 45 I 1 64
- -
48 41 IT
135
35 i-
_ . ---
40 t 1 40
40 _ t 1 40
- -
15 t I 15
60 73 1 60
- - - --
25% incl. 69
180 84 1 180
15 1 15
_ 161 i - .. 41
10 —t 17 170
- -
10 1 10
45 _- �_ � I 45
10 2 20
- -
60 1 1 60
10 —j I 10
-
100 - _ _ I 100
--
j560J
1 II 100
1 I 64
- I I N
- --1
t 40
I 40
I 15
1 60
- 1
81
11 180
I 15
_1415]
_ 17 170
I 10
- -
I , 45
2 20
--- --- -
__I 60
- I� 10
I 100
_ --
j5601
1 1 100
1 I 64
I I 64 -
-
- - -
1 40
I _ 40 -
I 15
f I _ 6_0
81
1 180
1 15
[415]
1 17 170
1 10
--
-- 4Im
I I 45
j 2 20
I ____60
I I 10
_ I 100
-
I
2
1
1640]
I 100
2 128
1 64
-
1' 40
--h 40
I� 15
I 60
97
- I 180
I 15
[415]
171 170
I 10
_� _-_45
_ _..
I 60
--1 10
I 100
E w mentiFdin
-1-9 -----_8.-------- -
IT -i
Tratt MaD counter/work area
Copier --
_.. - -
1Typing Stand
Department Reception/Seating
- - .. -
Circulation inside work area
Conference/Packet Pjearation
Supplies Closet
lull- ---
-
_..
Files with storage above
- - -
Microfilm file
MIcrofireader/printer _
Bookcaze -
Table / Workstation
Card file
{ _... _
iGeneral stor a boards, etc)
Storage Room under stairs
(Requirement is included in Vault
-- ...... __... -
Unit Circ -2
96
-
_ SubtotalAss edSF
Circulation Allowance
829' 4 1,110
15% 225 170
5 1,170 5L -1,170 -6
I80 180
1,250
190
i ! Total, Planning, SharedArea NSF
- - - - - ---
Code Enforcement
-- --
--- ---
--
1,0541—t-- 4
--
- --- a -- -- -
t--
1,280
--
5
- --
-
1,350
--
----
51
--
- 1,350
----
- 6
-
- j
1,440
-
Code Enforcement Su v.
PO -4
180
182 1 1
180
1
1
180
I I
180
I
I
180
Code Enforcement Officer
PO -2
120
1! 1
120
1
1
120
1 1
120
1
1 i
120
1 (Space Is flexible to allow for possible rowth
Subtotal Assigned SF
182i 2.
300
2
300
2.
300
2
300
Circulation Allowance
Unit Circ -3
20%
49160
60
60
60
Total, Plannin , Code Enforcement NSF
231 21
360
2
360
2
360
2
360
i
Total Pllanniqg Det
3,475: 20
4,551
21
4,646
22!
4,756
23
1
4,846
[Density sf/workstation)
173.8:
227.6
221.2
!
216.2
210.7
!
i
Griffin Advisors, Inc. Printed 7/28/02
Newport Beach Civic Center Space Needs Analysis
City Hall - Page 17
ITEM
At Present
Space Standard Actual Required
Code S . Ft. Sq. Ft. WS Qtyl Sq. Ft.
Projected
Level i
WS Qty I Sq. Ft.
Reguirements
Level 2
1 Level 3
WS I Qtyl Sq. Ft.
WS I Qtyl Sq. Ft.
Public Works
Administration -Office Area
1
I
1':
I I
280
180
_
Director PO -6b 280 2801 II 1 280 1 1 280
1 1 280
I I ISO
Adm. M. PO -4 180 1661 11 1 180 I I 180
Administrative Open Work Area
:Exec Sec Intern WS
en -E
1 100
1411
1':
1
100
1
I;
100
I
1 100
1
I
100
E ui ment, Etc.
Reception area for 2 persons
allowance
60
incl
1
60
1
60
1 60
1:.
60
!
1
'
'
Subtotal Assigned SF
5871
3
620
3
620
31
620
3
620
Circulation Allowance
Unit Circ -4
25%
1271
160
160
160
160
Total Public Works, Admin. NSF
714'
3'
780
3
780
3
780
3
780
i
Administration -one-stop Shop Area
Planning Dept One Stop Shop Offen Area
1236]) i
[465J
L65J
j465j
__ _ -
Adm Asst en -C64 35� _ I� 1 64
Dept. Asst. en -C 64 102 21 2 128
- -- --- -- -
Files/Equpment 991
10 I 10
IVerucal Plan Files flatplan-v - 20 3 60
Work table table 40 I 40
Co&r ier co 2 40 I 40
- ---- - - py- - - - - --
Princer___ 20 I 20
--- - - -
File file 10 1 10
Circulation inside work area inner circ2 25% inch 93
Counter Allocation
-- ..-- . ._...._— - - ._ - -
Public Counter cntr stns 55 1851 3 165
Waitin� jallocati� _ allowance 200 107; 1 200
---- - -- - --
y Ides dis Ip ay area/counter
-r -- I
+..__-- -
Subtotal Assigned SF 528 830-T
30__
--.. Circulation Allowance Unit Circ -4 25% 114T 210
- 1,040
L Total Public Works, OSS NSF 642 3! _
Engineering
T
1 I� 64
2 21 128
_ _..
_ _ I � 10
3! 60
--
I 40
h 40
-- -
- I 20
I 10
93
- - - - -
41 220
ly 200
-- --
_ 3 885
220
_ 3 1105
I+ I 64
2 2 128
_ - -
i I _IO
3 60
- -- - --
I 40
i I 40
-
I 20
I
2
__ _
— -
_
-
- .1�65J
1 64
2 128
-- - ..
I 10
3; 60
-�
-11 40
I 40
I 20
1 10
93
1 10
93
-- - ---- -
4 220
-- I 200
3 885
220
3 1,10
_
---
4 220
-
_ 1 200
--- - ---
-
3 885
220
055 3 1,1
_ _ _
__ _
Administradon/Ciq Engineer
Ci Engineer
PO -5
210
185
I
1
210
1
1!
210
1'
1 210
1
1
210
Engineering
Princi I Civil Engineer
PO -3
150
432
31
3
450
3
3 1
450
31
3 450
3
3',
450
Engineering Open Work Area
446
60
940
1,065
1,065
Assoc. CE
en -E
100
190
2
2
200
2
21
200
31
3 300
3
3''
300
ISr. En . Tech.
en -E
100
94
I
I
100
I
I !
100
I
I 100
I
1100
r. CE
en -E
100
43'
1'
1
100
1
1!
100
1
1 100
1
1!
100
Intern s
en -B
48
23
I'
I
48
2
2.
96
21
2 96
2
2
96
Contract Engineers
en -B
48
0
0
2
2
96
2;
2 96
2
2
96
!Files & Equipment
96
j 'Files (near City Engineer)
file
10
incl.+
2
20
2;
20
2 20
2'.
20
Files neral
file
10
incl.'
2
20
2.
20
2 20
2,
20
! copy
copy- I
20
incl.
1
20
11
20
I 20
I ;
20
Plotter
copy -2
40
Inc[.
I
40
140
I 40
140
Print blueline
copy -2
40
incl.
1
40
11
40-1
1 40
1;
40
Coffee
cof-2
20
Incl.
1
20
1 !
20
1 20
1'
20
Circulation inside work area
inner circ2
25%1
incl.,152
188
213
213
;
Field Inspecdon iti Survey-
-
Principal Civil En neer
'
PO -3
150
136
1
1
ISO
I
1150
I
I 150
I
I
150
continued
Griffin Advisors, Inc. Printed 7/28/02
Newport Beach Civic Center Space Needs Analysis
City Hall - Page 18
ITEM
At Present
Space Standard Actual Required
Pro ected Requirements
Level 1 Level 2 Level 3
Code Sq. Ft. Sq. Ft. WS
Qty Sq. Ft.
WS I Qtyj Sq. Ft. WS Qty Sq. Ft. WS Qtyj
Sq. Ft.
Inslwc aj Open Work Area --
PW Inspectoren-B
--- - —-....... ..-- -- - -
-- — -- 1193) [285]
48 193 3 3 144
------ — — -
none 0
dit 75 incl. 1 75
flatplan-v 20 incl _ 1 20
file 10 incl I I 10
inner circ2 25% incl. 36
— - - 051 - — - .. 1145
en -B 48 53 11 1 48
en -B 48 __ _ 52I I I 48
allowance 20 md.-- I 20
inner circ2 25% incl 1 1 29
_ 1499; 15i 2,000
Unit Circ -2 15% 404 300
1,903 ISS 2,300
j
1180] jI60]
3 31 144 31 3 144
—+ - --- - — -- —
Y
-_
36 36
--- �. - -
_. x,51- - — .1145]
1 1 48 I 1 48
I I 48 I I 48
I 20 I 20
29 29
18 i 2,07S 19 2,200
310 330
18 2,385 19' 2,530
3 3 144
—
— } ---
36
_... _. _
1145]
1 I 48
I I i 48
I 20
29
19 2,200
330
19 2,530
Contract Inspectors
1 Equi iment
La out table
l Vertical flat plan file _
---�-File
Circulation inside work area
Survey Open Work Area _ .. _ -
Surma Part Chief
Survey Inst Worker.
(Allowance for shared w ment
—eq p — —
;Circulation inside work area
— ,
_
Subtotal Assigned SF
_ —Circulation Allowance
Total Public Works, Engineering NSF
TTTra�ortation
and Development Services
Administration
Magager
PO -4
180
148 1
1
180
I
I: 180
I 1
180
1 1
I80
Transportation
Pr. CE - Transportation Manager
PO -3
150
1271 1
1
I50
I
I I 150
11 1
150
1 1 !
I50
i
Trans rtation Planning Oen Work Area
10
125
125
50
1
3101
'Assoc. CE
en -E
100
107' 1
1
100
1
I; 100
2 2
200
2 2
200
Needs addedprivacy)
Eng. Aide/Intern
en -B
48
01 01
0
0'
I I'
48
Circulation inside work area
Inner circ2
25%
incl.1
25
25
50
62
' I
i
i
Trans nation Cps. Open Work Area
369 j
535
59�
595
595
Assoc. CE
en -E
100
107 1
1
100
1
Ii 100
I 1
100
I 1
100
TE Tech.
en -D
80
93 1
1
80
1
11 80
I: 1
80
I I
r. CE
en -E
100
61 I
I
100
I
11 100
1' 1
100
1 1
�_f906
11 Eng. Aide
en -B
48
39 1
1
48
2
2I 96
2 2
96
2 2
I Files & Equipment
69
Lateral Flies
file
10
6
60
C 60
6
60
61
60
Bookcase
be
10
2
20
2! 20
2
20
2'
20
Storage Cab now over files
sj cab
15
3
45
3 45
3
45
31
45
1 Circulation inside work area
Inner circ2
25%
incl.
82
94
94
1
94
i
Traffic Control Room
Allowance
200
I
200
1 j 200
I
200
I :
200
These staff not provided space in CH:
Parking Meter Su v
01 01
0
1
01
0
Parking Meter Svc. Worker.0
0'
0
0'
0
I
Development Services
Develo ment Engr
PO -3
150
1481 1 1
1
1501
1
1 i 150
1 1
150
I 1
_
150
,
Devel. Svcs. Open Work Area356
600
600
25
50
'Assoc. CE
en -E
100
92 1
1
100
1
1! 100
I I
100
2 21
200
(GIS S st Analyst
en -E
100
1481 1'
1
100
1
II 100
II 1
100
1 1'
100
En .Tech.
en -D
80
631 II
1
80
I
II 80
I' 1
80
1 II
80
r. CE
en -E
100
33' 1I
1
100
1
1 100
2; 2
200
2 21
200
I Files & Equipment
20
•. Drafcin /La out table en use table
40
1
40
1 + 40
1
40
I
40
Princ blueline
copy -2
40
I
40
I 40
I
40
I !
40
Co /riot need copy -I
20
I
20
I, 20
I
20
II
20
Circulation inside work area
inner circ2
25%
incl. (
120
120
145
170
Griffin Advisors, Inc. Printed 7/28/02
Newport Beach Civic Center Space Needs Analysis
City Hall - Page 19
ITEM
At Present
Space Standard Actual I Required
Code Sq. Ft. Sq. Ft. WS I Qtyj Sq. Ft.
Projected
Requirements
Level I
Level 2 Level 3
WS Q S . Ft.
WS I Qtyj Sq. Ft WS Qtyj
Sq. Ft.
Plan File RoomAcombines both ezistingvaulu
_
_
458
�_
592
27
_.
_
592
�.
324
50
592
j.__.� --
-. _---
592
1_... )
Vertical Flat Plan File flat Ip an v 12 27 324
- - -- ------ - --
Files standard file 10 5 50
(Storage on wall above all flies
27 324 27'
- - . ..... -
+- 5 50_.
5
324
- ..
50
_Scannertint-3
Printer
Work Table
Added circulation inside room
rint-3
nble
inner circ2
30
30
40
25%
ind.i
T
I
; 1
I
30
30
40
118
1 j
1130
30
1
_ I
I
-- -
30
30
40
118
--
I
1
I
-
30
30
40
II -18
_ I ; 40
7 118
- - --
_. ....... —_
-- --
... --
Subtotal Assed SF
----- ce
Circulation AllowanUnit Circ- I
Total Public Works, Tr DS NSF
t -- --qsp.-
-- --
10%
--
1713_
- -
3$6'
2,099!
- -
12 - 2,532
250
12 2,782
- - ---
13 2,592
260
- 13 2,852
15'
- - -
15
2,842
--- -._
280
3,122
17
17 !
3,027
300
3,327
Department Shared Areas
j:
r.
Conference Room
C4
240
1761
1240
I
240
1
240
1 I
240
Coffee :
cof-4
60
481
1
60
I
60
1
60
11
60
1
General Storage now under stair
Allowance
120
951
1
120
1
120
j 1
120
I
120
1 Subtotal Assigned SF
3191
01
420
0
420
0
420
0
420
Circulation Allowance
Unit Circ -3
20%
46'
80
80
j
80
80
Total Public Works, Shared Areas NSF
365
0
50o
0
5000
500
0
500
--
-
Total Public Worsts Det
5,723
33
7,402
37
7,6_22
40
8,037
42
8,242
Densi sf/workstation)
173.41
224.3
206.0
I
200.9
196.2
j
-
1
I
i
I
�
-
1
I
'
I'
i
!
-
I
I
1
I
1 1
�
i
I
i
!
i
I
'
i
I
1
i
i
I
i
Griffin Advisors, Inc.
Printed 7/28/02
Newport Beach Civic Center Space Needs Analysis
City Hall - Page 20
Griffin Advisors, Inc. Printed 7/28/02
At Present
Projected
Requirements
Space Standard
Actual
Re uired
Level I
Level 2
Level 3
ITEM
Code
S . Ft.
Sq. Ft. WS
Qty Sq. Ft.
WS
Q S . Ft.
WS I Qtyj Sq. Ft
WS I Qtyj Sq. Ft.
City Hall Shared/Common Areas
300
— 244
1 300
1 300
1 3001
300
Conference Areas
Hearing Room (Lobby Conf Rm" today)
C-5
Later a Conference Room general use)
C-9
560
now FD
i I —
560
I 560
� I 560
I 560
. _-[Ij
300
[1801
1[300J
Other Conference Room"rogrammed with Departments
I ..--_ �4�]
i _ _ 1180]
300
i1180)
1 1300]
_
__
_- ..-I400 ]--[400J
[1j
300
[180]
[300]
City Admin -Council Conference Room
City Mgr Conference Room ._.
Admin. Svcs. Conference Room
Bldg Dept Conference Room/Library
rCity Atty. Law Library ------
Fxisun�
C-3 ..__....._.
C-5
C-3
C-5--...-.-----.300
._ 400
____180
300_
180
__.14�]�
_none
none
[1781
-. [258
__. _ .
---���
308
— [I80J
- - _ I3�]
Fire Department Conference Room
C-6
360
1555
_ 1360]
_
[360J
[360)
13601
HR Conferenceflnterview Room
C-3
180
none:
180
180
180
180
i Planning Dept Conf RmlPacket Prete
_..._
Public Works Conference Room
C-3
C-4240
180
180
[84]
176.
none!
1180]
40
160
[1801
240
180
11880
II -1
40
180
40
t 180
Shared Areas -CSS Coherence Rm
C-3
_
Total SF, all Conference Rooms
—
1,895
1
t --
X3,360]
[3,3601
_13,360)
_[3.360]
Total No of 6ni0ren ce Rooms
AV .. SF/Room
+-
[2801
_.__ [2801
--
[280]
- 1
�_ Subtotal Ass ed SF
244:
0�
860
_ _ 0
860
220
1,080
0:.860
220
0' 1,080_
0 -j 860
220
0 _. 1'080
Circulation Allowance
Total Conference Center NSF
Unit Circ -4
25%
-
244
0
220
1,080
0
Building Lobby Related
Lobby Allowance — -
-- ._.
Allowance
-- -
—
1000
----
_. �..
._ ._ 5321
_
-
1 1,000
-. __.. _ _.
-
I 1000
t---- -
1 1000
_ 1
i
1000
Public Lavatories see n-t_g1 _ ._--
-_- . _ _ . -_
_ _ --
- __-
t
_.
_.—
Subtotal Ass i ed SF—
Circulation Allowance
Total Building Lobes &Related NSF
-
Unrc Grc-0
0%
500
80
532;
5321
472
68;
0
0
{
11000
0
1,000
1 500
I 80
0
0
1,000
0
1,0000
I 500
I 60
0: 1,000
0
1,000
-
I 500
I 80
0 1,000
0
0 1,000
I 500
I; 80
Larch Room
...
lun6room Allowance
Storage; Allowance
--
Subtotal Assigned SF
_ —
Circulation Allowance Unit Circ_ -4
_
25%
. - t
- ----
-
- --
- ---
540
0 580
_ _
150
0
S80
I50
0, 580
150
0 580
150
_ - Total Lunch Room NSF
_ P P-. it _—
Staff & GouotheroAreas iPro ammed with De artment R u.
gr — p —e9
rtBldg. Dept, Cust Svc LOSSZ NSF
- 540
Sae
p
[91 Ij�
0; 730
- t Stn —
s Space
rt [4 X1300]
0
--
730
n�
St Space
[5] 11435]
01 30
- - --
Stns Space
[5 j143�
0 730
- - - ' - - -
__ Stnsi Space
_151___1435]
Bldg. Dept Plan C�OSSLNSF - - --
_Planning, OSS NSF __--
-
_
[102]
._. I378JL_.
__ Ll . [120]
+ .I1] - [747]
_._
-]�
L]L 1240]
18121
- _[ - X40]
- [2] [812]
1" ]1 �0]
X1.2]
_ Public Works, OSS NSF -
-
642
(—
3 1,040 1
4 I 1,105 ]
4 I,I05
,
4
-[-�; [I .105
I Note that HR, CS, FD counters are not
accounted for In the OSS allowance.
_- -
_ _- __�
�._....__
Addkional items
Counter Stations for other users torr stn -Ig
+
55
—�
incl.'
- r 2 110
-
2, 110
2 110
2' 110
--- -
Visitor Research Area allowance
Waiting Areas [included in Dept areas, abovel—
- -
_Department PC Stations aliowance
OSS Shared Conference Rm C-3
200
J2O
25%
-
incl.
- incl.
inch
none
-
1 200
_)480
3 60
_ _ I - 180
-
--
-
I _ 200
1480]
- -
rt 60
I 1 180
- -
1 200
[480]
4 80
_ I 200
[480]
4 80
I 180
I j 180
Subtotal Assigned SF
___ Circulation Allowance
�T -- Total OSS Facility Additions NSF
Unrc Grc-4
Oi 01 500
140
_.._._ - 690
1 -..
0
+ _ 550
140
_ _690
0 . 570
140
_ 0 .__ 710
0 570
140
_ 0 _-- 710
-
...... -
-
Warehouse
Purchasing Warehouse
Allowance
600
-
445 1 600
- - --
690
-.
1 600
60900
1 608
0 600
90
1 1 600
_-- 600
0' 90
-
Sub- I --
Circulation Allowance
_.
Unit Circ -2
—
15%
Total Warehouse NSF
445 0, 690
0
690
0 690
--
0 690
--- -
- -
i
Total City Hall Shared/Common Areas
-- -- - ---
1,761 i 0i 4 190
_•---
0�
4 190
---' 1 -
0, 4 210
-- -- - s—
0 4,210
--
Griffin Advisors, Inc. Printed 7/28/02
Newport Beach Civic Center Space Needs Analysis
City Hall - Page 21
At Pres t I Projected Requirements
Space Standard Actual Required Level I Level 2 Level 3
ITEM Code Q Sq. Ft. WS Qtyl Sq. Ft. WS I Qtyl Sq. Ft. WS I Qtyl Sq. Ft*
------- ...... -
Total Cl Hall, NISF Calculations* ......... . . - _11�0 I I 'L- 189 49899 6.. 5 112 1 S --P _22370 2A 53,29S
Council Chambers Building � om 2 3,62- 3,622
.. ... .. .........
-J
TotalCkyHall!�S ",xcludlngCharnbe.,.-- ---- 33.3891 189i ____46,277_ 206___ 417,593 21 74 24 1 49673
t
........ ....
Calculation of Gross Sq. Ft.
Total non-chu�b-on-W§l' -fr&m-Jime 4J-�� 48,748 49,673
7
Statistical N -t -G Al Fom;�m-ce'
11,569 11,8911 12,187
4 ------- -
ilexcluding chambers, listed on its
.... .......... ........... ..... . . .....
J �39
irculation-horizontal 2
f
1 irculation-Vertical 348
4 . . ...... . . .......... . ---- --- . .....
Atrium
. .. ..... ......
_Jp�her Shafts and Penetrations 101i
. . . ...... .. . t --- - -------
Mechanical Rooms 5771
Lavatories (publi Ast 1,46
c i0i .. .....
Other
'Misc Wall Thickness 1,1711
...........
N -T -G allowan
. . ........ Se--- . ..... --- -------------- "01
T7T
Total City Hall, Gross Sq. Ft., Excluding Chambers 40,407 189 57,846 206 59,491 215 60,935 224 62,091
sl 1p!tr! �n 306 28-9 - ---28-3 -- - 277
... ...... .. --- ---- ----
----- - ......
----- --- 7 -j-.6-22 -3—,622 3,622
Council Chambers Building (from a 3,622
Total City k!#I'-!nc1udinz Chafnbers �429 61,468 206 1 63,113 2151 64,557 224 5,713
---- --------- -- -
WYh-eCouncil Charnber-s -00-M ever, is based on GSF. This is subtracted as noted in the subs nt tota
_4
------------ ........ -
Griffin Advisors, Inc. Printed 7/28/02
- ------ ---
------------
—4 ---- --
---- - --
-.1 .. .... . ........
. ... .. .. ... -
. ....... ......
- -----
T
-4-
-------------
-- -- ------
-----
- --------
---
.. . ........
----------
-4-
------
- —
-7
I
Griffin Advisors, Inc. Printed 7/28/02
Bubble Diagram
City Administration
Primary
Access
Point
Grifin Advisors, Inc.
Council Chambers Building
Lobby Reception
200
Locate in the BuildngLobby
Office of the City Manager
Passage or Access
Required
Access Needed
(Optional Passage)
Council Chambers Complex
3,622 (gross) s
Regular
Security a
Access or Egress
Barrier
Periodic ....Counter
Counter
Access or Egress
Access
Newport Beach Civic Center Needs Assessment
Bubble Diagram
Administrative Services - pg. I
ASD, Fnancial Operations
& Administration
Main Payments
Pu h Bouncer
forfortthe Buidi ng
Payroll functions
PassageorAccess RegJar Security
Primary Required Access or Egress Barrier
Access
Point Access Needed Periodic
•• •' Counter
(Optional Passage) Access or Egress Access- _-
Grifin Advisors, Inc. Newport Beach Civic Center Needs Assessment
Bubble Diagram
Administrative Services m pg. 2
ASD, MIS
MIS
GIS
1,056 sf
Primary pub .+
contact pdrx
Significant staff
access br
operations support
Access to
application user
de parte n en is
MIS
Applications
910 sf
secure MIS
MIS Computer Rm
550 sf
Administration Access by
220 sf various MIS
staff
MIS
Operations MIS
742 sf Telecomm
896 sf Access to
parking and
storage
ASD, Fiscal Svcs., Mail and Print
These rooms need
access to the
warehouse storage
facility, and also to
loading and
delivery.
Convenient City
staff acc ess is also
required
Fiscal Services
Mai Room/Remittance
880 sf
Fiscal Services
Print Shop
880 sf
Passage or Access Regular Sectsit
P^ Required Access or Egress Barrier
Access a
Point Access Needed Periodc
I ... .,,,.,�. Cotnter
(Optional Passage) Access or Egress Access
Griffin Advisors, Inc. Newport Beach Civic Center Needs Assessment
Bubble Diagram
Building Department
Inspection
Division Department
1,210 sf Admnistration
1,431 sf
Access to
parking. Also,
access to pudic
counter and
some pubic
visitor trafic
Plan Check &
Permitting
Controlled kL
Admin
Flu bl i c Acce ss 41P
250 sf
Co rive ni en t
access to OSS
Building Dept., Office Areas areas as needed
Plan Check &
Pudic Counter Permitting
for OSS OSS - Cust Svc
+ 1 1,435 sf
Integrated with
Building Dept., One Stop Shop ° OKs
compopo se ria
Access to
de partm en t
Plan Check &
Permitting
Office - Plan Ch.
850 sf
Plan Check &
Permitting
OSS - Plan Ch.
240 sf
PassageorAccess - Regular Security
Primary Required Access or Egress Barrier
Access
Point Access Needed Periodic 11,,Counter
(Optional Passage) Access or Egress Access
Griffin Advisors, Inc. Newport Beach Civic Center Needs Assessment
Bubble Diagram
City Attorney, City Clerk, Community Services
City Clerk
City Clerk
1,173 sf
Considerable ,Cby Pudic
City Staff,
ouncil Access
Members, and others
Access to Chambers _
1.
Community Services Department
Community Services
Recreation
1,760 sf
Access to Parlingfor
staff movement i-om HQ
to field locatiom
City Attorney
Community Services
Administration
1,174 sf
Pudic Counter
(Includes Recreadon
Services)
Passage or Access Regular Sectrity
Primary
Access Required Access or Egress Barrier
Point Access ceded . Periodc
(Optional Passage) Access or Egress gess c
Griffin Advisors, Inc. Newport Beach Civic Center Needs Assessment
Bubble Diagram
Fire Department Administration and Fire Prevention;
General Services; Human Resources
Fire Department
Access by visitors
in vole ed Wth
development and plan
ch eck fu nci tons
Human Resources
Pu b
Count
Peri
by s
d
Fire Prevention
1,227 sf
Support Services
1,010 sf
EMS Management
374 sf
Public
Counter
Access
to Chief's
Re ceps io
n
Office of the Fire Chief
580 sf
Training/ Community Some
Relations / Emerg Svcs Internal
603 sf Access
Storage Periodic access
280 sf by department.
Primary
Amex
Pant
Griffin Advisors, Inc.
Storage
210 sf
Corive ni en t to all
City Hal areas
General Services
Passage o r Access Regular Security .
Required Access or Egress Barrier
Access Needed Periotic Counter L
(Optional Passage) Access or Egress AUess
Newport Beach Civic Center Needs Assessment
Bubble Diagram
Planning Department
Access to
Assistant City
Manager
Economic
Development
404 sf
Code
Enforcement
360 sf
Access to
parking br field
access. Also,
periodic pubic
visitor access.
Planning Dept., Office Areas
Controlled
Public Access
Punning Dept., One Stop Shop
Public Courter + I Current Planning
for OSS O S$
812 sf
Integrated with
other OSS
components
Primary Passageor Access Regular Security
AccessRequired Access or Egress Barrier
Point Access Needed Periodic Counter
(Optional Passage) m 0 Access or Egress Access
Griffin Advisors, Inc. Newport Beach Civic Center Needs Assessment
Bubble Diagram
Public Works Department
Pubic Works Dept., Office Areas
Trans & Dev Svcs
Dev. Services
1,379 sf
Trans & Dev Svcs
Transpo nation
1,750 sf
Administration
780 sf
Trans & Dev Svcs
Administration
198 sf
Engineering
Administration
241 sf
Convenient to
al parts of the
department
PW Shared Areas
500 sf
Convenient access to
OSS areas as needed
Pubic Works Dept., One Stop Shop
- - - - - - --
Passage or Access
Primary Required
Access
Point Access Nbeded e
(Optional Passage) —-
Pudic Counter so
for OSS
Integrated
other i
cornpon
Engineering
Engineering Work Areas
241 sf
Engineering
Ens neeri ng W ork Areas
1,743 sf
Regular
Security
Access or Egress
Barrier
Periodic
Counter r-
Access or Egress
Access
Griffin Advisors, Inc. Newport Beach Civic Center Needs Assessment
Bubble Diagram
City Hall Shared Areas
Large Conference
560 sf
Access by all
Conference & City Staff
"Het ring Room"
300 sf
CH Lobby
CH Lobby
Main Public
Access Pont to
the Building
Lunchroom Areas
Lobby Allowance
1,000 sf
Note that Staff listed with City
Administration is to be located in
and added to lobbyspace.
OSS Added Areas Integrate with waiting
areas programmed with
the departments.
Lunchrooi
--------- ------
------ - - - - --
500 sf
i
i
VisitDr i
Access by all
Counter. Research
City Staff
stations for i 200 sf
i
i Other Users
i
OSS
i
Combine counters to
Conf Rm
i
others programmed
180 sf
with each department
PC Stations to be located ; ; ;
Warehouse
behnd department counters ---- `---
and ccvenientforshared use PC Stations
(4 stations programmed). - - - - - -i
-- - - - - - - - - - - - - - - - - - - - - - - - - - -
Warehouse&
General Storage
690 sf
Primary
Access
Point
Access especially to Print
Shap and Mail Room, but
accessible to all departments
Passag e o r Acc ess Regular —�
Required Access or Egress
Access Needed Periodc
(Optional Passage) Acce$ or Egress
Security .. ,
Ba rrier
Counter
Acce$
Griffin Advisors, Inc. Newport Beach Civic Center Needs Assessment
APPENDICES
Report to the City of Newport Beach Appendices City Hall Space Needs Analysis
APPENDIX A — GUIDE TO READING REQUIREMENTS TABLES
READING THE DATA SHEETS
Layout of the Data Sheets
The tabulation sheets are divided into columns which are grouped as follows:
Item
• These columns list the personnel position, room, area, or equipment item described on that row of
the data sheet. Column indents are important, and signify that the indented items are "attached" to
the element out -dented just above.
Space Standard
• The first column identifies either a symbol for the area (such as "PO4" for private office of type
4) or else identifies that a general allowance ("allow") for the item is used.
• The second column identifies the size of the item, such as "180" to indicate an allocation of 180
square feet. See the separate discussion of space standards for a presentation of the standards used
and the symbols for them. In some cases, the standard increases in time, and "varies" may appear
in the size column to call attention to this fact.
At Present
• Actual Sq. Ft. — This is the existing size of the area corresponding to the programmed area. In
some cases, however, the program breaks down the existing area into components, so that several
program lines may have to be added to arrive at the existing sq. ft. figure
• Actual WS — This is the number of existing workstations.
• Qty — This is the quantity of items which are required, and applies to the item description for this
line. This is generally based on our survey of existing conditions and on interviews or question-
naires.
• Required Sq. Ft. — This is the required net required square footage, based on the space standards
used, the quantity of items, and the other indicated assumptions, and allows a comparison to the
existing actual sq. ft.
Projected Future Requirements (Each PL)
• WS — This is the number of workstations provided for in the Program.
• Qty — As at present, this is the quantity of items which are required, and applies to the item de-
scription for this line. Growth over existing levels may be given as a percentage increase.
• Sq. Ft. — This is the required net required square footage, based on the space standards used, the
quantity of items, and the other indicated assumptions.
Report to the City of Newport Beach Appendix A —Page I City Hall Space Needs Analysis
Abbreviations
A number of regular abbreviations may be used in the space standard column and occasionally in the
item description column. The following is a list of most abbreviations which might appear on the
data sheets:
allow Allowance. Often used to describe the allocation of a non-standard space.
be Bookcase.
C Conference room of various standard sizes (C-1, C-2, etc.).
clos Closet. Standards are developed for 5 closet sizes (clos-1, clos-2, etc.).
cntr Counter. As in a public counter station, abbreviated "cntr stn."
cof Coffee station, with cabinet and plumbing for a bar sink, water supply to a coffee maker,
and (typically) a garbage disposal unit. Various coffee stations are used in this report
(cof-1, cof-2, etc.).
cws Clerical work station or desk, with or without return, though generally with one.
dws Drafting work station.
en A panel -enclosed workstation of various sizes (en -A, en -B, etc.).
ews Executive work station. Same as `cws' but specifically without a return (a double ped-
estal desk); or else with a return at executive height.
f File cabinet, standard type, either of legal or letter size. A number following (f-4, f-5)
indicates the number of drawers. Generally these can be converted into lateral files or
other filing configurations in the design process, if new furniture is to be acquired. We
use this notation when it is of interest to indicate the type of file cabinets in use currently.
file File cabinet or file unit. Often either a generic item, meaning the same as "f' as noted
above, or a special file such as a card file or other unspecified file cabinet (possibly con-
verted from a built-in unit in existence at the time of inventory) or else a non-standard
item.
flat plan A file unit for holding flat plans, either hanging vertically (flat plan -v) or stacked hori-
zontally in drawers (flat plan -h).
inner circ Inner circulation allowance. This is space added within a room or area to provide access
to the items in it. It is added when a room's size is based on a listing of items, and it is
determined that the allowances of space for each of those items is in the aggregate likely
not to have enough access space for proper layout.
lat file Lateral file cabinet, typically 42" wide or more. Standard is larger to allow for more
frontal access.
lav Lavatory or wash room, typically with water closet or toilet.
PO Private office of various standard sizes (PO -1, PO -2, etc.).
print An office printer, either on an integral cabinet or on a separate piece of furniture suited to
the printer's size. Standard may be of various sizes (print -1, print -2, etc.).
recept Reception area with clerical staff work stations and waiting for visitors.
sch Side chair. See also `/s'.
Report to the City of Newport Beach Appendix A - Page 2 City Hall Space Needs Analysis
seat Allowance for a seating area. Seat -1 represents a seating space for 2-3 in smaller -scale
chairs, Seat -2 represents a seating space for about 4 persons in larger -scale chairs (with
side table), Seat -3 allows for a larger grouping.
SPO Shared private office. An office for two or three persons.
stg cab Storage cabinet. May be either a metal cabinet (traditionally 36" x 18" x 72" high) or an
executive cabinet of lower height, etc. The meaning should be made clear by the context
of spaces in the `item description' column.
sws Small work station or system work station, used for small single -pedestal desks or, when
in conjunction with a `cws' it may represent a computer system table. The item descrip-
tion column entry should clarify the meaning.
table A table used typically for equipment, but also as a stand-up work table or where a chair
can be pulled up on occasion. A table used as a workstation (with a desk chair at which
someone is often seated) is programmed as a "tws."
tws Table work station. A table and a chair.
Unit Circ This is circulation required for the unit, to access between rooms and areas. It is to be
added to the open spaces of the unit, as determined during design, or else provided in lat-
eral corridors or access ways. A range of values may be used depending on the degree of
openness and design freedom intended (angled layouts, for example, require a higher al-
lowance).
Data Sheet Conventions
There are a number of conventions which we have adopted in the listing of items on the space re-
quirements sheets that refer to how the space is to be configured. The following refer to example I
which appears below.
Indents
Indenting indicates that the indented items are to be with or else make up the item that they are in-
dented from. In the example, each of the three major components (an `office,' a `room,' and an
`area') are made up of the items that are indented and listed below. Also, within the Clerical Area,
the Tub File(s) are to be located with the Secretary/Clerk. Finally, the closet listed below the `Visi-
tor's Office' is to open to that office.
Room or Area
The words `room' and 'area' each mean slightly different things. `Room' (or `Office,' etc.) refers to
an enclosed space, generally with a door. Typically, the only rooms further opening off a `room' are
closets or the like, that serve that room specifically. `Area' refers to a space through which the other
spaces in the unit may be accessed, and so can be termed `an open area.' Unit circulation, when
added at the end to a unit's space, might typically be added, in the design process, to the space re-
quirement for the `area' so as to provide for access aisles through it.
Circulation
Note that `Inner Circulation' differs from `Unit Circulation.' Inner Circulation is added within a
room or area when the list of items is sufficiently complex, or otherwise when it is felt that the space
will need some added access allowance for the designers to accommodate the items comfortably.
Report to the City of Newport Beach Appendix A — Page 3 City Hall Space Needs Analysis
Listing of Items
In the first example, the Projects Office is comprised of a list of items which make up the SPO, a
shared private office. The list is unchanging in the projection, and as a short cut to listing the quanti-
ties in each period, the quantities are noted in the item description column and the SPO allowance is
projected as a single line.
In the second example, the Clerical Area components are listed in the item description column, but
the quantity of each item is listed in the quantity column. The total space (310 sf at present, 340 sf at
PL -1) is the result of multiplying the space standard by the quantity and adding; the circulation factor
is applied to the subtotal and is included.
Rounding
Generally, we have developed standards for room to be in multiples of 60 (which appears to fit vari-
ous modules that the design may be based upon) so that the design will be more regular and the lay-
out process will be easier. In order to be consistent, in computing the space requirement in a very
small room by adding up the component parts (see `Work Room' in the example), we have rounded
the total requirement to the nearest multiple of 60. This is may further be noted with a comment be-
low the list of items explaining why the total may not match the space allocation for the room.
In other cases where an inner circulation is added (which adds a percentage and therefore may arrive
at a fractional or odd size for the area or larger room), then we have rounded the total to the nearest
multiple of 10 square feet.
Example 1 — Program Tabulation
Item
Space Standard
Existing
At Present
Re 'd
Projected
PL -1
Code SF SF Staff Qty SF Staff Qty
SF
Project Office
SPO
240
285
2 1 240
2 1
240
Sr. Planner (1)
cws
60
Planner (1)
cws
60
Files (3)
file
10
Work Table (1)
tws
60
Clerical Area
310
340
Sec'y/Clerk
cws/r
75
1 1
1 1
Tub File
file
10
2
2
Data Entry Op'r -
sws
45
1 1
1 1 -
-
Guest Seating
seat -2
100
1
1
Filing
file
10
4
7
Circ'n Allowance
inner circ
10%
Work Room
180
180
Card File
file
10
1
1
Photo File
file
10
2
2
Process Camera
allow
60
1
1
Desk
cws
60
1
1
Circ'n Allowance
inner circ
10%
(Round to nearest 60)
Visitor's Office
PO -2
120
115
1 120
1
120
Closet
clos-1
30
20
1 30
1
30
Report to the City of Newport Beach Appendix A — Page 4 City Hall Space Needs Analysis
Example 2 — Program Tabulation
Example 2 — Illustration Of Program
(all figures in net sq. ft.)
Report to the City of Newport Beach Appendix A — Page 5 City Hall Space Needs Analysis
Space Standard
Re 'd
Item
Code
SF
Staff Qty
SF
Executive
PO -7
300
1 1
300
Lavatory/Storage
Allow
120
1
120
Manager
PO -3
180
1 1
180
Staff
PO -2
120
1 1
120
Field Team
SPO -2
120
2 1
120
Clerical Area
225
Sec'y/Clerk
cws/r/s
90
1 1
Clerk/Reception
cws/r
75
1 1
Seating/Guests
seat -1
60
1
Work Room
300
Copier
copy
40
1
Storage Area
allow
40
1
Shelving
shv
10
6
Microfilm Station
cws
60
1
Counter (12/-14')
allow
70
1
Circ'n Allowance
inner circ
10%
(Round to nearest 60)
Subtotal
7
1,605
Unit Circulation
Circ'n
20%
320
Total
7
1,925
Example 2 — Illustration Of Program
(all figures in net sq. ft.)
Report to the City of Newport Beach Appendix A — Page 5 City Hall Space Needs Analysis
Illustration of Unit Circulation vs. Net -to -Gross Areas
The purpose of the following illustration is to show that there are other components required to arrive
at the gross sq. ft. of the building, beyond the net sq. ft. which is calculated for each of the operational
units. Generally, we may provide some elements in the program, where allowances may be quanti-
fied, but the remainder of this space is provided by a statistical calculation. We make an assumption
about the "efficiency of the building" which is the ratio of the net (programmed) sq. ft. and the gross
sq. ft., and use this factor to arrive at the total building size once the net sq. ft. figure is obtained by
adding the detailed program tabulations. The reader should consult the Space Standards section for a
discussion of related terms, including "assignable sq. ft.," "building core," efficiency," "gross sq. ft.,"
"net sq. ft.," and others.
Illustration Showing Gross SF Areas of Building
and Showing Hypothetical Office Suites
Report to the City of Newport Beach Appendix A — Page 6 City Hall Space Needs Analysis
APPENDIX B — SPACE STANDARDS
INTRODUCTION
A space standard is defined as a specific square footage allocation for an operation, an item of equip-
ment, or a functional area, to which is added a description of what functions can be performed in that
area. Thus, for example, once the functions and activities of a person are known, it is possible to se-
lect a workstation and a square footage allowance that are appropriate for that person. The following
pages contain a description of the proposed workstation and private office standards, and also related
definitions.
Development of Space Standards
What is Included in the Standard
Equipment standards are based on the item footprint, workspace for operating the equipment (opening
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
major 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
0
B
C 10
A = Item Footprint; B = Access;
C = A+B = Standard
Report to the City of Newport Beach Appendix B — Page I City Hall Space Needs Analysis
Unit Circulation and Layout Factor
Unit circulation is a network of main aisles, generally passing in front of offices or to shared work ar-
eas. An additional factor sometimes must be added to account for layout variances, which in the
amount of space required to account for non -rectilinear design, design features which are peculiar to a
given plan or existing facility, including such factors as disproportionate number of offices, column
placements, design flexibility, extra sense of openness, and so on. Generally, however, we include
the layout factor in the unit circulation allowance rather than accounting for it separately.
Exhibit 2 illustrates these separate concepts: item space allowance, access, total standard, circulation,
and layout. It shows a series of workstations, an area for "circulation," and an extra need for 'layout"
contingency due, in this case, to the location of a building column.
EXHIBIT 2
Unit Circulation And Layout
Inner Circulation
`J LO LTO O
C C D
C = Standard D = Layout Allowance (due to column)
Computing Building Circulation, Core, and "Gross" Square Footage
The estimated net square footage needed equals the sum of the required standard areas, the unit cir-
culation, and the other factors described above.
To estimate the size of (gross) building floors, it is necessary to add further allowances for the major
circulation areas, mechanical areas, and building core. These additions are based on typical percent-
ages encountered in actual building experience, and the ratio of total net to total gross square footage
on an entire floor (or entire building) is the assumed "efficiency" of that floor (or building). See Ap-
pendix C for definitions.
Space Standards Presented Here
Space standards are presented for the following types of areas:
Workstations — Private Offices
Workstations — Traditional Open Stations
Workstations — Systems Furnishings
Open Area Equipment
Conference Rooms
Other Rooms and Areas
Report to the City of Newport Beach Appendix B — Page 2 City Hall Space Needs Analysis
WORKSTATION STANDARDS — PRIVATE OFFICES
Private office standards are designated by the letters "PO" and are in most cases defined as having
floor -to -ceiling walls and a door. The walls may be partially glass or may be equipped with pass-
through openings, but such refinement considerations are noted in the program notations and not in
the standard allowance itself.
We also provide for some private offices to be shared by two or more persons, and adapt the private
office allocations to "shared" private office standards where needed. In this case we generally use the
symbol "SPO" rather than "PO."
EXHIBIT
Private Office Standards
Space Std Typical Typical
Symbol Ftp't/Acc's/Tot'I Assignment Furnishings
PO -1 90 -- 90 Cubicle Office Desk and chair, file, seating for 1-2 guest. Often may not be a full
height office. This standard is rarely allocated, and is included for
completeness in these standards.
PO -2 120 -- 120 Supervisor Desk and chair, credenza or back table, file, seating for up to 2
guests.
PO -3 150 — 150 Special cases Desk and chair, credenza, 2 guests at desk, side seating for up to
two persons.
PO -4
180
-- 180
Manager
PO -5
210
210
Special cases
PO -6
240
240
Division Head
PO -7
300
-- 300
Department Head;
City Manager
PO -8
360
360
Unassigned
PO -9
400
-- 400
Unassigned
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 seating
for 4-6 or conference table.
Executive desk and chair, credenza, 2 guests at desk, club seating
for 4 plus small conference table.
Executive desk and chair, credenza, 2 guests at desk, club seating
for 4 plus conference table.
Report to the City of Newport Beach Appendix B — Page 3 City Hall Space Needs Analysis
Illustration e Private Office Standards
PO -2
120 sf Private Office
LL
PO -3
150 sf Private Office
ri
VJF�L!
PO -4
180 sf Private Office
Report to the City of Newport Beach Appendix B — Page 4 City Hall Space Needs Analysis
PO -6
240 sf Private Office
Illustration - Private Office Standards
¢•� � iii `�� iii
-----------------------
r- 1
PO -5
210 sf Private Office
Report to the City of Newport Beach Appendix B — Page 5 City Hall Space Needs Analysis
Illustration - Private Office Standards
PO -7
300 sf Private Office
Report to the City of Newport Beach Appendix B — Page 6 City Hall Space Needs Analysis
Illustration — Private Office Standards — Shared Offices
SPO -3
150 sf Shared Office
Shared
Office
SPO -4
180 sf Shared Office
SPO -2
120 sf Shared Office
OF -
Shared
Office
®E
SPO -5
210 sf Shared Office
Report to the City of Newport Beach Appendix B — Page 7 City Hall Space Needs Analysis
WORKSTATION STANDARDS — TRADITIONAL OPEN WORKSTATIONS
Traditional open stations are defined as having no integral panels as part of the stations, but are desks
and work units which are found in traditional offices. These stations may have surrounding panels,
for privacy or acoustic reasons, but traditional furniture is assumed. Open stations usually occur in
groups of several stations or in conjunction with a block of filing or other unit equipment items. In
some cases, the program may designate two (or more) open stations to be located in a room, as in a
shared office.
The following Exhibit summarizes the space standards allocated to traditional open area workstations.
Standards for System Work Stations are presented following.
EXHIBIT
Traditional Open Workstation Standards
Space Std
Typical
Typical
Symbol Ftp't/Acc's/Tot'I
Assignment
Furnishings
cws 30 30 60
Staff with std. desk
Clerical work station (cws), with lowered side return for termi-
nal 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 return
at executive height.
/r 10 5 15
as required
Indicates the addition of a reference unit (back table or lateral
file) behind and as part of a work station.
/s 5 10 15
as required
Indicates the addition of a guest side -chair beside and as part of
a work station.
ews/r 40 35 75
Staff with exec. desk
Executive work station (see "ews") with back unit.
sws 20 25 45
Staff with small desk
Small work station (desk 36" - 48" wide); may be a single -
pedestal desk.
dws 40 35 75
Staff with drafting stn
Drafting table and chair.
dws/r 60 30 90
Staff with large
Drafting table, reference unit or work desk, and staff chair.
drafting station
Some plan storage at the station may be included.
uws 60 30 90
"U"- workstation
"U" -station for Records Clerks, including a desk, computer
work station, and side surface for reference materials, radio, etc.
Report to the City of Newport Beach Appendix B — Page 8 City Hall Space Needs Analysis
0
c>
ILLUSTRATION
Traditional Open Workstation Standards
10.-0.. V-01, 10.-0.1
io
75 sf 60 sf
90 sf 75 sf cws/s cws
cws/r/s cws/r
12'- 6"(t) 9'- 6" 9'- 6"(t)
E I
0
in
O co
75 sf
120 sf 90 sf dws (drafting station)
dws/r/s dws/r
6'-0" 101-0.1
public side
0 0
o ® o
O® 0R --I ir r171 service side
60 sf 100 sf 120 sf
Seating (sm group) Seating (Ig group) Public Counter - 12'
(allow 10 sf ea. lin. ft.)
or 3 stations @ 40 sf each
Report to the City of Newport Beach Appendix B — Page 9
City Hall Space Needs Analysis
WORKSTATION STANDARDS — SYSTEM WORK STATIONS
The enclosures in an open furniture system are generally structural; that is, the panels carry the
weight of surfaces, storage modules hung on the wall, and so on. The panels usually also have built-
in chase -ways for electrical and communications lines (data and telephone), as part of an integrated
wire management design. System workstations are designated by "en" which begins the symbol for
the standard.
The "en" is followed by a letter, which indicates the general size category for the workstation. In this
report, the standard size is based on the enclosed footage of the station. We generally have based the
standards on a 2 -foot grid ( 6x6, 6x8, 8x10, 10x10, and so on). The specific standard provides for
various configurations: possible inclusion of one or more back tables, lateral files, extended side ref-
erence surfaces, side chairs, or other components as shown in the examples below.
In a few situations, for different proportions on this grid, the enclosed size is essentially the same and
we use the same standard in each case. Using en -C as an example, we allocate 100 sq. ft. for either a
12 x 8 dimension (98 sq. ft.) or a 10 x 10 dimension (100 sq. ft.). Furthermore, note that these allow-
ances are generic, in that no one vendor is assumed. Different vendors may have dimensions and
components available in a system line that deviate from these generic standards in some small degree.
The following Exhibit illustrates a range of features that each of these standards might have, noting
total surface size, length of shelving and filing, and so on.
• The I` column indicates the symbol used for the standard and the square footage allocated. Note
that the standard (en -C, for example) provides an amount of space (100 sq. ft. in this example)
into which a number of different configurations may be provided.
• The 2nd column indicates the enclosed square footage for the illustration. Note that this may dif-
fer slightly from the allocated square footage for the standard.
• The 3`d column indicates the "real' space required for the station when panel thickness and a 30 -
inch aisleway on the open side are added. This is accommodated by a programmed "inner circu-
lation" allowance.
• The 4`h column indicates the sq. ft. of worksurface provided in the illustrated layout.
• The 5`h – 8`h columns identify the feasible number of desk pedestals, feet of overhead shelving,
linear feet of lateral files (this can be traded off against pedestals), and added side seating, all as
suggested by the associated illustration.
• The 9`h column presents an illustration for this particular variation of the standard.
• The 10`h column supplies some notes and comparisons.
This table is followed by a page of illustrations showing conference spaces and reception stations de-
veloped with systems furnishings. The interior of the station excludes the panel thickness and the ac-
cess space required in front of it.
Report to the City of Newport Beach Appendix B — Page 10 City Hall Space Needs Analysis
EXHIBIT
Analysis Of Open System Standards
(Showing Various Alternative Configurations)
Symbol
Encl.
Total
Surf.
Peds
Shelf
Files
Seats
Reference
Used
SF
SF*
SF
No.
LF
LFA
No.
Illustration of the Standard
& Notes
en -A
6x6
58.5
20
1-2
6
—
—
a
(36)
36
standard
clerical desk
en -B
6x8
76.5
18
1-2
4
—
I
b
(48)
48
compare to
cws/s
en -B
6x8
76.5
17.5
1-2
6
—
I
c
(48)
48
an alterna-
tive config'n
Li
for b
en -B
6x8
76.5
24
1-2
—
6t
—
d
(48)
48
shown with
a data sur-
face
This is the total typical "cost" of space for this station, when an access aisle allowance is added. The actual
station size is the "Encl. SF" in the next column.
Not counting files in pedestals.
Report to the City of Newport Beach Appendix B – Page I I City Hall Space Needs Analysis
Symbol
Encl.
Total
Surf.
Peds
Shelf
Files
Seats
Reference
Used
SF
SF'
SF
No.
LF
LF'
No.
Illustration of the Standard
& Notes
en -B
6x8
76.5
34
1 or
8
8-16
—
e
(48)
48
more
compare to
in lieu
cws/r
of files
optional file
en -C
8x8
93.5
28.5
1-2
8
8-16
1
f
(64)
64
compare to
®
cws/r/s
a return is
an option
en -C
8x8
93.5
31
1-2
8
6-12
1
9
(64)
64
+top
or
of file
more
optional
en -C
WO
94.5
28
1-2
7
6-8
1
h
(64)
60
like d, but
longer for a
guest chair
en -D
8x10
115.5
33
1-2
5
roll
I
i
(80)
80
file
drafting
draftin sta-
g
table
tions are
less flexible
when
smaller than
this
Report to the City of Newport Beach Appendix B – Page 12 City Hall Space Needs Analysis
Symbol
Encl.
Total
Surf.
Peds
Shelf
Files
Seats
Reference
Used
SF
SF'
SF
No.
LF
LF'
No.
Illustration of the Standard
& Notes
en -D
8x10
115.5
51
1
10
0-6
1
i
(80)
80
+roll
shown with
file
data or cad
7statk,n
surface
en -D
8x 10
115.5
39.5
1-2
8
6-12
—
k
(80)
80
opt.
opt.
opt.
with a
deeper data
work sur-
face than d
or h
en -E
8x12
137.5
43
1-2
12
6-12
1
1
(100)
96
longer than
ktofit the
guest chair
better
(shown
with op-
tional angle
to allow
pathway
variation)
en -E
8x 12
137.5
56.8
2
12
11-20
—
m
(100)
96
(see 1)
added sur-
face and
files replace
the guest
chair
Report to the City of Newport Beach Appendix B – Page 13 City Hall Space Needs Analysis
Symbol
Encl.
Total
Surf.
Peds
Shelf
Files
Seats
Reference
Used
SF
SF'
SF
No.
LF
LF'
No.
Illustration of the Standard
& Notes
en -E
8x 12
137.5
46.5
1-2
12
12
1
n
(100)
96
+roll
drafting
larger ver-
sion of i or j
May
-- guest
also
File
chair is an
re-
option
place
maY
side
also
chair
re-
place
side
chair
en -E
8x I2
137.5
36
2-3
8
6
2
0
(100)
96
smallest
PFJ
configura-
tion with
opposing
guest chairs
u Dj
en -E
10x10
133.9
61
2
6
6-12
P
(100)
100
drafdng
larger ver -
��
with of n,
+roll
with cad
option
optional
CAD
station
en -E
10x10
133.9
61
2
6
6-12
1
9
(100)
100
draking
variant of n
®�
showing a
File
guest chair
may re
place
many op -
side
tions are
chair
possible.
optionalCAD
ion
ua do n EX
Report to the City of Newport Beach Appendix B — Page 14 City Hall Space Needs Analysis
Symbol
Used
Encl.
SF
Total
SF'
Surf.
$F
Peds
No.
Shelf
LF
Files
LF'
Seats
No.
Illustration of the Standard
Reference
& Notes
en -E
IOx10
133.9
37
2-3
6
18-20
1
r
(100)
100
+ file
larger ver -
tops
®
sion of m
with guest
chair and
files
en -E
IOx10
133.9
47
3-6
17
6-12
s
(100)
100
+peds
similar to r
but illus-
trating 2 ft
De-
desk depth
pends
and more
on mix
overhead
of
shelving
pedes-
tals
®
units
and file
draw-
ers
Report to the City of Newport Beach Appendix B — Page 15 City Hall Space Needs Analysis
en/reception-1
64 sf inside
80 sf station footprint
(with counter, panels)
115 sf allowance
(shaded area)
u
en/con" seats
240 sf allowance
192 sf inside
Illustration
System Standards – Other Configurations
en/reception-2
48 sf inside
72 sf station footprint
(with counters & panels)
185 sf allowance
(shaded area)
en/pinwheel
300 sf allowance
145 sf inside (total)
en/conf—b seats
190 sf allowance
144 sf inside
u
en/con f-4 seats
135 sf allowance
% sf inside
Report to the City of Newport Beach Appendix B – Page 16 City Hall Space Needs Analysis
OPEN AREA EQUIPMENT AND RELATED STANDARDS
There are three primary considerations in determining the space requirements for a particular piece of
equipment: (1) the area occupied solely by the equipment item, (2) the space required for the equip-
ment user or operator, and (3) the need for access to the item.
The exhibit below outlines the equipment dimensions and square footage allocations for frequently
used items. The total space requirement of each piece of equipment of this nature is determined by
increasing the actual footprint area of the item to allow for access and use. This factor has been de-
termined from previous experience in developing layouts for similar facilities; space for non-standard
equipment is calculated on an individual item basis.
EXHIBIT
Typical Standards For Open Area Equipment
Report to the City of Newport Beach Appendix B – Page 17 City Hall Space Needs Analysis
Symbol
Typical
Standard
Item
(If Any)
Item Size
Base
Access
Total
Bookcase
be
36" x 12"
3
7
10
Card File
file
18" x 28"
4
6
10
Coat Rack
coat or ctrk
24" x 48"
8
12
20
File Cabinet—Traditional File
file or sf
18" x 28"
4
6
10
File Cabinet -5 -drawer
f-5
18" x 28"
4
6
10
File Cabinet—Lateral File
If
36" x 18"
4
6
10
42" x 18"
5
10
15
48" x 18"
6
14
20
Side Chair
chair
24" x 24"
4
11
Is
Storage Cabinet
stg cab
36" x 18"
5
10
15
Table
table
60" x 30"
12
28
40
Table—Extra Access Space
table
60" x 30"
12
48
60
Typewriter Stand/Cart
type
12" x 24"
2
8
10
24" x 30"
5
10
15
Guest Seating -4 lounge
seat -2
—
80
20
100
Guest Seating -2-3 chairs
seat- I
—
40
20
60
Coffee Station --counter
cof- I
—
10
20
30
Coffee Station—enclosable
cof-2
—
15
35
60
Report to the City of Newport Beach Appendix B – Page 17 City Hall Space Needs Analysis
CONFERENCE ROOM STANDARDS
The size of conference rooms depends on (a) the number of persons seated at the table, (b) the size of
the table (to accommodate bulky items, for example), (c) the possible requirement for spectators
seated away from the table, and (d) presentation or display space. The last may include such needs as
a projector area at the back of the room as well as a screen and presentation area with podium and
such at the front. The standards we have used in this report are summarized in the following exhibit.
EXHIBIT
Summary Of Conference Room Standards
SpaceCapacity and Type
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. Table
can seat 10, but crowded.
C-5
300 8-12 Person Conference
12 ft table, 12 chairs. Can add library at one end and seats 8, or
add presentation area and room seats 8.
C-6
360 12-16 Person Conference
12 ft table, 12 chairs, presentation area at end of room. Can ac-
commodate 16 persons if presentation space is converted to con-
ference space.
C-7
420 16-20 Person Conference
16 ft table, 16 chairs, presentation area at end of room. Can ac-
commodate 20 persons if presentation space is converted to con-
ference space.
C-8
480 18-22 Seat Conference Room
20 ft table, 18 chairs, presentation area at end of room; cabinet
(possibly with coffee service) at other end of room. Can accom-
modate 22 persons if presentation space is converted to confer-
ence space.
C-9
560 22 Person Conference
Conference seating 14 at table, plus 6-8 persons at the side, with a
- 14 at main table
presentation area at the end of the room; and cabinet (possibly
- 8 at side seating
with coffee service) at other end of room. Seats 16 at main table if
no cabinet.
C-10
640 28 Person Conference
Conference seating 18 at table, plus 8-10 persons at the side, with
- 18 at main table
a presentation area at the end of the room; and cabinet (possibly
- 10 at side seating
with coffee service) at other end of room. Seats 20 at main table if
no cabinet.
C-1 1
720 34 Person Conference
Conference seating 22 at table, plus 10-12 persons at the side,
- 22 at main table
with a presentation area at the end of the room; and cabinet (pos-
- 12 at side seating
sibly with coffee service) at other end of room. Seats 24 at main
table if no cabinet.
C-12
800 34 -Person Conference
Modular combination of C-9 and C-4 conference rooms which
Divisible : 8-10 person
open into one large room using room -divider partitions. Full room
20-22 person
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 Appendix B — Page 18 City Hall Space Needs Analysis
C-3
180 sf - 6-8 Persons
Illustration
Small Conference Rooms
C-1
90 sf Interview Rm
C-2
120 sf - 4 -persons
C-4
240 sf - 8 Persons
8 Persons with Presentation Area
C-5
300 sf - 8-12 Persons
12 Persons Without Presentation Area
Report to the City of Newport Beach Appendix B — Page 19 City Hall Space Needs Analysis
C-6
360 sf • 12-16 Persons
C-7
420 sf • 16-20 Persons
Illustration
Medium Conference Rooms
16 Persons Without Presentation Area
12 Persons With Presentation Area
16 Persons With Presentation Area
20 Persons Without Presentation Area
Report to the City of Newport Beach Appendix B — Page 20 City Hall Space Needs Analysis
Illustration
Large Conference Rooms I
18 Persons With Presentation Area
22 Persons Without Presentation Area
C-8
480 sf • 18-22 Persons
----
D:1
i
IC9 --
560 sf • 14 Persons at Table (I 6 Without Built-in Cabinet); 6-8 Side Seating
Report to the City of Newport Beach Appendix B — Page 21 City Hall Space Needs Analysis
Illustration
Large Conference Rooms II
C-10
640 sf • 18 Persons at Table (20 Without Built-in Cabinet); 8-10 Side Seating
MF1 EM FUM FIFO
C-11
720 sf • 22 Persons at Table (24 Without Built-in Cabinet); 10-12 Side Seating
Report to the City of Newport Beach Appendix B — Page 22 City Hall Space Needs Analysis
Illustration
Divisible Conference Room
24 Persons at Table with 10-1 1 Side Seating
16 Persons at Table #1 with 8-9 Side Seating • 8-10 Persons at Table #2
C-12
800 sf • Divisible Conference Room
Report to the City of Newport Beach Appendix B — Page 23 City Hall Space Needs Analysis
Illustration
Training or Meeting Room 1
Computer Training Arrangement
Symposium Arrangement
Training or Symposium Room
540 sf • 12-15 Persons
Report to the City of Newport Beach Appendix B — Page 24 City Hall Space Needs Analysis
Illustration
Training or Meeting Room II
Presentation Seating
Meeting Room
700 sf • 20-24 Persons
Report to the City of Newport Beach Appendix B — Page 25 City Hall Space Needs Analysis
Illustration
Sample Assembly and Meeting Room
(Flat Floor Multi -use Room)
Video Control Booth
(incl optional Voice-over booth)
(180sf) Hospitality/
Coffee
{ 120sf)
� Storage
(120sf)
r—
Provide lacks for cable TV and
communications interface to outside
Lr
F[LI ', TV
T;
E] �'
71
Ei
r
�I i 1 Tv
Assembly Room
(1,410sf)
Board Room/Multi-Purpose Complex
(1,650sf + circulation allowance)-----
Audience
llowance).___
Audience seating
for 70 is shown.
Report to the City of Newport Beach Appendix B – Page 26 City Hall Space Needs Analysis
Illustration
Sample Small Board and Commission Meeting Room
(Flat Floor Multi -use Room)
Video Control Booth
(incl.. optional Voice-over booth)
E
(180sf)
h
La
0
LalEl
Hospitality/
Coffee
L
[E]
ILI
1! I ---, ----
�I
(120sQ
I StorageLA ;
(120so
� �
Lai
Seating for 53 shown. With front table extended,
remove 2 rows for a capacity of about 40 seats.
ED Provide jacks for cable TV and
ED
communications interface to outside
5 Members plus
position. Add
positron. Flat
4 staff at table in basic
4 at table in extended
floor area required.
El
El
E]
rir=71
i
Board Room/Multi-Purpose Complex I
(1,650sf + circulation allowance)
Audience seating
for 53 is shown.
Report to the City of Newport Beach Appendix B — Page 27 City Hall Space Needs Analysis
E
h
La
0
LalEl
L
[E]
ILI
1! I ---, ----
�I
J
E
E
_----------
--- --
ED Provide jacks for cable TV and
ED
communications interface to outside
Assembly Room
(1,41 Osf)
Movable display area ,
Board Room/Multi-Purpose Complex I
(1,650sf + circulation allowance)
Audience seating
for 53 is shown.
Report to the City of Newport Beach Appendix B — Page 27 City Hall Space Needs Analysis
Illustration
Sample Medium Board and Commission Meeting Room
(Flat Floor Multi -use Room)
Video Control Booth
(Incl. optional Voice-over booth)
(180sf) Hospitality/
Coffee
(120sf) ;
i�)I e /^\ 1W /^,\ \1z", 014 \",�/ 0
Provide jacks for cable TV and Storage
communications interface to outside (120sQ
i
i
Assembly Room
(1,410sf)
Board Room/Multi-Purpose Complex
(1,650sf + circulation allowance)
Audience seating
for 42 is shown.
Report to the City of Newport Beach Appendix B — Page 28 City Hall Space Needs Analysis
STANDARDS FOR OTHER ROOMS
Other rooms, such as copy rooms, computer rooms, mail rooms, storage rooms, and so on are sized
based on individual content needs. That is, standard requirements for the workstations, unit equip-
ment, counters, and other items in the room are added together, with an allowance for extra circula-
tion (when needed) and for the use of the items. The need for added circulation allowance is typically
based on test layouts to assure an efficient yet workable standard is developed. As with other rooms
is this project, we have generally sized the (smaller) rooms in multiples of 60 sq. ft., to allow the de-
sign and layout process greater flexibility and modularity. Illustrations of standards and assumptions
for selected "other rooms" appear below.
Typical Break Room
Typical Coffee/Service
Counter (small area)
(standard cof-2 )
Typical Coffee/Service
Counter
(standard cof-3 )
Typical Coffee/Service Al-
cove
(standard cof4 )
360 sf
Typical Breakroom
L�
- contain:...
sink, cones:
20 sf
Coffee (type 2)
:0-
contWns sink,
coRee, Go, trash.
Optl Mw. S
30 sf
Coffee (type 3)
u
Contains sink, coffee,
refrig, GD, trash.
opel DW, MW.
60 sf
Coffee (type 4)
shown as an alcove
Report to the City of Newport Beach Appendix B — Page 29 City Hall Space Needs Analysis
APPENDIX C — FLOOR PLANS OF EXISTING BUILDINGS
The following pages present detailed CAD drawings of the existing Civic Center buildings under the
scope of this project. The base outlines and major partitions represented in these drawings were ob-
tained from the City and were modified in some cases according to observed field conditions at the
time of our physical survey.
We also identified the functions of each space, and have color -coded the areas according to depart-
ment and use. Some colors are reused, so a general knowledge of the buildings and the location of
occupants is needed to track the designations we have used. The area quantities shown on the draw-
ings are given in square feet. Faint red lines bound the areas, so that the exact assumptions of areas,
work station sizes, and allocations used in this report are discernable. In some cases, access space is
included in the workstation, where this appears to be integral to it, but generally this is not the case.
In applying space standards, however, some access and circulation allowances are incorporated into
the standard, and so it may not be true that a direct correlation between an allocation identified in the
drawing will equal the size of a comparable space standard.
Report to the City of Newport Beach Appendix C — Page I City Hall Space Needs Analysis
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'a
Building A
Building B (south section)
114 sf 149 sf
90 sf
46
-- sf
-
1075f
55sf:
.;.;..
16 sf - 8 sf Community Svcs.: Usable Assigned
34 sf El
Community Svcs.: Usable Circulation
City Management, Council Areas: Usable Assigned
40 62 sf City Management, Council Areas. Usable Circulation
sf sf
199
61 sf � Building Stairwells, Corridors
5 sfBuilding Lavatories, Janitor Rooms, Mechanical Rooms
sf Building Vertical Penetrations, Shafts, Elevators
Building B (central section)
❑ ❑ Admin. Svcs.: Usable Assigned
DAdmin. Svcs.: Usable Circulation
FICity Management: Usable Assigned
IIBuilding Stairwells, Corridors
Building Lavatories, Janitor Rooms, Mechanical Rooms
Building Vertical Penetrations, Shafts, Elevators
OO Public Works: Usable Assigned
OPublic Works: Usable Circulation
156 sf
O HR: Usable Assigned
Pr. CE
OHR Usable Circulation
❑ City Clerk Usable Assigned
144 sf
O City Clerk Usable Circulation
-
Admin. Svcs.: Usable Assigned
O ❑ ❑
153 sf
Pr. CE
?'
y
Admin. Svcs.: Usable Circulation
2
i
�\
97 \
❑ City Management Usable Assigned
sf
93 sf
sf
- Assoc. CE
Building Stairwells, Corridors
Assoc. CE
Building Lavatories, Janitor Rooms, Mechanical Rooms
�
365 sf 43 sf
Jr. CE
Building Verbal Penetrations, Shafts, Elevators
94 If
Sr. Eng. Tech
23
80 sf -
13
` 1
123 sf
3
sf
Pr. CE
sf
144 sf
185 sf
53 sf
City Eng.
39 sf
148 sf
S2 74 sf
•37sf•:-
sf
138 sf
52 :' • 21 s
13
38sf':'
'• 16sf
145 sf
81 sf
-: 229 sf '.
sf 6�Ss
81s \
Building B (north section)
77
``
125 sf 3 f
75 sf /
74 sf
13
20
sf 50 sf O
12 61
sf 152 sf
46
59S 56 46s
101 sf
4 95 sf 3 f 6 sf
31 55 sf
24 sf .. 14 -sf
57 sf
104 sf
55 sf
105 sf
17 sf
76 sf
IBsf
121 sf
177 sf
300 sf
Building CA
❑ ❑ ❑ []Public Works: Usable Assigned
Public Works: Usable Circulation
Building Usable Assigned
Building Usable Circulation Shared with Planning
Planning Usable Assigned
Planning: Usable Circulation Shared with Building
❑ Building Stalrwells, Corridors
❑ Building lavatories, Janitor Rooms, Mechanical Rooms
NBuilding Vertical Penetrations, Shafts, Elevators
106 sf
f Assoc. CE 63 sf Erg Tec 93 sf 76 sf �83 sf
127 sf 1 92 sf
h� TE Tech. 102 sf I76 sf
Pc CE
Eng.
Aide
33 sf 39 sf
Jr. sf i 61 sf 94 sf
107 sf -- - 1 Jr. CE 105 sf
Assoc. CE_ 278 sf �... 16sf 168 s(
_..
- -------- - _ 221 sf
20 sf
45 sf 9
107 sf 292 sf 108 sf sf
I
Assoc. CE — J ---�
239 sf
124 sf _
314 sf k-0 --
---- PW Insp. 6f ---�
193 sf 44 sf 35 sf
Dept. Dept. 185 sf
As
Asst
95 sf PW Insp. 99 sf 91 sf
I Adm. _
ss
PW Insp. U5r3=sf 52 sf 48 sf 58 sf
Survey Wkr. .. .
107 sf
UP '..........
.... •........... ..... •.•.... .... .. ..
110 sf .........................•..•.•.•..... ... .. ....
148 sf 138 sf 148 sf 148 sf 166 sf 141 sf 280 sf
Mgr. Pr. CE Dev. Engr. GIS Syst Adm. Mgr. Intern Director
Analyst
FEET
0 5 10 20
96 sf
55 sf
Building C.2
FIBuildiny, Usable Assigned
Building: Usable Circulation
Planning: Usable Assigned
FIPlanning. Usable Circulation
❑ Building Stairwells, Corridors
itBuilding Lavatories, Janitor Rooms, Mechanical Rooms r -- ----- -----
z
Building Vertical Penetrations, Shafts, Elevators a
3
202 sfTFFnTFFF
a
180 sf \�j 283 sf
110 s( 115 sf 104 sf 104 sf 104 sf 130 sf
11
55 sf
93 sf
105 sf
105 s(
102 sf
272 sf
168 sf
178 s(
OPEN AIR
20 sf 14 sf
DECK
51 sf
118 sf
-
22 sf
14 sf
691 sf ---'
--- -
35 sf
------
76
34 s(
31 of
73 sf !
�12
120 sf
65 sf
i
20 sfi
- 18 sf
65
--
49
sf
31 sf
129sf
139 sf
sf
----- --
_—
47 sf
65 sf
--
-
r--
115 sf
--------
395 sf
45 sf
1
31 sf
31 sf
—71
Q
1
:31A017
31 sf
161 sf
__..
------ -- -
205 s(
3 I sf
I .
43 sf'.
I
_
118 sf
sf
125 sf
31 sf
31 sf
37 sf
L-37-------1'�
70 sf
[41 Tf48
sfT
----_---. - - -
---'
660 sf
II
135 sf
84
180 sf \�j 283 sf
110 s( 115 sf 104 sf 104 sf 104 sf 130 sf
11
55 sf
ch. Rooms
levators
Building ®.2
igned
:ulation
xiidors
nitor Rooms, Mechanical Rooms
tradons, Shafts, Hevators