HomeMy WebLinkAbout7.1 Design Dev Civic Center 30
CITY OF DUBLIN
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: June 8, 1987
SUBJECT Civic .Center Complex - Design Development
EXHIBITS ATTACHED o Minutes of November 18, 1986 Council Meeting
o Minutes of January 28, 1987 Council Meeting
0 Preliminary Schedule of Cost Reductions
RECOMMENDATION 1) Receive presentation from Design Team
2) Discuss Project ;
3) Direct Staff and Architects to pursue Option 1
FINANCIAL STATEMENT: See Below
DESCRIPTION Background
On November 18, 1986, the City Council held a special meeting to review the
proposed program for the Civic Center Complex. The schematic design based
on the approved program was approved at a meeting on January 28, 1987. A
schematic design normally consists of "Bubble Diagrams" of the interior
space and general layouts of the buildings and site improvements.
The program reviewed and approved by the City Council included a 26, 667
square foot facility containing: City Offices, Community/Regional Meeting
Room and a 150 seat City Council Chamber. Also, an 18, 710 square foot
Police Facility was proposed for the site. This element included a holding
facility, evidence storage room, space for a future dispatch area, Emergency
Operating Center and Administrative Offices . The exterior improvements
included 214 parking spaces, a Community Plaza, a public courtyard/garden,
and a large fountain. It was also recognized that in the future, the site
could accommodate additional uses.
The City Council directed Staff, in conjunction with the Civic Center
Advisory Committee (CCAC) and the Architects, to proceed with the Design
Development Phase. This phase involves a further refinement of the
schematic design. The approved program estimated the work area required and
applied a percentage factor in order to determine circulation space. During
the Design Development Phase, the Architects worked with each of the
Departments to develop floor plans for the facilities . Also, the Landscape
Architect developed detailed plans of the exterior spaces .
Space to Accommodate Future Growth
In addition to continuing with the design process, Staff identified current
anticipated funding for the project. In November, the City Council was
presented with the opportunity to reduce the size of the building. However,
even this approach would have required additional appropriations. The City
Council concurred that it was prudent to proceed with the construction of
sufficient office space to accommodate a variety of municipal services into
the future. This will result in avoiding escalated costs and disruptions
which would be likely in a future expansion or addition. In recent months,
the need for adequate City Office space is being considered by all of our
neighboring cities . Livermore, Pleasanton, and San Ramon are currently
evaluating needs or taking steps to purchase additional office space. The
design approach undertaken by the City of Dublin is to construct a facility
which can serve the City' s needs upon occupancy today and in the future.
The planned interior improvements would accommodate the near term needs of
the City. Expansion space would remain unimproved and could be leased to a
compatible tenant. This allows the City to only incur the initial shell
cost at this time. As indicated above, this provides an investment in the
future ability of the City to adequately provide services.
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COPIES T0:
ITEM NO.
AGENDA STATEMENT: Civic Center Complex - Design Development
Page 2
Change in Building Program
The Civic Center Advisory Committee has been providing input to the
Architects throughout the design phase. The Architects modified the
approved program based on discussions with the City Council in March, 1987.
The program was modified to provide additional space which could accommodate
a cable television studio. The additional space modified the overall shape
of the Administrative wing. In discussions with the Building Official, it
was also determined that an allowable exiting scheme would require an
additional stairway.
The Design Team has made several modifications to the size of the building
based on input during the development phase. The changes are outlined
below:
Lobby: The total size was increased by 900 square feet. However, they feel
that 500 square feet can be eliminated without affecting the functioning of
the space. This will result in a net increase of 400 square feet.
City Hall Lease Space: The preliminary estimate of the space required to
accommodate the cable television function was 2, 680 square feet. The actual
increase in the radius of the City Hall wing was 3, 200 square feet.
Approximately 300-400 square feet of this figure is attributed to the
connection space between the City Hall and Police Facility.
City Council Chamber/Audio Visual Room: The arrangement of the A.V.
/Conference Room, including a toilet facility required an additional 500
square feet.
Additional Exit from 2nd Floor : An additional stairway was added to meet
code requirements for exiting. This resulted in an additional 350 square
feet.
Waiting Area: A waiting area in front of the Council Chambers was added.
In order to provide a balance at the entry point, a similar feature was
provided in the police lobby. The combined change resulted in an additional
400 square feet.
Administrative Offices : The layout of the Administrative Offices required
additional space to accommodate the various functions in a manner which was
consistent with the rest of the building. This resulted in an additional
300 square feet.
The Architects also made small modifications in circulation throughout the
facility. All of the changes result in a complex consisting of
approximately 52, 000 square feet. The Design Team is continuing to evaluate
these changes and their desirability, given budget considerations . For
example, a reduction in the lobby size or elimination of the waiting areas
would have a minimal impact on the functioning of the building and will be
pursued.
Budget Considerations
The initial base cost of the building identified by the Architect' s
Independent Estimator was approximately $6. 2 million. This was prepared in
January and closely approximated the preliminary estimate of $6.106 million
issued to the City Council in November. The estimate did not include
contingency factors for changes in the economic conditions between the time
of the estimate and the actual construction date. Also, no contingency is
shown for change orders which may occur. The City' s Construction Manager
feels it is prudent to include these items in order to adequately fund the
project. The estimate also excluded the addition of the cable television
space.
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AGENDA STATEMENT: Civic Center Complex - Design Development
Page 3
During the past 4 months, Staff has been able to more closely identify
potential costs associated with the project. Included in these costs are:
Flood Control Fees, Testing Services, Architectural Services, Construction
Management Services and Geotechnical Services . In most cases, the actual
costs are higher than originally estimated.
The estimated development costs excluding building construction are as
follows :
Financing Cost $483, 670
Design 733, 710
Construction Mgmt 255, 046
Testing 21, 500
Soils 10, 845
Zone 7/Utilities 37, 276
Furnishings & Equip. 500, 000
Land 6, 514, 377
Prepaid DSRSD Fees 200, 000
Total 8, 765, 424
In December, 1985, the City issued Certificates of Participation to fund a
Civic Center. The issue was sized based on a 25, 000 square foot building,
parking and landscaping. It was also predicated on only using approximately
2 . 87 acres of a 10 acre site. Subsequent to that, the space needs were more
clearly defined and the City purchased an additional 1. 6 acres from Amador
Valley Joint Union High School District. The costs shown above excluded the
extension of Sierra Court. The total design and construction cost of that
project was $566, 071. This project was also funded with proceeds from the
Certificates of Participation.
The current building construction estimate was based on the facility at the
conclusion of De gn Development. The cost estimate is as follows :
Base Construction Cost $7,164, 200
(Estimator includes 12% Contractor Overhead/Profit)
Contingency-Design & Inflation 788, 062
(Estimator uses 11% to represent cost increases
from the time of the estimate to construction)
Contingency - Construction 397, 738
(Harris & Associates recommend 5%)
TOTAL ESTIMATE $8, 350, 000
Contingencies
It is important to note that 16 percent of the total is in the form of
contingencies. If economic conditions are favorable and the extent of
construction changes are less, the total construction cost could be less .
The intent is to provide the best possible estimate and attempt to
anticipate some changes . The Construction Management Firm will conduct an
in-depth review of the Bid Documents in order to avoid unnecessary change
orders. Harris & Associates have indicated that it is not uncommon for
change orders to be in thQ range of 2%.
The City has already expended some General Fund monies on the project.
These include:
Funding
Escrow Deposit for 10 acre project site: $115, 000
. Purchase of Valley High School site: 841, 700
$956, 700
It is estimated that the project will require an additional $3. 6 million
appropriation, if the current estimates and project scope are maintained.
This figure is derived by subtracting the -COP proceeds interest earned, on
the COP proceeds,and General Funds already expended on the project, from the
estimated cost.
AGENDA STATEMENT: Civic Center Complex- Design Development
Page 4
At the last CCAC meeting, the Architects presented various changes which
would reduce the cost of the project. The areas of the largest savings
involve program modifications or changes which would impact the image of the
project. A copy of one listing is provided for your reference. Since that
meeting, the Architects have continued to look for additional savings .
Again, many of the proposals result in changes to the program, or
substantial changes to the public amentities . Due to the large deviations,
Staff felt that it was appropriate to obtain City Council input on the
desire to maintain the approved program. In any case, the Design Team is
continuing to evaluate cost savings which will not impact the functioning of
the complex.
Options
The City Council has three basic options :
1. Direct the Architects to proceed with the complex as proposed.
Staff would be directed to evaluate funding options including,
refinancing of the COP issue, use of reserves, or a combination
of funding sources. The Architects will continue to evaluate
cost saving measures which do not affect the program.
2 . Direct the CCAC to develop recommended program cuts within the
existing design scheme, which will reduce the building cost. If
this approach is taken, it may be appropriate for the City
Council to conduct a special meeting in which it could prioritize
various elements of the program. For example, are the Council
Chambers more desirable than the public/regional meeting room?
The Architect estimates that these efforts would not eliminate
the need for additional appropriations.
3 . The Architect can be directed to redesign the entire complex.
This would start the design process over and the form of the
building may take a different form. This would result in an
additional delay.
Recommendation
Staff recommends that the City Council receive a brief presentation on the
Civic Center Complex Design and the proposed public amenities, discuss the
project and pursue Option 1.
ADJOURNED REGULAR MEETING - November 18, 1986
An adjourned regular meeting of the City Council of the City of Dublin was
held on Tuesday, November 18, 1986 in the east room of .the Shannon Community
Center. The meeting was called to order at 7:17 p.m. , by Mayor Peter Snyder.
ROLL CALL
PRESENT: Councilmembers Hegarty, Jeffery, Moffatt, Vonheeder and Mayor
Snyder.
DUBLIN CIVIC CENTER
City Manager Ambrose gave a brief review of the events that had transpired
thus far with regard to the development of Dublin's Civic Center project.
Mr. Ambrose introduced Mr.. George Miers, who then introduced his design team.
A member of the audience had questions regarding the ratio of the police
facility to the City hall size.
Zev Kahn questioned the percentage of those cities survey which have a County
police facility within their city limits. He stated that he found it obsurd
that Dublin is considering 4 holding cells when we have a facility so close.
Staff explained that currently male and female police officers are using the
same locker room facilities and in addition, officers are not always able to
immediately take a suspect to Santa Rita.
Mr. Ambrose clarified that the City is the lead agency to provide emergency
services.
A question was asked with regard to the square footage per :employee as 462
sounded extremely high. Mr. Miers explained that this includes halls,
restrooms, Council Chambers, lobbys, etc. A chart indicating the net square
foot requirement per employee was displayed.
Some unresolved issues exist with regard to space; .for instance, the issue of
contract employees vs. City employees. Also, currently the.majority of
employees who handle water and sewer (DSRSD) , are located at the sewer
treatment plant or at the fire stations. __ The fire services proposal
discussed in the past would involve a JPA which would basically keep the
existing fire department in tact, but which would provide some office space
at the Civic Center for fire inspectors. A number of .personnel would need to
be added if the City takes over the water and sewer functions.
The Council needed to determine whether or not to plan a facility to meet
today's needs or to design for the future. Staff felt .-it made more sense to
design for the future rather than have to look at additions in 3 or 4 years.
CM-5-239
Adjourned Regular Meeting 'November 18, 1986
• Mr. Ambrose stated that another option that could be discussed would be the
potential to lease part of the facility to other tenants. The set-up in the
City of Brea was discussed. They lease space to a school district, chamber
of commerce, library and other civic-related uses.
Mayor Snyder indicated that the project is already financed and the money has
been on deposit since December, 1985. He also commented on the fact that the
City is presently spending approximately $90, 000 a year on rental space.
Cm. Moffatt questioned tax dollars which would be generated by new building
over the next year.
An unidentified member of the audience questioned the basis of the contract
with George Miers & Associates.
Paul Rankin, Assistant to the City Manager, indicated that as we move into
the schematic design phase, we will have several options which will obviously
affect the budget.
Zev Kahn questioned what happened when we spend the COP dollars, and also
questioned the cost overruns.
Mr. Ambrose advised that the interest earned on the proceeds do not have to
be used to repay the COP.
Mr. Ambrose reported that the City will be hiring a construction management
firm and this will be another way of assisting us in managing the project.
The major advantage of this site is its size. It offers great potential for
expansion to add facilities that have yet to be determined. It was hoped
that there would be a lot of response from residents as well as service
groups and organizations with regard to what they would like to see in their
Civic Center..
Mr. Rankin explained that the Committee has discussed the fact that the site
presents opportunities. for outdoor activities.
Cm. Moffatt indicated that the building can be designed to accommodate
multiple uses .
Zev Kahn felt that citizens who were not present at this meeting should be
polled for ideas.
j John Collins felt the City should forget the whole idea and try to back out
as gracefully as possible. He felt that the larger space you give government
to fill, the larger -space they will fill.
Seth Goldman, representing the YMCA reported that they had conducted a
feasibility study to determine the need for a facility in the Valley. They
'. have met with some developers and with the City of Pleasanton and felt it was
worthwhile to present this concept to the City Council of Dublin. There is a
need for a gymnasium due to the Camp Parks facility recently closing. They
would propose a family center and health club facility.
CM-5-241
Adjourned Regular Meeting November 18, 1986
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,An unidentified member of the audience questioned the promised facilities to
replace the lost soccer fields . Mr. Ambrose indicated that it was his
understanding that there will be one additional soccer field, in addition to
improved fields when construction is completed.
A member of the audience felt that there is a need for a place for teens to
congregate other than in the streets. If we, as a City, are to continue to
grow, we need to supervise, as well as build a facility. The City should
also oversee the project. ;
A member of the audience urged the City Council to keep costs of this project
down and in addition, keep the streets 'well-kept and repaired and swept.
Recreation Director Lowart reported that a teen program is being developed at
the present time. There is a sub-committee of the Park & Recreation
Commission studying the establishment of a teen center.
Dr. Harvey Scudder felt that .no appropriate weight had been given to services
which would come to the City as far as programs by residents. He liked the
idea of a single stop for services for the community. He suggested
consideration of a childcare center.
George Miers displayed various charts dealing with such issues as parking,
wind and sun factors .
The Council indicated that Staff should pursue additional funding options
rather than cutting the size of the project, and that the architect should
proceed with the schematic design phase including the water and sewer
function space with the space program requirements identified in the
architect's report.
ADJOURNMENT
There being no further business to come before the Council, the meeting was
adjourned at 10 :30 p.m.
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ATTEST:
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CM-5-242
Adjourned Regular Meeting November 18, 1986
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' ADJOURNED REGULAR MEETING - January 28, 1987
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An adjourned regular meeting of the City Council of the City of Dublin was
held on Wednesday, January 28, 1987 in the east room of the Shannon Community
Center. The meeting was called to order at 7 :10 p.m. by Mayor Linda Jeffery.
ROLL CALL
PRESENT: Councilmembers Hegarty, Moffatt, Snyder, Vonheeder and Mayor
Jeffery.
PROPOSED CIVIC CENTER SCHEMATIC DESIGN
Paul Rankin, Assistant to the City Manager gave an overview of the Civic
Center project and explained that at a special meeting on November 18, 1986,
the City Council reviewed and approved a program for the Dublin Civic Center.
The approved program provides sufficient space to accommodate the City
through the year 2005. The total building size required to meet these
projections is 45, 377 square feet. This provides space for a police
facility, administrative offices, City Council Chambers, and a regional
meeting room. Of this total 18, 710 square feet is devoted to the police
facility. The 26, 667 square feet within the City Hall facility provides
sufficient building flexibility to accommodate the provision of engineering
and public works with City employees as opposed to contract employees . Also,
space is provided to allow for the assumption of the management of sewer and
water functions .
Based on a review of the program needs, the design team developed a scheme
which will accomplish the various functions which are requirements of a civic
center.
If the City) Council approves the CCAC recommended schematic design, the
architect has indicated a willingness to immediately begin the Design
Development phase. Staff prepared an amendment to the existing agreement
with the project architect, which will allow initial design work to proceed.
A comprehensive agreement covering the remainder of the project will be
presented at the regular City Council meeting on February 9, 1987:.
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Mr . Rankin explained the interim agreement which would cover work between now
and February 9, 1987 .
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A model of the proposed Civic Center project was displayed.
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Mary Comerio gave a brief presentation.
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David Gates presented landscaping ideas and concepts which were incorporated
into the design .
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CM-5-34
Adjourned Regular Meeting : .January
„28, 1987
George Miers gave a brief presentation, displayed and discussed potential
exterior and window materials and answered questions .
Mayor Jeffery expressed concern that certain outside materials have a
tendency to fade .
The use of copper was discussed and George Miers indicated he liked to use
copper as it gets better as it ages . The key to .evaluate costs is how you
accomplish a particular look. Structural costs are generally the highest
costs .
Cm. Moffatt questioned the loss or gain of heat in the center of the building
with all the glass being proposed. Cm. Moffatt also expressed seizmic and
structural concerns .
Cm. Hegarty questioned the possibility of adding another 2, 000 square feet
for a possible television studio for use by Community Television Corporation.
Mr. Rankin indicated that it will be necessary to come back before the
Council in the future for direction in several areas, for instance, do we
build out the space; as the current program includes about 1, 700 square feet
for water and sewer services .
George Miers felt that it would make a lot more sense from a financial
standpoint to add the space in the beginning.
Mayor Jeffery felt it would be wise to talk with Community Television
Corporation to understand exactly how serious they are with regard to a
facility.
City Manager Ambrose indicated that Staff will make a formal proposal to the
Community Television Corporation.
Lt. Severini suggested that some kind of a simple alarm system is needed from
the administrative area to the police department.
By a consensus, the Council indicated agreement with regard to the design of
the building.
Cm. Snyder questioned slippage in the time schedule. George Miers indicated
the project design was about 6 weeks behind. In addition, one month has been
added to the construction time because of the increase in size of the
building. Brian Danley with Harris & Associates has been working very
closely with George Miers & Associates in developing .a time schedule .
on motion of Cm. Hegarty, seconded by. Cm. Moffatt, and by unanimous vote, the
Council approved the interim agreement for architectural services,, with the
total fee not to exceed $22, 400. This provides for $11, 700 in design
services by George Miers & Associates and $10, 700 of work provided by other
members of the design team. Reimburseables shall not exceed $750 . The
Council authorized the Mayor to execute the Addendum to the Agreement.
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CM-5-35 ,
Adjourned Regular 'Meeting January 28, 1987
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DUBLIN CIVIC CENTER
i SCHEDULE OF COST REDUCTIONS
Category A (miscellaneous items)
1. Delete large fountain Save $224,000
2. Delete gasoline pump 28,000
3. Delete one toilet room at police lobby. 11,200
Let remaining toilet room serve both sexes.
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4. Delete other toilet room at police lobby. 11,200
Let public walk across courtyard to use City
Hall toilets.
5. Delete toilet room adjacent to Police 11,200
Department conference room.
6. Delete toilet room at council chambers. 11,200
Change to storage.
7. Delete police carport. 35, 840
8. Delete the major landscape wall that extends 47,040
axially from the building to the Dublin Blvd./
Sierra Court intersection.
9. Replace concealed spline ceiling with lay in 60,480
T-bar ceiling (not recommended) .
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10. Delete special roadway lighting at Sierra 17, 920
Court extension.
11. Delete sloped seating in council chambers. 11,200
12 . Delete terrazzo at entrance lobby and 24,222
elevator.
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Category A Subtotal $493,502*
ConJc%^�e^cj- —_�e5Zara �..���Ia �oA) 5y, 285
ToT� L b �
���C77 5}51 rN,
*All numbers include 12% for Contractor profit and overhead.
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