HomeMy WebLinkAbout11/16/1999, C10 - RE-EXAMINATION OF CITY HALL SPACE NEEDS AND POTENTIAL EXPANSION council Meting Dat.
j acEnaa aEpoat C10
C I T Y OF SAN L U IS O B 1 S P 0
FROM: Ken Hampian,Assistant City Administrative Officer r"
Prepared By: Wendy George,Assistant to the City Administrative Officer 1
SUBJECT: RE-EXAMINATION OF CITY HALL SPACE NEEDS AND
POTENTIAL EXPANSION
CAO RECOMMENDATION
1. Approve a contract with Fred Sweeney of Phillips Metsch Sweeney Moore Architects to
perform a re-examination of projected City Hall space needs and the potential expansion of
the existing City Hall in the amount of$23,000.
2. Appropriate an additional $8,000 from the unreserved balance of the General Fund to
provide sufficient finding for the study.
DISCUSSION
Background
In January, 1989, the City contracted with Fred Sweeney of Phillips Metsch Sweeney Moore
Architects to perform the study phase of a proposed City Hall expansion project. The study phase
work included programming,conceptual/schematic design and preparation of a Civic Center master
plan. In the spring of 1991, Council concluded that because of economic conditions and budget
constraints, the City should postpone further work on the project. On December 10, 1991, the
Council reviewed schematic building plans and elevations prepared to date and provided comments
for consideration when the project was reactivated at some future date. It also closed out the project
budget.
As part of the 1999-01 Financial Plan, the Council approved a goal which addressed a number of
issues related to implementing objectives of the Conceptual Physical Plan for the City's Center.
Recognizing that the space needs which existed in 1989 continue to be unmet, and that the
expansion of City Hall could be a critical step in the development of a plan for the area between the
three poles of City Hall, Court Street and Mission Plaza, the Council approved funding for a re-
examination of the City Hall expansion study. With the potential of the Chinatown/Court Street
project being proposed by the Copeland brothers for this same area, it becomes increasingly
important that the City proceed with this re-examination as soon as possible.
Proposed Contract
Rather than going out to bid for a new architectural firm to perform the study, staff is proposing that
the City once again contract with Fred Sweeney to update his former work. The two years he has
already spent on this project provide him with insights and understanding that would require a new
C10-1
Council Agenda Report-City Hall Expansion Study
Page 2
consultant considerable time and expense to achieve. Contracting with Mr. Sweeny in this manner
is also consistent with the action-oriented tone established relative to the Chinatown/Court Street
project.
Staff has held a preliminary meeting with Mr. Sweeney and has outlined a work scope which
includes:
• Reassessing the basic assumptions made when the original study was performed.
• Updating employee space allocation standards for office size and type.
• Reviewing the February 8, 1991, City Hall Expansion Program document with department
heads to update space allocations,with special consideration of staffing changes and technology
advancements.
• Evaluating and studying alternative locations for an addition on the parking lot side of the
existing City Hall structure, as well as the pros and cons of the proposed"government" space in
the Chinatown project.
• Providing an updated building program for a new City Hall expansion project based on the
results of the above analysis.
Tentative plans are for the completed study to be presented to the City Council by the end of
January, 2000.
FISCAL EM PACT
As part of the 1999-01 budget, $15,000 was allocated for this study. After our initial meeting with
Mr. Sweeney and a more comprehensive discussion of the work involved with updating the
existing study, including evaluating the option of expanding into the parking lot behind City Hall
and exploring the pros and cons of the Chinatown space,it appears that the actual cost of the study
will be$23,000,including reimbursable expenses. This increased cost will require an appropriation
of$8,000 from the unreserved balance of the General Fund. Based on interim results for 1998-99,
adequate resources are available to fund this additional appropriation and retain fund balance at
minimum policy levels.
ALTERNATIVES
Council could direct staff to prepare a Request for Proposals for an architectural consultant, rather
than contracting directly with Mr. Sweeney. Staff does not recommend this option because, given
Mr. Sweeney's existing knowledge of the project, it would be more costly in both time and expense
to bring a new person on board.
Attachments
1. - Scope of Services
2. - Contract(Council Reading File)
C10-2
Sent By: PMSM ARCHITECTS; 805 564 8582; Nov-4-09 4:41PM; Page 313
Dcsoription of Tasks
City Planning Team: John Dunn, City Administrative Officer
Wendy George,Assistant to CAO
Dave Elliott,Public Works
Fred Sweeney,PMSM
1.. City Team Meeting#1: The purpose of this meeting is to establish a a R C H I T E C T s
working time line, establish goals and objectives for this effort and to CITY
refine to task for accomplishing these goals. PMSM
2. Disseminate the February 8, 1991 City Hall Expansion Program by the
City team,for them and the department heads to review. Department
heads will suggest changes in their areas bringing space allocations up to
date, with special consideration to staffing changes and technology
advancements. The City Planning Team will conccntrate their review on CITY
the public spaces required by the City Hall. PMSM
3. Compare the staffing assumption from the 1991 Building Program to the
authorized staffing tablc format in the 1999-01 Financial Plan. CITY
4. Review employee space allocation standards for office size and type CITY
5. Meeting with all effected department heads to collect input,discuss
common issues,and determine the need,if any,for further detailed PMSM
analysis of space requirements. CITY
b. Revise space allocations for City Hall based an the format of the 1991
Building Program document. PMSM
7. PMSM will evaluate and study the alternate locations for a City Hall
addition an the parking lot side of the existing structure and/or the old
library site at the comer of Palm and Morro Streets. With agreement
from the City Planning Team,additional study will be made for possible
addition and/or alternate building sites outside the City Hall block, PMSM
including the proposed Copeland project. CITY
8. Prepare a new building program fur a new City Hall Annex. PMSM
9. Evaluate all input and prepare a preliminary draft report for review by the PMSM
City tcam for the existing City Hall expansion options CITY
10. City Team Meeting#3:This meeting will allow for finalizing the City's
assessment-for space and to.evaluate the pros and cons of using the
various possible building sites within and outside the current City Hall PMSM
block. CITY
11. PMSM and the City implement possible corrections and/or revisions to PMSM '
the report. CITY
12. City Planning Team submits final draft for review and comment by CAO. PMSM
C=
13. Final Report submitted to City Administrative staff for placement on the
January 18,2000 council meeting agenda. PMSM
14. Presentation of report and support data to council. PMSM, .
CITY
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