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 CITY COUNCIL AGENDA ITEM NO. 12


Meeting Date: February 11, 2003

Subject/Title: Status Report on strategy for interim space needs for the existing City Hall. Provide direction on strategy for the planning of a new City Hall and if appropriate, direct staff to send out Request for Qualifications to five architectural firms. Authorize the City Manager to execute contracts with the Gibson Salmon Group for continuing work.

Submitted by: John Stevenson, City Manager
City Hall Task Force
Bill Hill, City Council Liaison
Tom Haglund, Assistant City Manager
Pam Ehler, Finance Director
Craig Bronzan, Parks and Recreation Director
Howard Sword, Economic Development Director

Approved by: John Stevenson, City Manager


RECOMMENDATION
Discuss the Status Report on strategy for interim space needs for the existing City Hall. Provide direction on strategy for the planning of a new City Hall and if appropriate, direct staff to send out Request for Qualifications to five architectural firms. Authorize the City Manager to execute a contract with the Gibson Salmon Group for $46,185.00 plus a 10% contingency to prepare contract documents for improvements to 118 Oak Street to accommodate the Engineering Department. Authorize the City Manager to execute a contract with the Gibson Salmon Group for $15,000.00 plus a 10% contingency to continue space planning work for the Administration, Finance and Park & Recreation Departments and continue assisting the Task Force in the planning of a new City Hall.

PREVIOUS ACTION
 The City Council on September 11, 2002 accepted the City Hall Needs Assessment Report. Directed Staff to prepare a strategy to address interim space needs for City Hall employees and authorized a not to exceed $15,000 professional services contract with the Gibson / Salmon Group for programming and alternative development.

 The City Council on March 26, 2002 approved an Agreement for Professional Services with Gibson/Salmon Group for the Needs Assessment of City Hall in the amount of $32,440.00 plus a 10% contingency of $3,244.00.

BACKGROUND

Interim Space Planning

The Task Force began a regular series of meeting in September 2002. It was quickly determined that it would be necessary to move a significant number of people out of 150 City Park Way premises in order to achieve a code compliant, safe and productive work environment. It became obvious, as different options were explored, that maintaining intra-departmental adjacencies was the most important consideration in determining which department(s) would be best to move. The Engineering Department appeared to be a logical choice due to their number of employees. The other possibility, from an employee count perspective, was Finance but it was determined that the inter-department adjacency between Administration and Finance was more important to maintain.

The next issue to be considered was the space available to move the Engineering Department. The City owns both 118 Oak Street, the location of the County-run East Bay Works program, and 120 Oak Street, the location of the County Health Clinic. The lease on 118 Oak expired December 31, 2002 and the lease on 120 Oak expires December 31, 2003. The space at 118 Oak plus city storage space behind it was studied to determine its holding capacity. It was determined that this space, with the introduction of a mezzanine, would be adequate to house the entire Engineering Department for the next five years in near model accommodations. A very preliminary estimate for this improvement is $780,000 that includes furniture, fixtures and equipment. The majority of that expense will involve fixed asset improvements to the base building and will be recovered by the City in the future either through the lease or sale of the property. Staff recommends that a professional services contract be executed with the Gibson Salmon Group for the preparation of contract documents for the construction of the space.

Administration and Finance will be left to occupy 150 City Park Way and its adjacent trailers. Preliminary assessment of the space needs of those departments and the available space at 708 Third lead us to believe that there is adequate area to house the departments, although in less than model accommodations. In fact, if hiring for these departments is consistent with the predictions in the City Hall Needs Assessment, then available space will be very tight in a five-year period. 

Parks and Recreation currently are located at 730 / 740 Third Street in very tight quarters. This space also accommodates some Finance Department employees. There are, however, certain County functions that are renting adjacent space in the Community Center Complex on a month-to-month basis. Moving the Finance employees back to 708 Third and utilizing the space currently rented for County functions should provide adequate room for the Parks and Recreation Department in less than model accommodations. As with 150 City Park Way, this Department’s space will become very tight in a five-year timeframe if hiring projections take place. Staff recommends that a professional services contract be executed with the Gibson Salmon Group to continue space-planning services for Administration, Finance and Parks and Recreation.

City Hall Planning

City Council directed Staff to prepare a strategy for the construction of a new City Hall. It was assumed, if City financing was available, that this would be a three and one half to a five-year project. Conversations with two architectural firms that are very experienced in designing public facilities indicate that a two and one half to a three-year timeframe would be feasible for occupancy of a new City Hall if finances were available and the City was committed to expediting the project. Occupying a new City Hall in this timeframe would influence budget-oriented decisions regarding interim space. The Finance Director indicates that financing the facility is feasible. 

Staff needs direction from the Council if they wish to expedite the process. If Council wishes to move forward, Staff recommends that Requests for Qualifications be sent to five architectural firms that are experienced in designing public facilities including local firms. The Task Force would review the qualifications and chose two to three for interviews. The Task Force would then forward a recommendation with a proposal including a scope of services, schedule and budget to the City Council for its consideration.

City-Owned Property

A final Council consideration of the items in this Staff Report is direction to Staff regarding City- owned property that is leased to the County. Staff is recommending that the City terminate all lease or rental agreements with the County immediately with the exception of the County Health Clinic located at 120 Oak Street. The Health Clinic’s current lease expires December 31, 2003. The County has requested a five-year extension to the lease. Relocating the existing clinic will be very expensive because of current federal, state and county building requirements for public health facilities. The current clinic is able to be noncompliant with these requirements because it is an existing facility. The local relocation of the clinic is unlikely due to the implications to the County’s budget caused by the State’s financial crisis. It is likely that the clinic’s services would be moved to Pittsburg if the local facility were closed. Staff wants to maintain these services locally but recognizes that 120 Oak Street is the only property that it can logically expand into if a new City Hall is delayed. It is possible that the clinic can stay at its present location for an undefined period of time or it is possible that the City may need to use the property for its own purposes. Staff recommends that the lease arrangement for the County Health Clinic remain on a year-to-year basis with consultation between the City and County regarding the lease status occurring mid-term annually.

FISCAL IMPACT
 A $46,185.00 plus 10% contingency contract with the Gibson Salmon Group for preparation of contract documents for 118 Oak Street.

 A $15,000.00 plus 10% contingency contract with the Gibson Salmon Group to continue space-planning work for the Administration, Finance and Park & Recreation Departments and continue assisting the Task Force in the planning of a new City Hall.

ATTACHMENTS
Exhibit A – City Hall Temporary Offices/Task Force Phase Two
Exhibit B – Architectural Service Proposal
City Administration
City of Brentwood City Council
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E-mail allcouncil@brentwoodca.gov