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CITY COUNCIL AGENDA ITEM NO. 12

Meeting Date: January 27, 2004

Subject/Title: Approve a Resolution authorizing staff to move forward with the New City Hall Project, CIP Project No. 337-3139 and begin the design effort for the Community Center Replacement project located at the Aquatic Center.

Submitted by: Engineering: B. Grewal/M. Huber
Economic Development: H. Sword

Approved by: John Stevenson, City Manager

RECOMMENDATION
Approve a Resolution authorizing staff to move forward with the New City Hall Project, by approving the Site Analysis and Selection and Programming Verification, and authorize the City Manager to execute a contract with Kaplan McLaughlin Diaz (KMD) for design services in an amount not to exceed $2,610,000, and authorize a 5% contingency, for a total design amount of $2,740,500, for the New City Hall Project, CIP Project No. 337-3139. Additionally, authorize the City Manager to execute a contract with an architectural firm to begin the design effort for the Community Center Replacement Project, located at the Aquatic Center, not to exceed $50,000 and authorize a 10% contingency for a total not to exceed amount of $55,000.

PREVIOUS ACTION
On May 27, 2003, the City Council approved the 2003/2008 CIP Program and appointed Mayor Brian Swisher and Council Member Bill Hill to the New City Hall Ad Hoc Committee.

On July 22, 2003, the City Council authorized staff to negotiate an Architectural Services Contract with Kaplan McLaughlin Diaz (KMD) to begin the site selection and programming process.

On August 26, 2003, the City Council approved the negotiated contract with KMD to begin the site selection and programming process for the New City Hall Project.

On October 14, 2003, the City Council approved and authorized the use of the New City Hall Project Goals and Objectives.

BACKGROUND
As part of the site selection process six site locations were analyzed to determine the best accessibility and location to serve the citizens of Brentwood. The following sites were identified as potential areas to construct a New City Hall.

 Site One – The northeast corner of the Brentwood Community Center encompassing the current Liberty Union High School pool area and portions of the Community Center.
 Site Two – The property directly west of the City Park from Oak Street to Maple Street.
 Site Three – The property known as 104 Oak Street, 118 Oak Street and 120 Oak Street or the corner of Third and Oak Streets.
 Site Four – The existing Police Station from Chestnut Street to Birch Street.
 Site Five – The 1000 Central Boulevard Property.
 Site Six – The existing City Hall Property including the Council Chambers and the Community Center.

Of the six sites, it became apparent that site six will be the best location for a New City Hall. As stated in the analysis, this site is already owned by the City and there will be no land acquisition costs associated with this project. By owning the site, this provides the City an opportunity to build on-site parking. The site is large enough to build a two level parking structure that will accommodate approximately 120 cars, thereby assisting with staff parking in the downtown area. This site will provide a “campus” atmosphere that will connect City Hall with the City Park, and by staying in “downtown” creating a more distinct urban area.

Upon City Council approval to construct at this location (Site 6), Parks and Recreation, Administration, Finance and the Council Chambers will need to be temporarily relocated. The activities occurring in the Community Center will be coordinated off-site. Two departments will remain downtown until City Hall is complete, Community Development and Engineering with Police remaining downtown until their facility is relocated. There are multiple solutions to relocating Administration, Finance/IS and the Parks & Recreation departments. The solutions will be identified during the in-depth planning of the project and brought before the City Council for consideration through the Ad Hoc Committee.

A Program Verification and Cost Analysis to construct a New City Hall were submitted by KMD Architecture in September of 2003 for review by staff and the Ad Hoc Committee. The programming portion of the initial preliminary design indicates that a 65,000 square foot facility is needed, which will include a two or three story building bringing the City departments downtown to a centralized area (excluding Public Works and Police). The building would also include a state of the art 6,700 square foot Council Chambers that includes offices, conference rooms and a closed session room.

The intended 65,000 square foot building cannot be compared to other city halls as each City has different departments housed on-site and each facility has different elements included within each project. For example, when we toured the City Hall in the City of Livermore, the lobby and exterior art as well as furniture, fixtures and equipment were the main focus and substantial cost to the project. A 65,000 square foot building for approximately 204 employees including mayor/council offices and a state of the art Council Chambers is an appropriate size for the City of Brentwood.

The attached CIP Budget Sheet includes within the construction budget a building cost of $251 per square foot. This cost is approximately $3,250,000 above a standard basic office building cost. The additional costs are due to enhanced sustainable building systems which will pay for themselves in as little as seven to ten years from energy, operation & maintenance savings through this investment, staff has included some of the enhanced systems as follows:

Annual Energy Use and Cost – a 30% to 40% (goal) more efficient than Title 24 (heating, ventilation, air conditioning, lighting components). Estimate of $75,000 made for annual energy cost savings.

Life Cycle Savings – Life cycle costs overall will be lower; the intent is to maximize initial first cost investments and provide payback in less than 10 years for enhancements.

Maintenance Impacts – Equipment may have a longer lifetime.

Economic Incentives (utility, depreciation) – The energy savings will qualify the project for significant utility company incentives. Other rebate opportunities such as state program for renewable energy use will be explored.

Flexibility – Systems are more flexible to responsive to and for user changes. Some users have seen that flexibility savings can be a major advantage and source of economic savings. The City should anticipate for future reorganizations of the 75 year life of the building.

Floor Plate Size - Rectangular, open interior atrium, reduce 'bay' depths, tailored to result in more effective day lighting and operable window (natural ventilation) performance. See "Massing/Orientation" comments below.

Glazing Type / Sizing - High visibility (light and 'view' transmission), low e glazing systems (along with the potential to reduce glazing area because of this), and increased day lighting would bring improved life cycle costs, annual energy savings (less lighting and electricity costs), increased worker comfort, health and retention (less absenteeism) with minor first cost differentials set off by life cycle payback.

HVAC - Packaged evaporative cooled equipment (evaporative pre-cooling of outside air). Increased energy efficiency will result in exceeding Title 24 and lower operating energy costs. Lower life cycle cost and reasonable payback (estimate of 7 years overall). Raised floor air delivery for greater energy efficiency, improved indoor air quality, and individual occupant control; enhancing worker comfort, productivity, health. System provides much more flexibility for future redesign and/or reconfiguration of the interiors to suit department needs, changes and expansion (i.e.; "churn rate"). Increased energy efficiency will result in exceeding Title 24 (30% to 40% would be goal) and lower overall operating energy costs. Lower life cycle cost and reasonable payback (estimate of 7 years overall). Full DDC BMS to control and optimize HVAC equipment/systems, zone control, and lighting control.

Lighting - Maximum day lighting opportunities to be developed; smaller 'bay' sizes, larger window openings, improved high performance glazing systems. "Ceiling" hung (exposed painted concrete deck above) pendant mounted indirect lighting fixtures with efficient task lights at all workstations (task/ambient approach - further enhanced by maximum day lighting opportunities). Installed artificial lighting power density of 0.8 – 0.9 watts/sf. Increased energy efficiency will result in exceeding Title 24 and lower operating energy costs (+/-30% to 40% goal). Lower overall life cycle cost and reasonable payback (estimate of 7 years overall). Occupancy sensors for both lighting and HVAC controls. Photocell dimming control of majority of lighting. Additional life cycle cost payback opportunities.

Electrical - More conservative sizing (6.0 w/sf). Significant electrical submetering. REVIEW/CONSIDER ability to incorporate photovoltaics into architectural design; potential to increase first costs and balance against partial capacity to meet electrical loads and ease overall life cycle energy costs.

The parking garage is necessary if City Hall remains downtown. Land is scarce with parking downtown strained, and it would be beneficial to contain city business on site as much as possible. Other cities often move the city hall out of downtown where surface parking is possible.

The 5% contingency requested for the project construction is within the architect’s experience for similar projects. However, this does not allow for owner initiated changes after the construction contract is awarded.

Typically, “soft” costs for projects of this scope typically cost 30% of the estimated “hard” construction costs. Our budgeting holds true to this model. Some of the soft costs included within the project are City administration (plan check, inspection, management), professional design fees, legal fees, environmental fees and studies, furniture fixtures and equipment (FF&E) and telecommunications to name a few. The following is a breakdown of how the costs are distributed for this project.

Hard Construction Costs $ 20,727,000
Soft Construction Costs $ 6,559,714
Interim Staff Relocation $ 1,500,000
$ 28,786,714

Staff relocation is a unique cost associated with this project due to reuse of the existing site. We expect to relocate Administration, Finance/Information Systems and the Parks and Recreation Department. Staff has included an allowance of $1.5 million dollars to cover these types of costs.

Staff recommends moving forward with the project to begin the planning and design phase of the project, thereby developing a schematic design, design development, construction documents, construction contract administration phase and relocation/move-in. The development of a New City Hall facility will greatly improve service provided to the citizens of Brentwood.

As directed by the Ad Hoc Committee for the New City Hall Project, upon City Council approval of the site selection, and design of the New City Hall, the design process to relocate the Community Center must begin to replace the current Community Center. The Community Center will need to be relocated as part of the New City Hall construction. The planning and design process will begin as it is staffs desire/intent to replace the Community Center prior to starting the City Hall Project’s construction demolition of the existing site.

FISCAL IMPACT
The City has anticipated the need for a New City Hall facility and funding for this project has been saved over the last 10 years. Funds will derive from the General Fund ($12 million) and from Community Facility Fees ($18 million). Funding for the start of design for the Community Center Replacement Project will derive from Quimby (Park) Fees.

Attachments:
Resolution
CIP Budget Sheet (New City Hall)
Site Analysis and Selection
Program Verification
Agreement – KMD
CIP Budget Sheet (Community Center Replacement)
Site Map (Community Center Replacement)

RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD AUTHORIZING STAFF TO MOVE FORWARD WITH THE NEW CITY HALL PROJECT, BY APPROVING THE SITE ANALYSIS AND SELECTION AND PROGRAMMING VERIFICATION, AND AUTHORIZE THE CITY MANAGER TO EXECUTE A CONTRACT WITH KAPLAN MCLAUGHLIN DIAZ (KMD) FOR DESIGN SERVICES IN AN AMOUNT NOT TO EXCEED $2,610,000, AND AUTHORIZE A 5% CONTINGENCY, FOR A TOTAL DESIGN AMOUNT OF $2,740,500, FOR THE NEW CITY HALL PROJECT, CIP PROJECT NO. 337-3139. AUTHORIZE THE CITY MANAGER TO EXECUTE A CONTRACT WITH AN ARCHITECTURAL FIRM TO BEGIN THE DESIGN EFFORT FOR THE COMMUNITY CENTER REPLACEMENT PROJECT LOCATED AT THE AQUATIC COMPLEX NOT TO EXCEED $50,000 AND AUTHORIZE A 10% DESIGN CONTINGENCY.

WHEREAS, on May 27, 2003, the City Council approved the 2003/2008 CIP Program and appointed Mayor Brian Swisher and Council Member Bill Hill to the New City Hall Ad Hoc Committee; and

WHEREAS, on July 22, 2003, the City Council authorized staff to negotiate an Architectural Services contract with Kaplan McLaughlin Diaz (KMD) to begin the site selection and programming process; and

WHEREAS, on August 26, 2003, the City Council approved the negotiated contract with KMD to begin the site selection and programming process for the New City Hall Project; and

WHEREAS, on October 14, 2003, the City Council approved and authorized the use of the New City Hall Project Goals and Objectives; and

WHEREAS, as part of the site selection process six site locations were analyzed to determine the best accessibility and location to serve the citizens of Brentwood; and

WHEREAS, of the six sites, it became apparent that site six will be the best location for a New City Hall; and

WHEREAS, the development of a New City Hall facility will greatly improve service provided to the citizens of Brentwood.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Brentwood, that staff be authorized to move forward with the New City Hall Project, by approving the Site Analysis and Selection and Programming Verification, and authorize the City Manager to execute a contract with Kaplan McLaughlin Diaz (KMD) for design services in an amount not to exceed $2,610,000, and authorize a 5% contingency, for a total design amount of $2,740,500 for the New City Hall Project, CIP Project No. 337-3139.

BE IT FURTHER RESOLVED by the City Council of the City of Brentwood, that the City Manager is authorized to execute a contract with an architectural firm to begin the design effort for the Community Center Replacement Project located at the Aquatic Complex not to exceed $50,000 and authorize a 10% design contingency.
PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting on the 27th day of January 2004 by the following vote:

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