HomeMy WebLinkAbout17 - NB-1 - Authorization of Construction of Comm. - 4/21/2015CITY COUNCIL AGENDA REPORT
MEETING DATE: APRIL 21, 2015 ITEM NUMBER: NB -1
SUBJECT: AUTHORIZATION OF CONSTRUCTION OF COMMUNITY MEETING ROOM
AND OUTDOOR MEETING SPACE AND REMODEL EMPLOYEE LOUNGE AT
CITY HALL
DATE: APRIL 14, 2015
FROM: CEO'S OFFICE
PRESENTATION BY: DANE BORA, VIDEO PRODUCTION COORDINATOR
FOR FURTHER INFORMATION CONTACT: DANE BORA AT (714) 754-5098
RECOMMENDATION:
Staff recommends the City Council:
1) Approve designating $992,000 to convert City Hall's former print shop into a
community meeting room with broadcasting capabilities; and direct City staff to issue
a Notice Inviting Bids (NIB) for the conversion of the former print shop into a
community meeting room.
2) Direct City staff to issue a Notice Inviting Bids (NIB) to remodel employee/community
lounge.
3) Consider authorizing Request for Proposals (RFPs) for design, construction
documents and bids for an outdoor meeting space on the south side of City Hall
adjacent to the new community meeting room.
BACKGROUND:
On March 19, 2013, the City Council awarded, through a request for proposals (RFP)
process, a professional services agreement to Costa Mesa -based Dougherty +
Dougherty Architects to provide design services for the redesign of the Council
Chambers, City Hall and police lobbies, the public portion of the City Clerk's Office and
the closed City Hall print shop. The one-year professional services agreement was signed
on April 25, 2013 for an amount not -to -exceed $84,300.
On December 3, 2013, the City Council approved a $1.6 -million upgrade to the City's
audio/visual and broadcasting equipment and instructed staff to also upgrade the
audio/visual and broadcasting equipment in Conference Room 1A as part of the project.
On December 11, 2013, the City executed a no -cost change order that focused Dougherty
+ Dougherty's work on the increased level of design services needed in the Council
Chambers for the approved $1.6 -million upgrade to the City's audio/visual and
broadcasting equipment.
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On June 17, 2014, the City Council approved the Fiscal Year 2014-15 budget that
included $180,000 for the upgrades to the audio/visual and broadcasting equipment in
Conference Room 1A.
The total audio/visual and broadcasting equipment project is now budgeted for $1.78
million. This project is ready to go to bid.
On June 25, 2014, the City Council increased the Dougherty + Dougherty's scope of
professional services agreement to include design work associated with the conversion
of the print shop to a community meeting room to provide more quality meeting space in
anticipation of a new central library at the Neighborhood Community Center.
ANALYSIS:
The design work and construction documents for converting the former print shop into a
community meeting room have been completed and are ready to go out to bid. The
estimated cost of converting the space is $992,000, which includes $657,000 for
construction, furnishings, and related American's with Disabilities Act (ADA)
improvements; plus $335,000 for the audio/visual and broadcasting systems.
The 1,625 -square -foot space on the southeast corner of City Hall is spacious and
centrally located in Costa Mesa, making it ideal for a community meeting room. Currently,
City Hall has only one meeting room for the community: Conference Room 1A. Small and
narrow, the converted office space that serves as Conference Room 1A isn't conducive
to quality public interaction and cannot support crowds of more than 35.
The proposed community room would provide a far more suitable setting that would allow
for live broadcast of public meetings, better public interaction during more informal public
meetings, and a quality (and flexible) meeting space for the community. During business
hours, the community meeting room would also serve as a valuable meeting space for
both people doing business at City Hall and employees.
Significantly, the new community room would allow the Police Department's Emergency
Operations Center (EOC) to be reserved for its intended use. Lack of Civic Center
meeting spaces has led to the EOC being used often for non-public safety-related
meetings. With technology upgrades to the EOC anticipated, it would be ideal for that
meeting space to be used strictly by public safety personnel.
As part of the proposed community meeting room project, Dougherty + Dougherty also
provided design work and construction documents to remodel the current employee
lounge. This stark space—basically a small table, no chairs, two vending machines, a
sink and microwave, is utilized little by employees or the general public during breaks in
public meetings. At lunchtime, it's common to see employees eating lunch in their cars
because of the condition of the employee break room. As designed, the new employee
lounge would serve employees and the public with business at City Hall, especially those
attending public meetings in the evening. The remodel would include adding an exterior
door, creating one larger space out of the existing three rooms, and decorating the space
in a casual and friendly coffeehouse style. The estimated cost of remodeling the lounge
is $75,000.
RIA
As design work progressed on the proposed community meeting room and employee
lounge, staff and Dougherty + Dougherty began to consider an additional improvement to
the common facilities on the ground floor at City Hall that would be of benefit to the
community and City employees.
The project would be to convert the outdoor space adjacent to the former print shop on
the south side of City Hall into an outdoor meeting space that could be a gathering spot
for community groups, those with business at City Hall and City employees. The outdoor
space would complement the proposed community room and could provide an attractive
space where small breakout groups could meet during larger meetings or others could
gather before or after meetings in the community room.
The outdoor space would benefit from five mature shade trees and consist of decorative
concrete or pavers, benches, tables, chairs and landscaping. The outdoor community
space would take advantage of Costa Mesa's pleasant year-round weather and create a
popular spot to meet. It would also be popular with employees, many of whom spend their
breaks and lunches in their cars in the parking lot because of a lack of other options at
City Hall. Because City staff would be able to do much of the work on this project, the
outdoor meeting space cost would be relatively inexpensive at an estimated $135,000.
FISCAL REVIEW:
Community Meeting Room
It's estimated that the community meeting room would cost $992,000, which includes
construction, furnishing and installing audio/visual and broadcasting systems.
Employee/Community Lounge
It's estimated that the employee/community
construction and furnishing.
lounge would cost $75,000, which includes
Outdoor Meeting Space
The outdoor meeting space's cost is estimated at $135,000, which includes the design,
construction and installation of furniture and other features. Much of the work could be done
by the City's Public Services Department.
The total amount needed to fund all three projects is $1,202,000. Staff recommends funding
these projects with projected FY 2014-15 salary savings.
LEGAL REVIEW:
No legal review required.
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CONCLUSION:
A community meeting room at City Hall would offer a large and centralized meeting space
for City Council study sessions, City commissions and committees, those who do business
at City Hall, nonprofits and those who normally meet at the Neighborhood Community
Center. It would also allow the Police Department's Emergency Operations Center (EOC)
to return to its original use.
An adjacent outdoor meeting space would complement the community meeting room and
provide the public and employees with a park -like setting to meet.
A remodeled employee lounge would provide the employees and community members with
a quality space to have coffee, eat, hold small informal meetings or relax.
DANE BORA
Video Production Coordinator
STEPHEN DUNIVENT
Interim Finance Director
THOMAS R. HATCH
Chief Executive Officer
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