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SR-121107-3A~~ City of City Council Report Santa Moniea~ City Council Meeting: December 11, 2007 Agenda Item: ~ "~~ To: Mayor and City Council From: Craig Perkins, Director -Environmental and Public Works Management Subject: Study Session on the Alternative Locations for the Proposed Elevator and Electrical Room Additions for the City Hall Seismic Retrofit Project Recommended Action Staff recommends that the City Council provide direction as to the preferred location of the required elevator and electric room additions to City Hall. Executive Summary On November 13, 2007, Staff presented schematic plans for the proposed elevator and electrical room additions for the City Hall Seismic Retrofit Project. Council requested staff return to present alternative locations for these additions as a study session item. This report presents alternative locations with specific attributes to assist Council in determining the most appropriate location. The cost of the elevator addition, as originally proposed is estimated at $500,000 and is included in the Federal Emergency Management Agency (FEMA) funded Seismic Retrofit Project. The addition of the electrical room (without electrical equipment) is estimated at $50,000 and will be funded by an existing City Hall Upgrade Capital Improvement Project. The installation of the electrical equipment is a separate project. The estimated cost of installation of the electric equipment in the originally proposed electric room is $325,000 and will be funded by an existing City Hall Upgrade Capital Improvement Project. Estimated alternative construction costs are attached to this report. Discussion During preliminary design of the City Hall Seismic Retrofit Project, City staff anticipated renovating all three floors of the vacant City Hall jail area into temporary office space for staff. This temporary office space was to be utilized by City Hall staff while staff offices were undergoing seismic retrofit work. Any renovation, temporary or permanent, of the space on the second or third floor requires the addition of a new elevator and restrooms to meet current codes. Remodeling the interior of the jail area to provide the elevator 1 and restrooms reduces the usable square footage by more than 9%. The addition of any new elevator requires increased electrical service. The addition of an electric room, restrooms and elevator on the exterior of the building is the most efficient means to address overcrowding in City Hall. Staff presents several options for Council's review and direction regarding the location of the jail area elevator, electric room and an alternative accessibility path to the north wing second and third floors. Staff recommends that Council consider the attributes as described on Attachment 3 and select their preferred options for the elevator and electric room. Staff recommends authorization to develop the only identified solution for third floor Americans with Disabilities Act (ADA) accessibility. Based on Council's preferred options, staff will proceed with creation of design development documents. The elevator and electrical room options (Attachments 1 and 2) are outlined below: Exterior Elevator- Option 1: This plan proposes an elevator tower addition to the northeast corner of City Hall.. This elevator tower includes elevator shaft, elevator machine room and facilitates the addition of code-required restrooms. Interior Elevator- Option 2: This plan proposes an interior remodel to construct an interior elevator and interior restrooms. This remodel includes major structural renovations and loss of usable space. ADA Accessibility: This plan addresses Council's concern to provide accessibility to the third floor of the north wing. No alternative options were identified. Exterior Electric Room- Option 1: This plan proposes the addition of a one-story electric room to the northeast corner of City Hall. The electric room is required to upgrade City Hall to current codes. 2 Exterior Electric Room- Option 2: This plan proposes the addition of a one-story electric room to the southeast corner of City Hall. The electric room is required to upgrade City Hall to current codes. Interior Electric Room- Option 3: This plan proposes an interior renovation of the southeast corner of City Hall to provide a new electric room. The electric room is required to upgrade City Hall to current codes. The elevator and electrical room addition project is part of the City Hall Seismic Retrofit Project. FEMA has approved utilizing grant funds for the design and construction of the elevator addition and Jail Area Tenant Improvement Project. The current total estimated construction cost for the City Hall Seismic Retrofit Project is approximately $10.5 million. Funds have been approved by FEMA for the additional design work by Black and Veatch and seismic retrofit, with the exception of funds for construction of the electrical room, which is ineligible under federal guidelines. The electrical room will be funded by General funds. Previous Council Actions On May 24, 2007, City Council authorized the second modification to the Professional Services Agreement with Black and Veatch for design of the City Hall Seismic Retrofit Project. On April 25, 2006, City Council authorized the first modification to the Professional Services Agreement with Black and Veatch for design of the City Hall Seismic Retrofit Project. On November 22, 2005, City Council authorized the negotiation of a professional services agreement with Black and Veatch, Contract No. 8529 (CCS) for design of the City Hall Seismic Retrofit Project. Commission Action On October 8, 2007, the Landmarks Commission approved (with minor revisions) the design of the elevator/electrical room addition and the construction of the new entry door. The minor revisions include revisions to window glass color, paint color, stucco 3 reveal pattern, continuation of separation between the new and existing building, and the revision of guard/hand rails. Environmental Analysis FEMA requires that the project be reviewed and approved by the State Historic Preservation Officer (SHPO). FEMA will submit the project to SHPO after the City provides final construction drawings documenting grant-funded construction scope. Financial Impacts & Budget Actions Construction cost estimates of each option are included in Attachment 3. FEMA has approved the use of grant funds to construct the elevator addition. Construction of the electric room will be funded by General Funds. Annual operational costs of the elevator and restrooms is estimated at $15,000 per year. Prepared by: Alex Parry, Architect Approved: Forwarded to Council: Attachment 1: Addition of New Elevator and Restroom Attachment 2: Electric Room Addition Attachment 3: Summary of Options 4 Works Management Department ATTACHMENT # 1 LEGEND: OPTION # 1: EXTERIOR ELEVATOR O1 NEW ELEVATOR O2 NEW ELEVATOR EQUIPMENT ROOM O3 POSSIBLE FUTURE ACCESS TO A POTENTIAL BUILDING ® REMOVE EXISTING HISTORIC WINDOW OPTION # 2: INTERIOR ELEVATOR OS NEW ELEVATOR © NEW ELEVATOR EQUIPMENT ROOM ADDITION OF A NEW ELEVATOR, AND RESTROOMS OPTION # 1 AND 2. ATTACHMENT#1 LEGEND: OPTION # 1: EXTERIOR ELEVATOR 1O NEW ELEVATOR O2 NEW RESTROOM O3 POSSIBLE FUTURE ACCESS TO A POTENTIAL BUILDING OPTION # 2: INTERIOR ELEVATOR ® NEW ELEVATOR O5 NEW RESTROOM ADA ACCESSIBILITY: © INSTALL NEW ACCESSIBILITY LIFT TO SECOND AND THIRD FLOOR O7 DEMOLISH EXISTING STAIRS. CONSTRUCT NEW STAIRS ® REMODEL /DECREASE SIZE OF COMMUNICATION CLOSET /OFFICE COPY CENTER FOR EXPANDED STAIRS O9 DEMOLISH EXISTING WALL AND CONSTRUCT NEW ACCESS INTO COMMUNICATION CLOSET! COPY CENTER CITY HALL SEISMIC RETROFIT PROJECT ~~~\~\~~ ADDITION OF A NEW ELEVATOR, RESTROOMS AND ADA ACCESSIBILITY OPTION # 1, 2 AND ADA ACCESSIBILITY. ATTACHMENT#1 i Fr,FNn~ OPTION # 1: EXTERIOR ELEVATOR 1O NEW ELEVATOR O2 NEW RESTROOM O3 POSSIBLE FUTURE ACCESS TO A POTENTIAL BUILDING OPTION # 2: INTERIOR ELEVATOR ® NEW ELEVATOR O5 NEW RESTROOM ADA ACCESSIBILITY: © INSTALL NEW ACCESSIBILITY LIFT TO SECOND AND THIRD FLOOR O7 DEMOLISH EXISTING STAIRS. CONSTRUCT NEW STAIRS EXISTING THIRD LEVEL FLOOR PLAN CITY HALL SEISMIC RETROFIT PROJECT ADDITION OF A NEW ELEVATOR, RESTROOMS AND ADA ACCESSIBILITY OPTION # 1. 2 AND ACCESSIBILITY. r - - - -----ice jj j, ~® I _ i" ~°-° ---- r` If ~_ =. r~ I=a: NEW OFFICE !~ SPACE ~ ~~ G NEW DATA € I CENTER ATTACHMENT#2 - - - -~-E a _____= rt ~ _ _ ---ate i i ~_ E~~€ v ~~ - 'ji,. O 0 c f __-- . - - ~ - - >~ =I- - - EXISTING ENTRY LEVEL FLOOR PLAN CITY HALL SEISMIC RETROFIT PROJECT NEW ELECTRIC ROOM ADDITION OPTION #1, 2, AND 3. ~- --~ LEGEND: U EXISTING MAIN ELECTRICAL SERVICE O2 ABANDON EXISTING MAIN ELECTRICAL SERVICE WHEN NEW ELECTRICAL SERVICE IS INSTALLED O3 NEW ELECTRICAL SERVICE TO NEW ELECTRIC ROOM ® NEW ELECTRIC SERVICE TO EXISTING SWITCH GEAR IN BASEMENT O5 NEW ELECTRIC SERVICE TO NEW PANEL IN DATA CENTER FOR DATA CENTER, ELEVATOR AND OFFICES OPTION # 1: EXTERIOR LOCATION #1 © ORIGINAL PROPOSAL, EXTERIOR ELECTRICAL _ROOM OPTION # 2: EXTERIOR LOCATION # 2 O7 EXTERIOR ELECTRICAL AREA OPTION # 3: INTERIOR LOCATION ® INTERIOR ELECTRICAL ROOM AVAILABLE AREA Attachment 3 Summary of Options •. .. - - Option 1 This plan provides the best solution for City Maintains the highest occupiable square Loss of historic elements $875,000 Provided to Removal • This option does Exterior Elevator staff that occupy the renovated jail area of City footage in the interior of City Hall. on the facade. jail area but of three not reduce office (Original Proposal) Addition Hall. For the interior, this location for the • Maintains the most existing historic not to City historic space in the jail of an exterior elevator elevator provides access to the space in a buildings elements. Hall. windows. area. tower. central area and maintains the most usable Provides access to all floors of the new interior square footage. For the exterior, the jail area office space with maximum east elevation affects the historic nature of the functionality on each floor. building the least and can be utilized if a court and buildin is constructed in the future. : Option 2 This option is not recommended because the Maintains the most existing historic An interior elevator will $1,550,000 Provided to Existing Reduces the . ~ c Interior Elevator interior elevator had many negative effects, buildings elements. create high levels of noise jail area but historic square footage ~ ~ Addition of an interior including: noise, reduction of usable space, in the office spaces. not to City elevator available in the ~ y elevator. elimination of existing offices in City Hall, and Added construction costs Hall. be jail area by 9%. ;q w v increased construction costs. The interior to install an interior removed. Q elevator does not provide accessibility to the elevator. second and third floors because that path of Reduction of usable space travel on the first floor does not provide in City Hall and jail area. e uivalent facilitation. ADA Accessibility Staff has added an interior lift to address Provides accessibility to 2" and 3` Loss of space in the $90,000 Provided to No Impact • Reduces space in Remodel of interior space Council's request to provide accessibility to the floors. communication closet and both jail area City Hall. to provide an accessibility third floor of the north wing. This lift will Rent Control staff and City Hall. lift to the third floor. provide accessibility to both the second and copylstorage room. third floors, but will reduce storage space in Loss of office space for the buildin rent control staff. Option 1 The electrical room does not impact the • Provides an economical connection to $325,000 Provided No Impact • No reduction to Exterior Electric Room historic structure, does not eliminate interior the building's existing electrical system. space in City Hall Original proposal for an office space, and provides the most cost . exterior electric room effective solution to upgrading the buildings electrical service. ', Option 2 Addition of a one story exterior electrical room Maintains the highest occupiable square • Loss of historic elements $550,000 Provided Removal • This option does Exterior Electric Room to the southeast corner of City Hall. footage in the interior of City Hall. on the facade. of one not reduce office Y o Addition of an exterior Additional costs required historic .space in the jail ~ o electric room to construct and install window. or City Hall. E ~ new electrical cables to s ._ ~ Y the electrical room. w ~ Option 3 This plan was investigated as an option for the Maintains the most existing historic Loss of future office $750,000 to Provided Window • Reduction of 237 Q w Interior Electric Room electrical room. These locations were not buildings elements. space after ISD is $850,000 removal, sq. ft. (three 8'x8' Construction of an interior recommended due to their additional relocated. new workstations). electric room located in a construction costs, loss of usable square Loss of historic windows exterior portion of the ISD office footage and effects to the historic elements of and tile. doors, and area/vacant area in the the building. High construction cost. removal of south east corner of City historic Hall. interior tile.