Recessed Board Meeting March 20, 2018

Transcription

1 Agenda Item #11: Award of Contract No RFP for design services for the interior renovation of the Ellen M. Bozman Government Center located at 2100 Clarendon Blvd. Recessed Board Meeting March 20, 2018

2 BOARD APPROVED CHP LEASE RENEWAL TERMS FEB Under the terms of the Amendment, $23.7 million of tenant improvement allowance (TI) will be provided by Landlord to fund renovation and fit-out of the leased space. Additionally, no rent will be due to Landlord from November 1, 2018 through October 31, 2019, a savings of $9.9 million. These savings along with the $23.5 million in TI and the anticipated $2.5 million broker rebate will be used to fund a total renovation budget of $35.9 million. Total costs for buildout of floors 1-9 and funding for furniture, fixtures, and equipment will be further refined after the County completes a space utilization study and determines the appropriate scope and type of improvements to be made to the building. *Board Report February 25,

3 RENOVATION PROJECT VISION AND GOALS Project Goals: Civic and welcoming presence Collaborative and flexible spaces accommodating variety of work styles and needs, including meeting rooms equipped with standardized technology Customer-focused 3

4 Spent to Date = $1.3M EXECUTIVE SUMMARY Project Scope Interior of the building including: Lobby and floor renovations Technology infrastructure Security enhancements Does not include: Every floor Building exterior Plaza and outdoor elements Garage Budget Tenant Improvement Allowance = $23.5M Rent Abatement FY19 and FY20 = $9.9M Broker Rebate = $2.5M Total Resources = $35.9M 4

5 RENOVATION PROJECT TIMELINE Design Phase Construction Phase Post-Construction Phase March 2018 May 2019 April 2019 October 2023 Board Action Approve A/E Award (March 2018) Interim Relocations to Swing Space (Summer/ Fall 2019) Conclude move in Develop Phased Schedule Board Action Approve Bid Award (July or September 2019) Monitor & Evaluate Metrics Tied to Vision & Project Goals Create Construction Drawings Execute Communication Activities for Construction Execute Communications for Swing Space Transition Construction Start Completed in Phases (September ) Permitting and Bidding (Winter/Spring 2019) Conduct pre-move Training (new tech, workflow, space functionality and culture) Gather Lessons Learned from Early Adopters 5

6 RENOVATION KEEPS TO INDUSTRY STANDARDS Renovation to maintain the building to industry standards and enhancing public spaces, customer service, and security. Industry is moving toward collaborative spaces, enhanced technology, and flexible work spaces to accommodate changing needs. It is estimated that the renovation will cost ~$200 per sq. ft. Recent renovations for the DHS consolidation to Sequoia Plaza was ~$200 per sq. ft. Recent costs for renovation of government office space in the DMV range between $ per sq. ft. Cost ranges are based on quality of fit and furnishings, LEED requirements, and the bidding environment. 6

7 CHALLENGES Budget Limited funding = limited renovation Excludes employee devices and records management Delays in critical decisions may increase costs and reduce scope Timeline Delays in critical decisions may result in later design and construction starts Space Assimilating new work space standards Integration of new work space, technology, and mobility Swing space preparation Adjustment to new location 7

8 PROJECT OPPORTUNITIES Benefits for Everyone: Welcoming lobby that showcases civic presence and improved navigation Consolidated customer service functions Creation of hoteling + inviting gathering areas for visitors Increased mobility (work anywhere) Diverse and flexible workspaces that accommodate range of work styles Equitable for type of work performed Standardized technology in meeting rooms Enhanced security Increased access to natural light through design and layout 8

9 LOBBY RENOVATION FEATURES Lobby Renovation Features Descriptions 2 story digital feature wall main lobby to serve as focal point and hub of information Wood bump out 2 nd /3 rd floor (façade) Super graphics and wayfinding to improve navigation Lobby level bump outs and stadium seating to create seating and gathering areas Added lobby exterior enclosure Operable glass partitions lobby meeting rooms Rework entry steps/handicap lift to create screen wall and wayfinding feature Upgraded floor and wall finishes Mechanical, Electrical & Life Safety Systems Upgrades required based on final configuration 9

10 ENGAGEMENT SUMMARY Employees Town Hall Leadership Interviews Departmental Interviews Staff Survey Employee Chat Focus Groups Open Houses Furniture Pop Up Public Survey to Commissions Community Open House 10

11 COUNTY MANAGER RECOMMENDATIONS Approve the award of Contract No RFP to Architecture, Inc. for planning, design, and construction administrative services for the interior renovation at the Ellen M. Bozman Building in the amount of $2,494,827.00, plus a contingency of $124,741.30, for a total contract authorization of $2,619, Authorize the Purchasing Agent to execute the contract documents, subject to approval as to form by the County Attorney. Board Report March 17,