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R-2003-143 Traho Architects, P.S. Agreement (re: City Hall asbestos removal)
RESOLUTION NO. R-2003-143 A RESOLUTION authorizing and directing the City Manager of the City of Yakima to execute an architectual services agreement with Traho Architects, P.S., to provide architectural services regarding asbestos abatement and renovation options for Yakima City Hall. WHEREAS, at the request of City representatives, Traho Architects have provided professional architectural services regarding asbestos abatement andrenovation options for Yakima City Hall; and WHEREAS, these additional services were provided with the understanding of City representatives and Traho Architects that said entity would be compensated for these services in accordance with terms and conditions of a later negotiated agreement; and WHEREAS, additional architectural services are required regarding asbestos abatement and renovation options for Yakima City Hall; and WHEREAS, representatives of Traho Architects and the City have negotiated the terms and conditions of the attached architectural services agreement to compensate Traho Architects for prior and future architectural services regarding asbestos abatement and renovation options for Yakima City Hall; and WHEREAS, City Council is respectfully requested to authorize and approve the attached architectural services agreement with Traho Architects; and WHEREAS, the City Council deems it to be in the best interest of the City of Yakima to enter into an agreement with Traho Architects, P.S., for professional architectural services in accordance with the terms and conditions of the attached agreement, now, therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA: The City Manager of the City of Yakima is hereby authorized and directed to execute the attached and incorporated architectural services agreement with Traho Architects, P.S., to provide architectural services regarding asbestos abatement and renovation options for Yakima City Hall. 'ADOPTED BY THE CITY COUNCIL this 18th day of November, 2003. ATTEST: ry Place, Mayor City Clerk (Ik)res/architect/traho city hall 11-6-03 pm 1 9 9 7 EDITION AIA DOCUMENT B151-1997 bbreviated Standard Form of Agreement Between Owner and Architect AGREEMENT made as of the in the year (In words, indicate day, month and year) 18th day of Two Thousand Three BETWEEN the Architect's client identified as the Owner: (Name, address and other information) and the Architect: (Name, address and other information) For the following Project: (Include detailed description of Project) CITY OF YAKIMA 129 North Second Street Yakima, Washington 98901 November TRAHO ARCHITECTS, P. S. 1460 North 16th Avenue, Suite A Yakima, Washington 98902 CONTINUED YAKIMA CITY HALL RENOVATIONS The work involves studying options to provide appropriate, useable space through renovations and additions to the existing City Hall and/or investigating options to' renovate/build other structures. After the construction options, scope of work and budget have been determined, documents will be prepared to design; bid, demolish or construct selected options. A report will be providedto.summarize the efficiency of continued existing use, and reuseof renovated spaces, in City Hall. A report will be provided to summarize. ,procedural operations for asbestosabatement on the Third and Fourth Floors, in light of occupant safety, scheduling and costparaineter's. • ,The" Owner and Architect agree as'fol1'ows. - Copyright 1974/1976;;1967,4©1997 by The Ani'erican Institute of Architects. Reproduction of the material herein or sub- .,sstantial quotation,of,its provisions withoutwritten permission of the AIA violates the copyright laws of the United States and. will subject,the• violator, to' legal' prosecution. 'WARNING: Unlicensed photocopying violates,U:S. copyright laws and will subject the violator to legal prosecution. This document has impor- tant legal consequences. Consultation with an attorney is encouraged with respect to its completion or modification. it44� 0 MEM ©1997 AIA® AIA DOCUMENT B151-1997 ABBREVIATED OWNER - ARCHITECT AGREEMENT The American Institute of Architects 1735 New York Avenue, N W Washington, D C. 20006-5292 1 i ARTICLE 1 ARCHITECT'S RESPONSIBILITIES 1.1 The services performed by the Architect, Architect's employees and Architect's consultants shall be as enumerated in Articles 2, 3 and 12. 1.2 The Architect's services shall be performed as expeditiously as is consistent with professional skill and care and the orderly progress of the Project. The Architect shall submit for the Owner's approval a schedule for the performance of the Architect's services which may be adjusted as the Project proceeds. This schedule shall include allowances for periods of time required for the Owner's review and for approval of submissions by authorities having jurisdiction over the Project. Time limits established by this schedule approved by the Owner shall not, except for reasonable cause, be exceeded by the Architect or Owner. 1.3 The Architect shall designate a representative authorized to act on behalf of the Architect with respect to the Project. 1.4 The services covered by this Agreement are subject to the time limitations contained in Subparagraph -11:5a. ARTICLE 2 SCOPE OF ARCHITECT'S BASIC SERVICES 2.1 DEFINITION The Architect's Basic Services consist of those described in Paragraphs 2.2 through' 2.6 and any other services identified in Article 12 as part of Basic Services, and include normal structural, mechanical and electrical engineering services. 2.2 SCHEMATIC DESIGN PHASE 2.2.1 The Architect shall review the program furnished by the Owner to ascertain the requirements of the Project and shall arrive at a mutual understanding of such requirements with the Owner. 2.2.2 The Architect shall provide a preliminary evaluation of the Owner's program, schedule and construction budget requirements, each in terms of the other, subject to the limitations set forth in Subparagraph 5.2.1. 2.2.3 The Architect shall review with the Owner alternative approaches to design and construction of the Project. 2.2.4 Based on the mutually agreed-upon program,, schedule and construction budget requirements, the Architect shall , prepare, for approval by the Owner, Schematic Design Documents consisting of drawings and other documents illustrating the scale and relationship of Project components. 2.2.5 The Architect shall submit to the Owner a preliminary estimate of Construction Cost based on current area, volume or similar conceptual estimating techniques. 2.3 DESIGN DEVELOPMENT PHASE 2.3.1 Based on the.approved Schematic Design Documents and any adjustments authorized by the Owner in the, program, schedule or construction budget, the Architect shall prepare, for approval by the Owner, Design Development Documents consisting of drawings and other doc- uments to ,fix and describe the size and character of the Project as to architectural, structural, mechanical and.electrical systems,iriaterials and such other elements as may be appropriate. 2:3.2 The Architect shall advise:.the Owner of any adjustments to the preliminary estimate of Construction Cost. `WARNING:Ilrilironead.nhritrirnnbin,, vinIStoc 11 S rnnvrioht !awe and.will cnhiart the. vinlatnr to Iann1 nrncer,,ei.... 1 ©1997 AIA® AIA DOCUMENT B151-1997 ABBREVIATED OWNER - ARCHITECT AGREEMENT The American Institute of Architects 1735 New York Avenue, N W Washington, D C. 20006-5292 1 1 continuous on-site inspections to check the quality or quantity of the Work. The Architect shall neither have control over or charge of, nor be responsible for, the construction means, methods, techniques, sequences or procedures, or for safety precautions and programs in connection with the Work, since these are solely the Contractor's rights and responsibilities under the Contract Documents. 2.6.6 The Architect shall report to the Owner known deviations from the Contract Documents and from the most recent construction schedule submitted by the Contractor. However, the Architect shall not be responsible for the Contractor's failure to perform the Work in accordance withthe requirements of the Contract Documents. The Architect shall be responsible for the Architect's negligent acts or omissions, but shall not have control over or charge of and shall not be responsible for acts or omissions of the Contractor, Subcontractors, or their agents or employees; or of any other persons or entities performing portions of the Work. 2.6.7 The Architect shall at all times have access to the Work wherever it is in preparation or progress. 2.6.8 Except as otherwise provided in this Agreement or when direct communications have been specially authorized, the Owner shall endeavor to communicate with the Contractor through the Architect about matters arising out of or relating to the Contract Documents. Communications by and with the Architect's consultants shall be through the Architect. 2.6.9 CERTIFICATES FOR PAYMENT 2.6.9.1 The Architect shall review and certify the amounts due the Contractor and shall issue certificates in such amounts. 2.6.9.2 The Architect's certification forpayment shall constitute a representation to the Owner, based on the Architect's evaluation of the Work as provided in Subparagraph 2.6.5 and on the data comprising the Contractor's Application for Payment, that the Work has progressed to the point indicated and that, to the best of the Architect's knowledge, information and belief, the quality of the Work is in accordance with the Contract Documents. The foregoing representations are subject (i) to an evaluation of the Work for conformance with the Contract Documents upon Substantial Completion, (2) to results of subsequent tests and inspections, (3) to correction of minor deviations from the Contract Documents prior to completion, and (4) to specific qualifications expressed by the Architect. 2.6.9.3 The issuance of a Certificate for Payment shall not be a representation that the Architect has ,(i) made exhaustive or continuous on-site inspections to check the quality or quantity of the Work, (2) reviewed construction means, methods, techniques, sequences or procedures, (.3) reviewed -copies .of requisitions received from Subcontractors and material suppliers and other data requested by the Owner -to substantiate the Contractor's right to payment, or (4) ascertained how or for what purpose the Contractor has used money previously paid on account of the Contract Sum. 2.6.10 The. Architect shall have authority to reject Work that does not conform to the Contract Documents. Whenever the Architect .considers it necessary or advisable, the Architect shall have authority to require inspection or .testing of the Work in accordance with the provisions of the Contract Documents, whether or not such Work is fabricated, installed or completed. However, neither this:authority of the Architect nor a decision made in good faith either to exercise or not to exercise such_ authority: shall give rise to a duty or responsibility of the Architect to the :Contractor; Subcontractors; material and equipment suppliers, theiragents or employees or other 'persons or entities performing portions of the Work. 1 01997 AIA® AIA DOCUMENT B151-1997 ABBREVIATED OWNER - ARCHITECT AGREEMENT The American Institute of Architects 1735 New York Avenue, N.W Washington, D C. 20006-5292 1 2.6.18 The Architect's decisions on claims, disputes or other matters in question between the Owner and Contractor, except for those relating to aesthetic effect as provided in Subparagraph 2.6.17, shall be subject to mediation and arbitration as provided in this Agreement and in the Contract Documents. ARTICLE 3 ADDITIONAL SERVICES 3.1 GENERAL 3.1.1 The services described in this Article 3 are not included in Basic Services unless so identified in Article 12, and they shall be paid for by the Owner as provided in this Agreement, in addition to the compensation for Basic Services, The services described under Paragraphs 3.2 and 3.4 shall only be provided if authorized or confirmed in writing by the Owner. If services described under Contingent Additional Services in Paragraph 3.3 are required due to circumstances beyond the Architect's control, the Architect shall notify the Owner prior to commencing such services. If the Owner deems that such services described under Paragraph 3.3 are not required, the Owner shall give prompt written notice to the Architect. If the Owner indicates in writing that all or part of such -Contingent Additional Services -are not required; the Architect -shall have no obligation to provide those services. 3.2 PROJECT REPRESENTATION BEYOND BASIC SERVICES 3.2.1 If more extensive representation at the site than is described in Subparagraph 2.6.5 is required, the Architect shallprovide one or more Project Representatives to assist in carrying out such additional on-site responsibilities. 3.2.2 Project Representatives shall beselected, employed and directed by the Architect, and the Architect shall be compensated therefor as agreed by the Owner and Architect. The duties, responsibilities and limitations of authority of Project Representatives shall be as described in the edition of AIA Document B352 current as of the date of this Agreement, unless otherwise agreed. 3.2.3 Through the presence at the site of such Project Representatives, the Architect shall endeavor to provide further protection for the Owner against defects and deficiencies in the Work, but the furnishing of such project representation shall not modify the rights, responsibilities or obligations of the Architect as described elsewhere in this Agreement. 3.3 CONTINGENT ADDITIONAL SERVICES 3.3.1 Making revisions in drawings, specifications or other documents when such revisions are: .1 inconsistent with approvals or instructions previously given by the Owner, including revisions made necessary by adjustments in the Owner's program or Project budget; .2 required by the enactment or revision of codes, laws or regulations subsequent to the • preparation of such documents; or .3 due to changes required as a result of the Owner's failure to render decisions in a timely manner. 3.3.2 Providing services ;'required because of significant changes in the Project including, but not limited to, size, quality, complexity, the Owner's schedule, or the method of bidding or negotiating and contractirig for construction, except for services required under Subparagraph 5.2.5. 3.3.3 Preparing rDrawings, Specifications and other documentation and supporting data, evaluating- Contractor's proposals, and, providing other services in connection with Change Orders and Construction Ghaiage Directives. 33.4 Providing services in connection with evaluating substitutions proposed by the Contractor and making subsequent revisions to Drawings, Specifications and other documentation resulting therefrom. 01997 AIA® AIA DOCUMENT B151-1997 ABBREVIATED OWNER - ARCHITECT AGREEMENT The American Institute of Architects 1735 New York Avenue, N.W Washington, D C. 20006-5292 1 3.4.14 Providing services for planning tenant or rental spaces. 3.4.15 Making investigations, inventories of materials or equipment, or valuations and detailed appraisals of existing facilities. 3.4.16 Preparing a set of reproducible record drawings showing significant changes in the Work made during construction based on marked -up prints, drawings and other data furnished by the Contractor to the Architect. 3.4.17 Providing assistance in the utilization of equipment or systems such as testing, adjusting and balancing, preparation of operation and maintenance manuals, training personnel for operation and maintenance, and consultation during operation. 3.4.18 Providing services after issuance to the Owner of the final Certificate for Payment, or in the absence of a final Certificate for Payment, more than 6o days after the date of Substantial Completion of the Work. 3.4.19 Providing services of consultants for other than architectural, structural, mechanical and electrical engineering portions of the Project provided as a part of Basic Services. 3.4.20 Providing any other services not otherwise included in this Agreement or not customarily furnished in accordance with generally accepted architectural practice. ARTICLE 4 OWNER'S RESPONSIBILITIES 4.1 The Owner shall provide full information in a timely manner regarding requirements for and limitations on the Project, including a written program which shall set forth the Owner's objectives, schedule, constraints and criteria, including space requirements and relationships, flexibility, expandability, special equipment, systems and site requirements. The Owner shall furnish to the Architect, within 15 days after receipt of a written request, information necessary and relevant for the Architect to evaluate, give notice of or enforce lien rights. 4.2 The Owner shall establish and periodically update an overall budget for the Project, including the Construction Cost, the Owner's other costs and reasonable contingencies related to all of these costs. 4.3 The Owner shall designate a representative authorized to act on the Owner's behalf with respect to the Project. The Owner or such designated representative shall render decisions in a timely manner pertaining to documents submitted by the Architect in order to avoid unreasonable delay in the ;orderly and sequential progress of the Architect's services. 4.4 The Owner shall furnish surveys to describe physical characteristics, legal limitations and utility locations for the site of the Project, and a written legal description of the site. The surveys and legal information shall include, as applicable, grades and lines of streets, alleys, pavements and adjoining property and structures; adjacent drainage; rights-of-way, restrictions, easements, encroachments, zoning, deed restrictions, boundaries and contours of the site; locations, dimensions and necessary data with respect to existing buildings, other improvements and trees; and information concerning available utility services and lines, both public and private, above and below grade, including inverts 'and depths. All the information on the survey shall be referenced to;a Project benchmark. 4.5 The Owner shall furnish, the services of geotechnical engineers when such services are requested by the Architect. Such services may include but are not limited to test borings, test pits, WARNING:.Unlicensed ohotocoovin2 violates U.S. copyright laws and will subiect the violator to legal prosecution. 1 01997 AIA® AIA DOCUMENT B151-1997 ABBREVIATED OWNER - ARCHITECT AGREEMENT The American Institute of Architects 1735 New York Avenue, N W Washington, D C. 20006-5292 1 5.2.2 No fixed limit of Construction Cost shall be established as a condition of this Agreement by the furnishing, proposal or establishment of a Project budget, unless such fixed limit has been agreed upon in writing and signed by the parties hereto. If such a fixed limit has been established, the Architect shall be permitted to include contingencies for design, bidding and price escalation, to determine what materials, equipment, component systems and types of construction are to be included in the Contract Documents,to make reasonable adjustments in the scope of the Project and to include in the Contract Documents alternate bids as may be necessary to adjust the Construction Cost to the fixed limit. Fixed limits, if any, shall be increased in the amount of an increase in the Contract Sum occurring after execution of the Contract for Construction. 5.2.3 If the Bidding or Negotiation Phase has not commenced within 90 days after the Architect submits the Construction Documents to the Owner, any Project budget or fixed limit of Construction Cost shall be adjusted to reflect changes in the general level of prices in the construction industry. 5.2.4 If a fixed limit of Construction Cost (adjusted as provided in Subparagraph 5.2.3) is exceededby the lowest bona_fide bid_or_negotiated proposal,. the Owner shall: .1 give written approval of an increase in such fixed limit; .2 authorize rebidding or renegotiating of the Project within a reasonable time; .3 terminate in accordance with Paragraph 8.5; or .4 cooperate in revising the Project scope and quality as required to reduce the Construction Cost. 5.2.5 If the Owner chooses to proceed under Clause 5.2.4.4, the Architect, without additional compensation, shall modify the documents for which the Architect is responsible under this Agreement as necessary to comply with the fixed limit, if established as a condition of this Agreement. The modification of such documents without cost to the Owner shall be the limit of the Architect's responsibility under this Subparagraph 5.2.5. The Architect shall be entitled to compensation in accordance with this Agreement for all services performed whether or not the Construction Phase is commenced. ARTICLE 6 USE OF ARCHITECT'S INSTRUMENTS OF SERVICE 6.1 Drawings, specifications and other documents, including those in electronic form, prepared by the Architect and the Architect's consultants are Instruments of Service for use solely with respect to this Project. The Architect and the Architect's consultants shall be deemed the authors and owners of their respective Instruments of Service and shall retain all common law, statutory and other reserved rights, including copyrights. 6.2 Upon execution of this Agreement, the Architect grants to the Owner a nonexclusive license to reproduce the Architect's Instruments of Service solely for purposes of constructing, using and maintaining the Project, provided that the Owner shall comply with all obligations, including prompt payment of all sums when due, under this Agreement. The Architect shall obtain similar nonexclusive licenses from the Architect's consultants consistent with this Agreement. Any termination of this Agreement prior to completion of the Project shall terminate this license. Upon such termination, the Owner shall refrain from making further reproductions of Instruments of Service and shall returnto the Architect within seven days of termination all originals and reproductions in the Owner's possession or control. If and upon the date the Architect is adjudged in, default of this Agreement, the foregoing license shall be deemed terminated' and replaced by a second, nonexclusive license permitting the Owner to authorize Other similarly- credentialed :design professionals to reproduce and, where permitted by law, to 'make changes, 'corrections or additions to the Instruments of Service solely for purposes of completing, using and maintaining the Project. WARNING: Unlicensed, 6hotocopving,violates U.S. copyright laws and will subject the violator to legal prosecution. © 1997 AIA aO AIA DOCUMENT 8151-1997 ABBREVIATED OWNER - ARCHITECT AGREEMENT The American Institute of Architects 1735 New York Avenue, N W Washington, D C. 20006-5292 i be in accordance with the Construction Industry Arbitration Rules of the American Arbitration Association currently in effect. The demand for arbitration shall be filed in writing with the other party to this Agreement and with the American Arbitration Association. 7.2.3 A demand for arbitration shall be made within a reasonable time after the claim, dispute or other matter in question has arisen. In no event shall the demand for arbitration be made after the date when institution of legal or equitable proceedings based on such claim, dispute or other matter in question would be barred by the applicable statute of limitations. 7:2.4 No arbitration arising out of or relating to this Agreement shall include, by consolidation or joinder or in any other manner, an additional person or entity not a party to this Agreement, except by written consent containing a specific reference to this Agreement and signed by the Owner, Architect, and any other person or entity sought to be joined. Consent to arbitration involving an additional person or entity shall not constitute consent to arbitration of any claim, dispute or other matter in question not described in the written consent or with a person or entity -not named or described therein. The foregoing agreement to arbitrate and other agreements to arbitrate with an additional -person or -entity duly consented to by parties to this Agreement shall be specifically enforceable in accordance with applicable law in any court having jurisdiction thereof. 7.2.5 The award rendered by the arbitrator or arbitrators shall be final, and judgment may be entered upon it in accordance with applicable law in any court having jurisdiction thereof. 7.3 CLAIMS FOR CONSEQUENTIAL DAMAGES The Architect and Owner waive consequential damages for claims, disputes or other matters in question arising out of or relating to this Agreement. This mutual waiver is applicable, without limitation, to all consequential damages due to either party's termination in accordance with Article 8. ARTICLE 8 TERMINATION OR SUSPENSION 8.1 If the Owner fails to make payments to the Architect in accordance with this Agreement, such failure shall be considered substantial nonperformance and cause for termination or, at the Architect's option, cause for suspension of performance of services under this Agreement. If the Architect elects to suspend services, prior to suspension of services, the Architect shall give seven days' written notice to the Owner. In the event of a suspension of services, the Architect shall have no liability to the Owner for delay or damage caused the Owner because of such suspension of services. Before resuming services, the Architect shall be paid all sums due prior to suspension and any expenses incurred in the interruption and resumption of the Architect's services. The Architect's fees for the remaining services and the time schedules shall be equitably adjusted. 8.2 If the Project is suspended by the Owner for more than 3o consecutive days, the Architect shall be compensated for services performed prior to notice of such suspension. When the Project is resumed, the. Architect 'shall be compensated for expenses incurred in the interruption and resumption of the Architect's services. The Architect's fees for the remaining services and the time schedules shall be equitably adjusted. 8.3 If the Project is suspended or the Architect's services are suspended for more than 90 consecutive days, the Architect may terminate this Agreement by giving not less than seven days' written notice. 8.4' - This Agre"e"ment may be -terminated by either party upon not less than seven days' written notice should the other party fail substantially to perform in accordance with the terms of this Agreement through no fault of the party initiating the termination. WARNING: Unlicensed,ohotocoovine violates U.S. coovrieht laws and will subiect the violator to keel prosecution. ©1997 AIA® AIA DOCUMENT B151-1997 ABBREVIATED OWNER - ARCHITECT AGREEMENT The American Institute of Architects 1735 New York Avenue, N W Washington, D C. 20006-5292 1 9.8 Unless otherwise provided in this Agreement, the Architect and Architect's consultants shall have no responsibility for the discovery, presence, handling, removal or disposal of or exposure of persons to hazardous materials or toxic substances in any form at the Project site. 9.9 The Architect shall have the right to include photographic or artistic representations of the design of the Project among the Architect's promotional and professional materials. The Architect shall be given reasonable access to the completed Project to make such representations. However, the Architect's materials shall not include the Owner's confidential or proprietary information if the Owner has previously advised the Architect in writing of the specific information considered by the Owner to be confidential or proprietary. The Owner shall provide professional credit for the Architect in the Owner's promotional materials for the Project. 9.10 If the Owner requests the Architect to execute certificates, the proposed language of such certificates shall be submitted to the Architect for review at least 14 days prior to the requested dates of execution. The Architect shall not be required to execute certificates that would require knowledge, services or responsibilities beyond the scope of this Agreement. ARTICLE 10 PAYMENTS TO THE ARCHITECT 10.1 DIRECT PERSONNEL EXPENSE Direct Personnel Expense is defined as the direct salaries of the Architect's personnel engaged on the Project and the portion of the cost of their mandatory and customary contributions and benefits related thereto, such as employment taxes and other statutory employee benefits, insurance, sick leave, holidays, vacations, employee retirement plans and similar contributions. 10.2 REIMBURSABLE EXPENSES 10.2.1 Reimbursable Expenses are in addition to compensation for Basic and Additional Services and include expenses incurred by the Architect and Architect's employees and consultants directly related to the Project, as identified in the following Clauses: .1 transportation in connection with the Project, authorized out-of-town travel and subsistence, and electronic communications; .2 fees paid for securing approval of authorities having jurisdiction over the Project; .3 reproductions, plots, standard form documents, postage, handling and delivery of Instruments of Service; .4 expense of overtime work requiring higher than regular rates if authorized in advance by the Owner; .5 renderings, models and mock-ups requested by the Owner; .6 expense of professional liability insurance dedicated exclusively to this Project or the expense of additional insurance coverage or limits requested by the Owner in excess of that normally carried by the Architect and the Architect's consultants; .7 reimbursable expenses as designated in Article 12; .a other similar direct Project -related expenditures. 10.3 PAYMENTS ON ACCOUNT OF BASIC SERVICES 10.3.1 An initial payment as set forth in Paragraph 11.1 is the minimum payment under this Agreement. 10.3.2 Subsequent payments for Basic Services shall be made monthly and, where applicable, shall be in proportion to services performed within each phase of service, on the basis set forth in Subparagraph.11.2.2. 10.3.3 If and to the extent that .the time initially established in Subparagraph 11.5.1 of this Agreement is exceeded or extended through no fault of the Architect, compensation for any services rendered during the additional period of time shall be computed in the manner set forth 'in Subparagraph i,i.3.z. t „ WARNING:. Unlicensed,photocopying violates US. copyright laws and will subject the violator to legal prosecution. ©1997 AIA® AIA DOCUMENT B151-1997 ABBREVIATED OWNER - ARCHITECT AGREEMENT The American Institute of Architects 1735 New York Avenue, N W Washington, D.C. 20006-5292 1 10.3.4 When compensation is based on a percentage of Construction Cost and any portions of the Project are deleted or otherwise not constructed, compensation for those portions of the Project shall be payable to the extent services are performed on those portions, in accordance with the schedule set forth in Subparagraph 11.2.2, based on (1) the lowest bona fide bid or negotiated proposal, or (2) if no such bid or proposal is received, the most recent preliminary estimate of Construction Cost or detailed estimate of Construction Cost for such portions of the Project. 10.4 PAYMENTS ON ACCOUNT OF ADDITIONAL SERVICES Payments on account of the Architect's Additional Services and for Reimbursable Expenses shall be made monthly upon presentation of the Architect's statement of services rendered or expenses incurred. 10.5 PAYMENTS WITHHELD No deductions shall be made from the Architect's compensation on account of penalty, liquidated damages or other sums withheld from payments to contractors, or on account of the cost of changes in the Work other than those for which the Architect has been adjudged to be liable. 10.6 ARCHITECT'S ACCOUNTING RECORDS Records of Reimbursable Expenses and expenses pertaining to Additional Services and services performed on the basis of hourly rates or a multiple of Direct Personnel Expense shall be available to the Owner or the Owner's authorized representative at mutually convenient times. ARTICLE 11 BASIS OF COMPENSATION The Owner shall Compensate the Architect as follows: 11.1 An Initial Payment of --zero-- Dollars (s —0— ) shall be made upon execution of this Agreement and credited to the Owner's account at final payment. 11.2 BASIC COMPENSATION 11.2.1 For Basic Services, as described in Article 2, and any other services included in Article 12 as part of Basic Services, Basic Compensation shall be computed as follows: (Insert basis of compensation, including stipulated "sums, multiples or percentages, and identify phases to which particular methods of compensation apply, if necessary) Standard hourly rates per Exhibit A attached, with a not -to -exceed maximum of $25,000.00. ©1997 AIA® AIA DOCUMENT B151-1997 ABBREVIATED OWNER - ARCHITECT AGREEMENT The American Institute of Architects 1735 New York Avenue, N W Washington, D C. 20006-5292 11.2.2 Where compensation is based on a stipulated sum or percentage of Construction Cost, progress payments for Basic Services in each phase shall total the following percentages of the total Basic Compensation payable: N . A. (Insert additional phases as appropriate.) Schematic Design Phase: Design Development Phase: Construction Documents Phase: Bidding or Negotiation Phase: Construction Phase: percent ( %) percent ( %) percent ( %) percent ( %) percent ( %) Total Basic Compensation: one hundred percent (ioo%) 11.3 COMPENSATION FOR ADDITIONAL SERVICES 11.3.1 For Project Representation Beyond Basic Services, as described in Paragraph 3.2, compen- sation -shall -be computed as -follows: Standard hourly rates per Exhibit A attached. 11.3.2 For Additional Services of the Architect, as described in Articles 3 and 12, other than (i) Additional Project Representation, as described in Paragraph 3.2, and (2) services included in Article 12 as part of Basic Services, but excluding services of consultants, compensation shall be computed as follows. (Insert basis of compensation, including rates and multiples of Direct Personnel Expense for Principals and employees, and identify Principals and classify employees, if required. Identify specific services to which particular methods of compensation apply, if necessary) Standard hourly rates per Exhibit A attached. 01997 AIA® AIA DOCUMENT B151-1997 ABBREVIATED OWNER - ARCHITECT AGREEMENT The American Institute of Architects 1735 New York Avenue, N W Washington, D.C. 20006-5292 11.3.3 For Additional Services of Consultants, including additional structural, mechanical and electrical engineering services and those provided under Subparagraph 3.4.19 or identified in Article 12 as part of Additional Services, a multiple of one hundred ( 1 .1 Q).imes the amounts billed to the Architect for such services. ten percent (Identify specific types of consultants in Article 12, if required.) 11.4 REIMBURSABLE EXPENSES For Reimbursable Expenses, as described in Paragraph 10.2, and any other items included in Article 12 as Reimbursable Expenses, a multiple of one hundred ten percent 1.1jtimes the expenses incurred by the Architect, the Architect's employees and consultants directly related to the Project. 11.5 ADDITIONAL PROVISIONS 11.5.1 If the Basic Services covered by this Agreement have not been completed within six ( 6 ) months of the date hereof, through no fault of the Architect, extension of the Architect's services beyond that time shall be compen- sated -,as provided in Subparagraphs 10.3.3 and 11.3.2. 11.5.2 Payments are due and payable thirty ( 30 ) days from the date of the Architect's invoice. Amounts unpaid sixty ( 60 ) days after the invoice date shall bear interest at the rate entered below, or in the absence thereof at the legal rate prevailing from time to time at the principal place of business of the Architect. (Insert rate of interest agreed upon.) (Usury laws and requirements under the Federal Truth in Lending Act, similar state and local consumer credit laws and other regulations at the Owner's and Architect's principal places of business, the location of the Project and elsewhere may affect the validity of this provision. Specific legal advice should be obtained with respect to deletions or modifications, and also regarding requirements such as written disclosures or waivers.) 115.3 The rates and multiples set forth for Additional Services shall be adjusted in accordance with the normal salary review practices of the Architect. • 1 u,eeulwla.n_le v _c_.___ 1 e ©1 9 9 7 AIA® AIA DOCUMENT B151-1997 ABBREVIATED OWNER - ARCHITECT AGREEMENT The American Institute of Architects 1735 New York Avenue, N W Washington, D C. 20006-5292 ARTICLE 12 OTHER CONDITIONS OR SERVICES (Insert descriptions of other services, identify Additional Services included within Basic Compensation and modifications to the payment and compensation terms included in this Agreement.) Refer to Exhibit B attached for description of services covered under the date of this contract. This contract is intended to be extended to cover future services as the project progresses. Mutual written agreement between the owner and the Architect will define such services. This Agreement entered into as of the day and year first written above. CITY OF YAKIMA CPAPN4PR(Szpatum) Richard A. Zais Pi�harci A, Zais, City Manager (Printed name and title) TRAHO ARCHITECTS, P.S. R'C H I T E C T (Signature Kenneth G. Ormbrek / President (Printed name and title) ©1997 AIA® AIA DOCUMENT B151-1997 ABBREVIATED OWNER - ARCHITECT AGREEMENT CAUTION: You should sign an originalAlA document or a licensed reproduction. Originals contain the AIA logo The American Institute of Architects printed in red; licensed reproductions are those produced in accordance with the Instructions to this document. 1735 New York Avenue, N.W WARNING:- thilicensedqihoi Washington, D C. 20006-5292 ig,violtei;U:S. copyright laws and will subject the violator to leeal prosecution. ARCHITECTS, P.S. EXHIBIT A - 1460 NORTH 16TH AVENUE, SUITE A YAKIMA, WASHINGTON 98902 (509) 452-0609 FAX: (509) 452-0578 ARCHITECTURAL,SERVICES Hourly Rates / Extra Services Rates Effective January 1, 2003 Principal Architect: $90.00 Associate Architect: $80.00 Construction Observation Specialist: $75.00 CAD/Drafting: $65.00 Architectural Administration: $40.00 Administrative Assistant: $35.00 Expert Witness Testimony: $250.00 Reimbursable Expenses at a multiple of 1.12 times the actual expenses incurred. Consulting Engineering Fees at a multiple of 1.12, times the actual amount billed to the Architect. MEMBER AMERICAN-NSTIITUTE OF ARCHITECTS KENNETH G. ORMBREK, A.I.A. EXHIBIT B CONTINUED YAKIMA CITY HALL RENOVATIONS ABBREVIATED STANDARD FORM OF AGREEMENT BETWEEN OWNER AND ARCHITECT AIA DOCUMENT B151-1997 SCOPE OF ARCHITECT'S WORK A. TASK LIST • Attendance at eight project meetings • Selection and coordination of engineering sub -consultants — structural, mechanical, electrical, hazardous materials • On-site visits with Owner and engineering sub -consultants • Determine potential options of renovation/remodeling of City Hall • Preliminary budget analysis on a square foot basis for potential City Hall options ® Summary Report of the 1997 City Hall Study ® Evaluation of elevator requirements • Prepare summary of demolition issues • Concept floor plan size for the relocation of the new City Council Chambers • Evaluation of construction related issues as they impact occupancy of this building during demolition and potential construction projects Preparation of materials for review by City Administration and City Council Economic Development Committee ® Prepare preliminary structural evaluation of the building • Prepare preliminary mechanical and electrical evaluations of the building o Organization of available existing City Hall drawings e Prepare report on efficiency of continued use of City Hall ® Prepare report on asbestos abatement in the building relative to safety, scheduling and cost parameters B. MEETING ATTENDANCE (Note there are eight meetings listed.) o Meeting #1 - Project Scope Meeting Purpose: Define scope and phases of work Define requirements for each phase of work Develop overall schedule General Discussion Items: Demolition As -built Systems Drawings Cost Estimate for Multiple Options Asbestos Report / Abatement Engineering Sub -Consultant Review Inter -Tie of Mechanical, Plumbing and Electrical Systems Consideration of Relocation Options for City Council Chambers and Related Administrative Functions Code Issues Upcoming Roof Repair Elevator Location and Number of Elevators Page 1 EXHIBIT B Construction Related Issues Storage Schedule of Future Meetings • Meeting #2 - Engineering Sub -Consultant Site Visit & Meeting with Owner Representative Purpose. Refine scope of work, fee proposal and answer questions. General Discussion Items. Preliminary review of existing City Hall drawings Elevator Inspection Report Scope of architectural and engineering fee proposal Extension of initial contract with Traho to cover subsequent project changes Condition and life expectancy of existing HVAC systems Condition of Third and Fourth Floors after demolition is complete Removal -of non -structural -concrete walls on the Third and -Fourth Floors Extent of piping and plaster ceiling demolition Scheduling of hazardous materials abatement work to precede demolition Removal of demolition debris relative to adjacent power lines and occupied properties Options for potential future additions Floor plan efficiency of remodeled Third and Fourth Floors Existing ceiling height limitation on the Third and Fourth Floors Elevator access Specific requirements for City Council Chambers Cost effectiveness of potential options for reuse of City Hall Code issues HVAC problems in other areas of the building than the Third and Fourth Floors Use of International Building Code vs. the 1997 Uniform Building Code • Meeting #3 — Review Meeting Purpose: Review previous meeting notes and cost estimate on a per -floor basis for hazardous materials abatement General Discussion Items: Review of cost estimate for hazardous materials abatement for the Basement and First, Second, Third and Fourth Floors. • Meeting #4 and 5 — Contract Review Meeting Purpose: Review proposed contract with Traho Architects, P. S. General Discussion Items• Line byline review of AIA Document B141-1997, Standard Form of Agreement Between Owner and Architect with Standard Form of Architect's Services Clarify details of the work expected Agreement that the contract is set up as the first phase of work in a multi -phase project at Yakima City Hall with Traho Architects as project consultant Page 2 EXHIBIT B Confirm that engineering sub -consultant work will be included in Traho Architect's contract • Meeting #6 - City Council Economic Development Committee Meeting Purpose: Introduce the project to the City Council Economic Development Committee General Discussion Items: Project summary Goals of the meeting Review potential projects and phases and/or categories of work: ten options including asbestos removal, larger or smaller projects, minimum or maximum demolition, use of office space, use of City Council Chambers, building additions, new building and remodeling of existing space within City Hall Summary Sheet of Architectural/Engineering Fees proposed for each of the ten potential work options A tour of the Third and -Fourth Floors and Penthouse Information to be reviewed during the meeting: • Summary of January 30,1997 Study • Existing Third and Fourth Floor and Penthouse floor plans • Miscellaneous elevator information • Summary of demolition issues • Size of existing City Council Chambers • Size of new Council Chambers • Project construction costs ® Meeting #7 — General Renovation Issues Purpose. City Hall Renovation General Discussion Items Regarding City Hall Renovation: Overview of project scope of work and options for continued re -use of the City Hall building ® Meeting #8 — Study Session, City Council Committee Purpose: Asbestos safety and building efficiency General Discussion Items. Options for asbestos abatement Summarize procedural operations for asbestos abatement on the Third and Fourth Floors, in light of occupant safety, scheduling and cost parameters Building Efficiency Review of continued occupancy of existing building Review of potential re -use of the existing Third and Fourth Floors after completion of demolition City Council input and direction Page 3 • BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT I Z Item No. For Meeting of November 18, 2003 ITEM TITLE: Consideration of Resolution to execute an Architectural Services Agreement with Traho Architects, P.S., to provide Architectural Services regarding Asbestos Abatement and Renovation options for Yakima City Hall building. SUBMITTED BY: William Cook, Department of Community and Economic Development CONTACT PERSON/TELEPHONE: K. Adams, City Engineer (509) 575-6111 SUMMARY EXPLANATION: Over a year ago, City staff began preparing for a study session with City Council on the future of City Hall building and options for capital improvements and expansion of useable space. The plan was to update and expand on an earlier City Hall building space study done by Wardell Architects in 1996. To prepare for a full and complete discussion with Council, staff began working with Traho Architect to develop a more definitive analysis of options for City Hall building. Although funding to pay for Traho's work was budgeted in Capital Reserve 392, staff commissioned work with Traho Architect prior to execution of a contract. Ultimately, more pressing issues resulted in a need to postpone the City Hall building Study Session into the future. Annually, during the budget process, Council has approved funding to continue capital improvements to City Hall building. Funds are budgeted in the Engineering division's Public Works Trust Fund with the source of revenue being a portion of the 1/4% real estate transfer tax. In recent years such funds have been used to replace the water system, add energy efficient windows, lighting, carpeting, HVAC, dropped ceiling, fire alarms and other improvements. However, additional investment decisions remain to be made. The future policy issue for the new Council is, What is the useable future life of this building for City Hall, at what cost, and compared to what alternatives? It is important to discuss this question before additional capital investments are made. The answers to these and many policy questions will be the subject of a Study Session now scheduled for early 2004. The work that Traho has prepared to date combined with additional work to be completed will be presented prior to obtaining direction from Council. By this resolution we are asking Council's approval to enter into the attached agreement which provides for compensation to Traho for work done to date in good faith and authorize additional work to complete the report and present their findings at a future Study Session. Total contract not to exceed $25,000. Funds have been budgeted and are in the 2003 Engineering budget. Resolution X Ordinance Contract X Other (Specify) Funding Source Public Works Trust Fund 342 APPROVED FOR SUBMITTAL: City Manager STAFF RECOMMENDATION: Direct the City Manager to execute the Agreement BOARD/COMMISSION RECOMMENDATION: Resolution adopted. RESOLUTION NO. R-2003-143 COUNCIL ACTION: CCC O 3 INFORMATIONAL STUDY SESSION RENOVATION -CITY HALL June 3, 2003 Honorable Mayor and City Council 129 N. 2nd Street Yakima, WA. 98901 Through the direction of council, the Codes and Engineering Divisions has started a process to investigate the possible renovation and construction costs affiliated with the third and fourth floors of City Hall. Three firms consisting of KDF Architecture, Wardell Architects and Traho Architects were contacted through Engineering's accepted contractors list from past city projects. A selection committee was formed and a meeting was held on May 15, 2002, to investigate the three copies of architecture firms supplied documents on their company and past completed projects. Members voted on the supplied evaluation sheets and scored accordingly. After the voting process was completed, Traho Architecture was chosen for the City Hall demolition and future project on the third and fourth floors. We have supplied the 1997 Yakima City Hall Study completed by Wardell Architects with another concept. After multiple meetings with Traho Architecture, the following has to be addressed: • Asbestos throughout City Hall has to be abated • Demolition of interior walls, jail cells and concrete walls and floors • Design and scope of work • Potential addition of council chambers space for present and future growth of the City of Yakima • Staff will need council direction on the multiple potential choices of projects and phases DEPARTMENT OF COMMUNITY AND ECONOMIC DEVELOPMENT Office of Code Administration 9 codes@ci.yakima.wa.aas Doug Maples, CBO, Code Admin. and Planning Manager a www.ci.yaki;na.wa.us 129 North Second Street, 2nd Floor Yakima, Washington 98901 (509) 575-6126 or 575-6121 9 Fax (509) 576-6576 May 15, 2002 Selection Committee Meeting 10:30- 11:15 am Joe Caruso's office Members Attending: Kay Adams City Engineer Doug Maples Code Adm. Manager Joe Caruso Supervising Code Inspector Karen Roberts City Clerk Cindy Epperson Financial Services Manager Sue Ownby Purchasing Manager Meeting started by Joe Caruso and all committee members given copies of three architectural firms in bid for the city hall demo All members went over each firm from the supplied documents All members were advised to search the data given them and vote for one of the three architectural firms and vote in order as they choose. Each committee member had the three firms data from the prior week. All members voted on evaluation sheets and scored accordingly. After the voting process was completed, Traho Architecture was chosen for the City Hall demolition and future project. Firms: KDF Architecture Traho Architects Wardell Architects Joe Caruso Supervising Code Inspector Yakima 1994 ARCHITECTS, P.S_. 'December 10, 2002 Continued Yakima City Hall Renovations Third and Fourth Floors Traho Project No. 02-19 Potential Projects / Phases: 1460 NORTH 16TH AVENUE, SUITE A YAKIMA, WASHINGTON 98902 (509) 452-0609 ` FAX: (509) 452-0578 Phase 1 — Asbestos Removal on the Third and Fourth Floors Phase 11. Asbestos Removalin the Basement -Only * - Phase III — Minimum Demolition of Third and Fourth Floors Phase IV — Maximum Demolition of Third and Fourth Floors Phase V — Develop Office Space on the Existing Third and Fourth Floors '- Phase VI - Develop Addition of New Council Chambers on the Third or Fourth Floor ,` Phase VII — Provide New Building Across Alley: First Floor, Level Scheme _ Phase VIII Provide New Building Across Alley: Second. Floor Level Scheme w/Parking,Under Phase IX - —New City Hall and Council Chambers — Complete New Building • • Phase X — New. City -Hall and -Council Chambers - Remodel of Existing New Space• At the November 20, 2002 meeting, Doug Maples indicated the asbestos had been - removed during the pluinbing-replacement'project in the basement three years ago: • Ballpark Construction, Cost Estimates: 1. Phase I — Asbestos Removal -on the Third 'and Fourth Floors Abatement Estimate Range: _ 2. Phases III and W — Minimum and Maximum Demolition of the Third anti Fourth Floors- ' Demolition Estimate Range: Phase VI — Develop Addition. of New Council Chambers on. the Third or Fourth Floor. --Third or Fourth Floor Remodel Estimate Range; $1,200;000 = $1,500,000 New Third or Fourth'Floor Addition " Estimate Ranger $2,900,000 -,$3,500,000 Combined Remodel and Addition Cost Ranges: - • MEMBER AMERICAN INSTITUTE OF ARCHITECTS VL'ATTTL•TL7!'' t1731. DDM/ A T k $100,00,0 - $150,000 $.120,000 - :$200,000 $4,100,000 - $5,000,000 Continued Yakima City Hall Renovations Third and Fourth Floors Traho Project No. 02-19 December 10, 2002 Page 2 4. Phase VII — Provide New Building Across Alley: First Floor Level Scheme Estimate Range: $1,500,000 - $1,800,000 5. Phase VIII — Provide New Building Across Alley: Second Floor Level Scheme Estimate Range: 6. Phase IX — New City Hall and Council Chambers — Complete New Building Depending on site requirements, such as demolition of existing building or buildings, site mitigation, building size requirements, etc. (Approximately $0.000 SF assumed) Estimated Range of Construction Costs: 7. Phase X — New City Hall and Council Chambers - Remodel of Existing Space Depending on the building, the area of remodel, mitigation requirements, etc. Estimated Range of Construction Costs: $2,000,000 - $2,500,000 $9,000,000 - $11,000,000 $4,000,000 - $7,000,000 To RCHITECTS, P.S. Continued Yakima City Hall Renovations City Council Economic Development Committee Meeting November 20, 2002 AGENDA 1460 NORTH 16TH AVENUE, SUITE A YAKIMA, WASHINGTON 98902 (509) 452-0609 FAX: (509) 452-0578 Introductions 1. Project Summary 2. Goals of the Meeting 3. Potential Projects / Phases Phase I — Asbestos Removal on the Third and Fourth Floors Phase II — Asbestos Removal in the Basement Only Phase III — Minimum Demolition of Third and Fourth Floors Phase IV — Maximum Demolition of Third and Fourth Floors Phase V — Develop Office Space on the Existing Third and Fourth Floors Phase VI — Develop Addition of New Council Chambers on the Third or Fourth Floor Phase VII — Provide New Building Across Alley: First Floor Level Scheme Phase VIII — Provide New Building Across Alley: Second Floor Level Scheme w/Parking Under Phase IX — New City Hall and Council Chambers — Complete New Building Phase X — New City Hall and Council Chambers — Remodel of Existing New Space 4. Fee Summary Sheet 5. Tour of Third and Fourth Floors and Penthouse 6. Agenda and Schedule for Next Meeting Review Items: • Summary of January 30, 1997 Study • Existing Third and Fourth Floor & Penthouse Floor Plans • Miscellaneous Elevator Information • Summary of Demolition Issues • Size of Existing Council Chambers • Size of New Council Chambers to Seat 200 MEMBER AMERICAN INSTITUTE OF ARCHITECTS KENNETH G. ORMBREK, A.I.A. RAHO ARCHITECTS, P.S. November 20, 2002 Continuer) Yakima City Hall Renovations Architect's Fee Calculations Traho Project No. 02-19 I. Existing Third & Fourth Floors Asbestos Removal 1460 NORTH 16TH AVENUE, SUITE A YAKIMA, WASHINGTON 98902 (509) 452-0609 FAX: (509) 452-0578 Phase Hours Rate Fee Total A. Design Document Development 1. Fact Finding/Meetings & Research a. Meetings to date (3 staff): 184 $80.00 $14,720.00 b. Future meetings (3 staff): 12 $80.00 $960.00 2. Contract Resolution (Compute/Owner Review/Final): 24 $80.00 $1,920.00 3. Review of Available Existing Documents: 10 $80 00 $800.00 4. Building Investigation for Changes from Existing Drawings: 12 $80.00 $960.00 5. As -Built Drafting (3days x 8 hrs): 24 $70.00 $1,680 00 6. Consultant Coordination (3 ea x 2 hrs): 6 $80.00 $480.00 7. Final As -Built Drawing Review: 2 $80.00 $160 00 8. Specifications: 20 $90.00 $1,800.00 9. Architect's Final Document Review: 2 $90.00 $180.00 10. Owner Reviews, Preliminary & Final (2 staff x 1.5 hrs x 2 Reviews): 6 $80.00 $480.00 11. Final Consultant Document Review (3 Consultants x 1 hr): 3 $80.00 $240.00 12. Support Staff (Memo's & Specs): 10 $40.00 $400.00 13. Reimbursable Expenses @ 4%: $990.00 Existing Third & Fourth Floors Asbestos Removal Design Phase Total: $25,770.00 MEMBER AMERICAN INSTITUTE OF ARCHITECTS KENNETH G. ORMBREK. AIA_ Continued Yakima City Hall Renovations Architect's Fee Calculations Traho Project No. 02-19 B. Bid Document Printing Allowance 1. Drawing Sheet Estimate Cover Sheet w/Site Plan - 1 Each Asbestos Abatement - 2 Each 36" x 24" Drawing Sheets - 3 Total 2. Specifications (+/- 100 sheets) Limited to Boiler Plate & Hazardous Waste Abatement Sections. 3. 15 Bid Sets 8 Plan Centers 2 Owner Sets 2 Plan Review Sets 2 Architect Sets 1 Consultant Sets 30 Total Sets Allowance: Phase Hours Rate Cost Total $500.00 Phase Hours Rate Fee Total C. Bidding 1. Pre -Bid Conference / Walk-Thru Agenda/Report: 4 $80.00 $320.00 2. Questions/Addenda (Assume 30 days) 4 weeks x 2 hrs per week: 8 $80.00 $640.00 3. Support Staff (Reports, Addenda, typing): 3 $40.00 $120 00 4. Bid Receipt & Review: 4 $80.00 $320.00 5. Reimbursable Expenses @ 5% $ 70.00 Bidding Phase Total: $1,470.00 Continued Yakima City Hall Renovations Architect's Fee Calculations Traho Project No. 02-19 Phase Hours Rate Fee Total D. Abatement Phase 1. Construction Period, Assume 30 Days 2. Owner/Contractor Contract Preparation & Review: 6 $80.00 $480.00 3. Pre -Construction Conference Agenda & Report: 5 $80.00 $400.00 4. Weekly Project Review & Meetings (Final w/Architect, Rest by Fulcrum): 2 $80.00 $160.00 5. Reports (All by Fulcrum): Fee Included Below 6. Punchlist by Fulcrum: Fee Included Below 7. Project Closeout by Fulcrum: Fee Included Below 8. Support Staff (Contract & Report): 3 $40.00 $120.00 9. Reimbursable Expenses @ 5% $60.00 Abatement Construction Phase Total: $1,220.00 E. Totals Architectural Fee (not including Consultants): Bid Documents Printing Allowance: Consultants (Lump Sum): Fulcrum Environmental Atwood-Hinzman L&S Engineering Conley Engineering $20,535.00 $0.00 $3,360.00 $3,920.00 $28,460.00 $500.00 $27,815.00 TOTAL PHASE I FEE PROPOSAL: $56,775.00 TRIO RCHITECTS, P.S. November 20, 2002 Continued Yakima City Hall Renovations Architect's Fee Calculations Traho Project No. 02-19 III. Minimum Demolition of Existing Third and Fourth Floors (assumes Phase I is complete) 1460 NORTH 16TH AVENUE, SUITE A YAKIMA, WASHINGTON 98902 (509) 452-0609 FAX: (509) 452-0578 Phase Hours Rate Fee Total A. Design Document Development 1. Meetings and Reports: 12 $80.00 $960.00 2. Contract Resolution (Compute/Owner Review/Final): 20 $80.00 $1,600.00 3. Design/Mark-Ups/Demo Requirements. 16 $80.00 $1,280.00 4. Consultant Coordination (3 ea x 4 hrs): 12 $80.00 $960.00 5. Demolition Cost Estimate: 5 $80.00 $400.00 6. Final Document Drafting: 16 $70.00 $1,120.00 7. Architect's Final Document Review: 3 $80.00 $240.00 8. Final Document Corrections: 2 $70.00 $140.00 9. Specifications: 25 $90.00 $2,250.00 10. Final Spec Review & Corrections: 5 $80.00 $400.00 11. Owner Reviews, Preliminary & Final (2 Staff x 2 hrs x 2 Reviews): 8 $80.00 $640.00 12. Meeting Memos (2): 2 $80.00 $160.00 13. Final Consultant Document Review (3 Consultants x 1.5 hrs): 4.5 $80.00 $360.00 14. Support Staff (Memo's & Specs). 10 $40.00 $400.00 15. Reimbursable Expenses @ 5%: $550.00 16. Consultant Site Investigation/Analysis: Atwood-Hinzman Lump Sum $2,240.00 L&S Engineering Lump Sum $1,760.00 Conley Engineering Lump Sum $8,960.00 Minimum Demolition of Existing Third and Fourth Floors Design Phase Total: $24,420.00 MEMBER AMERICAN INSTITUTE OF ARCHITECTS KENNETH G. ORMBREK, A.I.A. Continued Yakima City Hall Renovations Architect's Fee Calculations Traho Project No. 02-19 B. Bid Document Printing Allowance 1. Drawing Sheet Estimate Cover Sheet w/Site Plan - 1 Each Architectural Sheets - 3 Each Structural, Mechanical & ElectricaI (2 each for a total of 6) - 10 Total 2. Specifications (+/- 130 sheets) Limited to Boiler Plate, Demolition & M&E Boiler Plate & Demo Sections 3. 18 Bid Sets: 8 Plan Centers 2 Owner Sets 2 Plan Review Sets 2 Architect Sets 3 Consultant Sets 35 Total Sets Allowance: Phase Hours Rate Cost Total $1,000.00 Phase Hours Rate Fee Total C. Bidding 1. Pre -Bid Conference / Walk-Thru Agenda/Report: 4 $80.00 $320.00 2. Questions/Addenda (Assume 30 days) 30 days x .5 hrs: 15 $80.00 $1,200.00 3. Support Staff (Reports, Addenda, typing): 4 $40.00 $160.00 4. Bid Receipt & Review: 4 $80.00 $320.00 5. Reimbursable Expenses @ 5%: $100.00 Bidding Phase Total: $2,100.00 Continued Yakima City Hall Renovations Architect's Fee Calculations Traho Project No. 02-19 Phase Hours Rate Fee Total D. Demolition Phase 1. Construction Period, Assume 80 Days 2. Owner/Contractor Contract Preparation & Review: 6 $80.00 $480.00 3. Pre -Construction Conference Agenda & Report: 5 $80.00 $400.00 4. Weekly Project Review & Meetings (10 meetings x 2.5 hrs): 25 $80.00 $2,000.00 5. Reports (10 meetings x 1 hr): 10 $80.00 $800.00 6. Punchlist: 5 $80.00 $400.00 7. Project Closeout: 6 $80.00 $480.00 8. Support Staff (Contract & Report): 9 $40.00 $360.00 9. Reimbursable Expenses @ 5%: $250.00 Demolition Phase Total: $5,170.00 E. Totals Architectural Fee (not including Consultants) Bid Documents Printing Allowance Consultants (Lump Sum) Fulcrum Environmental Atwood-Hinzman L&S Engineering Conley Engineering $0.00 $9,630.00 $7,370.00 $6,830.00 $31,690.00 $1,000.00 $23,830.00 (TOTAL PHASE III FEE PROPOSAL: $56,520.001 T10 RCHITECTS, P.S. November 20, 2002 Continued Yakima City Hall Renovations Architect's Fee Calculations Traho Project No. 02-19 1460 NORTH 16TH AVENUE, SUITE A YAKIMA, WASHINGTON 98902 (509) 452-0609 FAX: (509) 452-0578 IV. Maximum Demolition of Existing Third and Fourth Floors (assumes Phase liscomplete) Phase Hours Rate Fee Total A. Design Document Development 1. Meetings and Reports (3 staff x 4 meetings x 2 hrs): 24 $80.00 $1,920.00 2. Contract Resolution (Compute/Owner Review/Final): 20 $80.00 $1,600.00 3. Design/Mark-Ups/Demo Requirements: 20 $80.00 $1,600.00 4. Consultant Coordination (3 ea x 4 hrs): 12 $80.00 $960.00 5. Demolition Cost Estimate: 6 $80.00 $480.00 6 Final Document Drafting: 20 $70.00 $1,400 00 7. Architect's Final Document Review: 4 $80.00 $320.00 8. Final Document Corrections: 3 $70.00 $210.00 9. Specifications: 30 $90.00 $2,700.00 10. Final Spec Review & Corrections: 6 $80.00 $480.00 11. Owner Reviews, Preliminary & Final (2 staff x 2.5 hrs x 2 Reviews): 10 $80.00 $800.00 12. Meeting Memos (4): 4 $80.00 $320.00 13. Final Consultant Document Review (3 Consultants x 2 hrs): 6 $80.00 $480 00 14. Support Staff (Memo's & Specs): 12 $40.00 $480.00 15. Reimbursable Expenses @ 5%: $690.00 16. Consultant Site Investigation/Analysis Atwood-Hinzman Lump Sum $2,240.00 L&S Engineering Lump Sum $1,760.00 Conley Engineering Lump Sum $8,960.00 Maximum Demolition of Existing Third and Fourth Floors Design Phase Total: $27,400.00 MEMBER AMERICAN INSTITUTE OF ARCHITECTS KENNETH G. ORMBREK, A.I.A. B. Bid Document Printing Allowance 1. Drawing Sheet Estimate Cover Sheet w/Site Plan - 1 Each Architectural Sheets - 3 Each Structural, Mechanical & Electrical (2 each for a total of 6) - 10 Total 2. Specifications (+/- 130 sheets) Limited to Boiler Plate, Demolition & M&E Boiler Plate & Demo Sections 3. 18 Bid Sets: 8 Plan Centers 2 Owner Sets 2 Plan Review Sets 2 Architect Sets 3 Consultant Sets 35 Total Sets Allowance: Phase Hours Rate Cost Total $1,000.00 Phase Hours Rate Fee Total C. Bidding 1. Pre -Bid Conference / Walk-Thru Agenda/Report: 4 $80.00 $320.00 2. Questions/Addenda (Assume 30 days) 30 days x .5 hrs: 15 $80.00 $1,200.00 3. Support Staff (Reports, Addenda, typing): 4 $40.00 $160.00 4. Bid Receipt & Review: 4 $80.00 $320.00 5. Reimbursable Expenses @ 5%: $100 00 Bidding Phase Total: $2,100.00 Phase Hours Rate Fee Total D. Demolition Phase 1. Construction Period, Assume 80 Days 2. Owner/Contractor Contract Preparation & Review: 6 $80.00 $480.00 3. Pre -Construction Conference Agenda & Report: 5 $80.00 $400.00 4. Weekly Project Review & Meetings (10 meetings x 2.5 hrs): 25 $80.00 $2,000.00 5. Reports (10 meetings x 1 hr): 10 $80.00 $800.00 6. Punchlist: 5 $80.00 $400.00 7. Project Closeout: 6 $80.00 $480.00 8. Support Staff (Contract & Report): 9 $40.00 $360.00 9. Reimbursable Expenses @ 5%: $250.00 Demolition Phase Total: $5,170.00 E. Totals Architectural Fee (not including Consultants): Bid Documents Printing Allowance: Consultants (Lump Sum) • Fulcrum Environmental Lump Sum $0.00 Atwood-Hinzman Lump Sum $9,630.00 L&S Engineering Lump Sum $7,370.00 Conley Engineering Lump Sum $6,830.00 $34,670.00 $1,000.00 $23,830.00 TOTAL PHASE IV FEE PROPOSAL: $59,500.00 Tio RCHITECTS, P.S. November 20, 2002 Continued Yakima City Hall Renovations Architect's Fee Calculations Traho Project No. 02-19 1460 NORTH 16TH AVENUE, SUITE A YAKIMA, WASHINGTON 98902 (509) 452-0609 FAX: (509) 452-0578 V. Develop Office Space on the Existing Third or Fourth Floors (assumes Phases 1, III and/or IV are complete) Phase Hours Rate Fee Total A. Contract Resolution: 20 $80.00 $1,600.00 B. Study Meetings 1. Meeting Scheduling and Format Development: 8 $80.00 $640.00 2. Hold Workshops and Department Interviews (3 Workshops & 3 Interviews x 2 Staff x 2 hrs each): 24 $80.00 $1,920.00 3. Confirm Project Goals and Needs (Review of Item B.2 - 6 x 3 hrs): 18 $80.00 $1,440.00 4 Confirm Mechanical & Electrical Goals & Needs (2 Meetings x 2 Staff x 2.5 hrs): 10 $80.00 $800.00 5. Evaluation of City's Short & Long Needs (2 Meetings x 2 Staff x 2 hrs): 8 $80.00 $640.00 6. Evaluation of Governing Codes & Regulations: 5 $80.00 $400.00 7. Support Staff (Memos, etc.): 12 $40.00 $480.00 8. Reimbursable Expenses @ 4%: $300.00 Contract Resolution and Study Meetings Total: $8,220.00 MEMBER AMERICAN INSTITUTE OF ARCHITECTS KFNNFTH C: CIRMRRFK A T A Continued Yakima City Hall Renovations Architect's Fee Calculations Traho Project No. 02-19 Phase Hours Rate Fee Total C. Programming and Concepts 1. Space Needs Asssessment (Evaluation of Meetings & Interviews): 16 $80.00 $1,280.00 2. Identify Options/Alternatives (Inhouse & 1 Review Meetings): 12 $80.00 $960.00 3. Determine Project Scheduling (Inhouse & 1 Review Meetings): 4 $80.00 $320 00 5. Determine Mechanical Systems: $570.00 $640.00 6. Determine Electrical Systems: $3,120.00 $3,500.00 8. Determine Preliminary Project Budget: 2 $80.00 $160 00 9. Support Staff (Memos, etc.): 8 $40.00 $320 00 10. Reimbursable Expenses @ 4%: $120.00 Programming and Concepts Total: $7,300.00 Phase Hours Rate Fee Total D. Preliminary Schematics 1. Area & Configuration Requirements (2 Staff x 2 Inhouse Meetings x 2 hours + Study Time): 16 $80.00 $1,280.00 2. Physical Access and Adjacency Requirements (1 Staff @ 4 hours + 2 Meetings @ 3 hours): 7 $80.00 $560.00 3. Structural Document Examination: (Lump Sum) $1,010.00 4. Mechanical System Description: (Lump Sum) $1,760.00 5. Electrcial System Description: (Lump Sum) $3,950.00 6. Refine Preliminary Project Budget (1 Staff @ 2 hrs + Review Meeting@ 1.5 hrs): 3.5 $80.00 $280.00 7. Refine Design Optons (1 Staff @ 12 hrs + Inhouse Review @ 2 hrs + Refine): 17 $80.00 $1,360.00 8. Preparation of Graphic Material: 8 $70.00 $560.00 9. Support Staff (Memos & Reports): 14 $40.00 $560.00 10. Reimbrusable Expenses @ 4%: $210.00 Preliminary Schematics Total: $11,530.00 TOTAL PHASE V FEE PROPOSAL: $27,050.00 To RCHITECTS, P.S. November 20, 2002 Continued Yakima City Hall Renovations Architect's Fee Calculations Traho Project No. 02-19 1460 NORTH 16TH AVENUE, SUITE A YAKIMA, WASHINGTON 98902 (509) 452-0609 FAX: (509) 452-0578 VL Develop New Council Chambers on the Existing Third or Fourth Floors (assumes phases 1,111 and/or IV are complete) Phase Hours Rate Fee Total A. Contract Resolution: 20 $80.00 $1,600.00 B. Study Meetings 1. Meeting Scheduling and Format Development: 8 $80.00 $640.00 2. Hold Workshops and Department Interviews (3 Workshops & 4 Interviews x 2 Staff x 2 hrs each): 28 $80.00 $2,240.00 3 Confirm Project Goals and Needs (Review of Item B.2 - 6 x 3 hrs): 18 $80.00 $1,440.00 4. Confirm Structural, Mechanical & Electrical Goals & Needs (3 Meetings x 2 Staff x 2.5 hrs): 15 $80.00 $1,200.00 5. Evaluation of City's Short & Long Needs (3 Meetings x 2 Staff x 2.5 hrs): 15 $80.00 $1,200.00 6. Evaluation of Governing Codes & Regulations: 5 $80.00 $400.00 7. Support Staff (Memos, etc.). 14 $40.00 $560.00 8. Reimbursable Expenses @ 4%: $440.00 Contract Resolution and Study Meetings Total: $9,720.00 MEMBER AMERICAN INSTITUTE OF ARCHITECTS KENNETH G. ORMBREK, A.I.A. Continued Yakima City Hall Renovations Architect's Fee Calculations Traho Project No. 02-19 Phase Hours Rate Fee Total C. Programming and Concepts 1. Space Needs Asssessment (Evaluation of Meetings & Interviews): 20 $80.00 $1,600.00 2. Identify Options/Alternatives (Inhouse & 2 Review Meetings): 16 $80.00 $1,280.00 3. Determine Project Scheduling (Inhouse & 2 Review Meetings): 10 $80.00 $800.00 4. Determine Structural Systems: Lump Sum $1,300.00 5. Determine Mechanical Systems: Lump Sum $640.00 6. Determine Electrical Systems: Lump Sum $4,200.00 7. Determine Special Systems: Lump Sum $1,300.00 8. Determine Preliminary Project Budget: 4 $80.00 $320.00 9. Support Staff (Iviemos, etc.): 10 $40.00 $400.00 10. Reimbursable Expenses @ 4%: $180.00 Programming and Concepts Total: $12,020.00 Phase Hours Rate Fee Total D. Preliminary Schematics 1. Area & Configuration Requirements (2 Staff x 2 Inhouse Meetings x 2.5 hours + Study Time): 20 $80.00 $1,600.00 2. Physical Access and Adjacency Requirements (1 Staff @ 8 hours + 2 Meetings @ 3 hours): 16 $80.00 $1,280.00 3. Structural System Description: Lump Sum $1,680.00 4. Mechanical System Description: Lump Sum $640.00 5. Electrcial System Description: Lump Sum $3,900.00 6. Special Systems Description: Lump Sum $3,400.00 7. Refine Preliminary Project Budget (1 Staff @ 4 hrs + Inhouse Review @ 2.5 hrs + Refine): 8 $80.00 $1,640.00 8. Define Design Options: 40 $80.00 $3,200.00 9. Preparation of Graphic Material: 20 $70.00 $1,400.00 10. Final Study Report (Rough -out): 20 $80.00 $1,600.00 11. Support Staff (Memos & Reports): 16 $40.00 $640.00 12. Reimbrusable Expenses @ 4%: $430.00 Preliminary Schematics Total: $21,410.00 `TOTAL PHASE VI FEE PROPOSAL: $43,150.00 To RCHITECTS, P.S. November 20, 2002 Continued Yakima City Hall Renovations Architect's Fee Calculations Tralto Project No. 02-19 VII. First Level Scheme for New Annex Across Alley (assumes Phases l-Vlwere not done) 1460 NORTH 16TH AVENUE, SUITE A YAKIMA, WASHINGTON 98902 (509) 452-0609 FAX: (509) 452-0578 Phase Hours Rate Fee Total A. Contract Resolution 1. Meetings to date (3 staff): 184 $80.00 $14,720.00 2. Future Meetings (3 staff): 12 $80.00 $960.00 3. Contract Compute & Review: 24 $80.00 $1,920.00 B. Study Meetings 1. Meeting Scheduling and Format Development: 12 $80.00 $960 00 2. Hold Workshops and Department Interviews: 28 $80.00 $2,240.00 3. Confirm Project Goals and Needs: 18 $80.00 $1,440.00 4. Confirm Structural, Mechanical & Electrical Goals & Needs: 20 $80.00 $1,600.00 5. Evaluation of City's Short & Long Needs: 15 $80.00 $1,200.00 6. Evaluation of Governing Codes & Regulations: 6 $80.00 $480.00 7. Support Staff (Memos, etc.): 14 $40.00 $560.00 8. Reimbursable Expenses @ 4%: $1,000.00 Contract Resolution and Study Meetings Total: $27,080.00 MEMBER AMERICAN INSTITUTE OF ARCHITECTS KENNETH G. ORMBREK, A.I.A. Continued Yakima City Hall Renovations Architect's Fee Calculations Traho Project No. 02-19 Phase Hours Rate Fee Total C. Programming and Concepts 1. Space Needs Asssessment (Evaluation of Meetings & Interviews): 20 $80.00 $1,600.00 2. Identify Options/Alternatives (Inhouse & 3 Review Meetings): 18 $80.00 $1,440.00 3. Determine Project Scheduling (Inhouse & 2 Review Meetings): 10 $80.00 $800.00 4. Determine Structural Systems: Lump Sum $560.00 5. Determine Mechanical Systems: Lump Sum $640.00 6. Determine Electrical Systems: Lump Sum $1,800.00 7. Determine Special Systems: Lump Sum $1,300 00 8. Determine Preliminary Project Budget: 4 $80.00 $320.00 9. Support Staff (Memos, etc.): 10 $40.00 $400.00 10. Reimbursable Expenses @ 4%: $180.00 Programming and Concepts Total: $9,040.00 Phase Hours Rate Fee Total D. Preliminary Schematics 1. Area & Configuration Requirements (2 Staff x 2 Inhouse Meetings x 2.5 hrs + Study Time): 22 $80.00 $1,760.00 2. Physical Access and Adjacency Requirements (2 Staff @ 6 hrs + 2 Meetings @ 3 hrs): 18 $80.00 $1,440.00 3. Structural System Description: Lump Sum $1,680.00 4. Mechanical System Description: Lump Sum $640.00 5. Electrcial System Description: Lump Sum $3,900.00 6. Special Systems Description: Lump Sum $3,400.00 7. Refine Preliminary Project Budget (1 Staff @ 4 hrs + Inhouse Review @ 2.5 hrs + Refine): 8 $80.00 $1,640.00 8. Refine Design Options: 32 $80.00 $2,560.00 9. Preparation of Graphic Material. 12 $70.00 $840.00 10. Final Study Report (Rough -out): 11. Support Staff (Memos & Reports): 12. Reimbrusable Expenses @ 4%: Preliminary Schematics Total: 16 $80.00 $1,280.00 12 $40.00 $480.00 $360.00 $19,980.00 TOTAL PHASE VII FEE PROPOSAL: $56,100.00 RAHO ARCHITECTS, P.S. November 20, 2002 Continued Yakima City Hall Renovations Architect's Fee Calculations Traho Project No. 02-19 VIII. Second Level Scheme for New Annex Across Alley (assumes Phases 1- VI were not done) 1460 NORTH 16TH AVENUE, SUITE A YAKIMA, WASHINGTON 98902 (509) 452-0609 FAX: (509) 452-0578 Phase Hours Rate Fee Total A. Contract Resolution 1. Meetings to date (3 staff): 184 $80.00 $14,720.00 2. Future Meetings (3 staff): 12 $80.00 $960.00 3. Contract Compute & Review: 24 $80.00 $1,920.00 B. Study Meetings I. Meeting Scheduling and Format Development: 12 $80.00 $960.00 2. Hold Workshops and Department Interviews: 28 $80.00 $2,240.00 3. Confirm Project Goals and Needs: 18 $80.00 $1,440.00 4. Confirm Structural, Mechanical & Electrical Goals &Needs: 20 $80.00 $1,600.00 5. Evaluation of City's Short & Long Needs: 15 $80.00 $1,200.00 6. Evaluation of Governing Codes & Regulations: 6 $80.00 $480.00 7. Support Staff (Memos, etc.): 14 $40.00 $560.00 8. Reimbursable Expenses @ 4%: $1,000.00 Contract Resolution and Study Meetings Total: $27,080.00 MEMBER AMERICAN INSTITUTE OF ARCHITECTS KENNETH G. ORMBREK, A.I.A. Continued Yakima City Hall Renovations Architect's Fee Calculations Traho Project No. 02-19 Phase Hours Rate Fee Total C. Programming and Concepts 1. Space Needs Asssessment (Evaluation of Meetings & Interviews): 20 $80.00 $1,600.00 2. Identify Options/Alternatives (Inhouse & 3 Review Meetings): 18 $80.00 $1,440.00 3. Determine Project Scheduling (Inhouse & 2 Review Meetings): 10 $80.00 $800.00 4. Determine Structural Systems: Lump Sum $560.00 5. Determine Mechanical Systems: Lump Sum $640.00 6. Determine Electrical Systems: Lump Sum $1,800.00 7. Determine Special Systems: Lump Sum $900.00 8. Determine Preliminary Project Budget: 4 $80.00 $320.00 9. Elevator Stair Concepts: 8 $80.00 $640.00 10. Support Staff(Memos, etc.): 10 $40.00 $400.00 11. Reimbursable Expenses @ 4%. $210.00 Programming and Concepts Total: $9,310.00 Phase Hours Rate Fee Total D. Preliminary Schematics 1. Area & Configuration Requirements (2 Staff x 2 Inhouse Meetings x 2.5 hrs + Study Time): 22 $80.00 $1,760.00 2. Physical Access and Adjacency Requirements (2 Staff @ 6 hrs + 2 Meetings @ 3 hrs): 18 $80.00 $1,440.00 3. Structural System Description: Lump Sum $2,690.00 4. Mechanical System Description: Lump Sum $1,640.00 5. Electrcial System Description: Lump Sum $6,300.00 6. Special Systems Description: Lump Sum $5,200.00 7. Refine Preliminary Project Budget (1 Staff @ 4 hrs + Inhouse Review @ 2.5 hrs + Refine): 8 $80.00 $640.00 8. Refine Design Options: 32 $80.00 $2,560.00 9. Preparation of Graphic Material: 12 $70.00 $840.00 10. Final Study Report (Rough -out): 16 $80.00 $1,280.00 11. Support Staff (Memos & Reports): 12 $40.00 $480.00 12. Reimbrusable Expenses @ 4%: $360.00 Preliminary Schematics Total: $25,190.00 'TOTAL PHASE VIII FEE PROPOSAL: $61,580.00' T1i0 RCHITECTS, P.S. November 20, 2002 Continued Yakima City Hall Renovations Architect's Fee Calculations Traho Project No. 02-19 IX. New City Hall and Council Chambers at New Site (assumes Phases 1- VI were not done) 1460 NORTH 16TH AVENUE, SUITE A YAKIMA, WASHINGTON 98902 (509) 452-0609 FAX: (509) 452-0578 Phase Hours Rate Fee Total A. Contract Resolution 1. Meetings to date (3 staff): 184 $80.00 $14,720.00 2. Future Meetings (3 staff): 24 $80.00 $1,920.00 3. Contract Compute & Review: 20 $80.00 $1,600.00 B. Study Meetings 1. Meeting Scheduling and Format Development: 12 $80.00 $960.00 2. Hold Workshops and Department Interviews: 48 $80.00 $3,840.00 3. Confirm Project Goals and Needs: 40 $80.00 $3,200.00 4. Confirm Structural, Mechanical, Electrical & Special Systems Goals & Needs: 40 $80.00 $3,200.00 5. Evaluation of City's Short & Long Needs: 32 $80.00 $2,560.00 6. Evaluation of Goveming Codes & Regulations: 12 $80.00 $960.00 7. Support Staff (Memos, etc.): 20 $40.00 $800.00 8. Reimbursable Expenses @ 4%: $1,350.00 Contract Resolution and Study Meetings Total: $35,110.00 MEMBER AMERICAN INSTITUTE OF ARCHITECTS KENNETH G. ORMBREK, A.I.A. Continued Yakima City Hall Renovations Architect's Fee Calculations Traho Project No. 02-19 Phase Hours Rate Fee Total C. Programming and Concepts 1. Space Needs Asssessment (Evaluation of Meetings & Interviews): 40 $80.00 $3,200.00 2. Identify Options/Alternatives (Up to 4 Review Meetings): 24 $80.00 $1,920.00 3. Determine Project Scheduling (Up to 3 Review Meetings): 15 $80.00 $1,200.00 4. Determine Structural Systems: Lump Sum $560.00 5. Determine Mechanical Systems: Lump Sum $640.00 6. Determine Electrical Systems: Lump Sum $1,800.00 7. Determine Special Systems: Lump Sum $900.00 8. Determine Preliminary Project Budget: 3 $80.00 $240.00 9. Elevator/Stair Concepts: 10 $80.00 $800.00 10. Support Staff (Memos, etc.): 20 $40.00 $800.00 11. Reimbursable Expenses @ 4%: $330.00 Programming and Concepts Total: $12,390.00 Phase Hours Rate Fee Total D. Preliminary Schematics 1. Area & Configuration Requirements: 44 $80.00 $3,520.00 2. Physical Access and Adjacency Requirements: 36 $80.00 $2,880.00 3. Structural System Description: Lump Sum $0.00 4. Mechanical System Description: Lump Sum $1,210.00 5. Electrcial System Description: Lump Sum $10,860.00 6. Special Systems Description: Lump Sum $6,720.00 7. Refine Preliminary Project Budget: 10 $80.00 $800.00 8. Refine Design Options: 56 $80.00 $4,480.00 9. Preparation of Graphic Material: 24 $70.00 $1,680.00 10. Final Study Report (Rough -out): 32 $80.00 $2,560.00 11. Support Staff (Memos & Reports): 24 $40.00 $960.00 12. Reimbrusable Expenses @ 4%: $680.00 Preliminary Schematics Total: $36,350.00 TOTAL PHASE IX FEE PROPOSAL: $83,850.00 TRO RCHITECTS, P.S. November 20, 2002 Continued Yakima City Hall Renovations Architect's Fee Calculations Traho Project No. 02-19 1460 NORTH 16TH AVENUE, SUITE A YAKIMA, WASHINGTON 98902 (509) 452-0609 FAX: (509) 452-0578 X. Remodeled Space for City Hall & Council Chambers at New Site (assumes Phases 1- VI were not clone) Phase Hours Rate Fee Total A. Contract Resolution 1. Meetings to date (3 staff): 184 $80.00 $14,720.00 2. Future Meetings (3 staff): 24 $80.00 $1,920.00 3. Contract Compute & Review: 24 $80.00 $1,920.00 B. Existing Building Review 1. Review of Available Documents: 16 $80.00 $1,280.00 2. Building Investitgation for Changes from Existing Building Documents: 24 $80.00 $1,920.00 3. Evaluation of Existing Building (Reports): 40 $80.00 $3,200.00 4. As -Built Drafting: 32 $70.00 $2,240.00 5. Consultant Building Reviews a. Structural: Lump Sum $840.00 b. Mechanical: Lump Sum $960.00 c. Electrical: Lump Sum $1,800.00 d. Special Systems: Lump Sum $900.00 6. Final As -Built Drawing Review: 8 $80.00 $640.00 7. Final As -Built Drafting: 4 $70.00 $280.00 Contract Resolution and Existing Building Review Total: $32,620.00 MEMBER AMERICAN INSTITUTE OF ARCHITECTS KENNETH G. ORMBREK, A.I.A. Continued Yakima City Hall Renovations Architect's Fee Calculations Traho Project No. 02-19 Phase Hours Rate Fee Total C. Study Meetings 1. Meeting Scheduling and Format Development: 12 $80.00 $960.00 2. Hold Workshops and Depailinent Interviews: 48 $80.00 $3,840.00 3. Confirm Project Goals and Needs: 40 $80.00 $3,200.00 4. Confirm Structural, Mechanical, Electrical and Special Systems Goals & Needs: 40 $80.00 $3,200.00 5. Evaluate Necessary Changes to Building Circulation System: 32 $80.00 $2,560.00 6. Evaluation of City's Short & Long Needs: 32 $80.00 $2,560.00 7. Evaluation of Governing Codes & Regulations: 16 $80.00 $1,280.00 8. Support Staff (Memos and Reports): 40 $40.00 $1,600.00 9. Reimbursable Expenses @ 4%: $770.00 Study Meetings Total: D. Programming and Concepts 1. Space Needs Asssessment (Evaluation of Meetings & Interviews): 40 $80.00 $3,200.00 2. Identify Options/Alternatives (Up to 4 Review Meetings): 28 $80.00 $2,240.00 3. Determine Project Scheduling (Up to 3 Review Meetings): 15 $80.00 $1,200.00 4. Determine Structural Modifications: Lump Sum $560.00 5. Determine Mechanical Modifications & Systems: Lump Sum $640.00 6. Determine Electrical Modifications & Systems: Lump Sum $5,400.00 7. Determine Special Systems: $2,200.00 8. Determine Preliminary Project Budget: 6 $80.00 $480.00 9. Existing Elevator/Stair Evaluations: 20 $80.00 $1,600.00 10. Evaluate Exterior Building Modifications as a Result of Program Goals & Needs: 32 $80.00 $2,560.00 10. Support Staff (Memos, etc.): 24 $40.00 $960.00 11. Reimbursable Expenses @ 4%: $490.00 Programming and Concepts Total: $19,970.00 $21,530.00 Continued Yakima City Hall Renovations Architect's Fee Calculations Traho Project No. 02-19 Phase Hours Rate Fee Total E. Preliminary Schematics 1. Area & Configuration Requirements: 44 $80.00 $3,520.00 2. Physical Access and Adjacency Requirements: 36 $80.00 $2,880.00 3. Structural System Description: Lump Sum $0.00 4. Mechanical System Description: Lump Sum $1,340.00 5. Electrcial System Description: Lump Sum $10,860.00 6. Special Systems Description: Lump Sum $6,720.00 7. Refine Preliminary Project Budget: 18 $80.00 $1,440.00 8. Refine Design Options: 60 $80.00 $4,800.00 9. Preparation of Graphic Material: 30 $70.00 $2,100.00 10. Final Study Report (Rough -out): 32 $80.00 $2,560.00 11. Support Staff (Memos & Reports): 28 $40.00 $1,120.00 12. Reimbrusable Expenses @ 4%: $740.00 Preliminary Schematics Total: $38,080.00 'TOTAL PHASE X FEE PROPOSAL: $112,200.001 T11Ho RCHITECTS, P.S. November 20, 2002 Continued Yakima City Hall Renovations Architect's Fee Calculations Summary Sheet Traho Project No. 02-19 1460 NORTH 16TH AVENUE, SUITE A YAKIMA, WASHINGTON 98902 (509) 452-0609 FAX: (509) 452-0578 I. Existing Third & Fourth Floors Asbestos Removal $56,775.00 (Fee is estimated through removal process) II. Basement Only Asbestos Removal $49,110.00 (Fee is estimated through removal process) III. Minimum Demolition of Existing Third & Fourth Floors $56,520.00 (Fee is estimated through demolition) IV. Maximum Demolition of Existing Third & Fourth Floors $59,500.00 (Fee is estimated through demolition) V. Develop Office Space on the Third & Fourth Floors $27,050.00 (Fee is only estimated through programming and preliminary schematics, study phases) VI. Develop New Council Chambers on Third or Fourth Floor (Fee is only estimated through programming and preliminary schematics, study phases) VII. First Level Scheme for New Annex Across Alley (Fee is only estimated through programming and preliminary schematics, study phases) $43,150.00 $56,100.00 VIII. Second Level Scheme for New Annex Across Alley $61,580.00 (Fee is only estimated through programming and preliminary schematics, study phases) IX. New City Hall & Council Chambers at New Site $83,850.00 (Fee is only estimated through programming and preliminary schematics, study phases) X. Remodeled Space for City Hall & Council Chambers at New Site 5112,200.00 (Fee is only estimated through programming and preliminary schematics, study phases) MEMBER AMERICAN INSTITUTE OF ARCHITECTS KFNNFTH G. ORMBRFK. A.T.A. ARH RCHITECTS, PS: November 20, 2002 1460 NORTH 16TH AVENUE, SUITE A YAKIMA, WASHINGTON 98902 (509) 452-0609 FAX: (509) 452-0578 Continued Yakima City Hall Renovations Summary of January 30, 1997 Study Traho Project No. 02-19 The purpose of the January 30, 1997 updated Yakima City Hall Study was " ..to develop a plan to optimize utilization of recently vacated areas in the City Hall building and to improve efficiency of current workspaces. The City Hall is the City's "front door" Its primary purpose is to house offices and related spaces to serve the public." ' Three public service areas are identified: Financial Services, now as then, located on the first floor- The utility billing and finance counters were combined as a result of the 1997 study The Permit Center is a part of the Engineering, Building Code Administration and Planning Divisions, now as then located on the second floor. Additional counter space and conference rooms for meetings with the public were provided as a result of the 1997 study. The Council Chambers and related City Manager/City Council offices remain located on the first floor, "...in spaces designed for the City's form of government prior to 1959, three full-time commissioners. Circulation is poor and the Chambers are inadequate for current uses." t The Study identified major features of the existing facility as follows. 1. General Completed in 1949, City Hall is a four story, reinforced concrete framed building with a full _ basement. Exterior walls are typically 6" thick concrete clad with brick veneer "Floors and roofs are reinforced concrete slabs supported by concrete joists and beams, in turn supported by a regular grid of reinforced concrete columns" with east/west column spacing 19'-2" and north/south spacing 18'-0". This grid of repetitive columns disallows the creation of a large, potential City Council Chambers as column -free space with no sight -line obstructions. The building area in square feet is: First Floor Second Floor Third Floor Fourth Floor Sub Total Total with basement @ 17,791 sf is See Yakima City Hall Study for all quotes. 17,991 sf 17,991 sf 7,743 sf 5,567 sf 48,892 sf 66,883 sf MEMBER AMERICAN INSTITUTE OF ARCHITECTS KENNETH G. ORMBREK, A.I.A. Continued Yakima City Hall Renovations Summary of January 30, 1997 Study Traho Project No. 02-19 November 20, 2002 Page 2 Per the 1994 Uniform Building Code (UBC), the majority of occupancy types of City Hall fall under the Group B type The City Council Chambers are classed as a Group A, Division 3 occupancy No separation is required between A-3 and B occupancies. An accurate, current assessment as to the Type of Construction as defined in the UBC and presented by City Hall in 2002 will be discussed with Yakima's Building Official during the Continued Yakima City Hall Renovation project now underway, as conclusions are not contained within the 1997 Study, It is important that the Type of Construction be identified. Additions to the existing facility that may be contemplated will be impacted by various UBC issues such as this The number and location of exits from the building are a related significant issue, as is bringing the elevators up to current codes, if they will continue in operation. 2. Other Conditions Per the 1997 Study, "During implementation phases, consideration should be given for providing (fire) sprinklers throughout the building, Fire separation requirements diminish significantly and planning flexibility increases in a sprinklered building." Also, "Current codes require smoke and fire detection and alarm systems.., There is no system currently. installation of fire and security systems should take place concurrently during renovation." The City Fire Marshal is in the process of developing solutions to this issue. Regarding building circulation, "In general, public circulation works well ... (but) staff circulation routes are poor ... (particularly), inadequate circulation between Mayor, City Manager and City Council space." It is clear that any further modifications to City Hall will necessitate evaluation of both public and staff circulation if City Council Chambers are relocated within the facility. The 1997 Study reports that, "The building is well maintained, with signs of wear primarily in the former Police spaces." However, the following items are noted as needing attention. • Floor Coverings: Many near end of useful life. • Ceiling tiles: Due to repeated painting, many exhibit severely reduced acoustical - effectiveness. • Lighting Fixtures: Vary in design and age; inefficient in terms of current energy code parameters; quality of light generally poor. • Power and Telephone/Data Systems: Pieced together over time; expanding computer use has overloaded both power and low voltage wiring systems; "major replacement work is warranted". • Water Piping: Recently installed throughout the building; main water service to the entrance point to the building will need replacement "within the next few years." • HVAC System: "Certain components need replacement... Major HVAC work is not warranted, except for Floors 3 and 4." • Re -Roofing and Flashing: "...repair should be considered within 5 years, and parapet caps (stone) should be inspected and re -grouted where necessary at that time." It is worth adding that all roof access ladders and walkways should be similarly evaluated. Continued Yakima City Hall Renovations Summary of January 30, 1997 Study Traho Project No. 02-19 November 20, 2002 Page 3 • Sidewalks: "Sidewalks show considerable buckling on Second Street. walks should be replaced and irrigation systems reviewed for adequacy." o Asbestos: A letter stating that, in general, asbestos is present inthe building was prepared in 1994. A full asbestos study was not completed at that time. It is currently proposed that such a survey, identifying in detail locations and probable quantities, be done, dependent on the direction taken by the Continued Yakima City Hall Renovation. • Storage: 'Storage for departments consists of a variable amount of in-depaitinent storage, ...plus remote storage in the basement and/or on the Third and Fourth Floors." Since completion of the 1997 Study, Engineering has continued to put records on CD Rom, and a concentrated effort has been made to clean out cardboard boxes stacked in old jail cells on the Third and Fourth Floors. Remaining paper media have been filed in the basement, although it is generally agreed that irreplaceable historic or archival records should not be located there due to the possibility of basement flooding. 3. City Council Chambers and its Primary Adjacencies Primary adjacencies "are those departments/division/functions with which the Department or group most often has contact (on a daily basis) In most cases, groups should be located in near proximity to each other (on same floor or within easy physical access)." Per the 1997 Study, the City Council Chambers, City Manager's Office, City Council Offices, Mayor's Office and Public Access are described as primary adjacencies. The City Manager's support staff, Assistant City Manager's Office and Conference Room(s) are included as primary adjacencies. City Clerk and Finance Director Offices are also to be considered as very important adjacencies to those functions. Existing departmental areas were calculated as follows in net square feet: City Council City Manager City Manager Storage City Council Storage 1,316 sf 1,901 sf 44 sf 79 sf Note that the Council Chambers "current public seating capacity is about 60." 4. Council Chambers Options The 1997 Study proposed two revised building layouts. Scheme A, not recommended per the report's author, "provides no expansion space. The enlarged Council Chambers has a column in the center, a serious hindrance to visibility and room function," In Scheme A, the Council Chambers remains on the first floor; the impeding column cannot be removed due to structural loads; the seating capacity would increase to approximately 90; and the ceiling would be oppressively low. An alternative suggestion in the Study increases first floor capacity to approximately 140 seats. Columns would be a visual liability and the ceilings uncomfortably low. Continued Yakima City Hall Renovations Summary of January 30, 1997 Study Traho Project No. 02-19 November 20, 2002 Page 4 Scheme B, recommended by the Study's author, provides a column free, expanded Council Chambers at the Fourth Floor, with City Manager/Council and City Clerk Offices on the Third Floor. It does not propose an increase in the number or location of the existing elevators, but requires that the south elevator be altered with a new, west door; existing columns be removed; and the existing concrete roof structure be replaced with a lighter steel structure (partly so as to provide increased ceiling height). Seating capacity would be approximately 125 5. Current Thinking Time and circumstances have allowed for thoughtful review of ideas contained within the 1997 Study. A number of ideas have emerged: • Council Chambers may seat approximately 200, a significant increase over the previous projections, • The convenience of public access to the elevators whether new or existing, is an important design consideration if the Council Chambers are located above the First Floor. • The number of elevators provided must satisfy the intensity of use expected by a large Council Chambers. • Mechanical equipment renovation/additions/relocations have a significant impact on major floor plan changes to City Hall. • Removal of the Fourth (or any other) Floor's existing roof would be very costly, • If the existing Third and/or Fourth Floors of City Hall are used for any other purpose than offices, or expanded in size, major structural work will be needed, including the continuation of new columns from the Third/Fourth Floor to below the basement floor. • Demolition and asbestos abatement will be scheduled from 7.00 pm to 4:00 am, at an increase in cost over work performed during regular business hours. 6. Existing Floor Plans The following four sheets, copied from the 1997 Study, summarize the existing floor plan layout of City Hall. FROM ?PWA RDELL Architects P.S. YAKIMA CITY HALL STUDY December 27, 1996 January 30, 1997 Update Building Area: Basement: 17,791 SF First Floor: 17,991 SF Second Floor: 17,991 SF Third Floor: 7,743 SF Fourth Floor: 5,567 SF STORAGE STORAGE ENGINEERING CODES PLANNING COMMUNITY DEVELOPMENT CCNU FINANCE 1 UTILITY BILLING PURCHASING HUMAN RESOURCES COUNCIL CHAMBERS CITY MANAGER CITY CLERK F!TNE55 CENTER INFORMATION STSTE?S STORAGE EXISTING LAYOUT BUILDING MAINTENANCE FITNESS CENTER STORAGE BASEMENT FLOOR EXISTING TELEPHONE PRINT SHOP MAIL WORD PROCESSING PARKING ENFORCEMENT DATA PROCESSING 1997 STUDY VACANT ENGiNEERING VACANT FINANCE EXIST] SECOND <__li. FLOOR EAST 'B' STREET PROSECUTING ATTORNEY t CCNU P A PURCHASING HUMAN RESOURCES CITY CLERK UTILITY BILLING FIRST / N CITY MVAC Fl COR N. 2ND STET COUNCIL FOURTH FLOOR • POLICE STORAGE THIRD N FLOOR EXISTING POLICE 5TORAG OTHER 5TORAGE OTHER STORAGE 1997 STUDY RAHO ARCHITECTS, P.S. November 20, 2002 Continued Yakima City Hall Renovations Elevator Travel and Costs Traho Project No. 02-19 ELEVATOR TRAVEL 1. Old 1949 geared elevators are existing Speed of elevators is not known • Slow speed for new geared elevators is 500 feet/min. • Loading and unloading time will govern 3. The floor -to -floor distances are as follows: 12'-3" First to Second 12'-3" Second to Third 10'-6" Third to Fourth The total distance is 35 feet from First to Fourth Floors. 4. Small elevator is about 7' x 5' and large elevator is about 8' x 5'-4" • Small elevator - assume eight people per trip • Large elevator - assume ten people per trip 1460 NORTH 16TH AVENUE, SUITE A YAKIMA, WASHINGTON 98902 (509) 452-0609 FAX: (509) 452-0578 5. Travel Time • 1/2 minute to load • 1/2 minute from First to Fourth Floor non-stop • 1/2 minute to unload • 1/2 minute down to First Floor non-stop Approximately two minutes per trip 6. Time for 200 People to Third or Fourth Floor • 18 people per trip = 11 trips for all 200 • 11 trips at 2 minutes each = 22 minutes if all go by elevator • 1/3 by stair and 2/3 by elevator = 7.5 at 2 minutes = 15 minutes for 133 people ESTIMATED ELEVATOR COSTS 1. Existing Small Elevator: The estimated cost to bring the existing small elevator up to present code requirements is $105,000.00. 2. Existing Former Jail Elevator: The estimated cost to bring the existing large elevator (former jail elevator) up to present code requirements is $155,000.00. An additional cost of $25,000.00 should be allowed for cutting new openings and filling in old openings. The total cost with the openings rotated to the opposite end is $180,000.00. 3. New Elevator: The cost of a completely new elevator to meet ADA size requirements is estimated at approximately $125,000.00. Approximately $150,000.00 more would be required for the elevator shaft construction. MEMBER AMERICAN INSTITUTE OF ARCHITECTS KENNETH G. ORMBREK, A.I.A. TIHO RCHITECTS, P.S. November 20, 2002 Continued Yakima City Hall Renovations Summary of Demolition Issues Traho Project No. 02-19 1. Demolition will be preceded by asbestos removal. 1460 NORTH 16TH AVENUE, SUITE A YAKIMA, WASHINGTON 98902 (509) 452-0609 - FAX: (509) 452-0578 2. Methods similar to dust/debris control utilized during asbestos removal will be utilized during demolition: • Sealing through -floor openings, doors, plumbing shafts' • Providing positive air pressure • Monitoring particulates 3. Location of chutes for removal of debris from floors above the First Floor to be carefully selected. Power lines to the east side of City Hall are to be avoided. 4. Hours of work limited from 7:00 pm to 4:00 am to minimize disruption to building occupants. Clean up as needed each night prior to regular business hours. 5. Staff notification of the demolition plan. 6. Temporary disruption(s) of elevator service. For instance, the jail elevator may be necessary for some abatement and demolition activities. 7. Temporary disruption(s) of electrical, HVAC, plumbing services. 8. Demolition costs increase directly with the number of project phases. Additionally, there will be less cost to the Owner in fee and construction costs if the abatement and demolition phases can be combined into one design and construction contract. 9. Structural/foundation work will impact the basement and go through intervening floors if the Third / Fourth Floors are expanded or altered significantly. 10. Demolition associated with reuse of City Hall's Third and Fourth Floors as office use with, essentially, no floor plan changes, will be much less complicated and costly to construct than if the Third and/or Fourth Floors receive major alterations and/or additions. If one contract for abatement and demolition could be let, then there would be a potential for reuse of abatement sealing materials. MEMBER AMERICAN INSTITUTE OF ARCHITECTS KENNETH G. ORMBREK, A.I.A. (550) OD= j (149) (148) r 2°1- C44) ©` C44) X7'- a" 142 =cou r�►- 142 (141) 440)1 L 1 Li L_ Li L_J ISL 4a' EgliQ SEATING: 196 Reg 4HC 200 Total CITY COUNCIL CHAMBERS WA RDELL Archttects P.S. YAKIMA CITY HALL STUDY December 27, 1996 January 30, 1997 Update (509) 453-3693 Fax (509) 453-1336 509 W. Chestnut, Yakima, WA 98902 TABLE OF CONTENTS 1. Executive Summary 2. Methodology 3. Yakima City Hall a. Existing Facility Description b. Code Issues c. Building Circulation d. Structural issues e General Maintenance f Asbestos Hazard g Other Conditions 4. Space Requirements by Department 5. Adjacency Requirements 6. Existing and Recommended Building Layouts 7. Council Chamber Alternatives 8. Sequencing; Implementation by Phase 9. Costs 10. Engineering Reports 11. Appendix a Layout Standards b Questionnaire Sample and Tabulation The following are on file and available from the City Engineer's Office o Heating, Cooling and Air Flow Analysis of the Building o A copy of all staff questionnaires completed and returned o Cost estimate back-up data. 1. EXECUTIVE SUMMARY Wardell Architects was retained by the City of Yakima to develop a plan to optimize utilization of recently vacated police areas in the City Hall building and to improve efficiency of current workspaces. the City Hall is the City's "front door'. Its primary purpose is to house offices and related spaces to serve the public. Serving the Public There are three "public service" areas currently in City Hall. o Financial Services are currently located on the first floor We recommend combining the Utility Billing counter and the Finance counter to eliminate 'wrong counter' frustration for the public and, according to both department heads, improve internal functioning o The permit center, now on the second floor, is a part of the Engineering, Building Code Administration and Planning Divisions Often, citizens need information from all three Divisions during the permitting process for a construction project. These Divisions should remain together with improved counter space, additional small conference rooms for meetings with the public involving confidential situations such as land acquisition, and improved shared reference areas Expanded use of electronic media for public retrieval of land use inforrnation should be considered in detailed planning Many of these systems are already in place o The Council Chambers and related City Manager/City Council offices are located on the first floor in spaces designed for the City's form of govemment prior to 1959, three full- time commissioners Circulation is poor and the Chambers are inadequate for current use We have explored several altematives ranging from minimum changes (new lighting and paint) to relocating the Council Chambers to the fourth floor. Our recommendation is to move the Council Chambers to the fourth floor In addition we recommend adding an inforrnation desk at the intersection of the two public corridors on the first floor It is shown on the recommended layout plan. It would be an easily recognized point for information (the current sign and shared functions of the Clerk's counter is confusing). We suggest that the desk would be staffed by a current employee, performing other tasks as well. The use of volunteers, such as senior citizens, should also be considered City Hall Building Condition and Potential The City Hall building is 48 years old. It is structurally sound and generally in good repair, Air handling systems need control systems upgrading and some distribution system modifications Electrical service should be increased coupled with functional and energy savings improvements possible with new lighting throughout. Replacing old light fixtures will dramatically reduce heat loads in the building City Hall has been chronically under- air conditioned for years. New lighting fixtures will singlehandedly solve this problem Renovation Strategies: Schemes A & B We have developed two schemes to both meet departmental space requirements and better utilize the budding Scheme A relocates certain departments to utilize former Police space on Floors 1 and 2. Scheme B utilizes the former Jail space (Floors 3 and 4), as well as the former Police space, allows relocation of Information Services to the second floor, and relocates Codes, Planning and Engineenng to the first floor. The second floor mechanical room is a serious hinderance to effluent space utilization for these divisions. The third and fourth floors, used for storage since jail facilities were transferred to the County some years ago, can be converted to office space at far less cost than constructing new space Space needs, can be met for all departments currently housed in City Hall without use of Floors 3 and 4. However, no expansion space will be available, conference space will be limited, pnnt shop and mail rooms will continue to be undersized and the Council Chamber cannot be properly upgraded. Utilizing the fourth floor makes this upgrade cost effective. It should be noted that the Council Chambers serve as a meeting place not only for regular Council sessions, but also for other City organizations and is often transformed into a studio for Community Access Television. Conflicts and Details The former police garage is prime real estate o Parking enforcement needs it to park scooters ovemight . o Engineering needs it to park a vehicle that houses sensitive and expensive equipment o Animal Control (moving from former Fire Station #2) needs it to park their vehicles overnight o Purchasing needs to receive and possibly store materials prior to distributing them to departments Our recommendation is to remember that City Hall is primarily en office building for the purpose of providing services to the citizens of Yakima. It is possible that most of these requests can be granted. However alternatives of parking in the unsecured lot behind City Hall or at City Shop facilities should be considered for vehicles. Any significant storage of materials should be off-site Use of the Basement; What to do with Storage... We recommend housing the City -County Narcotics Unit in the basement. This group is often in the field, and requires a discreet, secure location We recommend relocating Information Services to an above grade floor The basement is not desirable for staff spending the entire day at their workstations. Storage of irreplaceable documents is not recommended in a space below street level because of the potential for flood damage. We suggest eventual off-site storage of critical documents, use of the basement for supplies and similar storage and a concerted program to store data electronically How to Implement Our preliminary cost estimates are itemized by Departments and Divisions where appropriate. We suggest a phased approach over several years to spread costs over time and minimize disruption to functioning portions of the building Alternative year by year cost programs have been developed from this cost base It should be noted that projected costs were developed utilizing many of the existing walls and rooms. It appears that only minimal compromise with programmed needs will be necessary to utilize significant portions of the existing layouts. In summary, the City Hall Building was well constructed and has many useful years of life left. Judicious reuse of space, coupled with upgraded communications systems, electrical systems, and air handling systems, will result in an efficient facility that serves staff well and, in tum, serves the public well. COUNCIL CHAMBERS CITY CLERK CITY MANAGER FINANCE 1 UTILITY EULUNG INFORMATION SERVICES HUMAN RESOURCES di... _ ; " - — / ENODES GINEERING MANNING COMMUNITY DEVELOPMENT PURCHASING F TNNEESS CENTER STORAGE SCHEME B RECOMMENDED LAYOUT ENGINEERING CODES PLANNING COMMUNITY DEVELOPMENT CCNU FINANCE $ UTILITY BALING PURCHASING HUMAN RESOURCES COUNCIL CHAMBERS CITY MANAGER CITY CLERK . FITNESS CENTER MFORMATION SYSTEMS STORAGE EXISTING LAYOUT 2. METHODOLOGY The following steps were taken in the preparation of this study o Previous studies were reviewed and current and original floor plans and construction documents obtained from City staff o 1996 space allocation forms prepared by City staff were obtained. The forms outlined departmental space requests based on the number of staff members, equipment. conference and other space needs. o Department heads were interviewed with emphasis on criteria for location within the building such as public contract requirements and need for adjacency to other departments The space allocation form information was verified o Brief questionnaires were distributed to all staff in the City Hall building. Information pertaining to conference needs, adjacency requirements to other departments and the public, and use of lunchroom/fitness center, was obtained. o Area (square footage) needs for each department were developed from space allocation forms provided by each department, modified and verified from interviews, questionnaires and industry standards o Adjacency requirements (locations of departments in the building) were determined by the method described above, with the additional requirement of staged construction The goal is to minimize renovation work while areas are occupied (renovate before moving in) and minimize the number of moves for each department. o Layouts by department reflect the above outlined process Alternates were reviewed several times with city representatives It should be noted that dunng the implementation of this recommended layout. departmental organization may change and detailed planning will lead to plan modification o Structural mechanical and electrical consultants toured the building with city representatives and representatives of Wardell Architects Their findings are contained in the study 3. YAKIMA CITY HALL a. Existing Facility Description Yakima City Hall is a four story reinforced concrete framed building completed in 1949 The building has a full basement. Exterior walls are brick faced reinforced concrete Exterior dimensions of basement, first and second floors are 136'-4" (east -west) by 130'-6" (north -south), each having a gross area of approximately 17,792 SF. Third and fourth floors are set back from the west side of the building with approximate gross areas of 7,743 SF and 5,567 SF respectively A machine room penthouse of approximately 730 SF extends above the fourth floor roof Floors and roofs are reinforced concrete slabs supported by concrete joists and beams, in tum supported by a regular grid of reinforced concrete columns. Columns are approximately 1'-5" square East -west column spacing is 19'-2" and north -south spacing is 18'-0". Stairway and elevator shaft walls and certain interior (shear) walls are reinforced concrete. Most ongmal interior partitions are constructed of pumice block according to the original drawings Over the years some remodeling and rearrangement of spaces has taken place Some partition walls have been removed and some added, presumably including some of wood stud construction Interior walls on the third and fourth floors, constructed as a jail facility, are a combination of reinforced concrete masonry steel plate and open steel bar assemblies Existing vertical clearances and dimensions are as shown on the building section drawing in this report. Suspended ceilings are typically shown as acoustical tile over gypsum board supported by a system of steel channels b. Code Issues 1994 Uniform Building Code (UBC) as amended by Washington State Occupancy types: The majority of uses fall under Group B, which includes "Civil Administration" (UBC Sec. 304 1) The City Council Chambers would be classed as Group A, Division 3, "assembly room with an occupant load of less than 300 without a legitimate stage.." Table 3-B requires no separation between A-3 and B occupancies Building area (SF): Basement First Floor Second Floor Third Floor Fourth Floor Total (17,791) 17,991 17,991 z• ? 77.' 7,743-9�Z 1 {�5�i+ 5.567 _ 48,892 (plus Basement) _ Location on property: Property lines are indicated as being located at the outside face of the building wall on all sides, except at the east side the wall is shown 3 -8" west of the alley right-of-way (ROW) The property adjoins streets and alleys on 3 sides: West (North 2nd Street) - 100' ROW North (East 'B' Street) - 80' ROW East (Alley) - 20' ROW The original property included a 19'-6" wide strip of land south of the existing building. This strip was sold to the adjacent bank and is currently being used for parking. The property east of the alley and extending to North 3rd Street is owned by the City and is currently used for parking Type of construction/allowable area: Per UBC 504.2, the allowable area from Table 5-B may be doubled for buildings having more than one story Per UBC Sec. 505, the base allowable area may be increased 50% (multiplied by 1.5) due to 'separation on two sides' (public ways exceeding 20' wide on north and west.) This can be compounded with the increase for more than one story With these increases the minimum base allowable area from Table 5-B must be at least: 48 892 divided by 2 divided by 1.5 = 16,297 SF From Table 5-B Types of Construction which allow 4 stones and 16.297 SF include Type I-F.R., Type II -F R , Type 11-1 hour, Type 111-1 hour and Type IV -H T Type IV -H T (heavy timber) is obviously not applicable Construction Types I and 11 listed above require noncombustible construction, except that fire -retardant treated wood studs may be used in interior partitions. Type III -1 hour construction permits use of untreated wood framing It is presumed that existing construction elements generally can be classified as having a minimum of a 1 -hour fire resistance rating It is also presumed that a minimum number of existing partition walls are framed with untreated wood. Renovation would eliminate most or all untreated wood framing Exterior walls and openings for Construction Types: Extenor walls are typically 6" thick concrete clad with brick veneer Overall thickness shown on drawings is approximately 11" It is likely that extenor wall construction can be shown to comply with requirements for a 4 -hour fire-resistant assembly. Per Table 5-A, for A-3 and B occupancies of any type of construction, openings (windows and doors) in extenor walls are not permitted closer than 5 feet from a property line (or center line of an adjacent 'public way') For B occupancies of Type I -F R , II -F R and 111-1 hour openings closer than 20 feet to a property line or center line of a 'public way' must be protected by a minimum 3/4 hour fire rated assembly. For B occupancies of Type 11-1 hour openings closer than 10 feet to a property line or center line of a 'public way' must be protected by a minimum 3/4 hour fire rated assembly. If the center line of the alley east of the budding is considered as the 'property line', construction of other than Type 11-1 hour would require windows and doors on the east side of the building to be 'protected'. Bringing the building into conformance with requirements for Type 11-1 hour construction appears to be reasonably achievable In this case, "protected" windows (steel frames and wire glass) would not be required. Fire protection systems: UBC Sec. 904.2.2 requires that the basement have an automatic fire spnnkler system due to the lack of openings (windows) in exterior walls. The building currently has an automatic spnnkler in the basement. UBC does not require fire sprinklers on the above grade floors. During implementation phases, consideration should be given for providing sprinklers throughout the building Fire separation requirements diminish significantly and planning flexibility increases in a spnnklered building UBC Sec 904 3 requires electrically monitored automatic sprinkler system water control valves and water flow switches where the number of sprinklers is over 100 Standpipes Table 9-A requires 4 story non-spnnklered buildings of less than 150 feet high to have Class I, 11, or III standpipes. The building appears to comply with existing standpipes Current codes require smoke and fire detection and alarm systems that include both auditory and visual alarm warnings (high pitched siren and strobe lights) There is no system currently Installation of fire and security systems should take place concurrently dunng renovation Exiting: UBC Table 10-A requires a minimum of two exits other than elevators for assembly areas having over 50 occupants and for office uses having over 30 occupants Section 1003 1 requires that "occupants on stories above the first and in basements shall have access to not Tess than two separate exits from the story or basement" (including storage rooms of over 300 SF above the second floor) See Building Circulation section of this report. Per Sec. 1009.2, stairway enclosure walls "shall be of not less than two-hour fire resistive construction in buildings four or more stones in height.. " Current stairways appear to comply with this requirement. Elevators: Current codes require an elevator lobby separated from adjacent space, pressurized elevator shafts to expel smoke or smoke tight doors that close over elevator doors in the event of a fire Adding elevator lobbies does not appear feasible, given existing building circulation Pressunzation or smoke doors are feasible We recommend following the pressunzation solution c. Building Circulation In general, public circulation works well with ample corridors, and departments are located by most visitors with minimum difficulty, although a number of respondents to the staff questionnaires said they often encounter "lost souls" in corridors. Signage should be improved with a general building information location easier to identify. Staff circulation routes are poor; a result of crowding workstations into corridors (Clerk's Office, Human Resources and Purchasing) and a change in use of the building over time (inadequate circulation between Mayor, City Manager and City Council space). The multiple doors at the east end of the first floor lobby area that provided after-hours security between the 24-hour Police Operation and other City Hall functions should be removed to improve circulation A second set of doors at the "B" Street entrance should be re -installed to create a weather vestibule. Elevator service is adequate at this time. Improvements to control systems and refurbishment of cabs should take place over time. If the 3rd and 4th floors are utilized for office space, the old Police elevator should have doors added at its back, adjacent to the current elevator Both cars, with new control systems, could then be programmed to serve calls in tandem, increasing capacity and decreasing waiting time significantly Current building codes require that one stairway must exit directly outside, or outside via an exit comdor separated from adjacent spaces. The west stair at Second Street has some separation from the rest of the building, but does not meet code requirements. Smoke and/or fire could easily infiltrate the Second Street vestibule area. The 3rd and 4th floors are served by one exit stair and an extenor "Fire Escape" Fire escapes no longer meet exit code requirements Use of the 3rd and 4th floors for offices will require addition of a third stairway in the building. A corridor to the alley (east) wall can be extended from either the new stair or the existing stair just north of the elevators, meeting code requirements . d. Structural lssues The building appears sound and inspection reveals no significant settlement or structural deficiencies An exception is the concrete floor framing at the old Police Garage Reinforcing steel is exposed where concrete has deteriorated, most probably caused by years of automobile washing Rust should be removed from the reinforcing steel, and an epoxy -type grout or similar repair technique used to restore cover for the steel The floor should be sealed to prevent further moisture infiltration e. General Maintenance The building is well maintained, with signs of wear primarily in the former Police spaces. Many floor coverings are nearing the end of their useful life Ceiling tiles have been repeatedly painted, severely reducing acoustical effectiveness. Light fixtures are of several designs and ages Virtually all lighting is inefficient in terms of current energy use code parameters. The quality of light is generally poor Power and phone/data systems have been pieced together and generally meet user needs. However, expanding computer use is quickly overloading both power and low voltage wiring systems. Major replacement work is warranted as part of the building upgrading New water piping was recently installed throughout the building and is in excellent condition Lines were stubbed to the 3rd floor for extension through the 3rd and 4th floors The main water service from "B" Street to the entrance point to the building (at the boiler room in the basement) will need replacement within the next few years The heating, ventilating and air conditioning system has had adequate maintenance and -is well designed. Certain components need replacement and isolated areas of distribution ductwork that have been modified in the past should be reworked during building upgrading to improve airflow. Major HVAC work is not warranted, except for floors 3 and 4 The old Jail system is not adequate for office use, and significantly imposes on 4th floor space. Roof top HVAC units, typically used for office construction today, would be employed for these floors. The exterior of the building is in good condition. Masonry shows little to no deterioration, in spite of its being close to 50 years of age. Re -roofing and flashing repair should be considered within 5 years, and parapet caps (stone) should be inspected and re -grouted where necessary at that time Sidewalks show considerable buckling on Second Street. Buckling was caused by street tree roots seeking water Walks should be replaced and irrigation systems reviewed for adequacy Some tree root pruning may be warranted In no case is tree replacement necessary or desirable. f. Asbestos Hazard An asbestos survey for the City Hall Building was prepared in 1994 in anticipation of the replacement of hot and cold water piping A copy of this survey, prepared by N W Envirocon Inc. of Vancouver, WA, is on file with the Building Superintendent. The survey focused on areas of the building involved in the piping work and, while not totally comprehensive, is likely representative of asbestos conditions building -wide Generally, asbestos was found contained in pipe insulation, floor tile and tile mastic. There is a wall in the Human Resources area covered with cement asbestos board The above findings are not surprising for a building of this age and should not be a significant factor in remodeling costs. We recommend specific testing for asbestos by phase of construction, utilizing the previous survey as well Materials containing asbestos must be removed or encapsulated when remodeling is undertaken. g. Other Conditions Storage Currently, storage for departments consists of a variable amount of in -department storage, generally for active and semi -active files, plus remote storage in the basement and/or on the 3rd and 4th floors. In many cases. the remote storage system consists of cardboard boxes stacked in old jail cells on the 3rd and 4th floors. A better storage system for files should be implemented Most departments acknowledged that they probably had excess dead files but had no manpower to either purge files or put files on microfilm Engineering is putting their records on CD ROM, investigation of this system should be made with an eye to using it for all records A concerted effort should be made to organize and catalog files for ease of retrieval, purge files which are outdated, and convert remaining files to a non -paper media wherever possible New files should immediately be put on electronic media for storage. Realizing that in the short term paper files must be dealt with, the study allocates approximately 6850 SF for remote storage This figure includes types of storage other than files In some cases the remote storage could be located off site. Several departments have expressed interest in using the old Police automated files for both active and inactive files, Clerk, Personnel and Purchasing seem the most logical candidates. Other high density file systems such as the units recently added in Finance should be investigated as an altemative during the implementation phase for each department. Locations for storage, especially files, pose a problem in the long run. The basement has been a traditional location for such storage, but the City could lose valuable records if the basement ever flooded in no case should irreplaceable records, especially documents of historic or archival nature, be stored there. The other present location, the upper two floors of the building, are inefficient and should be used to facilitate expansion office space in the future. if an effort is made now to consolidate, purge and re -format records, as suggested above, the building may have sufficient storage capacity for some time Employee Facilities The main lounge/lunchroom area and the Fitness Center are located in the Basement. Both of these are larger than current and potential use would dictate. The size of the fitness center is a result of the availability of space and the size of the old Police weight room According to the questionnaire, about 34% of the staff use the fitness center; actual use may increase during the winter and as people become accustomed to its availability. The lunchroom is actually two spaces, one of which was the original lunchroom for city employees, the other of which was the Police lunchroom One of these could be eliminated Police Facilities The Police Department still is occupying approximately 5,365 SF of space in the building, exclusive of the CCNU area Files and miscellaneous storage should be sorted and relocated to the Police and Legal Center Police Property Storage in the basement will be phased out over time 4. SPACE REQUIREMENTS BY DEPARTMENT Space tabulations show the following: Existing Departmental Areas: Breakdown of space within the building envelope by floor and use. New Space Allocations: Assignment of space by Division or Department, broken down by number of offices and workstations, conference rooms, other required work spaces Existing and Allocated Space Comparison: Comparison of space each Division or Department has now to space allotted in the study. Explanation of Terms NSF is "net square feet" or the area required for workstations, offices and equipment. Dept GSF is "gross square feet" or the area required for a department, including circulation space and including comdors within departments Total GSF is "gross square feet" for an entire floor and includes public corridors, mechanical spaces, stars, rest rooms and other miscellaneous spaces not assigned to a specific department. Room/Workspace Sizes Sizes of offices, workstations, and other spaces listed are based on generalized standard layouts These standards are illustrated in Section 11 Appendix. Actual offices or workstations would vary from these standards based on existing conditions and requirements, which will be determined through detailed programming conferencing pnor to construction. Yakima City Hap Space Study : Existing Departmental Areas DEPARTMENT 1 BSMT '1ST FLOOR;2ND FLOORI3RD FLOORI4TH FLOOR. TOTAL I I 1 i ! 1 I i • 1 , CCNU/DPA 1 29291 2929 CITY CLERK 793T 1 1 793 CITY COUNCIL I 13161 ! 1316 CITY MANAGER I 19011 1 1901 CODE ADMINISTRATION i ! 19701 f ! 1970 COMM & ECON DEV 1 ! 4291 I ( 429 ENGINEERING ' 29201 1 9 'FINANCIAL SERVICES 24081 ! ! 1 2408 HUMAN RESOURCES 1 1 11801 1 1180 INFORMATION SYSTEMS i 38711 I 3871 MAINTENANCE OFFICE 225: 1 1 225 PLANNING ! 1 16791 i 1679 PURCHASING 1 1057 I I 1057 UTILITIES 1 2341 10521 i T 1286 ! 1 ! SHARED SPACE H.R./PURCHASING 2151 i 1 215 PLAN/CODE/C.E.D 8031 1 803 I (VACANT (OLD POLICE) 3809: 3633' i 7442 'VACANT - GARAGE 995' I 995 1 i (MECHANICAL EQUIP 2099 1263 . 9311 4293 [TELEPHONE EQUIP 278 278 1 ICIRCTOILETS;CUS— 2559 3065, 2165. 3082' 2032 12903 FITNESS CENTER 4037, ! 1 4037 . WON -CONTIGUOUS STORAGE 1 CCNU (CITY CLERK 46; 46 (CITY COUNCIL 1 791 79 (CITY MANAGER 1 441 1 44 CODE ADMINISTRATION 264' 881 352 ENGINEERING ; 334 i 441 378 FINANCIAL SERVICES 364. 1 I 538; 902 HUMAN RESOURCES 789 1 1 1561 1 945 'INFORMATION SYSTEMS ' 1691 169 LEGAL DEPARTMENT 218 , 218 Kd1AINTENANCE 580 i1 580 PLANNING 1 1 88: 88 POLICE DEPARTMENT j 14191 1 27381 12081 5365 PURCHASING i 1 4251 425 UTILITIES 5291 1 529 'UNKNOWN ''? 299 299 SHARED SPACE. ! i 1 CLERK/FINANCE 364 1 364 )tu1AINT/INFO SYSTEMS 9721 1 972 i I TOTAL 17791' 17791: 17791: 7743, 9569! 66685 1/21197 1 Yakima City HiR Space Study: New Space Allocations 1129/97 No. of NSF Total ! Debit NSF ' Dept GSF ITotaI D. Exist. 1 Spas (NSF • 38%) 1 GSF GSF i 1 Department City Manager Offices/workspaces: 1 280 2801 1 250 250' 1 144 144 i 2 108 216 1 Recepbon/Waiting 1 108 108 Files/Fax/Printer 1 651 651 j , Conference (12) 1 312 3121 !Coffee Area 1 ! 35 351 14101 1904j 19041 1901 Department: Human Resources/Civil Service 1 I i Offices/workspaces. 1 3 144 432 1 1 41 108 432j 1 11 54 541 1 Recepbon/Waffng 1 f 120 1201 1 ! Files 11 350 3501 Copy/fax alcove i 11 64 641 Testng area 11 54 541 1 i Workroom / Conference 1 i 400 4001 1 (Coffee Area 11 35 351 19411 26201 2620! 1180 !Need shared conference as we H j 1 'Department: City Clerk ' ! Offbcestworitspaces 1 180! 180! 2 108 i 2161 1 811 81! iRecepton/W artng 1 361 36 . I Active Files 1 4001 4001 Copy/fax alcove 1 64 i 64 Storage 1 2001 2001 ! Public counter 1 401 401 T (Mad Pick-up 1 50! 50! ! i 12671 17101 1710! 793 I !Need shared conference as well I 1 1 parbmetrt: Purchasing ! 1 ; i 1 !Officeshvorkspaces 21 1801 3601 I I 11 1441 1441 1 811 811 !Active Files ! 1 1501 1501 I 1Copytfax /printer alcove 11 641 641 (Central Stores/Stock 1 11 4251 425 ! 1 Recepbon/Watbng ; 1 361 361 ! I (Plan Storage 1 501 501 1 1 1310! 1769! I Recevmg/Unpackmg 1T 4001 4001 4001 5401 I 1710E 2309! 2309 1057 j 1 1 ' I 1 1 1 Department: Information Systems 1 ! Data Processing 1 Offices/workspaces: 11 216! 216 2! 180: 360 71 108! 756 Files 11 40! 401 1 Yakima City Hal Space Study: New Space Alocsbore 1/29/97 2 No. of NSF Total Dept NSF 1 Dept OSF !Total Dept Exist 1 —i Spaces 1 (NSF • 35%) 1 OSF OSF 1 �f1 !Computer Room 1 400 400 1 1 Peripheral Room 1 8001 800 I Conference/Training 1 8001 800 1 i 25721 34721 !Mailroom 1 400 4001 4001 5401 1 IPnntshop 11 1200 1200 12001 1620! I !Word Processing 1 Offices: 2 1801 3601 1 I .' --�►Mamng: 1 501 50 4101 554 1 1 !Storage 1 1 500 5001 5001 675 ! l 50821 6861 88611 3871 Department: Finance 1 Offices/workspaces. I 1 2501 2501 1 21 144 288 1 i 1 61 108 6481 1 ! 51 54 270 ! 1 Front counter 1! 811 81, 1 1 4 54 216 Filing 1 5001 500 I !Pnnbng/fax alcove 1 64 64 ! 1 Safe 1 10 101 I I !Punter room 1 30 30' Conference room 1 144 1441 1 i 25011 33761 3376 i 2408 r (Need shared conference as well 1 I 1 ' bepartrnent Utilities illtilmes Billing ! I Offices/workspaces: 1! 1801 1801 5! 81! 405! ! ' 51 541 270! Public Counter 1 i 501 501 ! ; !Files 11 501 501 I ! Computer & Pnnters 1 1: 251 251 1 1 Storage 11 701 701' i 1 1 1050! 14181 t !Parking Enforcement ( I ! I 1 IOffice4Norkstabons 3! 541 1621 1 1 hNorkspacelstora9el1%es 1: 801 801 I I lockers 1 151 151 1 1 2571 3471 Animal Control 1 1 I 1 I 1 Office/Workstsbons 31 541 1621 Workspace/storage/files 7 11 80! 801 lockers 1! 151 15! , Pecepbon/Courrter I 11 40T 401 ! 1 1 1 297 401! 1 , 1 1604 2165! 21651 1286 Department CCNU ' IOfficesMorkspaces• 11 1441 144 1 i 81 54! 432 Worksaace/files 1' 1081 1081 urterview Rooms 2' 80T 160 1, Conference/Raid Planning 1' 280' 280 , 1124! 1517! 1617 2929 2 Yakima City Hal Space Study: New Space Aloeations 1/29/97 1 i No. of NSF Told Dept NSF Dept GSF !Total Dept Exist. 1 Spaces 1 (NSF • 36X) GSF i GSF Department Maintenance iOffices/workspaces: 1 180 1801 worst Area/Lockers 1 150 1501 Storage/Equipment 1 200 2001 (Custodial Closets (Flr 12) 51 25 125 Custodial Closets (Fir 3,4) 3 251 75 _. 1 1 730 986 9861 225 1 1 Department: Community and Economic Development (Offices,workspaces: 1 180j 180 1 (includes files) 1 1441 144 ANarbng 1 120 120 1 1 Conference 1 144 1441 1 1 588 794 7941 429 1 i Department: Code Administration 1 Offices/workspaces: 31 1801 5401 5 1081 540 9 541 486 Work Area for inspectors 1 1001 100 (Plan Files (Actve) 1 751 75 Storage/Files 11 1001 100 1 Library/Reference 1! 501 501 I 18911 2553! 26831 1970 1 Department: Engineering 1 1 l !Officestworksoaces. 1 i 1801 1801 11 1441 1441 I j 111 1081 11881 f 9! 541 4861 I (Active Plan Storage 11 3001 3001 1 1 ,Active File Storage 11 2001 2001 1 Other Storage 11 501 501 25481 3440 3440' 2920 _1l 1 1 1 ID_ 1 1 ! epartment: Planning 1 1 !Officestworkspaces: i 11 144 1441 } 8! 108! 8641 WVorkroorn/Intem 1 1! 150 1501 Storage 11 1001 1001 1 I 1258 1698 1598 1679 1 1 Shared Spaces — Codes/Planning/Engineering !Counter 1 11 400 400 (Address Files 11 300 3001 !Pnnbng/Copy/Fax Room . 11 100! 1001 (Coffee Area 11 351 351 (Conference Rooms 11 3121 312 31 144 432 Public Computer Stators 2' 201 401 1 I I 16191 2186! 2156 503 City Council Chamber 1 1 Offices 11 2501 2501 1. 1801 1801 Chamber 1 ' 20001 20001 lAV equipment room 1 1 1001 1001 25301 34161 34161 1316 3 Yakima City Hall Space Study: New Space Allocations 1/29/97 ' No. of NSF Total Dept NSF 1 Dept GSF Total Dept. GSF Exist GSF Spaces 1 1 (NSF + 35%) }}I ^7 I 1 1 Shared Spares — Other arras I ! Conference Rooms (12) I 11 3121 312 1 (6) 1 200 200 I f4) 31 144 432 1 ' 9441 12741 12741 215 11 I Departmental Gross SF Total 1 ' 1 386081 1 ' t r 1 Noncontiguous Storage Crty Manager 1i 751 75 ! 1 44 human Resources ! 11 700 700 1 945 City Cleric I 11 600 600 228 Purchasing 11 400 400 1 425 information Systems i 1 i 700 700655' 655' (Financial Services 1 11 700 700 I 1 1084 !Utilities 11 500 5001 1 1 529 (CCNU 11 01 01 1 1 0 'Maintenance 11 5001 5001 1 972 Comm & Econ Develop 11 01 0 I. 0 Code Administration 11 3501 350352 Engineenng 11 3501 3501 1 378 iPlannmg 1. 1501 150! 1 1 88 Crty Council i 501 501 79 1 50751 6851 68511 1 1 ! it Areas 1Publhc.comd., restrooms 1 ' 7789 77891 '" IMecharwzat & Electrical 1 ! 36401 3640! I --Fitness Center. Lunchroom' 11 14751 14751 Projected Cvc/Restrooms 1 11 42341 42341 ! i 1 on364 Garage 1 995i 995! 18133! 1 18133' u basement. 1 2 only I 1 ! I i 'Total Building GSF Allocated ! 1 1 63793 1 j I Total Building GSF ' + i 66685 Unassigned' GSF I i ! 28921 1 i 1 f 1 I ! I ! 1 1 1 i 1 f 1 1 ! 1 ' ' ' i j I I I 1 ' I ! i 4 Vilma City Hall Space Study: Eng and Allocated Space Comparison - Summary 1/21/97 DEPARTMENT i Existing ! Allocated GSF 1 GSF CCNU 2929 15171 CITY CLERK 1 793 171011 CITY COUNCIL 1316. 3416 CITY MANAGER 1901; 1904 CODE ADMINISTRATION 1 19701 25531 ! COMM & ECON DEV! 4291 794 NGINEERING i 29201 34401 INANCIAL SERVICES 1 24081 33761 UMAN RESOURCES 11801 26201 NFORMATION SYSTEMS 3871 I 6861 i MAINTENANCE OFFICE 1 2251 9861 ! , PLANNING 1 1679; 16981 PURCHASING 10571 23091 UTILITIES i 12861 21651 I 1 1 SHARED SPACE 1 I H.R./PURCHASING 215 01 ! PLAN/CODEJC.E.D 8031 2166 GENERAL CONFERENCE 01 12741 ! ! I 1 Rotel Departmental 24982 38809 ! ! ! ACANT (OLD POLICE) 74421 01 I ! ACANT - GARAGE 995' 995! I� MECHANICAL EQUIP 4293 3362 TELEPHONE EQUIP 278 278 1 ICIRC/TOtLETS,CLIST 129031 12023 (FITNESS CENTER 4037 1475, Rota) Miscellaneous 29948 • 18133 I WON -CONTIGUOUS STORAGE CCNU 01 0 !CITY CLERK 46! 610! (CITY COUNCIL 79 68, ! I ;CITY MANAGER 441 100: (CODE ADMINISTRATION 352! 473 , ENGINEERING 3781 473: FINANCIAL SERVICES i 9021 9451 HUMAN RESOURCES 9451 9451 INFORMATION SYSTEMS 169 945 LEGAL DEPARTMENT 218 0; MAINTENANCE ! 580: 675 PLANNING 88' 202 1 POLICE DEPARTMENT 5365; 0 I PURCHASING 425! 5401 UTILITIES 529; 6751 k1NKNOWN 299 0 SHARED SPACE. ! 1 CLERK/FINANCE I 364! 0; MAINTANFO SYSTEMS ! 972 0 Total Non-contiguous Storage ! 117551 68511 1 ! TOTAL ASSIGNED SPACE 66685 13793! 'UNASSIGNED 0: 2892 1 Utilities Primary. Secondary: Tertiary. Present Adiacencaes. Concern. Public Access (for Utility Billing) Finance Information Systems All other City Departments. Located on first floor, between Council Chambers and City Clerk. Across corridor from Finance. General concern is the multiplicity of public counters in main corridor area. Presently there are three (Utility Billing, City Cleric and Finance), which can be confusing to the public. Department also has two other components, Parking Enforcement and Animal Control. Both need facilities in the building for paperwork, lockers, etc., but have minimal contact with other staff members or with the public within the building. Parking enforcement scooters need a parking place at night, protected if possible Animal control trucks need parking place Adjacency Recommendations Recommend combining of the public counter area for finance and utility billing These departments could be located on any floor, as long as there is clear direction (signage, possibly information desk on 1st floor) for the public to get to the counter,. although a location higher than the second floor might be viewed by the public as too inconvenient. Parking enforcement scooters can be parked at night in the old Police garage, or at the Police and Legal Center, if a space can be made available The Animal Control trucks can be located at Public Works, left in the outside parking lot, or parked in the old Police garage if space can be made available. CCNU Primary Unobtrusive access to the exterior for both CCNU members and their contacts. Present Adjacencies: Located on second floor in old Police space Concem. Need for a certain degree on anonymity Adjacency Recommendations: This group could go anywhere in the building. They have no need for contact with other City Hall employees. They conceivably could move out in the future, so would be ideal located in an area adjacent to a department where future expansion is anticipated. Concems: None as far as adjacency. Adjacency Recommendations Adjacency of Codes/Planning/Engineering works well Goal is to share a single counter, or continue to have two counters but rearrange so that they have better sightlines for department personnel. A number of spaces (conference rooms, storage, files, etc.) are shared and need to be arranged so that access/use for all is better than at present. These departments need easy public access, but could be located on either first or second floor Engineering Primary Public Access Planning/Code Administration Community & Economic Development Secondary City Council Chamber Finance City Manager City Clerk Tertiary All other City Departments Present Aolacencies- Planning Community & Economic Development Code Administration Concems None as far as adjacency Adjacency Recommendations See comments in Code Administration Planning Primary Secondary. Tertiary' Public Access Engineering/Code Administration Community & Economic Development City Council Chamber City Manager Information Systems All other City Departments. Present Adjacencies Community & Economic Development Code Administration Concerns None as far as adjacency Adjacency Recommendations' See comments in Code Administration. 5. ADJACENCY REQUIREMENTS Primary adjacencies are those departments/divisions/functions with which the Department or group most often has contact (on a daily basis) In most cases groups should be located in near proximity to each other (on same floor or within easy physical access). Secondary adjacencies are those departments/divisions/functions with which the Department or group has frequent but not daily contact. Physical proximity does not need to be adjacent. but should be accessible (within confines of the building) Tertiary adjacencies are occasional contacts (weekly, monthly, or less, depending upon the groups involved) City Manager: Primary City Council Chambers City Council & Mayors Offices Public Access Secondary. Finance City Clerk Tertiary All City Department and Division Heads Present Adjacencies Concems Good proximity to mayor, council chambers Easy public and staff access, but see concems below Office needs buffer from public and staff access in the form of a reception/waiting area, rather than having visitors waiting in the executive secretanal area Adjacency Recommendations Same Relationships as at present. Does not necessarily have to be on ground floor, depending on location of Council Chambers City Council: Primary Tertiary Present Adjacencies' Concern City Council Chambers City Managers Office Public Access All other City departments and divisions Good proximity to City Manager, council chambers Easy public access Same as City Manager Mayors Office location needs to be "public friendly" Adjacency Recommendations Same Relationships as at present. Does not necessarily have to be on ground floor, depending on location of Council Chambers City Clerk: Primary* Secondary* Tertiary Present Adlacencles Concems City Council Chambers (but does not need to be physically adjacent). Finance City Council, City Manager All other departments Presently squeezed between Purchasing/Human Resources and Utility Billing, none of which is an essential adjacency Reasonable access to council chambers, although route goes through work spaces. Present clerk's office function includes being the information center (both phone and in- person) Suggestion has been made that this function be covered by a single, readily - visible information desk located on first floor A public counter would not be necessary if this function were moved out of the Clerk's Office, allowing this Department to move to less public -accessible area. Present clerk's office also contains the central distribution mailboxes for the City These should be located in a more accessible area (presently they are in a departmental back corridor) where staff can reach them without disturbing other departments. Adjacency Recommendations Remove public information from physical Clerk's Office Clerk's Office can then be located on any floor, as long as access to Council Chambers is reasonably direct, via - elevator or stair Human Resources Tertiary All City employees, both in and out of City Hall. Present Adjacencies Presently squeezed in adjacent to Purchasing Concems Present arrangement is totally unsatisfactory for a number of reasons, not least of which is record confidentiality The support staff for the department sit in what was originally a corridor. City personnel and vendors pass by these desks and the main personnel files to get to Purchasing. The department has no area in which to administer testing and has only two spaces (offices) in which to conduct private interviews Adjacency Recommendations: Can be located anywhere in building, as long as there are clear directions from entrances to the space Could be located out of building Purchasing Pnmary All City departments Access to extenor/delivery Secondary Vendors Present Adjacencies: Concerns Presently located behind Human Resources. Present arrangement is totally unsatisfactory Human Resources becomes the reception area for Purchasing. Access to exterior is via main public corridor. Delivenes are made in public corridor. Adjacency Recommendations: Needs to be located in an area with direct outside access and good access to Central Stores area for City employees from both within and outside City Hall. Recommend new location on first floor either adjacent to the existing parking garage or in northeast comer (with access via existing double doors from alley). Information Systems Primary Present Adjacencies All other City departments and divisions Located in basement. IS Department personnel go to others most of the time, other employees come to basement for computer training Department also is responsible for the mail room and print shop which require some interface with other departments, and word processing, which has contact with all other departments Concern Basement location has no windows, is not desirable office space Adjacency Recommendations. Atthough location is not ideal, it does seem to be workable Public contact is minimal (except possibly for vendors and technical support), so proximity to outside is not important, as long as there is reasonably direct access for equipment and supply delivery One consideration might be whether the GIS station should be located in closer proximity to Planning/Engineering Finance Primary Secondary Tertiary Public Access Utility Billing All other City Departments Present Adjacencies Located on first floor Concern. Space is very cramped Adjacency Recommendations. Recommend a combining of the public counter area for finance and utility billing These departments could be located on any floor, as long as there is clear direction (signage, possibly information desk on 1st floor) for the public to get to the counter Utilities Primary. Secondary - Tertiary. Present Adjacencies Concern - Public Access (for Utility Billing) Finance Information Systems All other City Departments. Located on first floor, between Council Chambers and City Clerk. Across comdor from Finance. General concern is the multiplicity of public counters in main corridor area. Presently there are three (Utility Billing, City Clerk and Finance), which can be confusing to the public. Department also has two other components, Parking Enforcement and Animal Control. Both need facilities in the building for paperwork, lockers, etc., but have minimal contact with other staff members or with the public within the building. Parking enforcement scooters need a parking place at night, protected if possible Animal control trucks need parking place Adjacency Recommendations. Recommend combining of the public counter area for finance and utility billing These departments could be located on any floor, as long as there is clear direction (signage, possibly information desk on 1st floor) for the public to get to the counter, - although a location higher than the second floor might be viewed by the public as too inconvenient. Parking enforcement scooters can be parked at night in the old Police garage, or at the Police and Legal Center, if a space can be made available The Animal Control trucks can be located at Public Works, left in the outside parking lot, or parked in the old Police garage if space can be made available CCNU Primary Unobtrusive access to the exterior for both CCNU members and their contacts. Present Adjacencies Located on second floor in old Police space Concern Need for a certain degree on anonymity Adjacency Recommendations. This group could go anywhere in the building. They have no need for contact with other City Hall employees They conceivably could more out in the future, so would be ideal located in an area adjacent to a department where future expansion is anticipated Maintenance Secondary' Present Adjacencies Concem: Code Administration and Engineering. Located in basement. Maintenance office and custodians area do not need to be adjacent. Adjacency Recommendations' Office could move closer to Code Administration, or could be located in another part of the building. Storage spaces should be located with convenient elevator access Community and Economic Development Primary Secondary Tertiary Present Adjacencies Concerns Code Administration/Planning/Engineering Public Access City Council Chamber City Manager All other City Departments Planning, Code Administration Needs greater accessibility by public. Also needs to be physically separate from Planning to allay perception of being "head planner". Adjacency Recommendations. A separated reception area with good public visibility/access, located adjacent to the Codes/Planning/Engineering enclave Code Administration Pnmary Secondary Tertiary Present Adjacencies Public Access Planning/Engineering Community & Economic Development Maintenance City Council Chamber Finance City Manager All other City Departments Planning Community & Economic Development Engineenng Concerns: None as far as adjacency. Adjacency Recommendations' Adjacency of Codes/Planning/Engineering works well Goal is to share a single counter, or continue to have two counters but rearrange so that they have better sightlines for department personnel. A number of spaces (conference rooms, storage, files, etc.) are shared and need to be arranged so that access/use for all is better than at present. These departments need easy public access, but could be located on either first or second floor. Engineering Primary Public Access Planning/Code Administration Community & Economic Development Secondary City Council Chamber Finance City Manager City Clerk Tertiary All other City Departments Present Adjacencies Planning Community & Economic Development Code Administration Concems None as far as adjacency Adjacency Recommendations See comments in Code Administration Planning Pnmary Secondary - Tertiary Public Access Engineenng/Code Administration Community & Economic Development City Council Chamber City Manager Information Systems All other City Departments Present Adjacencies Community & Economic Development Code Administration Concerns None as far as adjacency 6. EXISTING AND RECOMMENDED BUILDING LAYOUTS Following are layouts showing existing departmental locations and Schemes A and B developed as a part of this study Note that department locations are diagrammatic only Detailed office space planning will result in modifications to the locations. The background drawings in all cases show the existing floor plan. Walls will be relocated as necessary for revised circulation requirements and individual department needs, although at this stage it appears that a number of walls can be retained without compromising programmed office requirements SCHEME A provides for current department space needs with exceptions for the mail room and pnnt shop. It provides no expansion space. The enlarged Council Chambers has a column in the center, a serious hinderance to visibility and room function. SCHEME B fully utilizes the City Hall Building, converting the former jail space for office use and providing a column free, expanded Council Chambers Undesirable basement office space is converted to storage. A limited amount of "unassigned" office space becomes available for either future expansion or location of departments not currently housed In City Hall. Renovation costs for Floors 3 and 4 are significantly lower than new construction costs. We recommend adoption of Scheme B SCHEME A: Not Recommended Basement o Move CCNU to a renovated space where the Fitness Center is now located. o Remodel locker areas to accommodate a smaller Fitness Center o Modernize the old Police lunchroom. o Move Parking Enforcement to accommodate additional space need for GIS Systems work area, a part of Information Systems. o Retain a Building Maintenance Area as a repair center. Relocate the Building Superintendent's office to the 2nd Floor. First Floor o Combine Utility Billing with Finance and expand to north area of former Police space. Provide single counter at the Public Lobby to better serve the public. Note A drive -up window could be provided at the alley for Utility payments as part of this scheme However, this would be a costly installation, would require changing the alley to one- way northbound, and would appear counter to the ongoing trend away from in-person payments A 24-hour drop box might be a reasonable alternative to better serve the public. o Relocate Purchasing to allow delivenes from the alley and joint use of the garage. Access to the former Police elevator is also available o Expand and reconfigure the City Clerk's office adjacent to the Council Chambers and the City Manager. o Provide an information desk in the Public Lobby at the "crossroads" of both entrance comdors This could be staffed by the Clerk's Office (they currently act as a building information point) and/or volunteers. o Improve circulation through the City Managers area and around the Council Chambers Provide a waiting area for City Manager/City Council visitors o Expand Council Chambers into Utility Billing area o Improve signage Second Floor o The Second Floor continues to serve as a single -point Construction Permit center o Relocate and expand Engineering to accommodate staff now located off-site o Relocate Codes adjacent to Engineenng o Adjust Planning layout minimally o Provide shared Codes -Planning -Engineering space to better serve the public. Include files, maps, improved counter space and conference spaces to be shared as appropriate o Relocate Community and Economic Development for better visibility and public access o Locate Human Resources with its own entrance and identity at the public corridor SCHEME B: Recommended Layout Basement o Move CCNU to a renovated space where the Fitness Center is now located o Remodel locker areas to accommodate a smaller Fitness Center o Modernize the old Police lunchroom o Enlarge print shop and mail room spaces. o Provide a "Central Stores" area for Purchasing in the Police Property storage space o Relocate Information Systems and replace with assigned departmental storage First Floor o The first floor serves as a single -point Construction Permit Center. o Provide separate public condor entrance for Community and Economic Development for better visibility and public access. o Locate Codes, Engineering and Planning for adjacency to shared spaces and public counters. o Provide shared Codes, Planning and Engineering space to better serve the public. Include files, maps, improved counter space and conference spaces to be shared as appropriate o Locate Purchasing to allow for alley deliveries, joint use of the garage and elevator access • Provide an information desk in the Public Lobby at the "crossroads" of both entrance cornoors This could be staffed by the Clerk's Office (they currently act as a building information point) and/or volunteers Note that separation of Codes by the east public corridor is not ideal. Further detailed space planning should be undertaken with Codes. Planning and Engineering before finalizing their locations on this floor. Second Floor o Combine Utility Billing with Finance. Provide a single counter at the Public Lobby to better serve the public. In this Scheme, a remote (TV camera type) utility payment point could be established on the first floor, or as a drive -up alley location. o Locate Information Systems adjacent to Finance o Locate Human Resources with its own public corridor access and identity o Approximately 1300 SF of space is available for a department not currently housed in City Hall (and/or expansion space) Third Floor o Relocate City Clerk and City Manager/Council offices to this floor o Provide additional exit stair and restrooms o Approximately 1600 SF of space is unassigned Fourth Floor o Relocate Council Chambers, one or two conference rooms and support space to this floor o New south stair provides quick connection between Council Chambers and City Clerk/Manager/Council offices on Third Floor. o Provide additional exit stair and rest rooms ENGINEERING 3410 5F CODES 2513 5F EAST 'B' STREET INFORMATION CENTER FINANCE UTILITY BILLING 5199 5F INCLUDES ANIMAL CONTROL HUMAN RESOURCES 2620 5F m----0 COMMUNITY DEVELOPMENT 199 SF • SHARED CONFERENCE (2 ROOMS) °---• PLANNING 1698 SF • 1. - --_-a v SHARED: ENGINEERING n CODES a'� —= PLANNING il-ril 2184 SF I SECOND FLOOR 11191 GSF PURCHASING 2309 SF GARAGE SHARED ex SCHEME A NOT RECOMMENDED F LOOR 11191 GSF N. 2ND STREET SHARED CONFERENCE CITY CLERK 1110 SF AV EQUIPMENT tUAITING AREA CITY MANAGER COUNCIL 2484 5F SCHEME A: Short Renovation Period, Higher Cost per Year. No work on floors 3 and 4. Phasing would be generally the same, but accomplished in 3 years instead of 7. ADVANTAGES: o Less initial cost than Scheme B, less inflation cost than Scheme A. o Will utilize vacant spaces more quickly than other schemes. DISADVANTAGES: o WiII not significantly better the condition of the Council Chambers in the immediate future o Will not take advantage of the available and desirable space on the 3rd and 4th floors. 2. Remodel Council Chamber, as shown in Scheme 1, 2 or 3. Scheme 1 assumes no increase in Council Chamber size, although some upgrades of finishes (paint, carpet, new ceiling system, HVAC and lighting) are included. Schemes 2 and 3 expand the Council Chambers. Costs in Section 9 are based on Council Chamber Scheme 2. 3. Renovations to the 1st floor Lobby. YEAR 5 1 Remodel City Manager/Council Offices, as shown in Scheme 2. 2 Remodel Engineering (Phase I). YEAR 6 1 Finish work in Engineering area (Phase II). 2 Rework Code Administration areas on 2nd floor. 2. Begin remodelling the spaces shared by Engineering, Codes and Planning. YEAR 7 1 Complete remodelling the spaces shared by Engineering, Codes and Planning. 2 Do minimal remodeling in Basement in Information Systems and other areas. Work would include ceiling/lighting/HVAC upgrades, painting and new floor coverings ADVANTAGES: o Least initial cost. DISADVANTAGES: o Greater cost over time due to inflation. o %Mil stretch entire project over greater time period o Will not significantly better the condition of the Council Chambers in the immediate future. o Will not take advantage of the available and desirable space on the 3rd and 4th floors. 8. SEQUENCING; IMPLEMENTATION BY PHASE During the course of the study, several schemes were developed for implementing the renovations and departmental moves. These ranged from work being completed over a long period (10+ years) to complete renovation in a short time frame (3-5 years). Two schemes are presented here with pros and cons for each. These were predicated on a logical sequence of departmental moves, plus cost of each per year. Costs are discussed in Section 9 SCHEME A: Long Renovation Penod, Lower Cost per Year. No work on floors 3 and 4. YEAR 1 1. Move CCNU to basement. This must be done to free space for Human Resources to move into the space CCNU presently occupies, beginning the process of moving departments on the first floor. 2 Reworking and renovation of Lunchroom/Restrooms/Exerase Room. The exercise space will be decreased when CCNU space is done, so this is a logical time to update these areas. 3 Move Parking Enforcement into two smaller rooms by Police Storage (Basement) Move involves little upgrade to the space. Open up present Parking Enforcement to Data Processing space and use to expand GIS workstation. 4 Replace windows on the 1st and 2nd floors in the old Police areas (these have not yet been upgraded) YEAR 2 1 Move Human Resources to floor 2 east. This will free their existing space for expansion by the City Clerk's office and access to floor 1 east to move Purchasing 2 Move Purchasing to 1 east. 3 Move Community & Economic Development to 2 SE. These moves will begin utilization of the 1st and 2nd floor Police areas and will free space for expansion/reorganization of the remaining 1st and 2nd floors. YEAR 3 1 Expand Finance to 1 east. Move Utility Billing in with Finance This will fill the old Police space on 1st floor, consolidate the Finance and Utility Billing counters, and free space for the Clerk's office expansion and changes to the Council Chambers and City Manger's office. 2 Rework Planning area on 2nd floor These three Phases must be followed in order for subsequent Phases to take place. YEAR 4 1 Expand Clerk's Office ENTRANCE LOBBY 111 CAPACITY - t25 SEATS IR 11 IN SLOPING FLOOR IR IN IN IN IR IN INIR I* IN IR IU IR • STAFF SEATING SCHEME 4 on - 771 FOURTH FLOOR ELEVATOR LOBBY 41t,, L_ \ ee MTh SCHEME 4 E 3w3H3s PRESENTATION WALL D SCHEME 3 V I h-------1 1 \I SCHEME 2 FINANCE FIRST FLOOR PPPPP MAIN LOBBY ■ PPPPP OP EP PRESENTATION CAPACITY - W SEATS SCHEME 2 to block visibility to a greater extent than Schemes 2 and 3. Recommendation It is clear that a superior layout is possible on the fourth floor (Scheme 4 or similar). Scheme 2 could be a reasonable interim step. Scheme 3, with larger capacity, will have an oppressively low ceiling. We recommend minimum work at this time (Scheme 1) with the long range goal of relocating to the fourth floor However, if the decision is made to ignore Floors 3 and 4 in terms of future office use, then Scheme 2 is the altemative. This will, however, be a frustrating solution, given the sight line constraints of the center column, as shown in the three dimensional view following. 7. COUNCIL CHAMBER ALTERNATIVES Background The general consensus of those utilizing the Council Chambers is that the facility is often too small, presentations are difficult given space and layout restraints, the desk area is cramped, lighting and ventilation are poor, and the public seating is not comfortable. The City Hall Building has a consistent column spacing, utilizing a grid of approximately 18' x 19'. There is no area within City Hall with a column -free space larger than 18' x 19'. Expanding the Council Chamber without structural modifications to remove a column or columns results in columns in the space. Removing columns on the first floor is not feasible, given the floor load imposed by the second floor. Removing columns on the second or fourth floors is feasible The concrete roof structure over the Chamber would be replaced with a lighter steel structure that would reduce weight on the remaining columns and provide increased ceiling height as welt. Scheme 1: Minimum Work Council Chambers remain without increase in room size. The room would be repainted, recarpeted and new lighting installed. Current public seating capacity is about 60 Scheme 2: Increase Capacity/1st Floor/Not Recommended Room size is increased with public seating capacity of 90. Presentation facilities and desk seating are improved. The center column imposes sight restrictions from many locations This approach is shown in overall building layout, Scheme A. Scheme 3: Maximum Capacity/1st Floor/Not Recommended Room size is increased to accommodate approximately 140 seats for the public. As with Scheme 2, columns are a visual liability In both Schemes 2 and 3, ceilings will be uncomfortably low, given present building constraints The low ceiling will be a significant factor in Scheme 3. Scheme 4: Increase Capacity/4th Floor/Recommended The Council Chambers are relocated to the Fourth Floor The concrete roof is replaced with steel, and ceiling height is increased to 12' (existing Chamber's ceiling height is 9'). It will be feasible to utilize an irregular or shaped ceiling plane to improve acoustics The floor can be sloped for improved visibility. This Scheme includes approximately 125 seats for the public and is shown in the recommended layout, Scheme B Additional options were explored: o Moving the Chambers to the second floor (and removing the roof) would require development of Floors 3 & 4 to accommodate office space requirements. Departmental adjacency requirements are better served by Scheme 4. o Numerous variations with columns further forward or closer to the side walls were found FOURTH FLOOR t POLICE S STORAGE THIRD / N FLOOR EXISTING POLICE STORAGE OTHER STORAGE OTHER STORAGE CONFERENCE LOBBY $ SCHEME B RECOMMENDED LAYOUT COUNCIL CHAMBERS FOURTH N FLOOR 5541 GSF • CITY UNASSIGNED CLERK I6OO SF 1110 5F • NEW EXIT STAIR THIRD N FLOOR 1143 GSF NEW EXIT STAIR REST ROOMS AV SUPPORT SPACE CITY MANAGER 4 COUNCIL 2481 SF VACANT �--r ENGINEERING SECOND FLOOR EASY 'B° STREET EXI5TIN r4 FIRST ` CITY MANAGER FLOOR N. 2N0 STREET COUNCIL PROSECUTING ATTORNEY 4 CCNU PLANNING PURCHASING HUMAN RESOURCES CITY CLERK UTILITY BILLING UNASSIGNED 1292 SF FINANCE UTILITY BILLING _ 555915F INCLUDES: PARKING ENFORCEMENT 4 ANIMAL CONTROL COMMUNITY DEVELOPMENT 191 SF CODES 2513 SF SCHEME 5 FIRST N RECOMMENDED FLOOR �-- LAYOUT 11191 GSF SECOND N FLOOR i119I GSF PURCHASING 1969 SF a GARAGE SHARED HUMAN RESOURCES 2620 SF NEW EXIT STAIR SHARED CONFERENCE 391 SF EAST 'B' STREET N. 2ND STREET INFORMATION SYSTEMS 9024 SF PRINT SHOP, MAIL. STORAGE REMAIN IN EASEMENT NEW EXIT FREIGHT ACCESS NEW EXIT STAIR INFORMATION CENTER ENGINEERING 3410 SF SHARED ENGINEERING CODES PLANNING 2184 SF PLANNING 1498 SF BUILDING MAINTENANCE FITNESS CENTER STORAGE POLICE STORA E, 6A5E LENT N FLOOR EXISTING PRINT SWOP MAIL WORD PROCESSING PARKING ENFORCEMENT DATA PROCESSING FITNESS CENTER LUNCH ROOM CCNU 1511 5F BASEMENT N FLOOR I119I G5F SCHEME B RECOMMENDED LAYOUT MAINTENANCE PURCHASING CENTRAL STORES MAIL ROOM 600 5F PRINT SHOP 1200 SF ASSIGNED STORAGE 2184 SF INFO SYSTEMS STORAGE SCHEME B: Short Renovation Period, Higher Cost per Year. Utilizes all floors of Building YEAR 1 1 Move CCNU to basement. This must be done to free space for Human Resources to move into the space CCNU presently occupies, beginning the process of moving departments on the first floor. 2. Reworking and renovation of Lunchroom/Restrooms/Exercise Room. The exercise space will be decreased when CCNU space is done, so this is a logical time to update these areas 3 Move Parking Enforcement into two smaller rooms by Police Storage (Basement). This will be a temporary move until other space is available in the building. Move involves little or no upgrade to the space Open up present Parking Enforcement to Data Processing space and use to expand GIS workstation. 4 Move Human Resources to floor 2 east. This will free their existing space for expansion by the City Clerk's office and access to floor 1 east to move Purchasing 5 Move Purchasing to floor 1 east. 6 Demolish jail cells on 3rd and 4th floors 7 Build new roof and walls on 4th floor for Council Chambers 8 Replace windows on floors 1, 2, 3 and 4 YEAR 2 1 Construction of stairway to 3rd and 4th floors. 2 Upgrade elevators 3 City Council Chambers move to 4th floor YEAR 3 1 City Manager, City Council offices and City Clerk move to 3rd floor 2 Utility Billing and Finance move to 2nd floor 3 Move Engineering to 1st floor (area freed up by move of Council, City Manager/Clerk and Utility Billing. YEAR 4 1 Move Code Administration, Planning and Community and Economic Development and shared areas to 1st floor 2 Renovate 1st floor Lobby 3 Renovate remaining 2nd floor to shared conference rooms YEAR 5 1. Move most of Information System to 2nd floor (pnnt shop and mail room to remain in basement) 2. Renovate the basement, primarily for storage ADVANTAGES: In a relatively short period of time (4-5 years), all work could be complete, providing: o A new City Council Chamber, which would better serve the meeting the needs of the City. o Better customer service areas and accessibility for public -oriented departments o Expansion of all department areas to accommodate present needs, with a small amount of expansion space o A better arrangement of departments which need to work together closely (such as Finance and Utility Billing or Codes/Planning/Engineering) o A minimum number of employees remaining in undesirable basement work areas o Full use of total building area o A shorter disruption time period. c A lower total cost due to less inflation DISADVANTAGES: o Higher per year initial cost may equate to more interest expense if money is borrowed. SCHEME B: Long Renovation Period, Lower Cost per Year Utilizes all floors of Building This scheme was explored and rejected At a minimum cost per year, the time frame of the project would stretch in excess of 13 years, making the sequencing of moves impractical and difficult to accomplish. 9. COSTS Following are cost breakdowns for o Scheme A, 7 Phases o Scheme A, 3 Phases o Scheme 8, 5 Phases Cost strategies were based on the premise that spending would span several years, with approximately equal expenditures each year. SCHEME A was projected at $250,000 per year with phasing based on logical departmental move sequencing Work is not complete until 2003. SCHEME A was then projected at $750,000 per year maximum (actual yearly amounts were less) Work is complete in three years under this option. Scheme A at $250.000 per year would result in seven years of remodeling and the work disruption that accompanies construction in and near occupied spaces. Scheme A at $750,000 per year reduces remodeling disruption to three years, but does not fully meet program requirements Neither scheme is recommended SCHEME B was projected at $750,000 per year maximum. The time frame for this work is five years. Scheme B meets program requirements, fully utilizes the City Hall building (including jail space) and is the recommended approach. None of the Departments have been programmed and designed "in detail", therefore estimates are based on our best projection of the number and type of spaces needed for each Department, including allowances for demolition, lineal footage of walls, types of casework and other accessories, area of floor covering and ceiling, etc. Final construction cost includes at 15% contingency and general contractor's overhead and profit. Included is an allowance for inflation at 3% per year, baseline prices are based on current (4th quarter 1996) construction dollars and assume constuction starts in 1997 Total cost includes Construction Cost plus State Sales Tax at 7.9%, plus Architectural/Engineering fees estimated at 12% of Construction Cost (based on current (1996) Washington State Guidelines for Public Projects). Yakima City Hall Space Study: Cost Scheme A SCHEME A: $250,000 / YR. Constr cost Fees Total Total w/ Total all + WSST inflation phases at 3%/yr 1st Year CCNU 597,531 525,000 5122,531 Exercise/Locker 564,998 57,000 571,998 GIS 515,070 52,000 517,070 Replace Windows, 1&2 517,055 52,000 519,055 Total 1st Year 5230,654 $230,654 5230,654 2nd Year Human Resources 5103,536 512,000 5115,536 Purchasing 599,515 511,000 5110,515 Commun & Econ Develop 533,280 53,000 536,280 Total 2nd Year 5262,331 5270.201 5500,855 3rd Year Finance/Utility Billing 5166,344 520,000 5186,344 Planning 571,538 57,000 578,538 Total 3rd Year $264,882 5281,040 5781,895 4th Year City Clerk (2) 586,792 510 000 596,792 Council Chamber (2) 579,741 59.000 588,741 Lobby 579,610 59,000 588,610 Total 4th Year 5274,143 5299,638 51,081,533 5th Year City Manager/Council Offices 5105,746 512.000 5117,746 Engineering Phase I $124,576 $14,000 5138,576 Total 5th Year 5256,322 5288,362 51,369,895 6th Year Engineering Phase II 541,375 55.000 $46,375 Codes 588,113 510,000 598,113 2nd Floor shared (partial) 570,000 55,000 575,000 Total 6th Year $219,488 5254,387 51,624,282 1 1/29/97 Yakima City Halt Space Study: Cost Scheme A 7th Year 2nd Floor shared (partial) Basement Renov (minimal) Constr cost Fees Total Total w/ Total all + WSST inflation phases at 3X/yr $141,337 S18,000 $159,337 $174,798 $19,000 $193,798 Total 7th Year $353,135 $421,643 $2,045,925 1/29/97 2 Yakima City Hall Space Study: Cost Scheme A SCHEME A: $750,000 / YR. Constr cost Fees Total Total w/ Total all * WSST inflation phases at 3%/yr 1st Year CCNU $97,531 $25,000 $122,531 Exercise/Locker $64,998 57,000 571,998 GIS $15,070 52,000 517,070 Replace Windows, 1&2 $17,055 $2,000 $19,055 Human Resources $103,536 512,000 $115,536 Purchasing $99,515 $11,000 5110,515 Commun & Econ Develop. $33,280 $3,000 $36,280 Finance/Utility Billing 5166,344 520,000 $186,344 Total 1st Year $679,329 5679,329 5679,329 2nd Year Planning $71,538 $7,000 $78,538 City Clerk (2) 586,792 $10,000 596,792 Council Chamber (2) $79,741 $9,000 $88,741 Lobby 579,610 $9,000 $88,610 City Manager/Council Offices $105,746 $12,000 $117,746 Engineering Phase I 5124.576 $14,000 5138,576 Total 2nd Year $609,003 $627,273 51,306,602 3rd Year Engineering Phase II $41,375 $5,000 $46,375 Codes $88.113 $10,000 $98,113 2nd Floor shared $211.337 $23,000 $234.337 Basement Renov (minimal) $174,798 $19,000 $193,798 Total 3rd Year $572,623 $607,553 $1,914,155 1/29/97 3 Yakima City Hall Study: Cost Scheme B SCHEME B: 3750,000 / YR Constr cost Fees Total Total w/ Total all + WSST inflation phases at 3%/yr 1st Year CCNU $97,531 325,000 $122,531 Exercise/Locker $64,998 $7,000 $71,998 Demo 384 $111,572 $10,000 $121,572 Roof, walls @ 4 $90,325 $10,000 $100,325 Human Resources $103,536 $12,000 $115,536 GIS $15,070 $2,000 $17,070 Purchasing $99,515 $11,000 $110,515 Replace Windows,1-4 $34,970 $4,000 338,970 Total 1st Year 3698,517 $698,517 $698,517 2nd Year Stairway $90,642 $10.000 $100,642 City Council Chambers, 4 $409,435 $46.000 $455,435 Upgrade elevators $172,640 $19,000 $191,640 Total 2nd Year 3747,717 $770,149 $1,468,666 3rd Year City Manager. etc. Engineering - all Finance/Utility Billing $273,598 $30,000 $303,598 $165,951 $19,000 $184,951 $166,344 $20,000 $186,344 Total 3rd Year 3674,893 $716,061 $2,184,727 4th Year Codes 388,113 $10,000 $98,113 CED $33,280 $3,000 $36,280 Planning $71,538 $7,000 $78,538 1st floor shared $211,337 $23,000 $234,337 Lobby $79,610 $9,000 $88,610 2nd floor shared $64,740 $7,000 $71,740 Total 4th Year 3607,618 $664,126 $2,848,853 5th Year Renovate Basement Information Systems $183,000 $20.000 $203,000 $217,203 $24,000 $241,203 Total 5th Year 3444,203 $499,728 $3,348,582 1/29/97 1 10. ENGINEERING REPORTS Following are reports developed by structural, mechanical and electrical consultants, based on review of the building and review of building uses and project goals with representatives of the City and Wardell Architects Note that costs referenced in mechanical and electrical reports have been included in the COST section of this study. Mechanical Clarification: Mr. Gerard notes on Page 3 of his report that available air flow in the basement is "more than adequate for storage, although it is not adequate for offices" We subsequently asked for clarification in light of stale air comments received from staff currently working in the basement, and our recommendation to provide offices for the CCNU in the basement. There are three air -handling zones in the basement. Zone 3 includes all of Data Processing, Zone 2 includes the Print Shop, Word Processing and the area proposed for CCNU. There is not adequate supply air to utilize the entire basement for office use It is possible to locate a limited number of staff there, given the air supply that currently exists. We recommend reviewing existing distribution ductwork where staff identifies poor air flow during design of CCNU spaces Preliminary analysis suggests poor distnbution ducting/routing is the cause of stale air EMI Consulting Engineers 1201 Third Avenue, Suite 900 Seattle. Washington 98107 (200) 022.5822 Fax (200) 022-8730 To Wardell Architects 509 W.Chestnut Yakima, WA 98902 By Rich Powers, P.E. FIELD REPORT Date October 9, 1996 Job* 96401.3 Project Yakima City Hall Feas.Study Location Yakima. WA Contractor Weather Present at Lyle Eriewein, Wardell Arch's the Site Rich Powers. KPFF The Following was Noted I inspected the Yakima City Hall with Lyle to evaluate the general condition of the building, to document location of mechanical equipment loads and to compare the current building structure with available design documents. Yakima City Hall is a concrete framed building with concrete shearwalls that was designed and constructed in the late 1940's. Roofs and floors are framed with a concrete slab supported by concrete joists spanning to concrete beams. Beams span to concrete columns that are on a regular and nearly square grid. All concrete appears to be cast in place. The building has four stories above grade plus a mechanical penthouse and a basement. The third and fourth floors have roughly half the floor area of the second floor and are set back to the east side of the building. Lyle and I began our inspection of the building on the penthouse roof and worked our way down the building. All roofs appeared to be in good condition except in a small (6 sq.ft.) area on the fourth floor roof near a large mechanical unit and another small (2 sq.ft.) area on the second floor roof near a standpipe where the built up roof has deteriorated and leaks have been noted. No cracks were observed in concrete shearwalls around stair and elevator cores or at the building perimeter. The roof and floor framing were exposed to view at a number of locations. Except as indicated below, the concrete structure appeared to be in excellent condition. In one area of the first (ground) floor water damage to several concrete beams was observed. This damage consisted of corroded rebar and popped off concrete cover. I was informed that this area was directly below a ground floor bay in which police cars were routinely washed. Some minor cracking of a floor slab was observed in another area of the first floor framing. This area may be adjacent to some electric raceways embedded in the stab topping. No structural modification of the building at vanance with the original design drawings was observed. No major distress in the building's structure was observed and the building appears to be sound. Photographs were taken during our site visit and are on file in our office. CV. YAKCTY.DCC THOMAS J. GERARD & ASSOCIATES, INC. MECHANICAL ENGINEERING CONSULTANTS 2801 NORTH MONROE December 10, 1996 Wardell Architects, P.S. 509 W. Chestnut Yakima, WA 98902 ATTN: Bob Wardell Dear Bob: • SPOKANE. WASHINGTON 99205.3358 (509) 328-2771 FAX (509) 328-2927 Enclosed herewith please find a copy of our report on the Yakima City Hall. There are two additional items on which we have made determinations for the City Hall. The first is for the addition of 10 people maximum to be located in the basement within Zone 2. We find that by utilizing the supply air duct existing in that area of the building we can provide adequate heat ventilation and air conditioning without going outside Zone 2. However, we will utilize all of the surplus capacity in that area of Zone 2 by the addition of these 10 people. The second item concerns the use of an engineered smoke removal system to eliminate the need for doors around the elevator enclosures. This one has no easy solution. We have worked on several engineered smoke removal systems. The code does not define them well, but rather, relies on the designer to come up with a system which can be submitted to the code authority having jurisdiction. The code certainly allows the use of smoke removal system to take care of the needs of smoke removal in the elevators. In the jurisdictions in which I have personally designed smoke removal systems, the code requirement, as enforced by the code officials having jurisdiction in these cases, demanded a number of fire/smoke separations in the attic spaces and considerable control over the fan systems serving those areas. The cost of the smoke removal system, as it would apply to the Yakima City Hall, is not only difficult, but expensive. I would suggest that you contact the Yakima authorities and propose to them a system utilizing a fan on the roof above the elevator penthouses tied in with a fire alarm, which will blow untreated outside air down the elevator shafts as a means of smoke removal. A complete smoke removal system would otherwise be too expensive to consider, unless of course, the local authority having jurisdiction would make an exception for the City Hall. If you have any questions or comments please feel free to call us. Very truly yours, THOMAS J. GERARD & ASSOCIATES, INC. rtt Thomas J. Gerard. P.E. LQ.;\ . #61106 THOMAS R. GERARD. P.E. • THOMAS J. GERARD. P.E. • JAMES B. PICKEN. P.E. DIETER W. STAIGER • WIWAM E. UPRATH YAKIMA CITY HALL MECHANICAL SYSTEMS The mechanical system designed for the Yakima City Hall consists of perimeter radiation, an air handling system to serve the basement through second floor, a separate air handling system to serve the third and fourth floors, boilers which now provide heating water, and a refrigeration system to provide chilled water. The quality of this system as installed was first rate. No compromises were made to sacrifice the quality of the system simply to save money. Only improvements in technology and wear and tear on the equipment has made it necessary to make improvements on the system that currently exists. Recently, the old boiler was replaced by three modern high efficiency hot water boilers and the entire system was converted from steam to hot water. The three boilers are staggered in their operation depending upon the load on the building with one boiler used in intermediate seasons and other boilers brought on when the temperature gets cold outside. Currently, the first boiler is set to provide water at 160°F, the second boiler to come on where 180°F water is required and the operating temperature of the third boiler at 190°F. There are a variety of ways in which these boilers could be staggered and be brought on in order to operate most efficiently. The energy management control system can be used to stagger their operation. Currently, the lead boiler is not properly adjusted in that its operating control is located on the discharge side of the boiler. In intermediate seasons, when the load is low, the 3 -way valves that divert water to the perimeter radiation and to the preheat coils in the air handling equipment cycle the boiler on and off rapidly. If this method of operation is allowed to continue, the contactors in the panel which turn the boiler on and off will be rapidly worn out. The reason for the problem is that each boiler has an operating control and a high limit and these boilers have a very low water capacity in terms of the volume of water within the boiler. When the requirements of flow are less than the BTU output of the boiler, the water flowing back to the boiler is nearly at the temperature at which the boiler is set to discharge. As a result, when the water passes through the boiler, it is heated above the temperature of the operating control and the boiler cycles off. Almost immediately, with the boiler cycled off the water flow into the boiler is now below the operating temperature and the boiler cycles back on again. In order to prevent this, at least the lead boiler should have its sensor in the return side so that the mass of the water in the entire system which must be heated before the operating control cycles the boiler off is substantially greater than the mass of the water that is in the boiler itself. The boiler will still cycle on and off, but it will be on a much less frequency of operation. It is probably not necessary to put the operating controls of the other two boilers on the return side. We would suggest that the energy management and control system sequence the boilers on call for cooling dependent on outside temperature and that the first boiler to go off line is the first boiler. With a little experimentation, the operating control on the boilers should be able to be set so that none of the boilers will short cycle. The current chilled water system cooling the building consists of two open compressors of 30 HP and 50 HP located in the basement, an evaporative condenser located on the roof, a refrigerant to water heat exchanger located in the basement from which the chilled water is taken to supply the air handling units, and the condenser water and supply chilled water pumps and piping, expansion tank and other accessories required for a properly operational cooled chilled water system. There are several problems with this system. The evaporative condenser was installed perhaps 15 years ago and has not been properly maintained. Many of the tubes are coated with calcium carbonate which reduces the heat transfer and diminishes the capacity of this system. The refrigeration system operates on refrigerant 12 which is among the worst of the refrigerants as far as ozone depletion in the atmosphere is concerned. R-12 is very Yakima City Hall - Report 12-10-96 Page 2 of 4 difficult to come by. It is no longer legal to manufacture it and the price has gone up substantially. As a result, some action is going to be required in the relatively near future in order to provide a reliable operating chilled water system for the cooling of the building. We do not recommend that the chiller be replaced immediately unless funds for doing so are readily available. However, components of this chiller should be phased out as soon as reasonably practicable because if nothing is done until failure occurs, the building is liable to be very warm for an extended period of time. The components that are in current use that may continue to be used includes two open compressors and motors. We do not recommend saving the evaporator condenser or the evaporator barrel. These components have a requirement that they bear an ASME stamp showing that they have been tested, prior to their ability to be reused. If the refrigerant is changed out, all of the receivers and the pressure vessels must be subjected to a pressure test which is very extensive. Because the R-12 is not a high pressure refrigerant the test will exceed the pressure under which the equipment was designed. These components may fail the test which would necessitate replacement of the equipment anyway. We would suggest that, because the two new refrigerants that are ozone safe cannot be used on seals on existing refrigeration equipment, that refrigerant 22 be employed. With refrigerant 22, if a new evaporator and a new condenser, preferably air cooled, to eliminate the requirement for maintenance are employed, the system will be increased somewhat in capacity. It shall provide extended years of service. However, the cost of this change must be weighed against the cost of a new refrigeration system, because of the added labor necessary to combine old components with new, it may well approach the cost of a new system. The cost of the air cooled system complete with installation would be approximately S75,000 for the basement, first and second floors, and $110,000 for the entire building. The balance of the refrigeration equipment in use in the building appears to be in reasonably good shape. The condition of the chilled water pump is questionable. In the interest of operating economy, this system was designed with approximately 14 recool coils located in ductwork downstream of the main air handling unit. We suggest that all of these continue to be used since they save considerable energy over cooling the entire air supply to the building to 53°F and then reheating it. The operation of the control valves employed in this service should be examined because original system is now approaching 50 years old. The hot water distribution system in use in this building consists of several pumps that are used for individual zoning of the perimeter radiation which maintains the temperature of the building on the heating side, and the heating coil located in the air handling unit which will heat the outside air in cold weather before it is distributed to the various rooms of the building. The current perimeter radiation system employs three pumps, which are brand new, and the three original pumps which are now valved off. We suggest that this arrangement is adequate for now because the mass of the building is great enough to retain sufficient heat to coast through one day with the heat off. Should there be a pump failure of one zone, the use of a pumping arrangement which will automatically switch from one perimeter zone pump to another in a case of failure is not really necessary in this program. As these older pumps continue to be used and ultimately fail, the city has several choices in order to maintain satisfactory temperature control in the building in a case of failure of the pump. The most economical approach is to maintain one spare seal which will fit all three pumps. Alternatively, an extra motor and seal could be provided. If sufficient money is available, a spare pump may be purchased and maintained on hand in case of failure of any of the existing pumps. We do not think that is necessary for an alternator in this pumping arrangement which will automatically switch from one pump to another in a case of failure. The large pump that circulate heating water to the preheating coil in the air handling units looks old and tired. There is no backup for this pump. We suggest that at least a spare seal should be maintained on hand to Yakima City Hall - Report 12-10-96 Par 3of4 install in this pump should it fail. Preferably, this pump should have at least a spare motor and perhaps a spare pump provided because the entire fresh air ventilation system can not operate with outside air in cold weather unless this pump is available for service. The air handling systems in use for this complex are located in two mechanical rooms. The basement, first and second floor are served by one such system and the third and fourth floors are served by a second system. After a review of the capacity of these systems, we found that the smaller unit used on the third and fourth floor served a jail which has high exhaust requirements. We have determined that this system is not worth saving if the upper two floors are renovated into office space. The amount of air being distributed is inconsistent with good practice and employs too much exhaust for office space. Furthermore, the location of this mechanical room takes up too much space out of the middle of the building and would be very disruptive in terms of logical layout of offices in this part of the building. We therefore suggest that this equipment in the upper air handing system be scrapped if the upper two floors are modernized, and a new air handling system be installed in a penthouse on the roof where it would take up no valuable space within the building and would permit much more logical renovation in the two floors below it. The air handling system serving the basement, first and second floors of the building consists of old, very slow speed, large fans that required very low HP. The main supply fan serving these three floors of the building required only 20 HP. A more modern system, although much more compact, would likely require at least 40, if not 50 HP, to do the same work. This slow speed equipment not only lasts practically forever, but it is relatively much more quiet. We feel that every effort should be made to retain the use of this air handling system. There are heating coils within this equipment that require attention. One of the 4 coils that serve as the coil bank for the main air handling system has several persistent leaks. We think one effort should be made to braze those leaks shut and if it fails, or if other leaks occur in this same coil, this one segment of the coil should be replaced. If other coils develop leaks, we suggest that the whole bank of coils be replaced in spite of the fact that it would cost $20,000 - 525,000. It is not practical nor is it energy efficient to continue to allow water to leak through these coils because the heating water loop is a closed water loop in which little corrosion could take place unless fresh water is continually introduced into the system. This is because water in itself is not corrosive, but the oxygen devolved in the water is corrosive. A closed loop hot water heating system will last a great many years if leaks are prevented, because there is no source of oxygen to further corrode the pipe once the oxygen in the initial fill is consumed. We were pleased to see that an energy management system has been installed within the building to control and monitor the operation of the boilers, chillers and air handling equipment. When it was installed, however, there are components which it controls which should have been replaced. There are a number of 3 -way valves in the system which are in need of rebuilding. Particularly, 3 -way valves serving the radiation around the perimeter of the building should be rebuilt. We recommend that they be replaced or rebuilt as soon as possible. We have completed a thorough analysis of the heat loss and gain in this facility. The newly installed boilers are fully capable of handling the Load within the building. The new ventilation code requirements which generally demand an increase in the amount of air flow in the building are well within the capacity of the existing fans. There is 'fz CFM/SQFT available without modification of any of the ductwork throughout the basement. This is more than adequate for storage, although it is not adequate for offices. Yakima City Hall - Report 12=10-96 Page 4 of 4 On the first floor there is approximately 1.2 CFM/SQFT available for ventilation. There is almost 1.5 CFM/SQFT on the second floor. This is more than adequate. Refer to data within the report for verification that all of the zones on the first and second floors are more than adequate to accommodate the present and future ventilation requirements. As it currently stands, the cooling requirements of the building can only be marginally satisfied under the capacity of the existing chilled water system. However, the local utility is pressing for a conversion of the lighting systems in the building to T-8 lamps with electronic ballasts. This will cut the Iighting load of the building in half and should permit the existing system to adequately serve the three floors currently handled by it. We would suggest that if the third and fourth floors are renovated, that they have their own chilled water system but with a manual bypass to allow chilled water from one system to flow into chilled water from the other system which would take care of the cooling requirements at temperatures approaching 80°F. This inter -tie of chilled water systems could be inexpensively done and it goes a long ways to providing some segment of comfort in hot weather for the entire building if one refrigeration system is in need of repair. The local utility has suggested that premium efficiency motors be installed on the second floor air handling units, and the three motors be equipped with adjustable frequency drives. We feel that a better approach would utilize the energy management system to turn off the air handling systems during the unoccupied cycles, allowing the perimeter radiators to keep the building warm. If the air handling system can be shut down over 100 hours per week, the payback on the use of heat efficiency motors and variable frequency drives becomes marginal, at best. YAKINIA CITY HALL REMODEL ELECTRICAL RECOMMENDATIONS All categories listed in order of priority, the first being the highest. All work in this building can be staged by floor and by half floor. The main service will require a building outage. LIGHTING Current lighting consist of fluorescent and incandescent fixtures. The fluorescent fixtures are T-12 fixtures with magnetic ballasts. Most of these fixtures are surface mounted and are showing there age. The incandescent fixtures are used mainly in the upper 2 floors and in the basement. Most of these fixtures are surface mounted on the structural ceiling. RECOMMENDATION: Washington State Energy Code requires any remodel of this size to bring the lighting within the approved energy budget. This will require the replacement of all existing fluorescent fixtures with high efficiency fluorescent fixtures using T8 lamps and electronic ballasts. The upper two floors have incandescent lighting which can never meet energy code. Replacing all fixtures with T8 fixtures will provide better light distribution, as well as a substantial decrease in power consumption. Occupancy controls should also be incorporated to turn the lights out in little used areas. These controls can pay for themselves in a couple of years. Egress lighting should be added to certain areas of the building such as the basement. This is required for building exiting during power outages. This can be accomplished by including battery ballasts in a number of strategically located fixtures or feeding these fixtures from the standby power source. Electronic ballasts produce harmonic feedback that could disrupt computer equipment. Therefor surge suppression should be added to any panel that feeds both computers and lighting. The existing exit fixtures are incandescent and inefficient. There are a number of places in the building where exit signs should be added. The existing fixtures should be replaced with LED lamped fixtures LED fixtures are very efficient using approximately 1/10th the power of the existing incandescent fixtures. The new lighting system should be installed in a new suspended T -bar ceiling. This will allow the use of recessed troffer fixtures and will provide an area above the ceiling for mechanical and electrical devices. MAIN DISTRIBUTION The power to the building currently consists of (2) separate services: one for normal power and one for standby or uninterrupted power. The uninterrupted power service is a 200 amp 208Y/120 volt 3-phase service. The 12 month high demand on this service is 36 KW which translates to 100 amps. This leaves 50% spare service for computer power. This should be sufficient. The normal power service is a 208Y/120 volt 3-phase split service that feeds a 600 amp main distribution board and a panel originally designated as an x-ray room panel. The 12 month high demand on this service is 240 KW which translates to 666 amps. This indicates that the service is near maximum usage. RECOMMENDATION: According to utility records the main service is nearing maximum capacity. The change to T-8 lighting fixtures could reduce the demand for the building as much as 50KW reducing the amperage to about 520 amps. This doesn't allow for much additional load. According to the Mechanical Engineer, the building lacks about 40% of the necessary air conditioning. This could easily overload the current service. The service should be replaced by a new 1200 amp main distribution board. This service should be located where the current main board sits. This change over will require at least a week of down time for the building. PISTRIBLTTION PANELS Most of the existing breaker panels are original equipment installed at initial construction. The majority of the panels are 70 amp panels. These panels don't allow for much load. The breakers for these panels are reaching the end of their life expectancy. RECOMMENDATION: The existing breaker panels should be replaced with new 125 amp 42 space breaker panels. The new panels will need to have a custom cover as they will be smaller than the existing panels. The existing conduit system should be usable to feed the new panels. New feeder conductor will be needed to feed the new breaker panels. A new panel should be added to the first floor, second floor, and third floor. These panels should be fed by the standby power system and should feed designated computer receptacles only. New feeders and conduits must be added to feed these panels. RECEPTACLES Current receptacles are fed by both uninterrupted power and normal power. The originally installed receptacle are recess mounted. Many receptacles have been added as surface mounted devices. An in -floor distribution system has been used to provide power pedestals at individual desk locations. RECOMMENDATIONS: All surface mounted receptacles and conduit should be removed. The addition of receptacles should be accomplished through the floor system where possible. New surface mounted devices will need to be added in some places. These devices should be fed by carefully installed surface conduit. If the T -bar ceiling is installed before the surface conduit is removed and unsightly notch will be left in the edge metal of the ceiling grid where each conduit was removed. The in -floor distribution system has been added to many times and has become a mess of used and un -used conductors. All unused conductor should be removed and all obsolete conductors should be replaced. All conductors should be tagged at each accessible location. BACKUP POWER A recently added 80 KW generator set provides standby power for the 200 amp service. A UPS provides power for this service during the generator start-up. RECOMMENDATION: The existing standby power system should remain as is. ESTIMATED COSTS OF RECOMMENDED WORK LIGHTING 5 75,000 MAIN DISTRIBUTION $ 35,000 DISTRIBUTION PANELS $ 27,210 RECEPTACLES 5 23,000 MISC., RECONNECTION 5100,000 ENGINEERING FEES $ 12.000 TOTAL 5272,210 B:\TAX-CrTY HAL 11. APPENDIX a. Layout Standards The following are generalized layouts of offices, workstations, conference areas and miscellaneous spaces used in developing and verifying departmental space needs These are for reference only and have not been developed specifically for this building. They represent standard guidelines for office space use Pa A- sp • Enctc o Q is eG• • &xs+ seat -i% fc r o btc.. o Mtrnit.c.. tivretee. catz5cAin D E.92% 21 v SF o gncloe{ • avuct-it Acakin.-) ;or 3-' et* 411 t �r� • fAc *frp%t L C.%Dr�j�t: G e� Le 1a -t „Gt. _.�. . c>ffi cc . • Cry?- `'Ge. -dor 3 • a -ttskIe . • MoIE i ni2Ecapes 4 LaioLLi spat • Vanaitans for reirtreiertrz rriorrt; j\..L • 4 a Po c, 1I4� • Ere -1011L o c4.. • liayi i.t ap,,,es 4- v_a4.410) 2. dA. 'tts,di. or desk. • rnrzc cesfacjirvI¥ mr, 4pcaz. • %vie: - 4*xeimcz. /me +. 1.11.2 QODs 105s, • Er+ .Lc eit coicz • Mav•irtuu-wbraoye 5pace.4 Space. • Vartnk a r prekcer co- /rte+ sitil • t .ICY 1-g_ petevat47 WS /6\ lob sP Me,i4mcwt prrvocti 41er s)Femborti or wlyner Gbrx.i c+ junchot1 • MOXtrom n cp.kezzrt. cepac&ili • Vartahovt<, osui etryo' lne41- Frt.4'-ret'1cts Mc+n1-1.411Lc- t)J615% 51sF • PrakkiLi vain tritNe.c+ sitra) 10.LO-spce- arvo, rethixten 44:15a. • frov- rtzvfe.. 5 ekared 4pruerk-r5 NA}Virkpl6C1 • • Clv.&re-r Vru-P5 CF- -ftUr t4/SePir6AWVA W551 ola5g • Maelj•i'miZe• YetezL• rhovicLe. be P.G.. tYlototc• s FriMers • C,I4A4:rior LAk OyeLLFr= -Fair- .-.7,rytpNasize. 7. 0 Wss5 aim • ►O-1;.4.1.1t,,L..t' ' l . malimt24- Sbrc end/ et mt64ims3c.e. - etu41-omit '-{ftt-pMh Cjt(CL Y1t bl¢. artforentr-r - q, -o" 1 NSC' scZ 5 . Mtar af, put onai 'ores e • l t,D.iwidAuc, . larnpiLi or cfx eA iM- FaZA.e.. - SF i ►i k tv para*, 1,1S t 1:7t20_sc ,m1 O 5 256-0" 192-2� -2 CI bc�c�t� MOinsisiriNEENNamirammitull 1 n o a a a a 1 Q 're -4250 t•45 Pg.e5erilWil t45 z-'5Iasp fo - • covLO •H -PJ LTv r o GGNFEpENG% laa0h46 -74 1-9 Ia rot' ,k wel 44. Wooc TAPpG 4- ?C / Co rf 'Roo NA ee, SF fl-c.,++E.4-1/V8Hork) foot= ic4f.EJL F-A->c/c r.f .coves 016 a( )DFri ;M � G ss sF i I motet -t f P5fz� solt•A (s fntlo For- I2t1 0dn 11. APPENDIX b. Questionnaire Sample and Synopsis The following questionnaire was made available to all City Hall staff, utilizing regular payroll distribution. Name Department: 1 Do you use the lunch room in the basement? Yes No 2. If yes, do you use it once a week? More than once a week? Seldom use it? 3 Would you use the lunch room if improvements were made? Yes No 4 Do you use the Fitness Center in the basement? Yes No 5 If yes, do you use it once a week? More than once a week? Seldom use it? 6 Would you use the Fitness Center if improvements were made? Yes No 7 Do you meet/conduct business with people coming from outside the City Hall building (the public and city employees that work at another location)? Yes No 8 1f yes do you meet with them (check all that apply) Daily Once a week Seldom A At a counter', B At your workstation? C In a conference room? D I leave City Hall to meet elsewhere 9 Assuming an adequate number of conference rooms was available in City Hall, would you prefer to meet: At your workstation? In a conference room? No preference? This question does not apply to me. I rarely meet with others 10 How many people attend these meetings, including yourself? 2-3 4-7 More P 3 11 If you meet with the public at a counter, please check all that apply - Counter is larger than needed. Counter is about the right size Counter is too small I sometimes discuss confidential matters at the counter I receive cash at the counter 12 Do you ever encounter "lost" visitors in public comdors? Yes No 13 Please list up to 3 city departments with whom you have frequent in person contact. 3 14 The City Council Chambers is viewed as having inadequate visual material display provisions, not enough seating, poor lighting for television purposes, as well as other shortcomings If you have comments relating to inadequacies, as well as any suggested improvements, please provide below tWARDELL Architects P.S. City Hall Space Planning Study Project No 1052 04 10130196 Questionnaire Synopsis 58 responses received out of 100 distributed. 1 3 Lunchroom Used by 45% of respondents. most of those (67%) used more than once a week Heaviest usage was from people already located in basement. 41 % of respondents would use more if improvements were made. as opposed to 45% who would never use it. 4 - 6 Fitness Center Used by 34% of respondents, 19% of those use it once a week, 38% more than once a week 15% say they plan to start using it. Comment was made that the center has only been available since mid-April and that people often do not use indoor fitness programs in the summer as much as they do in the winter 7 Contact with people from outside City Hall 91% or respondents have contact 8 Meeting Places o A total of 66% meet others at a counter. generally on a daily basis o 88% meet with people at their workstation, again on a daily basis o 81% meet in conference rooms Most of these meeting (43% occur once a week, 14% daily and 24% "seldom") o 72% leave the building to meet; 31% of these do this occasionally ("seldom"), 29% once a week and 12% on a daily basis 9 Preferred Meeting Places Most respondents (52%) preferred to meet in conference rooms 38% would meet at their workstation although several expressed concem for the privacy of their workstations 16% had no preference and 12% said they rarely met with others 10 Number of People in Meetings Most meetings (50%1 were with 2-3 people 31% were with 4-7 people and 19% were with 8 or more 11 Public Counters A little over half the respondents indicated they used a counter Of those, half thought their counters were about the nght size and half thought they were too small. "Too small" responses came from Engineering and Codes. with a few from Finance and one from Human Resources 41 % of those using counters discuss confidential matters at the counter: 44% collect cash 12 Nearly everyone (86%) had encountered "lost" visitors (509) 453-3693 Fax (509) 453-1336 509 W Chestnut, Yakima, WA 98902 City Hall Space Planning Study Questionnaire Synopsis 10/30/96 p. 2 Comments on Council Chambers: Need to be enlarged with backhallway .... Not big enough .. Poor viewing of displays... More room to allow easier access when distributing material ... and when in session trying to get by when someone is seated More comfortable seating (both council seating and audience chairs) A recording system that is easier to use .. Audio equipment was recently updated .. hopefully that will make it easier to record Not enouah seating Hope the council chambers will remain on 1st floor . important to keep the public from wandering through City Hall Good bnoht computer projection system. our council chamber is by far the smallest ugliest I've seen .. needs improvement but not at expense of others working in building. Possibly rebuild .. on 3rd or 4th floor a disgrace to our community It's too small and unattractive ... suggest 3rd or 4th floor raise council seating so all may see as well as hear . provide seating for Department/Division managers near Council seating area . provide designated media area . proper lighting ... presentation podium and board placed in good visual position . need better ADA consideration — line of sight, access, ease of travel to microphones . . use 2nd floor roof . .. council meeting should have floor all to itself or outside structure added on .. Inadequate exits and accessibility of exits Ventilation sometimes inadequate with large crowds. Better wall space for displays A counter for sign -in and distribution of material near the public entrance. The glass doors and lobby speaker are .. often used City Hall Space Planning Study Questionnaire Synopsis 10/30/96 P. 3 ... need "traveling" microphone to be able to move around during presentation. Have one or more nearby rooms with direct TV feed from Council Chambers so that staff waiting for items on agenda do not have to wait in chamber.... General Comments: Please move the people out of the basement ... health problems. Basement has inadequate ventilation ... no exhaust for commercial laser printer .. chemical odor in print shop, no exhaust ventilation ... fumes from print shop diffuse to office work space. Potential fire hazard chemical storage and boiler room near office spaces...potential entrapment of basement staff ... no natural light, poor ventilation overall, undesirable work space... Word processing likes their space and location, would like to stay where they are Need public phone outside building. Eliminate carpet in public areas Engineering Division ... extremely cramped ... feel each division should have at least one visible contact for the public .. 2nd floor roof for open air patio .. I feel that each division having public contact should have their own counter and representative(s) manning this counter to insure prompt and adequate customer service. There is no greater frustration to citizens and other staff than to be unable to locate someone from another division. Planning department space is appropriate .. could use an additional conference room, library/file room & layout room in area. . would like to remain in this space ... would be advantageous to have conference room closer to entry ... Need an area for mail handling and sorting.