HomeMy WebLinkAbout2019-09-17; City Council; ; Scoping and Space Planning Analysis Report and Site Evaluation Criteria Report for a new city hall.CA Review (}Jt,,
@ CITY COUNCIL
Staff Report
Meeting Date: September 17, 2019
To: Mayor and City Council
From: Scott Chadwick, City Manager
Staff Contact: Curtis M. Jackson, Real Estate Manager
curtis.jackson@carlsbadca.gov or 760-434-2836
Subject: Scoping and Space Planning Analysis Report and Site Evaluation Criteria
Report for a new city hall.
Recommended Action
Adopt a Resolution accepting the Scoping and Space Planning Analysis Report and Site
Evaluation Criteria Report for a new. city hall.
Executive Summary
On January 23, 2018, the City Council approved an agreement with MIG, Inc. as the consultant
to provide a scoping and space planning analysis for a new city hall. The scope of the agreement
called for three deliverables, including a Scoping and Space Planning Analysis Report, a Site
Evaluation Criteria Report, and a final Written Report which will include staff's best professional
recommendation for a new city hall and civic center location. The purpose of this staff report is
to present the first two deliverables, the Scoping and Space Planning Analysis Report and the
Site Evaluation Criteria Report for City Council review and acceptance.
Discussion
In January 2016 and February 2017, the City Council conducted goal setting workshops where
the City Council established a goal expressing their desire to have a majority of the city's
administrative workforce, elected officials, and city council chamber in one location. The city
owns and has identified four properties that could be selected as the location for a new city hall,
as an integral component of a larger civic center campus: the existing city hall location, the Pine
Avenue Community Park/Senior Center, the Farmer's property, and the Faraday Center.
On September 19, 2017, the City Council authorized the issuance of a Request for Proposals
(RFP) to identify a consultant to conduct a city hall scoping and space planning analysis
(Resolution No. 2017-188). In response to the RFP, on January 23, 2018, the City Council
selected and approved an agreement with MIG, Inc. as the consultant for the project
(Resolution No. 2018-007). The scope of the agreement called for three deliverables, including
a Scoping and Space Planning Analysis Report (Deliverable 1), Site Evaluation Criteria Report
(Deliverable 2), and a final Written Report which will include staff's best professional
recommendation for a new city hall and civic center location (Deliverable 3). The Scoping and
Space Planning Analysis Report and Site Evaluation Criteria Report are now before the City
Council for consideration.
September 17, 2019 Item #8 Page 1 of 88
Public Engagement and Outreach
MIG, with the assistance of a city staff team and city public outreach consultants (The
Participation Company), conducted outreach and engaged with key stakeholders in formulating
a plan for public input on a new city hall located on a site that could accommodate a new civic
center. The outreach plan included two community workshops which presented a general
introduction to the city hall site selection process, project background, including a short video
about the project and the need for a new city hall, a discussion about community values, and a
placemaking and city hall criteria discussion. Further, the city released a direct mailer which
also provided information on the future city hall and civic center and a link to an online survey
on the city's website with questions related to a new city hall and city council chamber.
Approximately 200 people participated in the community workshops and approximately 300
on line survey responses were received providing a wide range of input to help inform the
project scoping and site criteria.
Scoping and Space Planning Analysis
MIG, with the assistance of sub-consultant ID Studios, Inc. and the city staff team, conducted a
thorough analysis of the existing city facilities, current and projected staffing and office space
needs, current industry best practices for commercial office space, organizational structure and
objectives, public use and ease of access to city administrative facilities, parking, surrounding
land use compatibility issues, maintenance, and a variety of other factors. The conclusions in
the Scoping and Space Planning Analysis Report (Attachment A to Exhibit 1) represent an
informed estimate of the amount of building square footage needed, which will be used in
evaluating the selection of a city hall location and the planning and development of a new city
hall located on a site that can accommodate a new civic center.
Currently, the square footage for the existing City Hall and the Faraday Center totals 111,500
square feet and the 2018 staff count totals 278 people. The Scoping and Space Planning
Analysis Report provides an overall estimate of the square footage and workforce projections
to the year 2035. The overall building summary was calculated for a single building/single story
scenario, and for a multi-story/multiple building scenario. The estimated square footage for a
single building/single story scenario is 141,761 square feet, and the estimated square footage
for a multi-story/multi-building scenario is 184,289 square feet. Staff projections for 2035 are
estimated at 333 people.
Site Evaluation Criteria
Based on the information gathered from the public engagement and outreach and internal
meetings with the city staff team, MIG created a draft Site Evaluation Criteria matrix to help
ascertain which factors were most important to residents and city staff alike in selecting a new
city hall location including: proximity to other city facilities, surrounding land uses, site
flexibility, ease of access, public transportation, curb appeal, parking, constructability, and
funding sources. MIG and the city staff team reviewed the draft matrix in depth and revised the
Site Evaluation Criteria, with a goal of clarifying and identifying the most important and relevant
Site Evaluation Criteria factors. The final recommended Site Evaluation Criteria are organized
into six major categories: Location, Transportation and Utilities, Site Character, Size and
Configuration, Constructability, and Funding Sources/Opportunity Costs. In the next phase of
public outreach leading towards a new city hall location recommendation, the Site Evaluation
September 17, 2019 Item #8 Page 2 of 88
Criteria will be one tool used to evaluate the four potential city hall locations. The full Site
Evaluation Criteria Report is attached to this staff report (Attachment B to Exhibit 1).
Fiscal Analysis
There is no fiscal impact associated with this staff report. Funds for this work effort were
previously appropriated from Community Facilities District No. 1.
Next Steps
Following City Council acceptance of the Scoping and Space Planning Analysis Report and the
Site Evaluation Criteria Report, the project team will utilize these reports and again seek
community feedback and input on conceptual site plans, to include a new city hall and a greater
civic center; for each of the four potential sites. The conceptual site plans will be presented to
the community by early 2020. This will be done through a similar process as the earlier
community engagement, to include a community workshop and an on line component.
Community feedback, the results of applying the Site Evaluation Criteria to each site, and the
conceptual site plans will then be presented to the City Council for consideration in early 2020.
This work effort will be compiled into a Final Written Report which will include staff's best
professional recommendation for the location of a new city hall and civic center. At that time,
the City Council will have the option of choosing a city hall and civic center location or providing
additional direction to city staff.
Environmental Evaluation (CEQA)
Pursuant to Public Resources Code Section 21065, receipt of this update does not constitute a
"project" within the meaning of CEQA in that it has no potential to cause either a direct physical
change in the environment, or a reasonably foreseeable indirect physical change in the
environment, and therefore does not require environmental review ·
Public Notification
This item was noticed in accordance with the Ralph M. Brown Act and was available for public
viewing at least 72 hours prior to the meeting date and time.
Exhibits
1. City Council Resolution
September 17, 2019 Item #8 Page 3 of 88
RESOLUTION NO. 2019-180
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, ACCEPTING THE SCOPING AND SPACE PLANNING ANALYSIS
REPORT AND SITE EVALUATION CRITERIA FOR A NEW CITY HALL.
WHEREAS, in January 2016 and February 2017, the City Council conducted goal setting
workshops where the City Council established a goal expressing their desire to have a majority of the
city's administrative workforce, elected officials, and city council chamber in one location; and
WHEREAS, the city owns and has identified four properties that could be selected as the
location for a new city hall, as an integral component of a larger civic center campus: the existing city
hall location, the Pine Avenue Community Park/Senior Center, the Farmer's property, and the Faraday
Center; and
WHEREAS, on September 19, 2017, the City Council authorized the issuance of a Request for
Proposals to identify a consultant to conduct a city hall scoping and space planning analysis by
Resolution No. 2017-188; and
WHEREAS, on January 23, 2018, the city entered into an agreement with MIG, Inc., to provide
scoping and space planning analysis services for a new city hall and civic center by Resolution No.
2018-007; and
WHEREAS, the Scoping and Space Planning Analysis Report and the Site Evaluation Criteria
Report have been completed and have been presented to City Council for review; and acceptance.
September 17, 2019 Item #8 Page 4 of 88
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as
follows that:
1. That the above recitations are true and correct.
2. That the City Council has reviewed and accepted the Scoping and Space Planning Report
(Attachment A) and the Site Evaluation Criteria Report (Attachment B) for a new city hall
and civic center.
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of
Carlsbad on the 17th day of September 2019, by the following vote, to wit:
AYES: Hall, Blackburn, Bhat-Patel, Schumacher, Hamilton.
NAYS: None.
ABSENT: None.
~,J ~ llec/r)f GI/IY/fZ. 1 Depu-lj
BARBARA ENGLESON, CITY CLERK C j +j
(SEAL) C}erC
September 17, 2019 Item #8 Page 5 of 88
Attachment A
September 17, 2019 Item #8 Page 6 of 88
September 17, 2019 Item #8 Page 7 of 88
MIG
Table of Contents
Scoping and Space Planning Analysis
Report 1
Acknowledgments ...................................................... 4
Section 1: Executive Summary ............................................. 7
Section 2: Space Needs Planning Analysis ................................... 11
2.1 Introduction ................................................... 1'1-12
2.2 Background ..................................................... 12
2.3 Planning & Analysis -Workshop #1 ................................ 12-13
2.4 Space Planning ................................................ 13-18
2.5 Department Adjacencies Detailed Data Gathering ................... 19-21
2.6 Detailed Data Gathering , ....................................... 22~51
Section 3: Community OCitreach ........................................... 55
3.1 Introduction ..................................................... 55
3.2 Survey Response: City Hall and/or Faraday Center ..................... 55-62
3.3 Survey Response: City Council Chambers ........................... 63-69
September 2019 3
September 17, 2019 Item #8 Page 8 of 88
Scoping and Space Planning Analysis
Report 1
Acknowledgments
City of Carlsbad
COMMUNITY SERVICES BRANCH
Gary Barberio, Deputy City Manager
Office of the City Clerk
• Sheila Cobian, City Clerks Services Manager
Community & Economic Development Department
• Debbie Fountain, Community & Economic
Development Director
• Jeremy Riddle, Development Services Manager
Community Outreach & Engagement
• Kristina Ray, Communications Manager
Library & Cultural Arts Department
• Heather Pizzuto, Library & Cultural Arts Director
Parks & Recreations Department
• Kyle Lancaster, Parks & Recreation Director
Real Estate Department
• Curtis M. Jackson, Real Estate Manager
ADMINISTRATIVE SERVICES/FINANCE BRANCH
Laura Rocha, Deputy City Manager
Finance Department
• Kevin Branca, Finance Director
Information Technology
• Maria Callander, IT Director
Human Resources
• Judy Von Kalinowski, Human Resources Director
PUBLIC WORKS BRANCH
Paz Gomez, Deputy City Manager
Public Works Department
• Craddock Stropes, Senior Management Analysist
• Steven Stewart, City Projects Manager
City Manager's Office
• Jason Haber, Assistant to the City Manager
City Attorney's Office
• Walter Chung, Assistant City Attorney
Fire Department
• Michael Lopez, Fire Division Chief
Consultant Team
MIG
Architects, Landscape Architects, Interpretive Planners
• Rick Barrett, Principal, Director of Design, Urban Design
• Dennis Meyer, ASLA, LEED AP, Principal,
Landscape Architect
• Johanna Schorr, AIA, Principal/Director of Architecture,
Architect, Project Manager
ID Studios, Inc.
Interior Design
• Amy Morway, Principal, CID, LEED AP
• Jill Russell, Associate, CID, NCIDO
• Dana Field, Designer
The Participation Company
Community Outreach
• Doug Sarno, President
4 September 2019 MIG
September 17, 2019 Item #8 Page 9 of 88
Scoping and Space Planning Analysis
Report 1
1. Executive Summary
Background
The Space Needs Analysis captures the projected needs
for interior square footage to support the City of Carlsbad's
scoping for a new City Hall. This evaluation studies how to
utilize workspace for the City of Carlsbad services and the
local community. The Space Needs Analysis is in support of
the city government and city administration services through
the year 2035.
The City of Carlsbad has reviewed several workplace concepts
with the consultants and is recommending an approach
for long-term, flexible, modular workspace. This approach
increases open work environments; standardizes private office,
open workstation and conference room sizes; increases shared
collaborative spaces; and focuses on design for well-being
including access to daylight, fresh air, and indoor/outdoor
spaces.
Analysis
In Phase 1 of the analysis, consultants from ID Studios, Inc.
facilitated a workshop which helped identify space needs
through a series of informative and interactive data gathering
exercises with the City of Carlsbad administration leaders.
Phase 2 of the analysis focused on personnel growth
projections. Interior workspace programming questionnaires
were issued to city government and administration
department leaders to gather individual workspace
requirements for current and future city government members
and city employees. The team followed up with individual
interviews of key department leaders and city staff. The
consultant team reviewed the square footage utilized for
private office space, open office workstations, general
conference rooms and applied growth factors to provide
projections for 2035.
Limitations
Space needs are preliminary and concept level only. Final
design will require further studies, exploration, and updated
city needs through an interactive design process. Among
other requirements, during final design, measures such as the
current California building codes, CalGreen codes, stormwater
capture requirements, traffic demand management, and fire
prevention will be evaluated as the project develops.
Results
The consulting team developed an overall Space Needs
Analysis Summary for workforce projections to the year 2035.
The overall building summary has been estimated for a single
building, single story scenario, and for a multi-story/multiple
building scenario. The baseline square footage for a single
building/single story scenario is 141,761 SF. The baseline
square footage for a multi-story/multiple building scenario is
184,289 SF. Current square footage provided in the Scoping &
Space Planning Analysis Request for Proposals (RFP) indicated
that the City's existing City Hall property has a cumulative total
of 43,500 SF, and the Faraday Center has 68,000 SF, for a total
of 111,500 SF.
2019 staff total 278 people for the departments identified
in this study. Staff projections for 2035 are estimated at 333
people for the same departments.
MIG September 2019 7
September 17, 2019 Item #8 Page 11 of 88
September 17, 2019 Item #8 Page 12 of 88
Scoping and Space Planning Analysis
Report 1
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STANDARD EXTRA LARGE CONFERENCE
September 2019 MIG
September 17, 2019 Item #8 Page 21 of 88
2.5 Department Adjacencies
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CED -HOUSING & NEIGHBORHOOD SERVICES • CED -LAND DEVELOPMENT ENGINEERING • CED -PLANNING • CITY ATTORNEY'S OFFICE
CITY MANAGER -CITY CLERK ADMIN • CITY MANAGER -COMMUNICATIONS
CITY MANAGER -POLICY DEVELOPMENT • CITY GOVERNMENT -ELECTED OFFICIALS
FIRE PREVENTION / FIRE ADMIN. • HUMAN RESOURCES • INFORMATION TECHNOLOGY • • LIBRARY & CULTURAL ARTS
PARKS & RECREATION • PUBLIC WORKS ADMIN.
PUBLIC WORKS -ENVIRONMENTAL MANAGEMENT
PUBLIC WORKS -GENERAL SERVICES
PUBLIC WORKS -TRANSPORTATION/CMI/ENG & CIP •
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Scoping and Space Planning Analysis
Report 1
This matrix was developed by City of Carlsbad d e partment
leaders during Workshop #1 and identifies the relative priority
for adjacencies between departments
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0 NOTE: THE ELECTED CITY TREASURER, LOCATED WITHIN THE ADMINISTRATIVE SERVICES DEPARTMENT, WOULD PREFER TO HAVE A
DIRECT ADJACENCY TO THE FOLLOWING DEPARTMENTS: CITY ATTORNEY'S OFFICE, CITY MANAGER -CITY CLERK ADMIN., CITY
MANAGER~ COMMUNICATIONS, CITY MANAGER -POLICY DEVELOPMENT, AND CITY GOVERNMENT -ELECTED OFFICIALS.
MIG September 2019 19
September 17, 2019 Item #8 Page 22 of 88
Scoping and Space Planning Analysis
Report 1
WORKSPACE REQUIREMENTS FOR STAFF
: :· MAX#OFSTAFF ' .. :sPACE -. NET.;,,.,· '"-'NETS.F,:•:s ;.:;,,:··· . , .. ,:·· KEY POSITION/TITl.!E ·· ... : · , ·· · , " · · · . · -· _· : . .. 20_18 , 2035 .. •·,t::YPE , . .'. S.F •..... 201~ ... , . . ?03? ... _ .. : .· NOTES.
Administrative
Secretary WS·1 56 56 56
Senior Office
Specialist 4 5 WS-1 56 224 280
Senior Office
Specialist 3 / 4 2 WS-1 56 56 112
Management Analyst 2 2 PO-2 120 240 240
Hourly Admin.
Assistant 3 4 WS-1 56 168 224
Hourly Office
Assistant 5 5 WS-1 56 280 280
Hourly Professional 2 WS-1 56 56 112
HNS Director 1 PO-2 120 120 120
Program Assistant 3 3 WS-1 56 168 168
Program Manager 2 PO-2 120 120 240
Business Systems
Specialist 0 WS-1 56 0 56
Administrative
Secretary WS-1 56 56 56
Housing Assistant 2 WS-1 56 56 112
Program Assistant 3 3 WS-1 56 168 168
Housing Specialist I 2 WS-1 56 56 112
Housing Specialist II WS-1 56 56 56
Principal Code
Enforcement Officer 0 PO-2 120 0 120
Senior Code
Enforcement Officer WS-1 56 56 56
Code Enforcement
Officer I 2 WS-1 56 56 112
Code Enforcement
Officer II 3 3 WS-1 56 168 168
Senior Program
Manager 2 0 WS-1 56 112 0
Code Enforcement
Technician 2 2 WS-1 56 112 112
Management Analyst 1 1 PO-2 120 120 120
Office Specialist I 2 3 WS-1 56 112 168
Office Specialist II 1 1 WS-1 56 56. 56
SUB-TOTAL: 87 103 6,788 7,876
CIRCULATION FACTOR 50% 3,394 3,938
SUB-TOTAL S.F. OFFICE/ WORK STATIONS: 10,182 11,814
36 September 2019 MIG
September 17, 2019 Item #8 Page 39 of 88
September 17, 2019 Item #8 Page 55 of 88
MIG
Scoping and Space Planning Analysis
Report 1
4. How important is a building entry that is small in size and provides access to a basic reception and waiting
space?
Extremely ■ important
Very important I
ANSWER CHOICES
Extremely important
Very important
Somewhat important
Not so important
Not at all important
TOTAL
Somewhat
important
Not so
important
Not at all
important
0°/11 10%
Answered: 59 Skipped: 6
20% 30% 40% 50%, 60% 70% 80% 90% 100%
RESPONSES
10.17%
5.08%
11.86%
44.07%
28.81%
5. How long is the typical wait before meeting with City staff?
l ess than 10
minutes
10-20 minutes
20-30 minutes
More than 30
Minutes
ANSWER CHOICES
Less than 10 minutes
10-20 minutes
20-30 minutes
More than 30 Minutes
TOTAL
0% 10%
Answered: 55 Skipped: 1 O
20% 30% 40% 50% 60% 70% 80% 90% 100%
September 2019
RESPONSES
74.55%
25.45%
0.00%
0.00%
6
7
26
17
59
41
14
0
0
55
57
September 17, 2019 Item #8 Page 59 of 88
MIG
8. How important is a large counter to review plans?
Extremely
important
Very important
ANSWER CHOICES
Extremely important
Very important
Somewhat important
Nol so important
Not at all important
TOTAL
Somewhat
important
Not sol important
Not at all l important
0% 10%
Answered: 56 Skipped: 9
20% 30% 40% 50% 60% 70% 80%
RESPONSES
53.57%
32.14%
10.71%
1.79%
1.79%
Scoping and Space Planning Analysis
Report 1
30
18
6
56
9. How would you rate the need for a bar height work counter while waiting with accessible power outlets?
ANSWER CHOICES
Extremely important
Very important
Somewhat important
Not so important
Nol at all important
TOTAL
~xtremely -1mportant
Somewhat
important Notso-important
_Not at all■ important
Answered: 58 Skipped: 7
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
6
September 2019
RESPONSES
18.97%
29.31%
25.86%
18.97%
6.90%
11
17
15
11
4
58
59
September 17, 2019 Item #8 Page 61 of 88
Scoping and Space Planning Analysis
Report 1
9. Do you think the City Council Chamber should be used as a multifunctional space for the City of Carlsbad's
events?
Yes, the City
Council Cham ...
ANSWER CHOICES
No, the City
Council...
Answered: 342 Skipped: 4
0% 10% 20% 30%, 40~'o 50% 60% 70% 80% 90% 100%
Yes, the City Council Chamber plan should be flexible to allow for multipurpose use.
No, the City Council Chamber should be dedicated to City Council purposes only.
TOTAL
10. When attending City Council meetings to you utilize the public restroom?
MIG
ANSWER CHOICES
Yes
No
TOTAL
Yes
No
0% 10%
Answered: 342 Skipped: 4
20% 30% 40% 50% 60% 70% 80% 90% 100%
RESPONSES
81.29%
18.71%
September 2019
RESPONSES
83.92%
16.08%
287
55
342
278
64
342
67
September 17, 2019 Item #8 Page 69 of 88
Scoping and Space Planning Analysis
Report 1
11. When attending City Council meetings would you utilize vending machines?
68
ANSWER CHOICES
Yes
No
TOTAL
Yes
No
0% 10%
Answered: 343 Skipped: 3
20% 30% 40% 50% 60% 70% 80%) 90% 100%
RESPONSES
16.62%
83.38%
12. Is the availability of parking at the current City Council Chamber adequate?
ANSWER CHOICES
Yes
No
TOTAL
Yes
No
Answered: 336 Skipped: 10
0% 10% 20% 30% 40% 50% 60% 70% 80'% 90% 100%
September 2019
RESPONSES
44.94%
55.06%
151
185
336
57
286
343
MIG
September 17, 2019 Item #8 Page 70 of 88
MIG
Scoping and Space Planning Analysis
Report 1
13. Is the proximity of parking at the current City Council Chamber adequate?
ANSWER CHOICES
Yes
No
TOTAL
Yes
No
Answered: 338 Skipped: 8
0% 10% 20% 30% 40% 50% 60'% 70% 80% 90% 1000/.:,
September 2019
RESPONSES
71.89%
28.11%
243
95
33B
69
September 17, 2019 Item #8 Page 71 of 88
City of Carlsbad, California
Site Analysis and Site Criteria
for a New City Hall
{city of
Carlsbad M ll[gJ
Attachment B
September 17, 2019 Item #8 Page 72 of 88
September 17, 2019 Item #8 Page 73 of 88
Site Analysis and Site Criteria -Report 2
Table of Contents
Acknowledgments ...................................................... 4
Section 1: Executive Summary ............................................. 7
Section 2: Site Opportunities (Existing Conditions) ............................ 11
2.1 Introduction ..................................................... 11
2.2 Existing City Hall Property .......................................... 12
2.3 Pine Avenue Community Park/Senior Center Property, .................... 13
2.4 Farmer's Property ................................................. 14
2.5 Faraday Center Property ........................................... 15
Section 3: Site Evaluation Criteria .......................................... 19
3.1 Community Outreach .............................................. 19
3.2 Site Evaluation Criteria Process ...................................... 19
3.3 Site Evaluation Criteria Matrix ....................................... 20
MIG September 2019 3
September 17, 2019 Item #8 Page 74 of 88
Site Analysis and Site Criteria -Report 2
Acknowledgments
City of Carlsbad
COMMUNITY SERVICES BRANCH
Gary Barberio, Deputy City Manager
Office of the City Clerk
• Sheila Cobian, City Clerks Services Manager
Community & Economic Development Department
• Debbie Fountain, Community & Economic
Development Director
• Jeremy Riddle, Development Services Manager
Community Outreach & Engagement
• Kristina Ray, Communications Manager
Library & Cultural Arts Department
• Heather Pizzuto, Library & Cultural Arts Director
Parks & Recreations Department
• Kyle Lancaster, Parks & Recreation Director
Real Estate Department
• Curtis M. Jackson, Real Estate Manager
ADMINISTRATIVE SERVICES/FINANCE BRANCH
Laura Rocha, Deputy City Manager
Finance Department
• Kevin Branca, Finance Director
Information Technology
• Maria Callander, IT Director
Human Resources
• Judy Von Kalinowski, Human Resources Director
PUBLIC WORKS BRANCH
Paz Gomez, Deputy City Manager
Public Works Department
• Craddock Stropes, Senior Management Analysist
• Steven Stewart, City Projects Manager
City Manager's Office
• Jason Haber, Assistant to the City Manager
City Attorney's Office
• Walter Chung, Assistant City Attorney
Fire Department
• Michael Lopez, Fire Division Chief
Consultant Team
MIG
Architects, Landscape Architects, Interpretive Planners
• Rick Barrett, Principal, Director of Design, Urban Design
• Dennis Meyer, ASLA, LEED AP, Principal,
Landscape Architect
• Johanna Schorr, AIA, Principal/Director of Architecture,
Architect, Project Manager
ID Studios, Inc.
Interior Design
• Amy Morway, Principal, CID, LEED AP
• Jill Russell, Associate, CID, NCIDO
• Dana Field, Designer
The Participation Company
Community Outreach
• Doug Sarno, President
4 September 2019 MIG
September 17, 2019 Item #8 Page 75 of 88
September 17, 2019 Item #8 Page 76 of 88
'
Site Analysis and Site Criteria -Report 2
1. Executive Summary
Background
The planning and design approach is inspired by the desire
to create a vibrant new Civic Center that reflects the vision of
the Carlsbad community, one that meets the need for a new
City Hall. The design process included the City's community
engagement process, several interactive design workshops
with the City's core advisory team and other key stakeholders,
in depth interviews with City departments and City Council
presentations.
The first part of the design process included the analysis of
the City's current and future space needs for a new City Hall.
Information was gathered through department interviews,
interviews of frequent users, 1 and community outreach
surveys (see Section 3.1 Community Outreach). That effort is
documented in the Scoping and Space Plann ing Analysis for a
New City Hall (Report 1) completed in March 2019.
A Site Analysis for each of the City's four sites was conducted.
Site Opportunities diagrams and narratives were generated
to understand the unique physical characteristics and context
of each of the sites. As part of the site evaluation process,
general Site Evaluation Criteria that are applicable to each site
were developed.
1 Frequent users included a list of City of Carlsbad customers who
were part of a 2016/2017 "customer survey" conducted by the
Planning Department. This included frequent use of the services
provided at the Faraday Center.
Analysis
The Site Analysis identifies the opportunities and constraints
of each of the four properties (Pine Street, Existing City Hall,
Farmer's and Faraday) for their potential to create a vibrant
Civic Center that includes a new City Hall. The analysis utilized
air photo images, maps and site visits. A site analysis diagram
was generated for each site documenting existing physical
elements influencing the site.
The Site Evaluation Criteria were derived from the results of
the Community Outreach process, the City's core team review
and City management and staff meetings. The criteria reflect
the priorities established in those meetings and are organized
into six overarching categories:
1. Location
2. Transportation and Utilities
3. Site Character
4. Size and Configuration
5. Constructability
6. Funding Sour~es/Opportunity Costs
Results
The Site Analysis process resulted in narratives for each of the
four sites that describe their physical assets and challenges.
This analysis is a key component of the design process.
The site criteria are one of the methods the City and the
consulting team used to evaluate each site. There are key
site criteria that are met by all sites, for example "Reflect the
Essence of Carlsbad." Other criteria may be met by one or
some of the sites, but not others. The Site Criteria Matrix in this
report emerged from this process.
MIG September 2019 7
September 17, 2019 Item #8 Page 77 of 88
September 17, 2019 Item #8 Page 78 of 88
Site Analysis and Site Criteria -Report 2
2. Site Opportunities (Existing Conditions)
2.1 Introduction
Each of the four City owned sites were analyzed to understand
the physical characteristics, the context of the site, the
location and other influences (for example, existing uses on
the site). The consultant team visited each site with a City
guide, documenting impressions and observations with notes
and photographs, and gathering information from users
when possible. The team used these notes and observations
along with existing site maps and topographic information
and created the following Site Opportunity Diagrams.· Each
diagram has a written narrative describing the Attributes and
Advantages of each site. The consultant team determined that
each site was able to fit the new City Hall and Civic Center
program. These findings were presented to the City's Core
design team initially in March 2018, and again in October
2018.
MIG September 2019 11
September 17, 2019 Item #8 Page 80 of 88
September 17, 2019 Item #8 Page 85 of 88
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Section Three:
Site Evaluation Criteria
September 17, 2019 Item #8 Page 86 of 88
Site Analysis and Site Criteria -Report 2
3. Site Evaluation Criteria
3.1 Community Outreach
The community engagement component of this process
incorporated a robust community outreach effort. The
Participation Company assisted the City in outreach and
communication to key stakeholders in formulating a plan for
public input on the Civic Center project. This work includes
assisting in the design of workshops and on line engagement
with the community for this project (community outreach).
The first week of June 2018, the City released its direct mailer
which provided:
• information on the future City Hall and Civic Center
• a link to the City's on line survey which went live
July 1, 2018 and
• invited the public to attend the two community
meetings the City hosted.
The two community outreach meetings were held on:
• Workshop No. 1: Thursday, June 21, 2018
(6:00 pm -8:00 pm) at the Faraday Center
• Workshop No. 2: Saturday, June 23, 2018
(10:00 am -12:00 pm) at the Senior Center
The community workshops included a general introduction
to the City Hall selection process, provision of project
background (including a short video about the project and
the need for a new City Hall), a discussion about community
values and a placemaking and City Hall criteria discussion.
Online electronic surveys were developed for City of Carlsbad
resident's input on current and desired future public use
spaces at/for City Hall services, including: Building, Planning,
Administrative Services, and City Council Chambers. Input was
solicited fr~m frequent users of these services arid associated
public use spaces.
Over 400 people participated in either the workshops or
on line survey providing a wide range of input.
3.2 Site Evaluation Criteria
Process
The consultant team combined the data collected from the
community outreach results with the Site Opportunities
Studies for each of the four sites to develop the Site
Evaluation Criteria. Through a series of consultant team
workshops, meetings with the City's core team, and a
meeting with the larger city management and staff team,
the Site Evaluation Criteria were vetted and refined. The Site
Evaluation Criteria Matrix on the following page is a result of
this process and represent the recommended Site Evaluation
Criteria. The Criteria are one measure of the Site evaluation
process. Some of the sites will meet more of the criteria than
others; and this matrix provides a general overview to inform
the Site evaluation process.
As we move forward with the next phase of public outreach,
the Site Evaluation Criteria will be one tool used to evaluate
the four potential City Hall locations.
MIG September 2019 19
September 17, 2019 Item #8 Page 87 of 88
All Receive -Agenda Item # <t,
For the Information of the:
Date9 CITYii ~~~Lcc..:l__
CM \ COO J.L.. DCM (3) _L
September 16, 2019
Council Memorandum
To:
From:
Honorable Mayor Hall and Members of the City Council
Curtis M. Jackson, Real Estate Manager
Gary Barberio, Deputy City Manager J;~
{city of
Carlsbad
Via:
Re:
Elaine Lu key, Chief Operations Officer '1/ . .
Additional Materials Related fo Staff Report Item No. 8 -Scoping and Space Planning
Analysis Report and Site Evaluation Criteria Report for a New City Hall.
This memorandum provides an update to Agenda Item #8 for the City Council meeting on
September 17, 2019. The first paragraph on page two should be amended as follows:
Public Engagement and Outreach
MIG, with the assistance of a city staff team and city public outreach consultants (The
Participation Company), conducted outreach and engaged with key stakeholders in formulating a
plan for public input on a new city hall located on a site that could accommodate a new civic
center. The outreach plan included two community workshops which presented a general
introduction to the city hall site selection process, project background, including a short video
about the project and the need for a new city hall, a discussion about community values, and a
placemaking and city hall criteria discussion. Further, the city released a direct mailer to frequent
users of the Faraday Center public counter, released a survey to frequent users of the City
Council Chamber, which also provided information on the future city hall and civic center Jnd
provided a link to an online survey on the city's website with questions related to a new city hall
and civic center city council chameer. Approximately 200 people participated in the community
workshops and approximately 1,000 300 on line sun,ey responses were received to the direct
mailer and two surveys, providing a wide range of input to help inform the project scoping and
site criteria.
cc: Scott Chadwick, City Manager
Celia Brewer, City Attorney
Kristina Ray, Communications Manager
Sheila Cobian, City Clerk Services Manager
Scoping and Space Planning Analysis Report
and Site Evaluation Criteria Report
for a new city hall.
September 17, 2019
Curtis M. Jackson, Real Estate Manager
Gary Barberio, Deputy City Manager
Adopt a Resolution accepting the Scoping and Space Planning Analysis Report and the Site Evaluation Criteria Report for a new city hall.
Recommendation
City Council Goal
By 2023,break ground on a new
city hall at a site designated for a
future civic center complex.
Why a New City Hall
•Operate out of a number of
buildings
•Spread across 39 square mile city
•Inefficient and confusing
•No longer meets workforce or
community needs
. -•
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Downtown
Carlsbad
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Who Pays?
{city of
Carlsbad
Fees for
development
collected
Designated
for City Hall
Potential Locations
1.Existing City Hall
2.Pine Avenue Community Park
(western parking lot)
3.Existing City Faraday Center
4.Farmers Insurance Site
Carlsbad
Background
•RFP:September 2017
•Contract:January 2018
•MIG,Inc.
•ID Studios,Inc.
Public Outreach
•Stakeholder Interviews
•Two Community Workshops:June 2018.
•Three mailer/online Surveys
•Faraday frequent users
•City Council Chamber users
•General Public
•Over 1,200 participants/respondents
Scoping and Space Planning Report
•Current:111,500 square feet /278 staff (2018)
•Estimated Needs to 2035:
•141,761 square feet (single story/building)•184,289 square feet (multi-story/building)•333 staff
Site Evaluation Criteria
Six major categories (not in order of importance):
1.Location
2.Transportation and Utilities
3.Site Character
4.Size and Configuration
5.Constructability
6.Funding Sources/Opportunity Costs
•Community Engagement by early 2020.•Workshop•Online survey/input
•Conceptual Site Plans•Site Evaluation Criteria
•City Council Site Selection in early 2020.
Next Steps
Adopt a Resolution accepting the Scoping and Space Planning Analysis Report and the Site Evaluation Criteria Report for a new city hall.
Recommendation
SCOPING AND SPACE
PLANNING ANALYSIS
City Council Meeting September 17, 2019
Agenda
•Scope of Work & Process
•Community Engagement Process
•Space Planning Analysis Report
•Site Opportunities (Existing Conditions)
•Site Evaluation Criteria
•Upcoming Community Engagement Process
Scoping & Space Planning Analysis for a New Carlsbad City Hall
Carlsbad, California
Scope of Work & Process
Scope of Work & Process
Space
Planning Analysis
Site
Evaluation
Criteria
Site
Alternatives Design & Refinement
Community
Engagement
Best
Professional
Recommendation
Written
Report
Carlsbad, California
Vision & Inspiration
•Campus of Buildings
•Indoor Outdoor Connection
•Community Hearth
•Customer Service
•Cultural Promenade
•Vibrant Front Yard
•Community Gathering
•Whimsical Play
Space Planning Analysis for a New Carlsbad City Hall
Carlsbad, California
Community Engagement Process
Community Engagement Process
Focus
Groups
Online
Survey
Client
Survey
Future
Engagement
Space Planning Analysis Report
1.The information in the study is intended to be dynamic
and a starting point for future planning
2.The study assumes some City departments and/or
functions are to remain at other locations such as the
safety center, maintenance and operations center,
public libraries, community centers, etc.
3.The study identifies gross square footage required
through the year 2035
4.The study includes personnel growth projections
provided by city government, administration leaders
and public input
5.The study considers both future technological
advancements and current job practices, making the
building flexible for future function but also usable
from “Day One”
Clarifications
Square Footage Includes:
•Occupied Spaces
•Circulation and Flow
•Building Infrastructure
Projected Overall Square Footage
for a Single-Story Building:
111,500 SF
Existing Overall Square Footage
(City Hall and Faraday Buildings)
Projected Overall Square Footage for a
Multi-Story Building/Multiple Buildings:
141,761 SF
Square Footage Includes:
•Occupied Spaces
•Circulation and Flow
•Building Infrastructure
184,289 SF
Site Opportunities
Existing City Hall Property
Existing City Hall Property
Advantages
Connection to Village
Accommodate Library
Transit access
Freeway access
Ocean views
Known to the public
Multiple street access points
Community garden
Ease of phasing construction
Varied site topography
Owned by city
No Carlsbad Research Center
Covenants
-Identified by Community Engagement Process
Pine Avenue Community Park Property
Pine Ave Community Park Property
Advantages
Connection to the Village
Accommodate Library
Transit, walking, bike access
Mix of architectural style
Compact development
Multiple uses
Flat, few accessibility issues
Freeway access
Continuous operations for
city departments
Co-location with Park staff
Owned by city
Near Harding Center
-Identified by Community Engagement Process
Farmers Property
Farmers Property
Advantages
Access and visibility from the
street
Large site with flexibility
Commercial overlay
Green campus potential, set
example
Expansion potential
Proximity to other key
departments (Maintenance and
Security)
Geographic center of Carlsbad
Level site
-Identified by Community Engagement Process
Faraday Center Property
Faraday Center Property
Advantages
Significant existing office space
Geographic center of Carlsbad
Connection to open space
Topo allows views
Ease of parking
Continuous operations
Proximity to other key
departments (Maintenance &
security)
Some transit (could improve)
Level area provides
opportunities for expansion
-Identified by Community Engagement Process
Site Evaluation Criteria
Site Evaluation Criteria
Staff Recommendations –October 22nd
Site Evaluation Criteria Site 1 Site 2 Site 3 Site 4
City of Carlsbad Scoping and Planning Analysis for a New City Hall Exist. City Hall
Property
Pine Ave. Park /
Sr Center
Property
Farmers
Property
Faraday Center
Property
1. In close proximity to other city facilities
2. Site is walkable to surrounding neighborhoods
3. Site is walkable to retail/commercial/food establishments
4. Minimal impact to employees & operations & service delivery
5. Opportunity for placemaking, community gathering, civic engagement
6. Compatibility with adjacent neighborhood
7. Access to public transit
8. Proximity to freeway access
9. Would allow for adjacency to existing parks and/or open spaces
10. Allows for adequate surface parking
12. Ease of construction (access to site, length of construction)
13. Site allows construction with minimum or no impact to existing city facilities/employees
14. Site appears to have adequate utilities (water, sewer, electrical, gas, communications)
15. Would allow for maximum revenue generation - potential of leasable space to provide flexibility
16. Alternate city uses of property available if not used as City Hall
17. Highest and best use of property is a City Hall/Civic Center
18. Reflect the essence of Carlsbad (located in historic "heart" of City, located in geographic center of City)
19. Appears to have adequate vehicle access capacity without affecting adjacent streets
20. Has adequate developable area for civic center
21. Sufficient land for indoors and outdoors program requirements
LOCATION
TRANSPORTATION AND UTILITIES
OTHER CRITERIA CONSIDERED - MET BY ALL 4 SITES
11. Minimal land use constraints
CONSTRUCTABILITY
FUNDING SOURCES/OPPORTUNITY COSTS
SITE CHARACTER
SIZE AND CONFIGURATION
-Staff Advisory Group Recommendations
Next Steps
Site
Alternatives
Design &
Refinement
Community
Engagement
Best Professional
Recommendation
Written
Report