R2003-49 AUTHORIZING THE EXECUTION OF A CHANGE ORDER

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March 25, 2003 ' ENGINEERING & INFRASTRUCTURE MEMORANDUM NO. 2003 - 11 MEMORANDUM TO: Honorable Mayor and City Council FROM: Steve Garman, City Manager Stephen Swanson P. E., Director of Engineering & Infrastructu'��L� SUBJECT: Facility Space Needs Study SUMMARY RECOMMENDATION: It is recommended by City staff that the City Council approve a resolution authorizing the Mayor to execute an amendment to the City's agreement with Phillips Swager Associates for the Facility Space Needs Study. BACKGROUND: The City Council approved a resolution in November 2001 for an agreement with Phillips Swager Associates (PSA) to perform a facilities space needs study for the City. The basic purpose of the study was to assess the existing and future space needs for three major City facilities. The facilities are the Civic Center, Municipal Services Center and the Law Enforcement Center. The considerable changes in the City's organization, services, technology advancements, equipment and staffing in the time frame since these facilities were first occupied gave reason for the study. PSA obtained information and data relating to the City's staffing, use and expected future needs for these facilities. This involved PSA visiting the various facilities, circulating questionnaires to obtain input from City staff and Council members, conducting follow-up interviews to the completed questionnaires and evaluating the information obtained through the questionnaires and interviews. PSA used this information to prepare preliminary recommended space needs and schematic floor plans for the Civic Center and Law Enforcement Center and a ' site plan in the case of the Municipal Services Center. ' The study's progress was delayed for two basic reasons. The first relates to the City's budget I� situation that developed after the start of the study. PSA, in evaluating and estimating future staffing, space needs and an implementation plan, was starting from a base staffing and operations level which was possibly subject to significant changes. It was important to assess what the impacts, if any, might be to the short and long term projections PSA needed to make. It was decided by PSA and City staff to proceed with the study using the information that had been obtained as the base level. The basis for this decision essentially related to the premise that City staffing would re-stabilize itself within the 20 year time frame that PSA was analyzing and that new positions and space needs would similarly develop and take place. It was noted that any short term needs would likely be deferred or dismissed given the budget situation the City was facing. Page 1