City Hall Space Selection 15 Market Square. November 27, 2017

Transcription

1 City Hall Space Selection 15 Market Square November 27, 2017

2 Future City Hall Space Recommendation

3 Recommendation Committee of the Whole recommends that Common Council approve the Offer to Amending Existing Lease between Se- Fish Associates and the City of Saint John for city hall space at 15 Market Square.

4 15 Market Square Reimagined presence Enhanced public access Value-added functionality Improved working conditions Amended leasing terms

5 Citizen Focused Service Delivery

6 Citizen Focused Service Delivery Customer Service Counter Rendering: View from glass elevator

7 Governance and Public Access

8 Lease Highlights Existing lease amended, cleaned-up and modernized Work of the landlord New HVAC, heating, cooling, controls, cleaned/tested distribution systems LED lighting system, new ceiling, leveled floors Escalators removed, new elevator installed and security concerns answered on existing infrastructure with card access New plumber fixtures, code compliance New wayfinding New window coverings New windows below treats at lobby level CO2 detection devices installed throughout premises Performance of landlord clause added with remedies On-site parking provisions (limited)

9 Lease Highlights TERM: 15 years (December 1, 2018 to November 30, 2033) RENT: The Semi Gross Rent includes all common area maintenance and operating costs and the base year Property Taxes. The only expense that will be escalated on an annual basis is Property Taxes. FLEXIBILITY: Option to acquire more or turn back space within building. FLEXIBILITY: Right of first refusal to purchase building or condo in City space

10 Approximate Cost (Millions) Financial Impact Approximate Annual Operating Costs For City Hall (including Market Tower and Data Center) $2.50 $2.00 $2,000,000 Savings Range $625,000 to $700,000 $1.50 $1.00 $1,333,142 $0.50 $0.00 Current City Hall 15 Market Square Note: Approximated savings over 15 years is in the range of $6.5 Million

11 Timelines Approval of Offer November 27, 2017 Completion Detailed Drawings June 2017 Occupancy January 2019 Executing Lease Agreement December 31, 2017 Handover for Fit-Up August 1, 2017

12 Space Selection Process

13 Continuous Improvement Requirements Engagement on space allocation analysis Standard based on combination of federal/provincial standards Space Need ~ 40,000 square feet Engagement on functional requirements Generates civic pride Functions properly for local government Facilitates an integrated one-stop customer service concept Creates efficiencies for public service delivery Provides a secure, healthy environment Ensures maximum flexibility

14 Space Selection Phases Phase I EOI Responses May 1, 2017 Phase II Short List May 5, 2017 Phase III Preferred Site July 10, 2017 Phase IV Agreement October-November 2017 Engage realty services Conduct an Expression of Interest Receive responses Evaluate EOI responses (based on advertised matrix) Develop short list of sites based on fit, functionality and cost Complete test fits Negotiate offer (requirements, cost, occupancy considerations) Evaluate fit, functionality and cost (based on matrix space planner) Select preferred location Complete conceptual design(s) Complete due diligence (cost, occupancy, BCA) Negotiate best and final offer (purchase/lease) Final site selection

15 Expression of Interest Proposal Spaces 15 Market Square 40 Charlotte St Brunswick Square Fundy Quay Prince Edward Square 321 City Road 222 Water Street 91 King Street Market Square A Market Square B

16 Expression of Interest Scope Open, collaborative, naturally illuminated premise, in the uptown neighbourhood, with strong transit access, and ample parking for visitors, employees and other stakeholders Lease / purchase options considered 34,000 square feet plus lesser quality storage space Fewer floors are preferred, and one of these floors must be on ground level, or direct access from the Saint John pedway system The City of Saint John will subsequently select a limited number of respondents from this EOI to negotiate further with

17 Expression of Interest Evaluation Criteria Financial Impact Fit and functionality Location Parking availability Urban Planning impact 50 points 20 points 15 points 10 points 5 points 16 Proposed 4 Short-listed All proposals evaluated against same criteria. Team evaluation only considered what was provided in the written proposal.

18 Short List Evaluation Process (May July) Space allocation requirements per zone (Engagement with service areas and CI analysis) Block planning of each site Space planning report on metrics for each site Class D cost estimates for each site Evaluation of short listed sites facilitated by the consultant

19 Access Planning & Space Presence Surrounding Adjacencies Short List Fit/Functionality Evaluation Criteria Criteria Item Weighting Amenities (Shops, Banks, etc..) Convenient access to adjacent amenities 5 Food Services Convenient access to an adjacent food court, restaurants/food services 12 Fleet Parking Ability to facilitate 10+ fleet vehicles 15 Public Transport Convenience to city bus stop 15 Market Tower Distance from City Market Tower (known asset to be leveraged) 20 City Owned Properties (Police, IT, etc. ) Distance to adjacent city owned property or collaborative facilities 5 Neighbourhood Traffic and Visibility Representing a presence within city core with maximized traffic 15 Building Address Ability to brand the building distinctly as City Hall 20 Customer Service Store Front / Destination Ability to have street front presence and accessible storefront 20 Conform to upgraded environmental controls Ability to upgrade existing environmental system to conform to best standards 15 Ability to meet Functional Program Needs Meet City Halls Facility Needs Program 20 Access to Natural Light Quantity of personnel with access to natural light 15 Flexibility for Future Expansion Locations ability to accommodate future expansion 5 Reuse, Recycle and Repurpose Elements within locations that can be repurposed or reused 5 Planning Flexibility (limits & constraints) Permanent elements with limitations to usable area (risers, stairs, elevator) 10 Access to adjacent Storage Ability to facilitate storage on site at a reasonable cost 5 Travel Distance between Groups Distance to adjacent departments within the Facility Needs Program 17 Elevator Capacity Capacity of elevator to facilitate daily activities and potential move-in 5 Wheel Chair Accessible Mandatory barrier-free access 16 Customer Parking Convenient adjacent customer parking 10 All evaluations completed based on available / current information from the proponents Score Evaluation: 0 - Not Possible or Completely Unsuitable 1 - Possible, but at a High Cost 2 - Okay, but not Preferable 3 - Good 4 - Outstanding

20 Evaluation Results 60% Fit and Functionality Preferred Spaces Preferred Spaces 40% Financial Outcomes

21 Final Space Selection Process Update evaluation matrix for combined functionality and financial requirements (60/40 split); supplemental submissions Complete conceptual designs for preferred spaces Complete due diligence for each space (cost, occupancy, BCA) Continue negotiating for best and final offer (purchase/lease) Preferred Spaces Preferred Spaces Recommended Space

22 Recommendation

23 Recommendation Committee of the Whole recommends that Common Council approve the Offer to Amending Existing Lease between Se- Fish Associates and the City of Saint John for city hall space at 15 Market Square.

24 City Hall Space Selection 15 Market Square November 27, 2017