HomeMy WebLinkAboutagenda.council.worksession.20160705
CITY COUNCIL WORK SESSION
July 05, 2016
4:00 PM, City Council Chambers
MEETING AGENDA
I. 2016 Budget Update and 2017 Budget Assumptions; No packet materials, slide presentation
II. Police Building Final Design and Civic Building Options
P1
Page 1 of 6
MEMORANDUM
TO: Mayor and City Council
FROM: Jeff Pendarvis, Asset Project Manager,
Jack Wheeler, Capital Asset Manager
THROUGH: Jack Wheeler, Capital Asset Manager
DATE OF MEMO: July 1, 2016
MEETING DATE: July 5, 2016
RE: APD Land-Use Update, APD Design and Cost Update and Next
Steps for City Hall at Galena Plaza
REQUEST OF COUNCIL: THREE items are being presented today to update Council:
1) Presentation Review of upcoming HPC Final reading for APD
2) Update on overall APD design, budget and funding
3) Update on overall the Galena Option design, budget and funding
PREVIOUS COUNCIL ACTION:
APD/EMOPLOYEE HOUSING
May 23, 2016 – Aspen City Council Approved APD Conceptual Design 5-0 with five action
items in Ordinance 11-2016 (see below).
May 9, 2016 – First reading for APD.
March 7, 2016 – Worksession update on APD and Housing at 540 E Main.
Nov 16, 2015 – Worksession - move forward to further design development with the Police
facility
Feb 22, 2016 – Contract Consents for commissioning agent, general contractor for
preconstruction and design contracts for Housing
August 3, 2015 – APD confirmed to move to detailed design. 14,900 sf target.
THE GALENA OPTION
March 7, 2016 – Worksession update on the Galena Option. Council requested to keep modest
and humble.
Nov 16, 2015 - Worksession. Confirmed - Move the city office project “the Galena Option” at
Galena Plaza forward to detailed design
November 3, 2015 - the community was asked in an advisory vote if the Armory building should
be used as city offices, or for community use. Community use was preferred
August 3, 2015 – Worksession - programing of 51,900 sf at Galena Plaza including reuse of the
existing Armory for community use was approved to move to detailed design by a vote of 4-1
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July 14, 2015 – Worksession – options of Armory Option, the Galena Option, and the Galena
Alternate conceptual designs. Council discussed each design and was in favor of the staff
recommendation for the Galena Option 3-2
BACKGROUND:
Today’s session has two main goals, the first is a detailed update of APD and EMPLOYEE
HOUSING prior to the HPC Final Design Approval session scheduled for July 13, 2016. The
“City as Regulator” and also “City as Owner” will be apprised of the action items requested as
part of previous Council Conceptual Design Approval as well as an update of APD on the space
planned to be constructed for the Police employees of the City with updates on design, cost and
funding.
The second goal is the update on the approved Galena Option schematic design, as well as
introduction of a new Option (Reuse Option 2.0 and 2.1) that we have been requested by Council
to analyze and present budgets.
1. APD DISCUSSION:
APD DESIGN
100% Detailed design has just been completed and the project team has been progressing
through value engineering sessions, confirming precise design components (storage, IT, security,
lockers, furniture and equipment) and starting to finalize the interior design details.
The architectural design package attached shows the proposed exterior materials for APD which
complement the existing properties at Obermeyer, Concept 600 and the County property to work
in harmony with the proposed new Sherriff’s building. The design package also shows the
relocation of the Historic Housing resources to the Marolt site which will be a strong community
asset.
Given the site at 540 E Main St is designated a Historic property, the final approval of Mass,
Scale and Envelope Building Materials is the Historic Preservation Commission (HPC). Under
Staff guidance, HPC direction was called up by Council on May 23, 2016 to enable full oversight
and final acceptance of HPC approvals. Conceptual Land Use approval was given by Council on
May 23, 2016; subject to five caveats, the fifth is why we are here today:
i. Minimize (soften) the retaining walls at the ramp
ii. Minimize the perceived scale of the north wall at the alley
iii. Reduce/soften the prominence of the housing elevator
iv. Alley policy needs to be strong on limiting APD vehicle exits
v. Come back for a work session to review with Council (prior to Final HPC) and
have a detailed review of proposed building materials.
APD FINANCIAL/BUDGET IMPACTS:
The current APD budget estimate is $20.7 mil.
APD Design currently includes all of the project goals of sustainable and user friendly design –
LEED Gold, WELL Silver, geothermal bores, highly efficient and flexible HVAC system, no-
gas line, diesel generator, high efficiency windows, high efficiency wall construction, clerestory
windows, operable windows, generous landscaping, trail connections, Main St upgrades,
P3
II.
relocating Historic Structures to Marolt site
nearing completion for submittal for Build
The project is over the initial budget estimates and is entering construction document design.
Three key factors have contribute
conditions. 2. The inclusion of meeting all
utilities, stormwater, trail connections.
interest 25 year loan. Most funding would come from the Asset Management Plan Fund and is
estimated that the annual debt service payment would be $1.3 million over 25 years.
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relocating Historic Structures to Marolt site. The Main St utility/infrastructure package is also
nearing completion for submittal for Building Permit.
The project is over the initial budget estimates and is entering construction document design.
contributed to the project budget movement. 1. Current market
he inclusion of meeting all sustainability goals. 3. Site complexities of
trail connections. Staff from Finance propose that APD is funded by a low
funding would come from the Asset Management Plan Fund and is
bt service payment would be $1.3 million over 25 years.
. The Main St utility/infrastructure package is also
The project is over the initial budget estimates and is entering construction document design.
Current market
ite complexities of existing
Staff from Finance propose that APD is funded by a low
funding would come from the Asset Management Plan Fund and is
bt service payment would be $1.3 million over 25 years.
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2. HOUSING DISCUSSION:
HOUSING DESIGN
Housing is just completing Schematic Design and the scope division and details are being
developed to construct the housing modular (i.e. mostly prefabricated off-site).
The housing program started at 11 units and 11,500 SF (including reuse of the historic structures)
and is currently programmed at 8 units and 8,000 SF as a response to reduce mass and scale at
the north-west corner of the property.
HOUSING FINANCIAL/BUDGET IMPACTS:
The current design is for 8 units at 8,000 SF and the budget has been revised to $5,400,000
including an “inter project contribution” for the building platform, site work, and utilities
provided by the APD project. Modular housing offers benefits of lower costs and significantly
less site disturbance given around 60-70% of the construction can be achieved off site as well as
shorter on-site construction duration.
Staff from Finance propose that Housing is funded by the 505 Employee Housing Fund with an
internal CoA interdepartmental loan.
3. GALENA OPTION DISCUSSION:
GALENA OPTION DESIGN
Galena Option Schematic Design was issued at the end of May 2016 and is now starting Detailed
Design.
The baseline program is on track for all departments and common spaces such as Council
Chambers, Sister Cities, shared meeting rooms, locker rooms, flex spaces, mail etc. The program
of 52,000 SF is met, plus the additional 6,000 SF that Staff is seeking future Council direction on
for “non-programmed spaces” for ACRA and an Innovation Lab.
CITY HALL FINANCIAL/BUDGET IMPACTS:
P5
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Galena Option current budget is at $31.3 mil, generally on budget for the base program of 52,000
SF and still subject to ongoing Value Engineering efforts by the design team.
Today, Staff seek Council direction on the inclusion of ACRA and the Innovation Lab, each at
3,000 SF. Based on pro-rata SF costs from the current concept estimates this 6,000 SF additional
program comes at $2.5 mil adding 8% to the program budget. ACRA or the Innovation Lab
could be added at $1.25 mil premium and may easily be added within the proposed building at
Rio Grande Place if this is the desired direction.
Per CoA Finance for funding - One site at Galena would cost $31.3 million and would be
afforded through a combination of cash ($20.7 million) and financing ($10.6 million). The
annual debt service payment would be mostly from the Asset Management Plan Fund, supported
by departmental contributions.
REUSE OPTION
Staff is also presenting as additional Reuse Option which is attached and referred to as Reuse
Option 2.0. This option uses a refurbished Armory for City Offices/City Hall and also more re-
use of existing assets AFTER the Rio Grande Building, ACRA space and Powerhouse are
utilized for temporary use during the refurb of the Armory. The overall program is described in
the table below (comparable to the current Galena Option which has a baseline 52,000 SF). This
Option is programmatically budgeted at $43.1 million, at least 30% more than the current budget
for the Galena City Hall Option. This project could be phased as per attached presentation
Exhibit A.
LOCATION GALENA
OPTION
OPTION 2.0
REUSE
Armory - full remodel (+ small addition) - REUSE 0 20,600
Purchase space – NEW/PURCHASED 0 8,000
455 Rio Grande Levels 2 & 3 – existing space REUSE 0 5,400
425 Rio Grande Place (current ACRA) – NEW SPACE 52,000 18,000
TOTAL (GSF) 52,000 52,000
PROGRAM BUDGET $31.3MIL $43.1 MIL
Per CoA Finance for funding - Reuse of the Armory, renovation at Rio Grande and a smaller
build at Galena plus purchasing existing square footage in town is estimated to cost $43.1 million
($11.8 million more than the one site option). This option will require additional financing of
$11.8 million, increasing the annual debt service payment to a total of $1.4 million, of which the
Asset Management Plan Fund would need to support $1.0 million over the next 25 years.
The baseline Galena Option, is lower cost, provides City Hall functions all under one roof,
allows the Armory to be returned for Community use (consistent with the November 2015 vote),
has a shorter schedule and does not use any lease or purchased space (both needing ongoing
rental and/or HOA, CAM dues).
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RECOMMENDED ACTION: Staff requests City Council confirm the following:
• APD continue to construction documents and the Main St infrastructure package
completed and construction commencing on this as soon as possible.
• Housing at 540 E Main St continue with program of 8 units in 8,000 SF and follow the
plan to utilize modular (off site fabricated) units and construction commencing on this as
soon as possible.
• City Offices – Give staff direction on which option to continue with.
Exhibit A: Presentation
P7
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Civic Space Relocation Project
July 5, 2016 Page 1
CIVIC SPACE
RELOCATION PROJECT
UPDATE
Aspen City Council Work Session
July 5, 2016
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Civic Space Relocation Project
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TODAYS GOALS
Update Aspen Police Department
Update Employee Housing at 540 Main St
Update Galena Option
DESIGN
BUDGET
FUNDING
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Civic Space Relocation Project
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APD:
Currently at Start of Construction Documents
16,000 SF APD program + parking
Received HPC (April 27 th) and Council
Conceptual Design Approval (May 23 rd)
Value Engineering is ongoing
Working with neighbors on details and
outreach
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Civic Space Relocation Project
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APD:
Council Ordinance 11-2016 Conceptual
Approval required:
Detailed review of materials
Minimize retaining wall for trail/garages
Minimize scale of north alley elevation
Elevator – minimize prominence
Alley Use Policy completed – limits APD alley
use
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Civic Space Relocation Project
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APD:
Current budget $20.7 mil
Current design includes – LEED Gold,
geothermal bores, highly efficient and flexible
HVAC system, no-gas line, diesel generator,
high efficiency windows, high efficiency wall
construction, clerestory windows, operable
windows, generous landscaping, Main St
upgrades, relocating Historic Structures to
Marolt site
Target budget with VE is $20.2 mil
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ASPEN POLICE DEPARTMENT AT 540 EAST MAIN STREET | MAIN STREET VIEW
JUNE 2016
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ASPEN POLICE DEPARTMENTNORTHWEST GARAGE AND HOUSING MASSING AND MATERIAL STUDY
5 JULY 2016
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EXISTING SITE PHOTOS
TRANSITION BETWEEN 540 & OBERMEYER CRESCENT BUILDING
JUNE 2016
EXISTING CONDITION
OBERMEYER CRESCENT BUILDING
ASPHALT PARKING LOT
+111.0+111.0
+112.6
+116.0
PLANTER
OBERMEYER CRESCENT BUILDING
PROPOSED CONDITION
+111.0
+115.5
+116.0
+111.0
A
A
OBERMEYER
CRESCENT
BUILDING
540
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ASPEN POLICE DEPARTMENT AT 540 EAST MAIN STREET | SITE PLAN
JUNE 2016
Police Station
Courthouse Plaza Building
Obermeyer
Crescent
Building
Concept 600
Building
Hunter Street Trail Connection
VIN
(Inspection
Parking
Sheltered
by Curb
Extension)
Screen
Plaza
Extension
Existing
Obermeyer Site
Conditions
Public
Courtyard
Entry
P
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Living Trellis
Bike Rack
Existing
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Bike Rack
Employee
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Employee Housing
Employee
Housing
Accessible
Short-term
Parking (2)
Underground
Parking
Access
G
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Employee Housing
Outdoor Amenity
Space
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ASPEN POLICE DEPARTMENT AT 540 EAST MAIN STREET | VIEW TO EMPLOYEE HOUSING
JUNE 2016
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ASPEN POLICE DEPARTMENT MATERIALS BOARD
SUMMIT BRICK - FRONTIER
BRONZE METAL
- AT WINDOW
FRAMES, SOFFITS
AND FASCIAS
SW 3540 MOUNTAIN ASH STAINED
WOOD - AT FRONT COLUMNS
SOFFITS AND BENCHES
KANDLA SAND STONE
5 July 2015
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AFFORDABLE HOUSING MATERIALS BOARD
SUMMIT BRICK - FRONTIER - 30% RANDOM MIX
BRONZE METAL -
AT SOFFITS AND
FASCIAS
ZINC GREY
METAL - AT
WINDOW
FRAMES AND
BRAZILWOOD ECOCLAD WOOD -
HORIZONTAL WOOD SIDING AND SOFFITS
ZINC GREY METAL PANEL - AT
WEST WALL
SUMMIT BRICK - HERITAGE HILLS - 70% RANDOM MIX
5 July 2015
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CHARLES CUNNIFFE ARCHITECTS COPYRIGHT CHARLES CUNNIFFE ARCHITECTS C610 EAST HYMAN AVE. ASPEN, CO 81611 TEL: 970.925.5590 FAX: 970.920.4557www.cunniffe.com SHEET NO.DRAWING:JOB NO.
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A11.71506MAROLT SITE PLAN540 EAST MAIN STREET ASPEN, COLORADO
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HISTORIC ZUPANCIS STRUCTURES MAROLT RELOCATION P21II.
Civic Space Relocation Project
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Employee Housing:
Currently at start of Detailed Design
8 units, 8,000 SF
3 x single bed, 3 x two bed, 2 x three bed
Modular construction goal
Site construction would be minimized to just
decks, elevator, envelope completion
Current budget $5.4 mil
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FUNDING
APD
Low interest 25 year loan
Funded by Asset Management Plan for
borrowing costs
EMPLOYEE HOUSING
Funded by cash in Employee Housing Fund
Financed by short term interdepartmental
CoA loan (1-2 years)
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DECISION POINT
APD approval
Proceed to Construction
Return to Council for Contract Consents
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Galena Option :
Currently at start of Detailed Design
Currently designed to program at 52,000 SF
Future decision needed on ACRA and
Innovation Lab (approx. 3,000 SF each, $1.25
mil each)
Budget $31.3 mil base program
Current $33.8 mil with ACRA and Innovation
included
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ASPEN CITY HALL
AERIAL VIEW OF PLAZA
31 MAY 2015
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City Hall Reuse Options:
Program space analysis only
Reuse Option 2.0 – Armory Reuse, Purchase
Space, 455 Rio Grande Reuse, 425 Rio
Grande Rebuild – 52,000 SF
Budget $43.1mil
Reuse Option 2.1 – Armory Reuse, Purchase
Space, 455 Rio Grande Reuse, 425 Rio
Grande Rebuild, Powerhouse – 52,000 SF
Budget $40.3 mil
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MAIN STREET
HOPKINS STREET
RIO GRANDE PLACE
RIO GRANDE PARK
PROPOSED
CITY OFFICES
POWERHOUSE
BUILDING
PITKIN
COUNTY
LIBRARY
COMMUNITY BANKS
OF COLORADO
PITKIN
COUNTY
COURT-
HOUSE
ARMORY
517 HOPKINS
PITKIN
COUNTY
JAIL
PITKIN
COUNTY
SHERRIFF
BUILDING
PROPOSED
COUNTY
ANNEX
OBERMEYER
BUILDING
HOTEL
JEROME
PROPOSED
POLICE
STATION
RIO
GRANDE
BUILDING
GALENA
PLAZA
BLEEKER STREET
S
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NEW BUILDING @ ACRA 18,000 SF
REFURBISH EXISITING
RIO GRANDE BUILDING 5,400 SF
REFURBISH ARMORY 20,800 SF
PURCHASE 517 HOPKINS 8,000 SF
TOTAL 52,200 SF
ADDITIONAL OPTION:
REUSE POWERHOUSE BUILDING 8,000 SF
EXISTING BUILDING
APPROVED NEW BUILDING
PROPOSED LOCATION OF FUTURE CITY OFFICE
CITY OFFICES RELOCATION SITES
JUNE 27, 2016
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FUNDING
Galena Option
Cash $21 mil and finance $10 mil
Asset Management fund largest contributor
Balance Transport, Stormwater, Parking, IT
and APCHA funds
Reuse Options
Cash $21 mil and finance $20-22 mil
Asset Management fund largest contributor
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Discussion and
Questions?
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ASPEN POLICE DEPARTMENT AT 540 EAST MAIN STREET | SITE PLAN
JUNE 2016
Police Station
Courthouse Plaza Building
Obermeyer
Crescent
Building
Concept 600
Building
Hunter Street Trail Sidewalk
Hunter Street Trail Ramp
VIN
(Inspection
Parking
Sheltered
by Curb
Extension)Screen
Stairs
Plaza
Extension
Obermeyer
Pedestrian
Plaza
Public
Courtyard
Entry
Living Trellis
Bike Rack
Existing
Trees
Bike Rack
Employee
Courtyard
Employee Housing
Employee
Housing
Accessible
Short-term
Parking (2)
Underground
Parking
Access
G
a
r
a
g
e
E
x
i
t
0 10 10
Employee Housing
Outdoor Amenity
Space
P
3
7
I
I
.
ASPEN CITY HALL
AERIAL VIEW FROM RIO GRANDE
31 MAY 2015
P
3
8
I
I
.
ASPEN POLICE DEPARTMENT AT 540 EAST MAIN STREET | OBERMEYER PLAZA EXTENSION
JUNE 2016
P
3
9
I
I
.