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HomeMy WebLinkAbout10- Economic Development ECONOP C DEVELOPMENT AGEN OP i HE CITY OF SAN BERNARDINO REQUEST FOR COMMISSION/COUNCIL ACTION FROM: TIMOTHY C. STEINHAUS SUBJECT: PROGRAMMING SERVICES - Agency Administrator STATE CONSOLIDATED OFFICES AND CALTRANS DATE: September 30, 1993 BUILDING Synopsis of Previous Commission/Council/Committee Action(s): On August 2, 1993,the Community Development Commission approved the formation of the State Consolidated Offices and Caltrans Building Request for Qualifications Review Committee to begin the process of contracting qualified professional consulting services. Recommended Motion(s): (Community Development Commission) MOTION: That the Community Development Commission authorize the Agency Administrator to draft and execute a contract with Keating Mann Jernigan Rottet in an amount not to exceed $80,000 for architectural programming services for the design of the State Consolidated Offices and Caltrans Building on the Superblock site. f / r t TIlVICTHY & STEINHAUS Agency Administrator ----------------------------------------------------------------------------------------------------------------------------------------------- Contact Person(s): Timothy C. Steinhaus/David J. Norman Phone: 5081 Project Area(s): Central City North Ward(s): 1 Supporting Data Attached: Staff Report FUNDING REQUIREMENTS: Amount: $80,000 Source: Bond Proceeds Budget Authority: Requested Commission/Council Notes: ------------------------------------------------------------------------------------------------------------------------- TCS:DJN:nml:programr.agd COMMISSION MEETING AGENDA MEETING DATE: 10/04/1993 Agenda Item Number: _ Now ECONOMI DEVELOPMENT AG - ICY STAFF REPORT ------------------------------------------------------------------------------------------------------------------------ Architectural Programming Services - State Consolidated Offices and Caltrans Building This report seeks Community Development Commission approval that the Agency Administrator be authorized to execute a contract not to exceed $80,000 with Keating Mann Jernigan Rottet for architectural programming services for the design of the State Consolidated Offices and Caltrans Building on the Superblock. Background Information: The development of the Superblock towers requires the services of an experienced firm which can provide programming services. The purpose of programming is to determine and analyze the space required for the building's users currently and in the future. Without a detailed program involving hours of interviews and data analysis, it is probable that the towers would be of an incorrect size and inefficient to meet user needs. In response to State Representatives' desire to continue with the fast-track process of designing the State Consolidated Offices and Caltrans Building, staff prepared a Request for Qualifications for programming services which was later amended after further discussions with the State (see Attachment "A"). The State Consolidated Offices and Caltrans Building Qualifications Review Committee met on September 13, 1993 for the purpose of reviewing the respondents' qualifications and determining the five (5) most qualified firms. A full account of the Review Committee Meeting proceedings are found in Attachment "B". The five (5) finalists were interviewed by the Committee on September 27, 1993 and the architectural firm of Keating Mann Jernigan Rottet was found to be the most qualified among the five (5) finalists. The minutes from the September 27, 1993 meeting are found in Attachment "C". Deal Points: On September 30, 1993 staff met with representatives of Keating Mann Jernigan Rottet to discuss the Scope of Services and Keating's proposed fee for programming services. The Agency proposes contracting with Keating for a fee not to exceed $80,000 for programming services as outlined in Attachment "D". The architectural firm of Keating Mann Jernigan Rottet possesses tremendous experience in programming and is able to offer the City and Agency proprietary technology which will enhance the programming effort and design on our current fast track schedule. ----------------------------------------------------------------------------------------------------------------------- TCS:DJN:mn1:programr.agd COMMISSION MEETING AGENDA MEETING DATE: 10/04/1993 Agenda Item Number: _�� ECONOMIC DEVELOPMEP AGENCY 0 Staff Report September 28, 1993 Page -2- Recommendation: It is, therefore, the recommendation of staff that the Agency Administrator be authorized to draft and execute a contract for an amount not to exceed $80,000 with Keating Mann Jernigan Rottet for architectural programming services for the design of the State Consolidated Offices and Caltrans Building based on the deal points and Scope of Services presented herein. Staff re mmeii ds adoption of the form motion. t TIMOT$7-C. STEINHAUS, Administrator Economic Development Agency ------------------------------------------------------------------------------------------------------------------------- TCS:DJN:nm1:programr.agd COMMISSION MEETING AGENDA MEETING DATE: 10/04/1993 Agenda Item Number: a - QUALIFICATIONS REQUEST FOR Q N'S STATE CONSOLIDATED OFFICES AND CALTRANS BUILDING SAN BERNARDINO, CALIFORNIA Programming, Interior Design and Space Planning Services August 30, 1993 The Economic Development Agency of the City of San Bernardino, on behalf of the designated nine-member selection committee, requests qualifications from qualified individuals or firms for professional programming interior design and space planning services for a State Consolidated Office Building and Caltrans Building to be built on a city block bounded by "D" and "E" Streets and Fourth and Fifth Streets in downtown San Bernardino. A more complete description of the project is found in Attachment A. It is the intent of the Agency to assemble the complete team of professionals to work with the State in further defining project parameters, establishing budgets, designing the project and completing construction as a coordinated consulting effort. Through the implementation of this procedure, it is anticipated that the final office buildings will be of a high quality and more responsive to the needs of both the State and Caltrans. Comprehensive construction documents produced in a coordinated environment will result in fewer problems during construction. The first phase of the consultant selection process will require retaining the core team members to commence the initial design process and development of project specifications. Contracts with other consultants will be executed as the need for other professional { services become evident. REQUEST FOR QUALIFICATIONS SUBMITTAL REOUIREMENTS: Deadline for submission: 3:00 p.m., September 2, 1993 Copies Required: Ten (10) copies of the respondent's qualification presentation must be submitted. Submittal Location: All RFQ presentations must be submitted to: Economic Development Agency of the City of San Bernardino 201 North "E" Street, Third Floor San Bernardino, CA 92401 (909) 384-5081 Attention: David J. Norman Request for Qualifications packages which are hand delivered must be brought to the receptionist at the location above. The response to the RFQ must be made according to the requirements set forth in this section, both for content and for sequence. Failure by the responding firm or individual to adhere to these requirements, conditions and/or limitations may be cause for rejection. All Requests for Qualifications packages received after the deadline as stated above will automatically be deemed non-responsive and will not be considered. " ATTACHMENT "A - is REQUEST FOR QUALIFICATIONS Q Programming Consulting Ser% _es Page -2- The Agency, on behalf of the Committee, encourages the submittal of qualifications from, and consultant participation with, small, local, minority owned and women owned businesses. REQUIRED SUBMITTAL ELEMENTS: The following elements or sections must be addressed in the Request for Qualifications: 1. List firm name, location, telephone number and fax number. 2. Provide no less than three (3) case studies which illustrate the firm's ability to provide the necessary interior space programming consulting services for projects with similar size, scope and complexity. Please demonstrate the relevancy and similarity of the case study to the proposed project. 3. A reference list from current and/or recently completed projects. Identify the project by name and location, and give a brief description of the services provided. 4. Identify your firm as a minority owned business enterprise or women owned business enterprise (MBE/WBE), if applicable. ' 5. List, by name, any MBE/WBE firms which you have subcontracted in the recent past providing the name, address, telephone number and percentage of participation of the identified firm on any recent projects. For example: XYZ Company MBE/ Project Services 123 Anywhere Street WBE Description Provided of Partici- Anywhere, CA 90000 pation to Total Contract 6. Attach any other supplementary information on your firm, including project profiles, photographs, etc., as you feel necessary. Questions regarding the Request for Qualifications shall be directed to David J. Norman, Development Specialist, Economic Development Agency, 201 North "E" Street, San Bernardino, CA 92401 (909) 384-5081. • ATTACEMMT "A" PROJECT DESCRIPTION The Economic Development Agency of the City of San Bernardino (the "Agency") on behalf of a designated seven-member selection committee (the "Committee") , is soliciting statements of qualifications from various professional service providers for design and pre-construction services in preparation of the construction of two new office building towers for the State of California, which will include a parking garage and possible ground floor retail to assist in the revitalization of Downtown San Bernardino. This proposed governmental center is located in an area of Downtown San Bernardino commonly referred to as the "Superblock" bounded by 5th Street, "E" Street, 4th Street and "D" Street. The project is merely one block from City Hall, Court Street Square and the Downtown mall, commonly known as the Carousel Mall. The site is provided with convenient vehicular access from the I-215 freeway on both 5th Street and 2nd Street. The 4th Street frontage of the site is scheduled to become a major Omnitrans bus transfer station, and the Metrolink Commuter Station is located only one mile to the west. The preliminary site plan indicates that the best urban solution to the "Superblock" is to bisect the block with two new streets smaller in width than the existing streets. Such new streets will provide more pedestrian access as well as security by allowing vehicular movement through the center of the unusually large (600 feet square) existing City blocks. The ground floor, in all cases, is to be used or leased to promote and enhance the pedestrian activity of the common areas, both during the work day, evenings and on weekends. The Caltrans Building is projected to encompass approxi- mately 314, 467 gross square feet (building calculations at this stage do not include any allowance for basements, mechanical equipment space or retail space) in a 15 story tower. The Consolidated State Office Building will likewise be a major contribution to the new look of the renewal of Downtown San Bernardino. It is projected to have 212, 971 gross square feet on the same basis as the Caltrans building, but in an eleven (11) floor design. The two towers will be connected by a multi-level parking garage with possible retail uses on the ground floor. The garage will accommodate 11133 cars, 800 for Caltrans and 333 for the Consolidated State office building. 1� The two towers and the parking structure comprise one-half of the "Superblock" Plan. The Agency currently owns all properties necessary to commence construction of this first phase of development of the "Superblock" . The existing Police Station, currently located on 9th Street, has been scheduled for demo- lition after such time as a new Police Station has been constructed at 7th and "D" Streets. The tentative project development schedule outlines an aggressive yet realistic timeline for completion of the total development process. Occupancy dates for Caltrans and the Consolidated State office building commence in November 1995, and January 1996, respectively. k ADDENDUM NUMBER ONE REQUEST FOR QUALIFICATIONS STATE CONSOLIDATED OFFICES AND CALTRANS BUILDING SAN BERNARDINO, CALIFORNIA Programming Interior Design and Space Planning Services August 31, 1993 The Request for Qualifications dated August 30, 1993 is hereby amended in its first paragraph to read: The Economic Development Agency of the City of San Bernardino, on behalf of the designated nine member selection committee, requests qualifications from qualified individuals or firms for professional programming services for a State Consolidated Office Building and Caltrans Building to built on a city block bounded by "D" and "E" Streets, and Fourth and Fifth Streets, in downtown San Bernardino. A more complete description of the project is found in Attachment "A". It is the Agency's intention to only accept qualifications from programming firms for programming services only. Qualifications for interior design and space planning services will not be accepted at this time. If you have any questions or concerns, please do not hesitate to call David J. Norman, Development Specialist, at (909) 384-5081. This addendum is hereby added to the Request for Qualifications dated August 30, 1993 on this date. DAVID J. NORMAN, Development Specialist Development Department 4� -3 DATE is REQUEST FOR QUALIFICATIONS REVIEW COMMITTEE STATE CONSOLIDATED OFFICES AND CALTRANS BUILDING MINUTES September 13, 1993,9-.30 a.m. A meeting of the State Consolidated Offices and Caltrans Building Request for Qualifications Review Committee was called to order at 9:.40 a.m., on Wednesday, September 13, 1993 in the Board Room of the Economic Development Agency, 201 North "E" Street, San Bernardino, California, by Chairman and Councilmember Edward V. Negrete. MEMBERS PRESENT The Honorable Edward V. Negrete Judy Cady Roger Hardgrave Richard Mayo Susan Morales Jim Robbins STAFF PRESENT Ray Salvador, Administrative Assistant to the Mayor Mayor's Office David J. Norman, Development Specialist, Economic Development Agency MEMBERS ABSENT The Honorable Norine Miller PROGRAMMER SHORT LIST Members of the Committee came prepared with completed scoring sheets for the purpose of completing a short list for the position of Architectural Programmer. The Honorable Norine Miller delivered her scoring sheets before the meeting and her scores were incorporated Into the tally. Members of the Committee decided to briefly discuss various programming firms before any tallies were made. The first tally made was a "straw pole" indicating which firms would be included In the top five (5). Each Member of the Committee gave a point to their choice for I the top five (5) firms. Those scores are as follows: 1 ATTACHMENT "B STATE CONSOLIDATED OFF -S AND CALTRANS BUILDING REVIEW COMMITTEE Minutes of September 13, 1993 Page 2- FIRM SCORE 1. Skidmore, Owings & Merrill 7 2. Gensler&Associates 7 3. Keating Mann Jernigan Rottet 5 4. H. O. K. 5 5. SGS 5 6. UGI 3 7. Morimoto & Associates 0 8. Pacific Interior Design 0 9. SRA 0 10. Tsutsumida &Associates 0 11. Gabus, Inc. 0 12. Interni Design 0 After this list was made, a more formal tally was completed for all of the respondents from the cumulative scores of the seven (7) voting members. This tally is listed In descending order from highest rated firm to lowest rated firm: FIRM SCORE 1. Skidmore Owings & Merrill 88 `rr 2. Gensler&Associates 82 3. H. O. K. 76 4. SGS 74 5. Keating Mann Jernigan Rottet 63 6. UGI 51 7. Tsutsumida &Associates 46 8. Morimoto &Associates 41 9. Pacific Interior Design 38 10. SRA 37 11. Gabus, Inc. 34 12. Interni Design 32 Following the practice of the rating for the Project Administrator,the Committee took the raw scores from the seven (7) members and threw out the lowest and highest of the seven (7) scores to eliminate any skewing from either end. These scores essentially confirmed the previous scores, and they are presented in descending order: �Q STATE COMOMDATED OFF =S AND CALTRANS BUILDING REVIEW C ff1EE Minutes of September 13, 1993 Page-3- FIRM SCORE 1. Skidmore Owings & Merrill 64 2. Gensler&Associates 60 3. H. O. K. 55 4. SGS 54 5. Keating Mann Jernigan Rottet 51 6. UGI 39 7. Tsutsumlda &Associates 36 8. Morimoto &Associates 33 9. Pacific Interior Design 30 10. SRA 29 11. Gabus, Inc. 26 12. interni Design 24 Chairman Negrete made a motion, seconded by Mr. Hardgrave, that the five (5) highest rated firms be asked to Interview with the Committee and the Project Administrator. The motion was carried by unanimous vote. In addition,the Committee instructed Mr. Norman to ask the five (5) highest rated firms the following questions: 1. Explain their methodology of programming. 2. Who will be the principal Programmer or Project Manager of the programming team? 3. How long will the programming effort take? 4. What will be the output of the programming study? 5. What is the estimated fee? The tentative meeting date will be Monday, September 27, 1993, beginning at 9:30 a.m. The first interview would begin at 10:00 a.m. and each Interview would be limited to fifteen (15) minutes using the same form of rating sheet as was used for the Project Administrator interview. Ml r STATE CONSOLIDATED OFT =S AND CALTRANS BUILDING REVIEW COMMITTEE Minutes of September 13, 1993 Page-d- ADJOURNMEN The Review Committee adjourned Its meeting at 10:15 a.m. Respectfully submitted, DAVID J. NORMAN,Development Specialist DEVELOPMENT DEPARTMENT Reviewed and approved, WARD V. NEG ,Ckairman Councilmember,Ward 1 DJN:nml:3357J �O S ARp�Mo SQ � o '�I e ERNARDINO 300 NORTH'D'STREET,SAN BERNARDINO.CALIFORNIA 92418 •�pG'�DED tN EDWARD V. NEGRETE Councilman,First Ward (909)384-5268 DATE: September 28, 1993 TO: The Honorable Tom Minor, Mayor City of San Bernardino FROM: The Honorable Edward V. Negrete, Councilman, Ward I City of San Bernardino SUBJECT: STATE CONSOLIDATED OFFICES AND CALTRANS BUILDING PROJECT PROGRAMMER RECOMMENDATION COPIES: Review Committee Members; Executive Assistant to the Mayor; Administrator - EDA; Executive Director, Development Department; Deputy Director, Development Department; File As Chairman of the State Consolidated Offices and Caltrans Building Qualifications Review Committee, I am pleased to inform you that at its meeting of September 27, 1993, the Committee, after further review of submitted qualifications materials and interviews with five (5) short listed firms, recommends to the Mayor and Common Council the architectural firm of Keating Mann Jernigan Rottet to act as Programmer for the development of the State Consolidated Offices and Caltrans Building on the Superblock site in downtown San Bernardino. Please find attached to this memo minutes of our meeting detailing actions taken by the _ Committee, and most importantly, the system used to select the most qualified firm. On behalf of the Committee, I believe Keating Mann Jernigan Rottet will provide Caltrans and the State with an excellent program upon which the City can build efficient and cost effective buildings for the Superblock. EDWARD V. NEGRET ouncllman, Ward DJN:nml:progsict.mem Attachments t PRIDE IN PROIRESS ATTACHMENT "C" ,a i REQUEST FOR QUALIFICATIONS REVIEW COMMITTEE STATE CONSOLIDATED OFFICES AND CALTRANS BUILDING MINUTES September 27, 1993, 9:30 a.m. A meeting of the State Consolidated Offices and Caltrans Building Request for Qualifications Review Committee was called to order at 9:30 a.m. on Monday, September 27, 1993 in the Board Room of the Economic Development Agency, 201 North "E" Street, San Bernardino, California, by Chairman and Councilmember Edward V. Negrete. MEMBERS PRESENT The Honorable Edward V. Negrete The Honorable Norine Miller Judy Cady Roger Hardgrave Richard Mayo Susan Morales Jim Robbins ' STAFF PRESENT David J. Norman, Development Specialist, Economic Development Agency STAFF ABSENT Lorraine Velarde, Executive Assistant, Mayor's Office OTHERS PRESENT David Padrutt, Contract Project Administrator Kevin Hayes, The Staubach Company PROGRAMMER INTERVIEWS Mr. Norman spoke to the Committee about the necessity of keeping track of the time schedule process due to scheduling conflicts later in the day with other Members of the Committee. Mr. Padrutt made general comments about the firms and his experience in the private sector with such firms. Discussion centered on Mr. Padrutt's experience with programming efforts and the relationship to the development process. / O S t INTERVIEWS i The SGS Group began its presentation at 10:04 a.m. and concluded at 10:18 a.m. Skidmore Owings and Merrill/Sindik Olson Associates began their presentation at 10:20 a.m. and concluded at 10:50 a.m. Keating Mann Jernigan Rottet began its presentation at 10:50 and concluded at 11:20 a.m. H. O. K. began its presentation at 11:25 a.m. and concluded at 11:40 a.m. Genseler and Associates - Villanueva/Arnoni began Its presentation at 11:40 a.m. and concluded at 12:15 p.m. PROGRAMMER RATINGS AND RECOMMENDATIONS The Committee performed two different numerical ratings for each of the firms interviewed. The first rating was a strict numerical rating based on the cumulative total of all seven voting Committee Members. The cumulative totals of the firms are presented in descending order. Elan Total Score Keating Mann Jernigan Rottet 636 Genseler and Associates - Villanueva/Arnoni 584 Skidmore Owings and Merrill/Sindik Olson Associates 533 H. O. K. 524 The SGS Group 495 As is the Committee's previous practice, the Committee took the raw scores from the seven members and threw out the lowest and highest of the seven scores to eliminate any skewing from either end. These scores essentially confirmed the previous scores and they are presented in descending order. ELM Total Score Keating Mann Jernigan Rottet 474 Genseler and Associates - Villanueva/Arnoni 419 Skidmore Owings and Merrill/Sindik Olson Associates 393 H. O. K. 385 The SGS Group 375 Mr. Robbins made a motion that the Committee forward to the Council the name of Keating Mann Jernigan Rottet for approval of a contract for programming services, seconded by Chairman Negrete. The motion was carried by unanimous vote. f 1D 1 ADJOURNMENT The Review Committee adjourned its meeting at 1:00 p.m. Respectfully submitted, DAVID J. NORMAN, Development Specialist Reviewed and approved, EDWARD V. NEGRttE, Chairman Councilman, Ward I scomints.927 1 r i i a r a SCOPE OF SERVICES �✓ PROGRAMMING CONSULTANT The development of the State Consolidated Offices and Caltrans Building in downtown San Bernardino on the "Superblock" bounded by "D" and "E" Streets and Fourth and Fifth Streets is one requiring the abilities of a firm which can perform architectural programming. As presently envisioned, the project will involve the development of one fifteen (15) story office tower of approximately 315,000 gross square feet, an eleven (11) story office tower of approximately 213,000 gross square feet and a parking garage which will accommodate approximately 1,100 vehicles; however, as the program for the offices is developed, this concept could change. It will be necessary for the Programmer to determine and analyze user needs in order for the Agency to establish shell requirements. Conceptually, the Programmer will be required to determine and analyze the needs of the twenty-four (24) user agencies for the State Consolidated Offices and ten (10) divisions with eighty (80) branches (or subdivisions) for Caltrans. SERVICES REQUIRED Consultant agrees that it will provide programming services and ten (10) copies of deliverables as described in its presentation of programming methodology on September 27, 1993 (incorporated as Attachment "A") and in accordance with the Scope of Services presented below. Further, Consultant agrees that such information shall be the sole property of the City of San Bernardino Economic Development Agency. r. 1. Meet with the client to establish team responsibilities, methods of approval, project procedures and schedule requirements. 2. Consult with the Client to determine their criteria and objectives regarding design quality and the Clients' budget for the project. 3. Tour the Client's existing offices and review the space allocations and operational aspects that may affect the Project. 4. Conduct interviews with the Client team to obtain information regarding space usage, projected growth or organizational changes, including: a. Size and function of departments. b. Document space use by department. C. Requirements for offices, work stations (secretarial, clerical, managerial and professional) and common use areas (conference, reception, files, storage). d. Requirements for special areas and support areas (i.e., secured file area, accounting,computer area). e. Adjacency priorities, i.e., relationships among various groups affecting work- flow and communications. f. Qualitative analysis of Client's expectations. ATTACHMENT . 66D99 5. Document and tabulate a Space program report that will include the following: a. Summaries and tabulations of personnel and departmental square footage and special requirements at move-in and for target years. b. Space standards for offices and work stations. C. Space standards for auxiliary work areas, including filing, storage and equipment. d. Requirements for specialized areas such as conference rooms, word processing, computer, and mail. e. Adjacency relationships, internal and external. L Blocking and stacking diagrams. g. Various floor plate analysis and comparisons and configurations. 6. Based on the above, prepare a Preliminary Schedule of Key Milestone Dates and a Preliminary Statement of Probable Cost for construction, furniture and related items. 7. Present the above information to the Client for review and written approval. 8. Document, in writing to the Client, your understanding of the Client's budget for construction, furniture, etc. 9. Designer will be responsible for preparing minutes of all meetings, documenting topics discussed, actions taken, and actions required. r KEATING MANN JERNIGAN • ROTTET =' �I "r A R C H I T E C T U R E A N D I N T E R I O R S PROGRAMMING METHODOLOGY Based on our understanding of your needs,Keating Mann Jernigan Rottet proposes to approach the Programming process for the State Consolidate Offices and CalTrans in the following manner. =" Initially,we will conduct a Macro Programming effort sufficient to allow the architectural process to begin. A separate program will be issued for the State Consolidated Offices and for CalTrans although the same programming team will develop both programs. These macro programs will report and analyze user needs to determine basic building requirements such as square footage, floor plate size and configuration, floor to floor heights,structural requirements, mechanical and electrical requirements and any other special requirements such as separate cafeteria or data center. The program will include the following information and will be reported in manner similar to the examples exhibited at the meeting on September 27, 1993. r Current and projected population by department. General office and workstation requirements. General file and storage requirements. Visitor and staff parking requirements. .�. Loading and disbursement requirements. General equipment requirements. General conference and training requirements. _ Special requirements such as structural, mechanical, electrical, UPS, plumbing,tele- communications. Department adjacencies and special locations. =� Special requirements such as cafeteria and other employee amenities. A Micro level program included detailed information about all office worksurface,file and equip- ment requirements may be conducted simultaneous with the early phases of building design. This method is often advisable as detailed department requirements change frequently and this will eliminate costly dual programming efforts. STATE OFFICES/CALTRANS 27 SEtrrF. ou 1993 Attachment "A' ,r ' KEATING MANN JERNIGAN • ROTTET ' > ' ARCH 1.T E C T U R E A N D INTERIORS ii MACRO-PROGRAMMING METHODOLOGY A. Information Gathering A meeting will be held with key personnel from the State and CalTrans to share existing program- ming information such as organization charts,personnel lists and growth projections,existing floor plans,and other information as is available. At this tune,preliminary workstation standards will be reviewed and determined for programming purposes. At this time an outline of personnel to be interviewed will be determined and an interview schedule set. Keating Mann Jernigan Rottet will make a recommendation as to the types of personnel to be interviewed in order to gain the best understanding of the State's and Caltrans'needs. During the interviews,questionnaires will be filled out by the design team and given to department heads for review and supplement as necessary. In addition,tours of existing facilities and depart- - ments are extremely helpful in ascertaining the overall scope of each department and to review items which may not be brought out in the interview process. j This information will be entered into our Space Programming System for compilation and sorting of data. A Draft Program will be issued for review and comment by the State and Ca1Tlans. The design team will revise the program based on these comments and issue a Scope Program Report. This _ macro-programming approach will allow the necessary information to be obtained in a timely way, yet provide a good basis for detailed programming at a later date. B. Space Programming System 3 The Space Program is designed to assess the physical needs of the User,both quantitative and quali- tative. An organization chart is developed for the purpose of understanding the User and breaking down the organization into units that need to be programmed individually. The Scope Program Report will consist of the following: Organization Tables and Charts identifying all groups in the Project including the organization's name and the names and dates of those interviewed. Summary of Space and Workstation Standards reporting furnishings and equipment re J) quirements for typical workstations and common areas throughout the Project. These stan- dards are referred to while recording departmental requirements. Space and Workstation Standards define area requirements including the area required for circulation. STATE OFFICES/CALTRANS / 27 SEPTEMBER 1993 /� •'� KEATING MANN JERNIGAN .• ROTTET ;. A R C H I T E C T U R E A N D I N T E R I O R S .i i Group Attribute Reports including departmental-based requirements such as Adjacencies to other departments; requested Facility Amenities and Building Services and requirements i for Visitor and staff parking requirements,general conference room requirements,special , requirements for building systems such as unusual structural loads,mechanical requirements for after-hours air conditioning and/or unusual loads,electrical service including Uninteruptable Power Supply,plumbing and telecommunications. i Space Requirements list detailed requirements forpersonnel,common areas,filing and equip- -' ment. Quantities and total net area required are listed for each item and for each of the projected planning dates. The Summary of Population and Area summarizes the useable area requirements and popu- lation for each group including sequential and accumulated growth rates. The Summary of Space Assignments listing all workstation and office assignments con- finning that workstation and office standards are applied rationally and uniformly. In addition,notes taken during the interview process along with other acquired material are organized and published along with the Programming Reports. C. Program Analysis Throughout the Programming process, the design team is involved in evaluating the information received and makes recommendations as appropriate in order to assist the State and CalTrans in making decisions of growth patterns and plans for anticipating long-range space needs; functional and hierarchical space relationships;appropriate space relationships for operational/productivity ef- ficiencies;appropriate strategies for consolidation or off-site housing of some departments;and simi- lar issues. w After the preliminary program has been approved the design team will further analyze the informa- tion grelimina p m athered to determine requirements as they relate to specific building design parameters. The design team will create block diagrams showing possible departmental relationships on a horizontal s basis and stacking diagrams showing the relationship on different floors. These diagrams will be drawn for a requirements at move-in as well as for future projects so as to determine the effects of '+ growth on the location of individual departments. The diagrams will be presented for review and comment by the State and CalTrans. A preliminary Project Budget and Schedule for construction and acquisition of furnishings will be developed at this time for use in the development of the overall building program. STATE OFFICES/CALTRANS 27 SEPTExmER 1993 /� �/ // �/ L, ,� ~�� s'` -mot►• /IJC.GL*sJri' G/9- � � 9P S- e`f�.f� .�C�./c-o�.-Z..�j ��st�.�c� c. ��:-�.Z�-` �,�sC-.q , ��r--t�,,C,.z..•G t�✓.�-�✓ ,�.- cf✓ �y-,,o�'�aC' f �--•L tz,,...i �����-c�...�i °f�..2`�e����Z�,�� � C �'. � mot, ,.r �J'��'�`�-„�'` ry,v,w ep,v o SB 5,5 Z-0 r5 22 '23 LO J/Z f "' STREET .y IS t W L�ls 4 Pa ,FGQ �Y KFt2S0 rw STREET m,p T AM�fZ tC�N T tt'L.Tc l NSU2. 8.2rCo-93 { U Sl1QpED POCZTIONS ON I5LOC44 2°) O\VNED b,( CIT-y JS.P>. 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