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Home My WebLink AboutCOW 2015-12-14 Item 3B - Discussion - Facilities Needs Analysis and Feasibility Study: Facilities Plan Funding OptionsCOUNCIL AGENDA SYNOPSIS Ltitials Meeting Dale Prepared 'y ltilappr:r r 12/14/15 BG Council review ITEM INFORMATION ITEM No. CAS NLrN1131:1t: STAFF SPONSOR: BOB GIBERSON ORIGINAL A(3ENDA DATE: 12/14/15 is l).� 1 i is 'Trrrl,l: Facilities Needs Analysis and Feasibility Study - Phase 4 Funding and Phasing Overview CATEGORY 1 !, Discussion [1 Motion ❑ Resolution 0 Ordinance ❑ Bid Award Briefing ❑ Other • Public Hearing Ming Date 12/14/15 Mtg Date lbttg Date Alts Date Mtg Date MMq Dale Mtg Date SPONSOR Si i )NS ( )R': SvM\I.11ty Council ❑ Mayor ❑ HR ❑ DCD Finance ❑ Fire ❑ IT ❑ P&R Police This Phase 4 presentation will focus on the funding and phasing options for alternative facility capital projects. RI,1'iI:V['f:ll B'1 ❑ COW Mtg. El Utilities Cmte DATE: ❑ CA &P Cmte ▪ Arts Comm. ❑ F &S Cmte ❑ Parks Comm. COMMITTEE CHAIR: ❑ Transportation Cmte ❑ Planning Comm.. RECOMMENDATIONS: SP( )NSOR/ADMIN, Public Works CoMNIII 'l.i- N/A COST IMPACT / FUND SOURCE EXPNNI I'i"UR1: RI:QUIltl i7 $o AMOUNT BUDGETED $0 APPROPRIATION REQUIRED $0 Fund Source: Cornnreniv: MTG. DATE RECORD OF COUNCIL ACTION 01/13/14 Work Session 04/14/14 Briefing 05/12/14 Work Session 6/2114 Briefing MTG. DATE ATTACHMENTS 12/14/15 Informational Memorandum dated December 11, 2015 Power Point Presentation Facilities Study Executive Summary Facilities Study 23 -Page Summary *Please bring Draft Facilities Study binders provided under separate cover* (draft study is available on the Facilities Study webpage) 1 0 TO: City of Tukwila Jim Haggerton, Mayor INFORMATIONAL MEMORANDUM Mayor Haggerton City Council FROM: Bob Giberson, Public Works Director DATE: December 11, 2015 SUBJECT: Facilities Study - Draft Report Steering Committee Recommendation ISSUE Discussion of Steering Committee Recommendation BACKGROUND Over the last several years, staff and the consultant team have worked with the Steering Committee and Council to draft this Facilities Study and provide Steering Committee Recommendations. We have reached consensus on needs, conditions, and alternatives. We have nearly completed Phase 4 and will be working to communicate the Steering Committee recommendations for funding and phasing. DISCUSSION This presentation will briefly run through a refresher on the our phases of the study and focus on the Steering Committee recommendations for alternatives, funding and phasing. RECOMMENDATION Staff is asking for Council consensus to proceed with community outreach regarding the Steering Committee recommendation and report back to Council in March 2016. 11 City of Tukwila Facilities Needs Assessment and Feasibility Study Phase 4 Steering Committee Recommendations December 14, 2015 Committee of the Whole rocergusimLLEn :ill BERK ARCHITECTURE & PLANNING STRATEGY n ANALYSIS. COMMUNICATIONS (07•' Introduction Facilities Needs Assessment and Feasibility Study STEERING COMMITTEE RECOMMENDATIONS December 14, 2015 Tonight's Presentation Process Refresher Phase 1 Refresher Phase 2 Refresher Phase 3 - Steering Committee Recommended Alternatives Phase 4 l4Y- Steering Committee Recommended Funding and Phasing Community Outreach and Engagement What's next? Process Facilities Needs Assessment and Feasibility Study STEERING COMMITTEE RECOMMENDATIONS 01 Phase One What are the facilities needs? ■ Identify current use ■ Estimate current space needs • Project future space needs Phase Two How suitable are our current facilities? ■ Inventory existing facilities • Assess suitability for use a Assess condition All Staff Feedback Phase Three What's the best plan for Tukwila? • Identify alternatives (buy, build, lease Assess alternatives ▪ Identify the preferred approach Community Outreach and Engagement Phase Four How do we get there? • Phasing and Funding Plan Staff Feedback December 14, 2015 3 Phase 1 Facilities Needs Assessment and Feasibility Study STEERING COMMITTEE RECOMMENDATIONS December 14, 2015 Facility Space Needs Existi ng space 2013 needs 2040 needs • 205,237 f3t-, 567 0 50,000 100,000 150,000 200,000 250,000 l4Y- 4 Phase 2 Facilities Needs Assessment and Feasibility Study STEERING COMMITTEE RECOMMENDATIONS Assessment of Existing Facilities rebuild George Long Minkler Shop Fire Stn #54 aUnsuitable condition December 14, 2015 remodel maintain City Hall Golf Maint. TCC Suitable condition 5 Phase 3 Facilities Needs Assessment and Feasibility Study STEERING COMMITTEE RECOMMENDATIONS December 14, 2015 Steering Committee Recommended Alternatives Public Safety Building $25.5 M Police & Courts combined in a new location. • 2019 move -in • 2034 move -in 5 City Shops Facility $26.2 M Both current shops demolished and new shops combined on a new location either concurrently with or after the Public Safety Building • 2019 move -in • 2036 move -in ° City Hall Campus $18.1 M 6300 to be demolished and City Hall expanded on current location after move -in to new Public Safety Building. • 2022 move -in lD 00 O N d" lD 00 O N d" lD CO 0 c-1 c-1 N N N N N CO CO CO CO m O 0 0 0 0 0 0 0 0 0 0 0 0 N N N N N N N N N N N Ni N /0- 6 Phase 4 Facilities Needs Assessment and Feasibility Study STEERING COMMITTEE RECOMMENDATIONS Steering Committee Recommended Funding and Financing Fund A. with UTGO (voted) bonds and '',k with 63 -20 financing. CO 1. Site Selection & Entitlements - . • ; public vote for PASS ACCEPT Issue RFP' for ' X16 Desi • n & Build - Design & Permit - 2017 2018 2019 MOVE IN 2020! Build MOVE IN 2020! 2020 December 14, 2015 LEGEND 0 Council Decision Community Input Construction Phase 2021 2022 MOVE IN 2022! 7 Phase 4 Facilities Needs Assessment and Feasibility Study STEERING COMMITTEE RECOMMENDATIONS December 14, 2015 Recommended Community Outreach Road Show TIBAC, COPCAB, Tukwila Rotary, Southcenter Rotary, Southwest King Chamber of Commerce, Tukwila Historical Society, Equity and Diversity Commission, Library Advisory Board, Arts Commission, Parks Commission and Sustain the Pool Other Draft Report and Summary on website Narrated video of Road Show on website and TukTV TukTV Tukwila, Your Community episode Reporter — City Pages E- Hazelnut Mailing Open House Social media Internal communications Phase 4 Facilities Needs Assessment and Feasibility Study STEERING COMMITTEE RECOMMENDATIONS December 14, 2015 What's next? NEXT STEP TARGET DATE Council review of Steering Committee December 14, 2015 Recommendations Public Outreach January /February 2016 Council Plan Adoption March 2016 Council Selection of Funding Program March 2016 Pursue Funding Program April 2016 9 Facilities Needs Assessment and Feasibility Study STEERING COMMITTEE RECOMMENDATIONS Questions? December 14, 2015 l4Y- 10 City of Tukwila INVESTING IN TUKWILA • • ESSENTIAL GOVERNMENT SERVICES FACILITIES PLAN 2015 -2040 This Facilities Plan for Essential Government Services provides a roadmap for the City of Tukwila to build the necessary facilities to ensure long -term financial sustainability, optimize organizational efficiencies, and maximize public safety. The process was led by a Steering Committee comprised of community volunteers, City Council members, and City administrators, with architectural and public finance consulting support. The resulting plan is based on a robust facility needs assessment including an estimate of current and future facility needs and a defensible assessment of current facility condition and suitability. It includes a destination, that is, a planning -level description of the City's facilities needs to 2040 as well as potential funding pathways the City can pursue. The report provides an important knowledge basis and flexible planning tools to help the City and the community move forward to address the facility needs for essential government services in a manner that reflects Tukwila's vision and goals. PHASE 1: FACILITY SPACE NEEDS Using contemporary space assumptions, Tukwila's current essential government services need roughly 205,237 square feet of space to support efficient operations. This includes general office space, shops, fire stations, and public safety facilities. Using a conservative estimate of future population and employment growth, Tukwila is projected to need 235,567 square feet of space by 2040, with the greatest growth occurring in public safety, fire stations, and shops. Current facilities are undersized for current needs, and projected to be even more undersized in the future. FIGURE 1: TUKWILA SPACE NEEDS Existing space 2013 needs 2040 needs 144,044 sf. 205,237 sf.. 235,567 sf. 0 50,000 100,000 150,000 200,000 250,000 PHASE 2: ASSESSMENT OF EXISTING FACILITIES The City's existing facilities were evaluated by outside experts according to criteria established by the Steering Committee and staff, and reflecting the priorities set out in the City's Strategic Plan. Based on the cumulative scores across the criteria the Steering Committee made recommendations on whether the facilities should be replaced, remodeled, or maintained for continued City use. FIGURE 2: FACILITY ASSESSMENT OF SUITABILITY RESULTS Fire Station #51 6300 Building Fire Station #52 Fire Station #54 Minkler Shop — George Long Shop City Hall +1 Fire Station #53 Golf Maintenance Tukwila Community Center Unsuitable condition Suitable condition M UPDATED: 12/08/15 23 Based on the cumulative scores across the criteria, the Parks and Golf Maintenance building, the Tukwila Community Center, and Fire Station #53 all had attributes and strengths that outweighed any deficiencies, making these facilities suitable for maintaining. Both shops (Minkler and George Long), the 6300 Building, and the other three Fire Stations all had deficiencies that outweighed their attributes, making these facilities candidates for demolition and replacement. City Hall had both deficiencies and attributes that balanced one another. The analysis demonstrated a number of significant deficiencies in City Hall's design and systems, however the high quality of original construction, familiarity of the public with its location, and the distinctive architectural character led the Committee to recommend City Hall be remodeled rather than demolished and replaced. PHASE 3: RECOMMENDATIONS Alternatives were developed based on the condition and suitability of existing buildings, a study of the ideal adjacencies among workgroups, and additional criteria set forth in discussions with the public, City Council, the Steering Committee, and staff. The Steering Committee recommendations prioritize public safety functions early in the project phasing and keep City Hall functions at the existing site. Siting considerations are recommended to preserve the long -term ability for expansion. The Steering Committee also favors a schedule that is as quick as possible, provided effective managerial oversight and financial feasibility, to minimize risk associated with rising construction costs and interest rates FIGURE 3: PREFERRED ALTERNATIVE 1 1 /, Public Safety Building $25.5 M Police & Courts combined in a new location. 2019 move -in Police Precinct $4A M 2034 move -in City Shops Facility $26.2 M Both current shops demolished and new shops combined on a new location, either concurrently with or after the Public Safety Building ■IVI 2019 move -in City Hall Campus $18.1 M 6300 to be demolished and City Hall expanded on current location after move -in to new Public Safety Building. ■ 2022 move-in 2036 move -in LD N 00 0 N 0 0 N N 0 N r1 N a N 00 N 0 N 0 m 0 N m 0 N 0 0 N 0 m 0 N PHASE 4: FUNDING AND FINANCING The Plan represents a 25 year strategy for meeting the City's facility needs for essential government services. The Plan offers funding and financing options, and is flexible enough to accommodate changes in city services and circumstances. Four funding and financing alternatives were explored for their overall impact to the City's planned capital facility projects, impact on debt capacity, impacts to rate payers, and overall costs. The financial analysis demonstrates the need for debt to finance some or all of the major facility projects, and likely additional revenue generation to cover debt obligations. 63 -20 financing is also a feasible option for the Public Safety Building or City Shops Facility. The final Plan provides a funding decision tree to guide the City's implementation of this facilities plan. Staff recommend funding and financing this Facilities Plan through a mix of UTGO (voted) bonds for the public safety building, 63 -20 financing for the city shops facility, and LTGO (councilmanic) bonds for the City Hall improvements. FIGURE 4: STEERING COMMITTEE RECOMMENDED FUNDING PLAN Fundy rEth IlFGfi (vetted' hands and with 63-20 flnandri t_.. 5ite Selection & Entitlements - 24 Zctnmlati4input. public vote n Hold I - k [hesi n & Build - py tI i Cr--istastrairb Ph Design .& Permit- ri INAAv *Mt for Jd° °= { I t i Build - Is>atie RFP' for MIw IY 00 m 0 0 0 N DRAFT: 12 -14 -2015 SUBMITTED TO CITY COUNCIL CITY OF TUKWILA INVESTING IN TUKWILA: ESSENTIAL GOVERNMENT SERVICES FACILITIES PLAN 201 -2040 Rice Fergus Miller BERK Consulting 25 Led by a Steering Committee comprised of community volunteers, City Council representatives, and city staff, the City of Tukwila has conducted a facilities planning process started in 2013. This document presents the culmination of these efforts in a plan for ensuring adequate facilities to support essential government services in Tukwila. The following table presents the next steps in the process to allow adoption by City Council early in 2016 ARGET DATE City Council review of Steering December 14, 2015 Committee Recommendations Public Outreach City Council Plan Adoption City Council Selection of Funding Program Notify King County of Election Plans (if part of Funding Program) Pursue Funding Program selected, as per Implementation Decision Tree January and February 2016 March 2016 March 2016 April 2016 April 2016 26 INTRODUCTION The City of Tukwila has undergone many changes over the last 45 years, growing from a community of 1,800 in 1960 to a municipality serving nearly 20,000 residents and a daily population of over 100,000 employees and visitors in 2015. This Facilities Plan for Essential Government Services provides a roadmap for the City to build the necessary facilities to ensure long -term financial sustainability, optimize organizational efficiencies, and maximize public safety. Figure 1 presents a high -level overview of the facility planning process undertaken by the City. The process was led by a Steering Committee comprised of community volunteers, City Council members, and City administrators, with architectural and public finance consulting support. FIGURE 1: TUKWILA FACILITIES PLANNING APPROACH PHASE ONE What are the facilities needs? • Identify current use • Estimate current space needs • Project future space needs PHASE TWO How suitable are our current facilities? • Inventory existing facilities • Assess suitability for use • Assess condition What's t e:h plea fig' T f_kwfta? • Identify alternatives (buy, build, lease) • Assess alternatives • Identify the preferred approach PHASE FOUR How do we get there? • Phasing and Funding Plan The resulting plan is based on a robust facility needs assessment including an estimate of current and future facility needs and a defensible assessment of current facility condition and suitability. Following the needs assessment, the Steering Committee examined the City's current fiscal position and explored funding and finance options. This final report includes a destination, that is, a planning level description of the City's facilities needs to 2040 as well as potential funding pathways the City can pursue. The report provides an important knowledge basis and flexible DRAFT I Submitted to City Council December 14, 2015 1 27 INVESTING IN TUKWILA: ESSENTIAL GOVERNMENT SERVICES FACILITIES PLAN 2015 -2040 planning tools to help the City and the community move forward to address the facility needs for essential government services in a manner that reflects Tukwila's vision and goals. PHASE 1: FACILITY SPACE NEEDS ASSESSING CURRENT NEEDS In Phase 1, the consulting team assessed the City's current functions and developed predesign estimates of current facility needs and projected needs thorough 2040. Current space needs were determined based on nine workgroups established in collaboration with City staff. The space needs of each workgroup were estimated using one of two approaches: is The staffing -based approach employs evidence - based, industry standards to estimate the total square footage, based on the workgroup's staffing. ■ The program -based approach uses program elements to identify facilities that support similar functions in other jurisdictions, as a reference for estimating the space needs. Appendix A provides the detailed analysis of current and future space needs. Figure 2 presents the total space needs for each workgroup. Based on the City's current program and services, the City's current (2013 -2014) space needs amount to 205,236 square feet, assuming updated systems and an optimized layout. This is inclusive of all space needs, including general office space, fire stations, police functions, and public works (shops). The City currently supports these essential government functions with 144,044 square feet, much of it not well designed for its current use and lacking up -to -date systems. The analysis finds that the City's current facilities are undersized for current needs. DRAFT I Submitted to City Council December 14, 2015 2 28