Item A: City Hall Complex Priority Issue

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Eugene City Hall Master Planning Utility and Maintenance Costs June 29, 2006 Page 8 General discussion about maintenance costs associated with the existing City Hall have been dis- cussed with the City of Eugene’s Facility Management Division, followed by a focused review of maintenance budgets for fiscal year 2007. Based on the information collected in these activities, the maintenance cost categories indicated in Table 11, have been developed. Table 11. Summary of Existing Building Maintenance Costs. Annual Building Major Capital Deferred Operations Maintenance Maintenance Maintenance, Facility Costs, $/SF Costs, $/SF Budget, $/SF 2006 $ [1] Source Eugene City Hall $ 4.56 $2.50 $5.59 $8,800,000+ Glen Svendsen, personal interview and FY07 budgets 858 Pearl (PW) $4.41 $2.40 $7.04 -- FY07 budgets Eugene Public Library $8.99 $2.37 $3.35 -- FY07 budgets Atrium Building TBD [3] TBD [3] TBD [3] TBD [3] Eugene Hotel [2] TBD [3] TBD [3] TBD [3] TBD [3] City Prosecutor Office [2] TBD [3] TBD [3] TBD [3] TBD [3] Parcade [2] TBD [3] TBD [3] TBD [3] TBD [3] Average Existing Cost [4] $ 4.48 $2.45 N/A N/A [1] For existing City Hall, this includes deferred maintenance (pre-2004) and “current” deferred maintenance (2004-2006) of $5,000,000. Anticipated emerging maintenance for the next 5 years is projected to increase deferred maintenance to $28,900,000 by 2011. [2] City occupied space in larger building. [3] To be determined; Current WSSS use and cost information is being obtained for these buildings but has not yet been analyzed and converted to a cost index. [4] Based on the average of the Eugene City Hall and 858 Pearl costs. Similar to the analysis applied utilities cost, ongoing maintenance cost indices or target costs have been projected for each of three construction cases. The expectations for cost reductions were developed and discussed jointly by the design team and Facility Management Division representa- tives, and are based on the team’s mutual experience relating to maintenance of municipal build- ings. Table 12 summarizes the established maintenance cost targets. Table 13 summarizes the results of a weighted average calculation that results in estimated maintenance costs for each of the six options. Note that Annual Capital Maintenance and Deferred Maintenance are NOT included in the pro- jected life cycle cost associated with ongoing building maintenance. These categories of mainte- nance cost do not, in general, apply to newly constructed or renovated buildings, and are therefore not included in the following cost discussion. They do, however, have special meaning relative to the existing City Hall infrastructure. To the extent that Annual Capital Maintenance and/or Defer- red Maintenance is significant to any option, consideration of the cost impact can be based on costs presented in Table 11 above, and more detailed discussion with City Staff outside the scope and context of this document. Table 12. Maintenance Cost Targets for Three Construction Cases. Building Major Operations Maintenance Construction Case Cost, $/SF Costs, $/SF Notes New construction, maximum Assume 10% reduction of average cost for $4.03 $2.20 flexibility to integrate sustainability City Hall and 858 Pearl. New construction, with some limits Assume 7.5% reduction of average cost for $4.15 $2.26 to design and flexibility City Hall and 858 Pearl. Major renovation of existing City Assume 5% reduction of average cost for City $4.26 $2.33 Hall Hall and 858 Pearl.