Item A: City Council Priority Issue - City Hall Complex

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The staff team for the first three phases of the action plan consists of Jim Carlson as the lead Execu- tive Manager, Mike Penwell as the project lead, and a committee consisting of members from Facility Management, Finance, Planning and Development, Public Works, Municipal Court, and Police as well as the City's Public Information Officer. Many other staff members from across the City organi- zation will be tapped for their expertise in specific areas and to provide input to the consultant team during programming and design review. The appropriate staff team for design and construction will be assembled at the beginning of phase four and would presumably include some of the same com- mittee members that participated in the first three phases. E. Resource Needs The total cost of fully resolving the City Hall/Police Building issue will likely exceed $100 million including design and construction costs for almost any of the possible scenarios for the City Hall Complex. However, the funds will be allocated and spent incrementally with multiple opportunities for monitoring and evaluation by City staff, the council, and the public. A rough estimate of costs by component is as follows: 1. Phase One - Policy Advisement a. Select consultant team b. Conduct a facilitated session with council to identify and provide direction on policy issues: $30,000 c. Adopt initial policy direction 2. Phase Two - Adopt the City Hall Complex Development Plan a. Complete the master planning and public participation process: $300,000 - $400,000 b. Adopt the Development Plan 3. Phase Three - Adopt the City Hall Complex Implementation Plan a. Complete schematic design and implementation options: $250,000 - $350,000 b. Adopt the Implementation Plan 4. Phase Four - Design and Construction of the City Hall Complex: $100,000,000+ The majority of the costs related to completion of both the Implementation Plan and the Development Plan are consultant fees. A portion of project staff time will be charged to the project as Professional Service Fees (PSF), reflecting the City's policy of recovering capital project-related staff costs through charges to projects. Other staff time is already included in departmental budgets, but allo- cating resources to this action plan may reduce time available for other ongoing departmental work programs. The costs for materials, supplies, and consultant reimbursable expenses should be a rela- tively small percentage of total project costs. As a point of comparison, the consultant contract for EWEB' s current planning process is just under $800,000 for a scope of work roughly equivalent to phases one through three described above. F. Monitoring and Evaluation This action plan is focused on specific outcomes in the form of initial policy advisement, a completed City Hall Complex Development Plan, a completed City Hall Complex Implementation Plan, and design and construction of facilities to carry out the Implementation Plan. A detailed work program and time line for Phase One and Two of the action plan has been developed, and will be updated during execution of Phase One. Progress on Phase One and Two will be monitored through the detailed work program and timelines. Council approval of each project phase will be the primary measure of success in meeting proposed outcomes for the first three phases, with authorization to ini- tiate construction projects indicating the measure of success for Phase Four. Ultimately, the action plan will be considered a resounding success if construction has begun within five years on at least the initial phase of the City Hall/Police Building.