Agenda - 06-23-2009 - 3 - Laserfiche WebLink

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and remained so until June 2, 2009 when the Board approved funds and indicated the desire to see a revised scope of work which would utilize the existing space. Guiding Principles Staff has heard the Board's discussion and understands the desire to complete this project is a fiscally prudent manner. In the absence of information to the contrary, the following guiding principles will be used to complete the renovations: • The Link Center's current floor plan is to be used with as little modification as practicable while maintaining efficient departmental operations. • Costs are to be contained to the extent possible while still delivering operationally functional space. • Work would not exceed $425,000 for Phase I as cited in the June 2, 2009 approval. • Work would not exceed $575,000 for Phase II, which under this proposal includes development of facility conference rooms, as well as the Board meeting room and technology associated with its operation. Suggested Development Process It has been the Board's practice to involve planning committees on new facilities since at least 1998, particularly when the building affected specific user groups, such as with the two Senior Centers. Office buildings with primarily departmental usage included Commissioner participation and approval at strategic points, but left much of the planning to the department directors and their staffs, such as was the case with the Link Center in 1992. Given the expedited delivery we have imposed on ourselves through the reallocation of the Government Services Center Annex (GSC-A) to the Board of Elections by November 4, 2009, staff is proposing a hybrid version of our previous planning processes that will hopefully provide an appropriate level of involvement by stakeholders and will give Commissioners ample opportunity for input and approval. This process is of course only suggested and can be modified as the Board sees fit. • Step 1: Agree to complete the project in two phases: o Phase 1 ~~development of office space for the Clerk to the Board and County Commissioners, County Manager, County Attorney, Human Resources and Financial Services and Budget Office. This phase will also include adding a fire suppression system to the building as required by Code. o Phase 2~~development of the Board meeting room and facility conference rooms on the lower level of the building. • Step 2: CRZ will meet with departments to complete the information needed to establish a preliminary program and floorplan for the Link Center. • Step 3: CRZ and staff would meet with as many Board members as chose to attend a meeting by early-July. This meeting would be designed to bring the Board up to date on the work thus far and would include program information for each department and in general would identify where in the building their offices would be located. This meeting would not address specific office locations within the departments. Commissioners unable to attend would be provided meeting notes and handouts from the meeting.. The outcome of this meeting would be to obtain agreement on the elements such that CRZ could work with department directors to specifically lay out the office space within their department and proceed to develop documents from which the job could be priced. 2