To:   HONORABLE MAYOR AND                   From:   Del D. Borgsdorf

                        CITY COUNCIL                                                        Terry Roberts

 

   Subject:   NEW SAN JOSE CIVIC CENTER           Date:   12-08-03

                        AND OFF-SITE PARKING GARAGE

                        PROJECT UPDATE

 

Council District:  Citywide

 

RECOMMENDATION

 

Acceptance of staff’s report on the New Civic Center Project.

 

 

BACKGROUND

 

Construction of the New San Jose Civic Center is progressing on schedule.  Most of the subsurface work has been completed and the 18-floor high-rise office tower on the east side of the site has begun to take shape.  At this time, 12 floors of structural steel have been erected with a new floor added almost every week.  Topping off of the 18th floor steel is scheduled for late January when the tower will reach its finished height of 295 feet. 

 

Work on the three-story council chamber wing, on the southwest side of the site, and the rotunda, located in the center of the plaza, will begin in early spring.  Construction of a curved wall, referred to as the battered wall, will begin later this spring after the deck of the plaza is completed.

 

With construction well underway, City staff is actively engaged in preparing for relocating to the new facility.  The customer service orientation continues to be integrated in the space planning efforts with priority placed on fulfilling the mission of being a place where the public receives excellent customer service when conducting business.  A great deal of coordination and planning is necessary in order to continue providing business functions during the 3 to 4 month relocation phase which will occur during spring and summer 2005. 

 

Design of the employee-parking garage, located between 4th and 5th Streets north of Santa Clara, is complete.  In late November, six contractors where pre-qualified and the construction bid package is currently being advertised for bid with an award planned in January 2004. The garage includes approximately 1,140 parking stalls on 8 levels. 

 

 

ANALYSIS

 

This section of the report is divided into several subsections and provides an overview of various updates for the Civic Center Project and employee-parking garage. 

 

 

CIVIC CENTER

 

         Project Schedule

 

The project remains on target for substantial completion in April 2005.  The project is approximately 25% complete.

 

         Project Milestones

 

§         Plaza concrete pours began on August 4, 2003

§         Structural steel began on September 8, 2003

§         Foundation construction was completed in October 2003

 

Current highlights:

 

§         Tower is erected through the 12th floor.

§         Brise Soleil (Sunshade) panels were delivered December 2, 2003.

§         Council wing south shear wall concrete pours began December 4, 2003.

§         Tower crane was jumped to its final height of 340 feet December 5, 2003.

§         Plaza concrete slab will be complete by year-end. 

 

Future highlights:

 

§         Council wing structural steel will begin February 2004.

§         Tower curtainwall will begin February 2004.

§         Rotunda structural steel will begin March 2004.

 

A “topping off” celebration has been scheduled for January 23, 2003.  This event will commemorate the last piece of structural steel to be placed in the tower.  Invitations will be forthcoming. 

 

When completed, the structural steel in the Civic Center project will total 7,200 tons or 14,400,000 pounds, which required 320  truck loads of steel.  There are 9,800 individual pieces of steel, from large girders to smaller braces.  These pieces are held together by a combination of welding and 150,000 structural bolts.

 

It is interesting to note that there are 4,365 light fixtures, 2,233 fire alarms, 250 miles of electrical wire, 93 miles of electrical conduit and 1.6 miles of hot/cold water pipe.

 

Bid Award Summary

 

Five contracts, totaling $18.7 million, were awarded during the first quarter of FY 03-04. Those contracts include masonry, window washing equipment, architectural and structural concrete, overhead doors, and toilet partitions. 

 

Approximately 30 construction contracts remain to be awarded.   The 25 construction contracts awarded to date have resulted in savings of approximately $4.5 million when compared to the budget estimate.  The savings will likely be needed to complete the project.

 

Upcoming Contract Awards

Awards scheduled for December include the Battered Wall, Drywall, Ceramic Tile and Doors, Frames and Hardware. 

 

Construction Activities

 

During the month of November, the Civic Center supported approximately 210 full-time construction related jobs at the project site. At its peak, the project will support approximately 300 direct construction related jobs.  The project is expected to provide over 3,000 direct and indirect jobs over the life of the project.

 

Concrete pours continue with 26,000 cubic yards poured in the foundation to date. The foundation includes pile caps, grade beams, and mat slab and foundation walls.

 

Steel is going up quickly.  This is a good time to drive by the site to see significant progress. Steel installation began in early September with over 1,938 tons of reinforcing rebar installed in the foundation and plaza level, and 2,880 tons of structural steel visible in the tower.  (See attached photos.)

 

Watch Our Progress

 

To view a live update on construction progress, visit the City’s website at http://www.sanjoseca.gov./   Once at the site, click on New Civic Center then click on the Web Cam.

 

Current visible activities:

 

§         The last portion of the lower level garage floor is being prepared for the final        

concrete pour and waterproofing applications;

 

§         The first section of the plaza deck is being formed up (elevated plywood formwork

and reinforcing) and prepared for a concrete pour; and

 

§         The first level of steel decking is being installed on the steel beams (metal decking

spanning across the steel beams).  This new decking is at the south end of the lower tower section and will support much of the Customer Service Center (it is the bright white section at the rear of the site).

 

Customer Service Center

 

Consistent with the mission statement of the building, the Customer Service Center is located on the first floor of the tower and is directly supported by floors 2 through 4.  This space is programmed to provide convenient accessibility and is configured to provide the highest level of customer service by strategically co-locating related services functions.

 

At the Customer Service Center the public will be able to obtain:

 

§         General information

§         Animal license

§         Building permits

§         Business license

§         Plan check reviews

§         Development services

§         Financial services

§         Registration for recreational classes

§         Reserve meeting rooms

§         Access city on-line services

§         Other key city services

 

Move Management 

 

The City has retained the Johns/Rife Group to provide move management services.  The Johns/Rife Group has successfully relocated many other municipal entities including the recent relocation of the City’s Main Library and San Jose State University’s Clark Library into the new co-managed Martin Luther King Library.   

 

In November, the Johns/Rife Group began scheduling meetings with departments to discuss operations and business needs.  This information and the construction schedule will be used to develop a move-phasing plan, leading to a detailed move schedule.

 

The Johns/Rife Group is also tasked with the development of a New Civic Center Orientation Guide.  This guide will be provided to all occupants and will be used to inform tenants about building services, security procedures, evacuation procedures, mail services, etc.

 

Public Art

 

The public art program includes a fountain on the north side of the plaza along Santa Clara Street.  The fountain design has been integrated into the plaza deck and will become a focal point for the plaza.

 

As part of the development of the New Civic Center, the San José Public Art Program commissioned artist Andrew Leicester to design an artwork to be located on North and South Fifth Street in downtown San José. Mr. Leicester was asked to produce artwork that will further enrich the Civic Center as a special place, provide a sense of scale and visually connect City Hall to the neighborhoods.

 

In response to input received at public meetings, Mr. Leicester’s proposed artwork is a permanent parade of 16 sculptural “floats,” recalling the celebratory nature of parades - civic and religious parades, springtime celebrations and historic commemorations.

 

On December 1, 2004, a panel of historians, community leaders, seniors and youth, representing our diverse population, selected 16 themes from  community submittals that the artist will work with.  The final proposal will be on public display before it is submitted to the Public Art Committee in February 2004.

 

 

OFF-SITE PARKING GARAGE

 

The Civic Center team completed a pre-qualification process for general contractors in mid-November. The construction documents are complete and the bid package was released  at the end of November.  Bids are scheduled to be opened in early January 2004 with an award by council shortly thereafter.  Construction of the garage is expected to take 14 months.

 

This project will be constructed concurrently with two other major area projects:  the Fifth Street Streetscape Improvements by the Redevelopment Agency and the Utilities Undergrounding along Fourth and Fifth Streets by the Public Works Department.

UPCOMING COUNCIL REPORTS

 

In January 2004, a staff recommendation will be presented to Council regarding a proposed plan for the most effective use of space in City facilities.  Also included in the report will be a financing plan for the offsite garage and a budget for furniture, technology and equipment needed to operate and maintain the new Civic Center.

 

 

PUBLIC OUTREACH

 

Public Works staff in cooperation with the Office of Cultural Affairs and the San Jose Redevelopment Agency is coordinating public outreach for the new Civic Center and off-site employee-parking garage, as well as the Fifth Street Streetscape project and the public art installations.

 

 

COORDINATION

 

This memo has been coordinated with the City Attorney’s Office, the San Jose Redevelopment Agency, the Office of Cultural Affairs and the Finance Department.

 

 

PROJECT BUDGET SUMMARY

 

As of October 31, 2003, staff has expended or encumbered $246.5 million out of the total $343 million project budget.  The chart below illustrates the budget breakdown by project components: off-site parking garage, land acquisition, design and construction (including public art). 

 

 

 

Budget Summary (in millions)

As of 10-31-03

Description

Budget

Total Expended / Encumbered

Remaining

 

Offsite garage

$25.0

$2.4

$22.6

 

Land acquisition and relocation

$54.5

$47.6

$6.9

 

Design and construction

 (includes public art)

$263.5

$196.5

$67.0

 

Total

$343.0

$246.5

$96.5

 

 

 

 

 

CEQA:

 

New Civic Center Project: EIR Resolution No. 68905

New Civic Center Parking Garage: EIR Resolution No.  71743

 

 

CONCLUSION

 

The new San José Civic Center and the Off-Site Parking Garage remain on schedule for completion in April 2005, with move-in occurring during late spring and summer.  Construction contract awards are running approximately $4.5 million under budget; however, it is expected these savings will be needed to complete the project.  Value engineering efforts are continuing to ensure the project stays within budget.  The structural steel topping off celebration is scheduled for January 23, 2004.

 

 

 

 

TERRY ROBERTS
DEL D. BORGSDORF

Deputy City Manager

City Manager

 

KA: SR:mp/jb

g: civicctr/121603 Agenda NCC & Parking Garage

 

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