Office Space Overview Presented to the Legislative Council December 14, 2009 Presented by Sheryl Olson, Deputy Director Tom OвЂ™Connell, State Architect Department of Administration Topics 1. The Capitol Complex Master Planning Process 2. The current state of office space in Helena 3. How DOA makes space allocation decisions 4. How space was assigned/designed during the Capitol Restoration Capitol Complex Master Planning вЂў By law, DOA responsible to вЂњestablish and maintain a long-range master plan for the orderly development of the capitol complex.вЂќ Section 2-17-805,MCA. вЂў Must consult with Capitol Complex Advisory Council. вЂ“ 9 member Council вЂ“ Includes 4 legislators Capitol Complex Master Planning вЂў Last completed in 1972 вЂў Started the update of the plan in 2007. вЂ“ Retained architectural firm вЂ“ CCAC held public hearings on proposals in 2007 вЂў Current status of the plan вЂ“ Tom OвЂ™Connell, State Architect 10 Year 20 Year Current State of Office Space вЂў DOA responsible for the allocation and leasing of space (Section 2-17-101, MCA) вЂў Responsible for all space statewide, except for university system and State Fund (2-17-101 and 2-15-1019, MCA) Current State of Office Space вЂў Staffed by DOAвЂ™s General Services Division вЂ“ Garett Bacon, 15 years вЂ“ Tom Gustin, new hire вЂў DOA first allocates space in state buildings in Helena вЂў If necessary, lease space Current State of Office Space вЂў Amount of office space leased 1998-2009 in Helena вЂ“ 340,000 to 660,000 square feet вЂў Amount of office space leased 1998-2009 statewide, including Helena - 785,000 to 1.5 million square feet Office Space Leased in Helena vs. Statewide Current State of Office Space вЂў In summary, as of October 2009: вЂ“ вЂ“ вЂ“ вЂ“ вЂ“ вЂ“ вЂ“ вЂ“ Amount of state-owned space in Helena: 1.2 million sf Amount of leased space in Helena: 660,000 sf Amount of leased space statewide: 1.5 million sf Number of Montana cities with leased space: 63 Average lease size: 4,200 sf Number of leases in Helena: 91 Number of leases statewide: 393 (includes Helena) Number of buildings with multiple leases: 52 Current State of Office Space вЂў Agencies with the most leased space in Helena вЂ“ DPHHS вЂ“ Labor вЂ“ Commerce вЂ“ Administration вЂў Agencies with the most leased space statewide: вЂ“ DPHHS вЂ“ Justice вЂ“ Labor вЂ“ Corrections Current Status of Office Space вЂў Status of state-owned space in Helena: вЂ“ Last office building built on Capitol Complex: 1983 вЂ“ 43 requests for office space from agencies between 1981-2009 вЂ“ 6 requests funded Current State of Office Space вЂў Options for securing new office space: вЂ“ Build new state-owned space - requires 2/3 vote of each house to bond (Section 17-5-801, MCA) вЂ“ Issue RFP for вЂњbuild to suitвЂќ by private sector (Section 2-17-101, MCA) вЂ“ Issue RFP for вЂњbuild to suit, lease to ownвЂќ requires 2/3 vote of each house (Section 18-3101, MCA) вЂ“ Cash LRBP program вЂ“ Lease existing space (Section 2-17-101, MCA) Current State of Office Space вЂў Current market in Helena for leased office space is $20-24 sf вЂў Lease v build issue вЂ“ Tom OвЂ™Connell, State Architect Lease vs. Build 10 Year Lease $450 $400 Cumulative Cost/SF $350 $300 $250 $200 Build-Structure Parking $150 Build-Surface Parking $100 Lease $50 $0 2010 2015 2020 2025 2030 Year 2035 2040 2045 2050 2055 DOA Decision-Making вЂў By law, DOA to allocate and lease space (Section 2-17-101, MCA). вЂў DOA must consider advice of Legislative Council in allocating space in Capitol (Section 2-17-101 (3)(b), MCA) DOA Decision-Making вЂў Legislative space may not be reduced without consent of legislature (Section 2-17-108, MCA) вЂў Location of chambers decided by each house (Section 2-17-101 (3)(a), MCA) DOA Decision-Making вЂў Legislative council consult and advise DOA in assignment of space in capitol (2-17-805, (2) MCA) вЂў Legislative council shall serve as long-range building committee to recommend construction and remodeling priorities for the capitol (2-17-805, MCA) DOA Decision-Making вЂў Space analysis conducted by DOA leasing officer in conjunction with agency management and approved by OBPP and DOA Director вЂў Factors considered in allocating and leasing space: вЂ“ Condition of current space вЂ“ Co-location of agency вЂ“ Special needs (loading dock, security, public access) вЂ“ Moving costs (IT, phone, physical) вЂ“ Funding DOA Decision-Making вЂў All leases for space are signed by agency management, OBPP Director and DOA Director How space was assigned/ designed during the restoration of the Capitol вЂў Since the early 70вЂ™s legislature involved in planning for the Capitol вЂў In 1991, the Department of Administration began studying the condition of the Capitol (Stone, Roofs, 1st Floor, IT) Capitol Restoration вЂў In 1994, Capitol Restoration Commission formed. вЂў In 1995, Legislature appropriated and authorized $19.6 million for the Renovation. вЂў In 1996 Restoration started and completed in January 2001 Capitol Restoration вЂў How decisions were made вЂ“ Capitol Restoration Commission вЂ“ Capitol Restoration Foundation (Betty Babcock) вЂ“ Capitol Advisory Group вЂ“ Capitol Working Groups Capitol Occupants вЂ“ 1975 Supreme Court State Law Library Office of Public Instruction State Auditor Governor/Lt. Governor GovernorвЂ™s Budget Office Legislative Services Legislative Auditor Department of State Lands House/Senate Legislative hearing rooms Attorney General Secretary of State State Treasurer Clerk of Supreme Court Print Shop Cafeteria Press Room General Services Division Post Office Current Capitol Building Occupancy Summary Legislature 71.6% Governor 9.6% OBPP 4.5% Sec of State 6.4% Media/Print 1.7% Cafeteria 1.4% Mech/Tech 5.1% Questions? вЂў DOA staff available for questions.