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Office Space Issues - Montana Legislature

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Office Space Overview
Presented to the Legislative Council
December 14, 2009
Presented by
Sheryl Olson, Deputy Director
Tom O’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
• By law, DOA responsible to “establish and
maintain a long-range master plan for the
orderly development of the capitol complex.”
Section 2-17-805,MCA.
• Must consult with Capitol Complex Advisory
Council.
– 9 member Council
– Includes 4 legislators
Capitol Complex Master Planning
• Last completed in 1972
• Started the update of the plan in 2007.
– Retained architectural firm
– CCAC held public hearings on proposals in 2007
• Current status of the plan – Tom O’Connell,
State Architect
10 Year
20 Year
Current State of Office Space
• DOA responsible for the allocation and leasing
of space (Section 2-17-101, MCA)
• 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
• Staffed by DOA’s General Services Division
– Garett Bacon, 15 years
– Tom Gustin, new hire
• DOA first allocates space in state buildings in
Helena
• If necessary, lease space
Current State of Office Space
• Amount of office space leased 1998-2009 in
Helena
– 340,000 to 660,000 square feet
• 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
• In summary, as of October 2009:
–
–
–
–
–
–
–
–
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
• Agencies with the most leased space in Helena
– DPHHS
– Labor
– Commerce
– Administration
• Agencies with the most leased space statewide:
– DPHHS
– Justice
– Labor
– Corrections
Current Status of Office Space
• Status of state-owned space in Helena:
– Last office building built on Capitol Complex: 1983
– 43 requests for office space from agencies
between 1981-2009
– 6 requests funded
Current State of Office Space
• Options for securing new office space:
– Build new state-owned space - requires 2/3 vote
of each house to bond (Section 17-5-801, MCA)
– Issue RFP for “build to suit” by private sector
(Section 2-17-101, MCA)
– Issue RFP for “build to suit, lease to own” requires 2/3 vote of each house (Section 18-3101, MCA)
– Cash LRBP program
– Lease existing space (Section 2-17-101, MCA)
Current State of Office Space
• Current market in Helena for leased office
space is $20-24 sf
• Lease v build issue – Tom O’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
• By law, DOA to allocate and lease space
(Section 2-17-101, MCA).
• DOA must consider advice of Legislative
Council in allocating space in Capitol (Section
2-17-101 (3)(b), MCA)
DOA Decision-Making
• Legislative space may not be reduced without
consent of legislature (Section 2-17-108, MCA)
• Location of chambers decided by each house
(Section 2-17-101 (3)(a), MCA)
DOA Decision-Making
• Legislative council consult and advise DOA in
assignment of space in capitol (2-17-805, (2)
MCA)
• 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
• Space analysis conducted by DOA leasing officer in
conjunction with agency management and approved
by OBPP and DOA Director
• Factors considered in allocating and leasing space:
– Condition of current space
– Co-location of agency
– Special needs (loading dock, security, public access)
– Moving costs (IT, phone, physical)
– Funding
DOA Decision-Making
• 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
• Since the early 70’s legislature involved in
planning for the Capitol
• In 1991, the Department of Administration
began studying the condition of the Capitol
(Stone, Roofs, 1st Floor, IT)
Capitol Restoration
• In 1994, Capitol Restoration Commission
formed.
• In 1995, Legislature appropriated and
authorized $19.6 million for the Renovation.
• In 1996 Restoration started and completed in
January 2001
Capitol Restoration
• How decisions were made
– Capitol Restoration Commission
– Capitol Restoration Foundation (Betty Babcock)
– Capitol Advisory Group
– Capitol Working Groups
Capitol Occupants – 1975
Supreme Court
State Law Library
Office of Public Instruction
State Auditor
Governor/Lt. Governor
Governor’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?
• DOA staff available for questions.
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