CC 02-21-23 Item #01 City Hall Renovation Amended Attachment B - City Council Timeline City Hall Project_Desk ItemMEMORANDUM – ATTACHMENT B
date January 19, 2023
Subject Timeline of City Council past Actions regarding City Hall project
The following list is provided as a reference to past actions by City Council regarding
the City Hall project. There have been many options presented and reviewed since 2005.
It is hoped that this list assists those who wish to understand and/or investigate the
options presented and decided upon.
Noteworthy Historic milestones:
•1965, City Hall is constructed.
•1986, City Hall is renovated: The scope of work included a seismic retrofit to the
building, and an expansion of the basement level to accommodate workplace
uses.
•2003 – 2004, Cupertino Library and Community Hall are constructed
•2005, Structural Systems/ Renovations Reviewed: While reviewing existing
conditions in the service of developing a new scope of work to renovate the
Council Chambers and the Public Lobby, the project design engineers discovered
that mistakes were made in the structural calculations that formed the basis of
the structural retrofit scope of work. The conclusion was reached by the design
team and third-party reviewers (including the original building
designer/engineers) that the building was not adequately structurally reinforced
to withstand a significant seismic event. This structural inadequacy has been
analyzed in numerous reports/studies since the original discovery (2005/6, 2011,
2012, 2014, and 2021) and the subsequent findings are consistent with the original
findings
•2011 – 2015, Civic Center Master Plan is developed, including options for a new
or renovated City Hall.
Attachment B
*EDITED February 20, 2023
Significant City Council action items in the development of the City Hall project
Date Topic Extracts/Summaries from Meeting Minutes
December
18, 2012
Civic Center
Master Plan
Framework
“Concurrent with the master planning effort, further
analysis of the existing City Hall building was done.
The analysis highlighted structural improvements
that should be made to bring the building into
compliance with current codes. …”
February 19,
2013
CCMP
Framework
presentation
On February 19, 2013, Council received a
presentation of the Civic Center Master Plan
Framework which laid out three very conceptual
scenarios for a master plan for the Civic Center. The
Council provided direction to further develop the
Civic Life plan of the Framework, with a process that
would include community outreach, a solution to
accommodate the demand for parking at the Civic
Center and consider financing options for realization
of the master plan.
June 2013 FY2014 CIP
approval
In June 2013, Council approved the FY 2014 CIP
budget which includes funding for the Civic Center
Master Plan project, conceptual design for a Civic
Center parking garage, and design for the expansion
of the Library story room.
March 4,
2014
Approve P+W
contract for
CCMP
CC was asked to approve contract with Perkins +
Will for $571,000 for “urban planning and
architectural design services for the Civic Center
Master Plan & Parking Garage Conceptual Design”.
The Capital Improvements Program Budget for
FY2013/14, approved by Council in June 2013,
includes four projects at the Civic Center complex.
• Civic Center Master Plan
• Civic Center - Parking Structure – Conceptual
Design
• Library - Book Drop-off Shade Canopy
• Library Story Room Expansion
April 01,
2014
Civic Center
parking
Staff reported on the completed Parking survey
which included interim parking mitigation
measures.
July 7, 2014 CCMP Study
Session
The proposed Civic Center Master Plan was
reviewed by Council.
October 21,
2014
CCMP selection
of preferred
project
At the August 19th council meeting, during the
report on the community engagement process for the
Civic Center Master plan, Council requested a high-
level feasibility study of the existing City Hall prior
to determining a preferred Civic Center Master Plan.
The Council directed staff to bring forward Master
Plan alternatives and cost estimates for the following
elements:
• City Hall options including: seismic retrofits with
and without an Emergency Operations Center
(EOC), a remodel of City Hall, and a potential
new City Hall;
• Parking solutions for the existing and projected
parking deficit including under Library Field,
behind the Library, and under a potential new
City Hall;
• Library Program Room expansion options.
July 7, 2015 CCMP report
and EIR
Council adopted the Civic Center Master Plan,
which includes a new city hall with added space and
underground garage. Recommended/Approved
Action items:
a. Receive the presentation of the Civic Center
Master Plan; and then
b. Consider the Initial Study/Mitigated
Negative Declaration and adopt the
Mitigated Negative Declaration; and then
c. Adopt Resolution 15-XX approving the Civic
Center Master Plan; and
d. Provide direction to staff on next steps
toward implementation of the Civic Center
Master Plan.
August 18,
2015
Design Services,
Financing
Options
Council did not approve the $5M item to initiate
architectural design of the City Hall project. Council
asked the staff to come back with financing options.
November
17, 2015
Creative Cost
Option
requested
Council directed the staff to come back with a
creative solution to keep the cost of the City Hall
design and construction project lower than $40M.
December
10, 2015
Design Build
options
70 page memo from Staff: “Because we were not
successful in our attempts to discover a project
delivery process that could develop a $70 million
estimated cost project for less than the maximum $40
million authorized by Council, we will not be
bringing the project for further consideration unless
so directed by City Council.”
April 03,
2018
Discussion of
alternative
renovation plans
for City Hall
“There is no fiscal impact with this study session,
however if the City Council directs staff to include a
project to renovate city hall to an essential facility
standard as shown in the approved Council Work
Program, the proposed capital improvement plan for
2018-19 would include a budget for design costs of
$2.1 million, followed by a budget in 2019-20 of
approximately $18.9 million for construction
(including staff relocations, temporary facilities,
project management, contingencies, etc.”
Conducted discussion of alternative renovation
plans for city hall and provided the following
direction:
• There was not support for a city hall renovation
process.
• Directed staff to prepare a report for a charter
city process; and
• Look at other designs/general concepts for a new
city hall in the next 5-7 months; and
• Look at other potential cost saving solutions, still
preserving the new 40,000 square foot building as
the preferred alternative.
October 16,
2018
Archtl Services
for New City
Hall
Council approved the Budget Adjustment in the
Amended Amount of $3.5M for architectural design
services for a New City Hall, $500K for professional
services for an Interim City Hall, and $87,500 for a
limited term project manager in Public Works.
April 30,
2019
Civic Center
update
Council received an update and provided comments
regarding a.) City Hall Design/Delivery Strategy
including potential funding, and; b.) Library
Expansion Strategy including potential funding.
Consensus comments and direction on the City Hall
item (specifically) included:
• Decouple City Hall and Library Expansion
projects;
• Gather input from community groups and
consider additional options such as at Memorial
Park;
• Bring back more detail regarding seismic need
and what seismic improvements at the existing
City Hall would provide along and other
upgrades;
• Value engineering;
• Allocate dollars toward a building fund for long-
term plan for City Hall;
• Bring back options to Council.
April 2021 FY2022 CIP
study session
Council approved the FY20-21 CIP program that
included the project “City Hall and Community Hall
Improvements (Programming and Feasibility)”,
funded for $500,000.
April 2022 FY2023 CIP
study session
Council did not approve the proposal to include the
project “City Hall Renovation/ Replacement and
Library Parking Garage: Design and Construction.”
July 19, 2022 City Hall Project
Subcommittee
formed
Council motioned to appoint Councilmembers
Moore and Willey to serve on the City Hall Project
Subcommittee, and to start meeting right away. The
motion carried with Wei voting no.
Sincerely,
Susan Michael, AIA, LEED AP
Capital Improvement Programs Manager
cc: Chad Mosley, Interim Director of Public Works, and Matt Mosley, Assistant City
Manager
May 03, May 17,
June 7, 2022
November 15,
2022
City Hall
Renovation
project to be
added to CIP
FY23-24
proposal
Staff to include the City Hall Renovation – including full
seismic retrofit, MEP/IT, interior finishes, and layout
complete refurbishment, at the level of California Building
Code’s structural “Risk Category IV” for approximately
$27,500,000, as part of the fiscal year 2023-24 proposed
CIP project and budget.
Sincerely,