Accept report on the remodel of City Hall

TO THE COUNCIL: To support implementation of Measure 26-228, approved by Portland voters in November 2022, the Facilities Services Division of the Bureau of Fleet and Facilities initiated and has substantially completed an exceedingly compressed 10-month construction remodel of select portions of the first, second, and third floors of City Hall. This work has been guided per Resolution 37638 (11/29/23) and a subsequent amendment via Resolution 37668 (7/3/24). The project team consisted of the following primary bureaus and contractors: Bureau of Fleet and Facilities – Facilities Services Division, Owner of Record and Project Sponsor Bureau of Technology Services – Technology Owner of Record Holst Architecture, Lead Architect Howard S. Wright, Construction Manager/General Contractor Please see Exhibit A for a more thorough list of project partners and participants. The scope of work included: Council Chambers: Renovation to allow for a dais that could accommodate the expanded, 12-person Council; replacement of the broadcasting, audiovisual, and associated technology systems to meet modern standards, including those of the Americans with Disabilities Act (ADA); safety improvements for occupants; and updates to the Chamber’s furnishings, fixtures, and finishes. Council Offices: Renovation of the former Commissioner office suites to serve as District office suites, including select layout and configuration changes; complete replacement of all technology infrastructure; safety updates; replacement of end-of-life and climate-inefficient building heating and cooling systems; seismic bracing within the ceiling; and updates to furnishings, fixtures, and finishes. Mayor, City Administrator, and City Operations Offices: Renovation of the Mayor’s former office suite to serve as three adjoining suites – one for the Mayor , one for the new City Administrator, and one for the new Council Operations workgroup, with the scope otherwise identical to that of the Council Offices. Additional Meeting Room Space: Renovation of formerly underutilized space in City Hall’s first floor to create extra meeting rooms for elected officials and staff, the City Administrator’s Office, and Council Operations staff. The final approved construction budget was $8.27 million with a target substantial completion date for construction of December 31, 2024, for Council Offices (including the third- and first-floor offices and meeting room spaces) and January 1, 2025, for Council Chambers. As of December 16, 2024, all portions of the project are substantially complete with a projected final construction cost of $8.33 million. Remaining tasks to reach final completion – targeted for February 16, 2025 – include punch list completion, audio-visual system demonstration, and training. At substantial completion, the total construction cost per square foot of the project is $183/SF as compared to current local construction costs of $300-400/SF for comparable renovation projects. All project goals have been met, with no scope elements left unaddressed. The project exceeded its equity-in-contracting goals: For design services, a 20% equity-in-contracting goal existed; 100% of the work was completed by a certified Women Business Enterprise firm. For construction, an overall 25% equity-in-contracting participation goal existed, with the project achieving an overall 42% participation rate as follows: 6% by Minority Business Enterprises; 34% by Women Business Enterprises; and 2% by Veteran-Owned Business Enterprises. The project also exceeded its workforce diversity and apprenticeship goals.