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Office Space Overview Presented to the Legislative Council December 14, 2009

This presentation provides an overview of the current state of office space in Helena, how space allocation decisions are made, and how space was assigned and designed during the Capitol Restoration project. It also discusses options for securing new office space and the decision-making process followed by the Department of Administration. Presented by Sheryl Olson, Deputy Director, and Tom O’Connell, State Architect, Department of Administration.

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Office Space Overview Presented to the Legislative Council December 14, 2009

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  1. Office Space OverviewPresented to the Legislative CouncilDecember 14, 2009 Presented by Sheryl Olson, Deputy Director Tom O’Connell, State Architect Department of Administration

  2. 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

  3. 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

  4. 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

  5. SLIDE COMMING 10 Year

  6. SLIDE COMING 20 Year

  7. 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)

  8. 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

  9. 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

  10. Office Space Leased in Helena vs. Statewide

  11. 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

  12. 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

  13. 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

  14. 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 18-3-101, MCA) • Cash LRBP program • Lease existing space (Section 2-17-101, MCA)

  15. 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

  16. 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)

  17. 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)

  18. 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)

  19. 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

  20. DOA Decision-Making • All leases for space are signed by agency management, OBPP Director and DOA Director

  21. 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)

  22. 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

  23. Capitol Restoration • How decisions were made • Capitol Restoration Commission • Capitol Restoration Foundation (Betty Babcock) • Capitol Advisory Group • Capitol Working Groups

  24. Capitol Occupants – 1975

  25. Current Capitol Building Occupancy Summary

  26. Questions? • DOA staff available for questions.

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