Office Space OverviewPresented to the Legislative Council

December 14, 2009

Presented by Sheryl Olson, Deputy Director

Tom O’Connell, State ArchitectDepartment of Administration

Topics

1. The Capitol Complex Master Planning Process2. The current state of office space in Helena3. How DOA makes space allocation decisions4. 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

SLIDE COMMING

10 Year

SLIDE COMING

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 18-3-101, 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

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 CourtState Law LibraryOffice of Public InstructionState AuditorGovernor/Lt. GovernorGovernor’s Budget OfficeLegislative ServicesLegislative AuditorDepartment of State LandsHouse/SenateLegislative hearing roomsAttorney GeneralSecretary of State

State TreasurerClerk of Supreme CourtPrint ShopCafeteriaPress RoomGeneral Services DivisionPost 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.