Agenda Number 6. CAP Server Room & Building Two Multi function Space Capital Project

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1 Agenda Number 6. CAP Server Room & Building Two Multi function Space Capital Project

2 Prologue-Summary Originally began as two separate projects Similar history and background on each project - No master plan - Make do with available space As time went on and needs changed, the make do approach would no longer work - Too many requests to satisfy them all - Work arounds becoming expensive or impossible Time out to evaluate more comprehensive and sustainable options - CAP HQ Site Utilization and overall Facilities Master Plan - Information Technology Facilities

3 Prologue-Summary Each project proceeded independently for a while Some of the same staff were working on both projects (Project Steering Committee, Facilities Services, IT, Engineering) - Identified opportunities for synergy and cost savings if projects were combined Projects were combined and various alternatives and options were considered and evaluated Combined Server Room and Building Two Multi function Room Project recommendation included in the Budget

4 Building Two Multi-function Space Project

5 History The CAP Headquarters Complex originally served as a construction facility for the Bureau of Reclamation with fewer people than CAWCD requires for Operations and Maintenance CAP Staff moved in June of 1984 to share Building 1 with BOR Building 2 was completed in 1987, and the CAP Campus was fully occupied with two main buildings and ancillary buildings and yards throughout At its peak, CAP Headquarters supported over 900 people In 1996 the Bureau vacated the campus CAWCD planned and phased in site tenant improvements over time aimed at long term occupancy in support of O&M

6 History Renovations and reconfigurations included offices, ceiling tile, carpeting, office furniture/equipment and conference rooms Board Room renovations included carpet, chairs, acoustical panels and updated audio/visual technology In 2002 a Needs Analysis Space Planning Study was completed, resulting in a Machine Shop Expansion and new Sandblast Booth and Paint Shop at CAP HQ and the building of a permanent Tucson Field Office The CAP Headquarters campus is nearly 30 years old Major renovations made after the exit of the Bureau are nearly 20 years old

7 History Improvements have been limited by available space and functionality and consequently have been somewhat incremental The incremental nature of past facilities improvements, the legacy design of some CAP facilities and the lack of space to effectively stage coordinated changes over time have not always contributed to an efficient workplace By 2011 CAWCD had reached the point of nearly outgrowing its environment (with respect to both space and functionality) and exceeding its useful life in several areas

8 Changing Needs In 2012, the decision to close the CAP Cafeteria, a facility experiencing diminishing use, costly ongoing subsidies and increasing maintenance and replacement costs, freed up a significant amount of space, offering more flexibility and an opportunity to stage a more holistic site upgrade Many requests have been received for new build and additional space: Engineering larger conference room Centralized Learning and Development additional training room to accommodate 60+ students to negate the need to rent off site space Material Control climate controlled break room Headquarters Maintenance additional equipment room climate control for tools, shop space and equipment

9 Changing Needs CAP Strategic Plan includes PR21 Conduct a system wide spatial needs analysis for all functions and develop implementation plan to optimize workflow and functional efficiencies throughout CAP During 2012, a comprehensive space utilization study for CAP Headquarters was performed resulting in a go forward master plan The study cataloged the existing space use of the CAP facilities and benchmarked this data to nationally recognized standards

10 Changing Needs The final report identified areas that were not in line with comparable organizations including: Insufficient flexible meeting space (approximately 4,000 meetings have been held so far in 2013 in 13 conference rooms) Outdated technology Lack of efficient storage utilization A need for the space to support collaboration and the use of shared resources

11 Server Room Project

12 History When CAP Headquarters was originally built in the 1980s, centralized computing facilities were adequate for the times Over the years as computing and data needs grew, additional facilities to house centralized computer equipment ( server rooms or computer rooms ) have been located where space has been available Special needs for server rooms (HVAC, power, cabling, raised flooring) have often been a compromise In 2001 a Server Room Upgrade Project was completed in connection with the implementation of CAP s Enterprise Resource Planning (ERP) system and replacement of local/wide area network and desktop computing environment

13 History CAP servers and computer equipment now reside in several different locations The last significant technology facilities upgrade is over 10 years old Improvements have been in the context of long term occupancy in support of operations & maintenance, but have been limited by available space and functionality and consequently have been somewhat incremental CAP technology infrastructure has run out of capacity (floor space, power, HVAC) in existing locations without expensive temporary work arounds

14 Changing Needs CAP s business needs drive growth in technology - Servers - Data and data storage - Power consumption and distribution - Data transmission, cabling and infrastructure - Air conditioning Not only discrete technology (e.g., hardware and software systems related to enterprise applications), but technology is embedded in everything and creates data This is the most critical CAP facilities need CAP has expanded to offsite facilities temporarily (Business Disaster Recovery), but this is an expensive approach longterm

15 15

16 Computer Rooms

17 Tower and Cable Growth

18 Changing Needs The best solution is CAP Building 1 along the east wall Orthogonal shape with access to outside walls Close to microwave tower, power and telephone/internet connections Northeast corner is the current location of the Control Center Southeast corner is the current location of the Board Room Option does not displace employees during construction Other alternatives include - A new building (either pre fab or constructed) on CAP site - Relocating technology facilities somewhere else on CAP site that would provide additional space and ability to upgrade power capacity and air handling - Use of ancillary CAP buildings (e.g., helicopter hangar) Some alternatives are not feasible due to lack of utilities or cost to relocate utilities

19 Combined Projects

20 Combining the Projects Staff working on both Building Two Space Project and Server Room Project began to see opportunities in combining these projects Cost savings from unified construction mobilization and project management (including required ADA improvements) Completion of Building Two Space Project first would create more usable area to help alleviate any disruption from relocation of the Server Room If the Server Room displaces the current Board Room, which is vacant most of the time, the Building Two Multi function room could absorb these needs with no additional cost The Building Two Multi function Space could be used for meetings, training, etc. every day and reconfigured for Board functions when needed, expandable if required beyond the capacity of the current room Board meetings in the Building Two Multi function Space could take advantage of improved technology capabilities for broadcasting, recording, teleconferencing, etc. that are limited in the existing Board Room

21 Combining the Projects Staff, through the Project Steering Committee, evaluated feasible combinations 1) No new facilities refurbish the existing facilities to the extent possible 2) Relocate the current Board Room to Building 2 as part of the Multi function Space Project and build a new Server Room in the location of the current Board Room 3) Build a new Server Room in the location of the current Board Room; do not complete the Building Two Space Project at this time; rent space for Board functions 4) Complete the Building Two Space Project without incorporating the Board room and build a new Server Room elsewhere in Building One or in a new building or module outside Building One; refurbish the current Board Room to the extent possible

22 Combining the Projects Criteria considered Cost Constructability/existing utilities Displacement and disruption Support of long term objectives Maintainability/reliability Aesthetics Security considerations/access Some alternatives, while less expensive in the short term, are temporary in nature and only defer longer term solutions Some alternatives include sunk costs that will not contribute to longerterm solutions Some alternatives will incur higher costs due to additional disruption and displacement

23 Combining the Projects Staff Recommendation included in the budget is to complete the Building Two Multi function Space project first, incorporating the needs for a Board meeting space, followed immediately by building a new Server Room in the old Board Room space (Option 2) This alternative has the best fit with the overall criteria CAP Engineering and IT Departments and the space consultant used value engineering to reduce the original estimate of this option by $2.5 million Multi functional use Review multiple estimates to identify lowest cost options Combine construction activities Stage activities to reduce work disruptions Recycle and reuse where appropriate Use internal forces where appropriate

24 Appendix

25 Proposed Multi-Purpose Area

26 Proposed Multi-Purpose Area

27 Proposed Multi-Purpose Area

28 Proposed Multi-Purpose Area STORAGE UNI-SEX TOILET KITCHEN CONTROL ROOM

29 Multi-Purpose Room Flexibility Training Seating Auditorium Seating (configured for Board) Theatre Seating

30 Multi-Purpose Room Flexibility Workshop Seating Banquet Seating

31 Multi-Purpose Room Flexibility Conference Room Seating Options