To: Board of County Commissioners
Through: Mike Gouin, Director, Facilities and Fleet Management
Prepared By:
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Mike Gouin, Director, Facilities and Fleet Management
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presenter
Presenter: Mike Gouin, Director, Facilities and Fleet Management
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Subject:
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9:00 AM *Space Utilization Update / Process for Requesting Space
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Purpose and Request:
recommended action
The purpose of this study session is to provide an update on the current projects surrounding space utilization and to provide a process for departments and elected offices to request space.
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Background and Discussion: In late 2021, the County contracted with DLR Group to complete a two-phase Countywide Facilities Master plan. The Facilities Master Plan consisted of a Facilities Space Study and Facility Condition Assessment. The goals of the Facilities Space Study were: Identify needs and opportunities in County facilities:
- Understand the point in time usage and occupancy of County spaces,
- Identify unmet space needs by department and underutilized spaces,
- Evaluate opportunities in the County’s real estate portfolio to best leverage County assets to serve residents into the future through consolidation, relocation, and
- Where feasible, enable County to reduce lease costs and divest itself of facilities that do not meet operational needs.
The study also provides tools to assess and program space needs on an ongoing basis based on current and anticipated occupancy.
In October of 2023, the Facilities and Fleet Management (FFM) department presented an overview of the Facilities Space Study, outlining notable leases expiring and initial project recommendations. During that study session the Board approved using the Space Study as a framework for long-range County planning and endorsed FFM serving as the facilitator/planning agent for developing future space modifications.
The 2024 and 2025 annual budgets approved capital projects that initiated several key projects identified in the study, including consolidating public health, community resources, and facilities & fleet management departments to Lima Plaza. FFM will be presenting on the status of the initial proposed space utilization projects from October 2023 and future considerations as the next five-year CIP is developed. Additionally, a process for Arapahoe County departments and elected offices to formally request space is being presented for approval.
Fiscal Impact: No funding is sought through the County in relation to this specific presentation. The Space Study has led to recommendations that will have positive fiscal impact, proposed and approved separately as CIP budget packages, or planned as future projects.
Alternatives: The alternative to using the proposed process for space requests would be to determine an alternate process. As some departments are unaware of how to request space, perceived available space may be absorbed by an adjacent operation without consideration of overall County need, so an official process is needed.
Alignment with Strategic Plan:
☒Be fiscally sustainable
☒Provide essential and mandated service
☐Be community focused
Staff Recommendation: Staff recommends the BOCC approve the proposed process for Arapahoe County departments and elected offices to request space.
Concurrence: N/A