2-Space Allocation Study - City Hall and Centennial 2.pdf

Space Allocation Study

City Hall and Centennial 2

City Facility Management

10/9/2025

Director’s Meeting

City Hall & Centennial 2

In the Fall of 2024, City Administration requested that City Facility Management (CFM) conduct a space allocation study to determine if there were underutilized areas at City Hall and Centennial 2 that could be repurposed for other City agencies. Some departments have had and continue to add full time employees to their roster or have other needs such as more storage or meeting room space requirements. Additionally, other departments have changed their operations or downsized which effectively reduces their need for space.

There are a few major changes occurring that are bringing the need of the space study to the forefront:

• Fire Training on the 4th floor of Centennial 2 has been relocated to a new facility.

• Income Tax on the 6th floor of Centennial 2 is significantly oversized.

• CLEAR on the 3rd floor of Centennial 2 will be relocating to another facility summer 2026.

• Fire Administration at Fire Station 14 needs to be relocated due to ADA issues at that facility.

• The Law Department has had a significant increase in staffing recently and not enough space to accommodate adequately. Especially Prosecution and Administrative Hearings. Collections needs a more secure entrance.

• Procurement and DEI should be adjacent to each other.

• Finance/ Employee Health Services and PEAP are too small for their current functions. Staff is sharing office space and the physical therapy space is inadequate

• Building and Inspections continues to add staff and needs a permanent Training Academy.

• Office of Environment & Sustainability should ideally be in one location.

• Council Offices are too small and are not uniform in size. Ideally, nine offices sized appropriately.

CFM conducted a survey of all the Departments to understand how each organization was staffed and if there were adding positions in FY25 and FY26. CFM walked through every space and updated floor plans and recorded vacancies. CFM followed up with questions regarding each Agency’s concerns on current inadequacies within their existing footprint so we could get a better understanding of the issues. CFM also examined potential adjacencies that could foster better efficiencies.

GENERAL INFORMATION:

• City Hall

Year Built: 1893

Basement and Four Floors

193,000 SF about 38,600 SF per floor

• Centennial 2

Year Built: 1989

Eight Floors

188,616 SF about 20,979 SF useable space per floor

Centennial 2

Proposed- First Floor

Law/ Administrative Hearings

Existing 2,280 SF

Proposed 3,540 SF

Expand to allow for additional staff.

Conference Spaces

Existing 2,380 SF

Proposed 3,370 SF

Potentially add 1,000 SF and two conference room spaces

Employee Health Services

Proposed- Second Floor

Citizens Complaint Authority

Inclusion (DEI)

Note: This scope has been removed from the RFP;

therefore, no work is to be performed on this floor.

Procurement

Existing 4,550 SF

Inclusion (DEI)

Existing 5,340 SF

Proposed 3,368 SF

The Citizens Complaint Authority’s Diversity, Equity, and Inclusion (DEI) design scope of work is being administered under a separate contract.

Proposed- Third Floor

CLEAR

Note: This scope has been removed from the RFP; therefore, no work is to be performed on this floor.

Enterprise Technology Solutions (ETS)

15,600 SF

CLEAR

3,950 SF

CCA is relocating into this space, and the scope of work is being administered under a separate contract.

Proposed- Fourth Floor

Fire Investigations and Inspections

Existing 9,000 SF

No Change

Fire Administration

Existing 6,400 SF

Proposed 6,500 SF

Currently Located at Fire Station 14

Building and Inspections

The total area is 2,700 SF (green). Of this, 1,800

SF is included in a separate contract for relocating

PLAP staff (3 FTE) and Elevator Inspectors (9

FTE) from the 5th floor, and for creating small workstations for calls and video conferences. This work is not part of this RFP.

Law/ Land Use and Infrastructure

240 SF

One office relocated from fifth floor

Fire Investigations and Inspections

Fire Administration

Building & Inspections and Law/Land Use & Infrastructure:

The black-dashed area to be included in the RFP.

This portion of the Buildings and Inspections design scope is being administered under a separate contract.

Proposed- Fifth Floor

Building and Inspections

20,400 SF

151 staff total/ approximately 125 at Centennial and 25 at City

Hall.

Relocate 13 FTE to fourth floor Centennial 2

Relocate 3 FTE to City Hall Basement

Needs: More conference space, a larger office for a Deputy

Director, (4) 9x9 cubes for Plan Examiners.

For FY26 need 2 offices for inspector division manager and HR-

SMA, (3) 9x9 cubes for supervising inspector, (1) 6x9 for an

Admin Tech, 7 workstations for inspectors

Law/ Land Use and Infrastructure

406 SF

Proposed: 150 SF Kasandra Maynes stays.

Relocate two offices to fourth floor

Proposed- Sixth Floor

Income Tax

Existing:13,800 SF

Proposed:7,580 SF

31 FTE includes 3 vacant FTE

Law/ Real Estate

Existing: 4,300 SF

Proposed: 4,000 SF

Law/ Prosecutors

Existing: 3,500 SF

Proposed: 7,000 SF

Inclusion (DEI)

Law/ Real Estate Law/ Prosecutors

Proposed- Eighth Floor

Recreation Commission (CRC)

Existing: 20,800 SF

Proposed: 16,900 SF

Reconfiguring and right-sizing Recreation for current staffing would allow for about 4,000 sf for another use.

Finance/ Employee Health Services

2,490 SF

6 FTE and 3 Contract Employees

Proposed: 4,000 SF

Employee Health Services From 1st Floor

City Hall

Proposed- Basement

Procurement/ Printing Services

4,800 SF

Proposed: 4,082 SF

Building & Inspections/ Inspectors

2,250 SF

Proposed: 3,887 SF

Increased office space for 2 Training Supervisors and an

Administrative Tech to serve the Training Academy

Learning Space for 20-30

Building & Inspections

Building & Inspections

Proposed- First Floor

Law/ Collections

Existing 743 SF

Proposed 1,190 SF

Relocating Collections will allow for a front desk to serve the public and provide better security for staff.

Law/ Interns

Existing 0

Proposed: 1,257 SF

Relocating the Interns to a central area will alleviate crowding on the 2nd floor.

Additional Space

Existing: 700 SF

Law/ Collections Law Interns From 2nd floor

Law/ Real Estate to Cent 2

Proposed- Second Floor

Law/ Overflow Space

730 SF

Law/ Conference Rooms

Existing: 650 SF (3rd floor City Hall)

Proposed:1,700 SF Three new conference rooms dedicated to Law.

Citizen Complaint Authority

Existing: 2,820 SF

Proposed: 2,545 SF Law/ Collections CH 1st Floor Law/ Prosecution Cent 2 6th floor

Citizen Complaint Authority

Proposed- Third Floor

DOTE/ Traffic Engineering

1,962 SF

DOTE has 167 workspaces combined

Between the 3rd and 4th floors of City Hall and 149

Filled and vacant FTEs. This leaves approximately 18 available cubicles. Relocate DOTE to 4th floor and vacate this space.

Renovation and Expansion of Council Offices

DOTE

Proposed- Fourth Floor

Transportation & Engineering

Relocate staff from the 3rd floor to this location.

DOTE from 3rd floor

3300 Central Parkway

Proposed First Floor

Note: This scope has been removed from the RFP. Finance/Risk Management and Finance/Employee Health Services will be relocated to another location.

There is 10,000 SF of space available on the first floor of 3300 Central

Parkway. Police Place Based Investigations of Violent Territories (PIVOT) and

Crime Gun Intelligence Center (CGIC) moved into a renovated second floor in

2021.

Finance/ Risk Management/ PEAP

2,700 SF

Proposed: 4,000 SF

Finance/ Employee Health Services

2,490 SF

6 FTE and 3 Contract Employees

Proposed: 4,000 SF

Relocating PEAP and Employee Health Services to this facility will offer both agencies room for growth to better serve staff. There will need to be careful considerations in the design to protect privacy and confidentiality.

PEAP Employee Health Services

Scope Removed

1115 Bates Avenue

Public Services Administration

Public Services Administration Building was built in 2012 and is about 30,000 sf on two floors. Keep Cincinnati Beautiful is currently on the first floor but will vacate the space sometime in the future which will leave about 9,000 sf available.

Office of Environment & Sustainability

Currently have 3,677 sf at City Hall

12 FTE , 10 FT Contractors, 2 PT Interns

It is unclear how many of the Federal grant funded positions will remain.

OES

Summary

The below will solve space issues for Law/ Administrative Hearings, Employee Health

Services, PEAP, Fire Administration, Office of Environment & Sustainability, Law, Building and Inspections and Council Offices. Additionally, there will be future office space carved out and more conference spaces at City Hall and Centennial 2.

Technology upgrades will be implemented into the scope of work.

Centennial 2 1st floor

• Relocate Employee Health Services to C2 8th floor

• Expand Administrative Hearings

• Create additional conference room spaces

Centennial 2 2nd floor – No Work

• Under separate contract: Relocate Citizens Complaint Authority to CH 2nd floor

• Relocate Inclusion on to the floor

• Modify Purchasing’s Space

Centennial 2 4th floor

• Note: half of the scope is covered under a separate contract agreement. To relocate some of Building and Inspections from 5th floor to 4th floor.

• Relocate Fire Administration from Fire Station 14 and C2 8th floor

Centennial 2 6th floor

• Reduce the size of Income Tax

• Under separate contract: Relocate Inclusion to C2 6th floor

• Relocate Law Prosecutors and Real Estate from CH 1st & 2nd floor

Centennial 2 8th floor

• Reduce the size of Recreation

• Relocate Employee Health Services from 1st floor

City Hall Basement

• Permanent Training Academy space

• Relocate additional B&I staff associated with the Training Academy from C2 5th floor

City Hall 1st Floor

• Relocate Law Real Estate to C2 6th floor

• Relocate Law Collections and Interns from CH 2nd floor

• Relocate OES to Public Services Administration Building

City Hall 2nd Floor

• Removed from RFP scope: Relocate Citizen Complaint Authority from C2 2nd floor

• New conference rooms

• Relocate Law Collections to CH 1st floor

• Relocate Law Prosecutors to C2 6th floor

City Hall 3rd Floor

• Relocate DOTE staff to CH 4th floor

• Build out Council offices along South of building

City Hall 4th Floor

• Relocated DOTE staff from 3rd floor

Renovate Bathrooms throughout City Hall

3300 Central Parkway

• Removed from RFP scope: Relocate Employee Health Services and PEAP to 1st floor

Public Services Administration

• Relocate OES to first floor

Total Square Feet to be Renovated: about 75,000