Design team presents 15% plans for Gaithersburg’s 12 South Summit City Hall project

Public Works staff and the project design team from Mann’s Woodward Studios presented 15% design progress for the 12 South Summit Avenue building — the site identified for Gaithersburg’s new municipal offices — at the council work session on March 24.

“Over the past four months, the city has collaborated with Mann’s Woodward Studios design team to assess the 12 South Summit Avenue Building,” Melanie Brown of Gaithersburg Public Works said, describing site analysis, staff interviews and program development. Project architect Jessica Swigert summarized the design status: “We are currently at 15% of the design progress.”

Why it matters: the plan sets how multiple city departments will be co‑located, estimates remodeling and system replacements, identifies site changes needed for circulation and access, and lays out a schedule to reach permit‑ready construction documents and eventual construction. The design and schedule will influence the city’s capital budget and the Local Bond Initiative request being pursued in Annapolis.

Key points from the presentation and council discussion:

- Program and fit: The team reviewed requirements from seven departments and three divisions proposed for the building (city manager’s office; community, neighborhood and housing services; finance; human resources; information technology; planning and code administration; engineering services; environmental services; and a portion of parks and recreation for cultural events). The existing structure measures slightly over 72,000 square feet, but usable space in the current footprint for the project phase was about 39,000 square feet, leaving a program shortfall of roughly 5,500 square feet. The team closed the gap through shared multi‑user spaces (shared print, conference rooms, multi‑purpose rooms) and by deferring parks and rec program elements and an IT training lab to a future phase.

- Test fits and layout: Three test‑fit options were developed; the council and staff selected a preferred layout. The design places public‑facing services on the first floor (planning and code administration, engineering, environmental services) and secures upper floors with card access. Shared print, meeting rooms and a multipurpose room appear on multiple floors to reduce duplication and increase flexibility.

- Site and circulation: The plan calls for a one‑way vehicular entrance from the alley with a right‑in, right‑out onto South Summit Avenue, a small number of dedicated handicapped and short‑term delivery spaces, preservation of existing parallel parking on South Summit Avenue with time limits to be determined, new pedestrian connections between the train station and the garage, and required stormwater management for added impervious area.

- Building systems and life‑cycle analysis: The team said windows will be replaced and the roof likely needs replacement due to existing leaks. A life‑cycle analysis is underway to compare mechanical options (including gas, electric and a geothermal option); the team said the mechanical choice will determine whether an upgraded electrical service is required.

- Delivery method and schedule: The city has engaged a construction manager at risk (CMAR) to help with design‑phase value engineering and to deliver a guaranteed maximum price. The design team said it expects to complete design decisions by the end of fiscal year 2025 Q4, produce permit‑ready construction documents by the end of Q2 FY26, go to bid in Q3 FY26 and start construction thereafter, with a target completion around Q3 FY27, subject to permitting, utility coordination and bidding outcomes.

Council members pressed on specific details during a lengthy Q&A: Council Member Neil Harris raised a security concern about basement windows along Old Town Avenue and asked, “What are you anticipating doing to make sure that nobody ends up sleeping in our basement?” Jessica Swigert described security glazing options, glass block treatments and other approaches for daylight and security. Questions also covered daylighting strategies and placement of private offices versus shared workstations, provision of small “huddle” or focus rooms, parking allocation (staff expected to use the municipal garage), confidentiality for shared printing (badge access and small private printers in HR and finance suites), and prospects for solar or geothermal systems. The team said geothermal would require roughly 50 wells spaced about 25 feet apart and that the site likely lacks space for a full geothermal field; solar on the existing roof also appears constrained by rooftop equipment.

Project risks flagged in the discussion included utility coordination (the team said pole relocation on South Summit Avenue will be required for the planned exit), possible Pepco scheduling delays, mechanical system decisions that could trigger a new electrical service, and the limited roof area for photovoltaics. The team noted lessons learned from prior municipal projects and said the CMAR approach and an owner’s representative were adopted to improve oversight and schedule reliability.

During the public comment period, David Mullins of the Gateway Apartments agreed with tenant‑protection legislation discussed earlier and suggested designation of flexible council office space for potential candidates or members who need workspace; Mullins said the city‑level design conversation made him “excited” about the project and the potential for public access.

The design team will proceed to the 30% design phase after updating the site survey, completing the life‑cycle analysis, and coordinating required utility and permitting actions with code officials and utilities.