TO: Board of Supervisors
FROM: Steven Lederer, Director of Public Works
REPORT BY: Estrella Munoz, Junior Engineer
SUBJECT: Budget Amendment and Approval of Agreement No. 260188B with TLCD Architecture for the “PBES Remodel Project,” PW 23-30 (Project 24005)
RECOMMENDATION
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Approve and authorize Agreement No. 260188B with TLCD Architecture for a maximum of $110,641 for design services for the “PBES Remodel Project,” PW 23-30 and approve a Budget Amendment. (Fiscal Impact: $119,500 Expense; PBES-Planning Fund; Not Budgeted; Discretionary)
[4/5 vote required]
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BACKGROUND
The Planning, Building, and Environmental Services Department (PBES), located on the second floor in the County’s Administration Building, identified the need to re-evaluate its workspace to facilitate the department’s growth, improve security, consolidate divisions to foster collaboration within teams, and reconfigure work areas to create an efficient work environment for staff. This project was initially established on August 22, 2023, with a scope consisting of lobby/reception modifications and work area modifications in the East side of the building.
The project was put on pause due to financial restraints and the development of the Facilities Master Plan. Following the decision to pause the Facilities Master Plan, it was decided that this project should continue. Since the project’s pause, PBES has remodeled the workstations in the east side of the building and now requires a change in the original scope of work. The revised scope of work generally consists of modifications to the reception area, copy room, permit center, and west side furniture arrangement.
Public Works staff has chosen to utilize the services of TLCD Architecture (TLCD) to provide design services given their background knowledge of the project and of the Administration Building gained through their experience in designing previous major remodeling projects for the first and second floors. Based on the scope established in 2023, TLCD created a preliminary plan and estimate that will now serve as a starting point for the project to continue.
Staff recommends a budget transfer of $119,500, which includes a $110,641 not to exceed agreement with TLCD to provide design services for the PBES office remodel and an allocation of $8,859 to support County project management activities through the preliminary plans phase. Staff will return to the Board once a preliminary plan and estimated total project cost is established and request a budget amendment to fund the development of detailed construction plans.
Requested Actions:
1. Approve a Budget Amendment for the following (4/5 vote required):
a. Release $119,500 from Assigned Fund Balance.
b. Increase Transfers Out appropriations by $119,500 in the PBES-Planning Fund (Fund 1000, Sub-Division 1700000, Account 56100) offset by the use of its available fund balance to transfer to Project 24005; and
c. Increase Consulting Services appropriations by $119,500 (Fund 3000, Sub-Division 3000500, Project 24005, Account 52310) offset by a transfer-in revenue from PBES-Planning Fund.
2. Authorize Agreement No. 260188B with TLCD for $110,641 for design services of the PBES Remodel Project.
FISCAL & STRATEGIC PLAN IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
No |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
The project will provide much needed reconfiguration of workspaces which will allow for a more efficient work environment. |
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Is the general fund affected? |
Yes |
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Future fiscal impact: |
Staff will return to request another budget amendment to fully fund the project. |
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Consequences if not approved: |
PBES will continue to struggle with department growth, security, and the ability to foster an efficient work environment for staff. |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed action is not a project as defined by California Code of Regulations, title 14, section 15378 (State CEQS Guidelines) and therefore CEQA is not applicable.