TO: Board of Supervisors
FROM: Steven Lederer, Director of Public Works
REPORT BY: Estrella Munoz, Junior Engineer
SUBJECT: Budget Amendment for “PBES Remodel Project,” PW 23-30 and approval of Amendment No. 1 to Agreement No. 260188B with TLCD Architecture Inc.
RECOMMENDATION
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Approve a Budget Amendment; and approve and authorize Amendment No. 1 to Agreement No. 260188B with TLCD Architecture Inc. to increase the maximum contract amount from $110,641 to $324,552 to provide construction documents and construction support services for the PBES Remodel Project, PW 23-30. (Fiscal Impact: $213,911 Expense; General Fund; Discretionary)
[4/5 vote required]
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BACKGROUND
The Planning, Building and Environmental Services Department (PBES) located on the second floor of the 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 created on August 22, 2023, with a scope consisting of lobby/reception modifications and work area modifications in the East side of the department.
The project was put on pause due to financial constraints and the development of the Facilities Master Plan. Following the decision to pause the Facilities Master Plan, it was decided that this project is once again necessary. Since the project’s pause, PBES remodeled the workstations in the East side of the department and now requires a change to the original scope of work to meet PBES’ needs. The revised scope of work generally consists of modifications to the reception area, copy room, permit center, and West side furniture and cubicle arrangement, which will allow the PBES department to consolidate on the second floor.
On October 21, 2025, the Board approved a budget amendment of $119,500 and approved and authorized Agreement No. 260188B with TLCD Architecture, Inc. (TLCD) to provide a schematic design package. The initial budget amendment of $119,500 funded the initial agreement amount of $110,641 and included $8,859 to support County project management activities. The schematic design package explored different areas (lobby, reception area, copy room, permit center, plans hallway, west side layout, breakroom, etc.) and provided an approximate construction cost for improvements of each area. Based on the preliminary plan and construction estimate within the schematic design package provided by TLCD and the estimated project budget, Public Works worked with PBES to determine what scope is necessary to satisfy PBES’ needs and what can be eliminated to keep the project within an achievable budget.
Staff has finalized a scope that will allow PBES to consolidate all employees on the second floor within an achievable budget and is requesting approval of Amendment No. 1 in the amount of $213,911 to authorize TLCD to prepare construction documents. Staff requests a budget transfer of $213,911 from the General Fund, PBES - Division to fund Amendment No. 1 as well as support County project management activities. Staff will return to the Board for approval of the final plans and authorization to solicit bids.
The total estimated project cost is $2.0 million; however, this estimate will be validated upon receipt and opening of construction bids. Of the total project cost, approximately $750,000 is anticipated to be funded through remaining funds from the South Campus Building Maintenance Project (Project 22008).
The recommended Fiscal Year 2026-27 budget includes $5.15 million for Other Building Capital Improvement Projects, funded through Accumulated Capital Outlay. These funds will initially be budgeted within CIP00 - Uncommitted Projects and subsequently allocated to individual projects as they advance.
It is anticipated that $750,000 of the FY 2026-27 budget allocation described above will be used to fund construction of this project. Based on current cost estimates, no additional funding is anticipated beyond the amount being requested today and the previously identified funds from Project 22008 and the FY 2026-27 Capital Improvement Program allocation.
This project is proposed to be constructed in the winter of 2026.
Requested Actions:
1. Approve a Budget Amendment for the following (4/5 vote required):
a. Release the balance of the General Fund Assignment for the PBES Remodel project in the amount of $200,089, bringing the fund balance assignment to $0.00, to increase the General Fund Available Fund Balance, and
b. Increase appropriations in General Fund, PBES Division, Transfers-out (Fund 1000, Sub-Division 1700000, Account 56100) by $213,911, offset by use of General Fund Available Fund Balance; and
c. Increase appropriations in Project 24005 - PBES Remodel (Capital Improvement Fund 3000, CIP-Administration Building Sub-Division 3000500) for Consulting Services (52310) in the amount of $213,911, offset by transfer-in revenues from the General Fund (48200).
2. Approve and authorize Amendment No. 1 to Agreement No. 260188B with TLCD Architecture, Inc. for an additional $213,911, and therefore, for a new maximum contract amount of $324,552 to provide construction documents and construction support services for the PBES Remodel Project, PW 23-30.
FISCAL 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: |
This 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 to fund the project through the construction phase. |
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Consequences if not approved: |
The Planning, Building, and Environmental Services Department will continue to struggle with department growth, security, and the ability to foster an efficient work environment for staff. |
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Strategic Initiatives: |
Elevate County Service and Workforce Excellence |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed action is not a project as defined by California Code of Regulations, title 14, section 15378 (State CEQA Guidelines) and therefore CEQA is not applicable.