Agenda Item No: P.5
AGENDA REPORT
DATE: July 1, 2025
TO: Mayor and Council
FROM: David Gassaway, City Manager
SUBJECT: Resolution 2025 -124 PD Lease Amendment for Police Property and Evidence Storage Facilities
Approving a Five-Year Lease Extension for Police Property and Evidence Storage Facilities
Funding Source: $523,119.84; General Fund
Contact: Dan Marshall, (707) 428-7374
RECOMMENDED ACTION
Adopt resolution.
STATEMENT OF ISSUE
Evidence, seized vehicles, and items associated with various investigations need to be stored until adjudicated. Previously, these items were stored at Fairfield Fire Department Station 41; however, Fire Station 41 did not provide the necessary security an d efficiency of operation. In 2015, the City Council approved a five-year lease for 1891 Woolner Avenue, Suites F and H, to obtain additional storage space to effectively and efficiently process and maintain security and control of evidence. In 2021, the council approved a lease amendment to extend the lease through September 2025. With the end of the previous amendment approaching, t he Police Department is requesting another lease extension to continue to utilize the space and secure the property through August 2030.
DISCUSSION
The City currently leases approximately 12,600 square feet at 1891 Woolner Avenue, Suites F and H. These suites are under secure control of the Property Unit with a small portion accessible and under the secure control of the Major Crimes and Crime Scene Investigations Units. The current space is sufficient to accommodate additional evidence and vehicle storage needs. The current lease amendment for both suites expires on September 30, 2025.
Suite H at 1891 Woolner Avenue includes 700 square feet of office space. The space also includes a 10’x10’ grade level roll-up door and one restroom. The Police Department would continue to benefit by entering into a five -year lease extension for both Suite F and H beginning September 1, 2025, through August 31, 2030.
Working with the Community Development staff, numerous properties have been evaluated to meet this storage need. Due to the decrease in market availability, square footage costs for lease and/or purchase are relatively expensive currently. Based on costs, ease of operations, and overall space availability, renewing both Suites F and H at 1891 Woolner Avenue is the most viable option.
FINANCIAL IMPACT
Suite H at 1891 Woolner Avenue would cost between $3,214.20 to $3,617.61 per month beginning September 1,2025, which includes a 3% increase every September. 09/1/25 - 8/31/26 $3,214.20 ($38,570.40 annually)
09/1/26 - 8/31/27 $3,310.63 ($39,727.56 annually)
09/1/27 - 8/31/28 $3,409.95 ($40,919.40 annually)
09/1/28 - 8/31/29 $3,512.24 ($42,146.88 annually)
09/1/29 - 8/31/30 $3,617.61 ($43,411.32 annually)
The total cost to lease Suite H is $204,775.56.
Suite F at 1891 Woolner Avenue would cost between $4,996.80 to $5,623.94 per month beginning September 1,2025, which includes a 3% increase every September. 09/1/25 - 8/31/26 $4,996.80 ($59,961.60 annually)
09/1/26 - 8/31/27 $5,146.70 ($61,760.40 annually)
09/1/27 - 8/31/28 $5,301.11 ($63,613.32 annually)
09/1/28 - 8/31/29 $5,460.14 ($65,521.68 annually)
09/1/29 - 8/31/30 $5,623.94 ($67,487.28 annually)
The total cost to lease Suite F is $318,344.28.
The combined total cost to lease Suites H and Suite F until August 31, 2030, is $523,119.84. The cost will be funded through the General Fund (Fund 101, Responsibility and Division Code 50401, Object Code 9005).
PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION
N/A
ALTERNATIVE ACTION
Do not approve the resolution. Without additional storage space, the Police Department will be unable to effectively and efficiently process and maintain security and control of evidence pursuant to court ordered legal mandates. For example, storing seized vehicles that are awaiting court case adjudication costs approximately $150 per vehicle per month at local tow yards. The Police Department has custody of 30 -50 evidence vehicles at any given time. The minimum monthly cost to store these vehicles at a local tow yard exceeds the cost of monthly rent under the Lease Agreement for additional space on Woolner Avenue.
COORDINATED WITH
City Attorney’s Office and Community and Economic Development Department
STAFF CONTACT
Imelda Preciado, Police Records and Property Manager
(707) 428-7707
[email protected]
ATTACHMENTS
Attachment 2: Proposed Resolution
Attachment 3: Proposed Lease Amendment for 1891 Woolner Avenue, Suite F Attachment 4: Proposed Lease Amendment for 1891 Woolner Avenue, Suite H