Agenda Item D.3
CPMS DISCUSSION/ACTION ITEM
Meeting Date: April 16, 2024
TO: Mayor and Councilmembers
FROM: Matthew R. Fore, General Services Director
SUBJECT: General Services Department Priority Setting Workshop – Fiscal Year 2024/25 Annual Work Program
RECOMMENDATION:
Discuss work priorities and adopt the Annual Work Program for Fiscal Year 202 4/25 for the General Services Department.
BACKGROUND:
The General Services Department Annual Work Program provides a regular, structured mechanism to allow the Council to review and discuss the Department’s work commitments and staffing resources, consider individual Council member’s project ideas, and provide direction o n Department work priorities for the next fiscal year. The draft Fiscal Year ( FY) 2024/25 Annual Work Program also summarizes work progress and accomplishments for the past fiscal year and lays the groundwork for the Department budget.
Where available budget and staffing are finite and the list of possible Department programs and work efforts is growing, a priority-setting process is useful to allow the City Council to establish policy priorities. A regular priority-setting process allow s the Department to plan for and assign work within available resources in a structured manner.
This system is more effective and is more efficient than attempting to shift resources ad hoc to new work priorities as Council members identify and introduce new ideas and work priorities during the year.
DISCUSSION:
Purpose
The purpose of this workshop is to update the Council on existing work commitments and to provide the Council with an opportunity to discuss work priorities for the General Services Department for the upcoming fiscal year. The Annual Work Program creates a regular mechanism for the Council to establish the Department’s work priorities. It is also an opportunity for the Council to propose and consider ideas for new work projects. 1 Meeting Date: April 16, 2024
Staffing and Budget Constraints
Setting of work priorities must of course occur within the constraints of budget and available staffing. Goleta is a small city with a limited staff and finite resources. Given the large number of competing possible work priorities , the City must take care not to overcommit at any given time and instead be prepared to take a measured approach at delivery of services and projects . Over time, much can be accomplished, if available staffing resources are concentrated and projects are tackled sequentially.
The Council has the fundamental choice to commit resources in a way that reflects its priorities. It can in theory budget more staffing if it desires more work to be completed sooner, or it can pace work overtime within the limits of existing available staff capacity.
However, while the Council may always devote more resources and hire more staff, it must carefully consider the long-term impacts to the General Fund of simply adding staff.
In addition, it must consider the realistic constraints of managerial capacity to oversee more staff or consultants and work.
Scope
The Annual Work Program covers the work of the main divisions of the Department :
Facilities Management (including Capital Projects), Fleet Manag ement, Information Technology, Purchasing & Procurement, and Administration.
FISCAL IMPACTS:
The Annual Work Program is consistent with the adopted budget with respect to existing work commitments. It also lays the groundwork for the next budget cycle a ssuming a continuation of existing staff resources. As a result, there are no new fiscal impacts, unless the Council chooses to devote new resources to the Department. Any budget implications would depend on the additional resources, or the number of additional FTEs assigned.
When initially created, the General Services Department was staffed solely with existing positions from other departments, with the anticipation that staff would be added , as appropriate. One new full-time position is recommended as part of the Fiscal Year 2024- 25 Budget – A Project Manager. The cost of the position would be covered by the General Fund.
LEGAL REVIEW BY: Megan Garibaldi, City Attorney
APPROVED BY: Robert Nisbet, City Manager
ATTACHMENTS:
1. Draft Fiscal Year 2024/25 General Services Annual Work Program
2. Presentation
2 ATTACHMENT 1
Draft Fiscal Year 2024/25 General Services Annual Work Program 3 FISCAL YEAR 2024/25 ANNUAL WORK PROGRAM
GENERAL SERVICES DEPARTMENT
April 16, 2024
4 Table of Contents
Introduction and Purpose ................................ ................................ ................................ ........... 3 Role of the General Services Department ................................ ................................ .................. 3 Workload Considerations ................................ ................................ ................................ ........... 6 Day-To-Day Responsibilities ................................ ................................ ................................ ...... 8 General Services Projects for Fiscal Year 2024/25 ................................ ................................ .... 9 5 3
FISCAL YEAR (FY) 2024/25 ANNUAL WORK PROGRAM
GENERAL SERVICES DEPARTMENT
Introduction and Purpose
The FY 202 4/25 Annual Work Program below summarizes projects and work efforts proposed for the General Services Department (Department) for the upcoming fiscal year, considering both ongoing, existing commitments and potential new projects. It is intended to provide the City Council with an overview of current work and an opportunity to consider and give direction concerning future work. The Annual Work Program creates a regular mechanism for Council to share ideas for new work efforts and discuss work priorities.
Role of the General Services Department
The General Services Department is the City’s newest department, whose mission is to maintain City assets and provide City departments with the space and equipment necessary to support their own core missions. Major areas of focus include:
Facilities Management
Fleet Management
Information Technology
Purchasing and Procurement
The first staff member was hired in late January 2022, so the Department is still in the process of maturing.
Facilities
The City owns an increasing portfolio of facilities that are now managed and maintained by General Services including:
Facility Sq. Foot Tenant(s)
City Hall 40,049 City operations
Goleta Valley Library 15,773 City operations
Corporation Yard 4,000 City operations
Goleta Community Center
(GCC)
38,652 City operations and various private parties
Rancho La Patera & Stow
House
12,960 Goleta Valley Historical Society
Historic Train Depot 5,000 South Coast Railroad Museum
Former Mission Auto
Leasing/Waters Business
Condos Site
4,836 Various private parties
Boys & Girls Club 10,740 Private party
6 4
27 S. La Patera (Former
Direct Relief Warehouse)
39,800 City operations (Future Train Depot)
Foodbank, Listos
Stow Grove Park
(caretaker, restrooms, and
outbuilding)
2,000 City operations
Fire Station 10 (Future) N/A None
General Services is responsible for all activity related to City facilities including:
o Property acquisition and disposition
o Facility maintenance
o Leasing and tenant relations
o Security
o Facility capital improvements
o Workspace management, moves, adds, and changes
Property acquisition and disposition activity may be needed for the long-term, such as the purchase of a new City building, or for the short -term, such as acquisitions needed to complete a right-of-way project. Facilities maintenance involves establishing maintenance schedules and workorder systems, responding to planned and unplanned mainte nance needs with staff and contract services, and planning and budgeting for regular replacement of equipment and fixtures as they reach the end of their useful life. The Department also serves as a landlord, negotiating and renewing leases and maintaining relationships with the City’s tenants. Other activities include facility security and risk management.
Finally, the Department is also responsible for facility-related Capital Improvement Program (CIP) projects, which involves coordinating interdepartment al project teams for both maintenance/improvement and new facility construction projects. In Fiscal Year 2024, General Services completed the Seismic Improvement Project (CIP 9067) and continued work on the Americans with Disabilities Act Project (CIP 9121), both at the Goleta Community Center. Neighborhood Services continues to manage Fire Station 10 and the new Train Depot.
Fleet Management
General Services oversees the City’s fleet of approximately 30 vehicles. This involves recommending standards for vehicle purchases, including standards set forth in the City’s Green Fleet Policy, locating inventory, negotiating prices, and effecting purchases. The Department sets vehicle use policies, tracks vehicle availability and use, and oversees regular cleaning , maintenance, and inspection of the existing fleet. The Department maintains vehicle replacement schedules and conducts related long -range financial planning for the fleet.
7 5
Information Technology
The General Services Department oversees the City’s Information Technology (IT) program. The Department Director chairs the IT Steering Committee charged with citywide policy development and priority setting. The Department provides oversight of IT services delivered under an IT vendor contract. Department staff purchase and manage the City’s IT inventory, including servers , network switches, access points, desktops, laptops, and other mobile devices. The Department also contracts for the City’s phone system. Staff evaluates, selects, purchases, implements, and maintains a variety of enterprise software applications for all departments and is responsible for updating and implementing the City’s IT Strategic Plan.
Purchasing
The Department’s purchasing function oversees the procurement of goods and services to ensure the purchasing process is fair and transparent, and compliant with the Municipal Code. Purchasing is committed to providing training, guidance, and support to staff on the City’s purchasing code and various procurement methods to create efficiencies and help departments get the best value. The General Services Department establishes, updates, and disseminates written procedures, forms, and templates for developing requests for proposals (RFPs) and bid documents, contracting, and opportun ities for cooperative purchasing savings. The Department also assists City staff with disposing of surplus property and maintains the City’s electronic bidding software.
Figure 1: Department Staffing and Organizational Structure
8 6
Table 1: Current Staffing for Fiscal Year 2024/2025
Position Full-
time
Part-time (FTEs)
General Services Director 1.00 -
Sr. Management Analyst
(Purchasing and Procurement)
1.00 -
Management Analyst 1.00 -
Management Assistant 0.75 -
Fleet and Facilities Coordinator 1.00
Facilities Maintenance Technician 1.00 -
Maintenance Worker I
(Goleta Community Center) *
1.00 -
Total FTE 6.75
*Maintenance Worker I budgeted in Program 6510 – Goleta Community Center
One new full -time position (1.0 FTE) has been requested for FY 202 4-25 – a Project Manager. This position would primarily manage capital improvement and maintenance projects, shepherding them through the delivery process, and ensuring compliance with grant-related terms and conditions. Beyond facilities, the position would manage other department projects, including software implementations and IT governance and strategic planning initiatives.
Similar to Fiscal Year 2024, General Services proposes to continue the use of an hourly Department Aide to facilitate fleet maintenance including delivering them to local shops for mechanical work, exterior and interior cleaning, smog checks, and conducting regular safety and mechanical inspections. To prevent workplace injury and to ensure safet y of maintenance staff, the Aide will support facility maintenance staff by acting as a safety spotter (holding ladders, excluding traffic) and as “extra hands” to lift and hold heavy and awkward items.
General Services has made strides this year toward maturing as a new department. In Fiscal Year 2024/25, staff will focus on: 1) continuing to address the significant backlog of deferred maintenance with City facilities; 2) continuing to shift maintenance from reactive work to systematic and preventative maintenance; 3) delivery of capital projects at City-owned facilities; and, 4) implementing the new Information Technology Managed Services Provider contract.
In Fiscal Year 2024, the Department has completed or will achieve the foll owing accomplishments and milestones:
9 7
Table 2: Key Accomplishments and Milestones, FY 2023/24
ADMINISTRATIVE STATUS
(Completed/
Projected Date)
Hired and onboarded new Fleet and Facilities Coordinator, Maintenance Worker I at the Community Center, Facilities Maintenance Technician, and General Services Aide
(Fleet Maintenance and Facilities Safety Spotter).
Completed
Executed a deed correction for the Goleta Community
Center property.
Completed
FACILITIES AND FLEET MANAGEMENT STATUS
(Completed/Projected
Date)
Surplussed and disposed of materials and equipment in City Hall - Garage and vacant portion of the 2nd floor.
Completed
Upgraded the fire panel at City Hall. Completed
Goleta Community Center - repaired storm drains, irrigation system, and the roofs of the Rainbow School portables.
Completed
Patched and painted Goleta Community Center auditorium, classrooms, and restrooms.
Completed
Repaired the sewer pump station at the Boys and Girls Club. Completed Lighting - retrofitted the Goleta Valley Library Multi-Purpose Room lights with LED fixtures and replaced lighting controls in City Council Chambers.
Completed
Repaired the roofing system at Goleta Valley Library to prevent leaks during wet weather.
Completed
Regularly maintained mechanical and aesthetic components of City Fleet, including significant maintenance of parking enforcement vehicle; and, ensured that all vehicles passed smog testing.
Completed
Responded to Gov Assist tickets for facilities-related
service requests.
Projected Tickets by
Fiscal Year-End: 270
10 8
CAPITAL PROJECTS STATUS
(Completed/ Projected
Date)
Developed capital renewal reserve targets for all City-owned facilities, based upon facility condition assessment findings.
Completed
Conducted structural assessments of the Historic Train
Depot and the Goleta Community Center.
Projected June 2024
Successfully competed for and secured $4.2M in Building Forward Grant funding to address critical infrastructure, ADA, and life safety needs at the Goleta Valley Library.
Award of architectural and
engineering services
contract – projected
May 2024
Completed construction and closed out FEMA grant for the Seismic Retrofit of the Goleta Community Center.
Completed
Completed design work and environmental review for the
Goleta Community Center ADA Project.
Completed
INFORMATION TECHNOLOGY STATUS
(Completed/ Projected
Date)
Enhanced cybersecurity protection on internet traffic outside of City facilities.
Completed
Developed RFP and conducted procurement for new IT
Managed Services Agreement.
Contract Award projected
April 16, 2024
PURCHASING AND PROCUREMENT STATUS
(Completed/ Projected
Date)
Developed and deployed new purchasing templates
Citywide through inter-departmental working group.
Completed
Conducted staff trainings on requisition entry and change order protocols.
Completed
Day-To-Day Responsibilities
Table 3 below lists the ongoing responsibilities and programs which the General Services Department carries out on an ongoing basis, regardless of special studies, analyses, and projects with which the Department may be tasked throughout the year.
11 9
Table 3: Day-to-Day Staff Responsibilities for FY 2024/25
ADMINISTRATION
Supervision of Staff (hiring, evaluating, performance management, payroll, development, and direct training)
Financial Oversight (budgeting, purchasing, accounts payable) Work related to City Council and Council Subcommittees and Advisory Groups Interdepartmental coordination and support
Research, policy development, data analysis, and report preparation Administrative Support
FACILITIES MANAGEMENT
Work Requests - define scope, procure supplies and services, contractor oversight
Supplies and inventory management
Set and maintain resource priorities for citywide assets Develop scopes of work for various repairs
Contract Oversight (landscaping, janitorial, security, HVAC maintenance) and Regulatory Reporting (generator and vehicle emissions reporting) Management of City leases & tenant relations
Goleta Community Center (GCC)-setup/breakdown, simple maintenance, meeting contractors
INFORMATION TECHNOLOGY
IT Steering Committee - policy development, priority setting IT inventory management
Evaluate new applications and technologies
IT Strategic Plan Implementation
Oversight of IT vendor contract
FLEET MANAGEMENT
Mechanical and aesthetic maintenance of City Fleet
Negotiation and purchase of new and replacement City vehicles
PROCUREMENT
Review and approval of requisitions and contracts
Surplus and disposal of City Assets
Provide guidance to departments on preparation of Quick Quotes, Informal and Formal Bids, and Emergency Procurement
Conduct periodic audits of procurement actions
12 10
Resolution of difficult procurements
Management and retention of procurement records
Development of training materials and delivery of training to Staff on all aspects of purchasing and procurement
General Services Projects for Fiscal Year 2024/25
Beyond routine tasks and responsibilities, the General Services Department proposes to undertake the following projects during the upcoming fiscal year.
Table 4: Fiscal Year 2024/25 Projects
ADMINISTRATIVE
Hiring, onboarding, and training of new staff, including proposed Project Manager, if approved.
CAPITAL PROJECTS
Develop plans, specifications, and bid documents for the Americans with Disabilities Act Improvements Project at the Goleta Community Center.
Develop a conceptual plan and General Site Conditions for the City Hall Remodel Project.
Develop the scope and budget for repairs to the Goleta Community Center foundation and floors as informed by the structural assessment completed in Fiscal Year 2024.
Develop plans and complete environmental review for the Goleta Valley Library ADA, Safety, and Building Improvements Project.
FACILITIES MANAGEMENT
Implement the following routine maintenance at all City-owned facilities: plumbing maintenance; carpet and upholstery cleaning; exterior window cleaning; and, exterior door maintenance.
Treat the Goleta Community Center campus for termites.
Evaluate options to repair the leaking skylight over the dining room of the Goleta Community Center.
Conduct an evaluation of the electrical system at the Goleta Community Center.
Repair the Historical Society roof and the Stow Grove Caretaker roof.
Replace failing HVAC units at City Hall.
Begin replacing damaged floor coverings at City Hall.
13 11
INFORMATION TECHNOLOGY
Onboard the new IT Managed Service Provider and implement first year priority tasks as outlined in the Agreement.
Develop and implement IT Governance Framework for the City.
Conduct cybersecurity evaluation and network penetration testing.
FLEET MANAGEMENT
Purchase one (1) replacement vehicle for City fleet.
PROCUREMENT
Update Chapter 3.05 (Purchasing System) of the Municipal Code.
Emergency Procurement and EOC Logistics: develop electronic binders, forms, templates, and reference materials, FEMA-compliant procurement materials, and agreements with key emergency vendors.
Develop a training module related to federal contracting requirements for capital projects.
The following prospective projects represent long range work efforts that exceed the department’s expected FTE capacity for Fiscal Year 202 4/25. However, in the event staff capacity becomes available, then new projects will be taken up in the priority shown below.
Table 5: Long Range Projects Contingent on Staff Capacity
Develop Unified Protocols for IT File Management
Investigate options and opportunities to develop a Pooled Vehicle Program for the City Fleet
14 ATTACHMENT 2
Presentation
15 FY 2024-25
Annual Work Program
GENERAL SERVICES
DEPARTMENT
City Council Workshop
April 16, 2024
Present
ation by:
Matt Fore, General Services Director
16 Purpose of Workshop
Role and Responsibilities of General Services Department Review General Services Department Staffing and Ongoing Work E
fforts
Propose Potential New Work Efforts, Projects, and Programs Discuss and Establish General Services Department Work Priorities for
FY 2024-25
FY 2024-25 General Services Department Annual Work Program 2 17 Workshop Agenda
Presentation
Questions from Council
Public Comment on Draft FY 2024-25 Annual Work Program Council Discussion, Feedback, and Direction
Adopt FY 2024-25 Annual Work Program
3FY 2024-25 General Services Department Annual Work Program 18 General Services Overview
6.75 FTE Full-Time Staff, +1.0 Proposed for FY 2024-25 Areas of Responsibility
Facilities Management
Property acquisition and disposition
Facility maintenance
Facility capital renewal
Leasing and tenant relations
Security
Fleet Management
Fleet acquisition and disposition
Fleet maintenance
Information Technology
Asset management
Strategic planning
Cybersecurity
Purchasing and Procurement - Citywide
4FY 2024-25 General Services Department Annual Work Program 19 General Services Department Structure
Proposed Fiscal Year 2024-2025
FY 2024-25 General Services Department Annual Work Program
6.75 FTE + 1.0 FTE Proposed
20 General Services Key Accomplishments
Fiscal Year 2023-24
Administrative
Hired new Fleet & Facilities Coordinator, Facilities Maintenance Technician, Maintenance Worker I (GCC), and General Services Department Aide Executed a deed correction for the Goleta Community Center property Facilities Maintenance and Repair
Surplussed and disposed of materials and equipment in City Hall - Garage and vacant portion of the 2nd floor
Upgraded the fire panel at City Hall
Goleta Community Center - repaired roofs, storm drains, and irrigation system of the Rainbow School portables
Patched and painted Goleta Community Center auditorium, classrooms, and restrooms
6FY 2024-25 General Services Department Annual Work Program 21 General Services Key Accomplishments
FY 2023-24 (cont’d)
Repaired the sewer pump station at the Boys and Girls Club Lighting - retrofitted the Goleta Valley Library Multi-Purpose Room lights with LED fixtures and replaced lighting controls in City Council Chambers Repaired the roofing system at Goleta Valley Library to prevent leaks Fleet Maintenance: mechanical, aesthetic, regulatory (emissions testing) Responded to Gov Assist tickets for facilities-related service requests 7FY 2024-25 General Services Department Annual Work Program 22 General Services Key Accomplishments
FY 2023-24 (cont’d)
Capital Projects
Developed capital replacement reserve targets for all City-owned facilities, based upon facility condition assessment findings.
Conducted structural assessments of the Historic Train Depot and the Goleta Community Center
Successfully competed for and secured $4.2M in Building Forward Grant funding to address critical infrastructure, ADA, and life safety needs at the Goleta Valley Library
Completed construction and closed out FEMA grant for the Seismic Retrofit of the Goleta Community Center
Completed design work and environmental review for the Goleta Community Center ADA Project
8FY 2024-25 General Services Department Annual Work Program 23 General Services Key Accomplishments Fiscal
Year 2023-24 (cont’d)
Information Technology
Enhanced cybersecurity protection on internet traffic outside of City facilities Developed RFP and conducted procurement for new IT Managed Services Agreement
Purchasing and Procurement
Developed and deployed new purchasing templates Citywide through inter- departmental working groups
Conducted staff trainings on requisition entry and change order protocols 9FY 2024-25 General Services Department Annual Work Program 24 Day-to-Day Staff Responsibilities Fiscal Year
2024-25
10FY 2024-25 General Services Department Annual Work Program Asset Management (Facilities, Fleet, Information Technology) Useful Life
Accumulate Reserves for Replacement
Preventative Maintenance and Repair to Reach Useful Life Replacement
Surplus and Disposal of Retired Assets
Information Technology
Cybersecurity
Strategic Planning
Contractor Oversight and Year 1 Onboarding
25 Day-to-Day Staff Responsibilities FY 2024-25
(con’t)
11FY 2024-25 General Services Department Annual Work Program Purchasing and Procurement
Review and Approve Requisitions and Contracts
Guidance and Training to City Staff
Audit Procurement Actions
Record Management
Administration
Council and Subcommittees
Budget Development and Management
Personnel Management
26 Fiscal Year 2024-
25 Projects
12FY 2024-25 General Services Department Annual Work Program
ADMINISTRATIVE
Hiring, Onboarding, and Training Staff
CAPITAL PROJECTS
Develop plans, specifications, and bid documents for
the
ADA Improvements Project at the Goleta
Community Center
Develop a conceptual plan and General Site
Conditions for the City Hall Remodel Project
Develop the scope and budget for repairs to the
Goleta Community Center foundation and floors
Develop plans and complete environmental review for
the Goleta Valley Library Improvements Project
27 Fiscal Year 2024-
25 Projects
13 FACILITIES MANAGEMENT
Implement routine maintenance at all City-owned
facilities: plumbing,
carpet, windows, exterior doors
(Proactive vs. Reactive Maintenance)
Treat the Goleta Community Center campus for
termites
Evaluate options to repair the leaking skylight over
the dining room of the Goleta Community Center
Conduct an evaluation of the electrical system at the
Goleta Community Center
FY 2024-25 General Services Department Annual Work Program 28 Fiscal Year 2024-
25 Projects
14 FACILITIES MANAGEMENT
Replace failing HVAC units at City Hall
Begin replacing
damaged floor covering at City Hall
INFORMATION TECHNOLOGY
Onboard the new IT Managed Service Provider and
implement first
year priority tasks
Develop and implement IT Governance Framework
for the City
Conduct cybersecurity evaluation and network
penetration testing
FY 2024-25 General Services Department Annual Work Program 29 Fiscal Year 2024-
25 Projects
15 FLEET MANAGEMENT
Purchase one (1) replacement vehicle for City fleet
PROCUREMENT
Update Chapter 3.05 (Purchasing System) of the
Municipa
l Code
Emergency Procurement and EOC Logistics:
develop electronic binders, forms, templates, and
reference materials, FEMA-compliant procurement
materials, and agreements with key emergency
vendors
Develop a training module related to federal
contracting requirements for capital projects
FY 2024-25 General Services Department Annual Work Program 30 Long Range
Projects
Contingent on
Staff Capacity
16FY 2024-25 General Services Department Annual Work Program Develop Unified Protocols for IT File Management
Investigate options and opportunities to develop a
Pooled Vehicle Program for City Fleet
31 Questions?
FY 2024-25 General Services Department Annual Work Program 17 32 Recommendation
Discuss work priorities and adopt the Annual Work Program for Fiscal Year 2024-25 for the General Services Department
18FY 2024-25 General Services Department Annual Work Program 33