STAFF REPORT TO THE CITY COUNCIL
DATE: Regular Meeting of January 23, 2024
TO: Mayor and Members of the City Council
VIA: Dante Hall, City Manager
SUBMITTED BY: Michael Roberts, Public Works Director/City Engineer Joseph Vasquez, Police Chief
SUBJECT: Professional Services Agreement with SERA Architecture in the amount of $57,918 for the Police Lobbies Security Improvement Project and Appropriation of $57,918 from the Asset Seizure Fund to fully fund the Agreement RECOMMENDED ACTION:
Adopt a Resolution approving a professional services agreement with SERA Architecture in the amount of $57,918 for the Police Lobbies Security Improvement Project, appropriating $57,918 from the Asset Seizure Fund to fully fund the Agreement, and authorizing the City Manager to execute the agreement on behalf of the City Council.
BACKGROUND:
The Police Department has two lobbies that are open to the public, a main lobby which is accessed from the City Hall lobby and is open during City Hall working hours, and a night lobby accessed from a breezeway. Police staff interface with citizens in both lobbies, which also provide direct access to the interior of the Police Department that houses support specialists, sworn officers, and confidential records.
While the lobbies were built to acceptable standards of the day, it is recommended security improvements be made for the current threat level for personnel and maintaining confidential records. This would include providing walls, doors, and public windows that prevent unauthorized access to the interior of the Police Department and penetration from projectiles including large caliber bullets.
ANALYSIS:
Under this agreement, SERA will redesign the Police main lobby to usable office space and relocate the public window to the common wall shared with the City Hall main lobby while the basic configuration of the night lobby will remain intact. The walls, doors, and public windows of both facilities will be designed to prevent unlawful entry and penetration from projectiles including large caliber bullets.
SERA’s scope of work also includes bid support, construction support including periodic inspections, processing submittals, responding to inquiries from the contractor, reviewing pay applications, generating punch lists, and creating final record drawings.
The alternative to proceeding with the security improvements would be to maintain the status quo (i.e. not make improvements). Given the importance of safety and liability associated with maintaining confidential records, it is recommended Council proceed with awarding the Agreement and subsequent improvements.
FISCAL IMPACT:
There is sufficient funding for this Agreement in the Asset Seizure Fund No. 101, which is funded from money received from Police-confiscated drug money and property and is restricted for police-related activities.
Funding Sources
Account Numbers
Amount
Asset Seizure Fund
101-5160-630.90-01
$57,918
The construction cost to modify the lobbies, which is roughly estimated to cost $300K, could be funded through a combination of Police Impact Fees and General Fund/Capital Reserves. SERA will develop a construction-level estimate concurrently with the design of the project.
ATTACHMENTS:
Attach 1- Resolution
Attach 2 – Agreement including Scope of Work