DATE:
February 25, 2025
CATEGORY:
Consent
DEPT.:
Public Works
TITLE: City Hall Remodel (Community
Development Department Tenant
Improvements Phase), Project 16-64, and
City Buildings Workplace Study,
Project 21-50—Various Actions
RECOMMENDATION
1. Find that , in accordance with the California Environmental Quality Act (CEQA) requirements, City Hall Remodel ( Community Development Department Tenant Improvements Phase), Project 16-64, is categorically exempt as Class 1, Minor Alteration of Existing Public Facilities, under California Environmental Quality Act Guidelines Section 15301.
2. Transfer and appropriate $ 900,000 of Construction/Conveyance Tax funding from City Buildings Workspace Study and Modifications , Project 21-50, to City Hall Remodel, Project 16-64. (Five votes required)
3. Approve plans and specifications for City Hall Remodel ( Community Development Department Tenant Improvements Phase), Project 16-64, and authorize staff to advertise the project for bids.
4. Authorize the City Manager or designee to award a construction contract to the lowest responsible responsive bidder if the bid is within the available project budget of $2,900,000.
BACKGROUND
Over the past few years, the City has completed several improvements in City facilities to update customer service areas and optimize space to accommodate increased staff and workflow needs as part of City Hall Remodel, Project 16-64, and City Buildings Workplace Study, Project 21-50.
The departments receiving improvements include City Manager’s Office, Housing, Fire, City Attorney, Public Works, Finance and Administrative Services, Human Resources, City Clerk , and Community Development. Many of the departmental moves and remodeling projects have been funded from these projects, including those at City Hall.
The Community Development Department (CDD) is located on the first floor of City Hall and needs additional workstations for current staff. Over the past few years, the D epartment’s
City Hall Remodel (Community Development Department Tenant Improvements Phase), Project 16-64, and City Buildings Workplace Study, Project 21-50—Various Actions February 25, 2025
staffing level has increased to address increased development activity and meet community expectations and legal requirements associated with development review and permitting . This project was scoped to redesign existing work areas and convert a break room into office space to provide dedicated workstations for CDD staff.
On January 18, 2024, the City executed a professional services agreement with Studios Architecture for the design of the CDD Tenant Improvements phase of the project.
ANALYSIS
The plans and specifications for City Hall Remodel (CDD Tenant Improvement Phase) , Project 16
--64, are complete. The design will modify workspaces for the planners, permit technicians, and inspectors utilizing existing work areas and taking a portion of the break room.
Upon project completion, staff will have two separate areas for pantries (see Figure 1). The work will be phased to accommodate staff on --site during construction. A separate project currently under construction is modifying the CDD Lobby area. Staff expects the CDD Lobby construction to be completed before the CDD Tenant Improvements start construction. Due to a shared wall between the CDD Lobby and this project, public counter hours may be disrupted briefly when work is performed on the shared wall, and staff will provide noticing in advance.
City Hall Remodel (Community Development Department Tenant Improvements Phase), Project 16-64, and City Buildings Workplace Study, Project 21-50—Various Actions February 25, 2025
Figure 1: CDD Tenant Improvements Phase
If Council approves the recommended actions and a responsive responsible bid within the project budget is received, construction is anticipated to begin in late spring 2025 and be completed by December 2025.
Environmental Clearance
In accordance with the requirements of the California Environmental Quality Act ( CEQA), staff has reviewed the scope of the project and determined that it meets the classification for categorically exempt as Class 1, Minor Alterations of Existing Public Facilities, pursuant to Article 19, Section 15301(a), as it consists of interior alterations within a City owned building.
Staff recommends Council make findings that, in accordance with the CEQA requirements, the project is categorically exempt as Class 1, Minor Alterations of Existing Public Facilities, under CEQA Guidelines (Title 14, Division 6, Chapter 3 of the California Code of Regulations) Section 15301(a).
City Hall Remodel (Community Development Department Tenant Improvements Phase), Project 16-64, and City Buildings Workplace Study, Project 21-50—Various Actions February 25, 2025
FISCAL IMPACT
The design and construction of the CDD Tenant Improvement phase is under the overall City Hall Remodel, Project 16-64, which is funded with $1,500,000 from the Development Services Fund and $500,000 from the Construction /Conveyance Tax Fund, for a total funding amount of $2,000,000. City Buildings Workplace Study, Project 21-50, is funded with $1,560,000 from the Capital Improvement Project Reserve Fund, $1,270,000 from the Construction /Conveyance Tax Fund, and $400,000 from the Development Services Fund, for a total funding amount of $3,230,000. A portion of funding in Projects 16-64 and 21-50 have been expended or allocated to other facility projects.
The estimated project cost of the CDD Tenant Improvements Phase is as follows:
Construction with Contingency $685,000
Project Management 25,000
Consultant Services 85,000
Construction Inspection and Testing 40,000
Permits, Printing, Miscellaneous 17,000
Project Contingency 75,000
Subtotal $927,000
City Administration 60,000
TOTAL ESTIMATED COST $987,000
There is in sufficient funding remaining in the City Hall Remodel, Project 16-64, for the CDD Tenant Improvements phase of the project. There is available funding in Project 21-50 to supplement Project 16-64 to deliver the CDD Tenant Improvements phase . Staff recommends that Council appropriate $900,000 of Construction /Conveyance Tax funding from Project 21-50 to Project 16-64. Adequate funding will remain in Project 21-50 to fund other projects under Project 21-50.
LEVINE ACT
California Government Code Section 84308 (also known as the Levine Act) prohibits city officials from participating in any proceeding involving a “license, permit, or other entitlement for use” if the official has received a campaign contribution exceeding $500 from a party, participant, or agent of a party or participant within the last 12 months. The Levine Act is intended to prevent financial influence on decisions that affect specific, identifiable persons or participants. For more City Hall Remodel (Community Development Department Tenant Improvements Phase), Project 16-64, and City Buildings Workplace Study, Project 21-50—Various Actions February 25, 2025
information see the Fair Political Practices Commission website: www.fppc.ca.gov/learn/pay-to- play-limits-and-prohibitions.html
Please see below for information about whether the recommended action for this agenda item is subject to or exempt from the Levine Act.
EXEMPT FROM THE LEVINE ACT
☒ Competitively bid contract
CONCLUSION
CDD has increased staffing levels in recent years requiring staff to share cubicle space and the CDD Tenant Improvements phase will provide dedicated workstations needed for staff. Council approval of the plans and specifications for this project will allow staff to advertise the project for bids. The current project lacks sufficient available funding for the construction of this phase.
The recommended transfer and appropriations from Project 21-50 will fully fund the project.
Should responsive bids within the project budget be received, construction is anticipated to begin in late spring 2025 and be completed by December 2025.
ALTERNATIVES
1. Do not make environmental findings, approve plans and specifications, authorize award of a construction contract, and direct staff to defer the project.
2. Do not authorize the appropriations of $ 900,000, and direct staff to use other funding sources.
3. Provide other direction.
City Hall Remodel (Community Development Department Tenant Improvements Phase), Project 16-64, and City Buildings Workplace Study, Project 21-50—Various Actions February 25, 2025
PUBLIC NOTICING—Agenda posting.
Prepared by:
Ayano Hattori
Senior Project Manager
Reviewed by:
David O. Printy
Principal Project Manager
Edward Arango
Assistant Public Works Director/
City Engineer
Approved by:
Jennifer Ng
Public Works Director
Audrey Seymour Ramberg
Assistant City Manager
AH/4/CAM
976-02-25-25CR
204897
cc: PWD, APWD—Arango, PCE —Printy, PCE —Shah, SPM —Hattori, SMA— Goedicke, PA— Li, SMA—Doan, [email protected], File (16-64, 21-50)