CITY COUNCIL STAFF REPORT
Meeting Date: September 8, 2025
TO: THE HONORABLE MAYOR AND CITY COUNCILMEMBERS
TITLE: ADOPT RESOLUTION NO. __-25 AUTHORIZING THE
APPROPRIATION OF $81,950 FROM FUND 308 CAPITAL PROJECT /
BUILDING FUND FOR THE CONSTRUCTION OF THE CITY HALL
FIRST FLOOR OFFICES/PD DISPATCH CARPET REPLACEMENT
PROJECT
SYNOPSIS
The City Hall First Floor Offices/PD Dispatch Carpet Replacement Project will remove and replace the existing carpet and wall base in the first-floor offices at the City Hall Building and the secondary Dispatch Center at the Police Department Facility. The purpose of this item is to authorize the appropriation of $81,950 from Fund 308, the Capital Project/Building Fund for the construction of the project. The Budget Committee, at its September 3, 2025 meeting, recommended approval of this item to the City Council.
DISCUSSION
Background
City Hall First Floor Offices
The City Hall First Floor Offices/PD Dispatch Carpet Replacement Project will remove and replace the existing carpet and wall base in the first-floor offices at the City Hall Building and the secondary Dispatch Center at the Police Department Facility. The project scope includes, furniture moving, the removal and disposal of the old carpet and padding, the installation of new carpeting and pads; including the installation of a new 4” covered base wall.
The City Hall building was originally constructed in 1991 and although the second-floor carpeting was replaced in its entirety in 2010, and the carpeting in the first-floor open areas, including the cubicles, hallways, and lobby area, were replaced in 2014, there has been no significant improvements to the interior of the first-floor offices to date. The remaining carpet has deteriorated due to age (35 years) and is becoming a trip hazard. The installation of the new carpet will remedy immediate hazards and provide a cleaner appearance to City Hall.
The City Hall Carpet Replacement (First Floor Offices) was an approved project in the FY2022/2027 Capital Improvement Program (CIP). Due to a staffing shortage in the Engineering Division, the Project was deferred and re-approved as part of the FY2024/2029 CIP. $80,000 in Capital Project funds was approved for the project. A recent cost estimate indicates that the current cost of the carpet replacement at the City Hall first floor offices is $105,950, a shortfall of $25,950.
Police Department Dispatch
The Police Department Dispatch Center was last renovated in 2010. The carpeting was replaced at that time. The large secondary dispatch room in the front office contains three dispatch stations with supportive seating and motorized monitor/data entry desks to provide an ergonomic workspace. The motorized work desks have been essential components of this workspace as dispatchers have options for various work postures, both standing and sitting. The existing motorized desks are old, and one has become inoperable. Finally, the secondary dispatch room’s old antistatic carpeting is heavily worn and needs replacement. Although Police Department staff originally requested Supplemental Law Enforcement Services Account (SLESA) funds from City Council in the amount of $108,000 to cover the cost of new furniture and electrostatic reducing carpeting, that carpet replacement is not an eligible use of SLESA funds. Additionally, staff have determined that the estimated furniture cost alone is $104,000, therefore alternate funding is required. The cost estimate for the carpet replacement at the Dispatch Center is $56,000.
Analysis
The total cost of construction for the project is estimated to be $161,950, $80,000 of which will be funded from the FY24/25 City Hall Carpet Replacement Project (First Floor Offices). Staff is requesting an allocation for the remaining $81,950 to complete the project work and request the project be funded from the Capital Project/Building Fund (Fund 308). Staff have confirmed with the Finance Division that there are sufficient funds in Fund 308 to complete the project work.
The Budget Committee, at its September 3, 2025 meeting, recommended this item for City Council approval.
Acceptance of this proposal by the City Council will authorize an appropriation of $81,950 from Fund 308 for the construction of the City Hall First Floor Offices/PD Dispatch Carpet Replacement Project.
FISCAL IMPACT
The Project will be funded from the FY24/25 City Hall Carpet Replacement Project (First Floor Offices) in the amount of $80,000 and $81,950 from the Capital Project/Building Fund (Fund 308).
PUBLIC CONTACT
Public contact was made through posting of the City Council agenda on the City’s official notice bulletin board, at the Pleasant Hill Senior Center, and at the Pleasant Hill Police Department. The agenda and staff report are posted on the City’s web page.
RECOMMENDED CITY COUNCIL ACTION
Adopt a resolution authorizing the allocation of $81,950 from the Capital Project/Building Fund (Fund 308) to the City Hall First Floor Offices/PD Dispatch Carpet Replacement Project.
ALTERNATIVES TO RECOMMENDED ACTION
None recommended
ATTACHMENT(S):
Proposed Resolution
Prepared by: Ann James, Public Works Director
Reviewed by: Erick Cheung, Chief Financial Officer
Approved by: Ethan Bindernagel, City Manager