DATE: NOVEMBER 15, 2022
DEPARTMENT: FIRE DEPARTMENT
FROM: SAMUEL KLEMEK, FIRE CHIEF
TITLE: SALINAS FIRE DEPARTMENT CITY HALL TENANT IMPROVEMENT FURNISHING AND CONTINGENCY RECOMMENDED MOTION:
A motion to approve a Resolution authorizing:
The execution of an agreement with Peninsula Business Interiors for the furnishing and installation of all workstations and shared workspaces part of the Salinas Fire Department Tenant Improvement Project, in an amount not to exceed $132,654.23 plus a 10% contingency.
Transfer of $125,903.72 available in the Fire Department’s CIP 9541 to CIP 9300 as noted in the Fiscal Impact section.
An increase of $125,903.72 in the CIP 9300 appropriation.
EXECUTIVE SUMMARY:
In 2021, the Salinas Fire Department requested and received authorization from City Council to commence the Salinas City Hall Tenant Improvement Project. Premier Builders was awarded the project in 2021, commenced construction in 2022, and provided an estimated date of completion of March 31, 2023. In preparation for the Fire Department Administration and Prevention divisions to move, Fire Administration sought and received a quote from Peninsula Business Interiors for the purchase and installation of furnishings for all workstations and shared workspace for a total of $132, 654.23. In addition, Salinas Fire is requesting the transfer of available CIP 9541 funds in the amount of $125,903.72 into the project’s CIP 9300 account.
BACKGROUND:
On February 16, 2021, City Council approved Resolution No. 22503 authorizing the improvements of the West Wing of City Hall for the move of the Fire Department Administration and Fire Prevention staff. On December 14, 2021, City Council approved Resolution No. 22266, authorizing a contract with Premier Builders. The tenant improvements to the west wing of City Hall would be used to offset the loss of space caused by the termination of the Abbott St. training facility lease and future alternative classroom space. Also, as the pandemic began and while attempting to implement COVID-19 restrictions, set forth by the Centers for Disease Control, the Fire Department noted challenges with its current workspace configuration. In addition, the division of Fire Administration and Prevention divisions have caused operational inefficiencies in personnel management and collaboration. Premier Builders has provided an estimated date of completion of March 31, 2023. In preparation for the Fire Department Administration and Prevention division’s transition into the west wing of City Hall, Fire Administration sought and received a quote from Peninsula Business Interiors to purchase and install furnishings for all workstations and shared workspace. The Fire Department is also seeking to appropriate funding available on the CIP 9541 - Fire Department’s Fire Station Repairs account toward the Salinas Fire Department City Hall Tenant Improvement CIP 9300 account to cover furnishing and future contingencies. On December 14, 2021, the City Council approved the use of $50,000 from the project’s 9300 CIP account for the purchase of furniture. The funds are currently available in the 9300 CIP account however, due to current market conditions directly associated with the COVID-19 pandemic, the cost of furnishing the space has increased. In addition, $125, 903.72 of savings incurred from the receipt of ARPA funds appropriated for Fire Station Renovations, are available for the purchase and installation of furnishings and to create a contingency for the successful completion of the project. The Fire Department is requesting the transfer of funding as outlined in the Fiscal Impact section to consolidate funding for the project.
CEQA CONSIDERATION:
Not a Project. The City of Salinas has determined that the proposed action is not a project as defined by the California Environmental Quality Act (CEQA) (CEQA Guidelines Section 15378).
STRATEGIC PLAN INITIATIVE:
This project addresses the current City Council’s Goals of Operational Efficiency and Public Safety.
DEPARTMENTAL COORDINATION:
The Fire Department will seek the collaboration of the Finance Department during the purchasing process and appropriation of requested funds.
FISCAL AND SUSTAINABILITY IMPACT:
Staff is requesting the necessary transfers of $125, 903.72 from the CIP No. 9541 to consolidate all funding into the CIP 9300-66.4000 account. Staff is also requesting the approval of $132,654.23 and a possible 10% contingency for furnishing from the CIP 9300 account. The Fire Department will collaborate with the Finance Department during the purchasing process.
ATTACHMENTS:
Resolution
PBI Quote
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