COUNCIL AGENDA REPORT
TO: Mayor and City Council
FROM: Shad S. Springer, Director of Utilities
DATE: August 5, 2025
SUBJECT: Adoption of a Resolution Approving an Agreement with Griffin Structures, Inc. to complete a Space Needs Assessment and Provide Facility Planning for the Utilities Department Consolidation
Description:
The City Council will consider adopting a resolution approving an agreement with Griffin Structures, Inc. for space needs assessment and facility planning.
Environmental Notice: The activity is not a “Project” as defined under Section 15378 of the California Environmental Quality Act State Guidelines; therefore, pursuant to State Guidelines Section 15060(c)(3) no environmental review is required.
RECOMMENDATION:
1. Adopt a Resolution approving an agreement with Griffin Structures, Inc. to complete a space needs assessment and provide facility planning services for the Utilities Department consolidation; and
2. Authorize the City Manager or designee to execute the agreement.
BACKGROUND:
The Utilities Department includes more than 130 full-time budgeted positions across three divisions: Business, Solid Waste (Collections and Disposal), and Water Resources (Water Distribution, Water Production, Wastewat er Treatment, and Sanitary and Storm Sewer operations). The Department is currently split between two primary locations: the Utilities Administration Office at the Santa Maria Regional Landfill (SMRL) at 2065 East Main Street and the Wastewater Treatment Plant (WWTP) at 601 South Black Road.
The space needs assessment and facility planning effort is the first major step toward consolidating the Utilities Department at a single location, the SMRL. The goal is to develop a long -term, sustainable facility plan that improves departmental efficiency, administration, and coordination; enhances service delivery ; and supports future expansion.
2 DISCUSSION:
City staff have prepared a formal Request for Proposals (RFP) to procure these technical and professional services. The RFP provided directions to prospective pro posers, outlining a structure and minimum scope of work to be provided, including:
SPACE NEEDS ANALYSIS
Collaborate with Utilities Executive Staff through surveys and selective interviews to determine specific program requirements, existing and future organizational alignments, and collect other relevant facility information. Estimate current space needs, identify space surpluses and deficits by division and functional area, and provide recommendations for space allocation at the consolidated site.
FACILITIES ASSESSMENT
Analyze current space utilization and operational needs of Utilities Department staff at both the SMRL and the WWTP sites.
Review existing floor plans and validate with physical inspections of rooms and facilities.
Inventory current facilities and assess condition, suitability for use, and expansion potential to determine how best to repurpose existing facilities to acc ommodate staffing and operational needs.
Evaluate corporation yard, large vehicle circulation, fleet and staff parking, general shop and warehouse storage space needs, and access amenities, identifying potential efficiencies of shared facilities while cons idering any unique characteristics necessitating separate or expanded facilities.
ALTERNATIVE DEVELOPMENT AND ANALYSIS
Develop 3-4 design alternatives for the consolidated Utilities Department facility based on the findings from the space needs and facilities assessment. Specifically address the relocation and consolidation of all facilities and staffing from the WWTP to the SMRL.
Present alternatives to the Utilities Department Executive team for selection of a preferred concept.
CONCEPT DESIGN, ESTIMATES, AND PHASING PLAN
Develop a conceptual (10%) design for the proposed improvements at the SMRL site to provide a single, consolidated Utilities Department facility. This concept design will serve as the foundation for the Department’s budget process and may be utilized for procurement of full design services.
The RFP was posted on the Planet Bids portal on April 17, 2025. Notifications were sent to 49 architectural and engineering companies on the City’s vendor list and to an additional 250 California architectural firms in the Planet Bids network. Nearly three dozen firms expressed interest by downloading the RFP. City staff conducted a site walk of both the SMRL and the WWTP sites on May 7, 2025. Seven proposals were submitted by the deadline.
3 Proposals were evaluated by a selection committee consisting of two Utilities Department subject matter experts and one external expert with a background in facility development and maintenance. Evaluation criteria includ ed expertise, experience, and project approach. Following the evaluation, the top two firms were invited to interview. Based on interviews and scoring, Griffin Structures , Inc. was selected due to their experience, refined needs assessment process, and strong architectural team. City staff then opened their sealed bid and negotiated the contract’s scope and terms.
The project is expected to take approximately seven months, beginning shortly after the contract award. The Utilities Department intends to complete this effort before the nex t two-year budget cycle to provide refined budget estimates for design and construction phases.
The proposed Agreement (Attachment “ B”) has a term of approximately one year and a not-to-exceed amount of $210,000.
Alternative(s)
The City Council may decline to authorize the agreement, reject all proposals, and direct City staff to reissue the RFP. This project has been in development for over two years, and such action would further delay progress.
Fiscal Considerations
Funding is in the approved budget for the Wastewater Fund.
Impact to the Community:
While this initial phase focuses on planning and assessment, it lays the foundation for consolidating the Utilities Department into a single, efficient facility. This consolidation is expected to improve coordination among divisions, which will contribute to better service quality, increased operational efficiency, staff support, and potential cost savings.
Impact to the City
The space needs assessment and facility planning will initiate the consolidation process, allowing the Utilities Department to optimize operations through a centralized facility.
ATTACHMENT(S)
A. Resolution
B. Draft Agreement