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Home My WebLink AboutAGENDA REPORT 2024 0417 CCSA REG ITEM 10BCITY OF MOORPARK, CALIFORNIA City Council Meeting of April 17, 2024 ACTION ADOPTED RESOLUTION NO. 2024-4235. (ROLL CALL VOTE: UNANIMOUS) BY B.Garza. B. Consider Resolution Approving California Highway Patrol Tenant Improvements at Moorpark Police Services Center, Authorizing the City Manager to Execute an Agreement with the County of Ventura to Construct the Improvements, and Amending the Fiscal Year (FY) 2023/24 Budget in the amount of $462,986.70 for Construction Services. Staff Recommendation: Adopt Resolution No. 2024-4235, approving California Highway Patrol Tenant Improvements at Moorpark Police Services Center, Authorizing the City Manager to Execute an Agreement with the County of Ventura to Construct the Improvements, and Amending the FY 2023/24 Budget for Construction Services. (Staff: PJ Gagajena, Assistant City Manager) (ROLL CALL VOTE REQUIRED) Item: 10.B. MOORPARK CITY COUNCIL AGENDA REPORT TO: Honorable City Council FROM: PJ Gagajena, Assistant City Manager DATE: 04/17/2024 Regular Meeting SUBJECT: Consider Resolution Approving California Highway Patrol Tenant Improvements at Moorpark Police Services Center, Authorizing the City Manager to Execute an Agreement with the County of Ventura to Construct the Improvements, and Amending the Fiscal Year (FY) 2023/24 Budget in the amount of $462,986.70 for Construction Services BACKGROUND AND DISCUSSION On June 5, 2005, the City entered into a lease with the State of California Department of General Services (State) that provided for 4,497 square feet of office space in the City’s Moorpark Police Services Center (MPSC) building for use by the California Highway Patrol (CHP). As a part of the lease renewal, which is set to expire on October 31, 2024, the CHP plans to take over 812 square feet of additional space that is leased to the Ventura County Sheriff’s Office (VCSO), who is a co-tenant of the building. This would enable CHP to expand its evidence room and make changes to an existing office space for its use. This would also require the reengineering of fire alarms and redesigning of fire sprinkler systems in the new space. The CHP, VCSO, and City staff have met about the improvements and VCSO agreed their impacted areas could be rearranged to accommodate expansion of the CHP offices. The City would be financing the tenant improvement project with CHP reimbursing the City through the new lease agreement or separate change order. The City hired the Ventura County General Services Agency (County) to serve as construction managers for the CHP’s tenant improvement project. In May 2022, the City Council authorized an expenditure of $49,877.28 for architectural services from the County to develop design and construction drawings related to the CHP expansion. In October 2023, the City Council authorized an additional $16,681.58 in expenditures to Item: 10.B. 208 Honorable City Council 04/17/2024 Regular Meeting Page 2 the County to additionally design fire suppression and sprinkler system improvements to be completed as part of the project. In January 2024, the City received a cost estimate from the County to construct the improvements at a cost of $420,897.00, inclusive of construction costs and construction management services. An additional 10% in contingency or $42,089.70 will be included for any unforeseen expenses. Funds have not been allocated in the FY 2023/24 budget for these costs. A budget amendment is needed to facilitate the provision of these services. In March 2024, the City received the approved plans for the space improvements and construction may commence upon the City Council’s approval of the project and budget. The proposed lease renewal, which takes effect on November 1, 2024, and is presented as a separate City Council agenda item tonight, requires the State to reimburse the City for the $420,897.00 in construction costs, including any unexpected expenses covered by contingency, upon completion and acceptance by the State or the State may reimburse the City through a separate change order. Construction of the CHP expansion space is anticipated to be completed by February 2025. The cost for architectural services in the amount of $49,877.28 and the cost for the design of fire suppression and sprinkler system improvements in the amount of $16,681.58 may also be reimbursed by the State to the City through the proposed lease renewal or separate change order. ENVIRONMENTAL DETERMINATION The Community Development Director has reviewed this project and found it to be Categorically Exempt in accordance with Section 15301 (Class 1: Existing Facilities) of the CEQA Guidelines because there are only minor tenant improvements included within the lease area and no building square footage is being added to the existing building. FISCAL IMPACT Staff is requesting a FY 2023/24 budget amendment in the amount of $420,897.00, plus an additional 10% in contingency or $42,089.70, for a total of $462,986.70 from the Special Projects Fund (3004) to fund the costs for construction. The costs, including any unexpected expenses covered by contingency, will be reimbursed by the State upon completion and acceptance by the State as outlined in the new lease agreement effective November 1, 2024, or the reimbursement by the State may occur through a separate change order. COUNCIL GOAL COMPLIANCE This action does not support a current strategic directive. 209 Honorable City Council 04/17/2024 Regular Meeting Page 3 STAFF RECOMMENDATION (ROLL CALL VOTE REQUIRED) Adopt Resolution No. 2024-____, approving California Highway Patrol Tenant Improvements at Moorpark Police Services Center, Authorizing the City Manager to Execute an Agreement with the County of Ventura to Construct the Improvements, and Amending the FY 2023/24 Budget for Construction Services. Attachment 1: Draft Resolution No. 2024-____ Attachment 2: County of Ventura Job Order Contract 210 RESOLUTION NO. 2024-____ A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MOORPARK, CALIFORNIA, APPROVING CALIFORNIA HIGHWAY PATROL TENANT IMPROVEMENTS AT MOORPARK POLICE SERVICES CENTER, AUTHORIZING THE CITY MANAGER TO EXECUTE AN AGREEMENT WITH THE COUNTY OF VENTURA TO CONSTRUCT THE IMPROVEMENTS, AND AMENDING THE FISCAL YEAR 2023/24 BUDGET IN THE AMOUNT OF $462,986.70 FROM THE SPECIAL PROJECTS FUND (3004) FOR CONSTRUCTION SERVICES WHEREAS, the California Highway Patrol plans to improve 812 square feet of additional space at the Moorpark Police Services Center, which has been approved by the Ventura County Sheriff’s Office, who serve as co-tenants of the building; and WHEREAS, the City of Moorpark received construction plans from the County of Ventura for the California Highway Patrol Tenant Improvement project; and WHEREAS, the City of Moorpark received a construction cost estimate of 420,897.00 from the County of Ventura for the California Highway Patrol Tenant Improvement project; and WHEREAS, the City Council adopted the Operating and Capital Improvement Budget for Fiscal Year 2023/24 on June 21, 2023; and WHEREAS, a staff report has been presented to City Council requesting a budget amendment for Construction Services for California Highway Patrol Tenant Improvement project at the Moorpark Police Services Center in the amount of $420,897.00, plus an additional 10% in contingency or $42,089.70, for a total of $462,986.70 from the Special Projects Fund (3004); and WHEREAS, Exhibit “A” hereof describes said budget amendment and its resultant impact to the budget line items. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK DOES HEREBY RESOLVE AS FOLLOWS: SECTION 1. The City Council hereby approves the California Highway Patrol Tenant Improvement project at the Moorpark Police Services Center. SECTION 2. The City Council hereby authorizes the City Manager to execute an agreement with the County of Ventura to construct the California Highway Patrol Tenant Improvement project at the Moorpark Police Services Center. SECTION 3. A budget amendment in the amount of $462,986.70 from the Special Projects Fund (3004), as more particularly described in Exhibit A, is hereby approved. ATTACHMENT 1 211 Resolution No. 2024-____ Page 2 SECTION 4. The City Clerk shall certify to the adoption of this resolution and shall cause a certified resolution to be filed in the book of original resolutions. PASSED AND ADOPTED this 17th day of April, 2024. Chris R. Enegren, Mayor ATTEST: Ky Spangler, City Clerk Attachment: Exhibit A – Budget Amendment 212 Resolution No. 2024-____ Page 3 FUND BALANCE ALLOCATION: Fund-Account Number Amount 3004-000-00000-33990 462,986.70$ Total 462,986.70$ EXPENDITURE APPROPRIATION: Account Number Current Budget Revision Amended Budget 3004-171-C0073-55300 -$ 462,986.70$ 462,986.70$ Total -$ 462,986.70$ 462,986.70$ Fund Title SPECIAL PROJECTS FUND EXHIBIT A BUDGET AMENDMENT FOR SPECIAL PROJECTS FUND (3004) CONSTRUCTION SERVICES FOR CHP TENANT IMPROVEMENT MOORPARK POLICE SERVICES CENTER FY 2023/24 213