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Home My WebLink AboutAGENDA REPORT 2024 0417 CCSA REG ITEM 10B CITY OF MOORPARK, CALIFORNIA City Council Meeting Item: 1 O.B. 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 Sheriffs 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 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 ATTACHMENT 1 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 Sheriffs 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. 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 EXHIBIT A BUDGET AMENDMENT FOR SPECIAL PROJECTS FUND (3004) CONSTRUCTION SERVICES FOR CHP TENANT IMPROVEMENT MOORPARK POLICE SERVICES CENTER FY 2023124 FUND BALANCE ALLOCATION: Fund Title Fund-Account Number Amount SPECIAL PROJECTS FUND 3004-000-00000-33990 $ 462,986.70 Total $ 462,986.70 EXPENDITURE APPROPRIATION: Account Number Current Budget Revision Amended Budget 3004-171-00073-55300 $ - $ 462,986.70 $ 462,986.70 $ - $ - $ - $ - $ - $ - $ - . $ - . $ - $ - $ - $Total $ - $ 462,986.70 $ 462,986.70 213 ATTACHMENT 2 Job Order Contract -Client Funding Authorization (GUM MIURA GAE - Client Project Budget Encum brace Approval O"AS""� "" ' Date: November 9,2023 To: Jessica Sandifer City of Moorpark From: Bruce Ward, Project Manager County of Ventura 800 S Victoria Ave Ventura CA 93009 Re: City of Moorpark-Police Services Center Highway Patrol Office Expansion Project Number:GSA21116 Brief Scope: Tenant Improvement at the Police Service Cener for CHP We request your funding cite(s)and valid Department signature authorizing Company name to award and manage the JOC contract and related project efforts to be paid by Client funding.You are also authorizing Company name to establish a GAE, Client Project Budget Encumbrance of your funding;to be used by Company name for reimbursement of all payments to Vendors and fees related to the project.The JOC contract is fixed price for identified scope unless otherwise noted.We typically pay related fees&tor retain other Vendors on separate BDO contract as required in a supporting role during each phase of a project.Support examples include RMA Plan-check&Building Permit fees,other regulatory fees,mandatory 3rd party Code inspection during construction,HCAI Permit IOR inspection,incidental engineering or field engineering if not included in a separate design contract,obtaining&tor printing of as-built or current design plans if required,GSA Security escort fees,and similar support costs.Also occasionally includes separately contracted specialty tasks such as carpet,card access, painting,or electrical connection of furniture.Company name PM Fee is billed concurrently as a%of combined contract and t&m costs as occurring. Contract Amount: $379,528.72 Program Management Fee @ 10.90% $41,368.53 Total Contract Cost: $420,897.35 GAE Amount Authorized to Encumber this phase: $420,897.35 CAM Amount Authorized to Encumber this phase: $379,528.72 Prepared&Reviewed By. rj 4.- (,t ' ! 11-9-2023 (Sigtalure) Cate Bruce Ward Vendor: MTM Construction Inc. GSA Use Only Funding By: GAE 10: CAM ID: (Sigtaturs) Cate Funding Profile: (Pant) DO/BDO: Client funding Cite: 2115 Fund' Cept' Und' OW. Activity' Function` Progam Phase Task 'required funding cite field "may substihts onlya 4000 code for object 211S 214 Job Order Contract iiiiCOUNTY4VENTURA Detailed Scope of Work cameo! s""ic°"" ` Date: November 9,2023 Project Number: GSA21116 Project Name: City of Moorpark-Police Services Center Highway Patrol Office Expansion Detailed Scope of Work RMA Drawing for Tenant Improvement Plans for the California Highway Patrol for tenant improvements at our Police Services Center. Part of the work involves opening a wall and expanding the office space into a section of the building that is currently occupied by the Sheriffs Department. Scope of Work -Enlarge evidence room for SHF. -Add wall to office and remove metal grid ceiling and replace with 2x2 COV standard T-bar system. -Open wall to create an opening to office space next door, header required. -Change entry location into existing ADA rest room. -Create hallway separating CHP and SHF office areas. -Large office area,drywall three doors.amend lighting,remove two interior walls. -Paint,carpet,base cove in all new areas of work per DGS outline. -Add doorway from hall into second office space and create two small interview rooms. -New walls to be insulated and two 5/8 drywall sheets in and out.Add HVAC ducting as needed for an air balance report. General Conditions Working Hours Work to be completed after normal working hours.After working hours are Mon-Fri 5:00 pm to 2 am,County holidays are not considered normal working hours. Site Access All workers are required to display an identification badge at all times.The identification badge can be their own company issued badge or County of Ventura vendor badge.SHF staff to provide escort and access. Submittals Contractor to submit all material submittals to the Project Manager for approval.Material requiring submittals shall not be installed before approval by the Project Manager. Client has pre-selected carpet, paint is best match. Outage Requests Contractor shall notify the Project Manager in writing at least 72 hours prior to any scheduled utility outage.The outage shall not commence without the Project Manager?s approval. Notes Retain/reuse existing ceiling lighting fixtures.All work per approved plans provided. Sincerely, 02alLd 11.9.2023 Bruce Ward,Project Manager Date 215