HomeMy WebLinkAbout4.15 - 2343 ACFD Temporary Move
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STAFF REPORT
CITY COUNCIL
DATE: December 4, 2018
TO: Honorable Mayor and City Councilmembers
FROM:
Christopher L. Foss, City Manager
SUBJECT:
Temporary Relocation for Alameda County Fire Department Administrative
Offices
Prepared by: Linda Smith, Assistant City Manager
EXECUTIVE SUMMARY:
The City Council will consider authorizing the City Manager to enter into agreements to
provide temporary housing for the Alameda County Fire Department. The Department
is located in the Public Safety Complex and must be relocated for a short period of time
while unexpected structural upgrades are made to the building.
STAFF RECOMMENDATION:
Adopt the Resolution Authorizing the City Manager to Enter into Agreements
Necessary for the Temporary Relocation for the Alameda County Fire Department
Administrative Offices, and approve the budget change.
FINANCIAL IMPACT:
Authorization to the City Manager includes a not to exceed amount of $400,000. A
budget change from the General Fund undesignated reserve s is necessary. A portion
of the budget change will be offset by the continued, prorated monthly lease payment
from ACFD.
DESCRIPTION:
The City is under construction at the Public Safety Complex to create a future home for
Dublin Police Services. At present, the building is partially occupied by the Alameda
County Fire Department (ACFD) for its administrative offices.
Recently, the City conducted an evaluation by a structural engineer to determine what
upgrades will be necessary to bring the entire b uilding up to “essential facility” status.
The City believed that certain structural upgrades were completed on the side of the
building occupied by ACFD when it was originally upgraded in 2013; however, such
improvements were not made. As the City evalu ates its possible remedies, it has
become necessary to relocate ACFD in order to make those necessary upgrades.
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Staff is working with ACFD on possible temporary locations. These options include
leasing private office space, repurposing and improving an existing City facility to
accommodate employees on a temporary basis or relocating to County-controlled
facilities in the area. The temporary location could require execution of a lease
agreement, possible tenant improvement costs or could include a reimbu rsement to
ACFD for expenses incurred.
Staff is recommending that the City Council appropriate $400,000 from the General
Fund undesignated reserve and give authority to the City Manager of the same amount.
The amount requested is an estimate based on a scenario of office space rents at
10,000 square feet for a period of eight months and related temporary relocation costs,
such as the procurement of office furniture, equipment and improvements necessary for
the temporary relocation.
It should be noted that the final determination of space and improvement needs will be
made upon execution or a temporary lease with an office building or reimbursement
agreement with ACFD. The City will continue to receive payment from ACFD under its
current office lease at the existing rate of approximately $1.60 per square feet. This
amount will partially offset the actual expenses for temporary space.
STRATEGIC PLAN INITIATIVE:
N/A
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
None.
ATTACHMENTS:
1. Resolution Authorizing the City Manager to Enter into Agreements Necessary for the
Temporary Relocation for the Alameda County Fire Department Administrative Offices
2. Budget Change Form
RESOLUTION NO. xxx - 18
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
* * * * * * * * * * *
AUTHORIZING THE CITY MANAGER TO ENTER INTO AGREEMENTS NECESSARY FOR
THE TEMPORARY RELOCATION FOR THE ALAMEDA COUNTY FIRE DEPARTMENT
ADMINISTRATIVE OFFICES
WHEREAS, the City is under construction at the Public Safety Complex to create a future
home for Dublin Police Services, which is also the home for the Alameda County Fire
Department (ACFD) for its administrative offices; and
WHEREAS, it has become necessary to relocate ACFD for a temporary period as
structural upgrades are made to the building; and
WHEREAS, Staff is working with ACFD on possible temporary locations. These options
include leasing private office space, repurposing and improving an existing City facility to
accommodate employees on a temporary basis or relocating to County -controlled facilities in the
area; and
WHEREAS, the temporary location could require execution of a lease agreement,
possible tenant improvement costs or could incl ude a reimbursement to ACFD for expenses
incurred; and
WHEREAS, timing is of the essence and the City Council is being asked to appropriate
funds and authorize the City Manager to enter into agreements necessary to p romptly relocate
ACFD.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin hereby
authorizes the City Manager to enter into agreements necessary for the temporary relocation for
the Alameda County Fire Department administrative offices.
PASSED, APPROVED AND ADOPTED this 4th day of December, 2018, by the following
vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
______________________________
Mayor
ATTEST:
______________________________
City Clerk
Budget Change Reference #:
From Un-Appropriated Reserves X Budget Transfer Between Funds
From Designated Reserves Other
Account Amount Account Amount
Contract Services - General (GI0116.9200.9201)$400,000
3600.9601.49999 (Transfers In)$400,000
$400,000
12/4/2018
Posted By:Date:
EXP: Public Safety Complex (GI0116)
GI0116.1001 (1001.9601.89101) - General Fund Undesignated Reserve - Transfers Out
As Presented at the City Council Meeting
**********Finance Use Only**********
CITY OF DUBLIN
To fund the move to temporary housing for the ACFD.
REASON FOR BUDGET CHANGE
FISCAL YEAR 2018-19
BUDGET CHANGE FORM
DECREASE BUDGET AMOUNT INCREASE BUDGET AMOUNT
City Council's Approval Required
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