CC 2014-02-25_08.i. Resolution of Surplus Property and donation to LMUSDMEMORANDUM
TO: CITY COUNCIL
FROM: STEVEN N. ANNIBALI, CHIEF OF POLICE
SUBJECT: CONSIDERATION TO DECLARE A MODULAR OFFICE UNIT AS
SURPLUS PROPERTY I APPROVAL OF DONATION TO THE LUCIA
MAR UNIFIED SCHOOL DISTRICT
DATE: FEBRUARY 25, 2014
RECOMMENDATION:
It is recommended that the City Council adopt a resolution declaring a modular
office unit"as surplus and authorizing it's donation to the Lucia Mar Unified School
District.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
There are no costs to the City associated with this proposal. The modular office unit was
purchased, delivered and installed at the current Halcyon Road site in 2005 at a cost of
$51,789.69. The cost to remove the unit from the property is estimated at $8,690 to
$15,631. The Lucia Mar Unified School District would be responsible for all removal and
transportation costs.
BACKGROUND:
Council approved the purchase of the interim modular office unit in September,
2005 in order to limit overcrowding in the Police Department facility (see
Attachment 1 ). The modular office unit was intended to be an interim measure for
up to five years until such time as a Police Department expansion and remodel
could be completed.
ANALYSIS OF ISSUES:
The modular office unit is no longer needed in City service and therefore is
available for surplus and donation to the Lucia Mar Unified School District. The
modular office unit is currently in its ninth year of use, despite a five year projected
use time period.
A thorough review of City needs has been completed and the modular office unit is
not suitable for future City needs. Although the modular office unit still has a
usable life and value, the cost to move the unit may equal or exceed its fair market
value. Without the donation to the Lucia Mar Unified School District and their
assumption of moving and transportation costs, the City would incur both the cost
Item 8.i. - Page 1
CITY COUNCIL
CONSIDERATION TO DECLARE SURPLUS PROPERTY I APPROVAL OF
DONATION TO THE LUCIA MAR UNIFIED SCHOOL DISTRICT
FEBRUARY 25, 2014
PAGE 2
of moving and transportation along with the storage of the unit.
ALTERNATIVES:
The following alternatives are provided for the Council's consideration:
-Recommended Alternative: It is recommended that the City Council adopt a
resolution declaring the modular office unit listed in Exhibit B as
surplus and authorize its donation to the Lucia Mar Unified School
District.
-Do not approve staff's recommendation.
-Modify as appropriate and approve staff's recommendation; or
-Provide direction to staff.
ADVANTAGES:
The advantage of approving the recommended action is that it will officially surplus the
modular office unit and remove it from the Halcyon property at no cost to the City. At the
same time, it will assist the Lucia Mar Unified School District by providing office space,
which will relieve other units needed for classroom space.
DISADVANTAGES:
No disadvantages have been identified.
ENVIRONMENTAL REVIEW:
This project is exempt from CEQA pursuant to CEQA Guidelines Section 15061(b)(3).
PUBLIC NOTIFICATION AND COMMENTS:
The public impacted by the proposal is the Arroyo Grande Police Department's service
population. The public has been made aware of the proposal before Council by a posting
of the Agenda in the front of City Hall on Thursday, February 20, 2014 and public notice
posted on the City's website on Friday, February 21, 2014. No public input has been
received to date.
ATTACHMENT:
1. 2005 Council Staff Report
Item 8.i. - Page 2
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ARROYO GRANDE DECLARING ITEMS AS SURPLUS AND
AUTHORIZING THEIR DONATION
WHEREAS, the City of Arroyo Grande has a modular office unit which is no longer
used; and
WHEREAS, the modular office unit can be classified as surplus property and made
available for donation.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Arroyo
Grande does hereby declare as surplus the modular office unit described in Exhibit A,
attached hereto and incorporated herein by this reference, and authorizes its donation
to the Lucia Mar Unified School District
On motion of Council Member , seconded by Council Member
and by the following role call vote, to wit:
AYES:
NOES:
ABSENT:
The foregoing Resolution was passed and adopted this 25th day of February, 2014
Item 8.i. - Page 3
RESOLUTION NO.
PAGE2
TONY FERRARA, MAYOR
ATTEST:
KELLY WETMORE, CITY CLERK
APPROVED AS TO CONTENT:
STEVE ADAMS, CITY MANAGER
APPROVED AS TO FORM:
TIMOTHY J. CARMEL, CITY ATTORNEY
Item 8.i. - Page 4
SURPLUS MODULAR OFFICE UNIT AVAILABLE FOR SURPLUS I
DONATION
ITEM:
1. Walden Modular Office Structure
CC# 122308 S# 11798
EXHIBIT A
Item 8.i. - Page 5
ATTACHMENT 1
MEMORANDUM
TO: CITY COUNCIL
FROM: RJCK TerBORCH, CHIEF OF POU.
SUBJECT: CONSIDERATION OF AUTHORIZATION TO PURCHASE AN INTERIM
MODULAR OFFICE FOR THE POLICE DEPARTMENT
DATE: SEPTEMBER 13, 2005
RECOMMENDATION:
It is recommended the City Council authorize staff to purchase a 24' X 60' modular office
from Design Space for a delivered and installed cost of $51,789.69 to serve as interim
office and storage space for the Police Department.
FUNDING:
The Police Facilities Impact Fund (Fund 212) contains funding totaling $64,459.54 which is
available for the purchase and installation of a modular office to address overcrowding in
the Police facility.
D1$CUSSION:
In FY 2004-05, the City Council authorized the purchase of the vacant lot at 206 N.
Halcyon Rd. Tide for this lot was transferred to the City in August 2005. This lot was
primarily purchased for employee parking. However; plans for the short term use of this lot
have included the installation of a modular office in order to address the severe
overcrowding problem at the police department. This problem has evolved from minor
difficulties experienced soon after the Police Department was remodeled in 1989, to the
point where personnel who require desks and offices simply do not have them. In late
1999, the Police Department had applied for a grant through FEMA which would have
funded a second floor addition to the Police facility. However, due to the World Trade
Center terrorism incident on September 11, 2001, funding for such programs have been
diverted to terrorism related issues. Additionally, with the recent Hurricane Katrina
disaster, it is not anticipated that funding will be restored to the Federal budget for this
grant program in the foreseeable future.
Consideration has been given for different size structures, Including 24' x 40' modular
cJassmoms and single wide offices of the 12' x 40' and 12' x 60' varieties. A committee
has determined that the ideal office space would require 3 private offices and a restroom.
This configuration is most suited to the 24' x 60' floor plan.
By providing a 24' x 60' unit, this will accommodate not only the relocation of the two
existing detective work stations, but also provide a dedicated office for the operations
sergeant, who currently works with the two part-time detectives out of the E.O.C.
Item 8.i. - Page 6
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CITY COUNCIL
CONSIDERATION OF AUTHORIZATION TO PURCHASE AN INTERIM MODULAR
OFFICE FOR THE POLICE DEPARTMENT
SEPTEMBER 13, 2005
PAGE2
conference room, which ·is also shared with the department's two administrative volunteers.
The primary duty of the operations sergeant is to function as the detective supervisor and
this necessitates a private office. Additionally, the detective unit requires a room dedicated
·and available for interviewing suspects and victims of crimes . .The third office is required to
relocate the storage area for the Special Problems Team equipment.
·Currently, the Special Problems Team equipment is stored in a locked .. area in the rear of
the 30 year old office trailer occupying four (4) sorely needed secured parking spaces at
the rear of the Police Department parking area. This office trailer was acquired from Lucia
Mar Unified School District for $1 approximately 10 years ago and served as the
Community Services Office until it was determined to have a minor mold contamination
making it-unsuitable for continuous uses such as office space. The Community Services
Unit was relocated to the Community Resource Center at 910 Rancho Parkway and the old
office trailer has been relegated to storage only, a use that is consistent with the
recommendations of the JPIA, mold notwithstanding.
The acquisition of this modular office will accommodate the immediate needs of the Police
Department for office space, and is projected to serve on an interim basis, those
anticipated needs until such time as the current facility can be expanded. The addition of
this modular office will permit the removal or relocation of the 30 year old officer trailer by
providing necessary storage space and this will free up an additional four (4) secured
parking spaces. The city is developing a facilities improvement program which will include
the remodeling and expansion of the Police facility. This program is expected to occur
within the next five (5) to ten (10) years. Once completed the modular office structure will
be removed.
One other overcrowding problem at the Police Department can be mitigated by this
solution. Currently the rear third of the department's training room is occupied by a report
writing work station, the department's training computer, and a digital imaging computer
(DIMMS) used for evidentiary images in lieu of photographs of accidents and crime scenes.
This space is sorely needed for our staff (expanded from 19 officers in 1990 to 27 in 2005)
who attend training and briefing sessions. In addition, the department often holds
community meetings in this room for the Parent Education Project, Teen and Citizen
Academies, and for the department's Citizen's Assisting Police and Explorer Post. With the
detective unit being relocated to the new modular office, the space in the administrative
office vacated by the detectives will enable us to remove the DIMMS and training
computers and the report writing workstation to the administrative office, freeing the
training room up once again for training. The other workstation in the administrative offices
will become available for use by the administrative volunteers who assist the executive
secretary two days each week.
Item 8.i. - Page 7
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CITY COUNCIL
CONSIDERATION OF AUTHORIZATION TO PURCHASE AN INTERIM MODULAR
OFFICE FOR THE POLICE DEPARTMENT
SEPTEMBER 13, 2005
PAGE3
·. The site next to the Police Department-will accommodate the 24'. x 60' modular office as
well as approximately 6 to 8 off street parking spaces. Police Department staff is currently
· · working with ·the Public Works Department to maximize the number of off street parking
·spaces available; In addition~ the Public Works Department will provide the manpower and
equipment to level the site, install base and paving for the parking area, ·and the water and ·
sewer connections.
It is anticipated that the electrical and telephone needs for the modular office can be
served from the Rena Street side, eliminating the unsightly power pole on the Halcyon
frontage. Data lines will be run underground from the existing Police Department building .
. It should be noted thatin obtaining proposals for modular offices, several costs need to be
·. ·considered. Staff has found it is a lot like buying a used car .. It is first a.question of what is
available at the time of purchase, and then the cost considerations. Comparisons need to
· . ·include first the size and floor plan of the· unit and the appearance, age, and.condition, and
· .. then the -various costs, including u·nit price, delivery, set .up, foundations· and support
·.engineering and· installation, .. seismic tie downs~ skirting, ·sales tax, and ADA access ramps.
Beyond this, -as mentioned above, the ·site will need to be .prepared, utilities.installed and
the parking area paved.
Staff has set aside an estimate of $15,000 for the site costs, including utilities, paving and
the ADA access ramp. Included in this is the Public Works Department's estimate for the
costs of the site preparation, utilities and paving at $7919.12 less the electrical service,
ADA ramp and utility charges. All other costs have been included in the prices quoted in
the proposals from the vendors.
The Police Department obtained quotations from several companies last spring.
Unfortunately, the cost of modular offices has soared over the past year, and availability is
not now what it was then. 'rhe suitable used models currently found to be available are
listed below ..
Pacific Mobile 24' x 60' 1991 $ 51,451.25
Design Space 24' x 60' 2000 51,789.69
Williams Scotsman 24' x 60' 2001 58,369.83
Class Leasing 24' x 60' Unknown 64,413.78
Atlas (API) 24' x 60' Unknown. Refurbished 65,780.94
Atlas (API) 24' x 60' New 84,335.19
In addition to the above units quoted within the past 20 days, staff received a quotation for
a new 24' x 40' unit from American Modular for $63,480 plus approximately $4200 in sales
taxes. This price does include an ADA compliant ramp, but it provides only a small office
Item 8.i. - Page 8
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CITY COUNCIL
CONSIDERATION OF AUTHORIZATION TO PURCHASE AN INTERIM MODULAR
OFFICE FOR THE POLICE DEPARTMENT
SEPTEMBER 13, 2005
PAGE4
· -·and storeroom,: and ·the -square footage is insufficient ·for the projected . needs· of the
department over the next five years.
•Staff is .. recommending.the acceptance of.the·Design Space proposal.:.Not only is.it nearty
the lowest priced proposal, it is also a relatively new unit,:and·comeswith lighter vinyl wall
· -· ·coverings, instead .of the· darker, older style wooden paneling. ; In addition, .the floor. plan
"provides an additional enclosed office and an extra counter and sink outside the lavatory.
The carpeting is reported to be in good shape and the exterior is an attractive lighter color,
unlike the darker beige and brown trim of older units:; It is currently built, and unlike some
. of the other units, does not require modification to suit our needs.
· : This would ·put the estimated total cost of the project at approximately $67,000, .or about
. $2,500. over the current balance .in the Police Facilities-.Impact: Fund .. The· Police
" ·Department does ·have additional funds available which··should· cover the additional
· · expenses. The· Department also has· modular furniture. in .storage .for the offices and
·workstations -planned for the modular office.
--. -· .. ·:A potential -offset for the additional costs including the increase in utility costs for the new ·
· · ··modular office is the·relocation of the existing old office trailer to the Corporation yard~-This
trailer is still suitable for storage and it could be set up and used as a replacement for the
Police Department storage space currently leased from Cracker's Lockers at a cost of
$1975 annually.
ALTERNATIVES:
The following alternatives are provided for the Council's consideration:
-Approve staff's recommendation;
-Reject bids and direct staff to solicit additional bids;
-Reject bids and provide further direction to staff; or
-Do not approve staffs recommendation.
Attachments (3)
Item 8.i. - Page 9
CITY OF ARROYO GRANDE Page1
QUOTATION EVALUATION SUMMARY
DATE PREPARED: September 8, 2005 DEPARTMENT: Police
PREPARED BY: Sgt. Hendricks SUPPLIER'S NAME SUPPLIER'S NAME SUPPLIER'S NAME
!:] WRITTEN QUOTATIONS VENDOR: Pacific Mobile Design Space Williams Scotsman
D VERBAL!TELEPHONE QUOTATIONS TELEPHONE: (800)441-8603 (559)233-5596 (800)782-1500
QUOTED BY: Charla Uribe Kyle Ruskofsky Tom Svare
ITEM# DESCRIPTION QUANTITY UNIT UNIT TOTAL .UNIT TOTAL UNIT TOTAL
PRICE PRICE PRICE PRICE PRICE PRICE
1 24' X 60' Modular Office 1 Ea Year1991 38,000.00 Year2000 39,375.00 Year2001 $48,777.00
Delivery 1 Ea 2,600.00 3,000.00 1,300.00
Installation 1 Ea 2,125.00 (30" set) 2,125.00 1,703.00
Tie Downs Varies Lot 1,960.00 1,125.00 816.00
Foundation Material Lot 740.00 Inc · Inc
..... Foundation Engineering Lot 425.00 815.00 Inc
Skirting 168 LF 14.50 2,436.00 Lot 1,995.00 Lot 2,016.00
Fees Additional 500.00 120.00
..
(tax quoted)
Estimated Sales Tax (7 .26%) Tax 3,165.25 Tax 2,854.69 Tax 3,637.83
TOTAL QUOTATION $51,451.25 $51,789.69 $58,389.83
CASH DISCOUNT TERMS Not Stated Net 10 Days Not Stated
F.O.B. Arroyo Grande Arroyo Grande Arroyo Grande
DELIVERY TIME FROM RECEIPT OF ORDER Varies -In Stock Varies -In Stock Varies
Policy#: C-001/002
Item 8.i. - Page 10
CITY OF ARROYO GRANDE . Page2
QUOTATION EVALUATION SUMMARY
DATE PREPARED: September 6, 2005 DEPARTMENT: Police
PREPARED BY: Sgt. Hendricks SUPPLIER'S NAME . SUPPLIER'S NAME SUPPLIER'S NAME
D WRITTEN QUOTATIONS VENDOR: Atlas Performance Ind. Atlas Performance Ind: Class Leasing
D VERBAL/TELEPHONE QUOTATIONS TELEPHONE: (805)928-8689 (805)928-8689 (951)943-1908
QUOTED BY: Ted Martino Ted Martino Jeremy Goldenetz
ITEM# DESCRIPTION QUANTITY UNIT UNIT TOTAL UNIT TOTAL UNIT TOTAL
PRICE PRICE PRICE PRICE PRICE PRICE
1 24' x 60' Modular Office 1 Ea Refurbished 54,500.00 New 71,800.00 Unk. Year $53,549.28
Delivery 1 Ea 3,500.00 3,500.00 4,192.50
Installation 1 Ea Low Set 250.00 Low Set 250.00 Low Set 2,789.68
Tie Downs Varies Lot 75.00 1,500.00 75.00 1,500.00 Inc
Foundation Material Lot Inc Inc Inc
Foundation Engineering 155.00 155.00 Inc
I
Skirting 168 LF 10.75 1,806.00 10.75 1,806.00 NIA
Fees Additional Additional Additional
Estimated Sales tax (7.25%) excludlng labor Tax 4,069.94 Tax 5,324.19 Tax 3,882.32
TOTAL QUOTATION $66,780.94 $84,335.19 $64,413.78
CASH DISCOUNT TERMS Not Stated Not Stated Net 30 Days ARO
F.O.B. Arroyo Grande Arroyo Grande Arroyo Grande
DELIVERY TIME FROM RECEIPT OF ORDER Varies Varies Varies -Includes Ramp
Policy #: C-001/002
Item 8.i. - Page 11
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Item 8.i. - Page 12
ATTACHMENT 3
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