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Consent-General Government # 13.
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| Board of Supervisors Meeting |
General Services |
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| Subject |
| Receive and file the comprehensive Strategic Space Utilization Study from Jacobs Engineering Group; approve recommended Scenario 2 for the Woodland campuses and Scenario 2B for the West Sacramento and Davis campuses as presented in the Study and direct staff to include approved scenarios into Capital Improvement Plan. (No general fund impact) (Yarris) |
| Recommended Action |
| Receive and file the Strategic Space Utilization Study from Jacobs Engineering Group for comprehensive county space needs (on file with the Clerk of the Board). Approve the recommended scenario 2 for the Woodland campuses and 2B scenario for the West Sacramento and Davis campuses and Direct staff to include the approved scenarios in the Capital Improvement Plan (CIP). |
| Strategic Plan Goal(s) |
Advance innovation
Champion job creation and economic opportunities
Collaborate to maximize success
Provide fiscally sound, dynamic and responsive services |
| Reason for Recommended Action/Background |
| In December 2013, a request for information/qualifications (RFI) was issued to acquire expertise from vendors in the specific area of strategic space utilization. The need was identified through the development of the County's CIP and the desire to take a holistic approach to facility strategic planning and asset management. This coupled with additional current factors (numerous reorganizations within the county, clearly identified issues of inadequate county space, and antiquated buildings having inefficiencies which were driving up county costs) determined a need to solicit this study. Proposals were received from eight vendors and after careful evaluation by the space planning steering committee, Jacobs Engineering was selected and entered into a contract with the county, which was approved by the Board of Supervisors on April 29, 2014. Since April, Jacobs; staff has conducted extensive analysis which included touring and assessing each county facility to evaluate each facility's structural and mechanical condition, conducting numerous individual department and group meetings to better understand the organization's current and future needs, and developing recommended options. The process resulted in the provision of two scenarios: one scenario that requires minimal cost and addresses space needs on a limited basis, and a second scenario that fully meets the County's space needs through the year 2030. Jacobs presented their recommendations to the Board of Supervisors on December 2, 2014. At the direction of the Board of Supervisors a Yolo County press release was published and the development of a website was established to give the public and other interested parties the opportunity for feedback. The press release reached 62 media contacts, was posted in numerous places online with notice to 1,299 subscribers, the County's general Facebook page, the county's Twitter account and News10MyNeighborhood. Comments were received from Yolo County Department of Health Services, Friends of the Yolo Branch Library, Davis Library Service Ad Hoc Committee for South Davis and Yolo Adult Day Health Center. To the extent possible, the Department of Health Services recommendations will be addressed during the project design phase. The Yolo Adult Day Health Center project is currently being evaluated as part of the Yolo County Housing Authority project on the old county hospital parcel and was not included in Jacobs' recommendation. However, should the project fall through, it could be revisited at a later date. The Jacobs' report is on file with the Clerk of the Board and outlines in greater detail the basis for their recommendations on a department and campus basis. The total cost of their combined recommendations for scenarios 2 and 2B as well as general maintenance and repairs which will be needed through 2030 is $354,000,000. We were fortunate to have utilized the expertise of Jacobs for this study; the $450,000 cost of their contract represents an investment of less than 0.13% of the total projected costs and serves to ensure adequate housing for county programs in an efficient and thoughtful manner. Staff recommends approval of scenario 2 for the Woodland campuses and scenario 2B for the West Sacramento and Davis campuses. With Board approval of the recommendations, staff will be able to include the costs associated with the recommendations in the development impact fee program which generates roughly $1,500,000 annually to support facility growth within the County. Approval of the recommendations also allows staff to finalize the CIP and develop a financing plan for all capital projects for Board consideration. Once incorporated into the CIP, these recommendations can then be considered in detail working with each department, their advisory boards and customers, constituents, the Board Facilities Subcommittee, and ultimately the Board of Supervisors for final approval and funding. |
| Collaborations (including Board advisory groups and external partner agencies) |
| All county departments and many partner agencies in our facilities provided information, feedback and recommendations. |
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| Fiscal Impact |
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| Source of Funds for this Expenditure |
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Explanation (Expenditure and/or Revenue) |
| Further explanation as needed: |
| At this time there is no cost associated with the recommended action. If approved, the costs associated with this recommendation will be presented to the Board for funding in the future as part of the Capital Improvement Plan. |
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