HomeMy WebLinkAboutMINUTES - 02272001 - C.160 TO: BOARD OF SUPERVISORS CONTRA
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FROM: PHIL BATCHELOR, COUNTY ADMINISTRATOR �,:. COSTA
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DATE: February 27, 2001 ' =t
SUBJECT: STATUS REPORT ON REPLACEMENT OF COUNTY CLERK-RECORDER/
ELECTIONS FACILITIES
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
RECOMMENDATION
ACCEPT this report on the status of the replacement of the County Clerk-Recorder/Elections
facilities; APPROVE the proposed replacement and consolidation of County Clerk
Recorder/Elections facilities in downtown Martinez; and DIRECT County staff to pursue further
evaluation of the total project costs associated with the two top alternatives for this project.
FINANCIAL IMPACT
It is anticipated that there will be no increase to the net County costs as a result of this proposed
project. Any increased occupancy costs will be funded from department revenues of the Clerk-
Recorder/Elections office. Currently, it is anticipated that $2 to 4 million of the project will be funded
on a pay-as-you-go basis, with the remaining balance funded through the issuance of lease revenue
bonds.
REASONS FOR RECOMMENDATION / BACKGROUND
The County Clerk Recorder/Elections offices are currently located in four leased facilities in the
downtown Martinez area. Since the leased buildings were not constructed and designed for the
Clerk-Recorder/Elections, the program operations were required to adapt to existing building
footprints.
In June 2000, the General Services Department issued a Request for Proposals (RFP) for
replacement of these various offices into one consolidated space. Consistent with Board policy that
the County should have an equity interest in those facilities in which the County would have a long-
term occupancy, the RFP asked bidders to include a provision for a lease with a purchase option by
the County.
CONTINUED ON ATTACHMENT: X YES SIGNATURE: ce
RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BfOCA/RD COMM TTEE
PROVE OTHER
SIGNATURE(S):
ACTION OF BOARD O e APPROVED AS RECOMMENDED XX OTHER
VOTE OF SUPERVISORS
I HEREBY CERTIFY THAT THIS IS A
XX UNANIMOUS(ABSENT — — — — ) TRUE AND CORRECT COPY OF AN
AYES: NOES: ACTION TAKEN AND ENTERED
ABSENT: ABSTAIN: ON MINUTES OF THE BOARD OF
SUPERVISORS ON THE DATE SHOWN.
ATTESTED Fehnidjv 27, 2001
PHIL BATCHELOR,CLERK OF
THE BOA QF SUPERVIS RS
B DEPUTY
Contact: Laura Lockwood, CAO—Capital Facilities and Debt Manage nt 5-1093
CC: Clerk-Recorder
General Services—Lease Mgmt
Rive submittals, three in the Martinez downtown area, one in Pleasant Hill, and one in
Walnut Creek were presented to the County. Since it is the preference of the County
Clerk-Recorder to remain in downtown Martinez, the county-owned site at 834 Court
Street, which will be largely vacated by the County Assessor in late February 2001, was
added to the list of sites under consideration.
Representatives from the Clerk-Recorder/Election and General Services Departments,
as well as the County Administrator's Office, evaluated the four Martinez-based
proposals. Evaluation criteria for each site included:
• Convenience of public access by car and transit
• Adjacency to other County offices
• Preliminary total project cost estimates, including land, demolition and relocation
costs, environmental mitigation, building costs, and parking requirements
• Time frame to complete project
Based on these criteria, the evaluation team ranked the proposals as follows:
1. James Busby site - block surrounded by Escobar St, Alhambra Ave, Marina Vista
Blvd, and Castro Streets
2. County-owned site at 834 Court Street (known as the "Assessor's block")
3. Steve Thomas/Jordan site - 1/2 city block bordered by Ward Street, Las Juntas,
and Green Street
4. Earl Dunivan site - property located on Berrellesa St and Buckley Street
Staff believes the Busby site and the 834 Court Street site are the two most viable
alternatives. Both sites have existing tenants that will need to be relocated and building
structures that will need to be demolished. It is recommended that the Board authorize
County staff to conduct a more in-depth cost analysis of both alternatives and return to
the Board with a recommendation within the next sixty to ninety days.
The Clerk-Recorder/Election consolidation project was listed as a priority capital project
on the facilities master plan update presented to the Board on January 23, 2001. It is
anticipated that the project will cost approximately $7-8 million, which will be paid from a
combination of pay-as-you go departmental revenues of the Clerk-Recorder/Elections
office and lease revenue bonds.
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