To: Board of Supervisors of Sonoma County
Department or Agency Name(s): Department of Health Services
Staff Name and Phone Number: Tina Rivera, 707-565-4774
Vote Requirement: 4/5th
Supervisorial District(s): Countywide
Title:
Title
Crisis Stabilization Unit Emergency Generator Budget Adjustment
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Recommended Action:
Recommended action
Adopt a resolution authorizing budgetary adjustments to Department of Health Services fiscal year 2023-2024 adopted budget appropriating available Intergovernmental Transfer fund balance to finance facilities improvements to the County’s Urgent Care Center also known as the Crisis Stabilization Unit in the amount of $455,030. (4/5th Vote Required)
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Executive Summary:
On January 25, 2022, the Board delegated authority for the General Services Director to execute an amendment to a lease with SR Office Properties, LLC and Redbird SR Office Properties LLC to allow for the installation of an emergency power generator at the facility housing the Urgent Care Center (UCC) (also known as the Crisis Stabilization Unit (CSU)) operated by the Department of Health Services (DHS, or the “Department”). On December 14, 2021, the Board approved posting of a notice of intent to execute the lease amendment and approved a budget adjustment to the Department’s fiscal year 2021-2022 adopted budget to finance installation of an emergency power generator in the amount of $334,682.
After the Board’s delegation of authority to execute the lease amendment, the facility landlord and County staff continued lease negotiations for the generator. As of July 2023, the lease amendment has been finalized, including an updated cost for installation of the emergency power generator.
A fiscal year 2023-2024 budget adjustment adding appropriations in the amount of $455,030 is being requested by the Department to cover installation of the generator and any additional increases for materials and labor through the installation process. The Landlord has consented to the installation of the generator and this project will be completed through the Sonoma Public Infrastructure Department (SPI) (formerly General Services). The increase cost of $120,348 is due to market increases for materials and labor, public bidding procurement, as well as County project management and administration costs.
Discussion:
The DHS Urgent Care Center/Crisis Stabilization Unit (UCC/CSU) is located at the DHS Behavioral Health campus at 2225 Challenger Way in southwest Santa Rosa, in a leased facility comprised of 14,066 square feet of office and clinic space. The lease expires February 28, 2031 and there are three, 5-year options to extend the term through February 2046. The facility was constructed in March 2016.
At the UCC/CSU facility, the Department provides services to adult and juvenile clients who are experiencing psychiatric crises. The Department operates a 24-hour per day, 7-day per week program at the facility, with a capacity of 16 overnight treatment beds. The UCC houses voluntary and involuntary clients separately, addressing the individual treatment needs of each client. The program addresses the unique treatment needs of minors by providing a separate service/treatment area from adult clients. Services are also provided for clients in crisis who may not need an overnight stay but may require respite support and care coordination services. Eighteen full-time Behavioral Health Division staff are assigned to work at the UCC.
The UCC facility does not currently have a back-up power generator. The installation of a back-up power generator will enable the UCC to continue operations without disruption in the event of a power outage, such as a PG&E Public Safety Power Shutoff event or disaster and will mitigate the need for DHS to transport clients and associated support staff off-campus to alternate locations in the interim before electrical power is restored.
The effort is a public project on the premises leased to the County. The County will provide funding, which will incidentally support the County’s leased premises and operations. The Landlord has consented to the installation of the generator and this project will be completed by Sonoma Public Infrastructure Department (SPI) (formerly General Services) utilizing licensed contractors hired through the public bidding process. Given the need for the generator to be compatible with existing site conditions, the Landlord has agreed to coordinate with DHS and PI on the project design and planning. Under the terms of the proposed lease amendment, the project will be funded by the County, with associated work to be performed by SPI, and future maintenance and repair of the generator will also be paid for by the County only during the term of the lease.
On January 25, 2022, the Board delegated authority for the General Services Director to execute an amendment to a lease with SR Office Properties, LLC and Redbird SR Office Properties LLC to allow for the installation of an emergency power generator at the facility housing the UCC. On December 14, 2021, the Board approved posting of a notice of intent to execute a lease amendment and approved a budget adjustment to the Department’s FY 2021-2022 adopted budget to finance the UCC improvements in the amount of $334,682.
The original proposal in the amount of $334,682 was provided by the landlord with their estimate, obtained in September 2021, and the landlord agreed to utilize that amount, with the landlord performing the work; however, the County and the landlord did not complete terms for the installation, maintenance, and operation of the generator, that were favorable to the County.
After the Board’s delegation of authority to execute the lease amendment, the department requested a separate proposal from SPI to perform the generator installation. SPI prepared their proposal; and the facility landlord and County staff subsequently continued lease amendment negotiations, to reflect the change from the landlord performing the work to SPI performing the work. The proposed amendment now provides that the County will perform the work, be responsible for installation, maintenance, and repairs to the generator, and provide warranty requirements for the labor and materials to complete the installation. In addition to market increases, County project management and administration costs, public bidding requirement and not utilizing JOC procurement methods, led to the increase in the project cost.
As of July 2023, lease terms have been finalized, including an updated cost for installation of the emergency power generator. A fiscal year 2023-2024 budget adjustment adding appropriations in the amount of $455,030 is being requested by the Department to cover installation of the generator and any additional increases for materials and labor through the installation process. Upon Board approval of the requested budget adjustment, the lease amendment will be executed, and installation of the generator will commence.
Funding for the installation of the generator will be Intergovernmental Transfer (IGT) fund balance. Projected FY 2023-2024 year-end fund balance for the IGT fund is approximately $3.4 million. Additional ongoing costs associated with the new generator will be approximately $10,600 per year for generator maintenance, refueling and testing.
Strategic Plan:
This item directly supports the County’s Five-year Strategic Plan and is aligned with the following pillar, goal, and objective.
Pillar: Resilient Infrastructure
Goal: Goal 2: Invest in capital systems to ensure continuity of operations and disaster response.
Objective: Objective 2: Invest in electric power resiliency projects at County facilities, including Veteran’s Buildings, used for evacuation sites, warming/cooling centers, or as alternate work facilities for delivery of critical services.
Prior Board Actions:
On January 25, 2022, the Board delegated authority to the General Services Director to execute a lease amendment with SR Office Properties, LLC and Redbird SR Office Properties LLC to allow for the installation of an emergency power generator in support of the Urgent Care Center (UCC) (also known as, Crisis Stabilization Unit - CSU).
On December 14, 2021 the Board A) authorized the Clerk to post a notice declaring the Board’s intention to authorize a lease amendment with SR Office Properties, LLC and Redbird SR Office Properties LLC to allow for the installation of an emergency power generator at the Urgent Care Center and B) adopted a resolution authorizing budgetary adjustments to Department of Health Services fiscal year 2021-2022 adopted budget programming available Intergovernmental Transfer fund balance to finance facilities improvements to the County’s Urgent Care Center in the amount of $334,682.
On June 9, 2015, the Board authorized the General Services Director to execute a lease with SR Office Properties, LLC and Redbird SR Office Properties, LLC.
On May 12, 2015 the Board declared intent to enter into a lease with SR Office Properties, LLC and Redbird SR Office Properties LLC for premises located at 2225 Challenger Way (The Lakes campus).
Fiscal Summary
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Expenditures |
FY 23-24 Adopted |
FY 24-25 Projected |
FY 25-26 Projected |
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Budgeted Expenses |
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Additional Appropriation Requested |
$455,030 |
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Total Expenditures |
$455,030 |
0 |
0 |
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Funding Sources |
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General Fund/WA GF |
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State/Federal |
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Fees/Other |
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Use of Fund Balance |
$455,030 |
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Contingencies |
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Total Sources |
$455,030 |
0 |
0 |
Narrative Explanation of Fiscal Impacts:
The Department is requesting FY 2023-2024 appropriations of $455,030 for purchase and installation of the generator at the County’s Urgent Care Center. Ongoing maintenance costs for the generator will be included as part of the Department’s annual proposed budget in future years from 1991 Mental Health Realignment funds. IGT fund balance is estimated to be $3.4 million as of June 30, 2024.
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Staffing Impacts: |
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Position Title (Payroll Classification) |
Monthly Salary Range (A-I Step) |
Additions (Number) |
Deletions (Number) |
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Narrative Explanation of Staffing Impacts (If Required):
N/A
Attachments:
Attachment 1 - Budget Resolution
Related Items “On File” with the Clerk of the Board:
None