At the City Council Meeting on February 10, 2025, the City Council received a status update on the Police and Public Works Building Project. During the meeting, both the Council and members of the public raised several questions directed staff to proceed with immediate safety and security improvements to the Police and Public Works Building, as outlined below:
1. Door Access and Security Upgrade
The existing doorways providing access to the Police Department are inefficient and no longer meet the operational needs of modern policing standards.
Staff contacted multiple vendors and obtained bids to replace eight (8) doors—six (6) within the Police Department and two (2) within the Public Works area of the building—with solid core doors equipped with proximity reader access. The project will also include the installation of security cameras in the property room and evidence processing areas.
The total cost for this renovation is $81,082.42. In accordance with City policy, staff must obtain City Council approval for any Professional Services Agreement exceeding $59,999. Such approval must be granted through the adoption of a Resolution by the City Council.
2. Lobby Interview Room
The need for a private interview room adjacent to the lobby is critical for both privacy and compliance with legal requirements.
Staff has obtained bids for the construction of a small interview room off the existing lobby. The estimated cost to complete this renovation is $23,000.
3. Evidence Storage Improvements
To enhance security and ventilation in the evidence storage area, the City will convert the existing Emergency Operations Center (EOC) into the new Property/Evidence Room. The estimated cost for this renovation is $15,000.
4. Evidence Processing Enhancements
A designated evidence processing area will be established in the entry room to the current EOC. This conversion will include the removal of obsolete equipment and the installation of proper ventilation and secure storage systems for the handling of hazardous substances and to maintain chain-of-custody compliance. The estimated cost for this renovation is $25,000.
Relocating the EOC is necessary to accommodate the evidence room. Staff has identified the Vista Lobos facility as a suitable location. The estimated cost to establish an EOC at Vista Lobos is $45,000, which includes required ADA accessibility upgrades and the installation of a generator for backup power. Staff notes that retaining the EOC at the current site may prove to be more cost-effective, and a comparative cost analysis is underway.
5.Secure Rear Parking Lot Access
To improve officer safety and secure detainee handling, the rear parking lot of the Police Department requires a retractable gate. Staff has received a cost estimate of $25,000 for its installation.
The total estimated cost of these preliminary safety and security improvements is between $215,000 and $240,000.
Even with the completion of these improvements, the Police/Public Works Building will still require significant additional repairs, as identified in the 2023 Assessment Report. These include:
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Site-wide ADA accessibility improvements
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Site drainage and repair of water intrusion from roofs and patio areas
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Earthquake retrofitting
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Replacement of the boiler and HVAC systems
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Replacement of the fire alarm system
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Upgrades to aging plumbing infrastructure
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Replacement of electrical systems affected by water damage
These capital improvements are expected to involve significant costs and should be considered in Council’s broader evaluation of whether to renovate or rebuild the facility.
At this time, staff recommends that the City Council adopt Resolution 2025-038 (Attachment 1), authorizing the City Administrator to execute an Agreement for Contractor Services with QOVO Solutions Inc. for the Police Department Access Control and Door Upgrade Project, in an amount not to exceed $81,082.42. This matter is before the City Council because the contract amount exceeds the City Administrator's contracting authority, in spite of the fact that the City Council previously provided direction to make necessary health and safety improvements to the facility.