Budget Change Proposal - Cover Sheet - CA.gov
←
→
Page content transcription
If your browser does not render page correctly, please read the page content below
STATE OF CALIFORNIA Budget Change Proposal - Cover Sheet DF-46 (REV 09/19) Budget Change Proposal - Cover Sheet Fiscal Year: 2020/21 Business Unit: 2740 Department: Department of Motor Vehicles Priority Number: 3 Budget Request Name: 2740-035-BCP-2020-GB Program: ALL Subprogram: Click or tap here to enter text. Budget Request Description: DMV Oxnard Field Office Swing Space Budget Request Summary: The Department of Motor Vehicles (DMV) is requesting resources to seek a temporary swing space facility near Oxnard, California. This request corresponds to the FY 2020/21 DMV Oxnard Field Office Reconfiguration/ Renovation Capital Outlay Budget Change Proposal (COBCP). This funding for swing space will allow DMV to continue serving the general public, which would otherwise be negatively affected due to redirected customers overcrowding the surrounding field offices. Additional funding is identified in the BCP for subsequent years to pay the lease costs for the temporary swing space. Requires Legislation: ☐ Yes ☒ No Code Section(s) to be Added/Amended/Repealed: Click or tap here to enter text. Does this BCP contain information technology (IT) components? ☐ Yes ☒ No If yes, departmental Chief Information Officer must sign. Department CIO Name: Click or tap here to enter text. Department CIO Signature:
Signed On Date: Click or tap here to enter text.
For IT requests, specify the project number, the most recent project approval document
(FSR, SPR, S1BA, S2AA, S3SD, S4PRA), and the approval date.
Project Number: Click or tap here to enter text.
Project Approval Document: Click or tap here to enter text.
Approval Date: Click or tap here to enter text.
If proposal affects another department, does other department concur with proposal?
☐ Yes ☐ No
Attach comments of affected department, signed and dated by the department director
or designee.
Prepared By: Olga Lutsenko
Date: 08/09/2019
Reviewed By: Lee Scott
Date: 08/09/2019
Department Director: Kathleen Webb
Date: 08/12/2019
Agency Secretary: Click or tap here to enter text.
Date: Click or tap here to enter text.
Department of Finance Use Only
Additional Reviews: Capital Outlay:☐ ITCU:☐ FSCU:☐ OSAE:☐
Department of Technology:☐
PPBA: Click or tap here to enter text.
Date submitted to the Legislature: Click or tap here to enter text.A. Budget Request Summary The Department of Motor Vehicles (DMV) is requesting $60,000 one-time costs in FY 2020/21, $1,369,000 in FY 2021/22, $518,000 in FY 2022/23, and $433,000 in FY 2023/24 to seek a temporary swing space facility near Oxnard, California. The field office needs to close while repairs to the building exterior, corrections to walkway, and curb ramp accessibility is in process. It is imperative that the department establish a temporary field office swing space to continue serving customers and collecting revenues at the current service level while continuing to address the federal REAL ID Act impact. The surrounding field offices (Santa Paula, Thousand Oaks, and Ventura) cannot accommodate redirected customers as all surrounding offices experience parking lot and lobby congestion that cannot support additional customers. Additionally, the surrounding facilities will likely experience higher wear and tear that would further deteriorate the conditions of these offices and increase the maintenance costs to DMV. B. Background/History The Oxnard renovation project consists of two phases. Phase I consists of repairing the building exterior siding, correct walkways, curb ramp accessibility, and path of travel. Phase II consists of a capital outlay project to address Fire/Life/Safety, seismic, mechanical, electrical, plumbing system upgrades, ADA barrier removals, new flooring, lights, paint, furniture, and to rework lobby space. DMV received approval for a FY 2017/18 Reconfiguration/Renovation COBCP for the Oxnard Field Office located at 4050 South Saviers Road in the County of Ventura. While the office is closed for construction, DMV will need temporary leased swing space in the Oxnard area. Without a temporary swing space, the Oxnard Field Office’s closure, anticipated to last for over two years, will result in the redirection of approximately 400 customers each day to surrounding DMV field offices. This office currently has 14 production terminals and will reduce the transaction processing capacity by about 190,000 transactions per year if swing space is not obtained. The surrounding field offices to be impacted include: Ventura (10.5 miles away), Santa Paula (18.4 miles away), and Thousand Oaks (24.9 miles away). Currently, each of these three surrounding offices continues to have their own facility challenges, which are detailed in the Justification section below. These existing challenges would be exacerbated if Oxnard swing space is not available and additional customers are redirected to these surrounding offices during the Oxnard Field Office closure. When DMV closed the Ventura Field Office for lengthy repair and maintenance issues 2.5 years ago, DMV encountered daily overcrowding of lobbies and parking lots in the surrounding field offices. DMV anticipates that major problems, including unacceptable excessive customer wait times, will take place at the field offices surrounding Oxnard if temporary swing space is not acquired to continue servicing the community.
C. State Level Considerations DMV’s Strategic Goals drive the direction of future facility needs for DMV operations: • Provide superior customer service – the new project will improve customer service and program delivery. • Optimize our processes and update our technology – the new MSF and configuration, coupled with new technology will improve DMV’s processes and delivery of program services. • Equip our employees with the tools and facilities to meet DMV’s current and future responsibilities – the reconfiguration will greatly improve the facilities workflow and address code deficiencies. This request will impact the workload of the Department of General Services (DGS), Office of the State Architect (OSA), and State Fire Marshal’s Office (SFM). D. Justification Without a swing space for Oxnard Field Office, the field offices in Santa Paula, Thousand Oaks, and Ventura would experience higher customer volumes. These surrounding offices are between 20-30 years old and do not have the infrastructure to accommodate the projected higher customer volumes and workload. Santa Paula, Thousand Oaks, and Ventura Field Offices would experience increased wait times and higher wear and tear which will accelerate scheduled maintenance. The Santa Paula Field Office serves approximately 334 customers per day and is currently space deficient by 4,317 square feet. In addition, the Santa Paula Field Office has 40 chairs for public seating. Furthermore, there are 32 parking spaces available at an office that should have 61. With only half as many parking spaces as the field office needs for the existing service capacity, the addition of redirected customers would further exacerbate the already space deficient Santa Paula office space and parking. The Thousand Oaks Field Office serves approximately 379 customers per day and is currently space deficient by 5,896 square feet. In addition, the Thousand Oaks Field Office has 60 chairs in its lobby. With such limited public lobby space, customers often wait outside in the ‘Start Here’ line, even in inclement weather conditions. Furthermore, there are 95 parking spaces available at an office that requires 110 spaces. The redirection of Oxnard customers would exacerbate current parking lot and lobby congestion and office space deficiencies. The Ventura Field Office serves approximately 400 customers per day and is currently
space deficient by 6,021 square feet. In addition, the Ventura Field Office has 53 chairs for public seating. Furthermore, there are 104 parking spaces available at an office that should have 136. The redirection of Oxnard customers would exacerbate current parking lot, lobby congestion, and office space deficiencies. At the peak of the Ventura Field Office closure, the Thousand Oaks office saw their wait time increase to up to four hours, which led to an extremely congested lobby and several verbal altercations. Previous negative impacts due to the Ventura Field Office’s renovation and the redirection of customers on the surrounding field offices have shown the necessity of acquiring a swing space when a field office is closed for an onsite reconfiguration/renovation. E. Outcomes and Accountability Approval of a temporary swing space in Oxnard during the approved DMV Oxnard Field Office Capital Outlay project will allow DMV to continue providing similar levels of services to the customers in the Oxnard area. This will enable the Department to continue servicing customers at an acceptable wait time and collecting revenues for the State of California without interruption, and without further exacerbating the long wait times and long lines, crowded lobbies, and parking lots at nearby offices. F. Analysis of All Feasible Alternatives Alternative 1: Lease temporary swing space for the Oxnard Field Office for continued customer service during the field office’s closure for the Oxnard reconfiguration/renovation project. Total Estimated Costs: $2,380,000: $1,514,000 one-time and $866,000 in temporary lease costs. Advantages: • Avoids increased customer wait times in the surrounding field offices. • Avoids increased overcrowding at surrounding field offices. • Avoids increased parking lot congestion. • Provides continued customer service and revenue collection in the Oxnard community. • Resolves health, accessibility, seismic, and Fire/Life/Safety deficiencies. • Resolves critical space deficiencies. Disadvantages: • Temporary funding would be required for the swing space. Alternative 2: Do not lease temporary space during the proposed Oxnard Field Office
closure. Advantages: • Minimal expenditure of state funds. Disadvantages: • Increased customer wait times at the surrounding field offices. • Increased overcrowding in lines outside at the surrounding field offices. • Increased overcrowding in the lobbies at the surrounding field offices. • Increased parking lot congestion at the surrounding field offices. • Increased backlog of appointments. • Increased impact in wear and tear to the surrounding facilities leading to increased repair, maintenance and utility costs. G. Implementation Plan It is imperative that funding for swing space be funded as DGS and DMV need a minimum of 18-24 months to locate space and negotiate a lease to meet the needs of DMV. Project Phases Project Schedule Initiation November 1, 2020 Site Search January 1, 2021 Lease Negotiation June 1, 2021 Construction November 1, 2021 Occupancy September 1, 2022 H. Supplemental Information DMV would enter into a temporary lease to establish the field office until construction is complete. I. Recommendation Alternative 1 is the recommended solution. This alternative would allow DGS to start a site search for a leased temporary swing space for the Oxnard Field. Current customer service level at the Oxnard Field Office will be maintained, while the already space deficient conditions of the Santa Paula, Thousand Oaks, and Ventura Field Offices will not be further taxed.
Ongoing Estimated BY BY+1 BY+2 BY+3
Expenditures 20/21 21/22 22/23 23/24
Rent $0 $0 $304,100 $304,100
DGS Lease Fees-Rent $0 $0 $7,600 $7,600
Utilities $0 $0 $50,870 $50,870
Recurring Maintenance $0 $0 $11,060 $11,060
Security $0 $0 $58,630 $58,630
Telecom $0 $0 $32,630 $32,630
Less cost for existing office $0 $0 ($32,050) ($32,050)
Total Ongoing Funds Required $0 $0 $432,840 $432,840
One-Time Estimated BY BY+1 BY+2 BY+3
Expenditures 20/21 21/22 22/23 23/24
Existing Modular Systems Furniture $0 $33,750 $0 $0
DGS Planning Fees $50,000 $50,000 $20,000 $0
State Fire Marshal $10,000 $10,000 $10,000 $0
Moving $0 $11,000 $0 $0
Equipment $0 $60,000 $0 $0
Q-Matic System $0 $30,000 $0 $0
Security System $0 $30,000 $0 $0
Telecom $0 $38,451 $0 $0
Construction Contingency 5% $0 $0 $55,290 $0
Tenant Improvement $0 $1,105,800 $0 $0
Total One-Time Funds Required $60,000 $1,369,001 $85,290 $0
*Oxnard Field Office Swing Space will be utilizing existing surplus furniture.
BY BY+1 BY+2 BY+3
Total Estimated Expenditures
20/21 21/22 22/23 23/24
Total BCP Request $60,000 $1,369,001 $518,130 $432,840BCP Fiscal Detail Sheet
BCP Title: Oxnard Field Office Swing Space
BR Name: 2740-035-BCP-2020-GB
Budget Request Summary
Operating Expenses and Equipment
Operating Expenses and Equipment FY20 FY20 FY20 FY20 FY20 FY20
Current Budget BY+1 BY+2 BY+3 BY+4
Year Year
5301 - General Expense 0 0 105 0 0 0
5304 - Communications 0 0 39 32 32 0
5324 - Facilities Operation 0 60 1,225 436 351 0
5326 - Utilities 0 0 0 50 50 0
Total Operating Expenses and Equipment $0 $60 $1,369 $518 $433 $0
Total Budget Request
Total Budget Request FY20 FY20 FY20 FY20 FY20 FY20
Current Budget BY+1 BY+2 BY+3 BY+4
Year Year
Total Budget Request $0 $60 $1,369 $518 $433 $0
Fund Summary
Fund Source
Fund Source FY20 FY20 FY20 FY20 FY20 FY20
Current Budget BY+1 BY+2 BY+3 BY+4
Year Year
State Operations - 0044 - Motor Vehicle Account, State 0 60 1,369 518 433 0
Transportation Fund
Total State Operations Expenditures $0 $60 $1,369 $518 $433 $0
Total All Funds $0 $60 $1,369 $518 $433 $0Program Summary
Program Funding
Program Funding FY20 FY20 FY20 FY20 FY20 FY20
Current Budget BY+1 BY+2 BY+3 BY+4
Year Year
2130 - Vehicle/Vessel Identification and Compliance 0 29 655 248 208 0
2135 - Driver Licensing and Personal Identification 0 22 508 193 162 0
2140 - Driver Safety 0 7 145 54 45 0
2145 - Occupational Licensing and Investigative Services 0 2 61 23 18 0
9900100 - Administration 0 6 118 44 37 0
9900200 - Administration - Distributed 0 -6 -118 -44 -37 0
Total All Programs $0 $60 $1,369 $518 $433 $0You can also read
