Title
Facilities, a division of the Chief Administrative Office, recommending the Board Approve and authorize the Chair to sign Memorandum of Understanding 9586 between the County and the Judicial Council of California for the Judicial Council to relinquish its rights to 295 Fair Lane, and for the Judicial Council’s conveyance to the County of Court Exclusive Use-Area on the first floor of Building C in exchange for the County’s conveyance to the Judicial Council of the County’s Equity interest in a portion of the County Exclusive-Use Area in the basement of Building C.
FUNDING: General Fund Capital Reserve.
Body
DISCUSSION / BACKGROUND
In 2008, the County and Superior Court entered into an agreement to provide the Court the continued use of the space under the former Juvenile Hall as a Juvenile Court. Currently the Court occupies the bottom floor of the former Juvenile Hall (295 Fair Lane) which has its own dedicated parking area and entrances.
On September 20, 2022, the Board designated the top floor of the former Juvenile Hall to be used as a temporary Navigation Center. Once the permanent Navigation Center is completed, the 299 Fair Lane facility will be renovated into the County’s Psychiatric Health Facility (PHF), which is currently located at 935 Spring Street. These factors led the Board to authorize staff to work with the Superior Court to relocate them from 295 Fair Lane to 2850 Fairlane Court, commonly known as Building C, in space which was occupied at the time by the Registrar of Voters.
The time frame to relocate the Juvenile Court was dependent on the relocation of the Registrar of Voters. This move was completed in Fiscal Year 2023-24, and the Registrar of Voters is now located at 3883 Ponderosa Road in Shingle Springs.
On June 27, 2023, the Board authorized the Purchasing Agent to sign Agreement for Services 7602 with Lionakis for a compensation amount not to exceed $694,210, for a term of two years, to provide architectural design services as related to the tenant improvements required to relocate the Juvenile Court to Building C.
Tenant improvements on the ground floor of Building C to include a 8,856 square foot new Juvenile Court which will include a new courtroom, a new judge’s chambers with associated bathroom, a new office/witness/waiting area, a new conference holding and vestibule, a new holding toilet, a new large conference/jury room, a new waiting room, a new processing and file area (with high density storage), a new clerk and break area with offices, a new Court Information Technology (IT) area and office, a new administrative court space, and new security/checkpoint. The building is to remain operational during the design and construction phases.
A Notice of Categorical Exemption (NOE) was filed with the Recorder-Clerk on November 6, 2024.
On November 5, 2024, the Board authorized the Procurement and Contracts Division and the Facilities Division to finalize the bid schedule and advertise for bids. The bid was issued on November 8, 2024. Pride Industries One, Inc. was the lowest responsive and qualified bidder. The awarded contract amount is $2,856,575 for all tenant improvements. Construction is expected to be completed in late Spring of 2026.
Facilities is now asking for approval of an MOU to define the terms and conditions of the Court’s occupancy of this new space in Building C. Per MOU 9586, upon completion of the tenant improvements, the Court would vacate 295 Fair Lane, and the Judicial Council would relinquish its rights to the site (approximately 3,618 square feet) as well as the approximately 3,748 square feet of Court Exclusive Use-Area on the first floor of Building C in exchange for the County’s conveyance to the Judicial Council of the County’s Equity interest in an approximately 7,410 square foot portion of the County Exclusive-Use Area in the basement of Building C.
ALTERNATIVES
The Board could choose to not approve the agreement; however, this would negatively impact the strategic facility plans for program use of 295 and 299 Fair Lane, as well as the lower (basement) level of 2850 Fairlane Court, in the near and long term.
PRIOR BOARD ACTION
Legistar file 08-1441 - November 8, 2008 - The Board authorized the Joint Occupancy Agreement (JOA) and the Transfer Agreement (TA) between the Judicial Council of California (Judicial Council) and the County, which governs the shared use of Building C. The JOA and the TA included definitions of Exclusive-Use Areas for both the Judicial Council and the County.
Legistar file 09-1085 - December 15, 2009 - The Board approved Agreements with the Judicial Council to transfer the Court’s equity in the El Dorado Center for a similar interest in Juvenile Hall; terminated the Joint Occupancy Agreement ending the Joint Occupancy Agreement entered into in 2008 for the El Dorado Center; and authorized a Joint Occupancy Agreement setting forth the terms and conditions of the Court’s occupancy of a portion of Juvenile Hall.
Legistar file 18-1357 - September 18, 2018 - The Board approved the First Amendment to the JOA and TA to update nomenclature and to amend the Exclusive-Use Areas to allow for an exchange of floor space within Building C.
Legistar file 22-1693 - September 20, 2022 - Board authorized staff to work with the Superior Court to relocate the juvenile court from under the former juvenile hall (located at 295 Fair Lane) to Building C (2850 Fairlane Court).
Legistar file 23-0749 - June 27, 2023 - The Board authorized the Purchasing Agent to sign Agreement for Services 7602 with Lionakis for an amount not to exceed $694,210, for a term of two years, to provide architectural design services as related to the tenant improvements required to relocate the Juvenile Court to Building C.
Legistar file 24-1663 - November 5, 2024 - Authorization of Bid Documents 24-968-041 for the Superior Court of California - County of El Dorado’s Tenant Improvement Project, and approval of MOU 9157 between the County and Superior Court of California for Additive Alternate 1.
Legistar file 24-2010 - March 11, 2025 - The Board awarded Pride Industries One, Inc. contract 9360 for the Tenant Improvement Project located at 2850 Fairlane Ct.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement & Contracts
County Counsel
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
Improvements referenced in the MOU are being paid out of the General Fund Capital Reserve.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) Obtain the Chair's signature on two copies of MOU 9586.
2) Forward original copies of MOU 9586 to Procurement and Contracts, Attention: Ross Garner, for further processing.
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Chuck Harrell, Facilities Division Manager
Laura Schwartz, Assistant Chief Administrative Officer