Chapter 2 – Fiscal Management

The Department shall enter into leases for field offices in a manner which focuses on the greatest accessibility to service the public and client population with the least hardship on staff and community while adhering to budget constraints.

This section describes the process involved to lease, relocate or equip any field office of the Department that is not geographically located within Headquarters space.

• This section shall use a parole field unit as an example to illustrate the step-by-step acquisition process and subsequent operational requirements.

The term “field office,” for purposes of this section, is synonymous with and shall include any divisional unit, subunit, office, suboffice, or annex identified on the departmental organization chart, and that is physically located in another building, warehouse or trailer outside of the headquarters building and institution property.

The need for expansion or relocation is based on criteria specific to the type of office affected. For instance, the need for new parole field offices is based on OBISOffender Based Information System parole population projections broken down by counties and on local information about client population collected by unit supervisors. Expansion needs for a parole unit is also directly related to the creation/proposed creation of new staff positions to manage client population increase.

The process involved in the acquisition of new or additional field office space is the same for all Department programs and are as follows:

The compiled information supporting the need for expansion must be submitted to the BSS by the divisional head. In the case of paroles, the RPARegional Parole Administrator submits the request and supporting materials to the Department’s Business Services Unit by the Deputy Director, P&CSDParole & Community Services Division (see DAPO), who signs the memo giving approval or rejects the request.

Request

• The written request shall contain the following information based on a two-year projection:

  • Justification for acquiring a new location.

  • Geographic boundaries within which the proposed office is to be located.

  • Staff, equipment, and other special requirements.

  • All other pertinent data ensuring compliance with departmental and local community needs and ordinances.

Area

• The Business Services Officer assigned to the area/region of the proposed office site shall prepare the following:

  • A Standard (STDStandard Form (DGS)) Form 9, Space Action Request.

  • A General Services (GS) Form 4083, Space Planning Data Chart which contains staffing proposals and other office necessities.

The Assistant Deputy Director, Financial Management and Support Services, approves or disapproves the STDStandard Form (DGS) Form 9. If approved, Business Services shall submit along with the STDStandard Form (DGS) Form 9, the GS Form 4083 to Office of Real Estate and Design Services (OREDS) for:

• Review.

• Advertising.

• Site search.

• Lease Negotiation.

• Lease Preparation.

• Physical layout of space.

The following actions initiate furniture and equipment procurement:

• Upon completion of lease preparation, OREDS prepares a Lease Project Memorandum (OREDS Form 6) and sends it by Business Services to the Assistant Director, Financial Management and Support Services for review and approval.

• Business Services shall mail an informational copy of the OREDS Form 6 to the division’s Support Services Unit.

• The staff services analyst of the affected region shall immediately prepare a request for equipment (STDStandard Form (DGS) Form 5), and send it by divisional headquarters to Business Services for processing.

• At this time, Business Services shall also complete a request for telephone services (STDStandard Form (DGS) Form 20), security systems, and moving services.

DOMDepartment Operations Manual 22030, Materials Management, discusses furniture/equipment procurement in detail.

Appropriate field staff shall participate in the inspection of the proposed office sites and indicate their preference, and reasons for rejecting the other sites. Final site selection shall be determined by OREDS and the Department based on:

• Cost factors.

• Accessibility to public and client population.

• Other relevant factors (e.g., proximity to law enforcement, ventilation, location of emergency evacuation routes, etc.).

OREDS shall send a lease agreement to the lessor and, upon receipt of the signed lease, forward a copy to the Departments BSS. Business Services, if so requested, shall forward a copy of the lease to the affected region.

After alterations to conform the acquired space to Department’s requirements are completed, a final walk-through is conducted by OREDS, Business Services, and the appropriate field staff.

Business Services shall arrange for the mover as follows:

• If there is a state master agreement with a specific mover in the area of the new office location, the Business Services Unit shall follow the procedures outlined in that agreement.

• If there is no state master agreement and the move will cost $500 or more, the move must be advertised in the State Contracts Register. The Business Services officer shall be responsible for preparation of the bid package and submitting the contract request to the Departments Contract Services Unit.

• If the move will cost less than $500, the Business Services Unit shall call three local movers to have them submit bids and then shall select the lowest price quoted.

DOMDepartment Operations Manual 22040 describes contracting procedures in detail.

When there is a need for additional space for an existing field office, the process followed to obtain such additional space shall be the same as that used to obtain a new field office location.

If an extreme emergency exists that necessitates acquiring temporary rental space expeditiously, Business Services shall examine various options to satisfy immediate needs on a case-by-case basis.

If this new space is not to be located within a state owned building, the process of emergency acquisition shall take at least 60 working days to allow for the notification of appropriate local officials (mayor, city clerk, county board of supervisors, senator, assembly member and the LLOLegislative Liaison (see OOL)) pursuant to the requirements of Administrative Bulletin 647, Chapter 812 (September 1987).

The Deputy Director, ASDSee Division of Administrative Services (DAS) (see ASB), or designee, shall ensure that the content of this section is accurate and current.

GCGovernment Code §§ 13070; 14681.5; 14615; 14825; 14616.

PCCPublic Contract Code § 10295.

PCPenal Code Chapter 9.5.