FLEETPARKSFISCALPROCUREMENT BUSINESS SOLUTIONS FACILITIES & MATERIALS
GENERAL SERVICES AGENCY
David J. Sasek, P.E. Agency Director
“AThis year, agencywide, we completed 17 process improvement events, resulting in substantial savings of $ 712,378.
s I reflect on the extraordinary accomplishments of 2023, I am filled with immense pride and gratitude for the incredibly talented team, here in the General Services Agency, who have achieved remarkable milestones in support of service excellence and the success of our county partners! I am honored that our Agency diligently aligns its objectives, achievements, and customer service with the overarching goals of the County's strategic plan and priorities. Together, we exemplify a unified force, contributing to the collective success and enhancement of our community. I'm thrilled to share a glimpse of the extraordinary achievements that define the General Services Agency's promise of… Great Service Always.
In the pages to follow, you'll discover what makes the General Services Agency a powerhouse in serving the County of Ventura. From the meticulous work of our Procurement team to the beautification efforts by Grounds, to the impactful ventures managed by our Parks team – each department plays a vital role in shaping our success. These five departments—Facilities, Fleet, Parks, Procurement, and Administration—embody collaboration and innovation, reflecting the diverse, crucial services we provide.
GSA Maintenance participated in Operation Green Light to appreciate our veterans, illuminating the Veteran's Memorial with green programmable LED lights. GSA Parks Services, alongside dignitaries, cut the ceremonial ribbon opening the new John C. Zaragoza Park at the Nyeland Acres Community Center, a testament in service to the community. Additionally, GSAIT implemented Ventura County’s first informational banner and picture-in-picture functionality for the Board meetings, illustrating our dedication to public transparency.
A special congratulations to Fleet Services for earning national recognition as the #1 Green Garage and #10 Green Fleet. The National Association of Fleet Administrators judges highlighted Ventura County staff's leadership and commitment to sustainability, robust electric vehicle metrics, and vigilant preventative maintenance measures extending vehicle lifetimes.
I am impressed by how closely GSA's departments align their operations with the goals outlined in the County Strategic Plan. GSA performs 17,148 corrective and 4,231 preventive maintenance work orders, ensuring reliable infrastructure and continuously invests in renewable energy, verified by $23.6 million in savings in the last 10 years. Projects remodeled Health Care Agency offices into a 5-Chair Dental Exam Suite to assist in providing equitable and timely access to quality healthcare and public services. Procurement pioneered an online Procurement card training course for the 485 cardholders across County agencies, promoting the responsible use of public funds. Business Support Creative Services strengthens the County's reputation by crafting thematic, cohesive, and impactful materials, including the captivating look for the 150th State of the County celebration.
Innovation, leadership, and GSA stewardship were on full display when the Board of Supervisors and CEO Service Excellence Council awarded 3 Service Excellence Awards (SEAward) to GSA teams: Todd Road Jail Maintenance, Procurement, and Projects Furniture. SEAwards recognize County staff who improve customer service, reduce costs, decrease processing times, and improve productivity. This year, agencywide, we completed 17 process improvement events, resulting in substantial savings of $712,378.
I am deeply thankful for each team member's hard work, dedication, and passion. Please delve into the pages ahead to find only a snapshot of our accomplishments and profound County impact. Together, we strive to not only meet but exceed expectations, setting new standards for excellence. Here's to another year of success!
Craig Clutts, P.E.
Chief Deputy Director
FACILITIES & MATERIALS DEPARTMENT
Christopher Melton, M.L.T.M. Deputy Director
FLEET SERVICES DEPARTMENT
Cliff Chroust
County Chief Procurement Officer, Deputy Director
PROCUREMENT DEPARTMENT
David J. Sasek, Agency Director
Greg Bergman, CPA
Administrative Services Director
ADMINISTRATION
J. Colter Chisum, P.E. Deputy Director
PARKS DEPARTMENT
PROCUREMENT
ventura.org/general-services-agency/ procurement-services
Purchasing Assistance: (805) 654-3750
GSA ADMINISTRATION
General Assistance: (805) 654-3701
Business Support Services: ventura.org/general-services-agency/ business-services/
PARKS
ventura.org/parks-department
Reservation Line: (805) 654-3951
Park Ranger Desk: (805) 672-2071
Park Maintenance Desk: (805) 672-2073
Parking Citations: (805) 672-2002
General Questions and Comments: county.parks@ventura.org
FLEET
ventura.org/general-services-agency/ fleet-home
Email: Fleet.Dispatch@ventura.org
After-Hours Contact Number: (805) 672-2060
Saticoy: (805) 672-2060
Car Wash: 24/7 Fuel Site: 24/7
Government Center: (805) 654-3908
Car Wash Hours: 7 a.m. – 4 p.m.
Fuel Site: 24/7
East Valley: (805) 494-8270
Fuel Site: 24/7
FACILITIES & MATERIALS
Maintenance Dispatch: (805) 654-3878 or gsa-mstar/WorkRequest/Logon.aspx
Email: gsa.maintenance@ventura.org
Projects: (805) 654-1356
Security Control: (805) 654-2931
FLEET
1,881 vehicles and heavy equipment units maintained worth $70.5 million
67% of the Motor Pool is hybrid or electric
84 vehicles and heavy equipment purchased worth $5.9 million
13.1 million miles driven
1,010,000 gallons of fuel supplied
6 fuel storage facilities operated
145,000 gallon fuel-storage capacity
10,429 fleet work orders completed
BUSINESS SUPPORT SERVICES
8.9 million pages of digital print output managed
4,192 online VCPrint orders received
877 design projects completed
2.75 million pieces of commercial mail processed and mailed
$206,236 in USPS commercial mail postage savings
10,973 packages & accountable mail received
1.3 million images scanned for HSA digital mail workflows
11,293 invoices and packing slips processed through AIM
55,765 record containers managed
6 courier routes serve 329 daily stops countywide
21,736 packages, envelopes & pallets received at the dock
810 surplus pick-ups
1,459 online auctions generated $1.8 million in gross sales
LEAN SIX SIGMA
291 Lean Six Sigma Projects completed since 2008
$13.1 million in savings from LSS since 2008
MAINTENANCE
106 buildings maintained
3.423 million square feet of facilities maintained
17,148 corrective maintenance work orders completed
4,231 preventive maintenance work orders completed
$18.1 million in facilities maintenance work completed
$9.11 million in utility expenses managed
171 refrigeration alarms managed and monitored for HCA clinics
PARKS
466 campsites in inventory
101,075 camping nights booked
210% increase in campground utilization since FY 07-08
5,321 acres, including 3 oceanfront camping parks and 3 golf courses
2 Special Assessment Districts
7 local parks
15 regional facilities for camping and day use
20 park hosts
2 County historic sites maintained
SPECIAL SERVICES
321 security cameras monitored
1,020 card readers maintained/managed
PROJECTS
138 facilities projects completed
$18.4 million worth of projects completed
990 furniture work orders completed
PROCUREMENT
$531 million in products and services procured
33,881 transactions processed
29,430 procurement Card transactions (not counted above)
$5.9 million in procurement card volume
485 cardholders across the County agencies
38 million copies managed under the County copier program
319 vendors contracted using cooperative agreements
981 contracts through cooperative agreements saving thousands of dollars and hundreds of hours annually
HOUSEKEEPING/ GROUNDS
239 acres of landscape maintained
3 million square feet of facilities cleaned
TECHNOLOGY
1,119 Information Technology service requests completed
1,320 Digital Systems Electronic Technicians’ (DSETs) work orders fulfilled
107 Public Meetings supported in the board room
SMALL - STEPS, BIG CHANGES
FISCAL YEAR 2023 LEAN SIX SIGMA EVENTS & TOTAL SAVINGS
PROJECTS
SAVINGS
GSA Surplus Facilitated Syringe Reallocation from EMS to VCMC $195,406
Vanguard Height Adjustable Desks Reutilization for County Agencies $140,800
Projects Facilitated HSA to Vacate Vanguard Facility for CEO Repurposing $79,931
Mobile Site and Online Reservation Systems Integrated into Single Parks System
Implement Procurement Baseline Methodology Change
Implement Dual-Host Models in 3 Parks
Maintenance In-House Installations of Fire Hydrants at Gov Center $28,707
Parks Developed Online Resources to Assist Guests Plan and Reserve Community Centers and Permits $22,682
Parks Homeless Encampment Clean-up Work Reallocation
$19,228
Performed Cured in Place Pipe Lining (CIPP) at Juvenile Justice Center Instead of Pipe Replacement $17,567
Vacuum Buffer Improvement at Todd Road Jail (TRJ)
Parks Refund Realignment for Checks Reduction
Procurement's Creation of Department of Industrial Relations (DIR) Accounts
Completion of HR Supervisor's Corner Webpage
Fiscal Task List Organized by Fund
Fiscal Streamlined Staples Invoice Processing
GSA Special Services Retail Sales Inventory Control
Lean Six Cumulative Savings over the
$712,378
Total FY 22-23 savings $217,044 Annual soft savings $ 495,334 Annual hard savings 4,362 Total staff hours saved in FY 22-23
GSA SURPLUS FACILITATED SYRINGE REALLOCATION FROM EMS TO VCMC
$13.1 Million in savings since LSS from 2008
291
Lean Six Sigma events completed to date 17 Lean Six Sigma events completed in 2023 GENERAL SERVICES AGENCY GSA GREAT SERVICE ALWAYS
Emergency Medical Services (EMS) sought out the GSA Surplus team based on its superior reputation and past successes facilitating unique opportunities for internal agencies. With striking initiative after assessing the EMS bunker, Surplus staff contacted Ventura County Medical Center (VCMC) purchasing and inventory management to facilitate the potential for an internal reallocation of needles and syringes initially acquired at the height of the COVID19 response.
Surplus delivered 15 full pallets of needles and syringes (521,082 units) to VCMC. Thus, avoiding a public surplus website auction in a pandemic supply saturated market, where the starting bid would be $1. Instead, over 5,000 boxes of needles and syringes averaging $35-40 per box were transported producing a reallocation of $180-$210K in supplies. This substantial savings demonstrates the magnitude of positive partnerships GSA Surplus fosters amongst County agencies. Additionally, as public servants and taxpayer dollar stewards, these teams ensured usable items were not squandered and enabled greater County resiliency clearing EMS bunker space for future emergency preparation.
IMPLEMENT DUAL-HOST MODELS IN 3 COUNTY PARKS
Parks, in constant pursuit of improved customer service for park visitors and campers, implemented a Dual Host Program at Faria Beach, Kenney Grove Park and Steckel Park. Guests benefit from cleaner restrooms and more responsive service for questions and compliance issues. This data driven decision affords an additional 20 hours weekly of support enhancing on-site customer service, as well as streamlines ranger functions and maintenance efforts. Camp hosts can manage issues in real-time reducing customer strife and non-value-added transportation time for Parks staff, saving rangers and maintenance staff combined nearly one hour per park per day. The extra hands to assist with cleaning and park management results in an estimated $45,050 in soft savings and has directly increased positive responses from Parks Stakeholder surveys.
GSA Surplus Facilitated Internal Reallocation of COVID19 Supplies
Park Ranger Adrian Bonilla and Two Steckel Campground ParkHosts
GSA SERVICE EXCELLENCE LEAN SIX SIGMA
MAINTENANCE IN-HOUSE INSTALLATIONS OF FIRE HYDRANTS AT THE GOVERNMENT CENTER
GSA maintenance proactively increased the resiliency of the government center campus to fire emergencies and did so, at a significant cost savings to the County of nearly $30,000. The existing fire hydrants for firefighters’ water availability, if there is a fire on campus, were installed during initial construction in the late 1970’s and needed replacement. Thinking lean, maintenance performed the labor in-house rather than contracted labor and utilized existing GSA contracts for improved pricing on materials with no mark ups. All 9 fire hydrants were replaced in-house by GSA certified maintenance engineers and upgraded to include 3 ports for extra hoses and increased water flow. GSA supports high-performing public safety infrastructure for the County and its staff and strengthened the government center’s defense against fire, disasters, or other emergencies.
PERFORMING CURED IN PLACE PIPE LINING (CIPP) AT JUVENILE FACILITY INSTEAD OF PIPING REPLACEMENT
GSA Maintenance and Projects reveal their innovative staff are at the forefront of best practices. The teams utilized a new technique, cured in place pipe lining (CIPP), to complete repairs to the County of Ventura Juvenile Justice facilities’ deteriorating sewer lines. The lining repairs were more economical with hard budgetary savings estimated at over $17,500. Also, much less invasive to the client, Ventura’s Probation Agency, who was preparing the facilities for an influx due to State closures. Instead of intrusive, extensive demolition with jackhammering the concrete flooring to remove the existing piping and install new piping, GSA demonstrated itself a valuable, strategic County partner.
PROCUREMENT'S CREATION OF DEPARTMENT OF INDUSTRIAL RELATIONS (DIR) ACCOUNTS
Kallen Meyer, following Procurement staff retirements, was the only staff member with a comprehensive understanding of the requirements for vendors to create an account with the Department of Industrial Relations (DIR). A proactive GSA student worker, Kallen identified and fixed this bottleneck. He hosted training sessions to empower the entire team to create DIR accounts when he is at school, thus eliminating process delays and ensuring a seamless procurement cycle five days a week. This strategic move not only distributed the workload evenly but also increased throughput, reduced cycle time, closed an institutional knowledge gap, and generated soft savings of nearly $5,000. Documents are processed every day, a big win at 66% faster. Kallen's quick thinking significantly benefits Procurement customers.
Brian Earles, Jesse Chavez and Ross Matarazzo Installing and Testing Upgraded Fire Hydrants
Kallen Meyer Training Staff on DIR Process
Cured in Place Pipe Lining (CIPP) at Juvenile Justice Facility
NEW WORK ORDER QUALITY CONTROL CENTRAL
GSA's steadfast commitment to elevating customer service is reaching new heights following the completion of the MaintStar 15 migration. The Maintenance team embarked on a transformative journey, overhauling the work order system to prioritize online requests with enhanced quality measures and customer collaboration. The shift to customers inputting details directly into the system, as opposed to traditional email methods, has streamlined operations for GSA dispatch, maintenance, and especially for our valued customers.
This user-friendly system has eliminated redundant work efforts, saving more than 60 labor hours annually, and ensures comprehensive capturing of all notes provided by the requestor. Moreover, it empowers requestors to track their requests online, in real-time. The pivotal shift to online work requests has increased efficiency, increased quality control and most significantly, when customers directly input their work requests, it enables maintenance staff to communicate more quickly with requestors and provide expedited professional service. This strategic initiative marks a significant leap forward in our ongoing commitment to delivering unparalleled service excellence.
Clint McGauley and John Riddle Fabricating a Slag Catch in TRJ Welding Shed
Garrett Harmon Services Water Manifold In-Between TRJ Cells
Ross Matarazzo Fixes Lights in PTDF Detention Dayroom
Nathan Paul Assembles & Installs Hose Reel Bracket at Saticoy Yard
Frank Macias and Joseph Rodriguez Improves Floor Drain in PTDF
Christian Acuna Clearing Discharge Pump at TRJ
Mike Palacio Reviewing Work Orders Wirelessly on iPad
MAINTENANCE
OPERATION GREENLIGHT: MAINTENANCE DEMONSTRATES APPRECIATION TO OUR COUNTY VETERANS
Participating in the National Association of Counties project, GSA installed green programmable LED lights to illuminate the Veteran's Memorial which was proudly lit during the Veterans Day Ceremony.
MAINTENANCE HIGHLIGHTS
• Maintenance enabled more patients to be seen at the West Ventura Medical Clinic by adding proper interior and exterior clean outs and replacing the old cast iron plumbing system thereby renewing the life of the sewer system.
• To eliminate disruption to County community clinics, maintenance replaced frozen angle stops in over 50 exam room sinks, so future repairs can be done without shutting off water services to the entire building.
• In partnership with the Probation Agency, GSA replaced over 80 graffiti damaged door windows at the Juvenile Justice Center.
HCA BUILDING LIGHTING RETROFIT
To capture a savings of 20,580 kWh per year, Maintenance completed an in-house interior lighting retrofit project to direct wire LED fixtures in 5 suites at 2220 Gonzales.
21,379
Total work orders in FY 22-23
17,148 Corrective maintenance work orders completed
4,231 Preventive maintenance work orders completed
Project Greenlight - Installation and Final Result
Jorge Ramirez Inventorying Piping Supplies
Ed Olafsson Retro Fitting Light Fixtures on Boom Lift
Scott Blair Repairing Door Window at Juvenile Justice Center
FACILITIES & MATERIALS PROJECTS GROUP
THILLE HCA FACILITY RECEIVES NEW AC UNITS
Valued at $1.68 Million
The Air Handling Units at the 5851 Thille HCA facility reached the end of their serviceable life, developed leaks, and needed replacement. The replacement units lead time was over 52 weeks from the manufacturer, results of post-pandemic era supply chains. Once received, Projects expedited the work to start in the cool month of February and completed in time for the hot summer months to keep staff cool to handle County business.
With only 6 full-time Facility
Project Specialists, GSA Projects encumbered and managed $24.7 million million in client project funds encumbered on 138 active projects.
PRE-TRIAL DETENTION FACILITY KITCHEN TRAP REPLACEMENT
Valued at $807.6K
The Pre-Trial Detention Facility (PTDF) kitchen serves around 1,200 inmates and 100 sheriff staff daily, had a component fail, known as the grease interceptor, essentially a 1,500-gallon water tank with multiple internal baffles to separate liquified grease and located 9 feet underground. The Projects team had the extra challenge to time the excavation work in between the myriad of winter rainstorms. GSA professionals coordinated all the demolition and construction, so the project was completed on budget and on time with minimal impact to the PTDF staff.
NEW FLOORS FOR SHERIFF 'S
CRIME LAB
Valued at $117.8K
A true example of the partnership between GSA and the Sheriff’s Office to serve the County of Ventura. GSA Projects delivered an improved space for the Sheriff’s Crime Labs to better assist in solving cases. The Crimes Lab environment is unique considering the nature of their work in the Controlled Substance, Instrument, and Firearms Rooms. Seemingly a small difference but by replacing the existing flooring with an epoxy floor, GSA Projects is supporting the County community and the victims whose cases are solved using the results from the Crimes lab.
Thille Air Conditioning Unit Installation
Underground PTDF Kitchen Grease Trap Replacement
HOA PUBLIC WORKS AGENCY RENOVATION (9 PHASES)
In connection with the County of Ventura’s strategic plan, the Public Works Agency (PWA) is renovating their Hall of Administration (HOA) location. GSA Projects is assisting PWA to promote a culture of connection, health, and well-being for all county employees, the public, and County customers. The cost of the overhaul design, construction, and new office systems furniture is around $2.26 Million to date. The new spaces are bright, allow much more natural light and one does not have the feel of being in a maze. The public is welcomed, with a new waiting room, and invited to participate with County staff creating a partnership to deliver essential services and promote vibrant communities.
HCA OFFICE SPACE TURNS INTO DENTAL OFFICE
Design and Construction Valued at $513.4K
The Projects team recently designed a new dental office, consisting of 5 dental chairs and a shared x-ray unit for each dental station. The dental office was constructed from existing office space in the HCA Building at 2220 East Gonzalez Rd allowing HCA to lift up the most vulnerable and serve the local community. The HCA project representative stated, “This is the best dental office I’ve ever seen! The security guard said to me the other day that he wishes he could be a patient in there it is so nice.” Compliments reflecting GSA Project’s commitment to customer service and stewardship to assist HCA in providing equitable and timely access to quality healthcare and public services.
Performed
client furniture work orders
Remodeled HCA offices into 5-Chair Dental Exam Office to Serve Public
Public Works Welcomes the Public with New Waiting Room
FACILITIES & MATERIALS
Over 80
Drought tolerant and California native trees planted in 2023 through the Solar Panel Tree Mitigation project.
GSA celebrates Earth Day 2023
GROUNDS AND
GROUNDS: SUSTAINABILITY EFFORTS
The success of the native gardens, succulent gardens, and pollinator and butterfly gardens which GSA Grounds installed on the government campus has garnered much public curiosity and high praise. So much so, Grounds staff shared their expertise and installed another new garden at the Agricultural Department in Santa Paula. Other achievements include:
• Preemptively evaluating battery powered landscape equipment including trimmers, chainsaws, blowers, mowers, tractors, and carts for Go Green Initiative goal to meet SB 1346 requirements.
• Proactively reducing the County’s water consumption by replacing overhead spray sprinklers with irrigation drip systems and hand watering of trees.
• Grounds centralized a control irrigation system that regulates irrigation cycles based on climate conditions to optimize water reduction.
CUSTODIAL SERVICES: SUSTAINABILITY EFFORTS
Promoted sustainability through recycling programs, green waste, food waste, and use of recycled paper goods.
Patrick Squires Provides a Tour of the Pollinator Garden
Tree Planting in Honor of Earth Day 2023
Ruben Centeno, Lorenzo Villa, and Sabino Benitez Planting Magnolia Trees
Ruben Galabiz and Juan Rivera Planting at Government Center
Custodians: Hector Garcia, Robert Windrem, Zabri Torres, & Lonnie Washington
ENERGY ENTERPRISE & MANAGED UTILITIES SERVICES
• GSA manages $9.11 million/year in utilities for a 71 GSA facility portfolio.
• $23.6 million saved in energy expenses from over 120 projects over last 10 years.
• In 2023, GSA contracted with ForeFront Power to add 5.8 megawatts of solar generation with overhead panels to the parking lots at the Government Center. The work is being done as a Power Purchase Agreement with no up-front costs to the County. ForeFront Power anticipates final designs submitted for permits in Spring of 2024, construction to begin in Fall 2024, and completion slated for the end of calendar year 2025.
• The County contracted with Tesla to provide a Battery Energy Storage System (BESS) at the Todd Road Jail, to reduce utility spending by an estimated $50,000 annually, also as a Power Purchase Agreement and no up-front County costs.
COUNTY OF VENTURA SETS THE STANDARD FOR ENHANCED SECURITY
• In partnership with State Courts, full entry screening at all three (3) County Courthouses received technology upgrades. The GSA Security team assisted in purchasing and installing five (5) new X-Ray Machines and Magnetometers. This new technology replaces 20-year-old machines, greatly improving full entry weapons screening, and security staff’s ability to quickly identify illegal, or items of contraband, not permitted in the courthouses.
• Due to the rigorous testing and validation process designed by the County of Ventura, the State of California Judicial Council is requesting all magnetometers, statewide, to be programmed to the County of Ventura, GSA Security standard.
3 tons diverted from landfills from 2 Electronic-waste collection events on Earth Day and America Recycles Day.
GSA Increases Solar Power for County of Ventura
America Recycles Day
Congratulations #1 #10
FLEETS EARNS NATIONAL RECOGNITION: #1 GREEN GARAGE AND #10 GREEN FLEET
GSA Fleet Services proudly earned the title of #1 Green Garage in the nation and was named the #10 Green Fleet in the 2023 rankings by the National Association of Fleet Administrators (NAFA). These dual awards underscore the County of Ventura's unwavering commitment to innovative green initiatives and commend the exceptional efforts of GSA Fleet staff in advancing sustainability practices.
In a competitive field of over 2,000 fleets from private and public sectors, Ventura County's victory as #1 Green Garage reinforces the County’s leadership in eco-friendly fleet management, specifically recognizing fleet technicians and exceptional daily operational excellence. Simultaneously, achieving #10 Green Fleet highlights the ingenuity and dedication of County staff to pursue future-focused initiatives, including significant infrastructure and electrification projects across the entire fleet. The #10 Green Fleet designation emphasizes Ventura County as a peak performer on a national scale, recognizing in totality the County's progressive and environmentally committed fleet practices.
In testament to the County of Ventura's outstanding commitment to sustainability, judges celebrated expansions in green vehicle counts, advancements in vigilant preventative maintenance practices and robust green procurement policies.
• Fleet achieved approximately 332 tons of greenhouse gas (GHG) savings in 2023
• Nearly tripling the plug-in electric vehicle count by the end of 2023 compared to 2022
• Launched 7 electric vehicle infrastructure projects within 3 years
• Requiring the most fuel-efficient vehicle possible to serve each County agency’s mission
Chris Melton, Robert Crawford, Colin Weber celebrate Green Fleet Awards
Charging Infrastructure
2023 ACCOMPLISHMENTS FLEET
NEW FUEL ISLAND PROJECT COMPLETED
NOW OPEN: A new six-pump fueling island, at the County Government Center, dramatically enhances the capabilities of Ventura County facilities and staff. A tremendous success thanks to the efforts of GSA and the Public Works Agency, along with their contractor and environmental compliance partners GEMS and TAIT & Associates.
• 36% increase in stored gasoline onsite
• New 12,000 gallon diesel tank installed
• Increased resiliency during emergencies
• Safer access and centralized equipment
Fleet Services ensured continued availability of fuel during overlapping project phases. To centralize all fuel at the Government Center, the old Pre-Trial Detention Facility and Government Center fuel islands were demolished and removed, reducing maintenance and compliance requirements saving the County in annual testing fees and County labor hours in repair costs. Thinking Lean, Fleet reallocated fuel from the old stations to reduce waste. In fact, 11,000 gallons were transferred, saving over $40,000 in additional fuel costs to the County during the changeover process.
ADVANCED GREEN FLEET INITIATIVE
• On September 29, 2023, the California Air Resources Board (CARB) released a plethora of new policies and regulations governing all Fleets within California through the Advanced Clean Fleet Regulation with strict, fast approaching deadlines and an arduous compliance structure effective immediately October 1st, 2023.
• GSA Ventura Fleet was in preparation and, in remarkable turn-around time, presented to the County Board of Supervisors to gain compliance on November 7, 2023.
FLEET’S FOCUS ON TODAY AND THE FUTURE: STUDENT INTERN PROGRAM SUCCESS
Fleet recognizes its staff as the key to success, whether promptly meeting the day-to-day customer vehicle needs or engaging in comprehensive, longterm sustainability projects. The student intern program, in collaboration with Oxnard College and local programs, has been a longstanding tradition. Joel Miller and John "JJ" Jauregui, who started as student workers in 1983, now celebrate an impressive 40 years of service. Most recently, 3 new student workers were hired full time, underscoring the program's enduring impact on fostering talent and commitment within GSA Fleet.
• Board approval to transition 6 medium duty cargo vans to EV and install 6 charging ports at the HOA Service building.
• Prior Board approval to transition 69 vehicles to Electric Vehicles (EV) and install 69 charging ports at 4 County locations.
• Transitioning to clean transportation while also minimizing taxpayer expense is a difficult feat. Incredibly proud GSA Deputy Director of Fleet Services, Chris Melton, says his Fleet team has put a significant amount of effort into greening the Ventura County fleet, and they have only just gotten started.
Fleet achieved approximately 332 tons of greenhouse gas (GHG) savings in 2023
Recent Student Workers, Now Full Time: Raul Avalos, Jose Galviz and Victor Flandes
Before & After: Removing the Old Tank, During Construction, and Newly Finished Fuel Island
Student Workers 40 years later: Joel Miller and JJ Jauregui
PARKS
NEW NYELAND ACRES JOHN C. ZARAGOZA PARK, NOW OPEN
On July 14, 2023, Supervisor Kelly Long cut the ceremonial ribbon to open the new John C. Zaragoza Park at the Nyeland Acres Community Center. GSA Parks assisted with negotiations and is a proud partner to open a new County park to serve the community. Additionally, the County of Ventura committed to an annual General Fund contribution for the ongoing maintenance of Nyeland Acres Community Center and Park.
Local Peirano’s Market awarded as the new concessionaire at Faria Beach Café. Effective July 1st, Parks has received many positive customer compliments on the new operator, quality of service, hours of operation, and delicious food served.
SPRUCING UP CAMPGROUNDS DURING OFF-PEAK SEASON
Parks staff provided extra care to our well-loved campgrounds during off-peak season including: storm drain maintenance in preparation for winter, replaced fire rings, pressure washed tables, deep cleaned restroom facilities, added base materials in campsites, and installed new RV pedestals.
PARKS SERVICES
In partnership with County of Ventura Probation Agency, GSA Park Maintenance staff, Diane Grace, successfully led probation work crews to accomplish maintenance projects including hazardous vegetation mitigation on the Ojai and Piru Trails, repainting of Community Centers, and deep cleaning or repairs of facilities.
~ Open Dawn to Dusk ~ Extended Hours & Reservations by Permit Only
Colter Chisum, Parks Director, Celebrating with Nyeland Acres Park Visitors
Peirano’s Market at Faria Beach Café
Probation Work-Release Crews Serve Community Service Hours at Local Parks
Faria Beach Parks Maintenance: Jim Jordahl and Caleb Newcomb
Parks Sponsored Annual Park Volunteer Clean Up Days
2023 ACCOMPLISHMENTS PARKS
GSA PARKS PARTNERED WITH CALTRANS TO REPAVE THE RINCON PARKWAY
In between various construction phases, Parks proactively negotiated with Caltrans and was allowed to open the Rincon for camping, including over the popular Thanksgiving weekend, also helping to mitigate the loss of revenue for the project.
PARKS ACHIEVEMENTS
• Received 10 project grants and supplemental funding valued at $28,401,000 for Park improvements
• Hosted 2 Park Clean-Up days at Steckel Park and Rincon Parkway
• Mobile site and online reservation systems integrated into a single Parks system
• Parks refund policy realignment for checks reduction
• Parks developed online resources to assist guests plan and reserve community centers
PARK RESTORATION AFTER HISTORIC STORMS
GSA Parks successfully reopened nearly all County parks after flooding disasters in early 2023 caused $4.5 Million in damage. Parks completed 13 of 18 recovery projects from historic storm damage. Park Rangers welcomed returning guests with Park Ranger stickers.
Park suffered damages of $4.5M from Historic Storms - Ojai Valley Trail, Camp Comfort & Soule Park Golf Course
Repaving Rincon Parkway
Vanessa Varela Posts Parks Safety Warnings
Elmer Mayorga Handing Out Stickers
Josh Walker at Faria Picking Up Trash
Processed over 33,880 transactions for $531 million in products and services.
AEP Award
24th Year
Achievement of Excellence in Procurement: 24th Consecutive Year!
CONTRACT
PROCUREMENT
The Procurement Services team processed over 33,880 transactions, a value of $531 million in products and services, procured for all agencies and departments of the County of Ventura. This team also manages the procurement card program with an additional nearly 30,000 transactions for $5.9 million in procured goods. Utilizing the County’s new learning management system, Cornerstone, Procurement developed the 1st online P-card training course for the 485 cardholders across County agencies. GSA Procurement personally reaches out to vendors, utilizes cooperative agreements, and tirelessly negotiates on behalf of the County to be the best stewards of taxpayer dollars.
2023 Contract Highlights
• Negotiated a comprehensive Countywide After-Action Report (AAR) and Improvement Implementation Plan, evaluating the emergency response by the County of Ventura to the COVID-19 pandemic. The detailed AAR examination includes crucial aspects of the emergency response, such as coordination with state and local entities, public information management, community testing and vaccinations, emergency management, and more.
• Assisted CEO with a Request for Proposal (RFP) for an Arts, Culture, and Creative Economy Strategic Plan Consultant, the first steps in a multi-year project to support Ventura’s substantial artist community and through active buyer negotiations saved over $17,600 on the RFP.
• Procurement saved $113,700 on the Small Business Outreach RFP through the Best and Final Offer process by working with the CEO Economic Vitality office to truly identify needed tasks by the proposing vendors. With these savings, the County can support more small, local businesses.
• Procurement’s diligent efforts negotiating the Sheriff’s Office DNA Testing Services RFP saved over $120,000 which enabled greater support for victims allowing more sexual assault kits to be processed under the same budget.
• Buyers personally reached out to multiple vendors for large pipes for road repair damaged by recent storms. Fire Protection District saved $10,866, receiving these pipes for almost half the cost of the original quote.
The Procurement Team
2023 ACCOMPLISHMENTS
The Board of Supervisors and the CEO Service Excellence Council recognized this team with a 2023 Service Excellence Award for Baseline Procurement Implementation. This improved methodology enables streamlined management of County Master Agreements year-round and increases prompt vendor payments with over $50,000 in soft savings.
Julie Miller awarded Outstanding Service Award from the Fire Protection District
The Procurement Team
Protection District recognized Buyers Rory Aronsky and Ryan Stover
GSA Scan Center, with a staff of two full-time operators, scanned in over 1.7 million images
10,973 Mailroom Packages and Letters scanned for delivery
SCAN CENTER PARTNERSHIPS
GSA Scan Center, with a staff of two full-time operators, scans over 1.7 million images supporting 99% of Human Services Agency (HSA) scan volume with 100% on-time compliance. This partnership between agencies leverages HSA’s volume with GSA scan equipment and staff expertise, to support efficient processing of California Statewide Automated Welfare System (CalSAWS) mail and document workflows to better serve Ventura County residents.
Similarly, the Resource Management Agency (RMA) partnered with the GSA scan center to create a scalable workflow converting records into digital document content implementing searchable metadata and document retention rules.
• Published over 275,000 documents and counting into the RMA document repository
• Improved transparency and citizen access for Public Records Requests
• Eliminated oversize library storage area to create 12 additional RMA staff offices
CalSAWS Implementation Team with GSA and HSA
Scan Center Staff: Jesus “Jesse” Pacheco and Valerie Urias
Ignacio Fernandez Processing at the Mail Inserter
BUSINESS SUPPORT SERVICES
BEST KEPT SECRET… GSA SURPLUS
• The County of Ventura ranked 4th in total sales volume in the Public Surplus system against all other Counties in the U.S. with only 2 full time employees.
• The Surplus program supports usedauto auctions, selling 76 vehicles in FY23 grossing $907,000. This service will continue to help the County prepare for low-emission vehicle transitions and compliance with California Air Resources Board (CARB) regulations.
• 810 surplus pick-ups created 1,459 online auctions to generate $1.8 million in gross sales.
IMPROVED MANAGEMENT AND TRANSPARENCY THROUGH DOCUMENT AUTOMATION
CEO HR Health Care Agency leadership team identified the need to improve its employee leave of absence (LOA) process. By partnering with GSA Business Support, the HR team can now measure and monitor LOA workloads and use data to identify trends and remove bottlenecks. In this new electronic workflow, HR receives leave requests and documents automatically into a managed queue for improved task visibility and improved customer service. With GSA Document Automation, the right staff receive the right documents, right away.
• LOA workflows processed in 2023: 2,583
• Employee supervisors and safety officers notified of staff absences and durations
• Average LOA workflow is less than 2 days, exceeding the business requirements to process in 5 business days or less
• Improved workload visibility: HR staff can shift staff coverage to meet regulatory requirements and improve employee customer service
GSA Surplus is 4th in total sales compared to all other Counties in the Nation 2.75 million Pieces of commercial mail processed and sent $206,236 in USPS commercial mail postage savings
Surplus Staff: Ruben Silva
Document Automation Staff: Barbara Alvarez and Ryan Hill
CREATIVE SERVICES FOCUS ON CUSTOMER SERVICE AND REAPS THE BENEFITS WITH AN EXPLOSION OF NEW PROJECTS
Creative Services and production team within GSA Business Support strives to support the County and its numerous Agencies and departments’ image by designing thematic and cohesive brochures, annual reports, marketing material, and bringing dozens of special projects to print. Just to name a few: Public Information Officer communications, the CEO New Employee Handbook, Family Justice Enter Event Marketing, and video design for the CEO DEI Office’s Latino Heritage Month. The GSA team partnered with the CEO’s office on the 150th State of the Union celebration producing signage and the captivating look of the night. The team also crafted the CEO Annual Report and Strategic Plan giving dimension to these documents and furthering the County appearance and reputation.
CREATIVE SERVICES LOOKBOOK
See some of the exciting projects, services, and milestones we've produced over the last year.
877 Design projects completed 4,192 online VCPrint orders received
You can see it through our new online publishing portal where we publish agency & department reports, plans and books.
Scan the QR Code to take you to the Creative Services Lookbook
8.9 million pages of digital print output managed
COURIER SERVICES
• 6 courier routes serve 329 daily stops countywide.
• Couriers support book and media circulation across 14 library locations serving Ventura County communities.
Seen Robinson Working on Public Works Posters
Matt Kreiger with the Assessor's Office Lobby Sign
Seen Robinson and Matt Kreiger of Creative Services presented to the Public Information Officers countywide to showcase our focus on customer service and announce our expanded capabilities.
Tryna Huebner in Print Production
Couriers Robyn Holland and Mo Mojeh
CLICK ON OR SCAN ME!
INFORMATION TECHNOLOGY
GSA IT
• GSA-IT implemented Ventura County’s 1st informational banner for the Board of Supervisor’s broadcast meetings and picturein-picture functionality to better showcase to the public those presenting at the podium, while their presentation is displayed on screen.
• To enhance online accessibility and inclusivity, GSA-IT successfully migrated GSA's public-facing webpages to ensure our digital footprint is ADA compliant.
FISCAL
GSA Fiscal Calculated 1,238 departmental budget estimates and 321 unique service rates for Facilities and Materials, Fleet, Procurement and Business Support Services.
HUMAN RESOURCES
Human Resources created and filled 65 NeoGov requisitions; assisted with scheduling 670 applicant interviews; processed over 90 onboardings including new hires and promotionals as well as conducted over 30 recruitments.
107 Public meetings supported in the Board of Supervisors boardroom
1,119 Information Technology Service Requests Fulfilled
Broadcasted Banner Operated in Real Time for Board of Supervisors Meetings
The Fiscal Team
The Human Resources Team
GSA Digital Systems Electronic Technicians monitor the VC Board of Supervisors Meeting
AWARDS & HONORS ACCOLADES
Public Facilities Award of Excellence
17th consecutive year Achievement of Excellence in Procurement Award 24th consecutive year
Rick Bobosky and Joey Carmona attended the California Counties Facilities Services Association (CCFSA) conference to receive the CCFSA Public Facilities Award of Excellence for the 17th year in a row!
and
Green Fleet in the nation by the National Association of Fleet Administrators
County of Ventura named #1 Green Garage
#10
County of Ventura Procurement was awarded the prestigious 2023 Achievement of Excellence in Procurement award from the National Procurement Institute for the 24th consecutive year.
Employees of the Year 2023: Vanessa Varela, Jill Siela, Andrew Smith
Allyn Cahoon Graduates Ventura County CEO LEAP Program
GENERAL SERVICES AGENCY COUNTY OF VENTURA
DIRECTOR CHALLENGE COINS
Leadership, Dedication and Partnership Demonstrated on Sisar Peak
GSA Fleet solved a unique challenge in an innovative and cost-effective fashion through technical expertise and teamwork. IT Services Department ordered a new generator to replace the failed one at Sisar Peak, the over 2,500-foothigh mountain top between Ojai and Santa Paula, but faced a ten to twelve month delivery timeline for a new generator. Fleet staff devised a clever solution. They worked with Camarillo Airports to remove and borrow an unused existing generator, then collaborated with the Agriculture Department to borrow a crane truck and trailer to transport and install the borrowed generator. The challenging nine-mile trek up the rugged steep mountainside road took over two hours but the Fleet mechanics team successfully installed the new generator, ensuring uninterrupted service during the winter months.
¤ Jorge Bonilla, Fleet Operations Manager
¤ Maeco August, Heavy Equipment Mechanic II
¤ Jeff Brown, Fleet Supervisor
¤ Andrew Leon, Garage Attendant
¤ Alfredo Jauregui, Heavy Equipment Senior Mechanic
¤ Jose Acosta, Senior Parts Specialist
¤ Kevin Perry, Heavy Equipment Mechanic II (not pictured)
Mike Duncan identifies, evaluates, negotiates, and delivered numerous energy resilience and renewable energy projects in support of the County of Ventura’s vision identified in the General Plan, Climate Action Plan and GSA’s Strategic Plan.
Betsy Swanson-Hollinger and Gina Rae Hendrickson, CEO Learning and Organizational Development, provided exceptional Crucial Accountability training for GSA Managers.
Lucy Fernandez, Staff Services Manager III, and Beeta Lopez, Administrative Officer II, completed successful HR investigations.
AWARDS & HONORS
Congratulations
GSA excelled winning 3 SEAwards. CEO Service Excellence Council established the SEAward to award staff for improved customer service, reduced costs, faster processing times, and the implementation of tools to support improved productivity.
• The Maintenance team at Todd Road Jail was awarded the SEAward for “Rebuild Parts Stations” where they custom fabricated construction stations to refurbish and rebuild critical jail infrastructure components on-site instead of purchasing expensive new equipment, allowing staff to quickly address matters and saving over $14,000 in just 6 months.
• The Projects team was awarded the SEAward for the “Vanguard Building Reuse/Repurpose” project, saving a total of $220,731 by lean and green innovative thinking. The repurposing of 128 height-adjustable ergonomically friendly desks to 9 County agencies, valued at $140,800. From quote to invoice, reducing HSA move-out costs by $79,931 by proactive management of contractor work, trash, and security schedules to maximize efficiency to avoid overtime and weekend rates and eliminate liability concerns.
• The Procurement team was awarded the SEAward for their implementation of Baseline Procurement. The master agreements methodology changes reduced internal staff time by over 50%, an estimated 948 staff hours saved annually, producing savings exceeding $50,000. Additionally, the project reduced cycle time for County customers and increased throughput for prompt vendor payments.
COUNTY OF VENTURA
Steve Kasten – Fleet
Boyd Donavon Celebrates Retirement with Procurement Staff
Kyle Zufolo - Print Production
Joseph Saffa – Maintenance
GSA Events Committee Hosts Agencywide Holiday Party
Matt Kreiger - Creative Services
Brandon Yu - GSA IT
Jade Alamillo – Grounds
Great Service Always