|
Amend Aggregate Blanket Order Contracts for Office Furniture, Installation, and Related
<br />Services
<br />August 15, 2023
<br />Page 2
<br />3
<br />6
<br />6
<br />4
<br />maximum staff productivity. This requires the procurement of new office furniture,
<br />including desks, new and reconfigured modular workstations, conference room tables,
<br />various seating, storage cabinets, and filing systems. In addition, professional services
<br />such as space planning, reconfiguration, project management, and installation services,
<br />which require state and federal prevailing wage compliance by furniture contractors are
<br />necessary, and included in the above listed aggregate contracts. As the City hires new
<br />staff members, the need to procure additional office furniture has increased to
<br />accommodate both newly hired and current staff.
<br />On December 3, 2019, the City Council awarded contracts to five of the seven above-
<br />mentioned vendors for the provision of office furniture, installation, and related services.
<br />The aggregate contracts were initially awarded for a not to exceed amount of
<br />$1,213,740. On October 20, 2020, City Council approved a second amendment to
<br />increase the aggregate contracts’ not to exceed amount by an additional $400,000 for
<br />services required by the Main Library and Public Works Water Resources Division,
<br />bringing the total aggregate amount to $1,613,740. On February 16, 2021, City Council
<br />approved a third amendment to increase the aggregate contract amount by an
<br />additional $163,808 requested by the Public Works Agency Administrative Services
<br />Division for an updated total aggregate amount not to exceed $1,777,548. On June 21,
<br />2022, City Council approved the fourth amendment for an additional $4,250,000
<br />requested by multiple agencies for a revised total aggregate contract amount not to
<br />exceed $6,027,548. At this time, Purchasing Staff has been advised that various
<br />departments citywide have additional needs due to the rising costs of goods, labor, and
<br />services brought on by inflation; and to cover the cost of recent, ongoing, and projected
<br />renovation projects. Therefore, staff recommends amending the contract to increase the
<br />aggregate contract amount by $4,480,000 to accommodate current citywide needs for
<br />furniture upgrades, replacements, and office space and cubicle reconfigurations.
<br />Purchasing staff also recommends adding National Business Furniture to the approved
<br />list of vendors to provide office furniture, installation, and related services considering
<br />the number of projects that may be occurring simultaneously and also to provide a wider
<br />variety of furniture and price ranges. National Business Furniture has provided various
<br />conference room, break room, other office furniture, and ergonomic chairs, and has
<br />been a reliable vendor for the City. Santa Ana City Ordinance No. NS-2312 authorizes
<br />the City to purchase against Contracts from any public agency utilizing a competitive bid
<br />process. The Interlocal Purchasing System (TIPS), a cooperative government
<br />purchasing agency, awarded a contract to National Business Furniture (Contract No.
<br />210305) as a result of open, competitive bidding on behalf of its members, which
<br />includes government agencies.
<br />Through the County of Orange’s outreach, one Santa Ana vendor was notified to submit
<br />a proposal, of which one downloaded the RFP documents and none submitted a
<br />proposal.
|