Item 18 - Amendment to Office Furniture, Installation, and Related Services Contract

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Amendment to Office Furniture, Installation, and Related Services Contract June 21, 2022 Page 2 2 7 4 8 and filing systems. In addition, professional services such as space planning reconfiguration, project management, and installation services are necessary. As the City continues to hire additional staff and identify opportunities for increased efficiency, the need to purchase additional office furniture that recognizes better space utilization is needed. On December 3, 2019, the City Council awarded contracts to the five vendors mentioned above to purchase office furniture, installation, and related services. The total aggregate amount between the five selected vendors was not to exceed $1,213,740. On October 20, 2020, the City Council approved an amendment for an additional $400,000 for services to the Main Library and the Public Works’ Water Resources Division, bringing the total aggregate amount to $1,613,740. On February 16, 2021, the City Council approved a contract amendment for an additional $163,808 for the Public Works’ Administrative Services Division, for a new total aggregate amount not to exceed $1,737,548. At this time, various departments are planning for substantial tenant improvements to their respective spaces, requiring new furniture and workplaces to accommodate the new configurations. Therefore, staff recommends amending the purchase authority to increase the aggregate contract amount by $4,250,000. Below is a summary of planned improvements from various departments. City Attorney’s Office The City Attorney’s Office plans to replace their decades-old conference table and chairs, and convert deposition rooms into additional work areas for new staff members. Clerk of the Council The Clerk of the Council’s Office has added new staff to their department and will need additional bookcases and shelves for both current and new staff members. Community Development Agency The Community Development Agency’s Economic Development Division anticipates hiring new staff and will require office modifications and new workstations. The Housing Authority Division is potentially growing with new staff members, and they too will require office modifications and workstations and possible office relocation. Finance & Management Services The Finance & Management Services department is renovating the 3rd floor, and six workstations and two offices will be constructed. These new spaces will require furniture. The Central Services Division has antiquated furniture that needs to be updated due to basement renovations. The Purchasing Division on the 4th floor will also be under renovation, and will need to replace its existing furniture with updated items to match the aesthetic.