25H - AGMT SPACE PLANNING AND IMPLEMENTATION

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REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: JUNE 20, 2017 TITLE: AGREEMENT WITH CULVER- NEWLIN/MCMAHAN BUSINESS INTERIORS FOR SPACE PLANNING AND IMPLEMENTATION FOR THE PUBLIC WORKS AGENCY (STRATEGIC PLAN NO. 7, 6) CITY M AGER CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 1� Reading ❑ Ordinance on 2ntl Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER Authorize the City Manager and Clerk of the Council to execute an agreement with Culver- Newlin/McMahan Business Interiors, for the one-year term beginning June 21, 2017, through June 20, 2018, to provide Space Planning and Implementation services for the Public Works Agency City Yard offices, in an amount not to exceed $159,000, including a 15 percent contingency, subject to nonsubstantive changes approved by the City Manager and City Attorney. 2. Reject the sole bid for Space Planning and Implementation services for the Public Works Ross Annex offices and reissue a new Request for Proposals for the same service. The Public Works Agency Administrative Services Division is nearing completion of a reorganization plan that began implemented in FY 15/16. The reorganization included four new staff members and two contract employees for Capital Improvement Program project management and GIS Program implementation. The FY 17/18 Budget proposes two additional administrative support staff members (one part-time and one full-time). The ideal location for these employees is on the same floor with the Administrative Services Division. To provide adequate office and work areas, the reconfiguration of approximately 3,423 square feet of office space is needed to create and/or repurpose six enclosed offices, and add six cubicle workspaces to accommodate new and relocated staff, and to reconfigure the Executive Director's office. The Water Resources and Maintenance Services divisions are also looking to maximize workspace at the City Yard Public Works Administration Building. These plans include redesigning approximately 1,500 square feet on the first floor to accommodate 20 cubicle workspaces and 500 square feet on the second floor for up to 9 cubicle workspaces. On May 9, 2017, staff issued a Request for Proposals (RFP) (Exhibit 1) for Space Planning Services on the City's website. The Scope of Work included separate Planning and Design, and furniture procurement and installation for the Ross Annex and City Yard locations. Ten firms attended the 25H-1