HomeMy WebLinkAbout22A - SPEC - OFFICE WORKSTATIONSREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
NOVEMBER 5, 2019
TITLE:
AWARD A PURCHASE ORDER IN THE
AMOUNT OF $217,974 TO CULVER-
NEWLIN FOR OFFICE WORKSTATION
FURNITURE AND INSTALLATION
(GENERAL FUND)
(SPECIFICATION NO. 19-108)
{STRATEGIC PLAN NO. 7,5)
/s/ Kristine Ridge
CITY MANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
❑ As Recommended
❑ As Amended
❑ Ordinance on 1" Reading
❑ Ordinance on 2n° Reading
❑ Implementing Resolution
❑ Set Public Hearing For
CONTINUED TO
FILE NUMBER
Authorize a one-time purchase and payment of purchase order to Culver -Newlin for office
workstation furniture and installation services in the amount of $202,586, plus a contingency of
$15,388, for a total amount not to exceed $217,974, subject to non -substantive changes approved
by the City Manager and City Attorney.
DISCUSSION
The Human Resources Department is nearing completion of a reorganization plan that began July
1, 2019. The reorganization included the addition of four new full time staff members, a
Management Intern and a part-time temporary employee. In addition, Human Resources is
preparing for the addition of two more staff members in FY 20/21. As a result of the reorganization,
Human Resources has a need to provide adequate office and workspace areas.
To provide adequate office and work space areas, staff is requesting a reconfiguration of two
current office rooms. The plans include reconfiguring an existing room that currently houses six
workstations to allow for eight workstations with sliding doors for added privacy. In addition, a filing
room will be converted into carpeted office area to house four new workstations.
Additionally, the Finance and Management Services Agency (FMSA) is spread out amongst four
(4) floors within City Hall. In order to increase efficiency and streamline processes, staff is
considering the consolidation and relocation of departments within FMSA. To accommodate the
consolidation, workspace for the relocation of ten (10) current staff members will be needed.
22A-1
Award Purchase Order for Office Workstation Furniture and Installation
November 5, 2019
Page 2
Santa Ana Ordinance No. NS-2312 authorizes the City to purchase against contracts from any
public agency utilizing a competitive bid process. The San Bernardino County Superintendent of
Schools contract with Culver -Newlin for furniture systems was awarded as a result of open,
competitive bidding and meets the City's requirement.
STRATEGIC PLAN ALIGNMENT
Approval of this item supports the City's efforts to meet Goal #7 Team Santa Ana, Objective #5
(create a culture of innovation and efficiency within the organization).
ENVIRONMENTAL IMPACTS
There is no environmental impact associated with this action.
FISCAL IMPACT
Funds in the amount of $117,974 are budgeted for in the FY 2019-20 in the Human Resources
Services account (No. 01109050-62300) and $100,000 is budgeted and available in the FY 2019-
20 Finance & Management Services account (no. 01110100-62300 and 01110110-62300).
Steven V. Pham
Executive Director
Human Resources Department
FSS/TC/GL
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Kathryn Downs, CPA
Executive Director
Finance and Management Services Agency
22A-2