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Home My WebLink About22D - OFFICE FURNITURE INSTALLATIONREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: DECEMBER 3, 2019 TITLE: CONTRACTS AWARD FOR OFFICE FURNITURE, INSTALLATION AND RELATED SERVICES IN THE AMOUNT OF $1,213,740 (GENERAL FUND) (SPECIFICATION NO. 19-114) {STRATEGIC PLAN NO. 7,5) 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 /s/Kristine Ridge FILE NUMBER CITY MANAGER RECOMMENDED ACTION Award contracts for the purchase of office furniture, installation and related services for various citywide furniture projects beginning December 3, 2019 and expiring upon completion of the identified projects, in a total aggregate amount between the five selected vendors for a not to exceed amount of $1,103,400 plus a 10 percent contingency for a new total aggregate amount of $1,213,740, subject to non -substantive changes approved by the City Manager and City Attorney, with the following vendors: Vendor Location Culver -Newlin Corona GM Business Interiors Riverside Interior Office Solutions Irvine Pivot Interiors Costa Mesa Yamada Enterprises Huntington Beach DISCUSSION In order to maintain a high -quality work environment, the City of Santa Ana purchases various office furniture; items include desks, modular workstations, conference room tables, seating, storage cabinets and filing systems. In addition to furniture, professional services such as space planning, reconfiguration, project management and installation services are also required. As departments hire additional staff and seek more efficiencies, the need to purchase additional office furniture while recognizing better space utilization is needed. Currently, various departments have identified several office furniture projects for Fiscal Year (FY) 2019-20: Public Works Agency To accommodate additional approved staff, the Public Works Agency Water Resources Division is requesting a complete renovation to reconfigure the second floor Water Administration Engineering area along with the redesign of the Production Control Room at the City Yard Administration Building. As a result, movement of staff in other departments will be impacted. 22D-1 Award Purchase Order for Office Furniture, Installation and related services December 3, 2019 Page 3 Parks, Recreation, and Community Services Agency & Information Technology Department The Parks and Recreation staff located at the City Yard Admin Building will re -join staff at City Hall second floor. This move will impact the Information Technology Department (ITD) staff which is also located in some of the same area of City Hall. ITD is evaluating a consolidation of its staff to one area and adopting an open workspace concept of the second floor which will require space planning and additional furniture. In turn the Parks, Recreation, Community Services Agency, sharing some of the same space on the second floor of City Hall, will need to evaluate the use of its square footage to accommodate additional staff with new workstations. The added staff and re- organization of office space operational efficiencies are hoped to be achieved. Clerk of the Council & City Manager's Office The Clerk of the Council and the City Manager's Office is requesting to replace outdated furniture that has been in use for over 20 years. The request includes a reconfiguration of seven workstations in the Clerk's Office including the public counter front office area and, nine workstations for the City Manager's administrative staff. City Attorney's Office The City Attorney's Office is requesting to replace office furniture that is over 25 years old. The new furniture will be ADA compliant and updates will also be done to the City Attorney's conference room. Planning and Building Agency The Planning and Building Agency requires the modification of two workstations into four to also accommodate incoming staff. Police Department To facilitate a more efficient Emergency Operations Center (EOC) over in the Police Department, staff has requested a reconfiguration of the EOC and replacement of seating throughout the Police Department. Library Department Finally, for January 2020 the Newhope Library is expanding its hours and becoming a full service library. A refresh of the library is planned along with the renovation and remodel of the Youth Learning Center area of the library in order to provide more usable space for youth and teen activities. Finance and Management Services AgencV In line with the projects identified herein, the Central Services Division of the Finance Management & Services Agency anticipates a relocation within the next year. Due to a flooding that took place in the basement of City Hall in the fall 2018, the Division and its services have been displaced and moved to a temporary location on the second floor. Once a permanent location has been identified, budgeted funds will be transferred and the Division anticipates usage under this contract. The Central Services Divisions requests to be included under the contingency for future use. In addition, due to the flooding a reconfiguration of the basement will need to be completed to accommodate new uses. 22D-2 Award Purchase Order for Office Furniture, Installation and related services December 3, 2019 Page 4 With the vast need for furniture and related services throughout the City, the City is seeking to establish an office furniture contract, whereby, City departments are able to meet the needs of its operations and customers. To provide the widest selection and to address varying projects with regard to scheduling, staff recommends awarding contracts with the five office and library furniture vendors identified. Santa Ana Ordinance No. NS-2312 authorizes the City to purchase against contracts from any public agency utilizing a competitive bid process meeting the City's requirements. The San Bernardino County Superintendent of Schools contract with Culver -Newlin for furniture systems and the County of Orange's multi -award contract with GM Business Interiors, Interior Office Solutions and Pivot Interiors for office furniture, installation and related services have been awarded as a result of open, competitive bidding and meets the City's requirement. Additionally, the San Bernardino County's contract with Yamada Enterprises for library specific furniture has also been awarded as a result of open, competitive bidding and meets the City's requirement. Office furniture purchases identified under this contract are as follows: # of Approx. age City Department - Office Furniture Project workstations of furniture being impacted replaced Amount City Manager's Office/8th Floor City Hall — Replace workstations for 9 30+ yrs old $50,000 administrative staff to meet current ergonomic standards. Clerk of the Council /8th Floor City Hall - Replace furniture that has been in service over 20 years. Reconfigure 7 workstations and public 7 20+ yrs old $120,000 counter area. City Attorney's Office /7th Floor City Hall - Replace furniture that 12 25+yrs old $75,000 has been in service over 20 years. Information Technology Department/ 2nd Floor City Hall - Relocate%onsolidate offices on 20d floor. Items needed include: desk, 26 10+ yrs old $70,000 conference tables, chairs, cubicles, cabinets Library — Newhope Library - Convert Newhope Center into full 22 - 43 yrs service library. Items needed include: desks, bookcases, seating, 13 old $100,000 tables and workstations Parks, Rec. Community Services Agency — 2nd Floor City Hall - Reorganization of the second floor. PRCSA will possibly obtain 10 n/a $200,000 additional square footage in other areas of the second floor for PRCSA offices to accommodate additional staff. Planning and Building - Workstations (desk/overhead bin/pedestal 4 n/a $15,000 cabinet). Converting two office into four workstations. Police Department - Chairs for Dispatch Center $8,400 Chairs Roll Call Room 322 officers 21 yrs old $25,000 Police Department EOC and A8f09 Task Force reconfiguration $80,000 Metropolitan Division reconfiguration $35 000 Public Works Agency - Street Maintenance/ City Yard Admin Building - Additional Cubicle in one office, reconfiguration of one 3 25 yrs old $25,000 workspace fora possibility of 2 cubicles. Public Works Agency— Water Recourses / City Yard Admin Building - Production Control Room: 23 15 yrs old $250,000 Redesign Control Room to accommodate additional workstations. Water Administration Engineering (2d Floor): 22D-3 Award Purchase Order for Office Furniture, Installation and related services December 3, 2019 Page 5 Redesign Admin Engineering Areas layout and install new workstations to accommodate current staffing levels Public Works Agency— Reconfiguration of basement due to flooding that occurred in 2018. (Liability and Insurance Fund) 6 n/a $50,000 SUBTOTAL $1,103,400 10% CONTINGENCY $110,340 TOTAL $1,213,740 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). FISCAL IMPACT Funds in the amount of $1,213,740 will be available for FY 2019-20 as follows: Fiscal Year Accounting Unit- Fund Account Unit, Account Amount Account# Description Description FY 2019-20 01103010-62300 General City Manager $50,000 Fund FY 2019-20 01107031-62300 General Fund Clerk of the Council - Admin $120,000 FY 2019-20 01108032-62300 General Fund City Attorney's Office $75,000 FY 2019-20 10920146-62300 Information Administration & Projects $70,000 Technology FY 2019-20 01113230-63001 General PRCSA— Recreation & Comm. $100,000 Fund Svc FY 2019-20 01113250-62320 General PRCSA— Park Facilities $200,000 Fund FY 2019-20 01116500-62300 General Planning & Building Agency - $15,000 Fund Administration 01114450-63001 General CDC $33,400 FY 2019-20 01114420-62300 Fund Field Operations $80,000 01114440-62300 Crimes Against Persons $35,000 FY 2019-20 06817641-63001 Sanitation Pub Works— Roadway Cleaning $25,000 Fund FY 2019-20 06017640-63001 Water Water Utility Water Prod & Supply $50,000 06017645-63001 Water Admin/Engineering $200,000 FY 2019-20 08009051-62302 Risk Liability and Property Insurance $50,000 Management Fund 10% Contingency $110,340 Total $1,213,740 22D-4 Award Purchase Order for Office Furniture, Installation and related services December 3, 2019 Page 6 David Valentin Chief of Police Santa Ana Police Department Jack Ciulla Chief Technology Innovations Officer Information Technology Minh Thai Executive Director Planning and Building Agency Steven V. Pham Executive Director Human Resources Kristine Ridge City Manager Sonia Carvalho City Attorney's Office APPROVED AS TO FUNDS AND ACCOUNTS: Kathryn Downs, CPA Executive Director Finance and Management Services Agency Yolanda Moreno Interim Library Director Santa Ana Public Library Fuad S. Sweiss, PE, PLS Executive Director Public Works Agency Lisa Rudloff Executive Director Public Works Agency Daisy Gomez Clerk of the Council 22D-5