HomeMy WebLinkAboutItem 19 - Amend Aggregate Blanket Order Contracts for Office Furniture, Installation, and Related Services Finance and Management Services
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Item # 19
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
August 15, 2023
TOPIC: Amend Aggregate Blanket Order Contracts for Office Furniture, Installation, and
Related Services
AGENDA TITLE
Amend Aggregate Blanket Order Contracts for Office Furniture, Installation, and Related
Services with GM Business Interiors, People Space, Inc., Pivot Interiors, Inc., Quality
Office Furnishing, Inc., Culver-Newlin, Inc., and Yamada Enterprises, and include
National Business Furniture to the list of approved vendors on contract, for a new not-
to-Exceed Aggregate Amount of $10,507,548. (Specification No. 19-114, 23-080, 23-
081, 23-082, 23-092) (General Fund and Non-General Fund)
RECOMMENDED ACTION
1.Authorize the City Manager to execute an amendment to increase the aggregate
contract authority by $4,480,000 for various citywide furniture projects, for a new
aggregate not to exceed amount of $10,507,548.
2.Authorize the City Manager to include National Business Furniture in the list of
approved vendors on the aggregate contracts listed below, with a term expiring on
May 31, 2026, with provisions for one additional renewal option, subject to non-
substantive changes approved by the City Manager and City Attorney.
Vendor Location
Culver-Newlin Corona, CA
GM Business Interiors Riverside, CA
National Business Furniture Milwaukee, WI
People Space Irvine, CA
Pivot Interiors Costa Mesa, CA
Quality Office Furnishings, Inc.Yorba Linda, CA
Yamada Enterprises Huntington Beach, CA
DISCUSSION
The City is currently under a renovation initiative that is rehabilitating multiple floors at
City Hall and City Corporate Yard offices to remain compliant with state and federal
laws. In order to utilize the newly modernized spaces as efficiently as possible, high-
quality, structurally sound, and compliant work environments will be essential for
Amend Aggregate Blanket Order Contracts for Office Furniture, Installation, and Related
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maximum staff productivity. This requires the procurement of new office furniture,
including desks, new and reconfigured modular workstations, conference room tables,
various seating, storage cabinets, and filing systems. In addition, professional services
such as space planning, reconfiguration, project management, and installation services,
which require state and federal prevailing wage compliance by furniture contractors are
necessary, and included in the above listed aggregate contracts. As the City hires new
staff members, the need to procure additional office furniture has increased to
accommodate both newly hired and current staff.
On December 3, 2019, the City Council awarded contracts to five of the seven above-
mentioned vendors for the provision of office furniture, installation, and related services.
The aggregate contracts were initially awarded for a not to exceed amount of
$1,213,740. On October 20, 2020, City Council approved a second amendment to
increase the aggregate contracts’ not to exceed amount by an additional $400,000 for
services required by the Main Library and Public Works Water Resources Division,
bringing the total aggregate amount to $1,613,740. On February 16, 2021, City Council
approved a third amendment to increase the aggregate contract amount by an
additional $163,808 requested by the Public Works Agency Administrative Services
Division for an updated total aggregate amount not to exceed $1,777,548. On June 21,
2022, City Council approved the fourth amendment for an additional $4,250,000
requested by multiple agencies for a revised total aggregate contract amount not to
exceed $6,027,548. At this time, Purchasing Staff has been advised that various
departments citywide have additional needs due to the rising costs of goods, labor, and
services brought on by inflation; and to cover the cost of recent, ongoing, and projected
renovation projects. Therefore, staff recommends amending the contract to increase the
aggregate contract amount by $4,480,000 to accommodate current citywide needs for
furniture upgrades, replacements, and office space and cubicle reconfigurations.
Purchasing staff also recommends adding National Business Furniture to the approved
list of vendors to provide office furniture, installation, and related services considering
the number of projects that may be occurring simultaneously and also to provide a wider
variety of furniture and price ranges. National Business Furniture has provided various
conference room, break room, other office furniture, and ergonomic chairs, and has
been a reliable vendor for the City. Santa Ana City Ordinance No. NS-2312 authorizes
the City to purchase against Contracts from any public agency utilizing a competitive bid
process. The Interlocal Purchasing System (TIPS), a cooperative government
purchasing agency, awarded a contract to National Business Furniture (Contract No.
210305) as a result of open, competitive bidding on behalf of its members, which
includes government agencies.
Through the County of Orange’s outreach, one Santa Ana vendor was notified to submit
a proposal, of which one downloaded the RFP documents and none submitted a
proposal.
Amend Aggregate Blanket Order Contracts for Office Furniture, Installation, and Related
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FISCAL IMPACT
Funds from the previous amendment of $4,250,000 for furniture, installation, and related
services have been utilized in Fiscal Years 2021-22 and 2022-23. Any requested
remaining balances for Fiscal Years 2022-23 will be presented to City Council for carry
forward approval to Fiscal Year 2023-24. See Exhibit 1.
Funds for the requested amendment of $4,480,000 for furniture, installation, and related
services purchases is available for expenditure in Fiscal Years 2023-24. Any remaining
balances not expended at the end of the fiscal year will be carried forward to the
following fiscal year. Estimated amounts expended per fiscal year are as follows:
Fiscal
Year
Accounting Unit
Account No.Fund Description
Accounting Unit
Account No.
Description
Amount
2023-2024 01110100-66200
Finance &
Management Services
Buildings & Building
Improvements $200,000
2023-2024 01110120-62300
FMSA Purchasing &
Payroll Services
Contract Services –
Professional $200,000
2023-2024 10920149-62300
Information
Technology
Contract Services –
Professional $100,000
2023-2024 18111013-62300 Library Services
ARPA – Contract
Services – Professional $500,000
2023-2024 01211020-62300 Library Services
Cannabis Public Benefit
Fund / Contract
Services – Professional $600,000
2023-2024 01116520-62300
Planning & Building
Agency
Operating Materials
and Supplies $125,000
2023-2024 01116530-62300
Planning & Building
Agency
Operating Materials
and Supplies $500,000
2023-2024 01116540-62300
Planning & Building
Agency
Operating Materials
and Supplies $30,000
2023-2024 01116510-62300
Planning & Building
Agency
Operating Materials
and Supplies $50,000
2023-2024 01114403-62300 Police Department
Operating Materials
and Supplies $300,000
2023-2024 01113230-66400
Parks, Recreation, &
Community Services Machinery & Equipment $150,000
2023-2024 01117611-66200
PWA
Engineering Division
Buildings & Building
Improvements $125,000
2023-2024 05617640-63001
PWA – Water
Resources Division
Sanitary Sewer
Service, Miscellaneous
Operating Expenses $100,000
Amend Aggregate Blanket Order Contracts for Office Furniture, Installation, and Related
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August 15, 2023
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2023-2024 06017640-63001
PWA – Water
Resources Division
Water Production &
Supply, Miscellaneous
Operating Expenses $300,000
2023-2024 06017641-63001
PWA – Water
Resources Division
Water System
Maintenance,
Miscellaneous
Operating Expenses $100,000
2023-2024 06017644-63001
PWA – Water
Resources Division
Water Quality,
Miscellaneous
Operating Expenses $50,000
2023-2024 06017645-63001
PWA – Water
Resources Division
Water System
Maintenance,
Miscellaneous
Operating Expenses $100,000
2023-2024 06017646-63001
PWA – Water
Resources Division
Water Quality,
Miscellaneous
Operating Expenses $50,000
2023-2024 06017646-63001
PWA – Water
Resources Division
Water Meter Services,
Miscellaneous
Operating Expenses $50,000
2023-2024
07517100-62300
06717650-62300
07317100-62300
01117651-62300
PWA -Parks, Fleet, &
Facilities Division
Various PWA, Contract
Services – Professional $850,000
Total $4,480,000
EXHIBIT(S)
1.Fund Request and Expenditure Table
Submitted By: Kathryn Downs, Finance and Management Services Agency Executive
Director
Approved By: Kristine Ridge, City Manager
Fund Request and Expenditure Table
Department/Division Previously Requested Amounts - Projects
(FY 2021-22 & 2022-23)
Project Continuation/
Current Request
(FY 2023-24 & 2024-25)
Finance & Management Services Agency
Accounting, Budget, & Treasury Divisions
Amount Requested: $90,000
Amount Spent: $76,669
Amount Remaining: $13,331
Fiscal Year(s): 2021-22 & 2022-23
Justification: A complete renovation on both floors
(3rd and Basement) will require replacing aged out
workstations for staff to meet current compliance
standards; space reconfiguration needed (10 work
stations and includes installation and reconfiguration
fees ).
Amount Requested: $200,000
Fiscal Year(s): 2023-24 & 2024-25
Justification: Replacing exisiting furnitre that is aged,
obsolete, and beyond its useful life located in the
Acccounting, Budget, and Treasury Divisions (14 office
workstations, & 4 cubicle workstations; includes
installation& reconfiguration fees ).
Finance & Management Services Agency
Payroll and Purchasing Divsions
N/A Amount Requested: $200,000
Fiscal Year(s): 2023-24 & 2024-25
Justification: Replacing exisiting furnitre that is aged,
obsolete, and beyond its useful life located in the
Purchasing Division, and to supplement any additional
furniture the Payroll Division may need when moving their
offices on the 4th floor (3-4 office workstations, 1 meeting
room, & 12 cubicle workstations; includes installation &
reconfiguration fees ).
Request to Amend Aggregate Blanket Order Contracts for Office Furniture, Installation, & Related Services
Spec No. 19-114, 23-080, 23-081, 23-082, 23-092 Page 1 of 6
EXHIBIT 1
EXHIBIT I
Fund Request and Expenditure Table
Department/Division Previously Requested Amounts - Projects
(FY 2021-22 & 2022-23)
Project Continuation/
Current Request
(FY 2023-24 & 2024-25)
Information Technology Amount Requested: $400,000
Amount Spent: $0.00
Amount Remaining: $400,000
Fiscal Year(s): 2021-22 & 2022-23
Justification: A complete remodeling of the 2nd floor
is taking place, and will require replacing aged out
workstations for staff to meet current compliance
standards; space reconfiguration needed (45 work
stations, 45 desks, includes installation and
reconfiguration fee s).
Amount Requested: $100,000
Fiscal Year(s): 2023-24 & 2024-25
Justification: Project continuation from FY 2021-22 &
2022-23 due to extended construction timeline and
previously requested amount covering the cost of
temporary workstations on the 4th floor of City Hall.
Replacing existing furniture that is aged, obsolete, and
beyond its useful life. In addition, supplemental funds will
be required due to the rising costs of goods, labor, and
services brought on by inflation and higher wages ( 6
office workstations, 39 cubicle workstations, & 1 meeting
room; includes installation & reconfiguration fees ).
Library Services
Delhi Center & Newhope Library
N/A Amount Requested: $1,100,000
Fiscal Year(s): 2023-24 & 2024-25
Justification: The Library Department is in the process
undergoing two Capital Inprovement Projects at the
Newhope and Main Libraries, which will require the Library
to procure the following upon completion of construction:
(All new furniture - including public seating, service desks,
office workstations bookshelving, and other related
furniture for both projects; includes installation &
reconfiguration fees).
Spec No. 19-114, 23-080, 23-081, 23-082, 23-092 Page 2 of 6
EXHIBIT I
Fund Request and Expenditure Table
Department/Division Previously Requested Amounts - Projects
(FY 2021-22 & 2022-23)
Project Continuation/
Current Request
(FY 2023-24 & 2024-25)
Parks, Recreation, & Community Services
Agency
Recreation & Administration Divisions
Amount Requested: $400,000
Amount Spent: $0.00
Amount Remaining: $400,000
Fiscal Year(s): 2021-22 & 2022-23
Justification: A complete remodeling of the 2nd floor
is taking place, and will require replacing aged out
workstations for staff to meet current compliance
standards; space reconfiguration needed (35 work
stations, 35 desks, includes installation and
reconfiguration fees).
Amount Requested: $150,000
Fiscal Year(s): 2023-24 & 2024-25
Justification: Project continuation from FY 21-23 due to
extended construction timeline and cost of relocation
during construction. Replacing existing furniture that is
aged, obsolete, and beyond its useful life. In addition,
supplemental funds will be required due to the rising costs
of goods, labor, and services brought on by inflation and
higher wages (35 workstations, 1 conference room, 35
desks, 35 chairs; includes installation and reconfiguration
fees).
Planning & Building Agency Amount Requested: $425,000
Amount Spent: $279,852
Amount Remaining: $145,148
Fiscal Year(s): 2021-22 & 2022-23
Justification: A complete remodeling of the 2nd floor
is taking place, and will require replacing aged out
workstations and conference room furniture for staff to
meet current compliance standards; space
reconfiguration needed (20 work stations, 3 Drafting
tables, 4 conference room tables, 40 chairs
includes installation and reconfiguration fees ).
Amount Requested: $705,000
Fiscal Year(s): 2023-24 & 2024-25
Justification: Project continuation from FY 21-23 due to
extended construction timeline and cost of temporary
workstations. Replacing exsisting furniture that is aged,
obsolete, and beyond its useful life. In addition,
supplemental funds will be required due to the rising costs
of goods, labor, and services brought on by inflation and
higher wages (10 additional office workstations, additional
20 cubicle workstations, 4 drafting tables, and 3
conference room tables; Iincludes installation and
reconfiguration fees).
Spec No. 19-114, 23-080, 23-081, 23-082, 23-092 Page 3 of 6
EXHIBIT I
Fund Request and Expenditure Table
Department/Division Previously Requested Amounts - Projects
(FY 2021-22 & 2022-23)
Project Continuation/
Current Request
(FY 2023-24 & 2024-25)
Police Department
PD Building & Facilities Division
Amount Requested: $50,000
Amount Spent: $2,472
Amount Remaining: $47,528
Fiscal Year(s): 2021-22 & 2022-23
Justification: New community tables and chairs are
needed in the roll call room, and current cubicles are
in need of reconfiguration; space reconfiguration
needed (72 chairs,12 tables, and cubicle
reconfiguration
includes installation and reconfiguration fees ).
Amount Requested: $300,000
Fiscal Year(s): 2023-24 & 2024-25
Justification: Project continuation from FY 21-23 due
department timeline and departmental delays. Replacing
existing furniture that is aged, obsolete, and beyond its
useful life located throughout PD (All furniture to be
replaced in the Community Room, Report Writing Room,
and PD & Jail Roll Call Rooms).
Public Works Agency
Engineering Division
N/A Amount Requested: $125,000
Fiscal Year(s): 2023-24 & 2024-25
Justification: New ergonomic workstation cubicles to
replace existing furniture that is aged, obsolete, and
beyond its useful life for the Engineering Division as part
of the remodel of the 3rd floor of Ross Annex Building (12
workstations, tables, chairs, and storage cabinets;
includes installation & reconfiguration fees ).
Spec No. 19-114, 23-080, 23-081, 23-082, 23-092 Page 4 of 6
EXHIBIT I
Fund Request and Expenditure Table
Department/Division Previously Requested Amounts - Projects
(FY 2021-22 & 2022-23)
Project Continuation/
Current Request
(FY 2023-24 & 2024-25)
Public Works Agency
Water Services Division
Amount Requested: $540,000
Amount Spent: $ 7,243
Amount Remaining: $532,757
Fiscal Year(s): 2021-22 & 2022-23
Justification: The Water Services Division located at
the City Yard is phasing out all aged workstations for
new and current staff to meet current compliance
standards; space reconfiguration is needed to
optimize space for newly hired staff (Various work
stations, ergonomic chairs, file cabinets, storage
cabinets, desks, conference tables, conference
chairs, office furniture, includes installation and
reconfiguration fees).
Amount Requested: $700,000
Fiscal Year(s): 2023-24 & 2024-25
Justification: Project continuation from FY 21-23 due to
construction timeline. Replacing existing furniture that is
aged, obsolete, and beyond its useful life on the 2nd floor
of City Yard Bldg. A. In addition, supplemental funds will
be required due to the rising costs of goods, labor, and
services brought on by inflation and higher wages, and full
renovation of the office space, and the Stores facility.
(Remodeling office spaces at Corporate Yard. Estimating
installing 60 work stations, furnishing offices and adding
purchasing additional furniture as needed).
Spec No. 19-114, 23-080, 23-081, 23-082, 23-092 Page 5 of 6
EXHIBIT I
Fund Request and Expenditure Table
Department/Division Previously Requested Amounts - Projects
(FY 2021-22 & 2022-23)
Project Continuation/
Current Request
(FY 2023-24 & 2024-25)
Public Works Agency
Parks, Fleet, & Facilities Division
N/A Amount Requested: $850,000
Fiscal Year(s): 2023-24 & 2024-25
Justification: The Public Works Division of Parks, Fleet,
and Facilities has grown in recent years, and has hired
new staff for the ongoing operations of the division. In
additon, with Park Services transferring to Public Works
Agency, staff has been temporarily located throughout the
City. With recent renovations at City Hall, the intent is to
centralize the Parks Planning Division at City Hall, as well
as to maximize work stations for the Fleet and Facilities
teams in their respective locations. Lastly, this request
includes replacing exisiting furnitre that is aged, obsolete,
and beyond its useful life for the Parks, Fleet, and
Facilities Division :(Various office workstations, cubicle
stations, file cabinets, conference room tables, file
cabinets, storage cabinets, and office furniture; includes
installation and reconfiguration fees ).
Spec No. 19-114, 23-080, 23-081, 23-082, 23-092 Page 6 of 6