HomeMy WebLinkAbout22B - SPEC - OFFICE FURNITUREREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
SEPTEMBER 16, 2014
TITLE:
CONTRACT AWARD TO
CULVER- NEWLIN FOR
OFFICE FURNITURE
(SPEC. NO. 14 -057)
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CITY MAN
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
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❑ As Recommended
❑ As Amended
❑ Ordinance on 18'Reading
❑ Ordinance on 2ndReading
❑ Implementing Resolution
❑ Set Public Hearing For
CONTINUED TO
FILE NUMBER
Award a contract to Culver - Newlin, using the Hawthorne School District's contract with Culver -
Newlin for the purchase of office furniture in an amount not to exceed $90,000, subject to non -
substantive changes approved by the City Manager and City Attorney.
DISCUSSION
In accordance with the City's Strategic Plan Goal No. 7, Objective No. 1 (Establish a culture of
customer service and community engagement as the organizations' primary focus), staff
recommends further enhancements to customer service delivery through increased operational
efficiencies, and by providing additional security for patrons and employees. Staff implemented a
series of initial customer service improvements in City Hall earlier this year. The improvements
included relocating the Housing Division operations to the first floor to provide all customer
related operations to the ground floor of City Hall. The relocation provided the community with
more immediate access to Housing services and allowed for more enhanced security to all floors
of City Hall.
As departments seek more efficiencies and better utilization of office space, it has become
apparent that the continued use of some existing furniture may not be conducive to current
ergonomic standards or the furniture may have exceeded its useful life. The vast majority of
furniture identified includes workstations, conference tables and chairs that have been in use for
over 20 years. To provide for a more effective environment, staff recommends the replacement of
this office furniture. In addition, to facilitate more efficient City -wide employee recruitments, the
Personnel Services Agency has requested additional office furniture to accommodate two new
dual purpose interview /testing rooms, and a new training room. The Parks, Recreation, and
Community Services Agency is considering providing bookcases and tables to meet the needs of
its various programs at the Corbin Center. Finally, the Finance and Management Services
Agency is evaluating the consolidation of all its services to the second floor. This move will
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Contract Award for Office Furniture
September 16, 2014
Page 2
require office furniture that is conducive to the space available. As such, the City is seeking to
establish an office furniture contract, whereby, City departments are able to meet the needs of its
operations and customers.
Santa Ana Ordinance No. NS -2312 authorizes the City to purchase against contracts from any
public agency utilizing a competitive bid process. The Hawthorne School District's contract with
Culver - Newlin for office furniture was a result of open, competitive bidding, and meets the City's
requirements.
STRATEGIC PLAN ALIGNMENT
Approval of this item supports the City's efforts to meet Goal #7 Team Santa Ana, Objective's #1
and #5, (Establish a culture of customer service and community engagement as the
organizations' primary focus) and (Create a culture of innovation and efficiency within the
organization).
FISCAL IMPACT
Funds are available in the Personnel Division account ($40,000 in 01109050 - 63001), Rec.
Comm. Svs — SA Zoo ($4,500 in 01113220 - 63001), Rec. Comm. Services ($5,000 in 01113230-
63001). Funds for office furniture for the duration of the contract period will be included in various
FY 2014 — 2015 departmental accounts under (63001).
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L Edward S. Raya
Executive Direct r
Personnel Services
Gerardo ouet
Executive Director
Parks, Recreation & Community Services
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APPROVED AS TO FUNDS AND ACCOUNTS:
Francisco Gutierrez
Executive Director
Finance and Management Services Agency 1411--
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