HomeMy WebLinkAbout22A - AMEND CONTRACT FOR LIBRARY FURNITUREREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
OCTOBER 20, 2020
TITLE:
APPROVE A CONTRACT AMENDMENT TO
INCREASE THE AGGREGATE AMOUNT
BY $400,000 ($200,000 ALLOCATED TO
THE LIBRARY AND $200,000 ALLOCATED
TO THE CORPORATE YARD) FOR OFFICE
FURNITURE, INSTALLATION, AND
RELATED SERVICES WITH THE
ESTABLISHED CITY VENDORS TO BE
FUNDED BY THE CANNABIS PUBLIC
BENEFIT FUND AND ENTERPRISE FUNDS
(SPECIFICATION NO. 19-114)
(NON -GENERAL FUND)
CLERK OF COUNCIL USE ONLY:
❑ As Recommended
❑ As Amended
❑ Ordinance on 1� Reading
❑ Ordinance on 2nd Reading
❑ Implementing Resolution
❑ Set Public Hearing For
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/s/ Kristine Ridge FILE NUMBER
CITY MANAGER
RECOMMENDED ACTION
Authorize the City Manager to execute a contract amendment to increase the aggregate amount
by $400,000 ($200,000 allocated to the Library and $200,000 allocated to the Corporate Yard) for
office furniture, installation, and related services with the established City vendors to be funded by
the Cannabis Public Benefit Fund and Enterprise Funds, subject to non -substantive changes
approved by the City Manager and City Attorney.
DISCUSSION
Recently, the City of Santa Ana Library Services department completed improvements to the
Newhope Branch Library, which included new furniture. The City is looking to implement furniture
upgrades to the Children's Area and Teen Space at the Santa Ana Main Library as well.
The Public Works Agency Water Resources Division needs to reconfigure and repurpose existing
spaces located in the Corporate Yard's Administration Building A. Existing office space does not
meet the needs of current staffing levels. As a result, the Division is looking to complete office
space improvements within the current fiscal year.
On December 3, 2019, the City Council awarded contracts to the following vendors for the
purchase of office furniture, installation, and related services:
22A-1
Approve a contract amendment for furniture, installation, and related services
October 20, 2020
Page 2
Vendor
Location
Culver —Newlin
Corona
GM Business Interiors
Riverside
Interior Office Solutions
Irvine
Pivot Interiors
Costa Mesa
Yamada Enterprises
Huntington Beach
The total aggregate amount between the five selected vendors was for an amount not to exceed
$1,213,740, which includes a 10 percent contingency. The Santa Ana Library Services department
has already expended its allocation of this total amount for furniture at the Newhope Branch and
the Public Works Agency has additional needs as well from those identified in the initial award,
therefore the City is requesting an amendment to the contract to increase the total aggregate
amount for these new projects.
FISCAL IMPACT
As part of the request by the City to carry forward funds from Fiscal Year 2019-20 to 2020-21,
presented to the City Council on October 6, 2020, the City included $200,000 in Cannabis Public
Benefit Funds for this contract increase to purchase furniture for the Library.
Funds for both the Library and Water Resources furniture purchases will be expended in Fiscal
Year 2020-21 as follows:
Fiscal
Accounting
Fund
Accounting Unit, Account
Amount
Year
Unit -Account #
Description
Description
FY 20-21
01213020-63001
Cannabis
PRCSA Youth Services,
$200,000
Public Benefit
Miscellaneous Operating
Fund
Expenses
FY 20-21
05617640-63001
Sanitary
Sanitary Sewer Service,
$10,000
Sewer Service
Miscellaneous Operating
Fund
Expenses
FY 20-21
06017640-63001
Water Fund
Water Utility Water Production
$85,000
& Supply, Miscellaneous
O eratin Ex enses
FY 20-21
06017641-63001
Water Fund
Water Systems Maintenance,
$10,000
Miscellaneous Operating
Expenses
FY 20-21
06017645-63001
Water Fund
Water Admin Engineering,
$85,000
Miscellaneous Operating
Expenses
FY 20-21
06017646-63001
Water Fund
Water Meter Services,
$10,000
Miscellaneous Operating
Expenses
Total
$400,060
22A-2
Approve a contract amendment for furniture, installation, and related services
October 20, 2020
Page 3
Fiscal Impact Verified By: Kathryn Downs, CPA, Executive Director — Finance and Management
Services Agency
Submitted By: Brian Sternberg., Executive Director — Library Services Agency
Nabil Saba, P.E., Executive Director, Public Works Agency
22A-3