Loading...
HomeMy WebLinkAboutItem 18 - Amendment to Office Furniture, Installation, and Related Services Contract Finance and Management Services www.santa-ana.org/finance Item # 18 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report June 21, 2022 TOPIC: Amendment to Office Furniture, Installation, and Related Services Contract AGENDA TITLE: Approve an Amendment to the Contracts for the Citywide Purchase of Office Furniture, Installation and Related Services by $4,250,000 and Include Quality Office Furnishings, Inc. to the List of Approved Vendors on Contract (Specification No. 19-114) (General and Non-General Fund) RECOMMENDED ACTION 1. Authorize the City Manager to execute an amendment to increase the aggregate contract authority by $4,250,000 for various citywide furniture projects beginning June 21, 2022 and expiring upon completion of the identified projects, subject to non- substantive changes approved by the City Manager and City Attorney. These purchases have already been budgeted across multiple departments. 2. Authorize the City Manager to include Quality Office Furnishings, Inc. of Yorba Linda, CA to the established list of approved vendors on the aggregate contract listed below: Vendor Location Culver-Newlin Corona GM Business Interiors Riverside People Space Irvine Pivot Interiors Costa Mesa Quality Office Furnishings, Inc. Yorba Linda Yamada Enterprises Huntington Beach DISCUSSION The City of Santa Ana has recently embarked on a renovation initiative to rehabilitate multiple floors of City Hall and City Yard offices to stay up-to-date with state and federal compliance laws. To utilize the newly modernized space as efficiently as possible, high- quality, structurally sound, and compliant work environments will be essential for maximum staff productivity. Meeting this goal requires purchasing office furniture; items include desks, modular workstations, conference room tables, seating, storage cabinets Amendment to Office Furniture, Installation, and Related Services Contract June 21, 2022 Page 2 2 7 4 8 and filing systems. In addition, professional services such as space planning reconfiguration, project management, and installation services are necessary. As the City continues to hire additional staff and identify opportunities for increased efficiency, the need to purchase additional office furniture that recognizes better space utilization is needed. On December 3, 2019, the City Council awarded contracts to the five vendors mentioned above to purchase office furniture, installation, and related services. The total aggregate amount between the five selected vendors was not to exceed $1,213,740. On October 20, 2020, the City Council approved an amendment for an additional $400,000 for services to the Main Library and the Public Works’ Water Resources Division, bringing the total aggregate amount to $1,613,740. On February 16, 2021, the City Council approved a contract amendment for an additional $163,808 for the Public Works’ Administrative Services Division, for a new total aggregate amount not to exceed $1,737,548. At this time, various departments are planning for substantial tenant improvements to their respective spaces, requiring new furniture and workplaces to accommodate the new configurations. Therefore, staff recommends amending the purchase authority to increase the aggregate contract amount by $4,250,000. Below is a summary of planned improvements from various departments. City Attorney’s Office The City Attorney’s Office plans to replace their decades-old conference table and chairs, and convert deposition rooms into additional work areas for new staff members. Clerk of the Council The Clerk of the Council’s Office has added new staff to their department and will need additional bookcases and shelves for both current and new staff members. Community Development Agency The Community Development Agency’s Economic Development Division anticipates hiring new staff and will require office modifications and new workstations. The Housing Authority Division is potentially growing with new staff members, and they too will require office modifications and workstations and possible office relocation. Finance & Management Services The Finance & Management Services department is renovating the 3rd floor, and six workstations and two offices will be constructed. These new spaces will require furniture. The Central Services Division has antiquated furniture that needs to be updated due to basement renovations. The Purchasing Division on the 4th floor will also be under renovation, and will need to replace its existing furniture with updated items to match the aesthetic. Amendment to Office Furniture, Installation, and Related Services Contract June 21, 2022 Page 3 2 7 4 8 Human Resources The Human Resources Department goal during the 5th floor renovations is to bring workspaces into compliance with state and federal compliance laws and provide additional workspaces to accommodate workforce changes. This includes recently approved positions and moving the Risk Management Division to the 5th floor with the rest of the HR Department staff. It also includes furniture for the conference room waiting area/hallway. Information Technology The Information Technology Department will be undergoing a major renovation on the 2nd floor and is requesting to replace office furniture that has been in service for over 16 years. Items needed include desks, conference tables, chairs, cubicles, overhead bins, cabinets, seating, and workstations. Parks, Recreation, & Community Services PRCSA will undergo a remodeling project on the 2nd floor of City Hall. The project aims to provide additional workspaces to centralize PRCSA staff, install adequate workspace to improve efficiencies, and include new furniture for a conference room. Planning and Building Agency The Planning and Building Agency is in the beginning stages of remodeling and upgrading existing offices and conference rooms. Once completed, new furniture and workstations will be needed to replace PBA's out-of-date furniture. Police Department The Police Department’s roll call room is a heavy-traffic area and its furniture sees premature wear and tear. Therefore, the chairs and tables require replacement. The PD Building and Facilities Division would like to maximize space at the department and require the replacement of out-of-date furniture with new community chairs, tables, and the reconfiguration of cubicles. Public Works Agency The Public Works’ Maintenance Services Division is requesting space planning services, the reconfiguration of workspaces, and new workstation installation services for current and new staff members. In addition to these services, they also need new furniture to replace their current decades-old furniture. The Public Works’ 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, and new furniture is needed for the newly configured spaces. The Public Works’ Administrative Services Division is in need of office configuration, as well as new cubicles, desks, and file cabinets to accommodate new staff at both the Ross Annex and City Yard. Amendment to Office Furniture, Installation, and Related Services Contract June 21, 2022 Page 4 2 7 4 8 Additionally, Santa Ana City Ordinance No. NS-2312 authorizes the City to purchase against contracts from any public agency utilizing a competitive bid process. The University of California entered into Contract No. 2019.001896 with Kimball Office Furniture and Filing System. Quality Office Furnishing, Inc. is an Authorized Reseller of Kimball Products, and can extend the contracted pricing for products and services through an Omnia Cooperative Agreement; allowing all public agencies access to discounted pricing. The City proposes to enter into a cooperative contract with Quality Office Furnishing, Inc. for office furniture. Contract 2019.001896 ensures the products and services offered will continue to provide staff with high-quality, discounted materials. Purchases Identified under this contract are as follows: City Hall and City Yard Offices Renovation Initiative Items to be Purchased Amount Clerk of the Council, 8th Floor – Purchasing of new bookcases and shelving are needed for new staff hires 3-4 book cases & 3-4 shelving units $10,000 City Attorney’s Office, 7th Floor – Replacing conference table of 20 years, conference chairs, and possible workspace conversion; space reconfiguration may be required. 1 conference room table, 8-12 chairs includes installation $20,000 Community Development Agency, 6th Floor – Replacing aged-out workstations for new and current staff to meet current compliance standards; space reconfiguration needed. 12 work stations and 12 desks includes installation and reconfiguration fees $240,000 Finance and Management Services, Basement/3rd & 4th Floors – A renovation on each floor 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 $90,000 Human Resources, 4th and 5th Floors/Ross Annex – A complete renovation on both floors will require replacing aged-out workstations for staff to meet current compliance standards – Includes aged-out conference room table and chairs in Ross Annex conference room 1600; space reconfiguration needed. 19 work stations, 19 desks, hallway furniture, conference room tables/chairs for 4th and 5th floor,4th floor break room furniture (tables, chairs), 1 framer booth, 1 large modular conference room $750,000 Amendment to Office Furniture, Installation, and Related Services Contract June 21, 2022 Page 5 2 7 4 8 table, and 15-20 chairs Information Technology, 2nd Floor – 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 fees $400,000 Parks, Rec. and Community Services, 2nd Floor – 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 $400,000 Planning and Building Agency, Ross Annex – 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 $425,000 Police Department – 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 $50,000 Public Works Agency – Water Division, Maintenance Services and Administration Services, City Yard/Ross Annex – All three public works divisions located at the City Yard and the Ross Annex are 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 $1,865,000 TOTAL $4,250,000 ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. Amendment to Office Furniture, Installation, and Related Services Contract June 21, 2022 Page 6 2 7 4 8 FISCAL IMPACT The following table summarizes the funds budgeted for expenditure in Fiscal Years 2021- 22 and 2022-23 for the requested amendment of $4,250,000 for furniture purchases, installation, and related services. Any remaining balances not expended at the end of the fiscal year will be carried forward for expenditure in the following fiscal year. Fiscal Year Accounting Unit Account No.Fund Description Accounting Unit Account No. Description Amount 2021- 2022 18118013- 63001 (22-1320) CDA Economic Development Operating Materials and Supplies $25,000 2021- 2022 14018760- 63001 CDA Housing Authority Operating Materials and Supplies $40,000 2021- 2022 08009053- 66400 HR – Risk Management Projects Machinery & Equipment $250,000 2021- 2022 01116500- 63001 Planning & Building Agency - General Fund PBA-Administration, Miscellaneous Operating Expenses $20,000 2021- 2022 01216010- 63001 Cannabis Public Benefit Fund PBA Enforcement Services, Miscellaneous Operating Expenses $45,000 2021- 2022 10117601- 62300 PWA – Administration Services Division Contract Services – Professional $188,000 2021- 2022 05617640- 63001 PWA – Sanitary Sewer Service Sanitary Sewer Service, Miscellaneous Operating Expenses $25,000 2021- 2022 06017640- 63001 PWA – Water Resources Division Water Production & Supply, Miscellaneous Operating Expenses $150,000 2021- 2022 06017641- 63001 PWA – Water Resources Division Water System Maintenance, Miscellaneous Operating Expenses $25,000 2021- 2022 06017645- 63001 PWA – Water Resources Division Water Admin Engineering, Miscellaneous Operating Expenses $125,000 2021- 2022 06017646- 63001 PWA – Water Resources Division Water Meter Services, Miscellaneous Operating Expenses $25,000 Amendment to Office Furniture, Installation, and Related Services Contract June 21, 2022 Page 7 2 7 4 8 2022- 2023 01108032- 63001 City Attorney’s Office Operating Materials and Supplies $20,000 2022- 2023 01107031- 62300 Clerk of the Council Contract Services – Professional $10,000 2022- 2023 18118013- 63001 (22-1320) CDA Economic Development Operating Materials and Supplies $75,000 2022- 2023 14018760- 63001 CDA Housing Authority Operating Materials and Supplies $100,000 2022- 2023 01110110- 66200 Finance & Mgmt Svcs – Accounting Division Building Improvements $40,000 2022- 2023 01110120- 63001 Finance & Mgmt Svcs – Purchasing Divsion Operating Materials and Supplies $50,000 2022- 2023 08009053- 66400 HR – Risk Management Projects Machinery & Equipment $500,000 2022- 2023 10920149- 62300 Information Technology Contract Services – Professional $400,000 2022- 2023 01113017- 66200 Parks, Recreation, & Community Services Building Improvements $400,000 2022- 2023 01116500- 63001 Planning & Building Agency - General Fund PBA-Administration, Miscellaneous Operating Expenses $35,000 2022- 2023 01116520- 63001 Planning & Building Agency - General Fund PBA-Permit & Inspection Services, Miscellaneous Operating Expenses $75,000 2022- 2023 01116530- 63001 Planning & Building Agency - General Fund PBA-Permit & Plan Check, Miscellaneous Operating Expenses $75,000 2022- 2023 01116540- 63001 Planning & Building Agency - General Fund PBA-Community Preservation, Miscellaneous Operating Expenses $100,000 2022- 2023 01116510- 63001 Planning & Building Agency - General Fund PBA-Planning, Miscellaneous Operating Expenses $75,000 2022- 2023 01114403- 62300 Police Department Contract Services – Professional $50,000 2022- 2023 10117601- 62300 PWA – Administration Services Division Contract Services – Professional $145,000 Amendment to Office Furniture, Installation, and Related Services Contract June 21, 2022 Page 8 2 7 4 8 2022- 2023 06817641- 62300 PWA –Sanitation Fund PWA- Roadway Cleaning, Contract Services - Professional $600,000 2022- 2023 05617640- 63001 PWA – Sanitary Sewer Service Sanitary Sewer Service, Miscellaneous Operating Expenses $30,000 2022- 2023 06017640- 63001 PWA – Water Resources Division Water Production & Supply, Miscellaneous Operating Expenses $50,000 2022- 2023 06017641- 63001 PWA – Water Resources Division Water System Maintenance, Miscellaneous Operating Expenses $30,000 2022- 2023 06017644- 63001 PWA – Water Resources Division Water Quality, Miscellaneous Operating Expenses $30,000 2022- 2023 06017646- 63001 PWA – Water Resources Division Water Meter Services, Miscellaneous Operating Expenses $50,000 2022- 2023 Various – PWA Portion Public Works Agency Various PWA Portion $392,000 Total $4,250,000 Submitted By: Kathryn Downs, Finance and Management Services Executive Director Approved By: Kristine Ridge, City Manager