Agenda

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Finance Committee

Meeting Date:	08/11/2020
FROM:	Bill Gallardo

Subject:

Amendment No. 1 with PeopleSpace for Civic & Cultural Center 3rd Floor Redesign and Furniture Purchase (CIP 7955)

RECOMMENDATION

Approve Amendment No. 1 with PeopleSpace in the amount not-to-exceed $123,271 resulting in a total contract amount not-to-exceed $505,623; and
Authorize City Engineer to approve change orders up to 5% of the not-to-exceed amount.

BACKGROUND/DISCUSSION

On July 16, 2019, the City Council authorized a contract in the amount of $347,606 with PeopleSpace to commence the Civic Center 3rd Floor Redesign Project. This project has been an organizational goal for many years to accomplish the following:

Bring current office furniture up to date to improve both safety and the ability to reconfigure space as time goes on;
Design and build offices for mid-level managers currently in cubicles original to the building, in order to facilitate discretion and supervisory conversations; and
Bring individuals within the same department - who were, in some cases, working on separate floors - closer together for the sake of increased efficiency, collaboration, and innovation.

With the original contract, staff was able to accomplish two of the three goals by purchasing and installing all new workstations across the entire 3rd floor of the Civic Center. While all of the furniture was intended to be purchased at one time, many design decisions, aside from the workstations, hadn't yet been decided and a product price increase was set to take place in February 2020. Staff proceeded with purchasing the workstations in January 2020 to lock into the lower product price, using the City Council authorized 10% contingency to maximize the amount of product purchased at these rates. Exhibit A contains photos depicting the new look established throughout the 3rd floor.

To continue this project, on June 16, 2020, City Council authorized a contract in the amount of $180,805 with PeopleSpace for the purchase and installation of demountable walls for the manager offices, two small meeting rooms, and a dedicated "mother's room." For reference, Exhibit B contains photos of existing manager offices.

Staff is now seeking City Council approval to amend the original contract to purchase remaining furniture, which will fulfill the scope of work this project set out to accomplish. Staff is also requesting an additional 5% contingency should any quantities change between the time of amendment approval and product ordering. Included on this order are the following:

Furniture for the offices being built, consistent with the new look established by the installation of new 3rd floor workstations;
New panels to replace 40-year old panels to enclose Police Administration's small break area, as they lack a full-functioning kitchen in their now enclosed office area;
Conference and small meeting room tables to furnish meeting rooms being created as a result of the redesign;
Collaborative storage tables which will support some departments' needs for additional storage, as well as serve as a location for staff to collaboratively discuss work projects;
Two additional small storage cabinets for two departments;
Functional workstation accessories, which staff had the opportunity to select from a list of universally corresponding components to offer a small customization to their workspace;
Remaining desk chairs required for staff in new workstations;
Name plaques to replace the old style and more closely match and adhere to the new design; and
Material to modify one workstation panel in order to better accommodate technical equipment in one department.

With the completion of this order, staff is confident that the total project will be wrapped up this calendar year and will remain in budget.

SUMMARY/FISCAL IMPACT

There are sufficient funds budgeted, totaling $835,000, in CIP Project No. 7955 to fund the proposed scope of services.

RESPECTFULLY SUBMITTED

William Gallardo, City Manager
Prepared by: Jenn Colacion, Management Analyst and Melissa Davis, Management Analyst
Concurrence: Chris Emeterio, Assistant City Manager, Cindy Russell, Administrative Services Director, and Tony Olmos, Public Works Director

Attachments
Exhibit A
Exhibit B
Amendment
Quote