HomeMy WebLinkAbout06 - CC-6 - Procurement and Installation of Workstat - 1/3/2017CITY COUNCIL AGENDA REPORT
MEETING DATE: JANUARY 3, 2017
ITEM NUMBER: CC -6
SUBJECT: AWARD PROCUREMENT AND INSTALLATION OF WORKSTATIONS AND
FURNITURE FOR 4T" FLOOR REMODEL
DATE: DECEMBER 19, 2016
FROM: PUBLIC SERVICES DEPARTMENT/ADMINISTRATION DIVISION
PRESENTATION BY: RAJA SETHURAMAN, INTERIM PUBLIC SERVICES DIRECTOR
FOR FURTHER INFORMATION CONTACT: MIKE KOZIEL, MANAGEMENT ANALYST
(714) 754-5024
RECOMMENDATION:
Authorize the City Manager to execute a purchase order (Attachment 1) with Culver -Newlin
for the procurement and installation of office workstations and furniture in the amount of
$153,099 to remodel a large portion of the 4t" Floor of City Hall.
BACKGROUND:
The 4t" Floor of City Hall houses the Administration, Engineering, and Transportation
Services divisions of the Public Services Department. This area accommodates a total
of twenty-eight staff members who serve the public and business community. The work-
stations and furniture on the 4th Floor are old and in need of replacement. Some of the
dividers and furniture are over twenty-five years old and not effectively repairable or
upgradable. These improvements will result in more efficient use of the available area,
and coincide with painting of the walls and new flooring to replace the worn carpet.
This purchase and installation of new modern furniture and components includes fabric-
tackable acoustical station panels, desks, credenzas, conference tables, shelves,
ergonomic chairs, and side chairs. The installation will be done in coordination with
electrical, information technology, and telecommunications work. The work will be
completed in phases to minimize disruptions to day-to-day operations.
AKIAI YSIS-
The pricing for the furniture and components through Culver -Newlin is in conjunction with a
"piggyback" clause in a signed contract agreement issued by the Hawthorne School District.
The bid was co-sponsored with Rowland Unified School District and has been widely used
by other school districts and other agencies within the State of California by virtue of the
"piggyback" clause. The Clause states that "For the term of the agreement and any mutually
agreed extensions pursuant to this request for bids, at the option of the Contractor, other
school districts and community college districts, any public corporation or agency, including
any county, city, or town or public corporation or agency within the State of California, may
purchase, lease -purchase, or rent the identical items(s) at the same price and upon the
same terms and conditions pursuant to Section §20018 (K-12) and §20652 (Community
1
Colleges) of the Public Contract Code." The agreement was renewed for the period of July
1, 2016 through June 30, 2017 by the Hawthorne School District as approved at its regular
board meeting on May 25, 2016.
Utilizing this agreement assures that the City meets competitive bid process requirements.
The pricing for this quote is approximately a 68% discount off the factory list price and is per
the Hawthorne School District contract.
FISCAL REVIEW:
Funds for the remodel of the 4t" Floor were allocated and approved in the FY 2015-16 capital
budget. In addition, a portion of the funding is allocated from the FY 2016-17 Public Services
Department general fund budget.
LEGAL REVIEW:
No legal review is required.
CONCLUSION:
Approval of the subject contract will allow for the remodel of the 4t" Floor, improving the
functionality and appearance of the staff work areas of the Public Services Department's
Engineering and Transportation Divisions. It is recommended that the City Council
authorize the City Manager to execute the purchase order for the procurement and
installation of the office workstations and furniture from Culver -Newlin.
RAJA SETHURAMAN
Interim Public Services Director
ATTACHMENT
DISTRIBUTION
1 - Purchase Order
City Manager
Assistant City Manager
City Attorney
City Clerk Division
Staff
File
MIKE KOZIEL
Management Analyst
2
ATTACHMENT 1
CITY OF COSTA MESA, CALIFORNIA
Vendor ID:
Purchase Order
Number
Purchase Requisition
Ship To/Location:
(Assigned by Purchasing)
Purchase Order ❑ Change Order o Amendment
(Leave ak Stamp) Time
Available Appropriation: ❑ Yes El No
Business Unit: City Date Requisitioned: i )�- � b--+ ) 6
0 Request is for Budgeted item(s)
Department: Public Services Division: Administration
❑ Request is for UNBUDGETED item(s)-(Memo Attached)
Ship To Address: City of Costa Mesa, 77 Fair Drive, Costa Mesa CA 92628
❑ Item(s) Pending Budget Amendment Request #
Contact Person: Mike Koziel Phone Number(714)754-5024
❑ Requesting Sole Source (Justification Form Attached)
Send Copy of P.O. to: E Contact PersonEnd or Raia Sethuraman
❑ Fixed Asset Tag Request
Item
No.
Qty Unit
Items (Give Full Description: Size, Catalog No. Etc.)
Unit Price
Estimated
Amount
1
1 A
Purchase and installation of furniture, chairs, and divider components
141,758.33
for Engine rinDivision staff, City Engineer, Construction Managers
Construction Offices, Engineering Reception area, Traffic Operations,
Conference, and File areas.
If additional lines are needed, please attach a second sheet. Sales Tax (8.00%):
11,340.67
Const./Prof. Svs. Agmt. Completion Date: Include Shipping Fee:
$153,099.00
Insurance Required: ❑ Yes (Certificate attached) ❑ No Estimated Total Cost:
Item #
Account
Fund
Dept./Org.
Program
Project
Amount
1
500000
401
19500
50910
200068
$ 136,261.00
1
530200
101
19200
30112
16,838.00
Comments:
Total $153,099.00
See attached quote.
Suggested Vendor: Culver -Newlin
Address:520 E. Rincon Street, Suite 102
City, State, Zip Code: 92879
Proper approvals are required before requisition can be processed. ,
Ordered By: --
Departent Director/Authorized Signature
Phone: (949)279-1601 Fax(949)855-9577 Approved By:
Contact Person/Email: Lee -Ann Harvey
Approved By:
Director of Finance/Purchasing Officer
Chief Executive Officer (when required)
PURCHASING DIVISION USE ONLY
Vendor ID:
Buyer:
Insurance valid thru
Ship To/Location:
Due Date:
Standard Comments: ACC - ALL - ARR - BLA - CON - DCP - DIS - FCA - FCI - FIX - INS - IS - IST - ORG -QTR - REM - SUB - T&C
FINANCE DEPARTMENT USE ONLY
Available Appropriation: ❑ Yes El No
As of:
Confirmed By:
REV.2/29/16
i'4 \11
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