sr-042611-3eCity Council Meeting: April 26, 2011
Agenda Item: 3~ ~
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Purchase of Office Furniture for City Hall Tenant Improvements Project
Recommended Action
Staff recommends that the City Council:
1: Authorize a purchase order to Systems Source, Inc., a California-based
company, for the procurement and installation of office furniture for the City Hall
Tenant Improvements Project in an amount not to exceed $204,748 (includes a
5% contingency).
2. Authorize the Director of Public Works to issue any necessary change orders to
complete additional work within budget authority.
Executive Summary
This purchase order will provide office furniture for the City Hall Tenant Improvements
Project, which includes the expanded Human Resources and City Clerk's offices, as
well as the temporary offices (swing space) for staff while City Hall is being seismically
upgraded. Staff recommends award of the purchase order to Systems Source, Inc.,
(Systems Source) in an amount not to exceed $204,748.
Discussion
On April 12,2011, Council awarded a construction contract for tenant improvements of
the Human Resources, City Clerk, and swing space offices. The Human Resources
and City Clerk offices are expanding into the area previously occupied by the Revenue
offices. These tenant improvements will be coordinated with the seismic retrofit work in
progress at City Hall to achieve construction efficiencies, including the procurement and
installation of office furniture for the improved spaces. The office furniture would be
consistent with City-standards, which adheres to the City's sustainability initiative to
1
procure office furniture that can be reused and reconfigured in the future, resulting in
long-term cost savings.
Areas being improved include workspaces, private offices, conference rooms, and file
systems for the expanded Human Resources and City Clerk's offices, as well as a
minimal amount of workspace furniture .for the swing space. The swing space is
temporary office space for staff that is displaced due to seismic retrofit work and the
swing space will be located in the area vacated by Information Systems Department
after they move to their new offices in the renovated jail area. The swing space will
contain predominately existing furniture that will be reused and reconfigured for staff,
thus reducing the need to invest in a large amount of new furniture for that space.
Vendor Selection
A Notice Inviting Bids for the purchase and installation of systems furniture was issued
on February 14, 2011, published in the Santa Monica Daily Press, and posted on the
City's website. One bid was received on March 2, 2011. Two other vendors submitted
letters stating that they will not bid on this project due to workload.
The bid received from Systems Source was evaluated based oh past performance and
pricing. The bid included U.S. Communities pricing, apre-determined discounted
government pricing structure supported by the national government purchasing
cooperative, including Santa Monica.
Systems Source's past experience included the procurement and installation of office
furniture for the City of Santa Monica's Revenue and Business Operations offices,
eHarmony offices in Santa Monica, and Technicolor offices in Hollywood. Systems
Source was selected as the furniture provider for the current City Hall Jail Tenant
Improvement Project (Information Systems Department's new office space). Based on
the above, Systems Source is recommended as the best bidder.
2
Financial Impacts & Budget Actions
The purchase order amount to be awarded to Systems Source, Inc., is $204,748.
Funds are available in the FY2010-11 budget in account 0010162.589005, City- Hall
Expansion.
Prepared by: Sam Aslanian, Architectural Associate
Approved:
Forwarded to Council:
Martin Pastucha
Director of Public Works
~~ P~>'~
Rod Gould
City Manager
3