SR-08-28-2012-3B0_
City of
Santa Monica
City Council Report
City Council Meeting: August 28, 2012
Agenda Item:
To: Mayor and City Council
From: Edward F. King, Director of Transit Services
Subject: Big Blue Bus Operations Building Improvement: Furniture Purchase
Recommended Action
Staff recommends that City Council authorize the City Manager to negotiate and
execute a Second Modification of Contractual Services Agreement Number 9259 (CCS)
in the amount of $80,000 with Interior Office Systems (IOS), a California -based
company, to provide additional furniture, installation, modifications and payment of
furniture storage fees for the Big Blue Bus Operations Building. This will result in a new
three -year contract totaling $971,995.
Executive Summary
IOS provided modular furniture for the Big Blue Bus Operations Building located at 1660
7t" Street as part of the overall rehabilitation of the building that was undertaken in 2011.
On August 10, 2010, Council authorized $4,275,000 for tenant improvements, furniture,
design, graphic production, project management services, and temporary trailers to
house staff on -site during construction. The authorization included a purchase order
contract with IOS for the furniture for the Operations Building, for a total cost not to
exceed $891,995. The purchase of new furniture was required to replace outdated
furniture which no longer functioned efficiently and would not fit in the smaller individual
employee work- stations. IOS bought back all of the old furniture, with a resulting credit
to the City, which reduced the overall cost of the new furniture purchase. Replacement
of the existing furniture was also part of the designer's comprehensive plan to increase
natural light flow and daylight penetration into the work spaces, a component of the
Leadership in Energy and Environmental Design (LEED) Certification process. The
building is expected to obtain LEED Silver or Gold Certification.
Project construction on 1660 7t" Street was completed in December 2011. Since that
time, the department has undergone a reorganization which resulted in adjustments to
several work spaces that had to be reconfigured to accommodate role changes. The
BBB dispatch communication center work space has also been reconfigured due to new
roles /responsibilities and upgrades in BBB operating software used to manage the
system and employees. Due to facility construction delays last year, some furniture was
received before construction was complete and was stored by IOS for approximately six
months, at a total cost of $17,000. The purchase and installation of furniture, mobile
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pedestals, walls for the communication center, chairs, shelves, and cabinets will cost
approximately $60,000, leaving approximately $20,000 over the three -year period for
any additional changes that may be required.
Background
As the Big Blue Bus' fleet changed and expanded to incorporate alternatively - fueled
and articulated buses, modifications were needed to the Big Blue Bus Campus to allow
for better handling of maintenance functions, operations and administration needs, and
reorganized parking for the changing fleet. The plan was to demolish the existing
Maintenance and Operations Buildings and replace them with two new buildings.
However, construction costs rose unexpectedly due to outside factors such as an
increase in the cost of steel, and on May _9 2006, after informing Council of the cost
escalation on the proposed facility project Council directed staff to proceed with the
most urgently needed Maintenance Building and defer the proposed Operations
Building construction.
After assessing the existing Operations building's functional deficits and studying
options to improve the interior design and functioning of the building, it was determined
that an interior and limited exterior remodel to the existing building would suffice to
address the needs of the operations and administrative staff. On July 23 2008, staff
presented the cost to design the tenant improvements of the Operations Building, and
City Council approved a Professional Services Agreement with Harley Ellis Devereaux
(HED) for these design services. These design services included the selection of
furniture for the Operations Building.
To ensure the best pricing, HED conducted a survey of qualified furniture vendors who
were willing to utilize U.S. Communities and General Services Administration pricing for
the furniture. Section 2.24.080 (b) of the Municipal Code allows exceptions to
competitive bid procedures when competitive bid procedures have already been
utilized, such as in purchasing from Federal, State, County, City or special district
government agencies, or from cooperative purchasing agencies consisting of such
agencies.
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IOS, a distributor of Hayworth and Coalesse products, was recommended by Harley
Ellis Devereaux on the basis of both pricing and prior experience in providing good
service. IOS was approved by the building renovation committee comprised of staff from
the Big Blue Bus and Public Works Architectural Services and Engineering divisions.
Staff prepared a Contractual Services Agreement for IOS and on August 10, 2010,
Council authorized $891,995 to IOS for the purchase and installation of furniture, pre-
fabricated wall and flooring systems and miscellaneous furniture for the reconfigured
space.
Discussion
Design for the project originally took place in 2008 -2010, and was based on a
comprehensive survey of employee needs, operational needs, and space limitations
that was conducted by the designer, HED. Construction took place between January
and December of 2011, and staff returned to the building from temporary off -site
locations in December 2011.
Shortly thereafter, a departmental reorganization took place which resulted in numerous
staff re- assignments and moves, and the need to make additional modifications to the
building. In order to minimize costs and maximize re -use of the recently purchased
furniture, staff analyzed the options for re -use of the existing space and furniture and
recommended conversion of an existing meeting room to create a private office,
modifications to existing furniture (i.e., cutting pieces down, trading detachable
equipment, relocating furniture from one space to another, etc.), and purchase of a
limited number of additional furniture items, including pre- fabricated walls, storage
shelves and cabinets to complete the reconfiguration. While the City does not yet have
organizational furniture purchasing standards in place, the furniture selected for this
project is cost - effective, easily ordered from local suppliers, and made of recycled and
low- emission materials that are compliant with commonly accepted "cradle to cradle"
standards. Should future modifications be needed to the existing furniture, staff will
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implement all possible modifications prior to simply purchasing additional furniture. Due
to efficiencies associated with IOS having provided the existing furniture, and the
ongoing availability of U.S. Communities and GSA pricing through IOS, staff
recommends the ongoing use of IOS to provide and install new furniture as well as
make modifications to existing furniture. These changes are expected to cost
approximately $60,000, leaving $20,000 over the three -year period for any additional
changes that may be required.
Financial Impacts & Budget Actions
The contract modification to be awarded to Interior Office Systems (IOS) is $80,000 for
a new contract total of $971,995. Funds in the amount of $80,000 are available in the
FY2012 -13 budget at account number #0410826.589000. All funds used for this
contract come from funding sources specifically dedicated for transit uses.
Prepared by: Joseph Stitcher, Administrative Services Officer
Approved: Forwarded to Council:
B
Edward F. King ! Rod Gould
Director of Transit S rvices City Manager
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Reference Amended
Contract No. 9259 (CCS).