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  Agenda Item   29.    
City Council Meeting
Meeting Date: 09/20/2022  
FROM: Bill Gallardo

Amendment No. 2 with PeopleSpace for Civic & Cultural Center 3rd Floor Redesign and Furniture Purchase
  1. Approve Amendment No. 2 with PeopleSpace in an amount not-to-exceed $259,110 resulting in a total contract not-to-exceed $764,733; and
  2. Authorize Public Works Director to approve change orders up to 5% of the not-to-exceed amount; and
  3. Appropriate up to $15,000 from the Fixed Asset Replacement Fund (182) to the Capital Improvement Program (CIP) Budget to complete the project.
The Civic & Cultural Center 3rd Floor Redesign Project has been an operational goal for over ten years and began to be implemented in 2018. At that time, a cross-departmental working group was formed to determine the needs of the organization, and how those needs relate to offering premier customer service to the Brea community.

On July 16, 2019, the City Council authorized a contract in the amount of $347,606, plus a 10% contingency, with PeopleSpace to implement Phase 1 of the Civic & Cultural Center 3rd Floor Redesign Project. This phase included the purchase and installation of approximately 90 workstations for staff working on the 3rd floor. Since the existing cubicle furniture on the 3rd floor was original to the building, the main goal of this phase was to bring the current office furniture up to date to improve safety and reduce potential hazards of old infrastructure. An additional goal was to bring individuals from the same teams closer together, as many were separated, to increase efficiency, collaboration and innovation.

On August 18, 2020, the City Council authorized Amendment No. 1 to implement Phase 2, bringing the aggregate not-to-exceed amount to $503,468, plus a 5% contingency. This phase included the purchase and installation of office furniture for mid-level managers, as well as additional furniture for collaborative spaces and meeting rooms across the 3rd floor.

City Council authorized funding for Phase 3, the final phase, as part of the Capital Improvement Program for Fiscal Year 2021-22. Staff is now seeking City Council approval to amend the original contract to implement Phase 3. This final phase would include purchasing furniture from the remaining existing offices on the 3rd floor to achieve consistency with the recent improvements and a professional, yet affordable, aesthetic across City offices. This would complete the project and provide office furniture needs for the next decade or more. 

When this project was first implemented, PeopleSpace was selected as the preferred vendor due to their participation in the County of Orange's competitive bid process. For this reason other local agencies have also recently utilized PeopleSpace to refurnish their office spaces, including the cities of La Habra, Laguna Niguel, Westminster, and Buena Park.
Shortly before the Finance Committee meeting on September 13, 2022, PeopleSpace made staff aware of an upcoming product price increase of 15% that would go into effect beginning October 1, 2022. In an effort to expedite the ordering process in advance of this price increase, staff did not have a final order amount available to present to the Finance Committee, and instead presented an anticipated range of $250,000 - $265,000. Staff is pleased the final order amount of $259,110 fell within this range supported by the Finance Committee at their September 13, 2022, meeting.
City Council has already authorized $250,000 for Phase 3 of this project to be included in the Capital Improvement Program. Given the final order is over the budgeted amount, staff is requesting City Council appropriate up to $15,000 from the Fixed Asset Replacement Fund (182) to cover this, plus some contingency, in order to complete this project.
William Gallardo, City Manager
Prepared by: Jenn Colacion, Management Analyst and Melissa Davis, Management Analyst
Amendment No. 2
Furniture Order Breakdown
Amendment No. 1
Original Professional Services Agreement

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