Agenda #: 5.4
Meeting Date: October 1, 2024
TO: Honorable Mayor and Members of the City Council
FROM: Daniel Fox, City Manager
TITLE: MAINTENANCE SERVICES AGREEMENT WITH PEOPLESPACE FOR
OFFICE FURNITURE AND INSTALLATION AT THE DIAMOND BAR
CENTER.
STRATEGIC
GOAL: Responsible Stewardship of Public Resources
RECOMMENDATION:
A. Appropriate $46,048 from the Building, Facility, and Maintenance Fund (Fund 504) to fully fund the project; and
B. Approve and authorize the City Manager to sign the Maintenance Services Agreement with Peoplespace in the not-to-exceed amount of $66,802.58.
FINANCIAL IMPACT:
The FY 2024-25 adopted budget includes $60,000 for office renovations at the Diamond Bar Center. Previously contracted office reconfiguration construction work in the amount of $39,244.89 has been approved under the authority of the Public Works Director per the City Purchasing Ordinance, leaving an available project balance of $20,755.11. Proposed modular office furniture and installation costs (including a 15% contingency) amounts to $66,802.58, leaving an unfunded amount of $46,047.47.
Therefore, an additional appropriation of $46,048 is required from the Building, Facility, and Maintenance Fund (Fund 504) to fully fund this project.
BACKGROUND:
The Diamond Bar Center has been in operation for more than 20 years, and throughout this time has faced challenges due to limited staff office and work space. On a daily basis, seven full-time and several part-time staff share a small workspace of under 1,000 square feet. The current modular office furniture and amenities are over ten years old and replacement parts are no longer manufactured or available for the current system. Adding to current operational challenges, the full-time supervisor does not
have an enclosed office for confidential discussions required of a facility with dozens of employees.
To improve the workspace and furniture/fixtures with viable solutions, City staff received a quote from Peoplespace. Peoplespace has provided an improved layout and furniture options to better maximize available office, work, and storage space essential to the facility’s seven-days-per-week operation.
ANALYSIS:
Section 3.24.090(c) of the Diamond Bar City Code provides that the bidding requirements can be waived when the commodity or service can be obtained from only one vendor. The project will consist of removing and disposing existing office furniture, as well as the installation of modular amenities such as:
• Overhead storage cabinets
• Lower storage cabinets
• Adjustable desks
• Power modules
• Computer holders
• Computer monitor arms
• Workstation dividers.
The current products installed and supplied by Peoplespace have proven to be durable and meet the needs and expectations of the City at both City Hall and the Diamond Bar Center.
LEGAL REVIEW:
The City Attorney has reviewed and approved the Agreement as to form.
PREPARED BY:
REVIEWED BY:
Attachments:
1. 5.4.a Peoplespace Agreement
2. 5.4.b DBC Office Design