Agenda Item
City Council
Item #: 3.16. 9/12/2023 File #: 23-0491
TO: Honorable Mayor and Members of the City Council
THRU: Tom Kisela, City Manager
FROM: Dan Adams, Chief of Police
1. SUBJECT
Authorize purchase of furniture, fixtures, and site furnishings from Interior Office Solutions, Inc. dba People Space.
2. SUMMARY
Purchase of furniture, fixtures, and site furnishings for the Field Services Division of the Police Department through OMNIA Partners Contract No. 2020000606, with Interior Office Solutions, Inc. dba People Space for a total of $450,000. Authorization is also requested for the City Manager to execute a purchase order relating to cable management services from Mark IV Communications Inc. in the amount of $30,000.
3. RECOMMENDED ACTION
1. Approve the purchase of furniture from Interior Office Solutions, Inc. dba People Space in the amount of $450,000.
2. Approve the purchase of cabling services from Mark IV Communications Inc. in the amount of $30,000.
3. Authorize the appropriation of $250,000 from AB3229/COPS Supplemental Law Enforcement Services (354) unreserved fund balance to expenditure account number 354.4011.55131.00000, AB3229/COPS Supplemental Law Enforcement Services - Furniture, Machinery, Equipment Additions.
4. Authorize the appropriation of $30,000 from Police Facility Fees (570) unreserved fund balance to expenditure account number 570.4011.51401, Repairs to Building and Fixed Equipment.
4. FISCAL IMPACT
The total expenditure for this purchase is $480,000 and will be funded through:
General Fund (100) $200,000
COPS Supplemental Law Enforcement Services (354) 250,000 Police Facility Fees (570) 30,000
Total: $480,000
5. STRATEGIC PLAN GOALS
Goal 1: Provide for a safe community
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Item #: 3.16. 9/12/2023 File #: 23-0491
b: Provide and maintain infrastructure necessary to ensure the safety of the public.
6. DISCUSSION AND BACKGROUND
During Fiscal Year 2021-2022 (FY22), the Police Department implemented a three-year plan to replace existing office furniture throughout the department beginning with the Investigative Services Division. The furniture project for the Investigative Services Division officially began mid-March 2023 and was completed in May 2023.
The next phase of the furniture project is comprised of the Field Services Division which includes the following:
· Traffic Bureau
· Bike Patrol, Homeless Engagement Assistance Response Team (HEART), and the Crime Reduction Unit
· Sergeant’s Office
· Report Writing Room
· Briefing Room
The Field Services Division includes 11 offices, 34 cubicles, lockers, and miscellaneous filing cabinets.
During the initial site visit, it was determined that the layout would remain the same to connect the building’s main power supply to the electrical system contained within the panels of cubicles. A cubicle configuration is ideal and cost efficient for an open office floor plan. A critical element of this project is the addition of height adjustable desks designed to shorten the amount of time spent sitting down during the workday. Other ergonomic features include accessible power access, monitor arms, and adequate storage.
The furniture project involves removal of existing furniture and cubicles, carpet replacement, lighting, paint, design, new office furniture and cubicles, delivery, and installation. Based on previous furniture projects with the City, quality of work, and consideration of the City’sannual budget, staff pursued a proposal from Interior Office Solutions, Inc. dba People Space. People Space is located in Irvine, CA and currently maintains an OMNIA Partners, Contract No. 2020000606 for furniture and furnishings through Haworth. Included in the OMNIA contract are special pricing incentives beyond the standard discount which is based on volume. Based on a preliminary quote, the most cost-effective purchase price can be obtained through OMNIA Partners Contract No. 202000606, with People Space for a total amount of $450,000. Included in this request is network cabling services from Mark IV Communications Inc. to ensure continuity of communications during and after the remodel. This component of the cost is estimated at $30,000. The Council has previously authorized Mark IV Communications Inc. as a sole source vendor, this sole source specification is a continuation of that policy.
Due to existing building conditions, extra work is needed to refresh interior paint and replace existing carpet and lighting that has far exceeded its useful life. With the assistance of Public Works Facilities, staff will outsource lighting, paint, and carpeting services. The approval for this purchase will be included in a separate staff report at a future date.
Funding in the amount of $200,000 is currently budgeted in General Fund (100) and available for the purchase of office furniture. However, funds available in General Fund (100) are insufficient and will City of Orange Printed on 9/5/2023Page 2 of 3
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Item #: 3.16. 9/12/2023 File #: 23-0491
purchase of office furniture. However, funds available in General Fund (100) are insufficient and will require an appropriation of $250,000 from the COPS Supplemental Law Enforcement Services unreserved fund balance to complete the purchase of furniture. In addition, an appropriation of $30,000 from the Police Facility Fees unreserved fund balance will ensure adequate funding for cabling services.
The Police Department recommends the purchase of furniture in the amount of $450,000 and cabling services in the amount of $30,000. The manufacturing and assembly of the furniture will take approximately 8-10 weeks to complete.
7. ATTACHMENTS
· OMNIA Partners Contract No. 2020000606
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