DATE: APRIL 4, 2023
DEPARTMENT: COMMUNITY DEVELOPMENT DEPARTMENT
FROM: MEGAN HUNTER, DIRECTOR
BY: MELISSA GUILFOYLE, ADMINISTRATIVE ANALYST I
TITLE: AGREEMENT WITH ONE WORKPLACE FOR PURCHASE AND INSTALLATION OF WORKSPACE IMPROVEMENTS FOR THE PERMIT SERVICES DIVISION AT 65 W. ALISAL STREET RECOMMENDED MOTION:
A motion to approve a Resolution authorizing the City Manager to execute an agreement with One Workplace in an amount not to exceed $38,935 which includes a 10% contingency for the purchase and installation of workspace improvements for the inspectors’ room located at 65 W. Alisal Street at the Permit Center.
EXECUTIVE SUMMARY:
After finally filling three vacant building inspector positions, the Community Development Department’s Permit Services Division re-evaluated the current workspace designated for the inspectors. The current workspace needs modifications and improvements to comfortably fit four full-time inspectors as well as consultants and interns that will occupy the space on a part-time basis. The upgrades will include 6 new worksurfaces, bookcases, and moveable furniture to allow the space to also serve as a small meeting room. The quote for the workspace improvement project (Project) with One Workplace is $35,396.04. However, a 10% contingency is also being included to allow for unforeseen cost escalations such as installation modifications or shipping increases.
BACKGROUND:
Over the past two years, the Permit Center has seen a significant increase in building permits, requiring additional staffing. This year the Permit Services Division finally filled all three of the full-time vacant inspector positions. This has created a need for an improved workspaces to accommodate all of the inspectors. The current workspaces in the room are very cramped due to outdated and oversized furniture. The furniture is difficult to move and not easily adjusted for ergonomic needs. It is difficult for the four full-time inspectors (and occasionally outside consultants) to share the space and work efficiently throughout the day.
DISCUSSION:
Over the last couple of years, the Community Development Department (CDD) has worked with Peninsula Business Interiors (PBI) to help design, purchase, and install workplace improvements to accommodate a growing staff and provide safer spaces for employees due to the COVID-19 pandemic. Ultimately, PBI was acquired by One Workplace, but largely retained the same staff. To ensure continuity, the City worked with One Workplace to complete improvements to the Permit Center public counter and to add workstations on the 2nd floor in 2021 and 2022. One Workplace also developed plans and specifications for the inspectors’ room that will include lightweight and moveable furniture. The plans will allow for the room to be a small meeting room and allow the Community Development Department to use the room in a variety of ways in the future.
One Workplace utilized Sorcewell to provide a quote for the modifications to the workspace. Sourcewell is a cooperative purchasing platform that offers cooperative contracts to participating public agencies. Sourcewell follows the competitive contracting law process to solicit, evaluate, and award cooperative purchasing contracts for goods and services. By using Sourcewell, the City of Salinas can procure a quote that has been pre-vetted for competitive solicitation. One Workplace uses Sourcwell for cooperative contracts with several local state agencies including the City of Salinas, the County of Monterey, and the County of Santa Cruz. By using the Sourcewell cooperative purchase the city has procured a competitive quote. This is consistent with the City’s procurement policies.
The quote for the purchase and installation of workspace improvements is $35,396.04. It is recommended that a 10% contingency is added for an amount not to exceed $38,935. This will provide some flexibility for unforeseen cost escalations so that staff does not have to return to City Council for approval for a minimal increase.
CEQA CONSIDERATION:
The City of Salinas has determined that the proposed action is not a project as defined by the California Environmental Quality Act (CEQA).
STRATEGIC PLAN INITIATIVE:
This staff report and recommendations align with the strategic plan initiative of Effective and Culturally Responsive Government. By updating the furniture and improving the workspace in the inspector’s room, employee wellness will be improved with the ergonomic desks and chairs that will be included in the upgrade.
DEPARTMENTAL COORDINATION:
Permit Services and CDD administration worked together to determine space and operational needs for the room.
FISCAL AND SUSTAINABILITY IMPACT:
The cost of the Project will be $35,396.04. However, a 10% contingency will be included resulting in a not to exceed amount of $38,935. The monies to pay for this expense will come from the Enterprise Fund. The General Fund will not be impacted. One Workplace provided the City of Salinas a quote using Sourcewell, a cooperative purchasing platform. One Workplace was the only vendor to submit a bid on Sourcewell for this project.
The monies for the Project will come from shifting unspent expenditures in the following line items in the Permit Services Division FY 22/23 Budget. No additional appropriation is required. “Capital Outlays Furniture” G/L account 6900.30.3350-66.5200 “Outside Services Other Outside Service” G/L account 6900.30.3350-63.6010 “Supplies & Materials Special Dept Supplies” G/L account 6900.30.3350-62.8000 ATTACHMENTS:
Resolution Authorizing the Execution of an Agreement with One Workplace One Workplace Quote (Q698716)
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