TO:Andrew P. Powers, City Manager
FROM:Jaime Boscarino, Finance Director
DATE:December 2, 2025
SUBJECT: Office Renovation – Information Technology Department Expansion
RECOMMENDATION:
1. Approve a “piggyback” agreement with BKM Office Environments (Camarillo, CA), using Steelcase Sourcewell (NJPA) cooperative purchasing agreement in an amount not to exceed $600,000 for an Office Renovation and Information Technology Department expansion project.
2. Authorize budget appropriation in the amount of $340,000 in FY 2025-26 from A/C #001-0000-311-1000 (General Fund - Fund Balance) to A/C #001-3570-612- 5510 (General Fund - Construction/Office Reconfiguration).
3. Authorize expenditure/expense in the amount of $600,000 as follows: $584,000 from A/C #001-3570-612-5510 (General Fund - Construction/Office Reconfiguration); $8,000 from A/C #611-5010-682-5510 (Water Fund - Construction/Office Reconfiguration); and $8,000 from A/C #621-5010-682-5510 (Wastewater Fund - Construction/Office Reconfiguration).
5. Find that this action is not a project as defined under the California Environmental Quality Act.
LEVINE ACT ITEM: Yes
FINANCIAL IMPACT:
$340,000 Increase to Adopted FY 2025-26 General Fund Budget. $340,000 increase to Adopted FY 2025-26 General Fund Budget is requested for the office reconfigurations. $245,000 is available in the Adopted FY 2025-26 General Fund Budget, $8,000 is available in the Adopted FY 2025-26 Water Fund Budget, and $8,000 is available in the Adopted Budget FY 2025-26 Wastewater Fund Budget.
BACKGROUND:
The Facilities Division is responsible for the procurement, installation, maintenance, and modifications to workspaces throughout City Hall and City
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facilities. In 2024, City Council approved a pilot project to develop and implement City furniture design layouts that would promote functionality, versatility, and reflect a more modern office environment. These new furniture designs are tailored to the various needs of the work groups while also maintaining a core design and theme.
Observations and feedback from this pilot project have been positive, leading to a desire to continue the use of these options as City departments add additional staff and as furniture and workstations reach the end of their useable life.
Standardization of workstations and core furniture components meets an operational goal for long term use and flexibility of space. Keeping essential core elements allows the Facilities Division to meet the changing needs of City Departments while addressing features that are unique to specific work groups. By maintaining core elements of the furniture design, reconfigurations and future renovations can be accomplished in a cost-effective manner as these key components are interchangeable. The modern workspaces encourage hybrid meetings and collaboration between customers, consultants, and staff. The furniture components selected are diverse enough to meet a wide variety of Department work goals while addressing functionality.
It is recognized that the City Hall building will experience architectural modifications and floor plan reconfigurations as a result of the future Downtown Modernization project. As preparation to better accommodate future changes of office arrangements and seating plans, the furniture being acquired at this time will be repurposed in the new architectural design. Additionally, early acquisition of this needed furniture will reduce the future financial obligations associated with interior design as cost of goods and services escalate over the next several years.
DISCUSSION/ANALYSIS:
City Council has approved an Information Technology Strategic Plan (ITSP) that will make Information Technology (IT) its own department and expand the existing number of IT employees with nine additional team members, including a Chief Technology Officer. With this expansion comes the need for a larger and more collaborative space, in addition to private offices for management level positions and cubicles for the added staff. As part of this expansion, it is anticipated that current workstation areas being utilized by the IT Department will be insufficient and that additional floor space will be needed. To keep a majority of the department contiguous, the current areas utilized by City Clerk Department and Accounting Division of the Finance Department will become the centralized core of the IT Department work group and be developed as the main customer service/help desk area. Workstations in the new design will also be acquired for the City Clerk staff for their newly established work area. Accounting Division staff will occupy existing IT staff space.
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Additionally, as part of the FY 2025-26 Adopted Operating Budget, the Public Works (PW) Department is adding a CIP Utilities Division Manager position to its team. An existing conference space will be renovated to accommodate this new employee with the acquisition of furniture that follows the new designs.
Pursuant to Thousand Oaks Municipal Code (TOMC) Section 3-10.203(b), the City may “piggyback” onto, or join, an existing written purchase contract obtained through a competitive bidding process prepared and awarded by another local, state, or federal government agency. On July 27, 2023, Sourcewell, a local government unit and service cooperative in the state of Minnesota, issued public solicitation #091423 for Furniture Solutions with Related Accessories and Services. On December 1, 2023, Sourcewell awarded Steelcase a contract with a four-year term to provide equipment, products, or services to Sourcewell and the entities that access Sourcewell’s cooperative purchasing contracts, of which the City is a Participating Entity. BKM Office Environments (BKM) is the local authorized dealer of Steelcase products under the cooperative agreement.
Through the cooperative purchasing contract, the City can execute an agreement with BKM for the purchase and installation of office equipment and furniture through December 4, 2027. To formalize the City’s access to the contract, a Participation Addendum has been prepared (Attachment #1). The cooperative agreement will meet the City’s needs for an office furniture distributor at a competitive market value. A breakdown of proposed furnishings and labor is included in the sales quotes provided by BKM (Attachment #2).
BKM’s design and execution of the Community Development Department remodel was very successful. Additionally, BKM has a history of effective space planning and furnishing projects using Steelcase products throughout the county with other public agencies including municipalities, school sites, and hospitals. Steelcase products are technology-forward furnishings, with modularity and flexibility at the core of their design. BKM offers services that include design consultation, project management, and workspace installation.
The recommended piggyback agreement authorizes staff to procure the workstation furniture and technology needed to implement the expansion project installations from BKM.
Cost breakdowns below show not-to-exceed amounts for the various project components:
IT Expansion (Former City Clerk Work Area) Quote 50324
Category Price
Furniture / Equipment $305,329.99
Sales Tax $ 23,943.49
Labor $ 24,925.00
Tariff $ 10,075.99
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Total $364,274.47
IT Expansion (Former Finance Work Area) Quote 50325
Category Price
Furniture / Equipment $114,577.86
Sales Tax $ 9,217.68
Labor $ 12,562.50
Tariff $ 3,968.08
Total $140,326.12
City Clerk (Former Suite D) Quote 50366
Category Price
Furniture / Equipment $18,414.21
Sales Tax $ 1,560.51
Labor $ 3,110.00
Tariff $ 554.42
Total $23,639.14
CIP Utilities Division Manager (Former PW Conference Rm.) Quote 50262 Category Price
Furniture / Equipment $ 9,207.11
Sales Tax $ 784.37
Labor $ 1,611.81
Tariff $ 277.21
Total $11,880.50
Cost Breakdown Summary
Description Price
Former City Clerk Work Area-Quote 50324 $ 364,274.47 Former Finance Work Area-Quote 50325 $ 140,326.12 Former Suite D-Quote 50366 $ 23,639.14
Former PW Conference Rm.-Quote 50262 $ 11,880.50 Contingency $ 59,879.77
Grand Total $ 600,000.00
Approval of this recommendation will ensure that workspace furniture supports the efficiency of daily operations and that staff are properly equipped with a modernized and functional work environment.
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LEVINE ACT (California Government Code § 84308):
This item is subject to the Levine Act. City Councilmembers who have received a campaign contribution of more than $500 (aggregated) within the preceding 12 months from a party or their agent/representative, or a financially-interested participant involved in this proceeding may do either of the following: (1) disclose the contribution on the record and recuse themselves from this proceeding; or if applicable (2) return the portion of the contribution that exceeds $500 within 30 days from the time the official knew or should have known about the contribution, and participate in the proceeding.
All parties and their agents/representatives must disclose on the record of this proceeding any aggregated contribution of more than $500 made to any Councilmember within the preceding 12 months. Councilmembers are prohibited from accepting, soliciting, or directing a campaign contribution of more than $500 (aggregated) from a party, their agent/representative, or a financially-interested participant during a proceeding and for 12 months following the date a final decision is made. In addition, a party, their agent/representative, or a financially- interested participant is prohibited from contributing more than $500 (aggregated) to a Councilmember during a proceeding and for 12 months following the date a final decision is made. The signed Levine Act form is included along with the Participation Addendum in Attachment #1.
COUNCIL GOAL COMPLIANCE:
Meets the following City Council goal:
C. Operate City government in a fiscally and managerially responsible and prudent manner to ensure that the City of Thousand Oaks remains one of California's most desirable places to live, work, visit, recreate, and raise a family.
PREPARED BY: Josh Koenig-Brown, Facilities Manager
Attachments:
Attachment #1 – Sourcewell Participation Addendum
Attachment #2 – BKM Quotes
FIN: 201-40\jkb\H:\COMMON\Council\2025\Facilities\12022025 Office Renovation IT Expansion Staff Rpt.docx