Agenda Item
DATE: 8/12/2025
TO: HONORABLE MAYOR AND CITYCOUNCIL
FROM: JOAN MALLOY, CITYMANAGER
SUBJECT: ADOPT A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A CONSULTING SERVICES AGREEMENT WITH THE KPA GROUP, IN THE AMOUNT OF $114,500, FOR THE CITY HALL WORKSTATION MODERNIZATION, PHASE II, PROJECT, CITYPROJECT NO. 23-40
EXECUTIVE SUMMARY
Staff recommends that the City Council adopt a resolution authorizing the City Manager to execute a Consulting Services Agreement with The KPA Group, in the amount of $114,500, for the City Hall Workstation Modernization, Phase II, Project, City Project No. 23-40.
STRATEGIC PLAN ALIGNMENT
This agenda item is aligned with the following:
Goal D, Strategy 10: Create and Implement a plan to maintain and upgrade the City’s buildings.
BACKGROUND
Almost all second-floor City Hall workstations are worn and are in various states of disrepair simply due to their age and they are now beyond their useful life with the only exception being the nine refurbished workstations near the City Manager’s Office that were updated during Phase I of the City Hall Workstation Modernization Project, City Project No. 22-31. In addition, the nature of office work has changed since the 1970s when City Hall was constructed. Technology has revamped how employees work, which has also changed the workspace needs.
In addition, as City's population has grown, so has the requirement for additional staff to address the needs of the community. Providing adequate workspace for both new employees and contract workers is proving difficult. Public Works is now striving to resolve the workspace needs with a new space plan that addresses technology, flow, egress, natural lighting, noise, and seat counts. A new space plan is the first step to creating a healthier, better working environment.
DISCUSSION
The City completed Phase I of the City Hall Workstation Modernization Project, City Project No. 22-31, in 2023. This included the installation of nine (9) office workstations for the City Manager’s Office area. The continuation of the City Hall Workstation Modernization Project throughout Phase II and, eventually, Phase III, intends to continue with the same look and feel debuted in the City Manager’s Office throughout the rest of the second floor of City Hall.
Public Works is now seeking to engage a professional designer/space planner to design the layout of the entire second floor of City Hall, including the City Hall office spaces and City Council Chambers. Staff has completed preliminary layouts and seeks input from design professionals to advise on all aspects of workplace design, including, but not limited to, the following: 1) best use of space; 2) height of cubicle panels; 3) acoustical concerns related to the Phase II flow from the atrium garden area to different work areas; 4) the arrangement of existing file cabinets; and, 5) the best locations of printers, plan tables, new conference rooms, and the integration of technology. The goal is to have one designer/space planner create a consistent layout for the entire second floor.
On October 17, 2024, staff released an informal Request for Proposals for the City Hall Workstation Modernization, Phase II, Project. On December 11, 2024, the City received a proposal from The KPA Group that was determined to be both responsive and responsible.
Reference checks revealed The KPA Group to be a well-regarded design firm with a number of successful large projects in the local area.
The Consulting Agreement with The KPA Group, in the amount of $114,550, if approved, will provide the draft design, final design, and construction administration for the City Hall Workstation Modernization Project, Phase II, City Project No. 23-40.
FISCAL IMPACT
The Consulting Services Agreement with The KPA Group, for the City Hall Workstation Modernization, Phase II, Project, City Project No. 23-40, in the amount of $114,550, will be funded in the General Fund (Account Number 11092340-57115), as designated in the approved Five-Year Capital Improvement Plan for FY2025-2026 to FY2029-2030.
RECOMMENDATION
Staff recommends that the City Council adopt a resolution authorizing the City Manager to execute a Consulting Services Agreement with The KPA Group, in the amount of $114,500, for the City Hall Workstation Modernization, Phase II, Project, City Project No. 23-40.
Prepared by:
Jose Gutierrez, Supervising Construction Inspector
Submitted by:
MarilouAyupan, Public Works Director
ATTACHMENTS:
Description Type
Attachment 1 - CSA Attachment
Draft Resolution Resolution
REVIEWERS:
Department Reviewer Action Date
Public Works Ayupan, Marilou Approved 8/8/2025 - 12:33AM City Manager’s Department Malloy , Joan Approved 8/8/2025 - 4:29AM