TITLE
Adopt resolution authorizing City Manager, or designee, to execute a contract and any necessary documents including any necessary amendments, with PeopleSpace (formerly Interior Office Solutions, Inc.), of Irvine, CA, for office furniture and equipment layout, design, assembly, and installation, in a total contract amount not to exceed $300,000, for a period of two-years, with the option to renew for three additional one-year periods, at the discretion of the City Manager. (District 1)
DISCUSSION
City Council approval is requested to execute new contracts with Haworth, Inc., of Los Angeles, CA (Haworth) and PeopleSpace, of Irvine, CA (PeopleSpace), to continue providing the design and installation of the office furniture for the Civic Center as part of the Plenary team. These contracts are for furniture enhancements as requested by City of Long Beach (City) departments in the future, to ensure a consistent look, feel, and match.
Haworth and PeopleSpace were awarded contracts in a competitively bid process by Plenary, as part of the Civic Center Project where they furnished the Civic Center under said contract. This contract was terminated upon completion of move in. On June 18, 2019, the City Council awarded new contracts to Haworth and PeopleSpace to continue providing furniture based on as-needed requests on a sole-source basis pursuant to City Charter Section 1801. This contract was extended for two, one-year agreements through June 2022 and recently expired.
Haworth is the only supplier in the United States carrying the furniture selected for the Civic Center, and the PeopleSpace is the recommended authorized Haworth dealer in Southern California. As the manufacturers and installers of the furniture for the Civic Center campus, these companies are uniquely positioned to continue supporting the City’s needs. PeopleSpace will provide City departments with the capability to quickly and efficiently address any furniture modifications requested by departments.
City Charter Section 1801 requires that contracts for City purchases be awarded to the lowest responsible bidder after a competitive bid process but allows for awards without competitive bid process if accompanied by a Resolution adopted by the City Council.
This matter was reviewed by Deputy City Attorney Erin Weesner-McKinley on June 15, 2022, Purchasing Agent Michelle Wilson on June 14, 2022, and by Budget Management Officer Nader Kaamoush on June 22, 2022.
TIMING CONSIDERATIONS
City Council action is requested on July 12, 2022, to adopt a Resolution and award contracts concurrently to have new contracts to continue providing the Civic Center buildings with furniture as needed.
FISCAL IMPACT
The total contract amount for the purchase of office furniture will not exceed $450,000 with Haworth and $300,000 with PeopleSpace for the layout, design, assembly, and installation, for a period of two-years, with option to renew for three additional one-year periods. There is no appropriation increase requested at this time. Furniture modification orders will be funded by the requesting department and charged to various funds. Any work not currently budgeted will only proceed at such time that appropriations have been approved by the City Council. This recommendation has no staffing impact beyond the normal budgeted scope of duties and is consistent with existing City Council priorities. There is no local job impact with this recommendation.
SUGGESTED ACTION
Approve recommendation.
BODY
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Respectfully Submitted,
ERIC LOPEZ
DIRECTOR OF PUBLIC WORKS
APPROVED:
THOMAS B. MODICA
CITY MANAGER