04-06-12 BPU RPT 14 - Laserfiche WebLink

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W A T E R E N E R G Y RIVERSIDE PUBLIC UTILITIES Board Memorandum PUBLIC UTILITIES BOARD OF PUBLIC UTILITIES DATE: April 5, 2012 ITEM NO: 14 SUBJECT: PURCHASE AND INSTALLATION OF FURNITURE AT 3754 UNIVERSITY AVENUE ISSUE: That the Board of Public Utilities consider approval of the purchase and installation of furniture for Riverside Public Utilities {RPU} offices at 3750 University Avenue in accordance with Purchasing Resolution 21182, Section 201 (G). RECOMMENDATIONS: That the Board of Public Utilities: 1. Approve the issuance of a Purchase Order for the purchase and installation of office furniture in the amount of $280,591.84 to GIM Business Interiors of Riverside, California, in accordance with Purchasing Resolution 21182, Section 201 (G); and 2. Approve $200,000 in change order authority for possible additional furniture and storage requirements. BACKGROUND: The Riverside Renaissance has had very positive impacts on the business climate and activity in the downtown area. One of the noticeable outcomes has been refurbishment or new construction of numerous office facilities and locations. Asa result, RPU was presented an opportunity to consolidate staff scattered in numerous smaller offices around the City into one location at 3750 University Avenue. RPU will occupy office space on the third, fourth and half of the fifth floor of this facility,totaling approximately 50,000 square feet. At this time, various staff from our main Orange Street offices, as well as Market Street, the Poe Building, Gateway,Casa Blanca and Utilities Plaza totaling approximately 200 individuals will be relocated to the new facility consolidating numerous Utility business functions and improving service delivery to our customers. After this relocation, there will still be a need to identify an additional 15,000 to 20,000 square feet of office space for the remaining staff at Utilities Plaza. A significant portion of the office space at 3750 University is turn-key ready for occupancy by RPU. However, a portion of the fifth floor, previously sub-leased,is vacant and requires complete renovation including tenant improvements and office furniture. Additional file storage and document layout space will be required for numerous offices as well as for some common areas on all three floors. In an effort to reduce costs, some existing furniture at the Orange Street and Market Street office locations will be utilized at the new facility. However, past relocations suggest rather than anticipating some of the functional furniture and storage needs, staff recommends moving into the facility and then determining the additional furniture required to complete work group locations,necessary fumiturefor public counters and the Board Room to ensure maximum utilization of furniture already owned by RPU.