Special Notice / Hearing: None
Vote Required: Majority
To: Honorable Board of Supervisors
From: Claire Cunningham, Director, Human Services Agency
Subject: Amendment with Commercial Installations Company, Inc. for Surplus Pleion Products Storage and Office Furniture Installation
RECOMMENDATION:
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Adopt a resolution:
A) Authorizing an amendment to the agreement with Commercial Installations Company, Inc. (CIC), to provide storage for surplus Pleion products and office furniture installation, reducing the term by 11 months and 10 days for a revised term of January 11, 2024 through January 31, 2026, increasing the amount by $150,000 for a new total obligation amount of $350,000; and
B) Granting a waiver of the formal competitive procurement process.
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BACKGROUND:
The Human Services Agency (HSA) has project specific needs to alter or re-utilize furniture throughout its facilities. These project-specific needs are driven by several factors, including the need to make ergonomic or Americans with Disabilities Act (ADA) adjustments for HSA staff, improving safety in staff or client areas, creating new work areas or modifying existing work areas. Facility remodels are based on HSA's project-specific needs.
On January 2nd, 2024, the Human Services Agency (HSA) entered an Agreement with CIC for the purpose of providing storage and indexing for surplus Pleion products and office furniture installation for the term of January 11, 2024, through January 10, 2027 in an amount not to exceed $200,000.
On May 19, 2025, the Sustainability Department released Request for Proposals titled “Surplus Modular Furniture Storage and Installation Services” and is currently pending evaluation and award.
HSA's current projects require teardown of furniture from the Agency’s 1 Davis Drive, Belmont location to meet the deadline in vacating the building prior to its lease end date. Installation and modification will be needed for the 550 Quarry Road, San Carlos location to meet upcoming program changes. CIC currently tracks San Mateo County's Pleion inventory and is able to pull modular items from existing stock, thus reducing overall cost and re-purposing existing County assets in an environmentally beneficial way.
DISCUSSION:
HSA requests the Board adopt a resolution to increase funding by $150,000, for a new total obligation of $350,000, and reduce the term by 11 months and 10 days for a revised term of January 11, 2024 through January 31, 2026, and waive the formal competitive procurement process. The additional funding will be used to complete the following projects that are planned to start this fiscal year in September and consist of the following: 1) Teardown of all furniture at the 1 Davis Drive Belmont location; and 2) Reconfigure furniture at 550 Quarry Road, San Carlos; and 3) Smaller various projects as needed. All of which will improve HSA’s ability to provide high quality interactions with clients as well as alter existing spaces to meet new program requirements. Fifty-three percent of this amended amount is budgeted for the Belmont teardown. The remaining forty-seven percent is budgeted for the San Carlos reconfiguration and smaller various projects consisting of ongoing repairs and alterations.
The 1 Davis Drive Belmont teardown involves CIC removing all existing Pleion from the building and restocking to the County and the Agency’s inventory. Most reconfigurations, including 550 Quarry Rd San Carlos, will re-use existing Pleion inventory for temporary and long-term use.
CIC has managed the County’s Pleion inventory for over 25 years and has maintained a longstanding relationship, enabling efficient repurposing of County-owned materials. HSA recommends continued collaboration with CIC for current projects until a new partner is identified. Few providers in the Bay Area are willing to reconfigure using existing materials without requiring new purchases, resulting in significant cost savings for the County.
HSA recommends that the Board waive the formal competitive procurement process for this agreement pursuant to Section IV(A)(1) of County Administrative Memorandum B-1, which states that the competitive solicitation requirement may be waived in specific circumstances.
The resolution contains the County’s standard provisions allowing an amendment of the County’s fiscal obligations by a maximum of $25,000 (in the aggregate).
The amendment and resolution have been reviewed and approved by County Attorney as to form.
It is expected that 100% of active projects will be completed and operational within the term of this amended agreement. Additionally, 3 out of 3 projects will utilize County owned surplus within the term of this amended agreement.
PERFORMANCE MEASURE:
|
Measure |
FY 2024-25 Actual |
FY 2025-26 Projected |
|
It is anticipated that all projects will be completed and operational within the term of this Agreement. |
7 |
2 |
|
Percentage of completed projects that utilized County owned surplus |
60% |
50% |
COMMUNITY IMPACT:
HSA is committed to fostering an inclusive and equitable environment for all individuals by providing flexible, functional, and welcoming environments allowing staff to better serve clients - especially those from historically marginalized and underserved communities. These facility improvements help ensure that all residents, regardless of background or circumstance, can access services in spaces that are safe, respectful, and responsive to their needs.
FISCAL IMPACT:
Funding is included in the Human Services Agency’s FY2025-26 Adopted Budget. There is no Net County Cost associated with this item.