Special Notice / Hearing: None
Vote Required: Majority
To: Honorable Board of Supervisors
From: Claire Cunningham, Director, Human Services Agency
Subject: Second Amendment to Agreement with One Workplace for Office Furniture, Space Design and Furniture Install for the Fashion Island Remodel Project
RECOMMENDATION:
title
Adopt a resolution authorizing the Director of the Human Services Agency or designee to:
A) Prepare and execute a second amendment to the Agreement with One Workplace, to include the cost of purchase, space design, and furniture install for phase two and phase three of the Fashion Island Remodel project (FIR), increasing the funding amount by $3,048,850 for a new total obligation amount of $5,048,850; and
B) Execute all related documents with One Workplace in coordination with the County Attorney.
body
BACKGROUND:
On October 8th, 2024, this Board adopted Resolution No. 080691 to authorize the Director of Human Services Agency or designee to execute an agreement with the best value proposer to procure and install office furniture and provide space design for the FIR in an amount not to exceed $2,000,000 and execute contract amendments which modify the term or services within the current or revised fiscal provisions.
On October 25, 2024, the Human Services Agency (HSA) evaluation committee, evaluated the top proposers selected through a short list provided by the General Service Administration (GSA), the acquisition and procurement arm of the federal government, in a best and final offer exercise and selected One Workplace as the Best Value Proposal to extend goods and services to HSA under the terms of the following Multiple-Award Schedule contracts Steelcase Sourcewell #091423-STI and Workrite CMAS #4-17-71-0129B in accordance with GSA contract No. GS-27F-020CA.
On December 17, 2024, HSA entered an Agreement with One Workplace for the purpose of providing furniture, labor services, project management, and design services for the FIR phase one - third floor in an amount not to exceed $1,135,000 for the term of January 1, 2025 through October 31, 2027.
On Mach 21st 2025, HSA amended the Agreement to increase funding by $155,941 for a new total obligation amount of $1,290,941 and replaced Exhibit A and B with Exhibit A1 and B1 respectively and added Appendix 1: Quotation No. 745872.
DISCUSSION:
HSA requests the Board adopt a resolution to increase funding by $3,048,850, for a new total obligation of $5,048,850, to cover the purchase, space design, and furniture installation for phases two and three of the FIR. The resolution would also authorize the HSA Director, or designee, to execute all related documents with One Workplace-allowing for timely furniture orders once quotes are finalized and the contract is drafted in coordination with the County Counsel-and to execute amendments related to term, services, or fiscal provisions.
The FIR was initially projected to complete all three phases within calendar year 2025; however, due to minor delays related to demolition, permitting, construction, and installation-largely driven by necessary floor plan redesigns aimed at optimizing space-projected completion has been revised to the first quarter of 2026.
With phase one of the FIR project nearing completion, the HSA-Facilities team has engaged One Workplace to lead the space planning and design efforts for phases two and three, with a continued focus on maintaining a cohesive building aesthetic, maximizing efficient use of floor space, and controlling overall project costs.
During phase one, it became clear that phases two and three require revised cost projections due to anticipated political and economic factors (e.g., tariff increases), expiring leases in 2026, interim furniture storage costs, higher design and construction expenses for public-facing spaces, and the need for a 20% contingency for potential overruns and unforeseen costs.
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 the County Attorney as to form.
HSA-Facilities anticipates one hundred percent of assigned staff will have moved to Fashion Island by the end of FY 2025-26.
PERFORMANCE MEASURE:
|
Measure |
FY 2024-25 Actual |
FY 2025-26 Actual |
|
Percentage of staff moved to Fashion Island Location |
30% |
100% |
COMMUNITY IMPACT:
The cost-effective procurement of furniture, fixtures and equipment through the General Services Agency Cooperative Agreement program supports the County of San Mateo's commitment to advancing equitable procurement practices.
FISCAL IMPACT:
Funding will be included in the Human Services Agency’s FY 2025-26 Adopted Budget. There is no Net County Cost associated with this item.