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ITEM 9

City Council Memorandum Facilities and Fleet Memo No. N/A

Date:

April 18, 2024

To:

Mayor and Council

Thru:

Joshua H. Wright, City Manager
Dawn Lang, Deputy City Manager - CFO
Michael Hollingsworth, Facility and Fleet Manager

From:

Patricia Matus, Management Assistant

Subject:

Space Utilization Improvements

Proposed Motion:

Move City Council approve the purchase of furniture and related services, utilizing the State of Arizona Contract No. CTR067396, with Corporate Interior Systems, Inc., and the State of Arizona Contract No. CTR067402, with Goodmans, Inc., in an amount not to exceed $637,328.

Background/Discussion:

This request is for the authorization to purchase office furniture and install or add modular walls, aimed at enhancing space utilization, creating functional workgroups and improving the working environment across multiple departments within the city. The current workspace layout and furniture setup within departments, including Information Technology, Management Services, Community Services, Cultural Development, and Neighborhood Resources, present significant challenges in terms of space utilization and functionality. These challenges have been identified through the Space Utilization Study and further collaboration with department stakeholders.

The following objectives will be achieved through this project:

Enhancing Space Utilization: The current furniture setup does not maximize the available space efficiently, leading to clutter and inefficiencies.
Creating Functional Workgroups: Functional workgroups are essential for fostering collaboration and teamwork, which are crucial for the success of departments.
Improving the Working Environment: A comfortable and conducive working environment is vital for employee satisfaction and productivity, particularly in the Information Technology Department, which is outdated and in need of reconfiguration as the city has evolved.
Resolving Space Deficiencies: Certain departments, such as Cultural Development, Community Services, and Neighborhood Resources, face space constraints due to department growth and outdated furniture arrangements, hindering workflow and service delivery.

Existing cubicles and office furniture in good working condition will be reutilized and investments in new cubicles and office furniture tailored to the specific needs of each department will address the identified challenges and significantly improve efficiency, employee satisfaction, and overall productivity. The proposed furniture solutions include modular and ergonomic designs that optimize space utilization, facilitate collaboration, and enhance employee well-being.

This project is expected to be completed by August 2024.

Evaluation:

The State of Arizona competitively solicited and awarded contracts for statewide furniture products and related services to Corporate Interior Systems, Inc., and Goodmans, Inc. The City has current agreements with the State of Arizona allowing for the cooperative usage of the State's contracts.

Fiscal Impact

Account No.

Fund Name

Program Name

Dollar Amount

CIP Funded Y/N

401.3210.6212.6BF670

General Government Capital Projects

Space Utilization Improvements

$637,328.00