HomeMy WebLinkAboutAGENDA REPORT 1988 0615 CC REG ITEM 11EJOHN PATRICK LANE
Mayor
ELOISE BROWN
Mayor Pro Tern
JOHN GALLOWAY
Councilmember
CLINT HARPER, Ph.D.
Councilmember
BERNARDO M. PEREZ
Councilmember
MAUREEN W. WALL
City Clerk
TO:
FROM:
DATE:
SUBJECT:
MOORPARK
M E M O R A N D U M
The Honorable City Council
ITEM l .E.
STEVEN KUENY
City Manager
CHERYL J. KANE
City Attorney
PATRICK RICHARDS, A.I.C.P.
Director of
Community Development
R. DENNIS DELZEIT
City Engineer
JOHN V. GILLESPIE
Chief of Police
THOMAS P. GENOVESE
City Treasurer
Thomas P. Genovese, Deputy City Manageij)
June 9, 1988
Acquisition of Office Furnishings for the
New City Offices
As the City Council. has been made aware, the tentative occupancy date
for the new city hall Is approximately August 1., 1988. As part of the
occupancy, City Staff has been researching the acquisition of
additional furnishings for the facility.
As the Council will
recall, the City entered
into an agreement with
Nova Interior Resources for the acquisiton of
the furnishings through
the G.S.A.
pricing
method as indicated in
Attachment "A". The
Council, at
the time
this agreement was being
reviewed, expressed a
desire to
keep the
costs associated with
the acquisition of the
furnishings
as low as
possible.
To reduce costs, during the review of the original furniture
specifications, the City Staff proposed to use as much existing
furniture from the current facility as possible. With this approach,
the City has been able to reduce the original purchase by approximately
300, and utilize 80 -90% of the current City Hall furnishings.
The City Staff reviewed several office systems, including: 1)
Harper's Multiple Options; 2) G F Furniture Systems; 3) Allsteel
Systems; and 4) Haworth Systems. The cost of each of these systems are
detailed in Exhibit 111311. Each or these costs will be increased
slightly for the addition of a Space Saver file system for the City
vault (not currently included in bid prices) and minor alterations to
the plan.
On June 8, 1988, the City Staff met with the City Facilities Committee
to discuss the alternatives and present the Staff reconunendation . The
799 Moorpark Avenue Moorpark, California 93021 (805) 529 -6864
The Ilonorable City Council
Page 2
.Tune 9, 1988
Staff recommendation was to purchase the Allsteel Systems. It is felt
by both the City Staff and the consultant that this sytem best meets
the needs and budget of the City. City Staff also discussed the color
selection and theme (blue, brown, light oak and alabaster) with the
Committee. Through the City Clerk's office, the color theme was also
discussed with the City staff for input into the color theme. All
parties involved have concurred with the themes proposed.
As indicated by Exhibit "B ", the selected furniture is anticipated to
cost approximately $67,000 without the inclusion of the Space -Saver
file system for the vault (anticipated cost $3,000 to $7,000) and
window coverings (anticipated cost $6,000 to $1.0,000). These items,
should they exceed the upper limits expressed in the anticipated costs,
will be forwarded to the Council for review. The maximum total
anticipated cost, including furniture, window coverings, space saver
file and installation is $87,000. It has been recommended to the
Committee, with their concurrence, that the following funding be
utilized in this order:
1. Equipment Replacement Fund - $20,000
(This fund was created with this type of purchase in mind
and currently has the fund balance indicated) .
2. City Hall Construction Fund - 0 - $1.5,000
(This amount represents the remaining balance of any
contingency money from the construction project. itself) .
3. General Fund - $39,000-$67,000
(This fund would be utilized for any remaining balance of the
purchase not covered by the other funds) .
In review of the specifications utilized for the proposed purchase
price indicated in Exhibit "B ", it is identified that the following
units are included in the proposed purchase:
Unit No. of Pieces
Management Seating 8
Task Seating 10
Guest Seating 16
Reception Seating 5
36" x 72" Desks 5
Credenzas 5
Overhead Storage 5
System Desks 14
Overheads for System Desks l0
The Honorable City Council
Page 3
.lime 9, 1988
Unit No. of Pieces
Files 10
Pedestal. Drawer Units 10
Storage Cabinets 10
Panels 95
Total Units 203
RECOMMENDATION:
1. Authorize the purchase of the office furnishings as defined
in this report.
2. Authorize the appropriation of the following not -to- exceed
amounts for the purchase of office furnishings:
$20,000 - Equipment Replacement. Fund
$67,000 - General Fund
3. Authorize the utilization of the remaining balance of the
City Hall Construction Fund for the purchase of any
furnishings prior to utilizing the General Fund.
TPG : sc
f in. 8693 MOORPARK, CALIFORNIA
City Council Meeting
of 198.
ACTION:
By /