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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 /