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HomeMy WebLinkAboutRDA PURCHASE FURN 05-03-93RDA N0. 8 5-3-93 DATE: MAY 3, 1993 Inter -Com TO: WILLIAM A. HUSTON, CITY MANAGER FROM: COMMUNITY DEVELOPMENT DEPARTMENT SUBJECT: AUTHORIZATION FOR PURCHASE AND REFURBISHMENT OF FURNISHINGS FOR PHASE II OF THE CIVIC CENTER PROJECT Approve the purchase and refurbishment of furniture under the County Cooperative Purchasing Program in the amount of $308,586 as previously authorized by the Agency on March 1, 1993. FISCAL IMPACT Fiscal impact of furniture purchase and refurbishment is $308,586. These costs have been previously included in the Civic Center budget. BACKGROUND At a regular meeting of the Tustin Redevelopment Agency on March 1, 1993, the Agency authorized participation in the County of Orange's Cooperative Purchasing Program for Steelcase Avenir Product and accessory Steelcase Products for Phase II of the Civic Center Project, (see attached staff report dated March 1, 1993 and RDA Resolution 93-01). Agency staff indicated in our March 1st staff report that we would bring back a cost summary from California Business Interiors who is the County's awarded vendor for Steelcase products based on furniture specifications prepared by the Agency. Delivery, freight, installation and sales tax are included in the following cost estimates. A 5% contingency has been included for new miscellaneous product items that may be identified in the field. A 100- contingency has been identified for refurbishment. NEW PRODUCT Steelcase Avenir System Furniture Other furniture part of cooperative program 5% Contingency Subtotal AFTER DISCOUNT PRICE $143,268 $ 90,665 $ 11,670 $245,603 Redevelopment Agency Report Purchase of Furnishings for Phase II Civic Center Project May 3, 1993 Page 2 REFURBISHMENT AFTER DISCC:.'NT PRICE Reupholstery of existing chairs 27,129 Paint/reupholstery existing system panels 19,085 Refurbishment of existing wood desks 2,531 Paint/refurbishment/service files 7,022 Rental - metal desks and chairs 1,4?0 (during refurbishment process) loo contingency 5,726 Subtotal 62.983 Grand Total $308,586 As noted above the Agency's total anticipated purcase price for new product and renovation of existing furniture under the County of Orange's Cooperative Purchasing Program would be approximately $308,586 (this discounted figure includes a contingency which may result in costs actually being lower). With --he award of miscellaneous furniture items approved by the Agency on April 19th in the amount of $48,861.78, the total estimated cost for furniture purchase and refurbishment for Phase II of the Civic Center will be approximately $357,448 as compared to the original budget for the project of $392,865. Christine A. Shing l on Assistant City Man er CAS:kbc\furpurch.cas RDA N0. 5 AG E N DL k3-1-93 ,si 01 DATE: MARCH 1, 1993 Inter -COM TO: WILLIAM A. HUSTON, EXECUTIVE DIRECTOR FROM: CHRISTINE A. SHINGLETON, ASSISTANT CITY MANAGER SUBJECT: FURNITURE PURCHASES FOR CITY HALL It is recommended that the Redevelopment Agency: 1. Adopt RDA Resolution No. 93-01 authorizing participation in the County of Orange Cooperative Purchasing Program for Steelcase Avenir Product and accessory Steelcase products for the City Hall. Authorize the advertisement of bids for miscellaneous furniture for City Hall. BACKGROUND As the Agency is aware, renovation to the civic center is currently under construction and it is estimated that City Hall employees will be relocated to their new facility in early August. In conjunction_ with the new construction there was previously determined a need for the purchase of new furniture and also renovation of existing furniture for both the Police Department and City Hall (City Council agenda March 18, 1991). This need was based on a thorough inventory of all current furniture, the condition of furniture, adaptability to the new layout and ability to be renovated. These costs were included in the 11.1 million dollar budget for the entire project. Police Department purchases and,renovation is completed but with the City Hall project nearing completion, staff are now finalizing plans for purchase and renovation of furniture in that facility. A total of approximately 110 work spaces are needed including a combination_ of private offices, open office areas, conference and interview rooms, reception areas and staff employee areas. There are more than twenty different manufacturers of office furniture with dramatic differences in the quality of materials. In an effort to objectively evaluate the best produced lines of furniture available, an ad-hoc committee of staff members representing each City department visited various cities and display showrooms and studied a host of material in both metal and wood furnishing for all future furniture purchases for the — Redevelopment Agency Report Furniture Purchases for City Hall March 1, 1993 Page 2 permanent improvements to the Civic Center. An extensive evaluation of the best of the manufacturer's product was evaluated based on structural construction, quality of material, life expectancy, installation and warranty. Based upon this review, it was recommended to the Agency on March 18, 1991 that Steelcase, a Tustin based office furniture manufacturer, was the preferred provider with the "Avenir" product series as the desired product for most typical workstations. In addition, it was indicated that a number of additional manufacturers were needed for other products not made by Steelcase such as chairs, tables, visual aids, lounge seating and other minor miscellaneous furniture. The Steelcase Avenir System Furniture Modular system is a broad, multi -function system consisting of pre -finished, interchangeable parts which can be assembled in a variety of configurations with built-in flexibility to fit individual uses. These systems can be configured as stand-alone or panel supported units. The systems allow for adaptability, variety, flexibility, and ultimate cost savings. The ten year warranty on Steelcase product, as well as its sturdy construction are also consistent with the City's long term planning. Laura McCants, the interior designer on the Civic Center project has helped staff evaluate furniture system layout, worked on developing a specification list and coordinated design and color of fabrics and materials. A final space plan and specification listing has been prepared and Laura has evaluated each persons functions and developed work areas which will enhance efficiency while maximizing the use of floor space. It should be noted that product to be renovated (painted, including fabric inserts) will include existing Avenir product currently at the Del Amo site. Renovation will also include the reuse of most existing Steelcase desks, chairs and tables. Under provisions of Section 1624 b of the Tustin City Code, exceptions or deviations from the City's competitive bidding procedures can be authorized by a resolution of the City Council when purchases of supplies and equipment can be acquired more efficiently and cheaply on behalf of the City through the County of Orange Cooperative Purchasing Program. The City's Finance Director as City purchasing agent has verified that under provisions of the City's purchasing ordinance, the City may make purchases through the County's Cooperative Program. Redevelopment Agency Report Furniture Purchases for City Hall March 1, 1993 Page 3 Under the County of Orange Cooperative Purchasing Program pricing includes freight, delivery and installation, a discount of approximately 37-50% would be extended to the City on all Steelcase products and certain accessory -furniture lines. Based on our previous discussions with numerous manufacturers and vendors, the Agency's interior designer believes that the discounts which the Agency can project to receive under the cooperative program would be substantially higher than that which we could obtain outside the County's cooperative program through a normal bid process. Agency staff would anticipate bringing back to the Agency for its approval a cost summary from California Business Interiors who is the County's awarded vendor for Steelcase product and certain accessory furniture items based on furniture specifications requested by the Agency. Delivery, freight and installation will be included in these cost estimates. In addition to Steelcase produce and various furniture items available under their design partnership under the County Cooperative Purchasing Program, furniture items (chairs, tables and lounge seating) from a numc=_r of miscellaneous additional manufacturers are not participant= in the County's program. These items would need to be bid under the standard bid process and Agency approval is being requested at this time to advertise for bids on these items. The bid sreci£ications for these items is attached for City Council approval (Attachment A) FISCAL IMPACT Fiscal Impact will depend on ac=ual quoted prices and will be identified at two stages: 1) crior to award of contract for miscellaneous furniture 2) pr --'--r to ordering Steelcase Avenir product under the County's Cooperative Purchase Program. &��- 2 /uill�& Christine A. Shi Teton Assistant City nager C.AS:,bc\chf.Chit. Cas 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 24' 25 26 27 28 RESOLUTION NO. RDA 93-01 A RESOLUTION OF THE REDEVELOPMENT AGENCY OF THE CITY OF TUSTIN, CALIFORNIA, AUTHORIZING PARTICIPATION IN THE COUNTY OF ORANGE COOPERATIVE PURCHASING PROGRAM. The Redevelopment Agency of the City of Tustin does hereby resolve as follows: I. The Redevelopment Agency finds and determines: A. Under provisions of Section 16246 of the Tustin City Code, an ordinance related to financial and purchasing procedures, exceptions or deviations from the City's competitive bidding procedures can be authorized by resolution of the City Council when purchases of supplies and equipment can be acquired more efficiently and cheaply on behalf of the City through the County of Orange Competitive Purchasing Program. B. The City has need of purchasing certain space furniture system in conjunction with the Civic Center Expansion project. C. The Steelcase system is the preferred provider with the Avenir product series the desired product. A number of miscellaneous Steelcase furniture items are also included within the County's cooperative program. D. Under the County of Orange Cooperative Purchasing Program pricing, a discount of 37-50% would be extended to the City on Steelcase product and miscellaneous Steelcase furniture items. II. The Redevelopment Agency hereby authorizes the City of Tustin's participation in the County of Orange Cooperative Purchasing Program for purposes of acquiring Steelcase Avenir product and a number of miscellaneous furniture items for needs at 300 Centennial Way, subject to final approval of cost estimates by the Agency. PASSED AND ADOPTED at a Redevelopment Agency, held on MARY WYNN City Clerk regular meeting of the Tustin the 1st day o Mar , 1993. IE ANN PONTIOUS Mayor