CITY CIVIC CENTER ADMINISTRATIVE OFFICES WORKSTATION, OFFICE AND ANCILLARY FURNITURE PURCHASE

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1 STAFF REPORT MEETING DATE: July 30, 2013 TO: FROM: City Council Julian Skinner, Engineering Manager 75 Rowland Way #200 Novato, CA (415) FAX (415) PRESENTER: SUBJECT: Julian Skinner, Engineering Manager CITY CIVIC CENTER ADMINISTRATIVE OFFICES WORKSTATION, OFFICE AND ANCILLARY FURNITURE PURCHASE REQUEST Consider authorizing the purchase of office, workstation and ancillary furniture for the City Civic Center Administrative Offices Project, CIP Project No RECOMMENDATION Authorize the purchase of office, workstation and ancillary furniture for the City Civic Center Administrative Offices Project, CIP Project No DISCUSSION On May 10, 2011, the City Council approved (by a vote of 5-0) construction of a new administrative office building downtown, within the civic center. RMW Architecture and Interiors (RMW) were engaged for the design of the new building, preparation of construction documents and assistance with selecting furniture. The furniture currently in use at 75 Rowland Way was purchased, as used furniture, for a nominal fee in conjunction with the staff relocation eight years ago. The workstation systems include three different product lines of varying compatibility, while the private office furniture is more consistent. With a focus on creating a flexible work environment, the furniture budget for the project was established with the intent of reusing most of the private office furniture and replacing the workstation furniture. Staff visited several furniture showrooms, and worked with RMW to develop plans for ordering and installing new workstation furniture. Staff also developed a plan for matching existing cc13_125.docx; 7/26/ Novato City Council Agenda Staff Report Date: File No.

2 private office furniture to new offices, and with the exception of two offices, all private office furniture in the new building will be reused from the existing stock at 75 Rowland Way. In total, forty eight new workstations (cubes) are required for the building. Most workstations are either 8 x 8 or 8 x 10 and are constructed of 48 high panels with 12 glass extensions, and contain a minimal combination of lateral file and overhead storage. Based on the flexibility of the workstation systems and the need for cost effective, durable furniture, staff selected the Answer line by Steelcase as the preferred system. As is the case with most goods available for purchase, the Answer furniture is available to purchase directly through an existing government services contract, whereby a larger entity performs the public bidding, and public agencies are then permitted to purchase directly through the Contract at pre-determined prices. This program, which complies with both the City s Municipal Code and California Codes, is routinely used for purchasing equipment and supplies. In this case the Answer furniture is available through a program called Better Together, a partnership between Steelcase and the National Joint Powers Alliance. In addition to the workstation furniture RMW has proposed options for the ancillary furniture (lobby, conference rooms, lunch room) utilizing, where possible, steelcase products to take advantage of the contract pricing. Similar to the workstation furniture, the ancillary furniture is comprised of cost effective, durable, yet comfortable selections. An additional criteria for the highly visible pieces (lobby furniture) was a style to complement the buildings architecture. The final configurations and exact finishes for the furniture have not yet been finalized; however, a budget has been established based on the selections made to date, and the pre-determined contract pricing. In almost all cases finishes are of grade 1 quality, for example laminate instead of veneer and imitation leather instead of natural leather. The minimal workstation storage not only reduces cost, but reinforces efforts to reduce paper in the work place. Staff is requesting approval to enter into a purchase agreement with One Workplace, the local representative for the Steelcase furniture to purchase the steelcase workstation and private office furniture through the Better Together program, along with the ancillary furniture. Furniture item Detail/ Quantity Total Cost (including sales tax and installation where applicable) workstations 48 $ 310,000 Lobby Benches, stools, tables, chairs $ 15,000 Conference Rooms Tables and chairs $ 45,000 Outdoor, Break Rm, Guest Tables and chairs $ 15,000 Private Offices Desks, storage, tables & chairs $ 15,000 Total Furniture Purchase All above + 10% contingency $ 440,000 Industry average furnishing costs are highly variable, depending upon the density of workspaces, number of conference rooms, quality of materials, etc. The average can range from $15 to $30 per square foot. The proposed selections represent a cost of $22 per square foot, corrected to $24 per square foot to account for private offices scheduled to receive existing furniture. 2

3 FISCAL IMPACT The City Administrative Offices project (CIP ) is currently funded in the City of Novato Adopted Capital Improvement Program Budget, Fiscal Year 2013/2014. The furniture purchase was included in the project soft costs budget, and the project budget is sufficient to accommodate the proposed purchase. ATTACHMENTS 1. Furniture Plans including first and second floor plans and typical workstation layouts. 3

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5 Level 1 6

6 Workstation Type 3

7 Workstation Type 3 A. 48 H Panels with Tackable Acoustical Skin with 12 H Frameless Glass B. 48 H Panels with Tackable Acoustical Skin C. 48 W Overhead Bin with Sliding Door D. 18 D x 36 W Open/Open Storage E. 18 D x 36 W Drawer/Drawer Storage F. 23 D Box/Box/File Fixed Pedestal G. 30 D x 48 W Straight Worksurface H. 24 D x 96 W Straight Worksurface I. 24 D x 24 W Square Table with Casters J. 48 W Slatwall K. End Panel 8 8 C A G I J F H B E D K

8 Level 2 26

9 Workstation Type 15

10 Workstation Type 15 A. 48 H Panels with Tackable Acoustical Skin with 12 H Frameless Glass B. 66 H Panels with Tackable Acoustical Skin C. 60 W Overhead Bin with Sliding Door D. 24 D Box/Box/File Fixed Pedestal E. 18 D x 36 W File/File Storage F. 24 D x 96 W Straight Worksurface G. 24 D x 72 W Straight Worksurface H. 60 W Slatwall C G A F B H E D