sr-120809-1bCity Council Meeting: December 8, 2009
Agenda Item: _~g
To: Mayor and City Council
From: Carol Swindell, Director of Finance
Subject: Furniture Purchase for the Business & Revenue Operations Division
Tenant Improvement Project at 1717 4th Street.
Recommended Action
Staff recommends that City Council award a purchase order to Knoll Products to furnish
office furniture, furnishings and equipment for the Business & Revenue Operations
Division in an amount not to exceed $165,000 including a 10 percent contingency.
Executive Summary
The Business & Revenue Operations Division Tenant Improvement Project on the first
floor of 1717 4th Street began construction in November with a proposed move-in for
January 2010. The project designer manager has been working with System Source
(distributor of Knoll Products) on the layout and pricing of the furniture. System
Source's price for Knoll products is $165,000, including applicable sales tax,
delivery/installation, technical services, freight, and an additional 10 percent
contingency for any unforeseen conditions.
Background
On March 24. 2009, the City Council approved a lease with PCA I, LP, for City offices at
1717 4th Street. The first floor space is approximately 10,000 square feet. Currently,
CityTV occupies 3,500 square feet of that space, and the Finance Department will be
occupying the remaining 6,500 square feet for its Business & Revenue Operations
Division. The purchase of new furniture is required to replace outdated furniture, which
no longer functions efficiently for staff needs with ergonomically correct furniture,
designed to fit in the remodeled space and counter areas.
Discussion
The Business & Revenue Operations Division currently has office staff in five locations
and maintains a coin counting room. Each of these five locations has a different quality
1
and type of furniture system, and, in many cases, the furniture will remain for use by
staff from other departments remaining at that location. In order to create an efficient
office environment, it is necessary to purchase new office furniture that is of the same
make, model and quality
Last fiscal year, staff went through a process to establish a furniture standard to be
used on all future office remodels and new office space. Having a furniture standard
insures that, over time, furniture will have a greater likelihood of being re-used or
reconfigured in other locations; will ensure an equitable office setting for employees;
and will reduce future costs. Knoll office systems furniture was selected because it is
efficient, aesthetically pleasing and able to be updated with new fabric and other
replacement parts. It is also the predominant system currently found in the City offices.
Financial Impacts & Budget Actions
Funds are available in account 0010162.589006, City Hall Expansion.
Prepared by: Donald P. Patterson, Business & Revenue Operations Manager
Approved: Forwarded to Council:
~~
Fug. Swindell
Director of Finance
2