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Home My WebLink AboutFurniture Systm - North WingCITY OF PALM DESERT PALM DESERT REDEVELOPMENT AGENCY STAFF REPORT REQUEST: APPROVE PURCHASE AND APPROPRIATION OF MONIES FOR A MODULAR FURNITURE SYSTEM IN THE AMOUNT OF $61,372 FOR THE OPEN OFFICE AREAS IN THE NORTH WING OF CITY HALL SUBMITTED BY: MISSY WIGHTMAN, PROJECT COORDINATOR VENDOR: TOTAL PLAN BUSINESS INTERIORS, INC. 5645 MISSION BLVD. RIVERSIDE, CA 92509 DATE: AUGUST 24, 2006 CONTENTS: TOTAL PLAN BUSINESS INTERIORS, INC. PROPOSALS Recommendation: By Minute Motion, that the City Council: 1) Approve the purchase of a modular furniture system for the open office area in the North Wing of City Hall by authorizing a purchase order in the amount of $61,372 to Total Plan Business Interiors, Inc. of Riverside, California; 2) Authorize the appropriation of $18,411.60 from the City's unobligated funds to Account No. 110-4159-415-4040; 3) Authorize the appropriation of $21,480.20 from the Agency's unobligated funds to Account No. 850-4195-466-4040; 4) Authorize the appropriation of $21,480.20 from the Agency's unobligated Housing Set -Aside funds to Account No. 870-4195-466-4040; and 5) Authorize the Director of Finance to set aside an additional amount of $6,137.20 as 10% contingency ($1,841.16 from 110-4159-415-4040, $2,148.02 from 850-4195-466-4040, and $2,148.02 from 870-4195-466- 4040). Use of contingency requires additional council action. The total appropriation of $61,372 is for the proposed purchase of a modular furniture system for the open office area in the North Wing of City Hall. The appropriations above establish the respective budget divisions of 30% from the City's unobligated funds, 35% from the Agency's unobligated funds, and 35% from the Agency's unobligated Housing Set -Aside funds; and Staff Report Approve Purchase of Privacy Furniture Systems for the Open Office Area in the North Wing of City Hall Page 2 of 2 August 24, 2006 Executive Summary: Approval of the staff recommendation will allow the procurement of a new modular furniture system for the open office area in the Redevelopment Agency. This furniture will enhance privacy between work stations, create better sound attenuation, and provide more functional work stations for each individual's needs. Discussion: The 2006-2007 budget approved a project to create a more productive work environment for the open office area in the North Wing of City Hall, adding privacy with higher walls and enhanced sound attenuation. Obtaining walls of this increased height will allow increased employee focus with reduction in noise levels for improved working conditions, and will match the height level of system furniture throughout the rest of the open office work environments within City Hall. Implementing these office partition walls requires no demolition, just removal of the old walls. A used partition wall dealer has shown interest in the purchase of these old partitions. They would pay approximately $3,600 for this tear down and purchase of the 12 stations. This allows the recycling of the old partitions rather than throwing them away, reducing the net cost of new partitions to $57,772. Additionally, this total reflects a U.S. Communities discount of approximately 60% off of the majority of list prices. The reconfiguring of the new partition walls can be done over a single weekend. Staff who will use the new furniture systems are employees of the Redevelopment Agency, Business Support, Community Services, and Finance Departments. This equipment will provide adequate privacy and noise control, which the current system does not. The modular furniture systems are presented here for approval and procurement. Sample color boards with material choices and a computer rendering will be available for review in the City Council's conference room during the week of 21 August 2006. Submitted by: Missy Wiz: Project •.rdinator A • proval: Department Head: MI aye Yrigoyen, irector of Redevelopment/Housing Paul S. Gibson Director of Finance --Carlos L. Orteg Executive Direc G:\RDA\Melissa Wightrnan\New Office Furniture\Staff Report- Approve Purchase.doc REQUEST FOR APPROPRIATION FROM THE CITY"S AND AGENCY'S UNOBLIGATED FONDS FOR THE PROPOSED REMODEL OF THE REDEVELOPMENT LOBBY AND THE CONFERENCE ROOMS LOCATED IN THE PUBLIC WORKS AND PLANNING DEPARTMENTS, THE CITY COUNCIL OFFICE AREA, AND THE NORTH WING (JOINT CONSIDERATION WITH THE PALM DESERT CITY COUNCIL). ZITY COUNCI ACTION: DENIED . approVed1 BY RDA RECEIVED OTHER N4EETIN .. a .... ON ?""D (o DATE " k., AYES : VERIFIED BY RJ &1 rG:, NOES: n , a ABSENT : Onf Original on file with City Clerk's Office Original on File ..,._..........._ _ with City Clerk's Offic %OS TUTALPLAN 3USIKESS INTERIORS, UJ( August 8, 2006 Ms. Missy Wightman Palm Desert Redevelopment Agency 75-510 Fred Waring Drive Palm Desert, California 92260 Dear Ms. Wightman: 5645 MISSION BLVD. RIVERSIDE, CA 92509 (951) 767-9000 FAX (951) 369-1932 www.tota1planbusinteriors.com ■ 10-100 HIGHWAY 111. SUITE 206 RANCHO MIRAGE, CA 92270 (760) 341-8434 1 ORANGE COUNTY (949) 888-9050 I am pleased to present the following revised budgetary proposal for your review. All items are quoted new under the pre -bid US Communities contract # N051017. General Contract Information • Purchase orders to be made out as follows: Haworth, Inc. c/o TOTALPLAN, Inc. 5645 Mission Blvd. Riverside, CA 92509 • Contract #: N051016 / 066 • Start Date: 08/28/00 • Most recent revision: Current • Expiration Date: Unlimited • Pricing Valid: 30 days from date of proposal • Payment Terms: Direct Bill by Haworth, Inc. NET 30 Open Office Area —12 Work Areas (Option G) *Special Notes:-PDRA to contract phone/data installation -PDRA to provide electrician after installation • New HAWORTH 3" Enhanced Premise industry grade -A modular systems furniture • Ten 8' x 8' work areas • One 8' x 8' work area • One 8' x 12' work area • 42", 53", 64" & 80" (64" with 16" stack kit) tackable acoustical panels per layout • Two panel mounted counter tops per layout • Power and data cabling path provided by three or top feeds • *Power: TOTALPLAN will interconnect modular systems panels. PDRA is responsible for contracting electrician to hardwire to building source • *Data and Phone: PDRA is responsible for contracting phone and data cabling installation • Three duplex receptacles (six plug -ins) per powered work area • Panel raceways support path for phone and data cables • 24" & 30" work surfaces to include radius corners per layout • Twelve enclosed locking overhead storage units • Twelve open overhead storage units • Twelve fluorescent under shelf task lights • One attached steel locking B/B/F drawer pedestal • One steel locking mobile F/F drawer pedestal • Twelve steel locking mobile drawer pedestals • Five steel locking 2-drawer x 30" wide lateral files • Three steel locking 2-drawer x 36" wide lateral files • Two steel locking 2-drawer x 42" wide lateral files • Two steel locking 4-drawer x 36" wide lateral file • One steel 3-high x 36" book case • One steel 5-high x 36" combo storage/lateral file (2/3) • Locks are master keyed for Supervisor access to locked items • Work areas are ADA and Cal -OSHA compliant • Haworth limited lifetime parts & labor warranty • Lower panel fabric: Contract Grade A selections • 16" upper stack panels: Contract Grade D selections • Laminate: Contract standard selections • Trim: Contract standard selections • Wood top caps & end of run rails Panels - 49ea 64" high panel -9ea 53" high panel - 2ea 42" high panel - 24ea 16" high stack panel -llot Panel connector -3ea Top feed/data module - clot Electrical - 1lot Fabric filler post - llot Fabric trim cover - llot Wood top cap - llot Wood end of run rail Work Surfaces/Counters - 17ea Rectangular work surface -lea Radius end work surface - ilea Wrap around work surface - 2ea Support panel - 2ea Counter tops - llot Mounting hardware Overhead Shelving - 12ea ADA enclosed overhead -12ea Open shelf - 24ea Shelf dividers - 12ea Task light Slat Kits -12ea Slat kit tile -24ea Gooseneck kit -12ea 18" mini shelf -12ea Tool clip -12ea Letter tray Drawers/ Files -lea Fixed BBF pedestal -lea Mobile FF Pedestal - 12ea Mobile BBF Pedestal - 2ea 2 x 42 lateral file - 5ea 2 x 30 lateral file -3ea 3 x 36 lateral file - 2ea 4 X 36 lateral file - lea 3 x 36 book case - lea 5 x 36 Combo lat/storage llot Product Per above specification $ 51,894.04 lea Labor Freight, Delivery & 1st Floor Installation -During normal weekday business hours t 4.000.00 Sub -total $ 55,894.04 Tax $ 4,331.79 Option G TOTAL $ 60,225.83 X Approval to order Date P.O. # Pricing: Prices include freight, delivery and installation during normal weekday business hours. Labor is taxed when new or additional modular furniture product is installed per current California tax code. Design Layout: Prior to order entry an approval signature confirming layout design is required. ' Terms: To place this order a purchase order is required made out to Haworth, Inc, c/o TOTALPLAN, Inc., 5645 Mission Blvd., Riverside, CA 92509. TOTALPLAN is not licensed to hardwire to a building — customer must provide an electrician for this part of the installation. Computer and phone cabling should be coordinated with a qualified contractor. Panel Base Power: The electrical components of modular systems furniture are not designed to support space heaters, large copiers, microwaves, coffee pots and high amperage equipment. Surges generated by these items can overload the 20amp panel base power system and short the electrical circuit out. Note: Please bear in mind that the furnishings will be ordered specifically for this project and are not subject to return. Warranty: All new Haworth items come standard with Haworth's limited lifetime parts & labor warranty. Please contact me for a copy of this warranty if it was not included with this proposal. Thank you for the opportunity to work on this project. I hope this proposal meets with your approval. Please let me know of any way I can be of assistance. Sincerely, TOTALPLAN, INC. i, L- -) 41,4 , , _ Robert J. Pitt Sr. Project Manager RJP: I�j% TUTALPLAN BUSINESS INTERIORS, INC August 8, 2006 Ms. Missy Wightman Palm Desert Redevelopment Agency 75-510 Fred Waring Drive Palm Desert, California 92260 Dear Ms. Wightman: I am pleased to present the following proposal for your review. Ergonomic Keyboard Pads • Manufacturer: Grandstands • Finish: Black 3ea 15885-ST 2ea 15889-5 5ea 23500 lea Labor X Approval to order New 20" x 10" curved platform - Swivel & tilt mouse - No palm rest New 20" x 10" platform -Swivel & tilt mouse -Gel palm rest 5645 MISSION BLVD. RIVERSIDE, CA 92509 (951) 787-9000 FAX (951) 369-1932 www.totalplanbusinteriors.com ■ 70-100 HIGHWAY 111. SUITE 206 RANCHO MIRAGE, CA 92270 (760) 341-8434 II ORANGE COUNTY (949) 888-9050 $ 81.43 $ 244.29 $ 94.29 $ 188.58 New Click!t Arm $ 115.00 $ 575.00 Freight, Delivery & 1st Floor Installation -During normal weekday business hours - Pricing based in conjunction with modular furniture option G being approved Sub -total Tax TOTAL Date P.O. # $ 55.00 $ 1,062.87 $ 82.37 $ 1,145.24 Pricing: Prices include freight, delivery and installation during normal weekday business hours. Terms: To place this order a purchase order is required made out to TOTALPLAN, Inc., 5645 Mission Blvd., Riverside, CA 92509. Note: Please bear in mind that the furnishings will be ordered specifically for this project and are not subject to return. Thank you for the opportunity to work on this project. I hope this proposal meets with your approval. Please let me know of any way I can be of assistance. Sincerely, TOTALPLAN, INC. Robert J. Pitt Sr. Project Manager RIP: