Agenda - Council Work Session - 05/23/2006

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CITY COUNCIL WORK SESSION Topic Report: Update on FFE (Furniture, Fixtures, and Equipment) Package for new Municipal Center By: Heidi A. Nelson, Asst. City Administrator Background: At the May 2nd, 2006 work session, staff brought forward information regarding the FFE package for the new Ramsey Municipal Center. Staff had received information Intereum regarding a buy-back proposal for the existing systems furniture and a quote to re-paint existing Herman Miller files. During the work session discussion, Council requested further analysis of the re-use of all of the existing systems furniture. City staff and Intereum representatives have completed a rough estimate of the costs of re-using all of the existing Herman Miller systems furniture. The following information details the costs associated with re-use as well as a summary of the information presented during the May 2''d work session. Re-use of Existing Systems Furniture: Attached to this report is an analysis of the costs associated with re-using the existing systems furniture at city hall and the police department. Several assumptions were made in the analysis; they include: the panel fabric would be replaced, the panels would not re- painted, and there was no design work completed on the existing work stations to place them into the new building-the analysis presumes picking them up as they are and moving them without regard to fit (re-design of the existing would incur additional design costs-if Council decides to re-use the existing systems-that work could be completed at that time). There are 47 existing work stations in city hall and the police department. The new building is programmed to receive 81 work stations upon move-in. An additional 34 workstations would need to be purchased (estimated cost $140,581). The cost of removing the work stations from the existing city hall, replacing the fabric on the panels, re-installing at the new building for the 47 work stations, is estimated at $66,946. This number provides for building 30 swing space work stations for use during the re-furb process and then a phased project over 3 weeks to allow for staffto cont'mue functioning during the process. Another alternative would be to completely take down all of the work stations, re-place the fabric and re-install--the timeline for that option would be 2-3 weeks. Some form of swing space office furniture would need to be provided for the 2-3 week period prior to moving to the new building. As mentioned previously, this re-use plan did not include design work to fit the existing work stations in to the new space. The work stations in the existing buildings are significantly different in size and design from those that have been planned for the new building. One of the challenges in the existing building has been that work stations have