Agenda - Council Work Session - 05/23/2006

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been squeezed in to provide additional space for staff; therefore there are many odd shaped and under-sized work stations in the existing city hall and police department. One of the design elements for the new space utilizing new systems furniture was to incorporate the use of glass and varied panel levels to provide a visual connection to the office suite doors and well as to let light pass through the space. With the re-use of existing furniture, that design element, if desired to be included, would require the purchase of additional glass panels as well as lower panels. The visual connection to the office suite door is critical due to the fact that most departments are served by one administrative staff member, requiring back-up by all members of staff that work in the open office space. Review of May 2nd, 2006 Work Session Information: Intereum provided a re-paint quote for the existing Herman Miller files at City Hall and Police; that quote is attached for Council review. Additionally, Intereum provided a buy- back number for all of the existing systems furniture of $9,000. If the files are re-painted and re-used; the buy-back number would be reduced by $3,000. The cost for purchasing new systems furniture was also reviewed on May 2na---$363,905.04 which included sales tax, delivery, and installation. Intereum has provided a non-union quote for installation, which would provide a savings of $28,992 in installation costs; reducing the systems furniture costs to $334,913.04. Work session of September 6, 2005: Staff reviewed Council minutes from last fall when the FFE package was discussed prior to the leave of the Asst. City Administrator. During the September 6th, 2005 work session, staff received direction from Council to proceed with purchasing new systems furniture and obtain a buy-back proposal for the purchase of the existing systems furniture. Staff has been operating under that direction since that time, and therefore has completed significant design work towards the purchase of new systems furniture. The schedule for the FFE packa,gthe, which would allow for furniture to be installed beginning on or around September 10 , would require the furniture to be ordered in late June of 2006. If it is Council's desire to re-use the existing furniture, staff is seeking that direction this evening in order to begin work on a re-use plan and prepare to order the additional work stations that will be needed for the new space. Action Statement: Staff is seeking direction this evening regarding whether the existing systems furniture will be re-used or if new systems furniture will be purchased CCWS: 05/23/2006