Minutes - Council Work Session - 05/23/2006

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the panels would not be repainted, 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 (redesign of the existing furniture would incur additional design costs, if the Council decides to re-use the existing systems, the work could be completed at that time). Assistant City Administrator Nelson indicated 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 at $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 refurbishing process and then a phased project over three weeks to allow for staff to continue functioning during the process. Another alternative would be to completely take down all of the work stations, replace the fabric and re-install. The timeline for this 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. Assistant City Administrator Nelson advised this re-use plan does not include design work to fit the existing work stations into 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 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 as 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. Assistant City Administrator Nelson indicated the quote provided by Intereum to repaint the existing Herman Miller files at City Hall and the Police Department is $17,515. The buy-back number for all of the existing systems furniture is $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 is $363,905.04, which includes 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 cost to $334,913.04. Mayor Gamec expressed his agreement with proceeding with the purchase of new files. He expressed concern with handling files two to three times if the files are re-painted, and the large amount of files in the Human Resources, Finance and Planning Departments that will need to be transferred. City Council Work Session / May 23, 2006 Page 2 of6