HomeMy WebLinkAbout1999-08-17; City Council; 15361; Office Furniture For Faraday Building Project* rq T Ff &.&/O 9 . CITY OF CARLSBAD -AGENDA BILL
AB# 6,3bl TITLE*
-. AUTHORIZATION TO PURCHASE OFFICE DEPT. HD.
MTG. 8-7 - T4 FURNITURE FOR THE FARADAY BUILDING PROJECT CITY ATTY. ’
DEPT. CD CITY MGRX
RECOMMENDED ACTION: Adopt Resolution No. 9 9 -2 9 ‘/ to
Authorize the Purchasing Officer to issue a City purchase order to Office Pavilion of San Diego for
the acquisition and installation of office furniture for the City’s Faraday Building Project.
ITEM EXPLANATION:
On October 10, 1995, the City Council adopted Resolution No. 95-294 renewing the City contract
with Office Pavilion of San Diego to provide office systems furniture to the City. This contract is a
multi-public agency agreement which extends significant discounts on standardized lines of office
systems furniture to those public agencies which participate. For several years, Carlsbad has taken
advantage of the opportunity to standardize its office systems furniture City-wide at costs
substantially below retail rates.
The City’s development of the Faraday Building Project is now at the stage in which the ordering of
office furniture is required. Working with City staff, Office Pavilion’s designers have completed
the specification package to outfit the new building with the standardized line of office furnishings
complementary to what the City has been acquiring for several years. All City work units moving
into the new building which already have office systems furniture will have these systems relocated
to the new building and incorporated into their work areas.
Manufacture and delivery of the office systems furniture will require approximately 8 weeks from
the date of order to accomplish. Installation of the furniture by Office Pavilion personnel will
require another 2 weeks to complete. These activities coincide with the completion schedule of the
building by the contractor and the remainder of the City initiated work required to be completed
before move-in, principally computer and telephone system startup.
Staff recommends the City Council authorize the Purchasing Officer to issue a City purchase order
to Office Pavilion of San Diego which will initiate the furniture order for the new City facility.
FISCAL IMPACT:
Within the overall Faraday Building Project budget, a total of $1525,000 has been appropriated in
the General Capital Construction Fund for furniture and equipment for the project. The furniture
order to be placed with Office Pavilion of San Diego totals $1,011,332.48. There is a minor amount
of other, miscellaneous furniture and equipment, such as appliances, miscellaneous tables and
chairs, audio - visual equipment, etc., not on the Office Pavilion contract of standardized office
systems furniture which will be acquired by the City to complete the outfitting of the new building.
These items have been specified and are being competitively bid by the City’s Purchasing
Department for acquisition by the City. These bids will be coming to the City Council for award in
the near future.
h. -,
PkGE 2 OF AGENDA BILL NO. J 5; 36/
EXHIBITS:
1. Resolution No. 9 9 * a.7 q authorizing the Purchasing Officer to issue a City
purchase order to Office Pavilion of San Diego for the acquisition of office systems
furniture for the Faraday Building Project.
2. Proposal letter dated July 23, 1999 from Office Pavilion of San Diego.
3. Office systems furniture specifications on tile in the Purchasing Department.
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SOLUTION NO. 99-294
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CARLSBAD, CALIFORNIA, AUTHORIZING THE PURCHASING
OFFICER TO ISSUE A CITY PURCHASE ORDER TO ACQUIRE
OFFICE SYSTEMS FURNITURE FOR THE CITY’S FARADAY
BUILDING PROJECT. CITY PROJECT NO. 36471
WHEREAS, the City Council of the City of Carlsbad, California, has previously
appropriated funds for the design and acquisition of the Faraday Building Project, hereafter
referred to as the “Project”; and
WHEREAS, the City Council has previously appropriated funds in the General Capital
Construction Fund for the acquisition of required office systems furniture and miscellaneous
equipment for the Project; and
WHEREAS, the City Council has previously adopted Resolution No. 95-294 renewing a
contract with Office Pavilion of San Diego for the City’s acquisition of office systems furniture;
and
WHEREAS, specifications have been created outlining the required office system
furniture for the Project; and
WHEREAS, the City Council does hereby find it necessary, desirable, and in the public
interest to proceed with the acquisition of the required office systems furniture for the Project.
NOW, THEREFORE, be it resolved as follows:
1. That the above recitations are true and correct.
2. That the City Council does hereby authorize the Purchasing Officer to issue a City
purchase order to Office Pavilion of San Diego in accordance with the terms and conditions of
both the aforementioned agreement with said company and the office systems furniture
specifications created for the Project on file in the Purchasing Department.
3. That the City Council does hereby authorize the City Manager to approve subsequent
minor changes, additions, subtractions or other modifications to the Office Pavilion office
systems furniture purchase for the Project in a cumulative amount not to exceed 25% of the
original approved order herewith.
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PASSED, APPROVED, AND ADOPTED at a regular meeting of the City Council of the
City of Carlsbad on the 17 day of August , 1999, by the following vote, to wit:
AYES: Council Members Lewis, Nygaard, Finnila, Hall & Kulchin
NOES: None
ABSENT: None
ATTEST:
nt City Clerk
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A
July 23,1999
EXHIBIT 2
John Cahill
City of Carlsbad
Municipal Projects Manager
2075 Las Palmas
Carlsbad, CA 92009
Dear John:
We are pleased to present for your review, the product, installation and design quote fbr
the Carlsbad Administration Building. The numbers below reflect pricing discounts
based on the City of Carlsbad and the City of San Diego contracts.
First Floor
Pl-OdLlCt:
Assembly (M-F, 8-4):
Tax:
First Floor Total:
$344,569.26
$36,900.00
$29,563.87
!$411,033.13
Second Floor: Product: $481641.79
Second Floor Assembly/Carry up (M-F, 8-4): $47,550.00
Tax: $41,012.36
Second floor total/new product and assembly: !§570,204.15
Second Floor l&con:
Product:
Second floor recon/install cany up
(Friday evening/Saturday)
i:) additional Design hours based
on changes made by customer
Second floor recon total, including design:
$ 9,733.27
$ 9,607.50
$ 754.33
$10,000.00
$30,095.10
GRAND TOTAL: %1,011,33238
Ofice Pavilion
San Diego
9220 Traak Place
&n Diego, CA 92126
(619) 566-1834 (619) 566-03 74 Fax
5
Many thanks for this tremendous opportunity. We look forward to discussing this
quotation with you and continuing our service to the City of Carlsbad. Please do not
hesitate to call us if you have any questions or concerns.
Sonja Heltop
Account Executive
cc: Jill Williams
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