HomeMy WebLinkAbout9/19/2001 - STAFF REPORTS (7) DATE: September 19, 2001
TO: City Council
FROM: Director of Finance and Treasurer
PURCHASE OF MODULAR OFFICE FURNITURE FROM TRENDWAY CORPORATION IN THE
AMOUNT OF $18,963.76
RECOMMENDATION:
it is recommended that the City Council approve the purchase of modular office furniture for the
Finance Department via participation in the State of California Multiple Award Schedule(CMAS)from
Trendway Corporation in the amount of$18,963.76.
SUMMARY:
The recommended purchase would reconfigure the Business License/Cashier area of the Finance
Department in City Hall to increase the capacity from 4 workstations to 6. A list of the equipment and
furniture is attached.
BACKGROUND:
For several years,the office space of the Audit&Budget Division(formerly Office of Management&
Budget(OMB)), has been in two different parts of City Hall. The clerical functions are located next to
the Finance Department(across from the City Clerk); the A&B Manager and two Financial Analysts
have offices at the southwest corner of City Hall. This has complicated the A&B Manager's
supervisorial responsibilities, made file sharing less efficient, and reduced the Division's ability to
cover each other's job duties. The best solution is to have the entire Division in one area.
Two offices are coming available immediately adjacent to the Business License/Cashier area. To
provide space for the third Audit and Budget employee, and to provide a proper workstation for a
recently added clerical position in Business License, it is necessary to reconfigure the available
space into modular cubicles.
The existing space is approximately 795 square feet. There are four full time positions stationed
here: Business License,Cashier, Accounts Receivable, and TOT/Sanitation. The temporary clerical
position in Business License has been instrumental in increasing tax collections by more than 35%
for the first two months of the fiscal year compared to the same period last year. The area was
crowded with four positions. The addition of the temporary clerk stretched the limits of the space.
There is no good way to accommodate a sixth person without modernizing all the workstations.
The employees in this area are often the first, and sometimes the only, contact for many Palm
Springs residents paying bills or seeking information. It is important to present a professional work
environment. Reconfiguring the area will also increase the employees'efficiency and productivity. It
will also consolidate the entire Audit and Budget Division into one contiguous area.
The original estimate from a consultant on the project, The Office Smith, was over $40,000. We
reduced the cost by using some existing furniture and by having some of the reconfiguring done by
the City s Facility Maintenance Department.
SA
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The majority of the funds necessary for this project would be provided by the$15,000 fee which the
General Fund received as a result of the Finance Department's work on the recently completed
refinancing of the Housing Fund bond issue. This revenue was not included in the budget estimates
for Fiscal Year 2001-02. The balance of the funds needed would be provided by the Department of
Procurement and Contracting from funds which are already budgeted and will be redirected. No new
General Fund monies will be needed.
The Director of Procurement & Contracting, as required by Municipal Code Section 3.1.270.6, has
researched the comparative costs, values and feasibility of using other methods of acquiring the
needed furniture. The Director of Procurement & Contracting finds that sufficient competition has
been conducted to protect the public interest and the total cost of equipment and service obtained
through the State's Multiple Award Schedule is less than the City would obtain through conducting
an independent process.
The attached minute order would authorize the purchase of the necessary modular units, furniture
and equipment, including installation.
SUBMITTED BY:
Thomas M. Kanarr Harold E. Good
Director of Finance and Treasurer Director of Procurement and Contracting
APPROVED:
David H. Ready
City Manager
ATTACHMENTS: List of products
Minute Order
FROM : THE OFFICESMITH FRi: NO. 7606749E41 Sep. 10 2001 11:eORN P2
75-:a5 Sr Charlas Place.Suite A
_ Prim Desert CA 82211
Ph,760 674 2319•max:70 674.9u41
Email:Wo@oHlcesmi!h,corn
TVMCESMyryH
WQbU NWA.atticesmiih com
Fmnitutc+SelaS•pi9itln^Spxe Planninry
September 10,2001
Mn Bruce Johnson,CPPO,C.P.VL
Senior Procurement Specialist
City of Palm Springs
3200 E.Tahquitz Canyon Way
P.O.Box 2743
Palm Spruigs,CA. 92263-2743
Dear Bruce,
1 am pleased to provide the following contract price for the Trendway modular workstations per
approved design lay out. (see attached drawing.)
5 ea.7'rendway workstations including:
a, overhead storage
b. panel dividers
c, drawer aunts
d. articulating keyboard trays
e. files where specified
L seating shown is existing
Subtotal sell price 16,0.12,80
Sales tux 1,200,96
I7eL&set up 1,750.00
Contract sell price$18,963.76
Note:This product is a direct purchase from Trendway Corporation based oft CMAS special
contract pricing.Please see attached letter from Trendway_tf you have any questions or need
additional information please call.
Sincerely,
Rob Smith
Principal
"Creating office Environment,That Work For You"
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TOM KANARR'S OFFICE
Z THIS AREA WILL USE EXISTING
OFFICE EQUIPMENT & FURNISHINGS
MINUTE ORDER NO.
APPROVING THE PURCHASE OF MODULAR
OFFICE FURNITURE FOR THE FINANCE
DEPARTMENT VIA PARTICIPATION IN THE STATE
OF CALIFORNIA MULTIPLE AWARD SCHEDULE
(CMAS) FROM TRENDWAY CORPORATION IN THE
AMOUNT OF $18,963.76.
I HEREBY CERTIFY that this Minute Order, approving the purchase of modular office furniture for
the Finance Department via participation in the State of California Multiple Award Schedule (CMAS)
from Trendway Corporation in the amount of$18,963.76 was approved by the City Council of the City
of Palm Springs, California, in a meeting thereof held on the 191h day of September, 2001.
BY: PATRICIA A. SANDERS
City Clerk
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