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4.4. SR 05-19-2003City TO: FROM: DATE: SUBJECT: MEMORANDUM Mayor and City Council Pat Klaers, City Administrator May 19, 2003 Consider Furniture Proposal for Public Safety Facility Item 4.4. The Public Safety project summary (budget update as of May 6, 2003) received some discussion at the May 12, 2003, City Council meeting. The status of the contingency fund was reviewed, as it related to the possible finishing of the police second level and the upcoming furniture bids. The Public Safety budget line item for the furniture has increased during the course of this project. The original expectation was that the furniture would be very economical, as we planned to use the existing furniture from both the City Hall and Police Station for the new Public Safety Facility. Additionally, before the amount available for the project became finalized, the overall budget was very tight for the Public Safety project. The idea at that time was that only the absolutely necessary furniture would be ordered. Now that the project is nearing completion there is a better understanding of the cost to move existing furniture, to refurbish existing furniture, to purchase some new furniture (mainly for the conference rooms), and what is available in the contingency fund. In July the Public Safety furniture budget was $75,000 and this amount was adjusted to $110,000 in September. Today the estimate for moving all of our existing furniture, some refurbishing, plus purchasing and installing new furniture is approximately $146,000. Within this amount is about $12,000 for refurbishing existing chairs, which is not going to be spent at this time. Once the move is completed, we can then more closely evaluate the color scheme and the total budget and then the decision of whether to spend funds for this refurbishing can be made. Accordingly, the initial expenditure will be approximately $134,000 with the idea that we may spend up to $146,000 if all the refurbishing is necessary. Please see the attached memo from Captain Brad Rolfe for the details on the furniture plan. Recommendation It is recommended that the Council approve the expenditure of up to $146,000 for the Public Safety furniture as outlined in the attached memo. S:\COUNC IL\ Pat\2003\ Furniture.doc PUBLIC SAFETY PROJECT SUMMARY As of May 6, 2003 Description Contracts Awarded Including change Orders approved as of May 1,2003 Pending Change Orders (received not approved) Pending Change Orders (not yet received) Projected Change Orders Contracts to be awarded Fencing Irrigation AV Equipment Gravel (provided by City) Kraus Anderson Tushie Montgomery paid to date plus contract payable (excluding future additional services) Tushie Montgomery Payable Cable Security Radio Telephone F~e Data Building Permit Special Testing Engineering Builders Risk Insurance Legal Other Title Insurance Amount Notes 5,665,371.04 7 480.00 42,752.93 11 31 ,o88.0O 6 65,000.00 28,975.00 5,000.00 12,817.28 410,026.00 527,189.40 8 92,661.60 4 75,854.95 149,814.00 44,949.10 37,500.00 '16t;~00.00 ~'t 43,377.62 2 26,338.64 11,529.00 9,514.64 9 1,708.00 3 781.45 700.41 12,975.00 Subtotal 7,457,404.06 10 7,647,206.84 5 189,802.78 12 Bond Proceeds Available Balance Available Estimated Future Change Orders Balance Available after Change Orders 30,000.00 159,802.78 Second Floor Finish Gun Range Total 92,925.00 220,000.00 312,925.00 Notes: 1. Actual from TMA 5/5/03 plus $9,000 sales tax 2. Spent as of 511103 plus a $5,000 contingency. Some costs were charged to City Hall. 3. Actual premium to date $208 plus contingency of $1,500. 4. Estimate from TMA 5/1/03 5. Excludes interest earned on proceeds (approx. $27.000) 6. Estimate from TMA 5/1/03 7. Includes all site improvement costs 8. Public Safety project not charged for its share of preliminary design architectual fees totaling $75,807.38 9. Does not include preliminary Engineering totaling $23,505.34 10. Does not include tree moving totaling $7,750.00 11. From K/A Change Order Log 515103 12. All congingency expenditures will reduce the balance available. A contingency is NOT included in the project costs listed above. Finance Dept. public safety project summary:5t9/2003 City ~ I iver Police Department MEMORANDUM TO: FROM: DATE: SUBJECT: Mayor and City Council Captain Brad Rolfe 05/15/03 Public Safety Building Furniture Costs On May 6, 2003 furniture costs for the new public safety facility were submitted to the Police Chief and Fire Chief. The furniture costs included various new tables and chairs needed for the additional spaces as well as reupholstermg various existing chairs, which will be brought over to the new facility. Closer examination of FFE costs prompted a re- evaluation by police and f~re staff and consideration of other options to reduce FFE costs. On May 12, 2003, police and fire staff met with Pam Sabesta from Commercial Environments, Inc. Pam has also been working with city hall staff regarding furniture needs for the city administration portion of the building project. Purchases through Commercial Environments, Inc. are on the state contract and do not require bids. We were able to identify significant cost reductions through a combination of reevaluating specific furniture types, brands, features/finishes, and reconsideration of the need to reupholster existing furniture. New cost estimates have shown a cost savings of approximately $29,561 from original estimates. These savings include a reduction in new furniture costs and a potential additional savings of $11,247 if reupholstering furniture going to the police department is delayed and potentially deleted. Existing office chairs are in generally good shape. Reupholstering was being considered for two reasons; increased longevity (current furniture is 10 years old), and aesthetics (reupholstered furniture will match new furniture). It is the recommendation of staff that reupholstering police office furniture be delayed until after the move. At that time, a more accurate assessment can be made whether reupholstering would be advantageous or not. We are requesting that the reupholstering funds for police chairs ($11,247) be left in the FFE budget until that determination is made. Staff does recommend that the chairs being moved from the existing training room to the fire department training room be immediately refurbished do to significant wear and overall incompatibility with the new facility. This will cost approximately $4230 in materials and labor, which is in the budget. Refurbishing work will be done through Grahn's of Minneapolis. Original FFE costs were projected at $161,000. After reevaluation, FFE costs are projected at $131,439. There may be some other additional unforeseen costs that are incurred. Cost breakdown is as follows for product/materials: New Furniture (Commercial Environments,Inc/Metro Systems) $65,856 Material to refurbish training room furniture (Grahn's) 810 AV equipment (Best Buy) 2,496 Moving/installation/refurb flippers (Office Plan,Inc) 13,014 New projected FFE subtotal for product/materials $82,176 Total labor and shipping costs Sale Tax Total revised FFE $43,965 5,298 $131,439 We are requesting that the above revised FFE purchases be approved.