5.5. SR 07-22-1996ity of
AGENDA ITEM 5.5.
iver TO:
FROM:
SUBJECT:
MEMORANDUM
Mayor and City Council
Sandra Thackeray, City Clerk ~!
July 19, 1996
Furniture Proposal From Facility
Systems for Modification of City Offices
INTRODUCTION:
The City Council was recently informed of the need to restructure
some of the City offices. The purpose of restructuring is to separate
the building and zoning departments from the planning department.
It is felt that there is too much congestion and confusion at the
planning/building window, especially with the number of building
permits that are issued on a daily basis.
PROPOSED MODIFICATIONS:
Separate the planning department from the building
department. The building department will remain where it is
and the planning department will move to the
administration/finance section of city hall. It is proposed to
build four additional free-standing workstations. The
workstations will accommodate the planning secretary, the
planning assistant and the planning intern. This will leave one
free workstation.
Move the city planner and city engineer offices directly across
from the workstations. The city planner's office will be
furnished with Herman Miller furniture and fixtures.
Furniture and fixtures from the Economic Director's office will
be used to furnish the city engineer's office.
The reception area will be modified to accommodate people
who request assistance from the planning department. These
people will be greeted by the city receptionist who will then
contact a planning employee to come up to assist the
individual.
13065 Orono Parkway · P.O. Box 490 · Elk River, MN 55330 · (612) 441-7420 · Fax: (612) 441-7425
Staff mailboxes will be moved from the front reception area to
the copy room. With the addition of a planning window, the
reception area will be more congested. To eliminate confusion
in this area, it is proposed to move the mailboxes to the copy
room.
Th~ere will be an additional work area adff~d to the building
department to accommodate the housing inspector.
It is also proposed to move Paul Steinman's furniture to an
empty office for the City Engineer and to re furnish Paul's
office with Herman Miller furniture from facility systems.
PROPOSED COST:
The proposal received from Facility Systems for the above
modifications is as follows:
PROPOSED MODIFICATION
SELL PRICE
LIST PRICE
PLANNING DEPARTMENT
(consists of constructing four
modular offices, equipment, lighting,
electricity, and office furniture)
$17,551
$43,841
COPY ROOM.
(consists of moving mailboxes from
reception area to copy room)
657
1,557
DIRECTOR OF ECONOMIC DEVELOP
(consists of furnishing office)
2,027
4,819
RECEPTION AREA-
(consists of adding an area to receive
public for planning assistance)
1,501
2,988
BUILDING AND HOUSING
(consists of adding a work station and
furniture for housing inspector)
1,554
3,341
CITY PLANNER
(consists of furnishing office)
5,047
11,433
TOTAL ~ 67.979
Staff has been working with Facility Systems on the above proposed
modifications. Facility Systems offers the Herman Miller line of
modular furnishing through the State Purchasing contract. By
working through the State Purchasing Program the City can avoid
the bidding process and yet can be assured of receiving quality
furnishing at a very reasonable price.
Council should note that the majority of the cost for these
modifications is for the addition of four modular offices. This
includes furniture, fixtures, walls, electrical work and installation of
all furniture, fixtures and equipment. In essence the city is
constructing 4 new offices, furnishing 7 workstations and modifying
two workstations. If the city was not enrolled in the State
Cooperative Purchasing contract, these modifications would cost
$67,978.93. Staff feels that city is receiving an excellent quality of
furniture for a very good price. Council should also note that the
Herman Miller furniture is the furniture that was installed in the
city offices during the time of original construction.
Funding for this anticipated expansion of office space was planned
during the initial building of the city hall. Staff recommends that
Council authorize the expenditure of funds to complete the proposed
modifications as stated in this memo.
COUNCIL ACTION:
Council motion to authorize the expenditure of funds to complete
the proposed modifications as stated in this memo.
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