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05-27-2008 CC Rpt A04 , COUNCIL AGENDA STAFF REPORT CITY CLERK USE ONLY 1 =.,-3:nr.,•;...;, Meeting Date: May 27, 2008 '7,1, cu.: , ---, ,• ,,• •'=, I,,, ,: :: i',1 i 10: 2—v,:'• . 1 •-•,., •-•—. • ,•::::?"%.'•4' Public Hearing: 0 r""°"*"" Discussion Item: I:Z1( Consent Item: MAY 20, 2008 TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS FROM: CITY MANAGER SUBJECT: PURCHASE ORDER WITH TOTAL PLAN TO PROVIDE HAWORTH FURNITURE FOR THE GOVERNMENT CENTER RECOMMENDATION: Authorize Issuance of a Purchase Order, not to exceed $250,000, to Total Plan to provide Haworth furniture and office equipment for the new government Center. BACKGROUND/ANALYSIS: At the March 25, meeting the City Council selected Systems Source to provide furniture for 410 the offices and modular workstations. Staff was still evaluating chairs, conference room furniture, tables, and credenzas. City staff, Chino Valley Independent Fire District staff, LPA and the Sheriffs Department staff have reviewed many options with the same goals in mind; function, durability and cost. We narrowed our selection to dealers that offer previously-bid government purchasing programs to ensure that we are considering qualified dealers offering low prices. In an effort to obtain a deeper discount and minimize conflicts at installation time, we strive to limit the number of dealers we are working with. This is such a large order that we felt we could obtain the deeper discount and still award contracts to two or three dealers. This allows us to meet our aggressive schedule and ensures that each vendor has adequate resources to meet our needs. During the furniture evaluation and design process, both Systems Source and Total Plan demonstrated that they had the experience, breadth of products, record of service, longevity and resources to back their warranties. Systems Source had previously been selected by Council as the authorized dealer for the Knoll office systems and Gunlocke wood office furniture. Issuance of the Purchase Order to Total Plan includes chairs, conference tables, phone tables and other office equipment such as whiteboards. dipLibrary furniture is very specialized and staff is still in the process of making selections. This will be presented to the Council for issuance in June. fi li AGENDA DATE: MAY 27, 2008 PAGETWO SUBJECT: PURCHASE ORDER WITH TOTAL PLAN TO PROVIDE HAWORTH FURNITURE FOR THE GOVERNMENT CENTER REVIEW BY OTHERS: This item has been reviewed by the Finance Director and the Contract Compliance Officer. FISCAL IMPACT: This expenditure has been included in the Government Center Capital Project and is within budget. spectfully submitted, Recommended by: 11 dirO4 Do •l-s N. La Belle, City Manager Kathleen Gotch, Assistant City Manager DLB:ssr 4110 410