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HomeMy WebLinkAbout06 - Civic Center FF&E��WPpRT CITY OF NEWPORT BEACH c9� FERN'" City Council Staff Report Agenda Item No. 6 June 26, 2012 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Public Works Department Stephen G. Badum, Public Works Director 949 - 644 - 3311, sbadum(a)newportbeachca,gov PREPARED BY: Jamie Hook, PW Finance /Administrative Manager Stephen G. Badum, Public Works Director APPROVED: TITLE: Newport Beach Civic Center and Park Project — Approve Purchase of Civic Center FF &E (Millwork, Systems Furniture, and Ancillary Furniture) ABSTRACT: Staff is requesting the approval and funding for the next phase of the Newport Beach Civic Center Project which involves the purchase of furniture, fixtures and equipment (FF &E) including millwork, systems furniture and ancillary furniture for the new City Hall. N x6141 if, I 1 T 1 121 ► I b7_ A Ire] i! I ;9 1) Approve the purchase of millwork furniture from Montbleau and Associates, Inc. for a not -to- exceed price of $642,590.00; purchase of systems furniture from Interior Office Solutions, Inc. (IOS) for a not -to- exceed price of $898,500.00; and purchase of ancillary furniture from Pivot Interiors, Inc. for a not -to- exceed price of $1,083,491.65. The total cost for these purchases is $2,624,581.65, including applicable sales tax. Authorize the City Manager to execute purchase agreements with Montbleau and Associates, IOS and Pivot Interiors, Inc. in a form reviewed and approved by the City Attorney. 2) Establish a budget of approximately 5% of the FF &E total agreements ($130,418.35) as FF &E contingency for unforeseen costs and authorize the City Manager to execute amendments as needed to complete the project. Newport Beach Civic Center and Park Project — Approve Purchase of Civic Center FF &E (Millwork, Systems Furniture, and Ancillary Furniture) June 26, 2012 Page 2 3) Approve Budget Amendment No. 12BA -040 appropriating $2,755,000 from the FY 2013 Major Facilities fund balance reserves to Account No. 7410- C1002033 to fund the purchase of millwork, systems furniture and ancillary furniture. FUNDING REQUIREMENTS: Upon approval of the budget amendment, sufficient funds will be available in Account No. 7410- C1002033 for the purchase of millwork, systems and ancillary furniture. A contingency is recommended for unforeseen expenses and adjustments as fine tuning of furniture needs is identified and unexpected conditions are encountered. DISCUSSION: Construction of the Newport Beach Civic Center is progressing on schedule. Public use of the Council Chambers will be ready by December and transition of staff and operations from the existing City Hall to the new Civic Center will take place in early 2013. The project's architect, Bohlin Cywinski Jackson (BCJ) has been working with staff since April 2010 to design and prepare for the most effective use of space for City staff and the public. Design guidelines aim to provide the best level of service to the public, meet the current and future space needs for staff and the public and incorporate features to maximize the efficiency and effectiveness of City operations for the provision of quality service. Further emphasis was placed on cost effectiveness, durability, design integrity, maintenance and life -cycle cost. The purchase of furniture, fixtures, and equipment (FF &E) is a major investment and must also be consistent with City's design guidelines for the Civic Center. The FF &E selection process took more than eight months to complete following 18 months dedicated to inventorying and analyzing space needs for staff and public areas. The recommended purchase agreements will provide furniture and furnishings for Council Chambers, Community Room, Permit Center, Customer Service Center, nine reception areas, Command Center, 240 staff work areas, 13 conference rooms, Transportation Management Center, ten copier /work areas, eight plan /file rooms or vaults, two computer rooms, ten teaming areas, staff break room and quiet lounge, mother's room and five balconies. The resulting selection process focused on balancing cost, quality, ergonomics, sustainability, and effectiveness in creating a value driven professional and efficient workplace. Staff believes the cost for the FF &E package is favorable given the quality stipulated for this project. In fact, the proposed FF &E cost per employee for the City of Newport Beach is comparable to the new Civic Center constructed by the City of Laguna Niguel. Additionally, the Newport Beach package includes all the furniture for a significant number of public areas listed above. Newport Beach Civic Center and Park Project — Approve Purchase of Civic Center FF &E (Millwork, Systems Furniture, and Ancillary Furniture) June 26, 2012 Page 3 Current Furniture Collection The City has a conservative history regarding the purchase of furniture over the years. There are many pieces that are over 30 years old and are still in operation. Furniture purchases in the last ten years have averaged about $25,000 per year, not including minor remodels and the addition of mobile trailers at the current city hall site, representing less than 7% of all inventoried furniture owned by the City. In recent years, City purchasing staff has been very careful to minimize purchases knowing that we will move soon, spending an average of $6,250 annually in the last four years. The current furniture collection is a mixture of pieces from various eras and in a range of conditions that would not be appropriate in the new Civic Center. Therefore, staff is recommending that only computers, the phone system, and some specialized equipment be moved into the new facility. The existing collection could be repurposed in other City facilities, auctioned, or, in the case of furniture at the end of its lifecycle, scraped or recycled. DESIGN PROCESS: BCJ re- evaluated workspace needs of every position within the City organization by inventorying the storage and work needs for each staff person by department. The original assessment was conducted in April of 2010 to confirm the design of the Civic Center would adequately meet the needs of the City. The second round of this process was conducted in conjunction with the City's efforts to streamline city functions, such as the new creation of the Permit Center and recent efforts to right size the organization. An Interaction / Mobility Matrix was created to design the work styles for open workstations and private offices based on how much a person interacts with other people and how much mobility or desk time a person maintains throughout a typical workday. On the matrix, a designation of 1 is the least mobile and least interactive work style. This employee needs the greatest amount of storage and surface work area - multiple credenza units and large desk returns (e.g. an engineer or planner.) A designation of 6 is the most mobile, least office interactive person (e.g. a field inspector who comes into the office with his /her laptop and is out in the field most of the day.) Each staff position was assigned a work style designation. All positions were categorized within one of the six types. This matrix became the basis of the furniture design coupled with the City's criteria of meeting project goals. Furniture Components The exterior of the Newport Beach Civic Center is comprised of a "curtain wall" of glass and aluminum structural members. In addition to being welcoming for the public and staff alike, the design allows all occupants to enjoy ample natural light and air. To further allow all staff access to these amenities, enclosed offices are located primarily within the interior of the building. Conference rooms, teaming areas, and walkways are Newport Beach Civic Center and Park Project — Approve Purchase of Civic Center FFRE (Millwork, Systems Furniture, and Ancillary Furniture) June 26, 2012 Page 4 located along the building's perimeter to allow more people to enjoy the views from both inside and outside of the building. The Newport Beach Civic Center will not be a Dilbert- styled cube farm. Rather, the Newport Beach Civic Center was intentionally designed to showcase urban modern elements of openness, clean lines and a sense of collaborative place where professional work can be conducted. Work stations in the open floor areas are comprised of millwork and systems furniture. Offices primarily use systems furniture arranged for either greater interpersonal work or concentrative or analytical work. Ancillary furniture is necessitated throughout the buildings for staff and public areas. Millwork Furniture: BCTs concept for the open work space is unique yet cost effective. Typical open work space design uses systems panels that have built in electrical, structural, and acoustic elements. These panel systems are costly and often produce that stereotypical "cube" feel. Rather than specifying systems panels, the architectural team devised simple desk "spines" (carpentered or milled pieces) that pairs with the systems furniture for an open and professional look without the higher cost of panel based systems. A typical desk unit is 22 feet long and accommodates 2 to 3 people with various system furniture pieces. The desk unit is anchored to the raised floor but can be moved easily for future reconfigurations. Other milled pieces include some cabinetry and carpentry in storage rooms, centralized work areas, layout tables and the City Council office /conference room. Within the current construction contract, C.W. Driver has subcontracted for the non- furniture millwork with Montbleau and Associates, Inc. This firm is currently fabricating the Permit Center and Customer Service Millwork Furniture Center counters; the built in end cap storage units within each bay; the Council Chambers dais; the Library checkout desk; and various miscellaneous service counters /storage units throughout the buildings. To maintain a consistent look and feel for the millwork throughout the project, staff recommends that Council award a purchase agreement with Montbleau and Associates, Inc. for millwork furniture in the total amount of $642,590. Staff, BCJ, and C.W. Driver have reviewed the proposal from Montbleau and Associates, Inc. and believe that the materials and labor costs are consistent with the bid costs of the greater Civic Center project and represent the option with the greatest value over other options considered. Systems Furniture: Systems furniture includes interchangeable, modular kit of parts that are easily assembled and portable. Systems furniture offers flexibility, allowing for varying furniture layouts as needs change and evolve. This category includes desk returns, credenzas, storage units, shelving units, file units and privacy panels. These Newport Beach Civic Center and Park Project — Approve Purchase of Civic Center FF &E (Millwork, Systems Furniture, and Ancillary Furniture) June 26, 2012 Page 5 components can be assembled in a multitude of ways to create both concentrative and collaborative environments meeting the needs of its users as determined from the work space matrix. Based upon the results of the selection process, it is recommended that Council award a purchase agreement with IOS for systems furniture in the total amount of $898,500. t Systems Furniture — Directors Office Systems Furniture — Workstation Ancillary Furniture: Task chairs, desk chairs, side chairs, lobby area furniture, conference room tables and chairs, soft seating for teaming areas, and outdoor furniture are considered ancillary furniture. The selection of ancillary furniture is more difficult because of the inability to perform direct comparisons between products. Ancillary furniture for each space is specified by function and use. For example, a desk chair would need to be the most adjustable, comfortable, and ergonomically designed because this piece would be more fully utilized by an employee for the entire day, whereas, a visitor chair does not need to be adjustable and only needs to be comfortable for short durations and compatible with the overall design of the project. BCJ proposed several variations for each functional piece and each firm was given the opportunity to bid on any or all pieces. The City's ergonomics consultant also reviewed and commented on the recommended slate of products. The proposal from Pivot was deemed as the best price and most complete. Staff recommends that Council award a purchase agreement with Pivot Interiors, Inc. for ancillary furniture in the total amount of $1,083,491.65. Arne 3uo6san for rrux Hansen Series 3700 ;VU- AY4,moA•[or L I,nnrM�wun4,a,x Nat Harman Miller Aeron Ancillary Furniture — Sampling Newport Beach Civic Center and Park Project — Approve Purchase of Civic Center FF &E (Millwork, Systems Furniture, and Ancillary Furniture) June 26, 2012 Page 6 SELECTION PROCESS: To achieve the project's purpose to balance cost, quality, durability, ergonomics, sustainability, and effectiveness in creating a professional and efficient workplace, staff pursued an extensive qualifications -based selection process leveraged with the utilization of competitively bid government purchasing contracts. Discount rates as high as 85 percent off standard list rates for certain products have been achieved using this selection process. BCJ's interior design specialists researched reputable firms that had furniture lines that would be compatible with the building's design. More than 20 vendors were initially considered including suppliers that have registered online as firms interested in doing business with the City. The following seven vendors and their respective furniture lines were selected from the initial review of possible product lines. • Herman Miller - Canvas • Haworth - Planes / Compose or RBB • Allsteel - Stride • Teknion - District • Steelcase - Answer • Knoll - Reff or Dividends • Kimball The next step in BCTs review was to evaluate the vendors on the basis of their experience, locally available dealerships, references, and ability to participate in government bid pricing programs. This process narrowed the vendors to four with their associated Orange County dealers. Manufacturer Local Dealership Allsteel CBI Haworth Interior Office Solutions Herman Miller Pivot Interiors Teknion OM Workspace City staff and the BCJ design team then conducted manufacturer showroom visits for each manufacturer and dealership. Each prospective company provided a full presentation including the company's history, past projects and experience, a review of the proposed systems furniture line, and information on the company's ability to participate in government purchasing programs. Each manufacturer and dealership was scored by the evaluation team using a Furniture Evaluation Checklist and Report Card. Next, each firm was invited to provide preliminary pricing. Each firm was judged on pricing and ability to meet the City's budget, ability to meet the dimensions and specifications of the workspace design, and ability to participate in government purchasing programs. Based upon this assessment, Allsteel was eliminated from the process. The remaining firms were invited to construct full sized mock -ups of the standard department head office and work station and submit samples of ancillary Newport Beach Civic Center and Park Project — Approve Purchase of Civic Center FF &E (Millwork, Systems Furniture, and Ancillary Furniture) June 26, 2012 Page 7 furniture. BCJ revised its drawings and specifications to standardize all offices, work styles, and storages to minimize custom pieces and provide a level playing field to promote fairness and competitive pricing. The finalists were then asked to submit revised preliminary pricing based on BCJ's standardization exercise for systems furniture and preliminary pricing for ancillary furniture. Upon completion of the mock -ups and ancillary furniture submittals, City staff worked with the design team to select furnishings for public areas, offices, workstations, and storage areas. Additional input was received from the Executive Management team, Building Committee members and the City's ergonomics consultant. The following criteria was used to rate each firm's proposal and products to achieve the final rankings. • Operational /Installation Experience of the Proposing Firm • Qualifications of the Proposing Firm • Quality of Construction of Product Line of the Proposing Firm • Proposer's Demonstrated Understanding of the Project and Methodology • Overall Responsiveness of the Proposal Proposed Project Costs Mock up Review of Office Systems Furniture and Ancillary Furniture City Staff Assessment of Office Systems Furniture and Ancillary Warranties • Proposing Firm Client References A summary of the scoring tabulation for systems furniture is as follows: Criteria IOS Haworth Pivot Herman Miller OM Workplace Teknion Firm Qualifications 5 5 4 Service Experience/ References 5 5 4 Quality of Products/ Construction 5 5 4 Quality of Products/ Fit and Finish 5 4 3 Cost 4 4 5 Staff Assessment 4 2 ID Warranties 4 4 3 Res onsiveness 5 5 5 Total 37 35 28 The above process complies with the administrative procedures set forth in Council Policy F -14 for a qualifications based selection process. Proposals were evaluated on criteria listed above. At the conclusion of the process, IOS was identified as the top - qualified vendor to provide high quality systems furniture and Pivot Interiors was selected to provide the ancillary systems furniture. Montbleau and Associates is recommended as a single source vendor for millwork. Newport Beach Civic Center and Park Project — Approve Purchase of Civic Center FF &E (Millwork, Systems Furniture, and Ancillary Furniture) June 26, 2012 Page 8 City purchasing policy allows exception to competitive bidding when goods or services have been competitively bid by another federal, state or county government. To ensure best value pricing, the evaluation team utilized government bidding contracts (GSA Contract and U.S. Communities Contract) which effectively allow the City to take advantage of previously competitively bid projects by other public agencies for similar products and then negotiated best and final prices. BCJ has issued Notice of Intent to Award to Pivot Interiors, Inc. for Ancillary Furniture by Herman Miller and Interior Office Solutions, Inc. for Haworth Compose Product Line Systems Furniture. Approval of the recommended purchase agreements will allow just in time delivery of furniture for the Civic Center project. Development of purchase recommendations and funding for library furnishings, technological equipment and moving expenses is still underway and will be presented to City Council in coming months. ENVIRONMENTAL REVIEW: Staff recommends the City Council find this action is not subject to the California Environmental Quality Act ( "CEQA ") pursuant to Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly. NOTICING: The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item). Submitted bv: Attachments: A. Budget Amendment B. Montbleau Millwork Pricing Spreadsheet C. Interior Office Solutions Systems Pricing Spreadsheet D. Pivot Interiors Ancillary Pricing Spreadsheet ATTACHMENT A n City of Newport Beach NO. BA- 12BA -040 BUDGET AMENDMENT 2011 -12 EI CT ON BUDGETARY FUND BALANCE: Increase Revenue Estimates X Increase Expenditure Appropriations AND Transfer Budget Appropriations SOURCE: from existing budget appropriations from additional estimated revenues X from unappropriated fund balance EXPLANATION: This budget amendment is requested to provide for the following: AMOUNT: $2,755,000.00 Increase in Budgetary Fund Balance X Decrease in Budgetary Fund Balance No effect on Budgetary Fund Balance To increase expenditure appropriations from the Civic Center Fund unappropriated fund balance to purchase the Civic Center furniture, fixtures, and equipment (FF &E). ACCOUNTING ENTRY: BUDGETARY FUND BALANCE Amount Fund Account Description Debit Credit 410 3605 Civc Center Fund - Fund Balance $2,755,000.00 RL JUE ESTIMATES (360 1) Fund /Division Account Description EXPENDITURE APPROPRIAT IONS (3603) Signed: o I ncial Ap o al: Finance i r Date Signed: (o ZL ( Admin—lWaOe Approval: City Manager Date Signed: City Council Approval: City Clerk Dale Description Division Number 7410 Civic Center Fund Account Number C1002033 Civic Center FF &E $2,755,000.00 Division Number Account Number Division Number Account Number Division Number Account Number Signed: o I ncial Ap o al: Finance i r Date Signed: (o ZL ( Admin—lWaOe Approval: City Manager Date Signed: City Council Approval: City Clerk Dale ATTACHMENT B r. MONT$LEAU and ASSOCIATESINC ARCta7ECTURAI, WOODWORK Proposal Date: 5/29/2012 To: Bohlin Cywinski Jackson 49 Geary Steel Suite 300 San Francisco, Ca 94108 Attn: Lena Shah Re: Newport Beach Civic Center FF &E Revised 5 -29 -12 Plans dated: 3/612012 Architect: Bohlin Cywinski Jackson Addenda: 5/16/2012 Spec. Manual: The following are the specifications and estimates for the above referenced proposal: Open Workstations T: 415- 989 -2100 F: 415- 989 -2101 E: schallow @bci.com ST -1/1 -8 48 "h Work station with Countertop (42 units total) B -A WD -1 945 If $340,393 ST -1/1 -8 48 "h Work station with Countertop (9 units total) B -B WD -1 112.5 If $40,523 ST -1/1 -8 48 "h Work station with Countertop (8 units total) B -C WD -1 80 If $28,816 ST -1/1 -8 48 "h Work station with Countertop (5 units total) B -D WD -1 100 If $36,020 ST -1/1 -8 48 "h Work station with Countertop (8 units total) B -E WD -1 120 If $43,224 ,2,4 Casework Type W -A - Area 1120 Casework Type W -D - Area 1018 Board Bulletin Board (paper display rail by others) Room Casework Type W -F Ating & Work Area Rm 1055 24 "h x 12 "d open upper cabinet in PL Drawing Storage Cabinet - 2/12,14 Casework Type W -E Active File Rm 1155 ST -4/2 -4 Drawing Storage Cabinet W -A WD -1 2 ea W -D WD -1 1 ea D -A WDA ti ea W -F WD -1 1 ea SH -4 PLA 181f ST -2 FLA 4.51f W -E WD -1 1 ea SH -1 FLA 31.51f $6,747 $2,616 $19,204 $2,006 $3,014 $4,053 $2,462 $28,368 File Vault Rm 1156 ST -4/5 Drawing Storage Cabinet SH -1 PLA 9 If $8,105 24 "h x 12 "d open upper cabinet in PL SH3 PLA 15 If $2,511 24 "h x 12 "d open upper cabinet in PL SH-4 PLA 24 If $4,018 ST- 2/12,14 Casework Type W -G W -G WD -1 1 ea $2,172 Check Review 1207 12,14 Casework Type W -1 Plan File Rm 2052 ST -3/6 -9 24 "h x 18 "d open upper cabinet In PL IST-3/6-9 24 "h x 18 "d open upper cabinet in PL ST- 3/16,18 Drawing Storage Cabinet W -1 WD -1 1 ea $2,172 SH -6 PL -1 21 If $5,371 SH -5 PL -1 7.51f $1,918 ST -2 PL -1 41f $3,602 555 Raven Street, San Diego, CA 92102 IT: 619 263 -5550 IF: 619 263 -5551 /CA Llc # 617734 NV # 0064001 Mi&t- 121Newpon 8ead1 Civic Center FF &MMewpen Beach FFBE Revised 5-2412 Page 1 Of 2 MONTBLEAU and ASSOCIATESiNc Alton FECTVRAI. WOODWORK Proposal ST- 3117,19 Presentation Board Storage Cabinet ST -1 PL -1 4.5 If $1,041 24 "h x 18 "d open upper cabinet in PL w /vertical parlion S -C PI -1 8.5 If $2.174 File Rm 2055 ST- 3/10 -13 24 "h x 12 "d open upper cabinet in PL SH -3 PL -1 22.5 If $3,767 24 "h x 12 "d open upper cabinet in PL SH-4 PL -1 27 If $4,521 24 "h x 12"d open upper cabinet in PL SH -2 PLA 2.33 If $390 Records Rm 2056 ST- 3110 -13 24 "h x 12 "d open upper cabinet in PL SH -3 PL -1 10 If $1,674 24 "h x 12 "d open upper cabinet in PL SH -4 PL -1 12 If $2,009 rrafic Management 2155 Casework Type W -C W -C WD -1 1 ea $2,614 Room 2018 Casework Type W -H W -H WD -1 1 tm $2,388 Dpen Work Area 2216 3T- 2R,8,11 Casework Type W -B W -B WD -1 lea $2,975 Sub - Total: Sales Tax (On Taxable Components): Project Total: 555 Raven Street, San Diego, CA 92102 / T: 619 263 -5550 / F: 619 263 -5551 /CA Lie # 617734 NV # 0064001 M:\ESI- 121Newp0n Beach Civic Center FFBEINevipod Beads FFSE Revised 5 -29 -12 Page 2 of 2 $610,868 $31,722 $642,590 ATTACHMENT C ,r NBCH FF&E SYSTEMS BID PACKAGE MATRIX - 06/01/2012 Final Furniture and Furnishings list has been created by Behlin Cywirald Jackson and confirmed by Newport Beach City Hall. interior Office Solutions (IOS) to provide model numbers, pricing, and verify all quantities stated DIMENSIONS BAY Dry TOTAL 9' -0" 0 iE"' ' " ' * ' - ' ' ' ' ' - -------- ..... . ..... . . ...... 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PS DESKTOP 24" 1/2" -3- ............. . . 6" 29 .FIIe, Lateral, 2Drawer 3.01"W - ------ ------------- 57 -- — ----- - - ------ --- File, Lateral, 2Drawer 30" W -1 1 1 20" 27" L into a wood maple b... NOTES .FIIe, Lateral, 2Drawer 3.01"W - ------ ------------- 57 -- — ----- - - ------ --- File, Lateral, 2Drawer 30" W -1 1 1 20" 27" L into a wood maple b... NOTES ATTACHMENT D NBCH FF &E ANCILLARY BID PACKAGE MATRIX- 06/13/2012 Real FemPvll and Fumishln alW Ma been xxletl hr again MtinSW Aekmn aMCenhmlea by Newport Bret CAy Han FNOr ImerbnwproW0.uWe1 mlmbel5 peiei� aM VxHy allgueMAeaamtM -a m -NS BpY QW iUIPL IF COMM IF LTION COMM I Cvtvnded TASI HEM DaCtIal ole MANUCACNOEA SAME MOOELp fABPK /NN6N W O X SM I. SH IC 1D 1E IC RM CH lq 38 2C W lE CEMFR QTY unpro Blxgunled Pdce DHCaunled Price _ NOR! 1 M •• 288 _ .. l 5555,)2 $i6o oA139 •,� CAai T k Herman Mllkr Aeron �- -. .. 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