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Item 4DCITY OF SOUTHLAKE MEMORANDUM (November 28, 2018) To: Shana Yelverton, City Manager From: Sharen Jackson, Chief Financial Officer Item 4D Subject: Authorize expenditures with M.T. Casey & Associates for cubicles in the Finance department, in an amount not to exceed $70,000 Action Requested: Authorize expenditures with M.T. Casey & Associates for cubicles in the Finance department, in an amount not to exceed $70,000. Background Information: With the opening of Champions Club, the Community Services Department will be relocating staff from Town Hall to the Marq. This will allow the City to relocate a couple of departments of Finance and Human Resources. In the FY 2019 adopted budget, City Council allocated funds to complete the space reconfiguration and relocation of the departments within Town Hall. The project, referred to as the Town Hall Space Reconfiguration Project, includes the remodeling of Suites 420 & 430 to convert the space from the Library Administration offices to the new Finance & Technology Services Department. In 2006 the City conducted a space needs analysis for each of the departments. This study provided projected office space requirements for 2016 and 2026. Currently the Finance Department has its administrative staff split between two different office spaces on the 4th floor. With this remodeling initiative all of the administrative staff in the Finance Department will be able to co -locate together in the same office suite. This new office suite will be on the 4th floor where there is currently several different office spaces shared by Community Services, Finance, and the Library administrative staff. This new office suite location will put the Finance Department in line with the office space study. The existing cubicles in Suite 440 will remain and will be utilized by the Office of Marketing & Communications (OMC) which will be moving into this suite once the Finance Department relocates to the reconfigured space in Suites 420 & 430. Page 1 of 2 Item 4D Financial Considerations: The City's purchasing policy for the cubicles is met through the National Joint Powers Alliance (NJPA) Contract #031715-KII. The NJPA purchasing contract for furniture and storage solutions is valid through April 9, 2019. Funding for the cubicles is available in the TIF Operating Expense Budget as part of the FY 2019 Town Hall Space Reconfiguration Project. Strategic Link: The item relates to the City's strategy map focus area of Performance Management & Service Delivery. It specifically relates to the City's Corporate Objectives of (F2) Invest to provide and maintain high quality public assets and (132) Collaborate with select partners to implement service solutions. Citizen Input/ Board Review: N/A Legal Review: None Alternatives: The City Council may approve or deny these expenditures. Supporting Documents: M.T. Casey & Associates Proposal Staff Recommendation: Authorize expenditures with M.T. Casey & Associates for cubicles in the Finance department, in an amount not to exceed $70,000. Staff Contact: Sharen Jackson, Chief Financial Officer Cristina McMurray, M.P.A, C.P.M, Deputy Director of Public Works Page 2 of 2 1 211 4120 1 6 Nafional Joint Powers Alliance:: KI }come > Cooperative Purchasing >Contracts - Generai >Furniture and Storage > IQ Furnishing Knowledge® Overview Contract Documentation Pricing Marketing Materials NJPA Contact Information HOW TO PURCHASE Our step-by-step guide Vendor Contact Info Mark Waldecker - Education Orders Direct Phone: 800-454-9796, Ext. 3508 mark.waldecker0ki.com www.ki.co_m Randy Hoople - Government Orders Direct Phone: 800-454-9796, Ext. 2630 randy,hoopleCf ki.conn www,ki.com I Contract#: 031715-I4] Category: Furniture and Storage Description: Furniture& Storage Solutions Maturity Date: 04/09/2019 JpA�A`" CONTRACT Furniture is the foundational building block of a quality working and learning environment. Seating must be comfortable and durable. Work surfaces must be adequate to specific tasks—such as note -taking or laptop and computer use. Beyond these functional aspects, the environmental Image portrayed correlates to the perception of your performance expectations. We call on our extensive knowledge of public and private sectors to deliver efficient, ergonomic furniture that enhances any environment and fits any budget. Our furniture portfolio includes office furniture such as: movable walls, desking & storage systems, conference and training tables, task chairs, healthcare furniture, lounge seating, multiple seating, filing cabinets and dormitory furniture. http://www.nj pacoop.orglcooperative-purchasi nglcontracts-generallstorageIO31715-ki it 111 M.T. CASEY rc & ASSOCIATES ""06 9523 VIEWSIDE DRIVE DALLAS, TEXAS 75231 (214)553-0028 FAX (214) 553-8535 w Fscliffi a Planning - Commends! Furnlallinp r Attn DATE: 0y" " d -qA W 19 2703 F.O.B. PHONE FAX QUANTITY DESCRIPTION UNIT PRICE TOTAL PRICE /' 'CL�LO"l�L+t'iy �IfDL'I� Aj au o � � $� C.e.LC Oyt ice' C' WE ARE PLEASED TO SUBMIT THIS QUOTATION FOR YOUR APPROVAL. THIS QUOTATION IS GOOD FOR 30 DAYS. M.T. CASEY C JI & ASSOCIATES °"O° 9523 VIEWSIDE DRIVE DALLAS, TEXAS 75231 (214)553-0028 FAX (214) 553-8535 DATE: of, w 1 U QLUMNO.: 2703 PHONE QUANTITY DESCRIPTTIO/N%/�' UNITPRICE TOTAL PRICE /� LI.CK✓1R.A� o-� 64D ,Q, D 39oP3o-,I- Y �V 4YW�i�(f • �/V�/ • K! ® ' P Alit, GZGC c���J 144tl-jzll�. a rGvC CS Te si L) WE ARE PLEASED TO SUBMIT THIS QUOTATION FOR YOUR APPROVAL. THIS QUOTATION IS GOOD FOR 30 DAYS.