HomeMy WebLinkAboutTR-82-87 TOWN OF NEWCASTLE
,t REPORT File #
Res. #
-- �. By-Law #
MEETING: COUNCIL MEETING
DATE: October 26, 1987
REPORT #: TR-82-87 FILE #:
SUB,ECT: NEW ADMINISTRATIVE FACILITY - SYSTEMS FURNITURE
RECOMMENDATIONS;
It is respectfully recommended to Council the following:
1. That this report be received; and
2. That staff be authorized to advertise and call Tenders for the supply,
design, installation and delivery of systems furniture, as required for
the New Administrative Facility; and
3. That the required funds, estimated to be $120,000.00, be included in the
1988 Capital Budget.
BACKGROUND AND COMMENT:
With the anticipated completion date of the New Administrative Facility rapidly
approaching, the furniture requirements for all Departments must now be addressed.
It is proposed that systems furniture be installed in the General Office areas for
each Department (Treasury, Community Services, Public Works, Planning and Clerk's) .
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TB-82-87
NEW ADMINISTRATIVE FACILITY - SYSTEMS FURNITURE WORKSTATIONS
The advantages and benefits to be gained from such a system are as follows:
l. moveable walls achieve efficient use of space.
3. Design helps employees work more effectively and productively by
minimizing distractions.
3. Adaptable to growth and change. Workstation size, shape and
furniture configuration can be modified to meet the needs of new
tasks and/or new people.
4. Acoustical panels make the office a quieter place by blocking and
absorbing sound.
5. Gives an aesthetically pleasing office environment to compliment the
new building.
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The estimated cost to complete this project is $120,000.00 and it is recommended
that the required funds be included in the 1988 Capital Budget.
For comparison purposes, the Tender call will be based on the supply, design,
delivery and installation of approximately thirty (30) workstations, as per the
attached sketch. Bids will be evaluated on price, quality, aesthetic, flexibility,
maintenance and service. 07oo actual award of the Tender, the company awarded the
contract will dm a tbnznugb study of each Department's needs. At that point, office
layout, onIoozo, type of work surface, ebeIniugv etc. , will be decided and a final
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design plan will be prepared for staff approval. The Tender award will be based on
an estimated cost that will be somewhat higher than the actual cost. Cost savings
will be realized once the design drawings have been completed by a professional
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designer. The number of components and total cost for each workstation will then be
adjusted accordingly. |
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The alternative to this approach, would be to have o professional design the lay-
out of the workstations prior to the Tender being issued. Bovxsvez' in order to |
ensure that the design complements the obnaeo manufacturer, it is advisable to have �
the company aolpIyimJ the product also to do the design. �
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TR-82-87
NEW ADMINISTRATIVE FACILITY - SYSTEMS FURNITURE WORKSTATIONS
Due to the time required to complete a project of this nature, it is recommended
that staff be authorized to call for Tenders, as soon as possible, in order that an
award recommendation may be made to Council no later than December 14, 1987. An
estimated time schedule is as follows:
November 2, 1987 Tender advertised and issued
November 16, 1987 Tenders close
November 23 - November 25, 1987 Tenders reviewed and evaluated
November 25, 1987 - December 4, 1987 Verbal presentations to Department Heads by top
three (3) bidders representing three (3)
different manufacturers
December 14, 1987 Recommendations to Council for Tender award
December 15, 1987 - January 8, 1988 Installation and design drawings prepared
January 13, 1988 Order placed
January 13, 1988 - March 9, 1988 Eight (8) weeks manufacturing time
March 14, 1988 Installation to commence with completion by
March 31, 1988
It should be noted that the purpose of this Tender is to address the workstation
requirements for the General Office areas only. All other furniture and equipment
requirements will be addressed at a later date.
Respectfully submitted, Recommended for presentation
to the Committee,
I
i
/)1".R.' Blanchard, Lawrence .E Kotseff,
Treasurer. Chief A% istrative Officer.
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