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TO: Mayor Robert J. O’Connor
FROM: James Dahl, MIS Director
DATE: December 1, 2016
SUBJECT:
Request for authorization to purchase office furniture off of GSA contract from Groupe Lacaase, LLC for the MIS Division in an amount not to exceed $75,000.00.
PURPOSE:
In support of remodeling MIS Division office space, furniture costs were estimated to be $40,000.00. However, quoted pricing through GSA contract came in at $70,883.81.
BACKGROUND:
On October 11, 2016 City Council passed resolution R16-317 in the amount of $347,795.00 for the remodel of MIS offices. This approval included $40,000.00 for office furniture.
DISCUSSION:
Central Services and MIS contracted with Anne McCourtney Interiors to work with the City to design the furniture layout, identify functional furniture, and work with manufacturers on furniture selection. Ms. McCourtney worked with Central Services and MIS to select furniture that maximizes workspace efficiency and is conducive to an appropriate IT work environment.
Budget planning for this project was done in 2015. Since that time there have been changes in MIS staffing needs. Changes include the need for two additional offices, and the conversion of temporary workstations to permanent cubicles. These changes have increased furniture costs.
Anne McCourtney Interiors has provided a GSA quote from Groupe Lacasse LLC in the amount of $70,883.81. With the potential for incidental costs MIS is requesting a not to exceed amount of $75,000.00. This equates to just under a six-percent contingency.
Funds are available in accounts 101-1232-419.61-41 and 340-1232-419.61-41, and have been carried over to MIS' 2017 budget.
The purchase will be made off of GSA contract (Federal Supply Schedule - FSC Group 71, Part 1, Contract Number GS-29F-0105G).
The Finance Department has been contacted to ensure that neither Anne McCourtney Interiors nor Groupe Lacasse LLC have outstanding debt with the City.
Copies of the quote, furniture/cubicle pictures, 2D and 3D floor plan renderings, and the Groupe Lacasse, LLC GSA contract holder form are attached.
IMPACT STATEMENT:
There will be no impact on the public, or other departments/divisions.
RECOMMENDATIONS:
I request approval to make the aforementioned purchase.
cc: Alderman O’Connor, Chairman
Alderman Mervine
Alderman Bohman
Alderman Mesiacos, Alternate
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution authorizing the purchase of office furniture off of GSA contract from Groupe LaCasse, LLC for the MIS Division in an amount to exceed $75,000.00.
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WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, the City of Aurora is undertaking a project to maximize MIS Division workspace and is remodeling said office space; and
WHEREAS, the project includes purchasing new office furniture and cubicles; and
WHEREAS, Anne McCourtney Interiors has submitted a GSA Contract quote in the amount of $70,883.81; and
WHERAS, incidental furniture costs are expected to occur; and
WHEREAS, funds are available in accounts 101-1232-419.61-41 and 340-1232-419.61-41, and said have been carried over to MIS' 2017 budget; and
WHEREAS, pursuant to Aurora Code Section 2-335(a)(5) the desired product is provided through government contract (Federal Supply Schedule - FSC Group 71, Part 1, Contract Number GS-29F-0105G); and)
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: does authorize the purchase of office furniture off of GSA contract from Groupe Lacasse, LLC for the MIS Division in an amount to exceed $75,000.00, and further authorizing its Purchasing Director to issue the necessary orders to implement purchase of same.