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TO:HONORABLE MAYOR & CITY COUNCILMEMBERS
FROM:ADMIN. SERVICES DIRECTOR/CITY CLERK
DATE:DECEMBER 3, 2002
SUBJECT:ERGONOMIC RETROFIT OF CITY HALL FURNITURE AND EQUIPMENT
(1) Award a contract to Ergonomic Resources in the amount of the January 4, 2002 bid price of $68,535.52 to supply, deliver and install ergonomic equipment and furniture in various City Hall offices; (2) Approve Change Order No. 1 in the amount of $6,833.83 to cover the costs resulting from structural changes to City offices; and, (3) Authorize the Mayor and the City Clerk to execute said contract with Ergonomic Resources.
The approval of this contract will provide for the replacement of chairs, keyboard trays and some workstations with equipment that meets current ergonomic standards.
The equipment and furniture at City Hall is an assortment of pieces purchased over the past 10 to 15 years, and used furniture that was donated at the time of incorporation. None of this furniture was purchased with ergonomics and flexibility in mind; only a few pieces even accommodate the components of a computer. Up until recently, the height of some monitors was adjusted with the use of telephone books.
Last year all of the workstations at City Hall were evaluated for exposure to Repetitive Motion Injuries (RMIs). This study was prompted by the necessity to comply with the California Joint Powers Insurance Authority (CJPIA) recommendation that the City follow current federal and state ergonomic standards for workplace equipment.
To determine the needs of each workstation at City Hall, staff sought the help of CARE Worksite Evaluators, a company that specializes in advising employers on compliance with Cal-OSHA standards, and preventive office and workstation evaluations. Upon completion of the survey, CARE issued an Area Ergonomic Review for each department and workstation. Attached is a copy of one of their reports; similar reports were prepared for each workstation and are available for review.
A bid package containing instructions, the CARE Ergonomic Reviews, and a set of plans and specifications for each department and workstation was distributed to four qualified suppliers:
Cal Partitions, Inc.
Herman Miller Workplace Resources
The City received responses from two bidders:
Evaluation Of Bids
CARE evaluated the equipment and furniture recommended in both of these bids and recommended that the City accept the bid received from Ergonomic Resources. CARE felt that their bid was the most compliant in meeting the requirements of the RFP. Following are excerpts from the January 17, 2002 critique of the bids received.
Since the original bid was submitted in January 2002, two changes have been made: one was necessitated by the structural changes planned for the Building & Safety Department and the other is the result of structural changes planned for the Finance Department. Those changes resulted in the additional cost of $6,833.83, thus bringing us to the current total of $75,369.35.
Site Visit: Inspection of Furniture
On November 14th staff visited the manufacturer of this furniture and, as the bid states, even though it is "remanufactured" it is high quality and appeared that, indeed, it would meet its ten-year guarantee. The units are fully interchangeable and modules can be re-configured as required.
Funding for the recommended action is available in the adopted FY02-03 budget. This item was originally presented to the City Council at their budget work session held on April 30, 2002. At that meeting, Council approved the inclusion of $81,992 for the ergonomic retrofit of City Hall furniture and equipment in the FY 2002-2003 budget.
Approval of this contract will allow the installation of equipment and workstations that meet ergonomic standards.
Les Evans, City Manager