HomeMy WebLinkAbout08 FURN PURCHASES FOR LIBRARY PROJ 10-21-08
AGENDA REPORT
MEETING DATE: OCTOBER 21, 2008
TO: WILLIAM A. HUSTON, CITY MANAGER
FROM: REDEVELOPMENT AGENCY
SUBJECT: MISCELLANEOUS FURNITURE AND FURNISHINGS PURCHASES FOR
TUSTIN LIBRARY PROJECT
SUMMARY
Formal bids for miscellaneous furniture for the Tustin Library (CIP project 1043) have been
received and a contract is ready to be awarded to the lowest responsive/responsible bidder.
RECOMMENDATION
It is recommended that the City Council award the contract for miscellaneous furniture for the
Tustin Library project (CIP 1043) to Workplace Resources, the lowest responsive/responsible
bidder in the amount of $316,071.71 and authorize the Assistant City Manager to execute the
contract documents on behalf of the City.
FISCAL IMPACT
The fiscal impact associated with the purchase of furnishings for the Tustin Library project is
currently included in the adopted 2008-09 CIP budget. At this time, no additional
appropriations are expected to be necessary for the subject purchase.
BACKGROUND/DISCUSSION
Formal Bids were publicly opened on October 3, 2008 by the City Clerk's office. There were
four (4) bidders and the results are summarized as follows in the order of least dollar amount:
• Workplace Resources ........................................... $316,834.00
• Interior Office Solutions (IOS) ............................... $331,273.94
• OM Workspace .................................................... $334,667.49
• Tangram ............................................................. $359,445.67 Option A
$360,927.38 Option B
The bids of Interior Office Solutions, OM Workspace and Tangram were considered non-
responsive because substitutions were included in each lower bid response that were not
permitted pursuant to provisions of the Bid Documents and General and Technical
Specifications. As described in the Bid Documents and Specifications, an extensive evaluation
of the best manufacturers products utilized in libraries was evaluated based on the structural
construction, quality of the materials, life expectancy, installation -and warranty information with
specific restrictions on substitutions. These restrictions were not complied with by the non-
responsive bidders. All of the bid responses also contained minor mathematical errors which
did not affect the outcome of the bid results.
The successful bid response was below the estimate for the subject purchases. Bid responses
were reviewed by independent peer review (the interior designer for the Tustin Library project).
Even with the rejection of the non-responsive bids, both City staff and our independent peer
review process believe that the successful response was very competitive.
As the City Council is aware, the new Tustin Library is currently under construction with Phases
1-3 to be likely completed for a soft move in by the library in approximately April of 2009 with
final completion of all phases of the project expected in September 2009.
Christine Shingleton
Assistant City Manage