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Home My WebLink AboutRPT 3 WVR BID PROC'S 10-21-85DATE: !EPORTS - ~ ~ - ."].d- NO. 3 " 0-21-85 Inter Corn SEPTEMBER 26, 1985 TO: FROM: SUBJECT:' WILLIAM A. HUSTON, CITY MANAGER . JANET HESTER, ADMINISTRATIVE SECRETA WAIVER OF FORMAL COMPETITIVE BID PROCEDURES When the City Council authorized funds for the construction of additional office/ conference space for the administrative offices, approximately $20,000 was set aside for the purchase of office/conference room furniture and accessories. The purchasing ordinance requires that formal competitive bid procedures be followed when an amount of $500 or more is involved with the following four exceptions: where bidding would be impossible, impractical or incongrous; in an emergency; when the commodity can be obtained from only one vendor, or where the price is controlled by law. In the case of the selection of furniture for three offices, two conference areas and a kitchen facility, the bidding procedure would have be impractical. Only very general guidelines could have been given to a prospective bidder with regard to the function each piece of equipment would be expected to perform. I contacted three suppliers and requested, recommendations and quotations. Of the three, Basset Business Interiors (our Steelcase representative) indicated they did not care to make a proposal. Of the two submittals, Hallmark Business Interiors offers the better quality furniture at a more competitive price. It is my recommendation that the formal competitive bid procedure be waived and a purchase order assigned to Hallmark Business Interiors, Inc. /jh Attachments ..2 From QUOTATION Mary Brown Hallmark Business Interiors 200 South Grand Avenue Santa Ana, Ca. 92701 Janet Mester City of Tustin 300 Centennial Way Tustin, Ca. 92680 We are pleased to quote as follows. Your inquiry Inquiry No. Date 5 June 1985 Terms Prices quoted are F.O.B. Delivery Quantity 1 1 1 1 6 8 1 20 *9 yds ~'~* 12 yds Description CITY MANAGER"S OFFICE Myrtle mahogany desk 76x38 with 8" overhang Myrtle credenza 74x21 Craftsman 96" boat shaped conference table Schaefer Executive rotary chair, oil walnut base~ .Schafer Arm Chairs, walnut base ** Alba Conference Chairs fabric: Nova Marish SECRETARYS' OFFICE Myrtle mahogany secretary desk with left return Alba Steno Chair* Alba Steno Chair Fabric: Nova Marish CONFERENCE ROOM Watson U Shaped Conference Table, walnut laminate Alba Conference Chairs Fabric: Nova Marish COUNCIL OFFICE Myrtle mahogany desk 76x38 with 8" overhang Schafer Executive rotary chair, walnut base * Myrtle Service Table Lane Drop Leaf Tables Duralee fabric: two exec. chairs & one steno Duralee fabric: six Schafer Arm chairs subtotal less 40% discount total THIS BID DOES NOT INCLUDE TAX, FREIGHT OR DELIVER Price 2180.00 2324.00 1485.00 874.00 597.00 415.00 2580.00 361.70 361.70 2930.00 415.00 2180.00 874.00 624.00 229.95 47.10 70.50 Amount 2180.00 2324.00 1485.00 874.00 $~?A. 00 3320.00 2580.00 361.70 361.70 2930.00 8300.00 2180.00 874.00 624.00 459.90 423.90 846.00 33706.20 13482.48 20223.72 From QUOTATION Mary Brown Hallmark Business Interiors 200 South Grand Ave. Santa Aha, Ca. 92701 To Janet Hester City of Tustin 300 Centennial Way Tustin, Ca. 92680 We are pleased to quote as follows. Your inquiry Inquiry No. Date June 5, 1985 Terms Prices quoted are F.O.B. Delivery Quantity Description 155 ya~ Carpet: CFA Brentwood 501 Confederate Grey: 155 Yards x 17.90 per yard = Pad & Labor= $5.50 per yard= ds includes: Conference Room: 45.5 yards Secretary Office: 34.6 yards City Manager Office: 42.25 yards Storage: 12.15 yards Council Office: 20.50 yards TOTAL YARDS: 154.40 yards Price Amount 2774.50 855~25 $ 3629.75 By BOULEVARD OFFICE EQUIPMENT INC. 7619 VAN NUY$ BOULEVARD VAN NUYS, CALIFORNIA 9i408 ~18.787-2100 CITY of TUSTIN 300 Centennial Way Tustint CA 92680 Proposal- Acceptance pq. i of /4 pq. N~O 0 4 0 4 3 DATE DATE OF PLANS May 16. 1985 JOB LOCATION PROJECT DIRECTOR 3anet Hester AS ITEMIZED ON PAGES 2-4 ATTACHED AND SUBgECT TO THE TERMS AND CONDITIONS OF SALE-ATTACHMEN~T ] Furniture Sub-total Delivery & Installation 6~ Sales Tax Grand Total 853.77 lt280.65 $23,a78.55 - ALTERNATE - using National Conference Chairs Furniture Sub~'tal Delivery & Insiallation 6,% Sales Tax TOTAL 19,234.33 769.37 lrlSa.06 $21,157.76 fOLD 50% deposit/Balance N/10 AUTHORIZED SIGNAT ~ ~'/Steve Freymond NOT;: THIS PROP~-.~. MAY E~ WITHDRAWN BY US iF' NOT ACCEPTED WITHIN (~"~ DAYS. City of Tuatin Qty. Stock # s/m City ManaQer 1 91-3672DPM 1 91-1972SPM 1 90-962TWM 8 82 1 85 2 951 Description KIMBALL 36x72 Double Ped Desk m/molding m/center dramer & central locking, Med. Walnut finish 19x72 Credenza m/molding, no locks, Med. Walnut finish 96x42x3~ 8oat Shaped Conference Table Dark Walnut mood veneer top Smivel/tilt Conference Chairs fabric: Grade ~ Crossweave Wedgewood Blue, Med. Walnut finish Executive Rosture Chair, fabric: Grade D Maharam Wool Heather, Med. Walnut finish Guest Chairs, fabric: 'Grade D Maharam Wool Heather, Med. Walnut Finish s/m Administrative Secretary 1 91-6672LPHi 66x30 Single Red Desk m/left-hand return 1 8O 1 80 2 951 s/m Council Office 20x~2 w/molding and central locking, w/center dramer, Med. Walnut finish Secretarial Chair, fabric: Grade a Crossweave, Med. Walnut finish As Above, fabric: Grade D Maharam Wool Heather Guest Chairs, fabric: Grade D Maharam Wool Heather, Med. Walnut finish Page 2 of ~ May 16, 1985 Unit Sell Price Price 1,001.55 339.35 837.10 1,530.65 2,714.80 538.45 432.85 865.70 1,239.70 432.85 238.15 265.10 865.70 1 91-3066DPSM 1 90-3672TP 1 83 2 81 30x66 Double Ped Desk m/dictation slide & molding w/center drawer & central locking Med. Walnut finish Exec. Table m/center drawer, 36x72, Dark Walnut laminate top Exec. Posture Chair, a-prong wood capped base, Med. Walnut finish, fabric: Grade D Maharam Woo~ Heather Guest Chair, Med. Walnut finish, fabric: Grade D Maharam Wool Heather 276.10 918.50 ,612.15 a66.40 552.20 City of Tustin Qty. Stock # s/m Council Office con 1 91-2626TP s/m Conference Room 1 SWP-14~-48-2 1 SWP-96-48-2 20 82 Description KIMBALL Corner Table, 26x26x23h, Med. Walnut finish PROCTOR Page 3 of 4 May 16, 1985 144"x48" Rectangular Conference Table Walnut laminate self-edge top w/1¼" solid walnut hardwood edge treatment 96"x48" Rectangular Conference Table same as above KIMBALL Swivel/tilt Conference Chairs fabric: Grade 4 Wedgewood Blue Med. Walnut finish All casegoods topsare wood-grain high pressure laminates unless otherwise specified. Furniture Sub-total Delivery & Installation 6,% Sales Tax GRAND TOTAL Unit Sell Price Price 192.50 1,041.70 676.78 21,34d.13' 853.77 ~280.65 $23,478.55 City of Tustin I ALTERNATE Page ~ of a May 16, 1985 Alternative to Kimball #82 Swivel/tilt Conference Chairs- (28) #405 NATIONAL Swivel/tilt Conference Chairs fabric: Grade 6 Summit Wool Blend #7120 Blue, Med. Walnut Finish 264.00 7,392.00 Total price using National #405 conference chairs- Merchandise Sub-total Delivery & Installation 6,% Sales Tax TOTAL 19,234.33 769.37 lt154.06 $21,157.76 Boulevard Office Equipment, Inc. · 7619 Van Nuys Boulevard · Van Nuys, California91405 · (818) 787-2100 City of Tus~in Proposal #0404~ ATTACHmeNT I May 16, 1985 CONDITIONS: This proposal shall remain .in effect for'10 days. Should the agreement be terminated at any time, the dealer shall be compen- sated for any merchandise delivered or ordered on behalf of the client, and for any services rendered to the client prior to that time. Acceptance of an order is final and binding. Any changes, substitutions, and cancellations are subject to the manufacturer's terms and conditions and their ability to.comply with requests: Any penalties assessed by the manufacturer to the dealer will be passed on to'the client, plus any administrative charges. No merchandise may be returned for substitution or credit without the written approval of the dealer. The manufacturers reserve the right to revise prices or discontinue products without advance notice; accordingly, we, the dealer, disclaim any liability thereof. Our proposal is subject to and consistent with manufac- turers' selling policies as related to delivery, installation, title and product warranties as stated in their catalog. Should the client be unable to accept the merchandise ordered at the specified delivery time, the client will then be charged normal warehouse storage fees. The dealer is not responsible for the performance of the manufacturer, for any time delays due to build- ing construction, for any labor disputes, for any acts of divine intervention, or 'for any other uncontrollabl~ events. The return of the signed original, or a copy, to the dealer will authorize Boulevard Office Equipment, Inc., to prOceed as. contracted. Office Furniture and Systems Los Angeles (213) 873-1813 · Ventura County (805) 654-1441 · Orange County (714) 754-0071 · Nevada (702) 831-1447