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HomeMy WebLinkAbout7.1 Civic Center Furniture ~()()-3() CITY OF DUBLIN AGENDA STATEMENT CITY COUNCIL MEETING DATE: April 24, 1989 SUBJECT Furniture Bid Award Prepared by Paul S. Rankin, Assistant City Manager EXHIBITS ATTACHED None. RECOMMENDATION ~~ Based on the bids to be received on Friday, April 21, 1989 authorize Staff to execute purchase orders based on the recommended bidder(s). FINANCIAL STATEMENT: To be determined by the bids. DESCRIPTION At the regular City Council meeting on April 10, 1989, the City Council authorized Staff to circulate bids for furniture and furnishings for the Dublin Civic Center project. As was stated in the previous agenda report, it is the City's intent to continue utilizing furniture which the City currently owns. The furnishings which are requested as a part of the bid included furniture for public areas such as: waiting areas, conference rooms, lunch rooms, large meeting rooms, etc. The bid was arranged in three parts in order to allow the widest distribution and obtain competitive pricing. The City specified Steelcase for partition units and various other furnishings. Staff was informed that Steelcase typically sells its products through authorized dealers. In addition, Kimball Furniture was specified for certain office furniture and conference room chairs and they have a similar distribution policy. Therefore, Staff revised the specifications to allow bidders to submit pricing on any or all of three options. Group I includes all products manufactured by Steelcase, Group II includes all products manufactured by Kimball, and Group III includes all other miscellaneous products included in the bid request. For Groups I and II, bid packages were distributed to several authorized dealers. A total of 15 dealers were provided with bid packages. The bid opening is scheduled for Friday, April 21, 1989 at 1:00 p.m. Based upon the bids received, Staff will distribute a supplemental report which will identify the recommended low bidder or low bidders for this project. COPIES TO: 11 ITEM NO. 14 rf' ' CITY OF DUBLIN AGENDA STATEMENT CITY COUNCIL MEETING DATE: April 24, 1989 SUBJECT Supplemental Agenda Report on Civic Center Furnishings Bid W(Prepared by Paul S. Rankin, Assistant City Manager) EXHIBITS ATTACHED Summary of Bid Results RECOMMENDATION • Award the bids as follows: (1 ) Group I - (Steelcase) to OUI of Walnut Creek, CA for $113,957 . 68 . (2) Group II - (Kimball) to Holsinger, Inc. of Burlingame, CA for $52, 096. 25 (3) Group III- (Various Manufacturers) to ,Lindsay's of ,Dublin,. CA for $100, 830 .94 Authorize Staff to proceed with ordering and any adjustments required based on the unit prices of the successful bidders. FINANCIAL STATEMENT: Total cost of the three bids is $266, 884.87 . Sufficient funds are contained in the Civic Center Capital Project Fund. The bids were substantially below the Interior Design Firms preliminary estimate. DESCRIPTION On Friday, April 21 , 1989, the City Staff opened bids on Furnishings for the Civic Center. A total of 9 bids were received. Bidders had the' option of bidding on any of three groups. In examining the bids, Staff found an irregularity in four of the bids. , The "Instructions to Bidders" clearly stated the following: "Bid Bond Required" A Bid Deposit equal to at least 10% of the total amount of the bid shall be included with the sealed proposal. The Bid Deposit shall be in one of the following forms: cash, cashier's check, or certified check payable to the "City of Dublin"; or Bidder' s Bond in favor of the City executed by an authorized surety company." In addition, the bid proposal form contained the following: "Attached herewith is a bid bond as specified in the Instructions to Bidders. " As noted in the Summary of Bid Results, four bidders did not submit the required bid bond.. The City Attorney has indicated that the bids without a bond should not be considered. Although the City Council can waive irregularities, it cannot waive an item which would grant an advantage to a bidder. The City Attorney has determined that the deletion of a bond does grant these bidders an advantage. . Staff has examined all bids and corrected any errors based on the unit prices. All bidders are required to allow the City to add or delete items prior to placing the order based on the unit prices. In addition, bidders on Group I and II will allow the City to place a supplemental order at the same unit prices within the next six months. Staff recommends that the City Council award the bids to the low bidder in each' category, which responded with bid bond. Prior to placing the order, Staff will review quantities and make adjustments as necessary in the event of any conflicts between the Interior Designer' s specifications and the City' s needs. Any adjustments will be made in accordance with the City Council adopted policy for changes to a capital project. . COPIES TO: All Bidders ITEM NO. . r< �. DUBLIN CIVIC CENTER FURNISHINGS BID 'RESULTS April 21 , 1989 BIDDER GROUP I OUI $113, 957 . 68 Lindsay' s 116, 917. 12* Rucker Fuller 118, 610 .30* BIDDER GROUP II Holsinger $ 52, 096. 25* Rucker Fuller 54, 261 . 63 KBM (3) 57, 048.77 * The Following Group II Bidders Did Not Provide a Bid Bond Kelley (1 ) 50, 950 .28 No Unit Prices were submitted. Foundation (1 ) 55, 122 .94 BIDDER GROUP III Lindsay's(4) 100, 830 .94* KBM(3) (4) 106, 738.93* Rucker Fuller 113, 535 .70* OUI 116, 503 . 13* The Following Group III Bidders Did Not Provide a Bid Bond Contract Office(1 ) (4) 92, 523 .48* FACS(1 ) (4) 101 , 650 . 35 (2)* Foundation(1 ) (4) 103, 518. 07 * Corrected based on Unit Prices ( 1 ) No Bid Bond Provided. (2) Undetermined whether delivery/freight charges are included. (3) Did not include performance bond in bid amount as requested. Add 3% first $100, 000 2% thereafter (4) Did not include Drafting Tables on page 6 of Specifications (Note: Item appeared in the middle of Steelcase Items) - Total Estimated Cost $1 , 154 - 1 , 205 .