HomeMy WebLinkAboutItem 7.2 LibModularFurniture CITY CLERK #600-30 & #350-20
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: September 3, 2002
SUBJECT: Civic Center Library Modular Furniture Bid Award
Report prepared by: Rosemary Alex, Parks & Facilities Development
Coordinator
ATTACHMENTS: 1) Resolution of Award
2) Budget Change Form
RECOMMENDATION: 1) Adopt Resolution Awarding the Contract to Advanced
~. ~1~ Installation Services
2) Approve Budget Change
FINANCIAL STATEMENT: Bid Received: $294,703.73
Available Furniture Budget: $228,574.00
Shortfall $ 66,129.73
Additional funds within Library Project Budget: $ 40,000.00
Remaining Shortfall $ 26,129.73
Staff has identified $40,000 available within the Library Project
Budget to offset a portion of the shortfall. The data cabling
component was budgeted for $60,000 and the contract was awarded
for $16,285 leaving $43,715 available. Staff recommends utilizing
$40,000 for the furnishings and maintaining a contingency of $3,715
for cable installation.
In order to award the Contract, an appropriation from both the General
Fund and the Public Facility Fee Fund is required to cover the
remaining shortfall of $26,129.73. The breakdown is as follows:
General Fund (38%) $9,929.30
Public Facility Fee Fund (62%) $16,200.43
$26,129.73
DESCRIPTION: On August 6, 2002 the City Council authorized Staff to advertise for
bids the Civic Center Library Furniture. The Library Modular Furniture bid package is the second 'of two
furniture packages for the Library. This package consists of all of the workstations, filing systems,
shelving, etc., for the library's staff areas and public spaces.
On August 22, 2002 one bid was submitted from Advanced Installation Services in the amount of
$294,703.73. This exceeds the available budget by $66,129.73 (see Financial Statement above). Staff
COPIES TO: Advanced Installation Services/BSA Architects/Alameda
'County Library
7.2,
H:~RosemaryL~genda Edits\libfumiture award.doc / ~,~...
recommends funding this shortfall using the balance of funds available from the Library Cabling Project
($40,000) and with an additional appropriate from the General Fund ($9,929.30) and the Public Facility
Fee Fund ($16,200.43). Staff does not recommend rebidding the project. Time is of the essence in
awarding this contract in order to furnish the library in time for the estimated opening in January 2003.
Staff contacted the three other plan holders on the project and determined that the primary reason for not
submitting bids was that they did not supply the furniture specified in the plans.
As part of the bid proposal the bidder was required to describe Green Building practices. Steelcase Inc. is
the principle source of furnishings for this project and they incorporate the following environmentally
sound practices:
1) Improving air quality via, 64% reduction of volatile organic compound emissions since
program implementation in 1989, discontinued use of CFCs in manufacturing and
reduction of ozone depleting substances below federal limits.
2) Reducing waste by shipping with blanket wraps and reusable polyurethane foam "buns".
3) Using recycled materials in manufacturing for example, steel contains 25-30% recycled
content, aluminum 40-50% and plastics 70-100%.
RECOMMENDATION:
In consideration of the timeframe for overall project completion, it is the recommendation of Staff that the
City Council take the following action:
1. Adopt Resolution Awarding the Contract to Advanced Installation Services (Attachment 1).
2. Approve Budget Change (Attachment 2).
RESOLUTION NO. -
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
AWARDING CONTRACT NO. 02-12
DUBLIN LIBRARY MODULAR FURNITURE
TO ADVANCED INSTALLATION SERVICES
WHEREAS, the City of Dublin did, on August 22, 2002, publicly open, examine and declare ail
sealed bids for doing the work described in the approved Plans and Specifications for Contract No. 02-12,
which Plans and Specifications are hereby expressly referred to for a description of said work and for all
particulars relative to the proceedings under the request for bids; and
WHEREAS, said bids were submitted to the City Engineer, who has reviewed the bids to
determine the lowest bid which was responsive to the requirements of the bid documents; and
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does
hereby award Contract No. 02-12 to the lowest responsible bidder therefor, to wit, Advanced Installation
Services at a base bid of $294,703.73 the particulars of which bid are on file in the office of the City
Engineer.
PASSED, APPROVED AND ADOPTED, this 3rd day of September, 2002.
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
City Clerk
ATTACHMENT #1
CITY OF DUBLIN
vomvi
CHANGE FORM #
New Appropriations (City Council Approval Required): Budget Transfers:
__x__ From Unappropriated Reserves From Budgeted Contingent Reserve (! 080-799.000)
Within Same Department Activity
From New Revenues Between Departments (City Council Approval Required)
Other
Name: Civic Center Library $40,000 Name: Civic Center Library $ 49,929.30
Account #: 001.93450.750.073. Account #: 001.93450.750.061
Name: Name: Civic Center Library $16,200.43
Account #: Account #: 310.93450.750.061
Name: Name:
Account #: Account #:
Name: Name:
Account #: Account #:
Name: Name:
Account #: Account #:
Fin Mgr/ASD: ~ ~~ Date:
REASON FOR BUDGET CHANGE ENTRY:
Additional funds are needed in order to award the contract for the Civic Center Library Modular Furniture Bid
City Manager: Date:
Signature
A,~;Appr,"q~Ved'~at M0' Cii¢ 'Ci~ii!, M~efing one: Date~.
Mayor: Date:
Signature
Posted By: Date:
Signature
formslbudgchng