HomeMy WebLinkAbout1986-05-13; City Council; 8119-25; Purchase of Furnishings for Carlsbad Public Safety and Service Center- (jyCIT OF CARLSBAD — AGEND BILL ^"^S^
AB# 8119-^j-
MTG. 5-13-86
DEPT. PCH
_._. _ PURCHASE OF FURNISHINGS FOR
111 Lb- CARLSBAD PUBLIC SAFETY AND
SERVICE CENTER
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RECOMMENDED ACTION:
By motion, adopt Resolution No.accepting bids for the furnishings
at the Public Safety and Service Center in the amount of $470,616.38.
ITEM EXPLANATION
On March 5, 1986, Notice to Bidders was published and Request for Bids was sent
to twenty-four (24) vendors. Six (6) responses were received, opened, witnessed
and recorded on April 2, 1986. All bids were reviewed by the City staff and
the City's design consultant, Douglas R. Stead of Designtech. There were five
sections to the furnishings bid. In order to cone within the estimated budget,
the quantities of various items were reduced by $49,003.87 (9.5%). The lowest
responsive bid for Sections (1) and (4) was submitted by Parron Hall in the
amount of $282,159.01, plus tax for a total of $299,088.55. B-K Cox submitted
the lowest responsive bid for Sections (2), (3) and (5) in the amount of
$161,818.71, plus tax for a total of $171,527.83. The total amount of the
furnishings is in the amount of $470,616.38. The design consultant recommends
acceptance of the lowest responsive bidders.
FISCAL IMPACT
The estimated cost for the furnishings is $475,000. The appropriation of
$471,000.00 from the unencumbered Public Facility fund balance to Account No.
300-820-1810-3006 will be necessary to provide funding for the furnishings.
Upon approval of this appropriation, unencumbered funds in the amount of
$471,000.00 will be available in Account No. 300-820-1810-3006 for this
purchase. The Finance Director has determined that sufficient funds exist in
the unreserved fund balance to support this appropriation. This fund transfer
is in lieu of the 1986-87 Safety Center appropriation for Phase I of its
construction.
EXHIBITS
1. Tabulation of Bids - Exhibit A
2. Designtech letter of recommendation dated April 25,
3. Resolution No.
1986.
RESOLUTION NO. 8556
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
2 CALFORNIA, ACCEPTING BIDS AND AUTHORIZING THE EXECUTION
OF PURCHASE ORDERS FOR THE PURCHASE OF FURNISHINGS
FOR THE CARLSBAD PUBLIC SAFETY AND SERVICE CENTER
4 WHEREAS, bids have been received by the City of Carlsbad for the furnishing
5 for the Carlsbad Safety and Service Center; and
6 WHEREAS, the bids received total $1-70,616.38; and
7 WHEREAS, the appropriation of funds in the amount of $4-71,000.00 from the
8 unreserved fund balance to Account No. 300-820-1810-3006 is necessary to provide
9 funding for this project; and
10 WHEREAS, upon such appropriation, unencumbered funds In the amount of
11 $4-71,000.00 are available in Account No. 300-820-1810-3006 for the purpose
12 herein stated.
13 BE IT RESOLVED by the City Council of the City of Carlsbad, California, as
14 follows:
15 1. That the bid of Parron Hall for Sections (1) and (4-) as shown in
16 Exhibit A, is hereby accepted and the Purchasing Officer is hereby authorized tc
17 execute a Purchase Order for the purchase of furnishings for the Carlsbad Public
18 Safety and Service Center, in the amount of $299,088.55.
19 2. That the bid of B-K Cox for Sections (2), (3), and (5) as shown in
20 Exhibit A, is hereby accepted and the Purchasing Officer is hereby authorized tc
21 execute a Purchase Order for the purchase of furnishings for the Carlsbad Public
22 Safety and Service Center, in the amount of $171,527.83.
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PASSED, APPROVED AND ADOPTED by the City Council of the City of Carlsbad at
a regular meeting held on the 13th day of May , 1986, by the
following vote, to wit:
AYES: Council Members Casler, Lewis, Kulchin, Chick and Pettine
NOES: None
ABSENT: None
ij. <L
MARY H. QASLER, Mayor
ATTEST:
\]\
ALETHA L. RAUTENKRANZ, City Clerk
(SEAL)
TABULATION OF BIDS
FOR
FURNISHINGS FOR THE PUBLIC
SAFETY AND SERVICE CENTER
Exhibit A
VENDORS
TOTAL PLAN, INC.
3131 10th Street
Riverside, CA 92507
SECTION 1 SECTION 2 SECTION 3 SECTION 4 SECTION 5
Item 1-138 Item 139 Item A-P Item 201-203 Item 501-527
No Bid No Bid No Bid No Bid No Bid
McMAHON DESK
740 N. Andresason
Escondido, CA 92025
Non-responsive bid and no bidder's bond was submitted,
ARENSON OFFICE FURNITURE Non-responsive bid and no bidder's bond was submitted.
1159 India Street
San Diego, CA
PARRON HALL |"^273",92?7gr'|$96,581.43 $71,574.46[ ^6,232'.37 \ $25,249.27
820 W. Ash Street
San Diego, CA 92101
B-K COX $328,813.25| $93,283.27"r$50','o42764'"|$7,255.32 [ $18,492780"
9920 Scripps Lane Dr.
San Diego, CA 92131
O'NEIL ENVIROCORP $275,975.901 $52,798.002 $78,924.40 $9,376.00 $23,352.40
5152 Avenida Encinas
Suite B
Carlsbad, CA 92008
1 Bid incomplete - emitted items #32-41, 43, 45-50, 55, 56, 80-84, 131-136.
2 Bid did not meet specifications. Panels are not takable or acoustical.
DESIGNTECH
April 25, 1986
Ruth Fletcher
Director of Purchasing
City of Carlsbad
1200 Elm Avenue
Carlsbad, CA 92008
Re: Furniture Bids
Public Safety and Service Center
Dear Ruth:
As requested, the following is our review and analysis of the
above.
Out of the 30 or so bid packages sent out, only 6 were returned.
These were as follows:
1. Total Plan, Inc. No bid
2. McMahon Desk Incomplete bid $61',931.96
3. Arenson Office Furniture Incomplete bid $232,306.43
4. O'Neil Envirocorp Incomplete bid $466,852.41
5. B-K Cox Bid as specified $545,922.24
With suggested alternates $537,563.66
With preferred alternates $530,104.55*
6. Parron Hall Bid as specified $534,940.16
* See following narrative.
The following are our comments and analysis of each bid:
1. Total Plan Inc.
No bid was entered in writing and they withdrew from the
bid process.
2635 Camino del Rio South, San Diego, CA 92108 (619) 295-6987
DESIGNTECH
Ruth Fletcher
City of Carlsbad
Furniture Bids
April 25, 1986
Page 2
2. McMahon Desk ($61,931.96)
This bidder chose to bid on items 1 through 21 (seating)
only out of a possible 180 items and did not bid on the
products specified. No information was provided on the
alternate products. This bid should be disqualified as
a "no bid". No bid bond was attached as requested.
3. Arenson Office Furniture ($232,306.43)
This bidder did not bid on the documents provided so we
have no way of determining unit prices or whether this
bidder bid as specified or bid alternates. They did bid
in detail on items 85 through 123 and in some detail on
items A through P. These items are the Corry-Jamestown
systems furniture package. The total for panels and work-
stations was $174,022.67. We have two lower bids for
these items ($156,169.82 - B-K Cox, and $168,155.89 -
* Parron Hall).
Because over half the bid was not completed this bid should
be classed as a "no bid". No bid bond was attached as requested,
however,a cashiers check in the amount of 10% of bid was
submitted.
4. O'Neil Envirocorp ($466,852.41)
Items 32 through 41,43; 45 through 50,55 56; 80 through 84; 125
through 128; 132 through 136 were not bid either as specified
or with alternates. ;
In order to compare this bid with the other more complete
and qualified bids, we added the "no bid" items using the
lowest prices from B-K Cox and Parron Hall. This came to
a total sum of $70,525.03 which we added to the O'Neil
base price of $440,426.80. This totaled $510,951.83 and
with 6% sales tax added comes to $541,608.93. Based upon
the presumption that O'Neil could purchase all of his
"no bid" items at the lowest prices of the other bidders
his total bid is still higher than B-K Cox and Parron Hall.
DESIGNTECH
Ruth Fletcher
City of Carlsbad
Furniture Bids
April 25, 1986
Page 3
4. O'Neil Envirocorp continued
With regard to the bid items, O'Neil bid Steelcase Series
9000 instead of the Corry Jamestown product specified.
Our comments are as follows:
- Panels & components are available in variety of sizes
similar to but not exactly like Corry Jamestown.
- All panels are not tackable as specified (standard w/Corry
Jamestown).
- All panels are not acoustical as specified (standard w/
Corry Jamestown.)
- Fabric-covered flipper doors & wardrobe doors are not
available, as specified.
- Wood desk tops available. Mahogany wood not available
as specified.
- Vertical fabric not specified on bid. Steelcase fabrics
not approved, must be as specified.
- Metal & acrylic finishes o.k. for components. No wood trim
available as specified.
- Breakdown of connectors, brackets, electrical accessories,
etc. does not appear complete.
No bid bond was attached as requested, however, a cashiers check
in the amount of 10% of bid was submitted.
5. B-K Cox ($545,922.24)
; This bidder bid on all items with alternates except for the
following no bids:
- Item 34 which is not available as specified so we will
change the specification (finish).
- Item 38 which is a special, however, pricing was
available from the manufacturer as other bidders bid this
item. (Parron Hall $479.90)
7
DESIGNTECH
Ruth Fletcher
City of Carlsbad
Furniture Bids
April 25, 1986
Page 4
5. B-K Cox continued
The alternate pricing for items 11 through 13 is to be
omitted after we asked the bidder for specifications and
catalog sheets which were not included in the original
submittal. The same applies to items 15 through 17 and
items 19 through 21.
A bid bond was included in the package as requested.
Because of the changes in their alternate pricing, the
alternate prices would have to be recalculated and the
bid resubmitted.
6. Parron Hall ($534,940.16)
This bidder bid on all items without any alternates except
the following no bids:
- Item 34 for the same reasons as B-K Cox. Was bid with
different finish which is acceptable to Designtech.
- Item 54 which we believe to be an oversight.
A bid bond was included as requested.
Summary;
In our professional opinion the only qualified bids are
B-K Cox and Parron Hall.
DESIGNTECH
Ruth Fletcher
City of Carlsbad
Furniture Bids
April 25, 1986
Page 5
The price/item breakdown comparison is as follows:
Parron Hall B-K Cox
Items Description Cost Cost
1.) 1-138 Furniture " $305,023.00 $328,813.25
2.) 139 Panels 96,581.43 93,283.27
3.) A-P Systems 71,574.46 62,886.55
4.) 201-203 Lighting 6,232.37 7,255.32
5.) 501-527 Accessories 25,249.27 22,782.59
Sub total:, $504,660.53 $515,020.98
6% sales tax: 30,279.63 30,428.13
Total: $534,940.16 $545,922.24
If the lowest prices for each item is added then the break-
down is as follows:
Item Description Cost
1.) 1-138 Furniture (Parron Hall) $305,023.00
2.) 139 Panels (B-K Cox) 93,283.27
3.) A-P Systems W/S (B-K Cox) 62,886.55
4.) 201-203 Lighting (Parron Hall) 6,232.37
5.) 501-527 Accessories (B-K Cox) 22,782.59
Sub total: $490,207.78
6% sales tax: 29,412.46
Total: $519,620.24
DESIGNTECH
Ruth Fletcher
City of Carlsbad
Furniture Bids
April 25, 1986
Page 6
It is our considered opinion that both bidders will accept a
split in the orders because the alternative is that one of
them will get nothing. The advantage to the City of Carlsbad
is that it gets the lowest prices in all catagories.
We hope this analysis and commentary is useful to you in
making your final decision. Please find all 'original bids
enclosed for your use. If we can be of further assistance
please do not hesitate to contact us.
We will be available to work with George Suttle in
determining and/or recommending any cuts should the overall
budget be impacted by the final costs.
Yours sincerely
Douglas R. Stead
President
DRS/jc
cc: Lt. George Suttle - City of Carlsbad Police Dept,
Mike Brooks - City of Carlsbad Engineering Dept.