HomeMy WebLinkAbout14-Development Services
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: James Funk
Director
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Subject: Award of Contracts to Adair
Office Furniture and Office Depot for
Public Counter Reconfiguration
Dept: Development Services
M/CC Meeting: March 4, 2002
Date: February 12, 2002
Synopsis of Previous Council Action:
10/15/01 - Mayor and Council authorized the transfer of $47,800 in salary savings to
appropriate accounts to fund the Development Services Dept. Public Counter
Reconfiguration Project and to upgrade counter computer equipment and streamline the
plan review and permit process ($30,300 was allocated for office furniture and
partitions),
Recommended Motion:
. Adopt Resolution,
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Contact person: MAl)' F'r..lhA~g
Phone: ~AL!;m;7
Supporting data attached:
Staff Report
Ward:
FUNDING REQUIREMENTS: Amount: $'7.9646'3
Source: (Acct. No.) 001-181-5706
Alterations/Renovations
Finance:
Council Notes:
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Agenda Item No. J!:/ I
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CITY OF SAN BERNARDINO - REOUEST FOR COUNCIL ACTION
Staff Report
SUBJECT
Resolution awarding contracts to Adair Office Furniture and Office Depot for office furniture,
partitions and reconfiguration of the Development Services Department Public Counter.
BACKGROUND
The Development Services Department has developed a plan to reconfigure its public counter
operation in order to improve customer service, efficiency, employee safety, and to streamline
permit processing. Main features of the plan include: I) Creation of a receptionist/greeter
station; 2) ergonomic desk type workstations which provide seating for staff and customers; 3)
acoustical panels between workstations; 4) increased customer seating; 6) upgraded computers
and printers, and 7) a public access computer workstation. At its meeting of 10/15/0 I, the
Council authorized transfer of salary savings to fund this project.
Through the City's Purchasing Division, Request for Quotations No. RFQ-F-02-14 was
advertised locally in the San Bernardino County Sun Newspaper and on the City' s web site.
Notices were also sent to the Chamber of Commerce and all local office furniture vendors. Bids
were submitted on November 13, 2001, with the following companies responding:
Vendor Desks, Partitions and Chairs and Lobby
Installation Furniture
Office Depot. San Bernardino "'$23 522.11 $4850.15
System Source, Newport Beach 22,840.24 8.808.56
Alton Builders, Irvine 30201.88 10361.39
Adair Office Furniture, San Bernardino 21,782.84 6,529.69
Seal Furniture, San Diel!o 24 366.68 5418.73
*Did not bid on Planning Counter portion of speeifieations.
Based on review of the bids, staff has determined that the City would get the most advantageous
price by splitting the contracts between Office Depot and Adair Office Furniture. The RFQ
specifications state that the City reserves the right to apportion the award among two or more
bidders. Office Depot's contract would be to provide task chairs and lobby furniture at a price of
$4,850.15. Adair Office Furniture would provide desks, partitions, related accessories and
installation at a price of$21,782.84 (these amounts include applicable tax). Staff recommends
that these contracts be awarded accordingly with a five percent contingency of$I,331.64 in the
event that additional furniture items are needed (e.g. unforseen needs for set-up, accessories or
parts, etc.).
FINANCIAL IMPACT
The total amount of the two contracts noted above with a contingency of five percent is
$27,964.63. Funds are available in the Development Services Department account no. 00 1-1 III -
5706.
RECOMMENDATION
Adopt Resolution.
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RESOLUTION NO.
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AWARDING PURCHASE ORDERS TO ADAIR OFFICE
FURNITURE AND OFFICE DEPOT FOR THE DEVELOPMENT SERVICES
DEPARTMENT PUBLIC COUNTER RECONFIGURATION.
BE IT RESOLVED BY THE MAYOR AND COMM:ON COUNCIL OF THE CITY
6 OF SAN BERNARDINO AS FOLLOWS:
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SECTION 1. Adair Office Furniture and Office Depot have provided the most
advantageous and responsible bids for provision of office furniture per RFQ No. F-02-14 for a
total amount of $26,632.99 with a contingency amount of$1 ,331.64. The Purchasing Manager
is hereby authorized and directed to issue a Purchase Order to Adair Office Furniture for
$21,782.84 with a contingency amount offive percent and a Purchase Order to Office Depot
for $4,850.15 with a contingency amount of five percent. Such award shall only be effective
upon the issuance of a Purchase Order by the Purchasing Manager, and all other proposals are
hereby rejected.
SECTION 2. The authorization to execute the above referenced Purchase Orders is
rescinded if they are not issued within sixty (60) days of the passage of this resolution.
III
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e 1 RESOLUTION. . . AWARDING PURCHASE ORDERS TO ADAIR OFFICE
FURNITURE AND OFFICE DEPOT FOR THE DEVELOPMENT SERVICES
2 DEPARTMENT PUBLIC COUNTER RECONFIGURATION.
3
4 I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and
5 Common Council of the City of San Bernardino at a meeting thereof,
6 held on the day of , 2002, by the following vote, to wit:
7 Council Members: AYES NAYS ABSTAIN ABSENT
8
ESTRADA
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10 LIEN
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11 MCGINNIS
12 DERRY
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13 SUAREZ
e 14 ANDERSON
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McCAMMACK
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18 City Clerk
19 The foregoing resolution is hereby approved this day of ,2002.
20
21 Judith Valles, Mayor
22 City of San Bernardino
Approved as to
23 form and legal content:
24 JAMES F. PENMAN,
25 City Attorney
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** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): :'---'1 -0;;2 Item #
Vote: Ayes {- 'I Nays B-
Change to motion to amend original documents:
ILl
Resolution #
Abstain .kY
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Absent A--
Reso. # On Attachments: --==--- Contract term:
Note on Resolution of Attachment stored separately: ~
Direct City Clerk to (circle 1): PUBLISH, POST, RECORD W/COUNTY By:
NullNoid After: luG D~. \ I c;- - C<, 'CJ.;:2
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Date Sent to Mayor:
Date of Mayor's Signature:
Date of Clerk/CDC Signature:
3-5-0:.1--
3.cs-o_,
3-{,Dd-
Reso. Log Updated:
Seal Impressed:
v
,/
Date Memo/Le
Si nature:
See Attached:
See Attached:
Date Returned:
60 Day Reminder Letter Sent au 30th day:
90 Day Reminder Letter Sent on 45th day:
Request for Council Action & Staff Report Attached:
Updated Prior Resolutions (Other Than Below):
Updated CITY Personnel Folders (6413, 6429, 6433, 10584, 10585, 12634):
Updated CDC Personnel Folders (5557):
Updated T;affic Folders (3285, 8234, 655, 92-389):
Yes ,/ No By
Yes No L By
Yes No v' By
Yes No v' By
Yes NaY B
Copies Distributed to:
City Attorney ./
Parks & Rec.
Code Compliance
Dev. Services ~ EDA
Finance
,./
MIS
Police
Public Services
Water
Others:
Notes:
BEFORE FILING. REVIEW FORM TO ENSURE ANY NOTATIONS MADE HERE ARE TRANSFERRED TO THE
YEARLY RESOLUTION CHRONOLOGICAL LOG FOR FUTURE REFERENCE (Contract Term. etc.)
Ready to File: Q1::1...... Date: ~
Revised 01/12/01