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Home My WebLink About46-Purchasing Cia OF SAN BERNARDQO - REQUOT FOR COUNCIL lCjol From: Dean R. Meech, Purchasing Agent Subject: Modular Type Furnishings - City Hall Dept: Purchasing Public Buildings Department Date: 9/17/87 BID SPEC: F-87-38 Synopsis of Previous Council action: Council meeting 2/2/87 - Authorization for expenditure. Council meeting 4/6/87 - Functional plan Recommended motion: Adopt Resolutions Dean R. Meech Contect person: Dean R. Meech, Purchasing Agent Phone: ~Rl1_l1nRl\ Supporting dete eUeehed: Yes Total Project Amount: $389,105,50 Source: (ACCT. NO.) (ACCT. DESCRIPTION) Werd: N/A 048-014-56004 City Water RDA Total $289,503 71,166 28,436 $389,105 FUNDING REQUIREMENTS: Public Bldgs, Renovation Fund, Water Department and RDA Finance: tJ. Q...f-~ Counell Notes: 75.02U Agenda Item No. ~(,. CO OF SAN BERNARIX:)O - REQUOT FOR COUNCIL AQON STAFF REPORT BID SPEC: F-87-38 The proposed purchase is for Modular Type Furnishings for the refurbishing of City Hall. At the request of the Superintendent of Public Buildings, appropriate specifications were prepared in concert with the consultant "Inter Design". The specifications were published and furnished to suppliers of this commodity. The bids were publicly opened on 6/10/87, The bid proposals were referred to the Consultant for evaluation recommendations to the City Hall Renovation and Design Committee, The Consultant & Design Review Team had the modular and panel vendors prepare a mock-up package of standard stations and options as specified in the Consultants layout and proposal. The mock-ups consisted of Secretarial & Management typical stations, The stations were priced out unit by unit per station. The mock-ups were displayed 7/22/87 through 7/24/87 in the Convention Center Hall adjacent to Engineerings temporary location. The Design Review Committee Chairman forwarded communication 7/24/87 that the Design Team had determined that the manufacturer "Magna Design" best meets the City needs. At that time the Purchasing Agent was requested to proceed to negotiate a contract for the actual number of components needed. The selected vendor met with the Consultant to verify, adjust and identify all component numbers, colors. etc, per floor per total inventory. Modular furniture and panels only. The seating portion was broken out from the bid proposal package as a separate category. The seating portion had been bid by the modular and panel vendors plus partial bids by vendors for seating only. In the initial tally of bid evaluation by the Purchasing Agent, it was felt the breakout of seating was to the Citys best advantage, because of the involvement of two manufacturers, The modular furniture and panel manufacturers and the seating manufacturers. The Seating Display was 9/4/87 for selection by department heads as to color. types, etc. per environment match per floor per department. The seating was upgraded at this time to a more durable and maintenance level, When these components were satisfied as . to numbers. colors. type, etc. the total inventory and final negotiation occured. Seventeen 5/20/87. follows. vendors were solicited. A Pre-Bid Conference and tour of City Hall was held Seven bidders responded to the initial bid opening. Summary of bids as 09/17/87 75-0264 ,,,,/ ,....-", ,,......, ~ SPEC: F-87-38~ ~ VENDOR PROFESSIONAL BUSINESS INTERIORS T,W, McALLISTER & ASSOC. INC. DI-LINE CORPORATION EASTMAN, I NC . BILLODEAU FURNISHINGS & INTERIORS TOTAL PLAN. INC. SWEDLOW, INC. TOTAL BID NO BID $243.000.00 (WITHDREW) PARTIAL BID (SEATING ONLY) $242,400.00 $200,000,00 $179,000.00 NO BID The best priced two vendors were to display mock-ups after the bid opening. In view of the fact the result was only three vendors deep, all three were allowed to furnish display mock-ups. Each mock-up was to be priced per component and totaled, Summary as follows. VENDOR EASTMAN. INC, TOTAL PLAN BILLODEAU FURNISHINGS & INTERIORS TOTAL MOCK-UP PACKAGE $10,527.56 $ 5,575,01 $ 7,654.00 As stated above the final selected vendor by the Deisgn Team which best met the City need for modular and panels was "Billodeau Interiors" offering "Magna Design", When all inventory was accounted for by the Consultant a negotiated discount of 50/10/5 was agreed to by the vendor and Purchasing, Summary of entire project (MOdular Furniture & Panels Only) as follows. 09/17/87 c ,"""-0 SPEC: F-87-38.-., ',..'.....,1 J MGNA DESIGN SOFTllALL II MODULAR FURNITURE ENTIRE PROJECT (INCLUDING REDEVELOPMENT AND WATER) PHASE I SHIPMENT TO CONSIST OF BASEMENT AND FLOORS 3, 5, 7 6 LIST $ 441,418.00 LESS 50/10/5 NETS AT $ 188,706,20 CALIFORNIA STATE SALES TAX @ 6% $ 11,322,37 PHASE I TOTAL NET DELIVERED AND INSTALLED $ 200,028.57 PHASE II - SHIPMENT TO CONSIST OF FLOORS 2 AND 4 LIST $ 240,158,00 LESS 50/10/5 NETS AT $ 102,667,55 CALIFORNIA STATE SALES TAX @ 6% $ 6,160.05 PHASE II - TOTAL NET DELIVERED AND INSTALLED $ 108,827.60 ENTIRE PROJECT TOTAL NET DELIVERED AND INSTALLED , $ 308,856,17 ********.*** CITY (EXCLUDING REDEVELOPMENT AND WATER)* PHASE I SHIPMENT TO CONSIST OF BASEMENT AND FLOORS 3, 5, & 6 LIST $ 343,662.00 LESS 50/10/5 NETS AT $ 146,915.50 CALIFORNIA STATE SALES TAX @ 6% $ 8,814.93 PHASE I TOTAL NET DELIVERED AND INSTALLED $ 155,730,43 PHASE II - SHIPMENT TO CONS ITS OF FLOORS 2 &4 LIST $ 170,618.00 LESS 50/10/5 NETS AT $ 72,939.20 CALIFORNIA STATE SALES TAX @ 6% $ 4,376.35 PHASE II - TOTAL NET DELIVERED AND INSTALLED . . . . . $ 77,315.55 CITY'S ENTIRE PROJECT* TOTAL NET DELIVERED AND INSTALLED. $ 233,045.98 09/17 /87 C ~}11. SPEC: F-87-38 " , '._,/ ,...; ,.J ENTIRE WATER DEPARTMENT PHASE I SHIPMENT TO CONSIST OF 5TH FLOOR AREAS LIST $ 97,756.00 LESS 50/10/5 NETS AT $ 41, 790.69 CALIFORNIA STATE SALES TAX @ 6% $ 2,507.44 PHASE I TOTAL-NET - DELIVERED AND INSTALLED $ 44.298.13 PHASE II - SHIPMENT TO CONSIST OF 2ND FLOOR AREA LIST $ 19.176.00 LESS 50/10/5 NETS AT $ 8,197.74 CALIFORNIA STATE SALES TAX @ 6% $ 491.86 PHASE II - TOTAL NET - DELIVERED.AND INSTALLED $ 8.689.60 ENTIRE PROJECT - TOTAL NET - DELIVERED AND INSTALLED $ 52,987.73 ************ REDEVELOPMENT AGENCY PHASE I NONE NONE PHASE II - SHIPMENT TO CONSIST ON 4TH FLOOR AREAS LIST $ 50,364.00 LESS 50/10/5 $ 21.530.61 CALIFORNIA STATE SALES TAX @ 6% $ 1,291.84 PHASE II - TOTAL NET - DELIVERED AND INSTALLED $ 22.822,45 REDEVELOPMENT AGENCY - TOTAL NET - DELIVERED AND INSTALLED $ 22,822,45 09/17 /87 l.. o SPEC: r '"., F-87-380 --) The seating portion of the bid proposal, summary of bids after the .upgrading, is as follows. VENDOR !1lli. SUB-TOTAL TAX TOTAL DI-LINE CORP. ERGONOM $76,242.12 $4.574.53 $82,616.65 PLUS FREIGHT ($1,800.00) $84,416.65 BILLODEAU ERGONOM $75,734.44 $4.544,07 $80,228.50 INCLUDES FREIGHT (-0- ) $80,228.50 MODULAR FURNISHINGS & PANELS . . . . . , . , , . . , . . , $ SEATING . . . . . . . . , . . . . . , , , , . . . . . . , $ $ TOTAL FOR ENTIRE PROJECT . . . . . . . . . , . , . . . . . $ 308.827,00 - INCLUDES TAX 80,278.50 - INCLUDES TAX 389,105.50 389,105.50 - INCLUDES TAX Lease purchase financing arrangements for the project were solicited from three familiar sources which has current activity with the City at present. This is important timewise as legal opinion letters would have to be exchanged and other Corporate activities with a new financial vendor. This would take an extraordinary length of time and hold up procurment indefinitely. A summary of lease purchase arrangements follows, The figure of $388,381.00 was used to retreive the necessary information, The figure will be adjusted when contract is effected. If the City has or will issue over 10 million dollars in Tax Exempt Debt in 1988 a higher rate of interest is charged. If the debt is under, a lower rate is available. Because the New Law Qualification Tax Act the banks are restricted from buying certain kinds of paper. Under 10 million is considered a small issue therefore the better interest rate. 09/17/87 ("" r-"' SPEC: F-87-38 / -, "'-' ".-I ) VENDOR: RATE GOOD UNTI L: PACIFIC CORP. CAPITAL INC.. OCTOBER 15, 1987 UNDER 10 MILLION TAX EXEMPT DEBT 3 YEAR LEASE PURCHASE --------------------------------------- RATE S 7.45 ADVANCE QUARTERLY PAYMENT ----------------------------------- TOTAL PAYOUT ------------------------------------------------ $ $ 35,750.00 429,000.00 5 YEAR LEASE PURCHASE --------------------------------------- RATE S 7.70 ADVANCE QUARTERLY PAYMENT ----------------------------------- TOTAL PAYOUT ------------------------------------------------ BANK QUALIFIED RATES $ $ 23,135.00 462,700.00 OVER 10 MILLION TAX EXEMPT DEBT 3 YEAR LEASE PAYMENT ---------------------------------------- RATE S 7.75 ADVANCE QUARTERLY PAYMENT ----------------------------------- $ 35,889.00 TOTAL PAYOUT ________________________________________________ $ 430,668.00 * 5 YEAR LEASE PAYMENT ---------------------------------------- RATE S 8.00 * ADVANCE QUARTERLY PAYMENT ----------------------------------- $ 23,286.50 TOTAL PAYOUT ------------------------------------------------ $ 465,730.00 PACIFIC CORP. NOT BANK QUALIFIED RATE THEREFORE ASSUMES CITY DOES tIlRE THAN 10 MILLION DEBT ANNUAL ALL AGENCIES. 09/17 /87 c o SPEC: ,-"" F-87-38 ......., VENDOR: RATE GOOD UNTIL: SECURITY PACIFIC LEASING NOVEMBER 30. 1987 UNDER 10 MILLION TAX EXEMPT DEBT 3 YEAR LEASE PURCHASE --------------------------------------- RATE S 7.72 .j 35,875.00 ADVANCE QUARTERLY PAYMENT ----------------------------------- TOTAL PAYOUT ------------------------------------------------ $ $ 5 YEAR LEASE PURCHASE --------------------------------------- RATE S 7.72 430.500.00 ADVANCE QUARTERLY PAYMENT ----------------------------------- TOTAL PAYOUT ------------------------------------------------ $ $ OVER 10 MILLION TAX EXEMPT DEBT 3 YEAR LEASE PAYMENT ---------------------------------------- RATE S 9.72 23.145.00 462.900.00 ADVANCE QUARTERLY PAYMENT ----------------------------------- TOTAL PAYOUT ------------------------------------------------ $ $ 5 YEAR LEASE PAYMENT ---------------------------------------- RATE S 9.72 36.807.00 441.684.00 24.162.00 ADVANCE QUARTERLY PAYMENT ----------------------------------- TOTAL PAYOUT ------------------------------------------------ 09/17/87 $ $ 483.240.00 c 00 SPEC: ,....." F-87-3l J -~ "01 VENDOR: RATE GOOD UNTI L: FIRST INTERSTATE LEASING OCTOBER 30. 1987 UNDER 10 MILLION TAX EXEMPT DEBT 3 YEAR LEASE PURCHASE ----------------------_________________ ADVANCE QUARTERLY PAYMENT ------------------_________________ TOTAL PAYOUT ---------------------------------_______________. 5 YEAR LEASE PURCHASE -------------------____________________ ADVANCE QUARTERLY PAYMENT ---------------------______________ TOTAL PAYOUT --------------------------______________________ OVER 10 MILLION TAX EXEMPT DEBT 3 YEAR LEASE PAYMENT ---------------------------------------- RATE S R 4Q ADVANCE QUARTERLY PAYMENT----------------------------------- TOTAL PAYOUT ---------------------------------_______________ $ $ 36.232.96 434.795.50 09/17/87 . c t""'"' 1".-...., \-.n SPEC: F-87-38~ ~) It is therefore reconmended that the bid of "Billodeau Furnishing & Interiors Inc." best meets the requirements of the City and be accepted tor contract. It is also reconmended that the bid of "Pacific Corp. Capital Inc." is the best financial arrangement offered and be accepted for contract. Funds.,to finance the cost of a panel system will be derived from the Public Buildings Renovation Fund. The estimated cost of the panel system and hang-on units was $225,000,00. Authorization for expenditure of the funds to accomplish renovation of City Hall was confirmed by the Mayor and Council at their meeting of 2/02/87. A report on the estimated cost for renovation of City Hall, included the panel system and modular units required to render the plan functional, was presented to the Mayor and Council at their meeting of 4/06/87. Wayne Overstreet Superintendent of Public Buildings Jim Robbins Deputy City Administrator 09/17/87 '- L. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 ..-.., , -- :) :J RESOLUTION NO. RESOLUTION OF THE CITY OF SAN BERNARDINO AWARDING A BID TO BILLODEAU FURNISHING & INTERIORS, INC. FOR THE FURNISHING AND DELIVERY OF MODULAR FURNISHINGS & PANELS TO BE UTILIZED BY CITY HALL IN ACCORDANCE WITH BID SPECIFICATION F-87-38, BE IT RESOLVED BY MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BER- . NARDINO AS FOLLOWS: SECTION 1. Billodeau Furnishings & Interiors, Inc. is the lowest and best bidder for the furnishing and delivery of Modular Furnishing & Panels in accordance with Bid Specification F-87-38 for the total amount of $308.856,17; pursuant to this determination, the Purchasing Agent is hereby authorized and directed to issue a purchase order for said Modular Furnishings & Panels to said lowest and best bidder; such award shall only be effective upon the issuance of a purchase order by the Purchasing Agent; and all other bids therefor are hereby rejected. I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and Common Council of the City of San Bernardino at a meeting thereof, held on the day of . 1987, by the following vote, to wit: AYES: Counc il Members NAYS: ABSENT: City Clerk / / / / / // / / / / / / / / / / / / / / / / / 09/17/87