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Home My WebLink AboutAGENDA REPORT 2004 1020 CC REG ITEM 09CITEM q. G. CITY OF MOORPARK, CALIFORNIA City Council Meeting of io -ao- 'go 0# ACTION: ,041zx MOORPARK CITY COUNCIL AGENDA REPORT BY: TO: Honorable City Council FROM: Hugh R. Riley, Assistant City Manager DATE: October 20, 2004 SUBJECT: Award of Purchase Contract Totaling $220,683.10 for Furniture for the Police Services Center DISCUSSION: In July 2004, the City of Moorpark requested bid proposals for the purchase of various items of office furniture for use by the Ventura County Sheriff's Department at the new Police Services Center. Bid Specifications were prepared for the City by the Interior Design Group of WWCOT Architects, the Police Service Center project architect. Bid advertisements were published on July 9 and July 14, 2004. Bid Invitations were sent to representatives for five furniture manufactures that were identified by the City and the Sheriff's Department after visiting numerous product showrooms and determining that these products met the Department's needs. These manufacturers included Allsteel, Haworth, Herman Miller, Knoll and SMED. Bid proposals were received on July 30, 2004 from three furniture dealers: Sheridan Group (Herman - Miller) Russco ( Allsteel) Purchase Planners Group (Haworth) The proposal from Purchase Planners Group was the apparent low bid of $228,820.40. After a review of the bid proposals it was determined that there were discrepancies in each bidder's proposal. Errors in quantities were revised with the concurrence of the apparent low bidder that unit prices would remain the same. These revised extensions are reflected in the "Revised Bid Column" of the Bid Summary which is included with this report as Attachment 1. The omission of a bid item was also considered and, when added to the bid, Purchase Planners Group remained the low bidder with a revised bid of $230,778.63. ?I%G0 020 Honorable City Council October 20, 2004 Page 2 A review of the furniture submittals provided by Purchase Planners Group by City staff and the Sheriff's Department representative resulted in changes in the certain items as well as the deletion of certain bid items. The City's bid specifications reserved the option to accept or reject any or all bids or portions of bids. Revisions to the bid reflecting the Sheriff's Department and a Proposal totaling $220,683.10 purchase award recommendation Attachment 3. RECOMMENDATION: these changes have been reviewed by summary of the final adjusted Bid is included as Attachment 2. The by WWCOT Architects is included as Award Purchase Contract to Purchase Planners Group in the amount of $ 220,683.10 consistent with this report. Attachments: 1. Summary of Bid Proposals 2. Revised Bid Proposal 3. Final Award Recommendation Widom Wein Cohen O'Leary Terasawa August 4, 2004 Mr. Hugh Riley Assistant City Manager City of Moorpark 799 Moorpark Avenue Moorpark, CA 93021 RE: Furnish and Install Furniture Bid Moorpark Police Services Center 02008.01 Dear Hugh: Attached is a Bid Summary of the three qualified bidders. The shaded numbers are the Chester A. Widom, FAU bidders' estimates. Adrian o. Chen, FAIA, LEEDTMAP Andrea C. Gehring, AlA, LEER -AP There are discrepancies in each bidder's submittal. There are errors in their quantity count Reek ' ekiller that is reflected in the "Estimated Revised Bid" column. I made the assumption that the unit Pamela Touschner, to prices remain and extrapolated the revised total. The estimated revised bid difference of $1,958.23 to $1,183.84 does not change the low bidder — Purchase Planners Group still Benjamin Lenin, remains the low bidder. Dean J Y ?ahos, Ala Rudolph V. DeChellis, FAi.r The bid analysis is complicated by the fact that three types o' furniture items (in the Races Takashi shida, �ALd Room) are not on the Bid Form — some bidders included it and others did not. The Jeff Grodsky cL% approximate difference of $8,102.00 (based on The Sheriden Group's bid of the Races' iGiNam Judge. A1A, LEED —AP furniture) doesn't seem to alter the order of the lowest to highest bidders. Dennis r Tanida, AM The bidders' were instructed not to alter the Bid Form, which Purchase Planners Group and Vince Bertolini. FAx.a The Sheriden Group did. That act in itself could disqualify both, but adding the missing Thomas Cestarte. AfA quantities could also be interpreted as a more responsible bid since those items are shown on the plan. T 3 10/828-0040 F 310/453 -9432 Therefore, we consider Purchase Planners Group (Haworth) to be the low bidder of E info(c—b",ucot.com $228,820.40. 3130 Wilshire S1vd. The next step would be for the Ventura County Sheriff's Department to review and approve 6`h Flocr each submitted furniture from Purchase Planners Group (Haworth). Then, notify Purchase Santa Monica. CA Planners Group that they are the low bidder but give them the opportunity to correct their 90403 -2340 bid. Their quantities need to be corrected and the Races' desks need to be added. Wkk,,-. vvwcclt i om WWCOT will then select finishes and fabrics for your review and approval. Inland Empire Palm Springs ATTACHMENT 1 Ventura G.'�projeots 02G08-00+ FumitureAt040804Fumiturel Shanghai ►019ZK. Furniture Bid Summary 8/4'2004 Page 2 Please do not hesitate to call me if you have any questions. Very truly yours, WWCOT f Larry Taniguchi Architect/Sr. Associate Enclosures: Bid Summary cc: Kim Chudoba, Sr. Management Analyst/City of Moorpark Ed Tumbleson, Sr. Deputy /Ventura County Sheriff Chet Widom, FAWWWCOT Joyce Afuso- Leist' WCOT 0600aG3 �)O0 2"4 Furnish and Install Furniture for Moorpark Police Services Center Name of Bidder Purchase Planners Group - Haworth Sc_ hedule Furniture Lead Time I 4 -6 weeks Shipping Lead Time 1 -_2 weeks Installation Time 1 day m U C 0- U C a z m � O c � o Systems Furniture WS- 02--------- - -_ - -- 23 $2,795.08 -- $64,286.95 Seating CH -01 76 $204.27 $15,524.52 CH -02 34 $115.41 $3,923.94 CH 02 _ _ _ _ 8 $77.82 $622.56 CH -03 16 $127.94 $2,047.04 CH-04 4 $529.40 CH -05 5-- _$132.35 $Z28.96 $1,144.90 C_H-06 $136.76 $1,367.60 10 CH -07 - 1 $272.65 $272.65 LC -01 - 8 $1,097.47 $8,779.76 LC -01 2 $11235.12 $2,470.24 LC-01 1 $1,235.12 $1,235.12 LC -01 1 $1,235.12 - $1,235.12 SO -01 1 $1,755.00 $1,755.00 SO-02 1 $2,272.76 $2,272.76 S6-02 1 $2,272.76 $2,272.76 Cas�oods $923.31 $923.31 DK -02 DK-02 top _1 1 $125.63 $704.45 _ $125.63 $704.45 DK-02 back 1 DK -02 file 1 $420.78 $420.78 Table /Desks TA-0 1 $243.00 $1,458.00 _ TA -02 _ _6 27 $761.36 _ _ _ TA -02 Modesty 27 $186.14 ----$-20,-556-.72 $5,025.78 TA -02 Pop up 27 $127.73 $6,897.42 TA-02 CPU holder 27 $67.05 $1,810.35 TA 03 1 $336.18 $336.18 _ _ _ _ TA -04 1 $507.80 $507.80 TA-04 block 2 $68.82 $137.64 TA -05 1 $19892 $198.92 TA -05 base 1 $214.88_ _ TA -06 - - 15 _$214.88 $236.57 - - $3,548.55 TA -06 trough 15 _ $15,99 TA -06 grommet 15 _ _ _ $4.92 _ _ _$239.85 $73.80 TA -07 2 $13545 $_27.0.90 TA -08 1 $338.25 _ $338.25 TA -10 1 $265.51 $265.51 TA -11 1 $135.45 $135.44 DK -01 1 _ _ $343.06 $343.06 _ DK -01 return _ 1 $84.71 $8471 DK -03 1 $347.29 $347.29 LT -01 _ 1 $1,528.94 $1,528.94 S_ t_orage _ - Du-o1 1 $898.82 $898.82 _ SH -01 14 $151.06 $2,114.84 SH -01 _. -.- -1 _ $412.41 _..__.. -- $824.82 SH -03 2 $193.88 $387.76 _ SH -04 _ _ _ 1 $568.15 $568.15 SH -05 1 $2,275,39 $2,275.39 SH -06 1 $1,148.03 $1,148.03 SH -07 I $2,02102 - $2,021.02 SH -08 - - 1 - $839.52 $839.52 SH -09 1 $55.20 $55.20 LF -01 25 $217.06 $5,426.50 WD -01 1 $840.18 $840.18 WB -01 1 $1,03977 - $1,039.77 RK -01 1 $397.73 $397.73 Subtotal $175,072.21 Tax $14,917.96 Delivery/Install $29,396.30 Freight - $1,296.63 Overhead /Profit Grand Total $220,683.10 ATTACHMENT �11 ply 0 `'.J 2 10'1 1(200. 10-08 -04 06:21pm From-WWCOT Widom Wein Cohen O'Leary Terasawo October 6, 2004 Mr. Hugh Riley Assistant City Manager City of Moorpark 799 Moorpark Avenue Moorpark, CA 93021 RE: Furnish and Install Furniture Bid Award Moorpark Police Services Center 02008.01 Dear Hugh: +310 453 9432 T -647 P.001 /002 F -765 We recommend that the City of Moorpark award the bid to Purchase Planners Group for Chester A. Widom, rvA Furnishing and Installing the Furniture for the Moorpark Police Services Center. Adrian 0, Cohen, rArd, LL•L•'D -AP Attached is a summary of Purchase Planners Group's proposal of $220,683.10 (two hundred Andres C. Gehring, ArA, L=. -AP twenty thousand, six hundred eighty three and 10 /100 dollars). RickFivekiller Pumrla Tottschner, AM Upon approval of the city council, the City of Moorpark should notify Purchase Planners Benjamin Lein, AIA Group as soon as possible to authorize them to start layouts of the workstations and Dean J. Kahos, A[A determine the exact locations of the electrical feeds. Rudolph V. Dechellis, rAIA The finishes and fabrics selected with Ventura County Sheriff personnel are attached in the Takashi Shida, rglA full binder delivered to you separately for your review and approval, JefGrodsky, cm William Judge, AIA- u,&Drm AP Please do not hesitate to call me if an have ou h y y questions. Dennis T Tanida, AIA G: broicclbT2009-O0� urniturujlo41008- Furniture Vince9ertolini, PAPA Very truly yours, Thomas Cevate, CIA WWCOT T 310/828 -0040 (� ,� &h, /d- ! 310/453-9432 Larry Taniguchi wF E info wcotcom Architect/Sr. Associate 3130 Wilshire Blvd, 6" Floor Santa Monica, CA Enclosures: Proposal Summary 90403 -2349 cc: Chet Widom, FAIA/WWCOT Joyce Afuso- LeisvTVWCOT WWW.WWCQL.com Inland Empire Palin Springs ATTACHMENT 3 Vclitura G: broicclbT2009-O0� urniturujlo41008- Furniture 5Vmmir i 000028