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Item 10ACity of Southlake, Texas MEMORANDUM February 8, 2002 TO: Billy Campbell, City Manager FROM: Rick Black, Director of Public Safety (Ext. 2421) SUBJECT: Award of bid to Dallas Desk, Inc., for furniture for West DPS facility. Action Requested: Award the bid for furniture for the West DPS facility to Dallas Desk, Inc. for $31,801.07. Background Information: Recall that a line item exists within the Crime Control and Prevention District budget that provides monies for the purchase of furniture, fixtures and equipment (FF &E) for the West DPS facility. The original line item allocated $96,800.00 for such purchases and was increased to $151,000.00 in the adoption of the FY 2001 -02 budget. In July, 2001, Phillips Swagger and Associates was contacted and requested to submit a quote for FF &E services. The quote submitted resulted in a total sum of $218,012.00. After careful review, staff determined that the City could coordinate and purchase the necessary FF &E needed to open the facility at a more reduced and responsible cost. In August 2001, staff began developing the specifications for the FF &E needs of the West site and spent considerable time and effort developing bid specifications based on the particular furniture manufacturer, style, and color that would best fit the style of the building and provides longest useful life. A bid opening for the furniture was held on December 3, 2001 resulting in the receipt of three bids. Dallas Desk was the most appropriate and qualified bidder, however, many items were being proposed at what was considered to be an excessively high charge. Little time was available since the site is near opening so the decision was made to purchase the items necessary to open the facility and keep within State Law. On January 22, 2002, staff entertained another bid opening on the remaining furniture not already purchased. Dallas Desk, Inc. was the only vender to bid the complete package and was the only bidder providing the specific furniture specified in the bid specifications. Financial Considerations: The City is able to award this bid by line item. Dallas Desk is low bidder for 17 of the 21 requested items. Dallas Desk bid totals $31,801.07 for the 17 items. The other four items will be purchased from other vendors due to a lower bid on those items. The other four items total $9,117.90 from two other vendors. Awarding this bid by line items saves a total of $3,461.03. Billy Campbell, City Manager February 8, 2002 Page 2 The capital projects budget originally allocated $3,863,681 for the west facility which included $96,800 for FFE. The budget was updated and lowered to reflect the cost savings effort made by staff to reflect a total construction cost of $3,455,000 including $151,000.00 allocated for FF &E. The low bid is therefore financially favorable to the District. Citizen Input/ Board Review: The Crime Control and Prevention Board approved the updated costs for funding of the West DPS facility on July 18, 2001. Council subsequently approved the funding in the FY 2001 -02 budget. Legal Review: The City Attorney is familiar with the bid process and results of the bid opening for the DPS West Facility furniture. Alternatives: Deny awarding of the bid to the Dallas Desk and instruct staff to reconsider the bid specifications. This will delay aspects of opening of the West DPS facility. Supporting Documents: West DPS Facility Bid Tabulation Summary Sheet Staff Recommendation: After a great deal of analysis by staff, Dallas Desk is recommended as the contractor to be awarded the bid for furniture for the West DPS facility. Staff spent extensive efforts in reviewing available furniture, visiting offices where the furniture was in use, seeking recommendations from users, and selecting both the style and manufacture that would best fit the offices and work spaces of the new facility. Staff recommends the awarding of the 17 of the 21 requested items to Dallas Desk, Inc., and the purchase of the other four items from two other vendors. RB /rb Billy Campbell, City Manager February 8, 2002 Page 3 Southlake Department of Public Safety West Sub Station Bid Opening January 22, 2002 Dallas Desk Bauhaus Item Business Interiors 1. Lounge Chair (6) 3214.80 (535.80) 3597.26 (599.54) 1668.84 (278.14) 2. Stack Chair (44) 4555.32 (103.53) 4462.92 (101.43) No Bid 3. Folding Tables (10) 4447.71 (444.71) 3910.70 (391.07) No Bid 4. Lectern (1) 593.48 (593.48) No Bid No Bid 5. Chair Dolly (1) 122.35 (122.35) 173.56 (173.56) No Bid 6. L- Shaped 6x7 Wkstn (5) 8590.55 (1718.11) No Bid No Bid 7. Task Chairs (9) 2047.50 (227.50) No Bid No Bid 8. Bookcases (5) 1616.75 (323.35) No Bid No Bid 9. Lateral File (5) 3404.90 (680.98) No Bid No Bid 10. Guest Chair (8) 941.20 (117.65) No Bid 952.40 (119.05) 11. L- Shaped 6x5 Wkstn (2) 2661.08 (1330.54) No Bid No Bid 12. Armless Task Chair (3) 310.59 (103.53) 480.12 (160.04) No Bid 13. Utility Table (1) 223.85 (223.85) 235.95 (235.95) 108.64 (108.64) 14. Metal Side Chair (1) 101.97 (101.97) No Bid 83.33 (83.33) 15. 30x66 W /left Return (2) 2661.08 (1330.54) No Bid No Bid 16. Task Stool (2) 455.00 (227.50) 324.58 (162.29) No Bid 17. Pine Bench (3) 3120.90 (1040.30) No Bid No Bid 18. 3 Seat Sofa (1) 1193.18 (1193.18) No Bid No Bid 19. Dinning Table (2) 918.40 (459.20) No Bid No Bid 20. Stack Chair (12) 750.00 (62.50) No Bid No Bid 21. Twin Beds (5) 1450.00 (290.00) No Bid No Bid 22. Delivery Fee 1000.00 120.00 -0- TOTAL 44,380.00 13,185.09 2,813.21 Note: Items #2, 3, and 16 to be purchased from Bauhaus for total of $9,117.90 Item # 17 to be purchased from American Supply catalog for total of $419.70 All other items from Dallas Desk for total of $31,801.07.