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.