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File #: 19-0018    Version: 1
Type: Agenda Item Status: Approved
File created: 12/27/2018 In control: Board of Supervisors
On agenda: 1/15/2019 Final action: 1/15/2019
Title: Chief Administrative Office, Facilities Division and the Sheriff's Office, recommending the Board approve the following: 1) Award Bid 19-425-027 for the purchase of Office Furniture for the new Public Safety Facility to the low qualified bidder, Miles Treaster Associates of Sacramento, CA; 2) Authorize the Purchasing Agent to issue a purchase contract in the amount of $775,264 to MTA of Sacramento, CA for a one-time purchase following Board approval; and 3) Authorize the Purchasing Agent to increase the purchase contract on an as-needed basis during the awarded period as long as funding is available within the requesting department's budget. FUNDING: Public Safety Facility - USDA Loan (General Fund).
Attachments: 1. A - PSF - Office Furniture Eval Summary, 2. B - Bid Document 19-425-027 Public Safety Facility - Office Furniture
Related files: 14-0133, 18-0439

Title

Chief Administrative Office, Facilities Division and the Sheriff's Office, recommending the Board approve the following:

1) Award Bid 19-425-027 for the purchase of Office Furniture for the new Public Safety Facility to the low qualified bidder, Miles Treaster Associates of Sacramento, CA;

2) Authorize the Purchasing Agent to issue a purchase contract in the amount of $775,264 to MTA of Sacramento, CA for a one-time purchase following Board approval; and

3) Authorize the Purchasing Agent to increase the purchase contract on an as-needed basis during the awarded period as long as funding is available within the requesting department's budget.

 

FUNDING: Public Safety Facility - USDA Loan (General Fund).

Body

DISCUSSION / BACKGROUND

At the request of the Facilities Division, the Procurement and Contracts Division issued an invitation to Bid for Office Furniture in the new Public Safety Facility. Thirty-nine (39) Bid Notification Letters were mailed, two (2) to local vendors.  Ten (10) qualified responses were received, one from a local vendor. 

 

A selection committee made up of representatives from Facilities, Procurement and Contracts,  the Sheriff's department and our design criteria consultant, Arch Nexus, reviewed all responses.  MTA provided the lowest overall bid based on the specifications that the selection committee determined best met the needs of the County.  The bid allowed for vendors to propose alternate brands.  The selection committee inspected samples of the proposed systems furniture and determined that the alternate brands that several vendors provided were not equal to the brands in the specifications of the bid documents with the exception of the systems furniture.  Ultimately the bid was awarded to the vendor that provided pricing on the exact brands included in the specifications for Categories I, II, III, IV, VI, and VII with the alternate systems furniture of Global Evolve determined to meet the needs of the County at the lowest price for Category V.

 

The Division is recommending that the Board award the purchase contract to MTA of Sacramento, CA.  In addition to a long lead time necessary to order all systems furniture components, the award must be completed so that the electrical subcontractors can complete the wiring plans required for the modular furniture.  By awarding this contract today, the team anticipates that furniture will be installed in June allowing the project to remain on schedule and on budget.

 

The Division is requesting that the Board authorize the Purchasing Agent to increase the purchase contract on an "as needed" basis during the awarded period as long as funding is available within the Public Safety Facility budget to allow for any minor modifications that may be necessary as the furniture order is completed. 

 

ALTERNATIVES

There are no feasible alternatives. Office Furniture is required for the Public Safety Facility and the bid process resulted in the lowest cost proposal from a qulaified vendor.

 

PRIOR BOARD ACTION

Legistar #18-0439, April 3, 2018 - Board approval of Amendment V to Agreement for Services 301-S1611 with Architectural Nexus, Inc to expand the scope of work to assist in the vendor evaluation and selection for Furniture, Fixture, and Equipment design.

 

OTHER DEPARTMENT / AGENCY INVOLVEMENT

The Procurement and Contracts Division issued and completed the formal bid process.

 

CAO RECOMMENDATION / COMMENTS

It is recommended that the Board approve this item.

 

FINANCIAL IMPACT

Funding is included in the Public Safety Facility Project budget as submitted to the USDA.  There is no change to the project budget as a result of this bid award and there is no change in Net County Cost.

 

CLERK OF THE BOARD FOLLOW UP ACTIONS

N/A

 

STRATEGIC PLAN COMPONENT

Infrastructure

 

CONTACT

Bid Details:

Michele Weimer, Ext 5670

 

Department Details:

Russell Fackrell, Ext 7596