SR-07-23-2013-3HCity Council Meeting: July 23, 2013
Agenda Item: Y--H
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Award Contract for the Finance Tenant Improvement Project
Recommended Action
Staff recommends that the City Council:
1. Authorize the City Manager to negotiate and execute a contract with Systems
Source, Inc., a California -based company, in an amount not to exceed $115,242
(includes a 10% contingency) for the Finance Tenant Improvement project.
2. Authorize the Director of Public Works to issue any necessary change orders to
complete additional work within budget authority.
Executive Summary
This project would update, reconfigure and reupholster furniture in the Finance
Department office suite. The City solicited two bids: one for Knoll furniture purchasing,
reconfiguration and reupholstering services and another for reupholstery and repainting
of some existing furniture associated with the improvements. Staff recommends
Systems Source, Inc. as the best bidder for both bids for the Finance Tenant
Improvement project, at a cost not to exceed $115,242.
Discussion
The Finance Department includes 51 staff members in six divisions (Administration,
Operations, Risk Management, Purchasing, Budget and Payroll) located on the second
floor of 1717 4th Street. The existing suite was expanded over the years in a piecemeal
fashion resulting in office space that is suboptimal and disjointed. Reconfiguration of
the space has become imperative to the efficient operation and functionality of the
department, prompting the request to make architectural improvements as well as to
move and upgrade existing furniture and to purchase new product where needed.
1
Vendor Selection
On June 12, 2013, the City published two Notices Inviting Bids to provide office
furniture, reupholstering, and painting for the the Finance Tenant Improvement project.
The bids were posted on the City's online bidding website, and notices were advertised
in the Santa Monica Daily Press in accordance with City Charter and Municipal Code
provisions. Two bids were necessary to separate Knoll products from other
manufacturers as these products must be purchased through an authorized dealer. The
first notice included the purchase and installation of twelve new Knoll workstations and
five private Knoll office furniture and the disassembly, storage and reconfiguration of
twenty -four other existing workstations and private offices. The second notice was for
the reupholstering of five existing reception chairs and the electrostatic painting of
seven file cabinets. Four bids were received on June 24, 2013. Bid results are as
follows:
Notice Inviting Bids #1 — KNOLL Furniture
Bidder Total Bid Amount
System Source, Inc. $100,515.42
Notice Inviting Bids #2 — Reupholstery and Electrostatic Painting
Bidder Total Bid Amount
System Source, Inc. $4,250.17
Professional Refinishing Organization $4,308.05
Ye Olde Upholstery Shoppe (reupholstery only) $ 625.00
Bids were evaluated on price, product availability, selection, quality of material and
compliance with City specifications. System Source was the lowest bidder, provided the
specificed brands, and they have a good standing relationship with the City. Based on
these criteria, System Source is recommended as the best bidder for both bids. Staff
contacted references provided by System Source, Inc. for prior project experience at the
City of Santa Monica for multiple furniture projects over the years. Work has been
completed in a timely and cost - efficient manner while maintaining consistent quality.
2
Construction Schedule
Construction work would occur in two phases and is scheduled to begin in early August
2013 for a period of approximately 60 days. Furniture delivery would occur twice in
order to accommodate the phasing of the construction and the move of staff to
temporary offices in City Hall.
Financial Impacts & Budget Actions
The contract to be awarded to System Source, Inc. is for an amount not to exceed
$115,242 (includes 10% contingency). Funds in the amount of $115,242 are available
in the FY2013 -14 budget in account S010130.589000.
Prepared by: Jean Bellman, Architect
Approved:
9
Ma tin Pastucha
Director of Public Works
3
Forwarded to Council:
Rod Gould
City Manager
Reference:
Contract No. 9775 (CCS)