SR-08-13-2013-3NCity Council Meeting: August 1:3, 2013
Agenda Item: 3_1L
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Professional Services Agreement for Pico Branch Library Furniture
Procurement
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a professional services agreement with Interior Office Solutions, a California -
based company, in an amount not to exceed $156,197 (includes a 10% contingency) to
provide furniture procurement services for the Santa Monica Pico Branch Library.
Executive Summary
This project would provide furniture procurement services for the Pico Branch Library
including: ordering, warehousing and installation of all furnishings. Construction of the
Pico Branch Library began in August 2012 and is expected to be complete in early
2014. Staff recommends Interior Office Solutions as the best bidder to provide furniture
procurement services for the Pico Branch Library in an amount not to exceed $156,197.
Background
On May 12 2009 Council approved construction of a new branch library at Virginia
Avenue Park. Following Council's action, staff solicited firms to provide design services
for the new Pico Branch Library. On February 23, 2010, Council awarded a design
contract to Koning Eizenberg Architects. On May 22, 2012, Council approved a
construction contract with R.C. Construction Services, Inc. for the Pico Branch Library
Project. Construction began in August 2012 and is anticipated to be complete in early
2014.
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Discussion
This contract would provide procurement, assessment, planning, inventory analysis,
warehousing, delivery and installation of furniture for the Pico Branch Library. Due to the
variety, specificity and differing lead times of the desired furniture pieces, this project
would be most efficiently managed by an outside consultant. The final selection and
order placement should commence immediately in order to assure delivery and
installation prior to opening the facility to the public.
Consultant Selection
On June 21, 2013, the City issued a Request for Proposals (RFP) from qualified
consultants and design professionals for furniture procurement and installation services
for the Pico Branch Library. The RFP was posted on the City's online bidding site. There
were 38 vendors notified and 31 vendors downloaded the RFP. One proposal was
received and opened on July 15, 2013 from Interior Office Solutions for a total proposal
amount of $141,997.66.
Staff from Public Works evaluated the proposal based on price, references, expertise in
procurement and installation of furniture for public facilities as well as understanding of
the requirements of this unique public project. Based on these criteria, staff
recommends Interior Office Solutions as the best firm for this project. Interior Office
Solutions has experience providing furniture selection services for civic and institutional
projects, including projects for the Big Blue Bus, Rio Hondo College and California State
University San Bernardino. The key personnel identified for this project have provided
furniture procurement services for the following public libraries in California: the Sierra
Madre Public Library in Sierra Madre, the Corwell Public Library in San Marino, the
Mountain View Public Library in Mountain View and the Oxnard Public Library in
Oxnard.
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Financial Impacts & Budget Actions
The professional services agreement to be awarded to Interior Office Solutions is for an
amount not to exceed $156,197 (includes a 10% contingency). Funds are available in
FY2013 -14 Capital Improvement Program budget in account C014032.589000.
Prepared by: Tom Afschar, Architect
Approved:
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Martin Pastucha
Director of Public Works
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Forwarded to Council:
Rod Gould
City Manager
Reference:
Agreement No. 9783
(CCS)