HomeMy WebLinkAboutStaff Report 3117
City of Palo Alto (ID # 3117)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 10/22/2012
City of Palo Alto Page 1
Summary Title: Approval of Change to Purchase Order with One Workplace
Title: Approval of Increase to Purchase Order with One Workplace to Add
$71,646 for a Total Amount Not to Exceed $703,794 for Standard Furniture
for the Mitchell Park Library and Community Center
From: City Manager
Lead Department: Library
Recommendation
Staff recommends that Council approve and authorize the City Manager or designee to approve
a $38,646 increase to Purchase Order (PO) #4512000787 to One Workplace for the standard
furniture for the Mitchell Park Library and Community Center project and to authorize a
$33,000 contingency for a total not to exceed amount of $703,794. The PO was originally issued
for $632,148.
Background
The Mitchell Park Library and Community Center, located at 3700 Middlefield Road, is a joint
facility funded by the November 2008 voter-approved Measure N. The Library will be a two-
story 41,000 square foot facility adjacent to the 15,000 square foot single story community
center, requiring the provision and installation of 1,163 pieces of 85 different furniture bid
items.
A request for quotation for the provision of the selected standard furniture was issued in
November 2011. Three proposals were received and the staff recommended that Council
approve and authorize the City Manager or designee to execute a purchase order with One
Workplace in the amount of $632,148 for standard furniture for the joint facility. At that time,
the facility was expected to open in Fall 2012.
Discussion
In May 2012, it became clear to City staff that the project would be delayed and notified One
City of Palo Alto Page 2
Workplace to hold off on placing the order for the standard furniture based on analysis that it
would be more cost-effective to pay material price increases to purchase the furniture at a later
date than to order the furniture and pay storage costs until the building was ready for furniture
installation. In July 2012, project schedules showed that standard furniture installation would
begin in or around November 2012, so staff gave One Workplace approval to place the order.
However, price increases have occurred since the delay that the City must cover. Staff has
analyzed the increases and recommends that $38,646 be added to the PO to cover those
increases. In addition, staff is also recommending adding a contingency of $33,000 that would
cover storage costs should the delivery and installation of the furniture be delayed again. The
facility is expected to be completed in Spring 2013.
Resource Impact
There is no impact on the General Fund. The purchase is fully funded by the Palo Alto Library
Foundation donation adopted in a Budget Amendment Ordinance on December 19, 2011. (CMR
2258)
Attachments:
Attachment A: One Workplace Price Quote 9-06-12 (PDF)
ONE WORKPLACE Date 9/6/2012
Project Title MITCHELL PARK LIBRARY & COMMUNITY CENTER STANDARD FURNITURE
Request for Quotations (RFQ) number 143993
(Mitchell Park Library)
ITEM QTY UNIT PLAN CODE & DESCRIPTION UNIT PRICE TOTAL PRICE ARO*
1 3 EA sB-1 - Davis Bench 3002 - A103 Entry Library (Per Specs) $856.00 $2,568.00 9 Weeks
2 16 EA
sCC-3A / Café Chair (outdoor armchair) A235/A236 (Per the
attached specifications)$426.20 $6,819.20 16 Weeks
3 16 EA
sCC-3B / Café Chair (outdoor) (Per the attached
specifications)$292.00 $4,672.00 16 Weeks
4 12 EA sCL-1 / Lounge Chair (Per the attached specifications)$1,365.54 $16,386.48 6 Weeks
5 24 EA sCL-2 / Lounge Chair (Per the attached specifications)$1,546.39 $37,113.36 8 Weeks
6 24 EA sCL-3 / Lounge Chair (Per the attached specifications)$1,457.32 $34,975.68 8 Weeks
7 8 EA
sCL-4A / Lounge Chair (children's) (Per the attached
specifications)$925.00 $7,400.00 8 Weeks
8 3 EA
sCL-4B / Lounge Chair (children's) (Per the attached
specifications)$1,317.00 $3,951.00 8 Weeks
9 10 EA
sCL-5 / Lounge Chair (children's) (Per the attached
specifications)$1,035.48 $10,354.80 6 Weeks
City of Palo Alto 143993
Rev. 09/06/2012
QUOTATION REVISION DATE: SEPTEMBER 6TH, 2012
ONE WORKPLACE Date 9/6/2012
SECTION III - SPECIFICATIONS
ITEM QTY UNIT PLAN CODE & DESCRIPTION UNIT PRICE TOTAL PRICE ARO*
10 4 EA
sCL-6 / Lounge Booth (children's) (Per the attached
specifications)$2,343.00 $9,372.00 5 Weeks
11 4 EA
sCL-7A / Lounge Chair (preschool) (Per the attached
specifications)$1,219.00 $4,876.00 8 Weeks
12 2 EA
sCL-7B / Lounge Chair (preschool) (Per the attached
specifications)$2,016.00 $4,032.00 8 Weeks
13 1 EA
sCL-8 / Lounge Booth (preschool) (Per the attached
specifications)$6,715.00 $6,715.00 8 Weeks
14 8 EA
sCL-13 / Lounge Chair (teen) (Per the attached
specifications)$1,310.00 $10,480.00 5 Weeks
15 2 EA
sCL- 14A / Lounge Booth (teen) (Per the attached
specifications)$3,763.95 $7,527.90 5 Weeks
16 2 EA
sCL- 14B / Lounge Booth (teen) (Per the attached
specifications)$1,820.00 $3,640.00 5 Weeks
17 2 EA
sCL-14C1 / Lounge Booth (teen) (Per the attached
specifications)$1,745.00 $3,490.00 5 Weeks
18 32 EA sCM-1 / Meeting Chair (Per the attached specifications)$0.00 $0.00 5 Weeks
19 30 EA
sCR-1A / Reader Chair (with arms) (Per the attached
specifications)$572.28 $17,168.40 9 Weeks
20 30 EA
sCR-1B / Reader Chair (without arms) (Per the attached
specifications)$452.45 $13,573.50 9 Weeks
21 18 EA
sCR-2 / Reader Chair (teen) (Per the attached
specifications)$288.32 $5,189.76 3 Weeks
22 7 EA
sCR-3 / Reader Chair (children's) (Per the attached
specifications)$347.30 $2,431.10 8 Weeks
23 12 EA
sCR-4 Reader Chair (preschool) (Per the attached
specifications)$340.92 $4,091.04 10 Weeks
City of Palo Alto 143993
Rev. 09/06/12
ONE WORKPLACE Date 9/6/2012
SECTION III - SPECIFICATIONS
ITEM QTY UNIT PLAN CODE & DESCRIPTION UNIT PRICE TOTAL PRICE ARO*
24 6 EA
sCR- 5 / Reader Stool (children's) (Per the attached
specifications)$358.00 $2,148.00 10 Weeks
25 4 EA
sCR-6 / Reader Stool (teen) (Per the attached
specifications)$231.30 $925.20 3 Weeks
26 30 EA
sCS- 1A / Stacking Chair (banquet) (Per the attached
specifications)$294.00 $8,820.00 4 Weeks
27 30 EA sCS- 1B / Stacking Chair (Per the attached specifications)$268.00 $8,040.00 4 Weeks
28 64 EA sCT-1 / Technology Chair (Per the attached specifications)$454.00 $29,056.00 5 Weeks
29 4 EA sCT-2 / Technology Stool (Per the attached specifications)$519.00 $2,076.00 5 Weeks
30 2 EA sDC-1 / Chair Dolly (Per the attached specifications)$233.23 $466.46 4 Weeks
31 12 EA sOS-1 / Outdoor Seating (Per the attached specifications)$215.18 $2,582.16 6 Weeks
32 4 EA sOT-1 / Outdoor Table (Per the attached specifications)$389.35 $1,557.40 16 Weeks
33 6 EA sOT-2 / Outdoor Table (Per the attached specifications)$327.23 $1,963.38 16 Weeks
34 8 EA
sTC-3 / Café Table (outdoor) (Per the attached
specifications)$1,105.00 $8,840.00 16 Weeks
35 12 EA sTS-3 / Side table (Per the attached specifications)$730.16 $8,761.92 8 Weeks
36 2 EA sTS-4 / Side table (teen) (Per the attached specifications)$932.64 $1,865.28 6 Weeks
37 12 EA
sTM-1 / Meeting Table (nesting) (Per the attached
specifications)$769.00 $9,228.00 5 Weeks
City of Palo Alto 143993
Rev. 09/06/12 Page 13 of 21
ONE WORKPLACE Date 9/6/2012
SECTION III - SPECIFICATIONS
ITEM QTY UNIT PLAN CODE & DESCRIPTION UNIT PRICE TOTAL PRICE ARO*
38 1 EA
sTM-2A / Meeting Table (conference) (Per the attached
specifications)$5,489.00 $5,489.00 10 Weeks
39 1 EA
sTM-2C / Meeting Table (conference) (Per the attached
specifications)$4,647.26 $4,647.26 10 Weeks
40 1 EA
sTM-2D / Meeting Table (conference) (Per the attached
specifications)$3,846.00 $3,846.00 10 Weeks
41 4 EA
sTR-1 / Reader Table (preschool) (Per the attached
specifications)$379.12 $1,516.48 7 Weeks
42 9 EA sTT-1 / Technology Table (Per the attached specifications)$825.00 $7,425.00 5 Weeks
43 11 EA sM-1 / Clocks (Per the attached specifications)$172.00 $1,892.00 4 Weeks
44 7 EA sM-2 / Waste Receptacle (Per the attached specifications)$373.66 $2,615.62 7 Weeks
45 9 EA sM-3 / Recycle Receptacle (Per the attached specifications)$373.66 $3,362.94 7 Weeks
46 2 EA sM-4 / Lectern (Per the attached specifications)$2,245.00 $4,490.00 2 Weeks
47 1 EA
cTT-2 Brodart Computer Station with (2) Benches (per
specification)$1,710.23 $1,703.70 12 weeks
79 1 EA A144 - Willy the Bookworm - Picture Book Seats $1,235.00 $1,235.00 8 Weeks
$15,252.00
$8,930.50
$30,158.91
$395,721.43
8.25% Sales Tax
Freight Charges All items
Delivery and Installation Costs All items 01 through 46
Total Base Bid, items 01 through 46, including sales tax:
(Community Center)
ITEM QTY UNIT PLAN CODE & DESCRIPTION UNIT PRICE TOTAL PRICE ARO*
47 4 EA
sCC-1A / Café Chair (indoor/outdoor) (Per the attached
specifications)$271.00 $1,084.00 16 Weeks
48 8 EA
sCC-1B / Café Chair (indoor/outdoor) (Per the attached
specifications)$219.00 $1,752.00 16 Weeks
49 9 EA
sCC-2 / Café Stool (indoor/outdoor) (Per the attached
specifications)$543.50 $4,891.50 16 Weeks
SECTION III - SPECIFICATIONS
ITEM QTY UNIT PLAN CODE & DESCRIPTION UNIT PRICE TOTAL PRICE ARO*
50 12 EA sCC-4 / Café Chair (teen) (Per the attached specifications)$439.00 $5,268.00 12 Weeks
51 10 EA sCC-5 / Café Stool (teen) (Per the attached specifications)$721.00 $7,210.00 12 Weeks
52 2 EA sCL-1 / Lounge Chair (Per the attached specifications)$1,337.50 $2,675.00 6 Weeks
53 4 EA
sCL-9 / Lounge Chair (teen) (Per the attached
specifications)$1,201.32 $4,805.28 13 Weeks
54 2 EA
sCL-10 / Lounge Chair (teen) (Per the attached
specifications)$1,419.70 $2,839.40 6 Weeks
55 4 EA
sCL-11 / Lounge Booth (teen) (Per the attached
specifications)$1,275.00 $5,100.00 6 Weeks
56 1 EA
sCL-12 / Lounge Booth (teen) (Per the attached
specifications)$6,872.66 $6,872.66 6 Weeks
57 12 EA sCM-1 / Meeting Chair (Per the attached specifications)$0.00 $0.00 5 Weeks
58 96 EA sCS-1A / Stacking Chair (Per the attached specifications)$198.48 $19,054.08 4 Weeks
59 240 EA sCS-1B / Stacking Chair (Per the attached specifications)$161.00 $38,640.00 4 Weeks
60 24 EA
sCS-2 / Stacking Chair (ECR) (Per the attached
specifications)$265.00 $6,360.00 10 Weeks
61 24 EA sCT-1 / Technology Chair (Per the attached specifications)$415.00 $9,960.00 5 Weeks
62 28 EA sDC-1 / Chair Dolly (Per the attached specifications)$233.23 $6,530.44 4 Weeks
63 5 EA sDT-1 / Table Dolly (Per the attached specifications)$720.43 $3,602.15 7 Weeks
City of Palo Alto 143993
Rev. 09/6/12 Page 15 of 21
ONE WORKPLACE Date 9/6/2012
SECTION III - SPECIFICATIONS
ITEM QTY UNIT PLAN CODE & DESCRIPTION UNIT PRICE TOTAL PRICE ARO*
64 4 EA
sTC-1A / Café Table (square) (Per the attached
specifications)$350.81 $1,403.24 16 Weeks
65 4 EA
sTC-1B / Café Table (round) (Per the attached
specifications)$395.32 $1,581.28 16 Weeks
66 3 EA
sTC-1C / Café Bar Table (round)(Per the attached
specifications)$429.19 $1,287.57 16 Weeks
67 4 EA sTC-2 / Café Table (teen) (Per the attached specifications)$370.00 $1,480.00 16 Weeks
68 1 EA sTS-1 / Side Table (Per the attached specifications)$969.00 $969.00 10 Weeks
69 2 EA sTS-2 / Side Table (teen) (Per the attached specifications)$1,925.22 $3,850.44 7 Weeks
70 54 EA
sTM-1 / Meeting Table (nesting) (Per the attached
specifications)$719.38 $38,846.52 5 Weeks
71 1 EA
sTM-2B / Meeting Table (conference) (Per the attached
specifications)$5,292.00 $5,292.00 10 Weeks
72 30 EA
sTM-3 / Meeting Table (banquet) (Per the attached
specifications)$496.77 $14,903.10 7 Weeks
73 6 EA
sTM-4 / Meeting Table (ECR) (Per the attached
specifications)$777.00 $4,662.00 10 Weeks
74 12 EA sTT-1 / Technology Table (Per the attached specifications)$772.00 $9,264.00 5 Weeks
75 9 EA sM-1 / Clocks (Per the attached specifications)$155.45 $1,399.05 4 Weeks
76 9 EA sM-2 / Waste Receptacle (Per the attached specifications)$386.00 $3,474.00 7 Weeks
77 9 EA sM-3 / Recycle Receptacle (Per the attached specifications)$386.00 $3,474.00 7 Weeks
78 2 EA
sM-4 / Lectern Custom Stain (Per the attached
specifications)$2,716.00 $5,432.00 8 Weeks
City of Palo Alto 143993
Rev. 09/06/12 Page 16 of 21
ONE WORKPLACE Date 9/6/2012
SECTION III - SPECIFICATIONS
ITEM QTY UNIT PLAN CODE & DESCRIPTION UNIT PRICE TOTAL PRICE ARO*
79 1 EA sM-5 / Pool Table (Per the attached specifications)$2,204.00 $2,204.00 5 Weeks
80 1 EA sM-6 / Ping Pong Table (Per the attached specifications)$879.00 $879.00 5 Weeks
81 1 EA sM-7 / Foosball table (Per the attached specifications)$511.00 $511.00 5 Weeks
82 1 EA SM-8 / Air Hocky Table (Per the attachesd specifications)$699.00 $699.00 5 Weeks
Total $4,293.00
$13,201.00
$12,651.00
$20,963.87
$275,071.58
City of Palo Alto 143993
Rev. 09/06/12 Page 17 of 21
Freight Charges All items
Delivery and Installation Costs All items 47 through 82
8.25% Sales Tax
Total Base Bid, items 47 through 82, including sales tax:
Total in words : Two hundred sixty two thousand four hundred twelve dollars and seventeen cents.
ONE WORKPLACE Date 9/6/2012
SECTION III - SPECIFICATIONS
Total Mitchell Park Base Bid (Items 01 through 46)………………………………………………………… $395,721.43
Total Community Center Base Bid, (items 47 through 82) ……………………………………………… $275,071.58
Total Community Center Alternate Bid, (items 83 through 85)……………………………………….
Number not included in total
Grand Total (Mitchell Park Library plus Community Center Bid Totals):$670,793.01
Total in words: Six Hundred Seventy Thousand, Seven Hundred Ninety Three
Dollars and One Cent
QUANTITIES: Material quanitits as specified are approximate and no guarantee is implied that the exact
amount will be purchased.
DELIVERY: Delivery terms shall be F.O.B. Destination, Freight Prepaid in accordance with the attached
terms and conditions.
Signature must be the same as signatiure(s) in Section I - Request for Quotation
Signature:
______________________________________________________________________
(Signature)
Linda M Repola
(Print Name)
City of Palo Alto 143993
Rev. 09/06/12 Page 18 of 21