HomeMy WebLinkAbout1994-220ORDINANCE NO. CH � Sao
AN ORDINANCE ACCEPTING COMPETITIVE BIDS AND AWARDING A CONTRACT FOR
THE PURCHASE OF MATERIALS, EQUIPMENT, SUPPLIES OR SERVICES;
PROVIDING FOR THE EXPENDITURE OF FUNDS THEREFORE; AND PROVIDING FOR
AN EFFECTIVE DATE.
WHEREAS, the City has solicited, received and tabulated
competitive bids for the purchase of necessary materials,
equipment, supplies or services in accordance with the procedures
of state law and City ordinances; and
WHEREAS, the City Manager or a designated employee has
reviewed and recommended that the herein described bids are the
lowest responsible bids for the materials, equipment, supplies or
services as shown in the "Bid Proposals" submitted therefore; and
WHEREAS, the City Council has provided in the City Budget for
the appropriation of funds to be used for the purchase of the
materials, equipment, supplies or services approved and accepted
herein; NOW, THEREFORE,
THE COUNCIL OF THE CITY OF DENTON HEREBY ORDAINS:
SECTION I. That the numbered items in the following numbered
bids for materials, equipment, supplies, or services, shown in the
"Bid Proposals" attached hereto, are hereby accepted and approved
as being the lowest responsible bids for such items:
BID ITEM
NUMBER NO VENDOR AMOUNT
1684 ALL CULTURAL SURROUNDINGS $128,754.00
1686 ALL LIBRA-TECH CORPORATION $ 50,478.00
SECTION II. That by the acceptance and approval of the above
numbered items of the submitted bids, the City accepts the offer of
the persons submitting the bids for such items and agrees to
purchase the materials, equipment, supplies or services in
accordance with the terms, specifications, standards, quantities
and for the specified sums contained in the Bid Invitations, Bid
Proposals, and related documents.
SECTION III. That should the City and persons submitting
approved and accepted items and of the submitted bids wish to enter
into a formal written agreement as a result of the acceptance,
approval, and awarding of the bids, the City Manager or his
designated representative is hereby authorized to execute the
written contract which shall be attached hereto; provided that the
written contract is in accordance with the terms, conditions,
specifications, standards, quantities and specified sums contained
in the Bid Proposal and related documents herein approved and
accepted.
CITY OF DLNI`0;^d
LEGAL DEPT,
SECTION IV. That by the acceptance and approval of the above
numbered items of the submitted bids, the City Council hereby
authorizes the expenditure of funds therefor in the amount and in
accordance with the approved bids or pursuant to a written contract
made pursuant thereto as authorized herein.
SECTION V. That this ordinance shall become effective
immediately upon its passage and
�_ approval.
11
PASSED AND APPROVED this 5P t day of 1994.
ATTEST:
JENNIFER WALTERS, CITY SECRETARY
APPROVED AS TO LEGAL FORM:
MICHAEL A. BUCEK, ACTING CITY ATTORNEY
DATE: DECEMBER 6, 1994
CITY COUNCIL REPORT
TO: Mayor and Members of the City Council
FROM: Lloyd V. Harrell, City Manager
SUBJECT: BID # 1684 - LIBRARY FURNITURE AND SHELVING
RECOMMENDATION: We recommend this bid be awarded to the lowest bidder
meeting specifications, Cultural Surroundings, in the amount of $99,559.00 for
furniture and $29,195.00 for shelving. Total bid award is $128,754.00.
SUMMARY: This bid is for the furniture and shelving to go in the new Denton
Library South Branch.
The furniture and shelving consist of 15 lounge chairs, 1 lounge settee, 1 circulation
desk, 7 adult tables, 9 juvenile tables, 4 modular study carrels, 78 side chairs, 2
computer tables, 3 secretarial desks, 72 stack chairs, 6 task chairs, 1 rocking chair
and 137 sections of various style shelving.
The recommendation above is based upon a very extensive evaluation of the bid
responses received. The lessor offers submitted by Vance Hunt, Libratech and L. B .
Interiors failed to comply with bid specifications and bidding requirements (see
evaluation attached) . The specifications and bid requirements were drafted by Dr.
John Miniter, our Library Consultant charged with this task.
Library Board recommended approval on November 22, 1994.
BACKGROUND: Bid Tabulation, evaluation comparison sheet, and support
document, and Library Board Minutes.
OR GROUPS AFFECTED. Library Operations and
FISCAL IMPACT: Funds for this purchase are available in account number:
449-033-LIBR-9354-9102 $ 50,000.00
100-033-0075-9107 $ 47,492.00
466-033-LIBR-9501-9102 $ 31,262.00
Total Bid Award $128,754.00
Respe ully su t tted
to . Harrell
City Manager
A roved:
Name: Tom D. Shaw, C.P.M.
Title: Purchasing Agent
544.AGENDA
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BIDDERS FOR SOUTH BRANCH WITH PRODUCTS
CRITICAL CONSTRUCTION AND
C.S.
WORDEN
V.H.A.
BRODART
L.B. INT.
LIBRARY
LIBRATECH
PERFORMANCE CRITERIA
BID
W.P.S.
DIAMETRON
QUANTUM
BUREAU
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AS SPECIFIED FOR
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ESTEY
MEDALLION
PERIMETRON
DENTON SOUTH BRANCH
READER AND LOUNGE CHAIR
YES
NO
NO
NO
PERFORMANCE TESTING DATA WITH
NO
THIRD PARTY VALIDATION OF TEST
PROCEDURES
U.L. LISTING CARDS
NO
YES
NO
NO
NO
WARRANTY INFORMATION:
NO
5 VEAR
NO
NO
1 YEAR
FURNITURE
SHELVING
NO
B YEAR
NO
NO
ALL SPECIFICATION INFORMATION
YES
PARTIAL
PARTIAL
PARTIAL
AND PHOTOGRAPHS OF ALTERNATE
NO
PRODUCTS BID
PROOF OF PERFORMANCE TESTING
YES
NO
NO
NO
WITH THIRD PARTY VALIDATION
NO
7
YES
NO?
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METAL FRAME
POWDER COAT EPDXY
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NO?
NO?
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2.8 LB DENSITY FOAM SEAT AND
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COMPOUND CONTOUR SEAT AND
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CHAIRS/DIMENSIONS COMPLETELY
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U.L. LISTING DOCUMENTED WITH
YES
NO
NO
NO
LISTING CARDS SUPPLIED
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HUB CONNECTORS FOR APRONS AND
NO
NO
NO
LEGS
?
YES
NYLON ADJUSTABLE GLIDE/FULL
YES
NO
NO
NO
DIAMETER OF LEG
?
RADIO FREQUENCY CURED
?
YES
NO
NO
NO
EDGEBANDS WITH PVA GLUE
U.L. LISTING DOCUMENTED WITH
YES
NO
NO
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LISTINGS CARDS SUPPLIED
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YES
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SHOULDER SCREW ATTACHMENT OF
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YES ?
MATCHED VENEERS 7
RADIO FREQUENCY CURED BANDING
? 7 NO
? YES
WITH PVA GLUE
U.L. LISTING DOCUMENTED WITH YES NO NO NO
LISTING CARDS SUPPLIED
FLAT PANEL COMPLETELY MODULAR NO 7 0
YES
CONSTRUCTION ?
PREMIUM BALANCED, SEQUENCED
YES ? ? NO
BOOK MATCHED OAK VENEERS 7
RADIO FREQUENCY CURED ? NO
EDGEBANDS WITH PVA GLUE 7 YES
PROOF OF PERFORMANCE TESTING
NO NO NO
TO MEET SPEC WITH THIRD PARTY ? YES
VALIDATION
STEEL FRAME CONSTRUCTION YES NO,
2.8 LB. DENSITY FOAM
YES
?
YES
YES NO YES
EPDXY POWDER COAT
INTEGRAL BACK LIP SHELVES
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YES
YES NO? YES
WELDED FRAME CONSTRUCTION
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YES
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YES
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CHROME BOOK SUPPORT
TUBULAR DISPLAY SHELVES
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YES
NO NO YES
RlnnFRC FnR RMITH BRANCH WITH PRODUCTS
CRITICAL CONSTRUCTION AND
C.&
V.H.A.
L.B. INT.
PERFORMANCE CRITERIA
BID
WORDEN
BRODART
LIBRARY
LIBRATECH
AS SPECIFIED FOR
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DIAMETRON
QUANTUM
BUREAU
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PRODUCT
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NO
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YES
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WITH THIRD PARTY VALIDATION
NO
YES
NO
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YES
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?
YES
NO
NO
NO
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DIAMETER OF LEG
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YES
NO
NO
NO
RADIO FREQUENCY CURED
EDGEBANDS WITH PVA GLUE
7
-YES
NO
NO
NO
U.L. LISTING DOCUMENTED WITH
LISTINGS CARDS SUPPLIED
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YES
NO
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SHOULDER SCREW ATTACHMENT OF
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YES
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PREMIUM BALANCED BOOK OAK
7
NO
MATCHED VENEERS
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YES
7
RADIO FREQUENCY CURED BANDING
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YES
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U.L. LISTING DOCUMENTED WITH
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INTEGRAL BACK LIP SHELVES
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YES
YES
NO?
YES
WELDED FRAME CONSTRUCTION
?
YES
YES
YES
YES
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CHROME BOOK SUPPORT
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YES
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NO
YES
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TUBULAR DISPLAY SHELVES
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YES
NO
NO
YES
REVIEW AND RECOMMENDATION FOR FURNITURE AND
SHELVING FOR DENTON SOUTH BRANCH PUBLIC LIBRARY
WORK PLACE SOLUTIONS:
DOCUMENT REQUIREMENT: U.L. LISTING CARDS WERE TO BE SUPPLIED
WITH BID REFERENCING PRODUCTS SPECIFIED.
SUPPLIED: No U.L. listing documentation supplied.
DOCUMENT REQUIREMENT: PERFORMANCE TESTING OF READER AND
LOUNGE CHAIRS INCLUDING THIRD PARTY VALIDATION OF IN-HOUSE
TESTING LAB WAS TO BE INCLUDED FOR PRODUCTS SPECIFIED.
SUPPLIED: No testing documentation supplied.
DOCUMENT REQUIREMENT: ALL SUPPORTING DATA SHOWING
PRODUCTS BID INCLUDING DETAILED SPECIFICATIONS AND
PHOTOGRAPHS WERE TO BE INCLUDED WITH BID IN ORDER TO
ADEQUATELY REVIEW BID.
SUPPLIED: No documentation supplied, only a statement that all items were bid to
spec.
DOCUMENT REQUIREMENT: A LIST OF FIVE PUBLIC LIBRARY PROJECTS
INSTALLED IN THE LAST FIVE YEARS,
SUPPLIED: No reference documentation supplied.
EVALUATION: Workplace Solutions, Inc. bid has not been considered due to:
• Lack of U,L. Listing documentation
• Lack of reader and lounge chair performance testing documentation
• Lack of supporting documentation on all products bids.
We could not evaluate this bid and they were high bidder.
VANCE HUNT ASSOCIATES
DOCUMENT REQUIREMENT: U.L. LISTING CARDS WERE TO BE SUPPLIED
WITH BID REFERENCING PRODUCTS SPECIFIED IN ORDER TO BE
CONSIDERED FOR AWARD.
SUPPLIED: No U.L. Listing cards were supplied with the bid.
DOCUMENT REQUIREMENT: PERFORMANCE TESTING OF READER AND
LOUNGE CHAIRS INCLUDING THIRD PARTY VALIDATION OF IN-HOUSE
TESTING LAB WAS TO BE INCLUDED FOR PRODUCTS SPECIFIED IN ORDER
TO BE CONSIDERED FOR AWARD.
SUPPLIED: No testing documentation was supplied with the bid.
DOCUMENT REQUIREMENT: ALL SUPPORTING DATA SHOWING
PRODUCTS BID INCLUDING DETAILED SPECIFICATIONS AND
PHOTOGRAPHS WERE TO BE INCLUDED WITH BID IN ORDER TO
CONSIDERED FOR AWARD.
SUPPLIED: Brochures showing tables, circulation desk, and shelving that were bid.
All other product brochures (tubular shelving, lounge seating, task chairs, children's chairs,
reader seating, study carrels, secretarial desks, end panels, and canopy tops) were not
included with the bid package. A complete review of the products specified could not be
made due to the lack of printed specifications and previously noted literature. The
brochures included found this bid non -compliant in the following areas.
Adult and Children's reader seating: No supporting photographs, specifications, or
performance testing documentation.
Reader tables: Table leg attachment made with steel plate welded to leg and attached to
table top by means of screws. No aprons on tables. Leveling glides offered are a
recessed glide. Table construction is specified with intersecting hubs and aprons which a
superior method of construction. Leveling glides are specified as 2-1/2" dia x 1-3/16 thick
nylon glide (full diameter fitted glide). Table bid does not meet the specification.
Study carrels: No supporting photographs, or specifications.
Circulation desk: "Freedom" desk does not have flat panel modularity which was
specified. It is made of individual cabinets which does not match the specification.
Lounge Seating: No specifications, or performance testing documentation
Task Chairs: No supporting photographs, or specifications.
VANCE HUNT ASSOCIATES CONT.
Secretarial Desks: No supporting photographs, or specifications.
End Panels & Canopy Tops: No supporting photographs, or specifications.
Shelving: Estf; shelving complies with the standard shelving spec. No information was
supplied on the book support that was specified as chrome. No documentation was
supplied for the tubular shelving specified.
DOCUM-NT REQUIREPI"VNT: A LIST OF FIVE PUBLIC LIBRARY PROJECTS
INSTALLED IN THE LAS i FIVE YEARS.
SUPPLIED: Reference list supplied.
RECOMMENDATION: This bid has been disqualified based:
• Lack of U.L. Listing documentation
• Lack of reader and lounge chair performance testing documentation
• Lack of supporting documentation on all products bids.
Upon further review this bid does not meet the furniture construction specification and
does not include the tubular shelving as specified in the bid.
LIBRA-TECH CORP.
DOCUMENT REQUIREMENT: U.L. LISTING CARDS WERE TO BE SUPPLIED
WITH BID RE°ERENCING PRODUCTS SPECIFIED IN ORDER TO BE
CONSIDERED FOR AWARD
SUPPLIED: No U.L. Listing cards were supplied w ith the bid. A number was listed
noting a reference number to call for U.L. verification.
DOCUMENT REQUIREMENT: PERFORMANCE TESTING OF READER AND
LOUNGE CHAIRS INCLUDING THIRD PARTY VALIDATION OF IN-HOUSE
TESTING LAB WAS TO BE INCLUDED FOR PRODUCTS SPECIFIED IN ORDER
TO BE CONSIDERED FOR AWARD.
SUPPLIED: A testing document was supplied with this bid, however, the part numbers
referenced on the test do not correspond to the seating bid. Furthermore, the construction
noted and tested was for a wood chair. The bid placed was for a steel chair which renders
the supplied testing information invalid. The test was also noted as being an "in He
-house" test and was not validated by a third party inspection of the test facility as
specified
DOCUMENT REQUIREMENT: ALL SUPPORTING DATA SHOWING
PRODUCTS BID INCLUDING DETAILED SPECIFICATIONS AND
PHOTOGRAPHS WERE TO BE INCLUDED WITH BID IN ORDER TO
CONSIDERED FOR AWARD.
SUPPLIED: Supporting data accompanied the bid, however many items were lacking
detailed specifications.. Upon review of the information supplied, the bid did not comply
to the spec for the following reasons:
Adult and Children's reader seating: Chairs showed pictures but gave no specifications.
Based on a sample of this chair supplied prior to the bid, the chair did not have compound
contour seats and backs, was not constructed with the same hardware (critical to the
attachment of the chair seat and back), and did not have the correct density of foam. No
information was given concerning the children's seating.
Reader tables: Table leg attachment made with steel plate welded to leg and attached to
table top by means of screws. Table construction is specified with intersecting hubs and
aprons which is a superior method of construction to the product bid. Leveling glides are
specified as 2-1/2" dia x 1-3/16 thick nylon glide (full diameter fitted glide). Leveling
glides offered do not meet the specification.
LIBRA-TECH, CORP.
Study carrels: Study carrels bid are not constructed with "Z" bars and do not have
shoulder screw connection of the back panels to the side panels. Edgebands are not radio -
frequency.
Circulation desk: No specification information on t - 3 desk was supplied with the bid.
A review cannot be made.
Lounge Seating: No specifications, or performance testing documentation were supplied
with the bid..
Task Chairs: Bid as specified.
Secretarial Desks: Bid as specified
End Panels and Canopy Tops: Drawings were supplied with no supporting specifications.
A complete review could not be made..
Shelving: Estey shelving complies with the standard shelving spec. and book support is
noted as chrome. Information was supplied on tubular shelving which matches the
specification.
DOCUMENT REQUIREMENT: A LIST OF FIVE PUBLIC LIBRARY PROJECTS
INSTALLED IN THE LAST FIVE YEARS.
SUPPLIED: Reference list supplied.
RECOMMENDATION: This bid has been disqualified based on the following:
• Lack of U.L. Listing documentation
• Lack of reader and lounge chair performance testing documentation
• Lack of supporting documentation on all products bids.
Upon further review this bid does not meet the furniture construction specification. The
bid does meet the shelving specification but was high bid and therefore disqualified.
LIBRARY INTERIORS
DOCUMENT REQUIREMENT: U.L. LISTING CARDS WERE TO BE SUPPLIED
WITH BID REFERENCING PRODUCTS SPECIFIED IN ORDER TO BE
CONSIDERED FOR AWARD.
SUPPLIED: No U.L. L ,sting cards were supplied with the bid.'
DOCUMENT REQUIREMENT: PERFORMANCE TESTING OF READER AND
LOUNGE CHAIRS INCLUDING THIRD PARTY VALIDATION OF IN-HOUSE
TESTING LAB WAS TO BE INCLUDED FOR PRODUCTS SPECIFIED IN ORDER
TO BE CONSIDERED FOR AWARD,
SUPPLIED: No testing documentation was supplied.
DOCUMENT REQUIREMENT: ALL SUPPORTING DATA SHOWING
PRODUCTS BID INCLUDING DETAILED SPECIFICATIONS AND
PHOTOGRAPHS WERE TO BE INCLUDED WITH BID IN ORDER TO
CONSIDERED FOR AWARD.
SUPPLIED: Brochures were supplied for Library Bureau "Medallion" series and "Stak"
shelving. No specification information was supplied. A complete review of the products
specified could not be made due to the lack of printed specifications. The brochures
included found this bid non -compliant in the following areas.
Adult and Children's' reader seating: Seating bid is wood. Seating specification was for
a steel chair. No performance testing documentation was supplied.
Reader tables: Tables bid are wood. Tables specified are wood and steel.
Study carrels: Carrels bid are wood. Carrel specification is for a wood and steel line.
Circulation desk: No information was supplied on circulation desks with this bid.
Lounge Seating: No photographs, specifications, or performance testing documentation
was supplied with this bid..
Task Chairs: No photographs, specifications, or performance testing documentation was
supplied with this bid..
Secretarial Desks: No photographs, specifications, or performance testing documentation
was supplied with this bid..
LIBRARY INTERIORS CONT.
End Panels and Canopy Tops: No photographs, specifications, or performance testing
documentation was supplied with this bid..
Shelving: Library Bureau "Stak" shelving does not comply with the epoxy powder coat
finish specification, integral back lip specification, nor the book support specification. No
documentation was supplied for the tubular shelving specified.
DOCUMENT REQUIREMENT: A LIST OF FIVE PUBLIC LIBRARY PROJECTS
INSTALLED IN THE LAST FIVE YEARS,
SUPPLIED: No reference list supplied.
RECOMMENDATION: This bid has been disqualified based on:
Lack of U.L. Listing documentation
Lack of reader and lounge chair performance testing documentation
Lack of supporting documentation on all products bids.
Upon further review this bid does not meet the furniture construction specification and
does not include the tubular shelving as specified in the bid.
CULTURAL SURROUNDINGS
DOCUMENT REQUIREMENT: U.L. LISTING CARDS WERE TO BE SUPPLIED
WITH BID REFERENCING PRODUCTS SPECIFIED.
SUPPLIED: U.L. Listing cards referencing produces specified were supplied.
DOCUMENT REQUIREMENT: PERFORMANCE TESTING OF READER AND
LOUNGE CHAIRS INCLUDING THIRD PARTY VALIDATION OF IN-HOUSE
TESTING LAB WAS TO BE INCLUDED FOR PRODUCTS SPECIFIED.
SUPPLIED: Test results for seating specified along with third party validation of tests.
DOCUMENT REQUIREMENT: ALL SUPPORTING DATA SHOWING
PRODUCTS BID INCLUDING DETAILED SPECIFICATIONS AND
PHOTOGRAPHS WERE TO BE INCLUDED WITH BID IN ORDER TO
ADEQUATELY REVIEW BID.
SUPPLIED: Brochures showing products bid were included with the bid package
supporting the bid to be submitted as specified.
DOCUMENT REQUIREMENT: A LIST OF FIVE PUBLIC LIBRARY PROJECTS
INSTALLED IN THE LAST FIVE YEARS.
SUPPLIED: Reference list supplied.
RECOMMENDATION: I recommend this bid for award of the furniture for the
following reasons
It is the lowest bid to supply all required documentation.
It is the lowest bid meeting specification.
I further recommend this bid for award of the shelving portion of this specification for the
following reasons
It is the lowest bid to supply required documentation.
It is the lowest bid meeting specification.
DRAFT
MINUTES
SPECIAL MEETING
DENTON LIBRARY BOARD
NOVEMBER 22, 1994
6:00 P.M.
Present: Kjell Johansen, Ema Ruth Russell, Kathy Pole, Jean
Greenlaw, Linnie McAdams, and Eva Poole
Absent: Alex Finlay and Dorothy Minter
The meeting was called to review samples of new furniture for
Denton Public Library South. The Board agreed unanimously that the
furniture offered by Cultural Surroundings would best serve our
needs. The furniture chosen was not the lowest bid, but it was
determined that the quality of materials and construction was of
such a nature that the product from Cultural Surroundings would
constitute a savings in a long run. The quality of the furniture
ensures that it will maintain both it's appearance and
functionality for as long as it remains in the building.
The meeting adjourned at 6:30 P.M.
Respectfully submitted,
Kjell M. Johansen
Secretary, Denton Library Board
AHH00617
DATE: DECEMBER 6, 1994
CITY COUNCIL REPORT
TO: Mayor and Members of the City Council
FROM: Lloyd V. Harrell, City Manager
SUBJECT: BID # 1686 - LIBRARY WORK STATIONS
RECOMMENDATION: We recommend this bid be awarded to the only responding
bidder, Libra -Tech Corporation, in the amount of $50,478.00 with delivery in 75
days.
SUMMARY: This bid is for the purchase of 12 beechwood modular work stations
complete with end panels, work surfaces, bases and associated items all designed to
fit a particular configuration. Also included are 15 ergonomic task chairs.
The bid specifications including brand names chosen as minimum standards of quality
as well as the design configurations were drafted by Dr. John Miniter, the Library
Consultant for this project.
Library Board recommends approval.
BACKGROUND: Tabulation Sheet, Minutes from November 22, 1994 Library Board
Meeting.
PROGRAMS, DEPARTMENTS OR GROUPS AFFECTED: Library Operations and
Citizens of Denton.
FISCAL IMPACT: Funds for the purchase of these workstations and chairs are
available from account numbers:
451-033-LIBR-9403-9107 $47,059.00
466-033-LIBR-9501-9102 $ 3,419.00
Total Bid Award $50,478.00
Re fully Sued:
to d V . Harrell
City Manager
Name: Tom D. Shaw, C.P.M.
Title: Purchasing Agent
545.AGENDA
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DRAFT
MINUTES
SPECIAL MEETING
DENTON LIBRARY BOARD
NOVEMBER 22, 1994
6:00 P.M.
Present: Kjell Johansen, Ema Ruth Russell, Kathy Pole, Jean
Greenlaw, Linnie McAdams, and Eva Poole
Absent: Alex Finlay and Dorothy Minter
The meeting was called to review samples of new furniture for
Denton Public Library South. The Board agreed unanimously that the
furniture offered by Cultural Surroundings would best serve our
needs. The furniture chosen was not the lowest bid, but it was
determined that the quality of materials and construction was of
such a nature that the product from Cultural Surroundings would
constitute a savings in a long run. The quality of the furniture
ensures that it will maintain both it's appearance and
functionality for as long as it remains in the building.
The meeting adjourned at 6:30 P.M.
Respectfully submitted,
Kjell M. Johansen
Secretary, Denton Library Board
AHH00617