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1994-220 ORDINANCE NO. qq--~ 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. OITy OF DEN'I'O~¥ 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. PASSED AND APPROVED this .~D~day of ~)~_~L~>e--~- , 1994. BOY dASTLEBERRY, MAYU~/ 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, LibratechandL.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. PROGRAI~IS! DEPARTMENTS OR GROUPS AFFECTED: Library Operations and Citizens of Denton. 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 City Manager Name: :TomD. Shaw, C.P.M. Title: Purchasing Agent 544 .A~ENDA m~ERS FOR SOUTH BRANCH WITH PRODUCTS CRITICAL CONSTRUCTION AND C.S, V.H~A. L.B. INT. PERFORMANCE CRITERIA BI~D WORDEN BRODART LIBRARY LISRATECH AS SPECIFIED FOR W.P.S. DIAMETRON QUANTUM BUREAU I.L.F~ DENTON SOUTH BRANCH ? VIJ SHELVES ESTEY MEDALLION PER[METRON READER AND LOUNGE CHAIR NO PERFORMANCE TESTING DATA WITH ND YES NO NO THIRD PARTY VALIDATION OF TEST ,RDCEDURES NO YES NO NO NO U.L. LISTING CARDS WARRANTY INFORMATtON: 1 YEAR FURNITURE NO 5 YEAR NO NO SHELVING NO E YEAR NO NO NO ALL SPECIFICATIDN INFORMATION NO YES PARTIAL PARTIAL PART[AL AND PHOTOGRAPHS OF ALTERNATE PRODUCTS BiD PROOF OF PERFORMANCE TESTING WITH THIRD PARTY VALIDATION NO YES NO NO NO METAL FRAME ? YES NO? NO? YES YES ? YES NO? NO? ~OWDER COAT EPOXY 2.8 LB DENSITY FOAM SEAT AND l/4-20 'T~ NUT cONNECTORS FOR ? BIDDERS FOR SOUTH BRANCH /VITH PRODUCTS PERF~R~A~ ~R!~ERiA BiD : WORDEN BRODART LIBRARY LIBRATECH AS SPE~ FlED FOR W~P:S. DI~METRON QUANTUM BUREAU I.L.F. PRODUCT DENTON SOUTH BRANCH MJ SHELVES ESTEY MEDALLION PERIMETRON READER AND LOUNGE CHAIR ~ PERFORMANCE TESTtNG DATA WITH NO YES NO NO NO ~ THIRD PARTY VALIDATION OF TEST PROCEDURES NO YES NO NO NO :~:tu ~ U.L. LISTING CARDS WARRANTY INFORMATION: FURNITURE NO 5 YEAR NO NO 1 YEAR SHELVING NO 5 YEAR NO NO NO O nLu ~ E ALL SPECIFICATION INFORMATION AND PHOTOGRAPHS OF ALTERNATE NO YES PARTIAL PARTIAL PARTIAL PRODUCTS BID PROOF OF PERFORMANCE TESTING WITH THIRD PARTY VALIDATION NO YES NO NO NO :~ METAL FRAME ? YES NO? NO7 YES ,OWDER COAT EPOXY ? YES NO7 NO? YES 2,8 LB DENSITY FOAM SEAT AND COMPOUND CONTOUR SEAT AND ~ACK STRUCTURE PROFILED ? YES 7 ? NO AROUND FRAME SEAT AND BACK ATTACHMENT ? YES ? ? ~ TWO HEIGHTS OF CHILDREN'S CHAIRS/DiMENSIONS COMPLETELY 7 YES ? ? ? ~CALED DOWN AS SPECIFIED U.L. LISTING DOCUMENTED WITH LISTING CARDS SUPPLIED ? YES NO NO NO LEGS ? YES NO NO NO ,~ NYLON ADJUSTASLE GLIDE/FULL ~.. DIAMETER OF LEG ? YES NO NO NO RADIO FREQUENCY CURED EDSEBANDS WITH PVA GLUE 7 YES NO NO NO U.L. LISTING DOCUMENTED WITH LISTINGS CARDS SUPPLIED ? YES NO ND NO Z-BAR CONNECTION OF WORK SURFACES ~ YES 7 7 NO ~HOULDER SCREW ATTACHMENT OF BACK PANELS 7 YES . PREM UM BALANCED BOOK OAK ,AATCHED VENEERS 7 YES ? ? NO RAG o F,EQUENDY CURED SANDING WITH PVA GLUE ? YES ? ? NO U.L. LISTING DOCUMENTED WiTH LISTING CARDS SUPPLIED ? YES NO NO NO FLAT PANEL COMPLETELY MODULAR ,.~ ,,,., CONSTRUCTION ? YES NO ? ? ~ U'~ :'REMIUM BALANCED~ SEQUENCED ~.~ I~ BOOK MATCHED OAK VENEERS ? YES ? ? NO ~ RADIO FREQUENCY CURED _=DGEBANDS WITH PVA GLUE ? YES ? ? NO : PROOF OF PERFORMANCE TESTING VALIDATION STEEL FRAME CONSTRUCTION 7 YES ? NO7 7 2,8 LB. DENSITY FOAM ? YES ? ? 7 EPOXY POWDER COAT ? YES YES NO YES {-~ NO? YES INTEGRAL SACK LIP SHELVES ? YES YES WELDED FRAME CONSTRUCTION ? YES YES YES YES [,[J YES '/" CHROME BOOK SUPPORT ? YES ? NO TUBULAR DISPLAY SHELVES ? 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 TEST1NG OF READER AND LOUNGE CHAIRS INCLUDING THIRD PARTY VALIDATION OF IN-HOUSE TESTING LAB WAS TO BE INCLUDED FOR PRODUCTS SPECIFIED 1N 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. SecretarialDesks: No supporting photographs, or specifications. EndPanels & Canopy Tops: No supporting photographs, or specifications. Shelving: Este. 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. DOCUMTNT REQUIREi~,'ENT: A LIST Of FIVE PUBLIC LIBRARY PROJECTS INSTALLED IN THE LAS~ 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 RETERENC1NG PRODUCTS SPECIFIED IN ORDER TO BE CONSIDERED FOR AWARD. SUPPLIED: No U.L. Listing cards were supplied ~th the bid. A number was listed noting a reference number to call for U.L. verification. DOCUMENT REQUIREMENT: PERFORMANCE TESTING OF READER AND LOUNGF 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 st~pplied, the bid did not comply to the spec for the following reasons: ,,ldult 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 oft'oam 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 o£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-I/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- fi'equency. Circulation desk: No specification information on t?!: desk was supplied with the bid. A review cannot be made. Lounge S~ating: No specifications, or performance testing documentation were supplied with the bid.. Task Chairs: Bid as specified. Secretarial Desks: Bid as specified EndPanels 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 INSTA2,LED 1N 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. ~ ,ating 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 1N 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 products 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 FOP, 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 PHOTOGIL~PHS 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, DP~FT 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. Harre]l, 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 Resp)~'~fully suited: / City Manager Name: Tom D. Shaw, C.P.M. Title: Purchasing Agent 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