HomeMy WebLinkAbout12-10-09 Library Expansion FF&EAgenda Item No. 5
October 9. 2012
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FRONT: City Manager's Office
Stephen G. Badum, Assistant City Manager
949 - 644 -3311, sbadum(a)_newportbeachca.gov
PREPARED BY: Jamie Hook, PW Finance /Administrative Manager
APPROVED: A
TITLE: Newport Beach Civic Center and Park Project — Approve Purchase
of FF &E for Library Expansion (Millwork, Ancillary Furniture, Ceiling
Fabric and Desk Carrel Lighting and Power Fixtures)
ABSTRACT:
Staff is requesting the approval and funding for the next phase of the Newport Beach
Civic Center Project which involves the purchase of furniture, fixtures and equipment
(FF &E) for the Library Expansion including millwork, ancillary furniture, ceiling fabric and
lighting and power fixtures for library desk carrels.
RECOMMENDATIONS:
1) Approve the purchase of millwork furniture from Montbleau and Associates, Inc.
for a not -to- exceed price of $210,916.00; purchase of ancillary furniture from
Pivot Interiors, Inc. for a not -to- exceed price of $223,189.61; purchase of fabric
ceiling from Preferred Ceilings for a not -to- exceed price of $15,890.00; purchase
of library carrel lighting and power fixtures from Rosendin Electric for a not -to-
exceed price of $50,525.00; and authorize the City Manager to execute the
purchase agreements with Montbleau and Associates, Inc., Pivot Interiors, Inc.,
Preferred Ceilings, and Rosendin Electric in a form reviewed and approved by
the City Attorney. The total cost for these purchases for the Library Addition to
the new Civic Center is $500,520.61, including applicable sales tax.
2) Establish a budget of approximately 5% of the FF &E total agreements ($25,000)
as FF &E contingency for unforeseen costs and authorize the City Manager to
execute amendments as needed to complete the purchase FF &E for the Library
Expansion project.
Newport Beach Civic Center and Park Project — Approve Purchase of FF &E for Library Expansion (Millwork, Ancillary
Furniture, Ceiling Fabric and Desk Carrel Lighting and Power Fixtures)
October 9, 2012
Page 2
3) Approve Budget Amendment No. 13BA -017 appropriating $525,520.61 from the
FY 2013 Major Facilities fund balance reserves to Account No. 7410- C1002033
to fund the purchase of millwork, ancillary furniture, fabric ceiling, and lighting
and power fixtures for the Library Expansion.
FUNDING REQUIREMENTS:
Upon approval of the budget amendment, sufficient funds will be available in Account
No. 7410- C1002033 for the purchase of millwork, ancillary furniture, ceiling fabric and
lighting and power fixtures for library desk carrels. A contingency is recommended for
unforeseen expenses and adjustments as precise furniture needs are identified and
unexpected conditions are encountered.
DISCUSSION:
Construction of the Newport Beach Civic Center includes a 17,000 square foot
expansion of the Newport Beach Central Library and provides a vital link between the
Civic Center and the Library. The expansion of the Library offers increased areas for
reading and study on both levels of the building. Customers entering or exiting the
Library from the Civic Green will find self- checkout machines and a book drop
conveniently located on the second floor. On the first floor, the Children's Room will be
expanded to accommodate more seating, study tables and a new programming area for
kids and their parents or caregivers. Another addition to the first floor will be a multi-
media computer lab where customers can use specialized computer equipment and
software. Between the Civic Center and the Library will be a cafe and indoor and
outdoor seating areas.
The project's architect, Bohlin Cywinski Jackson (BCJ) has been working with staff to
design and prepare for the most effective use of space for City Library staff and the
public. The design guidelines aim to provide the best level of service to the public, meet
the current and future space needs for Library staff and the public and incorporate
features to maximize the efficiency and effectiveness of Library operations for the
provision of quality service. Further emphasis was placed on cost effectiveness,
durability, design integrity, maintenance and life -cycle cost. The purchase of furniture,
fixtures, and equipment (FF &E) is a major investment and must also be consistent with
City's design guidelines for the Civic Center and Library Expansion.
Furniture Components
The library spaces are primarily customer serving with some staff work space. Most of
the furniture needed is in the form of seating and accessory pieces such as chairs, desk
carrels and side tables. FF &E for the Library Expansion is organized in four groups:
Millwork, Ancillary, Fabric and Lighting. Further description of each category follows.
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Newport Beach Civic Center and Park Project— Approve Purchase of FF &E for Library Expansion (Millwork, Ancillary
Furniture, Ceiling Fabric and Desk Carrel Lighting and Power Fixtures)
October 9, 2012
Page 3
Millwork Furniture
One of the most popular furniture pieces in the Library are desk carrels. Desk carrels
provide individual work space for customers doing research, studying, and reading.
BCJ investigated several options that included manufactured furniture and custom built
millwork furniture. BCJ received three quotes, two from furniture manufacturers,
Brodart Contract Furniture and dTank; and, one from Montbleau and Associates, Inc.,
the millwork sub contractor for the main Civic Center project. Proposals for library
carrels, excluding power and lighting fixtures, are as follows:
Library Carrel Pricing Bids (excluding power and lighting)
Montbleau and Associates
$110,953.41
Brodart Contract Furniture
$110,964.96
dTank
$153;470.00
{II:
Sample Desk Carrel
Additionally, Montbleau will be constructing library staff work tables, children's room
storage cabinets, craft tables, and library book returns. The total cost for Library
millwork is $210,916.00.
Ancillary Furniture
Task chairs, desk carrel chairs, conference room tables and chairs, soft seating for
reading and children's areas, and cafe furniture are considered ancillary furniture. The
selection of ancillary furniture is more difficult because of the inability to perform direct
comparisons between products. Ancillary furniture for each space is specified by
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Newport Beach Civic Center and Park Project — Approve Purchase of FF &E for Library Expansion (Millwork, Ancillary
Furniture, Ceiling Fabric and Desk Carrel Lighting and Power Fixtures)
October 9, 2012
Page 4
function and use. BCJ proposed several variations for each functional piece and Pivot
Interiors which was selected under the Civic Center FF &E selection process was given
the opportunity to bid on any or all pieces. The proposal from Pivot was compared to
the Civic Center costs and was deemed to reflect the best market price. Staff
recommends that the City Council award a purchase agreement with Pivot Interiors, Inc.
for ancillary furniture in the total amount of $223,189.61.
Wall and Ceiling Fabric
During the design process it was established that a tackable fabric surface within the
Children's reading room was needed to create an intimate reading space. A quote was
requested from Preferred Ceilings, a subcontractor on the main Civic Center project to
provide and install the fabric wall and ceiling. The proposed price is $15,890.
Lighting and Power Fixtures
The library desk carrels require power plugs for laptops, tablets, and phone chargers
and task lights for reading. Since Rosendin Electric is already doing work on the main
Civic Center project, staff requested a quote for this work from this firm. Rosendin bid a
cost of $50,525. Staff and CW Driver reviewed the pricing and found it to be in
alignment with current market prices. Due to the additional expense to bring a new
electrician on the job site, staff recommends that the bid from Rosendin be accepted to
provide lighting and power fixtures for the desk carrels.
City purchasing policy allows exception to competitive bidding when goods or services
have been competitively bid by another federal, state or local government. To ensure
best value pricing, government bidding contracts were used (GSA Contract and U.S.
Communities Contract) where applicable, which effectively allows the City to take
advantage of previously competitively bid projects by other public agencies for similar
product. Best and final prices are then negotiated with each respective vendor.
Approval of the recommended purchase agreements will allow just -in -time delivery of
furniture for the Library Expansion portion of the Civic Center Project.
ENVIRONMENTAL REVIEW:
Staff recommends the City Council find this action is not subject to the California
Environmental Quality Act ( "CEQA ") pursuant to Sections 15060(c)(2) (the activity will
not result in a direct or reasonably foreseeable indirect physical change in the
environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378)
of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it
has no potential for resulting in physical change to the environment, directly or
indirectly.
NOTICING:
The agenda item has been noticed according to the Brown Act (72 hours in advance of
the meeting at which the City Council considers the item).
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Newport Beach Civic Center and Park Project — Approve Purchase of FFBE for Library Expansion (Millwork, Ancillary
Furniture, Ceiling Fabric and Desk Carrel Lighting and Power Fixtures)
October 9, 2012
Page 5
Submitted by:
City Manager
Budget Amendment
City of Newport L Beach NO. BA- 13BA -017
BUDGET AMENDMENT
2012 -13
EFFECT ON BUDGETARY FUND BALANCE:
Increase Revenue Estimates
X Increase Expenditure Appropriations AND
Transfer Budget Appropriations
SOURCE:
from existing budget appropriations
from additional estimated revenues
X from unappropriated fund balance
EXPLANATION:
This budget amendment is requested to provide for the following:
AMOUNT: $525,520.61
Increase in Budgetary Fund Balance
X Decrease in Budgetary Fund Balance
No effect on Budgetary Fund Balance
To increase expenditure appropriations from the FY13 Major Facilities fund balance reserves for the purchase of
Furniture, Fixtures and Equipment for the Library Expansion as part of the new Civic Center. Items include Millwork,
Ancillary Furniture, Ceiling Fabric, and Desk Carrel Lighting and Power Fixtures.
ACCOUNTING ENTRY:
BUDGETARY FUND BALANCE Amount
Fund Account Description Debit Credit
405 3605 Facilities Replacement Fund - Fund Balance $525,520.61 *
REVENUE ESTIMATES (3601)
Fund /Division Account Description
9410 6000 ND City Hall Improvement Fund - Transfers In $525,520.61
EXPENDITURE APPROPRIATIONS (3603)
Description
Division Number 9405 ND Facilities Replacement
Account Number 9900 Transfers Out $525,520.61
Division Number 7410 City Hall Construction
Account Number C1002033 Civic Center F F & E $525,520.61
Division Number
Account Number
Automatic
Signed: 4/ 44" J t (D— N — Q -
��/ Final Approva: rinarice Director Date
Signed:
Administrative Approval: City Manager Date
Signed:
City Council Approval: City Clerk Date