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CONSIDERATION OF AWARDING BID 1718-41, GROUPS A-G, APPROVAL OF CONTRACT K-1718-112 BY AND BETWEEN THE NORMAN MUNICIPAL AUTHORITY AND L&M OFFICE FURNITURE, L.L.C., IN THE AMOUNT OF $142,403.91, PERFORMANCE BOND B-1718-81, STATUTORY BOND B-1718-82, AND MAINTENANCE BOND MB-1718-65 FOR THE PURCHASE AMD INSTALLATION OF FURNITURE AND ACCESSORIES, GROUPS A THROUGH G, FOR THE NORMAN PUBLIC LIBRARY EAST.
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BACKGROUND: On 6 October 2015, Norman citizens passed the NORMAN FORWARD Initiative funding a variety of projects through a ½ cent sales tax increase over 15 years. Included in the Norman Forward Initiative was a project to construct a new Library Branch on East Alameda St. near Fire Station #9. This Library will also be a Leadership in Energy and Environmental Design (LEED) Certified project, with native plants and grasses incorporated into the landscaping. The East Branch Library construction has been underway since the spring of 2017, and is scheduled to open this summer. As the construction progress continues it was timely to move forward with ordering and installing furnishings.
The 12,000 square foot (sq. ft.) Norman Public Library East Branch will include 3,700 sq. ft. of adult/teen space (with 38 reader seats and 20 computer stations), 1,100 sq. ft. of children’s space, a public meeting room with seating for 100, study room, public/staff meeting room, tablet lending services, staff space and public area open seating. This item asks Council to award bids for these furnishings.
DISCUSSION: Bid 1718-41 was advertised in The Norman Transcript on January 16 and January 23, 2018. The bid was opened on February 6, 2018. Four (4) bids were received. The bid package included nine (9) different furniture groups that bidders could bid either individually or collectively.
These groups are as follows:
Group A (Community): Lectern
Group B (Freshcoat): Small accessory chairs
Group C (JSI): Study tables
Group D (Keilhauer): Visitor/public area seats and table
Group E (Leland): Hard-backed chairs, chair dolly and tables
Group F (Mitylite): Fold-out tables and table transport cart
Group G (MJ Industries): Library Shelving
Group H (Watson): Markerboards
Group J (Shaw): Carpet tile for Children’s Area rug
* note: Group I was not categorized in this bid
Due to bidders having the option to bid any or all groups, bid totals varied, and groups could be awarded individually or in portions. L&M Office Furniture of Tulsa, Oklahoma is the low bidder for Groups A-G, for a contract total of $142,403.91. The contract includes the products specified in the groups, delivery and subsequent installation of the product, along with a one-year warranty.
Group G (Library Shelving) included in the bid package was for Library Shelving. Shortly following the bid opening, the specified shelving manufacturer notified the project design consultant (MSR) that the company would no longer be providing shelving materials. Due to this change, the shelving portion of the bid is not recommended for award at this time, and the project design consultant is currently working with Pioneer Library System and the City to re-evaluate options for the library shelving. This portion of the project will be acquired separately in the near future.
Due to the needed lead time to order the furniture included in the bid package for the contract delivery date, Groups A-F are being recommended for award at this time. Group G (Library Shelving) requires less lead time and can be awarded at a later date, once the final decision is made on the new shelving specifications.
In total, $382,500 was budgeted for furniture, fixtures and equipment (FFE) for the East Library project. In total, including other bid groups to be awarded (Groups A-G); bids were $204,908.63 under the estimated FFE budget. These purchases are being made directly by the Norman Municipal Authority and are therefore sales tax-exempt.
Contract K-1718-112 provides for a delivery and installation date within 94 days after issuance of notice to proceed. It is anticipated that furniture will be delivered and installed in mid-June 2018; with liquidated damages of $500 per day should the project not be completed on time.
RECOMMENDATION NO. 1: It is recommended that the Norman Municipal Authority award Bid 1718-41, Groups A-F for installation of furniture accessories to L&M Office Furniture in the amount of $142,403.91 Funds are available in East Branch Library, Materials (account 051-9507-455.61-01; project NFB017)
RECOMMENDATION NO. 2: It is further recommended that Contract K-1718-112, Performance Bond B-1718-81, Statutory Bond B-1718-82, and Maintenance Bond MB-1718-65 be approved.