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R-87-1048 - 9/24/1987WHEREAS, the City has duly advertised for bids for furniture for the Library; and WHEREAS, AO.L// /.d ty _ i / L. submitted the lowest responsible bid; and 2 WH � E � REASS, the Council wishes to accept the bid of /,Jt,�XA.I/A execution of the necessary documents; NOW THEREFORE BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK, TEXAS hereby accepted as the lowest responsible bid, and the Mayor isauthorized and directed to enter into an agreement with /2W detAi) ) /a4 125( for furniture for the Library. 1987. ATTEST: That the bid of RESOLUTION NO. /OY'O ie , and to authorize the 1 is RESOLVED this 00/ day of !_ �l� LAND, City Secretary MIKE ROBINSON, Mayor City of Round Rock, Texas SUMMARY OF RECOMMENDED EXPENDITURES FOR SHELVING AND FURNITURE FOR LIBRARY The staff of the Library Department is recommending that the City Council approve the bids as described in the attachments. The furniture selected is among the best available in and materials bass "ed on the specifications. Shelving, lounge furniture, study carrells and index tables were selected to match existing furniture, to'avoid an unplanned and uncoor— dinated look. Two sections of the bid were not considered as the staff feels it needs more time to investigate local options. q It is felt that the selected items will last for along time. As the library has both of the lines in the library already, the library's experience is that the items withstand heavy patron use. Brodart has excellent shelving and net the specifications. Library Interiors had excellent shelving matching specifications, “but was too expensive. Brodart offered the better carrell for the price, and matched existing carrells. Buckstaff makes a better chair,.as stated by a furniture representative not bidding on any item in this bid. The fingered mitre does make a superior product in production, relative to the other chair. Costs are summarized on the next page. SECTION A: 29818 Brodart SECTION B: -0- , Do not accept any SECTION C: 17130.17 'Brodart: 9603.48 and Buckstaff: 7526.69 SECTION D: 5621.34 Brodart: 1244 and Buckstaff: 4377.34 SECTION E: -0- Do not accept any - TOTAL: 52569.51 RECOMMENDED EXPENDITURES FURNISHING .BIDS JUSTIFICATIONS _ • The furnishings bid was broken down into parts due'to the varying nature of the type of furniture desired, and a knowledge that not all vendors either would or could bid on' all- five parts. Each section is discussed below,-with attachments illustrating the cost breakdowns. SECTION A: It is recommended that the city accept the Brodart bid. There are two important specifications that were not net by CDM /Texwood. - _The first is the requirement that the shelving be epoxy. Though it may be debated whether epoxy is "better" than enamel, which the Texwood firm is bidding, comments from a wood /metal furniture vendor who did not bid on this project was that epoxy is harder. Also, scratched enamel which is spray. painted to repair, will not hold up. The whole would need to be taken back, stripped, and enamel electrostatically applied. One library had 30 cans of enamel spray paint applied to the shelves to touch them up after delivery. The Library Interiors dealer did bid epoxy shelves. The second requirement was that the shelving be solid oak lumber core. The bid document was very specific that , no plywood or particle board be used in panel construction. The Texwood panel is 7 ply fir plywood with particle board added to both sides of- the plywood, and a wood veneer applied. Having worked with wood shelving at work and at home, I do not feel that particle board and veneer is - capable of holding 1 shelf with 30 pound of books on it over a long period of time. This opinion was likewise expressed by one other furniture vendor not bidding on this section. Two other points make up my consideration of this bid. The Texwood brochures describe only two veneers available for the shelving. I feel that we must have an exact match. Brodart, in its installation of two existing ranges of Omega shelving, was able to match the stain exactly. One cannot tell the difference between the all wood and wood /metal unless it is pointed out. The second issue is the warranty. On shelving, Texwood has a one year warranty. Brodart offers a five year warranty on its shelving. From the Round Rock Library experience, the five year warranty is a must as about four years after the purchase of the all -wood 'shelving (made by'Tesca) in the library, about 40% of all the tops cracked due to law humidity, and probably inadequate curing. Finally, it is recommended not to accept any bid on the black enamel epoxy range finders. The only ,true' epoxy bid is the 5646 from Brodart. The library will purchase, 'instead, aluminum range finders at a later date, at approximately, $180.00. Epoxy range finders are no longer made as a stock item, and must be custom made. SECTION B: It is recommended not to accept any portion of this bid at thi time. Due to some negative experiences' with a local library on furniture moving, it is preferable to do more investigation before committing to this section. * SECTION C: i ' - It is recommended to split this section. The reason for this is discussed below. Both firms have been contacted about this issue and both are willing to provide the furniture at the prices quoted: CDM /Texwood: No item from this firm will be selected. The style of the study carrells are not even remotely similar to the style of the Brodart carrells as required in the bid. The privacy partitions run only partially from the back end of the " unit to the front. It - appears from the illustration that the length is about 1/4 of the required length. Also, the Public Access Computer which was bid on is } :incorrect. A unit 27" high was bid, whereas a 42" high unit was needed as specified by reference to Buckstaff 6840 -194. As with the shelving described in Section A, there are only two finishes available. Once more, I would like this furniture to Match at least in stain. CDM /Texwood requires an all or nothing bid. On the Buckstaff line, which is cheaper than the Brodart by 1596.44, the main problem is that Buckstaff bid two styles of carrells and tables, which does not match anything the library already owns: Buckstaff does make two other lines which are considerably more expensive than what they bid, but are much more similar to the existing carrells: Buckstaff staff in Dallas tried to see if they could replace one line for what was bid, but it was cost - prohibitive. What was bid was one of their lowest lines. _ w ` On the other hand, Buckstaff seating is superior in construction and design to the , Brodart line in , the 'area. of seating. The chairs and lounge in the library are top-line Buckstaff, and after 7 years of heavy use show little wear. It is recommended that the more expensive chair be selected because:'(1) the seat has 0 webbing underneath, which reduces sagging, (2) the corner of the chair is mitred, with a smoother edge -compared to the cheaper chair, (3) - the chair is wider and deeper,' ideal for the larger person, (4) the padding and fabric extends over the front of the chair, which will prevent cutting off of circulation for the patron,. and (5) there' - is no fiberboard or pressboard in the construction. These 5 major advantages are s not available in the cheaper Buckstaff or Brodart chair. It is my opinion that the city will get a better value for its money, with a chair that will last longer and be more comfortable. " - Brodart has well'manufactured, attractive study carrells, tables; and index tables, with the bid reflecting the same line - as is already in the library. If Buckstaff had .bid, truly identical items, the Buckstaff line would have been considerably 'More expensive., overall. - The Brodart however, are similar to the•less expensive Buckstaff line represented in the Buckstaff bid. As stated above, it would be better in the long - run to purchase the better. chair. Buckstaff was the sole source on the'extra table and the public access computer • - What they are bidding are fine, and * should be accepted. - SECTION `O: 4 i The bids in this section are straightforward. Brodart will receive the portion of the bid as indicated,' and Buckstaff will receive'the portion of the bid as likewise indicated. - SECTION E: - e' • Gaylord was the only agency bidding on computer tables. It is preferable to check prices locally to compare different tables. For example, the city has a contract with Barker Office Furniture. Though they were given a copy of the bid document, they did not bid on furnishings. It is, recommended to reject this section pending further investigation.' , • SECTION A: WOOD /METAL SHELVING • Shelving will be " similar to the Omega line, designed by Brodart, which the library currently owns. Shelving construction will be all oak lumber core. No particle board, plywood, or synthetic materials will be used. Shelving is designed with the starter and adder concept and will measure 36" from the center of the uprights. End panels will be 1" thick of solid oak hardwood glued up on flush panel design. Random widths no more than 4" or less than 1" will be used. Edges will be squared but not eased. Vertical rows of holes will be drilled near the front and rear of each panel for shelf adjustment on 1" centers. Panels will be drilled at front and rear, top and bottom, for embedding internally and externally threaded bushings. Tops and bases will be attached to end panels. with : hex -head bolts and washers. Lag bolts or wood screws will not be used. - Intermediate uprights will be of the same construction as end panels but 3/4" thick. Shelf pin holes will be bored 'on both sides of the panel and will be staggered so that pins can_be deeply seated without coinciding with the pin holes on the opposite side.' - Cornice tops will have a 2 -1/4" facia, 3/4" thick, of solid hardwood"rabbetted to a 3/4" plywood panel of specified depth.' On the inside surface of the top at teach end, butted to the facia, a solid hardwood bolting cleat will be glued and stapled. For additional strength, glued blocks will be added at the intersection of the cleats and top panel as well as at the intersection of the facia and to panel. The, base front will be 4" high and 1/2" thick of solid hardwood. A 2" x 3/4" rail will be tenoned full - length to the inside of the front base. Bolting cleats will be glued perpendicular at the ends of the rail and_will,be g1"ued to allow assembly boldt to pass through. A second full - length rail will be glued to the rear of the bolting cleats for support and proper ,alignment. ' Shelves will be epoxy powdered, 18 gauge steel, 3/4' thickness. Attached metal books supports will be part of the shelf design. Double - faced ranges will have two steel sway bars 53" long and 4/16" in diameter. These attach to the end panels and the next intermediate panel with,screws. Sway bars will be attached to starter units and adders based upon the length of the range'. • WOOD PERIODICAL DISPLAY UNITS - - Shelving will be, similar to the perodical display units designed and manufactured by Brodart. The unit should be 12" deep, approximately 72 inches high, with one base and five 'adjustable shelves. Like the Brodart line, and as described above, bases and cornice tops must be of solid hardwood. - RANGE FINDERS _ The library is interested in v- shaped range finders which extend from the wood end panels. It is preferred that the finders have a black enamel epoxy, and measure approximately 3" x 5 ". TOTAL SECTION A: WOOD/METAL SHELVING PRICE BREAKDOWN Qty. Description Brodart Texwood Lib Int. 8 Double faced starters as previously described,' j 3576` 3857.36 5870.96 including 5 adjustable and 1 base shelf on each " side. . 68 Double faced add -ons as previously described, 22984 23560.64 25166.80 including 5 adjustable and 1 base shelf on each ! side. 3 Single faced periodical display starters with 1185 1142.85 2094.18 five adjustable shelves and one base.' 3 Single faced periodical display adders with 873 ' 874.98 1444.50 five adjustable shelves and one base. 38 Black enamel epoxy v- shaped range finders. 646 108.12 61.37 ' Installation 1200 included 1315.50 ' v Shipping and handling included included 5832.27 ' Y SUB-TOTAL ' 30464 29615.95 41785.58 Delete v- shaped range finders - 646 - 180.12 - 61.37 Recommended: Brodart as discussed on previous pages. '29818 29435.83 41724.21 SECTION'8: FURNITURE REMOVAL AND RELOCATION There are 46 double -sided wood units, 204 x 82 "H, 36 single sided, 10 "W x 82 "H and 2 single '10 "W x 72 "H units to be knocked down and relocated from the first to ' the second floor. Two wood, double - sided carrels and one metal side - by - side carrel also need removal. SECTION 8: FURNITURE REMOVAL AND RELOCATION COSTS Please indicate in the place provided your cost for doing the labor as described on this,page. r - Srodart:' 3029 Texwood: 1945 Lib Int: 1782 • Will'not do this section as discussed on previous pages. SECTION C: SEATING, STUDY CARRELS, PUBLIC ACCESS COMPUTER TABLE, BOOK TRUCK Study Carrels: Study carrels will be similar to the Brodart units presently housed in the library. Study carrels will be made of oak wood, stained to match the present shelving. A privacy partition of at least 19" high will be added. A shelf will be added to the back and sides of each carrel position. Although electrical fixtures will not be included at this point, the unit should be able to accomodate such fixtures at a future date. The top will be a plastic laminate placed on top of a 5 -ply lumber core. Edges will be solid hardwood applied to the core before the top and bottom laminate is applied. - Legs will be made of solid oak, and have adjustable glides mounted in a recessed T -nut. w The carrel top's will'be 29 "high (adult height). Study tables: Study tables, at least 29" high, single faced, single - positioned, similar in design to the Brodart study carrel described above. Index tables:' Similar in design to Buckstaff 6845 -394, single tier, single faced 96 "W x 27 "D x 38 "H. However, finishing and construction should be similar to Brodart study carrels as described above. Chairs: Chairs to slide under study carrels, index tables, study tables, and standard tables, similar to the Buckstaff 6700 - 313 or 6881 -303 series. Upholstery should be top grade, scotch guarded, flame retardant. Oak hardwood and finish. - Table: • Table must be. exactly the same as existing Buckstaff table, as this table, along with the other two tables, will be in the same room. • Swivel chairs: ' Chairs must be similar to the Buckstaff 6885 -284 line, upholstered seat and back arm chairs, in oak finish, top grade upholstery. - Public Access Computer Table: _Table similar 'in dimensions to the Buckstaff 6840- 194_or Gaylord HP 3681, with some form of scrap paper holder, needed to accomodate four public access terminals. It is prefered that the unit, as described for the other pieces of furniture, be of oak with an oak finish. It is prefered that the top be of black laminate, though oak laminate as found in the study, carrels would be acceptable. As a separate narrative, please indicate if a computerntable with an enclosed base is available, manufacturer, and cost.. Descending platform book truck: - A book truck t similar to Buckstaff 6427 -000 is needed. Solid wood oak is not required for this item, however the finish should be, as a minimum, of oak veneer. The most important part of this item is its ability to QUIETLY depress. QTY DESCRIPTION . TOTAL WHEN ITEMS DEDUCTED , THAT NOT EVERY FIRM BID ON SECTION C: SEATING, STUDY CARRELS, COMPUTER TABLE COSTS TEXWOUD BRODART DUCKSTAFF BRODARTR BUCKSTAFFA .t 15 Study carrells 5582.70 4860 3950.40 4860 9 Study tables 2034.69 ,1673 1620.36 1573 2 Index tables 1241.58 1364, 2085.70 1364 34 Chairs 3036.88 3060 ' 3767.54 5603.24 or - • 5603.24 2 Swivel Chairs 427.76 282 , 500.00 500.00 1 Public Access 448.02 no bid 577.91 577.91 computer table 1 Book truck - 388.72 376.76 376.76 or , , or 420.00 783.56 1• Table to match no bid no bid , 468.78 468.78 existing table Installation ,included 1105 included 1032.00 included Shipping /Handling. included 1540 included 774.48 included SUB -TOTAL 13160.35 14304 1 13347.45 9603.48 7526.69 to 1 15589.95 12712.33 14304 12290.76 to 14543.26 It is recommended,- in order to follow specs,`that the Brodart and Buckstaff, as broken out, be selected.' TOTAL COST: 17130.17. 1 ' SECTION D: LOUNGE FURNITURE The lounge furniture should include the manufacturer's tap grade upholstery, be scotch guarded, flame , retardant. Wood parts must be either solid oak or oak plywood. Pressboard construction of exposed members will" not be considered. Springs should be non - sagging. • - Three couches will be used. One should be similar in design and construction as Buckstaff - 6790 -223, triple lounge, upholstered arm/ panel arm. The second should be similar in design and construction as Buckstaff 89 -123, triple lounge. The third should be similar in design and construction to Brodart L3 -201, double lounge, panel arm. - Two lounge chairs, similar in design and construction as Buckstaff 6790 -211 and two lounge chairs similar Brodard L3 -101, with a panel arm, will be considered. One table, similar in design and construction to Buckstaff 6790 -313 will be considered. One table similar to Brodart L3 -610 is prefered. One table will lie similar to the styling and construction of Buckstaff 89-123. SECTION D: LOUNGE FURNITURE COSTS QTY DESCRIPTION BUCKSTAFF BRODART 1 Couch similar to Buckstaff 6790 -223 1100.05 1 Couch similar to Buckstaff 89 -123 821.83 1 ''Couch'similar to Brodart L3 -201 489 2 `Lounge chairs similar to Buckstaff '6790 -211 1044.72 2 Lounge chairs similar to Buckstaff 6790 -111 " 967.32 1 Occasional table similar to Buckstaff 6790 -313 244.21 1 Occasional table similar to Brodart L3 -610 1 Occasional table to match the styling and , - construction of Buckstaff 89 -123 Installation included 63 Shipping and handling included 380 , ° TOTALS _ 4377.34 1244 TOTAL FOR SECTION D: 5621.34 ,199.21 " 312 - SECTION E: OFFICE FURNITURE Armchairs: - - 'Armchairs will be similar to La - Z - Boy C92036 or C92092 in styling and construction. ,Metal filing cabinets: Filing cabinets, in a putty color, will be similar to the library's present 4- drawer, locking, legal -sized units. File folder hangers are needed for two of the units. - • Computer table, Wood/ Wood - type laminate: A unit capable of holding an external hard drive, an IBM two -drive micro, a monitor, a 'wide carriage printer, and paper is required. !Finish should be wood laminate, to match= the existing Droemer desk presently located in the Library Director's office. See Gaylord CCRE10; BRUCS500 with BRUCSSE, BRUCSAMS, BRUCSPD,' and BRUSCPCB as examples. Computer table, Metal type with /or wood with plastic laminate: • ie . . A unit capable of holding an IBM compatible, 4 CD -ROM players, a narrow carraige printer, monitor, and paper is required. A unit similar to the one in the Director's office is prefered, but will need to be longer to accomodate the CD -ROM players. See Saylor SM 26946; CT101; CT130 with CTA131 for examples of styling. Table: A table approximately 2 "D x 5'W x 28 "H which matches the Droemer desk presently located in the Library Director's office is needed. . QTY DESCRIPTION SECTION E: OFFICE FURNISHINGS COSTS GAYLORD 4' Are chairs similar to La - z - Boy description 3 Filing cabinets (2 w/ file folder hangers) .r . 1 Computer table, wood or wood laminate 1204.50 1 - Computer table, metal with /or wood plastic laminate 686.25 i Table Installation ' - Shipping and handling TOTAL 1'890.75 As previously mentioned, we'will not include this section as we may be able to get better pricing locally by purchasing directly from an office furnishings company. COSTS FOR REMODELING AND RELATED PROJECTS AS OF SEPTEMBER 21, 1987 ` Known costs: Interior decorating Shelving /Furnishings Glass work Estimates based an quotes previously received: Ceiling and related electrical work Roof seal on 2nd floor'walkover Wall'removal, 2nd floor Wall removal, 1st floor & other 1st floor miscellaneous Puppet state, stair -style seating Office furniture, computer tables Theft control system' Children's shelving, sole source Furniture moving , Exterior baokdrop Other estimates: Metal door, 2nd floor old City Hall, Convex mirrors Signage "Information desk" 7153.15 52569.51 2000.00 19000.00 400.00 4000.00 2000.00 1300.00 3500.00 14500.00 9500.00 1800.00 1300.00 1200.00 400.00 4000.00 2000.00 TOTAL IN ACTUAL AND ESTIMATED PROJECTED EXPENDITURES: 126622.66 APPROX. AMOUNT AVAILABLE FOR RENOVATION AND EXPANSION AS OF 220000.00 9/21/87 AMOUNT AVAILABLE REMAINING: 93377.34 ' Future concerns: _ Air conditioning, both floors of library -- may need another unit ' estimated cost: $6,000. ' I4 library in the future takes both floors of old City Hall, remaining funds will be needed to shore up the second floor. The balance will probably be needed. DATE: September 22, 1987 SUBJECT: Council Agenda, September 24, 1987 ITEM: 13B - Consider a resolution authorizing the Mayor to enter into a contract for furniture for the Library. STAFF RESOURCE PERSON: Dale Ricklefs STAFF RECOMMENDATION: ECONOMIC IMPACT: 4