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Item 1.A.1.
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| City Council Regular | |
| Date: | 11/27/2023 |
| Title: | New City Hall Furniture Procurement and Install |
| Presented by: | John Caterino, Facilities Manager |
| Department: | City Hall Administration |
| Presentation: | No |
| Legal Review: | Yes |
| Project Number: | N/A |
RECOMMENDATION
Staff recommends that Council approve and award contracts to the below low bidders for Furniture Procurement and Professional Installation at New City Hall:
- 360 Office Solutions, not to exceed $179,874.41, for schedules 2 and 4
- Peterson Quality Office, not to exceed $1,317,313.28, for schedules 1, 3, and 5, and alternate 1
- 360 Office Solutions, not to exceed $179,874.41, for schedules 2 and 4
- Peterson Quality Office, not to exceed $1,317,313.28, for schedules 1, 3, and 5, and alternate 1
BACKGROUND (Consistency with Adopted Plans and Policies, if applicable)
Johnson, Laffen and Galloway (JLG), the firm that is primary architect on the New City Hall remodel was selected to provide furniture, fixtures, and equipment (FF&E) design services. Included in the FF&E scope of work, JLG shall perform design, bidding, contract administration, and will be onsite during delivery and installation to ensure all items are received, inventoried, and installed per the plans and manufactures’ specifications.
To ensure that all furniture items were captured during the design phase, the Building Committee and JLG began initial FF&E programming meetings in June 2022, and design refinement continued throughout the schematic design (SD) and design development (DD) phases. During the construction design (CD) phase, user group engagement meetings were held with City Council and Department staff between March 2023 and May 2023. Input from stakeholders was integrated into the final design layouts and basis of design, which was completed in September 2023.
The design approach for interior finishes and furniture was to integrate the natural landscape of Billings by incorporating the surrounding landscape colors such as those of the sandstone rims and Ponderosa pines. Also, the basis of design decisions were made on the criteria of durability, longevity, availability of replacement components, user experience, comfort, aesthetic, usability, functionality, and vendor support.
The furniture procurement and professional installation scope includes FF&E (see below schedule) for all interior spaces that are being built-out and occupied by City of Billings in New City Hall: Council Chambers, EOC, public and private meeting rooms, common areas, open workstation areas, courtrooms, and select private offices.
The furniture bid package was broken down into the following schedule:
Schedule 1: Workstations, Offices, Conference Tables, Lockers, Misc
Schedule 2: Lounge Furniture
Schedule 3: Task and Guest Seating
Schedule 4: Courtroom Benches
Schedule 5: Glass Boards
Alternate 1: Height Adjustable Desks
Alternate 2: Monitor Arms - not accepted
The basis of design was for new furniture. However, keeping in line with the fiscal responsibility guiding principle the decision was made to update the bid specification to include a substitution request for refurbished pre-owned furniture. No suppliers submitted substitution requests for pre-owned furniture. As such, all bids received are for new furniture.
An Invitation for Bid (IFB) was advertised on 10/06/2023 and 10/13/2023 in Yellowstone County News and on the City’s Website.
Three (3) bidders responded to the bidding schedule, and they were opened on 11/07/2023.
The Building Committee recommends accepting the following furniture schedule for a total contract cost of $1,577,513.39
To ensure that all furniture items were captured during the design phase, the Building Committee and JLG began initial FF&E programming meetings in June 2022, and design refinement continued throughout the schematic design (SD) and design development (DD) phases. During the construction design (CD) phase, user group engagement meetings were held with City Council and Department staff between March 2023 and May 2023. Input from stakeholders was integrated into the final design layouts and basis of design, which was completed in September 2023.
The design approach for interior finishes and furniture was to integrate the natural landscape of Billings by incorporating the surrounding landscape colors such as those of the sandstone rims and Ponderosa pines. Also, the basis of design decisions were made on the criteria of durability, longevity, availability of replacement components, user experience, comfort, aesthetic, usability, functionality, and vendor support.
The furniture procurement and professional installation scope includes FF&E (see below schedule) for all interior spaces that are being built-out and occupied by City of Billings in New City Hall: Council Chambers, EOC, public and private meeting rooms, common areas, open workstation areas, courtrooms, and select private offices.
The furniture bid package was broken down into the following schedule:
Schedule 1: Workstations, Offices, Conference Tables, Lockers, Misc
Schedule 2: Lounge Furniture
Schedule 3: Task and Guest Seating
Schedule 4: Courtroom Benches
Schedule 5: Glass Boards
Alternate 1: Height Adjustable Desks
Alternate 2: Monitor Arms - not accepted
The basis of design was for new furniture. However, keeping in line with the fiscal responsibility guiding principle the decision was made to update the bid specification to include a substitution request for refurbished pre-owned furniture. No suppliers submitted substitution requests for pre-owned furniture. As such, all bids received are for new furniture.
An Invitation for Bid (IFB) was advertised on 10/06/2023 and 10/13/2023 in Yellowstone County News and on the City’s Website.
Three (3) bidders responded to the bidding schedule, and they were opened on 11/07/2023.
The Building Committee recommends accepting the following furniture schedule for a total contract cost of $1,577,513.39
| 360 Office Solutions | Dundas Interiors | Peterson Quality Office | |
| Schedule 1 | $1,087,327.32 | --- | $963,904.58 |
| Schedule 2 | $111,280.07 | --- | $141,940.26 |
| Schedule 3 | $281,447.97 | $308,923.85 | $196,709.64 |
| Schedule 4 | $68,594.34 | --- | --- |
| Schedule 5 | $36,687.30 | $45,693.75 | $33,694.28 |
| Alternate 1 | $130,821.42 | --- | $123,004.78 |
| Alternate 2 | $80,325.70 | $120,453.12 | $101,808.64 |
ALTERNATIVES
City Council may:
- Approve; or,
- Not Approve
FISCAL EFFECTS
The overall total construction budget is $24 million, which includes an Owner soft cost allowance of $1.9 million for furniture, fixtures, and equipment.
The cost of the contract will be funded by the New City Hall construction fund, which is primarily covered by the General Fund.
Private office furniture and height adjustable work stations will be charged back to departments accordingly.
The cost of the contract will be funded by the New City Hall construction fund, which is primarily covered by the General Fund.
Private office furniture and height adjustable work stations will be charged back to departments accordingly.