HomeMy WebLinkAbout2012-02-28 - AGENDA REPORTS - LIBRARY FURNISHINGS PROJ F2007 (2)CONSENT CALENDAR
DATE:
SUBJECT:
DEPARTMENT
Agenda Item: 8
CITY OF SANTA CLARITA
AGENDA REPORT
City Manager Approval:
Item to be presented by:
February 28, 2012
OLD TOWN NEWHALL LIBRARY, PROJECT F2007; AND
CANYON COUNTRY AND VALENCIA OPERATING
ACCOUNT, 12050 — AWARD CONTRACTS FOR FURNISHINGS,
FIXTURES, AND EQUIPMENT, AND AUTHORIZE INCREASED
SPENDING AUTHORITY
Public Works
RECOMMENDED ACTION
City Council:
Award contracts and authorize expenditures totaling $1,981,800 for library furniture and
electronic equipment in accordance with the library programs and building floor plan, and
increase expenditure authority as identified below:
2. Award contracts for purchase and installation of furniture in the amount of $703,800,
including contingency, to the following:
• Interior Office Solutions in the amount of $190,000;
• BKM Office Environments in the amount of $180,000;
• Agati Furniture in the amount of $26,000;
• Yamada Enterprises in the amount of $230,000;
• KI in care of Innerspace Systems in the amount of $63,000;
• Lyons Workspace Products in care of Innerspace Systems in the amount of
$1,600;
• Arcadia in care of Innerspace Systems in the amount of $1,200; and
• Innerspace Systems in the amount of $12,000.
3. Award contracts for purchase and installation of electronic equipment in the amount of
$848,000, including contingency, to the following:
91"A. � 1
l 1 i aN
d �a c
• Lenovo in the amount of $78,000;
• Dell Computers in the amount of $25,000;
• Bibliotheca-ITG in the amount of $533,000;
• AWE in the amount of $20,000;
• Datalink Networks in the amount of $35,000;
• Insight in the amount of $36,000; and
• Laptops Anytime in the amount of $121,000.
4. Authorize an increased expenditure in the amount of $430,000, to existing contracts as
follows:
• LPA, Inc., in the amount of $300,000, for architectural design services; and
• MNS Engineers, Inc., in the amount of $130,000, for staffing services.
5. Transfer $260,240 from Canyon Country Library Repair Account F3017601-5161.001 to
Public Library Account 12050-5201.013. Decrease F3017601-5161.001 and increase
12050-5201.013 by $260,240. Increase Transfers In Account 309-4711.601 and increase
Transfers Out Account 60119500-5501.309 by $260,240.
6. Authorize an easement to Southern California Edison to provide underground service to the
Old Jail.
7. Authorize the City Manager or designee to execute all documents, subject to City Attorney
approval.
BACKGROUND
On December 14, 2010, the City Council awarded the construction contract and construction
support for the Old Town Newhall Library. The construction is ongoing with completion
anticipated in fall 2012. These purchases were anticipated, and adequate funds have been
appropriated for purchase of furniture, fixtures, and equipment for the library in accordance with
the approved library programs and floor plans.
The furniture supports a variety of activities and programs throughout the library for all Santa
Clarita residents, from children to seniors. The furniture is characterized by each section for
children, teens, and adults. Children's furniture is fun and bright, teen's is clean and modern, and
adult's is comfortable and timeless. All construction and finishes are durable and complement
the established interior design theme.
The program for furniture can be categorized into two areas --informal and formal. Soft seating is
for casual reading, and individual and group tables and chairs are for studying. In addition, rooms
such as the fireplace area, community room, computer lab, and heritage room have unique
furniture characteristics that support the needs and activities of patrons. A majority of the
furniture is designed with easy access and built-in power outlets for laptop users.
Technology integration is at the forefront of good library design. The technology contracts for the
Old Town Newhall Library incorporate 104 public access computers into the furniture design,
including 6 for early learning, 10 for children, 52 for adults, and two laptop kiosks that hold 36
laptops available for patron checkout while in the library. Eight printers will be available for
public printing. In addition, 15 desktop computers and 2 laptops will be available for staff use.
Furthermore, based on an evaluation of library best -management practices, staff is requesting
contract award for the purchase of Radio Frequency Identification (RFID) equipment, including
seven -bin automated material handling sorters (AMH sorter), RFID staff checkout stations, and
laptop kiosk dispensers.
On April 26, 2011, the City Council awarded a competitively bid contract to Bibliotheca-ITG for
the purchase and installation of RFID equipment for Santa Clarita's three library branches. This
competitive bid also included pricing for AMH sorter equipment in anticipation of installing this
hardware in the future. Based on the pricing received, $533,000 includes the acquisition of three
AMH sorters as follows: the purchase of 1 seven -bin sorter and related RFID system
components, plus installation, for the Old Town Newhall Library, in the amount of $171,000;
and two five-year lease -to -own seven -bin AMH sorters for the Valencia and Canyon Country
branches in the amount of $362,000. The City will have the option to purchase each sorter at the
conclusion of the lease period at a cost of $1 for each sorter. Lease costs associated with the
AMH sorters for both the Valencia and Canyon Country libraries will be funded by the Public
Library Fund and will not utilize any monies specifically designated for construction of the Old
Town Newhall Library.
As part of this action, staff is also requesting a contract in an amount not to exceed $121,000
with Laptops Anytime for the acquisition of laptop kiosk dispensers for all three City Public
Library branches. Laptop kiosks are becoming a more prevalent feature offered by public
libraries allowing patrons to checkout a laptop for use while visiting the library or serve as an
alternative if all the stationary public computers are in use. Two individual kiosk dispensers
equipped with a total of 36 laptops have been identified for installation at the Old Town Newhall
Library at a cost of $75,000. In addition, one individual kiosk laptop dispenser has been
identified for installation at both the Valencia and Canyon Country libraries, for a total of six
laptops at each library, at a total cost of $46,000. The kiosk dispensers and laptops for Valencia
and Canyon Country libraries will be acquired utilizing Public Library funds.
Consistent with the Board of Library Trustees (BOLT), operational policies addressing
procurements (BOLT Resolution 11-3), an alternative negotiated procurement process can be
utilized when the Library Chief Executive Officer determines there is an insufficient number of
firms available to warrant a normal procurement process. In this instance, Laptop Anytime is the
only known vendor which manufactures kiosk laptop dispensers and as such, the Library Chief
Executive Officer has determined this procurement meets the requirements of an alternative
negotiated procurement.
3
Staff also recommends an increase to existing contracts with LPA, Inc., and MNS Engineers,
Inc., for architectural design and construction support. These consultants have provided services
in the design and construction inspection of the library project and continuation of their services
is key to providing consistency during the construction phase.
Finally, staff is requesting City Council grant an easement to Southern California Edison to
provide underground service to the old Newhall Jail. The line is currently in a temporary
overhead position after being relocated from old San Fernando Road, making way for permanent
Library site improvements. The easement will allow the service to be placed in a new
underground alignment and allow the overhead lines to be removed.
ALTERNATIVE ACTIONS
Other action as determined by the City Council.
FISCAL IMPACT
Adequate funds for the requested contract awards and expenditures associated with the Old Town
Newhall Library have been appropriated into Newhall Library Expenditure Account
F2007309-5161.001 and Public Library Operating Account 12050-5201.013. The requested
transfer of $260,240 from Canyon Country Library Repair Account F3017601-5161.001 to
Public Library Account 12050-5201.013, in combination with existing funds within the Public
Library Account, will provide for costs associated with the Valencia and Canyon Country
libraries.
11