1. Contract Authorization- Furniture and Shelving for Kew Gardens Hills Community Library (ID # 1343)

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1 QUEENS LIBRARY BUILDINGS AND GROUNDS COMMITTEE THURSDAY, JANUARY 26, 2017 Central Library Merrick Blvd., Jamaica, NY AGENDA 6:45 PM BUILDINGS AND GROUNDS COMMITTEE REGULAR MEETING I. Roll Call II. Agenda Action Items 1. Contract Authorization- Furniture and Shelving for Kew Gardens Hills Community Library (ID # 1343) III. Agenda Report Item 1. Maintenance, Repair and Construction Projects Report (ID # 1342) IV. Adjournment 1. Motion to Adjourn (ID # 1344) Generated 1/19/2017 9:24 AM

2 2.1 Queens Library Board/Committee Item BOARD/COMMITTEE: Buildings and Grounds Committee DATE OF MEETING: January 26, 2017 ITEM ID #: 1343 AGENDA: Contract Authorization- Furniture and Shelving for Kew Gardens Hills Community Library Background: Current Status: This is an action item seeking approval from the Queens Borough Public Library s Board of Trustees to enter into contracts with Office Resources, Inc. ( ORI ) and Waldners Business Environments ( Waldners ) to purchase furniture and shelving, respectively, for the Kew Gardens Hills Community Library. The Board s approval is required pursuant to the Library s Purchasing Policy, which states, in pertinent part, that purchases of furniture at a price in excess of $20,000 for the total order may be awarded only after soliciting sealed competitive bids and that all purchases that require competitive bidding must be approved by the Board of Trustees. The Kew Gardens Hills Community Library was constructed in 1966 and opened to the public in The original library building was a one story masonry building with a partial basement and sub-basement covering an area of 8,220 square feet. The design of the new 3,000 square foot expansion by Work Architecture Co. PLLC received an Excellence in Design Award in 2011 from the Public Design Commission. The entire library is being renovated and expanded with new dynamic street scape facades, including all new climate control systems, finishes, ceilings, lighting, and flooring. The project is anticipated to achieve LEED Silver certification. The expansion and renovation of the Kew Gardens Hills Community Library requires the procurement of new furniture and shelving to complete the project. The Library issued a sealed competitive bid, Invitation to Bid# , which was advertised in the New York City Record, BidNet and New York State Contract Reporter, posted on the Library s website, and sent to three hundred and eighty two (382) firms, including many New York City and/or State certified Minority and Women-Owned Business Enterprises, on the Library s internal bidders list. The solicitation sought bids on two (2) separate scopes as follows: (A) seating, tables, storage/accessories, cabinetry and lockers from various manufacturers; and (B) Montel Aetnastak shelving. Each scope included pricing for delivery and installation. Four (4) vendors responded to the solicitation and submitted bids as outlined in the tables below: Packet Pg. 2

3 2.1 Scope A (seating, tables, storage/accessories, cabinetry, and lockers from various manufacturers): Firm M/WBE Bid Amount Staples Contract & Commercial, Inc., operating as Staples Business Advantage $129, Office Resources, Inc. $164, EvensonBest LLC $170, Waldners Business Environments NYS and NYC WBE $170, Scope B (Montel Aetnastak shelving): Firm M/WBE Bid Amount Waldners Business Environments NYS and NYC WBE $121, Office Resources, Inc. $121, Staples Contract & Commercial, Inc., operating as Staples Business Advantage $126, EvensonBest LLC $131, Four bids were received for Scope A. Staples Contract & Commercial, Inc., operating as Staples Business Advantage ( Staples ), submitted the lowest bid. However, it proposed substitutions, which the Library retained the right to approve based on its determination whether such substitutions are equivalent to the items specified in the solicitation. The Library s Capital & Facilities Management staff, in consultation with the Library s architect, Work Architecture Co. PLLC, determined that the proposed substitutions were not of the same quality and thus not equivalent to the furniture specified in the bid. Accordingly, Staples bid was rejected. The next lowest bid was from ORI and was deemed responsive. ORI has provided and continues to provide quality goods and services to the Library. It is the vendor that is currently providing furniture and shelving at the Elmhurst Library. In its dealings with the Library, ORI has been responsive and has provided all contractually-required services in a timely fashion. ORI has a current Vendex questionnaire on file with the City and has submitted a vendor responsibility questionnaire in response to the bid, neither of which discloses any performance or integrity issues. Moreover, ORI provided approximately $1 million worth of goods and services to the Population Council in 2016 and in excess of $4 million worth of goods and services to the Church Pension Group in 2013 and Both entities provided extremely positive references. Four bids were received for Scope B. Waldners submitted the lowest responsive bid. Waldners has provided and continues to provide quality goods and services to the Library. It is the vendor that will be providing furniture at the Ozone Park Community Library, presumably before the end of this year. In its dealings with the Library, Waldners has been responsive and Packet Pg. 3

4 2.1 has provided all contractually-required services in a timely fashion. Waldners has a current Vendex questionnaire on file with the City and submitted an acceptable vendor responsibility questionnaire in response to the bid, neither of which discloses any performance or integrity issues. Moreover, Waldners has provided approximately $200,000 worth of goods and services to the New York State Office of Court Administration in 2015 and in excess of $1 million worth of goods and services to the New York State Dormitory Authority in Both entities provided extremely positive references. Recommended Motion for Consideration by the Buildings and Grounds Committee: I move that the Buildings and Grounds Committee recommend to the Board of Trustees that the Library s President and CEO be authorized to execute a contract with Office Resources, Inc. in the amount of $164, and Waldners Business Environments in the amount of $121, to provide, deliver and install furniture and shelving, respectively, to the Kew Gardens Hills Community Library, as described above. Packet Pg. 4

5 3.1 Queens Library Board/Committee Item BOARD/COMMITTEE: Buildings and Grounds Committee DATE OF MEETING: January 26, 2017 ITEM ID #: 1342 AGENDA: Maintenance, Repair and Construction Projects Report Current Status: Maintenance, repair or construction projects approved by the Library s President & CEO between November 1, 2016 and November 30, 2016 in excess of $5,000 are provided below for informational purposes. Glen Oaks Door Automation Corp to remove panel device, furnish and install two aluminum closers and new saddle, which is lower than existing one, pursuant to a Statement of Work. $8, Langston Hughes Modine Contracting Corp. provided all labor and materials necessary to paint several areas in the Library, pursuant to a Statement of Work. $7, Elmhurst Metro Office Furniture Rental, Inc. to provide all labor and materials necessary for delivery, installation and removal of rental furniture, as per furniture lease agreement. $16, Central Library CEMD dba City Elevator to provide the necessary services needed to remedy freight elevator items on FDNY Letter of Defect, pursuant to a Statement of Work, at Central Library. $12, Central Library Eclipse Construction Services issued a Net Credit Change Order for Phase 2A renovation services in the amount of ($36,790.00). This sum consists of two parts: Credit of ($64,235.00) due to reduction of scope, i.e. excluding the renovation of the Metadata offices due to the department remaining in place. Additional scope in the amount of $27, for revised layout of the new CFM and QLF office areas. Packet Pg. 5

6 3.1 All changes were made at the request of the Library. Summary of contract changes is as follows: The original Contract sum was $598, The net change by previous authorized Change Orders $102, The Contract Sum prior to this Change Order was $700, The Contract Sum will be adjusted by this Change Order in the amount of $(36,790.00) The new Contract Sum including this Change Order will be $ 664, Current Change Order Percentage -6.1% Cumulative Change Order Percentage 11.0% Central Library Herman Miller, Inc. to furnish and deliver 32 replacement chairs for the staff in the Catalog Division. Priced as per DCAS RC /Seating. $13, Packet Pg. 6

7 3.1 Current Status: Maintenance, repair or construction projects approved by the Library s President & CEO between December 1, 2016 and December 31, 2016 in excess of $5,000 are provided below for informational purposes. Various Locations: System-wide Central Flushing Ozone Park Central CLDC Poppenhusen AETNA Advanced Lighting Resources, through a DCAS contract, provided LED bulbs to retrofit 15 locations with energy efficient lighting. Funding provided by a NYS grant. $88, Precision Signs.com, Inc. provided all labor and materials necessary to fabricate generic gender neutral signs for all public restrooms at rates set forth in the requirements contract. $17, Jacob Feinberg Katz & Michaeli Consulting Group provided all labor and materials necessary to perform engineering services for the upgrade of the electrical / data room at rates set forth in the requirements contract. $22, Jacob Feinberg Katz & Michaeli Consulting Group provided all labor and materials necessary to repair the generator at rates set forth in the requirements contract. $6, Herman Miller to furnish, deliver and install furniture, as part of the renovation project of the Library. Priced per DCAS Contract #RC $11, Certified Glass Corp. provided all labor and materials necessary, pursuant to a Statement of Work, for the installation of a new window in the CLDC. $6, Sky Rise, Inc. provided all labor and materials necessary, and as specified in their Requirements Contract, for capping and roof repair. $6, Packet Pg. 7

8 4.1 Queens Library Board/Committee Item BOARD/COMMITTEE: Buildings and Grounds Committee DATE OF MEETING: January 26, 2017 ITEM ID #: 1344 AGENDA: Motion to Adjourn Recommended Motion for Consideration: I move that the meeting be adjourned. Packet Pg. 8