34-93 Ordinance
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RECORD OF ORDINANCES
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Dayton Legal Blank Co. Form No. 30043
Ordinance No. mmn3_4~-~~}___ Passed~mm______m mumnm mm____~~__u19m.__
AN ORDINANCE ACCEPTING THE LOWEST AND BEST BID FOR
THE WALLCOVERING AT THE DUBLIN JUSTICE CENTER, AND
AUTHORIZING THE CITY MANAGER TO EXECUTE A CONTRACT
.",.... GOVERNING SAID PROJECT AND DECLARING AN EMERGENCY
WHEREAS, after advertising and receiving bids for the
..... wallcovering for the Dublin Justice Center; and
WHEREAS, Council has determined that the bid submitted by
Liston's Painting in the amount of $8,426.00 for said project
is the lowest and best bid.
NOW, THEREFORE BE IT ORDAINED by the Council of the City of
Dublin, state of Ohio, ~ of the elected members
concurring:
section 1. That the bid from Liston's Painting in the amount
of $8,426.00 for the above referenced project be, and hereby
is, accepted.
section 2. That the City Manager be, and hereby is authorized
to execute a contract with Liston's Painting for the
completion of the above referenced project pursuant to said
bidders's bid proposal and the City bid documents on file
within the Division of Personnel & Purchasing.
section 3. That this Ordinance be, and the same hereby is,
declared to be an emergency measure for the preservation of
".... the public peace, health, or welfare of the residents of this
p City, and therefore this Ordinance shall take effect and be in
~ force immediately upon its passage.
Passed this /7-fh day of , 1993.
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ATTEST:
~C!-~
Clerk of Council
C:\WP51\D C\JUSTICE\LISTON .503
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\..: I hereby cert: . nJi: ^",C' -. , . . ,'.. ..
Qty of Dubtin in actordence w'th Soctlor. ;.~ : .LS of the Ohio Revised Code.
~A.-,~ (J_ (I.A~j~
&rk of Council, Oublin, Ohio
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MEMORANDUM
TO: Members of Dublin city council
FROM: Timothy C. Hansley, city Manager
SUBJECT: Dublin Justice Center Furnishings Bid Process
DATE: May 13, 1993
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INITIATED BY: David L. Harding, Director of Personnel & Purchasing D~
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As you are aware, the Thomas Ruff Company brought forth a challenge
to staff's recommendation to award the furniture portion of the
above referenced bid project to corporate Environments of Ohio. As
you are also aware, this challenge resulted in a two-week delay in
the award process in order that the Law Director might review the
nature of Thomas Ruff company's challenge. The Law Director has
now completed his review of the challenge which included meeting
with representatives from the Thomas Ruff Company, Meachum & Apel
Architects, and the City staff. Attached for your reference is a
memorandum from the Law Director regarding this matter.
The conclusion of the Law Director is that the bid submitted by
corporate Environments of Ohio is indeed the lowest and best bid
and the contract, therefore, should be awarded to said company. In
addition, it is interesting to note that Meachum & Apel Architects
and Staff scrutinized the bid submitted by the Thomas Ruff Company
and found major, substantive deficiencies in said bid such that
even if said bid had been the lowest bid submitted, the nature of
the deficiencies would have precluded the city from awarding the
Contract to the Thomas Ruff Company. In short, the nature of these
deficiencies involve non-compliance with the furniture specifica-
~. tions and the omission of one room of furniture from their bid, the
total economic impact of which amounts to approximately $30 -
$40,000. (Representatives from Meachum & Apel Architects will be
in attendance at Monday night's Council Meeting to discuss this and
other relevant aspects of the bid process should such be
necessary. )
Given that the challenge submitted by the Thomas Ruff Company lacks
merit, and that it has now clearly been established that the bid
submitted by Corporate Environments of Ohio is indeed the lowest
and best bid, Staff would recommend that Council proceed with
awarding the contract for the furniture portion of the bid process
to corporate Environments of Ohio. Furthermore, Staff would
request that council adopt each Ordinance involved in the award
process as emergency legislation at Monday night's council Meeting.
Adoption of said legislation at Monday night's Council Meeting is
imperative to meeting the projected completion date for the Justice
Center. Also attached is another copy of the bid tabulation and
recommendation of Meachum & Apel Architects outlining the lowest
and best bid for each component of the bid process.
DLH/mc
Attachment
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CARLILE PATCHEN & MURPHY
MEMORANDUM DATE: May 11, 1993
TO: Timothy C. Hansley and Dublin City Council
FROM: Stephen J. smith
- RE: Dublin Justice Center - Furniture and Interior Bids
IIIiIIIiiI/ilir FOllowing the Council meeting of May 3, 1993, I reviewed
all of the bid documents which had been prepared by our architect
in conjunction with various suppliers. In addition to reviewing
the bid documents on this project, I reviewed the bids of both
competitive bidders, namely, CEO and the Thomas Ruff Company.
Following the review of the submitted bids, I then conducted due
diligence by interviewing three representatives of the Thomas Ruff
Company, including a principal, Michael Gorman, Susan McCabe (who
was the project coordinator for them), and another representative
from their firm. During this interview, I questioned all
representatives about each and every item of the CEO bid which they
raised as a protest issue.
In addition, I then conducted a separate interview with
the Meacham and Apel group including the project supervisor, the
director of the project, as well as two other individuals directly
responsible for interior furnishings. Again, I questioned them at
length concerning every aspect of the bid which I found might be
improper, not detailed enough, or have any other procedural or
substantive defect.
r- Finally, I spent some time with both Peter Lenz and Dave
Harding to receive their input on the process.
After conducting the above due diligence, and reviewing
all the documents as noted above, it is my professional opinion
that the bid which has been recommended by Staff, namely the CEO
bid on the furniture, is both proper and the lowest and best bid
and it should, therefore, be awarded to CEO.
As a side light, I would further note that I have had our
Staff do a review of the Thomas Ruff bid and it appears that even
if they would have had the low bid, there would have been numerous
problems with their bid which would have prevented the contract
being awarded to them in any case.
If you have any questions whatsoever, please advise prior
to the Council meeting.
SJS/BJG/65567
35505.01
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1f::i~~~[}{]~1f::i @J ~~~\L ARCHITECTS n[!:[l~o
April 23, 1.993
city of Dublin
5131 Post Road
Dublin, Ohio 43017
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Attention: Peter Lenz
Reference: Dublin Justice Center
__ Review of Finishes and Furnishings Bid
Dear Peter,
On April 16, 1993, bids were received for the above referenced
project until 2:00 PM, at which time bids were publicly opened.
Bids were received for six divisions of work: Millwork, carpeting,
wallcovering, storage systems, window blinds, and furniture. Upon
careful review of the submitted bids, the following has been
determined for each division.
A. MILLWORK BIDS
cody-Zeigler, Inc. - $ 16,653.00
Forum Manufacturers - $ 18,465.00
Techcraft, Inc. - $ 22,800.00
M.A. Fox - $ 22,900.00
The apparent low bidder, cody-Zeigler, has submitted a
I"""'" complete bid, including bid bond, notarized city of Dublin
. Delinquent Personal Property Tax Affidavit, and notarized
Income Tax Withholding Affidavit.
It is, therefore, recommended that Cody-Zeigler's low bid of
$16.653.00 be accepted.
B. CARPETING BIDS
commercial Carpet systems - $ 49,515.00 (no bond attached)
Thomas W. Ruff Co. - $ 50,134.42
wilson Floors - $ 54,392.00
Architectural Floors - $ 56,895.00
In reviewing the apparent low bid submitted by commercial
Carpet systems, it is noted that no bid bond, cashier's check,
or letter of credit was attached to the bid as required in the
Notice to Bidders. Therefore, this bid was found to be non-
responsive.
5640 FRANTZ ROAD P.O. BOX 34 DUBLIN, OHIO 43017 614-764-0407 FAX 614-764-0237
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The next lowest bid (Thomas W. Ruff) was submitted with a bid
bond and all required affidavits. It' is, therefore,
recommended that Thomas Ruff's bid of $50,134.42 be accepted
as the lowest responsible bid.
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C. WALLCOVERING BIDS
- Colors, Inc. - $ 5,383.00 (no bond attached)
Liston's Painting - $ 8,426.00 (bank letter of credit)
Henry Painting Co. - $ 9,339.00
Color Classics Painting - $ 9,732.00
In review of the apparent low bid submitted by Colors, Inc. ,
it is noted that no bid bond, cashier's check, or letter of
credit was attached to the bid as was required in the Notice
to Bidders. Therefore, this bid was found to be unresponsive.
The next lowest bidder, Liston's Painting, submi tted a bid
including a letter of credit (Huntington Banks), which will
convert into an ORC 153.571 bid/performance bond. In
addition, all required affidavits were submitted. It is,
therefore, recommended that Liston's Painting's bid of
$8,426.00 be accepted as the lowest responsible bid.
D. STORAGE SYSTEMS BIDS
storage systems Co. - $ 18,184.00
Thomas W. Ruff Co. - $ 24,384.00
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The apparent low bidder, storage systems co., submitted a
''ii~;;,k' complete bid containing bid bond and all required notarized
city of Dublin affidavits. It is recommended that storage
system Co.'s low bid of $18,814.00 be accepted.
E. WINDOW BLINDS BID
J & L Blind Co. - $ 3,100.00 (no bond or affidavits)
Inside outfitters - $ 3,183.00 (no bond or affidavits)
silver Threads, Inc. - $ 3,698.00 (no bond or affidavits)
cody-Zeigler, Inc. - $ 4,230.00
The apparent low bid submitted by J & L Blind Co. did not
include a bid bond, cashier's check, or letter of credit, nor
I any city of Dublin affidavits. Likewise, the second low
I bidder (Inside Outfitters) and third low bidder (Silver
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I Threads, Inc. ) also submitted bids that were deficient of bid
I bonds and affidavits.
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The fourth lowest bid as submitted by cody-Zeigler did include
a bid bond and all required city of Dublin affidavits.
Therefore, it is recommended that cody-Zeigler's bid of
$4,230.00 be accepted as the lowest responsible bid.
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F. FURNITURE BIDS
..... corporate Environments of Ohio - $ 178,508.16
Thomas W. Ruff Co. - $ 180,658.54
Charles Headlee Inc. - (No amount listed on bid)
continental Office - (Bid submitted after 2:00;
not opened)
The apparent low bidder, Corporate Environments of Ohio (CEO),
submitted a complete bid, including bid bond and all required
notarized city of Dublin affidavits. It is recommended that
CEO's low bid of $178,508.16 be accepted.
SUMMARY
The estimate of work, as listed in the Notice to Bidders, is as
follows.
A. Millwork $ 25,000.00
B. Carpeting $ 38,000.00
C. Wallcovering $ 8,000.00
D. storage systems $ 20,000.00
"...,. E. Window Blinds $ 5,000.00
F. Furniture S 184,000.00
141'-'"
TOTAL ESTIMATE $ 280,000.00
The recommended bids for each division are as follow.
A. Millwork (COdy-Zeigler) $ 16,653.00
B. Carpeting (Thomas W. Ruff) $ 50,134.42
C. Wallcovering (Liston'S Painting) $ 8,426.00
D. storage systems (storage systems) $ 18,184.00
E. Window Blinds (cody-Zeigler) $ 4,230.00
F. Furniture (CEO) S 178,508.16
TOTAL BIDS $ 276,135.58
.... The combined bids of $276,135.58 is less than the estimate of
$280,000.
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ALTERNATES
You reviewed the following add alternates and acceptance was
determined as follows.
....... ~~provide thirty additional stack chairs (All seating corp. )
for Training Room B122: $2,130.00 - ACCEPTED.
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~proVide one additional Knoll work station and one chair for
General Office 102: $2,472.54 - ACCEPTED.
A-3: Provide fifteen Versteel 24 x 60 folding tables with laminate
top and one table cart for Court Room 111: $5,193.00 - NOT
ACCEPTED. (It was determined that this loose type furniture
could be ordered separately at a later date if desired.)
Sa. Provide one additional Knoll storage drawer keyboard/
disk.
b. Provide one additional Knoll keyboard support.
c. Provide three addition Egan Visual boards, 48" x 48".
Total of A-4: $1,787.87 - ACCEPTED.
* The addition of Alternates A-1, A-2, and A-4 will add $6,390.41 to
CEO's base furniture bid , or a total of
4,898.57. -
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~ Therefore, the total of all contracts' will be increased to a new
~" total of $282,525,99.
Please feel free to call me if you have any questions. I look
forward to your approval so that I may initiate contracts for the
work.
sincerely,
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James G. Mitchell
cc: cindy Tait chief Ferrell
Laura Colwell Marsha Grigsby
Dave Harding
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