Item 14 - Furniture for Main Library Renovation Project

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Furniture for Main Library Renovation Project October 1, 2024 Page 2 Santa Ana residents believe they are being offered a high -quality public space, they are much more likely to return and utilize this important community resource in a positive and constructive manner. To ensure the community's needs will be met, a request for Proposals (RFP) No. 24- 080A for library furtniture was issued on June 6, 2024 on the City's online bid management and publication system. The RFP split library public -facing furniture and office furniture across four packages to increase competition and ensure the best pricing possible for the Main Library Renovation Project. Furniture packages included public -facing furniture (i.e., TeenSpace seating, outdoor patio furniture, etc.), library - specific furniture (i.e., reader tables, circulation desk, service desk, etc.), and office furniture for staff use. A summary of vendor participation and results is as follows: • 148 Vendors notified • 4 Santa Ana vendors notified • 41 Vendors downloaded the RFP packet • 4 Proposals received • 0 Proposals received from Santa Ana vendors Proposals were solicited, opened on July 17, 2024, and evaluated. Four proposals were submitted by the RFP deadline and three were determined to be responsive to the specifications and met the City's requirements. The proposal submitted by The Office - Furniture Solutions, Inc. was deemed non -responsive as it did not include the approved specifications of the RFP. An evaluation committee reviewed and rated the proposals according to the criteria listed in the RFP. Staff recommends awarding agreements to the highest -ranked firms in each furniture package as follows: Package & Description Vendor Location Exhibit A - Public -Facing Furniture Goforth & Marti Irvine, CA Exhibit 1 B - Public -Facing Furniture New Tangram, LLC Newport Beach, CA Exhibit 2 C - Library -Specific Furniture J.K. Miklin, Inc. Huntington Beach, CA Exhibit 3 D - Office Furniture New Tangram, LLC Newport Beach, CA Exhibit 2 Each of the above -listed proposers demonstrated a firm understanding of the project's aesthetic and needs; provided the best, most responsive furniture selections; understood the project goals and delivery timelines contingent upon construction completion; described ample experience working with libraries; and provided the most reasonable and competitive pricing for their respective categories. Since Revive Santa Ana (American Rescue Plan Act) funds will be used for the furniture purchases, the agreements must be executed prior to the federal funding obligation deadline of December 31, 2024. However, construction completion for the Main Library Renovation Project is not anticipated until March 2026. To avoid storage fees and