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Procurement Report: Furniture, Fixtures, and Equipment Packages for Valdez Fire Station 1 Replacement Project in the amount of $106,881.60
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SUBMITTED BY: Lindy Vititow, Capital Facilities Project Manager II
FISCAL NOTES:
Expenditure Required: $106,881.60
Unencumbered Balance: $229,212.56
Funding Source: 310-1634-58000
RECOMMENDATION:
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Receive & File
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SUMMARY STATEMENT:
On December 11th 2020, a "Call to Vendors" was issued on the city's website for the Valdez Fire Station 1 Replacement project for furniture, fixtures, and equipment. Three separate FF&E packages were advertised. "Package 1" included furnishings for the "Administrative" wing. "Package 2" listed items needed for the Crew sleeping quarters and "Package 3" included all items required for the "Residential" portion of the building.
The choice to advertise three separate packages was made to allow for more competitive bidding so that the city would get the best value and savings. On the bid opening of January 11th 2021, we received quotes from three separate vendors.
On "Package 1" - Administrative, Arctic Office was deemed non-responsive due to substitutions included within their package that did not follow the directions within the bidding instructions advertised. The apparent "responsive" low bid was Capital Office based out of Anchorage. Capital Office was also the apparent low on "Package 2" - Crew Quarters. With Capital Office being the apparent low bidder, it allowed the city savings with being able to negotiate the costs down for freight and installation of awarding two packages.
"Package 3" - Residential was not awarded due to being over budget. The City of Valdez opted to buy the items directly, which allowed for substantial savings to the project; total expenditure $11,419.79 (not on this purchase order).
Purchase order # 77253 for "Package 1" - Administrative, in the amount of $ 88,279.61. Purchase order # 77254 for "Package 2" - Crew Quarters in...
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