July 11 t 2022
TO: Honorable Mayor ~nd City Council
FROM: Libraries ang Information Services Department
SUBJECT: CONTRACT AWARD TO J.K. MIKLIN, INC. DBAVAMADA _ ENTERPRISES FOR ·ueRARY SHELVING PROCUREMENT AND
INSTALLATION FOR AN AMOUNT NOTTO EXCEED$733.,700
RECOMMENDATION:
ltis .recommended that the City Council:
1. Find the contract,proposed hereinto be categoricaUy exempt under the California Environmental Quality Act(CEQA) Guidelines in accordancewith Title 14, Chapter 31 Article 19, Section 1530~ , Class 1, minor alternations of existing public fa.cilities involving negligible orno expansion of use beyond that previously existing at the time ofJhe lead agency's determination, and that there are no fe:atures that distinguish thls project from others in the exempt cla.s.s and, therefore, there are no usual circumstances; and
2. i)Accept the.biddated May 26, 2022, submitted by J.K., Mikfin. Inc. dbaYamada Enterprises ("Yamada Enterprises,,) as the sole and f.owest bidder in response to the RFP Spe.cifications for Libra.ry Bookstacks at Rose Palace; ii} authorize the City Manager to enter into a contractfor an amountnot to exceed $733,700 which includes the base contract -of $667,000 and a contingency of$66, 700 to provide for any necessary change orders.
BACKGROUND:
The Libraries and Information Services Department ("Library'') consists of ten (1· 0) physical location.s throughout the City of Pasadena (pop. 138l 101 ). The Library reflects Pasadena's commitroent to quality of life including a focus on the a.rts, lifelong learning, and neighborhood stability and livability. Central Library and the nine branch libraries provide a wide array of servicesJ programs,. and coHections at the neighborhood level to meet the communitts information needs utilizing the latest in technology.
In May 2021, the Pasadena Central Library building dosed by order of the Cityts Building Official due to structural deficiencies. As a result, library personnel and equipment were relocated to other sites, however, the library coHecti.on of approximately MEETING OF. 01/11/22 AGENDA ITEM NO._· _1 ___ .,,..,
CONTRACT AWARD TO J.K MIKLIN,. INC. OBA YAMADA ENTERPRiSES JULY 11, 2022
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.250,000 items remains. The. Rose Palace bUilding has been designated as the relocation site for.the Central Library collection.
The contract scope includes supplying and instaHing new library bookstack shelving. at the Rose Palace facilityJ located at 235 S. Raymond Ave.1 Pasadena; CA 91105 to hold the Central Library collection.
The Libraries and Information Services Department prepared plans and specifications for the.subject contract. In accordance.with Section 4.0R.070 of the Pasadena Municipal Code., bids were requested and received. On May 121 2022f a Notice Inviting Bids was posted on PlanetBids.com. ··. The posting genera.tad notices to vendors who have previously registered with the C.ity for this particular commodity class. Thirteen (13) vendors downloaded the bid packet - three (3) attended the mandatory pre-bid walk held on May 18, .2022, and one (1) bid was received. The small number of prospective bidders is .generally attributed to the uncommon and specialty nature of library bookstack shelving and few certified distributors/installers.
Following advertising, bids were opened on May 271 2022 and are as follow:
Table 1: Pro osed Evaluation Score Results
It is·recommended that Yamada Enterprises be awarded the contract for this p.roJect as they are the sole responsive and responsible bidder. The proposed contract with Yamada Enterprises fully complies with the Competitive Bidding and Living Wage Ordinances. In addition, the contract fully complies with the Prevailing Wage Law (Senate BiH 7) per Resolution 9406 adopted by the Clty Council on Decernber 14, 2014.
Yamada .Enterprises has previously penormed work for the City of Pasadena. Staff has confirmed that: the contractor's licenses are current; they .are in good standing with the Department of Industrial R.elations; and they are certified as a Small Business.
The contract is proposed to set up as follows:
Base Bid
Contingency Allowance
Contract Not .. To-Exceed Amount
$
$
$
667,000.00
66.700.00
733,700.00
A conti11genqy of ten (10) percent is. aUocated to this contract to address any unforeseen conditions that may·be encountered.
Delivery and installation is anticipated in December 2022, barring any supply-chain disruptions.
CONTRACT AWARD TO J.K MIKUN 1 INC. OBA YAMADA ENTERPRISES JULY 11, 2022
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Approval of the proposed contract will allow continued access to the Central Library's vast materials collection, as well as, ensure availabil.ity of materials to satisfy pubH:c requests throughout the Pasadena Public Library system.
COUNCIL POLICY CONSIDERATION:
This contract supports the City Councirs goal to improve, maintain, and enhance public facilities and infrastructure.
ENVIRONMENTAL ANALYSIS:
This contract has been determined to be categorically exempt from environmental reviewpursuantto the guideHnesof the CEQA(PublicResources Code §21080(b) (9); Administrative Code, Title 14, Chapter3r §15301, Class 1, .Existing Facilities). c1ass 1 exempts from environmental review small additions, expansions or altercations to exlsting structures where th~re Is negligible or no expansion of the use.. There are no features that distinguish this projectfrom others in the exempt class and 1 therefore, there are no unusual circumstances.
CONTRACT AWARD TO J.K. MIKLJN, ING. DBA YAMADA ENTERPRISES JULY 1 t 2022
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FISCALlMPACT:
The costof this contract will be $733,700 which includes the bid amount of$667,000 and a contingency of$66,700 (10%)for any unforeseen conditions that may be encountered. Funding will be covered through existing budgeted appropriations in the Ubraries and . Information Services Department's fund's Coltection and Business Servicesfor Other Contract Services (21219006--811400). It ls anticipated all costs will be spent.in FY·2022.
Prepared by:
~ sr;t/~ ~
CARLOS BAFFIGO }
Principal librarian
Libraries and Information Services
Department
Approved by:
Respectfully submitted!
TIM MCDONALD
Acting Library· Director
Libraries and Information Services
Department