Item Number: 10
City Council / Board of Directors
Written Communications
Meeting of: February 4, 2025
Submitted By:
Donna Meester, Community Services Director
Subject:
Award of Professional Services Provider Agreement to Plan, Furnish, Deliver, and Install Furniture, Fixtures, and Equipment for the Green Tree Library and Golf Course Club House
Recommendation:
That the Honorable City Council award a Professional Services Provider Agreement with J.K. Miklin, Inc., DBA Yamada Enterprises in the amount not to exceed $805,200 for planning, furnishing, delivery, and installation of furniture, fixtures, and equipment for the Green Tree Library and Golf Course Club House (Project JM25-025).
Fiscal Impact:
The recommended action will result in a fiscal impact of $805,200, which includes the proposed amount of $762,731.35 and a 5.568% contingency. Funds for this expenditure have been included in the Fiscal Year 2024-2025 budget under account code 1056030- 52120 in the amount of $805,200. No additional appropriations are necessary.
Strategic Plan Goal:
This item aligns with Strategic Goal E: Invest in Infrastructure to create a healthy and livable community by maintaining the City’s assets, as well as Strategy 2, implement the Library Master Plan to complete the relocation and expansion of the library to improve and enhance library services for the community.
Background:
On March 15, 2022, Council unanimously awarded a contract to TR Design Group to conceptualize the Green Tree Club House as a space that would accommodate both library services and golf operations.
The Council adopted Resolution No. 23-001, approving a budget amendment for Fiscal Year 2022/2023 to appropriate $9,035,105.00 in both revenue and expenditures related 3 9
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to the Building Forward Library Infrastructure Program Grant as awarded by the California State Library at the January 17, 2023, Council Meeting.
On February 7, 2023, Council approved to increase the scope of services with TR Design Group to include a 5,094 square foot expansion of the library, achieving the Master Plan goal of producing a total of 17,844 square feet of Library space.
On June 20, 2023, Council approved the conceptual design and granted staff and TR Design Group to continue with generating the construction drawings. At the February 7, 2023 meeting, the Council approved a Construction Agreement with Monet Construction, Inc., for the Green Tree Library and Golf Club House renovation and Expansion, Project JM24-051.
Discussion:
An RFP for the planning, furnishing, delivery, and installation of furniture, fixtures, and equipment (FFE) for the Green Tree Library and Golf Course Club House was posted on the City’s website, advertised on Ebidboards.com, and published in the newspaper with a submittal due date of September 30, 2024. A Mandatory Pre-Proposal Meeting was held via Zoom on September 12, 2024. Due to the late delivery of CAD Files to potential proposers, the submittal deadline was extended to October 10, 2024. On October 10, 2024, the City of Victorville received two proposals from Yamada Enterprises and Goforth & Marti, DBA G|M Business Interiors. Staff thoroughly reviewed each proposal and identified Yamada Enterprises as the best value bidder, pursuant to Victorville Municipal Code Section 2.28.040. While G|M Business Interiors had a lower cost of $537,225.83, staff determined that Yamada Enterprises bid is the best value per Victorville Municipal Code Section 2.28.280(a), which states that the lowest cost may not be the sole factor in deciding who shall be awarded the contract. It may be in the City’s interest to award the contract to a firm based on the scope of services available, unique skills, staffing levels, timing, prior experience, past working relationships, or other factors. Yamada Enterprises proposal was more inclusive of furnishings and fixtures that were in line with the Architectural design, quality, and quantity for the Green Tree Library and Golf Course Club House. The library construction is anticipated to be completed by December 2025, with a soft opening in January 2026.
Staff remains available for any questions the Council may have.
Attachments: A. Professional Services Agreement