REPORT TO SHASTA COUNTY BOARD OF SUPERVISORS

BOARD MEETING DATE:  January  24, 2017
CATEGORY:  Consent - Health and Human Services-6.

SUBJECT:

AWARD BIDS FOR RFB 17-09 FOR TABLES AND CHAIRS AND RFB 17-10 FOR DESKS AND ACCESSORIES

Supervisorial District No. :  All

DEPARTMENT CONTACT:  Erynn Rebol, Staff Services Analyst I, (530) 225-3668

STAFF REPORT APPROVED BY:  Tracy Tedder, HHSA Branch Director

RECOMMENDATION

Take the following actions regarding the purchase of desks, tables, chairs, and related accessories:  (1) Approve and authorize County Purchasing to award the bid for the purchase of tables and chairs to Office Depot of Redding, California for a total purchase price of $76,130.55 (including all taxes and fees); (2) approve and authorize County Purchasing to award the bid for the purchase of desks and accessories to Golden State Office Furniture of Redding, California for a total purchase price of $135,723.93 (including all taxes and fees); (3) approve and authorize the Health and Human Services Agency (HHSA) to purchase up to 414 chairs and 26 tables, and to surplus up to 165 chairs for trade in value and seven chairs for disposal by June 30, 2017 with the total purchase not to exceed $76,130.55; and (4) approve and authorize the HHSA to purchase up to 114 desks and 151 desk accessories including hutches, pedestals, computer mounts, and monitor arms, and to surplus up to 10 desks for trade in value by June 30, 2017 with a total purchase not to exceed $135,723.93.

SUMMARY

County Purchasing approved the trade-in and disposal furniture items to be economically responsible and efficient.  RFB 17-09 includes a total of 165 chairs as trade-in items and seven chairs as disposal items. RFB 17-10 includes a total of 10 desks as trade-in items.

County Purchasing released and managed two concurrent Request for Bids (RFB) processes.  RFB 17-09 was for the purchase of a specified quantity and type of chairs and tables. Six complete bids were received. The lowest bidder did not meet the minimum specifications for weight capacities.  The second lowest bidder, which did meet all of the specifications, was Office Depot. The Notices of Intent to Award were sent in the mail on Tuesday, 12/06/2016. The protest period ended at 2:00 PM on Friday, 12/16/2016. There were no protests received.

RFB 17-10 was for the purchase of a specified quantity and type of desks and accessories. Three complete bids were received. The lowest bidder that met all of the qualifications was Golden State Office Furniture. The Notices of Intent to Award were sent in the mail on 12/07/2016. The protest period ended at 9:00 AM on Monday, 12/19/2016. There were no protests received. 

DISCUSSION

HHSA is purchasing a variety of furniture that is specific to the needs of the HHSA Branches. The Branches involved include Regional Services, Children’s Services, Adult Services, Public Health, and Business and Support Services. The chairs, tables, desks, and related accessories that will be purchased will be used to replace worn or non-functioning furniture items, to populate newly-acquired County property, and to re-purpose existing County-owned locations. The new furniture requested will allow for increased functionality across departments and reduce the potential for anticipated safety concerns related to the aging furniture.

ALTERNATIVES

The Board could choose not to award one or both bids and/or instruct HHSA to not purchase all or part of this furniture at this time. 

OTHER AGENCY INVOLVEMENT

The County Administrative Office has reviewed this recommendation.  County Purchasing managed the Request for Bid process.

FINANCING

The HHSA’s FY 2016/17 Adjusted Budgets includes sufficient appropriation authority for the purchases requested.  There is no additional General Fund impact with the proposed recommendation.