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HomeMy WebLinkAbout1983-09-20MINUTES SPECIAL CITY COUNCIL MEETING TUESDAY, SEPTEMBER 20,1983 CITY HALL COUNCIL CHAMBERS * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * I. CALL TO ORDER Mayor Puluqi convened the Special Meeting of the City Council at 9:00 a.m. II. ROLL CALL Present: Councilman Phyllis Jackson Councilman Richard S. Kelly Mayor Pro-Tem Walter H. Snyder Councilman S. Roy Wilson Mayor Romeo S. Puluqi Also Present: Ramon A. Diaz, Director of Environmental Services Sheila R. Gilligan, City Clerk Barry McClellan, Director of Public Works Joe Palomino, Director of Building & Safety III. NEW BUSINESS A. REQUEST FOR CONSIDERATION OF AWARD OF BID FOR INTERIOR FURNISHINGS AND ACCESSORIES FOR THE PALM DESERT CIVIC CENTER. Ramon Diaz reported that bids were to be opened last Monday, but at the time of deadline no bids had been received. He recommended that Council authorize the staff to negotiate for furnishings and accessories. B. REQUEST FOR CONSIDERATION OF AWARD OF CONTRACT TO STEVEN DE CHRISTOPHER FOR SPECIFIC INTERIOR ACCESSORIES FOR THE PALM DESERT CIVIC CENTER. Mr. Diaz recommended awarding a contract in the amount of $65,200.00 to Steven DeChristopher for specific interior accessories for the Council Building lobby, Administrative Building lobby, Environmental Services lobby, and two conference rooms. These items include tables for two conference rooms, shutters, paneling and planters. As to the furnishings referred to in Agenda Item A, staff will be negotiating with other manufacturers. Mr. DeChristopher, as well as the Civic Center Committee, will review these selections. Charles Martin added that they will be focusing on large line manufacturers for quotes on other furnishings in the main public areas. This would cut down on costs and delivery time. The price, therefore, should not be more than quoted. MINUTES SPECIAL CITY COUNCIL MEETING SEPTEMBER 20,1983 * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * Councilman Jackson moved to award a contract not to exceed $65,200 for those areas to be completed by Steven DeChristopher and any additional furnishings for those areas at his cost plus 15% plus actual freight charges. Councilman Snyder asked what the $65,200.00 contract would buy us. Mr. Diaz replied that this contract included paneling of the lobbies, planters, conference room tables, credenzas, a podium in the council chambers. Councilman Wilson asked if there had been any follow-up as to why we did not receive any bids. Mr. Diaz stated that there were two main reasons why we did not receive bids. The size of the package was too much for the firms indicating interest, and they had concern over coordinating the project with the various manufacturers. The department had discussed the possibility of allowing firms to bid on part of the package but had decided against it. Mr. Martin stated that seven companies had received bid packages. The bids had noted to call Charles Martin if the bidders had any questions, and none had called. Carlos Ortega requested that Council add to the motion that the City had advertised publically, but had received no bids. Councilman Jackson moved to amend her motion to state the City had legally advertised for bids and had received none, and therefore authorized staff to negotiate directly with manufacturers. Councilman Kelly questioned the items within the $65,200.00 contract. Mr. Martin reported that of the total cost, $46,000.00 was for paneling. He added that all of these items discussed fell within the already appropriated $420,000.00 budget. Councilman Snyder seconded the motion. Councilman Wilson spoke against part of the motion — that of cost plus 15% inasmuch as he was not in favor of what he felt was giving the contractor a blank check to purchase items. Mr. Diaz responded that these items had been reviewed by Council months ago at Mr. DeChristopher's office and that the architect and the Civic Center Committee would review each purchase recommendation prior to actual purchase. Councilman Kelly suggested the City Manager be responsible for review and authorization, but after discussion, Council felt the Civic Center Committee was more knowledgable and should be responsible for ultimate approval. Councilman Wilson stated he was disappointed that his earlier recommendation that the Department of Corrections be contacted had not been followed through on. He said that this department produced beautiful, hand -made funiture at very reasonable prices. The College had utilized them. Motion passed by a 4-1 vote with Councilman Wilson voting NO. Councilman Kelly said he wished to amplify that even though we are concerned over the cost of things, we do not want to spend $3 million for the civic center and then cut back on interiors. Upon question by Council, Mr. Martin responded the buildings would be ready for move -in by the end of October. In fact, buildings B and C were nearly 99% complete at this time. XVII. ADJOURNMENT Upon motion by Snyder, second by Jackson, and unanimous vote of the Mayor Puluqi adjourned the meeting at 9:42 a.m. TT SHEILA R.OLLIGAN ITY CLERK CITY OF PALM DESIT, CALIFORNIA E• S. PULUQI, MAYO