Title
A resolution approving a Second Amendment to a Purchase Agreement with One Workplace to purchase furniture and equipment for the Library, Parks and Recreation, Community Theater/Council Chamber Project (LPR) in an amount not to exceed $174,708.38.
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WHEREAS, the Project is defined as Phase 2: Library, Parks & Recreation, and Community Theater / Council Chamber (“LPR”); and
WHEREAS, new furniture is needed as part of Furniture, Fixture, and Equipment (FF&E) to serve the new Library, Parks & Recreation center for the City of South San Francisco; and
WHEREAS, new furniture is needed as part of FF&E to serve the new City Council Chamber including the conference room, clerk’s office, and the chamber; and
WHEREAS, funding for the Project is included in the City of South San Francisco Capital Improvements Program (“CIP”) and sufficient funds are available to cover the purchase order cost; and
WHEREAS, purchase order amount was included in the LPR project budget presented to City Council on November 9, 2020, totaling a project total amount of $101,000,000.00; and
WHEREAS, this Second Amendment is for the purchase of furniture, equipment, and installation services and;
WHEREAS, the new furniture and equipment has been reviewed and accepted by the Library, Parks and Recreation departments for its serviceability and mission usefulness; and
WHEREAS, the new furniture and equipment will have an economic lifespan of a minimum of five years; and
WHEREAS, South San Francisco Municipal Code Section 4.04.040 authorizes the City to purchase or contract for specified supplies, services, and equipment via “piggyback”. City purchases may be made by taking advantage of valid contract terms that have been negotiated by another governmental agency, if that agency has used a quote or bid process that substantially conforms with the procedures established by state law; and
WHEREAS, the City’s Purchasing Policy requires that the original contract was awarded within one year of the City’s purchase, or written justification is provided to support the use of an older solicitation; and
WHEREAS, although the applicable cooperative purchasing programs have not all been awarded within the last year, proceeding with the included cooperative purchasing programs is beneficial to the City for the purpose of continuing the original agreement with One Workplace and considering recent impacts of inflation; and
WHEREAS, the majority of new furniture and equipment may be purchased under existing government “piggyback” contract under:
a. TIPS 210305
b. TIPS 200301
c. OMNIA R191819
d. OMNIA R191811
e. OMNIA R121919-STI
f. SOURCEWELL 121919-STI
g. SOURCEWELL 121919-STC
h. SOURCEWELL 121919-HMN
i. SOURCEWELL 081523-SICO
j. E & I Cooperative Services Contract # SPA #23-E& I
k. CMAS 4-22-04-1027
l. NCPA CONTRACT 07-110
m. BYBOARD NATIONAL CONTRACT 667-22
n. Equalis Group
WHEREAS, staff has reviewed and confirmed the cooperative purchase contracts are valid and in compliance with local, state, and the City’s purchasing procedures; and
NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of South San Francisco that the City Council hereby approves the Second Amendment to the Purchase Agreement, attached hereto and incorporated herein as Exhibit A, with One Workplace of Santa Clara, California in an amount not to exceed $174,708.38.
BE IT FURTHER RESOLVED that the City Manager is hereby authorized to execute Second Amendment to the Purchase Agreement in substantially the same form as Exhibit A and any other related documents on behalf of the City upon timely submission of One Workplace signed contract and all other required documents, subject to approval as to form by the City Attorney.
BE IT FURTHER RESOLVED that the City Council of the City of South San Francisco authorizes the Finance Department to establish the Project Budget consistent with the information contained in the staff report.
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