Title
Report regarding a resolution for the procurement of furniture, fixtures and equipment and authorizing the City Manager to execute a purchasing contract with vendor One Workplace of Santa Clara, CA for the Civic Campus Phase 2: Library, Parks & Recreation and Community Theater/Council Chamber (pf 2207), in the amount not to exceed $1,689,968. (Jacob Gilchrist, Director of Capital Projects).
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RECOMMENDATION
Recommendation
Staff recommends that City Council adopt a resolution approving the procurement of furniture, fixtures and equipment and authorizing the City Manager to execute a purchasing contract with vendor One Workplace of Santa Clara, CA for the Civic Campus Phase 2: Library, Parks & Recreation and Community Theater/Council Chamber (pf 2207), in the amount not to exceed $1,689,968.
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BACKGROUND
The new Civic Campus Phase 2: Library, Park & Recreation and Community Theater/Council Chamber (“LPR”) project requires Furniture, Fixtures and Equipment (“FF&E”) necessary for operation. Since May 2022, staff has coordinated with One Workplace (“OWP”) to assist with the selection of furniture, library shelving, and administrative workstations. Staff from the Library and Parks & Recreation Departments collaborated with OWP to select durable and attractive high-quality FF&E suitable for use in our new state of the art public facility. This report and associated resolution represent the first phase of FF&E procurement for the project. Staff anticipates that a second phase will be ready for Council review in January 2023. This item is presented now to account for production lead times and keep the project opening on-schedule.
Staff plans to purchase most of the furniture, workstations, and library bookshelves using four cooperative purchase programs. Identical to the procurement strategy utilized for the new Police Operations and 9-1-1 Dispatch Center, these programs allow the City to “piggyback” on other public agencies’ bid processes and take advantage of already contracted low prices. Use of cooperative purchasing programs is a way of obtaining goods and services by aggregating volume, securing value pricing, and reducing administrative overhead. Use of purchasing cooperatives significantly reduces the time and resources needed to competitively bid goods and services contracts, resulting in better overall value. When compared to standard retail prices, the project team estimates that the City will save in excess of 10% overall on FF&E by using this procurement strategy.
The City may enter a piggyback contract, under SSF Municipal Code section 4.04.040(b), if the contract terms are valid and have been negotiated by another governmental agency using a quote or bid process that substantially conforms to the procedures established by state law and the City purchasing ordinance. Further, the City’s purchasing policy requires the bid process on the piggybacked contract to have been completed within the last year.
Staff is recommending the use of cooperative purchasing programs for FF&E as described below:
A. BCI Shelving was selected by Library staff for the two floors of bookshelves for the new Library. BCI is an award-winning world leader in modern library furniture with more than 60 years of experience. Staff selected the “Uniflex” and “Lingo” shelving lines, a system that allows for a unique image and flexible learning environment. Both shelving systems make use of wood, glass, steel, and perforated sheet metal to create a unique image best fit for the new South San Francisco library.
BCI is a member of The Interlocal Purchasing Systems (“TIPS”), a national purchasing cooperative led by Region 8 Education Service Center (“Region 8 ESC”) from Texas. Region 8 ESC, the lead agency of TIPS, is a public governmental entity. All TIPS contracts are awarded by Region 8 ESC, and each TIPS vendor has met strict competitive procurement process guidelines established by ESC administration.
The total amount of proposal for BCI shelving system is $1,212,515.
B. Smith Systems is an innovative school furniture company committed to improving and enhancing the learning experience. Library staff selected Smith Systems book carts and trolleys for the library spaces because they are more durable and less expensive than the other options on the market.
The total amount of proposal for Smith Systems is $17,941.
Steelcase (“STC”) will provide all the workstation cubicles and desk systems. Steelcase has over 100 years of experience providing cutting-edge, high-quality workstations.
The total amount of proposal for STC is $147,965.
Humanscale, will provide computer CPU holders, monitor arms, and wiring management for all the workstations and desks. Humanscale is the leading designer and manufacturer of ergonomic products that improve the health and comfort of work life.
The total amount of proposal for Humanscale is $31,103.
Smith Systems, Steelcase, and Humanscale are all members of Sourcewell, a service cooperative created by the Minnesota legislature as a local unit of government. Sourcewell is explicitly authorized to provide cooperative purchasing services and follows the competitive contracting law process to solicit, evaluate, and award cooperative purchasing contracts for goods and services.
C. Great Openings will provide all the drawers, file cabinets and lateral file cabinets. Great Openings storage products are made in the USA. For over 20 years, Great Openings has helped businesses improve their efficiency and organization with innovative storage furniture.
Great Openings is a member of The Interlocal Purchasing Systems (“TIPS”), a national purchasing cooperative led by Region 8 Education Service Center (“Region 8 ESC”) from Texas. Region 8 ESC, the lead agency of TIPS, is a public governmental entity. All TIPS contracts are awarded by Region 8 ESC, and each TIPS vendor has met strict competitive procurement process guidelines established by ESC administration.
The total amount for Great Openings is $53,505.
D. Sit on It (SOI) will provide all the office chairs for the staff workstations. SOI, a California-based office product manufacturer, is one of the leading manufacturers of commercial task chairs, desks, and workstations with over 25 years of experience. They combine award-winning design with fast lead times around.
SOI is a member of OMNIA Partners, Public Sector (“OMNIA”), a cooperative purchasing organization that partners with lead public agencies. The cooperative contract is made available to public agencies, educational institutions, and nonprofits.
The total amount of proposal for Sit on It furniture is $24,334.
E. AMQ, will provide all the power modules and soft cable management products for all workstations.
AMQ is a member of E & I Cooperative Services, the only member-owned, non-profit sourcing cooperative exclusively focused on serving the education community.
The total amount of proposal for AMQ is $29,224.
Three vendors - Doug Mockett, Woodtech, and Synnex- will provide ancillary workstation equipment. These vendors are not members of a cooperative purchase program. The total cost of their materials and equipment is $8,869, well below the City Manager’s purchasing authority, and is included in the One Workplace agreement to maintain consistent administrative and contractual responsibilities. Descriptions of their products is below:
F. Doug Mockett will provide wire managers for workstations throughout the building for both Library and Parks & Recreation staff.
The total amount of proposal for Doug Mockett is $5,760.
G. Woodtech will provide pencil rails for all the administrative workstations. With its state of the art production plant in Oakland, California, Woodtech is one of the few furniture manufacturer to predominantly use Forest Stewardship Council - certified wood which originates from sources that are sustainable and renewed.
The total amount of proposal for Woodtech is $2,200.
H. Synnex will provide the surge protectors for the workstations.
The total amount of proposal for Woodtech is $909.
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|
Manufacturer |
Purchase Program |
Amount |
|
Attachment 2 |
BCI Shelving |
TIPS |
$1,212,515 |
|
|
Smith Systems |
Sourcewell |
$ 17,941 |
|
|
Subtotal |
|
$1,230,456 |
|
|
|
|
|
|
Attachment 3 |
Steelcase (STC) |
Sourcewell |
$ 147,965 |
|
|
Great Openings |
TIPS |
$ 53,505 |
|
|
Sit On It (SOI) |
Omnia |
$ 24,334 |
|
|
AMQ |
E&I |
$ 29,224 |
|
|
Humanscale |
Sourcewell |
$ 31,103 |
|
|
Doug Mockett |
No purchase program |
$ 5,760 |
|
|
Synnex |
No purchase program |
$ 909 |
|
|
Woodtech |
No purchase program |
$ 2,200 |
|
|
Design |
|
$ 716 |
|
|
PM |
|
$ 23,000 |
|
|
Labor to Install |
|
$ 99,498 |
|
|
Tax |
|
$ 41,299 |
|
|
Subtotal |
|
$ 459,512 |
|
|
|
|
|
|
|
Total |
|
$ 1,689,968 |
FISCAL IMPACT
The FF&E cost of $1,689,968 is included as part of FF&E budget in the current total project budget of $101,000,000 for pf2207 presented to Council on November 09, 2020. No additional funding appropriation is required.
RELATIONSHIP TO STRATEGIC PLAN
This effort is included in the City’s Strategic Plan. It aligns with Priority #2, which is focused on enhancing quality of life, and Priority #3, which is focused on enhancing public safety.
CONCLUSION
Staff recommends the City Council adopt a resolution authorizing the City Manager to execute a purchase agreement with One Workplace.
Attachments:
1. Attachment 1 - Library shelving layout.
2. Attachment 2 - Library Shelves and Carts Combined Price Quote.
3. Attachment 3 - Workstations Combined Price Quote.