Title
Report regarding a resolution for the procurement of furniture, fixtures, and equipment and authorizing the City Manager to execute a purchasing contract with One Workplace of Santa Clara, CA for the Orange Memorial Park Aquatic Center (OMPAC) (pk 2310), in the amount not to exceed $347,099 (Philip Vitale, Deputy Director of Capital Projects).
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RECOMMENDATION
Recommendation
Staff recommends that the City Council adopt a resolution approving the procurement of furniture, fixtures, and equipment and authorizing the City Manager to execute a purchasing contract with One Workplace of Santa Clara, CA for the Orange Memorial Park Aquatic Center (OMPAC) (pk 2310), in the amount not to exceed $347,099.
Body
BACKGROUND/DISCUSSION
The new Orange Memorial Park Aquatic Center (OMPAC) project requires Furniture, Fixtures, and Equipment (FF&E) necessary for operation. Since September 2024, staff has coordinated with One Workplace (OWP) to assist with the selection of furniture, shelving, and administrative workstations. Staff from the Parks and Recreation Department 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 focused on pool equipment will be ready for Council review Summer 2025. 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 and workstations using cooperative purchase programs where possible. Identical to the procurement strategy utilized for the new Civic Campus Phase 2: Library, Park & Recreation and Community Theater/Council Chamber, 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 South San Francisco 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 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.
Staff is recommending the use of following cooperative purchasing programs for FF&E as described below:
A. California Multiple Award Schedule (CMAS) offers a wide variety of commodities, non-IT Services, and information technology products and services at prices which have been assessed to be fair, reasonable, and competitive. The CMAS Program creates a pool of suppliers that an agency can solicit offers from. When utilized correctly, CMAS streamlines the procurement process. This form of procurement differs from the competitive bid process.
B. Equalis Group is a Public Sector purchasing cooperative which delivers compliant, publicly procured cooperative agreements to public sector entities across the country. Equalis Group partners with two primary Lead Agencies, Region 10 Education Service Center (Region 10) in Texas, and The Cooperative Council of Governments (CCOG) in Ohio, to conduct rigorous and transparent competitive public sector procurement processes for critical products and services. Winning suppliers, distributors, and manufacturers are selected based on both qualitative criteria and pricing.
C. E&I Cooperative Services (E&I) is a member-owned, non-profit sourcing cooperative exclusively focused on serving the education community and because that is E&I’s sole focus, they are uniquely equipped with knowledge and experience. E&I does it by delivering unsurpassed value and an exceptional experience through a broad portfolio of competitively solicited contracts with industry-leading suppliers, as well as innovative sourcing solutions, such as Strategic Spend Assessments and eProcurement solutions and passion to meet the specialized needs of educational procurement.
D. National Cooperative Purchasing Alliance (NCPA) utilizes state-of-the-art procurement resources and solutions that result in cooperative purchasing contracts that ensure all public agencies are receiving products and services of the highest quality at the lowest prices. NCPA works with a lead public agency, who competitively solicits master contracts. Contracts are based on quality, performance, and most importantly, pricing.
E. OMNIA Partners, Public Sector (OMNIA) is a cooperative purchasing organization that partners with a lead public agency. The lead agency prepares a competitive solicitation while incorporating language to make the agreement accessible nationally to agencies in states that allow “piggyback” contract usage. The lead agency issues the solicitation and any required amendments and notifications. The lead agency evaluates the responses, negotiates the final terms, and ultimately awards the master agreement. The cooperative contract is made available to public agencies, educational institutions, and nonprofits.
F. Sourcewell is 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. Cooperative purchasing contracts are made available through the joint exercise of powers law to participating agencies.
G. The Interlocal Purchasing Systems (TIPS) is 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.
Staff is recommending the use of cooperative purchasing programs for FF&E manufacturers as described below:
A. AMQ is a member of E&I cooperative purchase agreement. AMQ will provide all the office computer tables for the new aquatic center. The total amount of proposal for AMQ is $2,403.20.
B. Andreu World is a member of the CMAS program. Andreu World will provide all the office chairs for the new aquatic center. The total amount of proposal for Andreu World is $14,754.68
C. Amazon will provide storage bins and trash cans for the new aquatic center. The total amount of proposal for Amazon is $575.98.
D. AMEX will be providing the Mustang Racks for the new aquatic center. The amount of proposal for AMEX is $580.00.
E. Busch Systems is a member of Equalis Group purchasing cooperative. Busch Systems will provide waste / recycle cans for the new aquatic center. The amount of their proposal is $32,910.40.
F. CF Stinson will provide fabric for the new aquatic center. The amount of proposal for CF Stinson is $382.50.
G. Doug Mockett will provide architectural hardware for furniture for the new aquatic center. The amount of proposal for Doug Mockett is $700.66.
H. Enwork is a member of the Omnia Partners cooperative purchasing organization. Enwork will provide tables for the activity room. The proposal amount for Enwork is $1,791.20.
I. Forms & Surfaces is a member of NCPA. Forms & Surfaces will provide outdoor pool deck benches & waste receptacles for the new aquatic center. The amount of proposal for Forms & Surfaces is $15,906.00.
J. Global Industries will provide storage at the pools’ mechanical room and janitorial closet for the new aquatic center. The amount of proposal for Global Industries is $5,282.00.
K. Grainger will provide the surge protectors at the new aquatic center. The amount of proposal for Grainger is $6,058.19.
L. Great Openings is a member of the TIPS purchasing cooperative. Great Openings will be used to provide storage for the offices at the new aquatic center. The amount of proposal for Great Openings is $4,901.94.
L. Janus et Cie offers aggressive Government & Public Sector pricing program that provides a 38% discount off most of their published retail prices. Janus et Cie will provide the Lifeguard & Outdoor Pool Deck Furniture at the new aquatic center. The amount of proposal for Janus et Cie is $30,843.76.
M. Room and Board will supply the lobby benches at the new aquatic center. The amount of proposal for Room and Board is $6,540.00.
N. Sit On It is a member of the OMNIA Partners Cooperative Purchasing agreement. Sit on It will provide Lobby & Office Seating for the new aquatic center. The amount of proposal for Sit on It is $1,685.44.
O. Smith Systems is a member of Omnia Partners, a cooperative purchasing organization. Smith Systems is an innovative school furniture company committed to improving and enhancing the learning experience. Smith Systems will provide the Activity Room Desk for the new aquatic center. The amount of proposal for Smith Systems is $716.10.
P. Humanscale is the leading designer and manufacturer of ergonomic products that improve the health and comfort of work life and is a member of Omnia Partners, a cooperative purchasing organization. Humanscale will provide Office Monitor Arms for the workstations at the new aquatic center. The amount of proposal for Humanscale is $1,450.54.
Q. Steelcase is a member of the Sourcewell service cooperative. Steelcase will provide all the workstation cubicles and desk systems. STC has over 100 years of experience providing cutting-edge, high-quality workstations. The amount of proposal for STC is $9,864.91.
R. Uline will provide storage items to complete the Pool Mechanical room, Lifeguard room, Janitorial Room shelving and worktable. The amount of proposal for Uline is $5,584.00.
S. Wayfair will provide a counter stool for the pool mechanical room at the new aquatic center. The amount of proposal for Wayfair is $205.00.
T. Umbrosa will provide umbrellas for the outdoor pool deck. The amount of proposal for Umbrosa is $41,730.00
Product Summary
|
Manufacturer |
Piggyback Contract |
Description |
Total |
|
AMQ |
E&I |
Office computer tables |
$ 2,403.20 |
|
Andreu World |
CMAS |
Office chairs |
$ 14,754.68 |
|
Amazon |
None |
Storage bins and trash cans |
$ 575.98 |
|
AMEX |
None |
Mustang Racks |
$ 580.00 |
|
Busch Systems |
Equalis Group |
Waste / recycle cans |
$ 32,910.40 |
|
CF Stinson |
None |
Fabric |
$ 382.50 |
|
Doug Mockett |
None |
Architectural hardware for furniture |
$ 700.66 |
|
Enwork |
Omnia Partners |
Activity room tables |
$ 1,791.20 |
|
Forms & Surfaces |
NCPA |
Outdoor benches & waste receptacles |
$ 15,906.00 |
|
Global Industries |
None |
Storage (mechanical room, janitorial closet) |
$ 5,282.00 |
|
Grainger |
None |
Surge protectors |
$ 6,058.19 |
|
Great Openings |
TIPS |
Office storage |
$ 4,901.94 |
|
Janus et Cie |
Gov/Public Sector Pricing (38%) |
Lifeguard & outdoor pool deck furniture |
$ 30,843.76 |
|
Room and Board |
None |
Lobby benches |
$ 6,540.80 |
|
Sit On It |
Omnia Partners |
Lobby & office seating |
$ 1,685.44 |
|
Smith Systems |
Omnia Partners |
Activity room desks |
$ 716.10 |
|
Humanscale |
Omnia Partners |
Office monitor arms |
$ 1,450.54 |
|
Steelcase (STC) |
Sourcewell |
Workstation cubicles and desk systems |
$ 9,864.91 |
|
Uline |
None |
Storage items (mechanical, lifeguard, janitorial rooms) |
$ 5,584.00 |
|
Wayfair |
None |
Counter stool for pool mechanical room |
$ 205.00 |
|
Umbrosa |
None |
Outdoor pool deck umbrellas |
$ 41,730.00 |
|
|
|
Product Total |
$184,867.30 |
Services Summary
|
Service |
Description |
Amount |
|
Design |
Design Services |
$25,000.00 |
|
PM |
Project Management |
$ 9,000.00 |
|
Labor |
Union, PW, Regular Time, One Phase |
$41,295.00 |
|
Labor |
2 Extra Trip Charges |
$ 2,000.00 |
|
Contingency |
15% Contingency |
$ 45,000.00 |
|
Tariff Surcharges |
Tariff Surcharge Budget |
$ 8,740.47 |
|
Taxes |
|
$ 31,195.40 |
|
|
Services Total |
$162,230.87 |
|
|
|
|
|
|
Total Cost |
$347,087.17 |
FISCAL IMPACT
The FF&E cost of $347,099 is included as part of the FF&E budget in the current total project budget of $49,580,000 for pk2310 presented to Council on February 28, 2024. 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 that the City Council adopt a resolution authorizing the City Manager to execute a purchase agreement with One Workplace.