Title
Report regarding a resolution authorizing the City Manager to execute a Second Amendment to the Purchase Agreement with One Workplace for the Civic Campus Phase 2: Library, Parks & Recreation, and Community Theater/Council Chamber. (Jacob Gilchrist, Director of Capital Projects)
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RECOMMENDATION
Recommendation
Staff recommends City Council adopt a resolution approving the purchase of furniture, fixtures, and equipment and authorize the City Manager to execute a Second Amendment to the Purchase Agreement 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 $174,708.38.
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BACKGROUND
The Civic Campus Phase 2: Library, Parks & Recreation, and Community Theater/Council Chamber requires Furniture, Fixtures, and Equipment (“FF&E”) necessary for the operations. During installation of furniture, library book shelving, and office workstations, the project required changes to the layout and the quantity of the furniture, including additional bookshelves for the library, office furniture, additional chairs, and tables, including Americans with Disabilities Act (ADA) compliant tables in the lobby areas, administration offices, library, and event rooms. Staff from the Library and Parks and Recreation departments collaborated with One Workplace (OWP) to make the necessary changes and select durable and attractive high-quality furnishings suitable for use in our new state-of-the-art public facility. This report and associated resolution represent the final phase of FF&E procurement for the project.
Additional work required:
• Bracing for library book shelving.
• Relocating library book shelving to meet staff and ADA requirements.
• Field changes in the layout of furniture in various offices.
• Modifications to furniture to meet ADA requirements.
• Additional furniture, including chairs and tables in lobby areas, additional acrylic panels for the library shelving, flat shelf book trucks, office cabinets, and computer monitor arms.
• City Clerk’s desk.
• Custom size markerboards.
Staff plan to purchase the furniture using several cooperative purchase programs. Identical to the procurement strategy utilized in the previous amendment for the project, these programs allow the City to “piggyback” on other public agencies’ bid processes and take advantage of already contracted low prices. The use of cooperative purchasing programs is a way of obtaining goods and services by aggregating volume, securing value pricing, and reducing administrative overhead. The 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 more than 10% overall on FF&E by using this procurement strategy.
The City may enter a piggyback contract, under South San Francisco Municipal Code (SSFMC) Section 4.04.040(b) and in accordance with the South San Francisco Purchasing Policy, 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. BuyBoard National Purchasing Cooperative is a cooperative formed by governmental entities to streamline the buying process for public schools, municipalities, and other governmental entities. Developed to assist members in complying with their purchasing legal requirements, BuyBoard vendors have been awarded contracts for products and services through a competitive procurement process, thereby giving members the opportunity for bulk discounts, combined with the ease of online, web-based shopping.
B. 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.
C. E&I Cooperative Services (E&I) is the only 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 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. Lead agency issues the solicitation and any required amendment and notifications. 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.
H. 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.
Staff is recommending the use of cooperative purchasing programs for FF&E manufacturers as described below:
A. AMQ, which is a member of E&I, will provide ADA Library Computer Tables for the Library.
The total amount of proposal for AMQ is $503.31. AMQ is a member of E&I.
B. Andreu World will be providing chairs for seniors in the lobby areas.
The total amount of proposal for Andreu World is $21,600.80.
SF Stinson Fabric will provide fabric for the Andreu World chairs for seniors. These chairs will be used in the lobby area. The total amount of proposal for SF Stinson Fabric is $3,020.
Andreu World and SF Stinson Fabric are members of CMAS.
C. BCI Shelving System, which is a member of TIPS, will be providing book shelving parts for all two levels of library in the new building. The total amount of proposal for BCI is $3,060.
D. Busch, which is a member of Equalis Group, will be providing trash labels and parts for the entire building. The total amount of proposal for Busch is $4,487.50.
E. Enwork, which is a member of OMNIA, will provide ADA tables for Lobby Areas. The total amount of proposal for Enwork is $2,311.65.
F. Great Openings, which is a member of TIPS, will provide bookcases for Library. The total amount of proposal for Great Openings is $868.74.
G. Nucraft, which is a member of NCPA, will provide tables for City Clerk’s in the City Council Chamber. The total amount of proposal for Nucraft is $5,718.80
H. Smith Systems will provide library carts for the Library.
The total amount of proposal for Smith Systems is $1,911.60.
SICO will provide tables for seniors in all the lobby areas.
The total amount of proposal for SICO is $6,944.00
Steelcase (“STC”) will provide table top for room 306A.
The total amount of proposal for Steelcase is $221.52
Smith Systems, SICO and Steelcase are all members of Sourcewell.
COST BREAKDOWN
|
Item Number |
Manufacturer |
Piggyback Contract |
Description |
Amount |
|
1 |
AMQ |
E&I #23 |
Height adjustable base for room 306A |
$503.31 |
|
2 |
Andreu World |
CMAS #4-22-04-1027 |
Lobby chairs |
21,600.80 |
|
3 |
SF Stinson Fabric |
CMAS #4-22-04-1027 |
Fabric for lobby chairs |
3,020.00 |
|
4 |
BCI |
TIPS #230301 |
Library parts |
3,060.00 |
|
5 |
Busch |
Equalis Group |
Trash labels |
4,487.50 |
|
6 |
Enwork |
OMNIA #R191819 |
ADA tables |
2,311.65 |
|
7 |
Great Openings |
TIPS #210305 |
Bookcases |
868.74 |
|
8 |
Nucraft |
NCPA #07-110 |
City Clerk’s table |
5,718.80 |
|
9 |
Smith Systems |
SOURCEWELL 121919-STI |
Library carts |
1,911.60 |
|
10 |
SICO |
SOURCEWELL #081523-SICO |
Lobby tables |
6,944.00 |
|
11 |
Steelcase |
SOURCEWELL 121919-STC |
HAT tabletop for room 306A |
221.52 |
|
12 |
|
|
Six new marker boards |
24,040.00 |
|
13 |
|
|
Field changes |
33,017.00 |
|
14 |
|
|
Miscellaneous materials |
1,123.43 |
|
|
|
|
Subtotal |
108,838.35 |
|
|
|
|
Freight, Tariff |
0.00 |
|
|
|
|
Design |
5,160.00 |
|
|
|
|
Project Management |
14,375.00 |
|
|
|
|
Installation |
16,188.00 |
|
|
|
|
Tax |
14,274.45 |
|
|
|
|
TOTAL |
158,825.80 |
|
|
|
|
10% Contingency |
15,882.58 |
|
|
|
|
TOTAL MODIFICATION |
$174,708.38 |
As mentioned above, 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. Although the applicable cooperative purchasing programs have not all been awarded within the last year, staff recommends proceeding with the included cooperative purchasing programs for the purpose of continuing the original agreement with One Workplace. Moreover, given the recent impacts of inflation, staff offers that a more recently signed cooperative purchasing program may include higher unit costs than those provided in the included cooperative purchasing programs. Below are the effective dates for the original cooperative agreements proposed.
FISCAL IMPACT
The FF&E cost of $174,708.38 is included as part of FF&E budget in the current total project budget of $101,000,000 for project pf2207 presented to Council on November 09, 2020. No additional budget 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 the Second Amendment to the Purchase Agreement with One Workplace.
Attachments:
A. Attachment 1 - One Workplace Quotation # 716389