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Report regarding a resolution authorizing the City Manager to execute the first amendment to 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 an amount not to exceed $2,103,470.88. (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 first amendment to the purchase 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 $2,103,470.88.
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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. Since May 2022, staff has coordinated with One Workplace (OWP) to assist with selection of furniture for all the staff, public places, library areas, event rooms, City Council Chamber, conference rooms, and private offices. Staff from Library and Parks and Recreation Departments collaborated with OWP to select durable and attractive high-quality FF&E suitable for use in our new state of the art facility.
The first phase of FF&E procurement, in the amount of $1,689,637, was approved by City Council in December 2022. This second phase was anticipated at that time. Because different vendors have different lead times for delivery, staff prioritized item with long lead times in the first phase to receive all items on schedule. This report and associated resolution represent the second and final phase of FF&E procurement for the project.
Staff plans to purchase the furniture by utilizing several 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 manufacturers as described below:
A. AMQ will provide ADA compliant Library Computer Tables for the Library.
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 $1,982.84.
B. Andreu World will provide chairs for the youth and adult Library spaces, Parks & Recreation classrooms, offices, benches for locker rooms, and computer stools.
Andreu World is a member California Multiple Award Schedule (“CMAS”). CMAS offers a wide variety of commodity, non-IT Services, and information technology products and services at prices which have been assessed to be fair, reasonable, and competitive.
The total amount of proposal for Andreu World is $125,931.38.
C. Busch will provide trash cans throughout the building.
Busch is a member of Equalis Group, a Public Sector purchasing cooperative which delivers compliant, publicly procured cooperative agreements that 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.
The total amount of proposal for Busch is $44,760.50.
D. Davis will provide City Council Members’ Chairs and Closed Session Conference Room Chairs.
Davis is member 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.
The total amount of proposal for Davis is $71,384.32
E. ECA will provide power cabling. ECA by Dekko embraces the challenge of moving power solutions forward.
The total amount of proposal for ECA is $3,699.28
ERG International will be providing bench seating in Teens Room of the Youth Library. Since 1981, ERG International has been a family business enjoying incredible growth of manufacturing contract furniture, with an emphasis on tables and seating.
The total amount of proposal for ERG is $3,061.52
Formaspace will provide Makerspace and Creator’s Studio height adjustable tables. Formaspace furniture marriers form to function with flexible solutions for clients in the laboratory, industrial and office environments.
The total amount of proposal for Formaspace is $74,082.95
Great Openings will provide storage 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.
The total amount of proposal for Great Openings is $10,439.64.
Gressco is providing children’s low construction tables and bins in the youth library. Gressco takes pride in delivering top-quality, unique products to Commercial, Healthcare, Library and Educational Markets. From colorful, imaginative children's and young adult furnishings to the functionality of a classic library display, they provide specialized products to help Designers create inviting, interactive spaces designed with lasting quality and craftsmanship.
The total amount of proposal for Gressco is $6,695.63.
Krug will provide Council Chambers stackable chairs. Krug is a leading designer and manufacturer of office and healthcare furniture solutions. Founded in 1880, Krug products include private office casegoods, conference tables and meeting room furnishings, and a wide range of office and hospitality seating and tables.
The total amount of proposal for Krug is $8,061.36.
SICO will provide Parks & Recreation tabletops for classrooms and meeting spaces. SICO has been a leading, worldwide manufacturer of long-lasting mobile folding products that help organizations maximize the efficient use of their space.
The total amount of proposal for SICO is $112,993.
Spacestor is providing the bleachers in Teens Room of the Youth Library. Spacestor are the creators of architectural, space-defining furniture that blends California cool with London design.
The total amount of proposal for Spacestor is $22,475.40.
TMC Furniture will provide Children’s Classroom and Youth Library tables and chairs. TMC Furniture are artisans of uncommon creative commercial furniture, using imagination, inventiveness, and passion to transform spaces into remarkable and joyful experiences. TMC Furniture serve libraries, schools, healthcare, corporate environments, and anywhere the human spirit is fueled by inspiration.
The total amount of proposal for TMC is $39.335.32.
ECA, ERG, Formaspace, Great Openings, Gressco, Krug, SICO, Spacetor, and TMC Furniture are all are members 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 TOPS, 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.
F. Egan Visual is providing divider screens for Library’s use. Since 1967, Egan has been recognized as a top manufacturer of visual communication systems.
The total amount of proposal for Egan Visual is $1,236.
Boss Design will provide all lounge furniture for Library and Parks & Recreation spaces including lactation rooms. Boss Designs will also provide laptop tables and coffee tables throughout the building in lobby and shared spaces. Boss Design is a furniture design and manufacturing business driven by detail and quality by using the best materials and processes available.
The total amount of proposal for Boss Design is $198,771.30.
Nucraft will provide Council Chambers and Conference Room tables. Founded in Michigan in 1945, Nucraft continues to be a leader in meeting space furniture and private office solutions.
The total amount of proposal for Nucraft is $44,654.20.
Egan Visual, Boss Design and Nucraft are members of National Cooperative Purchasing Alliance (“NCPA”), who 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 leading public agency, who competitively solicits master contracts. Contracts are based on quality, performance, and most importantly pricing.
G. Enwork will provide tables for Library, Conference rooms, Council Chambers and Meeting Spaces. Enwork stays ahead of trends to anticipate how to best optimize spaces, and design with creative forethought into how things can adapt for the future. Their products are created using a variety of material choices that beautifully prove their long-term value.
The total amount of proposal for Enwork is $209,712.69.
National Office will provide a banquette for Parks & Recreation and Library's staff lounge. National Office Interiors and Liquidators has one of the largest selections of new and used office furniture in the United States, they sell and deliver office furniture nationwide.
The total amount of proposal for National Office is $9,790.
Sit On It (SOI) will provide Library and Parks & Recreation stackable chairs for the large and medium event spaces and community room. 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.
The total amount of proposal of Sit On It is $239,334.65.
Enwork, National Office, and Sit On It are members of OMNIA Partners, Public Sector (“OMNIA”), 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.
H. NorvaNivel will provide Youth Library children’s seat pad. NorvaNivel is a Texas-based education furniture manufacturer known across the globe. NorvaNivel design and manufacture everything they make, creating impactful learning environments where not one but every learner is engaged.
NoraNivel is a member of Buyboard National the 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.
The total amount of proposal for Norvanivel is $6,254.
I. Smith Systems will provide Parks & Recreation classroom storage. Smith Systems is an innovative school furniture company committed to improving and
enhancing their learning experience.
The total amount of proposal for Smith Systems is $31,154.
Steelcase (“STC”) will provide audio visual storage cabinets and library ottomans and lounge chairs. Steelcase has over 100 years of experience providing cutting-edge, high-quality furniture.
The total amount of proposal for Steelcase is $25,366.92.
Humanscale will provide wire management for miscellaneous reception 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 $320.62.
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.
The manufacturers listed below will provide ancillary furniture and equipment. These vendors are not members of a cooperative purchase program. These materials and equipment are included in the One Workplace agreement to maintain consistent administrative and contractual responsibilities. Description of their products is below:
J. Alsteel will provide Youth Libray rock lounge chairs.
The total amount of proposal for AlSteel is $9,671.03.
K. Bludot will provide Library side tables.
The total amount of proposal for Bludot is $3,619.80.
L. CF Stinson will provide fabric to be installed on furniture included in contract.
The total amount of proposal for CF Stinson is $2,960.
M. Designtex Fabric will provide fabric to be installed on furniture included in contract.
The total amount of proposal for Designtex Fabric is $3,450.
N. Doug Mockett will provide architectural hardware for furniture.
The total amount of proposal for Doug Mockett is $6,074.24.
O. Foam King will provide wire management.
The total amount of proposal for Foam King is $250.
P. Global Industrial will provide cutting matts for Parks & Recreation’s Creator Studio in order to protect butcher block top tables.
The total amount of proposal for Global Industrial is $6,640.31.
Q. Grainger will provide trash cans for the lobbies, program spaces, and event rooms with three-stream trash-recycling-compost.
The total amount of proposal for Grainger is $3,525.
R. Metro will provide all open rack shelving for additional storage and drying racks for Creator’s Studio and Children’s Classroom.
The total amount of proposal for Metro is $9,047.62.
S. MityLite will provide Parks & Recreation folding tables for medium and large event spaces.
The total amount of proposal for MityLite is $9,661.69.
T. Momentum will provide fabric to be installed on furniture included in contract.
The total amount of proposal for Momentum is $2,240.
U. Mystique will provide mobile bars for the medium and large event rooms.
The total amount of proposal for Mystique is $9,990.
V. Oakwood will provide wood pedestals for Parks & Recreation Gallery Room.
The total amount of proposal for Oakwood is $9,821.40.
W. Pollack will provide fabric to be installed on furniture included in contract.
The total amount of proposal for Pollack is $1,750.
X. Sensory Edge will provide Youth Library Activity Wall Toys.
The total amount of proposal for Sensory Edge is $4,784.56.
Y. Synnex will provide power strips and a computer charging cart.
The total amount of proposal for Synnex is $1,684.56.
Z. Sightline Commercial will provide the Council Chamber’s portable stage platform including all the equipment and ramp for accessibility.
The total amount of proposal for Sightline Commercial is $30,655.
AA. Uline will provide small waste baskets for office and administration trash and recycling.
The total amount of proposal for Uline is $6,323.
|
Manufacturer |
Piggyback Contract |
Cost Proposal |
|
AMQ |
E AND I #23 |
$1,982.84 |
|
Andreu World |
CMAS |
$125,931.38 |
|
Busch |
Equalis |
$44,760.50 |
|
Davis |
NCPA CONTRACT #07-84 |
$71,384.32 |
|
ECA |
TIPS #200301 |
$3,699.28 |
|
ERG |
TIPS #200301 |
$3,061.52 |
|
Formaspace |
TIPS #200301 |
$74,082.95 |
|
Great Openings |
TIPS #210305 |
$10,439.64 |
|
Gressco |
TIPS #220303 |
$6,695.63 |
|
Krug |
TIPS #200301 |
$8,061.36 |
|
SICO |
TIPS #210305 |
$112,993.00 |
|
Spacestor |
TIPS #200301 |
$22,475.40 |
|
TMC Furniture |
TIPS #200301 |
$39,335.32 |
|
Egan Visual |
NCPA |
$1,236.00 |
|
Boss Design |
NCPA |
$198,771.30 |
|
Nucraft |
NCPA |
$44,654.20 |
|
Enwork |
OMNIA #R191819 |
$209,712.69 |
|
National Office |
OMNIA #R191811 |
$9,790.00 |
|
Sit On It |
OMNIA #R191803 |
$239,334.65 |
|
Norvanivel |
BUYBOARD: NATIONAL: |
$6,254.00 |
|
|
Contract 667-22 |
|
|
Smith Systems |
SOURCEWELL 121919-STI |
$31,154.00 |
|
Humanscale |
SOURCEWELL 121919-HMN |
$320.62 |
|
Steelcase |
SOURCEWELL 121919-STC |
$25,366.92 |
|
Alsteel |
N/A |
$9,671.03 |
|
Bludot |
N/A |
$3,619.80 |
|
CF Stinson |
N/A |
$2,960.00 |
|
Designtex Fabric |
N/A |
$3,450.00 |
|
Doug Mockett |
N/A |
$6,074.24 |
|
FoamKing |
N/A |
$250.00 |
|
Global Industrial |
N/A |
$6,640.31 |
|
Grainger |
N/A |
$3,525.00 |
|
Metro |
N/A |
$9,047.62 |
|
MityLite |
N/A |
$9,661.69 |
|
Momentum |
N/A |
$2,240.00 |
|
Mystique |
N/A |
$9,990.00 |
|
Oakwood |
N/A |
$9,821.40 |
|
Pollack |
N/A |
$1,750.00 |
|
Sensory Edge |
N/A |
$4,784.56 |
|
Sightline Commercial |
N/A |
$30,665.00 |
|
Synnex |
N/A |
$1,684.56 |
|
ULINE |
N/A |
$6,323.00 |
|
|
Subtotal |
$1,413,655.73 |
|
|
Design |
$72,000.00 |
|
|
Project Management |
$60,000.00 |
|
|
Installation |
$258,766.00 |
|
|
Contingency |
$110,000.00 |
|
|
Sales Tax |
$189,049.15 |
|
|
|
$2,103,470.88 |
FISCAL IMPACT
The FF&E cost of $2,103,470.88 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:
A. Attachment 1 - One Workplace Quote # 695257