Office of the Chief of Police
400 West Broadway Long Beach, CA 90802
(562) 570-7301
September 5, 2023
HONORABLE MAYOR AND CITY COUNCIL
City of Long Beach
California
RECOMMENDATION:
Adopt a Resolution authorizing the City Manager, or designee, to execute a contract, and any necessary documents including any necessary subsequent amendments, with Teknion LLC , of Mount Laurel, NJ, for the furnishing and delivering of furniture solutions with related accessories and services on an as - needed basis, on the same terms and conditions afforded to Sourcewell, a state of Minnesota local government agency and service cooperative, in a total amount of $2,000,000, authorize a 20 percent contingency in the amount of $400,000, for a total contract amount not to exceed $2,400,000, until the Sourcewell contract expires on February 18, 2024, with the option to renew for as long as the Sourcewell contract is in effect, at the discretion of the City Manager. (Districts 2, 5)
DISCUSSION
City Council approval is requested to enter into a contract with Teknion LLC (Teknion), for the furnishing and delivering of furniture solutions with related accessories and services on an as-needed basis. The Police Department initiated a large departmentwide restructuring that included the creation of the New Office of Constitutional Policing in Fiscal Year 2021 (FY 21) , the new Community Services Bureau and Executive Communications Division in FY 23, and has proposed the creation of a Center for Crime Information Analysis in FY 24, among other changes . These new operations require reconfiguring sections of the Public Safety Building and the Police Department area at 3205 Lakewood Blvd., to accommodate the new employee working groups. This project aims to not only redesign office layouts to match the new organizational structure, but to provide ergonomic furnishings that will help reduce employee injury and fatigue. Major renovations have not been completed to the professional workspaces in the Public Safety Building for over 20 years. Teknion’s product line will be used to replace over two hundred employee cubicles.
The Finance and Facilities Division of the Police Department researched procurement options for furniture solutions with related accessories and services and discovered other agencies had completed an open, fair, transparent, and competitive procurement process. The City reviewed the contract options and determined that the contract between Sourcewell with Teknion provided the best value to the City.
Teknion was selected based on their competitive pricing, service level, and breadth of product offering s. The Proposal Evaluation Committee used the Sourcewell RFP C-25
HONORABLE MAYOR AND CITY COUNCIL
September 5, 2023
evaluation criteria and determined that thirty-nine proposal responses met Level-One and Level-Two Responsiveness and were evaluated. Teknion is an international designer and manufacturer of office systems and related products, including storage and filing, seating, case goods, tables, and ergonomic furniture. They have been in business for 36 years, have over 400 dealers that can provide turn -key service to Sourcewell members , and offers a solid pricing discount.
City Charter Section 1802 provides an alternative procurement method by permitting the City to purchase or otherwise obtain services, supplies, materials, equipment, and labor with other governmental agencies . This alternative procureme nt method can save time and reduce costs through economies of scale by purchasing under existing contracts from other government agencies on a voluntary and selective basis , when authorized by a Resolution adopted by the City Council.
This matter was revi ewed by Deputy City Attorney Arturo D. Sanchez and Budget Management Officer Nader Kaamoush on August 18, 2023, and by Purchasing Agent Michelle Wilson on August 14, 2023,.
TIMING CONSIDERATIONS
City Council action to adopt a Resolution and award a contract concurrently is requested on September 5, 2023, to ensure the contract is in place expeditiously.
FISCAL IMPACT
The total amount of the contract will not exceed $2,400,000, inclusive of a 20 percent contingency, until the Sourcewell contract expires February 18, 2024 with the option to renew for as long as the Sourcewell contract is in effect . The contract authority is estimated based on the maximum quantity of items that may be purchased . Any expenditures not currently budgeted will only proceed at such time that appropriations have been approved by the City Council. This recommendation has no staffing impact beyond the normal budgeted scope of duties and is consistent with existing City Council priorities. There is no local job impact associated with this recommendation.
SUGGESTED ACTION:
Approve recommendation.
Respectfully submitted,
WALLY HEBEISH
CHIEF OF POLICE
Attachment: Resolution
APPROVED:
THOMAS B. MODICA
CITY MANAGER
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OFFICE OF THE CITY ATTORNEY DAWN MCINTOSH, City Attorney 411 West Ocean Boulevard, 9th Floor Long Beach, CA 90802-4664 RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF LONG BEACH AUTHORIZING THE CITY
MANAGER OR DESIGNEE TO EXECUTE AN AGREEMENT
WITH TEKNION, LLC, OF MOUNT LAUREL, NEW JERSEY
TO FURNISH AND DELIVER FURNITURE SOLUTIONS
WITH RELATED ACCESSORIES AND SERVICES ON AN
AS-NEEDED BASIS ON THE SAME TERMS AND
CONDITIONS AFFORDED TO SOURCEWELL THROUGH
THEIR CONTRACT WITH TEKNION, LLC IN AN ANNUAL
AMOUNT NOT TO EXCEED $2,400,000, INCLUSIVE OF A
20 PERCENT CONTINGENCY, UNTIL THE SOURCEWELL
CONTRACT EXPIRES ON FEBRUARY 18, 2024, WITH THE
OPTION TO RENEW FOR AS LONG AS THE
SOURCEWELL CONTRACT IS IN EFFECT, AT THE
DISCRETION OF THE CITY MANAGER
WHEREAS, the Charter of the City of Long Beach, Section 1802, permits the City to purchase services, supplies, materials, equipment and labor with other government agencies by purchasing under their contracts on a voluntary and selective basis when authorized by resolution; and
WHEREAS, City Council approval is requested to enter into a contract with Teknion, LLC (“Teknion”) for the furnishing and delivering of furniture solutions with related accessories and services on an as-needed basis; and
WHEREAS, the Police Department has initiated the largest departmentwide restructuring which included the creation of the New Office of Constitutional policing in Fiscal Year (FY) 21, the new Community Services Bureau and Executive Communications
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OFFICE OF THE CITY ATTORNEY DAWN MCINTOSH, City Attorney 411 West Ocean Boulevard, 9th Floor Long Beach, CA 90802-4664 Division in FY 23, and has proposed the creation of a Center for Crime Information Analysis in FY 24, among other changes; and
WHEREAS, These new operations require reconfiguring sections of the Public Safety Building and the Police Department area at 3205 Lakewood Blvd. to accommodate the new employee working groups; and
WHEREAS, this project aims to not only redesign office layouts to match the new organizational structure, but to provide ergonomic furnishings that will help reduce employee injury and fatigue; and
WHEREAS, major renovations have not been completed to the professional workspaces in the Public Safety Building for over twenty years and Teknion’s product line will be used to replace over two hundred employee cubicles; and WHEREAS, the Finance and Facilities Division of the Police Department researched procurement options for furniture solutions with related accessories and services and discovered other agencies had completed an open, fair, transparent, and competitive procurement process; and
WHEREAS, Teknion was selected based on their competitive pricing, service level, and breadth of product offerings; and
WHEREAS, Teknion LLC is an international designer and manufacturer of office systems and related products, including storage and filing, seating, case goods, tables and ergonomic furniture and have been in business for over 36 years; and WHEREAS, the City desires to furnish and deliver furniture solutions with related accessories and services on an as-needed basis; and WHEREAS, Sourcewell has a Contract for the purchase of these furniture solutions with related accessories and services, Contract No. 121919-TKN (“Sourcewell Contract”); and
WHEREAS, the City’s participation in the Sourcewell Contract will facilitate the City’s ability to purchase as well as provide considerable cost benefits to the City; and WHEREAS, if the City had to utilize a formal bid process rather than
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OFFICE OF THE CITY ATTORNEY DAWN MCINTOSH, City Attorney 411 West Ocean Boulevard, 9th Floor Long Beach, CA 90802-4664 participate in the Sourcewell Contract considerably more funds would be required; NOW, THEREFORE, the City Council of the City of Long Beach resolves as follows:
Section 1. The above recitals are true and correct and are incorporated herein by this reference.
Section 2. The City Manager or designee is hereby authorized to enter into an agreement with Teknion, LLC of Mount Laurel, New Jersey for the furnishing and delivering of furniture solutions with related accessories and services on an as-needed basis, of the same type and kind identified in the Sourcewell Contract except as modified by mutual agreement of the City and Teknion, LLC, and the purchase by the City shall be on the same terms and conditions afforded to Sourcewell in a total aggregate amount not to exceed Two Million Four Hundred Thousand Dollars ($2,400,000) inclusive of a 20 percent contingency, until the Sourcewell contract expires on February 18, 2024, with the option to renew for as long as the Sourcewell contract is in effect, at the discretion of the City Manager.
Section 3. This resolution shall take effect immediately upon its adoption by the City Council, and the City Clerk shall certify the vote adopting this resolution. ///
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OFFICE OF THE CITY ATTORNEY DAWN MCINTOSH, City Attorney 411 West Ocean Boulevard, 9th Floor Long Beach, CA 90802-4664 I hereby certify that the foregoing resolution was adopted by the City Council of the City of Long Beach at its meeting of _________________________, 2023 by the following vote:
Ayes: Councilmembers:
Noes: Councilmembers:
Absent: Councilmembers:
Recusal(s): Councilmembers:
City Clerk