CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
4/8/2024
1 SUBJECT:
Resolution to Approve a Sole Source Purchase Agreement for the Civic Center Campus with CORT for office furniture
RECOMMENDED ACTION:
Adopt a Resolution to Approve a Sole Source Purchase Agreement with CORT for purchase of Civic Center Campus office furniture, in the amount of $115,185.57 with a $4,500 (~4%) contingency for a Total Budget Authority of $119,685.57.
STAFF CONTACT:
Lisa Petersen, P.E., Director of Public Works
(650) 738-3770
[email protected]
BACKGROUND/DISCUSSION:
At the Council meeting on March 25, 2024, the City Council approved funding from the Capital Improvement Fund Balance (Fund 22) into the Civic Center Project for necessary purchases at the Civic Center Campus, including furniture.
CORT supplied furniture to the City when staff was relocated from the P&P and City Hall buildings to the Community Center in 2021. This furniture (cubicles, desks, chairs) will be moved to the new Civic Center Campus with some furniture remaining at the Community Center for needed staff office space. The additional furniture necessary for completion of the new Civic Center Campus includes cubicles, desks, chairs, small office tables/chairs, conference room tables/chairs and breakroom tables/chairs.
CORT, as the provider of the original furniture, will relocate the existing furniture from the Community Center to the new Civic Center Campus as part of their scope at no additional cost to the City. They will also match the new furniture with the originally purchased furniture in both style, color and size. To allow for this consistency with the newly purchased furniture and meet the needs of purchasing the furniture in a timely manner to allow relocation of staff to the new building, staff is requesting a sole source contract with CORT for the furniture. Additionally, CORT previously developed specific individual staffing needs for furniture, location, and layout at the new Civic Center Campus. This is a complicated process and if another vender were brought in it would delay the move and add cost. Therefore, using CORT to continue this process, is the most cost-effective manner to purchase the furniture. Staff has reviewed the CORT costs and believe the costs to be fair and inline with expected costs for this purchase.
The City Manager recommends adopting a Resolution to Approve a Sole Source Purchase Agreement with CORT for purchase of Civic Center Campus office furniture, in the amount of $115,185.57 with a $4,500 (~4%) contingency for a Total Budget Authority Not to Exceed $119,685.57.
ALTERNATIVE ACTION:
Pacifica City Council 2
April 08, 2024
Deny the agreement and give staff alternative direction. This is not recommended as the furniture is necessary for completion of the Civic Center Campus buildings and will delay staff occupying the new Civic Center buildings.
RELATION TO CITY COUNCIL GOALS AND WORK PLAN:
Improve and steward City infrastructure, streets and facilities: Addition of the furniture to the new Civic Center Campus will allow staff to move into the new buildings and provide a healthy office environment.
FISCAL IMPACT:
On March 25, 2024, City Council allocated $80,000 through Mid-Year Budget adoption for Civic Center furniture costs, as shown in the below Source and Use of Funds Table:
Total Project Source and Use of Funds
Mid-Year Budget Adjustment to Project for Furniture $ 80,000.00 Project FF&E Budget $ 40,000.00
Total Source of Funds $ 120,000.00
Cubicles & Furniture $ ($115,185.57)
Contingency $ ( 4,500.00)
Total Use of Funds $ ($119,685.57)
Estimated Project End Balance $ 314.43
ORIGINATED BY:
Public Works
ATTACHMENT LIST:
Attachment A_Purchase Agreement CORT_Cubicles_24 0408- signed by CORT (PDF) Pacifica City Council 3
April 08, 2024
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA TO APPROVE A
SOLE SOURCE PURCHASE AGREEMENT WITH CORT FURNITURE FOR PURCHASE OF THE CIVIC CENTER FURNITURE IN THE AMOUNT OF $115,185.57 WITH A $4,500 (~4%) CONTINGENCY FOR A TOTAL BUDGET AUTHORITY NOT TO EXCEED $119,685.57.
WHEREAS, the City of Pacifica is finalizing the Civic Center Campus Project and furniture for the Civic Center Campus is needed to complete the project; and WHEREAS, the City Council approved funding for the furniture with the Mid-Year Budget report on March 25, 2024; and
WHEREAS, CORT previously supplied the furniture needs to relocate staff to the Community Center; and
WHEREAS, CORT will move the furniture from the Community Center back to the Civic Center without cost and, previously developed the plan for the move back the Civic Center Campus with specific staffing needs; and
WHEREAS, staff has recommended CORT for a sole source contract as the development of needs for staffing furniture, location and layout is a complicated process and CORT Furniture had previously developed the location and move concept to the Civic Center with their first contract with the City for the Community Center furniture and using CORT to continue this process is the most cost effective manner to purchase the furniture and will allow staff to occupy the buildings in the most efficient timeframe.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Pacifica to Adopt a Resolution to Approving a Sole Source Purchase Agreement with CORT for purchase of Civic Center Campus office furniture, in the amount of $115,185.57 with a $4,500 (~4%) contingency for a Total Budget Authority Not to Exceed $119,685.57. • • • • •
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Pacifica, California, held on the 8th day of April 2024, by the following vote:
AYES, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
_________________________________
Sue Vaterlaus, Mayor
ATTEST: APPROVED AS TO FORM:
______________________________ _________________________________ Sarah Coffey, City Clerk Michelle Kenyon, City Attorney