Placentia Cit Council
AGENDA REPORT
TO: CITY COUNCIL
VIA: CITY ADMINISTRATOR
FROM: DEPUTY CITY ADMINISTRATOR / PUBLIC SERVICES & INFRASTRUCTURE DATE: SEPTEMBER 19, 2023
SUBJECT: APPROVAL OF PURCHASE OF OFFICE FURNISHINGS WITH SHERIDAN
GROUP FOR THE PLACENTIA PUBLIC SAFETY CENTER PROJECT,
NO. 5213
FISCAL
IMPACT: EXPENSE: $ 113,378.57
AVAILABLE BUDGET: $ 21,616,963 FY 2023-24 CIP BUDGET
(105213-6840 JL#105213-2)
SUMMARY:
A request for approval of the purchase of office furnishings for the Placentia Public Safety Center is presented to the City Council for its consideration. The City Council previously approved the revised project financing package for the public safety building as well as a construction contract for the second phase of the project. This proposed purchase of office furnishings will fully equip all office and conference room spaces and the emergency operations center with the requisite office and conference room furniture. The procurement of these furnishings has been facilitated using the piggyback provision in the City's existing purchasing policy. This process allows the City to purchase goods and services through leveraged procurement agreements that have been previously competitively bid by other governmental agencies.
Staff proposes to purchase the new furnishings through OMNIA Partners, which is a leveraged procurement system available to school districts and local governments and the new furnishings were previously bid by OMNIA for inclusion within their existing procurement system. The City has previously purchased other items through leveraged procurement agreements in the past. As an example, the Butler Building and shooting range equipment was purchased through Sourcewell, which is a different leveraged procurement system available for local governments to purchase goods and services through.
RECOMMENDATION:
It is recommended that City Council take the following actions:
Approve a purchase order with the Sheridan Group pursuant to OMNIA procurement contract BNR482 in the amount of $113,378.57, to manufacture, ship and install the new office furnishings for the Placentia Public Safety Center; and
1.d.
Sept. 19, 2023
City Council Agenda
September 19, 2023
2. Authorize the City Administrator to approve contract change orders up to 10% of the total not -to -exceed purchase order amount or $11,337; and
3. Authorize the City Administrator to execute the above-mentioned sales agreement, in a form approved by the City Attorney.
STRATEGIC PLAN STATEMENT:
This item conforms to Strategic Plan Goal 5, Implement Public Infrastructure to Meet Community Needs, and Objective 5.4, Construct the Placentia Public Safety Center.
DISCUSSION:
On March 1, 2022, the City Council selected a preferred project alternative for the Placentia Public Safety Center and directed Staff to finalize the construction drawings and bid documents to construct this facility. The new 18,000+ square foot facility will primarily house the Police Department's evidence and property storage operations and shooting range as well as a new public safety communications center and emergency operations and training center. The City currently leases a light industrial/commercial building for property and evidence storage. On July 25 and 26, 2023, the City Council approved the updated project financing plan and authorized the sale of lease revenue bonds to complete the construction of the facility.
The City's design team worked closely with Staff on selecting the furniture, fixtures and equipment needed to upfit the new facility along with obtaining their input on colors, surface finishes and materials. The Sheridan Group maintains a pre-bid leveraged procurement contract with OMNIA Partners and the City is able to purchase the furnishings from this existing agreement pursuant to the City's purchasing policy. OMNIA Partners serves local government and schools by managing large scale leveraged procurement agreements which are competitively bid and vetted by OMNIA.
Once OMNIA has approved contracts with vendors and contractors, they are then able to offer local governments and school districts set low bid pricing for various commodities.
Pursuant to the City's existing purchasing policy, the City can piggyback off of existing competitively bid contracts such as OMNIA's contract with the Sheridan Group for office furnishings. The recommended actions authorize the City Administrator to approve a sales agreement and purchase order with Sheridan Group for all the office furnishings needed to fully upfit the new facility. It is anticipated that the furnishings for the Butler Building will be delivered and installed by the end of December 2023 with the balance of the furnishings delivered and installed for the main building in July 2024.
FISCAL IMPACT:
The total cost for this proposed sales agreement and purchase order amounts to $113,378. A total of $21,616,963 has been budgeted for this project. As such, sufficient funds exist for the recommended actions.
City Council Agenda
September 19, 2023
Prepared by: Reviewed and approved:
4/M1
Luis Estevez
Deputy City Administrator
Reviewed and approved:
Damien R. Arrula =�
City Administrator
Attachment:
Jennife'r Lampman
Director of Finance
Sales Agreement with Sheridan Group