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5 CITY OF SAN MATEO
RESOLUTION NO. ____ (2026)
APPROVING AN ALTERNATIVE PURCHASING PROCEDURE TO APPROVE AN AGREEMENT WITH ROSS MCDONALD COMPANY INC. TO FURNISH AND INSTALL SHELVING IN THE AMOUNT OF $238,652.85 WHEREAS, the Marina Branch Library located at 1530 Susan Court, San Mateo (“Library”) is a City-owned property; and
WHERAS, the existing shelves at the Library have exceeded their reasonable service life and have been demolished as part of the planned Marina Branch Public Library Restoration Project (“Project”) and cannot be reused; and
WHEREAS, to provide shelving for library use upon completion of the library renovation, staff proposes the purchase of a set of shelving and their associated materials to be furnished and installed with the Project; and
WHEREAS, The Interlocal Purchasing System (TIPS) is a purchasing cooperative, which operates as the lead agency to conduct competitive bidding for goods and services for use by public agencies; and WHEREAS, TIPS was utilized to receive pricing from Ross McDonald Co., Inc. (Ross McDonald), a pre- selected vendor; and
WHERAS, San Mateo Municipal Code Section 3.60.030 generally requires competitive bidding for contracts of $100,000 or more; and
WHEREAS, San Mateo Municipal Code Section 3.60.070(h)(3) authorizes the City Council to approve an alternative purchasing procedure when it is in the best interest of the City; and WHERAS, the timely procurement and installation of the library shelving and their associated materials is critical to meet the schedule for the startup of the restored Library facility; and WHEREAS, TIPS offers services to make the government procurement process more efficient through its cooperative purchasing program; and
WHEREAS, TIPS has conducted competitive, public bids to select shelving vendors to achieve competitive pricing and selected Ross McDonald; and
WHEREAS, Ross McDonald will provide the shelving and their associated materials, design, project management and installation services; and
WHERAS based on the bid obtained from TIPS, staff recommends approval of the agreement with Ross McDonald because it is in the best interest of the City for the reasons set forth in this resolution.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN MATEO, CALIFORNIA, HEREBY RESOLVES that:
1. The purchase of Project shelving and their associated materials is not a project subject to CEQA, because it can be seen with certainty that there is no possibility that the purchase of shelving and their associated materials for the Marina Branch Library may have a significant effect on the environment (CEQA Guidelines Section 15061(b)(3).)
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5 2. In accordance with Municipal Code 3.60.070(h)(3), the purchase of shelving and their associated materials for the Marina Branch Library Restoration Project from Ross McDonald based on pricing from TIPS is in the City’s best interest for these reasons:
a. TIPS has conducted competitive, public bids to select vendors for the listed shelving and their associates materials to achieve competitive pricing and selected Ross McDonald; and b. Timely procurement and installation of the furniture and their associated materials in the restored Library Facility is critical to meet the Project schedule.
3. The agreement with Ross McDonald Co., Inc. in an amount not to exceed $238,652.85 is approved.
4. A contingency amount of $25,000 is approved.
5. The Public Works Director is authorized to execute the agreement in substantially the form presented and issue amendments within the contingency reserve.