Report to Mayor and City Council
Tuesday, July 16, 2019
Consent
SUBJECT:
Title
CONSIDER APPROVING THE PURCHASE OF MODULAR OFFICE SYSTEMS FOR THE COMMUNITY SERVICES DEPARTMENT (CITY COUNCIL)
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I. SUMMARY
In FY 2019/20, Community Services will formally establish a new section called Registration and Reservation. In preparation for this endeavor, new furniture must be purchased so that workstations can be provided for staff. Given that the vendor System Source is a Knoll Dealership in good standing, and is authorized to access the Knoll U.S. Communities contract for resale to all eligible agencies, no additional quotes are needed. City Council is asked to both waive Section 2610 of City of Carson Purchasing Ordinance No. 17-609 (Exhibit No. 1), and approve the purchase of modular furniture for the Department for a do not exceed amount of $20,000.00.
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. WAIVE Section 2610 of City of Carson Purchasing Ordinance No. 17-609, Bidding procedures for purchase of materials, supplies, equipment and services.
2. APPROVE the purchase of modular systems from the firm System Source for both the Community Services Department not exceed amount of $20,000.00.
3. AUTHORIZE the City Manager to execute the contract, upon approval as to form by the City Attorney.
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III. ALTERNATIVES
TAKE another action the City Council deems appropriate.
IV. BACKGROUND
Next fiscal year, a new section in the Community Services Department will be established. Called Registration and Reservation, this area will be charged with managing all aspects of program planning and registration, and coordinating the reservation of City facilities and equipment. This section will be comprised of one coordinator, two part-time staff, and an intern. In order to prepare for the implementation of this area, workstations need to be purchased prior to the start of their tenure. IT staff has confirmed that the selected space at the current Corporate Yard has the needed wiring capabilities for all the required electronic equipment. Risk Management was also consulted regarding the three layout options (Exhibit No. 2), and approved the staff consensus choice of Layout C. With the anticipated move to the new Corporate Yard, staff intends to bring the furniture with them, and reinstall it in the designated space.
The vendor System Source is associated with U.S. Communities, the leading national cooperative purchasing program, providing world-class procurement resources and solutions for local and state agencies, school districts (K-12), higher education institutions, and nonprofits looking for the best overall supplier government pricing. U.S. Communities aggregates the purchasing power of more than 90,000 public agencies nationwide by offering Participation Public Agencies the ability to make purchases through existing competitively solicited contracts between suppliers and lead public agencies. Participating public agencies are receiving the quality products and services of the highest quality and lowest prices. System Source is a Knoll Dealership in good standing, and is authorized to access the Knoll U.S. Communities contract for resale to all eligible agencies. Given this, staff is requesting that the City waive Section 2610 of City of Carson Purchasing Ordinance No. 17-609, Bidding procedures for purchase of materials, supplies, equipment and services. Therefore, no additional quotes are needed.
Per the attached proposals (Exhibit Nos. 3), the cost for Community Services’ furniture is approximately $20,000.00. The contract is attached to this report as Exhibit No. 4.
V. FISCAL IMPACT
Funds for this purchase are included in the FY 18/19 budget in account number 101-90-980-101-8004. This request does not exceed the Department’s annual adopted budget.
VI. EXHIBITS
1. Section 2610 of City of Carson Purchasing Ordinance No. 17-609. (pg. 4-9)
2. Proposed Reservation/Registration Office Layouts. (pg. 10)
3. Community Services Furniture Proposal. (pgs. 11-19)
4. System Source Contract. (pgs. 20-58)
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Prepared by: Luchie S. Magante, Principal Administrative Analyst