Report to Mayor and City Council
Tuesday, July 02, 2024
Consent
SUBJECT:
Title
CONSIDER APPROVING AMENDMENT NO. 4 TO PURCHASE AGREEMENT (C-22-202) AND PURCHASE ORDER (22300822) WITH GOFORTH & MARTI TO PURCHASE, DELIVER, AND INSTALL OFFICE FURNITURE FOR THE CITY HALL BASEMENT/EMERGENCY OPERATIONS CENTER RENOVATION PROJECT (CITY COUNCIL)
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I. SUMMARY
On October 4, 2022, City entered into a purchase agreement with Goforth & Marti to deliver and install office furniture at City Hall. A subsequent Amendment No. 1 was entered into on June 20, 2023, for the fulfillment of various unforeseen changes to staff work areas that required modifications to the order. A second amendment was approved by City Council on September 19, 2023 to obtain furniture for the Community Center, Veterans Sports Complex, and the Clerk’s Office. A third amendment was approved on January 23, 2024 to obtain furniture for the remaining offices on the second floor of City Hall supporting the City Council. Now a fourth amendment is recommended for furniture needed after the City’s basement renovation project at City Hall for a cost of $618,134.20 and to install both solid and glass walls as part of the same project for a cost of $466,480.96 totaling $1,084,615.16, bringing the adjusted total Agreement Price to $2,841,676.18 (Exhibit No. 1).
Competitive bidding was not required under Carson’s Municipal Code, as the city was able to utilize the competitive bidding exception under Sections 2611(g) for cooperative purchasing.
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. APPROVE Amendment No. 4 to the Purchase Agreement by and between the City of Carson and Goforth & Marti to purchase, deliver, and install office furniture for the City’s basement renovation project at City Hall for a cost of $618,134.20 and to install both solid and glass walls as part of the same project for a cost of $466,480.96 totaling $1,084,615.16, bringing the adjusted total Agreement Price to $2,841,676.18. (Exhibit No.1)
2. AUTHORIZE the Mayor to execute Amendment No. 4, following approval as to form by the City Attorney.
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III. ALTERNATIVES
TAKE another action deemed appropriate by the City Council as allowed by law.
IV. BACKGROUND
Through an existing contract and subsequent amendments in both Fiscal Years 2022-23 and 2023-24, Goforth & Marti (dba G/M Business Interiors) was solicited to provide the City a detailed quotation and design for City Hall second floor workspaces. Goforth & Marti operates under a cooperative purchasing contract that permits streamlined procurement via existing competitive bidding completed by other government agencies. By utilizing a pre-established governmental cooperative agreement with the Omnia Partners (Contract No. 2020000608), the City was able to receive a tremendous, discounted price on all furnishings and delivery/installation labor.
Section 2611(g) of the City’s Municipal Code (“CMC”) allows City, through its Purchasing Manager, to dispense with competitive bidding processes to purchase materials, supplies, equipment, or services by utilizing a cooperative purchasing program engaged in by any local, county, State, or Federal public entity or entities, even if the contracts and implementing agreements entered into by the participating entity or association under those cooperative purchasing programs were not entered into pursuant to a process that resulted in the contract being awarded to the lowest responsible and responsive bidder under CMC 2610(i); provided, that the selected bidder was selected in compliance with the competitive bidding or proposal process requirements of any participating entity or association within three years of City’s approval of the City contract entered into with the selected bidder via cooperative purchasing. The City Council has made a determination that the benefits to City of utilizing cooperative purchasing outweigh any incremental higher price that may be paid by City in certain instances as a result of not soliciting directly utilizing the lowest responsible and responsive bidder standard under CMC 2610(i).
On July 19, 2019, the City of Charlotte Department of Procurement issued RFP #296-2019-105 to establish a national cooperative contract for Furniture, Installation, and Related Products and Services. As the Principal Procurement Agency, it partnered with OMNIA Partners to make the resultant contract (also known as the “Master Agreement” in materials distributed by OMNIA Partners) from this solicitation available to other public agencies nationally, including state and local governmental entities, public and private primary, secondary and higher education entities, non-profit entities, and agencies for the public benefit (“Public Agencies”), through OMNIA Partners’ cooperative purchasing program. The City of Charlotte is acting as the contracting agency for any other Public Agency that elects to utilize the resulting Master Agreement. Use of the Master Agreement by any Public Agency is preceded by their registration with OMNIA Partners.
The City’s Purchasing Manager has determined that the City of Charlotte and OMNIA Partners cooperative purchasing bidding process complies with the requirements of Section 2611(g) of the CMC and therefore waived the formal bidding process for purchase of furniture for City Hall through that program. In connection therewith, on October 4, 2022, City Council approved a purchase agreement with Goforth & Marti to purchase, deliver, and install office furniture at City Hall. A subsequent Amendment No. 1 was approved on June 4, 2023, for the fulfillment of various unforeseen changes to staff workstations that required modifications to the order. A second amendment was approved by City Council on September 19, 2023, to obtain furniture for the Community Center, Veterans Sports Complex, and the Clerk’s Office. A third amendment was approved on January 23, 2024, to obtain furniture for the remaining offices on the second floor of City Hall supporting the City Council.
Now a fourth amendment is recommended for furniture needed after the City’s basement renovation project at City Hall for a cost of $618,134.20 and to install both solid and glass walls as part of the same project for a cost of $466,480.96 totaling $1,084,615.16, bringing the adjusted total Agreement Price to $2,841,676.18 (Exhibit No. 1)
The City’s Purchasing Manager has determined this additional procurement from Goforth & Marti also complies with the cooperative purchasing requirements of Section 2611(g) of the CMC and therefore has again waived the formal bidding process for purchase of the desired additional furniture.
V. FISCAL IMPACT
If Amendment No. 4 is approved, the total cost of $1,084,615.16 will be paid out of 101-99-999-904-6004 PW1731 EOC Renovation account, resulting in no net fiscal impact.
VI. EXHIBITS
1. Exhibit No. 1 - Amendment No. 4 to GM Purchasing Agreement (pgs. 4-17)
2. Exhibit No. 2 - GM Quote 211023 Basement Renovation (pgs. 18-219)
3. Exhibit No. 3 - DIRRT Pricing City Hall Basement Renovation (pgs. 220-227)
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Prepared by: Nora Garcia, Emergency Services Manager