HomeMy WebLinkAbout4.5 - 2584 Furniture Procurerment
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STAFF REPORT
CITY COUNCIL
DATE: May 7, 2019
TO: Honorable Mayor and City Councilmembers
FROM:
Christopher L. Foss, City Manager
SUBJECT:
Authorize Staff to Procure Steelcase Furniture through One WorkPlace
Prepared by: Lisa Hisatomi, Assistant Administrative Services Director
EXECUTIVE SUMMARY:
The City Council will consider the use of One WorkPlace as a City’s vendor for furniture
procurement.
STAFF RECOMMENDATION:
Approve the Resolution Authorizing Staff to Procure Steelcase Furniture through One
WorkPlace.
FINANCIAL IMPACT:
Funding for the procurement of furniture for Fiscal Year 2018 -19 is included in the
current fiscal year budget, and future purchases will be included in the annual budget
process.
DESCRIPTION:
Over the last several years, the City has been purchasing Steelcase furniture from One
WorkPlace for workspace reconfiguration and replacement of old office furniture. The
Steelcase furniture brand has been awarded a furniture contracts by Sourcewell
(Contract # 031715-STI, maturity date 04/09/2020). Sourcewell is a government service
cooperative that helps local government entities, schools, and nonprofit agencies
operate more efficiently by offering contract purchasing solutions that are solicited
nationally. One WorkPlace is one of the authorized dealers for Steelcase furniture.
Chapter 2.36 of the Dublin Municipal Code (DMC) establishes the procedures for
contracts and purchasing, which require City Council approval for procurement of goods
and services in excess of $45,000 (DMC 2.36.090) for operating programs and
$100,000 (DMC 2.36.160) for capital improvement projects. The Ordinance provides
the City Council with authority to waive the competitive bidding process when the
procurement meets the Exceptions to Competitive Bidding criteria. Multiple departments
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have included budget in the current fiscal year to reconfigure the workspace to make
better use of the available space and standardize the furniture. The Public Safety
Complex project also requires the procurement of furniture once the construction is
complete. Staff is requesting the City Council’s approval to procure office furniture from
One WorkPlace in excess of $45,000 for operating programs and $100,000 for capital
improvement projects, and waive the competitive bid process based on the following
exception stated in Dublin Municipal Code Section 2.36.100:
B.9 - “When another public agency has administered a competitive bidding process and
has a current valid agreement for the same or substantially similar consultant or
professional services, general services, supplies or equipment.”
Staff is further requesting the City Council’s approval of such purchases be carried into
future years, if Steelcase maintains an active contract status with Sourcewell and One
WorkPlace is an authorized dealer of Steelcase furniture, and as the approved budget
allows.
STRATEGIC PLAN INITIATIVE:
N/A
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
None.
ATTACHMENTS:
1. Resolution Authorizing Staff to Procure Steelcase Furniture through One WorkPlace
RESOLUTION NO. - 19
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
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AUTHORIZING STAFF TO PROCURE STEELCASE FURNITURE THROUGH ONE WORKPLACE
WHEREAS, the City requires the purchase of furniture for workspaces in facilities such as the
Civic Center and the Public Safety Complex; and
WHEREAS, Staff desires to purchase Steelcase furniture and One WorkPlace is an
authorized dealer of Steelcase; and
WHEREAS, Section 2.36.100(B)(9) of the Dublin Municipal Code allows for exception to the
competitive bid process when another public agency has administered a competitive bidding process
and has a current valid agreement for the same or substantially similar consultant or professional
services, general services, supplies or equipment; and
WHEREAS, Steelcase has a valid contract, through April 2020, publicly bid by Sourcewell, a
government service cooperative, which meets this Municipal Code provision for publicly bid
agreements; and
WHEREAS, Section 2.36.090 of the Dublin Municipal Code requires City Council approval of
supplies and equipment with a cost greater than or equal to forty-five thousand dollars ($45,000); and
WHEREAS, Section 2.36.160 of the Dublin Municipal Code requires City Council approval of
purchase or contract for public projects greater than or equal to one hundred thousand dollars
($100,000).
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does
hereby authorize the City Manager as the Purchasing Agent to procure furniture from One WorkPlace
for an amount in excess of $45,000 for operating programs and $100,000 for public projects, for
Fiscal Year 2018-19 and future years, subject to available approved budget, and if Steelcase
maintains an active contract status with Sourcewel l and remains an authorized dealer of Steelcase
furniture.
PASSED, APPROVED AND ADOPTED this 7th day of May 2019.
AYES:
NOES:
ABSENT:
________________________________
Mayor
ATTEST:
____________________________
City Clerk