HomeMy WebLinkAboutItem 18 Special Procurement Request for the City of Springfield Justice Center Furniture and Fixtures
AGENDA ITEM SUMMARY
Meeting Date: July 21,2008
Meeting Type: Regular
Department: Finance
Staff Contact: Leslie Wilson~UJ
Bob Duey ~]5'
Phone No.: 726-3708
Estimate Time: 5 minutes
SPRINGFIELD
CITY COUNCIL
ITEM TITLE:
SPECIAL PROCUREMENT REQUEST FOR THE CITY OF
SPRINGFIELD JUSTICE CENTER FURNITURE AND FIXTURES
ACTION REQUESTED: Adopt/Not Adopt a Motion to Approve a Special Procurement Process for the
Springfield Justice Center Furniture and Fixtures
ISSUE STATEMENT: City of Springfield Police and Municipal Court employees have identified current
furniture and fixtures that will be reusable in the new Justice Center facility. In
addition to the reusable items, the City must purchase a variety of additional
furnishings, including but not limited to, additional workstations, conference room
tables and chairs, courtroom and jury furniture. While some items are available
for purchase on the State of Oregon cooperative agreement, many are not. A
Special Procurement process as defined under ORS279B.085 would authorize the
purchase of items at prices offered on other national cooperative agreements.
Authorization of a Special Procurement process, followed by a publicized Notice
of Intent, would not encourage favoritism or substantially diminish competition.
ATTACHMENTS: Attachment A: Council Briefing Memorandum
DISCUSSION:' See Council Briefing Memorandum
MEMORANDUM
CITY OF SPRINGFIELD
SUBJECT:
July 08, 2008
Gino Grimaldi, City Manager '
Leslie Wilson, Purchasing Analyst ~
Bob Duey, Finance Director ~~
SPECIAL PROCUREMENT REQUEST FOR THE CITY OF SPRINGFIELD
JUSTICE CENTER FURNITURE AND FIXTURES
COUNCIL
BRIEFING
MEMORANDUM
DATE:
TO:
FROM:
Issue:
City of Springfield Police and Municipal Court employees have identified current furniture and fixtures that
will be reusable in the new Justice Center facility. In addition to the reusable items, the City must purchase
a variety of additional furnishings, including but not limited to, additional workstations, conference room
tables and chairs, courtroom and jury furniture. While some items are available for purchase on the State of
Oregon cooperative agreement, many are not. A Special Procurement process as defined under
ORS279B.085 would authorize the purchase of items at prices offered on other national cooperative
agreements. Authorization of a Special Procurement process, followed by a publicized Notice of Intent,
would not encourage favoritism or substantially diminish competition.
Background:
Initially the relocation of the Police and Court offices was estimated to occur in November, 2008. The
project is ahead of schedule. Staff have solicited, contracted and scheduled Lile Moving and Storage to
relocate the offices in early September. Communications and other essential operations are scheduled to
relocate as well. A contract has been awarded for the Asbestos Assessment of the current facility and
abatement is planned immediately after staff has been relocated.
As part of the City of Springfield Justice Center project, budgeting included the purchase of certain new
furnishings and fixtures. Staff had hoped that all furnishings would be available on the State of Oregon
cooperative, agreement. Many required items have been quoted at a preferred price, but outside the Oregon
Procurement Infonnation Network (ORPIN) contract. Because of the sooner than expected move-in date,
there is insufficient time to prepare, advertise, and solicit through the traditional competitive bid process for
those items not specific to ORPIN. Authorization to conduct a Special Procurement would allow staff to
review other publicly bid contracts and negotiate with known vendors to honor those prices.
Without participating iri our own solicitation process, review of other pubic contract awards would provide
the best comparison for cost, quality, and the vendor's ability to provide product, service, warranties, terms
and conditions. As an example, SmithCFI, Corporate Express, and Office World are all recipients of other
national awards~ Known manufacturers such as Steelcase, Hon, Allsteel, etc. are available to these s'uppliers
and are product lines that would be compatible with existing furniture that will be reused. Time and
research would most likely determine that the other national contracts were solicited and awarded in
compliance with Oregon procurement requirements. Thus, we believe it to be in the best interest of the
public to utilize national contracts as a guideline for making an award.
Attachment A 'Page 1 of 2
SPECIAL PROCUREMENT REQUEST
In the alternative, a formal solicitation could take up to 60 days allowing for the time to draft the Request for
Proposals, advertise, evaluate the submittals, award and then order product. Various manufactures have
indicated that order-to-delivery timelille is approximately 6-8 weeks. At best, we would be looking at mid
October before delivery. If allowed to negotiate through the Special Procurement process, the majority of
the furnishings should be delivered in time for the relocation. At the same time, anticipated manufacturing
price increases are more likely to be avoided.
Financial Impact:
By making purchase requests prior to additional manufacturer increases and utilizing the successful
negotiations of other public agencies, the City should realize a significant cost savings. We may realize
deeper discounts based on national awards than those we could achieve through an independent and smaller
solicitation of our own. The result of suggested savings should allow staff to maximize the number and
quality of items they may purchase while staying within their allocated budgets.
A Special Procurement process will allow us to relocate on time without delay penalties, to procure
necessary equipment for initial operations at the best price, and keep the overall project moving forward.
Following the purchase of necessary furniture and fixtures and staff relocation, we will be able to proceed
with the asbestos abatement and demolition of the old facility, thus allowing us to begin construction of the
jail foundation before the winter weather encumbers our process.
Attachment A Page 2 of 2