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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