AGENDA REPORT
REQUEST FOR CITY COUNCIL ACTION
DATE: 06/19/2019
TO: Honorable Mayor and City Council Members
FROM: Police Department
SUBJECT:
Title
City Council consideration of an Exception to Bidding to Watson Furniture for Public Safety Dispatch furniture utilizing National Association of State Procurement Officials (NASPO) Valuepoint Contract #5715.
End
RECOMMENDED ACTION:
Recommended action
That the City Council:
1. Authorize an Exception to Bidding pursuant to Municipal Code Section 3.08.140 (c) which states, “Competitive Bidding Already Completed, purchases shall be submitted to the Purchasing Division on a requisition form signed by the Department Director, accompanied by the approved Department Memorandum that certifies that a competitive bid procedure has been conducted by another public agency such as CMAS, GSA, or WSCA and that the price to the City is equal to or better than the price to that public agency. The approval thresholds of such transactions are governed by the same amounts outlined in Corona Municipal Code (CMC) Sections 3.08.060, 3.08.070, or 3.08.080 as applicable,” to Watson Furniture in the amount of $197,955.73 for the design, product and installation of furniture in the Public Safety Dispatch Center.
2. Authorize the Purchasing Manager to issue a Purchase Order to Watson Furniture through the NASPO Contract #5715 to purchase Public Safety Dispatch furniture in the amount of $197,955.73 and approve any necessary change orders up to the amount provided by (CMC) 3.08.070(i) which states, “Dollar Limits and Change Orders or Amendments. The dollar limits indicated herein shall apply to the original contract and to any amendments or change orders. To this end, therefore, unless an exception provided in Section 3.08.140 below applies, any contract amendment or change order which would increase the contract amount above any threshold stated herein shall comply with the requirements applicable to the increased contract amount. For professional service agreements awarded by the City Council, unless a lower or higher amount is stated in the City Council staff report for the project or directed by the City Council, the City Manager, or his designee, shall have authority to approve contract amendments or change orders up to the lesser of either $100,000 or 10% of the original contract amount.”
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ANALYSIS:
The 911 Dispatch Communication Center provides twenty-four (24) hours a day, seven (7) days a week service in the answering of all emergency and non-emergency police, fire, and medical calls. The center is staffed by a team of twenty-one (21) full-time Public Safety Dispatchers, two (2) part-time Public Safety Dispatchers, and four (4) Dispatch Supervisors, each of whom are committed to providing exceptional services to the public. The Communication Center utilizes state-of-the-art technology to provide fast and effective emergency communication services, they use sophisticated radio communication, and a Computer Aided Dispatch and Records Management system.
The furniture that is currently in the Police Department Public Safety Dispatch Communications Center was purchased for approximately $180,000 in 2008. The furniture has a 10-year life cycle based on a twenty-four (24) hours a day, seven (7) days a week usage. The current furniture has reached its end of life and continues to have problems with various parts breaking, causing a loss in functionality and needed repairs within the operational budget.
A Capital Improvement Project of $250,000 was approved in the Fiscal Year 2018 - 2019 budget to replace the furniture. On January 9, 2019 the City of Corona issued Request for Proposals (RFP) No. 19-014HC for replacement of the Public Safety Dispatch furniture consisting of eleven (11) custom-made 911 Dispatch workstations. Standard office furniture is not acceptable for the dispatch center. The furniture must be made of durable materials that has proven sustainability in the 24-hour use environment of a 911 Dispatch Center. The request for proposals closed on February 20, 2019 and the City received three (3) proposals. Those proposals were all rejected by Purchasing because of licensing requirements that were not met on any of the proposals. After further review and research performed, it was discovered that the licensing that was requested on the RFP is not required and confirmed by the California Contractor State License Board. It was determined the “sale of installation of finished products that do not become a fixed part of the structure” is exempt from the licensing requirement. During this time, Public Safety Dispatch determined that the Watson Furniture specifications met their needs and expectations best and identified a competitive bid was performed, resulting in an award of the NASPO Contract #5715 with a 47.5% discount applicable to municipalities. The NASPO Contract #5715 is in effect until June 30, 2021. NASPO is a non-profit cooperative purchasing program that utilizes a competitive bid program for multiple award contracts and is led by US State Procurement Officers. It works similarly to General Services Administration (GSA), which is a government agency that develops multiple award schedule contracts. Watson Furniture provided the City with better than or equal pricing to NASPO Contract #5715. Taking into consideration the aforementioned information, we request approval of the Exception to Bid for the design, product and installation of the Dispatch Center’s furniture in the amount of $197,955.73. Budget has been approved in the amount of $250,000 for the Dispatch furniture project.
COMMITTEE ACTION:
Not applicable.
STRATEGIC PLAN:
This item supports the City Strategic Plan goal to Promote Public Safety: Protect our Residents and Businesses (a). Ensure adequate funding for police and fire services, (b). Ensure adequate funding for facilities and equipment needed to support timely delivery of police and fire services to our community and (c). Ensure adequate funding for investments and improvement in infrastructure that support public safety.
FISCAL IMPACT:
Funding for the replacement of the Public Safety Dispatch furniture is available in the General Fund FY 2018-19 Capital Improvement Project, Replacement Dispatch Furniture.
|
Account Name |
Fund |
Account |
Amount |
|
Replacement of Dispatch Furniture |
110 |
72570 |
$ 250,000.00 |
ENVIRONMENTAL ANALYSIS:
No environmental review is required because the proposed action is not a project governed by the California Environmental Quality Act.
PREPARED BY: MICHELLE ADAMS, MANAGEMENT ANALYST II
REVIEWED BY: JERRY RODRIGUEZ, POLICE CAPTAIN
REVIEWED BY: GEORGE JOHNSTONE, CHIEF OF POLICE
REVIEWED BY: CITA LONGSWORTH, PURCHASING MANAGER
REVIEWED BY: KERRY D. EDEN, ASSISTANT CITY MANAGER/ADMINISTRATIVE SERVICES DIRECTOR
REVIEWED BY: MICHELE NISSEN, ASSISTANT CITY MANAGER
SUBMITTED BY: MITCHELL LANSDELL, ACTING CITY MANAGER
Attachments:
1. Watson Furniture Quote
2. NASPO ValuePoint Contract 5715