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HomeMy WebLinkAboutM- 3 Furniture Procurement fo rPolice Facility Additon and Alteration //70� oG ri- * The City of Azusall. 9l;FO# is Police Department John Broderick, Chief of Police Agenda Item TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: JOHN BRODERICK, CHIEF OF POLICE VIA: JOE HSU,INTERIM CITY ADMINISTRATORO— DATE: JANUARY 20, 1998 SUBJECT: FURNITURE PROCUREMENT FOR POLICE FACILITY ADDITION AND ALTERATION PROJECT Background Phase I of the new police facility project consists of the remodeling of the old utility office building, which will be ready for occupancy in April 1998. The entire Police Department will be housed in this building during the construction of the connecting corridor and the remodeling of the old police building. One of the final steps of Phase I is to order and install the necessary furnishings. This report recommends that Council waives formal (sealed)bidding and utilizes State of California bids under the California Multiple Award Schedule(CMAS) and award the purchase to Western Office Interiors in the amount of$261,042.76. Findings As you may already know, the old police station was constructed in 1969-71 with occupancy occurring in mid-1971. Since then, Azusa's population has grown tremendously and the Police Department's space needs are being increased commensurately. With the square footage of the police facility expanding from 15,601 square feet to 28,558.6, the station is nearly doubling in size. In addition, the volume of work has increased and the work force has grown in numbers. Also, the Department lacks proper facilities to meet with the public and to accommodate their needs in a comfortable, confidential atmosphere. Primarily, this is because the existing furniture is scant in quantity but large and inefficient in size. Also, however, the furniture does not accommodate the electronic equipment of the information age. Today's office furniture is modular in style, with a - ( /?-d/ -F Phone#(626)812-3200 • 725 North Alameda Avenue,Azusa, California 91702-2504 • FAX#(6 6)812-9308 Honorable Mayor&Members of the City Council January 14, 1998 Page 2 moveable interchangeable panels and work surfaces. They are not only cheaper to acquire and maintain,but they accommodate future re-configuration and eliminate the costly need to replace and surplus them. Therefore, in order to outfit the additional square footage and to equip the personnel with proper working conditions, and to better accommodate and serve the Azusa community, the police facility project budget allowed for $291,000, or 10% of the base construction estimate, for furniture. Specifically,this consists of up-to-date computer-compatible workstations, some individual desks and chairs, tables, conference chairs, lobby seating, and general site furniture for the facility. The Police Department unwaveringly shares Council's and the public's concern for providing efficient and modern public safety services without going over-board in terms of furnishings and so-called "creature comforts". Thus, in an effort to achieve an adequate level of quality at the most favorable pricing, the police department sought to utilize the competitive assessment pricing of the State of California through its California Multiple Award Schedule (CMAS) or that of the Federal General Services Administration(GSA). These are procedures under which the formal bidding procedures of the State and federal governments, respectively, meet the terms of the Azusa Municipal Code in securing"most favored customer"pricing for certain products and services. Thus, under Government Code Section 37112, the City is able to avoid the cost and delay, of unnecessarily repeating the formal "sealed" bidding process, by "piggy-backing" on the bidding of the State or federal government. This is the City's typical method of obtaining pricing on broadly-used commodities such as police vehicles and public works equipment. Two manufacturers,Knoll and Krueger International(KI),have authorized the firm of Western Office Interiors to extend the GSA pricing to local governments, and, in order to obtain the best pricing for the City, the Police Department concentrated primarily on these two firms' products. With the interior design assistance of WMM Associates and SJH Architecture, the Police Department considered reviewed a number of styles and configurations of furniture in an effort to accommodate the requirements of a 24 hour public safety facility. We visited many police departments, such as Pasadena and Montebello, and traveled to the showrooms to examine the various furniture systems. We found that Knoll manufactures the most appropriate and reasonable furniture system for work stations and office furniture and that KI manufactures the most appropriate and reasonable tables, chairs, lobby seating and site furniture. The piece-by-piece breakdown of the furniture requirement constitutes 121 pages and thus is too lengthy to include in this agenda report. It is available for reviewing in the Police Department. Honorable Mayor&Members of the City Council January 14, 1998 Page 3 Although $291,000 was earmarked for furnishings, staff and the architects have been able to downsize the purchase to $261,042.76. Staff will be noting this amount in the construction spreadsheet that we update and distribute to Council each month. Staff is recommending that Council award the purchase by passing the attached Resolution. Recommendation Staff recommends that Council passes the attached Resolution waiving formal"sealed"bidding by "piggy-backing"on the CMAS and GSA processes on process and awarding the order for furniture for the new police facility to Western Office Interiors in the amount of$261,042.76. Sam Gonzalez, Lt., for John Broderick, Chief of Police