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APPROVE A MOTION AUTHORIZING THE PURCHASE OF LIBRARY FURNITURE FOR THE MANTECA BRANCH LIBRARY CHILDREN’S ROOM UTILIZING THE COOPERATIVE PURCHASING AGREEMENT WITH NATIONAL COOPERATIVE PURCHASING ALLIANCE
recommended action
RECOMMENDATION
It is recommended that the City Council approve a motion to:
1. Approve the use of a Cooperative Agreement through the National Cooperative Purchasing Alliance (“NCPA”) Contract Number 07-85 with Demco, Inc. to acquire furniture, fixtures, and equipment for each of the Manteca branch library.
2. Authorize the City Manager, or designee to execute a multi-year Cooperative Purchasing Agreement for the Manteca Library, expiring September 30, 2025, in an amount not to exceed $269,880.45 with Demco, Inc.
3. Approve findings that support and justify an exception to the competitive bidding process.
4. Authorize the City Manager to take all necessary and appropriate actions to carry out the purpose and intent of this motion.
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Summary
The City of Stockton operates the Stockton-San Joaquin County Public Library System (“Library”). The Library received funding from the County of San Joaquin to make improvements at the Manteca branch library. The Community Services Department staff recommends entering into a new Cooperative Purchasing Agreements with Demco, Inc. to purchase furniture, fixtures, and equipment (“FF&E”) for the Manteca branch project using the Cooperative Purchasing Agreement with NCPA. The proposed purchase will be for the Manteca Children’s room, which is scheduled to start August 2024. The Manteca Branch Refresh will not exceed $269,880.45.
DISCUSSION
Background
The City of Stockton operates the Stockton-San Joaquin County Public Library System (“Library”) which is made up of eight City branches/micro libraries and eight County branches.
The Manteca Library, located at 320 W Center Street, is owned, and maintained, by the City of Manteca. The original branch was built and dedicated in 1962 and underwent an extensive remodel in 1979 that tripled the square footage. The Manteca branch has not had any meaningful updates since 1979. In FY2020-21 the County budgeted $45,000 for updating service points for ADA compliance. Once the project was reviewed, the County approved an additional $190,000 in FY 2021-22 to completely update the Adult and Teen area furnishings along with critical service points. The improvements allowed for new shelving, new seating options, and charging for personal devices.
Patron use of libraries is evolving and as use changes, refresh/remodel projects are enacted to create welcoming spaces, encourage collaboration, and the ability to use and charge personal devices.
NCPA is a national purchasing cooperative utilized by government agencies in all 50 states. The use of a cooperative purchasing agreement ensures municipal agencies such as Stockton receive high-quality products at the lowest price. NCPA awarded a furniture contract to Demco via Region 14 Education Service Center (“Region 14 ESC”) on October 1, 2015. The use of this cooperative purchasing agreement would provide access to the NCPA contract with Demco as well as the entire Demco catalog at the guaranteed lowest rate.
Present Situation
City staff recommends the purchase of furniture and fixtures from Demco, Inc. utilizing a Cooperative Purchasing Agreement with NCPA. The Manteca Library quote is incorporated into Attachment 1 of the motion. If approved, staff will work with Demco to identify products and services, and prepare a quote for the City Manager’s approval.
The National Cooperative Purchasing Alliance is a national government purchasing cooperative that leverages the purchasing power of public agencies. Master contracts are competitively solicited by lead agencies, advertised, and noticed for 30 days, and evaluated based on quality, performance, and pricing. These cooperative purchasing contracts are optional and available to state and local municipal agencies.
The motion authorizes the City Manager or designee to execute a Cooperative Purchasing Agreement through NCPA for $269,880.45 with DEMCO, Inc. The NCPA agreement not to exceed amount includes a 10% contingency for potential cost increases related to supply chain issues and other taxes.
The FF&E products will require related services: Project Management, delivery, and installation that complies with City municipal code and California prevailing wage requirements. Those items are considered “on contract” and included in the quote. Demco is utilizing a qualified subcontractor which has been vetted for compliance\ for installation.
Findings
The Stockton Municipal Code section 3.68.070 provides for an exception to the competitive bidding requirement in those cases where facts exist that support and justify the exception. Section 3.68.070(A)(5) provides for an exception for those contracts where the City accesses the terms of a competitively bid and negotiated cooperative purchasing agreement. The following are proposed findings for an exception to the competitive bidding process that, if adopted by City Council, constitute sufficient grounds for making such an exception:
1. Staff seek a cost-effective and competitive process to purchase furniture and fixtures to make modest improvements at four Libraries and replace furniture and fixtures system wide. The City has an existing procurement process for an exception to the competitive bidding process: a cooperative purchasing agreement. The cooperative purchasing agreement was approved for use at the Troke, Maya Angelou, Tracy, and Thornton Libraries and provided an effective and streamlined approach to procuring the fixtures and furniture.
2. Based on an RFP for furniture, equipment, materials, and supplies from another municipal agency, the NCPA cooperative purchasing agreement eliminates the need for the City of Stockton to release a separate RFP and expend additional overhead and administrative costs.
3. The Administrative Services Department Procurement Division assessed RFP solicitation language, procurement process, procurement rating, and terms and conditions, and determined all components are compatible with the City of Stockton standards.
4. NCPA established a contract with Demco through a competitive solicitation process with Region 14 ESC as the lead public agency. The terms of the NCPA/Demco agreement allow other public agencies to benefit from that contract. The combined purchasing power of all NCPA agencies provides cost-effective pricing, which increases the NCPA Demco discount.
5. Demco provides well-constructed, unique, and hard to find solutions for library spaces. The products ordered for this renovation will match the current furniture design and will improve space utilization.
FINANCIAL SUMMARY
The County Libraries are funded by San Joaquin County, City Libraries are funded by the City of Stockton, and renovation costs are included in both FY 2023-24 adopted budgets. Funds will be available in account 5012-811-650008-100-120-40-50-000-000. It is recommended the Library utilize the Cooperative Purchasing Agreement with Demco for the procurement of furniture for the following libraries.
If approved, staff will work with Demco to space plan, identify products, and obtain quotes for products for each Library. Those quotes and invoices will be approved through the purchase order process.
Attachment A - Cooperative Purchasing Agreement with NCPA