title
ADOPT A RESOLUTION AUTHORIZING THE PURCHASE OF LIBRARY FURNITURE FOR THE MAYA ANGELOU BRANCH LIBRARY UTILIZING THE COOPERATIVE PURCHASING AGREEMENT WITH NATIONAL COOPERATIVE PURCHASING ALLIANCE AND ADOPT A RESOLUTION TO AUTHORIZE TRANSFER OF FUNDS FOR THE MAYA ANGELOU LIBRARY ENHANCEMENTS PROJECT
recommended action
RECOMMENDATION
It is recommended that the City Council adopt a resolution 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 the Maya Angelou Branch Library.
2. Authorize the City Manager, or designee, to execute a Cooperative Purchasing Agreement for the Maya Angelou Branch Library, expiring September 30, 2026, in an amount not to exceed $301,405.04 with Demco, Inc.
3. Approve findings that support and justify an exception to the competitive bidding process.
4. Adopt a resolution to transfer funds, in the amount of $230,478, from Capital Improvement Plan Maya Angelou Library Carpet Replacement, Project No. CL26001, to Maya Angelou Library Enhancements, Project No. CL26010.
5. Authorize the City Manager, or designee, to take all necessary and appropriate actions to carry out the purpose and intent of this resolution.
body
Summary
The City of Stockton operates the Stockton-San Joaquin County Public Library System (Library). The Community Services Department staff recommends entering into a new Cooperative Purchasing Agreement with Demco, Inc. to purchase furniture, fixtures, and equipment (FF&E) for the Maya Angelou branch project using the Cooperative Purchasing Agreement with NCPA. The Maya Angelou branch refresh will not exceed $301,405.04 .
Staff also recommends that Council adopt a resolution authorizing the transfer of funds in the amount of $230,478 from Maya Angelou Library Carpet Replacement, Project No. CL26001 to the newly created Maya Angelou Library Enhancements, Project No. CL26010.
Council approved the Citywide 2023-28 Five-Year Capital Improvement Plan (CIP), which included the Maya Angelou Carpet Replacement, Project No. CL26001, in the amount of $300,000. A total of $69,522 was encumbered to complete the project.
Community Services Department (CSD) staff have since identified additional facility needs, including interior painting, network cabling, and the installation of new doors for the study room, as well as a request to allocate funds toward the purchase of new furniture for the Library. To address these needs, the Maya Angelou Library Enhancements, Project CL26010, was created.
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 City maintains a total of 12 libraries within both City and County limits. The Maya Angelou Southeast Branch Library, located at 2324 Pock Lane, opened in 1996 and has yet to receive a facility refresh. Regular maintenance is essential to support daily operations, preserve building integrity, and provide a safe and welcoming environment for its patrons. Industry best practices recommend interior updates every 10 to 15 years to maintain functionality, appearance, and user satisfaction. A refresh of the Maya Angelou Library will address the wear and tear of the building, extend its useful life, and enhance the overall environment for Library patrons.
Bids for Maya Angelou Carpet Replacement, Project No. CL26001, were informally solicited in June 2024. A Purchase Order was issued to Harold W. Thompson, Inc. for carpet installation and related carpentry services. Additionally, Person-Centered Services, Inc. was contracted to assist with the removal of existing furniture and miscellaneous items in preparation for the work. This project is scheduled to begin in the winter of 2026 to align with the delivery of newly purchased furniture ordered by CSD.
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 September 1, 2022. 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
Cooperative Purchasing Agreement
City staff recommends the purchase of furniture and fixtures from Demco, Inc. utilizing a Cooperative Purchasing Agreement with NCPA. The Maya Angelou Library quote is incorporated into Exhibit C of the proposed Cooperative Purchasing Agreement. If approved, staff will work with Demco to identify products and services and prepare an agreement 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 recommended resolution authorizes the City Manager or designee to execute a Cooperative Purchasing Agreement through NCPA for $301,405.04 with Demco, Inc.
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.
Transfer of Funds within CIP Projects
CSD staff have since identified additional facility needs, including interior painting, network cabling, installation of new doors for the study room, and a request to allocate additional CIP project funds toward the purchase of new furniture for the Library. To address these needs, the Maya Angelou Library Enhancements, Project No. CL26010 was created.
Transferring these funds will allow CSD to complete their efforts to refresh the Maya Angelou Library and provide funding towards the purchase of furniture, installation of network cabling, new study room doors, and interior painting.
It is recommended that the Council adopt a resolution authorizing the transfer of funds in the amount of $230,478 from the Maya Angelou Library Carpet Replacement, Project No. CL26001 to the newly created Maya Angelou Library Enhancements, Project No. CL26010.
Findings
Pursuant to Stockton Municipal Code (SMC) section 3.68.070, Council may approve findings which support an exception to the competitive bidding process. These findings include:
1. NCPA established a contract with Demco through a competitive solicitation process. The terms of the NCPA/Demco agreement allow other public agencies to benefit from that contract.
2. The combined purchasing power of all NCPA agencies provides cost-effective pricing, which increases the NCPA Demco discount.
3. 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
Refresh costs for the Maya Angelou project were approved in the FY 2024-25 Budget process within the Measure M/Strong Communities Fund. The continuation of the remaining balance of $288,517.03 was approved for FY 2025-26 to complete this project. The projected cost of products and services through the Demco Agreement is $301,405.04. This amount includes a contingency for potential cost increases related to supply chain issues and other taxes.
With the transfer of funds in the amount of $230,478 from the Maya Angelou Library Carpet Replacement, Project No. CL26001 to the Maya Angelou Library Enhancements, Project No. CL26010, there will be sufficient funding available to complete the new project.
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 - Demco Coop - Draft