Report Prepared by: Alan Ward, Captain Police Department
Title
SUBJECT: Authorization to Waive the Competitive Bidding Process to Allow Piggybacking onto Fresno County Agreement No. 17-446 and Approval of Agreements with CORE Spaces and Design for Updating City of Merced Office Space at 1735 M Street in a not to Exceed Amount of $277,712.89
REPORT IN BRIEF
Authorization to waive the competitive bidding and approve agreements with CORE Spaces and Design for updating the City of Merced office space at 1735 M Street not to exceed $277,712.89.
RECOMMENDATION
City Council - Adopt a motion:
A. Waiving the City’s competitive bid requirements as stated in Section 3.04.210 of the Merced Municipal Code due to piggybacking; and,
B. Approving the Supplies and Services Agreement with Core Spaces and Design in an amount not to exceed $277,712.89; and,
C. Authorizing the City Manager or Deputy City Manager to execute all necessary documents; and,
D. Authorizing the Finance Officer to make necessary budget adjustments.
Body
ALTERNATIVES
1. Adopt the motion as recommended; or,
2. Decline to award contract; or,
3. Refer to staff with direction.
AUTHORITY
Bidding for items over $33,000.00 may be waived with the approval of the City Council under Merced Municipal Code Article III of Title 3, Chapter 3.04, Section 3.04.210. Waivers may be authorized for, but are not limited to, cooperative purchasing in conjunction with other governmental entities, professional services, annual service or supply agreements, or purchases necessary for standardization on particular types or equipment.
CITY COUNCIL PRIORITIES
As provided for in the 2021-22 Adopted Budget.
DISCUSSION
Background
In October of 2022, UC Merced vacated the city owned office space at 1735 M Street where they operated the Venture Lab. When notified of the space becoming available, the Police Department, having a shortage of usable space, requested to move personnel into the available space. Occupying the space allows the Police Department to move more than 30 personnel from the Bell Station and Central Police station to the downtown space. The movement of personnel downtown will provide a permanent downtown law enforcement presence where the area continues to grow and mature as the cultural center of Merced.
In planning the move, police representatives requested quotes for upgrading the space to police use from two area firms, Core Space and Design (Fresno) and Valley Business Center (Merced). Both companies consulted with police personnel on the needs for the space and presented their own design concepts and quotes for personnel office needs. The quote and design from Valley Business Center (VBC) were presented in the amount of $295,102.01. The quote and design from Core Space and Design were presented at $277,712.87. The CORE quote is almost $20,000 less than VBC’s and includes more cubicle space, furnishes a break room, and uses existing furniture to create a more usable space. The reason CORE can provide more for our money is their ability to purchase materials and furniture by piggybacking off their County of Fresno purchasing agreement (Agreement No. 17-446) which allows other Central Valley Government agencies to use the contract agreement to lower costs.
Additionally, the CORE quote includes the cost of clearing out and preparing the current space for the installation of the new furniture while the VBC quote does not, which would require an additional quote to clear the space for installation.
IMPACT ON CITY RESOURCES
No additional appropriation is needed. Funding is available within the Fiscal Year 21-22 budget in Fund 449-Public Safety CIP Project #122062 New Police Parcade Offices.
ATTACHMENTS
1. 19419 COMPD- Site final design
2. Fresno County Agreement
3. Legal and CORE Signed Agreements with Exhibit A (Proposals)