PREPARED BY: Charles Ching DATE OF MEETING: 08/05/19
SUBJECT:
TITLE
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN PABLO APPROVING AND RATIFYING THE FURNITURE PACKAGE FOR THE NEW SAN PABLO CITY HALL IN THE AMOUNT OF $857,665
Label
CITY MANAGER RECOMMENDATION
Recommendation
Adopt Resolution
Body
Compliance statements
Establishment of a new City Hall is not a specific item in the FY 2019-21 City Council Priority Workplan, effective March 1, 2019, but is required for continued efficient city operations.
CEQA Compliance Statement
The City engaged Michael Baker International to evaluate the potential environmental effects from the design and construction of the New City Hall on Gateway Avenue in accordance with the requirements of the California Environmental Quality Act and its implementing regulations. Based on the evaluation dated June 7, 2017, the City has determined that: 1) construction of the proposed new City Hall on Lot 6 would be consistent with the development assumptions for Lot 6 as presented in the City’s current General Plan and the San Pablo Avenue Specific Plan; 2) the project would not result in any new significant impacts or increase the severity of any significant impacts identified in the General Plan EIR, the San Pablo Avenue Specific Plan EIR, and the Mixed Use Center South Mitigated Negative Declaration; 3) the circumstances under which the new City Hall project would be undertaken have not substantially changed such that new or more severe impacts would occur; and 4) therefore no further environmental analysis for construction of the new City Hall on Lot 6 is required by Section 21166 of CEQA and Sections 15162 and 15183 of the CEQA Guidelines;
Further, the approval and ratification of the furniture package is exempt from environmental review under the California Environmental Quality Act (“CEQA”) and its implementing regulations under Sections 15061(b)(2), 15061(b)(3), 15312, 15316, 15325(e) and 15331 of the CEQA Guidelines.
BACKGROUND
The City of San Pablo (“City”) is currently constructing a new City Hall building at the corner of Gateway Avenue and Chattleton Lane (“New City Hall”). The New City Hall will be 42,000 square feet and will include new furniture. Substantial completion of the New City hall is scheduled for early 2020.
The proposed resolution approves and ratifies the furniture package for the New City Hall in the amount of $857,665. The execution of the furniture package was time critical because of long lead times for the furniture orders and also provided cost savings for the City due to the recently imposed tariffs.
City staff interviewed three furniture vendors and elected to move forward with Miles Treaster and Associates based on the service, product line and their design. The City will be purchasing from pre-negotiated contracts (NATIONAL NIPA, SOI NIPA, HMI OMNIA and HUMANSCALE LA COUNTY).
San Pablo Municipal Code 3.16.110.(e) (Cooperative Purchasing) allows the City to forego a formal bid process for the purchase of equipment, materials, supplies and services, and buy the equipment directly from a vendor if the price was established by competitive bidding by another public jurisdiction. As to the arrangement with dealer Miles Treaster, competitive bidding is not warranted because the prices are established through the Cooperative Purchasing agreements. The nature of the arrangement is such that competitive proposals would not produce an advantage, and advertisement for competitive bid would thus be undesirable, impractical, or impossible. As set forth above, because of the unique factual circumstances herein, competitive bidding requirements provided for by statute may be dispensed with if the public interest is better served by doing so, as where competitive bidding would not produce an advantage. (Graydon v. Pasadena Redevelopment Agency (1980) 104 Cal.App.3d 631; Los Angeles Dredging Co. v. Long Beach (1930) 210 Cal.348.) The courts have held that the competitive bidding statutes must be strictly construed and must not be extended beyond their reasonable purpose. They are not to be applied in a way which denies public agencies the authority to deal with problems 'in a sensible, practical way.' (Damar Electric, Inc. v. City of Los Angeles (1994) 9 Cal.4th 161, 173).
FISCAL IMPACT
The attached resolution approves and ratifies the purchase of the furniture package for the New San Pablo City Hall in the amount of $857,665 which will be spent from Project Budget 320-3200-43600-CIH-CON. No new budget appropriation is necessary.