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HomeMy WebLinkAboutReg 2019-07-15 Item 5D - Public Safety Plan - Intergovernmental Purchasing Agreement for Justice Center Furniture with University of WashingtonCOUNCIL AGENDA SYNOPSIS Initials Meeting Date Prepared Ig Ma or review Council review 07/15/19 CT ITEM INFORMATION ITEM No. 5.D. STAFF SPoNsoR: RACHEL BIANCHI ORIGINAL i\GF:Nim avim 07/15/19 AGI,NDA I11M Tvri ,17, Intergovernmental Purchasing Agreement with University of Washington CATI.GoRy Discwssion Mtg Dale Motion Date 07/15/19 E Resolution Mg Dale E Ordinance A 1 1,gDale EII Bid Aniard Mls, Date El Public Hearing At .(g Date E Other Mt g Date 11 AN SPONSOR J Council Mayor LI1HR DCD Finance DF1re [1] TS EIP&R Police RIF Court SP oNSOR' S The Council is being asked to authorize execution of an Intergovernmental Purchasing SUMMARY Agreement with the University of Washington that would allow us to utilize the terms of their contract with OpenSquare as the supplier of Steelcase Products for the Justice Center. REVIEWED BY 111 C.O.W. Mtg. I1 CDN Comm Eil Trans &Infrastructure Arts Comm. DATE: 07/08/19 Finance Comm. 0 Public Safety Comm. Comm. [1] Planning Comm. CHAIR: E Parks COMMITTEE RECOMMENDATIONS: SPoNsoR/ADmiN, ComNINTIT, Unanimous approval; Forward to 7/15 Regular Meeting COST IMPACT / FUND SOURCE ExpkNDITuRk RFIQUIR1.1) AMOUNT BUDGETED APPROPRIATION REQUIRED $ $ $ Fund Source: Comments: MTG. DATE RECORD OF COUNCIL ACTION 07/15/19 MTG. DATE ATTACHMENTS 07/15/19 Info Memo dated 7/9/19 (Updated after Finance Committee) Intergovernmental Purchasing Agreement with the University of Washington Minutes from the July 8, 2019 Finance Committee meeting 155 156 TO: City of Tukwila Allan Ekberg, Mayor INFORMATIONAL MEMORANDUM FINANCE COMMITTEE CC: Mayor Ekberg David Cline, City Administrator FROM: Cheryl Thompson, Executive Assistant DATE: Updated July 9, 2019 SUBJECT: Intergovernmental Purchasing Agreement with the University of Washington ISSUE In an effort to expedite the procurement of furniture for the Justice Center, the City would like to sign an intergovernmental agreement with the University of Washington. This agreement would allow us to purchase Steelcase Products from OpenSquare at the governmental rate provided to the University of Washington. By purchasing the furniture this way, the City avoids the delays of going through a request for bids process. DISCUSSION State law allows public agencies to "piggyback" on other state contracts for procurement purposes. The University of Washington went through a public process to choose OpenSquare for furniture procurement. Many different agencies in the region have entered into similar purchasing agreements with the University of Washington for similar purposes. At the July 8, 2019 Finance Committee meeting the members asked for additional information on the budget and competitiveness of the SteelCase product: • The budget for furniture, fixtures and equipment (FF&E) for the Justice Center is $1,050,000. The current estimate for Justice Center FF&E, utilizing the UW contract, is under $900,000, including delivery and installation. • It is the experience of the interior designer at DLR, the architect for the Justice Center, that SteelCase is very competitive with other systems furniture options. In addition, SteelCase is one of the most established systems furniture vendor in the industry. • In addition, SteelCase gives some of the best discounts in the business. It is estimated the discount for the Justice Center FF&E is 30-65% less than what it would be if the City did not use the UW contract, which provides for a tier three discount for those using the contract. • By using the UW contract, the City ensure that it does not have to pay a deposit. RECOMMENDATION The Council is being asked to approve this agreement. ATTACHMENTS Intergovernmental Purchasing Agreement with the University of Washington 157 158 City of Tukwila 6200 Southcenter Boulevard, Tukwila WA 98188 Agreement Number: INTERGOVERNMENTAL COOPERATIVE PURCHASING AGREEMENT Pursuant to Chapter 39.34 of the Revised Code of Washington and to other applicable laws, the City of Tukwila, Washington and the University of Washington, Seattle, Washington, hereby agree to cooperative governmental purchasing under the following terms and conditions. 1. This Agreement pertains to solicitations and contracts for supplies, materials, equipment or services that may be required from time to time by both parties. 2. Each of the parties from time to time goes out to public bid and awards contracts to purchase supplies, materials, equipment and services. Each of the parties hereby agrees to extend to the other party the right to purchase pursuant to such bids and contracts to the extent permitted by law, and to the extent agreed upon between each party and the bidder, contractor, vendor, supplier or service provider. 3. Each of the parties shall comply with all applicable laws and regulations governing its own purchases. To the extent permitted by law, each party will indemnify and hold the other party harmless as to any claim arising out of its participation in the Agreement. 4. Each of the parties shall contract directly with the bidder, contractor, vendor, supplier or service provider, and pay directly in accordance with its own payment procedures for its own purchases. Each party will indemnify and hold the other party harmless as to any claim arising out of its participation in this Agreement. 5. Any purchase made pursuant to this Agreement is not a purchase from either of the parties. This Agreement shall create no obligation to either of the parties to purchase any particular good or service, nor create to either of the parties any assurance, warranty, or other obligation from the other party with respect to purchasing or supplying any good or service. 6. No separate legal or administrative entity is intended to be created pursuant to this Agreement. No obligation, except as stated herein, shall be created between the parties or between the parties and any applicable bidder or contractor. 7. The Purchasing Agent for the City of Tukwila and the Purchasing Manager for the University of Washington shall be representatives of the entities for carrying out the terms of this Agreement. 8. This Agreement shall continue in force until canceled by either party, which cancellation may be effective upon receipt by one of the parties of written notice of cancellation from the other party. CITY OF TUKWILA UNIVERSITY OF WASHINGTON By: By: Rachel Bianchi Claudia Christensen Deputy City Administrator Procurement Manager Dated: Dated: Intergovernmental Purchasing Agreement with UW 159 160 Finance Committee Minutes July 8, 2019 offsetting revenue is also budgeted for the same amount. Staff is looking further to ensure that all reimbursable overtime is billed out. Councilmember Robertson asked if the cost of suppression has increased over time on pace with the cost of living. He requested information showing the cost of suppression per year, including labor but not equipment, facilities or special events. DISCUSSION ONLY. C. Intergovernmental Purchasing Agreement with the University of Washington Staff is seeking Council approval of an Intergovernmental Cooperative Purchasing Agreement with the University of Washington, which would allow the City to purchase Steelcase Products from OpenSquare at the governmental rate provided to the UW for use in the Justice Center. This is allowed by state law and would avoid the delays associated with a bid process. Councilmember Kruller asked if this method would save the City money. Staff stated that this option gives users the functionality that is needed and that this is within the revised budget for FF&E, although a direct comparison hasn't been analyzed. Steelcase was the top choice for the user groups. Councilmember Robertson asked for the rough dollar value of the purchase. Staff will include the interior design budget and feedback from the project designers for Council consideration at the next meeting. UNANIMOUS APPROVAL WITH ADDITIONAL INFORMATION. FORWARD TO JULY 15, 2019 REGULAR MEETING. III. MISCELLANEOUS Adjourned at 6:47 p.m. Committee Chair Approval mutes by LH 161