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Home My WebLink About4.06 Evidence Room Shelving CITY CLERK File # D~:.5!Q]-[2j] AGENDA STATEMENT CITY COUNCIL MEETING DATE: February 21,2006 SUBJECT; Request to Waive Competitive Bid Process and Authorize StalTto Purchase Evidence Room Shclving Directly from Vendor Report Prepared by Amy Cunningham. Sr Administrative Analvst ~ ATTACHMENTS; I I Resolution Waiving the Comp~titive Bid Process and Authorizmg StaITto Purchase Evidence Room Shelving Directly from Vendor 2.) Proposal from Systems and Space, Inc. RECOMMENDA nON; (W'<Y ~ Staff reeommcnds that thc City Council adopt the Resolution waiving the competitive bid process and authorize Staff to purchase shelving directly from the vendor I<'1NANCIAL STATEMENT; Adcquatc funding cxists in thc adoptcd Fiscal Year 2005-2006 Short Tenn Building Space Requirements Capital Improvement Project filr purchase and installation of the Evidencc Room shelving. DESCRIPTION; Baekground. Replacement ofthc existing Property/Evidence Room shelving was included as part of the Fiscal Year 2005-2006 Short Term Building Space Requirements Capital Improvement Project. Increases in Police Services activities resulting in an increase in the number of property and evidence items processed by the Evidence Technician, in addition to the existing shortage of storage space has led to a need to expand and mcrease the room's storage capacity prior to the next Civic Center facility expansion. As tlle water intrusion repair work in the Property/Evidence Room has been completed, the room will soon be ready to store property and evidence. Purchase and installation of the necessary shelving with increased storage capacity is the final step in preparing tlle room for use. COpy TO: ITEM NO. ~Co Page I of 2 F'\A~endaSlrnb\05-06\Fvidence Rm ~hdving Purchase agenda stmt,doc C- As part ofthe Properly and Evidence Audit conducted in Novcmber 2005, Staffrequested that the Consultant make recommendations regarding tlle type of shelvmg PolIce Services should consider for expanded storage space m the Evidence Room. The product he recommended was a hIgh-denSIty mobile file systcm, Spaccsaver Mechanical Assist Mobile System; and specialized bulk firearm storage shelving, Spacesaver Static Shelving. The Spacesaver products can also be reconfigurcd and expanded upon when the evidence room is relocated and enlarged in the next facility expansion. As recommended by the Consultant, Systems and Space, Inc., in Pleasanton, CalIfornia (the sole source providcr for Spaccsavcrs in the East Bay sales territory), was contacted for a proposcd design solution for shelving and storage in the Property and EVIdence room. It was requestcd that their proposed design meet current and short-term future storage needs. Thcir proposal, Attaclnnent 2, has been revIewed by Staff and mccts thc idcntified storage requirements. The project total cost of$57,908, includes purchasc and installation of shelving for the mam eVIdence room area, multi-media cnvelope storage (videotapes, film, photographs, etc.), weapon storagc, long-term bulk storage, and supply storage. Adequate funding exists in thc Short Term Building Space Requirement CapItal Improvement Project for completion of this project. Waivmg Compehhve BId Process: Dublin Municipal Code 92.36 030 states that purchases over $20,000 shall be completed through a competitive bId process and approved hy the City Council. Section 2.3u.060(a)(lO), states that the ahove requIrement shall not apply "When another public agency has administered a compehhve bidding proccss within the past two years for the same or suhstanhally similar supplics, services or cquipment;" The City of Gilroy, Police Department cOlnpleted a compehhve bid process in January 2005, and the City ofVacaville PolIce Department completed a compctitivc bid process in September 2004, for hIgh-density mobile shelving for their Evidcnce Rooms. The bid awards were granted to Systems and Space, Inc. as the lowest cost biddcr; thcrcfore the Spacesavers products, IdentIfied in Attachment 2, mcct thc criteria for thc abovc execptioll. Systems and Space, Inc. has succcssfully completed similar storage soluhon projects in Property and Evidence Rooms for the City of Pleasant on Police Department, City of Santa Clara Police Department, Alameda County Santa Rita Jail, City of Concord Police Department, City of Alameda Police Departmcnt, and City of Antioch Police Department, among others. Contacts in those departments have expressed satisfaction with the product and company's maintenance and repair servIce. In addition, thc Propcrty and Evidcnec Consultant provided Staff with posItive feedhack on his experienecs with Systems & Space, Inc. PolIce ServIces Staffbave also had very positivc cxperiences with this vendor when requesting maintcnancc or rcpairs on the existing Police Records Shelves. The vendor has responded promptly, completed quality repairs, and offered cost effective solutions to improve function ofthe Records Unit shel ves. RECOMMENDATION: Staffrecommends that the City Council adopt the Resolution waiving the competitive bId process and authorize Staff to purchase shelving directly from the vendor. 2C5b7..... ! 011 RESOLUTION NO. - 06 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ********* WAIVING THE COMPETITIVE BID PROCESS AND AUTHORIZING STAFF TO PURCHASE EVIDENCE ROOM SHELVING DIRECTLY FROM VENDOR WHEREAS, Dublin Police ServlCeS IS m need of a Property and Evidcnce Room storage solution which will accommodate the growing number of Items legally mandated to be processed and stored by the Propcrty and Evidence Room, and WHEREAS, a Propcrty and Evidence Consultant hired by the City has recommended Spaccsavcr high- density shelving as the hest product available for use in Property and EVidence Rooms; and WHEREAS, Systems and Spacc, Inc., thc sole providcr for Spacesaver products m the area, has suhmitted a proposal for a storage solution that will meet current and short-teml future storage needs; and WHEREAS, ~2.36.050(a)(lOI of the Dublin Municipal Code provides that tbe competitive bid process shall not apply when another public agency has administered a competilive bidding process within the pasl two years for the san1e or substantially similar supplics, scrvices or equipment; and WHEREAS, Systems and Space, Inc. has heen awarded purchasing contracts through the Cities of Gilroy and Vacaville, as the company's prices were found to be competitive through competitive bid processes completcd within thc last two years by those agencies. NOW, THEREFORE, BE IT RESOLVED that the City Council of thc City of Dublin does specifically waivc thc compctitive bid process pursuant to Dublm Mumclpal Code ~2.36.050(a)(10) and authorizes StalTto purchase Propcrty and Evidence Room Shelving from Systems and Space, Inc. BE IT FURTHER RESOL VED that the City Manager and or IllS deSignee is herehy authorized to cxccute any necessary agreements, purchase orders, or othcr documents required to arrange for the purchase and installation of the shelving. PASSED, APPROVED AND ADOPTED this 21st day of Fehruary, 2006. AYES NOES ABSENT ABSTAIN Mayor ATTEST City Clerk "j.b ()/9,i /0 ro Attachment I Submitted To: Submitted By: ;(}f4 ....m ( ( I . "" ) ) !'annen: in Progressive Storage Solutions Proposal to Improve Space Management and Storage Capacity ~"."':'1'-"~..~ ....,-...,...:;\. ~.'.'....'.........1,""'I""l" ~1~1"; ~~:'" "" ... ~"r. :'1 : ,M'1l L" I . ~ We have set the standard in customer care. Because we understand the composition and characteristics that are intrinsic to space management and capacity planning. -1 - Partners in Progressive Storage Solutions Dublin, City of Evidence Storage February 3, 2006 Toni Michlig-Fahr Property Evidence Technician Dublin, City of 100 Civic Plaza Pleasanton, CA 94568 Tim Lujan Systems Planner Systems & Space, Inc. 500 Boulder Court, Suite B Pleasanton, CA 94566 (925) 426-1955 A'ITACIIMENT 2 w....o Is Systems & Space? SYSTEMS & SPACE, INC. (SSI) is a premier provider of space, storage and filing solutIons for today's business environment Since 1986 we've been developing complete storage and space management strategies and .olutlons for alllypas of bu.lne."".. We ate experts at individual systems analysis, systems hardware, engineering and implementation. Our mission Is to deliver your projact on time. within budget - and trouble free. Executive Summary SYSTEMS & SPACE, INC., is pl.as.d to present this propo6al to the space management team at your company. The attached detailed architectural drawjngs outline your specific requirements and our solution. This proposal is available for acceptance 30 days from the cover date. Why Systems & Space, Inc.? In order to complete this project on time, with high quality r..ult., It I. essential to select 8 company that can work within your time lines. bUdget and meet your planning requirements. now and for the long term. SSI pos...... the capability to ensure the SUCCGSIS of this project because: . SSl understands the scope of your specific planning requirements . 581 engineerIng, project management @xperlence and system planning are unparalleled in the indu.try . SSI has a longstanding partnership with Spacesaver Corporation . 551 offers extended warranty programs to preserve your I"vestment for years. to come. The 551 management team Is committed at every level to the success of your project. 3of4 ':'i!I~~1 f,I",,'>',' ProQr~ssiVl! Slora9' ~Qtuh~~l This proposat will demonstrate to you that selecting 551 as your storage sOlution partner is the best step you can take. Why Spacesa".r? SPACESAVER is the Induslly leader In hlgh-dens~y mobile fil. systems. Spacesaver has b..n in business since 1972 and has more Installations than all of ~s compet~ors. For material prot.clion, slorage efficiency, durability, reliability, security, .afety, and accessibility, Space.aver i. the .tate of the art solution for all your storage requirements. Design This proposallnclud.s an architectural drawing to allow for visual acceptance. The drawing outline. rOom dimen.ions, system dimensions, stored m.dia - existing plus Increased capacities and storage weight Floor Loading Floor load data that applie. to lhe project Is subject to interpretation by a certified structural engineer SSI i. providing reference data for determining load and diatrlbution conditions. Floor load and con.iderations are to be reviewed and evalualed by a qualified engineer It Is the re.pon.ibillty of dlent to have this system epproved for lhe floor loading ff n.eded. SYSTEMS & SPACE, INC. can as.i.t wilh the floor load assessm.nl process. We will work directly w~h your slructural engineer or we can provide a certified structural engineer and consulling. A complete analysis, including any required building modifications, designs and supporting structural calculations, will be prepared for a fixed fee. The fee will be determined by the complexity of the project and pricing will b. .ubmitted at your request Delivery, In.tallation, Training and Warranty Components and materials will be shipped approximal.ly 6-8 weeks upon receipt of purchase order and compleled checklist. A field service supervisor and job crew leader will b. assigned prior to the system installation. They will remain w~h the prOject until completion to control all scheduling, freight. el.vator access and all phases of the installation to a.sure complete satisfaction with minimal disruption to your staff. Spacesaver warrant. that all equipment .hall be free from d.fects In materials and workmanship for five (51 y.ars from the dale of the cuslomer's written acceptance of installation - to assure complete .alisfaction. This propos.1 is ba..d on inslallatlon utilizing a Monday.Friday workweek and non-union hours of 8:00 AM - to 5;00 PM. Should you require different hours, other options are available. SSI will provide unlimited treining to all us.rn to assure optimal use of your sYSlem. Extended Warranty Programs Extended warranty programs are avaiiable to protect and preserve your investment These program. include 1 ~ priority service re.ponse and covered check.up appointments through-<>ut the years. For more infonnalion, simply ask your Systems Planner. Systems & Space Inc. guarantees the success of your project! -2- 1.:..: ,r -. ~ i ," . '.' <~:~~f;. ,\) . "- "'t"':'."~',""".' R....' "il', .. ~ ':); ~ ;~i Government Healthcare Justice "",~,",,;, ~'-...,,','..:;;;'..'i::;,:",:.l ~" ~ ~...1 ~,'; ~ 11,;' '::,' .,<,.~ ,li~;''I''t;;:,. i,,~ ~'~~~;~':~ ~(;:'''' Library I' Museum 4 tJ f 4 ,',HISSI ",I'~I~i,1 ~rn~rmive SI~rilQ! 5o!utlon~ Investment PRO.JEeT NO. 5259 DESCRIPTION Spacesaver Mechanical A$Sist Mobile SY$tem for Evidence Storage Optional veT flooring - supply and install Spacesaver Mechanical Assist Mobile System for Envelope Storage Optional VCT flooring - supply and install Spacesaver Static Shelving for Homicide Evidence Storage Spacesaver Static Shelving for Gun Storage Spacesever Static Shelving for Evidence Supply Storage w/Caster Table INVESTMENT $27,962.54 .S99U5 $17,708.49 S6711IlQ $3,815.76 $3,953.80 $4,467.08 5305 5306 5331 6287 Total I:E9. t79.af The Investment includes a/l materials. tax. freight and installation for the Spacesaver Syste~. <;;'l-) 101. (Q..'L Items for Consideration Structural Calculation Services' $2,000.00 Systems & Space, Inc. can provide structural calculations for the seismic anchorage of the shelving system. Services include preparation of calculations by a licensed structural engineer and all wet stamped & signed copies. Parmit Services can be utilized by submitting our Structural Calculations to your General Contractor. Zone 1 Zone 2 Penn It Services' $1,200.00 $1,500.00 In jurisdictions that require a construction pennit for installation of shelving or movable cabinets in excess of 69" in height (2001 Califomia Building Code, section 106.2.4), Systems & Space, Ine can provide permit services. If permit services are requested, it is required to obtain structural and seismic calculations (see Calculation Service information above). Pennit services to include documentation preparation and submittal by a structural engineer to the appropriate regulatory agency to obtain the necessary permits. Floor loading evaluation is not included in this cost, but can be quoted separately Actual plan check and pennit fees are not included and will be added to final invoice. 'Above prices are offered per system: mu/tipte systems to be quoted separatety. Zone 1 covers Alameda, Conlra Costa and San'" Clara counties. All other counties are quoted under Zone 2. Both Structural Catculations and Permit ServIces emptoy the use of a Structural EngIneer Shoutd other professlonat assIstance be required, such liS an Architect, addItional charges wilt IIpply. if s..rvices are desired, they must be ord.....d ..t time of shelvIng system purchase and cannot b.. provided subs..qu..nt to. Services expand the standard lead-time an additional 4-6 weeks; after atf necessary information has been supplied. Atso, shoutd the structural engtneer require any modifications to accommodate individual/specific city floor toading requirements, such as additional rail or wh....1 assemblies, notification of addItIonal costs wftl be sent to you and added to th.. flnat invoIce. LJ I have read the above and would like to request_Structurel Calculation Services_Structural Calculalion & Perm~ Services LJ I have read the above and would not like to request any additional services. The State of California has determined that any person who purports to have the capacity to undertake or submits a bid to construct these types of structures must be licensed pursuant to Contractors License Law (B & P Code, DIvision 3, Chapter 9) CALIFORNIA STATE CONTRACTOR'S LICENSE NUMBER 599899 Payment Terms '30% Deposit with order 'Balance due upon completion Client Approval Project" 6287, 5259, 5305 & 5306 & 5331 Date -3-