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Home My WebLink AboutLR Downtown Library Mobile Shelving Purchase ____________________________________________________________________________________ FOR CITY CLERK ONLY Council Meeting: 03/17/2025 Disposition: Resolution 15382 Agenda Item No: 4.g Meeting Date: March 17, 2025 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Library & Recreation Prepared by: Catherine Quffa, Library & Recreation Director City Manager Approval: ______________ TOPIC: DOWNTOWN LIBRARY MOBILE SHELVING PURCHASE SUBJECT: RESOLUTION WAIVING BIDDING REQUIREMENTS AND AUTHORIZING THE CITY MANAGER TO EXECUTE A PURCHASE ORDER WITH ROSS MCDONALD CO., INC FOR THE PURCHASE OF MOBILE SHELVING AND FURNITURE FOR THE DOWNTOWN LIBRARY IN AN AMOUNT NOT TO EXCEED $154,582 RECOMMENDATION: Staff recommends that the City Council adopt a resolution waiving bidding requirements and authorizing the City Manager to execute a purchase order with Ross McDonald Co., Inc. for the purchase of mobile shelving and furniture for the Downtown Library in an amount not to exceed $154,582. BACKGROUND: The San Rafael Downtown Public Library (“Downtown Library”) is located adjacent to City Hall and bounded by Fifth Avenue, E Street (main entrance), and Mission Avenue (1100 E. Street). In 2022, the City secured approximately $3,000,000 in funding for infrastructure improvements at the Downtown Library. Funding includes $2,000,000 in Building Forward and Targeted California State grants and $1,000,000 in memorial funds donated to the City to improve library facilities. The City also allocated Measure D funding in the fiscal year (FY) 2024-25 budget for supplemental furniture, shelving, and equipment purchases to complement the renovation. The Downtown Library Renovation Project addresses the most pressing safety and infrastructure needs, including fixing the roof, upgrading plumbing and electrical to meet code, installing a fire alarm system, accessibility improvements, repairing the heating, ventilation, and air conditioning (HVAC) system, and hazmat remediation. The project also includes minor design improvements to enhance the patron and staff experience. Construction on the project started in September 2024, and the Downtown Library is scheduled to re-open in Summer 2025. SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 To enhance the infrastructure project and improve the usability of the Downtown Library, the City intends to purchase mobile shelving for the children’s room, Carnegie reading room, and lobby, as well as podium cabinets for the library catalogue computers in the adult area. ANALYSIS: To purchase the mobile shelving and furniture, the City is proposing to utilize a California State Leveraged Procurement Agreement with Ross McDonald Co., Inc. Ross McDonald is a current contractor under the California Multiple Award Schedule (CMAS) program eligible for use by local government agencies. The San Rafael Municipal Code Section 2.55.100 allows for supplies and equipment to be purchased through purchasing agreements that were competitively bid and maintained by other public agencies, such as CMAS. The bid response provided by Ross McDonald Co., Inc., Attachment 2, includes the pricing established under the State’s CMAS cooperative purchasing program. FISCAL IMPACT: The furniture purchase will be funded from Measure D (Fund 215) equipment, supplies, and materials budget. Sufficient appropriations to cover this purchase are included in the Library’s approved FY 2024- 25 budget (215-51-11001-9360). OPTIONS: The City Council has the following options to consider on this matter: 1. Adopt the resolution. 2. Adopt the resolution with modifications. 3. Do not adopt the resolution. RECOMMENDED ACTION: Staff recommends that the City Council adopt a resolution waiving bidding requirements and authorizing the City Manager to execute a purchase order with Ross McDonald Co., Inc. for the purchase of mobile shelving and furniture for the Downtown Library in an amount not to exceed $154,582. ATTACHMENTS: 1. Resolution 2. Ross McDonald Co., Inc. Bid Response RESOLUTION NO. 15382 RESOLUTION OF THE SAN RAFAEL CITY COUNCIL WAIVING BIDDING REQUIREMENTS AND AUTHORIZING THE CITY MANAGER TO EXECUTE A PURCHASE ORDER WITH ROSS MCDONALD CO., INC FOR THE PURCHASE OF MOBILE SHELVING AND FURNITURE FOR THE DOWNTOWN LIBRARY IN AN AMOUNT NOT TO EXCEED $154,582 WHEREAS, in 2022, the City secured approximately $3,000,000 in funding for infrastructure improvements at the Downtown Library; and WHEREAS, the Downtown Library renovation project addresses the most pressing safety and infrastructure needs of the facility as well as making minor design improvements to enhance the patron and staff experience ; and WHEREAS, construction on the Downtown Library renovation project began in October 2024 and is expected to be completed in Summer 2025; and WHEREAS, the City wants to purchase new mobile shelving and furniture to enhance and support the broader Downtown Library renovation project; and WHEREAS, Ross McDonald Co., Inc has a current California State Leveraged Procurement Agreement for library shelving and furniture under the California Multiple Award Schedule (CMAS) program, which is eligible for use by local government agencies; and WHEREAS, the San Rafael Municipal Code Section 2.55.100 allows for supplies and equipment to be purchased through purchasing agreements that were competitively bid and maintained by other public agencies, such as CMAS; and WHEREAS, sufficient funding for the purchase of furniture was included in the FY 2024-25 Measure D equipment, supplies, and materials budget (215-51-11001-9360). NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San Rafael hereby waives bidding requirements and authorizes the City Manager to execute a purchase order with Ross McDonald Co., Inc. for the purchase of mobile shelving and furniture for the Downtown Library in an amount not to exceed $154,582. I, LINDSAY LARA, Clerk of the City of San Rafael, hereby certify that the foregoing Resolution was duly and regularly introduced and adopted at a regular meeting of the City Council of the City of San Rafael, held on Monday, the 17th day of March 2025, by the following vote, to wit: AYES: Councilmembers: Bushey, Hill, Kertz, Llorens Gulati & Mayor Kate NOES: Councilmembers: None ABSENT: Councilmembers: None Lindsay Lara, City Clerk Project No.:G25024 Quote No.:1 Date:2/28/2025 Catherine Quffa, Director Page 1 of 2 San Rafael Public Library Email: Quantity Description Unit Price Total 25 Worden #W-5920-M-CAST-RPNL. starter Pinfast double faced rolling shelving units 36” wide x 59” high x 20” deep with four shelf openings. Maple, two recessed panel style end panels with veneer back panel for Carnegie Space. Tag: SH-1 5,387.00 134,675.00 7 Worden #W-5920-M-CAST-A, adder Pinfast double faced rolling shelving units 36” wide x 59” high x 20” deep with four shelf openings. Maple. Flush style 'intermediate' panel with veneer back panel for Carnegie Space. Tag: SH-2 3,555.00 24,885.00 13 Worden #W-4524-M-CAST, starter, Pinfast double faced rolling shelving units 36” wide x 45” high x 24” deep with three shelf openings (two adj. shelves).Maple, flush style (standard) end panels with veneer back panel. Tag: SH-3 2,918.00 37,934.00 3 Worden #W-4524-M-CAST-A, adder, Pinfast double faced rolling shelving units 36” wide x 45” high x 24” deep with three shelf openings (two adj. shelves). Maple, flush style (standard) intermediate panel with veneer back panel. Tag: SH-4 2,250.00 6,750.00 3 Worden #CR/202439/HD, OPAC cabinet per drawing furnished, maple veneers and solids, Approximately 20" wide x 24" deep x 39" high. HPL top. Tag: OPAC 5,013.00 15,039.00 Worden Library Equipment to match equipment provided separately QUOTATION catherine.quffa@cityofsanrafael.org G25024 San Rafael Wood and Rolling Shelving Page 1 of 2 Quote Project No.:G25024 Quote No.:1 Date:2/28/2025 Catherine Quffa, Director Page 2 of 2 San Rafael Public Library Email: Quantity Description Unit Price Total 2 Worden #W-5912-M-FM, starters, Pinfast static single faced shelving units 42” wide x 59” high x 12” deep with four shelf openings (three adj. shelves). Maple, flush style (standard) end panels with veneer back panels. Tag: SH-5 2,382.00 4,764.00 1 Worden #W-5912-M-FM-A, adder, Pinfast static single faced shelving units 42” wide x 59” high x 12” deep with four shelf openings (three adj. shelves). Maple, flush style (standard) intermediate panel with veneer back panel. Tag: SH-6 2,105.00 2,105.00 1 Worden #W-3612-M, starter, Pinfast static single faced shelving units 36” wide x 36” high x 12” deep with two shelf openings (one adj. shelves). Maple, flush style (standard) end panels with veneer back panel. Tag: SH-7 1,867.00 1,867.00 2 Worden #W-3612-M-A, adder, Pinfast static single faced shelving units 36” wide x 36” high x 12” deep with two shelf openings (one adj. shelves). Maple, flush style (standard) intermediate panel with veneer panel. Tag: SH-8 1,285.00 2,570.00 1 Worden #W-3612-M-ISL, starter, Pinfast static single faced shelving units with island option (finished front and back). 36” wide x 36” high x 12” deep with two shelf openings (one adj. shelves). Maple, flush style (standard) end panels with veneer back panel. Tag: SH-9. 2,198.00 2,198.00 2 Worden #W-3612-M-ISL-A, adder, Pinfast static single faced shelving units with island option (finished front and back). 36” wide x 36” high x 12” deep with two shelf openings (one adj. shelves). Maple, flush style (standard) intermediate panel with veneer back panel. Tag: Sh-10 1,518.00 3,036.00 Total Material LIST:235,823.00 Less CMAS discount per contract #4-20-00-0105G:-40.000% -94,329.20 Net Material:141,493.80 Sales Tax 9.25% 13,088.18 Terms Quotation Total:$154,581.98 Net 30 Approx Delivery: 14-16 weeks E-mail:gmcdonald@rossmcdonald.com catherine.quffa@cityofsanrafael.org Worden Library Equipment to match equipment provided separately Garen McDonald QUOTATION G25024 San Rafael Wood and Rolling Shelving Page 2 of 2 Quote