Agenda Item Wording:
title
Civic Center Specialty Equipment Purchase - Authorize the City Manager to enter into a purchase agreement with Systems & Space, Inc., to provide specialty storage equipment for the Civic Center Phase 2 Project, in the amount of $793,840.45.
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Prepared by:
Mike Porter, Civil Engineer, Mike.porter@visalia.city, (559) 713-4412
Chris Crawford, City Engineer, Chris.crawford@visalia.city, (559) 713-4331
Jason Huckleberry, Engineering & Building Director, Jason.huckleberry@visalia.city, (559) 713-4495
Department Recommendation: Authorize the City Manager to enter into a purchase agreement with Systems & Space, Inc., to provide specialty storage equipment for the Civic Center Phase 2 Project.
Summary:
Phase 2 of the Civic Center Project requires the purchase of certain specialty equipment, including high-density movable shelving units, equipment and firearms storage lockers and refrigerated evidence storage units.
High-density mobile shelving will be utilized in the Finance Department section of the Public Safety Administration Building, to store and organize hundreds of financial records boxes, and the Police Records section to store and retain active police records. An example of these storage shelves is shown in Attachment 2, High-Density Shelving Brochure. With the development of phase 3 of the Civic Center, the Finance shelving units can be removed from the Public Safety Administration Building and utilized in the Finance Department storage area of the new City Hall building
Mobile high-density shelving, specialty equipment, and secure firearms storage lockers will be utilized in both the Property-Evidence building and Public Safety Administration Building. Other examples of specialty equipment include evidence drying cabinets, an evidence fuming chamber, refrigerated evidence lockers with alarms, programmable access systems for evidence storage, and storage rack systems with programmable access codes.
Staff solicited quotes from two vendors that participate in the Sourcewell government contract procurement program. Systems & Space, Inc. provided the lowest cost proposal to supply and install the equipment.
Background Discussion:
Staff solicited quotes from two qualified vendors to provide specialty equipment for Phase 2 of the Civic Center Project.
Systems & Space, Inc. $793,840.45
Smart Space Solutions $832,629.00
The total lowest price for the specialty equipment purchase would have been $1,165,368.22 without utilizing the Sourcewell Government contract. A Sourcewell contract is a cooperative purchasing agreement managed by Sourcewell, a government agency that offers procurement solutions for public agencies in the United States and Canada. Sourcewell creates contracts that allow government entities, educational institutions, and non-profit organizations to purchase goods and services without going through the lengthy bid process typically required for public procurement. The specialty equipment was part of the original FF&E estimate of $4.92M. The actual systems & Space proposal amount of $793,840.45 leaves an FF&E balance of $4.13M. This represents a total savings of $371,527.77. This savings provides additional budget for the procurement of FF&E or will be reflected in overall project cost savings. The FF&E procurement phase of the project will be starting in January 2026. The Systems & Space quote also includes an extended service warranty for 10 years from completion date and preventive maintenance and servicing twice annually. The extended service warranty and preventative maintenance were not included in the Smart Space Solutions quote. Additionally, Systems & Space Inc includes seismic anchorage calculations, whereas with Smart Space Solutions this would be provided at an additional cost
Fiscal Impact: See table below for summary of current Civic Center Phase 2 budget. Council authorized the City Manager to award a construction contract to Seals Construction and approved an additional budget allocation of $87.8 M at the May 5, 2025 Council Meeting.
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Civic Center Phase 2 (CIP 3720-72000/CP0374-999) |
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Budget Summary: |
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Fund 003 - Civic Center Reserve Total Budget |
$ 99,341,300.00 |
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Land Purchase (gov Buildings only) |
$ 3,391,300.00 |
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Darden A/E contract amount (actual) |
$ 4,667,591.86 |
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Griffin CM contract amount (actual) |
$ 1,520,000.00 |
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City of Visalia Permits and Plan Checking Fees |
$ 1,142,000.00 |
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Staff Project Management + misc. expenses (est.) |
$ 500,000.00 |
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Testing & Inspections (est.) |
$ 1,600,000.00 |
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Bedrock - surveying services |
$ 50,000.00 |
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Specialty Storage Equipment |
$ 793,840.45 |
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Remaining FF&E (est.) |
$ 4,126,159.55 |
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A/V & Technology (est.) |
$ 2,880,000.00 |
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Cal Water Payment Request |
$ 304,499.00 |
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Remaining Utilities (est.) |
$ 1,945,501.00 |
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Construction contract amount |
$ 72,780,000.00 |
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Construction contingency (5%) |
$ 3,639,000.00 |
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Total Estimate (current) |
$ 99,339,891.86 |
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Remaining CIP Budget |
$ 1,408.14 |
Prior Council Action: May 5, 2025 - Council authorized the City Manager to enter into a construction agreement with Seals construction and approved an additional budget appropriation of $87.8 million.
Recommended Motion (and Alternative Motions if expected):
recommendation
Authorize the City Manager to enter into a purchase agreement with Systems & Space, Inc., for the purchase of specialty equipment in the amount of $793,840.45 for phase 2 of the Civic Center project.
Environmental Assessment Status: Program Environmental Impact Report SCH No. 2010041078
CEQA Review: Initial Study No. 2024-444
Deadline for Action: 11/17/2025
Attachments:
1. Systems & Space Proposal
2. High Density Shelving Brochure