Title
Authorize the Contracts/Purchasing Officer, under the terms of the cooperative agreement with NJPA (Sourcewell) contract #031715 to approve purchase orders for detention facility furniture for Phase 1 for the New Juvenile Hall (Project No. 8811) in an amount not to exceed $168,379.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
Authorize the Contracts/Purchasing Officer, under the terms of the cooperative agreement with NJPA (Sourcewell) contract #031715 to approve purchase orders for detention facility furniture for Phase 1 for the New Juvenile Hall (Project No. 8811) in an amount not to exceed $168,379.
SUMMARY/DISCUSSION:
Phase I of the New Juvenile Hall (NJH) is nearing the completion. Once Phase I is finished, the youth will be transferred from the existing facility to the new facility. When this project was approved by the Board of Supervisors, $800,000 was included for Furniture, Fixtures & Equipment (FF&E) costs as part of the Project budget. However, the FF&E was not part of the bid package and corresponding construction contract with the general contractor. Currently, the County has a cooperative agreement with NJPA (Sourcewell) for the procurement of furniture with related accessories and services.
Probation staff has reviewed and assisted in determining the needs for the project and has approved these items (see Attachment A). The lead time for this order is six (6) to eight (8) weeks for delivery and installation; therefore, staff is seeking approval to place this order as soon as possible.
The NJH FF&E budget has been allocated for IT equipment, furniture, fixtures, and equipment. Currently, the estimated costs of Phase I furniture for the Juvenile Hall project are $168,379, which includes installation. Currently, the FF&E costs for Phase II are estimated to be $63,915.
OTHER AGENCY INVOLVEMENT:
Contracts/Purchasing has reviewed and approved these purchases. The Probation Department has approved the items specified in these purchases.
FINANCING:
The approved FF&E budget for the New Juvenile Hall is $800,000 which includes all costs for IT equipment and other equipment needed for the facility. Some ITD equipment was purchased during FY 2018-19 in the amount of $253,627 and is expected to total $280,000 for both phases. After this amount was expended for ITD equipment in FY 2018-19, $546,373 is the remaining amount in the FF&E budget. The requested amount of $168,379 for FF&E is within the approved project budget, leaving a balance of $377,994 for the FF&E line item. Sufficient appropriations are included in the FY 2019-20 Adopted Budget in Facilities Master Plan Projects Fund 404, Appropriation Unit RMA015.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
This project corresponds to the Public Safety Initiative to reduce violent crime and homicides, create a safe environment for people to achieve their potential, leading businesses and communities to thrive and grow. Further, the project meets a Public Safety Key Objective to attain safe and appropriate facilities to house adult and juvenile offenders that prepare them for successful re-entry into society.
__ Economic Development
__ Administration
__ Health and Human Services
X_Infrastructure
X Public Safety
Prepared by: Christine Poe, Management Analyst III (831) 755-5399
Approved by: Carl P. Holm, AICP, RMA Director
The following attachment is on file with the Clerk to the Board:
Attachment A - PBI Quote for New Juvenile Hall