Title
Shelving Contract with Systems & Space, Inc. for Center for Sacramento History Storage Space at McClellan Park [Published for 10-day Review on 06/14/2024]
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FileID
File ID: 2024-01231
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Location
Location: Building 250, Bay N 5008 & 5016 Luce Avenue, McClellan, Sacramento County
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Recommendation
Recommendation: Adopt a Resolution: 1) establishing the McClellan Park Archives Shelving Project (M17700200) as a new Capital Improvement Project (CIP); 2) authorizing the City Manager or the City Manager’s designee to transfer $270,000 (General Fund, Fund 1001) from the McClellan Park Storage Project (I17002000) to the McClellan Park Shelving Project (M17700200); 3) authorizing the City Manager or the City Manager’s designee to transfer $413,090 (Measure U Fund, Fund 2401) from the McClellan Park Storage Project (I17002000) to the McClellan Park Shelving Project (M17700200); 4) authorizing the City Manager or the City Manager’s designee to transfer $695,756 from the available fund balance of the Felt Fund (Fund 5015) to the McClellan Park Shelving Project (M17700200); 5) approving the use of the cooperative purchasing agreement with Sourcewell Contract Number #94262 for the purchase and installation of shelving for the storage facility at McClellan Park; and 6) authorizing the City Manager or the City Manager’s designee to execute an agreement with Systems & Space, Inc. for the purchase and installation of shelving for the storage facility at McClellan Park for an amount not to exceed $1,139,182.
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Contact
Contact: Marcia Eymann, City Historian, (916) 808-5960, meymann@cityofsacramento.org; Dustin Hollingsworth, Assistant Director, (916) 808-5538, djhollingsworth@cityofsacramento.org; Convention and Cultural Services Department
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Presenter
Presenter: None
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Attachments
Attachments:
1-Description/Analysis
2-Resolution
3-Agreement
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Description/Analysis
IssueDetail
Issue Detail: Founded in 1953, the Center for Sacramento History (CSH) is the City and County’s official repository for historic collections. CSH’s collection contains countless irreplaceable artifacts from Sacramento’s history dating back to 1848. CSH is responsible for the care, maintenance, and protection of the items in this collection and to continue to collect relevant items that will tell the story of Sacramento’s history for generations to come. These collections are held in the public trust and reflect the many aspects of the social, political, geographic, and cultural history of the Sacramento region.
In December of 2023 City Council passed a motion authorizing the City Manager or City Manager’s designee to execute a 10-year Lease Agreement with McClellan Realty LLC for space to store the collections of the Center for Sacramento History and Crocker Art Museum at McClellan Park.
To maximize the storage space for the Center for Sacramento History’s collections at McClellan Park a mix of compact, wide span, and pallet shelving will be used. This shelving will allow more collections items to be stored safely and to allow for growth. The shelving will become the City’s property and will be able to be relocated, if necessary, at the end of the lease term.
Purchase and installation of the shelving has become time sensitive as the leased space is expected to be ready for the City in the next few months and pricing has the potential to increase until an agreement is executed. A primary source of funding for the shelving is a $500,000 grant from the California Natural Resources Agency (CNRA) Community Reinvestment Grant for the purchase and installation of shelving to be used by CSH at McClellan Park. The City has yet to receive the grant funding. In order to move forward with the purchase of the shelving funding will come from the Felt Fund (Fund 5015) and will be reimbursed to the fund if and when the grant is received.
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PolicyConsiderations
Policy Considerations: The City of Sacramento holds the collections for the CSH in public trust. It is the City’s responsibility to care for and preserve these collections in perpetuity. Specifically, it will uphold CSH’s mission, “The Center educates and enriches the public by collecting, preserving, and making accessible the region’s vast cultural heritage.” As conveyed in the Collections Management Policy, as approved by council in 2017, Section VII of the Policy sets forth the Center’s “legal, ethical, and professional obligations to provide proper physical care for its collections held in the public trust; it will provide necessary care for materials both accessioned and borrowed as set by accepted professional standards in the Archival and Museum fields.”
The Winchester G and Mary Alice Felt Fund F5015 was established in February of 2003 upon the bequest of Winchester G. and Mary Alice Felt for the purpose of collection development preservation and care at the Center for Sacramento History (then known as The Sacramento Archives and Museum Collection Center). The use of the fund for the purchase of shelving aligns with the requirements of the fund given that that the shelving is providing optimal storage conditions for collection care.
Per City Code 3.56.240, the City Manager, where advantageous to the City, may, by cooperative purchasing agreements approved by the City Council, purchase supplies or nonprofessional services through legal contracts of other governmental jurisdictions or public agencies without separate competitive bidding by the City.
Systems and Space is the Northern California authorized Area Contractor for Spacesaver Corporation, the manufacturer of the shelving. Spacesaver specifies that their warranty is dependent on all installations being performed by factory trained and certified technicians. Section 2.3.5 of the Community Workforce and Training Agreement (CWTA), which typically applies to projects over one million dollars, provides an exemption when the work is performed by employees of an Original Equipment Manufacturer or vendor in order to maintain the warranty.
The Sacramento City Code section 4.04.020 and Council Rules of Procedure (Chapter 7, Section E.2.d) mandate that unless waived by a two-thirds vote of the City Council, all labor agreements and all agreements greater than $1,000,000 shall be made available to the public at least ten (10) days prior to council action. This item was published for 10-day review on June 14, 2024, in compliance with the City Code.
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EconomicImpacts
Economic Impacts: The CSH draws cultural tourists and visitors to Sacramento including film crews from Netflix, HBO and other producers and studios, seeking the extensive and unique collections that the CSH has to offer. The CSH’s film, photography, and archival collections are used around the world and generate revenue for the City. These historic collections document the City’s origins from 1848 up to the 21st century and are an essential part of our democracy.
The CSH also contributes to the prestige and professional reputation of the City.
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EnvironmentalConsiderations
Environmental Considerations: Not applicable.
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Sustainability
Sustainability: The shelving will be able to be relocated to another location at the end of the lease term, if necessary, and has the potential to have a useful life of several decades.
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Commission/Committee Action
Commission/Committee Action: Not applicable.
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RationaleforRecommendation
Rationale for Recommendation: In order to optimize the space being leased at McClellan and to organize the historic collections for efficiency a variety of shelving types are necessary. The compact shelving is specifically designed to move, allowing maximum use of the available floor space.
To maximize cost savings and staff resources, many government agencies share contracting efforts through cooperative purchasing. This procurement approach increases pricing competitiveness and lowers operating costs through volume purchasing.
The City of Sacramento (City) has used both regional and national cooperative purchasing agreements to complement its own contracting initiatives. Cooperative purchasing enables City departments to evaluate a broader range of contracting opportunities and to share resources with other jurisdictions. Cooperative purchasing also leverages internal and external resources to maximize cost-saving opportunities for the City.
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FinancialConsiderations
Financial Considerations: The cost of the shelving including installation is $1,139,182 with a total project cost of approximately $1.4 million. The adoption of this resolution will make sufficient funding available in the McClellan Park Shelving Project (M17700200) to execute the agreement with Systems & Space, Inc. in an amount not to exceed $1,139,182, from the sources noted below.
In March of 2023, Council adopted Resolution No. 2023-055 establishing the McClellan Park Storage Project (I17002000) for CSH’s collections to be moved and for shelving to be used at McClellan Park. Currently this project has a balance of $683,090, which will be moved to the McClellan Park Shelving Project CIP (M17700200) as a more appropriate means for the purchase and installation of the shelving. The remaining $695,756 will come from the available fund balance of the Felt Fund (Fund 5015).
The City has been awarded a $500,000 grant from the California Natural Resources Agency (CNRA) Community Reinvestment Grant for the purchase and installation of shelving to be used by CSH at McClellan Park. The funding is designated for the McClellan Park Shelving Project (I17002000). When that funding becomes available, the Felt Fund (Fund 5015) will be reimbursed up to $500,000. Staff will return to Council upon receipt of the grant funding for the appropriate authority to accept and budget the grant funding and to reimburse the Felt Fund.
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LocalBusinessEnterprise
Local Business Enterprise (LBE): Not applicable.
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