122-23 - Resolution - Contract with OpenSquare for FurnitureDocuSign Envelope ID: DA9326A6-62A5-40DB-80D6-5CDBC069280A
RESOLUTION NO. 122-23
A RESOLUTION OF THE CITY OF PORT ORCHARD, WASHINGTON,
APPROVING A CONTRACT WITH OPENSQUARE FOR INSTALLATION AND
DESIGN SERVICES FOR CITY HALL RENOVATION PROJECT AND
DOCUMENTING PROCUREMENT PROCEDURES.
WHEREAS, the Port Orchard City Hall facility was constructed in 1999, and through the
years, weather, normal wear and tear, and increased staffing have triggered a need to update
and renovate the building; and
WHEREAS, the City is seeking to purchase and install new furniture in City Hall in parallel
to the structural renovation project currently underway; and
WHEREAS, as authorized by City Contract No. C075-14, the City is a member of the
purchasing cooperative Sourcewell, formally known as the National Joint Power Alliance (NJPA),
a Minnesota Public Agency; and
WHEREAS; consistent with City Contract No. C075-14 and the City's Procurement
Procedures Policies, adopted as Resolution No. 073-23, as amended, the City's Public Works
Department identified OpenSquare as an approved vendor for the desired furniture purchases
and design services through Sourcewell Contract No. 121919-STsl (Sourcewell Contract); and
WHEREAS, staff reviewed the procurement process utilized by Sourcewell for the
Sourcewell Contract, confirmed the statutory procurement requirements were met, and
obtained all necessary documentation from Sourcewell and Opensquare regarding
procurement; and
WHEREAS, Public Works staff requested a quote for installation and associated design
services from OpenSquare and received a quote of $11,340, and confirmed that this pricing was
consistent with the Sourcewell Contract; and
WHEREAS, Public Works staff have requested quotes for the purchase of associated
furniture from OpenSquare and will submit these to the City Council as a component of this
Project upon receipt; and
WHEREAS, upon receipt of the quote, the City's Public Works Department completed
the Interlocal Agreement Purchase Checklist for the selected vendor and confirmed the quote
was consistent with the Sourcewell Contract; and
WHEREAS, the 2023-2024 Biennial Budget includes funding for the purchase and
installation of furniture; and
WHEREAS, the City's Procurement Policies require City Council authorization for
purchasing budgeted items that cost $35,000 or more and for unbudgeted purchases, and
DocuSign Envelope ID: DA9326A6-62A5-40DB-80D6-5CDBC069280A
Resolution No. 122-23
Page 2 of 2
because staff is phasing this project into multiple purchases the total cost will exceed $35,000;
and
WHEREAS, the Port Orchard City Council, at the 2015 recommendation of the State
Auditor's Office, wishes to document their selection/procurement process as described herein
for this purchase by Resolution; now, therefore,
THE CITY COUNCIL OF THE CITY OF PORT ORCHARD, WASHINGTON, HEREBY RESOLVES
AS FOLLOWS:
THAT: It is the intent of the Port Orchard City Council that the recitals set forth above
are hereby adopted and incorporated as findings in support of this Resolution.
THAT: The City Council authorizes the Mayor or his designee to execute an Agreement
with OpenSquare for Design Services in an amount not to exceed $11,340, and the Mayor
is authorized to take all actions necessary to effectuate the purchase consistent with this
authorization.
THAT: The Resolution shall take full force and effect upon passage and signatures
hereon.
PASSED by the City Council of the City of Port Orchard, SIGNED by the Mayor and
attested by the City Clerk in authentication of such passage on this 19t" day of December 2023.
DocuSigned by:
E3F684�B...
Robert Putaansuu, Mayor
ATTEST:
aDocuSigned by:
avt, UJAUL
Brandy Wallace, MMC, City Clerk
DocuSign Envelope ID: DA9326A6-62A5-40DB-80D6-5CDBC069280A
opensquare
Wednesday, December 13, 2023
Rob Putaansuu
rputaansuu@cityofportorchard.us
City Of Port Orchard Mayor
City of Port Orchard
216 Prospect Street
Port Orchard, WA 98366
RE: Port Orchard City Hall, Level 01-03 Renovations
Dear Rob:
Pursuant to your request, we are pleased to submit to you the attached proposal for Design Services.
We will provide you with professional guidance and assistance for the scope of services outlined for this
project. We look forward to the opportunity of working with you and to the completion of a successful
project.
If you have any questions regarding this proposal, or about any of the services OpenSquare can provide,
please do not hesitate to call.
Sincerely,
Tad AOCIAs
Todd Reps
Team Lead
cc: Designer
Sales
File
5601 6th Ave South, Suite 470 1 Seattle, Washington 98108 1 206.768.8000 126 South Sheridan Street I Spokane, Washington 99202 1 509.483.1000
DocuSign Envelope ID: DA9326A6-62A5-40DB-80D6-5CDBC069280A
vpensquare
SCOPE OF SERVICES
Verification of field conditions to ensure the proper installation of systems and freestanding furniture.
Meet with the client's designated representative to clarify departmental and individual requirements.
Production of a furniture space plan for (3) floors based upon the previously gathered programming
information. *
• Floor 1 (Police Office): Approximately (9) workstations, (3) private offices, (2) shared offices, and
miscellaneous storage.
• Floor 2 (Public Office): Approximately (3) workstations, (1) support area (counter)
• Floor 3 (Court/Clerk Office): Approximately (4) workstations
Inventory documentation of any seats and/or storage product to incorporate into the new final layout.
Production of furniture specifications for product required to facilitate a complete installation.
*One revision shall be allotted prior to owner approval of the documents, with no increase to the fee,'provided
the established program is not substantially altered.
FEES
We estimate that the Scope of Services will require approximately (126) hours of design time at the rate
of $90.00 per hour. All hours will be billed actual to a maximum fee not to exceed $11,340.00
Requests made for additional services other than what is described previously, and/or revisions are made
after owner approval, constitute an increase in the scope of work and shall be billed in addition to the
aforementioned fees. Should there be any deadlines requested requiring overtime work, such work will
be billed at one and one-half times the normal hourly billing rate.
REIMBURSABLE EXPENSES
Expenditures and out-of-pocket expenses made by OpenSquare for the direct benefit of your project will
be invoiced at 1.15 x cost in addition to the Design fees. Such reimbursable expenses may include:
• Print charges for reproduction of drawings, photographs, or any other special processes.
• Special mail, messenger/delivery service, and long-distance communications.
• Travel fares, mileage, parking, taxi, and tolls.
• Special consultant fees, if required and authorized by the client's representative.
5601 6th Ave South, Suite 470 1 Seattle, Washington 98108 1 206.768.8000 126 South Sheridan Street I Spokane, Washington 99202 1 509,483.1000
DocuSign Envelope ID: DA9326A6-62A5-40DB-80D6-5CDBC069280A
opensquare
TERMS and CONDITIONS
Invoices will be submitted monthly for the hourly fees and expenses charged to your project. Payment is
due and payable in full to OpenSquare upon receipt.
The program outlined and proposed fees for this project are based on our present understanding of the
area to be designed, the general objectives of your program and the scope of responsibility. Client will
agree to cooperate in scheduling meetings and making decisions on our submissions without undue
delay in order to permit completion of this project within time frames to be presented.
Should the scope of the program be modified or completion of this project be extended, we reserve the
right to negotiate an appropriate adjustment to our proposed fees and to our schedule commitments.
OpenSquare assumes no responsibility for the accuracy of the inventory report, should items be moved,
removed, added or in any way altered by the client after completion of, or during the physical inventory.
If any dispute, whether or not involving litigation, arises out of or relating to this Agreement, the
prevailing party shall be entitled to recover all costs and expenses, including reasonable attorney's fees,
incurred in enforcing any of the terms, conditions or provisions of this agreement.
Either party may terminate this agreement at any time by giving written notice to the other and no
charges other than those already incurred shall be payable.
ACCEPTANCE
If this proposal is hereby accepted as set forth and the fees and conditions are agreed to as stated,
please sign and return one copy to our office as your authorization to begin work.
Tc( A&
OpenSquare
AGREED AND ACCEPTED
DocuSigned by:
�b� �ln><aalan,Sl�U Mayor
Authorized Signature
_12.13.23
Date
12/21/2023
Date
5601 6th Ave South, Suite 470 1 Seattle, Washington 98108 1206.768.8000 126 South Sheridan Street I Spokane, Washington 99202 1509.483.1000
DocuSign Envelope ID: DA9326A6-62A5-40DB-80D6-5CDBC069280A