Title
Probation Department recommending the Board:
1) Waive formal bid requirements in accordance with Purchasing Policy C-17 Section 3.4, Exemptions from Competitive Bidding, due to a competitively bid cooperative purchasing agreement being utilized for the acquisition of furniture designed for challenging environments such as correctional settings;
2) Authorize the use of competitively bid Contract 230301 between The Interlocal Purchasing System and Pineapple Contracts Inc for the acquisition of furniture for the South Lake Tahoe Juvenile Treatment Center; and
3) Authorize the Purchasing Agent to issue a purchase order to Pineapple in the estimated amount of $143,955, including applicable taxes, fees, and delivery charges.
FUNDING: Department of Juvenile Justice Realignment Implementation (SB 823) (100%).
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DISCUSSION / BACKGROUND
In September 2020, SB 823 was passed; this transferred the responsibility for treatment and supervision of all youth committed to the California Department of Juvenile Justice to local counties. AB 178 provided funding to counties for the renovation, enhancement, and improvements of county facilities. This funding could be used to assist in the development of rehabilitative environments to modernize facilities to create treatment, vocational, educational, recreational, visitation, and family engagement space; and used to upgrade security infrastructure that enhances the creation or expansion of these spaces.
The Probation Department (Probation) desires to purchase furniture from Pineapple Contracts Inc (Pineapple) for the South Lake Tahoe Juvenile Treatment Center (JTC). Furniture for custody settings is unique and cannot be purchased from just any manufacturer due to safety concerns and concealment. Pineapple designs furniture for challenging environments such as behavioral health facilities, hospitals, and correctional settings. The furniture from Pineapple creates a home-like feel while maintaining a safe environment. The fabric-lined chairs are made with anti-concealment seams, and all the furniture is weighted to prevent any unsafe use.
The estimated total price for chairs, coffee tables, activity tables, dining tables, dining chairs, delivery, and tax is $143,955. This includes $8,199 for Pineapple’s White Glove delivery charge. This encompasses offloading the product into the JTC’s designated rooms or areas for the furniture, assembly, and debris removal. It was initially thought that the JTC youth could assist when the furniture arrives at the facility; but the amount of furniture, unboxing, and assembling items with parts and pieces is not an appropriate activity safety-wise. The additional services purchased from Pineapple will ensure safety and the prevention of potential contraband entering the facility if the event is not controlled and handled by an outside party. Tax is estimated at $11,583, and is based on delivery location, order placement, and date of delivery.
Procurement Policy C-17 Section 3.4.4 allows for the exemption from competitive bidding when a piggyback contract is available and the good is procured from a vendor that has a contract with another public agency, JPA, or cooperative purchasing agreement. Competitively bid Contract #230301 between The Interlocal Purchasing System and Pineapple has been in place since June 1, 2024, for the purchase of furniture, furnishings, and services. Probation is requesting to utilize competitively bid Contract #230301 for the acquisition of new living and dining room furniture for the JTC. The furniture was approved by the Board to be placed on the department's Fixed Asset list during the FY 2025-26 Recommended Budget process.
ALTERNATIVES
1) The Board could choose not to approve this purchase. New, safe, and setting appropriate furniture would not be purchased for the JTC.
2) The Board could direct Probation to go out to bid for this purchase.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement and Contracts, County Counsel
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
No General Fund impact or increase to Net County Cost. Funding for new furniture is included in Probation’s Fiscal Year 2025-26 budget and is funded through SB 823.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Jackie S. Cook, Administrative Analyst, 530-621-5588