AGENDA MEMORANDUM

Meeting Date: December 22, 2008

From:                          Mike Thornton, Purchasing Manager

Subject:                      Resolution approving an agreement with Ernie Morris Enterprises, Inc. for providing professional services, office furniture and fixtures

Staff Recommendation:

Staff recommends approval of the resolution authorizing execution of the agreement with Ernie Morris Enterprises, Inc.

Analysis:

The purpose of the Request for Proposal (RFP) is to contract with an interested and qualified firm to provide professional space planning and design services in addition to providing office furniture and fixtures for the City of Leesburg.  The primary purpose of this agreement is to provide these services for the renovation of the old library building into office space for various City departments.

The Purchasing Division issued RFP 80152 soliciting interested and qualified parties to submit proposals and a statement of qualifications for this project.  The City received responses from five interested firms.  An evaluation committee reviewed each proposal based on the criteria detailed in the RFP document.  The committee ranked the firms as follows:

Ranking     Firm Name – Location                                                           

1          Ernie Morris Enterprises, Inc. - Bushnell, FL

2          Office Environment Center, Inc. (OEC) - Ocala, FL

3          Florida Business Interiors - Lake Mary, FL

3          Commercial Design Services, Inc. - Tampa, FL

4          ADM International, Inc. - Lakeland, FL

The committee further requested presentations by the number 1 and 2 ranked firms.  Ernie Morris Enterprises, Inc. and OEC Business Interiors provided presentations to the Committee.  Based on those presentations and the evaluation of the vendor responses, the Committee unanimously selected Ernie Morris Enterprises, Inc. as the successful respondent.

The Agreement is for a period of five years and recognizes Ernie Morris Enterprises, Inc. as the primary vendor for the City in providing space planning and design services as well as office furniture, fixtures, and systems.  The furniture provided will typically be from, or in line with, the State of Florida Purchasing Agreement with the furniture manufacturers.  The Agreement was structured in this manner so it may be used after the completion of the old library renovation.

The old library renovation may result in other departments or divisions moving or expanding into space freed up by the library project.  This Agreement will allow Ernie Morris Enterprises, Inc. to be used for any ancillary projects following the library renovation.

The actual cost of office furniture, fixtures, and panel systems for the old library renovation will not be known until the final design is completed and the specific items are selected.  On October 27, 2008 the Commission approved the renovation project and an associated budget of $398,370 for the full project.  Of that amount $174,090.00 is for partitions/walls and furniture.  There is a substantial amount of existing furniture that will be reused by Community Development and Information Technology.  The reuse of these items will certainly result in an actual cost below the $174,090 budget amount.

Options:

1.  Approve the resolution authorizing and agreement with Ernie Morris Enterprises, Inc.; or

2.  Such alternative action as the Commission may deem appropriate

Fiscal Impact:

There is no fiscal impact as a result of executing this agreement.  All purchases or expenses under this agreement will be approved as necessary according to City policy.  City Commission approval for the purchase of the items for the library renovation will be sought as a purchasing item when the quantities and costs are known.

Submission Date and Time:    12/19/2008 3:52 PM____

Department: _Public Works___________ Prepared by:  _Mike Thornton_______                      Attachments:         Yes__X_   No ______ Advertised:   _X__Not Required ______ Dates:   February 4, 2008_____________                      Attorney Review :       Yes___  No ____ _________________________________            Revised 6/10/04

Reviewed by: Dept. Head JB______ Finance  Dept. __________JB______                                    Deputy C.M. ________EFS________                                          Submitted by: City Manager ___________________

Account No. _NA______________ Project No. __NA_______________ WF No. _____NA_______________ Budget  _____NA_______________ Available ____NA_______________

RESOLUTION NO._______________

A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF LEESBURG AUTHORIZING THE MAYOR AND THE CITY CLERK TO EXECUTE AN AGREEMENT WITH ERNIE MORRIS ENTERPRISES, INC. TO PROVIDE FURNITURE, DESIGN SERVICES, AND RELATED SERVICES FOR THE OLD LIBRARY RENOVATION PROJECT; AND PROVIDING AN EFFECTIVE DATE.

BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF LEESBURG, FLORIDA:

            THAT the Mayor and City Clerk are hereby authorized to execute an agreement with ERNIE MORRIS ENTERPRISES, INC. whose address is PO Box 818 (232 N. Main Street), Bushnell, Florida 33513 for professional office space planning and design and providing office furniture, fixtures, and panel systems.

 THAT this resolution shall become effective immediately.

PASSED AND ADOPTED by the City Commission of the City of Leesburg, Florida, at a regular meeting held the __22nd__ day of _December__ 2008.

                                                                            __________________________

                                                                             Mayor

ATTEST:

__________________________

City Clerk