AGENDA MEMORANDUM

 

 

Meeting Date:           May 11, 2009

 

From:                          Mike Thornton, Purchasing Manager

 

Subject:                      Purchase of furniture and fixtures for the Municipal Service Center renovation

 

 

Staff Recommendation:

Staff recommends approval of this purchase from Ernie Morris Enterprises, Inc. to provide furniture, fixtures, and panel systems for the new Municipal Service Center for a total cost of $125,909.32.  Additionally, a 5% contingency of $6,295.47 is requested in order to fund any design or staffing oversights on the part of the City.

 

Analysis:

In a previously issued Request for Proposal Ernie Morris Enterprises was awarded the contract to provide design services and furniture for the Municipal Service Center (Old Library) renovation project.  This project will provide office space for the Purchasing Division, Building & Planning/Zoning, and Information Technology Department including GIS.

 

The area for Information Technology (IT) will receive new furniture and panel systems.  The GIS staff, currently located at Public Works will also be moving and included with IT.  This area will also see the addition of two multipurpose rooms.  These rooms can be configured to be used as meeting, conference, or classrooms.

 

The Purchasing Division will receive new furniture and partitions with the exception of the Purchasing Manager who will reuse his existing furniture.

 

The Building, Planning and Zoning, and Fire Inspectors will reuse all their existing furniture which is approximately three years old.  This area of the building will receive new partitions and reception counters to create the new workspaces within the open area of the building.

 

The amount of $125,909.32 is based on the final design layout.  This amount includes the design and installation fee of $11,298.00 for Ernie Morris.  The furniture and panels are priced using the State of Florida contract for office furniture and furniture systems.  The ‘list price’ for the furniture is $425,425.00.  The City is receiving a significant savings by using the State of Florida contract for HON and AIS products.  The budget figure used on this project for furniture and partitions was $174,090.  This final pricing provides a savings of $48,180.68 when compared to the budget amount.

 

Options:

1.  Approve the purchase and contingency amount to Ernie Morris Enterprises, Inc.; or

2.  Such alternative action as the Commission may deem appropriate

 

Fiscal Impact

This purchase will be funded from the Municipal Service Center (Old Library project), which is being funded from a onetime transfer of $400,000 from the Workers Compensation fund.

 

Submission Date and Time:    5/6/2009 12:40 PM____

 

Department: __Public Works__________

Prepared by:  _Mike Thornton________                     

Attachments:         Yes____   No ______

Advertised:   ____Not Required ______                     

Dates:   __________________________                     

Attorney Review :       Yes___  No ____

                                                

_________________________________           

Revised 6/10/04

 

Reviewed by: Dept. Head ________

 

Finance  Dept. ________JB________                                     

                              

Deputy C.M. ___________________                                                                         

Submitted by:

City Manager ___________________

 

Account No. _031-5193-519-6310__

 

Project No. __310051___________

 

WF No. ___WF 328043/1________

 

Budget  ___$400,000.00_________

 

Available __$225,790.34_________