TO: Honorable Mayor & Members of the North Port Commission
FROM: A. Jerome Fletcher II, ICMA-CM, MPA, City Manager
TITLE: Approve Utilization of Sourcewell Contract No. 070924 with Staples Contract & Commercial LLC for the Purchase of Office Furniture for the Utilities Administration Building in an Amount Not to Exceed $300,000, through the Term Ending February 2, 2029, and Authorize the City Manager to Approve any Modifications or Terminations in Concurrence with Sourcewell.
Recommended Action
Option 1: Approve Utilization of Sourcewell Contract No. 070924 with Staples Contract & Commercial LLC for the purchase of office furniture for the Utilities Administration Building in an amount not to exceed $300,000, through the term ending February 2, 2029, and authorize the City Manager to approve any modifications or terminations in concurrence with Sourcewell.
City Commission Options
Option 1: Approve Utilization of Sourcewell Contract No. 070924 with Staples Contract & Commercial LLC for the purchase of office furniture for the Utilities Administration Building in an amount not to exceed $300,000, through the term ending February 2, 2029, and authorize the City Manager to approve any modifications or terminations in concurrence with Sourcewell.
• Pros: Allows the City to utilize a competitively procured cooperative contract, providing efficient procurement, standardized pricing, and timely acquisition of furniture necessary to furnish the Utilities Administration Building upon completion.
• Cons: Reliance on a cooperative contract may limit the City’s ability to independently negotiate pricing or terms.
Option 2: Deny Utilization of Sourcewell Contract No. 070924 with Staples Contract & Commercial LLC for the purchase of office furniture for the Utilities Administration Building in an amount not to exceed $300,000, through the term ending February 2, 2029, and authorize the City Manager to approve any modifications or terminations in concurrence with Sourcewell.
• Pros: Allows the City to develop and issue its own competitive solicitation.
• Cons: Would delay furnishing and occupancy of Utilities Administration Building, by requiring a separate competitive solicitation, increase administrative costs, and potentially result in higher pricing or schedule impacts to the project.
Background Information
Construction of the new Utilities Administration Building is nearing completion. Upon completion, furniture will be needed to furnish administrative offices, conference rooms, workstations, and breakroom areas throughout the facility.
The original scope of work for the project’s design consultants did not include furniture design services, with the intent that furniture design and procurement would be handled by the Utilities Engineering Department. Since the project began in 2018, staffing needs and available resources within the Engineering Department have changed, including the loss of two critical positions that would have supported this work.
To assist with the furniture planning process, Staples has provided professional furniture design and space-planning services at no additional cost. Using the project’s existing Computer-Aided Design building drawings, Staples’ design team developed furniture layouts for the cubicle/workstation areas and breakrooms based on the Department’s operational needs. The designs incorporate furniture and other products available through Staples, providing a comprehensive approach to furnishing the facility while eliminating the need for the Department to separately procure furniture design services.
The proposed furniture also carries a lifetime warranty, providing additional long-term value and protection for the City's investment.
The combination of complimentary professional design services, furniture tailored to the Department’s specific needs, and a lifetime warranty provides a cost-effective and practical solution for furnishing the new Utilities Administration Building.
Utilizing this cooperative purchasing contract provides competitively established pricing while reducing procurement time and administrative costs, allowing the Department to coordinate furniture procurement with the construction schedule and occupancy of the new facility.
Contract No. 070924 has been reviewed by the City Attorney and is legally correct as to form.
Strategic Plan Pillar
Infrastructure & Facilities Integrity
Financial Impact
Financial resources have been adequately budgeted in the Utilities CIP (U18UAB) account number 420-6060-536.52-50 to support any purchase that may go through this Cooperative Contract.
Procurement
The utilization of this cooperative contract is consistent with Chapter 2, Administration, Article VIII, Procurement, Section 2-403(a)(4)(a) of the North Port City Code.
The Utilities Department will utilize the established internal procurement process for all purchases under these Contracts to ensure continued administrative oversight and compliance with the City procurement policies and procedures.
Attachments:
1. Contract No. 070924
2. Procurement Documents
Prepared by: Michelle Tipp, Senior Business Manager
Department Director: Michael Vuolo, Acting Utilities Director