From
Tiina Auler
Title
Purchase of furnishings as part of the CMO suite, Council Briefing Room, Marketing, Information Technologies, Economic Development, Executive Conference Room, former Finance area, and Water Utility Service area remodel project from Wilson Office Interiors in the amount of $168,163.93 ($161,301.76 through cooperative purchasing agreements with TCPN, TXMAS; and $6,862.17 through informal bids); and ancillary products and services related to renovations in an amount not to exceed $103,836.07 through State approved purchasing process; and authorize City Manager to authorize contract for each for a total amount requested of $272,000
Presenter
Robert Myers, Purchasing Manager
Recommend Action
Approve
Analysis
In February 2015, City Council awarded a contract for the renovation of CMO Suite; Council Briefing Room area, which includes: Marketing, Information Technologies, Economic Development offices, and the Executive Conference Room; Water Utilities Service area; and former Finance area. The award did not include the new furnishings as noted in the original Council Communication; relocation expenses; security equipment; or technology equipment.
The final selection of furnishings has been confirmed and a contract will be written with Wilson Office Interiors, in the amount of $168,163.93 for the following manufacturers:
* Allsteel through TCPN contract R142201 in the amount of $13,188.35
* Hon through TCPN contract R142208 in the amount of $103,988.99
* Nevins through TXMAS contract TXMAS-6-7211030 in the amount of $1,955.24
* Safco through TXMAS contract TXMAS-15-7105 in the amount of $371.95
* Sitmatic through TXMAS contract TXMAS-12-71080 in the amount of $41,797.24
* Tuohy through an informal bid process in the amount of $6,862.17
Additional purchases include:
$49,000.00 Additional furnishings, not available through cooperative purchasing agreements (1)
$22,500.00 Restoration of existing modular furnishings (2)
$10,336.07 Relocation Services (3)
$12,000.00 Security Equipment (4)
$10,000.00 Technology Equipment (5)
1) Additional furnishing to complete the aesthetic design are not available through cooperative purchasing agreements and will be purchased through informal bid process.
2) Existing modular furnishing will be restored to match components being relocated from other areas. The restoration of existing components will result in a significant savings over the purchase of all new components and will allow us to use furnishing that would otherwise become surplus property.
3) To prevent staff from having to be moved offsite during renovations, the construction is being completed in phases. Once renovations of the former Finance area is completed, staff will be temporarily relocated from the remaining construction areas to the former Finance area and then relocated back to their newly renovated areas. Relocation services will be purchased through cooperative purchasing agreement with TASB BuyBoard.
4) Equipment required to ensure appropriate security for citizens and staff which is not included in the construction contract will be purchased through informal bid process or through cooperative agreement.
5) Equipment to improve or enhance technology access will be purchased through cooperative purchasing agreement with State of Texas Department of Information Resources (DIR).
Chapter 271.102 of the Local Government Code authorizes local governments to participate in a cooperative purchasing program with another local government or local cooperative organization. In lieu of competitive bidding, items and services may be purchased through such agreements as the agreements have already been bid by the sponsoring entity or agency. The City of Grand Prairie has master inter-local cooperative agreements with various entities including TCPN, State of Texas (TXMAS) and (DIR), and TASB BuyBoard
Financial Consideration
Funding in the amount of $272,000 is available in the Municipal Facilities Capital Projects Fund (405090) WO #01502303 (Remodel BR and CH Phase II), $239,663 Small Office Furniture/Equipment (60530); $10,337 Contractual Services (61065); $12,000 Security Equipment (68380); and $10,000 Data Processing Equipment (68410)