Title
MOTION TO APPROVE THE PURCHASE AND INSTALLATION OF OFFICE FURNITURE, FOR VARIOUS DEPARTMENTS IN CITY HALL, FROM J.C. WHITE ARCHITECTURAL INTERIOR PRODUCTS, IN THE AMOUNT NOT TO EXCEED $36,434.06, UTILIZING PRICING ESTABLISHED BY THE STATE OF FLORIDA ALTERNATE CONTRACT SOURCE #56120000-19-ACS, VIA THE STATE OF NEW YORK, OFFICE OF GENERAL SERVICES CONTRACT # 23109, PURSUANT TO SECTION 35.18(C)(5) OF THE CITY’S CODE OF ORDINANCES.
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinance is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- Section 35.25(A) states that "a purchase of, or contract for, commodities or services that is estimated by the Chief Procurement Officer to cost $5,000 or less, maybe purchased either in the open market without newspaper advertisement and without observing the procedures prescribed by § 35.19, or in accordance with the competitive bidding procedure prescribed by § 35.19, as deemed appropriate by the Chief Procurement Officer."
- Section 35.18 of the City's Code of Ordinances is titled "COMPETITIVE BIDDING OR COMPETITIVE PROPOSALS REQUIRED; EXCEPTIONS."
- Section 35.18(C) states that "Only the following situations are exempt from the competitive bid and competitive proposal requirements of this section:"
- Section 35.18(C)(5) of the City’s Code of Ordinances, “Commodities or services that are the subject of contracts with the state its political subdivisions or other governmental entities including the United States Government, are exempt from the competitive procurement process.”
- Section 35.21 of the City's Code of Ordinances is titled "AWARD OF CONTRACT."
- Section 35.21(A) of the City's Code of Ordinances is titled "City Commission Approval."
- Section 35.21(A)(1) states, "An initial purchase of, or contract for, commodities or services, in excess of $25,000, shall require the approval of the City Commission, regardless of whether the competitive bidding or competitive proposal procedures were followed.
SUMMARY EXPLANATION AND BACKGROUND:
1. The Finance Department, City Clerk’s Office and the Technology Services Department are requesting to purchase and install new office furniture in their respective departments located in City Hall due to the following reasons:
- The Finance Department requests to convert existing space by creating three adjoining cubicles to house the Contracts Division. Currently, the Contracts Division staff are sitting in different sections of the Finance Department. This improvement will promote collaboration, efficiency, and fluidity of the workflow as they review, discuss, and consult among themselves and with the City Attorney's Office on various contracts engaged by the City.
- The City Clerk's Office has transitioned away from old micrographics equipment to newer digital equipment. As a result, the workspace needs to change to meet more ergonomic standards for their current digital document management functions. Therefore, the City Clerk's Office is requesting improvements in the Micrographics office to change the current configuration of the high fixed platform to standard workspaces. Their current layout is based on the old City Hall layout, where they had large microfilm readers and heavy older equipment that required higher countertops. These higher countertops will be replaced with two standard workstations for their digital scanners and digital microfilm readers.
- The Technology Services Department has available space in their department; however, they have run out of available desks for employees to work from. As a result, they are requesting to add four additional working areas for additional positions that are in the current and proposed budget to be filled.
2. When the Charles F. Dodge Civic Center / City Hall was built, it was furnished with furniture from Haworth, Inc.
3. The State of New York, Office of General Services competitively procured Group 20915-Furniture, All Types (except Hospital Room and Patient Handling), and awarded contract number 23109, which is scheduled to expire on December 1, 2023.
4. The State of Florida entered into a Contract/Participating Addenda effective June 20, 2020 with Haworth, Inc., which is scheduled to expire on December 1, 2023, consistent with the Master Agreement. As a result, the State of Florida utilizes Alternate Contract Source (ACS) # 56120000-19-ACS for the purchase of Furniture for State of Florida Agencies and other eligible users utilizing the pricing and options via The State of New York, Office of General Services Contract # 23109.
5. The City of Pembroke Pines is an eligible users of the State of Florida Alternate Contract Source (ACS) # 56120000-19-ACS. As defined by Florida Administrative Code Rule 60A-1.001(2)(e), eligible user means "Political subdivisions, including counties, cities, towns, villages and districts, as described be Section 1.01(8), F.S., and instrumentalities thereof."
6. The City has reached out to all four of Haworth, Inc.’s authorized resellers listed on the State of Florida alternate contract source #56120000-19-ACS and was advised by Haworth, Inc. and it’s authorized resellers that Berwin, Inc. d/b/a J.C. White Architectural Interior Products is the only authorized reseller of Haworth, Inc.’s furniture for South Florida.
7. The Finance Department, City Clerk’s Office and the Technology Services Departments have obtained the following quotes from J.C. White for the purchase and installation of office furniture for their respective departments:
|
Finance Dept. |
Contract Price |
Quoted Price |
|
Furniture |
$10,266.37 |
$10,263.81 |
|
Labor - Deliver/Install |
* |
$1,511.96 |
|
Sub-Total |
$10,266.37 |
$11,775.77 |
|
|
|
|
|
City Clerk's |
Contract Price |
Quoted Price |
|
Furniture |
$7,121.01 |
$7,106.40 |
|
Labor - Deliver/Install |
* |
$788.76 |
|
Sub-Total |
$7,121.01 |
$7,895.16 |
|
|
|
|
|
Tech. Svcs. Dept. |
Contract Price |
Quoted Price |
|
Furniture |
$14,774.44 |
$14,663.13 |
|
Labor - Deliver/Install |
* |
$2,100.00 |
|
Sub-Total |
$14,774.44 |
$16,763.13 |
|
|
|
|
|
Total for all Depts. |
Contract Price |
Quoted Price |
|
Furniture |
$32,161.82 |
$32,033.34 |
|
Labor - Deliver/Install |
* |
$4,400.72 |
|
Grand Total |
$32,161.82 |
$36,434.06 |
*Pursuant to the Master Agreement, “INSTALLATION: Installation is excluded from the scope of this Solicitation. Installation of products such as systems furniture, high density filing systems, etc. shall be handled by the ordering entity separately from this Solicitation and resultant Contract(s) according to the Purchasing Guidelines and discretionary limits, and shall comply with wage and labor rates, and all state and local codes and public works guidelines, if applicable.”
In addition, the Master Agreement states “DELIVERY: All Contractors will be required to offer inside delivery, which may be at an additional cost represented by a percentage above the net price charged […]. Inside delivery is intended for essentially free-standing furniture when the Authorized User is unable to bring it from the dock to the point of use. It shall consist of removal from truck, bringing to point of use, uncrating, minor assembly (for example: attach hutch to desk or credenza, attach a return, set shelves in bookcase and leveling), removal of debris and leaving ready for use. […] Delivery fee must be agreed to by the Authorized User and Contractor prior to delivery […].”
Furthermore, pursuant to the State of Florida’s “How to Use This Contract” document, it indicates that the “Inside Delivery Cost as % of Final Price” is 22% for Downstate New York and 18% for Upstate New York, however Florida customers may further negotiate inside delivery rates prior to purchase.
The total labor cost quoted by J.C. White for delivery and installation is $4,400.72 which is 13.74% of the cost of the furniture and 12.08% of the total quote. In addition, the $4,400.72 for delivery and installation is less than the City’s threshold of $5,000 outlined in section 35.25(A) of the City’s Code of ordinances for open market purchases.
8. Request Commission to approve the purchase and installation of office furniture, for various departments in City Hal, from J.C. White Architectural Interior Products, in the amount not to exceed $36,434.06, utilizing pricing established by the State of Florida Alternate Contract Source # 56120000-19-ACS, via the State of New York, Office of General Services Contract # 23109, pursuant to Section 35.18(C)(5) of the City’s Code of Ordinances.
Financial Impact
a) Initial Cost: $36,434.06
b) Amount budgeted for this item in Account No: Funds are available in the following non-capital equipment accounts for each respective department:
$11,775.77 in account # 001-513-2001-552650-0000-000-0000
$7,895.16 in account # 001-519-1001-552650-0000-000-0000
$16,763.13 in account # 001-513-2002-552650-0000-000-0000
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5 year projection of the operational cost of the project: Not Applicable.
e) Detail of additional staff requirements: Not Applicable.
FEASIBILITY REVIEW:
A feasibility review is required for the award, renewal and/or expiration of all function sourcing contracts. This analysis is to determine the financial effectiveness of function sourcing services.
a) Was a Feasibility Review/Cost Analysis of Out-Sourcing vs. In-House Labor Conducted for this service? Not Applicable.
b) If Yes, what is the total cost or total savings of utilizing Out-Sourcing vs. In-House Labor for this service? Not Applicable.