Title
MOTION TO APPROVE THE PURCHASE AND INSTALLATION OF OFFICE FURNITURE, FOR VARIOUS AREAS WITHIN THE POLICE DEPARTMENT, FROM PRADERE DESIGNER WORKSPACES, IN THE AMOUNT NOT TO EXCEED $206,139.56, WHICH INCLUDES $21,732.42 FOR DELIVERY AND INSTALLATION AND A 10% OWNER’S CONTINGENCY AMOUNT OF $18,739.96, UTILIZING PRICING ESTABLISHED BY THE STATE OF FLORIDA ALTERNATE CONTRACT SOURCE #56120000-24-ACS, VIA THE STATE OF NEW YORK, OFFICE OF GENERAL SERVICES AWARD # 23295, 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 Police Department is requesting the purchase and installation of new office furniture for several critical areas within the department, including the Detective Bureau, X-25, the Chief’s Office, and the secretary’s workstation. This request is due to the following reasons:
Detective Bureau: The furniture in this area is over 25 years old and has significantly deteriorated. Many pieces are no longer functional or safe, creating workplace hazards and contributing to an unprofessional environment. Replacing this outdated furniture will enhance both the safety and the efficiency of the workspace for investigative personnel.
X-25: Furniture in this unit has been in use for more than 12 years and no longer meets the department’s operational needs. The current desks are oversized for the available floor plan, leading to overcrowding. In addition, the furniture lacks modern features such as adjustable height work surfaces. Dividers are damaged and currently held together with temporary solutions to maintain minimal usability.
Chief’s Office and Secretary’s Workstation: Both areas are utilizing furniture that is over 25 years old. The condition of desks and cabinetry includes worn finishes, visible scratches, and outdated configurations. These areas serve as high-visibility points of contact and should reflect professional and welcoming appearance to staff and visitors. The secretary’s desk, retrofitted nearly two decades ago, is visually obsolete and no longer meets functional needs.
2. 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 23295, which is valid through December 1, 2028.
3. The State of Florida entered into a Contract/Participating Addenda effective December 5th, 2023, with Krueger International, Inc. (the manufacturer), which is valid through December 1, 2028, consistent with the Master Agreement. As a result, the State of Florida utilizes Alternate Contract Source (ACS) # 56120000-24-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 Award# 23295. Under this agreement, Krueger International, Inc. is the manufacturer authorized in the contract, and purchases are being made through its authorized reseller, Pradere Designer Workspaces.
4. The City of Pembroke Pines is an eligible user of the State of Florida Alternate Contract Source (ACS) # 56120000-24-ACS. As defined by Florida Administrative Code Rule 60A-1.001, eligible user means "Political subdivisions, including counties, cities, towns, villages and districts, as described be Section 1.01(8), F.S., and instrumentalities thereof."
5. Per the general terms of the contract, “For the purchase of non-IT Commodities, Agencies shall request at least two (2) quotes from Enterprise-Wide Agreements with multiple vendors unless (i) the total purchase cost is less than Category Two, or (ii) the Enterprise-Wide Agreement requires a specific number of quotes to be requested or obtained. Agencies shall document the justification for any selection based on receipt of fewer than two quotes”
Two quotes were requested, from Empire Office and Pradere Designer Workspaces. Pradere Designer Workspaces is the most responsive/responsible bidder.
|
Vendor |
Total |
|
Pradere Designer Workspaces |
$187,399.60 |
|
Empire Office |
$189,842.18 |
6. Below is a summarized price breakdown by work area for the Police Department’s quote from Pradere Designer Workspaces:
|
Area |
Total |
|
1st FLR 100B |
$5,496.08 |
|
1st FLR 100C |
$5,692.37 |
|
1st FLR 104 |
$28,242.02 |
|
3rd FLR 320 WS |
$71,438.78 |
|
4th FLR 403 |
$2,125.00 |
|
4th FLR 416 |
$1,351.50 |
|
4th FLR 418 |
$14,369.35 |
|
4th FLR 430 |
$13,966.38 |
|
4th FLR 433 |
$22,985.70 |
|
Sub Total |
$165,667.18 |
|
Dismantle, Dispose of old furniture. |
|
|
Delivery and Installation |
$21,732.42 |
|
Total |
$187,399.60 |
7. Pradere Designer Workspaces has quoted a total of $21,732.42 for dismantling, disposal, delivery, and installation, representing 13% of the furniture cost. Per the piggyback contract, the reseller Pradere Designer Workspaces can provide inside delivery and installation services, at a percent of the final cost. The rates for inside delivery and installation are established by the master agreement and can range from a minimum of 16% to a maximum of 32% for the items quoted.
8. The City received better pricing for delivery and installation than minimally required by the contract, however, the delivery and installation estimate may increase if special conditions arise. Additional charges could apply for phased work, stair carries, cut stations outside the installation area, or after-hours work. The quote does not include hoisting, rigging, lifts, or electrical hardwiring. A 10% contingency amount of $18,739.96 has been set aside to cover these possible charges, in addition to any unforeseen expenses.
9. Request Commission to approve the purchase and installation of office furniture, for various areas within the Police Department, from Pradere Designer Workspace, in the amount not to exceed $206,139.56, which includes $21,732.42 for delivery and installation and a 10% owner’s contingency amount of $18,739.96, utilizing pricing established by the State of Florida Alternate Contract Source #56120000-24-ACS, via the State of New York, Office of General Services Award # 23295, pursuant to section 35.18(C)(5) of the City’s Code of Ordinances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $206,139.56, which includes $21,732.42 for delivery and installation and a 10% owner’s contingency fee in the amount of $18,739.96
b) Amount budgeted for this item is in Account No: Funds are available in account # 001-521-3001-552650-0000-000-0000 (Non-Capital - Police Support Center - Replacement of Desks).
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.