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New Business 1.
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| Brentwood City Commission Agenda |
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| Information |
| Subject |
| Resolution 2020-97 - Agreement with Synergy Business Environments for Purchase of Furniture for Police Headquarters Facility and City Hall |
| Background |
As part of the initial planning for the Police HQ project currently under construction on Heritage Way and planned for completion in spring of 2021, staff worked with the design team to identify preferred furniture configurations and product lines. This included showroom visits for several office furniture manufacturers to help narrow down the features, finishes, durability, and reliability standards desired by the department. The goal was to identify the product line that provided the best combination of functionality, look, durability, and cost, given the expected occupancy and use of the various spaces within the building.
This effort resulted in the identification of the Allsteel and Knoll product lines as being two that best fit the needs of the project. Both of these product lines are available under a cooperative purchasing agreement that the City is a member of, and both have representation arrangements with office system supply firms here in Middle TN. Note that the City cannot buy direct from the manufacturer, but must purchase through the local representatives.
While purchasing under the cooperative eliminates the need for sealed competitive bidding, staff still felt it was necessary to gauge the pricing difference between the two product lines identified. To accomplish this, the interior designer on the design team developed specifications for a standard office arrangement planned for the building as well as training tables and task chairs and asked each supplier to price these items using their OMNIA cooperative purchasing pricing agreements. The end result of this preliminary pricing effort showed that the Allsteel line represented by Synergy Business Environments (SBE) was approximately 26% lower in cost than the Knoll line (see attached analysis). Based on these results, staff and the design team selected Allsteel as the primary furniture line for the project and began working with SBE to fully specify all furniture for the facility.
In finalizing the hundreds of furniture pieces, it was determined that there were certain specialty items that were not available under the Allsteel product family (which includes Gunlocke). Most of these items are available from other manufacturers that are also covered under the OMNIA or Sourcewell purchasing cooperatives through SBE. However, there are several specialty items not available through a vendor covered under a cooperative purchasing agreement. These items are available through SBE and include:
- Landscape Forms - outdoor furniture ($19,058.82)
- Norix - specialty interview room chairs ($525.58)
- Krug - specialty quiet room chairs ($6,117.45)
- Formaspace - DET work table ($2,280.16)
The total of these non-purchasing cooperative items purchased through SBE is $29,948.01, including shipping and installation. Staff is recommending waiver of competitive bidding for the collective purchase of these specialty items from various vendors so that all furniture is being coordinated and installed by SBE.
The final price quote from SBE for the Police HQ furniture totals $577,637.09 as summarized below.
| BRENTWOOD POLICE DEPARTMENT - PRICING SUMMARY SHEET PER MANUFACTURER |
| MANUFACTURER |
TOTAL PRICE |
CONTRACT |
| Allsteel |
$ 354,574.62 |
OMNIA Contract R191802 |
| Gunlocke |
$ 47,548.32 |
OMNIA Contract R191802 |
| Enwork |
$ 15,486.68 |
OMNIA Contract R191819 |
| OFS Brands |
$ 10,670.67 |
OMNIA Contract R191813 |
| Safco |
$ 24,333.50 |
OMNIA Contract R191814 |
| Humanscale |
$ 95,075.29 |
Sourcewell Contract 121919-HMN |
| Non-Contract Items |
$ 29,948.01 |
Standard Commercial order |
| TOTAL |
$ 577,637.09 |
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Finally, staff is recommending replacement of the meeting room tables in the City Hall Annex Room as part of this large scale furniture purchase. The proposed tables for the Annex Room are the same flip top tables purchased a few years ago for the Library meeting rooms. A total of eighteen tables are proposed to be purchased through SBE from Safco under the OMNIA cooperative purchasing agreement for a total cost of $7,937.85.
Computer generated photos of the various room furniture types and configurations are attached. If you have any questions, please contact the City Manager or Police Chief. |
| Staff Recommendation |
Staff recommends approval of the attached resolution authorizing the purchase and installation of furniture by Synergy Business Environments for the Police Headquarters project. The specific recommended actions are as follows:
- The purchase of $547,689.08 in furniture from Allsteel and various other manufacturers under OMNIA and Sourcewell cooperative purchasing agreements.
- The purchase of $29,948.01 in furniture direct from SBE through waiver of competitive bidding.
- The purchase of tables for the City Hall Annex Room in the amount of $7,937.85 from Safco through SBE under the OMNIA cooperative purchasing agreement.
- Contingency funding authorization of $50,000 for additional furniture items or needed design changes that may be identified through the full implementation of this project and final installation of furniture pieces.
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| Fiscal Impact |
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| Fiscal Impact: |
| The overall budget for the Police HQ project included a $635,000 allowance for furniture. Thus, sufficient funds are available in the FY 2021 Capital Projects Fund budget for this purchase. |
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| Fiscal Impact: |
| Sufficient funds are available in the overall budget of the Municipal Center Fund for replacement of the Annex Room tables. |
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| Fiscal Impact: |
| Staff is recommending a Commission approved $50,000 contingency funding allowance to cover furniture design changes or additions that may be identified through the full implementation of this project and final installation of the furniture. Use of this contingency would only be via written authorization from City staff to SBE. |
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