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Brentwood City Commission Agenda

Meeting Date:	07/08/2019
Resolution 2019-69 - Office Furniture for Circulation and Technical Services Workspaces
Submitted by:	Susan Earl, Library
Department:	Library

Information

Subject

Resolution 2019-69 - Replacement of Office Furniture for Two Library Workrooms

Background

The original portion of the John P. Holt Brentwood Library building will be 21 years old this September. Over this time, modifications have been made to the way certain operations are staffed, and the workflow within those areas has been adjusted accordingly. In the Technical Services and Circulation workrooms, changes are needed to the existing furniture to make those spaces more efficient, and in the case of Technical Services, to also improve workplace safety. The necessity of these types of improvements was noted in the Library's Strategic Plan, adopted in 2015.

Unlike the existing workstations in Technical Services, proposed new furniture will be designed to allow staff to see across the room, specifically to the staff entrance where deliveries are accepted. In Circulation, the furniture will be designed to improve workflow and improve adaptability during seasonal volume increases, such as during the Summer Reading Program.

The project would be coordinated by Cushman-Wakefield, the City's property management firm, with delivery and installation cost included in the purchase price. A total of $36,000 was included within Library's approved FY 2020 operating budget for this purpose.

Similar to the purchase of the meeting room tables in FY 2019, the City will utilize The Interlocal Purchasing System ("TIPS"), a joint purchasing cooperative approved last year by the City Commission. The use of a joint purchasing cooperative such as TIPS meets the competitive bidding requirements of state law and the City's purchasing ordinance.

Staff Recommendation

The staff has purposely met with different office vendors in the area, but Nashville Office Interiors was the best price and can stay within the budget. Staff purposely selected furniture that was functional and easier to move in case another configuration was necessary to meet the needs of the community. Staff recommends the purchase.

Previous Commission Action

The City Commission approved the City's participation in the TIPS purchasing consortium via Resolution 2019-09 on January 14, 2019.

Fiscal Impact

Amount :	$31,855.80
Source of Funds:	General Fund
Account Number:	110-44800-89565

Fiscal Impact:

A total of $36,000 was budgeted for this purpose in the Library's adopted FY 2020 operating budget. Funding was originally included in the R/M Buildings line, but will be moved to the Fixtures and Furniture line as a more appropriate source for this expenditure.

Attachments
Resolution 2019-69
Contract No. 2019-077
Signed Resolution & Contract