CC MEETING: October 22, 2024
DATE: October 10, 2024
TO: Erin Rinehart, City Manager
FROM: Melissa Everett, Finance Director
Chrystal Davis, Assistant City Manager
Title
Consider A Resolution Authorizing The City Manager To Enter Into Agreements With Various Furniture Vendors Through Interlocal Cooperative Agreements With Collin County Governmental Purchaser’s Forum And Collin County College In An Amount Not To Exceed $550,000.00
Body
BACKGROUND:
The Finance Department maintains the citywide furniture contract, which supports the City’s administrative directive of providing a consistent and uniform look for furniture purchases across the City. The contract is primarily used for planned furniture purchases requested by departments and replacement items to keep on-hand, such as office chairs. The contract is also used by other departments for as-needed furniture purchases throughout the fiscal year.
The City of Carrollton currently contracts City furniture purchases with Collin County College through the Collin County Governmental Purchaser’s Forum (CCGPF). However, the current contract was rebid as Request for Proposal (RFP) Number FY2024-RFP-003 to procure furniture items and services on behalf of the District and CCGPF members.
Eight (8) responses were received and evaluated. The proposals submitted by Facilitech dba Business Interiors, GL Seaman & Company, Wilson Bauhaus Interiors, Plano Office Supply, Indeco Sales, Blue Box LLC, Library Interiors of Texas LLC, and Lakeshore Learning Materials, LLC were determined to be responsive to all solicitation requirements, while providing the best value and demonstrating a proven background providing quality and reliable goods and services.
The award provides access to the above vendors, along with substantial cost savings for furniture and design services. Being able to contract with multiple vendors also provides departments greater choice for furniture purchases and alternatives in the event goods or services aren’t available from certain vendors.
FINANCIAL IMPLICATIONS:
The City maintains a furniture budget of $60,000.00 for planned and replacement furniture purchases each fiscal year which is overseen by the Finance Department - Purchasing Division. An additional $200,000.00 is also included as part of the City Hall Phase II remodel to upgrade cubicles and furniture for the affected Departments. Other furniture may be purchased as needed from various department budgets in an amount not to exceed $290,000.00.
IMPACT ON COMMUNITY SUSTAINABILITY:
This project supports and aligns with the City Council’s goals and objectives of adapting business practices to respond to changing conditions and to allocate resources for optimal results.
STAFF RECOMMENDATION/ACTION DESIRED:
Staff recommends approving a resolution to enter into agreements with various furniture vendors through an Interlocal Cooperative Agreement with the Collin County Governmental Purchaser’s Forum and Collin County College in an amount not to exceed $550,000.00