CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Single Source Procurement 26-068, Electric Utility Furniture, to Conklin Office Services, Inc. for an amount not to exceed $171,240.12
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DEPARTMENT: Electric Utility
SUBMITTED BY: Brian Groth, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The Electric Utility (Utility) is requesting approval to proceed with Phase Three of the Electric Service Center - Suite 100 office remodel. This multi-year project began three years ago to modernize the original workspace, which has remained largely unchanged since the 1980s. The furniture included in this phase will enhance ergonomics, improve functionality, and optimize space utilization for staff. In addition, these updates will create a more contemporary and professional environment for current employees and help attract prospective employees.
When office renovation requires new furniture, it is the Department of Public Works - Public Building Operations (DPW-PBO) standard to use re-furbished Steelcase office furniture purchased from Conklin Office Furniture (Conklin). Using Steelcase office furniture allows for consistency throughout City buildings so that pieces can be re-used or interchanged, when possible, with the same materials and finishes. The Utility worked with DPW-PBO to configure the equipment to be consistent with the furniture standards in use throughout the Utility and other City buildings.
DISCUSSION:
This Single Source Procurement is requested for a one-time purchase of office furniture and related materials, labor, and shipping costs. The Utility has identified this purchase as a Single Source Procurement because, while Conklin is not the sole distributor of Steelcase office furniture, they have a significant inventory of refurbished office furniture available at a lower price point. Other vendors routinely mix refurbished Steelcase products with other office furniture brands to complete the furniture setup. This results in pieces that are not interchangeable, and pricing is difficult to compare.
Conklin is the only vendor DPW-PBO has found that consistently provides the requested refurbished Steelcase furniture. If not awarded, the Utility would need to source and furnish office space with new furniture that would not be consistent with the existing systems. Also, this would represent a significantly higher cost when purchasing new versus refurbished units. Conklin has also supplied furniture for use in both phase one and two remodels.
The term of the contract is from March 15, 2026 to December 31, 2026
FISCAL IMPACT:
CIP #: MB229
Furniture for the Electric Utility’s office remodel is expensed to the Infrastructure account listed below. The Electric Utility included $300,0000 in the budget for expenses related to MB229, Electric Service Center Remodel. The award requested is within the amount budgeted for this expense.
|
Account Number |
Fund Description |
Total Budget Amount |
|
40251300-551502 |
Electric Utility Fund |
$25,151,500 |