CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Sole Source Procurement 25-135, Electric Service Center Office Furniture, to Conklin Office Services, Inc. for an amount not to exceed $138,708
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DEPARTMENT: Electric Utility
SUBMITTED BY: Brian Groth, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
This Sole Source procurement will complete the Phase 2 improvements in the Electric Service Center (ESC) in Suite 100. The workspace has remained unchanged since it was constructed in the 1980’s and the furniture will improve ergonomics, functionality, and space utilization for the staff.
When office renovations require new furniture, it is the Department of Public Works - Public Building Operations (DPW-PBO) standard to use re-furbished Steelcase office furniture. This allows for consistency throughout City buildings so that pieces can be re-used or interchanged.
DISCUSSION:
This Sole Source is for a one-time purchase of office furniture, related material, shipping, and labor needed for installation. The Electric Utility (Utility) has identified this purchase as a Sole Source because, while Conklin Office Furniture (Conklin) is not the sole distributor of Steelcase office furniture, they have a significant inventory of refurbished office furniture. When seeking quotes from other vendors, they 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 this Sole Source was not awarded, the Utility would have to source and furnish office space with new furniture that would not be consistent with the existing systems in other municipal buildings. Also, this would represent a significantly higher cost to the City when purchasing new versus refurbished units.
The furniture is expected to be delivered and installed by December 31, 2025.
FISCAL IMPACT:
CIP #: MB229
Electric Service Center office furniture is expensed to the Infrastructure account listed below. The purchase and installation of new office furniture at the Electric Service Center is being done as a part of MB229, the Electric Service Center Improvements. The 2025 budget includes $250,000 for MB229. The award requested is within the amount budgeted for this expense.
|
Account Number |
Fund Description |
Total Budget Amount |
|
40251300-551502 |
Electric Utility Fund |
$27,261,400 |