Broward County Commission Regular Meeting
Director's Name: George Tablack
Department: Finance and Administrative Services Division: Purchasing
Information
Requested Action
title
MOTION TO AUTHORIZE Purchasing Director to purchase on an as-needed basis from the open-end contract awarded vendors under the State of Florida Contract No. 56120000-24-NY-ACS (State Contract), for Furniture, All Types, through New York State (Lead Agency), Solicitation No. 23295, for Group 20915 - Furniture, All Types, including as the list of awarded vendors is modified by the State from time to time under the State Contract, for the term of the State Contract (currently December 1, 2028) including any renewal of the State Contract through December 1, 2033, up to a total aggregate estimated amount of $9,600,000, subject to execution of an appropriate participating addendum with the applicable vendor(s) or inclusion of additional legal terms in the applicable solicitation or quotation request as determined legally necessary by the Office of the County Attorney; and authorize the Director of Purchasing to execute any applicable participating addenda and issue and award the applicable solicitations or quotation requests, subject to review and approval for legal sufficiency by the Office of the County Attorney, and to renew the contracts as renewed by the State of Florida.
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Why Action is Necessary
In accordance with Broward County Procurement Code Section 21.47(a), Award and Execution Authority, Board approval is required for awards exceeding $500,000, inclusive of the value of any renewals or extensions provided for in the contract, and Section 21.53, Duration of Contracts, for County contracts exceeding five years in duration.
What Action Accomplishes
Provides for the purchase and delivery of furniture for all Broward County agencies through an extensive list of suppliers awarded by the State of Florida.
Goal Related Icon(s)
☐County Commission
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Previous Action Taken
None.
Summary Explanation/Background
THE PURCHASING DIVISION AND THE PUBLIC WORKS DEPARTMENT/FACILITIES MANAGEMENT DIVISION RECOMMEND APPROVAL OF THE ABOVE MOTION.
The Office of Economic and Small Business Development did not reserve this project for Small Business Enterprises or assign County Business Enterprise participation goals based on use of State of Florida contract (Exhibit 1).
The purpose of this item is to use the cooperative contracts established through other governmental entities including the State of Florida to procure furniture and related services for various Broward County agencies at multiple locations. The Facilities Management Division (FMD) requests to use the State of Florida Department of Management Services Alternate Contract Source No. 56120000-24-NY-ACS, Furniture, All Types, (State Contract). By using the State Contract, Broward County will have contracts with multiple vendors to acquire new and replacement furniture products, as well as extended warranties, at lower prices and reduce the administrative time and cost associated with processing and awarding its own contracts to multiple vendors. The Purchasing Division and FMD have determined that the State Contract will provide cost-effective pricing and warranties from a streamlined source of supply to maintain Broward County operations.
The State Contract resulted from a competitive solicitation issued by the State of New York (Solicitation No. 23295, for Group 20915 - Furniture, All Types), which opened June 28, 2023, and resulted in contract awards to 49 different furniture vendors (Exhibit 3). The initial term of the State Contract commenced on January 10, 2024, and is effective through December 1, 2028, with an option to renew for an additional five-year term through December 1, 2033 (Exhibit 2).
FMD and the Purchasing Division have reviewed the awarded vendors’ offered discounts and found them to be fair and reasonable, which will allow Broward County to take advantage of lower costs based on large volume discounts and economies of scales, while reducing administrative and shipping costs. A survey was conducted to determine County-wide usage of the contract to establish an estimated annual amount for all awarded contracts (Exhibit 4).
The amounts referenced in this agenda item were rounded to the nearest whole dollar.
Source of Additional Information
Robert E. Gleason, Director, Purchasing Division, (954) 357-6070.
Fiscal Impact
Fiscal Impact/Cost Summary
This open-end contract has an estimated amount of $9,600,000 over a potential nine-year period. The funds estimated for the current Fiscal Year are included in the current Fiscal Year budget.
Requisition No. FMD0025486