Agenda 11/18/2008 Item #10D
Agenda Item No, 100
November 18, 2008
Page 1 of 3
EXECUTIVE SUMMARY
Request Board of County Commissioners direction on purchasing furnishings for
the South Regional Library,
OBJECTIVE: Receive Board direction on the process of purchasing shelving and
furniture for the South Regional Library
CONSIDERATIONS: The South Regional Library is nearing completion, with operating
funds budgeted starting about March 2009, Actual construction is essentially finished,
with the exception of the telephone and data networks that will be provided by the
neighboring Emergency Services facility, currently in progress (scheduled to be complete
before January 2009).
Staff has worked with the project architect and interior design professionals to select
building furnishings, including both general office furniture and library specific shelving,
study carrels, computer tables, study tables, chairs and book spinners (collectively known
as 'library-specific furnishings"). General office furniture can be procured from any
office furniture supply company that provides a high quality and durable product. The
library-specific furnishings are generally purchased from vendors who specialize in these
products for all types oflibraryies,
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There are multiple vendors on State of Florida contracts that can provide appropriate
library-specific shelving and furnishings, These vendors each sell their own product lines
of library furnishings, with several grades offered. The Library has generally selected
'mid-l,'rade' lines, thus saving budget dollars while purchasing durable and attractive
furnishings.
The Library track record of extended use provcs that the furniture has been durable, The
Library Department is still using shelving and furniture procured for the East Naples
Branch Library in 1988 and others procured for the Naplcs Regional Library in 1992. In
past library construction projccts, the Library has selected the furniture vendor that
provides an appropriate style of furnishings to the particular project, but also meets the
quality and durability standards.
Because products have been on State contracts, the Library has not gone out to bid for
library shelving and library furnishings, We have purchased office furniture separately
according to the policies of the Purchasing Department.
In order to comply with the new Board directions on purchasing library shelving and
furnishings, Facilities Management issued a purchase order for design services with
Wegman Design Group, Wegman Design Group estimates that the furniture for South
Regional can be delivered by June 2009 if we follow the Board's direction and send out
bid requests for the library shelving and furnishings. This process will delay the
previously anticipated March 2009 opening of the South Regional Library,
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Agenda Item No. 100
November 18, 2008
Page 2 of 3
Use of State of Florida contracts for purchasing library shelving and furnishings, without
seeking bids from multiple vendors, will enable the Library to open the new South
Regional Library earlier-likely in late March or early April. Library shelving vendors
do not have local sales offices. Their vendors provide sales services to either a region of
or to the entire state of Florida. Lead time for ordering shelving and furnishings is
approximately ninety (90) to one hundred twenty (120) days from purchase order
approval to delivery and set-up.
Funding has been approved for the operations of the South Regional Library for seven
months of FY2009 beginning March 2009. In order to open the Library in March or
April 2009, the Library would need authorization to purchase library-specific shelving
and furnishings from Florida State Contracts and forego the currently directed bid
process. Regular office furnishings would still be bid through the new Board direction of
September 2008. Should the office items not be available if the building opens about
March 2009, the Library would provide minimal loaner furniture from other libraries
until the new office furniture arrives.
LEGAL CONSIDERATIONS: This item has been reviewed and approved by the
County Attorney's Office and is legally sufficient for Board action.-SRT
FISCAL IMPACT: Library furnishings are part of the total project costs and were
budgeted when tbe construction contract was let. No new funds are being requested.
Initial estimates of library-specific furniture costs were between $500,000 and $600,000.
An additional $100,000 was estimated for office furniture, auditorium chairs and
auditorium tables.
GROWTH MANAGEMENT IMPACT: The entire construction project contributes to
the level of service of 0.33 square foot per capita and noted in the Growth Management
Plan.
RECOMMENDATION: Staff requests direction of the Board, either: 1. Direct the
Library to purchase library-specific shelving and furniture from State of Florida
contracts in order to open the building for public use in March-April 2009; or, 2. Direct
the Library to follow the new furniture procurement policy with a new opening date of
June 2009.
Prepared by: Marilyn Matthes, Library Director
Date: October 27, 2008
Page 1 of 1
Agenda Item NO.1 00
November 18, 2008
Page 3 of 3
COLLIER COUNTY
BOARD OF COUNTY COMMISSIONERS
Item Number:
Item Summary:
100
Request Board direction on purchasing furnishings for the South Regional Library. (Marla
Ramsey, Public Services Administrator)
Meeting Date:
11/18/20089:0000 AM
Prepared By
Marilyn Matthes
Library Assistant Director
Date
Public Services
Library
10/24/20084:00:27 PM
Approved By
Marla Ramsey
Public Services Administrator
Date
Public Services
Public Services Admin.
10/30/20083:01 PM
Approved By
Steve Carnell
Purchasing/General Svcs Director
Date
Administrative Services
Purchasing
11/3/2008 1 :00 PM
Approved By
OMS Coordinator
Applications Analyst
Date
Administrative Services
Information Technology
11/3/20083:33 PM
Approved By
Susan Usher
Senior ManagementfBudget Analyst
Date
County Manager's Office
Office of Management & Budget
11/6/200810:14AM
Approved By
James V. Mudd
Board of County
Commissioners
County Manager
Date
County Manager's Office
11/6/200812:55 PM
file://C:\AgendaTest\Export\ 1 16-Novernber%2018,%202008\1 0.%20COUNTY%20MAN... 11/12/2008