Agenda 09/09-10/2008 Item #10D
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EXECUTIVE SUMMABY
AGENDA 11EM l'
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I SEP 0 07 2003 D b
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Recommendation to approve plan for immediate and long term purchases of systems furniture for
various County facilities. (Steve Carnell)
OBJECTIVE:To obtain direction from the Board regarding future purchases of systems furniture.
CONSIDERATIONS:
On May 27,2008, the Board of County Commissioners asked the Citizen’s Productivity Committee
to review questions regarding the County’s current process for the purchase and installation of
systems or modular furniture, The Productivity Committee met on June 18 and shortly thereafter issued a
report that found that “Co/lier County has a sound approach to planning and acquiring
furniture”. The report encouraged staff to re,evaluate existing product standards and procurement
methods pertaining to systems furniture and proffered the following specific recommendations:oConduct a
market review to determine il there are credibie alternatives to the existing standardized (Steel case and
Herman Miller) products, This review would include several factors including price, quality, compatibility
with existing products and the availability of a qualified local service dealer. oVerify that all services under
the existing agreements are being provided at the lowest price available, oDetermine if there are other
Steel case and Herman Miller dealers in the region who can provide better or less expensive service than
our current dealers.oConsider forming a staff committee to review the current office furniture
policy, Pursuant to and in tandem, with the recommendations of the Productivity Committee, staff
recommends that the following actions be taken:1.The County hires an independent professional
architect/interior designer to evaluate current systems furniture manufacturers and products available
under the State of Florida contract. The analysis would include the following tasks:a,Compare the quality,
capability and life cycle costs associated with each of the various product lines to identify those that
provide the best value to the County,b,Determine whether there are any viable, market proven methods to
interconnect competing product lines.c, Identify and match comparable product lines from each
manufacturer to facilitate precise product comparisons and prospective future price competition,d.Review
and recommend changes to the County’s current configuration standards.e,Provide
recommendations concerning future procurement strategies,lt is estimated that it will take 120 days to
procure and complete the proposed study. The consultant’s report and recommendations will be
brought to the Board for approval prior to implementation.2.Between now and the receipt and
implementation of the consultant’s recommendations, staff would recommend procuring systems
furniture as follows:a.Purchases of $100,000 or less for new installations would be procured through the
State of Florida contract. Design and delivery/installation services would be negotiated centrally by the
Purchasing Department utilizing State of Florida contracts and relevant guidelines. All orders would be
closely reviewed by the Facilities Management Department for compliance with prevailing office
configuration standards.b. For purchases greater than $100,000, product for new installations would be
procured through the State Contract. Installation services would be formally competed among Steelcase
and posSibly Herman Miller dealers within Florida, This process will require the County to purchase design
services in advance of the formal competition solicitation for delivery/installation services and will likely
lengthen the delivery time for various projects, All such contracts wouid be brought to the Board for
award.AII purchases of products and services associated with reconfiguring existing furniture under 2.a or
2.b would be procured through that product line within that work area(s),3,The Purchasing and Facilities
Management departments have formed a task team to implement the proposed plan. Other Board
departments and County agencies will be invited to participate where appropriate.
FISCAL IMPACT:The estimated cost of the study would not exceed $25,000. Funding is available in
Project Number 52525,
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GROWTH MANAGEMENT IMPACT;There is no impact on the Growth Management PI~n:"~--
LEGAL CONSIDERATIONS:N/A.
RECOMMENDA TJON:That the Board of County Commissioners authorizes staff to modify current
practices and investigate future purchases of systems furniture in a manner consistent with the County
Productivity Commiltee’s recommendations,
Prepared By:
Department
Purchasing
Date
8/28/20084:12:54 PM
Approved By:
Department Approval Date
Adminstrative Approved 8/29/200812:27 PM
Services
_co
Approved By:
Department Approval Date
Office of
Management Approved 8/29/2008 6:22 PM
and Budget
Approved By:
Department
Approvai
Date
County
Approved
Manager's Office
8/30/2008 12:55 PM
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