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HomeMy WebLinkAboutPR 23619: PURCHASE OF FURNITURE IN VARIOUS SPACES IN CITY HALL s4.4.444 «rr rtJrur Torus www.PortArthurTx.gov INTEROFFICE MEMORANDUM Date: April 24, 2024 To: The Honorable Mayor and City Council Through: Ronald Burton, CPM, City Manager From: Flozelle C. Roberts, EIT, MEng, MBA, CPM, Public Works Director RE: P.R.23619 — Purchase of Furniture in Various Spaces in City Hall for $102,240.16 from Hernandez Office Solutions of Nederland, Texas, through the Region 5 Cooperative Purchasing Program Introduction: This agenda item requests Council's approval for the purchase of furniture in various spaces in City Hall as describe in the background. Background: The current furniture in our municipal building has been in use for numerous years, showing signs of wear and tear. Investing in new furniture is essential to maintain a professional image, for safety and accessibility, for long-term cost savings, and to enhance public perception as City Hall is a symbol of local government where visitors form impressions of our city based on their experiences at City Hall. The purchase of updated furniture will create a welcoming environment. Areas that will receive the updated furniture are listed in the following table. "Remember,we are here to serve the Citizens of Port Arthur" 444 4th Street X Port Arthur,Texas 77641-1089 X 409.983.8182 X FAX 409.983.8294 Location Cost Account Description Account Number $6,451.06 City Hall Renovations BU0002-OTH 1st Floor Lobby 307-21-049-8512- 00-10-000 $4,894.12 City Hall Renovations BU0002-OTH 1st Floor Annex 307-21-049-8512- 00-10-000 2nd Floor Annex $6,850.69 City Hall Renovations BU0002-OTH C 307-21-049-8512- Conference Room 00-10-000 2nd Floor Office $6,148.84 Public Works Administration 001-21-049-8513- Furniture and Fixtures 00-70-000 3rd Floor $9,198.42 City Hall Renovations BU0002-OTH C 307-21-049-8512- Conference Room 00-10-000 3rd Floor Office $6,904.98 Public Works Administration 001-21-049-8513- Furniture and Fixtures 00-70-000 3rd Floor Office $5,897.05 Public Works Administration 001-21-049-8513- Furniture and Fixtures 00-70-000 4th Floor $13,995.91 City Hall Renovations BU0002-OTH 307-21-049-8512- Conference Room 00-10-000 5th Floor $14,517.58 City Hall Renovations BU0002-OTH C 307-21-049-8512- Conference Room 00-10-000 $14,601.51 City Hall Renovations BU0002-OTH 5th Floor Lobbies 307-21-049-8512- 00-10-000 $12,780.00 City Hall Renovations BU0002-OTH Installation 307-21-049-8512- 00-10-000 Total $102,240.16 City Hall Renovations - $83,289.29 PW Admin Office Supplies - $18,950.87 Budget Impact: Hernandez Office Solutions of Nederland,Texas,which maintains contract number 20231009 with the Region 5 Cooperative Purchasing Program, provided a competitive quote for the requested furniture for $102,240.16. The City Hall Renovations Fund Account, 307-21-049- 8512-00-10-000, Project Number BU0002-OTH, and the Public Works Administration Furniture and Fixtures Account, number 001-21-049-8513-00-70-000, will fund the furniture as indicated in the above table. "Remember,we are here to serve the Citizens of Port Arthur" P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743 Recommendation: The City of Port Arthur City Council is recommended to approve PR 23619 authorizing the City Manager to purchase furniture for various locations in City Hall from Hernandez Office Solutions of Nederland, Texas, through the Region 5 Cooperative Purchasing Program. "Remember,we are here to serve the Citizens of Port Arthur" P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743 PR 23619 04/24/2024 FCR Page 1 of 4 RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO PURCHASE OFFICE FURNITURE FOR VARIOUS DEPARTMENTS WITHIN CITY HALL FROM HERNANDEZ OFFICE SOLUTIONS OF NEDERLAND, TEXAS, THROUGH THE REGION 5 EDUCATION SERVICE CENTER SOUTHEAST TEXAS COOPERATIVE PURCHASING PROGRAM CONTRACT NO. #20231009 IN THE AMOUNT OF $102,240.16. FUNDS ARE AVAILABLE IN THE CITY HALL RENOVATIONS FUND ACCOUNT 307-21-049-8512-00-10-000, PROJECT NUMBER BU0002-OTH ($83,289.29) AND IN THE PUBLIC WORKS ADMINISTRATION OFFICE SUPPLIES ACCOUNT 001-21-049-8513-00-70-000 ($18,950.87) WHEREAS,the current furniture in our municipal building has been in use for numerous years, showing signs of wear and tear; and, WHEREAS, investing in new furniture is essential to maintain a professional image, for safety and accessibility, for long-term cost savings, and to enhance public perception as City Hall is a symbol of local government where visitors form impressions of our city based on their experiences at City Hall. The purchase of updated furniture will create a welcoming environment; and, WHEREAS, the City Hall Renovations account 307-21-049-8512-00-10-000, Project Number BU0002-OTH, will fund furniture in the 1st floor lobby, 2nd floor conference room, 3rd floor conference room, 4th floor conference room, 5th floor conference room, and the 3rd and 5th floor lobbies; and, WHEREAS,the Public Works Administration Office Supplies account 001-21-049-8513- 00-70-000 will fund the office furniture; and, WHEREAS, pursuant to Chapter 271, Subchapter D of the Texas Government Code, a city, by resolution of its governing body, may participate in cooperative purchasing programs PR 23619 04/24/2024 FCR Page 2 of 4 established by the State Facilities Commission for the purchase of goods at prices established through purchase contracts of the Commission; and, WHEREAS,per Resolution Number 20-019,the City of Port Arthur entered into interlocal agreements for cooperative purchasing with Region 5 Education Service Center Southeast Texas Cooperative Purchasing Program; and, WHEREAS, the purchase and installation of office furniture is procured through the Region 5 Cooperative Purchasing Program,where the State and Federal Government have competitively awarded these contracts; and, WHEREAS, Hernandez Office Solutions will provide and install office furniture for City Hall for the projected budgetary amount of$102,240.16 (attached hereto as Exhibit A); and, WHEREAS, the Public Works Department recommends awarding the purchase contract to Hernandez Office Solutions of Nederland, Texas, through their Region 5 Contract number 20231009; now, therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: THAT,the facts and opinions in the preamble are true and correct; and, THAT,the City Manager is herein authorized and directed to purchase the City Hall furniture from Hernandez Office Solutions of Nederland, Texas, through the Region 5 Contract number 20231009 as delineated in Exhibit A; and, THAT, funding is for the total purchase of $102,240.16 with $83,289.29 being funded from the City Hall Renovations Fund account number 307-21-049-8512-00-10-000,project PR 23619 04/24/2024 FCR Page 3 of 4 number BU0002-OTH, (Exhibit B) and $18,950.87 being funded from the Public Works Administration Office Supplies accound number 001-21-049-8513-00-70-000 (Exhibit C); and, THAT, a copy of the caption of this Resolution be spread upon the Minutes of the City Council. READ,ADOPTED AND APPROVED this the day of ,A.D. 2024, at a meeting of the City of Port Arthur, Texas,by the following vote: Ayes: Mayor: Councilmembers: Noes: Thurman Bill Bartie Mayor ATTEST: Sherri Bellard, TRMC City Secretary APPROVED AS TO FORM: Japes . Black, Esq. InkDa City Attorney PR 23619 04/24/2024 FCR Page 4 of 4 APPROVED FOR ADMINISTRATION: Ronald Burton, CPM City Manager 0 2 e zelle l' 'oberts, E , Eng, MBA, CPM Directo 4 'ublic W i : APPROVED AS FOR THE AVAILABILITY OF FUNDS: C. Lyn yn Boswell, ICMA-CM, MA Director of Finance Clifton E. Williams, Jr., CPPB Purchasing Manager PR No.23619 EXHIBIT A ahers Have e^ Noe it.A It 4 •o, I:4;0 ;4A' HERNANDEZ `r440 4. . * •AAi *fit AL HERNANDEZ ..r. OFFICE SOLUTIONS We Have Roots 04/22/2024 CONTRACT: REGION 5#20231009 CITY OF PORT ARTHUR CITY HALL QUOTE ATTN:CITY OF PORT ARTHUR 444 4m STREET PORT ARTHUR,TX 77640 ROOM LIST QUOTE 1ST FLOOR LOBBY $16,756 $6,451.06 1ST FLOOR ANNEX $12,712 $4,894.12 2ND FLOOR CONFERENCE ROOM $17,794 $6,850.69 2ND FLOOR ANNEX OFFICE $15,971 $6,148.84 3RD FLOOR CONFERENCE ROOM $23,892 $9,198.42 3RD FLOOR OFFICE $17,935 $6,904.98 3RD FLOOR#340 $15,317 $5,897.05 4TH FLOOR CONFERENCE ROOM $36,353 $13,995.91 5m FLOOR CONFERENCE ROOM $37,708 $14,517.58 5TH FLOOR LOBBY $37,926 $14601.51 TOTALS $232,364 $89,460.16 INSTALL $12,780 TOTAL: $102,240.16 SPECIAL ORDER/NON-RETUNABLE DELIVERY 6-8 WEEKS THANK YOU, MRS.TYLER WASHINGTON 409-790-7163 & MRS. KAYLEIGH KASSEROLER 409-719-1842 PR No.23619 EXHIBIT B 0 M i* • Z (N Z 0 rr•1 0 n 0 f�1 ♦ Z p 71.. 00 K D rn a --0 r �A O i v'1� Z_i . 0 0 O < 0 m ! z p r rn B 71 > I o> I o D— Z C 0 OV1 rr1 oD 1 z� —1z g 0rn -1 O t 21 rrl Z O< i? 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