SUBJECT/RECOMMENDATION:
Title
Authorize a purchase order to Commercial Design Services of Tampa, FL for replacement furniture, fixtures, and equipment for the Clearwater Beach Library at the Clearwater Beach Recreation Center in the amount of $193,038.15 pursuant to Clearwater Code of Ordinances Section 2.563(1)(c), piggyback, and authorize the appropriate officials to execute same. (consent)
Body
SUMMARY:
Due to the impacts of Hurricane Helene (September 26-27, 2024) and Hurricane Milton (October 9-10, 2024), the Clearwater Beach Recreation Center (CBRC), which houses the Clearwater Beach Library, sustained significant damage.
Parks & Recreation initiated negotiations with the City’s Architect of Record, Williamson Dacar Associates d/b/a Williamson Design Architects (WDA), to provide design services for flood damage repairs and renovations to the CBRC. During this process, it was determined that additional design services were needed for the library, which were approved by City Council on August 7, 2025.
The library now requires replacement furniture and fixtures to restore the facility to its pre-storm condition and allow for reopening to residents and visitors.
Authorization is requested to procure the required furniture and fixtures by piggybacking the following contracts for a total expenditure amount of $139,546.23:
• State of Florida Contract #56120000-NY-24-ACS, valid through December 1, 2028, in the amount of $130,977.34
• TIPS (The Interlocal Purchasing System) Contract #22010701-Frasch, valid through April 30, 2027, in the amount of $1,398.81
• TIPS (The Interlocal Purchasing System) Contract #230301-Gressco, valid through May 31, 2028, in the amount of $6,526.40
• OMNIA Partners Contract #R240114, valid through December 31, 2027, in the amount of $643.68
The delivery and installation portion of the purchase, totaling $53,491.92, is considered impractical to competitively solicit separately because the services are directly tied to the furniture and fixtures being procured through the referenced cooperative contracts. Utilizing the associated vendor installation services ensures compatibility, maintains manufacturer warranties, and supports timely restoration and reopening of the Clearwater Beach Library following the hurricane-related damage.
The total Beach Library contents adjusted loss value is $410,560.31 less a deductible of $8,956.01 = $401,604.30 of estimated net insurance recoveries. The request to pay $193,038.15 represents a percentage of the total anticipated insurance. The loss location was reported to FEMA and the deductible amount may be eligible for FEMA reimbursement.
APPROPRIATION CODE AND AMOUNT:
This purchase will be coded to special program 181-D2402, Hurricane Helene. Staff is pursuing insurance and FEMA reimbursements.
USE OF RESERVE FUNDS:
N/A
STRATEGIC PRIORITY:
Approval of the purchase order supports several Strategic Plan Objectives, including:
• 1.2: Maintain public infrastructure, mobility systems, natural lands, environmental resources, and historic features through systematic management efforts.
• 2.3: Promote Clearwater as a premier destination for entertainment, cultural experiences, tourism, and national sporting events.
• 3.2: Preserve community livability through responsible development standards, proactive code compliance, and targeted revitalization.
