SUBJECT/RECOMMENDATION:
Title
Authorize Purchase Orders to BOS Tampa to provide furniture for the New City Hall (22-0019-EN) and MSB Renovations (23-0035-EN) projects in the not to exceed amount of $2,300,000.00 pursuant to Clearwater Code of Ordinances Section 2.563 (1)(c), Piggyback. and 2.563(1)(d), Non-competitive purchase (impractical), and authorize the appropriate officials to execute same. (consent)
Body
SUMMARY:
The City received four furniture package quotes from American Interiors, BOS, Empire, and Workscapes. After shortlisting Workscapes and BOS, BOS was selected based on lower pricing and superior quality. The proposed furniture line, Haworth, is recognized as “Forever” furniture, offering long-term flexibility with ability to expand and replace components for years to come. Comparable to building blocks, the Haworth line is both versatile and durable, ideal for long-term use and easy reconfiguration by the City as needed. BOS agreed to hold their pricing for over two years, well beyond typical industry standards, to support both the Fall 2025 MSB move-in and the August 2026 New City Hall staff move-in.
City staff gained significant knowledge working in lower cubical configurations over the past few months and identified opportunities to improve productivity through minor adjustments to the original furniture. Based on this feedback, the City is refining the quotes to include additional allowances for these modifications. Staff is actively reassessing opportunities to incorporate additional reusable furniture items, which may result in quantity adjustments.
Cost saving efforts include reuse of many existing desk chairs, Customer Service lobby seating, and select office furniture at the MSB, as well as the city purchasing furniture directly to avoid CMAR fees and benefit from tax savings.
The BOS proposal currently estimates $756,149.48 for City Hall and $1,444,841.50 for the Municipal Services Building (MSB). While both proposals include a “Finish Allowances and Adjustments for City Refinements” line item, staff is requesting an additional 4.5% ($99,009.02) to cover any unforeseen adjustments prior to staff occupancy. This brings the total proposed amount to $2,300,000.00.
The BOS proposal is based on Florida State Contract #56120000-24-NY-ACS, Furniture, All Types, valid through December 1, 2028. Additional discounts have been provided by BOS on several line items. BOS is an authorized dealer for Haworth, VIA Inc., JSI Inc., Affordable Interior Systems, OFS Brands, and Humanscale Corp. While a small portion of the requested furniture (approximately 11% for open market items, freight and installation) is not covered under the State Contract, competitively bidding those items separately is considered impractical due to their relatively low value, combined freight and installation costs, volume pricing discounts, and the benefits of working with a single supplier and project manager to ensure streamlined installation and warranty support.
Furniture installation is anticipated to take approximately two months for each location, with a phased move-in for MSB staff, prioritizing staff currently working in leased spaces.
An administrative change order with Ajax Builders will be processed to deduct the furniture allowance from the City Hall GMP. The City Hall GMP included an allowance of $750,000. Furniture was not included in the MSB GMP.
APPROPRIATION CODE AND AMOUNT:
ENGF220001-CONS-CNSTRC $790,161.08
ENGF230001-CONS-CNSTRC $1,509,838.92
Funding is available in Capital Improvement Projects, ENGF220001, New City Hall and ENGF230001, MSB Renovations, to fund the purchase orders. These are funded by General Fund Revenues.
STRATEGIC PRIORITY:
The City Hall and MSB Renovations project supports the five strategic priorities below. The new City Hall facility, a 2-story 40,303 square foot building on a 1.68-acre site, creates a streamlined government service center, adjacent to Clearwater Police headquarters, Municipal Services Building (MSB) and city parking garage, to provide improved customer service and efficient use of existing facility space with the pending MSB renovations. The City Hall project is expected to achieve LEED Silver certification with the US Green Building Council, the first built by the City of Clearwater. Relocating City Hall to this site sparked development of the bluff waterfront with proposed apartments, commercial space and hotel expected to break ground in 2025. The project includes enhanced indoor air quality strategies, energy reduction and metering, daylighting, photovoltaics, EV charging stations, rainwater gardens, reduced heat island effect, outdoor water use reductions, Florida native plants, walkability, and access to public transit.
