07-26-2023 Council Packet - Laserfiche WebLink

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STAFF REPORT TO: Mayor Fischer and Members of the City Council FROM: Don Smiley, Fire Chief Bryce Shearen, CPRE, Parks & Recreation/Community Services Director DATE: July 26, 2023 RE: Approve Purchase of Tables & Chairs at the Fire Station ACTION TO BE CONSIDERED Motion to approve the purchase of new tables and chairs at the Little Canada Fire Station from Innovative Office Solutions in the amount of $41,982.19. BACKGROUND The current tables and chairs at the fire station are the original tables and chairs that were purchased when the building was constructed over 30 years ago. The Fire Department has taken good care of them but they have reached their end of life and are now in need of replacement. The Fire Department took a comprehensive look at what was needed for new tables and chairs at the Department. The new tables and chairs in the training room will be the “nesting” style on wheels that will allow for them to be easily moved for different types of training that the firefighters do throughout the year in that room. The Fire Department is also adding four tables to the lobby area to better serve the needs of the Department. The City will attempt to sell the current furniture, but City staff has been advised that there is a surplus of office furniture on the market with many individuals working from home. If the City cannot remove the furniture prior to installation, the quote has a removal fee. If the City is successful in the removal of the furniture the removal fee that is included in the quote would not charged. The replacement of the table and chairs is a budgeted item in the 2023-2032 Capital Improvement Plan (CIP). The amount of the purchase is classified as a Major Purchase ($25,000 to $174,999) in the City’s purchasing policy. Approval from a Department Head, City Administrator, and City Council is necessary before making the purchase. Additionally, the purchase is utilizing a cooperative purchase agreement pricing through CMERDC which satisfies the City’s competitive procurement requirement. SOURCE OF FUNDS $57,000 was budgeted for this project in the 2023 Capital Improvement Plan utilizing Fund 457. The quoted amount of $41,982.19 is $15,017.81 less than the budgeted amount.