Submitted By: Christina Guy
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Presentation By: Gary Crews
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Department: Facilities Management
FORMAL TITLE:
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Additional expenditures under the cooperative purchasing agreement with Milliken Services, Inc., for flooring materials, supplies and services for an increased aggregate contract expenditure not to exceed $450,000
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OCALA’S RELEVANT STRATEGIC GOALS:
Quality of Place
PROOF OF PUBLICATION:
NA
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BACKGROUND:
The City of Ocala Facilities Department has determined that several facilities require flooring replacement, repair, and ongoing maintenance. A substantial portion of the current flooring has exceeded its functional lifespan and is exhibiting considerable wear and deterioration.
FINDINGS AND CONCLUSIONS:
As a political subdivision of the State of Florida, the City of Ocala qualifies as an eligible user of Sourcewell’s cooperative purchasing agreement for flooring materials, supplies and services with Milliken Services, LLC, Contract No. 061323-MAC. Cubix, Inc., is an authorized reseller of Milliken products and services under Contract No. 061323-MAC which is effective through August 9, 2027. This contract can be extended for three additional one-year terms after expiration.
Cooperative purchasing programs are comprised of member cities, counties, and other public agencies nationwide that aggregate their members’ purchasing power to achieve greater volume discounts. The underlying solicitation for Contract No. 061323-MAC has been evaluated and determined by both the City’s Facilities Department and Procurement Department to be cost-effective and to afford best value.
The City has utilized the Milliken cooperative agreement for flooring purchases made through Cubix, Inc., since April 2024. Munis Contract No. FAC/240610 was established to track expenditures under the agreement with an initial threshold of $50,000. To date, expenditures have totaled $47,199.
A recent assessment of flooring replacement and repair requirements for City buildings has identified the need for flooring replacements in additional locations to preserve facility integrity and functionality. It is anticipated that an additional $400,000 in expenditure authority will be necessary to cover needed replacements through the 2026-27 fiscal year. The attached prioritized list shows where work will begin, but changes may be needed as operational requirements develop (the difference between $388,000 and $400,000 is floor preparation).
Staff recommends authorizing additional expenditures under the cooperative purchasing agreement with Milliken Services, LLC for the procurement of flooring materials, associated supplies, and services from its authorized reseller, Cubix, Inc.
FISCAL IMPACT:
Funding is allocated in the respective department’s Facilities CIP Repair account.
PROCUREMENT REVIEW:
The goods were procured in compliance with the City’s Procurement Policy.
LEGAL REVIEW:
The City’s standard and approved purchase order terms and conditions shall govern this purchase. Any conflicting terms and conditions offered by the supplier will be reviewed for form and legality by the City Attorney’s office.
ALTERNATIVE:
• Approve with Changes
• Table
• Deny