Posting Language
Title
Authorize contracts for furniture, fixtures, and equipment for the Austin Convention Center department through the BuyBoard, Omnia Partners and Sourcewell cooperative purchasing entities, for an initial term of two years with up to three one-year extension options in an amount not to exceed $20,000,000. Funding: $1,666,667 is available in the Capital Budget of Austin Convention Center. Funding for the remaining contract term is contingent upon available funding in future budget.
Body
Lead Department
Austin Financial Services.
Client Department(s)
Austin Convention Center department.
Fiscal Note
Funding in the amount of $1,666,667 is available in the Capital Budget of Austin Convention Center. Funding for the remaining contract term is contingent upon available funding in future budgets.
Procurement Language:
Multiple cooperative purchase programs were reviewed for these goods and services. Austin Financial Services and Austin Convention Center have determined these contractors best meet the needs of the Austin Convention Center.
MBE/WBE:
Cooperative Agreement contracts are exempt from the City Code Chapter 2-9B (Minority-Owned and Women-Owned Business Enterprise Procurement Program) therefore, no subcontracting goals were established.
For More Information:
Direct questions regarding this Recommendation for Council Action to Austin Financial Services - Central Procurement at FSDCentralProcurementRCAs@austintexas.gov or 512-974-2500.
Additional Backup Information:
This request is to secure vendor contracts that will provide furniture, fixtures and equipment (FF&E) for the new Austin Convention Center building. The authorization amount is based on departmental estimates developed from the architectural designs for the Austin Convention Center Expansion and Redevelopment Project. The initial contract term will start with collaborative design work of custom furniture with the selected vendors, then procurement of the FF&E, and finally all associated installation, receiving, and delivery services.
Categories currently contemplated for design, purchase, project management, shipping, and installation under these contracts include front-of-house seating and tables, event-specific furniture, venue management furnishings, and outdoor furniture. The contracts also provide flexibility for additional purchases as needs arise.
These contracts were solicited through cooperative purchasing agreements rather than issuing a project‑specific solicitation. This approach allows the Convention Center to move forward through an already competitively awarded framework that maximizes value, reduces administrative burden, and provides flexibility for future purchases.
If these contracts are not approved at this council meeting, there is a risk the Austin Convention Center will be unable to occupy the building on schedule. A series of deadlines tied to the planned opening requires engaging a vendor as quickly as possible so they can assist in finalizing design and creating the final order. This is urgent because of critical batch steel material procurement scheduling deadlines that must be met to allow for pre-fabrication procurement of material prior to production start.
The Convention Center must hit its production slot so that the furniture may be installed several months ahead of occupancy to off gas prior to indoor air quality testing. Testing must occur in a very tight window after construction and prior to the substantial completion date to not delay opening and jeopardize revenue from already reserved bookings for the Austin Convention Center.
BuyBoard, Omnia Partners, and Sourcewell are cooperative purchasing associations recognized under Texas procurement statutes. Cooperative associations, either directly or through a lead government, competitively solicit and award contracts that are eligible for use by other qualified state and local governments. Due to their substantial volumes, which are larger than any one government could achieve independently, cooperative contracts routinely include superior terms, conditions, and pricing. Use of cooperative contracts reduces administrative costs and results in time savings.
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Contract Details: |
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Contract Term |
Length of Term |
Contract Authorization |
|
Initial Term |
2 years |
$17,000,000 |
|
Optional Extension 1 |
1 year |
$1,000,000 |
|
Optional Extension 2 |
1 year |
$1,000,000 |
|
Optional Extension 3 |
1 year |
$1,000,000 |
|
Total |
5 years |
$20,000,000 |
Note: Contract Authorization amounts are based on the City’s estimated annual usage.