DEPARTMENT: Facilities Management
FILE TYPE: Consent Action
TITLE
title
Authorization To Execute Cooperative Purchasing Vendor Contract With Mid-America Business Systems And Equipment, Inc. For Shelving At Burnhaven Library
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PURPOSE/ACTION REQUESTED
Authorize execution of a contract based on Cooperative Purchasing Vendor (CPV) pricing with Mid-America Business Systems And Equipment, Inc., to provide shelving at the Burnhaven Library. This project is included in the 2026-2030 Facilities Capital Improvement Program Adopted Budget.
SUMMARY
Stack shelving is the main book display system in the public areas of Dakota County libraries. The existing Burnhaven Library contains three different shelving systems, most of which are no longer manufactured, and much is not interchangeable between each system. Staff was granted approval to donate the existing shelving systems by Resolution No. 26-061 (February 3, 2026) as also allowed by Minn. Stat. § 471.85 and encouraged by Dakota County Policy No. 4301 - Waste Reduction, Recycling and Trash Management. About 10 percent of the existing shelving can and will be repurposed for the Burnhaven Library after renovations. Staff has found public partners to donate at least 40 percent of the existing shelving, and the remainder will be recycled when renovations begin in mid-April.
To secure Burnhaven’s new shelving, staff contacted vendors who sell shelving on Cooperative Purchasing Venture (CPV) pricing. Of the two vendors solicited to price the new shelving on CPV pricing, the selected system is also the lowest price as quoted. The selected shelves are made by SpaceSaver and available from Mid-America Business Systems And Equipment, Inc It is the same shelving purchased for other recent library renovation projects, and it is available under the State’s CPV contract listing, specifically Sourcewell Contract #110923-SPC. Purchase of this shelving under this State CPV contract allows the County to secure pricing on the basis of very competitive bids, and purchase through this solicitation practice is in alignment with County Policy No. 2751 - Solicitation, Grant & Contracting Guidelines. The total purchase cost of the shelving is $189,514.
The County holds a cooperative purchasing agreement with the State of Minnesota that allows the County to purchase from vendors under the State contracts. Purchasing through these contracts allows the County to take advantage of the time spent by the State to perform the competitive bidding process, reducing duplication of activities and resulting in cost savings. The County Procurement Manager has reviewed these contracts and determined that this contract pricing is a cost-effective option for purchases of this system.
RECOMMENDATION
recommendation
After reviewing the itemized quotation dated March 20, 2026, staff recommends awarding a contract to Mid-America Business Systems And Equipment, Inc., for the fabrication, delivery, and installation of library shelving in an amount not to exceed $189,514.
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EXPLANATION OF FISCAL/FTE IMPACTS
The 2026 Facilities Capital Improvement Program Adopted Budget for the Burnhaven Library Renovation project is $8,200,000 and is funded entirely from the recent sale of County debt. This project budget includes funding for construction and can support the issuance of this contract.
Project 2000463 Burnhaven Library Design and Renovation
|
Funding Source |
Total Approved Budget |
Available Budget |
|
General Obligation Capital Improvement Bonds, Series 2025A |
$8,200,000 |
$6,905,948 |
|
Total |
$8,200,000 |
$6,905,948 |
☐ None ☒ Current budget ☐ Other
☐ Amendment Requested ☐ New FTE(s) requested
RESOLUTION
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WHEREAS, the 2026-2030 Facilities Capital Improvement Program Adopted Budget includes a project to renovate the Burnhaven Library; and
WHEREAS, purchase of new shelving is planned as part of the Burnhaven Library project; and
WHEREAS, the purchase of new shelving will allow the County to store the materials collection at this renovated branch library location; and
WHEREAS, the purchase of new shelving will allow for reconfiguration and part interchangeability within the renovated Burnhaven Library and with other branches that have this common system; and
WHEREAS, staff solicited quotes for two vetted shelving products available through cooperative purchasing agreement contracts; and
WHEREAS, from the two quotes received, Mid-America Business Systems And Equipment, Inc. has submitted the lowest responsive quote of $189,514 as priced from Sourcewell Contract #110923-SPC; and
WHEREAS, staff has reviewed, researched, and determined an available shelving system from Mid-America Business Systems And Equipment, Inc., to be the most suitable for Burnhaven’s needs; and
WHEREAS, the County holds a cooperative purchase agreement with the State of Minnesota that allows the County to purchase from this vendor under contract with the State; and
WHEREAS, the cooperative purchasing agreement with the State results in reduced workload and competitive pricing, allowing the County to take advantage of the time spent by the State to perform the competitive bidding process; and
WHEREAS, the specified stack shelving is available for purchase from the State contract vendors; and
WHEREAS, the project budget is sufficient to support the issuance of this contract.
NOW, THEREFORE, BE IT RESOLVED, That the Dakota County Board of Commissioners hereby authorizes the Facilities Management Director to execute a contract for the purchase and installation of library shelving at the Burnhaven Library as provided by Mid-America Business Systems And Equipment, Inc., 2500 Broadway Street NE, #100, Lauderdale, MN 55413, in an amount not to exceed $189,514, subject to approval by the County Attorney’s office as to form.
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PREVIOUS BOARD ACTION
26-061; 02/03/26
ATTACHMENTS
None.
BOARD GOALS
☐ Thriving People ☐ A Healthy Environment with Quality Natural Resources
☐ A Successful Place for Business and Jobs ☒ Excellence in Public Service
CONTACT
Department Head: Mike Lexvold
Author: Mike Wiese