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Commission approves piggyback contract for library shelving and move services after 4-1 vote
Summary
The City of Lake Wales approved a piggyback agreement with Library Interiors of Florida Inc. for library space planning, shelving and move services totaling $138,825, with the commission directing that the budget projection be appended as an exhibit. Commissioner J. Gillespie dissented, saying the contract lacks enforceable specifics.
The City of Lake Wales City Commission voted 4–1 to approve a piggyback agreement with Library Interiors of Florida Inc. for space planning, removal, shelving installation and reinstallation related to the downtown library renovation, with a budget projection to be appended as an exhibit to the agreement.
The commission’s approval followed an extended discussion about procurement documents and contract clarity. Commissioner James Gillespie said the contract package in the meeting packet lacked clear, enforceable terms for the work the city expects the contractor to perform. “I have a problem because I feel that the documentation for this transaction is grossly inadequate,” Gillespie said, arguing the materials do not clearly identify what the contractor will do or how much the city will pay.
City Attorney (name not specified) and other commissioners responded that the piggyback approach relies on an existing Orange County Public Schools sealed-bid contract that allows other public agencies to purchase at the same prices. The city attorney said the city would effectively “step into the shoes of Orange County” for purposes of the purchase and recommended appending the library’s budget projection as an exhibit to clarify the scope and cost.
City staff and the budget projection presented to the commission show a total of $138,825 for the Library Interiors work. The packet itemizes a move-out phase at $64,200 and a move-in phase at $69,875; the budget projection in the meeting materials contains a space-planning/consulting line whose figure is unclear in the transcript record. Commissioners also noted that construction work for the library interior is covered by a separately awarded construction contract to Qualis General Contractors LLC; Library Interiors’ contract is for furnishings, shelving and related move services performed in coordination with the construction contractor.
After a motion to approve the piggyback agreement and an amendment accepted by the motion maker, the commission approved the contract with the budget projection appended as an exhibit. The roll-call vote was: Commissioner Thompson — yes; Deputy Mayor Gibson — yes; Commissioner Williams — yes; Mayor Jack Hilligoss — yes; Commissioner James Gillespie — no. The motion passed 4–1.
Commissioner Gillespie said he would prefer a contract drafted specifically for Lake Wales that enumerates parties, price and performance standards, and that he could not support the transaction as presented. Other commissioners said piggyback agreements are a common municipal practice and expressed confidence in staff and the library’s procurement recommendation.
The commission did not provide a separate contract number in the packet; the approval specifically included the instruction that the budget projection from Library Interiors be appended as an exhibit to the piggyback agreement.
Votes on this item were taken by roll call and appear as recorded in the meeting minutes.
