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HomeMy WebLinkAboutCS SRCC FurnishingsAgenda Item No: 3. d Meeting Date: April 6, 2015 SAN RAFAEL CTI"'Y COUNCIL AGENDA REPORT Department: Community Services,} Prepared by: Carlene McCart, Director '� City Manager Approvals , f 6, SUBJECT: Authorization for Purchase of Replacement Furnishings for San Rafael Community Center RECOMMENDATION: Approve Resolution to Authorize Purchase of Replacement Furnishings for the San Rafael Community Center from AAA Business Interiors. BACKGROUND: The tables, chairs and furnishings at the San Rafael Community Center were last purchased in 1997. This equipment services all events, classes, programs, performances, seminars and meetings at the Community Center and is sorely in need of replacement as much of the inventory is failing, damaged and/or worn. The window treatments necessary for light and climate control in the building pre dates 1997. The Measure A 2014-15 Workplan includes the purchase of recreation equipment for the Community Centers, along with park improvements, maintenance; open space and WUI fire reduction projects. ANALYSIS: Working with the City's consultant Paula Stabler, staff was able to identify furniture product lines and models that meet the functions of the Community Center allowing for flexibility, durability and that match current storage capacity. These products are priced under a government purchase contract that satisfies City bid requirements. The Distributor, AAA Business Interiors of Santa Rosa has a TCPN (The Cooperative Purchasing Network) Contract, R4982, with a Smart Quote Code. The Contract "is available for use and benefit for all entities that must comply with State procurement laws and regulations: public and private schools, colleges and universities, cities, counties, non -profits and all governmental entities." The TCPN Contract Information packet is attached as Exhibit A. The City Attorney's office has determined the TCPN contract satisfies City purchasing process, under San Rafael Municipal Code 2.55.260 Cooperative Purchasing Programs as it relates to competitive bid. The purchase requires a 50% deposit, and a Purchase Order. FOR CITY CLERK ONLY File No.: _ 9 - Council Meeting: L -i.% L'(1.01 Disposition: PFI1 SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 FISCAL EWPACT: Furniture purchase order, attached as Exhibit B includes assembly chairs, assembly tables, meeting room chairs and conference tables, and storage carts. The total cost of this order is $53,835.23. $110,000 of FY 2014-15 The Measure A Fund are allocated for Community Center Refurbishment .Additional purchases of window treatments, media equipment and lobby furnishings will be made on separate purchase transactions, from this fund. OPTIONS: 1. Approve Resolution to Authorize Purchase of Replacement Furnishings for the San Rafael Community Center from AAA Business Interiors. 2. Reject authorization ACTION REQUIRED: Approve Resolution to Authorize Purchase of Replacement Furnishings for the San Rafael Community Center from AAA Business Interiors. ATTACHMENTS: Exhibit A TCPN Contract Information Exhibit B AAA Business Interiors Quote March 29, 2015 RESOLUTION NO. 13898 A RESOLUTION TO AUTHORIZE PURCHASE OF REPLACEMENT FURNISHINGS FOR SAN RAFAEL COMMUNITY CENTER FROM AAA BUSINESS INTERIORS THE CITY COUNCIL OF THE CITY OF SAN RAFAEL RESOLVES as follows: WHEREAS, the City owns real property and improvements known as San Rafael Community Center; and WHEREAS, the City has a need to replace interior furnishings in the Center that date back to 1997; and WHEREAS, AAA Business Interiors of Santa Rosa distributes the brand and model of chairs, tables, and conference equipment deemed the most appropriate for service in the San Rafael Community Center; and WHEREAS, AAA Business Interiors of Santa Rosa has issued a quote dated March 29, 2015, for purchase of the selected furnishings, and WHEREAS, AAA Business Interiors of Santa Rosa holds a contract with TCPN, The Cooperative Purchase Network; and WHEREAS, San Rafael Municipal Code 2.55.260 allows for purchases through cooperative purchase contracts such as TCPN. NOW THEREFORE BE IT RESOLVED the City Council of the City of San Rafael authorizes the Purchase of Replacement Furnishings for San Rafael Community Center from AAA Business Interiors. I, Esther C. Beirne, Clerk of the City of San Rafael, hereby certify that the foregoing resolution was duly and regularly introduced and adopted at a regular meeting of the Council of said City held on Monday, the 6`h day of April, 2015. AYES: COUNCILMEMBERS: Bushey, Colin, Gamblin and Mayor Phillips NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: McCullough Esther C. Beirne, City Clerk Exhibit A TCPN Contract Information Contract # R4982 Smart Quote Code: 9288 Agency Direct 9295 Dealer Direct Contract Expiration Date: April 30, 2015 Eligible End Users • This contract is available for use and benefit for all entities that must comply with State procurement laws and regulations: public and private schools, colleges and universities, cities, counties, non -profits, and all governmental entities. • Eligible End Users should sign up to become a TCPN approved member by filling out the on-line registration at: httt)://tcpn.org/Papes/­Mem.berSignUpLgge.aspy o There is no cost to the End User to sign up to become a TCPN member. o In most cases, End Users will receive an email from TCPN indicating their approval status within the same day. In rare instances, this process may take up to three days to complete. • If there are questions regarding end user eligibility, please have the entity sign up to become a member of TCPN. o For all other questions regarding End User eligibility please contact our HON Government Customer Service Team. Eligible Products • All HON and basyx branded products offered in HON's January 1, 2014 List Pricer. • New products added to the contract will be announced via a HON Marketing Blast; until the HON Marketing Blast has been sent new products cannot be quoted as a contract item. We highly recommend using Smart Quote as it will reflect applicable contract discounts for all products that are approved on contract. Non -Contract Items • Items not approved on contract cannot be quoted or represented as a contract sale; non- contract items will not be accepted on an order. Product Modification Program — "Specials" • Specials are approved on contract with the following limitations: o The special must be a modification to an already approved base model accepted on this contract. If a base model is not approved on this contract, then it is not eligible for this program and shall not be quoted or ordered. o List pricing is determined on a case-by-case basis; all requests should be sent to the HON Tailored Solutions Team, information can be found at the following link: Czthp. l Jhqnre,.ady.1Lon.comurces Tailomd— olutions Pa es Tailored%20Solutions.a o Approved specials will receive discounts consistent with the base model discounts already approved on contract. o Please contact our Government Customer Service Team for further questions regarding specials. Disco • See attached discount matrix. This contract is eligible for bid pricing, certain rules and restrictions may apply. Please contact the HON Bid Department for additional information. For pricing related questions, please contact the HON Government Customer Service Team. List Pricer in Effect The HON January 1, 2014 List Pricer is in effect for this contract. Pricing updates will be announced via a HON Marketing Blast. Until the HON Marketing Blast has been sent, quotes must be issued using current list pricer in effect for the contract. For all other pricing related questions, please contact the HON Government Customer Service Team. HON Terms for Freight/Delivery • All orders must be delivered and installed within 60 days. • All orders are FOB Destination, freight paid by The HON Company to one destination. Applicable drop ship limitations apply. Ordering Information o On orders issued direct to The HON Company from the End User, the following rules must be adhered to: o Orders MUST be made out to The HON Company c/o Servicing Dealer. o Orders MUST reflect the correct contract pricing. Orders with incorrect pricing will be sent back to the dealer who will correspond directly with the End User for appropriate modifications. o Orders MUST include the contract number - R4982. o Orders MUST be sent to HON'S Government Customer Service team by the following methods: ® Email: hongsaoe@honcompany.com © Fax: 800-833-3902 • EDI: Please contact Customer Service for full details o On orders issued direct to the authorized HON Servicing Dealer. Orders must adhere to the following rules: o The End User purchase order to the dealer must reference HON's contract number - R4982. o The purchase order from the dealer to HON must reference HON'S contract number - R4982. o The dealer must provide a copy of the End Users purchase order to HON. o End user pricing must match HON's stated contract pricing. The dealer is not authorized to change discounting or net pricing to the customer without written authorization from The HON Company. o There is no need for the dealer to place design or install amounts on their purchase order to HON. State of New Mexico and Arizona: Orders for the State of Arizona and New Mexico must be placed directly with the dealer. Authorized Dealers will be solely liable for the reporting and payment of all sales or general excise taxes, if any, to the State of Arizona or New Mexico. Credit Cards Credit card orders for End Users shall follow the guidelines listed below: o Credit cards are accepted from the End User with no additional discount/fee. o Orders using a credit card shall include the name, signature, and phone number of the cardholder; all orders must be in writing, no verbal orders are accepted. Dealers can find a link to the credit card form at: htt2s: hranr'ead .hon.comjDocumentStora a Documents GSA Purchase „Order Form.1 df Credit card orders placed directly from the dealer to HON must adhere to HON's dealer credit card policy„ Payment (Remit To) Information for HON The HON Company PO Box 404422 Atlanta, GA 30384-4422 EFT Information: Bank of America Routing Number: 111000012 Account Number 37562-76567 If additional information is needed, please contact honcredit honcomuaany.corn Cancellation m Cancellation of an order prior to production may be at no charge. After production, cost incurred may be applicable. Please contact our HON Government Customer Support Team for information regarding cancellations. Restocking Policy ® Returns will not be accepted without written authorization or issuance of a valid return authorization by The HON Company. Agencies shall pay and bear responsibility for returns. Returned product will be subject to a 25% restocking charge in addition to the cost of return freight. Please contact our HON Government Customer Support Team for information regarding returns. c CL a, m tj a a a �m o aCl2 Z D rt1�D +1 g p n 3 8 a•a �� m< �3 m m o c�om r� mc�m a N oe d m m ,tm °�' y $ c`ZZ < m 8 (3 N� A m md�m N 10 D. �� N m �sm 7 N N 1 O as > CL 3 N N nmn T @m Im C Q N N O .. O N Q: W O a m V �G L^< y o .. O N a a Ol �- to 3 m °N� Amo'' m ecm c�.pe m4n4 a� °: o ro r o D a to O1m=9 m N x a^ w� m 3 m c y poo a 5" C O n 4) �- y 4f T Nd'a a QT� 4� mo 9m N Ea CA �3 N N Q r 0 v a" N a < mOr,< 3 m= W 0 m�G W < W >, y 7 m o x to m Nr� - y -�' p c m Q es a Wa meso O' r m c N 0o<� o �' uai cn !n t�piZv m O O y m p 0 y0• W p n p to wd N C `tlml 'O �W O i ur y _tlO a m a Q. g m 0 3 m m D C/) n Cm m m � m 0WE mN C OU N d H 4i m j O p m,� C 1=0 Il, N a m �n W 67CO a o 3 Cl 2 m, . m W 9 m O' m W d 4 W m C f w D cn T mDD m< e x O O N O �n m O . O, 7 7 N C C Z m p AvE N v' a•om Cn °'o 0 Q a N N m W W v V m e e 6 o O n m W m W m E SSf n 91m m m l"< N 7 7 7 10 Sr_@ D d CD � x m 1D oo a, r.- m Adm d m m 3 m -� c� y m m 31 a m - m c A a m C A� m 7 Z- V Q C 0 O �! N 7 y a us Oy a m W m N W n a O' m )+1 h N O o R p O O N aCLPO d G zp. i m a S. to t0 O m m G °• m t� N o. g v v e o 0 Formally ... Advent Off ice Furniture Bill To: San Rafael Community Services Carlene McCart 618 B Street San Rafael CA 94901 Item Qty. Product 1 30 R72NLW 4 RTCHB 1 FREIGHT 4 1 LABOR * SHOWROOM * 1849 Piner Road Santa Rosa, CA 95403 Showroom Open Tuesday -Thursday 10:00am - 2:00pm Ship To: SAME.... MFP Folding Table Hexalite Round 72dx29h Select Top Finish IHIX Clr: Beige or Grey ABS Plastic Select Frame Finish P Cir: Brown or Black Select Edge Finish P Edge: Brown or Black MFP Table Caddy Round 8 -Cap 31.25wx61lx40.25h Select Frame Finish P Clr: Black Freight quoted... Exhibit B Date: 3/29/2015 Rep: Darvin Goodrum DarvinG@aaasolutions.com 707-575-8200 x1321 707-579-9554 Fax Labor to receive all products, deliver, assemble as needed and set in place. 2 Orders, HON TCPN & MID TABLES... Sell Price Unit Extended $398.66 $11,959.80 $348.00 $1,392.00 $975.00 $975.00 $2,350.00 $2,350.00 Above quote subject to applicable sales tax. List Total: $23,610.00 Total: $16,676.80 If you would like to release this quote, please send this form back with your signature. Please be sure to verify that all stock numbers, sizes, finishes and quantities are correct Once your order has been placed, it is non -cancelable and non -returnable. Delivery and installation quotes are based on non-union labor during normal business hours. Transfer and/or storage charges will be immediately billable. Your quote expires in 30 days unless otherwise noted. 500/o Deposit may be required. Approved By Date Print Name PO# if Required P:\Furniiture\Customer Files\Darvin Goodrum\Customers\C\City of San Rafael\San Rafael Community Page 1 of 1 Center\Tables&Chairs-10-8-14.sp4 -AAA BUSINESS INTERIORS- 1w IV 1w formerly Advent Office Fumiture Bill To: San Rafael Community Services Carlene McCart 618 B Street San Rafael CA 94901 Item Qty. Product Date: 3/29/2015 Rep: 1849 Piner Road Darvin Goodrum Santa Rosa, CA 95403 DarvinG@aaasolutions.com 707-575-8200 x1321 707-579-9554 Fax Ship To: SAME.... Sell Price Unit Extended 1 100 H4041 Olson Stacker 4040 Series Polymer Seat&Back 4 -per crnt $264.13 $26,413.00 Select Shell Color MB COLOR: Mulberry Select Frame Color Y FRAME: Chrome 2 10 H4043 Olson Stacker 4040 Cart for Stacking 4041 Chrs(Blk Only) $184.03 $1,840.30 Frame Options T FRAME: BLACK .7 9 HIWM2 Ignition Wk Mid -tick Pneu Tilt Ten Synch tilt Bck Ht Adj $301.37 $2,712.33 Select Arm Type A Arm: Height and Width Adj Select Caster Option H CASTER: Hard Select Back M Back: Mesh Back Select Upholstery $(3) GRADE: III UPHOLSTERY Upholstery Selection NT UPH: Tectonic UPH: Tectonic 69 COLOR: Wine Select Frame Color T FRAME: Black Select Base SB Base: Standard Black 4 6 HMT3072G Huddle 3002 Table Top w/Edgeband $171.90 $1,031.40 Select Grommet N No Grommets Select Laminate HART LAM: Harbor Teak Select Edge Color .K Edge: Platinum 5 6 HMBFLIP30L Huddle Flip Top Base for 30x60 & 3002 Tops $248.54 $1,491.24 Select Caster C Casters Select Paint Grade $(CHOICE) Paint Grade: Choice Paint Select Base Color .Tl PAINT: Platium 6 6 HMAMODP72 Modesty Panel for 72" Length Table Tops $101.32 $607.92 Select Paint Grade $(CHOICE) Paint Grade: Choice Paint Select Paint Color .Tl PAINT: Platinum 7 16 HIGS6 Ignition Guest/Multi-Purpose Chair Four -Leg Stacking $191.39 $3,062.24 Select Arm Type F Arm: Fixed Select Caster/Glide Option A All Surface Caster Select Back M Back: Mesh Select Upholstery $(4) GRADE: IV UPHOLSTERY Upholstery Selection DOT Uph: Dotty P:\Furniiture\Customer Files\Darvin Goodrum\Customers\C\City of San Rafael\San Rafael Community Page 1 of 2 Center\Tables&Chairs#2-11-19-14.sD4 Sell Price Item Qty. Product Unit Extended Dotty Fabric Selection 26 Uph: Mosaic Select Frame Color BLCK Textured Black 8 1 FREIGHT Freight included.... Lead Time 4-5 weeks. Labor to be provided on $0.00 $0.00 Above quote subject to applicable sales tax. Make Purchase order out to... HON % AAA Business Interiors 200 Oak Street Muscatine, IA 52761 TCPN - Contract R4982 Send copy to... Darvin Goodrum @ email: DarvinG@aaasolutions.com fax: 707-579-9554 Ship to: AAA Business Interiors 1915 Mark Court Concord, CA 94520 Total: $37,158.43 If you would like to release this quote, please send this form back with your signature. Please be sure to verify that all stock numbers, sizes, finishes and quantities are correct Once your order has been placed, it is non -cancelable and non -returnable. Delivery and installation quotes are based on non-union labor during normal business hours. Transfer and/or storage charges will be immediately billable. Your quote expires in 30 days unless otherwise noted. Approved By Date Print Name PO# if Required P:\Furniture\Customer Files\Darvin Goodrum\Customers\C\City of San Rafael\San Rafael Community Page 2 of 2 Center\Tables&Chairs#2-11-19-14.so4 CITY OF SAN RAFAEL ROUTING SLIP / APPROVAL FORM INSTRUCTIONS: USE THIS FORM WITH EACH SUBMITTAL OF A CONTRACT, AGREEMENT, ORDINANCE OR RESOLUTION BEFORE APPROVAL BY COUNCIL / AGENCY. SRRA / SRCC AGENDA ITEM NO. DATE OF MEETING: April 6, 2015 SUBJECT: uthonza ion o e lacement Furnishings for San Rafael Community Center FROM: Carlene McCart DEPARTMENT: Community Services DATE: April 1, 2015 Department Head (signature) *** *** *** *** *** *** *** *** *** *** *** *** *** *** *** *** (LOWER HALF OF FORM FOR APPROVALS ONLY) APPROVED AS COUNCIL / AGENCY AGENDA ITEM: City Manager (sign ture) NOT APPROVED REMARKS: APPROVED AS TO FORM: t'l-.'e J J'n rrt--�- City Attorney (signature)