HomeMy WebLinkAbout2024-10-29; City Council; ; Agreement with Adaptaspace Inc. to provide furniture consoles for the Emergency Operations CenterCA Review GH
Meeting Date: Oct. 29, 2024
To: Mayor and City Council
From: Scott Chadwick, City Manager
Staff Contact: Steven Stewart, Municipal Projects Manager
steven.stewart@carlsbadca.gov, 442-339-2938
Subject: Agreement with Adaptaspace Inc. to provide furniture consoles for the
Emergency Operations Center
District: 2
Recommended Actions
Adopt a resolution authorizing an agreement with Adaptaspace Inc. in an amount not to exceed
$356,911 to provide furniture consoles for the Emergency Operations Center as part of the
Police and Fire Headquarters Renovation Project, Capital Improvement Program Project No.
4715.
Executive Summary
The city recently completed a project to renovate the Police and Fire Headquarters, located at
2560 Orion Way, as shown in Exhibit 2, including new furnishings throughout the two-story
administration building and the adjacent one-story conference room wing housing the
Emergency Operations Center. The conference room wing is under construction and, when
completed, will also house the Community Risk Reduction Bureau, Fire & Life Safety Division of
the Fire Department.
The City Council authorized the purchase of new office furnishings throughout the adjacent
conference rooms and office areas of the conference room wing on Sept. 24, 2024. (Resolution
No. 2024-0220). Staff now request the City Council’s authorization to purchase furniture
consoles that will be installed in the Emergency Operations Center once the renovation work
has been completed.
City Council authorization is required for the procurement of goods or services over $100,000
under Carlsbad Municipal Code Section 3.28.070(D). The budget project has adequate funds to
cover this cost, and no additional appropriation is requested.
Explanation & Analysis
The one-story conference room wing of the Police & Fire Headquarters and the two-story
administration building recently completed a seismic retrofit as part of the renovation of the
Police and Fire Headquarters. The conference room wing is now undergoing a more extensive
renovation to upgrade the utility infrastructure, building finishes and to create additional office
space.
Oct. 29, 2024 Item #6 Page 1 of 47
Upon completion of the renovation work in the conference room wing, there will be a larger
emergency operations meeting room, two conference rooms, a new information technology
room for upgraded technology and office space for the Fire Department’s Community Risk
Reduction Bureau currently working out of the Faraday Center.
The design team has been working with Adaptaspace Inc. to assist in design of the furniture
consoles to be used in the new EOC space. Fire Administration staff have also been engaged
throughout the design coordination process and have approved the furniture console design
that will be used for the EOC.
Adaptaspace Inc. has provided a quote for the new furniture consoles Adaptaspace Inc. in an
amount not to exceed $356,911, which is based on a cooperative purchasing agreement that
guarantees government agencies low, competitive pricing.1 (The quote provided by
Adaptaspace Inc. is based on California Multiple Award Schedule No. 4-22-10-1044, provided as
Exhibit 3.)
Adaptaspace Inc. The city agreement with Adaptaspace Inc. will be a professional services
agreement for procurement of the materials. Staff plan to issue a separate minor public works
contract to Adaptaspace Inc. for the labor to install the new consoles.
Carlsbad Municipal Code Section 3.28.100 allows the city’s Purchasing Officer to join with other
public or quasi-public agencies in cooperative purchasing plans or programs for purchase of
goods and/or services by contract, arrangement or agreement as allowed by law and as
determined by the Purchasing Officer to be in the city’s best interest. The officer may buy
directly from a vendor at a price established by another public agency when the other agency
has made their purchase in a competitive manner.
The Purchasing Officer has determined that it is in the city’s best interest to procure these
furniture consoles through a cooperative purchasing agreement and approved a request to
participate in a cooperative purchasing agreement in a memorandum dated Sept. 25, 2024, and
approved on Sept. 30, 2024, as shown in Exhibit 4. The furniture consoles selected for the
project are available for purchase through a cooperative purchase agreement that was
competitively sourced by California Multiple Award Schedule No. 4-22-10-1044, awarded to
Adaptaspace, Inc.
These consoles will be arranged in the Emergency Operations Center to provide the maximum
number of desk positions for staff to use when the center is activated.
Staff request that the City Council approve an agreement to purchase these new consoles for
the Police and Fire Headquarters Renovation Project, Capital Improvement Program, or CIP,
Project No. 4715.
1 Cooperative purchasing is when a government agency uses an existing procurement contract from another
agency as the justification and documentation to create its own contract to purchase the same or similar items or
services directly from the vendor. Government agencies often use cooperative purchasing to reduce procurement
costs.
Oct. 29, 2024 Item #6 Page 2 of 47
Fiscal Analysis
Funding is available in the project budget to support the value of this agreement, as shown in
the table below. Staff are not requesting any additional appropriation at this time.
Police and Fire Headquarters Renovation Project
Capital Improvement Program Project No. 4715
Total appropriation to date $27,714,840
Total expenditures and encumbrances to date -$26,364,752
Total available balance $1,350,088
Agreement with Adaptaspace, Inc. -$356,911
Minor public works contract for console installation labor -$42,755
Budgeted allocation for settlement of work in progress -$492,274
Soft costs (inspection and testing, staff and consultant time) -$248,189
Total remaining project costs -$1,140,129
Remaining project balance $209,959
Next Steps
With the City Council’s authorization, staff will complete execution of the agreement with
Adaptaspace Inc. and coordinate furniture console delivery and subsequent installation through
a minor public works contract.
Environmental Evaluation
The City Planner, through the process outlined in Carlsbad Municipal Code Section 19.04.060,
has determined that the project belongs to a class of projects that the state Secretary for
Natural Resources has found do not have a significant impact on the environment, and it is
therefore categorically exempt from the requirement for the preparation of environmental
documents in accordance with Sections 15301(d)of the California Environmental Quality Act
Guidelines.
In making this determination, the City Planner has found that the exceptions listed in Section
15300.2 do not apply to this project. The project is consistent with the requirements of a Class
1 exemption as outlined in Section 15301(d) exemption because it consists of maintenance of
public facilities, such as the restoration or rehabilitation of deteriorated or damaged structures,
facilities, or mechanical equipment to meet current standards of public health and safety. A
Notice of exemption was posted on Sept. 12, 2024. no appeals of the determination were filed
during the 10-day public review period.
Exhibits
1. City Council resolution
2. Location map
3. California Multiple Award Schedule
4. Memorandum dated Sept. 25, 2024, approved by the Purchasing Officer on Sept. 30, 2024
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Exhibit 1
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6.CONSTRUCTION MANAGEMENT SOFTWARE
Procore Project Management and Collaboration System. This project may utilize the Owner’s Procore
(www.procore.com) online project management and document control platform. The intent of utilizing
Procore is to reduce cost and schedule risk, improve quality and safety, and maintain a healthy team
dynamic by improving information flow, reducing non-productive activities, reducing rework and
decreasing turnaround times. The Contractor is required to create a free web-based Procore user
account(s) and utilize web-based training / tutorials (as needed) to become familiar with the system.
Unless the Engineer approves otherwise, the Contractor shall process all project documents through
Procore because this platform will be used to submit, track, distribute and collaborate on project. If
unfamiliar or not otherwise trained with Procore, Contractor and applicable team members shall
complete a free training certification course located at http://learn.procore.com/procore-certification-
subcontractor. The Contractor is responsible for attaining their own Procore support, as needed, either
through the online training or reaching out to the Procore support team. It will be the responsibility of the
Contractor to regularly check Procore and review updated documents as they are added. There will be no
cost to the Contractor for use of Procore.
It is recommended that the Contractor provide mobile access for Windows, iOS located at
https://apps.apple.com/us/app/procore-construction-management/id374930542 or Android devices
located at https://play.google.com/store/apps/details?id=com.procore.activities with the Procore App
installed to at least one on-site individual to provide real-time access to current posted drawings,
specifications, RFIs, submittals, schedules, change orders, project documents, as well as any deficient
observations or punch list items. Providing mobile access will improve communication, efficiency, and
productivity for all parties. The use of Procore for project management does not relieve the contractor of
any other requirements as may be specified in the contract documents.
7.STATUS OF CONTRACTOR
Contractor will perform the Services in Contractor's own way as an independent contractor and in pursuit
of Contractor's independent calling, and not as an employee of City. Contractor will be under control of
City only as to the result to be accomplished, but will consult with City as necessary. The persons used by
Contractor to provide services under this Agreement will not be considered employees of City for any
purposes.
The payment made to Contractor pursuant to the Agreement will be the full and complete compensation
to which Contractor is entitled. City will not make any federal or state tax withholdings on behalf of
Contractor or its agents, employees or subcontractors. City will not be required to pay any workers'
compensation insurance or unemployment contributions on behalf of Contractor or its employees or
subcontractors. Contractor agrees to indemnify City within thirty (30) days for any tax, retirement
contribution, social security, overtime payment, unemployment payment or workers' compensation
payment which City may be required to make on behalf of Contractor or any agent, employee, or
subcontractor of Contractor for work done under this Agreement. At the City’s election, City may deduct
the indemnification amount from any balance owing to Contractor.
8.SUBCONTRACTING
Contractor will not subcontract any portion of the Services without prior written approval of City. If
Contractor subcontracts any of the Services, Contractor will be fully responsible to City for the acts and
omissions of Contractor's subcontractor and of the persons either directly or indirectly employed by the
subcontractor, as Contractor is for the acts and omissions of persons directly employed by Contractor.
Nothing contained in this Agreement will create any contractual relationship between any subcontractor
of Contractor and City. Contractor will be responsible for payment of subcontractors. Contractor will bind
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every subcontractor and every subcontractor of a subcontractor by the terms of this Agreement
applicable to Contractor's work unless specifically noted to the contrary in the subcontract and approved
in writing by City.
9.OTHER CONTRACTORS
The City reserves the right to employ other Contractors in connection with the Services.
10.INDEMNIFICATION
Contractor agrees to defend (with counsel approved by the City), indemnify, and hold harmless the City
and its officers, elected and appointed officials, employees and volunteers from and against all claims,
damages, losses and expenses including attorney’s fees arising out of the performance of the work
described herein caused by any negligence, recklessness, or willful misconduct of the Contractor, any
subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of
them may be liable.
If Contractor’s obligation to defend, indemnify, and/or hold harmless arises out of Contractor’s
performance as a “design professional” (as that term is defined under Civil Code section 2782.8), then,
and only to the extent required by Civil Code Section 2782.8, which is fully incorporated herein,
Contractor’s indemnification obligation shall be limited to claims that arise out of, pertain to, or relate to
the negligence, recklessness, or willful misconduct of the Contractor, and, upon Contractor obtaining a
final adjudication by a court of competent jurisdiction. Contractor’s liability for such claim, including the
cost to defend, shall not exceed the Contractor’s proportionate percentage of fault.
The parties expressly agree that any payment, attorney’s fee, costs or expense City incurs or makes to or
on behalf of an injured employee under the City’s self-administered workers’ compensation is included as
a loss, expense or cost for the purposes of this section, and that this section will survive the expiration or
early termination of this Agreement.
11.INSURANCE
Contractor will obtain and maintain for the duration of the Agreement and any and all amendments,
insurance against claims for injuries to persons or damage to property which may arise out of or in
connection with performance of the services by Contractor or Contractor’s agents, representatives,
employees or subcontractors. The insurance will be obtained from an insurance carrier admitted and
authorized to do business in the State of California. The insurance carrier is required to have a current
Best's Key Rating of not less than "A-:VII"; OR with a surplus line insurer on the State of California’s List of
Approved Surplus Line Insurers (LASLI) with a rating in the latest Best’s Key Rating Guide of at least “A:X”;
OR an alien non-admitted insurer listed by the National Association of Insurance Commissioners (NAIC)
latest quarterly listings report.
11.1 Coverages and Limits. Contractor will maintain the types of coverages and minimum limits
indicated below, unless Risk Manager or City Manager approves a lower amount. These minimum
amounts of coverage will not constitute any limitations or cap on Contractor's indemnification obligations
under this Agreement. City, its officers, agents and employees make no representation that the limits of
the insurance specified to be carried by Contractor pursuant to this Agreement are adequate to protect
Contractor. If Contractor believes that any required insurance coverage is inadequate, Contractor will
obtain such additional insurance coverage, as Contractor deems adequate, at Contractor's sole expense.
The full limits available to the named insured shall also be available and applicable to the City as an
additional insured.
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11.1.1 Commercial General Liability (CGL) Insurance. Insurance written on an “occurrence” basis,
including personal & advertising injury, with limits no less than $2,000,000 per occurrence. If a general
aggregate limit applies, either the general aggregate limit shall apply separately to this project/location
or the general aggregate limit shall be twice the required occurrence limit.
11.1.2 Automobile Liability. (if the use of an automobile is involved for Contractor's work for
City). $2,000,000 combined single-limit per accident for bodily injury and property damage.
11.1.3 Workers' Compensation and Employer's Liability. Workers' Compensation limits as
required by the California Labor Code. Workers' Compensation will not be required if Contractor has no
employees and provides, to City's satisfaction, a declaration stating this.
11.1.4 Professional Liability. Errors and omissions liability appropriate to Contractor’s profession
with limits of not less than $1,000,000 per claim. Coverage must be maintained for a period of five years
following the date of completion of the work.
11.2 Additional Provisions. Contractor will ensure that the policies of insurance required under this
Agreement contain, or are endorsed to contain, the following provisions:
11.2.1 The City will be named as an additional insured on Commercial General Liability which
shall provide primary coverage to the City.
11.2.2 Contractor will obtain occurrence coverage, excluding Professional Liability, which will be
written as claims-made coverage.
11.2.3 If Contractor maintains higher limits than the minimums shown above, the City requires
and will be entitled to coverage for the higher limits maintained by Contractor. Any available insurance
proceeds in excess of the specified minimum limits of insurance and coverage will be available to the City.
11.2.4 This insurance will be in force during the life of the Agreement and any extensions of it
and will not be canceled without thirty (30) days prior written notice to City sent by certified mail pursuant
to the Notice provisions of this Agreement.
11.3 Providing Certificates of Insurance and Endorsements. Prior to City's execution of this Agreement,
Contractor will furnish certificates of insurance and endorsements to City.
11.4 Failure to Maintain Coverage. If Contractor fails to maintain any of these insurance coverages,
then City will have the option to declare Contractor in breach, or may purchase replacement insurance or
pay the premiums that are due on existing policies in order to maintain the required coverages. Contractor
is responsible for any payments made by City to obtain or maintain insurance and City may collect these
payments from Contractor or deduct the amount paid from any sums due Contractor under this
Agreement.
11.5 Submission of Insurance Policies. City reserves the right to require, at any time, complete and
certified copies of any or all required insurance policies and endorsements.
12.BUSINESS LICENSE
Contractor will obtain and maintain a City of Carlsbad Business License for the term of the Agreement, as
may be amended from time-to-time.
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13.ACCOUNTING RECORDS
Contractor will maintain complete and accurate records with respect to costs incurred under this
Agreement. All records will be clearly identifiable. Contractor will allow a representative of City during
normal business hours to examine, audit, and make transcripts or copies of records and any other
documents created pursuant to this Agreement. Contractor will allow inspection of all work, data,
documents, proceedings, and activities related to the Agreement for a period of four (4) years from the
date of final payment under this Agreement.
14.OWNERSHIP OF DOCUMENTS
All work product produced by Contractor or its agents, employees, and subcontractors pursuant to this
Agreement is the property of City. In the event this Agreement is terminated, all work product produced
by Contractor or its agents, employees and subcontractors pursuant to this Agreement will be delivered
at once to City. Contractor will have the right to make one (1) copy of the work product for Contractor’s
records.
15.COPYRIGHTS
Contractor agrees that all copyrights that arise from the services will be vested in City and Contractor
relinquishes all claims to the copyrights in favor of City.
16.NOTICES
The name of the persons who are authorized to give written notice or to receive written notice on behalf
of City and on behalf of Contractor under this Agreement are:
For City For Contractor
Name Steven Stewart Name Cam Renkas
Title Municipal Projects Manager Title Project Manager
Department Public Works Address 6423 30th street
City of Carlsbad Calgary, Alberta, Canada T2C 1R4
Address 1635 Faraday Ave. Phone No. 403-203-2915
Carlsbad, CA 92008 Email crenkas@adaptaspace.com
Phone No. 442-339-2938
Each party will notify the other immediately of any changes of address that would require any notice or
delivery to be directed to another address.
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17.CONFLICT OF INTEREST
Contractor shall file a Conflict of Interest Statement with the City Clerk in accordance with the
requirements of the City of Carlsbad Conflict of Interest Code. The Contractor shall report investments or
interests as required in the City of Carlsbad Conflict of Interest Code.
Yes ☐ No ☒
If yes, list the contact information below for all individuals required to file:
Name Email Phone Number
18.GENERAL COMPLIANCE WITH LAWS
Contractor will keep fully informed of federal, state and local laws and ordinances and regulations which
in any manner affect those employed by Contractor, or in any way affect the performance of the Services
by Contractor. Contractor will at all times observe and comply with these laws, ordinances, and
regulations and will be responsible for the compliance of Contractor's services with all applicable laws,
ordinances and regulations.
Contractor will be aware of the requirements of the Immigration Reform and Control Act of 1986 and will
comply with those requirements, including, but not limited to, verifying the eligibility for employment of
all agents, employees, subcontractors and consultants whose services are required by this Agreement.
19.CALIFORNIA AIR RESOURCES BOARD (CARB) ADVANCED CLEAN FLEETS REGULATIONS
Contractor’s vehicles with a gross vehicle weight rating greater than 8,500 lbs. and light-duty package
delivery vehicles operated in California may be subject to the California Air Resources Board (CARB)
Advanced Clean Fleets regulations. Such vehicles may therefore be subject to requirements to reduce
emissions of air pollutants. For more information, please visit the CARB Advanced Clean Fleets webpage
at https://ww2.arb.ca.gov/our-work/programs/advanced-clean-fleets.
20.DISCRIMINATION AND HARASSMENT PROHIBITED
Contractor will comply with all applicable local, state and federal laws and regulations prohibiting
discrimination and harassment.
21.DISPUTE RESOLUTION
If a dispute should arise regarding the performance of the Services the following procedure will be used
to resolve any questions of fact or interpretation not otherwise settled by agreement between the parties.
Representatives of Contractor or City will reduce such questions, and their respective views, to writing. A
copy of such documented dispute will be forwarded to both parties involved along with recommended
methods of resolution, which would be of benefit to both parties. The representative receiving the letter
will reply to the letter along with a recommended method of resolution within ten (10) business days. If
the resolution thus obtained is unsatisfactory to the aggrieved party, a letter outlining the disputes will
be forwarded to the City Manager. The City Manager will consider the facts and solutions recommended
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by each party and may then opt to direct a solution to the problem. In such cases, the action of the City
Manager will be binding upon the parties involved, although nothing in this procedure will prohibit the
parties from seeking remedies available to them at law.
22.TERMINATION
In the event of the Contractor's failure to prosecute, deliver, or perform the Services, City may terminate
this Agreement for nonperformance by notifying Contractor by certified mail of the termination. If City
decides to abandon or indefinitely postpone the work or services contemplated by this Agreement, City
may terminate this Agreement upon written notice to Contractor. Upon notification of termination,
Contractor has five (5) business days to deliver any documents owned by City and all work in progress to
City address contained in this Agreement. City will make a determination of fact based upon the work
product delivered to City and of the percentage of work that Contractor has performed which is usable
and of worth to City in having the Agreement completed. Based upon that finding City will determine the
final payment of the Agreement.
City may terminate this Agreement by tendering thirty (30) days written notice to Contractor. Contractor
may terminate this Agreement by tendering thirty (30) days written notice to City. In the event of
termination of this Agreement by either party and upon request of City, Contractor will assemble the work
product and put it in order for proper filing and closing and deliver it to City. Contractor will be paid for
work performed to the termination date; however, the total will not exceed the lump sum fee payable
under this Agreement. City will make the final determination as to the portions of tasks completed and
the compensation to be made.
23.COVENANTS AGAINST CONTINGENT FEES
Contractor warrants that Contractor has not employed or retained any company or person, other than a
bona fide employee working for Contractor, to solicit or secure this Agreement, and that Contractor has
not paid or agreed to pay any company or person, other than a bona fide employee, any fee, commission,
percentage, brokerage fee, gift, or any other consideration contingent upon, or resulting from, the award
or making of this Agreement. For breach or violation of this warranty, City will have the right to annul this
Agreement without liability, or, in its discretion, to deduct from the Agreement price or consideration, or
otherwise recover, the full amount of the fee, commission, percentage, brokerage fees, gift, or contingent
fee.
24.CLAIMS AND LAWSUITS
By signing this Agreement, Contractor agrees that any Agreement claim submitted to City must be
asserted as part of the Agreement process as set forth in this Agreement and not in anticipation of
litigation or in conjunction with litigation. Contractor acknowledges that if a false claim is submitted to
City, it may be considered fraud and Contractor may be subject to criminal prosecution. Contractor
acknowledges that California Government Code sections 12650 et seq., the False Claims Act applies to this
Agreement and, provides for civil penalties where a person knowingly submits a false claim to a public
entity. These provisions include false claims made with deliberate ignorance of the false information or in
reckless disregard of the truth or falsity of information. If City seeks to recover penalties pursuant to the
False Claims Act, it is entitled to recover its litigation costs, including attorney's fees. Contractor
acknowledges that the filing of a false claim may subject Contractor to an administrative debarment
proceeding as the result of which Contractor may be prevented to act as a Contractor on any public work
or improvement for a period of up to five (5) years. Contractor acknowledges debarment by another
jurisdiction is grounds for City to terminate this Agreement.
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25.JURISDICTION AND VENUE
This Agreement shall be interpreted in accordance with the laws of the State of California. Any action at
law or in equity brought by either of the parties for the purpose of enforcing a right or rights provided for
by this Agreement will be tried in a court of competent jurisdiction in the County of San Diego, State of
California, and the parties waive all provisions of law providing for a change of venue in these proceedings
to any other county.
26.SUCCESSORS AND ASSIGNS
It is mutually understood and agreed that this Agreement will be binding upon City and Contractor and
their respective successors. Neither this Agreement nor any part of it nor any monies due or to become
due under it may be assigned by Contractor without the prior consent of City, which shall not be
unreasonably withheld.
27.THIRD PARTY RIGHTS
Nothing in this Agreement should be construed to give any rights or benefits to any party other than the
City and Contractor.
28.ENTIRE AGREEMENT
This Agreement, together with any other written document referred to or contemplated by it, along with
the purchase order for this Agreement and its provisions, embody the entire Agreement and
understanding between the parties relating to the subject matter of it. In case of conflict, the terms of the
Agreement supersede the purchase order. Neither this Agreement nor any of its provisions may be
amended, modified, waived or discharged except in a writing signed by both parties. This Agreement may
be executed in counterparts.
29.AUTHORITY
The individuals executing this Agreement and the instruments referenced in it on behalf of Contractor
each represent and warrant that they have the legal power, right and actual authority to bind Contractor
to the terms and conditions of this Agreement.
[signatures on following page]
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EXHIBIT A
SCOPE OF SERVICES AND FEE
Table A – Emergency Operations Center Furnishings
Item Description Valuation
1 Console Furniture for EOC area $326,479.00
2 Freight $5,130.00
3 Sales tax at 7.5% $25,302.12
TOTAL (not to exceed) $356,911.12
• See attached Exhibit B for description/photos of console furniture
• See attachment Exhibit C for pricing breakdown
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This Drawing and Design are the Property of Adaptaspace Inc. and must not be
reproduced or distributed without the written premission of Adaptaspace Inc.
REVISIONS:
REV.DESCRIPTION BY DATE QUOTE REF.adaptaspace [ ]
6423 30th Street SE
Calgary, Alberta, Canada, T2C 1R4
Tel: 403-203-2915 Fax: 403-203-0142
www.adaptaspace.com
DRAWN BY:
CHECKED BY:
SUBMITTAL DATE:
MM
MMc/CR
30 MAY 24
DRAWING NO.
PROJECT NO.
SHEET NO.
23-137-
23-137
of 07
City of Carlsbad - Police and Fire EOC REVISION NO.
41 RE-ISSUED FOR DESIGN MM 06 JUN 23 23-137-A
2 RE-ISSUED FOR DESIGN ID 26 MAR 24 23-137-B
3 ISSUED FOR SIGN-OFF ID 22 MAY 24 23-137-D
4 RE-ISSUED FOR SIGN-OFF ID 30 MAY 24 23-137-E
RENDERING
01
01
Signing off on this document signifies the approving client
representative acknowledges satisfaction and completion
with all elements of the deliverable. Adaptaspace shall
commence manufacturing based on this approval.
Client Name ____________________________________
Approving Client Representative ____________________
Date ___________________________________________
SIGN OFF APPROVAL
Exhibit B
PSA25-3515FAC
Exhibit B
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This Drawing and Design are the Property of Adaptaspace Inc. and must not be
reproduced or distributed without the written premission of Adaptaspace Inc.
REVISIONS:
REV.DESCRIPTION BY DATE QUOTE REF.adaptaspace [ ]
6423 30th Street SE
Calgary, Alberta, Canada, T2C 1R4
Tel: 403-203-2915 Fax: 403-203-0142
www.adaptaspace.com
DRAWN BY:
CHECKED BY:
SUBMITTAL DATE:
MM
MMc/CR
30 MAY 24
DRAWING NO.
PROJECT NO.
SHEET NO.
23-137-
23-137
of 07
City of Carlsbad - Police and Fire EOC REVISION NO.
41 RE-ISSUED FOR DESIGN MM 06 JUN 23 23-137-A
2 RE-ISSUED FOR DESIGN ID 26 MAR 24 23-137-B
3 ISSUED FOR SIGN-OFF ID 22 MAY 24 23-137-D
4 RE-ISSUED FOR SIGN-OFF ID 30 MAY 24 23-137-E
ROOM LAYOUT
02
02
Signing off on this document signifies the approving client
representative acknowledges satisfaction and completion
with all elements of the deliverable. Adaptaspace shall
commence manufacturing based on this approval.
Client Name ____________________________________
Approving Client Representative ____________________
Date ___________________________________________
SIGN OFF APPROVAL
PSA25-3515FAC
Docusign Envelope ID: 0EE6700C-9564-4D16-826B-CE29C0747245
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SAMSUNG SAMSUNG SAMSUNG
This Drawing and Design are the Property of Adaptaspace Inc. and must not be
reproduced or distributed without the written premission of Adaptaspace Inc.
REVISIONS:
REV.DESCRIPTION BY DATE QUOTE REF.adaptaspace [ ]
6423 30th Street SE
Calgary, Alberta, Canada, T2C 1R4
Tel: 403-203-2915 Fax: 403-203-0142
www.adaptaspace.com
DRAWN BY:
CHECKED BY:
SUBMITTAL DATE:
MM
MMc/CR
30 MAY 24
DRAWING NO.
PROJECT NO.
SHEET NO.
23-137-
23-137
of 07
City of Carlsbad - Police and Fire EOC REVISION NO.
41 RE-ISSUED FOR DESIGN MM 06 JUN 23 23-137-A
2 RE-ISSUED FOR DESIGN ID 26 MAR 24 23-137-B
3 ISSUED FOR SIGN-OFF ID 22 MAY 24 23-137-D
4 RE-ISSUED FOR SIGN-OFF ID 30 MAY 24 23-137-E
7 OPERATOR CONSOLE POD - QTY 4
PLAN & ELEVATION
03
03
4
4
Signing off on this document signifies the approving client
representative acknowledges satisfaction and completion
with all elements of the deliverable. Adaptaspace shall
commence manufacturing based on this approval.
Client Name ____________________________________
Approving Client Representative ____________________
Date ___________________________________________
SIGN OFF APPROVAL
PSA25-3515FAC
Docusign Envelope ID: 0EE6700C-9564-4D16-826B-CE29C0747245
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A
05
1
06
SAMSUNG SAMSUNG
This Drawing and Design are the Property of Adaptaspace Inc. and must not be
reproduced or distributed without the written premission of Adaptaspace Inc.
REVISIONS:
REV.DESCRIPTION BY DATE QUOTE REF.adaptaspace [ ]
6423 30th Street SE
Calgary, Alberta, Canada, T2C 1R4
Tel: 403-203-2915 Fax: 403-203-0142
www.adaptaspace.com
DRAWN BY:
CHECKED BY:
SUBMITTAL DATE:
MM
MMc/CR
30 MAY 24
DRAWING NO.
PROJECT NO.
SHEET NO.
23-137-
23-137
of 07
City of Carlsbad - Police and Fire EOC REVISION NO.
41 RE-ISSUED FOR DESIGN MM 06 JUN 23 23-137-A
2 RE-ISSUED FOR DESIGN ID 26 MAR 24 23-137-B
3 ISSUED FOR SIGN-OFF ID 22 MAY 24 23-137-D
4 RE-ISSUED FOR SIGN-OFF ID 30 MAY 24 23-137-E
5 OPERATOR CONSOLE POD - QTY 3
PLAN & ELEVATION
04
04
4
4
Signing off on this document signifies the approving client
representative acknowledges satisfaction and completion
with all elements of the deliverable. Adaptaspace shall
commence manufacturing based on this approval.
Client Name ____________________________________
Approving Client Representative ____________________
Date ___________________________________________
SIGN OFF APPROVAL
PSA25-3515FAC
Docusign Envelope ID: 0EE6700C-9564-4D16-826B-CE29C0747245
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This Drawing and Design are the Property of Adaptaspace Inc. and must not be
reproduced or distributed without the written premission of Adaptaspace Inc.
REVISIONS:
REV.DESCRIPTION BY DATE QUOTE REF.adaptaspace [ ]
6423 30th Street SE
Calgary, Alberta, Canada, T2C 1R4
Tel: 403-203-2915 Fax: 403-203-0142
www.adaptaspace.com
DRAWN BY:
CHECKED BY:
SUBMITTAL DATE:
MM
MMc/CR
30 MAY 24
DRAWING NO.
PROJECT NO.
SHEET NO.
23-137-
23-137
of 07
City of Carlsbad - Police and Fire EOC REVISION NO.
41 RE-ISSUED FOR DESIGN MM 06 JUN 23 23-137-A
2 RE-ISSUED FOR DESIGN ID 26 MAR 24 23-137-B
3 ISSUED FOR SIGN-OFF ID 22 MAY 24 23-137-D
4 RE-ISSUED FOR SIGN-OFF ID 30 MAY 24 23-137-E
SHARED MODULE BACK-TO-BACK SIT-STAND CONSOLE
SECTION & LOGO DETAIL
05
05
04
A SECTION LOGO DETAIL
END PANEL SIDE VIEW
4
Signing off on this document signifies the approving client
representative acknowledges satisfaction and completion
with all elements of the deliverable. Adaptaspace shall
commence manufacturing based on this approval.
Client Name ____________________________________
Approving Client Representative ____________________
Date ___________________________________________
SIGN OFF APPROVAL
PSA25-3515FAC
Docusign Envelope ID: 0EE6700C-9564-4D16-826B-CE29C0747245
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SAMSUNG SAMSUNG
This Drawing and Design are the Property of Adaptaspace Inc. and must not be
reproduced or distributed without the written premission of Adaptaspace Inc.
REVISIONS:
REV.DESCRIPTION BY DATE QUOTE REF.adaptaspace [ ]
6423 30th Street SE
Calgary, Alberta, Canada, T2C 1R4
Tel: 403-203-2915 Fax: 403-203-0142
www.adaptaspace.com
DRAWN BY:
CHECKED BY:
SUBMITTAL DATE:
MM
MMc/CR
30 MAY 24
DRAWING NO.
PROJECT NO.
SHEET NO.
23-137-
23-137
of 07
City of Carlsbad - Police and Fire EOC REVISION NO.
41 RE-ISSUED FOR DESIGN MM 06 JUN 23 23-137-A
2 RE-ISSUED FOR DESIGN ID 26 MAR 24 23-137-B
3 ISSUED FOR SIGN-OFF ID 22 MAY 24 23-137-D
4 RE-ISSUED FOR SIGN-OFF ID 30 MAY 24 23-137-E
LARGE SCREEN BINDER STORAGE
SECTION
06
06
04
1 ELEVATION Signing off on this document signifies the approving client
representative acknowledges satisfaction and completion
with all elements of the deliverable. Adaptaspace shall
commence manufacturing based on this approval.
Client Name ____________________________________
Approving Client Representative ____________________
Date ___________________________________________
SIGN OFF APPROVAL
PSA25-3515FAC
Docusign Envelope ID: 0EE6700C-9564-4D16-826B-CE29C0747245
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This Drawing and Design are the Property of Adaptaspace Inc. and must not be
reproduced or distributed without the written premission of Adaptaspace Inc.
REVISIONS:
REV.DESCRIPTION BY DATE QUOTE REF.adaptaspace [ ]
6423 30th Street SE
Calgary, Alberta, Canada, T2C 1R4
Tel: 403-203-2915 Fax: 403-203-0142
www.adaptaspace.com
DRAWN BY:
CHECKED BY:
SUBMITTAL DATE:
MM
MMc/CR
30 MAY 24
DRAWING NO.
PROJECT NO.
SHEET NO.
23-137-
23-137
of 07
City of Carlsbad - Police and Fire EOC REVISION NO.
41 RE-ISSUED FOR DESIGN MM 06 JUN 23 23-137-A
2 RE-ISSUED FOR DESIGN ID 26 MAR 24 23-137-B
3 ISSUED FOR SIGN-OFF ID 22 MAY 24 23-137-D
4 RE-ISSUED FOR SIGN-OFF ID 30 MAY 24 23-137-E
FINISHES
07
07
1 POWER DATA CENTER
2
3
4
5
6
8
7
9
1011
12
13
14
ENLARGED LOGO IMAGE
Signing off on this document signifies the approving client
representative acknowledges satisfaction and completion
with all elements of the deliverable. Adaptaspace shall
commence manufacturing based on this approval.
Client Name ____________________________________
Approving Client Representative ____________________
Date ___________________________________________
SIGN OFF APPROVAL PSA25-3515FAC
Docusign Envelope ID: 0EE6700C-9564-4D16-826B-CE29C0747245
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proposal for:
Project Proposal Information
Adaptaspace Console Features: As per Drawings: 23-137-01 thru 07
Console Subtotal:(A)
Freight:(B)
Dedicated Air Ride Freight from Calgary, AB to Carlsbad, CA
Loading Dock Delivery, Adaptaspace to Receive and Offload
Sales Tax (Console Value Only):(C)
7.75% San Diego County; Collected & Remitted By Adaptaspace
( Includes 7.75% San Diego County Sales Tax )
Attention: Jessica Schwartz - Sillman Architects
23-137-1 Rev: G
$5,130.00
$326,479.00
$25,302.12
This quotation is valid for a period of 90 days from the date of issuance. Adaptaspace Inc. reserves the right to
revise pricing if the proposal is not accepted and an order is not confirmed within the 90 day period.
$356,911.12
adaptaspace [ ]
6423 - 30th Street SE, Calgary, Alberta, Canada T2C 1R4
Tel: 403 203 2915 Fax: 403 203 0142 www.adaptaspace.com
City of Carlsbad - Police and Fire EOC
Project Total In US$:
adaptaspace project no.August 27, 2024Date:
Carlsbad, CA
23-137-1 City of Carlsbad - Police and Fire EOCConsole Price Quotation Rev G
Page 1 of 4
PSA25-3515FACExhibit CDocusign Envelope ID: 0EE6700C-9564-4D16-826B-CE29C0747245
Oct. 29, 2024 Item #6 Page 23 of 47
proposal for:
Project Proposal Information
Adaptaspace Console Features: As per Drawings: 23-137-01 thru 07
•
Nameplate CUSTOM 5 $650.00
Corporate Logo Vinyl Decals on End Panel CUSTOM 2 $164.00
$3,010.00
$1,175.00
ASI-S-PR-EP-1A
$1,604.00ASI-ARM-HD-ART 2
CUSTOM 1 $2,296.00
ASI-MP-MET-BFC
ASI-PD-13
$6,565.00
$100.00
Monitor Support Arms
5Mobile Storage Pedestal (box,file, cushion) Metal
Anti-Collision Sensor 5
25
Slide-Out Pencil Drawer, 13"W x 16.9"D 5
Storage Cabinet End Unit; Nominal 70"W x 12"D; Includes (2)
21"W Binder Storage units, FlexRail Monitor Mounting Beam
and Finishes to Match Consoles.
Single Fully Articulating Monitor Arm (Weight Range 12 - 40
lbs)
ASI-ARM-HD-PIS 5
ASI-GRO-STD
Flex-Rail Rear Mounting Beam, per lin. ft.ASI-RB
Operator Accessories
Large Screen Monitor Mount on 36" Pole with 360° Swivel and
+5° to -15° Tilt (Maximum Weight per Monitor - 125 lbs)
10
ASI-PC-56.35
Electrical Sit / Stand Configuration: (per Operator) 5
ASI-ACS
Configuration includes (2) Electrical Actuator Lifts, (1)
Vertical Cable Management Chain and (1) Operator Switch
mounted in the worksurface.
ASI-SSWS
End Panels
2 $2,096.00
City of Carlsbad - Police and Fire EOC
Five (5) Operator Console Pod
1
Part No.
Process Console:
Attention: Jessica Schwartz - Sillman Architects
Qty
Standard Features: HPL Worksurface with Molded Rubber
Nosing, HPL Front & Rear Hinged Enclosure Panels, Fixed
Processor Shelf, Integrated Cable Trays
$6,578.00
Carlsbad, CA
Shared Modules - Reduced Depth 35" [889mm]
23-137-1 Rev: Gadaptaspace project no.August 27, 2024Date:
adaptaspace [ ]
6423 - 30th Street SE, Calgary, Alberta, Canada T2C 1R4
Tel: 403 203 2915 Fax: 403 203 0142 www.adaptaspace.com
$750.00
Cable Grommet
$2,270.00
Single Wide Premium Console End Panel c/w Accent
256" [1422mm] Wide Module
63" [1600mm] Wide Module ASI-PC-63.35 $3,619.00
$120.00
Adjustable Worksurfaces
23-137-1 City of Carlsbad - Police and Fire EOCConsole Price Quotation Rev G
Page 2 of 4
PSA25-3515FAC
Docusign Envelope ID: 0EE6700C-9564-4D16-826B-CE29C0747245
Oct. 29, 2024 Item #6 Page 24 of 47
Subtotal:
Quantity:
Five Operator Console Pod Subtotal:(i)
•
Undersurface 15A, 125V - 7 Outlet Power Bar c/w Attachment
Bracket, 12' Cord, Plastic Case, On/Off Switch w/ Circuit
Breaker, CSA & UL Listed.
$215.00
Storage Cabinet End Unit; Nominal 70"W x 12"D; Includes (2)
21"W Binder Storage units, FlexRail Monitor Mounting Beam
and Finishes to Match Consoles.
CUSTOM 1 $2,296.00
5
Packing and preparation for Dedictated Freight
15" [380mm] High Rear Privacy Panel. Includes Fabric Wrapped
Tentest Front and Rear Insert.
Corporate Logo Vinyl Decals on End Panel CUSTOM
$39,317.00
$117,951.00
2 $164.00
ASI-S-PR-EP-1A 2 $2,096.00
Privacy Panels
Assembly, Packing & Preparation:
1
5 $2,800.00
$1,025.00n/a
ASI-PP-FAB-15
$320.00
Electrical Components
ASI-PB-STD6-15
5
In-Cabinet 15A, 125V - 6 Outlet Power Bar c/w Attachment
Bracket, 6' Cord, Plastic Case, On/Off Switch w/ Circuit Breaker,
CSA & UL Listed.
ASI-PD2P-PR 5
$2,240.00ASI-TL-TA 5
Seven (7) Operator Console Pod
ASI-PB-STD7-15
Desktop Charging Station, 1 - 15A, 125V Outlet; 1- Dual USB
A+C Charging Port
$1,000.00
Shared Modules - Reduced Depth 35" [889mm]
Z-Bar Triple Articulating Operator Tasklight, 9.5 watt, Multi LED,
3500K, Dimmable
3
Part No. Qty
63" [1600mm] Wide Module ASI-PC-63.35 1 $3,619.00
56" [1422mm] Wide Module ASI-PC-56.35 3 $9,867.00
Electrical Sit / Stand Configuration: (per Operator)ASI-SSWS 7 $9,191.00
End Panels
Single Wide Premium Console End Panel c/w Accent
Configuration includes (2) Electrical Actuator Lifts, (1)
Vertical Cable Management Chain and (1) Operator Switch
mounted in the worksurface.
Adjustable Worksurfaces
Anti-Collision Sensor ASI-ACS 7 $140.00
Monitor Support Arms
Single Fully Articulating Monitor Arm (Weight Range 12 - 40
lbs)
ASI-ARM-HD-PIS 7 $3,178.00
Large Screen Monitor Mount on 36" Pole with 360° Swivel and
+5° to -15° Tilt (Maximum Weight per Monitor - 125 lbs)
ASI-ARM-HD-ART 2 $1,604.00
23-137-1 City of Carlsbad - Police and Fire EOCConsole Price Quotation Rev G
Page 3 of 4
PSA25-3515FAC
Docusign Envelope ID: 0EE6700C-9564-4D16-826B-CE29C0747245
Oct. 29, 2024 Item #6 Page 25 of 47
Subtotal:
Quantity:
Seven Operator Console Pod Subtotal:(ii)
Console Subtotal:(A)
ASI-PD-13 7
$52,132.00
4
$208,528.00
$326,479.00
Operator Accessories
Flex-Rail Rear Mounting Beam, per lin. ft.ASI-RB 35 $1,645.00
Cable Grommet ASI-GRO-STD 14 $168.00
Nameplate CUSTOM 7 $910.00
$1,050.00Slide-Out Pencil Drawer, 13"W x 16.9"D
Mobile Storage Pedestal (box,file, cushion) Metal ASI-MP-MET-BFC 7 $4,214.00
Electrical Components
In-Cabinet 15A, 125V - 6 Outlet Power Bar c/w Attachment
Bracket, 6' Cord, Plastic Case, On/Off Switch w/ Circuit Breaker,
CSA & UL Listed.
ASI-PB-STD6-15 7 $301.00
Undersurface 15A, 125V - 7 Outlet Power Bar c/w Attachment
Bracket, 12' Cord, Plastic Case, On/Off Switch w/ Circuit
Breaker, CSA & UL Listed.
ASI-PB-STD7-15 7 $448.00
Desktop Charging Station, 1 - 15A, 125V Outlet; 1- Dual USB
A+C Charging Port
ASI-PD2P-PR 7 $1,400.00
Z-Bar Triple Articulating Operator Tasklight, 9.5 watt, Multi LED,
3500K, Dimmable
ASI-TL-TA 7 $3,136.00
Privacy Panels
15" [380mm] High Rear Privacy Panel. Includes Fabric Wrapped
Tentest Front and Rear Insert.
ASI-PP-FAB-15 7 $3,920.00
Assembly, Packing & Preparation:
Packing and preparation for Dedictated Freight n/a 1 $1,750.00
23-137-1 City of Carlsbad - Police and Fire EOCConsole Price Quotation Rev G
Page 4 of 4
PSA25-3515FAC
Docusign Envelope ID: 0EE6700C-9564-4D16-826B-CE29C0747245
Oct. 29, 2024 Item #6 Page 26 of 47
FARADAY AVE.
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1
Exhibit 2
CIP Project No. 4715Oct. 29, 2024 Item #6 Page 27 of 47
State of California
MULTIPLE AWARD SCHEDULE
NON-MANDATORY
Adaptaspace Inc.
Categories Information CMAS NUMBER: 4-22-10-1044
CMAS TERM DATES: 10/21/2022 through 12/31/2024
CMAS CATEGORY: Non-Information Technology Commodities
APPLICABLE TERMS & CONDITIONS: January 20, 2022
MAXIMUM ORDER LIMIT: State Agencies: See Purchasing Authority Dollar Threshold provision Local Government Agencies: Unlimited
FOR USE BY: State & Local Government Agencies
BASE NCPA CONTRACT #: 07-61
BASE NCPA CONTRACT HOLDER: Adaptaspace Inc.
This California Multiple Award Schedule (CMAS) provides for the purchase and warranty of control room console solutions.
NOTICE: Products and/or services on this CMAS may be available on a Mandatory State Contract. If this is the case, the use of this CMAS is restricted unless the State agency has an approved exemption as explained in the State Contract User Instructions. Information regarding State Contracts can be obtained at the: State Contracts Index Listing. This requirement is not applicable to local government agencies.
State agencies cannot use this CMAS to purchase products available through the California Prison Industry Authority (CALPIA) without a one-time exemption from CALPIA. Agencies may request an exemption at the CALPIA website. A copy of the approved exemption must be kept with the purchase order in the procurement file for audit purposes.
Effective Date: 10/21/2022Original Signature on File
John Dickinson, Program Analyst, California Multiple Award Schedules Unit
Exhibit 3
Procurement Division 707 Third Street, 2nd Floor, MS #2-202 West Sacramento, CA 95605-2811
Oct. 29, 2024 Item #6 Page 28 of 47
CALIFORNIA MULTIPLE AWARD SCHEDULE (CMAS)
ADAPTASPACE INC.
CMAS NO. 4-22-10-1044
July 22, 2022 Ordering Instructions and Special Provisions 2
The most current Ordering Instructions and Special Provisions, CMAS Terms and Conditions, and products and/or services are included herein. All purchase orders issued by State agencies shall incorporate these Ordering Instructions and Special Provisions and CMAS Terms and Conditions.
Agency non-compliance with the requirements may result in the loss of CMAS program delegated
purchasing authority.
CMAS contractor non-compliance with the requirements may result in termination.
Oct. 29, 2024 Item #6 Page 29 of 47
CALIFORNIA MULTIPLE AWARD SCHEDULE (CMAS)
ADAPTASPACE INC.
CMAS NO. 4-22-10-1044
July 22, 2022 Ordering Instructions and Special Provisions 3
CMAS PRODUCT & SERVICE CODES
Product & Service Codes listed below are for marketing purposes only. Review the base contract for the products and/or services available.
Console-Component
Console-Dispatch Equip
Furniture-Audio Visual Furniture-Computer Worktables Furniture-Ergonomic Seating Furniture-Modular System
Furniture-Work Stations
AVAILABLE PRODUCTS AND/OR SERVICES
This CMAS provides for the purchase and warranty of control room console solutions.
The ordering agency must verify all products are currently available on the base NCPA contract by emailing Chris Thomas at cthomas@ncpa.us for the most up to date pricelist.
ISSUE PURCHASE ORDER TO
Agency purchase orders must be sent to the following:
Adaptaspace Inc. 6423 30th Street SE Calgary, AB T2C 1R4, Canada
Attn: Cameron Renkas
E-mail: crenkas@adaptaspace.com
Agencies with questions regarding products and/or services may contact the CMAS contractor as follows:
Contact: Cameron Renkas
Phone: (403) 604-2255E-mail: crenkas@adaptaspace.comWebsite: www.adaptaspace.com
TOP 500 DELINQUENT TAXPAYERS
In accordance with Public Contract Code (PCC) 10295.4, and prior to placing an order for non-IT
goods and/or services, agencies must verify with the Franchise Tax Board and the California
Department of Tax and Fee Administration that this CMAS contractor’s name does not appear on either list of the 500 largest tax delinquencies pursuant to Revenue and Taxation Code 7063 or 19195. The Franchise Tax Board’s list of Top 500 Delinquent Taxpayers is available at their website. The California Department of Tax and Fee Administration’s list of Top 500 Sales & Use
Tax Delinquencies in California is available at their website.
Oct. 29, 2024 Item #6 Page 30 of 47
CALIFORNIA MULTIPLE AWARD SCHEDULE (CMAS)
ADAPTASPACE INC.
CMAS NO. 4-22-10-1044
July 22, 2022 Ordering Instructions and Special Provisions 4
CALIFORNIA SELLER’S PERMIT
The CMAS contractor’s California Seller’s Permit Number is 103107530. Prior to placing an order with this company, agencies must verify that this permit is still valid at the California Department of Tax and Fee Administration website.
MINIMUM ORDER LIMITATION
There is no minimum dollar value limitation on orders placed under this CMAS.
CMAS PRICES
The maximum prices allowed for the products and/or services available are those set forth in the base contract.
The ordering agency is encouraged to seek prices lower than those in the base contract. When
responding to an agency’s Request for Offer (RFO), the CMAS contractor can offer lower prices to be competitive.
PRICE DISCOUNTS
This CMAS contains dollar volume discounts. See the base contract for the specific discount
percentage.
EXECUTIVE ORDER N-6-22 – RUSSIA SANCTIONS
On March 4, 2022, Governor Gavin Newsom issued Executive Order N-6-22 (the EO) regarding Economic Sanctions against Russia and Russian entities and individuals. “Economic Sanctions” refers to sanctions imposed by the U.S. government in response to Russia’s actions in Ukraine, as
well as any sanctions imposed under state law. The EO directs state agencies to terminate
contracts with, and to refrain from entering any new contracts with, individuals or entities that are determined to be a target of Economic Sanctions. Accordingly, should the State determine Contractor is a target of Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for termination of this agreement. The
State shall provide Contractor advance written notice of such termination, allowing Contractor at
least 30 calendar days to provide a written response. Termination shall be at the sole discretion of the State.
DARFUR CONTRACTING ACT
This CMAS contractor has certified compliance with the Darfur Contracting Act, per PCC 10475. It
is the agency’s responsibility to verify that the contractor has a Darfur Contracting Act Certification
on file.
Oct. 29, 2024 Item #6 Page 31 of 47
CALIFORNIA MULTIPLE AWARD SCHEDULE (CMAS)
ADAPTASPACE INC.
CMAS NO. 4-22-10-1044
July 22, 2022 Ordering Instructions and Special Provisions 5
IRAN CERTIFICATION
This CMAS contractor has certified compliance with the Iran Contracting Act, per PCC 2001-2008. It is the agency’s responsibility to verify that the contractor has an Iran Contracting Act Certification on file.
CALIFORNIA CIVIL RIGHTS LAW CERTIFICATION
Pursuant to PCC 2010 applicants must certify their compliance with the California Civil Rights laws and Employer Discriminatory Policies (Civil Code 51, GC 12960). It is the agency’s responsibility to verify that the contractor has a California Civil Rights Law Certification on file.
WARRANTY
For warranties, see the base contract, the CMAS Terms and Conditions, General Provisions, and
CMAS Warranty.
DELIVERY
As negotiated between agency and CMAS contractor and included in the purchase order.
SHIPPING INSTRUCTIONS
F.O.B. Destination (Free On Board) – Prepaid and Add Seller pays the freight charges.
State agencies shall follow the instructions below whenever the weight of the purchase is 100 lbs. or more and F.O.B. Destination, Freight Prepaid is not used. This requirement is not applicable to local government agencies.
All shipments will be made by ground transportation unless otherwise ordered on the purchase
order.
Before placing order, contact DGS Transportation Management Unit (TMU) to determine the routing of freight shipments. The TMU contact information can be found at the TMU website. You will need to provide Transportation Management with the point of origin and destination. They will also want to know the commodity being shipped and the estimated shipping weight of the order. If
shipping overnight, the account number must be included.
Routing information should be shown on the face of the purchase order in the format shown below.
Shipping Instructions:
Supplier route via: Carrier’s telephone number:
Oct. 29, 2024 Item #6 Page 32 of 47
CALIFORNIA MULTIPLE AWARD SCHEDULE (CMAS)
ADAPTASPACE INC.
CMAS NO. 4-22-10-1044
July 22, 2022 Ordering Instructions and Special Provisions 6
Annotate bill/s of lading as follows:
“Freight for account of State of California. Tender Number: applies. State of California Purchase Order Number: SHIP FREIGHT COLLECT.” Estimated Freight charges: .
If supplier is unable to use this carrier, contact TMU.
The following statement must be noted on the purchase order when the commodities are
being shipped via United Parcel Service (UPS) and the State is paying directly to UPS (Collect).
Shipping Instructions:
Supplier route via United Parcel Service (ground).
State of California, Department of UPS account number applies. State of California Purchase Order Number . SHIP COLLECT. Estimated UPS charges: .
If supplier is unable to use UPS, contact TMU.
CMAS Contractor Note: Additional shipping costs incurred by deviation to above shipping
instructions without Transportation Management approval shall be charged to the CMAS contractor.
PURCHASING AUTHORITY DOLLAR THRESHOLD
Order limits for the purchase of goods and/or services is determined by the individual agency
purchasing authority threshold.
No CMAS order may be executed by a State agency that exceeds that agency’s purchasing authority threshold. State agencies with approved purchasing authority, along with their dollar thresholds can be obtained at the List of State Departments with Approved Purchasing Authority website.
HOW TO USE CMAS
Agencies must adhere to the requirements in the State Contracting Manual (SCM) Volume 2, Chapter 1600 and CMAS Ordering Instructions and Special Provisions when using CMAS.
• Develop an RFO, which includes a Scope of Work (SOW) and Bidder Declaration form. For
information on the Bidder Declaration requirements see SCM, Volume 2, Sections 305 and
1202.
• Clearly defined Tasks (what needs to be done) and Deliverables (outcome of each task, i.e., reports, procedures manual, etc.) must be included in the State’s SOW.
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• For Consulting or Personal services, do not include any labor categories/job titles or number of hours limit in RFO Requirements or the SOW. The CMAS Contractor provides this information in their Attachment B Cost Worksheet. The State does not have the expertise to
make this decision (GC 19130(b)).
• Search for potential CMAS contractors on the CMAS website and select “Find a CMAS Contractor.”
• Request offers from a minimum of 3 CMAS contractors including one small business (SB)
and/or Disabled Veteran Business Enterprise (DVBE), if available, who are authorized to sell the products and/or able to perform the services needed. (Government Code 14846(b)).
• A valid attempt must be made to secure offers from viable CMAS contractors who are able
to supply the goods and/or provide the services. Neither a lack of sufficient CMAS
contractors nor the use of restrictive requirements meets the intent for obtaining offers (SCM Volume 2, Section 1670.2).
• If requesting offers from a certified DVBE, include the Disabled Veteran Business Enterprise
Declarations form (Standard 843) in the RFO. This declaration must be completed by the
DVBE prime contractor and/or any DVBE subcontractors and submitted with the offer (SCM Volume 2, Section 1201).
• This is not a bid transaction, so the small business preference, DVBE incentives, protest
language, intent to award, evaluation criteria, advertising, Administrative and Technical
Requirements, etc. are not applicable. (SCM Volume 2, Section 1603).
• If less than 3 offers are received, State agencies must document their file with the reasons why the other suppliers did not respond with an offer. The reason must come from the
CMAS contractor.
• Assess the offers received using best value criteria including cost as one of the criteria (SCM Volume 2, Section 1603).
• Issue a Purchase Order to the selected CMAS contractor.
• For CMAS transactions under $10,000, only one offer is required if the State agency can establish and document that the price is fair and reasonable. The fair and reasonable method can only be used for non-customizable purchases. See SCM Volume 2, Section
1510 for Fair and Reason criteria.
Local agencies must follow their own procurement regulations. For more information see the Local Agency packet available online.
SPLITTING ORDERS
Splitting orders to avoid any monetary limitations is prohibited.
Do not circumvent normal procurement methods by splitting purchases into a series of delegated
purchase orders per PCC 10329.
Splitting a project into small projects to avoid either fiscal or procedural controls is prohibited per State Administrative Manual (SAM) 4819.34.
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July 22, 2022 Ordering Instructions and Special Provisions 8
ORDERING PROCEDURES
1. Purchase Orders
All Ordering Agency purchase order documents executed under this CMAS must contain the applicable CMAS number as show on page 1.
a. State Departments:
Standard 65 Purchase Documents – State departments not transacting in FISCal must use the Purchasing Authority Purchase Order (Standard 65) for purchase execution. An electronic version of the Standard 65 is available at the Department of General Services (DGS), Procurement Division (PD) website, select Standard (STD) Forms.
FISCAL Purchase Documents – State departments transacting in FISCal will follow the
FISCal procurement and contracting procedures.
b. Local Government Agencies:
Local government agencies may use their own purchase order document for purchase execution.
The agency is required to complete and distribute the purchase order. For services, the agency
shall modify the information contained on the order to include the service period (start and end date), the monthly cost (or other intermittent cost), and any other information pertinent to the services. The cost for each line item must be included in the order, not just system totals.
The contractor must immediately reject purchase orders that are not accurate. Discrepancies
are to be negotiated and incorporated into the purchase order prior to product delivery and
service implementation.
2. Service and Delivery after CMAS Expiration
The purchase order must be issued before the CMAS expires. However, delivery of the products or completion of the services may be after the CMAS expires (unless otherwise
specifically stated in the purchase order). Amending the purchase order to add quantity, time,
or money is not possible if the CMAS expired.
3. Multiple CMAS Agreements on a Single Purchase Order
Agencies wishing to include multiple CMAS agreements on a single FISCal purchase order must adhere to the following guidelines:
• All CMAS must be for the same CMAS contractor.
• The purchase order must go to one contractor location.
• Enter the word “CMAS” in the space reserved for the Leveraged Procurement Agreement
(LPA) number. The word “CMAS” signifies that the purchase order contains items from multiple CMAS agreements. The purchasing agency may only use one bill code.
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• For each individual CMAS, the agency must identify and group together the CMAS number with the line items and subtotal per CMAS number (do not include tax in the subtotal), and sequentially identify each individual CMAS as Sub #1, Sub #2, Sub #3, etc. This facilitates
accurate billing of administrative fees by the Procurement Division.
• The total of all items on the purchase order must not exceed the purchase order limit identified in the CMAS.
• Do not combine items from IT and non-IT CMAS agreements. An Information Technology
CMAS begins with the number “3” and a non-IT CMAS begins with the number “4.” The purchase order limits are different for these CMAS agreements.
4. Amendments to State Agency's Purchase Orders
Agency purchase orders cannot be amended if the CMAS has expired.
SCM, Volume 2, Section 1605 provides the following directions regarding amendments to all
types of LPA purchase orders:
Original orders, which include options for changes (e.g., quantity or time), that were assessed and considered in the selection for award during the RFO process, may be amended consistent with the terms of the original order, provided that the original order
allowed for amendments. If the original order did not evaluate options, then amendments
are not allowed unless an NCB is approved for those amendments.
Amendments unique to Non-IT Services:
If the original contract permitted amendments, but did not specify the changes, (e.g., quantity or time), it may be amended. Per PCC 10335 (d)(1), a contract may only be
amended once under this exemption. The time shall not exceed one year, or add not more
than 30 percent of the original order value and may not exceed $250,000. If the original contract did not have language permitting amendments, the NCB process must be followed.
CMAS CONTRACTOR OWNERSHIP INFORMATION
The CMAS contractor is a large business enterprise.
SMALL BUSINESS MUST BE CONSIDERED
Prior to placing orders under the CMAS program, State agencies must first consider offers from small businesses that have established CMAS agreements (GC 14846(b)). NOTE: DGS auditors will request substantiation of compliance with this requirement when agency files are reviewed.
CMAS Small Business and Disabled Veteran Partners can be found on the CMAS website by
selecting “Find a CMAS Contractor”.
In response to our commitment to increase participation by small businesses, the Department of General Services waives the administrative fee (charged to customer agencies to support the CMAS program) for orders to California certified small business enterprises.
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SMALL BUSINESS/DVBE - TRACKING
State agencies are able to claim subcontracting dollars towards their SB or DVBE goals whenever the CMAS contractor subcontracts a commercially useful function to a certified SB or DVBE. The CMAS contractor will provide the ordering agency with the name of the SB or DVBE used and the
dollar amount the ordering agency can apply towards its SB or DVBE goal.
SMALL BUSINESS/DVBE - SUBCONTRACTING
1. The amount an ordering agency can claim towards achieving its SB or DVBE goals is the dollar amount of the subcontract award made by the CMAS contractor to each SB or DVBE.
2. The CMAS contractor will provide an ordering agency with the following information at the time
the order is quoted:
a. The CMAS contractor will state that, as the prime contractor, it shall be responsible for the overall execution of the fulfillment of the order.
b. The CMAS contractor will indicate to the ordering agency how the order meets the SB or DVBE goal, as follows:
i. List the name of each company that is certified by the Office of Small Business and
DVBE Services that it intends to subcontract a commercially useful function to; and
ii. Include the SB or DVBE certification number of each company listed and attach a copy of each certification; and
iii. Indicate the dollar amount of each subcontract with a SB or DVBE that may be claimed
by the ordering agency towards the SB or DVBE goal; and
iv. Indicate what commercially useful function the SB or DVBE subcontractor will be providing towards fulfillment of the order.
3. The ordering agency’s purchase order must be addressed to the prime contractor, and the purchase order must reference the information provided by the prime contractor as outlined
above.
CONTRACTORS ACTING AS FISCAL AGENTS ARE PROHIBITED
When a subcontractor ultimately provides all of the products or performs all of the services that a CMAS contractor has agreed to provide, and the prime contractor only handles the invoicing of expenditures, then the prime contractor's role becomes that of a fiscal agent because it is merely
administrative in nature and does not provide a Commercially Useful Function. It is unacceptable
to use fiscal agents in this manner because the agency is paying unnecessary administrative costs.
Oct. 29, 2024 Item #6 Page 37 of 47
CALIFORNIA MULTIPLE AWARD SCHEDULE (CMAS)
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July 22, 2022 Ordering Instructions and Special Provisions 11
WITHHOLD LANGUAGE (SB588)
Upon delivery or completion of ordered goods or services for which the Contractor committed to DVBE subcontractor participation, state departments must require the Contractor to certify all the following:
1. The amount and percentage of work the Contractor committed to provide to one or more
DVBEs under the requirements of the contract and the amount each DVBE received from the
Contractor.
2. That all payments under the contract have been made to the DVBE. Upon request, the
Contractor must provide proof of payment for the work.
In accordance with the Military and Veterans Code 999.7, state departments shall withhold $10,000 from the final payment, or the full final payment if less than $10,000, if the Contractor fails
to meet the certification requirements identified above. State departments shall notify the
Contractor of their failure to meet the certification requirements and give the Contractor an opportunity to comply with the certification requirements. If after 30 calendar days from the date of notice, the Contractor refuses to comply with the certification requirements, the state department shall permanently deduct $10,000 from the final payment or the full payment if less than $10,000.
PRODUCT SUBSTITUTIONS
Substitution of Deliverables may not be tendered without advance written consent of the Buyer. The Contractor must offer an equivalent or newer model of the product from the same manufacturer at the same or lower price. Contractor cannot use any specification in lieu of those contained in the Contract without written consent from the Buyer.
NEW EQUIPMENT REQUIRED
The State will procure new equipment. All equipment must be new (or warranted as newly manufactured) and the latest model in current production. Used, shopworn, demonstrator, prototype, or discontinued models are not acceptable.
Where Federal Energy Management Program (FEMP) standards are available, all State agencies
shall purchase only those products that meet the recommended standards. All products displaying
the Energy Star label meet the FEMP standards.
SPECIAL MANUFACTURED GOODS
Any CMAS for goods to be manufactured by the CMAS contractor specifically for the State and not suitable for sale to others may require progress payments.
For a Non-IT goods CMAS, see the CMAS Non-IT Commodities Terms and Conditions, Provision
69, Progress Payments.
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CALIFORNIA MULTIPLE AWARD SCHEDULE (CMAS)
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July 22, 2022 Ordering Instructions and Special Provisions 12
TRADE-IN EQUIPMENT
Trade-ins at open market price may be considered. The product description and trade-in allowance must be identified on the purchase order.
Agencies are required to adhere to SAM 3520 through 3520.6, Disposal of Personal Property and
Surplus Personal Property, as applicable, when trade-ins are considered. A Property Survey
Report, Standard 152, must be submitted for approval prior to disposition of any State owned personal property, including general office furniture regardless of the acquisition value, or if the property was recorded or capitalized for accounting purposes.
STATE AGENCY BUY RECYCLED CAMPAIGN
State ordering agencies are required to report purchases made within the eleven product
categories in the California Department of Resources Recycling and Recovery’s State Agency Buy Recycled Campaign per PCC 12200 through 12217.
Contractor will be required to complete and return a Recycled-Content Certification form upon request by the state ordering agency.
NOT SPECIFICALLY PRICED ITEMS
The only time that open market/incidental, non-contract items may be included in a CMAS order is when they fall under the parameters of the Not Specifically Priced (NSP) Items provision.
CMAS contractors must be authorized providers of the hardware, software and/or services they offer under the NSP Items provision.
Agency and CMAS contractor use of the NSP provision is subject to the following requirements:
1. Purchase orders containing only NSP items are prohibited.
2. A purchase order containing NSP items may be issued only if it results in the lowest overall
alternative to the State.
3. NSP items shall be clearly identified in the order. Any product or service already specifically
priced and included in the base contract may not be identified as an NSP item.
4. NSP Installation Services: The CMAS contractor is fully responsible for all installation
services performed under the CMAS. Product installations must be performed by
manufacturer authorized personnel and meet manufacturer documented specifications. The
prime contractor, as well as any subcontractors, must hold any certifications and/or licenses
required for the project. The total dollar value of all installation services included in the
purchase order cannot exceed the dollar value of the products included in the purchase
order, nor can they exceed the NSP Maximum Order Limitation.
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CALIFORNIA MULTIPLE AWARD SCHEDULE (CMAS)
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July 22, 2022 Ordering Instructions and Special Provisions 13
5. Maximum Order Limitation: For orders $250,000, or less, the total dollar value of all NSP
items included in a purchase order shall not exceed $5,000. For orders exceeding
$250,000, and at the option of the contractor, the total dollar value of all NSP items in a
purchase order shall not exceed 5% of the total cost of the order or $25,000 whichever is
lower.
6. An NSP item included in an order issued against this CMAS is subject to all of the terms and
conditions set forth in the CMAS.
7. Trade-ins, upgrades, involving the swapping of boards, are permissible, where the contract
makes specific provisions for this action. In those instances, where it is permitted, the
purchase order must include the replacement item and a notation that the purchase involves
the swapping of a board.
The following NSP items are specifically excluded from any order issued under this CMAS:
1. Items not intended for use in direct support of the priced items included in the same order.
An NSP item must be subordinate to the specifically priced item that it is supporting. For
example, a cable, which is not otherwise specifically priced in the base contract, is
subordinate to a specifically priced printer and is eligible to be an NSP item subject to that
cable meeting the remaining NSP requirements. However, a printer that is not otherwise
specifically priced in the base contract, is not subordinate to a specifically priced cable and
is not eligible to be an NSP item.
2. Supply type items, except for the minimum amount necessary to provide initial support to
the priced items included in the same order.
3. Items that do not meet the Productive Use Requirements for information technology
products, per Statewide Information Management Manual Section 195.
4. Any other item or class of items specifically excluded from the scope of this CMAS.
5. Public Works services NOT incidental to the total purchase order amount.
6. Products or services the CMAS contractor is NOT factory authorized or otherwise certified
or trained to provide.
7. Follow-on consultant services that were previously recommended or suggested by the same
CMAS contractor.
The CMAS contractor is required to reject purchase orders containing NSP items that do not comply with the above requirements. The CMAS contractor will promptly notify the agency issuing the noncompliant order of its rejection and the reasons for its rejection.
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July 22, 2022 Ordering Instructions and Special Provisions 14
STATE AND LOCAL GOVERNMENTS CAN USE CMAS
State and local government agency use of CMAS is optional. A local government is any city, county, city and county, district, or other local governmental body or corporation, including Universities of California, California State Universities, K-12 schools, and community colleges
empowered to expend public funds. While the State makes this CMAS available, each local
government agency should make its own determination whether the CMAS program is consistent with its procurement policies and regulations.
PCC 10298 allows any city, county, city and county, district, or other local governmental body or corporation empowered to expend public funds to contract with suppliers awarded CMAS without
further competitive bidding. See complete PCC 10298 language at the California Legislative
Information website.
PCC 10299 allows any school district empowered to expend public funds to utilize CMAS without further competitive bidding. See complete PCC 10299 language at the California Legislative Information website.
UPDATES AND/OR CHANGES
A CMAS supplement is not required for updates and/or changes once the update and/or change becomes effective for the base contract, except as follows:
• A CMAS supplement is required when the CMAS is based on specific products and/or
services from another contractor’s multiple award contract and the contractor wants to add a
new manufacturer’s products and/or services.
• A CMAS supplement is required for new federal contract terms and conditions that constitute a material difference from existing contract terms and conditions. A material
change has a potentially significant effect on the delivery, quantity or quality of items
provided, the amount paid to the contractor or on the cost to the State.
SELF-DELETING BASE CONTRACT TERMS AND CONDITIONS
Instructions or terms and conditions that appear in the Special Items or other provisions of the base contract and apply to the purchase, license, or rental (as applicable) of products or services
by the US Government in the United States and/or to any overseas location shall be self-deleting.
(Example: "Examinations of Records" provision).
Federal regulations and standards, such as Federal Acquisition Regulation, Federal Information Resources Management Regulation, Federal Information Processing Standards, General Services Administration Regulation, or Federal Installment Payment Agreement shall be self-deleting.
Federal blanket orders and small order procedures are not applicable.
ORDER OF PRECEDENCE
The CMAS Terms and Conditions take precedence if there is a conflict between the terms and conditions of the contractor's base contract, packaging, invoices, catalogs, brochures, technical data sheets, or other documents (see CMAS Terms and Conditions, CONFLICT OF TERMS).
Oct. 29, 2024 Item #6 Page 41 of 47
CALIFORNIA MULTIPLE AWARD SCHEDULE (CMAS)
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July 22, 2022 Ordering Instructions and Special Provisions 15
APPLICABLE CODES, POLICIES AND GUIDELINES
All California codes, policies, and guidelines are applicable. The use of CMAS does not relieve state agencies of their responsibility to meet statewide requirements regarding contracting or the procurement of goods or services. Most procurement and contract codes, policies, and guidelines
are incorporated into CMAS agreements. However, there is no guarantee that every requirement
that pertains to all State processes has been included.
PAYMENTS AND INVOICES
1. Payment Terms
Payment terms for this CMAS are net 45 days.
Payment will be made in accordance with the provisions of the California Prompt Payment Act,
GC 927. Unless expressly exempted by statute, the Act requires State agencies to pay properly submitted, undisputed invoices not more than 45 days after (1) the date of acceptance of goods or performance of services; or (2) receipt of an undisputed invoice, whichever is later.
2. Payee Data Record (Standard 204)
State Agencies must obtain a copy of the Payee Data Record (Standard 204) in order to
process payments. State Ordering Agencies must forward a copy of the Standard 204 to their accounting offices. Without the Standard 204, payment may be unnecessarily delayed. State Agencies should contact the CMAS contractor for copies of the Payee Data Record.
3. DGS Administrative and Incentive Fees
Orders from State Agencies:
DGS will bill each State agency directly an administrative fee for use of CMAS. The administrative fee should NOT be included in the order total or remitted before an invoice is received from DGS. This administrative fee is waived for CMAS purchase orders issued to California certified small businesses.
Orders from Local Government Agencies:
CMAS contractors, who are not California certified small businesses, are required to remit to DGS an incentive fee equal to a percentage of the total of all local government agency orders (excluding sales tax and shipping) placed against their CMAS.
The incentive fee is waived for CMAS purchase orders issued to California certified small
businesses.
For more information on the incentive fees see the CMAS Management and Information Guide.
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CALIFORNIA MULTIPLE AWARD SCHEDULE (CMAS)
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July 22, 2022 Ordering Instructions and Special Provisions 16
4. Contractor Invoices
Unless otherwise stipulated, the CMAS contractor must send their invoices to the agency address set forth in the purchase order. Invoices shall be submitted in triplicate and shall include the following:
• CMAS number
• Agency purchase order number
• Agency Bill Code (State Only)
• Line item number
• Unit price
• Extended line item price
• Invoice total
State sales tax and/or use tax shall be itemized separately and added to each invoice as applicable.
The company name on the CMAS, purchase order and invoice must match or the State Controller’s Office will not approve payment.
5. Advance Payments
Advance payment is allowed for services only under limited, narrowly defined circumstances, i.e., between specific departments and certain types of non-profit organizations, or when paying
another government agency (GC 11256 through 11263 and 11019).
It is NOT acceptable to pay in advance, except software maintenance and license fees, which are considered a subscription and may be paid in advance if a provision addressing payment in advance is included in the purchase order.
Software warranty upgrades and extensions may also be paid for in advance, one time.
6. Credit Card
The CMAS contractor does not accept the State of California credit card (VISA CAL-Card).
7. Leasing/Financing
California State Agencies are required to utilize the Golden State Financial Marketplace (GS SMart) program for all financing and leasing needs. California Local Government Agencies
(counties, cities, K-12 school districts, community colleges, California State Universities, Universities of California, etc.) may utilize the GS SMart program for financing and leasing according to PCC 14937. The minimum dollar amount for Local Government Agency financing and leasing is $100,000.
Oct. 29, 2024 Item #6 Page 43 of 47
CALIFORNIA MULTIPLE AWARD SCHEDULE (CMAS)
ADAPTASPACE INC.
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July 22, 2022 Ordering Instructions and Special Provisions 17
8. Lease/Purchase Analysis
State agencies must complete a Lease/Purchase Analysis (LPA) to determine best value when contemplating a lease/rental and retain a copy for future audit purposes (SAM 3710).
For short-term rental equipment, the lease/purchase analysis must be approved by DGS Office
of Legal Services.
The lease/purchase analysis for all other purchases must be approved by the Department of General Services, GS SMart State Financial Marketplace. Buyers may contact the GS SMart Administrator, Kris Bianchini via e-mail at kristopher.bianchini@dgs.ca.gov for further information.
9. Leasing
The State reserves the right to select the form of payment for all procurements, whether it is an outright purchase with payment rendered directly by the State, or a financing/lease-purchase or operating lease via the State Financial Marketplace (GS SMart and/or Lease SMart). If payment is via the financial marketplace, the CMAS contractor will invoice the State and the State will
approve the invoice. The selected Lender/Lessor for all product listed on the State’s
procurement document will pay the supplier on behalf of the State.
Buyers may contact the GS SMart Administrator, Kris Bianchini via e-mail at kristopher.bianchini@dgs.ca.gov for further information.
OBTAINING COPY OF ORIGINAL CMAS AND SUPPLEMENTS
A copy of a CMAS and supplements, if any, can be obtained at Cal eProcure. A complete CMAS
consists of the following:
• CMAS cover pages (which includes the signature page, ordering instructions and special provisions, and any attachments or exhibits as prepared by the CMAS Unit)
• CMAS Terms and Conditions.
• Base contract terms and conditions
• Product/service listing and prices
• Supplements, if applicable.
It is important for the agency to confirm that the required products, services, and prices are included in the CMAS and are at or below base contract rates. To streamline substantiation that
the needed items are in the base contract, the agencies should ask the CMAS contractor to
identify the specific pages from the base contract that include the required products, services, and prices. Agencies should save these pages for their file documentation.
Oct. 29, 2024 Item #6 Page 44 of 47
CALIFORNIA MULTIPLE AWARD SCHEDULE (CMAS)
ADAPTASPACE INC.
CMAS NO. 4-22-10-1044
July 22, 2022 Ordering Instructions and Special Provisions 18
AGENCY RESPONSIBILITY
Each agency is responsible for its own contracting program and purchasing decisions, including use of the CMAS program and associated outcomes. This responsibility includes, but is not limited to, ensuring the necessity of the services, securing appropriate funding, complying with laws and
policies, preparing the purchase order in a manner that safeguards the State’s best interests,
obtaining required approvals, and documenting compliance with GC 19130.b(3) for outsourcing services.
It is the responsibility of each agency to consult with their legal staff and contracting offices for advice depending upon the scope or complexity of the purchase order. If legal services are not
available within your agency, DGS Office of Legal Services is available to provide services.
CONFLICT OF INTEREST
Agencies must evaluate the proposed purchase order to determine if there are any potential conflict of interest issues. See the CMAS Terms and Conditions, Conflict of Interest, for more information.
FEDERAL DEBARMENT
When federal funds are expended, the agency is required to obtain (retain in file) a signed “Federal Debarment” certification from the CMAS contractor before the purchase order is issued. This certification is required by the regulations implementing Executive Order 12549, Debarment and Suspension, 29 CFR Part 98, Section 98.510, Participants; responsibilities. The regulations were
published as Part VII of the May 26, 1988 Federal Register (pages 19160-19211).
CONTRACTOR TRAVEL
The Travel provision is not applicable to this CMAS.
LIQUIDATED DAMAGES FOR LATE DELIVERY
The value of the liquidated damages cannot be a penalty, must be mutually agreed upon by
agency and contractor and included in the purchase order to be applicable.
ACCEPTANCE TESTING CRITERIA
If the agency wants to include acceptance testing for all newly installed technology systems, individual equipment, and machines which are added or field modified (modification of a machine from one model to another) after a successful performance period, the test criteria must be
included in the purchase order to be applicable.
AMERICANS WITH DISABILITY ACT
To view the DGS Accessibility Policy, please visit the DGS website.
Oct. 29, 2024 Item #6 Page 45 of 47
Public Works Branch
Fleet & Facilities Department
1635 Faraday Avenue Carlsbad, CA 92008 442-339-2730 t
Memorandum
September 25, 2024
To:Roxanne Muhlmeister, Assistant Finance Director/Purchasing Officer
From:Steven Stewart, Municipal Projects Manager, Public Works
Re:Request to Participate in Cooperative Purchasing Agreement with
Adaptaspace, Inc.
The purpose of this memorandum is to request approval from the Finance Department to
participate in a Cooperative Purchasing Agreement for the procurement of furniture consolesfor
the Emergency Operations Center Renovation at the Police and Fire Headquarters Renovation,
Capital Improvement Program Project No. 4715 (Project).
Rationale:
Carlsbad Municipal Code Section 3.28.100 allows for the city’s purchasing officer to join with
other public or quasi-public agencies in cooperative purchasing plans or programs for the
purchase of goods and/or services by contract, arrangement or agreement as allowed by law and
as determined by the purchasing officer to be in the city’s best interest. The furniture consoles
selected for the Project are available for purchase through a Cooperative Purchase Agreement
with Adaptaspace Inc. that was assessed by the State of California Multiple Award Schedule
(CMAS)No.4-22-10-1044 to be fair, reasonable and competitive. The total value of this purchase
agreement is as shown:
Police and Fire Headquarters Renovation
Capital Improvement Program Project No. 4715
Product Vendor Quote Value
Furniture consoles for EOC Adaptaspace, Inc.$356,911.12
Adaptaspace, Inc. is an eligible cooperative agreement vendor, who has tendered a quote to the
city to provide the necessary furniture consoles for this Project. Adaptaspace, Inc. will also
provide installation services, but this will be conducted under a separate minor Public Works
contract.
Adaptaspace, Inc. is an authorized vendor in Southern California for the furniture consoles
selected, and the inclusion of their resources for the installation work will benefit product
warranties and would therefore be in the best interest of the city. Staff recently completed a
thorough fee negotiation with Adaptaspace, Inc. for the furniture consoles and now seek
approval from the Finance Department to proceed with this procurement.
Exhibit 4
Oct. 29, 2024 Item #6 Page 46 of 47
Roxanne Muhlmeister
September 25, 2024
Page 2
Next Steps:
With Finance Department approval to participate in the cooperative agreement, staff will seek
City Council authorization on October 29, 2024, to purchase the furniture consoles from
Adaptaspace, Inc. for the Project. The value of the purchase order with Adaptaspace, Inc. will be
$356,911.12.
Approval to Participate in Cooperative Agreement
________________________________________ ________________
Roxanne Muhlmeister, Date
Assistant Finance Director/Purchasing Officer
CC: Shea Sainz, Senior Contract Administrator
Eleida Felix Yackel, Senior Contract Administrator
10/22/2024
Oct. 29, 2024 Item #6 Page 47 of 47