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Home My WebLink About2016-05-03; City Council; 22280; Approve and Auhtorize purchase of furniture and equipment from GM Business Interiors for Dove Library Renovation PN 40301 C:ITY OF CARLSBAD-AGENDA BILL ,£'' ., "''' AB# 22,280 APPROVE AND AUTHORIZE THE PURCHASE OF DEPT. DIRECTORt~~~~ " DATE 05-03-16 FURNITURE AND EQUIPMENT FROM G/M BUSINESS INTERIORS IN AN AMOUNT NOT TO EXCEED $232,000 CITYATIY. F+s, FOR THE DOVE LIBRARY RENOVATION PROJECT, PROJECT ,; DEPT. PW-TRANS NO. 4030 CITY MGR. \ RECOMMENDED ACTION: Adopt a Resolution approving and authorizing the purchase of furniture and equipment for the Dove Library Renovation ProJ]ect, Project No. 4030 from G/M Business Interiors in an amount not to exceed $232,000. ITEM EXPLANATION: Carlsbad Municipal Code Section 3.28.100 allows for the purchase of goods and/or services through Cooperative Purchase Agreements established by another agency when that agency has made their purchase in a competitive manner. The new standardized furniture and equipment selected for the library renovation projects from G/M Business Interiors and Herman Miller Inc. is available through Cooperative Purchase Agreements competitively selected and priced through the County of Fairfax, Virginia (RFP200000330) and US Communities Government Purchasing Alliance (Contract #4400003403L respectively. The use of these Cooperative Purchase Agreements is available to state and local government agencies. Equipment to be purchased includes 20 workstation and office configurations, seven desk units, one conference table, 219 chairs for public computer stations, the technology lab, service desks, workstations, meeting rooms, and the library board room. The pricing includes all delivery, setup, installation components, power connections, and haul away of packing and shipping materials. FISCAL IMPACT: Funding is available in the Library & Cultural Arts Operating Budget. No additional appropriations are required. The city's purchasing policy requires City Council authorization for purchases over $100,000. DEPARTMENT CONTACT: Steve Didier 760-994-9485 steven.didier@carlsbadca.gov FOR CLERK USE. ~ COUNCIL ACTION: APPROVED CONTINUED TO DATE SPECIFIC D DENIED D CONTINUED TO DATE UNKNOWN D CONTINUED D RETURNED TO STAFF D WITHDRAWN D OTHER-SEE MINUTES D AMENDED D REPORT RECEIVED D 2 Approve Furniture Purchase for Dove Library 5/03/2016 Poge2 oj2 ENVIRONMENTAL IMPACT: Pursuant to Public Resources Code section 21065, this action does not constitute a "project" within the meaning of CEQA, and therefore does not require environmental review. EXHIBITS: 1. Resolution approving and authorizing the purchase of library furniture and equipment from G/M Business Interiors and Herman Miller Inc. for the Dove Library Renovations Project, Project No. 4030. 2 3 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION NO. 2016-084 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, APPROVING AND AUTHORIZING THE PURCHASE OF FURNITURE AND EQUIPMENT FROM G/M BUSINESS INTERIORS IN AN AMOUNT NOT TO EXCEED $232,000 FOR THE DOVE LIBRARY RENOVATION PROJECT, PROJECT NO. 4030. EXHIBIT 1 WHEREAS, the city requires furniture systems, desks, and seating for the Dove Library Renovation Project No. 4030; and WHEREAS, Carlsbad Municipal Code Section 3.28.100 allows the purchase of goods and/or services by contract when another agency has made their purchase competitively; and WHEREAS, G/M Business interiors is the area distributor for Herman Miller Inc. products; and WHEREAS, the new standardized library furniture and equipment from G/M Business Interiors is available for purchase through Cooperative Purchase Agreements competitively selected and priced through the County of Fairfax, Virginia (RFP200000330) and the US Communities Government Purchasing Alliance (Contract #4400003403}; and WHEREAS, funding for these purchases is available in the Library & Cultural Arts Operating Budget, and no additional appropriation is required. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California as follows: 1. That the above recitations are true and correct. 2. That the furniture and equipment purchase from G/M Business Interiors in an amount not to exceed $232,000, attached hereto as Attachment A, is acceptable 4 and the Mayor is hereby authorized to approve the purchase through use of the Cooperative Purchase Agreements stated above, attached hereto as Attachment B. 5 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council ofthe City of Carlsbad on the 3rd day of May, 2016, by the following vote to wit: AYES: Hall, Wood, Schumacher, Blackburn, Packard. NOES: None. ABSENT: None. (SEAL) 6 CARLSBAD CITY OF CARLSBAD DOVE LIBRARY 1775 DOVE LANE CARLSBAD CA Quotation 84081 STEVE DIDIER STEVE DIDIER Phone: (760)994-9485 Fax: PROJECT# ORDER FOR SYSTEMS FURNITURE, DESKING AND SEATING PRODUCT TYPE: CANVAS WORKSTATIONS, RENEW TABLES, AERON, CAPER, EAMES MOLDED PLAST SEATING, TU STORAGE, AND NATIONAL WAVEWORKS TABLE WORKSTATION QTY # (20) DESKING UNITS QTY # (7) TABLE UNITS# (1) SEATING UNITS# (219) FOR: DOVE LIBRARY COMPLETE RENOVATION **************PROJECT START DATE: JUNE 2016 **************CUSTOMER MOVE-IN DATE: JUNE 2016 SCOPE OF WORK: 1) DESIGN SYSTEMS FURNITURE WHICH INCLUDES FIELD RESEARCH, PROGRAMMING WORKSTATIONS, MAKING COLOR SELECTIONS, PRODUCING ALL DRAWINGS, PRODUCT SPECIFICATIONS FOR REVIEW AND APPROVAL. 2) COORDINATE AND PROJECT MANAGE ASSEMBLY OF SYSTEMS FURNITURE AND SUPPLY ELECTRICAL AND DATA INFORMATION WHERE APPLICABLE. 3)G/M TO RECEIVE AND INSPECT ALL PRODUCT AT OUR SD WAREHOUSE. 4) G/M TO BRING TO SITE AND ASSEMBLE (20) EA CANVAS WORKSTATIONS, (6) EA PRIVATE OFFICE WITH STORAGE, (1) EA NATIONAL WAVEWORKS TABLE AND (219) EA CHAIRS IN PLACE PER ATTACHED DRAWINGS. 800-686-6583 619-236-0500 Fax: 619-236-0550 G/M Business Interiors 110 W. A Street, Suite 140, San Diego CA, 92101 http://www.gmbi. net Project PAS: Rianna Black 7 5) G/M SERVICES QUOTED AS (1) TRIP DURING NORMAL BUSINESS HOURS. ***QUOTE WILL NEED TO BE ADJUSTED IF SERVICES TO TAKE PLACE AFTER BUSINESS HOURS, OR DURING THE WEEKEND*** 6) JOBSITE MUST BE FREE AND CLEAR OF ALL EXISTING FURNITURE AND ITEMS PRIOR TO GM ARRIVING AT SITE. 7) CLIENT RESPONSIBLE FOR RELOCATING ELECTRICAL AND PROVIDING NECESSARY CIRCUITS, PER ATTACHED ELECTRICAL PLAN. 8) G/M TO CONTACT STEVE DIDIER/ (760)994-9485 TO SCHEDULE SERVICES DATE/TIME ONCE ALL PRODUCT HAS BEEN RECEIVED AT OUR SO WAREHOUSE AND ENTERED INTO OUR SYSTEM. *****PROJECT MANAGER NOTES: 1) *****SET UP MANAGER NOTES: 1) *****ORDER ENTRY NOTES: 1) Account Executive: Josh Nottingham Unottingham@gmbi.net) AMA: Elle Warehall (ewarehall@gmbi.net) 800-686-6583 619-236-0500 Fax: 619-236-0550 G/M Business Interiors 110 W. A Street, Suite 140, San Diego CA, 92101 http//www.gmbi.net Project PAS: Page: 2 of 2 8 (3) EA HERMAN MILLER AERON TASK CHAIR-SIZE A (58) EA HERMAN MILLER AERON TASK CHAIR-SIZE B (8) EA HERMAN MILLER AERON TASK CHAIR-SIZE C (61) EA HERMAN MILLER SETU MULTIPURPOSE CHAIR (6) EA HERMAN MILLER MOLDED PLASTIC SIDE CHAIR (58) EA HERMAN MILLER CAPER STACKING CHAIR WITH FIXED ARMS Account Executive: Josh Nottingham ljnottingham@gmbi.net) AMA: Elle Warehall (ewarehall@gmbi.net) 800-686-6583 619-236-0500 Fax: 619-236-0550 G/M Business Interiors 110 W. A Street, Suite 140, San Diego CA, 92101 http://www.gmbi.net Project PAS: Rianna Black Page: 3 of 3 9 G/M Furniture Planning Services, if applicable, include field measurements, drawing AutoCAD building shells, developing typical workstations and private office standards, space planning typicals into the floorplan, developing furniture color schemes, order specifications and receiving client approvals for all drawings and color schemes for order entry. G/M Project Management Services include drawings and field measure checks, order scheduling & routing, electrical consulting with contractors, field checks,monitoring construction progress along with delivery, assembly, punchlist coordination through final completion. G/M Project Services include receiving and inspecting of each product, shipping damage adjudication with vendors, transporting product if applicable, staging of products, delivery, setting in place of all furniture, level clean and polishing of all items, vacuum floors and recycling of all waste products associated with the furniture project. G/M Punch list Services include formulation of the project punch list, ordering and receiving of punch list products, and delivery and assembly to finalize the punchlist and project. G/M Warranty Services Department is provided to offer clients our no-charge warranty service work for all furniture protected under valid factory warranties. G/M maintains electronic copies of our Client's invoices for warranty enforcement. For service requests, our Warranty Department may be contacted via e-mail at warranty@gmbi.net Account Executive: Josh Nottingham (jnottingham@gmbi.net) AMA: Elle Warehall (ewarehall@gmbi.net) 800-686-6583 619-236-0500 Fax: 619-236-0550 G/M Business Interiors 110 W. A Street, Suite 140, San Diego CA, 92101 http://www.gmbi.net Project PAS: 10 I have revie'l!ved the associated exhibits for my order. m I approv•e the colors, !.:~!nics, finishes m I am satisfied that Services (Taxable) Freight (Taxable) Services (Non-Taxable) Project App. Spec. (Non-Taxable) Sales Tax (8.000%) Net 30 Days Terms with Purchase Order 100% and is G/M or to the manufacturer. $182,928.50 $22,235.51 $0.00 $10,411.11 $0.00 $205,164.01 $10,411.11 $16,413.12 $231,988.24 I m I understand that to will transfer upon to my commercial residential location and aJi associated labor is taxable until title transfers. m l am aware additional costs for inside in of waste materials stated and are elected as an additional contract m i am aware of i:he --/,s:;;ddk"s shown o~ •::.::ot:all ·~--- sifj Print Name/Title Date l Account Executive: Josh Nottingham Unottingham@gmbi.net) AMA: Elle Warehall (ewarehall@gmbi.net) 800-686-6583 619-236-0500 Fax: 619-236-0550 G/M Business Interiors 110 W A Street, Suite 140, San Diego CA, 92101 http://www.gmbi.net Project PAS: Rianna Black Page: 5 of 5 11 County of Fairfax, Virginia To protect and enrich the quality of life for the people, neighborhoods and diverse communities of Fairfax County September 19,2012 VIA E-Mail: dave gillman@hermanmiller.com Herman Miller, Inc. 855 East Main Ave P.O. Box 302 Zeeland, Ml 49464 Attention: Dave Gillman, Contract Manager Reference: RFP2000000330-Office Furniture and Related Services and Solutions Dear Mr. Gillman: Thank you for submitting a response to the County's RFP2000000330 for Office Furniture and Related Services and Solutions. After completing their evaluation of the Technical and Business proposals the Selection Advisory Committee (SAC) has recommended award of a contract to Herman Miller, Inc. Enclosed with this letter is the Memorandum of Negotiation which defines the final agreement between Herman Miller, Inc. and the County. Please review the Memorandum of Negotiation, sign it in the space provided and return it to my office within five (5) of the date of this letter. After I receive the signed Memorandum, the County will sign it and I will return an executed copy to you along with the acceptance agreement which signifies award of this contract to your firm. If you have any questions or need more information please call the contract specialist, George Bright at (703) 324-3215. Sincerely, L ~y~'~ Cathy A. Muse, CPPO Director/County Purchasing Agent Enclosure: A/S Department of Purchasing and Supply Management 12000 Government Center Parkway, Suite 427 Fairfax, VA 22035 Website: www.fairfaxcounty.gov/dpsm Phone: 703-324-3201, TTY: 1-800-828-1140, Fax: 703-324-3228