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Home My WebLink About2017-12-12; City Council; ; Adopt a Resolution authorizing the purchase of furniture and equipmentfrom G/M Business Interiors in an amount not to exceed $172,668 for the Pine Avenue Park Community Center & Gardens Project, Project No. 4603CA Review tft; ~ CITY COUNC IL ~ Staff Report Meeting Date: To: From: Staff Contact: Subject: Dec. 12, 2017 Mayor and City Council Kevin Crawford, City Manager Steve Didier, Municipal Projects Manager steven.didier@carlsbadca.gov or 760-602-7539 Adopt a Resolution authorizing the purchase of furniture and equipment from G/M Business Interiors in an amount not to exceed $172,668 for the Pine Avenue Park Community Center & Gardens Project, Project No. 4603. Recommended Action Adopt a Resolution authorizing the purchase of furniture and equipment from G/M Business Interiors in an amount not to exceed $172,668 for the Pine Avenue Park Community Center & Gardens Project, Project No. 4603. Executive Summary 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, and the city's purchasing officer determines the purchase is in the city's best interest. The new standardized furniture and equipment selected for the Pine Avenue Park Community Center & Gardens Project from G/M Business Interiors is available for purchase through Cooperative Purchase Agreements open to state and local government agencies. Costs are estimated not to exceed $172,668. The city's purchasing policy requires City Council authorization for purchases over $100,000. Discussion 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, and the city's purchasing officer determines the purchase is in the city's best interest. The new standardized furniture and equipment selected for the Pine Avenue Park Community Center & Gardens Project from G/M Business Interiors is available for purchase through Cooperative Purchase Agreements competitively selected and priced through The Cooperative Purchasing Network (Contract #R4998), US Communities Government Purchasing Alliance (Contract #4400003403), and the State of California Multiple Award Schedule {Contract #4-17-71-0079(). The use of these Cooperative Purchase Agreements is available to state and local government agencies. The purchasing officer has determined that this purchase is in the city's best interest. Equipment for purchase includes: staff workstations and seating for three offices; tables, workstations and chairs for the activity room, computer room and homework room; teen area December 12, 2017 Item #5 Page 1 of 9 seating and second floor patio seating. Pricing includes all delivery, setup, installation components, power connections and haul away of packing and shipping materials. Fiscal Analysis Funding is available in the Pine Avenue Park Community Center & Gardens Project budget to support this purchase. No additional appropriations are required. Costs are estimated not to exceed $172,668. The city's purchasing policy requires City Council authorization for purchases over $100,000. Next Steps Once authorized for purchase, staff will procure the furniture and equipment with scheduled delivery during the latter phases of construction in Spring 2018. Environmental Evaluation (CEQA} Pursuant to Public Resources code Section 21065, this action does not constitute a "project" within the meaning of CEQA in that it has no potential to cause either a direct physical change in the environment, or a reasonably foreseeable indirect change in the environment, and therefore does not require environmental review. Public Notification Staff noticed this item in accordance with the Ralph M . Brown Act and made it available for public viewing and review at least 72 hours prior to the scheduled meeting date. Exhibits 1. Resolution authorizing the purchase of furniture and equipment from G/M Business Interiors in an amount not to exceed $172,668 for the Pine Avenue Park Community Center & Gardens Project, Project No. 4603. 2. Quotation 120283 from G/M Business Interiors for $172,667.60 December 12, 2017 Item #5 Page 2 of 9 RESOLUTION NO. 2017-236 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, AUTHORIZING THE PURCHASE OF FURNITURE AND EQUIPMENT FROM G/M BUSINESS INTERIORS IN AN AMOUNT NOT TO EXCEED $172,668 FOR THE PINE AVENUE PARK COMMUNITY CENTER & GARDENS PROJECT, PROJECT NO. 4603. EXHIBIT 1 WHEREAS, the city requires furniture systems, workstations, and seating for the Pine Avenue Park Community Center & Gardens Project, Project No. 4603; 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 the city's purchasing officer determines the purchase is in the city's best interest; and WHEREAS, the new standardized furniture and equipment for the Pine Avenue Community Center & Gardens Project is available for purchase through Cooperative Purchase Agreements competitively selected and priced through The Cooperative Purchasing Network (Contract #R4998), US Communities Government Purchasing Alliance (Contract #4400003403), and the State of California Multiple Award Schedule (Contract #4-17-71-0079(); and WHEREAS, G/M Business Interiors has been identified as a vendor that has succeeded in such competitive selections, and can provide the type of furnishings needed; and WHEREAS, the city's purchasing officer has determined that Section 3.28 of the CMC has been satisfied for Cooperative Purchases; and WHEREAS, funding for these purchases is available in the Pine Avenue Park Community Center & Gardens Project 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 $172,668 is acceptable, and staff is hereby authorized to execute the purchase through the use of the Cooperative Purchase Agreements as stated above. December 12, 2017 Item #5 Page 3 of 9 EXHIBIT I PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 12th day of December, 2017, by the following vote, to wit: AYES: NOES: ABSENT: M. Hall, K. Blackburn, M. Schumacher, C. Schumacher, M. Packard. None. None. \ 1um0uCvirtf~6~ BARBARA ENGLESON, City Clerk (SEAL) December 12, 2017 Item #5 Page 4 of 9 CARLSBAD STEVE DIDIER CA 92008 Phone: (760)994-9485 Fax: ,----··-··-- ; Quotation ' ·--·---·-----·---·------ 120283 PINE REC CENTER (HARDING ST.) 3209 HARDING ST. CARLSBAD STEVE DIDIER CA 92008 Phone: (760)994-9485 Fax: 1 Desk Units 1 Tables 50 Files 0 Chairs 161 Storage 13 Ancillary . o_J ,--("", y -"~ • ~ 't ~,..,.,.,,~ '' • • ', ._ 'J ~. '~--_,. ~ -, -::---· -----------~---,..,.,------,- '. :·. , ·. -. . ·: . , P_r?duct S~minary I Scope of Work : . ·. . - • ' -" ~ --' :r ** HERMAN MILLER PRODUCT QUOTED USING US COMMUNITIES CONTRACT# 4400003403 ** ** IZZY PRODUCT QUOTED USING TCPN CONTRACT# R142209 ** ** WATSON PRODUCT QUOTED USING CMAS CONTRACT# 4-17-71-0079C ** QUOTE FOR: LOUNGE SEATING, TASK SEATING, SIDE TABLES, BENCHES, STORAGE, AND PRIVATE OFFICE FURNITURE. FOR: NEW PINE PARK COMMUNITY CENTER SCOPE OF WORK: 1) G/M TO RECEIVE AND INSPECT ALL PRODUCT AT G/M WAREHOUSE. 2) G/M TO DELIVER AND INSTALL NEW PINE REC COMMUNITY CENTER CANVAS PRIVATE OFFICE AND ANCILLARY PRODUCT PER DRAWING AND CLIENT DIRECTION. GM TO ADD SAND TO VONDOM OUTDOOR FURNITURE 3) PLEASE CONTACT STEVE DIDIER@ 760-994-9485 TO SCHEDULE SERVICES. List List Ext Sell 50,152.00 50,152.00 18,052.00 Non-Tax Srvcs. Taxable Srvcs. Freight (30) CAPER STACKING CHAIRS WITH MOLDED SEAT (15) CAPER STACKING CHAIRS WITH MOLDED SEAT (20) 24X72 EVERYWHERE FLIP TOP TABLES (3) CAPER STACKING CHAIR CARTS Account Executive: Josh Nottingham (inottingham@gmbi.net) AMA: ZZAmanda Hurd (ahurd@gmbi.net) .00 800-686-6583 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 .00 .00 Project PAS : Sell Ext 18,052.00 Design December 12, 2017 Item #5 Page 5 of 9 Who/What/Where List List Ext Sell Sell Ext 50,152.00 50,152.00 18,052.00 18,052.00 Who/What/Where List List Ext Sell Sell Ext 22,325.00 22,325.00 7,374.25 7,374.25 Non-Tax Srvcs. Taxable Srvcs. Freight Design Fee (6) 30X72 CANVAS WORKSTATIONS (2) 30X78 CANVAS WORKSTATIONS (1) 30X90 CANVAS WORKSTATION (15) CAPER STACKING CHAIRS WITH MOLDED SEAT .00 .00 .00 .00 ·--···-·-·-----·-----------------------; Who/What/Where HOMEWORK ROOM Who/What/Where LOT PRIVATE OFFICE I . (1) 36" DIA TEARDROP EVERYWHERE TABLE (1) VION TASK CHAIR -·--·--, -·--·=--- (1) 9.5X9 CANVAS OFFICE PRIVATE U-SHAPE WORKSTATION (1) 15H 48W OH STORAGE CABINET (1) 20D B/B/F PED (1) 2 DWR 30W LAT FILE (1) 36X26 STORAGE CASE (2) CAPER STACKING CHAIRS WITH FLEXNET SEAT List 29,694.00 i Non-Tax Srvcs. l I .00 [_ -----·-- List 14,941.00 i Non-Tax Srvcs. .00 ---------~-·--··------··------· Account Executive: Josh Nottingham (inottingham@gmbi.net) AMA: ZZAmanda Hurd (ahurd@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 List Ext Sell Sell Ext 29,694.00 10,780.14 10,780.14 -·-~ ... -~.,.,.,,,t:'l'"l'"<-.,.,. ........ -.t!= Taxable Srvcs. Freight Design Fee .00 .00 .00 List Ext Sell Sell Exi h.,._ •• ,;,-;,i;;,;,~··--~~ . ..a ...... --................ .e. ...... ...... ,-. 14,941.00 4,861 .34 4,861.34 Taxable Srvcs. Freight Design Fee .00 .00 .00 Project PAS: Caitlin Eifler Page: 2 of 2 December 12, 2017 Item #5 Page 6 of 9 (4) STONE SOFAS (8) STONE LOUNGE CHAIRS (1) STONE COFFEE TABLE (7) DALA TABLES ~ho/What/Where LOT RECEPTION (2) VION TASK CHAIRS (1) 42"W 2-HIGH LATERAL FILE WITH CABINET TOP List 12,370.00 Non-Tax Srvcs. I .00 L_ __ List 3,016.00 I Non-Tax Srvcs. .00 List Ext Sell 12,370.00 16,073.11 Taxable Srvcs. Freight .00 .00 List Ext Sell 3,016.00 1,369.00 Taxable Srvcs. Freight .00 .00 ~----·------·-·--·- Who/What/Where LOT FIRSTFLOORLOBBY (7) LELAND CRICKET TABLES (12) LELAND CRICKET BENCHES (8) LELAND QUARRY COLLECTION OTTOMANS (3) ENEA LOTUS COUNTER HEIGHT STOOLS LOT 2ND FLOOR OFFICE (1) 30"2-HIGH LATERAL WITH CABINET TOP (2) VION TASK CHAIRS (3) WATSON ZONE LOCKERS Account Executive: Josh Nottingham (inottingham@gmbi.net) AMA: ZZAmanda Hurd (ahurd@gmbi.net) List 33,428.00 I Non-Tax Srvcs. -l .00 List l 13,608.00 I ! Non-Tax Srvcs. .00 800-686-6583 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 List Ext Sell 33,428.00 18,441.26 Taxable Srvcs. Freight .00 .00 List Ext Sell 13,608.00 5,799.59 Taxable Srvcs. Freight .00 .00 Project PAS: Sell Ext 16,073.11 Design Fee .oo I --I Sell Ext 1,369.00 Design Fee .00 Sell Ext 18,441.26 Design Fee .00 Sell Ext 5,799.59 Design Fee .00 Caitlin Eifler Page: 3 of 3 December 12, 2017 Item #5 Page 7 of 9 Who/What/Where LOT TEEN OPEN AREA (9) NELSON SIDE TABLES (4) ENEA LOTTUS BAR HEIGHT STOOLS (10) HOSU LOUNGE CHAIRS AND OTTOMANS (4) SINGLE PRISM BENCHES (2) PRISM DOUBLE BENCH (7) PRISM DOUBLE BENCH WITH BACK (3) 36"W DEWEY BOOKSHELVES -WALL MOUNTED (2) 20 STORAGE OPEN CREDENZA'S (2) CAPER STACKING CARTS Who/What/Where LOT O Z G/M Services 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 Punchlist Services include formulation of the project punchlist, ordering and receiving of punchlist 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 (inottingham@gmbi.net) AMA: ZZAmanda Hurd (ahurd@gmbi.net) List 107,509.00 t Non-Tax Srvcs. .00 List .00 Non-Tax Srvcs. 4,472.15 800-686-6583 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 List Ext Sell Sell Ext 107,509.00 63,128.34 63,128.34 .,,..._,i-,...,,.,.,..,'lf'M Taxable Srvcs. Freight Design Fee .00 .00 .00 List Ext Sell Sell Ext .00 .00 .00 Taxable Srvcs. Freight Design Fee '""'"'·· ~ --· ····-·'" -~-,.~~-.: 1,211.94 .00 .00 Project PAS: Caitlin Eifler Page: 4 of 4 December 12, 2017 Item #5 Page 8 of 9 r=~~~~~~~11~~mru _____ l$S114455:.879.03 Services (Taxable) Freight (Taxable) Services (Non-Taxable) Project App. Spec. (Non-Taxable) Sales Tax (7.750%) Net 30 Days Terms with Purchase Order 100% $1,211.94 $9,006.90 $4,472.15 $0.00 $156,097.87 $4,472.15 $12,097.58 $172,667.60 $172,667.60 I have reviewed the quote, the bill of materials, the drawings (if applicable), the color cards (if applicable), and other associated exhibits for my order. • I approve the colors, fabrics, and finishes as previously selected and correct as shown on the attached exhibit. • I am satisfied that the product I have selected is the correct size and is suitable and will perform for its intended purpose. • I am aware this product is manufactured to order and is not returnable to G/M or to the manufacturer. • I understand that legal title to the product will transfer upon delivery to my commercial or residential location and all associated labor is taxable until title transfers. • I am aware additional costs charged for inside delivery, staging, setting in place, assembly, leveling, cleaning, polishing, recycling of waste materials are separately stated and are elected as an additional contract option. • I am aware of the grand total price of this contract as shown on this quote. I::.---~:· ,' \· ~,J? ;;. : ... ~ ! 'i~ ·. ;'· ;_· Ap'p,r~ved by: . :1<;~\·,.~·r}.~117:,. 1_ • -~.J 1:: Signature Print Name/Title Account Executive: Josh Nottingham (inottingham@gmbi.net) AMA: ZZAmanda Hurd (ahurd@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 Date Project PAS: Caitlin Eifler Page: 5 of 5 December 12, 2017 Item #5 Page 9 of 9