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Home My WebLink AboutResolution - 2003-R0090 - Letter Of Award For Office Furniture - Gage Van Horn - 02_27_2003Resolution No. 2003—R0090 February 27, 2003 Item No. 26 RESOLUTION BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK THAT the Mayor of the City of Lubbock BE and is hereby authorized and directed to execute for and on behalf of the City of Lubbock, a Letter of Award for office furniture — annual pricing, by and between the City of Lubbock and Gage Van Horn and Associates of Lubbock, Texas and related documents. Said Letter of Award is attached hereto and incorporated in this resolution as if fully set forth herein and shall be included in the minutes of the City Council. Passed by the City Council this 27th day of February , 2003. ATTEST: 0 Rebecca Garza, City Secretary X. APPROVED AS TO CONTENT: Victor Kilm n, Purchasing Manager APPROVED AS TO FORM: To-hn Knight l/ a Assistant City Attorney gs/ccdocs/Ltr of Award -Gage Van Horn & Assoc..res Feb. 17, 2003 Resolution No. 2003—R0090 February 27, 2003 Item No. 26 Office of Purchasing P.O. Box 2000 Lubbock, Texas 79457 (806) 775-2167 • Fax (806) 775-2164 February 27, 2003 Joseph E. Schmidt Gage Van Horn Associates, Inc. PO Box 16263 Lubbock, Texas 79490 RE: ITB #007-031DC— OFFICE FURNITURE — ANNUAL PRICING Dear Mr. Schmidt: Gage Van Horn Associates, Inc. has been awarded the items noted below on the Office Furniture - Annual Pricing on your response to the City of Lubbock Invitation to Bid #007-03/DC. A Purchase Order will be issued as required by City Departments for the following category of items shown below, and no other, during the period beginning February 27, 2003 and ending February 27, 2004. The purchase order number must be on the invoice sent to the City of Lubbock for payment. The City of Lubbock shall not be responsible for payment of any invoices except those orders placed pursuant to this agreement. 2. Category of Items: Item #1 Desks & Credenzas - OFS @ 50.0% off MSRP Item #2 Bookcases — OFS @ 50.0% off MSRP Item #3 Conference Tables — OFS @ 50.0% off MSRP Item #4 Work Tables— OFS @ 50.0% off MSRP Item #7 Office Chairs — OFS @ 50.0% off MSRP Item #11 Lateral File Cabinets — OFS @ 50.0% off MSRP Item #11 Lateral File Cabinets — TAB @ 32.0% off MSRP Item #12 Mobile File Cabinets — TAB @ 32.0% off MSRP Item #13 Cardfile Cabinets — TAB @ 32.0% off MSRP Item #14 Flat Files — TAB @ 32.0% off MSRP Item #16 Computer Furniture — Bush @ 40.0% off MSRP 3. Gage Van Horn Associates, Inc. bid dated February 11, 2003 is incorporated into and made a part of this agreement. 4. Prices: Discount of Manufacturer's Suggested Retail Price. 5. All invoices shall be directed to: City of Lubbock Accounts Payable PO Box 2000 Lubbock, TX 79459 The City of Lubbock reserves the right to enforce the performance of this contract in any manner prescribed by law or deemed to be in the best interest of the City of Lubbock in the event of breach or default of this agreement. The City of Lubbock reserves the right to terminate this agreement with a thirty (30) day written notice in the event Gage Van Horn Associates, Inc. fails to perform in accordance with their proposal dated February 11, 2003. CITY OF LUBBOCK: Mayor APPROVED AS TO CONTENT: Victor Kilman Purchasing Manager APPROVED AS TO FORM: William D. de Haas Contract Manager/Attorney cc: Bid Folder Vendor File ATTEST: Re ecca Garza City Secretary ITB #007.0-2003/DC, Office Furniture — Annual Pricing Resolution No. 2003—R OO90 SUBMIT TO: z Y 4 CITY OF LUBBOCK _ / CITY OF LUBBOCK TEXAS PURCHASING DEPARTMENT 1625 13TH STREET, RM L04 LUBBOCK, TX79401-3830 AN EQUAL OPPORTUNITY INVITATION TO BID CONTACT PERSON: Diana Caudillo EMPLOYER #007-0-2003/DC TEL: 806.775.2167 FAX: 806.775.2164 http://purchasing.ci.lubbock.-tx.us TITLE: SUBMITTAL DEADLINE: Office Furniture - Annual Pricing February 11, 2003, 1:00 p.m. CST PRE BID DATE, TIME AND LOCATION: January 28, 2003 @ 9:00 am Any bids received after the time and date listed CST, in the Municipal Building, 1625 13th Street, Plannin g regardless of the mode of delivery, shot( be rabove, returned unopened. eturn Conference Room 107, Lubbock, Texas RESPONDENT NAME: IF RETURNING AS A "NO BID", PLEASE COMPLETE AND RETURN THE "STATEMENT OF NO BID". MAILIAG ADDRESS: /& CITY - STATE - ZIP: THE CITY OF LUBBOCK RESERVES THE RIGHT TO ACCEPT OR REJECT ANY LuAod —� x 2a/s+b AND ALL BIDS IN WHOLE OR IN PART AND WAIVE ANY INFORMALITY IN THE COMPETITIVE BID PROCESS. FURTHER, THE CITY RESERVES THE RIGHT TO TELEPHONE NO: -a'%3 ENTER INTO ANY CONTRACT DEEMED TO BE IN THE BEST INTEREST OF THE CITY. IT IS THE INTENT AND PURPOSE OF THE CITY OF LUBBOCK THAT THIS FAX NO: a / REQUEST PERMITS COMPETITIVE BIDS. IT IS THE BIDDER'S RESPONSIBILITY j y TO ADVISE THE CITY OF LUBBOCK PURCHASING MANAGER IF ANY LANGUAGE, REQUIREMENTS, ETC., OR ANY COMBINATIONS THEREOF, E-MAIL' W1, INADVERTENTLY RESTRICTS OR LIMITS THE REQUIREMENTS STATED IN THIS /W, h -wn. ITB TO A SINGLE SOURCE. SUCH NOTIFICATION MUST BE SUBMITTED IN WRITING AND MUST BE RECEIVED BY THE PURCHASING MANAGER NO LATER FEDERAL TAXID NO. OR SOCIAL SECURITY NO. _ i 14 ,4 THAN FIVE (5) BUSINESS DAYS PRIOR TO THE ABOVE SUBMITTAL DEADLINE. THE BIDDER HEREBY ACKNOWLEDGES RECEIPT OF AND AGREES ITS BID IS BASED ON THE FOLLOWING ADDENDA: #1 `` #3 #4 #5 (Please initial) The City of Lubbock Charter states that no officer or employee of the City can benefit from any contract, job, work or service for the municipality or be interested in the sale to the City of any supplies, equipment, material or articles purchased. Will any officer or employee of the City, or member of their immediate family, benefit from the award of this bid to the above firm?_ YES NO IN COMPLIANCE WITH THIS SOLICITATION, THE UNDERSIGNED BIDDER HAVING EXAMINED THE INVITATION TO BID AND SPECIFICATIONS, AND BEING FAMILIAR WITH THE CONDITIONS TO BE MET, HEREBY SUBMITS THE FOLLOWING BID FOR FURNISHING THE MATERIAL, EQUIPMENT, LABOR. AND EVERYTHING NECESSARY FOR PROVIDING THE ITEMS LISTED ON THE ATTACHED BID FORM AND AGREES TO DELIVER SAID' ITEMS AT THE LOCATIONS AND FOR THE PRICES SET FORTH ON THE BID FORM. AN INDIVIDUAL AUTHORIZED TO BIND THE COMPANY MUST SIGN THE FOLLOWING SECTION. FAILURE TO EXECUTE THIS PORTION MAY RESULT IN BID REJECTION. By my signature I certify that this offer is made without prior understanding, agreement, or connection with any corporation, fine, business entity, or person submitting an offer for the same materials, supplies, equipment, or service(s), and is in all respects fair and without collusion or fraud. I further agree that if the offer is accepted, the offeror will convey, sell, assign, or transfer to the City of Lubbock all right, title, and interest in and to all causes of action it may now or hereafter acquire under the Anti-trust laws of the United States and the State of Texas for price fixing relating to the particular commodity(s) or service (s) purchased or acquired by the City of Lubbock. At the City's discretion, such assignment shall be made and become effective at the time the City tenders final payment to the vendor. Authori d Signature Title Print/Type Name Date THIS FORM MUST BE COMPLETED. AND RETURNED WITH YOUR RESPONSE. 007-0-20031TBBestVal.doc This Page Intentionally Left Blank m3 #007-0-2003/0C, Office Furniture — Annual Pricing BID FORM Office Furniture - Annual Pricing CITY OF LUBBOCK, TEXAS ITB #007-0-2003/DC In compliance with the Invitation to Bid #007-0-2003/DC, the undersigned Bidder having examined the Invitation to Bid and Specifications, and being familiar with the conditions to be met, hereby submits the following Bid for furnishing the material, equipment, labor and everything necessary for providing the items listed below and agrees to deliver said items at the locations and for the prices set forth on this form. The Invitation to Bid #007-0-2003/DC is by reference incorporated in this contract. The Bid Form must be completed in blue or black ink or by typewriter. ITEM DESCRIPTION MANUFACTURER % DISCOUNT 1 Desks and Credenzas Hon Steelcase Haskell National Q )C� Jofco Paoli Kimball Herman Miller OFS Inwood q,5 r-!C Indiana y�,la Global 2. Bookcases Hon Steelcase Sirco McDowell -Craig Correll Jofco ABCO National �'IC Bevis 007-0-20031TBBestVal.doc ITB #007-0-20031DC, Office Furniture — Annual Pricing Meridian OFS `'�% Indiana 3. Conference Tables Steelcase Lit-Ning Krueger Fixtures OFS Correll Hon 1 b Jofco ABCO Howe Bevis National Paoli Kimball Inwood Indiana q-7 Olo 4. Work Tables Hon Steelcase ABCO o Jofco Howe Fixtures 007-0-20031TBBestVal.doc 4 rrB #007-0-2603/DC, Office Furniture — Annual Pridng Krueger Bevis OFS 5. Folding Tables Samsonite Krueger ABCO Howe Fixtures Bevis Correll 6. Drafting Tables Mayline Sako aj �1a 7. Office Chairs Hon QI La-Z-Boy �11 /0 . United Steelcase Herman Miller National Paoli Kimball Krueger OFS 5��h Global v�lC Indiana 007.0.2003CMBestVal.doc 5 ITB #007-0-2003J13C, office Furniture —Annual Pricing Hillcrest 8. Stacking Chairs ABCO Krueger Samsonite Fixtures HonD� United Virco Global Steelcase Correll 9. Folding Chairs Samsonite Virco ABCO 1 �G Fixtures Krueger 10. Vertical File Cabinets Hon Steelcase Tennsco 3�Q Krueger Meridian Office Impressions Anderson -Hickey 007-0-20031TBBestVal.doc RB #007-0-2003/DC. Office Furniture — Annual Pddng 11. Lateral File Cabinets National Hon 0� Steelcase Meridian Office Impressions OFS TAB 12. Mobile File Cabinets Hon a5 �C Meridian Krueger ABCO TAB Steelcase 13. Cardfile Cabinets Globe -Weis Hon 6al0 Steelcase Tennsco�� TAB 13�9 ,-/C 14 Flat Files Hamilton Mayline Safco TAB�`� .15. Typewriter Stands Virco ABCO Tiffany 007-0-2003m3BestVal.doc 7 ITB #007-0-2003/DC, Office Fumiture —Annuai Pricing Bevis 16. Computer Furniture Hon b� Steelcase ABCO Krueger Virco Bevis Tiffany Bush Betford Rubber Maid Micro Center -PRICE: F.O.B. City of Lubbock **Days After Receipt of Order (ARO) PAYMENT TERMS AND DISCOUNTS - Bidder offers a prompt payment discount of %, net _ calendar days. Discounts will not be considered in determining low bid. Unless otherwise indicated on the Bid Form, payment terms will be NET THIRTY DAYS. The City will pay the successful bidder within thirty days after the receipt of a correct invoice or after the date of acceptance, whichever event occurs later. Discounts for prompt payment requiring payment by the City within a stipulated number of days will be interpreted as applying within the stipulated number of calendar days after the date of receipt by the City of a correct invoice or after the date of acceptance that meets contract requirements, whichever event occurs later. Discounts for payment in Less than ten days will not be considered. City of Lubbock Purchasing Card: Presently, many city departments use a City of Lubbock Purchasing Card (MasterCard) in lieu of issuing a purchase order to pay for some of its purchases. This is a method of purchasing that allows departments the flexibility of acquiring goods and services on an "as needed" basis (not to exceed $2,500 per transaction) rather than process a purchase requisition. The benefits of using this card are reduced time spent on order processing, provide more flexibility for purchases especially emergencies, reduce paper work, and lower overall operating costs. No additional charges will be allowed by the successful bidder for city departments using the card. Please indicate on this Bid Form if you will accept the Purchasing Card for payment. City of Lubbock departments may use City of Lubbock Purchasing Card for purchases from this contract. ub YES V NO (Refusal will not be a determining factor in award of this Contract) INTERLOCAL PURCHASING (optional): The City desires to make available to other local governmental entities of the State of Texas, by mutual agreement with the successful bidder, and properly authorized interlocal purchasing agreements as provided for by the Interlocal Cooperation Act (Chapter 791, Government Code), the right to purchase the same services, at the prices quoted, for the period of this contract. Each bidder shall indicate on the Bid Form in the space provided below if he/she will honor Political Subdivision orders in addition to orders from the City of Lubbock. Should these other governmental entities decide to participate in this contract, would you (the bidder) agree that all terms, conditions, specifications, and pricing would apply? 007.0-20031TBBestVal.doc 8 ITB #007-0-2003/10C, Office Furniture —Annual Pricing Other governmental entities that might have interests in this contract are Frenship Independent School District, Lubbock Housing Authority, Lubbock County, Lubbock County Hospital District, Lubbock Independent School District, South Plains Association of Governments, City of Texarkana, Texas Tech University, West Texas Municipal Power Agency, and City of Wolfforth. f YES_ NO • If you (the bidder) checked YES, the following will apply: • Govemmental entities utilizing Interlocal Agreements for Cooperative Purchasing with the City of Lubbock will be eligible, but not obligated, to purchase materials/services under the contract(s) awarded as a result of this solicitation. All purchases by governmental entities other than the City of Lubbock will be billed directly to that governmental entity and paid by that governmental entity. City of Lubbock will not be responsible for another governmental entity's debts. Each governmental entity will order their own materials/service as needed. THIS BID iS SUBMITTED BY Gage Van Horn & Associates. Inc d corporation organized under the laws of the State of Texas , or a partnership consisting of or an individual trading as of the City of Firm:Gageo V&t Horn & Associates, Inc. Address:P.O. Box 16263 City: Lubbock State: Tx zip79490 M/WBE Finn: Woman Black American Native American Hispanic American Asian Pacific American Other (Specify) BY m'/�/ _ _ Date _ G/P Authorized Representative - must sign by hand Officer Name and Title: Please Print Business Telephone Number 8 0 6- 7 9 5-21, 5 3 FAX: 8 0 6- 7 9 7- 210 4 FOR CITY USE ONLY Bid Form item Number(s) Awarded to Above Named Firm/Individual: Date of Award by City Council (for bids over $25,000): Date P.O./Contract Issued: 9 VTB #007-0-2003/DC, Office Furniture —Annual Pricing City of Lubbock Consideration of Location of Bidder's Principal Place of Business Affidavit of Eligibility Pursuant to Texas Local Government Code 271.9O5(b), in purchasing real property or personal property that is not affixed to real property, if the City receives one or more bids from a bidder whose principal place of business is in the City of Lubbock and whose bid is within three percent (3%) of the lowest bid price received by the City from a bidder who is not a resident of the City of Lubbock, the City may enter into a contract with: the lowest bidder; or (2) the bidder whose principal place of business is in the City of Lubbock if the City Council determines, in writing, that the local bidder offers the City the best combination of contract price and additional economic development opportunities for the City of Lubbock created by the contract award, including the employment of residents of the City of Lubbock and increased tax revenues to the City of Lubbock. In order to receive consideration, bidders must submit this affidavit to: Victor Kilman, Purchasing Manager City of Lubbock 1625 13`h Street Lubbock, TX 79401 Complete all areas below. Incomplete affidavits may be rejected. Local Business Name: Gage Van Horn & Associates, Inc. Local Address (must be within the City limits): 4121 Frankford Ave. Lubbock, Tx 79407 1. Is the above address the principal place of business for the business named above? yes 2. How many residents of the City of Lubbock are employed at the above business location? 12 3. Year your business was established in the City of Lubbock: 1949 4. For transactions that require sales tax, provide the following Reseller information: Reseller Permit Number: 1- 7 5 —147 8044— 8 Company Name and Address (as it appears on permit): Van Horn & Associates Inc. Game R n Rox 105963 Lubbock. Tx 79490 5. Does your business have more than one office in the State of Texas? �X Yes No If Yes, identify the office location considered as the point -of sale credit for sales tax purposes: 4121 Frankford Ave. Lubbock, Tx 79407 6. Was the local business required to pay business and/or real property tax for the most recent tax year? X Yes No If Yes, did the local business pay any of this tax to the City of Lubbock? X_ Yes No Under penalty of perjury, the undersigned states that the foregoing statements are true and correct. it is further acknowledged that any person, firm, corporation or entity intentionally submitting false information to the City in an attempt to qualify for eligibility shall be prohibited from bidding on City of Lubbock products and services for a period of one (1)/year. Authorizgd Signature- ` Date: Printed Name and Title:c 007.0-20031TBBestVal.doc 25