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HomeMy WebLinkAboutResolution - 2013-R0105 - Contract - Baker Office Products - Office Furniture Annual Pricing - 03_28_2013,Resolution NO. 2013--RO105 March 28, 2013 Item No. 5.12 RESOLUTION BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK: THAT the Mayor of the City of Lubbock is hereby c:uthoriced and ciirccicd to execute For and on behalf of the Cite of Lubbock. Contract No. 1 1 146 for off ice i'uIII iIUre annual pricing, by and bemcen the City of Lubbock and Baker Office Products, and related documents. Said Contract is attached hereto and incorporated in this resolution :is if'fully set forth herein and shall be included in the «1intites ofthe City Council. Passed by the City Council on O f .EW)C ROBYRTSON, MAYOR ATTEST: Rcbeee Garza. City ecretary APPROVED AS TO CONTENT: LMO� Pamela Moan, Director of Finance APPROVED AS TO FORM: Chad Weaver, Assistant City Attorney vw:ccdocs/RES,Conirac1-13aker Mike I'rodUCL, March 12, 2013 Resolution No. 2013-RO105 CITY OF LUBBOCK, TX CONTRACTFOR Office Furniture -Annual Pricing Bid 13-11146-DT CONTRACT 11146 THIS CONTRACT made and entered into this 281h day of March 2013, by and between the City of Lubbock ("City"), and Baker Office Products ("Contractor"). WITNESSETH: WHEREAS, the City of Lubbock duly advertised for bids for Office Furniture -Annual Pricing and bids were received and duly opened as required by law; and WHEREAS, after careful consideration of the bid submitted by Contractor, the City authorized the execution, in the name of the City of Lubbock a contract with said Contractor covering the purchase and delivery of the said Office Furniture. NOW, THEREFORE, in consideration of the mutual agreement contained herein, as well as the financial consideration hereinafter referred to, the parties hereby covenant and agree as follows: 1. In accordance with City's specifications and Contractor's bid, copies of which specifications and bid are attached hereto and made part hereof, Contractor will deliver to the City the office furniture specifically referred to as Exhibit "A" and more particularly described on the Bid Form submitted by the Contractor or in the specifications attached hereto. 2. The City promises and agrees to employ, and does employ, the Contractor to cause to be done the work provided for in this Contract and to complete and finish the same according to the attached specifications, offer, and terms and conditions contained herein. 3. The Contractor shall perform the work according to the procedures outlined in the Bid Form and Specifications attached hereto. The contract shall be for a term of one year, with the option of four, one year extensions, said date of term beginning upon formal approval. All stated annual quantities are approximations of usage during the time period to be covered by pricing established by this bid. Actual usage may be more or less. Order quantities will be determined by actual need. 4. This contract shall remain in effect until the expiration date, performance of services ordered, or termination of by either party with a thirty (30) day written notice. Such written notice must state the reason for cancellation. The City of Lubbock reserves the right to award the canceled contract to the next lowest and best bidder as it deems to be in the best interest of the city. 5. Contractor shall at all times be an independent contractor and not an agent or representative of City with regard to performance of the Services. Contractor shall not represent that it is, or hold itself out as, an agent or representative of City. In no event shall Contractor be authorized to enter into any agreement or undertaking for or on behalf of City. 6. The contractor shall obtain and maintain in full force and effect during the term of the contract, commercial general liability coverage with insurance carriers admitted to do business in the State of Texas. The insurance companies must carry a Best's Rating of A- VII or better. The policies will be written on an occurrence basis, subject to the following minimum limits of liability: TYPE General Liability Commercial General Liability per occurrence. Automotive Liability Combined Single Limit Any Auto Workers Compensation and/or Occupational Medical & Disability AMOUNT $500,000 General Aggregate Products-Comp/Op AGG Personal & Adv.Injury Contractual Liability $500,000 Aggregate Statutory Amounts The City of Lubbock shall be named as an additional insured on Auto and General Liability on a primary and non-contributory basis with a waiver of subrogation in favor of the City of Lubbock on all coverages. Policy to include Products of Completed Operations endorsement. All copies of the Certificates of Insurance shall reference the project name or bid number for which the insurance is being supplied. Copies of all endorsements are required. The contractor will provide a Certificate of Insurance to the City as evidence of coverage. The certificate will provide 30 days notice of cancellation, and under the cancellation section, the wording "endeavor to" and "but failure to mail such notice shall impose no obligation or liability of any kind upon the company, its agents or representatives" will be crossed out. A copy of the additional insured endorsement attached to the policy will be included with the certificate. The contractor shall also maintain workers compensation insurance in the statutory amount. If at any time during the life of the contract or any extension, the contractor fails to maintain the required insurance in full force and effect, all work under the contract shall be discontinued immediately. Any failure to maintain the required insurance may be sufficient cause for the City to terminate the contract. 7. Neither the City nor the Contractor shall assign, transfer or encumber any rights, duties or interests accruing from this Contract without the written consent of the other. 8. The City reserves the right to exercise any right or remedy available to it by law, contract, equity, or otherwise, including without limitation, the right to seek any and all forms of relief in a court of competent jurisdiction. Further, the City shall not be subject to any arbitration process prior to exercising its unrestricted right to seek judicial remedy. The remedies set forth herein are cumulative and not exclusive, and may be exercised concurrently. To the extent of any conflict between this provision and another provision in, or related to, this document, this provision shall control. 9. At any time during the term of the contract, or thereafter, the City, or a duly authorized audit representative of the City or the State of Texas, at its expense and at reasonable times, reserves the right to audit Contractor's records and books relevant to all services provided to the City under this Contract. In the event such an audit by the City reveals any errors or overpayments by the City, Contractor shall refund the City the hall amount of such overpayments within thirty (30) days of such audit findings, or the City, at its option, reserves the right to deduct Such amounts owing the City from any payments due Contractor. 10. This Contract consists of the following documents set forth herein; Invitation to Bid No. 13- 11146-DT, Specifications, acid the Bid Form. IN WITNESS WHEREOF, the parties hereto have caused this Contract to be executed the day and year first above written. Executed in triplicate. CITY OF LUBB tK ; Glen C obertson, Mayor ATTEST - Re ecc GarLa, City Secretary APPi?0\1PD ❑ C '"0 CON TENT: Pamela Moon, Director of Finance APPROVE AST FORM: Chad Weaver, Assistant City Attorney CONTRACTOR Authorized Representative Baker Office Products Print Name 1301 13"' Street Address Lubbock, Texas 79401 City, State, Zip Code City of Lubbock Texas Purchasing and Contract Management March 28, 2013 BID 13-11146-DT Office Furniture - Delivery and Installatio Item Description/Vendor Location Manufacturer Discount Off 1 System Furniture Baker Office Products Lubbock, TX National Office 61% Baker Office Products Lubbock, TX OFD 56% Baker Office Products Lubbock, TX HON 54% Baker Office Products Lubbock, TX Steel Case 44% Baker Office Products Lubbock, TX Group Lacasse 44% Baker Office Products Lubbock, TX Inscape 31% 2 Casegoods Furniture Baker Office Products Lubbock, TX HON 54% Baker Office Products Lubbock, TX Darran 48% Baker Office Products Lubbock, TX Indiana 48% Baker Office Products Lubbock, TX HPFI 48% Baker Office Products Lubbock, TX Mayline 45% Baker Office Products Lubbock, TX Izzy+ 45% Baker Office Products Lubbock, TX Global 44% Baker Office Products Lubbock, TX Group Lacasse 44% Baker Office Products Lubbock, TX Steel Case 44% 3 Seating Baker Office Products Lubbock, TX HON 54% Baker Office Products Lubbock, TX Studio Q 48% Baker Office Products Lubbock, TX Eurotech 48% Baker Office Products Lubbock, TX HLC 48% Baker Office Products Lubbock, TX Encore 48% Baker Office Products Lubbock, TX Highmark 48% Baker Office Products Lubbock, TX HPFI 48% Baker Office Products Lubbock, TX Izzy+ 45% Baker Office Products Lubbock, TX Lazyboy 45% Baker Office Products Lubbock, TX Mayline 45% Baker Office Products Lubbock, TX Group LaCasse 44% Baker Office Products Lubbock, TX Global 44% Baker Office Products Lubbock, TX Steelcase 44% 4 Files, Filing Systems, Storage Cabinets and Shelving Baker Office Products Lubbock, TX HON 54% Baker Office Products Lubbock, TX IS Group 48% Baker Office Products Lubbock, TX HPFI 48% Baker Office Products Lubbock, TX Mayline 45% Baker Office Products Lubbock, TX Steelcase 44% Baker Office Products Lubbock, TX Global 44% Baker Office Products Lubbock, TX Group Lacasse 44% Baker Office Products Lubbock, TX Tennsco 41% Baker Office Products Lubbock, TX Datum 28% 5 Folding Tables, Customer Chairs and other Misc. Furniture Baker Office Products Lubbock, TX ABCO 48% Baker Office Products Lubbock, TX Virco 41 % Baker Office Products Lubbock, TX Correll 41 % Baker Office Products Lubbock, TX Safco 26% Exhibit A 34230170:PURCHASEBu IX u ". B.,%w• D'Aw':0111.1.11144D7110 Of coFi hYro TAB SKEET DAW Bidders Name: BID FORM Office Furniture City of Lubbock, 'texas ITB No. 13-11146-DT In compliance with the Invitation to Bid 13-1I146-DT, 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. A bid will be subject to being considered irregular and may be rejected if it shows omissions, alterations or form, conditional alternate bids, additions or alternates in lieu of the items specified, if the unit prices are obviously unbalanced (either in excess of or below reasonably expected values), or irregularities of any kind. The Invitation to Bid 13-11146-DT is by reference incorporated in this contract. The Bid Form must be completed in blue or black Ink or by typewriter. Item Category Manufacturer Discount Off Price List I , System Furniture Name: 3. g Delivery days after Receipt of Order:J�-� Name: SMS� CATS E 9 3' ?% Delivery days after Receipt of Order:24---ICS' ^ 0 Name• 'V F Delivery days after Receipt of Order: I Sal Name• _ 1/1U s Delivery days after Receipt of Order: zr- 10- 2, Casegoods Furniture Name: 7 i 1r„.. !2 e�—_ % Delivery days after Receipt of Order: Name: I l U i� `' �• D % Delivery days after Receipt of Order: Name:�1�/ f �" • Tj% Delivery days after Receipt of Order:�� Name: <.I V V�-,Q & ��• "q�° Delivery days after Receipt of Order:,?p =� 3, Seating Name:'�ipt _ �3.7 °o Deliverydays aer:r .cis Q Purcha,vJnid Docv1Tn U•11116•I)r, ofroce Famiture BID FORM Bidders Name: Item Category Manufacturer Discount Off Price List 3. Seating Name: }�O�I 53-� % Delivery days after Receipt of Order: 6=1�- Name• S�mp(O zi q7. qe% Delivery days alter Receipt of Order:o11-Lr, Name: y7s% Delivery days after Receipt of Order: O- 4. Files, Filing Systems, Storage Name:—T=iK�NScAeD o Cabinets and Shelving Delivery days after Receipt of Order: Name:-iFa 3� '7 �•g% Delivery days after Receipt of Order: Name: 5� G90 u`P Delivery days after Receipt of Order7�f Name: 6 t'� Delivery days after Receipt of Order: Folding Tables, Customer Name: V L Q-1 -7 Chairs and other Misc. Furniture Delivery days after Receipt ofOrder: I—L Name: /4`J C- n Delivery days after Receipt of Order:jj-�j Name: Cz U-c- u -. q0` 1F!� % Delivery days after Receipt of Order:_z _,- 4f'*" r Name: �C 0 2,S • qo Delivery days after Receipt of Order. S To list additional manufacturers, please use Attachment A - Bid Form Extension Sheet. The Price List and Manufacturer Furniture website must be attached and submitted with the bid. 0 lhucha.W.41W INIC- 11 13-111 16-0T,11ice rur°ilure Bidders Nnme: Baker Of f ice Products Exceptions/Items not covered from Manufacturer's Product Line mars sheet if necessa Additional Services Pricing Minimum Percentage Discount for all other Manufacturers not specifically bid 40.8 0,0 Fuel Surcharge (attach summary if not flat charge): n/a Additional Charges and/or Exceptions (Attach a separate summary sheet if necessary) Option, not exception: The City of Lubbock, at its option, can also purchase through Baker Office Products, any manufacturer that has an approved negotiated state or federal government purchase contract wi Goth parties, Baker Office Products and the City of Lubbock adhering to the terms and conditions of those c *PRICE: F.O.B. Destination, Freight Pre -Paid and Allowed "Days After Receipt of Order (ARO) Unless otherwise specified herein, the City may award the bid either item -by —item or on an all -or -none basis for any item or group of items shown on the bid. The City of Lubbock is seeking a contract for Office Furniture with one or more contractors. In order to assure adequate coverage, the City may make multiple awards, selecting multiple vendors to provide the products desired, if multiple awards are in the best interest of the City. A decision to make a multiple award of this Bid, however, is an option reserved by the City, based on the needs of the City. PAYMENT TERMS AND DISCOUNTS - Bidder offers a prompt payment discount of 0 %, ne130 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. MOST FAVOURED PRICING: The Bidder certifies that the price quoted is not in excess of the lowest price charged anyone else, including its most favoured customer, for like quality and quantity of the products/services; does not include an element of profit on the sale in excess of that normally obtained by the Bidder on the sale of products/services of like quality and quantity; and does not include any provision for discounts to selling agents. If at any time during the contract period, the supplier should sell or offer for sale to any other customer, an equal or less quantity of similar contract products of like or better quality, at a lower net price(s) than provided herein, supplier agrees to notify the City and sell same product(s) at the lower price(s) on all deliveries made during the period in which such lower price(s) is effective. 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 (lie same services, QTtaclute idDucvlfo 13-111J6-DT.Mice Furnmire tracts. at the prices quoted, for the period of this contract. Each bidder shall indicate on the [aid 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? Other governmental entitles 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, Lynn County, and City of Wolfforth. YES X NO If you (the bidder) checked YES, the following will apply: • Governmental entities utilizing Interlocal Agreements for Cooperative Purchasing with the City of Lubbock will be eligible, but not obligated, to purchase materiaWservices 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 BYBakerOf fIceProducts a corporation organized under the laws of the State of Texas , or a partnership consisting of of the City of or individual trading as Firm: Baker Office Products, Inc. Address: 1301 13th Street City: Lubbock State: Tx Zip 79401 Bidder acknowledges receipt of the following addenda: Addenda No. - A Date 2 / 4 / 13 Addenda No. Date insist sign by !rand Addenda No. Date Addenda No. Date Officer Name and Title: Brian McPeak, VP Operations Please Prim Business Telephone Number 806-763-2500 FAX: 806-747-1601 E-mail Address: mcpeak@bakerofficeproducts 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: RETURN COMPLETED & SIGNED BID FORM ALONG WITH CITY OF LUBBOCK SPECIFICATIONS. LABEL THE OUTSIDE OF YOUR SEALED BID WITH THE ITB NUMBER, THE CLOSING DATE AND TIME, AND YOUR COMPANY NAME AND ADDRESS. Q:I'nrchawnid D ovull n 13•t t 116-t)'r, unite riunimre Item Category Bidders Name, 6"Or I �!,&,, BID FORM ITB No. 13-11146-DT ATTACHMENT A Manufacturer C�5G��5, sTg2t to � Wil- Name: "5t-AMFJGr Delivery days after Receipt of Order. Name: �,T ceSC/ Delivery days after Receipt of Order:-kl�' cf*C69vve� S SATV& 6%ue L-AC.l5� Name: S4S'j 64% s<Delivery days after Receipt of Order:-4"T Name: � �+�iPr'� O1AC-E— Delivery days after Receipt of Order:—*1' C.466EcioobS % "f+dCt Name: 1` 1 � e- S-r0L4 /l9A Delivery da dais after Receipt of Order:�1- M.'"i 46- S'ro(2K*4P, Name: A Delivery days after Receipt of Order: Name: (7-,0 e-im Af— Delivery days after Receipt of Order: r Name: Delivery days after Receipt of Order:11-'fir Name: T)ft-1VIVA Delivery days after Receipt of Order: Name: spc� PrA,d �S Delivery days after Receipt of Order:'tL Name:Z2� Delivery days after Receipt of Order:3.0 .. C�► Name: _ o `? Delivery days after Receipt of Orders.1..421; Q:Parchase id Docs/ITQ 13.11146-DT, OMce Fumimre Discount Off Price List 17 9% 27.8 % y 7 <6%