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Home My WebLink About5.3 Purchase of Replacement Stage and Dance Floor for the Shannon Community Centerr DUBLIN CALIFORNIA STAFF REPORT CITY COUNCIL Agenda Item 5.3 DATE: TO: FROM: SUBJECT: November 5, 2024 Honorable Mayor and City Councilmembers Colleen Tribby, City Manager Purchase of Replacement Stage and Dance Floor for the Shannon Community Center Prepared by: Shaun Chilkotowsky, Parks & Community Services Manager EXECUTIVE SUMMARY: The City Council will consider authorizing the purchase of a replacement stage, dance floor, and related equipment for the Shannon Community Center from Mity-Lite. STAFF RECOMMENDATION: Adopt the Resolution Authorizing the Purchase of a Replacement Stage, Dance Floor, and Related Equipment for the Shannon Community Center from Mity-Lite. FINANCIAL IMPACT: The purchase is estimated at $102,861, per the quote provided by Mity-Lite. The resolution approving the purchase authorizes up to $120,000, which is the total budget included in the Fiscal Year 2024-25 Adopted Budget for this purpose. DESCRIPTION: The City replaces furniture and other equipment when such items reach the end of service life or become unsafe for use. The stage and dance floor at the Shannon Community Center are both over 15 years old and are scheduled to be replaced. The Fiscal Year 2024-25 budget includes a $120,000 appropriation to replace the stage and dance floor. The dance floor consists of 4' x 4' squares that can be configured in a variety of sizes, with a maximum size of 28' X 32'. The stage consists of 14 4' X 8' panels that can be set up in several configurations. Both are used for city meetings, private events, training, recreation programs, and other activities. On average, both are utilized an average of once or twice per week throughout the year. Page 1 of 2 1 Staff proposes to procure a new stage and dance floor from Mity-Lite, a commercial furniture manufacturer. The City has existing Mity-Lite brand furnishings that have performed well. Mity- Lite offers a competitive three-year warranty and delivers customer service and support. The cost estimate to replace the stage and dance floor is approximately $103,000. Staff proposes to include a contingency reserve up to the $120,000 budget appropriation for additional costs associated with this procurement. City Council approval is required for purchases of $45,000 or more and such purchases are required to comply with the competitive bidding process as described in the Dublin Municipal Code (DMC) Section 2.36. DMC Section 2.36.100.B.9 provides for an exception to the competitive bidding process "When another public agency has administered a competitive bidding process and has a current valid agreement for the same or substantially similar consultant or professional services, general services, supplies, or equipment." The Department of Government Services (DGS) Multiple Award Schedules are long-term government contracts with commercial firms providing federal, state, and local government buyers with access to commercial supplies and services at discount pricing. Mity-Lite has a valid pricing agreement (CMAS #4-24-09-1040) publicly bid by the DGS and BuyBoard, a purchasing cooperative, which is valid through March 2025. This agreement with Mity-Lite meets the DMC provisions for a publicly bid agreement. STRATEGIC PLAN INITIATIVE: None. NOTICING REQUIREMENTS/PUBLIC OUTREACH: None. ATTACHMENTS: 1) Resolution Authorizing the Purchase of a Replacement Stage, Dance Floor, and Related Equipment for the Shannon Community Center from Mity-Lite 2) Exhibit A to the Resolution - Mity-Lite Government Pricing Agreement Page 2 of 2 2 Attachment I RESOLUTION NO. XX — 24 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN AUTHORIZING THE PURCHASE OF A REPLACEMENT STAGE, DANCE FLOOR, AND RELATED EQUIPMENT FOR THE SHANNON COMMUNITY CENTER FROM MITY-LITE WHEREAS, the City requires chairs, tables, and related equipment such as a stage and dance floor at the Shannon Community Center, and routinely replaces furniture and related equipment that has reached the end of its useful life; and WHEREAS, the stage and dance floor at the Shannon Community Center are over 15 years old, have reached the end of service life, and are proposed for replacement from Mity-Lite, a commercial furniture manufacturer; and WHEREAS, the replacement stage and dance floor is estimated to cost approximately $103,000. A total of $120,000 was included in the Fiscal Year 2024-25 budget for this purchase; and WHEREAS, City Council approval is required for purchases of $45,000 or more and such purchases are required to comply with the competitive bidding process as described in the Dublin Municipal Code (DMC). DMC Section 2.36.100(B)(9) allows for exceptions to the typical public bidding process when the City is able to procure items from a competitive bid process administered by another public agency; and WHEREAS, Mity-Lite has a valid pricing agreement (CMAS #4-24-09-1040) attached hereto as Exhibit A, publicly bid by the California Department of General Services and BuyBoard, a purchasing cooperative which meets the DMC provisions for a publicly bid agreement, and the contract is valid through March, 2025. NOW, THEREFORE, BE IT RESOLVED that the Dublin City Council hereby authorizes the City Manager to procure a stage, dance floor, and related equipment from MityLite at a cost that is not to exceed $120,000 under a purchasing agreement previously publicly bid by the California Department of General Services and BuyBoard, and valid through the term of the contract. {Signatures on the following page} Reso. No. XX-24, Item X.X, Adopted 11/05/2024 Page 1 of 2 3 PASSED, APPROVED AND ADOPTED this 5th day of November 2024, by the following vote: AYES: NOES: ABSENT: ABSTAIN: Mayor ATTEST: City Clerk Reso. No. XX-24, Item X.X, Adopted XX/XX/24 Page 2 of 2 4 Attachment 2 Exhibit A to the Resolution DESGENERAL SERVICES Procurement Division 707 Third Street, 2nd Floor, MS #2-202 West Sacramento, CA 95605-2811 State of California MULTIPLE AWARD SCHEDULE NON -MANDATORY Mity-Lite, Inc. CMAS NUMBER: CMAS TERM DATES: EFFECTIVE DATE: CMAS CATEGORY: APPLICABLE CMAS TERMS & CONDITIONS: MAXIMUM ORDER LIMIT: I FOR USE BY: BASE BUYBOARD #: BASE BUYBOARD HOLDER: PROGRAM ANALYST 4-24-09-1040 09/19/2024 through 03/31/2025 09/19/2024 Non -Information Technology Commodities March 1, 2023 State Agencies: See Purchasing Authority Dollar Threshold provision Local Government Agencies: Unlimited State & Local Government Agencies 667-22 Mity-Lite John Dickinson John.Dickinson dgs.ca.aov This California Multiple Award Schedule (CMAS) provides for the purchase and warranty of furniture for school, office, science, library and dormitory. 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. Any reference to a specific manufacturer's or publisher's warranty or terms and conditions as shown in the base contract are not applicable to this CMAS. 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. 5 CALIFORNIA MULTIPLE AWARD SCHEDULE (CMAS) MITY-LITE, INC. CMAS NUMBER 4-24-09-1040 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 Toss of CMAS program delegated purchasing authority. CMAS contractor non-compliance with the requirements may result in termination. October 4, 2023 Ordering Instructions and Special Provisions 2 6 CALIFORNIA MULTIPLE AWARD SCHEDULE (CMAS) MITY-LITE, INC. CMAS NUMBER 4-24-09-1040 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. Brand-Mity-Lite Furniture -Chairs Furniture -Chairs Stacking Furniture -Classroom Furniture -Conference Room Furniture -Folding Chairs Furniture -Library Furniture -Tables Furniture -Upholstered AVAILABLE PRODUCTS AND/OR SERVICES This CMAS provides for the purchase and warranty of furniture for school, office, science, library and dormitory. The ordering agency must verify all products are currently available on the base BuyBoard contract. To access the Mity-Lite pricing go to the link: https://www.buyboard.com/home.aspx, and create an account and login. Once logged in, go to the "Shop" tab and click on "Vendors". Type "Mity-Lite" in the vendors,search box, and then type the contract number "667-22" in the contracts search box. Then click on "See Products" to view the available products and pricing on the base BuyBoard contract. ISSUE PURCHASE ORDER TO Agency purchase orders must be sent to the following: Mity-Lite, Inc. 1301 West 400 North Orem, UT 84057 Attn: John King E-mail: john.king@mityinc.com Agencies with questions regarding products and/or services may contact the CMAS contractor as follows: Contact: John King Phone: (800) 362-5820 E-mail: john.king@mityinc.com Website: www.mitylite.com October 4, 2023 Ordering Instructions and Special Provisions 3 7 Bill To: CITY OF DUBLIN 100 CIVIC PLAZA DUBLIN, CA 94568 United States QUOTE ACKNOWLEDGEMENT THIS IS NOT AN INVOICE MITY Inc- MITYLITE holsag BERTOLINI" Created On: 8/20/2024 Sales Quote Number: SQ65842 Mity Customer Number: C1325850 Page: 1 Of 1 Deposit required. Amount subject to credit approval. This quote contains generic items for budget purposes. The product details must be completed prior to your order being placed. Sell Ship To: CITY OF DUBLIN COMMUNITY To: CITY OF DUBLIN COMMUNITY SERVICE SERVICE DEPT. 100 CIVIC PLAZA DUBLIN, CA 94568 United States 100 CIVIC PLAZA DUBLIN, CA 94568 United States Ship Via Payment Terms Sales Person Item No. ORIGIN, Freight Prepaid Description Net 30 Days John King UOM QTY Unit Price Total Price STGFR4X8-1624 MOBILE STAGE 4X8 FOLD-N-ROLL 16" - 24" Height: 18" - 24" Black Poly Trac top Versa Roll Stage Each 14 $2,406.16 $33,686.24 STGTILTTOTE1624 MOBILE STAGE TILT TOTE STAIR 16" - 24" Each 2 $694.00 $1,388.00 MAGKIT28X32STL2MV3 MAGNATTACH V3 DANCE FLOOR KIT 28X32 1Panel: Studio Teak' Kit 1 $48,805.34 $48,805.34 Edge & Corner Color: Silver SandlPanels: 56IEdges: 261Corners: 4� Carts: 3 Freight Estimate - XPO OREM #153928 1 $2,774.00 $2,774.00 Freight Estimate - 16' truck MI #153927 1 $7,610.00 $7,610.00 CMAS #4-24-09-1040 THANK YOU FOR CHOOSING MITY! Subtotal $94,263.58 Sales Tax $8,597.65 Quote Total $102,861.23 Signature: Date: * NET Pricing Applied. * Quotes are valid for 30-days. * Delivery is Dock -to -Dock. * Sales Tax may be applicable. * Customer is responsible for offloading order at delivery time unless otherwise prearranged. *Freight Quotes are estimates. The Freight charge on your order, will reflect the current freight cost the day the order is placed. * Mity, Inc. charges a 3% processing fee for all credit card payments. MityLite Inc. P.O. BOX 732698, Dallas, TX, 75373-2698 US I PHONE 801-224-0589 ext 4200 FAX 801-224- MITY Inc. 6191 8