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Home My WebLink AboutItem 4.3 - 3459 Senior Center Table and Chair Replacement Page 1 of 2 STAFF REPORT CITY COUNCIL DATE: December 1, 2020 TO: Honorable Mayor and City Councilmembers FROM: Linda Smith, City Manager SUBJECT: Purchase of Replacement Tables, Chairs and Related Equipment from MityLite for the Dublin Senior Center Prepared by: Liz Elliott, Recreation Coordinator EXECUTIVE SUMMARY: The City Council will consider authorizing the purchase of replacement tables, chairs, and related equipment from MityLite for the Dublin Senior Center. STAFF RECOMMENDATION: Adopt the Resolution Authorizing the Purchase of Tables, Chairs, and Related Equipment from MityLite for the Dublin Senior Center. FINANCIAL IMPACT: The funding to purchase replacement tables, chairs, and related equipment for an estimated cost of $71,800 is included in the General Fund Operating Budget (Capital Outlay) approved by the City Council as part of the annual budget process. DESCRIPTION: The City replaces tables, chairs, and other furniture when these items reach the end of service life or become unsafe for use. The Senior Center furniture designated to be replaced is at least 15 years old and includes folding tables and stacking chairs that are used throughout the facility. The furniture is used for private events, senior programs, and a variety of other activities that take place in the banquet room and multipurpose rooms at the Senior Center. Additionally, some furniture has already been discarded in recent years due to appearance and safety concerns. Staff is recommending procurement of MityLite brand furniture. The City has existing MityLite furniture at the Dublin Senior Center and other City facilities. Replacement with similar furniture will allow for use of current storage racks and carts and the ability to share matching furniture amongst facilities/rooms as needed. The quality of MityLite products and customer service has been well-regarded by Staff. MityLite also offers warranties on furniture that range from 12-15 years depending on the model. Page 2 of 2 The total cost of the replacement furniture is estimated at $71,800, which exceeds the City Manager’s purchasing authority. The attached resolution (Attachment 1) authorizes this transaction. Furthermore, Staff seeks the City Council’s approval to waive the competitive bidding process for these purchases, via Section 2.36.100.B.9 of the City Municipal Code. This section provides an exemption to a 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”. MityLite offers its products at negotiated prices to local government agencies based on pricing submitted through a Federal General Services Administration (GSA) pricing schedule. GSA pricing schedules are long-term governmentwide contracts with commercial firms providing federal, state, and local government buyers with access to commercial supplies and services at discount pricing. The Federal GSA Authorized Schedule Price List, contract GS-03F-041DA, is valid through January 2021. The GSA schedule with pricing from MityLite is included with this Staff Report as Attachment 2. STRATEGIC PLAN INITIATIVE: None. NOTICING REQUIREMENTS/PUBLIC OUTREACH: None. ATTACHMENTS: 1. Resolution Authorizing the Purchase of Tables, Chairs, and Related Equipment from MityLite for the Dublin Senior Center 2. Exhibit A to the Resolution - MityLite Federal GSA Pricing Schedule Reso No. XX-20, Item X.X, Adopted 12/1/20 Page 1 of 1 RESOLUTION NO. xx - 20 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN AUTHORIZING THE PURCHASE OF TABLES, CHAIRS, AND RELATED EQUIPMENT FROM MITYLITE FOR THE DUBLIN SENIOR CENTER WHEREAS, the City requires tables, chairs, and related equipment at the Dublin Senior Center, and routinely replaces furniture and related equipment that has reached the end of its useful life; and WHEREAS, Section 2.36.100(B)(9) of the Dublin Municipal Code 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, MityLite has a valid pricing agreement (contract GS-03F-041DA attached hereto as Exhibit A) publicly bid by the Federal General Services Administration, which meets this Municipal Code provision for a publicly bid agreement, and the contract is valid through J anuary 31,2021; and WHEREAS, Section 2.36.090 of the Dublin Municipal Code requires City Council approval of equipment and services with a cost greater than or equal to forty-five thousand dollars ($45,000). NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin hereby authorizes the City Manager to procure tables, chairs, and related equipment from MityLite, subject to available budget appropriations, under a purchasing agreement publicly bid by the Federal General Services Administration through the term of the contract. PASSED, APPROVED AND ADOPTED this 1st day of December 2020, by the following vote: AYES: NOES: ABSENT: ABSTAIN: ______________________________________ Mayor ATTEST: _______________________________________ City Clerk GENERAL SERVICES ADMINISTRATION Federal Supply Service Authorized Federal Supply Schedule Price List On -line access to contract ordering information, terms and conditions, up -to-date pricing, and the option to create an electronic delivery order are available through GSA Advantage!, a menu driven database system. The INTERNET address for GSA Advantage! is: www.GSAAdvantage.gov . Schedule Title Miscellaneous Furniture: Conference Room & Multi-Purpose Tables and Chairs FSC Group: 71, PART 1, FSC CLASS 7110, 7105 Product Services Code: 7110,7105 Contract Number: GS -03F -041DA For more information on ordering from Federal Supply Schedules go to the internet address: http://www.gsa.gov/schedules. Find link to GSA Schedules. Then find link to Customers Ordering from Schedules. Next, find links to Ordering Procedures for Services Requiring a Statement of Work and Ordering Procedures for Services not Requiring a Statement of work. Contract Perio d: January 12, 2016 - January 11, 2021 Contractor Name : Mity-Lite Inc. Address: 1301 West 400 North, Orem, UT 84057 Phone Number: 801-224-0589 Fax Number: 801-224-6191 Web site: www.mitylite.com Contact for contract administration: Jeff Scott Email: jeff.scott@mityinc.com Business size: Small Business Page 2 of CUSTOMER INFORMATION 1a. Table of awarded Special Item Numbers (SINs): SIN # SIN Title 711-11 Tables & Accessories 711-19 Stacking Chairs & Dollies 711-18 Multipurpose Seating 71 500 Order-Level Materials 1b. Identification of the lowest priced service for each special item number awarded in the contract. SIN # Model Price 711-11 PCT-30 $119.84 711-19 One Series Lite $25.71 711-18 Swiftset HD $58.31 1c. If the Contractor is proposing hourly rates, a description of all corresponding commercial job titles, experience, functional responsibility and education for those types of employees or subcontractors who will perform services shall be provided . 2. Maximum order for each SIN: SIN# MAXIMUM ORDER 711-11 $500,000 711-19 $200,000 711-18 $200,000 3. Minimum order: $100 4. Geographic coverage (delivery area): Worldwide 5. Point(s) of production: Orem, Utah, USA 6. & 7, Quantity Discount from list prices or statement of net price: T ables: 711-11 1-49 Units 62.55% discount, FOB Origin 50-99 Units 63.69% discount, FOB Origin 100+ Units 65.62% discount FOB Destination Multipurpose Seating: 711-18 1-99 Units 56.27% discount 100-299 Units 58.17% discount 300-499 Units 60.08% discount 500+ Units 61.98% discount FOB Origin Stacking Chairs: 711-18 1-75 Units 60.79% discount 76-149 Units 61.65% discount 150-299 Units 62.60% discount 300-499 Units 63.35% discount 500-599 Units 64.65% discount 600-749 Units 65.95% discount 750-999 Units 67.25% discount 1000+ Units 68.55% discount FOB Origin Page 3 of 8. Prompt payment terms: Note: Information for Ordering Offices: Prompt payment terms cannot be negotiated out of the contractual agreement in exchange for other concessions. 1% 20 Net 30 9a. Notification that Government purchase cards are accepted at or below the micro - purchase threshold: Yes 9b. Notification whether Government purchase cards are accepted or not accepted above the micro-purchase threshold: Yes 10. Foreign items: N/A 11a. Time of delivery: 45 Days 11b. Expedited delivery: N/A 11c. Overnight and 2-day delivery: N/A 11d. Urgent requirements: Available Upon Request 12. F.O.B. point(s): Orem, Utah 84057 13a. Ordering address(es): Mity-Lite, Inc. 1301 West 400 North Orem , Utah 84057 13b. Ordering procedures : For supplies and services, the ordering procedures, information on blanket purchase agreements (BPA’s), and a sample BPA can be found at the GSA/FSS schedule homepage (www.fss.gsa.gov/schedules ). Order through GSA Advantage or contact Mity-Lite Directly. 14. Payment address: Mity-Lite, Inc. 1301 West 400 North Orem, Utah 84057 15. Warranty provision: 15 Year Warranty 16. Export packing charges: N/A 17. Terms and conditions of Government purchase card acceptance (any thresholds above the micro-purchase level). Government Cards Accepted 18. Terms and conditions of rental maintenance, and repair: N/A 19. Terms and conditions of installation: N/A 20. Terms and conditions of repair parts: N/A 20a. Terms and conditions for any other services: N/A 21. List of service and distribution points: Mity-Lite, Inc. 1301 West 400 North, Orem, Utah 84057 Page 4 of 22. List of participating dealers: None 23. Preventative maintenance: N/A 24a. Special attributes such as environmental attributes: Green Guard Certified 24b. Section 508 compliance or EIT: N/A 25. Data Universal Number System (DUNS) number: 18-1072521 26. Notification regarding registration in the System for Award Management (SAM) database. Registered