The URL can be used to link to this page

Home My WebLink About4.6 Purchase of Replacement Chairs, Tables, and Related Equipment for Shannon Community CenterCELEBRATING STAFF REPORT CITY COUNCIL DUBLIN CALIFORNIA Agenda Item 4.6 DATE: September 6, 2022 TO: Honorable Mayor and City Councilmembers FROM: Linda Smith, City Manager SU B.ECT : Purchase of Replacement Chairs, Tables, and Related Equipment for Shannon Community Center Prepared by: Tyler Phillips, Recreation Supervisor EXECUTIVE SUMMARY: The City Council will consider authorizing the purchase of replacement chairs, tables, and related equipment from MityLite for Shannon Community Center. STAFF RECOMMENDATION: Adopt the Resolution Authorizing the Purchase of Replacement Chairs, Tables, and Related Equipment from MityLite for Shannon Community Center. FINANCIAL IMPACT: The funding to purchase replacement tables, chairs, and related equipment, at an estimated cost of $72,000, is included in the Fiscal Year 2022-23 General Fund Budget. DESCRIPTION: The City replaces tables, chairs, and other furniture when these items reach the end of service life or become unsafe for use. The banquet furniture at Shannon Community Center is designated to be replaced and is more than 12 years old. The furniture is used for private events, recreation programs, and various other activities in the banquet room and multi -purpose rooms. Staff is recommending procurement of MityLite brand furniture. The City has existing MityLite furniture at Shannon Community Center, the Dublin Senior Center, and other City facilities. Replacement with similar furniture will allow for the 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 to 15 years. The total cost of the replacement furniture is estimated Page 1 of 2 74 at $72,000, which exceeds the City Manager's purchasing authority. The attached Resolution (Attachment 1) authorizes this transaction. Furthermore, Staff seeks 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 negotiated contract utilizing the California Department of General Services (DGS) and BuyBoard, a purchasing cooperative that conducted the bidding process. 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. The DGS Authorized Multiple Award Schedule (CMAS #4-22-07-1020), and BuyBoard contract #667-22 are valid through March 2023 and provided as Attachment 2 to this Staff Report. STRATEGIC PLAN INITIATIVE: None. NOTICING REQUIREMENTS/PUBLIC OUTREACH: None. ATTACHMENTS: 1) Resolution Authorizing the Purchase of Replacement Chairs, Tables, and Related Equipment from MityLite for Shannon Community Center 2) Exhibit A to the Resolution - MityLite Government Pricing Schedule Page 2 of 2 75 Attachment I RESOLUTION NO. XX — 22 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN AUTHORIZING THE PURCHASE OF REPLACEMENT CHAIRS, TABLES, AND RELATED EQUIPMENT FROM MITYLITE FOR SHANNON COMMUNITY CENTER WHEREAS, the City requires chairs, tables, and related equipment at Shannon Community 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 (CMAS #4-22-07-1021 and BuyBoard #667-22) attached hereto as Exhibit A) publicly bid by the BuyBoard purchasing cooperative, which meets this Municipal Code provision for a publicly bid agreement, and the contract is valid through March, 2023; 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 chairs, tables, and related equipment from MityLite, in excess of $45,000 and subject to available budget appropriations, under a purchasing agreement previously publicly bid and valid through the term of the contract. PASSED, APPROVED AND ADOPTED this 6th day of September 2022, by the following vote: AYES: NOES: ABSENT: ABSTAIN: Mayor ATTEST: City Clerk Reso. No. XX-22, Item X.X, Adopted 09/06/2022 Page 1 of 1 76 Attachment 2 DE CALIFORNIA DEPARTMENT OF GENERAL SERVICES Procurement Division 707 Third Street, 2nd Floor, MS #2-202 West Sacramento, CA 95605-2811 State of California MULTIPLE AWARD SCHEDULE Mity-Lite, Inc. CMAS NUMBER: 4-22-07-1020 CMAS TERM DATES: 07/22/2022 through 03/31/2023 CMAS CATEGORY: Non Information Technology Commodities APPLICABLE TERMS & CONDITIONS: January 20, 2022 MAXIMUM ORDER LIMIT: State Agencies: See Purchasing Authority Dollar Threshold provision Local Government Agencies: Unlimited FOR USE BY: State & Local Government Agencies BASE BUYBOARD #: 667-22 BASE BUYBOARD HOLDER: Mity-Lite 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 Statewide Contracts. If this is the case, the use of this CMAS is restricted unless the State agency has an approved exemption as explained in the Statewide Contract User Instructions. Information regarding Statewide Contracts can be obtained at the: Statewide Contract Index Listing (www.dgs.ca.gov!PD/About/Page-Content/PD-Branch-Intro-Accordion-List/Acquisitions/Statewide- Contracts). This requirement is not applicable to local government agencies. 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 following website: www.calpia.ca.gov/products-services/customer- support/exemption-process/. A copy of the approved exemption must be kept with the purchase order for audit purposes. 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. Original Signature on File Effective Date: 07/22/2022 John Dickinson, Program Analyst, California Multiple Award Schedules Unit 77 Attachment 2 CALIFORNIA MULTIPLE AWARD SCHEDULE (CMAS) MITY-LITE, INC. CMAS NO. 4-22-07-1020 Agency non-compliance with the requirements may result in the foss of delegated authority to use the CMAS program. CMAS contractor non-compliance with the requirements may result in termination. November 03, 2021 Ordering Instructions and Special Provisions 2 78 Attachment 2 CALIFORNIA MULTIPLE AWARD SCHEDULE (CMAS) MITY-LITE, INC. CMAS NO. 4-22-07-1020 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 -Folding Chairs Furniture -Tables Furniture -Upholstered AVAILABLE PRODUCTS AND/OR SERVICES All of the products in the base BuyBoard contract are available within the scope of this CMAS. 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 TOP 500 DELINQUENT TAXPAYERS In accordance with Public Contract Code (PCC) 10295.4, and prior to placing an order for non -IT goods and/or services, agencies must verify with the Franchise Tax Board and the California Department of Tax and Fee Administration that this CMAS contractor's name does not appear on either list of the 500 largest tax delinquencies pursuant to Revenue and Taxation Code 7063 or 19195. See next paragraph for information. November 03, 2021 Ordering Instructions and Special Provisions 3 79 Board° PURCHASING COOPERATIVE Attachment 2 The Local Government Purchasing Cooperative For the Period 04/01/2022 to 03/31/2023 Final Catalog Award Report for Furniture for School, Office, Science, Library and Dormitory 667-22 2. Discount (%) Off Catalog /Pricelist for All Auditorium Seating Furniture Vendor Name Krueger International, Inc. Krug Inc. Liberty Office Products Alamo Classroom Solutions Educator's Depot, Inc. Mity-Lite Evans Facility Consultants Kay -Twelve Educator's Depot, Inc. NorvaNivel USA, LLC Thompson Educational Furnishings, LLC Office Furniture Distributors Library Interiors of Texas, LLC Paragon Furniture, LP PS Furniture, Inc. Educator's Depot, Inc. Library Interiors of Texas, LLC 3 Oaks Resource Group International Sauder Manufacturing Co. SchoolOutlet.com Sedia Systems, Inc. Indeco Sales, Inc. Shiffler Equipment Sales, Inc. Smith System Manufacturing Vendor Catalog Information Krueger International pricelist Krug pricelist Liberty Office Products pricelist Marco Group pricelist MityLite pricelist MityLite pricelist National Public Seating pricelist National Public Seating pricelist National Public Seating pricelist NorvaNivel pricelist NPS & Oklahoma Sound pricelist OFD pricelist OFS/Carolina pricelist Paragon Furniture pricelist PS Furniture pricelist PS Furniture pricelist RFM pricelist SAFCO Products pricelist Sauder Manufacturing Co. pricelist SchoolOutlet pricelist Sedia Systems pricelist Sedia Systems pricelist Shiffler catalog Smith System pricelist Percent Discount 43% 56% 15% No 36% No 35% No 59% Yes 37% Yes 35% Yes 30% No 30% No 41% Yes 50% No 40% No 40% No 55% No 35% No 30% Yes 50% No 55% Yes 7% Yes 51% Yes 51% Yes 10% No 35% Yes Award No No 80 Board° PURCHASING COOPERATIVE Attachment 2 The Local Government Purchasing Cooperative For the Period 04/01/2022 to 03/31/2023 Final Catalog Award Report for Furniture for School, Office, Science, Library and Dormitory 667-22 3. Discount (%) Off Catalog /Pricelist for All Cafeteria/Dining Room Furniture Vendor Name Mien Company, Inc. Educator's Depot, Inc. Mity-Lite J. R., Inc. Hertz Furniture Systems, LLC ABF USA Ltd. 3 Oaks Resource Group International Library Interiors of Texas, LLC J. R., Inc. Indeco Sales, Inc. Evans Facility Consultants MeTEOR Education, LLC School Specialty, LLC School Outfitters South Texas School Furniture National Business Furniture Neutral Posture, Inc. Library Interiors of Texas, LLC Library Interiors of Texas, LLC Library Interiors of Texas, LLC NorvaNivel USA, LLC School Outfitters Hertz Furniture Systems, LLC Library Interiors of Texas, LLC Vendor Catalog Information MiEN Buyboard pricelist Mitchell pricelist MityLite pricelist Mooreco pricelist Mooreco pricelist Muzo pricelist Muzo pricelist Muzo pricelist National Public Seating pricelist National Public Seating pricelist National Public Seating pricelist National Public Seating pricelist National Public Seating pricelist National Public Seating pricelist National Public Seating pricelist NBF pricelist Neutral Posture Seating pricelist Nevins pricelist Nienkamper pricelist Nook pricelist NorvaNivel pricelist Norwood Commercial Furniture pricelist NPS pricelist Oasis/Berco pricelist Percent Discount 45% 32% 55% Yes 40% No 39% No 25% No 25% No 30% No 40% Yes 37% Yes 37% Yes 33% No 34% No 35% No 20% No 2% Yes 53% No 35% Yes 35% No 30% Yes 30% No 32% Yes 43% Yes 40% No Award No Yes 81 Board° PURCHASING COOPERATIVE Attachment 2 The Local Government Purchasing Cooperative For the Period 04/01/2022 to 03/31/2023 Final Catalog Award Report for Furniture for School, Office, Science, Library and Dormitory 667-22 8. Discount (%) Off Catalog /Pricelist for All Office Furniture Vendor Name Officewise Furniture and Supply 3 Oaks Resource Group International Library Interiors of Texas, LLC South Texas School Furniture Office Design Concepts, LLC Hertz Furniture Systems, LLC Library Interiors of Texas, LLC Steelcase Mien Company, Inc. Mity-Lite Library Interiors of Texas, LLC Best Buy Stores, L.P. Hertz Furniture Systems, LLC J. R., Inc. Mediatechnologies ABF USA LTD. Indeco Sales, Inc. MeTEOR Education, LLC Perry Office Plus School Outfitters National Business Furniture Neutral Posture, Inc. South Texas School Furniture Neutral Posture, Inc. Vendor Catalog Information Lorell pricelist Luxor Furniture pricelist Luxout Shades pricelist Maverick pricelist Maxon pricelist Maxon pricelist Media Technologies pricelist MGBW 187 pricelist MiEN Buyboard pricelist MityLite pricelist Monte) pricelist MooreCo pricelist Mooreco pricelist Mooreco pricelist MT pricelist Muzo pricelist National Office Furniture pricelist National Office Furniture pricelist National Office pricelist National Public Seating pricelist NBF pricelist Neutral Posture Equity pricelist Neutral Posture pricelist Neutral Posture Seating pricelist Percent Discount 20% 33% 15% No 20% Yes 50% No 69% Yes 40% No 18% Yes 45% No 56% Yes 40% Yes 10% No 39% Yes 40% Yes 44% Yes 25% Yes 61% Yes 40% No 52% No 35% No 2% Yes 64% No 20% No 53% No Award No Yes 82 Board° PURCHASING COOPERATIVE Attachment 2 The Local Government Purchasing Cooperative For the Period 04/01/2022 to 03/31/2023 Final Catalog Award Report for Furniture for School, Office, Science, Library and Dormitory 667-22 14. Discount (%) Off Catalog /Pricelist for All Other Business and Workplace Furniture Vendor Name Office Design Concepts, LLC Mien Company, Inc. Mity-Lite Best Buy Stores, L.P. ABF USA LTD. 3 Oaks Resource Group International MeTEOR Education, LLC National Business Furniture Neutral Posture, Inc. Neutral Posture, Inc. NorvaNivel USA, LLC ECFS, LLC Library Interiors of Texas, LLC Office Furniture Distributors Evans Facility Consultants OFGO Studio Office Furniture for Less School Outfitters School Specialty, LLC Palmer Hamilton, LLC Hertz Furniture Systems, LLC 3 Oaks Resource Group International Paragon Furniture, LP Hertz Furniture Systems, LLC Vendor Catalog Information Maxon pricelist MIEN Buyboard pricelist MityLite pricelist MooreCo pricelist Muzo pricelist Muzo pricelist National Office Furniture pricelist NBF pricelist Neutral Posture Equity pricelist Neutral Posture Seating pricelist NorvaNivel pricelist Nova Desk pricelist Oasis/Berco pricelist OFD pricelist Office Source pricelist OFGO Studio pricelist OFL pricelist OFM pricelist OFM pricelist Palmer Hamilton pricelist Palmer Hamilton pricelist Palmieri Furniture pricelist Paragon Furniture pricelist Penco Lockers & Shelving pricelist Percent Discount 50% 45% 55% Yes 10% No 25% Yes 25% Yes 40% Yes 2% Yes 64% No 53% No 30% No 44% Yes 40% No 60% Yes 50% Yes 50% Yes 50% Yes 40% Yes 49% Yes 30% Yes 44% Yes 50% Yes 40% No 55% No Award No Yes 83