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Home My WebLink AboutDocumentation_Regular_Tab 13_04/13/2006 ` VILLAGE OF TEQUESTA � MEETING AGENDA ROUTING SHEET MEETING DATE: 4/13/2006 REQUESTED ACTION/SLTMMARY: Council consideration and approval of Resolution #68-05/06 to award a contract to purchase Village Hall furniture in the amount of $127,613.07 through J. C. White Furniture. This amount includes purchase, delivery and set up of all furniture. The furniture selected is under Florida State Contracts #425-001-01-1, #425-001-06-1, #420- 420-02-01, #GS-28F-2100D and has been reviewed by senior staff and undergone various revisions to meet the anticipated needs of Council members, Village residents and staff inembers. $144,000.00 was budgeted for FY05/06 to purchase . furniture/fixtures/equipment for the new Village Hall and therefore, provides for this purchase. The remaining $16,386.93 will be used for kitchen appliances and additional fixtures and equipment. RESOLUTION OR ORDINANCE NUMBER: Res # 68-OS/06 ORIGINATING DEPARTMENT: Village Manager FLINDING SOURCE: 2005/2006 BUDGET ACCOUNT NIJMBER: 303-331-664.603 CURRENT BUDGETED AMOUNT AVAILABLE: $144,000.00 AMOUNT OF THIS ITEM: $127,613.07 AMOUNT REMAINING AFTER THIS ITEM: $16,386.93 BUDGET TRANSFER REQUIRED: ❑ Yes X No APPROPRIATE FUND BALANCE: ❑ Yes X No Piggyback Contract Name: Florida State Contracts #425-001-01-1, #425-001-06-1, #420-420-02-01, #GS-28F-2100D APPROVALS: �--� � DEPARTMENT HEAD: 4 �� ' � 1 _�. _ �-, c..:. FINANCE DIRECTOR: �"�;` , VILLAGE MANAGER: � �� ----- VILLAGE MANAGER RECOMMENDATION: APPROVE ITEM: X • DENY ITEM: ❑ VILLAGE ATTORNEY: APPROVED FOR LEGAL SUFFICIENCY ❑ Yes ❑ No _ X Not Applicable (n/a) . • � emo To. Mr. Michael R. Couzzo, Jr., Village Manager From: Anne Koch, Executive Assistant ,,; Date: 3/24/2006 Re: Furniture for Village Hall Attached for your review and approval are the Purchase Order Requisitions for the proposed Village Hall furnitur•e. Over the past year, staff has reviewed furniture options, visited the fumiture showroom and gathered input from Village employees regarding furniture needs. Per your direction, the quality of the product, the price of the product and the ease of product maintenance were considered in determining the futniture line. Under your direction, Village staff collaborated with representives from J. C. White Furniture in designing fuiniture configurations as well as selecting the furniture. Throughout this process, the Village has benefited from the design expertise of Ms. Tammy Bai Corporate Sales, and her staff without having to pay for an intei designer. Ms. Barra's undet•standing of required functionality as well as her keen sense of design facilitated ot�• selection process and is in keeping with the established Village policies. Her attention to detail has been vital as plans have been revised when Village needs have changed over the past fiscal year. Furthermore, to ensure the most competitive pricing, the futniture selected, thl•ough J. C. White Furniture, is available through the Florida State Contract pricing system. Please note that savings on products range from 52% to 71.72% and include delivety and installation. As you are aware, the furniture selected was chosen because of its clean, professional line. The overall appearance is anticipated to highlight a productive team of Council Membei•s, residents and employees. Without a doubt, the quality of each piece will be valued well into the future and a preview of the finishes, fabrics and photographs is available in the administration office. A matter of taste often guides furniture selection, and therefare, it is a pleasure to report that many have already provided positive i•esponses to the selection and layout of the furniture. 1 Questions may arise regarding what will be done with the current furniture. Much of the furniture will be used in the storage and filing rooms of the new building. Also staff, from the water plant, Public Works, Parks and Recreation and other departments have been invited to select pieces to use in the various Village departments. If so desired, the other pieces will be available for sale. The building of Village Hall is a significant project and the fuTniture selection is a small but important aspect. Please let me know if I may be of further assistance. • Page 2 RESOLUTION N4. 68-05/06 A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF . TEQUESTA, PALM BEACH COUNTY, FLORIDA, APPROVING A CONTRACT THROUGH J. C. WHITE FUItNITURE, OF RIVIERA BEACH, FLORIDA, FOR FURNITURE FOR THE NEW VILLAGE HALL PER FLORIDA STATE CONTRACT5 #42S-O(!1-01-1, #425-001-06-1, #420-420-02-41, #GS-28F=2108D IN THE TOTAL AMQUNT OF $127,613.07, HAVING A FY 2005/2006 CAPITAL PR4JECTS FUND ALLOCATIQN QF $144,OQO.OQ, ACCUUNT #303-331-664.603 AND AUTHORIZING THE VILLAGE MANAGER TO EXECIITE THE - APPLICABLE CONTRACT ON BEHALF OF THE VILLAGE. NOW, THEREFORE, BE IT RESOLVED BY THE VILLAGE COUNCII. OF THE VILLAGE QF TEQUESTA, PAI.M BEACH COUNTY, FL4RIDA, AS FOLLOWS: � Sectioa 1. Consideration to award a cantract for Village Hall furniture through J. C. White Fumiture, of Riviera Beach, Florida, in the total amount of $127,613.07, to be distributed as follows: _ •$113,688.88 to JCWhite Oi�ice Furniture; FL State Contract 425-QO1-Q1-1 •$2,969.99 to Humanseale Corporation, C/o JCWhite OfFice Furnittue; FL State Contraet 425-001-06-1 . •$8,249.20 tQ KI, C10 JCWhite Of�'ice Furniture; FL State Contract 420-420-02-i •$2705.OQ to I�rug Inc., C/o JCWhite Office Fur�iture; FL State Contract GS-28F- 2100D Having a F� 2005/2006 Capital Projeets Fund allocation of $144,000.00, Account #303- 331-564.603, FurniturelFixtures/Equipment, is hereby approved and the Village Manager is authorized to execute the same on behalf of the Village af Tequesta. THE FOREGOING RESOLUTION WAS OFFERED BY , who moved its adoption. The motion was •seconded by , and upon being put to vote, the vote was as follows: FOR ADOPT'ION AGAINST ADOPTION T'he Mayor thereupon decIared the Resolution duly passed and adopted this 13� da.y of April, A.D., 2006. - . � MAYOR OF TEQUESTA . Jim Humpage ; - � � � ATTEST: - � �, Gwen Garlisle � � � � Village Clerk � � i � �,� o�� ii' �I�,%I,1� ti . . � _ � ...... � � �� ( o "�� '� �_'� � � I �f� a � {� -, t.l � E� � ti � �' . I ,�; - �,� ; �� t �� J �: Q �, 8 .. ' � e� @ ao � ' ■ i; ,��., I ;�--�� . o +�+ � �ic�w� � B , �,w��s► , ov I � ,�, r: i oa �� u��:��E � A �� 8 �...,-.��,�... '� �`♦.: � � -- ° " - � � ' • � _ tl, � ''1 I � OB � � _" �• ,��,� I � �0 � ',� ��, ��■ �u� s ��i. � . �``,� � '� � ' �t ��i��il—�,_ •� °!�11�, �0■ 1 � If IlY.��IP-;i � _ E� : ��"�� 1 . �' �i:_ iiri+- :�;,�.r.r,� � 1 .,, '°� � . ■ � I � , '��, � E �° � i:--' � ' �� , � _ � ,. '"" -�`' ,;i = : � �9�,..`+P�: , �I� ; � ..w �I� . 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I `` �-: f.: �� • , �� : ,, � --- — 6 �; �. �' �. � � �� ;r+w��+� �I�� ._ _ � _ -�-� - ,� �� _- j � � � � Q A � ,�-- � t� ��y�� t�� : Idl ' 1�!' � 1-_�___ �� . 8' �� o �. �� c.�c.a;cvca ' � _ ,� =_o: :�i - t ; . i� � �.- � � �- �.. ..._. ; r, i � �� -� i . . . . _� � �c:..+:�: i;_ r'i� " !, � • : �: �S - � @ � • ;, �� '` � , I; I:;,� fj �' �f'� (I1 ��i � �� ■ /�. � � w � ��i � �I �� G;H I �� - .,�� t� I�I � , ......... - - •-- ---. _ .. .. ....................�...... �_ - •----. , .� - --- - - - - - , �---- , - - ��,. ,ai �:. ��. �' �� —i I . • .. � ' ` ��rsii� "'1 _ ►��a��rsiiii ; • • . �� ,. - r r �. _ �_ �� I��'I' _ •/ . � • l . •� � . • � • � • 11. 1 ' . � �� ,;� � � :; <� . , . >_i Date: 3l23/2006 4:; Village of Tequesta �� . ._ �z Purchase Order Requisition . Date Purchase Order is Req'd: �w � Department: Villa e Mana er. �; (Not a Purchase Order) 8 . . Req. #: � Quotes Received: (See Attached) Recommended Vendor: Vendor # ___._--- Bids J.C. White Furniture Vendors - Address: 7479 Central Industrial Dr. City: Riviera Beach State & Zi : FL 33404 � Florida State Contract425-001-01-1 - Available Balance Manuf.l Item Descri tion Part# Q. Unit Price Total Cost Account # (Finance Use Onl $8,567.47 303-331-664.6 ,�orth Product: Look Seating, Improv Seating, X-99 Seating and Unigroup $11,601.24 303-331-664.60 Hon Product $72,193.05 303-331-664.6 Paoli Casegoods & Seating $7,977.12 303-331-664.60 Whitehall Seating $900.00 303-331-664.60 St. Timothy Seating $12,450.00 303-331-664.60 . Delivery and Instal�ation - TotaL• $113,688.88 Finance/Administrative Use Onty: - Date: Department Head Si nature: Date: Finance Director Si nature: Date: Villa e.Mana er Ap roval: Villa e Council ApprovaL Resolution #: ' � Date: . � Processed B : Date: PO#: . Revised 3/23/2006 � Anne Koch - ' . - .' - :'�.1 . Date: 3/22/06 � Villa e of Te uesta - s ' Florida State Contract- 425-001-01 . �_ �� Make PO # or check a able to JCWhite Office Furniture Haworth Product - � � Look Seating - 61.62% $8,567.47 Improv Seating -61.62% _ X-99 5eating r - 61.5 % � . Unigroup - 71.72% Hon Product - 58 % $11,b01.24 _ Paoli Case oods & seatin - 56.3 % $72,193.05 - 55 8 % � 7,977.12 Whitehall seatin • � St. Timothv seatin� _ 52 % � 900.00 Delivery and installation $12,450.00 during regular business hours . - Tota1= �113,688.88 • QUALITY OFFICE FURNITURE � .- LITY OFFICE FURNITURE "" PALM BEAEH (561) 848-4982 7479 CENTRAL INDUSTRIAL DRIVE • RIVIERA BEACH, FL 33404. • FAX (561) 848-8219 TERMS AND CONDITIONS OF SALE 1. PROPOSAL: , These Terms and Conditions of Sale are attached to and made part of J.C: White Office Furniture proposal to Village Ha11 of Tequesta dated 3/22/06 in the amount of $113,688.88 excluding sales tax at the location of: 357 Tequesta Drive, Tequesta, Fl. 33469 2, - CANCELLATION AND CHARGES: It is understood that this Agreement cannot be cancelled or changed except by mutual written consent. Charge5 are subject to J.C. White's ability to conform and are dependent upon manufacturer's approval. Any resulting manufacturer's cancellation charges and/or penalties shall be paid by the Purchaser. . 3, DELIVERY AND INSTALLATION: In the event that delivery and installation is required as part of this proposal, the following provisions shall apply: p. Items will be ordered anticipating approximately 8 weeks delivery. Customer's anticipated move in date is Sept. 1 2006. B. J.C: White will be responsible for receiving, warehousing, uncrating, delivery, installation, and proper operation and performance of • the merchandise covered this proposal. C, J.C. White will furnish all labor, tools, and equipment necessary to _ complete theinstallation of the Merchandise. . D. The job site shall be clean, clear, and free of debris prior to installation. E. The Purchaser shall be responsible for an electrician connecting any electrified panels to the building power source, as well as any fees or permits required for installation. F. No product will be stored or installed by J.C. White on premises until a Certificate of Occupancy has been issued for the space. It is the responsibility of the purchaser to obtain the Certificate of Occupancy. - , " www.jcwhite.com - TERMS` AND CONDITIONS OF S�LE CON'T � PAGE -2- G, After arrival at the site, any loss or damage to the merchandise by � weather, other trades such as painting or of the Pur ha er an d the other elements, shall be the responsibility Purchaser agrees to hold J.C. White harmless from Ioss for such € reasons. ' H: J.C. White sha11 not be liable for delays, dam d or other es beyond strikes, lockouts, fire, explosives, Acts of Go � its control. � 4. PROGRESS PAYMENT; . Purchaser sha11 pay J.G White simultaneous with th ; Te�c=t ��1�� of this proposal, the sum of (50 %) $56,844.44 of the tota purchase which sum shall be credited toward the total purchase price of the merchandise ordered. Upon shipping the sum of (40%) $45,475.55 with a (10%) $11,3b8.89 balance due upon delivery. � _ 5, PAYMENT: � A. Items will be invoiced as delivered, complete or installed and must be paid accordingly. g, If any item is shipped in error or damaged in transit, or wrong for any reason, of course this item will not be invoiced, and in no way is the Purchaser responsible for payment until the correct item is delivered. But, in no way do the items in error delay payment of • invoices for other product that is correct and delivered. C, Terms are: Balance COD U on Delive Of Product D, Customer progress payment will be applied on each invoice in relationship to items on back-order. E, If, after the product has been invoiced, the Purchaser requests that JC White Office Furniture re-bills the order to a leasing company a$500.00 non-refundable fee will apply. =�=� =� ;;� '`�� ,� TERMS AND CONDITIONS OF SALE (CON''T1 * — PAGE -3- � 6. STORAGE CIiARGE5: �,; If site is not ready to receive furniture and product must be unl of 8U cents stored at J.C. White Office Furniture, then a warehousmg rate a cubic foot or $1.25 Sq. Foot, depending on how product is shipped from factory. Product will be held for 30 days before storage charges go into effect. There will be a minimum (1) month storage charge. g. A representative �of Purchaser is free to inspect all o ent ce amou what _ are holding. The batance will be`due for 90 /o of the is on hand during storage. C, Failure to pay at delivery or at time of warehousing will incur reasonable penalty and interest charges. Agreed By: Agreed By: Company: JC White Office Furniture Company: Salesperson: Tammv Barra — Name: � �, :_�s _� 1� �� ".� ,( r.�;-,: - �ignature: Signature: <_ �.. - � Title: Sales Re resentative Title: Date: 3/22/06 Date: Village of Tequesta Date: 3/23/2006 Purchase Orde� Requisition ;., Date Purchase Order is Req'd: (Not a Purchase Order) Department: Villa e Manager � Req. #: See Attached) Recommended Vendor: Vendor # Quotes Received: ,_ � Humanscale Corporation; Vendors . Bids cio �Cwhite Fumiture. Address: 10 Inverness Dr. East, St. 100 City: Englewood � State & Zi : Colorado 80112 Florida State Contract 425-001-06-1 � ManufJ Available Balance Item Descri tion Part# Qt . Unit Price Total Cost 303-331 664 603 �Finance Use Onl ) Humanscale �2 . eyboards Total: $2,969.99 Finance/Administrative Use Only: De artment Nead Signature: Date: Date: Finance. Director Signature: � Date: Villa e Mana er A proval: Jilla e Couneil Approval: Resolution #: Date: PO#: Processed B : Date: Revised 3/23/2006 Anne Koch i Date: 3/22/06 Villa e of �'e uesta Florida State Contract- 425-001-06-1 - . :� , Make PO#�or check pavable to : Spurs Vendor # F112793425 Humanscale Corporation �� C/o J.C. White" Office Furniture- Tammy_ Barra 10 Inverness Drive Ea°st, 5t 100 Englewood, Colorado 80112 Phone #800-400-0625 Fax # 303-858-9916 . � Humanscale keyboards - 63 % 9 Total �2,969.9 �iUALITY OFFICE'FURNITURE Date: 3/23/2006 Village of Tequesta Purchase Order Requisition °- - Date Purchase Order is Req'd: (Not a Purchase Order) � Department: Villa e Mana er Req. #: � Vendor # Quotes Received: _ (See Attached) Recommended Vendor: Bids . KI, C/o JCWhite Furniture Vendors - Address: _ 1330 Bellevue Street, PO Box 8100 City: Greenba � State & Zi : Wisconsin 54308-8100 Florida State Contract #420-420-02-1 � Available Balance Manuf./ Pa � Q. Unit Price Total Cost Account # Finance Use Onl � ftem Descri tion gg,249.20 303-331-664.603 KI Seating Total: $8,249.20 , _ Finance/Administrative Use Only: Date: Department Head Si nature: Date: Finance Director Si nature:. ' Date: Vi44a e Mana er Approval: Villa e Council Approval: Resolution #: Date: " Processed B : Date: PO#: Revised 3/23/2006 Anne Koch Date: 3/22/06 �- Villa e of Tequesta Florida State Contract- # 420-420-OZ- Make PO# or check pavable to : KI . . C/o J.C. White Office Furniture- Tammy Barra 1330 Bellevue Street P.O. Box 8100 � - Greenbay, Wisconsin 54308-8100 � � Phone #800-454-9796 Ki Seat ing - 59% $ 8,249.20. QUALITY OFFICE FURNITURE • Date: 3/23/2006 Village of Tequesta Purchase Order Requisition •-- Date Purchase Order is Req'd: - � (Not a Purchase Order) , Department: Villa e Mana er Req. #: Quotes Received: (See Attached) Recommended Vendor: Vendor # Bids Krug (nc., C/o JC White Office Furniture � Vendors , Address: 421 Manitou Drive . City: Kitchener, Ontario � State & Zi : Canada N2C 1 L5 Florida State Contract #GS-28F-21 AvaiVabie 8afance Manuf./ Q. Unit Price Total Cost Account # (Finance Use Onl , Item Description Pa�` g2,705.00 303-331-664.603 '�rug Seating Total: $2,705.00 Finance/Administrative Use Only: Date: De artment Head Si nature: Date: Finance Director Si nature: , . Dat2: `�illage Mana er Ap roval: Villa e Council Ap roval: Resolution #: Date: PO#: � � Processed B : Date: Revised 3/23/2006 � Anne Koch Date: 3/22/06 � Villa�e of Tequesta . _ Florida State Contract- #GS-28F-2100D � Make PO# or check taayable to : . Krug Inc. - C/o J.C. White Uffice Furniture- Tammy Barra 421 Manitou Drive � . Kitchener, Ontario, Canada N2C 1L5 � � Phone: # 800-265-2796 Fax # 800-265-2798 Contract period — May 1st,2001 through April 30,2006 Kru� Seatin� GSA net pricing $ 2705. f�UALITY OFFICE FURNtTURE