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Home My WebLink About97-21 RESOLUTIONOF FAYETTF 4RKA NS>5 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 97-21 File Number: 2021-0192 OFFICE FURNITURE PURCHASE AS -NEEDED BASIS: A RESOLUTION TO AUTHORIZE THE PURCHASE OF OFFICE FURNITURE ON AN AS -NEEDED BASIS FROM VARIOUS VENDORS AND FOR VARYING UNIT PRICES, PURSUANT TO COOPERATIVE PURCHASING AGREEMENTS APPROVED BY THE ARKANSAS OFFICE OF STATE PROCUREMENT, THROUGH MARCH 31, 2023 AND ANY FUTURE RENEWAL PERIODS BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes the purchase of office furniture on an as -needed basis from various vendors and for varying unit prices pursuant to Arkansas Office of State Procurement Contract # SP-20-0120 with TIPS -USA and Contract # SP-211-0048 with OMNIA Partners, through March 31, 2023 and any future renewal periods. PASSED and APPROVED on 4/6/2021 Page 1 Printed on 4/7/21 City of Fayetteville, Arkansas 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Text File File Number: 2021-0192 Agenda Date: 4/6/2021 Version: 1 Status: Agenda Ready In Control: City Council Meeting File Type: Resolution Agenda Number: A 2 OFFICE FURNITURE PURCHASE AS -NEEDED BASIS: A RESOLUTION TO AUTHORIZE THE PURCHASE OF OFFICE FURNITURE ON AN AS -NEEDED BASIS FROM VARIOUS VENDORS AND FOR VARYING UNIT PRICES, PURSUANT TO COOPERATIVE PURCHASING AGREEMENTS APPROVED BY THE ARKANSAS OFFICE OF STATE PROCUREMENT, THROUGH MARCH 31, 2023 AND ANY FUTURE RENEWAL PERIODS BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes the purchase of office furniture on an as -needed basis from various vendors and for varying unit prices pursuant to Arkansas Office of State Procurement Contract # SP-20-0120 with TIPS -USA and Contract # SP-211-0048 with OMNIA Partners, through March 31, 2023 and any future renewal periods. City of Fayetteville, Arkansas Page 1 Printed on 41612021 City of Fayetteville Staff Review Form 2021-0192 Legistar File ID 4/6/2021 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item Andrea Foren 3/10/2021 PURCHASING (160) Submitted By Submitted Date Division / Department Action Recommendation: Authorization to utilize state contracts SP-20-0120, authorized through TIPS contract# 200301, and SP-21-0048, authorized through OMNIA Partners for an initial term March 31, 2023 and as renewed and approved under the existing agreements by the Arkansas Office of State Procurement, for furniture purchases on an as needed basis. Various Account Number Various Project Number Budgeted Item? Yes Does item have a cost? Budget Adjustment Attached? Purchase Order Number: Change Order Number: Original Contract Number: Comments: Budget Impact: Current Budget Funds Obligated Current Balance NA Item Cost NA Budget Adjustment Remaining Budget Various Fund Various Project Title V20180321 Previous Ordinance or Resolution # Res. 69-17 Approval Date: CITY OF _ FAYETTEVILLE ARKANSAS MEETING OF APRIL 06, 2021 TO: Mayor and City Council THRU: Paul A. Becker, Chief Financial Officer FROM: Andrea Foren, Purchasing Manager DATE: March 10, 2021 CITY COUNCIL MEMO SUBJECT: Approval of utilization of state contracts for office furniture RECOMMENDATION: Authorization to utilize state contracts SP-20-0120, authorized through TIPS contract# 200301, and SP-21-0048, authorized through OMNIA Partners for an initial term through March 31, 2023 and as renewed and approved under the existing agreement by the Arkansas Office of State Procurement, for furniture, furnishings & services with options for delivery and installation on an as needed basis. BACKGROUND: The furniture contracts were bid through the cooperative agencies TIPS and Omnia Partners and reviewed and authorized by the State of Arkansas Department of Transformation and Shared Services, Office of State Procurement and may be utilized by all state agencies and cooperative participants including cities, counties, schools (K-12), colleges and universities. Contracts SP-20-0120 and SP-21-0048 were awarded to multiple furniture manufacturers. All purchases and invoices resulting from these contracts will be made through authorized manufacturers and dealers. The state contract requires quotes to show list and net pricing. Charges for delivery and installation are required to be shown as a separate line item on all quotes and invoices. The City Council previously authorized purchases off state contracts for furniture through Resolution 69-17. Those contracts were valid through the end of 2020. The Office of State Procurement reevaluated options and elected to piggyback off of cooperative agreements. Similar state contracts have been approved for use by City Council including the WEX Fuel Card, copier purchases and tires. DISCUSSION: The City must replace furniture for a division or department where the existing furniture has reached its life expectancy, when new staff is added, or as City facilities are remodeled and renovated. The Facilities Division assists departments and divisions with furniture selection to standardize the type and grade of furniture purchased. Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 Purchasing furniture off these contracts enables the City to secure competitive pricing which is based off of a high -volume discount. If the City were to bid furniture itself, it would not likely have enough buying power to receive a deep discount compared to what is offered on the state's cooperative contract. BUDGET/STAFF IMPACT: Funds will be spent within allowed approved budget authorized by City Council. Attachments: State of Arkansas, Office of State Procurement — Contract information for SP-20-0120 State of Arkansas, Office of State Procurement — Contract information for SP-21-0048 State of Arkansas, Office of State Procurement — Manufacturer Listing State of Arkansas, Office of State Procurement — Authorized Dealer Listing #e Department of Transformation and Shared Services Governor Asa Hutchinson Secretary Amy Fecher s Director Edward Armstrong SP-20-0120: Furniture, Furnishings, & Services Current Effective Dates: January 1, 2021 — May 31, 2023 Potential Final Expiration Date: May 31, 2024 Office of State Procurement Contract Administrator Julia Shackelford Phone: 501-371-6079 Email: Julia.shackelford(cDdfa.arkansas.gov Mandatory Status Non -Mandatory Yes — Office Equipment Center of America, Inc dba LaHarpe's Certified Minority Vendor Status Office Furniture. AEDC Certified Minority and/or Women - Owned Business Owner AASIS Outline Agreement Number Multiple Vendor Information TSS State Furniture Contracts web site: Multiple Vendors Furniture - Arkansas Department of Transformation and Shared Services Cooperative Information https://www.tips- TIPS USA website usa.com/Vendorsbycontracts.cfm?ctxcont=200301&&Comodity =Furniture,%20Furnishings%20and%2OServices CONTRACT OVERVIEW This is a Non -Mandatory contract to purchase Furniture, Furnishings & Services with options for delivery and installation. This is a Cooperative contract with TIPS USA/State of Texas. PERMISSIVE USERS State Agencies Public Schools Political Subdivisions Higher Education Institutions Office of State Procurement 1509 West 7th Street, Suite 300 Little Rock, AR 72201 • 501.324.9316 Department of Transformation and Shared Services Governor Asa Hutchinson Secretary Amy Fecher Director Edward Armstrong AGENCY INSTRUCTIONS 1. Agencies have the option of utilizing any of the awarded manufacturers and/or authorized dealers that best meets their needs. 2. The ordering entity will issue a Purchase Order to the desired manufacturer or authorized reseller by adopting the appropriate Outline Agreement (OA) number. 3. Reference TIPS USA contract #200301 on all orders. 4. If the manufacturer has authorized their reseller to receive orders and payment, refer to the document titled "Agency Instructions for Partnering Contractor and Supplier." State agencies under the jurisdiction of the Division of Building Authority (DBA) must call (501) 682-1833 to ensure adherence to all bidding laws and rules for all capital improvements projects valued at more than $35,000.00 and adherence to design professionals' laws and rules for projects valued at more than $25,000 (licensed Engineers) and valued more than $100,000 (licensed Architects). Failure to adhere to laws and rules exposes your agency to litigation/audit exceptions. AWARDED COMMODITIES AND SERVICES INCLUDE, BUT NOT LIMITED TO THE FOLLOWING: • Cafeteria/Dining: chairs & tables • Dorm/Hospitality: beds, bunkbeds, desk, wardrobes, storage units • Filing: lateral & vertical filing cabinets, moveable isle & rotary filing systems, high density shelving • Freestanding Casegoods: executive, secretarial, and reception desk, wood & metal shelving, conference tables, training tables • Library: charging desks, study carrels, shelving, book carts, tables & chairs • Lounge/Receptionist: accessories, chairs, couches, side tables, end tables • School: administrative, teacher, and student desks, science lab furniture & casework, seating, activity tables, lockers • Seating: office chairs, task & ergonomic chairs, high -back management chairs, auditorium & stadium seating, stacking chairs • Modular Systems: freestanding modular desks, frame & the systems, panel systems, full height modular walls • Technology Support: desk, keyboard trays & drawers, task and lights, monitor support arms • Delivery • Installation CONTRACT DOCUMENTS Authorized Resellers Agency Instructions for Partnering Contractor and Supplier RFP #200301 Office of State Procurement 1509 West 7th Street, Suite 300 • Little Rock, AR 72201 • 501.324.9316 Department of Transformation and Shared Services Governor Asa Hutchinson Secretary Amy Fecher Director Edward Armstrong SP-21-0048 Furniture, Furnishings & Services RFP #269-2019-105 Omnia Partners/City of Charlotte, NC Current Effective Date through December 31, 2024 Potential Final Expiration Date December 31, 2026 RFP #19-18 Omnia Partners/Region 4 ESC-TX Current Effective Date through April 30, 2024 Potential Final Expiration Date April 30, 2025 RFP # 18-01 Omnia Partners/Region 4 ESC-TX Current Effective Date through March 31, 2021 Potential Final Expiration Date March 31, 2023 RFP # 001218 Omnia Partners/University of California Current Effective Date through April 30, 2024 Potential Final Expiration Date April 30, 2029 Office of State Procurement Contract Administrator Julia Shackelford Phone: 501-371-6079 Email:julia.shackelford(o-)_dfa.arkansas.gov Mandatory Status Non -Mandatory Certified Minority Vendor Status No AASIS Outline Agreement Number Multiple Vendor Information TSS State Furniture Contracts website: Multiple Furniture, Furnishings, & Services - Arkansas Department of Transformation and Shared Services Co -Op Information Omnia Partners Website: https://public.omniapartners.com/contracts Office of State Procurement 1509 West 7th Street, Suite 300 * Little Rock, AR 72201 * 501.324.9316 Department of Transformation and Shared Services t Governor Asa Hutchinson Secretary Amy Fecher Director Edward Armstrong CONTRACT OVERVIEW This is a Non -Mandatory to purchase Furniture, Furnishings & Services with options for delivery and installation. This is a Cooperative contract with Omnia Partners. PERMISSIVE USERS State Agencies Public School Districts Political Subdivisions Higher Education Institutions AGENCY INSTRUCTIONS 1. Agencies have the option of utilizing any of the awarded manufacturers and/or authorized dealers that best meets their needs. 2. The ordering entity will issue a Purchase Order to the desired manufacturer or authorized reseller by adopting the appropriate Outline Agreement (OA) number. 3. Reference the appropriate contract number on all purchase orders. 4. If the manufacturer has authorized their reseller to receive orders and payment, refer to the document titled "Agency Instructions for Partnering Contractor and Supplier." 5. There are no minimum or maximum ordering requirements. 6. State agencies under the jurisdiction of the Division of Building Authority (DBA) must call (501) 682-1833 to ensure adherence to all bidding laws and rules for all capital improvements projects valued at more than $35,000.00 and adherence to design professionals' laws and rules for projects valued at more than $25,000 (licensed Engineers) and valued more than $100,000 (licensed Architects). Failure to adhere to laws and rules exposes your agency to litigation/audit exceptions. 7. If the purchases for services on the Outline Agreement are expected to exceed the $50,000 threshold required for legislative review, State Agencies must create an Outline Agreement in AASIS referencing the appropriate Outline Agreement and SP-21-0048. State Agencies are responsible for obtaining the necessary reviews and approvals for all Outline Agreements, including but not limited to legislative review and for entry into the TGS/PCS Portal. State Agencies are responsible for reporting in the TGS/PCS Portal as applicable. TGS/PCS Portal > $25 000 to < $50,000 Reported > $50,000 Reviewed Office of State Procurement 1509 West 7th Street, Suite 300 * Little Rock, AR 72201 * 501.324.9316 Department of Transformation and Shared Services Governor Asa Hutchinson Secretary Amy Fecher Director Edward Armstrong AWARDED COMMODITIES AND SERVICES INCLUDE, BUT NOT LIMITED TO THE FOLLOWING: • Cafeteria/Dining: chairs & tables • Dorm/Hospitality: beds, bunkbeds, desk, wardrobes, storage units • Filing: lateral & vertical filing cabinets, moveable isle & rotary filing systems, high density shelving • Freestanding Casegoods: executive, secretarial, and reception desk, wood & metal shelving, conference tables, training tables • Library: charging desks, study carrels, shelving, book carts, tables & chairs • Lounge/Receptionist: accessories, chairs, couches, side tables, end tables • School: administrative, teacher, and student desks, science lab furniture & casework, seating, activity tables, lockers • Seating: office chairs, task & ergonomic chairs, high -back management chairs, auditorium & stadium seating, stacking chairs • Modular Systems: freestanding modular desks, frame & the systems, panel systems, full height modular walls • Technology Support: desk, keyboard trays & drawers, task and lights, monitor support arms • Design Services • Delivery • Installation CONTRACT DOCUMENTS Agency Instructions for Partnering Contractor and Supplier Omnia/City of Charlotte RFP #269-2019-105 Omnia/Region 4 ESC-TX RFP #18-01 Omnia/Region 4 ESC-TX RFP #19-18 Omnia/University of California RFP #001218 Office of State Procurement 1509 West 7th Street, Suite 300 • Little Rock, AR 72201 + 501.324.9316 Manufacturer Listings - Arkansas Department of Transformation and Shared Serviceslnfo IconWeb IconThumbs Up Icon Manufacturer Furniture 9 To 5 Seating Affordable Interior Systems (AIS) Affordable Interior Systems (AIS) Affordable Interior Systems (AIS) Affordable Interior Systems (AIS) Affordable Interior Systems (AIS) Affordable Interior Systems (AIS) Affordable Interior Systems (AIS) Affordable Interior Systems (AIS) Affordable Interior Systems (AIS) Affordable Interior Systems (AIS) Agati Furniture Agati Furniture Agati Furniture Agati Furniture Agati Furniture Agati Furniture Agati Furniture Amtab Manufacturing Corporation Amtab Manufacturing Corporation Amtab Manufacturing Corporation Amtab Manufacturing Corporation Amtab Manufacturing Corporation Amtab Manufacturing Corporation Amtab Manufacturing Corporation Amtab Manufacturing Corporation Seating Cafeteria / Dining Filing Freestanding Casegoods Lounge / Recpt School Seating Systems Educational Office Tables Cafeteria / Dining Freestanding Casegoods Library Lounge / Recpt School Seating Tables Cafeteria / Dining Cafeteria Chairs Cafeteria Tables Freestanding Casegoods Accessories Freestanding Casegoods Conference Tables, Training Tables Library Charge Desks / Study Carrels Details Details Details Details Details Details Details Details Details Details Details Details Details Details Details Details Details Details Details Details Details Details Details Details Details Details Details Manufacturer Furniture Details Amtab Manufacturing Corporation Shelving / Book Carts Details Amtab Manufacturing Corporation Table / Chair Library Details Amtab Manufacturing Corporation School Details Amtab Manufacturing Corporation Classroom Activity Tables Details Arconas Seating Details Bay View Industries dba SurfaceWorks School Details Bay View Industries dba SurfaceWorks Hospitality Details Bay View Industries dba SurfaceWorks Healthcare Details Bay View Industries dba SurfaceWorks Educational Details Bay View Industries dba SurfaceWorks Tables Details Claridge Products & Equipment Inc. 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Colemans Office & School Products Inc Corporate Interiors Cousins Office Furniture - Conway Cousins Office Furniture - Searcy David Martin Office Interiors Dawkins Office Supplies & Equipment Ecologic Industries Evo Business Environments Hertz Furniture Systems LLC Hubble Mitchell Business Interiors ImageWorks Commercial Interiors Indoff Inc. dba Indoff Commercial Interiors Innerplan Inc-NLR Innerplan Inc.-NWA Innovative Business Furniture JMP Industries dba Allied Corp. Furniture Krueger International Inc L & M Office Furniture Arkansas LLC L & M Office Furniture -OK LaHarpe's Office Furniture Ash Flat Siloam Springs Russellville Fort Smith Harrison Conway Baton Rouge Conway Searcy Jonesboro Greenville Waukegan Little Rock Ramsey Little Rock Little Rock Bentonville North Little Rock Fayetteville Springdale Jonesboro Green Bay Little Rock Tulsa Little Rock OK AR AR AR AR AR AR LA AR AR AR MS IL AR NJ AR AR AR AR AR AR AR WI /_1GI OK AR 100005000 100003687 100047918 100049638 100003804 100054559 100224209 100049452 100047779 100208290 100206140 100233934 100070090 100217607 100213752 100001684 100206481 100107436 100143287 100072470 100243205 100239699 100001648 Details Details Details Details Details Details Details Details Details Details Details Details Details Details Details Details Details Details Details Details Details Details Details Details Details Details Details Names City State AASIS Vendor Acount Number Details Ledwell Office Solutions Texarkana TX 100004466 Details Lucas Business Solutions Memphis TN Details Marketing Agents South Inc. Ridgeland MS 100200745 Details Missco Interior Concepts LLC Flowood MS 100169143 Details Moser Corporation Rogers AR 100001656 Details Norman Company -Bentonville Bentonville AR 100206482 Details Norman Company -Ft. Smith Fort Smith AR 100106434 Details Office Interiors of Memphis Memphis TN Details Office Interiors of Memphis -Jonesboro Jonesboro AR Details Office Interiors, LLC-Oklahoma Oklahoma City OK 100096773 Details Pettus Office Products Inc Little Rock AR 100112159 Details School & Office Products of Arkansas Little Rock AR 100173572 Details School Specialty Inc. Mansfield OH 100000739 Details Schoolsln OH 100216574 Details Schwegman's Office Products Batesville AR 100001720 Details South Arkansas Business Solutions Pine Bluff AR 100102254 Details Southern Aluminum Mfg. Acquisition, Inc. Magnolia AR 100243040 Details Southern Office Services North Little Rock AR 100224428 Details Spaces Group, LLC Cordova TN 100234392 Details Spaces, Inc. Owasso OK Details Swaim Office Products Van Buren AR Details Today's Classroom Canton OH 100235706 Details Todays Office Inc. -Little Rock Little Rock AR 100031290 Details Todays Office-NWA Springdale AR 100206483 Details Virco, Inc. Torrance CA 100039168 Details Weskev dba Delta OfficeWorks Forrest City AR 100028779 Details WorkPlace Resource -Little Rock AR Details Workplace Solutions Dallas TX Details Worthington Direct Dallas TX 100091887 Details �xrtr ��i rfl �gRdtIS1•�� 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 69-17 File Number: 2017-0119 STATE CONTRACT FURNITURE PURCHASES: A RESOLUTION TO AUTHORIZE THE PURCHASE OF OFFICE FURNITURE ON AN AS - NEEDED BASIS FROM VARIOUS VENDORS AND FOR VARYING UNIT PRICES UTILIZING STATE PROCUREMENT CONTRACT SP-13-0230R THROUGH DECEMBER 31, 2017, AND CONTRACT SP- 14-0094 THROUGH MARCH 19, 2019, AND ANY FUTURE RENEWAL PERIODS OF THESE CONTRACTS BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes the purchase of office furniture on an as -needed basis from various vendors and for varying unit prices utilizing State of Arkansas procurement contract SP-13-0230R through December 31, 2017, and contract SP-14-0094 through March 19, 2019, and any future renewal periods of these contracts. PASSED and APPROVED on 3/21/2017 Page 1 Attest: J6�G7Zd/7.Q CO. �G�hu.� Sondra E. Smith, City Clerk -��FAYETTEVILLE; 122/17 City of Fayetteville, Arkansas 113West MountainStreet Fayetteville, AR 72701 1 (479)575-8323 Text File File Number: 2017-0119 Agenda Date: 3/21/2017 Version: 1 Status: Passed In Control: City Council Meeting File Type: Resolution Agenda Number: A. 2 STATE CONTRACT FURNITURE PURCHASES: A RESOLUTION TO AUTHORIZE THE PURCHASE OF OFFICE FURNITURE ON AN AS -NEEDED BASIS FROM VARIOUS VENDORS AND FOR VARYING UNIT PRICES UTILIZING STATE PROCUREMENT CONTRACT SP-13-023OR THROUGH DECEMBER 31, 2017, AND CONTRACT SP-14-0094 THROUGH MARCH 19, 2019, AND ANY FUTURE RENEWAL PERIODS OF THESE CONTRACTS BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes the purchase of office furniture on an as -needed basis from various vendors and for varying unit prices utilizing State of Arkansas procurement contract SP-13-023OR through December 31, 2017, and contract SP-14-0094 through March 19, 2019, and any future renewal periods of these contracts. City of Fayetteville, Arkansas Page 1 Printed on 3/22(M7