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Home My WebLink AboutR-2022-094 The HON Company, LLC Bid Waiver and Agreement for Purchase of Office Furniture and Equipment for West Wing (Piggyback State Contract) and to Exceed $25KRESOLUTION NO.2022-094 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF DANIA BEACH, FLORIDA, WAIVING COMPETITIVE BIDDING AND AUTHORIZING THE PURCHASE OF OFFICE FURNITURE AND EQUIPMENT FROM THE HON COMPANY, LLC UTILIZING STATE OF FLORIDA TERM CONTRACT NO. 56120000-19-ACS AND TO EXCEED THE CITY'S ANNUAL VENDOR THRESHOLD TOTAL AMOUNT OF TWENTY- FIVE THOUSAND DOLLARS ($25,000.00); PROVIDING FOR CONFLICTS; FURTHER, PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the Charter of the City of Dania Beach, Part III, Article 3, Section 4, Subsection 0), authorizes the City Manager to purchase supplies, services, equipment and materials for the City government in amounts in excess of the established monetary threshold without competitive bidding and without advertisement for bids, if authorized to do so in advance by a resolution adopted by the City Commission, if such purchases are made pursuant to a competitive bid obtained within the last eighteen (18) months by other governmental agencies such as the federal government, State of Florida or a Florida county or municipality; and WHEREAS, the Dania Beach Code of Ordinances, Chapter 2, Article 1, Section 2-10, "Monetary thresholds for certain purchases and payment disbursement authorizations", Subsection (a), sets the monetary threshold at Twenty -Five Thousand Dollars ($25,000.00) for a vendor each fiscal year; and WHEREAS, on November 9, 2021, the City Commission adopted Resolution No. 2021- 174, awarding ITB No. 21-028 for renovation of the City Hall Second Floor West Wing (the "Project"), and which will be completed in Summer 2022, necessitating the purchase of office furniture and equipment (the "Equipment"); and WHEREAS, the Procurement Division, in consultation with Chief Human Resources Officer and City Commission Chief of Staff, has determined that State of Florida term contract No. 56120000-19-ACS is the most advantageous option for the purchase of the Equipment; and WHEREAS, the City Administration recommends that the City Commission waive formal bidding and enter into an agreement with The HON Company, LLC ("HON") for the purchase of the Equipment under the State term contract in an amount not to exceed One Hundred Thousand Dollars ($100,000.00), including delivery and installation procured separately through a HON authorized local vendor; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF DANIA BEACH, FLORIDA: Section 1. That the above "Whereas" clauses are ratified and confirmed, and they are made a part of and incorporated into this Resolution by this reference. Section 2. That the City Commission authorizes the City Manager to execute the necessary documents for the purchase of the Equipment from HON under State of Florida term contract No. 56120000-19-ACS. Delivery and installation will be procured through a HON authorized local vendor, subject to the City's Purchasing Policy. Section 3. That funding in an amount not to exceed One Hundred Thousand Dollars ($100,000.00) shall be appropriated from Administrative Impact Fees (00 1 -00-00-3 89-90-09) and transferred to the Capital Projects Fund West Wing Office Furniture account (301-18-00-519-64- 40), and such funding shall be utilized for the purchase and installation of equipment and furniture from HON and the authorized local vendor. Section 4. That all purchases made from HON are hereby authorized to exceed the annual amount of Twenty -Five Thousand Dollars ($25,000.00) purchase threshold for a single vendor for fiscal years 2021-22 and 2022-23. Furthermore, the bid waiver is extended to purchases separate from this Equipment, so long as funding is available and appropriated. Section 5. That all resolutions or parts of resolutions in conflict with this Resolution are repealed to the extent of such conflict. Section 6. That this Resolution shall become effective upon its passage and adoption. PASSED AND ADOPTED on June 14, 2022 ATTEST: THOMAS SCHNEIDER, CMC CITY CLERK APPROVED AS TO FORM AND CORRECTNESS: atw /,-- EV/VA. B UTSIS C Y ATTORNEY TAMARA MAYOR 2 RESOLUTION #2022-094 HO a) State of Florida Contract Summary Contract Name: State of Florida Alternative Contract Source (ACS) Contract Number: 56120000-19-ACS Contract Term: July 15, 2020 — December 1, 2023 Note: Any contract modifications will be communicated via a HON Marketing Blast. Any questions should be directed to the HON Government Customer Support Team. • Local governmental entities such as cities, counties, colleges, universities, and school boards in the State of Florida. • All Governmental Agencies which have a physical presence in Florida; any independent, nonprofit college or university that is in Florida and is accredited by the Southern Association of Colleges and Schools. o Governmental Agency is defined as: The State or any department, commission, agency, or other instrumentality thereof. ■ Any local government (county or municipality), or any department, commission, agency, or other instrumentality thereof. ■ Any school board or other special district, authority, or governmental entity. • For questions regarding End User eligibility please contact our HON Government Customer Service Team. • HON branded Conference Furniture, General Purpose Tables, Library Furniture, Office Furniture, School Furniture, Specialty Seating, and Systems Furniture. See attached discount matrix for a breakdown of eligible product series. New products added to the contract will be announced via a HON marketing blast; until the HON marketing blast has been sent new products cannot be quoted. We highly recommend using Compass Quote as it will reflect applicable contract discounts for all products that are approved on contract. Non -Contract Items • Items not approved on contract cannot be quoted or represented as a contract sale; non- contract items will not be accepted on an order. • Soothe High Back Chair, Foundations, Convergence, and Sadie are not available on contract. Specials • Specials are not allowed on contract and will not be accepted on orders. HON Programs State of Florida Hon. Price List • June 1, 2019 Discounts • See attached Discount Matrix below Payment • Net 30 Days State of Florida Contract Summary Delivery • All orders must be delivered and installed within 60 days. • All orders are FOB Destination, company paid freight to one destination. Charges for delivery are not approved under this contract and will not be accepted on an order. Orders that incorporate a line item charge that has "delivery" referenced will be returned to the dealer; the dealer will be required to correspond directly with the End User to remove these fees from the order. Services Installation • If required, installation is negotiated on a project by project basis with the end-user/agency and needs to follow one of the following options: 1. A separate purchase order for negotiated installation charges is issued by the end- user/agency and invoiced directly by the dealer to the end-user/agency (outside of the ACS contract) or Installation charges can be included as a separate line item on the same purchase order/invoice as the product, but must be clearly noted that it is a Non -Contract item. Le. "Installation (Non -Contract)". • Design is NOT available under this contract. Inside delivery fees may be charged when the ordering agency is unable to bring free standing furniture from the dock to the point of use. Inside delivery shall consist of removal from truck, bringing to point of use, uncrating, minor assembly (for example, attach hutch to desk or credenza, attach a return, set shelves in bookcase and leveling), leaving ready for use and removal of debris. Inside delivery cannot be applied to installation, such as systems furniture and high density filing, which is not included in the scope of this contract. o The inside delivery fee shall be based on the following conditions: ■ Delivery location has a loading dock or off street loading area ■ The delivery will be to the same floor as the loading dock or there is a freight elevator available The delivery may be completed during regular hours Delivery fee must be agreed to by the Authorized User and Contractor prior to delivery HON Programs State of Florida State of Florida Contract Summary Deviations from the above shall require a separate non -contract negotiation by the ordering agency at the time of order. o The inside delivery fee is negotiated between the dealer and the end-user/agency and shall be based on the following conditions: ■ Delivery location has a loading dock or off street loading area ■ The delivery will be to the same floor as the loading dock or there is a freight elevator available ■ The delivery may be completed during regular hours ■ Delivery fee must be agreed to by the Authorized User and Contractor prior to delivery ■ Deviations from the above shall require a separate non -contract negotiation by the ordering agency at the time of order. o These charges cannot be applied to installations such as Systems Furniture. o This additional fee cannot be used to assemble furniture shipped "Knocked -Down." Bid Pricing • Is this contract eligible for bid pricing? Yes ® or No ❑ If yes, there is a $25K list minimum requirement for bid requests. These are subject to approval and must be submitted through the HON Ready Portal. HON Programs State of Florida Hon. Tier Total Order at List .».. _ Systems & Pedestals Vertical & Lateral Files, Storage Tables, Desking, Casegoods HON Branded Seating Education HON Product Backed by Limited 5 Year Warranty 1 SO - $124'999 73.55% 62.95% 60.95% 60.95% 60.95% 62.95% 2 $125,000 & Above 74.55% 71.55% 64.95% 64,95% 61.95% 64.95% Product Series: Products Series: Product Series: Product Series: Product Series: Product Series: Abound Systems 210, 310, 320, 510 Series Vertical Files 10500 Series Laminate Desking 2400 Series Smarttlnk 400 Series Laterals Abode Systems 500 Series Laterals 10700 Series Laminate Desking 6540 Series Assemble Accelerate Systems Brigade Laterals 34000 Series Desking 6550 Series Cantilever Table Brigade Pedestals Brigade Metal Overfiles 38000 Series Desking 7700 Series Charge Flagship Pedestals Brigade Steel Bookcase 66000 Series 7800 Series Circulate Systems Accessories Brigade Storage Cabinets 94000 Series Laminate Desking Accommodate Client Empower Contain Arrange Adjustable Task/Lab Stools Contemporary Occasional Tables Flagship Bookcases Between Tables Bode Coordinate Desktop Riser HBXRISER Flagship File Centers Build Tables Cambia Coordinate Height Adjustable Bases Flagship Lateral Accessodes Centerpiece Ceres Coordinate Sit to Stand Flagship Laterals Concinnity ComforTask Conal Flagship Storage Cabinets Directional Goners Cdo FlameSafe Fire -Resistant Files Flock Endorse Define Lateral File Accessories Huddle Flock Entire Vertical File Accessories Laminate Occasional Tables Gamut ETA Storage Cabinets H320 Vertical File Mentor Desking Grove Executive Chaim -HVL105, HVL131, HVL151, HVL161. HVL171, HVL402, HVL601 S Series Bookcases Metro Desking GuestStacker Exposure Motivate High Density Olson Stacker Wire Management Strips (HBTMS) Preside Ignition Instigate Systems Height Adjustable Tables Ignition 2.D Manage Utility Tables Invitation Mesh Chairs - HVL521, FML525, HVL551 Valido Laminate Desking Laums Mobile Pedestals (HBMP2B, HBMPO2F) Vol Laminate Lots Nesting Chairs - HVL302, HVL303 Motivate Network Nucleus Perch Pagoda Prominent Park Avenue Scatter Perpetual Task Chairs - HVL220 Pillow -Soft Tilt Purpose TopFlight Quotient Torch Riley Traction Solutions Seating Validate Solve ValueTask Soothe (excluding high back patient Verse chair) Versant Wave Volt Workplace Tools - Wobble Board, Footrest, Anti - Fatigue Mat, Chair Mats —Product not available on contract: Soothe High Back Chairs, Foundations, Convergence and Sadie HO 0 State of Florida Contract Summary ****PAGES ABOVE CAN BE SHARED WITH END -USERS. ALL PAGES BELOW ARE FOR DEALER AND SALES REFERENCE ONLY**** Dealer Fee: 13% Dealers can be updated on a quarterly basis. Due dates for Sales to send complete submittals are January 1, April 1, July 1, and October 1. Required Documentation to add a Dealer are as follows: • HON Socio Economic Form • HON Dealer Agreement Form • HON General Information Form • Dealer Flow -down Letter Further details regarding new dealer setups can be found at the following link under the appropriate contract name: https://hnicorporation.sharepoint.com/sites/hongovernment/dealersetup/default.aspx. Installation Process for Orders with Installation Installation is not permitted under the Florida ACS contract, but the state is willing to allow it as long as the installation is noted as being a "Non -Contract" charge. For any order where the customer wants installation included on the same order as the product, please adhere to the following process. This applies to all orders invoiced to the customer, whether HON or the Dealer is doing the invoicing. • When providing quotes to customers, please include the words "Non -Contract" on the installation line item charge on your quote. • Please also ask the customer to include the words "Non -Contract" on the installation line item charge on their Purchase Order back to you (or to HON if they are billing the customer). • When you invoice the customer, please include the words "Non -Contract" on the installation line item charge on your invoice to the customer. • If HON is billing the customer, they will include the words "Non -Contract" on the installation line item charge on their invoice to the customer. HON Programs State of Florida Hon. Freight/Delivery All orders must be delivered and installed within 60 days. All orders are FOB Destination, company paid freight to one destination. Charges for delivery are not approved under this contract and will not be accepted on an order. Orders that incorporate a line item charge that has "delivery" referenced will be returned to the dealer; the dealer will be required to correspond directly with the End User to remove these fees from the order. State of Florida Contract Summary Cancellation Policy Cancellation of an order prior to production may be at no charge. After production, cost incurred may be applicable. Returns/Restocking Returns will not be accepted without written authorization or issuance of a valid return authorization by The HON Company. Agencies shall pay and bear responsibility for returns. Returned product will be subject to a 45% restocking charge in addition to the cost of return freight. Credit Cards Credit card orders for End Users shall follow the guidelines listed below: • Credit cards are accepted from the End User with no additional discount/fee. • Orders using a credit card shall include the name, signature, and phone number of the cardholder; no verbal orders are accepted at time of order. • Credit cards may not be charged prior to products being shipped or services performed. • Credit card orders placed directly from the dealer to HON must adhere to HON's dealer credit card policy. Remit -to Information The HON Company PO Box 404422 Atlanta, GA 30384-4422 EFT Information Bank of America Routing Number: 111000012 Account Number 37562-76567 If additional information is needed, please contact.honcredit@honcompany.com HON Programs State of Florida State of Florida Contract Summary Compass Codes • B033 HON State of FL Invoice End -User • B034 HON State of FL Invoice Dealer Orders placed directly with HON Orders issued direct to The HON Company must adhere to the following rules: • Orders MUST be made out to The HON Company c/o Servicing Dealer. • Orders MUST reflect the correct contract pricing. Orders with incorrect pricing will be sent back to the dealer who will correspond directly with the End User for appropriate modifications. • Orders MUST include the contract number — 56120000-19-ACS • Orders MUST be sent to HON's Government Customer Service team by the following methods: o Email: hongsaoe@honcompany.com o EDI or Electronic Ordering: Please contact Customer Service for full details Orders placed through Authorized Dealer Select Authorized Dealers which have been approved by both HON and State of FL receive purchase orders and payments must adhere to the following rules: • The End User purchase order to the dealer must reference HON's contract number • 56120000-19-ACS • The purchase order from the dealer to HON must reference HON's contract number • 56120000-19-ACS • The dealer must also provide the following information (if utilizing e-ordering this information must be populated in the "Order Attributes" tab): i. End User Name ii. End User Purchase Order Number iii. End User Purchase Order Date iv. Other Charges Applied to Order for HON Product • The dealer must provide a copy of the End Users purchase order to HON. • End user pricing must match HON's stated contract pricing. The dealer is not authorized to change discounting or net pricing to the customer without written authorization from The HON Company Enhanced Services Are enhanced services available under this contract? Yes ❑ or No Marketing Programs Available under Contract: • Volume Growth • HONORS Express Programs • Not Applicable HON Programs State of Florida Hon. Required Information State of Florida Contract Summary Item Detail Tab Quote Purchase Order Number Location Customer Number (Account Number) Account Number Contract Contract Bid (If Applicable) Quote Name Bid (If Applicable) Order Detail Tab Line Items Ship -to Address Delivery Appointment Contact Order Management Contact Order Attributes Tab If Applicable to Contract End User Data Capture Tab End User Name End User Purchase Order Number End User Purchase Order Date Note: For assistance in eOrdering or Compass applications, reach out to HONReady@honcompany.com. HON Credit Card Order Form https://honreadv.hon.com/DocumentStorage/Documents/GSA Purchase Order Form.pdf How to Place a Government Order Information https://honreadv.hon.com/DocumentStorage/`Documents/How-To-Place-A-Government-0rder.pdf HON Project Registration https://honreadv.hon.com/PricingAndProposals/Contracts/GovntProiReg/Pages/Govt%20Proiect%2ORe gistration.aspx State of Florida website https://www.dms.myflorida.com/business operations/state purchasing/state contracts and agreeme nts/alternate contract source/furniture Tips & Tricks State of Florida HON Customer Support HON Government Customer Service Phone: 800-466-8694 Email: hongsateam@honcompany.com HON Sales Support Email: hongovtsalessupport@honcompany.com State of Florida Contract Summary HNI Public Sector Team Contract Analyst Dena Bates Phone: 563-299-2949 Email: hnigovcontracts@hnicorp.com Tips & Tricks State of Florida