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Item 4D - MemoCITY OF SOUTHLAKE MEMORANDUM (December 4, 2018) To: Shana Yelverton, City Manager From: Sharen Jackson, Chief Financial Officer Item 4D Subject: Authorize expenditures with M.T. Casey & Associates for cubicles in the Finance department, in an amount not to exceed $70,000 Action Requested: Authorize expenditures with M.T. Casey & Associates for cubicles in the Finance department, in an amount not to exceed $70,000. Background Information: In the FY 2019 adopted budget, City Council allocated funds to complete the space reconfiguration and relocation of multiple departments within Town Hall. The project, referred to as the Town Hall Space Reconfiguration Project, includes the remodeling of Suites 420 & 430 to convert the space from the Library Administration offices to the new Finance & Technology Services Department. The Finance Department is currently located in two different spaces within the Town Hall Building. The majority of the Finance Department is located in Suite 440 adjacent to the City Manager's Office on the east side of the building. Due to limited space, several Finance staff members are located in Suite 430 on the west side of the building. The office space reconfigurations and new cubicles are necessary to co -locate the Finance Department into one office space for the optimum day-to-day operations of the team. The new furnishings are necessary to align with the new organizational changes in order to best serve the City. The existing cubicles in Suite 440 will remain and will be utilized by the Office of Marketing & Communications (OMC) which will be moving into this suite once the Finance Department relocates to the reconfigured space in Suites 420 & 430. Page 1 of 2 Item 4D Financial Considerations: The City's purchasing policy for the cubicles is met through the National Joint Powers Alliance (NJPA) Contract #031715-KII. The NJPA purchasing contract for furniture and storage solutions is valid through April 9, 2019. Funding for the cubicles is available in the TIF Operating Expense Budget in account 105199-535000 as part of the FY 2019 Town Hall Space Reconfiguration Project. Strategic Link: The item relates to the City's strategy map focus area of Performance Management & Service Delivery. It specifically relates to the City's Corporate Objectives of (F2) Invest to provide and maintain high quality public assets and (132) Collaborate with select partners to implement service solutions. Citizen Input/ Board Review: N/A Legal Review: None Alternatives: The City Council may approve or deny these expenditures. Supporting Documents: Attachment A: NJPA Contract #031715-KII Attachment B: M.T. Casey & Associates Proposal Staff Recommendation: Authorize expenditures with M.T. Casey & Associates for cubicles in the Finance department, in an amount not to exceed $70,000. Staff Contact: Sharen Jackson, Chief Financial Officer Cristina McMurray, M.P.A, C.P.M, Deputy Director of Public Works Page 2 of 2 1 211 4120 1 6 Nafional Joint Powers Alliance:: KI }come > Cooperative Purchasing >Contracts - Generai >Furniture and Storage > IQ Furnishing Knowledge® Overview Contract Documentation Pricing Marketing Materials NJPA Contact Information HOW TO PURCHASE Our step-by-step guide Vendor Contact Info Mark Waldecker - Education Orders Direct Phone: 800-454-9796, Ext. 3508 mark.waldecker0ki.com www.ki.co_m Randy Hoople - Government Orders Direct Phone: 800-454-9796, Ext. 2630 randy,hoopleCf ki.conn www,ki.com I Contract#: 031715-I4] Category: Furniture and Storage Description: Furniture& Storage Solutions Maturity Date: 04/09/2019 JpA�A`" CONTRACT Furniture is the foundational building block of a quality working and learning environment. Seating must be comfortable and durable. Work surfaces must be adequate to specific tasks—such as note -taking or laptop and computer use. Beyond these functional aspects, the environmental Image portrayed correlates to the perception of your performance expectations. We call on our extensive knowledge of public and private sectors to deliver efficient, ergonomic furniture that enhances any environment and fits any budget. Our furniture portfolio includes office furniture such as: movable walls, desking & storage systems, conference and training tables, task chairs, healthcare furniture, lounge seating, multiple seating, filing cabinets and dormitory furniture. http://www.nj pacoop.orglcooperative-purchasi nglcontracts-generallstorageIO31715-ki it 111 Form C EXCEPTIONS TCD PROPOSAL. TERMS, CONDITIONS AND SOLUTIONS REQUEST Company Name, Krueger International Inc. Note: Original must be signed and inserted in the inside front cover pouch. C Any exceptions to the Tenns, Conditions, Specifications, or Proposal Forms contained herein shall be noted in writin and included with the proposal submittal. Proposer acknowledges that the exceptions listed may or may not be accept J by NJPA and may or may not be included in the final contract. NJPA may clarify exceptions listed litre and docamcl the results of those clarifications in the appropriate section below. 'Perm, Condition, or I NJPA' SectionlpagcL Specification Exception _ ACCEPTS KI will not be taking any exceptions. Pr•oposer's Signature: T = Date. 3/13/2015 Contract Award RFP #031715 FORM D GH—Mlq�GN Formal Offering of Proposal (To be completed Only by Proposer) FURNITURE WITH RELATED ACCESSORIES AND SERVICES In compliance with the Request for Proposal (RFP) for FURNITURE WITH RELATED ACCESSORIES AND SERVICES the undersigned warrants that I/we have examined this RFP and, being familiar with all of the instructions, terms and conditions, general specifications, expectations, technical specifications, service expectations and any special terms, do hereby propose, fully commit and agree to furnish the defined equipment/products and related services in full compliance with all terns, conditions of this RFP, any applicable amendments of this RFP, and all Proposer's Response documentation. Proposer further understands they accept the full responsibility as the sole source of responsibility of the proposed response herein and that the performance of any sub -contractors employed by the Proposer in fulfillment of this proposal is the sole responsibility of the Proposer. Company Name: Krueger International, Inc. Date: March 10, 2015 Company Address: 1330 Bellevue Street City: Green Bay State: WI Zip: 54302 Contact Person: Mike Hogan Title: Contract Sales Operations Manager/Quote Bid Authorized Signature (ink only ; Guy Patzke (Name printed or typed) Gr Form E Contract Acceptance and Award (To be completed only by NJPA) NJPAJ #031.715 1 FURNITURE WITH RELATED ACCESSORIES AND SERVICES {nteger International, Inc._ Proposer's full legal name Your proposal is hereby accepted and awarded. As an awarded Proposer, you are now bound to provide the defined product/equipment and services contained in your proposal offering according to all terms, conditions, and pricing set forth in this RFP, any amendments to this RFP, your Response, and any exceptions accepted or.rejectedby NJPA on Form C. The effective start date of the Contract will be from the board award date. This contract has t National Joint Powers NJPA Authorized signature: 20i S and continue for four years a fifth year renewal option at the discretion of NJPA. 0c, C kac Ccut ! {k . NJPA Executive Director (Name printed or typed) Awarded this day of L_ 20NJPA Contract NumberW 31715-KIIj NJPA Authorized signature; J A B rd Member (Name printed or typed) Executed this T day of \ r ,20NJPAConh-actNumberi#031715-KTf Proposer hereby accepts contract award incittding all accepted exceptions and NJPA clarifications identified on FORM C. Vend( Vends Title: Execu 41 5-1131 Form F PROPOSER ASSURANCE OF COMPLIANCE py)pA Proposal Affidavit Signature Page PROPOSER'S AFFIDAVIT The undersigned, representing the persons, firms and corporations joining in the submission of the foregoing proposal (such persons, firms and corporations hereinafter being referred to as the "Proposer"), being duly sworn on his/her oath, states to the best of his/her belief and knowledge: I. The undersigned certifies the Proposer is submitting their proposal under their true and correct name, the Proposer has been properly originated and legally exists in good standing in its state of residence, that the Proposer possesses, or will possess prior to the delivery of any equipment/products and related services, all applicable licenses necessary for such delivery to NJPA members agencies nationally, and that they are authorized to act on behalf of, and encumber the "Proposer" in this Contract; and 2. To the best of my knowledge, no Proposer or Potential Proposer, nor any person duly representing the same, has directly or indirectly entered into any agreement or arrangement with any other Proposers, Potential Proposers, any official or employee of the NJPA, or any person, firm or corporation under contract with the NJPA in an effort to influence either the offering or non -offering of certain prices, terms, and conditions relating to this RFP which tends to, or does, lessen or destroy free competition of the Contract sought for by this RFP; and 3. The Proposer or any person on his/her behalf, has not agreed, connived or colluded to produce a deceptive show of competition in the manner of the proposal or award of the referenced contract; and 4. Neither the Proposer nor any officer, director, partner, member or associate of the Proposer, nor any of its employees directly involved in obtaining contracts with the NJPA or any subdivision of the NJPA, has been convicted of false pretenses, attempted false pretenses or conspiracy to commit false pretenses, bribery, attempted bribery or conspiracy to bribe under the laws of any state or federal government for acts or omissions after January 1, 1985; and 5. The Proposer has examined and understands the terms, conditions, scope, contract opportunity, specifications request and other documents of this solicitation and that any and all exceptions have been noted in writing and have been included with the proposal submittal; and 6. If awarded a contract, the Proposer will provide the equipment/products and/or services to qualifying members of the NJPA in accordance with the terms, conditions, scope of this RFP, Proposer offered specifications and other documents of this solicitation; and 7. The undersigned, being familiar with and understand the expectations requested and outlined in this RFP under consideration, hereby proposes to deliver through valid requests, Purchase Orders or other acceptable forms ordering and procurement by NJPA Members. Unless otherwise indicated, requested and agreed to on a valid purchase order per this RFP, only new, unused and first quality equipment/products and related services are to be transacted with NJPA Members relating to an awarded contract; and 8. The Proposer has carefully checked the accuracy of all proposed products/equipment and related services and listed total price per unit of purchase in this proposal to include shipping and delivery considerations. In addition, the Proposer accepts all general terms and conditions of this RFP, including all responsibilities of commitment as outlined and proposed; and 42 9. In submitting this proposal, it is understood that the right is reserved by the NJPA to reject any or all proposals and it is agreed by all parties that this proposal may not be withdrawn during a period of 90 days from the date proposals were opened regarding this RFP; and 10. The Proposer certifies that in performing this Contract they will comply with all applicable provisions of the federal, state, and local laws, regulations, rules, and orders; and 11. The Proposer understands that submitted proposals which are marked "confidential" in their entirety, or those in which a significant portion of the submitted proposal is marked "nonpublic" will not be accepted by NJPA. Pursuant to Minnesota Statute §13.37 only specific parts of the proposal may be labeled a "trade secret." All proposals are nonpublic until the contract is awarded; at which time, both successful and unsuccessful vendors' proposals become public information. 12. The Proposer understands and agrees that NJPA will not be responsible for any information contained within the proposal. 13. By signing below, the Proposer understands it is his or her responsibility as the Vendor to act in protection of labeled information and agree to defend and indemnify NJPA for honoring such designation. Proposer duly realizes failure to so act will constitute a complete waiver and all submitted information will become public information; additionally failure to label any information that is released by NJPA shall constitute a complete waiver of any and all claims for damages caused by the release of the information. [The rest of this page has been left intentionally blank. Signature page below] 43 By signing below, Proposer is acknowledging that he or she has read, understands and agrees to comply with the terms and conditions specified above. Company Name: Krueger Internaitonal, Inc. Contact Person for Questions: Kelli Plamann (Must beindividualv to is responsible to` r tiTGng out diu Prohn,cr's Response ons Address: 1330 Bellevue Street City/State/Zip: _ Green Bay, WI 54302 Telephone Number: 920.468.8100 Fax Number: 920.468.028 F, -mail Address: kelli.plamann@ki.com Authorized Signature: Authorized Name (typed): Guy Patzke Title: Assistant Secretary Date: March 10, 2015 Notarized Subscribed and sworn to before me this _ Tenth _ day of March 11-015 Notary Public in and for the Comity of Brown State of WI My commission expires: Signature: _ 44 802Z_YMil Form P PROPOSER QUESTIONNAIRE Payment Terms, Warranty, Products/Equipment/Services, Pricing and Delivery, Industry Specific Proposer Name: Krueger International, Inc. Questionnaire completed by: Kelli Plamann Payment Terms and Financing Options 1) Identify your payment terms if applicable. (Net 30, etc.) Net Thirty Days Payment on all KI invoices shall be made in U.S. dollars within thirty (30) days of the date of each such invoice and without offset, back charges, retention, or withholding of any kind. 2) Identify any applicable leasing or other financing options as defined herein. Tax Exempt Municipal Lease KI will offer NJPA several leasing options offered through its finance partner, National Cooperative Leasing. Examples of such options include Tax Exempt Municipal Leases, Fair Market Value Leases, $1 Buyout Leases, and customized programs as required by client. National Cooperative Leasing also offers government agencies purchasing on this contract a "Purchase Order Only' program. Underthis program agencies merely issue a purchase order with leasing language (provided in attachment) included in the body of purchase order. No lease agreement is necessary. Leasing terms and conditions will be provided and reside in the contract between KI and NJPA. Additionally, KI and National Cooperative Leasing will also offer member agencies the "FlexPlus" leasing plan. The FlexPlus plan offers agencies a Tax Exempt Municipal Lease plan along with a Furniture Refresh Window whereby agencies can upgrade their furniture and walkaway from their existing lease during the refresh window period. This plan provides a low monthly or annual cost along with the flexibility to return old furniture for new furniture. National Cooperative Leasing will offer NJPA member agencies interest rates tied to the existing Libor Rate (Rate Index). The maximum rate to be charged will be Libor plus 7 percent for public agencies who qualify for tax exempt municipal financing. This is a ceiling rate. Rates can and will be lower depending on size of transaction, term of transaction and risk associated with the transaction as determined by National Cooperative Leasing. Rates for nonprofit (501 C 3) corporations may have a higher "risk adjusted" rate as determined by National Cooperative Leasing. • The index rate being adjusted is Libor. • The "Purchase Option" offered will depend upon the program being offered. Fair Market Value leases will contain a purchase option equal to the fair market value of the equipment at the termination of the lease. Tax Exempt Municipal Leases, FlexPlus leases and $1 buyout leases will have a purchase option of $1 at the termination of the lease. • The available terms offered will be from 12 months to 84 months. Lease Servicing Center, Inc. dba National Cooperative Leasing is the leasing provider offered. National Cooperative Leasing, headquartered in Alexandria, Minnesota, is an existing provider of NJPA and has had a Professional Services Agreement with NJPA since 2001. Lease Servicing Center, Inc. dba National Cooperative Leasing 22022 nd Ave East Suite 106 Alexandria, MN 56308 There is no ownership, common ownership, or control between KI and National Cooperative Leasing. Please find the "2 Tax exempt Lease Agreement" and the leasing "2 Equipment Schedule' for your review. 3) Briefly describe your proposed order process for this proposal and contract award. (Note: order process may be modified or refined during an NJPA member's final Contract phase process). Order Placement KI offers clients several convenient methods for order placement. Through these processes, orders are carefully reviewed for accuracy and entered into manufacturing production schedules. From the time a purchase order is received to the time the product delivers to the destination site, KI carefully monitors order status to ensure timely and accurate receipt of product. The process of ensuring timely project deliveries begins well before placing the order as KI project coordinators work with customers to prepare forecasts, generate budgets, develop specifications and create project timelines for furniture solutions. KI is ready to move upon receipt of the purchase order. Orders received via fax or mail is entered the same day. KI receives the purchase order and verifies it through a five-step process: 1) The field project manager at KI checks colors, project size, quantities and shipping requirements. This information is coordinated with dedicated account or project managers at the factory level. 2) The KI account manager then verifies with manufacturing the promise ship dates which may be standard lead-times or a special request. 3) The order is passed on to order entry where the order is edited twice for accuracy as well as reviewed through report tracking after entry. 4) The open order is returned to the KI account manager who verifies the accuracy of the order with a third check. The order becomes live and shows up in the order system. Field account managers at KI then communicate PSD's (Promised Ship Dates) with customer and verify acceptance. 5) KI's Order Status Site allows customers to check status of all orders on-line with a secure password. Order placement options: Fax purchase orders directly to the KI Order Entry department, standard mail services, E- mail order to designated account coordinator, Electronic Data Interchange (EDI), Procurement Card and Banking Credit/Purchasing Cards, Purchasing Internet Portals, Customer Extranet Sites Expedition KI customer service representatives have all the information necessary to track and give status on an order. KI receives electronic transmissions from freight carriers which allow customer service representatives to track shipments after they leave KI docks. a. Please specify if you will be including your dealer network in this proposal. If so, please specify how involved they will be. (For example, will he Dealer accept the P.O.?), and how are we to verify the specific dealer is part of your network? Under KI's NJPA agreements, any end user selecting to do business with KI through the KI/NJPA agreement can issue a purchase order directly to a dealer (dealer billing) or directly to KI (KI direct billing). KI provides NJPA a list of authorized Dealer Representatives and Dealers that is updated on a minimum monthly basis. This dedicated list, whom hall have approved registration, allows KI to select the best servicing dealers while at the same time allowing KI to meet customer demand in the event they have a preferred dealer in mind. Spacesaver products are sold through our distribution network ("Area Contractors / Canadian Distributors"). The distribution partner works directly with the NJPA Member to determine their needs, performs onsite measurements of the applicable space, generates drawings for approval by the Member, and generates a formal quote. The NJPA Member issues a PO directly to the distribution network partner who, in turn, places the order with Spacesaver. A list of our current distribution partners is included in our proposal. Spacesaver will provide an update list directly to NJPA when any changes are made to the distribution network. 4) Do you accept the P -card procurement and payment process? Yes, P -Cards are only accepted at time of order placement, order needs to be $500 or less and be paid in full. Warrantv 5) Describe, in detail, your Manufacture Warranty Program including conditions and requirements to qualify, claims procedure, and overall structure. RIGHTS AND WARRANTIES The following KI product warranty applies to products manufactured after May 31, 1997 and manufactured and/or distributed from a manufacturing site in North America (U.S., Canada, Mexico.) This warranty is given to the initial purchaser and is valid for as long as the initial purchaser owns the product. The warranty, which runs from the date of manufacture, covers defects in materials and craftsmanship found during normal usage of the products during the warranty period. If a product is defective, and if written notice of the defect is given to KI within the applicable warranty period, KI at its option will either repair or replace the defective product with a comparable component or product, or provide a refund of the purchase price. KI reserves the right to determine labor method used during replacement of product. The Lifetime Warranty applies regardless of the number of shifts the product is used each day, unless specified as an exception. All non -lifetime product warranties are a single 8 hour shift per day unless otherwise noted. KI products are not intended or warranted for outdoor use unless specifically stated for outdoor use (e.g. site furnishings in miscellaneous). This warranty does not apply to damage caused by carrier, alterations to product not expressly authorized by KI, nor to products considered to be of a consumable nature such as bulbs, light ballasts, and surge suppression products. It also does not apply to "Customer's Own Material" (i.e., material supplied by the Customerthat is not a standard KI product offering) used in the manufacture of KI products. KI does not warranty the matching of color, grain or texture, except to within commercially acceptable standards. A product will not be considered defective, and KI will not be obligated to replace it, if the product is subject to any of KI's written planning, installation or user guides, and is not installed or used as recommended therein. Modification to U.L. Listed products eliminates the listing. EXCEPT AS STATED ABOVE, KI MAKES NO EXPRESS OR IMPLIED WARRANTIES AS TO ANY PRODUCT AND IN PARTICULAR MAKES NO WARRANTY OF FITNESS FOR ANY PARTICULAR USE. AT KI'S OPTION, PRODUCT REPAIR, REPLACEMENT, OR REFUND OF PURCHASE PRICE IS THE CUSTOMER'S EXCLUSIVE REMEDY FOR ANY AND ALL PRODUCT DEFECTS. KI will not be liable for consequential, economic, or incidental damages arising from any product defect. International Warranties may differ. Please find the attached "5 KI Warranty Document" for you review. Spacesaver's warranty offers a lifetime limited warranty on all products to the original purchaser. The product will be free from defects in materials and workmanship for the lifetime of the structural components. In addition, Spacesaver offers a 10 -year limited warranty on all motor components of its high-density mobile systems and a 5 -year limited warranty on all equipment parts other than the structural frames and carriage drive motors. ActivRAC and refrigerated evidence locker warranty is 1 -year. Installation and/or service performed by persons other than Spacesaver authorized distributor personnel will render the warranty null and void. To make a warranty claim, the purchaser should contact their local Spacesaver distributor for product examination and service. If the product is found defective, it will be replaced or repaired by the authorized Spacesaver dealer. Please find the attached "5 Spacesaver Warranty Document" for you review. 6) Do all warranties cover all products/equipment parts and labor? Yes, KI and Spacesaver will cover all material and labor costs based on the warranty language defects in material and craftsmanship as outlined within the warranty. If a product is defective, and if written notice of the defect is given to KI within the applicable warranty period, KI as its option will either repair or replace the defective product with a comparable component or products, or provide a refund of the purchase price. 7) Do warranties impose usage limit restrictions? The Lifetime Warranty applies regardless of the number of shifts the product is used each day, unless specified as an exception. All non -lifetime product warranties are a single 8 hour shift per day unless otherwise noted. Spacesaver warranties do not impose usage limit restrictions, but the warranties on certain features are limited to a ten-year and five-year ownership/usage periods. 8) Do warranties cover the expense of technicians travel time and mileage to perform warranty repairs? Yes, KI will cover the technicians travel time needed to perform warranty repairs. Inmost cases, the technician will be contracted or an employee of KI. If a warranty request was caused by factory defective materials or workmanship, the entire warranty repair, including travel, would be at no cost to the Member. The cost of travel time to a member installation for warranty service is covered for the first year after the date of purchase by the local Spacesaver distributor. 9) Please list any other limitations or circumstances that would not be covered under your warranty. KI's warranty does not apply to damage caused by carrier, alterations to product not expressly authorized by KI, nor to products considered to be of a consumable nature such as bulbs, light ballasts, and surge suppression products. f also does not apply to "Customer's Own Material" (i.e., material supplied by the Customer that is not a standard KI product offering) used in the manufacture of KI products. KI does not warranty the matching of color, grain or texture, except to within commercially acceptable standards. A product will not be considered defective, and KI will not be obligated to replace it, if the product is subject to any of KI's written planning, installation or userguides, and is not installed or used as recommended therein. Spacesaver products suffering equipment damages by exposure to corrosive or abrasive substances, misuse, neglect, alterations, accident, abuse, damage by fire, flood or similar causality are excluded. Alterations to the product not expressly authorized by Spacesaver also render the warranty provisions inapplicable. 10) Please list any geographic regions of the United States for which you cannot provide a certified technician to perform warranty repairs. How will NJPA Members in these regions be provided service for warranty repair? KI has the ability to provide a certified technician to perform warranty work in any geographical location. Each NJPA Member will be provided detailed information as to how to contract KI or KI's representative for warranty work. Spacesaver's certified technicians are available throughout the United States, Canada, and internationally to provide warranty repair. Equipment/Product/Services, Pricing, and Delivery 11) Provide a general narrative description of the equipment/products and related services you are offering in your proposal. KI will offer its full product line to the NJPA Membership. KI has an extensive educational portfolio, along with a full line of systems products, files & storage, seating, tables, lounge seating, healthcare, casegoods, architectural walls and auditorium applications. View at www.ki.com. KI's full selection of furniture for education and learning environments, including: classroom desks, teacher desks, desking systems, classroom tables, conference tables, cafeteria tables, training tables, task chairs, stack chairs, nesting chairs, stools, classroom chairs, tablet arm chairs, lounge seating, school library furniture, library circulation desks, library shelving, study carrels, study tables, study chairs, auditorium seating, fixed seating, lecture hall seating, seminar tables, lecterns, dormitory furniture, panel systems and movable walls. KI also has factory trained technicians and installation partners throughout the US and Canada that can assist in fulfillment needs. For over 40 years Spacesaver has helped the world's leading organizations create innovative solutions that make space matter. Sometimes it's what's being stored that is important. Other times, it is what happens elsewhere by storing your items differently that makes the difference. Whatever the situation, Spacesaver meets these challenges with a solution; it might be a product, a strategy or a combination of both. Organization. Increased storage capacity without increasing the footprint. Safety. Security. LEED certification. We are offering the NJPA Membership the full breadth of Spacesaver products: • From high-density mobile shelving • to static shelving for libraries seeking that solution • to evidence lockers and personal duty lockers for law enforcement Members • to our Wheelhouse product for athletic departments to store equipment. But the applications don't stop there— in Canada, our healthcare products will be acquired under our NJPA contract, for example. If an NJPA Member has a storage need - with or without space limitations - due to our customized, engineered -to -order products Spacesaver is able to provide a solution! Spacesaver's distribution network provides the local expertise from introduction to meeting all ongoing needs of the customer. 12) Provide a general narrative description of your pricing model identifying how the model works (line item and/or published catalog percentage discount). Catalogs provided show "list pricing'. KI will be providing a percentage discount off list pricing. Discounts will vary depending on product and geographic area. KI has established 4 "zones" that will cover our 48 contiguous states. Those 4 zones offer both a "dock" delivery option and an "installed" option for NJPA customers. Zone 5 has been established for Alaska and Hawaii. Zone 5 offers a "dock" delivery option only for port of exit. Delivery from continental US to HI or AK may have an additional charge. Installation, if requested, will be negotiated between the customer and the installer on a case by case basis. Please see the product discount spreadsheet. Spacesaver catalogs provided show "list pricing". Spacesaver is providing a percentage discount off list pricing. Spacesaver's products are engineered -to -order based on the specific needs of the Member this includs their storage requirements, space availability & limitations, etc. As a result, a Spacesaver "product" is comprised of a multitude of line items. The line items are combined to develop the "product" and, in turn, the contract discount is applied. Within each product category a list price volume tierstructure discount is applied to the commercial price list in effect at that time. Spacesaver's proposed discount includes dock / tailgate delivery to the NJPA Member. 13) Please quantify the discount range presented in this response pricing as a percentage discount from MSRP/published list. Please find the KI "13 Zone Discount Table" attached for your review. Spacesaver percentage discount from MSRP / published list varies by product category/family and is included at the end of this section. Please find the Spacesaver "13 Discount Table" attached for your review. 14) Provide an overall proposed statement of method of pricing for individual line items, percentage discount off published product/equipment catalogs and/or category pricing percentage discount with regard to all equipment/products and related services and being proposed. Provide a SKU number for each item being proposed. KI will be providing a percentage discount off KI's published product price lists. As a manufacturer of commercial educational/office furniture, KI offers numerous options in colors, fabrics, laminates, styles, paint finish for every product we sell. Providing sku # for every option would entail literally millions of sku numbers. KI's price catalogs have been provided and assistance in product selections can be provided by KI Reps and through our extensive dealer network. Please refer to the electronic version of Spacesaver's 2015 Commercial Price List included on the CD submitted with the hard copy proposal. Spacesaver manufactures on a customized, made-to-order basis depending on the specific storage needs and space requirements of the NJPA Member. As a result, our Commercial Price List includes over 7,000 individual parts / line items / SKU numbers. Based on the Member's needs, parts / line items / SKU numbers are combined to develop the product to be manufactured. 15) Propose a strategy, process, and specific method of facilitating "Sourced Equipment/Products and/or related Services" (AKA, "Open Market" items or "Non -Standard Options"). Custom Options is KI's internal group, which takes product solutions and makes minor modifications to them, again to meet a specific client needs, application, or sustainability requirement. Custom Options allows KI the ability to create greater variety in products at desirable prices. What the industry knows more as specials, we refer to as Custom Options. KI will assist in the procurement of "Sourced Goods" (non -KI product) provided that the majority of the order is made up of KI Products. Spacesaver would like to access other product or service solutions not under current NJPA contracts. Again, we would only offer these solutions when driven by the members needs and representing the most cost effective and efficient solutions. In those situations, we would first attempt to ensure that pricing is consistent with our current discounting structure. In the event that we would be unable to attain pricing within the current discounting structure, and only then, we would offerthese solutions on a "cost plus" basis that would be consistent with Spacesaver average margins. 16) Describe your NJPA customer volume rebate programs, as applicable. KI will continue to offer NJPA a 1% rebate. This 1% is equal to or greater to the rebates that KI submits to other states where we hold contracts that require a rebate. 17) Identify any Total Cost of Acquisition (as defined herein) cost(s) which is NOT included "Pricing" submitted with your proposal response. Identify to whom these charges are payable to and their relationship to Proposer. Accessorial Fees: Customer shall be responsible for the payment of all accessorial fees, including, but not limited to, charges necessitated by any of the following: A need for special delivery equipment, including lift gates The absence of a loading dock Re -direction or re -consignment of product Detention charges Street unloads Improper refusal of product After hours/weekend installation Union labor rates if required Spacesaver's proposed discount from the commercial list price includes dock delivery to the NJPA Members. This proposal does not include movement of materials from the dock to the installation point, set-up and/or installation charges. Total Cost of Acquisition is defined in the RFP's Section 5.24. 18) If freight, delivery or shipping is an additional cost to the NJPA member, describe in detail the complete shipping and delivery program. Tailgate / dock delivery is included in the discount of Spacesaver products that are offered to NJPA Members for locations within the continental United States and Canada (via a separate Canadian Price List). Inside delivery, including installation is negotiated on a job -by -job basis because of the custom nature of the equipment. Freight costs to Alaska, Hawaii, or any area outside of the continental US or Canada is also negotiated on a job -by -job basis. 19) As an important part of the evaluation of your offer, indicate the level of pricing you are offering. Prices offered in this proposal are: X a. Pricing is the same as typically offered to an individual municipality, Higher Ed or school district. X b. Pricing is the same as typically offered to GPOs, cooperative procurement organizations or state purchasing departments. X c. Better than typically offered to GPOs, cooperative procurement organizations or state purchasing departments. d. Other; please describe. 20) Do you offer quantity or volume discounts? X YES NO Outline guidelines and program. Please see KI/Spacesaver's Discount Structure attached for volume discounts. 21) Describe in detail your proposed exchange and return program(s) and policy(s). Returns Product conforming to the specifications contained in KI's acknowledgement to Customer may not be returned to KI without KI's written consent, which consent may be conditioned upon Customer's agreement to pay re -handling and/or restocking charges and/or to prepay all freight charges on the return shipment. Changes or Cancelations of Orders Purchase orders acknowledged by KI cannot be changed or cancelled without KI's consent, which consent may be conditioned upon Customer's agreement to pay increased or additional expenses resulting from the requested change or cancellation, including but not limited to a twenty-five percent (25%) cancellation charge if order is cancelled or changed within a minimum of twenty (20) days prior to expected delivery date as acknowledged. Products with custom options or veneer tops cannot be cancelled or returned. 22) Specifically identify those shipping and delivery and exchange and returns programs as they relate to Alaska and Hawaii and any related off shore delivery of contracted products/ equipment and related services The Return/Change or Cancelation of orders follows the same requirements as the 48 U.S. contiguous states. Upon customer's agreement to pay re -handling and/or restocking charges and/or to prepay all freight charges on the return shipments. 23) Please describe any self -audit process/program you plan to employ to verify compliance with your anticipated contract with NJPA. Please be as specific as possible. Salesforce.com is communication tool used between the field sales organization and customer support at the corporate office. It gives real-time updates and instructions where needed and helps in product management, reporting, and contract management. Salesforce allows the company to provide one view of the customer to its internal employees and Sales Associates. All KI sales and support roles have visibility to the accounts, contract pricing, and contacts that interact with KI personnel in the order -to -cash cycle. They also have collaborative technologyto share information on opportunities and cases. NJPA members that have a direct account, the KI contract number is listed on the account. This contract number will automatically appear on their orders when they are entered. If the NJPA contract number is noted on the order or on the quote from the sales rep, then that contract number is entered on the order. KI's Process for tracking sales from distributors and/or dealers On a weekly basis, reports of orders that are entered during the previous week are printed. • The end-user is determined on each order by checking the order notes, ship to address, purchase order or by e -mailing the sales rep/dealer for clarification. • The end-user of each order is then checked against the NJPA member list. If the end-user is listed on the membership lists, the contract number is added to the order. • At the end of the quarter, the EDI report is run, which captures all orders during that quarter with the NJPA contract number listed on it. • When a dealer would have purchased for a member, the contract number is listed in the notes and all of the member information is then listed on the report. Showcase query is then used to put the EDI information into the Excel document. The report is then again checked one last time to make sure end-users are still an existing member of NJPA. At this time the member's name, address and member numbers are also check for accuracy. When all final checks are completed, the report is sent via email to NJPA. • The admin fee and letter is then to NJPA. Spacesaver is in the process of implementing contract price lists within its configuration & quoting software. This price list will be available to our distribution network for generating NJPA Member quotes with contract discounting and products. From the price list locale, a link will be available for the Area Contractor to review the NJPA Contract Brief containing specifics regarding relevant terms & conditions (for example, that the end customer is not charged for freight, an administration fee of 1% is applicable to the sale, etc.). In addition, NJPA Member shipments are tracked monthly and the 1% administration fee is accrued. At that time, the Contract Administrator will reviews orders included on the shipment list and verifies that they are a current NJPA Member via Vendor Access at NJPACoop.org. Industry Specific items n/a Signature: _ �= __ ,, _. _ _ _ __ _ _Date: March 13 2015 M.T. CASEY rc & ASSOCIATES ""06 9523 VIEWSIDE DRIVE DALLAS, TEXAS 75231 (214)553-0028 FAX (214) 553-8535 w Fscliffi a Planning - Commends! Furnlallinp r Attn DATE: 0y" " d -qA W 19 2703 F.O.B. PHONE FAX QUANTITY DESCRIPTION UNIT PRICE TOTAL PRICE /' 'CL�LO"l�L+t'iy �IfDL'I� Aj au o � � $� C.e.LC Oyt ice' C' WE ARE PLEASED TO SUBMIT THIS QUOTATION FOR YOUR APPROVAL. THIS QUOTATION IS GOOD FOR 30 DAYS. M.T. CASEY C JI & ASSOCIATES °"O° 9523 VIEWSIDE DRIVE DALLAS, TEXAS 75231 (214)553-0028 FAX (214) 553-8535 DATE: of, w 1 U QLUMNO.: 2703 PHONE QUANTITY DESCRIPTTIO/N%/�' UNITPRICE TOTAL PRICE /� LI.CK✓1R.A� o-� 64D ,Q, D 39oP3o-,I- Y �V 4YW�i�(f • �/V�/ • K! ® ' P Alit, GZGC c���J 144tl-jzll�. a rGvC CS Te si L) WE ARE PLEASED TO SUBMIT THIS QUOTATION FOR YOUR APPROVAL. THIS QUOTATION IS GOOD FOR 30 DAYS.