Item 4FCITY OF
SOUTHLAKE
MEMORANDUM
September 9, 2014
To: Shana Yelverton, City Manager
From: Chris Tribble, Director of Community Services
4F-1
Subject: Approve contract with Corporate Source, Ltd. for the purchase and
installation of furniture for the Parks Division Office at Bicentennial
Park in the amount of $64,725.61
Action
Requested: City Council approval of a contract with Corporate Source, Ltd. it
the amount of $64,725.61 for furniture for the new Parks Division
Office building located in Bicentennial Park.
Background
Information: On November 19, 2013, City Council approved (7-0) an
amendment to the FY2014 SPDC CIP Capital Budget for
Bicentennial Park Phase 2 including $80,000 allocated for Parks
Office FFE. The purpose of this item is for Council to authorize staff
to proceed with a proposed contract for the purchase and
installation of furniture for the Park Division Office at Bicentennial
Park at this time.
Through the City's cooperative purchasing contract with TexMas,
the Charter and state competitive bidding requirements were
satisfied; however, staff chose to solicit Request for Proposals
(RFP) in July and received three (3) bid proposals from KI
($75,979.93), Business Interiors ($73,778.07) and Corporate
Source, Ltd (64,725.61). A copy of the bid tabulation is attached for
your information. The proposals were reviewed and Corporate
Source, Ltd., the low bidder, was selected to provide the furniture.
The proposed contract with Corporate Source, Ltd. in the amount of
$64,725.61 is well below the approved budget amount of $80,000
allocated for furniture for the Parks Division Office building;
however, City purchases above $50,000 require Council
authorization. Accordingly the attached proposed contract is
presented for your consideration.
Completion of the office is expected in February 2015.
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Southlake Parks Development Corporation
Meeting Date — September 16, 2014
Page 2 of 2 4F -2
Financial
Considerations: Funding in the amount of $13,876,363 is currently allocated within
the SPDC CIP for Bicentennial Park Phase 2.
Strategic Link: This item is linked to the City's Strategy Map related to the focus
area of Quality Development and meets the corporate objectives to
Provide Attractive and Unique Spaces for Enjoyment of Personal
Interests. It also addresses the City's Critical Business Outcomes
CB01 by continuing to implement Southlake 2030 Plan by focusing
on short-term initiatives.
Citizen Input/
Board Review: SPDC recommended approval (7-0) September 2, 2014
City Council consideration September 16, 2014
Legal Review: Not Applicable
Alternatives: Alternatives include:
• Approve contract with Corporate Source, Ltd. as proposed
• Approve contract with Corporate Source, Ltd. with input as
desired
• Not approve contract with Corporate Source, Ltd.
Attachments: Corporate Source, Ltd. Proposal
Bib Tabulation
Recommendation: Approve a contract with Corporate Source, Ltd. in the amount of
$64,725.61 for the purchase and installation of office furniture for
the new Parks Division Office building in Bicentennial Park.
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
P R O P O S A L
DATE: 088//15/14
PROPOSAL: A 7r 3
PROJECT # 84-85
1505 Oak Lawn Avenue, Suite 300 • Dallas, Texas 75207 • 214.468.0468 • Fax: 214.468.0469
CUSTOMER: INSTALL AT:
CITY OF SOUTHLAKE CITY OF SOUTHLAKE
FINANCE DEPARTMENT 200 UNITY WAY
1400 MAIN STREET, SUITE 440 SOUTHLAKE, TX 76092
SOUTHLAKE, TX 76092
SALESPERSON TERMS PETER KAO QUOTE VALID
MARC ZARCONE SEE BELOW 817-748-8607 05/02/14
PRODUCT IDESCRIPTION SELL EXTENDED
**PRELIMINARY PRICING**
KIMBALL TXMAS CONTRACT #
TXMAS-3-711060
NATIONAL TXMAS CONTRACT #
TXMAS-11-71050
INSCAPE TXMAS CONTRACT #
TXMAS-3-7110170
CLARIDGE TXMAS CONTRACT #
TXMAS-14-71030
CONFERENCE 205 9,955.74
MENS & WOMENS RESTROOM 213.34
OFFICE 203 6,516.64
OPEN AREA 202 5,752.11
STORAGE 207 7.89
RECEPTION 204 6,016.19
WORKSTATIONS 21,420.23
INSCAPE MARKER BOARD WALL 9,680.00
PAGE 1
Please Find Terms And Conditions On Back
P R O P O S A L
DATE: 088//15/14
PROPOSAL: A 7'? 4
PROJECT # 84-85
1505 Oak Lawn Avenue, Suite 300 • Dallas, Texas 75207 • 214.468.0468 • Fax: 214.468.0469
CUSTOMER: INSTALL AT:
CITY OF SOUTHLAKE CITY OF SOUTHLAKE
FINANCE DEPARTMENT 200 UNITY WAY
1400 MAIN STREET, SUITE 440 SOUTHLAKE, TX 76092
SOUTHLAKE, TX 76092
SALESPERSON TERMS PETER KAO QUOTE VALID
MARC ZARCONE SEE BELOW 817-748-8607 05/02/14
PRODUCT
DESCRIPTION
CCEPTED BY
SIGNATURE
CCEPTED BY
PLEASE PRINT NAME
ATE ACCEPTED
HIS PROPOSAL IS PROPRIETARY AND CONFIDENTIAL. TERMS: 50% WITH
RDER,40o AT PRODUCT SHIPMENT AND 10% AT COMPLETION OF INSTALL
SELL I EXTENDED
PRODUCT 59,562.14
LABOR 5,163.47
TOTAL 64,725.61
DEPOSIT: 32,363.00
PAGE 2 OF 2
Please Find Terms And Conditions On Back
Corporate Source, Ltd. Terms And Conditions
Agreement Between Parties: This agreement constitutes the entire agreement between Corporate Source, Ltd.
(CSL hereafter) and the Customer. Aside from Customer signed change orders, no other represent4fior4s5)r state-
ments will be binding upon those parties. If any part of this agreement is found to be invalid or unenforceable for any
reason, the remaining terms and conditions of this agreement shall remain in full force and effect.
Quotation Term: Quoted prices are good for thirty (30) calendar days from the date of the quotation.
Deposit, Invoicing, and Payment Terms: CSL requires an order deposit, detailed in the proposal, of the quoted
price of the product and/or installation, storage charge, etc. prior to product order. CSL creates product invoices at
the time of product shipping, less a 10% retainage, which is due within fifteen days. The 10% retainage will be billed
at installation and is due upon completion of installation.
Withholding: Customer agrees not to withhold undisputed Corporate Source, Ltd.'s payment amounts beyond the
agreed payment term. Withholding payment beyond the agreement terms shall void all CSL warranties or repair lia-
bility. A service charge of 1112% per month (not to exceed the maximum rate permitted by applicable law) will be added
to all invoices not paid within agreed terms.
Installation Charges: Installation charges are based on regular business working hours (7:00 a.m. to 6:00 p.m.),
Monday through Friday. Services provided outside of these hours are charged at an overtime premium. Installation
charges are based upon available and unencumbered entry and work space that is completely clear of physical
obstruction or other suppliers' employees.
Additionally Billable Events: Additionally billable events outside of the proposed Scope of Work may include, but
are not limited to, Customer's failure to perform certain agreed upon tasks per schedule, incomplete installation area
finish out, delay from elevator malfunction, power failure, weather delay, significant traffic delay, worksite obstruction
by Customer or construction personnel, services and materials requested by Customer outside of proposed Scope
of Work, debris unrelated to product installation, or additional Customer requests.
Order Cancellation or Change: Product orders may not be cancelled or changed once the product manufacturer
acknowledges the order back to CSL unless agreed in writing by CSL. In the event of approved cancellation,
Customer agrees to pay cancellation or applicable restocking charges. Product shipped from manufacturer stock,
such as quick -ship programs, cannot be cancelled or changed.
Security Interest: CSL hereby retains, and Customer hereby grants CSL, a security interest in the quoted product
equal to the unpaid balance of all moneys due until all moneys due are paid in full. Customer hereby appoints CSL
as its true and lawful attorney -in -fact for purposes of executing all documentation necessary to evidence and perfect
this security interest.
Plans / Drawings: CSL will provide two (2) material revisions per floor of furniture plan drawings at no extra cost to
Customer. Additional revisions and copies of drawings are billable to Customer. CSL is not responsible for verifying
Customer supplied drawings against actual base building dimensions or the placing of architectural core locations.
Site Access: Customer is to ensure unrestricted access to all facilities, including elevators and loading docks,
required to for delivery, installation, and post product punch list activity of product. CSL is not liable for dock fees, ele-
vator use, operator, mechanic, or elevator top/bottom car fees in any event.
Site Security, Missing Items: Customer is to provide all worksite and asset security it desires at all times. Once prod-
uct has been delivered to Customer's location, Customer is solely responsible for loss or damage to the product.
Customer agrees to hold CSL harmless from all liability for missing product, missing items including, but not limited
to, pens, cell phones, purses or their contents, laptops, PDAs, cash, checks; either owned by the Customer or the
Customer's employees.
Customer Personnel and/or Representatives: Customer agrees to assign Coordination Personnel to assist in
scheduling and coordination of asset removal or product installation tasks. CSL is not responsible for any cost asso-
ciated with Customer's employees, representatives, loss of market, loss of use, employee or representative vehicles,
and/or equipment of any other supplier in any event.
Storage: Unless agreed in writing otherwise, CSL will begin charging Customer for storage starting fifteen (15) cal-
endar days after CSL receives Customer's product into storage.
Manufacturer Delays and Customer Performance: CSL is a contract furniture reseller. CSL is not financially
responsible for changes to previously announced manufacturers' lead times, changes to product shipment schedules,
Inter & Intra-State transportation delivery delay, or Customer's failure to perform, and/or any other activities/events
outside CSL's direct control. CSL is not responsible for liquidated damages, loss of use, or loss of market in any event.
Warranties: CSL warrants its installation services for twelve months beyond product installation. All product war-
ranties are provided by the product manufacturer.
Drop Ship Liability: Unless otherwise agreed in writing, receiving, delivery, installation, damage claims, and all other
service and freight issues relative to drop ship orders are Customer's sole responsibility.
Product and Facility Damage Reporting, CSL's Right to Repair: Within five business days after CSL installs prod-
uct, Customer agrees to provide CSL with a written punchlist of product or facility damage issues. Customer grants
CSL the option to repair any damage that in CSL's opinion is repairable. All repairs must be completed to the
Customer's satisfaction. Customer agrees that CSL will not be held responsible for damage related contractor
expenses without CSL's express written consent provided prior to the contractor work taking place.
Taxes / Laws: Notwithstanding anything to the contrary, for purposes of personal property tax liability, the product is
deemed to be Customer's property on December 31, regardless of its physical location. Customer is solely respon-
sible for compliance with all applicable laws relating to the tax liability, installation, use, operation, and maintenance
of the product.
Client Initial: Rev. 8/08
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