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Home My WebLink AboutPR 20422: PURCHASE OF LIBRARY FUNITURE City of )14 ort rthu�l z. Port Arthur Public library www.PortArthurTx.gov INTEROFFICE MEMORANDUM Date: 8/31/2018 To: The Honorable Mayor and City Council Through: Harvey Robinson, Interim City Manager From: Steven Williams, Library Directo4 RE: PR 20422 Purchase of Library Furniture Introduction: The intent of this Agenda Item is to seek the City Council's approval for the City Manager to purchase the remaining library furniture from Educator's Depot of Sugar Land, Texas for replacement of lost library furniture at the Library from Hurricane Harvey through the Texas BuyBoard Cooperative Purchasing Program in the amount of$30,374.46. Furniture will be funded with account 147-2300-901.91-00 project#082617 then be reimbursed through TMLIRP. Background: Purchasing received a quote through the Texas BuyBoard Cooperative Purchasing Program for the replacement library furniture at the Library. This is replacing the library furniture for the Library due to losses from Hurricane Harvey. The funding will be reimbursed through TMLIRP. Budget Impact: Funds in the amount of$30,374.46 will be funded with account 147-2300-901.91-00 project #082617 then be reimbursed though TMLIRP. Recommendation: It is recommended that City Council approve the City Manager to purchase the library furniture from Educator's Depot of Sugar Land, Texas, as discussed and/or outline above. "Remember,we are here to serve the Citizens of Port Arthur" 4615 9th Avenue X Port Arthur,Texas 77642 X 409.985.8838 P.R. No. 20422 8/31/2018 sw RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO PURCHASE LIBRARY FURNITURE/SHELVING FOR THE LIBRARY FROM EDUCATOR'S DEPOT OF SUGAR LAND, TEXAS, THROUGH THE TEXAS BUYBOARD COOPERATING PURCHASING CONTRACT NO. 503-16, WITH THE PROJECTED BUDGETARY IMPACT AMOUNT OF $30,374.46. FURNITURE WILL BE FUNDED WITH HURRICANE HARVEY ACCOUNT NO. 147-2300-901.91-00, PROJECT NO. 082617 THEN BE REIMBURSED THROUGH TMLIRP. WHEREAS, pursuant to Resolution No. 18-003, the City Council authorized the City Manager to execute a contract between Texas Municipal League Intergovernmental Risk Pool — Turnkey Recovery Program to rebuild Port Arthur Public Library(4615 9th Avenue); and WHEREAS, all of the Library's furniture/shelving were deemed a total loss due to flooding from Hurricane Harvey; and, WHEREAS, the Texas Municipal League Intergovernmental Risk Pool (TML-IRP) will cover replacement of the library furniture/shelving for the Library in the amount of$30,374.46; and, WHEREAS, Chapter 271 of the Texas Government Code allows a city, by resolution of its governing body, to participate in cooperative purchasing programs, such as Texas BuyBoard, as an alternative to formal bid process; and, WHEREAS, pursuant to Resolution No. 02-341, the City of Port Arthur entered into an interlocal agreement for cooperative purchasing with Texas BuyBoard; and, WHEREAS, Educator's Depot is part of the Texas BuyBoard Cooperative Purchasing Program under BuyBoard Contract No. 503-16; and, WHEREAS, Educator's Depot will provide library furniture/shelving in the projected budgetary impact amount of$30,374.46; and, WHEREAS,the Library recommends the awarding of the purchase contract to Educator's Depot of Sugar Land, Texas, through their Texas BuyBoard Contract No. 503-16; now therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: THAT,the facts and opinions in the preamble are true and correct. THAT, the City Manager is hereby authorized and directed to purchase library furniture/shelving from Educator's Depot of Sugar Land, Texas, through Texas BuyBoard Contract No. 503-16, for the replacement of library furniture/shelving deemed a total loss by TML-IRP due to Hurricane Harvey,proposal attached hereto as Exhibit"A". THAT, the projected budgetary impact amount of $30,374.46 will be charged to Hurricane Harvey Account No. 147-2300-901.91-00, Project No. 082617 then be reimbursed through TMLIRP. THAT, a copy of this caption be spread upon the Minutes of the City Council. READ, ADOPTED, AND APPROVED this day of , AD, 2018, at a Meeting of the City Council of the City of Port Arthur,Texas,by the following vote: AYES: Mayor: Councilmembers: NOES: Derrick Ford Freeman,Mayor ATTEST: Sherri Bellard, City Secretary APPROVED AS TO FORM: Al ,.., Va Tizeno,tt4-yitt2cP APPROVED FOR ADMINISTRATION: Harvey Robinson, Interim City Manager I. Steven , i ams, Director of Library APPR VED TO AVAILABILITY OF FUNDS: y,„A „------ Andrew Vasque , CPA Finance Director CliftoK Williams, Purchasing Manager EXHIBIT "A" Proposal for Port Arthur Library-Steven Williams-Additional Furniture with Delivery and Setup per Buyboard 503-16 City of Port Arthur Library 4615 9TH AVENUE PORT ARTHUR, TX 77642 Prepared By: r/ A Project Solutions' Educator's Depot Inc. Gaye Smith Proposal .4164: Project ID: EDI004640 Vim, Project Name:Port Arthur Library-Steven Williams- Additional Furniture with Delivery and Setup - d'';'.??_•_' -...:.:1•2 per Buyboard 503-16 Date:08-23-2018 Educator's Depot Inc. Rev. Level: 17424 W. Grand Pkwy. S. Suite 206 Prepared By:Gaye Smith Sugar Land, TX 77479 Ph:1-866-736-2012 Fax:1-866-736-2014 www.educatorsdepot.com Room#: LibraryDisc: - Qty„15 The pricing includes delivery and installation. # Qty Prod# Manufacturer Name Price Ext. Price 1. 1 EDI009584 000608 Worksurface Bow $248.77 $248.77 Front 36"D x 72"W 2. 2 EDI010461 000608 Worksurface $115.44 $230.88 Rectangular Top 24"D gp x 42"W AVAILABL 3. 7 ED1009588 000608 Worksurface $167.95 $1,175.65 Rectangular Top 24"D ./....:,....,- >-- x 72"W 4. 6 EDI009592 000608 Worksurface $193.69 $1,162.14 Rectangular Top 30"D x 72"W 5. 7 EDI013280 000608 Element Worksurface $999.80 $6,998.60 Support Lateral File Drawers AVAILABLE: 6. 23 ED1011680 000608 WSB-Worksurface $25.66 $590.18 t...., Support Bracket bracket 3.5"x 2.5" 12ga WS support,CRS AVAILABLE BRKT steel silver pc w/4 WS mounting screws 2 of 5 Proposal 4114' Project ID: EDI004640 Project Name: Port Arthur Library-Steven Williams- Additional o 5 Furniture with Delivery and Setup per Bu board 503-16 Date:08-23-2018Y Educator's Depot Inc. Rev. Level: 17424 W. Grand Pkwy. S.Suite 206 Prepared By:Gaye Smith Sugar Land, TX 77479 Ph:1-866-736-2012 Fax:1-866-736-2014 www.educatorsdepot.com 7. 7 EDI011677 000608 elements Pedestal $574.64 $4,022.48 Worksurface Support 2 Standard, 1 File Drawers 16-1/4"W x 22"D x 27.75"H HPL box finish, HPL front finish, P?pull, Alike locks, 2 standard drawers and 1 file drawer below; HPL Weathered Beamwood; PVC Fog; Pulls Nickel 8. 1 ED1013281 000608 Element Mobile $643.86 $643.86 pedestal 2 Standard, 1 file Drawer 9. 13 ED1010247 000608 Media Technologies $23.83 $309.79 Worksurface Mending Plate qq, 10. 11 EDI013282 000608 elements Cupboard $472.71 $5,199.81 Storage Unit 30"W x fn ?` 14"Dx30"H AVAILABLE 11. 8 ED1013283 000608 elements Cupboard $545.03 $4,360.24 Storage Unit 36"W x 14"D x 30"H pfr.l11; 3 of 5 Proposal Project ID: EDI004640 ,pia. Project Name:Port Arthur Library-Steven Williams- Additional Furniture with Delivery and Setup er Buyboard 503-16 Date:08-23-2018 Educator's Depot Inc. Rev. Level: 17424 W. Grand Pkwy. S. Suite 206 Prepared By:Gaye Smith Sugar Land,TX 77479 Ph:1-866-736-2012 Fax:1-866-736-2014 www.educatorsdepot.com 12. 23 EDI005886 000608 Horizontal Mounting $79.68 $1,832.64 Track 96"L anodized aluminum w/pre- punched mount holes AVAILABLE on 16"centers 13. 2 ED1013284 000608 Timmy Desk- $451.09 $902.18 Rectangular 30"D x 60"W x 29"H AVAILALI., 14. 7 ED1013285 000608 Milestone Laminated $170.52 $1,193.64 Modesty Panel 72"L x • 12"H AVAILABLE 15. 7 ED1013286 000608 U-Shaped Support $214.80 $1,503.60 Leg 24"W, adj. leveling glide,4"x 9 y 20"—plate rF Room Total: $30,374.46 4 of 5 Proposal ,\ Project ID: EDI004640 , C/ Project Name: Port Arthur Library-Steven Williams- Additional Furniture with Delivery and Setup ePleSic per Buyboard 503-16 Date: 08-23-2018 Educator's Depot Inc. Rev. Level: 17424 W. Grand Pkwy. S. Suite 206 Prepared By:Gaye Smith Sugar Land, TX 77479 Ph:1-866-736-2012 Fax:1-866-736-2014 www.educatorsdepot.com Project Summary Qty Room # Description Ext. Price 15 Library - 30,374.46 Product Total: $30,374.46 Freight Installation *Project Total: $30,374.46 Terms& Conditions: * PROPOSAL VALID FOR 30 DAYS * THIS PROPOSAL AFFORDS SPECIAL ONE-TIME PRICING FOR THE PRODUCTS AND QUANTITIES LISTED * TO GUARANTEE PRICE(S) PROPOSED THIS FORM MUST ACCOMPANY YOUR ORDER * IF ANY QUANTITIES ARE CHANGED, PRICES WILL BE SUBJECT TO RENEGOTIATION *NO RETAINAGE PERMITTED* **************************************************************************************** PLEASE REFERENCE THE PROJECT ID # OR INCLUDE THIS QUOTATION WITH YOUR PO ************************************************************************************** * Thank you very much for the opportunity to provide you with this proposal. We know that you have many choices when doing business so it means a great deal to us that you have bestowed upon us your confidence and loyalty. Please let us know if you have any questions or if we can be of any further service to you. Your loyalty and business are truly and sincerely appreciated at Educator's Depot! PROPRIETARY STATEMENT: This document is the sole property of Educator's Depot, Inc. and is not to be used by you other than to evaluate Educator's Depot, Inc. pricing/service. This document is not to be disseminated, distributed, or otherwise conveyed throughout your organization to employees without a need for this information or to any third parties without the express written permission of Educator's Depot,Inc. 5 of 5