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Home My WebLink AboutPR 20582: PURCHASE OF LIBRARY SHELVING City of ort rtItto Texas Port Arthur Public Library www.PortArthurTx.gov INTEROFFICE MEMORANDUM Date: 11/13/2018 To: The Honorable Mayor and City Council Through: Harvey Robinson, Interim City Manager From: Steven Williams,Library Director kiri RE: PR 20582 Purchase of Library Shelving Introduction: The intent of this Agenda Item is to seek the City Council's approval for the City Manager to purchase the remaining library shelving from Educator's Depot of Sugar Land,Texas for replacement of lost library shelving at the Library from Hurricane Harvey through the Texas BuyBoard Cooperative Purchasing Program in the amount of$86,041.91. Shelving 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 shelving at the Library. This is replacing the library shelving for the Library due to losses from Hurricane Harvey. The funding will be reimbursed through TMLIRP. Budget Impact: Funds in the amount of$86,041.91will 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 shelving 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 9d'Avenue X Port Arthur,Texas 77642 X 409.985.8838 P.R.No. 20582 11/13/2018 sw RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO PURCHASE LIBRARY 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 $86,041.91. SHELVING 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 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 shelving for the Library in the amount of$86,041.91; 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 shelving in the projected budgetary impact amount of$86,041.91; 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 shelving from Educator's Depot of Sugar Land, Texas, through Texas BuyBoard Contract No. 503-16, for the replacement of library 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 $86,041.91 will be charged to Hurricane Harvey Account No. 147-2300-901.91-00, Project No. 082617 then be reimbursed through TMLIRP. THAT,a copy of this caption be spread upon the Minutes of the City Council. READ, ADOPTED, AND APPROVED this day of , AD, 2018, at a Meeting of the City Council of the City of Port Arthur,Texas,by the following vote: AYES: Mayor: Councilmembers: NOES: Derrick Ford Freeman,Mayor ATTEST: Sherri Bellard,City Secretary APPROVED AS TO FORM: /74,1 • ))//1' i/t1) Val Tizeno, CiJ Attorney APPROVED FOR ADMINISTRATION: Harvey Robinson, Interim City Manager c-----Z---<._-------- Steven Williams, Director of Library APPROVE AS TO AVAILABILITY OF FUNDS: p,L. .. .)(iA_ Andrew Vasq ez, CPA Finance Director 0 , kjitta;hd Clifton illiams,Purchasing Manager EXHIBIT "A" Proposal for City of Port Arthur Public Library- Steven Williams-Media Technologies Furniture- Buy Board 503-16-Additional Shelving City of Port Arthur Library 4615 9TH AVENUE PORT ARTHUR, TX 77642 Prepared By: F I J,• 11-76 �dl Pepie[t$olukion; Educator's Depot Inc. Gaye Smith Proposal 4Pb, Project ID: EDI005217 Ar Project Name: City of Port Arthur Public Library-Steven Williams-Media Technologies Furniture- Buy Board 503-16-Additional Shelving Date: 11-09-2018 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#:"Children Section best: - Qty:4 # Qty Prod# Manufacturer Name Price Ext. Price 1111. 1. 2 EDI011663 000608 31 Series Shelving $1,122.23 $2,244.46 SORRY,NO Double Faced Starter IMAGE Mobile 37'W x24"D x 48"H steel frame, Oak AVAILABLE Riftwood Top, sides, toe, 2 base and 4 adjustable steel shelves, (4)casters; Powder Coat Silver Gray 2. 2 EDI011661 000608 Benchmark Shelving $371.95 $743.90 SORRY,NO Single Faced Adder IMAGE Oak Riftwood SR 30 AVAILABLE Veneer Construction, 2 steel adjustable and 1 steel base shelf; Powder Coat Silver Gray 3. 1 EDI011613 000608 Benchmark Shelving $825.94 $825.94 Single Faced Starter 37"W x 12"Dx 84"H oak-Silver Riftwood, 5 AVAILA. steel adjustable and 1 steel base shelf; Powder Coat Silver Gray 4. 6 EDI011618 000608 31 Series Shelving $736.29 $4,417.74 SORRY,NO Double Faced Adder IM�■p 36"W x 24"D x48"H AGE steel frame, oak top, AVAILABLE sides, toe, 2 base and 1Oadjustable steel shelves; Silver Riftwood; Powder Coat-809 Room Total: $8,232.04 2 of 7 Room.# Assistant Director Desc 't' # Qty Prod# Manufacturer Name Price Ext. Price 1. 1 ED1011613 000608 Benchmark Shelving $825.94 $825.94 Single Faced Starter 37"W x 12"Dx 84"H aV1 oak-Silver Riftwood, 5 AVAILABL' steel adjustable and 1 steel base shelf; Powder Coat Silver Gray Room Total: $825.94 3 of 7 # Qty Prod# Manufacturer Name Price Ext. Price 1. 2 EDI011613 000608 Benchmark Shelving $825.94 $1,651.88 SORRY,NO Single Faced Starter IMAGE 37"w x 12"Dx 84"H oak-Silver Riftwood, 5 AVAILABLE steel adjustable and 1 steel base shelf; Powder Coat Silver Gray Room Total: $1,651.88 4 of 7 �a- • „'. f . ha. . ,xi:-,..�.. R :w� � ...a7.:i� �� .•�5.- . �`� ��,�_,a,✓,�3;:._ iz'��w�i �.'s,�_.�,=�° „�".`a-%x�i$�r,,.�'�..��="S'� a�4.�bs,,,','^riC.4�u.,.u�.^�..>.C: Qty Prod# Manufacturer Name Price Ext. Price 1. 2 ED1011663 000608 31 Series Shelving $1,122.23 $2,244.46 SORRY,NO Double Faced Starter IMAGE Mobile 37"W x24"D x 48"H steel frame, Oak AVAILABLE Riftwood Top, sides, toe,2 base and 4 • adjustable steel shelves, (4)casters; Powder Coat Silver Gray 2. 2 EDI011619 000608 31 Series Shelving $1,215.06 $2,430.12 Double Faced Starter 37"W x 24"Dx 60"H steel frame, oak top, AVA LABL; sides,toe, 2 base and 6; Silver Riftwood; powder Coat Silver 809 3. 6 EDI011613 000608 Benchmark Shelving $825.94 $4,955.64 Single Faced Starter 37"W x 12"Dx 84"H oak-Silver Riftwood, 5 AVAILABLE steel adjustable and 1 steel base shelf; Powder Coat Silver Gray 4. 4 EDI011618 000608 31 Series Shelving $736.29 $2,945.16 SG! Double Faced Adder 36"W x 24"D x48"H IMAGE steel frame, oak top, AVAILABLE sides, toe, 2 base and 10adjustable steel shelves; Silver Riftwood: Powder Coat-809 5. 6 ED1011621 000608 31 Series Shelving $951.00 $5,706.00 SORRY,NO Double Faced Adder IMAGE 36"W x 24"D x60"H steel frame, oak top, AVAILABLE sides, toe,2 base and 6adjustable steel shelves; Silver Riftwood; Powder Coat Silver 809 6. 8 EDI011623 000608 31 Series Shelving $1,538.69 $12,309.52 SORRY,K. Double Faced Starter IMAGE 37"W x 24"Dx 84"H steel frame, oak top, AVAILABLE sides,toe, 2 base and 1 Oadjustable steel shelves; Silver Riftwood SR-30; Powder Coat Silver 809 Room Total: $30,590.90 5 of 7 Desc Qty Prod# Manufacturer Name Price Ext. Price 1. 38 EDI011663 000608 31 Series Shelving $1,122.23 $42,644.74 SORRY,NO Double Faced Starter IMAGE Mobile 37"W x24"D x 48"H steel frame, Oak AVAILABLE Riftwood Top, sides, toe, 2 base and 4 adjustable steel shelves, (4)casters; Powder Coat Silver Gray 2. 1 ED1014213 000608 Benchmark Shelving $2,096.41 $2,096.41 SORRY,NO Single Faced Starter IMAGE 37"W x 12"Dx 96"H oak-Silver Riftwood, AVAILABLE Powder Coat Silver Gray Room Total: $44,741.15 • 6 of 7 Project Summary Qty Room # Description Ext. Price 4 Children Section - 8,232.04 1 Assistant - 825.94 Director 1 History - 1,651.88 6 Fiction/Non- - 30,590.90 Fiction 2 Reference - 44,741.15 Section Product Total: $86,041.91 Freight Installation *Project Total: $86,041.91 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* *UNLESS OTHERWISE NEGOTIATED,ALL CHANGES MUST BE ACCOMPANIED BY A CHANGE ORDER. **************************************************************************************** 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. 7 of 7