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Home My WebLink About417270 ARCONAS - PURCHASE ORDER - 7703559Date: 05/22/07 City of Fort Collins Page Number: 1 City of Fort Collins Purchase Order Number: 7703559 Delivery Date: 05/21/07 Buyer: CAREY, DAVID Purchase Order number must appear on invoices, packing lists, labels, bills of lading, and all correspondence. Note Line Qty/Units Description Extended Price 1 1 Lot 75,005.29 Furniture -Bid Group 3 For Haworth Seating & Mobile Marker Board items. Per Terms & Condition Bid # 6 f r Furniture -Police Services Facility - Fort Collins. Prices per Bid Form -Bid Group 3, dated April 18, 2007. Furniture Finish and Detail Selections per document prepared May 10, 2007 Vendor to provide all required labor, materials & equipment. Total '.n $75,005.29 -- -- - --- _ -... _.._ .-._....._.._a_..._.. This order Is alid over $2000 unless signed by James B. O'Neill II, CPPO, FNIGP Accounting Department City of Fort Collins Purchasing, PO Box 580, Fort Collins, CO 80522-0580 PO Box 580 Fort Collins, CO 80522-0580 Addendum 6 BID FORM - BID GROUP 3 6040 Furniture Police Services Building- Fort Collins Specified Cost per Extended Item Code Manufacturer Quantity Unit Cost HA-700 Haworth 1 $188.77 $188.77 HA-MB Haworth 2 $364.80 $729.60 HST Haworth 2 $800.17 $1,600.34 ZG1 Haworth 33 $348.75 $11,508.75 ZG2 Haworth 6 $348.75 $2,092.50 ZT1 Haworth 47 $504.90 $23,730.30 ZT2 Haworth 4 $527.40 $2,109.60 ZT3 Haworth 8 $527.40 $4,219.20 ZT4 Haworth 52 $504.90 $26,254.80 PERFORMANCE AND BOND PAYMENT FEE $1,000.00 INSTALL 1 $1,428.57 $1,571.43 Total Cost for Bid Group 3 $75,005.29 Haworth ZG-CDY Prototype Fee 1 $300.00 $300.00 Haworth ZG-CDY Retooling Fee 1 $1,500.00 $1,500.00 ZG-CDY Haworth 9 $180.00 $1,620.00 Total Cost for Zody Chair Caddy $3,420.00* The Zody chair caddy is a Haworth special product that does not currently exist. Haworth will attempt to build a prototype. This requires a non-refundable prototype fee of $300.00. It Haworth determines the caddy is a viable product, a $1,500.00 retooling fee is required to manufacture the caddy. Haworth states the estimated list price of such caddy to be $400.00 before discounting. Not Included in Total Cost for Bid Group 3 i% extra upholstery of each type and color not included in Total Cost for Bid Troup 3. Cost of 5% extra upholstery will be calculated upon final upholsteryelection. page 1 Addendum 6 BID FORM - BID GROUP 3 6040 Furniture Police Services Building- Fort Collins Specified Cost per Item Code Manufacturer Quantity Unit Acknowledge receipt of Addenda: Addendum # Addendum 0 Addendum 0 Addendum 0 Addendum 0 Addendum 0: Addendum 01 Extended Cost page 2 Addendum 6 BID FORM - BID GROUP 3 6040 Furniture Police Services Building- Fort Collins Specified l f Cost per Extended Item Code Manufacturer Quantity Unit Cost r Signature: Typed Signature Name: Susan Brown Title: Account Manager Date: 4/18/2007 Firm name: Pear Commercial Interiors Street Address 1515 Arapahoe St., Suite 100 City, State, Zip: Denver, CO 80202 Telephone: (303)824-2000 Corporations - State in which incorporated: Colorado Corporations: Affix Corporate Seal End of Bid Form for Bid Group 3 page 3 Ft. Collins Police Services — FF&E BSA Project number: 20514 Furniture Finish Selections Date Prepared: May 10, 2007 • Finish and detail selections noted herein supersede all finish and detail selections noted on Item Specification sheets issued for bid. In some cases more than one finish may be shown for a particular Item Code; finishes are grouped by area to coordinate with building finishes and adjustments for that coordination are reflected in the finish selection. • The description of the Finish Package is included in the first occurrence. Format of table: Seq. descri Dark wood doors groups 1 Administration — 3rd Floor West -- ............. #. . Room Item Finish / details selections numbers Code ... ..... .... ___........ _ .......... 1.04 Seating ........ _........... ---.. Task Chairs _ Haworth Zody Bid Group 3 3069 ZT3 Zody finish package 1 Task 3071 3075 Seat upholstery: Fabric — Intaglio Limestone 3076 Mesh back: Support MA 3078 Base and arm uprights: Champagne Frame and Arm caps: Black 1 05 SeatingConference / Haworth Zody ... - Bid Group 3 3066 _._..... ZT4 Zody finish package 1 Guest Chairs Task 3075 3077 _.. _: _... 3078 1.06 Seating Library/Guest Haworth Zody ;Bid Group 3 3069 ZG2 Zody Finish Package 4 Chairs Sled Based 3070 Guest 3071 Seat and back upholstery: Carnegie, Merkhet, Color 22 Frame/arms color: Champagne - Arms trim color: Black Page 1 Ft. Collins Police Services — FF&E BSA Project number: 20514 Furniture Finish Selections Date Prepared: May 10, 2007 _ 1 12 Mobile Marker Board - ..._ Haworth If Bid Group 3 p ' 3066 __ HA-MB --- — ... No finish selection required System Easel 3 (Administration) - Investigation Pt 1 — 3`d Floor .05 Seating Task Chairs Haworth Zody Bid Group 3 3115 ZT3 . -.._.._ Zody Finish Package 1 ........... _ Task_.--..... ..._.._.._... 3.06 SeatingConference/ Haworth Zody-- .._ _ ... Bid Group 3 i._...._ -- ........... 3115 _.._..... - ZT4 - Zody Finish Package 1 Guest Chairs ;Task 4 Community / Training 4.02 SeatingConference Haworth Zody :Bid Group 3 1015 ZT1 ;Zody Finish Package 1 ... _._ Chairs Task 4.03 Seating Supplemental -- . Haworth Zody Bid Group 3 1015 ZG1 Zody Finish Package 2 Conference Sled Based Chairs Guest Frame color: Champagne Upholstery back and seats: Fabric Intaglio Limestone 4.04 Seating Stool Haworth Paper Bid Group 3 1015 HA-700 Arm cans:"Black ....... _......... Paper Clip Stool Finish Package Clip Stool Metal finish: Champagne . - — - 4.05 Chair Caddy . Y _, Haworth -- Bid Grove 3 1016 �— ZG-CDY rr� Upholste : Brisa Sage XG-4 — .... .. ..... No finish selection re wired 5 Information Technologv .._. . ..... 5.05 Seating Task Chairs Haworth Zody 'Bid Group 3 2014 ZT3 Zody Finish Package 1 Task 5.06 ,Seating Conference/ Haworth Zody Bid Group 3 .... .... _ 2014 --.._.. ZT4 ....... ................. .......... Zody Finish Package 1 Guest Chairs Task Page 2 Ft. Collins Police Services — FF&E BSA Project number: 20514 Furniture Finish Selections Date Prepared: May 10, 2007 .......... ....... .......... ........ _.............. 6.07 Seating Task Chairs Haworth Zody Task 6.08 SeatingConference/ Haworth Zody Guest Chairs Task 8 Public Lobbv ._... . -- .._ _ ...... ...... ..... .... ... _...... 8.02 Seating Task Chairs Haworth Task 9 Records 15 15.09 Mobile Marker Board Bid Group 3 1101 ' ZT3 ....... Bid Group 3 1101 ZT4 ------._...-- ........ ............. ................ ........... .... Bid Group 3 1004 ZT2 Zody Finish Package 3 Seat uoholsterv: Vinyl grade E, Brisa — Sage XG-4 Mesh back: Wellness MA-003 Frame/arm trim color: Metallic Champagne Base/arms trim color: Metallic ChamnaonP Upholstery: Brisa Black Onyx XG-12 NOTE: PROVIDE WITH SOFT CASTERS Haworth If System Bid Group 3 2070 HA-MB No finish selection Easel Page 3 Review of Purchasing Card Procedures The City of Fort Collins has a very well defined purchasing card program that has restrictions on the types of items that can be purchased using the merchant category code (MCC), which represents the goods and or services that each merchant can provide. Some of the other safeguards include: • All purchasing cards are assigned to individual and not to the departments. This eliminates having more cards assigned to the department than there are people working in the department. In addition a person must sign for each charge at the point of purchase and the merchant can also ask for additional identification. • The city assigns each card using a merchant category code (MCC) which gives employees access to only the vendors they need according to their job responsibilities. • The city also has restrictions in place that set single and monthly purchase aggregate limits. • Audits performed by purchasing to make sure purchasing card procedures are followed and there are no inappropriate purchases by city employees. In addition the City's external auditor does spot checks as part of the annual audit process. • Cardholders reconcile their charge slips to the monthly memo statement sign approving all charges, and forward the information on to the account managers. The account managers also reviews and sign's the detail recap report which certifies that all of the purchases listed in the recap report were made in accordance with purchasing card policies and procedures. Purchasing cards offer significant benefits such as reduced labor, improved cycle times, and the ability to leverage new technologies. Some of the benefits include: • To assist the corporate clients of visa financial institutions in establishing and maintaining efficient and cost-effective purchasing card programs, Visa commissioned Deloitte & Touche Consulting Group to conduct a major research project to identify best practices currently used by major fortune 500 companies. The average best practices participant report savings of approximately $60.00 per purchasing card transaction or $4.1 million annually. • The city performed its own study on the time and cost to pay using a mini order and has determined the cost to be between $52.65 and $68.99 per mini order based on an hourly rate of $10.75 or $17.69 per hour plus 30% for benefits. Using a conservative $50.00 transaction processing cost for mini orders or petty cash transactions, purchasing card transactions this year represent a $555,850 processing cost avoidance to the city. • The other important factor is Visa pays our vendors within 5 to 10 days instead of 30 days by the normal check writing process. We will continue to monitor the purchasing card program and provide regular updates of the programs performance. kashby Page 1 5/23/2007