Linking Agreement

City of Glendale — Regular Meeting (2022-01-11)

Extracted text (via ocr_local) 34258 characters

LINKING AGREEMENT
BETWEEN
THE CITY OF GLENDALE, ARIZONA
AND
GOODMANS INC., DBA GOODMANS INTERIOR STRUCTURES

THIS LINKING AGREEMENT (this “Agreement” is entered into as of this day of
20 » between the City of Glendale, an Arizona municipal corporation (the “City”), and

Goodmans Interior Structures, a(n) Arizona corporation authorized to do business in Arizona
(“Contractor”), collectively, the “Parties.”

RECITALS

On September 30, 2021, the State of Arizona entered into a contract (No. CTR 057417) with
Contractor to purchase the goods and services described in the Refurbished Furniture and
Related Services (“Cooperative Purchasing Agreement”), which is attached hereto as Exhibit
A. The Cooperative Purchasing Agreement permits its cooperative use by other governmental
agencies including the City.

Section 2-149 of the City’s Procurement Code permits the Materials Manager to procure goods
and setvices by participating with other governmental units in cooperative purchasing
agreements when the best interests of the City would be served.

Section 2-149 also provides that the Materials Manager may enter into such cooperative
agreements without meeting the formal or informal solicitation and bid requirements of
Glendale City Code Sections 2-145 and 2-146.

The City desires to contract with Conttactor for supplies or services identical, or nearly
identical, to the supplies or services Contractor is providing other units of government under
the Cooperative Purchasing Agreement. Contractor consents to the City’s utilization of the
Cooperative Purchasing Agreement as the basis of this Agreement, and Contractor desires to
enter into this Agreement to provide the supplies and services set forth in this Agreement.

AGREEMENT

NOW, THEREFORE, in consideration of the foregoing recitals, which are incorporated by reference,
and the covenants and promises contained in this Linking Agreement, the parties agree as follows:

‘Term of Agreement. The City is purchasing supplies and/or services from Contractor
pursuant to the Cooperative Purchasing Agreement. According to the Cooperative
Purchasing Agreement, purchases can be made by governmental entities from the date of
award, which was September 30, 2021, until the date the contract expires on September 30,
2022 unless the term of the Cooperative Purchasing Agreement is extended by the mutual
agreement of the original contracting parties. The Cooperative Purchasing Agreement,
however, may not be extended beyond September 30, 2026. The initial period of this
Agreement, therefore, is the petiod from the Effective Date of this Agreement until
September 30, 2022. The City may renew the term of this Agreement for (4) one-year periods

1/2/2020

until the Cooperative Purchasing Agreement expires on September 30, 2026. Glendale
renewals are not automatic and shall only occur if the City gives the Contractor notice of its
intent to renew. The City may give the Contractor notice of its intent to renew this Agreement
30 days prior to the anniversary of the Effective Date to effectuate such renewal.

Scope of Work: Terms, Conditions, and Specifications.

A. Contractor shall provide City the supplies and/or services identified in the Scope of
Work attached as Exhibit B.

B. Contractor agrees to comply with all the terms, conditions and specifications of the

Cooperative Purchasing Agreement. Such terms, conditions and specifications are
specifically incorporated into and are an enforceable part of this Agreement.

Compensation.

A. City shall pay Contractor compensation at the same rate and on the same schedule as
ptovided in the Cooperative Purchasing Agreement, which is attached hereto as
Exhibit C.

B. The total purchase price for the supplies and/or services purchased under this

Agreement shall not exceed one million dollars ($1,000,000) annually or five million
dollars ($5,000,000) for the entire term of the Agreement (initial term plus any
renewals).

Cancellation. This Agreement may be cancelled pursuant to A.RS. § 38-511.

Non-disctimination. Contractor must not disctiminate against any employee or applicant for
employment on the basis of race, color, religion, sex, national origin, age, marital status, sexual
orientation, gender identity or expression, genetic characteristics, familial status, U.S. military
veteran status or any disability. Contractor will require any Sub-contractor to be bound to the
same requirements as stated within this section. Contractor, and on behalf of any
subcontractors, warrants compliance with this section.

Insurance Certificate. The certificate of insurance applying to this Agreement provided by
Contractor expires on January 1, 2022. A new certificate of insurance must be provided at
least 15 days in advance of the current certificate’s expiration date.

E-verify. Contractor complies with A.R.S. § 23-214 and agrees to comply with the
requitements of A.RS. § 41-4401.

No Boycott of Israel. To the extent A-R.S § 35-393 through § 35-393.03 are applicable, the
parties hereby certify that they are not currently engaged in, and agree for the duration of the
Agreement to not engage in, a boycott of goods or services from Israel, as that term is defined
in A.R.S § 35-393.

4/29/2021

9. Attestation of PCI Compliance. When applicable, the Contracior will provide the City
annually with a Payment Card Industry Data Security Standard (PCI DSS) attestation of
compliance certificate signed by an officer of Contractor with oversight responsibility.

10. Notices. Any notices that must be provided under this Agreement shall be sent to the Parties’
respective authorized representatives at the address listed below:

City of Glendale
c/o Charles Thomas

6210 W Myrtle Ave., Suite 111
Glendale, AZ 85301

And

Goodmans Inc., dba Goodmans Interior Structures
1400 E. Indian School Rd.

Phoenix, AZ 85014

etricco@goodmans.com

IN WITNESS WHEREOT,, the parties hereto have executed this Agreement as of the date and year
set forth above.

“City” “Contractor”
City of Glendale, an Arizona Goodmans Inc., dba Goodmans
municipal corporation Interior Structure, an Arizona corporation

By: = a By: / call
Kevin R. Phelps Name: Ity
City Manager Title: Vice President of Salcs
ATTES'1:;
Julie K. Bower (SEAL)
City Clerk
APPROVED AS TO FORM:

Michael D. Bailey
City Attorney

4/29/2021

LINKING AGREEMENT
BETWEEN
THE CITY OF GLENDALE, ARIZONA
AND
GOODMANS INC., DBA GOODMANS INTERIOR STRUCTURES

EXHIBIT A

(STATE OF ARIZONA CONTRACT NO. CTR057417
REFURBISHED FURNITURE AND RELATED SERVICES)

4/29/2021

LINKING AGREEMENT
BETWEEN
THE CITY OF GLENDALE, ARIZONA
AND
GOODMANS INC., DBA GOODMANS INTERIOR STRUCTURES

EXHIBIT B
Scope of Work

PROJECT

In accordance with the terms and conditions of this Agreement and the State of Arizona Contract
No. CTRO57417, the City is retaining Goodmans Interior Structures to ptovide services to refurbish

furniture city-wide on an as-needed basis.

4/29/2021

LINKING AGREEMENT
BETWEEN
THE CITY OF GLENDALE, ARIZONA
AND
GOODMANS INC., DBA GOODMANS INTERIOR STRUCTURES

EXHIBIT C
METHOD AND AMOUNT OF COMPENSATION
The method and amount of compensation is in accordance with Section 3 of this Agteement.

NOT TO EXCEED AMOUNT

The total amount of compensation paid to Contractor for full completion of all work required by
the Project must not exceed $1,000,000 annually or $5,000,000 for the entire term of the Agteement.

DETAILED PROJECT COMPENSATION
The City shall pay contractor compensation in accordance with the rates set forth in the State of

Arizona Refurbished Furniture and Related Services Contract No. CTR05741 7, to provide
refurbished furnitute city-wide on an as-needed basis.

4/29/2021

Request for Proposal
Solicitation No. BPM003632 State Procurement Office

Refurbished Furniture and Related Services

Arizona Department of Administration

Description: 100 N 15th Ave., Suite 402
Phoenix, AZ 85007

Attachment 1

Offer and Acceptance Form

SUBMISSION OF OFFER: Undersigned hereby offers and agrees to provide Refurbished Furniture and Related Services in compliance
with the Solicitation indicated above and our Offer indicated by the latest dated version below:

Initial |_1. 7/27/2024 4S
Offer:
Date Initial
2.| x x 3.| ¥ x 4.| x
date #1 initial date #1 initia date #1 initial
Revised !
Offers: | 5 | x x 6.| x x 7.|x x
date #4 initial date #5 initia date #6 initial
t
Best and 8. 9/9/2021 AG
Final Offer:
Date initial

Goodmans Interior Structures

Offeror company name
1400 E. Indian School Rd.

Signature of person authorized to sign Offer
Adam Goodman, President and CEO

Address Printed name and title

Phoenix, AZ 85014 Stacey Huld, Account Manager
City | State | ZIP Contact name and title

86-0202039 shuld@goodmans.com 602-300-2771
Federal tax identifier (EIN or SSN) Contaci Email Address Contact phone number

CERTIFICATION: By signature in the above, Offeror certifies that it:
1. will not discriminate against any employee or applicant for employment in violation of Federal Executive Order 1 1246, [Arizona] State
Executive Order 2009-9 or A.R.S. §§ 41-1461 through 1465:

2. has not given, offered to give, nor intends to give at any time hereafter any economic Opportunity, future employment, gift, loan, gratuity,
special discount, trip, favor, or service to a public servant in connection with the submitted offer. Failure to provide a valid signature
affirming the stipulations required by this clause will result in rejection of the Offer. Signing the Offer with a false statement will void the
Offer, any resulting contract, and may be subject to legal penalties under law;

3. complies with A.R.S. § 41-3532 when offering electronics or information technology products, services, or maintenance; and

4. is not debarred from, or otherwise prohibited from participating in any contract awarded by federal, state, or local government.

ACCEPTANCE OF OFFER: State hereby accepts the initial Offer, Revised Offer, or Best and Final Offer identified by the tatest date and
number at the top of this form (the Accepted Offer). Offeror is now bound (as Contractor) to carry out the Work under the attached Contract,

PART 3 of the Solicitation Documents
Template version 6.0 (18-NOV-2019)

SECTION 3-B: Offer Forms
Page 16 of 64

Available online at: APP.AZ.gov

Request for Proposal ee
Arizona Department of Administration

Solicitation No. BPM003632 State Procurement Office
Description: 100 N 15th Ave., Suite 402

+ + 7 Phoenix, AZ 85007
Refurbished Furniture and Related Services

of which the Accepted Offer forms a part. Contractor is cautioned not to commence any billable work or to provide any material or perform
any service under the Contract until Contractor receives the applicable Order or written notice to proceed from Procurement Officer.

L L.
State’s Contract No. is: CTRO57417__Y The effective date of the Contract is: 9/30/21 “ Contract awarded 9/29/21

7 2 y p Date Date
LRAUMRKA

Nick Perrera

Procurement Officer Signature Procurement Officer Printed Name
PART 3 of the Solicitation Documents SECTION 3-B: Offer Forms
Template version 7.0 (28-JAN-2020) Page 17 of 64

Available online at: APP.AZ.gov

Solicitation Amendment 1

Arizona Department of

i i i Aq istration
Refurbished Furniture and Related Services state procuremant urtice
100 N, 15" Avenue, Suite 402
BPM003632 Phoenix, AZ 85007
7/14/21

The pricing sheet “Attachment 4 Pricing” has been replaced with the new pricing sheet “Attachment 4 Pricing Amendment 1”
to add pricing options for painting services.

ALL OTHER REQUIREMENTS, SPECIFICATIONS, TERMS AND CONDITIONS REMAIN UNCHANGED

ACKNOWLEDGEMENT. AND AUTHORIZATION

This amendment is effective on the date released, by the Procurement Officer or representative,
as a new “Round” in the State e-Procurement system.

app.az.qov Page | 1

Available online at |

Modular Refurbishment For Existing State Furniture

Resize height/width of panel Height: $ 95.00 [Wiath: $ 125.00

Resize work surface/re-edgeband $65.00 (includes new edgeband)

Recover tack boards, flipperdoors $40.00 (with sock)

Recover panels* One side: $65.00 Both sides: $130.00

Wood refinishing

Quoted per project

Power to non-power panels

Per Panel $87.36 (includes side covers)

* Includes all required materials or component to complete refurbishment

Hourly Rates

Installation Services

$40.00 (normal business hours)

Disassembly/Relocation/Reconfiguration Services

$40.00 (normal business hours)

Repair Services

$40.00 (normal business hours)

[PRICE PROPOSAL REGIONAL DELIVERY SERVICE

Region 1 Delivery Flat Fee $ $660.00 Region 1 Drop Ship Flat Fee $ 660.00
Region 2 Delivery Flat Fee $ $495.00 Region 2 Drop Ship FlatFee$ — $495.00
Region 3 Delivery Flat Fee $ 330.00 Region 3 Drop Ship FlatFee$ 330.00
Region 4 Delivery Flat Fee $ $200.00 Region 4 Drop Ship Flat Fee $ 200.00
Region 5 Delivery Flat Fee $ $440.00 Region 5 Drop Ship Flat Fee$ $440.00
Region 6 Delivery Flat Fee $ $200.00 Region 6 Drop Ship Flat Fee$ $200.00
Region 7 Delivery Flat Fee $ $200.00 Region 7 Drop Ship Flat Fee $ 200.00

Vavapai

Maricopa

Pinat

Vurna

Region 2

| “TRegion 3
- Aegion 4
Region %

Region &

jee Region T

Gly

[Catalog/Manufacturer Discount Rates

Manufacturer/Catalog: Herman Miller Action Office
Accessories (8)

Accessories (8)
Accessories (8)
Accessories (8)
Action Office® 1 & AO2 Panels (B)
Action Office® 1 & AO2 Panels (B)
Action Office® 1 & AO2 Panels (B)

Discount % From List:
68.00%

70.00%
74.00%
Negotiable
68.00%
70.00%
74.00%

Tier

$1 - $15,000

$15,001 - $750,000
$750,001 - $2,000,000
$2,000,001+

$1 - $15,000

$15,001 - $750,000
$750,001 - $2,000,000

Action Office® 1 & AO2 Panels (B)
Action Office® 2 Components (J)
Action Office® 2 Components (J)
Action Office® 2 Components (J)
Action Office® 2 Components (J)
Generic (R)

Generic (R)

“Keys & Locks (KA)

*Keys & Locks (KA)

Lighting (A)

Tu Laterals (UL)

Tu Pedestals (UP)

Tu Storage (US)

Negotiable
68.00%
70.00%
74.00%
Negotiable
68.00%
70.00%
74.00%
Negotiable
74.00%
74.00%
74.00%
Negotiable
68.00%
70.00%
74.00%
Negotiable
64.00%
66.00%
68.00%
Negotiable
64.00%
66.00%
68.00%
Negotiable
64.00%
66.00%
68.00%
Negotiable

$2,000,001+

$1 - $15,000

$15,001 - $750,000
$750,001 - $2,000,000
$2,000,001+

$1 - $15,000

$15,001 - $750,000
$750,001 - $2,000,000
$2,000,001+

$1 - $15,000

$15,001 - $750,000
$750,001 - $2,000,000
$2,000,001+

$1 - $15,000

$15,001 - $750,000
$750,001 - $2,000,000
$2,000,001+

$1 - $15,000

$15,001 - $750,000
$750,001 - $2,000,000
$2,000,001+

$1 - $15,000

$15,001 - $750,000
$750,001 - $2,000,000
$2,000,001+

$1 - $15,000

$15,001 - $750,000
$750,001 - $2,000,000
$2,000,001+

Request for Proposal

Solicitation No. BPM003632
Description:
Refurbished Furniture and Related Services

Arizona Department of
Administration

State Procurement
Office

100 N 15th Ave., Suite 402
Phoenix, AZ 85007

Part 2: Scope, Pricing and Terms and Conditions

Table of Contents

SECTION 2-A: Scope of Work 2
SECTION 2-B: Pricing Document 7
SECTION 2-C: Special Terms and Conditions 11
SECTION 2-D: Uniform Terms and Conditions 32

PART 2 of the Soticitation Documents Table of Contents | 5

Template version 6.0 (28-JAN-2020)

Pagelof39 4

Request for Proposal Administration

oe State Procurement
Solicitation No. BPM003632 .
a Office
Description:

: + . 100 N 15th Ave., Suite 402
Refurbished Furniture and Related Services Phoenix, AZ 85007

Arizona Department of |
|

SECTION 2-A: Scope of Work
1.0 Background

The State desires to establish a Contract or Contract Set to supply, install, reconfigure, and service
Refurbish Furniture within the following categories: Chairs/Seating, Free Standing Refurbish
Furniture, Modular Refurbish Furniture, Systems Refurbish Furniture Solutions, Storage/Casegoods,
and Classroom/Special School Refurbish Furniture. Service requirements shall also include
warranty/repairs and relocations. The State intends to consider value-added-reseller, distributor,
as well as manufacturer-direct proposals. No guarantee of the actual quantities is implied or
expressed by this solicitation. Requirements shall be based on actual need. Contracts resulting from
this solicitation will be used by multiple eligible agencies with delivery locations throughout the
State.

2.0 Scope Requirements

2.1 Scope Summary

The Successful Contractor(s) shall provide a broad range of Refurbish Furniture Products and
Services as well as all necessary account and delivery services. The Refurbish Furniture
Products and Services under this contract include the actual manufacturer’s product and all
labor, materials, transportation, equipment and other activities for, and reasonably
incidental to the installation, and configuration of the manufacturer’s products that are no
more than ten (10) to fifteen (15) years of use.

2.2 Minimum Requirements

Along with a quality product, we are looking for Contractors with demonstrated professional
integrity, a longstanding reputation in the Refurbish Furniture industry and specific abilities
to supply, install and service Refurbish Furniture to the State. In forming a long-term
relationship with the Successful Contractor(s), some of the qualities we expect include:

2.2.1 Experience: Contractor with a minimum of ten (10) years’ of proven
experience reselling, distributing and or installing office Refurbish Furniture.
2.2.1 (a) Company Background include (D&B financials)
2.2.1 (b) References with current clients
2.2.1 (c) Demonstrating longstanding relationship with manufacturers.

2.2.1(d) Letter Recommendations of manufacturers, distributors or
clients of long standing of three years or more

2.2.2 Customer Service: The Contractor(s) shall provide a single, general point of
contact (and a backup) to handle questions or problems that may arise
throughout the life of a resultant contract. At least one Customer Service
Representative must be available during Contractor’s operating hours.

2.2.3 Electronic Catalog: The successful Contractor(s) may be required to submit
their items list in an electronic format designated by the State,

| PART 2 of the Solicitation Documents SECTION 2-A: Scope of Work
Template version 6.0 (28-JAN -2020) Page 2 of 39

Arizona Department of
Request for Proposal Administration
eee ae State Procurement
Solicitation No. BPM003632 .
Description: Office
Refurbished Furniture and Related Services hoe ne coor

2.3 General:
2.3.1

Contractor Minimum Product Standards. Contractor shall meet these

minimum business requirements:

(a) All Refurbish Furniture and required components shall be of a design
material and workmanship to withstand hard, daily usage over an
extended life with a minimum of maintenance and repair.

(b) All components shall stand erect and rest firmly on their bases to
assure safety, good appearance, and provide for a stationary work
position. All components shall be plumb and level and shall have
identical range of modularity so that they are interchangeable
between workstations. The system shall be capable of being installed
over finished flooring without penetration or demarcation or the use
of floor fasteners so as to allow for reconfiguration without any floor
patching

(c) Refurbish Furniture offered in the following categories shall be
considered for award. These categories shall be defined by similar types
of products and include all related parts and accessories.

(d) Support Leadership in Energy and Environmental Design (LEED)
construction if/when applicable.

Description

Free Standing
Refurbish Furniture

Free Standing Desks, Tactics/Training, Conference Room Tables, Small Office
Tables, Side Tables, Dining Tables, Credenzas, Organization Accessories,
Reception, Laminate, Wood, Steel, Other

Modular Refurbish
Furniture

Demountable Walls, Systems Refurbish Furniture, Fabric Panels, Organization
Accessories, Lighting, Electrical connections and Internal Wiring, Other

Systems Refurbish
Furniture Solutions

Modular Refurbish Furniture, Chairs, Casegoods, Panels, Tools, Railings,
Electrical connections, Other

Storage/Casegoods

Steel Casegoods, Wood Casegoods, File Cabinets, Shelves (freestanding/wall
mounted), Cabinets, Book Case, Office Storage, Other

Classroom/Special
School Refurbish

Desks, Chairs, Tables, Cafeteria, Library, Early Education, Auditorium,
Dorm, Locker Room Refurbish Furniture, Other

Furniture
2.3.2 Items specifically NOT included within this solicitation |
(a) Rented or leased products;
(b) Sheets, blankets or other linen;
PART 2 of the Solicitation Documents SECTION 2-A: Scope of Work |

Template version 6.0 (28-JAN-2020) Page 3 of 39
|

AND

Arizona Department of
Request for Proposal Administration

we State Procurement
Solicitation No. BPM003632 .
ae Office
Description:

. : . 100 N 15th Ave., Suite 402
Refurbished Furniture and Related Services Phoenix, AZ 85007

(d) Appliances and electronic equipment except for modular Refurbish
Furniture connections and internal wiring approved by the State;

(e) Lighting except for modular Refurbish Furniture lighting;
(f) Flooring including raised flooring;

(g) Lab Refurbish Furniture; and

(h) Window coverings: blinds, drapes, etc.

(j) Beds, Mattresses, Frames. Other

) Design and layout plans

2.3.3 Install and De-install Services: Contractor shall perform all installations as requested
by the Customer. Installation services shall include the following:

(k)_ Installation officially begins once contractor physically arrives on site and
has communicated with point of contact. Assembly and installation of all
Refurbish furniture and components and the removal of packing and
other wastes from the site are considered installation services.

(Il) Any preparation of materials handled offsite shall not constitute a
charge to the state. (e.g. receiving, uncrating, inspection).

(m) Work shall be performed and completed in accordance with a work
schedule developed and coordinated with the using agency or point of
contact.

(n) All necessary fasteners, fittings, hardware, anchors, or other
necessary miscellaneous items, except tools, to successfully install
the Refurbish Furniture shall be provided by the Contractor at no
additional cost to the Customer;

(0) The Contractor shall supervise, direct the work, and be solely responsible
for all construction requirements, methods, techniques, sequences and
procedures, and for coordinating all portions of the work under the
contract;

(p) The Contractor shall employ a full-time qualified individuals and
necessary foremen and assistants, who shall be in attendance on the
project site during the entire installation period;

2.3.4 House Keeping.

a) Contractor shall keep the job site free from accumulation of refuse, scrap
materials and debris at all times. The site shall present a neat and orderly
appearance. All materials shall be removed from the site on a daily basis,
including loading, cartage, hauling and dumping. State dumpsters are not
to be used for disposal of those materials. This will be at the Contractor’s

PART 2 of the Solicitation Documents SECTION 2-A: Scope of Work
Template version 6.0 (28-JAN-2020) Page 4 of 39 “4

Arizona Department of

Request for Proposal Administration
itati State Procurement
Solicitation No. BPM003632
Description: Office
. . ; 5 00 h Ave., Suite 402
Refurbished Furniture and Related Services 1 theenme ne utes

qd)

expense. Final clearing and cleanup shall be done promptly and properly.
If not, the State shall have the right to employ others and charge the cost
to the Contractor, after first giving a three (3) working day notice of such
intent. Final payment shall be withheld, until the work area is determined
acceptable by the State,

Office areas are to be returned to the original state as before the
installation took place, and

The Contractor shall take precautions during the installation of any
product not to damage the premises or the property of the ordering
agency. If damages do occur as a result of operations under this contract,
the Contractor is responsible for ensuring that the affected area/item(s)
are returned/restored to their original condition or the Contractor shall
make restitution, as agreed up on by all parties.

Modular Refurbish Furniture Installations specifically: Contractor shall
include one (1) hourly rate for disassembly, moving, and reconfiguration
services in connection with systems and free standing Refurbish Furniture
installations that are not part of the initial purchase and installation. This
rate will serve as the basis for the actual cost estimate to be submitted
when a specific requirement is requested by a using agency.

In the case of reconfiguration projects only the actual working time (in
hours) necessary to complete the job shall be invoiced to the Customer.

2.3.5 Delivery. Contractor Shall:

¢)

Delivery is defined as transportation of the refurbished products from a
local distribution site to the Customers site. Delivery shall be made by
drop shipment or delivery. (Refer to Exhibit B)

Contractor(s) shall be able to deliver products and services to all State
Agencies and Purchasing Cooperative Members throughout the entire
State of Arizona. A timetable for delivery shall be provided by the
Contractor at time of quote;

Delivery shall be made within 30 days of receipt of a contract release
order/purchase order on items in stock. For specialty order items or
items not considered normal stock, extended delivery dates may be
allowed. In such cases, the extended delivery date shall be provided at
the time of quote;

Emergency or rush delivery requests by the Ordering Agency that require
special shipping and handling charges may be at the Ordering Agency's
expense, but only with prior written approval from the Ordering Agency.
Approved emergency or rush delivery shipping charges shall be added to
an invoice as a separate line item.

In the event an emergency or rush delivery is required as the result of an
error on the Contractor’s part all shipping and handling charges shall be the
responsibility of the Contractor.

2.3.6 Warranty

(a)

The Contractor must warrant the Refurbish Furniture products and

PART 2 of the Solicitation Documents SECTION 2-A: Scope of Work -

Template version 6.0 (28-JAN-2020}

Page 5 of 39

Refurbished Furniture and Related Services

Arizona Department of

Request for Proposal Administration

oe ae State Procurement
Solicitation No. BPM003632

Description: lng
ptton: 100 N 15th Ave., Suite 402

Phoenix, AZ 85007

(c)

materials offered under this contract for a minimum of five years
contractor must provide the warranty for the products and materials
offered in this solicitation as follows:
i. Systems Solutions & Modular Refurbish Furniture

ii. Seating

iii. Free Standing Refurbish Furniture

iv. Storage and Case Goods

v. Classroom / Special School Refurbish Furniture

Products (including parts and components) that fail under normal use as a
result of a defect in design, materials, workmanship, or installation shall
be repaired or replaced free of charge (including labor, delivery, and
installation) throughout the warranty period.

Products that require warranty repair or replacement must be repaired or
replaced within a reasonable time frame, or within a time frame that is
agreed to in writing. This process is to ensure sufficient lead time for
ordering warranty parts, components or products during the entire
warranty period.

End of Section 2-A

PART 2 of the Solicitation Documents
Template version 6.0 (28-JAN-2020)

| SECTION 2-A: Scope of Work =
J
| Page 6 of 39 4

Arizona Department of

Request for Proposal Administration
we State Procurement
Solicitation No. BPM003632 .
ae Office
Description:

100 N 15th Ave., Suite 402

Refurbished Furniture and Related Services Phoenix, AZ 85007

SECTION 2-B: Pricing Document

1.0 Compensation
1.1. COMPENSATION METHOD

Contractor will be compensated based on the final detailed written quote approved by the Customer. Pricing

shall not exceed the labor rates indicated on the Pricing Document. Hourly rates begin when the contractor

physically arrives onsite and communicates with the point of contact.

Refurbish costs shall not exceed 50% of replacement cost without prior written approval of the State

Procurement Office.

2.0 Pricing
2.1 CONTRACTOR'S BEST PRICING. Supplier warrants that, for the term of the Contract, the prices and discounts set
out in ATTACHMENT 4 PRICING to this Pricing Document, including any subsequent agreed amendment to it

(the “Contract Pricing”), will be equal to or better than the lowest prices and largest discounts, both separately

and in combination, at which Contractor sells equivalent services, items of equipment and materials.

2.1.1 That price-plus-discount equivalence (“Contractor's Best Pricing”) is intended to be irrespective of
whether or not those other sales have special purchase terms, conditions, rebates or allowances.

2.1.2 If Contractor's Best Pricing for equivalent services, items of equipment and materials is better than the
Contract Pricing, then Contractor agrees to adjust the Contract Pricing to match the Contractor’s Best
Pricing for all sales related to the Contractor made after the date when the Contractor’s Best Pricing
was first better than the Contract Pricing.

2.1.3 For clarification of intent, that date is intended to be the date when the difference first occurred,
which might have been before the difference was first identified. If it was before, then Supplier agrees
to charge at less than the Contract Pricing until the extended difference that would have been realized
(i.e., if the Contractor’s Best Pricing had been applied when it should have been) has been settled.

2.2 PRICING-ALL-INCLUSIVE:

2.2.1 Pricing is all-inclusive, including any ancillary fees and costs required to accomplish the Scope of Work
and all aspects of Contractor’s offer as accepted by State. Details of service not explicitly stated in the
Scope of Work or in Contractor's Offer, but necessarily a part of, are deemed to be understood by
Contractor and included herein. All administrative, reporting, or other requirements, all overhead costs
and profit and any other costs toward the accomplishment of the requirements in the Contract are
included in the pricing provided.

2.3. PRICE INCREASES:

2.3.1 The State may review a fully documented request for a price increase. The requested increase shall be
in writing and be based upon a cost increase to the contractor that was clearly unpredictable at the
time of the offer and is directly correlated to the price of the product concerned. Contractor must
provide conclusive evidence of a need for any price increases such as being substantiated by the
Producer Price Index, Consumer Price Index, or similar pricing guide.

(a) Initial Contract prices will be honored for one year after award of Contract.
PART 2 of the Solicitation Documents SECTION 2-B: Pricing Document ) |

Template version 6.0 (28-JAN-2020) | Page 7 of 39 2

Arizona Department of

Request for Proposal Administration
ae State Procurement
Solicitation No. BPM003632 .
Description: Office ;
Refurbished Furniture and Related Services Fou, eee

(b) All written requests for price adjustments made by the contractor shall be initiated thirty (30)
days in advance of any desired price increase to allow State sufficient time to make a fair and
equitable determination to any such requests. This may be waived upon proper documentation
demonstrating the urgency of the request.

(c) All price adjustments will be implemented by a formal contract amendment. State shall determine
whether the requested price increase or an alternate option is in the best interest of State.

2.4 PRICE REDUCTIONS:

2.4.1 Price reductions shall be immediately passed along to State and may be submitted in writing to State
for consideration at any time during the Contract period. The contractor shall offer State a price
reduction on the Contract product(s) concurrent with a published price reduction made to other
customers. State at its own discretion may accept a price reduction. The price reduction request shall
be in writing and include documentation showing the actual reduction of cost. Sales promotions
requests shall include difference in pricing, begin, and end date of promotion along with the products
covered.

2.5 ADDITIONAL CHARGES:

2.5.1 Any charges or fees not delineated in the Contract may not be added, billed, or invoiced under the

Contract.
2.6 TRAVEL.

2.6.1 Contractor shall get written approval prior to any travel under the Contract in which reimbursement of
expenses will be requested. Contractor will be reimbursed for actual expenses incurred in accordance
with the current rates specified in State’s Travel Policy. Contractor shall itemize all per diem and
lodging charges. State Travel Policy, including State rates, may be located at https://gao.az.gov/travel .
The Eligible Entity / Customer shall reject any claim for travel reimbursement without prior written
approval.

3.0 Funding
No particular funding considerations apart from paragraph 4.4 [Availability of Funds for the Next State fiscal year] and
4.5 [Availability of Funds for the current State fiscal year] of the Uniform Terms and Conditions have been identified as
of the Solicitation date.
4.0 Invoicing
4.1 INVOICES GO TO BUYING ENTITY. Contractor shall submit all billing notices or invoices to the ordering Eligible
Entity/Customer (e.g. Eligible Agency or Co-Op Buyer) at the address indicated on the applicable Order
document or by utilizing the Buying Entity’s purchasing tool/process.
4.2 MINIMUM INVOICE REQUIREMENTS. Every invoice must include the following information:
Required
Bill-to name and address
PART 2 of the Solicitation Documents [ SECTION 2-B: Pricing Document |

Template version 6.0 (28-JAN-2020) | Page 8 of 39