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HomeMy WebLinkAbout2002-109 Agrmt & Revised PO - Pacific Office PO NUMBER 03454 ASHLAND, OR 97520 7/25/02 (541) 488-5300 VENDOR: 005961 SHIP TO: Ashland Planning Department PACIFIC OFFICE FURNISHINGS (541) 488-5305 421 SW SECOND AVENUE 20 E MAIN STREET PORTLAND, OR 97204-3403 ASHLAND, OR 97520 FOB Point: Req. No.: Terms: Net Dept.: FINANCE Req. Del. Date: Contact: Greg Scoles/Adam Hanks Special Inst: Confirming? No Quantity Unit ' DescriPtion unit ~ce . Ext. PHce THIS IS A REVISED PURCHASE ORDER Modular Office furniture systems ' i : · 69;056100 and Conference Room Furnishings · ,,for COmmunity Development and · Engineering Building Furniture Systems, Pages 1-16 (23) Workstations · ~ · (1) Building Division Library/Current ~ Plan Review Station . (1 ) Eng Library/Staff Meeting Area · Furnishings for.large Conference ~ ' . 4 756.00 Room, Per attached list, Page 1 (6) Lateral:File Cabinets 2,665.00 Design Services 1,800.00 Installation (Prevai ing Wage) . ' 9,938.00 As quoted, the follow ng s ncluded and is the responsibility of the supplied Pacific Office Furnishings: :- : : Complete delivery of a office furn shings to the new office building · · On Winburn Way in Ashlandl Com~ ete installation and set~up, and prevailing wage requirements t ?HI.q PilRO, XAsI~ IS 'pLACED AGAINST STATE OF OREGON CONTRACT #~,~.¢..~'THE ~MS SUBTOTAL 88,215.00 BILL TO: Account Payable AND CoNDrnoNs (rs & c's) OF SAID COI,ilT',,ACT TAX 0.00 20 EAST MAIN ST APP',Y TO THIS PURCHASE AND TAKE P?~C_~2~;!CE FREIGHT 0.00 541-552-2010 OVER ~,~.~,. OTHE,I~ 'rs ~ c'.s '~r[TEN OR ;~FI..IF.J~' TOTAL 88,215.00 ASHLAND, OR 97520 Account Number · , Amount A~,U, nt N~mber E 410.03.42.00.702100 88,215.00 ______________________ Note: Office furnishings for the Winburn way Hillah building and the new Library CITY OF ASHLAND REQUISITION FORM Date of Request: THIS REQUEST IS A: ? Change Order(existing PO # ) Required Date of Delivery/Service: ?42 Vendor Name: Address: y21 F vi -fe'ro,ld City, State, Zip: Phone: W 97205/- .7y or Fax Number S?? - -Zy z _ yd oc) Deliver Location Si Services Only Description Total Cost Solicitat ion Process: Exempt / jz 4 Ca:,gcl 3 Written Quotes (copies attached) C"' 1Y )e?t Sole Source invitation to Bid (copies on file) Less than $5000 Request for Proposal (copies on file) Account Number _ 'Please attach the Original signed contract and Insurance certificate. Materials Only Item # Quantity Unit Description Unit Cost Total Cost i e • a Account Number h11o-03- yg- ca_v- 70 ;2 qua 10-; Please attach the quotes. 1? - -- Employee Signature: ? Supervisor/Dept. Head Signatu NOTE: By signing this requisition form, I certify that the above request meets the City of Ashland Solicitation Proce: when necessary. G:FinancelProceeurelAP\Formsl8_Requisition form.doc Updated on:07/15/02 07/24/02 16:12 FAX 1 503 242 4229 PAC. OFFICE FURNISHINGS Z002 PAMIC OMCE r UR\lNGS ,,.4 Co.niniitww f(,Smkw 4:1 S.W. Second A eaue Portland, OMgon 97ZW3403 City of Ashland (503) 242-42H (503) M-4229 FAX A I)Miian or ra tfic Stntwnery PACIFIC OFFICE FURNISHINGS Terms and Conditions of Sale The following is a contract for purchases of office furnishings by City of Ashland (BUYER), from Pacific Office Furnishings (SELLER), for the new building project and for on-going furnishings requirements- Payment Terms. All purchases are subject to credit approval- If approved, credit terms are net 30 days. The Buyer may withhold payment for each item or items not delivered. When such items are delivered, they shall become respectively payable upon the delivery of each item. No payment shall be withheld on any invoice because of partial delivery of the entire project or phase or freight damage or loss. The BUYER agrees to pay a finance charge of 2% per month on all invoices not paid within credit terms as well as expenses, attorney fees and court costs which SELLER incurs by reason of BUYER'S default. SELLER shall have the right, in addition to other remedies provided by law, to terminate any contractual agreement with BUYER and/or to suspend further deliveries in the event BUYER fails to pay for any shipment when payment is due. Should the BUYER'S financial condition become unsatisfactory to SELLER, SELLER may require cash payments in such form, content and/or amounts, as SELLER, at its sole discretion, deems adequate for future deliveries of merchandise. Title to the subject merchandise will pass from the SELLER to the BUYER as the full purchase price for each order or phase is paid in full Initial Project The project will be installed and invoiced in one phase- The BUYER may withhold 10% payment on the final project until all punchlist items are resolved. BUYER and SELLER together will receive each shipment on site and check-in the product. The product will be invoiced upon receipt at site. Responsibility of the product once this receipt has occurred will be the BUYER'S. Each item will be installed by SELLER then inspected and puncblist formed by BUYER and SELLER before the installation invoicing is done by SELLER. Taxes- There are currently no tales in Oregon. Should this change or BUYER orders product to be shipped to another location, which requires tat, BUYER agrees to pay any applicable tax- Freight. All products will be quoted landed to BUYER'S dock. Insurance. Fire, Tornado, Flood, Theft and other insurance at the BUYER'S site and /or stored by the SELLER, will be provided and paid for by the BUYER. Shipments, Claims, Delays. • Merchandise delivered by SELLER. For orders delivered by SELLER., risk of loss passes upon delivery to BUYER. tf SELLER delivers merchandise, SELLER is responsible for filing claims for any transportation damage or loss- BUYER agrees to assist SELLER in filing any such claims. For the initial project phases, all product -will be shipped direct to site by SELLER and be received and considered accepted by the BUYER. Merchandise shipped directly from MANUFACTURER to BUYER. Merchandise shipped directly from MANUFACTURER to BUYER is shipped surface transportation with risk of loss passing to BUYER upon the MANUFACTURER'S delivery to the shipping Carrier. When BUYER receives Page 1 of 3 07/24/02 16:13 FAX 1 503 242 4229 PAC. OFFICE FURNISHINGS I&IM merchandise directly from MANUFACTURER, it is BUYER'S responsibility to file claims for transportation damage or loss. If this damage is noted on receipt from the Freight Company, the Freight Company will generally re-imburse 100% of the BUYER'S cost The BUYER would need to call the Freight Company for an inspection request and the Freight Company may elect to physically inspect the damage or issue a full refund or partial refund for parts to repair. In any case, BUYER will be responsible to pay SELLER for merchandise shipped by MANUFACTURER regardless of any transportation damage or loss- If the damage is concealed, and the damage is not noted on the Carrier's freight receipt, then BUYER will resolve the issue, and BUYER will pay SELLER- SELLER will assist BUYER with the freight claim process- BUYER may request special shipping, if such service is available. If added cost is incurred by a special request, such costs will be at BU'YER'S expense. SELLER Delays. SELLER'S order acknowledgment will state a shipping date, which is the MANUFACTURER'S best estimate of an approximate shipping date. However, SELLER shall not incur any liability to BUYER for MANUFACTURER'S failure to ship by any particular date. In no event shall the SELLER be liable for any loss or damage resulting ;5-om any failure, delay or interruption in shipment caused by act of any governmental authority or political subdivision thereof war, revolution, riot, disorder, or disturbance, strikes, or other labor disputes, fire, flood, acts of God or any cause not within the reasonable control of SELLER., whether of the class of causes enumerated or otherwise. • BUYER Delays. In the event that construction delays or other causes not within SELLER'S control force postponement of the installation, the furnishings will be stored until installation can be resumed, and will be considered accepted by the BUYER for purposes of payment. The BUYER shall pay transfer, storage, and handling charges incurred. Storage charges are 40 cents per cubic foot per month. Returns and Cancellations. All merchandise is special ordered to the BUYER'S specification. SELLER may at its sole discretion, authorize return or order cancellation of merchandise. Different manufacturers and lead-time programs have different cancellation policies. If the BUYER requires cancellation, SELLER would review with the manufacturer its policies. No returns or cancellations will be accepted without written consent from the SELLER- If retum authorization is given, the merchandise is to be shipped prepaid at BUYER'S expense- Restocking charges will be calculated based on 50% of invoice value of the returned items. if a cancellation before shipment by manufacturer is accepted, there may a cancellation charge subject to 30% of order value or more depending on MANUFACTURERS' cancellation charge. If SELLER mis-orders, then there would either be a full replacement or 100% credit issued to the BUYER. Seller's Right to Terminate on Buyer's Insolvency. If BUYER becomes insolvent, or if a petition in bankruptcy is filed by or against BUYER or if a receiver is appointed for BUYER, Then SELLER may refuse to make further deliveries to BUYER and may terminate any contractual relationship with BUYER upon written notice to BUYER without prejudice to any other rights of SELLER- Seller's Remedies In General on Buyer's Default. If BUYER wrongfully rejects the goods or fails to make payment when due or repudiates any contractual relationship it has with SELLER, SELLER may withhold delivery of any undelivered merchandise, stop delivery of such merchandise in possession of a carrier or other bailee, and recover damiages for nonacceptance or repudiation. Warranties. BUYER shall be limited to the warranties of the MANUFACTURER The Herman Miller warranty is attached. As between SELLER and BUYER, there is no warranty of any kind, express or implied, including but not limited to any implied warranty of merchantability or fitness for a particular purpose. Additional Costs. The BUYER may incur additional Costs if any of the following people and/or conditions exists: An electrical plan must be completed. The BUYER may have an electrician complete an electrical plan on the SELLERS drawings or on their own drawings- Should the SELLER be required to complete on electrical plan in Auto Cad, this service will be billed at $55.00 per hour. The BUYER prior to order entry has signed off all specifications and/or drawings. SELLER is not responsible for field measurements that may be different than drawings. Changes occurring during or after installation that require SELLER to recount, compare inventories and/or do new layouts will be considered billable service at $55.00 per hour. Hoisting engineer, elevator operator, elevator breakdown, obstructed space, storage and redelivery due to unfinished space, etc. Page 2 of 3 07/24/02 16:14 FAX 1 503 242 4229 PAC. OFFICE FURNISHINGS 0004 Changes either required or requested by BUYER will be considered a "Change Order" and additional charges will be estimated as necessary. BUYER agrees to have at least one representative available for day to day approval of such requests. There am, State Electrical Codes that will require the BUYER to be responsible for the following electrical issues: 1. Have a licensed electrician to review, consult and sign off on electrical drawings. 2. Have a licensed electrician connect all electrical feeds to the building. 3. Have a licensed electrician either physically connect the panel to panel electrical connections and receptacles, or be responsible for over-seeing the SELLERS installers. Delivery & Installation. SELLER or its assigned representatives will do all installations and reconfigurations. All prices are based on straight time (8;00 am. to 5.00 p.m. - Monday through Friday). All new projects or reconfigurations will be quoted case by case. Installations, partial reconfigurations and reconfigurations will be billed at an hourly rate of 533.50/man hour. Overtime or Holiday time will be quoted separately, per project- installations will be started when the floor or area is clear and free of other trades. A pre-inspection will be done by BUYER and SELLER to note any existing conditions and/or situations that prevent SELLER from installing. Other. Customer's Own Material (COM) and/or leather prices are subject to confirmation by the MANUFACTURER, and SELLER will not be bound to prices on this order until confirmed in writing, first by the MANUFACTURER to the SELLER and then by the SELLER to the BUYER. Should the BUYER decide to use COM for their project, the COM MANUFACTURER and BUYER will take full responsibility for estimating suitability of COM to the application, yardage accuracy, managing the process, and the long term availability of the COM. Assit?nment SELLER prior to ordering and invoicing must approve assignment of any invoice to third party in writing. Terms of Agreement This agreement is established for an ongoing SELLER & BUYER relationship- The Terms and Conditions set forth herein and in the above mentioned documents may not be varied except upon the written approval of both the SELLER and BUYER This agreement is effective July 24, 2002. Either party may give (30) days written notice to terminate- BUYE ?i of Ashland SELLER: By: _ By: Kim ? Title: f't1I+-? • _ Title Date: -r L7 6 0 Z -r Date: Page 3 of 3 CITY OF -ASH LAN D Memo DATE June 18, 2002 TO: Paula Brown FROM: Adam Hanks RE: Hillah Furniture Estimate Attached is the detailed breakdown of costs for the Herman Miller office systems using the state contract pricing through Pacific Office Furnishings in Portland. Also attached is the final plan layout for the building. The general breakdown is as follows: • 2? Workstations 30 inch work surfaces Task light 2 two drawer filing cabinets • 1 Building Division library/current plan review station • 1 Engineering Library/staff meeting area $69,056 • Furnishings for the large conference room $4,756 • 6 lateral file cabinets (4 for counter staff, 2 for Building Inspector area) $2,665 • Design Services (State contract requirement) $1,800 • Installation (Prevailing wage) $9,938 TOTAL ESTIMATE $88,215 Furniture for individual offices will be composed of existing components shared between the two departments, with minor exceptions that will be funded from division operating budgets. Furnishings for the break room and lobby have also not been included in this estimate. Existing furniture will be adequate for initial occupancy. As the departments "settle in" to the new space, specific furnishings for these areas should become clearer and should be reviewed for costs at that time. Office equipment costs have been reviewed and projected costs provided on a separate document as the costs 1'Or these items are based on monthly lease fees rather than a one time purchase price. Costs for DEPARTMENT OF P. COMMUNITY DEVELOPMENT Tel: 541-552-204E 20 East Main St Fax: 541-488-5311 , m Ashland, Oregon 97520 TTY: 800-735-2900 www.ashland.or.us these units will be allocated on a department and division basis once the needs have been determined. A draft estimate is attached identifying anticipated reuse and needed equipment. The contract should be finalized and furniture ordered at least 4 weeks prior to the carpet installation. Kim White with Pacific Office Furnishings has been and will be in contact with the general contractor to ensure that the proper timing will be met. DEPARTMENT OF COMMUNITY DEVELOPMENT Tel: 541-552-2046 ?. 20 East Main St Fax: 541-488-5311 Ashland, Oregon 97520 TTY: 800-735-2900 www.ashland.or.us U C L H cn - Q1 c c L (D cn L C Q) L Z J L i E [? 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E oo 2 O w w o° m cn - _ F 0 u) u) U co co 0 V S U v i x C7 `m a d £ E c c c a ? o C J Ol N [ ' W :- - N U F- 3: F- w CD O U O > NNNN ' NNNN NNNN f .......... _... _...___..... _ __._..____. ..__._.._._a_._.. w........... ... ----.._._..._. N - N --.__ _._._ N .. _-- p) c ? ' ? 1 ? . INS ' tNlN?? tNN? IN x ;0 :N I:N W) to r? co 4M m T T T T T 1 T = T T T T T T b z L3 1 w d L s 3 V V `Q V l 1 V d N N C7 N O N O U T O r N O i N ti i ca N 0) M c 0 U C CC Z Q O Jr V Q 6i :Q ? I? iN ; O O tD O CD O =1` m a? O ? t D as ?N Q LU i i e9 ? ?QJ ?C7 L6 0 i?n __ Q O d ? fJ) >fl i? . . . . . i - . ... . . _.-_ i Q ___.?.........? i 0 0 C6 tD ps O J ti ! •- icn ? i? G> !? 1 pQ i ti W ea ` `: is c Q :C h • ? 1VJ ?I CO CO ` fi W r 2 1 ? J ito* ieA Q N iN Y m D N Y m [SS i(P C 7 in _ r-1 y m !? m CD J? f 4] m W x 4 m O O O J 3: X 9) i0 3 ?? ?6 U) O (0 O ;- (6 Cn (D x Y co ( A (D Oo oX?0 m Q ??8ooa : ? ° R M aN a U aN U O 0_ o o_ o U D? O 47 m a) ca -J !&- m 0I U E_c cCI1 y rn E Q ? ?R? CLu °? !??rY , a m co U c m C 0 0 m O m !o m-a m P m i?? ?a L 1 b ?M o i? Z?m ?cfl 'm ? F- H x ?o `a a ° CN CIA lE i i ..?--,.. ._.._ ........ 0 y--.- ..., 0) V ' Q cp LL iLL :Q U) . V- - - i C4 I C.? N _Q N O N _r i` O zoo vi SDNIHSIME-U 3DIddo '??'d 6ZZb ZI'Z COS T ZVd LS:tT ZO/ZT,'LO STATE OF OREGON DEPARTMENT OF ADMINISTRATIVE SERVICES PURCHASING DIVISION PRICE AGREEMENT SUMMARY PAGE: 1 COMMODITY CODE: 42594 PA NUMBER: 6390 BUYER NAME: J. EVANS (503) 378-4647 REVISION NUMBER: 016 EFFECTIVE DATE: 05/20/2002 ITEM: SYSTEMS FURNITURE & COMPONENTS AGENCY: STATE AGENCIES AND APPROVED ORCPP MEMBERS CONTRACTOR: HERMAN MILLER 32930 KEYS LANDING SCAPOOSE OR 97056 PH#:(703) 227-2330 FAX:50354372210000 CONTACT: BONNIE CAMPBELL BRAND/TRADE NAME: ACTION OFFICE 1, 2, 3 PRICE. REFER TO SCHEDULE TERMS: NET 30 FOB: FOB DESTINATION CONTRACT PERIOD: JAN 1 1997 THROUGH JUL 31 2002 DAYS REQUIRED FOR DELIVERY: REFER TO SCHEDULE MINIMUM ORDER: NONE TRANSPORTATION CHARGES: BORNE BY CONTRACTOR OTHER CONDITIONS: DIRECT INQUIRIES TO: BONNIE CAMPBELL - HERMAN MILLER 32930 KEYS LANDING SCAPOOSE, OR 97056 CONTRACT EXTENDED TO 07/31/02. THE STATE AGENCY OR AGENCIES LISTED ARE REQUIRED TO PURCHASE FROM THE: CONTRACTOR WHEN PURCHASING THE ITEMS LISTED IN THE PRICE SCHEDULE UNLESS AN EXCEPTION IS INDICATED. IF PRODUCTS OR SERVICES PURCHASED UNDER THIS CONTRACT ARE UNSATISFACTORY ASSISTANCE MAY BE OBTAINED BY SUBMITTING A PURCHASING PERFORMANCE REPORT (FORM NO. 125-3001) TO THE QUALITY ASSURANCE UNIT OF THE PURCHASING DIV. THIS --ONTRACT COVERS ONLY THOSE ITEMS LISTED. DATE OF ISSUANCE: 11/20/1996 BID NO.: 10200026 96 STATE OF OREGON DEPARTMENT OF ADMINISTRATIVE SERVICES PURCHASING DIVISION PRICE AGREEMENT SUMMARY COMMODITY CODE: 42594 ITEM - 00001 UNIT - LT COMMODITY - 42594 PRICE - $0.0000 PANELS & COMPONENTS: Herman Miller, Action Office 1, 2, 3, which includes the Liaison Cabinet System. Published Price Lists dated September 1999 Action Office 3, June 5, 1995 Discoant Percentage (from Price List): Std ---- Leadtime -------- Quick Ship ----------- Purchase Lvl I ($ 0 - $ 416,667) 70% 65% Purchase Lvl II ($ 416,668 - $ 892,857) 72% 0% Purchase Lvl III ($ 892,858 - $1,442,308) 74% 0% Purchase -------- Lvl ----- IV ($1 ------- ,442,309 -------- - $2,083,333) -------------------- 76% --------- 0% ----------- ITEM - 00002 UNIT - LT COMMODITY - 42594 PRICE - -•- $0.0000 PANELS & COMPONENTS: Herman Miller, Ethospace REVISION NUMBER: 016 PA NUMBER: 6390 PAGE: 2 Published Price Lists dated September 1999 Discount Percentage (from Price List): Purchase Lvl I ($ 0 - $ 416,667) Purchase Lvl II ($ 416,668 - $ 892,857) Purchase Lvl III ($ 892,858 - $1,442,308) Purchase Lvl IV ($1,442,309 - $2,083,333) Std Leadtime ------------ 68% 70% 72% 72% Quick Ship 65% 0% 0 0% a 0% a (Freestanding lateral files and support cabinets are excluded from this discount schedule.) ---------------------------------------------------------------------•- STATE OF OREGUN DEPARTMENT OF ADMINISTRATIVE SERVICES PURCHASING DIVISION PRICE AGREEMENT SUMMARY COMMODITY CODE: 42594 ITEM - 00003 UNIT - LT COMMODITY - 42594 PRICE - FILING SYSTEMS: Herman Miller, Meridian Files Published Price Lists dated October 18, 1998 and July 5, 1999 $0.0000 Discount Percentage (from Price List): Std Leadtime Quick Ship Purchase Lvl I ($ 0 - $ 416,667) 50% ------------ ---------- 50% Purchase Lvl II ($ 416,668 - $ 892,857) 50% 0% Purchase Lvl III ($ 892,858 - $1,442,308) 50% 0% Purchase Lvl IV ($1,442,309 - $2,083,333) 50% 0% ---------------------------------------------------------------------- ITEM - 00004 UNIT - LT COMMODITY - 42594 PRICE - $0.0000 DELIVERY Published Price Lists dated June 5, 1995 & October 1, 1995 Discount Percentage (from Price List; over/above other discounts): Std Leadtime Quick Ship, Drop :whip (Service Level I) 0% 0% Inside Delivery (Service Level II) 0% 0% Installation (Service Level III) 0% 0% ---------------------------------------------------------------------- ITEM - 00005 UNIT - LT COMMODITY - 42594 PRICE - $0.0000 ADDITIONAL SERVICES (Optional Agency Use) Cost/hour Bill of Materials Preparation: $45.00 Furniture Moving & Related Services: $29.50 Design, CAD, & Layout Services: $45.00 Insta Lation: $29.50 PAGE: 3 REVISION NUMBER: 016 PA NUMBER: 6390 STiVfE Ur UREGUN DEPARTMENT OF ADMINISTRATIVE SERVICES PURCHASING DIVISION PRICE AGREEMENT SUMMARY COMMODITY CODE: 42594 PAGE: 4 REVISION NUMBER: 016 PA NUMBER: 6390 PRICE AGREEMENT #6390 **** ***** * *************** * * * * * ** * * * * * * * * * * * * * * * * * * * * * * * ,ontract Administrator: Jan Evans Central Purchasing Analyst .=address: Dept. of Administrative Services Central Purchasing Unit 1225 Ferry St. SE Salem, Oregon 97310 11 .elephone: ax: -Mail. 503-378-4647 503-373-1626 jan.i.evans@state.or.us TABLE OF CONTENTS PART I ---- System Furniture on Contract . . . . . Page 5 PANT II --- Participating Dealers. . . . . . . . . Page 5 PART III -- Additional Terms and Conditions. . . . Page 6 PART IV --- Specifications . . . . . . . . . . . . Page 18 The p-arpose of this price agreement is to provide "Systems Furniture to the State of Oregon and approved ORCPP members. For t:qe purposes of this contract, "systems furniture" shall mean panel supported systems furniture which is capable of supporting hang-on modular components and also capable of being connected as to create individual and group work station areas. This shall consist of freestanding panels, hanging components, work surfaces, paper handl?ng accessories, and side chairs and tables which are part of th.e systems furniture design. ERGONOMIC CHAIRS ARE SPECIFICALLY EXCLUDED. Contractors shall provide products and make available design services, installation, and related support services including inventory control. STATE OF OREGON DEPARTMENT OF ADMINISTRATIVE SERVICES PURCHASING DIVISION PRICE AGREEMENT SUMMARY PAGE: 5 COMMOD-TY CODE: 42594 REVISION NUMBER: 016 PA NUMBER: 6390 PART -- SYSTEMS FURNITURE ON CONTRACT 1.1 Prand: Herman Miller 1.2 Model Line available: a Action Office 1, 2, 3 I- Ethospace C' Meridian Files *****???x,t??r???*?**?*??*??*?F?r**?r?r??r*?**??,??e?r?r??r?t**,t**?r?e*?r?r**?*?e*,?*?r,? PART -- PARTICIPATING DEALERS 2.1 -he Contractor for this agreement is Herman Miller, Inc., manufacturer of Herman Miller Systems Furniture and Components- The Contractor (Herman Miller) is responsible for all product, sales and service connected with the use of this contract. However, the Contractor may utilize participating dealers to resell the manufacturer(s)' products, receive contract release orders and purchase orders and invoice the State directly. The State reserves the r-ght to allow the ordering agency(ies) to select the dealer(s) with which it chooses to work. 2.2 The following dealers are approved as participating dealers. HERMAN MILLER WORKPLACE RESOURCE - PORTLAND PA 7030 700 N.E. Multnomah Portland, OR 97232 Fax 503-238-3549 Phone: 503-238-1590 Contact: Terry Wren E-Ma_l: terry_wren@hermanmiller.com OFF__CE WORLD PA 7031 115 Cleveland Street Eugene, OR 97402 To11-free 800-541-5059 Phone: 541-687-9704 Fax 541-485-2910 Contact: Don Combs E-Ma_l: doncombs@officeworld.com STATE OF OREGON DEPARTMENT OF ADMINISTRATIVE SERVICES PURCHASING DIVISION PRICE AGREEMENT SUMMARY COMMO :TY CODE: 42594 PAC=IC OFFICE FURNISHINGS 415 SW Second Avenue Port Land, OR 97204 Phone: 503-242-4200 Fax 503-242-4229 Contact: Tess Healey E-Mail: tesshealey@aol. B3LIS HESS IN S NORTHWEST 2901 - 3rd Avenue, Suite 300 Seattle, WA 98121 Contact: Pam Sproul Ph: 206-615-9243 Fax: 206-448-4452 ema,l: Pam Sproul - psproul@binw.com CONTRACT DESIGN ASSOCIATES East 402 Sprague Spokane, WA 99202 Contact: Bruce Butterworth Ph: 509-624-4220 Fax 509-623-1777 ema-_l: Bruce Butterworth - OPjMBI Systems, Inc. 120' - Mercer Street Seattle, WA 98109 Contact: Monica Boucek Ph: 206-343-5800 Fax: 206-343-0231 email: Monica Boucek - cda@cdainteriors.com monicab@opmbi.com Saxton Bradley, Inc. 5701 - 6th Avenue South, Suite 520 Seattle, WA 98108 Contact: Ralph Saxton Ph: 206-762-7688 Fax 206-762-4480 PAGE: 6 REVISION NUMBER: 016 PA NUMBER: 6390 PA 7032 PA 9030 (Meridian Only Dealer) ernall: Ralph Saxton - sbi@saxtonbradley.com STATE Ur UKEUUN DEPARTMENT OF ADMINISTRATIVE SERVICES PURCHASING DIVISION PRICE AGREEMENT SUMMARY PAGE: 7 CCMMU)ITY CODE: 42594 REVISION NUMBER: 016 PA NUMBER: 6390 PART 'II -- ADDITIONAL TERMS AND CONDITIONS * * * * 4 , * * it * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * 3-1 Term of Agreement: The initial contract term shall be one (1) year Beginning on the commencement date and ending on the expiration date _inless terminated sooner in accordance with the termination provisions set forth herein. By mutual written consent of both parties, the State may, with sixty (60) days written notice, extend the d-ration of the contract, annually, for up to five (5) years or the maximum extent allowed by law, whichever is greater. 3.2 '-ermination: The contract, including extensions, may be terminated by mutual consent of both parties, or by the State, upon thirty (30) days written notice. 3.3 Performance: Failure to meet the performance requirements of this -ontract shall constitute breach of contract. 3.3.1 The State, by written notice to Contractor, may cancel _3 the whole or any part of this contract: a. If Contractor fails to provide the services required by this contract within the time specified or fails to perform any other provision of this contract; and b. If Contractor, after receipt of written notice from the State, fails to correct such failures within the number of days specified in the written notice- 3.3.2 The rights and remedies of the State provided in this clause shall not be exclusive and are in addition to any other rights and remedies provided by law or under this contract. 3.4 State Agency Purchases: All state agencies shall order directly from Contractor by using a Contract Release Order (CRO) or Purchase Order (PO). ?.4.1 Contractor shall invoice as instructed on the Contract Release Order or Purchase Order. ?.4.2 ALL ORDERS FOR STATE AGENCIES IN EXCESS OF $10,000 (LIST PRICE) REQUIRE PRIOR APPROVAL OF THE DEPARTMENT OF ADMINISTRATIVE SERVICES FACILITIES SECTION. STATE UE OREGUN DEPARTMENT OF ADMINISTRATIVE SERVICES PURCHASING DIVISION PRICE AGREEMENT SUMMARY PAGE: 8 COMMODITY CODE: 42594 REVISION NUMBER: 016 PA NUMBER: 6390 3.5 Purchases by ORCPP Members: Contractor agrees to sell from this agreement to authorized members of the State of Oregon's Cooperative Purchasing Program (ORCPP) who place orders using the CPO of PO process as designed by the ORCPP. 5.1 All terms and conditions of the contract shall apply to all ORCPP members. :.5.2 ORCPP members shall follow ordering procedures stated in their Cooperative Purchasing Agreement with the Department of Administrative Services' Purchasing Section. .5.3 Contractor shall invoice as instructed on the CRO or PO. ..5.4 Authorized ORCPP members can be verified on the VIP system under the menu option "Directories." 3.5 Ffices and Terms: Prices set forth include entire cost of prodiic-s and shall remain fixed, except as otherwise provided herein. ?.6.1 The Department of Administrative Services Purchasing Section may consider Contractor-requested changes in prices and discol..nts but only in the same proportion that changes have occurred in the manufacturer's latest published price list(s), discount schedt:.les, or other positive means of verification. 3.6.1.1 All information regarding any proposed price or discount change shall be submitted to the State in writing at least sixty (60) days prior to the proposed effective date and the State reser-yes the right to accept or reject any proposed changes in price-- or discounts. 3.6.1.2 If price or discount changes are accepted, they shall become effective at least sixty (60) days following the date on which the written change request notice is received by the Department of Administrative Services Purchasing Section. The State reserves the right to determine the acceptability of price verification documentation. 3.6.1.3 Increases shall apply to orders issued on or after she effective date of the increase. In the event of price increase(s), the State reserves the right to audit Contractor's books and records relating to cost or pricing data. .6.2 The State shall be given the immediate benefit of any price decreases. STATE UY uhil UU v DEPARTMENT OF ADMINISTRATIVE SERVICES PURCHASING DIVISION PRICE AGREEMENT SUMMARY PAGE: 9 COMMOD_TY CODE: 42594 REVISION NUMBER: 016 PA NUMBER: 6390 3.6.2.1 Contractor shall promptly notify the Department of Adm--nistrative Services Purchasing Section of the amount and effective date of each decrease. 3.6.2.2 This decrease shall apply to all orders placed on or after the effective date of the decrease. 3.6.2.3 Invoices shall reflect prices in effect on the date the Contract Release Order or Purchase Order was written. 3.6.2.4 Should such decreased prices again increase during the term of the contract, including extensions, the State shall honor the increase if it does not exceed the original contract price and if acceptable documentation verifying the increase is submita,:ed to the Department of Administrative Services Purchasing Section. The Purchasing Section shall determine what constitutes acceptable documentation. 6.3 Contractor represents that all prices, terms and beney-,s offered by Contractor in this agreement are equal to or better than the equivalent prices, terms and benefits being offered by Cor}ractor to any other state or local government unit or commercial customer. 3 6.4 Should Contractor, during the term of this agreement, enter into any contract, agreement or arrangement that provides lower prices, more favorable terms or greater benefits to any other such government unit or commercial customer, this agreement shall thereupon be deemed amended to provide the same price or prices, terms and benefits to the State. This provision applies to comparable products, supplies and services, and to purchasing volumes by the State that are not less than the purchase volumes of the government unit or commercial customer that has received the lower prices, greater benefits or more favorable terms. 3.7 Combined Orders: Contractor shall work with ordering agencies to combine agency and multiple-agency orders, in terms of similar geographic location, delivery schedules, and discount related to size of order, to the greatest extent possible, in order to maximize any d-?scount available. Grouped orders shall be entered as a single order on a single day with pricing based on the group order size. Contractor may limit such combined orders to periods of time for delivery not to exceed thirty (30) days. 3.8 Design Services: Contractor shall provide Design Services at the request of the agency in accordance with the fee structure estab-:_ished within the contract. STATE OF OREGON DEPARTMENT OF ADMINISTRATIVE SERVICES PURCHASING DIVISION PRICE AGREEMENT SUMMARY COMMODITY CODE: 42594 PAGE: 10 REVISION NUMBER: 016 PA NUMBER: 6390 3.8.1 "Design Services" is defined as the creation and provision of scaled workstation and furniture layout drawing(s) detailing all necessary components, parts and materials necessary to complete an installation. These services shall include all optional custom design, non-standard layout support and computer aided design (CAD) drawings. 3.8.2 All layouts require approval by the Department of Administrative Services Facilities Section prior to order placement. 3.9 Bill of Material Preparation: Contractor shall create and provide, at the request of the agency, complete Bill(s) of Materials in accordance with the fee structure established within the contract. Omissions, adjustments, excess parts, or additional parts necessary to allow the furniture system installation to be completed in a timely manner shall be the responsibility of the party creating the Bill(s) of Materials. 3.1C ;,ayout and Ordering Assistance: The State shall provide Contractor with an approved set of scaled workstation layout drawings which illustrate component sizes, panel heights and widths, locat-;ons, electrical designations, and accessories. 3.10.1 In addition, the State shall provide furniture layout plans which show workstation locations and cluster configurations, dimensions from workstation clusters to core elements, walls, cclumr.s and/or other identifiable building elements. ?.10.2 Contractor shall, if so requested and in accordance with the terms of the contract, develop Sill(s) of Materials from the approved workstation layout drawings and layout plans which include all parts and pieces necessary for complete installation of the product. 3.10.3 "Complete Installation" is defined as all workstations insta'led per the workstation and furniture layout drawings, aligned, leveled and all corrections completed, per the approved Bill(s) of Materials. 3.11 Project Quotation: Contractor shall submit a Project Quotation fer each order. 3.11.1 "Project Quotation" is defined as Contractor's guaranteed maximum project cost for each order and/or installation in accordance with the ordering agency's designated Delivery Service Level STATE OF OREGON DEPARTMENT OF ADMINISTRATIVE SERVICES PURCHASING DIVISION PRICE AGREEMENT SUMMARY PAGE: 11 COMMO")ITY CODE: 42594 REVISION NUMBER: 016 PA NUMBER: 6390 3.11.2 It shall be the ordering agency's responsibility to provide accurate Bill(s) of Materials, either via in-house preparation or contracting the service out. 11.3 Regardless of Service Level designated, Contractor shall provide complete, maximum project costs for each; including installation, if required. 3.12 Shipments: Componentry shall be delivered in shipments coordinated to complete each installation phase within schedule. 3{.12.1 Contractor is required to provide forty-eight (48) hour notice to the agency prior to actual delivery. :1.12.2 Contractor shall ship, deliver and stage, in accordance with the Delivery Service Level specified by the ordering agency, all floors of furniture at earliest possible install date to maximize the flush out of product emissions. 3.12.3 On orders, delivery of contract items shall not exceed the fDllowing: a. General Production - Delivery within sixty (60) calendar days of receipt of order by Contractor. b. Rapid Delivery (Quick Ship) - Delivery within thirty (30) calendar days of receipt of order by Contractor. State agencies require prior authorization for any Quick Ship order. Contractor shall make all standard products within its "Rapid Response" vocabulary available under the Rapid Delivery Program. CRO/PO's MUST CLEARLY IDENTIFY RAPID DELIVERY ORDERS 3.12.4 The Contractor shall coordinate with the State for the delivery, staging, and storage of the furniture and equipment in accordance with a mutually agreed upon schedule. 3.12.4.1 Receipt or delivery shall not be construed as acceptance of any furniture, furnishings or equipment prior to installation and Final Acceptance. 3.12.4.2 Contractor is required to ship all panels and Componentry in trucks designated for furniture only. 1ITtk t Ur uhtSUUIN DEPARTMENT OF ADMINISTRATIVE SERVICES PURCHASING DIVISION PRICE AGREEMENT SUMMARY COMMO`:)ITY CODE: 42594 PAGE: 12 REVISION NUMBER: 016 PA NUMBER : E-390 3.12.4.3 It shall be the Contractor's responsibility to mare all final destination delivery arrangements and for filing with the appropriate parties any and all freight claims subsequent to shipment, drop ship orders excepted. -.12.5 In the event Contractor is unable to deliver according to mutually agreed upon schedule, Contractor shall immediately provide written notification of inability to perform to the issuer of the Contract Release Order or Purchase Order. 3.12.5.1 The State reserves the right to cancel the order and make the purchase from another supplier. 3.12.5.2 Contractor shall be billed and shall reimb-;rse the State for the difference between contract pricing and actua price paid. 3.13 Packaging: All shipping containers shall be suitable for storage of the shipment contained therein. 3.13.1 No additional charges to the State will be allowed for packing, wrapping or shipping damage. 3.13.2 The Contractor will be responsible for the removal and proper recycling and/or disposal of discarded packaging materials from the site at no additional charge in accordance with the Delivery Service Level specified by the ordering agency. 3.13.3 No charges will be allowed for handling which includes, but is not limited to: packing, wrapping, bags, containers, reels, or packaging disposal unless otherwise stated herein. ;.13.4 Packing lists shall be enclosed with each shipment, indicating the contents therein. Contractor shall make every effort possible to use reduce waste and shall use recycled shipping products wherever feasible. 3.14 r.O.B. Destination: All products shall be delivered F.O.B. Destination, freight, insurance and handling borne by Contractor. Delivery shall not constitute acceptance. 3.15 7elivery: Note: THERE IS NO ADDITIONAL DISCOUNT OFFERED UNDER THIS CONTRACT TO UTILIZE DELIVERY SERVICE LEVELS I, II or III. DELIVERY LEVELS TWO AND THREE ARE SUBJECT TO ADDITIONAL SERVICE CHARGES OUTLINED IN ITEM 00005 OF THE MASTER CONTRACT. 51'1!k'1'1; Ur' UXhUU114 DEPARTMENT OF ADMINISTRATIVE SERVICES PURCHASING DIVISION PRICE AGREEMENT SUMMARY C0MMC-1TTY CODE: 42594 PAGE: 13 REVISION NUMBER: 016 PA NUMBER : 6390 :x.15.1 DELIVERY (SERVICE LEVEL I) - DROP SHIP: Where designated by the ordering agency, Contractor shall provide drop shipped delivery of products to the location stipulated by the agency- 3.15.1.1 Contractor shall bear responsibility for the products while in transit to the designated delivery location. Products shall be delivered to within fifty (50) feet of the entry or delivery door location. 3.15.1.2 Off-loading, inspection, and filing of any freig'-t claims shall be the responsibility of the ordering agency. Any damages or defects shall be indicated on the bill of lading by the recipient at time of delivery and reported to Contractor within forty-eight (48) hours of product arrival. 3.15.1.3 Contractor shall assist in the filing of claims, repairs or replacements, if necessary. 3.15.2 DELIVERY (SERVICE LEVEL II) to additional charges from item 00005 of designated by the ordering agency, Contr delivery of all products to the location Contractor shall off-load, inspect, file claims and deliver to the exact location - INSIDE DELIVERY: (Subject the master contract) Where actor shall provide inside stipulated by the agency. any necessary freight stipulated by the agency. .3.15.3 DELIVERY (SERVICE LEVEL III) - INSTALLATION: Where designated by the ordering agency, Contractor shall provide inside delivery and complete installation of all products to the location stipulated by the agency. 3.15.3.1 Contractor shall off-load, inspect and insta_1 all products; filing any necessary freight claims. 3.15.3.2 The State reserves the right to review the qualifications and experience of each individual who will assist in the actual installation (not for delivery) and to reject individuals who do not have previous experience installing the system proposed. 3.15.3.3 An identification of the installer and their direct experience in installation of the proposed system may be asked for at that time. 3.15.3.4 The State reserves the right to bid and to select- qualified installers for each project independent of the selection of the furniture system procured based on quality, performance, location, reputation, experience, etc. bl.tH1'L' Ur uxjt iUN DEPARTMENT OF ADMINISTRATIVE SERVICES PURCHASING DIVISION PRICE AGREEMENT SUMMARY PAGE: 14 COMMC`?ITY CODE: 42594 REVISION NUMBER: 016 PA NUMBER: 6390 3.15.3.5 Unless otherwise specifically requested by the purchasing agency, installation(s) shall be scheduled for normal working hours. The project site shall be clear of debris, existing furniture and/or contents prior to installation. Electric current, heat, lighting and elevator service (where applicable) shall be available as well as adequate facilities for off-loading, staging, moving and handling of products shall be provided. During installation, Contractor shall have adequate space to work and shall be reasonably free of conflict with other contractors or tradesmen. Contractor-caused delays of fifteen (15) calendar days or more from originally scheduled start date may result in Liquidated Damages. CLARI:`ICATION: Definition of normal business hours is as follows: Monday through Friday, 8 a.m. to 5 p.m. Overtime will be paid at the rate of 1 and 1/2 times the hourly rate for any work performed by the Contractors employees in excess of 8 hours a day/40 hours a weeA,- 10 hours a day/40 hours a week; Saturdays; Sundays or Holidays. 3.16 Order Cancellation: The State may cancel orders for standard items without penalty provided cancellation occurs five (5) or more weeks prior to shipment. 3.16.1 Cancellations less than five (5) weeks prior to shipment are subject to a twenty-five percent (25%) restocking charge. :3.16.2 Orders for non-standard products, Quick Ship products or standard orders three (3) weeks or less from shipment are not cancel-able. 3.17 Inspection and Rejection: Contractor shall bear all risk of loss, damage or destruction of products from date of order through date of delivery in accordance with the designated Delivery Service Level and the terms and conditions of this contract. With the exception of drop shipped orders, any shortage, damage, loss, injury or destruction shall be replaced by the Contractor within twenty (20) ::alendar days of notification of such. Drop ship orders shall be administered as per Delivery (Service Level I) Drop Ship provisions. 1.17.1 The State's inspection of all materials and equipment upon delivery is for the sole purpose of identification and shall not be construed as acceptance. Contractor shall be notified of any apparent defects in the materials or equipment discovered at the time of delivery in accordance with the terms and conditions of this contract. Without limiting any other rights of the State, the State at its option, may require the Contractor to: 5'1'H'1'L uk uh uu1V DEPARTMENT OF ADMINISTRATIVE SERVICES PURCHASING DIVISION PRICE AGREEMENT SUMMARY COMMOD TY CODE: 42594 PAGE: 15 REVISION NUMBER: 016 PA NUMBER: 6390 a. Repair or replace, at Contractor' expense, any or all of the damaged goods including removal and reinstallation, if installation was originally included; b_ Accept the return of any or all of the damaged goods. 3.18 Final Acceptance: Final Acceptance shall occur when all products have been ordered, shipped, delivered, installed and working to the complete satisfaction of the ordering agency or authorized ORCPP member. The agency or ORCPP member shall provide Contractor with written notification of such Final Acceptance. 3.19 ??etiarns/Restocking: The State may, at its option, return produr:s to Contractor for refund upon written acceptance by Contractor to do so provided the item is in unused condition and retur:,ed to Contractor in the unopened, original packing material. 1.19.1 The State shall submit a written request to the Contractor detailing reason(s) for such return. ?.19.2 Should Contractor dispute the request, Contractor shall submit the request, along with reasons for dispute, to the Department of Administrative Services Purchasing Section for final determination. .19.3 Refunds to the State shall be made within thirty (30) days of settlement. 19.4 The State may return any item freight prepaid, within five ?;-)) working days after receipt of item and return approval, provided the item is new, in an unused condition, and the item is returned in its original packaging material. .19.5 Restocking charges to be paid by the State after return approval shall be as follows: NET PURCHASE PRICE RESTOCKING CHARGE ------------------------------- ----------------- $ 0 - $500 (all orders) 0% $501 - greater (standard order) 25% 3.19.6 Orders for custom furniture, finishes or any products improperly specified by the ordering organization(s) are not eligible for re=urn and are non-refundable- b l'A-r Ul' UhhUUJq DEPARTMENT OF ADMINISTRATIVE SERVICES PURCHASING DIVISION PRICE AGREEMENT SUMMARY PAGE: 16 COMMOI) -TY CODE: 42594 REVISION NUMBER: 016 PA NUMBER: 6390 3.20 Product Warranty: Contractor shall provide comprehensive ten (10) year warranty on all products, parts, and components from date of Final Acceptance. "Single shift only" warranty is unacceptable. All materials, labor, and freight shall be included at no cost to the State. 3.21 Non-Obsolescence: Contractor shall provide compatible products, components, and parts for a period of twenty (20) years after date of Final Acceptance. 3 21.1 Compatible products are defined as products which are funct-onally compatible in terms of installation, use and aesthe7ics. 21.2 All such items shall be furnished under normal pricing conditions,- not as custom order items. 21.3 Contractor shall guarantee availability of awarded fabrics for a five (5) year period after the conclusion of the contract term. :? 21.4 The original contract discount level shall apply to these components, parts and fabrics. 3.22 Spare Parts: Contractor shall provide "in-field" adjustment parts -o complete initial installations in accordance with the approved furniture layouts at no additional cost to the State. When the change is the result of the approved layout not properly reflecting a building architectural condition or a departure from the pr or approved layout, the State shall bear any reasonable costs involved. 3.23 Catalogs and Price Literature. Contractor shall promptly furnish, upon request and without charge to State agency or authorzed ORCPP members, contract price lists and/or catalogs. 3.24 Training: Contractor shall provide, at no additional charge, up to -vhree (3) days of on-site training for State in-house maintenance personnel in the installation and reconfiguration of the furniture system yearly (minimum). 24.1 Installations performed by trained State or authorized ORCPP member personnel shall retain full warranty on all such produc;_. 24.2 A COPY OF CONTRACTOR'S INSTALLATION MANUAL MUST BE PROVIDED TO THE STATE UPON DELIVERY. slt?lr Ur Utcr'UUiv DEPARTMENT OF ADMINISTRATIVE SERVICES PURCHASING DIVISION PRICE AGREEMENT SUMMARY PAGE: 17 COMMOD'TY CODE: 42594 REVISION NUMBER: 016 PA NUMBER: 6390 24.3 Training shall be arranged and coordinated for agencies through the Department of Administrative Services Facilities Section. 3.24.3.1 AGENCIES SHALL NOTIFY FACILITIES AT LEAST THIRTY (30) DAYS PRIOR TO ANY REQUIREMENT FOR TRAINING. 3.24.3.2 Upon approval of Facilities, agencies may schedl-e and obtain training directly from Contractor. 3.25 Sales Report: Contractor shall furnish to the Department of Administrative Services Purchasing Section quarterly summaries of sales made under this price agreement. 25.1 The summaries shall clearly indicate the bid and contract numbers. 25.2 Sales reports shall provide information in the following specific categories: bid item number (if applicable), recyc-ed/non-recycled content, customer name (agency name), CRO/PO number date ordered, quantity ordered, unit price and extended total 3 25.3 Sales reports are due by the 15th day following the end of each calendar quarter. Calendar quarters end March 30, June 30, September 30 and December 31. 25.4 THE STATE OF OREGON DEPARTMENT OF ADMINISTRATIVE SERVICES PURCHASING SECTION RESERVES THE RIGHT TO CANCEL THIS CONTRACT IF SALES REPORTS ARE NOT RECEIVED AS SCHEDULED. 3.26 Customer Service Performance: It shall be the responsibility of the Contractor to ensure through visits to, and consultation with, the agencies that the product(s) supplied under this contract perform satisfactorily. 26.1 Further, Contractor shall perform all services required by th-s contract within the time specified in this contract, including extensions. 3.26.1.1 Contractor may provide all goods and services required under the Terms and Conditions of the contract directly or may utilize dealer(s) or dealer network(s). 3.26.1.2 The State reserves the right to allow the ordering agency(ies) to select the dealer(s) with which it chooses to work. bl'ATE Ur' UREUUA DEPARTMENT OF ADMINISTRATIVE SERVICES PURCHASING DIVISION PRICE AGREEMENT SUMMARY PAGE: 18 COMMO,=Y CODE: 42594 REVISION NUMBER: 016 PA NUMBER: E-390 3.26.1.3 REGARDLESS OF DEALER CHOSEN, MANUFACTURER SHALL BE THE CONTRACTOR AND ASSUMES FULL RESPONSIBILITY FOR COMPL=ANCE WITH ALL TERMS AND CONDITIONS. 3.26.2 All services shall be performed in the most highly professional manner, and in accordance with the utmost industry standards. Unless the means or methods of performing a task is specified elsewhere in this contract, Contractor shall employ methods that are generally accepted and used by the industry. 3.26.3 Failure to meet the performance requirements of this contract shall constitute breach of contract. 3.27 .iquidated Damages: In the event of delay of Contractor's delivery of product or performance under the terms of the contract, and in addition to and not in limitation of any other rights or remedies of the State, Contractor shall pay to the State actual costs incurred by the State as a result of such delayed delivery or performance as agreed liquidated charges unless such delay is caused by circumstances beyond Contractor's reasonable control and negligence. Waiver by the State of any rights to liquidated damages, as set forth herein, for any individual delay in delivery shall not be construed as a waiver of any rights or obligations to subsequent deliveries. ?,4??*x???F???r?*???r*??r?k,t?t*,F?*??*?e*,k***?**?e**??e*???F?e*,t?r?e?k**k?1r****???*** PART 'V -- SPECIFICATIONS 4 _ I : of ety : a. Limited panel size and weight relationships shall allow safe installation, handling, rearrangement and modification of all items. b. All products shall have carefully finished edges, including metal, which will not injure installers or users. All panels shall have full length trim covers. All products shall have radiuses and/or protected corners on components so that workers and installers do not injure themselves or damage other equipment with sharp corners. All products shall have radiuses and/or protected corners on components which ensure that users can move about without danger of injury, cuts, scratches or torn clothing. bl'XkTb uk CJKL'hU1V DEPARTMENT OF ADMINISTRATIVE SERVICES PURCHASING DIVISION PRICE AGREEMENT SUMMARY PAGE: 19 COMMODITY CODE: 42594 REVISION NUMBER: 016 PA NUMBER: 6390 e. All products shall have lightweight and radius edged doors on all file and box drawer fronts and overhead storage components to minimize the danger of injury should they accidentally close or fall during use of the storage component. t_ All clear and tinted glazed panels shall be constructed of a material that can be dropped or hit without breakage. This may imply plastic, Plexiglas, safety plate glass, etc., as consistent with fire safety requirements. g. Positive locking devices shall be integrated into all shelves and work surfaces to prevent the component from pulling out of the panel or wall mount if sat upon or heavily loaded. No screws shall be used for mounting or attaching components when panel mounted. Interior panel frame construction shall be metal or metal reinforced. Trim and raceway covers shall have smooth edges and radius corners and easily installed but stay firmly in place. 4.2 Fire Safety: a. Panels shall meet class A flame spread requirements established by N.F.P.A. 101 Life-Safety as tested per the A.S.T.M. E-84 tunnel test. 0. Components shall meet low-smoke generation requirements as tested per A.S.T.M. E-162. :. All fabric panels shall be constructed of inherently fire- retarding fabrics. .. All products shall provide safety in the event of fire and satisfy all state, national and local safety codes. 4.3 Maintenance: All products shall be easy to clean and clean around and include: a. Surfaces which wipe clean and do not easily stain. No component or surface shall be available in only chrome or other polished surfaces. Ai. Components which are, or can be, off the floor allowing easy access to vacuum cleaners and other cleaning equipment. STATE Ur UKL'?UUN DEPARTMENT OF ADMINISTRATIVE SERVICES PURCHASING DIVISION PRICE AGREEMENT SUMMARY PAGE: 20 COMMOD-TY CODE: 42594 REVISION NUMBER: 316 PA NUMBER: 6390 C Metal or plastic frames, edges and end or exposed surfaces which can be field-repaired and/or repainted with manufacturer supplied touch-up paint. Chrome, fabric and wood trim should be avoided. C" Components specifically designed for material movement between workstations, including files. Connections which do not require level floors or close tolerances to work, thereby simplifying installation, leveling and subsequent movement. f Panel connections shall require the absolute minimum number of pieces, screws, bolts, etc.. c Connectors shall be constructed of durable materials capable of withstanding the weight of loaded components as well as maintain integrity during the stress of movement under loaded conditions. h The connection system shall require minimal lifting during installation. All generations of past and future component dimensions and design shall be completely compatible with existing componentry. Enclosed drawer glides shall not snag or leave stains or marks on clothing of installers or users. 4.4 Aesthetics: El' Basic systems shall consist of color neutrality to allow for design longevity. b Basic systems shall have a selection of five (5) or more fabric grades, three (3) trim options, three (3) trim finish options, two (2) or more work surface laminate patterns and variety of laminate colors at the base or standard price level. S`1'ATL Ur UK-LSCsUN DEPARTMENT OF ADMINISTRATIVE SERVICES PURCHASING DIVISION PRICE AGREEMENT SUMMARY PAGE: 21 REVISION NUMBER: 016 COMMODITY CODE: 42594 PA NUMBER: 6390 4.5 Panels - Electrified & Non-electrified, Connectors, Trim, Electrical Connectors and Parts, and all other related Parts or Components: The system shall provide full acoustical panels with a minimum .65 NRC acoustical rating including raceway and trim, and tackable panels with a minimum .60 NRC acoustical rating. The sound transmission class (STC) shall be 27. ?.. The standard manufactured line shall provide 24" and 48" wide glazed panels. Panels of varying heights and widths must be available allowing varied finishes (fabric and glazing). State agencies must have prior approval from Department of Administrative Services Facilities to purchase glazed panels. The system shall be usable with conventional desks and other non- system componentry. The use of conventional furniture within the systems furniture cubicle will not effect the system stability. Fully electrified and non-electrified panel heights shall be available in at least one dimension of each of four ranges between 34" and 69" (approximately) including step- down capability between all panels offered in manufacturer's standard sizes. Straight panel-to-panel connections shall have no "creep" or added length to panel run due to connectors; 2-Way, 3-Way and 4-Way connections shall not exceed 3-1/2". Components shall be able to be wall hung/suspended from sheetrock wall utilizing wall-mount strips. Panels shall be capable of being connected electrically from an electrical outlet mounted in the face of the sheetrock wall. y. All panels, connectors, component hardware and accessories in the line shall be compatible and interchangeable. Components shall be easily secured and become rigid when in place. Panels shall be easily removed from a middle location without moving neighboring panels. Components shall be easily installed by staff with basic, simple instructions. 5TH"1'L' yr vic?uvly DEPARTMENT OF ADMINISTRATIVE SERVICES PURCHASING DIVISION PRICE AGREEMENT SUMMARY PAGE: 22 COMM07ITY CODE: 42594 REVISION NUMBER: 016 PA NUMBER: 6390 The system shall provide desk height, panel mounted, electrical and telephone outlets utilizing standard componentry meeting State of Oregon code. Panel system shall have UL listed method of bringing power to individual workstation at the baseline and beltline. All electrified panels shall contain a minimum of eight wire electrical circuits with one dedicated (separate neutral and ground wire) circuit. Baseline raceway capacity of 8 twenty-five pair cables. Vertical and horizontal wire management tools available. It must be possible to remove, redirect and replace wiring in any one of the circuits without removing the panel and without requiring any special tools. Non-electrified panels must be adaptable for electrical distribution at a later date without replacing the entire panel. U.L. approval is required. Electrical connection may be made via pigtail into wall outlets if allowed by and compliant with all codes. Consistent electrical pole connections shall also be available. Complete integrated voice and data communication port locations shall be available as part of the furniture system and factory installed. Extra outlet location shall be available to accommodate module without loss of duplex. State agencies must have prior approval from the Department of Administrative Services Facilities Section prior to purchase or installation of voice and data communication modules. 4.6 Attached and Unattached Components, Work Surfaces,-Work Lights, and a-l other related Accessories, Parts, Components, and Furniture: a. Panel-hung plastic laminate work surfaces shall be available in depths of 24" - 25" and 30". Nominal width of 30", 36", 42", 48", 60", and 72" are required. Paper management componentry shall be available as panel mounted on a bar system. Components must be able available to fit inside of shelves and overhead storage units. b likTV Ur UKL' lsUA DEPARTMENT OF ADMINISTRATIVE SERVICES PURCHASING DIVISION PRICE AGREEMENT SUMMARY COMMOD-TY CODE: 42594 PAGE: 23 REVISION NUMBER: 016 PA NUMBER: 6390 U Systems shall provide the capability of placing computer terminals or other pieces of electronic equipment within the workstation on a work surface which is end-supported to eliminate work surface deflection or vibration. Panel- supported work surface heights must be adjustable vertically in 1" increments from a height of 12" off the floor to 48" off the floor. System manufactured fully articulating keyboard trays shall be available allowing keyboards to be raised, lowered, pulled forward or recessed to a more comfortable height as well as components to tilt the terminal screen to avoid glare. C, Task lighting provided shall adequately minimize glare with diffusers and/or dimmers. Lamps shall be included. P System shall provide overhead shelving capable of being closed and locked as well as having a range of widths to fit all panel dimensions. Shelving shall be available with end heights of approximately 7" to 17". System shall be available with work surface-mounted pedestal drawer units as well as freestanding or mobile pedestal drawer units containing at least one box drawer and one file drawer. A separate pencil drawer component shall also be available. System shall not have gaps or openings between work surfaces when mounted side by side or between work surfaces and the panel to which they are mounted- Work surfaces shall be reconfigured easily and heights adjustable without disturbing adjacent components. Three or more options shall be available for supporting work surfaces (end panel, cantilever, flat bracket). Printer closets, storage cabinets, printer tables, printer shelving capabilities, under work surface storage units, and notched corner work surfaces shall be available as standard items. State agencies must have Department of Administrative Services Facilities Section approval prior to purchasing these components. System shall provide lateral file cabinets equal to or lower in height than the standard panel heights. D 11-11 n %-JE VL?L' Vvly DEPARTMENT OF ADMINISTRATIVE SERVICES PURCHASING DIVISION PRICE AGREEMENT SUMMARY PAGE: 24 COMMOL>ITY CODE: 42594 REVISION NUMBER: 016 PA NUMBER: 6390 All drawers and doors shall perform smoothly, without binding or racking. All drawers shall be constructed such that they may be pulled out their entire depth (nominal)- Overhead storage units shall operate to a fully opened position from a seated position from any location on the door. System shall provide file pedestal drawers which utilize depth of 24" and 30" work surfaces. File drawers shall fit both letter and legal size without any wasted space. overhead storage units and drawers shall be secured with an internal lock. m. Panels and components shall fit properly when in position with uniform product quality equal to or better than ,.ndustry standard. All defects, indirect and consequential costs of correcting, removing or replacing any or all defective materials or equipment shall be borne by Contractor. ?. All lockable components shall include locks, cylinders and keys. L>. All components shall be ergonomically adjustable, non- handed and not floor dependent. Contractor shall provide any component, hardware or part necessary for proper assembly, installation and operation even though that item is not specifically described in the bid specifications. If not included in Project Quotation, costs of same shall be borne by Contractor. * * E N I OF R E P O R T *** CITY OF ASHLAND 20 E MAIN ST. ASHLAND, OR 97520 (541) 488-5300 VENDOR: 005961 PACIFIC OFFICE FURNISHINGS 421 SW SECOND AVENUE PORTLAND, OR 97204-3403 FOB Point: Terms: Net Req. Del. Date: Special Inst: Page 1 /2 CITY RECORDER'S COPY DATE PQ NUMBER 07/25/2002 03454 SHIP TO: Ashland Planning Department (541) 488-5305 20 E MAIN STREET ASHLAND, OR 97520 Req. No.: Dept.: FINANCE Contact: Greq Scoles/Adam Hanks Confirming? NO Quantity It fae?crl 'fort Unit -Price Ext Price THIS IS A REVISED PURCHASE ORDER Modu{ar..Offfe Ftrti?teiiv?l3its 69,056.00 and Conference Room Fumishinqs _ or Coriimunity'beV`el©Aerttt nd Enqineerinq Buildinq Per attached list - Furniture Systems, Paqes 1-16 f23) Workstations (1) Buildinq Division Library/Current +fan Review Station (1) Enq Library/Staff Meetinq Area ui•nishin-o f_or'larae-Conference 4,756.00 Room, Per attached list, Page 1 Lateral File Cabinets 2,665.00 Desiqn Services 1,800.00 4nstai(ation (Prevailinq W.Olfo) 9,938.00 ?'As qubted;-the followillq is included and is the responsibility of the . 'pupplier/Pacific Office Furnishings: Complete delivery of all office urnishfiigs to`tf1e'n"6w.Offi6e building on Windburn Way in Ashland, complete 4n6t4llation and set-up '666prevalli6o wage requirements. 12.00 Eh devised purchase order 09717/.002 327.99 3,035.88 HMI Meridian Lateral File Cabinets, SUBTOTAL BILL TO: TAX FREIGHT TOTAL t Number Armo ` utit ACCgtutt;Number - AraOUnt E 410.03.42.00.702100 92 350.88 ,, ?,9 A 2- Authorized Signature VENDOR COPY . CITY OF ASHLAND 20 E MAIN ST. i ASHLAND, OR 97520 (541) 488-5300 VENDOR: 005961 PACIFIC OFFICE FURNISHINGS 421 SW SECOND AVENUE PORTLAND, OR 97204-3403 FOB Point: Terms: Net Req. Del. Date: Special Inst: Page 2 / 2 DATE PO NUMBER 07/25/2002 03454 SHIP TO: Ashland Planning Department (541) 488-5305 20 E MAIN STREET ASHLAND, OR 97520 Req. No.: Dept.: FINANCE contact: Greq Scoles/Adam Hanks Confirming? No 44antl Unit rition U?it'Prlce Ext. Price Part Number 26-4218-2, TS JT Ti E 9P N gP BB KD CB 1.00 Ctn Carton & No Dock Charqe for Lateral 200.00 200.00 file Cabinets "THIS PURCHASE IS PLACED, A1,NST STATE . OF OREGON CONTRACT 46390 AND 47032. THE JERMS AND CONDITIONS-crs`& C--SYOF , SAID CONTRACT APPLY TO THIS PURCHASE r iND'TAKE PRECEDENCE 0VffltAL:L OTHItOt-T's & C's WRITTEN OR IMPLIED." r p SUBTOTAL 92,350.88 BILL TO: Account Payable TAX 0.00 20 EAST MAIN ST FREIGHT 0.00 541-552-2010 TOTAL 92,350.88 nv- ??n?w, vn aiaGV u . NUmtier Amo4pt Account Number Amount ?y Aut razed Signature VENDOR COPY CITY OF ASHLAND A request for a Purchase Order REQUISTION FORM THIS IS A REQUEST FOR A: Date of Request: Required Date of Delivery/Service t4 Change Order (existing PO# ) ;V-- 0341rE/ Vendor Name: Pacific Office Furnishinsas Address: 421 SW Second Av City, State, Zip Portland, OR Phone: Project Title: Hillah office furniture Project Number: Description Total Cost Purchase of 12 additional filing cabinets for individual workstations ",21 C-e c ?G1 Account Number 4110- 03 412-00. 702!00 piease attach the original signed connect and insurance ceriiticates. Account Number Employee Signature: Supervisor/ Dept Head Signature: ?.ray4 NOTE: By signing this requisdion form,/ certify the the above request meets with Ctly of Ashland Sollddatim Process requirements and can be provided when necessary. G:PubwrkslEng%HiNeh-change_order.xls Updated on: 7/15M 0 r \J C> It" IT- QL-- l ?y LL C NJ Z fA Q O V coo 0 m =S e erf i M N N _ CO) ` i N S 's0 S Alp N D io N4 C J C O T[ ? i itg ? W a O o s$ a. Co s i N i cr ® _ C c m m: he a Q co $- L 0 o ,0 = m CO C.? co ~? -0€O C & O L ?NY a8 1"s { • A CD E! O a i'--LL L. ..? 2W d:cOC9 - ~ S ' cc Q ? • / ^ NQ x LL 1? L (iQQj Q?i/ice ' + ? [Z t+ r N ?O ;a. co 7I-W0CL )Z IM WmY 133 0 t6 ?7 W z do i = i= E r n S9NIHSINILIA $5d0 ,jvj But ZbZ c02 T XVA ZZ:S?? ?glr \9 VII N N N O O Q ?D m 9 m c m C m