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HomeMy WebLinkAbout9-11-23 City Council Meeting Agenda PacketAGENDA CITY COUNCIL MEETING CITY OF WHEAT RIDGE, COLORADO 7500 W. 29th Ave. Wheat Ridge CO September 11, 2023 6:30 pm This meeting will be conducted as a virtual meeting, and in person, at 7500 West 29th Avenue, Municipal Building. City Council members and City staff members will be physically present at the Municipal building for this meeting. The public may participate in these ways: 1. Attend the meeting in person at City Hall. Use the appropriate roster to sign up to speak upon arrival. 2. Provide comment in advance at www.wheatridgespeaks.org (comment by noon on September 11, 2023) 3. Virtually attend and participate in the meeting through a device or phone: • Click here to join and provide public comment • Or call +1-669-900-6833 with Access Code: 839 7870 2326 Passcode: 716419 4. View the meeting live or later at www.wheatridgespeaks.org, Channel 8, or YouTube Live at https://www.ci.wheatridge.co.us/view Individuals with disabilities are encouraged to participate in all public meetings sponsored by the City of Wheat Ridge. Contact the Public Information Officer at 303-235-2877 or wrpio@ci.wheatridge.co.us with as much notice as possible if you are interested in participating in a meeting and need inclusion assistance. CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL OF MEMBERS APPROVAL OF MINUTES Study Session Notes – August 21, 2023 APPROVAL OF AGENDA PROCLAMATIONS AND CEREMONIES National Hispanic Heritage Month Swearing-in Ceremony – Division Chief Eric Kellogg PUBLICS’ RIGHT TO SPEAK a. Public may speak on any matter not on the Agenda for a maximum of 3 minutes under Publics’ Right to Speak. Please speak up to be heard when directed by the Mayor. b. Members of the Public who wish to speak on a Public Hearing item or Decision, Resolution, or Motion may speak when directed by the Mayor at the conclusion of the staff report for that specific agenda item. c. Members of the Public may comment on any agenda item in writing by noon on the day of the meeting at www.WheatRidgeSpeaks.org. Comments made on Wheat Ridge Speaks are considered part of the public record. 1. CONSENT AGENDA a. Motion to approve payment to Insight Public Sector in the amount of $166,400.64 for the annual renewal of the Microsoft Enterprise Agreement, two one-year subsequent renewals and all subsequent payments b. Motion to award the Recreation Center heat recovery units replacement project to Reliant Mechanical Services, LLC. of Denver, Colorado, and approve subsequent payments in the amount of $1,250,000, with a contingency amount of $62,500, for a total non-to-exceed amount of $1,312,500 c. Motion to award the Courts Administrative Area Remodeling Project to Seven Point Construction, Inc., of Centennial, Colorado, and approve subsequent payments in the amount of $121,700, with a contingency amount of $24,340, for a total not-to-exceed amount of $146,040 d. Motion to award a contract to OfficeScapes, Inc., of Denver, Colorado to supply and install office furniture for the courts administrative area remodel project, and approve subsequent payments in the amount of $83,772.34, with a contingency amount of $4,188.00, for a total not-to-exceed amount of $87,960.34 PUBLIC HEARINGS AND ORDINANCES ON SECOND READING 2. Council Bill No. 19-2023 – an ordinance approving the rezoning of property located at 4735 Kipling Street from Commercial-One (C-1) to Mixed Use Commercial Interstate (MU-C Interstate) 3. Council Bill No. 23-2023 – an ordinance amending Chapter 2 and Chapter 26 of the Wheat Ridge Code of Laws, concerning the City’s subdivision and development review requirements, and making conforming amendments therewith ORDINANCES ON FIRST READING 4. Council Bill No. 24-2023 – an ordinance amending Article III of Chapter 22 of the Wheat Ridge Code of Laws concerning basic local telecommunications service DECISIONS, RESOLUTIONS, AND MOTIONS 5. Motion to accept the 2022 Financial Statements from CliftonLarsonAllen CITY MANAGER’S MATTERS CITY ATTORNEY’S MATTERS ELECTED OFFICIALS’ MATTERS STUDY SESSION NOTES CITY OF WHEAT RIDGE, COLORADO Hybrid - Virtual Meeting August 21, 2023 Mayor Starker called the Study Session to order at 6:32 p.m. This meeting was conducted both as a virtual meeting and hybrid, where some members of the Council or City staff were physically present at the Municipal building, and some members of the public attended in person as well. A quorum of members (eight) of Council were present in Council Chambers for this session. Mayor Starker welcomed the Council, other elected officials, staff, guests and interested citizens. The Mayor also explained the virtual/hybrid meeting format, how citizens will have the opportunity to be heard, and the procedures and policies to be followed. Council members present Scott Ohm, Judy Hutchinson, Korey Stites, Amanda Weaver, Leah Dozeman, Janeece Hoppe, and Rachel Hultin. Valerie Nosler Beck attended virtually, joining during the discussion of Item 2 on the agenda. Also present: City Clerk, Steve Kirkpatrick, City Manager Patrick Goff; Deputy City Manager, Allison Scheck; Mark Colvin, Finance Manager; Lauren Mikulak, Director of Community Development; Kathie Repola, Executive Director of the Lutheran Foundation; other staff and interested residents. Public’s Right to Speak No one came forward tonight. Note about Wheat Ridge Speaks: Members of the public may visit the Wheat Ridge Speaks website and enter written comments of up to 1,000 words on any Council agenda item. The deadline for the public to submit comments is 12:00 Noon Mountain Time on the day of a Council session so that Council members, other elected officials and City Staff have time to review the comments before the meeting on Monday evening. The City Clerk’s Office transcribes those Wheat Ridge Speaks comments into these minutes, placing each comment along with the record for that agenda item. No comments appeared in Wheat Ridge Speaks for this session of Council. 1. Presentation from Lutheran Foundation Issue Councilmembers Hoppe and Dozeman requested to add to a future study session a presentation from the Lutheran Medical Center Foundation. Kathie Repola, Executive Director of the Foundation came to the August 21 study session to provide such presentation. Presentation by Lutheran Foundation Staff from the Lutheran provided a detailed presentation about the Lutheran Hospital and the Foundation, supported with a multimedia presentation. The presentation addressed the history of the hospital and the timeline of recent and long past events. The Lutheran Foundation asked the City for a donation of $25,000. CM had comments and questions:  CM thanked the Lutheran Foundation staff for their informative presentation.  CM had questions about the future plans, and timelines, especially for the legacy campus.  CM had several questions about the request for a donation that would come with naming rights. 2. Proposition 123-Affordable Housing Update Issue Addressing housing affordability is one of the City’s and State’s most pressing issues. Colorado voters enacted Proposition 123 in 2022 that will make several hundred million dollars available for affordable housing statewide starting in late 2023. For a project to be eligible for these funds in Wheat Ridge, the City must file a commitment to increase its supply of affordable housing over the next three years to the State of Colorado, Division of Housing. This commitment is due by November 1, 2023. Staff Reports Ms. Mikulak gave a detailed presentation on the passage of Proposition 123 and the implications and opportunities for the City. She emphasized that many details are still forthcoming, but this is a significant potential source of funding to support the City affordable housing efforts. She also explained the requirements for participating, the actions the City and Council would need to take to receive these funds, which statewide will total $500 million – which will be distributed to municipalities and counties statewide.. Mr. Goff gave a forecast of about how many new affordable housing units the City would have to create and the potential funding to support those efforts. CM had questions:  Will the affordable housing units the City has already supported and funded be eligible for counting the number of required units? The answer is still unclear.  How will cooperating with Jefferson County work in terms of funding and counting new affordable housing units? Another answer that is still unclear.  Does staff feel that the City can achieve these goals? Staff supported moving forward.  CM had questions about how the funding will work, what the funding will support and similar key issues. Staff gave an answer, which again is subject to change.  CM expressed their interest in pursuing this opportunity. Staff reported that this funding is not a block but project by project funding. Staff will return at a later date when more details and regulations are announced by the State. Council will need to act in the coming two months, depending upon when the still fluid details solidify. MPT Stites proposed a consensus to move forward with staff’s recommendations. Consensus achieved. 3. Telecommunications Occupation Tax Issue The City’s code regarding the taxation of basic local telecommunication services requires revision. The current code is based on the false premise that Lumen (formerly US West, Qwest, and Century Link) is still the primary provider of telephone lines in the City. Based on this premise, competitors are charged a per line rate computed from Lumen’s number of lines and the flat occupation tax paid by Lumen per ordinance 1997- 1072. Due to the rapid decline of land lines provided by Lumen, the per line charge to other providers has risen substantially. Furthermore, the current code is confusing as to how cellular lines are treated from a taxation perspective. Staff Reports The types and means of delivery of telecommunication services has evolved significantly since the city enacted its telecommunication occupation tax code in 1997. The current code does not reflect the status of the telecommunications industry nor is it consistent with Wheat Ridge’s municipal neighbors. Staff recommends and update to the tax code to ensure equity, simplicity, revenue preservation and ease of administration for both telecommunications providers and City staff. Staff gave a detailed presentation that addressed the history of this existing tax including how the Wheat Ridge ordinance differs significantly from neighboring municipalities. Mr. Colvin provided a detailed and informative presentation on staff’s recommendations for updating the City Code on this tax, to address the massive changes that have occurred since the City last addressed this tax in 1997. CM had questions and comments:  CM thanked staff for their presentation and for their research into the minutia that was required.  CM commented that staff’s recommendation seemed like an obvious action the Council needs to take.  CM asked for some details about how other cities built and implemented their tax programs.  Will this change in the tax increase the competition among telecom provider?  How did staff come to the per line rate? It seems like a high rate of tax for many of our residents. CM Weaver proposed a consensus to direct staff to move forward with their recommendations and the draft ordinance in tonight’s Council packet. Consensus attained. 4. Staff Report(s) Mr. Goff had nothing further 5. Elected Officials’ Report(s) CM Hoppe reported that the WR Farmers Girls Softball team is 2-0. Come participate if only as a spectator to support young women’s athletics. CM Hultin announced that things are going very well at Happiness Gardens as the harvest begins. CM Stites announced two upcoming District III meetings on September 16 and October 14. Locations and timing to follow. CM Ohm announced a trash removal, litter clean-up that he attended recently. CM Nosler Beck thanked all who worked on the Mid-Century Modern Home Tours and all who attended a successful event, especially Local Works and the homeowners. CM Nosler Beck also announced that she will not run for re-election to Council in November. She loves the job and made a difficult decision to focus on her own healthcare and treatments (radiation and chemo for cancer). She does not believe she will have the energy to do both. She expressed her gratitude to all who have served with her. The Mayor thanked all of the presenters. ADJOURNMENT The Study Session adjourned at 8:08 pm. APPROVED BY CITY COUNCIL ON September 11, 2023. _________________________________ Steve Kirkpatrick, City Clerk _________________________________ Korey Stites, Mayor Pro Tem   PROCLAMATION NATIONAL HISPANIC HERITAGE MONTH September 15 to October 15, 2023 WHEREAS, Hispanic Americans have contributed greatly to our nation in all areas including science, art, music, sports, education, and public service; and have bravely served their country in large numbers in times of peace, war and in every way in our nation’s history; and WHEREAS, in 1968, Congress authorized President Lyndon B. Johnson to proclaim National Hispanic American Heritage Week and this observance was expanded in 1988 to a month-long celebration; and WHEREAS, during this month, Americans celebrate the traditions, ancestry, and unique experiences of those who trace their family background to Spain and Latin American countries; and WHEREAS, twenty-one percent of Wheat Ridge residents identify as Hispanic or Latino; and WHEREAS, throughout our history, Hispanic Americans have enriched the American way of life and we recognize the millions of Hispanic Americans whose love of family, hard work, and community have helped unite us as a nation; and WHEREAS, accomplishments made by Hispanic Americans serve as an inspiration to all who seek freedom, opportunity, and a new beginning for themselves and their children. NOW, THEREFORE BE IT RESOLVED that the Wheat Ridge Mayor and City Council wishes to recognize September 15 to October 15, 2023, as “National Hispanic Heritage Month” and encourage residents of Wheat Ridge to celebrate the cultural, professional, educational, and civic contributions of the Hispanic community. IN WITNESS THEREOF on this 11th day of September 2023. ______________________________ Bud Starker, Mayor ____________________________ Steve Kirkpatrick, City Clerk ITEM NO: 1a DATE: September 11, 2023 REQUEST FOR CITY COUNCIL ACTION TITLE: MOTION TO APPROVE PAYMENT TO INSIGHT PUBLIC SECTOR IN THE AMOUNT OF $166,400.64 FOR THE ANNUAL RENEWAL OF THE MICROSOFT ENTERPRISE AGREEMENT, TWO ONE-YEAR SUBSEQUENT RENEWALS AND ALL SUBSEQUENT PAYMENTS PUBLIC HEARING ORDINANCES FOR 1ST READING BIDS/MOTIONS ORDINANCES FOR 2ND READING RESOLUTIONS QUASI-JUDICIAL: YES NO _______________________________ ______________________________ Deputy City Manager City Manager ISSUE: The City’s current three-year Microsoft Enterprise Agreement expires on September 30, 2023. This three-year renewal continues the City’s subscription of Office 365 (including Exchange, SharePoint, OneDrive, and Teams), inclusive of implementation and support. Due to the COVID-19 emergency and the increase in remote workers, staff recommended migrating to Microsoft’s cloud computing solution with Office 365 and Teams with this renewal. During the cyber-incident recovery, staff completed the move from on-premise systems to the Microsoft 365 environment. Office 365 and Teams enables staff to collaborate remotely to a greater degree. PRIOR ACTION: The Microsoft Enterprise Agreement has been approved by Council since 2005. FINANCIAL IMPACT: The annual subscription costs $166,400.64. Funds are budgeted in the 2023 Information Technology budget. Council Action Form- Microsoft Enterprise Agreement September 11, 2023 Page 2 BACKGROUND: This is the 18th year participating in the Microsoft Enterprise Agreement (EA) program established by the State of Colorado in collaboration with Insight Public Sector. Prior to 2005, software licensing control and purchases were decentralized, non-standardized, and recordkeeping was sporadic and incomplete. In 2005, based on an Information Technology Division (IT) evaluation of the status of the City's software needs and requirements, IT Staff leveraged the City's purchasing power by engaging Microsoft in a five-year agreement to get the City of Wheat Ridge properly licensed. At that time, software became centrally managed by the IT Division. As a result, the City has been compliant with Microsoft's licensing rules and regulations since 2005. In addition, this program allows for discounts on software licenses, professional services and planning and training vouchers from Microsoft. RECOMMENDATIONS: Staff recommends approval of the annual renewal for the Microsoft Enterprise Agreement (year 1 of 3). RECOMMENDED MOTION: “I move to approve payment to Insight Public Sector in the amount of $166,400.64 for the annual renewal of the Microsoft Enterprise Agreement, two one-year subsequent renewals and all subsequent payments.” Or, “I move to deny payment to Insight Public Sector in the amount of $166,400.64 for the annual renewal of the Microsoft Enterprise Agreement for the following reasons: _________________.” REPORT PREPARED/REVIEWED BY: Jesse Dubin, IT Manager Whitney Mugford-Smith, Procurement Manager Allison Scheck, Deputy City Manager Patrick Goff, City Manager ATTACHMENTS: 1. Renewal Quotation 9/1/2023 Page 1 of 1 City of Wheat Ridge, CO Quotation:0623-City of Wheat Ridge1-MSEA-KJE Agreement Start Date: Date:August 8, 2023 Agreement End Date: Enrollment:51618432Contract:CTR060025 / 1782665 Part Number Item Name Level Purchase Period Pool Product Type Quantity Unit Price Extended Price Additional Products 359-00792 SQL CAL ALng SA Device CAL D Added at Signing Servers Software Assurance 40 37.69$ 1,507.60$ 228-04433 SQL Server Standard ALng SA D Added at Signing Servers Software Assurance 2 162.11$ 324.22$ 9EA-00278 Win Server DC Core ALng SA 2L D Added at Signing Servers Software Assurance 156 126.37$ 19,713.72$ 9EM-00270 Win Server Standard Core ALng SA 2L D Added at Signing Servers Software Assurance 28 19.39$ 542.92$ Annual Total:22,088.46$ Three Year Total:66,265.38$ **See Monthly Subscriptions on the next tab 1 Year Grand Total w/ Monthly Subscription:166,400.64$ 3 Year Grand Total w/ Monthly Subsciption:499,201.92$ Microsoft Enterprise Agreement True-up Guide 10/1/2023 9/30/2026 Confidential.EA At Signing Thank you for the opportunity to quote. ATTACHMENT 1 9/1/2023 Page 1 of 1 City of Wheat Ridge, CO Preliminary Renewal Quotation:0623-City of Wheat Ridge1-MSEA-KJE Subscription Start Date:10/1/2023 Date:August 8, 2023 Subscription End Date:9/30/2026 Enrollment:51618432 Contract:CTR060025 / 1782665 Year One: 12 Months 12 Part Number Item Name Level Purchase Period Pool Product Type Quantity Term Price Extended Price Enterprise Products AAD-34700 M365 G3 Unified FSA GCC Sub Per User D Non-Specific Servers Monthly Subscriptions-VolumeLicense 415 $328.49 136,323.35$ AAD-34704 M365 G3 Unified FUSL GCC Sub Per User D Non-Specific Servers Monthly Subscriptions-VolumeLicense 13 $386.43 5,023.59$ Additional Products J5U-00004 AzureprepaymentG ShrdSvr ALNG SubsVL MVL Commit Provision D Non-Specific Servers Monthly Subscriptions-VolumeLicense 1 $0.00 -$ DDJ-00001 Power BI Pro GCC Sub Per User D Non-Specific Servers Monthly Subscriptions-VolumeLicense 7 $91.12 637.84$ 7E7-00001 Project P3 FSA GCC Sub Per User D Non-Specific Servers Monthly Subscriptions-VolumeLicense 5 $232.74 1,163.70$ 9K4-00003 Visio P2 FSA GCC Sub Per User D Non-Specific Servers Monthly Subscriptions-VolumeLicense 10 $116.37 1,163.70$ NYH-00001 Teams AC with Dial Out US/CA GCC Sub Add-on D Non-Specific Servers Monthly Subscriptions-VolumeLicense 428 $0.00 -$ 12 Month Total:144,312.18$ Year Two: 12 Months 12 Enterprise Products AAD-34700 M365 G3 Unified FSA GCC Sub Per User D Non-Specific Servers Monthly Subscriptions-VolumeLicense 415 $328.49 136,323.35$ AAD-34704 M365 G3 Unified FUSL GCC Sub Per User D Non-Specific Servers Monthly Subscriptions-VolumeLicense 13 $386.43 5,023.59$ Additional Products J5U-00004 AzureprepaymentG ShrdSvr ALNG SubsVL MVL Commit Provision D Non-Specific Servers Monthly Subscriptions-VolumeLicense 1 $0.00 -$ DDJ-00001 Power BI Pro GCC Sub Per User D Non-Specific Servers Monthly Subscriptions-VolumeLicense 7 $91.12 637.84$ 7E7-00001 Project P3 FSA GCC Sub Per User D Non-Specific Servers Monthly Subscriptions-VolumeLicense 5 $232.74 1,163.70$ 9K4-00003 Visio P2 FSA GCC Sub Per User D Non-Specific Servers Monthly Subscriptions-VolumeLicense 10 $116.37 1,163.70$ NYH-00001 Teams AC with Dial Out US/CA GCC Sub Add-on D Non-Specific Servers Monthly Subscriptions-VolumeLicense 428 $0.00 -$ 12 Month Total:144,312.18$ Year Three: 12 Months 12 Enterprise Products AAD-34700 M365 G3 Unified FSA GCC Sub Per User D Non-Specific Servers Monthly Subscriptions-VolumeLicense 415 $328.49 136,323.35$ AAD-34704 M365 G3 Unified FUSL GCC Sub Per User D Non-Specific Servers Monthly Subscriptions-VolumeLicense 13 $386.43 5,023.59$ Additional Products J5U-00004 AzureprepaymentG ShrdSvr ALNG SubsVL MVL Commit Provision D Non-Specific Servers Monthly Subscriptions-VolumeLicense 1 $0.00 -$ DDJ-00001 Power BI Pro GCC Sub Per User D Non-Specific Servers Monthly Subscriptions-VolumeLicense 7 $91.12 637.84$ 7E7-00001 Project P3 FSA GCC Sub Per User D Non-Specific Servers Monthly Subscriptions-VolumeLicense 5 $232.74 1,163.70$ 9K4-00003 Visio P2 FSA GCC Sub Per User D Non-Specific Servers Monthly Subscriptions-VolumeLicense 10 $116.37 1,163.70$ NYH-00001 Teams AC with Dial Out US/CA GCC Sub Add-on D Non-Specific Servers Monthly Subscriptions-VolumeLicense 428 $0.00 -$ 12 Month Total:144,312.18$ 36 Month Total:432,936.54$ Confidential.EA Monthly Subscriptions Thank you for the opportunity to quote. ITEM NO: 1b DATE: September 11, 2023 REQUEST FOR CITY COUNCIL ACTION TITLE: MOTION TO AWARD THE RECREATION CENTER HEAT RECOVERY UNITS REPLACEMENT PROJECT TO RELIANT MECHANICAL SERVICES, LLC. OF DENVER, COLORADO, AND APPROVE SUBSEQUENT PAYMENTS IN THE AMOUNT OF $1,250,000, WITH A CONTINGENCY AMOUNT OF $62,500, FOR A TOTAL NOT-TO-EXCEED AMOUNT OF $1,312,500 PUBLIC HEARING ORDINANCES FOR 1ST READING BIDS/MOTIONS ORDINANCES FOR 2ND READING RESOLUTIONS QUASI-JUDICIAL: YES NO _________________________ Director of Public Works City Manager ISSUE: A project to replace the Recreation Center’s heat recovery units (HRUs) was included in the 2023 budget. The scope of the proposed project was developed by the Facilities staff with evaluation by an external mechanical engineer. Six heat recovery units will be replaced with new, energy efficient units through this project. Due to the long lead time to manufacture the units, installation will not occur until the spring of 2024. Staff recommends awarding a contract to Reliant Mechanical Services, LLC of Denver, Colorado in the amount of $1,250,000 plus a staff-managed contingency of $62,500 for a total not-to-exceed amount of $1,312,500. Council Action – Recreation Center Heat Recovery Units Replacement Project September 11, 2023 Page 2 PRIOR ACTION: None FINANCIAL IMPACT: The proposal from Reliant Mechanical Services, LLC includes all costs to procure and install the new heat recovery units. A 5% staff-managed contingency of $62,500 is recommended to account for unknown circumstances that might be encountered on the project. This contingency will only be utilized as needed. Contract Amount $1,250,000.00 5% Contingency $62,500.00 Total not-to-exceed Costs $1,312,500.00 $3,932,725 was included in the 2023 budget from the Urban Renewal Authority (URA) bond funds for three significant projects at the Recreation Center: • Roof Replacement • Parking Lot Repair • Heat Recovery Unit (HRU) Replacement Contracts for the roof replacement and parking lot repair were previously approved by the City Council and work on both projects has commenced. Costs for those two projects are anticipated to be less than the budgeted amounts, therefore, funds are available to cover the higher than anticipated costs for the HRU project. The following table shows a cost summary of the three projects: Projects Budget Cost* Net Roof Replacement $1,100,000.00 $981,158.00 $118,842.00 Parking Lot Repair $1,832,725.00 $589,400.72 $1,243,324.28 HRU Replacement $1,000,000.00 $1,312,500.00 ($312,500.00) Total $3,932,725.00 $2,883,058.72 $1,049,666.28 Available Remaining Budget $1,049,666.28 *-includes contingency amounts BACKGROUND: A heat recovery unit is a system that exchanges heat between two air sources at different temperatures. It is used to deliver filtered, fresh air into a building while extracting stale, stagnant air from the interior. A Request for Proposals (RFP) was issued in July 2023. One response was received on August 11, 2023. Based on staff’s evaluation of the proposal, the proposal is acceptable and within the estimated rough order of magnitude for total costs. Council Action – Recreation Center Heat Recovery Units Replacement Project September 11, 2023 Page 3 Project Schedule Upon execution of the contract, the contractor will authorize manufacture of the new units. The manufacturing process is expected to take approximately 6 months. Installation is anticipated to begin around April 1, 2024 and be completed within 60 calendar days or around the end of May, 2024. RECOMMENDATION: Staff recommends that City Council approve, by motion, a contract with Reliant Mechanical Services, LLC in the amount of $1,250,000 for the Recreation Center Heat Recovery Units Replacement Project, with allowance for a 5% staff-managed contingency in the amount of $62,500. RECOMMENDED MOTION: “I move to award the Recreation Center Heat Recovery Units Replacement Project and approve subsequent payments to Reliant Mechanical Services, LLC in the amount of $1,250,000, with a contingency amount of $62,500 for a total not to exceed amount of $1,312,500.” Or, “I move to deny award of the Recreation Center Heat Recovery Units Replacement Project to Reliant Mechanical Services, LLC for the following reason(s) __________________.” REPORT PREPARED/REVIEWED BY: Maria D’Andrea, Director of Public Works Whitney Mugford-Smith, Procurement Manager Patrick Goff, City Manager ATTACHMENTS: 1. Contract with Reliant Mechanical Services, LLC RFP-23-0120-HRU Replacement Contract #0120 THIS AGREEMENT made this day of September 2023 by and between the City of Wheat Ridge, Colorado, hereinafter referred to as the “City” or “Owner” and Reliant Mechanical Services, 4910 Fox St., Unit B, Denver, CO 80216, hereinafter referred to as the “Contractor.” WITNESSETH, that the City of Wheat Ridge and the Contractor agree as follows: ARTICLE 1 – SERVICES The Contractor will serve as the City’s contractor and provide at a minimum all the professional services regarding the Heat Recovery Unit Replacement work required as per the agreed upon Statement of Work and the vendor’s response to the RFP (Exhibit A) incorporated herein by reference. ARTICLE 2 – TERM The work to be performed under this agreement may commence promptly after receipt of a fully-executed copy of the agreement and a Notice to Proceed issued by the City’s project manager, to the extent that the Contractor has been authorized to proceed by the City. The City anticipates the project work beginning on or around April 1, 2024 and completing within 60 days. The City may, upon mutual written agreement by the parties, extend the time of completion of services to be performed by the Contractor, if needed. This agreement is intended only for the duration of this project and is not eligible for renewal. ARTICLE 3 – PAYMENT AND FEE SCHEDULE It is understood and agreed by and between the parties hereto, that the City will pay the Contractor for services provided, and the Contractor will accept a not-to-exceed amount of one million two hundred fifty thousand dollars, ($1,250,000) as full payment for such services per contract period. Pricing will remain firm for each renewal period. The City operates on a calendar year as its fiscal year; as such, all invoices must be received no later than December 20, in order to be processed in the same calendar year. A.Invoices by Task Invoices will be submitted monthly by the Contractor for services performed and expenses incurred, pursuant to this agreement during the prior month. Payment is then made to the Contractor within thirty (30) days of receipt via Electronic Funds Transfer (EFT). The City may elect the alternative method of payment by the Treasurer’s Office through proper accounting procedures. B.Funding There is in effect within the City of Wheat Ridge, Colorado, a provision of the City’s Code of Laws which limits the amount for which the City will be liable to the amount expressly appropriated by the City Council, either through budgeted appropriation, or contract or bid award. The contractor is specifically advised of the provisions of this portion of the Code of Laws of the City of Wheat Ridge, which was enacted pursuant to ATTACHMENT 1 Ordinance 787, Series of 1989, and expressly incorporated herein. This contract is specifically subject to the provisions of said Ordinance and adopted Code Section. ARTICLE 4-SALES AND USE TAXES Don’t include sales or use tax in invoices, as the City of Wheat Ridge is exempt from City, County, State, and Federal sales and excise taxes. Certificates will be issued upon request. City of Wheat Ridge Sales Tax Exempt: 98-03515 ARTICLE 5 – INDEPENDENT CONTRACTOR In performing the work under this agreement, the Contractor acts as an independent contractor and is solely responsible for necessary and adequate worker’s compensation insurance, personal injury and property damage insurance, as well errors and omissions insurance. The Contractor, as an independent contractor, is obligated to pay Federal and State income tax on monies earned. The personnel employed by the Contractor are not and will not become employees, agents, or servants of the City because of the performance of any work by this agreement. The Contractor warrants that it has not employed or retained any company or person, other than a bona fide employee working solely for it, to solicit or secure this agreement, and that it has not paid or agreed to pay any company or person—other than bona fide employees working solely for the Contractor—any commission, percentage, brokerage fee, gifts, or any other consideration, contingent upon or resulting from the award or making of this agreement. For breach or violation of this warranty the City will have the right to annul this agreement without liability or in its discretion to deduct from the agreement price or consideration, or otherwise recover the full amount of such fee, commission, percentage, brokerage fee, gift, or contingent fee. ARTICLE 6 – INSURANCE In accordance with Article 4 above, the Contractor will furnish a certificate of insurance upon notification of award, and prior to performance. Work will not commence under this agreement until the Contractor has submitted to the City and received approval thereof, a certificate of insurance showing compliance with the following minimum types and coverages of insurance: Type of Insurance Minimum Limits of Liability Worker’s Compensation, Coverage A Statutory, including occupational disease coverage for all employees at work site. Employer Liability, Coverage B $500,000 per person $500,000 per accident $500,000 each disease Commercial General Liability (including Premises-Operations, Independent Contractor’s Protective, Broad Form Property Damage, and Contractual Liability) • Bodily Injury • Property Damage $1 million per occurrence $2 million aggregate $1 million per occurrence $2 million aggregate Professional Liability/ Errors and Omissions $1,000,000 each claim $1,000,000 aggregate An endorsement covering any explosion, collapse, and underground exposures, “XCU,” in the Commercial General Liability policy is also required. Comprehensive Automotive Liability (owned, hired, and non-owned vehicles) • Bodily Injury • Property Damage $2 million per occurrence $2 million per occurrence The City of Wheat Ridge will be named as additional insured on all liability policies. Insurance must include provisions preventing cancellation without 30 days prior notice by certified mail to the City. Nothing herein will be deemed or construed as a waiver of any of the protections to, which the agencies may be entitled pursuant to the Colorado Governmental Immunity Act, Sections 24-10-101, CRS, as amended. ARTICLE 7 – INDEMNIFICATION The Contractor agrees to indemnify, defend, and to hold the City and its agents, officials, officers and employees harmless for, from and against any and all claims, suits, expenses, damages, or other liabilities—including reasonable attorney fees and court costs arising out of damage or injury to persons, entities, or property causes or sustained by any person or persons to the extent caused by the negligent performance or failure of the Contractor to provide services pursuant to the terms of this agreement. ARTICLE 8 – EQUAL EMPLOYMENT OPPORTUNITY The Contractor will not discriminate against any employee or applicant for employment because of age, race, color, religion, sex, or national origin. The Contractor must adhere to acceptable affirmative action guidelines in selecting employees and will ensure that employees are treated equally during employment, without regard to age, race, color, religion, sex, or national origin. Such action includes —but is not be limited to the following: employment, upgrading, demotion or transfer, recruitment or recruitment advertising, layoff or termination, rates of pay or other forms of compensation, and selection for training—including apprenticeship. The Contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices provided by the local public agency setting forth the provisions of this nondiscrimination clause. The Contractor will cause the foregoing provisions to be inserted in all subcontracts for any work covered by this agreement so that such provisions will be binding upon each subcontractor—provided that the foregoing provisions will not apply to contracts or subcontracts for standard commercial supplies or raw materials. ARTICLE 9 – CHARTER, LAWS, AND ORDINANCES The Contractor at all times during the performance of this agreement, agrees to strictly adhere to all applicable Federal, State, and local laws, rules, regulations, and ordinances that affect or govern the work as contemplated under this agreement. ARTICLE 10 – LAW AND VENUE The laws of the State of Colorado will govern as to the interpretation, validity, and effect of this agreement. The parties agree that venue and jurisdiction for disputes regarding performance of this contract is with the District Court of Jefferson County, Colorado. ARTICLE 11 – TERMINATION The Contractor acknowledges that his failure to accomplish the work as described will be considered a material breach of the contract and entitle the City to consequential damages resulting from failures, acts, or omissions— including, but not limited to re-procurement costs, insufficient or improper work. The City and the Contractor agree that this agreement may be canceled for cause by either party, with a fifteen (15) day prior written notice. The cost of completing the portion of the work which remains unperformed at the time of such termination will be deducted from the contract price before payment is made. The City may terminate the agreement for its convenience, upon thirty (30) days written notice. In the event of such termination the Contractor will be paid for all work and expenses incurred up until the time of such termination. All work accomplished by the Contractor prior to the date of such termination will be recorded, and tangible work documents will be transferred to and become the sole property of the City, prior to payment for services rendered. ARTICLE 12 – NOTICES Contact Information City Contractor Name: Dan Beiers Jim Bohks Office Phone: 303-205-7554 303-888-5910 Email Address: Dbeiers@ci.wheatridge.co.us jimb@reliantchoice.com Address: 7490 W 45th Ave. 4910 Fox St., Unit B City, State, Zip Code Wheat Ridge, CO 80033 Denver, CO 80216 ARTICLE 13 – ASSIGNMENT AND SUBCONTRACTORS The duties and obligations of the Contractor arising hereunder cannot be assigned, delegated, nor subcontracted except with the express written consent of the City. The subcontractors permitted by the City will be subject to the requirements of this agreement, and the contractor is responsible for all subcontracting arrangements, as well as the delivery of services as set forth in this agreement. The contractor is responsible for the performance of any subcontractor. ARTICLE 14 – SEVERABILITY To the extent that the agreement may be executed and performance of the obligations of the parties may be accomplished within the intent of the agreement, the terms of this agreement are severable. Should any term or provision hereof be declared invalid or become inoperative for any reason, such invalidity or failure will not affect the validity of any other term or provision hereof. The waiver of any breach of a term hereof will not be construed as a waiver of any other term, or the same term upon subsequent breach. ARTICLE 15 – INTEGRATION OF UNDERSTANDINGS This agreement is intended as the complete integration of all understanding between the parties. No prior or contemporaneous addition, deletion, or other amendment hereto will have any force and effect whatsoever, unless embodied herein in writing. No subsequent novation, renewal, addition, deletion, or other amendment hereto will have any force or effect unless embodied in writing and signed by an authorized representative of the City and the contractor. ARTICLE 18 - DISADVANTAGED BUSINESS ENTERPRISES Disadvantaged business enterprises are afforded full opportunity to submit bids and will not be discriminated against on the grounds of race, color or national origin in consideration for an award. Consultants will insert this provision in all sub-contracts for any work covered by this Agreement, so that it will be binding upon each sub- consultant or sub-contractor providing labor or services. ARTICLE 19 – OWNERSHIP OF CONTRACT PRODUCTS All products produced from the awarded contract will be the sole property of the City. ARTICLE 20 - COOPERATIVE PROCUREMENT The City of What Ridge encourages and participates in cooperative procurement endeavors undertaken by or on behalf of other governmental agencies including the Multiple Assembly of Procurement Officials (MAPO) and the Cooperative Educational Purchasing Council (CPEC). We hereby request that and member of MAPO/CPEC by permitted to avail itself of this contract and purchase as specified by the contract resulting from this solicitation request, at the contract prices established therein. Each governmental entity would establish its own contract, issue its own orders, be invoiced directly, make its own payments and issue its own exemption certificates as required. It is understood and agreed that the City of Wheat Ridge is not a legally binding party to any contractual agreement made between another governmental entity and the successful vendor as a result of this solicitation. The City will not be liable for any costs or damages incurred by any other entity. ARTICLE 21- VENDOR PERFORMANCE FEEDBACK The City of Wheat Ridge has implemented a requirement for Project Managers to assess each vendor’s performance and issue a determination as to whether the City should award the vendor future City contracts. All contracts will need to be considered as part of the requirement. The following criteria will be evaluated annually for renewable contracts and at contract closeout for one-time agreements: a. Work completed on time b. Work completed within budget c. Work completed as per the Scope of Work d. Future awards recommendation ARTICLE 22 – INTERNAL TEAM REVIEW Each party has reviewed the items contained within this contract and recommend executing this contract to proceed with the agreed upon Statement of Work. ______________________________________ __________ Whitney Mugford-Smith, Procurement Manager Date Signed ______________________________________ __________ Daniel Beiers, Facilities Manager Date Signed ______________________________________ __________ Maria D’Andrea, Director of Public Works Date Signed ______________________________________ __________ Patrick Goff, City Manager Date Signed ARTICLE 23 – AUTHORIZATION Each party represents and warrants that it has the power and ability to enter into this agreement, to grant the rights granted herein, and to perform the duties and obligations described herein. IN WITNESS WHEREOF, the parties hereto have executed this agreement in two (2) copies, each of which shall be deemed an original on the day and year first written above. ATTEST: OWNER CITY OF WHEAT RIDGE 7500 W. 29TH AVENUE STEVE KIRKPATRICK, CITY CLERK WHEAT RIDGE, CO 80033 303-234-5900 DATE BUD STARKER, MAYOR (Seal) CONTRACTOR APPROVED AS TO FORM: Reliant Mechanical Services 4910 Fox St., Unit B Denver, CO 80216 GERALD DAHL, CITY ATTORNEY AUTHORIZED SIGNATURE ATTEST TO CONTRACTOR: PRINTED NAME NAME TITLE TITLE DATE DATE Page 1 of 3 Reliant Mechanical Services 4910 Fox St, Unit B Denver, Co 80216 Phone: 720-272-1009 service@reliantchoice.com Quote Number: 081023-1R Date:08/11/23 Customer: City of Wheat Ridge Job Description: Wheat Ridge Rec Center Scope of Work Included: Provide all labor, materials, and equipment to complete the scope of work described herein.• Mobilize and maintain safe access to the facilities throughout the entire project. • Project Scope to be performed on or about the 1st of April 2024.• Removal of (6) existing mechanical units and responsible disposal by contractor. •Installation of (6) new units by contractor.• All work to meet or exceed building code standards, local and international, published by the City of Wheat Ridge. •Replacement units are designed to fit on existing curbs, but contractor will be responsible for repair of roofing and flashing at curb upon installation.•All electric, plumbing, ductwork, and energy management work to be done by contractor. • Replacement units are designed to work with existing ducting, however, any pipe or ductwork to be completed by contractor. Any insulationremoved during install to be replaced by contractor. •Price to include labor and materials to complete job by contractor.• The contractor will be responsible for testing and certifying that all equipment is operational per manufacture. •Provide and maintain insurance per RFP requirements.•Clean duct work directly impacted by removal and installation of new units. Exclusions / Clarifications •This work is limited to the scope detailed above. •Price of material supplied is subject to change upon approved submittal return. •Any other labor and/or materials not specifically listed above will be additional if required. • Investment Price……$1,250,000.00 Reliant Mechanical Terms Apply, see pages 2 & 3 for details. This proposal is good for 30 days. This document in its entirety is the property of Reliant Mechanical Services and is confidential. Its contents may not be revealed to anyone except those employees and employers of the addressee that are directly involved in the purchasing decision and may not be used in solicitation of other suppliers or vendors. Price of the material is not locked it till approved submittal are approved. If pricing changes price changes will apply. Sincerely, Reliant Mechanical Services Customer Acceptance (type/printed name) Title Customer Acceptance (signature) Date Purchase Order Project Approach Upon successful award of the project, Reliant Mechanical Services will arrange a meeting with city officials and all involved parties to coordinate a schedule that ensures a safe and efficient replacement of the mechanical units, minimizing the impact on normal operations at the Wheat Ridge Recreation Center. The primary focus of the meeting will be: •Set up inspection time with representatives from Engineered Air when the units are delivered •Discuss demo and installation timeline of existing controls with Setpoint Systems Corporation•Determine best approach with City of Wheat Ridge and RMS Cranes for crane setup location, safe removal and installation of new units, and how to minimize business closure time. Page 2 of 3 TERMS AND CONDITIONS OF SALE – EQUIPMENT AND/OR SERVICE 1.PAYMENT AND TAXES- Payment shall be made net 30 days from date of invoice. Reliant Mechanical reserves the right to require cash payment or other alternative method of payment prior to shipment or completion of work if Reliant Mechanical determines, in its sole discretion, that Customer or Customer's assignee’s financial condition at any time does not justify continuance of the net 30 days payment term. In addition to the price,the Customer shall also pay Reliant Mechanical any taxes or government charges arising from this Agreement. 2.EXTRAS- Equipment, parts or labor in addition to those specified in this Agreement will be provided upon receipt of Customer’s written authorization and paid for as an extra and subject to the terms of this Agreement. 3.RETURNS- No items will be accepted for return without prior written authorization. Returned goods may be subject to a restocking charge. Special order and non-stock items cannot be returned. 4.SHIPMENT- All shipments shall be F.O.B. shipping point, freight prepaid and allowed to the job site. Shipment dates quoted are approximate. Reliant Mechanical does not guarantee a particular date for shipment or delivery. 5.PARTIAL SHIPMENT- Reliant Mechanical shall have the right to ship any portion of the equipment included in this Agreement and invoice Customer for such partial shipment. 6.DELAYS– In the event Reliant Mechanical is delayed in manufacturing, shipping or delivery by causes beyond the control and without the fault or negligence of Reliant Mechanical, including but not restricted to acts of God, acts of a public enemy, acts of government, acts of terrorism, fires, floods, epidemics, quarantine restrictions, freight embargoes, supplier delays, strikes, or labor difficulties, Reliant Mechanical is not obligated to pay pay any back charges by GC. 7.WARRANTY- Reliant mechanical warrants that all equipment, parts or components supplied hereunder will be free from defects in material and workmanship. Reliant Mechanical shall at its option repair or replace, F.O.B. point of sale, any equipment, part or component sold by Reliant Mechanical and determined to be defective within one (1) year from the date of initial operation or eighteen (18) months from date of shipment, whichever is earlier. Reliant Mechanical warrants that all service provided by Reliant Mechanical hereunder shall be performed in a workmanlike manner. In the event any such service is determined to be defective within ninety (90) days of completion of that service, Reliant Mechanical shall at its option re-perform or issue a credit for such service, Reliant Mechanical obligation to repair or replace any defective equipment, parts or components d u r i n g the warranty period shall be Customer’s exclusive remedy. Reliant Mechanical shall not be responsible for labor charges for removal or reinstallation of defective equipment, parts or components, for charges for transportation, handling and shipping or refrigerant loss, or for repairs or replacement of such equipment, parts or components, required as a consequence of faulty installation, misapplication, vandalism, abuse, exposure to chemicals, improper servicing, unauthorized alteration or improper operation by persons other than Reliant Mechanical. THIS WARRANTY IS GIVEN IN LIEU OF ALL OTHER WARRANTIES, EXPRESS, IMPLIED OR STATUTORY INCLUDING THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE. 8.WORKING HOURS– All services performed under this Agreement including major repairs, are to be provided during Reliant Mechanical normal working hours unless otherwise agreed. 9.ADDITIONAL SERVICE- Services or parts requested by Customer in addition to those specified in this Agreement will be provided upon receipt of Customer’s written authorization and invoiced at Reliant Mechanical prevailing labor rates and parts charges. Additional services or parts shall be supplied under the terms of this Agreement. 10.CUSTOMER RESPONSIBILITIES (Service Contracts only) – Customer shall: • Provide safe and reasonable equipment access and a safe work environment. • Permit access to Customer’s site, and use of building services including but not limited to: water, elevators, receiving dock facilities, electrical service and local telephone service. • Keep areas adjacent to equipment free of extraneous material, move any stock, fixtures, walls or partitions that may be necessary to perform the specified service. • Promptly notify Reliant Mechanical of any unusual operating conditions. • Upon agreement of a timely mutual schedule, allow Reliant Mechanical to stop and start equipment necessary to perform service. • Provide adequate water treatment. • Provide the daily routine equipment operation (if not part of this Agreement) including availability of routine equipment log readings. • Operate the equipment properly and in accordance with instructions. • Promptly address any issues that arise related to mold, fungi, mildew or bacteria. • Identify and label any asbestos containing material that may be present. The customer will provide, in writing, prior to the start of a job, a signed statement regarding the absence or presence of asbestos for any job where the building or the equipment to be serviced is older than 1981. Should this document state that no asbestos is present, the customer will also provide in writing the method used to determine the absence of asbestos. 11. EXCLUSIONS– Reliant Mechanical is not responsible for items not normally subject to mechanical maintenance including but not limited to: duct work, casings, cabinets, fixtures, structural supports, grillage, water piping, steam piping, drain piping, cooling tower fill, boiler tubes, boiler refractory, disconnect switches and circuit breakers. Reliant Mechanical is not responsible for repairs, replacements, alterations, additions, adjustments, repairs by others, unscheduled calls or emergency calls, any of which may be necessitated by negligent operation, abuse, misuse, prior improper maintenance, vandalism, obsolescence, building system design, damage due to freezing weather, chemical/electrochemical attack, corrosion, erosion, deterioration due to unusual wear and tear, any damage related to the presence of mold, fungi, mildew, or bacteria, damage caused by power reductions or failures or any other cause beyond Reliant Mechanical control. Reliant Mechanical shall not be required to perform tests, install any items of equipment or make modifications that may be recommended or directed by insurance companies, government, state, municipal or other authority. However, in the event any such recommendations occur, Reliant Mechanical, at its option, may submit a proposal for Customer’s consideration in addition to this Agreement. Reliant Mechanical shall not be required to repair or replace equipment that has not been properly maintained. 12. EQUIPMENT CONDITION & RECOMMENDED SERVICE (Service Contracts only) – Upon the initial scheduled operating and/or initial annual stop inspection, should Reliant Mechanical determine the need for repairs or replacement, Reliant Mechanical will provide Customer in writing an ‘equipment condition’ report including recommendations for corrections and the price for repairs in addition to this Agreement. In the event Reliant Mechanical recommends certain services (that are not included herein or upon initial inspection) and if Customer does not elect to have such services properly performed in a timely fashion, Reliant Mechanical shall not be responsible for any equipment or control failures, operability or any long-term damage that may result. Reliant Mechanical at its option will either continue to maintain equipment and/or controls to the best of its ability, without any responsibility, or remove such equipment from this Agreement, adjusting the price accordingly. Page 3 of 3 13.PROPRIETARY RIGHTS (Service Contracts only)- During the term of this Agreement and in combination with Certain services, Reliant Mechanical may elect to install, attach to Customer equipment, or provide portable devices (hardware and/or software) that shall remain the personal proprietary property of Reliant Mechanical. No devices installed, attached to real property or portable device(s) shall become a fixture of the Customer locations. Customer shall not acquire any interest, title or equity in any hardware, software, processes, and other intellectual or proprietary rights to devices that are used in connection with providing service on Customer equipment. 14.LIMITATION OF LIABILITY- Under no circumstances shall Reliant Mechanical be liable for any incidental, special or consequential damages, including loss of revenue, loss of use of equipment or facilities, or economic damages based on strict liability or negligence. Reliant Mechanical shall be liable for damage to property, other than equipment provided under this Agreement, and to persons, to the extent that Carrier’s negligent acts or omissions directly contributed to such injury or property damage. Reliant Mechanical maximum liability for any reason (except for personal injuries) shall consist of the refunding of all moneys paid by Customer to Reliant Mechanical under this Agreement. 15.CANCELLATION- Customer may cancel this Agreement only with Reliant Mechanical’s prior written consent, and upon payment of reasonable cancellation charges. Such charges shall take into account costs and expenses incurred, and purchases or contract commitments made by Reliant Mechanical and all other losses due to the cancellation including a reasonable profit. 16.RELIANT MECHANICAL TERMINATION – Reliant Mechanical reserves the right to discontinue its service any time payments have not been made as agreed or if alterations, additions or repairs are made to equipment during the term of this Agreement by others without prior agreement between Customer and Reliant Mechanical. 17.CLAIMS- Any suits arising from the performance or nonperformance of this Agreement, whether based upon contract, negligence, and strict liability or otherwise, shall be brought within one (1) year from the date the claim arose. 18.GOVERNMENT PROCUREMENTS- The components, equipment and services provided by Reliant Mechanical are “commercial items” as defined in Section 2.101 of the Federal Acquisition Regulations ("FAR"), and the prices of such components, equipment and services are based on Reliant Mechanicals commercial pricing policies and practices (which do not consider any special requirements of U.S. Government cost principles, FAR Part 31, or any similar procurement regulations). As such, Reliant Mechanical will not agree to provide or certify cost or pricing data, nor will Reliant Mechanical agree to comply with the Cost Accounting Standards (CAS). In addition, no federal government procurement regulations, such as FARs or DFARs, shall apply to this Agreement except those regulations expressly accepted in writing by Reliant Mechanical. 20. HAZARDOUS MATERIALS- Reliant Mechanical is not responsible for the identification, detection, abatement, encapsulating or removal of asbestos, products or materials containing asbestos, similar hazardous substances, or mold, fungi, mildew, or bacteria. If Reliant Mechanical encounters any asbestos or other hazardous material while performing this Agreement, Reliant Mechanical may suspend its work and remove its employees from the project, until such material and any hazards associated with it are abated. The time for Reliant Mechanical’s performance shall be extended accordingly, and Reliant Mechanical shall be compensated for the delay. 21. WASTE DISPOSAL - Customer is wholly responsible for the removal and proper disposal of waste oil, refrigerant and any other material generated during the term of this Agreement. 22. SUPERSEDURE, ASSIGNMENT and MODIFICATION- This Agreement contains the complete and exclusive statement of the agreement between the parties and supersedes all previous or contemporaneous, oral or written, statements. Customer may assign this Agreement only with Reliant Mechanical’s prior written consent. No modification to this Agreement shall be binding unless in writing and signed by both parties. 23. CUSTOMER CONSENT - Customer consents and agrees that Reliant Mechanical may, from time to time, publicize Reliant Mechanical related projects with Customer, including the value of such projects, in all forms and media for advertising, trade, and any other lawful purposes. 24. FOR WORK BEING PERFORMEND IN CALIFORNIA: Contractors are required by law to be licensed and r e g u l a t e d by the Contractors’ State License Board which has jurisdiction to investigate complaints against contractors if a complaint regarding a patent act or omission is filed within four years of the date of the alleged violation. A complaint regarding a latent act or omission pertaining to structural defects must be filed within 10 years of the date of the alleged violation. Any questions concerning a contractor may be referred to the Registrar, Contractors’ State License Board, P.O. Box 26000, Sacramento, California 95826. Contractor Information: Reliant Mechanical Services 4910 Fox St, Unit B Denver, CO 80216 Commercial Solutions Reliant Mechanical Services has been in buisness since 2013. We have numerous jobs under our belt. Ranging from small TI to major HVAC system overhaul. Our certified HVAC technicians stand behind their work. We are licensed, insured, and trained to work with various brands and projects. Reliant Mechanical provides our customers with world-class service. Among these services include: Commercial Air Conditioning and Heating Systems Include: •Service and Repairs •Replacement Systems •Filters and Filtration •Indoor Air Quality Controls •Building Maintenance Controls •Specialty Ventilation •Special Controlled Environment •Hot Water Heaters •Mini-Split Ductless Systems •Process Cooling •Retrofit •Rooftop Units •VFDs (Variable Frequency Drives) •Computer Rooms •Clean Rooms •Boilers •Pumps •New Construction •Portable Air Conditioners •Maintenance Programs •24/7 Emergency Services Reference Page Reliant Heating & Air Conditioning Services has multiple projects under our belt. Here is a list of some of the customers we have done work and type of work we did: Vance AFB – install new AHU Pueblo State Fair Event Center - Replace 5 70ton RTUs and install MAU Department of Military and Veterans Affair – major overhaul on existing HVAV system St Vraine School District - Replace 17 RTUs, upgrade controls Vance Air Force Base – Retrofit 5 boiler plants with total of 18,000,000 BTU Wind Crest Retirement Community – Replace 4 old water heaters with a 2 new PVI boilers and install new mixing station. Bertha High School Mapleton School District – Replace hot water valves and valve bodies on Fan Coil Units Tim Fieldmann - GH Phipps - Prospect VES - $1,700,000 303-356-2329 tim.fieldmann@ghphipps.com Dan Katzer - BroadStreet Realty - Multiple Projects - $200,000 719-302-5368 dank@k-c-c-i.com Lance Swanson - GTC - Multiple Projects - $1,500,000+ 303-772-4051 lswanson@gtc1.net ITEM NO: 1c DATE: September 11, 2023 REQUEST FOR CITY COUNCIL ACTION TITLE: MOTION TO AWARD THE COURTS ADMINISTRATIVE AREA REMODELING PROJECT TO SEVEN POINT CONSTRUCTON, INC. OF CENTENNIAL, COLORADO, AND APPROVE SUBSEQUENT PAYMENTS IN THE AMOUNT OF $121,700, WITH A CONTINGENCY AMOUNT OF $24,340, FOR A TOTAL NOT-TO-EXCEED AMOUNT OF $146,040 PUBLIC HEARING ORDINANCES FOR 1ST READING BIDS/MOTIONS ORDINANCES FOR 2ND READING RESOLUTIONS QUASI-JUDICIAL: YES NO _________________________ Director of Public Works City Manager ISSUE: A project to update the Courts administrative area was budgeted several years ago. The scope of the proposed project was developed by the Facilities staff in consultation with Courts staff. New flooring, painting, and lighting will be installed as well as modification to the two transaction windows where staff assists patrons to make them more functional and ADA accessible. New office furniture will be provided through a separate contract. Staff recommends awarding a contract to Seven Point Construction, Inc. of Centennial, Colorado in the amount of $121,700 plus a staff-managed contingency of $24,340 for a total not-to-exceed amount of $146,040. Council Action – Courts Administrative Area Remodeling Project September 11, 2023 Page 2 PRIOR ACTION: None FINANCIAL IMPACT: Funding for various Courts area security and remodeling projects was approved in the 2023 CIP Budget in the amount of $392,000. Several security-related projects have already been completed resulting in the following project cost summary: Budgeted Amount $392,000.00 Security Modifications (complete) $26,065.00 Administrative Area Remodeling $146,040.00 Office furniture – purchase & install $87,960.34 Total Projects Cost $260.065.34 Remaining Budget $131,934.66 A 20% staff-managed contingency of $24,340 is recommended to account for unknown circumstances that might be encountered on the project. The contingency amount is higher than a typical project where the final project scope and drawings have already been completed. This contingency will only be utilized as needed. Contract Amount $121,700.00 20% Contingency $24,340.00 Total not-to-exceed Costs $146,040.00 BACKGROUND: This project will be delivered through a design-build process whereby the contactor provides both design (engineering and architectural) and construction services in one package. Seven Point Construction has a unique understanding of the project details and the facility as they have completed numerous projects in the building prior to this project. They will utilize their architectural staff to develop the construction and permit drawings that define the final project scope. The design-build approach has proven to be cost effective and a highly efficient means of delivering projects. Project Schedule All work is expected to be completed by November 22, 2023. RECOMMENDATION: Staff recommends that City Council approve, by motion, a contract with Seven Point Construction, Inc. in the amount of $121,700 for the Courts Administrative Area Remodeling Project, with allowance for a 20% staff-managed contingency in the amount of $24,340. Council Action – Courts Administrative Area Remodeling Project September 11, 2023 Page 3 RECOMMENDED MOTION: “I move to award the Courts Administrative Area Remodeling Project to Seven Point Construction, Inc. and approve subsequent payments in the amount of $121,700, with a contingency amount of $24,340 for a total not to exceed amount of $146,040.” Or, “I move to deny award of the Courts Administrative Area Remodeling Project to Seven Point Construction, Inc. for the following reason(s) __________________.” REPORT PREPARED/REVIEWED BY: Maria D’Andrea, Director of Public Works Whitney Mugford-Smith, Procurement Manager Patrick Goff, City Manager ATTACHMENTS: 1. Contract with Seven Point Construction, Inc. SS-23-0135-Courts Updates Contract #23-0135 THIS AGREEMENT made this day of September 2023 by and between the City of Wheat Ridge, Colorado, hereinafter referred to as the “City” or “Owner” and Seven Point Construction, Inc., 7200 South Alton Way, Suite A340, Centennial, CO 80112, hereinafter referred to as the “Contractor.” WITNESSETH, that the City of Wheat Ridge and the Contractor agree as follows: ARTICLE 1 – SERVICES The Contractor will serve as the City’s contractor and provide at a minimum all the professional services regarding the Courts Department Updates required as per the agreed upon Statement of Work (Exhibit A) incorporated herein by reference. ARTICLE 2 – TERM The work to be performed under this agreement may commence promptly after receipt of a fully-executed copy of the agreement, to the extent that the Contractor has been authorized to proceed by the City. The City may, upon mutual written agreement by the parties, extend the time of completion of services to be performed by the Contractor, if needed. This agreement is in place only for the Courts Department Update project and is not eligible for renewal. ARTICLE 3 – PAYMENT AND FEE SCHEDULE It is understood and agreed by and between the parties hereto, that the City will pay the Contractor for services provided, and the Contractor will accept a not-to-exceed amount of one hundred twenty-one thousand seven hundred dollars, ($121,700.00) as full payment for such services per contract period. Pricing will remain firm for the length of the project. The City operates on a calendar year as its fiscal year; as such, all invoices must be received no later than December 20, in order to be processed in the same calendar year. A.Invoices by Task Invoices will be submitted monthly by the Contractor for services performed and expenses incurred, pursuant to this agreement during the prior month. Payment is then made to the Contractor within thirty (30) days of receipt via Electronic Funds Transfer (EFT). The City may elect the alternative method of payment by the Treasurer’s Office through proper accounting procedures. B.Funding There is in effect within the City of Wheat Ridge, Colorado, a provision of the City’s Code of Laws which limits the amount for which the City will be liable to the amount expressly appropriated by the City Council, either through budgeted appropriation, or contract or bid award. The contractor is specifically advised of the provisions of this portion of the Code of Laws of the City of Wheat Ridge, which was enacted pursuant to Ordinance 787, Series of 1989, and expressly incorporated herein. This contract is specifically subject to the provisions of said Ordinance and adopted Code Section. ATTACHMENT 1 ARTICLE 4-SALES AND USE TAXES Don’t include sales or use tax in invoices, as the City of Wheat Ridge is exempt from City, County, State, and Federal sales and excise taxes. Certificates will be issued upon request. City of Wheat Ridge Sales Tax Exempt: 98-03515 ARTICLE 5 – INDEPENDENT CONTRACTOR In performing the work under this agreement, the Contractor acts as an independent contractor and is solely responsible for necessary and adequate worker’s compensation insurance, personal injury and property damage insurance, as well errors and omissions insurance. The Contractor, as an independent contractor, is obligated to pay Federal and State income tax on monies earned. The personnel employed by the Contractor are not and will not become employees, agents, or servants of the City because of the performance of any work by this agreement. The Contractor warrants that it has not employed or retained any company or person, other than a bona fide employee working solely for it, to solicit or secure this agreement, and that it has not paid or agreed to pay any company or person—other than bona fide employees working solely for the Contractor—any commission, percentage, brokerage fee, gifts, or any other consideration, contingent upon or resulting from the award or making of this agreement. For breach or violation of this warranty the City will have the right to annul this agreement without liability or in its discretion to deduct from the agreement price or consideration, or otherwise recover the full amount of such fee, commission, percentage, brokerage fee, gift, or contingent fee. ARTICLE 6 – INSURANCE In accordance with Article 4 above, the Contractor will furnish a certificate of insurance upon notification of award, and prior to performance. Work will not commence under this agreement until the Contractor has submitted to the City and received approval thereof, a certificate of insurance showing compliance with the following minimum types and coverages of insurance: Type of Insurance Minimum Limits of Liability Worker’s Compensation, Coverage A Statutory, including occupational disease coverage for all employees at work site. Employer Liability, Coverage B $500,000 per person $500,000 per accident $500,000 each disease Commercial General Liability (including Premises-Operations, Independent Contractor’s Protective, Broad Form Property Damage, and Contractual Liability) • Bodily Injury • Property Damage $1 million per occurrence $2 million aggregate $1 million per occurrence $2 million aggregate Professional Liability/ Errors and Omissions $1,000,000 each claim $1,000,000 aggregate An endorsement covering any explosion, collapse, and underground exposures, “XCU,” in the Commercial General Liability policy is also required. Comprehensive Automotive Liability (owned, hired, and non-owned vehicles) • Bodily Injury • Property Damage $2 million per occurrence $2 million per occurrence The City of Wheat Ridge will be named as additional insured on all liability policies. Insurance must include provisions preventing cancellation without 30 days prior notice by certified mail to the City. Nothing herein will be deemed or construed as a waiver of any of the protections to, which the agencies may be entitled pursuant to the Colorado Governmental Immunity Act, Sections 24-10-101, CRS, as amended. ARTICLE 7 – INDEMNIFICATION The Contractor agrees to indemnify, defend, and to hold the City and its agents, officials, officers and employees harmless for, from and against any and all claims, suits, expenses, damages, or other liabilities—including reasonable attorney fees and court costs arising out of damage or injury to persons, entities, or property causes or sustained by any person or persons to the extent caused by the negligent performance or failure of the Contractor to provide services pursuant to the terms of this agreement. ARTICLE 8 – EQUAL EMPLOYMENT OPPORTUNITY The Contractor will not discriminate against any employee or applicant for employment because of age, race, color, religion, sex, or national origin. The Contractor must adhere to acceptable affirmative action guidelines in selecting employees and will ensure that employees are treated equally during employment, without regard to age, race, color, religion, sex, or national origin. Such action includes —but is not be limited to the following: employment, upgrading, demotion or transfer, recruitment or recruitment advertising, layoff or termination, rates of pay or other forms of compensation, and selection for training—including apprenticeship. The Contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices provided by the local public agency setting forth the provisions of this nondiscrimination clause. The Contractor will cause the foregoing provisions to be inserted in all subcontracts for any work covered by this agreement so that such provisions will be binding upon each subcontractor—provided that the foregoing provisions will not apply to contracts or subcontracts for standard commercial supplies or raw materials. ARTICLE 9 – CHARTER, LAWS, AND ORDINANCES The Contractor at all times during the performance of this agreement, agrees to strictly adhere to all applicable Federal, State, and local laws, rules, regulations, and ordinances that affect or govern the work as contemplated under this agreement. ARTICLE 10 – LAW AND VENUE The laws of the State of Colorado will govern as to the interpretation, validity, and effect of this agreement. The parties agree that venue and jurisdiction for disputes regarding performance of this contract is with the District Court of Jefferson County, Colorado. ARTICLE 11 – TERMINATION The Contractor acknowledges that his failure to accomplish the work as described will be considered a material breach of the contract and entitle the City to consequential damages resulting from failures, acts, or omissions— including, but not limited to re-procurement costs, insufficient or improper work. The City and the Contractor agree that this agreement may be canceled for cause by either party, with a fifteen (15) day prior written notice. The cost of completing the portion of the work which remains unperformed at the time of such termination will be deducted from the contract price before payment is made. The City may terminate the agreement for its convenience, upon thirty (30) days written notice. In the event of such termination the Contractor will be paid for all work and expenses incurred up until the time of such termination. All work accomplished by the Contractor prior to the date of such termination will be recorded, and tangible work documents will be transferred to and become the sole property of the City, prior to payment for services rendered. ARTICLE 12 – NOTICES Contact Information City Contractor Name: Daniel Beiers Michael Buck Office Phone: 303-205-7554 720-212-9385 Email Address: dbeiers@ci.wheatridge.co.us mbuck@sevenpointinc.com Address: 7490 W 45th Ave. 7200 S. Alton Way, Ste. A340 City, State, Zip Code Wheat Ridge, CO 80033 Centennial, CO 80112 ARTICLE 13 – ASSIGNMENT AND SUBCONTRACTORS The duties and obligations of the Contractor arising hereunder cannot be assigned, delegated, nor subcontracted except with the express written consent of the City. The subcontractors permitted by the City will be subject to the requirements of this agreement, and the contractor is responsible for all subcontracting arrangements, as well as the delivery of services as set forth in this agreement. The contractor is responsible for the performance of any subcontractor. ARTICLE 14 – SEVERABILITY To the extent that the agreement may be executed and performance of the obligations of the parties may be accomplished within the intent of the agreement, the terms of this agreement are severable. Should any term or provision hereof be declared invalid or become inoperative for any reason, such invalidity or failure will not affect the validity of any other term or provision hereof. The waiver of any breach of a term hereof will not be construed as a waiver of any other term, or the same term upon subsequent breach. ARTICLE 15 – INTEGRATION OF UNDERSTANDINGS This agreement is intended as the complete integration of all understanding between the parties. No prior or contemporaneous addition, deletion, or other amendment hereto will have any force and effect whatsoever, unless embodied herein in writing. No subsequent novation, renewal, addition, deletion, or other amendment hereto will have any force or effect unless embodied in writing and signed by an authorized representative of the City and the contractor. ARTICLE 18 - DISADVANTAGED BUSINESS ENTERPRISES Disadvantaged business enterprises are afforded full opportunity to submit bids and will not be discriminated against on the grounds of race, color or national origin in consideration for an award. Consultants will insert this provision in all sub-contracts for any work covered by this Agreement, so that it will be binding upon each sub- consultant or sub-contractor providing labor or services. ARTICLE 19 – OWNERSHIP OF CONTRACT PRODUCTS All products produced from the awarded contract will be the sole property of the City. ARTICLE 20 - COOPERATIVE PROCUREMENT The City of What Ridge encourages and participates in cooperative procurement endeavors undertaken by or on behalf of other governmental agencies including the Multiple Assembly of Procurement Officials (MAPO) and the Cooperative Educational Purchasing Council (CPEC). We hereby request that and member of MAPO/CPEC by permitted to avail itself of this contract and purchase as specified by the contract resulting from this solicitation request, at the contract prices established therein. Each governmental entity would establish its own contract, issue its own orders, be invoiced directly, make its own payments and issue its own exemption certificates as required. It is understood and agreed that the City of Wheat Ridge is not a legally binding party to any contractual agreement made between another governmental entity and the successful vendor as a result of this solicitation. The City will not be liable for any costs or damages incurred by any other entity. ARTICLE 21- VENDOR PERFORMANCE FEEDBACK The City of Wheat Ridge has implemented a requirement for Project Managers to assess each vendor’s performance and issue a determination as to whether the City should award the vendor future City contracts. All contracts will need to be considered as part of the requirement. The following criteria will be evaluated annually for renewable contracts and at contract closeout for one-time agreements: a. Work completed on time b. Work completed within budget c. Work completed as per the Scope of Work d. Future awards recommendation ARTICLE 22 – INTERNAL TEAM REVIEW Each party has reviewed the items contained within this contract and recommend executing this contract to proceed with the agreed upon Statement of Work. ______________________________________ __________ Whitney Mugford-Smith, Procurement Manager Date Signed ______________________________________ __________ Daniel Beiers, Facilities Manager Date Signed ______________________________________ __________ Maria D’Andrea, Director of Public Works Date Signed ______________________________________ __________ Patrick Goff, City Manager Date Signed ARTICLE 23 – AUTHORIZATION Each party represents and warrants that it has the power and ability to enter into this agreement, to grant the rights granted herein, and to perform the duties and obligations described herein. IN WITNESS WHEREOF, the parties hereto have executed this agreement in two (2) copies, each of which shall be deemed an original on the day and year first written above. ATTEST: OWNER CITY OF WHEAT RIDGE 7500 W. 29TH AVENUE STEVE KIRKPATRICK, CITY CLERK WHEAT RIDGE, CO 80033 303-234-5900 DATE BUD STARKER, MAYOR (Seal) CONTRACTOR APPROVED AS TO FORM: Seven Point Construction, Inc. 7200 S. Alton Way, Ste. A340 Centennial, CO 80112 GERALD DAHL, CITY ATTORNEY AUTHORIZED SIGNATURE ATTEST TO CONTRACTOR: PRINTED NAME NAME TITLE TITLE DATE DATE August 31, 2023 TO: Whitney Mugford-Smith, NIGP-CPP, CPPB Procurement Manager FROM: Dan Beiers, Facilities Manager SUBJECT: Sole Source Justification Seven Point Construction, Inc. RE: Courts Administration Update and Restack AWARDED VENDOR: Seven Point Construction, Inc. in the amount of $121,700 The Public Works Department Facilities Division has requested the approval of a sole source for the above subject project. Justification MUST detail each of the following: •The City has previously worked with Seven Point Construction Inc. and the relationship is strong •Seven Points has a unique understanding of the building as they performed multiple remodels at City Hall previously. They are familiar with materials and fixtures that will be used on this project, as the intent is to match other recent worked performed by Seven Points. That familiarity allows this contractor to be in a unique position to provide value and efficiency to the city. •Seven Point Construction provided free consulting services to the city to assist in the development of a working scope and project budget. As they have a unique understanding of the project details and the facility, they have agreed to work with The City in a design-build capacity allowing their internal architect to develop the construction and permit drawings that define the final project scope. The design-build approach has proven to be cost effective and highly efficient. •By engaging with Seven Points for this project, The City will: o Realize cost saving by eliminating the need to engage with external design professionals. o Receive a single point of contact for all communication, design, coordination, and financial accounting. o Complete the budgeted project in the 2023 budget year. Approval: Procurement Manager Approval: Public Works Director DocuSign Envelope ID: 7C94213F-995F-48BC-AA94-4CDB8606DD1F Exhibit A Seven Point Construction, Inc. 7200 South Alton Way, Suite A340 Centennial, Colorado 80112 720-212-9385 mbuck@sevenpointinc.com Project: Administration Area - 1st Floor 2,500 usf Building:City of Wheat Ridge Address:7500 West 29th Avenue, Wheat Ridge, CO Budget Date: 5/31/2023, Updated 08/24/23 TI Allowance Reference: Space PlanSite Visit:5/12/2023 Cost ($) Cost per SF ($/SF) Construction: $65,441.00 $26.18 01-200 Dumpster $820.00 $0.33 02-210 Demolition - (low walls, base, carpet) $3,750.00 $1.50 03-300 Concrete - N/A $0.00 $0.00 07-500 Roofing - N/A $0.00 $0.00 09-250 Framing / Drywall / Insulation - (wall touch up, 2 windows & demo scar repairs) $8,850.00 $3.54 09-510 Acoustical Ceiling - (minor patch & repair) $2,660.00 $1.06 06-010 Backing & Carpentry $500.00 $0.20 08-100 Doors/Frames/Hardware - N/A $0.00 $0.00 08-800 Glass/Glazing - (relocate 2 transaction windows) $1,870.00 $0.75 06-400 Millwork - 2 solid surface tops at transaction windows and cabinets) $11,650.00 $4.66 09-900 Painting - (walls) $6,800.00 $2.72 09-600 Flooring - (carpet and rubber base) $17,745.00 $7.10 09-700 Flooring Prep $1,550.00 $0.62 10-250 Window Coverings - N/A $0.00 $0.00 10-700 Appliances - N/A $0.00 $0.00 10-990 Fire Extinguisher $125.00 $0.05 01-760 Protection / Misc. Items $1,250.00 $0.50 01-741 Final Clean $950.00 $0.38 15-300 Fire Protection / Sprinklers - N/A $0.00 $0.00 15-900 HVAC /Air Balance - N/A $0.00 $0.00 15-100 Plumbing - N/A $0.00 $0.00 16-100 Electrical - (demo, wall feeds for new furniture systems) $6,921.00 $2.77 16-600 Fire Alarm - N/A $0.00 $0.00 General Conditions:$14,231.00 $5.69 01-012 Project Manager / Supervision (part time) $11,856.00 $4.74 01-015 Labor $720.00 $0.29 01-100 Permit / Plan Review Fees - Wheat Ridge - Excluded $0.00 $0.00 01-200 Use Taxes - Wheat Ridge - Excluded $0.00 $0.00 01-300 Fire Permit - Wheat Ridge - Excluded $0.00 $0.00 01-551 Vehicle / Fuel $750.00 $0.30 17-020 Insurances $765.00 $0.31 01-517 Telephone/Data $140.00 $0.06 17-040 Overhead & Profit:$5,578.00 $2.23 CONSTRUCTION BASE ESTIMATE:$85,250.00 $34.10Alternates:1 Remove existing lights and replace with 2x4 LED fixtures - 40 total)$25,810.00 $10.322Architectural and Electrical Design Services $10,640.00 $4.263Contingency - Owner (xx%)$0.00 $0.00Total Alternates:$36,450.00 $14.58 TOTAL CONSTRUCTION/ALTERNATES:$121,700.00 $48.68 Clarifications: 1 Pricing is good for 20 days due to market volatility of labor and materials. 2 We exclude moving of furniture, fixtures, personal belongings, computers, etc. 3 Prepared and Submitted By: Seven Point Construction, Inc. Name:Michael Buck / Brian Mitchell EXCLUSIONS: engineered permit drawings, furniture systems & moving, phone & data cabling, code upgrades to existing space and above the ceiling, security systems/card reader system, major floor prep, replacing ballasts & lamps in existing fixtures, warranties and repairs on existing equipment, abatement removal & reports, signage, door keying, builders risk, OT Labor, no phasing is included. McDermott Associates (3 pages) dated 04/07/23 ITEM NO: 1d DATE: September 11, 2023 REQUEST FOR CITY COUNCIL ACTION TITLE: MOTION TO AWARD A CONTRACT TO OFFICESCAPES, INC. OF DENVER, COLORADO TO SUPPLY AND INSTALL OFFICE FURNITURE FOR THE COURTS ADMINISTRATIVE AREA REMODEL PROJECT, AND APPROVE SUBSEQUENT PAYMENTS IN THE AMOUNT OF $83,772.34, WITH A CONTINGENCY AMOUNT OF $4,188, FOR A TOTAL NOT-TO-EXCEED AMOUNT OF $87,960.34 PUBLIC HEARING ORDINANCES FOR 1ST READING BIDS/MOTIONS ORDINANCES FOR 2ND READING RESOLUTIONS QUASI-JUDICIAL: YES NO _________________________ Director of Public Works City Manager ISSUE: A project to update the Courts administrative area was budgeted several years ago. The scope of the proposed project was developed by the Facilities staff in consultation with Courts staff. New flooring, painting, and lighting will be installed as well as modification to the two transaction windows. New office furniture will also be procured and installed for the space, through this contract. The furniture and appurtenances are being purchased through OfficeScapes, Inc. in accordance with the cooperative purchasing contract for Steelcase materials through Sourcewell. Staff recommends awarding a contract to OfficeScapes, Inc. of Denver, Colorado in the amount of $83,772.34 plus a staff-managed contingency of $4,188 for a total not-to-exceed amount of $87,960.34. Council Action – Courts Administrative Area Office Furniture Purchase September 11, 2023 Page 2 PRIOR ACTION: None FINANCIAL IMPACT: Funding for various Courts area security and remodeling projects was approved in the 2023 CIP Budget in the amount of $392,000. Several security-related projects have already been completed resulting in the following project cost summary: Budgeted Amount $392,000.00 Security Modifications (complete) $26,065.00 Administrative Area Remodeling $146,040.00 Office furniture – purchase & install $87,960.34 Total Projects Cost $260.065.34 Remaining Budget $131,934.66 A 5% staff-managed contingency of $4,188 is recommended to account for unknown circumstances that might be encountered on the project. Contract Amount $83,772.34 5% Contingency $4,188.00 Total not-to-exceed Costs $87,960.34 BACKGROUND: The City is utilizing the Sourcewell cooperative purchasing contract for Steelcase furniture and appurtenances (RFP #121919). Sourcewell is a cooperative purchasing entity, based in Minnesota, which provides national, competitive solicitations that meet or exceed local requirements to streamline the procurement process. Participation in Sourcewell is available to all government and education entities with no cost or obligation. Steelcase is the office furniture product that the City has used consistently in various buildings including the most recent remodels at the Parks and Neighborhood Services Building (PNSB) and the Community Service Officers (CSO) space in City Hall. RECOMMENDATION: Staff recommends that the City Council approve, by motion, a contract with OfficeScapes, Inc. in the amount of $83,772.34 to supply and install office furniture for the Courts Administrative Area Remodeling Project, with allowance for a 5% staff-managed contingency in the amount of $4,188. RECOMMENDED MOTION: “I move to award a contract to OfficeScapes, Inc. to supply and install office furniture for the Courts Administrative Area Remodeling Project and approve subsequent payments in the amount of $83,772.34, with a contingency amount of $4,188 for a total not to exceed amount of $87,960.34.” Council Action – Courts Administrative Area Office Furniture Purchase September 11, 2023 Page 3 Or, “I move to deny award of a contract to OfficeScapes, Inc. to provide office furniture for the Courts Administrative Area Remodeling Project for the following reason(s) __________________.” REPORT PREPARED/REVIEWED BY: Maria D’Andrea, Director of Public Works Whitney Mugford-Smith, Procurement Manager Patrick Goff, City Manager ATTACHMENTS: 1. Contract with OfficeScapes, Inc. CP-23-0136-Courts Department Update Contract #23-0136 THIS AGREEMENT made this day of September, 2023 by and between the City of Wheat Ridge, Colorado, hereinafter referred to as the “City” or “Owner” and OfficeScapes, 2501 Blake St., Denver, CO 80205, hereinafter referred to as the “Contractor.” WITNESSETH, that the City of Wheat Ridge and the Contractor agree as follows: ARTICLE 1 – SERVICES The Contractor will serve as the City’s contractor and provide at a minimum all the professional services regarding the Courts Department Update as required as per the agreed upon Statement of Work (Exhibit A) incorporated herein by reference. The City is utilizing the Sourcewell cooperative agreement #121919-STI with Steelcase to maintain continuity throughout City facilities. ARTICLE 2 – TERM The work to be performed under this agreement may commence promptly after receipt of a fully-executed copy of the agreement, to the extent that the Contractor has been authorized to proceed by the City. The City may, upon mutual written agreement by the parties, extend the time of completion of services to be performed by the Contractor, if needed. This agreement is in place only for the Courts Department Update project is not eligible for renewal. ARTICLE 3 – PAYMENT AND FEE SCHEDULE It is understood and agreed by and between the parties hereto, that the City will pay the Contractor for services provided, and the Contractor will accept a not-to-exceed amount of eighty-three thousand seven hundred seventy-two dollars and thirty-four cents, ($83,772.34) as full payment for such services per contract period. Pricing will remain firm for entire project. The City operates on a calendar year as its fiscal year; as such, all invoices must be received no later than December 20, in order to be processed in the same calendar year. A.Invoices by Task Invoices will be submitted monthly by the Contractor for services performed and expenses incurred, pursuant to this agreement during the prior month. Payment is then made to the Contractor within thirty (30) days of receipt via Electronic Funds Transfer (EFT). The City may elect the alternative method of payment by the Treasurer’s Office through proper accounting procedures. B.Funding There is in effect within the City of Wheat Ridge, Colorado, a provision of the City’s Code of Laws which limits the amount for which the City will be liable to the amount expressly appropriated by the City Council, either through budgeted appropriation, or contract or bid award. The contractor is specifically advised of the provisions of this portion of the Code of Laws of the City of Wheat Ridge, which was enacted pursuant to Ordinance 787, Series of 1989, and expressly incorporated herein. This contract is specifically subject to the provisions of said Ordinance and adopted Code Section. ATTACHMENT 1 ARTICLE 4-SALES AND USE TAXES Don’t include sales or use tax in invoices, as the City of Wheat Ridge is exempt from City, County, State, and Federal sales and excise taxes. Certificates will be issued upon request. City of Wheat Ridge Sales Tax Exempt: 98-03515 ARTICLE 5 – INDEPENDENT CONTRACTOR In performing the work under this agreement, the Contractor acts as an independent contractor and is solely responsible for necessary and adequate worker’s compensation insurance, personal injury and property damage insurance, as well errors and omissions insurance. The Contractor, as an independent contractor, is obligated to pay Federal and State income tax on monies earned. The personnel employed by the Contractor are not and will not become employees, agents, or servants of the City because of the performance of any work by this agreement. The Contractor warrants that it has not employed or retained any company or person, other than a bona fide employee working solely for it, to solicit or secure this agreement, and that it has not paid or agreed to pay any company or person—other than bona fide employees working solely for the Contractor—any commission, percentage, brokerage fee, gifts, or any other consideration, contingent upon or resulting from the award or making of this agreement. For breach or violation of this warranty the City will have the right to annul this agreement without liability or in its discretion to deduct from the agreement price or consideration, or otherwise recover the full amount of such fee, commission, percentage, brokerage fee, gift, or contingent fee. ARTICLE 6 – INSURANCE In accordance with Article 4 above, the Contractor will furnish a certificate of insurance upon notification of award, and prior to performance. Work will not commence under this agreement until the Contractor has submitted to the City and received approval thereof, a certificate of insurance showing compliance with the following minimum types and coverages of insurance: Type of Insurance Minimum Limits of Liability Worker’s Compensation, Coverage A Statutory, including occupational disease coverage for all employees at work site. Employer Liability, Coverage B $500,000 per person $500,000 per accident $500,000 each disease Commercial General Liability (including Premises-Operations, Independent Contractor’s Protective, Broad Form Property Damage, and Contractual Liability) • Bodily Injury • Property Damage $1 million per occurrence $2 million aggregate $1 million per occurrence $2 million aggregate Professional Liability/ Errors and Omissions $1,000,000 each claim $1,000,000 aggregate An endorsement covering any explosion, collapse, and underground exposures, “XCU,” in the Commercial General Liability policy is also required. Comprehensive Automotive Liability (owned, hired, and non-owned vehicles) • Bodily Injury • Property Damage $2 million per occurrence $2 million per occurrence The City of Wheat Ridge will be named as additional insured on all liability policies. Insurance must include provisions preventing cancellation without 30 days prior notice by certified mail to the City. Nothing herein will be deemed or construed as a waiver of any of the protections to, which the agencies may be entitled pursuant to the Colorado Governmental Immunity Act, Sections 24-10-101, CRS, as amended. ARTICLE 7 – INDEMNIFICATION The Contractor agrees to indemnify, defend, and to hold the City and its agents, officials, officers and employees harmless for, from and against any and all claims, suits, expenses, damages, or other liabilities—including reasonable attorney fees and court costs arising out of damage or injury to persons, entities, or property causes or sustained by any person or persons to the extent caused by the negligent performance or failure of the Contractor to provide services pursuant to the terms of this agreement. ARTICLE 8 – EQUAL EMPLOYMENT OPPORTUNITY The Contractor will not discriminate against any employee or applicant for employment because of age, race, color, religion, sex, or national origin. The Contractor must adhere to acceptable affirmative action guidelines in selecting employees and will ensure that employees are treated equally during employment, without regard to age, race, color, religion, sex, or national origin. Such action includes —but is not be limited to the following: employment, upgrading, demotion or transfer, recruitment or recruitment advertising, layoff or termination, rates of pay or other forms of compensation, and selection for training—including apprenticeship. The Contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices provided by the local public agency setting forth the provisions of this nondiscrimination clause. The Contractor will cause the foregoing provisions to be inserted in all subcontracts for any work covered by this agreement so that such provisions will be binding upon each subcontractor—provided that the foregoing provisions will not apply to contracts or subcontracts for standard commercial supplies or raw materials. ARTICLE 9 – CHARTER, LAWS, AND ORDINANCES The Contractor at all times during the performance of this agreement, agrees to strictly adhere to all applicable Federal, State, and local laws, rules, regulations, and ordinances that affect or govern the work as contemplated under this agreement. ARTICLE 10 – LAW AND VENUE The laws of the State of Colorado will govern as to the interpretation, validity, and effect of this agreement. The parties agree that venue and jurisdiction for disputes regarding performance of this contract is with the District Court of Jefferson County, Colorado. ARTICLE 11 – TERMINATION The Contractor acknowledges that his failure to accomplish the work as described will be considered a material breach of the contract and entitle the City to consequential damages resulting from failures, acts, or omissions— including, but not limited to re-procurement costs, insufficient or improper work. The City and the Contractor agree that this agreement may be canceled for cause by either party, with a fifteen (15) day prior written notice. The cost of completing the portion of the work which remains unperformed at the time of such termination will be deducted from the contract price before payment is made. The City may terminate the agreement for its convenience, upon thirty (30) days written notice. In the event of such termination the Contractor will be paid for all work and expenses incurred up until the time of such termination. All work accomplished by the Contractor prior to the date of such termination will be recorded, and tangible work documents will be transferred to and become the sole property of the City, prior to payment for services rendered. ARTICLE 12 – NOTICES Contact Information City Contractor Name: Daniel Beiers Paul Glavas Office Phone: 303-205-7554 918-232-6296 Email Address: dbeiers@ci.wheatridge.co.us pglavas@workplaceelements.com Address: 7490 W 45th Ave. 2501 Blake St. City, State, Zip Code Wheat Ridge, CO 80033 Denver, CO 80202 ARTICLE 13 – ASSIGNMENT AND SUBCONTRACTORS The duties and obligations of the Contractor arising hereunder cannot be assigned, delegated, nor subcontracted except with the express written consent of the City. The subcontractors permitted by the City will be subject to the requirements of this agreement, and the contractor is responsible for all subcontracting arrangements, as well as the delivery of services as set forth in this agreement. The contractor is responsible for the performance of any subcontractor. ARTICLE 14 – SEVERABILITY To the extent that the agreement may be executed and performance of the obligations of the parties may be accomplished within the intent of the agreement, the terms of this agreement are severable. Should any term or provision hereof be declared invalid or become inoperative for any reason, such invalidity or failure will not affect the validity of any other term or provision hereof. The waiver of any breach of a term hereof will not be construed as a waiver of any other term, or the same term upon subsequent breach. ARTICLE 15 – INTEGRATION OF UNDERSTANDINGS This agreement is intended as the complete integration of all understanding between the parties. No prior or contemporaneous addition, deletion, or other amendment hereto will have any force and effect whatsoever, unless embodied herein in writing. No subsequent novation, renewal, addition, deletion, or other amendment hereto will have any force or effect unless embodied in writing and signed by an authorized representative of the City and the contractor. ARTICLE 18 - DISADVANTAGED BUSINESS ENTERPRISES Disadvantaged business enterprises are afforded full opportunity to submit bids and will not be discriminated against on the grounds of race, color or national origin in consideration for an award. Consultants will insert this provision in all sub-contracts for any work covered by this Agreement, so that it will be binding upon each sub- consultant or sub-contractor providing labor or services. ARTICLE 19 – OWNERSHIP OF CONTRACT PRODUCTS All products produced from the awarded contract will be the sole property of the City. ARTICLE 20 - COOPERATIVE PROCUREMENT The City of What Ridge encourages and participates in cooperative procurement endeavors undertaken by or on behalf of other governmental agencies including the Multiple Assembly of Procurement Officials (MAPO) and the Cooperative Educational Purchasing Council (CPEC). We hereby request that and member of MAPO/CPEC by permitted to avail itself of this contract and purchase as specified by the contract resulting from this solicitation request, at the contract prices established therein. Each governmental entity would establish its own contract, issue its own orders, be invoiced directly, make its own payments and issue its own exemption certificates as required. It is understood and agreed that the City of Wheat Ridge is not a legally binding party to any contractual agreement made between another governmental entity and the successful vendor as a result of this solicitation. The City will not be liable for any costs or damages incurred by any other entity. ARTICLE 21- VENDOR PERFORMANCE FEEDBACK The City of Wheat Ridge has implemented a requirement for Project Managers to assess each vendor’s performance and issue a determination as to whether the City should award the vendor future City contracts. All contracts will need to be considered as part of the requirement. The following criteria will be evaluated annually for renewable contracts and at contract closeout for one-time agreements: a. Work completed on time b. Work completed within budget c. Work completed as per the Scope of Work d. Future awards recommendation ARTICLE 22 – INTERNAL TEAM REVIEW Each party has reviewed the items contained within this contract and recommend executing this contract to proceed with the agreed upon Statement of Work. ______________________________________ __________ Whitney Mugford-Smith, Procurement Manager Date Signed ______________________________________ __________ Daniel Beiers, Facilities Manager Date Signed ______________________________________ __________ Maria D’Andrea, Director of Public Works Date Signed ______________________________________ __________ Patrick Goff, City Manager Date Signed ARTICLE 23 – AUTHORIZATION Each party represents and warrants that it has the power and ability to enter into this agreement, to grant the rights granted herein, and to perform the duties and obligations described herein. IN WITNESS WHEREOF, the parties hereto have executed this agreement in two (2) copies, each of which shall be deemed an original on the day and year first written above. ATTEST: OWNER CITY OF WHEAT RIDGE 7500 W. 29TH AVENUE STEVE KIRKPATRICK, CITY CLERK WHEAT RIDGE, CO 80033 303-234-5900 DATE BUD STARKER, MAYOR (Seal) CONTRACTOR APPROVED AS TO FORM: Officescapes 2501 Blake St. Denver, CO 80205 GERALD DAHL, CITY ATTORNEY AUTHORIZED SIGNATURE ATTEST TO CONTRACTOR: PRINTED NAME NAME TITLE TITLE DATE DATE Quotation Page 1 / 38 540296 09/01/23 Paul Glavas 42553 Quote Quote Date Customer Order Customer Account Representative Project WHE002 Quote To Ship To ACCOUNTS PAYABLE WHEATRIDGE, CITY OF 7500 W 29TH AVE Wheat Ridge CO 80033 Daniel Beiers WHEATRIDGE, CITY OF 7500 W 29TH AVE Wheat Ridge CO 80033 +1 (303) 478-8229Phone+1 (303) 235-2825Phone +1 0Fax dbeiers@ci.wheatridge.co.us NET 10 DAYSTerms 42553 City of WR Court Admin Line Quantity Catalog Number / Description Unit Price Extended Amount PRICED ON SOURCEWELL New product install - NO existing product to be removed - (7) Panel wrapped Kick workstations - (1) station will need to include painted shim at wall start to accommodate wall track depth - (2) straight workstations + storage per drawing - (4) Private offices - Seating per drawing **ADD ALTERNATE 1: IF THE EE6 FLOATING SHELVES ARE REMOVED FROM THE SCOPE, THE PROJECT TOTAL COST CAN BE REDUCED BY A TOTAL OF $300 (THIS AMOUNT IS INCLUDED IN PROJECT TOTAL COST) **ADD ALTERNATE 2: IF THE LAMINATE FILLERS ARE REMOVED FROM THE SCOPE, PROJECT TOTAL COST CAN BE REDUCED BY A TOTAL OF $478.57 (THIS AMOUNT IS INCLUDED IN PROJECT TOTAL COST) 1. Open Office 162BEGSubsection 1 1 LLL31 STEELCASE 305.66 305.66 Exhibit A Quotation (cont'd) Page 2 / 38 540296 09/01/23 Paul Glavas 42553 Quote Quote Date Customer Order Customer Account Representative Project WHE002 Line Quantity Catalog Number / Description Unit Price Extended Amount 621.00 50.78%Light-LED, 60 watt, Linear, Stand alone, Daisy chain starter, 31W BASIC :4231 ARCTIC WHITE OPTIONS * * OPTIONS * * OUTPUT *OPT:OUTPUT OPTION STANDARD STD:STANDARD OUTPUT OCCUPANCY *OPT:OCCUPANCY SENSOR OPTION NOSENSOR NO OCCUPANCY SENSOR 1. Open Office 162 LLSL/31 Tag For 2 1 TS7WKSPT54 STEELCASE 28.10 28.10 76.00 63.03%Reinforcing channel, 54W 1. Open Office 162 RC/54 Tag For 3 2 TS71830TB STEELCASE 84.66 169.32 229.00 63.03%Tackboard, 18H x 30W SURFACE :P530 ASTI OPTIONS * * OPTIONS * * FAB DIR *OPT:FABRIC DIRECTION HORZ STD:HORIZONTAL APPLICATION 1. Open Office 162 TB/30 Tag For 4 1 TS71836TB STEELCASE 92.79 92.79 251.00 63.03%Tackboard, 18H x 36W SURFACE :P530 ASTI OPTIONS * * OPTIONS * * FAB DIR *OPT:FABRIC DIRECTION HORZ STD:HORIZONTAL APPLICATION 1. Open Office 162 TB/36 Tag For 5 1 TS71848TB STEELCASE 113.50 113.50 307.00 63.03%Tackboard, 48W x 18H SURFACE :P530 ASTI OPTIONS * * OPTIONS * * FAB DIR *OPT:FABRIC DIRECTION Quotation (cont'd) Page 3 / 38 540296 09/01/23 Paul Glavas 42553 Quote Quote Date Customer Order Customer Account Representative Project WHE002 Line Quantity Catalog Number / Description Unit Price Extended Amount HORZ STD:HORIZONTAL APPLICATION 1. Open Office 162 TB/48 Tag For 6 1 TSAE98669B STEELCASE 159.60 159.60 420.00 62.00% BASE POWER IN 3 CIRCUIT OPTIONS * * OPTIONS * * WIRE OPT *OPT:WIRING OPTIONS SHRD PWY STD:3 CIRCUIT SHARED NEUTRAL 1. Open Office 162 BPI Tag For 7 12 TSATCANT STEELCASE 53.93 647.16 141.00 61.75%Cantilever BASIC :4242 MILK SMOOTH 1. Open Office 162 CANT Tag For 8 10 TSAPBCOH STEELCASE 19.00 190.00 50.00 62.00%Connector-Panel, Change of height, In line, Corner BASIC :4242 MILK SMOOTH 1. Open Office 162 COHI/C Tag For 9 1 TSAPBWS66 STEELCASE 19.00 19.00 50.00 62.00%Connector-Panel, Wallstart 1. Open Office 162Tag For 10 1 TSATH2720 STEELCASE 123.55 123.55 323.00 61.75%Leg-H, 20W x 27H BASIC :4242 MILK SMOOTH 1. Open Office 162 H/20 Tag For 11 5 LLL17YA STEELCASE 220.01 1,100.05 447.00 50.78%Light-LED, 60 watt, Linear, Daisy chain starter, 17W BASIC :4231 ARCTIC WHITE Quotation (cont'd) Page 4 / 38 540296 09/01/23 Paul Glavas 42553 Quote Quote Date Customer Order Customer Account Representative Project WHE002 Line Quantity Catalog Number / Description Unit Price Extended Amount OPTIONS * * OPTIONS * * OUTPUT *OPT:OUTPUT OPTION STANDARD STD:STANDARD OUTPUT OCCUPANCY *OPT:OCCUPANCY SENSOR OPTION NOSENSOR NO OCCUPANCY SENSOR 1. Open Office 162 LLSL/17 Tag For 12 6 TSAPF4236 STEELCASE 336.68 2,020.08 886.00 62.00%Panel-Tackable, 42H x 36W BASIC :4242 MILK SMOOTH SURF-1 :P530 ASTI SURF-2 :P530 ASTI OPTIONS * * OPTIONS * * TOP CAP *OPT:TOP CAP OPTIONS 36" LOW STD:LOW TOP CAP FAB DIR *OPT:FABRIC DIRECTION SURF-1 SURF-1 DIRECTION HORZ STD:HORIZONTAL APPLICATION SURF-2 SURF-2 DIRECTION HORZ STD:HORIZONTAL APPLICATION POWER *OPT:POWER AT BASE OPTIONS FACT INS STD:FACTORY INSTALLED OPTIONS POWER POWERWAY OPTIONS SHRD PWY 3-CIRCT PWWAY W/SHRD NTRL 1. Open Office 162 36/42m Tag For 13 5 TSAPF4248 STEELCASE 382.66 1,913.30 1,007.00 62.00%Panel-Tackable, 42H x 48W BASIC :4242 MILK SMOOTH SURF-1 :P530 ASTI SURF-2 :P530 ASTI OPTIONS * * OPTIONS * * TOP CAP *OPT:TOP CAP OPTIONS 48" LOW STD:LOW TOP CAP FAB DIR *OPT:FABRIC DIRECTION SURF-1 SURF-1 DIRECTION Quotation (cont'd) Page 5 / 38 540296 09/01/23 Paul Glavas 42553 Quote Quote Date Customer Order Customer Account Representative Project WHE002 Line Quantity Catalog Number / Description Unit Price Extended Amount HORZ STD:HORIZONTAL APPLICATION SURF-2 SURF-2 DIRECTION HORZ STD:HORIZONTAL APPLICATION POWER *OPT:POWER AT BASE OPTIONS FACT INS STD:FACTORY INSTALLED OPTIONS POWER POWERWAY OPTIONS SHRD PWY 3-CIRCT PWWAY W/SHRD NTRL 1. Open Office 162 48/42m Tag For 14 12 TSAPF5436 STEELCASE 279.68 3,356.16 736.00 62.00%Panel-Tackable, 54H x 36W BASIC :4242 MILK SMOOTH SURF-1 :P530 ASTI SURF-2 :P530 ASTI OPTIONS * * OPTIONS * * TOP CAP *OPT:TOP CAP OPTIONS 36" LOW STD:LOW TOP CAP FAB DIR *OPT:FABRIC DIRECTION SURF-1 SURF-1 DIRECTION HORZ STD:HORIZONTAL APPLICATION SURF-2 SURF-2 DIRECTION HORZ STD:HORIZONTAL APPLICATION POWER *OPT:POWER AT BASE OPTIONS FACT INS STD:FACTORY INSTALLED OPTIONS POWER POWERWAY OPTIONS NO POWER STD:NO PWRWAY AT BASE OF PNL 1. Open Office 162 36/54m-12 Tag For 15 2 TSAPF5436 STEELCASE 358.72 717.44 944.00 62.00%Panel-Tackable, 54H x 36W BASIC :4242 MILK SMOOTH SURF-1 :P530 ASTI SURF-2 :P530 ASTI Quotation (cont'd) Page 6 / 38 540296 09/01/23 Paul Glavas 42553 Quote Quote Date Customer Order Customer Account Representative Project WHE002 Line Quantity Catalog Number / Description Unit Price Extended Amount OPTIONS * * OPTIONS * * TOP CAP *OPT:TOP CAP OPTIONS 36" LOW STD:LOW TOP CAP FAB DIR *OPT:FABRIC DIRECTION SURF-1 SURF-1 DIRECTION HORZ STD:HORIZONTAL APPLICATION SURF-2 SURF-2 DIRECTION HORZ STD:HORIZONTAL APPLICATION POWER *OPT:POWER AT BASE OPTIONS FACT INS STD:FACTORY INSTALLED OPTIONS POWER POWERWAY OPTIONS SHRD PWY 3-CIRCT PWWAY W/SHRD NTRL 1. Open Office 162 36/54m-12 Tag For 16 3 TSAPF6636 STEELCASE 371.64 1,114.92 978.00 62.00%Panel-Tackable, 66H x 36W BASIC :4242 MILK SMOOTH SURF-1 :P530 ASTI SURF-2 :P530 ASTI OPTIONS * * OPTIONS * * TOP CAP *OPT:TOP CAP OPTIONS 36" LOW STD:LOW TOP CAP FAB DIR *OPT:FABRIC DIRECTION SURF-1 SURF-1 DIRECTION HORZ STD:HORIZONTAL APPLICATION SURF-2 SURF-2 DIRECTION HORZ STD:HORIZONTAL APPLICATION POWER *OPT:POWER AT BASE OPTIONS FACT INS STD:FACTORY INSTALLED OPTIONS POWER POWERWAY OPTIONS SHRD PWY 3-CIRCT PWWAY W/SHRD NTRL 1. Open Office 162 36/66m Tag For Quotation (cont'd) Page 7 / 38 540296 09/01/23 Paul Glavas 42553 Quote Quote Date Customer Order Customer Account Representative Project WHE002 Line Quantity Catalog Number / Description Unit Price Extended Amount 17 14 TSAPS1236G STEELCASE 325.28 4,553.92 856.00 62.00%Stacker-Panel, Glass, 12H x 36W BASIC :4242 MILK SMOOTH 1. Open Office 162Tag For 18 1 TSAPTXS24 STEELCASE 31.54 31.54 83.00 62.00%Trim-Vertical, Change of height, In line, Slim, 24H BASIC :4242 MILK SMOOTH OPTIONS * * OPTIONS * * END CAP *OPT:END CAP VERT COH INLINE LOW STD:LOW END CAP 1. Open Office 162 COH24 Tag For 19 1 TSAPTC42 STEELCASE 45.60 45.60 120.00 62.00%Trim-Vertical, Corner, 42H BASIC :4242 MILK SMOOTH OPTIONS * * OPTIONS * * END CAP *OPT:END CAP VERT CORNER OPTS LOW STD:LOW END CAP 1. Open Office 162 J42 Tag For 20 5 TSAPTC54 STEELCASE 45.60 228.00 120.00 62.00%Trim-Vertical, Corner, 54H BASIC :4242 MILK SMOOTH OPTIONS * * OPTIONS * * END CAP *OPT:END CAP VERT CORNER OPTS LOW STD:LOW END CAP 1. Open Office 162 J54 Tag For 21 4 TSAPTC66 STEELCASE 45.60 182.40 120.00 62.00%Trim-Vertical, Corner, 66H BASIC :4242 MILK SMOOTH OPTIONS * * OPTIONS * * END CAP *OPT:END CAP VERT CORNER OPTS Quotation (cont'd) Page 8 / 38 540296 09/01/23 Paul Glavas 42553 Quote Quote Date Customer Order Customer Account Representative Project WHE002 Line Quantity Catalog Number / Description Unit Price Extended Amount LOW STD:LOW END CAP 1. Open Office 162 J66 Tag For 22 5 TSAPTXC12 STEELCASE 31.54 157.70 83.00 62.00%Trim-Vertical, Corner, Change of height, 12H BASIC :4242 MILK SMOOTH 1. Open Office 162 COH12 Tag For 23 1 TSAPTE42 STEELCASE 31.54 31.54 83.00 62.00%Trim-Vertical, End of run, 42H BASIC :4242 MILK SMOOTH OPTIONS * * OPTIONS * * END CAP *OPT:END CAP VERT EOR OPTIONS LOW STD:LOW END CAP 1. Open Office 162 E42 Tag For 24 9 TSAPTE66 STEELCASE 31.54 283.86 83.00 62.00%Trim-Vertical, End of run, 66H BASIC :4242 MILK SMOOTH OPTIONS * * OPTIONS * * END CAP *OPT:END CAP VERT EOR OPTIONS LOW STD:LOW END CAP 1. Open Office 162 E66 Tag For 25 5 TS7PVWM STEELCASE 17.01 85.05 46.00 63.02%Wire manager-Vertical, Plastic, 48H PLASTIC :6654 SAND 1. Open Office 162 VWM Tag For 26 6 TSAWLCC2436 STEELCASE 191.63 1,149.78 501.00 61.75%Worksurface-Corner, Low pressure laminate, Curved, 24D x 36W EDGE :6709 CLAY NOCE TOP-SURF:2LCN CLAY NOCE (LPL) Quotation (cont'd) Page 9 / 38 540296 09/01/23 Paul Glavas 42553 Quote Quote Date Customer Order Customer Account Representative Project WHE002 Line Quantity Catalog Number / Description Unit Price Extended Amount 1. Open Office 162 24/36/36/24 Tag For 27 6 TSAWLR2436 STEELCASE 93.71 562.26 245.00 61.75%Worksurface-Straight, Low pressure laminate, 24D x 36W EDGE :6709 CLAY NOCE TOP-SURF:2LCN CLAY NOCE (LPL) 1. Open Office 162 24/36 Tag For 28 6 TSAWLR2448 STEELCASE 122.40 734.40 320.00 61.75%Worksurface-Straight, Low pressure laminate, 24D x 48W EDGE :6709 CLAY NOCE TOP-SURF:2LCN CLAY NOCE (LPL) 1. Open Office 162 24/48 Tag For 29 1 TSAWLR2466 STEELCASE 167.53 167.53 438.00 61.75%Worksurface-Straight, Low pressure laminate, 24D x 66W EDGE :6709 CLAY NOCE TOP-SURF:2LCN CLAY NOCE (LPL) 1. Open Office 162 24/66 Tag For 30 1 TSAWLR2472 STEELCASE 171.74 171.74 449.00 61.75%Worksurface-Straight, Low pressure laminate, 24D x 72W EDGE :6709 CLAY NOCE TOP-SURF:2LCN CLAY NOCE (LPL) 1. Open Office 162 24/72 Tag For 31 2 RSC18303CF STEELCASE 677.67 1,355.34 1,844.00 63.25%Cabinet-Storage, 2 adjustable shelves, Flush steel front, 18D x 30W x 40H BASIC :4242 MILK SMOOTH LOCK :9201 POLISHED CHROME KEYS :SK PLUG OPTIONS * * OPTIONS * * TOP OPT *OPT:TOP OPTIONS Quotation (cont'd) Page 10 / 38 540296 09/01/23 Paul Glavas 42553 Quote Quote Date Customer Order Customer Account Representative Project WHE002 Line Quantity Catalog Number / Description Unit Price Extended Amount NO TOP NO TOP 1. Open Office 162 SC/40 Tag For 32 1 RSC18363CF STEELCASE 746.02 746.02 2,030.00 63.25%Cabinet-Storage, 2 adjustable shelves, Flush steel front, 18D x 36W x 40H BASIC :4242 MILK SMOOTH LOCK :9201 POLISHED CHROME KEYS :SK PLUG OPTIONS * * OPTIONS * * TOP OPT *OPT:TOP OPTIONS NO TOP NO TOP Storage Cabinet. , Special, , DELETE: Both Doors. FC00026452 Eng Quote Eng Quote Product ID FC030047 1. Open Office 162 SC/OPEN/40 Tag For 33 1 TS748HB STEELCASE 49.17 49.17 133.00 63.03%Horizontal brace, 48W BASIC :4242 MILK SMOOTH 1. Open Office 162 HB/48 Tag For 35 8 TS2PBBF22U STEELCASE 260.86 2,086.88 682.00 61.75%Pedestal, Box / box / file, Under worksurface, 22D BASIC :4242 MILK SMOOTH KEYS :SK PLUG OPTIONS * * OPTIONS * * PULLS *OPT:PULL OPTIONS CONTPULL CONTEMPORARY PULL PULL PULL PLTMETAL *PULL:PLATED METAL 9212 SILVER 1. Open Office 162 BBF Tag For 36 7 TS2PFF22U STEELCASE 247.48 1,732.36 647.00 61.75%Pedestal, File / file, Under worksurface, 22D Quotation (cont'd) Page 11 / 38 540296 09/01/23 Paul Glavas 42553 Quote Quote Date Customer Order Customer Account Representative Project WHE002 Line Quantity Catalog Number / Description Unit Price Extended Amount BASIC :4242 MILK SMOOTH KEYS :SK PLUG OPTIONS * * OPTIONS * * PULLS *OPT:PULL OPTIONS CONTPULL CONTEMPORARY PULL PULL PULL PLTMETAL *PULL:PLATED METAL 9212 SILVER 1. Open Office 162 FF Tag For 37 2 TSASUB30L STEELCASE 276.55 553.10 723.00 61.75%TS Series; Bin, Flat front, Lock, 30W BASIC :4242 MILK SMOOTH LOCK :9201 POLISHED CHROME KEYS :SK PLUG 1. Open Office 162 OH/30 Tag For 38 6 TSASUB36L STEELCASE 288.02 1,728.12 753.00 61.75%TS Series; Bin, Flat front, Lock, 36W BASIC :4242 MILK SMOOTH LOCK :9201 POLISHED CHROME KEYS :SK PLUG 1. Open Office 162 OH/36 Tag For 39 1 TSASUB48L STEELCASE 315.18 315.18 824.00 61.75%TS Series; Bin, Flat front, Lock, 48W BASIC :4242 MILK SMOOTH LOCK :9201 POLISHED CHROME KEYS :SK PLUG 1. Open Office 162 OH/48 Tag For 40 1 RATCL1896F STEELCASE 400.21 400.21 1,089.00 63.25%Top-Common, Square edge profile, Laminate, Flush steel front, 18D x 96W EDGE :6709 CLAY NOCE TOP-SURF:2HCN CLAY NOCE (HPL) 1. Open Office 162 CT/18/96 Tag For Quotation (cont'd) Page 12 / 38 540296 09/01/23 Paul Glavas 42553 Quote Quote Date Customer Order Customer Account Representative Project WHE002 Line Quantity Catalog Number / Description Unit Price Extended Amount 41 1 RLF18365F STEELCASE 1,291.76 1,291.76 3,515.00 63.25%Universal; Lateral file, 1 lift up door / fixed shelf, 4 drawers, Flush steel front, 18D x 36W x 65 1/2H BASIC :4242 MILK SMOOTH LOCK :9201 POLISHED CHROME KEYS :SK PLUG OPTIONS * * OPTIONS * * TOP OPT *OPT:TOP OPTIONS STL TOP STD:1" STEEL TOP DOOR *OPT:LIFT UP DOOR/SHELF FIX SHLF STD:DOOR W/FIXED SHELF LOCK OPT *OPT:DRAWER LOCK OPTIONS CENTRAL STD:CENTRAL LOCKING DWR DWR ACC *OPT:FILE DWR ACCESSORIES HF STD:DRAWERS WITH HF'S WGHT PKG *OPT:COUNTERWEIGHT PKG WEIGHT COUNTERWEIGHT PKG 1. Open Office 162 LF/5/36 Tag For 42 3 TS7BSWHC STEELCASE 67.66 202.98 183.00 63.03%Wall hanging channel, 66H BASIC :4242 MILK SMOOTH 1. Open Office 162 WC Tag For 43 1 986831DA15SB STEELCASE 162.26 162.26 427.00 62.00% RECEPTACLE3+D/SHN 15A LINE 1 6 PACK PLASTIC :6009 ARCTIC WHITE OPTIONS * * OPTIONS * * CSTMPOPT *OPT:Controlled Stamp Option NOSTAMP STD:No Stamp WIRE OPT *OPT:WIRING OPTIONS SHRD PWY 3 CIRCUIT SHARED NEUTRAL 1. Open Office 162Tag For 44 1 986832DA15SB STEELCASE 162.26 162.26 427.00 62.00% RECEPTACLE3+D/SHN 15A LINE 2 6 PACK PLASTIC :6009 ARCTIC WHITE OPTIONS * * OPTIONS * * CSTMPOPT *OPT:Controlled Stamp Quotation (cont'd) Page 13 / 38 540296 09/01/23 Paul Glavas 42553 Quote Quote Date Customer Order Customer Account Representative Project WHE002 Line Quantity Catalog Number / Description Unit Price Extended Amount Option NOSTAMP STD:No Stamp WIRE OPT *OPT:WIRING OPTIONS SHRD PWY 3 CIRCUIT SHARED NEUTRAL 1. Open Office 162Tag For 45 1 986833DA15SB STEELCASE 162.26 162.26 427.00 62.00% RECEPTACLE3+D/SHN 15A LINE 3 6 PACK PLASTIC :6009 ARCTIC WHITE OPTIONS * * OPTIONS * * CSTMPOPT *OPT:Controlled Stamp Option NOSTAMP STD:No Stamp WIRE OPT *OPT:WIRING OPTIONS SHRD PWY 3 CIRCUIT SHARED NEUTRAL 1. Open Office 162Tag For 46 2 1444111001SR STEELCASE 53.30 106.60 82.00 35.00% Counterweight 1. Open Office 162Tag For 47 1 PAINT MICHIGANCO 26.67 26.67 0.00 0.00%STEELCASE TOUCH UP PAINT 15 oz aerosol can 4242 Milk Smooth 1. Open Office 162 PAINT Tag For 31,537.12Subsection Sub Total GOVT & NON-PROFIT 0.00 Subsection Total 31,537.12 SubsectionEND 48 1 PAINT FREIGHT MICHIGANCO 36.00 36.00 0.00 0.00%FREIGHT 2. Recep Wksta 166BEGSubsection 49 1 TSAE98669B STEELCASE 159.60 159.60 Quotation (cont'd) Page 14 / 38 540296 09/01/23 Paul Glavas 42553 Quote Quote Date Customer Order Customer Account Representative Project WHE002 Line Quantity Catalog Number / Description Unit Price Extended Amount 420.00 62.00% BASE POWER IN 3 CIRCUIT OPTIONS * * OPTIONS * * WIRE OPT *OPT:WIRING OPTIONS SHRD PWY STD:3 CIRCUIT SHARED NEUTRAL 2. Recep Wksta 166 BPI Tag For 50 2 TSATCANT STEELCASE 53.93 107.86 141.00 61.75%Cantilever BASIC :4242 MILK SMOOTH 2. Recep Wksta 166 CANT Tag For 51 1 TSAPBCOH STEELCASE 19.00 19.00 50.00 62.00%Connector-Panel, Change of height, In line, Corner BASIC :4242 MILK SMOOTH 2. Recep Wksta 166 COHI/C Tag For 52 1 TSAPBWS66 STEELCASE 19.00 19.00 50.00 62.00%Connector-Panel, Wallstart 2. Recep Wksta 166 WS Tag For 53 1 LLL17YA STEELCASE 220.01 220.01 447.00 50.78%Light-LED, 60 watt, Linear, Daisy chain starter, 17W BASIC :4231 ARCTIC WHITE OPTIONS * * OPTIONS * * OUTPUT *OPT:OUTPUT OPTION STANDARD STD:STANDARD OUTPUT OCCUPANCY *OPT:OCCUPANCY SENSOR OPTION NOSENSOR NO OCCUPANCY SENSOR 2. Recep Wksta 166 LLSL/17 Tag For 54 1 TSAPF5430 STEELCASE 262.96 262.96 Quotation (cont'd) Page 15 / 38 540296 09/01/23 Paul Glavas 42553 Quote Quote Date Customer Order Customer Account Representative Project WHE002 Line Quantity Catalog Number / Description Unit Price Extended Amount 692.00 62.00%Panel-Tackable, 54H x 30W BASIC :4242 MILK SMOOTH SURF-1 :P530 ASTI SURF-2 :P530 ASTI OPTIONS * * OPTIONS * * TOP CAP *OPT:TOP CAP OPTIONS 30" LOW STD:LOW TOP CAP FAB DIR *OPT:FABRIC DIRECTION SURF-1 SURF-1 DIRECTION HORZ STD:HORIZONTAL APPLICATION SURF-2 SURF-2 DIRECTION HORZ STD:HORIZONTAL APPLICATION POWER *OPT:POWER AT BASE OPTIONS FACT INS STD:FACTORY INSTALLED OPTIONS POWER POWERWAY OPTIONS NO POWER STD:NO PWRWAY AT BASE OF PNL 2. Recep Wksta 166 30/54m-12 Tag For 55 1 TSAPF5430 STEELCASE 342.00 342.00 900.00 62.00%Panel-Tackable, 54H x 30W BASIC :4242 MILK SMOOTH SURF-1 :P530 ASTI SURF-2 :P530 ASTI OPTIONS * * OPTIONS * * TOP CAP *OPT:TOP CAP OPTIONS 30" LOW STD:LOW TOP CAP FAB DIR *OPT:FABRIC DIRECTION SURF-1 SURF-1 DIRECTION HORZ STD:HORIZONTAL APPLICATION SURF-2 SURF-2 DIRECTION HORZ STD:HORIZONTAL APPLICATION POWER *OPT:POWER AT BASE OPTIONS FACT INS STD:FACTORY INSTALLED OPTIONS POWER POWERWAY OPTIONS SHRD PWY 3-CIRCT PWWAY W/SHRD Quotation (cont'd) Page 16 / 38 540296 09/01/23 Paul Glavas 42553 Quote Quote Date Customer Order Customer Account Representative Project WHE002 Line Quantity Catalog Number / Description Unit Price Extended Amount NTRL 2. Recep Wksta 166 30/54m-12 Tag For 56 1 TSAPF5436 STEELCASE 279.68 279.68 736.00 62.00%Panel-Tackable, 54H x 36W BASIC :4242 MILK SMOOTH SURF-1 :P530 ASTI SURF-2 :P530 ASTI OPTIONS * * OPTIONS * * TOP CAP *OPT:TOP CAP OPTIONS 36" LOW STD:LOW TOP CAP FAB DIR *OPT:FABRIC DIRECTION SURF-1 SURF-1 DIRECTION HORZ STD:HORIZONTAL APPLICATION SURF-2 SURF-2 DIRECTION HORZ STD:HORIZONTAL APPLICATION POWER *OPT:POWER AT BASE OPTIONS FACT INS STD:FACTORY INSTALLED OPTIONS POWER POWERWAY OPTIONS NO POWER STD:NO PWRWAY AT BASE OF PNL 2. Recep Wksta 166 36/54m-12 Tag For 57 2 TSAPF5436 STEELCASE 358.72 717.44 944.00 62.00%Panel-Tackable, 54H x 36W BASIC :4242 MILK SMOOTH SURF-1 :P530 ASTI SURF-2 :P530 ASTI OPTIONS * * OPTIONS * * TOP CAP *OPT:TOP CAP OPTIONS 36" LOW STD:LOW TOP CAP FAB DIR *OPT:FABRIC DIRECTION SURF-1 SURF-1 DIRECTION HORZ STD:HORIZONTAL APPLICATION SURF-2 SURF-2 DIRECTION HORZ STD:HORIZONTAL APPLICATION Quotation (cont'd) Page 17 / 38 540296 09/01/23 Paul Glavas 42553 Quote Quote Date Customer Order Customer Account Representative Project WHE002 Line Quantity Catalog Number / Description Unit Price Extended Amount POWER *OPT:POWER AT BASE OPTIONS FACT INS STD:FACTORY INSTALLED OPTIONS POWER POWERWAY OPTIONS SHRD PWY 3-CIRCT PWWAY W/SHRD NTRL 2. Recep Wksta 166 36/54m-12 Tag For 58 1 TSAPF6636 STEELCASE 371.64 371.64 978.00 62.00%Panel-Tackable, 66H x 36W BASIC :4242 MILK SMOOTH SURF-1 :P530 ASTI SURF-2 :P530 ASTI OPTIONS * * OPTIONS * * TOP CAP *OPT:TOP CAP OPTIONS 36" LOW STD:LOW TOP CAP FAB DIR *OPT:FABRIC DIRECTION SURF-1 SURF-1 DIRECTION HORZ STD:HORIZONTAL APPLICATION SURF-2 SURF-2 DIRECTION HORZ STD:HORIZONTAL APPLICATION POWER *OPT:POWER AT BASE OPTIONS FACT INS STD:FACTORY INSTALLED OPTIONS POWER POWERWAY OPTIONS SHRD PWY 3-CIRCT PWWAY W/SHRD NTRL 2. Recep Wksta 166 36/66m Tag For 59 2 TSAPS1230G STEELCASE 298.68 597.36 786.00 62.00%Stacker-Panel, Glass, 12H x 30W BASIC :4242 MILK SMOOTH 2. Recep Wksta 166Tag For 60 3 TSAPS1236G STEELCASE 325.28 975.84 856.00 62.00%Stacker-Panel, Glass, 12H x 36W BASIC :4242 MILK SMOOTH 2. Recep Wksta 166Tag For Quotation (cont'd) Page 18 / 38 540296 09/01/23 Paul Glavas 42553 Quote Quote Date Customer Order Customer Account Representative Project WHE002 Line Quantity Catalog Number / Description Unit Price Extended Amount 61 2 TSAPTC54 STEELCASE 45.60 91.20 120.00 62.00%Trim-Vertical, Corner, 54H BASIC :4242 MILK SMOOTH OPTIONS * * OPTIONS * * END CAP *OPT:END CAP VERT CORNER OPTS LOW STD:LOW END CAP 2. Recep Wksta 166 J54 Tag For 62 2 TSAPTXC12 STEELCASE 31.54 63.08 83.00 62.00%Trim-Vertical, Corner, Change of height, 12H BASIC :4242 MILK SMOOTH 2. Recep Wksta 166 COH12 Tag For 63 1 TSAPTE66 STEELCASE 31.54 31.54 83.00 62.00%Trim-Vertical, End of run, 66H BASIC :4242 MILK SMOOTH OPTIONS * * OPTIONS * * END CAP *OPT:END CAP VERT EOR OPTIONS LOW STD:LOW END CAP 2. Recep Wksta 166 E66 Tag For 64 1 TS7PVWM STEELCASE 17.01 17.01 46.00 63.02%Wire manager-Vertical, Plastic, 48H PLASTIC :6654 SAND 2. Recep Wksta 166 VWM Tag For 65 1 TSAWLCC2436 STEELCASE 191.63 191.63 501.00 61.75%Worksurface-Corner, Low pressure laminate, Curved, 24D x 36W EDGE :6709 CLAY NOCE TOP-SURF:2LCN CLAY NOCE (LPL) 2. Recep Wksta 166 24/36/36/24 Tag For 66 1 TSAWLR2430 STEELCASE 86.44 86.44 Quotation (cont'd) Page 19 / 38 540296 09/01/23 Paul Glavas 42553 Quote Quote Date Customer Order Customer Account Representative Project WHE002 Line Quantity Catalog Number / Description Unit Price Extended Amount 226.00 61.75%Worksurface-Straight, Low pressure laminate, 24D x 30W EDGE :6709 CLAY NOCE TOP-SURF:2LCN CLAY NOCE (LPL) 2. Recep Wksta 166 24/30 Tag For 67 1 TSAWLR2436 STEELCASE 93.71 93.71 245.00 61.75%Worksurface-Straight, Low pressure laminate, 24D x 36W EDGE :6709 CLAY NOCE TOP-SURF:2LCN CLAY NOCE (LPL) 2. Recep Wksta 166 24/36 Tag For 69 1 TS2PBBF22U STEELCASE 260.86 260.86 682.00 61.75%Pedestal, Box / box / file, Under worksurface, 22D BASIC :4242 MILK SMOOTH KEYS :SK PLUG OPTIONS * * OPTIONS * * PULLS *OPT:PULL OPTIONS CONTPULL CONTEMPORARY PULL PULL PULL PLTMETAL *PULL:PLATED METAL 9212 SILVER 2. Recep Wksta 166 BBF Tag For 70 1 TS2PFF22U STEELCASE 247.48 247.48 647.00 61.75%Pedestal, File / file, Under worksurface, 22D BASIC :4242 MILK SMOOTH KEYS :SK PLUG OPTIONS * * OPTIONS * * PULLS *OPT:PULL OPTIONS CONTPULL CONTEMPORARY PULL PULL PULL PLTMETAL *PULL:PLATED METAL 9212 SILVER 2. Recep Wksta 166 FF Tag For Quotation (cont'd) Page 20 / 38 540296 09/01/23 Paul Glavas 42553 Quote Quote Date Customer Order Customer Account Representative Project WHE002 Line Quantity Catalog Number / Description Unit Price Extended Amount 71 1 TSASUB36L STEELCASE 288.02 288.02 753.00 61.75%TS Series; Bin, Flat front, Lock, 36W BASIC :4242 MILK SMOOTH LOCK :9201 POLISHED CHROME KEYS :SK PLUG 2. Recep Wksta 166 OH/36 Tag For 72 1 986831DA15SB STEELCASE 162.26 162.26 427.00 62.00% RECEPTACLE3+D/SHN 15A LINE 1 6 PACK PLASTIC :6009 ARCTIC WHITE OPTIONS * * OPTIONS * * CSTMPOPT *OPT:Controlled Stamp Option NOSTAMP STD:No Stamp WIRE OPT *OPT:WIRING OPTIONS SHRD PWY 3 CIRCUIT SHARED NEUTRAL 2. Recep Wksta 166Tag For 73 1 986832DA15SB STEELCASE 162.26 162.26 427.00 62.00% RECEPTACLE3+D/SHN 15A LINE 2 6 PACK PLASTIC :6009 ARCTIC WHITE OPTIONS * * OPTIONS * * CSTMPOPT *OPT:Controlled Stamp Option NOSTAMP STD:No Stamp WIRE OPT *OPT:WIRING OPTIONS SHRD PWY 3 CIRCUIT SHARED NEUTRAL 2. Recep Wksta 166Tag For 74 1 986833DA15SB STEELCASE 162.26 162.26 427.00 62.00% RECEPTACLE3+D/SHN 15A LINE 3 6 PACK PLASTIC :6009 ARCTIC WHITE OPTIONS * * OPTIONS * * CSTMPOPT *OPT:Controlled Stamp Option NOSTAMP STD:No Stamp WIRE OPT *OPT:WIRING OPTIONS SHRD PWY 3 CIRCUIT SHARED NEUTRAL 2. Recep Wksta 166Tag For 5,930.14Subsection Sub Total Quotation (cont'd) Page 21 / 38 540296 09/01/23 Paul Glavas 42553 Quote Quote Date Customer Order Customer Account Representative Project WHE002 Line Quantity Catalog Number / Description Unit Price Extended Amount GOVT & NON-PROFIT 0.00 Total 5,930.14 END 3. PO 1BEGSubsection 75 1 LLL31 STEELCASE 305.66 305.66 621.00 50.78%Light-LED, 60 watt, Linear, Stand alone, Daisy chain starter, 31W BASIC :4231 ARCTIC WHITE OPTIONS * * OPTIONS * * OUTPUT *OPT:OUTPUT OPTION STANDARD STD:STANDARD OUTPUT OCCUPANCY *OPT:OCCUPANCY SENSOR OPTION NOSENSOR NO OCCUPANCY SENSOR 3. PO 1 LLSL/31 Tag For 76 1 TS71848TB STEELCASE 113.50 113.50 307.00 63.03%Tackboard, 48W x 18H SURFACE :P530 ASTI OPTIONS * * OPTIONS * * FAB DIR *OPT:FABRIC DIRECTION HORZ STD:HORIZONTAL APPLICATION 3. PO 1 TB/48 Tag For 77 2 TSATH2711 STEELCASE 100.60 201.20 263.00 61.75%Leg-H, 11W x 27H BASIC :4242 MILK SMOOTH 3. PO 1 H/11 Tag For 78 3 TSATP27 STEELCASE 73.82 221.46 193.00 61.75%Leg-Post, Full height, No casters, 27H BASIC :4242 MILK SMOOTH 3. PO 1 PL Tag For 79 1 TSATTIE STEELCASE 56.61 56.61 Quotation (cont'd) Page 22 / 38 540296 09/01/23 Paul Glavas 42553 Quote Quote Date Customer Order Customer Account Representative Project WHE002 Line Quantity Catalog Number / Description Unit Price Extended Amount 148.00 61.75%Tie plate, Package quantity 6 3. PO 1 TP Tag For 80 1 TSAWLP3060 STEELCASE 312.12 312.12 816.00 61.75%Worksurface-Peninsula, Low pressure laminate, 30D x 60W EDGE :6709 CLAY NOCE TOP-SURF:2LCN CLAY NOCE (LPL) 3. PO 1 30/60 Tag For 81 1 TSAWLR2442 STEELCASE 106.72 106.72 279.00 61.75%Worksurface-Straight, Low pressure laminate, 24D x 42W EDGE :6709 CLAY NOCE TOP-SURF:2LCN CLAY NOCE (LPL) 3. PO 1 24/42 Tag For 82 1 TSAWLR2454 STEELCASE 139.61 139.61 365.00 61.75%Worksurface-Straight, Low pressure laminate, 24D x 54W EDGE :6709 CLAY NOCE TOP-SURF:2LCN CLAY NOCE (LPL) 3. PO 1 24/54 Tag For 83 1 RBC15303A STEELCASE 524.05 524.05 1,426.00 63.25%Bookcase, 2 adjustable shelves, 15D x 30W x 40H BASIC :4242 MILK SMOOTH OPTIONS * * OPTIONS * * TOP OPT *OPT:TOP OPTIONS STL TOP STD:1" STEEL TOP 3. PO 1 BC/3/30 Tag For 84 1 TS748HB STEELCASE 49.17 49.17 133.00 63.03%Horizontal brace, 48W BASIC :4242 MILK SMOOTH Quotation (cont'd) Page 23 / 38 540296 09/01/23 Paul Glavas 42553 Quote Quote Date Customer Order Customer Account Representative Project WHE002 Line Quantity Catalog Number / Description Unit Price Extended Amount 3. PO 1 HB/48 Tag For 86 1 TS2PBBF22U STEELCASE 260.86 260.86 682.00 61.75%Pedestal, Box / box / file, Under worksurface, 22D BASIC :4242 MILK SMOOTH KEYS :SK PLUG OPTIONS * * OPTIONS * * PULLS *OPT:PULL OPTIONS CONTPULL CONTEMPORARY PULL PULL PULL PLTMETAL *PULL:PLATED METAL 9212 SILVER 3. PO 1 BBF Tag For 87 1 TSASUB48L STEELCASE 315.18 315.18 824.00 61.75%TS Series; Bin, Flat front, Lock, 48W BASIC :4242 MILK SMOOTH LOCK :9201 POLISHED CHROME KEYS :SK PLUG 3. PO 1 OH/48 Tag For 88 1 RLF18302F STEELCASE 639.45 639.45 1,740.00 63.25%Universal; Lateral file, 2 drawers, Flush steel front, 18D x 30W x 28H BASIC :4242 MILK SMOOTH LOCK :9201 POLISHED CHROME KEYS :SK PLUG OPTIONS * * OPTIONS * * TOP OPT *OPT:TOP OPTIONS LAM TOP LAMINATE TOP TOP-SURF TOP SURFACE PLAS LAM *TOP-SURF:PLASTIC LAMINATE 2HCN CLAY NOCE (HPL) EDGE EDGE PLASTIC *EDGE:PLASTIC 6709 CLAY NOCE LOCK OPT *OPT:DRAWER LOCK OPTIONS CENTRAL STD:CENTRAL LOCKING DWR Quotation (cont'd) Page 24 / 38 540296 09/01/23 Paul Glavas 42553 Quote Quote Date Customer Order Customer Account Representative Project WHE002 Line Quantity Catalog Number / Description Unit Price Extended Amount DWR ACC *OPT:FILE DWR ACCESSORIES HF STD:DRAWERS WITH HF'S CNTRWT *OPT:COUNTERWEIGHT PKG UNIV UNIVERSAL COUNTERWEIGHT BASE OPT *OPT:BASE OPTIONS UNIVBASE UNIVERSAL BASE 3. PO 1 LF/2/30 Tag For 89 1 TS7BSWHC STEELCASE 67.66 67.66 183.00 63.03%Wall hanging channel, 66H BASIC :4242 MILK SMOOTH 3. PO 1 WC Tag For 3,313.25Subsection Sub Total GOVT & NON-PROFIT 0.00 Subsection Total 3,313.25 SubsectionEND 4. PO 2BEGSubsection 90 1 USWS STEELCASE 151.58 151.58 410.00 63.03%Worksurface-Straight, Laminate, Plastic edge profile Size Option: Parametric Depth: 24.00000 Width: 53.00000 Top Surface Finish: Woodgrain HPL 2HCN - CLAY NOCE (HPL) Grain Direction: Long Grain Edge Finish: Plastic - PG1 6709 - CLAY NOCE Power Access: No Power Access Scallop: No Scallop Grommet: No Grommet Cord Drop: With Cord Drop Depth with Cord Drop: 23.50000 4. PO 2 24/53 Tag For 91 1 TSATH2711 STEELCASE 100.60 100.60 Quotation (cont'd) Page 25 / 38 540296 09/01/23 Paul Glavas 42553 Quote Quote Date Customer Order Customer Account Representative Project WHE002 Line Quantity Catalog Number / Description Unit Price Extended Amount 263.00 61.75%Leg-H, 11W x 27H BASIC :4242 MILK SMOOTH 4. PO 2 H/11 Tag For 92 1 TSATH2720 STEELCASE 123.55 123.55 323.00 61.75%Leg-H, 20W x 27H BASIC :4242 MILK SMOOTH 4. PO 2 H/20 Tag For 93 2 TSATP27 STEELCASE 73.82 147.64 193.00 61.75%Leg-Post, Full height, No casters, 27H BASIC :4242 MILK SMOOTH 4. PO 2 PL Tag For 94 1 TSAWLP3060 STEELCASE 312.12 312.12 816.00 61.75%Worksurface-Peninsula, Low pressure laminate, 30D x 60W EDGE :6709 CLAY NOCE TOP-SURF:2LCN CLAY NOCE (LPL) 4. PO 2 30/60 Tag For 95 1 TSAWLR2442 STEELCASE 106.72 106.72 279.00 61.75%Worksurface-Straight, Low pressure laminate, 24D x 42W EDGE :6709 CLAY NOCE TOP-SURF:2LCN CLAY NOCE (LPL) 4. PO 2 24/42 Tag For 96 1 RCC18306SF STEELCASE 1,503.81 1,503.81 4,092.00 63.25%Cabinet-Combination, 4 high doors, 3 drawers, 3 adjustable shelves, Flush steel front, 18D x 30W x 83 1/2H BASIC :4242 MILK SMOOTH LOCK :9201 POLISHED CHROME KEYS :SK PLUG OPTIONS * * OPTIONS * * TOP OPT *OPT:TOP OPTIONS Quotation (cont'd) Page 26 / 38 540296 09/01/23 Paul Glavas 42553 Quote Quote Date Customer Order Customer Account Representative Project WHE002 Line Quantity Catalog Number / Description Unit Price Extended Amount STL TOP STD:1" STEEL TOP DOOR OPT *OPT:DOOR OPTION STL DOOR STD:STEEL DOOR LOCK OPT *OPT:DRAWER LOCK OPTIONS CENTRAL STD:CENTRAL LOCKING DWR DWR ACC *OPT:FILE DWR ACCESSORIES HF STD:DRAWERS WITH HF'S WGHT PKG *OPT:COUNTERWEIGHT PKG WEIGHT COUNTERWEIGHT PKG 4. PO 2 CC/83 Tag For 98 1 TS2PBBF22U STEELCASE 260.86 260.86 682.00 61.75%Pedestal, Box / box / file, Under worksurface, 22D BASIC :4242 MILK SMOOTH KEYS :SK PLUG OPTIONS * * OPTIONS * * PULLS *OPT:PULL OPTIONS CONTPULL CONTEMPORARY PULL PULL PULL PLTMETAL *PULL:PLATED METAL 9212 SILVER 4. PO 2 BBF Tag For 99 2 TS2PFF22U STEELCASE 247.48 494.96 647.00 61.75%Pedestal, File / file, Under worksurface, 22D BASIC :4242 MILK SMOOTH KEYS :SK PLUG OPTIONS * * OPTIONS * * PULLS *OPT:PULL OPTIONS CONTPULL CONTEMPORARY PULL PULL PULL PLTMETAL *PULL:PLATED METAL 9212 SILVER 4. PO 2 FF Tag For 100 3 1444111001SR STEELCASE 53.30 159.90 82.00 35.00% Counterweight Quotation (cont'd) Page 27 / 38 540296 09/01/23 Paul Glavas 42553 Quote Quote Date Customer Order Customer Account Representative Project WHE002 Line Quantity Catalog Number / Description Unit Price Extended Amount 4. PO 2Tag For 3,361.74Subsection Sub Total GOVT & NON-PROFIT 0.00 Subsection Total 3,361.74 SubsectionEND 5. PO 3BEGSubsection 101 1 USWS STEELCASE 112.76 112.76 305.00 63.03%Worksurface-Straight, Laminate, Plastic edge profile Size Option: Parametric Depth: 24.00000 Width: 33.00000 Top Surface Finish: Woodgrain HPL 2HCN - CLAY NOCE (HPL) Grain Direction: Long Grain Edge Finish: Plastic - PG1 6709 - CLAY NOCE Power Access: No Power Access Scallop: No Scallop Grommet: No Grommet Cord Drop: With Cord Drop Depth with Cord Drop: 23.50000 5. PO 3 24/33 Tag For 102 2 TSATH2720 STEELCASE 123.55 247.10 323.00 61.75%Leg-H, 20W x 27H BASIC :4242 MILK SMOOTH 5. PO 3 H/20 Tag For 103 2 TSATP27 STEELCASE 73.82 147.64 193.00 61.75%Leg-Post, Full height, No casters, 27H BASIC :4242 MILK SMOOTH 5. PO 3 PL Tag For 104 1 TSAWLP3060 STEELCASE 312.12 312.12 816.00 61.75%Worksurface-Peninsula, Low pressure laminate, 30D x 60W Quotation (cont'd) Page 28 / 38 540296 09/01/23 Paul Glavas 42553 Quote Quote Date Customer Order Customer Account Representative Project WHE002 Line Quantity Catalog Number / Description Unit Price Extended Amount EDGE :6709 CLAY NOCE TOP-SURF:2LCN CLAY NOCE (LPL) 5. PO 3 30/60 Tag For 105 1 TSAWLR3048 STEELCASE 136.93 136.93 358.00 61.75%Worksurface-Straight, Low pressure laminate, 30D x 48W EDGE :6709 CLAY NOCE TOP-SURF:2LCN CLAY NOCE (LPL) 5. PO 3 30/48 Tag For 106 1 RCC18306SF STEELCASE 1,503.81 1,503.81 4,092.00 63.25%Cabinet-Combination, 4 high doors, 3 drawers, 3 adjustable shelves, Flush steel front, 18D x 30W x 83 1/2H BASIC :4242 MILK SMOOTH LOCK :9201 POLISHED CHROME KEYS :SK PLUG OPTIONS * * OPTIONS * * TOP OPT *OPT:TOP OPTIONS STL TOP STD:1" STEEL TOP DOOR OPT *OPT:DOOR OPTION STL DOOR STD:STEEL DOOR LOCK OPT *OPT:DRAWER LOCK OPTIONS CENTRAL STD:CENTRAL LOCKING DWR DWR ACC *OPT:FILE DWR ACCESSORIES HF STD:DRAWERS WITH HF'S WGHT PKG *OPT:COUNTERWEIGHT PKG WEIGHT COUNTERWEIGHT PKG 5. PO 3 CC/83 Tag For 108 2 TS2PFF22U STEELCASE 247.48 494.96 647.00 61.75%Pedestal, File / file, Under worksurface, 22D BASIC :4242 MILK SMOOTH KEYS :SK PLUG OPTIONS * * OPTIONS * * PULLS *OPT:PULL OPTIONS CONTPULL CONTEMPORARY PULL PULL PULL Quotation (cont'd) Page 29 / 38 540296 09/01/23 Paul Glavas 42553 Quote Quote Date Customer Order Customer Account Representative Project WHE002 Line Quantity Catalog Number / Description Unit Price Extended Amount PLTMETAL *PULL:PLATED METAL 9212 SILVER 5. PO 3 FF Tag For 109 1 TS2PBF22M STEELCASE 258.95 258.95 677.00 61.75%Pedestal-Mobile, Box / file, 22D BASIC :4242 MILK SMOOTH KEYS :SK PLUG OPTIONS * * OPTIONS * * CASTER *OPT:CASTERS STANDARD STANDARD SMALL CASTER TRIM OPT *OPT:TRIM STRIP PULL OPTION NO TRIM STD:NO TRIM PULLS *OPT:PULL OPTIONS CONTPULL CONTEMPORARY PULL PULL PULL PLTMETAL *PULL:PLATED METAL 9212 SILVER 5. PO 3 BF Tag For 110 2 1444111001SR STEELCASE 53.30 106.60 82.00 35.00% Counterweight 5. PO 3Tag For 3,320.87Subsection Sub Total GOVT & NON-PROFIT 0.00 Subsection Total 3,320.87 SubsectionEND 6. PO 4BEGSubsection 111 1 TS7WKSPT39 STEELCASE 28.10 28.10 76.00 63.03%Reinforcing channel, 39W 6. PO 4 RC/39 Tag For 112 1 USWS STEELCASE 142.33 142.33 Quotation (cont'd) Page 30 / 38 540296 09/01/23 Paul Glavas 42553 Quote Quote Date Customer Order Customer Account Representative Project WHE002 Line Quantity Catalog Number / Description Unit Price Extended Amount 385.00 63.03%Worksurface-Straight, Laminate, Plastic edge profile Size Option: Parametric Depth: 23.00000 Width: 50.00000 Top Surface Finish: Woodgrain HPL 2HCN - CLAY NOCE (HPL) Grain Direction: Long Grain Edge Finish: Plastic - PG1 6709 - CLAY NOCE Power Access: No Power Access Scallop: No Scallop Grommet: No Grommet Cord Drop: With Cord Drop Depth with Cord Drop: 22.50000 6. PO 4 23/50 Tag For 113 1 TSATRC57 STEELCASE 30.98 30.98 81.00 61.75%Channel-Reinforcing, 57D 6. PO 4 RC/57 Tag For 114 1 TSATH2711 STEELCASE 100.60 100.60 263.00 61.75%Leg-H, 11W x 27H BASIC :4242 MILK SMOOTH 6. PO 4 H/11 Tag For 115 2 TSATH2720 STEELCASE 123.55 247.10 323.00 61.75%Leg-H, 20W x 27H BASIC :4242 MILK SMOOTH 6. PO 4 H/20 Tag For 116 4 TSATP27 STEELCASE 73.82 295.28 193.00 61.75%Leg-Post, Full height, No casters, 27H BASIC :4242 MILK SMOOTH 6. PO 4 PL Tag For 117 1 TSATTIE STEELCASE 56.61 56.61 Quotation (cont'd) Page 31 / 38 540296 09/01/23 Paul Glavas 42553 Quote Quote Date Customer Order Customer Account Representative Project WHE002 Line Quantity Catalog Number / Description Unit Price Extended Amount 148.00 61.75%Tie plate, Package quantity 6 6. PO 4 TP Tag For 118 1 TSAWLPA3048 STEELCASE 309.44 309.44 809.00 61.75%Worksurface-Peninsula, Low pressure laminate, Angled, 30D x 48W EDGE :6709 CLAY NOCE TOP-SURF:2LCN CLAY NOCE (LPL) 6. PO 4 30/48 Tag For 119 1 TSAWLR1854 STEELCASE 124.31 124.31 325.00 61.75%Worksurface-Straight, Low pressure laminate, 18D x 54W EDGE :6709 CLAY NOCE TOP-SURF:2LCN CLAY NOCE (LPL) 6. PO 4 18/54 Tag For 120 1 TSAWLR3060 STEELCASE 175.95 175.95 460.00 61.75%Worksurface-Straight, Low pressure laminate, 30D x 60W EDGE :6709 CLAY NOCE TOP-SURF:2LCN CLAY NOCE (LPL) 6. PO 4 30/60 Tag For 122 1 TS2PBBF22U STEELCASE 260.86 260.86 682.00 61.75%Pedestal, Box / box / file, Under worksurface, 22D BASIC :4242 MILK SMOOTH KEYS :SK PLUG OPTIONS * * OPTIONS * * PULLS *OPT:PULL OPTIONS CONTPULL CONTEMPORARY PULL PULL PULL PLTMETAL *PULL:PLATED METAL 9212 SILVER 6. PO 4Tag For Quotation (cont'd) Page 32 / 38 540296 09/01/23 Paul Glavas 42553 Quote Quote Date Customer Order Customer Account Representative Project WHE002 Line Quantity Catalog Number / Description Unit Price Extended Amount BBF 123 1 TS2PFF22U STEELCASE 247.48 247.48 647.00 61.75%Pedestal, File / file, Under worksurface, 22D BASIC :4242 MILK SMOOTH KEYS :SK PLUG OPTIONS * * OPTIONS * * PULLS *OPT:PULL OPTIONS CONTPULL CONTEMPORARY PULL PULL PULL PLTMETAL *PULL:PLATED METAL 9212 SILVER 6. PO 4 FF Tag For 2,019.04Subsection Sub Total GOVT & NON-PROFIT 0.00 Subsection Total 2,019.04 SubsectionEND 7. Seating, Occ table, Chair matsBEGSubsection 124 2 WESMDC4LNG STEELCASE 613.80 1,227.60 1,240.00 50.50%Sterling 4 Leg Lounge With Arms Color Scheme: Non Contrasting Back Finish: Foundation 5877 - FOGGY NIGHT Seat Finish: Foundation 5877 - FOGGY NIGHT Base Finish: Rift Cut/Low Sheen VP03 - BLACK OAK 7. Seating, Occ table, Chair mats STERLING Tag For 125 1 TS4TPT STEELCASE 575.77 575.77 1,339.00 57.00%Campfire; Paper Table BASE :2536 BLACKWOOD (HPL) OPTIONS * * OPTIONS * * TBL OPTS *OPT:TABLE OPTIONS NO PAPER NO PAPER NO GLASS TOP 7. Seating, Occ table, Chair mats 25 Tag For Quotation (cont'd) Page 33 / 38 540296 09/01/23 Paul Glavas 42553 Quote Quote Date Customer Order Customer Account Representative Project WHE002 Line Quantity Catalog Number / Description Unit Price Extended Amount 126 3 2723Y.LT.A153.B1 EXEMPLIS 636.80 1,910.40 1,194.00 46.67%Amplify, Large and Tall Highback, Mesh Back, Enhanced Synchro Cntrl, A153 Height/Width Adj Arms, Sport Edition Frame Color Selection FC1 Black Frame Base Option Selection B7 Heavy Duty Black Base C11 Heavy Duty Carpet Casters E3 Seat Depth Adjustment Upgrade Amplify Cylinder Height Options S0 Standard Cylinder Height Amplify Mesh Colors MC5 Onyx (Black) Mesh Color Fabric or Leather Upholstery Selection FABRIC Fabric Grade Selections ~ No Selection FG1 Fabric Grade 1 VENICE Venice Standard Color Selection CARBON Venice Carbon Contrast Stitching ~ No Selection Packaging Options KD Knocked Down 7. Seating, Occ table, Chair mats 2723Y.LT.A153.B1 Tag For 127 1 50091 OFSBRANDS 361.03 361.03 704.00 48.72%Acen, Mesh Back Nesting Side Chair, with Arms - 1/Carton Frame/Plastic BLKP Black Frame/Black Plastic Caster/Glide W48 Black Hard Wheel Caster - Std Mesh Back MPI Pitch Grade 2 Grade 2 Material OFST OFS Terra 3100342 Sapphire 7. Seating, Occ table, Chair matsTag For Quotation (cont'd) Page 34 / 38 540296 09/01/23 Paul Glavas 42553 Quote Quote Date Customer Order Customer Account Representative Project WHE002 Line Quantity Catalog Number / Description Unit Price Extended Amount 50091 128 4 50093 OFSBRANDS 1,011.79 4,047.16 1,973.00 48.72%Acen, Mesh Back Nesting Side Chair, with Arms - 3/Carton Frame/Plastic BLKP Black Frame/Black Plastic Caster/Glide W48 Black Hard Wheel Caster - Std Mesh Back MPI Pitch Grade 2 Grade 2 Material OFST OFS Terra 3100342 Sapphire 7. Seating, Occ table, Chair mats 50093 Tag For 129 10 JAKU005 AMQSOLUTIO 462.49 4,624.90 925.00 50.00%Jaku Chair with Step Sync Mechanism, 3-Way Adjustable Arms, Polished Aluminum Ba Seat Cover Finish: Buzz2 5G64 - Alpine Packaging: Fully Assembled 7. Seating, Occ table, Chair mats JAKU Tag For 130 12 CM11142PC DEFLECTO 88.43 1,061.16 167.70 47.27%Deflecto Polycarbonate Chair Mat for Carpet - 36x48 rectangle Rigid and durable floor protection with twice the impact resistance of vinyl chair mats; Clear 7. Seating, Occ table, Chair mats CM11142PC Tag For 13,808.02Subsection Sub Total GOVT & NON-PROFIT 0.00 Subsection Total 13,808.02 SubsectionEND 131 1 FREIGHT DEFLECTO 1,133.33 1,133.33 0.00 0.00%FREIGHT Quotation (cont'd) Page 35 / 38 540296 09/01/23 Paul Glavas 42553 Quote Quote Date Customer Order Customer Account Representative Project WHE002 Line Quantity Catalog Number / Description Unit Price Extended Amount 8. Add alternate 1_EE shelvesBEGSubsection 132 3 E6FSH STEELCASE 439.48 1,318.44 1,044.63 57.93%Floating shelf Size Option: Parametric Height: 15.00000 Depth: 12.00000 Width: 33.00000 Back Panel Thickness: 0.75000 Color Scheme: Single Finish Shelf Finish: Woodgrain HPL 2HCN - CLAY NOCE (HPL) Shelf Edge Finish: Plastic - PG1 6709 - CLAY NOCE Back Panel Grain Direction: Vertical Bracket Count: 2 Brackets 8. Add alternate 1_EE shelves FS/33/12/15 Tag For 133 3 E6FSH STEELCASE 518.72 1,556.16 1,233.00 57.93%Floating shelf Size Option: Parametric Height: 15.00000 Depth: 12.00000 Width: 50.00000 Back Panel Thickness: 0.75000 Color Scheme: Single Finish Shelf Finish: Woodgrain HPL 2HCN - CLAY NOCE (HPL) Shelf Edge Finish: Plastic - PG1 6709 - CLAY NOCE Back Panel Grain Direction: Vertical Bracket Count: 3 Brackets 8. Add alternate 1_EE shelves FS/50/12/15 Tag For 134 3 E6FSH STEELCASE 542.58 1,627.74 1,289.70 57.93%Floating shelf Size Option: Parametric Height: 15.00000 Depth: 12.00000 Width: 53.00000 Back Panel Thickness: 0.75000 Quotation (cont'd) Page 36 / 38 540296 09/01/23 Paul Glavas 42553 Quote Quote Date Customer Order Customer Account Representative Project WHE002 Line Quantity Catalog Number / Description Unit Price Extended Amount Color Scheme: Single Finish Shelf Finish: Woodgrain HPL 2HCN - CLAY NOCE (HPL) Shelf Edge Finish: Plastic - PG1 6709 - CLAY NOCE Back Panel Grain Direction: Vertical Bracket Count: 3 Brackets 8. Add alternate 1_EE shelves FS/53/12/15 Tag For 4,502.34Subsection Sub Total GOVT & NON-PROFIT 0.00 Subsection Total 4,502.34 SubsectionEND 9. Add alternate 2_Laminate fillersBEGSubsection 135 3 CRFP STEELCASE 34.40 103.20 80.00 57.00%Filler Panel Panel Finish: Solid LPL 2L84 - MILK (LPL) Storage Height: 2 High 9. Add alternate 2_Laminate fillers CRFP Tag For 103.20Subsection Sub Total GOVT & NON-PROFIT 0.00 Subsection Total 103.20 SubsectionEND 136 40 DESIGN OFFICESCAP 93.00 3,720.00 0.00 0.00%DESIGN SERVICES 137 1 LABOR OFFICESCAP 8,523.67 8,523.67 0.00 0.00%NEW PRODUCT INSTALL - NO EXISTING PRODUCT TO BE REMOVED - (7) PANEL WRAPPED KICK WORKSTATIONS - (1) STATION WILL NEED TO INCLUDE PAINTED SHIM AT WALL START TO ACCOMMODATE WALL TRACK DEPTH - (4) PRIVATE OFFICES - (3) OFFICES TO HAVE Quotation (cont'd) Page 37 / 38 540296 09/01/23 Paul Glavas 42553 Quote Quote Date Customer Order Customer Account Representative Project WHE002 Line Quantity Catalog Number / Description Unit Price Extended Amount EE FLOATING SHELVES 138 1 PROJECT MANAGEMENT OFFICESCAP 1,278.56 1,278.56 0.00 0.00%PROJECT MANAGEMENT 139 1 WAREHOUSE OFFICESCAP 1,185.06 1,185.06 0.00 0.00%Warehouse Handling Charge QUOTATION TOTALS 83,772.34Sub Total GOVT & NON-PROFIT 0.00 Grand Total 83,772.34 End of Quotation Quotation (cont'd) Page 38 / 38 540296 09/01/23 Paul Glavas 42553 Quote Quote Date Customer Order Customer Account Representative Project WHE002 121919-STI 1 Rev. 4/2019 Solicitation Number: RFP#121919 CONTRACT This Contract is between Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 (Sourcewell) and Steelcase Inc., 901 44th Street SE, Grand Rapids, MI 49508 (Vendor). Sourcewell is a State of Minnesota local government agency and service cooperative created under the laws of the State of Minnesota (Minnesota Statutes Section 123A.21) that offers cooperative procurement solutions to its members. Participation is open to all levels of governmental entity, higher education, K-12 education, nonprofit, tribal government, and other public entities located in the United States and Canada. Vendor desires to contract with Sourcewell to provide equipment, products, or services to Sourcewell and its Members (Members). “Vendor” when used in connection with a purchase order shall refer to the Dealer responsible for activities related to fulfilling the purchase order including, but not limited to, specifying, quoting, ordering, delivering, installing, invoicing, and collection in accordance with the terms of this Agreement. In certain situations or in locations where no Dealer is available Steelcase may act as the Vendor under this Agreement. “Dealer” means always an authorized Steelcase dealer who will become bound to the terms and conditions of this Agreement through signing a separate document agreeing to the same. 1. TERM OF CONTRACT A. EFFECTIVE DATE. This Contract is effective upon the date of the final signature below. B. EXPIRATION DATE AND EXTENSION. This Contract expires February 18, 2024, unless it is cancelled sooner pursuant to Article 24. This Contract may be extended up to one additional one-year period upon request of Sourcewell and with written agreement by Vendor. C. SURVIVAL OF TERMS. Articles 11 through 16 survive the expiration or cancellation of this Contract. 2. EQUIPMENT, PRODUCTS, OR SERVICES A. EQUIPMENT, PRODUCTS, OR SERVICES. Vendor will provide the Equipment, Products, or Services as stated in its Proposal submitted under the Solicitation Number listed above. DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E Exhibit B 121919-STI 2 Rev. 4/2019 Vendor’s Equipment, Products, or Services Proposal (Proposal) is attached and incorporated into this Contract. All Equipment and Products provided under this Contract must be new/current model. Vendor may offer close-out or refurbished Equipment or Products if they are clearly indicated in Vendor’s product and pricing list. Unless agreed to by the Member in advance, Equipment or Products must be delivered as operational to the Member’s site. This Contract offers an indefinite quantity of sales, and while substantial volume is anticipated, sales and sales volume are not guaranteed. B. LAWS AND REGULATIONS. All Equipment, Products, or Services must comply fully with applicable federal laws and regulations, and with the laws of the state or province in which the Equipment, Products, or Services are sold. C. WARRANTY. Vendor warrants that all Equipment, Products, and Services furnished are free from liens and encumbrances, and are free from defects in design, materials, and workmanship. In addition, Vendor warrants the Equipment, Products, and Services are suitable for and will perform in accordance with the ordinary use for which they are intended. Vendor’s dealers and distributors must agree to assist the Member in reaching a resolution in any dispute over warranty terms with the manufacturer. Any manufacturer’s warranty that is effective past the expiration of the Vendor’s warranty will be passed on to the Member. D. DEALERS AND DISTRIBUTORS. Upon Contract execution, Vendor will make available to Sourcewell a means to validate or authenticate Vendor’s authorized Distributors/Dealers relative to the Equipment, Products, and Services related to this Contract. This list may be updated from time-to-time and is incorporated into this Contract by reference. It is the Vendor’s responsibility to ensure Sourcewell receives the most current version of this list. 3. PRICING All Equipment, Products, or Services under this Contract will be priced as stated in Vendor’s Proposal. Regardless of the payment method chosen by the Member, the total cost associated with any purchase option of the Equipment, Products, or Services must always be disclosed in the pricing quote to the applicable Member at the time of purchase, excluding applicable sales or use taxes and/or surcharges, which will be captured on the applicable invoice. Unless otherwise provided herein, when providing pricing quotes to Members, all pricing quoted must reflect a Member’s total cost of acquisition. This means that the quoted cost is for delivered Equipment, Products, and Services that are operational for their intended purpose, and includes all costs to the Member’s requested delivery location. DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E 121919-STI 3 Rev. 4/2019 A. SHIPPING AND SHIPPING COSTS. All delivered Equipment and Products must be properly packaged. Damaged Equipment and Products may be rejected. If the damage is not readily apparent at the time of delivery, Vendor must permit the Equipment and Products to be returned within a reasonable time at no cost to Sourcewell or its Members. Members reserve the right to inspect the Equipment and Products at a reasonable time after delivery where circumstances or conditions prevent effective inspection of the Equipment and Products at the time of delivery. Vendor must arrange for and pay for the return shipment on Equipment and Products that arrive in a defective or inoperable condition. Sourcewell may declare the Vendor in breach of this Contract if the Vendor intentionally delivers substandard or inferior Equipment or Products. In the event of the delivery of nonconforming Equipment and Products, the Member will notify the Vendor as soon as possible and the Vendor will replace nonconforming Equipment and Products with conforming Equipment and Products that are acceptable to the Member. B. SALES TAX. Each Member is responsible for supplying the Vendor with valid tax-exemption certification(s). When ordering, Members must indicate if it is a tax-exempt entity. C. HOT LIST PRICING. At any time during this Contract, Vendor may offer a specific selection of Equipment, Products, or Services at discounts greater than those listed in the Contract. When Vendor determines it will offer Hot List Pricing, it must be submitted electronically to Sourcewell in a line-item format. Equipment, Products, or Services may be added or removed from the Hot List at any time through a Sourcewell Price and Product Change Form as defined in Article 4 below. Hot List program and pricing may also be used to discount and liquidate close-out and discontinued Equipment and Products as long as those close-out and discontinued items are clearly identified as such. Current ordering process and administrative fees apply. Hot List Pricing must be published and made available to all Members. 4. PRODUCT AND PRICING CHANGE REQUESTS Vendor may request Equipment, Product, or Service changes, additions, or deletions at any time. All requests must be made in writing by submitting a signed Sourcewell Price and Product Change Request Form to the assigned Sourcewell Contract Administrator. This form is available from the assigned Sourcewell Contract Administrator. At a minimum, the request must: x Identify the applicable Sourcewell contract number x Clearly specify the requested change x Provide sufficient detail to justify the requested change DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E 121919-STI 4 Rev. 4/2019 x Individually list all Equipment, Products, or Services affected by the requested change, along with the requested change (e.g., addition, deletion, price change) x Include a complete restatement of pricing documentation in Microsoft Excel with the effective date of the modified pricing, or product addition or deletion. The new pricing restatement must include all Equipment, Products, and Services offered, even for those items where pricing remains unchanged. A fully executed Sourcewell Price and Product Request Form will be become an amendment to this Contract and be incorporated by reference. 5. MEMBERSHIP, CONTRACT ACCESS, AND MEMBER REQUIREMENTS A. MEMBERSHIP. Membership in Sourcewell is open to public and nonprofit entities across the United States and Canada; such as municipal, state/province, K-12 and higher education, tribal government, and other public entities. The benefits of this Contract should be available to all Members that can legally access the Equipment, Products, or Services under this Contract. A Member’s authority to access this Contract is determined through its cooperative purchasing, interlocal, or joint powers laws. Any entity accessing benefits of this Contract will be considered a Service Member of Sourcewell during such time of access. Vendor understands that a Member’s use of this Contract is at the Member’s sole convenience and Members reserve the right to obtain like Equipment, Products, or Services from any other source. Vendor is responsible for familiarizing its sales and service forces with Sourcewell membership requirements and documentation and will encourage potential members to join Sourcewell. Sourcewell reserves the right to add and remove Members to its roster during the term of this Contract. B. PUBLIC FACILITIES. Vendor’s employees may be required to perform work at government- owned facilities, including schools. Vendor’s employees and agents must conduct themselves in a professional manner while on the premises, and in accordance with Member policies and procedures, and all applicable laws. 6. MEMBER ORDERING AND PURCHASE ORDERS A. PURCHASE ORDERS AND PAYMENT. To access the contracted Equipment, Products, or Services under this Contract, Member must clearly indicate to Vendor that it intends to access this Contract; however, order flow and procedure will be developed jointly between Sourcewell and Vendor. Typically a Member will issue a purchase order directly to Vendor. Members may use their own forms for purchase orders, but it should clearly note the applicable Sourcewell contract number. Members will be solely responsible for payment and Sourcewell will have no liability for any unpaid invoice of any Member. DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E 121919-STI 5 Rev. 4/2019 B. ADDITIONAL TERMS AND CONDITIONS. Additional terms and conditions to a purchase order may be negotiated between a Member and Vendor, such as job or industry-specific requirements, legal requirements (such as affirmative action or immigration status requirements), or specific local policy requirements. Any negotiated additional terms and conditions must never be less favorable to the Member than what is contained in Vendor’s Proposal. C. PERFORMANCE BOND. If requested by a Member and accepted by Vendor (whose acceptance shall not be unreasonably withheld), Vendor will provide a performance bond that meets the requirements set forth in the Member’s purchase order. D. SPECIALIZED SERVICE REQUIREMENTS. In the event that the Member requires service or specialized performance requirements (such as e-commerce specifications, specialized delivery requirements, or other specifications and requirements) not addressed in this Contract, the Member and the Vendor may enter into a separate, standalone agreement, apart from this Contract. Sourcewell, including its agents and employees, will not be made a party to a claim for breach of such agreement. E. TERMINATION OF PURCHASE ORDERS. Members may terminate a purchase order, in whole or in part, immediately upon notice to Vendor in the event of any of the following events: 1. The Member fails to receive funding or appropriation from its governing body at levels sufficient to pay for the goods to be purchased; 2. Federal or state laws or regulations prohibit the purchase or change the Member’s requirements; or 3. Vendor commits any material breach of this Contract or the additional terms agreed to between the Vendor and a Member. F. GOVERNING LAW AND VENUE. The governing law and venue for any action related to a Member’s purchase order will be determined by the Member making the purchase. 7. CUSTOMER SERVICE A. PRIMARY ACCOUNT REPRESENTATIVE. Vendor will assign an Account Representative to Sourcewell for this Contract and must provide prompt notice to Sourcewell if that person is changed. The Account Representative will be responsible for: x Maintenance and management of this Contract; x Timely response to all Sourcewell and Member inquiries; and x Business reviews to Sourcewell and Members, if applicable. DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E 121919-STI 6 Rev. 4/2019 B. BUSINESS REVIEWS. Vendor must perform a minimum of one business review with Sourcewell per contract year. The business review will cover sales to members, pricing and contract terms, administrative fees, supply issues, customer issues, and any other necessary information. 8. REPORT ON CONTRACT SALES ACTIVITY AND ADMINISTRATIVE FEE PAYMENT A. CONTRACT SALES ACTIVITY REPORT. Each calendar quarter, Vendor must provide a contract sales activity report (Report) to the Sourcewell Contract Administrator assigned to this Contract. A Report must be provided regardless of the number or amount of sales during that quarter (i.e., if there are no sales, Vendor must submit a report indicating no sales were made). The Report must contain the following fields: x Customer Name (e.g., City of Staples Highway Department); x Customer Physical Street Address; x Customer City; x Customer State; x Customer Zip Code; x Sourcewell Assigned Entity/Member Number; x Item Purchased Description; x Item Purchased Price; x Sourcewell Administrative Fee Applied; and x Date Purchase was invoiced/sale was recognized as revenue by Vendor. B. ADMINISTRATIVE FEE. In consideration for the support and services provided by Sourcewell, the Vendor will pay an administrative fee to Sourcewell on all Equipment and Products provided to Members. The Vendor will submit a check payable to Sourcewell for the percentage of administrative fee stated in the Proposal multiplied by the total sales of all Equipment and Products purchased by Members under this Contract during each calendar quarter. Payments should note the Sourcewell-assigned contract number in the memo and must be mailed to the address above “Attn: Accounts Receivable.” Payments must be received no later than forty-five (45) calendar days after the end of each calendar quarter. Vendor agrees to cooperate with Sourcewell in auditing transactions under this Contract to ensure that the administrative fee is paid on all items purchased under this Contract. Any such audit will include transactions which have occurred within two (2) years of the agreed upon audit date. Steelcase and Dealers shall make available to Sourcewell representatives no more than once per calendar year, during reasonable business hours and upon reasonable notice during the term of the agreement and two (2) years thereafter, any books, records, and invoices directly DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E 121919-STI 7 Rev. 4/2019 related to the respective performance under this agreement. The parties will make their best efforts to resolve any discrepancies in a fair and equitable manner. In the event the Vendor is delinquent in any undisputed administrative fees, Sourcewell reserves the right to cancel this Contract and reject any proposal submitted by the Vendor in any subsequent solicitation. In the event this Contract is cancelled by either party prior to the Contract’s expiration date, the administrative fee payment will be due no more than thirty (30) days from the cancellation date. 9. AUTHORIZED REPRESENTATIVE Sourcewell's Authorized Representative is its Chief Procurement Officer. Vendor’s Authorized Representative is the person named in the Vendor’s Proposal. If Vendor’s Authorized Representative changes at any time during this Contract, Vendor must promptly notify Sourcewell in writing. 10. ASSIGNMENT, AMENDMENTS, WAIVER, AND CONTRACT COMPLETE A. ASSIGNMENT. Neither the Vendor nor Sourcewell may assign or transfer any rights or obligations under this Contract without the prior consent of the parties and a fully executed assignment agreement. Such consent will not be unreasonably withheld. B. AMENDMENTS. Any amendment to this Contract must be in writing and will not be effective until it has been fully executed by the parties. C. WAIVER. If either party fails to enforce any provision of this Contract, that failure does not waive the provision or the right to enforce it. D. CONTRACT COMPLETE. This Contract contains all negotiations and agreements between Sourcewell and Vendor. No other understanding regarding this Contract, whether written or oral, may be used to bind either party. E. RELATIONSHIP OF THE PARTIES. The relationship of the parties is one of independent contractors, each free to exercise judgment and discretion with regard to the conduct of their respective businesses. This Contract does not create a partnership, joint venture, master- servant, principal-agent, or any other relationship. 11. LIABILITY Vendor must indemnify, save, and hold Sourcewell and its Members, including their agents and employees, harmless from any claims or causes of action, including attorneys’ fees, arising out of the performance of this Contract by the Vendor or its agents or employees; this indemnification includes injury or death to person(s) or property alleged to have been caused DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E 121919-STI 8 Rev. 4/2019 by some defect in the Equipment, Products, or Services under this Contract to the extent the Equipment, Product, or Service has been used according to its specifications. 12. AUDITS Sourcewell reserves the right to review the books, records, documents, and accounting procedures and practices of the Vendor relevant to this Contract for a minimum of six (6) years from the end of this Contract. This clause extends to Members as it relates to business conducted by that Member under this Contract. 13. GOVERNMENT DATA PRACTICES Vendor and Sourcewell must comply with the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13, as it applies to all data provided by or provided to Sourcewell under this Contract and as it applies to all data created, collected, received, stored, used, maintained, or disseminated by the Vendor under this Contract. If the Vendor receives a request to release the data referred to in this article, the Vendor must immediately notify Sourcewell and Sourcewell will assist with how the Vendor should respond to the request. 14. INTELLECTUAL PROPERTY As applicable, Vendor agrees to indemnify and hold harmless Sourcewell and its Members against any and all suits, claims, judgments, and costs instituted or recovered against Sourcewell or Members by any person on account of the use of any Equipment or Products by Sourcewell or its Members supplied by Vendor in violation of applicable patent or copyright laws. 15. PUBLICITY, MARKETING, AND ENDORSEMENT A. PUBLICITY. Any publicity regarding the subject matter of this Contract must not be released without prior written approval from the Authorized Representatives. Publicity includes notices, informational pamphlets, press releases, research, reports, signs, and similar public notices prepared by or for the Vendor individually or jointly with others, or any subcontractors, with respect to the program, publications, or services provided resulting from this Contract. B. MARKETING. Any direct advertising, marketing, or offers with Members must be approved by Sourcewell. Materials should be sent to the Sourcewell Contract Administrator assigned to this Contract. C. ENDORSEMENT. The Vendor must not claim that Sourcewell endorses its Equipment, Products, or Services. DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E 121919-STI 9 Rev. 4/2019 16. GOVERNING LAW, JURISDICTION, AND VENUE Minnesota law governs this Contract. Venue for all legal proceedings out of this Contract, or its breach, must be in the appropriate state court in Todd County or federal court in Fergus Falls, Minnesota. 17. FORCE MAJEURE Neither party to this Contract will be held responsible for delay or default caused by acts of God or other conditions that are beyond that party’s reasonable control. A party defaulting under this provision must provide the other party prompt written notice of the default. 18. SEVERABILITY If any provision of this Contract is found to be illegal, unenforceable, or void then both Sourcewell and Vendor will be relieved of all obligations arising under such provisions. If the remainder of this Contract is capable of performance, it will not be affected by such declaration or finding and must be fully performed. 19. PERFORMANCE, DEFAULT, AND REMEDIES A. PERFORMANCE. During the term of this Contract, the parties will monitor performance and address unresolved contract issues as follows: 1.Notification. The parties must promptly notify each other of any known dispute and work in good faith to resolve such dispute within a reasonable period of time. If necessary, Sourcewell and the Vendor will jointly develop a short briefing document that describes the issue(s), relevant impact, and positions of both parties. 2.Escalation. If parties are unable to resolve the issue in a timely manner, as specified above, either Sourcewell or Vendor may escalate the resolution of the issue to a higher level of management. The Vendor will have thirty (30) calendar days to cure an outstanding issue. 3.Performance while Dispute is Pending. Notwithstanding the existence of a dispute, the Vendor must continue without delay to carry out all of its responsibilities under the Contract that are not affected by the dispute. If the Vendor fails to continue without delay to perform its responsibilities under the Contract, in the accomplishment of all undisputed work, any additional costs incurred by Sourcewell and/or its Members as a result of such failure to proceed will be borne by the Vendor. B. DEFAULT AND REMEDIES. Either of the following constitutes cause to declare this Contract, or any Member order under this Contract, in default: 1. Nonperformance of contractual requirements, or 2. A material breach of any term or condition of this Contract. DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E 121919-STI 10 Rev. 4/2019 Written notice of default and a reasonable opportunity to cure must be issued by the party claiming default. Time allowed for cure will not diminish or eliminate any liability for liquidated or other damages. If the default remains after the opportunity for cure, the non-defaulting party may: x Exercise any remedy provided by law or equity, or x Terminate the Contract or any portion thereof, including any orders issued against the Contract. 20. INSURANCE A. REQUIREMENTS. At its own expense, Vendor must maintain insurance policy(ies) in effect at all times during the performance of this Contract with insurance company(ies) licensed or authorized to do business in the State of Minnesota having an “AM BEST” rating of A- or better, with coverage and limits of insurance not less than the following: 1.Workers’ Compensation and Employer’s Liability. Workers’ Compensation: As required by any applicable law or regulation. Employer's Liability Insurance: must be provided in amounts not less than listed below: Minimum limits: $500,000 each accident for bodily injury by accident $500,000 policy limit for bodily injury by disease $500,000 each employee for bodily injury by disease 2.Commercial General Liability Insurance. Vendor will maintain insurance covering its operations, with coverage on an occurrence basis, and must be subject to terms no less broad than the Insurance Services Office (“ISO”) Commercial General Liability Form CG0001 (2001 or newer edition). At a minimum, coverage must include liability arising from premises, operations, bodily injury and property damage, independent contractors, products-completed operations including construction defect, contractual liability, blanket contractual liability, and personal injury and advertising injury. All required limits, terms and conditions of coverage must be maintained during the term of this Contract. Minimum Limits: $1,000,000 each occurrence Bodily Injury and Property Damage $1,000,000 Personal and Advertising Injury $2,000,000 aggregate for Products-Completed operations $2,000,000 general aggregate 3.Commercial Automobile Liability Insurance. During the term of this Contract, Vendor will maintain insurance covering all owned, hired, and non-owned automobiles in limits of liability not less than indicated below. The coverage must be subject to terms no less broad than ISO Business Auto Coverage Form CA 0001 (2010 edition or newer). DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E 121919-STI 11 Rev. 4/2019 Minimum Limits: $1,000,000 each accident, combined single limit 4.Umbrella Insurance. During the term of this Contract, Vendor will maintain umbrella coverage over Workers’ Compensation, Commercial General Liability, and Commercial Automobile. Minimum Limits: $2,000,000 5.Professional/Technical, Errors and Omissions, and/or Miscellaneous Liability. During the term of this Contract, Vendor will maintain coverage for all claims the Vendor may become legally obligated to pay resulting from any actual or alleged negligent act, error, or omission related to Vendor’s professional services required under this Contract. Minimum Limits: $2,000,000 per claim or event $2,000,000 – annual aggregate 6.Network Security and Privacy Liability Insurance. During the term of this Contract, Vendor will maintain coverage for network security and privacy liability. The coverage may be endorsed on another form of liability coverage or written on a standalone policy. The insurance must cover claims which may arise from failure of Vendor’s security resulting in, but not limited to, computer attacks, unauthorized access, disclosure of not public data – including but not limited to, confidential or private information, transmission of a computer virus, or denial of service. Minimum limits: $2,000,000 per occurrence $2,000,000 annual aggregate Failure of Vendor to maintain the required insurance will constitute a material breach entitling Sourcewell to immediately terminate this Contract for default. B. CERTIFICATES OF INSURANCE. Prior to commencing under this Contract, Vendor must furnish to Sourcewell a certificate of insurance, as evidence of the insurance required under this Contract. Prior to expiration of the policy(ies), renewal certificates must be mailed to Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 or sent to the Sourcewell Contract Administrator assigned to this Contract. The certificates must be signed by a person authorized by the insurer(s) to bind coverage on their behalf. All policies must include there will be no cancellation, suspension, non-renewal, or reduction of coverage without thirty (30) days’ prior written notice to the Vendor. Upon request, Vendor must provide to Sourcewell copies of applicable policies and endorsements, within ten (10) days of a request. Failure to request certificates of insurance by DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E 121919-STI 12 Rev. 4/2019 Sourcewell, or failure of Vendor to provide certificates of insurance, in no way limits or relieves Vendor of its duties and responsibilities in this Contract. C. ADDITIONAL INSURED ENDORSEMENT AND PRIMARY AND NON-CONTRIBUTORY INSURANCE CLAUSE. Vendor agrees to name Sourcewell and its Members, including their officers, agents, and employees, as an additional insured under the Vendor’s commercial general liability insurance policy with respect to liability arising out of activities, “operations,” or “work” performed by or on behalf of Vendor, and products and completed operations of Vendor. The policy provision(s) or endorsement(s) must further provide that coverage is primary and not excess over or contributory with any other valid, applicable, and collectible insurance or self-insurance in force for the additional insureds. D. WAIVER OF SUBROGATION. Vendor waives and must require (by endorsement or otherwise) all its insurers to waive subrogation rights against Sourcewell and other additional insureds for losses paid under the insurance policies required by this Contract or other insurance applicable to the Vendor or its subcontractors. The waiver must apply to all deductibles and/or self-insured retentions applicable to the required or any other insurance maintained by the Vendor or its subcontractors. Where permitted by law, Vendor must require similar written express waivers of subrogation and insurance clauses from each of its subcontractors. E. UMBRELLA/EXCESS LIABILITY. The limits required by this Contract can be met by either providing a primary policy or in combination with umbrella/excess liability policy(ies). F. SELF-INSURED RETENTIONS. Any self-insured retention in excess of $10,000 is subject to Sourcewell’s approval. 21. COMPLIANCE A. LAWS AND REGULATIONS. All Equipment, Products, or Services provided under this Contract must comply fully with applicable federal laws and regulations, and with the laws in the states and provinces in which the Equipment, Products, or Services are sold. B. LICENSES. Vendor must maintain a valid status on all required federal, state, and local licenses, bonds, and permits required for the operation of the business that the Vendor conducts with Sourcewell and Members. 22. BANKRUPTCY, DEBARMENT, OR SUSPENSION CERTIFICATION Vendor certifies and warrants that it is not in bankruptcy or that it has previously disclosed in writing certain information to Sourcewell related to bankruptcy actions. If at any time during this Contract Vendor declares bankruptcy, Vendor must immediately notify Sourcewell in writing. DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E 121919-STI 13 Rev. 4/2019 Vendor certifies and warrants that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from programs operated by the State of Minnesota, the United States federal government, or any Member. Vendor certifies and warrants that neither it nor its principals have been convicted of a criminal offense related to the subject matter of this Contract. Vendor further warrants that it will provide immediate written notice to Sourcewell if this certification changes at any time. 23. PROVISIONS FOR NON-UNITED STATES FEDERAL ENTITY PROCUREMENTS UNDER UNITED STATES FEDERAL AWARDS OR OTHER AWARDS Members that use United States federal grant or FEMA funds to purchase goods or services from this Contract may be subject to additional requirements including the procurement standards of the Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards, 2 C.F.R. § 200. Members may also require additional requirements based on specific funding specifications. Within this Article, all references to “federal” should be interpreted to mean the United States federal government. The following list only applies when a Member accesses Vendor’s Equipment, Products, or Services with United States federal funds. A. EQUAL EMPLOYMENT OPPORTUNITY. Except as otherwise provided under 41 C.F.R. § 60, all contracts that meet the definition of “federally assisted construction contract” in 41 C.F.R. § 60- 1.3 must include the equal opportunity clause provided under 41 C.F.R. §60-1.4(b), in accordance with Executive Order 11246, “Equal Employment Opportunity” (30 FR 12319, 12935, 3 C.F.R. §, 1964-1965 Comp., p. 339), as amended by Executive Order 11375, “Amending Executive Order 11246 Relating to Equal Employment Opportunity,” and implementing regulations at 41 C.F.R. § 60, “Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor.” The equal opportunity clause is incorporated herein by reference. B. DAVIS-BACON ACT, AS AMENDED (40 U.S.C. § 3141-3148). When required by federal program legislation, all prime construction contracts in excess of $2,000 awarded by non- federal entities must include a provision for compliance with the Davis-Bacon Act (40 U.S.C. § 3141-3144, and 3146-3148) as supplemented by Department of Labor regulations (29 C.F.R. § 5, “Labor Standards Provisions Applicable to Contracts Covering Federally Financed and Assisted Construction”). In accordance with the statute, contractors must be required to pay wages to laborers and mechanics at a rate not less than the prevailing wages specified in a wage determination made by the Secretary of Labor. In addition, contractors must be required to pay wages not less than once a week. The non-federal entity must place a copy of the current prevailing wage determination issued by the Department of Labor in each solicitation. The decision to award a contract or subcontract must be conditioned upon the acceptance of the wage determination. The non-federal entity must report all suspected or reported violations to the federal awarding agency. The contracts must also include a provision for compliance with the Copeland “Anti-Kickback” Act (40 U.S.C. § 3145), as supplemented by Department of Labor regulations (29 C.F.R. § 3, “Contractors and Subcontractors on Public Building or Public Work DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E 121919-STI 14 Rev. 4/2019 Financed in Whole or in Part by Loans or Grants from the United States”). The Act provides that each contractor or subrecipient must be prohibited from inducing, by any means, any person employed in the construction, completion, or repair of public work, to give up any part of the compensation to which he or she is otherwise entitled. The non-federal entity must report all suspected or reported violations to the federal awarding agency. Vendor must be in compliance with all applicable Davis-Bacon Act provisions. C. CONTRACT WORK HOURS AND SAFETY STANDARDS ACT (40 U.S.C. § 3701-3708). Where applicable, all contracts awarded by the non-federal entity in excess of $100,000 that involve the employment of mechanics or laborers must include a provision for compliance with 40 U.S.C. § 3702 and 3704, as supplemented by Department of Labor regulations (29 C.F.R. § 5). Under 40 U.S.C. § 3702 of the Act, each contractor must be required to compute the wages of every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess of the standard work week is permissible provided that the worker is compensated at a rate of not less than one and a half times the basic rate of pay for all hours worked in excess of 40 hours in the work week. The requirements of 40 U.S.C. § 3704 are applicable to construction work and provide that no laborer or mechanic must be required to work in surroundings or under working conditions which are unsanitary, hazardous or dangerous. These requirements do not apply to the purchases of supplies or materials or articles ordinarily available on the open market, or contracts for transportation or transmission of intelligence. This provision is hereby incorporated by reference into this Contract. Vendor certifies that during the term of an award for all contracts by Sourcewell resulting from this procurement process, Vendor must comply with applicable requirements as referenced above. D. RIGHTS TO INVENTIONS MADE UNDER A CONTRACT OR AGREEMENT. If the federal award meets the definition of “funding agreement” under 37 C.F.R. § 401.2(a) and the recipient or subrecipient wishes to enter into a contract with a small business firm or nonprofit organization regarding the substitution of parties, assignment or performance of experimental, developmental, or research work under that “funding agreement,” the recipient or subrecipient must comply with the requirements of 37 C.F.R. § 401, “Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements,” and any implementing regulations issued by the awarding agency. Vendor certifies that during the term of an award for all contracts by Sourcewell resulting from this procurement process, Vendor must comply with applicable requirements as referenced above. E. CLEAN AIR ACT (42 U.S.C. § 7401-7671Q.) AND THE FEDERAL WATER POLLUTION CONTROL ACT (33 U.S.C. § 1251-1387). Contracts and subgrants of amounts in excess of $150,000 require the non-federal award to agree to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act (42 U.S.C. § 7401- 7671q) and the Federal Water Pollution Control Act as amended (33 U.S.C. § 1251- 1387). Violations must be reported to the Federal awarding agency and the Regional Office of the Environmental Protection Agency (EPA). Vendor certifies that during the term of this Contract will comply with applicable requirements as referenced above. DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E 121919-STI 15 Rev. 4/2019 F. DEBARMENT AND SUSPENSION (EXECUTIVE ORDERS 12549 AND 12689). A contract award (see 2 C.F.R. § 180.220) must not be made to parties listed on the government wide exclusions in the System for Award Management (SAM), in accordance with the OMB guidelines at 2 C.F.R. §180 that implement Executive Orders 12549 (3 C.F.R. § 1986 Comp., p. 189) and 12689 (3 C.F.R. § 1989 Comp., p. 235), “Debarment and Suspension.” SAM Exclusions contains the names of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible under statutory or regulatory authority other than Executive Order 12549. Vendor certifies that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation by any federal department or agency. G. BYRD ANTI-LOBBYING AMENDMENT, AS AMENDED (31 U.S.C. § 1352). Vendors must file any required certifications. Vendors must not have used federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any federal contract, grant, or any other award covered by 31 U.S.C. § 1352. Vendors must disclose any lobbying with non-federal funds that takes place in connection with obtaining any federal award. Such disclosures are forwarded from tier to tier up to the non-federal award. Vendors must file all certifications and disclosures required by, and otherwise comply with, the Byrd Anti-Lobbying Amendment (31 U.S.C. § 1352). H. RECORD RETENTION REQUIREMENTS. To the extent applicable, Vendor must comply with the record retention requirements detailed in 2 C.F.R. § 200.333. The Vendor further certifies that it will retain all records as required by 2 C.F.R. § 200.333 for a period of three (3) years after grantees or subgrantees submit final expenditure reports or quarterly or annual financial reports, as applicable, and all other pending matters are closed. I. ENERGY POLICY AND CONSERVATION ACT COMPLIANCE. To the extent applicable, Vendor must comply with the mandatory standards and policies relating to energy efficiency which are contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation Act. J. BUY AMERICAN PROVISIONS COMPLIANCE. To the extent applicable, Vendor must comply with all applicable provisions of the Buy American Act. Purchases made in accordance with the Buy American Act must follow the applicable procurement rules calling for free and open competition. Vendor does not certify compliance with the provisions of the Buy American Act and will address the issue with any Member on a case-by-case basis. K. ACCESS TO RECORDS (2 C.F.R. § 200.336). Vendor agrees that duly authorized representatives of a federal agency must have access to any books, documents, papers and records of Vendor that are directly pertinent to Vendor’s discharge of its obligations under this Contract for the purpose of making audits, examinations, excerpts, and transcriptions. The right DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E 121919-STI 16 Rev. 4/2019 also includes timely and reasonable access to Vendor’s personnel for the purpose of interview and discussion relating to such documents. L. PROCUREMENT OF RECOVERED MATERIALS (2 C.F.R. § 200.322). A non-federal entity that is a state agency or agency of a political subdivision of a state and its contractors must comply with Section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act. The requirements of Section 6002 include procuring only items designated in guidelines of the Environmental Protection Agency (EPA) at 40 C.F.R. § 247 that contain the highest percentage of recovered materials practicable, consistent with maintaining a satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the value of the quantity acquired during the preceding fiscal year exceeded $10,000; procuring solid waste management services in a manner that maximizes energy and resource recovery; and establishing an affirmative procurement program for procurement of recovered materials identified in the EPA guidelines. 24. CANCELLATION Sourcewell or Vendor may cancel this Contract at any time, with or without cause, upon sixty (60) days’ written notice to the other party. However, Sourcewell may cancel this Contract immediately upon discovery of a material defect in any certification made in Vendor’s Proposal. Termination of this Contract does not relieve either party of financial, product, or service obligations incurred or accrued prior to termination. Sourcewell Steelcase Inc. By: __________________________ By: __________________________ Jeremy Schwartz Megan Maguire Title: Director of Operations & Procurement/CPO Title: Leader, Contract Specialist Date: ________________________ Date: ________________________ Approved: By: __________________________ Chad Coauette Title: Executive Director/CEO Date: ________________________ DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E             Bid Number: RFP 121919 Vendor Name: Steelcase Inc. RFP 121919 - Furniture Solutions with Related Accessories and Services Vendor Details Company Name: Steelcase Inc. 901 44th Street SE Address: Grand Rapids, MI 49508 Contact: Kevin Loubert Email: kloubert@steelcase.com Phone: 616-246-9455 Fax: 616-246-4918 HST#: 380819050 Submission Details Created On: Monday November 11, 2019 14:01:43 Submitted On: Thursday December 19, 2019 15:01:54 Submitted By: Kevin Loubert Email: kloubert@steelcase.com Transaction #: aa9c07dd-ad11-4214-8ae6-09316e3fe6ac Submitter's IP Address: 198.105.64.21 DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E Bid Number: RFP 121919 Vendor Name: Steelcase Inc. Specifications Table 1: Proposer Identity & Authorized Representatives Line Item Question Response * 1 Proposer Legal Name (and applicable d/b/a, if any): Steelcase Inc. * 2 Proposer Address: 901 44th Street SE, Grand Rapids, MI 49508 * 3 Proposer website address: www.steelcase.com * 4 Proposer's Authorized Representative (name, title, address, email address & phone) (The representative must have authority to sign the “Proposer’s Assurance of Compliance” on behalf of the Proposer): Kevin Loubert, Industry Leader, Steelcase State & Local Government Solutions, 901 44th Street SE, Grand Rapids, MI 49508, Email: kloubert@steelcase.com, Phone: 616.246.9455 * 5 Proposer's primary contact for this proposal (name, title, address, email address & phone): Kevin Loubert, Industry Leader, Steelcase State & Local Government Solutions, 901 44th Street SE, Grand Rapids, MI 49508, Email: kloubert@steelcase.com, Phone: 616.246.9455 * 6 Proposer's other contacts for this proposal, if any (name, title, address, email address & phone): Jeff Fredrickson, Director, Steelcase Government Solutions, 901 44th Street SE, Grand Rapids, MI 49508, Email: jfredric@steelcase.com, Phone: 616.292.9904 Table 2: Company Information and Financial Strength Line Item Question Response * DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E Bid Number: RFP 121919 Vendor Name: Steelcase Inc. 7 Provide a brief history of your company, including your company’s core values, business philosophy, and industry longevity related to the requested equipment, products or services. OUR HISTORY Founded in 1912 as the Metal Office Furniture Company, our first patent for a metal wastebasket meant safety for office workers. In crowded cities where fires spread quickly, replacing wicker with steel was a lifesaving innovation. Our past, present and future are all about turning insights into innovations that unlock the promise of people at work and make the world a better place. Steelcase is a global, industry-leading company with approximately 13,000 employees and fiscal year 2019 revenue of approximately $3.4 billion, is headquartered in Grand Rapids, Michigan and became publicly-traded in 1998. We are globally accessible through a network of channels, including over 800 dealer locations. OUR VALUES More than 100 years ago, our founders made a commitment to do business differently. Our seven core values ground us and push us to do more and be better every day. At Steelcase we: • Act with integrity • Tell the truth • Keep commitments • Treat people with dignity and respect • Promote positive relationships • Protect the environment • Excel * OUR PORTFOLIO Steelcase leads the way in creating great experiences by offering a range of architecture, furniture and technology products and services designed to help people reach their full potential. Our comprehensive portfolio is anchored by three core brands: Steelcase, Coalesse and Turnstone. Together with our partners, we design spaces to help people work, learn and heal. Our strategy is to grow by leveraging our deep understanding of the patterns of work, workers and workspaces to offer solutions for new ways of working, new customer markets and new geographies. We are recognized as a responsible company that creates social, economic and environmentally sustainable value. And because protecting the environment is in our DNA, we drive sustainable social, economic and environmental change through our decisions and actions. At Steelcase, we don’t just do what’s right, we do what’s best — for people and for the planet. Please see Additional Document T2.7 for more information, including a video about who we are and what we do. 8 Provide a detailed description of the products and services that you are offering in your proposal. Products Steelcase's family of brands and partner products provide an integrated portfolio of furniture settings, user-centered technologies and interior architectural products for both individual and collaborative work across a range of price points. We have expanded our offerings through investments in product development and our recent acquisitions and marketing partnerships. • Our furniture portfolio includes panel, fence and beam-based furniture systems, storage, fixed and height-adjustable desks, benches and tables and complementary products such as worktools. • Our seating products include task chairs which are highly ergonomic, seating that can be used in collaborative or casual settings and specialty seating for specific vertical markets such as healthcare and education. • Our technology solutions support group collaboration by integrating furniture and technology. • Our interior architectural products include full and partial height walls and architectural pods. The comprehensive Steelcase product portfolio includes: Seating - Office Chairs - Guest Chairs + Stools - Collaborative Chairs - Lounge Seating - Healthcare Chairs - Sofas + Sleepers DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E Bid Number: RFP 121919 Vendor Name: Steelcase Inc. Desks + Tables - Desk Systems - Desks - Height-Adjustable Desks - Benching - Occasional Tables - Conference + Classroom Tables Storage - Laterals + Pedestals - Bookcases, Cabinets + Credenzas - Bins + Shelves - Carts - Towers + Lockers - Waste + Recycling Integrated Technology - Collaboration - Workplace Optimization + Analytics - Room Scheduling + Navigation - Apps - Acoustic Solutions Architecture + Space Division - Fences + Beams - Modular Walls - Pods - Panels - Screens - Power + Flooring Related Accessories - Office Décor + Rugs - Lighting - Organizational Tools - Computer Support - Power + Cable Management - Whiteboards + Podiums Please see Additional Document T2.8 for more information, including product line descriptions. Please see Pricing Zip document titled Pricing and Product Specifications for full product details. Services We and our Steelcase dealers also offer services designed to facilitate the fur services are: • Workplace strategy consulting • Data-driven space measurement • Finance and lease service • Hosted event experiences. The dealers for Sourcewell Members offer an extensive range of services, including, but not limited to: • Furniture Project Management – management of all aspects of furniture project from inception through complete furniture installation. This service is normally included with new furniture orders. • Interior Design Services – combine creative aesthetics with functional solutions to produce productive and comfortable environments in all interior spaces. This can include Customer's-Own-Material (COM) when desired by a Member. • Space Planning Services – identify the client’s key issues that set the parameters of the project for the purpose of space planning, encompassing the following: • CAD Space Planning Services – upon receipt of an approved CAD-based block plan from the architect or client, this service provides detailed drawings to be used for installation purposes. • Verification of Field Dimensions – this service confirms room dimensions shown on client-provided CAD drawings or plans, as compared with actual site conditions, and as it relates to furniture installation. • Furniture Specification Services – utilizes an automated specification tools to prepare furniture component list and costs. * DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E Bid Number: RFP 121919 Vendor Name: Steelcase Inc. • Installation Coordination Services – coordinates the logistical management of furniture installation, such as project management, installation of product, coordination of product arrival from manufacturer, verification of site conditions, logistical staging of product and enforcement of quality/safety/code standards (NOTE: Normal installation is typically included with new product to “room ready site conditions.”) • Punch List Coordination Services – within this typical service is the identification of any discrepancies to complete furniture installation in compliance to furniture plan, including issuing punch list and updating punch list with resolution and completion. • Post-Installation Evaluation – provide a team to audit a project for installation quality compliance. • Transportation Coordination Services – typically ensures product delivery meets client requirements and site conditions. Included with these services are determination of appropriate vehicle type for project site, obtaining appropriate municipal clearances for parking, if necessary and coordination of delivery in compliance with property management requirements. Normal delivery is often included with purchase of new product. • Studies to Reduce Costs – Steelcase dealers strive to reduce costs in products and services through the following activities: continual update of workstation typicals, utilization of existing products, value engineering when performance or function is not sacrificed and recommendations to avoid duplications of services/products. • Alternative Office Design – is a planning service that includes analysis and related planning services as they relate to business results and facilities issues. • Ergonomic Evaluation – basic ergonomic evaluation is available to provide recommendations for improved safety and ergonomics as they relate to furniture. This service might include providing product for evaluation on a limited basis or providing training on the usage of furniture as it relates to ergonomics. • Furniture Disposition – provides coordination of the removal and liquidation of your surplus furniture through qualified furniture brokers. • Furniture Rental – typically available at most dealerships in the event of project delays. Normally with furniture rentals, systems furniture installation is not included, nor is the subsequent dismantle and removal upon receipt of new product. Products that are strictly for rental purposes only (not associated with a new product purchase) are also available. • Maintenance and Repair Services – qualified technicians provide maintenance and repair of all furniture products including non-warranty repair, parts supply and emergency repairs after-normal-business hours. These services are typically quoted on a per-project basis. • Furniture Refurbishment – include re-fabrication and cut down of panels and worksurfaces, painting of all metal surfaces, refinishing or restoring wood, and cleaning and re-upholstery of seating products. Some dealers might also offer stain and fire protection services, professional wood refinishing and furniture repainting. • Reconfiguration – optimize re-use of your furniture assets to meet changing work needs. This would include inventorying existing products; creating over/under balance to specify new product/parts requirements; dismantling and rebuilding existing products and applying new, existing, and/or stored products to implement furniture plan. • Move Coordination – relocation services are coordinated with you, your contracted vendors, and the Steelcase dealer(s) and provide move strategy consultation, supply labels and workstation designation numbers, make available floor location map for movers, offer labor to implement small internal moves and manage large moves. • In/Out – bringing furniture in or out of a warehouse or storage. • Inventory / Asset Management – service typically includes full-service customer storage, inventory management, inventory-list maintenance, condition reports, and movement history. This could involve picking up, storing, repairing, inventorying, salvaging, and delivering products falling within the scope of this contract. Most dealers will use SnapTracker and/or bar coding as part of this service. The intention in using an Asset Management Contract is to promote the long-term efficiency of the Sourcewell contract by (among other things) extending the use and re-use of products. Asset Management Contracts cannot be created under this Contract unless they are executed within the authorized term of a contract resulting from this RFP. The actual term of the Asset Management Contract may, however, extend beyond the expiration date of this Contract. DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E Bid Number: RFP 121919 Vendor Name: Steelcase Inc. • Electronic Ordering – with electronic ordering you can efficiently transmit orders, reports, invoices, etc., from your computer to your Steelcase dealers’ computer. • Educational Seminars – most Steelcase dealers will conduct seminars concerning end user personnel training in proper and safe use of furniture, business trends and their effects in the workplace, end user education in ergonomic support tools and instruction in furniture care and maintenance. • Emergency Services – some dealers offer emergency services including keys locked in desk, electrical failures, broken chair mechanisms, and any condition threatening safety or productivity. 9 What are your company’s expectations in the event of an award? In the event of an award, Steelcase's expectations are that Steelcase and Sourcewell would work closely to implement an aggressive go-to-market strategy for the new contract. Our Sourcewell contract has been central for Steelcase in SLED sector and we see significant potential to grow our business together in both the US and Canada. Steelcase and Sourcewell would conduct joint kick off meetings at Sourcewell in Staples, MN and/or Steelcase in Grand Rapids to launch the new contract to Steelcase and Steelcase dealer sales to increase enthusiasm, awareness and knowledge, coordinated with press releases the to the marketplace. In addition, regularly scheduled webinars would be put in place on an ongoing basis to continue to train and market our Sourcewell contract to the Steelcase and Steelcase dealer sales organization. * Steelcase would continue to work to partner with other Sourcewell contract holders like National Cooperative Leasing and others in noncompeting segments to share ideas, collaborate, improve training and grow Sourcewell contract acceptance. Internally and externally, Steelcase will communicate the award utilizing our Steelcase intranet Village site and Steelcase social media as appropriate. We also expect we would establish a regular communication cadence for feedback and review on mutual contract progress and performance. The continuing goal is to provide superior total solutions and value to Sourcewell Members, promoting Membership while increasing contract utilization and growth. 10 Demonstrate your financial strength and stability with meaningful data. This could include such items as financial statements, SEC filings, credit and bond ratings, letters of credit, and detailed reference letters. Upload supporting documents (as applicable) in the document upload section of your response. Steelcase is financially strong and a fiscally responsible company, with fiscal 2019 revenue of $3.4 billion. Our global revenue enables us to have the financial security and resources to stay at the forefront of the industry and serve our customers with a high level of service and innovation. Please see Financial Strength and Stability T2.10 for more information, including our 2019 Annual Report and most recent SEC Filings. * 11 What is your US market share for the solutions that you are proposing? Steelcase has the greatest global market share compared to other global market leaders that we’ve included as a graph in Additional Document T2.11. Steelcase is the global industry leader in scale and innovation. Additionally, based on our FY19 revenue, 72% of Steelcase’s revenue was in the Americas. * 12 What is your Canadian market share, if any? Canada is included in our Americas market share, per our publicly reportable regions (Americas, EMEA, APAC, Other). * 13 Has your business ever petitioned for bankruptcy protection? If so, explain in detail. As a 100+ year old industry leading company with global operations, Steelcase Inc. naturally gets involved in periodic legal proceedings including contract disputes and other claims arising from time to time in the normal course of business. Steelcase business practices have been sound throughout our existence, and we believe there is no past, current, or contemplated future situation that would have any material adverse effect on Steelcase’s integrity, financial stability or reputation, or that should cause our customers concern regarding Steelcase’s overall business practices or continuing ability to serve them. * Please see Financial Strength and Stability T2.13 for the Dun and Bradstreet Report. DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E Bid Number: RFP 121919 Vendor Name: Steelcase Inc. 14 How is your organization best described: is it your written authorization to act as a distributor with your sales and service force and with your Steelcase is a manufacturer. For over 100+ years, we’ve served the world’s leading organizations and supported their workplace needs. We design for a wide variety of customer needs through a comprehensive portfolio of architecture, furniture, technology and services. Steelcase Account Management Kevin Loubert is the strategic and empowered single point-of-contact for Sourcewell and is accountable for the relationship Sourcewell Members hold with Steelcase. Kevin is responsible for the successful implementation and fulfillment of any resulting Sourcewell contract award and reports to Jeff Fredrickson, Director for Steelcase Government Solutions. Jeff works closely with Kevin to further enhance and promote the Sourcewell relationship. This continuity helps Steelcase maintain an emphasis on the contract requirements and bring management focus to the contract. Additionally, Kevin has access to a breadth of resources, tools, and teams to support Sourcewell Members and their business objectives working with local Steelcase sales and participating Steelcase dealers. Kevin Loubert and Jeff Frederickson are both Steelcase employees. Steelcase Distribution We operate through an extensive and experienced distribution network that allows us to deliver great experiences to our customers at both a local and global level. One of the main benefits of working with Steelcase is our reach and ease of doing business around the world. We offer the industry’s most extensive manufacturing, sales, service and research footprint with: • 13 manufacturing facilities across three continents (6 in the Americas) • 70 offices in over 37 countries • 750+ dealers over 800 locations worldwide (400 in US and Canada) To serve our customers across North America and in several export markets, Steelcase has a network of 6 Americas manufacturing facilities. These plants operate in tandem with a network of seven regional distribution centers, or RDCs. All products are shipped from the plants to the RDCs, where they are consolidated into complete customer orders in preparation for delivery. Our RDC locations match up with the major population centers of the United States, while also giving us access to Canada and major cargo ports for our export markets. * The majority of our manufacturing and distribution teams are Steelcase employees. Each Regional Distribution team has a third-party operated fleet that is dedicated to Steelcase loads and deliveries. The fleet drivers wear Steelcase uniforms and drive Steelcase branded vehicles. Authorized Dealer Network We make our products and services available through the largest, most experienced network of dealers in the industry. The Steelcase dealer network is comprised of 750+ dealers with over 800 locations around the world—400 of which are in the US and Canada. Steelcase dealers are committed to building long-term customer relationships, and they will serve as Sourcewell’s local, first-point-of-contact for all product, service, and warranty questions and requests. Our dealers help us respond nimbly to the needs of our clients, and perform as a familiar, local partner. The Authorized Dealer Network is the standard operating procedure for Steelcase, and it’s how we go to market. The Steelcase Dealer Network manages day-to-day relationship with our customers, and we rely on them to represent our family of brands and optimize the customer experience. They are held to a high level of quality and service, and will perform installation, warranty work, and other valuable services to Sourcewell Member’s expectations. While Steelcase Authorized Dealers are not direct employees of Steelcase, they go through a thorough evaluation and vetting process to ensure alignment and market viability. Because of the personal nature of each dealer appointment and the importance of continuing successful customer relationships, Steelcase assesses each dealer candidate, including the principal owner(s) of the business, along with the proposed management team, before appointing an Authorized Steelcase Dealer. Any additional subcontracting would be performed according to your requirements. Subcontractors must pass a qualification process and sign a master services agreement agreeing to Steelcase standards for quality and service delivery. Please see Additional Document T2.14 for more information, including our global locations and complete dealer list. 15 If applicable, provide a detailed explanation outlining the licenses and certifications that Steelcase is subject to a variety of federal, state, local and foreign laws and regulations requiring registrations, licenses and certifications in pursuit of doing DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E Bid Number: RFP 121919 Vendor Name: Steelcase Inc. are both required to be held, and actually held, by your organization (including third parties and subcontractors that you use) in pursuit of the business contemplated by this RFP. commerce and business in addition to many industry practices. We believe our operations are in substantial compliance with all. Our products and operations carry a number of third-party verified certifications, reflecting our commitment to sustainability and dedication to delivering on our promises. Global Standards + Reporting • Carbon Disclosure Report • Global Reporting Initiative Index (GRI) • UN Global Compact Americas • BIFMA level certification program. As a partner in the development of the ANSI/BIFMA e3 furniture sustainability standard, we introduced the first level 3 certified product in the industry. Steelcase level certified products are accredited by third-party certifiers using a point-based system that spans social responsibility, energy use, materials selection and human and ecosystem health impacts. Currently, Steelcase has over 170 BIFMA level Certified products. • Cradle to Cradle certification program. The Cradle to Cradle certification is an industry benchmark that we actively pursue to help designers and customers specify and purchase products to meet their sustainability goals. We offer more Cradle to Cradle Certified products than any other company in any industry globally. Currently, Steelcase has over 50 products certified under the Cradle to Cradle Certified Product Program. • Forestry Stewardship Council Chain or Custody certification. Steelcase supports chain of custody programs as a way to ensure our customers receive wood from responsible sources. Our Wood Manufacturing Facility is FSC Chain of Custody certified to provide customers with FSC certified products. • LEED certification program. We help customers leverage our product performance in the certification of their buildings through materials and resources, ergonomics, social equity in the supply chain, innovation in design, and low-emitting materials. Steelcase products can also contribute to WELL Building Standards (Air, Light, Fitness, Comfort, Nutrition, and Mind) and BREEAM (Indoor air quality, Acoustic performance, Environmental impact of materials, Responsible sourcing of materials, Material efficiency, and Waste management). * • SCS Indoor Advantage certification program. We pursue industry-independent, third-party testing and indoor air quality certification for many of our products and materials through the SCS Global Services' Indoor Advantage™ program. Currently, Steelcase has over 350 SCS Indoor Advantage certificates, which demonstrates compliance to ANSI/BIFMA criteria for low–emitting furniture, potential to provide credits toward the U.S. Green Building Council’s LEED certification, and compliance to compliance to California 01350, ASHRAE 189.1, and CHPS Collaborative for High Performance Schools Criteria for furniture. • Canadian Electrical Standards. When applicable and required, Steelcase products are tested according to Canadian product performance standards. Often this testing is performed by an accredited agency or testing laboratory. For electrical components, Underwriter’s Laboratory is often utilized to certify that Steelcase product has been tested and met with Canadian agency approval. Steelcase product can then be marked as “c(UL)us LISTED.” Canadian authorities accept this c(UL)us listing as equivalent to CSA (Canadian Standards Association) approval. Canadian standards also require all safety warning labeling to be bilingual (English and French). Steelcase product warning labels are, therefore, marked as such with warnings in both English and French. • ISO Certifications. Steelcase performs internal audits to verify compliance with the requirements of our management systems and certifications that include ISO 9001, ISO 14001 and ISO 17025 as well as OHSAS 18001. All Steelcase-owned manufacturing operations around the world have ISO 14001 registered environmental management systems. This certification assures we have a systematic way of managing our impact and risk with methods that meet internationally accepted criteria. • E-verify. U.S. law requires companies to employ only individuals who may legally work in the United States – either U.S. citizens, or foreign citizens who have the necessary authorization. This diverse workforce contributes greatly to the vibrancy and strength of our economy. Steelcase verifies its compliance with this U.S. law and has registered with and uses the federal work authorization program commonly known as E-Verify. Steelcase E-Verify Company ID Number # 7685. • Sustainable Facilities. Steelcase is proud of our sustainability initiatives and certifications. A number of our facilities around the world hold environmental DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E Bid Number: RFP 121919 Vendor Name: Steelcase Inc. accomplishments and certifications. In North America those facilities include our Learning + Innovation Center, Wood Products plant, Kentwood West plant, and our Global Business Center. 16 Provide all “Suspension or Disbarment” information that has applied to your organization during the past ten years. As a company operating for over 100+ years, Steelcase Inc. has been involved in litigation, contract disputes, liens, and other claims from time to time in the course of business. Steelcase business practices have been sound throughout our existence, and we believe there is no current or historic situation that has any material adverse effect on Steelcase’s integrity, financial stability or reputation, or that should cause our customers concern regarding Steelcase’s overall business practices or continuing ability to serve them. * 17 Within this RFP category there may be subcategories of solutions. List subcategory titles that best describe your products and services. Please see Additional Document T2.17 for a matrix of our offerings to meet Sourcewell Members requirements. We've included our subcategories in the response to T2.8 underneath each product category (office chairs, desks, lighting, etc.). A list of our services can also be found in question T2.8. * Table 3: Industry Recognition & Marketplace Success Line Item Question Response * 18 Describe any relevant industry awards or 2019 recognition that your company has received • Ranked #1 in the Home Equipment and Furniture category on Fortune in the past five years Magazine’s 2019 “World’s Most Admired Companies” annual list • Placed 85th overall out of 300 top U.S. companies and 13th in the “Consumer Goods’ sector in Newsweek’s first “Most Responsible” list for our positive efforts in environmental stewardship, social impact and corporate governance • SILQ received multiple design and innovation awards, including a Product Design Award in the prestigious Red Dot Awards • Honored by the Women's Forum of New York for 30% of our board being made up of women • Multiple industry awards at NeoCon, including Gold for Steelcase Flex and Steelcase Roam in their respective categories, Gold for Designtex Biophilia 2.0 in the Healthcare Fabrics category, and Silver for Metallic wallcoverings 2018 • NeoCon Best in Competition and Best Large Showroom • NeoCon Gold for our SILQ product and Best of NeoCon innovation award for our Mackinac product • Fortune magazine’s 2018 “World’s Most Admired Companies,” earning third rank in the Home Equipment and Furnishings industry sector • Multinational finalist in the 2018 Circulars awards, an initiative of the World Economic Forum recognizing companies leading the way to a circular economy • Included in the 2018 World’s Most Admired Companies list by Fortune, earning third rank in the Home Equipment and Furnishings industry sector • Multinational finalist in the 2018 Circulars awards, an initiative of the World Economic Forum recognizing companies leading the way to a circular economy • Recognition as a Winning “W” Company by 2020 Women on Boards, a national campaign to increase the percentage of women on U.S. company boards to 20 percent or greater by the year 2020, for the seventh year in a row. • A perfect 100 score in all categories on the Human Rights Campaign’s 2018 Corporate Equality Index, the fourth consecutive year • A top 30 position as one of the largest 100% Green Power Users in the U.S., according to the EPA’s Green Power Partnership. * • Member of CE 100, The Ellen MacArthur Foundation Circular Economy 100 2017 • Clean Corporate Citizen (C3) designation from the Michigan Department of Environmental Quality • Recognized by 2020 Women on Boards as a 2016 Winning 'W' Company for DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E Bid Number: RFP 121919 Vendor Name: Steelcase Inc. the sixth consecutive year • Human Rights Campaign Foundation – Corporate Equality Index 100% • Silver Bicycle Friendly Business award, from the League of American Bicyclists (2017 - 2021) • 2017 Analytics 50 honoree, a national recognition honoring organizations using analytics to solve business challenges, from Drexel University's LeBow College of business 2016 • Human Rights Campaign Foundation – Corporate Equality Index. 100% • Fortune magazine’s 2016 “World’s Most Admired Companies,” named for the tenth time • 2016 Civic 50, honored by Points of Light as one of the 50 most community- minded companies in America • Goodwill of Greater Grand Rapids Collaborative Partner Award for Steelcase’s assistance in the creation of Goodwill’s new Workforce Development office • 2016 Best and Brightest Sustainable Companies in Michigan, honored by the Michigan Business & Professional Association • HR executive magazine, #34 in the top 50 companies most admired for HR: people management, innovation and management quality 2015 • Steelcase named to Fortune Magazine’s Worlds Most Admired Companies list. Respondents rate their industry peers and competitors on nine criteria: innovation, people management, use of corporate assets, social responsibility, quality of management, long-term investment, financial soundness, quality of products and services and global competitiveness. Steelcase was the only office furniture company on the list. • Human Rights Campaign Foundation – Corporate Equality Index. 100% 19 What percentage of your sales are to the governmental sector in the past three years Steelcase sales to federal government agencies was approximately 3% of our consolidated revenue for FY2017-2019. * 20 What percentage of your sales are to the education sector in the past three years No vertical market represented more than 14% of Steelcase revenue. Please see Additional Document T3.20 for more information about the Steelcase vertical markets from FY17-FY19. * 21 List any state or cooperative purchasing contracts that you hold. What is the annual sales volume for each of these contracts over the past three years? Our Sourcewell contract is our primary national cooperative contract Steelcase markets to state & local government entities, education, nonprofits, chosen as a national vehicle to maximize our effectiveness in reaching these entities. Other cooperative procurement contracts that Steelcase holds: • Educational and Institutional Cooperative (E&I) • Vizient – Healthcare GPO • Intalere – Healthcare GPO • HPG – Healthcare GPO • ROI – Healthcare GPO • Premier – Healthcare GPO • Green Health Exchange – Healthcare GPO • NASPO Valuepoint • GSA Contract – Federal Government • BuyBoard • State contracts: AL, AK, AR, CT, FL, GA, HI, ID, KS, LA, MN, MS, MT, NV, NJ, NM, NY, NC, ND, OH, OR, PA, SC, TX, UT, WI * 22 List any GSA contracts that you hold. What is the annual sales volume for each of these contracts over the past three years? Our Steelcase GSA contract is GS-27F-0014V. Steelcase also holds other federal government contracts as well. In fiscal year 2019, our sales to U.S. federal government agencies represented approximately 3% of our consolidated revenue which is consistent with fiscal years 2018 and 2017. $3.4 billion in revenue in FY2019. * DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E Bid Number: RFP 121919 Vendor Name: Steelcase Inc. Table 4: References/Testimonials Line Item 23. Supply reference information from three customers who are eligible for Sourcewell membership. Entity Name * Contact Name * Phone Number * Larimer County Connie Gunter 970-498-5909 * Tri-County Technology Center Eric Randall 918-331-3249 * County of San Diego Mindy Ripley 619-806-7921 * County of Albemarle Sheila Hoopmann 434-975-9340 Francis Tuttle Vocational Technical Center Brenda Hoover 405-717-4248 Table 5: Top Five Government or Education Customers Line Item 24. Provide a list of your top five government, education, or non-profit customers (entity name is optional), including entity type, the state or province the entity is located in, scope of the project(s), size of transaction(s), and dollar volumes from the past three years. Entity Name Entity Type * State / Province * Scope of Work * Size of Transactions * Dollar Volume Past Three Years * Customer 1 Government District of Columbia - DC 264 product lines $19,518 $219,502,675 * Customer 2 Education California - CA 262 product lines $6,354 $86,102,262 * Customer 3 Government BC - British Columbia 164 product lines $19,721 $26,090,588 * Customer 4 Education New York - NY 201 product lines $11,414 $21,913,976 * Customer 5 Education California - CA 197 product lines $11,056 $19,214,910 * Table 6: Ability to Sell and Deliver Service Describe your company’s capability to meet the needs of Sourcewell Members across the US, and Canada if applicable.Your response should address in detail at least the following areas: locations of your network of sales and service providers, the number of workers (full- time equivalents) involved in each sector, whether these workers are your direct employees (or employees of a third party), and any overlap between the sales and service functions. Line Item Question Response * DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E Bid Number: RFP 121919 Vendor Name: Steelcase Inc. * 25 Sales force. Steelcase’s sales force is a unified effort between Steelcase sales—both at the corporate and local levels—and our Authorized Dealer Network. While each Steelcase dealer maintains its own sales force, the Steelcase sales representatives complement the market and work closely together to bring our customers quality solutions and unparalleled service. Steelcase Sales Many Steelcase sales and support staff have a ‘home base’ in their lo employees— including over 375 salespeople. The Work • Atlanta, Georgia • Boston, Massachusetts • Chicago, Illinois • Dallas, Texas • Los Angeles, California • Mexico City, Mexico • New York, New York • San Francisco, California • Toronto, Canada • Washington, D.C. Additionally, our Global Business Center Headquarters is located in Grand Rapids, Michigan and has over 2,200 employees whose roles cross a variety of functions, including providing support to the sales field and dealers. Our Business Center in Monterrey, Mexico will also have teams that support Sourcewell Members. Leading our sales efforts through a newly awarded contract would be Kevin Loubert. He will serve as the primary point of contact for Sourcewell and accountability for Steelcase. Kevin has responsibility for the successful implementation and fulfillment of any resulting Sourcewell contract, if awarded. He reports to Jeff Fredrickson, the Director for Steelcase Government Solutions. Jeff works closely with Kevin to further enhance and promote Sourcewell and provide service to Sourcewell Members. This continuity has helped Steelcase maintain an emphasis on the contract requirements and bring management focus to the contract with Sourcewell. In addition, any resulting Sourcewell award and contract would have the support of Jean-Marie Murphy, Vice President, leading our East Business Group as well as our government business segments. Jean-Marie has a solid history at Steelcase in sales as well as leadership of our Channel Development group. The combination of Jean- Marie's Sales and Channel experience, as well as her strong relationships in key markets make her a great fit to help us grow our volume with Sourcewell Members. Jean-Marie will be an advocate of an awarded cooperative contract agreement with Sourcewell and bring Steelcase support where needed to leverage the contract to serve Sourcewell Members. Each Steelcase dealer maintains its own sales force who work closely with Steelcase sales representatives throughout the selling process. The attention of our Steelcase sale force is fully focused on selling the entire Steelcase Inc. portfolio and Partner products being offered in this Sourcewell RFP proposal response. Here are a few additional facts about the sales support provided to Sourcewell and Sourcewell Members. • We serve North American customers mainly through approximately 400+ Steelcase dealer sales locations • We serve our dealers and customers with 375+ sales personnel in the U.S. and Canada which include sales representatives, sales management and sales support • Both Steelcase and our dealers have specific sales representatives assigned to Sourcewell Member sectors as well as specialized workplace consultants in the higher education and healthcare segments All Steelcase sales representatives and support personnel are employed by Steelcase and the dealer personnel are the employees of our independently owned authorized dealerships. However, the sales and service employees at Steelcase and our dealerships work to create a seamless experience for our customers. Please see Additional Document T6.25 for more information, including the Steelcase team supporting Sourcewell. DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E Bid Number: RFP 121919 Vendor Name: Steelcase Inc. * 26 Dealer network or other distribution methods. The Steelcase Authorized Dealer Network is comprised of 400 dealer locations throughout North America and Canada. These local dealer teams have the capabilities and experience to execute large, complex projects consistently, within budget, and on- time. Our dealers provide the local point of contact and significant scalability to respond to large and important projects for Steelcase. Our dealers offer local knowledge, skilled labor, workplace installation, regional asset management, and other services that may include providing audio-visual technology, floor coverings, ceilings and more to satisfy customer projects and high expectations. Steelcase is responsible for providing insights based, high quality, and innovative products to our dealers to meet the evolving needs of our customers and Sourcewell Members. Steelcase gives Sourcewell Members local, national, and international representation via our dealer network with over 800 locations worldwide – the industry’s strongest network of its kind. Each dealership utilizes its own sales and services force – supported closely by Steelcase – to provide Members with the specific services they require. As experienced business owners, dealers recognize that they can only be successful by fully meeting or exceeding their customers’ needs. To that end, they are committed to providing Sourcewell Members exemplary service in their local marketplace. The relationship we have with our dealers is extremely unique—instead of signed agreements we have trusted long term relationships with our dealers and treat them as business partners. In fact, many of our largest dealers have been partners with Steelcase for more than twenty years. Because of the personal nature of each dealer selection and the importance of continuing successful customer relationships, Steelcase thoroughly assesses each candidate, including the principal owner(s) of the business and proposed management team, before appointed an Authorized Steelcase Dealer. Once appointed to be part of our Authorized Dealer Program, Steelcase monitors performance throughout the year and dealers must meet annual performance goals in order to maintain their accreditation. We hold our dealers to a high level of quality and exceptional performance and will utilize all of our resources to ensure customer needs are met. Steelcase management conducts annual formal sessions with dealer management to identify any training or resource needs. Steelcase also awards dealers as Platinum Partners when they standout for exceptional service and extraordinary results. Steelcase grants this status to dealers that strongly engage with Steelcase, customers, and the community to deliver exceptional value. While Kevin Loubert, Jeff Fredrickson and Jean-Marie Murphy provide the key leadership and management of our Sourcewell contract, Steelcase is proactively focused with our regional sales management teams, our 375+ Steelcase sales representatives and with our authorized Steelcase dealers on the Sourcewell Membership. It has been a privilege for Steelcase and Steelcase dealers to work with Sourcewell and its Members delivering products and services. Our hope is to continue this level of support and service for Sourcewell by earning a new contract award. Please see Additional Document T6.14 to access dealer locations. DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E Bid Number: RFP 121919 Vendor Name: Steelcase Inc. * 27 Service force. Over 400 Steelcase dealer locations—with approximately 5,300 dealer sales, sales management, installers and support staff located throughout North America—serve as our customers’ local, first-point-of-contact for all product, service, and warranty questions and requests. As experienced business owners, dealers recognize that they can only be successful by fully meeting or exceeding their customers’ needs. A significant percentage of the products sold by Steelcase dealers are the Steelcase and partner products being offered in this Sourcewell RFP proposal response. Most of our Steelcase dealer sales force attention is focused on selling the entire Steelcase Inc. portfolio and partner products we are proposing. They are committed to providing their customers exemplary service and to building long-term relationships with them. To support our dealers in their customer service efforts, each dealer has dedicated Customer Service Representatives in the Order Fulfillment Team at Steelcase. In addition to their dedicated representatives, dealers and Sourcewell Members have access to a variety of Steelcase customer service experts by calling 1-888- STEELCASE. This toll-free number serves as the single point of contact for all dealer questions and to reach experts in: • Billing Services • Distribution • Network Orders • Sales Services • Service Parts • Problems, Complaints, and Warranty Issues To further ensure that their customers have a positive experience: • In-house experts receive specialized training from Steelcase (workplace consultants, designers, order entry, project management and installers) For example, there are approximately 1,700 dealer installers and on average, Steelcase provides additional training to more than 400 installers a year. If a Sourcewell Member did have their own installers, they could have access to Steelcase training, however, every third party must be sponsored by a dealer or Steelcase. We have provided examples of some of the courses Steelcase conducts in Additional Document T8.36. • Documented project processes are in place to address every step from solution development to final installation • Steelcase also provides easy online access to our product installation instructions 24/7 here: www.steelcase.com/installers/ Ensuring A Smooth Process This is an example of the order process Steelcase dealer customer service representative employ. They use our Hedberg Data Systems, a fully owned subsidiary of Steelcase, which is tightly integrated with Steelcase's business systems. Hedberg ensures a streamlined order process and virtually eliminates order errors. Through EDI transactions Hedberg provides a constant, audited flow of your information. With this system, Sourcewell Members can: • Receive electronic quotes, orders, invoices, and reports • Assign required delivery dates • Add special delivery requirements • Apply color coding if needed • Include tagging, etc. • Send the order to Steelcase via EDI. Steelcase receives EDI orders Monday through Friday from 7:45am until 11:45pm, and Saturday at 6:45pm. Once Steelcase received the order in SAP, your representative will review the order to ensure your needs have been met. Additionally, your dealer will receive an acknowledgement via EDI the same time. Real time status of the order can be viewed via Web Tracks. DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E Bid Number: RFP 121919 Vendor Name: Steelcase Inc. * 28 Describe in detail the process and procedure of your customer service program, if applicable. Include your response-time capabilities and commitments, as well as any incentives that help your providers meet your stated service goals or promises. Between your servicing Steelcase dealer(s) and Steelcase Account team, Sourcewell Members will have access to a wide breadth of teams and resources to meet your needs—all of whom will apply a high level of customer service. Response times vary depending on scope of issue, yet Steelcase and your dealer will work quickly and efficiently towards a prompt resolution. An example of customer service teams and processes are listed below: Steelcase Order Fulfillment Team (OFT). Steelcase dealers have dedicated customer service representative teams based our Business Center Headquarters in Grand Rapids, Michigan. The OFT links Steelcase and dealers to provide Members timely order and delivery information, keep Members up to date on project status and provide value-added services to make sure project requirements are met. Customer Service Availability. Most Steelcase teams are available from 8am-5pm Monday through Friday. Kevin Loubert, the Sourcewell Account Manager can delegate issues/tasks to Steelcase or dealer team Members to ensure your needs are met quickly and efficiently, even outside of normal business hours. Once an order has been processed, the dealer will follow up with Steelcase to ensure purchase orders have been received and there are no questions or delays. The dealer will update any status reports, monitor lead times and ship dates, and identify any potential problems with deliveries. Additional responsibilities include: • Prepare quotations, provide information to set up new vendors, and place orders and ensure accuracy—all in our operating system, Hedberg • Track order, contact vendor as necessary to obtain ship dates • Verify order acknowledgements from vendors • Prepare status reports • Schedule delivery and installation with our operations team • Coordinate truck schedule with the manufacturer • Resolve processing of Completion Report orders in a timely fashion. Warranty Claims. In the event that you receive a Steelcase product that is freight damaged, malfunctions or requires warranty service, Steelcase has a plan in place to make sure issues are resolved quickly and to your satisfaction. To place a service request, first call the selling participating Steelcase dealer. The Member servicing dealer will evaluate the defect and the product’s manufacturing date to determine warranty coverage under Steelcase Warranty Policy. The issue will be explained in detail to the OFT representative by the servicing dealer and they will submit a request for a replacement product and/or part, if necessary. Steelcase will provide the servicing dealer with the product or replacement part, and the servicing dealer will deliver and install it swiftly and at no charge to the Member. Issue Escalation. All significant issues are directed to the manufacturing location or distribution center from where the issue originated. The in-plant teams work to conduct investigations and drive root cause corrective actions to eliminate issues from occurring again in the future. Plants produce monthly reports on their top contributing complaints and the corrective action project plans to address the issues. There are three levels of escalation to address issues of varying complexities: • Level 1: Quality Solutions Team handles roughly 85% of quality claim data • Level 2: Customer Satisfaction Leaders who are experts on plant process handles the next 10% of volume • Level 3: Field Quality Project Managers handle the most difficult 5% of claims, often in need of traveling to site to understand issues and troubleshoot. • Each level handles increasingly more difficult claims, with level one being the easiest and level three the hardest. Sourcewell Account Manager, Kevin Loubert, will step in to navigate and rectify any issues that are not resolved by the three-level escalation process. Ongoing Quality Assurance. To closely monitor our quality initiatives, Steelcase has a management tool that integrates each area of the company and shows how processes are impacting one another. This tool, called the Steelcase Lean Management System allows us to see where we’re going and monitor all operating functions to ensure everything is running smoothly. Management watches performance indicators regularly to ensure that Steelcase’s reputation as a quality manufacturer remains intact. Our quality system tracks several key, customer-centered metrics: • Defective parts per million and splits parts per million • Perfect orders delivered on time • Response to customer complaints • Ability to say yes to requested delivery dates. DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E Bid Number: RFP 121919 Vendor Name: Steelcase Inc. 29 Identify any geographic areas of the United States or Canada that you will NOT be fully serving through the proposed contract. Steelcase and our dealers have been serving ALL geographic areas and Sourcewell market segments of the United States and expanded into Canada over the past five years. We are eager to continue serving all geographic areas and plan to continue to develop new strategies to grow our reach with this proposed contract to Sourcewell Members in the United States and Canada. * 30 Identify any Sourcewell Member sectors (i.e., government, education, not-for-profit) that you will NOT be fully serving through the proposed contract. Explain in detail. For example, does your company have only a regional presence, or do other cooperative purchasing contracts limit your ability to promote another contract? Please see our response to T6. 29. Steelcase will offer and promote an awarded contract of comprehensive solutions to all Sourcewell Member segments and Sourcewell defined verticals. * 31 Define any specific contract requirements or restrictions that would apply to our Members in Hawaii and Alaska and in US Territories. All shipments to Alaska and Hawaii (and the US Islands if and when they become a viable option to be included) will be shipped F.O.B. factory; freight prepaid, and allowed to port of embarkation. Steelcase reserves the right to select shipping method and the port of embarkation. All charges beyond the point of embarkation are to be quoted by and payable to the dealer. For Alaska and Hawaii (in the United States), additional freight charges apply and will be quoted upon request. For deliveries in Alaska and Hawaii (in the United States) and the Northwest Territories, Nunavut and Yukon (in Canada), a service charge equal to five percent (5%) of list price shall be assessed for Orders up to $200,000 list price. The service charge for orders above $200,000 list price shall be negotiated. * Remote Location(s) Installation & Service: Any location outside of a 25-mile radius of the Steelcase dealer’s location(s) are considered remote. Upon request, the dealer would provide a NOT TO EXCEED estimate with respects to travel, per diem, lodging and equipment rental, if needed, at the time of project quotation. Member would pay ACTUAL invoice of these items upon verification of the fees. For the Northwest Territories, Nunavut and Yukon (in Canada), additional freight charges apply and will be quoted upon request. Table 7: Marketing Plan Line Item Question Response * DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E Bid Number: RFP 121919 Vendor Name: Steelcase Inc. 32 Describe your marketing strategy for promoting this contract opportunity. Upload representative samples of your marketing materials (if applicable) in the document upload section of your response. Should Steelcase be fortunate enough to receive a Sourcewell award, we would immediately take the following steps over the first ninety (90) days to proactively launch our agreement: • Develop a comprehensive launch package for Steelcase dealers that includes a Sourcewell overview including key positioning points, Sourcewell-Steelcase agreement highlights, pricing overview, Sourcewell Membership information, and a detailed Participation Letter which must be signed and returned to Steelcase prior to being added to the Agreement as a Steelcase Subcontractor/authorized participating dealer. • Communicate broadly to Steelcase dealers via our intranet regarding the scope/availability of the Sourcewell-Steelcase agreement. • Host webinars with Steelcase Dealers and Sourcewell representatives to review the agreement, terms, Membership specifics, Sourcewell marketing/sales support, and key targets by region. • Establish a regular cadence of communication between Steelcase POC and Sourcewell Contract Administrator to include frequency of business reviews, protocols for communication engagement between Sourcewell, Steelcase, and Steelcase dealers, and guidance for issue resolution. • Work collaboratively with Sourcewell to craft and release press release statements regarding our new agreement and who can utilize this agreement moving forward. • Post summary information of the Sourcewell-Steelcase relationship on our public website. Complete agreement information including pricing, terms, Member information, and dealer Participation Letters will be loaded to our Steelcase Village intranet site. • Work proactively with Sourcewell to craft relevant co-branded marketing materials that elaborate on the nature of our relationship, the scope of our agreement, and the process by which clients may procure Steelcase solutions through the Sourcewell-Steelcase agreement. * • Steelcase will continue to regularly attend national, regional, and supplier-specific trade shows and expos on an annual basis to grow awareness and business in the SLED segment. • We will work collaboratively with Sourcewell to develop relevant promotion materials that will help both Steelcase and dealer sales representatives best position Sourcewell and the value of the Sourcewell-Steelcase agreement to prospective clients in the sectors Sourcewell serves. • Steelcase will create a Sourcewell specific page on our Village intranet site which contains all the items listed above. For confidentiality purposes, we will not post these items on our public Steelcase.com site where competitors may freely view them. Steelcase will provide Sourcewell with multiple layers of communication touch-points during our post- award kick-off meeting. Anything pertaining to the Sourcewell agreement will be directed to our agreement owner, Kevin Loubert. Project-specific questions from sector clients would first be directed to one of our local participating Steelcase dealers. Should there be a need for further escalation, Kevin Loubert would be the next point of contact. • Steelcase will work collaboratively with Sourcewell post-award to develop a list of priority accounts/opportunities based on the current Sourcewell Membership list. We will also follow-up on all leads provided by Sourcewell in a timely way. Steelcase has many branded sales materials, all Steelcase brochures, cut-sheets, and technical specification documents with which we market and promote our offering to these sectors. A few of those are attached and most are available electronically, 24/7 via www.steelcase.com. Please see Marketing Plan/Samples T7.32 for more information, including the Value of Steelcase Cooperative Purchasing, state and local government capabilities, and Active Learning space insights and applications. 33 Describe your use of technology and digital data (e.g., social media, metadata usage) to enhance marketing effectiveness. Steelcase utilizes multiple technology and digital platforms to market our comprehensive offering to all market segments. The specific state and local government homepage on our public site provides valuable information to prospective customers looking for furniture solutions and Sourcewell. Similarly, the “Steelcase Village” intranet site provides even more specific information to our Steelcase and dealer sales force, giving them tools they need to serve our Sourcewell sector customers using the Sourcewell contract. Marketing a new Sourcewell national contract, should we be awarded, would include using the “Steelcase family of brands” social media accounts, to provide the broadest possible reach. These platforms allow us to learn, collaborate and share broadly to a growing audience using technology as a primary source of information. Steelcase North America • Facebook: It’s the largest social media platform in the world with over 2.4 billion DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E Bid Number: RFP 121919 Vendor Name: Steelcase Inc. users. • Twitter: The microblog news flash of our digital lives that keeps us connected in 140 characters or less creates a forum for discussion. • Pinterest: Pinterest is one of the fastest growing social media networks posting images of design inspiration, global office trends or other useful knowledge. • Instagram: Instagram is a quick and easy way to snap an instant memory. #Steelcase helps leading organizations – in business, healthcare and education – create the places that can unlock the promise of their people. • Steelcase TV on YouTube: We have some great video clips on YouTube that are worth promoting, and our Sourcewell contract would be a great addition. They are short, well-made and are statistically more likely to be watched than a brochure is to be read. • LinkedIn: It’s replaced the business card rolodex as the dominant tool for professional networking, and it will improve networking opportunities among current and prospective Sourcewell Members. All of our social media accounts can be found by searching ‘Steelcase’ in the respective mediums. Please note that our YouTube account is under Steelcase TV. Steelcase Education – reaching the education audience • Steelcase Education Facebook - Search Steelcase Education • Steelcase EDU on Twitter - Search SteelcaseEDU • Steelcase Education Playlist – YouTube - Search Steelcase Education • Education Insights & Ideas on Pinterest – Accessible via pinterest.com/steelcase/education-insights-ideas/ Coalesse – reaching the ancillary spaces audience • Coalesse Facebook – Search Coalesse • Coalesse Twitter - Search Coalesse • Coalesse Pinterest: Link - Accessible via pinterest.com/coalesse/ • Coalesse Instagram - Search Coalesse • Coalesse YouTube - Search Coalesse Furniture • Coalesse LinkedIn – Accessible via linkedin.com/company/232502 Turnstone – reaching the ancillary spaces audience • Turnstone Facebook - Search Turnstone • Turnstone Twitter - Search My Turnstone • Turnstone Pinterest - Accessible via pinterest.com/myturnstone/ • Turnstone Instagram - Search My Turnstone • My Turnstone YouTube - Accessible via tv.myturnstone.com/ • Turnstone LinkedIn - Accessible via linkedin.com/company/1537474 Polyvision • Polyvision Facebook - Search Polyvision Corp • Polyvision Twitter - Search Polyvision • Polyvision Pinterest – Accessible via pinterest.com/steelcase/ • Polyvision LinkedIn - Accessible via linkedin.com/company/polyvision/ It is no longer enough to simply market to just the end consumer; it has become increasingly important to market to both current and potential Sourcewell Members and influencers in many platform areas. Social media engages with a variety of influencers and can strategically help us connect with them. In addition, Steelcase works with our Steelcase dealers to assist in their marketing efforts and extend reach. Our Steelcase Co-Marketing program aims to help dealer partners use and share the Steelcase brand and story in local markets, while supporting access to customers to relevant experiences, touchpoints and support materials. Steelcase helps dealers in reaching your customers and influencers in a convenient way that informs and inspires. Each quarter, dealers can take advantage of compelling information they are able to share with audiences – from workplace research and insights, to product news, thought-provoking podcasts and articles and more. Steelcase provide articles and visuals for each dealer to build an eNewsletter on whatever platform they choose (Constant Contact, HubSpot, Mail Chimp, etc). Steelcase Dealer Social Media: The Dealer Social Media program aims to help dealers grow their online following, connect with customers and other key audiences to share relevant information. Dealer Digital Transformation includes the implementation of these important technology initiatives: * DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E Bid Number: RFP 121919 Vendor Name: Steelcase Inc. • Reinvention of the Hedberg System to a modern, cloud-based platform focused on core functionality • Creation of a website for customers to get quote and order status and subscribe to receive notifications when updates occur • Development of an integration platform (Dealer Connect) to tie critical dealer business technologies together at the data level 34 In your view, what is Sourcewell’s role in promoting contracts arising out of this RFP? How will you integrate a Sourcewell-awarded contract into your sales process? Sourcewell’s role is to continue to demonstrate the highest level of integrity, business practices, and ethics with their Members and vendors, growing Membership while providing best in value solutions to their contract users. We would see Sourcewell working collaboratively with Steelcase to provide the highest level of service to Members to grow contract awareness and utilization via marketing materials, tools, social media, training, trade show participation and direct Member contact. * DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E Bid Number: RFP 121919 Vendor Name: Steelcase Inc. 35 Are your products or services available through an e-procurement ordering process? If so, describe your e- procurement system and how governmental and educational customers have used it. Steelcase dealers work on a common business platform called Hedberg Business Management System, wholly owned by a subsidiary of Steelcase. This system supports the entire sales, planning, order management, receiving, warehousing and financial management life cycle. Through Hedberg, Steelcase Authorized Dealers can: • Create a direct link between the designers’ drawing and the corresponding quote • Automate and manage all discount levels supplied to Sourcewell • Color code sections of the order to efficiently manage the staging of a project while maintaining a tight projects schedule • Convert the quote into an electronic order that connects directly to the manufacturing process • Manage all deficiency reorders and track metrics to measure performance. The Hedberg system also allows Steelcase Authorized Dealers to electronically and proactively manage product lead times by individual product. The lead time for every item is provided—based on the actual order at the manufacturing facility—and can be run many times throughout the quote and post-order stages. This ensures we properly align any reservation dates and logistical requirements regarding the quote, such as overall cubage and delivery groupings. The Hedberg platform would require a single enablement for each Member. Steelcase is responsible for the software development, hosting, implementation management, and all technical aspects of site setup, configuration, integration, and testing. Dealers are responsible for local content definition and management of catalogs plus additional content/customization in support of each Member. Steelcase also offers our eBusiness web-based solution to simplify the furniture procurement process. eBusiness enables Sourcewell Members to more effectively manage a range of facility management tasks through a customizable portal. Since it is integrated with our business and inventory solutions, Members will find options to easily collaborate with teams, simplify purchasing, monitor performance, and manage inventory. * With eBusiness, we have found that our customers: • Save valuable time through easy access and management of information • Visualize solutions quickly and create effective workspaces • Streamline the product and service purchase process—saving time and money • Improve and simplify the management of furniture assets. We are continuously improving our technology and how we support our customers. Recently we expanded and built upon our current customer platform to create Steelcase Exchange. This platform is designed to bring the consumer experience of on-line shopping platforms to our business customers. Steelcase Exchange enhances the experience for both Sourcewell’s employees and program managers in the following ways: • Easily accessibility from a link within your intranet site • Streamlined self-registration • Automated password reminders for reduced administration • Rich information to increase understanding about product and process, which will lead to making transactions with greater confidence • Efficient checkout and secure credit card handling • Shopper friendly order confirmations, status, and transaction receipts The Steelcase Exchange platform has been integrated with customers using Ariba, BuySpeed, eMars, Lawson, CGI Advantage, Coupa, Exostar, Jaggaer, Oracle, Peoplesoft, Prodigo, SAP, Tyler Munis, VITG, Workday, as well as custom cXML and OCI Based systems. Please see Marketing Plan/Samples T7.35 for more information, including eProcurement and eBusiness capabilities. Table 8: Value-Added Attributes DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E Bid Number: RFP 121919 Vendor Name: Steelcase Inc. Line Item Question Response * 36 Describe any product, equipment, maintenance, or operator training programs that you offer to Sourcewell Members. Include details, such as whether training is standard or optional, who provides training, and any costs that apply. Steelcase and our dealer network provide a variety of training and educational programs for Sourcewell Members. We’ve included a list of examples below and are happy to discuss more opportunities with Sourcewell. Costs for dealer services may vary depending on scope and nature of agreement. Move-in Experience. Steelcase and our dealers want Sourcewell Members to feel comfortable and excited about their new space. We can offer assistant through the pre-move, move, and post-move processes with a variety of tools to contribute to a successful move-in experience. Tools can include a pre-move calendar, move booklets, signage templates, move and post- move product demonstrations, and access to web-based instructional videos. Costs are dependent on the servicing dealer agreement and the level of move-in engagement. Please note that if the move-in experience is part of an Applied Research + Consulting engagement, it is not subject to additional fees. Educational Seminars. Most Steelcase dealers will conduct seminars about proper and safe use of furniture for end-users. Additional educational topics could include business trends and their effects in the workplace, end-user education in ergonomic support tools, and instruction in furniture care and maintenance. These seminars are subject to an added cost and can be determined prior to any purchase. Training Videos. Steelcase can provide Sourcewell Members with online instructional videos that demonstrate how to adjust your new furniture and use all settings and features appropriately. Training collateral, such as videos, are included as part of your purchase. Cleaning and Care. Steelcase provides cleaning instructions that can support a wide range of protocols depending on the environment our products are located, such as an office, hospital, or education facility. Our high-performance materials support cleaning protocols with bleach, virox, and other hospital grade disinfectants. Ergonomic + Wellbeing Training. Steelcase has an in-house, board certified professional ergonomist—along with a number of field specialists and sales support personnel—who can provide hands-on training to assist employees with the proper use of ergonomic products. * Our Ergonomist and Wellbeing Consultants can provide insights and services related to: • Ergonomic science and the conditions for physical, cognitive, and emotional wellbeing • Workplace solutions that contribute to a comfortable environment • Applications designed to promote worker wellbeing, engagement, and productivity • Proper use of solutions, including positioning of monitor supports, how to correctly adjust and use specific task chairs, and the importance of changing posture during the workday • Ergonomic and wellbeing training are subject to an additional cost and can be determined prior to purchase. Dealer Training. Steelcase offers exclusive training opportunities to dealer personnel and dealer-sponsored participants through Steelcase University. Courses include: Systems & Component Installation Training which is focused on sequential systems installation; Sales and Design Installation Training where participants learn how to properly install all Steelcase products and how to perform warranty and reconfiguration work in the field; and Lead Installer Training where participants learn to be better leaders through managing capital, building teams, coordinating projects, understanding building codes, reading prints, and training other installers. Our dealers are required to maintain certain standards in order to be considered a Steelcase Authorized Dealer and to work with our customers. Sourcewell Members are not expected to provide payment or reimbursement for dealer training. Please see Additional Document T8.36 for more information, including lead installer training. DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E Bid Number: RFP 121919 Vendor Name: Steelcase Inc. * 37 Describe any technological advances that your proposed products or services offer. At Steelcase, we believe a thoughtfully designed ecosystem of interconnected and interdependent spaces supports employee wellbeing, provides a range of destinations and technologies, and enables and encourages the ways people create. When designing these workspaces, we focus on people, place, choice + control and technology. Steelcase has an entire suite of products that focuses on technology tools that support both employee productivity and workplace performance. This suite is called Smart + Connected and it provides our customers with digital wayfinding, room scheduling, smart collaboration, and workplace analytics. Some technologically advanced and integrated products we offer include: • The Steelcase Rise app elevates the height adjustable experience. It brings personal presets to any desk with an Active Touch controller, provides subtle reminders to change posture and tracks activity toward wellbeing goals. • media:scape brings together people, space and information. This integrated tool boosts collaboration and allows participants to access and share digital information equally, quickly, and seamlessly. • Flex Mobile Power is a portable and lightweight charger designed and developed in collaboration with Anker, a global leader in charging technology. It is the first of its kind enterprise-level mobile power solution for the workplace. This latest innovation combines deep knowledge of how work and the workplace is changing from Steelcase with Anker’s expertise around the future of consumer technology and charging devices. • Steelcase Workplace Advisor Subscription is an integrated system of embedded sensors that provides use trends over time for collaborative spaces. Armed with this kind of information, organizations and their design partners can make decisions about how to use their valuable real estate based on real data. It empowers our customers to measure the effectiveness of the workplace, and improve it based on easy-to-understand, actionable data accessible through an online dashboard. • Steelcase Workplace Advisor Study includes the Steelcase installation temporary sensors This study provides decision- making assistance prior to a major capital investment or can he • Steelcase and Microsoft have also been working together since 2017 to explore how a thoughtfully-designed ecosystem of places and devices can support the new ways teams and individuals are working. We’re excited to collaborate, learn about unique work environments, and integrate real, measurable data into the best solution for Sourcewell Members. Please see Additional Document T8.37 for more information, including examples of Smart + Connected ecosystems. DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E Bid Number: RFP 121919 Vendor Name: Steelcase Inc. 38 Describe any “green” initiatives that relate to your company or to your products or services, and include a list of the certifying agency for each. Steelcase continuously identifies ways to reduce material inputs and finds alternative end-of- us stewardship are through the products we create, the ways we operate, and the investments we Some areas we focus on include: • Ensuring Material Health: As a leader in our industry, our materials chemistry practice assesses materials to understand their potential impacts on human and environmental health. We've assessed over 1,800 materials and are actively working with our supply chain to phase out materials of concern, developing suitable alternatives where they may not yet exist. • Optimizing Product Life Cycles: Steelcase measures a product’s impact on the environment and human health at every phase to uncover opportunities to improve. We design products for circularity by avoiding and eliminating materials of concern, optimizing performance throughout the life cycle and for remaking, recovery, and end of life strategies. • Environmental Footprint Reductions: Since 2001, Steelcase’s public goals are aimed at reducing our global environmental footprint. Thanks to teams of dedicated employees and our ISO 14001 Environmental Management System, we’ve made great strides in significantly reducing our VOC emissions, energy use, water consumption and waste output. • End-of-Use and Recycling Programs. Steelcase offers a variety of end-of-use asset redeployment solutions, such as: selling surplus assets in the secondary market through our extensive broker network; matching surplus assets with non-profit organizations; reclaiming value from assets that have reached their ‘end-of-life’ through recycling to best environmental practices; and composting/incinerating assets that have reached their ‘end-of-life’ as an alternative to landfill disposal when items do not have other viable means of redeployment. * • Investing in our Local Environments: We work closely with community organizations to extend their offerings and further their impact. By focusing on initiatives that benefit our local environments--including partnering with schools to develop sustainability curriculum—we work to develop the next generation of scientists equipped to study and solve for the biggest design challenges facing our human and environmental ecosystems today. • Investing in Renewable Energy: We’re investing in renewable energy equivalent to 100% of our global electricity consumption. We’ve also executed a 12-year VPPA for 25 megawatts of wind power, making up nearly half of Steelcase's renewable energy purchases and directly supporting the construction of a new clean energy facility and local jobs. • Environmental Footprint Reductions: Since 2001, Steelcase has had public goals aimed at reducing our global environmental footprint. We’ve made great strides in significantly reducing our VOC emissions, energy use, water consumption and waste output. • Sustainable Procurement Strategies: Helping our customers to succeed in their businesses and meet their sustainability goals is a driving force at Steelcase. We believe that providing the best solutions for our customers begins by ensuring they’re the best solutions for our environment. That’s why every step of the way – through design, manufacturing, delivery and product lifecycle – we consider the impact of our work on people and on the environment and uncover opportunities to make things better. Please see Additional Document T8.38 for more information, including our Corporate Sustainability Report. 39 Identify any third-party issued eco- labels, ratings or certifications that your company has received for the equipment or products included in your Proposal related to energy efficiency or conservation, life-cycle design (cradle-to-cradle), or other green/sustainability factors. Steelcase products and materials are certified to several third-party standards including: • BIFMA level® • Cradle to Cradle® • Forestry Stewardship Council (FSC) Certification • SCS Indoor Advantage™ • LEED certification • U.S. EPA Green Power Partnership * Additionally, Steelcase has: • Over 45 Environmental Product Declarations • Evaluated over 1,800 materials in our product portfolio against more than 20 human and environmental health indicators • Designed for circularity which further optimizes performance throughout the life cycle and for remaking, recovery, and end of life strategies. DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E Bid Number: RFP 121919 Vendor Name: Steelcase Inc. * 40 Describe any Women or Minority Business Entity (WMBE), Small Business Entity (SBE), or veteran owned business certifications that your company or hub partners have obtained. Upload documentation of certification (as applicable) in the document upload section of your response. While Steelcase is not a certified as WMBE, SBE, or veteran owned, we are committed to diverse channels around the world and our Supplier Diversity program has been in place since 1991. Our Supplier Diversity vision is to grow, develop, and retain our diverse businesses by creating the best supplier diversity program that surpasses the requirements of our industry and customers. We focus on promoting the growth and development of minority- owned, women-owned, service veteran-owned as well as service-disabled veteran-owned businesses and HUBzone in the United States by integrating them into our procurement process. We participate in trade shows, conferences, networking events, customer showcases and meetings of associations representing diverse businesses to share information and best practices. We hold regular supplier conferences to exchange best practices. We work with our suppliers to monitor and grow performance through a system of common metrics on a daily, weekly, monthly, and quarterly basis. In order to seek out and utilize diverse suppliers, Steelcase engages with a variety of organizations and maintain relationships with diverse business associations, as well as small business associations, including National Minority Supplier Development Council, Michigan Minority Supplier Development Council, Michigan Chamber of Commerce, Michigan Manufacturers Association, The Right Place, Inforum Michigan, Business Leaders for Michigan, The Grand Rapids Area Chamber of Commerce, and National Veteran-Owned Business Association. Please see WMBE/NBE/SBE or Related Certificates T8.40 for more information, including our Diversity Supplier Spend. DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E Bid Number: RFP 121919 Vendor Name: Steelcase Inc. 41 What unique attributes does your company, your products, or your services offer to Sourcewell Members? What makes your proposed solutions unique in your industry as it applies to Sourcewell members? One of the reasons our customers choose to do business with Steelcase is because they trust us. They trust our ability to translate research into workplace insights, perform at a consistently elevated level, develop products that meet evolving workplace needs, leverage our team to deliver great experiences and our willingness to assess ourselves critically for improvement opportunities. We are focused on creating a great experience for Sourcewell Members wherever work happens. We leverage our knowledge in the industry to grow and learn alongside our customers. By learning from our customers—what they value, what their pain points are, how they view the workplace—we can create a truly customized workspace that inspire and engage. Listed below are just a few ways Steelcase helps people perform better at work and why Sourcewell Members can trust Steelcase as a partner: Commitment to Research. Steelcase invests heavily in research, design and developmental activities to better understand the needs of individuals, teams, and organizations. Our global research is a combination of user observations, feedback sessions and sophisticated analyses. To expand and deepen our understanding of how people work, we maintain collaborative relationships with external world-class innovators, including leading universities, think tanks and knowledge leaders. These relationships and insights help us develop social, spatial and informational insights into work effectiveness for our customers. New Products + Enhancements. Our dedication to innovation and research is reflected in the ever-evolving intelligent design of our products and philosophies. Our portfolio continues to grow as we find new ways to support and positively impact the workplace. This investment has accelerated in the last two years, with over 80 new products, enhancements, and extensions added to our portfolio just last year. Some of our new product offerings include simpler workstations, ancillary and informal areas, and innovative products at a broader range of price points. Ancillary Spaces. Our journey in the ancillary market spans several decades. Over the years, we have designed our own products to fill and augment the in-between spaces throughout a workplace. We’ve also developed brands like Coalesse and Turnstone to response to growing ancillary needs. In the past few years we’ve established partnerships with other companies to increase the breadth of our offering, and we’ve acquired companies like Orangebox, Smith System, and AMQ to further enhance our portfolio. * Continuing Education. Our Continuing Education Units (CEUs) are focused around our active learning principles, how universities can increase student engagement, and discovering ways to add value as it relates to space and applications. Developed for the architecture and design community—including firms and internal staff—CEUs can also benefit educators who are interested in active learning research. These courses are conducted in-person by a Steelcase employee who has achieved certification through a mandatory course and a mastery test. Applied Research + Consulting. Through a team of experienced of consultants, ARC brings deep knowledge to our customers and delivers benefits that typically include alignment of the workspace strategy, business strategy and desired behaviors; validation of how people work and interact with others—and their work environment; a co-created, integrated solution that supports the business direction; development of higher performing solutions; and employee and leadership buy-in for the proposed solution Workplace Tools + Resources. Through a combination of asking, observing, and creating experiences to bring a deeper understanding of the explicit, tacit, and latent needs to be uncovered. WT+R can host discovery exercises and collaborative situation workshops with Sourcewell Members that focus on understanding workplace issues of your organization and user needs. They also offer concept reviews of applications that help our customers to visualize the ways Steelcase products can support specific workplace needs in place, posture, and control. For Sourcewell Members. With our research and insights about the workplace, we are able to deliver solutions that address real workplace challenges for Sourcewell Members. Through our combination of acquisitions, partnerships and internal product development, we have broadened our market and can provide Sourcewell Members greater choice and a supportive work experience. Please see Additional Document T8.41 for more information, including new product enhancements and an overview of our Applied Research + Consulting team. 42 Identify your ability and willingness to provide your products and services to Sourcewell member agencies in Canada. Steelcase has the capacity, capability and willingness to service all provinces, local municipalities and any other qualifying Sourcewell Members in Canada, as long as the laws and statues allow for such a cooperative contract to be used by Sourcewell Member entities. As the largest furniture provider in the world, Steelcase offers the same extensive coverage in Canada as we do in the U.S. through our Steelcase sales force and authorized dealer network. * DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E Bid Number: RFP 121919 Vendor Name: Steelcase Inc. Table 9: Warranty Describe in detail your manufacturer warranty program, including conditions and requirements to qualify, claims procedure, and overall structure. You may upload representative samples of your warranty materials (if applicable) in the document upload section of your response in addition to responding to the questions below. Line Item Question Response * 43 Do your warranties cover all products, parts, and labor? The Steelcase Limited Lifetime Warranty provides consistent coverage for both parts and labor for Steelcase products. Please see Warranty Information T9.43 for more information, including Steelcase warranty and the warranties for our partners. * 44 Do your warranties impose usage restrictions or other limitations that adversely affect coverage? The Steelcase warranty prorates warranty coverage regardless of shift usage. Steelcase doesn’t limit warranty coverage to single shift only—and we offer 24/7 coverage. Please see Warranty Information T9.43 for our partner warranties and information regarding usage for their products. * 45 Do your warranties cover the expense of technicians’ travel time and mileage to perform warranty repairs? In the Americas, Steelcase and our Dealers do not charge customers for labor or associated expenses. Steelcase reimburses the Dealer for travel and labor expenses. Steelcase will pass along any warranty with respect to Partner Products. * 46 Are there any geographic regions of the United States (and Canada, if applicable) for which you cannot provide a certified technician to perform warranty repairs? How will Sourcewell Members in these regions be provided service for warranty repair? Certified technicians are available in all regions across the Americas and Canada. If a Sourcewell Member receives a Steelcase product that is freight damaged, malfunctions or requires warranty service, Steelcase has a plan in place for warranty service. To place a service request: 1. Call the servicing Steelcase dealer. 2. The servicing dealer will evaluate the defect and the product’s manufacturing date to determine if it’s covered under Steelcase Warranty Policy. The dealer will then contact Steelcase and explain the issue to the Order Fulfillment Team representative. * 3. The servicing dealer submits a request for replacement product and/or parts to the Order Fulfillment Team representative. (Products, such as pneumatics cylinders, controls, lock cylinders, fasteners, hardware, screws, etc., are carried in service vehicles, so that any defects in these can be taken care of during one service call.) 4. Steelcase will provide the dealer with the product or replacement part. 5. The dealer will deliver and install the new product or part swiftly and at no charge to Sourcewell. 47 Will you cover warranty service for items made by The Steelcase Warranty does not cover other manufacturers’ products. other manufacturers that are part of your proposal, or are these warranties issues typically passed on Steelcase shall pass along any warranty it receives with respect to other manufacturers’ branded products, including Bolia, Emu, Carl Hansen, FLOS, * to the original equipment manufacturer? Mitchell Gold + Bob Williams and others. 48 What are your proposed exchange and return programs and policies? All Steelcase products are manufactured to your specifications and, therefore, are not subject to return. Non-conforming products will be repaired or replaced at no charge to you. A product is considered non-conforming if it is defective or if it fails to comply with information published in the Steelcase Specification Guide or your purchase order. Replacement orders for nonconforming products are processed immediately, and Steelcase expedites the shipment of replacement items to the location you specify. * 49 Describe any service contract options for the items included in your proposal. Please see our list of services in T2.8. * Table 10: Payment Terms and Financing Options Line Item Question Response * DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E Bid Number: RFP 121919 Vendor Name: Steelcase Inc. 50 What are your payment terms (e.g., net 10, net 30)? The payment terms in place with our current Sourcewell/Steelcase contract will be extended to any new contract. The current agreement indicates: Invoicing and Terms of Payment. Invoices, inclusive of applicable sales or use taxes and/or surcharges will be issued by Dealer upon delivery of the Products/Services and will be paid within ten (10) days from the date of invoice. For Large Orders (as defined in Exhibit O), Members will be invoiced 40% at time of order placement, 50% at delivery and the 10% balance upon completion of installation. A service charge of 1 ½% per month (18% per annum) may be added to invoiced unpaid as of the due date. If partial delivery of an order is made, Member will make payment for products delivered and services provided. Dealer will invoice Member for shortages or replacement upon delivery of those items. * 51 Do you provide leasing or financing options, especially those options that schools and governmental entities may need to use in order to make certain acquisitions? Yes, Steelcase Financial Services offers flexible and convenient financing and leasing alternatives to schools, government entities and other Sourcewell Members. Whether you are optimizing your cash flow, looking at your organization’s complete strategy to create an interconnected workplace, or trying to figure out a way to best utilize your budget, Steelcase Financial Services can help. Our Financial Services team has flexible lease and financing options to meet your needs. You can plan to own the products or you can use the products now and decide later on whether you want to purchase or return them. We can also provide information on topics such as tax implications, trends, as well as an analysis of tactics like lease vs. buy. We offer flexible and convenient financing alternatives that let you create an inspiring workplace while conserving capital, preserving bank lines and reducing tax liabilities. We can offer Sourcewell members a variety of financing options, including capital leases, operating leases & short term leases. Wholly owned by Steelcase Inc., Steelcase Financial Services is the office furniture industry’s only captive finance company. Steelcase Financial Services offers flexible financing and lease options to achieve unique customer goals. All of our plans come with advantages such as: • Fixed rates – your payment remains the same throughout the term. • Soft costs – we can include costs for design, delivery, and installation. • Easy add-ons – you can easily add product to your Steelcase Financial Master Lease. • Customized invoicing – you’ll have a dedicated team that can customize your invoicing/billing by location, cost center, floor, etc. • Account access – account information online 24/7 that includes payment history summary, remaining payments, contract terms, invoices, and more. Some valuable benefits our customers find in Steelcase Financial Services are: • Conserving capital • Avoiding capital budget restraints • Protecting credit lines • Managing balance sheet • Gaining tax benefits • Maximizing purchasing power • Increasing flexibility • Workplace sustainability If you’re looking to refresh your space or have the option for leasing, Steelcase Financial Services can fulfill those needs from two of their most popular options: Fair Market Value Lease DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E Bid Number: RFP 121919 Vendor Name: Steelcase Inc. At the end of the lease term, purchase products for fair market value, renew the lease or return products to Steelcase Financial Services because you are either done using them or you are going to refresh your space with all new products. • Lease payment may be able to be deducted by lessee • May qualify for off-balance sheet, operating lease treatment for reporting purposes • Lower payment compared to a $1 Buy Out Lease $1 Buy Out Lease This popular ownership options includes: Depreciatiobe claimed by lessee • Interest portion of lease payment may be able to be deducted by lessee • At the end of the lease term, purchase the products for $1.00 Steelcase also offers two furniture Membership models allowing for more frequent change of furniture to refresh your workplace: altSpace and Membership. altSpace is a Space-as-a-service solution in partnership with LiquidSpace. This model is a turnkey workplace solution for teams of 20-500+ employees. It bundles real estate, furniture, and technology through simple, monthly terms. altSpace also combines the privacy and personalization of a traditional office with the flexibility of a coworking space. Membership is a furniture-as-a-service solution and allows clients to subscribe to a number of furniture settings featuring the entire Steelcase Portfolio. With Membership, clients will find the option to change out 25% of subscribed settings every year for any reason. Once the initial design/installation fee is paid, the monthly subscription fee covers all subsequent charges. Additional terms and conditions include: • Term: 3-year minimum • Renewal: Steelcase and client will evaluate whether this works for both sides • Refresh: Option to refresh settings quarterly, and up to 25% of all subscribed settings annually • Cost to join: Initiation fee covers design + initial install • Ongoing cost: One all-inclusive monthly Membership fee • Purchase option: Option to purchase anytime. Pricing to be negotiated based on Membership length and furniture type. In addition, Steelcase makes Steelcase dealers aware of additional financing options available to Sourcewell Members via another Sourcewell competitively bid and awarded contract from National Cooperative Leasing. There is no ownership, common ownership, or control between Steelcase and National Cooperative Leasing. Please see Additional Document T10.51 for more information, including our financing and leasing options. * 52 Briefly describe your proposed order process. Include enough detail to support your ability to report quarterly sales to Sourcewell as described in the Contract template. For example, indicate whether your dealer network is included in your response and whether each dealer (or some other entity) will process the Sourcewell Members’ purchase orders. When Sourcewell Members are ready to place an order for Steelcase products, their Steelcase participating dealer will accept and enter the order as the seller using their Hedberg Data System. Hedberg is integrated with Steelcase's business systems through EDI transactions that provide a constant, audited flow of your information. Through this system we provide you with electronic quotes, orders, invoices, reports, and more. Member shall initiate orders by sending to Steelcase Participating Dealer a written or EDI purchase order (“Order”) containing the minimum required information listed below: • Member’s order reference number. • Sourcewell Steelcase contract # DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E Bid Number: RFP 121919 Vendor Name: Steelcase Inc. • Sourcewell Member # • Designation of products (e.g., style number) and/or services • covered by the order • Designation of surface materials • Quantity ordered • Price • Requested delivery date • “Ship to” address including contact name, dock information, etc. • Billing address for invoices • Any special shipping or handling requirements • For Worktool products, specify “ship complete” unless split shipments are acceptable Steelcase participating dealers and Steelcase will use their best efforts to comply with delivery dates requested by Member on orders. For large orders (see below for definition), Steelcase recommends that Members provide as much notice as possible to Steelcase participating dealer in advance of the order to reserve manufacturing capacity. Steelcase participating dealer shall acknowledge receipt of each order to Member, noting the acknowledged Steelcase ship and scheduled local delivery dates. Member has the right to change or cancel any order by delivering written notice to Steelcase participating dealer. Except as otherwise provided herein, any such change or cancellation shall be without charge prior to Steelcase’s commencement of production of such order. If production has begun (including the ordering of parts and materials), a charge may be applied up to the full invoice amount of the order. In determining applicable charges for change or cancellation, each request shall be reviewed on an individual basis taking into consideration the complexity and the scheduled ship date. Steelcase participating dealer and Steelcase will endeavor to minimize any charges to Member as a result of a request for change or cancellation and will use commercially reasonable efforts to accommodate Member’s requests for changes. There is no guarantee that production schedules will be available to match requested changes. Steelcase shall identify any applicable charges at the time the change/cancellation request is received by Steelcase; and Member shall, at that time, determine if it wishes to proceed with such change/cancellation. No such charge shall exceed the invoice amount of the changed/cancelled portion of the order plus any Steelcase participating dealer-related costs (e.g., design) if applicable. In no event shall the change/cancellation charge(s) include any penalties to Member. The following are not subject to change or cancellation without charge once the order has been received by Steelcase: Special Products, Products using Customer’s Own Material (“COM”), Partner Products, quick ship orders, Turnstone and service parts, Large Orders* imported Coalesse. Large Order – One quantity of Products to be shipped at one time to one location with a minimum list price value of: • Steelcase Products (other than exceptions below). . USD 500,000 or equivalent • Coalesse. ..................................................................... USD 75,000 or equivalent • Turnstone, Steelcase Health. .................................... USD 150,000 or equivalent Changes and cancellations of Architectural Solutions products may be made, yet may result in additional charges and/or schedule adjustments after order has been placed with Steelcase or after shop drawings have been approved. Additional charges and schedule impact will vary depending on the complexity of the change and schedule impact. All questions relating to change order or cancellation must be made with your Steelcase participating dealer who will contact the project manager and the Steelcase on your order. Steelcase provides participating Steelcase dealers with an operation Playbook with instructional order procedures regarding Sourcewell Members orders. Steelcase utilizes a participating facilities designation, loading and recognition procedure to verify compliance in recognizing and reporting for our Sourcewell contract. This acts as a formalized process reconcile our sales with the Sourcewell Membership list. * DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E Bid Number: RFP 121919 Vendor Name: Steelcase Inc. Also, orders processed by Members with our dealers are to have the Sourcewell contract number noted and dealers are to then use quotes specific to Sourcewell, which ensures Members get the correct contract pricing. The Membership list provided by Sourcewell and our automated reporting system is the basis of how we designate, load and recognize Sourcewell sales. We download the Membership roster from Sourcewell’s website and convert this into a usable file that can link to our internal reporting system, quotes, and unique site IDs each Member has. Our internal reporting team uses the converted file to match Members to the Sourcewell master quote and any quotes that are linked to the Sourcewell agreement through bilateral agreements and letters of commitment. The Sourcewell master quote and linked quotes are unique numbers that provide as accuracy to insure Sourcewell sales are recognized by Steelcase. So, any Member electing to purchase through the Sourcewell agreement receives pricing from an authorized participating Steelcase dealer who must use Sourcewell quote numbers to complete Member transactions. In addition, our reporting system deploys a matching algorithm which automatically matches member sites (every member as a unique site ID) to Sourcewell sales through our authorized participating dealers. In the event that we do find that an error was made and eligible sales were not reported, we will reconcile and report those eligible sales in the next reporting cycle and pay any associated fees, consistent with our agreement and our values and business practices. Please see Additional Document T10.52 for more information, including our order fulfillment process, order change and cancellation policy, Steelcase Playbook, and a list of Steelcase Authorized Dealers in the US and Canada. 53 Do you accept the P-card procurement and payment process? If so, is there any additional cost to Sourcewell Members for using this process? Steelcase dealers take orders and process payment on this contract as a P- card may be negotiated between Member and Participating Dea * Table 11: Pricing and Delivery Provide detailed pricing information in the questions that follow below. Keep in mind that reasonable price and product adjustments can be made during the term of an awarded Contract as desribed in the RFP, the template Contract, and the Sourcewell Price and Product Change Request Form. Line Item Question Response * DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E Bid Number: RFP 121919 Vendor Name: Steelcase Inc. 54 Describe your pricing model (e.g., line-item discounts or product-category discounts). Provide detailed pricing data (including standard or list pricing and the Sourcewell discounted price) on all of the items that you want Sourcewell to consider as part of your RFP response. If applicable, provide a SKU for each item in your proposal. Upload your pricing materials (if applicable) in the document upload section of your response. Our pricing response is a “catalog discount by product category.” This model is one in which product line discounts are provided and those discounts are used as a percentage off list pricing drop ship. List pricing for all parts and unit numbers for the products lines on the discount schedule are included in published Product Catalogs, which is submitted as a Price List PL190 with this proposal. The Member’s total cost of acquisition is the drop ship product pricing and any services quoted. The proposal pricing submitted is based on our current Steelcase price list, PL190 which is in effect today. If awarded, we would propose to be on the current price list when announced nationally as it becomes effective. All the proposed product line discounts would remain the same. * The discounts shown are based on drop ship delivery to the customer’s designated location. Exceptions include Alaska and Hawaii (in the United States) and the Northwest Territories, Nunavut and Yukon (in Canada), where additional freight charges apply and will be quoted upon request. Installation and other services are available from participating dealers per the rates submitted, subject to the terms and conditions in the attached discount schedule. Please see Pricing zip file for more information, including our pricing proposal. 55 Quantify the pricing discount represented by the pricing proposal in this response. For example, if the pricing in your response represents a percentage discount from MSRP or list, state the percentage or percentage range. As mentioned above in T11.54, our product pricing response will be a “catalog discount by product category.” In order to provide the best pricing, we have provided product line discounts as a percentage off list drop ship, pricing by individual product line and balance of line categories for those products that are not listed individually or as exceptions and we have included Service Parts. For the products listed, our overall discount range is drop ship off our published list price and Service Parts at 35% off. The discount range by product line and services are shown in our pricing proposal found in the Pricing zip file. * 56 Describe any quantity or volume discounts or rebate programs that you offer. Please see our discount schedule with tiered discounting levels that will provide a higher discount for large orders. Steelcase product category purchases as defined, may be combined to reach higher tiers and better discount on individual purchases. Complete terms and conditions related to this method of volume discounting are located on the discount schedule provided as part of our pricing proposal found in the Pricing zip file. Please note there are tiers of pricing noted for virtually all product line categories, meaning Sourcewell Members can negotiate better discounting than what is provided in the 3rd tier where appropriate. * The proposed product discounting established by the Sourcewell discount schedule provided (in Pricing zip file) is also “ceiling pricing,” meaning prices may be reduced to allow for volume considerations and to meet the specific and unique needs of a Sourcewell Member. At no time may the proposed products/services be offered pursuant to this contract at prices above the ceiling price without approval by Sourcewell. DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E Bid Number: RFP 121919 Vendor Name: Steelcase Inc. 57 Propose a method of facilitating “sourced” products or related services, which may be referred to as “open market” items or “nonstandard options”. For example, you may supply such items “at cost” or “at cost plus a percentage,” or you may supply a quote for each such request. Our method for facilitating “Sourced Equipment/Products and/or related Services” solutions as defined by the RFP document is to ensure that the Steelcase/Sourcewell contract includes as many Steelcase Inc. and partner product categories as possible. This alleviates the number of times in which a proposed solution includes products that are not listed on the existing Sourcewell contract. This simple strategy has served Sourcewell Members well over the past contracts. If and when, new products or related services become available during the term of the contract, Steelcase will submit a request for approval to add those items per the Sourcewell process and appropriate form(s). * Additionally, there may be instances where a Member may need “Open Market Items” not on the Sourcewell contract. If the Open Market Items further provides a complete comprehensive solution to the Member, it may be quoted and sold along with the contract items/services to complete the PO. The dealer may supply a quote to include such Member request with the Open Market Item listed as such on a separate line item. No admin fee will be paid on Open Market items and Open Market Items will not be included in any reporting. Open Market Items are not to be quoted separately and associated with this contract. 58 Identify any element of the total cost of acquisition that is NOT pre- delivery inspection, installation, set up, mandatory training, The “total cost of acquisition” is as stated in the proposed Sourcewell Discounting Schedule for products and related services provided as part of our response to question T11.54: Our pricing response is a “catalog discount by product category.” This model is one in which product line discounts are provided and those discounts are used as a percentage off list pricing drop ship. List pricing for all parts and unit numbers for the products lines on the discount schedule are included in published Product Catalogs, which is submitted as a Price List PL190 with this proposal. The Member’s total cost of acquisition is the drop ship product pricing and any services quoted. Over the past five years, Steelcase has provided a turnkey and complete furniture solution to all Sourcewell Members based on their specific situations. The structure of our offering is flexible so that our dealers can provide the best value and best solutions to meet their individual needs. * The discounting structure is set up as a ceiling price on the product only on drop ship basis yet allows participating dealers to facilitate discussions about the scope of services at the best price. This flexibility, based on determining the scope of labor and services required, allows Steelcase dealers to provide the services appropriate to each Member and each project in providing a complete project with a total acquisition price. This method of providing complete solutions for each Sourcewell Member has proven to be very effective. With millions worth of business being sold through the contract in the past five years, we have not received any Member complaints related to a customer not receiving the value and the total cost expected. This speaks volumes on the success of the model in place as Sourcewell Member satisfaction is ultimately the best measure of our success with the contract. 59 If freight, delivery, or shipping is an additional cost to the Sourcewell Member, describe in detail the complete freight, shipping, and delivery program. Deliveries from Dealer to Sourcewell Members shall be FOB, Sourcewell Members Designated Location for Orders within the United States, and FCA, Sourcewell Members Designated Location for Orders outside of the United States. Exceptions include Alaska, Hawaii, the Northwest Territories, Nunavut and Yukon, where additional freight charges apply and will be quoted upon request. For deliveries in Alaska, a service charge equal to five percent (5%) of list price shall be assessed to Sourcewell for Orders up to $200,000 list price. The service charge for Orders above $200,000 list price shall be negotiated. * 60 Specifically describe freight, shipping, and delivery terms or programs available for Alaska, Hawaii, Canada, or any offshore delivery. All shipments to Alaska and Hawaii and the US Islands are shipped FCA factory; freight prepaid, and allowed to port of embarkation. Steelcase reserves the right to select shipping method and the port of embarkation. All charges beyond the point of embarkation are collect. For Alaska and Hawaii (in the United States) and the Northwest Territories, Nunavut and Yukon (in Canada), additional freight charges apply and will be quoted upon request. * DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E Bid Number: RFP 121919 Vendor Name: Steelcase Inc. 61 Describe any unique distribution and/or delivery methods or options offered in your proposal. Our global distribution network is unmatched in the industry. Our strategically designed network of manufacturing facilities, regional distribution centers (RDC) and business centers work together for the good of the customer through improved quality, cost, consistency and speed to market. For the US and Canada we utilize these optimally located RDCs. Distribution Centers 1. Grand Rapids, Michigan, U.S. 2. Hazleton, Pennsylvania, U.S. 3. Atlanta, Georgia, U.S. 4. Desoto, Texas, U.S. 5. Rancho Cucamonga, California, U.S. 6. Puyallup, Washington, U.S. 7. Aurora, Colorado, U.S. Our delivery routes cover more than 64 million miles each year, that’s 250,000 each day, delivering to over 78,000 unique addresses around the globe. We strategically locate our regional distribution centers close to high density population areas, mostly where our customers are, so our routes are shorter which supports meeting our customers needs with high quality, on time deliveries. This results in over 150,000 Steelcase products delivered to our customers each day. This capability enables us to meet Sourcewell Member demands. Our agility within our data driven industrial model allows us to adjust so you don’t have to. We’re not perfect yet our network delivers complete shipments to our customers 99.93% of the time. Our global network and capabilities help us meet your needs and take care of the details at the same time. We believe we do this better than anyone. * At Steelcase we care about the details. We focus on predicting, identifying and solving problems before they happen. Coupled with an intelligently architected global distribution network, nobody takes care of the details like Steelcase does. Here’s a list of items we manage every day to help ensure we’re taking care of the things that could impact you. • Weather Tracking • Traffic Analysis • Webcam Observation • News & Events Monitoring • Social Media Monitoring • Change Order Adaptability • Collaborative Problem Solving • Dynamic Routing • Predictive Delivery Reporting • Data Driven Decision Making Please see Additional Document T11.61 for more information, including a video of our distribution and global logistics capabilities. Table 12: Pricing Offered Line Item The Pricing Offered in this Proposal is: * Comments 62 d. other than what the Proposer typically offers (please describe). The pricing offered to Sourcewell is comparable to those offered to any other similarly situated GPO customer of Steelcase's, based on similar conditions such as timeframe, commitment/intent to purchase, product mix, delivery requirements, volume and service levels. DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E Bid Number: RFP 121919 Vendor Name: Steelcase Inc. Table 13: Audit and Administrative Fee Line Item Question Response * 63 Specifically describe any self-audit process or program that you plan to employ to verify compliance with your proposed Contract with Sourcewell. This process includes ensuring that Sourcewell Members obtain the proper pricing, that the Vendor reports all sales under the Contract each quarter, and that the Vendor remits the proper administrative fee to Sourcewell. Steelcase utilizes a participating facilities designation, loading and recognition procedure to verify compliance in recognizing and reporting for our Sourcewell contract. This acts as a formalized process reconcile our sales with the current Sourcewell Membership list from the Sourcewell website. Also, orders processed by Members with participating Steelcase dealers are to have the Sourcewell contract number noted and dealers utilize competitive discount authorization quotes specific to Sourcewell, which ensures Members get the correct contract pricing. The Membership list provided by Sourcewell and our automated reporting system is the basis of how we designate, load and recognize Sourcewell product sales. We download the Membership roster from the Sourcewell website quarterly and convert this into a usable file linked to our internal reporting system, quotes, and unique site IDs for each Member. Our internal reporting team uses the converted file to match Members to the Sourcewell master and any related quotes to the Sourcewell agreement through bilateral agreements and letters of commitment. The Sourcewell master quote and linked quotes are unique numbers that provide as accuracy to insure Sourcewell sales are recognized by Steelcase. So, any Member electing to purchase through the Sourcewell agreement receives pricing from an authorized participating Steelcase dealer who must use the Sourcewell quote number to complete Member transactions. * In addition, our reporting system deploys a matching algorithm which automatically matches Member sites (every Member as a unique site ID) to Sourcewell sales through our authorized participating dealers. In the event that we do find that an error was made and eligible sales were not reported, we will notify Sourcewell, reconcile and report those eligible sales in the next reporting cycle and pay any associated fees, consistent with our agreement and our values and business practices previously mentioned and listed below. At Steelcase, our core values are to: * Act with integrity. * Tell the truth. * Keep commitments. * Treat people with dignity and respect. * Promote positive relationships. * Protect the environment. * Excel. 64 Identify a proposed administrative fee that you will pay to The current Steelcase Sourcewell contract stipulates a 1% Sourcewell for facilitating, managing, and promoting the Sourcewell administrative fee payable to Sourcewell on a quarterly basis Contract in the event that you are awarded a Contract. This fee is typically calculated as a percentage of Vendor’s sales under the on contract product purchases. We propose the fee on the new contract be calculated at the existing 1% percentage on * Contract or as a per-unit fee; it is not a line-item addition to the contract product purchases upon award of the contract Member’s cost of goods. (See the RFP and template Contract for payable to Sourcewell for facilitating, managing and promoting additional details.) the Sourcewell contract. Table 14: Industry Specific Questions Line Item Question Response * DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E Bid Number: RFP 121919 Vendor Name: Steelcase Inc. * 65 If you are awarded a contract, provide examples of internal metrics that will be tracked to measure whether you are having success with the contract. Sourcewell is an important key account at Steelcase, and Steelcase/Sourcewell success volume— as In order to report on usage numbers, deliver new insights and innovations, and discuss any topics of concern, we will engage a variety of reports and reviews to measure the success of—and hold Steelcase and our dealers accountable for—our relationship with Sourcewell Members. We propose to hold regular meetings with Sourcewell Members to discuss the above topics, and any additional discussions around what is working, what didn’t work, and any lessons learned. These meetings can take form in the following ways: • Annual Business Reviews — A chance to review the past year’s activities and plan for the coming year in person, we’ll look contract volume, market segments, areas for process improvement, discuss recent product introductions and research, and conclude with a learning session on a mutually agreed upon topics. • Quarterly Business Reviews — During these meetings with key workplace stakeholders, we’ll touchbase on project activities and proactively address any open issues. If there are any issues or concerns with dealer or Steelcase performance, we can discuss in detail here and approach potential ideas for improvement. DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E Bid Number: RFP 121919 Vendor Name: Steelcase Inc. 66 Describe any industry testing procedures, quality controls and certifications that apply to the products proposed. Steelcase products have long been recognized for their enduring quality. Part of the reason is that every one of our products is designed according to predetermined standards of manufacturability. These standards are developed by a multi-disciplinary team consisting of individuals from product development, manufacturing, quality assurance and manufacturing engineering. Along with having quality standards for manufacturing products, we maintain guidelines for testing, inspecting, and deliver products. Manufacturing Product quality inspections are conducted throughout the manufacturing process, such as: • Quality Acceptance Standards • Product Packaging Shipping Performance • Employee Qualification/Training • Vision Testing and Color Judgement • Purchase Part Release/Classification • Non-cyclical Standard Work • Process Qualification • Special Process Paint Steelcase has also implemented an Enterprise Excellence Assessment Program based on the Shingo Model for Operational Excellence that focuses on principles, behaviors and effectiveness in our journey to develop a culture focused on lean and continuous improvement. Testing + Certifications Steelcase performs internal audits to verify compliance with the requirements of our management systems and certifications that include ISO 9001, ISO 14001 and ISO 17025. All Steelcase-owned manufacturing operations around the world have ISO 14001 registered environmental management systems. This means our environmental management systems meet the requirements of the International Organization for Standardization and assures we have a systematic way of managing our impact and risk with methods that meet internationally accepted criteria. All Steelcase brand products are developed and tested to meet or exceed ANSI (American National Standards Institute) and BIFMA (The Business and Institutional Furniture Manufacturer's Association) and all applicable Underwriters Laboratories (UL) requirements. We provide a set of internal product performance standards far more stringent than those required by outside parties. For example, because we require that our products meet a variety of deflection requirements, we take measurements that aren’t required by either ANSI or BIFMA. While BIFMA has 22 desk-testing procedures, Steelcase tests in over 120 ways to address corrosion, fade, stain, stability, safety, durability, functionality, ergonomics, environmental exposure, shipping/vibration and more. Order + Delivery Our approach to order fulfillment and project execution process is focused extensively on quality and risk mitigation. Before an order is sent to Steelcase, your dealer uses an audit process to provide a final check to all specification by a senior designer. Once audited, orders are sent electronically from the dealer to Steelcase, and each order is verified and acknowledged within 48 hours. Final prices and delivery dates are established and communicated to the team immediately. The Hedberg system also allows your dealer to manage product lead times electronically and proactively by individual product. Orders are not shipped unless they are of the finest quality and built to customer specifications. We also utilize a LASER (Lean After Ship Experience Rationalization) system for dealers to submit post-delivery issues and bring swift resolution to damage claims and other post-delivery issues. 67 Describe your ability and plan to address member needs for collaborative space or open concept solutions and how your proposed products factor in to them. Steelcase takes a holistic approach when designing workplaces. We consider people’s sustained wellbeing which requires ergonomic support and comfort, eliminates distractions, inspires and rejuvenates, and makes people feel better while they’re at work. By creating a workplace that brings together people, place and technology, organizations can give people choice and control over where and how they work — something that correlates directly with high workplace engagement and satisfaction. Our products and workspace applications give employees new ways to facilitate conversation and support different ways of working throughout the day. Our proposed products integrate and enhance collaborative spaces through: • Flexible kit of parts. The design and functionality of our products offer a distinct DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E Bid Number: RFP 121919 Vendor Name: Steelcase Inc. advantage to futureproofing and provides the built-in flexibility to grow and evolve as a Member’s company does. • Consistent design language. The wide range of aesthetic options ensures integration into any environment—while optimizing real estate. • Continuous improvements. Steelcase continues to enhance the features and capabilities of our products to ensure compatibility across product generations and changing workplace needs. As technology and user needs evolve, our products evolve, too. The investment our customers make serves them well because this solution grows alongside them, and all enhancements are backward compatible. With our robust product portfolio and streamlined kit of parts, we can support a variety of workplace strategies, including collaborative spaces and open concept. And, when people are put at the core of the workplace, the open plan doesn’t have to be a source of frustration. It can be a tool to help people and teams thrive. When designing a collaborative, open, and resilient workplace for Sourcewell Members, we would consider the intentional combination of five spatial zones to accommodate and anticipate changing organization and employee needs. Those zones are: • Nomadic - A destination for mobile workers to connect with others or find an appropriate space to focus. Products in this zone could be our Brody WorkLounge, which allows for shielded privacy in an open space, or FrameOne benching that meets varied and fast-changing requirements. • Resident - Assigned spaces for workers to complete everyday tasks. Products in this zone could be our Migration and Ology Height-Adjustable Tables or a variety of our ergonomic task chairs. • Resource – A convenient central location where Worktools and shared materials are available to everyone. Products in this zone could be our Universal Storage System or the Flex Mobile Cart to allow easily accessible storage and access to our suite of Worktools. • Meeting – A variety of settings to support different forms of collaboration. Products in this zone could be media:scape that integrates technology and furniture to bring people together, or B-Free which creates spaces where people can easily connect and collaborate. • Social – A comfortable area to socialize, rejuvenate, informally collaborate, focus and seek nourishment. Products in this zone could be our Campfire Lounge System or LessThanFive Chair. In order to create spaces that are informal and inspiring, yet that also allow real work to get done, Members need to carefully consider design, materiality and performance. We offer more choices to help Members achieve the design aesthetic wanted. Our broad portfolio of brands and partners include over 1,000 products and endless options to fit different aesthetics, postures and price points. And, because of our scale and experience, Steelcase can deliver: • Product performance through our industry leading quality and warranty • Operational performance with our streamlined specification, delivery and installation, and on-time performance in the US, Canada, and globally • Application performance by taking into consideration privacy, postures, proximities, personality, productivity, and psychological comfort At Steelcase, we employ user-based research to drive innovation in areas like these related to work, learning and collaborative spaces. We’ve studied many of these spaces to figure out what people and organizations need, and what works and doesn’t work. It has to be the right combination of design, materiality and performance, so these settings aren’t just nice to look at; they’re hard working, too. And with our scale and fulfillment capabilities, working with us saves Members time and money. Steelcase can help Sourcewell Members adapt to an open concept solution, and we’re prepared to design a workplace that integrates people, place and technology with a focus on design, materiality, and performance. We’ve invested in and launched more new and enhanced product offerings to provide choices for informal areas, simpler open areas, and more collaborative spaces. We’ve also established product partnerships with other companies to further increase the breadth of our product offering on contract to Members for these spaces. DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E Bid Number: RFP 121919 Vendor Name: Steelcase Inc. To help simplify and manage all of these options, we’ve introduced Steelcase Marketplace. This tool helps aggregate all the products from the Steelcase family of brands, as well as Steelcase partner products, into one searchable tool. Steelcase Marketplace allows users to look for a specific product quickly and simply—and gives designers and Members more control over their choices. While the unique needs of each Member organization may differ, we recommend designing for wellbeing and creating an ecosystem of spaces to enable organizational resiliency. We are eager to connect with each Sourcewell Member to determine, design, and implement the best solutions for their workplace goals. Please see Additional Document T14.67 for more information, including a link to access Steelcase Marketplace and our research around collaborative spaces. 68 Describe your design resources to develop or enhance culture, change management and integrated technology needs. Whether Sourcewell Members are seeking greater organizational growth, improved performance or enhanced engagement from employees or constituents, the workplace and work experience play important roles in reaching those goals. The process of helping people adopt and adapt to changes is an investment that will pay off in terms of both the work experience and organizational results. A key resource to enabling and supporting change in the workplace comes from our Applied Research + Consulting (ARC) team. This team brings deep knowledge to the Member organization and delivers benefits that typically include alignment of the workspace strategy, business strategy and desired behaviors; development of higher performing solutions; and employee and leadership buy-in for the proposed solution. The Steelcase approach to change management encompasses the four elements that must work together to achieve organizational ambitions: • Culture (norms and values) • Process (the way work gets done) • Tools (technology and other work aids) • Space (physical workplace) Focusing on Culture. There is an organizational and design challenge to meet business needs while also serving the needs of users and creating thoughtfully curated destinations. By involving Steelcase in the workplace journey of a Sourcewell Member, we can design an ecosystem of spaces that supports employee wellbeing, provides a range of destinations and technologies, and fosters the culture desired for the organization. With Steelcase and our Applied Research + Consulting team, we can help Sourcewell Members design and adapt a workplace that contributes to people feeling a sense of belonging and purpose—translating into trust of the organization and increased collaboration among colleagues. Our intentional and holistic approach considers not just the communication that occurs with explaining a change in the workplace, yet also how the change is part of the culture. A main component of ensuring a positive change management experience is for leaders to be engaged with their people. When employees see their leaders modeling values and behaviors in the workplace, culture can begin to take root and be a driving force in the work environment. By acknowledging that the transition will be challenging—and inviting employees into the process—everyone will feel more involved and engaged. Change Management. When Sourcewell Members make changes to their work experience, they will also need to make an intentional investment in the process for managing the change. A thorough process before, during and after the change will contribute to an experience that is positive for stakeholders and helps them adopt and adapt to the change. Steelcase’s Applied Research + Consulting team can define and drive change through a Change Management consulting engagement. While each engagement is unique in order to support and enhance workplace culture and needs, some main steps often involved in bringing significant workplace change to fruition include: • Mapping the strategy • Appointing a team of leaders, managers, and change champions • Repeated messaging to stakeholders • Engaging relentlessly and meeting people where they are • Populating a pilot space • Developing protocols • Purging and packing with purpose • Attending to move-day details • Supporting changes in technology Our change management process is founded in research and gleaned insights from the field. We translate our learnings into something tangible and measurable for our DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E Bid Number: RFP 121919 Vendor Name: Steelcase Inc. clients. Our leadership in research around work and the workplace gives us, and in turn Sourcewell Members, unparalleled knowledge about the work environment and how to leverage it for optimum results. We will use our experience transitioning organizations into new work environments and apply it to Sourcewell Members to deliver a successful and positive change. Integrated Technology. The workplace needs to support a diverse range of postures and technology, as well as offer options for collaboration and privacy. By creating a workplace that brings together people, place and technology, organizations can give people choice and control over where and how they work — something that correlates directly with high workplace engagement and satisfaction. Steelcase's insights into work, worker, and the workplace inform our product and application design. Products ranging from meeting tables with integrated technology and visual privacy screens to scalable sound masking systems and virtual wayfinding, we design technology products that seamlessly integrate in a work environment and support an employee’s true potential. Examples of integrated technology in the workplace include spaces that: • Give remote colleagues a great experience so they can feel and act as if they are present in the room • Help co-located team Members remain present and focused • Feature easy to use technology that’s smart and connected to not only their immediate team, yet also their organization • Provide access to data so people can find colleagues and meeting rooms quickly • Use technology to enhance the place and the experience Through integrated technology and spaces that focus on individual and collaborative work, Sourcewell Members’ real estate can become a space that promotes engagement and interaction. And, by ensuring the move-in process includes training in new hardware and software and instructs people on new systems, they will have an intentionally designed space that improves the experience people have working with technology. Working with Sourcewell Members. Our tools and the steps in the program tailored to Sourcewell Members will serve and inform design and change management. To best leverage the wealth of workplace tools and knowledge—as well as maximize successful outcomes—we strongly urge you to include Steelcase and our dealer partners in the project as early as possible. We have experienced a strong correlation between early engagement and successful projects that exceed our clients’ expectations with happy users on day one and afterwards. Please see Additional Document T14.68 for more information, including about ARC Change Management process. DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E Bid Number: RFP 121919 Vendor Name: Steelcase Inc. 69 Describe your ability to evaluate and enhance the utilization or return on investment for design alternatives utilizing your products. Organizations need to ensure their culture is in sync with desired behaviors and perfor well- designed workplaces won’t generate an optimal return on Through ongoing research and exploration of work, workers, and the workplace, we’ve uncovered design principles that help our customers create better outcomes. Work environments must be intentionally designed to support a user’s evolving needs and wants. And while physical space can be a powerful took to shape the attitudes and behaviors that drive improved performance, we know that investing in place alone isn’t enough. By partnering with Steelcase and our dealer partners, Sourcewell Members are gaining access to differentiated value through informed insights, analysis and engagement, and reach. We can help with: • Alignment of the workspace strategy, business strategy and desired behaviors • Validation of how people work and interact with others, as well as with their work environment • Co-create an integrated solution that supports the business direction and desired future work experience • Develop higher performing solutions from the perspective of real estate efficiency, space utilization and employee effectiveness • Transition from traditional work habits to new and agile ways of working • Employee and leadership buy-in for the proposed solution through Change Management. Sourcewell Members can also engage with Steelcase’s Workplace Tools + Resources (WT+R), a team who brings a deeper understanding of the explicit, tacit and latent needs to be uncovered at the workplace. WT+R can host discovery exercises and collaborative situation workshops with Sourcewell Members that focus on understanding workplace issues of the organization and user needs. They also can offer concept reviews of applications that help Sourcewell Members visualize the ways Steelcase product can support your workplace needs in place, posture, and choice and control. Please see Additional Document T.14.68 for more information, including about Steelcase Workplace Tools + Resources. 70 Describe how your products are integrated or factor into a LEED certified facility. Steelcase has helped our clients with hundreds of LEED building projects, and we have more than 10 LEED certified facilities around the globe. Thanks to this expertise, we can partner early in the design phase to provide guidance on the best applications and space design options. We can provide detailed product and project documentation to help Sourcewell Members meet the LEED credits they are pursuing. Almost all Steelcase products can contribute to LEED certification through a variety of ways, including materials and resources, ergonomics, social equity in the supply chain, innovation in design and low-emitting materials. Each product contributes differently as their materials and applications vary. Steelcase helps customers seeking LEED certification identify products and programs that can contribute to LEED criteria in the categories of Energy and Atmosphere, Materials and Resources, Indoor Environmental Quality, and Innovation (Ergonomics Training, Sustainability Training, and Product Innovation). It is important to note that LEED does not certify products; consequently, they are not awarded LEED points. If certain LEED criteria are met, products may contribute to the credits that are awarded to the building project. Please see Additional Document T8.38 for more information, including our Product Environmental Profiles (PEPs). You may also access the PEPs via steelcase.com/resources/documents. DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E Bid Number: RFP 121919 Vendor Name: Steelcase Inc. 71 Describe your approach to serving members in state/local Government, education, non-profit, and how you will grow those markets using your products and the Sourcewell contract. Steelcase is the world’s leading manufacturer of office environments. Inspired by over 100 years of insight gained serving the world’s leading organizations, we design for a wide variety of customer needs through a comprehensive portfolio of architecture, furniture, technology and services. Our strategy is to grow by leveraging our deep understanding of the patterns of work, workers and workspaces to offer solutions for new ways of working, new customer markets and new geographies, which includes Sourcewell Members in all Sourcewell market segments. Steelcase takes our insights from user-centered research and delivers high performance and sustainable work environments to Sourcewell Members to meet and exceed expectations. We and our Steelcase dealers strive to be trusted partners to Sourcewell Members who seek to use space as a strategic asset using it as a tool to attract and retain talent while serving their constituents and employees. We strive to meet the diverse needs of Sourcewell Members while minimizing complexity by using a platform approach—from product components to common processes—wherever possible to provide integrated solutions. We serve Members primarily through approximately 400 Steelcase participating dealer locations who sell directly to Sourcewell Members according to the contract in their local marketplaces. Each of our dealers maintains its own sales force which is complemented by our sales representatives who work closely with our dealers throughout the selling process. We provide extensive tool and resources to our mutual sales organizations to support customer needs to help provide great experiences in work, learning and health environments which encompass these Sourcewell markets. We also constantly are training and working with Steelcase dealer sales and Steelcase representatives to grow and enhance their knowledge and understanding our Sourcewell contract, contract selling, Sourcewell Membership and the processes involved in serving Members in state/local Government, education, non-profit, markets. This increases our ability and proficiency to better serve while growing in these markets as well. Table 15: Exceptions to Terms, Conditions, or Specifications Form Only those Proposer Exceptions to Terms, Conditions, or Specifications that have been accepted by Sourcewell have been incorporated into the contract text. DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E Bid Number: RFP 121919 Vendor Name: Steelcase Inc. Documents Ensure your submission document(s) conforms to the following: 1. Documents in PDF format are preferred. Documents in Word, Excel, or compatible formats may also be provided. 2. Documents should NOT have a security password, as Sourcewell may not be able to open the file. It is your sole responsibility to ensure that the uploaded document(s) are not either defective, corrupted or blank and that the documents can be opened and viewed by Sourcewell. 3. Sourcewell may reject any response where any document(s) cannot be opened and viewed by Sourcewell. 4. If you need to upload more than one (1) document for a single item, you should combine the documents into one zipped file. If the zipped file contains more than one (1) document, ensure each document is named, in relation to the submission format item responding to. For example, if responding to the Marketing Plan category save the document as “Marketing Plan.” Financial Strength and Stability - Financial Strength and Stability.pdf - Wednesday December 18, 2019 18:00:30 Marketing Plan/Samples - Marketing Plan Samples.pdf - Thursday December 19, 2019 14:53:19 WMBE/MBE/SBE or Related Certificates - WMBE_MBE_SBE or Related Certificates.pdf - Wednesday December 18, 2019 17:58:22 Warranty Information - Warranty Information .pdf - Wednesday December 18, 2019 17:59:10 Pricing - Pricing.zip - Thursday December 19, 2019 10:56:59 Additional Document - Additional Document.pdf - Thursday December 19, 2019 14:48:15 DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E Bid Number: RFP 121919 Vendor Name: Steelcase Inc. Proposers Assurance of Comp PROPOSER ASSURANCE OF COMPLIANCE PROPOSER’S AFFIDAVIT The undersigned, authorized representative of the entity submitting the foregoing proposal (the “Proposer”), swears that the following statements are true to the best of his or her knowledge. 1. The Proposer is submitting its proposal under its true and correct name, the Proposer has been properly originated and legally exists in good standing in its state of residence, the Proposer possesses, or will possess before delivering any products and related services, all applicable licenses necessary for such delivery to Sourcewell member agencies. The undersigned affirms that he or she is authorized to act on behalf of, and to legally bind the Proposer to the terms in this Contract. 2. The Proposer, or any person representing the Proposer, has not directly or indirectly entered into any agreement or arrangement with any other vendor or supplier, any official or employee of Sourcewell, or any person, firm, or corporation under contract with Sourcewell, in an effort to influence the pricing, terms, or conditions relating to this RFP in any way that adversely affects the free and open competition for a Contract award under this RFP. 3. The contents of the Proposer's proposal have not been communicated by the Proposer or its employees or agents to any person not an employee or agent of the Proposer and will not be communicated to any such persons prior to the official opening of the proposals. 4. The Proposer has examined and understands the terms, conditions, scope, contract opportunity, specifications request, and other documents in this solicitation and affirms that any and all exceptions have been noted and included with the Proposer’s Proposal. 5. The Proposer will, if awarded a Contract, provide to Sourcewell Members the /products and services in accordance with the terms, conditions, and scope of this RFP, with the Proposer-offered specifications, and with the other documents in this solicitation. 6. The Proposer agrees to deliver products and services through valid contracts, purchase orders, or means that are acceptable to Sourcewell Members. Unless otherwise agreed to, the Proposer must provide only new and first-quality products and related services to Sourcewell Members under an awarded Contract. 7. The Proposer will comply with all applicable provisions of federal, state, and local laws, regulations, rules, and orders. 8. The Proposer understands that Sourcewell will reject RFP proposals that are marked “confidential” (or “nonpublic,” etc.), either substantially or in their entirety. Under Minnesota Statute §13.591, Subd. 4, all proposals are considered nonpublic data until the evaluation is complete and a Contract is awarded. At that point, proposals generally become public data. Minnesota Statute §13.37 permits only certain narrowly defined data to be considered a “trade secret,” and thus nonpublic data under Minnesota’s Data Practices Act. The Proposer understands that it is the Proposer’s duty to protect information that it considers nonpublic, and it agrees to defend and indemnify Sourcewell for reasonable measures that Sourcewell takes to uphold such a data designation. By checking this box I acknowledge that I am bound by the terms of the Proposer’s Affidavit, have the legal authority to submit this Proposal on behalf of the Proposer, and that this electronic acknowledgment has the same legal effect, validity, and enforceability as if I had hand signed the Proposal. This signature will not be denied such legal effect, validity, or enforceability solely because an electronic signature or electronic record was used in its formation. - Kevin Loubert, Industry Leader, State & Local Government Solutions, Steelcase Inc. The Proposer declares that there is an actual or potential Conflict of Interest relating to the preparation of its submission, and/or the Proposer foresees an actual or potential Conflict of Interest in performing the contractual obligations contemplated in the bid. Yes No I have reviewed the below addendum and attachments (if applicable) Pages -- DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E ADDITIONAL DEFINITIONS For the purpose of this Agreement, the following definitions are agreed upon and may be used in both the singular and the plural without affecting their significance. Designated Location– The physical delivery location as specified on Member’s purchase order and acknowledged by Dealer. Drop Ship – Pursuant to FCA (Incoterms®2010) and FOB (Uniform Commercial Code), freight is prepaid and pricing for Products includes delivery from the applicable Steelcase factory to the receiving dock of Member’s Designated Location. For drop shipments, it will be Member’s responsibility to inspect the Products upon delivery and report claims to Dealer within a reasonable time frame to ensure that proper claims procedures are followed in the event of damage. EDI (Electronic Data Interchange) – A computer-to-computer transfer of business documents used for the transmission of purchasing documents such as purchase orders, modifications, and invoices. Large Order – One quantity of Products to be shipped at one time to one location with a minimum list price value of: Steelcase Products (other than exceptions below) .................................... USD 500,000 or equivalent Coalesse .................................................................................................... USD 75,000 or equivalent Turnstone, Steelcase Health...................................................................... USD 150,000 or equivalent List Price – The price set forth in Steelcase’s published Price List. Negotiate – Mutually agreed upon price to be arrived at between Member, Dealer, and Steelcase. New Products – Products are considered new for a period of two years from the date on which they are first shipped in a particular market. Order Size – One quantity of Product to be shipped at one time to one location. Port of Embarkation – The port from which a vessel (ship or airplane) departs upon the start of a voyage when Product is exported. Price List – A general term which covers a variety of specific naming conventions such as Specification Guides, Price Guides, Price and Product Manuals, Catalogs, and Electronic Catalogs (ECAT’s). Special Products – Products that are not available as such in Steelcase’s standard Price Lists and require variations in design, i.e., dimensions, features, function, colors and/or other type of finishes, in order to meet customer specific requests. DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E PRODUCTS AND PRICING FOR DELIVERIES IN THE UNITED STATES AND CANADA The price for Products purchased under this Agreement shall be those prices shown in the applicable Price List in effect at the time the purchase order is placed, less the minimum discounts on the items listed below. Any Product list-price adjustment shall be effective upon a thirty (30) day written notification given to Member. The price for Partner Products purchased under this Agreement shall be the current Price List in effect at the time the purchase order is placed, less the minimum discounts on identified Partner Products listed below. Deliveries from Dealer to Member shall be FOB, Member’s Designated Location for Orders within the United States, and FCA, Member’s Designated Location for Orders outside of the United States. Exceptions include Alaska, Hawaii, the Northwest Territories, Nunavut and Yukon, where additional freight charges apply and will be quoted upon request. For deliveries in Alaska, a service charge equal to five percent (5%) of list price shall be assessed to Member for Orders up to $200,000 list price. The service charge for Orders above $200,000 list price shall be negotiated. Remote Location(s) Installation & Service: Any location outside of a 25-mile radius of the Steelcase Dealer’s location(s) are considered remote. Upon request, the dealer would provide a not to exceed estimate with respects to travel, per diem, lodging and equipment rental, if needed, at the time of project quotation. Member would pay actual invoice of these items, upon verification of the fees. Steelcase Products Price List / Order Size (in CAD/USD) Discounts off List Drop Ship $1 - $50,000 List $50,001 - $150,000 List $150,001 list and above Service Parts | Coalesse 35.00% 35.00% 35.00% or more* Carl Hansen Seating/Tables 45.00% 47.00% 47.00% or more* Hosu Lounge Seating 48.00% 50.00% 50.00% or more* Lagunitas 48.00% 50.00% 50.00% or more* Balance of Coalesse (other than Exceptions below) 48.42% 50.00% 50.00% or more* Lessthanfive 48.42% 50.00% 50.00% or more* Massaud Collection 48.42% 50.00% 50.00% or more* Massaud Conference Collect 48.42% 50.00% 50.00% or more* Montara650 48.42% 50.00% 50.00% or more* Potrero415 48.42% 50.00% 50.00% or more* Balance of Orangebox Acoustic Pods (other than Exceptions below) 42.75% 44.25% 44.25% or more* Balance of Orangebox Other (other than Exceptions below) 42.75% 45.00% 45.00% or more* Flow 40.00% 41.00% 41.00% or more* Motif 40.00% 41.00% 41.00% or more* Sans 40.00% 41.00% 41.00% or more* Balance of Polyvision by Designtex (other than Exceptions below) 41.56% 44.21% 44.21% or more* Service Parts | Steel 35.00% 35.00% 35.00% or more* Brody Lounge Seating 43.00% 45.00% 45.00% or more* Thread Floor Power System 43.00% 44.00% 44.00% or more* media:scape 44.00% 45.00% 45.00% or more* media:scape Lounge 44.00% 45.00% 45.00% or more* Sylvi Lounge 44.38% 46.95% 46.95% or more* Umami 45.00% 47.00% 47.00% or more* B Free - Furniture 46.00% 48.00% 48.00% or more* B Free - Seating 46.00% 48.00% 48.00% or more* c:scape 46.00% 51.23% 51.23% or more* Flex 47.00% 51.95% 51.95% or more* Flex Had 47.00% 51.95% 51.95% or more* DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E Steelcase Products Price List / Order Size (in CAD/USD) Discounts off List Drop Ship $1 - $50,000 List $50,001 - $150,000 List $150,001 list and above Ology Bench 47.00% 51.95% 51.95% or more* Ology Desk 47.00% 51.95% 51.95% or more* Wiesner Hager Nooi 47.50% 49.70% 49.70% or more* Divisio Screens 47.72% 51.23% 51.23% or more* Univ Privacy Screens 48.00% 53.61% 53.61% or more* Sarto Privacy Screens 48.00% 53.00% 53.00% or more* V.I.A. Lsg 48.10% 51.00% 51.00% or more* V.I.A. 48.10% 51.00% 51.00% or more* Irys 48.75% 50.00% 50.00% or more* Pw Lsg 48.75% 50.00% 50.00% or more* SILQ Seating 48.75% 52.74% 52.74% or more* Adj Tables - Series 5 49.00% 50.00% 50.00% or more* Adj Tables - Series 7 49.00% 50.00% 50.00% or more* Bottomline Task Light 49.00% 50.00% 50.00% or more* LED Linear 49.00% 50.78% 50.78% or more* LED Personal Task Light 49.00% 50.00% 50.00% or more* LED Shelf Light 49.00% 50.00% 50.00% or more* Privacy Walls 49.00% 51.00% 51.00% or more* Series Benches 49.00% 53.75% 53.75% or more* Underline Task Light 49.00% 50.00% 50.00% or more* 464 Leap Work Lounge 50.00% 52.00% 52.00% or more* FrameOne 50.50% 53.70% 53.70% or more* 475 Player 52.00% 54.00% 54.00% or more* Migration SE Bench 52.00% 53.50% 53.50% or more* cobi 52.00% 54.00% 54.00% or more* i2i 52.00% 54.00% 54.00% or more* Migration 52.00% 53.50% 53.50% or more* Migration SE Desk 52.00% 53.50% 53.50% or more* Verb 52.00% 55.00% 55.00% or more* eno Accessories 52.00% 52.00% 52.00% or more* Node 52.50% 54.50% 54.50% or more* Node Health 52.50% 54.50% 54.50% or more* 487 Cachet Seating 53.00% 54.00% 54.00% or more* 490 Move 53.00% 54.00% 54.00% or more* Gesture 53.00% 54.00% 54.00% or more* QiVi 53.00% 54.00% 54.00% or more* Groupwork 54.00% 57.00% 57.00% or more* eno Whiteboards 54.00% 54.00% 54.00% or more* Amia 54.50% 56.00% 56.00% or more* Think - Task 54.50% 56.00% 56.00% or more* 466 Reply 54.88% 56.27% 56.27% or more* Max Stacker III 57.00% 60.00% 60.00% or more* Post & Beam System 57.00% 60.00% 60.00% or more* Balance of Steelcase Steel (other than Exceptions below) 57.00% 60.00% 60.00% or more* 800 Laterals 57.93% 60.84% 60.84% or more* 900 Laterals 57.93% 60.84% 60.84% or more* High Density Storage 57.93% 60.84% 60.84% or more* Overfile Cabinets 57.93% 60.84% 60.84% or more* Universal Bookcases 57.93% 60.84% 60.84% or more* Universal Combination Cabinets 57.93% 60.84% 60.84% or more* Universal Lateral Files 57.93% 60.84% 60.84% or more* Universal Storage Cabinets 57.93% 60.84% 60.84% or more* Universal Storage Laminate 57.93% 60.84% 60.84% or more* Universal Towers 57.93% 60.84% 60.84% or more* DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E Steelcase Products Price List / Order Size (in CAD/USD) Discounts off List Drop Ship $1 - $50,000 List $50,001 - $150,000 List $150,001 list and above Universal Wardrobe Cabinets 57.93% 60.84% 60.84% or more* Universal Workstation Verticals 57.93% 60.84% 60.84% or more* Universal Storage Acc. 57.93% 60.84% 60.84% or more* 200 Series Laterals 58.00% 62.00% 62.00% or more* Adj Tables - Airtouch 58.00% 62.00% 62.00% or more* Montage 58.00% 62.00% 62.00% or more* Duo Storage for Answer 58.00% 63.25% 63.25% or more* Univ System WKSF-Wood 58.00% 63.25% 63.25% or more* Duo Storage for Montage 58.51% 60.50% 60.50% or more* Duo Storage for Post & B 58.51% 60.50% 60.50% or more* 462 Leap 58.75% 59.75% 59.75% or more* Kick 59.00% 62.00% 62.00% or more* Kick Freestanding Casegoods 59.00% 62.00% 62.00% or more* Avenir 60.00% 62.00% 62.00% or more* TS Laterals 60.12% 62.38% 62.38% or more* Answer Beam 61.00% 63.03% 63.03% or more* Answer Fence 61.00% 63.03% 63.03% or more* Standard Lighting 61.00% 64.50% 64.50% or more* Utility Lighting 61.00% 64.50% 64.50% or more* 453 Criterion 61.00% 62.00% 62.00% or more* Answer 61.00% 63.03% 63.03% or more* Answer Freestanding Desking 61.00% 63.03% 63.03% or more* Univ ITC/OTC Bins/Shelves 61.00% 63.03% 63.03% or more* Univ Pedestals 61.00% 63.03% 63.03% or more* Universal System Screens 61.00% 63.03% 63.03% or more* Universal System Worksurface 61.00% 63.03% 63.03% or more* Universal Tables 61.00% 63.03% 63.03% or more* Akira Tables 48.41% 51.75% 51.75% or more* Architectural Modular Power 51.18% 53.56% 53.56% or more* FitWork 43.00% 44.70% 44.70% or more* Kart Seating 48.41% 51.36% 51.36% or more* Low Profile Floor 51.18% 53.56% 53.56% or more* Pathways Power & Communication 57.21% 61.30% 61.30% or more* Premium Whiteboard 49.36% 52.12% 52.12% or more* QT Pro 51.18% 53.56% 53.56% or more* RoomWizard 2.0 46.52% 46.52% 46.52% or more* Runner Tables 48.41% 51.75% 51.75% or more* Steelcase Series 1 55.62% 57.00% 57.00% or more* TS Bins & Shelves 60.12% 61.75% 61.75% or more* TS Fixed Pedestals 60.12% 61.75% 61.75% or more* TS Large Storage Cabinets 60.12% 62.05% 62.05% or more* TS Mobile Pedestals 60.12% 61.75% 61.75% or more* TS Tower Too 60.12% 61.75% 61.75% or more* TS Underworksurface Latera 60.12% 61.75% 61.75% or more* TS Worksurfaces 60.12% 61.75% 61.75% or more* Service Parts | Steelcase Health 35.00% 35.00% 35.00% or more* Balance of Steelcase Health (other than Exceptions below) 45.00% 47.00% 47.00% or more* Ainsley 45.00% 47.00% 47.00% or more* Convey 45.00% 47.00% 47.00% or more* Cura Seating 45.00% 47.00% 47.00% or more* Davenport 45.00% 47.00% 47.00% or more* Embold 45.00% 47.00% 47.00% or more* Empath Recliner Seating 45.00% 47.00% 47.00% or more* Exchange Tables 45.00% 47.00% 47.00% or more* DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E Steelcase Products Price List / Order Size (in CAD/USD) Discounts off List Drop Ship $1 - $50,000 List $50,001 - $150,000 List $150,001 list and above Folio 45.00% 47.00% 47.00% or more* Leela 45.00% 47.00% 47.00% or more* Mineral Recliner Seating 45.00% 47.00% 47.00% or more* Mobile Overbed Tables 45.00% 47.00% 47.00% or more* Opus 45.00% 47.00% 47.00% or more* Park 45.00% 47.00% 47.00% or more* Pocket 45.00% 47.00% 47.00% or more* Regard 45.00% 47.00% 47.00% or more* Senza 45.00% 47.00% 47.00% or more* Sonata 45.00% 47.00% 47.00% or more* Surround 45.00% 47.00% 47.00% or more* Sync 45.00% 47.00% 47.00% or more* Tava 45.00% 47.00% 47.00% or more* Waldorf 45.00% 47.00% 47.00% or more* Service Parts | Turnstone 35.00% 35.00% 35.00% or more* Balance of Turnstone (other than Exceptions below) 54.00% 57.00% 57.00% or more* Balance of West Elm (other than Exceptions below) 49.00% 50.50% 50.50% or more* Service Parts | Wood 35.00% 35.00% 35.00% or more* Victor2 50.00% 51.83% 51.83% or more* Mackinac 50.50% 55.00% 55.00% or more* FlexFrame 52.00% 55.00% 55.00% or more* Verlay 52.50% 54.57% 54.57% or more* Currency 54.00% 57.00% 57.00% or more* Payback 54.00% 57.00% 57.00% or more* Sawyer 54.00% 57.00% 57.00% or more* Elective Elements 54.88% 57.93% 57.93% or more* Siento Seating 50.17% 52.94% 52.94% or more* Balance of Wood (other than Exceptions below) 50.17% 52.94% 52.94% or more* Service Parts | Worktools 35.00% 35.00% 35.00% or more* Mobile Power 48.13% 51.22% 51.22% or more* Balance of Worktools (other than Exceptions below) 49.00% 52.29% 52.29% or more* Partner Products Price List / Order Size (in CAD/USD) Discounts off Partner MSRP Drop Ship $1 - $50,000 Partner MSRP $50,001 - $150,000 Partner MSRP $150,001 Partner MSRP and above Moooi Carpets 6.88% 9.76% 9.76% or more* Moooi 6.88% 9.76% 9.76% or more* Uhuru 6.88% 9.76% 9.76% or more* Bolia 8.75% 10.98% 10.98% or more* Mitchell Gold + Bob W. 18.75% 21.95% 21.95% or more* Extremis 22.50% 24.39% 24.39% or more* FLOS Lighting 6.25% 8.54% 8.54% or more* DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E PRODUCTS AND PRICING (continued) FOR DELIVERIES IN THE UNITED STATES AND CANADA (continued) Smart + Connected Products Price List / Order Size (in CAD/USD) Discounts off List Drop Ship $1 - $50,000 List $50,001 - $150,000 List $150,001 list and above Workplace Advisor Hardware 33.33% 36.54% 36.54% or more* Smart Connected Subscription 47.06% 50.00% 50.00% or more* Live Map Setup 37.50% 39.63% 39.63% or more* *Mutually agreed upon discount to be arrived at between Member, Dealer, and Steelcase. However, the discount to Member shall be no less than the discount in the preceding tier of that pricing category. EXCEPTIONS x All Price Lists: New Products. x Coalesse Price Lists: Arzu, Nanimarquina Collection. OTHER x Terms and conditions for the delivery and installation of architectural products will be negotiated on a project-by-project basis. x Orders from more than one Price List may be combined for the purpose of defining Order Size (e.g. Steelcase Steel, Steelcase Wood, and Steelcase Worktools.) x For Canadian Orders, the list-dollar amounts will be converted into Canadian Dollars (CAD) using the exchange factor of the corresponding Price List, and the discount will be applied to the applicable Steelcase Canada Price List(s). PARTNER PRODUCTS - A general term which includes third party products sold in accordance with this Agreement. Partner Products include: FLOS Lighting, Mitchell Gold + Bob Williams, Bolia, Extremis, Moooi, Uhuru. Notwithstanding anything to the contrary, Product list-price adjustments for Partner Products will be made in conjunction with the price adjustments of Partner Products’ manufacturers and are not subject to written notification to Member. The product selection evolves over time; availability is confirmed upon request at time of order. Any intellectual property related to Partner Products sold under this Agreement will be owned and retained by the manufacturer of such Products. Orders for Partner Products are not subject to change or cancellation without charge once the Order has been received. Steelcase will pass along any warranty with respect to Partner Products. SMART + CONNECTED PRODUCTS – A general term which includes Steelcase’s technology products which are geared towards workplace optimization and analytics. Smart + Connected Products include: Workplace Advisor Hardware, Smart Connected Subscription, Live Map Setup. Notwithstanding anything to the contrary, the terms and conditions of any master agreement which may result from this RFP will not apply to Smart + Connected Products. In order to activate any services related to the listed Smart + Connected Products, such Member must enter into a separate agreement with Steelcase. APPLIED RESEARCH + CONSULTING - Through a team of experienced of consultants, ARC brings deep knowledge to our customers and delivers benefits that typically include alignment of the workspace strategy, business strategy and desired behaviors; validation of how people work and interact with others—and their work environment; a co-created, integrated solution that supports the business direction; development of higher performing solutions; and employee and leadership buy-in for the proposed solution. Notwithstanding anything to the contrary, Applied Research + Consulting will not be subject to reporting or administrative fee payment for Contract Sales Activity unless otherwise agreed to in writing by Steelcase on a case-by-case basis. WORKPLACE TOOLS + RESOURCES - Through a combination of asking, observing, and creating experiences to bring a deeper understanding of the explicit, tacit, and latent needs to be uncovered. WT+R can host discovery exercises and collaborative situation workshops with Sourcewell Members that focus on understanding workplace issues of your organization and user needs. They also offer concept reviews of applications that help our customers to visualize the ways Steelcase products can support specific workplace needs in place, posture, and control. Notwithstanding anything to the contrary, Workplace Tools + Resources will not be subject to reporting or administrative fee payment for Contract Sales Activity unless otherwise agreed to in writing by Steelcase on a case-by-case basis. DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E PRODUCTS AND PRICING (continued) DEALER SERVICES AND RATES The rates below are subject to periodic rate increases, subject to prior written notification from Steelcase. Other terms may apply due to specific scope and will be quoted by the Dealer on a case-by-case basis. Rates are ceiling-based rates. SERVICE FEES RATES UNION/PREVAILING WAGE INSTALLATION/REPAIR/DELIVERY Standard Straight Time, per hour* Per Local Rates Time and Half, per hour* Per Local Rates Double Time, per hour* Per Local Rates *Added Terms may apply, minimums, after hours, Sundays, holidays, etc. NON-UNION WAGE INSTALLATION/REPAIR/DELIVERY Standard Straight Time, per hour* $80.00 Time and Half, per hour* $120.00 Double Time, per hour* $160.00 *Added Terms may apply, minimums, after hours, Sundays, holidays, etc. PROJECT MANAGEMENT/COORDINATION & DESIGN SERVICES Project Management/Coordination, per hour $100.00 Field Verifications $90.00 per hour Floor Core locations Inventory of existing product in field Coordination of electrical Design Programming with schematic design Space Planning Occupancy Planning/CAD Drafter Test Fits Accessorizing Architectural Finish Selection Strategic Planning Services $150.00 Reconfiguration of existing product with or without new product $125.00 Furniture Renderings: depending on type requested $150 to $600 each Virtual Reality Simulation Quoted to scope WAREHOUSE & ASSET MANAGEMENT Storage $5 per cubic ft per month Asset Management $90.00 per hour Long Term Asset Management of products (per separate Agreement) Quoted to scope Ins and Outs On-Site Asset Management MOVE MANAGEMENT Decommissioning Services Quoted to scope Move Management Services DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E PRODUCTS AND PRICING (continued) DEALER SERVICES AND RATES (continued) SERVICE FEES RATES MAINTENANCE/REPAIR/REFURBISHING Maintenance* – Servicing accessories: locks, chairs, keyboards, monitor arms, etc. *Added Terms may apply, minimums, after hours, Sundays, holidays, etc. $80.00/hr. Std.Straight Time $120.00/hr. Time & Half $160.00/hr. Double-time Maintenance* - Repair, Refinishing, Touch up, trim repainting; laminate trim/edge repairs *Added Terms may apply, minimums, after hours, Sundays, holidays, etc. $80.00-$130.00/hour Std. Straight Time Plus Travel Fabric Cleaning*: seating and panel *Added Terms may apply, minimums, after hours, Sundays, holidays, etc. $35.00 each piece* Plus Travel Seating fabric-guarding* (task, desk, and side chairs) *Added Terms may apply, minimums, after hours, Sundays, holidays, etc. $35.00 per chair* Plus Travel Leather Seating Upholstery Cleaning Quoted to scope MISCELLANEOUS Supplier Personnel travel expenses Member’s Prior Approval Disposal/Recycling Quoted to scope Travel expenses will be quoted extra. Additional Services Rates submitted for services are ceiling-based rates which will vary based on pricing variables such as varying site conditions, hours of installation, size of projects, and other factors. These rates are ceiling-based, and therefore we encourage Sourcewell Members to negotiate lower rates for these services on a project-by-project basis with authorized Steelcase Dealers, when more specific project information is known. Union or Prevailing Wage Where applicable, servicing Dealers will abide by union or prevailing wage rates and quote accordingly. Customer Own Material (“COM”) Customer Own Material (“COM”) includes fabric, laminates, and non-contracted ancillary products. COMs are allowed and may include an associated dealer mark-up and in some cases a freight charge, depending on the COM selected by the Member. COM mark-up will have a 35% ceiling. Additional Charges May Apply For: x Orders of an aggregate unit quantity, example of 1 - 10 chairs, desks, files, peds, etc. - CB $300 fee per delivery. x Major Metro Markets and any non-ground floor installation: CB 1% - 3.5% of list product value - Major Metro Markets include large population centers and urban environments. x Installation in a clinical/medical environment: CB 1% - 3.5% of list product value x Special restrictions or limits established by local laws, ordinances, or the directions of the Member, including yet not limited to restrictions on transportations of materials, street access to the job site and/or dock facilities: CB 1% - 3.5% of list product value x Installations outside normal service area, which is typically a 25-mile radius of the servicing dealer: CB 2% of list product value. x Local Prevailing Wage and/or Union Labor Rates x Any additional charges shall be quoted by the dealer and approved by the Member prior to performance of the work. x “CB” = Ceiling Based DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E PARTICIPATING DEALERS LIST OF PARTICIPATING STEELCASE DEALERS Participating Dealers as of the date of this Agreement are listed below. Additions to and/or deletions from this list may be requested at any time by Sourcewell. The most current listing of authorized Steelcase dealers can be consulted at WWW.STEELCASE.COM. Sourcewell may add or delete an authorized dealer to participate in this Agreement at its discretion. In such event, Sourcewell shall provide a written notification to Steelcase. In the event that Sourcewell desires to add an authorized dealer, Steelcase will secure such authorized dealer’s written acceptance of the terms of the Agreement. In the event of a deletion, such deletion will become effective thirty (30) days from receipt of Sourcewell’s written notification. Changes to this Exhibit [ ] need not be incorporated into a written amendment to the Agreement. UNITED STATES: CANADA: DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E ORDERS - PROCEDURE; CANCELLATION AND CHANGES A. Procedure Member shall initiate orders by sending to Dealer a written or electronically transmitted (EDI) purchase order (“Order”) containing the minimum required information listed below: x Member’s Order reference number. x Designation of Products (e.g., style number) and/or services covered by the Order. x Designation of surface materials. x Quantity ordered. x Price. x Requested delivery date. x “Ship to” address including contact name, dock information, etc. x Billing address for invoices. x Any special shipping or handling requirements. Dealer and Steelcase will use their best efforts to comply with delivery dates requested by Member on Orders. For Large Orders, Steelcase recommends that Member provide as much notice as possible to Dealer in advance of the Order to reserve manufacturing capacity. Dealer shall acknowledge receipt of each Order to Member, noting the acknowledged Steelcase ship from factory and scheduled local delivery dates. B. Cancellation and Changes Member shall have the right to change or cancel any Order by delivering written notice to Dealer. Except as otherwise provided herein, any such change or cancellation shall be without charge prior to commencement of production of such Order. If production has begun (including the ordering of parts and materials), a charge may be applied up to the full invoice amount of the Order. DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E DELIVERY AND INSTALLATION PROVISIONS Whenever delivery and/or installation is performed by Dealer, the following general provisions shall apply: A. Labor Charges Installation will be performed by an authorized Steelcase dealer and is based on delivery during normal working hours within the authorized Steelcase dealer’s standard service area, utilizing non-union labor. Additional labor charges may result from the following, and shall be confirmed to Member in advance: x Work performed outside of the normal working hours at Member’s request. x Delivery and Installation outside the standard service area, which is typically outside of a 25-mile radius from a servicing dealer. x Use of union labor due to trade regulations. x Installation of, or work in connection with, furniture lighting, HVAC, cabling, wiring, prewired panels, power hook-up and various electrical work. x Work disruptions due to other trades, unions or subcontractors. B. Special Markings, Packaging or Handling If special markings, packaging or handling is requested by Member, it may be subject to additional charges. C. Condition of Job Site The job site shall be clean and free of debris prior to installation. Adequate facilities for offloading, staging, moving, and handling of Products shall be provided without charge by Member. D. Job Site Service Electric current, heat, hoisting and/or elevator service, and containers for the disposal of packing materials will be furnished without charge by Member. E. Storage In the event that physical delivery and/or installation are delayed at Member’s Designated Location due to causes outside the control of Dealer or Steelcase, the Products will be stored at Member’s expense. All charges related to the delay (e.g., storage costs, labor for loading and unloading) will be confirmed to Member by Dealer at the time of the delay. Invoices for Products placed into storage will be sent by Dealer to Member to be paid as if the Products had been delivered as scheduled. After the Products arrive at the designated site, safe and adequate storage space will be provided by Member if immediate installation cannot be accomplished. If the space provided is inadequate, requiring excessive sorting or movement, a charge may be applied based upon agreement between Member and Dealer. F. Assembly Dealer's ability to assemble Products shipped knocked down or to attach, affix, or bolt in place movable Products is sometimes dependent on union jurisdictional agreements. If trade regulations in force at the time of installation require the use of union tradesmen or tradesmen other than Dealer’s own installation personnel at the site, all resulting additional charges (e.g., the differential between union's or other tradesmen’s hourly rate and the non-union hourly rate of Dealer’s personnel) will be paid by Member. G. Damage Pursuant to the applicable Incoterm, any loss or damage to the Products by weather, other trades (such as painting or plastering), fire, or other elements shall be the responsibility of Member after the Products are delivered by Dealer; and Member agrees to hold Dealer harmless from loss for such reason. Notwithstanding the foregoing, however, any loss or damage to the Products caused by Dealer, its employees or subcontractors during installation shall be the responsibility of Dealer. H. Insurance During the term of this Agreement, Dealer and Steelcase will each maintain all applicable insurance coverage consistent with local insurance requirements and local practices, adequate to meet their liabilities under the Agreement; and Dealer’s insurance shall be primary. Insurance certificates are available from Dealer or Steelcase DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E upon request. Fire, tornado, flood, earthquake, windstorm, and other all risks insurance coverage and other applicable insurance at the site will be the responsibility of Member (including any deductibles thereunder). DocuSign Envelope ID: CF69A165-CB68-47F7-9A66-E310C168913E ITEM NO: 2 DATE: September 11, 2023 REQUEST FOR CITY COUNCIL ACTION TITLE: COUNCIL BILL NO. 19-2023 – AN ORDINANCE APPROVING THE REZONING OF PROPERTY LOCATED AT 4735 KIPLING STREET FROM COMMERCIAL-ONE (C-1) TO MIXED USE-COMMERCIAL INTERSTATE (MU-C INTERSTATE) (CASE NO. WZ-23-05) PUBLIC HEARING ORDINANCES FOR 1ST READING (08/14/2023) BIDS/MOTIONS ORDINANCES FOR 2ND READING (09/11/2023) RESOLUTIONS QUASI-JUDICIAL: YES NO _____________________________ Community Development Director City Manager ISSUE: The applicant is requesting approval of a zone change from Commercial-One (C-1) to Mixed Use-Commercial Interstate (MU-C Interstate) for property located at 4735 Kipling Street. The zone change will result in a zoning that enables revitalization and reuse of the site by expanding permitted uses. PRIOR ACTION: Planning Commission reviewed this request at a public hearing held on July 20, 2023, and recommended approval. The staff report and a copy of the draft Planning Commission minutes are enclosed. City Council approved this ordinance on first reading on August 14, 2023. A motion was made by Councilmember Dozeman and seconded by Councilmember Hutchinson and was approved by a vote of 8 to 0. FINANCIAL IMPACT: The proposed ordinance is not expected to have a direct financial impact on the City. Fees in the amount of $700 were collected for the review and processing of Case No. WZ-23-05. If the Council Action Form – Proposed Rezoning at 4735 Kipling Street September 11, 2023 Page 2 rezoning is approved, the City may benefit from various fees collected depending on how the property is repurposed in the future, such as building permit fees or sales tax. BACKGROUND: The property is located on the west side of Kipling Street, south of I-70. The site is currently zoned Commercial-One (C-1) and is approximately 133,729 square feet (3.07 acres) in size. It currently contains the Best Interstate Inn, which is comprised of one 22,668-square foot building and one 18,260-square foot building, both built in 1971. The hotel is considered legally nonconforming because hotels are now considered Special Uses in the code in the C-1 zone, but the property was developed before that requirement was in place. The adjacent properties to the west and south are zoned Planned Residential Development (PRD). Adjacent properties to the east and north are zoned C-1. The area is predominantly commercial and residential in nature with a majority of the City’s hotels concentrated in the vicinity. There are currently two access points onto the site from the I-70 Frontage Road and Kipling Street. Current Zoning The current zone district, C-1, is a legacy zone district dating back to 1972 and was established to provide commercial land uses which include office, general business, and retail sales and service establishments. It was originally designed for and is more often seen on larger properties with adjacency to commercial corridors. Proposed Zoning The applicant is requesting the property be rezoned to MU-C Interstate, a zone district established to accommodate a wide range of uses from residential to commercial. This district is intended for properties that are generally within five hundred (500) feet of I-70 and that are located on a commercial corridor with direct access to I-70. It follows the MU-C framework but is intended for highway-adjacent sites that may require variation in design or land use due to direct proximity to the interstate. The highway-adjacency allows for more auto-oriented uses than compared to other mixed use districts. The MU-C Interstate zone district is more appropriate than C-1 in terms of allowed land uses and will expand the permitted uses on the subject property. The proposed zoning would enable reinvestment by allowing a wider range of uses, encouraging a better utilization of land, and ensuring high quality urban design. The applicant is seeking the zone change specifically to allow the conversion of the existing hotel into apartments. If redevelopment occurs in the future for the site or a portion of the site, the MU-C zone district is appropriate given the property’s size and location. A full analysis of the zone change criteria is provided in the attached Planning Division staff report. RECOMMENDATIONS: The application in this case is for the rezoning of property. This action is quasi-judicial, and as a result, the applicant is entitled to a public hearing on the application. Council Action Form – Proposed Rezoning at 4735 Kipling Street September 11, 2023 Page 3 As Council is aware, rezoning in Wheat Ridge is accomplished by ordinance (Charter Sec. 5.10; Code Section 26-112). Ordinances require two readings, and by Charter, the public hearing takes place on second reading. Per City Code, the City Council shall use the criteria in Section 26-112 of the code to evaluate the applicant’s request for a zone change. A detailed Planning Commission staff report is enclosed with this criteria analysis, as well as additional information on the existing conditions and zone districts. Staff is ultimately recommending approval of this request. RECOMMENDED MOTION: “I move to approve Council Bill No. 19-2023, an ordinance approving the rezoning of property located at 4735 Kipling Street from Commercial-One (C-1) to Mixed Use-Commercial Interstate (MU-C Interstate) on second reading, order it published, and that it takes effect 15 days after final publication.” or, “I move to deny Council Bill No. 19-2023, an ordinance approving the rezoning of property located at 4735 Kipling Street from Commercial-One (C-1) to Mixed Use-Commercial Interstate (MU-C Interstate), for the following reasons: 1. City Council has conducted a proper public hearing meeting all public notice requirements as required by Section 26-109 of the Code of Laws. 2. The requested rezoning does not comply with the criteria for review in Section 26-112.E of the Code of Laws for the reasons expressed in the record and the statements of Councilmembers voting against the application. 3. … 4. …” REPORT PREPARED/REVIEWED BY: Alayna Olivas-Loera, Planner II Jana Easley, Planning Manager Lauren Mikulak, Community Development Director Patrick Goff, City Manager ATTACHMENTS: 1. Council Bill No. 19-2023 2. Planning Commission Staff Report 3. Planning Commission Draft Minutes ATTACHMENT 1 CITY OF WHEAT RIDGE INTRODUCED BY COUNCIL MEMBER DOZEMAN COUNCIL BILL NO. 19 ORDINANCE NO. 1773 Series of 2023 TITLE: AN ORDINANCE APPROVING THE REZONING OF PROPERTY LOCATED AT 4735 KIPLING STREET FROM COMMERCIAL- ONE (C-1) TO MIXED USE-COMMERCIAL INTERSTATE (MU-C INTERSTATE) (CASE NO. WZ-23-05) WHEREAS, Chapter 26 of the Wheat Ridge Code of Laws establishes procedures for the City’s review and approval of requests for land use cases; and, WHEREAS, Ville 4735, LLC. has submitted a land use application for approval of a zone change to the Mixed Use-Commercial Interstate (MU-C Interstate) zone district for property located at 4735 Kipling Street; and, WHEREAS, the City of Wheat Ridge has adopted a comprehensive plan— Envision Wheat Ridge— which specifically designates the area surrounding the I-70 and Kipling interchange, including the subject site, as a priority area for infill and high- quality redevelopment; and, WHEREAS, the City of Wheat Ridge Planning Commission held a public hearing on July 20, 2023, and voted to recommend approval of rezoning the property to Mixed Use-Commercial Interstate (MU-C Interstate). NOW THEREFORE BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF WHEAT RIDGE, COLORADO: Section 1. Upon application by Ville 4735, LLC. for approval of a zone change ordinance from Commercial-One (C-1) to Mixed Use-Commercial Interstate (MU- C Interstate) for property located at 4735 Kipling Street, and pursuant to the findings made based on testimony and evidence presented at a public hearing before the Wheat Ridge City Council, a zone change is approved for the following described land: PARCEL A: THE SOUTH 134.0 FEET OF THE NORTH 7.5 ACRES OF THE E 1/2 OF THE E 1/2 OF THE NE 1/4 OF SECTION 21, TOWNSHIP 3 SOUTH, RANGE 69 WEST OF THE 6TH PRINCIPAL MERIDIAN, EXCEPT THE EAST 45 FEET THEREOF. ALSO, MORE PARTICULARLY DESCRIBED AS THE SOUTH 134 FEET OF THE NORTH 491.4 FEET OF THE E 1/2 OF THE E 1/2 OF THE NE 1/4 OF SAID SECTION 21, EXCEPT THE EAST 45 FEET THEREOF, AND FURTHER EXCEPTING THAT PORTION THEREOF DESCRIBED IN THE DEED TO CHEVRON OIL COMPANY RECORDED APRIL 12, 1971 IN BOOK 2251 AT PAGE 87, BEING MORE PARTICULARLY DESCRIBED AS FOLLOWS: BEGINNING AT THE NE CORNER, SECTION 21, TOWNSHIP 3 SOUTH, RANGE 69 WEST OF THE 6TH PRINCIPAL MERIDIAN; THENCE SOUTHERLY ALONG THE EAST LINE OF SAID SECTION 357.40 FEET; THENCE AT AN ANGLE TO THE RIGHT OF 89 DEGREES 36 MINUTES, 45 FEET AND PARALLEL WITH THE NORTH LINE OF SAID SECTION 21 TO THE TRUE POINT OF BEGINNING; THENCE CONTINUING WESTERLY AND PARALLEL WITH THE NORTH LINE OF SAID SECTION 21, 174.75 FEET; THENCE SOUTHERLY AND PARALLEL WITH THE EAST LINE OF SECTION 21, 181.60 FEET; THENCE EASTERLY AND PARALLEL WITH THE NORTH LINE OF SECTION 21, 174.75 FEET; THENCE NORTHERLY AND PARALLEL WITH THE EAST LINE OF SECTION 21, 181.60 FEET TO THE TRUE POINT OF BEGINNING, COUNTY OF JEFFERSON, STATE OF COLORADO. PARCEL B: A TRACT OF LAND IN THE E 1/2 OF THE E 1/2 OF THE NE 1/4 OF SECTION 21, TOWNSHIP 3 SOUTH, RANGE 69 WEST OF THE 6TH PRINCIPAL MERIDIAN, DESCRIBED AS FOLLOWS: BEGINNING AT A POINT 491.40 FEET SOUTH OF THE NORTH LINE OF SAID SECTION 21 AND 45 FEET WEST OF THE EAST LINE OF SAID SECTION 21, SAID POINT BEING ON THE SOUTH LINE OF THE NORTH 7.5 ACRES OF THE E 1/2 OF THE E 1/2 OF THE NE 1/4 OF SAID SECTION 21; THENCE SOUTH AND PARALLEL WITH THE EAST LINE OF SAID SECTION 21, A DISTANCE OF 47.6 FEET; THENCE WEST PARALLEL TO THE NORTH LINE OF SAID SECTION 21, A DISTANCE OF 5.0 FEET; THENCE SOUTH PARALLEL TO THE EAST LINE OF SAID SECTION 21, A DISTANCE OF 124.3 FEET; THENCE WEST PARALLEL TO THE NORTH LINE OF SAID SECTION 21, A DISTANCE OF 614.54 FEET, MORE OR LESS, TO THE WEST LINE OF THE E 1/2 OF THE E 1/2 OF THE NE 1/4 OF SAID SECTION 21; THENCE NORTH ALONG SAID WEST LINE, A DISTANCE OF 171.90 FEET TO THE SOUTH LINE OF THE NORTH 7.5 ACRES OF THE E 1/2 OF THE E 1/2 OF THE NE 1/4 OF SAID SECTION 21; THENCE EAST ALONG SAID SOUTH LINE, A DISTANCE OF 619.65 FEET, MORE OR LESS, TO THE POINT OF BEGINNING, EXCEPT THAT PORTION THEREOF DESCRIBED IN THE DEED TO CHEVRON OIL COMPANY RECORDED APRIL 12, 1971, IN BOOK 2251 AT PAGE 87, BEING MORE PARTICULARLY DESCRIBED AS FOLLOWS: BEGINNING AT THE NE CORNER OF SECTION 21, TOWNSHIP 3 SOUTH, RANGE 69 WEST OF THE 6TH PRINCIPAL MERIDIAN; THENCE SOUTHERLY ALONG THE EAST LINE OF SAID SECTION, 357.40 FEET; THENCE AT AN ANGLE TO THE RIGHT OF 89 DEGREES 36 MINUTES, 45 FEET AND PARALLEL WITH THE NORTH LINE OF SAID SECTION 21 TO THE TRUE POINT OF BEGINNING; THENCE CONTINUING WESTERLY AND PARALLEL WITH THE NORTH LINE OF SAID SECTION 21, 174.75 FEET; THENCE SOUTHERLY AND PARALLEL WITH THE EAST LINE OF SECTION 21, 181.60 FEET; THENCE EASTERLY AND PARALLEL WITH THE NORTH LINE OF SECTION 21, 174.75 FEET; THENCE NORTHERLY AND PARALLEL WITH THE EAST LINE OF SECTION 21, 181.60 FEET TO THE TRUE POINT OF BEGINNING, AND FURTHER EXCEPTING THAT PORTION THEREOF, MORE PARTICULARLY DESCRIBED AS FOLLOWS: BEGINNING AT THE NE CORNER OF SECTION 21, TOWNSHIP 3 SOUTH, RANGE 69 WEST OF THE 6TH PRINCIPAL MERIDIAN; THENCE SOUTHERLY ALONG THE EAST LINE OF SAID SECTION; 539.00 FEET; THENCE AT AN ANGLE TO THE RIGHT 89 DEGREES 36 MINUTES WEST, A DISTANCE OF 50.00 FEET AND PARALLEL WITH THE NORTH LINE OF SECTION 21 TO THE TRUE POINT OF BEGINNING; THENCE CONTINUING WESTERLY AND PARALLEL WITH SAID NORTH LINE OF SECTION 21, A DISTANCE OF 169.75 FEET; THENCE SOUTHERLY AND PARALLEL WITH THE EAST LINE OF SECTION 21, A DISTANCE OF 124.30 FEET; THENCE EASTERLY AND PARALLEL WITH SAID NORTH LINE, A DISTANCE OF 169.75 FEET; THENCE NORTHERLY AND PARALLEL WITH SAID EAST LINE, A DISTANCE OF 124.30 FEET TO THE TRUE POINT OF BEGINNING, COUNTY OF JEFFERSON, STATE OF COLORADO. PARCEL C: THE NORTHERLY 20 FEET OF THE FOLLOWING DESCRIBED PROPERTY: BEGINNING AT THE NE CORNER OF SECTION 21, TOWNSHIP 3 SOUTH, RANGE 69 WEST OF THE 6TH PRINCIPAL MERIDIAN; THENCE SOUTHERLY ALONG THE EAST LINE OF SAID SECTION, 539.00 FEET; THENCE AT AN ANGLE TO THE RIGHT OF 89 DEGREES 36 MINUTES WEST, A DISTANCE OF 50.00 FEET AND PARALLEL WITH THE NORTH LINE OF SECTION 21 TO THE TRUE POINT OF BEGINNING; THENCE CONTINUING WESTERLY AND PARALLEL WITH SAID NORTH LINE OF SECTION 21, A DISTANCE OF 169.75 FEET; THENCE SOUTHERLY AND PARALLEL WITH THE EAST LINE OF SECTION 21, 1 DISTANCE OF 124.30 FEET; THENCE EASTERLY AND PARALLEL WITH SAID NORTH LINE, A DISTANCE OF 169.75 FEET; THENCE NORTHERLY AND PARALLEL WITH SAID EAST LINE A DISTANCE OF 124.30 FEET TO THE TRUE POINT OF BEGINNING, COUNTY OF JEFFERSON, STATE OF COLORADO. Section 2. Vested Property Rights. Approval of this zone change does not create a vested property right. Vested property rights may only arise and accrue pursuant to the provisions of Section 26-121 of the Code of Laws of the City of Wheat Ridge. Section 3. Safety Clause. The City of Wheat Ridge hereby finds, determines, and declares that this ordinance is promulgated under the general police power of the City of Wheat Ridge, that it is promulgated for the health, safety, and welfare of the public and that this ordinance is necessary for the preservation of health and safety and for the protection of public convenience and welfare. The City Council further determines that the ordinance bears a rational relation to the proper legislative object sought to be attained. Section 4. Severability: Conflicting Ordinance Repealed. If any section, subsection, or clause of the ordinance shall be deemed to be unconstitutional or otherwise invalid, the validity of the remaining sections, subsections and clauses shall not be affected thereby. All other ordinances or parts of ordinances in conflict with the provisions of this Ordinance are hereby repealed. Section 5. Effective Date. This Ordinance shall take effect 15 days after final publication, as provided by Section 5.11 of the Charter. INTRODUCED, READ, AND ADOPTED on first reading by a vote of 8 to 0 on this 14th day of August 2023, ordered published by title and in full on the City's website as provided by the Home Rule Charter, and Public Hearing and consideration on final passage set for Monday, September 11, 2023, at 6:30 p.m., as a virtual meeting and in the Council Chambers, 7500 West 29th Avenue, Wheat Ridge, Colorado, and that it takes effect 15 days after final publication. READ, ADOPTED AND ORDERED PUBLISHED on second and final reading by a vote of _____ to _____, this _____ day of ___________, 2023. SIGNED by the Mayor on this _______ day of _______________, 2023. ______________________________________ Bud Starker, Mayor ATTEST: _______________________________________ Stephen Kirkpatrick, City Clerk Approved as to Form _______________________________________ Gerald Dahl, City Attorney 1st publication: August 17, 2023 2nd publication: September 12, 2023 Jeffco Transcript: Effective Date: September 27, 2023 City Council 1 Case No. WZ-23-05 / Best Interstate Inn Rezone CITY OF WHEAT RIDGE PLANNING DIVISION STAFF REPORT REVIEW DATES: July 20, 2023 (Planning Commission) / September 11, 2023 (City Council) CASE MANAGER: Alayna Olivas-Loera, Planner II CASE NO. & NAME: WZ-23-05 / Best Interstate Inn Rezone ACTION REQUESTED: Approval of a zone change from Commercial-One (C-1) to Mixed Use- Commercial Interstate (MU-C Interstate) LOCATION OF REQUEST: 4735 Kipling Street APPLICANT / OWNER: Ville 4735, LLC (Applicant) / Keith Warburton (Owner) APPROXIMATE AREA: 133,729 square feet (3.07 acres) PRESENT ZONING: Commercial-One (C-1) COMPREHENSIVE PLAN: Mixed-Use Commercial ENTER INTO RECORD: (X)CASE FILE & PACKET MATERIALS (X)COMPREHENSIVE PLAN (X)ZONING ORDINANCE (X)DIGITAL PRESENTATION Location Map Site ATTACHMENT 2 City Council 2 Case No. WZ-23-05 / Best Interstate Inn Rezone JURISDICTION: All notification and posting requirements have been met; therefore, there is jurisdiction to hear this case. I. REQUEST The applicant is requesting approval of a zone change from Commercial-One (C-1) to Mixed Use- Commercial Interstate (MU-C Interstate) for the property at 4735 Kipling Street. The applicant is the current owner of the property. The zone change will result in a zoning that encourages revitalization of the site and allows reuse of the existing buildings. The applicant intends to make improvements to the site and to convert the two existing motel buildings into multi-unit apartments. II. EXISTING CONDITIONS The property is located on the on the west side of Kipling Street, south of I-70 (Exhibit 1, Aerial). There are currently two access points onto the site from the I-70 Frontage Road and Kipling Street. The site is currently zoned Commercial-One (C-1) and is approximately 133,729 square feet (3.07 acres) in size. It currently contains the Best Interstate Inn, which is comprised of one 22,668-square foot building and one 18,260-square foot building, both built in 1971. The hotel is considered legally nonconforming because hotels are now considered Special Uses in the code in the C-1 zone, but the property was developed before that requirement was in place. The adjacent properties to the west and south are zoned Planned Residential Development (PRD). Adjacent properties to the east and north are zoned C-1. The area is predominantly commercial and residential in nature with a majority of the City’s hotels concentrated in the vicinity. (Exhibit 2, Zoning Map). III. PROPOSED ZONING The applicant is requesting the property be rezoned to MU-C Interstate, a zone district established to accommodate a wide range of uses from residential to commercial, including hotels. This sub-district is intended for properties that are generally within five hundred (500) feet of I-70 and that are located on a commercial corridor with direct access to I-70. It follows the MU-C framework but is intended for highway-adjacent sites that may require variation in design or land use due to direct proximity to the interstate. The highway-adjacency allows for more auto-oriented uses than compared to other mixed use districts. The applicant has proposed to rezone the property to allow for a greater variety of uses that would encourage revitalization of the site and provide greater benefit to the neighborhood (Exhibit 3, Applicant Letter). The applicant has stated they believe the zone change will provide a renewal of the property, which was constructed in the 1970s, is aging, and has been identified as a property with disproportionately high calls for service to the Police Department. The City adopted extended stay lodging licenses in late 2021. The previous owner obtained a Special Use Permit to allow for extended stays but did not complete the required improvements of the extended stay addendum with the Licensing Division and instead put the property on the market. The proposed use of the site residential apartments would not be permitted in C-1 which limits potential options to revitalize the site. The MU- C Interstate district would provide more flexibility should the applicant choose to continue to operate the hotel or convert it for residential uses. City Council 3 Case No. WZ-23-05 / Best Interstate Inn Rezone The current C-1 zoning is reflective of long-standing commercial uses in the City. The C-1 zoning dates back to the City’s original 1972 zoning map. The MU-C Interstate and C-1 districts have some similar development standards with permitted uses being the most notably different with MU-C Interstate allowing a wider range of uses. The C-1 zone district allows a wide range of commercial land uses which include office, general business, and retail sales and service establishments. In the C-1 district hotels are a special use and residential uses are prohibited. By contrast, MU-C Interstate zoning allows residential uses, commercial uses, or a mix of the two, and the permitted retail uses are greater in number. The MU-C Interstate zone district was created in 2010 as part of four mixed use districts, and it is specifically intended for sites like the subject property which are highway-oriented. The property is currently one of many C-1 zoned parcels in the area, located near various commercial and residential uses, and just south of I-70. The MU-C Interstate zone district would allow for continuity of these uses, allow for more auto-oriented uses catering to any highway traffic, and allow for additional uses, such as residential. The proposed zone district would allow the existing hotel as a permitted use if the applicant decided to maintain it. The subject property is part of the I-70/Kipling Urban Renewal Area and part of the voter-approved area exempted from the charter’s height and density limits. The proposed zoning would enable reinvestment by allowing a wide range of uses, encouraging a better utilization of land, and ensuring high quality urban design. A summary of the MU-C Interstate zone district is provided below. PROPOSED ZONING Mixed Use-Commercial Interstate (MU- C Interstate) CURRENT ZONING Commercial-One (C-1) Uses Allows residential, commercial, or mixed use – includes multi-unit and live/work facilities Allows commercial uses – includes office, general business, retail sales, and service establishments Architectural Standards Mixed-Use standards apply, including high quality architecture, standards related to articulation, variation, and materials Architectural and Site Design Manual standards apply Max. Building Height 6 stories (90’) if the building is single use 8 stories (118’) if the building is mixed use 50’ Max. Lot coverage 90% for mixed use 85% for single use 80% Min. Landscaping 10% for mixed use 15% for single use 20% Build-to Area 0-20’ along primary and secondary frontages n/a Setbacks East (side): 0’ West (side): 0’ South (front): 50’ East (side): 30’ West (side): 30’ North (rear): 15’ Residential Density Exempt from density limitations n/a IV. ZONE CHANGE CRITERIA Staff has provided an analysis of the zone change criteria outlined in Section 26-112.E. The Planning Commission and City Council shall base their decisions in consideration of the extent to which the following criteria have been met: 1. The change of zone promotes the health, safety, and general welfare of the community and will not result in a significant adverse effect on the surrounding area. City Council 4 Case No. WZ-23-05 / Best Interstate Inn Rezone Based on the existing character and land use patterns in the area, the MU-C Interstate zone district is appropriate in terms of allowed land uses and intensity. With surrounding properties including commercial and residential uses, and based on proximity to the interstate, the zone change should not have an adverse effect on the surrounding area. Instead, the MU-C Interstate zoning is expected to add value to the subject property. The mixed-use development standards will support high quality design and compatibility between any future redevelopment and existing land uses. The age and disinvestment of the subject property have contributed to a perception that it is blighted and associated with disproportionately high calls for service from the Police Department. The zone change would allow the applicant to make the desired investment and contribute to the welfare of the community. Staff concludes that this criterion has been met. 2. Adequate infrastructure/facilities are available to serve the types of uses allowed by the change of zone, or the applicant will upgrade and provide such where they do not exist or are under capacity. Adequate infrastructure currently serves the property. All responding agencies have indicated they can serve the property. In the event that the current utility capacity is not adequate for a future use, the property owner/developer would be responsible for utility upgrades. A site plan review and building permit review will be required for any future major change of use or redevelopment, and will ensure compliance with current Building Codes, as well as the Fire Code. Staff concludes that this criterion has been met. 3. The Planning Commission shall also find that at least one (1) of the following conditions exists: a. The change of zone is in conformance, or will bring the property into conformance, with the City of Wheat Ridge comprehensive plan goals, objectives and policies, and other related policies or plans for the area. A stated goal in the comprehensive plan is to promote reinvestment in property, particularly in high priority areas. This zone change request supports the comprehensive plan by enabling investment in the property, by expanding the permitted uses on the property, and by aligning the zoning with the City’s mixed-use goals for this area. In the Comprehensive Plan, the Structure Plan designates the property as Mixed-Use Commercial (Exhibit 5, Comprehensive Plan). The designation is used for existing commercial areas mixed with office and employment. Focus in these areas is on long-term infill and redevelopment, reinvestment, and high-quality urban design and landscaping for vacant or underutilized properties, with “centers” being the primary emphasis. Goals for this designation include making Wheat Ridge a “community of choice” in which to live, work, shop, and recreate, attracting quality retail development and actively retaining existing retailers to locate in Wheat Ridge, increasing the diversity of land uses, revitalizing key redevelopment areas, increasing housing options, and establishing and maintaining a resilient and sustainable tax base. The area surrounding the I-70 and Kipling interchange, including the subject site, is specifically noted as a priority area for infill and redevelopment (Economic and Land Use Policy 5.1). Policy 5.2 calls for high quality redevelopment, and the proposed rezoning fulfills these policy goals by delivering the most appropriate zoning designation for the site. The Comprehensive Plan recognizes the need for City Council 5 Case No. WZ-23-05 / Best Interstate Inn Rezone more housing options (Neighborhood and Housing Goal 2). Given the sensitivity of the community to density and the classification of the surrounding roadways, the subject site is ideally situated to meet the community’s need for multiunit options. The subject site is also part of the I-70/Kipling Urban Renewal Area (URA). The urban renewal plan for that URA was adopted in the same year as the Comprehensive Plan and calls for high quality architecture and design, the incorporation of new and existing uses into a mixed-use format, stabilization of existing neighborhoods, and improved connections for vehicles, pedestrians, bicycles, and other modes of transportation. This zone change request would support and would enable any redevelopment to meet these goals. Staff concludes that this criterion has been met. b. The existing zone classification currently recorded on the official zoning maps of the City of Wheat Ridge is in error. Staff has not found any evidence of an error with the current C-1 zoning designation as it appears on the City zoning maps. Staff concludes that this criterion is not applicable. c. A change of character in the area has occurred or is occurring to such a degree that it is in the public interest to encourage redevelopment of the area or to recognize the changing character of the area. The proposed rezoning does not relate to a change of character in the area. Staff concludes that this criterion is not applicable. d. The proposed rezoning is necessary in order to provide for a community need that was not anticipated at the time of the adoption of the City of Wheat Ridge comprehensive plan. The proposed rezoning does not relate to an unanticipated need. Staff concludes that this criterion is not applicable. Staff concludes that the criteria used to evaluate zone change support this request. V. PUBLIC NOTICING Prior to submittal of an application for a zone change, the applicant is required to hold a neighborhood input meeting in accordance with the requirements of Section 26-109. A meeting for neighborhood input was held on April 4, 2023. This meeting was advertised and conducted as a virtual meeting on Zoom. Six individuals from the public attended the virtual meeting in addition to the applicant and staff (see Exhibit 4, Neighborhood Meeting Summary). City Council 6 Case No. WZ-23-05 / Best Interstate Inn Rezone As of the date of distribution of this staff report, the City has not received additional comments or inquiries from surrounding property owners. VI. AGENCY REFERRAL All affected service agencies were contacted for comment on the zone change request and regarding the ability to serve the property. Agencies are advised that no comments received shall be inferred to mean there are no concerns. Specific referral responses follow: Wheat Ridge Engineering Division: No comments received. Wheat Ridge Economic Development: No comments received. CDOT: No comments received. Arvada Fire Protection District: No concerns. Any future development would be referred to the district for review and approval. Xcel Energy: No concerns. Any future development would be referred to the district for review and approval. Century Link / Lumen: No comments received. Comcast Cable: No comments received. Valley Water District: No concerns. Any future development would be referred to the district for review and approval. Clear Creek Valley Sanitation District: No concerns. Any future development would be referred to the district for review and approval. VII. STAFF CONCLUSIONS AND RECOMMENDATION Staff concludes that the proposed zone change promotes the health, safety and general welfare of the community and will not result in a significant adverse effect on the surrounding area. Staff further concludes that utility infrastructure adequately serves the property, and the applicant will be responsible for upgrades, if needed in the future. Finally, staff concludes that the zone change is consistent with the goals and objectives of the Comprehensive Plan. The Mixed Use-Commercial Interstate zoning designation is appropriate for the subject property allowing the existing land to become conforming and enabling the possibility of future redevelopment which aligns with the City’s adopted goals and policies. Because the zone change evaluation criteria support the zone change request, staff recommends approval of Case No. WZ-23-05. VIII. SUGGESTED MOTIONS Option A: City Council 7 Case No. WZ-23-05 / Best Interstate Inn Rezone “I move to recommend APPROVAL of Case No. WZ-23-05, a request for approval of a zone change from Commercial-One (C-1) to Mixed-Use Commercial Interstate (MU-C Interstate) for property located at 4735 Kipling Street, for the following reasons: 1. The proposed zone change will promote the public health, safety, or welfare of the community and does not result in an adverse effect on the surrounding area. 2. Utility infrastructure adequately services the property. 3. The proposed zone change is consistent with the goals and objectives of the City’s Comprehensive Plan. 4. The zone change will provide additional opportunity for reinvestment in the area. 5. The criteria used to evaluate a zone change supports the request.” Option B: “I move to recommend DENIAL of Case No. WZ-23-05, a request for approval of a zone change from Commercial-One (C-1) to Mixed-Use Commercial Interstate (MU-C Interstate) for property located at 4735 Kipling Street, for the following reasons: 1. 2. …” City Council 8 Case No. WZ-23-05 / Best Interstate Inn Rezone EXHIBIT 1: AERIAL City Council 9 Case No. WZ-23-05 / Best Interstate Inn Rezone EXHIBIT 2: ZONING MAP City Council 10 Case No. WZ-23-05 / Best Interstate Inn Rezone EXHIBIT 3: APPLICANT LETTER City Council 11 Case No. WZ-23-05 / Best Interstate Inn Rezone City Council 12 Case No. WZ-23-05 / Best Interstate Inn Rezone NEIGHBORHOOD MEETING NOTES Meeting Date: April 4, 2023 Attending Staff: Alayna Olivas-Loera, Planner I Location of Meeting: Virtual Property Address: 4735 Kipling Street Property Owner(s): Annies Place Motel 1 LLC Property Owner(s) Present? No Applicant: Keith Warburton Applicant Present? Yes Existing Zoning: Commercial-One (C-1) Existing Comp. Plan: Neighborhood Buffer Area, Primary Commercial Corridor, near Primary Gateway Existing Site Conditions: The property is located on the on the west side of Kipling Street, south of I- 70. This property is zoned Commercial-One (C-1) and currently contains the Best Interstate Inn. The adjacent properties to the west and south are zoned Planned Residential Development (PRD). Adjacent properties to the east and north are zoned C-1. The area is predominantly commercial and residential in nature. According to the Jefferson County Assessor, the site is approximately 133,729 square feet (3.07 acres). The property currently has one 22,668-square foot motel building and one 18,260-square foot motel building on the site, both built in 1971. A surface parking lot is located on the northern portion of the site with additional parking located at the perimeter of each building. Applicant/Owner Preliminary Proposal: The applicant is proposing to rezone the site to Mixed Use- Commercial Interstate in order to convert the existing motel to 100 rental apartment units. No major changes to the site are proposed apart from façade improvements and general site cleanup. The following is a summary of the neighborhood meeting: EXHIBIT 4: NEIGHBORHOOD MEETING SUMMARY City Council 13 Case No. WZ-23-05 / Best Interstate Inn Rezone • In addition to the applicant and staff, six members of the public attended the neighborhood meeting. The participant list is attached from Zoom, which serves as the virtual sign-in sheet. • Two members of the public spoke at the meeting. • Staff discussed the site, its zoning and future land use. • The applicant and members of the public were informed of the process for the Zone Change. • The members of the public were informed of their opportunity to make comments during the process and at the public hearing, if required. The following issues were discussed regarding the Zone Change request and proposed development: • General concerns about CDOT interchange project and how it will impact the site. City staff are working closely with CDOT to obtain updates on this ongoing proposal. Because there has not been a definitive answer or timeline given by CDOT on the timing of the potential improvements, nor a funding source secured, the City cannot preclude anyone from developing or improving their private property. Until CDOT presents to the City a solid plan, we will proceed with this process as we would any other site. • What other projects has the applicant completed? What are some examples? Projects primarily in Utah but of similar scope and concept. One notable one is located in Salt Lake City and also involved the conversion of a motel into apartment units. The applicant directed people to their website to check out their portfolio in more detail. • Is another building on the site proposed? Not at this time. Right now, we are focusing on the conversion of the existing hotel into studio apartments. Whether or not another building could be built would depend on timing, financials, and the CDOT project. An additional building would be years down the line, if even possible. • What type of kitchens would be included in the units? A kitchenette with a cooktop and microwave. The building would include a full community kitchen which can be reserved by residents for more substantial cooking. Staff reminded participants that these types of details would be reviewed much further on in the process and that the focus of the meeting was for the zone change. • What will the traffic impacts be? Staff discussed the potential need for a traffic impact study during the site planning phase which would enable staff to assess the potential impacts on internal site circulation, as well as on local roadways such as the Frontage Road and Kipling Street, and major nearby intersections. Staff reminded participants that these types of details would be reviewed much further on in the process and that the focus of the meeting was for the zone change. • Is there sufficient parking on the site to accommodate residents? Staff discussed that mixed use zoning requires one parking space per unit but that a parking analysis would be required during the site planning phase to ensure adequate parking is provided. Staff reminded participants that these types of details would be reviewed much further on in the process and that the focus of the meeting was for the zone change. • Would the applicant be willing to meet with adjacent property owners to answer further questions or be open to general communication? Yes. The applicant shared his email in the chat. City Council 14 Case No. WZ-23-05 / Best Interstate Inn Rezone The following in an excerpt from the Structure Map within the Comprehensive Plan. The subject property is designated Mixed-Use Commercial. EXHIBIT 5: COMPREHENSIVE PLAN Subject Property City Council 15 Case No. WZ-23-05 / Best Interstate Inn Rezone View of the subject property looking south from the I-70 Frontage Road. (Source: Google Maps, August 2022) View of the subject property looking west from Kipling Street. (Source: Google Maps, August 2022) EXHIBIT 6: SITE PHOTOS Planning Commission Minutes -1 – July 20, 2023 PLANNING COMMISSION Minutes of Meeting July 20, 2023 1.CALL THE MEETING TO ORDER The meeting was called to order by Chair DITULLIO at 6:32 p.m. This meeting was held in person and virtually, using Zoom video-teleconferencing technology. 2.ROLL CALL OF MEMBERS Commission Members Present:Jerry DiTullio Will Kerns Daniel Larson Janet Leo Patrick Quinn Julianne Stern Commission Members Absent: Kristine Disney Jonathan Schelke Staff Members Present: Lauren Mikulak, Community Development Director Jana Easley, Planning Manager Alayna Olivas-Loera, Planner I Tammy Odean, Recording Secretary 3.PLEDGE OF ALLEGIANCE 4.APPROVE ORDER OF THE AGENDA It was moved by consensus to approve the order of the agenda. 5.APPROVAL OF MINUTES – May 18, 2023 It was moved by Commissioner LARSON and seconded by Commissioner LEO to approve the minutes of May 18, 2023, as written. Motion carried 5-0-1 with Commissioner KERNS abstaining. 6.PUBLIC FORUM (This is the time for any person to speak on any subject not appearing on the agenda.) ATTACHMENT 3 Planning Commission Minutes -2 – July 20, 2023 No one wished to speak at this time. 7.PUBLIC HEARING A.Case No. WZ-23-05: an application filed by Ville 4735, LLC for approval of a zone change from Commercial-One (C-1) to Mixed Use-Commercial Interstate (MU-C Interstate) on property located at 4735 Kipling Street. Chair DITULLIO opened the public hearing. Ms. Olivas-Loera gave a short presentation regarding the zone change and the application. She entered into the record the contents of the case file, packet materials, the zoning ordinance, and the contents of the digital presentation. She stated the public notice and posting requirements have been met, therefore the Planning Commission has jurisdiction to hear this case. Commissioner LARSON asked about the number of parking spaces required. Ms. Olivas-Loera explained that the MU-C zone district requires 1 space per unit in residential areas. She added this site is over parked with more than 100 spaces currently. In response to a question from Commissioner DITULLIO about the drive aisle between Larson’s Ski and Sport and the Crab Shack, Ms. Olivas-Loera confirmed the drive aisle is owned by the motel and it is prescriptive easement for patrons of the 2 businesses to drive on. Ms. Mikulak added that the zoning will not impact the easement and will continue until modified. Commissioner DITULLIO asked the applicant if he is aware of CDOT doing some redevelopment on the intersection at Kipling Street and West 48th Avenue. Keith Warburton, applicant 244 E. Stonebridge Dr., Draper UT Mr. Warburton mentioned he is aware of future redevelopment by CDOT but still plans on building more units. Public Comment Pat Cervera, resident 10721 W. 45th Ave. Ms. Cervera mentioned she had concerns about only 1 space of parking per unit which could lead to possible street parking, and she inquired about plans. Planning Commission Minutes - 3 – July 20, 2023 Ms. Mikulak explained there is no street parking allowed in the area and that will not be changing, and Ms. Olivas-Loera added that this is the rezone phase of the project, and the site plan will be reviewed at a later date. Commissioner DITULLIO closed the Public Comment. Commissioner LARSON asked if the motel is currently occupied. Mr. Warburton confirmed it was about 70% occupied at the time of purchase and staff is trying to clean up the site and get items into compliance. He added he has applied for a hospitality license so the property can continue to run as a motel through the rezone and building permit processes. There was more discussion by Commissioner LARSON and the applicant not pertinent to the rezone case being looked at this evening and Mr. Warburton is committed to his vision moving forward. Chair DITULLIO closed the public hearing and asked for a motion. It was moved by Commissioner LEO and seconded by Commissioner KERNS to recommend APPROVAL of Case No. WZ-23-05, a request for approval of a zone change from Commercial-One (C-1) to Mixed Use-Commercial Interstate (MU-C Interstate) for property located at 4735 Kipling Street, for the following reasons: 1. The proposed zone change will promote the public health, safety, or welfare of the community and does not result in an adverse effect on the surrounding area. 2. Utility infrastructure adequately services the property. 3. The proposed zone change is consistent with the goals and objectives of the City’s Comprehensive Plan. 4. The zone change will provide additional opportunity for reinvestment in the area. 5. The criteria used to evaluate a zone change supports the request. Motion carried 6-0. B. Case No. ZOA-23-08: An ordinance amending Chapter 2 and Chapter 26 of the Wheat Ridge Code of Laws, concerning the City’s subdivision review requirements. This item was published but is not ready and is being rescheduled to August 17, 2023 8. NEW BUSINESS ITEM NO: 3 DATE: September 11, 2023 REQUEST FOR CITY COUNCIL ACTION TITLE: COUNCIL BILL NO. 23-2023 – AN ORDINANCE AMENDING CHAPTER 2 AND CHAPTER 26 OF THE WHEAT RIDGE CODE OF LAWS, CONCERNING THE CITY’S SUBDIVISION AND DEVELOPMENT REVIEW REQUIREMENTS, AND MAKING CONFORMING AMENDMENTS THEREWITH PUBLIC HEARING ORDINANCES FOR 1ST READING (08/28/23) BIDS/MOTIONS ORDINANCES FOR 2ND READING (09/11/23) RESOLUTIONS QUASI-JUDICIAL: YES NO _____________________________ Community Development Director City Manager ISSUE: The proposed ordinance updates Chapter 2 and Chapter 26 of the Code of Laws to revise the City’s subdivision and development review requirements. The ordinance accomplishes three main goals: 1) to prioritize meaningful public engagement and education intended to inform the public of impactful subdivision applications, 2) to reduce reliance on public hearings when the proposed uses and designs are permitted by the underlying zoning, and 3) to reduce duplication and unnecessary cross-references within the Code to ensure it is easy to understand and administer. PRIOR ACTION: This topic was discussed with City Council in a study session on April 17, 2023 at which time Council provided consensus for staff to proceed with a code amendment. Planning Commission reviewed this ordinance at a public hearing held on August 17, 2023 and recommended approval by a vote of 7 to 0. A copy of the draft Planning Commission minutes is attached. Council Action Form –Subdivision and Development Review Process September 11, 2023 Page 2 City Council approved this ordinance on first reading on August 28, 2023. A motion was made by Councilmember Ohm and seconded by Councilmember Stites and was approved by a vote of 7 to 0. FINANCIAL IMPACT: The proposed ordinance is not expected to have a financial impact on the City. BACKGROUND: Current Code The City’s subdivision requirements are found in Article IV of Chapter 26 and were last comprehensively updated in 2014 when Ordinance 1547 repealed an older subdivision code and replaced it with a new version. Since 2014, approximately 125 subdivision applications have been processed by the City. The subdivision code has been periodically updated since 2014 as other ordinances have been adopted, including the recent adoption of Ordinance 1762 in May 2023 (the “subdivision code cleanup” ordinance), but the overall subdivision review process has not been comprehensively analyzed. Wheat Ridge is a rarity in that many subdivisions are required to go to public hearings at Planning Commission and/or City Council, with few exceptions. Currently, subdivisions containing 3 lots or fewer are administrative (staff) review only, 4-5 lots require a Planning Commission hearing, and 6 or more lots require Planning Commission and City Council approval. As discussed with City Council at the April 17, 2023, study session, Wheat Ridge’s subdivision review procedures are increasingly out of alignment with other cities in the metro area and nationwide, are challenging to navigate, and do not rely on best practices of public engagement. Additionally, the subdivision and development review processes are contained within multiple sections of Chapter 2 and Chapter 26 and are frequently duplicated or rely on cross-references. Best Practices of Public Engagement Lessons learned from public engagement efforts and staff training include a more sophisticated understanding of how to engage or inform the public in a given situation. Council and staff have increasingly prioritized meaningful public engagement and clear public information, in keeping with national trends and best practices. For example, public hearings are now available online, letter notice for public hearings has been expanded to renters and the distance increased from 300 to 600 feet, posting signs have been updated, and an online “properties and projects” map is in development to help people learn about active developments and public projects with an anticipated launch date in Q4 of 2023. At its strategic planning retreat on February 20, 2021, City Council identified new efforts of community engagement and education as a priority for the next two years. As a result, City staff established the Community Involvement Task Force (CITF) in early 2021 and established a Community Involvement Strategy as the guiding document, attached. Its framework is based on Council Action Form –Subdivision and Development Review Process September 11, 2023 Page 3 the principles of the International Association of Public Participation (IAP2), and it distinguishes between three types of involvement: • Inform/Educate/Celebrate • Consult • Involve Because a public hearing includes a request for public comment and testimony, it is considered consulting the public. The promise made to the community when consulting is that the community’s comments and feedback will be considered in the decision-making process. Consulting is best deployed when input or feedback from the community would be helpful in determining alternatives or there is the need to understand community desires. From the public’s standpoint, public hearings invite comment that will be considered as part of the decision making; when comment is not considered (or able to be considered), the hearing process introduces division, confusion, frustration, and mistrust. From the developer standpoint, hearings on subdivisions introduce uncertainty, are inconsistent with other communities, lengthen the overall development process, and add cost and risk into the approvals process. From staff’s standpoint, we undermine public trust, expend significant resources, introduce liability if approvable subdivisions are not approved by decision makers, and put the City at a competitive disadvantage. Peer Communities and National Standards Wheat Ridge’s subdivision review requirements put it out of alignment with other communities and best practice. Specifically, it is very rare for a City Council to review any subdivision application, with the exception of right-of-way vacations. Nearby peer communities have significantly reduced public hearing requirements for plats, and many do not have any public hearings at all, including Aurora, Boulder, Fort Collins, Thornton, Denver, and Commerce City. At a national level, public hearings for subdivisions are also used more sparingly than in Wheat Ridge, and not at all in many cases. Many cities and states are seeking to streamline their subdivision review processes to reduce barriers to developing permitted uses, as hearings introduce risk and lengthen the time from application to approval. Recent presentations made to staff by other municipalities and the American Planning Association (APA) highlight subdivision processes as being a barrier to housing development and reinvestment. The APA Equity in Zoning Policy Guide recommendations include only requiring public hearings “when there is a genuine need to use discretion in applying zoning criteria and standards to the facts of a specific development proposal.” In the case of subdivision applications, there is no discretion because an application either meets the underlying zoning requirements or it does not, and the subdivision is being proposed for a use or development type that is already allowed on the property. PROPOSED ORDINANCE: The ordinance consists of several changes, which are outlined below, and are based on the consensus of City Council from the April 17, 2023, study session, with additional input from the City Attorney. Council Action Form –Subdivision and Development Review Process September 11, 2023 Page 4 Overall Process Changes A significant change with this proposed ordinance is to remove public hearing requirements for most subdivision plats and to change the terminology associated with subdivisions. As stated above, administrative review is currently limited to subdivisions consisting of 3 or fewer lots (administrative subdivision). Planning Commission reviews and approves plats consisting of 4-5 lots (minor subdivision). City Council reviews and approves subdivisions of over 6 lots (major subdivision) after a Planning Commission recommendation hearing. Major subdivisions also include any subdivision continuing a waiver or variance, any subdivision dedicating a full street of right-of-way, and any subdivision containing right-of-way vacations. The removal of public hearing requirement for most subdivisions will be replaced by a public notice requirement for approved subdivisions over a certain size (see next section below). The proposed ordinance creates the following subdivision types: • Type I Subdivision: Includes all subdivisions of any number of lots/sizes that do not include a waiver/variance or right-of-way (ROW) vacation. These are eligible for administrative review due to the non-discretionary nature of the application because all requirements of the underlying zoning are being met (use, development standards, etc.). • Type II Subdivision: Includes any subdivision that requires a waiver or variance for approval. Requires Planning Commission review due to the fact that waivers/variances contain discretionary review criteria (i.e., an applicant is attempting to get certain zoning development standards waived or modified). • Right-of-Way Vacations: If accomplished by plat, ROW vacations will continue to require City Council review (after PC recommendation) due to the disposal of City property. ROW vacations may also occur by ordinance. A large majority of subdivisions previously requiring public hearings will become eligible for administrative review (Type I Subdivisions). Subdivisions requiring variances or waivers (Type II Subdivisions) will no longer require City Council review, as this is atypical, but will retain the requirement for Planning Commission review due to their discretionary nature. The terms “administrative subdivision”, “minor subdivision”, and “major subdivision” will be removed from the code in favor of Type I and Type II. As part of the proposed changes, Article IV (the subdivision code) will be simplified to reduce duplication with Section 26-106 (the review process chart) and Section 26-118 (right-of-way vacations). This requires the removal or modification of certain sections to simplify the code and to include the new subdivision terminology. It also clarifies existing processes on right-of-way dedication and vacation. Public Notice for Certain Subdivision Approvals In lieu of public hearings, the ordinance will require public notice upon subdivision approval for subdivisions over two (2) acres. Property owners and occupants within 600 feet of the subject property will be notified that a subdivision has been approved within 15 days of final approval. The letter will be in plain language and will include a description of the approved subdivision, zone district information, and information regarding construction hours and permit requirements. Council Action Form –Subdivision and Development Review Process September 11, 2023 Page 5 This strategy is consistent with the Community Involvement Strategy and is meant to inform the public with balanced, accurate, and objective information. Staff is working on the final form of this letter, which will be subject to Community Development Director approval. The two (2) acre threshold for notice was based on the size of a half city block in Wheat Ridge more typical of larger-scale infill development. The purpose of the notice is to inform neighbors of development of a size that would be visually impactful and may have more substantial construction impacts. The notice will not apply to lot line adjustments where no new lots are being created, or to consolidation plats for existing developments which will not result in the creation of additional new lots for development. Updates to Review Process Chart (26-106) The review process chart in Section 26-106 is meant to be a summary of the required processes for all types of land use case approvals. The chart will be updated to include the new subdivision terms described above. At the recommendation of the City Attorney, the ordinance will also add an appeals column which will allow for an easier understanding of the appeal body for certain land use cases eligible for appeals; previously the only reference to appeals were buried in the sections for each type of land use case. Lastly, the update removes the requirement for the Urban Renewal Authority to review some land use applications, including subdivisions, ROW vacations, and variances, as their bylaws, enabling statute, and intergovernmental agreements do not require this. Cleanup of Chapter 2 – Responsibilities of the Planning Commission Section 2-60 of the Code concerns responsibilities of the Planning Commission. It is generally duplicated by other section in Chapter 26, including the review process chart in 26-106. This ordinance removes some sections of this chapter to reduce duplication and relies on the language “as prescribed by chapter 26” to outline the review responsibilities of the Planning Commission. It also removes references to outdated language and subdivision terms. Per the City Attorney, it is not necessary to have responsibilities of the Planning Commission in the Code multiple times. RECOMMENDATIONS: Staff recommends approval of the ordinance. RECOMMENDED MOTION: “I move to approve Council Bill No. 23-2023, an ordinance amending Chapter 2 and Chapter 26 of the Wheat Ridge Code of Laws, concerning the City’s subdivision and development review requirements, and making conforming amendments therewith, on second reading, order it published, and that it takes effect fifteen (15) days after final publication.” Or, “I move to postpone indefinitely Council Bill No. 23-2023, an ordinance amending Chapter 2 and Chapter 26 of the Wheat Ridge Code of Laws, concerning the City’s subdivision and Council Action Form –Subdivision and Development Review Process September 11, 2023 Page 6 development review requirements, and making conforming amendments therewith for the following reason(s): _______________________________________.” REPORT PREPARED/REVIEWED BY: Scott Cutler, Senior Planner Jana Easley, Planning Manager Lauren Mikulak, Community Development Director Patrick Goff, City Manager ATTACHMENTS: 1. Council Bill No. 23-2023 2. Draft PC Meeting Minutes 3. City of Wheat Ridge Community Involvement Strategy CITY OF WHEAT RIDGE, COLORADO INTRODUCED BY COUNCIL MEMBER OHM COUNCIL BILL NO. 23 ORDINANCE NO. 1774 Series 2023 TITLE: AN ORDINANCE AMENDING CHAPTER 2 AND CHAPTER 26 OF THE WHEAT RIDGE CODE OF LAWS, CONCERNING THE CITY’S SUBDIVISION AND DEVELOPMENT REVIEW REQUIREMENTS, AND MAKING CONFORMING AMENDMENTS THEREWITH WHEREAS, the City of Wheat Ridge is a home rule municipality having all powers conferred by Article XX of the Colorado Constitution; and WHEREAS, pursuant to its home rule authority and C.R.S. § 31-23-101, the City, acting through its City Council (the “Council”), is authorized to adopt ordinances for the protection of the public health, safety, or welfare; and WHEREAS, the Council has prioritized meaningful public engagement and education including the implementation of the Wheat Ridge Speaks online engagement platform, the Let’s Talk Neighborhood Engagement program, and the support of staff’s efforts to create and implement the Community Involvement Strategy; and WHEREAS, the Council recognizes that the current subdivision review processes and public hearing requirements often conflict with the desire to inform rather than consult the public regarding development activities when the proposed uses are already permitted by the underlying zoning; and WHEREAS, the Council recognizes the need to reduce duplication and unnecessary cross-references within the Code of Laws to ensure codes are easy to understand and administer; and WHEREAS, the Council recognizes that there is the need to inform the public of larger subdivision applications that will result in greater impacts to the community and to provide balanced information in plain language. NOW THEREFORE BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF WHEAT RIDGE, COLORADO: Section 1. Section 2-53 of the Wheat Ridge Code of Laws, concerning boards and commissions, is hereby amended as follows: … (d) Notwithstanding any other provision in this section, the following voting rules shall be in effect for all matters requiring decision by the board of adjustment, or, where appropriate, the planning commission, to grant any variance, waiver, temporary building or use permit, or any interpretation (or for any matter requiring decision by the ATTACHMENT 1 planning commission or the city council under subsection 26-6(D) or the zoning ordinance of the city): … Section 2. Section 2-60 of the Wheat Ridge Code of Laws, concerning responsibilities of the planning commission, is hereby amended as follows in subsections (e), (h), (i), and (j): … (e) The planning commission shall hold a public hearing on all land use cases as prescribed by chapter 26. The staff shall provide a written staff report to the planning commission prior to the meeting, which shall contain a staff recommendation on the case which will be based in part on how the requested change conforms to the adopted comprehensive plan. The planning commission shall pass a resolution which makes a recommendation to the city council. … (h) After holding a public hearing on major subdivision plats, the planning commission shall make a recommendation to the city council, with final action taking place at the city council. Public hearings shall be conducted following procedures outlined in the subdivision regulations. (i) Minor subdivision plats shall be heard and approved by the planning commission at a public hearing. Public hearings shall be conducted following procedures outlines in the subdivision regulations. (j) Wherein the planning commission has denied a minor subdivision, an applicant may appeal that decision to city council. Section 3. Section 26-106 of the Wheat Ridge Code of Laws, containing the review process chart for land use approvals, is hereby amended as follows, including a new column for appeal processes and new footnotes: Approval Requested Pre-Application Final Notes Reference Appeal Staff Neighborhood Staff PC CC BOA URPC Site Plan 4 X A A § 26-111 Mixed Use Concept Plan X 5 X A § 26-1116 Mixed Use Conditional Use Permit X A § 26-1118 BOA Major Subdivision X H H URA ART IV Minor Subdivision Type II Subdivision X H URA Appeal to CC ART IV CC Administrative Subdivision Type I Subdivision X A ART IV Planned Development: Outline Development Plan (ODP) X X H H URA 2 ART III Planned Development: Specific Development Plan (SDP) X H H6 URA ART III CC Planned Development: Outline Development Plan Amendment X X H H URA 2 ART III Planned Development: Specific Development Plan Amendment X A H7 A ART III Rezoning, Private X X H H URA 2 § 26-112 Rezoning, City X H H URA 2 § 26-113 Special Use X X A H8 URA A § 26-114 Appeal to CC CC Variance—Administrative A A Appeal to BOA § 26-115.C BOA Variance—Non-administrative H URA § 26-115.C Temporary Permit H A § 26-115.D Interpretation A Appeal1 to BOA § 26-115.E BOA Administrative Adjustments to the Official Zoning Map A Appeal to CC § 26-119.E CC Historic Designation H URA ART IX Planned Bldg. Group 4 X A H9 A 3 § 26-116 Varies10 Floodplain Permit—Class I A § 26-8068 BCAB Floodplain Permit—Class II 4 X A § 26-8068 BCAB Right-of-way Vacation, by ordinance X H H URA § 26-118 Right-of-way Vacation, by plat X H H § 26-118 1 Reserved. 2 Right of protest applies: See section 5-10 of the Home Rule Charter and Code subsection 26-112.C.7. 3 If four (4) or more buildings are proposed, planning commission review is required. 4 A pre-application may not be required based on the complexity of the project. 5 Neighborhood meetings for mixed use concept plan applications are required only for sites of ten (10) acres in size or larger. ;hg0; 6 City council review is required for a specific development plan only if ODP and SDP applications are submitted concurrently. Planning commission is the final authority for an SDP submitted separate from and subsequent to ODP approval. 7 Planning commission review of SDP amendments only required in some circumstances. Refer to section 26-307. 8 City council review for special use permits is only required upon appeal by an applicant of a decision of denial by the community development director, or the receipt of an objection by adjacent property owners. Refer to section 26-114. 9 Planning commission review for planned building group only required in some circumstances. Refer to section 26-116. 10 If reviewed administratively, appeal to PC. If reviewed by PC, appeal to Jefferson County District Court. Key: PC: Planning commission CC: City council BOA: Board of adjustment X: Meeting required H: Public hearing required A: Administrative review URPC: Urban Renewal Plan compliance required: If "A" is noted, administrative review; if "URA" is noted, review by Wheat Ridge Urban Renewal Authority is required — see section 26-226. BCAB: Building Code Advisory Board Section 4. Section 26-111.A of the Wheat Ridge Code of Laws, describing application of site plan review requirements, is hereby amended as follows: A. Application. The requirements of this section apply to site development on property for which the use proposed is a use by right, is other than a single- unit dwelling or two-unit dwelling, and for which subdivision or planned development district approval is not sought. The requirements for site plans required in planned development zone districts are found in those district regulations. This section establishes the purpose, graphic and informational requirements for site development review required in instances other than planned development districts, including all site development within any mixed-use zone district established in article XI. Section 5. Section 26-115.C of the Wheat Ridge Code of Laws, regarding variances, is hereby amended as follows with the insertion of a new subsection 4 and the appropriate renumbering of the current subsections 4 and 5 to 5 and 6: … 4. Variances and waivers for subdivision applications. The planning commission is empowered to hold public hearings to hear and decide upon subdivision applications which include variance or waiver requests as described in section 26-409 and defined herein as Type II Subdivisions. … Section 6. Section 26-118 of the Wheat Ridge Code of Laws, concerning right- of-way vacations, is amended as follows: Street right-of-way vacations can occur by ordinance or by final plat and can be initiated by either the City of Wheat Ridge or by a private party. A. Vacation by plat. When a right-of-way streetis being vacated as part of the platting process it shall be graphically shown and shall be designated as being “hereby vacated by this plat.” The document for vacation in this instance shall follow the form and content of a final plat and shall be processed as a major subdivision in accordance with article IV. All submittal requirements of the platting process shall be provided by the applicant. There shall not be an additional charge for processing of the vacation in this instance. When a right-of-way was previously dedicated by a plat, it shall be vacated by plat. B. Vacation by ordinance. Applications for vacation by ordinance may also be originated by the City of Wheat Ridge or by a private property owner. When a right-of-way was previously dedicated by separate instrument, it can be vacated by ordinance or by plat. If a city-initiated vacation, the engineering division city shall prepare a legal description of the right-of-way proposed to be vacated attached to an administrative process application signed by the mayor of the City of Wheat Ridge or his or her representative. The filing fee in this instance shall be waived. The city will provide all other supplemental information required to process the city-initiated application. If a private party is applying for the vacation, he or she will be responsible for the preparation and submittal of an application package including the following items: 1. … … Section 7. Section 26-404 of the Wheat Ridge Code of Laws, concerning definitions for the subdivision regulations in Article IV, is amended as follows, with new definitions added in the appropriate alphabetical order: … Administrative subdivision: See subdivision, administrative. … Major subdivision: See subdivision, major. Minor subdivision: See subdivision, minor. … Subdivision, administrative: Any subdivision, consolidation, or lot line adjustment that involves three (3) or fewer lots or parcels, conforms to all subdivision and zoning regulations, and does not include the dedication of a public street. See section 26-405. Subdivision, major: Any subdivision, consolidation, or lot line adjustment that does not meet the definition of an administrative or minor plat, including any plat with a right-of-way vacation or the dedication of public streets. See section 26-405. Subdivision, minor: Any subdivision, consolidation, or lot line adjustment that involves four (4) or five (5) lots or parcels, conforms to all subdivision and zoning regulations, and does not include the dedication of a public street. See section 26-405. Subdivision, Type I: Any subdivision, consolidation, or lot line adjustment that conforms to all subdivision and zoning regulations, and does not include right-of- way vacation, waiver, or variance. This subdivision type shall be reviewed and approved administratively. Subdivision, Type II: Any subdivision, consolidation, or lot line adjustment that requires a waiver or variance for approval and does not include right-of-way vacation. This type of subdivision requires planning commission approval. … Section 8. Section 26-405 of the Wheat Ridge Code of Laws is hereby repealed and the section number reserved. Section 9. Section 26-406 of the Wheat Ridge Code of Laws, regarding review procedures for subdivisions, is amended as follows, including the addition of new subsections G and H: … B. Administrative plat review procedure. Type I Subdivision review procedure. 1. Application filing. An application packet shall be submitted to the community development department. Staff will review the application for completeness in accordance with the submittal requirements in section 26-410. If staff determines the application is not complete, it will be returned to the applicant and not further processed until the incomplete items have been supplied. 2. Review and referral. Upon receipt of a complete application packet the community development department will review the application and refer the application to affected departments and agencies for review and comment. The applicant must address all comments and resubmit relevant documents. 3. Decision. After the review period, staff will prepare written findings with a recommendation. The community development director shall review the plat and approve, approve with conditions, or deny the plat. C. Minor and major plat review procedure.Type II Subdivision review procedure. 1. Application filing. An application packet shall be submitted to the community development department. Staff will review the application for completeness in accordance with the submittal requirements in section 26-410. If staff determines the application is not complete, it will be returned to the applicant and not further processed until the incomplete items have been supplied. 2. Review and referral. Upon receipt of a complete application packet the community development department shall proceed with the following process: a. Staff will review the application and refer the application to affected departments and agencies for review and comment. The applicant must address all comments and resubmit relevant documents. b. After the review period, staff will give notice of scheduled public hearings on the application before the planning commission, and if needed, the city council. Notice shall be by publication, letter, and site posting in the manner provided in section 26-109. c. Staff will prepare a written report to the planning commission which evaluates the proposal, makes findings, and makes a recommendation. 3. Public hearing.Planning commission public hearing. The planning commission shall hold a public hearing to review the plat and to hear and consider any evidence or statement presented by the applicant, city staff, or by any person in attendance at the public hearing. The decision shall be based upon the facts presented in the public hearing pursuant to the procedures and review criteria for variances and waivers in section 26-409 and/or 26-115, whichever is applicable. a. Planning commission review. The planning commission shall hold a public hearing to review the plat and to hear and consider any evidence or statement presented by the applicant, city staff, or by any person in attendance at the public hearing. Any recommendation or decision shall be based upon the facts presented in the public hearing and in consideration of the regulations and standards of this article and article II of this chapter. i. Minor subdivision. The planning commission shall make a decision to either approve, approve with conditions, or deny the application. The decision by the planning commission is final for minor subdivisions. ii. Major subdivision. The planning commission shall make a recommendation of approval, approval with conditions, or denial of the application. The recommendation shall be forwarded to city council for final action. b. City council review. City council shall review and decide upon all major subdivision applications at a public hearing. Upon receipt of the final plat and accompanying recommendations, the city council shall either approve, approve with conditions, deny, or refer the plat back to planning commission for further review. City council shall base its decision upon all evidence presented, with due consideration of the regulations and standards of this article and article II of this chapter. … E. Review considerations. Decisions on subdivision applications are technical and non-discretionary in nature. The regulations and standards of this article shall be used by the city council, planning commission, and community development director in judging the merits of the application submitted for review. Because variance and waiver applications are discretionary in nature, for Type II subdivisions the planning commission shall base its decision in consideration of the extent to which the review criteria within sections 26-115 and 26-409 have been met. F. Appeal. Because of the technical and non-discretionary nature of subdivision decisions, and appeal may be filed only when a decision is based in whole or in part on an incorrect finding of compliance with these regulations. Type I subdivisions are not eligible for appeal because of their technical and non-discretionary nature. The planning commission’s decision on Type II subdivisions may be appealed to the City Council at a public hearing in accordance with section 26-109 only as follows: 1. Appeals may be filed only by the applicant or property owner. 2. A written appeal shall be submitted to the community development department within ten (10) days of a decision. 3. Any appeal of the community development director’s decision shall be heard by the planning commission at a public hearing in accordance with section 26-109. 4. Any appeal of the planning commission’s decision shall be heard by the city council at a public hearing in accordance with section 26-109. G. Notice of subdivision approval. 1. Upon approval of a subdivision in which the total gross size is two (2) acres or greater, the community development department shall send by first class mail, a notice of subdivision approval to adjacent property owners and occupants within six hundred (600) feet of the subject property. 2. The letter shall include a description of the approved subdivision, zone district information, and information regarding construction hours and requirements, in a form determined by the community development director. 3. This notice of subdivision approval shall be mailed within fifteen (15) days of subdivision approval by the community development director. 4. Failure of a property owner or occupant to receive a mailed notice shall not invalidate the approval of the subdivision and shall not be regarded as constituting inadequate notice. 5. The notice requirements of this subsection G shall not apply to plats of any size that are described by one of the following: 1) lot line adjustments where only existing lot lines are shifting, including lot line adjustments for previously-approved townhouse plats; or, 2) consolidation plats for properties which contain existing and completed development for the sole purpose of eliminating unnecessary lot lines and which will not result in the creation of additional new lots for development. H. Right-of-way vacation. Any plat containing a right-of-way vacation shall be processed as a right-of-way vacation by plat pursuant to the requirements in section 26-118. Section 10. Section 26-409 of the Wheat Ridge Code of Laws, regarding variances and waivers for subdivisions, is amended as follows: A. Review procedure. Any subdivision application that includes a request for a variance or waiver shall be processed as a major Type II subdivision and reviewed by planning commission and city council. B. Variance. Where a subdivider proposes a plat that does not fully comply with the development standards contained in these regulations or the zoning code, the subdivider must provide a written variance request as part of the application contents. The variance request shall be considered pursuant to the procedures, review criteria, and voting ratios set forth in sections 26-115 and 2-53(d). C. Waiver. A waiver is a permitted exemption or reduction from a design principle or required improvement based on the specific conditions, circumstances or design context of a development proposal. The burden of demonstrating that a waiver is justified falls on the applicant. 1. Process. The applicant shall submit to the community development department a letter requesting the waiver and providing justification addressing the review criteria in subsection 2. below. The waiver shall be considered concurrently with the review of the final plat. Final action on the request shall be made by planning commissioncity council. The waiver request shall be considered pursuant to the voting ratios set forth in section 2-53(d). … Section 11. Section 26-411.G of the Wheat Ridge Code of Laws, regarding easements and tracts, is amended as follows, by addition of a new subsection 7: G. Easements and tracts. … 7. Easement removal. a. Easements vacated by plat shall be noted as being “hereby vacated and released by this plat.” b. Easements requested to be vacated or modified separately from a plat application may be processed as an affidavit of easement amendment or affidavit of easement vacation. The applicant shall include written and notarized approval from affected property owners and utility agencies. c. Separate sheets for vacation and rededication may be necessary. Section 12. Section 26-415.A of the Wheat Ridge Code of Laws, regarding dedication of public streets, is amended as follows: A. Dedication. Street dedication requirements shall be based on the city’s adopted and most current guiding documents, including, but not limited to, the Ccomprehensive Pplan, the Bicycle and Pedestrian Master Plan, and the Streetscape Design Manual of the City of Wheat Ridge. 1. Full. Dedication of a public street shall be by plat and shall be processed as a major a Type I subdivision unless other proposed conditions qualify the subdivision as a Type II subdivision or right-of-way vacation. 2. Partial. A partial right-of-way dedication is acceptable if it is required to complete a substandard street already in existence. a. Half streets. For streets on the perimeter of a subdivision, the subdivider may be permitted to dedicate sufficient right-of-way to provide an adequate street width for two (2) lanes of traffic in accordance with the city’s standards and specifications. In such instances, the subdivider shall be required to construct one-half (1/2) of the street width plus six (6) feet or other design as determined and approved by the community development department. If on street parking is desired, more additional right-of-way will be required. b. Administrative or minor subdivisionType of dedication. Where partial right-of-way dedication is required as part of aan administrative or minor subdivision application, the right-of-way shall be dedicated to the city by plat.may be dedicated to the city by separate document. On the plat, the right-of-way to be designated shall be labeled as a tracthereby dedicated., and a plat note shall indicate that the dedication of the tract will be by separate instrument. An exhibit and deed shall be prepared, signed and sealed by the professional land surveyor of record and submitted to the community development department as part of the application packet. c. Where partial right-of-way is being dedicated apart from a plat, the city may accept the dedication by deed. … Section 13. Section 26-416 of the Wheat Ridge Code of Laws is hereby repealed and the section number reserved. Section 14. Severability, Conflicting Ordinances Repealed. If any section, subsection or clause of this Ordinance shall be deemed to be unconstitutional or otherwise invalid, the validity of the remaining sections, subsections and clauses shall not be affected thereby. All other ordinances or parts of ordinances in conflict with the provisions of this Ordinance are hereby repealed. Section 15. Effective Date. This Ordinance shall take effect fifteen (15) days after final publication, as provided by Section 5.11 of the Charter. INTRODUCED, READ, AND ADOPTED on first reading by a vote of 7 to 0 on this 28th day of August 2023, ordered published by title and in full on the City’s website as provided by the Home Rule Charter, and Public Hearing and consideration on final passage set for September 11, 2023 at 6:30 p.m., as a virtual meeting and in the Council Chambers, 7500 West 29th Avenue, Wheat Ridge, Colorado. READ, ADOPTED AND ORDERED PUBLISHED on second and final reading by a vote of ___ to ___, this __ day of _____, 2023. SIGNED by the Mayor on this _____ day of ____________, 2023. _______________________________ Bud Starker, Mayor ATTEST: _________________________ Stephen Kirkpatrick, City Clerk Approved as to Form _________________________ Gerald E. Dahl, City Attorney First Publication: August 29, 2023 Second Publication: September 12, 2023 Effective Date: September 27, 2023 Published: Jeffco Transcript and www.ci.wheatridge.co.us Planning Commission Minutes - 1 – August 17, 2023 PLANNING COMMISSION Minutes of Meeting August 17, 2023 1. CALL THE MEETING TO ORDER The meeting was called to order by Chair DITULLIO at 6:33 p.m. This meeting was held in person and virtually, using Zoom video-teleconferencing technology. 2. ROLL CALL OF MEMBERS Commission Members Present: Kristine Disney Jerry DiTullio Will Kerns Daniel Larson Janet Leo Patrick Quinn Julianne Stern Commission Members Absent: Jonathan Schelke Staff Members Present: Jana Easley, Planning Manager Scott Cutler, Senior Planner Alayna Olivas-Loera, Planner II Tammy Odean, Recording Secretary 3. PLEDGE OF ALLEGIANCE 4. APPROVE ORDER OF THE AGENDA It was moved by consensus to approve the order of the agenda as written. 5. APPROVAL OF MINUTES – July 20, 2023 It was moved by Commissioner Quinn and seconded by Commissioner LEO to approve the minutes of July 20, 2023, as written. Motion carried 6-0-1 with Commissioner DISNEY abstaining. 6. PUBLIC FORUM (This is the time for any person to speak on any subject not appearing on the agenda.) No one wished to speak at this time. 7. PUBLIC HEARING Planning Commission Minutes - 3 – August 17, 2023 approval of a zone change from Commercial-One (C-1) to Mixed Use- Commercial (MU-C) for property located at 7575 W. 44th Avenue for the following reasons: 1. The proposed zone change will promote the public health, safety, or welfare of the community and does not result in an adverse effect on the surrounding area. 2. Utility infrastructure adequately services the property. 3. The proposed zone change is consistent with the goals and objectives of the City’s Comprehensive Plan and consistent with the character of Wadsworth Boulevard. 4. The zone change will provide additional opportunity for reinvestment in the area. The criteria used to evaluate a zone change supports the request. Motion carried 6-1 with Commissioner DITULLIO voting against. B. Case No. ZOA-23-08: An ordinance amending Chapter 2 and Chapter 26 of the Wheat Ridge Code of Laws, concerning the City’s subdivision review requirements. Chair DITULLIO opened the public hearing. Mr. Cutler gave a short presentation regarding the ordinance. In response to questions from Commissioners DISNEY and QUINN, Mr. Cutler explained that Type I would encompass any subdivision that is not requesting a variance or right-of-way vacation and is no longer correlated to the number of lots in a subdivision. He added that the proposal is to make the review process for Type I subdivisions administrative (approval by Community Development Director) if the minimum standards are met. He also confirmed there will be public noticing if the property being subdivided is larger than 2 acres. Commissioner LARSON asked for an example of a waiver of variance. Mr. Cutler explained that one type of variance for a subdivision would be lot width or the maximum length of a cul-de-sac. He added that the review criteria for variances are very strict and not always approvable. Commissioner LARSON had some concerns about communication to the public and whether subdivision notices would be sent as letters or postcards. He wanted to ensure the community is aware it is not junk mail. In response to a question from Commissioner DITULLIO, Mr. Cutler confirmed that setback variances are not included in the subdivision requirements. Planning Commission Minutes - 4 – August 17, 2023 Public Comment No one wished to speak at this time. Chair DIULLIO closed the public hearing. It was moved by Commissioner QUINN and seconded by Commissioner KERNS to recommend APPROVAL of the proposed ordinance amending Chapter 2 and Chapter 26 of the Wheat Ridge Code of Laws, concerning the City’s subdivision and development review requirements. Motion carried 7-0. C. Case No. ZOA-23-09: An ordinance amending section 11-561, 11-566 and 26- 114 of the Wheat Ridge Code of Laws, concerning the City Hotel Licensing Program, in response to the City Council’s mandatory period review of the program. Chair DITULLIO opened the public hearing. Ms. Easley gave a short presentation regarding the ordinance. Commissioner LARSON inquired if there are any hotels that are not in C-1, C-2, and Industrial zone districts with a Special Use Permit (SUP). Ms. Easley confirmed there is one hotel with a SUP in in the C-1 zone district. Mr. Cutler added that the Hampton Inn at Clear Creek Crossing is in a mixed use district, is under construction, and will allow extended stay. Chair DITULLIO closed the public hearing. It was moved by Commissioner LARSON and seconded by Commissioner DISNEY to recommend APPROVAL of a code amendment modifying Chapter 26 of the Wheat Ridge Code of Laws concerning special use permits for hotels. Motion carried 7-0 8. NEW BUSINESS A. Upcoming Dates Ms. Easley reminded the Commission about the Boards and Commissions BBQ on Aug 30 at 5:30pm. She also mentioned the Let’s Talk N I-70 and Crown Hill surveys are open until Sept. 8, and that there is an open house on Aug. 31 from City of Wheat Ridge Community Involvement Strategy City of Wheat Ridge City Council and staff are committed to a culture of meaningful public participation and community involvement. Effective public participation provides decision makers with perspectives and opinions shared by the community and seeks to ensure all voices are heard. The Community Involvement Strategy provides a framework to ensure active, consistent and balanced participation and public engagement in decision making processes. Guiding Principles •Residents affected by an issue or initiative will have the opportunity to participate and have their say •Residents can have their say in a manner that is convenient for them. This means barriers to participation should be removed to the greatest degree possible by meeting residents where they are; online, at existing gatherings and in places where they move as part of their daily lives, in addition to designated public forums •Residents have various needs in order to be able to have their say. This means needs such as childcare, interpretation, nontraditional schedules and cultural norms must be considered as factors in the community involvement process •Residents want to have their say in various ways. Not all residents are comfortable speaking in front of an audience and their opinions and perspectives are valid regardless of how they speak up Levels of Community Involvement The Involve Wheat Ridge Community Involvement Strategy acknowledges three levels of participation: 1.Inform/Educate/Celebrate Promise: We will provide the community with balanced, accurate and objective information. We will answer questions and keep the community informed. Inform/Educate when: Contemplating temporary changes in service or facilities, or when the change is unlikely to affect the quality of life of Wheat Ridge residents, when change is occurring as a result of a plan or strategy that has been adopted, to correct misperceptions or in the case of normal day-to-day business assigned to staff. Tools & Tactics: Communication tools including City’s website, social media, public notices, posters, press releases, announcements, e-newsletters, signage, videos and white papers. Can also include information tables, presentations to groups, engagement webpage for easy sharing of information and public open houses. Example A: The 2020 Census is coming and Wheat Ridge is committed to educating and informing residents about the safety of taking the census, the significance of the census and the importance of being counted. The City’s engagement practice could involve presentations in the community, signage, the dissemination of promotional material, promotion on social media and a page on the engagement site where residents can post questions and receive answers about the census. Example B: Wadsworth is being widened. Wheat Ridge is committed to educating and informing residents about the lane shifts that will be in place, that businesses will be open and ATTACHMENT 3 how to use the new Continuous Flow Intersections. In addition to the tactics listed above, the City’s engagement practice could involve a question and answer forum on the engagement site. 2. Consult Promise: The community’s comments and feedback will be considered in the decision making process. Consult when: Input or feedback from the community would be helpful in determining alternatives, when the organization is considering a change in services or there is a need to understand community desires. Tools and Tactics: Online engagement activities including surveys, polls and virtual public hearings, public meetings and open houses, interactive activities where the public can show a preference (i.e. Chips in a bucket, sticker dots on a picture) Example A: The City is recruiting a new police chief and will consult with the public on the desirable qualities of the next chief. The City could conduct a survey, focus groups and develop an engagement site, asking questions about the qualities of the perfect chief for Wheat Ridge. Results will be considered throughout the interview process. The public may also be involved in the final interview stages by attending a forum with final candidates. A survey could be administered to seek the preference of attendees and feedback would be considered in the selection of the final candidate. Example B: The City is designing a streetscape and will consult the public on their visual preferences. The City could conduct an open house and host similar activities online gather feedback on a variety of design options. 3. Involve Promise: To work directly with the community throughout a process to ensure that the public’s concerns, aspirations and desires are understood and considered. Feedback contributes broadly to the outcome. Involve when: The issue affects or has the potential to affect a significant number of residents, has a lasting impact on property, community ownership is necessary, during the development of strategic or comprehensive plans, the initiative creates or significantly changes public amenities, the issue has the potential to significantly alter service levels. Tools and Tactics: Convene a steering committee or task force that includes residents and community members, design charrettes, online engagement activities including forums, Q&A, storytelling. Example: The City is updating the 44th Avenue subarea plan. Residents and other stakeholders will be invited to participate in a year long process involving multiple stages and milestones. The public will be invited to participate in wide range of on-going activities, including small group meetings, open houses, surveys, and scenario planning. In-person meetings will be complimented with online activities for those that choose to participate virtually. Polices and Guidelines for notification Currently, the Wheat Ridge Charter and or Code of Laws specifies public notification and engagement in specific circumstances and within a certain proximity of the location of issue. By way of example, a neighborhood meeting is required prior to 1) a zone change, 2) a special use permit or 3) a concept plan for land over 10 acres in size, the notification of which is mailed to land owners and tenants within 600 feet (Chapter 26). There are several other examples of specific cases in which notice is required to land owners and/or tenants, such as related to public hearings or street width designation. Important to the Community Involvement Strategy is the acknowledgement that engagement efforts will always satisfy those required by the Charter and Code. In order to best serve the public, a goal of the Community Involvement Strategy is to develop guidelines for notification and involvement that mirror best practices for City-driven initiatives. Diversity, Inclusion and Equity (DEI) As referenced in the Guiding Principles, providing equitable access for residents to have their say is important. Guidelines must be developed based on Wheat Ridge’s characteristics and attributes so that decisions around translation, interpretation, facilitation techniques, meeting locations, child care offerings, catering options etc. can be carefully considered per outreach initiative. This involves a deep dive into Wheat Ridge’s demographics and training to understand typical behaviors, cultural norms and barriers. Staffing Structure A recommendation of the 2019 Neighborhood Revitalization Strategy is the addition of two positions for the purpose of conducting a neighborhood planning and engagement effort. As community involvement transcends traditional departments and work groups, it is important that staff tasked with engaging on the neighborhood level understand the totality of the issues and initiatives that interest the community. Therefore, the neighborhood planning and engagement staff should lead a City-wide task force that includes members of each department along with the City’s communications manager and digital communications specialist. Members of the task force will act as liaisons to each department and workgroup. They will bring issues affecting the public to the task force for consideration of a public process. Each public process will be vetted by the task force, and an engagement plan will be developed to be led either by the neighborhood engagement staff or department representative. Communications staff will assist with the development and implementation of a communications strategy. In the case of each issue or initiative, the task force will: • Define the issue/problem/initiative • Define the stakeholders • Define the decision makers • Determine the appropriate level of community involvement based on the spectrum (Inform/Educate, Consult, Involve) and how the involvement will affect the outcome • Determine the engagement plan, assigning roles and responsibilities to members of the task force • Launch the plan Training and Educational Resources The International Association of Public Participation (IAP2) is a worldwide resource for training and development in the public engagement space. The three levels of engagement for Wheat Ridge are based on IAP2’s spectrum of public participation as is the online engagement tool, Engagement HQ. Members of the task force and others in the organization will benefit from IAP2’s Foundations in Public Participation training where tools, techniques and strategies for engagement are covered in depth. As every employee in an IAP2 member organization has access to online resources, webinars and local events, it is recommended that the City become a member and members of the Task Force become actively engaged. Online Community Engagement The City has selected two online solutions for community engagement. Wheat Ridge Speaks provides residents the opportunity to review presentations and provide virtual comments on land use cases as if they were in attendance at a Planning Commission or City Council public hearing. Comments are entered into the public hearing record and elected officials must review all comments prior to voting on a land use case. Wheat Ridge Speaks is managed by Community Development staff. It would be possible, at Council’s direction, to expand the use of Wheat Ridge Speaks in the future to allow public comment on all public hearing agenda items. What’s Up Wheat Ridge an online community engagement space owned by Bang the Table using the Engagement HQ platform. On this site, residents can contribute to a public process, much as if they were in attendance at a public meeting. Tools include the ability to ask and answer questions, provide input in narrative form, complete a survey, take a poll, drop pins on maps, upload videos and photographs and more. Involve Wheat Ridge will be managed by the Community Involvement task force, led by the neighborhood engagement specialist. This platform can be utilized for a variety of planning efforts and special projects. ITEM NO: 4 DATE: September 11, 2023 REQUEST FOR CITY COUNCIL ACTION TITLE: COUNCILBILL NO. 24-2023 - AN ORDINANCE AMENDING ARTICLE III OF CHAPTER 22 OF THE WHEAT RIDGE CODE OF LAWS CONCERNING BASIC LOCAL TECOMMUNICATIONS SERVICE PUBLIC HEARING ORDINANCES FOR 1ST READING (09/11/2023) BIDS/MOTIONS ORDINANCES FOR 2ND READING (09/25/2023) RESOLUTIONS QUASI-JUDICIAL: YES NO ____________________________ _______ Deputy City Manager City Manager ISSUE: The City’s code regarding the taxation of basic local telecommunication services requires revision. The current code is based on the false premise that Lumen (formerly US West, Qwest, and Century Link) is still the primary provider of telephone lines in the City. Based on this premise, competitors are charged a per line rate computed from Lumen’s number of lines and the flat occupation tax paid by Lumen per ordinance 1997-1072. Due to the rapid decline of land lines provided by Lumen, the per line charge to other providers has risen substantially. Furthermore, the current code is confusing as to how cellular lines are treated from a taxation perspective. The types and means of delivery of telecommunication services has evolved significantly since the City enacted its telecommunication occupation tax code in 1997. The current code does not reflect the status of the telecommunications industry nor is it consistent with Wheat Ridge’s municipal neighbors. Staff recommends an update to the tax code to ensure equity, simplicity, revenue preservation and ease of administration for both telecommunication providers and City staff. PRIOR ACTION: In 1997, Council approved ordinance 1072 substantially amending the Wheat Ridge Code of Laws concerning the taxation of basic local telecommunication services that had been in force since 1977. hat action was driven primarily by the Federal Telecommunications Act of 1996 Council Action Form – Telecom Occupation Tax September 11, 2023 Page 2 deregulating basic local telecommunication services to improve competition at the local level. Key code changes from that action included the creation of a single incumbent basic local service provider, U.S. West, and an occupational tax rate dependent on an annual historical tax value attributed to U.S. West of $190,575. This ordinance also included the provision of cellular service in the definition of “basic local telecommunications service,” but the text is confusing and contradictory. On August 21, 2023, staff presented Council with an update about the challenges stemming from existing code and provided recommendations for amendments. Council provided consensus to update the definition, remove the provision of an incumbent provider who pays $190,575 per year, and provide a per line monthly occupation tax for 2024 of $3.55 per line that applies to all basic local exchange providers and that the rate is adjusted annually according to the consumer price index. FINANCIAL IMPACT: The past five years’ revenue derived from telecommunications occupation tax is as follows: Year Audited Revenue 2022 $876,297 2021 $626,461 2020 $574,382 2019 $498,039 2018 $503,465 BACKGROUND: Since the early 1980s, the telecommunication industry has experienced tremendous technological innovation. Ranging from the manner in which telecommunication services are provided to the telecommunication equipment used by businesses and consumers, the industry is seemingly in a constant state of flux. Naturally, local governments have experienced challenges in keeping pace with the telecommunications industry as it relates to business occupation taxation. The City of Wheat Ridge last addressed the changes in the telecommunications industry in the late 1990s with a sweeping amendment of Chapter 22, Article III, “Basic Local Telecommunications Service”. Certain language in the City’s telecommunications tax code language is not aligned with the industry nor the taxation practices of other local governments. In addressing the mandates of the Federal Telecommunications Act of 1996, the City recognized that U.S. West held a monopoly on basic local telecommunication services in Wheat Ridge. Naturally, the City desired to create a more competitive marketplace for other basic local telecommunication services. Thus, 1997’s Ordinance 1072, that repealed and reenacted Chapter Council Action Form – Telecom Occupation Tax September 11, 2023 Page 3 22, Article III, sought to foster competition for basic local telecommunication service providers. Part of this effort established U.S. West -- which later became Qwest until becoming CenturyLink and now Lumen – as the sole incumbent basic local telecommunications service provider. While this designation would appear to memorialize the monopoly that U.S. West once held, it actually served as an important step in the City’s desire to create a fair occupational tax basis for other basic local telecommunication service providers. Another key part of this effort was the codification of $190,575 in telecommunication occupational taxes paid by U.S. West in 1996. This is yet another important benchmark because since 1997, this figure has served as a key piece of the computation for determining the annual telecommunications occupation tax for all non-incumbent basic local telecommunication service providers. As the incumbent, since 1997, Lumen has never paid an annual amount of telecommunication occupation tax more or less than $190,575. The telecommunication occupation tax applicable to non-incumbents is computed as follows: Numerator = Incumbent Provider Tax Denominator = Number of Incumbent Provider Lines The result of the above computation is then divided by 12 for a monthly occupational tax rate. For example, for 2018, the telecommunication occupation rate for a non-incumbent was computed as follows: $190,575 4,372 = $3.63 For 2022, the telecommunication occupation rate was computed as: $190,575 1,928 = $8.24 A non-incumbent basic local telecommunication service provider with 150 lines in 2018 paid $6,534 per year in telecommunication occupation taxes. But in 2022, assuming no change in lines, the same provider paid $14,832 in telecommunication occupation taxes, an increase of 127% in 5 years. Meanwhile, the incumbent’s annual occupation tax remained unchanged. Due to the significant increase in fees, staff froze the 2022 per line rate at $8.24 while researching this issue for council’s consideration. A summary of the per rate line charged to providers, except for the incumbent, is provided below and demonstrates the actual rate in 2023 and the proposed rate in 2024, if the rate had not been artificially frozen nor a code update considered. Council Action Form – Telecom Occupation Tax September 11, 2023 Page 4 Rate Year Lumen Lines Reported Base Code / Lines = Annual $ Rate Monthly fee per line 2018 4,372 43.59 3.63 2019 4,146 45.97 3.83 2020 3,634 52.44 4.37 2021 2,896 65.80 5.48 2022 1,928 98.84 8.24 2023 1,928 98.84 8.24 2023 687 277.40 23.12 2024 463 411.61 34.30 Starting in the early part of the 21st century, business and consumer usage of cellular mobile telecommunication services began to outpace landline telecommunication services. In increasing numbers, businesses and consumers switched from landline to cellular mobile telecommunication services. Having been rewritten in 1997, Chapter 22, Article III did not sufficiently address all types of telecommunication services. Thus, as landlines of the incumbent decreased remarkably over time and because the code did not adequately address other types of telecommunication delivery services, namely cellular mobile lines, the annual occupational rate began to increase exponentially. As important, it became clear that the even-playing field that the City had sought to foster 25 years before in 1997 was no longer achievable in the current model. The staff working group, comprised of the finance manager, revenue auditor, deputy city manager, city attorney and outside council and telecommunications expert Ken Fellman, considered alternatives to reduce the current per line charge, ensure equity among providers and preserve the City’s revenue stream. The team considered: • Do nothing and leave the code as is. This option would result in the continued climb of the per line charge for providers, which is ultimately passed to customers. • Implement a sales tax instead of an occupation tax. This option is in stark contrast to our neighbors and might be viewed as a tax policy change resulting in a net revenue gain, opening us to a TABOR challenge. • Amend the code replacing the stated incumbent with the current market leader (Xfinity) or top 3, 5 or 10 businesses. This option would likely result in a higher burden on physical phone lines and fail to address the inclusion of cellular lines. • Amend the code to further clarify cellular service and institute a flat per line fee applicable to all lines and all providers. This option aligns Wheat Ridge with our neighbors, lowers the current per line charge and preserves the revenue stream. It is not a change to tax policy, but rather a cleanup and clarification of the existing code. Based on extensive research and experience in administering the program, staff recommended the following updates to the current code, for which Council provided consensus on August 21, 2023. 1. Change the defined term “basic local telecommunications service” to “basic local exchange service” to utilize common terminology found in state and federal law. Additionally, remove Council Action Form – Telecom Occupation Tax September 11, 2023 Page 5 existing ambiguity to more clearly express the intent of the 1997 ordinance that cellular service be deemed “basic local exchange service.” 2. Remove the provision of an incumbent provider who pays $190,575 per year 3. Provide a per line monthly occupation tax for 2024 of $3.55 per line that applies to all basic local exchange providers. Adjust the per line occupation tax annually, effective January 1, 2025, by the percentage change in the US Bureau of Statistics Consumer Price Index for the Denver-Boulder area. RECOMMENDED MOTION: “I move to approve Council Bill No. 24-2023, an ordinance amending article III of Chapter 22 of the Wheat Ridge Code of Laws concerning basic local telecommunication service on first reading, order it published, public hearing set for Monday, September 25, 2023 at 6:30 p.m. as a virtual meeting and in City Council Chambers and that it take effect upon adoption and signature by the Mayor and City Clerk, as permitted by Section 5.11 of the Charter.” Or, “I move to postpone indefinitely Council Bill No. 24-2023, an ordinance amending article III of Chapter 22 of the Wheat Ridge Code of Laws concerning basic local telecommunication service” for the following reason(s) _________________.” REPORT PREPARED AND REVIEWED BY: Mark Colvin, Finance Manager Allison Scheck, Deputy City Manager Patrick Goff, City Manager ATTACHMENTS: 1. Council Bill No. 24-2023 CITY OF WHEAT RIDGE, COLORADO INTRODUCED BY COUNCIL MEMBER __________ COUNCIL BILL NO. 24 ORDINANCE NO. 1776 Series 2023 TITLE: AN ORDINANCE AMENDING ARTICLE III OF CHAPTER 22 OF THE WHEAT RIDGE CODE OF LAWS, CONCERNING BASIC LOCAL TELECOMMUNICATIONS SERVICE WHEREAS, the City of Wheat Ridge, Colorado (the “City”), is a Colorado home rule municipality, duly organized and existing pursuant to Section 6 of Article XX of the Colorado Constitution; and WHEREAS, pursuant to its home rule authority and C.R.S. § 31-23-101, the City, acting through its City Council (the “Council”), is authorized to adopt ordinances for the protection of the public health, safety, or welfare; and WHEREAS, in the exercise of this authority the Council has previously adopted Article III of Chapter 22 of the Wheat Ridge Code of Laws concerning basic local telecommunications service; and WHEREAS, the Council finds and determines that it is necessary to change the defined term “basic local telecommunications service” to “basic local exchange service” in order to utilize terminology more commonly used to describe this service in both state and federal law, as well as to avoid potential confusion regarding the applicability of certain Federal Communications Commission rules that address “telecommunications services” as that term is defined in federal law; and WHEREAS, the Council finds and determines that it is necessary to clarify the definition of “basic local exchange service" and to simplify the manner in which the occupation tax is levied upon such service. NOW THEREFORE BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF WHEAT RIDGE, COLORADO: Section 1. Section 22–121 of the Code is amended by repealing and reenacting the following definitions to read in their entirety as shown: Basic local exchange service means a service that provides (a) a local dial tone; (b) local usage necessary to place or receive a call within an exchange area; and (c) access to emergency, operator, and interexchange telecommunications services. Basic local exchange service is also intended to be analogous to "telephone exchange service" as that term is defined in federal law, namely, service within a telephone exchange, or within a connected system of telephone exchanges within the same exchange area operated to furnish to subscribers intercommunicating service of the character ordinarily furnished by a single exchange, and which is covered by the ATTACHMENT 1 exchange service charge, or comparable service provided through a system of switches, transmission equipment or other facilities (or combination thereof) by which a subscriber can originate and terminate a telecommunications service. The provision of cellular or mobile radio telephone service to any resident, business or other entity shall be deemed basic local exchange service for the purpose of determining the applicability of this business and occupation tax. Line shall mean a separate telephone number, or its functional equivalent such as a unique locator, having a service address located within the City of Wheat Ridge, except that, to the extent basic local telecommunications service is provided through trunks, a line shall mean network access register or its functional equivalent. Basic local exchange service provider shall be any company or entity who enters into the business of providing basic local telecommunications service in the City. Section 2. Section 22–123 of the Code concerning amount and payment of tax is hereby repealed and reenacted to read in its entirety as follows: The amount of the tax levied and payment of the tax shall be as follows: (1) each basic local exchange service provider who provides basic local exchange service within the city shall pay a per line tax as described below: The City Council finds and determines; a. after reasonable inquiry and calculation, there presently are a total of 20,000 individual lines of exchange service being provided by all basic local exchange service providers in the city. b. the total revenue derived from the telephone occupation tax under Article III of chapter 22 for calendar year 2022 was $850,000. This total revenue figure shall be used to determine the annual per line basic local exchange service charge under subsection 1(c) below. c. based upon these figures, the per-line tax which is imposed and shall be paid by each basic local exchange service provider as of January 1, 2024 is: $3.55 per month. This per line tax amount shall be annually adjusted by the Wheat Ridge City Treasurer as set forth in subsection (3) below. d. the per line rate established hereby will result in no significant change in revenue derived from the occupation tax on basic local exchange service as compared to prior years, it being the intention of the Council that this revenue amount remain essentially constant. (2) Each year the prior year's monthly rate shall be adjusted by the percentage change in the U.S. Bureau of Labor Statistics Consumer Price Index for Denver-Boulder, all items, all urban consumers, or its successor index based upon the August report of the prior year. The new rate shall be effective on the following January 1. Effective January 1, 2025, the tax rate shall be the 2024 monthly line charge adjusted by the percentage change in the U.S. Bureau of Labor Statistics Consumer Price Index for Denver-Boulder, all items, all urban consumers, or its successor index. This adjustment shall be based upon the August 2024 report of such index. (3) The Wheat Ridge City Treasurer is hereby authorized and directed to perform the necessary calculations to determine the per-line tax annually, based upon the then-current calculation by the City of the number of basic local exchange service lines in the City as of the date of calculation. The Treasurer is directed to perform this calculation so as to achieve a per-line charge which will result in no significant increase or decrease in the overall annual revenue to be collected by the City from this tax. Section 3. Effective Date. This Ordinance shall take effect upon adoption and signature by the Mayor and City Clerk, as permitted by Section 5.11 of the Charter. INTRODUCED, READ, AND ADOPTED on first reading by a vote of __ to __ on this 11th day of September 2023, ordered published by title and in full on the City’s website as provided by the Home Rule Charter, and Public Hearing and consideration on final passage set for September 25, 2023, at 6:30 p.m. in the Council Chambers, 7500 West 29th Avenue, Wheat Ridge, Colorado. READ, ADOPTED AND ORDERED PUBLISHED on second and final reading by a vote of ___ to ___, this _____ day of ___________ 2023. SIGNED by the Mayor on this _____ day of __________ 2023. _________________________ Bud Starker, Mayor ATTEST: _________________________ Stephen Kirkpatrick, City Clerk Approved as to Form _________________________ Gerald E. Dahl, City Attorney First Publication: September 12, 2023 Second Publication: September 26, 2023 Effective Date: September 25, 2023 Published: September 26, 2023 Jeffco Transcript and www.ci.wheatridge.co.us ITEM NO: 5 DATE: September 11, 2023 REQUEST FOR CITY COUNCIL ACTION TITLE: MOTION TO ACCEPT THE 2022 FINANCIAL STATEMENTS FROM CLIFTONLARSONALLEN PUBLIC HEARING ORDINANCES FOR 1ST READING BIDS/MOTIONS ORDINANCES FOR 2ND READING RESOLUTIONS QUASI-JUDICIAL: YES NO ____________________________ _______ Deputy City Manager City Manager ISSUE: Section 10.15 of the Municipal Charter for the City of Wheat Ridge requires that an independent audit be performed annually of all City accounts. In 2022, the City received more than $750,000 in federal funds for Wadsworth Boulevard which also triggered a “single audit” of all federal funds. The CPA firm CliftonLarsonAllen (CLA) performed both the City and federal audits of the City’s financial statements for the year ended December 31, 2022. Once again this year, the City received an unqualified opinion indicating that the City’s financial statements are fairly and appropriately presented. A representative from CLA will be at the September 11, 2023 City Council meeting to present the 2022 Financial Statements to Council for acceptance. PRIOR ACTION: None FINANCIAL IMPACT: The contract for audit services with CLA is for an amount of $39,465 inclusive of the single audit for federal funds received and expended. Council Action Form – 2022 Financial Audit September 11, 2023 Page 2 BACKGROUND: The following conclusions were reached as a result of the audit and can be found under “Significant Audit Findings” in the attached financial statements: Accounting Policies 1. “As described in Note 1, the entity changed accounting policies related to leases by adopting Statement of Governmental Accounting Standards Board (GASB Statement) No. 87, Leases, in 2022 which required recognition of certain assets and liabilities for leases that were previously classified as operating leases and established a single model for lease accounting. Accordingly, the accounting change has been applied to the beginning of the period of adoption.” 2. “We noted no transactions entered into by the entity during the year for which there is a lack of authoritative guidance or consensus. All significant transactions have been recognized in the financial statements proper period.” Significant Unusual Transactions “We identified no significant unusual transactions.” Corrected Misstatements “During the audit we identified that the managed investment account was improperly valued at cost and not at fair value in accordance with GASB 72. This resulted in the account being overstated by $935,529. After bringing the misstatement to the attention of management, the account balance was corrected.” Regarding the statement above and for further clarification, the Wheat Ridge Urban Renewal Authority financial statements for 2022 show an unrealized investment loss of $935,529. The unrealized loss is not a cash loss. Rather, the required GASB 72 adjustment, also known as a “mark-to-market adjustment” is to properly report the market value of managed investments as of December 31, 2022, having maturity dates beyond December 31, 2022. Moving forward on an annual basis, all financial statements will comply with GASB 72 and will report either an unrealized investment loss or gain until all underlying investments have matured. Difficulties Encountered in Performing the Audit “We encountered no significant difficulties in dealing with management in performing and completing our audit.” Disagreements with Management “No such disagreements arose during our audit.” RECOMMENDED MOTION: “I move to accept the 2022 Financial Statements from CliftonLarsonAllen.” Or, Council Action Form – 2022 Financial Audit September 11, 2023 Page 3 “I move to deny the acceptance of the 2022 Financial Statements from CliftonLarsonAllen for the following reason(s) ___________________” REPORT PREPARED AND REVIEWED BY: Mark Colvin, Finance Manager Allison Scheck, Deputy City Manager Patrick Goff, City Manager ATTACHMENTS: 1. 2022 Governance Communication 2. 2022 Financial Statements ATTACHMENT 1 ATTACHMENT 2