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Project Name: Nashua - Division of Public Works Project #: APPROVAL
This drawing Approved By:
DONNEGAN SYSTEMS, INC. Drawn by:
Salesperson: Scale Rev level: AL
“The Document and Storage Management Professionals" WENCIS,MARK 3/8" = 1 ' Date Printed: Dated
03/31/2022

Copyright © 2022 Donnegan Systems, Inc.. This material is proprietary and confidential, and the disclosure reproduction by photography, film, blueprint or otherwise or incorporation into any information retrieval system without first receiving written approval from
Donnegan Systems, Inc. is expressly prohibited by law.

COPYRIGHT © 2022 DONNEGAN SYSTEMS, INC.. ALL RIGHTS RESERVED

SIA TE OF NEW HAMPCHIRE

Department of Administrative Services
Division of Procurement and Support Services
Bureau of Purchase and Property
State House Annex
Concord, New Hampshire 03301
Posting Date: 9/14/2021
NOTICEOF CONTRACTADDENDUM

AGENTCONTACT

COMMODITY: Commercial Office Furniture-Haworth

CONTRACTNO:: 8002618

COMMODITY CODE: 425-00

VENDOR Office Interiors LID VENDOR#: 156177 BOO1
8 Washington Greet
Dover, NH 03820

CONTACTPERSON(s): Maria Cann
Tel. No.: #603-724-3029
Fax No.:# 603-743-3098
E-Mail: Mcann@OfficeInteriorstd.Com

CONTRACT PEROD: October 17, 2019 Through: October 31, 2022

PAYMENT TERMS: Net 30

PAYMENT: Payments shall be made via Procurement Card (P-Card Credit Card) or ACH’.
Orders charged upon delivery/shipment.

“If the agency isenrolled in the P-card Program, payments shall be made via P-
card. the resulting contract hasmandatory Procurement Card usage for
agenciesenrolled inthe Sate P-Card Program.

INVOICING: Invoicesshall be submitted after completion of work to the requesting agency.
Payment shallbe made by procurement card upon delivery. If payment isvia
ACH (for agencies not enrolled in P-Card), payment shall be paid in full within
thirty (30) daysafter receipt of invoice and acceptance to the Gate’s
satisfaction.

Invoicing shallbe completed on the basisof each order. Invoicesshall clearly
indicate manufacturer slist prices, discount and the net selling price to the Sate
of New Hampshire. The invoice may reflect any additional discounts offered by
the successful Vendor(s).

Purchase ordersspecifying or requiring split deliveries, or delivery asneeded, may
be invoiced per delivery if the initial purchase order authorized partial payments.
If solit and/or partial ordersand paymentsare not specifically authorized on each
purchase order, payment willbe made by the Sate of New Hampshire only upon
completion of all deliveriesand installationsand/or upon resolution of any
“punch list” issues. Any changesto purchase orders must be authorized in writing
by Purchasing.

DELIVERY TIME: The Contractor agreesto make deliveriesto ordering agencies within
mutually agreed time frames. All ordersmust be delivered and installed
at the receiving/using agency’sfacility no later than sixty (60) business
daysafter the manufacturer sreceipt of the order.

RFB #2166-19 Page 1

ContractorsMinimum Advance Notice of Intended Delivery to

Agencies:
e Ordersup to $500.00 1 businessday
notice
e Orders of $501.00 up to $5,000.00 2 business day notice
e Ordersof1 Tractor Trailer or More 5 business day notice
F.O.B.: F.0.B. Destination to any location within the Gate of New Hampshire
ORDERNG: Sate agencieswill place their ordersdirect to vendor by electronic order entry, by

e-mail, by FAX, or they may establish a standard delivery order. Political sub-divisions
and authorized non-profit organizationswill utilize their own individually established
ordering procedures.

QUESTIONS: Direct any questionsto Kimberly Hanson,
603-271-2550, Kimberly.D.Wansoni@das.nh.gov

Necessary Ordering Information From Contractor to Sate Agencies:
Purchasing requiresall quotesbe submitted with the following information:
e Name of requesting agency by Department, Division and Bureau and/or Section
e Location (city and address) of the delivery point/s
e Allproduct catalog numbers, quantities, sizes, descriptions, finishes, fabric selectionsand colors, list
prices, discounts, net pricesand the grand total
e =6Allitemsmust be keyed to the anticipated installed locations, ((oom/number/name and usersname)
with the net price sub-totalsbeing provided for these locations
e = If requested, successful Vendor(s) shall provide manufacturer sphotosof the product selected.
e Finish/fabric specifications
e Installation floor plansscaled to no lessthan 1/8”= 1'0” or submitted via AutoCad 2000 compatible file
are required. The plansmust be keyed to the specifications showing exact placement of all new
furnishings.

Prior To Order Being Placed By Purchasing:
The Contractor scooperation in explanation of all plansisrequired. The Contractor will utilize Sate of New

Hampshire Space Planning Sandardsavailable for reference on the Sate of New Hampshire web site at:
hitps//dasnh.gov/bpm/Docg Interior Soace.pdf. Any deviationsfrom the Syace Planning Sandards must be
approved, in advance, by the Agency.

The Contractor sinvoice will document the list price and the net price to the Gate of New Hampshire.

Resource information to be provided to “Planning” by Contractor:

Within five (5) working daysof contract award, the Contractor shall supply one (1) complete set (in catalogue
form) of allavailable fabricsand finish samplesoffered under the termsof thiscontract. Such samplesmust
provide by small actual finish/fabric selections, not just graphic facsimile. Contractor shallbe responsible to
keep this information up-to-date during the contract term, removing all obsolete offeringsand providing all
new offerings.

Within five (5) working daysof contract award, the Contractor shall provide “Planning” with their furniture
manufacturer scurrent fully compatible (Planning uses Windows 10 operating system and AutoCAD
Architecture 2016) planning/drafting software, such software to provide complete graphic symbolsof all
furniture components offered to the Sate through thiscontract. The Contractor shall fully support installation
and use of thissoftware at no charge to the Sate.

Installation Requirements:
The Contractor willbe required to supply, deliver, uncrate, set into place, make all of the final connections,
start-up and test allof the equipment awarded in accordance with Specifications.

Gorage chargessnall only be acceptable in certain instanceswhich are defined in “Storage Charges’
herein. Hipmentsare to be properly packaged to meet accepted commercial standardswithout any
charge to the Sate of New Hampshire. All ordersare to include installation and/or set up at the delivery site

RFB # 2166-19 Page 2

that includes delivery to the appropriate building, floorand room.

Set up willbe done at the same time/date the order isdelivered, unlessadvance mutual written agreement
isin place. Personnel representing the Contractor will have the proper installation certification, enabling
them to perform allinstallationsin accordance with manufacturer sguidelinesand specifications, and in
accordance to the approved installation floor plans. The Contractor willbe responsible for the conduct and
appearance of allinstallation personnel.

Failure of the Contractor to make a site vist doesnot relieve the Contractor of responsibility to fully
understand what isnecessary to accomplish a successful and complete installation.

Packaging:
chipmentsare to be properly packaged to meet accepted commercial standards. If productsare delivered

to the site ina damaged ordefective condition, the Contractor will offer the Sate of New Hampshire the
option of using those productsat a discounted rate with the same warrantee or temporary (substitute) similar
productsat no charge until the replacement productsarrives. The Contractor isresponsble to keep requesting
agency updated on the statusof productsthat are re-ordered due to defect ordamage.

Punch List:

The Contractor will perform a “walk through” of all new installationswith the agency’srepresentative, making
note of any damaged, missing, or miss ordered items, documenting them in the “punch list” along with
notation regarding how the partieshave agreed to resolve allproblems. The “punch list” willbe reviewed and
signed by both partiesand a copy left with the receiving agency’srepresentative. For ordersof $10,000 or less,
alldiscrepancies or problemsnoted in the “punch list” must be resolved before the Contractor's invoice willbe
paid by the Aate of New Hampshire. For ordersof $10,000 or more, 10% of the payment shall be withheld by
the Sate of New Hampshire from the Contractor sinvoice until such time all “punch list” itemsare resolved.

Warranty Requirements:

The Contractor willbe required to warranty all equipment/product awarded fora period of not lessthan the
manufacturer's United Sateswarranty standard period of time or standard number of yearsindicated by
manufacturer, from the date the itemsare received, inspected and accepted by the Sate of New Hampshire.
The warranty shall cover 100% of all parts, shipping, labor, installation, travel, lodging and expenses.

Return Charge:
There shall be no restocking or other return fee forthe return of manufacturersstandard product lines.

Custom manufactured itemsmay not be returned, unlessthe Sate determines the itemsdo not meet
specifications.

Storage Charges:

lf, during the term of thiscontract, a receiving agency notifiesthe Contractor lessthan 30 daysprior to the
agreed delivery date (which wasstated on the Purchase Order (PO), or under separate written agreement)
that the delivery willbe delayed by two (2) working daysor more, storage charges for “*large orders’ (as
defined below) may be billed to Sate of New Hampshire (to the agency requesting the delay).

“Storage fees shall be charged only on “large orders’ which are defined asorders requiring at least half a
tractor-trailer for delivery, orhaving a total net purchase price of $50,000 or more.

Siorage chargesare not to exceed the amount set for in the following schedule:
e Daily Billing Rate for Sorage Shall Not Exceed - $100a day
e Weekly Billing Rate for Storage Shall Not Exceed - $300 a week
e Monthly Billing Rate for Sorage Shall Not Exceed - $1,000 a month

Site Clean-Up/ Recycling of Packaging:
No packaging materialsand/or boxesare to be left at the delivery ste. The Contractor isresponsble for

removaland recycling of allpackaging materials.

Compliance:
Allproductswill be certified by the Contractor asbeing new, not used, or rebuilt, orhaving been used as

demonstration or evaluation equipment.

If proper delivery notice isnot given to agencies, delivery may be refused and Contractor will deliver at a later

RFB # 2166-19 Page 3

date at no extra charge to agency.

Design and Interior Space Planning Services:

Under the termsof thiscontract interior space planning servicesare to be provided by the Contractor foreach
order. Each order shall include complete installation specificationskeyed to scaled, accurately drafted floor
plans. There shallbe no limitation to the number of revisonsan agency may request. These servicesare to be
provided free of charge to allagenciesprocuring new furniture. Further requirements are:

Foor plansprepared by the Contractor shallclearly and accurately include the depiction any existing
furnishings or equipment to be reused in conjunction with the Contractor supplied furnishings.

The Contractor will utilize the Sate of New Hampshire’s Space Planning Sandards. Any deviationsfrom the
Space Planning Sandards must be approved, in advance, from “Agency”.

Allinterior planning and specificationsprepared by Contractor will fully incorporate compliance with all
applicable federal, state and local codesand ordinances. Such codesinclude but are not limited to: “BOCA
national building code”, IBC (International Building Code), “NFPA fire prevention code”, ADA (Americanswith
Disability Act), “NH Barrier-Free Design Code”, and the Sate of New Hampshire “Space Planning Gandards’.
For the Space Planning Sandardsreference the Gate of New Hampshire web sie at:
https//dasnh.gov/bpm/Docg Interior Soace.pdf.

The Contractor interior space planning “Programming” will include: Conducting interviewswith end user
regarding the budgetary and spatial restrictionsof the project, their overall and particular spatial needs, and
the rate of anticipated growth orconsolidation. Thisinformation willbe coordinated with the agencies overall
goalsand objectives, existing equipment and structural renovation limitations, prior to the Contractor
promulgating and proposing new furniture layoutsforthe agency.

All new furniture willbe specified in the manufacture’slowest price point standard fabricsand finishes, unlessa
higher grade fabric isspecifically requested by the agency.

Interior space planning will include providing agencieswith preliminary design layouts/sketchesfor their input
and approval, prior to progressing to “final” floorplansand specifications. The Contractor will also be
responsible for providing complete installation drawingsto their installers prior to their arrival at the site. All final
floor plansare to be keyed to the specifications, and submitted to the end using agency forreview and
approval prior to their order.

Allsite dimensionsand measurementsare to be verified by the Contractor prior to “finaldesign” of any
installation. The accuracy of all facility dimensions willbe the Contractor sole responsibility. If the Contractor is
found to have designed and specified a new furniture installation which doesnot fit asplanned due to
inaccurate floorplans, it willbe the Contractor's sole responsibility (financial and logistically) to resolve the
matter to the Sate’ssatisfaction. The Sate will not issue payment on such invoicesuntil all matters are
successfully resolved.

Billable Design & Soace Planning Fees, Exception:
It willbe permissible forthe Contractor to charge for space planning and design servicesif such servicesare
requested by an end user; and one of the following criteria apply:
e ace planning sernicesare requested forthe reconfiguration of “existing” furniture, with no order of
new furnishings anticipated, or_
e The order for new furnishingsis anticipated to fallbelow approx. sixty percent (60%) of the total volume
of furnishings that willoccupy the space for which the design services were requested;
e The cost of providing design service feeswillbe quoted asa “not to exceed” project, with billing based
upon an hourly rate that isnot to exceed the net price per hour set forth by the Contractor below.

If any product isdiscontinued by the manufacturer before Contractors receipt of the order, an automatic
substitution cannot be made. Written approval of the proposed substitution must be obtained from both the
receiving agency and Purchasing. The subsequent order must be accompanied by a revised Purchase Order,
issued by Purchasing.

RFB # 2166-19 Page 4

Agency/State Acceptance:
Upon each payment schedule milestone, the agency/state willaccomplish a product inspection, to ensure

that all specifications of thiscontract have been met. The agency will acknowledge acceptance by
submitting payment approval. The agency will submit any and all discrepanciesto the Contractor within 10
daysof receipt, and all discrepancieswill be rectified prior to payment. If the discrepanciescannot be
rectified within 5 daysof notification, the purchase order may be cancelled.

MINIMUM ORDERS:

There isno minimum order required under thiscontract.

ELIGIBLE PARTICIPANTS:

Politic al sub -divisions (counties, cities, towns, school districts, special district or precinct, or any other governmental
organization), or any nonprofit agency under the provisonsof 501c of the Federal Internal Revenue Code, shallbe
eligible to participate under thiscontract whenever said sub-divison or nonprofit agency so desres.

USAGE REPORTING:
Contractor shall be required to submit usage reports for analysis to the Division of Procurement and Support
Services, Purchasing Agent/Contract Manager.
Contract Number (Gate of New Hampshire Contract # and Multi-Gate Contract Number/Agreement
Reference).
Utilizing Agency and Higible Participants
Itemssold and/orall productspurchased (showing the Manufacturer, item, part number, and the final cost)
Total cost of allproductspurchased. Ability to sort asneeded from any category, including Agency and/or
eligible participant
Excel or CSV formatted document or other compatible document

PRODUCTS & PRICING:
Pricing must be the delivered and installed price (FOB Destination). Delivery and all other costswill be subject
to the following conditions:

e Discounts for “Quick Ship” productswill be noted asa separate discount.

e The Sate of New Hampshire reservesthe right to go out to bid on any line of products.

SECTION 1: FREESTANDING CASE
GOODS

Discount offered off of List Price
X Series 67%
Unig roup 75%
Planes/Hop/Jump/Swivel/ Jive 60%

| SECTION II: LATERAL ALLE

Discount offered off of List Price

X Series 67%
Compose 60%
Beside 67%

| SECTION III: SEATING

Discount offered off of List Price

Improv 67%
Soji 60%
Very Wireframe Stacker 60%
World Chair 57%
Freeedom/ Liberty 52%

RFB # 2166-19

SECTION IV: MONOUTHIC PANEL
SYSIEMS
Discount offered off of List Price

Unig roup 75%
Unigroup Too 75%
Places 75%
Compose 75%
Adaptable 75%
X Series 67%
Humanscale Keyboard Tray/Monitor
Arm 60%
Humanscale eHoat base 56%
Design Services Hourly Rate

$75.00

BALANCE OF PRODUCTUNEITEMS

During the term of contract, the state may purchase other itemsin relation to Commercial Office Furniture-
Haworth from the successful Contractor's Balance of Product Line that are not already incorporated into
another statewide contract. Allitemsordered will include all shipping/charges.

Pd
RFB # 2166-19 Page 6

City of Nashua

Purchasing Department
Administrative Services Division (603) 589-3330
229 Main Street - Nashua, NH 03060 Fax (603) 594-3233

April 27, 2022
Memo #22-271

TO: Mayor Donchess
Finance Committee

SUBJECT: Furniture for the new DPW Building in the amount not to exceed $400,000 funded from
71800 Furniture & Fixtures/DPW Facility

Please see attached communications from Tim Cummings, Director of Economic Development, dated April
18, 2022 for project specific details related to this purchase. Below please find a summary of the purchase
approval request:

Item: Office Furniture
Value: not to exceed $400,000
Vendor: Office Interiors of Dover NH

Department: 183 Economic Development & DPW Administration
Source Fund: 71800 Furniture & Fixtures/ DPW Facility

Ordinance: Pursuant to § 5-84 Special purchase procedures A/(3) Purchases which can be
procured through cooperative intergovernmental purchase agreements with
other governmental jurisdictions.

The Economic Development Division, the Department of Public Works and the Purchasing Department
respectfully request your approval of this contract.

Regards,
Kelly Parkinson

Purchasing Manager

Ce: T Cummings
C O'Connor

® THE CITY OF NASHUA "The Cate Cy’

Office of Economic Development

TO: Jim Donchess, Mayor & Michael O’Brien, Chair
FROM: Tim Cummings, Economic Development Director
Date: April 18, 2022

RE: Approval contract with Office Interiors LTD of Dover, NH for design
and purchase of furniture for the new DPW facility through the NH
State Contract No. 8002618 in an amount not to exceed $400,000.

Members of the DPW Senior Management Team toured showrooms of several vendors on the
New Hampshire and Massachusetts State Contract list for Office Furnishings. Vendors toured
included:

e Office Interiors of Dover, New Hampshire;

e KI Furniture of Boston, Massachusetts

e Knoll Furniture of Boston, Massachusetts.
The DPW Team agreed Office Interiors of Dover, New Hampshire understood the needs of the
Division of Public Works best and being that they are already a vendor through a state awarded
contract.

There is a recommendation to proceed with a $400,000 not to exceed contract to start the
procurement process for the miscellaneous office furniture. This is a necessary first step in order
to begin the planning and ultimately placing of orders.

This cost was factored into the overall project budget developed and is within the anticipated
budget allowance.

Thank you.

229 Main Street, Suite 234 * Nashua, New Hampshire 03060 « Phone (603) 589-3106

COMMODITY:
CONTRACT NO.:
COMMODITY CODE:
VENDOR:

CONTACT PERSON(s):

CONTRACT PERIOD:
PAYMENT TERMS:
PAYMENT:

INVOICING:

DELIVERY TIME:

STATE OF NEW HAMPSHIRE
Department of Administrative Services
Division of Procurement and Support Services
Bureau of Purchase and Property
State House Annex
Concord, New Hampshire 03301
Posting Date: 9/14/2021
NOTICE OF CONTRACT ADDENDUM
AGENT CONTACT

Commercial Office Furniture-Haworth
8002618
425-00

Office Interiors LTD VENDOR #: 156177 BOO!
8 Washington Street
Dover, NH 03820

Maria Cann

Tel. No.: #603-724-3029

Fax No.:#603-743-3098

E-Mail: Mcann@Officelinteriorsitd.Com

October 17, 2019 Through: October 31, 2022
Net 30

Payments shall be made via Procurement Card (P-Card -Credit Card} or ACH*.
Orders charged upon delivery/shipment.

*If the agency is enrotled in the P-card Program, payments shall be made via P-
card. The resulting contract has mandatory Procurement Card usage for
agencies enrolled in the State P-Card Program.

Invoices shall be submitted after completion of work to the requesting agency.
Payment shall be made by procurement card upon delivery. If payment is via
ACH (for agencies not enrolled in P-Card), payment shall be paid in full within
thirty (30) days after receipt of invoice and acceptance to the State’s
satisfaction.

Invoicing shall be completed on the basis of each order. Invoices shall clearly
indicate manufacturer's list prices, discount and the net selling price to the State
of New Hampshire. The invoice may reflect any additional discounts offered by
the successful Vendor(s).

Purchase orders specifying or requiring split deliveries, or delivery as needed, may
be invoiced per delivery if the initial purchase order authorized partial payments.
If split and/or partial orders and payments are not specifically authorized on each
purchase order, payment will be made by the State of New Hampshire only upon
completion of all deliveries and installations and/or upon resolution of any
“punch list" issues. Any changes to purchase orders must be authorized in writing
by Purchasing.

The Contractor agrees to make deliveries to ordering agencies within
mutually agreed time frames. All orders must be delivered and installed
at the receiving/using agency's facility no later than sixty (60) business
days after the manufacturer's receipt of the order.

RFB #2166-19

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