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Home My WebLink AboutCAG2023-365 - Supplement - Home Depot - Air Conditioning Unit for Seniors - 08/09/2023 FOR CITY OF KENT OFFICIAL USE ONLY Sup/Mgr: Agreement Routing Form DirAsst: 100 • For Approvals,Signatures and Records Management Dir/Dep� KENT This form combines&replaces the Request for Mayor's Signature and Contract Cover (Optional) WASHINGTON Sheet forms. (Print on pink or cherry colored paper) Originator: Department: Phung Huynh for Merina Hanson Parks, Recreation & Community Services Date Sent: Date Required: > 08/09/2023 8/9/2023 0 h. fl Authorized to Sign: Date of Council Approval: . a ❑✓ Mayor or Designee N/A Budclet Account Number: Grant? YesD NoF,—/] H00085.63180.6001 Budget?Eyes❑No Type: N/A Vendor Name: Category: The Home Depot Contract Vendor Number: Sub-Category: c 36409 Original Supplement 0 Project Name: portable AC Units for Seniors cProject Details: Quote for purchase of 186 Whynter 14k air conditioning units for C Home Repair Senior AC Unit Distribution Program c Basis for Selection of Contractor: Agreement Amount: $99,300.73 other E *Memo to Mayor must be attached i Start Date: Upon contract execution Termination Date: Q Local Business?DesFV�No*lfineet5 requirements per KCC 3.70.7 00,please complete"Vendor Purchase-Local Exceptions"form on Cityspace. Business License Verification: Yes❑In-Process❑Exempt(KCC 5.01.045) Authorized Signer Verified Notice required prior to disclosure? Contract Number: [—]YesO✓ No CAG2023-365 Comments: N Per disussion with Mayor Ralph on 08/08/23 due to sudden supply shortage L and pending high temperatures, staff requested and received approval to purchase remaining stock of A/C units from Home Depot ASAP. The C = program received overwhelming response from the community with over c1,000 vulnerable seniors requesting A/C units to help cool their homes. �v 6vol.,Sm'; L e�A J�, ga Date Received:City Attorney: Date Routed:Mayor's Office City Clerk's Office 1 ad«W22373.1_20 Visit Documents.KentWA.gov to obtain copies of all agreements 8124/23 rev.20221201 No.H4722-200670 The Home Depot Special Services lor�trr� gM eiar Co�:.t�iey`.1 e:.:::Ti,v 9,10)109:42 PDT'.. Will Call/Direct Ship/Delivery Courtney Mireles Returns: , EXGept where pmhibited by law, all FetUFRed SpeGial Order MeFGhaRGI068 is subjeGt tG a fifteen peMeRt oFeStOGki Rg fee. Gustem Fnade gGed is aFe not returnable. Will Call: The Home Depot Store will call the number provided on the invoice when your order is available. A Will Call held at the store for over thirty (30) days shall be subject to the abandoned property laws in your state. Direct Ship: Direct Ship merchandise will be sent by the vendor and/or manufacturer to the address on the invoice. Delive : The Home Depot shall arrange for its delivery agent to deliver the merchandise to the address identified on the invoice pursuant to the following terms and conditions: Roads Notice: The delivery address must be accessible by vehicle over roads and bridges rated to handle up to and including (40) forty ton loads. If any portion of delivery agent's route must traverse a section of road that is not rated to handle a forty ton load or heavier, Customer will be responsible for seeking a waiver, at Customer's expense, from the appropriate governmental authority. If Customer is unable to obtain a waiver, delivery service will not be available to the delivery address. Unattended Drop: If Customer will not be present to accept the delivery, and the delivery can be left unattended, please initial below: By initialing here, I authorize The Home Depot and its delivery agent to leave the merchandise unattended following delivery, and I accept full responsibility for any resulting loss of, or damage to, the merchandise. Outside Deliveries Only: If you are purchasing merchandise designated by The Home Depot for outside delivery only, your purchase does not include delivery of the merchandise beyond curbside; however, additional services may be available to deliver the merchandise to a location that you designate. In that event, you will be presented with the following waiver at the time of delivery, which you must sign as a condition of receiving any additional delivery services: In consideration of the delivery of the merchandise that I purchased from The Home Depot ("Merchandise") to a location designated by me at my request, I, , on behalf of myself and my agents, successors, and assigns, hereby RELEASE AND FOREVER DISCHARGE, WITHOUT CONDITIONS, Home Depot U.S.A., Inc. and its affiliates, employees, officers, directors, managers, agents, contractors and any other person working through or under it (hereinafter collectively "The Home Depot"), from any and all claims, causes of action, demands, liabilities, damages, costs and expenses, of every kind and nature, whether known or unknown, suspected or unsuspected, which exist now or in the future (hereinafter "Claims"), relating and/or arising out of the delivery of the Merchandise. I FURTHER EXPRESSLY, FULLY, AND UNCONDITIONALLY ASSUME ANY AND ALL RISKS AND FULL LIABILITY FOR ANY RESULTING PERSONAL INJURY, DAMAGE TO PROPERTY OR DAMAGE TO MERCHANDISE WHICH MAY GIVE RISE TO CLAIMS AGAINST ME AND/OR THE HOME DEPOT. I HAVE FULLY INFORMED MYSELF OF THE NATURE OF THE RISKS INHERENT IN THE DELIVERY OF THE MERCHANDISE AND VOLUNTARILY AGREE TO ALLOW DELIVERY OF THE MERCHANDISE ONTO MY PREMISES. I HAVE CAREFULLY READ AND COMPLETELY UNDERSTAND THIS RELEASE AND ASSUMPTION OF RISK FORM BEFORE SIGNING IT. This agreement shall become effective upon my signature and shall be governed by the laws of the State of Georgia. If you choose not to utilize additional delivery services beyond curbside delivery, you will not be required to sign the above waiver. Accepted by: X 08/09/2023 Customer's Signat4eJ Date No.H4722-200670 Returns for items purchased at a The Home Depot Store: OUR STORE RETURN POLICY Our Store Return Policy Basics Returns within 90 days of purchase and with a valid sales receipt will be exchanged, refunded in cash, credited to your account or refunded via The Home Depot store credit. Return and Product Exceptions • Purchases made with store credit, gift certificates and Gift Cards will be refunded as store credit. Store credits cannot be used to purchase Gift Cards. • Gasoline-powered equipment may be returned within 30 days of purchase with a valid sales receipt. After 30 days, item may be sent out for repair at the customer's expense,unless covered under warranty. ouvth o M« — CM Aug 9.2030J iPD`. SpeGial order-returns are subjeGt to 0 reStOGking Q f ^ee 11 Servines Desk at 1 Rtorg rnr l f J • Cash and cash equivalent purchases,exceeding$1,000, may be refunded as mail check. Checks are mailed from The Home Depot's Store Support Center in Atlanta,GA. • Receipts for purchases made with credit, debit or check within the last 90 days may be located in our system. Ask a store associate about receipt look up. • The Home Depot reserves the right to limit or refuse to accept the return of merchandise at any time and for any reason. • Items purchased at The Home Depot U.S.,The Home Depot Canada or The Home Depot Mexico may not be returned across borders. • Returns of merchandise after 90 days in Massachusetts and Connecticut, and after 120 days in Rhode Island from the date of original purchase with a receipt: Sales tax will NOT be refunded. Customers will be issued credit for the purchase price of the item(s) only.NOTE: Even exchanges of merchandise are not affected by this rule. • Customer Agreement purchases must be returned to the same store location where originally purchased. • Sorry, Returns Not Available on the Following Products: Custom made products and custom tinted paint, utility trailers, Gift Cards, Gift Certificates and Store Credits. Customer Invoice Sates Person AU13081 Store Phone If(253)852-1017 8108/2023, 12:42 PM PDT Store If 4722 Location 26120 104TH AVENUE SE,KENT,WA 98030 _Validation Area Customer Information CITY OF KENT DARREL CITY OF KENT/PARKS/HOME REPAIR (253)856.5079 220 4TH AVE S DHAMMACK@KENTWA.GOV KENT,WA 98032 Invoice#H4722-200670 PO/Job Name ARC-14s Whynter 2/2 A WIII Call Will Call Details Estimated Arrival Alternate Pickup Person Whynter 13 Days CITY OF KENT DARREL Customer will be notified when order is ready for pickup Item Description Model# SKU# Unit Price oty Subtotal 01 Whynter Whynter 14,000 BTU Portable Air Conditioner& 1005504716 $610.42/ea9h 62 $30,063.80 Dehumidifier w/Remote(115V(400 Sq Ft)ARC-14S) 5484.90/each [QC:34756334] ib DISCOUNT 525.52 OFF EACH .y. WIII CaII 9 Will Call Details Estimated Arrival Alternate Pickup Person Whynter 13 Days CITY OF KENT DARREL Customer will be notified when order is ready for pickup Item Description Model# SKU# Unit Price Oty Subtotal 02 Whynter Whynter 14,000 BTU Portable Air Conditioner& 1005504716 $618.42{-eaeh 62 $30,063.80 Dehumidifier w/Remote(115V(400 Sq Ft)ARC-14S) $484.90/each [QC:34756347] DISCOUNT$25.52 OFF EACH 0 Delivery Address twit Delivery Options CJ Delivery Date PIA Delivery 715 W Smith St Outside Delivery Customer will be notified when ry Kent,WA 98032 delivery is ready to be scheduled Item Description Model# SKU# Unit Price Qty Subtotal 03 Whynter Whynter 14,000 BTU Portable Air Conditioner& 1005504716 S&*0-424eaeh 62 S30,063.80 Dehumidifier w/Remote(115V(400 Sq Ft)ARC-14S) S484.90/each [QC:34755104] r DISCOUNT$25.52 OFF EACH Invoice is only valid for today:Wednesday,August 9 98010100652013 Page 1 of 2 1 We reserve the right to limit the quantities of merchandise sold to customers. I% Customer Invoice Sales Person AUB081 Store Phone a(253)852.1017 8/08/2023, 12:42 PM PDT Store if 4722 Location 26120 104TH AVENUE SE,KENT,WA 98030 Item Description Model N SKU A Unit Price City Subtotal 04 Outside Delivery 515663 5;0-090-ea6h 1 S0.00 i MARKDOWN S79.00 OFF EACH 50.00/each 90 DAY RETURN POLICY.The Home Depot reserves the right to limit/deny returns.Please see the return policy sign in the stores for detai Is. Subtotal $95,017.12 Pro Xtra 2023 Pro Xtra Spend Pro Xtra Savings Member Statement(as of 08/08) $124,925.01 $4,993.50 i Discounts -$4,825.72 Visit ProXlra:htInsJ/www homed epQlIl4IDL[Pro_xtie Sales Tax $9,109.33 Invoice Total — - $939,300.73 Invoice is only valid for today:Wednesday, August 9 98010100652013 Page 2 of 2 1 We reserve the right to limit the quantities of merchandise sold to customers. Home Depot Agreement Final Audit Report 2023-08-09 Created: 2023-08-09 By: Phung Huynh(phuynh@kentwa.gov) Status: Signed Transaction ID: CBJCHBCAABAANAw4BRtF2m-AKkNF5K7GptaWZDmdU16H "Home Depot Agreement" History Document created by Phung Huynh (phuynh@kentwa.gov) 2023-08-09-4:35:12 PM GMT Document emailed to courtney_mireles@homedepot.com for signature 2023-08-09-4:36:28 PM GMT Email viewed by courtney_mireles@homedepot.com 2023-08-09-4:42:09 PM GMT d� Signer courtney_mireles@homedepot.com entered name at signing as Courtney Mireles 2023-08-09-4:42:53 PM GMT t�() Document e-signed by Courtney Mireles (courtney_mireles@homedepot.com) Signature Date:2023-08-09-4:42:55 PM GMT-Time Source:server Agreement completed. 2023-08-09-4:42:55 PM GMT Powered by �� Adobe `/KENT Acrobat Sign Huynh, Phung From: Mireles, Courtney <COURTNEY_MIRELES@homedepot.com> Sent: Wednesday,August 9, 2023 9:50 AM To: Huynh, Phung Subject: Re: Home Depot Agreement between City of Kent, WA and Courtney Mireles is Signed and Filed! EXTERNAL EMAIL Hello Phung, I am the store manager at this location. Thanks Courtney Mireles Store Manager #4722 26120 io4th Ave SE, Kent, WA 98030 (253) 852-1017 ext. 500 Cell: (253)518-8729 INTERNAL USE From: Huynh, Phung<PHuynh@kentwa.gov> Sent:Wednesday, August 9, 2023 9:44 AM To: Mireles, Courtney<courtney_mireles@homedepot.com> Subject: [EXTERNAL] FW: Home Depot Agreement between City of Kent,WA and Courtney Mireles is Signed and Filed! Hi Courtney, Can you confirm your job title for me? Thanks! Phung K. Huynh, Business and Operations Manager Administration I Parks, Recreation &Community Services phuynh@KentWA.gov From:Adobe Sign<adobesign@adobesign.com> Sent:Wednesday,August 9, 2023 9:43 AM To: Courtney Mireles<courtney_mireles@homedepot.com>; Huynh, Phung<PHuynh@kentwa.gov> Cc: prods-4722@homedepot.com Home Depot Agreement between City of Kent, WA and Courtney Mireles is Signed and Filed! I CITY OF KENT PARKS, RECREATION &COMMUNITY SERVICES Julie Parascondola, Director 220 4th Avenue South 11� KENT Kent, WA 98032 W ASH I NGTON Fax: 253-856-6050 PHONE: 253-856-5100 Memo To: Dana Ralph, Mayor From: Julie Parascondola, Director CC: Merina Hanson, Human Services Manager Date: August 9th, 2023 Re: Request for exception to procurement requirements for AC distribution program The City's Parks, Recreation, and Community Services (PRCS) Department requests an exception and waiver to the bidding and procurement requirements under KCC 3.70.080 and KCC 3.70.110 for the purchase and distribution of portable Air Conditioning Units. Under section 3.70.080(D), for purchases where the estimated cost exceeds sixty-five thousand dollars ($65,000), the city shall publish notice calling for sealed bids at least one (1) time, and at least seven (7) calendar days prior to the last date upon which bids will be received, or such other reasonable time as the director may deem appropriate. KCC 3.70.110(A) allows the mayor to waive bidding requirements for the purchase of services upon a finding that the bidding requirements would otherwise not be practicable or in the City's best interests under the circumstances. PRCS is requesting an exception of bidding requirements and authorization of waiver described above for the following reasons: On June 6, 2023, Council made a motion to authorize mayor signature on a contract between the Parks Human Services Division and King County Adult Services Division in the amount of $250,000 from the King County Veterans and Human Services Levy to assist low-income Kent seniors with portable air conditioning units. These are one-time funds that are not expected to renew at the end of the contract period (December 31, 2023). Human Services is proposing to purchase 186 high efficiency air conditioning units at a cost of $99,300.73 including Washington State sales tax. As we are heading into the hottest months of the year, we anticipate challenges in securing portable AC units as they are in high demand and supply is diminishing. Given the short timeline to spend these funds and the urgency to get units into the homes of our most vulnerable seniors as soon as possible, it is our belief that advertising and acquiring bids for this project will create additional barriers that will delay timely deployment. For these reasons, I respectfully request that you authorize this exception and ratify the waiver of bidding requirements by signing below. Thank you for your consideration. APPROVED: Mayor Dana Ra Date