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HomeMy WebLinkAboutItem 9f - Purchase of Furniture for Police Department STAFF REPORT POLICE DEPARTMENT DATE: May 19, 2026 TO: Honorable Mayor and City Council FROM: Roy Nakamura, Police Chief By: Amber Abeyta, Management Analyst SUBJECT: PURCHASE ORDER WITH ODP BUSINESS SOLUTIONS (“OFFICE DEPOT”) FOR NEW FURNITURE TO BE USED THROUGHOUT THE ARCADIA POLICE DEPARTMENT IN AN AMOUNT NOT TO EXCEED $19,592 CEQA: Not a Project Recommendation: Approve SUMMARY The Police Department requires the purchase of new furniture from ODP Business Solutions (“Office Depot”) to support operational needs in multiple work areas. These work areas include the report writing room, space for the Logistical Services Officer, and the Records Bureau. The requested items include cabinetry and filing solutions to improve organization, efficiency, and workspace functionality. By leveraging the Master Services Agreement (“Agreement”) between ODP Business Solutions (“Office Depot”) and the Foundation for California Community Colleges (“FCCC”) for furniture purchases, the project can be expedited at prices that meet or outperform the traditional competitive bidding process. It is recommended that the City Council approve, authorize, and direct the City Manager to execute a Purchase Order with ODP Business Solutions (“Office Depot”) for new furniture to be used throughout the Police Department, in an amount not to exceed $19,592. BACKGROUND Several workspaces throughout the Police Department currently lack adequate furniture to support daily operations. Much of the existing furniture in these areas was originally installed in 2003 and has exceeded its useful lifespan given the 24/7 Office Depot Purchase Order May 19, 2026 Page 2 of 3 nature of police operations. The report writing room requires additional cabinetry to securely store reports and supplies. The office space for the Logistical Services Officer requires updated furniture to better accommodate administrative and logistical duties. Additionally, the Records Division requires a new filing cabinet to replace aging equipment and ensure secure and organized document storage. Existing furniture in these areas is either outdated, insufficient, or no longer meets operational needs, necessitating these upgrades. DISCUSSION The Fiscal Year 2025-26 Equipment Replacement budget allocates funds for replacing four workstations in the Police Department’s Records Bureau, which are over 22 years old. The four workstations were purchased from Office Depot for a total cost of $23,595. The purchase was made in compliance with the City’s procurement policy and did not meet require City Council’s approval. According to the City’s procurement policy, any purchases made from a single vendor that total $30,000 or more, must receive City Council approval. The proposed additional furniture purchases listed below total $19,592, increasing the cumulative purchases from Office Depot to $43,187 and thereby requiring City Council approval. Furniture Items Cost Report Writing Room Cabinet $1,463.37 Logistical Services Officer - Office Furniture $12,334.67 Records Bureau Filing Cabinet $5,794.01 Total $19, 592.05 (rounded to $19,592) The City’s Purchasing Policy allows the use of other agencies’ contracts to facilitate purchases, also known as “piggybacking”, in its procurement process. Piggybacking is a form of intergovernmental cooperative purchasing, in which a public agency uses an existing public contract to procure similar items or services. This method allows for savings in time, resources, and costs by leveraging another agency’s successful competitive bidding process. Through a competitive bidding process, the FCCC entered a Master Services Agreement (Attachment No. 2) with Office Depot, LLC (including ODP Business Solutions), which covers the purchase of office furniture. The Agreement term began Office Depot Purchase Order May 19, 2026 Page 3 of 3 July 1, 2021, through June 30, 2024, and was extended to June 30, 2026 (Attachment No. 3). The Purchasing Division explored possible options for the purchase of office related equipment, and it was determined that piggybacking on the competitive pricing with the FCCC was the best option. It is recommended that this Agreement be utilized to complete the new furniture purchase in the amount of $19,592. ENVIRONMENTAL ANALYSIS The proposed action does not constitute a project under the California Environmental Quality Act (“CEQA”), based on Section 15061(b)(3) of the CEQA Guidelines, as it can be seen with certainty that it will have no impact on the environment. FISCAL IMPACT Sufficient funds totaling $19,592 have been approved within the Fiscal Year 2025-26 Equipment Replacement and General Fund Operating Budgets to support this purchase. RECOMMENDATION It is recommended that the City Council determine this action is not a project under the California Environmental Quality Act (“CEQA”); and approve a Purchase Order with ODP Business Solutions (“Office Depot”) for new furniture to be used throughout the Arcadia Police Department in an amount not to exceed $19,592. Attachment No. 1: Office Depot Business Solution Quotes Attachment No. 2: Master Services Agreement Attachment No. 3: Amendment to the Master Services Agreement Quote #: 661418 Date: 5/5/2026 Mike BenneƩ 310-920-8208 Mike.BenneƩ@odpbusiness.com City of Arcadia, Reports WriƟng Room SOLD TO: SHIP TO: City of Arcadia 240 W HunƟngton Dr Arcadia CA 91007 Danny Juarez (626) 574-5182NOTES: Pricing in this proposal is based on current market condiƟons and may change due to tariff adjustments or government fees. Any increases before order invoice could adjust the final pricing. LINE QTY PRODUCT UNIT SELL EXT SELL 11NOTE $0.00 $0.00 **AUDITED BY MICHELLE EVANS 3-24-25** 21DESIGN $0.00 $0.00 COMPLIMENTARY DESIGN (STD RATE $90/HR) - TOTAL 0.75 HOURS OF DESIGN TIME 319342P-5S1 $473.66 $473.66 18"d x 42"w x 65.25"h, 2 Door, 1 Fixed, 3 Adj Shelves, 9300 SERIES Metal File Case & Storage Front Pa Global Standard Paint Finishes {20 Global Standard Finishes {F1} Lock OpƟon {40} Commercial or GSA Offering ~STD LAFI OYS W401 ~STD Metal File Case & Storage Front Paint Finishes (Global Sta Global Standard Colors 1-Oyster OYS C-Keyed For Lock #W401 Commercial Furniture Offering 469342P-FWS $40.11 $240.66 18"d x 42"w, AddiƟonal Shelf for 9300 SERIES Storage Cabinet, 9300 SERIES Metal Paint Finishes {20} Global Standard Finishes {F1} Commercial or GSA Offering LAFC OYS ~STD Metal Paint Finishes 1-Oyster OYS Commercial Furniture Offering Page 1 of 4 Attachment No. 1 LINE QTY PRODUCT UNIT SELL EXT SELL 51INSTALL RT Q67612 - 1 $610.00 $610.00 Labor to Receive Deliver and Install per proposal All work during Regular Business Hours No stair carry Area to be free and clear Non-Union Labor Page 2 of 4 LINE QTY PRODUCT UNIT SELL EXT SELL Subtotal $1,324.32 10.5% EST SALES TAX $139.05 GRAND TOTAL $1,463.37 ~Ordering Notes~ * Deposit may be due at Ɵme of order * The applicable tax will be applied at the Ɵme of invoicing * Pricing in this proposal is based on current market condiƟons and may change due to tariff adjustments or government fees. Any increases before order invoicing could adjust the final pricing. * EsƟmated leadƟme is subject to the manufactures producƟon / shipping schedules * This proposal contains Special Order items that are Not Returnable * Once an order is placed, cancellaƟons are Not Allowed Page 3 of 4 LINE QTY PRODUCT UNIT SELL EXT SELL TERMS AND CONDITIONS OF PURCHASE (FURNITURE - ODP BUSINESS SOLUTIONS WORKSPACE INTERIORS) 1.ODP Business SoluƟons, LLC (“ODP Business SoluƟons”) shall make commercially reasonable efforts to install all products as quickly as possible. However, any delivery and/or installaƟon dates quoted to Customer are approximate, and ODP Business SoluƟons obligaƟon shall be only to deliver and/or install the products within a reasonable Ɵme. Also, due to certain factory shipment schedules, it is possible that ODP Business SoluƟons will be able to deliver and install porƟons of the job in phases. Customer will be invoiced for the items as they are delivered and payment will be due as set forth in SecƟon 3 below Jobsite Services. Electric current, light, heat, trash disposal faciliƟes, hoisƟng and/or elevator service, and adequate faciliƟes for off-loading, staging, moving, and handling of the Furnishings will be furnished without charge to ODP Business SoluƟons. Customer acknowledges that if the installed Furnishings require electrical hook-ups, outlets, wiring, or other similar services, at Customer’s elecƟon, ODP Business SoluƟons may provide such services through licensed subcontractors at an addiƟonal fee or Customer shall be responsible for engaging appropriate licensed professionals. 13. 2.All prices are firm for thirty (30) days from date of proposal. Permits are the responsibility of the Customer unless expressly provided in the Proposal. 14.3.Payment terms are net twenty (20) days from date of invoice, unless otherwise agreed to and as documented on the order or quote. Customer will be invoiced for items when delivery and installaƟon (if applicable) is complete, and any punch issues are less than 10% of the value of the enƟre order. In no event shall payment be withheld for delivered products and services. Customer shall pay 90% of the invoice and may withhold 10% unƟl compleƟon of the job. The balance is payable immediately aŌer any outstanding issues are resolved. If Customer is unwilling or unable to accept delivery or installaƟon of the products according to the specified schedule, the products will be stored at Customer's expense. Customer shall pay a warehouse charge payable monthly. Any double handling of a product will be charged at our normal hourly rate. 15. ODP Business SoluƟons makes no warranƟes, expressed or implied, as to merchantability or as the suitability of the products for any parƟcular purpose, except those made by the manufacturer of the products. Any claim must be made to ODP Business SoluƟons in wriƟng within five (5) days aŌer delivery or installaƟon of the products and if no claim is so received by ODP Business SoluƟons it will be conclusively presumed that Customer has accepted and that the products are as represented. 16. 4.All orders are subject to credit approval. 5.ODP Business SoluƟons requires a minimum deposit equaling 50% on all orders over $20,000. Said deposit will be applied to Customer's account unƟl such product is delivered and invoiced. Each invoice, less its proporƟonate share of the deposit, will be due and payable as set forth in SecƟon 4 above. All products and materials are subject to applicable taxes, as well as any applicable inbound freight and fabricaƟon charges. No liability shall accrue against ODP Business SoluƟons as a result of breach of terms and condiƟons caused by any strike, act of God, lockout, accident, or delay beyond its control. 17.6. 7.An order is not cancelable once in producƟon. “Quick ships” and fabric orders are not cancelable.ODP Business SoluƟons retains, and Customer hereby grants to ODP Business SoluƟons, a security interest in the products to secure the purchase price therefore. The products shall remain personal property regardless of being fixed to any real property. If Customer defaults in the payment of the purchase price when due, ODP Business SoluƟons shall have all rights and remedies granted by the Uniform Commercial Code. A finance charge of 2% per month (annual percentage rate 24%) will be charged on all past due balances. Customer shall pay all collecƟon costs, including aƩorneys fee, in the event any claim is referred to a collecƟon agency or aƩorney. 18. 8.Any quotaƟon for special order products or materials shall be approved by an authorized Customer representaƟve for correct product number, fabric, specificaƟons and quanƟƟes. Any services rendered to Customer to change or modify the specificaƟon and layout before or during installaƟon will be charged to Customer at prevailing rates. If such changes or modificaƟons result in addiƟonal products, parts, materials or labor, they will be billed to Customer at prevailing rates. 9.Delivery and installaƟon services are conducted during normal business hours of 8:00 a.m. to 5:00 p.m., Monday through Friday. If services are requested outside of normal business hours, if special handling or equipment is required, if moving of products other than delivered is required, or if there are any unusual condiƟon not made known to ODP Business SoluƟons at the Ɵme of sale, extra labor charges at prevailing rates may apply. Products shipped directly to Customer shall be the responsibility of Customer except if agreed in wriƟng that ODP Business SoluƟons will provide delivery and installaƟon services. The receiving Customer is responsible to inspect products and file any necessary freight claims with freight provider. 19. If during installaƟon, addiƟonal products are necessary or required to complete the job, such addiƟonal products and labor will be charged to Customer at prevailing rates. Manufacturer warranƟes apply for parts only. Labor is not included.20.10. All items set forth in the quotaƟon are non-returnable.21. IN NO EVENT SHALL EITHER PARTY BE LIABLE FOR CONSEQUENTIAL, SPECIAL, INDIRECT OR INCIDENTAL DAMAGES, WHETHER IN AN ACTION BASED ON CONTRACT, TORT (INCLUDING NEGLIGENCE) OR ANY OTHER LEGAL THEORY, EVEN IF THE PARTY HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. 22. 11.Floors shall be smooth, level and free from debris. CondiƟon of Jobsite - Customer agrees to have premises available on the requested date of installaƟon and for a reasonable Ɵme thereaŌer for installaƟon during the regular business day. Customer's job site shall be clean, clear, and free of debris prior to installaƟon. Delivery and installaƟon encumbrances which necessitate addiƟonal labor will result in extra charges. If installaƟon is to be placed over carpeƟng, Ɵles, or other floor covering, Customer hereby assures ODP Business SoluƟons that all such coverings will be completed prior to Ɵme installaƟon is scheduled. The job site shall be free of interference from all trades in the work areas, and if the job site is not free of such trade interference, the delivery and installaƟon shall not proceed unƟl such interference has been eliminated, or other arrangements are agreed to in wriƟng. ODP Business SoluƟons shall be held harmless and shall not assume liability for job delay due to failure to meet any of the preceding condiƟons. 12. Each party shall indemnify and hold harmless the other party from and against any and all third-party claims, demands, acƟons, suits, losses, liabiliƟes, damages and all related costs and expenses, including without limitaƟon reasonable aƩorneys’ fees due to, arising from or relaƟng to the negligent, willful or reckless act or omission of the indemnifying party. 23. These terms and condiƟons shall be governed by the law of the State of Florida, without regard to conflict of laws principles. 24. Customer PO: Customer: Title: Customer's Signature: Date: Print Name: Page 4 of 4 Quote #: 661422A2 Date: 5/5/2026 Mike BenneƩ 310-920-8208 Mike.BenneƩ@odpbusiness.com LOGISTICAL SERVICES OFFICER'S OFFICE SOLD TO:SHIP TO: City of Arcadia 250 W HunƟngton Dr Arcadia CA 91007 Danny Juarez 626-574-5182 (Office) / 626-684-0365 (Mobile)NOTES: Pricing in this proposal is based on current market condiƟons and may change due to tariff adjustments or government fees. Any increases before order invoice could adjust the final pricing. LINE QTY PRODUCT UNIT SELL EXT SELL 11NOTE $0.00 $0.00 **AUDITED BY MICHELLE EVANS 3-24-26** 21DESIGN $0.00 $0.00 COMPLIMENTARY DESIGN (STD RATE $90/HR) - TOTAL 1.50 HOURS OF DESIGN TIME 31HWV93AALP $525.39 $525.39 Systems 72x36x24x24LeŌ Corner Cove Worksurface Edgebd Select Laminate Select Grade 2 Laminate Finish Select Edgeband Color Select Grommet Color $(L2STD) .LPT1 .DP .T1 Grd L2 Standard Laminates PorƟco Teak PorƟco Teak PlaƟnum 41HWR2436P $294.17 $294.17 Systems Rectangular Worksurface Edgeband 24D x 36W Select Laminate Select Grade 2 Laminate Finish Select Edgeband Color Select Grommet Color $(L2STD) .LPT1 .DP .T1 Grd L2 Standard Laminates PorƟco Teak PorƟco Teak PlaƟnum Page 1 of 6 LINE QTY PRODUCT UNIT SELL EXT SELL 51HHATM3S3LT $1,466.40 $1,466.40 Max 3 Stage 3 Leg T Foot Select Paint Grade Select Grade 2 Paint Select Glide Select Keypad $(P2) .PR6 .X .MEM P2 Paint Opts Silver Standard Glide Memory Preset 61HHN831124 $54.60 $54.60 Flat Bracket 24D Select Color OpƟon .S Charcoal 71HLSLZ5SC48 $74.66 $74.66 36"W External SƟffener Select Color OpƟon .P Black 81HUSLMOD1366 $551.57 $551.57 Laminate Modesty 13h x 66w Select Laminate Select Grade 2 Laminate Finish Select Edgeband Color Select Color OpƟon $(L2STD) .LPT1 .DP .P Grd L2 Standard Laminates PorƟco Teak PorƟco Teak Black 91HJTRGH36 $72.43 $72.43 36" Cable Management Tray - Black Only Select Paint Color .P Black 10 1 H105413X $806.19 $806.19 Credenza Shell 10" Mod Panel 96Wx24Dx29-1/2H Select Top Laminate Color Select Top Laminate Color Select Chassis Laminate Color $(L2STD) .LPT1 LPT1 Grd L2 Standard Laminates PorƟco Teak PorƟco Teak 11 1 H10503 $835.71 $835.71 10500 Series Lateral File Ped 36"W x 20"D x 28"H Select Laminate Select Grade 2 Laminate Finish $(L2STD) .LPT1 Grd L2 Standard Laminates PorƟco Teak Page 2 of 6 LINE QTY PRODUCT UNIT SELL EXT SELL 12 1 H105106 $574.97 $574.97 10500 Series 15 3/4Wx18 7/8Dx21 7/8H Mobile Ped B/F Select Top Laminate Color Select Top Laminate Color Select Chassis Laminate Color $(L2STD) .LPT1 LPT1 Grd L2 Standard Laminates PorƟco Teak PorƟco Teak 13 2 H105323K $739.33 $1,478.66 10500 Series48x37 1/8 Stack-On Storage 3-Dr Locking ETA Select Top Laminate Color Select Top Laminate Color Select Chassis Laminate Color $(L2STD) .LPT1 LPT1 Grd L2 Standard Laminates PorƟco Teak PorƟco Teak 14 1 H105349 $291.39 $291.39 10500 Series Stack-on Storage Clearance End Panel Kit Select Laminate Select Grade 2 Laminate Finish $(L2STD) .LPT1 Grd L2 Standard Laminates PorƟco Teak 15 2 H105853 $174.39 $348.78 10500 Series Back enclosure for 48"W Stack on Storage Select Laminate Select Grade 2 Laminate Finish $(L2STD) .LPT1 Grd L2 Standard Laminates PorƟco Teak 16 2 H90053 $204.47 $408.94 10500 Series Tckbd for 48"W Stack on Strg Bck Enclosure Fabric SelecƟon Grd A Fab Select Refuge Fabric Color $(A) .RFG 93 Grd A Fab Refuge Frost 17 1 HLED31A $503.10 $503.10 31" LED Light W/PwrSupplyForDaisyChain(STARTER) 18 1 HLED31AUO $410.06 $410.06 31"LED Lt W/8"JmprCordDaisyChain(FOLLOWER) 19 3 HARCHC2 $50.70 $152.10 Field Install Dwr/Door Kit-Arch Mat Chrome 2pack Page 3 of 6 LINE QTY PRODUCT UNIT SELL EXT SELL 20 2 HARCHC3 $55.71 $111.42 Field Install Dwr/Door Kit-Arch Mat Chrome 3pack 21 2 HF23S $39.56 $79.12 Contain SaƟn Removable Lock Core Kit Select Key Number .X125E 125E 22 2 HF27S $28.97 $57.94 SaƟn Removable Lock Core Kit Select Key Number .X125E 125E 23 1 INSTALL RT Q67614 - 1 $2,065.00 $2,065.00 Labor to Receive Deliver and Install per proposal All work during Regular Business Hours No stair carry Area to be free and clear Non-Union Labor Page 4 of 6 LINE QTY PRODUCT UNIT SELL EXT SELL Subtotal $11,162.60 EST SALES TAX 10.5% $1,172.07 GRAND TOTAL $12,334.67 ~Ordering Notes~ * Deposit may be due at Ɵme of order * The applicable tax will be applied at the Ɵme of invoicing * Pricing in this proposal is based on current market condiƟons and may change due to tariff adjustments or government fees. Any increases before order invoicing could adjust the final pricing. * EsƟmated leadƟme is subject to the manufactures producƟon / shipping schedules * This proposal contains Special Order items that are Not Returnable * Once an order is placed, cancellaƟons are Not Allowed Page 5 of 6 LINE QTY PRODUCT UNIT SELL EXT SELL TERMS AND CONDITIONS OF PURCHASE (FURNITURE - ODP BUSINESS SOLUTIONS WORKSPACE INTERIORS) 1.ODP Business SoluƟons, LLC (“ODP Business SoluƟons”) shall make commercially reasonable efforts to install all products as quickly as possible. However, any delivery and/or installaƟon dates quoted to Customer are approximate, and ODP Business SoluƟons obligaƟon shall be only to deliver and/or install the products within a reasonable Ɵme. Also, due to certain factory shipment schedules, it is possible that ODP Business SoluƟons will be able to deliver and install porƟons of the job in phases. Customer will be invoiced for the items as they are delivered and payment will be due as set forth in SecƟon 3 below Jobsite Services. Electric current, light, heat, trash disposal faciliƟes, hoisƟng and/or elevator service, and adequate faciliƟes for off-loading, staging, moving, and handling of the Furnishings will be furnished without charge to ODP Business SoluƟons. Customer acknowledges that if the installed Furnishings require electrical hook-ups, outlets, wiring, or other similar services, at Customer’s elecƟon, ODP Business SoluƟons may provide such services through licensed subcontractors at an addiƟonal fee or Customer shall be responsible for engaging appropriate licensed professionals. 13. 2.All prices are firm for thirty (30) days from date of proposal. Permits are the responsibility of the Customer unless expressly provided in the Proposal. 14.3.Payment terms are net twenty (20) days from date of invoice, unless otherwise agreed to and as documented on the order or quote. Customer will be invoiced for items when delivery and installaƟon (if applicable) is complete, and any punch issues are less than 10% of the value of the enƟre order. In no event shall payment be withheld for delivered products and services. Customer shall pay 90% of the invoice and may withhold 10% unƟl compleƟon of the job. The balance is payable immediately aŌer any outstanding issues are resolved. If Customer is unwilling or unable to accept delivery or installaƟon of the products according to the specified schedule, the products will be stored at Customer's expense. Customer shall pay a warehouse charge payable monthly. Any double handling of a product will be charged at our normal hourly rate. 15. ODP Business SoluƟons makes no warranƟes, expressed or implied, as to merchantability or as the suitability of the products for any parƟcular purpose, except those made by the manufacturer of the products. Any claim must be made to ODP Business SoluƟons in wriƟng within five (5) days aŌer delivery or installaƟon of the products and if no claim is so received by ODP Business SoluƟons it will be conclusively presumed that Customer has accepted and that the products are as represented. 16. 4.All orders are subject to credit approval. 5.ODP Business SoluƟons requires a minimum deposit equaling 50% on all orders over $20,000. Said deposit will be applied to Customer's account unƟl such product is delivered and invoiced. Each invoice, less its proporƟonate share of the deposit, will be due and payable as set forth in SecƟon 4 above. All products and materials are subject to applicable taxes, as well as any applicable inbound freight and fabricaƟon charges. No liability shall accrue against ODP Business SoluƟons as a result of breach of terms and condiƟons caused by any strike, act of God, lockout, accident, or delay beyond its control. 17.6. 7.An order is not cancelable once in producƟon. “Quick ships” and fabric orders are not cancelable.ODP Business SoluƟons retains, and Customer hereby grants to ODP Business SoluƟons, a security interest in the products to secure the purchase price therefore. The products shall remain personal property regardless of being fixed to any real property. If Customer defaults in the payment of the purchase price when due, ODP Business SoluƟons shall have all rights and remedies granted by the Uniform Commercial Code. A finance charge of 2% per month (annual percentage rate 24%) will be charged on all past due balances. Customer shall pay all collecƟon costs, including aƩorneys fee, in the event any claim is referred to a collecƟon agency or aƩorney. 18. 8.Any quotaƟon for special order products or materials shall be approved by an authorized Customer representaƟve for correct product number, fabric, specificaƟons and quanƟƟes. Any services rendered to Customer to change or modify the specificaƟon and layout before or during installaƟon will be charged to Customer at prevailing rates. If such changes or modificaƟons result in addiƟonal products, parts, materials or labor, they will be billed to Customer at prevailing rates. 9.Delivery and installaƟon services are conducted during normal business hours of 8:00 a.m. to 5:00 p.m., Monday through Friday. If services are requested outside of normal business hours, if special handling or equipment is required, if moving of products other than delivered is required, or if there are any unusual condiƟon not made known to ODP Business SoluƟons at the Ɵme of sale, extra labor charges at prevailing rates may apply. Products shipped directly to Customer shall be the responsibility of Customer except if agreed in wriƟng that ODP Business SoluƟons will provide delivery and installaƟon services. The receiving Customer is responsible to inspect products and file any necessary freight claims with freight provider. 19. If during installaƟon, addiƟonal products are necessary or required to complete the job, such addiƟonal products and labor will be charged to Customer at prevailing rates. Manufacturer warranƟes apply for parts only. Labor is not included.20.10. All items set forth in the quotaƟon are non-returnable.21. IN NO EVENT SHALL EITHER PARTY BE LIABLE FOR CONSEQUENTIAL, SPECIAL, INDIRECT OR INCIDENTAL DAMAGES, WHETHER IN AN ACTION BASED ON CONTRACT, TORT (INCLUDING NEGLIGENCE) OR ANY OTHER LEGAL THEORY, EVEN IF THE PARTY HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. 22. 11.Floors shall be smooth, level and free from debris. CondiƟon of Jobsite - Customer agrees to have premises available on the requested date of installaƟon and for a reasonable Ɵme thereaŌer for installaƟon during the regular business day. Customer's job site shall be clean, clear, and free of debris prior to installaƟon. Delivery and installaƟon encumbrances which necessitate addiƟonal labor will result in extra charges. If installaƟon is to be placed over carpeƟng, Ɵles, or other floor covering, Customer hereby assures ODP Business SoluƟons that all such coverings will be completed prior to Ɵme installaƟon is scheduled. The job site shall be free of interference from all trades in the work areas, and if the job site is not free of such trade interference, the delivery and installaƟon shall not proceed unƟl such interference has been eliminated, or other arrangements are agreed to in wriƟng. ODP Business SoluƟons shall be held harmless and shall not assume liability for job delay due to failure to meet any of the preceding condiƟons. 12. Each party shall indemnify and hold harmless the other party from and against any and all third-party claims, demands, acƟons, suits, losses, liabiliƟes, damages and all related costs and expenses, including without limitaƟon reasonable aƩorneys’ fees due to, arising from or relaƟng to the negligent, willful or reckless act or omission of the indemnifying party. 23. These terms and condiƟons shall be governed by the law of the State of Florida, without regard to conflict of laws principles. 24. Customer PO: Customer: Title: Customer's Signature: Date: Print Name: Page 6 of 6 Quote #: 661422 LAT FILES Date: 5/5/2026 Mike BenneƩ 310-920-8208 Mike.BenneƩ@odpbusiness.com City of Arcadia, Records Dept, Filing SOLD TO: SHIP TO: City of Arcadia 250 W HunƟngton Dr Arcadia CA 91007 Danny Juarez 626-574-5182 (Office) / 626-684-0365 (Mobile)NOTES: Pricing in this proposal is based on current market condiƟons and may change due to tariff adjustments or government fees. Any increases before order invoice could adjust the final pricing. LINE QTY PRODUCT UNIT SELL EXT SELL 11NOTE $0.00 $0.00 **AUDITED BY MICHELLE EVANS 3-24-26** 21NOTE $0.00 $0.00 **REVISIONS 4-20-26 NOT INCLUDED IN AUDIT** 31DESIGN $0.00 $0.00 COMPLIMENTARY DESIGN (STD RATE $90/HR) - TOTAL 2.50 HOURS OF DESIGN TIME 42H883 $1,153.84 $2,307.68 Brigade 800 Series Lateral File 3 Drawer 36W Lock Opts Select Paint Color Select Grade 2 Paint .L $(P2) .T4 Standard Random Key Lock P2 Paint Opts Champagne Metallic Page 1 of 4 LINE QTY PRODUCT UNIT SELL EXT SELL 51H919472 $743.79 $743.79 72Wx18D Square Edge Laminate Top For Lateral File Select Laminate Select Grade 2 Laminate Finish $(L2STD) .LPE1 Grd L2 Standard Laminates Phantom Ecru 63H919491 $61.84 $185.52 Single Rail Hanging File Racks(4 Pack) 72H919493 $20.06 $40.12 MagneƟc Label Holder (5-Pack) 82HF23C $40.67 $81.34 Lock Core Replacement Kit Brushed Chrome Select Key Number .X130E 130E 91INSTALL RT Q67614-1 $1,885.00 $1,885.00 Labor to Receive Deliver and Install per proposal All work during Regular Business Hours No stair carry Area to be free and clear Non-Union Labor Page 2 of 4 LINE QTY PRODUCT UNIT SELL EXT SELL Subtotal $5,243.45 EST SALES TAX 10.5% $550.56 GRAND TOTAL $5,794.01 ~Ordering Notes~ * Deposit may be due at Ɵme of order * The applicable tax will be applied at the Ɵme of invoicing * Pricing in this proposal is based on current market condiƟons and may change due to tariff adjustments or government fees. Any increases before order invoicing could adjust the final pricing. * EsƟmated leadƟme is subject to the manufactures producƟon / shipping schedules * This proposal contains Special Order items that are Not Returnable * Once an order is placed, cancellaƟons are Not Allowed Page 3 of 4 LINE QTY PRODUCT UNIT SELL EXT SELL TERMS AND CONDITIONS OF PURCHASE (FURNITURE - ODP BUSINESS SOLUTIONS WORKSPACE INTERIORS) 1.ODP Business SoluƟons, LLC (“ODP Business SoluƟons”) shall make commercially reasonable efforts to install all products as quickly as possible. However, any delivery and/or installaƟon dates quoted to Customer are approximate, and ODP Business SoluƟons obligaƟon shall be only to deliver and/or install the products within a reasonable Ɵme. Also, due to certain factory shipment schedules, it is possible that ODP Business SoluƟons will be able to deliver and install porƟons of the job in phases. Customer will be invoiced for the items as they are delivered and payment will be due as set forth in SecƟon 3 below Jobsite Services. Electric current, light, heat, trash disposal faciliƟes, hoisƟng and/or elevator service, and adequate faciliƟes for off-loading, staging, moving, and handling of the Furnishings will be furnished without charge to ODP Business SoluƟons. Customer acknowledges that if the installed Furnishings require electrical hook-ups, outlets, wiring, or other similar services, at Customer’s elecƟon, ODP Business SoluƟons may provide such services through licensed subcontractors at an addiƟonal fee or Customer shall be responsible for engaging appropriate licensed professionals. 13. 2.All prices are firm for thirty (30) days from date of proposal. Permits are the responsibility of the Customer unless expressly provided in the Proposal. 14.3.Payment terms are net twenty (20) days from date of invoice, unless otherwise agreed to and as documented on the order or quote. Customer will be invoiced for items when delivery and installaƟon (if applicable) is complete, and any punch issues are less than 10% of the value of the enƟre order. In no event shall payment be withheld for delivered products and services. Customer shall pay 90% of the invoice and may withhold 10% unƟl compleƟon of the job. The balance is payable immediately aŌer any outstanding issues are resolved. If Customer is unwilling or unable to accept delivery or installaƟon of the products according to the specified schedule, the products will be stored at Customer's expense. Customer shall pay a warehouse charge payable monthly. Any double handling of a product will be charged at our normal hourly rate. 15. ODP Business SoluƟons makes no warranƟes, expressed or implied, as to merchantability or as the suitability of the products for any parƟcular purpose, except those made by the manufacturer of the products. Any claim must be made to ODP Business SoluƟons in wriƟng within five (5) days aŌer delivery or installaƟon of the products and if no claim is so received by ODP Business SoluƟons it will be conclusively presumed that Customer has accepted and that the products are as represented. 16. 4.All orders are subject to credit approval. 5.ODP Business SoluƟons requires a minimum deposit equaling 50% on all orders over $20,000. Said deposit will be applied to Customer's account unƟl such product is delivered and invoiced. Each invoice, less its proporƟonate share of the deposit, will be due and payable as set forth in SecƟon 4 above. All products and materials are subject to applicable taxes, as well as any applicable inbound freight and fabricaƟon charges. No liability shall accrue against ODP Business SoluƟons as a result of breach of terms and condiƟons caused by any strike, act of God, lockout, accident, or delay beyond its control. 17.6. 7.An order is not cancelable once in producƟon. “Quick ships” and fabric orders are not cancelable.ODP Business SoluƟons retains, and Customer hereby grants to ODP Business SoluƟons, a security interest in the products to secure the purchase price therefore. The products shall remain personal property regardless of being fixed to any real property. If Customer defaults in the payment of the purchase price when due, ODP Business SoluƟons shall have all rights and remedies granted by the Uniform Commercial Code. A finance charge of 2% per month (annual percentage rate 24%) will be charged on all past due balances. Customer shall pay all collecƟon costs, including aƩorneys fee, in the event any claim is referred to a collecƟon agency or aƩorney. 18. 8.Any quotaƟon for special order products or materials shall be approved by an authorized Customer representaƟve for correct product number, fabric, specificaƟons and quanƟƟes. Any services rendered to Customer to change or modify the specificaƟon and layout before or during installaƟon will be charged to Customer at prevailing rates. If such changes or modificaƟons result in addiƟonal products, parts, materials or labor, they will be billed to Customer at prevailing rates. 9.Delivery and installaƟon services are conducted during normal business hours of 8:00 a.m. to 5:00 p.m., Monday through Friday. If services are requested outside of normal business hours, if special handling or equipment is required, if moving of products other than delivered is required, or if there are any unusual condiƟon not made known to ODP Business SoluƟons at the Ɵme of sale, extra labor charges at prevailing rates may apply. Products shipped directly to Customer shall be the responsibility of Customer except if agreed in wriƟng that ODP Business SoluƟons will provide delivery and installaƟon services. The receiving Customer is responsible to inspect products and file any necessary freight claims with freight provider. 19. If during installaƟon, addiƟonal products are necessary or required to complete the job, such addiƟonal products and labor will be charged to Customer at prevailing rates. Manufacturer warranƟes apply for parts only. Labor is not included.20.10. All items set forth in the quotaƟon are non-returnable.21. IN NO EVENT SHALL EITHER PARTY BE LIABLE FOR CONSEQUENTIAL, SPECIAL, INDIRECT OR INCIDENTAL DAMAGES, WHETHER IN AN ACTION BASED ON CONTRACT, TORT (INCLUDING NEGLIGENCE) OR ANY OTHER LEGAL THEORY, EVEN IF THE PARTY HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. 22. 11.Floors shall be smooth, level and free from debris. CondiƟon of Jobsite - Customer agrees to have premises available on the requested date of installaƟon and for a reasonable Ɵme thereaŌer for installaƟon during the regular business day. Customer's job site shall be clean, clear, and free of debris prior to installaƟon. Delivery and installaƟon encumbrances which necessitate addiƟonal labor will result in extra charges. If installaƟon is to be placed over carpeƟng, Ɵles, or other floor covering, Customer hereby assures ODP Business SoluƟons that all such coverings will be completed prior to Ɵme installaƟon is scheduled. The job site shall be free of interference from all trades in the work areas, and if the job site is not free of such trade interference, the delivery and installaƟon shall not proceed unƟl such interference has been eliminated, or other arrangements are agreed to in wriƟng. ODP Business SoluƟons shall be held harmless and shall not assume liability for job delay due to failure to meet any of the preceding condiƟons. 12. Each party shall indemnify and hold harmless the other party from and against any and all third-party claims, demands, acƟons, suits, losses, liabiliƟes, damages and all related costs and expenses, including without limitaƟon reasonable aƩorneys’ fees due to, arising from or relaƟng to the negligent, willful or reckless act or omission of the indemnifying party. 23. These terms and condiƟons shall be governed by the law of the State of Florida, without regard to conflict of laws principles. 24. Customer PO: Customer: Title: Customer's Signature: Date: Print Name: Page 4 of 4 Attachment No. 2