REQUEST FOR PROPOSAL #16-04 August 27, 2003
PURCHASING DEPARTMENT
UNIVERSITY OF MAINE
ORONO, MAINE 04469-5765
REQUEST FOR PROPOSAL FOR TABLES AND CHAIRS
FOR THE ARTHUR ST. JOHN CONFERENCE ROOM
1.0 GENERAL INFORMATION:
1.1 Purpose: The University of Maine System, acting through the University of Maine, is seeking proposals for the provision of tables and chairs.
This Request for Proposals (RFP) states the instructions for submitting proposals, the procedure and criteria by which a vendor may be selected and the contractual terms by which the University intends to govern the relationship between it and the selected vendor.
1.2 Definition of Parties: The University of Maine will hereinafter be referred to as the "University." Respondents to the RFP shall be referred to as "Bidders." The Bidder to whom the contract is awarded shall be referred to as the "Contractor."
1.3 Scope: The University is purchasing tables and chairs to be used in the Arthur St. John Conference Room which will be located in the new Engineering and Science Complex currently under construction and scheduled for completion in Spring, 2004. Items must be High Grade quality to withstand intensive use.
1.4 Alternates: Unless otherwise provided for in this solicitation, the name of a certain brand, make or manufacturer does not restrict bidders to the specific brand, make or manufacturer named; but conveys the general style, type, character, and quality of the article desired. Any article which the University, in its sole discretion, determines to be the equal of that specified, considering quality, workmanship, economy of operation, and suitability for the purpose intended, shall be accepted. It is the bidder's responsibility to clearly and specifically indicate the product being offered and to provide sufficient descriptive literature, catalog cuts and technical detail to enable the University to determine if the product offered meets the requirements of the solicitation. Failure to furnish adequate data for evaluation purposes may result in declaring a bid non-responsive. Unless the bidder clearly indicates in its bid that the product offered is an "equal" product, such bid will be considered to offer the brand name products referenced in the solicitation.
The University currently has contracts for the following brands: Steelcase, Herman Miller, KI, Haworth, Allsteel, Hon, Global, and Eck Adams. You may not submit a proposal for any of those brands unless you currently hold that contract with the University.
1.5 Evaluation Criteria: Proposals will be evaluated on many criteria deemed to be in the University's best interests, including, but not limited to cost, quality, service ability, delivery, ability to meet specifications, warranty terms, responsiveness to terms and conditions, design & comfort, color selection, and references.
1.6 Communication with the University: It is the responsibility of the bidder to inquire about any requirement of this RFP that is not understood. Responses to inquiries, if they change or clarify the RFP in a substantial manner, will be forwarded by addenda to all parties that have received a copy of the RFP. Addenda will also be posted on our web site,
www.umaine.edu/purchasing/. The University will not be bound by oral responses to inquiries or written responses other than addenda.
Inquiries must be made to: Anne-Marie Nadeau
Purchasing Department
University of Maine
5765 Service Building
Orono, Maine 04469-5765
(207) 581-2690
1.7 Award: It is the intent of the University to award this bid by schedule or all to one vendor. The University reserves the right to conduct any tests it may deem advisable, and to make all evaluations. The University reserves the right to reject any or all bids, in whole or in part, and is not necessarily bound to accept the lowest bid if that bid is contrary to the best interests of the University. The University reserves the right to waive minor irregularities. Scholarships, donations, or gifts to the University will not be considered in the evaluation of proposals. A bid may be rejected if it is in any incomplete or irregular. When there are tie bids, there shall be a preference for “in-state bidders”. When tie bids are both in-state or both out-of-state, the award will be made to the bid that arrives first in the Purchasing Department.
1.8 Award Protest: Bidders may appeal the award decision by submitting a written protest to the Director of Purchasing within five (5) business days of the date of the award notice, with a copy to the successful bidder. The protest must contain a statement of the basis for the challenge.
1.9 Samples: Samples may be requested prior to award. Samples shall be provided at no cost to the University. Samples shall be exact and true representatives of the material offered. In the event the delivered product fails to conform to the sample provided, the Contractor shall immediately replace the portion of the delivered commodity with acceptable material conforming to the contract requirements at no additional cost to the University.
1.10 Confidentiality: The information contained in proposals submitted for the University's consideration will be held in confidence until all evaluations are concluded and an award has been made. At that time, the winning proposal will be available for public inspection. Pricing and other information that is an integral part of the offer cannot be considered confidential after an award has been made. The University will honor requests for confidentiality for information of a proprietary nature to the extent allowed by law. Clearly mark any information considered confidential.
1.11 Costs of Preparation: Bidder assumes all costs of preparation of the proposal and any presentations necessary to the proposal process.
1.12 Debarment: Submission of a signed proposal in response to this solicitation is certification that your firm (or any subcontractor) is not currently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from participation in this transaction by any State or Federal department or agency. Submission is also agreement that the University will be notified of any change in this status.
1.13 Proposal Understanding: By submitting a proposal, the bidder agrees and assures that the specifications are adequate, and the bidder accepts the terms and conditions herein. Any exceptions should be noted in your response.
1.14 Proposal Validity: Unless specified otherwise, all proposals shall be valid for 60 days from the due date of the proposal.
1.15 Proposal Submission: A SIGNED original and 1 copy of the proposal must be submitted to the University of Maine Purchasing Department, 5765 Service Building, Orono, Maine 04469-5765, in a sealed envelope by Tuesday, September 16th, 2003, to be date stamped by the Purchasing Department in order to be considered. Normal business hours are 8:00 a.m. to 4:30 p.m., Monday through Friday. Proposals received after the due date will be returned unopened. There will be no public opening of proposals (see Confidentiality clause). Vendors are strongly encouraged to submit proposals in advance of the due date to avoid the possibility of missing the due date because of unforeseen circumstances. Vendors assume the risk of the methods of dispatch chosen. The University assumes no responsibility for delays caused by any package or mail delivery service. Postmarking by the due date WILL NOT substitute for receipt of proposal. In the event that the University is closed due to inclement weather on the day that a proposal is due, proposals will be accepted on the next day that the University is open. Vendors may wish to call 207-581-SNOW or 800-581-SNOW if the weather is bad, to learn if the University has closed. Additional time will not be granted to any vendor. Additional time may be granted to all vendors when the University determines that circumstances require it. FAXED OR E-MAIL PROPOSALS WILL NOT BE ACCEPTED. The envelope must be clearly identified on the outside as follows:
Name of Bidder
Address of Bidder
Due Date
RFP #
2.0 TERMS AND CONDITIONS:
2.1 Payments: Payment will be upon submittal of an invoice to the Purchasing Department by the Contractor on a net 30 basis unless discount terms are offered. Invoices must include a purchase order number.
2.2 Storage: Order(s) will be placed approximately 8-10 weeks prior to scheduled completion of the building. In the event completion of the building is delayed and the University can’t take delivery of the goods, the Contractor will be required to store products until the time delivery can be made. Please indicate how the University will be charged for storage, if at all.
2.3 Furnish and Install: The items on this bid will be provided on a Contractor furnish and install basis. The Contractor will have the complete responsibility for the items or system until it is in place and working. Any special installation requirements will be submitted with the bid to the University. All transportation and installation arrangements will be the responsibility of the Contractor. Equipment will be delivered directly to the installation site. Delivery notification must be made to Fred Stoddard, (207) 581-2634 at least 48 hours prior to delivery. All crating and other debris must be removed from the premises. The Contractor will be solely responsible for correcting damage to premises resulting from the installation process.
2.4 Transportation Charges: Proposals must be F.O.B. Destination. Prices quoted will be considered to include all charges for transportation, packaging, crates, containers, insurance, duty and brokerage charges, etc. necessary to complete delivery.
3.0 SPECIFICATIONS:
Schedule I: Tables:
Sizes, two sizes: 24D x 72W x 29H
24D x 48W x 29H
Table Top: KI Venue Perimeters® Resin Top or acceptable alternative *:
1-1/8” thick high-density particleboard core. Phenolic backing sheet on underside of tops. Resins are molded to the core, creating a homogeneous link and a seamless union with the high pressure laminate. Overall thickness is 1-1/4”. Bottom surfaces pre-drilled for locating spiders.
Edge Profile: Xtraflex® yielding matte finish resin edge *. Waterfall edge with square corners.
Finishes: Laminate, edge, and paint colors will be selected from manufacturer’s standard line.
Table Base: KI E-Base Folding T-Leg or acceptable alternative:
Constructed of 14 gauge tubular steel components in folding T-base style. Top plate of 8” x 8” steel, with four holes for ¼” diameter screws. Frames are 1-3/4” o.d.round tubular steel feet, legs, plugs and stringer connectors. Leg ends have brazed metal caps finished to look like solid cylinders. Meticulously welded and finished joints. Standard height without top 27-3/4”, adjustable glides.
Base Spread for 72” table is 22” x 51”
Short-Fold base required for 48” table – Base Spread 35”
*Perimeters & Xtraflex are registered trademarks of Tables International.
Schedule II: Chairs
Steelcase Protégé 433 series armless work chair, or acceptable alternative:
Overall Dimensions: 21-1/4” deep, 23” wide, Height adjusts from 33-3/4” – 38-3/4”
Features:
Advanced Swivel-Tilt with no front rise (keeps user’s feet on floor in a reclined position)
Pneumatic Seat Height-total range of 5”
Back Tension and Upright Back Lock
Outer Back: Fully Upholstered
Base: Five-arm die-formed steel with plastic base cap (to prevent scratching)
Casters:Hard Dual-Wheel Casters for use on Carpet
Fabric: Steelcase Hampstead Grade or equivalent. Must meet California TB117. Soil retardant treatment may be considered as an option, if available. For bidding purposes please bid a fabric similar to Steelcase Hampstead (fabric card specifications attached). Please include pricing for other available fabrics.
Construction:
Exceed BIFMA standards for strength, durability and safety
Include a 1” thick high resilent urethane foam in the seat area plus a .25” thick high resilent urethane foam topper pad.
Use at least 8 gauge steel on column supports and at least 13 gauge steel on chair housing and base arms.
Inner and outer back shell and seat shell constructed of polypropylene
Safety & Compliance:
ANSI/BIFMA, ANSI/HFS, California Technical Bulletin 117
3.0 PROPOSAL CONTENT:
3.1 Pricing: Please include pricing for each schedule if awarded separately AND pricing if awarded both schedules.
Quantities:
36 Tables 24 x 72
5 Tables 24 x 48
100 Chairs
Tables:Unit
Price Chairs:Unit Price Tables:Unit Price
Chairs:Unit Price
(if awarded tables only) (if awarded chairs only) (if awarded both tables and chairs)
$ $
(24 x 72) (24 x 72)
$ $ $ $
(24 x 48) Chair
(24 x 48) Chair
Chair: Cost for other available fabric options: Chair: Cost for other fabric options
(if awarded Chairs Only) (if awarded both items)
Grade Cost Grade Cost
$ $
$ $
$ $
$ $
$ $
Soil Retardant Treatment Option, if available $ /chair
3.2 Equipment to be provided on the contract: Provide detailed manufacturers construction specifications. Additionally, include a list of all paint, laminate, edge, and fabric colors available.
3.3 Warranty: Include complete warranty information for all products you are proposing.
3.4 Lead Time: State the number of days to delivery after receipt of the order:
Tables: Chairs:
3.5 Storage: How would the University be charged for storage, if at all?
3.6 Service: Describe your ability to provide on-site service.
3.7 Recycled Material Content Alternate: The University of Maine wishes to buy as many products as possible with a recycled/recovered material content. Please provide all pertinent and verifiable information with regard to the amount of post-consumer recycled content in the products you are bidding, including if they meet or exceed EPA procurement guidelines. The bidder is responsible to clearly and specifically indicate the product being offered and to provide adequate information to enable the University to determine if the product offered meets the requirements of this solicitation. Bidders are encouraged to submit bids for both products with recycled content and for products made from virgin materials.
3.8 References: A list of three references is required to be submitted with your quotation. These references should be agencies your firm has done business with in the past year on projects with a similar scope to this one.
Company Name:____________________________________________________
Address:_________________________________________________________
City:____________________ State:_________ Zip Code:___________
Contact Person:__________________________________________________
Phone Number: ( ) ______________ Fax Number: ( )_____________
Company Name:____________________________________________________
Address:_________________________________________________________
City:___________________ State:_________ Zip Code:___________
Contact Person:__________________________________________________
Phone Number: ( ) _______________ Fax Number: ( )____________
Company Name:____________________________________________________
Address:_________________________________________________________
City:____________________ State:_________ Zip Code:___________
Contact Person:__________________________________________________
Phone Number: ( ) _________________ Fax Number: ( )__________
5.0 SIGNATURE:
COMPANY NAME _______________________
By:
(Signature)
(Print Name)
(Title)
(Date)