REQUEST FOR PROPOSAL

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1 REQUEST FOR PROPOSAL DATE: February 24, 2015 Shimizu North America LLC 909 3rd Avenue, 28th Floor New York, NY RFP Queries (646) Fax (212) PROJECT: The Japan Foundation New York Office Relocation Project PROJECT NO: RE: Furniture Dealer s Service GENERAL DESCRIPTION: Furnish all material, labor, supervision, insurance, permits, handling including transportation, unloading and storage, tools, equipment, fuel, supplies incidentals, programming, testing, training, and related works to complete requirements for the quoted works in accordance with the following listed plans and specifications. Drawings: Drawing No. Title Revision Dated No. Furniture th Floor Furniture plan 02/24/2015 Furniture-02 Furniture Diagram 02/24/2015 Specifications: Specification No. Title Pages Dated Specification -01 Furniture Specifications 1 02/24/2015 F-RFQ-ES-01.v02 February 2015 Page 1 of 7

2 REQUIREMENTS: 1) General Requirements: The Furniture Dealer s services shall include, but are not limited to the following scope and guidelines. a. If contractor is the successful bidder, then the final award amount must be submitted on contractor s letterhead. b. Coordinate work with other trades on site including attending coordination meetings as requested by the SNA Project Manager. c. Complete adherence to layouts. d. Meet all applicable codes and local ordinances. e. Compliance and enforcement of OSHA and SNA safety manual (available on request) maintain at the project site, on a current basis; records of all necessary Subcontractors, drawings, samples, purchases, materials, equipment, operating and maintenance manuals and instruction, and other related documents, including all revisions related to your work. Obtain data from sub-trade Subcontractors and maintain a current set of record drawings, specifications and operating manuals. f. At the completion of the project, submit record drawings and documents to The Japan Foundation. g. Coordination is required with electrical engineer s power plan to ensure accurate specification for circuitry and outlets. h. Coordination is required with the General Contractor for the layout and location of electrical in-feeds & / or floor outlets required for workstations. i. Examination of the site including all dimensions in the field, the loading dock and freight elevator as to the conditions under which you will be required to perform your work. j. Furnish all labor, materials, tools, equipment, transportation, and services necessary to complete within the time indicated, the work specified within the attached drawings and specifications. k. All work shall conform to all local, State, Federal and Municipal Building, Fire and other applicable codes and laws. l. Coordinate and confirm your schedule for delivery and installation with the General Contractor, the client and SNA. m. Preparation of furniture punch-list indicating deficiencies and work that needs to be corrected. n. Preparation and issuance of record drawings at the completion of the project. The update portion of the plan, showing existing conditions, must be completed before this final drawing. o. If the bidder plans to subcontract any portion of the scope of work, including assembly or installation, it must be indicated as part of the bid submission, along with the name of the proposed subcontractor(s). p. If the manufacturer s standard product offering does not include or adhere to the description in this RFP, the manufacturer shall list the closest similar standard product and highlight the substitution for SNA s review. F-RFQ-ES-01.v02 February 2015 Page 2 of 7

3 q. Include complete specifications and dimensioned drawings and renderings of each typical desk type. r. Include the cost for preparation of shop drawings, all delivery and installation costs (Union), and any other miscellaneous expenses required to complete the project. s. Before commencing with any work, the bidder shall file with the client and/or building management current insurance certificates in the amounts requested by the client and/or building management for workman s comprehensive general liability, bodily injury and property damage. The client and/or building management shall be named additional insured on all certificates of insurance. t. The bidder shall submit (2) each of necessary cuts, samples (Cutting For Approval) and finishes for written approval prior to ordering for fabrication. u. The bidder is responsible for any damages incurred to client s space and product during all deliveries and service calls. Dealer shall provide floor and wall protection as required. v. The bidder is responsible for removal of garbage generated by their movers and installers. 2) Exclusions: The following items are excluded: a. Electrical work b. IT cabling work 3) Reporting Requirements: a. Insurance certificates. b. Weekly detail work and manpower schedule. c. Accident reports. d. Product list (Product number and name of manufacturer) e. Record documents in electronic format 1) Furniture layout 2) Warranty information 3) Furniture operating and maintenance manuals and instruction 4) Other furniture related documents 4) Contract Forms: Contract forms shall be based on the contractor s standard format but may request to change as needed. 5) Request for Information (RFI): All requests for information should be directed to Hiroko Masuda at (Direct), (Cell Phone) or masuda.hiroko@shimz.biz no later than 03/03/2015 at 12:00PM. 6) Site Visit: Should the bidder(s) require a visit to the job site to establish site conditions and to review the existing conditions the bidder(s) should contact the F-RFQ-ES-01.v02 February 2015 Page 3 of 7

4 appropriate SNA site representative at Hiroko Masuda at (Direct), (Cell Phone) or 7) Change in cost due to substitution of materials and/or equipment: The bidder acknowledges that all materials and equipment included in its stipulated sum and prices quoted above are in strict accordance with the Drawings and Specifications issued by SNA, which are incorporated in, and made a part of the bid. 8) Project Schedule: Planned Award Date: In the middle of March, 2015 Construction Document completed by building architect: End of February, 2015 Commencement: Around April, 2015 Construction completed by building contractor: Around the middle of July or the end of July, 2015 New furniture installation: at the end of July, 2015 Moving by client s moving vendor: August 8 th and 9 th or 14th and 15th, 2015 Schedule is subject to change as required by project schedule and/or project progress and as determined by the SNA. The installation schedule shall be determined by a coordinated effort between the General Contractor, the various vendors and SNA. The bidders shall indicate the time required in order to complete the project including all fabrication time, from the date of the contract award. 9) Company Structure: a.) If Bidder is a corporation, please provide the following information: State and date of Incorporation: Place of Business: Contractor s license number: Federal Tax ID number: b.) If Bidder operates as an individual doing business under a trade name, or a sole proprietorship, please provide the following information: Name and address of sole proprietor and D/B/A: Contractor license number: F-RFQ-ES-01.v02 February 2015 Page 4 of 7

5 Federal Tax ID number: 10) Change in Cost Due to Substitution of Materials and/or Equipment The Bidder acknowledges that all materials and equipment included in its lump sum contract price and unit prices, quoted above, are in strict accordance with the specifications issued by SNA which are incorporated in, and made a part of, the bid document. However, the bidder submits below its proposed substitutions to those designated specifications which Bidder considers equal to those items specified and includes (1) a sufficient description of each item to allow comparison, and (2) the effect the proposed substitutions would have on the contract time and price. Specified Item Time, Material or Equipment Proposed Equal Item or Material or Equipment Net effect on Quoted Contract Price - $ Effect on Contract Performance 11) Payment Schedule The first payment shall be after April 1, The payment schedule shall be separately discussed and agreed upon between the Parties. The Japan Foundation is exempt from state and local sales and compensating use taxes on its purchases. Certification shall be provided with purchase order. 12) Conditions a. Existing Location: 152 West 57 th Street, 17 th Floor, New York, NY b. New Location: 1700 Broadway, 15 th Floor, New York, NY c. CH=8-6, Dropped Ceiling d. All delivery work must be done during over time e. All installation work must be done during business hours f. All work must be performed by Union F-RFQ-ES-01.v02 February 2015 Page 5 of 7

6 Bidder s Legally Registered Name: By: Title: Bidder s Address: Bidder s Telephone Number: Bid Dated This Day Of, ) Furniture Services Proposal The following the complete Furniture Services Proposal shall consist of the following items: a. Fee Proposal 1) Furniture Product Fee 2) Delivery Fee 3) Installation Fee 4) Other Fees Include and identify all relevant charges and fees that may be incurred outside of product cost, delivery, installation, and an estimate of those costs. b. Proposed Product Description Include literature along with dimensioned line drawings and renderings of proposed system. c. Company Profile or Brochure d. Projects in the U.S. (Especially Japanese companies and Japanese government-related organizations) e. Warranty information The Proposal must be submitted in the format as outlined in this Request for Proposal via and hard copy. Submit of the proposal to: Mr. Yoshihiro Wada Deputy Director General The Japan Foundation, New York 152 West 57th Street, 17th Floor New York, NY Yoshihiro_Wada@jfny.org Phone: (x152) Fax: F-RFQ-ES-01.v02 February 2015 Page 6 of 7

7 Ms. Hiroko Masuda Shimizu North America LLC 909 3rd Avenue, 28th Floor New York, NY Direct: Cell: Fax: Bids are due no later than: 5:00 p.m. EST on March 10, 2015 Submit (2) sets of hard copies of the proposal to: Mr. Yoshihiro Wada Deputy Director General The Japan Foundation, New York 152 West 57th Street, 17th Floor New York, NY Phone: (x152) Fax: F-RFQ-ES-01.v02 February 2015 Page 7 of 7

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