RFQ: Request for Quotation Due: September 3, 2014

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1 RFQ: Request for Quotation Due: September 3, 2014 PROJECT GOALS: This project will require: 1) Writing detailed product specifications 2) Locating approved alternates for specified products 3) Comparing bid documents to floor plans finding omissions and errors 4) Reading, understanding and using commercial furniture spec/price guides 5) Reading, understanding and using tiered pricing structures using State of MS Contract 6) Determining net price and profit margins and selling prices 7) Specifying and estimating COM s 8) Completing Excel Bid Form 9) Working as a team PROJECT DESCRIPTION: Students enrolled in ID 440 during the fall 2014 semester will be involved in a real world project to establish a furniture estimate for the new Moffitt Health Clinic at the University of Southern Mississippi, scheduled to open in February This project will be completed as a team of 2 students and will require a meticulous attention to detail and will provide an in-depth look at the world of office furniture dealerships. Teams will have two weeks to complete the RFQ. Phase I: RESEARCH By the end of the first week, each team should have a thorough understanding of the scope of work involved in the RFQ. Any questions pertaining to the RFQ specifications, floor plan, request for alternates and identifying discrepancies, errors and omissions should be addressed before August 27 th. Information that should be completed in the first week will include but is not limited to: 1) Identifying and locating where all the products are planned throughout the floor plan 2) Cross referencing specs with floor plan to check for omissions and errors between the two documents 3) Understanding where the COM materials will be applied (color code the floor plan if necessary) 4) Finding the State of MS Contract document for each manufacturer 5) Locating the correct individual price/specification books for the products specified as identified in the State of MS Contract document 6) Locating and requesting approval for alternates as necessary to complete your quote (your team works for a Steelcase dealership and does not have access to Haworth products) 7) Determining which of the specified products you plan to quote in order to be most competitive 8) Delegating responsibilities to each team member Phase II: SPECS AND PRICING After the team has a thorough understanding of the project and corrected any omissions and errors, they will begin pricing the job using the worksheets provided. The process for completing the worksheets will be discussed in more detail during class. Student should maintain a copy of all preliminary worksheets and notes to submit with the final RFQ. A guest speaker will be in class on Tuesday, August 27 th to address discounting structures, freight, markup and profit margins.

2 Moffitt Health Clinic Furniture Request for Quotation (RFQ) State of MS Furniture Contract DUE: September 3, :00 p.m. General Terms, Conditions and Instructions 1) Alternates: Trade names, brand names, and/or manufacturer s information used in this RFQ are for the purpose of establishing quality. Unless specifically stated otherwise, quote on products specified if available to your company. Vendors may, however, quote alternate products with prior approval by the Southern Miss Interior Design Program. Alternate products must match specified products in size, construction materials, fabrics and finishes and must be equal or exceed the specifications listed. Request for alternate approval must be made by Tuesday, August 27 th. Contact: Claire Hamilton at or via at Claire.hamilton@usm.edu 2) State Contract: All products should be quoted using appropriate state contracts and should abide by all rules and regulations as set forth in the contract. 3) Finishes and Materials: Vendors must provide fabric coverings listed in RFQ specs. Alternate samples for hard surfaces (laminate, trim, etc.) that best matches those specified should be submitted with your pricing package. 4) Quotes: Price quotes may be submitted on vendor s own form or the form provided in the RFQ. Unit prices shall be tagged by ITEM CODE (TS, C, LG, D, etc.) and totaled by category as shown in the RFQ spreadsheet. 5) F.O.B. Destination: Delivered and installed shall mean freight and installation cost prepaid delivered and installed inside the clinic with all charges for transportation and installation paid by the vendor. Unit prices shall be quoted for products to be delivered and installed. 6) Awards: Products will be awarded by group type as color coded in the RFQ spread sheet. Award of any group is not necessarily awarded to the lowest bidder, but rather based on the product, size, finish and ability to fit the plan. 7) Failure to examine any drawings, specifications, and instructions will be at vendor s own rick. 8) Samples: Demo Samples of items (if requested) must be furnished, delivered, and returned free of expense to the University. Site visits may also be requested to view examples of products specified. 9) Field Verifications: After contracts are awarded, critical dimensions shall be verified on site and an updated layout shall be provided noting any changes that might have occurred. 10) Terms: Net Forty-five (45) days without penalty as per State of MS Contract. 11) Deadline: quotes must be received by Tuesday, September 3, 12:00 p.m. It is the responsibility of the vendor to ensure their bid is received within the appointed time. If your pricing package is not received in the Kate Hubbard House by 12:00 p.m., it may not be considered. 12) RFQ Delivery Instructions: a. If you are delivering your quote, hand-carry it to : Interior Design Program Kate Hubbard House Room 301 Hattiesburg, MS

3 b. If you are mailing your quote via U.S. Postal Service, mail to : Interior Design Program 118 College Dr. #5113 Hattiesburg, MS c. If you are express mailing your quote package via Federal Express or UPS, or any other delivery service which requires the use of a physical address, deliver to: Receiving Department C/O Interior Design Program 2609 West 4 th Street Hattiesburg, MS ) RFQ Deliverables: Vendors submitting alternates shall provide access to an updated digital floor plan (AutoCAD rel. 12) with symbols corresponding to the products quoted. This plan can be delivered via , cd, Dropbox, etc. In addition, brochures and finish cards should be provided for all proposed alternates. Demo samples will be requested at a later date which has not yet been determined. Price quotes may be submitted on the attached Excel form or a company quotation as long as the formatting is grouped and tagged to match the format provided in this RFQ. 14) Questions: All questions regarding instructions, alternates, errors, discrepancies, etc. should be directed to: Claire Hamilton Cell: Claire.hamilton@usm.edu

4 Grade Rubic: Moffitt RFQ Fall 2014 Due Sept. 3, 2014 Name: Criteria/Objectives Poor (3) Average (4) Excellent (5) Specifications: Accurate Model # s Add-on s, upcharges, etc. were included Weight: Multiply by 4 Alternates: Approval requested and received by deadline Fabric selection was approved Images, Specs and fabric/finishes samples provided with RFQ Submission The team omitted many of the manufacturer product # s or the # s provided were incorrect. The add-on & deduct features were not included. Overall, the specs provided would have resulted in miss-ordering of products and an unhappy customer that will not return to your firm. The result would be a financial loss to your firm and you might lose your job for being so careless and sloppy. The team was not successful in finding an approved alternate based on the designers criteria. There was a no-bid in this category. Manufacturer product # s are provided and the majority of the # s are correct. Add-on and deducts are mostly accounted for, but there may be a few minor errors. Overall the client will receive what they expected, but there may be some punch items to correct on the end that won t be too costly for your firm. You may lose some money from your paycheck to cover the minor errors. The team found an approved alternate but may have missed one or more of the following criteria: deadline, images, fabric sample or finishes Manufacturer product # s are accurate and all add-on and deducts are correctly figured. Your client will be pleased with their installation and you will get a nice commission check for a job well done. The team found an approved alternate meeting the designer s requests, and it was approved by the deadline. All support documentation (images, fabric, finishes, etc) was included in the RFQ submission. Weight: Multiply by 1 Errors and Omissions: Notification of any errors and omissions were received by the deadline. All errors were found The team did not find any errors or omissions between the specs and plans which would have resulted in miss-ordering the wrong amount of product, ultimately costing the firm money. As a salesman, you might not receive a paycheck. The team found most of the errors/omissions and verified the corrections with the designer by the deadline. While not 100% identified, the ones that slipped through the cracks will not be too costly for the firm and you will still receive a paycheck. The team found all the errors/omissions and verified the corrections with the designer by the deadline. The result is a very accurate take-off for the project. Way to go! You saved the day and get paid well for a job well done. Weight: Multiply by 4 Pricing Worksheets: Accurate List Price Accurate Net Price Accurate Sell Price Accurate COM Price Use of State Contract The team did not use the correct price lists, did not find the correct list prices, and did not discount accurately per the State of MS Contracts. COM s were not figured correctly. In turn, net prices will not be accurate and you will not have estimated your commission payment accurately. For the most part, the team used the correct price/spec guides, found the correct list price, discounted accurately using the State of MS Contracts and determined the net price and profit margins for the project. COM s were mostly accurate. There may be a few minor errors in the math, but you should be within 10% (+/-) of the correct price. You will have a rough idea of your commission check. The team used the correct price/spec guides, found the correct list price, figured COM s correctly, discounted accurately using the State of MS Contracts and determined the net price and profit margins for the project. Since you did the math correctly, you will know how much you are getting paid for commission. Weight: Multiply by 5

5 Criteria/Objectives Poor (3) Average (4) Excellent (5) RFQ Submittals: Meeting deadline Package complete Following instructions The team did not accurately submit their final RFQ per instructions provided. They may have missed the deadline. In doing so, their quote is at risk of being disqualified from being considered. For the most part, the team followed most of the instructions met the deadline, and submitted most of the required components in their RFQ. The team followed all the instructions, met the deadline, and submitted a thorough and accurate RFQ submittal. Weight: Multiply by 2 Team Member Shared in efforts equally Accuracy of contribution The team member did not pull their fair share of the efforts in completing this project. The contribution that was given was not helpful, was inaccurate and may have slowed the team down in completing the RFQ. For the most part, the team member was helpful and provided valuable contributions to the efforts of completing the RFQ. Their contributions were mostly accurate and were, for the most part, equal in effort to their partner. The team member was very helpful and provided valuable contributions to the efforts of completing the RFQ. Their contributions were spot on accurate and were equal in effort to their partner. Weight: Multiply by 2 TOTAL POINTS EARNED: Comments: Note: All preliminary worksheets should be submitted with final package along with copies of the first page of the price book in order to determine if the correct spec guide was used.