General Information The City of Olivette (City) is seeking a qualified firm to provide procurement, installation, and warranty service related to furnishings and furniture at the City s new Municipal Center. Vendors are invited to submit qualifications for consideration of providing a proposal for this scope of work. Several firms are expected to submit qualifications for evaluation from which a short list of firms will then be invited to submit a formal proposal. There is no expressed or implied obligation of the City to reimburse responding responders for any expenses incurred in preparing proposals in response to this request. Background Information The City Center at 1140 Dielman Road, Olivette, Missouri 63132 is a new two-story building that includes operations of City Hall Administration, Community Development, Records, Fire Department administration and living quarters, EMS, and Police administration and detention areas. The bid documents are separated into two parts: 1) New furniture and 2) A move management portion that includes existing systems furniture to be disassembled at the current City Hall (9472 Olive Blvd., Olivette, MO 63132), relocated & reassembled at the new City Center. The selected firm must provide services for both parts 1 & 2 of the bid documents. Plans and specifications have been developed by Archimages, Inc. and the City. The bid package will include overall floor plans and detailed furniture specifications for all areas. Scope of Services The furniture procurement and installation specification requires furnishings for all areas indicated in the bid documents including, but not limited to: police and fire departments, administration, public spaces including lobbies, meeting rooms, Council Chambers, multi-purpose community rooms, staff areas such as private offices, open office areas, conference rooms and other support areas. The City of Olivette anticipates furniture installation in January/February 2017. The selected firm will provide move planning services to coordinate sequencing and schedules with the City s Project Manager. Selected firm will be expected to provide local warranty services. The project sites will be available during normal business hours and have ground level access and an elevator to the second floor. For the move management portion, the vendor is to provide all moving equipment. All personal items and locker contents will be removed by the City of Olivette prior to move day. No new components for the relocated items is required at this time. Electrical/data disconnect/re-connect will not be a part of this vendor s scope of work. Construction at the destination shall be complete and all construction equipment and supplies shall be removed or stored so that it will not impede the progress of the movers. In order to provide potential bidders with an overview of the products and services that will be required we have provided Attachment B - Sample specification sheet and sample plans and specifications of furniture requirements for public and non-public spaces in addition to a section of the bid documents as Attachment C- Instructions to Furniture Vendors. {remainder of page intentionally blank} Page 1 of 9
Specifications for Proposal (must be included with response) 1. Attachment A Vendor Information Sheet filled out and signed by authorized representative 2. Experience with similar projects over the past five years with references 3. Distinguishing features of your firm and the services provided 4. Proposed approach to furniture procurement and installation 5. Proposed approach to prepayment requirements by manufacturers 6. List of names and credentials of each project team member and their anticipated tasks 7. List of anticipated subcontractors involved with project and vendor s working relationship 8. Any additional information deemed relevant to the selection for this project. Criteria for Selection All proposals submitted will be evaluated using the following criteria: 1. Compliance with the RFQ including ability to provide items in attachment B and C. 2. Understanding of the Project 3. Experience with similar projects: 4. Depth and breadth of experience and qualifications for personnel assigned Proposal Instructions For consideration to be given to any proposal submitted pursuant to this RFQ, 3 SEALED copies must be received by 1:00 pm on Friday, May 6 th, 2016 at the following address: City of Olivette, City Clerk, Bid Documents RFQ, 9473 Olive Blvd, Olivette, MO 63130. No faxed, emailed, or late proposals will be accepted. The City will not be responsible for proposals placed in the mail which do not arrive by the deadline. Proposals received before the time of opening will be kept by the City Clerk securely and unopened. Proposals received after the deadline will not be considered. Contact with City Personnel At no time shall the Applicant, its agent, representatives or contracted personnel contact or otherwise communicate with City personnel. All questions relating to the RFQ are to be addressed to Archimages: Michael Hodges 143 West Clinton, St Louis, MO 63122, 314-965-7445. Addenda information shall be shared, as necessary, with all participants. Probable Schedule: RFQ issued 04/26/2016 RFQ responses due (1:00 PM) 05/06/2016 Review and selection of firms 05/06/2016-05/11/2016 Invitation by selected firms to bid on project 05/11/2016 Bid openings of selected firms (time TBD) 05/20/2016 Selection of project vendor 06/07/2016 Installation and completion of project (exact dates TBD) January/February 2017 {remainder of page intentionally blank} Page 2 of 9
Disposition and Disclosure of Proposals All proposals submitted in response to this RFQ will become the property of the City and a matter of public record. The Responder must identify, in writing, all copyrighted material, trade secrets, or other proprietary information that it claims is exempt from disclosure. Any Responder claiming such an exemption must also state in this proposal that the applicant aggress to hold harmless, indemnify and defend the City and its agents, officials, and employees in any action or claim brought against the City for its refusal to disclose such materials, trade secrets or other proprietary information to any party making a request therefore. Any Responder failing to include such a statement shall be deemed to have waived its right to an exemption from disclosure. Expiration of the Response By submitting a response the applicant offers to enter into the Contract, the form and content of which shall be agreed upon by both parties. The response shall not be revocable for ninety (90) days following the deadline indicated above. The City reserves the right to waive any defects in the offer of any vendor, to reject any or all offers, and to request additional information from any and all vendors. {remainder of page intentionally blank} Page 3 of 9
Attachment A Vendor Information Sheet (to be completed by all responders) Business Name Address City, State, ZIP Year Established Contact Name Contact Phone Contact Fax Contact Email I, the undersigned, have read Attachment B-Sample Specification Sheet and Sample Plans for New Furniture and Attachment C Instructions to Furniture Bidders and understand and agree to the terms of those attachments if invited to submit a formal proposal. Name of Company Signed Date Page 4 of 9
Attachment B Sample Specification Sheet and Sample Plans for New Furniture Page 5 of 9
Page 6 of 9 City of Olivette
Attachment C INSTRUCTIONS TO FURNITURE BIDDERS (an excerpt of bid document) 1. Vendor(s) shall submit proposal clearly outlining any unit pricing, discount structure, inside delivery costs, assembly costs, required deposit, etc. All available discounts available to the City of Olivette, including GSA discounts, shall be applied. Prices quoted are firm, no increase permitted throughout the duration of the project. Pricing to include all shipping, freight, storage, and installation of all items. All formal quotes to be directed to the City according to request for proposal instructions. 2. Vendor(s) will provide a binder reference of all products included on their quote including any potential substitutions from original specifications to be submitted with their proposal. Binder to include cut sheet, dimensions, specifications, warranty information and suggested upholstery/finish samples of each item. 3. Vendor will provide furniture floor plans for all two floors drawn to scale. Plan should include all panel systems, wood case goods, storage/filing, seating, and all other miscellaneous furniture items. 4. Vendor(s) shall provide eight (8) weeks of storage, at no cost to Owner, if needed. This would begin from the target installation date. Vendor to confirm delivery date with Owner and Architect. 5. It is the Vendor s responsibility to bring to the Architect s attention any inconsistencies in the Furniture Specification, which includes but is not limited to, incorrect description for manufacturer s referenced style number, inconsistencies between Furniture Code Plan and/or individual design sketches and the furniture specification. Notification of such inconsistencies must be documented and clarified prior to order entry. 6. It is the Vendor s responsibility to measure all inside elevator cabs, clear inside door openings, access routes to intended room/area locations, etc., and to notify the Owner of any anticipated delivery difficulties. Vendor to be responsible for unloading, uncrating and delivering to designated area stated on purchase order. 7. It is the Vendor s responsibility to field verify dimensions to confirm that existing building conditions will permit furniture layouts as shown on the plans, which are based on construction documents. If delivery and construction schedule permit this must be done prior to placement of order. Vendor must visit site prior to delivery and installation to resolve any necessary field adjustments. If field verification is not possible prior to placement of order, Vendor must notify Architect in writing and highlight areas of potential problems to discuss options. 8. The Vendor shall provide written installation outline and schedule to be reviewed and approved by City of Olivette. Important to note, there is no loading dock at the Olivette Municipal Center. Coordination of installation must be outlined prior to actual delivery date. Vendor is required to notify Barbara Sondag a minimum of 72 hours prior to actual install. 9. The Vendor shall adequately protect the Owner s property during all phases of delivery and/or installation. Specifically, the Vendor is to lay continuous taped Masonite along all major traffic routes, pad all elevator cabs and protect all interior wall intersections/corners. It is the Vendor s responsibility to repair, at their expense, all damages as a result of the delivery and/or installation. Damages beyond repair should be replaced. Page 7 of 9
10. Vendor shall provide to the City of Olivette a surety bond in the face amount of $10,000 to be held until the successful vendor and the City sign a contract for the furniture purchase. 11. Vendor must submit certificates of insurance in the following amounts, naming the City as an additional insured: General Liability $2,000,000 Auto Liability $2,000,000 Workman s Compensation $1,000,000 12. The Vendor shall at all times keep the premises free from accumulation of waste materials or rubbish causes by his operation and is responsible for removal of such materials from the site. 13. It is the Vendor s responsibility to coordinate all COM, COL & COV orders (if applicable) to assure that a single dye lot per upholstery material be applied to the entire project, regardless of multiple final assembly manufacturers. All fabrics shall meet local and national codes for flame-retardancy. 14. All yardage requirements shown are for 54 wide, plain fabric and do not necessarily reflect the requirement for the COM specified. It is the Vendor s responsibility to confirm all yardage requirements in writing to the Architect based on the specified COM pattern repeats for each item. The Vendor is to order sufficient material as applicable of the same dyelot. If additional yardage for Owner provided COM material is required as a result of improper yardage quantities provided by the Vendor, the Vendor is responsible to coordinate the ordering of additional material needed to complete the order. 15. It is the Vendor s responsibility to obtain all necessary COM, COL & COV factory approvals. Special arrangements are to be made for omitting acrylic backing where such modification is necessary to obtain factory approval. The Vendor is to notify the Owner at once of any outright factory rejections. Alternate upholstery material will be specified by the Architect. 16. It is the Vendor s responsibility to coordinate any requirements to modify standard products in order to accommodate the Architect s specifications. This shall extend to the submission of shop drawings, samples, etc., and the coordination of a multi-jurisdictional installation if required. Any conflicts, production difficulties or lack of sufficient information are to be brought to the Architect s immediate attention. It is the responsibility of the Vendor to confirm that all furniture and fabric shipped to the site meets all local, jurisdictional fire codes. 17. It is anticipated that the Vendor will establish a comprehensive process for monitoring the status of all orders, production schedules, request for approval, delivery schedules, etc. Vendor will submit status reports to Michael Hodges & Darren Mann. Any delays should be brought to the attention of the above mentioned persons immediately. In addition, they shall be notified 72 hours prior to delivery. 18. Delivery and installation charges should be separate line items. The Vendor is to calculate and add alternate overtime delivery charge in the event it becomes necessary to keep the project on schedule. 19. The Vendor is to submit the bid with a summary sheet indicating cost per room, and a grand total of furniture, and itemized charges as previously outlined above. 20. The Owner reserves the right to accept or reject any portion of a proposal, or all proposals submitted. Page 8 of 9
21. The Owner will review all specifications with selected vendor, may adjust or change any item(s), prior to order entry. 22. All furniture and furnishings must be tagged prior to shipping as indicated in the specifications indicating room number and item reference code number. 23. Manufacturers failing to meet promised delivery date, to be advised, shall be liable for operational losses sustained by City of Olivette as a result of their delay. 24. All invoices for this project must be submitted to Darren Mann, with copies to Michael Hodges. Discrepancies between invoice and purchase order will result in delay of payment. 25. Vendor(s) are advised to carefully review instructions. In the event of any errors or omissions, Vendor is responsible to rectify at own expense. 26. Vendor shall certify that he/she is licensed in accordance with all local and Missouri state statues and shall submit a copy of such license if it is applicable. 27. Vendor shall provide two manuals that provide the manufacturer s instructions for operations, brochures, maintenance and cleaning, as well as copy of all furniture warranties. 28. Vendor to coordinate with telephone and data installer, and the Owner s information technology staff as required. 29. Owner shall review with Vendor payment terms as standard with the City of Olivette - net thirty (30) days after satisfactory delivery and installation (as approved by Owner) and invoice date. Page 9 of 9