Vendor Instructions Instructions For 2026 Cost Submittal Workbook for IFB 6100066134 Furniture Equipment Contract

The Cost Submittal Worksheets must be completed and returned in this Microsoft Excel format and not password protected.

Data may only be entered in the cells highlighted in BLUE.

1. DO NOT modify or overwrite any drop down menu cells.

2. DO NOT password protect any cells.

3. Submit the completed cost submittal workbook as part of your bid response. Any areas in BLUE with missing information will result in your bid being rejected for being non-compliant.

2. Enter your company information in the BLUE cell fields.

NOTE: The information you supply here must match the information you provided on your vendor registration in the PA Supplier Portal.

All authorized dealers must be listed. Please note that OEM will be responsible for POs, Payments, Invocing and contract related matters.

1. Price Percentages for all Standard Office & Systems Furniture Lot. This discount will be firm through the entire contract period, including any extension or renewal periods.

You must be able to supply ALL items listed within this Lot.

2. Please provide catalog embedded link.

3. Coverage under this contract shall be the entire state of Pennsylvania. Limited geographical coverage is not acceptable and will be cause for rejection of your bid. One bidder will be responsible for the entire manufacturer's line.

4. A minimum discount of forty percent (40.00%)shall be required from each Manufacturer. The percentage discount shall be taken from the appropriate, current manufacturer’s published price list. The discount percentage must be expressed as a numeric figure not to exceed four (4) digits, to ensure compatibility with the Commonwealth’s electronic data entry system (e.g. 56.15%). Failure to provide the minimum discount will result in your bid being marked as non-compliant with the bid requirements.

1. Price Percentages for all Ancillary Furniture items that you will be offering. These will be firm through the entire contract period, including any extension or renewal periods, pricing entered for Additional Services will also remain firm and fixed through the entire contract.

2. Please provide catalog embedded link.

3. Coverage under this contract shall be the entire state of Pennsylvania. Limited geographical coverage is not acceptable and will be cause for rejection of your bid. One bidder will be responsible for the entire manufacturer's line.

4. A minimum discount of forty percent (40.00%)shall be required from each Manufacturer for both Systems and Commercial Furniture. The percentage discount shall be taken from the appropriate, current manufacturer’s published price list. The discount percentage must be expressed as a numeric figure not to exceed four (4) digits, to ensure compatibility with the Commonwealth’s electronic data entry system (e.g. 56.15%). Failure to provide the minimum discount will result in your bid being marked as non-compliant with the bid requirements.

1. Price Percentages for all Specialized Furniture items that you will be offering. These will be firm through the entire contract period, including any extension or renewal periods, pricing entered for Additional Services will also remain firm and fixed through the entire contract.

2. Please provide catalog embedded link.

3. Coverage under this contract shall be the entire state of Pennsylvania. Limited geographical coverage is not acceptable and will be cause for rejection of your bid. One bidder will be responsible for the entire manufacturer's line.

4. A minimum discount of forty percent (40.00%)shall be required from each Manufacturer. The percentage discount shall be taken from the appropriate, current manufacturer’s published price list. The discount percentage must be expressed as a numeric figure not to exceed four (4) digits, to ensure compatibility with the Commonwealth’s electronic data entry system (e.g. 56.15%). Failure to provide the minimum discount will result in your bid being marked as non-compliant with the bid requirements.

2. Awarded contractors offering additional related services must list their discounts on current labor and milage rates on the Additional Services tab. Percentage discounts established at the time of bid must be reflected in all quotes provided to agencies and will remain firm through the contract terms and any renewals. All discount percentages must be expressed as a numeric figure not to exceed four (4) digits, to ensure compatibility with the Commonwealth’s electronic data entry system (e.g. 56.15%). Failure to provide the minimum discount will result in your bid being marked as non-compliant with the bid’s requirements.

Milage pricing shall be entered in U.S. dollar format and will remain firm for the duration of the contract term and any renewal periods.

3. If you are not offering additional services, please mark N/A in the areas in BLUE cells.

NOTE: Any information missing in the BLUE Cells will result in your bid being rejected for being non-compliant.

1. Bidder Information

FURNITURE EQUIPMENT

Cost Submittal Workbook Bidder Information Complete areas in BLUE Cells.

Please ensure that the Manufacturer/OEM name you enter matches the name listed in the Commonwealth Supplier Portal.

Many bidders register under names that differ significantly from their public or commonly used business names, and mismatches can delay the procurement process.

LIST ANY AUTHORIZED ASSOCIATED DEALERS BELOW:

DEALERS Address City, State, Zip Code Contact Office Phone # Cell # Email

2. CostSubmittal-Category 1

FURNITURE EQUIPMENT

Cost Submittal Workbook Bid Sheet Category 1 - Standard Office & Systems Furniture Products Lot

1. Bidders fill out all BLUE cell sections you wish to bid on.

2. Bidders must be the Original Equipment Manufacturer (OEM) of the products offered under this solicitation. Dealers, distributors, installers, resellers, or other third parties are not eligible to submit a bid as the prime Contractor.

3. The price percentage discount listed on the price spreadsheet will be applied to the most current copy of the manufactures catalog pricing to determine the final cost of the product. Bidders must offer a discount of not less than forty percent (40%) from the Bidder’s current catalog pricing for the entire Category 1 Lot for which the Bidder submits a bid. A bid offering a discount of less than forty percent (40%) for this lot will be rejected for that Lot in accordance with the solicitation requirements.

4. Coverage under this contract shall be able to provide service and products to the entire Commonwealth of Pennsylvania. Bids offering limited or restricted geographic coverage may be deemed non-responsive and rejected from consideration.

5. Contract awards shall be issued to the top five responsive and responsible OEM offering the highest discounts will receive an award of a contract for the entire lot. Bidders who cannot provide all Subcategories for this Lot will be deemed non-response and rejected from consideration.

6. To be eligible for award, a OEM must offer all products in the product subcategory included within the Standard Office & Systems Furniture Products Lot. Awarded manufacturers shall apply the percentage discount submitted with their bid to their current catalog prices throughout the term of the contract and any renewals.

EFFECTIVE DATE

(Multiple Dates allowed) PERCENT (%) DISCOUNT FROM LIST Must be 40% or greater (1 link applied for Standard Office & Systems Furniture Products Lot)

3. CostSubmittal-Category 2

FURNITURE EQUIPMENT

Cost Submittal Workbook Bid Sheet Category 2 - Ancillary Furniture Product Lot

1. Bidders fill out all BLUE cell sections you wish to bid on.

2. Bidders must be the Original Equipment Manufacturer (OEM) of the products offered under this solicitation. Dealers, distributors, installers, resellers, or other third parties are not eligible to submit a bid as the prime Contractor.

3. The price percentage discount listed on the price spreadsheet will be applied to the most current copy of the manufactures catalog pricing to determine the final cost of the product. Bidders must offer a discount of not less than forty percent (40%) from the Bidder’s current catalog pricing for each subcategory for which the Bidder submits a bid. A bid offering a discount of less than forty percent (40%) for any subcategory will be rejected for that subcategory in accordance with the solicitation requirements.

4. Coverage under this contract shall be able to provide service and products to the entire Commonwealth of Pennsylvania. Bids offering limited or restricted geographic coverage may be deemed non-responsive and rejected from consideration.

5. Awards will be made separately for each Ancillary Product subcategory. Each subcategory will be evaluated independently, and manufacturers may receive awards in one or more subcategories. Manufacturers bidding on the Standard Office & Systems Furniture Products Lot may also bid on these subcategories. An award in one product subcategory does not affect a manufacturer's eligibility for award in any other subcategory. Awarded manufacturers shall apply the awarded percentage discount to their then-current catalog prices throughout the term of the contract.

6. Contract awards shall be issued to responsive and responsible bidders who are authorized manufacturers. Up to five (5) responsive and responsible manufacturers offering the highest discounts in each subcategory will receive an award. Awarded manufacturers shall apply their awarded discount to their current catalog prices throughout the contract term and any renewals.

Must be 40% or greater

&"Helv,Bold"BID ITEM SHEETS FOR HIGH DENSITY FILING EQUIPMENT

3. CostSubmittal-Category 3

FURNITURE EQUIPMENT

Cost Submittal Workbook Bid Sheet Category 3 - Specialized Furniture Product Lot

1. Bidders fill out all BLUE cell sections you wish to bid on.

2. Bidders must be the Original Equipment Manufacturer (OEM) of the products offered under this solicitation. Dealers, distributors, installers, resellers, or other third parties are not eligible to submit a bid as the prime Contractor.

3. The price percentage discount listed on the price spreadsheet will be applied to the most current copy of the manufactures catalog pricing to determine the final cost of the product. Bidders must offer a discount of not less than forty percent (40%) from the Bidder’s current catalog pricing for each subcategory for which the Bidder submits a bid. A bid offering a discount of less than forty percent (40%) for any subcategory will be rejected for that subcategory in accordance with the solicitation requirements.

4. Coverage under this contract shall be able to provide service and products to the entire Commonwealth of Pennsylvania. Bids offering limited or restricted geographic coverage may be deemed non-responsive and rejected from consideration.

5. Awards will be made separately for each Specialized Furniture Product subcategory. Each subcategory will be evaluated independently, and manufacturers may receive awards in one or more subcategories. Manufacturers bidding on the Standard Office & Systems Furniture Products Lot may also bid on these subcategories. An award in one product subcategory does not affect a manufacturer's eligibility for award in any other subcategory. Awarded manufacturers shall apply the awarded percentage discount to their then-current catalog prices throughout the term of the contract.

6. Contract awards shall be issued to responsive and responsible bidders who are authorized manufacturers. Up to five (5) responsive and responsible manufacturers offering the highest discounts in each subcategory will receive an award. Awarded manufacturers shall apply their awarded discount to their current catalog prices throughout the contract term and any renewals.

Must be 40% or greater

&"Helv,Bold"BID ITEM SHEETS FOR HIGH DENSITY FILING EQUIPMENT

4. Additional Services

Discounts shall remain firm throughout the contract terms and any renewals. Manufacturers can offer a higher discount percentage but cannot offer a lower discount submitted at time of bid. Listing "TBD" is not acceptable and will not be applied. Should you not wish to offer some additional services please mark your cell N/A.

NOTE: You will not be able to add Additional Services after the Contract has been fully executed.

Sundays are not considered a Commonwealth Holiday.

Overtime may be considered after 40 hours within a standard workweek.

FINAL DESIGN SERVICES

Following the initial design meeting and the Agency's final selection of fabrics, finishes, colors, and materials, any subsequent revisions requested by the Agency (e.g., Revision 1, Revision 2, etc.) may be subject to design service charges.

This shall be a discount percentage off the manufacturers’ current hourly labor rates. The discount percentage must be clearly identified within the Cost Submittal Workbook. Manufacturers shall provide the requesting agency with a quote showing their current design services’ hourly rate and discount applied at time of bid submission. This discount shall remain firm throughout the contract terms and any renewals. Manufacturers can offer a higher discount percentage but cannot offer a lower discount than was submitted at time of bid.

Billable revisions shall be limited to modifications to the original project scope requested by the Agency. Revisions resulting from Manufacturer or assigned dealers errors, omissions, coordination issues, or failure to comply with the approved design shall not be billable

Such services may only be performed after an official award has been issued, in accordance with AIA requirements. Upon receipt of the award, the awarded Manufacturer shall initiate all required design work and finalize project details thereafter.

The Agency shall provide the resulting design details to the other awarded Manufacturers to verify alignment with their respective awarded product lines.

Final design deliverables may include, but are not limited to, CAD drawings, renderings, and floor plans that accurately reflect all final selections. All required deliverables must be submitted upon completion of the project.

INSTALLATION OF NEW AND EXISTING

COMMONWEALTH OWNED FURNITURE PRODUCTS

Installation services under this section apply to newly purchased furniture materials or currently owned by the Commonwealth.

This shall be a discount percentage off the manufacturers’ current hourly labor rates. The discount percentage must be clearly identified within the Cost Submittal Workbook. Manufacturers shall provide the requesting agency with a quote showing their current design services’ hourly rate and discount applied at time of bid submission. This discount shall remain firm throughout the contract terms and any renewals. Manufacturers can offer a higher discount percentage but cannot offer a lower discount than was submitted at time of bid.

For the purposes of this Contract, "installation" means unpacking (if applicable), assembling, positioning the items in their final operational location, and removing and properly disposing of all packaging materials (if applicable). Installation shall result in the items being ready for their intended use.

However, installation is limited to setting the furniture in its final location or attaching it to other furniture, pre-existing electrical outlets, or pre-existing ventilation ducts that are outside of the walls. Under no circumstances shall the supplier do any additional electrical or HVAC work as part of the installation.

MANUFACTURES LINE OF FURNITURE

This service shall include the planning, coordination, and execution of the relocation and/or reconfiguration of an existing manufacturer’s line of furniture.

When products are covered by an active warranty, any relocation, reconfiguration, disassembly, reassembly, or other service that could affect warranty coverage must be performed by the applicable Manufacturer or its Authorized Dealer.

Activities may include disassembly, transportation, redesign, and reinstallation of modular or systems furniture components to meet revised space requirements or functional needs.

Mileage shall be submitted as a per-mile rate with applicable mileage range and must be clearly identified in the Cost Submittal Workbook. Upon request, the manufacturer shall provide the Using Agency with a quote reflecting the applicable mileage rate submitted at time of bid. This mileage rate will remain firm throughout the contract terms and any renewals.

STORAGE OF GOODS BEYOND 90 DAYS

Furniture may be stored in a warehouse or other approved storage location if the agency is unable to accept delivery. Storage charges shall not accrue until 90 calendar days after receipt of the purchase order, provided the agency has indicated that they cannot accept delivery.

This should be disclosed within the Cost Submittal Workbook as a daily rate and remain firm throughout the contract terms and any renewals.