12-00 RFP UTD20251016-AN.pdf

UTD20251016-AN

University of Texas at Dallas

Scope of Work for Furniture for the Jindal School of Management

(JSOM) III

RFP # UTD20251016-AN

ISSUED ON: November 4, 2025

SUBMITTAL DEADLINE: December 2, 2025, at 5:00 PM CST

Prepared By:

Angela Niezgoda, Senior Buyer The University of Texas at Dallas

Office of Budget & Finance – Procurement Management

TABLE OF CONTENTS

Contents

ABOUT UNIVERSITY OF TEXAS AT DALLAS (“UTD”)

PROJECT OVERVIEW AND OBJECTIVES:

CHECKLIST FOR RESPONDENTS

REQUIREMENTS TO PROPOSE ON ONE OR MORE PACKAGES

CONSIDERATION OF PROPOSALS

SUBMISSION OF PROPOSALS

RESPONDENT'S REPRESENTATIONS

INTERPRETATION OF PROPOSAL DOCUMENTS

PREINSTALLATION CONFERENCES & SAFETY TRAINING

PROPOSAL PROCEDURES

C.O.M. FABRIC REQUIREMENTS

FINISH SAMPLES

WARRANTY

MODULAR FURNITURE REQUIREMENTS

KEYING REQUIREMENTS

CLEAN UP REQUIREMENTS

SPECIAL CONDITIONS FOR THIS PROJECT

EVALUATION CRITERIA OF AWARD

QUALIFICATIONS RESPONSE

PACKAGE A ATTACHMENTS (PROVIDED BY PERKINS & WILL):

ABOUT UNIVERSITY OF TEXAS AT DALLAS (“UTD”)

The University of Texas at Dallas (“UTD”) is a Carnegie R1 classification (Doctoral

Universities – Highest research activity) institution, located in a suburban setting 20 miles north of downtown Dallas. The University enrolls more than 29,886 students — 73% undergraduate and 27% graduate students, and offers a broad array of bachelor’s, master’s, and doctoral degree programs.

Established by Eugene McDermott, J. Erik Jonsson and Cecil Green, the founders of

Texas Instruments, UTD is a young institution driven by the entrepreneurial spirit of its founders and their commitment to academic excellence. In 1969, the public research institution joined The University of Texas System and became The University of Texas at Dallas.

A high-energy, nimble, innovative institution, UTD offers top-ranked science, engineering and business programs and has gained prominence for a breadth of educational paths from audiology to arts and technology. UTD’s faculty includes a Nobel laureate, six members of the National Academies and more than 560 tenured and tenure-track professors.

PROJECT OVERVIEW AND OBJECTIVES:

The Jindal School of Management (JSOM) III is a 125,000 gross square foot (GSF) facility designed to support academic and community engagement. It features classrooms, private offices, shared spaces for students and faculty, event venues, a dean’s suite with an executive boardroom, and outdoor seating areas.

This Request for Proposal (RFP) invites qualified vendors to furnish, deliver, and install furniture throughout the building. The responses will assist the project team in selecting future furniture partner(s). The scope encompasses a wide range of furniture needs, including private offices, workstations, classrooms, and ancillary items.

This RFP only includes Package A, which excludes shared spaces and outdoor furniture.

Given the proprietary nature of certain product lines, the project anticipates awarding contracts to multiple dealers.

CHECKLIST FOR RESPONDENTS

This Checklist has been developed as a working tool for Respondents. It shall not be returned.

1. I have completed and submitted a HUB Subcontracting Plan (HSP), Signature Page, Qualifications Response, and Terms & Conditions form as required. Failure to do so will render my proposal NONRESPONSIVE.

2. My Bid Security (Certified Check, Cashier's Check or Bid Bond payable to The University of Texas at Dallas) issued by a Surety Company authorized to do business in the State of Texas in the amount of 5% of my total proposal has been included. Failure to do so will render my proposal NONRESPONSIVE. Bid Security documents must be mailed to the address below prior to the bid submission deadline:

The University of Texas at Dallas Attn: Purchasing (RFP# UTD20251016-AN) 800 West Campbell Rd

SP2 12.502

Richardson, TX 75043

3. I’ve completed all Signature sections—please note that signatures may not be stamped.

4. I have completed all requested information in the Bid Form provided by Perkins & Will for the packages I am bidding on.

5. I have checked that the written lump sum proposal words agree with the numeral figures. (I realize that written words govern.)

6. The costs of fabric, fabric finishes, freight, packing, shipping, express charges, hauling, unpacking, setup and assembly, net cost, labor, installation, insurance, and overhead, profit etc. have been correctly reflected in the unit prices included in the pricing form provided.

7. I have checked that the total shown for each package equals the sum of the unit prices times the quantities for each item in that package.

8. Addenda received has been acknowledged on the Addenda Checklist form.

9. I have not included any alterations of wording, conditions, special terms, voluntary substitutions, qualifications or irregularities of any kind, either by letter or by notations written on the proposal form.

10. I have used the Bid Form provided by Perkins & Will and have not split apart or used any other form. I have initialed any corrections that I have made.

11. I have made all entries in either typed or black ink and have uploaded my proposal to Bonfire.

12. I have used my company’s full legal name consistently in every required entry, with no variations.

REQUIREMENTS TO PROPOSE ON ONE OR MORE PACKAGES

The RFP is submitted as Package A, which includes manufacturer Sub Packages.

Respondents may propose upon the Base Private Office Package and the Alternate Package but are not required to provide both.

Reference Bid Invitation document provided by Perkins & Will for Summary of Packages and Alternate Packages.

CONSIDERATION OF PROPOSALS

The Owner shall have the right to accept or reject any and all Proposals on Packages, Sub Packages, and Alternate Packages.

The Owner may award a contract based on an individual Sub Package, multiple Sub Packages or the entire Packages to the Respondent(s) with the criteria and qualification responses, combined with the Respondent pricing, that together are deemed Best Value to the Owner. The award(s) will be made either on package-by package basis or a group or groups of multiple packages provided the Proposal(s) under consideration have been submitted in accordance with the requirements of the Proposal Documents and do not exceed the funds available.

The Owner may reject as non-responsive a Proposal which is not accompanied by any data required by the Proposal Documents or which contains any omissions, alterations of wording, conditions, voluntary unapproved product substitutes, qualifications, or other irregularities of any kind. However, the Owner reserves the right to waive any such irregularities in a proposal if the Owner judges such waiver to be in the Owner's best interest.

It is up to the Respondent(s)’s discretion on whether they elect to submit pricing based on a Group Pricing Organization (GPO) that UTD can purchase from, or pricing as negotiated open market pricing. UTD approved GPOs include: Vizient, Buyboard, E&I, Sourcewell, and UT Supply Chain Alliance.

SUBMISSION OF PROPOSALS

The respondent must submit their proposal via Bonfire located at https://utdallas.bonfirehub.com.

Each proposal must be submitted using the provided Bid Form to ensure consistency in wording. Any corrections made to the proposal must be initialed by the signer. The respondent is fully responsible for ensuring the proposal is uploaded prior to the deadline.

RESPONDENT'S REPRESENTATIONS

The Respondent by making a Proposal represents that: The Respondent has read and understands the Proposal

Documents and the Proposal is made in accordance therewith.

Respondents are invited to pay specific attention to a certification requirement, which is stated in the proposal form and reads as follows:

"The Respondent, in submitting this Proposal, warrants and guarantees that this Proposal has been carefully prepared, reviewed and checked; that it is in all things true, accurate and free of mistakes."

The Proposal is based upon the materials, equipment and systems required by the Proposal Documents without exception. The successful Respondent shall provide and install the exact items listed in their proposal, without exception.

INTERPRETATION OF PROPOSAL DOCUMENTS

Interpretations of and corrections and changes to the Proposal Documents will be made by Addendum to the specification, which will be posted and forwarded to all Respondents, and its receipt by the Respondent should be acknowledged on the Proposal Form. Interpretations of and corrections and changes to the Proposal Documents made in any other manner will not be binding, and Respondents shall not rely upon them.

Questions regarding discrepancies, omissions or the meaning or intent of the documents should be submitted through Bonfire during the designated question period.

PREINSTALLATION CONFERENCES & SAFETY TRAINING

The successful Respondent(s) will be required to attend a Preinstallation Conference, each on a date and at a place to be determined by the Owner. Respondents will be notified by email from the Owner of the particulars of the Pre-installation Conference.

The cost of attending such Conference(s) shall be borne by the Respondent. At the Conference(s), the requirements and procedures involved in administering the Proposal and completing the installation work will be explained.

Additionally, should installation occur prior to Substantial Completion of the project, all install personnel will be required to attend a Safety Training presented by the General Contractor prior to the start of the installation.

The cost of attending such Conferences or Training sessions shall be borne by the Respondent.

PROPOSAL PROCEDURES

Respondents may choose to submit proposals for one or more individual packages or manufacturer sub-packages. However, each item within the selected sub-packages must be quoted. Incomplete sub-packages will be deemed non-responsive and will not be considered for the respective package.

The Unit Prices for each specified item shall be entered in the appropriate column in its respective Package.

Each Unit Price given shall include all net costs, overhead, profit, insurance, etc., so that the sum extension of unit prices and any other applicable costs will equal the total amount proposed.

The cost for freight, delivery, installation, and tariffs to be included as separate line items. The cost for packing, shipping, express charges, receiving, hauling, unpacking, setup and assembly materials, equipment, tools, installation equipment and machinery, temporary facilities, and other services necessary for the installation, and any other delivery and installation charges shall be accounted for in the above-mentioned costs.

C.O.M. FABRIC REQUIREMENTS

The cost for procurement and handling of any Customer's Own Material (C.O.M.) fabric specified is included in the price of the Proposal. The successful Respondent(s) is responsible for determining if the fabric is appropriate for the specified application. Written notification of any determination made that a fabric application is inappropriate shall be submitted to the Furniture Planner and UTD Project Manager.

If no such notification is issued, the successful Respondent(s) shall be responsible for warranty on fabric and product. The successful Respondent(s) is further responsible for ordering the fabric, fabric finish, and providing it to the manufacturer.

It is also the responsibility of the Respondent in determining proposal pricing for any specified item that includes C.O.M. fabric(s) to accurately calculate yardage for the C.O.M. fabric(s). In other words, the Respondent must take into account the vertical and horizontal repeats in developing that yardage calculation.

The successful Respondent of any awarded Package shall obtain manufacturer’s approval of the use of any C.O.M. fabrics on specific manufacturer’s line not already approved where those C.O.M. fabrics are not already approved. This approval shall be obtained prior to ordering.

The successful Respondent shall confirm stock and order C.O.M. fabrics within 10 days of receiving notification of award of the Purchase Order, regardless of the dates scheduled for installation of furniture.

FINISH SAMPLES

Wherever finish is required to match Owner's sample of a laminate or wood, approval of strike- off shall be obtained from the Furniture Planner, prior to fabrication. The Contractor dealer shall begin the strike-off process with the manufacturer sufficiently in advance of an installation to allow for multiple submittals and not compromise the installation date shall submit such submittal.

WARRANTY

Unless otherwise indicated in the following specifications, all furniture and furnishings and accessories shall be NEW. The Manufacturer warrants that its products are free from defects in materials and workmanship from the date of installation for the applicable warranty period specified. The warranty is for Original Owner only and herein understood to be the University of Texas at Dallas.

The warranty on Work as a whole shall be the greater of the following:

� One year from date of acceptance

� The warranty duration stated in the specifications

� The manufacturer's standard warranty

� The Adjustable Seating Products warranty noted below

The Warranty period for lounge seating with a single spindle support shall be five years unlimited parts and labor, all shift.

The Warranty period for Adjustable Seating Products shall be ten (10) years except as noted below:

� Surface finishes: 3 years

� Textiles and applications: 2 years

� Casters and/or glides: 5 years

� Arm pads: 3 years

This Adjustable Seating Products warranty shall apply to all seating products, unless a separate warranty is specifically included with an individual specification.

The Manufacturer's obligation and the Purchaser's remedy pursuant to the foregoing warranty are limited to repairs or replacement, at the Owner’s option, for the first two (2) years. The Manufacturer will repair or replace with comparable product, free of charge, inclusive of labor, handling and freight cost, any product, part or component, which fails under normal use in the first two (2) years. After that initial first two years, the Manufacturer shall furnish necessary repair parts, inclusive of handling and freight cost, for products which prove to be defective within the remainder of the extended warranty period when the parts can be replaced in the field. If the defective product needs to be returned to the Manufacturer, the Original Owner shall be responsible for getting that product back to the Manufacturer and then the replacement product or repaired product will be returned then to the Original Owner at the Manufacturer's expense.

The definition of "Normal use" does not restrict the Original Owner to a single shift as that is irrelevant in an educational institution where class, lab and study times are often scheduled during irregular hours. Rather, the warranty extends to unlimited usage of the products.

The above warranty is the minimum acceptable. Where the standard warranty of a Manufacturer exceeds any portion of the warranty stated above, that standard warranty feature shall be in effect and shall supersede the more limited time periods stated above.

MODULAR FURNITURE REQUIREMENTS

The installer shall obtain the services of factory-trained supervisor to oversee the installation of this modular furniture.

Data and communications cabling will normally be done by others. Installer is to coordinate schedule of installation with these consultants via the UTD Project Manager and the campus IT/AV personnel.

If missing parts are identified after the proposal opening, it shall be the responsibility of the Respondent to provide those parts at his/her own cost. Installer is to contact the Furniture Planner and the UTD Project Manager if there are discrepancies with power locations. Installer is to coordinate delivery and storage of systems with UTD prior to installation. Installer shall verify that all workstations are level and in good working order after installation is complete.

All keys should remain in locking mechanisms and in an unlocked position. All task lights should be in the off position. All flipper doors and file doors should be closed. Work surfaces are to be set at 28 ½” high unless otherwise noted. Work surfaces to be installed to maintain continuous level work surface. Gaps are to be a minimal butt joint.

KEYING REQUIREMENTS

Unless otherwise specified, key cores shall be installed so that rooms are keyed alike among items from the same manufacturer in that room and different from the neighboring space.

CLEAN UP REQUIREMENTS

All furniture is to be cleaned and ready for use PRIOR TO "Final Walk Through" by the successful Respondent(s). This includes such things as the trimming of loose threads on fabrics, the removal of handprints and dust from surfaces, the vacuuming of flooring, the adjustment of chair heights at tables so that the arms do not strike table edges, etc.

All chair tags are to be removed. The successful Respondent(s) shall sweep, dust, and clean up all waste resulting from the installation under this Proposal.

Following the final inspection at the completion of the project, the Owner will determine the extent of required cleanup. Under no circumstances should empty cartons, crates, packaging materials, or other debris be left inside the building or on the project site overnight. If the Respondent fails to promptly meet these cleanup requirements, the Owner reserves the right to arrange for the necessary services, with all associated costs charged back to the successful Respondent(s).

SPECIAL CONDITIONS FOR THIS PROJECT

Purchase orders for this project will be written and issued by The University of Texas at Dallas.

Parking for installation teams will be via a designated parking lot on campus. No other parking lots may be used. The furniture installation for this building is scheduled to occur after Substantial Completion and must be completed by July 24, 2026. This period may occasionally include weekend and evening work if needed by the installer at no extra cost to the Owner. All furniture when ordered must be tagged by floor and by room number to facilitate delivery.

Furniture installers must coordinate fully with building safety and coordination of dock and elevator use. A safety class and full PPE may be required of all installers if substantial completion is delayed.

It is preferred that as much product as possible is shipped blanket wrapped to minimize the amount of cardboard used. This will be a manufacturer’s choice however, as we also wish to prevent product damages.

Elevator and building access will be described at the pre-installation meeting, which will be mandatory and held at the project site prior to installation. At this time all lead installers will need to be present and the group will be permitted to tour the building. Dealer to provide name and mobile numbers of their Installation Project Manager and Lead Installer at this meeting. Building protection and sequencing of the installation, including campus’s equipment and personnel, data cabling and electrical hook-ups will be discussed.

Building Protection: Furniture Respondent to provide building protection consisting of the following (at minimum):

• Masonite for all floors

• Corrugated cardboard may be permitted on carpeted surface (no adhesive-backed plastic sheeting allowed). It may need to be replaced more frequently than Masonite if it does not hold up to the use.

• Cardboard corner protectors at all doorways and entries

• Special attention shall be paid to adherence of protection material to building finishes

• The Furniture Respondent will be charged for any damage caused to the building

• Building protection cost may be shared by various dealers, first dealer to install shall install protection and last dealer installer shall remove protection

EVALUATION CRITERIA OF AWARD

Furniture Dealership Proposals will be evaluated by a review panel on the basis of the criteria listed below.

Only criteria as designated in the solicitation can be considered in the award determination and should not be divulged. In determining what is the best value to an institution, the institution shall consider:

EVALUATION CRITERIA WEIGHT

HSP Pass/Fail

COMPLIANCE WITH ALL MANDATORY

REQUIREMENTS

Pass/Fail

PRICE 40%

COMPREHENSIVE PROPOSAL 10%

EXPERIENCE OF COMPANY ON

SIMILAR PROJECTS

5%

SUPPLIER HISTORY WITH UTD & UT

SYSTEM

5%

PROPOSED TIMELINE & PAST

DELIVERY SCHEDULE

5%

PROJECT STAFF EXPERIENCE ON

SIMILAR PROJECTS

5%

COMPLIANCE WITH LAWS 5%

QUALIFICATIONS 15%

MAINTENANCE & WARRANTY 5%

PROXIMITY TO THE PROJECT

LOCATION

5%

QUALIFICATIONS RESPONSE

1. Respondent’s financial resources to perform the work in the time projected:

• Is your company currently for sale or involved in any transaction to expand or to become acquired by another business entity? No/Yes

• Explain the impact both in organizational and directional terms:

• Provide any details of all past or pending litigation or claims filed against your company that would affect your company's performance under a Contract with University.

• Is your company currently in default on any loan agreement or financing agreement with any bank, financial institution, or other entity? No/Yes

• Specify date(s), details, circumstances, and prospects for resolution.

• Does any relationship exist whether by relative, business associate, capital funding agreement or any other such kinship exist between your company and any University employee? No/Yes. If yes, please explain.

• Does any relationship exist whether by relative, business associate, capital funding agreement or any other such kinship exist between your company and any furniture dealership? No/Yes If yes, please explain.

• Provide details regarding any special services or product characteristics, or other benefits offered, or advantages in the University selecting your company.

2. Describe: Your past ability and flexibility to reschedule installations due to delays in construction.

3. Describe: Your previous or existing compliance with specification requirements relating to the time of submission of specified information, including acknowledgements, samples, strike-offs, drawings, or custom matches.

4. Describe: Your ability and process of providing future maintenance to the project, repair parts, and service for the life of the warranty.

5. Describe: Confirm your business has been incorporated for a period of not less than 12 months.

6. Describe: Your proposed key project personnel, including Sales Project Manager, Installation Project

Manager; Ordering personnel, and their years of experience with your dealership, and working with each other.

7. Describe: A minimum of 2 projects completed in the past 12 months, of similar square footage and dollar amount of furniture, that have been successful. Provide the name, email address, and phone number of a reference for each.

8. Describe: Any other factors relevant to determining the best value for the state if needed.

Full Legal Name of Respondent___________________________________________________

1. Invitation to Bidders

2. Spec Book

3. Furniture Plans

4. Furniture Plans – Color Coded

5. Bid Form

6. Digital Release Form

7. Furniture Presentation

Any discussion of the RFP with a department staff member can result in Proposer disqualification. All questions regarding the RFP should be directed through the

Bonfire portal.

SUPPLEMENTAL PACKAGE A (PROVIDED BY PERKINS & WILL):

(The supplemental documents below can be accessed through Bonfire Documents)