20-01 RFP UTD20260128-TB SSC-SU FFE.pdf

UTD20260128-TB

REQUEST FOR PROPOSAL

THE UNIVERSITY OF TEXAS AT DALLAS

STUDENT UNION/STUDENT SUCCESS CENTER FFE

RFP No.: UTD20260128-TB

Issued on:

February 27, 2026

Submittal Deadline:

April 3, 2026, at 5:00 PM CDT

Required Installation Dates:

November 2, 2026, through January 11,2027

ABOUT THE 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.

TABLE OF CONTENTS

SECTION 1: PROJECT DETAILS 4

1.1 Project Definition

1.2 Project Key Events & Dates

SECTION 2: INSTRUCTION TO RESPONDENTS 6

2.1 Package Grouping & Scope of Work

2.2 Project Site Information

2.3 Response File Requirements

SECTION 3: QUALIFICATION REQUIREMENTS 9

3.1 Minimum Requirements and Preferred Qualifications

3.2 Consideration of Proposals

3.3 Respondent’s Representations

3.4 Interpretation of Proposal Documents

3.5 Pre-Installation Conference & Safety Training

3.6 C.O.M. Fabric Requirements

3.7 Finish Samples

3.8 Warranty

3.9 Modular Furniture Requirements

3.10 Keying Requirements

3.11 Cleaning Requirements

3.12 Special Conditions for this Project

SECTION 4: EVALUATION CRITERIA FOR AWARD 15

SECTION 5: RESPONDENT CHECKLIST 16

SECTION 6: ATTACHMENTS 17

SECTION 1: PROJECT DETAILS

1.1 PROJECT DEFINITION

Project Background The Student Union-Student Success project is a UT System capital initiative awarded to Perkins & Will for design and to SpawGlass for construction through the formal RFQ process. The facility is currently under construction and is scheduled for completion in fall 2026. The project is managed by Project Control; however, the furniture for the building will be procured directly by UTD.

Project Overview The Student Union-Student Success facility is a 364,000 GFS building that includes classrooms, private offices, a boardroom, meeting rooms, breakout and huddle rooms, a multipurpose/ballroom event space, ancillary support areas and outdoor seating areas.

Project Goals The purpose of this project is to solicit proposals from qualified furniture dealers to order, deliver, and install new furniture for the building in time for the start of Spring 2027 classes.

1.2 RFP KEY EVENTS & DATES

UTD reserves the right to revise the Key Events Schedule at any time.

Issuance of RFP February 27, 2026

Pre-Submittal Meeting March 4, 2026

10:00 AM CST

Deadline to submit written Questions March 20, 2026

5:00 PM CST

Deadline to submit Proposal April 3, 2026

5:00 PM CDT

Anticipated Contract Award(s) May 2026

Pre-Submittal Meeting:

The Pre-Submittal Meeting will allow all proposers the opportunity to ask UTD, Perkins & Will, and HUB representatives’ relevant questions and clarify provisions of this RFP. Nothing said in the Pre-Submittal Meeting shall be binding to UTD; any changes to the requirements of this RFP shall be made by way of written solicitation addendum. Attendance at this meeting is not required but is strongly encouraged.

This meeting may be attended in person or virtually attendance through Teams, using the link provided below; in-person attendance is preferred.

Date/Time:

March 4, 2026, 10:00AM CST Location:

UTD Facilities Management 2920 Facilities Way, Richardson, TX 75080 FM Training Room 1.502 Teams URL:

https://teams.microsoft.com/meet/22578424759076?p=33XvEZaE9IulYnatvz Meeting ID: 225 784 247 590 76 Passcode: 225 784 247 590 76 Parking Passes: Accessible via Bonfire Map: Accessible via Bonfire

BALANCE OF PAGE INTENTIONALLY

LEFT BLANK

https://teams.microsoft.com/meet/22578424759076?p=33XvEZaE9IulYnatvz

SECTION 2: INSTRUCTION TO RESPONDENTS

2.1. PACKAGE GROUPING & SCOPE OF WORK

This solicitation includes the following eight packages:

The Respondent may elect to propose on one or more of the individual packages. However, the Respondent must quote each and every item in those packages on which the Respondent is proposing; incomplete packages will be rejected as "nonresponsive" for the particular package involved.

The Respondent shall submit his Proposal via Bonfire: Bonfire Link

The successful dealer(s) will be responsible for all tasks outlined in the attached RFP documents.

Responsibilities include but are not limited to: verifying all furniture quantities and specifications; placing the orders for furniture and COMs in a timely manner to meet project milestone dates; attending an on-site pre-installation conference; completing the installation of awarded furniture; and addressing any punch items post installation.

https://utdallas.bonfirehub.com/portal/?tab=openOpportunities

Post-Award Project Key Milestones and Schedule

Anticipated Building Substantial Completion October 30, 2026 Anticipated Install Window November 2, 2026 –

January 8, 2027 Anticipated Punch Walk January 10, 2027 –

February 8, 2027 Spring Semester Start January 19, 2027

2.2 PROJECT SITE INFORMATION

Vertical Transportation/Hoisting

Vendors shall consider the following logistical constraints in your responses:

There are (7) elevators; (4) passenger & (3) freight Elevator #2, 3, 4, & 5– Doorway: 42’’W x 84’’H x 8’’D Clear Opening, Cab Height: 88-

3/4’’’H Clear Under Ceiling, Interior Cab: 65-1/2’’D x 81’’W Elevator #1, 6, & 7 – Doorway: 48’’W x 84’’H x 9.5’’D Clear Opening, Cab Height: 112-

3/4’’H Clear Under Ceiling, Interior Cab:108.5’’D x 69’’W Use of the elevator must be coordinated in advance with the Construction Manager and

Owner.

Loading Zone

The building has a designated loading dock – note it is located underground The building does generally allow access for 18-wheelers

2.3 RESPONSE FILE REQUIREMENTS

RFP Pricing (Excel workbook and PDF)

Documentation to be provided in the live Excel spreadsheet template provided.

Dealer name to be included in the file name as the suffix. For example, if the dealer is named XYZ then the file name is “UTD SSC-SU-RFP Bid Form-XYZ.xlxs” Complete RFP Summary Form (IN EXCEL) for all the furniture outlined in the specification book provided for the RFP.

o The RFP response must meet the specifications as outlined in all the documents provided in this RFP. No exceptions; failure to meet the specifications will result in immediate disqualification o Do not add or delete any rows or columns in Bid Form.

o 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.

o Any alternative pricing scenarios must be submitted in the Bid Form Alternatives Tab. Alternates will only be considered if the base bid requirements have been fully met and completed.

o All pricing submitted shall include costs for freight (including fuel surcharges), tariffs, surcharges, delivery, and installation within the subtotals provided. Please also include pricing for any COMs and associated COM Freight.

o 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.

Response Book (PDF)

In addition to completing the Bid response Excel sheet(s) and all other Perkins & Will documents, each respondent must provide responses to the evaluation criteria in a single PDF response book. The format requirements are as follows:

PDF format Not to exceed (10) pages Clearly outlined/graphical schedule Provide the following details for experience on similar projects in the past (3) years:

project name, SF, dollar amount awarded, project team members, and project images.

Include the name, email address, and phone number of a reference for each.

Provide details for the proposed key project personnel, including Account Manager, Project Designer, Installation Project Manager, and Project Coordinator. Please include years of experience with your dealership and contribution to key projects.

Provide the following details for supplier history with UT System: number of years working with the university and names of top three projects. Include project images.

Visual Requirements o Provide a PDF page for each Office and Workstation typical that includes both dimensioned plan view and white sweep isometric view. This applies to tags:

PO.01a, PO.01b, PO.02b, PO.03a, PO.03b, PO.04, PO.05, PO.06, PO.07, PO.08, WK.01a, WK.01b, WK.02, WK.03, WK.04, WK.05, WK.06, WK.07, WK.08, WK.09, WK.10a, WK.10b, WK.11, WK.12, WK.13, WK.14, WK.15, WK.16, WK.17, WK.18 o Typicals to be represented at ¼” scale.

o Drawings to include tags with product sizes. (ie, PO.01 30x66 / 24x48) o Labeled image of finish equivalent(s) to the basis of design specification o If you are providing alternate options for Package B Workstations, visual requirements will remain the same. Proposed finishes will need to be noted.

o This will be excluded from the (10) page requirement.

Describe your protocol for rescheduling installations due to delays in construction.

Describe your protocol for providing future maintenance to the project, repair parts, and service for the life of the warranty.

SECTION 3: QUALIFICATION REQUIREMENTS

3.1 MINIMUM REQUIREMENTS AND PREFERRED QUALIFICATIONS

Dealer has been incorporated and doing business as such for a period of not less than 12 months.

The respondent’s ability, skill to perform, and capacity to provide the service(s) required in the schedule provided and in a timely manner.

The respondent’s experience and past performance with UTD and UT System projects and/or other higher education projects.

The respondent’s previous and existing compliance with laws relating to the proposal or service(s).

The assigned account manager, project manager, project designer and project coordinator must have at least three years of experience in their respective roles.

The respondent’s ability and process of providing future maintenance to occupied and unoccupied spaces, repair parts, and service for the life of the warranty.

Proof of Insurance. If selected, the respondent must furnish written proof of insurance upon award. UTD’s Certificate of Insurance Requirements Purchase order terms and conditions, provided as a separate attachment, please review and ensure you can comply if awarded.

3.2 CONSIDERATION OF PROPOSALS

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

The Owner may award a contract based on an individual Package or multiple 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) https://risk-safety.utdallas.edu/risk-and-insurance-programs/certificate-of-insurance/ 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, TIPS, and UT Supply Chain Alliance.

3. 3. 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 his Proposal, without exception.

3. 4 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.

3. 5 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.

3.6 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. Contractor 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 Contractor shall be responsible for warranty on fabric and product. The Contractor 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.

3.7 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.

3.8 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 application: 2 years Casters and/or glides: 5 years Armpads: 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.

3.9 MODULAR FURNITURE REQUIREMENTS

The installer shall obtain the services of factory-trained supervisor to oversee the installation of this modular furniture. Installer is to field verify dimensions of the location of the systems furniture a minimum of 3 months prior to installation and notify Furniture Planner of any discrepancies. Installer to verify walls are free from obstructions (i.e. thermostats, switches, strobes) prior to installation.

Dealer to submit a modular furniture electrical plan within 30 days of receipt of purchase order receipt. It shall include the locations of all power entries and types, electrical receptacle locations and circuit designations, and data jack types if provided. If data plate covers are not provided, drawing should clearly state Not In Contract.

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

If there are any components missing from the modular furniture lists for each of the work stations, the respondent shall notify the Owner at least 11 days prior to the proposal so that an addendum can be issued.

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 to locate starting point of installation at the location noted or by a critical dimension noted. Installer is to contact the Furniture Planner and the UTD Project Manager if there are discrepancies. 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.

3.10 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.

3.11 CLEAN UP REQUIREMENTS

All furniture is to be cleaned and ready for use PRIOR TO "Final Walk Through" by Respondent and Owner. 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.

Chair tags shall be left on chairs in office areas only, and removed in public areas and conference rooms. The Respondent shall sweep, dust, and clean up all waste resulting from the installation under this Proposal.

The Owner shall determine the extent of the cleaning up after a final inspection at the completion of the Proposal. No empty cartons, crates, wrappings, trash, are to be left in the building or on the project site overnight. If the Respondent does not provide prompt compliance with these clean-up requirements, the Owner may make separate arrangements, the cost of which will be back-charged to the Proposal.

3.12 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 January 11, 2027. 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

SECTION 4: EVALUATION CRITERIA OF AWARD

Furniture Dealership Proposals will be evaluated by a review panel on the basis of the criteria listed below. In determining what is the best value to an institution, the institution shall consider, but not limited to the following:

Purchase price (40 pts) Supplier history with UT System (10 pts) Proposed schedule (10 pts) Proximity to the project location (5 pts) Quality and clarity of respondent’s response book (15 pts) Project team experience on similar projects (15 pts) Maintenance and Warranty Protocol (5 pts)

The final award(s) will be made in accordance with Texas Education Code §51.9335 using a best-value determination. Other relevant factors considered in determining best value for UTD may include, but are not limited to, logistical considerations across the proposed packages, and the feasibility and manageability of on-site installation.

SECTION 5: RESPONDENT CHECKLIST

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

I have completed and submitted a VetHUB Subcontracting Plan as required. Failure to do so will render my proposal NONRESPONSIVE.

I have read all RFP documents, including attachments.

I have completed all requested information in the Bid Form provided by Perkins & Will for the package(s) I am bidding on. I have double checked quantities and pricing and have only altered fields in gray.

I have confirmed that totals from individual tabs match totals on Summary tab.

I have provided a PDF version of each Bid Form Summary Tab as instructed.

I have provided the required visuals for office and workstations typicals as instructed.

I have compiled my response to qualifications in a PDF response book. The response to qualifications does not exceed 10 pages in length. Please refer to Section 2: Instruction to

Bidders for details on what should be included.

Addenda received has been acknowledged on the Addenda Checklist form.

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.

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

Bonfire.

I have used my company’s full, complete, legal name in each and every entry where requested with no variation among entries.

SECTION 6: ATTACHMENTS

Provided by Perkins & Will. Attached separately accessible through Bonfire Documents

Spec Books Furniture Plans Digital Release Form Bid Forms

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