20242053_A1_Office Furniture Price Agreements.pdf

Request for Proposals

Office Furniture Price Agreement

Solicitation No. RFP 20242053

Due Date and Time:

July 2, 2024 at 2:30 PM PDT

CITY OF EUGENE

Central Services Finance Division/Purchasing 500 E. 4th Avenue, Suite 303

Eugene, Oregon 97401 The Purchasing Office is currently closed to the public.

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I. REQUEST FOR PROPOSALS

REQUEST FOR PROPOSALS

Solicitation No. RFP 20242053

Notice to Proposers Pursuant to ORS 279B.060 and City of Eugene Administrative Order 44-23-01-F, Public Contracting Rule (City Rule) 137-047-0260, sealed proposals for Office Furniture Price Agreement for the City of Eugene will be accepted by the Purchasing Office until July 2, 2024, at 2:30 PM PST. Proposals will be opened immediately thereafter in a Microsoft Teams meeting and a record of proposals received will be made. Proposals will not be accepted after the Request for Proposals (RFP) closing time and date. Proposals shall be valid for 90 days after opening unless otherwise specified in the specifications. This Request for Proposals does not commit the City to pay any costs incurred by any proposer in the submission of a proposal.

Project Description In general, work includes provision of free-standing office furniture and related services for the City of Eugene. The City intends to establish one or more five-year price agreements as a result of this solicitation.

Solicitation Documents Solicitation documents may be examined electronically by logging in to OregonBuys. To view City of Eugene solicitations:

• Scroll to Supplier Activities

• Click the Open Bids icon

• Click the Advanced Search button

• Click Select Organization

• Select City of Eugene

• Click Search\Click the Bid Solicitation # to view solicitation details and documents

A copy of the Solicitation may also be obtained by emailing the Purchasing Analyst shown below.

Proposers must submit their Proposals through OregonBuys before the due date and time specified. Proposers who need assistance with OregonBuys can contact the Supplier Help Desk at support.oregonbuys@oregon.gov or 1-855-800-5046. Contact the Purchasing Analyst below if a proposal cannot be submitted via OregonBuys.

Single Point of Contact City of Eugene Purchasing is the issuing office. Address all concerns or questions regarding this solicitation to the Purchasing Analyst identified below. Contacting the Department directly is strictly prohibited.

Dated: June 4, 2024

Michelle Hahn Purchasing Analyst Mhahn@eugene-or.gov https://teams.microsoft.com/l/meetup-join/19%3ameeting_OTFmNTNjMGYtZTY5Zi00ZTZiLTkwZjgtNzM2MmQ0MjQyOWVi%40thread.v2/0?context=%7b%22Tid%22%3a%220c0d3453-aa1d-41bc-8aa3-5c843d4ca0e8%22%2c%22Oid%22%3a%22201568ab-e8e0-498f-ac1b-b397783a096c%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_OTFmNTNjMGYtZTY5Zi00ZTZiLTkwZjgtNzM2MmQ0MjQyOWVi%40thread.v2/0?context=%7b%22Tid%22%3a%220c0d3453-aa1d-41bc-8aa3-5c843d4ca0e8%22%2c%22Oid%22%3a%22201568ab-e8e0-498f-ac1b-b397783a096c%22%7d https://oregonbuys.gov/bso/ https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf mailto:support.oregonbuys@oregon.gov mailto:Mhahn@eugene-or.gov

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II. INSTRUCTIONS TO PROPOSERS

1.0 STANDARD PROPOSAL FORM

1.1. Proposals shall be submitted with the Standard Proposal Form identical to the form provided by the City. The proposer shall make no alterations or additional stipulations on the Standard Proposal Form nor qualify the proposal in any other manner. Alteration of any part of the Standard Proposal Form content may cause the proposal to be considered non-responsive.

1.2. All blanks on the Standard Proposal Form shall be filled in. Mistakes should be crossed out and corrections initialed by the party signing the proposal. No erasures are permitted. The omission of any required information or forms may invalidate a proposal.

1.3. Complete sets of RFP documents shall be used in preparing proposals.

2.0 SUBMISSION

2.1 Proposers must submit their proposals through OregonBuys before the due date and time specified. Proposers who need assistance with OregonBuys can contact the Supplier Help Desk at support.oregonbuys@oregon.gov or 1-855-800-5046.

2.2 Proposer is responsible for submitting their proposal prior to the closing time and date.

Late proposals will not be accepted. The City is not responsible for any delays caused by computer/software issues.

2.3 Oral, telephonic, telegraphic, or faxed proposals are invalid and will not be considered.

Emailed proposals may be considered if pre-approved by the Purchasing Analyst.

3.0 SOLICITATION CLARIFICATION & CHANGE REQUESTS

Prior to the deadline for submitting a protest, a prospective proposer may request that the City clarify any provision of the solicitation document. The City’s clarification to a proposer, whether orally or in writing, does not change the solicitation document and is not binding on the City unless the City amends the solicitation document by addendum.

Any requests for clarification regarding any provision of the RFP shall be delivered to the City’s Purchasing Analyst by email, in conformance with City Rule 137-047-0730(6).

Any requests for change of the requirements, specifications or sample contract shall be delivered to the City’s Purchasing Analyst by email, not later than eight (8) days prior to the RFP closing date and time.

A request for change shall be marked “Contract Provision Request for Change” and include the solicitation number and title along with a statement of the requested change(s) to the contract terms and conditions, including any specifications, together with the reason for the requested change.

Contents of questions, clarifications, modifications, or substitutions shall include the following, as applicable:

• The solicitation number and title

• A reference to the page and item being addressed

• The reason and any proposed alterations https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf mailto:support.oregonbuys@oregon.gov

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Proposals containing questions, clarifications, modifications, or substitutions included with the response and not submitted according to these instructions may be considered non-responsive.

4.0 SOLICITATION PROTESTS

A prospective proposer may protest the procurement process or the solicitation document for a contract solicited under ORS 279B.055, 279B.060 and 279B.085 as set forth in ORS 279B.405(2). Pursuant to ORS 279B.405(3), before seeking judicial review, a prospective Proposer must file a written protest with the City and exhaust all administrative remedies.

Protests must be submitted in writing to the City’s Purchasing Manager no less than seven

(7) days prior to solicitation closing. The protest must be emailed to Eugene.Purchasing@ci.eugene.or.us, clearly identified as a protest and identifying the solicitation being protested. Faxed protests shall not be accepted.

The Purchasing Manager shall consider the protest if it is timely filed in accordance with City Rule 137-047-0730 and contains the following information: 1) sufficient information to identify the solicitation that is the subject of the protest; 2) the grounds that demonstrate how the procurement process is contrary to law or how the solicitation document is unnecessarily restrictive, is legally flawed or improperly specifies a brand name; 3) evidence or supporting documentation that supports the grounds on which the protest is based; and 4) the relief sought; 5) a statement of the desired changes to the procurement process or the solicitation document that the prospective Offeror believes will remedy the conditions upon which the prospective Offeror based its protest. The Purchasing Manager shall issue a decision on the protest no fewer than three (3) business days before the solicitation closing unless a written determination is made by the Purchasing Manager that the public interest requires a shorter time limit.

5.0 PROPOSAL MODIFICATIONS OR WITHDRAWAL

Proposals may be modified in writing prior to closing in accordance with City Rule 137-047- 0440(1). Proposer shall submit any modification to its proposal in accordance with the requirements for submitting a proposal listed in II. INSTRUCTIONS TO PROPOSERS, 2.0

SUBMISSION.

Any modification must include the proposer’s statement that the modification amends and supersedes the prior proposal. Proposer shall mark the submitted modification as follows:

a. Proposal Modification; and

b. Solicitation Number and title A Proposer may withdraw its Offer by written notice prior to closing in accordance with City Rule 137-047-0440(2).

6.0 ADDENDA AND INTERPRETATIONS

6.1 Statements by City staff or its representatives are not binding on City, unless confirmed by written addendum. Addenda will issue and proposers shall receive addenda per City Rule 137-047-0430, and as follows: City will not mail notice of addenda but will publish any addenda on OregonBuys. Addenda may be downloaded from OregonBuys. Proposers should frequently check OregonBuys until closing (i.e., at least once weekly until the week of closing, and at least once daily the week of the closing period).

mailto:Eugene.Purchasing@ci.eugene.or.us https://oregonbuys.gov/bso/

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6.2 Any written addendum issued which includes changes, corrections, additions, interpretations, or information, and issued in accordance with City Rule 137-047- 0430(3) shall be binding upon the proposer.

7.0 NONDISCRIMINATION

Submittal of a proposal in response to this RFP evidences proposer’s agreement that, in performing the work called for by this RFP and in securing and supplying materials, proposer has not and will not discriminate against: 1) any person on the basis of race, color, religious creed, political ideas, sex, sexual orientation, source of income, age, marital status, physical or mental handicap, national origin or ancestry unless the reasonable demands of employment are such that they cannot be met by a person with a particular physical or mental handicap; and 2) a subcontractor in the awarding of a subcontract because the subcontractor is a minority, woman, or emerging small business enterprise certified under ORS 200.055, or a business enterprise that is owned or controlled by, or that employs a disable veteran as defined in ORS 408.225.

8.0 PREPARATION OF PROPOSALS

Proposers are expected to examine the specifications, schedules, and all instructions. The City is not liable for costs associated with the preparation of proposals in response to this

RFP.

9.0 EMPLOYEES NOT TO BENEFIT

No employee or elected official of the City shall be permitted to receive any share or part of the contract resulting from this RFP or any benefit that may arise therefrom.

10.0 CITY FURNISHED PROPERTY

No material, labor or facilities will be furnished by City unless otherwise provided for in this

RFP.

11.0 INTERGOVERNMENTAL COOPERATIVE PURCHASING STATEMENT

The City grants to any Oregon public governmental agencies authorization to establish contracts or price agreements under the terms, conditions and prices of any contract between the Awardee and the City resulting from this RFP.

12.0 RESERVED RIGHTS

The City reserves the right:

A. To reject any proposal not in compliance with all prescribed public bidding procedures and requirements.

B. To reject for good cause any or all proposals upon the City’s written finding that it is in the public interest to do so.

C. To reject any and all proposals not meeting or differing from the specifications set forth herein.

D. To waive any or all informalities in the proposals submitted.

E. To consider the competency and responsibility of proposers in making any awards.

F. In the event that two or more proposals are identical in price, fitness, availability and quality, award shall be made in accordance with City Rule 137-046-0300.

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G. In the event any proposer or proposers to whom a contract is awarded shall default in executing said formal contract or in furnishing a satisfactory performance bond within the time and manner herein after specified, to re-award the contract to another proposer or proposers.

H. To extend the deadline for submitting proposals, in accordance with City Rule 137-

047-0430(3).

I. To negotiate additions or deletions to goods and services requested.

13.0 RECYCLABLE PRODUCTS

Proposers shall use recyclable products to the maximum extent economically feasible in the performance of the contract work set forth in this document, provided said recycled materials meet all applicable standards. Preference for such recycled materials shall be given pursuant to City Rule 137-046-0320.

14.0 CONSIDERATION OF PROPOSALS

14.1 Proposals will be opened publicly in a Microsoft Teams meeting at the due date and time indicated in the RFP or any extension thereof made by addendum.

14.2 The City intends to award contracts to the responsible proposers submitting the most advantageous proposals, based on evaluation factors contained in each proposal, provided the proposal has been submitted in accordance with the requirements of the RFP documents, and does not exceed the funds available.

14.3 The City shall provide written notice by email, regular mail or facsimile of the City’s intent to award the contract. Award shall not be final until the later of the following:

a) Seven (7) calendar days after the date of the Notice of Intent to Award; or

b) City provides a written response to all timely filed protest, if any, that denies the protest and affirms the award.

Proposers may protest the intended contract award in accordance with City Rule 137-047- 0740.

15.0 CONTRACT AWARD

Submittal of a proposal evidences proposer’s intent to execute and be bound by the terms of the attached contract. The City will enter into contract negotiations as permitted by ORS 279B.060(8) and City Rules 137-047-0262 and 137-047-0600 regarding any open terms.

During negotiations, the City may require any additional information it deems necessary to clarify proposer’s approach and City’s understanding of the requested goods or services.

Any changes agreed upon during contract negotiations will become part of the final contract.

The negotiations will identify a level of work and associated fees and costs that best represent the goods and services required.

16.0 MATERIAL PURCHASES

16.1 The price offered must be exclusive of any sales, purchaser, or consumer tax. Tax exemption certificates will be furnished upon request. Packing and transportation expenses are the responsibility of the proposer. All prices proposed must be F.O.B.

destination, freight prepaid and allowed, delivered and unloaded at delivery address listed.

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16.2 Warranty information for all parts provided by supplier will be made available to the

City of Eugene upon request.

16.3 The City shall give preference to materials and supplies manufactured from recycled materials when available at a cost no greater than five (5) percent above the cost of comparable products manufactured from virgin materials. Subsequent contract or purchase order award will be based on these criteria and may contain applicable standard contract provisions as required by law.

17.0 PUBLIC RECORDS

17.1 This RFP and one (1) copy of each original proposal received in response to it, together with copies of all documents pertaining to the award of a contract, shall be kept by the City of Eugene Purchasing Office and made a part of a file or record which shall be open to public inspection. If a proposal contains any information that is considered trade secret under ORS 192.345(2), each sheet of such information must be marked with the following:

“This data constitutes a trade secret under ORS 192.345(2), and shall not be disclosed except in accordance with the Oregon Public Records Law, ORS 192.“

The Oregon Public Records Law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies only “unless the public interest requires disclosure in the particular instance.“ ORS 192.345(2). Therefore, non-disclosure of documents or any portion of a document submitted as part of a proposal may depend upon official or judicial determinations made pursuant to the Public Records Law.

17.2 The above restrictions may not include cost or price information which must be open to public inspection.

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III. SUSTAINABILITY & SOCIAL EQUITY

The City is interested in products and services that have a reduced impact on human health and the environment and that more fully support communities and economies when compared to competing products and services serving the same purpose. For more information regarding sustainability in procurement and related City policy and plans, please refer to the City’s Sustainable Purchasing website at http://www.eugene-or.gov/sustainpurch. The awarded proposer will be expected to support the City’s goals by implementing the following strategies where applicable.

1.0 WASTE REDUCTION

Pursuant to City Zero Waste efforts, the City aims to prevent waste where possible. In order to increase efficient use of resources, the awarded proposer shall adhere to the following items as applicable.

1.1 Unnecessary packaging for goods, beyond packaging compliance or practical safe shipping methods, shall be reduced. Proposer to ship goods utilizing one or more of the following methods:

a. Ship products in reusable, refillable, or returnable containers. For example, reusable trays or totes, which can be stored and returned;

b. Minimal packaging material used inside containers. This includes eliminating or reducing the amount of non-recyclable bubble wrap, foam pellets or other like material;

c. Eliminate non-essential parts of packaging, such as individual wrapping of components;

d. Use packaging made with recycled content, biodegradable, and/or non-toxic materials.

e. No point of purchase material or promotional literature.

1.2 The awarded proposer is to duplex all paper materials that are prepared for the City under the contract, whether such materials are printed or copied, except when impracticable to do so due to the nature of the product being produced.

1.3 Proposer is expected to prevent, reduce, recycle or otherwise divert waste generated from the provision of services procured by the City. City may request information about diversion tactics utilized and quantities of waste materials diverted.

2.0 IDLING REDUCTION

2.1 In the interest of reducing air and noise pollution and promoting energy conservation, all gasoline and diesel powered vehicles and equipment shall be idled only as necessary to perform the required duties, including delivery, and for the essential function(s) of the equipment. A driver of a vehicle must turn off the engine upon stopping at the destination, and must not cause or allow an engine to idle at any location for more than 20 seconds. This idling policy applies except in the following situations:

a. The health and safety of employees, sub-Proposers or public is compromised in turning off the vehicle.

b. The engine is required to power auxiliary equipment (e.g. hoist, lift platforms, hydraulic tools, inverters, compactors, medical equipment, specialized public safety radio communication and computer systems, etc.)

c. Vehicle/equipment manufacturer requires additional idle time for warm up or cool down for efficient and proper mechanical or functional operation of the unit.

http://www.eugene-or.gov/sustainpurch

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3.0 ENVIRONMENTALLY PREFERRED PRODUCTS

To promote and encourage environmentally sustainable practices for companies doing business with the City, the City requests vendors under City contract use environmentally preferable products in production of City work products.

3.1 The awarded proposer should use environmentally preferable materials that meet performance requirements wherever practical in the fulfillment of this agreement.

Environmentally preferable products and services have characteristics that include but are not limited to the following:

• Energy Efficient

• Reusable or upgradeable

• Recyclable

• Contain post-consumer recycled materials

• Produce fewer polluting by-products and/or safety hazards during manufacture, use or disposal, and/or

• Are certified by an independent accredited third party program such as

EcoLogo or ENERGY STAR.

3.2 The City desires the use of post-consumer recycled content, chlorine-free paper to encourage environmentally preferable practices for City business wherever practical in the fulfillment of the scope of work.

4.0 SOCIAL EQUITY

Economic prosperity through diversity and collaboration is fundamental to the Equity in Contracting program. Part of Eugene’s City Council Vision states that we will “Encourage a strong, sustainable and vibrant economy, fully utilizing our educational and cultural assets, so that every person has an opportunity to achieve financial security.”

The program aims to reduce barriers for local, small, minority and women-owned businesses to leverage all that our community has to offer, strengthening the business community as a whole.

The City supports the utilization of Minority, Women, Emerging Small Businesses (M/W/ESB), local businesses, Disadvantaged Business Enterprises and Oregon Forward Contractors (OFC) at both a prime and subcontracting and/or supply chain level. The City encourages eligible suppliers to gain certification and encourages the awarded proposer to use the following voluntary practices to promote open competitive opportunities for disadvantaged businesses in the fulfillment of the scope of work:

a. Access lists of certified minority, women, emerging small business or disadvantaged business enterprises from the Certification Office of Business Inclusion and Diversity (COBID) by visiting their website at:

https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp to find certified businesses from whom to procure products or services.

b. Visit the Oregon State Oregon Forward Program website at http://ofp.dasapp.oregon.gov/ to search for Oregon Forward Program contractors from whom to procure products or services.

https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp http://ofp.dasapp.oregon.gov/

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IV. ANTICIPATED PROPOSAL SCHEDULE

The following is the anticipated schedule for submission and review of proposals and award of the desired contract. This schedule is subject to change by the City in its sole discretion. Any change to the proposal submittal deadline will be made by an addendum to the RFP.

ACTIVITY DATE

Request for Proposals issued ....................................................................... June 4, 2024

Deadline for requests for clarifications ........................................................ June 24, 2024

Deadline for submittal of solicitation protest ................................................ June 25, 2024

Deadline for issuing addenda to RFP ......................................................... June 28, 2024

RFP CLOSING ............................................................................................... July 2, 2024

Submit proposals no later than 2:30 pm PST

Notice of Intent to Award………………………………………………………by July 31, 2024

The City reserves the right to delay any of the dates set forth above, if it is determined to be in the best public interest to do so. The contract shall become effective upon execution by the City.

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V. REQUIREMENTS / SPECIFICATIONS

INTRODUCTION

The City of Eugene intends to establish one or more five-year price agreements for the purchase of free-standing office furniture and related services. The City’s intent is to have each proposer provide their full product line of free-standing office furniture so that City users may select furniture appropriate for their needs. The resulting price agreement(s) will not include furniture that requires affixing to City structures such as panels that must be screwed into building walls or bolt-in station furniture.

The City’s Risk Division takes a proactive approach and addresses injury prevention, wellness education and ergonomics. Workstation furniture should support this approach by offering easily adjustable workstation units and modular designs for ease of reconfiguration and upgrading.

TERM OF AGREEMENT

This price agreement will be in effect for five (5) years from the date the contract is issued, unless otherwise terminated.

PRICING CONDITIONS

All pricing and discounts shall be firm for the first year of the contract period. Proposer may submit proposed pricing and discount revisions to the Purchasing Analyst thirty (30) days in advance of a proposed change. The proposer must provide adequate documentation detailing the factors that require the change, including manufacturers’ price lists, with any proposed increases. All changes must be approved by the City prior to taking effect.

GENERAL REQUIREMENTS

1.0 Product Categories

Proposers are to provide product information for each of the following categories within their proposal as outlined in 8.0 Content of Proposals in Section V of this RFP. Furniture that requires affixing to City structures such as panels that must be screwed into building walls or bolt-in station furniture should not be included. Proposers must provide furniture that fits in at least one category in order to qualify as responsive to this RFP.

• Workstation furniture - including readily adjustable and sit-to-stand adjustable work surfaces.

• Seating

• Filing systems and free-standing file cabinets

• Accessories - including desktop storage, computer accessories, cabling and other ancillary items

• Modular panels - including free-standing workstation panels and screening

The awarded proposer(s) will be required to furnish current catalogs, fabric swatches, color charts, etc. as requested by the City. Awards may be made by product, product category, or multiple categories based upon the City’s determination that it is in the best interest to do so.

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2.0 Scope of Work

The awarded proposer(s) shall be expected to work closely with designated City staff to accomplish the goals and perform the tasks as listed below:

2.1 Provide one or more office furniture product lines for purchase that meet the City’s furniture and service specifications listed in section 3.0 below.

2.2 Provide assistance, as needed, in fitting appropriately sized, readily height-adjustable work surfaces and components to the work station or work area. Fitting shall be performed at a City site or at the company’s location, whichever is more convenient for the City.

2.3 Provide price quotations to City staff, including estimated cost and schedule for individual service and product requests. All equipment shall be quoted FOB Destination to the City delivery address supplied at time of order.

2.4 Deliver ordered equipment to individual work sites no longer than eight weeks following placement of order. Provide timely notification of any delay in delivery.

2.5 Provide basic user training as needed to employee using items delivered.

2.6 When repairs are required, perform repairs within 2 weeks of service request and on-site whenever possible. If on-site repairs are not possible, pickup equipment in need of repair, repair it, and return repaired equipment to employee’s site.

2.7 If requested by City, provide equivalent temporary equipment, free of charge, when the repair of equipment must be conducted off-site or if repair work will take longer than 2 weeks to complete.

2.8 If available and if desired by the City, provide pick up and recycling services for existing furniture being replaced. Additional removal/recycling services for unwanted furniture items not being replaced may be desirable.

City will make available sufficient hours and access as are required to meet with the proposer on individual projects and provide such information as required to fulfill an order or work request.

3.0 Furniture and Service Specifications

3.1 The City needs furniture components to fit a variety of office spaces and functions. The proposed furniture should include an assortment of sizes of workstation surfaces, bases, finishes, and options; including cable management.

3.2 Furniture shall meet all OSHA and Federal ADA requirements for furniture.

3.3 Applicable workstation components shall be flexible and allow for correct ergonomic functioning by complying with ANSI/HFES100 standards.

3.3.1 City workstation surfaces shall be height adjustable and shall include keyboard platforms (the City's standard keyboard is approximately 21" wide) and accommodate a computer and peripherals such as a mouse or trackball.

3.4 Components shall be of solid, high quality, durable construction.

3.5 Any installation services provided shall be performed by trained installers. Installation shall be shown as a separate line item on quotes and invoices if additional charges are applied.

3.6 Workstation components should be adjustable and modular in design for ease of reconfiguration and upgrading.

3.7 The City has a Sustainable Buildings Policy which outlines LEED certification goals for buildings. In conformance with this policy, City may require LEED qualified furniture on some orders and may request documentation of this compliance from the awarded offeror.

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3.8 It is strongly desired that the furniture and furnishings products adhere to sustainable principles such as avoiding the use of toxic chemicals, using resources efficiently, containing post-consumer and/or post-industrial recycled content, and being readily recyclable at the end of life.

3.9 Delivery to include inside delivery, unpacking, assembly, and removal of all debris from premises, if requested.

3.10 The awarded contractor must separately invoice each City purchaser using the final price agreement. The contractor must send an itemized invoice for products and services purchased to the City Accounts Payable division which must include the information listed below:

Employee name;

Purchase order number provided by employee;

Date and type of services;

Products procured;

The itemized cost for each item/service; and The City price agreement number.

4.0 Warranty

Products supplied under this agreement shall have a minimum warranty period of one year from the date of delivery/installation. The warranty shall cover all costs for parts and labor for defects in material or workmanship. Return of defective products shall be at the Contractor’s expense.

5.0 Pricing

Pricing shall be provided using a fixed percentage discount form the Manufacturer’s Suggested Retail Price list per product category. Discount percentages shall remain firm for the entire contract period. It is the Contractor’s responsibility to provide the City with up-to-date price lists and any necessary catalogs or brochures during the entire contract term. The City shall have the option of accepting price increases or canceling the balance of any Price Agreement.

6.0 Price Agreement

The City may award multiple agreements. The price agreements established through this RFP will be non-exclusive. Price agreements may be awarded to more than one proposer.

Purchases under these Price Agreements will be on an as-needed basis, and the City makes no guarantees as to any minimum amount of compensation or work. New office furniture products may be added to an awarded price agreement upon contractor and City’s mutual agreement. A sample price agreement is included in Section IX. Sample Price Agreement.

7.0 Definitions

Post-consumer recycled content is the percentage of material in a product that was consumer waste generated by household, commercial, industrial, or institutional end-users that can no longer be used for its intended purpose. It includes returns of materials from the distribution chain. Examples include construction and demolition debris, materials collected through recycling programs, and discarded products (e.g.

furniture, cabinetry, decking).

Post-industrial recycled content is the percentage of material in a product that is recycled from manufacturing waste. Examples include planer shavings, sawdust, bagasse, walnut shells, culls, trimmed materials, overissue publications, and obsolete

RFP No. 20242053 Office Furniture Price Agreements 14 inventories. Excluded are rework, regrind, or scrap materials capable of being reclaimed within the same process that generated them.

ANSI/BIFMA e3 - Business and Institutional Furniture Manufacturers Association (BIFMA) serves North American furniture manufacturers, their suppliers and our customers by developing voluntary safety and performance standards utilizing the American National Standards Institute (ANSI) consensus process. Following ANSI approval, standards are placed into the public domain for use by all interested stakeholders. ANSI/BIFMA e3-2012 FURNITURE SUSTAINABILITY STANDARD includes criteria for evaluating materials selection and usage; energy and atmosphere;

human and ecosystem health; and social responsibility impacts.

8.0 Content of Proposals

Proposals should contain all of the information requested below. Proposals will be evaluated based on the information provided. Please precede your answers with a restatement of the corresponding questions. Proposals should be clear and concise.

1. Provide your company’s background information, including:

a) Company name, address and phone number;

b) Historical information about your company;

c) Business hours and days available;

2. List your company’s locations that would be involved in supplying products and services to the City, including:

a) Location that would directly service the City by taking, quoting and processing orders;

b) Location of distribution outlet(s) that would provide materials;

c) Locations of the furniture manufacturing facilities.

3. Describe your company’s backorder policy, shipment tracking, return/repair policy, quality control measures, method of delivery, installation and any other pertinent service provision.

a) Describe available system design and layout services.

b) Describe how repair services will be carried out, what typical repair timeline might be expected, and where the service providers closest to the City are located.

c) Describe the quality control measures you use to ensure consistently high-quality services.

d) Detail your company’s standard delivery time and any extra delivery options.

4. Is your company able to remove and/or recycle old City furniture as it is replaced with new furniture if requested?

a) Describe your company’s policy and procedures for reuse and recycling or buy-back programs for used furniture, if applicable.

b) Describe how and where products will be reused or recycled.

5. What is the length of warranty on your company’s products purchased and what does it cover?

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6. Provide a pricing summary page of all furniture proposed, including the manufacturer product lines under each product category listed in Section 1.0 Product Categories and listing:

a) The proposed percentage discount from Manufacturer’s Suggested Retail Price lists for

City purchases. Proposer may offer different percentage discounts for different product lines if needed;

b) Any large volume discounts, rebates or pricing incentives;

c) Any cost related to extra services such as:

i) Systems design and layout services

ii) Installation services beyond basic inside delivery, unpacking, assembly and removal of all debris from the premises

iii) Expedited delivery

iv) Removal and recycling of used furniture

v) Repair services not covered by warranty

d) Include a copy of the most recent Manufacturer’s Suggested Retail Price lists.

7. The City is interested in products and services that have a reduced impact on human health and the environment and that more fully support communities and economies when compared to competing products and services serving the same purpose. To this end, respond fully to the following questions:

a) Describe your company’s availability of LEED compliant products and its ability to recommend LEED compliant products.

b) It is expected that packaging for products ordered by the City will be removed by your company after inside delivery and assembly. Address:

i) Packaging materials used (cardboard, plastic film, etc.)

ii) Your firm’s efforts to minimize packaging without compromising product quality and integrity.

c) Describe ways in which negative impacts of the proposed product lines are reduced by expanding on how they promote:

i) Use of renewable materials and decreased use of non-renewable resources;

ii) Use of recycled content;

(1) Include information on the percentage of post-consumer and post-industrial recycled content within product lines.

iii) Encouraging responsible forest management for any wood products;

iv) Decreasing or avoiding use of toxic chemicals;

(1) For furniture with textile options, identify the fabric options that do not contain azo dyes, perfluorinated chemicals, polybrominated diphenyl ethers (e.g. decaBDE) and hexabromocyclododecane (HBCD).

v) Maintaining indoor air quality;

vi) Energy efficiency in production and transportation of products;

vii) Product attributes allowing for easy disassembly and/or reuse.

d) List which of the proposed products (if any) are certified to the ANSI/BIFMA e3 Furniture Sustainability Standard at Level 1 or higher or that have another third-party environmental certification. Include signed certificates of compliance from a licensed third-party certification body.

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VI. PROPOSAL SUBMITTAL REQUIREMENTS

Proposals must be submitted in accordance with the submission requirements listed in Section II. Instructions to Proposers. Proposals must contain all the information requested in the submittal category below. A completeness check will be conducted for each proposal. A complete submittal will make the proposer a ‘responsive proposer’ to be further evaluated for possible inclusion in a competitive range as described below.

Submittals

• Written Response: addressing each item in 8.0 Contents of Proposals, located in Section V of this RFP.

• Standard Proposal Form: Completed and signed Standard Proposal Form, Section

VIII.

Evaluation Criteria Evaluation of the written response portion to the RFP will be based on a point system. The possible point values are listed by each evaluation category. A committee will review the responses and assign points for each category. See Section VII. PROPOSAL EVALUATION PROCEDURES for a summary of the evaluation process.

The written responses may be used to establish a competitive range of proposers for further evaluation. Items will be scored up to the maximum point value indicated in parentheses.

• Business Structure (15 Points Possible) Evaluation of Proposers experience and the proximity of company, distribution and manufacturing centers.

• Services Offered (20 Points Possible)

Types and quality of services available, as well as accessibility of services offered.

• Variety and Quality of Furniture Available (20 Points Possible) Selection of workstation furniture, surfaces, colors, and fabrics, adjustability and/or provision of specialized items that meet the City’s needs.

• Price (25 Points Possible) Discount percentage off MSRP, cost of extra services, and response to pricing scenarios.

• Sustainability (20 Points Possible)

Availability of sustainable offerings and items within the product lines as well as contractor’s efforts toward sustainability. The City is interested in products and services that have a reduced impact on human health and the environment and that more fully support communities and economies when compared to competing products and services serving the same purpose.

1. Report on your performance in any areas that are relevant to your firm’s operations and services. Proposers may include existing reports or other company materials which demonstrate sustainability efforts. Suggested categories include:

• Energy efficiencies and other green building practices

• Green office practices

RFP No. 20242053 Office Furniture Price Agreements 17

• Community engagement and support for underserved populations

• Sustainable material sourcing

• Waste reduction and prevention (including waste management plans and reduce, reuse, and recycle tactics)

• Water conservation measures

• Alternative transportation practices

• Provision of Life Cycle Analysis or total cost of ownership

• Reporting on and communication about sustainability performance

• Mission-related sustainability practices/ Sustainable business policy

2. Discuss how your firm’s efforts might be incorporated into or benefit the work performed or product supplied to the City. Provide details of efforts, practices, and/or processes that will be utilized.

For more information regarding sustainability in procurement, please refer to the City’s Sustainable Purchasing website at http://www.eugene-or.gov/sustainpurch.

Written Proposal Total Possible Points: 100

The agent responsible for the solicitation may contact proposers for clarification of proposals;

however, no additions, deletions or substitutions may be made to proposals that cannot be termed as clarifications. Proposer’s responses to questions should restate the question and provide the clarification requested.

http://www.eugene-or.gov/sustainpurch

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VII. PROPOSAL EVALUATION PROCEDURES

A. DETERMINING RESPONSIVENESS OF WRITTEN PROPOSALS

Each proposal submitted in response to this RFP that conforms in all material respects with the requirements set forth in the solicitation documents and all requirements of the Oregon Public Contracting Code and City of Eugene Public Contracting Regulations shall be deemed a “responsive proposal”. The City will notify any proposers who submitted a non-responsive proposal to inform them that it did not meet the requirements and will therefore not be considered for contract award.

B. EVALUATION OF WRITTEN PROPOSALS

The City will evaluate each responsive proposal according to the criteria described in this RFP on a point system.

Evaluation of all written proposals may result in the establishment of a competitive range from which the final selection will be made. As provided for in 137-047-0261, the City may award to the highest ranked proposer at any tier.

C. COMPETITIVE RANGE, DISCUSSIONS, & NEGOTIATIONS

Pursuant to 137-047-0262, the City may establish a competitive range after evaluating all responsive proposals in accordance with the evaluation criteria set forth in the RFP. After evaluation of all proposals in accordance with the criteria set forth in the RFP, the City may determine and rank the proposers in the competitive range.

After determination of the competitive range the City may either: provide written notice to all proposers of its intent to award the contract to the highest-ranked proposer in the competitive range; or engage in discussions with proposers in the competitive range and accept revised proposals from them and following such discussions and receipt and evaluation of revised proposals, conduct negotiations with the proposers in the competitive range.

Notice of Competitive Range. The City shall provide written notice to all proposers identifying proposers in the competitive range. The City provides an opportunity for proposers excluded from the competitive range to protest the City’s evaluation and determination of the competitive range in accordance with Rule 137-047-0720.

Competitive Range Discussions and Revised Proposals. The City may choose to enter into discussions with proposers in the competitive range as outlined in 137-047-0262(2).

D. SELECTION PROCESS AND NOTICE OF INTENT TO AWARD:

Notice of the intent to award will only be given to the competitive range proposers. Final award will depend upon the execution of an acceptable contract and delivery of performance bond and evidence of insurance, if required, and may be withdrawn by the City at any time prior to execution of the contract by the City.

Proposers in the competitive range may protest the City’s intent to award in accordance with Rule 137-047-0740.

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VIII. FORMS TO SUBMIT WITH PROPOSAL

STANDARD PROPOSAL FORM

Solicitation No. 20242053

I, the undersigned, and authorized representative of (Company Name) certify the following:

Acknowledgement of terms, conditions and specifications

1. The proposer represents that proposer is properly licensed and adequately experienced, equipped, organized and financed to furnish and deliver the equipment specified and perform the services required.

2. The proposer has carefully checked the figures entered in the form, has carefully reviewed for accuracy all statements in this proposal and attachments, and agrees that the City will not be responsible for any errors or omissions of the proposer in preparing this proposal. The proposer agrees that this proposal may not be revoked or withdrawn for one hundred twenty

(120) calendars days after the date on which proposals are received.

3. Contract Execution; Insurance. The proposer agrees that if this proposal is accepted it will, within ten (10) calendar days after having received the Notice of Award, execute and return to the City the contract in the form included in the contract documents and will, at or before that time, deliver the insurance documentation as required.

4. Addenda. The proposer acknowledges that it has received the following addenda No(s):

and agrees that all addenda issued are a part of the contract documents and have been considered in preparing this proposal. (Proposer: insert the number of each addendum received; if no addenda were received, write “NONE” in the space.)

Compliance with Laws Proposer hereby agrees to comply with all applicable Oregon public contracting code provisions, as more specifically described in the attached contract and associated Exhibit A. Proposer attests that it complied with the applicable state and local tax laws including, but not limited to, ORS 305.385, ORS 305.620, ORS chapters 316, 317, and318 for no fewer than six years into the past from signature and will continue to comply with tax laws during the term of this contract.

Access to Plant or Place of Business Proposer agrees that the City may enter a proposer's or subcontractor's plant or place of business during normal business hours for the following purposes: inspect and/or test supplies or services for acceptance by the City pursuant to the terms of the contract and investigate the proposer's minority business certification or other proposer qualifications.

Cooperative Purchasing The proposer _____agrees _____disagrees to extend the terms, conditions and prices of the original City of Eugene contract to any other governmental agency. Pursuant to ORS 279A.215, other governmental agencies may establish contracts or price agreements under the terms, conditions and prices of the original contract. Agency/agencies shall have the power and authority to contract directly with the successful vendor(s).

RFP No. 20242053 Office Furniture Price Agreements 20

Certification of Nondiscrimination Proposer has not and will not discriminate against a subcontractor in the awarding of a subcontract because a subcontractor is a minority, woman, or emerging small business enterprise certified under ORS 200.055, or against a business enterprise that is owned or controlled by or that employs a disabled veteran as defined in ORS 408.225.

Noncollusion The proposer certifies that the proposal has been arrived at by the proposer, independently, and has been submitted without collusion with, and without any agreement, understanding or planned course of action with, any other proposer, proposer, or vendor on materials, supplies, equipment or services, described in the solicitation documents, designed to limit independent offers or competition. The contents of the proposal herein presented and made have not been communicated by the proposer or their employees or agents to any person not an employee or agent of the proposer or its surety on any bond furnished with the solicitation and will not be communicated to any such person prior the closing time of the solicitation.

We therefore offer the following equipment/service at the prices indicated hereon in fulfillment of the requirements and specifications contained within the solicitation documents and all addenda.

Company: Date:

Signature:

Title:

Name (Print):

Phone:

Address:

Email:

Company contact for this project (if different from above):

Name: Title:

Phone:

Requirement Initials

Written Response

Standard Proposal Form

Rev 04/2023 Contract # xxxx-xxxxx Page 21 of 30

IX. SAMPLE CONTRACT

Central Services Finance Division Purchasing

City of Eugene 500 East 4th Avenue, Suite 303 Eugene, Oregon 97401

(541) 682-5055

PRICE AGREEMENT

#2024-XXXXX

Commodity: Office Furniture RFP: 20242053

Contractor: Date Issued:

Contract Period:

From:

Contact: To:

Phone:

FOB: Eugene Delivered Payment Terms: Net 30 Days

1. Term. The length of this Contract is expected to be for five years effective upon issuance of this price agreement.

2. Cancellation. The Contract may be cancelled prior to the specified termination date by the City upon presentation of 30 days written notice.

3. Invoicing. All invoices must be emailed to AP@ci.eugene.or.us and must include the associated Purchase Order number. The invoice is due and payable within thirty (30) calendar days from the invoice date.

4. Ordering. This price agreement is issued as acceptance of the quote submitted by (Contractor) in accordance with RFP 20242053 which is hereby incorporated into this price agreement. Orders will be issued as product is required.

5. Price List.