SMRT Architects and Engineers

July 13, 2021

Project # 19176 smrtinc.com

Table of Contents

Instructions to Bidders Section 1

Bid Form Use Instructions / Examples Section 2

Project Summary Section 3

Product Requirements Section 4

Separate Files

Furnishings Specification Sheets (PDF)

Furniture Floor Plans (PDF)

Alternate Form (DOC)

Substitution Form (DOC)

Bid Form (XLSX)

Section 1

Instructions to Bidders

INSTRUCTIONS TO BIDDERS

1. BID SUBMISSION REQUIREMENTS

Please note that your Bid should include a minimum of each of these documents:

a. Completed Excel bid form

b. Cover letter with bid summary including:

i. Total Product Cost, Delivery /Installation Costs

ii. Delivery Schedule

iii. Pertinent past project experience

c. Drawings; provide plan view and 3D line drawings for items D2 and D3 indicating all components.

d. Complete substitution form(s) and supporting documentation for proposed substitutions (cut sheets, images, and drawings or sketches as required).

e. Complete alternate form(s) and supporting documentation for proposed alternate items (cut sheets, images, and drawings or sketches as required).

f. Bidders are required to furnish a statement of their business experience, record of accomplishments, and financial responsibility.

2. BASIS OF BID ANALYSIS

Bids shall be based on the following items:

a. Lowest Price that meets all specifications and requirements

b. Demonstration of Vendor’s ability to complete project on schedule

3. SUBSTITUTIONS

Manufacturers and models are indicated for basis of design products to establish a quality of standard and to make known to Bidders the type and quality of furniture and/or equipment and its features. It shall be the responsibility of the Bidder to show variations, even minor, in feature, type, dimension, quality, design or any deviations from furnishings herein specified that are proprietary products. The Bidder will identify substitute products on the bid form and provide the supporting documentation indicated herein.

i. Information to be Furnished with Bid for Substitutions: The Bidder must submit with his/her bid, a completed Substitution Request Form (form supplied with this package) for each item that deviates from the proprietary product specified. Detailed published factory specifications including dimensions, images, and all attributes, features and finishes of furnishings and equipment proposed, must be submitted. If the items offered differ from the provisions contained in the specifications or plans, such differences must be explained in detail. The substitution will receive consideration if such differences do not depart from the intent of the specifications and plans and are in the best interests of the Owner as interpreted by the Designer. However, should the equipment differ in any respect from what is specified, sample proof must be submitted with the bid in the form of complete drawings, product photos, samples, and/or other factual data indicating that all essential requirements of the specifications have been met. Refer to paragraph

1.4 of Product Requirements section for more information. The Designer reserves the right to request any additional information seen fit to analyze substituted item.

4. ALTERNATES

If a vendor would like to submit an alternative option in addition to a basis of design item, that they feel is of comparable aesthetic, and comparable or better quality at a similar or more competitive value, they may do so. No more than (1) alternate may be submitted for any (1) item.

The bidder will identify the alternate on the bid form as instructed in the “Examples and Instructions” tab of the Bid Form spreadsheet provided; but will not include the extended pricing for the item in the Product Total for the project.

a. Information to be Furnished with Bid for Alternates: In addition to the Alternates Form supplied with this bid package, the Bidder must submit with his or her bid, detailed published factory specifications including dimensions, images, and all attributes, features and finishes of furnishings and equipment proposed. If the items offered differ from the provisions contained in the specifications or plans, such differences must be explained in detail. The substitution will receive consideration if such differences do not depart from the intent of the specifications and plans, and are in the best interests of the Owner as interpreted by the Designer. However, should the equipment differ in any respect from what is specified, sample proof must be submitted with the bid in the form of complete drawings, product photos, samples, and/or other factual data indicating that all essential requirements of the specifications have been met. Refer to paragraph

1.5 of Product Requirements section (016000) for more information. The Designer reserves the right to request any additional information seen fit to analyze substituted item.

5. Vendor warrants compliance with and agrees to be bound by any and all applicable State of Maine’s provisions governing sale of products or services.

6. No Proposal may be withdrawn during a period of sixty (60) calendar days immediately following the opening thereof. Vendors must hold the unit price of products until the building has been occupied.

7. No Contract may be assigned or transferred without the written consent of the Owner.

8. INSTALLATION SCHEDULE

It is expected that installation of all FF&E items will be complete no later than October 1, 2021. The contracted vendor shall be responsible for staying up to date on construction schedule and shall accommodate construction delays as required without incurring cost to the Owner.

9. INSTALLATION

The Vendor shall deliver inside the facility, uncrate, set up and set in place the items of furniture, furnishings and/or equipment, as described in the various parts of the specifications and drawings.

A. The items are to be received by the Owner (in perfect condition). Vendor must provide an estimated Schedule of Delivery in his/her response.

B. The Vendor is responsible for storing and holding furniture and materials at Vendor’s cost until approved for on-site delivery.

Note: The necessary coordination for delivery, access and installation shall be with the approval of the Owner. Vendor to confirm final delivery date and location with the Owner after award of contract.

10. INSTALLATION REQUIREMENTS

All work included in the plans and specifications shall be carefully fitted into place. It shall be at the responsibility of the Vendor to verify all as-built dimensions at the building and to be responsible for the accuracy of all work that must be fitted in the specified areas. The Vendor shall also be responsible for all final item quantities. The Vendor’s past performance on recently completed contracts will be taken into consideration in determining the award of this contract.

All material shall be properly stored by the Vendor to assure that it is protected from the weather and theft.

A. The Vendor will be responsible to provide and remove any temporary protection as required to protect the existing materials and finishes from damage caused by its work.

B. The Vendor will also be responsible for removing all waste generated by FF&E installation from site.

C. Vendor shall visit the site and evaluate delivery conditions prior to delivery dates.

Delivery and installation shall be performed in coordination with the General Contractor.

D. Each item must be tagged to the location (building and room number) that they are to be delivered to. Unmarked items will be refused at the site by the Owner.

There will be a single point loading dock for delivery of items.

11. MATERIAL DELIVERIES AND CONTRACT DELAYS

The Vendor shall coordinate deliveries with the Owner’s construction manager and appointed representative. No financial claim for any payment whatsoever shall be brought against the Owner, Construction Manager or Design Team for any building construction delays.

12. EXPEDITING AND COORDINATION REQUIREMENTS

The Vendor shall provide the name and telephone number of the person or persons responsible for expediting, coordination and installation of items to the Designer and Owner.

13. FINISH SAMPLES

The Vendor shall furnish to the MCC’s contracted Designer, SMRT, all finish samples (physical samples – no electronic color charts will be accepted) required for selection of materials. The process and schedule for samples will be reviewed after award of contract.

14. GUARANTEES

The Vendor shall guarantee the labor and materials, in writing to the Owner, of the products supplied for a minimum of one (1) year after completion of delivery, installation and acceptance by the Owner. If longer guarantees are available, this shall be stated in the Bidder's proposal.

NOTE: The dealer shall provide to the Owner (2) two copies of all manufacturers’ maintenance, warranty information and cleaning guide/requirements for all furnishings, finishes and upholstery in both electronic disk and hard copy manuals.

15. INSPECTION AND ACCEPTANCE OF FURNISHINGS

If any furnishings delivered under the contract fail to comply with the detailed specifications, or is defective, the Bidder shall be notified and shall be required at the discretion of the Owner to:

A. Replace without additional cost to the Owner the defective unit of furnishings with a satisfactory product and provide temporary product without additional cost, or

B. Refund to the Owner the sum of money paid for the amount of furnishings found unsatisfactory and to make such disposition of the defective materials without additional cost to the Owner.

16. CERTIFICATES

Flameproof: The supplying vendor may be required to submit test reports for all products specified.

17. ELECTRONIC DRAWING FILES

Electronic drawings either in CAD or Revit format can be provided upon vendor request. Receipt of drawing files constitutes acceptance of the terms below:

A. The vendor is solely responsible for the estimated cost of this scope of supply. The use of the Revit/CAD files is for the convenience of the vendor only. In providing these files, SMRT is not responsible for the accuracy of the estimate.

B. If the vendor finds discrepancies or errors in the plans, those issues must be submitted in writing during the bid process and shall be addressed by addendum if necessary.

C. In providing the CAD/Revit files, SMRT does not assume the obligation of providing updated information in CAD/Revit format.

D. If using these files, the vendor agrees that the bid will be based on the official construction plans as designed.

E. All documents prepared by SMRT, Inc. for this project, including documents in electronic format, are instruments of our service and are for use solely with respect to this project.

SMRT, Inc. retains all common law, statutory and other reserved rights, including the copyright for these instruments of service.

18. REFERENCES

Bidders must provide a list of five customers for whom it provided similar work in the past three years. Reference information must include Company/Government Name, Contact Person, Current Phone Number and date of work done.

Poor references may be a basis for determining that a bidder is not responsible. Reference questions will include but may not be limited to product quality, performance, and durability;

timely delivery, customer service and general customer satisfaction.

End of Section “Instructions to Bidders”

Section 2

Bid Form Use Instructions / Examples

C3

He rm an Mi lle r, Ca pe r

He rm an Mi lle r, Ca pe r

Finishes: Shell, Berry Blue (3M); Frame, Metallic Silver (MS);

Flexnet Seat, Silver Gray (6V02). Features: Fixed arms, 4-leg base with glides. Perforated back with mesh seat.

$131.96 14 $1,847.44 Example:

Item bid as specified

C3

He rm an Mi lle r, Ca pe r

Si tO nIt ,A ny tim e

Finishes: Shell Color to be selected; Frame, Metallic Silver.

Features: Fixed arms, perforated polypropylene seat and back, with floor saver glides.

$127.88 14 $1,790.32 Example:

Item bid with substitution

C3

He rm an Mi lle r, Ca pe r

He rm an Mi lle r, Ca pe r

Finishes: Shell, Berry Blue (3M); Frame, Metallic Silver (MS);

Flexnet Seat, Silver Gray (6V02). Features: Fixed arms, 4-leg base with glides. Perforated back with mesh seat.

$131.96 14 $1,847.44

C3 Alternate

Si tO nIt ,A ny tim e

Finishes: Shell Color to be selected; Frame, Metallic Silver.

Features: Fixed arms, perforated polypropylene seat and back, with floor saver glides.

$127.88 14 Example:

Item bid with alternate.

SPREADSHEET USE EXAMPLES - NOT FOR BID

Dealer Name:

EXTENDED

PRICE

BASIS OF DESIGN PROPOSED ITEMS

QTY

MFR,

MODEL

PHOTO or

DWG.ITEM

MFR,

MODEL

PHOTO or

DWG.

UNIT

PRICE

ITEM DESCRIPTION (finishes & features included in pricing -noting "as specified" will not be accepted)

SMRT Project # SPREADSHEET USE EXAMPLES - NOT FOR BID

Section 3

Project Summary

PROJECT SUMMARY

PART 1 - GENERAL

1.1 SUMMARY

A. Section Includes:

1. Project information.

2. Work covered by Contract Documents.

3. Work under separate contracts.

4. Access to site.

5. Coordination with occupants.

6. Work restrictions.

1.2 PROJECT INFORMATION

A. Project Identification: MDOC Downeast Men’s Reentry Center

1. Project Location: 64 Base Rd. Machiasport, ME 04655

B. Owner: Maine Department of Corrections, Downeast Men’s Reentry Center

C. Architect: SMRT Architects and Engineers, 75 Washington Ave, Portland, ME 04101

D. General Contractor: King Construction Services, 63 Dublin St. Suite 4, Machias ME 04654

1.3 WORK COVERED BY CONTRACT DOCUMENTS

A. The Work of Project is defined by the Contract Documents and consists of the following:

B. Provide furniture and installation services for a new single floor educational facility including a chapel, classrooms, a library, fitness areas, and staff and educator workspaces.

C. Type of Contract:

1. Multiple contracts are separate contracts, representing significant activities between

Owner and separate contractors. Each contract is performed concurrently and coordinated closely with activities performed on Project under other contracts. Contracts for this project include the following:

a. Furniture, Fixtures and Equipment Contract.

1.4 WORK SEQUENCE

A. Refer to Instructions to Bidders for details.

B. Before commencing Work, obtain an updated copy of Contractor's construction schedule showing the sequence, commencement and completion dates for all work performed under separate contracts.

1.5 WORK UNDER SEPARATE CONTRACTS

A. General: Cooperate fully with separate contractors so work on those contracts may be carried out smoothly, without interfering with or delaying work under this Contract or other contracts.

Coordinate the Work of this Contract with work performed under separate contracts.

1.6 ACCESS TO SITE

A. General: Contractor shall have limited use of Project site for construction operations as indicated on Drawings, and as indicated by requirements of this Section.

B. Use of Site: Limit use of Project site to work in areas indicated in drawing. Do not disturb portions of Project site beyond areas in which the Work is indicated.

1. Driveways, Walkways and Entrances: Keep driveways, loading areas, and entrances serving premises clear and available to Owner, Owner's employees, and emergency vehicles at all times. Do not use these areas for parking or storage of materials.

a. Schedule deliveries to minimize use of driveways and entrances by construction operations.

b. Schedule deliveries to minimize space and time requirements for storage of materials and equipment on-site.

1.7 WORK RESTRICTIONS

A. Work Restrictions, General: Comply with restrictions on construction operations.

1. Comply with limitations on use of public streets and with other requirements of authorities having jurisdiction.

B. On-Site Work Hours: Limit work in the building to normal business working hours of 8:00 a.m. to 5:00 p.m., Monday through Friday, unless otherwise indicated.

C. Controlled Substances: Use of tobacco products and other controlled substances on site is prohibited.

D. Employee Identification: Contractor will provide identification tags for Contractor personnel working on Project site. Require personnel to use identification tags at all times.

E. Employee Screening: Comply with Owner's requirements for screening of Contractor personnel working on Project site.

1. Maintain list of approved screened personnel with Owner's representative.

End of Section “Project Summary”

Section 4

Product Requirements

PRODUCT REQUIREMENTS

PART 2 - GENERAL

2.1 SUMMARY

A. Section includes administrative and procedural requirements; selection of products for use in Project; product delivery, storage, and handling; manufacturers' standard warranties on products; product substitutions and alternates; maintenance.

2.2 DEFINITIONS

A. Products: Items obtained for incorporating into the Work; purchased for Project. The term "product" includes the terms "material," "equipment," "system," and terms of similar intent.

1. Named Products: Items identified by manufacturer's product name, including make or model number or other designation shown or listed in manufacturer's published product literature that is current as of date of the Contract Documents.

2. New Products: Items that have not previously been incorporated into another project or facility. Products salvaged or recycled from other projects are not considered new products and are not acceptable for use on this Project.

3. Comparable Product: Product indicated as a product substitution or alternate, that is proven to have the qualities related to type, function, dimension, in-service performance, physical properties, appearance/finishes, and other characteristics that equal or exceed those of a specified product. Refer to “Instructions to Bidders”, and information included in this section regarding requirements for substitutions and alternates.

B. Basis-of-Design Product Specification: A specification in which a specific manufacturer's product is named and accompanied by the words "basis-of-design," including make or model number or other designation, to establish the significant qualities related to type, function, dimension, in-service performance, physical properties, appearance, and other characteristics for purposes of evaluating comparable products of additional manufacturers named in the specification.

C. Substitutions: Proposed products other than those indicated as Basis-of-Design.

D. Alternates: Proposed alternative to products indicated as Basis-of-Design, provided in addition to products as specified by Designer; or additional pricing requested as indicated.

E. Manufacturer’s Warranty: Preprinted written warranty published by the individual manufacturer for a particular product and specifically endorsed by manufacturer to Owner.

F. Special Warranty: Written warranty required by or incorporated into the Contract Documents, either to extend the time limit provided by the manufacturer’s warranty or to provide more rights for Owner.

2.3 SUBSTITUTION PROCESS

A. Substitution Requests may be included in your Bid. Refer to Instructions to Bidders and below.

Identify product to be replaced by item tag indicated in Furnishings Specification Sheets and on drawings. The Substitution Request Form provided by SMRT must be completed. Substitution Request Form(s) MUST include an image and full description of product that vendor is requesting to be substituted.

1. Documentation: In addition to completed Substitution Request Form(s), show compliance with requirements by providing the following, as applicable:

a. Detailed comparison of significant qualities of proposed substitution with those of the Work specified. Significant qualities may include attributes such as performance, weight, size, durability, visual effect/aesthetics, finishes and specific features and requirements indicated.

b. Product Data, including drawings and descriptions of products and fabrication and installation procedures.

c. Samples, where applicable or requested.

d. Material test reports from a qualified testing agency indicating and interpreting test results for compliance with requirements indicated.

e. Research/evaluation reports evidencing compliance with building code in effect for

Project, from a model code organization acceptable to authorities having jurisdiction.

f. Vendor’s certification that proposed substitution complies with requirements in the Contract Documents and is appropriate for applications indicated.

g. Vendor’s waiver of rights to additional payment or time that may subsequently become necessary because of failure of proposed substitution to produce indicated results.

2. Interior Designer’s Action: If necessary, Interior Designer will request additional information or documentation for evaluation of a request for substitution.

2.4 ALTERNATES

A. Alternates may be included in your Bid. Refer to Instructions to Bidders and below.

Identify product proposed by item tag indicated in Furnishings Specification Sheets and on drawings. The Alternate Form provided by SMRT must be completed. Alternate Form(s) MUST include an image and full description of product that vendor is submitting for consideration.

1. Documentation: In addition to completed Alternate Form(s), show compliance with requirements by providing the following, as applicable:

a) Detailed comparison of significant qualities of proposed substitution with those of the Work specified. Significant qualities may include attributes such as performance, weight, size, durability, visual effect/aesthetics, finishes and specific features and requirements indicated.

b) Product Data, including drawings and descriptions of products and fabrication and installation procedures.

c) Samples, where applicable or requested.

d) Material test reports from a qualified testing agency indicating and interpreting test results for compliance with requirements indicated.

e) Research/evaluation reports evidencing compliance with building code in effect for

Project, from a model code organization acceptable to authorities having jurisdiction.

f) Vendor’s certification that proposed substitution complies with requirements in the Contract Documents and is appropriate for applications indicated.

g) Vendor’s waiver of rights to additional payment or time that may subsequently become necessary because of failure of proposed substitution to produce indicated results.

2. Interior Designer’s Action: If necessary, Interior Designer will request additional information or documentation for evaluation of a proposed alternate.

2.5 PRODUCT DELIVERY, STORAGE, AND HANDLING

A. Material Storage Requirements Refer also to Instructions to Bidders. All material delivered to the site shall have the prior notice and approval of the Owner, Owner’s Representative, and General Contractor; and be arranged and maintained in an orderly manner with the use of all walks, drives, roads, rooms and entrances maintained unencumbered. Should it be necessary at any time to remove materials from the site, the Vendor shall move them as directed by the Owner, Owner’s Representative or General Contractor at his/her own expense. All material shall be properly stored by the Vendor to assure that it is protected from the weather and theft. Any damage caused by the Vendor to the building or site will be the responsibility of the Vendor to repair.

B. Trash Removal Requirements All unused materials, rubbish and equipment which have accumulated, as a result of the work required, shall be removed at the Bidder's expense on a DAILY BASIS. Vendor shall explain to Owner their process for trash removal and removal of trash and general clean-up will be at no expense to Owner.

If this cleaning is NOT done on a daily basis, the owner will take on the responsibility and back-charge the dealer accordingly.

NOTE: There will be NO EATING or DRINKING onsite unless otherwise authorized by owner.

C. Deliver, store, and handle products using means and methods that will prevent damage, deterioration, and loss, including theft. Comply with manufacturer's written instructions.

1. Schedule delivery to prevent storage at Project site.

2. Coordinate delivery with installation time to ensure minimum holding time for items that are flammable, hazardous, easily damaged, or sensitive to deterioration, theft, and other losses.

3. Deliver products to Project site in an undamaged condition in manufacturer's original sealed container or other packaging system, complete with labels and instructions for handling, storing, unpacking, protecting, and installing. Refer to paragraph 10 of “Instructions to Bidders” section.

4. Inspect products on delivery to ensure compliance with the Contract Documents and to ensure that products are undamaged and properly protected.

5. Store products to allow for inspection and measurement of quantity or counting of units.

6. Store materials in a manner that will not endanger Project structure.

7. Comply with product manufacturers written instructions for temperature, humidity, ventilation, and weather-protection requirements for storage.

8. Protect stored products from damage.

D. Final Approval Installation is subject to final approval by Designer and Owner. Items must be properly placed according to Designer’s documentation and direction; Clean and ready for immediate use; all electrical connections must be fully coordinated and complete. Designer will conduct punch list walk through with Owner and Vendor. Vendor will be responsible for completing all items noted during this exercise before scheduled building occupancy.

2.6 PRODUCT WARRANTIES

A. All products submitted in bid shall carry full commercial use warrantees. Comprehensiveness of Manufacturer’s warrantees will be factored into evaluation of items submitted as Substitutions and Alternates.

PART 3 - PRODUCTS

3.1 PRODUCT SELECTION PROCEDURES

A. General Product Requirements: Provide products that comply with the Contract Documents, are undamaged, and are new at time of installation. Products must be available at time of order.

1. Provide products complete with accessories, trim, finish, fasteners, and other items needed for a complete installation and indicated use and effect.

2. Where products are accompanied by the term "as selected," Designer will make selection.

3. Where finish material selections are indicated, those specified materials must be provided/included in pricing whether considered standard, graded-in, or custom/special by item manufacturer. If a specified finish cannot for any reason be used on product indicated, Designer must be notified immediately.

4. Or Equal: For products specified by name and accompanied by the term "or equal," comply with requirements in "Comparable Products" Article to obtain approval for use of an unnamed product.

3.2 PRODUCT SUBSTITUTIONS OR ALTERNATES

A. Substitutions or Alternates to be submitted with Proposal and indicated as Substitution or Alternate on Proposal Form.

B. Conditions: Interior Designer will consider Bidder’s request for substitution or proposed alternate when the following conditions are satisfied.

1. Requested substitution or alternate offers Owner a substantial advantage in cost, time, energy conservation, quality, or durability, after deducting additional responsibilities that the Owner must assume. Owner's additional responsibilities may include compensation to Interior Designer for redesign and evaluation services, increased cost of other construction by Owner, and similar considerations.

2. Requested substitution or alternate does not require revisions to the Contract Documents.

3. Requested substitution or alternate is consistent with the Contract Documents and will produce indicated results.

4. Substitution or Alternate is fully documented and properly submitted.

5. Substitution or Alternate will not adversely affect Contractor's Schedule.

6. Substitution or Alternate is compatible with other portions of the Work.

7. Substitution or Alternate has been coordinated with other portions of the Work.

8. Substitution or Alternate provides warranty in alignment with Basis-of-Design product specified.

9. Failure of the Bidder to make required shop drawing and product submittals of specified products on time is not acceptable reason for substitution.

3.3 MAINTENANCE

A. Provide owner with maintenance documents as indicated herein and in Instruction to Bidders.

Also provide a comprehensive list of contact information for service calls, maintenance and/or repair questions, and future order placement for all items.

B. Maintenance: Include the following:

1. Types of cleaning agents to be used and methods of cleaning.

2. List of cleaning agents and methods of cleaning detrimental to product.

3. Procedures for routine cleaning.

4. Procedures for preventive maintenance.

5. Procedures for routine maintenance.

6. Instruction on use of special tools.

C. Repairs: Include the following:

1. Diagnosis instructions.

2. Repair instructions.

3. Disassembly; component removal, repair, and replacement; and reassembly instructions.

4. Instructions for identifying parts and components.

5. Review of spare parts needed for operation and maintenance.

End of Section “Product Requirements”