305-20250527140451 MMS.pdf

REQUEST FOR PROPOSALS (RFP)

PROJECT TITLE: Queen’s Alley Furniture Project ISSUING ORGANIZATION: Meridian Main Street DATE OF ISSUE: May 27, 2025 PROPOSAL DUE DATE: June 21, 2025 SUBMISSION METHOD: Email mschanrock@embdc.org CONTACT PERSON: Matt Schanrock | Director | 601.693.1360

1. INTRODUCTION AND PROJECT OVERVIEW

Meridian Main Street, under the umbrella of the East Mississippi Business Development Corporation (EMBDC), is seeking proposals from qualified vendors for the procurement and delivery of high-quality, durable, and aesthetically pleasing outdoor seating furniture for a new alley project in Downtown Meridian.

This project is being funded through the American Rescue Plan Act (ARPA). As such, all procurement processes must adhere to federal regulations concerning competitive bidding and responsible use of funds. The goal of this project is to transform an underutilized alleyway into an inviting, functional, and vibrant public space that enhances the downtown experience for residents and visitors. The furniture will serve as essential seating, contributing to both the utility and the aesthetic appeal of the activated alley.

2. SCOPE OF WORK

Meridian Main Street requests proposals for the supply and delivery of three (3) distinct pieces of outdoor seating furniture.

Proposers are encouraged to demonstrate innovation in design while meeting all specified requirements. The furniture must be suitable for permanent public outdoor use in an urban environment.

3. FURNITURE REQUIREMENTS AND DESIRED FEATURES

Proposals must meet or exceed the following mandatory and desired criteria:

3.1 Durability & Longevity (Mandatory): * Minimum 15-25-year manufacturer's warranty on materials and construction, covering structural integrity and material defects under normal public outdoor use. * Demonstrated resistance to severe weather conditions common in Mississippi (e.g., extreme heat, humidity, heavy rain, UV exposure). * Resistance to rust, corrosion, fading, cracking, and rot. * Robust construction capable of withstanding heavy public use and potential vandalism.

3.2 Maintenance (Mandatory): * Furniture must be "maintenance-free" or require extremely low maintenance. This includes no requirement for painting, staining, sealing, or frequent specialized cleaning beyond basic wiping. * Materials must be easy to clean with standard methods (e.g., soap and water).

3.3 Assembly (Mandatory): * Furniture must be delivered fully assembled or require minimal to no on-site assembly by Meridian Main Street personnel. Proposer must clearly state assembly requirements.

3.4 Materials: * Proposals should detail the materials used (e.g., high-quality recycled plastics, powder-coated steel, marine-grade aluminum, composite lumber, concrete, stone). Materials must align with durability and maintenance requirements. * Preference will be given to products utilizing recycled content or sustainably sourced materials.

3.5 Aesthetics & Design: * Furniture design should possess a visually distinctive and contemporary aesthetic that complements a modern urban landscape. * Proposals should demonstrate how the furniture's form contributes to the alley's function as a public art piece and gathering space, aiming for a sculptural or unique appeal. * Proposers should suggest finishes and color palettes that are complementary to an urban environment.

3.6 Safety & Public Use: * Design must ensure public safety, free from sharp edges, pinch points, or tripping hazards. * Stable design that resists tipping or displacement under normal use.

3.7 Delivery: * Proposals must include an estimated lead time for delivery from the date of purchase order. * Delivery must be to Downtown Meridian, Mississippi.

4. PROPOSAL SUBMISSION REQUIREMENTS

Respondents must submit a comprehensive proposal addressing all sections below:

4.1 Company Information: * Full legal name of company, address, phone, email, and primary contact person. * Brief company history and experience in providing outdoor public furniture. * Three (3) client references for similar projects, including contact names and phone numbers.

4.2 Product Specifications: * Detailed specifications for each of the three (3) proposed seating pieces, including dimensions, weight, and materials. * High-resolution images or renderings of each proposed furniture piece. * Clear statement of warranty terms, specifically confirming a minimum 25-year warranty on materials and construction. * Detailed information on maintenance requirements. * Confirmation of assembly status upon delivery.

4.3 Pricing: * Itemized pricing for each of the three (3) proposed furniture pieces. * Total project cost, including all relevant fees (e.g., shipping, handling, delivery to site). * Pricing must be fixed for a minimum of ninety (60) days from the proposal due date.

4.4 Project Timeline: * Estimated lead time from purchase order to delivery.

4.5 Statement of Compliance: * A statement confirming the proposer's ability to meet all mandatory requirements outlined in this RFP.

5. EVALUATION CRITERIA

Proposals will be evaluated based on the following criteria, in order of importance:

Compliance with Mandatory Requirements (15-25-year warranty, maintenance-free/low-maintenance, assembly status):

(Highest Weight) Overall Durability and Suitability for Public Outdoor Urban Environment: (High Weight) Total Project Cost / Value for Money: (High Weight) Aesthetic Appeal and Design Compatibility with Alley Vision: (Moderate Weight) Company Experience, References, and Reputation: (Moderate Weight) Delivery Timeline: (Moderate Weight) Environmental Sustainability of Materials: (Lesser Weight) Meridian Main Street reserves the right to request additional information or conduct interviews with proposers. Meridian Main Street reserves the right to accept or reject any and all proposals, to waive any informalities, and to make awards that are in the best interest of the organization and the Downtown Meridian Alley Project.

6. Conflicts of Interest Prohibited No employee, officer, or agent may participate in the selection, award, or administration of a contract supported by a Federal award if he or she has a real or apparent conflict of interest. Such a conflict of interest would arise when the employee, officer, or agent, any member of his or her immediate family, his or her partner, or an organization which employs or is about to employ any of the parties indicated herein, has a financial or other interest in or a tangible personal benefit from a firm considered for a contract. The officers, employees, and agents of Meridian Main Street may neither solicit nor accept gratuities, favors, or anything of monetary value from contractors or parties to subcontracts. However, Meridian Main Street may set standards for situations in which the financial interest is not substantial, or the gift is an unsolicited item of nominal value.

Miscellaneous:

- Required Contract Terms. All contracts awarded pursuant to these procedures shall contain the applicable required contract terms described in Code Federal Regulations, Title 2, Part 200, Appendix II. (Attachment “A” hereto.)

- Compliance with Applicable Requirements. All contracts awarded pursuant to these procedures shall comply with the other applicable requirements contained in the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Award.

7. ARPA FUNDING REQUIREMENTS

This project is supported by federal ARPA funds. As such, all selected vendors must agree to adhere to all applicable federal regulations, including but not limited to, those related to equal opportunity, non-discrimination, and records retention for audit purposes. All procurement must demonstrate open and free competition to ensure "reasonableness" and best value.

8. INQUIRIES

All questions regarding this RFP must be submitted in writing via email to mschanrock@embdc.org by June 13, 2021 for questions. Responses to all questions will be shared with all prospective proposers.

9. SUBMISSION INSTRUCTIONS

Proposals must be submitted electronically to mschanrock@embdc.org by June 21, 2025 at 11am central time zone. Late submissions will not be considered.