6-SOW Furniture Rental for Students final.pdf

UTD20250801-TB

University of Texas at Dallas Furniture Rental for Students

Scope of Work

Buyer: Tonya Bester

About University of Texas at Dallas (“UTD”)

The University of Texas at Dallas is a Carnegie R1 classification (Doctoral Universities

– very high research activity) institution, located in a suburban setting 20 miles north of downtown Dallas. The University enrolls more than 29,000 students — 73 percent undergraduate and 27 percent graduate — and offers a broad array of bachelor’s, master’s, and doctoral degree programs.

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

Texas Instruments, UTD is 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.

UTD is one of the fastest growing universities in the country and is among the top three public universities in Texas, as ranked by U.S. News and World Report. UTD is home to nationally ranked programs in a variety of fields, including those in science, engineering, business, and audiology. The University also has educational paths in the liberal arts and social sciences. UTD’s faculty includes members of the National Academies and more than 560 tenured and tenure-track professors. UTD’s athletic department is the second-largest Division

III program in the U.S.

1. Project Overview, Objectives, and Term:

Overview: University Housing has 2,543 housing units on campus that are completely unfurnished.

The University of Texas at Dallas (UTD) is inviting proposals from qualified vendors to offer convenient and affordable furniture rental solutions for students residing in unfurnished on-campus housing.

Objective: To enhance the campus living experience by providing students with access to reputable furniture rental services, available on either an academic term or annual basis. The goal is to identify and approve multiple vendors that UTD Housing can recommend to students residing in university apartments. All furniture rental agreements will be made directly between the student and the rental company.

Contract Term: Two (2) years with two (2) one-year renewals.

2. Scope of Work

2.1. The successful vendor will provide all marketing, delivery, and removal of rental furniture for students who reside on our campus for either an academic year (August-May) or calendar year (August-July).

2.2. Furniture rentals will be reasonably priced, and students will complete their rental arrangements directly through the company’s website.

2.3. Coordination of the furniture delivery will be handled directly between the student and the rental company; the Housing Office will not be involved in this process.

2.4. The rental and installation agreement will be solely between the student and the furniture rental company; University Housing will not be a party to the contract.

2.5. A contractual agreement will be established between the selected vendor(s) and UT Dallas regarding the timelines and procedures for furniture removal.

2.5.1.1. All vendors will be required to coordinate with the students renting the furniture regarding the removal of the furniture at the end of the contracted agreement period. The removal timeframe must be within an 8-hour period that the student outlines as their final date of occupancy, and it must be during regular business hours, Monday – Friday 8:00 am – 5:00 pm. If the students provide a weekend pickup date (Saturday or Sunday) and the student does not show up to give access to the vendor, UTD housing staff will be available to provide the vendor with access the first working day after the weekend. If the student fails to provide access to the furniture on their final date of occupancy, the vendor will be charged a $50 entry fee for housing staff to provide access.

2.5.1.2. The vendor will be assessed a storage fee of $25 / day for any furniture that is not picked up by the vendor within 24 hours of the student vacating the unit (excluding Saturday and Sunday). Storage fees will be assessed per rental agreement and will not exceed $250 per agreement. Any furniture that is not picked up after 10 business days (excluding Saturday and Sunday) will be considered abandoned and become the property of UT Dallas.

2.6. Vendors will be required to provide menu options where students can choose their interested pieces, and have package options (i.e., Bed, Desk, Dresser, Desk Chair)

2.7. Vendors will be required to provide UTD Housing with:

2.7.1. A list of student residents with whom they have signed contracts for rentals; and

2.7.2. Notice of all scheduled dates for furniture delivery and pickup.

3. Experience & Qualifications

3.1. Quality and Condition of Furniture

3.1.1. Offers commercial-grade, durable and well-maintained furniture.

3.1.2. Meets fire safety and health regulations.

3.1.3. Regularly inspects and refreshes inventory to avoid wear and tear.

3.2. Variety and Customization

3.2.1. Provides a wide selection of furniture styles and sizes suitable for student apartments.

3.2.2. Allows for customizable packages to meet different space and budget needs.

3.3. Transparent Pricing

3.3.1. Offers fair and competitive pricing, with clear terms for monthly, semester, or annual rentals.

3.3.2. Includes damage waiver options, transportation fees, and deposit policies upfront.

3.4. Delivery and Installation Services

3.4.1. Provides timely delivery, professional setup, and pickup services.

3.4.2. Coordinates directly with students and not University Housing staff.

3.5. Flexible Lease Terms

3.5.1. Offers short-term and long-term rental options.

3.5.2. Includes easy renewal or early termination policies.

3.6. Customer Support

3.6.1. Maintains responsive and tech-friendly customer service, including online portals and mobile support.

3.6.2. Handles service requests, replacements, and troubleshooting efficiently.

3.7. Sustainability Practices

3.7.1. Uses eco-friendly materials and promotes recycling or reuse of furniture.

3.7.2. Aligns with student values around environmental responsibility.

3.8. Reference and Reputation

3.8.1. Has positive reviews from other universities or student renters.

3.8.2. Can provide references or case studies from similar campus partnerships.

4. Project Requirements

4.1. Vendor must be able to provide the following furniture options for students with a menu or package option:

4.1.1. Bed with frame (Two sizes including twin and full)

4.1.2. Nightstand

4.1.3. Dresser

4.1.4. Desk

4.1.5. Desk Chair

4.1.6. Gaming Chair

4.1.7. Sofa

4.1.8. Love Seat

4.1.9. Sitting Chair

4.1.10. Kitchen Table

4.1.11. Kitchen Chairs

4.1.12. Coffee Table

4.1.13. End Table

4.1.14. TV Stand

4.1.15. Lamp options for bedroom and living area

5. Response Format

5.1. Required Documents:

5.1.1. Signature Page

5.1.2. General Questionnaire

5.1.3. Terms & Conditions

5.1.4. Pricing Sheet (Complete the included Excel form)

6. Evaluation Criteria

Evaluation Criteria Weight

Price (Pricing Sheet) 40%

Package Options 30%

Comprehensive Proposal 10%

Experience of company on similar projects 5%

Supplier history with UTD 5%

Proposed implementation timeline 5%

Project staff experience on similar projects 5%

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.