EI_RFP683486-Mattresses-Hospitality-Supplies.pdf

E&I RFP # 683486

Mattresses, Hospitality Supplies, Equipment and Related Services

E&I Cooperative Services, Inc. Page 1 of 2 Request for Proposal RFP#683486 V05.11.20

Table of Contents

1. General Overview

Description of Cooperative Purpose and Intent of the Request for Proposal (RFP) Market Opportunity Member Participation

2. Standard RFP Provisions Definitions Term Sole Point of Contact Evaluation Process Evaluation Criteria Terms and Conditions of Agreement Protest Procedures

3. Proposal Response Requirements Tentative Schedule of Events Proposal Submission Upload Instructions and Recommendations Respondent Questions Rights Reserved by E&I and Restrictions on RFP Process

4. Scope of Products and Services

List of Products Specifications Specification Checklist No Exclusions

4.5 My Resource Library………………………………………………………………………………………………………... 15

5. Supplier Performance Expectations Report of Sales Contract Administrative Fee (CAF) Effect on Termination Agreement Audit Marketing and Sales Responsibilities – E&I Marketing and Sales Responsibilities – Supplier and E&I Marketing and Sales Responsibilities – Supplier Supplier Commitment

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6. Master Agreement Template

1. General Overview Description of Cooperative

Educational & Institutional Cooperative Services, Inc. (E&I) is a member owned New York non-profit corporation established in 1934 and is governed by a Board of Directors. The Board of Directors is a group of professionals who are elected by the E&I Membership. The Board provides oversight to ensure the Members’ needs are addressed and met. Our Membership is comprised of public and private universities and colleges, community colleges, other affiliated members, K-12, and teaching healthcare facilities throughout the United States.

Our mission is to assist our members in creating supply-chain efficiencies, lowering costs and reducing risks by collaborating with our members, suppliers and strategic partners. We deliver exceptional value to higher education, K-12 and related communities by making it easy for them to access high-quality contracts, strategic sourcing expertise, insights and unrivaled customer service.

Purpose and Intent of the Request for Proposal (RFP)

The purpose of this RFP is to establish a cost-effective Master Agreement (“Agreement”) for Mattresses, Hospitality Supplies, Equipment and Related Services which complies with our Member procurement requirements and will provide E&I Members a procurement vehicle to acquire the products and/or services outlined within this RFP. All E&I Members will be eligible to participate in the resulting agreement.

Products and/or services considered for award shall equal or exceed the quality level of industry standards as defined within this RFP and shall comply with all applicable federal, state, and local technical, environmental, and performance standards and specifications.

The awarded Respondent(s) is/are expected to be the manufacturer or a fully authorized dealer/distributor for any of the manufacturers it proposes. The Respondent and its distributors must be able to provide service and timely deliveries to all Members and campuses. Direct involvement by the awarded Respondent may be necessary to assist Members in understanding the different types of products available and in selecting the best solution to fit their needs.

E&I is committed to utilizing purchasing and business practices in accordance with the National Association of Educational Procurement Code of Ethics. The primary goals and objectives of E&I are to: (1) assist our Members to obtain the absolute lowest cost and best value that exceeds other public sector consortia agreements, (2) establish a strategic sourcing partnership with any selected manufacturer(s) and authorized dealers, and (3) enhance our position as the premier Procurement Cooperative for Education.

Market Opportunity

By satisfying the above Member needs, the Cooperative anticipates significant Member purchases to be recorded against the resulting Agreement(s). The Cooperative currently has more than 5,000 Members, comprised of roughly 50% public and 50% private. K-12 school districts, academic healthcare and research institutions are eligible for membership in E&I. The Cooperative’s expectations are a substantial opportunity for growth (in terms of Member purchases) with competitively awarded Agreement(s) in these markets. There is also interest in utilizing the potential contract by the Participating Oregon Community Colleges (POCC).

Member Participation

Once the awarded Respondent has been established and the Agreement finalized, individual E&I Members (in some situations Member departments) will review the awarded Respondent’s program and determine their individual participation. See Section B43 of E&I’s Master Agreement Template General Terms and Conditions for specific details on how members participate in awarded Respondent’s program. The awarded Respondent’s program includes the Agreement along with additional supporting materials (if any) developed by the awarded Respondent.

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Upon award of a Master Agreement from this RFP, the Respondent shall be provided an electronic file listing of E&I Members.

Updated versions will be sent as needed. E&I will post the awarded Respondent’s program on the E&I internal web site which is password protected and only available to E&I Members.

2. Standard RFP Provisions Definitions

The following are the definitions of general terms used in this RFP.

DAYS: All days specified are based on calendar days unless otherwise noted.

EDUCATION: The combination of Higher Education and K-12.

GO TO MARKET: Strategy or action plan specifying how the Respondent will utilize its inside and outside resources (e.g.

sales force and distributors, marketing initiatives, etc.) to deliver its products and/or services to the Education market through an E&I contract.

Contract Region Key States Northeast CT, MA, ME, NH, NY, RI, VT Mid-Atlantic DC, DE, MD, NJ, PA, VA, WV Southeast AL, FL, GA, KY, MS, NC, SC, TN Central AR, IA, KS, LA, MN, MO, ND, NE, OK, SD, TX Great Lakes IL, IN, MI, OH, WI Western AK, AZ, CA, CO, HI, ID, MT, NM, NV, OR, UT, WA, WY

GREATEST BENEFIT: The decision for award will be based on an overall combination of variables such as quality, price and various elements of required service that in total are optimal relative to the needs of the E&I Membership.

HIGHER EDUCATION: All Universities, Colleges, Healthcare Facilities (private and public), i.e., Associate, Bachelor, Master, and/or PhD in the United States, that provide for advanced learning and/or grant degrees. These Universities, Colleges and Healthcare Facilities may or may not be members of E&I.

HUBS: Historically Underutilized Businesses e.g., minority, women-owned businesses (for the State of Texas, Certified HUBS within the State of Texas).

K-12: All School Systems and Districts (private and public) in the United States that provide education for students in Kindergarten through 12th Grade. These School Systems and Districts may or may not be members of E&I.

MANUFACTURER: Indicates an entity that makes the products from raw materials outlined in this RFP, all of its agents, and employees.

MAY: Indicates something that is not mandatory but permissible/desirable.

MEMBERS: Includes Institutions, Universities, Colleges (private and public) and K-12 schools that are listed in the E&I record.

MONTH END: Shall mean the last calendar day of each month.

MOST RESPONSIBLE: A Respondent whose reputation, past performance, and business and financial capabilities are such that the Respondent would be deemed most capable of satisfying Member needs for a specific contract.

MUST, SHALL, WILL: The words “shall,” “must,” or “will” are equivalent and indicate mandatory requirements or conditions. E&I will not waive Responder’s material deviation from any of the mandatory requirements.

MWBE: Minority, Woman-owned Business Enterprises.

NATIONAL AGREEMENT: E&I awards an Agreement which is available throughout the United States (including Alaska and Hawaii).

REGIONAL AGREEMENT: E&I may elect to award an Agreement by Geographical Areas of the United States. See table below for geographic breakdown:

RESPONDENT: Entity who submits a proposal to an RFP.

RESPONSIBLE: A Respondent is responsible if they are capable or qualified to perform the work.

RESPONSIVE: A proposal is responsive if it meets all of the requirements of the RFP.

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SHALL, MUST, WILL: Indicates a mandatory requirement(s) that must be addressed. Failure to address these mandatory requirements will result in rejection of your proposal as non-responsive. E&I may, but is not required to, reserve the right to request additional information.

SHOULD: Indicates something that is recommended but not mandatory. If the Respondent fails to provide recommended information, E&I may, at its sole option, ask the Respondent to provide the information or evaluate the proposal without the information.

SOLE POINT OF CONTACT: The Contract Manager or designee to whom Respondents shall address any questions regarding the solicitation or award process. The sole point of contact shall be the arbitrator of any dispute concerning performance of the Contract.

SUCCESSFUL RESPONDENT: The Respondent(s) or individual(s) who are the recommended recipient(s) of the award of a contract under this RFP (also synonymous with “Payee,” “Offeror,” “Contractor,” “Vendor,” “Supplier,” and “Business Partner”). If a Respondent is a manufacturer, its certified dealers and resellers may also furnish products under the Contract;

in choosing to do so, the dealers and resellers agree to honor the Contract and the term “contractor” shall be deemed to refer to them. Unless awarded the Contract as a direct Respondent, however, dealers and resellers are not parties to the Contract, and the Respondent that certifies them shall be responsible for their actions and omissions.

SUPPLIER: Indicates an entity that distributes/furnishes the products and or services of a company, all of its agents, and employees. For the purposes of this RFP, the terms Supplier and Respondent may be used interchangeably.

Term

The Agreement term will be for five (5) years with the option of one five (5)-year renewal. Exercise of any renewal will require formal written notification and mutual agreement between E&I and Respondent at least one (1) year prior to Agreement expiration.

If this RFP results in an Agreement, a hold-over clause may be invoked by the E&I member on a month by month or year by year basis as per the agreement between the member and Respondent utilizing the same terms and conditions as listed in Agreement between the awarded Respondent and E&I.

Sole Point of Contact

Jim LoGrasso Contract Manager, Interiors, General Products and Services Educational and Institutional Cooperative Services, Inc.

2 Jericho Plaza, Suite 309 Jericho, New York, 11753-1671 Voice: 631-630-8262 E-Mail: jlograsso@eandi.org

Respondents to this RFP or persons acting on their behalf shall not contact any E&I employee, officer, or agent; any E&I Board of Directors; or any E&I Member concerning any aspect of this RFP, except in writing to the Sole Point of Contact or the Vice President, Strategic Sourcing & Contract Management, from the date of release of this RFP through the official award date. Violation of this provision may be grounds for rejecting a proposal response. See Section 3.4 on how to submit questions.

Evaluation Process

Any contract(s) resulting from this Request for Proposal will be awarded in writing to responsive and responsible Respondents whose proposal, in the opinion of the evaluation team, offers the greatest benefit to our members when considering the total value including the quality, service levels, customer service and total cost (including any trade, prompt payment discounts, and other miscellaneous charges).

All proposals should be complete to be considered responsive. If the proposal fails to conform to the requirements of the RFP, E&I and/or the RFP evaluation team will determine whether the variance is significant enough to consider the proposal.

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The evaluation team conducts its evaluation in two stages: 1.) Technical Evaluation (all evaluation criteria excluding pricing) 2.) Pricing Evaluation. Each stage is independent of the other, and the evaluation team will not evaluate the pricing nor will they be privy to the pricing until the technical evaluation is complete.

As part of the evaluation process, E&I may require a demonstration/presentation before the award is made and the demonstration/presentation may be considered as an additional factor in award. Selected Respondent(s) shall be given a script and/or instruction for the presentation in order to provide the evaluation team further insight regarding their proposal and to clarify any issues. Failure of a Respondent to conduct a presentation on the date scheduled may result in rejection of the Respondent’s proposal. In addition, E&I may decide to make site visits, as needed, during the evaluation process which shall be coordinated with the respective Respondent(s).

Evaluation Criteria The RFP evaluation team will review and evaluate RFP responses according to the following weighted criteria based on a total of 100 points.

CRITERIA Points

TECHNICAL EVALUATION

Adherence to Terms & Conditions/RFP Specifications RFP closely aligns with Members’ institutional policies, federal, state, and local legal and regulatory requirements and policies o Form Certifications

Acknowledgment and acceptance of Terms and Conditions o RFP – Standard Provisions / Proposal Response Requirements o Execution of Offer o Master Agreement Template

Response to Specifications o Scope of Products and Services o Supplier Performance Expectations

Respondent’s Capabilities Order Placement/Payment Delivery/Installation Service, Support, Product Warranty and Maintenance Administration, i.e. Reporting Capabilities On-Line/Technological Capabilities, including electronic ordering, E-commerce, procurement cards, billing and access to Respondent’s electronic catalogs Environmentally sustainable products and solutions Supplier Diversity, including Historically Underutilized Businesses (HUBs), Minority and Woman-

Owned Business Enterprises (MWBEs) and Small Business Enterprises as defined by the Small Business Administration (SBA)

Breadth and Quality of Products/Services 15

Respondent’s Qualifications Financial Stability References Experience and Past Performance

Added Value Solutions/Incentives and other information as deemed relevant by E&I 5

PRICING EVALUATION

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Pricing Pricing and Terms that provide for increased discounts and lower overall cost 35

Terms and Conditions of Agreement

As a result of this RFP process, it is our expectation that an Agreement will be established between E&I and one or more of the Respondents. The Agreement will incorporate the relevant terms and conditions of this RFP and Respondent’s proposal.

Protest Procedures

Any actual or prospective Respondent (“Protesting Party”) who is aggrieved in connection with a solicitation or selection for award may file a written protest up to seven (7) calendar days after issuance of a Non-Award Letter in accordance with the procedures described herein and pursuant to the Protest Rules in the Execution of Offer.

Filing of Protest

1. The Protesting Party shall send its written protest to:

Vice President of Strategic Sourcing & Contract Management E&I Cooperative Services, Inc Attention: Solicitation Protest 2 Jericho Plaza, Suite 309 Jericho, NY 11753

2. The written protest shall contain the following:

a. Name, address, telephone number, fax number, and email address of the Protesting Party.

b. The signature of the Protesting Party or their representative.

i. The signature of an attorney or Protesting Party on a protest or other document constitutes a certificate by the signer that the signer has read such document, that to the best of the signer's knowledge, information, and belief formed after reasonable inquiry, and that it is not interposed for any improper purpose, such as to harass, limit competition, or to cause unnecessary delay, or needless increase in the cost of the procurement. If a protest or other document is signed in violation of this subsection before or after appeal to the Chief Business Development Officer, the Protesting Party shall be liable to pay E&I the amount of the reasonable expenses incurred because of the filing of the protest, including E&I’s reasonable attorneys' fees.

c. Identification of the solicitation and award that is being protested.

d. A detailed statement of the legal and factual grounds of the protest including copies of relevant documents.

e. The form of relief requested.

3. E&I shall be entitled to payment of its reasonable expenses incurred because of the filing of the protest, including E&I’s reasonable attorneys' fees, in the event of a decision by the Chief Business Development Officer that:

a. A protest or other document was signed, before or after appeal to the Chief Business Development Officer, in violation of subsection 2.b.(i) above;

b. The protest has been brought or pursued in bad faith; or

c. The protest does not state on its face a valid basis for protest.

4. The Protesting Party shall post a bond in an amount of $10,000 at the time of filing the written protest payable to E&I Cooperative Services, Inc. Such protest bond shall be in form and substance acceptable to E&I and shall be immediately payable to E&I to secure payment under section 3 above. E&I does not waive any right to seek payment of additional amounts if the bond is not adequate to reimburse E&I the full amount of its reasonable expenses caused by the protest.

5. E&I shall hold such protest bond for at least fourteen (14) calendar days after the date of the final determination by E&I. If the Protesting Party appeals the determination in accordance with the procedures herein, E&I shall hold such protest bond until instructed by the Chief Business Development Officer to either keep the bond or return it to the Protesting Party.

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6. The Vice President of Strategic Sourcing & Contract Management shall have the authority to resolve the protest.

If deemed necessary, the Vice President of Strategic Sourcing & Contract Management may request a meeting with the Protesting Party to seek clarification of the protest issues.

7. The Vice President of Strategic Sourcing & Contract Management shall promptly issue a decision in writing within seven (7) calendar days of receipt of the written protest. E&I will mail a copy of the decision or otherwise furnish a copy to the Protesting Party which will include the reasons for the action taken.

Waiver of Protest Any of following actions shall constitute a Protesting Party’s waiver of protest proceedings and litigation.

If the Protesting Party does not adhere to the Protest procedures as outlined herein to include filing a written protest within seven (7) calendar days after issuance of a Non-Award Letter in conjunction with an E&I competitive solicitation, or in the case of an appeal within five (5) calendar days of the protest decision.

If the subject matter of the Protest was known or should have been known to the Protesting Party before the Deadline for Submission of RFP–Related Written Questions and the Protesting Party did not raise the issue in a written comment.

If the Protesting Party fails to post a bond at the time of filing the written protest payable to E&I Cooperative Services, Inc. in an amount equal to $10,000. The bond shall be conditioned upon the payment of all costs which may be adjudged against the Protesting Party filing the protest action.

Appeals

1. The Protesting Party may file an appeal of the decision made by the Vice President of Strategic Sourcing & Contract Management with the Chief Business Development Officer, within five (5) calendar days of the written protest decision.

2. The Protesting Party shall send Appeals to:

Chief Business Development Officer E&I Cooperative Services, Inc Attention: Protest Appeals 2 Jericho Plaza, Suite 309 Jericho, NY 11753

3. The decision by the Chief Business Development Officer is final and shall be given in writing and submitted to the Protesting Party within five (5) calendar days of receipt of the written appeal.

4. No further appeal of E&I decision on the protest is authorized, and Respondent expressly waives any right to invoke any other authority or dispute resolution mechanism concerning matters addressed by these Protest Procedures.

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3. Proposal Response Requirements All proposals are subject to the conditions specified herein. E&I, in its sole discretion, may reject a Proposal as non-responsive if Respondent fails to follow these instructions and requirements.

Tentative Schedule of Events

The following is a tentative schedule of events for this RFP:

Activity Due Date Request for Proposal issued (“Open Date”) 9/21/2020 5 PM ET Deadline for submission of RFP–related written questions (“Q&A Submission Close Date”) 10/5/2020 E&I Response to RFP-related questions 10/8/2020 1 PM ET Deadline for Receipt of Proposals (“Close Date”) 11/3/2020 Technical Evaluation, Clarifications 11/17/2020 Receipt of Pricing, Pricing Evaluation 11/23/2020 Best and Final Offers on or about 12/3/2020 Negotiations Begin on or about 12/7/2020 Anticipated Award(s)/Letter of Intent (LOI) 12/14/2020 Acceptance and Execution of Agreement 1/8/2021 Implementation 2/1/2021

Proposal Submission

Proposal responses must be submitted via E&I’s Electronic Sourcing Solution via the link below and clicking on the “Respond Now” button.

https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=EandICooperative

Hard copy submissions or submissions through any other medium other than through E&I’s Electronic Sourcing Solution are not permitted.

Proposal responses shall be submitted exactly as outlined, and the required information shall be provided in the section under which it is requested. Respondents may not combine or reorganize headings and/or requests for information or indicate the information will be included in another section. Proposal responses shall not refer E&I to any location outside the requested sections noted within the required format below (i.e. links to external website).

Prerequisites – Review the following prerequisites and certify acknowledgment where indicated.

o RFP Provisions and Specifications o Execution of Offer and Certifications

Supplier Attachments – Upload additional files relevant to proposal response. NOTE: Information submitted that is not requested by E&I may be considered to be supplemental and not subject to evaluation.

Questions – Review and respond to each question group.

o Response to Specifications o Respondent’s Capabilities o Respondent’s Qualifications o Added Value Solutions o RFP Exceptions

DO NOT INCLUDE ANY PRICING INFORMATION OF ANY KIND WITHIN YOUR INITIAL

SUBMISSION. E&I will request pricing from all Respondents AFTER the technical evaluation of all proposals is complete.

Q&A Board – Ask sourcing event-related questions, receive responses, read other public questions and answers, and respond to buyer-submitted questions. See additional information in section 3.4.

Proposals must be received by the RFP Close Date/Time Deadline.

https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=EandICooperative https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=EandICooperative

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Each Respondent is solely responsible for the timely delivery of its proposal. Failure to meet the proposed date and time shall be grounds for rejection.

DO NOT ALTER THE RFP document IN ANY WAY. The only acceptable changes or alterations to the RFP will be made in the form of addenda issued only by E&I.

A Supplier may withdraw or modify its proposal prior to the Close Date/Time Deadline.

Elaborate proposals (e.g. expensive artwork) beyond that sufficient to present a complete and effective proposal are not necessary or desired. E&I will not pay for any information requested nor is it liable for costs incurred by the Respondent in responding to this RFP.

All submitted proposals constitute an offer by each respective Respondent and shall remain irrevocable for a period of 180 days following the Submission Deadline.

If Respondent’s proposal deviates from these instructions, such proposal may, at E&I’s sole discretion, be rejected.

Upload Instructions and Recommendations

Submissions are to be uploaded prior to the Close Date/Time Deadline as indicated in Section 3.1 Tentative Schedule of Events. It is strongly recommended to allow sufficient time and at least ONE (1) hour before the Close Time to begin the uploading process and to finalize submission.

Each item of Requested Information is instantly sealed (no one from E&I can review) and will only be visible after the Close Date/Time. Submissions may be edited as needed up until the Close Date/Time.

Responders may elect to utilize the import/export feature to export questions into Excel in order to work on responses offline and import into the system upon completion.

Keep in mind that when answering questions in the provided text box within the system (if applicable) there is a limit to the number of characters you can use in your response. The dynamic character limit counter at the bottom of each text box will display the remaining characters available.

Uploading large documents may take significant time, depending on the size of the file(s) and your Internet connection speed. The maximum upload file size is 50 MB. If your file is greater than 50 MB, you can either break it up into multiple files as there is no limit to the number of files less than 50 MB. Alternatively, you could also provide a link to an online file share location (i.e. Dropbox, Box, Google Drive, Microsoft OneDrive/SharePoint etc.).

Do not embed any documents within your uploaded files, as they will not be accessible or evaluated.

Information submitted that is not requested by E&I may be considered to be supplemental and not subject to evaluation.

Any questions relating to log-in issues or technical issues, including attachments, can be submitted to our third-party software host, Jaggaer via a Support Form:

https://go.jaggaer.com/SupplierSupportRequest.html or via (800) 233-1121, option 2 then option 2.

Respondent Questions All sourcing event-related communications between Respondents and E&I is managed and tracked in E&I’s Electronic Sourcing Solution through the RFP Event’s Q&A Board.

Use the Question & Answer (Q&A) Board within the RFP event of E&I’s Electronic Sourcing Solution to ask any questions. Refer to the Tentative Schedule of Events for the last day to submit questions. At all times it shall remain the responsibility of the Respondent participating in the RFP to check the RFP event for any addenda, notices or award decisions and the Q&A Board for updates. No further notice will be given.

Respondents are expected to raise any questions or concerns they have regarding the RFP. If Respondent discovers any significant ambiguity, error, conflict, discrepancy, omission or other deficiency in this RFP, Respondent should immediately notify the Sole Point of Contact of the deficiency and request modification or clarification of the RFP document using the Q&A Board.

https://go.jaggaer.com/SupplierSupportRequest.html https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=EandICooperative

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Any questions and responses specific to the terms and conditions, process, procedures, language, specifications and other parts of the RFP may be made public and may be shared with other Respondents. Do not provide any proprietary information in a question or in a response to an answer to a question.

Only those communications that are in writing from E&I shall be considered as a duly authorized expression on behalf of E&I. Respondents may not consider any verbal instructions as an official expression on E&I’s behalf.

QUESTIONS DIRECTED TO, OR ANY PROPOSALS RECEIVED FROM ANY OTHER PERSON, AGENT,

OR REPRESENTATIVE OF E&I WILL NOT BE CONSIDERED VALID OR BINDING. Also, E&I will recognize only communications from Respondents that are either signed and in writing or submitted directly within E&I’s Electronic Sourcing System as duly authorized expressions on behalf of the Respondent.

Rights Reserved by E&I and Restrictions on RFP Process

E&I reserves the right to issue Addenda to the RFP at any time prior to the Close Date/Time.

E&I reserves the right to reject any or all proposals or any part thereof.

E&I reserves the right to make an award and/or multiple awards by section, in whole, or to make no award as determined to best meet the needs of the membership.

E&I recommends that a Respondent’s initial proposal reflect its most favorable terms. E&I reserves the right to negotiate with any Respondent(s) and to arrive at its final decision and/or to request additional information or clarification on any matter included in the proposal.

If this RFP is regional in scope, E&I, upon mutual agreement of the Respondent, may expand the Agreement to additional regions or nationally.

E&I, in its sole discretion, reserves the right to waive any irregularity or minor variance in any proposal received, including but not limited to obvious mathematical errors in extension of pricing, failure to date the proposal, or failing to execute any certification not considered salient to price, delivery or acceptance of an agreement award.

E&I reserves the right to select the most responsible Respondent(s) without further discussion, negotiation, or prior notice.

E&I may presume that any proposal is a final proposal revision (otherwise known as a “Best-and-Final Offer”).

E&I reserves the right to delete specific line items in order to provide a basis for an evaluation of the prices quoted by all Respondents.

Any discussion with E&I personnel, other than the Vice President, Strategic Sourcing and Contract Management or the Contract Manager listed as the Sole Point of Contact regarding this RFP while the RFP is in progress (from the time Respondent receives this RFP until final award is made) is strictly prohibited. Such contact and discussion may result in disqualification of Respondent’s proposal.

E&I is the sole owner of all data and information contained within the RFP document and accompanying attachments.

Respondent shall use this information exclusively to prepare a proposal. Respondent should not disclose this information to any other firm or use it for any other purpose unless required by law or legal process.

Respondent proposals will be opened and reviewed at the convenience of E&I.

All proposals and related information submitted become the property of E&I; they will not be returned and may be subject to disclosure under the Freedom of Information Act, Open Records laws or other laws existing in E&I Members’ states. As such, proposal(s) may be released to third parties, without prior notice to Respondent(s), as required to comply with legal requirements.

Respondents must clearly indicate which portions of their response are “Confidential” – considered to contain confidential or proprietary information.

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4. Scope of Products and Services The Respondent is expected to provide Mattresses, Hospitality Supplies, Equipment and Related Services as required by members.

All products offered under a resulting agreement shall be new, unused and currently available. Remanufactured or refurbished products are not acceptable, in lieu of new product, unless authorized by the member.

Scope of Products This RFP is to establish a contract for all types of mattresses, commercial soft goods, associated in-room items and related service solutions due to the need of Members to have access to a competitive contract for any and all types of mattresses, commercial soft goods, associated in-room items, and related service solution purchases. Product considerations include but are not limited to the following: coil type, coil configuration, firmness, edge guard, foundation, support system, Ticking, and upholstery layers. You are encouraged to include your entire product line in your proposal response including but not limited to twin, XL twin full, queen, king size Mattresses and Box Springs.

Specifications

The base specifications, provided below, are meant to be an example of acceptable specifications. The various sizes for twin, full, queen, and king shall be within industry standard and the respondent shall indicate the sizes in which they are offering with the dimensions. Mattress material and construction may vary by the products that are included in your response.

Primary Areas of Performance - There are several primary areas of mattress performance in which our members are concerned. These areas include open flame resistance, clean-ability/sanitizing/contamination, bedbug resistance and overall student comfort.

Please include detailed product specification.

• Maximum acceptable tolerances

• Size

• Weight

• Grade of Component

• Brand/Make, Model Comparisons

Dormitory Specification Checklist

CONSTRUCTION:

All mattresses shall be manufactured in accordance with the best practice known to the manufacturing industry and shall be clean and free from defects in material and workmanship and shall meet the generally accepted Manufacturing sanitary conditions.

TICKING:

• It is preferred that the mattress cover construction include a covering made from SOFIux OX™ as manufactured by Ventex, Inc. or acceptable alternative.

• The mattress ticking fabric must have a yarn size of no less than 190 but not greater than 250 denier.

• The polyurethane coating on the fabric will impart the qualities of its waterproof properties, anti-bacterial, anti-fungal, and a moisture vapor transmission rate of less than 350 but greater than 150 grams per meter squared over a 24-hour period.

• PVC coatings are unacceptable.

• The mattress ticking meets the flammability requirements of NFPA 701 (small scale) and Cal 117. The mattress ticking must be PBDE-free and certified to be woven, dyed, coated, finished and inspected in the USA.

• This mattress will be manufactured with the nylon side of the ticking facing outwards for maximum comfort.

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SPRING UNIT:

• The spring unit shall be an all-wire, knotted-coil construction and shall consist of transverse rows of coils by the use of 17.5 gauge patented lacing wire helicals running at right angles to the long axis of the unit.

• All coils shall be an hourglass shape.

• The spring unit shall have a low profile 7” x 24” coil count configuration.

• The spring wire shall be 13 gauge high carbon and properly heat treated to eliminate permanent load stress.

• The spring unit shall contain no border wires, thereby allowing the mattresses to fold from head to foot and return to a 180-degree flat surface without any damage to the mattress.

• The vendor must be able to ship the mattresses in compression wrapped boxes of size 17” x 17” x 34” to reduce shipping costs, decrease the risk of damage and provide for easy handling by university personnel.

UPHOLSTERY FOAM;

• A 2” thick sleep surface layer of premium quality 1.8 lb/ft3 minimum density convoluted foam shall be placed on the top and bottom of the mattress.

• One side of the mattress will have a Firm side and the other side will be Plush.

• The firm side shall contain 46 ILD pressure reduction foam and the plush side shall contain 32 ILD pressure reduction foam, providing the mattress with dual-firmness and increased comfort.

• The perimeter of the mattress shall contain ultra firm 1.8 lb/ft3 85 ILD foam edges to prevent edge collapse.

• The foam used must have the CertiPUR-US certification, thereby confirming that the foam has Low VOC emissions for indoor air quality.

• The foam shall be made with a blend of conventional polyols and natural, renewable polyols, such as soy bean oil, to reduce our nation’s dependence on petrochemicals and lower greenhouse gas emissions.

• All foam must pass the California Technical Bulletin #117-2013 flammability standard.

FLAMMABILITY TESTING REQUIREMENTS:

• A fire barrier, which must be Integrity30™, as manufactured by Ventex, Inc., or acceptable alternative, shall be placed over all upholstery in such a way that it completely encapsulates the entire mattress forming the full fire barrier.

• The fire barrier must consist of modacrylic/ fiberglass/ polyester and shall be a tubular 1 x 1 rib knit with a weight of no less than 6.6 ounces but not greater than 7.3 ounces per linear yard.

• •Fire barriers containing chemical additives or flame-retardant additives are unacceptable. Core spun yarns are unacceptable. The end of the barrier shall be completely closed with SpunGold™ or fiberglass thread. or metal staples or acceptable alternative.

All products submitted shall meet or exceed all elements of the following flammability test criteria:

• Boston Fire Department IX-11 Full Composite Burn Test

• California Technical Bulletin #129 and #603 Open Flame Burn Test

• ASTM 1590 / UL Test 1895 for Open Flame Test for Heat Release

• Consumer Product Safety Commission 16 CFR 1633 Open Flame Burn Test

1. California Technical Bulletin #129. The mattress shall meet the requirements of CAL TB 129. A passing CAL

TB 129 test report bearing the name of the respondent must accompany the proposal response. The CAL TB 129 test report must be submitted in its entirety. Failure to provide a copy of the CAL TB 129 test report makes the response automatically non-compliant and invalid.

2. Boston Fire Department IX-11. The mattress shall meet the requirements of the BFD IX-11. A BFD IX-11 test report bearing the name of the bidding entity must accompany the bid. The BFD IX-11 test report must be submitted in its entirety. Failure to provide a copy of the BFD IX-11 test report makes the bid automatically non-compliant and invalid.

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Respondent must submit a copy of the results of the fire tests conducted at an independent laboratory with the RFP submittal. Responses without test information will not be considered for award.

Not only must residential life mattresses be open-flame resistant, but potential fire hazards must be eliminated. Please indicate how your product’s mattress construction would address potential fire hazards i.e. convoluted foam pads by the students.

ADDITIONAL TESTING

In addition to the Fire Tests listed above, the mattress must meet the requirements of the following test methods

• ASTM METHOD F 1670 Liquid and Synthetic Blood Penetration Test

• Allergen Barrier Use Simulation Test

• The specified ticking must be certified to be PBDE free, antimony free, and lead free.

• ASTM METHOD F 1671 Viral Penetration Test

• UL Green Guard GOLD Certification

• Antibacterial Assessment Report

PLEASE NOTE: The bidding company must provide copies of the test results with the name of the independent testing facility and the bidding company. Failure to provide test results from an independent test laboratory for all of these standards will automatically make the bid non-compliant and invalid. Affidavits of Assurance of Compliance to specifications in lieu of test results and related third party testing certifications are NOT acceptable.

BED BUG RESISTANCE:

The recent focus on bedbugs into college and university residence halls has heightened concerns in the construction and manufacturing specifications. An area of concern is in the tape edge seams of conventional residence hall mattresses. The mattress seams must be inverted in the seam located along the side of the mattress and with no tape edge seams along the top or bottom surfaces of the mattress. Respondents are encouraged to propose alternative construction methods that are proven to reduce and eliminate a possible bedbug infestation.

SIZE:

The finished sizes of twin mattresses shall be a minimum overall thickness of six to seven inches and the following dimensions:

36” x 84” 36” x 90”

36” x 75” 38” x 75” 36” x 80” 38” x 80”

PACKAGING:

Each mattress shall be individually wrapped in plastic and otherwise protected for shipping.

SUSTAINABILITY:

Sustainable solutions are recommended including 100% recyclable mattresses in which all components within the mattress construction can be recycled, reformed and reused in the construction of new mattresses. Sustainable mattresses must still meet upholstery, flammability and bed bug resistance guidelines as outlined above.

LABELING REQUIRMENT:

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An identification label inclusive of all percentages of each construction material and with the manufacturer’s name, the date manufactured and any other label mandated by Federal and State health regulations shall be securely attached to each mattress.

INSPECTIONS:

Members may reserve the right to open 1% of the mattresses upon delivery to determine whether the product meets specifications. Mattresses opened for inspection shall be repaired and made ready for use by the supplier, at no cost to the Member. In the event any mattress opened for inspection fails to comply, in any respect with the specifications, the total shipment may be rejected.

DELIVERY, INSTALLATION AND DISPOSAL:

Supplier needs to have the ability to provide Delivery, Installation and Disposal.

ADDITIONAL PROVISIONS;

All materials including the inner-spring units are to be new and unused. Slight variations in the construction of this mattress may be acceptable but any and all differences must be stated in writing and submitted with the respondent’s RFP response.

VENDOR MATTRESS CHOICE:

Vendors can submit additional mattress styles outside of the specifications for consideration under a “Vendor Choice” submission as long as the mattress style(s) are available in all sizes and meet flammability test criteria above (supporting documentation required). Vendors must submit the following documentation with each Vendor Choice submission:

1. The specifications for the mattress

2. A brief statement that clearly identifies the deviation from the base specification.

3. A statement to support consideration by E&I for the deviation proposed in the Vendor Choice Submission.

COMMERCIAL SOFT GOODS AND ASSOCIATED IN-ROOM ITEMS

Proposal responses shall include commercial soft goods including but not limited to mattress covers, mattress pads, bed bug mattress encasements, sheets, comforters, towels, in-room amenities, accessories and receptacles, shower curtains, small appliances and signage. Proposal responses should include all commercial soft goods and associated in-room products available through their company.

ROOM IN A BOX

This value-added service must be completed by the organization that is providing the commercial soft goods and associated in-room items. The service should include both pre-kit boxes and member selected boxes.

WARRANTY

• The vendor shall guarantee all the mattresses to perform against defects in materials and workmanship for not less than a non-prorated period of seven (7) years. A copy of the Warranty must be included with a bid.

• The definition of a failed mattress will reside with the buyer, and replacement of a standard size mattress shall be within 48 hours.

4.3.18 STATEMENT OF EXPERTISE AND REFERENCES

• All bidders are required to submit the following: A written statement declaring: (1) the number of years the bidding company has been in business and the number of years the company has supplied this specification mattress to colleges and universities and (2) a list of at least six (6) universities or colleges that the bidding company has supplied with inverted, side seamed innerspring mattresses that can be contacted as a reference.

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The respondent (RFP response should include the following features:

• A discount structure for commercial soft goods, associated in-room items and related service solutions for the purchase of all goods and services by categories, product lines, and/or entire catalog on member orders placed.

A tiered discount structure for larger single orders (exceeding $10,000). Respondent may offer a negotiated/improved pricing option (special) for members through the E&I contract as requested by members.

• Alternative leasing and financing for large projects that would enable members to consider sustainable, green construction projects and major projects in which they may require leasing and financing. This would include lease pricing and financing terms for members that would like to consider alternative purchase options. All documents would have to be legally accepted by the member’s institution. The supplier shall work with each institution to agree upon alternative purchase agreement that will meet the statutory requirements and needs of both parties.

• Additional volume discounts for utilization of contract such as increase in dollar volume.

• Ability to work with member institutions in large construction contracts and the General Contractor or contractor(s) in use of the agreement on behalf of the member. Provide quotes for construction projects and track usage delivered to the institutions.

• An expedited delivery for members with requirements of near immediate shipment of products.

• The ability to add or delete products and manufacturers from current line of products.

• Ability for members to track order placement and/or to be regularly notified of order delivery status.

• Ability to accept trade-in equipment and offer credit for like equipment.

• Complete response to all parts of the RFP.

No Exclusions

E&I recognizes that any one Respondent may not provide all product lines. No systems, products, or services have been excluded from this RFP. All product, supplies and accessories carried in a Respondent’s catalog(s), price book(s) or otherwise available by special order are part of this solicitation.

My Resource Library

E&I has joined the My Resource Library community. For those unaware, My Resource Library (MRL) is a leading online resource of digital brochures, catalogs and promotional materials for the contract furniture industry. They are an essential tool that contract manufacturers and/or dealers can use to display their products. E&I will also be using this resource to support and advance our strategy to promote our business partners and contract(s) awareness within our membership and design community within the education market. Should a respondent receive an award from E&I as a result of this RFP, you will be required to establish and maintain an MRL digital binder presence for inclusion in E&I’s binder library.

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5. Supplier Performance Expectations Report of Sales

The Supplier is required to file a monthly report of sales (in U.S. Dollars) to E&I by Member institution to include its divisions, subsidiaries and affiliates (the “Report of Sales”). The Report of Sales shall include all of the required fields in the Vendor Reporting File (“VRF”), as delineated in Attachment A. The report from the Supplier shall include all sales to E&I members which the supplier invoiced during the prior month. The Report of Sales is due no later than ten (10) days following Month End. All reports shall be sent via e-mail in the required format to vrf@eandi.org and Jim LoGrasso, jlograsso@eandi.org. The Supplier shall notify E&I when a change in personnel is made and provide updated contact information using the same email addresses.

All sales, regardless of method, shall be included in the total report of total U.S. dollar sales to Education by institution. Any and all cash discounts/rebates shall have no effect on the reporting and payment of the CAF. All cash discount/rebate activity shall be reported to E&I. If Supplier proposes that E&I distribute rebate payments directly to its Members, Supplier shall provide E&I with a rebate activity report that separates member rebate payments from CAF payments.

Contract Administrative Fee (CAF)

The Supplier shall provide to E&I a Contract Administrative and Marketing Fee (CAF) of 3% of total invoice price for all orders placed by E&I members, including their divisions, subsidiaries and affiliates. The CAF shall be calculated monthly and, include all sales invoiced during the prior month, as per the corresponding Report of Sales. The CAF rate shall remain constant regardless of any and all pricing methods utilized by the member, special quotes pricing, all services including value added services and/or use of Supplier Diversity programs.

The CAF shall be transmitted via EFT or by check to E&I on a monthly basis no later than ten (10) days following Month End.

Failure to submit the CAF as specified shall result an interest charge of 1½% per month levied upon Supplier until the CAF is paid in full.

Supplier’s failure to submit the CAF and/or Report of Sales when due shall constitute grounds for E&I’s termination of the Agreement.

As per the Holdover Clause described in Section B37 of the General Terms and Conditions of the Master Agreement, Supplier shall continue to submit the CAF and supporting Report of Sales for the duration of the…