Furniture_ Fixtures _ Equipment Services.pdf

EL CENTRO ELEMENTARY SCHOOL DISTRICT

Request For Proposals 2026-007

FURNITURE, FIXTURES & EQUIPMENT SERVICES

Published: August 11, 2026

Inquiries Due (bids@ecesd.org): September 1, 2026 Bids Due: Wednesday, September 16, 2026, 4:00 pm

BACKGROUND

The El Centro Elementary School District (District) serves approximately 5,000 students across sixteen (16) sites including elementary schools, junior highs, a Parent Center, two warehouses and District facilities.

District Office 1256 Broadway, El Centro

De Anza Elementary 1530 S. Waterman Ave., El Centro

Desert Garden Elementary 1900 South 6th Street, El Centro

Harding Elementary 950 South 7th Street, El Centro

Hedrick Elementary 550 South Waterman, El Centro

King Elementary 1950 Villa Avenue, El Centro

Lincoln Elementary 200 North 12th Street, El Centro

McKinley Elementary 1177 North 8th Street, El Centro

Sunflower Elementary 2450 Main Street, El Centro

Washington Elementary 223 South 1st Street, El Centro

Kennedy Middle School 900 North 6th Street, El Centro

Wilson Jr. High School 600 S. Wilson Street, El Centro

Hope Street Warehouse 951 South Hope Street, El Centro

Second Street Warehouse 1160 South 2nd Street, El Centro

IVHSA 2370 Main Street, El Centro

Parent and Community Center 1420 Commercial Ave, El Centro

Objective

The El Centro Elementary School District ("District") is requesting proposals from qualified firms to provide comprehensive, turnkey Furniture, Fixtures, and Equipment (FF&E) services for the District's new TK-8 campus. The selected firm shall serve as the District's single-source FF&E provider, delivering end-to-end, white-glove services including design, space planning, product selection, procurement, warehousing, delivery, installation, testing, cleanup, warranty support, and project closeout.

Respondents to this Request for Proposals (“RFP”) shall submit five (5) bound copies, and one (1) electronic copy of the complete proposal in searchable PDF format on a USB flash drive. The electronic copy shall be identical to the hard copy proposal. Proposals shall be submitted in a sealed package clearly labeled:

RFP No. 2026-007 – Furniture, Fixtures & Equipment (FF&E) Services Respondent: [Company Name]

Proposals shall be delivered no later than 4:00 p.m. on September 16, 2026 to:

Kristy Curry, Deputy Superintendent

Proposals received after this date and time will not be accepted and will be returned, unopened. Each proposal must conform and be responsive to the requirements set forth in this RFP. Each Respondent is solely responsible for timely submission of its proposal. The District is not responsible for any issues affecting a Respondent’s ability to timely submit its RFP Packet or portion thereof.

Questions regarding this RFP must be submitted in writing to bids@ecesd.org, by September 1, 2026.

The District’s response to questions received by this date will be posted on the District website https://www.ecesd.org/apps/pages/index.jsp?uREC_ID=423668&type=d&pREC_ID=2604139 by September 4, 2026.

The District reserves the right to reject any and all submittals. The District makes no representation that participation in the RFP process will lead to an award of contract or any consideration whatsoever. In no event will the District be responsible for the cost of preparing a response to this RFP. The District also reserves the right to waive any informalities or irregularities in received submittals.

Thank you for your interest.

A. SCOPE OF WORK

The purpose of this RFP is to establish a pool of qualified FF&E vendors capable of providing comprehensive Furniture, Fixtures, and Equipment services for the District's new TK-8 campus. During the evaluation process, the District may invite proposers to participate in interviews, presentations, product demonstrations, reference checks, and provide additional information or clarifications. Following selection, the District may work with vendors from the qualified pool to develop project-specific recommendations, product selections, pricing, and implementation plans based on the District's final inventory, budget, and project requirements. Procurement of FF&E products and services will be conducted through an approved cooperative purchasing agreement or other legally authorized exception to competitive bidding.

B. PROPOSAL SUBMITTAL REQUIREMENTS

Requirements for contents of submittals are:

1. The proposer shall submit five (5) bound copies, and one (1) electronic copy of the complete proposal in searchable PDF format on a USB flash drive. The electronic copy shall be identical to the hard copy proposal.

2. Proposals shall be delivered in a sealed package clearly labeled with the RFP number and the respondent's name. The District will not accept proposals or proposal modifications submitted by electronic mail, facsimile, or any electronic file-sharing service. Late proposals will not be accepted.

3. Proposals shall be delivered no later than the date and time identified in the RFP Schedule to:

Kristy Curry

Deputy Superintendent

El Centro Elementary School District, Office #3

1256 Broadway Avenue

El Centro, CA 92243

4. It is the sole responsibility of each proposer to ensure its proposal is received by the District prior to the stated deadline. Postmarks, shipping dates, or delivery receipts shall not constitute proof of timely receipt. Proposals received after the specified deadline will be returned unopened and will not be considered.

5. Proposals submitted in response to this RFP shall become the property of the District and be considered public documents under applicable state law.

6. Any proposer failing to submit information in accordance with the procedures set forth herein may be considered non-responsive.

7. Proposers must comply with the following format requirements.

C. CONTENT REQUIREMENTS

The following describes the required format and content for the proposal. Proposals must contain all sections described below, in the order shown. Failure to adhere to this outline may eliminate the proposal from further consideration.

1. TRANSMITTAL/COVER LETTER (maximum of 2 pages)

• Provide a letter of introduction signed by an authorized officer of the proposer. If the proposer is a joint venture, duplicate the signature block and have a principal or officer also sign on behalf of each party to the joint venture.

• Include a brief description of why your firm is well-suited for, and can meet, the District’s needs and requirements.

• Clearly identify the individual(s) who are authorized to speak for the proposer during the evaluation process.

• Proposer shall certify that no official or employee of the District, nor any business entity in which an official of the District has an interest, has been employed or retained to solicit or assist in the procuring of the resulting contract(s), nor that any such person will be employed in the performance of any/all contract(s) without immediate divulgence of this fact to the District.

• Proposer shall certify that no official or employee of the proposer has ever been convicted of an ethics violation.

• Proposer shall sign and add the following language: “By virtue of submission of this proposal, [INSERT PROPOSER’S NAME] declares that all information provided is true and correct.”

2. BUSINESS INFORMATION

• Company name.

• Address.

• Telephone.

• Website.

• Name and email of main contact.

• Federal Tax I.D. Number.

• License or Registration Number.

• Type of organization (i.e. corporation, partnership, etc.). If a joint venture, describe the division of responsibilities between participating companies, offices (location) that would be the primary participants, and percentage interest of each firm.

• A brief description and history of the firm, including number of years the firm has been in business, and date firm was established under its given name.

• Number of employees (licensed professionals, technical support).

• Location of office where the bulk of services solicited will be performed.

3. RELEVANT EXPERIENCE

• Provide information about prior services furnished by your firm in the last ten (10) years on a minimum of five (5) K-12 educational projects valued at $500K+, and list the following for each project:

o District name and name of contact person, title, telephone number, and email address to be contacted for a reference.

o Beginning and end dates of contract.

o Main program elements.

o Original budget, proposal amount, and final amount at contract signing.

o Specify role of firm or individual if work was not exclusively by the firm (i.e., joint venture, association).

o Key individuals of the firm involved and their roles in the project.

o Any sub-consultants that worked with the firm.

4. LITIGATION HISTORY

Provide a comprehensive five (5)-year summary of the firm’s litigation, arbitration and negotiated/settled history with previous clients. State the issues in the litigation, the status of the litigation, names of parties, and outcome. A proposal failing to provide the requested information on lawsuits or litigation, and responses that assert attorney-client privilege and fail to provide the information requested, will be considered non-responsive, disqualified from the selection process, and will not be evaluated.

5. PROPOSAL

Proposals shall include:

• A narrative describing the firm's service model, organizational structure, and approach to delivering comprehensive, end-to-end, white-glove FF&E services for educational facilities.

• A description of the firm's project management methodology, including project planning, communication protocols, scheduling, quality control, issue resolution, and coordination with District staff, architects, contractors, and other project stakeholders.

• A summary of the firm's FF&E planning and design capabilities, including programming, space planning, finish and product selection, furniture layouts, renderings, specifications, and value engineering services.

• A description of the firm's procurement, order management, warehousing, inventory management, logistics, and delivery capabilities, including procedures for tracking orders, receiving products, managing backorders, protecting stored materials, and coordinating phased deliveries.

• A description of the firm's installation methodology, including installation management, assembly, placement, punch list procedures, quality assurance, coordination with other trades, occupancy support, and project closeout.

• A description of the firm's warranty administration and post-occupancy support services, including procedures for warranty claims, replacement of damaged or defective products, and ongoing customer service.

• A representative implementation schedule illustrating the firm's typical approach for a K-12 educational FF&E project from project initiation through final installation and occupancy.

• Documentation demonstrating the firm's eligibility to provide products and services through one or more active cooperative purchasing contracts, including copies of applicable contract award documents, contract numbers, issuing agencies, expiration dates, and identification of the products and services available under each contract.

• A list of the furniture manufacturers and product lines represented by the firm, including a brief description of each manufacturer's primary product offerings.

• A current fee schedule identifying design, project management, installation, warehousing, freight, delivery, and any other standard service fees that may apply to future project-specific procurements.

• A description of any value-added services, technology platforms, sustainability initiatives, or other capabilities that distinguish the firm from its competitors.

D. SELECTION PROCESS

The District will evaluate proposals using the criteria set forth below. The District reserves the right to request interviews, presentations, product demonstrations, clarifications, additional information, and reference checks as part of the evaluation process.

Evaluation Criteria Maximum Points

Overall Cost and Fee Schedule 35

Proposed Products, Design, and Overall Solution 25

Experience, Qualifications, and Knowledge 20

References and Past Performance 10

Project Management and Service Approach 5

Cooperative Purchasing Qualifications 5

Total 100

E. RFP SCHEDULE SUMMARY

The District reserves the right to change the dates on the schedule without prior notice.

DATE EVENT

August 11, 2026 DISTRICT ISSUES RFP.

September 1, 2026 DEADLINE TO SUBMIT WRITTEN QUESTIONS

TO DISTRICT.

September 4, 2026 DEADLINE FOR DISTRICT TO POST ANSWERS

TO QUESTIONS, AND ANY ADDENDA.

September 16, 2026, by 4:00 p.m. DEADLINE TO SUBMIT PROPOSAL.

September 21-25, 2026

INTERVIEWS, PRESENTATIONS, AND PRODUCT

DEMONSTRATIONS (IF CONDUCTED).

October 1, 2026 NOTICE TO SELECTED FIRM(S).

October 13, 2026 BOARD APPROVAL OF QUALIFIED VENDOR(S).

F. RESTRICTIONS ON LOBBYING AND CONTACTS

From the date of issuance of this RFP and ending on the date of the establishment of the qualified Bidders, no person or entity submitting an RFP, nor any officer, employee, representative or agent representing such a person or entity, shall contact through any means or engage in any discussion regarding this RFP, the evaluation or selection process or the award of the Contract(s) with any member of the District's Governing Board, or any District employee except for requests for clarification and questions as allowed herein. Any such contact may be ground for disqualifying the Bidder from participation in the RFP.

G. EXAMINATION OF RFP DOCUMENTS

Proposers shall thoroughly examine and be familiar with this entire RFP packet. The failure or omission of any proposer to receive or examine any contract documents, form, instrument, addendum, or other document shall in no way relieve any proposer from obligations with respect to its proposal or to the contract.

Each proposer, by submitting a proposal, represents that proposer has read and understands the RFP requirements, and any and all related reports and information.

H. TERMS AND CONDITIONS

Compliance with Laws:

This Contract shall be in accordance with the laws in the State of California. All RFPs shall comply with the current federal, state, local, and other laws relative thereto.

Insurance Requirements & Indemnity:

The Bidder shall be an Independent Contractor and not an agent or employee of the District under this Agreement. The Bidder shall be responsible for any damage, loss, or other claim arising out of the performance of its services under this Agreement.

Prior to the commencement of services and during the life of this Agreement, Bidder shall provide the District with a current certificate or policy evidencing its professional general liability insurance coverage in a sum not less than $1,000,000 per occurrence, and such certificate or policy shall name the District as an additional insured.

To the fullest extent allowed by law, Bidder shall defend, indemnify, and hold harmless District, its directors, officers, agents, employees, and guests against any claim or demand arising from any actual or alleged act, error, or omission by Bidder or its directors, officers, agents, employees, volunteers, or guests arising from Bidder’s duties and obligations described in this Agreement or imposed by law.

To the fullest extent allowed by law, the District shall defend, indemnify, and hold harmless Bidder, its directors, officers, agents, employees, and guests against any claim or demand arising from any actual or alleged act, error, or omission by District or its directors, officers, agents, employees, volunteers, or guests arising from District’s duties and obligations described in this Agreement or imposed by law. Bidder is not an employee of the District, and the District shall not indemnify Bidder in any such claim.

The Bidder shall be responsible for carrying its own workers’ compensation insurance and health and welfare insurance. The District shall not withhold or set aside income tax, Federal Insurance Contributions Act (FICA) tax, unemployment insurance, disability insurance, or any other federal or state funds whatsoever. It shall be the sole responsibility of the Bidder to account for all of the above and the Bidder agrees to hold District harmless from all liability for these taxes.

Fingerprinting

Education Code section 45125.1 and 45125.2 apply to this Agreement. The Bidder shall, prior to commencement of Work, comply with either of the methods of ensuring safety set forth in Education Code section 45125.2(a)(1) (installation of a physical barrier) or 45125.2(a)(2) (continual supervision by an employee of Bidder who has not been convicted of a serious or violent felony). If the Bidder elects to provide continual supervision pursuant to Education Code section 45125.2(a)(2). Bidder shall require any person affiliated with Bidder (or, in appropriate cases, himself or herself) to be fingerprinted by the Department of Justice (“DOJ”) if that person will have unsupervised access to school campuses. Upon verification from DOJ that those persons fingerprinted have no record of a serious or violent felony, the Bidder will so certify by signing and submitting to the Governing Board of District the certification form attached. In addition, the Bidder shall submit the names of those persons who have received clearance and are authorized to have unsupervised access to school campuses on a form as indicated in the attached form. Any person whose name is not on the cleared list may not have such access. In that case, the Bidder must plan with District for appropriate access. No person with a violent or serious felony as reported by DOJ may have access to the school campuses. Failure to comply with these terms or permitting unsupervised access by an employee whose name has not been cleared by DOJ as certified by the Bidder shall constitute grounds for termination of this Agreement.

Attorney Fees

In the event a suit or action is instituted in connection with any controversy arising out of this Contract, the prevailing party shall be entitled to receive, in addition to its costs, such sum as the court may adjudge reasonable as to attorney’s fees and costs.

Governing Law and Venue

In the event of litigation, the RFP documents and related matters shall be governed by and construed in accordance with the laws of the State of California. Venue shall be with the appropriate state or federal court located in Imperial County.

RFP Acceptance or Rejection

This RFP does not commit the El Centro Elementary School District to award a Contract, to pay any cost incurred in the preparation of this RFP, or procure a Contract for services or supplies. The District reserves the right to accept or reject any or all RFPs received in response to this request, to negotiate terms that will be in the best interest of the District or cancel this in whole or in part this RFP. All submitted RFPs and information included therein shall become public records upon delivery to the El Centro Elementary School District. All firms submitting an RFP should note that the execution of any Contract would be contingent upon Governing Board Approval.

Termination of Contracts/Purchase Orders

The El Centro Elementary School District reserves the right to terminate all purchase orders or Contracts with due cause giving a ten (10) day written notice or may terminate without cause giving a thirty (30) day written notice. Due cause for termination of Contract shall be, but not limited to, failure to provide services required within a reasonable time period, and/or for reasons of unsatisfactory service, at the sole discretion of the District. Purchase orders or Contracts which extend into a subsequent fiscal year will automatically terminate if the El Centro Elementary School District does not appropriate funds for the goods and/or services under the purchase order or Contract.

Failure to Fulfill Contract

When any Bidder shall fail to deliver any article or service or shall deliver any article or service which does not conform to the specifications, the District may, at its sole discretion, annul and set aside the Contract entered into with said Bidder or Bidder, either in whole or in part, and make and enter into a new Contract for the same items in such manner as seems to the Board of Education to be to the best advantage of the El Centro Elementary School District. Any failure for furnishing such articles or services by reason of the failure of the Bidder or Bidder, as above stated, shall be a liability against such Bidder and his sureties. The Board of Education reserves the right to cancel any articles or services that the successful Bidder may be unable to furnish because of economic conditions, governmental regulations, or other similar causes beyond the control of the Bidder provided satisfactory proof is furnished to the Board of Education if requested.

Workplace Rules

• El Centro is a ‘tobacco-free facility’ District-wide.

• Use or possession of alcohol or drugs of any kind on campus is strictly forbidden.

• Please do not play radios and, when possible, keep conversation at normal levels.

• Acceptable language is a must. This means the avoidance of swearing, foul language, and racial, ethnic, or sexual slurs or comments which could be considered harassment.

• Dress appropriately for the worksite. Shirts must be always worn. Specifically, tank tops are not allowed. Additionally, what is written or pictured on clothing must comply with the requirement of acceptable language above and must avoid reference to tobacco, alcohol, and drugs.

• No photos may be taken while on District sites, unless of a specific work-related condition and should never include staff or students.

• Violation of any of the above may result in immediate removal from District property.

Contract Exclusive

The provisions of the Contract shall in no way prohibit the District from making purchases from another supplier for the same services as herein listed.

Proprietary Information

There can be no portions of the submitted proposal to be treated as proprietary and confidential information even if they are marked as such. Due to the California Public Records Act all information submitted is to be considered open for public review.

Conflict of Interest

The successful Bidder shall affirm that, to the best of its knowledge, there exists no actual or potential conflict between family, business, or financial interest of the Bidder and services under this Agreement. The successful Bidder agrees to advise the District of any actual or potential conflicts of interest that may develop subsequent to the date of execution of this Agreement.

Contract

It is mutually agreed by and between District and Bidder that the District’s acceptance of Bidder’s proposal, and upon approval by the Governing Board, shall create a Contract between the parties thereto. District and Bidder with whom District chooses to Contract, if any, shall execute a Contract Signature Page based on this RFP and the response. The Contract will, by default, incorporate all requirements, terms, and conditions contained in this RFP. In the event of any conflict between this RFP and the Contract Signature Page, the terms of this RFP will take precedence, unless otherwise specifically stated in a written amendment. The District will not enter into any separate Contract or Agreement with Bidder except as specifically stated herein.

Bidder Submission & Certification Statement

Bidder Name: _______________________________________________

By submitting a response to RFP No. 2026-007 – Furniture, Fixtures & Equipment (FF&E) Services, the undersigned hereby certifies, acknowledges, and agrees to the following:

• Truthfulness & Accuracy: The information contained in this proposal is true, correct, and complete to the best of my knowledge and belief.

• Authority to Submit Proposal: I am authorized to submit this proposal and to bind the Bidder to all terms, conditions, pricing, and commitments contained herein.

• Understanding & Acceptance of RFP Requirements: The Bidder has read, understands, and agrees to all requirements, conditions, deadlines, and instructions contained in the RFP, including all issued addenda.

• Non-Collusion & Restrictions on Lobbying: The proposal is made without any attempt to improperly influence, collude, or consult with any other Bidder or any District Board Member or employee.

• Compliance with Laws & District Policies: The Bidder agrees to comply with all applicable federal, state, and local laws, as well as all District workplace and site-access rules.

• Proposal Validity Period: The proposal shall remain valid and binding for a minimum of 90 days from the submission deadline unless otherwise agreed to in writing.

• Pricing Certification: All pricing submitted is complete.

• District Rights: The Bidder acknowledges the District’s right to accept or reject any or all proposals, negotiate terms, or cancel the RFP in whole or in part.

Authorized Representative Name:_________________________________________

Title: ________________________________________________________________

Email: _______________________________________________________________

Phone #:_____________________________________________________________

Date: ________________________________________________________________

Signature: ____________________________________________________________

FINGERPRINT CERTIFICATION

BIDDER CERTIFICATION

I, ___________________, am an authorized representative of/doing business as (Name of Bidder) ____________________, and hereby certify that, pursuant to Education Code Section 45125.1, this business entity has conducted the required criminal background checks(s) of all persons who will be providing services to the El Centro Elementary School District on behalf of this business entity, and that none of those persons have been reported by the Department of Justice as having been convicted of a serious or violent felony as specified in Penal Code Sections 667.5I and/or 1192.7I.

As further required by Education Code Section 45125.1, attached hereto and incorporated herein is a list of the names of the employees of the undersigned who will be providing services to El Centro Elementary School District and who may come in contact with pupils.

I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct.

Executed this ___ day of ______, 20__, in_____ County, California.

Name of Bidder please print)

Name/Title of Authorized Representative (printed)

(Signature)

ATTACHMENT A

SAMPLE FURNITURE PLAN

DRAFT