IFB265324FINAL.pdf

INVITATION FOR BIDS (IFB) NO. 26-5324

FURNISH, DELIVER, INSTALL, AND DISPOSE

OF MATTRESSES

UNIVERSITY OF HAWAII HILO, HAWAII

APRIL 2026

BOARD OF REGENTS

UNIVERSITY OF HAWAII

HONOLULU, HAWAII

TABLE OF CONTENTS

IFB No.26-5324 to Furnish, Deliver, and Dispose of Mattresses, University of Hawaii, Hilo, Hawaii

NOTICE TO BIDDERS

BID REQUIREMENTS

TECHNICAL SPECIFICATIONS

GENERAL AND SPECIAL PROVISIONS 9

IT IS THE RESPONSIBILITY OF ALL BIDDERS TO CHECK THE TABLE OF

CONTENTS TO CONFIRM THAT ALL PAGES LISTED THEREIN ARE CONTAINED

IN THEIR BID PACKAGE.

NOTICE TO BIDDERS

The University of Hawaii IFB No. 26-5324, to Furnish, Deliver, and Dispose of Mattresses, University of Hawaii, Hilo, Hawaii is issued and will be awarded through the State of Hawaii’s electronic procurement system (HIePRO).

All bid responses must be submitted electronically through HIePRO no later than 2:30 p.m., May 28, 2026, and at that time will be publicly opened. Bids received after the due date and time or received in a form other than electronically through HIePRO will not be considered.

Bidders are advised that they should not wait until the last minute to submit their bid through HIePRO. Bidders are solely responsible for ensuring that their electronic submission through HIePRO is complete and all necessary files (Mandatory Bid Form) are attached to their bid prior to the IFB due date and time. The University shall not be responsible for any delay or failure of any Bidder to submit any materials updated through the IFB process on a timely basis.

Electronic Procurement Bidders interested in responding to this electronic solicitation must be registered on HIePRO. To register, visit the following link: https://hiepro.ehawaii.gov/videos/video/vendor_registration.html. Reference the Vendor Quick Reference Guide for additional information at https://hiepro.ehawaii.gov/static-resources/VendorQuickReferenceGuide.pdf.

HIePRO will be the system of record for the issuance of the IFB, to receive the Mandatory Bid Form and other Bid requirements, issue Amendments, and make award for the IFB. Amendments and other information and materials provided through HIePRO, may include additions or changes with respect to the due date and time.

All communications regarding this IFB shall be conducted exclusively through HIePRO.

Contact with University personnel outside of HIePRO regarding this solicitation is prohibited and may result in disqualification.

Special instructions in HIePRO related to this solicitation are incorporated herein and made a part of this IFB through reference. Bidders shall review all special instructions located in HIePRO.

Questions and Clarifications All questions and requests for clarifications must be submitted electronically through HIePRO. Questions must be submitted by May 7, 2026 at 2:30 p.m., Hawaii Standard Time. Responses will be posted on May 14, 2026.

The University may refuse to answer any questions received outside of HIePRO or after the Questions/Answers deadline.

Luis P Salaveria Chief Procurement Officer University of Hawaii

Posting Date: April 30, 2026

Vendors are responsible for monitoring HIePRO for all amendments and updates. The University shall not be responsible for notifying vendors outside of HIePRO.

https://hiepro.ehawaii.gov/videos/video/vendor_registration.html https://hiepro.ehawaii.gov/static-resources/VendorQuickReferenceGuide.pdf https://hiepro.ehawaii.gov/static-resources/VendorQuickReferenceGuide.pdf

BID REQUIREMENTS

Furnish, Deliver, and Dispose of Mattresses

UNIVERSITY OF HAWAII HILO, HAWAII

By attaching The Mandatory Bid Form to HIePRO, the bidder has carefully examined the INVITATION FOR BIDS (IFB) NO. 26-5324, to Furnish, Deliver, and Dispose of Mattresses, University of Hawaii, Hilo, Hawaii as required by the University in strict accordance with the true intent and meaning of the Invitation for Bids (IFB), and shall complete delivery within One-Hundred and Twenty (120) consecutive calendar days from the date designated in the Notice to Proceed, as follows:

TAX LIABILITY

Both out-of-state and Hawaii bidders are advised that the amount bid on this solicitation is subject to the general excise tax imposed by Chapter 237, Hawaii Revised Statutes (HRS) and, if tangible property is being imported into the State of Hawaii for resale, the use tax (currently 1/2%) imposed by Chapter 238, HRS. (Refer to Taxes in the General Provisions.) Bidders are therefore cautioned to consider such taxes in formulating their bids since no adjustments to the prices bid shall be allowed.

BASIS FOR AWARD

Award shall be made to the lowest responsive and responsible bidder whose bid conforms in all material respects to the IFB, in accordance with HAR §3-122-33 and §3-122-112.

NOTE TO BIDDERS

An acceptable bid must conform in all material respects to this Invitation for Bids. Any of the following may be grounds for disqualification:

1. Taking exception to any of the specifications, terms or conditions contained in the IFB.

2. Placing conditions on the furnishing of solicited goods or services.

3. Inclusion of a quotation or order form containing additional specifications, terms or conditions.

4. Referencing external documents containing additional specifications, terms or conditions.

Bidders are advised that bids are evaluated as submitted and requests by bidders to delete conditions contained in their bids after bid opening cannot be considered.

TECHNICAL SPECIFICATIONS

This section indicates the Technical Specifications for the mattresses required. The Technical Specifications listed herein are the minimum requirements and are mandatory for an accepted bid.

The technical specifications listed herein define the minimum acceptable requirements. The Bidder shall be responsible for furnishing and delivering mattresses that meet or exceed all the mandatory specifications.

Compliance: Bidders must meet or exceed all minimum specifications unless a deviation is explicitly identified and accepted by the University.

Deviations: Bidders must clearly identify and list all deviations from the specifications on the Mandatory Bid Form or an attached schedule. Failure to list deviations may result in the bid being rejected as non-responsive. The University reserves the right to accept or reject any deviations.

All questions pertaining to the Technical Specifications shall be must be submitted electronically through HIePRO. Questions must be submitted by May 7, 2026 at 2:30 p.m., Hawaii Standard Time. Responses will be posted on May 14, 2026. -

Bidders are cautioned to review the Technical Specifications carefully and thoroughly. Objections to or requests for clarification of the specifications shall be made in writing in accordance with the General Provisions to the Office of Procurement and Real Property Management prior to the submittal of a bid. The submittal of a bid shall be considered as acceptance of the specifications as published.

MATTRESS SPECIFICATIONS, WARRANTY, AND ACCEPTANCE REQUIREMENTS

1. General Requirements

The Contractor shall furnish and deliver new, unused mattresses suitable for use in University student housing facilities located in high-humidity environments (e.g., Hilo, Hawaiʻi). All mattresses shall be designed for durability, hygiene, and occupant comfort under institutional use conditions.

2. Material and Construction Requirements

2.1 Mattress Cover

Shall be constructed of durable, hospital-grade, breathable nylon or equivalent material with a urethane backing Must be:

Fluid-proof and breathable Antimicrobial and antifungal Stain-resistant and cleanable Shall function as a moisture barrier against liquids, including but not limited to:

Water, urine, blood, and other bodily fluids

The cover shall be non-porous and resistant to cracking, peeling, and delamination

2.2 Core Construction

The mattress core shall provide consistent structural support and resilience under repeated use Materials shall resist:

Permanent deformation Compression fatigue Moisture retention

2.3 Seam and Closure Requirements

All seams shall be:

Fully sealed and reinforced Resistant to moisture intrusion Zippers (if applicable) shall be:

Heavy-duty, tamper-resistant, and corrosion-resistant

3. Environmental Performance Requirements

Mattresses shall be specifically designed to perform in high-humidity environments and shall:

Resist mold, mildew, and fungal growth under normal use and cleaning conditions Maintain structural and material integrity under elevated temperature and humidity conditions Prevent internal moisture accumulation

Any visible mold, mildew, or organic growth under normal use shall be considered a failure to meet specifications.

4. Size and Dimensional Requirements Twin: 36" x 75" x minimum 6.5" thickness Twin XL: 36" x 80" x minimum 6.5" thickness

Variations from specified dimensions are not permitted unless explicitly approved by the University.

5. Warranty Requirements (MANDATORY)

5.1 Warranty Period

Minimum five (5) year warranty from the date of delivery and acceptance Warranty shall be:

Non-prorated for the first three (3) years Extended warranties may be offered at no additional cost

5.2 Warranty Coverage

The warranty shall cover defects in materials and workmanship, including, but not limited to:

Breakdown or compression of mattress core exceeding 10% loss of original thickness

Failure, cracking, peeling, or degradation of mattress cover material

Seam failure, stitching defects, or zipper failure (if applicable)

Loss of fluid-proof or moisture barrier properties

Failure of anti-microbial or anti-fungal performance under normal use conditions

Delamination or separation of internal layers

Any defects that impair the mattress’s intended use in a high-humidity, institutional housing environment

Contractors may offer longer warranty periods, which will be accepted at no additional cost.

5.3 Warranty Exclusions

Warranty exclusions shall be limited to:

Abuse, misuse, or damage caused by negligence

Improper handling outside normal residential/student housing use

Normal wear and tear shall not void the warranty where performance standards are not met.

Warranty obligations shall survive final payment, contract completion, and contract closeout.

6. Inspection and Acceptance

6.1 Delivery Inspection

All mattresses are subject to inspection upon delivery. The University reserves the right to:

Inspect for visible defects, damage, or nonconformance Verify dimensions and material compliance Reject any nonconforming items

6.2 Acceptance Criteria

Acceptance will occur only after verification that the mattresses:

Meet all specifications outlined in this IFB Are free from defects and damage Perform as intended in institutional housing conditions Final acceptance shall occur only after inspection and verification of full compliance with all IFB requirements.

7. Performance Standards and Failure Conditions

The following conditions shall constitute failure:

Visible mold, mildew, or organic growth Loss of structural integrity or support Breach of the moisture barrier Material degradation under normal use

Failure to meet these standards at any time during the warranty period shall require corrective action.

8. Remedies and Replacement

The Contractor shall:

Acknowledge warranty claims within five (5) business days Provide a resolution plan within ten (10) business days Defective mattresses shall be:

Repaired or replaced within thirty (30) calendar days Replaced with new items meeting or exceeding the original specifications All costs (pickup, shipping, and delivery) shall be borne by the Contractor

9. Documentation Requirements The Contractor shall provide written warranty documentation at the time of delivery Warranty terms shall not be modified or supplemented by:

Website links Click-wrap agreements Third-party terms not expressly accepted by the University

10. Latent Defects The University reserves the right to require correction of latent defects discovered after the warranty period if such defects are attributable to manufacturing deficiencies or failure to meet specifications.

11. Compliance with Procurement Requirements All requirements shall be interpreted in accordance with applicable provisions of Hawaii Revised Statutes Chapter 103D and University of Hawaiʻi procurement policies. Any ambiguity shall be resolved in favor of the University.

Failure to meet any of the above material, performance, or dimensional requirements shall result in the bid being deemed non-responsive.

Bidders shall provide manufacturer specifications or product data sheets demonstrating compliance with all requirements.

Item No. Description Quantity

1 Furnish, Deliver, and Dispose of TWIN XL Mattresses (36" x 80" x minimum 6.5" thickness)

2 Furnish, Deliver, and Dispose of Mattresses TWIN Mattress (36" x 75" x minimum 6.5" thickness) 136

Quantities listed are estimates only. The University does not guarantee purchase of any specific quantity.

All pricing shall be inclusive of furnishing, delivery, installation, and removal/disposal services. No separate or additional charges shall be permitted.

Award shall be made on a total aggregate basis for all items. Bidders must submit pricing for all line items to be considered for award. Failure to bid all items may result in rejection of the bid as non-responsive.

Services include delivery to all University of Hawaiʻi at Hilo housing facilities (See Attachment A), placement in designated rooms, coordination with Housing for staging, and removal/disposal of existing mattresses.

All work must be completed within 120 calendar days from Notice to Proceed.

PRODUCT IDENTIFICATION REQUIREMENTS (MANDATORY)

Bidders shall identify the exact product being offered for each bid item. This information shall be provided on the Mandatory Bid Form and shall be used to determine responsiveness.

Failure to provide complete manufacturer and model information for each item may result in the bid being deemed non-responsive in accordance with HAR §3-122-33.

The product identified in the bid shall be the exact product delivered. No substitutions shall be permitted after bid submission without prior written approval of the Procurement Officer.

The University will evaluate bids based on the total aggregate price and the bidder’s ability to meet all specifications using the products identified in the bid submission.

GENERAL AND SPECIAL

PROVISIONS

1. SCOPE

The Furnish, Deliver, and Dispose of Mattresses, University of Hawaii shall be in accordance with the terms and conditions of IFB No. 26-5324 and the General Provisions dated September 2013 included by reference. Copies of the General Provisions are available at the Office of Procurement and Real Property Management, University of Hawaii, 1400 Lower Campus Road, Room 15, Honolulu, Hawaii 96822 or the General Provisions may be viewed at: https://www.hawaii.edu/procurement/vendor-info/terms-and-conditions/general-provisions-for-goods-and-services/

2. AUTHORITY

IFB No. 26-5324 is issued under the provisions of Hawaii Revised Statutes, Chapters 103 and 103D, HAR Chapters 3-122 and 3-125. All prospective bidders are charged with presumptive knowledge of all requirements of the cited legal authorities.

Submission of a valid executed bid by any prospective bidder shall constitute an affirmation of such knowledge on the part of such prospective bidder.

3. TECHNICAL REPRESENTATIVE OF THE PROCUREMENT OFFICER (TRPO)

A designee from the University of Hawaiʻi at Hilo Student Affairs shall serve as the Technical Representative to the Procurement Officer. The University reserves the right to change the Technical Representative at any time. The current Technical Representative is Donnette (Lei) Kapono, Interim Vice Chancellor for Student Affairs, (808) 932-7445.

4. SUBMITTAL OF TECHNICAL DATA

Bidders shall upload manufacturer’s literature, specifications, or product data sheets in HIePRO demonstrating compliance with all requirements.

5. BIDDER'S QUALIFICATIONS

The University reserves the right to disqualify any potential bidder if, in its discretion, the University determines that the bidder does not have the requisite experience or expertise to provide the goods and/or services.

6. BIDDER RESPONSIBILITY

Bidders must demonstrate adequate financial resources, experience, and capability to perform all required services, including delivery, installation, and disposal.

The Contractor shall be solely responsible for all labor, materials, equipment, supervision, and https://www.hawaii.edu/procurement/vendor-info/terms-and-conditions/general-provisions-for-goods-and-services/ https://www.hawaii.edu/procurement/vendor-info/terms-and-conditions/general-provisions-for-goods-and-services/ coordination necessary to fulfill all requirements of this contract. This includes, but is not limited to, furnishing, delivery, installation, removal, disposal, and compliance with all specifications and conditions set forth in this IFB.

The Contractor shall ensure that all work is performed in a safe, timely, and professional manner and in full compliance with all applicable federal, state, and University regulations.

The University reserves the right to verify responsibility pursuant to HAR §3-122-112.

7. DELIVERY, HANDLING, AND INSTALLATION REQUIREMENTS

A. General Delivery Requirements Prior to delivery, the Contractor shall contact the Technical Representative to coordinate delivery of the mattresses. Delivery shall be coordinated with the University of Hawaiʻi at Hilo Student Affairs or its designee.

The Contractor shall provide complete delivery services, including transportation, unloading, placement, and installation of all mattresses to designated University locations.

Time is of the essence. Failure to meet delivery timelines may result in termination for default.

B. Inside Delivery and Placement

Delivery shall be inside delivery, not curbside or dock-only

The Contractor shall:

Deliver mattresses to specific rooms, floors, or designated placement areas as directed by the University

Place mattresses on bed frames or in assigned locations, if required

C. Multi-Story and No-Elevator Conditions

The Contractor shall be responsible for delivery to all floors, including buildings:

Without elevators With limited access routes The Contractor shall:

Provide sufficient personnel, equipment, and supervision to safely transport items via stairs or other access points No additional charges shall be permitted for:

Stair carry Limited access Distance from unloading point Campus conditions

See Attachment A for building-specific access conditions. Where elevator status is not indicated, Contractor shall assume no elevator access.

D. Delivery Scheduling and Coordination

Deliveries shall be scheduled in advance with the University’s Technical Representative Contractor shall provide:

Minimum five (5) business days’ notice prior to delivery Deliveries shall occur:

During normal University business hours unless otherwise approved

E. Inspection at Delivery

At the time of delivery, the University reserves the right to:

Inspect for:

Damage Cleanliness Compliance with specifications Reject any items that are:

Damaged Soiled Nonconforming Rejected items shall be removed and replaced at no cost to the University.

F. Packaging and Debris Removal The Contractor shall:

Remove all excess mattresses, packaging materials, debris, and waste from the site Leave the delivery area clean and ready for use Dumpsters or University waste systems shall not be used unless explicitly authorized

G. Disposal of Existing Mattresses Contractor shall remove and dispose of existing mattresses in accordance with all applicable federal, state, and county environmental regulations.

Disposal shall occur off-site. On-campus disposal is not permitted.

Contractor shall provide documentation of proper disposal upon request.

H. Risk of Loss and Damage The Contractor shall bear full responsibility for:

All items until final acceptance by the University Any damage to:

University property Buildings Fixtures or furnishings Any damage caused during delivery shall be repaired at the Contractor’s expense

I. Failure to Perform Failure to comply with delivery requirements—including refusal or inability to deliver to multi-story or non-elevator buildings—shall constitute:

Non-performance under the contract

Grounds for:

Rejection of delivery Termination for default

The Contractor shall deliver the mattresses within one-hundred and twenty (120) consecutive calendar days from the date designated in the Notice to Proceed.

The physical sites at which the mattresses shall be delivered as described in the Attachment A.

8. AVAILABILITY OF FUNDS

Offerors are advised that the award of this contract is contingent upon availability of funds. If funds are not available, the University reserves the right to cancel the IFB or not award individual items.

9. PAYMENT

Payment shall be made only after full delivery, installation, removal, and final acceptance of all items. Contractor shall be remunerated upon final acceptance of goods and submission of a properly executed original invoice and ONE (1) copy, indicating the contract number to University of Hawaii at Hilo Business Office, 200 West Kawili St, Hilo, HI 96720, THIRTY (30) calendar days following submission of invoice and acceptance of services/goods.

ATTACHMENT A

Hale Kauanoe 525 West Kawili Street Hilo, Hawaii 96720

Building Level(s) 2 Wing(s) 4 Elevator(s) No Total Mattress Count & Type 136 Twin

Wing Rooms/Units Mattresses Per Room/Unit Total Number of Mattresses Per Wing

A 1XX, 2XX 16 2 32

A 102, 202 2 1 2

B 1XX, 2XX 16 2 32

B 102, 202 2 1 2

C 1XX, 2XX 16 2 32

C 102, 202 2 1 2

D 1XX, 2XX 16 2 32

D 102, 206 2 1 2

TOTAL 72 12 136

Hale Alahonua

356 West Kawili Street Hilo, Hawaii 96720

Building Level(s) 3 Wing(s) 3

Elevator(s) Yes Total Mattress Count & Type 300 Twin XL

Wing Rooms/Units Mattresses Per Room/Unit Total Number of Mattresses Per Wing A 52 2 104 B 47 2 94 C 51 2 102

TOTAL 150 6 300

Hale Kanilehua

603 West Lanikaula Street Hilo, Hawaii 96720

Building Level(s) 2 Wing(s) 3

Elevator(s) Yes Total Mattress Count & Type 68 Twin XL

Wing Rooms/Units Mattresses Per Room/Unit Total Number of Mattresses Per Wing M 12 2 24 H 8 2 16

H 105 1 4 4 W 12 2 24

TOTAL 33 10 68

Hale Kehau 605 West Lanikaula Street

Hilo, Hawaii 96720 Building Level(s) 3

Wing(s) 4 Elevator(s) Yes

Total Mattress Count & Type 239 Twin XL Room/Unit Type Rooms/Units Mattresses Per Room/Unit Total Number of Mattresses Per Wing

Suite 56 4 224 ADA Suite 5 3 15

TOTAL 61 7 239

Hale Ikena

521 West Lanikaula Street Hilo, Hawaii 96720

Building A-D Level(s) 2 Building E-G Level(s) 3

Elevator(s) Total Mattress Count & Type 212 Twin XL

Building Rooms/Units Mattresses Per Room/Unit Total Number of Mattresses Per Wing A-D 49 4 196 E-G 8 2 16

TOTAL 57 6 212