JUD–RFP -17-CT-NEW CONSTRUCTION-CORTEZ Page 1

STATE OF COLORADO JUDICIAL DEPARTMENT

REQUEST FOR PROPOSAL

ADDENDUM 2 AND QUESTIONS & ANSWERS

DISTRICT 22 MONTEZUMA COUNTY COMBINED COURTHOUSE

Notice: Respondents must be registered as a Vendor with the State of Colorado’s Vendor Self

Service web site to receive addenda, modifications or notices that may affect your proposal. To register visit: https://codpa-vss.hostams.com/webapp/PRDVSS1X1/AltSelfService Any award resulting from this solicitation will be posted to the Colorado Judicial Purchasing page.

SOLICITATION NUMBER: JUD–RFP-17-CT-NEW CONSTRUCTION-CORTEZ

This addendum includes the following modifications:

1. The original drawings attached to the solicitation are replaced by the new drawings titled

17-0307 MCC ASI-17 Furniture Revisions. This drawing is attached separately.

2. The document 17-0307 MCC ASI-17 Furniture Revisions Narrative is added to explain the modifications to the drawings. This document is attached separately.

3. A power and data location drawing is attached.

4. Images of the millwork for the courtroom and building are attached separately. The images also show the millwork name and color.

5. The Questions received are responded to below.

All other items remain unchanged.

Acknowledged by:

Dated:

https://codpa-vss.hostams.com/webapp/PRDVSS1X1/AltSelfService https://www.courts.state.co.us/Administration/Program.cfm?Program=49

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Questions and Answers

1. Can the laminate wood-look offices be comprised of laminate work surfaces and metal supports?

Response: Yes

2. Do the workstations in the public file room 241 need work surfaces?

3. Is glass in the workstations required for 244, 249 and 287?

Response: Glass is preferred in the top panel of workstations in 244 &249, the customer counter is millwork and cabinetry that is already built in. 287 is an office not a that should be wood veneer.

4. What are the electrical requirements for the workstations, does power/data need to be accessed from the wall?

Response: Whips will be required for all systems furnishings workstations. Power and data locations are shown in the attached drawings.

5. For room 259, do you have built-in casework or is there a need for systems furniture or case goods?

Response: Systems furnishings will be required.

6. Does every work station need a keyboard tray, monitor arms and task light, including

Judge’s Chambers?

Response: For response purposes the answer is Yes. Upon final selection, some offices may have the keyboard tray and monitor arms removed.

7. Are you able to send out Attachment C? It is not found on VSS or in the original FRQ email.

Response: Attachment C is found on page 21 of the original solicitation.

8. Is there stair carry involved for install? What floor is this install on?

Response: 1st floor no stairs

9. Is there a dock and staging area at this building?

Response: There is not a dock and the furniture installation company will need to work with local staff and the General Contractor to create a staging area for the furnishings install within the building.

10. Are you requiring that the furniture vendor provide pricing for the benching in each [4] court room? It is not called out on section B. 1., however I thought I saw it later in the

RFP. Please advise.

Response: Yes, please include a price for all benching in the courtrooms. However, the benching may be removed later.

11. In Section 1:A: Summary, you mention that the install date is August 1, 2017. Should we use that date as day one of the install or as the occupancy date?

Response: August 1st would be the date of installation. Occupancy is anticipated to be

August 10th. However, this date is subject to change due to construction.

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12. I could not locate the bid on JUD–RFP-17-CT-NEW CONSTRUCTION-CORTEZ on the

Colorado Judicial Purchasing page. Is there a finish palate we should be working off of to submit veneers, laminates and fabric finishes?

Response: Please find the attached millwork colors.

13. For the workstations, we see that it is acceptable to have the upper and lower storage in painted metal. Is it acceptable to have the combination storage also in metal?

Response: Yes.

14. Can you please note the locations where the glass stack are desired in the workstations?

Also, is the glass stack included in the 53” panel height? For example a 34” panel with a

16”stack equals 50” total height?

Response: The glass stack is included in the panel height as per the example provided in the questions above. Glass is preferred at the top of the panel along center spines and between cubicles.

15. In the Self Help office, would you like an round table, or any additional furniture other than the U-shaped desk?

Response: An L, U or single surface space, or multiple spaces may be proposed in this area with task chair(s) as appropriate. The self-help areas are used by the public to fill out forms and prepare documents for filing or for court. Vendor proposed furnishings for the space will be evaluated.

16. Private offices: The furniture on the plan is generic. Can you provide an idea of how much and what kind of storage is needed?

Response: We are seeking respondents to provide recommended furnishings including storage. Your recommendations will then be evaluated by the evaluation committee.

17. Hallway seating: can we use benches or beam seating? Freestanding individual chairs can be a safety issue. We typically use wood benches that match the Gallery seating. These benches are bolted to the floor so that they are moved around or picked up and use to break a window or charge a courtroom.

Response: As per the original solicitation alternative proposals are encouraged (see the limit on alternatives).

18. Waiting areas: Should we provide a Bariatric seating area for these areas as well as

Hallways.

Response: This is not required.

19. How many total seats are needed in Hall 201?

Response: Please see the attached drawings and then propose the number of seats.

20. Mail 239. Do you want mail slots to be placed on top of a built in or do you want a complete mail center with sorting tables? How many total mail slot openings are need?

Do you want closed back or open back units? What is the height of the built in counter top?

Response: Mail slots on top of a built in counter. A mail slot is required for every work station and office within the facility. Counter height is 35”

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21. Deliberation rooms 279 & 291. Do these tables need power & Data?

Response: No

22. Room 203 Kiva room What size nesting tables would you like? 24” x 66”?

Response: Judicial asks that vendor propose a nesting table size that they feel would work best considering the dimensions of the room.

23. Room 241. Do you want freestanding furniture or Systems furniture with wall attached divider panels, surfaces and tackboards? This systems option provide better acoustic privacy.

Response: Systems furniture is specified for locations such as 244 and 249. Free standing furniture is specified in offices such as 260-268. Other offices we specified the either are acceptable. Please respond accordingly.

24. Task seating is the most important items to be purchased. How will they be evaluated?

Response: Evaluation criteria for the solicitation were included as a part of the original solicitation. Samples may be required to evaluate the task seating proposed.

25. Jury seating; Do you want: full memory return? Swivel tilt?, Fixed height? Faux leather?

Response: Faux leather is preferred along with adjustable height, swivel and tilt.

However, these were not specified with intent. To allow the respondents to propose furnishings that they feel would best fit the need and then to be evaluated. The initial preference could change based on the responses received.

26. Witness chair. With or without arms? We find that police offices prefer without arms as their service holsters tend to get hung up in chairs with arms.

Response: Witness chair should be proposed without arms. However, the Judicial department often asks them added prior to final order with for arms that can be quickly adjusted to allow for an extended width for exactly the reasons stated above.

27. Pricing is good for 90 or 180 days?

Response: The initial offer must be valid for 180 days.

28. ADA jury chair: fixed/removable or 5 star caster based?

Response: A five star caster based is preferred.

29. Attorney tables Do they need power & Data?

30. How many chairs are needed at the attorney tables and how many extra chairs are needed behind them?

Response: Please see the attached drawings. Court room 221 is significantly larger than the other court rooms so three chairs per attorney table is preferred. The other court rooms require two chairs per table. No additional chairs should be included for solicitation response purposes but could be added by Judicial prior to the final order.

31. Systems Furniture: Work tools. Could list what you need?

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Response: As with other areas above, Judicial is asking the furniture companies propose a design and standard workstation set up as a part of the response. This will then be evaluated.

32. Final pricing should show all product costs, freights as a separate line and deliver/installation as a separate line?

Response: This is correct.

33. What size do you want the attorney tables to be? 30” x 78”, 36”x 78”, 36” x 84” or other?

Response: As with other areas above, please propose a size for the attorney client tables in each of the court rooms based on the size of the courtroom. This will then be evaluated by the Judicial Department.

34. Nesting chairs: Do you want them with upholstered seat & back Or seat and mesh/plastic back? With or without arms?

Response: It is preferred that the nesting chairs have arms. As with many other items in this solicitation, details were not added to the specification to allow the respondent some freedom in their proposal. This would then be evaluated. Note that the Kiva room will be a multipurpose room both used for prospective juror waiting, training and public meetings. The chairs proposed should match with what the offeror thinks is the best fit considering the intended purpose.

35. Should all free standing filing cabinets be metal with counter balance weights?

Response: Metal, laminate or wood veneer to match the other furnishings in the spaces proposed. Counter balanced cabinets should be used where appropriate.

36. How many chairs are needed in the secure lobby waiting area 309?

Response: As per the drawings attached the secure lobby area isn’t a waiting area and doesn’t have chairs shown except that the front desk has a task chair. However, Judicial is open to responses that proposals that included options for some seating in this area.

37. What is needed for the “court reporter stations”? In most court rooms this is a built in with the millwork. What size is needed?

Resposne: As with the size of the Attorney client tables size isn’t specified. Court reporter stations should be mobile and capable of being wheeled out of the court room.

Due to the mobile requirement, a small station with data and power built in is preferred.

38. Rooms 213 and 271. Security areas. Do you want armless plastic chair or a floor or wall mounted stool?

Response: An armless plastic chair is preferred.

39. Rooms 238 Collection Investigation and 242 Self Help. What furniture would you like in these area?

Response: Room 238 should include two systems furnishings desk designed to best fit the space that will allow for as much privacy between the two workstations as possible. For room 242, an L, U or single surface space, or multiple spaces may be proposed in this area with task chair(s) as appropriate. The self-help areas are used by the

JUD–RFP -17-CT-NEW CONSTRUCTION-CORTEZ Page 6 public to fill out forms and prepare documents for filing or for court. Vendor proposed furnishings for the space will be evaluated

40. The Haworth standard electrical system is an 8 wire, 3 circuit – leaving every circuit its own neutral. This reduces the amount of “dirty power”. Haworth also has field programmable triplexes. We would like to utilize this system in our bid package. This is the same system used in the Colorado Judicial Center’s workstations. Would this configuration be acceptable?

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ORIGINAL SOLICITATION

Category Description

42015 Court Room Furniture, Chairs, Tables, etc.

42594 Workstations, modular systems furniture

42521 Desk and tables wood

42560 Ergonomic Chairs

SCHEDULE OF ACITIVITES:

Published Date: February 1, 2017

Pre-submittal Conference Date: February 16, 2017 9:30AM

(Attendance is not Mandatory)

Deadline to Submit Written Questions: February 24th, 2017 at 5:00P.M. (MST)

It is mandatory to contact the Purchasing

Agent to confirm attendance.

Proposal Submission Deadline: March 15, 2017 at 4:00 P.M. (MST)

Oral Interviews/Site Visits: March 9th, 2017, if required.

PROPOSALS MUST BE DELIVERED TO:

John C. Kane

Purchasing Manager

Office of the State Court Administrator

1300 Broadway, Suite 1200

Denver, CO 80203

(720) 625-5877

Solicitation: JUD–RFP-17-CT-NEW CONSTRUCTION-CORTEZ

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TABLE OF CONTENTS

PAGE #

REQUEST FOR PROPOSAL

Section 1. Opportunity

Section 2. Administrative Information

Section 3. Scope of Project

Section 4. Proposal Contents

Section 5. Evaluation and Selection Process:

Section 6. Inquiries

Section 7. Pre-Bid Conference Location & Time

Section 8. Attachments

Attachment A: Business Organization Statement

Attachment B: Affidavit of Non-Collusion

Attachment C: Exceptions to Agreement

Attachment D: Pricing Response Section

Attachment E: Systems Furniture specifications:

Attachment F: Laminate Case Goods Description

Attachment G: Wood Veneer Case Goods Description

Section 9. Solicitation Terms and Conditions

Section 10. Sample Contractor Agreement

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Section 1. Opportunity

A. Summary: The State of Colorado Judicial Department, by and through the State Court

Administrator’s Office, referred to herein as “the Judicial Department”, “the Court” or

“the Project”, issues this Request for Proposals for to select the furniture vendor partner to design, supply and install the office and any courtroom furniture for this project which includes but is not limited to: cubical/systems, laminate office furniture, post base jury chairs, ergonomic keyboard trays, monitor arms, task chairs, side chairs, conference chairs, courtroom gallery bench seating and wood veneer chambers case goods within the addition at the Montezuma County Combined Courthouse project (the “Project”) located in Cortez, Colorado. Projected install date is scheduled for August 1, 2017. Use August

1st, 2017 for Gantt chart purposes. The Project is a new construction project and the selected provider will need to be flexible with the delivery schedule to allow for construction changes. Plans can be accessed by contacting the Purchasing Agent, John C.

Kane.

B. The goal of this solicitation is to award this furniture project to a single dealer who will provide an inclusive plan to provide high quality products, as well as, design, sales and order support, delivery, installation and warranty services. All products proposed and services rendered must meet, at a minimum, meet the requirements in the Scope of

Project and Attachments E, F and G.

C. All design time will be free to the Judicial. We require all furniture in any Judges’ chambers, Chief Probation Officer’s Office, the District Administrator’s office and in the court rooms to be wood veneer. All other desks and tables may be veneer or laminate.

There will be systems furniture (Nineteen (19) work stations), eighteen (18) laminate offices, six (6) wood veneer offices (including four (4) judge’s chambers), two (2)-fourteen (14) seat jury deliberation rooms, one (1) break room, one (1) mail room, fifty-two (52) post base jury chairs and four (4) star base jury chairs with casters for ADA access, four (4) witness chairs, six (6) attorney/client rooms inclusive of a small conference table and chairs, four (4) mobile court reporter stations with chairs, eight (8) attorney tables with at least two chairs each, three (3) reception/waiting rooms, seating

(either bench or free standing chairs) in the hallway outside of the courtrooms, sixty (60) moveable nesting chairs and sixteen (16) laminate moveable nesting tables for the assembly space, two (2) stools for the counter of the clerk’s office, three (3) chairs on casters and three (3) file viewing cubicles for the public file room, one (1) free standing lobby desk, four (4) witness task chairs, four (4) court room judge chairs, and five (5) spaces which will be free standing laminate or systems furniture including the Admin

Assistant space, the IT Tech Support space, the self-help center, the family court facilitator space (237) and the collection investigations offices. All furniture will be quoted installed. The budget to completely furnish this project is not to exceed

$550,000.00.

D. The proposed layout and details of products offered may or may not be the final items ordered. For example, a racetrack conference table may be offered from a specific manufacturer’s line. The final order may be a boat shaped table from the same offered manufacturer. In addition, the final design clerks’ cubicles may change significantly from the design proposed; however, there are in floor power/data boxes that will limit any possible changes and the lines of furnishings awarded will not differ significantly. The

JUD–RFP -17-CT-NEW CONSTRUCTION-CORTEZ Page 10 goal of this RFP is to award based on the most desirable concept for the project.

Therefore, please limit alternate products/options to no more than one option and explain the change in price +/- from the PRIMARY submission.

E. Each submission shall be no more than ONE (1) 2”-3” binder. Excessive marketing materials are not desired. Please present your design vision for this project clearly and concisely with the total spend for your offered products not to exceed $550,000.00.

F. A spreadsheet with product descriptions, net pricing including delivery and install and total quantities of each item must be included.

G. We value a creative and encompassing design, so please include ergonomic products as standard for each station. For example, keyboard trays and dual monitor arms should be standard. Sit to stand table options are not required, but may be offered as an option.

Section 2. Administrative Information

A. Electronic Solicitation System: The Request for Proposals and accompanying documents are available on the State of Colorado Vendor Self-service web site.

B. Technical Assistance: Technical problems with the State of Colorado Vendor Self-service web site should be submitted to the Colorado VSS help Desk at (303)866-6464 or via email at VSSHelp@state.co.us The Help Desk is available Monday through Friday

8:00 AM to 5:00 PM Monday through Friday.

C. Notices: The Judicial Department will post notices to the State of Colorado Vendor Self-service web site which will include, but not be limited to, any modifications to administrative or performance requirements, answers to pertinent inquiries received, clarifications to requirements, and the announcement of the apparent winning

Respondent. It is incumbent upon Respondents to carefully and regularly monitor the web site for any such postings. The notification will be made available via the web site in the form of a “modification”, as published under the original solicitation number.

D. Submittal: Request for Proposals must be received by the date and time shown on the cover page to be considered for award. Late Request for Proposals and Request for

Proposals received by telephone, fax, or other means will not be accepted or considered for award. It is the Respondent’s responsibility to ensure that the Request for proposal is received at the time and location specified on page one of this solicitation.

E. Proposal Validity: Respondent’s proposal shall remain valid for one hundred eighty

(180) calendar days from the final date proposals are due for submission. By submission of a proposal, Respondents guarantee that their offer is firm for one hundred eighty (180) calendar days from the proposal due date. If an award is not made during that period, each Respondent shall automatically extend its offer for an additional one hundred twenty

(120) days, unless Respondent indicates otherwise in writing to the Judicial Department at least thirty (30) days prior to the last day of the original one hundred eighty (180) calendar day validity period.

https://codpa-ss.hostams.com/webapp/PRDVSS1X1/AltSelfService

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F. Requests for Confidential/Proprietary Information: Any requested restrictions ON the use or inspection of material contained within the Proposal must be clearly stated in the Proposal itself. Written requests for confidentiality must be submitted by the

Respondent with the proposal. The Respondent must state specifically what elements of the proposal are to be considered confidential/proprietary. Confidential/proprietary information must be readily identified, marked with the solicitation number, and separated/packaged from the rest of the proposal. Co-mingling of confidential/proprietary and other information is NOT acceptable. Under no circumstances can an entire proposal, or proposal price information be considered confidential and proprietary. Any information that will be included in any resulting contract cannot be considered confidential/proprietary.

The Judicial Department will make a written determination as to the apparent validity of any written request for confidentiality. In the event the Judicial Department does not concur with the Respondent’s request for confidentiality, the written determination will be sent to the Respondent.

After award, the Request for Proposals will be open to public inspection subject to any continued prohibition on the disclosure of confidential data.

G. Opening of Request for Proposals: Request for Proposals will be opened on the date and time specified in the Schedule of Activities. Respondents may, but need not, be present at the proposal opening. Each Respondent’s name will be the only information announced at the proposal opening.

H. Oral Presentations/Site Visits/Discussions: Following the initial screening of Request for Proposals, the Judicial Department reserves the right to require, site visits, oral presentations or other discussions (Written or Oral) with individual Respondents. The purpose of any such discussions will be to promote understanding of the Judicial

Department’s requirements and the Respondent’s proposal, and may result in modifications of commodities or services offered. No information derived from competing Request for Proposals will be disclosed during such discussions. Any resulting changes to the initial proposal must be submitted and confirmed in writing by the Respondent. The cost of any site visit, oral presentation or other discussion shall be paid by the Respondent for the entire evaluation committee. If the Judicial Department determines that interviews or presentations are required, selected proposers will be notified in writing of the date, place, time and format of the interview or presentation.

Failure to participate in such interviews or presentations shall result in a Respondent’s disqualification from further consideration. If the Court desires to enter into oral presentations, site visits, or discussions they will do so with one or more proposers, at their discretion.

I. Negotiations: If the Judicial Department desires to enter into negotiations, they will do so with the highest rated Respondent, unless the intent is to award to multiple

Respondent’s, in which case the Judicial Department will enter into negotiations with those Respondents which it intends to issue an award. If the Judicial Department enters into negotiations and no agreement is reached, the Judicial Department will cease negotiations with the first Respondent and then may enter into negotiations with the next highest rated Respondent or make no award under this RFP. The Judicial Department reserves the right to award the Project, if any, without negotiations.

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J. Cancellation of Request for Request for Proposals: The RFP may be cancelled in whole or in part either before or after opening of Request for Proposals, at any time prior to execution of the contract, if the Judicial Department determines in writing that such action is in its best interest, for reasons including but not limited to:

1. The supplies or services being procured are no longer required;

2. Funds for the procurement will not be available;

3. The RFP contained ambiguous or inadequate specifications;

4. The RFP did not provide for consideration of all significant factors;

5. Prices exceed available funds and it would not be appropriate to adjust quantities or qualities to come within available funds;

6. All otherwise acceptable Request for Proposals received are at clearly unreasonable prices, or;

7. There is reason to believe that the Request for Proposals may not have been independently arrived at in open competition, may have been collusive, or may have been submitted in bad faith.

K. Notice: When a solicitation is cancelled, notice of cancellation shall be posted on the electronic solicitation notifications system.

L. Disposition of Bids or Proposals: When bids or proposals are rejected or a solicitation is cancelled after bid or proposals are received, the bids or proposals, which have been opened, shall be retained in the procurement file. Bids and proposals, which have not been opened, shall either be returned to vendors (upon request) or shall be disposed.

M. Assignment and Subcontracting: If the Respondent intends to use subcontractors to perform any of the requirements in the Scope of Work, then these subcontractors must be listed as a part of the Proposal. Subcontractors may not be changed without written approval from the Judicial Department.

N. Judicial Department’s Standard Agreement: The successful Respondent must execute the Judicial Department’s contractor agreement. A sample version of the contractor agreement is attached as the Section 9, below. The contractor agreement contains language which is standard to all Judicial Department agreements and generally is not negotiable. Exceptions taken to the contractor agreement language may affect the responsiveness of a Respondent’s proposal and prevent that Respondent from advancing in the evaluation process. Where a potential Respondent takes exception to contractor agreement language, the Respondent must provide the rationale supporting each exception, prepare and propose amended or substitute language and submit such information as “Attachment D – Exceptions to Agreement” with its proposal. If a potential Respondent takes exception pursuant to the process outlined above, is informed by the Judicial Department that the proposed amended or substitute language is unacceptable, and thereafter cannot accept the contractor agreement language, then it is recommended that the respondent not participate in this RFP process.

Section 3. Scope of Project

A. Scope of Respondent’s provided Deliverables: At the direction of and in consultation with the Department, Respondent shall provide the Department with the following furnishings shown below in below in Section 3. B 1.: Delivery and installation shall occur

JUD–RFP -17-CT-NEW CONSTRUCTION-CORTEZ Page 13 not later than August 1, 2017, unless the construction schedule changes. Pricing is to include all, supplies, materials, equipment, shipping, installation and any other additional fees, all cost inclusive. No other charges will be considered. All bids shall be F.O.B.

Destination ($0 Freight) to be considered responsive. Winning Respondent must be able to bill the Department at payment terms, Net 30 days.

B. Scope of Project: This building is currently under Construction. This RFP is for the

Judicial Court, Court and Probation personnel, for the entire new Montezuma County

Combined Courthouse. Please email the purchasing agent to request the .dwg or Cad files.

1. Project Furnishings: The following outlines the required Project furnishings:

a) New Systems Furniture: Nineteen (19) work stations including rooms # 244, 249 and 287

b) Laminate wood-look offices, rooms # 237, 238, 240, 242, 245, 251, 253, 255-257, 260-268, 288

c) New Systems or free standing laminate offices in rooms # 259 and 270(Finish should match the finish in the adjoining spaces).

d) All rooms should be furnished with appropriate task, side, side or conference chairs. Supervisor (240, 256 & 257), Clerk of the Court (245), Chief Probation

Officer (258) and District Administrator (274) spaces should include a side round table if possible inclusive of additional side chairs.

e) Attorney Client Conference rooms (laminate tables wood look tables with side chairs) rooms # 210, 216, 223, 231.

f) Attorney Client Conference Rooms # 213 and 271 include side chairs for secure conference rooms as the furnishings in these rooms are built in for security purposes.

g) Laminate wood-look/reception and or waiting room furniture in room # 309, 308, 248 and 236. Reception and waiting room furniture to include all public seating.

h) Laminate break room furniture in space 269 (including chairs and or bar stools)

i) Judge chambers in rooms # 283, 284, 296 and 298 will be wood veneer. To include a desk with a credenza behind or an executive U plus an additional table coming off the front of the judge’s desk. We would like a table that seats 4-6 except that room 283 should be able to hold eight (8). In all cases the task and side chairs shall be included.

j) Wood veneer furnishings in 274, 275 and 258 with a side round conference table.

The desk should preferably be a U shaped executive desk. Task and side chairs shall be included.

k) Jury deliberation tables and chairs to seat 14 in laminate, rooms #279 and 291:

l) The courtrooms (# 207, 214, 221 and 228) shall include the following: 13 post base chairs plus 1 matching 5-star base chairs or 14 post base chairs, of which one must be removable. There shall be 2 counsel tables that seat 2 each (With a strong preference for a table to fit 3) a per courtroom. We require that the wood veneer tables match as closely as possible the rest of the courtroom mill work.

Each courtroom shall have a lectern and a court reporter station. Chairs shall be provided for the judge, the witness, the bailiff, the clerk reporter and the attorney client tables. In all cases the wood finish should match the millwork as closely as possible

m) Courtroom built-in millwork is provided by the County and is not a part of this solicitation.

n) Mail room dividers in room 239.

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o) Hallways outside of the courtroom shall be furnished with seating either bench or free standing chairs.

p) Assembly Room (Kiva room) # 203 shall be furnished with sixty (60) moveable nesting chairs and sixteen (16) laminate moveable nesting tables.

q) Room 244 shall be furnished with two additional stools for the reception windows.

r) Public File Room # 241shall be furnished with three (3) file viewing cubicles and

(3) chairs on casters for the public file room (Similar to library viewing cubicles)

s) All furniture will be quoted delivered and installed.

2. Design: Upon contract award, and at established schedule milestones, the vendor is to submit Design Development (DD) and Contract Document (CD) iterative drawings that represent design status at each phase. These drawings are to include planametric and isometric (or axonometric) scaled drawings as requested by the Project; for each of the affected rooms or areas. The CD drawing submittal will include any requested changes or alterations to the DD drawings requested by the Project, and will serve as a contractual basis from which subsequent pricing and order placement will occur.

3. Execution and Installation:

a) Installers (or at minimum the on-site supervising installer) employed or subcontracted by the successful bidder to perform on-site installation tasks are to have a minimum of three years experience installing the submitted furniture lines.

If required by the manufacturer, installers are to have applicable certifications, and shall be presented to the owner upon request. Personnel working on site are to accommodate general contractor safety protocols, if work is being performed prior to issuance of building Certificate of Occupancy.

b) Installation Costs - Labor and material costs associated with installation of systems furniture is to be submitted in lump sum.

c) Freight and Handling: Submit all freight, cartage insurance and handling lump sum costs if not included within base material line items. FOB is defined as the installation site in Cortez, Colorado.

d) All existing building finishes (walls, carpeting, ceilings) are to be protected during the installation period to prevent damage. Where damage does occur due to negligence, repairs to architectural and finish surfaces will be at the expense of furniture contractor.

e) Provide three sets of special tools and equipment necessary for the relocation of panels and other components. Verify that equipment is properly installed, connected, and adjusted.

f) Furniture assembly areas and egress paths must be kept clear of boxes, parts and debris. Do not block building exits or exiting corridors. Remove trash daily to avoid trip hazards and fire potential.

g) Upon completion of installation, all products shall be cleaned and polished, and the area shall be left in a clean and neat condition. Any missing parts, defects in material and installation shall be reported by furniture contractor prior to inspection by owner.

h) Maintenance Manuals describing proper cleaning and minor repair procedures shall be provided by the furniture contractor.

i) Following completion of installation, owner representative will inspect all components and installation quality, reporting deficiencies to the furniture contractor. These deficiencies will be repaired or replaced by the furniture

JUD–RFP -17-CT-NEW CONSTRUCTION-CORTEZ Page 15 contractor within 30 days of report issuance, whereupon a final check will be made by owner for project approval and closeout.

j) Upon completion of installation, all products shall be cleaned and polished, and the area shall be left in a clean and neat condition. Any missing parts, defects in material and installation shall be reported by furniture contractor prior to inspection by owner.

C. Additional Services: If and when department requests the Contractor provides goods and or services in addition to those specified above, Contractor shall develop a work plan detailing the specific tasks to be completed and providing a detailed not-to-exceed budget for performing such tasks. Contractor shall not perform any Additional Services until

Department has issued a written notice-to-proceed with the execution of the work plan.

Contractor will not be authorized to perform or invoice Department for any work not specifically authorized in the Department’s notice-to-proceed.

Section 4. Proposal Contents

Respondents are required to follow the format and process specified below. The content of the proposal must be clear, concise and complete. Proposals not submitted in the manner described herein may be considered non-responsive and be subject to rejection. Each section of the proposal shall be organized to correlate with the following sections:

A. Proposal Page Limit: The proposal shall be limited to a maximum of sixty (60) pages of text. The page count does not include: Respondent’s cover page/letter; Attachments A and B, financial assurances, resumes, table of contents and section dividers.

B. Cover Letter: Not to exceed two (2) pages and shall include the following:

a) Respondent Contact Information: Provide the name, title, telephone and email of the personnel responsible for the primary communication with the Judicial Department regarding Respondent’s proposal;

b) Assigned Staff: Identify furniture dealer's staff assigned to this project, including:

design staff resume’, project management, installation and warranty service personnel.

c) Authorized line card: Attach dealerships’ manufacturer authorized line card.

d) Understanding of Requested Services: Provide a brief statement indicating

Respondent’s clear understanding of and commitment to the provision of goods and services as specified in this RFP;

e) Potential Conflicts: Provide a brief statement as to whether Respondent and/or

Respondent’s partners, subcontractor(s), joint venture associates, or any other individual or entity of Respondent’s team has any potential conflicts that may arise in the performance of the services requested in this RFP;

f) Agreement Exception: Provide a brief statement indicating whether Respondent does or does not take exception to the Judicial Department’s draft contractor agreement as stated in Part 1, Section F in this RFP. If Respondent takes exception to the language

JUD–RFP -17-CT-NEW CONSTRUCTION-CORTEZ Page 16 in the contractor agreement, Respondent must create an additional attachment labeled

“Attachment C – Exceptions to Agreement” and submit it with its proposal; and

g) Subcontractors: If the Respondent utilizes subcontractors to perform the requested services, provide the name of the subcontractor’s firm(s), if any.

C. Attachments: Each proposal shall be submitted with the following completed attachments, blank copies of which are provided in this solicitation:

a) Attachment A - Business Organization Statement;

b) Attachment B - Affidavit of Non-Cullusion (Provide a copy of this notarized attachment);

c) Attachment C- Exceptions to Agreement, if needed.

d) Attachment D- Pricing Response Section

D. Detailed Description of Respondent’s Qualifications, Experience and Fees to perform the requested services: Provide all information requested in Section 4 below entitled “Evaluation Criteria” and shall also address any additional information requested in “Exhibit A” and “Exhibit B” of the draft contractor agreement.

E. References: Provide three (3) references and a description of projects you have worked on relative to the requested goods and services, performed within the last five (5) years.

Include the following information as to each listed project: business name, contact name, title, address, phone and email. It is the Respondent’s responsibility to validate the contact information for references. The Judicial Department may request information from Respondent’s clients, government agencies or any other available sources.

F. Products Cut Sheets for All Products Specifically Offered to This Project: Note where each product cut sheet is being installed. I.e.: “Laminate for private offices” or

“veneer for Chambers”. Also include a sampling of fabric, veneer and laminate choices.

This need not be all inclusive.

G. Product Samples: Samples are NOT required at bid submission, however, if provided they should reside in this section. Samples of goods may be required to be available for inspection prior to award to determine proposer’s responsiveness to the RFP’s technical requirements. The sample of goods furnished must be identical in all respects to the product or products being offered (with the exception of wood finishes, which are yet to be determined). At the Project's discretion, off site visitation of manufacturer dealer or representative showrooms may be considered.

Section 5. Evaluation and Selection Process:

A. This RFP process is being undertaken to enable the Judicial Department to identify and recommend one or more finalist who have submitted a proposal to provide the services that are the subject matter of this RFP process. A preliminary review of the basic responsiveness of the proposal will be conducted to ensure all requirements of the RFP have been met.

1. An evaluation committee will judge the merit of proposals received according to the evaluation criteria defined in the RFP. The recommendations of the evaluation

JUD–RFP -17-CT-NEW CONSTRUCTION-CORTEZ Page 17 committee will be forwarded to the District Administrator for review, documented summarization, and final approval.

2. Failure of the Respondent to provide any information requested in this RFP may result in disqualification of the proposal.

3. The sole objective of the evaluation committee will be to recommend the proposal which best meets the needs to the Judicial Department’s requirements within the budget established for the RFP. The specifications within the Scope of Work of this

RFP represent the minimum performance necessary for an acceptable response.

4. During or after the evaluation of written proposals, discussions may be conducted with

Respondents who submit proposals determined to be reasonably susceptible of being selected for award. The evaluation committee may request a meeting if clarification discussions are needed. The evaluation committee may short-list Respondents to this

RFP in an effort to identify the highest ranked Respondents, who may then be requested to interview with the Committee. After the discussions and/or interviews, the proposals will be ranked based on the same criteria and the top-ranked proposal will be recommended by the evaluation committee to begin contract negotiations.

5. Specific evaluation criteria are outlined in the section entitled Evaluation Criteria.

6. Contract(s) may be awarded to the Respondent whose proposal, conforming to this

RFP, will be the most advantageous to the Judicial Department, price and other factors considered. Due to the evaluation procedure for the Request for Proposal, lowest dollar price MAY or MAY NOT indicate the successful awardee. Price constitutes only one of several evaluation criteria.

B. Evaluation Criteria: The Panel will evaluate Respondent proposal and may conduct interviews based on the information provided in response to the evaluation criteria set forth.

Pass/Fail Criteria:

1. Mandatory Requirements

a) Specialization: The furniture dealer shall be a dealer specializing in commercial interior office systems furniture with a minimum of five (5) years of experience in this industry and working with government entities/public sector in producing furniture at a level consistent with the scope and requirements of this project. The

Project reserves the right to take such steps as it deems necessary to determine the qualifications and ability of any company to perform the terms of the proposed contract.

b) Service Record: Three or more years of experience of documented record of successful in-service performance.

c) Standings: Company, Agency, and any of its proposed subcontractors must be in good standing with applicable trade associations, certification boards, or other regulatory agencies.

d) Ethics: The Vendor’s organization or any of its officers: Have not within a five

(5) year period preceding this RFP been convicted of or had a civil judgment rendered against them for commission of fraud or criminal offense in connection

JUD–RFP -17-CT-NEW CONSTRUCTION-CORTEZ Page 18 with obtaining, attempting to obtain, or performing a public (Federal, State, or local) transaction or contract under a public transaction.

e) Insurability: Insurable for liability, worker’s compensation, and professional liability insurance, including property damage.

f) Physical Presence: The proposer must have a physical dealership or office location, where business is conducted on a day to day basis located in the State of

Colorado. Request for Proposals with Post Office Boxes or mail service locations only may be subject to disqualification.

2. Financial History/Stability

a) The Judicial Department requires assurances that a Respondent will be financially stable. The Respondent should submit an audited financial statement for its most recently closed fiscal year and for the immediately preceding two fiscal years. If audited financial statements are not available, the Respondent may submit financial statements reviewed by a Certified Public Accountant (CPA). Lacking either audited or reviewed financials; the Respondent may submit annual balance sheets and income statements prepared by a CPA. The Judicial Department reserves the right to deduct evaluation points or disqualify a Respondent for failure to properly submit financial statements.

b) Include the name, telephone and fax numbers, and e-mail address of the person(s) in the organization authorized to negotiate/expedite actions with The Judicial

Department. Also, provide day-to-day primary and secondary contacts.

c) State the locations of all of your related offices, and provide your organization’s website address (if available).

d) Provide a list of states in which your organization does business providing similar services as described in this RFP.

e) List any association memberships which would relate to the services under this

RFP.

f) Describe your bonding of staff and liability insurance coverage (verification of coverage will be required if awarded the contract)

Evaluated Criteria:

3. Products cut sheets/Manufacturer Choices:

a) Aesthetics

b) Features (Including ergonomics, ADA responsiveness, modularity and flexibility)

4. Design Expertise and offered Schematic Space Plans:

a) Space plan renderings of proposed product offered for all rooms listed in Section

3. B. 1. above are desired.

b) Pallet suggestions: We will attempt to post a picture of the color board carpet and paint so design staff can submit fabric and finish suggestions. The Courts are normally traditional in design preference, but your creativity could be displayed in this section.

5. Warranty: Provide detailed warranty information for all products offered.

6. Experience in Similar Projects: (Veneer, Laminate and systems mix, not necessarily court projects)

7. Implementation Plan: Including deadlines for each design and installation step

JUD–RFP -17-CT-NEW CONSTRUCTION-CORTEZ Page 19

a) Include description of project management

b) Include design AND installation time line and services. A Gantt chart or similar time line showing design dates, delivery dates, punch dates and project completion is required. Please assume the installation will take 2 trips to the county Project location, as well as, at least one return trip by the installation company to resolve any punch items.

8. Services

a) Design Services

b) Sales and Customer Services

c) Support after the sale

9. Costs Analysis for Project as Proposed: Provide detailed pricing including discounting for all items offered. Discounting is to remain the same regardless of line item changes within a manufacturer’s offering.

Section 6. Inquiries

A. RFP/Addenda Questions: If discrepancies or omissions are found by any Respondent or there is doubt as to the true meaning of any part of the RFP, a written request for clarification or interpretation shall be submitted before the deadline set forth below in this

RFP. Questions submitted after this time will not be considered. Any clarification or interpretation or change to the RFP will be by written addendum signed by an authorized representative of the Department. The Department is not responsible for any explanation, clarification, interpretation, or approval made or given in any manner except by written addendum. A copy of each addendum will be posted on the State’s Vendor Self Service system. Any addenda so issued are to be considered a part of the RFP document.

THE DEPARTMENT, ITS OFFICERS, AGENTS, AND EMPLOYEES WILL NOT BE

RESPONSIBLE FOR ANY ORAL INSTRUCTION, MODIFICATION, OR

CLARIFICATION RELATED TO THIS RFP. RESPONDENTS SHALL NOT RELY

UPON ORAL COMMUNICATIONS.

Written inquiries must be received by no later than the date and time indicated in the

Schedule of Activities on the cover page of this solicitation. Written inquiries should be directed to:

John C. Kane

Purchasing Manager

John.Kane@judicial.state.co.us

(720) 625-7877

Solicitation Number: JUD–RFP-17-CT-NEW CONSTRUCTION-CORTEZ

B. Other Communications: Respondent who conduct or arrange for any communication not provided for in this RFP with the Chief Justice, State Court Administrator, District

Administrator’s, Chief Probation Officers, any Judicial employee or member of the Panel regarding this RFP may be disqualified.

JUD–RFP -17-CT-NEW CONSTRUCTION-CORTEZ Page 20

Section 7. Pre-Bid Conference Location & Time

Pre-submittal Conference/job walk. (Attendance is not-mandatory). This conference is an opportunity for Respondents to ask questions regarding the RFP documents and the process.

The conference will be held in at 9:30am, on February 16th, 2017 and is located at: 865 N.

Part Street, Cortez, CO 82321. It is MANDATORY to contact the Purchasing Agent to confirm attendance.

JUD–RFP -17-CT-NEW CONSTRUCTION-CORTEZ Page 21

Section 8. Attachments

Attachment A: Business Organization Statement

DISTRICT 22 MONTEZUMA COUNTY COMBINED COURTHOUSE NEW

CONSTRUCTION FURNISHINGS

1300 Broadway, Suite 1200

Denver, CO 80203

The following information is submitted in response to Solicitation JUD–RFP-17-CT-NEW

CONSTRUCTION-CORTEZ. The below named company is voluntarily submitting this offer and acknowledges that it is consistent with the specifications, terms and conditions, and

INCLUDES ACKNOWLEDGMENT OF ALL MODIFICATIONS POSTED ON THE

COLORADO VSS SYSTEM

Business (or Individual) Legal Name: (Exactly as it is to appear on the Agreement)

Name and Title: (of individual authorized to execute the Agreement on behalf of Respondent)

Agreement Mailing Address: City: State: Zip:

Telephone Number: Email:

Business Type, if applicable, include State where incorporated, (i.e., a Colorado Corporation, a

Nevada Limited Partnership, a Sole Proprietor, etc.).

If using a fictitious business name (“DBA”) state name

Debarment: Have you or your firm ever been debarred from doing business with any government entity? Yes ____ No____

If…