JUD–RFP -17-CT-ADDITION-DURANGO Page 1

STATE OF COLORADO JUDICIAL DEPARTMENT

REQUEST FOR PROPOSAL

DISTRICT 6 LA PLATE COUNTY ADDITION

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-ADDITION-DURANGO

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: August 2, 2016

Pre-submittal Conference Date: August 16, 2016 9:30AM

(Attendance is not Mandatory)

Deadline to Submit Written Questions: August 18th, 2016 at 5:00P.M. (MST)

It is mandatory to contact the Purchasing

Agent to confirm attendance.

Proposal Submission Deadline: August 22nd, 2016 at 4:00 P.M. (MST)

Oral Interviews/Site Visits: August 29th, 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-ADDITION-DURANGO https://codpa-vss.hostams.com/webapp/PRDVSS1X1/AltSelfService https://www.courts.state.co.us/Administration/Program.cfm?Program=49

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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 and wood veneer chambers case goods within the addition at the La Plata County

Courthouse project (the “Project”) located in Durango Colorado. This does NOT include any gallery bench seating which will be obtained separately. Projected install date is scheduled for December 2016. Use December 1st, 2016 for Gantt chart purposes. The

Project is an addition on the ground floor. 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 and in the court rooms to be wood veneer. All other desks and tables may be veneer or laminate. There will be systems furniture (two (2) connected stations), seven

(8) laminate offices, one (1) wood veneer office, one (1)-fourteen (14) seat jury deliberation room, two (2) small huddle/conference rooms, thirty (14) post base jury/witness chairs, two (2) attorney/client tables with chairs, one (1) reporter stations with chairs and one small reception/waiting room. All furniture will be quoted installed.

The budget to completely furnish this project (inclusive of gallery bench seating which is not included in this bid) is not to exceed $170,000. The anticipated amount for the furnishings included in this bid is $150,000.

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, the lines awarded will not differ significantly. The 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 $150,000.

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

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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.

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.

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

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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.

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;

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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 not later than December 1, 2016. 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 in use and is shared with Douglas County.

We will not furnish rooms which are already in use or occupied by the County. This RFP is for the Judicial Court and/or Court personnel furniture ONLY in rooms #156, 160,163-

165, 168, 170A&B and 175, meetings rooms 115, 116 and 167, break room 169, Judges

Chamber 176, Jury Deliberation room 114, and court room with gallery seating 180 &

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

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

a) Conference rooms (laminate tables and chairs) rooms #115, 116 and 167.

b) Laminate wood-look offices, rooms #156, 163, 164, 165, 168, 170A, 170B & 171

c) Laminate wood-look/reception furniture in room #160

d) Laminate break room furniture in space 169.

e) New systems furniture cubicles will be required consisting of tandem and individual work spaces; located as follows: #175

f) All rooms should be furnished with appropriate task, side, side or conference chairs.

g) Judge chambers (#176) will be veneer. To include a desk with a credenza behind or an executive U plus an additional table if space allows. We would like a table that seats 4-6.

h) A jury deliberation table to seat 12-14 in laminate, rooms #114:

i) The courtroom (#180 and 181) 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.

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

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 Durango, 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.

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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 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.

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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 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

JUD–RFP -17-CT-ADDITION-DURANGO Page 10 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 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

JUD–RFP -17-CT-ADDITION-DURANGO Page 11 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 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:

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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

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

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Purchasing Manager

John.Kane@judicial.state.co.us

(720) 625-7877

Solicitation Number: JUD–RFP-17-CT-ADDITION-DURANGO

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.

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 August 16th, 2016 and is located at: 1060 E 2nd

Ave, Durango, CO 81301. It is MANDATORY to contact the Purchasing Agent to confirm attendance.

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Section 8. Attachments

Attachment A: Business Organization Statement

DISTRICT 06 LA PLATA COUNTY ADDITION FURNISHINGS

1300 Broadway, Suite 1200

Denver, CO 80203

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

ADDITION-DURANGO. 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 the answer is “YES,” please provide information regarding each debarment by listing on an attached paper the following information; (1) debarring government entity; (2) dates of debarment; and, (3) reason of debarment.

Signature: Title:

Print Name: Date:

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Attachment B: Affidavit of Non-Collusion

State of _________________ )

County of ________________)

_________________________________________, being first duly sworn, deposes and states:

Name of Affiant

That he/she is ____________________________________________________________

Title of ______________________________________________________________________, Name of Respondent and submits herewith the attached Proposal to the State of Colorado Judicial Department; that the

Proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization or corporation; that the Proposal is genuine and not collusive or a sham; that the Respondent has not directly or indirectly induced or solicited any other

Respondent to put in a false or sham Proposal, and has not directly or indirectly colluded, conspired, connived, or agreed with any Respondent or anyone else to put in a sham Proposal, or that anyone shall refrain from proposing; that the Respondent has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the Proposal price of the Respondent or any other Respondent, or to fix any overhead, profit, or cost element of the proposed price, or of that of any other Respondent, or to secure any advantage against the public body awarding the Agreement of anyone interested in the proposed Agreement; that all statements contained in the Proposal are true; and, further, that the Respondent has not, directly or indirectly, submitted his/her/its proposed price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto; that Respondent has not paid, and will not pay, any fee to any corporation, partnership, company association, organization, or to any member or agent thereof, to effectuate a collusive or sham Proposal. Respondent further swears under penalty of perjury that all information in this Proposal and this Affidavit is correct.

Dated: _______________________, 20______.

Signature of Affiant

Subscribed and sworn to (or affirmed) before me on this_____ day of______________, 20_____ , Name of Signer proved to me on the basis of satisfactory evidence to be the person who appeared before me.

Signature of Notary Public

WARNING: Bids will not be considered unless this Affidavit is fully executed, including the affidavit of a Notary and Notary Seal.

Place seal here.

JUD–RFP -17-CT-ADDITION-DURANGO Page 16

Attachment C: Exceptions to Agreement

Note exceptions to the Sample Agreement (if any) in the space provided below:

JUD–RFP -17-CT-ADDITION-DURANGO Page 17

Attachment D: Pricing Response Section

Offerors are to provide pricing/cost for offered products on a spreadsheet. The spreadsheet must include high level product descriptions (examples: “Post base chair” “Chambers

Executive U”, “Wood side chair”), the product code(s) or the manufacturers’ line offered in the case of products assembled using multiple parts (example: systems goods and the

Chambers Executive U), net pricing including delivery and install for each individual item and total quantities for each item. Suggested items and quantities shall be listed by room, and may be on a separate spreadsheet. Variances that impact total cost will be taken into consideration and will not adversely impact the proposal scoring, for example, one proposer may show 12 chairs in a room and another may show only 8. We recognize that the final order may be for 10 chairs. This is also true of variations in fabric and finishes. The scoring will be weighted toward design concept, product offering, and value. Pricing may be a factor, but not a heavily weighted one. As stated on page 1, this is to be an inclusive plan. A spreadsheet with product descriptions, net pricing including delivery and install and total quantities of each item must be included. We value a creative and encompassing design, so please include keyboard trays and dual monitor arms as standard for every office. If these items are not included on the pricing spreadsheet, we will assume they are free. In addition, if a small reception shows chairs on a vendor’s design plan submission, but no pricing is noted, we will assume that the design is an acknowledgment of the architects drawing requiring chairs and those too will be expected to be provided for free as part of the project.

Room designs are requested to be placed in Section H of the proposal contents. It will be helpful to reference those designs on the respondent’s spreadsheets.

All pricing sheets must be signed manually in ink by a person authorized to make an offer on behalf of the bidder. The prices stated herein are firm offers for at least ninety (90) days following the date of signature below.

All pricing sheets must be signed manually in ink by a person authorized to make an offer on behalf of the bidder. The proposal prices stated herein are firm offers for at least one hundred and eighty (180) days following the date of signature below.

Company Name: ______________________________________

Authorized Signature: ______________________________________ Date: _______________

Typed/Printed Authorizer Name: ________________________________________________

PLEASE RETURN THIS PAGE WITH SOLICITATION DOCUMENTS

JUD–RFP -17-CT-ADDITION-DURANGO Page 18

Attachment E: Systems Furniture specifications:

The systems furniture must fit the spaces provided. No less than 42” and no more than 53” high with glass stack so the occupants can see the counter. A small wardrobe is optional. Please feel free to use your design skills to present workstations with innovation.

After bid award, and during detailed space planning tasks, it will be the responsibility of the vendor to determine exact user requirements, validate site conditions, and accurately design the systems furniture components to accommodate these criteria.

Detailed pricing for individual components may be submitted as reference in vendor format.

Spreadsheets are an acceptable method to present the outline and reference data. If the proposer provides an electronic copy of the cost sheets and there is a discrepancy in the printed cost sheets and the electronic copy, the pricing on the printed cost sheets will be evaluated.

Systems Furniture Cost Submittal Outline Format

The following outline is to serve as the cost submittal template for all Systems Furniture:

1. Systems Furniture Cubicle:

a. Panel Systems (All electrified and non-electrified panels, tiles, connectors, trims, base frames, stacking frames, glazing; to make up a complete panel)

b. Panel Electrical Systems and Data Management

(All electrical harnesses, devices, wire ways, pigtails and other components required to provide a fully functional system)

c. Wardrobe / Storage Cabinet, Identified in Attachment 'C'

d. Tool Rail (Rails and accessory paper management attachments)

e. Work surfaces

(All 24" deep work surfaces, along with required cantilever corbels, panel hooks, ledgers, splice plates, and all other parts required to make a complete system)

Vendors may submit descriptive and cost data for systems furniture components not otherwise specified in narrative or graphic specifications. These items should include paper managements accessories, lighting, signage, whiteboards, or any furniture component that may eventually be chosen by the Project for use in detailed design phase selections.

The quality of systems furniture will be made with reference to descriptive brand names and systems furniture lines, which are provided as quality examples, rather than restrictive specifications. References to brand names, systems furniture manufacturer lines, or other industry nomenclature are intended to convey performance baselines, unless otherwise specified.

Request for Proposals offering equivalent items meeting the standards of quality specified may be considered, unless other specified, providing the proposal clearly describes the article offered and how it differs from the referenced brand. The Judicial Department reserves the right to determine whether a substitute offer is equivalent to and meets the standards of quality indicated by the brand name references, and the Project may require the supply of additional descriptive material and a sample.

Systems furniture shall conform to the requirements of ANSI/BIFMA X5.6 and ANSI/BIFMA

X5.9 with the following exceptions: Panel supported components shall be tested and pass in

JUD–RFP -17-CT-ADDITION-DURANGO Page 19 accordance with the requirements of ANSI/BIFMA X5.6 and representative items shall be selected for testing based on worst case situations (i.e., the deepest and widest work surface or shelf). Perform the work surface or shelf test applying a 19 kg 50 lb. load to the center of the work surface for a period of 5 minutes. Any loosening of attachments, permanent deflection or damage to the operation of the work surface, drawer or shelf will be cause for rejection.

Green compliance for systems furniture components are pending building construction project certification level, for local/regional materials, low-emitting materials, recycled content, certified wood, optimize energy performance, and rapidly renewable materials requirements.

The most current ADAAG (ADA) regulations for accessibility, door or opening approach, clearances, work surface height, reach limitations and other applicable criteria must be accommodated by the proposed systems furniture; and plan layout within each room.

Considerations for height adjustable work surfaces are not required, however, storage design must be made when ADA conformance is required within the workstation.

Components shall meet requirements for flame spread and smoke development as specified by

NFPA 101 except as follows. Testing shall have been conducted in accordance with either

ASTM E84 or UL 723 on the entire assembly and each different combination of finish and systems furniture component construction. In addition, panel fabric shall meet the requirements of NFPA 265. Panel flame spread shall not exceed 25 for Class A, 75 for Class B and smoke development shall not exceed 450 for Class A and B. Class C materials are not allowable.

The systems furniture layout must conform to NFPA 101, and for buildings not excluded by TI

800-01 Design Criteria should be accessible in accordance with 36 CFR 1191.

The systems furniture power distribution harnesses, devices and wire ways must comply with applicable sections of the most recent adopted version of the National Electrical Code (NEC), and National Electrical Manufacturers Association (NEMA). All power whip connections to the building distribution systems (J-boxes) are to be performed by a licensed electrician.

Supply accessories and appurtenances for a completely finished systems furniture assembly in each of the rooms identified in Paragraph 1.1, or as may be amended after contract award.

Systems furniture shall be free-standing, independent of architectural wall support (except where required to interface to wall components at ninety degree angles) and capable of structurally supporting work surfaces, shelves, and other components. The systems panels, work surfaces and other components shall be available in a variety of nominal widths.

Panels

Panel heights are limited to 53", which may be accomplished via single full height frame, or combinations of load bearing stacking frame heights. Panels are to support a 'tiled' acoustic, non-acoustic, and glass functions; and may be submitted in manufacturer standard height increments.

Please note that the panel top glass course height is to coordinate with height of storage cabinet.

Panel dimensional 'creep' caused by joint variance shall be held to a minimum. Panel width shall be no more than 3", and shall be no less than structurally required to bear all required furniture loads.

Work Surfaces

Work surfaces shall be available in nominal depths as indicated on plans (24 inches), plus other modular depths and lengths standard to the manufacturer catalogue as may be required in

JUD–RFP -17-CT-ADDITION-DURANGO Page 20 pending space planning efforts after bid award. Work surfaces shall be in height between 26 to

30 inches above the finished floor. Work surface thickness is to be no less than 1", and no thicker than 1 1/2". Surfaces over 48” should have a reinforcing metal hat channel on the surface to keep the product from sagging.

Components

Storage and accessory components are to coordinate with panel and work surface modular dimensions, such that alignment with these elements do not require field modification, and that a neat, orderly appearance is achieved.

Panel frames are to be welded, clipped, bolted or riveted steel; with sufficient stiffness and load capacity to bear all attached panels, work surfaces and storage components where required.

Horizontal and vertical cable and power management holes are to be provided in frame perimeters, along with capability to add retrofit troughs or clips as required. Frames are to accommodate closed bottom trims, and have height adjustment feet to accommodate out-of-level floor conditions. Vertical frame rails may be pre-punched, to accept work surface and storage component clips. Wall adjoining and adjacent frame attachment mechanisms points in the frame are to be pre-punched. Off-module connections may be made, as required by design effort after bid award, if made by standard manufacturer connection components.

Panel 'tiles' may be non-acoustic, acoustic, fabric wrapped, tackable, laminate faced or wood veneer. 'Tiles' are to be able to withstand ordinary use without structural or finish damage and include light seal gasketing. Tiles may be furnished with pre-located power and/or data wiring devices. Please note that the RFP response is to assume the use of Grade Two quality fabric wrapped acoustic and non-acoustic panels only. Extended width and full height tiles may be used if desired in the design effort after bid award, if needed for aesthetic interest. Minimum acoustic performance of tackable acoustic skins are to have an NRC rating of .65.

Panel attachment mechanisms to adjoining walls (where this may occur in pending space plan) is to utilize manufacturer standardized adaptors and toggled or screwed to wall frame such that the assemblage is structurally secure, and without visible damage to the wall surface.