NJC DQ 15010 Residence Hall Furniture.pdf

NEJC15010 Residence Hall Furniture Page | 1

Documented Quote

NOTES

Vendors must be registered with the State of Colorado.

To register go to:

www.colorado.gov/vss

Detailed registration instructions can be found in the Vendor Registration Quick Start Guide

All vendors must complete and return page 5, a Vendor Disclosure Statement (Exhibit 3) & a W-9 (Exhibit 4) with the bid submission to be considered responsive.

Northeastern Junior College will use the State of Colorado Purchase Order Terms & Conditions and the special provisions with any purchase or lease. Please see attached Exhibit 1 and Exhibit 2. No other terms will be accepted.

Northeastern Junior College reserves the right to accept or reject bids on each item separately or as a whole, to reject any or all bids, to waive informalities or irregularities, and to contract in the best interest of the College.

Specifications are provided to identify the products required and to establish minimum functionality and an acceptable quality level. It is the bidder’s responsibility to prove the equality of substitute items. Bidders who offer “equivalent” items shall submit brochures and complete specifications with the quote. Failure to submit brochures and complete specifications with the bid may be sufficient cause to consider a bid non-responsive. The College shall be the sole judge in determining equality in regard to quality, price and performance.

Quotes must be FOB Destination.

Date: 03/27/2015 Quote Number: NEJC15010 Residence Hall Furniture

Return all Quotes to:

Northeastern Junior College

Purchasing Office Walker Hall 105

100 College Avenue Sterling, CO 80751

Director of Purchasing:

Erin Waitley

Voice (970) 521-6662 Fax (970) 522-4945 erin.waitley@njc.edu

Quote Due Date: April 6, 2015 4:00 pm

Quotes properly marked as to Quote No., and Date will be accepted via fax at (970) 522-4945 or by mail to Northeastern Junior College, Purchasing Department, WH 105, 100 College Ave, Sterling, CO 80751 on or before the submission deadline of 04/06/2015 @ 4:00 PM. Email will be accepted at erin.waitley@njc.edu

MAILING NOTE: FAX NOTE: EXPRESS MAIL:

Northeastern Jr College Northeastern Jr College Northeastern Jr College Purchasing Office Purchasing Office Purchasing Office 100 College Ave Fax #: (970)522-4945 100 College Ave Sterling, CO 80751 Quote #: NEJC15010 Sterling, CO 80751 Quote #: NEJC15010 Quote #: NEJC15010 Please Note: Express Mail is only delivered in the afternoons. LATE QUOTES WILL NOT BE ACCEPTED.

NORTHEASTERN JUNIOR COLLEGE IS SOLICITING FOR QUOTES FROM QUALIFIED VENDORS TO

PROVIDE RESIDENCE HALL FURNITURE PER ATTACHED SPECIFICATIONS. NORTHEASTERN WILL

AWARD THE BID WITH THE OPTION OF EXTENDING THE BID FOR AN ADDITIONAL 3 YEARS UPON

NEGOTIATIONS WITH AWARDED VENDOR.

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When submitting your quote please include detailed product description with response to all specifications. Bids received without a detailed response to all specifications will be considered non-responsive.

This solicitation is published using the Colorado Vendor Self Service System (VSS). VSS and its registration information may be linked through the State Purchasing Office link at www.colorado.gov/vss Because of the limited competition expected from registered VSS vendors on this solicitation, the procuring agency intends to use both VSS and additional methods of vendor notification and may make the specifications available to non-registered vendors through additional means. However, quotes, bids or offers submitted by non-registered vendors will not be opened or considered (except as necessary to determine VSS registration status) unless, after examination of quotes/bids/offers submitted by VSS registered vendors, it is determined that there is not adequate competition among VSS registered vendors. If adequate competition exists among registered vendors, quotes, bids, or proposals from non-registered vendors will not be considered. A vendor is considered registered if its registration and payment is received in the State Purchasing Office prior to the bid opening time or the due date for receipt of quotes.

AWARD:

Vendors must provide a quote on all items listed in this Documented Quote to be considered for award. The Documented Quote will be awarded on an “all-or-none” basis. Northeastern will award for the minimum furniture quantity of each piece as indicated in the specifications below. Northeastern will negotiate with vendor at time of award for an additional 3 years of furniture per these bid specifications.

DETERMINANT FACTOR:

Specifications are provided to identify the products required and to establish minimum functionality and an acceptable quality level. It is the bidder’s responsibility to prove the equality of substitute items. Bidders who offer “equivalent” items shall submit brochures and complete specifications with the quote. Failure to submit brochures and complete specifications with the bid may be sufficient cause to consider a bid non-responsive. The College shall be the sole judge in determining equality in regard to price, quality per specification, delivery date.

Northeastern will award the quote deemed to be the most advantageous to Northeastern at the College’s sole discretions using the following criteria (for example):

1. Cost

2. Conformity of equipment bid to specifications

3. Ability to meet Required Delivery Date

WARRANTY: Merchandise is warranted to be free from defects in material and workmanship for a period of ten years from the date of delivery. Solid wood merchandise has an extended warranty of 25 Years from date of delivery to be free from defects in material and workmanship. Warranty does not apply to goods damaged in transit or abuse caused by the product user. In the event of a warranty claim, our sole liability shall be the repair or replacement of parts, necessary adjustments and other repairs required to maintain the product in proper working order. Due to natural wood variations, over which we have no control) wood furniture is sold subject to minor variations or irregularities of color, surface grain, or texture.

Furniture is shipped at the purchaser's own risk after it has been carefully inspected and packed. It is accepted as such by the carrier, recipient should inspect it carefully. Any loss or damage should be noted on delivery receipt and claims filed immediately with the carrier. All other adjustments will be considered only if filed with us in writing within five (5) days after arrival of shipment. Merchandise will not be accepted for return unless previously approved by us in writing.

ENVIRONMENTAL SUSTAINABILITY OF PRODUCT

In accordance with Procurement Code, CRS 24-103-207.5 titled – Purchasing Preference for Environmentally Preferable Products; bidders responding to this solicitation any seek to qualify for the preference and governmental bodies conducting this solicitation shall award a contract to a bidder who offers environmentally preferable products subject to the conditions in the Code and Procurement Rules.

Raw Product Acquisition:

In order to meet the goal of sustainability, furniture manufacturers will acquire a certain percentage of their wood components from forestland certified to be under sustainable forestry practices or utilizing “recovered material”. The Forest Stewardship Council (FSC) is a private certification board that maintains rigid minimum percentages of sustainable forest products to use and provides governance over the furniture industry by monitoring manufacturers’ adherence to these standards in their buying and manufacturing process. Manufacturers certified by the Forest Stewardship Council, do not purchase raw material from old growth forests, questionable non-traceable sources, or purchase hardwoods harvested from the world’s rainforests or from areas of the world that aid in the depletion of the world’s natural resources, http://www.colorado.gov/vss

Page | 3 and to develop programs designed to recycle their waste materials and by-products that have been recovered or diverted from their operations. Furniture manufacturers attempt to utilize “recovered material” found in particle board and medium-density fiber board (hardboard) where applicable in their manufacturing processes.

Manufacturing-Production Practices:

Furniture manufacturers certified by the FSC will utilize construction techniques designed to produce furniture products to last at least 20 years or more of use. Due to breakage of poorly constructed furniture, products designed to meet the durability demands are preferable in order to reduce and prevent the amount of waste being generated. The goal is to design products with an internal 4 sided hardwood frame construction allowing for easy replacement of components if damaged as well as future “recyclability”. The internal construction of the product shall allow for the recycling of materials utilized in the construction of the product. For example, a 25 year old solid oak, maple or other hardwood desk can be brought back to the factory, disassembled; the solid wood components sanded and re-finished, and then re-assembled using all new hardware components. This essentially new desk from recycled hardwood would realize another 25 years of Life Cycle and be given a new 25 year warranty. This allows solid oak, maple or other hardwood furniture to have a service life of 50 years or more. This “recyclability” allows the “materials to be recovered from the solid waste stream for use as raw material in the manufacture of new products….” (Sec. 207).

Additional Information

Quotes must be in accordance with specifications set forth and subject to conditions herein and/or attached. All respondents are responsible for checking the VSS system for award; no other notification will be provided.

All bids must be submitted on the quote form provided; no substitute forms will be accepted. Quote form must be signed by an individual with express authority to bind company.

Neither the contractor nor NJC shall be liable for failure to perform their respective obligations under this contract when such failure is caused by fire, explosion, water, Act of God, or inevitable accident, civil disorder or disturbance, strikes, vandalism, war, riot, sabotage, weather- and energy-related closing, or like causes beyond the control of such party, nor shall the contractor be liable in any way for the value of real or personal property destroyed or damaged due to such causes.

The Contractor is subject to the Special Provision for Sole Source Government Contracts as defined in Colorado Constitution Article XXVII (Amendment 54)

A Contractor that operates as a sole proprietor hereby swears or affirms under penalty of perjury that the Contractor (i) is a citizen of the United States or otherwise lawfully present in the United States pursuant to federal law, (ii) shall comply with the provisions of CRS 24-76.5-101 et seq, and (iii) shall produce one of the forms of identification required by CRS 24-76.5-103 prior to the effective date of this Contract. Except where exempted by federal law and except as provided in CRS 24-76.5-103(3), a Contractor that receives federal or state funds under this contract must confirm that any individual natural person eighteen years of age or older is lawfully present in the United States pursuant to CRS 24-76.5-103(4) if such individual applies for public benefits provided under this contract.

Contract performance outside of the United State Contract performance outside of the United States or Colorado, 24-102-206. Prior to contracting or as a requirement for the solicitation of any contract from the State for services, as appropriate, any prospective vendor shall disclose in a statement of work where services will be performed under the contract, including subcontracts, and whether any services under the contract or subcontracts are anticipated to be performed outside of the United States or the State. If the prospective vendor anticipates services under the contract or any subcontracts will be performed outside the United States or the State, the vendor shall provide in its statement of work a provision setting forth why it is necessary or advantageous to go outside the United States or the State to perform the contract or any subcontracts.24-102-206Prior to contracting or as a requirement for the solicitation of any contract from the State for services, as appropriate, any prospective vendor shall disclose in a statement of work where services will be performed under the contract, including subcontracts, and whether any services under the contract or subcontracts are anticipated to be performed outside of the United States or the State. If the anticipates services under the contract or any subcontracts will be performed outside the United S shall provide in its statement of work a provision setting forth why it is necessary or advantageous to go outside the United States or the State to perform the contract or any subcontracts.

ILLEGAL ALIENS–PUBLIC CONTRACTS FOR SERVICES. CRS 8-17.5-101 and 24-76.5-101. The Contractor certifies that the Contractor shall comply with the provisions of CRS 8-17.5-101 et seq. The Contractor shall not knowingly employ or contract with an illegal alien to perform work under this contract or enter into a contract with a subcontractor that fails to certify to the Contractor that the subcontractor shall not knowingly employ or contract with an illegal alien to perform work under this contract. The Contractor represents, warrants, and agrees that it (i) has verified that it does not employ any illegal aliens, through participation in the Basic Pilot Employment Verification Program administered by the Social Security Administration and Department of

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Homeland Security, and (ii) otherwise will comply with the requirements of CRS 8-17.5-102(2)(b). The Contractor shall comply with all reasonable requests made in the course of an investigation under CRS 8-17.5- 102 by the Colorado Department of Labor and Employment. If the Contractor fails to comply with any requirement of this provision or CRS 8-17.5-101 et seq., the State may terminate this contract for breach and the Contractor shall be liable for actual and consequential damages to the State.

SPEIFICATIONS:

NOTE: Any proposed piece of furniture must meet or exceed these specifications. Any deviation(s) must be clearly indicated.

LOFTABLE, SINGLE, ADJUSTABLE, BUNKABLE SINGLE BED-SPRING PLATFORM & 2HBs SIZE: W86”x38.5”Dx36.5”H FITS MATTRESS: 38”W x 80”L MATERIALS: All materials shall be new and free of defects that may negatively affect appearance, durability or function.

Wood Components:

First and second grade (FAS) DOMESTIC (Not Asian Oak or rubber wood solids) Golden oak solids. All grain running full length. No End grain Butt joinery will be accepted in the makeup of these hardwood components.

Hardwood will be flawless, with no splits or any surface imperfection whatsoever.

All edges will be radiused, sanded smooth to the touch.

All wood components will be sealed and finished using a 100% solids U.V. cured acrylic water borne finish system and will be repairable in the field.

The hardwood bed posts will be 2-1/4” x 2-1/2” x 36” long

The bed end spreaders will have (3) 3-1/2” x 1” thick bed spreaders per bed end and will be joined to the bed posts using (2) ½” diameter glue dowel pins per spreader end.

Metal Components:

All metal components will consist of structural steel of various gauges and sizes to make a durable bed.

The Steel Pin channels will be constructed of 16-gauge folded sheet metal with the wedge-lock mounting pins wedged in the formed metal channel for strength and durability.

All metal will be detailed with all edges softened and made smooth to the touch

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All bed joinery will be butt-tig welded in place with all welds blended and continuous with no gaps, or slag pockets or excessive bead buildup.

All metal components will be finished using a flat black textured powder coat finish system complying with all industry standards for such a finish.

The bed foundation will consist of a steel No-Sag bedspring construction nested in a 1” x 2” structural steel bed frame with heavy duty cross braces at equal thirds of the bed frame length. All joinery will be Tig welded to specification, and will be riveted where needed to augment the integrity of the spring unit.

The bed spring fabric will be 9-gauge sinuous wire and will be securely attached to the bed frame and will be held in place by a series of helical clips placed equidistantly across the run of the bed spring.

Bed Construction:

The bed will be able to be set up at four heights:

Low bed 13” off Finished Floor

Mid height 26” off Finished Floor

Captains height 31” off Finished Floor

All bed components will be 100% concentric

The bed will be assembled using a steel to steel tool-less wedge-lock system

The bed foundation will mate with a steel channel nested in the hardwood bed posts and will be held there without the aid or benefit of hardware.

The hardwood bed posts will be loft-able or bunk-able using 3/8” diameter x 3” long steel bunking pins nested between the upper and lower berths

LOFT KITS

SIZE: W86”x385.5”Dx72”H

3 DRAWER CHEST

SIZE: 24”Wx18”Dx30”H Options: Three drawers, side finger pulls

UNIT DESCRIPTION: The chest is the size and includes the options listed above. Each chest includes equal size drawers. Unit fits under loft beds.

Four sided hardwood interior frames at every drawer level. This is considered as dry construction- thus allowing for on-site replaceability, repair or refinishing of components such as tops, sides, etc.

• Finger dovetailed hardwood drawers at all four corners.

• Drawer sides are 7/16" thick 5-ply finished hardwood veneer plywood.

• Drawer bottoms are made from minimum X" thick white hardboard.

• Drawers run on side mounted heavy-duty metal tracking with 1OOib test load capacity and

Page | 6 drawer stops.

• Tops on all case goods are provided with a High Pressure laminate top color sheet on a ¾” core with a balance sheet backer.

• All top edges with ¾” thick solid oak edges.

• Furniture can be disassembled into components that can be remachines, re-finished and assembled into "New Post-Consumer" furniture with the same appearance and integrity as new furniture.

TABLE DESK

SIZE: W32”x24”Dx30”H

UNIT DESCRIPTION: The chest is the size and includes the options listed above. Unit fits under loft beds.

Three sided hardwood frame. This is considered as dry construction- thus allowing for on-site replaceability, repair or refinishing of components such as tops, sides, etc.

• Finger dovetailed hardwood drawer at all four corners.

• Drawer bottom is made from minimum X" thick white hardboard.

• Tops on all case goods are provided with a High Pressure laminate top color sheet on a ¾” core with a balance sheet backer.

• All top edges with ¾” thick solid oak edges.

MINI WARDROBE: 1 DOOR/2 DRAWER

SIZE: W24”x24”Dx65”H

UNIT DESCRIPTION: The wardrobe is the size and includes the options listed above. Unit fits under loft beds.

Four sided hardwood frame. This is considered as dry construction- thus allowing for on-site replaceability, repair or refinishing of components such as tops, sides, etc.

• Drawer bottoms is made from minimum X" thick white hardboard.

• Tops on all case goods are provided with a High Pressure laminate top color sheet on a ¾” core with a balance sheet backer.

• All top edges with ¾” thick solid oak edges

Vendor Response Form

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(Submit the following information with Bid Proposal)

All prices must be FOB Destination

ITEMS NEEDED:

(Per Specifications Listed) Northeastern would like quotes for the following.

MINIMUM

ORDER

QTY

DESCRIPTION

Indicate your firm price for each of the following quantities (Prices must be FOB Destination).

UNIT PRICE

(Must Include Freight)

TOTAL

PRICE

SOLID HARDWOOD LOFTABLE/BUNKABLE BEDS

(Size W86”x38.5”Dx36.5”H)

Inclusive of pins to make single beds loft able.

Delivery Date 185 Single Beds by June 15, 2015

54 LOFT KITS

(size: W86”x385.5”Dx72”H)

54 Loft Kits by June 15, 2015

3 DRAWER CHEST

(Size 24”Wx18”Dx30”)

54 chests by June 15, 2015

54 TABLE DESK

(Size: W32”x24”Dx30”H) Delivery Date:

54 Table Desks by June 15, 2015

54 MINI WARDROBE: 1 DOOR/2 DRAWER

(Size: W24”x24”Dx65”H) Delivery Date:

54 Wardrobes by June 15, 2015

Delivery:

Northeastern requires a delivery of above units by June 15, 2015 to campus.

Warranty: Merchandise is warranted to be free from defects in material and workmanship for a period of ten years from the date of delivery. Solid wood merchandise has an extended warranty of 25 Years from date of delivery to be free from defects in material and workmanship.

Length of Warranty for your Product:

Signature of Company Representative Verifying Warranty

Can your company meet this schedule?

(Signature Required)

When must you receive the order so you can meet this schedule?

(Earliest date of order will be April 8, 2015.)

THIS COMPLETED PAGE MUST BE SIGNED AND RETURNED WITH YOUR PROPOSAL

Company Name

Terms (must be at least NET 30 days)

Modification Number (if applicable)

Address

Phone

Fax

E-mail Address

Signature/Date

Printed Name Of Signature

Using the Federal Government definition, does your firm qualify as:

a small business YES _____ NO_____ a minority business YES _____ NO_____ If YES, state ethnicity:

a woman owned business YES _____ NO_____ a Service-Disabled Veteran Owned Small Business Located in Colorado

YES _____ NO_____ If YES, provide documentation issued through the US Depart. Of Veterans Affairs

A member of the State of Colorado VSS System

YES _____ NO_____ VSS Registration #____________

Federal Identification #