RFP FINAL.pdf

Vidalia, Georgia

Request for Proposals

To Provide

Furniture, Fixture, and Equipment Design, Procurement and Installation

For

“Greater Vidalia®

Center for Rural Entrepreneurship”

Vidalia, Toombs County, Georgia

Solicitation Issue Date: __12/8/23________ Qualifications Packages Due: __01/26/24 ______

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TABLE OF CONTENTS

REQUEST FOR PROPOSALS (RFP)

1. GENERAL PROJECT INFORMATION

2. CONSTRUCTION MANAGEMENT AT-RISK SERVICES REQUIREMENTS

3. PROPOSAL REVIEW PROCESS

4. SCHEDULE OF EVENTS

5. SUBMITTAL OF QUESTIONS AND REQUESTS FOR CLARIFICATION

6. INSTRUCTIONS FOR PREPARING PROPOSALS

7. SUBMITTAL OF PROPOSALS

8. CONTRACT INFORMATION

9. ADDITIONAL TERMS AND CONDITIONS

10. Exhibit “A” – Furniture Provider Fee Proposal Form

11. Exhibit “B” – Contractor Affidavit

12. Sample RFP Evaluation Forms

13. Sample Form AIA Document A151-2019- Standard Form of Agreement Between Owner and Vendor for Furniture, Furnishings and Equipment”

14. Building finishes for reference and matching

15. Furniture Plans and Schedules

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REQUEST FOR PROPOSALS

Furniture, Fixture, and Equipment Design, Procurement and Installation

GVCRE

Vidalia, Georgia

Toombs County Development Authority As (“Owner”), is soliciting statements of qualifications from firms interested in providing furniture, fixture, and equipment design, procurement and installation services for the furnishing of the Greater Vidalia® Center for Rural Entrepreneurship (“GVCRE”). This Request for Proposals (RFP) seeks to identify potential providers of the above-mentioned services.

Some firms that respond to this RFP, who are determined by the Owner to be especially qualified, may be deemed eligible and may be invited to interview, however, the Owner reserves the right to award the contract based on the initial proposals. All respondents to this RFP are subject to instructions communicated in this document and are cautioned to completely review the entire RFP and follow instructions carefully. The Owner reserves the right to reject any or all proposals, and to waive technicalities and informalities at their discretion.

1. GENERAL PROJECT INFORMATION

Project Background

The intent is to select a firm or company who specializes in providing complete, commercial furniture, fixture, and office equipment procurement and installation services. The Toombs County Development Authority’s GVCRE is currently under construction with a projected completion day of May, 2024. The scope of work will cover first floor reception area, common areas, co-working spaces, leased office spaces, patio, and refreshment areas. Second floor will include a caterer’s kitchen, classroom, board room, rooftop decks.

DPR Architecture has provided a furniture layout and schedule which will be the basis for the scope of work. The furniture layout and schedules are attached.

Project Description

The intent is to select a single contractor to provide selection, procurement and installation of the furniture, fixtures and equipment package. The budget is set for $250,000 and cannot be exceeded. This budget is “turn key” and includes design services, procurements, taxes, installation, insurance and all other associated fees. The selected firm is expected to meet with the Owner, make furniture selections based on the needs of the specific area, and provide samples of pieces and/or finishes and fabrics where appropriate for Owner approval. All selections will be based on the layout and schedule provided herein by DPR Architecture and should fall within the stated budget. The selected firm will be responsible for any damage occurring to the existing facility during installation including to drywall, paint, trim, flooring, doors and frames. Product descriptions in the furniture schedule are for planning purposes only. Final selections will be as indicated above.

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Project Delivery Method It is the Owners intent to enter into a single Lump Sum Contract.

Project Budget The maximum project budget for this work is set at $250,000

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Design Professional The Design Professional firm will provide furniture layouts and furniture schedules with descriptions of each piece. Those documents are included with this RFP as an attachment. The start of selection services is anticipated to begin in February of 2024 (All of the dates above are estimates and are contingent on the availability of funding and unforeseen impacts to the delivery schedule).

2. CONSTRUCTION MANAGEMENT AT-RISK SERVICES REQUIREMENTS

The selected firm will be expected to work collaboratively with the Design Professional to develop proposed furniture packages for presentation to the Owner. The prospective selected firm will provide samples of seating, finishes, fabrics, revised layouts and at least two options of each piece for Owner selection. The Owner must approve the final selections and the totality of the work must fit within the stated budget. The successful firm will be required to work collaboratively with the Owner’s consultants.

3. PROPOSAL REVIEW PROCESS

Selection of the Furniture Provider will be a single-step process as follows:

This RFP is issued for the purpose of acquiring Proposals from prospective Commercial Furniture and Office Equipment Providers. A selection will be made by the Entrepreneur Development Committee (“EDC”) made up of representatives from the Owner and Greater Vidalia® Chamber (the Selection Committee).

The Selection Committee will receive and review Proposals submitted in response to this RFP. To be deemed eligible for evaluation, firms must meet the following minimum qualifications:

Minimum Qualifications Required (evaluated on a pass/fail basis by the selection committee)

• The firm or its principals are not currently ineligible, debarred, suspended, or otherwise excluded from bidding or contracting by any local, state or federal agency, department, or authority.

• Firm must have successfully completed at least 6 publicly funded furniture procurement projects of similar scope and of similar use in the past three years.

• Firm must have a current Public Liability Insurance policy, and must be insurable in the following amounts: Bodily injury, including death- limits of $500,000 for each accident. Property damage-limits of $500,000 for each accident and $1,000,000 for the aggregate of operations. (The Owner reserves the right to require additional limits and/or coverage for actual contract.) A current insurance certificate must be provided.

• Firms must have all necessary, valid and current licenses to do business in the State of Georgia.

• Firm must demonstrate sufficient cash flow to undertake the project as evidenced by three years gross sales.

• The firm or its principals have not been terminated for cause or currently in default on any public works contract.

The firms must provide a sworn statement attesting to compliance with the minimum criteria listed above and provide supporting documentation as requested further in the process in accordance with deliverable (A) A-1 below in this RFP.

The Selection Committee will then evaluate the submittals which have met the above minimum qualifications. Criteria for the evaluation are listed below:

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Criteria for Evaluation of Proposals

25% Factor: Stability of the firm, including the firm’s corporate history, resources, form of ownership, litigation history, financials, etc.

30% Factor: Firm’s relevant project experience and qualifications, including the demonstrated ability of firm in effective management of furniture selection and procurement of facilities comparable in complexity, size, and function, for public owners.

30% Factor: Firm’s suitability to provide services for this project, including the firm’s apparent fit to the project type, delivery method, any unique qualifications for the project and current as well as projected workloads. Additional factors for a firm’s suitability will include the presentation of three similar finished projects.

15% Factor Fee Proposal

Furniture Provider, will be made based on the Proposal evaluations and accompanying Fee Proposals.

4. SCHEDULE OF EVENTS

The following Schedule of Events represents the Owner’s best estimate of the schedule that will be followed. All times indicated are prevailing times in Vidalia, Georgia. The Owner reserves the right to adjust the schedule as the Owner deems necessary.

Estimated Time Line

a. Owner issues public advertisement of RFP 12/08/23 -----

b. Deadline for submission of Questions and Requests for Clarification 01/12/24 2:00 pm

c. Deadline for Submission of Written Proposals

d. Owner makes selection and notifies winning firm

01/26/24

02/09/24

2:00 pm

5. SUBMITTAL OF QUESTIONS AND REQUESTS FOR CLARIFICATION

It is the responsibility of each respondent to examine the entire RFP, seek clarification in writing, and review its submittal for accuracy before submitting the document. Questions about any aspect of the RFP, or the project, shall be submitted in writing (e-mail is preferable) to:

T. Kevin Palmer- Architect of Record DPR Architecture 12A East Grady Street Statesboro, Georgia 30458 e-mail: kevin@dprarch.com mailto:kevin@dprarch.com

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The deadlines for submission of questions relating to the RFP are the times and dates shown in the (Schedule of Events- Section 4). All relevant questions and requests for clarification received by the Architect and the corresponding responses will be posted on the Georgia Procurement Registry as an addendum to the original solicitation for services. From the issue date of this solicitation until a successful proposer is selected and the selection is announced, respondents are not allowed to communicate for any reason with any members or employees of Toombs County Development Authority, Greater Vidalia® Chamber, or the Selection Committee except for submission of questions as instructed in the RFP, or as provided by any existing work agreement(s). For violation of this provision, the Owner shall reserve the right to reject the proposal of the offending proposer.

6. INSTRUCTIONS FOR PREPARING PROPOSALS

Each proposal shall be identical and include a transmittal letter. Proposals must be typed on standard (8-1/2” x 11”) paper. The pages of the proposal submittals must be numbered. A table of contents, must be included to identify each section. Responses are limited to twenty (20) double-sided pages or less using a minimum of an 11-point font. Any exhibits, affidavits or other enclosure information called for may be included in an appendix and will not count toward the limit. Each Proposal shall be prepared simply and economically, providing straightforward, concise delineation of respondent’s capabilities.

Spiral bound submittals in lieu of ring-bound binders are preferred but not required. Emphasis must be on completeness, relevance, and clarity to content. To expedite the review of proposals, it is essential that respondents follow the format and instructions outlined below. The content of all Proposals must be categorized and numbered as outlined below and be responsive to all requested information:

PROPOSALS

(DELIVERABLES “A”, “B”, “C” “D” and “E” FOR ALL FIRMS)

A. Stability A1- Provide basic company information: Company name, address, name of primary contact, telephone number, fax number, e-mail address, and company website (if available). If the firm has multiple offices, include information about the parent company and branch office separately. Identify the office from which project will be managed and proximity to the project site. Provide form of ownership, including state of residency or incorporation, and number of years in business. For joint venture entities that have not undertaken at least two projects together, each firm should submit its qualifications separately. Joint submittals are subject to the same submittal page limit.

A2- Briefly describe the history of your firm(s). Provide general information about the firm's establishment, personnel and resources.

A3- Please disclose whether or not the firm has been involved in any litigation with an Owner during the past five (5) years. List any active or pending litigation and provide a thorough explanation of its scope. List any claims against your firm or against Owners where your firm is named.

A4- List the firm’s annual average gross revenue for each of the past 3 years.

A5- Please provide information as to whether or not your firm has ever been removed from a contract for cause OR failed to complete a contract as awarded?

A6- The firm, in order to be deemed eligible for further evaluation, will issue the following statement asserting that the firm meets the minimum qualifications required for this project (supporting information is requested and can be included as an Appendix in the Statement of Qualifications). The SIGNED statement shall read as follows:

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a. We certify our firm or its principals are not currently ineligible, debarred, suspended, or otherwise excluded from bidding or contracting by any local, state or federal agency, department, or authority.

b. We certify our firm has a current Public Liability Insurance policy, and our firm is insurable in the following amounts: Bodily injury, including death- limits of $500,000 for each accident. Property damage- limits of $500,000 for each accident and $1,000,000 for the aggregate of operations. (The Owner reserves the right to require additional limits and/or coverage for actual contract.) Provide your current insurance certificate.

c. We certify our firm has all necessary, valid and current licenses to do business in the

State of Georgia.

d. We certify the firm or its principals have not been terminated for cause or are currently in default on any public works contract.

B. Experience and Qualifications

B1- Provide information on the firm’s experience on projects of similar, size, function, and complexity (similar type of usage (commercial office) and a contract dollar amount equal to 80% or more of the anticipated amount of the incumbent project). Describe 3-5 projects, in order of most relevant to least relevant, which demonstrate the firm's capabilities to perform the project. For each project, provide the following information:

a. Project name, location and dates during which services were performed.

b. Brief description of project and physical description.

c. Services performed by your firm.

d. Provide any Owner-written letters of reference/recommendation about the firm’s performance on the project.

e. Photos showing furniture selections and finished product.

C. Statement of Suitability C1- Provide any information that may serve to differentiate your firm from other firms regarding suitability for the project. Suitability may include, but is not limited to, the firm’s fit to the project and/or needs of the Owner, any special or unique qualifications for the project, current and projected workloads and the proximity of office to project location.

D. Fee Proposal

D1- Provide Fee Proposal on the attached form.

E. Affidavits

7. SUBMITTAL OF PROPOSALS

All responses must be sealed in an opaque envelope or box, and reference to the GVCRE Furniture Procurement on envelopes or boxes and addressed to the addresses below. Proposal must be physically received by the Owner prior to the deadline indicated in the Schedule of Events (Section 4 of RFP) at the exact addresses below:

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Proposers should deliver two (2) hard copies and one (1) electronic copy (.pdf format on a disk) of their Qualifications submittal to Toombs County Development Authority at:

Michele Johnson Greater Vidalia Chamber / Toombs County Development Authority 2805 East First Street Vidalia, GA 30474

And one (1) hard copy and one (1) electronic copy (.pdf format on a disk) of the Qualifications submittal to DPR Architecture to:

T. Kevin Palmer DPR Architecture 12A East Grady Street Statesboro, Georgia 30458

It is the sole responsibility of the Proposers to assure delivery to the noted locations by the specified deadlines; the Owner cannot accept responsibility for incorrect delivery, regardless of reason. No Proposal submittals will be accepted after the time stipulated above. Proposal submittals will not be accepted via facsimile or e-mail.

It is the responsibility of the Proposers to examine the entire Request, seek clarification in writing, and review their proposals for accuracy before submitting a response. Once the deadline has passed, all submittals will be final.

All expenses for preparing and submitting responses are the sole cost of the party submitting the response. The Owner is not obligated to any party to reimburse such expenses. All submittals upon receipt become the property of the Owner. Labeling information provided in submittals “proprietary” or “confidential” or any other designation of restricted use will not protect the information from public view. Subject to the provisions of the Open Records Act, the details of the proposal documents will remain confidential until final award.

8. NOT USED

9. CONTRACT INFORMATION

This is a Cost-Plus Contract. The contract format will be a Cost-Plus with a Guaranteed Maximum Price. The winning Provider will be asked to enter into an agreement with AIA Document A151-2019 “Standard Form of Agreement Between Owner and Vendor for Furniture, Furnishings and Equipment”.

The Project will be Open-Book. During design the Provider will supply revised layouts, schedules, cut-sheets and samples where appropriate to give the Owner at least two options to choose from for each piece. Provider will also coordinate and procure delivery and installation services of all products. The provider shall also select all furniture and delivery subcontracts by competitive selection using cost and other factors. The Provider will be responsible for repairing and/or replacing any damaged surfaces or items in the existing facility. All savings below the stated Guaranteed Maximum Price, including unused contingency, will be returned to the Owner.

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10. ADDITIONAL TERMS AND CONDITIONS

Deadlines The deadline for submission of questions relative to the RFP is the time and date shown in the Schedule of Events (Section 3). All relevant and significant questions that have been submitted in writing prior to the deadline will be compiled and answered in writing, and issued directly to all proposers via E-mail. Any proposer exceptions to the RFP requirements or requests for deadline extensions must also be communicated to the Owner by the deadline to be properly considered. Any requests for proposal deadline extensions must include the reason(s) for such a request. The Owner reserves the right to approve or reject such requests as the Owner deems necessary.

Restriction of Communication From the issue date of this (RFP) solicitation until a successful proposer is selected and the selection is announced, proposers are not allowed to communicate about this solicitation or this Project for any reason with any members of the Selection Committee, except for submission of questions as instructed in the RFP, or as provided by any existing work agreement(s). For violation of this provision, the Owner reserves the right to reject the proposal of the offending proposer.

Submittal Costs and Confidentiality All expenses for preparing and submitting responses are the sole cost of the party submitting the response. The Owner is not obligated to any party to reimburse such expenses. All submittals upon receipt become the property of the Owner. Labeling information provided in submittals “proprietary” or “confidential”, or any other designation of restricted use will not protect the information from public view. Subject to the provisions of the Open Records Act, the details of the proposal documents will remain confidential until the final award.

Award Conditions This request is not an offer to contract or a solicitation of bids. This request and any statement of qualifications or proposal submitted in response, regardless of whether the proposal is determined to be the best proposal, is not binding upon the Owner and does not obligate the Owner to procure or contract for any services. Neither the Owner nor any party submitting a response will be bound unless and until a written contract mutually accepted by both parties is negotiated as to its terms and conditions and is signed by the Owner and a party containing such terms and conditions as are negotiated between those parties. The Owner reserves the right to waive non-compliance with any requirements of this Request for Proposal and to reject any or all proposals submitted in responses. Upon receipt and review of responses, the Owner will determine the party(s) and proposal that in the sole judgment of the Owner is in the best interest of the Owner (if any is so determined), with respect to the evaluation criteria stated herein. The Owner then intends to conduct negotiations with such party(s) to determine if a mutually acceptable contract may be reached.

Joint-Venture Proposals The Owner does not desire to enter into “joint-venture” agreements with multiple firms. In the event two or more firms desire to “team up” it is strongly recommended that one incorporated firm propose and maintain status as the contracted lead firm with the remaining firms participating as major consultants to the lead firm.

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Minority and Small Business Enterprise It is the policy of Owner that minority-owned business enterprises (MBE), woman-owned business enterprises (WBE), and small business enterprises (SBE), have a fair and equal opportunity to participate in the County purchasing process. Therefore, the Owner encourages all MBE, WBE, and SBE to compete for contracts to provide goods, services, and construction, and encourages contractors to solicit MBE, WBE, and SBE in procuring subcontractors and suppliers. This desire on the part of the Owner is not intended to restrict or limit competitive bidding or to increase the cost of the work. The Owner supports a healthy free market system that seeks to include responsible businesses and provides ample opportunity for business growth and development.

Immigration Reform Compliance Requirement.

In order to comply with immigration requirements under Georgia law as set forth in OCGA 13-10-91, proposers must include in their proposals a completed and executed “Contractor Affidavit Under OCGA 13-10-91(b)(1)” in the form included herein as Exhibit B. Proposals that are not accompanied by a completed and executed “Contractor Affidavit Under OCGA 13-10-91(b)(1)” cannot be considered pursuant to Georgia law.

Statement of Agreement With submission of a proposal, the Proposer agrees that he/she has carefully examined the Request for Proposals (RFP), and the Proposer agrees that it is the Proposer’s responsibility to request clarification on any issues in any section of the RFP with which the Proposer disagrees or needs clarified. The Proposer also understands that failure to mention these items in the proposal will be interpreted to mean that the Proposer is in full agreement with the terms, conditions, specifications and requirements in the therein.

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EXHIBIT A

GVCRE, Procurement and Installation Furniture Provider FEE PROPOSAL

(Submit with written Proposal)

1. Provider’s FEE:

Basis of Fee. The Provider’s fee is the amount, established by and agreed to by both parties, which is the full amount of compensation due to the Provider as gross profit, and for any and all expenses of the Project (including installation) and not included or identified as a Cost of the Furniture or Product, provided that the Provider performs all the requirements of the Contract Documents within the time limits established.

A. Furniture Mark-Up and Overhead:

Representing the gross profit for the pre-construction consulting services, design services, furniture mark-up above cost to Provider, insurances and all other costs not including sales tax.

TOTAL

Project Coordination/Design/Insurance Fee (fixed fee)

Furniture Mark-Up (percentage)

B. Delivery and Installation including all overhead:

Representing the gross profit for the delivery and installation services.

TOTAL

Delivery and Installation Fee (percentage)

OR

Delivery and Installation Fee (Fixed Fee)

By signing, contractor agrees to honor the fee proposal for a period of 30 days from the date of submission.

Furniture Provider Name

By:

Signature of Furniture Provider Officer

Title of Officer

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Exhibit B

Contractor Affidavit under O.C.G.A. § 13-10-91(b)(1)

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13- 10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services on behalf of (name of public employer) has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91. Furthermore, the undersigned contractor will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A. § 13-10-91(b).

Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number

Date of Authorization

Name of Contractor

Name of Project

Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on , , 201 in (city), (state).

Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME

ON THIS THE DAY OF ,20 .

NOTARY PUBLIC

My Commission Expires:

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REQUEST FOR PROPOSALS

EVALUATION FORM

GVCRE Furniture Design, Procurement and Installation

Selection Team Member Name:

Date: Time:

Furniture Provider Firm Name:

RFP Received by the Deadline: YES NO

Fee Proposal: YES NO

Immigration Affidavit Received: YES NO

Evaluation:

25% Factor: Stability of the firm, including the firm’s corporate history, resources, form of ownership, litigation history, financials, etc.

of 25

30% Factor: Firm’s relevant project experience and qualifications, including the demonstrated ability of firm in effective management of furniture selection and procurement of facilities comparable in complexity, size, and function, for public owners.

of 30

30% Factor: Firm’s suitability to provide services for this project, including the firm’s apparent fit to the project type, delivery method, any unique qualifications for the project and current as well as projected workloads.

Additional factors for a firm’s suitability will include the presentation of three similar finished projects.

of 30

15% Factor Fee Proposal of 15

100% Total Score _______________________________________________________ of 100

Signed: