RFQ 5429-0-2025-BG.pdf

Rev. 07/28/2016-Bed RFQ 10.7.25.doc Page 1

Finance Department David P. Schmiedicke, Finance Director

City-County Building, Room 406 Purchasing Services 210 Martin Luther King, Jr. Boulevard Madison, Wisconsin 53703 Phone: (608) 266-4521 Fax: (608) 266-5948 finance@cityofmadison.com www.cityofmadison.com/finance/purchasing

REQUEST FOR QUOTATION

RFQ #: 5429-0-2025-BG

For: Single Bed and Bunk Beds with Mattresses for Bartillon Shelter

Released Date: Tuesday, October 7th, 2025

Due Date: Tuesday, October 21st, 2025 @ 2:00 PM CST

City Agency: Engineering

Method of Delivery Options

Email Quotation to: bids@cityofmadison.com

1 GENERAL CONDITIONS AND INSTRUCTIONS TO BIDDERS

1.1 Applicable Terms and Conditions

• Products or Equipment. All quotations for supplies and/or equipment must be submitted in accordance with the specifications contained in this solicitation and City of Madison Standard Terms and Conditions.

• Services. All quotations for services must be submitted in accordance with; the specifications contained in this solicitation, City of Madison Standard Terms and Conditions, and Purchase of Services Contract.

• Copies. Copies of above-referenced forms are available from the Purchasing Office or from the following link:

https://www.cityofmadison.com/finance/purchasing/vendor-resources

1.2 Delivered Prices Only

Prices quoted must include shipping charges. See specification for special delivery information.

1.3 Substitutes

If offering a substitute item, include manufacturer, number, model, specifications and product literature.

The City will evaluate substitutes and make the final determination of equivalency.

1.4 Partial Order

Unless otherwise noted, it will be assumed that bidder will accept an order for all or part of the items priced.

mailto:finance@cityofmadison.com http://www.cityofmadison.com/finance/purchasing mailto:bids@cityofmadison.com https://www.cityofmadison.com/finance/purchasing/vendor-resources

REQUEST FOR QUOTATION RFQ # 5429-0-2025-BG

Bed RFQ 10.7.25.doc Page 2

1.5 Award

The City will award the bid to the responsive and responsible bidder whose bid is most advantageous to the City. In determining the most advantageous bid, the City will consider criteria such as, but not limited to, cost, quality/workmanship, compatibility, standardization, major and minor exceptions to our specifications, superior design features, warranty, delivery, past experience, installation, equality, discount, customer satisfaction, bidder’s past performance and/or service reputation, and service capability. The City may opt to establish alternate selection criteria to protect its best interest or meet performance or operational standards. After the due date, no quotes may be withdrawn for a period of 90 days or as otherwise specified or provided by law.

2 CONTACTS

Technical: For questions regarding technical specifications.

Angel Saucedo-Pancoatl City of Madison Engineering

(608) 267-8749 ASaucedo-Pancoatl@cityofmadison.com

Buyer: For questions regarding instructions, terms & conditions.

Brittany Garcia City of Madison Purchasing Services

(608) 243-0529 bids@cityofmadison.com

3 BID DISTRIBUTION NETWORK

Please note that the City no longer maintains an in-house bidders' list. Notification of bid opportunities, addenda, tabulations and awards will only be made to subscribers via these networks.

State of Wisconsin VendorNet System:

State of Wisconsin and local agencies bid network. Registration is free.

http://vendornet.state.wi.us/vendornet

DemandStar by Onvia: National bid network – Free subscription is available to access bids from the City of Madison and other Wisconsin agencies, participating in the Wisconsin Association of Public Purchasers (WAPP). A fee is required if subscribing to multiple agencies that are not included in

WAPP.

Bid Opportunities: www.cityofmadison.com/finance/purchasing/bidDemandStar.cfm

Home Page: www.demandstar.com

To Register: https://www.demandstar.com/app/registration

Please note when registering: Pick the Wisconsin Association of Public Procurement (WAPP) to select all current Wisconsin government agencies.

4 LOCAL VENDOR PREFERENCE

The City of Madison has adopted a local preference purchasing policy granting a scoring preference to local suppliers. Only suppliers registered as of the bid’s due date will receive preference. Learn more and register at the City of Madison website.

www.cityofmadison.com/business/localPurchasing mailto:ASaucedo-Pancoatl@cityofmadison.com mailto:bids@cityofmadison.com http://vendornet.state.wi.us/vendornet http://www.cityofmadison.com/finance/purchasing/bidDemandStar.cfm http://www.demandstar.com/ https://www.demandstar.com/app/registration http://www.cityofmadison.com/business/localPurchasing

Bed RFQ 10.7.25.doc Page 3

5 SPECIFICATIONS

1. PART 1 – GENERAL

a. PREINSTALLATION MEETING

i. Pre delivery teleconference to coordinate day-of delivery procedure

b. ACTION SUBMITTALS FOR QUOTE

i. Product literature, including color options for bunk and mattress

ii. Assembly manual

iii. Confirmation that bunk unit can convert to (2) single bed units

iv. Product schedule, including Manufacturer, Model #, Quantity, and Description

c. DELIVERY STORAGE AND HANDLING

i. Delivery address: 1904 Bartillon Dr, Madison Wi 53704

ii. Vendor to be able to provide delivery within 4 weeks of an executed contract

iii. Delivery date: to be determined by City upon execution of contract.

iv. Delivery timeframe: to be determined by City upon execution of contract

v. Product to be packaged to allow transport into a space through doors no larger than 42” clear.

vi. Delivery: Deliver to the address above. Vendor will unload products from truck.

Vendor to unload and install products into building.

vii. Communication

1. Vendor to notify City of delivery details 48 hours prior to delivery.

2. Vendor to notify City of packing details, such as skid size, estimated skid weight, and quantity of skids

viii. Delivery to be completed fully within the date/time specified above

d. COORDINATION

i. See PREINSTALLATION MEETING for more information

ii. See DELIVERY STOAGE AND HANDLING for more information

iii. Vendor is expected to regularly communicate with the City on day-of delivery and throughout installation.

e. WARRANTY

i. Special Warranty: Manufacturer agrees to repair or replace components of metal bunks that fail in materials or workmanship, excluding finish, within specified warranty period.

ii. Failures include, but are not limited to, the following:

1. Structural failures.

iii. Damage from deliberate destruction and vandalism is excluded.

iv. Warranty Period for Metal Bunks: At minimum, two years from date of delivery.

2. PART 2 – PRODUCTS

a. PERFORMANCE REQUIREMENTS

i. SINGLE BED

1. Length: 80”

2. Width: 30”

3. Height: 23” (ADA)

4. Sleeping Surface: steel spring OR solid metal

5. Steel construction with matte black powder coat finish. Each sleep surface rated to a minimum of 350 pounds. All assembly connections to be bolted

ii. MATTRESS

1. Mattress dimensions shall adhere to quoted bunk sleeping surface dimensions

2. Fabric shall be fluid proof with inverted-seams, vinyl based, bed bug resistant, antibacterial and waterproof.

3. Core: Steel innerspring core. Core to be compliant with CPSC 16, CFR

1633, and CFR 1632 flammability standards

Bed RFQ 10.7.25.doc Page 4

4. Mattress to be included in the color navy.

iii. QUANTITY

1. SINGLE: 76

2. MATTRESS: 76

3. ACCESSORIES: Quantity to adequately provide for the single bed quantity above

iv. BUNK BED

1. Length: 80”

2. Width: 30”

3. Height: 65”

4. Sleeping Surface: steel spring OR solid metal

5. Steel construction with matte black powder coat finish. Each sleep surface rated to a minimum of 350 pounds. All assembly connections to be bolted

6. Bunk unit shall convert to (2) single bed units

7. See ACCESSORIES for information on guardrail and ladder requirements

v. MATTRESS

1. Mattress dimensions shall adhere to quoted bunk sleeping surface dimensions

2. Fabric shall be fluid proof with inverted-seams, vinyl based, bed bug resistant, antibacterial and waterproof.

3. Core: Steel innerspring core. Core to be compliant with CPSC 16, CFR 1633, and CFR 1632 flammability standards

4. Mattress to be included in the color navy.

vi. ACCESSORIES

1. Guard rails: Guard rails to provide substantial coverage around upper bunk. Guardrails to be constructed of steel with a powder coat finish. All assembly connections to be bolted.

2. Ladder: Ladder to provide access to upper bunk. Ladder to be constructed of steel with a powder coat finish. All assembly connections to be bolted.

vii. QUANTITY

1. BUNK: 89

2. MATTRESS: 178

3. ACCESSORIES: Quantity to adequately provide for the bunk quantity above

Single Beds with Mattress Quantity: 76

Bunk Beds with Mattresses Quantity: 89

Total Mattresses Quantity: 254 enasp Rectangle enasp Rectangle enasp Rectangle enasp Rectangle enasp Rectangle enasp Rectangle enasp Rectangle enasp Rectangle enasp Rectangle enasp Rectangle enasp Rectangle enasp Rectangle enasp Rectangle enasp Rectangle enasp Rectangle enasp Text Box

76 SINGLE BEDS WITH MATRESS

Size 31"W x 80"L x 23"H enasp Text Box

89 BUNKBEDS BEDS WITH MATRESS

Size 31"W x 80" L x 65" enasp Text Box

TOTAL 254 BED MATRESSES

enasp Text Box 10-7-2025 A.Saucedo-P enasp Length Measurement 1'-3"

Rev. 07/28/2016-FormA-PriceProposal 10.7.25.doc

Form A: Price Proposal

This form must be returned with your response.

Complete the requested information and return via instructions on Page 1 of RFQ. Bidder hereby offers:

Item Quanti ty Description Unit Price Extended

Price

1. 76 Single Beds with mattress, in conformance with the specifications described in this solicitation.

Days to Delivery ARO:

2. 89 Bunk Beds with mattresses, in conformance with the specifications described in this solicitation.

Days to Delivery ARO:

ARO: After Receipt of Order

How long will this price be guaranteed?

Please provide any relevant warranty information here, or as an attachment to your bid:

Above bid submitted by:

COMPANY NAME

Rev. 07/28/2016-FormB-BidderInfo.doc

Form B: Bidder Information

This form must be returned with your response.

BIDDER INFORMATION

COMPANY NAME

ADDRESS CITY STATE ZIP

BIDDER’S NAME TITLE

EMAIL

SIGNATURE TELEPHONE NUMBER

DATE FAX NUMBER

LOCAL VENDOR STATUS

The City of Madison has adopted a local preference purchasing policy granting a scoring preference to local suppliers. Only suppliers registered as of the bid’s due date will receive preference. Learn more and register at the City of Madison website.

CHECK ONLY ONE:

Yes, we are a local vendor and have registered on the City of Madison website under the following category: www.cityofmadison.com/business/localPurchasing

No, we are not a local vendor or have not registered.

http://www.cityofmadison.com/business/localPurchasing