RFQ23002051_Mar_10_25_solicitation_doc.pdf

Solicitation Number: RFQ23002051

Chair Rental and Table Rental

Request for Quotation (RFQ)

State of Rhode Island

November 10, 2022 - December 14, 2022

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General Header Information

RFQ23002051

No. RFQ23002051 Title: Chair Rental and Table Rental Start Date: November 10, 2022 at 3:00:00 PM EST End Date: December 14, 2022 at 1:30:00 PM EST Vendor Q&A Start Date: November 10, 2022 at 3:15:00 PM EST Vendor Q&A End Date: November 25, 2022 at 3:00:00 PM EST Estimated Total Value:

Who can respond to this bid? : All Vendors Description: Rhode Island College is requesting vendor (s) to supply and deliver upon request the procurement of chair and table rentals for a period of three years approximately 12/1/2022 - 11/30/2025. Description and sizes are listed as line items on this solicitation. *For more information, a. when viewing from public bid board, click on the “print/download solicitation” button in the upper right corner of the window, or b. vendor can login to their WebProcure account to view this solicitation in full.” Buyer Cheryl McGurn

Delivery Terms: Free On Board Destination Payment Terms: Vendor Specified Contact Information: State of Rhode Island

Cheryl McGurn One Capitol Hill 2nd Floor Providence RI, 02908 United States Tel: (401) 574-8130 Fax:

cheryl.mcgurn@purchasing.ri.gov

Contact Details: If you have any questions, please contact:

Cheryl McGurn One Capitol Hill 2nd Floor Providence RI, 02908 United States Tel: (401) 574-8130 Fax:

cheryl.mcgurn@purchasing.ri.gov

Selected Categories:

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Header Custom Fields:

RFQ23002051

General Solicitation Overview

OSP Vendor Instructions •Vendors must register in Ocean State Procures™ at www.ridop.ri.gov/vendor-registration/ to be able to submit solictation responses and receive any potential solicitation award.

•Vendor "How to Register" in Ocean State Procures™ instruction and registration link can be found at https://www.ridop.ri.gov/osp/osp-vendor-registration.php.

•Vendor “How to Bid” in Ocean State Procures™ instruction can be found at https://www.ridop.ri.gov/bidboard/how-to-bid.php.

•Solicitation responses must be submitted in Ocean State Procures™. Any solicitation responses emailed, mailed, faxed, hand-delivered or mis-directed to other State locations shall not be accepted.

http://www.ridop.ri.gov/vendor-registration/ https://www.ridop.ri.gov/osp/osp-vendor-registration.php https://www.ridop.ri.gov/bidboard/how-to-bid.php

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Solicitation Requirements:

RFQ23002051

General Requirements

Confidential Documents The Ocean State Procures system allows Vendors to designate attachments as being ”confidential” at the time of upload. A confidential designation for these purposes should only be applied to information which is deemed exempt from public disclosure pursuant to R.I. Gen. Laws § 38-2-2 or other applicable federal/State law, and may include but not be limited to the following: proprietary information; trade secrets; vendor financial records/statements; vendor bank account, ACH, and/or routing numbers; personally identifiable information of vendor staff/contractors; and FEIN and/or

Social Security Numbers.

Vendors are advised that upon submission of documents marked as confidential , the Vendor must also upload a redacted copy of the same documents which are suitable for public disclosure.

Failure to upload a redacted copy, or submission of documents which are so excessively redacted as to thwart public disclosure requirements, may result in the Vendor’s proposal being deemed non

-responsive to the solicitation in accordance with 220-RICR-30-00-13(C)(6).

Questions Questions concerning this solicitation must be submitted to the Division of

Purchases’ eProcurement website, Ocean State Procures™, no later than the date and time indicated on the 'Overview' tab of this solicitation. All questions must be submitted in OSP to the 'Q&A Center', accessed via the 'Collaboration' tab of this solicitation. Questions submitted directly to the buyer of record and/or Division of

Purchases shall not be acknowledged. Submit each question individually with no attachments. Attachments shall not be acknowledged. No other contact with State parties is permitted.

Answers to questions received, if any, shall be posted on the solicitation record within Ocean State Procures™, as an addendum to this solicitation. It is the responsibility of all interested parties to monitor Ocean State Procures™ for any procurement related postings such as addenda.

Insurance Requirements

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In accordance with this solicitation, or as outlined in Section 13.19 of the General Conditions of

Purchase, found at https://rules.sos.ri.gov/regulations/part/220-30-00-13 and General Conditions -

Addendum A found at https://www.ridop.ri.gov/documents/general-conditions-addendum-a.pdf, the following insurance coverage shall be required of the awarded vendor(s) (marked with an "X"):

General Requirements:

a) [ x ] Liability - combined single limit of $1,000,000 per occurrence, $1,000,000 general aggregate and $1,000,000 products/completed operations aggregate.

b) [ x ] Workers compensation - $100,000 each accident, $100,000 disease or policy limit and

$100,000 each employee.

c) [ x ] Automobile liability - $1,000,000 each occurrence combined single limit.

d) [ ] Crime - $500,000 per occurrence or 50% of contract amount, whichever is greater.

Professional Services:

e) [ ] Professional liability (“errors and omissions”) - $2,000,000 per occurrence, $2,000,000 annual aggregate.

f) [ ] Environmental/Pollution Liability when past, present or future hazard is possible -

$1,000,000 per occurrence and $2,000,000 aggregate.

g) [ ] Working with Children, Elderly or Disabled Persons – Physical Abuse and Molestation

Liability Insurance - $1 Million per occurrence.

Information Technology and/or Cyber/Privacy:

h) [ ] Technology Errors and Omissions - Combined single limit per occurrence shall not be less than $5,000,000. Annual aggregate limit shall not be less than $5,000,000.

i) [ ] Information Technology Cyber/Privacy – minimum limits of $5,000,000 per occurrence and

$5,000,000 annual aggregate. If Contract Party provides:

1) [ ] key back office services Contract Party shall have a minimum limit of $10,000,000 per occurrence and $10,000,000 annual aggregate;

2) [ ] if Contract Party has access to Protected Health Information as defined in HIPAA and its implementing regulations, Personal Information as defined in in R.I. Gen. Laws § 11-49.3-1, et seq., or as otherwise defined in the Contract (together Confidential Information”), Contract Party shall have as a minimum the per occurrence, per annual aggregate, the total rounded product of projected number of persons data multiplied by $25 per person breach response expense per occurrence; but no less than $5,000,000 per occurrence, per annual aggregate; or,

3) [ ] if the Contract Party provides or has access to mission critical services, network architecture and/or the totality of confidential data $20,000,000 per occurrence and in the annual aggregate.

https://rules.sos.ri.gov/regulations/part/220-30-00-13 https://www.ridop.ri.gov/documents/general-conditions-addendum-a.pdf

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Other:

Specify insurance type and minimum coverage required, (e.g. builder’s risk insurance, vessel operation (marine or aircraft):

j) [ ] Other - Specify insurance type and minimum coverage required

Late Bids Vendors must submit proposals in response to this solicitation electronically in Ocean State

Procures™ before the date and time listed on the “Overview” tab. Ocean State Procures™ will accept no submissions after the date/time listed in the “Overview” tab. Proposals must be uploaded to Ocean State Procures™ at https://webprocure.perfect.com/login on this solicitation utilizing the submission system as indicated above.

NOTE: Proposals misdirected to other State locations or those not presented to the Division of

Purchases in Ocean State Procures™ by the scheduled due date and time shall be determined to be late and shall not be accepted. Proposals mailed, hand-delivered, faxed or emailed to the

Division of Purchases shall not be accepted. The official time clock is online in Ocean State

Procures™. Vendors are solely responsible for having proper internet connectivity, browser compatibility, and/or a functioning computer system for use of Ocean State Procures™.

Vendor Registration Status in OSP and Potential Award If your vendor registration in OSP is in a “pending” status and your organization receives notice of tentative selection for a potential contract or purchase order award; you must log into your OSP account and complete your registration to include your W-9 upload and other requirements as defined in the award’s Tentative Letter of Selection. Your registration will then be reviewed by the state’s Supplier Coordinator to transition your registration from “pending” to “approved” status if all qualifications are met. Further instruction for an “approved” account can be found atOSP Quick

Start Guide (ri.gov)

Bid Clauses/Requirements

Affirmative Action https://webprocure.perfect.com/Login https://ridop.ri.gov/sites/g/files/xkgbur616/files/documents/vendor-self-registration-quick-start-guide.pdf https://ridop.ri.gov/sites/g/files/xkgbur616/files/documents/vendor-self-registration-quick-start-guide.pdf

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By submission of proposals in response to this solicitation vendors agree to comply with R. I.

General Laws § 28-5.1-10 which mandates that vendors/subcontractors doing business with the

State of Rhode Island exercise the same commitment to equal opportunity as prevails under

Federal contracts controlled by Federal Executive Orders 11246, 11625 and 11375.

Vendors are required to ensure that they, and any subcontractors awarded a subcontract under this solicitation, undertake or continue programs to ensure that minority group members, women, veterans, and persons with disabilities are afforded equal employment opportunities without discrimination on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, age, national origin, or disability.

Vendors and subcontractors who do more than $10,000 in government business in one year are prohibited from engaging in employment discrimination on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, age, national origin, or disability, and are required to submit an “Affirmative Action Policy Statement.”

Vendors with 50 or more employees and $50,000 or more in government contracts must prepare a written “Affirmative Action Plan” prior to issuance of a purchase order/contract.

a. For these purposes, equal opportunity shall apply in the areas of recruitment, employment, job assignment, promotion, upgrading, demotion, transfer, layoff, termination, and rates of pay or other forms of compensation.

b. Vendors further agree, where applicable, to complete the “Contract Compliance Report”

(http://odeo.ri.gov/documents/odeo-eeo-contract-compliance-report.pdf), as well as the “Certificate of Compliance” (http://odeo.ri.gov/documents/odeo-eeo-certificate-of-compliance.pdf), and submit both documents, along with their Affirmative Action Plan or an Affirmative Action Policy Statement, prior to issuance of a purchase order/contract.

For further information, contact the Rhode Island Equal Opportunity Office, at 222-3090 or via e-mail at ODEO.EOO@doa.ri.gov.

Award The State, at its sole discretion, reserves the right to make one or multiple awards for this solicitation and/or to reject any or all bids.

Awards Extending Past Fiscal Year End Awards extending beyond June 30th are subject to availability of funds. Continuation of the contract beyond the initial fiscal year will be at the discretion of the State.

Bid Opening http://odeo.ri.gov/documents/odeo-eeo-contract-compliance-report.pdf http://odeo.ri.gov/documents/odeo-eeo-certificate-of-compliance.pdf mailto:ODEO.EOO@doa.ri.gov

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Notice to Bidders: Please be advised that the bid results relative to the within solicitation are preliminary. All bid submissions shall be evaluated by the Division of Purchases and the Agency to determine whether they are responsive to the solicitation and whether the vendor is responsible in accordance with the “State Purchases Act”, R. I. Gen. Laws § 37-2-1, et seq. and the Procurement

Regulations.

Minority Business Enterprise Participation In accordance with RI Gen. Law § 37-14.1-1, it is the policy of the State of Rhode Island to support the fullest possible participation of firms owned and controlled by minorities (MBEs) and women

(WBEs). Pursuant to §§ 37-14.1-2 and 37-14.1-6, MBEs and WBEs shall be included in all state purchasing, including, but not limited to, the procurement of goods, services, construction projects, or contracts funded in whole or in part with state funds, or funds which, in accordance with a federal grant or otherwise, the state expends or administers. MBEs and WBEs shall be awarded a minimum of ten percent (10%) of the dollar value of the entire procurement or project. Vendors should be aware that each time an award is issued off this Master Price Agreement, an MBE

Utilization Plan shall be submitted to the Office of Diversity, Equity and Opportunity for review and approval. Please note that MBE participation credit shall only be granted for firms duly certified as

MBEs and WBEs by the State of Rhode Island, Department of Administration, Division of Equity, Diversity, and Inclusion, MBE Compliance Office (MBECO). The current directory of firms certified as MBEs or WBEs may be accessed at http://odeo.ri.gov/offices/mbeco/mbe-wbe.php or by contacting Elvys Ruiz at the MBECO at 401-574-8253 or via email at elvys.ruiz@doa.ri.gov.

Purchase Agreement Bid A. Bidding (a) A single price shall be quoted for each item for which a price is solicited. The vendor’s quoted price shall be the maximum in effect during the agreement period. Any price decline at the manufacturer's level shall be reflected in a reduction of the agreement price to the

State. (b) Quantities stated in this solicitation, if any, are estimated only. The agreement shall cover the actual quantities ordered during the contract term. Deliveries will be billed at the single, firm, awarded unit price quoted regardless of the quantities ordered. (c) Bid price is net F.O.B.

destination and shall include inside delivery at no extra cost. (d) Bids for single items and/or a small percentage of total items listed, may, at the State's sole option, be rejected as being non-responsive to the intent of this solicitation.

B. Ordering (a) The user agency(s) will submit individual orders for the various items and various quantities as may be required during the agreement period. (b) Exception - Regardless of any agreement resulting from this solicitation, the State reserves the right to solicit prices separately for any extra-large orders for delivery to specific destinations.

http://odeo.ri.gov/offices/mbeco/mbe-wbe.php mailto:elvys.ruiz@doa.ri.gov

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This bid has no questions defined.

This bid does not have any documents.

General Requirements Acknowledgement

Acknowledge you have read all the requirements by selecting yes/no Vendor Solicitation Contact Company Street Address City, State & Zip Code Contact Email phone (include extension)

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Item Specifications

12/1/2022 - 11/30/2023

No. Item Alternative Supplier Part No Mfr.

Name

Mfr. No Del

Date

Unit Unit Bid Qty. Total

1 Folding Chair, Plastic

Samsonite #2200 each 1.00

Item Specification for Folding Chair, Plastic Samsonite #2200

Description: Cost per Chair, Folding, Plastic Samsonite #2200 color Black - no substitutions

Manufacturer Name: Samsonite Manufacturer Part Number: #2200

Allow Vendor to Enter Negative Value : No

Exclude Line Item from Bid Total : No

2 Table each 1.00

Item Specification for Table

Description: Cost per Table - 6' Rectangle

Allow Vendor to Enter Negative Value : No

Exclude Line Item from Bid Total : No

3 Table each 1.00

Description: Cost per Table - 8' Rectangle

4 Table each 1.00

Description: Cost per Table - 60" Round

5 Table each 1.00

Description: Cost per Table - 36' Round Seating Height

6 Table each 1.00

Description: Cost per Table - 36' Round Standing Height

7 Table each 1.00

Description: Cost per Table - 73" round

8 Table each 1.00

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12/1/2022 - 11/30/2023

No. Item Alternative Supplier Part No Mfr.

Name

Mfr. No Del

Date

Unit Unit Bid Qty. Total

Description: 12/1/2023 - 11/30/2025 Delivery charge.

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12/1/2023 - 11/30/2024

No. Item Alternative Supplier Part No Mfr.

Name

Mfr. No Del

Date

Unit Unit Bid Qty. Total

1 Folding Chair, Plastic

Samsonite #2200 each 1.00

Item Specification for Folding Chair, Plastic Samsonite #2200

Description: 112/1/2022 - 11/30/2023 Cost per Chair, Folding, Plastic Samsonite #2200 color Black - no substitutions

Manufacturer Name: Samsonite Manufacturer Part Number: #2200

Allow Vendor to Enter Negative Value : No

Exclude Line Item from Bid Total : No

2 Table each 1.00

Description: Cost Per Table - 6' Rectangle

3 Table each 1.00

Description: Cost per Table - 8' Rectangle

4 Table each 1.00

Description: Cost Per Table - 60" Round Seating Height

5 Table each 1.00

Description: Cost Per Table - 36" Round Seating Height

6 Table each 1.00

Description: Cost Per Table 36' round standing height

7 Table each 1.00

Description: Cost Per Ttable 72 Round

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12/1/2024 - 11/30/2025

No. Item Alternative Supplier Part No Mfr.

Name

Mfr. No Del

Date

Unit Unit Bid Qty. Total

1 Folding Chair, Plastic

Samsonite #2200 each 1.00

Item Specification for Folding Chair, Plastic Samsonite #2200

Description: Cost Per Chair, Folding, Plastic Samsonite #2200 Color Black

Manufacturer Name: Samsonite Manufacturer Part Number: #2200

Allow Vendor to Enter Negative Value : No

Exclude Line Item from Bid Total : No

2 Table each 1.00

Description: Cost Per Table - 6" Rectangle

3 Table each 1.00

Description: Cost Per Table - 8' Rectangle

4 Table each 1.00

Description: Cost Per Table - 60" Round

5 Table each 1.00

Description: Cost Per Table - 36" Round Seating Height

6 Table each 1.00

Description: Cost Per Table - 36" Round Standing Height

7 Table each 1.00

Description: Cost Per Table - 72" Round

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