RFQ26006077 Scope of Work.pdf

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RFQ26006077 MEMORIAL BENCHES AND COMMEMORATIVE PLAQUES –

AGENCY SOLICITATION SPECIFICATIONS

SECTION A. BACKGROUND

The Department of Environmental Management’s Division of Parks and Recreation has previously offered a Memorial Bench Donation Program for park patrons to donate park benches with plaques to honor loved ones. Such program has been discontinued, and replaced with a Memorial Tree Donation Program, but existing bench contracts are being honored, and a Vendor is needed to ensure that there is an option for updated and safe benches.

In addition to the above replacement benches, the Division may, at any time, require or request benches at any one of its locations, either through a new program, or at the Division’s request and discretion.

DEM is soliciting a Vendor with a minimum of five years of experience to supply the above benches, as further outlined below.

Currently, the DEM Division of Parks and Recreation has approximately 100 benches across RI state parks, with an estimated 10 benches that will need to be replaced within the next year, subsequent years may be less. The average lifespan of the previously used metal benches is ten (10) years before needing to be replaced.

For the safety and aesthetics of these parks, DEM wishes to partner with a highly qualified Vendor who will be able to provide park benches made of recycled plastic and recycled rubber, or any other approved recycled materials.

SECTION B: SCOPE OF WORK AND REQUIREMENTS

Bench Requirements

All benches will include backrests, and the awarded Vendor should be able to provide several options for armrest placement including bench options without armrests. Vendor must also be able to supply two types of benches; fully recycled plastic and partially recycled plastic, as further outlined below.

Bench type 1, Fully recycled plastic:

• Benches must be made fully from recycled plastic, recycled rubber, recycled materials, with the only exceptions being any required screws, nuts, bolts, nails, fixtures or fasteners.

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Bench type 2, Partially recycled plastic:

• Benches must be made primarily from recycled plastic, recycled rubber, recycled materials.

• Metal or other non-recycled materials will be allowed only for the bench legs, armrests, and/or required screws, nuts, bolts, nails, fixtures.

Both bench types must follow the below specifications regarding dimensions and colors:

• Dimensions-o Bench Length: 71” Bench Length, o Bench Width: 24 3/16” o Bench Height from base to the top of the seat: 17 9/16” o Bench Height from top of seat to top of bench back: 15 15/16” o Total Height = 2’ 9 ½"

• Colors-o Seat slats to be walnut recycled plastic (see Exhibit C) or similar as agreed upon by DEM.

o Black base posts to be carbon steel, coated with zinc rich epoxy and finished with a black polyester powder coating or recycled rubber alternative, as approved by DEM

See bench examples in Exhibits A and B.

DEM may also opt to purchase wood, metal, or other bench styles and/or colors during the life of this contract, and Vendor will have the option to supply such benches as well, at competitive and mutually agreed upon pricing.

The Vendor will provide competitive warranties for a minimum of ten years against any structural failure of recycled plastic benches, including, but not limited to degradation, warping, splitting, cracks, or splinters, and an additional one-year warranty for the remaining goods and services provided under this contract.

Commemorative Plaques

Vendor will also be responsible to provide the option for a mounted plaque on the benches. DEM anticipates that the majority of benches will need to include this option.

Commemorative plaques for the benches can be subcontracted by the Vendor, but installation of the plaque must be provided by the bench Vendor and included in the cost.

In addition to the above-mentioned plaques, DEM may opt to order engraved benches during the life of this contract, and Vendor will have the option to supply such benches as well, at competitive pricing.

Mounted plaques must be 2”x10,” and must remain consistent in overall appearance across all benches. Plaques will be made out of metal or cast iron. Engravings in plaques will be limited to “In Memory of [name]” or “In Honor of [name]” and must be approved in writing by DEM.

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Replacement of plaques or repairs on plaques may also be requested of the Vendor within this contract.

Delivery

Vendor will be responsible to deliver all purchased benches to their specified locations within the State properties, within ninety (90) days of order completion date, and as coordinated with the designated DEM staff. The Vendor must notify DEM if any orders will exceed this timeframe with justification for the delay.

Benches must be fully assembled and include mounted plaques (if applicable), at time of delivery.

Installation

No installation services or fees will be included in this contract.

Payment

DEM will notify the Vendor in writing in any instance that a patron has been approved to have a park bench installed or replaced on one of DEM’s properties. The Vendor should not make any arrangements or place any orders for any benches until they receive confirmation from DEM. If a patron contacts the Vendor without this confirmation, the Vendor must redirect the patron to DEM for approval. When a patron has received approval from DEM and places their order with the Vendor for a bench, the patron must pay the Vendor directly for the bench in full before any bench can be delivered. All correspondence with patron regarding the purchase of a bench must be in writing and with DEM copied in all correspondence. DEM will then approve the delivery of the bench once the Vendor confirms that the patron has paid in full.

In the instance that DEM is purchasing benches, DEM will provide a P.O. to the Vendor to place the order but will not pay for any portion of the service until the bench is completed and delivered. DEM will pay in full upon delivery.

Renewal Pricing

Prices will be set to the rates outlined in the Cost Proposal (attached) for the first three years of the contract, but, if applicable, can be negotiated for increases upon the renewal periods of the contract. Any price adjustments shall be mutually agreed upon by DEM and the Vendor. Price increases will not exceed a reasonable amount and will be supported by written documentation exhibiting the cost of goods, supplies, or services increase, prompting said requested increase.

DEM reserves the right to terminate the contract without further obligation in the event that requested increases are deemed unacceptable or excessive.

Cost proposal

Attached separately.

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Exhibit A- Partially Recycled Materials Bench Example

Image #1

*Image #1 depicts the bench style & coloring currently being utilized by DEM

Image #2

*Image #2 depicts the specific leg support posts: must have three (or more) legs and six (or more) points of attachment.

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Exhibit B- Fully Recycled Materials Bench Example

Exhibit C- Color Specifications

*Below selection outlines the previously designated color for these benches. DEM will work with the selected vendor to adhere to an acceptable alternative.

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