SOW.pdf

NYS OPWDD

ITO Furniture Procurement RFQ and Specifications

Version: 2.8

Effective Date: 5-27-26

NYS OPWDD ITO Furniture

6/29/2026 Page 2

Background:

The company-wide standards for furniture installation outlined in this document, are designed to bring all NYS Office for People with Developmental Disabilities (OPWDD) facilities into compliance with industry-wide standards and are based on the latest fit and finishes, along with safety and comfort.

Revision History Version Date Description of Revisions

1.0 06/15/26 Draft Release

NYS OPWDD ITO Furniture

6/29/2026 Page 3

Table of Contents

Background:

Revision History

1.1 Summary

1.2 Schedule of Events

1.3 Bid Response

1.4 Scope of Work

1.5 Payment Terms

1.6 Use of the Site

1.7 Project Managers

1.8 Warranty

1.9 Delivery, Storage and Handling

2 Products

2.1 Equivalent Products

3 Execution

3.1 Pre-installation Site Survey

3.2 Handling and Protection of Equipment and Material

3.3 Cleaning

NYS OPWDD ITO Furniture

6/29/2026 Page 4

General

1.1 Summary

The NYS Office for People with Developmental Disabilities (hereinafter referred to as “OPWDD”) intends to acquire a complete furniture procurement, delivery and installation for our Intensive Treatment Option (ITO) for its facility located at 620 Westfall Road, Rochester, NY 14620 OPWDD requests proposals for the installation and delivery based on the construction schedule.

All vendors submitting quotes must be a manufacturer or distributor listed on the New York State Office of General Services Contract Award 23295, Furniture, All Types - Except Hospital Room and Patient Handling (OGS Contract).

All items quoted must be included on and priced in accordance with the manufacturer's not to exceed rates in the OGS contract, unless otherwise indicated in this document.

1.2 Schedule of Events

The following is the required schedule of events for this project. The schedule may change depending on the results of the responses and a final schedule will be established prior to contracting with the successful Vendor.

Event Date Time Release of RFQ to Bidders 6/22/26

Bidders Conference and Site Survey 7/14/26 10:00 AM

Questions due from Bidders 7/16/26

Questions and answers provided to Bidders 7/20/26

Response due from Bidders 7/22/26 8:00 PM

Evaluation of Responses 8/8/26

Contract Award 8/15/26

Planned Installation Start 11/16/26

Planned Installation complete 12/28/26

Final Punch List 1/5/27

1.3 Bid Response

1.3.1 Bidders Conference and Site Survey

A Bidders conference will be held on 7/14/26, representation will be required to bid on this job.

NYS OPWDD ITO Furniture

6/29/2026 Page 5

1.3.2 Questions

Questions regarding this RFQ, Bidders’ Conference or Site Survey must be submitted in writing or email to OPWDD not later than Close of Business 7/16/26 or the question/s will be considered null and void. Responses to all questions received in proper time frames will be made in writing and distributed to all Vendors in attendance.

Please refer questions regarding this RFQ, Bidders Conference or Site Survey to Franchesca Sagen at the following postal address or email address:

NYS Office for People with Developmental Disabilities Attn: Franchesca Sagen 620 Westfall Rd Rochester, NY 14620 Franchesca.R.Sagen@opwdd.ny.gov

1.3.3 Response Submission

Responses to this RFQ must be submitted by either USPS, express delivery, email or personally on or before Close of Business 7/22/26, to:

NYS Office for People with Developmental Disabilities Attn: Franchesca Sagen 620 Westfall Rad Rochester, NY 14620 Franchesca.R.Sagen@opwdd.ny.gov

It is the sole responsibility of the respondents to ensure that their responses arrive in a timely manner. OPWDD reserves the right to reject all late arrivals.

1.3.4 Installation Intervals

Upon award, work shall commence based on the schedule below +/- 30 days based on construction timeline

Based on Temporary Authorization to Occupy issuance, per current construction schedule:

Wings 217 & 223 November 16th - furniture install (3) weeks Wings 208 & 201 December 14th - furniture install (2) weeks

1.3.5 Proposal Binding Period

Prices quoted in The Vendor’s response for all labor and materials will remain in effect for a period of at least ninety (90) business days from the issuance date of The Vendor’s response.

mailto:Franchesca.R.Sagen@opwdd.ny.gov mailto:Franchesca.R.Sagen@opwdd.ny.gov

NYS OPWDD ITO Furniture

6/29/2026 Page 6

1.4 Scope of Work

The issuing entity hereby solicits proposals from qualified vendors for the furnishing of the Westfall ITO facility (“Project”). The Project is a specialized treatment facility and should be designed, furnished, and equipped in full compliance with all applicable New York State standards and requirements.

Construction of the Project is currently scheduled for substantial completion in November 2026. In the event of a delay in construction, the selected vendor(s) shall be responsible for providing secure storage for up to 60 days, at no additional cost unless otherwise specified in the proposal, for any furniture that is manufactured and ready for installation prior to construction completion. Anything beyond 60 days, OPWDD is willing to pay a storage fee that should be noted in the proposal.

Our plan to install furniture is to take the substantial completion date minus the amount of time that it will take to install furniture. We will need a tight timeline from the selected vendor as to how long each installation of the project will take.

Typical Fabric will be Grade A-C

Typical Laminate Finish will be Grade L1-L2

Proposals should be completed as three (3) separate bids separated as stated in section 2, each bid will be awarded and evaluated separately.

1. Living Quarters Package – Furnishings meeting safety standards, consisting primarily of molded, waterproof, weighted, or fixed furniture suitable for a specialty treatment environment. For Bedroom Installation of furniture (anything that will be bolted to a wall or floor) will be prevailing wage. The request is that the beds have security type sealant ran after installation anywhere the bed touches the walls or floor. This would need to be completed by a DOL registered vendor to bid on this portion of the package.

2.Office Space Requirements Package – Furnishings for administrative and office areas, for which vendors may propose and specify furniture from any manufacturer, subject to approval. Office furniture should include a limited lifetime warranty, lifetime on structured furniture 10-15 years or more on moving components. All seating should include a weight capacity of up-to 300 lbs., adjustable seat depth, adjustable lumbar support, synchro-tilt mechanism, adjustable arms and lifetime warranty on frame. All furnishing should avoid lightweight imported systems that cannot be expanded or repaired. Acceptable offerings include but not limited to: HON, Steelcase, Teknion, Haworth, Steelcase, or equal quality. ANSI/BIFMA certification.

3. Misc Furniture Package – waiting room furniture, break room furniture, cubbies, etc. Vendors may propose and specify furniture from any manufacturer, subject to approval. All seating will be required to hold at least 300 lbs., CAL117 compliant foam, Greenguard Gold Certification, and ANSI/BIFMA tested.

All furniture proposed under this RFP must be available through and purchased under a valid New York State Contract.

NYS OPWDD ITO Furniture

6/29/2026 Page 7

Work Included The work included under this specification consists of furnishing all labor, equipment, materials, and supplies and performing all operations necessary to complete the installation of this furniture project.

The work shall include, but not be limited to the following:

• Furnish and install a complete FF&E package based on furniture specifications

• Must include a complete turnkey solution Including, inside delivery in accordance with section 2.2.1 of the OGS Contract and assembly in accordance with section 2.2.2 of the OGS contract.

• Bedroom furniture must be bolted to walls, and quoted as prevailing wage installation o In addition to the Installation requirements indicated in Section 2.2.2, OPWDD is also requesting that all bed furniture be bolted to the floors and nightstands and wardrobes be fastened to the walls.

This requirement is not part of the OGS contract and prevailing wages will be required in accordance with Article 8 of NYS Labor Laws. OPWDD is requesting that vendors clearly indicate any costs associated with bolting down the furniture as a separate line on their quote.

• Living room and common room furniture must be lagged together, but bolting to the floor isn’t necessary.

• Office furnishings must be set in place.

• All cardboard/wrapping etc. must be disposed of by the furniture dealer

• Provide documentation. (Testing documentation and As-built drawings)

Responsibilities

1.4.1 OPWDD Responsibilities

OPWDD will provide final floor plans, logical and physical layout drawings (if applicable) to the successful bidding vendor before the work commences. The floor plans will identify the location of where the furniture will be installed.

1.4.2 Vendor Responsibilities

The Vendor will provide a cost quote. The cost quote will itemize the cost of installation based on the contract unit pricing and The Vendor will enter a “best and final” quote on the form, which is equal to or less than the unit pricing total.

1.5 Payment Terms

Final payment will be approved when all payment conditions are met.

1.5.1 Payment Schedule

TBD

NYS OPWDD ITO Furniture

6/29/2026 Page 8

1.6 Use of the Site

All work must be completed within the time of 7:00 AM – 5:00 PM

This project will be in parallel with ongoing construction completion and TAO being issued.

1.7 Project Managers

OPWDD expects a foreman/project manager on the job or single point of contact from the vendor awarded.

The OPWDD building superintendent is Jeremy Bovenzi 585 445-4192 and will be the contact person for building construction related issues and questions.

The OPWDD on-site project coordinator is Jenae Wescott 585-943-1658 and will be the contact person for issues such as access to work areas, sign-in procedures, daily start/finish times, key deposits and local work rules.

1.8 Warranty

Vendor shall provide a complete warranty guide for all installed furniture

1.9 Delivery, Storage and Handling

Furniture will be delivered in 2 separate deliveries as outlined on the plan included.

It will be decided at the site visit where the furniture will be delivered. (2 options, inside ITO Fence or at Loading Dock)

Protect equipment during transit, storage, and handling to prevent damage, theft, soiling, and misalignment. Coordinate with OPWDD for secure storage of equipment and materials. Do not store equipment where conditions fall outside manufacturer's recommendations for environmental conditions. Do not install damaged equipment; remove from site and replace damaged equipment with new equipment.

OPWDD to not be charged storage until after 60 days of timeline shift.

2 Products

2.1 Equivalent Products : For any items where a specific furniture make and model is indicated, vendors may propose an equivalent. OPWDD retains sole discretion in determining whether a proposed alternative meets the required equivalency standards.

Package 1. Living Quarters Requirements Location/Equipment QTY Specs Bedrooms

Bed Frames 39 plastic moulded, solid base, wood finish, safety/durability, floor mounted, pick- proof caulked to wall at headboard and side (norix prodigy or equal quality)

NYS OPWDD ITO Furniture

6/29/2026 Page 9

Nightstand 39 plastic moulded, matching wood finish, floor anchored (norix prodigy or equal quality)

Dressers 39 plastic moulded, matching wood finish, open chests, wall mounted (norix prodigy or equal quality)

Living Room commercial grade material, rounded corners, tamper resistant, ergonomic, mix of wedges and chairs, ganged, unbolted (norix hondo nuevo or equal quality)

Living Room Wedges 18 Single seat plastic moulded lounge chair (norix hondo nuevo bench wedge or equal quality)

Bench Seating 3 weighted plastic moulded bench that can be used as footrest or seat (norix ripple bench or equal quality)

Lounge Chair 12 Matching moulded lounge chair w/cushion (norix ripple lounger or equal quality)

Sectional Sofa 3 Left L-sofa, Right L-sofa, matching wedges/armless (norix forma or equal quality)

Common Area Tables 18 Circular wood finish weighted side tables (norix table or equal quality)

Dining Room

Tables 12 x-base style, block or moulded or multipurpose ada, square top (norix x-base table or equal quality)

Tables 4 Ada compliant table (norix multipurpose table or equal quality)

Chairs 64 Plastic moulded dining chair (norix pax armless or equal value)

Program Space

Recliners 20 Waterproof/waiting room recliners - Norix ripple or equal quality

Package 2. Office Space Requirements Location/Equipment QTY Specs

NYS OPWDD ITO Furniture

6/29/2026 Page 10

Nurses Office 201-23, 208-23, 217-23

Workstation 3 60" laminate sit/stand desk with file/file and overhead storage

Task Chair 12 Ergonomic Chair with mesh back and adjustable arms

TTL Office 236, 210

Desk 2 Sit/Stand Desk laminate, (2) lateral file with bookshelves

Task Chair 2 Ergonomic Chair with mesh back and adjustable arms

Guest Chair 2 Guest chair, with arms

Round Side Table (30" -36") 2 Laminate On casters

Community Office 201-29, 217-29, 224 Desk 9 48" x 24" Sit/Stand Desk

Box, Box File 9 laminate, on casters, cushion on top or storage compartment attached to sit/stand desk

Task Chair 9 Ergonomic Chair with mesh back and adjustable

DA3 Office 217-28 Desk 1 48" x 30" sit/stand desk Box, Box File 3 laminate, on casters, cushion on top

Task Chair 1 Ergonomic Chair with mesh back and adjustable

Guest Chair 1 Guest Chair, with arms

Admin. Assist Office 225 Desk 1 Sit/Stand Desk with storage return

Task Chair 1 Ergonomic Chair with mesh back and adjustable

Psychology Offices 239, 238, 237, 204

Desk 4 Sit/Stand Desk laminate, (2) lateral file with bookshelves

Task Chair 4 Ergonomic Chair with mesh back and adjustable arms

Guest Chair 4 Guest chair, with arms Round Side Table (30" -36") 4 Laminate On casters

NYS OPWDD ITO Furniture

6/29/2026 Page 11

Hab Spec Office 223-20, 223-19 Desk 4 48" x 24" Sit/Stand Desk

Box, Box File 4 laminate, on casters, cushion on top or storage compartment attached to sit/stand desk

Task Chair 4 Ergonomic Chair with mesh back and adjustable

RN Room 223-29 Sit/Stand Workstation 4 panels, workstations and chair

Task Chair 4 Ergonomic Chair with mesh back and adjustable

RT Office 223-18/223-17 Desk 3 48" x 24" Sit/Stand Desk

Task Chair 3 Ergonomic Chair with mesh back and adjustable

Bookcase 1 to match the table laminate

Recreation Office 223-13 Box, Box File 1 laminate on casters with cushion on top

Ergonomic Chair 1 Ergonomic Chair with mesh back and adjustable arms

Desk 1 Sit/Stand Desk laminate, (2) lateral file with bookshelves

Med Drop in 203 Desk 2 48" x 24" Sit/Stand Desk

Box, Box File 2 laminate, on casters, cushion on top or storage compartment attached to sit/stand desk

Task Chair 2 Ergonomic Chair with mesh back and adjustable

SWA2 Office 235

Ergonomic Chair 2 Ergonomic Chair with mesh back and adjustable

NYS OPWDD ITO Furniture

6/29/2026 Page 12

Desk 2 48" x 24" Sit/Stand Desk

Round Side Table (30" -36") 1 Laminate On casters

Physician Assistant 223-31

Desk 1 Sit/Stand Desk, (2) lateral file file with bookshelves

Guest Chair 1 Guest chair, with arms

Task Chair 1 Ergonomic Chair with mesh back and adjustable

Common Office 224 Desk 3 48" x 24" Sit/Stand Desk

Box, Box File 3 laminate, on casters, cushion on top or storage compartment attached to sit/stand desk

Task Chair 3 Ergonomic Chair with mesh back and adjustable

Package 3. Misc Furniture Requirements Location/Equipment QTY Specs Staff Breakroom

3 round tables to fit in booth

3 2-sided booth to fit in corner of staff breakroom

3 Dining room chairs to put on open side of booth

3 15 small locker units

Program Space

Training Tables 22 nesting tables on lockable casters

Program Chairs 44 Waterproof classroom style chairs

Nurses Office Patient Chair 3 Vinyl Medical Grade Exam Chair

Quiet Room

Relaxation Seat 3 block style base lounge chairs with padding (Blockhouse oasis lounger

NYS OPWDD ITO Furniture

6/29/2026 Page 13 or equal quality)

Conference Room 216, 218 Chairs 16 Waterproof classroom style chairs Tables 8 nesting tables on lockable casters

3 Execution

3.1 Pre-installation Site Survey

Prior to start of systems installation, meet at the project site with OPWDD's representative and representatives of trades performing related work to coordinate efforts. Review areas of potential interference and resolve conflicts before proceeding with the work. Facilitation with the General Contractor will be necessary to plan the crucial scheduled completions.

3.2 Handling and Protection of Equipment and Material

Be responsible for safekeeping of your own and your subcontractors' property, such as equipment and materials, on the job site. OPWDD assumes no responsibility for protection of above named property against fire, theft, and environmental conditions.

3.3 Cleaning

Cleaning shall be performed to the satisfaction of OPWDD's Representative.

Unless otherwise indicated, clean shall mean free of dust, dirt, mud, debris, oil, grease, residues, and contamination. Acceptability shall be determined by sight, touch, and wiping with a clean, soft cloth and suitable cleaning agent.