NYS OPWDD

ITO Blind Procurement RFQ and Specifications

Version: 2.8

Effective Date: 8/31/26

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Background:

The company-wide standards for blind 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

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Table of Contents

1 Schedule of Events

2 Bid Response

3 Questions

4 Installation Intervals

5 Proposal Binding Period

6 Scope of Work

7 Window Shade Requirements

8 Fabric Requirements

9 Privacy and Light Control

10 Operating Mechanism

11 Mounting

12 Installation Requirements

13 Product Submittals

14 Field Measurements

15 Quantity and Location

16 Work Included

17 Responsibilities

18 Payment Terms

19 Use of the Site

20 Project Managers

21 Warranty

22 Delivery, Storage and Handling

23 Storage

24 Equivalent Products

25 Execution

26 Installation Quality

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27 Final Inspection and Punch List

28 Documentation

29 Proposal Requirements

30 OPWDD Right of Approval

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NYS OFFICE FOR PEOPLE WITH DEVELOPMENTAL DISABILITIES

Summary

The NYS Office for People with Developmental Disabilities (hereinafter referred to as “OPWDD”) intends to acquire complete window blind/window shade procurement, field measurement, delivery and installation services for staff offices within the Intensive Treatment Option (ITO) facility located at:

620 Westfall Road Rochester, NY 14620

OPWDD requests proposals for the furnishing, delivery, field measurement, installation, and completion of window blinds/shades throughout the designated staff offices in accordance with the construction schedule.

The preferred window treatment for this Project is a commercial-grade roller shade utilizing SheerWeave fabric, or an equal-quality product.

The intent of this project is to provide a consistent, professional, durable window treatment throughout the ITO staff office areas while providing appropriate glare reduction, UV protection, privacy, and light control.

All proposed products shall be commercial/institutional grade and suitable for daily office use.

Schedule of Events

Event Date

Release of RFQ to Bidders

Bidders Conference and Site Survey

Questions Due from Bidders

Questions and Answers Provided to Bidders

Response Due from Bidders

Evaluation of Responses

Contract Award

Planned Installation Start

Planned Installation Complete

Final Punch List

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Bid Response Bidders Conference and Site Survey A mandatory Bidders Conference and Site Survey will be held on 29 Sep 2026. Representation at the Bidders Conference and Site Survey will be required in order to submit a bid.

The site survey shall include, at a minimum:

• Field verification of all window openings.

• Verification of window dimensions.

• Verification of mounting conditions.

• Verification of available mounting surfaces and clearances.

• Verification of window operation and hardware.

• Identification of required shade locations and quantities.

• Identification of any conditions that may affect installation.

• Identification of conflicts with construction, HVAC, electrical, furniture, or other building systems.

The successful vendor shall be responsible for verifying all field dimensions prior to ordering or fabricating materials.

OPWDD drawings may be provided for reference; however, field measurements shall govern final product dimensions.

Questions Questions regarding this RFQ, Bidders Conference or Site Survey must be submitted in writing or by email to OPWDD no later than Close of Business 01 Oct 2026.

Please refer questions regarding this RFQ, Bidders Conference or Site Survey to:

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

Response Submission Responses to this RFQ must be submitted by USPS, express delivery, email, or personally on or before Close of Business 07 Oct 2026, to:

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

It is the sole responsibility of the respondent to ensure that its response arrives in a timely manner. OPWDD reserves the right to reject late responses.

mailto:Franchesca.r.sagen@opwdd.ny.gov mailto:Franchesca.r.sagen@opwdd.ny.gov

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

Proposal Binding Period Prices quoted in the Vendor's response for all labor, materials, equipment, delivery, installation, and associated services shall remain in effect for a period of at least ninety (90) business days from the issuance date of the Vendor's response.

Scope of Work The issuing entity hereby solicits proposals from qualified vendors for the furnishing, field measurement, delivery, installation, and completion of roller window shades for designated staff offices within the Westfall ITO facility.

The preferred product is a commercial-grade roller shade utilizing SheerWeave fabric or equal quality.

The intent is to provide a consistent and professional window treatment throughout the ITO staff office areas while providing:

• Glare reduction.

• UV protection.

• Appropriate privacy.

• Natural light control.

• A professional appearance.

• Durability for daily office use.

• Ease of cleaning and maintenance.

The successful vendor shall provide a complete turnkey solution including:

• Field measurement of all window openings.

• Product selection and submittals.

• Product procurement.

• Delivery.

• Unloading and inside delivery.

• Installation.

• Mounting hardware.

• All required brackets, fasteners, and accessories.

• Coordination with the General Contractor.

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• Protection of installed products.

• Removal of packaging and debris.

• Final cleaning.

• Testing and adjustment.

• Final inspection.

• Correction of deficiencies.

• Warranty documentation.

• As-built documentation.

Window Shade Requirements

• General Product Requirements

Window shades shall be:

• Commercial/institutional grade.

• Roller shade construction.

• Preferably SheerWeave fabric or equal quality.

• Suitable for staff office environments.

• Durable and designed for daily commercial use.

• Easily cleanable.

• Resistant to routine office cleaning.

• UV resistant.

• Designed to provide glare reduction and light control.

• Appropriate for long-term use.

• Coordinated to provide a consistent appearance throughout the ITO staff offices.

All proposed products shall be submitted to OPWDD for approval prior to ordering.

Fabric Requirements The preferred fabric shall be SheerWeave or equal commercial-grade solar screen fabric.

The proposed fabric should provide an appropriate balance of:

• Natural light transmission.

• Glare reduction.

• UV protection.

• Privacy.

• Visibility where appropriate.

• Cleanability.

• Durability.

A 3% to 5% openness factor is preferred for typical staff offices, unless site conditions indicate that another openness factor is more appropriate.

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Vendor shall provide fabric samples for OPWDD selection.

The Vendor shall identify:

• Manufacturer.

• Product line.

• Fabric type.

• Openness factor.

• Color.

• Light transmission.

• UV protection.

• Cleaning requirements.

• Warranty.

• Fire/smoke performance.

• Applicable testing and certifications.

OPWDD reserves the right to select the final fabric color and openness factor from the approved product line.

Privacy and Light Control Window shades shall provide appropriate privacy and light control for staff offices.

The preferred roller shade fabric is a solar screen fabric that allows natural light while reducing glare and UV exposure.

Blackout or room-darkening shades are not required unless specifically identified by OPWDD.

The Vendor shall identify any office locations where a different fabric or openness factor is recommended based on window orientation, privacy requirements, or other site conditions.

Any recommended alternate shall be submitted to OPWDD for approval prior to ordering.

Operating Mechanism Manual roller shades are acceptable for staff offices.

The Vendor shall identify the proposed operating mechanism in its proposal.

Operating mechanisms shall be:

• Commercial grade.

• Durable.

• Easy to operate.

• Manufacturer-approved for the proposed shade.

• Appropriate for the size and weight of the shade.

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Mounting The Vendor shall determine the appropriate mounting method based on field conditions.

Mounting may include:

• Inside mount.

• Outside mount.

• Ceiling mount.

• Wall mount.

• Other manufacturer-approved mounting configuration.

Inside mount is preferred where conditions permit.

All mounting systems shall be manufacturer-approved for the proposed shade and substrate.

The Vendor shall provide appropriate fasteners for each mounting condition.

Adhesive-only mounting systems shall not be permitted unless specifically approved by OPWDD.

Installation Requirements

The successful vendor shall:

• Verify all field dimensions prior to fabrication.

• Verify all mounting conditions.

• Provide all required installation hardware.

• Install shades square, level, plumb, and securely.

• Ensure shades operate properly without binding.

• Ensure shades do not interfere with window operation.

• Ensure shades do not interfere with HVAC, electrical, furniture, or other building systems.

• Coordinate installation with the General Contractor.

• Protect walls, windows, frames, floors, and finished surfaces during installation.

• Repair or report any damage caused during installation.

• Remove all packaging and installation debris from the site.

• Clean installed shades and surrounding areas as necessary.

• Adjust all shades following installation.

• Provide final inspection and punch-list correction.

Any damage to window frames, walls, ceilings, finishes, or other building components resulting from the Vendor's work shall be repaired by the Vendor at no additional cost to OPWDD.

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Product Submittals Prior to ordering materials, the successful Vendor shall provide product submittals for OPWDD review and approval.

Submittals shall include:

• Manufacturer.

• Product name/model.

• Product cut sheets.

• Fabric specifications.

• Fabric samples.

• Color samples.

• Openness factor.

• Operating mechanism.

• Mounting details.

• Hardware details.

• Dimensions.

• Fire/smoke testing documentation.

• Applicable certifications.

• Warranty information.

• Cleaning and maintenance requirements.

• Installation instructions.

• Available test reports or certifications.

No product shall be ordered or fabricated until required submittals have been reviewed and approved by OPWDD.

Field Measurements The successful Vendor shall perform final field measurements after award and prior to fabrication.

Field measurements shall be coordinated with the General Contractor and OPWDD.

The Vendor shall be responsible for confirming:

• Width.

• Height.

• Depth.

• Window frame condition.

• Mounting surface.

• Window operation.

• Obstructions.

• Finished wall conditions.

• Required clearances.

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The Vendor shall not rely solely upon architectural drawings for final product dimensions.

Any shade manufactured incorrectly due to failure to properly field measure shall be replaced by the Vendor at no additional cost to OPWDD.

Quantity and Location

OPWDD will provide the successful Vendor with final floor plans and window information identifying the required staff office locations.

The final quantity of shades shall be verified through the required site survey and field measurement.

The Vendor's proposal shall include a detailed shade schedule identifying:

Location Window/Opening Quantity Width Height Shade Type Fabric Operating Mechanism Any discrepancies between drawings, schedules, and field conditions shall be identified to OPWDD prior to fabrication.

Work Included The work included under this specification consists of furnishing all labor, equipment, materials, tools, supplies, supervision, delivery, and other operations necessary to complete the window shade project.

The work shall include, but not be limited to:

• Furnish and install complete window shade package.

• Field measurement.

• Product submittals.

• Fabric and color samples.

• Procurement.

• Delivery.

• Inside delivery.

• Unloading and handling.

• Installation.

• All mounting hardware.

• All fasteners.

• Coordination with General Contractor.

• Protection of materials.

• Protection of building finishes.

• Removal of packaging.

• Removal of construction debris generated by the Vendor.

• Final cleaning.

• Testing and adjustment.

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• Punch-list correction.

• Warranty documentation.

• Product maintenance documentation.

• As-built documentation.

Responsibilities

OPWDD Responsibilities

OPWDD will provide final floor plans and window information to the successful Vendor before work commences.

OPWDD will provide reasonable access to areas scheduled for field measurement and installation.

OPWDD will review and approve product submittals, colors, fabrics, and other selections.

Vendor Responsibilities

The Vendor shall provide:

• Complete cost proposal.

• Field measurements.

• Product submittals.

• Fabric samples.

• Installation schedule.

• Qualified installation personnel.

• Project manager/foreman.

• All labor and equipment.

• All required mounting hardware.

• Delivery and inside delivery.

• Installation.

• Removal of packaging and debris.

• Warranty documentation.

• As-built information.

The Vendor shall notify OPWDD immediately of any condition that may affect cost, schedule, or installation.

Payment Terms Final payment will be approved when all payment conditions have been met, including:

• Complete installation.

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• Successful operation of all shades.

• Completion of punch-list items.

• Removal of all debris.

• Submission of warranty documentation.

• Submission of product documentation.

• Submission of as-built information.

• OPWDD acceptance of the completed installation.

• Payment Schedule

Use of the Site All work must be completed between the hours of:

7:00 AM – 5:00 PM

The Project will occur in parallel with ongoing construction completion and Temporary Authorization to Occupy activities.

The Vendor shall comply with all site safety requirements, sign-in procedures, access restrictions, and local work rules established by OPWDD and the General Contractor.

Project Managers OPWDD expects a designated foreman/project manager or single point of contact from the Vendor awarded the work.

The Vendor shall provide the name and contact information of the project manager prior to commencing work.

The OPWDD Building Superintendent is:

Jeremy Bovenzi 585-445-4192

The OPWDD On-Site Project Coordinator is:

Jenae Wescott 585-943-1658

The OPWDD On-Site Project Coordinator will be the contact person for issues including access to work areas, sign-in procedures, daily start/finish times, key deposits, and local work rules.

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Warranty The Vendor shall provide a complete warranty for all window shades, operating mechanisms, mounting hardware, and associated components.

The warranty shall identify:

• Product warranty period.

• Fabric warranty.

• Hardware warranty.

• Operating mechanism warranty.

• Labor warranty.

• Warranty exclusions.

• Procedure for submitting warranty claims.

• Manufacturer contact information.

The Vendor shall provide warranty documentation at project completion.

Any defective product or installation identified during the warranty period shall be repaired or replaced by the Vendor in accordance with the manufacturer's warranty.

Delivery, Storage and Handling Window shades and associated materials shall be protected during transit, storage, handling, and installation to prevent:

• Damage.

• Theft.

• Moisture exposure.

• Soiling.

• Scratching.

• Misalignment.

• Deformation.

• Contamination.

Coordinate with OPWDD and the General Contractor for delivery and storage locations.

Do not store materials where conditions fall outside the manufacturer's recommended environmental conditions.

Do not install damaged materials.

Damaged materials shall be removed from the site and replaced with new materials at no additional cost to OPWDD.

The Vendor shall coordinate delivery timing with OPWDD and the General Contractor due to ongoing construction activities.

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Storage If construction delays prevent installation after products have been manufactured and are ready for installation, the successful Vendor shall provide secure storage for up to 60 days at no additional cost to OPWDD, unless otherwise specified in the Vendor's proposal.

Equivalent Products Where a specific manufacturer, product, or fabric is referenced, Vendors may propose an equivalent product.

The preferred product for this project is SheerWeave or equal-quality commercial roller shade fabric.

Any proposed equivalent shall meet or exceed the requirements of the specified product with respect to:

• Durability.

• Commercial/institutional use.

• Light control.

• Glare reduction.

• UV protection.

• Cleanability.

• Warranty.

• Manufacturer support.

• Availability of replacement components.

OPWDD retains sole discretion in determining whether a proposed alternative meets the required equivalency standards.

Execution

• Pre-Installation Site Survey

Prior to fabrication and installation, the successful Vendor shall meet at the Project site with OPWDD's representative and representatives of the General Contractor and other related trades.

The Vendor shall:

• Review all window openings.

• Verify field dimensions.

• Review mounting conditions.

• Identify potential conflicts.

• Coordinate installation sequencing.

• Review access requirements.

• Review delivery and staging locations.

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• Coordinate with construction activities.

• Confirm final shade locations.

• Resolve conflicts before fabrication.

Coordination with the General Contractor will be necessary to coordinate the installation schedule and construction completion activities.

Installation Quality Installation shall be performed by experienced commercial window treatment installers familiar with institutional and office environments.

All shades shall be:

• Level.

• Plumb.

• Square.

• Securely mounted.

• Properly aligned.

• Fully operational.

• Free from damage.

• Free from visible installation defects.

All shades shall be tested after installation.

The Vendor shall demonstrate proper operation to OPWDD upon completion.

Final Inspection and Punch List Upon completion of each installation phase, the Vendor shall conduct a complete inspection of all installed window treatments.

The inspection shall verify:

• Proper installation.

• Proper operation.

• Proper alignment.

• Proper mounting.

• No damage.

• Proper fabric condition.

• Appropriate privacy and light control.

• Completion of required cleaning.

• Removal of debris.

OPWDD will provide a punch list of deficiencies, if applicable.

The Vendor shall correct all punch-list items prior to final acceptance.

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Documentation At project completion, the Vendor shall provide OPWDD with:

• Final product schedule.

• Manufacturer information.

• Model numbers.

• Fabric information.

• Fabric/color selections.

• Operating mechanism information.

• Warranty documentation.

• Cleaning and maintenance instructions.

• Replacement component information.

• Product testing/certification documentation.

• Final field dimensions.

• As-built window shade schedule.

• Final installation documentation.

All documentation shall be provided electronically in PDF format unless otherwise requested by

OPWDD.

Proposal Requirements Each Vendor's proposal shall clearly identify:

1. Manufacturer.

2. Product line.

3. Proposed fabric.

4. Fabric openness factor.

5. Fabric color.

6. Operating mechanism.

7. Mounting method.

8. Number of shades.

9. Unit cost per shade.

10. Installation cost.

11. Delivery cost.

12. Field measurement cost, if applicable.

13. Any required additional services.

14. Warranty.

15. Lead time.

16. Installation duration.

17. Applicable NYS Contract information.

18. Any exceptions to this specification.

19. Any proposed substitutions or equivalents.

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20. Any additional costs associated with construction delays or storage beyond 60 days.

All costs shall be clearly itemized.

The Vendor shall identify any exclusions or assumptions included in its proposal.

OPWDD Right of Approval OPWDD reserves the right to review and approve all proposed window treatment products, fabrics, colors, operating mechanisms, mounting systems, and installation methods prior to purchase or fabrication.

OPWDD may reject any proposed product that does not meet the requirements of this specification or that, in OPWDD's sole determination, does not meet the quality, durability, appearance, or operational requirements of the ITO staff office environment.

Blinds will be needed for all BLUE highlighted windows:

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