Request for Proposal 2010-711001P Sealed proposals addressed to David Logan, Purchasing Agent, 2nd Floor, Municipal Operations Complex, 175 Rothesay Avenue, Saint John, N.B., E2L 2BJ, and marked on the envelope: PROPOSAL 2010-711001P will be received until 4:00 p.m., Thursday, October 7, 2010 for Computer Training Room Furniture as per specifications and terms and conditions. Proposals will be opened publicly in the office of the Purchasing Agent, 2nd Floor, Municipal Operations Complex, 175 Rothesay Avenue, immediately following the proposal closing time. The lowest or any proposal not necessarily accepted. Materials Management (506) 658-2930
REQUEST FOR PROPOSAL 2010-711001P 1.0 INTRODUCTION As Canada's oldest incorporated city and New Brunswick's largest municipality, the City of Saint John has been providing municipal services to local citizens for more than two centuries. The Information Technology (IT) department provides computer and technological services to the City of Saint John and its Commissions. It is accountable for the installation and maintenance of all city networks and provides computer and phone-related support to all employees. The IT department plays a key role ensuring this organization has the tools it needs to achieve the community's vision by servicing the organization 24 hours a day, 7 days a week and facilitating working operations for the normal day-to-day system facilities in all areas of city operations. 2.0 BACKGROUND Currently, the organization employs a range of enterprise solutions, including Microsoft Office / Windows, SharePoint, VoIP, over a dozen ERP financial applications (payroll, purchasing, etc.) from SunGard s NaviLine (HTE) software, and more. The IT department recognizes the importance of employees having the knowledge and skills they need to operate these technologies efficiently. That is why it is developing a new formal training program based on adult education values. 3.0 SCOPE OF WORK The City of Saint John is requesting proposals from experienced and qualified vendors for the supply, delivery, and installation of furniture in a new training facility later this fall. Vendors may submit more than one solution. Delivery is approximately late November. Exact delivery date will be determined by the City. The new training facility is not built yet. Thus, the space is unavailable for viewing for safety reasons; therefore, there will be no job site meeting. A copy of the floor and furniture layout is attached. PLEASE NOTE THAT THERE WILL BE NO CHANGE IN THE DESIGN AND THE POWER PACK POLES CANNOT BE MOVED. ANY DEVIATION FROM THE FURNITURE LAYOUT MAY RESULT IN A REJECTION OF THE SUBMITTED BID.
Page 3 1) Chairs Quantity Sixteen (16) Required Preferred Colour Size Features Warranty Black or brown (no light colours) Larger than standard chair size Approximate dimensions are: Seat height Range 18-21 Seat width 21 Seat depth 19 Inside arm distance 23.5 Back width 17.5 Back Height (above seat) 23 Mesh back task chair Upholstered cushion seat Casters for mobility Adjustable lumbar support Adjustable height Adjustable arm height Synchro-tilt: knee-tilt maintains same seat to back angle and pivots from a position under the knee. (keeps the user s feet flat on floor) GREENGUARD Indoor Air Quality Certified, LEED certified, or equivalent 10 years on furniture Non-obsolescence guarantee 2) Instructor Desk / Lectern Quantity One (1) Required Preferred Colour Size Stone / beige / brown colour palette Approximate dimensions are: Desk / lectern together 30 deep x 72 wide Lectern sloped surface 22 x 22 with 2 lip Lectern height (lower end of lectern s sloped surface) 36 Desk portion height 29 Features Similar furniture style / coordinates with #2-#5 Durable laminate surface Adjustable shelves within lectern stand Lectern sits to the right of desk (when standing behind it) Lectern sloped top and lip can securely support a laptop Grommet(s) to facilitate access to power and network via cable management system Vendor must provide a detailed diagram and description of connectivity. Photos, in addition, with furniture and interface solution in use and are preferred. Warranty Desk and podium are manufacturer constructed as one piece of furniture No door on lectern. If a door is on lectern, it is sidehinged on the right, opening from left to right. No casters Lifetime on furniture 10 years on electrical / connectivity Non-obsolescence guarantee
Page 4 3) Work Stations Quantity Fifteen (15) Required Preferred Colour Size Stone / beige / brown colour palette Each work surface 24 deep x 48 wide Above work surface measurement may only vary by 3 or less in terms of depth or of width Height approximately 29 Features Similar furniture style / coordinates with #2-#5 Durable laminate surface No keyboard trays or equivalent. Keyboards to sit on work surface. Shared legs between work stations Legs do not interfere with each learner having a 48 wide free space above and below the work surface Ease to reconfigure, free standing Requires a maximum of two pack poles connected to the corner desks (see appendix). Each pack pole must be able to accommodate network (ten Cat 6) and power (four circuits) with a grounded metal divider, Pack poles supplied by vendor Wiring must be concealed and accessible for inspection and maintenance. Vendor must provide a detailed interface requirements diagram and description. Photos, in addition, with furniture and interface solution in use and are preferred. Warranty Lifetime on furniture 10 years on electrical / connectivity Non-obsolescence guarantee 4) Tables Quantity Two (2) Required Preferred Colour Size Stone / beige / brown colour palette Approximate dimensions are: Round table with 36 diameter Height 29 Features Similar furniture style / coordinates with #2-#5 Durable laminate surface Fold for easy storage Casters for mobility Warranty Flip-top to fold narrowly when in storage Lifetime on furniture Non-obsolescence guarantee
Page 5 5) Credenza Required Quantity One (1) Colour Stone / beige / brown colour palette Preferred Size Approximate dimensions are: 18 deep x 72 long Features Similar furniture style / coordinates with #2-#5 Durable laminate surface. Cupboards for storage of legal and letter-size paper No open storage areas. All storages area (cubbies, cupboards, etc.) require doors. Warranty 2 drawers in addition to the cupboard space indicated Lifetime on furniture Non-obsolescence guarantee Vendor Responsibilities A set of two and three dimensional drawings of the proposed work stations must be prepared and submitted with your bid, along with descriptive literature and warranty information. For bid purposes, any colour / material selection limitations must be specified. Vendors are to indicate in their proposal the warranty on each piece of furniture, electrical / connectivity (as applicable), and non-obsolescence guarantee. In addition, vendors are to submit all warranty information for each of the products in the proposal. All products must be able to be easily and safely transported through a stairway to the second floor. The cost to repair any damages to walls, flooring, or other parts of the building arising from the installation of furniture shall be paid by the vendor. Remuneration The vendor proposal price includes labour, materials, travel time, shipping etc., as well as the supply, assembly, and installation of all materials. Vendor is to provide an itemized list of all components priced separately. Vendor also supplies a price list of popular accessories. The price list of accessories will not be used for determining the award of this proposal, but may be used to order accessories from the successful vendor. References Vendor is to include a list at least three references from the vendor s customers that are using these materials. At least of two of those three customer references must come from customers using these materials as classroom or training room solutions.
Page 6 4.0 EVALUATION CRITERIA The City of Saint John will select preferred vendor(s) based on the following criteria. The following criteria must be addressed for consideration of any proposal submissions. All proposals will be evaluated based on the following criteria. Failure to respond to any of the following items will result in rejection of the proposal submission: Evaluation Criteria A B C D D E F Quality: The quality and completeness of the response to this proposal call. Vendor Experience: Past performances of the vendor, references and similar projects. Connectivity: Product functionality Professional Appearance: Connectivity solution is hidden / covered appropriately and attractively. Products proposed coordinate in style and colour palette. Warranty: Information regarding guarantees and warranties Value Added: additional considerations not contained in this proposal call. Cost: Cost is neither the only factor nor the determining factor, in the evaluation of bids. 5.0 EVALUATION OF PROPOSALS This is a proposal call, not a tender; therefore, bids will be evaluated based on their response to the evaluation table above. Price will be a consideration but is not the final determining factor for recommendation for award. Included in this proposal call are the Criteria against which bids will be evaluated, weighed and recommended. Failure to address all of the requirements of this proposal may result in rejection of the bid. 6.0 SUBMISSION OF PROPOSALS: Consultants shall deliver three (3) copies of the Technical Proposal and supporting information and one (1) copy of the Financial Proposal no later than 4:00pm, local time, Thursday, October 7, 2010 clearly indicating the Consultant s name and address and marked Proposal: 2010-711001P to the attention of: David Logan, CPPB Purchasing Agent Materials and Fleet Management, 2 nd Floor City of Saint John 175 Rothesay Avenue Saint John, NB, E2J 2B4 The Financial Proposal is to be submitted in the Consultant s package in a separate sealed envelope with the Consultant s name and address and clearly marked as Financial Proposal: 2010-711001P Please note that: 1. Late proposals or proposals submitted by facsimile will be rejected.
Page 7 2. The City assumes no responsibility for improperly addressed or delivered proposals. 3. The City of Saint John does not, by virtue of this proposal call, commit to an award of this bid, nor does it commit to accepting the lowest or any proposal submitted, but reserves the right to award this proposal in any manner deemed to be in the best interest of the City, or not at all. 4. Consultants must propose on the entire project incomplete proposals will be rejected. Immediately following the closing time, proposal packages will be publicly opened in the office of the purchasing manager. Only the names and addresses of the proponents will be made public at this time. No other information about the proposals will be disclosed at that time. Proposals will then be forwarded to an evaluation committee for review and recommendation. 5. By submitting a proposal, the Proponent is deemed to have acknowledged all the undertakings, specifications, terms and conditions contained in the RFP and to be bound by them if the proposal is accepted. All expenses incurred by the Proponent in connection with the preparation of its proposal are to be borne by the Proponent, and the City shall not incur any obligation whatsoever toward the Proponent whether such proposal is accepted or rejected. An authorized signing officer must sign all proposals. The proposal must indicate an individual who is authorized to negotiate and sign on behalf of the Proponent if other than the signature found on the proposal submission. SECTION 2 STANDARD TERMS AND CONDITIONS 2.1 INQUIRIES All inquiries regarding this request for proposals shall be submitted in writing, at least five business days prior to the specified proposal submission date, only to the attention of: Ellen Sargent Materials Management City of Saint John Email: ellen.sargent@saintjohn.ca Fax: (506) 658-4742 Responses to inquiries will be in writing and distributed by facsimile to all Consultants registered as having received the Terms of Reference as of the date the response is prepared. The source of the question will not be identified in the response. Verbal information shall not be binding upon the City. Inquiries after the above deadline will not receive a response. 2.2 BIDDERS EXPERIENCE Bidders shall be actually engaged in performing the type of work specified and shall be able to refer to work of similar character performed by them within the last three years. 2.3 INTERPRETATIONS, ERRORS & OMISSIONS Any bidder who is in doubt as to the true meaning or intent of any item in the contract documents, or who discovers any discrepancies, errors or omissions in the contract documents shall notify the City of Saint John and shall request clarifications or correction thereof. All such requests shall be in writing, not less than seven (7) days before the date set for the receipt of bids. The reply shall be in the form of an addendum, a copy of which shall be forwarded to each person or firm registered with the City, as having contract documents.
Page 8 2.4 DUE DILIGENCE If a health and safety offence has been committed, the onus falls on the employer to prove that it exercised due diligence i.e. did everything it reasonably could to avoid the offence. When hiring contractors, the City of Saint John is responsible for ensuring compliance with Health and Safety Legislation and must make sure that the appropriate accident prevention systems are implemented in the work place. Therefore, if any contractor is found to be working in an unsafe manner, or outside of current legislation, he will be made to stop work immediately. Any losses which may arise as a result of this work stoppage are the responsibility of the contractor. Failure to comply with current legislation on the part of the contractor, may lead to cancellation of this contract and any tender deposits that may be in place. 2.5 INSURANCE The successful contractor shall provide evidence of the following insurance coverages: General Liability with minimum limits of two million $2,000,000.00. The policy shall include: - operations of the contractor in connection with this tender; - products and completed operations coverage; - contractual liability with respect to this tender; - the City of Saint John added as an additional insured; - a cross liability clause; - non-owned automobile; - The insurers will give thirty (30) days notice of cancellation of this policy to the City of Saint John. 2.6 EXPLANATION TO BIDDERS No verbal agreement or conservation with any officer, agent or employee of the owner either before or after execution of the contract shall effect or modify any of the terms or obligations contained in any of the documents comprising the said contract. 2.7 TIME LIMIT Bids received after the time and date as shown on the request for quotation shall not be considered, and will be returned unopened to the bidder. 2.8 REIMBURSEMENT The City of Saint John will not reimburse the successful or any bidder for any cost incurred as a result of their bid submission. 2.9 ADVISORY/ADDENDUM Periodically, the City of Saint John is required to issue notification of changes or corrections to a bid document. Normally these notifications will have direct bearing on the cost of a project and will influence the way you bid. Therefore, it is important that the city have assurances that you in-fact received the notification. In the case of an advisory notice, these are faxed to the vendor and are accompanied by a cover sheet. Vendors are instructed to sign the cover sheet and return it either by fax or in person, to the Purchasing Agent, prior to the tender closing. Addendums are either faxed, mailed or hand delivered. Each addendum contains a notification which requires bidders to sign and include the addendum with their tender bid. Failure to comply with the instructions on an advisory or addendum will result in rejection of your tender, regardless whether the changes noted in the advisory or addendum are included in the tender or not.
Page 9 2.10 METHOD OF PAYMENT Upon award of this project, the City will issue a Purchase Order. Payment shall be based on Net 45 days from date of invoice or receipt of goods, whichever is later. The successful vendor will be responsible for the delivery and installation of all project components. Invoice must be sent to the City of Saint John, Accounts Payable Department, P.O. Box 1971, Saint John, N.B.. 2.11 REVIEW OF PROPOSALS The review committee may invite up to three of the proponents to meet with the review committee to make an oral/visual presentation in support of their proposal. The COSJ will provide the meeting venue at its cost. The proponent shall bear its own costs related to such meeting. The review committee will endeavor to recommend award of the work to Common council within one month following receipt of proposals. 2.12 FORMALITY CLAUSE In order for the City of Saint John to consider any proposal submission as a legally binding offer, on behalf of the consultant, it is necessary for the consultant to communicate this formality to the City in the form of an offer which contains the original signature of the individual or representative of the firm who is authorized to act on behalf of the consultant. In order to meet this requirement, all proposal submissions to the City of Saint John must be prefaced with a covering letter which contains an original signature of the individual authorized by the consultant to submit proposals on their behalf. The covering letter must be on official company letterhead, be dated and be addressed to the attention of the City of Saint John representative specified in the request for proposal document. Additionally it must make reference in the body of the letter to the request for proposal number and project title, as well as to the fact that the enclosed documents constitute a formal proposal offer and finally, the letter must contain the original signature as indicated. Failure to include the required covering letter as a preface with your proposal will be grounds for immediate rejection on the basis that it is not formal. 3.0 APPENDIX - Attached
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