Request for Qualifications (RFQ) California State University Long Beach (CSULB) Purchasing Department RFQ PURPOSE The purpose of this Request for Qualification (hereafter called RFQ) is for the California State University, Long Beach, Housing and Residential Life Department to establish a University standard for dormitory mattresses and to contract with an experienced furniture Vendor on a non-exclusive basis for a specified contract term to furnish all labor, materials, tools and resources to provide and install dormitory mattresses for select Residence Halls. The Vendor shall extend any current contract pricing such as CMAS (California Multiple Award Schedule) or consortium (E & I, WSCA, U.S. Communities, etc.) for the contract period. Ultimately, CSULB s goal is to select one Vendor for a two-year contract with two (2) optional one-year extensions. Vendors who wish to be considered for qualification are required to bring a sample of the mattress(es) being proposed to a mandatory product presentation at The Pointe (under the CSULB Pyramid) on February 28, 2013 from 8 am to 12 pm for evaluation. Vendors will be given an hour set up time from 8 am to 9 am. Trucks may drop off mattresses during this time period. There is no parking area for large trucks. Small trucks and personal vehicles may purchase a day parking pass for $5.00 in the parking lot in front of the Pointe. Interested Vendors should submit their prequalification cover letter along with the required reference form and insurance certificate to the address below on or before February 27, 2013 by 2:00 pm. Failure to submit any of the listed documents may lead to disqualification. Insurance must be in place before the mandatory product presentation. California State University, Long Beach Purchasing Office, Brotman-Hall, Room 346 Attn: Paula Serrano 1250 Bellflower Blvd. Long Beach, CA 90840 As a result of this RFQ, qualified Vendors will receive the RFP bid package. The next phase may include, but not be limited to responding to additional questions, providing additional samples and submission of a cost proposal. The ratings identified in this RFQ will be considered in the final evaluation process. Page 1 of 9
Background Information Within the larger University (CSULB), our Housing and Residential Life community is more similar to a small college environment. Housing more than 1,900 students, our residence halls are located on the west side of the campus, a short walking distance from the Walter Pyramid. Special programs (like Faculty in Residence), International House, trained staff, and an active offering of social, recreational, educational and community service programs sponsored by our student Residence Hall Association (RHA) are designed to enhance both academic and personal development. Our goal is to facilitate a setting that supports the learning environment and the student s success while making the students life on campus convenient, comfortable, enjoyable, safe, and secure. Information: RFQ Name: Request for Qualification 32497-PLS CSULB Contact: Paula Serrano Buyer III E-mail: paula.serrano@csulb.edu Telephone Number: (562) 985-8288 Fax Number: (562) 985-5432 Issue Date: February 20, 2013 All questions and clarifications, either administrative or technical about this RFQ must be sent by fax or email to the referenced fax number and buyer contact listed above by February 26, 2013, 5 p.m., two (2) days before the mandatory Product Presentation. Submittals Due Date: February 27, 2013 Time: 2:00 pm Location/Mail/Address: California State University Long Beach E. James Brotman Hall, Room 346 Purchasing Department 1250 Bellflower Blvd. Long Beach, CA 90840-0123 Number of copies: Three (3) of Cover Letter and References. One (1) of Insurance. Project Scope of Work, Specifications and Requirements: General Requirements: Vendor to provide and install 426 mattresses 36 x 80 with a minimum thickness of 6 First delivery and installation of (90) mattresses for Building E and (112) mattresses for Building L must be on Thursday, June 13, 2013 through Friday, June 14, 2013. Second delivery and installation of (112) mattresses for Building G and (112) mattresses for Building J must be on Thursday, August 15, 2013 through Friday, August 16, 2013. Vendor to provide on-site supervision throughout the duration of the job. Page 2 of 9
Vendor to provide proof of insurance per CSU General Provisions Item 39 Work hours: Monday through Friday 8:00am to 4:40pm PT Vendor to provide installation schedule with bid package. Vendor to clean up and remove all trash associated with mattress installation from job site. Vendor will be responsible for all damages and touch up paint to buildings as a direct result from the mattress installation. Housing Facilities will provide access to building and units. No elevators in the buildings where the mattresses will be delivered. Two storied buildings with stairways. Construction and materials: A. General All mattresses will be manufactured in accordance with a Quality Management System based on ISO 9001-2000 or ISO 13485-2003. All Vendors must be authorized dealers for the manufactured product. All mattresses will be manufactured in accordance with the best practice known to the manufacturing industry and will be clean and free from defects in material and workmanship. B. Ticking The mattress will be covered with a 70 denier nylon taffeta material or approved equal. This material is a cleanable, fluid proof surface that is antimicrobial, antibacterial, anti-fungal and hypoallergenic. The mattress will be manufactured with the material side out. The top and bottom sections in the mattress ticking will be made up of one full width of fabric with no seams. The ticking used for the borders will contain no more than two seams all around with all ends hemmed, spliced and securely sewn together by machine in such manner as to leave no break in the uniformity and finish. The tape edge will be sewn with a lock stitch. Chain stitching will not be acceptable for closing the tape edge. C. Spring unit This mattress will use a large-head open offset coil spring unit. All coils will have an hourglass shape. Each unit is to contain a minimum of 253 coils in a row configuration of 11 x 23. All coils of this unit are to be made of 13 ¾ gauge spring wire. All helicals to be made of 17.5 gauge spring wire. All spring wire used in the construction of these units will be high carbon steel wire, made from 95% recycled steel. The height of the innerspring unit will be 5. All portions of the spring unit will be properly tempered to relieve internal stress and eliminate permanent stress from loading. Each spring unit will have a clipped border on both top and bottom perimeters with a #9 gauge tempered border wire. The corners of the sprint unit will have a 2 ½ radius. Page 3 of 9
Optional in this mattress design: Each innerspring unit can be reinforced with six double-edge supports made of 11 gauge spring wire. These edge supports will be installed two on each side and one on each end to provide optimal edge strength. The size of the innerspring unit will be not less than 34 ½ x 78 ½ and will be manufactured to properly fit the specified bed size of 36 x 80. D. Upholstering Each side of the innerspring unit is to be covered with a 2 oz. per square foot bonded polyester pad measuring 36 x 81. Batts pre-compressed of fire retardant cotton felt consisting of one unit size batt per side will be placed over the polyester pad. A ¾ x 40 x 84 co-polymer foam topper will be placed over the cotton felt on each side. The density of the co-polymer foam is to be a minimum of 1.5 lbs. per cubic foot. Indentation load deflection (25% ILD @ 4 inch) to be 34-37 lbs. Compression modules to be 2.4 minimum. Hysteresis loss to be 25% maximum. The foam will be convoluted into soft peaks for increased comfort. An inner roll edge will be made by enfolding the foam topper around the edge of the polyester and placing the cover, flanged with 2 ounce per square yard typar, over the topper and securing the cover by hog ringing the flange to the outside coils of the innerspring unit. A fire barrier consisting of a knitted fiberglass/modacrylic/polyester fabric will be placed over all the upholstery in such a way that it completely encapsulates the entire mattress forming a full fire barrier. The ends of the barrier will be completely closed. The border will be of the same material as the top and bottom panels and will contain two welded vents in one end. The vents will be installed in such a way as to NOT break the fire barrier. The edges of the mattress will be finished with a woven polyester tape sewn into place with a lock stitch to prevent unraveling. The finished size of this mattress is to be 36 x 80 with a minimum thickness of 6. E. Flammability test requirements The mattress will meet the flammability requirements of the following test methods: 1. Consumer Product Safety Commission, part 1632 Flammability Standard for mattresses (FF4-72, as amended) 2. Consumer Product Safety Commission, part 1633 Flammability Standard for mattresses. 3. California Technical Bulletin #129 The mattress manufacturer must provide written certification with his bid that this product has been certified to pass Technical Bulletin #129 full scale mattress burn test by the State of California of Home Furnishings and Thermal Insulation. 4. Boston Fire Department IX-11 Full Composite Burn Test The mattress manufacturer must provide the purchaser written certification with this bid that his product has been certified in accordance with Boston Fire Department IX-11 (Regulatory notice of October 25, 1990 and revised August 19, 1999). Page 4 of 9
F. Other Requirements Contractor must protect surfaces from soiling and damage during handling and installation. Product must be covered with polyethylene film or other protective covering. Warranty: The Contractor must provide a standard manufacturer s warranty (5 years) without exclusions. Proposer s Narratives: Narratives should be prepared in such a way as to provide a straight-forward, concise delineation of capabilities to satisfy the requirements of this RFQ and should highlight the Proposer's demonstrated capability to perform work of this type. Emphasis should be concentrated on completeness and clarity of content. Cover Letter: Provide a cover letter that references the Request for Qualification (RFQ) and confirms that all elements of the RFQ have been reviewed and understood. Cover letter shall include: A brief statement of intent to perform the services proposed. Signature of an authorized officer of the organization who has legal authority in such transactions. Full contact information (overnight mailing address, phone, fax, e-mail, etc.) for the individual designated as the CSU contact on this RFQ and a secondary contact. Acknowledgement receipt of any/all addenda issued. References: Vendors must furnish three (3) positive references from higher education institutions from whom the Vendor has provided product (mattresses) and installation within the past two years. The higher education institutes that are provided as references should be similar in size and complexity to the University. The references must be provided on the attached form. The University may make such investigations as it deems necessary to determine the capacity of the Vendor to perform the work, and the Vendors shall furnish to the University all such information and data for this purpose as the University may request. Responses to this RFQ To be considered responsive to this RFQ, responses must be provided no later than the date and time referenced in the Submittals section of this RFQ. 1. Cover letter listing qualifications and experience per instructions. 2. Three (3) current references (2011-2013) for higher education institutions 3. Insurance certificate and endorsements as per requirement Vendors may be contacted for additional information to further assess their product and capabilities. Page 5 of 9
Selection of Qualified Vendors CSULB will receive responses from interested Vendors in the form and within the time frame established herein. CSULB will then evaluate the responses to select the best qualified Vendors from the Mandatory Product Presentation and submitted references that demonstrate their product, services and experience to meet the requirements stated in the RFQ. Only Vendors selected as Best Qualified will be eligible to move to the Request for Proposal (RFP) phase of the selection process. Evaluation Criteria EVALUATING COMMITTEE: The evaluation committee will be evaluating on the sample(s) provided at the mandatory product presentation, cover letter and references. Once Vendors have been qualified the committee will evaluate on the submitted proposals for the remaining categories not being evaluated at the RFQ stage. The evaluation committee shall have full discretion to assign quality points to each proposal with the maximum points shown below. The committee s assignment of points shall be final. CSULB will make the best overall value decision. While cost will remain a critical decision factor, the satisfaction of CSULB s requirements, including quality and level of service, are equally important. The University reserves the right during the RFQ evaluation process to arrange for interviews with proposing companies and may ask for clarification or documentation in addition to that which was submitted in a proposal. Evaluation Points and Criteria Qualifications /Experience Proposals will only be considered from firms or persons with a demonstrated and substantial history of experience in successfully providing mattresses for dormitories in a higher education setting. Points will be based on response to the RFP as well as submitted references. Quality Points will be given based on the quality of the mattresses provided at the Presentation. Specifications Points will be given based on how the mattresses meet the specifications of the RFP. Warranty Points will be based on the length and coverage of warranty for the mattresses. Page 6 of 9
Price Proposal Points will be based on the Price Proposal, Section IV, with the lowest cost proposal receiving the maximum number of points. All other proposals will be scored with the following formula. Lowest Proposal/Proposal x 20 = Points Awarded Grand Total 100 points Page 7 of 9
REFERENCE SHEET Provide three positive references from a company of similar size and complexity to the University for whom the proposer has provided services within the past TWO YEARS. The University may make such investigations as it deems necessary to determine the capacity of the bidder to perform the work. 1. Name Address Brief Project Description Contact Person Phone 2. Name Address Brief Project Description Contact Person Phone 3. Name Address Brief Project Description Contact Person Phone Signed: Company: Page 8 of 9
INSURANCE REQUIREMENT The limit of coverage set forth in this requirement is a minimum amount, and in any situation where an unusually high risk of liability is present, the campus may require the contractor to carry insurance with a higher limit. This requirement is in accordance with the California State University Policy Manual for Contracting & Procurement (2/05/03), 230.0 contracts Requiring Insurance Coverage. The Insurer must have a current A.M. Best s rating of A: VII or equivalent unless otherwise agreed to by the University. 1. General and Automobile Liability. Contractor shall furnish to the University prior to the commencement of work an underwriter's endorsement with a certificate of insurance stating that there is liability insurance presently in effect for the contractor with a combined single limit of not less than $1,000,000 per occurrence, and $2,000,000 aggregate; and that vehicle insurance (where applicable) is in effect with a minimum coverage of $1,000,000 per occurrence for owned, scheduled, non-owned or hired automobiles. The underwriter s endorsement for each certificate shall identify the University as an additional insured by stating the following: a) That the insurer will not cancel the insured's coverage without thirty (30) days prior notice to the University; b) That the State of California, the Trustees of the California State University, the campus, and the officers, employees, volunteers, and agents of each of them, as additional insureds, except for professional liability and workers compensation insurance. 2. Workers Compensation plus Employer Liability of not less than($1,000,000.00). Contractor agrees that the bodily injury liability insurance herein provided shall be in effect at all times during the term of this contract. In the event said insurance coverage expires at any time or times during the term of this contract, contractor agrees to provide at least thirty (30) days prior to said expiration date, a new certificate of insurance evidencing insurance coverage as provided herein for not less than the remainder of the term of the contract, or for a period of not less than one (1) year. New certificates of insurance are subject to the approval of the University, and the contractor agrees that no work or services shall be performed prior to the giving of such approval. In the event contractor fails to keep in effect at all times insurance coverage as herein provided, the University may in addition to any other remedies it may have, terminate this contract upon the occurrence of such event. Page 9 of 9