Invitation to Negotiate for Office Workstations ITN Number: ITN-1718-01 8301 Cypress Plaza Drive, Suite 201 Jacksonville, FL 32256 http://www.elcduval.org The ( ELC ), a Florida not-for-profit organization dedicated to quality early care and education in Duval County - Florida, is issuing this Invitation to Negotiate seeking pricing material for office workstations, including design and installation. This ITN seeks qualified contractors who can provide said goods and/or services according to the specifications provided in ITN. Respondents will be competing against each other for selection to provide the commodities and/or services as more fully described in general scope of the ITN. Upon receipt of all the proposals, the Coalition will review and make a decision based on the evaluation criteria set forth in this ITN. Any contractor interested in providing the commodities and/or services requested in this ITN must respond to this ITN. The complete bid can be found on our website. All questions must be sent via email to Kendra King at kking@elcduval.org. Please identify ITN Office Workstations in the subject line. ANTICIPATED PROJECT SCHEDULE ITN Issued: November 13, 2017 Request for Clarifications Due: November 16, 2017 Answers to Clarification Posted: November 21, 2017 Proposals Due: November 27, 2017 by 4:00 pm Contract Negotiations: December 4, 2017 Contract Agreement signed: Week of December 18 th
BACKGROUND The (the Coalition) was established legislatively in 1999 and is mandated by the Florida Legislature Chapter 1002.84 of Florida Statutes, to provide early learning programs to children and families in Duval County, which include the School Readiness Program and Voluntary Pre-kindergarten Program. These programs must be developmentally appropriate and research-based, involve parents as their child s first teacher, serve as preventive measures for children at risk of future school failure, enhance the educational readiness of eligible children, and support family education. The Coalition has three locations and serve more than 10,000 families per year. The Coalition has a staff of over 85 employees and maintain a budget of near $56M annually. The Coalition is in the process of relocating one of its three offices and seeks proposals for office workstations including, but not limited to, material, the design and installation of workstations to accommodate approximately 39 employees. SINGLE AWARD Recognizing that multiple contractors will be able to supply all or some of the commodities and/or services to be covered by this invitation, and it is anticipated that a contract will be negotiated with one contractor specializing in particular types of materials and/or particular services. PUBLIC ENTITY CRIMES A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in s. 287.017 for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list.
BID SUBMISSION The Coalition is a not-for-profit corporation in the State of Florida and is seeking to purchase material for office workstations, including design and installation. The Coalition requests a bid for commodities and services based on the specifications described in Attachment A. The proposal for commodities and services must include the following information: Company name and address, telephone number, fax number and website address. Company contact, telephone number, and e-mail address Federal I.D. # A detailed discounted price list itemizing workstation components, design, extra supplies and/or services included or not include, but will be needed to complete the scope of work specified in Attachment A. A detailed summary of value added products and/or services including but not limited to, customer service, availability of options, manufacture brand, shipping costs/discounts, ability to drop ship materials, rush order delivery discounts, ability to meet installation deadline and any other value added enhancements available. Office Design Plan. Provide three customer references whose project compares with the size and cost of this proposal. Warranty and post purchase service terms of new furnishings. Provide an order to installation time schedule commencing from the execution of purchase contract. The bid should be signed and dated by an authorized representative of the contractor on company letterhead. Three copies of the bid must be submitted. Upon receipt of all proposal, the Coalition will review and make a decision based on the best score from the evaluation criteria process. Most importantly, the selected contractor will be required to enter into an agreement with the Coalition to guarantee the product/service specifications, prices quoted, and value added services described, as well as to ensure adherence to all applicable state and/or federal laws. IMPORTANT: Invitations must be mailed or delivered to the to arrive no later than 4:00p.m. Monday, November 27, 2017. A respondent that submits an invitation by mail should allow sufficient mail handling time to ensure timely delivery of the bid to the Coalition office located at: Attention: Kendra King ITN #1718-01 8301 Cypress Plaza Drive, Suite 201 Jacksonville, FL 32256 Electronic and/or faxed bid submissions will not be accepted. Questions and/or comments may be addressed by contacting Kendra King, HR Director, at kking@elcofduval.org. Telephone inquiries will not be accepted.
GENERAL SCOPE OF SERVICE REQUIRED For the acquisition of material for office workstations, including design and installation: As the evolution of workstation in the workforce environment constantly changes, the Coalition would like to rely on the expertise of a professional company. The Coalition is operating as an organization in the highest regard to offer the premier overall value to the State of Florida based on objective factors that include, but are not limited to, price, value, design and workmanship. The Coalition is very open to giving the contractor flexibility in the design, style, brand, and layout of cubicles, with minimum requirements, to obtain the overall objective of the purpose. Example Attachment A, but not limited to diagram shown. The Coalition would like for the contractor to present the best options with the notion of competitive pricing. The furniture shall include all materials and labor required to assemble and power the individual panels and between workstations as necessary to provide a complete and functioning work environment including but not limited to: work surfaces, panels, components, shelves, bins, pedestals, lateral files, storage cabinets, hardware and wire management. Awarded contractor will schedule a minimum of 6 hours of planning time for the design and approval process; to design a layout of cubicles, selection of manufacture brand. Work Plan and Methodology. Contractor shall provide a project plan that describes how the contractor intends to provide the requested products and services. Contractor shall provide an implementation/installation plan timeline. All items purchased through a contract as a result of this award: Maybe stored at the contractor s facility until delivery with no storage fees charged to either the Coalition or the delivery destination. Contractor shall include a separate pricing to break down and reassemble items, in the event the Coalition relocates. Contractors submitting proposals do so entirely at their expense. There is no express or implied obligation by the Coalition to reimburse a contractor for any costs incurred in preparing or submitting proposals, providing additional information when requested by the Coalition, participating in any selection interviews or product demonstrations, or participating in this procurement. Only additional work agreed upon by the Coalition, shall be compensated by the Coalition.
Attachment A (Above diagram only serves as a generic prototype of Coalition s needs; alternative designs are welcomed) Cubicles will accommodate approximately 39 employees Workstation panels and supports for 39 total workstations Size to be 6 x 6 and height of the panels to be 66 - total height including the glass top portion listed in #3 Top section of the panels to be glass (at least 12 H) L shape desk tops price separately stationery and adjustable height options Slatwall on inside of panels to hang accessories One box/box/file ped One overhead bin with pull down door that locks One overhead open shelf One under mount light under the overhead bin 2 power poles Installation of the workstations Must be able to install by end of January 2018 Approximately start date 1/1/18 End date 1/31/18
PROPOSAL SUBMISSION REQUIREMENTS The consultant shall be responsible for preparing an effective, clear, and concise proposal. It is recommended that proposals contain the following information: A cover letter introducing the company and the individual who will be the primary contact person. This should include a description of the contractor s organization and staff s qualifications. A statement of the contractor s understanding of the service to be performed and a positive commitment to provide the service as indicated in this ITN. Specific qualifications regarding experience in conducting professional services, specifically contracting with a company in the State of Florida who is subject to the Sunshine Law. A reference list should be attached to the proposal, with client names, contact persons, and phone numbers. Contractors submitting proposals do so entirely at their expense. There is no express or implied obligation by the Coalition to reimburse a contractor for any costs incurred in preparing or submitting proposals, providing additional information when requested by the Coalition, participating in any selection interviews or product demonstrations, or participating in this procurement. A detailed timeline for completion of each phase and the total project. A proposed fee schedule including any incidental or hourly fees. Submit one original and three (3) copies of proposals by November 27, 2017 by 4pm: Kendra King/ITN # ITN-1718-01 8301 Cypress Plaza Drive, Suite 201 Jacksonville, FL 32256 All materials submitted in response to the solicitation document will become the property of the Coalition and will be returned only at the Coalition s option and at the expense of the contractor submitting the proposal. One copy of a submitted proposal will be retained for official files and become a public record. Any material that a contractor considers as confidential but does not meet the disclosure exemption requirements of the Florida Sunshine Law should not be included in the contractor s proposal as it may be made available to the public.
EVALUATION PROCESS AND CRITERIA The Coalition shall evaluate each response that is properly submitted. After submission and review of responses, interviews may be requested. Selection of a respondent to provide the commodities and/or services will be based on the following criteria: Quality of Product o Aesthetics, acoustics o o o Features (including ergonomics, ADA responsiveness) Flexibility reconfiguration of furniture, layout, additional workstations, etc Wire/Cable Management Design Prior Experience and Reference Implementation/Execution Plan Availability of options Credentials of staff to be assigned to installation of project Ability to meet timing requirements to complete the project Itemized pricing of material and service Presentation of Proposal (Details, itemized pricing) Customer service reviews While the order of these factors does not generally denote relative importance, the Coalition acknowledges that selecting best value contractors primarily requires a balanced combination of (1) reasonable rates, and (2) strong experience and demonstrated expertise in providing Commodities and/or services. The Coalition reserves the right to consider such other relevant factors as it deems appropriate in order to hire the best value Contractor of the Commodities and/or services. The Coalition may or may not seek additional information from Respondents prior to making a selection. This ITN does not commit the Coalition to select any contractor, award any work order, pay any costs incurred in preparing a response, or procure or contract for any services or supplies. The Coalition reserves the right to accept or reject any or all submittals received, cancel or modify the ITN in part or in its entirety, or change the ITN guidelines, when it is in the best interests of the Coalition to do so.
AWARD PROCESS Award(s) will be made to one qualified proposer(s), based on their ability to provide the services and commodities as specified in General Scope of Services, Attachment A, Proposal Submission Requirements, the proposers experience in providing the requested items, and the quality of any previous services and commodities provided as determined from the proposals. The Coalition reserves the right to review all items listed on any price invoice to evaluate components that include, but are not limited to, product quality, durability, and design. The Coalition reserves the right to reject any or all proposals, to waive any informality of proposals, and to accept in whole, or in part, each proposal as may be deemed in the best interest of the Coalition. AWARD PERIOD Once the proposal award has been issued, one contract shall be signed by the Coalition for a period of one (1) year with the contractor of choice with an option of 2 one-year annual renewals. Price quotes must be guaranteed for the first year; however, costs may be re-negotiated at the beginning of each fiscal year (July 1 st ). If no price adjustments are submitted by the contractor to the Coalition during the period of June 1 st to June 15 th for subsequent years covered by this Request, the most current quote shall apply for the following fiscal year. Price increases submitted by the contractor during the designated negotiation timeframe that exceed 10% over the previous year s pricing may be subject to immediate termination of the contract. The contract will be effective as of December of 2017.