REQUEST FOR PROPOSAL · 3) Ancillary Assumptions (refer to Exhibit A) a. The following ancillary items are included as part of this RFP: i. (1) L-shaped Height Adjustable Desk for

REQUEST FOR PROPOSAL 8 . 1 0 . 2 0 2 0 | P A G E 1

REQUEST FOR PROPOSAL Furniture

Initial Information

City of Wood Village is currently under construction of their new 10,000 sqft municipal building in Wood Village, Oregon. LRS has been engaged to support the selection and provide design services for furniture located within their new facility. Your organization has been identified as a potential candidate to respond to this “Request for Proposal” for furniture services.

Wood Village intends to purchase the following:

- Workstations for the Open Office and Private Offices - Conference tables and chairs - Chambers meeting room chairs and Dais chairs - Staff Break Room tables and chairs - Miscellaneous storage cabinets

This RFP is only focusing on select furniture items. Reference the attached exhibits for full scope.

Currently Wood Village is part of the Oregon Cooperative Procurement Program (ORPIN). Prior to starting your response, confirm your company can provide full offerings/services within this contract. If other contracts can be utilized by Wood Village, please include information for review.

Anticipated Project Milestones

RFP Issued August 10, 2020

RFI Questions Due to LRS August 14, 2020

RFI Answers Issued by LRS August 19, 2020

RFP Due August 26, 2020 @ noon Email to: [email protected]

Virtual Interviews Week of August 31, 2020

Award Week of September 7, 2020

Order Entry Deadline December 15, 2020

FFE Delivery / Install April 1, 2021

Relocations April 26, 2021

Day One BIS May 11, 2021

DATE

August 10, 2020

PROJ ECT

218015 Wood Village Municipal Building Wood Village, OR

CONTACT FO R RFP

Amalia Mohr LRS Architects [email protected] 503-307-0728


Proposal Format

PROPO SAL FORM AT

1) Submit (1) PDF of your proposal with no more than 10 pages • Page count does not include cover page or any bid forms.

2) Completed Exhibit B – Bid Form (submit in excel format)

PROPO SAL INFORM ATIO N

1) Proposed staff/project team and their associated hourly rates. 2) Describe the design process for the selection, procurement, and

installation of furniture. 3) Provide images, project information, and references of up to (2)

similar recent projects. 4) Describe how you manage installations (self-performed or

outsourced). 5) 3D Rendering of proposed furniture solutions listed within the pricing

assumptions

PRICING ASSUM PTIO NS

1) General a. All finish materials specified shall be from standard product

line which generally fit the desired specifics below. b. Station power shall be fed from columns and walls where

possible, otherwise fed from floor cores.

2) Workstations a. Propose a fixed unit cost, using a “typical” 6-pack layout as

baseline (refer to Exhibit A) b. Workstation typical should include:

i. 8’x9’ with a 3” maximum width panel ii. Main surface could be the surface along the spine

and could be 6’ long by 24” deep or 3’-6” long by 24” deep

iii. Height adjustable surface could be the surface perpendicular to the spine and could be 4’ long by 2’-6” deep or 6’ long by 2’-6” deep

iv. Remaining area within the workstation to be filled with storage or guest chair

c. Manufacturer/ Warranty: i. Expectation is that all proposed furniture solutions

will have a single warranty (minimum of 1 year).


d. Work Surface: i. High-pressure laminate work surfaces with cable

cutouts/scallops in the center of the back edge. All sides and edges to be finished (including the back edge). List number of standard laminate color options included in your price.

e. Electric Sit-to-stand Desk (workstations only): i. Height adjustable desks should meet BIFMA

adjustment recommends accommodating the 5th to 95th percentile of the workforce. BIFMA ergonomic adjustment range is 22.6” – 48.7”. Please list the height adjustment range of your height adjustable desks. List base color options.

f. Panels: i. Panels separating the workstations should be 42”

total with power and data. ii. Panels separating the workstations to the hallway

48” total (42” fabric wrapped panel + 6” glass top) with power and data.

iii. Fabric wrapped privacy panels for walkway. iv. Trim to be painted metal thin profile trim for a

refined look. List number of paint colors included in your price.

v. Note: no plastic trim or connectors. g. Electrical:

i. Include the cost of two (2) power in-feed in each workstation typical.

ii. Cable trays to mount under the desk should be large enough to hold laptop power blocks and excess cords. Each workstation should have one large cable tray to be located under the height adjustable work surface.

iii. Zip ties, velcro straps, wire trays and double-sided tape are not considered an acceptable cord management option.

h. Fabric: i. Panel fabric to be priced as a standard Grade 2

fabric. List the number of choices available.


i. Storage: i. (1) box, box, file ii. (1) 18” wide x 42” tall individual locker

iii. List the number of standard paint colors included in your price.

j. Seating: i. Desk and guest chairs are not included at this time.

3) Ancillary Assumptions (refer to Exhibit A) a. The following ancillary items are included as part of this

RFP: i. (1) L-shaped Height Adjustable Desk for Private

Office (size 30” x 6’ x 6’) ii. (1) Large Conference Room Solution (Room 129 for

reference) iii. (10) Conference Chairs for Large Conference Room

(Room 129 for reference) iv. (30) Council Chamber chairs (mobile/ stackable for

maximum flexibility) v. All other ancillary items are not part of this RFP but

may be added to the project scope. Assume the architect will aid in this selection process.

4) Design, Delivery and Installation a. Will be further defined, but for this proposal please assume

the following: i. Installation will take place M-F normal business

hours. ii. Loading and unloading will take place after normal

business hours. iii. The vendor will be responsible for verifying all field

dimensions and conditions. iv. The vendor will be responsible for dimensioning

power/ Wood Village locations. v. The vendor will be responsible for adding a station

numbering scheme “relocation plan” that will be directed by Wood Village. No other relocation services are required.

vi. The vendor will be required to provide 3D imaging for Wood Villages’ “sign-off”, prior to order entry.

vii. The vendor will be responsible for all wall/building damage caused by the loading, delivery and installation of the furniture.

viii. Damaged, missing or incorrect product: Upon installation your company will be responsible for


cataloging all damaged incorrect, or missing product. This will be presented to Wood Village’s project manager or representative within one week following the time of delivery. The Vendor will be required to replace damaged product, or locate product to complete the order within two weeks of the initial delivery.

ix. The Vendor will prepare and complete a punch list before requesting Wood Village to indicate acceptance of any installed furniture.

x. All rubbish and packing shall be removed and the space left clean daily.

Selection Process

EXPERIENCE

The selected firm will have experience with similar organization and know how to navigate contracts specific to Wood Village’s Municipal Building’s use.

COMPAT IBIL ITY

The selected firm will be interested and motivated to partner with the City of Wood Village. A collaborative approach and process is required.

PRICE

The selected firm will show options and variety for furniture selections that are both price conscious but durable.

Attachments Exhibit A – INTERIORS FURNITURE INSPIRATION Exhibit B – BID FORM

Wood Village Municipal Building AUGUST 10, 2020

Interiors Furniture Inspiration

08.10.2020218015 | Wood Village Municipal Building | Furniture Inspiration

FLOOR PLAN AND DIMENSIONSFF&E Inspiration


FURNITURE QUANTITIESFF&E Inspiration

Tables Seating

Room # Room Name Tables Workstations Task ChairsConference

ChairSide Chair

Standing height chair

Lounge Seating

Other Notes

101 Lobby 3 6 3 Furniture style TBD

102 Workstations 10 11 10 File Storage Confirm chair style

103 Conference 1 6

104Flat files / copy / supplies

1 4 File Storage Confirm table height

105 PW Director 1 1 1 5 1 Filing cabinet

106 Finance Director 1 1 1 5 1 Filing cabinet

107 HR Manager 1 1 1 5 1 Filing cabinet

108 City Manager 1 1 1 6 2 Filing cabinets

109 Mayor & City Council 1 8

110 Staff Area (break room) 2 8 Confirm chair style

116 MCSO 2 2 4 2 Filing cabinets

129 Conference 1 10

130 Council Chambers 30

130Council Chambers (Event Layout)

6 30Quantity represents additional chairs needed, not total

TOTAL 19 16 17 24 103 10 3


LOBBY AND COUNCIL CHAMBERSFloor Plan and Dimensions

DIAS TABLES BY OTHERS


COUNCIL CHAMBERS - EVENT LAYOUTSFloor Plan and Dimensions

DIAS TABLES BY OTHERS DIAS TABLES BY OTHERS

DIAS IS CUSTOM CASEWORKCHAIRS BY FURNITURE VENDOR


LOBBYFF&E Inspiration


COUNCIL CHAMBERSFF&E Inspiration


CONFERENCE ROOMSFloor Plan and Dimensions


CONFERENCEFF&E Inspiration


STAFF AREAFloor Plan and Dimensions


STAFF AREAFF&E Inspiration


OPEN OFFICE - WORKSTATIONSFloor Plan and Dimensions


OPEN OFFICE - WORKSTATIONSFF&E Inspiration


PRIVATE OFFICEFloor Plan and Dimensions


PRIVATE OFFICEFF&E Inspiration


ACCESSORIES & STORAGEFF&E Inspiration


THANK YOUFurniture Inspiration

WOOD VILLAGE MUNICIPAL BUILDINGEXHIBIT B - BID FORM

Proposer:Brand: Model:

Furniture QTY COST TOTALEmployee Workstation (Per Workstation Unit Cost; 6-pack as baseline) 6 -$ -$ Height Adjustable L-Shaped Desk for Private Office (excl. desk, storage) 1 -$ -$ Large Conference Room Table 1 -$ -$ Large Conference Room Chairs 10 -$ -$ Council Chambers Chairs 30 -$ -$ Design and Dealer Services for Entire Project (total hours) Lump Sum -$ -$ Installation / PM Total for Entire Project Lump Sum -$ -$

TOTAL (AS INDICATED IN RFP) -$

Documents

REQUEST FOR PROPOSAL · 3) Ancillary Assumptions (refer to Exhibit A) a. The following ancillary items are included as part of this RFP: i. (1) L-shaped Height Adjustable Desk for