Application Guidelines

Request for Proposals (RFP)

To provide furniture for FDU, Vancouver Campus

Issued: January 15, 2019

Application Deadline: January 29, 2019

Please Direct Submissions to:

David O’Reilly
Director of Academic Support Services and Business Manager
Fairleigh Dickinson University
842 Cambie St, Vancouver, BC V6B 2P6
doreilly@fdu.edu
604.682.8112
Contents

1. Background

2. Overview

3. Project Details

4. Evaluation Criteria

5. Proposal Contents and Format

6. Terms and Conditions

7. Key Dates and Contact Information

1. Background

This Request for Proposals (RFP) is issued by FDU (SPC) for the purpose of purchasing furniture for our new
Administrative Office located at 885 Cambie St.

SPC’s mission is to help people of all ages with developmental disabilities and autism spectrum disorder to lead
healthy and socially inclusive lives using our exemplary skills in interdisciplinary clinical services, education and
research. Our vision is “Living Your Potential – All Your Life!”

With a compassionate commitment to improving the lives of people with developmental disabilities and autism
spectrum disorder and their families, we believe in:

Collaboration. We succeed by working together with our clients, families and community and government
partners.
Accountability. We do what we say we will do and deliver the best possible results for the people we serve.
Innovation. We develop new ideas and approaches to share with the world.
Respect. We seek to understand before being understood and accept differences in a professional and
caring manner.
Responsiveness. We respond to the needs of our clients and partners promptly with excellence.

Our 2015-2020 strategic directions are:

Strengthening Our Capacity. We will strategically invest in our people and infrastructure to provide the
highest standards of service for our clients and their families.
Bridging the Gaps in the System. We will improve the quality and efficiency of developmental services
locally and provincially by strengthening and expanding our collaboration with the health system.
Building Upon and Leveraging Our Life-Span Model. We will expand and share our interdisciplinary expertise
for all ages with our community partners and improve our best practices through research and
education for the benefit of our clients throughout their life-span.
Shaping the Future. We will partner with government to enhance the provincial system of services and play a
role in influencing government policy related to developmental, autism spectrum disorder and health
services.
Building a Centre of Excellence. We will enhance our profile and overall effectiveness by focusing on quality
of care, applying best practices, creating and sharing knowledge and promoting innovations provincially,
nationally and internationally.

SPC offers a variety of groups and workshops for clients, families and caregivers, as well as extensive education
and consultation services to community agencies. Our comprehensive programs and services range from
assessment, diagnosis, and one-on-one treatment, to family counselling and group support and is provided by a
broad network of clinicians and professionals.

FDU is a teaching site for students in a variety of global professionals in IT, Management and Healthcare.

FDU is accredited by Accreditation Canada (2016-2020).

SPC has approximately 50 employees located in Vancouver.

For additional information on SPC, please visit our website: http://view2.fdu.edu/vancouver-campus/
 FDU, Vancouver - Furniture Request for Proposal

2. Overview

FDU’s Administrative Office has been located at 842 Cambie Street, Vancouver since 2007. Although this
site was initially suitable, a number of factors have necessitated the consideration of alternative option, in
an effort to improve our academic and administrative collaboration and efficiency.

After careful evaluation, FDU determined that 885 Cambie Street is the most appropriate site to meet the
needs of current and potential future programs and services. Some of the staff members and labs will be
relocated from 842 Cambie Street to 885 Cambie Street in May 2019. We will occupy a suite on the 5th
floor of 885 Cambie Street, which is approximately 50 meters, or a 1-minute walk, from our current
location.

The relocation from 180 Dundas Street West to 885 Cambie Street has necessitated the need for new
furniture. The areas, which require furniture, include 7 private offices, workstations for 24 individuals, a
lunchroom, a small meeting room, a large meeting room and a reception area.

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 FDU, Vancouver - Furniture Request for Proposal

3. Project Details

The following pages detail the needs of the project, including furniture specification.

1.0 Overview

FDU will be relocating some of their administrative staff to 885 Cambie Street.

1.1 Schedule

The furniture installation to be completed by scheduled date.

A preliminary schedule has been provided for your review in the Form of Tender.
Furniture vendor will need to coordinate the furniture installation with the Construction Manager and
construction schedule.
The successful vendor will be expected to attend site meetings as required.

The deficiency walkthrough is scheduled on Dec 23rd, 2019

Furniture deficiencies to be completed by: March 30th, 2019

2.0 TENDER SUBMISSION DELIVERABLES

2.1 Completed Form of Tender consisting of the Bid forms, furniture images.

2.2 Form of Tender and Product Submission Form must be completed on the form provided with this Tender.
No additional fields may be added. Vendors are requested to provide a brief description outlining
warranty, testing information, and sustainability on the Product Submission Form.

2.4 Any additional material not requested as part of this tender may be submitted independently from
the Form of Tender as an Appendix.

2.5 Three (3) hard copies single-sided must be submitted.

 FDU, Vancouver - Furniture Request for Proposal

3.0 GENERAL CONDITIONS

3.1 Site Meetings

3.1.1 The Vendor is to attend site meetings on the date and time agreed to by the Owner, General Contractor
and Designer.

3.2 Building Access / Hours of Work / Installation

3.2.1 Vendor and Installer to be certified for all products that are specified.

3.2.2 Vendor to identify use of a third party installation company if applicable.

3.2.3 Access to the site and parking for deliveries is to be reviewed with Owner after award of tender.

3.2.4 All deliveries are to be after regular business hours unless otherwise requested by FDU.

3.2.5 Installation to be completed during regular business hours.

3.2.6 Any excessively noisy work is to be completed after regular business hours.

3.2.7 Proper safety attire must be worn by the furniture installers.

3.3 Security

3.3.1 Each Vendor must be responsible for securing their equipment and materials.

3.3.2 The Vendor is required to comply with the Owner’s Construction policy requirements during construction.

3.4 Safety

3.4.1 The Vendor must comply with the requirements of the Occupational Health and Safety Act; the
Owners Safety Manual, and all codes and authorities having jurisdiction.

3.5 Garbage Removal

3.5.1 The Vendor is to maintain work areas, and adjacent areas free from accumulations of waste products and
debris arising from this project.

3.5.2 Vendor is to remove garbage and debris daily. There is no access for onsite storage of construction
debris.

3.6 Clean Up

3.6.1 Prior to completion, the furnishings are to be left clean and suitable for occupancy by the Owner.

4.0 GOVERNING REGULATIONS

4.1 Certificates and Approvals

4.1.1 Workers Compensation: The Vendor and all Sub-Contractors must be in good standing order with
Provincial Workplace Safety and Insurance Board, and must be prepared to provide evidence of same
at the Owner’s request.

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 FDU, Vancouver - Furniture Request for Proposal

5.0 CONTRACTORS LIABILITY

5.1 The Contractor shall maintain such insurance or pay such assessments as will protect self, the Client and
its agents from claims for damage from personal injury, including death, and from claims for property
damage, including fire, which may arise from operations under this contract. Certificates of such
insurance shall be filed with the Client, and such insurance shall be maintained until the Client certifies
that the job is complete and shall be for a minimum of $5,000,000.00, with a maximum deductible of
$10,000.00. Certificates of Liability Insurance, as set out shall be filed with FDU prior to the
commencement of work.

5.2 The Contractor is the “Constructor” for the purposes of, and within the meaning of, the Occupational
Health and Safety act, and shall be deemed to have all of the responsibilities of the Constructor in
respect of the Work.

5.3 The successful applicant shall indemnify Client and its agents from all damages, losses, costs, claims,
demands, actions, suits or proceedings which may arise directly or indirectly as a result of the
negligent or wrongful acts or omissions of the successful applicant, its employees, agents and/or
servants in the performance of purported performance of any of its obligations under the contract,
whether or not such claims are initiated by third parties or arise between the parties.

6.0 WARRANTIES AND TESTING PROCEDURES

6.1 Warranties

6.1.1 The Vendor shall outline all applicable warranties on the Product Tender Form.

6.1.2 The Vendor shall promptly correct at the Vendor’s expense, defects or deficiencies in the work
which appears within the warranty period.

6.1.3 The Owner shall promptly give the Vendor notice in writing of observed defects and deficiencies that
occur during the warranty period.

6.2 Testing Procedures

6.2.1 Products must be tested as follows:

Chairs, tables and desks must meet or exceed the Standards Council of Canada for Office Furnishings-
General Purpose Office Chairs-Tests.
Chair and Stool must be tested to support 300lbs.
Tables must meet or exceed the Standards Council of Canada Desk/Table Products Tests for stability and
durability.
 FDU, Vancouver - Furniture Request for Proposal

8.0 GENERAL INFORMATION

8.1 The closing date for the RFP is January 31st, 2019. Your response should include all details requested in the
RFP specifications, submitted and bound under one cover. Marketing brochures and attachments may be
included as a separate Appendix. Three (3) hard copies single-sided should be mailed to the address
below, and one soft copy emailed to doreilly@fdu.edu. Submissions must be sealed in an

envelope clearly marked 885 Cambie Street Furniture Tender, and delivered to the following address no later
than 1:00 P.M. P.S.T.

David O’Reilly
Director of Academic Support Services and Business Manager
Fairleigh Dickinson University
842 Cambie St, Vancouver, BC V6B 2P6
doreilly@fdu.edu
604.682.8112
Questions regarding information about these specifications must be directed to David O’Reilly
(doreilly@fdu.edu).

Questions directed to anyone else will not be answered.

8.2 For the purposes of this RFP, only information obtained from FDU should be considered
official. All communications and resultant amendments to the RFP will be recorded and disseminated
appropriately. FDU reserves the right to respond or not respond to enquiries as it deems
fit. All information will be forwarded to potential Bidders from the FDU as an Addendum.
Information received from any other source will not be recognized as forming part of this specification.

8.3 The Vendor acknowledges that Client is a public body subject to the Freedom of Information and
Protection of Privacy Act (the Act). The Applicant shall review the Act and determine the categories of
records which are exempt from disclosure under the Act. The Applicant shall clearly mark “Confidential”
all information regarding the items and conditions, financial and/or technical aspects of the Applicant’s
proposal, which in the Applicant’s opinion are of a proprietary or confidential nature at the relevant item
or page.

8.4 The Vendor and Client agree that the reciprocal obligations of confidentiality will survive the termination
of any contract that might arise between the parties.

8.5 The Bidder’s response to this specification will become an integrated part of any contract.

8.6 The proposal submitted by a bidder is the property of the Client and will not be returned. The Client will
not assume any responsibility for cost incurred by the bidder in the preparation of this specification.

8.7 All proposals are to be irrevocable and remain open for acceptance for 45 calendar days from the date of
the closing of the request for quotation. Once the contract is awarded, Client reserves the right to
amend, add or delete from the proposal with the successful bidder and add to or delete from their
proposal. No sale or assignment of any contract to third parties is allowed without the expressed written
consent of the Client.

8.8 Packing slips are to be submitted to FDU for each delivery made to the site at the time of
delivery.
 FDU, Vancouver - Furniture Request for Proposal

9.0 APPENDICIES / FURNITURE SPECIFICATIONS:

9.1 Appendix A: Bid Forms

9.2 Appendix B: Workstations / Private Offices

Item 1: Workstations
Item 2: Private Offices A and B
Item 3: Guest Chairs
Item 4: Task Chairs

9.3 Appendix C: Auxiliary Furniture

Item 5: Reception Seating

Item 6: Reception Tables #1
Item 7: Reception Tables #2

Item 8: Small Meeting Room Table

Item 9: Small Meeting Room Seating
Item 10: Large Meeting Room Table
Item 11: Large Meeting Room Chairs
Item 12: Large Meeting Room Credenza
Item 13: Lunch Room Chairs
Item 14: Filing Cabinets
 FDU, Vancouver - Furniture Request for Proposal

9.1 APPENDIX A: BID FORM

9.1.2. FURNITURE TENDER PRICES

The following is a summary of costs which we are prepared to accept to provide the furniture items as outlined in
the “Furniture Specifications, Instructions to Bidders and General Conditions” (FSIBGC).

NAME OF BIDDER

ADDRESS

TELEPHONE

Systems Furniture System:

Reference Description Total Manufacturer, Style Amount

Item # Qty. Name and Number (Excl. tax)
9.2. WORKSTATIONS AND PRIVATE OFFICES
9.2.1 Item 1: Workstation
9.2.2a & b Item 2: Private Offices A and B 7
9.2.3 Item 3: Guest Chairs 6
9.2.4 Item 4: Task Chairs 25
9.3. AUXILLARY FURNITURE
9.3.1 Item 5: Reception Seating 2
9.3.2 Item 6: Reception Tables #1 2
9.3.3 Item 7: Reception Tables #2 1
9.3.4 Item 8: Small Meeting Room Table 1
9.3.5 Item 9: Small Meeting Room Seating 2
9.3.6 Item 10: Large Meeting Room Table 1
9.3.7 Item 11: Large Meeting Room Chairs 8
9.3.8 Item 12: Large Meeting Room Credenza 1
9.3.9 Item 13: Lunch Room Chairs 3
9.3.10 Item 14: Filing Cabinets 14

Base Tender Amount

Delivery and Installation of all items,
excluding unit cost items
H.S.T tax on all above items
Total Tender Amount
 FDU, Vancouver - Furniture Request for Proposal

9.1.3. PRODUCT LEAD TIMES

Identify project lead times from date of client order placement to on site delivery (specify in weeks). All
products must meet overall project schedule as identified in item 1.0.

Offices and Workstations

Task and Guest Chairs

Auxiliary Furniture – Reception Furniture

Auxiliary Furniture – Small Meeting Room

Auxiliary Furniture – Large Meeting Room

Auxiliary Furniture – Lunch Room

Auxiliary Furniture – Filing Cabinets

9.1.4 DISCOUNT FOR ADDITIONAL PRODUCT

Should FDU choose to purchase additional products further to this tender for 885 Cambie Street, we
will apply the following discounted rates from the list price for up to years from date of this Tender. This does
commit FDU to making future furniture purchases with only this vendor.

Workstations and Private Office Furniture Task

Chairs and Guest Chairs

Auxiliary Furniture –Seating and Tables

Auxiliary Furniture - Filing
Other

9.1.5 ADDENDA

I/We the undersigned have received, carefully examined and incorporated Addenda No. to No. inclusive.

9.1.6 DECLARATIONS

I/We the undersigned declare that:

1. I/We agree to perform the Work in compliance with the Contract documents and reach Substantial
Performance of the Work within weeks after award of the contract.

2. I/We the undersigned agree, if notified of award of Contract, to immediately commence work and to complete
the work by March 21, 2019 with occupancy by March 23, 2019, and to pay for all extra wages and premiums
necessary for overtime work daily and on weekends for all trades required to complete the work on or before
this date without extra compensation.

3. No person, firm or corporation, other than the undersigned has any interest in this bid or in the proposed
Contract for which this bid is made.

4. This bid is open for acceptance by the Owner for a period of forty-five (45) days from the date of
submission.

DATE

SIGNATURE

Name and Title

END OF DOCUMENT
 FDU, Vancouver - Furniture Request for Proposal

4. Evaluation Criteria

Proposals will be evaluated based upon the following criteria:

1. Vendor Suitability
1.1. Corporate Experience:
1.1.1. Demonstrated experience in providing appropriate furniture for administrative programs
1.1.2. Organizational reputation in its industry and particular areas of expertise, which may be of value beyond the
normal engagement
1.2 Understanding of the Requirements
1.3 Implementation Plan and Approach
1.4 The quality of the proposal submitted in meeting the scope requirements

2. Total Pricing
3. Delivery Date

Please note that:

Submissions that do not meet the evaluation criteria will be disqualified.
In order to be fair to all applicants, late submissions and phone calls or emails to discuss the applications status will not
be accepted.
Only short listed applicants will be contacted.
All short listed applicants will be notified of the status of their application.

5. Proposal Contents and Format

The following format and sequence should be followed in order to provide consistency in Applicants’ responses and ensure
each Proposal receives full consideration. Please complete Section 9.1 Appendix A: Bid Form

6. Terms and Conditions

6.1 Delivery of Proposal

David O’Reilly
Director of Academic Support Services and Business Manager
Fairleigh Dickinson University
842 Cambie St, Vancouver, BC V6B 2P6
doreilly@fdu.edu
604.682.8112

Please also submit one (1) electronic copy to: doreilly@fdu.edu in PDF format by January 31, 2019 at 1:00 pm
PST.

6.2 Proposal Time Limit

Each bidding company shall commit that the proposal is valid and accurate for 45 days from the closing date
January 31, 2019.

6.3 Selection Process

FDU reserves the right to accept or reject any proposals received. FDU will review all applications. The award
will be based on a review of the proposals against all evaluation criteria and will not necessarily awarded
based on the lowest price offered. Each firm will be provided with fair access to information, as requested by
e-mail or in writing (see Key Dates). Additional written materials, to ascertain the qualification of the
applicant, may be requested.

6.4 Inquiries

Respondent should e-mail (please do not telephone) all questions to: doreilly@fdu.edu.

6.5 Liability Insurance

All firms are requested to warrant that the firm does not currently have any outstanding liability claims that
may impact the future health of the firm. Additionally, the firm must maintain sufficient liability insurance
relevant for a client of our size. The liability coverage must be confirmed.

6.6 Conflict of Interest

Applicants responding to this RFP may not have any personal or business interest that would present an
actual, potential or apparent conflict of interest with the performance of the contract to be awarded.
 FDU, Vancouver - Furniture Request for Proposal

6.7 Distribution of the Invitation for Proposals

This invitation has been released:

1. By notice to potential applicants identified by FDU using the Government of British Columbia`s Vendor of
Records system
2. By publication on FDU’s website.

6.8 FDU is not Committed to Applicant’s Expenses

The application process will not necessarily result in a commitment to sign a contract with the applicant. SPC
shall not be liable for any expenses incurred by any applicant, including the expenses associated with the cost of
preparing the Application.

6.9 Expense claim and reimbursement rules

SPC will not pay or reimburse an auditor for any hospitality, incidental or food expenses, including but not
limited to expenses in respect of meals, snacks, beverages, gratuities, laundry or dry cleaning, valet services,
dependent care, home management and personal telephone calls. Reimbursement for allowable expenses
can be claimed and reimbursed only when the contract specifically provides for it.

6.10 Successful Applicant

The successful applicant will be required to enter into a Service Agreement with FDU.

Please be advised that successful applicants will be required to:

Provide the goods in the defined period of time;
Provide invoices to FDU on account of their services, accordingly; Provide FDU with
an HST number for their business; and
Report their income and directly remit the payment of all taxes or payments assessed or levied against or
in respect of their business, including income tax, Canada Pension Plan, and all other premiums or
levies required by law to the appropriate Government Agency.
The successful applicants will be required to adhere to all FDU’s Human Resources Policies.

6.11 External Factors

FDU reserves the right to withdraw this RFP or terminate the resulting contract within the terms of the
contract without penalty.

FDU programs and services receive funding from various sources and therefore all contracted services are
subject to budget constraints.
6.12 Bid dispute resolution process and procedure

Unsuccessful vendors can request a debriefing within 60 calendar days following the date of the contract award
notification. The request should be submitted to Procurement Officer. The Procurement Officer will respond to
the vendor and arrange a vendor debriefing with 10 business days of receiving the request.

When conducting vendor debriefings, FDU will:

Confirm with each vendor the date, time and location of the debriefing session in writing;
Conduct separate debriefings with each vendor;
Not disclose information concerning other vendors, other than the names and addresses of vendors
who participated in the competitive process
Not answer questions unrelated to the competitive process;
Provide a general overview of the evaluation process set out in the procurement document;
Discuss strengths and weaknesses of a vendor’s submission in relation to the specific evaluation criteria.
Provide suggestions on how the supplier may improve future submissions;
Address questions and issues raised by the supplier in relation to their submission.

Subsequent the vendor debriefing, if a vendor wishes to dispute the outcome of the procurement process,
the aggrieved party is to file the bid protest in writing, with Vice President, Finance and Administration, by
registered mail, within 10 business days of the debriefing meeting. A protest in writing shall include the
following:

The name and address of the Complainant;

Identification of the contract or bid solicitation being protested;
The date of debriefing and name of procurement officer who conducted the
debriefing; Detailed and factual statement of the grounds for protest;
The Complainant’s arguments and supporting documentation; and
The Complainant’s requested remedy.

The Vice President, Finance and Administration will respond, in writing, to the Complainant within 10 business
days of receiving the protest. The final decision on the issue will come from the Vice President, Finance and
Administration, in consultation with the Chief Executive Officer and shall be considered final and conclusive.

6.13 Information disclosure

Any confidential information supplied to FDU may be disclosed by FDU where it is obliged to do so under the
Freedom of Information and Protection of Privacy Act (FIPPA), by an order of a court or tribunal or otherwise
required at law.
7. Key Dates and Contact Information

RFP Issue Date January 15, 2019

Deadline for proposals January 31, 2019
Evaluation Committee recommendation to the Board February 15, 2019
of Directors for approval