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LINKING AGREEMENT
BETWEEN
THE CITY OF GLENDALE, ARIZONA
AND
GOODMANS INC., DBA GOODMANS INTERIOR STRUCTURES
THIS LINKING AGREEMENT (this “Agreement”) is entered into as of this day of
, 20 , between the City of Glendale, an Arizona municipal corporation (the “City”), and
Goodmans Inc., dba Goodmans Interior Structures, a(n) Arizona corporation authorized to do
business in Arizona (“Contractor”), collectively, the “Parties.”
RECITALS
On September 1, 2018, the State of Arizona entered into a contract with Contractor to
purchase the goods and services described in the Furniture, Products and Services Contract,
Contract No. ADSPO18-211721 (“Cooperative Purchasing Agreement”), which is attached
hereto as Exhibit A. The Cooperative Purchasing Agreement permits its cooperative use by
other governmental agencies including the City.
Section 2-149 of the City’s Procurement Code permits the Materials Manager to procure goods
and services by participating with other governmental units in cooperative purchasing
agreements when the best interests of the City would be served.
Section 2-149 also provides that the Materials Manager may enter into such cooperative
agreements without meeting the formal or informal solicitation and bid requirements of
Glendale City Code Sections 2-145 and 2-146.
The City desires to contract with Contractor for supplies or setvices identical, or nearly
identical, to the supplies or services Contractor is providing other units of government under
the Cooperative Purchasing Agreement. Contractor consents to the City’s utilization of the
Cooperative Purchasing Agreement as the basis of this Agreement, and Contractor desires to
enter into this Agreement to provide the supplies and services set forth in this Agreement.
AGREEMENT
NOW, THEREFORE, in consideration of the foregoing recitals, which are incorporated by reference,
and the covenants and promises contained in this Linking Agreement, the parties agtee as follows:
1.
Term of Agreement. The City is purchasing supplies and/or services from Contractor
pursuant to the Cooperative Purchasing Agreement. According to the Cooperative
Purchasing Agreement, purchases can be made by governmental entities from the date of
award, which was September 1, 2018, until the date the contract expires on August 31, 2022
unless the term of the Cooperative Purchasing Agreement is extended by the mutual
agreement of the original contracting parties. The Cooperative Purchasing Agreement,
however, may not be extended beyond August 31, 2023. The initial period of this Agreement,
therefore, is the period from the Effective Date of this Agreement until August 31, 2022. The
City may renew the term of this Agreement for (1) one-year period until the Cooperative
1/2/2020
tu
Purchasing Agreement expires on August 31, 2023. Glendale renewals ate not automatic and
shall only occur if the City gives the Contactor notice of its intent to renew. The City may
give the Contractor notice of its intent to renew this Agreement 30 days prior to the
anniversary of the Effective Date to effectuate such renewal.
Scope of Work; Terms, Conditions, and Specifications.
A. Contractor shall provide City the supplies and/or services identified in the Scope of
Work attached as Exhibit B.
B. Contractor agrees to comply with all the terms, conditions and specifications of the
Cooperative Purchasing Agreement. Such terms, conditions and specifications are
specifically incorporated into and are an enforceable part of this Agreement.
Compensation.
A. City shall pay Contractor compensation at the same rate and on the same schedule as
ptovided in the Cooperative Purchasing Agreement, which is attached hereto as
Exhibit C.
B. The total purchase price for the supplies and/or services purchased under this
Agreement shall not exceed one million five hundred thousand dollars ($1,500,000)
annually or one million dollars ($3,000,000) for the entire term of the Agreement
(initial term plus any renewals).
Cancellation. This Agreement may be cancelled pursuant to A.R.S. § 38-511.
Non-discrimination. Contractor must not discriminate against any employee or applicant for
employment on the basis of race, color, religion, sex, national origin, age, marital status, sexual
orientation, gender identity or expression, genetic characteristics, familial status, U.S, military
veteran status or any disability. Contractor will require any Sub-contractor to be bound to the
same tequitements as stated within this section. Contractor, and on behalf of any
subcontractors, warrants compliance with this section.
Insurance Certificate. A certificate of insurance applying to this Agreement must be provided
to the City prior to the Effective Date.
E-verify. Contractor complies with A.R.S. § 23-214 and agrees to comply with the
requirements of A.R.S. § 41-4401.
No Boycott of Israel. To the extent A.R.S § 35-393 through § 35-393.03 are applicable, the
parties hereby certify that they are not currently engaged in, and agree for the duration of the
Agreement to not engage in, a boycott of goods or services from Istael, as that term is defined
in A.R.S § 35-393.
4/29/2021
9. Attestation of PC] Compliance. When applicable, the Contractor will provide the City
annually with a Payment Catd Industry Data Security Standard (PCI DSS) attestation of
compliance certificate signed by an officer of Contractor with oversight responsibility.
10. Notices. Any notices that must be provided under this Agreement shall be sent to the Parties’
respective authorized representatives at the address listed below:
City of Glendale
c/o Sonia Sarmiento - CIP Administrator
1400 E. Indian School Rd.
Phoenix, AZ 85014
And
Goodmans Inc., dba Goodmans Interior Structures
1400 E. Indian School Rd.
Phoenix, AZ 85014
shuld@goodmans.com
IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the date and year
set forth above.
“City” “Conttactor”
City of Glendale, an Arizona Goodmans Inc., dba Goodmans Interior
municipal corporation Structure, an Arizona corporation
By ofan Gana
Kevin R. Phelps Name: Adam Goodman
City Manager Title: President and CEO
ATTEST:
Julie K. Bower (SEAL)
City Clerk
APPROVED AS TO FORM:
Michael D. Bailey
City Attorney
4/29/2021
LINKING AGREEMENT
BETWEEN
THE CITY OF GLENDALE, ARIZONA
AND
GOODMANS INC., dba GOODMANS INTERIOR STRUCTURES
EXHIBIT A
(STATE OF ARIZONA CONTRACT NO. ADSPO18-211721
FURNITURE, PRODUCTS AND SERVICES)
4/29/2021
Contract Amendment
Arizona Department of
Contract: ADSPO18-211721 Administration
State Procurement Umce
100 N. 15" Avenue, Suite 4uz
Amendment #: 5 Date: 05/13/2021
Phoenix, AZ 85007
Furniture, Products and Services
Goodmans Inc
In accordance with the Special Terms and Conditions, Section 3.2 - Contract Extensions, this Contract is
extended for the contract period throug
RECITALS
The State and Supplier entered into that certain agreement title Master Service Agreement effective as of
September 1, 2018 pursuant to which Supplier is to provide Furniture, Products and Services.
Thereafter, Amendment 1, executed on May 22, 2019, extended the contract period from August 31,
2019 through August 31, 2020.
Thereafter, Amendment 2, executed on March 11, 2020, extended the contract period from August
31, 2020 through August 31, 2021.
Thereafter, Amendment 3, executed on July 15, 2020, amended the contract pricing as indicated in
“Pricing Effective 7.15.20”.
Thereafter, Amendment 4, executed on November 13, 2020, amended the contract pricing to include
additional manufacturers as indicated in “Pricing Effective 11.13.2020”.
ALL OTHER REQUIREMENTS, SPECIFICATIONS, TERMS AND CONDITIONS REMAIN UNCHANGED
This amendment shall be fully executed upon the electronic approval in the State e-Procurement system by the
Procurement Officer or delegate.
Available online at
app.az.gov | Page | 1
Contract Amendment
Arizona Department of
Contract: ADSPO18-211721 Administration
State Procurement Office
100 N. 15" Avenue, Suite 402
Amendment #: 3 Date: 03/04/2020 Phoenix, AZ 85007
APP Contract Number: CTR030635
Furniture, Products and Services
Goodmans Inc.
1. In accordance with the Special Terms and Conditions, Section 3.2 - Contract Extensions, this Contract is
extended for the contract period throug
ALL OTHER REQUIREMENTS, SPECIFICATIONS, TERMS AND CONDITIONS REMAIN UNCHANGED
ACKNOWLEDGEMENT AND AUTHORIZATION
This amendment shall be fully executed upon the electronic approval in the State e-Procurement system by an authorized
representative of the Contractor and applied to the contract in the State e-Procurement system by the Procurement —
Officer or delegate.
Available online at
app.az.gov
Page | 1
Douglas A. Ducey
Governor
Gilbert Davidson
Chief Operating
Officer and Interim
Director
ARIZONA DEPARTMENT OF ADMINISTRATION
STATE PROCUREMENT OFFICE
100 NORTH FIFTEENTH AVENUE e SUITE 402
PHOENIX, ARIZONA 85007
(602) 542-5511 (main)
http://spo.az.gov
August 10, 2018
Sent via e-mail to: shuld@goodmans.com
Re: Award of Contract for Solicitation No. ADSPO18-00008152 for Furniture, Products and Services a
Dear Stacey Huld,
Thank you for submitting a response to the Request for Proposal Solicitation No. ADSPO18-00008152 for Furniture,
Products and Services. | am pleased to inform you that your company’s offer has been selected for award for the
following categories:
Awarded
Category | - Chairs/Seating
Category 2 - Free Standing Tables
Category 3 - Systems/Modular Furniture
Category 4 - Free Standing Desks/Case goods
Category 5 - Storage
Category 6 - Classroom/Special School Furniture
Category 7 - Architectural Walls
Category 8 - Health Care Grade Furniture
Category 9 - Public Seating for High Traffic Spaces
Facility and Logistics for State’s excess furniture needs
| «K | KL] KL OK | | Ke | OK | ><
The initial contract term shall begin on September 1, 2018 4
All offers received were evaluated in accordance with the evaluation criteria set forth in the solicitation document.
The procurement file for this solicitation, including evaluation documents and resultant contracts, will be shortly
available for public viewing via the State’s e-Procurement system, ProcureAZ.
In accordance with Special Terms and Conditions, Section 6.2 of the contract and prior to beginning work under the
contract, your company is required to submit a Certificate of Insurance to the State Procurement Office if you have
not already done so. The certificate of insurance shall indicate that your company is in compliance with insurance
requirements contained in the contract. Please submit your certificate of insurance to me no later than August
27, 2018
You are cautioned not to begin any work under this new contract until the Procurement Officer assigned to your
contract has issued a written notice to proceed.
Page 2 of 2
If you have any questions regarding your company’s contract, please contact me at rocky.advani@azdoa.gov or
602.542.0100. Thank you for your response and for your continued interest in doing business with the State of
Arizona.
Sincerely,
Rocky Advani
State Procurement Manager
uest for Propos
Req an rop' als Arizona Department of Administration
tation State Procurement Office
100 N 15th Ave,, Suite 402
Description: Phoenix, AZ 85007
Attachment 1
Offer and Acceptance Form
SUBMISSION OF OFFER: Undersigned hereby offers and agrees to provide Furniture, Products and Services to in compliance with the Solicitation
indicated above and our Offer indicated by the latest dated version below:
[saan | * | * 6/22/2018 [ac-PO
Offer: | date | _ initial
2 | x | 3. | x 4 | x ]
Revised | _date #1 initial | date #1 initiat | date #1 | inival
Offers: 5. [x 6. | x its [x |
date #4 initial | date #5 initial | date #6 } initial
Best and | &- | a
Final Offer: | gate initia! t
2 BONEN I a ee RA sit 6
Offeror company name Signalure‘of person authorized to sign Offer Initials
* 1400 E, Indian School Rd. . Adam Goodman - President and CEO
Address Printed name and ttle
* “Phoenix AZ 85014 ee Stacey, Huld = Account, Manager
City | State | ZIP Contact name and title
* 86-0202039 * _shule@qaodmans.com ™ (602) 512-0615
Federai tax identifier (EIN or SSN) Contact Email Address Contaci phone number
CERTIFICATION: By signature in the abave, Offeror certifies that it:
1. will not discriminate against any employee or applicant for employment in violation of Federal Executive Order 11246, [Arizona] State Executive
Order 2009-9 or A.R.S. §§ 41-1461 through 1465;
2. has not given, offered to give, nor intends to give at any time hereafter any economic opportunity, future employment, gift, oan, gratuity, special
discount, trip, favor, or service to a public servant in connection with the submitted offer. Failure to provide a valid signature affirming the
stipulations required by this clause will result in rejection of the Offer. Signing the Offer with a false statement will void the Offer, any resulting
contract, and may be subject to legal penalties under law;
3. complies with A.R.S. § 41-3532 when offering electronics or information technology products, services, or maintenance; and
4. is not debarred from, or otherwise prohibited from participating in any contract awarded by federal, state, or local government.
ACCEPTANCE OF OFFER: State hereby accepts the initial Offer, Revised Offer, or Best and Final Offer identified by number ADSPO18-00008152 at the top
of this form, and which was dated (the Accepted Offer), Offeror is now bound (as Contractor) to carry out the Work under the attached Contract, of
which the Accepted Offer farms a part. Contractor is cautioned not to commence any billable work or to provide any material or perform any service
under the Contract unti! Contractor receives the applicable Order ar written notice to proceed from Procurement Officer.
‘The. effective date of the Contract is: September 1, 2018 Contract awarded: August 1, 2018 v
LAA, Jit Rocky Advani
—Pocorement Gthirer signature Procurement Officer printed name
PART 3 0 fthe So licitatio Documents SECTION 3-B: Offer Fo rms
Template version 2.0 (07-June-2017) 3
Available online at: Procure.AZ.qgov
Ri rPr
equest for P Oposals Arizona Department of Administration
Solicitation No. State Procurement Office
ADSPO18-000081 52 100 N 15th Ave., Suite 402
Description: Phoenix, AZ 85007
Furniture, Products and Services
7 DOCUMENT or a i SUBMITTED
1. | Category 1: Chairs/ Seating 4] ves O no
2. | Category 2: Free Standing Tables &l YES CJ no
3. | Category 3: Systems / Modular Furniture {ves Ono
4. | Category 4: Free Standing Desks / Casegoods Kl Yes Ono |
5. | Category 5: Storage Rl Yes Ono
6. | Category 6: Classroom / Special School Furniture YES [no
7. | Category 7. Architectural Walls YES Ono
8. | Category 8. Health Care Grade Furniture x] YES Ono
9. | Category 9. Public Seating for High Traffic Spaces YES Ono
PART 3 of the Solicitation Documents SECTION 3-B: Offer Forms 34
Template version 2.0 (dd-mmm-2017) Page 2 of 2 3
Availabte online at Procure. AZ.gov
Request for Proposals
Solicitation No: ADSO18-00008152
Description
Furniture, Products and Services
Arizona Department of
Administration
State Procurement
Office
100 N 15th Ave., Suite 402
Phoenix, AZ 85007
Part 2: Scope, Pricing and Terms and Conditions
Table of Contents
SECTION 2-A: Scope of Work
SECTION 2-B: Pricing Document
SECTION 2-C: Special Terms and Conditions
SECTION 2-D: Uniform Terms and Conditions
PART 2 of the Solicitation Documents
Template version 2.0 (02-FEB-2017)
Table of Contents : +)
Page 1 of 42 Zi.
¥
Arizona Department of
Request for Proposals Administration
Solicitation No: ADSO18-00008152 State Procurement
Description Office
100 N 15th Ave., Suite 402
Furniture, Products and Services .
Phoenix, AZ 85007
SECTION 2-A: Scope of Work
The State of Arizona, its Agencies, Boards and Commissions (State) as well as Participating Members of the State
Purchasing Cooperative (Cooperative), have an ongoing requirement for various products and services as described
herein. The purpose of this solicitation is to conduct a competitive process, in accordance with Arizona Revised Statutes
(ARS) 41-2501 et seq., to create a contract(s) from which the State and its Cooperative Members may acquire these
products and services. The State of Arizona may choose to standardize their furniture needs during the term of this
contract for optimization and cost savings. This standardization initiative will be limited to state agencies only and not
cooperatives.
Background:
The State desires to establish a Contract Set to supply, install, reconfigure, design and service furniture within the following
categories: Chairs/Seating, Free Standing Tables, Systems/ Modular Furniture, Free Standing Desks/Casegoods, Storage,
Classroom/Special School Furniture, Architectural / Modular Walls, Public seating for high traffic spaces and Health Care Grade
Furniture, Service requirements shall also include warranty, repairs and relocations. The State intends to consider value-
added-reseller, distributor, as well as manufacturer- direct proposals. Based on historical data and anticipated volumes,
the estimated spend under the resultant contract is anticipated between $30 million and $35 million annually ($10M for
State Agencies and $20M-$25M for Coops). However, no guarantee of the actual quantities is implied or expressed by
this solicitation. Requirements shall be based on actual need. Contracts resulting from this solicitation will be used by
multiple eligible agencies with delivery locations throughout the State.
3. Scope of Products and Services:
Category Description
Chairs/Seating Task/Work, Executive, Guest/Side, Ergonomic, Folding, Conference Room, Stackable,
Training Room, Reception/Lounge, Stools, Couches, Auditorium Seating, Theater Seating
(stationary/portable), Other
Free Standing Tables Height Adjustable tables, Training, Conference Room Tables, Small Office Tables, Side Tables,
Dining Tables, Credenzas, Reception, Laminate, Wood, Steel, Other
Systems/Modular Furniture
Systems Furniture, Fabric Panels-Monolithic, Fabric Panels-Frame and Tile, Organization
Accessories, Lighting, Electrical components, Signage, Ergonomic Products-Monitor Arms,
Keyboard trays, Footrests, Other
Free Standing Desks / Casegoods
Steel Casegoods, Wood Casegoods, Laminate Casegoods, Other
Storage
File Cabinets, Shelves (freestanding/wall mounted), Cabinets, Book Case, Office Storage,
Other
Classroom/Special School Furniture
Desks, Chairs, Tables, Cafeteria, Library, Early Education, Auditorium, Dorm,
Locker Room Furniture,Other
Architectural Walls
Prefabricated walls, steel or aluminum frame, customized
Health Care Grade Furniture
Minimum Grade 3 level healthcare-Sofa’s, Benches, Recliners, Chairs, Bedside Cabinets,
Dining Tables, Gliders, Consoles, Other
Public Seating for High Traffic Spaces
Seating for transportation, judicial, government buildings, healthcare, education, convention
centers, Other
e Multiple seat ganged units
¢ — Minimal floor contact points for clear site lines and ease of cleanability
¢ Covers or pads can be easily replaced in the field
¢ Optional arms can be placed at any location
° Optional power that can be mounted to the units or be an integral part of the
beam
PART 2 of the Solicitation Documents
Template version 2.0 (dd-mmm-2017)
SECTION 2-A: Scope of Work |
Page 2 of 42 | Z
Request for Proposals Arizona Deverienelt of
Solicitation No: ADSO18-00008152 State Procurement
Description Office
Furniture, Products and Services 100 N 15th Ave., Suite 402
Phoenix, AZ 85007
The Successful Contractor(s) shall provide a broad range of Furniture Products and Services as well as all necessary
account and delivery services. The Furniture Products and Services under this contract include the actual manufacturer’s
product and all labor, materials, transportation, equipment and other activities for, and reasonably incidental to the
installation, design and configuration of the manufacturer’s product. Offerors shall make available a complete family or
line of business of a manufacturer’s products at a “percent discount off list price.”
3.1 Product Requirements;
Furniture offered in the following categories shall be considered for award. These categories shall be defined
by similar types of products and include all related parts and accessories. Each dealer is requested not to bid
more than 5 manufacturers for each category. A manufacturer authorization letter is required by the State
for each dealer as stated in Section 3.3.3
3.1.1 The State mandates the following product standards:
3.1.1.1 Meet or exceed applicable American National Standards Institute (ANSI) standards,
3.1.1.2 Meet or exceed the Business and Institutional Furniture Manufacturer’s Association
(BIFMA) certification
3.1.1.3 All furniture products must have specific certificates of compliance
3.1.2 The State desires the following product standards:
3.1.2.1 Support Leadership in Energy and Environmental Design (LEED) construction when
applicable.
3.1.2.2 Cradle to Cradle Certified
3.1.2.3 GREENGUARD or GREENGUARD Gold
3.1.3 Items specifically NOT included within this solicitation:
3.1.3.1 Rented products;
3.1.3.2 Sheets, blankets or other linen;
3.1.3.3 Paintings, pictures, false plants/trees or other décor not related to functionalfurniture;
3.1.3.4 Appliances and electronic equipment except for modular furniture connections and
internal wiring approved by the State;
3.1.3.5 Flooring including raised flooring;
3.1.3.6 Electrical hardwire building connection
3.1.3.7 Lab furniture; and
3.1.3.8 | Window coverings: blinds, drapes, etc.
3.2 Service Requirements;
Below are the applicable services that shall be provided in direct correlation with the categories identified in
Scope of Work 3.1 that are being provided by Contractor:
3.2.1 Design:
3.2.1.1 The Customer shall have the option to determine whether design service will be
performed by the Contractor, or in-house. If necessary design service is performed by
agency's in- house staff, the Contractor shall be paid only for programming , furniture
specifications, site dimensions and installation drawing(s), if applicable. Design fees for
installation drawing(s) shall be priced at the same hourly design rate whether a new
installation or an existing installation (reconfiguration type project). It is the Contractor's
responsibility to verify the field measuring data and make revisions to the preliminary
designs provided by the using agency's in-house staff, on which the installation
drawing(s) will be based.
3.2.1.2 For the purpose of reconfiguration type projects, an hourly rate shall be applied for the
payment of design services. The design fee shall include only actual time spent in re-
designing of the workstation(s), time spent doing the CAD drawing(s) and any changes
(one change in drawings included) made to the drawing(s) by the Customer’s authorized
personnel. A complete breakdown of the design fee charges shall be included with the
invoice submitted to the requesting Customer. Failure to submit a detailed invoice for
Payment shall authorize the Customer to withhold payment until clarification is made.
PART 2 of the Solicitation Documents SECTION 2-A: Scope of Work f >
Tempiate version 1.3.1 (dd-mmm-2017) Page 3 of 42 he
Request for Proposals Arizona Department of
Administration
Solicitation No: ADSO18-00008152 State Procurement
Description Office
Furniture, Products and Services 100 N 15th Ave., Suite 402
Phoenix, AZ 85007
3.2.1.3
The following procedure shall be followed when completing design services within the
scope of work of a resultant contract for any requesting Customer:
3.2.1.3.1 Customer’s authorized personnel shall contact the Contractor with the
request to design, supply and install the furniture systems;
3,2.1.3.2 Contractor shall respond to the initial call within forty-eight (48) hours
with setting up a planning meeting with the requesting Customer and
shall provide free consultation regarding the project;
3.2.1.3.3 Based on date provided by the Customer, Contractor shall compile a
tentative work schedule for the completion of the job that shall include
an estimated budget, delivery time and total process time for theproject;
3.2.1.3.4 Requesting Customer shall then revise, make corrections if applicable,
and approve the tentative work schedule. Once approved, Customer will
issue a valid purchase order so that Contractor can start design work.
3.2.2 Installation Services: Contractor shall perform all installations as requested by the Customer.
Installation services shall include the following:
3.2.2.1 All receiving, uncrating, inspection, assembly and installation of all furniture and
components and the removal of packing and other wastes from the site;
3.2.2.2 Work shall be performed and completed in accordance with a work schedule developed
and coordinated with the using agency;
3.2.2.3 All necessary fasteners, fittings, hardware, anchors, or other necessary miscellaneous
items, except tools, to successfully install the furniture shall be provided by the
Contractor at no additional cost to the Customer;
3.2.2.4 The Contractor shall supervise, direct the work, and be solely responsible for all
construction requirements, methods, techniques, sequences and procedures, and for
coordinating all portions of the work under the contract;
3.2.2.5 The Contractor shall employ a full-time factory trained supervisor and necessary foremen
and assistants, who shall be in attendance on the project site during the entire
installation period;
3.2.2.6 House Keeping:
3.2.2.6.1 The Contractor shall keep the job site free from accumulation of refuse,
scrap materials and debris at all times. The site shall present a neat and
orderly appearance. All materials shall be removed from the site on a
daily basis, including loading, cartage, hauling and dumping. State
dumpsters are not to be used for disposal of those materials. This will be
at the Contractor's expense. Final clearing and cleanup shall be done
promptly and properly. If not, the State shall have the right to employ
others and charge the cost to the Contractor, after first giving a three (3)
working day notice of such intent. Final payment shall be withheld, until
the work area is determined acceptable by theState,
3.2.2.6.2 Office areas are to be returned to the original state as before the
installation took place, and
3.2.2.6.3 The Contractor shall take precautions during the installation of any
product not to damage the premises or the property of the ordering
agency. If damages do occur as a result of operations under this contract,
the Contractor is responsible for ensuring that the affected area/item(s)
are returned/restored to their original condition or the Contractor shall
make restitution, as agreed up on by allparties.
3.2.2.7 The Contractor shall be responsible for assuring that all punch list items be corrected
within fourteen (14) days after completion ofinstallation.
3.2.2.8 Modular Furniture Installations specifically:
3.2.2.8.1 The Contractor shall be responsible for ensuring all panels and pieces are
joined correctly and assembled properly according to design
specifications. If the Contractor provided design specifications for a
workspace that does not meet actual furniture placement or
specifications, the Contractor shall correct such differences to the
PART 2 of the Solicitation Documents SECTION 2-A: Scope of Work |
Template version 1.3.1 (dd-mmm-2017) Page 4 of 42 Z
Request for Proposals Arizona Department of
Administration
Solicitation No: ADSO18-00008152 State Procurement
Description Office
Furniture, Products and Services 100 N 15th Ave., Suite 402
Phoenix, AZ 85007
3.2.3
3.2.4
Customer’s satisfaction. Examples of discrepancies include but are not
limited to gaps, furniture misalignment, and non-level furniture both
vertical and horizontal. The Contractor is responsible for ensuring design
dimensions match the installation area dimensions to ensure properfit.
3.2.2.8.2 There are certain facilities across the State where a background check is
required for all contractors performing work-This cost is the
responsibility of the contractor
Disassembly, Relocation, and ReconfigurationServices:
3.2.3.1 Contractor shall include one (1) hourly rate for disassembly, moving, and reconfiguration
services in connection with systems and free standing furniture installations that are not
part of the initial purchase and installation. This rate will serve as the basis for the actual
cost estimate to be submitted when a specific requirement is requested by a using
agency.
3.2.3.2 In the case of reconfiguration projects only the actual working time (in hours) necessary
to complete the job shall be invoiced to the Customer.
3.2.3.3 Contractor shall include an hourly rate or piece rate for cleaning chairs and panels
Repair:
Contractor shall include an hourly rate for repair services on existing furniture no older than ten
(10) years. If a component is broken on a piece of existing (purchased from a previous contract)
furniture this service will allow a Contractor to repair said component for requesting Customer.
3.3 Minimum Requirements;
Along with a quality product, we are looking for Contractors with demonstrated professional integrity, a
longstanding reputation in the furniture industry and specific abilities to supply, install and service furniture
to the State. In forming a long-term relationship with the Successful Contractor(s), some of the qualities we
expect include:
3.3.1
3.3.2
3.3.3
3.3.4
Experience: Dealers with a minimum of five (5) years’ experience reselling, distributing and or
installing office furniture, demonstrating longstanding relationship with manufacturers, in the State
of Arizona. Manufacturers bidding directly need to be in business for at least ten (10) years and
have a proven strong track record of working with State agencies and cooperatives.
Customer Service: The Contractor(s) shall provide a single, local point of contact (and a backup) to
handle questions or problems that may arise throughout the life of a resultant contract. At least
one Customer Service Representative must be available during Contractor’s operating hours.
Manufacturer Authorization Letters:
3.3.3.1 Dealers are required to submit Manufacturer Authorization documentation for each
product line included in their offer. The authorization letters shall be addressed to the State
of Arizona State Procurement Office, attention Rocky Advani, State Procurement Manager
referencing Solicitation No. ADSPO18-00008152. The letters shall state that the
manufacturer will allow said Contractor to distribute their product line for an awarded
contract. The letter will also validate the warranty terms in section 3.3.7
3.3.3.2. Manufacturers who elect to submit a direct offer are requested to submit a list of
authorized dealers, resellers, installers or distributors whom they will utilize throughout the
life of a resultant contract. If the Manufacturer does not have authorized dealers, resellers
or distributors and will provide all products and services direct, this shall be noted within
offer.
Electronic Catalog: The successful Contractor(s) may be required to submit their items list in an
electronic format designated by theState.
General: All furniture, panels and components shall be of a design material and workmanship to
withstand hard, daily usage over an extended life with a minimum of maintenance and repair. All
panels shall stand erect and rest firmly on their bases to assure safety, good appearance, and
provide for a stationary work position. All panels shall be plumb and level. Panels and components
shall have identical range of modularity so that they are interchangeable between workstations.
The system shall be capable of being installed over finished flooring without penetration or
PART 2 of the Solicitation Documents SECTION 2-A: Scope of Work =
Template version 1.3.1 (dd-mmm-2017) Page 5 of 42 7.
Request for Proposals Arizona Department of
Administration
Solicitation No: ADSO18-00008152 State Procurement
Description Office
Furniture, Products and Services 100 N 15th Ave., Suite 402
Phoenix, AZ 85007
demarcation or the use of floor fasteners so as to allow for reconfiguration without any floor
patching.
3.3.6 Delivery and Storage:
3.3.6.1 Delivery is defined as transportation of the products from the local distribution site to
the Customers site. Delivery shall be made by drop shipment or delivery with installation,
3.3.6.2 Contractor(s) shall be able to deliver Products and services to all State Agencies and
Purchasing Cooperative Members throughout the entire State of Arizona. A timetable
for delivery shall be provided by the Contractor at time of quote;
3.3.6.3 Delivery shall be made within 30 days of receipt of a contract release order/purchase
order on items in stock. For specialty order items or items not considered normal stock,
extended delivery dates may be allowed. In such cases, the extended delivery date shall
be provided at the time of quote;
3.3.6.4 Emergency or rush delivery requests by the Ordering Agency that require special
shipping and handling charges may be at the Ordering Agency’s expense, but only with
prior written approval from the Ordering Agency. Approved emergency or rush delivery
shipping charges shall be added to an invoice as a separate lineitem.
3,3.6.4.1 In the event an emergency or rush delivery is required as the result of an
error on the Contractor's part all shipping and handling charges shall be
the responsibility of the Contractor.
3.3.6.5 Contractors are required to hold product up to 45 days without any additional charge if
there are any unforeseen delays outside the control of the purchasing entity
3.3.7 Warranty: The Contractor must warrant the furniture products and materials (excluding fabric)
offered under this contract, as follows: Please note that labor will be included under the
warranty-The State or Cooperatives will not be charged any additional amount when these items
are under warranty
3.3.7.1 Chairs/Seating — Minimum of ten (10) years-structural and mechanical;
3.3.7.2 Free Standing Tables — Minimum of ten (10) years;
3.3.7.2.1 The mechanism for height adjustable tables must be at least seven (7) years
3.3.7.3 Systems / Modular Furniture - Minimum of ten (10) years;
3.3.7.4 Free Standing Desks / Casegoods — Minimum of ten (10) years;
3.3.7.5 Storage - Minimum of ten (10) years;
3.3.7.6 Classroom / Special School Furniture ~ Minimum of ten (10) years;
3.3.7.7 Architectural Walls ~ Minimum of ten (10) years; includes product and installation
3.3.7.8 Health Grade Furniture — will vary
3.3.7.9 Public Seating for High Traffic Areas — Minimum of ten (10) years
Products (including parts and components) that fail under normal use as a result of a defect in
design, materials, workmanship, or installation shall be repaired or replaced free of charge
(including labor, delivery, and installation) throughout the warrantyperiod.
Products that require warranty repair or replacement must be repaired or replaced within a
reasonable time frame, or within a time frame that is agreed to in writing. This process is to
ensure
sufficient lead time for ordering warranty parts, components or products during the entire
warranty period.
EXHIBITS TO THE SCOPE DOCUMENT
No Exhibits apply to the Scope of Work.
End of Section 2-A
PART 2 of the Solicitation Documents SECTION 2-A: Scope of Work -
Template version 1.3.1 (dd-mmm-2017)} Page 6 of 42 Z
Request for Proposals Arizona Department of
Administration
Solicitation No: ADSO18-00008152 State Procurement
Description Office
Furniture, Products and Services 100 N 15th Ave., Suite 402
Phoenix, AZ 85007
SECTION 2-B: Pricing Document
Please fill out the excel spreadsheet for all the Categories you are bidding for-All suppliers are required to fill the first tab-Labor
Rates & Delivery Fees-The Discount % in each of the Categories is the % off the Published List Price for the manufacturers
catalog-The State pricing is expected to be close to GSA pricing where applicable. Please provide your GSA schedule where
applicable for comparative purposes
1.0 Compensation
11 FIXED-PRICE. Through the bidding process, a fixed price is determined. This fixed price encompasses all of the
contractors costs for the scope of work and represents the total compensation to the contractor
1.2. CONTRACTED LABOR RATES.
2.0 Reserved
2.1. COST-REIMBURSEMENT.
Reserved
3.0 Pricing
3.1 FIXED-PRICE. Through the bidding process, a fixed price is determined. This fixed price encompasses all the
contractor's costs for the scope of work and represents the total compensation to the contractor
3.2 UPCHARGES. When required this will be handled on a case by case basis
40 Funding
No particular funding considerations apart from paragraph 4.3 of the Uniform Terms and Conditions [Availability of Funds]
have been identified as of the Solicitation date.
5.0 Invoicing
5.1 INVOICES GO TO BUYING ENTITY. Contractor shall submit all billing notices or invoices to the ordering Eligible Agency
or Co-Op Buyer at the address indicated on the applicable Order document.
5.2 MINIMUM INVOICE REQUIREMENTS. Every invoice must include the following information:
Bill-to name and address
Contractor name and contact information
Remit-to address
State contract number
Order number (typically the ProcureAZ PO #)
Invoice number and date
Date the items shipped or services performed
Applicable payment terms
Contract line item number
Contract line item description
Quantity delivered or performed
PART 2 of the Solicitation Documents SECTION 2-B: Pricing Document it
Template version 1.3.1 (25-OCT-2017) Page 7o0f42 0 &
Request for Proposals Arizona Department of
Administration
Solicitation No: ADSO18-00008152 State Procurement
Description Office
Furniture, Products and Services 100 N 15th Ave., Suite 402
Phoenix, AZ 85007
Line item unit of measure
Item price
Extended pricing
Total invoice amount due
5.3 NO INVOICE WITHOUT AUTHORIZATION. Contractor shall not seek payment for any:
1. Services that have not been authorized.
6.0 Payments
6.1 PAYMENT. The applicable Eligible Agency or Co-Op Buyer shall pay undisputed amounts due to Contractor within the
time period specified in Article 4 of the Uniform Terms and Conditions
6.2 JOINT CHECKS OR DIRECT PAY. applicable Eligible Agency or Co-Op Buyer may, but is under no obligation to, pay by
joint check or to pay directly to any Subcontractor or other creditor to whom any portion of Contractor’s requested
payment is owed.
6.3 RECOVERY OF OVER-PAYMENT. If applicable Eligible Agency or Co-Op Buyer determines that an over-payment has
been made to Contractor on any prior invoice, it shall inform Contractor of the amount and date of the over-payment
and may deduct the over-paid amount from amounts then or thereafter due to Contractor.
6.4 PAYMENTS TO SUBCONTRACTORS. Contractor shall make payment of all undisputed amounts due to Subcontractors
within thirty (30) days of receipt of funds from applicable Eligible Agency or Co-Op Buyer applicable to their services.
6.5 AUTOMATED CLEARING HOUSE. applicable Eligible Agency or Co-Op Buyer may pay invoices for some or all Orders
through an Automated Clearing House (ACH). In order to receive payments in this manner from Eligible Agencies,
Contractor must complete an ACH Vendor Authorization Form (form GAO-618) within 30 (thirty) days after the
effective date of the Contract. The form is available online at:
https://gao.az.gov/afis/vendo!
‘ormation
7.0 Exhibits to the Pricing Document
None
Please note that in order for Offeror to be susceptible, there must be a $1.00 response under Unit Cost on the Items Tab in ProcureAZ
End of Section 2-B
PART 2 of the Solicitation Documents SECTION 2-B: Pricing Document is
Template version 1.3.1 (25-OCT-2017) Page 8 of 42 Z.
Request for Proposals Pron pe pement of
Administration
Solicitation No: ADSO18-00008152 State Procurement
Description Office
Furniture, Products and Services 100 N 15th Ave., Suite 402
Phoenix, AZ 85007
SECTION 2-C: Special Terms and Conditions
The Special Terms and Conditions modify the Uniform Terms and Conditions and its Appendices. It can
modify them by replacing, deleting, appending to, or revising the text of an existing provision or by
inserting a new paragraph into an existing article. No other document modifies or adds to the Uniform
Terms and Conditions, except as may subsequently be otherwise and expressly agreed and incorporated
by Contract Amendment.
| 1.0 Definition of Tern
As used in the Contract, the terms listed below are defined as follows:
1.1 Acceptance
1.2 Accepted Offer
1.3 Arizona Procurement
Code;
A.R.S.; A.A.C.
1.4 Arizona TPT
1.5 Attachment
1.6 Building Work
1.7. Commercial
Document
1.8 Contract
PART 2 of the §
Version 13.3 (7/21/2016)
licitation Documents: SECTION 2-C: Special Terms and Conditions
“Acceptance” means the document headed “Offer and Acceptance Form” bearing the State
contract number once Procurement Officer has signed it to signify (1) State’s formal acceptance
of the Accepted Offer and (2) the formation of the Contract. For clarity of intent, the foregoing is
not to be confused with the term “acceptance” used throughout the Contract in the context of
delivery, inspection, etc., with respect to Materials or Services.
If State did not request a Revised Offer, then “Accepted Offer” means the Initial Offer.
If State did request a Revised Offer but not a Best and Final Offer, then “Accepted Offer” means
the latest Revised Offer.
If State requested a Best and Final Offer, then “Accepted Offer” means the Best and Final Offer.
“Arizona Procurement Code, “A.R.S.,” and “A.A.C.” are each defined in the Instructions to
Offerors.
“Arizona TPT” means Arizona Transaction Privilege Tax. For information, refer to the Arizona
Department of Revenue (DOR) website at:
https:/www.azdor.gov/business/transactionprivilegetax.aspx.
“Attachment” means any item that:
the Solicitation required Offeror to submit as part of the relevant Offer
{e.g., Initial Offer, Revised Offer, or BAFO);
was attached to an Offer when submitted; and
was included in the Accepted Offer.
“Building Work” means everything covered by the definitions in A.R.S. § 41-2503 [Definitions] of
the terms “construction” (para. 4), "maintenance services" (para. 26), and "operations services"
(para. 28).
“Commercial Document” means Section 2-B of Part 2 of the Solicitation Documents provided
that, if there is no such Section in the Contract, then “Commercial Document” is to be construed
as referring to whatever item in the Contract contains the contracted pricing and payment
provisions,
“Contract” means, collectively, the Acceptance, the Solicitation Documents, the Accepted Offer,
all acknowledged Orders, and any Contract Amendments. See paragraph 1.22. The Contract is
identified as a “Purchase Order” in ProcureAZ, since that is the terminology used in the
software; use of that term in ProcureAZ is not to be confused with the contractual term “Order”
defined in paragraph 1.21.
Page 9 of 42
Request for Proposals nuore! cae of
Solicitation No: ADSO18-00008152 State Procurement
Description Office
Furniture, Products and Services 100 N 15th Ave., Suite 402
Phoenix, AZ 85007
1.9
1.11
1.12
1.13
1.14
1.15
1.20
1.21
PART 2 of the Soticitation Documents:
Contract
Amendment
Contract Terms
and Conditions
Contractor
Contractor Indemnitor
"Co-Op Buyer
Day
Eligible Agency
Gratuity
Indemnified Basic
Claims
Instructions
to Offerors
Materials
Offer; Initial Offer;
Revised Offer;
Best and Final
Offer (BAFO)
Order
Version 11.3 (7/21/2016)
"Contract Amendment" means a document signed by Procurement Officer that has been issued
for the purpose of making changes to the Contract after execution. The term “Change Order” in
ProcureAZ is to be construed as being synonymous with “Contract Amendment”.
“Contract Terms and Conditions” means the Special Terms and Conditions and these Uniform
Terms and Conditions taken collectively.
“Contractor” means the Person identified on the Accepted Offer who has entered into the
Contract with State.
“Contractor Indemnitor” means Contractor or any of its owners, officers, directors, agents,
employees, or Subcontractors.
“Co-Op Buyer” means a member of the State Purchasing Cooperative that has entered into a
“Cooperative Purchasing Agreement” with the Arizona Department of Administration State
Procurement Office under A.R.S. § 41-2632. Unless there is an applicable Cooperative
Purchasing Agreement in effect at the time, a State Purchasing Cooperative member cannot be
a Co-Op Buyer. For reference, “Co-Op Buyer” is to be construed as encompassing “eligible
procurement unit” under A.A.C. R2-7-101(23).
NOTE: Membership in the State Purchasing Cooperative is open to all Arizona political
subdivisions, including cities, counties, school districts, and special districts. Membership is also
available to non-profit organizations, other state governments, the federal government and
tribal nations. For reference, “non-profit organizations” are defined in A.R.S. § 41-2631(4) as any
nonprofit corporation as designated by the IRS under section 501(c)(3) through 501(c)(6) of the
tax code.
“Day” means a calendar day unless otherwise specified in a particular context.
If the Special Terms and Conditions indicates that the Contract is a “single-agency” contract,
then “Eligible Agency” means the particular State of Arizona agency, university, commission, or
board identified therein. If the Special Terms and Conditions indicates that the Contract is a
“statewide” contract, then “Eligible Agency” means any State of Arizona department, agency,
university, commission, or board.
“Gratuity” means a payment, loan, subscription, advance, deposit of money, services, or
anything of more than nominal value, present or promised, unless consideration of substantially
equal or greater value is received.
“Indemnified Basic Claims” means any and all claims, actions, liabilities, damages, losses, or
expenses, including court costs, attorneys’ fees, and costs of claim processing, investigation and
litigation, for bodily injury or personal injury, including death, or loss or damage to any real or
tangible or intangible personal property, collectively. See paragraph 6.3.
“Instructions to Offerors” is Section 1-B of Part 1 of the Solicitation Documents.
“Materials” has the meaning given in A.R.S. § 41-2503(7) to the extent those things are included
in the Work, which, for convenience of reference only, is “... all property, including equipment,
supplies, printing, insurance, and leases of property [but] does not include land, a permanent
interest in land or real property or leasing space.” Materials includes software, except that If
software is sold or provided as a service, then to the extent it consists of encoded information or
computer instructions it is included in “Materials” and to the extent it is a service it is in
“Services”.
“Offer,” “Initial Offer,” “Revised Offer,” and “Best and Final Offer” (“BAFO”) are each defined in
the Instructions to Offerors.
“Order” means the instrument by which State authorizes Contractor to perform some or all of
the Work. Whether the Contract will have one Order or many Orders depends the scope of the
SECTION 2-C: Special Terms and Conditions
Page 10 of 42