Request for Proposal (RFP) # 1515373-22
This Request for Proposal (RFP) is an invitation by the Toronto Police Service (TPS) to prospective and qualified Proponents to submit proposals for the Supply, Delivery and Installation of System Furniture, Case goods, Seating & Ancillary Furniture, as further described in this RFP.
Submission Requirements
Proposals must be submitted through the MERX Electronic Bid Submission (“EBS”) System (https://www.merx.com/).
For assistance in using MERX, please contact MERX directly at 1-800-964-MERX or visit the MERX website at www.merx.com/.
Proponents are to submit their proposal through the MERX EBS System prior to 1:00:00 P.M. local time on Friday August 19th, 2022.
Objective
To aid in the facilitation of this new furniture & equipment, TPS is seeking a supplier of System Office Furniture, Specialty Furniture, Case Goods, Seating and Ancillary Furniture. Preference will be given to Proponents who are able to supply furniture from the majority of the three (3) categories A, B & C listed in this proposal from a single dealer.
Note: No sub- contractors will be permitted on any part of the Project Team.
The successful Proponent will develop a standards book with TPS upon contract award that will be the framework for future office planning and design. The Proponent shall provide consultation in office planning and design using TPS office standards. This includes site verification, prior to providing a solution or proposed furniture layout. The Proponent shall provide drawings in AutoCAD and quote within three (3) days (72 hours) after confirmation of scope and/or site visit has been completed. It’s the Proponent’s responsibility to verify AutoCAD drawings reflect the site conditions prior to developing final drawings and quotes for TPS approval and sign off. The Proponent cannot place an order till client has authorized and issued a purchase order to proceed.
Upon completion of a delivery and installation, the vendor shall provide as built AutoCAD and pdf drawings, warranty information, manuals, etc. The Proponent shall identify any deficiencies or parts missing during or at end of the installation with TPS Facilities Management (FCM) project lead within twenty-four (24) hours and shall confirm the rectification period.
The vendor must be able to manage, reconfigure, and supply parts and pieces for the new and possible existing furniture where feasible. TPS’s existing furniture inventory may be reused and require professional warranted installation by the successful Proponent. The existing inventory will be incorporated into the overall planning where it will be the most efficient and cost effective.
As part of a new installation, the Proponent may be requested to responsibly dispose /recycle old furniture considered at the end of its life cycle and/or moving surplus inventory to TPS storage warehouse.
For informational purposes only, the following is a list of the types of items by category that are included in the Request for Proposal (RFP) package. The list is not a definitive list and is subject to change:
Category A – Systems Furniture
- Systems furniture workstations comprised of panels, privacy screens, work surfaces, filing storage, pedestals, overhead storage, accessories, height adjustability, with and without power/comm. capabilities
- Misc. workstation accessories Including ergonomic accessories, desk accessories, whiteboards
- Height adjustable desks
- Typical Private Office suites comprised of some or all of the following: desk, return, storage tower, filing storage, overhead storage, book shelves, etc.
- Includes Executive and Director / Manager offices
Category B – Office Chairs & Seating (Task, Guest, Meeting Room, Lounge & Lunchroom)
- Including ergonomic seating types for executive and desk seating, guest seating, meeting room & training room seating
- Including sofas, lounge chairs, ottomans, sleeper / recliner chairs, stacking chairs
- Special ergonomic seating based on ergonomic medical needs (extended lumbar support, extra seat cushioning, etc.)
Category C - Freestanding Furniture
- Including conference & meeting rooms, multi-purpose rooms, training rooms, lunchroom, lounge areas (with and without power/comm. capabilities), credenzas and podiums, whiteboards (mobile & wall mounted)
- Filing for both letter and legal, storage & combination cabinets, bookcases
Outdoor Furniture
- Including picnic tables, benches, chairs & tables
- Seating, stools and tables
Category D - Specialty Furniture
- 24x7 Communications Centre furniture
- 24x7 Front counter furniture
- Detention grade furniture
Category E - Accessories
- Monitor arms
- Key board trays, etc.
Please refer to Appendix E Furniture Schematics, as reference and for a description of the general performance criteria for the products and to view the generic workstation typicals for design intent and overall dimensions.
Term of the Contract
The initial contract term shall be one (1) year, commencing after the successful completion of security background checks of assigned vendor personnel and TPS approvals.
The TPS reserves the right to an option to renew for nine (9) additional one (1) year periods, all in accordance with the terms, conditions, and specifications contained in the RFP.
Pricing shall be held firm for the initial term of this contract and the percentage discount for all offerings shall be held for five (5) years. Pricing for the subsequent option years shall not exceed the Consumer Price Index (CPI) and if exercised, will be mutually agreed upon.
The decision to renew the Contract for any option term will be at the sole discretion of the TPS. All terms and conditions of the Contract shall remain in effect and continue during the optional year(s).
Notwithstanding the above noted, the TPS retains the right to terminate any contract without notice for cause.
The Vendor shall not assign or sub-contract any part of this contract to a third party without the prior written approval of TPS.
Piggyback (if applicable)
The TPSB/TPS may, upon request, permit other public bodies and the Police Cooperative Purchasing Group (PCPG) to purchase against any part of the contract which may result from this RFP.
Proponents are requested to indicate on the Pricing Submission form if they will extend the pricing, terms and conditions of this proposal to other government agencies including PCPG, if the Proponent becomes the successful services provider.
If the successful proponent agrees to this provision, participating agencies may enter into a contract with the successful proponent for the purchase of services described herein based on the terms, conditions, prices, and percentages offered by the proponent. Minor changes in terms and conditions may be negotiated by participating agencies.
Please note: copies of the proponents submission may need to be provided to the interested agency (in confidence) in order to review prior to participating.
Non-Exclusivity
The creation of this RFP shall not be a guarantee of exclusivity.
Negotiations
The TPS reserves the right to enter into negotiations with any one or more proponents regarding price, scope of services, or any other term of their applications, and such other agreement or contractual terms as the TPS may require, at any time prior to execution of an agreement, whether or not a notice of intent to develop an agreement has been issued to any proponent and without reissuing this RFP; and to enter into simultaneous, competitive negotiations with multiple proponents or to negotiate with individual proponents, either together or in sequence, and to permit or require, as a result of negotiations, the expansion or reduction of the scope of services or changes in any other terms of the submitted applications, without informing other proponents of the changes or affording them the opportunity to revise their applications in light thereof, unless the TPS, in its sole discretion, determine that doing so is in the TPS’s best interest; and,
to discontinue negotiations with any proponent at any time prior to the execution of an agreement, whether or not a notice of intent to develop an agreement has been issued to the proponent, and to enter into negotiations with any other proponent, if the TPS, in its sole discretion, determine it is in the best interest of the TPS to do so.
All in accordance with the requirements stated in the RFP document to be downloaded.
