Utah State Contract (Education Furniture) – MA3238

Contract – MA3238

Spacesaver Intermountain has an agreement for a State of Utah Cooperative Contract to provide filing, storage, and accessories for the benefit of all Utah public entities, nonprofit organizations, and agencies of the federal government, i.e. State of Utah departments, agencies, and institutions, political subdivisions (colleges, universities, school districts, special service districts, cities, counties, etc.)

Item: Filing, Storage, Carts, Lockers, and Accessories

 

Spacesaver Intermountain, LLC. Showroom

249 South 400 East

Salt Lake City, UT 84111

Vendor: 930070A

 

General Contact: Rob K. Lundquist

Telephone: 801-363-5882

Fax Number: 801-359-4326

Email: [email protected]

 

Price:

Terms:

Effective Dates: 08/26/2019 through 08/25/2024

Potential Renewal Options Remaining: None

Days Required for Delivery: 15-80 Days

Price Guarantee Period: 1 Year

 

Freight: Drop Ship, Dock Delivery, Lift-gate Service, Installation.

 

This is a New Contract.

Solicitation #: AC19009

 

Products:

Product listings include:

Storage and Accessories- Storage and Accessories includes: trophy and display cases, caddies, shelving (laminate, wood, metal), bookcases (wood, metal, laminate), chemical/flammable storage, blueprint storage, music/instrument storage, mobile cabinets, cabinets to store and recharge devices, and cabinets with locking options.

Carts – A cart is used for a variety of purposes and includes: Storage, Lecterns, Podiums, Utility, Book Trucks, Platform, AV, Flat Panel, Presentation, Science, Syncing/Charging, Laptop, Antimicrobial, Specialty (Geology/Microscopes/Etc.), Mobile Lab Units, Music/Folio & Instruments.

Lockers and Accessories – Lockers include Metal, Plastic, Wood Lockers and Storage Cubby’s for school, gym, and classroom environments in a variety of sizes and styles for Preschool, K-12 and Higher Education. Accessories may include locks feet, anchors, gauge of steel, and locker room benches.

Services:

Service categories are required of each Contracted Supplier.

Customer service including, but not limited to, sales service, customer service, product information services, and warranty services.

  • The Contracted Supplier shall have one lead representative for each entity that has a contract. Contact information shall be kept current.
  • Customer Service Representative(s) shall be available by phone or email at a minimum, from 8 A.M. to 5 P.M. on Monday through Friday in their respective time zones.
  • Customer Service Representative will respond to inquiries within one business day.
  • The Contracted Supplier shall provide Design Services for the applicable categories.
  • The Contracted Supplier shall provide Installation Services for the applicable categories.
  • Quotes provided to the Eligible User by the Contracted Supplier shall contain, at a minimum, the following elements:
    • Contract number
    • Item list price
    • Contracted discount percent
    • Contract price
    • Installation and design fees, as applicable, shown as hourly rates
  • Quotes provided by the Contracted Supplier shall be approved by the Purchasing Entity prior to work commencement.
  • Quotes to Eligible Users must include all miscellaneous required items such as hardware, brackets, clamps, braces, etc. that would be necessary for the installation and layout in compliance with the manufacturer’s recommendation. Additional items or charges cannot be added after award of order, unless prior approval is received from the Eligible User.
    • Invoices provided by the Contracted Supplier shall contain, at a minimum, the following elements:
    • Purchase order number or other identifying order number.
    • Contract number.
    • Payment terms shall be in line with the State of Utah Terms and Conditions.

Pricing that reflects that which is on the purchase order or other ordering confirmation documentation as applicable (i.e. signed quote, work order etc.)

 

Design Services:

Contracted Supplier shall provide to all Eligible Users design services at no additional charge. Design Services include, but are not limited to, space planning, installation plans, furniture migration strategies, reconfiguration of existing furniture, inventory of existing furniture, assistance with furniture selection, interior office design, and computerized installation drawings.

  • Fabric, paint, and finishes shall be available electronically and incorporated in detailed drawings to aid in the selection process. The accuracy of all facility dimensions, obstructions, and attributes shall be the responsibility of the Contracted Supplier.
  • The Contracted Supplier shall be responsible for all field verifications and any overages or shortages or all other ordering errors resulting from orders based on the design work completed by or on behalf of the Contracted Supplier. Approval of design work by the Eligible User does not constitute responsibility for the Contracted Suppliers’ design or ordering process.
  • If the Contracted Supplier for each Eligible User is found to have designed and specified a new furniture installation which does not fit properly due to inaccurate floor plans, it shall be the Contracted Supplier’s responsibility (financially and logistically) to resolve the matter to the Eligible User’s satisfaction. No payment shall be made until the issue is fully resolved and approved by the Eligible User’s project manager.
  • The Contracted Supplier shall provide an installation plan showing in detail, the position of all new furniture products, wall heights, colors, voice/data outlets, and electrical tie-ins (whips/hardwire/plug-in). The Eligible User’s project manager shall approve, in writing, the final plan.
  • The Contracted Supplier shall be responsible for all plans and their review for correct product application and stability. The Contracted Supplier is responsible for notification to the Eligible User’s project manager immediately of any deviations or inconsistencies with product capabilities, including unusual assembly requirements.
  • The Contracted Supplier is responsible for accurately specifying all necessary products including parts, components, connectors, fillers, trim pieces, and other items in the plan and on the component list. If parts are missing at assembly time, the Contracted Supplier is responsible for the quick shipment (within the agreed upon timeframe) of the missing parts.

Design services required for RECONFIGURATION of existing furniture:

These services are optional to the Eligible User and the Contracted Supplier. The Contracted Supplier may or may not offer these services. If this optional service is offered by the Contracted Supplier the scope of work, and hourly rates shall be negotiated with the Eligible User.

  • PRODUCT INVENTORY. A designer is required to go out to the existing space and assess/inventory the existing furniture layout and products. A drawing and specification list of the existing furniture layout is required prior to beginning a reconfigure.
    • If the original design was completed by the Contracted Supplier and they have the drawings/design on file, the Contracted Supplier shall verify the existing layout against the drawings then update the Attachment B drawings to verify we have an accurate design/layout/count of existing products prior to beginning the new design.
    • If the original design was not completed by the Contracted Supplier or they don’t have drawings/design on file, then the Contracted Supplier shall need to create a new set of drawings that reflect the current furniture layout prior to beginning the new design.
  • FIELD VERIFICATION of facility dimensions, this includes going on site to inspect and measure the space along with updating the customer provided CAD drawings to reflect accurate dimensions, or creating the CAD drawings if they don’t exist.
  • FURNITURE SPACE PLANNING, LAYOUT, and 3D RENDERING, this may include multiple revisions based on Eligible User feedback. Space planning may include preliminary block plans to determine space utilization or may include specific product application and design. Designers shall ensure that drawings meet all building, electrical and fire codes, and may obtain approval from building department as required.
  • FURNITURE SPECIFICATION, this includes creating parts lists based on the layout of the space, application of CMF, and specification/coordination of electrical/data. This also includes a double check of work to make sure all specifications meet code and match the requested finishes, quantities and sizes on the floor plan. This may also include time to research and present multiple product options as requested. Each time the layout or CMF is revised the specification must also be revised. A proposal is created from final specifications and allows an order to be placed.
  • COLOR, MATERIAL and FINISH (CMF) recommendations. This may include time to research and present multiple options as requested. When an Eligible User’s own material (COM) is selected, a designer must spend time verifying yardage and application of COM along with availability and compatibility on product. Each time colors or finishes are revised by an Eligible User the specification must also be revised.
  • FINAL FLOOR PLANS are created and used for Eligible User sign off and installation, to include furniture layout, electrical/data locations, etc. These may be provided to an Eligible User as a printed copy or electronic PDF format.

The Contracted Supplier must comply with all applicable Federal, State, and Local regulations, codes, and laws and be liable for all required insurance, licenses, permits, bonds, taxes, and inspections.

 

Installation Services:

Installation Services include all labor required to disassemble, assemble, delivery, setup, install, and otherwise finish an office installation or remodel project.

The Contracted Supplier shall take precautions during the installation of any product not to damage the premises or the property of the Eligible User. If damages does occur as a result of operations under this contract, the Contracted Supplier is responsible for Attachment B ensuring that the affected area/item(s) are returned/restored to their original condition or the Contracted Supplier shall make restitution, as agreed upon by the parties.

  • The Contracted Supplier shall be fully responsible for the assembly team and the supervision of the team.
  • The Contracted Supplier is responsible for ordering any missing, damaged, or incorrect items upon discovery.
  • The Eligible User shall incur no additional charges as a result of the Contracted Supplier’s error.
  • The Eligible User reserves the right to hire or make arrangements for additional cleaning personnel if the Contracted Supplier is not able to properly clean and ready the site for occupation by the designated move in date.
  • The cost of additional cleaning shall be fully reimbursed by the Contracted Supplier.
  • Installation must happen in a manner that allows assembly and disassembly to occur with minimal disruption, time, noise volume, and space usage.
  • The Contracted Supplier shall work cooperatively with the Eligible User and participate in the final walk-through inspection and provide a punch out checklist that will be approved and signed by the Eligible User’s project manager.
  • A punch list written by the Contracted Supplier and the Eligible User shall be created consisting of a listing of any missing, incorrect, or damaged items approved and signed by the purchasing entity after issues are resolved.
  • The Contracted Supplier is responsible to ensure that a final cleaning will be completed prior to the final walk-through and shall include a wet wipe down of all surfaces, vacuuming of carpet or broom sweeping of solid surface flooring, and any other cleaning required for the work stations to be in move-in condition.
  • The Contracted Supplier shall be fully responsible for the assembly of installed product. Installed product shall be fully assembled and ready for use the agreed upon timeframe of the Eligible User.
  • The Contracted Supplier shall place all desk, tables, filing, metal storage and wooden case-goods in the location designated by the Design Plan or Eligible User.
  • Installation crews are responsible for all of their own tools, supplies, and equipment and assume all risk and/or loss. The Eligible User is not responsible for tools left at the job site.

Refer to Section Delivery for additional Installation Requirements.

 

Delivery Services:

Unless otherwise noted on a purchase order the Contracted Supplier shall comply with the following delivery requirements:

  • The Contracted Supplier shall be able to offer the following delivery methods. Pricing and fees for additional services, such as inside delivery, lift-gate, dock delivery, and other non-standard requests, will be negotiated by the Eligible User. All additional delivery charges shall be included on the purchase order.
    • Drop Ship – FOB Destination Freight Prepaid. Product is brought to the tailgate or end of truck and purchasing entity is responsible to unload. No additional freight charges apply.
    • Dock Delivery – Products will be delivered and unloaded by a common carrier to a dock. There are times when a purchasing entity may want to order, as an example, seating or accessories, and does not need assistance with installation or assembly and prefers the product to delivery directly to their facility dock.
    • Inside Delivery – Products will be delivered by the Contracted Supplier inside an office building location as designated on a purchase order. Products will be unloaded and unboxed with no assembly required by the Contracted Supplier.
    • Lift-gate Service – Products will be delivered to a receiving address that does not have a loading dock. Manual unloading is necessary and a lift-gate truck that can raise and lower a shipment from the truck to the ground will be required.
    • Installation – Products will be delivered, unloaded, and assembled by the Contracted Supplier, according to design plan and to a move-in ready condition incorporating Section 3 Installation of Product requirements.
  • Delivery of goods shall be made to any location specified on the purchase order. This could include multiple delivery locations on one (1) purchase order. These locations may include, but are not limited to, standard office buildings, high-rise office buildings, receiving docks, and staging areas.
  • It shall be the responsibility of the Contracted Supplier to offer the services required to deliver, unload, uncrate, and assemble items ordered from any product category offered.
  • The Contracted Supplier is responsible for the removal of all packaging materials from the job site on a daily basis. Dumpster and trash receptacles that belong to the Eligible User shall not be used.
  • Under no circumstances will the Eligible User’s personnel assist with unloading product.
  • Eligible User’s may elect to accept partial deliveries, however, final payment will not be made until all products have been received and accepted unless a partial delivery was at the request of the Eligible User.
  • The Contracted Supplier is responsible for storage of product(s) prior to the delivery and installation date as established on the purchase order. If a delivery is delayed by the eligible user, they shall negotiate a new delivery date with the Contracted Supplier and revise the purchase order. Storage costs associated with the delayed deliveries requested by the eligible user will be negotiated on a project basis.
  • Emergency or rush deliveries requested by the Eligible User that require special shipping and handling charges may be at the Eligible User’s expense, but only with prior written approval from the Eligible User and a delivery date agreement from the Contracted Supplier. Emergency or rush shipping charges shall be added to an invoice as a separate line item.
  • In the event emergency or rush delivery is required as the result of Contracted Supplier’s error; all shipping and handling charges shall be paid by the Contracted Supplier.

The acceptance of delivery with or without objection shall not waive the right to claim damage for breach nor constitute a waiver of requirements for timely delivery or performance of any actions that shall remain the obligation of the Contracted Supplier. Unless otherwise stated in the project agreement, if delivery of critical components to perform job function are delayed more than ten (10) business days beyond the delivery terms as stated in the purchase order, the Contracted Supplier will be given the opportunity to provide a substitute product that meets the needs of the Eligible User until the ordered product is delivered. The Eligible User reserves the right to determine if the substitute product is acceptable and meets its needs. Should substitute product not meet the needs of the Eligible User or if the Contracted Supplier does not provide a substitute product then the Eligible User may impose a penalty equal to 3% of delayed product cost per week (Monday through Friday business week) for every week the delivery is delayed, assessed on the first day of each week. This penalty may be imposed at the discretion of the Eligible User, but does not preclude the Eligible User from compensation from the Contracted Suppler for other expenses or penalties caused by the late delivery. Eligible User acknowledges that Contracted Supplier will not be liable to the extent that any such delays are caused by order changes requested by the Eligible User, construction/inspection delays at Eligible User’s site, and/or force majeure events.

Damage and/or Incorrect Product

  • Damaged or Incorrect Product shall be reported to the Contracted Supplier by the Eligible User within a 45-day time frame, or as noted on the purchase order, after the damage is noticed.
  • The Contracted Supplier is responsible for pick-up and repair or replacement of all damaged goods within a 45-day time frame, or as noted on the purchase order, acceptable to the Eligible User.
  • The Contracted Supplier shall bear all risk of loss or damage with respect to returned products except for loss or damage directly attributable to the negligence of the Eligible User.
  • For F.O.B Destination, freight prepaid shipments, the Contracted Supplier is responsible for filing all claims for damage with carriers or other responsible parties in a timely manner.
  • The Contracted Supplier is required to keep the Eligible Users informed of the replacement process and delivery date for any and all replacement orders.
  • The Eligible User will not be charged a re-stock fee for any returns due to a Contacted Supplier error.

In the event that an Eligible User does not accept product due to damages or shipment error as described above, no Eligible User shall pay additional shipping and handling charges for the shipment of replacement products.

 

Warranty:

The Contractor must, at a minimum, offer education furniture products and materials that meet the following warranty requirements. The products must carry a ten (10) year warranty. Contractors may exclude textiles, color fastness, electrical components, pneumatic cylinders and other moving parts from the ten (10) year warranty but must provide a document describing the warranty offered and period of time for these items. If not explicitly excluded, items must carry the ten (10) year warranty. Specialty products, ancillary products, and accessories must offer a warranty minimum of five (5) years. Seating fabric shall have a minimum of a five (5) year warranty. The Outdoor Furniture category shall have a minimum of a five (5) year warranty. Products (including parts and components) that fail under normal use as a result of a defect in design, materials, workmanship, or installation must be repaired or replaced free of charge (including labor, delivery, and installation) throughout the warranty period. Products that require warranty repair or replacement must be repaired or replaced within a reasonable time frame that is agreed to in writing by the Eligible User.

 

Product Offering:

All products offered must be new. Any used, shopworn, refurbished, demonstrator, prototype, or discontinued models are not acceptable. Attachment B All exposed ends, junctions, corners or exposed changes in height must be finished and color matched.

 

Environmentally Preferred Products:

All environmentally preferred products offered by the Contractor, if applicable, must comply with the most current version of the appropriate ANSI/BIFMA standard as well as comply with all applicable federal, state, municipality, local and borough, regulations, codes, and laws. If there is a conflict, the most stringent applies. Contractor has provided environmental information for posting with this contract and shall keep such environmental information updated as needed.

 

Product Manuals Available Upon Request

Contractors shall provide an owner’s manual, which may include installation instructions and serviceable parts lists, upon request. Manuals may be available via the Contracted Supplier’s website and Contractors may direct an Eligible User to the website for access to the manual.

Prices for Spacesaver Intermountain, LLC:

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