request for proposal (rfp) · 9/5/2019 · capabilities. 2. list projects recently completed of...

Request for Proposal (RFP) Office Furniture Supply, Delivery and Installation

Fair Haven Community Health Clinic, Inc. (FHCHC), a Federally Qualified Health Center, is seeking fee proposals to furnish office, administrative and reception areas of Shoreline Family Health Care, 221 West Main Street, Branford CT.

FHCHC is currently renovating approximately 13,000 square feet of single-story retail space to create a new community health care facility. Included in the space is administrative offices and non-medical client services.

The project is funded by State and Federal grant monies and will be subject to predetermined disbursement criteria including EEO and affirmative action requirements. The successful firm will be expected to deliver all furnishings as described within this document and complete installation per the timeline below. Proposals from women and minority owned businesses are encouraged.

Timeline of the RFP:

Timeline

9/5/2019 Release of RFP Documents

9/19/2019 Proposals must be received by 2:00 PM Eastern Daylight Time. Proposals may be either in hard copy or electronic.

Hard copy submission to: Administrative Offices of Fair Haven Community Health Clinic, Inc., at 374 Grand Avenue, New Haven, CT 06513 Attention: Janine Davey, Director of Facilities

OR electronic submission to: [email protected] 9/23/2019 Award Contract, procurement to begin immediately

11/11/2019 Delivery and Installation to begin

11/22/2019 Installation Complete

Fair Haven Communty Health Clinic, Inc. 1 of 8

mailto:[email protected]


Deliverables and Scope of Work:

1. Quote furniture per Attachment 1 (base specifications) and Attachment 2 (floor plan showingthe intended furniture layout). Additional information required:

• Colored cut sheet/brochure of the furnishings and finishes should be included inproposal.

• Pricing should include delivery and installation.• Manufacturer or vendor warranties.• Where applicable; note if line item pricing can differ based on final selection of colors,

finishes, fabrics, etc.• Where applicable; note if lead times vary based on final selection of colors, finishes,

fabrics, etc.

2. Respondents must satisfy the base bid in full in order for alternates to be considered. Alternatefurnishings must be equal or better quality in comparison to the base specification. Alternatescolumns may also be used for like new secondhand items currently available.

Second hand alternates will only be considered if:• The entire line item is satisfied with the same or coordinating second hand item or;• A specific segment of the line item can be completed i.e. 31 of 67 task chairs on casters

all identified for clinical operations.• Photos of the secondhand alternate must be included and adequately depict its

condition.• Pricing should include storage with respondent until the time of delivery and

installation as identified in timeline.

3. The successful respondent will be responsible for all aspects of procuring, ordering, shipping,receiving, inspecting, staging and installing the furniture at 221 W Main Street, Branford, CT.The office is accessible by a street-level entrance. No loading dock.

4. Respondent will be responsible for supervising the performance of the Scope of Work, includingperformance by any furniture related subcontractors. Respondent is responsible for overseeingproduct orders, deliveries, installations, punch-lists, and reasonable cleanup activities.

5. A final walk through upon completion of the project will be conducted by FHCHC or designee toensure the furniture package was delivered and installed as anticipated.

Design Respondents should make recommendations in their proposals for colors, finishes, fabrics etc. that coordinate, compliment and work with the overall finishes already selected in Attachment 3. Finishes should project calmness, nature and warmth in a timeless and professional design. The alternate fields in Attachment 1 can be used for a finish alternate, cost savings alternate or a second hand alternate. Samples, swatches and photos need to be included to accurately portray all finishes as recommended.


Submission Requirements: 1. Provide information on your firm including number of years in business and design

capabilities.2. List projects recently completed of similar type and/or scope3. Include three references for similar projects completed within the past two years.4. List materials, products, quantities and provide a total project cost5. Indicate current lead times for all products.6. List hourly rates of all personnel and/or subcontractors for labor related services.7. Qualified firms/vendors must submit bids to the Fair Haven Community Health Clinic, Inc.

(FHCHC) administrative office at 374 Grand Ave in New Haven by 2:00 pm, EDT on September19, 2019 in person or via email to [email protected]

8. Bids will only be accepted from Firms/Vendors bidding to the work in its entirety.

General Requirements: 1. Proposed Fees must include all costs for the project.2. Proposals must be valid for 60 days.3. Invoices shall be presented on a monthly basis and addressed and mailed to Patricia Moro, V.P

of Finance, Fair Haven Community Health Clinic, Inc., 374 Grand Avenue, Fair Haven, CT06513.

4. The selected firm will be required to enter into a contract with Fair Haven Community HealthClinic, Inc. Additional contract conditions may be required, depending upon the nature andextent of the services to be provided. Fair Haven Community Health Clinic, Inc. reserves the rightto negotiate a change or modification to any of the proposed contractual conditions.

5. All garbage, packing materials, crating and any other materials used for delivery or installationare to be removed from the site on a daily basis by the installers by their own means unless priorarrangements are made with the general contractor. Use of the Owner's dumpsters is notpermitted.

RFP General Terms 1. Acceptance of Proposal: Fair Haven Community Health Clinic, Inc. reserves the right to reject

any and all proposals and to waive informalities, if, at its discretion, the interests of Fair HavenCommunity Health Clinic, Inc. will be best served thereby.

2. Fair Haven Community Health Clinic, Inc. reserves the right to accept other than the lowest costproposal, and to negotiate the specified dollar amount, or any portion of that amount. Fair HavenCommunity Health Clinic, Inc. reserves the right to negotiate contract changes following theaward.

3. Fair Haven Community Health Clinic, Inc. reserves the right to cancel this RFP in writing orpostpone the date and time for submitting proposals at any time prior to the proposal due date.

4. No proposer shall have a right to make a claim against Fair Haven Community Health Clinic, Inc.in the event FHCHC accepts a proposal or does not accept any proposals.

5. Nondiscrimination: Vendor will not discriminate against any employee or applicant foremployment because of race, color, creed, religion, ancestry, sex, national origin, sexualpreference, disability, age, marital status, or status with regard to public assistance or as veteran.

6. Debarment and Suspension: The Contractor warrants and represents that neither it nor its




principals, employees or agents who would perform services under this RFP are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation by any Federal or State department or agency.

7. The following affirmations must be submitted with the proposal:

NON-COLLUSION CERTIFICATION The Bidder attests and affirms that to the best of its knowledge, none of its principals, corporate officers, employees, or agents has made, promised, or inferred an exchange of compensation for influence or advantage in obtaining this Bid pursuant to the Copeland “Anti-Kickback” act (18 U.S.C 874 and 40 U.S.C. 276c) and will report any violation if it becomes aware of such.

INITIAL

AFFIRMATIVE ACTION The Bidder has a current written policy for taking Affirmative Action in the solicitation, hiring, and promotion of members of “minority groups” in its workforce as defined in Section 32-9n CGS, as well as soliciting and employing businesses defined in Section 4a-60 CGS as “minority-owned,” including those businesses owned by disabled individuals as provided in Section 4a-60g CGS.

INITIAL GOOD STANDING TO PROVIDE BID The Bidder attests and affirms that none of its principals, corporate officers, employees, or agents are listed on the General Services Administration’s List of Parties Excluded from Federal Procurement or Nonprocurement Programs pursuant to Executive Orders 12549 and 12689.

INITIAL

BIDDER

Name of Company

Named of Authorized Signatory

Signature

Title

Date


Item Ref to Drawing Description Base Specifications Manufacturer / Model Estimated Lead Time

Proposed Unit Price Quantity Total

1

103, 119, 117, 113, 133, 135, 137, 146, 155, 159-164, 168-170

Chairs - Staff on casters Wipeable, Arms, Adjustable 67 $

2119, 117, 113, 135, 159, 161-164, 168-170

Chairs Task - non casters Stackable, No arms, wipeable 42 $

3 119, 169, 163, 161 Desk/with LEFT return 60" Wide with a 43" return, 30" depth and 3 drawer pedestal file 4 $

4 162, 164 Desk/with RIGHT return 60" Wide with a 43" return, 30" depth and 3 drawer pedestal file 2 $

5 113, 117 Desk/with NO return 48" wide x 30" depth 2 $

6168, 170, 169, 164, 163, 162, 161, 160, 117, 113, 137, 133

File cabinets - Small w/locks 2 Drawer on wheels 18" D 28 $

7 160 File cabinets - Large w/locks 4 Drawer high legal/letter capability - - 19.25" D X 53.25" H X 42" W 8 $

8 160 Office Cubicles Side Panels 60" high Worksurface 6' X 7' (corner)Accessories: overhead shelf

3 $

9 168 Office Cubicles Side Panels 60" high Worksurface 6' X 6' (corner)Accessories: overhead shelf

4 $

10 170 worksurface/desk 6' X 6'or similar to fit in corner office, no panels required

1 $

11 159, 160 Office Cubicles Side Panels: 60" highWork surface: 48" Wide X 30" deepAccessories: Overhead cabinet

23 $

12 133, 137 Worksurfaces est. 48" wide per seat 12 $

13 133, 137 Worksurfaces half circle, or similar for desktop printer, to cap end of interior worksurface 2 $

14 113, 117, 168, Tables for offices 48" rectangle 4 $

15 154 Tables - Staff Lounge Seating for 12 preferred if it can fit the space; round, square or rectangle 2 $

16 155 Table - Small Conference room 72" Oblong or to accommodate seating for 8 1 $

17 102, 108 End Tables patient use in waiting rooms; 10 $

18 111, 112, 115 Chairs - Group Rooms stackable, with arms preferred, non caster, wipeable 45 $

19 111, 112, 115 Tables - group rooms 72" x 24" flip top nesting table on casters, capacity to seat min 10 per room (3 rooms) 14 $

20 116 Bean Bag Chair for Take Space Vinyl Only 2 $

$

$

$

$

$

22 113, 117, 135 Bookcase 4 Shelves, 48" wide 4 $

23 108 Chairs - Family Waiting Room - Lobby Compliment to reception chairs, single style or benches and chairs combo. 9 $

24 102 Security Guard Podium/Station Wood - Finish TBD 1 $

25 Delivery $

26 Installation $

27 Other $

General:1. Furniture for clinical spaces, (adjacent to 118, 123, 126, 136, 143) must be wipeable andprovide infection control properties.2. Furniture for all other spaces, should be wipeable, commercial grade TOTAL $3. All staff workstations should include at least one 2" hole and cover for cords4. FHCHC is tax exempt and will provide the awarded vendor with a Cert-119

Combination seating, may include but not limited to:benches, arm chairs, multi seated, individual seats, bariatric, otherTotal capacity for 40 people (min) in a conversational layout, not traditional of clinicDesign is not limited to Attachment 2, vendor has free design liberty

Reception/Lobby Furniture10221

Attachment 1 (page 1 of 2)

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Item

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Alternate1Manufacturer / Model

Condition (new/used)

Estimated Lead Time

Proposed Unit Price Total Variance

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Attachment 1 (page 2 of 2)

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PROJECT NORTH

101VEST.

WAITING ROOM102

CHECK-IN103

FINANCIALCONSULT

OFFICE119

TRIAGE120

LAB/ BLOODPOC TESTING

121

UTOX TOILET125

CARE TEAM133

CLIENT CARE132

CLIENT CARE131

CLIENT CARE128

CLIENT CARE127

CLIENT CARE129

CLIENT CARE130

ALCOVE134

135

CONSULT./FLEX

CARE TEAM137

CLIENT CARE139

CLIENT CARE141

CLIENT CARE142CLIENT CARE

144CLIENT CARE

145146

SITE MGR.OFFICE

TOILET149

MEDICINE124

CLEAN SUPPLY147

EQUIPMENTSTORAGE

148

TOILET106

TOILET107

PHARMACY105

108

FAMILYWAITING

STAFF TOILET165

IOP SUITE109

STORAGE110

TAKE SPACE116

OFFICE117

IOP/ GROUPROOM

115

IOP TOILET114

OFFICE113

IOP/ GROUPROOM

111

IOP/ GROUPROOM

112

171VEST.

Q.I.DEPARTMENT

168

OFFICE169

OFFICE170

166COATS

FINANCE ANDBILLING

160

OFFICE164

OFFICE163

OFFICE162

OFFICE161

CALL CENTER159

STAFF TOILET150

152

SOILED/ JAN./MECH.

153MAIL/ COPY

STAFF LOUNGE154

SMALLMEETING

155

STAFF TOILET157

158IT/ ELEC.

EYE CHART

BA

BY

S

CA

LES

WHEELCHAIR ALCOVE

CU

BB

IES

(LO

W)

CU

BB

IES

(LO

W)

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CRCR

CR

CR

CR

CR

CR

CR

CR

CR

KP

CR

CR

FILE

S

PR

INT/

S

AFE

FILE

S

UCREFR

REFR/FRZ

CO

ATS

PRINT

BA

RI.

SC

ALE

CLIENT CARE138

EKGEKG

DIRTY

CLEAN/ EW

CART

118CORR.

CORRIDOR123

CORRIDOR126

136CORR.

140CORR.

CORRIDOR143

104CORR.

167CORR.

CORRIDOR151

156CORR.

122CORR.

PP

PP

CU

BB

IES

(H

IGH

)C

UB

BIE

S

(HIG

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CUBBIES (HIGH)

6'-0"x6'-0" WORKSTATIONS WITH 5'-0"HIGH PARTITIONS

BY OWNER

6'-0"x7'-0" WORKSTATIONS WITH 5'-0"HIGH PARTITIONS

BY OWNER

4'-0" WORKSTATIONS WITH 5'-0"HIGH PARTITIONS BY

OWNER

4'-0" WORKSTATIONS WITH 5'-0"HIGH PARTITIONS BY

OWNER

+30"

+42"

+30"

+42"WB

PAINT

WBPAINT

WBPAINT

CHALKBDPAINT

CURTAIN AND TRACK BY OWNER, TYP.

MOP SINK

EWC

BIO

LINEN

FEC-SR

FEC-SR

FEC-SR FEC-SR

FEC-SR

PTO

PTO

+30"

+42"

+30"

FUTURE TV MON.

FUTU

RE T

V M

ON.

FUTU

RE T

V M

ON.

FUTURE TV MON.

FUTURE TV MON.

SECURITY STATION

FUTURE TV MON.

32

33

FUTU

RE T

V M

ON.

FUTU

RE T

V M

ON.

HS

STOOL

CHAIRSCALE

WALL PHONE

DEVICE CHARGING STATION

DEVICE CHARGING STATION

TYP. ITEMS AT SINK:- SOAP DISPENSER- PAPER TOWEL DISP.- SHARPS CONTAINER- SPLASH GUARD

FRZ

REFR

REFR

FUTURE TV MON.

KP

PTO

PTO

CR

WALLPHONE

WALLPHONE

WALLPHONE

WALLPHONE

WALLPHONE

WALLPHONE

WALLPHONE

WALLPHONE

WALLPHONE

WALLPHONE

WALLPHONE

WALLPHONE

T

WC COFF

MWT

T

FD

PR

INT

WALLPHONE

WALLPHONE

COPIER

FAXMW

OPERABLE PANELPARTITION(MOTORIZED)

PHARMACY FURNITURE, MILLWORK AND

EQUIPMENT BY TENANT

1. FURNITURE IS BY OWNER. LAYOUT SHOWN IS FOR REFERENCE ONLY.2. HATCH INDICATES MILLWORK, REFER TO '9' SERIES DRAWINGS.

2A9.4

3A9.4

RUBSTRIP

CURTAIN AND TRACKBY OWNER

SD

PTD

SPLASHGUARD

SH

BRACKET

TITLE

DATE

DWG. NO.

REVISIONS

COPYRIGHTMoser Pilon Nelson Architects

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MP

N P

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ct N

umbe

r:

3 0 J O R D A N L A N EW E T H E R S F I E L D, C T. 0 6 1 0 9

( 8 6 0 ) 5 6 3 - 6 1 6 4

AF1.2

FURNITURE FLOORPLAN (FORREFERENCE ONLY)

06/17/2019

CONSTRUCTIONDOCUMENTS

2018

169.

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1/8" = 1'-0"AF1.21 FURNITURE FLOOR PLAN

GENERAL NOTES

1/2" = 1'-0"AF1.22 CLIENT CARE-TYP.

Attachment 2


Attachment 3 – Interior Finishes

A) Lobby/Reception (floors, walls, paint, millwork)

B) Admin (carpet and paint)

C) Clinical (floors and paint)

D) Flooring for Hallways, private offices, care teams, group/conference rooms

A

A

C C

A/B/C

A

A

D

B B

A/C

A
