SAN JOAQUIN COUNTY PURCHASING AND SUPPORT SERVICES PURCHASING DIVISION

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1 SAN JOAQUIN COUNTY PURCHASING AND SUPPORT SERVICES PURCHASING DIVISION David M. Louis, C.P.M., CPPO, CPPB Director Jon Drake, C.P.M. Deputy Director July 23, 2013 TO: ALL PROSPECTIVE RESPONDERS FROM: REQUEST FOR INFORMATION RFI HUMAN SERVICE AGENCY CALL CENTER TASK CHAIRS Ladies and Gentlemen: Enclosed please find a request for information with technical specification. Sealed responses are to be received no later than 10:00 AM, PDT, Monday, August 5, Please return your Submittal in a sealed envelope with the RFI number and by the date and time of RFI is due. THIS IS NOT A PUBLIC OPENING Mail or deliver your response by the above date and time to the following address: San Joaquin County Purchasing RFI # N. San Joaquin Street, Suite 540 Stockton, CA Sincerely, Ricardo Delatorre Deputy Purchasing Agent 44 N. San Joaquin Street Suite 540 Stockton, CA / Fax: 209/ Web Page Address:

2 REQUEST FOR INFORMATION RFI HUMAN SERVICE AGENCY CALL CENTER TASK CHAIRS SUBMITTALS DUE BY Monday, August 5, 2013, at 10:00 AM PDT THIS IS NOT A PUBLIC OPENING San Joaquin County Purchasing and Support Services 44 N. San Joaquin Street, Suite 540 Stockton, CA BUYER: Ricardo Delatorre, Deputy Purchasing Agent (209) or /23/13

3 Submittals Sealed Submittals will be received until Monday, August 5, 2013 at 10:00 AM PDT. ALL SUBMITTALS SHALL BE ADDRESSED AS FOLLOWS: Purchasing Agent, County of San Joaquin Request for Information RFI N. San Joaquin Street, Suite 540 Stockton, CA The Submittal envelope shall have stated thereon the name and address of the Respondent. SUBMITTALS WILL NOT BE ACCEPTED AFTER Monday, August 5, 2013, 10:00 AM, PDT. ALL SUBMITTALS RECEIVED AFTER SAID TIME AND DATE WILL BE TIME-STAMPED AND RETURNED UNOPENED TO THE RESPONDENT. THE COUNTY WILL NOT ACCEPT SUBMITTALS SUBMITTED BY FAX OR . The County is not responsible for late, misdirected, incorrectly addressed, other reasons for late, no delivery or any other means in which your response is not received by the date and time noted.

4 Approximate Timeline Release of RFI Tuesday, July 23, 2013 RFI Proposal Deadline Monday, August 5, 2013 Submittals Review August 6-9, 2013 Discussion/Negotiation of Potential Contract(s) Recommendation Week of August 12, 2013 Selection of Firm(s) August 16, 2013 approx.

5 1. It is the intent of this solicitation to identify suppliers from which San Joaquin County can select for the purchase of task chairs for a new call center, and to purchase the item needed from a company or companies that have existing cooperative (piggyback) contracts in place that form the basis of responses to this solicitation. It is anticipated that the County would have no advantage in soliciting line item, detailed independent bids for the item that are typically available through existing cooperative piggyback contracts that already provide detailed and lucrative terms and conditions, bond and insurance requirements, and pricing information in a manner that meets and fulfills bid requirements. 2. Any and all cooperative contracts referenced and made part of your response to this solicitation must meet legal definitions of valid, cooperative piggyback contracts and must be identified clearly for review. Submittals must have an existing cooperative contract referenced and included that identifies various categories, manufacturers, percentage discounts, services including delivery and installation and assembly, and any other pertinent information for evaluation purposes. The cooperative contract referenced and included in your response must be valid through December 31, 2013 or later. 3. Manufacturer, service and discount information that are included in the cooperative contract you are referencing and utilizing must be supplied in order for us to compile and compare this information from all responses submitted to us. Hard copies must also be submitted as part of your response. 4. Evaluations and award of contracts, if any, will be made based on the lowest responsive and responsible submittals as determined by the County. The County reserves the right to accept or reject any and/or all submittals, and to contract with whomever and in whatever manner the County decides, to abandon the solicitation and/or responses entirely, and to waive any informality or non-substantive irregularity as the interests of the County may require. 5. Cost/pricing information must be F.O.B. destination, to the delivery location specified at 400 E Main Street, Suite 600 Stockton CA,95202 including a combination of drop ship, direct, off site loading, inside delivery, assembly, cartage, installation services, and removal of dunnage. 6. It is anticipated that the task chairs will be ordered no later than August 16, All task chairs ordered are to be delivered on site up to as late as September 23, Item is to be held and delivered by the supplier at no additional cost, as directed by the County within the timeframe noted and as the delivery schedule is more specifically identified. 8. The firm selected (if any) as a result of this process shall provide key individuals and services to the County to assist with the project of identifying and providing task chairs for the new call center currently under renovation and scheduled for completion on XXXXXXXX, Services required may include the following:

6 Design/quality review; Schedule review; Delivery timeline and methods review/development; Management of contracts and change order review/negotiations; On-site coordination with County personnel, inspectors and contractors for coordination of delivery and installation; Facilitate/participate in associated meetings as needed; Follow-up problem resolution, defective or damaged product replacement, and warranty assistance. 9. Indemnification The County will require each respondent to indemnify the County for all acts arising out of that respondent s work pursuant to the contract between the County and that respondent. The selected respondent will be required to and does hereby defend, indemnify and save harmless the County, its employees, officers, agents, from any and all claims, demands, damages, costs, expenses, judgments or liability of any nature whatsoever which may result from the contract between the County and the respondent except for claims, demands, damages, costs, expenses or judgments resulting solely from the negligence or willful misconduct of the County. 10. Insurance The selected respondent shall procure and maintain during the life of the Project(s) and the duration of their agreement with the County the following insurance with minimum limits equal to the amount indicated below. Commercial General Liability and Automobile Liability Insurance - Commercial General Liability Insurance and any Auto Automobile Liability Insurance that shall protect the County, and the State from all claims of bodily injury, property damage, personal injury, death, advertising injury, and medical payments arising from any portion of the work to be performed in the minimum amounts of: Each Occurrence $1,000,000 General Aggregate $1,000,000 Workers Compensation and Employers Liability Insurance - Workers Compensation Insurance and Employers Liability Insurance for all of its employees engaged in any work on the project. If any class of employee or employees engaged in work under this Agreement are not protected under the Workers Compensation Statute, adequate insurance coverage for the protection of any employee(s) not otherwise protected must be obtained before any of those employee(s) commence work under this Agreement. Workers Compensation Statutory Limits Employers Liability $1,000,000 In accordance with provisions of section 3700 of the California Labor Code, the selected firm shall be required to secure workers compensation coverage for its employees.

7 11. Time for Performance Project timelines are included within this proposal for information purposes only to assist respondents in determining the timing and scope of work involved. It is the intent of the County to maintain these draft timelines but it is entirely possible that the timelines will be modified according to the County s sole discretion. 12. Evaluation Process Based on its evaluation of responses to this RFI, the County may then award a purchase order for task chairs, with or without further evaluation. The criteria for selection may include, without limitation: Experience and performance history with similar projects; Experience and results of proposed personnel; Validity of referenced cooperative contract; Availability of products and manufacturers; Product standards and specifications as determined by the County, and the ability to provide those standards desired by the County; Pricing References from clients contacted by the County; Demonstrated ability to maintain positive interpersonal relationships with all the project, County participants; Evidence of quality communication skills and successful working relationships on previous projects with other suppliers, contractors, architects, owners or others; Any interview or follow-up information provided; and Overall responsiveness of the proposal. Exclusivity/Award The County makes no representation that participation in the RFI process will lead to an award of a purchase order or any consideration whatsoever. The County reserves the right to seek submittals from or to contract with any firm not participating in this process if determined to be in the County s interest. The County shall in no event be responsible for the cost of preparing any submittal in response to this RFI.

8 Detailed Specification Information: County prefers product referenced; if quoting substitute provide adequate detailed specifications. County reserves the right to reject any and/or all substitutes offered Herman Miller Aeron (New & Unused) Tilt Tilt Limiter and Seat Angle Arms Fully Adjustable Arms Arm pad Non-Upholstered Arm pads Upholstery Size/Quantity C Size Large -150 ea and B Size Medium 20 ea.: 170 total Fire Retardancy Yes Fire Retardant Back Support Adjustable Lumbar Support Option Base/Frame Graphite Finish Casters/Glides 2 ½ Hard Caster, Black Yoke, Carpet Arm pad Finish Black Pellicle Material Price Category 1 Carbon 3D01 Arm pad Leather N/A Pricing (includes delivery, not tax) $ each, Aeron C size $ each, Aeron B size Days required for delivery after receipt of PO: days Cooperative contract referenced (identify, provide link and/or hard copy)

9 ATTACHMENT A IDENTIFICATION SHEET RESPONDENT TO COMPLETE AND RETURN WITH SUBMITTAL Type or print the following information: Company: Address: (County) (State) (Zip) Name: Title: Telephone: ( ) Fax: ( ) Years in business: Number of employees: Name of Insurance carriers: Public Liability: Workers Compensation: Expires: Expires:

10 ATTACHMENT B REFERENCES SIMILAR CONTRACTS/RFI S PERFORMED: List below contracts under which the Respondent has provided similar services during the past three (3) years. Respondent s financial stability, technical and support capabilities may be verified through reference checking, which may include site visits and contact with other clients or vendors. FIRM NAME: ADDRESS: PHONE NUMBER: CONTACT PERSON: DATE OF CONTRACT: through FIRM NAME: ADDRESS: PHONE NUMBER: CONTACT PERSON: DATE OF CONTRACT: through FIRM NAME: ADDRESS: PHONE NUMBER: CONTACT PERSON: DATE OF CONTRACT: through

11 ATTACHMENT C NON-COLLUSION AFFIDAVIT (Title 23 United States Code Section 112 and Public Contract Code Section 7106) In accordance with Title 23, United States Code Section 112, and Public Contract Code 7106, the bidder declares that the Submittal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the Submittal is genuine and not collusive or sham; that the has not directly or indirectly induced or solicited any other Responder to submit a false or sham Submittal, and has not directly or indirectly colluded, conspired, connived, or agreed with any Respondent or anyone else to put in a sham Submittal, or that anyone shall refrain from submitting; that the Respondent has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the Submittal price of the Respondent or any other Responder, or to fix any overhead, profit or cost element of the Submittal price, or of that of any other Responder, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the Submittal are true; and further, that the Responder has not, directly or indirectly, submitted their Submittal price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company, association, organization, Submittal depository, or to any member or agent thereof to effectuate a collusive or sham Submittal. NOTE: The above Non-collusion Affidavit is part of the Submittal. Signing this Submittal on the signature portion thereof shall also constitute signature of this Non-collusion Affidavit. Respondents are cautioned that making a false certification may subject the certifier to criminal prosecution. Respondent s Signature Date

12 ATTACHMENT D RESPONDANT S AUTHORIZATION SIGNATURE PAGE The undersigned, having carefully read and examined this RFI, and being familiar with (1) all the conditions applicable to the work for which this Submittal is submitted; (2) with availability of the required equipment, materials and labor hereby agrees to provide everything necessary to complete the work for which this Submittal is submitted in accordance with the Submittal documents for the amounts quoted or revenue to be paid herein and further agrees that if this Submittal is accepted, within five (5) business days after the contract is presented for acceptance, will execute, and mail a signed contract to the County of San Joaquin Purchasing Agent. In addition, by submission of a Submittal, Responder attest to having possession of a duly issued valid license as necessitated by law issued by the State of California. Such license authorizes a Responder to contract to perform type of work or provide services required by the specifications/contract. Should the Responder fail to provide the number and classification of any relevant and necessary State of California Contractor s or other required License, the County may reject your Submittal. This Signature/Authorization page must be in Section 1 of your Submittal. Signature of Authorized Agent Date Printed Name of Authorized Agent

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