ATTACHMENT 3 – RESPONDENT’S PERFORMANCE CRITERIA FORM
Respondent’s should provide responses to the following items, and if a particular item is inapplicable or cannot be answered, Respondents should clearly state why. (use the spaces
provided and/or attach additional pages, if necessary.
SECTION 1 – OEM ADMINISTRATIVE REQUIREMENTS EVALUATION CRITERIA
RFEOI/SOQ 1220-050-2012-013
Manufacturer:
Authorized Representative:
INSTRUCTIONS:
The following are general administrative qualification requirements. A “Y” (Yes) or “N” (No) answer should be provided in column “B” for each line item. If Y/N column is
highlighted in grey, no response is required. In column “C” indicate the page number within your Submission where information regarding compliance can be verified. If column
“C” is highlighted grey, no further information is required.
Respondents should provide information on the following (use the spaces provided and/or attach additional pages (if necessary).
Column A
Column B
Column C
Section 1: Preferred Minimum Requirements
Y/N
1.1 Product Offering
(a) All products offered should be new. Used, shopworn, refurbished, demonstrator,
prototype, or discontinued models are not acceptable;
(b) A list of authorized dealers/agents that are authorized to provide warranty, repair and
maintenance services;
(c) Describe the contemplated FF&E to be provided by the major product category(ies) set
forth in Attachment 1 and Attachment 2 above. The primary objective is for each OEM
or its authorized representative to provide its commercial catalogue of FF&E so that the
City may view a broad range of Goods and Services as appropriate for its needs. Copy
of commercial catalogue, should include a manufacturer’s suggested price list,
descriptive literature and standard colour fabric samples, finishes and trim requirements;
(d) A copy of product maintenance hand book for the proposed product(s);
(e) A copy of the installation manual for the proposed product(s); and
(f)
Respondents should maintain their product technical compliance for the duration of any
standing offer agreement (minimum 10 years).
1.2 Warranty
The OEM should, at a minimum, warrant the office furniture products and materials
(excluding fabric) to be offered are as set out below:
(a) Systems Furniture - 10 years;
(b) Seating - 10 years;
(c) Desk/Tables - 10 years;
(d) Filing, Storage and Case Goods -10 years;
(e) Products (including parts and components) that fail under normal use as a result of a
defect in design, materials, workmanship, or installation should be repaired or replaced
free of charge (including labour, delivery, and installation) throughout the warranty
period; and
(f) Products that require warranty repair or replacement should be repaired or replaced
within a reasonable time frame, or within a time frame that is agreed to in writing by the
City.
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SECTION 1 – OEM ADMINISTRATIVE REQUIREMENTS EVALUATION CRITERIA (CONT’D)
1.3 Insurance Requirement
Within 10 days of contract award, the OEM and its installation contractor should submit
proof of certificate of insurance that meets the requirements stated in Schedule A-1.
1.4 Delivery
(a) The OEM and/or authorized representative should be able to offer the following
delivery methods;
(i) Inside Delivery – Products to be delivered by the authorized distributor/dealer
inside an office building location as designated on a purchase order. Products may
be unloaded and unboxed with no assembly required;
(ii) Installation – Products to be delivered, unloaded, and assembled according to
furniture/space plan and to a move-in ready condition;
(b) Delivery of goods to be made to the location specified on the purchase order. This
could include multiple delivery locations on one purchase order;
(c) It should be the responsibility of the OEM and/or authorized representative to offer
the services required to deliver, unload, uncrate, and assemble and install items
ordered from any product category offered;
(d) The OEM and/or authorized representative to be responsible for the removal of all
packaging materials from the job site on a daily basis. Dumpster and trash
receptacles that belong to the City should not be used;
(e) Under no circumstances will City personnel assist with unloading product;
(f) The City may elect to accept partial deliveries, however, final payment may not be
made until all products have been received and accepted;
(g) The Contractor or its authorized dealer is responsible for storage of product(s) prior
to the delivery and installation date as established on the purchase order;
(h) Emergency or rush deliveries requested by the City that require special shipping
and handling charges may be at the City's expense, but only with prior written
approval from the City. Emergency or rush shipping charges should be added to an
invoice as a separate line item;
(i) In the event emergency or rush delivery is required as the result of an OEM or
authorized representative’s error; all shipping and handling charges should be paid
by the OEM and/or authorized representative; and,
(j) The acceptance of delivery with or without objection should not waive the right to
claim damage for breach nor constitute a waiver of requirements for timely delivery
or performance of any actions that should remain the obligation of the OEM and/or
authorized representative. Unless otherwise stated in the contract, if delivery is
delayed more than ten (10) calendar days beyond the delivery terms, the City may
impose a penalty equal to 3% of total order 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 City, but does not
preclude the City from compensation from the OEM and/or authorized
representative for other expenses or penalties caused by the late delivery.
RFEOI/SOQ Office Furniture (Goods and Services) 1220-050-2012-013
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SECTION 1 – OEM ADMINISTRATIVE REQUIREMENTS EVALUATION CRITERIA (CONT’D)
1.5 Damage/Incorrect Product
(a) Damaged or incorrect product will be reported to the OEM and/or authorized
representative by the City within a reasonable time frame after the damage is
noticed;
(b) The OEM and/or authorized representative will be responsible for pick-up and
repair or replacement of all damaged goods within a reasonable time frame
acceptable to the City;
(c) The OEM and/its authorized representative should bear all risk of loss or damage
with respect to returned products except for loss or damage directly attributable to
the negligence of the City;
(d) The OEM and/its authorized representative to be responsible for filing all claims for
damage with carriers or other responsible parties in a timely manner;
(e) The OEM and/its authorized representative to be required to keep the City informed
of the replacement process and delivery date for any and all replacement orders;
(f) The City will not be charged a re-stock fee for any returns due to a OEM and/or
authorized representatives error; and
(g) In the event that the City does not accept product due to damages or shipment
error as described above, the City should not pay additional shipping and handling
charges for the shipment of replacement products.
1.6 Product Manuals
(a) Upon request, an owner’s manual should be supplied for all procured products.
Manuals may be available via the OEMs and/or authorized representative’s
website.
The manual should contain complete assembly and disassembly
instructions including all necessary parts lists and diagrams.
1.7 OEM Contract Administrator
The OEM and/or authorized representative to provide a dedicated contract administrator
to manage compliance with the scope and terms and conditions for any contract. The
following Information, at a minimum, regarding the contract administrator should be
provided:
(a) Administrator’s number of years experience in the office furniture industry;
(b) Confirmation that the OEM’s and/or authorized representative’s contract
administrator has the authority to enforce the scope of work and terms and
conditions of any resulting contract;
(c) Describe your company’s internal management system for processing orders from
point of customer contact through delivery and billing; and
(d) Describe the state of e-commerce within your company and detail how the City can
benefit from your approach.
1.8 Customer Service
(a) The OEM and/or authorized representative should have one lead representative.
Contact information should be kept current;
(b) Customer service representative(s) should be available by phone or email from
8AM to 5PM on Monday through Friday;
(c) Customer service representative should respond to inquiries within one business
day;
(d) The OEM and/or authorized representative provide space planning services for the
applicable categories;
RFEOI/SOQ Office Furniture (Goods and Services) 1220-050-2012-013
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SECTION 1 – OEM ADMINISTRATIVE REQUIREMENTS EVALUATION CRITERIA (CONT’D)
(e) The OEM and/or authorized representative can provide installation and warranty
repair services for the applicable categories;
(f) The City should have the option of ordering through the OEM direct;
(g) Describe any special programs that your company offers that will improve the City’s
ability to access goods and services, such as ‘ship-from-stock’ availability, on-time
delivery or other innovative strategies;
(h) Moving and systems furniture reconfiguration services: It is preferred that a
OEM and/or authorized representative provide on an “as and when requested
basis” dismantling, packing, moving and transporting of furniture and/or other
tangible assets from one location to another for unpacking, and assembly of moved
assets according to floor layout plans, removing materials used including the supply
of containers (carton boxes or similar materials) and other moving paraphernalia
necessary to effect the relocation or move. Describe services offered;
(i) Maintenance and Support Services: It is preferred that each OEM and/or
authorized representative of FF&E have maintenance facilities and a maintenance
support system available for servicing FF&E. If a third party is used to provide
maintenance or warranty work, the OEM and/or authorized representative should
include details of any such arrangement. It is preferred that factory trained
technicians be available to cover maintenance and support service issues. It is
preferred that maintenance service be initiated by next business day. Any
maintenance facility should have sufficient parts inventory to provide quality service
on units sold to the City; and
(j) Maintenance Plan(s): Describe any maintenance plan available beyond the oneyear warranty.
1.9 INSTALLATION
The OEM and/or authorized representative should take precautions during the delivery
and installation of any product not to damage the premises or the property of the City.
Should damages occur as a result of delivery and installation operations, the OEM
and/or authorized representative is to be responsible for ensuring that the affected
area/item(s) are returned/restored to the original condition, or the OEM and/or
authorized representative is to make restitution, as agreed upon by the parties.
General:
(a) The OEM and/or authorized representative should be fully responsible for the
assembly team and the supervision of the team;
(b) The OEM and/or authorized representative should be responsible for ordering any
missing, damaged, or incorrect items upon discovery;
(c) The City is to incur no additional charges as a result of the OEM and/or authorized
representative’s error;
(d) The City reserves the right to hire or make arrangements for additional cleaning
personnel if the OEM and/or authorized representative is not able to properly clean
and ready the site for occupation by the designated move in date; and
(e) The cost of additional cleaning is to be fully reimbursed by the OEM and/or
authorized representative.
RFEOI/SOQ Office Furniture (Goods and Services) 1220-050-2012-013
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SECTION 1 – OEM ADMINISTRATIVE REQUIREMENTS EVALUATION CRITERIA (CONT’D)
Specific to Systems Furniture and Accessories:
(a) The OEM and/or authorized representative should offer planning services as
described in Section 1.10;
(b) The OEM and/or authorized representative should work cooperatively with the City
and participate in the final walk-through inspection and provide a checklist if
requested;
(c) The checklist should be a listing of any missing, incorrect, or damaged items; and
(d) The OEM and/or authorized representative is responsible to ensure that a final
cleaning will be completed prior to the final walk-through and should 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.
Specific to Seating:
(a) The OEM and/or authorized representative should be fully responsible for the
assembly of the product. Installed items should be fully assembled and ready for
use within the agreed upon timeframe of the City; and
(b) The OEM and/or authorized representative to be responsible for ensuring that a
final cleaning will be completed prior to the final walk-through and acceptance of the
seating items.
Specific To Desks, Tables, Filing, Storage And Case Goods:
(a) The OEM and/or authorized representative should offer planning services as
described in section 1.10;
(b) The OEM and/or authorized representative to be fully responsible for the assembly
of installed product. Installed product to be fully assembled and ready for use within
the agreed upon timeframe of the City;
(c) The OEM and/or authorized representative to place all desk, tables, filing, storage
and case goods in the location designated by the approved furniture space plan;
and
(d) The OEM and/or authorized representative to be responsible to ensure that a final
cleaning will be completed prior to the final walk-through and acceptance of all
purchased items.
RFEOI/SOQ Office Furniture (Goods and Services) 1220-050-2012-013
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SECTION 1 – OEM ADMINISTRATIVE REQUIREMENTS EVALUATION CRITERIA (CONT’D)
1.10 PLANNING AND DESIGN SERVICES
The OEM should provide, if offering open office systems furniture, through their
authorized representative, all necessary planning & design, reconfiguration, and layout
services at a contracted hourly rate for the City. The contracted hourly rate for these
services may be negotiated.
(a) Finishes including but not limited to fabric trim should be available electronically and
incorporated in CAD drawings to aid in any planning process. The accuracy of all
facility dimensions, obstructions, and attributes should be the responsibility of the
OEM and/or authorized representative;
(b) The OEM and/or authorized representative should be responsible for overages,
shortages or all other ordering errors resulting from orders based on the design
work completed by the OEM and/or authorized representative. Approval of design
work by the City does not constitute responsibility for the OEM and/or authorized
representative design or ordering process;
(c) If the OEM and/or authorized representative is found to have designed and
specified a new furniture installation which does not fit properly due to inaccurate
floor plans, it should be the OEM and/or authorized representative’s responsibility
(financially and logistically) to resolve the matter to the City’s satisfaction. No
payment will be made until the issue is fully resolved and approved by the City’s
project manager;
(d) The OEM and/or authorized representative should provide an installation plan
showing in detail, the position of all new furniture products, wall heights, colours,
types of panels, and power/voice/data outlets. The City’s project manager and
Furniture Consultant may approve, in writing, the final plan;
(e) The OEM and/or authorized representative should be responsible for all plans and
their review for correct product application and stability. The OEM and/or
authorized representative is responsible to notify the City’s project manager and
Furniture Consultant immediately of any deviations or inconsistencies with product
capabilities, including unusual assembly requirements;
(f) The OEM and/or authorized representative 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 OEM and/or authorized representative is responsible for the
quick shipment (within 48 hours) of the missing parts; and
(g) Describe the capacity of your company to broaden and keep the goods and
services offered current and ensure that latest equipment, standards and
technology for office furniture are available.
ENT
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SECTION 2 – OEM AND/OR AUTHORIZED REPRESENTATIVE QUALIFICATIONS EVALUATION CRITERIA
RFEOI/SOQ 1220-050-2012-013
Manufacturer:
Authorized Representative:
INSTRUCTIONS:
Respondents should complete these evaluated qualification questions. Please provide answers in column B “Answer” column or in column C indicate the page number within
your Submission where this information can be found.
Column A
Column B
Column C
Provide the specific
location (page number)
within the Submission
where information can
Business and Performance
Answer
be verified.
2.1 CORPORATE PROFILE
(a) Provide credentials and capabilities to plan, execute, supply and install the potential
volume of furniture products identified that demonstrate that your firm has the
capacity and is in good standing to provide the goods and services outlined in the
RFEOI/SOQ. Include sufficient detail to demonstrate the relevance of such
experience;
(b) Describe specifically what makes your firm a stable long term supplier for the City;
and
(c) Describe specifically what information the OEM and/or authorized representative’s
contract administrator would provide at required meetings by the City.
2.2 RELEVANT PRINCIPAL PROJECTS
Provide a brief overview of your technical experience, qualifications, and background in
providing, installing and maintaining a) modular workstation systems. Indicate the prior
experience of your firm which you consider relevant to this requirement. Include sufficient
detail to demonstrate the relevance of such experience.
2.3 PROJECT TEAM
(a) Provide a description of the proposed project management team structure, including
the proposed key team members, and describe the roles and responsibilities of all
key team members identified. Include organization chart(s), at the corporate level,
showing the relationship between the OEMs and/or authorized representative team
members.
2.4 PROJECT ORGANIZATION CHART
(a) Provide a project organization chart, at the key individual level, showing the reporting
relationships between, and authority of, the key individuals that will report them to
indicate the proposed approach / management structure for the project.
RFEOI/SOQ Office Furniture (Goods and Services) 1220-050-2012-013
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SECTION 2 – OEM AND/OR AUTHORIZED REPRESENTATIVE QUALIFICATIONS EVALUATION CRITERIA (CONT’D)
2.5 PROJECT EXPERIENCE (REFERENCES)
(a) The OEM and/or authorized representative should be a company specializing in
commercial interior office systems and experience in working with government
entities/public sector in producing furniture at a level consistent with the scope and
requirements of this project. The City reserves the right to take such steps as it
deems necessary to determine the qualifications and ability of any company to
perform the proposed project(s);
(b) Describe your company’s experience as it pertains to providing Goods and Services
similar in size, complexity and scope to those anticipated under this RFEOI/SOQ and
in the manner contemplated pursuant to an RFP. The OEM should include a list of
references providing insight into a OEMs general reputation along with the skills and
qualifications necessary to diligently and properly perform the work in accordance
with a solicitation document. References are to be from clients for whom you have
provided similar work, both in size and scope, as outlined in this RFEOI/SOQ. Please
include references complete with the names, titles, phone number and addresses.
The City may contact some or all of the references provided in order to determine
your company’s performance record. The City reserves the right to contact
references other than those provided in the Submission and to use the information
gained from them in the evaluation process; and
(c) Describe your company’s implementation and success with existing co-operative
purchasing programs, if any, and provide co-operative purchasing entities name(s),
contact person(s) and contact information as reference(s).
2.6 APPROACH AND PHILOSOPHY
(a) Describe how the OEM and/or authorized representative would work with the City to
develop and implement a strategic communications plan and include a brief
description of the anticipated steps;
(b) Describe how the OEM and/or authorized representative would meet the City's
timelines and budgets;
(c) Describe the OEM and/or authorized representative’s working philosophy and
corporate culture;
(d) Provide any suggested improvements and alternatives for doing business with your
company that will make this arrangement more cost effective for your company and
the City; and
(e) Describe the design and installation services available through your authorized
representative network.
2.7 SUPPORT SERVICES
.1 Delivery
(a) Describe in detail how your firm processes emergency or rush deliveries; and
(b) Describe in the standard lead time for shipping.
.2 Samples
(a) Provide information on policies, procedures and any buyer costs associated with
providing products for demonstration/mock-up.
.3 Warranty
(a) To what extent does the manufacturer’s standard warranty for each product category
exceed the minimum warranty requirement stated in section 1.2 Warranty?
RFEOI/SOQ Office Furniture (Goods and Services) 1220-050-2012-013
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SECTION 2 – OEM AND/OR AUTHORIZED REPRESENTATIVE QUALIFICATIONS EVALUATION CRITERIA (CONT’D)
(b) Describe how access to warranty documents or warranty information is made
available to the City.
(c) Provide the number of claims filed for each of the following product categories listed
for calendar year 2011.

Systems Furniture;

Seating;

Desk/Tables;

Filing, Storage and Case Goods;
(d) Describe your firm’s policy in regards to how the warranty applies to products that
have been discontinued;
(e) To what extent beyond five years or the warranty expiration period as defined in
section 1.2 are parts and components available for products that have been
discontinued?
(f) Submit a copy of the standard warranty for each product category.
2.8 WEB SUPPORT
(a) Is your firm prepared and capable of providing a dedicated website for the City’s
employees to access and review and potentially access approved product offerings
and accessories?
(b) If a website is available, describe in detail the features, benefits and capabilities the
website offers.
(c) To what extent does your website provide detailed information on product offering,
colour and fabric options, and product compatibility?
(d) Does the website provide the ability to search authorized dealers?
2.9 CUSTOMER SERVICE
(a) Describe in detail how your firm proposes to provide satisfactory product
representation and sales support to the City and how will the City be notified of
changes to the representative contact information.
(b) To what extent are your customer services centers open beyond the minimums
described in section 1.8?
(c) Describe the ordering process and the various options available (e.g. internet access,
facsimile, e-mail, etc). Include the acknowledgement process. The OEM and/or
authorized representative should have and maintain a toll-free number for ordering,
inquiries, and customer service. Describe how back-ordered or out-of-stock products
are handled during the ordering process.
(d) Describe the level of customer service that will be provided, including procedures that
will ensure consistency and problem escalation and resolution. The description
should include, but is not limited to:

Customer service organization structure;

Contact process (phone, email, fax, etc.);

Follow-up process;

Process to handle back ordered or out-of-stock products;

Internal procedures to track customer service contact and resolution;

Escalation process to resolve outstanding customer service issues.

Describe the process that will be used to ensure that a customer service
representative will respond to all inquiries within one business day.
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SECTION 2 – OEM AND/OR AUTHORIZED REPRESENTATIVE QUALIFICATIONS EVALUATION CRITERIA (CONT’D)
(e) Describe the design and installation services available.
(f) Describe in detail the process that your firm or your authorized representative utilizes
to track and respond to issues and concerns from both your authorized dealers and
the City; and
(g) Describe your return and restocking policy and procedure when the City orders in
error.
2.10 TECHNICAL SUPPORT
(a) What training do you provide? Indicate any costs to the customer.
(b) What is the toll free number available for technical support?
(c) Provide a list of all authorized service providers or service centers offered in this
RFEOI/SOQ.
(d) Provide a list of authorized product distributors (provide name, address and phone
number) for the resulting agreement. (If selling directly indicate "DIRECT SALES").
(e) Provide the return order authorization policies and procedures including notification
for return authorizations.
2.11 INSTALLATION
(a) If Respondent provides installation services, provide the detailed offering with policy
and procedures.
(b) If Respondent does not provide installation services, will you assist in providing third
party installations?
(c) If yes, please describe how you will assist in providing third party installations.
2.12 SHIPPING, DELIVERY & FREIGHT
Products will be delivered, unloaded, assembled according to furniture plan and to movein ready condition.
(a) Please list the standard delivery time for orders from the date of receipt of order?
(b) Delivery shall be made as required on an individual Purchase Order. All deliveries
will be made F.O.B. destination as freight pre-paid. OEMs and their authorized
representative(s) should assume that all deliveries will be inside deliveries as
designated by a representative of the City placing the order. Inside delivery refers to
a delivery to other than a loading dock, front lobby, or reception area. Specific
delivery instructions will be noted on the order form or Purchase Order. Any damage
to the building interior, scratched walls, damage to the freight elevator, etc., will be the
responsibility of the OEM or its authorized representative. When damage does occur,
it is the responsibility of the OEM or its authorized representative to immediately notify
the City. The OEM or its authorized representative shall bear all the risk of loss or
damage to the order goods until the goods are delivered to the location as indicated
on the Purchase Order. All furniture shall be delivered and installed by date specified
on the procurement schedule. Date is subject to change.
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SECTION 2 – OEM AND/OR AUTHORIZED REPRESENTATIVE QUALIFICATIONS EVALUATION CRITERIA (CONT’D)
2.13 VALUE ADDED SERVICES
(a) Services Offered and Capacity:
(i)
(ii)
(iii)
Headcount for sales, operations and installation staff at each location in the lower
mainland;
Crew: Number of crew(s), number of crew leads/PM’s, crew certification for installation of
what products, quantity and capacity of service vehicles; and
Warehousing: Locations and areas of each, heated/unheated/temperature controlled,
insurance for client storage, available capacity for interim or long term storage (interim to
accommodate staging of projects, long term for some inventory of furniture items and
systems furniture components).
(b) Describe any value-added features/services (consultant and
management)/opportunities available that may be of interest to the City, such as the
following which may not otherwise be disclosed herein:
(i)
(ii)
(iii)
(iv)
(v)
(vi)
(vii)
(viii)
(ix)
Asset Management;
Buy Back/Take Back program;
Furniture Refurbishment in order to extend its life;
CAD and Technical Services (future requirements planning);
Regularly Scheduled Maintenance in terms of function and appearance;
Relocation Management (planning and execution);
Rental Furniture Program (due to business changes offer Short/Long Term Rentals);
Work Flow Analysis (Space Planning); and
Warranty Repairs.
2.14 OCCUPATIONAL HEALTH & SAFETY
(a) Attach a copy of your company’s formal, documented Occupational Health & Safety
Program manual;
(b) Attach a current ‘Letter of Good Standing’ from your workers compensation board
authority including supporting documentation verifying coverage for all working
company officers, partners and directors;
(c) Attach a current company organization chart indicating the reporting structure of
safety personnel;
(d) Explain how your company conducts hazard assessments as per occupational health
and safety legislative requirements. Please describe how this is achieved, or
reference the specific information in your manual;
(e) Provide details of site safety and compliance expectations, including how the
information is communicated to all workers at the job site; or reference the specific
information in your manual;
(f) Detail your worksite inspection process, or reference the specific information in your
manual;
(g) Detail your safety meeting process, or reference the specific information in your
manual;
(h) Describe the emergency response plan/procedures and communications on projects,
or reference the specific information in your manual; and
(i) Describe your Workplace Hazardous Materials Information Systems (WHMIS)
program, including how Material Safety Data Sheets for controlled products and
potentially harmful substances are made available to all employees, or reference the
specific information in your manual.
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SECTION 3: PRODUCT QUALIFICATION EVALUATION CRITERIA
RFEOI/SOQ 1220-050-2012-013
Manufacturer:
Authorized Representative:
INSTRUCTIONS: The following line items correspond to general product qualifications and requirements.
A Y (Yes) or N (No) answer should be provided in column B for each line item. If column B is highlighted grey, no answer is required.
In column C indicate the page number within the Submission where information can be found. If column C is highlighted grey, further information is not required.
Column A
Column B
Column C
Provide the specific location (page number) within the Submission
3.1 SYSTEMS FURNITURE AND ACCESSORIES CRITERIA
Y/N
where information can be verified.
.1 General
It is preferred that all Products offered in response to this section should be
standard catalogue items for which printed literature, specifications, and certified
test results are available, unless noted otherwise. It is preferred that Panel system
products offered in response to this RFEOI/SOQ meet or exceed applicable test
and performance standards prescribed in ANSI/BIFMA X5.6-2010 Panel Systems
– Tests. OEMs and/or authorized representative should provide test and
performance data or published literature to substantiate compliance;
(a) Workstations should be designed in a manner that allows assembly and
disassembly to occur with minimal disruption, time, noise volume, and space
usage. Workstations should be designed in a manner that components may
be completely removed from one side without disturbing the other workstation;
(b) Individual quotes to the City should include all miscellaneous items (hardware,
brackets, clamps, braces, etc.) that would be necessary for the installation and
layout in compliance with the manufacturer’s recommendation.
Manufacturer’s standard trim for all exposed panel ends, panel junctions,
corners or changes in height should be included in the quote; and
(c) Component mounting hardware should be concealed from view or flush, and
feature safety locking devices or be manufactured in a manner to prevent
accidental dislodging. Exposed fasteners (screw heads, bolts, hinges, etc.)
that are not flush mounted are not permitted. All connectors and fasteners
should be capable of being installed and dismantled without damage to panels
or adjacent surfaces.
.2 Evaluated Product Qualifications
(a) Describe your panel systems including a variety of options, options that
provide privacy without blocking airflow or light, ease of reconfiguration, and
cable management (i.e. monolithic);
(b) Describe your stacking tile and frame systems including a variety of options,
options that provide privacy without blocking airflow or light, ease of
reconfiguration, cable management, options to support hanging components
without counter balancing, and the number of components that can be supported
without replacing the load bearing base unit, and the maximum height;
(c) Describe your fabric and fabric grades including the variety of options
available in standard and up charge category, including soil and fade
resistance, recycled content fabric (include recycled content type);
(d) Describe your work surfaces including standard and up charge laminates,
veneers, shapes, depths, edge options, finishes, height adjustability, support
methods, and cable management accessibility;
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SECTION 3: PRODUCT QUALIFICATION EVALUATION CRITERIA (CONT’D)
(e) Describe your pedestals and drawers including the ability to use beneath a
work surface without extending past the work surface, with/without casters,
adjustability/leveling, lock, finishes;
(f) Describe your overhead storage units including the variety of options,
materials, and widths to match panel dimensions, flexibility in configurations,
shelves with integral metal back or back stop, finish, lock availability, and the
ability to attach accessories (task lights);
(g) Describe your task lighting including mounting, high efficiency, and glare
minimizing options;
(h) Describe your accessories available including a variety of options and
ergonomic accessories;
(i) Cord and Cable Management – desk products shall be capable of providing
wire managers to accommodate cords and cables, when specified. When
grommets are used, reusable covers should be provided. The method of cord
and cable management should allow the face of a pedestal to be flush with the
front edge of the work surface and not protrude beyond the front edge of the
work surface when the pedestal is placed beneath the work surface. When
grommets are located over pedestals, the resultant wires should not interfere
with the operation of the drawers; and
(j) Describe how your systems furniture can be customized and easily reconfigured and adjustable to suit individual preferences and ergonomics.
3.2 SEATING CRITERIA
Y/N
Provide the specific location (page number) within the Submission
where information can be verified.
.1 General
It is preferred that all products offered in response to this section should meet
ANSI/BIFMA X5.1-2002 General Purpose Office Chairs – Tests.
(a) All products offered in response to this RFEOI/SOQ should be standard
catalogue items for which printed literature, specifications, and certified test
results are available;
(b) Seating should be designed in a manner that allows assembly and
disassembly to occur with minimal disruption, time, noise volume, and space
usage; and
(c) All product shipped should have an identification tag/sticker which should
include the following information: manufacturer’s name, model number, and
year built;
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SECTION 3: PRODUCT QUALIFICATION EVALUATION CRITERIA (CONT’D)
.2 Evaluated Product Qualifications
(a) Describe your executive seating options including fabric grades, standard and
up charge categories, soil and fade resistance, recycled content fabric (include
recycled content type), ergonomic, full adjustability including tilt, height,
pneumatic, seat and swivel, multiple styles of casters to include carpet and
non-carpet, minimum five star base, armrests to be height and width
adjustable and easily removed;
(b) Describe your task/work seating options including fabric grades, standard and
up charge categories, soil and fade resistance, recycled content fabric (include
recycled content type), ergonomic, full adjustability including tilt, height,
pneumatic, seat and swivel, multiple styles of casters to include carpet and
non-carpet, minimum five star base, armrests to be height and width
adjustable and easily removed;
(c) Describe your guest/side seating options including fabric grades, standard and
up charge categories, soil and fade resistance, recycled content fabric (include
recycled content type), ergonomic, multiple styles of casters, bases, and
armrest options;
(d) Describe your reception/lounge seating options including fabric grades,
standard and up charge categories, soil and fade resistance, recycled content
fabric (include recycled content type), ergonomic, multiple styles, sizes
(multiple seat furniture, i.e. couches), type of casters, bases, and armrest
options;
(e) Describe your conference room seating options including fabric grades,
standard and up charge categories, soil and fade resistance, recycled content
fabric (include recycled content type), ergonomic, full adjustability including tilt,
height, pneumatic, seat and swivel, multiple styles of casters and bases to
include carpet and non-carpet, minimum five star base, and armrest options;
(f) Describe your stackable/foldable seating options including fabric grades,
standard and up charge categories, soil and fade resistance, recycled content
fabric (include recycled content type), removable cushions, ergonomic,
multiple styles of casters and bases, armrest options, alignment devices,
ganging, weight and maximum stack height, storage and transportation
options; and
(g) Describe your work stool options including hard surface types and fabric
grades, standard and up charge categories, chemical, soil and fade
resistance, recycled content fabric (include recycled content type), type of
casters, bases, back and arm and footrest options.
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SECTION 3: PRODUCT QUALIFICATION EVALUATION CRITERIA (CONT’D)
3.3 DESKS AND TABLES
Y/N
Provide the specific location (page number) within the Submission
where information can be verified.
Y/N
Provide the specific location (page number) within the proposal
where information can be verified.
.1 General
It is preferred that all product offered in response to this section should meet
ANSI/BIFMA X5.5-2008 Desks/Table Products – Tests.
(a) All products offered in response to this section should be standard catalogue
items for which printed literature, specifications, and certified test results are
available;
(b) Desk and tables should be designed in a manner that allows assembly and
disassembly to occur with minimal disruption, time, noise volume, and space
usage;
(c) Provide standard trim for all exposed ends, junctions, corners or changes in
height; and
(d) All product shipped should have an identification tag/sticker which should
include the following information: manufacturer’s name, model number, and
year built.
.2 Evaluated Product Qualifications
(a) Describe your free standing desks including sizes, number of drawers, types
of finishes and materials (i.e. wood, metal), privacy type panels, base and
leg/foot options, locking/security, and drawer tracking/glides;
(b) Describe your conference room tables including sizes (height/width/depth),
types of finishes and materials (i.e. wood, metal), bases, and cabling options
for audio/visual/computer/electrical component equipment;
(c) Describe your small office or side tables including sizes (height/width/depth),
types of finishes and materials (i.e. wood, metal), locking/security and bases;
(d) Describe your training tables including sizes (height/width/depth), types of
finishes and materials (i.e. wood, metal), bases, mobility, fold ability, storage
and
transportation
options,
and
cabling
options
for
audio/visual/computer/electrical component equipment; and
(e) Describe your breakroom tables including size (height/width/depth), type of
legs or bases, types of finishes and materials (i.e. wood, metal), mobility, fold
ability, and storage.
3.4 FILING, METAL STORAGE, AND WOODEN CASE-GOODS (CRITERIA)
.1 General
It is preferred that all product offered in response to this section should meet
ANSI/BIFMA X5.9-2004 Storage Units – Tests.
(a) All products offered in response to this section should be standard catalogue
items for which printed literature, specifications, and certified test results are
available;
(b) Case -goods should be designed in a manner that allows assembly and
disassembly to occur with minimal disruption, time, noise volume, and space
usage; and
(c) All product shipped should have an identification tag/sticker which should
include the following information: manufacturer’s name, model number, and
year built.
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SECTION 3: PRODUCT QUALIFICATION EVALUATION CRITERIA (CONT’D)
.2 Evaluated Product Qualifications
(a) Describe your filing cabinets, sizes, number of drawers, options for lateral,
vertical, types of finishes and materials (i.e. wood, metal), ganging,
locking/security, counterweights, and drawer tracking/glides;
(b) Describe your wardrobe/storage cabinet size (height/width/depth), number of
shelves and options, types of finishes and materials (i.e. wood, metal),
locking/security, and counterweights/mountable options;
(c) Describe your bookcase(s) including size (height/width/depth), number of
shelves and options, types of finishes and materials (i.e. wood, metal),
locking/security, and counterweights/mountable options; and
(d) Describe your pedestal files including size (height/width/depth), number of
drawers, fabric grades, standard and up charge categories, soil and fade
resistance, recycled content fabric (include recycled content type), mobility,
type of casters, types of finishes and materials (i.e. wood, metal),
locking/security.
.3 Evaluated Product Qualifications – Specialty Filing/Storage Systems
N.B. The following highlighted items are specific for Specialty Filing / Storage OEM’s or their authorized representative(s) (which includes high density mobile
storage systems).
Specialty Filing/Storage OEMs and/or authorized representative should include a
list of references providing insight into an OEM’s and/or authorized
representative’s general reputation along with the skills, capacity and qualifications
necessary to diligently and properly provide the Goods and perform anticipated
Services as set out in this RFEOI/SOQ. References should be from clients for
whom you have provided similar services, both in size and scope, as those
outlined in this RFEOI/SOQ.
1. References: 1) Customer's name and address; 2) The type of media stored;
3) The name and phone number of the end user; 4) Installation date; and, 5)
System features and safety features installed;
2. Manufacturer's Literature / other submittals: Provide manufacturer's tech
data sheets and literature which fully describe the specifics (range and breadth of
offering) of the shelving and mobile system;
3. Service / Maintenance: Each OEM and/or authorized representative should
submit the name and location of the company that may perform the maintenance
and service; and
4. Seismic Compliance: Each OEM and/or authorized representative should
submit a letter from an independent structural engineer, preferably licensed in the
Province of British Columbia, stating that the OEM’s systems will meet seismic
requirements for the Province of British Columbia.
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SECTION 4: SUSTAINABILITY/ENVIRONMENTAL QUALIFICATION CRITERIA
RFEOI/SOQ 1220-050-2012-013
Manufacturer:
Authorized Representative:
INSTRUCTIONS:
Provide answers in the column B ‘Answer’ column or in column C indicate the page number within the Submission where information can be found.
Column A
Column B
Column C
Provide the specific location (page number) within the Submission
4.0 SUSTAINABILITY (ENVIRONMENTAL)
Answer
where information can be verified.
.1 Has your firm made a public commitment to environmental sustainability? If so,
provide details for the following:
(a) Description of the measurements that are employed and how they are reported;
(b) Provide the number of product lines available by your firm, and the number of
product lines that are certified as compliant with ANSI/BIFMA Furniture
Sustainability Standards?
(c) List any third party certification programs that your firm has achieved and the level
of compliance;
(d) Provide information concerning Respondent's purchase and use of recycled
products including information concerning the use of "green" products, use of
regional materials, use of rapidly renewable materials, use of certified wood,
commitment to non-obsolescence, or the elimination of production waste (i.e.
fabrics, foams, paint, packing materials, reduction in the use of paper, reuse of
production by product, etc.);
(e) Provide information in regards to product certification for "green" product lines.
Indicate how "green" products are identified in your product line;
(f) Provide information on how "green" products are promoted and recommended;
(g) Environmental Policy:
Enclose a copy of your company’s approved environmental policy demonstrating
the organization’s environmental commitment:

As appropriate to the nature, scale and environmental impacts of the
company’s activities;

Including a commitment to continual improvement and prevention of
pollution;

Including a commitment to comply with relevant legislation and
regulations;
(h) Waste Management & Reduction:
Provide your company’s procedures related to waste management which may
include the following:

Procedures to minimize waste generation at the manufacturing site
(include methods for reduction, reuse and/or recycling);

Procedures to minimize waste generation at the job site (include methods
for reduction, reuse and/or recycling;

A list of the typical types of waste produced on job sites and identify if
they are recycled or sent to landfill; and

Briefly describe your criteria on the selection of packaging materials as it
relates to recyclability, separability and the content of recycled material
used in their production.
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