APPENDIX 4
SERVICE REQUIREMENTS/SCOPE OF WORK
Index of Contents
I.
II.
III.
IV.
V.
VI.
VII.
VIII.
IX.
X.
1
General Requirements
Time of Performance – Major Capital Projects
Pricing and Work Hours
A) Discount Price
B) Adding Additional Products and Discounting
C) Work Hours
D) Installation Charges
E) Storage Requirements
Purchase Order Placement for Products and Services
A) Ordering Code Requirements
B) Standard Furniture Orders
C) Quotations Requirements, Non-Standard Quotations
D) Authorized Purchaser
E) Purchase Requisitions and Duplicate Orders
F) Weekly Status Reports
QuickShip Program for Specified Items
A) QuickShip Program
Delivery and Installation Requirements
A) Project Coordinator
B) Installation Timeline
C) Extension of Delivery
D) Delivery of Products to the User Departments
E) Coordination of Delivery
F) Partial Deliveries
G) Badge Requirements
H) Signed Delivery Ticket
I) Complete and Acceptable Installation, Installation Completion
J) Scheduling of Delivery Requirements
K) Entering of Purchase Order Requirements
L) Weekly Installation Calendar
Cancellation of Purchase Orders/Product, Returns, Errors and Omissions
A) Contractor Errors and Omissions
B) M. D. Anderson Errors and Omissions
C) Cancellation of Manufacturer or Contractor Standard Items
D) Cancellation of Custom Items
Invoicing and Payment
A) Submission of Invoices for Approval
B) Itemized Invoice Requirement
C) Time Period for Payment
D) Prompt Payment Discounts
Design and Consultations Services
A) Design Services Requirements
B) Consultation Services
C) Exception
Sales Representation
APPENDIX 4
SERVICE REQUIREMENTS/SCOPE OF WORK
XI.
XII.
XIII.
XIV.
Supplemental Requirements
A) Administration
B) Training
C) Warranty
D) Other
Supplemental Provisions
A) Purchase from Other Sources
B) Contractor Release
C) Loaner Furniture
Reimbursable Expenses
General Conditions
Attachments
1.
2.
3.
4.
QuickShip Furniture Delivery Program
Management Guidelines for Surplus Property Installation and Reconfiguration
Modular Furniture Specification Criteria for Metal and Laminate
File Cabinet, Bookcase, and Storage Cabinet Technical Specifications
M.D. Anderson Abbreviations:
ADA: Americans with Disabilities Act
CIP: Capital Improvement Project
CPM: Capital Planning and Management
FAR: Facilities Asset Request
FPS: Facilities Planning Services, a group within CPM
JCAHO: Joint Commission on Accreditation of Healthcare Organizations
Pawnee Warehouse Facilities: M.D. Anderson Warehouse Facilities
3000 Pawnee St Houston, Texas 77054
PCPF: Patient Care & Prevention Facilities
PD: Planner/Designer
PR: Purchase Requisition
PM: Project Manager
REF: Research & Education Facilities
RFP: Request for Proposal
Small Move Contracts: Existing contracts for internal moves within the institution
TDLR: Texas Department of Licensing Regulation
2
APPENDIX 4
SERVICE REQUIREMENTS/SCOPE OF WORK
I. General Requirements
Contractor will provide Labor, materials and Services to supply Products and Services in
accordance with the Agreement. It will be understood that it is not the intention of this Scope
of Work to mention each and every minor item required to perform the Work.
This Agreement will include but not be limited to two (2) categories of Work:
1.
2.
“Routine Projects” means purchases of Products associated with projects which
are not part of M.D. Anderson’s Capital Improvement Program, such as day to
day furniture Product replacements and minor construction, renovation, and/or
refurbishment projects
“Major Capital Projects” means purchases of Products associated with projects
that are part of M.D. Anderson’s Capital Improvement Program.
Unless specifically noted, the requirements set out in this Scope of Work apply to all Routine
Projects and Major Capital Projects.
M.D. Anderson will add to, subtract from, or change the list of Capital Improvement Program
or Major Capital Projects, as needed.
II. Time of Performance – Major Capital Projects
Contractor will commence Work upon notification by M.D. Anderson, or receipt of a
written Major Capital Project “Purchase Order” (an M.D. Anderson Purchase Order for
Products or Services per this Agreement issued by M.D. Anderson Supply Chain Services
Department), and will fully complete the Work by the Completion Date specified on the
Purchase Order (“the Completion Date”), or as indicated by the project installation
schedule. Contractor will receive numerous separate Purchase Orders for each Major
Capital Project purchase. The terms and conditions of this Agreement will apply to all
Major Capital Project Purchase Orders.
III. Pricing and Work Hours
A. Discount Price
On Major Capital projects, design services have already been performed. It is
expected that purchased Products for these projects will be delivered directly
from the Manufacturer to the M. D. Anderson Cancer Center installation location.
M. D. Anderson will work with Contractor on a case by case basis to provide
adequate notification time in the event of shipping or installation schedule
changes in these instances
A.1
3
The discount percentage(s) (“Discount”) more particularly described in
Appendix 5, Pricing Schedule, will remain firm for the “Term” (“Term”
means initial term and all renewal period terms) of this Agreement.
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SERVICE REQUIREMENTS/SCOPE OF WORK
A.2
Contractor will apply the Discount to the Manufacturer’s List Price for
each “Product(s)” and Service. “Manufacturer’s List Price” means the
price for each Product and Service set out in the Manufacturer’s price list
effective on the date of award. “Manufacturer’s Selling Price” means
the discounted final price for each Product and Service, and includes all
billable charges associated with the Product(s) to be delivered, such as
freight, delivery, transportation, installation, COM costs, labor, insurance,
overhead, profit and administrative costs. All Manufacturer’s Selling
Prices are FOB installed at any of M.D. Anderson’s premises located in
the Houston, Texas metropolitan area, Bastrop, Texas or Smithville
Texas locations, during Regular Work Hours.
A.3
The Discount structure shall be applied by the Contractor, to all M.D.
Anderson requests for quotation.
B. Adding Additional Products and Discounting
B.1
Pricing for any new or additional Product lines not part of existing lines
previously purchased by M.D. Anderson and Products which hereinafter
may be included under any Agreements to be awarded, will be at the
Discounts referenced.
C.
B.2
The Scope of any Agreements to be awarded, will include the entire
scope of supply for each of the Manufacturers listed on the Pricing and
Delivery Schedule (Appendix 5).
B.3
M.D. Anderson may add new or additional Products produced by the
manufacturers listed on the Pricing Schedule (Appendix 5) to the scope
of any Agreements to be awarded, as needed.
Work Hours
“Regular Work Hours” means 7:30 A.M. to 9:00 P.M., Monday though Friday,
and 7:30 A.M. to 5:00 P.M. on weekends. Contractor may not charge shift
differentials, overtime, or other premiums for Work performed at M.D. Anderson
during Regular Work Hours.
D. Installation Charges
D.1
Manufacturer’s Selling Price includes installation during Regular Work
Hours.
D.4
4
D.2
Contractor’s charges per hour for overtime and other shift differentials are
set forth in Appendix 5, Pricing and Delivery Schedule.
D.3
Contractor should anticipate that every project or Purchase Order may
include up to two (2) separately scheduled installation times at no
additional cost to M.D. Anderson.
If Products are delivered to M.D. Anderson and M.D. Anderson is not ready to
receive Products, the Contractor shall contact the “Project Manager” (the M.D.
Anderson Project Manager with responsibility for the Major Capital or Routine
APPENDIX 4
SERVICE REQUIREMENTS/SCOPE OF WORK
Project), the “Planner/Designer” (the M.D. Anderson Planner/Designer with
responsibility for the Major Capital or Routine Project) and/or “End User” (the
M.D. Anderson departmental contact) to alert them of the delivery issue. If the
Project Manager, Planner/Designer and End User cannot be reached by the
Contractor, the Contractor must contact the Administrator of this Agreement to
alert her of the delivery issue. The Project Manager, Planner/Designer, End User
or Administrator will designate a location on M.D. Anderson’s premises where the
Products may be staged, or instruct the Contractor to return the Products to
Contractor’s premises for delivery and installation at another time. If Products are
staged or returned to Contractor’s premises, the two (2) separately scheduled
installation times at no additional cost provision of Section III, D3 will not apply.
E.
IV.
D.5
If Products are assembled and installed at a location designated by M.D.
Anderson, Contractor will not be expected to reinstall per D3 or D4 above.
D.6
M.D. Anderson may cancel a delivery and installation without charge if
M.D. Anderson gives notice of cancellation to the Contractor, either
verbal or written, to the Contractor (1) with regard to shipments from
Contractor’s Houston facilities; twenty-four (24) business hours prior to
the shipment leaving the Contractor’s Houston facilities; and (2) with
regard to shipments coming directly to M.D. Anderson from outside the
Houston area; twenty-four (24) business hours prior to the Contractor’s
shipment arriving at M.D. Anderson’s facilities.
D.7
Contractor will give M.D. Anderson’s Project Manager or
Planner/Designer in charge, a minimum of twenty-four (24) business
hours advance written notice of any installation coordination or scheduling
changes.
Storage Requirements
Contractor will provide storage for newly purchased Products at no charge to
M.D. Anderson. New Products are defined within this Service
Requirements/Scope of Work (Appendix 4) General Conditions, Section XIV.E
Purchase Order Placement for Products and Services
A.
Ordering Code Requirements
In conjunction with the existing M.D. Anderson Standard Furniture
Products/Database Items intranet website as a tool for ordering furniture, M.D.
Anderson will supply abbreviated “Codes” to Contractor(s) referring to M.D.
Anderson Standard Furniture Products/Database Items. (Codes also include
product descriptions, fabric/finish descriptions, and Manufacturer Selling Prices).
These Codes describe M.D. Anderson Standard Furniture Products/Database
Items in detail and may be the sole description listed on M.D. Anderson
Purchase Orders provided to Contractor for M.D. Anderson Standard Furniture
Products/Database Items. Contractor will confirm the accuracy of Codes as
requested by M.D. Anderson.
5
APPENDIX 4
SERVICE REQUIREMENTS/SCOPE OF WORK
6
B.
Standard Furniture Product/Database Item Purchase Orders
B.1
The “Standards Order Form” (a print out from the intranet website listing
the required Standard Furniture Products/Database Items) will include the
abbreviated Codes of the M. D. Anderson Standard Furniture
Products/Database Items required. The Standards Order Form will also
include the quantity of Standard Furniture Products/Database Items
required.
C.
Quotations Requirements, Non-Standard Quotations
C.1
Contractor will not provide quotations or other information for “NonStandard Product(s)” (Products not Standard Furniture
Products/Database Items and not custom made by the Manufacturer) or
“Custom Product(s)” (Products not Standard Furniture
Products/Database Items and custom made by the Manufacturer) without
the prior approval of the “Administrator” (Principal Facilities
Planner/Designer) of this Agreement.
C.2
Contractor will provide separate quotations for Non-Standard Products
and Custom Products once approved. Non-Standard Products and
Custom Products are subject to M.D. Anderson’s competitive bid
guidelines if not included in the scope of this Agreement.
C.3
Quotations will contain a complete description including: model/catalog
number, product description, fabric/finish description, proposed alternate
fabric and finish selections, specifications, technical data, performance
and test data, photographs, drawings, construction details, installation
instructions, warranty information, quantity, Manufacturer’s List Price,
Manufacturer’s Selling Price and Discounts.
C.4
Quotations will include lead times for each Product. If production or
Delivery lead times vary, quotations will list lead times per Product.
C.5
Quotations will reflect delays caused by Customer Owned Materials
(“COM”), Customer Owned Leather (“COL”) and Custom Finishes. All
COM, COL and Custom Finish quotations are subject to approval by the
Administrator of this Agreement. Contractor will not provide quotations to
M.D. Anderson for COM, COL Products without the prior approval of the
Administrator of this Agreement.
C.6
Contractor will provide fabric quantity information to M.D. Anderson as
requested.
D.
Authorized Purchaser
The “M.D. Anderson Supply Chain Services Department” is the authorized
purchaser of Products and Services for M.D. Anderson and issues unique
Purchase Orders for the Standard Furniture Product/Database Items and the
Non-Standard Products accepted under this Agreement.
E.
Purchase Requisitions and Duplicate Orders
APPENDIX 4
SERVICE REQUIREMENTS/SCOPE OF WORK
M.D. Anderson intends to issue written (hard-copy) Purchase Orders. The M.D.
Anderson Supply Chain Services Department may, at its option, issue verbal
Purchase Orders to expedite Purchase Order processing. When M.D. Anderson
issues verbal Purchase Orders, M.D. Anderson may issue written Purchase
Orders noted with the words, “Confirming Verbal Order . . . Do Not Duplicate”, so
that Purchase Order duplications do not occur.
V.
F.
Weekly Status Reports
Contractor will provide “Weekly Status Reports” to the Capital Planning and
Management Facilities Planning Services Department via e-mail on Friday of
each week. The reports will be in a Microsoft Excel format. The status reports
will list and include all Purchase Orders from the date of Contractor Purchase
Order receipt through the date of final punch list “Installation Completion”
(means all Product punch items completed and installed). The Capital Planning
and Management Facilities Planning Services Department will provide a template
for presentation of this report to the Contractor shortly after award of
Agreements. This information will be incorporated into the M.D. Anderson
intranet website for Purchase Order tracking and confirmation.
G.
Procard
Contractor will accept M.D. Anderson’s “Procard” (M.D. Anderson Credit Card)
for the purchase of Services that are “Labor Only” (do not include the purchase
of Products) and do not exceed $600.00 per Work event.
QuickShip Program for Specified Products
A.
QuickShip Program
Contractor will implement the “QuickShip” program as described in Attachment
1 of this Service Requirements/Scope of Work. M.D. Anderson will add or delete
items from the QuickShip program as agreed upon by M.D. Anderson,
Contractor, and the Manufacturer.
A.1
VI.
7
Contractor will deliver and install QuickShip Purchase Orders within the
time frames agreed upon at Agreement award.
Delivery and Installation Requirements
A.
Project Coordinator
“Project Coordinator” (Contractor employee with management responsibility for
each Work event) will be present to assist in delivery and installation as
requested by M.D. Anderson.
B.
Installation Timeline
Contractor will notify the respective Project Manager, Planner/Designer, or End
User from CPM/PCPF/REF and the M.D. Anderson Supply Chain Services
Department five (5) days prior to the Purchase Order “Shipment Date” (the date
Product is to ship from the manufacturer) if the promised Shipment Date cannot
be met. When Contractor does not provide notice, M.D. Anderson may: (1)
cancel the Purchase Order without penalty or cost to M.D. Anderson, (2)
APPENDIX 4
SERVICE REQUIREMENTS/SCOPE OF WORK
purchase substitute Products from the best available source, and (3) charge the
Contractor the difference between the Contractor Purchase Order amount and
the amount of the substitute Product Purchase Order plus any incidental costs
involved in purchasing substitute Products.
C.
Extension of Delivery
Alternatively, M.D. Anderson may extend the delivery schedule for up to an
additional ninety (90) days. If the Contractor fails to deliver the Products within
the extended time period, then: (1) M.D. Anderson may cancel the Purchase
Order as above; or (2) M.D. Anderson may assess liquidated damages per
Section 5 of the Draft Agreement (Appendix 2).
D.
Delivery of Products to the User Department will include:
D.1 Office Furnishings
D.1.1 Complete assembly and installation
D.1.2 Installation of all Products inclusive of modular systems as
ordered.
D.1.3 Placement of all Products as required.
D.1.4 Onsite cleanup of installation related debris.
D.1.5 Offsite disposal of all packaging materials.
D.1.6 Coordination and completion of service only punch list items or
provide temporary substitute Product within two (2) business days
for Routine Projects, or as required for move-in for Major Capital
Projects. Allow (30) thirty business days for Product replacement.
D.1.7 Adjustments to furniture and delivery and installation of missing
parts and pieces will be performed per the time frames noted in
D1.6 above (Coordination and completion of service only punch
list items or provide temporary substitute Product within two (2)
business days for Routine Projects, or as required for move-in for
Major Capital Projects. Allow (30) thirty business days for Product
replacement.)
D.1.8 Detailed and complete onsite cleaning to remove all stains, labels,
dust and marks on new furniture or surplus furniture.
D.2 Filing Systems
D.2.1 Complete assembly and installation, to include leveling necessary
for system functionality consistent with the department user’s
requirements.
D.2.2 Placement of all Products as required.
8
APPENDIX 4
SERVICE REQUIREMENTS/SCOPE OF WORK
D.2.3 Onsite cleanup of installation related debris.
D.2.4 Offsite disposal of all packaging materials.
D.2.5 Coordination and completion of punch list items within two (2)
business days for Routine Projects, and as required for move-in
for Major Capital Projects.
D.2.6 Post installation adjustment between the 30th and 45th day
following initial installation at the request of M.D. Anderson.
9
E.
Coordination of Delivery
Contractor will coordinate Delivery dates and times with the “Requestor” (the
M.D. Anderson employee noted on the purchase requisition or Purchase Order
form as the Requestor). Contractor will provide written notification of pending
delivery and installation at least seventy-two (72) hours prior to the delivery and
installation.
F.
Partial Deliveries
Partial deliveries are subject to the prior approval of The M.D. Anderson Supply
Chain Services Department or the Project Manager/Planner Designer from CPM,
PCPF or REF.
G.
Badge Requirements
Contractor will be responsible for securing proper badges for all employees prior
to performing installation Work or visiting the M.D. Anderson campus. (Refer to
Rider 108 of the Draft Agreement (Appendix 2) for details on badge policies)
H.
Signed Delivery Ticket
Contractor will obtain a “Signed Delivery Ticket” (Contractor delivery ticket
signed by M.D. Anderson Project Manager, Planner/Designer, or Requestor upon
completion of Complete and Acceptable Installation) and provide a copy of the
Signed Delivery Ticket with their invoice. Invoices received without Signed
Delivery Tickets will be considered invalid.
I.
Complete and Acceptable Installation, Installation Completion
“Complete and Acceptable Installation” is to be defined as Products are in
move in condition and operational with possible punch items remaining.
Installation Completion is defined as all Product punch items have been
completed and installed. No Contractor invoices will be paid until Installation
Completion is completed.
J.
Scheduling of Delivery Requirements
Contractor will schedule “Installation Date(s)” (means date(s) Product is to be
installed at M.D. Anderson) with M.D. Anderson customer contact no more than
five (5) days after Shipment Date from Manufacturer, unless a previous agreed
upon date has been established at the Purchase Order placement date.
K.
Entering of Purchase Order Requirements
APPENDIX 4
SERVICE REQUIREMENTS/SCOPE OF WORK
M.D. Anderson expects all Purchase Orders to be entered into the
Manufacturer’s process within one working day of receipt by Contractor or date of
placement by M. D. Anderson, regardless of Contractor or Manufacturer’s
production schedule.
L.
Weekly Installation Calendar
Contractor will provide an installation calendar to all M.D. Anderson users on
Friday of each week, utilizing the approved format submitted by M.D. Anderson.
VII. Cancellations of Purchase Orders and of Product, Returns, Errors and Omissions
Requirements for M.D. Anderson and Contractor
A.
Contractor Errors and Omissions
A.1
Contractor will deliver Products and Services that conform to the
description, stock numbers, and Codes on the Purchase Order. When
Contractor delivers Products and Services that do not conform to the
Purchase Order, M.D. Anderson may reject the non-conforming delivery
in whole or in part without penalty or cost to M.D. Anderson. Contractor
will be solely responsible for freight charges, re-stocking fees, and other
costs caused by the non-conforming delivery.
A.2
Contractor will ensure that all M.D. Anderson Product requirements are
complete and useable upon Delivery. Contractor will deliver and install
missing items or incorrect items caused by Contractor/Manufacturer error,
or omission, within three (3) business days of the initial Installation Date.
If a temporary replacement is provided to M.D. Anderson and installed at
no charge, missing or incorrect items may be provided within thirty (30)
business days of the original Installation Date. Contractor will not charge
M.D. Anderson for labor charges, overnight freight, or other charges
incurred by the Contractor or Manufacturer because of Manufacturer's
packing/shipping errors or omissions.
B.
M.D. Anderson Errors
B.1 Products supplied by the Contractor in accordance with an M. D. Anderson
Cancer Center Purchase Order, but subsequently determined by M.D. Anderson
as unnecessary, may be considered an M.D. Anderson error. M.D. Anderson
may return the goods subject to Sections C. and D. below.
C.
Cancellation of Manufacturer or Contractor Standard Items
“Manufacturer or Contractor Standard Items” are Products routinely produced
by the Manufacturer, on customer demand, as part of their catalogued Product
line. This includes all colors and patterns normally available from the
Manufacturer regardless of whether or not additional fees apply for colors and
patterns.
When M.D. Anderson places an order for Manufacturer or Contractor Standard
Items and subsequently cancels the Purchase Order, then:
10
APPENDIX 4
SERVICE REQUIREMENTS/SCOPE OF WORK
D.
C.1
M.D. Anderson may cancel the Purchase Order without penalty up to two
(2) days after receipt of the Contractor's notification of the scheduled or
acknowledged Shipment Date. On QuickShip items, no cancellations or
changes by M.D. Anderson will be permitted after Purchase Order
placement.
C.2
Contractor will use their best efforts to minimize cancellation charges.
C.3
M.D. Anderson may return Manufacturer or Contractor Standard Items
when project requirements are altered prior to Installation Date. M.D.
Anderson intends to evaluate on a case-by-cased basis, the payment of
restocking fees in these instances.
C.4
Cancellation and restocking fees will not be applied to the same Purchase
Order.
Cancellation of Custom Items
“Custom Items” are those Products that are not Manufacturer or Contractor
Standard Items. Such Products are built specifically for M.D. Anderson and are of
non-standard dimension, non-standard materials, or C.O.M. finishes.
D.1
Cancellations and return of Custom Items will be handled on a case-bycase basis with return fees subject to negotiation between M. D.
Anderson’s Supply Chain Services Department and the Contractor.
VIII. Invoicing and Payment:
11
A.
Submission of Invoices for Approval
Contractor will submit invoices to M. Anderson when delivery, installation and
punch list corrections (Installation Completion) has been completed. M.D.
Anderson may not pay Contractor invoices before Contractor completes delivery,
installation, and punch list correction. M.D. Anderson may reject and return
Contractor invoices submitted prior to completion of delivery, installation, and
punch list correction.
B.
Itemized Invoice Requirement
Contractor will submit itemized invoices that indicate Manufacturer’s Selling Price
for each item. Contractor will submit invoices that reference M. D. Anderson’s
Purchase Order Number, project number, FAR number (if applicable), receiving
department, room number of receiving department, and M. D. Anderson contact
and telephone number. Invoices will be submitted with Signed Delivery Tickets
attached. When Contractor invoices do not conform, M.D. Anderson may reject
and return the invoices unpaid.
C.
Time period for Payment
Upon proof of delivery and installation, and upon acceptance by the department
user, M.D. Anderson intends to approve invoices that conform as indicated
above. M.D. Anderson intends to pay approved invoices within thirty (30) days of
the invoice approval date.
APPENDIX 4
SERVICE REQUIREMENTS/SCOPE OF WORK
D.
IX.
Prompt Payment Discounts
Contractors are encouraged to offer prompt payment discounts on their
submitted Appendix 5 Pricing Schedule. M.D. Anderson may accept prompt
payment discounts as acceptable payment terms.
Design and Consultation Services
Contractor will provide design and consultation services to department users and M.D.
Anderson consultants at no charge, when new furniture Products are purchased. Contractor
will attend meetings as needed. Design and consultation services will comply with applicable
TDLR, ADA, JCAHO, Life Safety Codes, M.D. Anderson furniture standards, and
flammability codes.
Design changes made after client signoff (major layout changes, or add to existing item
inventory) may be subject to Contractor hourly charge for design services.
A.
12
Design Services Requirements
A.1
Schematic Design: Preparation of studies that indicate the types and
quality of finishes, materials and furnishings required by department
users, with revisions as needed.
A.2
Design Development: Creation of interior spaces, identification and
location of furnishings, equipment, and accessories that meet the
functional, budgetary, M. D. Anderson furniture standard, and aesthetic
requirements of department users, including revisions as needed.
A.3
CAD drawings: Creation of electronic files with AutoCAD 2005, or later
versions, which identify locations of furniture, equipment, and
accessories. M.D. Anderson reserves the right to request later versions of
AutoCAD as required.
A.4
Creation of standards/Typical binder with periodic updates as new
“Typicals” (means Product or workstation configuration that has been
identified as a Standard Furniture Product/Database Item) are created,
and as pricing changes.
B.
Consultation Services:
Contractor will provide consultation Services to department users and M.D.
Anderson consultants prior to order placement, unless otherwise directed by M.D.
Anderson. Consultation services will consist of, at a minimum, confirming that
items requested are, (i) correctly identified (model number, finish selection, etc.),
and (ii) meet the space, function, M.D. Anderson furniture standards, and
budgetary requirements of the department user. Contractor will provide field
verification as required.
C.
Exception:
C.1
Space planning requirements requested by client department and
approved as issued by M.D. Anderson. Contractor will list his hourly
APPENDIX 4
SERVICE REQUIREMENTS/SCOPE OF WORK
design charges for regular work so that they will be known to M.D.
Anderson. Design and consultation Services for space planning
requirements will be performed only after issuance of an M.D. Anderson
Purchase Order. All charges are subject to review prior to Purchase
Order issuance by M.D. Anderson.
X.
C.2
Furniture Inventory: Physical count and identification of furniture and
equipment with relation to space planning.
C.3
Creation of color boards for presentation.
Sales Representation
M.D. Anderson expects a high level of service befitting a large and diverse account.
Services will include prompt problem solving and physical personnel representation to each
campus and its major users on a set schedule, or as required. Contractor must maintain
Service levels that are deemed necessary by M.D. Anderson to satisfactorily service the
account. At a minimum, this will include a staff of properly trained and experienced
personnel to ensure satisfactory performance under this Agreement. Contractor will assign
a “Designated Sales Account Representative” and back up “Sales Representative(s)” to
M.D. Anderson who will be responsible for the coordination and administration of M. D.
Anderson requirements. Contractor will also supply names of any additional support
personnel. Contractor will supply telephone, pager numbers and e-mail addresses of
Contractor team personnel and management. Contractor will notify M.D. Anderson of any
changes to these within seven (7) days of the change. Failure to maintain satisfactory
Service levels will be deemed by M.D. Anderson as justification to terminate this Agreement
for non-performance, or request replacement of a Designated or back up Sales
Representative.
Sales representation will also include end user instruction on the use, care and maintenance
of Products offered on an as needed basis.
XI.
Supplemental Requirements
A.
13
Administration:
A.1
Contractor will maintain at M.D. Anderson, five (5) complete and updated
sets of Manufacturer’s catalogs for each Manufacturer/Product-line
covered by this Agreement, at no cost to M.D. Anderson.
A.2
Contractor will provide written advance notification of discontinued
Products or Product lines to the Administrator of this Agreement. This
notification must be received with adequate lead time to allow M.D.
Anderson to make alternate arrangements.
A.3
Contractor will provide written notification to the Administrator, of
information regarding special purchase items or closeouts.
A.4
Contractor will ensure that all calls, e-mails, or requests for Service made
by M.D. Anderson employees are responded to within twenty-four (24)
APPENDIX 4
SERVICE REQUIREMENTS/SCOPE OF WORK
business hours. Names of Contractor back up personnel will be provided
to the M.D. Anderson Capital Planning and Management Facilities
Planning Services Team, the Patient Care Facilities Team, the Research
and Education Facilities Team, and Supply Chain Services, in case
Contractor Designated Sales Account Representative or Sales
Representatives cannot be reached when needed.
B.
A.5
Contractor will ensure that all Products furnished hereunder strictly
conform to Purchase Order requirements. No Product substitutions or
changes (i.e., fabric, etc.) are permitted without the express written
authorization of the Administrator of this Agreement.
A.6
Contractor will supply information regarding the maintenance and
operational features of purchased Products as required.
Training:
B.1
Buyer Training – Contractor will make available a minimum of eight (8)
hours of instruction annually to M. D. Anderson to acquaint up to twentyfive (25) persons with systems furnishings and related Products. The
training will also include instruction regarding the proper selection and
ordering of these Products.
B.2
C.
Installation/Repair Training – Contractor will make available a minimum of
eight (8) hours of instruction annually to M. D. Anderson to acquaint up to
twenty-five (25) persons with methods and techniques of installation and
repair.
Warranty:
In addition to the warranties set forth per the attached M.D. Anderson Standard
Terms and Conditions, Rider 103 to Appendix 2 Draft Agreement, Contractor
warrants all items against defects in materials, workmanship and quality for a
period of three (3) years from the date of acceptance, unless the manufacturer's
warranty exceeds three (3) years.
C.1
Contractor will pass on all Manufacturers' warranties to M.D. Anderson.
C.2
Contractor will supply a statement regarding its warranty for each product
listed on the Pricing Schedule (Appendix 5) regarding Customer Owned
Materials (C.O.M.), Customer Owned Leather (C.O.L.) and custom
finishes.
In some instances a longer than standard warranty has been agreed to by a
given manufacturer and that longer warranty, as defined in the following
specifications, will apply.
The following warranty will apply to adjustable seating products.
“Adjustable Seating Products”: refers to any seating product with any
adjustable part or parts.
14
APPENDIX 4
SERVICE REQUIREMENTS/SCOPE OF WORK
The Manufacturer warrants that its seating products are free from defects in
materials and workmanship from the Installation Date for the applicable warranty
period specified below.
The Manufacturer’s obligations and the purchasers remedy pursuant to the
foregoing warranty are limited to repairs or replacement, at the Manufacturer’s
option, for the first three (3) years. The Manufacturer will repair or replace with
comparable product, free of charge, inclusive of labor, handling and freight cost,
any product, part or component which fails under normal use in the first three (3)
years.
After that initial first three years, the furniture Manufacturer will furnish necessary
repair parts, inclusive of handling and freight cost, for Products which prove to be
defective within the remainder of the extended warranty period when the parts
can be replaced in the field. If the defective product needs to be returned to the
Manufacturer, M.D. Anderson may be responsible for getting that product back to
the Manufacturer and then replacement product or repaired product will be
returned then to M.D. Anderson at the Manufacturer’s expense.
The definition of “Normal Use” does not restrict M.D. Anderson to a single shift,
as that is irrelevant in an institution where laboratory and research time is
scheduled at irregular hours. Rather, the warranty extends to unlimited usage of
the Products.
The warranty for the following items will be:
Seating Products (Excluding pneumatic cylinders surface finishes, textiles,
application of upholstery, casters and/or glides whose separate warranty periods
are listed below): Ten (10) years.
Pneumatic cylinder
Five (5) years
Surface finishes
Three (3) years
Textiles from manufacturer
Three (3) years
Application of upholstery
Three (3) years
Casters and/or glides
Five (5) years
It is expected that the level of upholstering workmanship will be of the highest
level in the commercial trade. If there are any defects or flaws in the way the
textile materials have been upholstered on seating that become apparent in the
first two years, that seating product will be reupholstered in an equivalent textile
product at the expense of the Manufacturer.
The above warranty is the minimum acceptable. Where the standard warranty of
a Manufacturer exceeds any portion of the warranty stated above, that standard
15
APPENDIX 4
SERVICE REQUIREMENTS/SCOPE OF WORK
warranty feature will be in effect and will supersede the more limited time periods
stated above.
D.
Other:
D.1
Systems with electrical outlets (i.e., Power Panels), lighting, or other
electrical devices must be UL/CSA listed and comply with all NEC, NFPA,
and CAPS standards. Contractor will notify M.D. Anderson’s Supply
Chain Services Department representative at the time of order placement
of any facility changes, requirements, or concerns relative to the
installation of such systems with the initial quotation to the department.
D.2
Upholstered furniture covered by fabrics, filling padding, interior fabric,
welt cords, decking and barrier material components, will meet a class A
rating and have passed the following:
D.2.1 “ASTME 84/NFPA 255/UL 723” – standard method of test for
surface burning characteristics of building materials.
D.2.2 “ASTME 662/NFPA 258” – standard research test method for
determining smoke generation of solid materials.
D.2.3 “NFPA 701” – standard method of fire test for flame-resistant
textiles and film.
D.2.4 “BIFMA” - a set of standards intended to provide manufacturers,
specifiers, and users with a common basis for evaluating safety, durability
and structural adequacy of specified furniture, independent of
construction materials.
D.3
Electrified panels will be UL/CSA listed and comply with NEC, and NFPA
standards. In the event a Contractor quotes a modular furniture system,
the quote will specify if panels are capable of utilizing an eight (8) wire
system with three (3) circuits. Unless otherwise noted on the quotation:
D.3.1 Power raceway will be verified and approved by Administrator of
this Agreement
D.3.2 Telecommunication cable raceway will be verified and approved by
Capital Planning and Management.
D.3.3 Panels will have a mid-panel access port for both power and
telecommunications. Failure to highlight these areas on the quotation
may result in delay or cancellation of the Purchase Order.
XII. Supplemental Provisions
A.
16
Purchase from Other Sources
M.D. Anderson reserves the right, and may from time to time as required by M.D.
Anderson operational needs, obtain furniture Products and related Services of
APPENDIX 4
SERVICE REQUIREMENTS/SCOPE OF WORK
equal type and kind from other sources during the Term of this Agreement,
without invalidating in whole or in part this Agreement, or any rights or remedies
M.D. Anderson may have hereunder.
B.
Contractor Release
When products are loaned to M.D. Anderson for demonstration/evaluation
purposes and mock-ups, the attached Contractor Release Form Rider 109 to the
Draft Agreement Exhibit 2 will be completed. M.D. Anderson will not be
responsible for Products left at M.D. Anderson without this Contractor Release
Form being completed.
C.
Loaner Furniture
In the event that Contractor is unable to deliver a Purchase Order as set forth per
the quoted delivery schedule, Contractor will be required to provide loaner
furniture, at no cost, if it is deemed necessary by M.D. Anderson. Loaner
furniture type will be reviewed and approved by Capital Planning &
Management’s Facilities Planning Services Department prior to installation.
XIII. Reimbursable Expenses
“Reimbursable Expenses” are additional compensation and include actual out-ofpocket reasonable expenditures made by Contractor incurred solely and directly in
connection with performance of Work in the interest of a project. Unless expressly
directed, and approved in writing in advance by M.D. Anderson authorized personnel,
other expenses will not be subject to reimbursement unless listed herein.
A.
Expenses of transportation (including coach class air travel) and living expenses
in connection with out-of state travel directed, and approved in advance, by M. D.
Anderson authorized personnel.
B.
Unless expressly directed, and approved in writing in advance by M. D. Anderson
authorized personnel, expenses of transportation (including parking expenses)
and living expenses incurred within Texas will not be subject to reimbursement.
C.
For Reimbursable Expenses incurred by the Contractor, its employees, and its
consultants in performance of Services rendered in connection with this
Agreement, the Contractor will be compensated for all approved Reimbursable
Expenses at the actual cost of the expense to the Contractor, its employees and
consultants
D.
Any expenses incurred by the Contractor’s development of proposals or
additional Services fee proposals are considered as part of the Contractor’s
expenses; and cannot be submitted for reimbursement.
XIV. General Conditions
A.
17
All Products provided by the Contractor will be pre-approved. No Product
substitutions without M.D. Anderson written approval from M.D. Anderson Capital
Planning & Management or Supply Chain Services Departments will be
APPENDIX 4
SERVICE REQUIREMENTS/SCOPE OF WORK
permitted. All Products will be new unless otherwise noted on the M.D. Anderson
Purchase Order.
18
B.
“Labor and Services”, as listed in Section I (General Requirements) of
Appendix 4 Service Requirements/Scope of Work, will include reconfiguration
services, moving services, installation services, design services, consultation
services, project management services and furniture touch up and refinishing
services when billing for these Services is permitted by the scope of this Request
for Proposal. Labor or any other service performed in the absence of the
purchase of new Products will be subject to all terms and conditions of this
Request for Proposal.
C.
M.D. Anderson may add Products to the Appendix 5 Pricing Schedule listed
Manufacturers scopes of supply, as needed.
D.
When Products are to be delivered to M.D. Anderson locations in Bastrop, Texas
and Smithville, Texas, M. D. Anderson intends to pay four (4) hours per man
round trip drive time at Contractor’s hourly rate plus 270.2 miles for Bastrop,
Texas and 254 miles for Smithville, Texas round trip at the current State of Texas
reimbursement rate of .445 per mile.
E.
“New Product” will be defined as any Product that has not been utilized in an
assembled state or used in its intended function, in it’s purchased for location.
F.
Contractor will maintain M.D. Anderson surplus property according to the M.D.
Anderson surplus property guidelines noted in detail in Attachment 2 to
Appendix 4, Service Requirements/Scope of Work.
G.
No price increases will be recognized or considered by M.D. Anderson during the
initial Term of this Agreement.
H.
Contractor will pass manufacturer price decreases whether temporary or
permanent, on to M.D. Anderson within thirty (30) days of Manufacturer
notification.
I.
After the initial Term of this Agreement, M.D. Anderson will be given a sixty (60)
day written advance notification of any Manufacturer’s List Price increases. This
written notification will be in the form of an itemized listing of all Products
affected, by M.D. Anderson Codes if applicable or M.D. Anderson part number
and/or Manufacturer part number if no Code number has been assigned.
J.
Services performed within the scope of this Agreement, will be performed by
respective factory-certified personnel.
K.
In reference to completion of Major Capital Projects, prior to final acceptance of
Products by M.D. Anderson, Contractor will provide M.D. Anderson with three (3)
complete sets of operating and maintenance instructions, and demonstrate the
procedures for proper operation and maintenance of all furniture Products and
equipment.
APPENDIX 4
SERVICE REQUIREMENTS/SCOPE OF WORK
19
L.
Obsolescence policy: Contractor/Manufacturer guarantees the availability of its
products or their functional equivalents, for ten (10) years.
M.
Contractor will return to the job site, if requested, within ninety (90) days after
Installation Date, after M.D. Anderson has moved in, to assist in the actual
management of wires and cables and adjustment of work surface heights and
other “fine tuning” in conjunction with furniture Products. This Service will be
provided at no additional charge provided worksurfaces are installed per
Manufacturer instructions at approved heights per plans. Wire and cables are to
be handled by a Telecom Representative from M.D. Anderson or a subcontractor. Minor moves such as moving a desk closer to the wall after telecom
has completed connection of lines will be completed, if agreed upon with M.D.
Anderson, by Contractor.
N.
Any Services not specifically covered by this Agreement will not be reimbursed
without the advanced written authorization of M.D. Anderson Supply Chain
Services.
O.
Any previously agreed upon adjustment to Products as promised by the
Manufacturer will be adhered to in a timely manner at no additional cost unless
noted at time of Agreement.
P.
Any modification to current Product will be noted and continue to be adaptable to
existing Products unless otherwise agreed upon.
Q.
Contractor will have current insurance certificates on file in M.D. Anderson
Supply Chain Services Department prior to entering any M.D. Anderson building
or facility to perform Work.
R.
Delivery of standard files and storage bookcases will be 12 working days (from
Purchase Order placement date by M.D. Anderson), to receipt of furniture
Products at Contractor’s premises.
S.
Major Capital Purchases Manufacturer’s Selling Prices will extend thirty (30) days
beyond the date of Installation Completion of each departments punch list.
APPENDIX 4
SERVICE REQUIREMENTS/SCOPE OF WORK
Attachment 1 to Appendix 4 Service Requirements/Scope of Work
“QuickShip” Furniture Delivery Program
1. The Administrator of this Agreement will review end user QuickShip requests and
determine whether or not there is a legitimate business need for “QuickShip” delivery.
The Administrator will then approve the QuickShip request if appropriate, approve the
requisition in accordance with the furniture purchase requisition process, schedule the
Installation Date with the client and Contractor; and confirm the Installation Date with the
Contractor.
2. QuickShip requests will be noted on the Purchase Order (i.e. QUICK SHIP ORDER –
install xx/xx/xx).
3. Contractor will deliver the following Products (“Quickship Products”) in accordance with
the terms and conditions of Attachment 1 to Exhibit 4. Quickship Products are by
Codes:
AC -1 (keyboard tray)
WK –1A
WK – 4A, 4B
WK-5A, 5B, 5C
WK-8
BK-1-45
BK-36-55
ST-11-45
ST-76-55
CH-01A-59-228
CH-16A-59-248
CH-14A-59-228
CH-68A-59-179-180
4. Contractor will install the QuickShip Products no later than ten (10) days after the date of
Purchase Order issuance by M.D. Anderson to the Contractor.
5. Contractor will track the status of QuickShip Purchase Orders and related Installation
Dates and provide M.D. Anderson a written report detailing the status and Installation
Date information for each QuickShip Purchase Order on the 1st and 15th of each month
during the Term of this Agreement.
6. Contractor will contact M.D. Anderson 48 hours prior to the Installation Date to confirm
delivery and installation.
7. Contractor will confirm Installation Completion within the 10 day scheduling window
to the Administrator and client, in writing, upon completion of the project.
20
APPENDIX 4
SERVICE REQUIREMENTS/SCOPE OF WORK
Attachment 2 to Appendix 4 Services Requirements/Scope of Work
Management Guidelines for Surplus Property Installation & Reconfiguration
M.D. Anderson owned “Surplus Product” (furniture, new Product not used at installation time,
or existing Product from a re-configuration or move) kept at Contractor warehouse for re-use on
furniture Purchase Orders will be inventoried, stored and managed by the Contractor. Surplus
Product inventory is to be utilized on all orders placed by M.D. Anderson prior to the Contractor
placing orders with Manufacturers for new Product.
1. All Products returned to Contractor warehouse for M.D. Anderson surplus will be
inventoried and tagged for M.D. Anderson. Products not purchased previously by M.D.
Anderson will not be returned to the inventory (i.e. mock-up items provided at no charge
from mfg. and/or error items by Contractor or mfg. from previous orders).
Surplus Product inventory description reporting will include the following:
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
Description Code
Product number
Manufacturer
Product Description
Finish information
Pool total
Pool list price
Reserved qty. (if any)
Reserved List Price
Available quantity
Initials of who reserved
Start date of Reservation
Expected Installation Date
Purchase Order number (If assigned)
Separate reports for Panels, Non Panel and Keyboard listing
Overview chart for year to date data on inventory numbers
Monthly return reports with itemized listing of product for return.
Inventory report of lock plugs and keys, including numbers.
2. Surplus Product inventory will have capabilities to be sorted by Products on reserve and
Products in surplus for re-use. Products placed in reserve will be those placed on hold
for a project or an individual order. Products placed in surplus will be made available for
re-use on a first come-first served basis.
3. Returned Products will be listed and sent to M.D. Anderson weekly for direction as to
placement location. Standard type Products will be identified for placement in Contractor
warehouse for surplus re-use. Non-standard type Products or others may be reserved
for re-location to M.D. Anderson warehouse or a storage area.
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APPENDIX 4
SERVICE REQUIREMENTS/SCOPE OF WORK
4. Contractor will utilize all available Surplus Products in Contractor warehouse for re-use
on projects and orders, before placing orders with Manufacturer’s for new product.
Re-usable Product may consist of:
• Used Product in good condition (light wear and tear, minimal nicks and
indentions, still functional and usable)
• Fabric color/pattern that is currently discontinued, but will work in back-of house
areas
• Finish color that is currently non-standard color for M.D. Anderson (i.e. med
metallic gray), but will work in back-of house areas
If non-standard color/finish is available for re-use, Contractor will send e-mail to
Requestor stating non-standard Product available, describe plan for reuse, and request
and receive approval for usage prior to placing his order with a manufacturer for new
product. (i.e. using medium metallic gray overhead in place of ordering new std. light
metallic gray overhead for back of house area). The M.D. Anderson Purchase Order will
be placed on-hold by the Contractor until direction is received by the Requestor.
5. Surplus Product availability will be checked by the Contractor at quote time for all orders
quoted, and/or at Purchase Order receipt time for all other standard Purchase Orders.
Upon verification that Surplus Products are available for re-use, Contractor is to notify
the M.D. Anderson Supply Chain Services Department of the items found and the credit
amount that is to be applied to the Purchase Order. The M.D. Anderson Supply Chain
Services Department will then notify the appropriate parties of the cost adjustment to
keep records correct.
6. Contractor representative will provide M.D. Anderson an as needed report on Surplus
Product inventory levels on both surplus and reserved products. A monthly meeting will
be mandatory to review the inventory with M.D. Anderson Supply Chain Services
Department and the Administrator of this Agreement.
22
APPENDIX 4
SERVICE REQUIREMENTS/SCOPE OF WORK
Attachment 3 to Appendix 4 Service Requirements/Scope of Work
MODULAR FURNITURE SPECIFICATION CRITERIA FOR METAL & LAMINATE
Metal/Laminate
General:
• Flexible
• Non-handed
• Free-standing (not panel hung)
supported by pedestal desk supports and/or end panels
• Removable modesty panel to access wall outlets where needed
• Ability to link desks together with or without screens and overheads for privacy
• Workstation must be individually supported in order to allow reconfiguration without
disassembly of work stations around area
• Must match or coordinate with modular wood furniture
Worksurfaces:
• Non-handed
• Grommet location must allow for a recessed modesty panel on visitor side of desk
• Factory installed grommets
• Edge detail options
• Height adjustable (optional)
Desk supports:
• Adjustable glides
• Optional electrical capabilities in order to have outlets and data as well as wire
management
• Optional flush or recessed front support for visitor pull-up
Overheads Cabinets:
• Supported by worksurface and option to wall mount
• Lockable door fronts
• Visual alignment with panel height (if panels used in same space)
• Various heights supports to allow proper clearances for items on worksurfaces
• Optional electrical in work surface mounted supports
Overhead Shelving:
• Work surface mounted supports and option to wall mount
• With finished back enclosure and book ends
• Optional electrical in work surface mounted supports
Pedestals:
• Box/box/file and file/file configurations
• With pencil trays
• Lockable
• Mobile
• Drawer pull options
23
APPENDIX 4
SERVICE REQUIREMENTS/SCOPE OF WORK
MODULAR FURNITURE SPECIFICATION CRITERIA (cont.)
Tasklights: (Mandatory per M.D. Anderson Facilities Management/Campus
Operations/Utility Management)
• Fluorescent integral rocker switch.
• Equipped with integral automatic shutoff control
• Grounded cord set
• Installed under overhead or shelf
• Fixtures will have solid fronts with lenses of flat acrylic material (wrap-around lens
material is not acceptable)
• Lamp: T-8
• Color: 4100K (3500K where necessary)
Metal/Laminate
• CRI: 85
• Ballast: electronic, 120 volt, 265 n.a.
• Ballast mfg: Universal Lighting Advance, OSRAM Sylvania, Robertson Transformer
• Lamp lengths must be exactly 2’, 3’ or 4’
Wire management:
• Easy to access
Screens/Privacy dividers:
• Various heights
• Installed with and without overheads
• Easy to install and remove by user
Tackboards:
• Installed under overhead
Electrical:
• Power feed to electrify one desk to another with wire management
• Finish: Metal - Lt. grey to match Knoll – lt. metallic grey (or similar)
Laminate -Lt. grey to match Knoll – lt. metallic grey (or similar)
MODULAR FURNITURE SPECIFICATION CRITERIA
Wood
General:
• Flexible
• Non-handed
• Free-standing (not panel hung)
supported by pedestal desk supports and/or end panels
• Removable modesty panel to access wall outlets where needed
• Must match or coordinate with modular metal/laminate furniture
Worksurfaces:
• Non-handed
• Grommet location must allow for a recessed modesty panel on visitor side of desk
• Factory installed grommets
• Grommets factory installed
• Edge detail options
• Height adjustable (optional)
24
APPENDIX 4
SERVICE REQUIREMENTS/SCOPE OF WORK
MODULAR FURNITURE SPECIFICATION CRITERIA (cont.)
Desk supports:
• Adjustable glides
• Recessed front desk supports for visitor pull-up and full knee space enclosure
Overhead hutch unit with and without cabinet doors:
• Supported by worksurface and option to wall mount
• Lockable door fronts (if using cabinet doors)
• Alignment visually with panel height (if panels used in same space)
• Hardware included to secure hutch to worksurface (no double stick tape)
Pedestals:
• Box/box/file and file/file configurations
• Lockable
• Mobile
• Drawer pull options
Wood
Tasklights: (Mandatory per M.D. Anderson Facilities Management/Campus
Operations/Utility Management)
• Same as metal desk above
Wire management:
• Easy to access
• Cabling in worksurface with grommets
• Underworksurface wire managers
Tackboards:
• Installed under overhead
Electrical:
• Power feed to electrify one desk to another with wire management
Lateral file cabinets (Finish & style to match modular wood furniture)
• 2, 3, & 4-dwr. Options
• Available in 30”, 36” & 42” widths
Storage/Combo units cabinets (Finish & style to match modular wood furniture)
• With adjustable shelving
• 2-shelf closed cabinet or 2-dwr lateral file with 12”-15”d open bookcase above
• Height to align with overhead
• Files with closed storage above
Bookcases (Finish & style to match modular wood furniture)
• Open
• Adjustable shelving
• Adjustable glides
• Various height adjustments
Finish:
• Wood – Cherry (to match Knoll Reff)
• Durable and easy to maintain, refinish & touch-up
25
APPENDIX 4
SERVICE REQUIREMENTS/SCOPE OF WORK
Attachment 4 to Appendix 4 Service Requirements/Scope of Work
FILE CABINET, BOOKCASE, AND STORAGE CABINET TECHNICAL SPECIFICATIONS
File Cabinet Technical Specification
General
• Files will meet or exceed ANSI/BIFMA X5.2 standards
• Locks will be available in ADA required heights
• Locks will have removable central cores and be supplied with two keys.
• Master keys will be available
• Ganging hardware will be available
• Overfiles will be available as a standard offering
• Credenza tops will be available as a standard product in sizes to fit multiple files Tops
will be particle board with the following finish options:
• Plastic laminate – solid color
• Plastic laminate – simulated wood grained color
• Warranty will be a minimum of ten years
• Roll-out and fixed shelf options will be available
• Fixed and roll-out shelves capable of accepting vertically stacked 12” binders will be
available for five high cabinets.
• Counterweights will be included on all size laterals
• Paint color to match Knoll Light Metallic. Sample must be submitted on an actual metal
sample and must be approved by Administrator of this Agreement.
Dimensions / Sizes
• Standard product must be available in 12” high drawers with 2, 3, 4, 5 drawer options
• Lateral Files will be available in 30”, 36” 42” case widths x 18” depth
• Vertical files will be available in sizes to accept letter and legal size filing
Materials
• Outer shell will be one piece case construction a minimum 22 or 21 gauge steel
• Overall cabinet components to be a minimum 22 or 21 gauge steel
• Levelers will be nylon pads with ¾” adjustment
Drawer / Shelf Construction
• Will have heavy duty steel ball-bearing suspension system
• Will have three-phase telescoping slide mechanism
• Receding doors will fully recess into cabinet
• Will have rubber stops
• Will have safety interlock system to prevent simultaneous opening of more than one
drawer/shelf.
• Sides will be a minimum of 20 gauge steel
• Hanging bars will be available to accept both front to back filing and side to side filing
Shipping / Storage
• Files will be available on QuickShip program
• Contractor will maintain a one month supply of files (quantity to determined by M.D.
Anderson) not to exceed 25 filing units and deliver from this inventory within 7 working
days
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APPENDIX 4
SERVICE REQUIREMENTS/SCOPE OF WORK
Bookcase Technical Specifications
General
• Bookcases will meet or exceed ANSI/BIFMA X5.2 standards
• Ganging hardware will be available
• Credenza tops will be available as a standard product in sizes to fit multiple bookcases
Tops will be particle board with the following finish options:
• Plastic laminate – solid color
• Plastic laminate – simulated wood grain and color
• Warranty will be a minimum of ten years
• Paint color to match Knoll Light Metallic. Sample must be submitted on an actual metal
sample and must be approved by Administrator of this Agreement.
Dimensions / Sizes
• Standard product must be available in the following sizes:
• 2, 3, 4, and 5 adjustable shelf options
• Will be available in 30” ,36”, and 42’’ widths
Materials
• Outer shell will be one 21 gauge coil steel roll formed
• Shelves will be 20 gauge sheet steel
• Levelers will be nylon pads with ¾” adjustment
• Paint finish will be solid polyester paint electrostatically deposited
Shipping / Storage
• Bookcases will be available on a QuickShip program
• Contractor will maintain a one month supply of bookcases (not to exceed 10) (amount to
be determined by M.D. Anderson)
Storage Cabinet Technical Specifications
General
• Cabinets will meet or exceed ANSI/BIFMA X5.2 standards
• Locks will be available in ADA required heights
• Locks will have removable central cores and be supplied with two keys.
• Master keys will be available
• Ganging hardware will be available
• Credenza tops will be available as a standard product in sizes to fit multiple files of the
same width. Tops will be particle board with the following finish options:
• Plastic laminate – solid color
• Plastic laminate – simulated wood grain and color
• Warranty will be a minimum of ten years
• Kit will be available to convert cabinet to a wardrobe unit.
• Paint color to match Knoll Light Metallic. Sample must be submitted on an actual metal
sample and must be approved by Administrator of this Agreement
27
APPENDIX 4
SERVICE REQUIREMENTS/SCOPE OF WORK
Storage Cabinet Technical Specifications (cont)
Dimensions / Sizes
• Standard product must be available in the following sizes:
2, 3, 4, with adjustable shelf options
• Will be available in 30”, 36” and 42’’widths
Materials
• Outer shell will be one 21 gauge coil steel roll formed
• Shelves will be 20 gauge sheet steel
• Levelers will be nylon pads with ¾” adjustment
• Paint finish will be solid polyester paint electrostatically deposited
Shipping / Storage
• Cabinets will be available on QuickShip program. Contractor will have capability to store
a one month supply (not to exceed 10) of storage cabinets (amount to determined by
M.D. Anderson)
28