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    1. Provide data sheets, test reports, letters of ... 1. Provide data sheets, test reports, letters of ... Document Transcript

    • Request for Proposal For Floor Covering Products and Services Bid # UCOP – Flooring RFP – 2006 Date Time Event RFP issue date June 19, 2006 DEADLINE TO REGISTER your company for the July 3, 2006 5:00 PM PDT MANDATORY Pre-proposal Conference MANDATORY Pre-proposal Conference Please limit your participation to not more than two (2) people per bidding company. The Conference will be held in El Segundo, CA or July 10, 2006 teleconference attendance This conference is further detailed below in Section E. The UC will assume that all participants will have already read the RFP, ask clarifying questions and learn more about the process/steps needed completion of the RFP. Deadline for requests for clarification of RFP by Bidders July 24, 2006 4:00 PM PDT Deadline for the University to respond to any requests for August 14, 2006 clarification, and to issue any addenda to the RFP, if necessary. RFP SUBMISSION DEADLINE. Bidding companies are advised to review the bid submission checklist and to review all August 21, 2006 4:00 PM PDT documents prior to sealing and properly delivering their bid packages. September 25, Notification of finalists. 2006 Week of October Finalist presentations (2 hours each), at UCSC Santa Cruz 16th California October 23, 2006 Reference checks, optional site visits etc. October 30, 2006 Anticipated date for notification of intent to award contract(s). University of California Date: June 19, 2006
    • UC System-wide Floor Covering RFP 5/31/2010 Table of Contents General Information Section I Facts Section II Supplier Capability Section III Program Requirements Section IV Invoicing Section V Pricing Section VI Implementation Section VII Exhibits University of California Terms and Conditions of Purchase Appendix “A” Special Terms and Conditions for Federal Government Contracts Supplement 5 Pricing Schedules Attachment 1 Questionnaire Attachment 2 Specification Broadloom Attachment 3 Specification Carpet Tile Attachment 4 UC Location Profiles Attachment 5 Commodity Team Roster Attachment 6 Leed Letter 42 Attachment 7 Leed Letter 52 Attachment 8 UC System Fact Sheets Attachment 9 Sustainability Response Sheet Attachment 10 UCOP – Flooring RFP - 2006 2
    • UC System-wide Floor Covering RFP 5/31/2010 SECTION I: GENERAL INFORMATION Purpose of the RFP The purpose of this Request for Proposal (the “RFP”) is to invite qualified suppliers to prepare and submit a proposal (or “bid”) to furnish floor covering, which shall mean carpeting and carpet tile products and services to the University of California (“UC”), in accordance with the requirements defined elsewhere in this RFP. Other key elements that will factor into the University’s evaluation of bids include: • Bidder’s use of technology to enhance their business and “plug into” the University e-commerce systems or “virtual inventory” management systems • Bidder’s ability to provide all participating UC locations with identical pricing, service levels and service/delivery response times. • Bidder’s management commitment to work effectively with the UC, to focus on continuous improvement of the business relationship at each UC location and to meet or exceed our expectations for products and service • Bidder’s ability to provide environmentally preferable products and services, to accommodate UC policy initiatives around sustainability, and to enhance University efforts towards sustainable processes, practice, and design. A. University Locations The University is comprised of the following sites: Ten campuses and their adjacent areas – UC Berkeley, UC Davis including the medical center located in Sacramento, UC Irvine including the medical center, UCLA including the medical center, UC Merced, UC Riverside, UC San Diego including the medical center, UC San Francisco including the medical center, UC Santa Barbara, and UC Santa Cruz The remote offices associated with each campus including off-campus extension centers in various California cities, the UC teaching and administrative offices located in Washington, D.C. and the research and field stations The Office of the President located in Oakland, California Lawrence Berkeley National Laboratory, which is owned by the Federal Government but managed by the University Lawrence Livermore National Laboratory, which is owned by the Federal Government but managed by the University Los Alamos National Laboratory, which is owned by the Federal Government but managed by the University. B. Objectives The overall objective of the RFP is to select a supplier or suppliers to assist UC in establishing the most cost effective and efficient procurement program for floor coverings while maintaining high standards of quality, service, and environmental integrity. With that intent UC is interested in evaluating the costs and benefits of several alternative methods for acquisition of floor coverings to UC campus and departments. This project was initiated to develop a supplier/UC alliance(s) and implement a UC system-wide, program for floor coverings that will provide maximum value to the University through enhanced technology, superior customer service, more sustainable design, streamlined processes and lower total cost. UCOP – Flooring RFP - 2006 3
    • UC System-wide Floor Covering RFP 5/31/2010 Qualified OEM Manufacturers are invited to submit proposals, based on the information provided in this RFP, to establish a business alliance with UC which will maximize the resources of both organizations to most effectively meet the floor covering needs of the University of California. C. Issuing Office and Communications Regarding the RFP This Request for Proposal, and any subsequent addenda to it, is being issued by the University of California, Santa Cruz Strategic Sourcing Department on behalf of University of California Office of the President. The University of California, Santa Cruz Strategic Sourcing Department is the sole point of contact regarding all procurement and contractual matters relating to the requirements described in this RFP, and is the only office authorized to change, modify, clarify, etc., the specifications, terms, and conditions of this RFP and any contract(s) awarded as a result of this RFP. All communications, including any requests for clarification, concerning this RFP should be addressed in writing to: Katie Perry Phone: (831) 459-1642 Strategic Sourcing Manager Fax: (831) 459-3300 University of California, Santa Cruz E-mail: kdperry@ucsc.edu 1156 High Street Santa Cruz, CA 95064-1077 D. RFP Dates Suppliers interested in submitting proposals in response to this RFP should do so according to the following schedule. A supplier will be disqualified for failing to adhere to the dates and times for performance specified below (all times Pacific Standard Time): Date Time Event RFP issue date June 19, 2006 DEADLINE TO REGISTER your company for the July 3, 2006 5:00 PM PDT MANDATORY Pre-proposal Conference MANDATORY Pre-proposal Conference Please limit your participation to not more than two (2) people per bidding company. The Conference will be held in El Segundo, CA or teleconference attendance July 10, 2006 This conference is further detailed below in Section E. The UC will assume that all participants will have already read the RFP prior to the conference. Suppliers will be able to ask clarifying questions and learn more about the process/steps needed completion of the RFP. Deadline for requests for clarification of RFP by Bidders July 24, 2006 4:00 PM PDT Deadline for the University to respond to any requests for August 14, 2006 clarification, and to issue any addenda to the RFP, if necessary. RFP SUBMISSION DEADLINE. Bidding companies are advised to review the bid submission checklist and to review all August 21, 2006 4:00 PM PDT documents prior to sealing and properly delivering their bid packages. September 25, Evaluation of bids and selection of Finalist(s) 2006 Notification of finalists. UCOP – Flooring RFP - 2006 4
    • UC System-wide Floor Covering RFP 5/31/2010 Date Time Event Week of October Finalist presentations (2 hours each), at UCSC Santa Cruz, 16th California October 23, 2006 Reference checks, optional site visits etc. October 30, 2006 Anticipated date for notification of intent to award contract(s). E. Pre-proposal Conference A Pre-proposal meeting will be held at Embassy Suites, El Segundo, CA. This meeting will provide bidders the opportunity to ask questions about the Request for Proposal and UC requirements. Attendance at the Pre-proposal meeting is mandatory for suppliers who intend to submit a bid. Attendance must be limited to two representatives from each participating company. TO PRE-REGISTER FOR THE PRE-PROPOSAL ON-SITE OR BY TELECONFERENCE, PLEASE SUBMIT THE FOLLOWING INFORMATION BY EMAIL TO kdperry@ucsc.edu Submit: BY July 3, 2006, AT 5:00 PM PACIFIC TIME • Company Name • Brief nature of your business • Name of the “primary point of contact” for your company • Title of the primary point of contact • Email address and phone number for above person • Names of other participants expected to join the meeting (Two maximum from each respondent) • Email addresses and phone numbers for other participants Information for the Pre-proposal Conference will only be sent to those who pre-register. The “Primary Point of Contact” for your Company will receive an email with conference information. Conference Schedule Date: July 10th, 2006 Time: 10 AM to 1 PM Where: Embassy Suites South, El Segundo, CA 1440 E. Imperial Ave. El Segundo, CA 90245 F. Addenda to the Request for Proposal Any changes, additions, or deletions to the Request for Proposal will be in the form of written addenda issued by the University. Any addenda to this Request for Proposal will be distributed to all participating bidders. Questions or comments regarding this RFP must be put in writing and must be received no later the 4:00PM on July 24, 2006. G. Instructions for Submitting Proposals Bids must follow the format specified in this RFP (Section 1 Paragraph I 1-8). Bids must be signed by a company officer authorized to enter into contracts on behalf of the bidding firm. The submission of a signed bid will confirm understanding and acceptance of all requirements, terms, and conditions of the RFP unless specific exceptions are taken and alternative language or provisions are offered. Bidders must submit their proposals in compliance with the following instructions: Bids must be sealed and marked: Floor Covering Bid # :(UCOP-Flooring RFP-2006) Bid Closing Date: August 21, 2006 no later than 4:00pm (Pacific Time) Late bids will not be accepted UCOP – Flooring RFP - 2006 5
    • UC System-wide Floor Covering RFP 5/31/2010 Bids sent via facsimile (FAX) or electronically via email will not be accepted. The original signed proposal must be complete and include all requirements as stated in the RFP and specified in Section 1, Paragraph I (1-8). The original proposal must also include all price quotations, bidder’s financial statements (Refer to this Section Paragraph H, 3) and annual reports, insurance requirements, legal forms and a CD copy of the entire pricing proposal. The entire original proposal as described above must be sent to the University of California, Santa Cruz Strategic Sourcing Department only. Copies of the completed proposal excluding all price quotations, bidder’s financial statements and annual reports, insurance requirements, legal forms and a CD copy of the entire proposal package must be submitted by bidders directly to each UC floor covering commodity team member. Pricing data must not be sent to commodity team members. A list of UC commodity team members provided in the Attachment 6 H. Qualification of Bidders - Mandatory The intent of this solicitation is to provide for the University the successful program implementation of the program for floor covering as specified herein. The University believes that the supplier’s previous experience, financial capability, expertise of its personnel, and related factors are important in assessing the bidder’s potential to meet the goals and objectives of the program. Accordingly, prospective bidders must conform to the following minimum qualification standards and provide the required information in order to be considered for award. 1. For each Bid Option specified below, bidders must have verifiable successful experience in the last three (3) years in providing the range of products and services specified in this RFP as a primary vendor for at least two (2) accounts of similar size, complexity, and business volume. Bidders must include with their proposal the accounts’ name, address, contact name and phone number, and brief description of reference accounts meeting this criteria as specified in Section III, Paragraph F of the RFP. 2. Bidder’s proposal must include a full line offering of at least one of the floor covering categories that meets and/or exceeds minimum requirements as specified in Section IV, Paragraph B (Product Specifications Attachments 3 and 4) and Attachment 1 Pricing Schedule. 3. Bidders must submit (with completed original proposal ONLY) audited financial statements for the past two (2) years (or equivalent data) in order to establish its financial capability to provide the required products and services on a long-term contract basis. 4. Bidders must be able to demonstrate and show evidence of having the capability to provide the required products and services by possessing adequate available resources, including personnel and warehouse/distribution facilities, product line, order processing and delivery capabilities, maintenance, technical support, systems, organization structure, operation controls, quality control, and other related factors. 5. Bidders must have the ability to obtain the necessary insurance (ref.: Article 17 of the enclosed University of California Terms and Conditions of Purchase, Appendix A). 6. Bidders must be the original Products manufacturers (OEM) and/or have Products manufactured by OEM based on bidder’s unique specifications. Bidders name must appear on all Products submitted in bidder’s proposal. 7. Independent dealers/resellers of the OEM will not be allowed to participate in this RFP process. UCOP – Flooring RFP - 2006 6
    • UC System-wide Floor Covering RFP 5/31/2010 8. Bidders must possess all trade, professional, or business licenses as may be required by the work contemplated by this RFP. In addition to the information required above, University may request additional information either from the bidder or others, and may utilize site visits and bidder presentations, as reasonably required by the University to verify the bidder’s ability to successfully meet the requirements of this RFP. The University also reserves the right to obtain Dun & Bradstreet reports, or similar independent reports, for further indications of the bidder’s ability. I. Proposal Format Guidelines Bidders must submit their proposals in the format presented in this part. The entire Proposal must be submitted in hard copy. In addition, Pricing Schedules must be submitted electronically on CD in Excel as provided. Proposals are to use the same section titles used below for ease of evaluation. Proposals must provide a complete response to all requirements stated in the RFP. Incomplete proposals are subject to disqualification. The Proposal shall be signed by an Officer or employee duly authorized to legally bind the entity submitting the Proposal. Proposals shall be complete, submitted in the prescribed format or on forms provided, and comply with the specifications and all legal requirements. All information furnished on the signed original copy of your bid shall be typewritten or written in ink. Proposals should be prepared simply and economically, providing a straightforward, concise description of the Vendor's capability to satisfy the requirements of the Request for Proposal. Special bindings, color displays, etc., are not desired. Promotional materials are especially discouraged. 1. Statement of Company Background Bidders shall provide an introduction and general description of the company's background, nature of business activities, and experience in providing floor covering and related services. 2. Management Overview This section should present the bidder's understanding of the major objectives of the RFP and the bidder's approach to fulfilling the RFP requirements. 3. Vendor Qualification And Experience This section should contain the required qualification information specified in ‘Qualification of Bidder (Paragraph H above). 4. Vendor Organization and Staffing This section should describe the bidder's organization and representation team. The narrative should include the name of staff, their background and qualifications, and their role in providing representation to UC. If joint or partnering bids are submitted the joint bidder must be identified here. (Refer to Section 1, Paragraph M) 5. Responses To Program Requirements Bidders are to provide a complete response to each of the numbered requirements included in Sections III-V and VII of the RFP. Bidders should be concise in responding to the requirements. 6. Supplemental Information This section provides bidders an opportunity to inform UC of the other services and/or products that may be relevant. 7. Price Quotation Bidders are to provide a price quotation in the form and format described in Section VI. 8. University Of California Business Information Form UCOP – Flooring RFP - 2006 7
    • UC System-wide Floor Covering RFP 5/31/2010 All bidders must complete the enclosed University of California Business Information Form (UAA101 1/92) and return it as part of the original bid. J. Proposal Evaluation and Contract Award This solicitation, the evaluation of proposals, and the award of any resulting contract shall be made in conformance with applicable University policies and State of California law. The University reserves the right to withdraw this Request for Proposal at any time. All documents submitted to UC on behalf of this RFP will become the exclusive property of the UC system and will not be returned. Any contract(s) resulting from this Request for Proposal will be awarded to the responsive and responsible bidder whose proposal, in the opinion of the University, offers the greatest benefit to the University when considering the total value, including, but not limited to, the quality of products and service and total cost (including prompt payment discounts, available volume discounts, shipping and other miscellaneous charges). Factors that will be used to evaluate proposals include: 1. GENERAL CAPABILITIES AND ACCOUNT MANAGEMENT Organizational structure, environment and strategic direction Management plan and program administration Geographic support Expertise of personnel Implementation plan Overall program training at UC locations (care, maintenance, etc.) Marketing/educational and promotion 2. TECHNICAL QUALIFICATIONS/SPECIFICATIONS Range of product offerings (breadth of product line) Aesthetic quality and functionality (design, color, patterns) Durability and product quality Technical Support Ability to meet UC requirements for non-performance penalties and trade-ins 3. SERVICE QUALITY AND COMMITMENTS Product warranties Service commitments Guaranteed response time for processing and delivery of standard products, emergency orders and custom orders. Ability to meet UC requirements for non-performance penalties and trade-ins Quality management and continuous improvement process Value-added features and services that are offered, at no additional charge, such as carpet consultation, design, consultation, project management, planning, coordination, buyer’s training, carpet maintenance training, storage, e-commerce business tools and technology, etc 4. INFORMATION MANAGEMENT Alignment of bidder's technology with UC requirements Ability to provide automated systems and web-based order management Ability to provide types and frequencies of usage reports to meet UC requirements Ability to meet UC requirements for billing and purchase orders 5. ENVIRONMENTAL SUSTAINABILITY Proposals will be evaluated by the University floor covering commodity team using a quality points system. The evaluators will examine each proposal to determine, through the application of uniform criteria, the effectiveness of the proposal in meeting the University’s program requirements for floor covering. In addition to materials provided in the proposals, the floor covering commodity team may utilize UCOP – Flooring RFP - 2006 8
    • UC System-wide Floor Covering RFP 5/31/2010 site visits, oral presentations, product testing, additional material/ information, or references from the supplier and others. The University may elect to conduct the supplier selection process using a quality points system in three phases: Phase I: - Selection of finalists Phase II - Selection of winning Vendor (s) for the contract award Phase III – Negotiation Proposals receiving less than 60% of the total quality points available will be considered non- responsive and eliminated from further consideration. The average of all quality points per category awarded by individual evaluators will be added together to compile a quality points total. The total quoted cost will then be divided by the total quality points to determine the best proposal for each bid option. The proposal offering the lowest cost per quality point for any of the specified bid options which the University, in its sole discretion, elects to exercise, will be recommended for award. Should the bidder with the proposal offering lowest cost per quality point for any option refuse or fail to accept the tendered purchase contract, the award may be made successively to the bidder with the second lowest cost per quality point, or then to the third in the event of further failure to accept. The University may waive irregularities in a proposal provided that, in the judgment of the University, such action will not negate fair competition and will permit proper comparative evaluation of bids submitted. The University's waiver of an immaterial deviation or defect shall in no way modify the Request for Proposal documents or excuse the bidder from full compliance with the Request for Proposal specifications in the event the contract is awarded to that bidder. The University reserves the right to accept or reject any or all bids, make more than one award, or no award, as the best interests of University may appear. Any contract awarded pursuant to this RFP will incorporate the requirements and specifications contained in the RFP, as well the contents of the bidder’s proposal as accepted by the University and will be in writing. Further discussions may, at the University's sole option, be conducted with responsible Bidders who submit proposals determined to be reasonably susceptible of being selected for an award. Discussions may be for the purpose of clarification to assure full understanding of, and responsiveness to, the solicitation requirements. Bidders shall be accorded fair and equal treatment with respect to any opportunity for discussion and written revision of proposals. In conducting discussions, the University shall not disclose information derived from proposals submitted by competing Bidders. K. Rejection of Proposals The University reserves the right to reject proposals, which are non-responsive, including, without limitation, proposals, which contain the following defects: 1. Late or incomplete proposals; 2. Failure to conform to the rules or requirements contained in the Request for Proposal; 3. Failure to sign the proposal; 4. Proof of collusion among bidders, in which case all proposals involved in the collusive action will be rejected; 5. Noncompliance with applicable law, unauthorized additions or deletions, conditional bids, incomplete proposals, or irregularities of any kind which may tend to make the proposal incomplete, indefinite or ambiguous as to its meaning; 6. Provisions reserving the right to accept or reject an award or to enter into a contract containing terms and conditions that are contrary to those in the solicitation. L. Proposal Preparation Costs UCOP – Flooring RFP - 2006 9
    • UC System-wide Floor Covering RFP 5/31/2010 All costs incurred in the preparation and submission of proposals and related documentation, including bidder presentation to UC, will be borne by the bidder. M. Joint or Partnership Bids A joint bid submitted by two or more bidders proposing to participate jointly in performance of proposed work may be submitted, providing that to be considered responsive, any such joint bid must respond to all the requirements of this RFP. However, UC requires that one joint bidder be identified as the “Primary Bidder” who will assume primary responsibility for performance of all other joint Bidders and all subcontracts to every level. If a contract is awarded in response to a joint bid, the Primary bidder must execute the contract and the other bidder (s) must verify in writing that the Primary bidder is authorized to represent them in all matters relating to the contract. The University assumes no responsibility obligation for the division of orders or purchases among joint contractors. All subcontractors are subject to the approval of the University of California. N. Proposal Acceptance Period "Acceptance Period" as used in this provision, means the number of calendar days available to the University for awarding a contract. All bids shall remain available for University acceptance for a minimum of 120 days following the RFP closing date. O. Initial Contract Term It is anticipated that the initial term of any agreement resulting from this RFP will be for a period of three (3) years. P. Optional Renewal Term(s) UC may, at its option, extend or renew the agreement for additional two (2) one-year period(s) at the same terms and conditions. In the event that any of, or a portion of, the extension options are not exercised and additional time is required by the University to initiate a new RFP and subsequent Agreement, Vendor agrees to continue to provide goods and/or services to the University on a month-to-month basis, for a period not to exceed six (6) months, at the prices, terms and conditions currently in effect at the Agreement expiration date Q. Disclosure of Records All bids, supporting materials, and related documentation will become the property of University. This Request for Proposal, together with copies of all documents pertaining to any award, if issued, shall be kept for a period of five years from date of contract expiration or termination and made part of a file or record which shall be open to public inspection. If the response contains any trade secrets that should not be disclosed to the public or used by University for any purpose other than evaluation of bidder’s approach, the top of each sheet of such information must be marked with the following legend: "CONFIDENTIAL INFORMATION" All information submitted as part of the bid must be open to public inspection (except items marked as trade secrets and considered trade secrets under the California Public Records Act) after the award has been made. Should a request be made of University for information that has been designated as confidential by the bidder and on the basis of that designation, University denies the request for information; the bidder shall be responsible for all legal costs necessary to defend such action if the denial is challenged in a court of law. R. Audit Requirements Any agreement resulting from this Request for Proposal shall be subject to examination and audit by University and the State of California for a period of Five (5) years after final payment. The examination UCOP – Flooring RFP - 2006 10
    • UC System-wide Floor Covering RFP 5/31/2010 and audit shall be confined to those matters connected with the performance of the agreement, including but not limited to, the costs of administering the agreement. S. Marketing References The successful bidder shall be prohibited from making any reference to University, in any literature, promotional material, brochures, or sales presentations without the express written consent of the University of California Office of the President, Strategic Sourcing Department. T. Insurance Requirements Upon contract award successful bidder shall furnish a certificate of insurance acceptable to UC (see Appendix “A”, Article 17). All certificates shall name the Regents of the University of California as an additional insured. The certificate must be submitted to the UC Strategic Sourcing Department prior to the commencement of services and should be delivered to: University of California Santa Cruz Strategic Sourcing Department Attn: Katie Perry 1156 High Street Santa Cruz, CA 95064-1077 U. University of California Terms and Conditions of Purchase The University of California Terms and Conditions of Purchase, Appendices “A” and “F” and Supplement 5, and Exhibits A-C as attached, shall be incorporated into purchase agreement resulting from this RFP. V. Errors and Omissions If the bidder discovers any discrepancy, error, or omission in this RFP or any Exhibits attached, UC should be notified immediately and a written clarification/notification will be issued to all bidders who have been furnished a copy of this RFP for bidding purposes. No bidder will be entitled to additional compensation for any error or discrepancy that appears in the RFP where UC was not notified and a response provided. X. Termination of Agreement The subsequent Agreement may be terminated by University for cause or convenience, in whole or in part, at any time in accordance with the terms of Article 4 of the attached Appendix A. In the event of termination for convenience, the University will provide a minimum of Thirty (30) days prior written notice of the effective termination date and the extent thereupon. Y. California State University System An Agreement of Understanding exists between The Regents of the University of California and The Trustees of the California State University (CSU), establishing the California Higher Education Consortium (CHEC). Through a collaborative relationship, the Consortium seeks to combine procurement and contracting activities and efforts to obtain best value goods and services while reducing total acquisition costs. Accordingly, the Agreement resulting from this solicitation shall recognize the participation of the 23 campuses of the Trustees of the California State University with the following understandings: • The successful bidder agrees to extend the floor covering pricing and services to the CSU Institutions under the terms of the resulting Agreement. • All contractual administration issues regarding the Agreement (e.g. terms and conditions, extensions, renewals, etc.) shall remain the responsibility of the University of California. Operational issues, fiduciary responsibility, payment issues, performance issues and liabilities, and disputes involving individual CSU campuses shall be addressed, administered, and resolved by each CSU campus. The University of California and the California State University are separate and distinct governmental entities. As such, each administrative unit and campus therein is financially separate and shall be responsible for individual financial commitments. No fiduciary responsibility for performance UCOP – Flooring RFP - 2006 11
    • UC System-wide Floor Covering RFP 5/31/2010 liability, unless otherwise expressed, exists between the University of California and California State University and their respective campuses. • The total volume of Products for the CSU system is not included in the estimated volume stated in this document. CSU will use the resulting Agreement to the extent possible. Z. Definitions Bid response – The terms “bid”, “bid submittal”, “bid response” and “proposal” are used interchangeably and refer to the Bidder’s documents and attachments in response to this RFP. Bidder – The terms “bidder”, “respondent”, “company” and “Vendor” are used interchangeably in this RFP and refer to the same entity: the provider of goods and services to the UC. California Gold Standard (State of California) – Sustainable Carpet standard developed by the Department of General Services (DGS) of the State of California. Please see http://www.documents.dgs.ca.gov/green/epp/standards.pdf Environmentally Preferable Products (or EPP) - Environmentally Preferable Products are manufactured in a manner such that the impact on the environment is minimized throughout the entire lifecycle of the product by implementing sustainable practices during material sourcing, manufacturing and transportation and by providing products that can be used and disposed of in an environmentally sound manner. Green Seal - an independent, non-profit environmental labeling organization. Green Seal standards for products and services meet the U.S. EPA’s criteria for third-party certifiers. The Green Seal is a registered certification mark that may appear only on certified products. See http://www.greenseal.org/ for information on the organization’s programs and standards. LEED – An acronym for “Leadership in Energy and Environmental Design”. LEED is a Green Building Rating System®, a voluntary, consensus-based national standard for developing high-performance, sustainable buildings. Members of the U.S. Green Building Council representing all segments of the building industry developed LEED and continue to contribute to its evolution. (see: http://www.usgbc.org/ for more information on LEED and LEED-EB) LEED-EB – LEED (see above) for Existing Buildings is focused on maximizing operational efficiency while minimizing environmental impacts. MSDS – An acronym for “Material Safety Data Sheet” Postconsumer Material - a finished material which would normally be disposed of as a solid waste, having reached its intended end-use and completed its life cycle as a consumer item. This does not include manufacturing or converting wastes. Preconsumer Material - material or by-products generated after manufacture of a product is completed but before the product reaches the end-use consumer. Preconsumer material does not include mill and manufacturing trim, scrap or broke which is generated at a manufacturing site and commonly reused on-site in the same or another manufacturing process. Processed Chlorine Free (PCF) - a recycled product in which the recycled content is produced using no chlorine or chlorine derivatives. Any virgin content in the product must also be produced using no chlorine or chlorine derivatives. Request for Proposal – The terms “Request for Proposal”, “RFP” and “bid request” are used interchangeably and refer to this document and the referenced attachments. UCOP – Flooring RFP - 2006 12
    • UC System-wide Floor Covering RFP 5/31/2010 Systemwide – The term “Systemwide” refers to all University participating locations UC and CSU (see Section 1 Paragraph Y) collectively. “Systemwide” and “Universitywide” are used interchangeably in this RFP. All other definitions to be used within this RFP and its Attachments are found immediately following the term, or may be contained in the first section of an Attachment. AA. Availability of Product Carpet manufacturer shall guarantee specified carpet purchased for project is available for a minimum of 5 years from date of purchase or as long as yarn is available. AB. Product Certification Bidder certifies and warrants that all products sold to UC under any purchase agreement resulting from the RFP: o Shall be new and genuine o Shall be manufactured and sold for retail sale in the United States o Shall not be altered or misbranded within the meaning of the Federal and State laws applicable to such products. AC. Use Policy Supplier is advised that there is no mandatory use policy at UC. UCOP – Flooring RFP - 2006 13
    • UC System-wide Floor Covering RFP 5/31/2010 SECTION II: FACTS A. Background Information Known for academic excellence, the University of California is a large and complex University system devoted to scholarship, research, and public service. The University of California system currently has over 208,860 students and a workforce of over 150,000 with operating revenues of $11.5 billion. The campuses reside on 16,336 acres of land with an additional 150,000 acres in the University natural reserve system. The cross-functional UC system-wide commodity team has been formed to develop and implement a world-class procurement program for floor covering at UC in accordance with the University Strategic Sourcing Initiative objectives. Current estimates of UC floor covering products are as follows: Carpet Estimate, non-construction 2005/06 $4,600,000 Carpet Estimate, construction 2005/06 $16,500,000 Total Estimate, (Product Only) $21,100,000 Note: CSU volume is not included in the above estimates The above information is provided as an estimate only to assist bidders in preparing proposals. The figures provided are indicative of the potential business volume and the complexity of the account. However, the University does not and cannot guarantee any specific quantities or business volume during the agreement period or any extensions thereto. Throughout the contract period, UC may at any time, at their sole discretion, and on a non-mandatory basis, utilize this competitively bid contract in lieu of seeking further competitive solicitations. Contractors are not entitled to universal rights or privileges to UC carpet requirement, UC may solicit competitive bids to fulfill individual requirements if deemed to be in the best interest of the UC. Local campus purchasing policies will also apply. Location Profiles provided in Attachment 5 specify the current requirements and program infrastructure for the respective University location. Currently, a number of UC locations have a Small Business Program in place for purchasing products and services, including floor covering from Small Business companies. Relatively, a small percent of the University purchases of Products are conducted through a Small Business Program. The University will continue purchasing floor covering through its current Small Business Program. Most of the locations central receiving can accommodate 45 ft. or larger delivery trucks; buildings without loading dock can accommodate 30-ft. delivery trucks. UCOP – Flooring RFP - 2006 14
    • UC System-wide Floor Covering RFP 5/31/2010 SECTION III: SUPPLIER CAPABILITY Bidder must complete this section of the RFP by discussing each item in the order presented. A. Company Profile 1. State whether your company is local, regional, national or international. Include information on any affiliates and/or subsidiaries. 2. Describe your company’s service/sales network within UC territory. Specify your geographic locations, company owned or independent contracted dealerships, number of field service/sales representatives. 3. State locations from which the program will be administered if your company is awarded the contract. 4. Describe the range of activities performed by this location. 5. Please furnish UC with your company service standards. Include your company’s Service Level Agreement(s) and Mission Statement. 6. Does your company own all of its sales/service locations? If not, please provide a list of dealerships within UC territory. B. Bidder’s Service Capability Please address your company’s capabilities as they relate to the following service issues or questions. Can your company absorb all UC needs and requirements for Products and services as stated in this RFP and provide uniform services and service standards in every location that will be serving UC? Do you have any subcontractors doing business on behalf of your company or any Mill-Certified Dealers? Please list their names, addresses and phone numbers. Does your company have experience with customers in Higher Education and customers with equivalent geographic distribution of operations as UC? Does your company have systems in place to handle, in an efficient and timely manner, rush orders, emergencies during business and non-business hours? If yes, please describe and provide fees, if any. Describe your policy for premature delivery and or University requested delays. This may include your company’s capability to provide storage, distribution services, order changes and cancellations, . Describe your return of products policy. Does your company have a tested recovery or business resumption plan in place? If yes, please describe. Describe how your company will meet our requirement for frequent on-site visitation (to each UC locations) by your account representatives to handle customer orders, problems, invoice disputes and etc. Describe your customer service and quality control programs. Describe your pre-and post sales support, which may include Single point of contract, tool free telephone access line, local customer service, on-line access via the internet, timely quotation, written acknowledgments, order status, 24-hour telephone response, shipping claims, return authorizations, resolution of invoice problems, proof of delivery, warranty repair, customer satisfaction and customer feedback. UCOP – Flooring RFP - 2006 15
    • UC System-wide Floor Covering RFP 5/31/2010 What floor covering category(s) does your company provide? Please list all the categories, including the total number of products in each category as specified in Section IV of this RFP on the price bid sheet. Describe your company’s capability to provide storage, distribution services. What is your company’s business strategy regarding the following; • How often do you introduce new products? • Which offered items are available under your “quick ship” program? State the lead-time for delivery of your quick ship items. • State delivery times for custom orders. • Is there a different lead time for full rolls than for half rolls? • State which days/month the manufacturer’s factory may be shut down/closed and how this closure may affect ordering or delivery. Does your company provide a business review and at what frequency? Please specify what type of information is included in your business review? Please specify your company’s performance standards in the following service categories: • Response Time • Delivery Time • Fill rate • On-time delivery • Back orders and how customers are notified • Inventory accuracy • Billing accuracy • Returns • Other, please specify Please provide your company’s definitions of the service categories listed above, and the methods used for measuring your performance. How do you track and what type of documentation will be provided to verify your performance for the service categories listed above? Please provide a statement describing your company’s ability to provide all the products and services required by this RFP. Provide a summary of your added value items which may include: design, consultation, project management, planning, coordination, buyer’s training, carpet maintenance training, storage, e- commerce business tools and technology, carpet showrooms, warehousing and storage, e-business, etc Please specify your company’s normal business hours for receiving orders and providing customer service, Please specify your company’s capability to provide customer service, after normal business hours. Please describe your company’s capability to provide customer training. C. Bidder’s Technology Capability Please address your company’s capabilities as they relate to the following technology issues or questions. Describe your capabilities to provide: price lists, samples, books, e-Catalogues and web-enabled software for an electronic copy of your product lines. Please describe your current capabilities for transmitting and receiving orders, including EDI, XML and EFT. UCOP – Flooring RFP - 2006 16
    • UC System-wide Floor Covering RFP 5/31/2010 Please describe your company’s ability to provide the following general systems and order management capabilities at no additional cost to the University. Multimedia catalog functionality via world wide web, with search capabilities • Customer specific pricing and contract terms • Order restrictions for blocking items for ordering based upon SKU number, product code and product class • Itemized cost center/group/organization usage reports available on-line to all the UC departments • Various authorization levels for order placement • Ordering system security features • Text and picture electronic catalogs • Electronic purchasing capabilities, including e-commerce, through the use of electronic product catalog-based order management system, with real-time access to product and pricing information, web-based with no local or network based software requirement • Accommodation for 32 digit account numbers • Secured access for UC users • E-mail notification within security hierarchy • Functionality for the location departments to enter receiving information to system Proposal should define the system specifications/requirements, including any costs, for hardware/software to utilize bidders’ on-line ordering system/electronic catalogs. Please describe what training is provided for use of your on-line ordering system? Does your company have capability to provide specific reports to a customer level for orders placed through a third-party (like SciQuest, Perfect Commerce etc.)? Please describe your company’s capabilities to provide the following: • On-line and hard copy standard and ad hoc reports, their frequency and format • Support customer’s intranet and extranet • Information necessary to receive payments via ACH and EFT transfers Please specify your company’s capabilities to provide system updates/revisions, including software platform. Describe any other software packages and technologies your company has available to simplify order processing and reduce costs. Please describe how your company will support the utilization of Procurement cards. • Integration within your order entry system • Authorization process (manual/automated) • Security • Timeliness and accuracy of systems authorization ability in the order entry process • Describe level of reporting (2 or 3) D. Bidder’s Staffing and Qualifications 1. Indicate the name and title of the person who will have the overall account management responsibility as specified in this RFP. Provide a brief resume of the account manager(s) background, training, experience and length of time with the company. Specifically discuss the individual’s experience in managing a program for floor covering of the size and scope of the program described in this RFP. 2. Please provide an organization chart, including functions and responsibilities of your company’s recommended account management team for UC. UCOP – Flooring RFP - 2006 17
    • UC System-wide Floor Covering RFP 5/31/2010 3. Describe procedures your company will utilize to provide training and orienting new users to your order entry system and other technology and process related issues. E. Bidder’s Marketing Capability Please describe your company’s capability to market your products and services for a customer operating in a non-mandated environment. Please include different successful marketing alternatives in a non-mandated environment. Please include different successful marketing alternatives. F. Account References 1. For each Bid Option, provide three references to verify bidder direct experience in servicing accounts of a similar size, complexity, and business volume to UC based on the options specified in Section IV of this RFP. Two (2) out of the three (3) account references must be contracted with your firm as their primary vendor. Bidders must include with their proposal the accounts’ name, address, and contact name and phone number. 2. Provide names of three accounts that have left your company within the last 24 months for reasons other than consolidation. 3. Please include company names, contact names and phone numbers for all the references. UCOP – Flooring RFP - 2006 18
    • UC System-wide Floor Covering RFP 5/31/2010 SECTION IV: FLOOR COVERING PROGRAM REQUIREMENTS This section sets forth specific product and service requirements for UC program for floor covering. Bidder proposals must address all of the listed requirements in the order presented with a response acknowledging an understanding of the requirements and the bidders approach to fulfilling the requirements. The scope of work will consist of order entry, customer service, customer support, reporting, consulting and warehousing services for the purchase and acquisition, coordination, delivery of broadloom and/or modular/tile carpeting, carpet products and carpet materials as needed by the University of California/CSU system. Bidders are able to submit proposals on some or all of the product categories specified in this RFP. Complete all sections of Attachments 2, 3 and 4. A. Bid Options Bidders may submit an alternate proposal so that the University can evaluate the costs and benefits of the different program(s). The University reserves the right to split this award by UC location, selecting either Option, which is in the sole opinion of the University, is in its best interest. Alternate Proposal: UC is interested in any service, system or idea that would further our goal of reducing expenses and offering optimum value. Alternate proposals will be considered only if the original requirements of the RFP are met in the manner specified. Alternate proposals are to be submitted at the time of original proposal. They are to be separate from the original proposal and clearly marked “ALTERNATE PROPOSAL”. B. Product Specifications Bidders are expected to meet or exceed the specifications in their entirety. Each bid shall be in accordance with the specifications. If materials, as bid, do not comply with specification as written, bidder shall attach to a bid proposal a complete detailed itemization and explanation of each and every deviation or variation from these specifications. Absence of any such itemization and explanation shall be understood to mean that bidder proposed to meet all details of this specification. Successful bidder(s) delivering materials pursuant to these specifications shall guarantee that they meet specifications as set forth herein. If it is found that materials delivered do not meet requirements of this specification, the successful bidder(s) shall be required to correct same at bidder’s own expense. Broadloom and Carpet tile General - Warranty: 20 year full term, non-prorated period: • No excessive surface wear, edge ravel, zippering, backing separation, shrinking, stretching and static electricity. • Secondary Backing will not delaminate • No more than 10% face yarn loss • Will maintain tuft bind wet or dry. • Carpet adhered directly to floor should not require the use of chair pads. • The stain resistant properties of the fiber must be permanent and cannot be removed by commercial cleanings or abrasive wear. • Modular tile will remain dimensionally stable and not cup, dome or dish under normal use Minimum Performance Standards: NVLAP certified test results that meet or exceed the following testing requirements: • British Spill Test “Method E” UCOP – Flooring RFP - 2006 19
    • UC System-wide Floor Covering RFP 5/31/2010 • Flammability (Pill) Test (CPSC FF 1-70) and/or (ASTM D 2859-76) • Flooring Radiant Panel (ASTM E-648) and/or (NFPA 253) • Smoke Density Test (ASTM E-662 Class I) and/or (NFPA 258) • Static Generation Electrostatic Propensity (AATCC-134) • Color fastness to Light (AATCC 16-E) • Color fastness to Crocking (AATCC 165) • Color fastness to Water (AATCC 107) • Color fastness to Burnt Gas Fumes (AATCC 23) • Color fastness to Ozone (AATCC 129) • Appearance Retention (CRI TM101) • Antimicrobial (AATCC 174 Part II and Fungicidal (AATCC 174 Part III) • Stain (AATCC 175) and (ASTM D 6540) • (California-01350) CRI Green Label Plus Emissions Program • Provide yarn modification ratio: Divide total perimeter by the center core. (The longer the distance from the center core to the outer leg of the fiber, the more likely it will crush and trap dirt.) • Carpet tile only: Dimensional Stability (Aachen Method DIN-54318) Reference Standards (as applicable): • CRI Green Label Plus - Carpet and Rug Institute VOC standards • LEED – Leadership in Energy and Environmental Design 2.1, Green Building Rating System • SCAQMD Rule 1168 – South Coast Air Quality Management District, Adhesive VOC standards The provisions and requirements of Division One shall apply to a contract award based on this RFP (available upon request). • California Gold Standards • Green Seal Minimum Product Specification: • Solutia Ultron 6,6; Invista Antron Lumena 6,6; Invista DSDN 6,6; Universal Blue Chip type 6.6. • Dye Method: 100% Premium solution dyed fibers • Construction: Tufted • Patterning: Integrated (topical application or wet patterning not allowed) • Texture: Textured loop • Gauge/Stitch: Minimum 1/10 Minimum Construction Standards: All nylon fiber shall be branded (premium) type 6,6 solution dyed nylon with performance certification from the fiber manufacturer. Any and all products must be Carpet and Rug Institute Green Label Plus certified for IAQ standards. Broadloom Backing: • Pile Height: Maximum of .25 • Pile Density: Minimum of 4,800 • Pile Weight: Maximum of 34 oz. • Width: 12’, 12’-6” • Not to have less than 30% total post consumer and/or post-industrial material content. • Primary Backing: 100% Woven Polypropylene synthetic tufting material • Secondary Backing: 100% Woven Polypropylene synthetic tufting material • Backing Coating: Polyurethane or enriched latex or thermoplastic hot melt composite back. Modular Tile Backing: • Pile Height: Maximum of .18 • Pile Density: Minimum of 4,800 UCOP – Flooring RFP - 2006 20
    • UC System-wide Floor Covering RFP 5/31/2010 • Pile Weight: Maximum of 24 oz. • Dimensions: 18x18, 19.7x19.7, 24x24, 36x36 • All dye lots of the same color must be mergeable without regard to date of manufacture or other variables. Modular carpet shall not distinguish between dye lots and manufacturing runs. • Not to have less than 40% total post consumer and/or post-industrial material content. o Primary Backing: Non-woven o Secondary Backing: Fiberglass reinforced Polyurethane or Thermoplastic Composite. Carpet and backing will have no more than 15% recycled PVC by total product weight. All Other Materials • Manufacturer's standard for the product specified. LEED Compliance • The successful Bidder(s) will be required to comply with the LEED submittal process. See Attachments 7 and 8 C. Commitment to Sustainability Bidders are to complete all sections of Attachment 10. The University will evaluate bidder’s commitment towards sustainability in the carpet industry based on a full range of criteria as provided in Attachment 10. Furthermore, the University requires that bidders provide a recycling service for carpet at no extra charge to the University and that the University be provided with utilization data of said service as needed. The following categories are the basis for evaluation: Sustainable Design: The University of California is committed to Sustainability and environmentally preferable processes and design. The UC has a Systemwide policy for Green Building and Clean Energy (http://www.ucop.edu/facil/sustain/welcome.html) as well as a broad scope of programs and projects at our multiple locations. Waste, product content and design: The University of California understands the feasibility of reducing waste and cutting costs, and requires vendors to be proactive in efforts to curb waste streams onto campus. Please describe your company’s program(s) for waste reduction; please provide data to demonstrate success. Recycling programs: Recycling take-back programs are a requirement in any contract resulting from this RFP. The University requires that vendors provide the recycling service at no extra charge to the University and do so in a transparent and responsible manner. The land filling, incineration, and downcycling of materials are to be avoided, unless incineration is used to convert waste to energy. Environmental Management and Quality Assurance: To ensure a commitment to Sustainable design principles the University looks to programs and initiatives within each company as well as adherence to national and international standards, third party certification, and partnerships. Please also provide your company’s Sustainability Mission statement, attach separately. D. No Substitutions No substitutions of alternate items for products ordered will be permitted except with the express approval from authorized UC personnel. E. Minimum Order UCOP – Flooring RFP - 2006 21
    • UC System-wide Floor Covering RFP 5/31/2010 If your company has a minimum order acceptance level, indicate your minimum order requirement by specific quantity or dollar amount. Note: The University has a “No Minimum Order” preference for order placement on running lines and a 500 yard minimum (or less) order preference for specialty products. F. Order Management and Customer Service Bidder must provide dedicated 800 number for order placement and customer service by University personnel. UC desires to allow its contractors or subcontractors working on UC construction projects to participate in contract pricing resulting from this RFP; thus, it is desired that the dedicated 800 number and customer service would be available to its contractors or subcontractors working on UC construction projects. Any changes or modifications to the agreed upon buying processes, which may vary between UC locations (delivery methods, invoice transmittals, etc.) will not be implemented without advance approval from a designated UC employee(s) representing location(s) affected by these changes or modifications. G. Order Packaging and Labeling Each order shall be labeled with the following information: 1. Purchase order number. 2. Product description, quantity and catalog number of the product ordered, and an open 30-character field for internal identification e.g., side marks or internal customer order numbers. 3. Other information, as requested by the ordering department. Packing slips should be attached to the outside of the package such that it can be inspected at the receiving dock/construction site, warehouse, etc. H. Standard Delivery Requirements All carpet deliveries shall be coordinated and arranged by the designated Contractor directly, and shall be delivered to the Contractor’s place of business or other designated location. All orders must follow delivery instructions and be delivered on the day or week specified by the University. No carpet delivery will be arranged or accepted prior to five days before actually starting work. Contractor will provide University with warehousing and storage for all carpet orders on as-needed basis upon request. The actual amount of space and level of services required by the University will be on a case-by-case basis and subject to prior notification by authorized UC personnel. FOB destination, quote freight as separate line item. I. Returned Goods/Restocking Returns of floor covering products must be accepted by successful bidder in resalable condition and if made within thirty (30) days of original shipment. Requests for returns for credit can be transmitted by the ordering departments via the established order management systems (web-based, telephone, fax, and paper return form). Chargeback credit memos will be issued to UC ordering departments in the current month’s billing period. Returns must be picked up by bidder from the ordering department location within two (2) business days. If floor coverings purchased via purchasing card, credit must be issued to the same purchasing card account. Returned items shall be credited at cost, and a corresponding credit for supplier charges shall be issued via a separate invoice, referencing the original order and invoice to which the credit applies. Supplier will be responsible for all shipping charges. J. Program Administration 1. Does your company have an existing National Account Program? If so, please describe. 2. Supplier shall provide the following program administration functions: • Project Manager to coordinate program implementation UCOP – Flooring RFP - 2006 22
    • UC System-wide Floor Covering RFP 5/31/2010 • Account Management for on-going contract monitoring and maintenance • Account Representative(s) dedicated to UC Campus(s) if requested • On-site sales representation on a regular basis to increase sales activity, assist in resolving problems, demonstrate new products, handle returned goods and provide other customer services as required for the efficient operation of the program • A “program” for regularly monitoring and comparing UC pricing with pricing available from competitors in the University of California market • Quarterly meetings between supplier’s account manager(s) and UC representatives (which may include UCOP, UC Purchasing Department, facilities management department, UC subcontractors) to discuss previous quarter’s activities and resolution of any open issues K. Activity Reports 1. Supplier shall provide the following periodic reports (by campus and UC total) as specified: • monthly/year-to-date sales by product, account number, department or cost center monthly/year-to-date fill rate performance yearly reports of sales of environmental/green products sold including quantities and dollars 2. Supplier agrees to provide other reports as reasonably requested by UC during the term of the agreement at no additional cost to UC. L. Product Submittals 1. Provide data sheets, test reports, letters of certification, etc., that the product offering meets or exceeds all minimum requirements. These documents are to be submitted with your Proposal. Proposal not containing all substantiating documentation may be declared non-responsive. 2. Finalists will be required to provide samples. M. Quality of Service Standards 1. Bidders must acknowledge the following quality of service standards and provide minimum guarantees to consistently adhere to the standards (See campus profiles): • Lead time for standard products • Monthly notification (to each location) of current lead time 2. The minimum quality of service standards set forth above recognize that occasional errors are likely, however, the bidder further agrees to use best efforts to achieve 100% quality of service level. Should, however, the quality levels fall below the minimum standards and the supplier does not take corrective action within 14 days following University notification, the University reserves the right to terminate the agreement. 3. In addition to the above requirement, bidders must include a statement explaining their own quality standards policy. N. Quality Management and Continuous Improvement Process Bidder shall describe their plan for quality management and process for continuous improvement of the floor covering products program. O. Partnering A joint bid submitted by two or more Manufacturers proposing to participate jointly in performance of proposed work may be submitted, providing that to be considered responsive, any such joint bid must respond to all the requirements of this RFP. However, UC requires that one joint bidder be identified as the "Primary Bidder” who will assume primary responsibility for performance of all other joint Bidders and all UCOP – Flooring RFP - 2006 23
    • UC System-wide Floor Covering RFP 5/31/2010 subcontracts to every level. If a contract is awarded in response to a joint bid, the Primary Bidder must execute the contract and the other Bidder(s) must verify in writing that the Primary Bidder is authorized to represent them in all matters relating to the contract. The University assumes no responsibility obligation for the division of orders or purchases among joint contractors All subcontractors are subject to the approval of the University of California. Since increased utilization of this program by UC locations will result in increased sales for the supplier, the UC encourages a partner relationship with respect to marketing and sales of floor covering products on UC campuses and encourages bidders to discuss innovative approaches to partnering with objectives such as: 1. Improving supplier performance 2. Improving product quality 3. Increasing sales through product show sponsorship and other marketing assistance 4. Reduction of paperwork and increased efficiency, through consolidated invoicing and other methods 5. Competitive pricing strategies Marketing and sales efforts should be coordinated with each location. Bidders are encouraged to discuss the cost vs. benefits of various aspects of partnering with which bidders may have experience. UCOP – Flooring RFP - 2006 24
    • UC System-wide Floor Covering RFP 5/31/2010 SECTION V: INVOICING Describe your company’s normal invoicing payment terms and conditions for the following options: 1. Manual Process (individual invoices issued for each ordering department and remitted to each UC Campus Accounts Payable Office or other designated office) 2. XML and EDI Invoicing and EFT 3. Procurement Card 4. Summary Billing and Summary Invoices 5. Receive ACH payments and notification via email, fax or EDI 6. Any other options, please specify A. UC Current Invoicing Requirements 1. All invoices must clearly indicate the following information: • California sales tax as a separate line item • Order or release number and the agreement number • Description, quantity, and manufacturer number of the product ordered • Net cost of each item • Any applicable discount • Reference to original order and invoice number for all credit invoices issued • Level 2 purchasing card information 2. For orders placed by University, invoices will be submitted directly to the UC locations Accounting Departments unless the supplier is notified otherwise by amendment to the agreement. Invoices will normally be paid within 30 days of satisfactory product delivery or receipt of correct invoice, whichever occurs last, unless a discount for prompt payment is offered. UC desires to allow its contractors or subcontractors working on UC construction projects to participate in contract pricing resulting from this RFP; orders placed by University’s contractor or subcontractor, invoices will be submitted directly to the contractor or subcontractor that placed the orders. 3. Please specify your company’s dispute resolution process and time frame. 4. Supplier cannot “penalize” an entire campus or other UC location if specific departments are withholding invoice payments. UCOP – Flooring RFP - 2006 25
    • UC System-wide Floor Covering RFP 5/31/2010 SECTION VI: PRICING A. Price Quotation Provide complete pricing information to satisfy the carpeting requirements detailed in Attachments 3, 4 and 10 and based on the specifications set forth in Section 3 of this RFP. Furnish tiered list, discount and proposed pricing as per attached bid form of carpet within your offering that best meet the “Carpet Specifications A & B” as per Attachments 3, 4 and 10. 1. Please complete the attached Pricing Schedules, based on specified UC requirements as defined in this RFP. Please provide your pricing proposal in hard copy and on CD in Excel. (Original bid package only, not to entire UC commodity team.) 2. Bidders are required to bid on one or more of the product lines noted on the pricing schedule. a) Broadloom Pricing: Bidders must provide a listing of all products, name, style number, and specifications which are available within their running lines which meet our minimum specifications. Bidder shall provide bid for both the Full Roll, and Cut Roll of the product. b) Carpet Tiles Pricing: Bidders must provide a listing of all products, name, style number and specifications which are available within their running lines which meet our minimum specifications. Bidder shall provide a firm fixed annual bid for each product listed. c) Combination Bid Pricing: Bidders must provide additional discounts if they are awarded both product lines. d) Volume Discount Pricing: Bidders must indicate where additional discounted pricing may be offered when a specific total yardage is purchased on one order to one drop location. e) Optional carpet backing price schedule. Attachment #1: Other “optional” offerings for UC Agreement o Provide pricing (tabbed as value added services on Attachment 1) available to UC for value –added services such as consultation; planning; training; design configuration; on-site measuring and calculation for order fulfillment; on-site project coordination; warehousing and storage; carpet maintenance protocol service; color strike-offs and industry trend recommendation; and all other special services. Specify which services are included at no additional charge (e.g., built into the price of the carpet). The University reserves the right to select one of two options. Each UC location reserves the right to select the pricing option that best meet their requirements. 3. Bidders are required to provide a price quotation for all the products within the category you are bidding i.e. broadloom or carpet tile or a combination of the two along with delivery options included in the Pricing Schedule Attachment 1 and detailed in Section IV of this RFP. 4. The prices quoted in response to this section shall be the UC net price including the various services to be provided. There shall be no separate charges, fees, handling or other incidental costs. UCOP – Flooring RFP - 2006 26
    • UC System-wide Floor Covering RFP 5/31/2010 5. The University customers expect to receive preferred pricing, which to them generally means lowest price offered. How will your company ensure this requirement? If you are unable to control the lowest pricing available at time of order, how will you track and credit back overcharges without having to rely on the customer to advise they were initially overcharged? B. Price Protection 1. Prices quoted cannot increase during the first 12 months period of the agreement. Price changes after the first 12 months period, if any, shall be made on an annual basis as negotiated by both parties. Any price changes require a 30-day written notification. However, in no event shall price increase on an aggregate basis exceed three (3) percent or PPI whichever is less. In the event that a certain product line has a significant price increase in excess of five (5) percent, those particular products shall be negotiated individually. 2. Price increases for any renewal periods must be supported by documented evidence of manufacturers’ price increases. UC shall benefit from any lower price offered to other universities, hospitals, government agencies or entities where the economic and service requirements are substantially similar. If the bidder's catalog or list price is reduced, UC shall benefit from a corresponding price reduction. C. Patronage and Earned Incentives The successful bidder(s) will be required to provide a quarterly Patronage Incentive of 2% of the total sales of floor covering products resulting from this contract. This Patronage Incentive will be used by UC to provide support in the implementation, administration, and management of the successful bidder(s) program in order to maximize the University participation and/or other purposes at University discretion. The amount of quarterly Patronage Incentive provided to each UC locations will be calculated based on the total quarterly sales to each location. Each location shall have the right to modify proposal pricing for the individual campus up to 2% in the event UC participating location(s) decide not to implement a rebate program. Please provide your company’s commitment to comply with this requirement. In addition to a quarterly Patronage Incentives, the successful bidder(s) may be required to provide an Earned Incentive(s) to UC for aggregating the business volume and managing the business processes. Incentives can include the following: 1. Electronic Fund Transfers (EFT) for invoice payment 2. Incentive based upon reaching certain average dollar amount per order 3. Internet order incentive associated with the percentage of on-line orders 4. Specify any other incentives that may be earned by UC Please include in your company’s proposal how the Earned Incentives are paid along with frequency of payment. Provide sample or describe how Earned Incentive dollars are tracked and reported. D. Prompt Payment Discount 4. Bidders are to quote discounts offered for prompt payment. UC considers 30-day payment periods as normal. Additional discounts should be quoted for payments received in 5, 10, 15, and 20 days. UC expects to enter into a long term alliance with successful bidder. Please provide your company’s long term pricing commitment for this contract. E. Alternate Proposals Bidders are encouraged to submit alternate proposals that would further our goal of reducing expenses and offering optimum value. UCOP – Flooring RFP - 2006 27
    • UC System-wide Floor Covering RFP 5/31/2010 Alternate proposals will be considered only if the original requirements of the RFP are met in the manner specified. Alternate proposals are to be submitted at the time of original proposal. They are to be separate from the original proposal and clearly marked “ALTERNATE PROPOSALS”. F. Best in Class pricing Seller agrees that pricing for Contract Items, represents best-in-class pricing or better to be extended to the UC system (excluding discontinued items) . Best-in-class pricing is defined as the lowest (or better) price for a given flooring product that pre-existed (unless better) at a given location prior to this new Agreement. In the event that during the RFP process quoted prices increase or do not represent the actual best-in-class price, Seller agrees to honor lowest price quoted during process or the best-in-class price if it is better. The lowest price shall prevail across the UC system. UCOP – Flooring RFP - 2006 28
    • UC System-wide Floor Covering RFP 5/31/2010 SECTION VII: IMPLEMENTATION UC may adopt a phased implementation plan as follows: • Phase I: Implement a pilot program and test the successful bidder’s products, including services within selected UC department(s) for a three months period and complete the program evaluation. • Phase II: Conduct a UC system-wide implementation following the successful implementation and testing of the pilot program. The level of success of the pilot program will be determined by UC through a customer satisfaction survey conducted at the end of the test period, in all of the campus department(s) selected by UC for the pilot program. Describe your implementation methods and timelines (transition plan and timeline) for program implementation activities. These activities may include introduction of products to the buyers, program training for all campus buyers, training on recycling program, training to custodial staff on carpet cleaning methods including the frequency and number of people, of training. Bidder should also outline UC requirements in order to make transition seamless and successful, including any contingencies which may restrict bidder from a successful transition. What information, other than provided in this RFP, will you need for implementation? UCOP – Flooring RFP - 2006 29