NOTE: This is solely a solicitation of interest and does not guarantee an award or contract.

BACKGROUND

The New York State Office of the State Comptroller (“OSC”) is interested in procuring Haworth office furniture and related design, installation, and reconfiguration services at OSC’s office locations in Albany, Rensselaer, New York (i.e., Manhattan), and Nassau Counties.

Haworth office furniture would include, but not be limited to:

• tables, lounge chairs and seating, benches, podiums, and stands, upholstered or non-upholstered, of various sizes, styles, and materials, suitable for basic to upper-level executive offices;
• adjustable height and sit/stand desks, single and double pedestal desks, executive desks, bookcases, case goods, file credenzas, and storage of various styles and materials;
• ergonomic office and task chairs, managerial chairs, and side chairs;
• plastic barriers/sneeze guards, suitable for use with reception desks, conference tables and other office furniture; and
• dollies and chair and table carts.

Furniture-related services would include:

• Office design/layout services, including development of workstation design and floor plans. These services may also include the development of component lists for order placement and installation plans.
• Installation services, including product delivery coordination (on-site), transportation of product from OSC/building loading dock to on-site project area, unpacking, inspecting product for shipping damage, placement, set-up, assembly, and leveling of product in accordance with any recommended manufacturer instructions/guidelines to conform to OSC requirements/final design drawings, removal of packing materials, and cleaning of product and worksite (if required).
• Furniture reconfiguration services, including disassembling and reassembling of components, or services that are necessary to allow OSC to reconfigure the existing furniture within the on-site project area. These services may also include minor or major changes within the existing workstation/furniture layout plan or adding new components to complete the reconfiguration.

Process:

OSC will initiate a request to the vendor for workstation design, installation, and reorganization services (each, a “Project”). For each Project, OSC and the vendor to execute a Project definition (“Project Definition”) document, which details the specific services required.

For each Project, OSC and the vendor would follow a process similar to the following:

1. Vendor performs an on-site visit to assess spacing requirements, if applicable.
2. Vendor completes design services, including recommending items to order and developing furniture component list.
3. Vendor submits a Project Definition to OSC, which includes design hours worked and not-to-exceed costs.
4. OSC reviews the Project Definition, negotiates changes if necessary, and approves when finalized.
5. Vendor provides quote for furniture components.
6. OSC purchases furniture from the vendor.
7. Vendor receives furniture components at the vendor’s facility.
8. Vendor performs pre-installation work.
9. Vendor delivers furniture components to the loading dock of the OSC office location.
10. Vendor transports furniture components from OSC dock to inside installation site.
11. Vendor installs furniture components.
12. Vendor removes packaging materials and cleans worksite, if applicable.

The vendor would coordinate delivery of furniture components to ensure delivery no earlier than the date work is to be performed on-site at OSC’s office location.

Scope of Services:

The vendor must be able to:

1. Provide the services for each Project as described above in the “Process” Section above.
2. Provide adequate supervisory and labor personnel to perform all phases of each Project in an orderly, timely, and efficient manner.
3. Reserve and hold in readiness sufficient staff and equipment (listed below) to perform each segment of a Project. Project dates will be mutually agreed upon by the vendor and OSC.
4. Provide clearly identifiable personnel, displaying the vendor's name on their person and their status as a supervisor, if applicable.
5. Submit a roster of names of vendor’s personnel providing Project services to OSC prior to the start of each Project.
6. Provide OSC with work logs and certified payroll records for all engaged personnel upon OSC’s request.
7. At OSC’s discretion, attend an on-site visit at a OSC office location at a mutually agreed upon time and location to survey furniture system components related to a Project.
8. Provide OSC with a Project Definition for each Project. The Project Definition will be created from a standard template provided to the vendor by OSC and must include, as applicable:
   • Number of vendor staff and their title,
   • Hours per title,
   • Total Project price quote,
   • Guidelines and installation procedures in written form as needed,
   • A Project schedule to direct and control the furniture and equipment to be installed or reconfigured,
   • Established crew requirements, and
   • A plan for protection of the premises to the respective facility managers. Assurance of measures to protect floors, walls, and fixtures must be provided to OSC.
9. Assign a supervisor to each Project. Provide OSC with the supervisor’s cell phone number, allowing uninterrupted communication between the supervisor and OSC throughout the Project.
10. Ensure that the equipment/materials necessary to perform the services are available in sufficient quantities at no extra charge to OSC. Such equipment includes, but is not limited to:
    • Tags, diagrams, or any items associated with move identification coding;
    • Dollies (with hard rubber wheels maintained free of grease and dirt);
    • Rolling racks/bins;
    • Personal computer transporters;
    • Rigging equipment;
    • Aluminum or magnesium ramps of various sizes;
    • Masonite sheets - ¼" tempered (not plywood); and
    • Wall/corner protective materials/pads.
11. Color-code (or equal style) all floor layout plans/prints and workstation locations.
12. Remove and install shelves. Provide experienced personnel and supplies for minor wood and metal furniture repairs. Damage caused during by the vendor or its staff in the performance of their services are to be repaired at the vendor’s expense.

MINIMUM QUALIFICATIONS

To be eligible for consideration, interested vendors must:

1. Be an authorized dealer of Haworth, Inc. (“Haworth”) furniture.
2. Be able to perform all the furniture and related design, installation, and reconfiguration services as detailed above in one or more of the following regions:
   • Region 1 – Albany and Rensselaer Counties
   • Region 2 – New York (i.e., Manhattan) and Nassau Counties

ADDITIONAL INFORMATION

Any vendor that believes it can provide these services should communicate their interest to rfp@osc.ny.gov (preferred) or via hard copy mail to:

Director of Finance
Office of the State Comptroller
110 State Street, Stop 13-2
Albany, NY 12236-0001

IMPORTANT : OSC request any vendor responding to this advertisement that is not Haworth, Inc. to provide OSC with documentation confirming that they are an authorized dealer for Haworth, Inc. furniture. Responses must be received by OSC no later than the deadline contained in this advertisement.

This solicitation is subject to, and is conducted in accordance with, the OSC Executive Order on Procurement Integrity and OSC’s Procurement Integrity Procedures, both of which are available in full on the OSC website (https://www.osc.ny.gov/), or upon email request. All inquiries concerning this solicitation must be addressed to the Contracting Officer or designee(s) at OSC via email (preferred) to RFP@osc.ny.gov or via hard copy mail to:

Director of Finance
Questions for Contract SOI24-01
Office of the State Comptroller
110 State Street, Stop 13-2
Albany, NY 12236-0001