Current Tenders

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Office and Classroom Furniture, RFP

Renison University College
Office and Classroom Furniture
Request for Proposal, 2019
RFP #18-005
Issued: April 3, 2019
Electronic and Hard Copy Submissions of Technical Specifications
Due Closing Date: April 30, 2019
Samples Required: April 30, 2019
Contract Awarded: July 31, 2019

Contents of RFP # 18-005


Section 1.0: Purpose and Content
Section 2.0: Instructions to Bidders
Section 3.0: Evaluation and Award
Section 4.0: Award of Contract
Section 5.0: Proposed Schedule
Section 6.0: Requirements
Section 7.0: Submission Format


Appendix A: Statutory Declaration
Appendix B: Furniture general requirements
Appendix C: Office and Classroom Furniture Descriptor

Renison University College Office and Classroom RFP full document (pdf)

Renison University College Office and Classroom RFP drawings (pdf)

Renison University College is committed to a progressive organizational culture that promotes positive health practices for its employees. To ensure proactive measures are taken to prevent ergonomic-related injuries and reduce or eliminate any risks in the workplace, the College is requesting an RFP Submission from companies to provide ergonomic related office furniture to meet the needs arising from the newest addition. Office furnishings should be adaptive, flexible and financially responsive. Configurations of the systems furniture for the workstations and offices may vary depending on space size and location, but may generally consist of the same general components.

The College requires a vendor to provide office and classroom furniture that appeals to and reflects the culture of the institution. In addition to meeting the high standards of quality, durability, longevity, and maintenance at an acceptable price point, furniture should be expected to last for a minimum of 20 years.

The selected vendor should be able to provide a wide variety of services to the College from product planning, product delivery and installation and after sale support services. The vendors installation team should be factory trained and certified, including on-going warranty and maintenance programs so that the College furniture continues to function smoothly.

The Respondent(s) should have a wide variety of office and classroom furniture products and office furnishings for the College’s selection. The Respondent’s representative will need detailed industry knowledge to be able to provide professional guidance on product selection for several building types. The College will require mock-up of final furniture types selected.

Respondents’ Goods and Services should have the objective of achieving the College’s vision for the design, manufacture, delivery and installation of Goods and performance of related Services.
The overarching goal of every shortlisted OEM and/or authorized representative team members will be to leverage the approach requested within the RFP – point by point – employing the integrated teaming methodology to deliver the complex Goods and Services for the College’s requirements.


The objective of the RFP is to select the preferred proponent or preferred proponents who may be offered the opportunity to enter into an agreement(s). The work is to provide design, sales, installation and service of academic furniture.

The College anticipates that the RFP will allow proponents to provide input as follows:

a. Provide a comprehensive competitively solicited proposal offering furniture, fixtures, accessories and related services to the College;
b. Ability to convert conceptual floor plan layouts to plan3D format identifying key furniture elements of the proponent’s designs;
c. Plans outlining the proponent’s approach to items such as quality assurance, procurement management, communications, delivery and installation and environmental management;
d. Fully committed resources, capability and capacity to project(s); and
e. Committed budget pricing to project(s).

Samples of Goods are required for inspection and specification compliance testing in order for the College to determine if the item or items being offered is/are equivalent to and meets the minimum standards of quality acceptable to the College as indicated by the OEMs. It is anticipated that one workstation and one classroom mock-up may be required. If requested, such samples to be provided at no cost, and delivered to the address specified with the timeframe to be identified. Failure to submit samples as specified may be grounds for rejection of a proponent’s proposal.

Unless otherwise set forth in the solicitation, the sample of Goods furnished to be identical in all respects to the product or products being offered.


2.1 Proposals will be accepted up to and no later than 16:30:00 (Eastern Standard Time) on April 30, 2019. Complete in every respect, sealed in an envelope, which shall be clearly marked with the Proposal. Proposals received after the closing time and date will not be accepted.

2.2 Proposals must be completed in accordance with the requirements of these Request for Proposal documents and no amendment or change to proposals will be accepted after the closing date and time.

2.3 Proposals shall be irrevocable for ninety (90) days following close of bidding and shall be retained by Renison.

2.4 Proposals shall be originally and irrevocably signed by an authorized representative of the bidder when submitted. Upon award (if any), the successful bidder will be required to supply proof satisfactory to the College of appropriate authorization to bind the bidder.

2.5 Questions regarding this Request for Proposal may be submitted in writing (via email only) on or before April 20, 2019, and must be directed to:

Jim Robson
Director of Facilities
Renison University College
Waterloo ON N2L 3G4
(519) 497 6515

Renison cannot guarantee responses to questions received after this time. Should any question be considered relevant to all bidders, Renison will provide both the question and the written answer to all known bidders in the form of an addendum. Bidders are solely responsible for ensuring that Renison has current contact information on file for the bidder.

2.6 No other representative of Renison is to be contacted regarding this Request for Proposal. Renison accepts no responsibility for, and the bidder agrees not to rely upon, any verbal or written statements or representations from any other person, whether or not employed by Renison.

2.7 In the event the bidder cannot comply with any term, condition, or requirement of this Request for Proposal, such non-compliance must be clearly noted on the bidder’s letterhead and submitted with the proposal.

Bidders are cautioned that such non-compliance may result in disqualification of the bidder’s proposal, at the sole discretion of Renison. No allowance will be made for un-noted non-compliance of any kind by a bidder.

2.8 Renison University College will not consider more than one bid from a bidder under the same or different names.

2.9 Bidders are cautioned that proposals will be solely evaluated upon the disclosed evaluation criteria, and no linkage of offers to donations, scholarships or similar quid pro quo arrangements will be considered.

2.10 Pursuant to Section 6 of Ontario Regulation 429/07 (“Regulation”), The Accessibility Standard for Customer Service made under the Accessibility for Ontarians with Disabilities Act, 2005, the successful bidder shall ensure that all of its officers, employees, agents, or others for whom it is at law responsible, receive training about the provision of the Goods and Services contemplated herein to persons with disabilities.

Bidders are encouraged to review Renison’s requirements with regard to accessibility, and to identify and offer recommendations / alternatives that serve to support accessibility for all.

2.11 The International Sale of Goods Act does not apply to this Request for Proposal, nor to any contract formed as a result of this Request for Proposal.

2.12 The laws of the Province of Ontario shall apply to this Request for Proposal and any contract formed as a result of this Request for Proposal, and the Courts of Ontario shall have exclusive jurisdiction over any contract formed as a result of this Request for Proposal.

2.13 Renison’s name, logo, crest, etc, shall not be used without the prior written consent of Renison.

2.14 Should a compliant bidder wish to debrief after the RFP has been awarded, they are welcome to make a formal request, in writing, to the person named in 2.5 within sixty (60) days of the award posting. Please be advised that the Renison University College considers each bid to be confidential, and will only discuss with each bidder their own bid’s strengths and weaknesses.

2.15 Renison supports environmentally positive initiatives. Our goals are to pursue sound life cycle choices whenever possible and to encourage our suppliers to strive towards not just environmentally progressive goods, but to aggressively pursue increasingly superior environmental and sustainable offerings. Renison will always consider environmentally superior product choices in our procurement decisions.

2.16 Except as expressly and specifically permitted in the Terms and Conditions of this Request for Proposal, bidders shall not have any claim for compensation of any kind whatsoever, as a result of participating in this Request for Proposal, and by offering a submission to this request, each bidder shall be deemed to have accepted and agreed that it has no claim.

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