901032 Addendum2 Highland Clinical Furniture

County of Alameda, General Services Agency – Purchasing

RFQ No. 901032, Addendum No. 3

Page 1 of 8

October 15, 2012

COUNTY OF ALAMEDA

GENERAL SERVICES AGENCY-PURCHASING

ADDENDUM No. 3

to

RFQ No. 901032

for

Highland Hospital Acute Tower Replacement (ATR) Project
(Phase 1): Clinical Furniture

Specification Clarification/Modification and Recap of the Networking/Bidders Conferences

Held on October 4, 2012 and October 5, 2012

______

Notice to Bidders

This County of Alameda, General Services Agency (GSA), RFQ Addendum has been electronically issued to potential bidders via e-mail. E-mail addresses used are those in the County’s Small Local Emerging Business (SLEB) Vendor Database or from other sources. If you have registered or are certified as a SLEB please ensure that the complete and accurate e-mail address is noted and kept updated in the SLEB Vendor Database. This RFQ Addendum will also be posted on the General Services Agency (GSA) Contracting Opportunities website located at

The following Sections have been modified to read as shown below.Changes made to the original RFQ document are in bold print and highlighted, and deletions made have a strike through.

Note: The Exhibit A Bid Response Packet has been replaced in its entirety. All bidders responding to the RFQ MUST do so using the Exhibit A (Revised) Bid Response Packet, which is included in this Addendum.

A revised Exhibit D, Floor Plan - Level 5 Infusion Area, formatted to print on 11” X 17” paper, is attached to this Addendum.

Page 4 of the RFQ, Section D (SPECIFIC REQUIREMENTS), Item 1, is revised as follows:

1. Please refer to Exhibit A, Bid Form 2 for the complete list of furniture, fixtures, and equipment specified in this RFQ. Furniture will be provided as described or approved equivalent. Please see Brand Names and Approved Equivalents, Section XM. For complete specifications of items listed in Exhibit A, Bid Form 2, refer to the Exhibit A,Requirements Checklists Nos. 1 – 9.

Page 7., section II. CALENDAR OF EVENTS has been revised as follows:

CALENDAR OF EVENTS

Note:Award and start dates are approximate.

Responses to Written and Verbal Questions

Q1)What file format will the Bid Form be in?

A1)The Bid Formsare Microsoft Word fillable forms.

Q2)Can the County provide bidders with the BID FORM Worksheet as shown in Exhibit A (BID RESPONSE PACKET), page 7 through 11 and Exhibit E (PRODUCT AND SUBSTITUTION REQUEST FORM) in Microsoft Excel format?

A2)No. Please note that the BID FORM Worksheet has been renamed BID FORM 2. The Bid Forms and Product Substitution Request are Microsoft Word fillable forms.

Q3)Can the County provide a larger version of Exhibit D Floor Plan to show item codes detailing equipment layout according to the BID FORM?

A3)An 11” x 17” version of Exhibit D is included in this Addendum and should be printed separately on 11” x 17” paper. Please note that it is not to scale.

Q4)Page 6 of the RFQ, Section E (DELIVERABLES/REPORTS) reads as follows:

1. Design Services
2. Vendor shall provide furniture location plans(s) for all furniture which shall be used for installation coordination by the Vendor and the County. The Project’s contract documents are in Revit software format, therefore, the Vendor will be required to generate furniture location plan(s) for the following area, (see Exhibit D for drawings):

(1)Floor 5 – Infusion Area

Do bidders need to provide 3D’s/Elevations, in addition to floor plan layout?

A4)3D’s/Elevations will not be required.

Q5)Can the County provide drawings or cut sheets for each specific piece of equipment and how they all fit together?

A5)The County does not have cut sheets available for each piece of equipment. The County has provided a Requirements Checklist for each piece of equipment included in this Addendum.Please note that all bidders must include, in their bid response, the completed Requirements Checklists.

Q6)Does the County require drawings submitted by bidders to be on their own title block sheet?

A6)Bidders can use their own company title block on drawing sheets for this project.

Q7)Can finishes be close, equivalent, or equal to thebasis of design standard offerings?

A7)The furniture finishes submitted with each proposalshall be reviewed by the County. If found to be close, equivalent or equal to thebasis of design specifications, the County will approve them and coordinate with other building finishes. However, this is only one feature of the requirements for a piece of furniture. Upholsteries, however, must be the same asthe basis of design specification.

Q8)Would it still be considered a substitute if bidders do not have exact color for particular items? How exact must bidders adhere to the basis of design?

A8)Please see response to Q7, above.

Q9)Is there going to be an opportunity for a coordination meeting once the project is awarded?

A9)Yes, if necessary, the Vendor and the County will meet withend-users to coordinate and obtain approval(s) for the Design Services required as part of this RFQ.

Q10)Page 6 of the RFQ, Section E (DELIVERABLES/REPORTS), Item 1.c. states:

c.Vendor shall securely attach a manufacturer’s bar code identification tag on all furniture pieces at a not immediately visible location, but one that can be found to identify the piece of furniture. Vendor shall provide an inventory database (Excel format) of the furniture with barcode and make/model number/specification information for use by the County, which may be referenced for warranty, maintenance replacement purposes, or future new orders.

Does the County have its own bar code identification system that contractors must use?

A10)The County does not have its own bar code identification system. The Vendor is required to use a manufacturer’s identification tag and number for each furniture piece provided.

Q11)When substitutions are submitted, is there a review process to see which ones will beaccepted and which rejected?

A11)There is no prior review of substitutions before the bid response due date. Substitutions and supporting documents are to be included in the Exhibit A, (Revised) Bid Response Packet. Bidders can make as many copies of the Product Substitution Request Form as needed to complete substitution requests. If submitted, proposed substitutions will bereviewed against the basis of design specification by the County.

Q12)What is the Elation System and is the Elations Systems training SLEB related?

A12) The County of Alameda utilizes the Elations Systems, an online web-based compliance application, to monitor, track and report subcontractor utilization.

Per page 11 of the RFQ, Section III (COUNTY PROCEDURES, TERMS, AND CONDITIONS), Item 5,

For questions regarding the utilization of Elations Systems please contact the Auditor-controller’s office of Contract Compliance (OCC) located at 1221 Oak Street, Room 249, Oakland, CA 94612 at Tel: (510) 891-5500, Fax: (510) 272-6502 or via E-mail at ACSLEBcompliance @acgov.org.

Q13)Are bidders to give quantity/unit pricing according to the Bid Form and anything that is different must be submitted on a different form?

A13)All pricing is to be submitted on the Bid Form 1 and itemized on the Bid Form 2. Please note that the Bid Form 2 has been revised to include a column for bidders to note if a substitution is being quoted.

Q14)Page 7 of the RFQ, Section E (DELIVERABLES/REPORTS), Item 3 states:

1. Operations and Maintenance Manuals: Vendor shall supply three (3) electronic and three (3) hard copies of all required documentation and operation materials upon delivery.

In what format does the County prefer the electronic copies to be submitted?

A14)The Operations and Maintenance Manuals are to be submitted in a PDF format contained either on a CD or a flash drive.

Q15)What should bidders do if they are not bidding on certain items?

A15)Bidders need to state “No Bid” where they do not wish to quote an item.

Q16)Are bidders required to attend both bidders’ conferences?

A16)No. Bidders’ conferences are not mandatory.

Q17)How is the bid going to be evaluated and awarded?

A17)Per page 3 of the RFQ, Section A (INTENT):

The County intends to award a two-year contract (with option to renew) to the bidder(s) selected as the lowest responsible bidder whose response meets the County’s requirements.

Q18)Who will be reviewing and evaluating the bids after they are submitted?

A18)The bids are initially reviewed for completeness and evaluated for lowest cost by GSA-Purchasing. Requests for substitution will be evaluated by GSA-Technical Services Department, outside consultants, and the end-users.

Q19)How does the County measure true equivalence of the basis of design?

A19)The basis of design was created with the emphasis on functionalities of the product. The evaluation for equivalency will be based on like or equal product functionality.

Q20)What kind of supporting documentation does a bidder need to prove that proposed substitutions meet the specifications?

A20)Please refer to the Requirements Checklist Guidelines, included in this Addendum No. 3, for information regarding product substitution requests.

Q21)Green environmentally products are generally more expensive. How does this affect the award decision?

A21)While the County is striving to be more environmentally friendly, it has not restricted the provisions of the requested equipment in this bid. Bidders are only responsible to price what the County requested in the Bid Forms in Exhibit A,(Revised) Bid Response Packet. Bidders are not required to go above and beyond what is requested in the basis of design.

Q22)Can the County provide a list of equipment that requires Office of Statewide Health Planning and Development (OSHPD) Preapproval of Anchorage (OPA)?

A22)The building for which this equipment is being purchased is anOSHPD 3 building. We will not require OSHPD Preapproval of Anchorage (OPA) for furniture in this RFQ.

Q23)Will all of the questions be published in the Addendum?

A23)All technical requirement questions related to the bid asked prior to the deadline have been published in this Addendum. No technical related questions wereaccepted after 5:00 p.m. on October 5, 2012.

Q24)Are bidders limited to the form provided by the County in Exhibit E to justify substitutions?

A24)Bidders are to submit any supporting documents necessary to prove that a substitution meets the requirements.

Q25)Is it the bidders’ responsibility to understand the products, what the characteristics are and their intended purpose?

A25)Yes. For complete specifications of furniture, fixtures and equipment required under this RFQ, refer to Requirements Checklists Nos. 1 – 9.

The following participants attended the Bidders’ Conferences:

EXHIBIT A(Revised)

Bid Response Packet

RFQ No. 901032 – Highland Hospital Acute Tower Replacement (ATR) Project (Phase 1) Clinical Furniture

To:The County of Alameda

From:

(Official Name of Bidder)

• BIDDERS SHALL NOT MODIFY THIS BID RESPONSE PACKET IN ANY WAY OR QUALIFY THEIR BIDS

• BIDDERS SHALL NOT SUBMIT TO THE COUNTY A SCANNED, RE-TYPED, WORD-PROCESSED, OR OTHERWISE RECREATED VERSION OF EXHIBIT A Revised – BID RESPONSE PACKET OR ANY OTHER COUNTY-PROVIDED DOCUMENT

• ALL PRICES AND NOTATIONS MUST BE PRINTED IN INK OR TYPEWRITTEN; NO ERASURES ARE PERMITTED; ERRORS MAY BE CROSSED OUT AND CORRECTIONS PRINTED IN INK OR TYPEWRITTEN ADJACENT, AND MUST BE INITIALED IN INK BY PERSON SIGNING BID

• BIDDER MUST QUOTE PRICE(S) AS SPECIFIED IN RFQ

• BID RESPONSE PACKET (EXHIBIT A Revised) MUST BE SUBMITTED IN TOTAL WITH ALL REQUIRED DOCUMENTS ATTACHED THERETO; ALL INFORMATION REQUESTED MUST BE SUPPLIED

• AS DESCRIBED IN THE SUBMITTAL OF BIDS SECTION OF THIS RFQ, BIDDERS ARE TO SUBMIT ONE (1) ORIGINAL HARDCOPY BID (EXHIBIT A Revised – BID RESPONSE PACKET), INCLUDING ADDITIONAL REQUIRED DOCUMENTATION), WITH ORIGINAL INK SIGNATURES, AND ONE (1) ELECTRONIC COPY OF THE BID (PDF with OCR preferred)

• BIDDERS THAT DO NOT COMPLY WITH THE REQUIREMENTS, AND/OR SUBMIT INCOMPLETE BID PACKAGES, SHALL BE SUBJECT TO DISQUALIFICATION AND THEIR BIDS REJECTED IN TOTAL

• IF BIDDERS ARE MAKING ANY CLARIFICATIONS AND/OR AMENDMENTS, OR TAKING EXCEPTION TO POLICIES OR SPECIFICATIONS OF THIS RFQ, INCLUDING THOSE TO THE COUNTY SLEB POLICY, THESE MUST BE SUBMITTED IN THE EXCEPTIONS, CLARIFICATIONS, AMENDMENTS SECTION OF THIS EXHIBIT A Revised – BID RESPONSE PACKET IN ORDER FOR THE BID RESPONSE TO BE CONSIDERED COMPLETE

BIDDER INFORMATION AND ACCEPTANCE

1. The undersigned declares that the Bid Documents, including, without limitation, the RFI, RFQ, Addenda, and Exhibits have been read.

1. The undersigned is authorized, offers, and agrees to furnish the articles and/or services specified in accordance with the Specifications, Terms & Conditions of the Bid Documents of RFQ No. 901032 – Highland Hospital Acute Tower Replacement (ATR) Project (Phase 1) Clinical Furniture.

1. The undersigned has reviewed the Bid Documents and fully understands the requirements in this Bid, including, but not limited to, the requirements under the County Provisions, and that each Bidder who is awarded a contract shall be, in fact, a prime contractor, not a subcontractor, to County, and agrees that its Bid, if accepted by County, will be the basis for the Bidder to enter into a contract with County in accordance with the intent of the Bid Documents.

1. The undersigned acknowledges receipt and acceptance of all addenda.

1. The undersigned acknowledges that Bidder will be in good standing in the State of California, with all the necessary licenses, permits, certifications, approvals, and authorizations necessary to perform all obligations in connection with this RFQ and associated Bid Documents.

1. It is the responsibility of each bidder to be familiar with all of the specifications, terms and conditions and, if applicable, the site condition. By the submission of a Bid, the Bidder certifies that if awarded a contract they will make no claim against the County based upon ignorance of conditions or misunderstanding of the specifications.

1. Patent indemnity: Vendors who do business with the County shall hold the County of Alameda, its officers, agents and employees, harmless from liability of an nature or kind, including cost and expenses, for infringement or use of any patent, copyright or other proprietary right, secret process, patented or unpatented invention, article or appliance furnished or used in connection with the contract or purchase order.

1. Insurance certificates are not required at the time of submission. However, by signing Exhibit A Revised – Bid Response Packet, the contractor agrees to meet the minimum insurance requirements stated in the RFQ. This documentation must be provided to the County, prior to award, and shall include an insurance certificate and additional insured certificate, naming the County of Alameda, which meets the minimum insurance requirements, as stated in the RFQ.

1. The undersigned acknowledges ONE of the following (please check only one box):

Bidder is a certified SLEB (SLEB Certification Number: ); or

Bidder is NOT a certified SLEB and will subcontract a cumulative total 20% with the SLEB(s*) named below for the services identified below:

1. Official Name of SLEB Subcontractor:

SLEB Certification No.: Percentage Assigned to SLEB: %

Description of work to be done by SLEB Subcontractor:

Name of Principal of SLEB Subcontractor:

Principal Signature: Date:

1. Official Name of SLEB Subcontractor:

SLEB Certification No.: Percentage Assigned to SLEB: %

Description of work to be done by SLEB Subcontractor:

Name of Principal of SLEB Subcontractor:

Principal Signature: Date:

* print additional pages if needed

1. The undersigned acknowledges ONE of the following (please check only one box):

Bidder is not local to Alameda County and is ineligible for any bid preference; or

Bidder is a certified SLEB and is requesting 10% bid preference (Bidder must check the first box in Item 4 above and provide its SLEB Certification Number); or

Bidder is LOCAL to Alameda County and is requesting 5% bid preference, and has attached the following documentation to this Exhibit:

• Copy of a verifiable business license, issued by the County of Alameda or a City within the County; and
• Proof of six (6) months business residency, identifying the name of the vendor and the local address. Utility bills, deed of trusts or lease agreements, etc., are acceptable verification documents to prove residency.

Official Name of Bidder: