Supply and Delivery of Furniture, Fixtures & Equipment (FF&E)

The Districts have a need to procure Furniture, Fixtures, and Equipment (FF&E), with the primary objective of acquiring design-selected items from multiple vendors.

The intent of this solicitation is to establish one or more agreements under the definition of a “Continuing Contract.” Under these continuing services contracts, the selected Firm(s) shall provide access to a broad range of qualified vendors capable of supplying FF&E, including but not limited to the items and information points identified under each discipline.

Services may include, but are not limited to:

Procurement and supply of District-approved FF&E

Coordination with manufacturers and vendors

Order management and logistics

Warehousing and storage, if required

Delivery to District facilities

Installation, assembly, and setup

Post-installation inspection and punch list resolution

The District reserves the right to utilize one or multiple Firms as deemed to be in its best interest.

Project Details

• Reference ID: 26Q-020
• Department: DPM-Facilities
• Department Head: TBD (TBD)

Important Dates

• Questions Due: 2026-04-24T20:00:00.000Z

Meetings & Milestones

Evaluation Criteria

• Supplier’s Qualifications (30 pts) —

  Evaluation of the supplier’s overall qualifications to provide FF&E supply, delivery, coordination, and related support services. Consideration will include the supplier's organizational structure, financial stability, available resources, manufacturer relationships, and demonstrated ability to successfully supply and deliver FF&E for projects of similar size and scope.

• Supplier's Design Specific Experience (25 pts) —

  Evaluation of the supplier’s relevant experience in supplying, delivering, and coordinating design specific FF&E for governmental, institutional, commercial, or similar projects. Emphasis will be placed on experience with multi-facility or large-scale projects, coordination with construction schedules, logistics management, and successful project completion. Supplier shall demonstrate a proven record of reliability, timeliness, and customer satisfaction.

• Key Personnel Qualifications (20 pts) —

  Evaluation of the qualifications, experience, and availability of key personnel who will be assigned to District projects. This includes project managers, account representatives, logistics coordinators, and installation coordinators. Consideration will be given to relevant experience, technical expertise, and ability to support District needs throughout planning, procurement, delivery, and post-installation phases. 

• References and overall reputation (10 pts) —

  Are references for work of similar type, size and scope? Does the assessment of Proponent’s work by client references demonstrate success in providing similar services?

• Intangibles (10 pts) —

  Evaluation of additional factors that may benefit the District, including but not limited to: 

  Demonstrated understanding of the District’s needs 

  Quality, completeness, and professionalism of the submittal 

  Ability to provide a wide range of FF&E products 

  Strength of manufacturer partnerships 

  Demonstrated ability to provide value-added services 

   

• Supplier's Location (5 pts) —

  Evaluation of the supplier’s geographic proximity to the District and its ability to provide timely delivery, site coordination, and ongoing support. Consideration will also be given to the supplier’s ability to respond quickly to service requests, delivery issues, warranty matters, and project coordination needs.

Submission Requirements

• Do you acknowledge that only physical submittals will be delivered to 3571 Kiessel Road before the Due Date & time and that submittals will not exceed the page limitations set forth in this solicitation? (required) —

  No Electronic Submittals will be accepted.

• Requesting District(s) (required)
• Type of Required Insurance (required) —
  • VCDD Standard Requirement
    • Commercial General Liability Insurance
    • Business Automobile Liability Insurance
    • Worker's Compensation Insurance and Employers Liability Insurance
    • Professional Liability for IT Including Cyber Risk

  Please select the ones above AND any additional insurances needed below:

• Are Bonds applicable for this project? (required) —

  Select "Yes" if projects bid at $200,000 and above.

• Will there be a Pre-Proposal Conference? (required)
• Attendance for Pre-Proposal Conference (required)
• Will there be an evaluation to review RFP/RFQ/RFI? (required) —

  Select "No" if evaluations do not apply to your project.

• Evaluation Committee Member 1 (required) —

  For the RFP/RFQ/RFI process, evaluation criteria and suggested Selection/Review Committee members must be submitted. Please refer to Purchasing Policies and Procedures Manual for membership criteria. Contact the Purchasing Department for assistance with any of these requirements. For ITB, enter N/A.

• Evaluation Committee Member 2 (required) —

  For the RFP/RFQ/RFI process, evaluation criteria and suggested Selection/Review Committee members must be submitted. Please refer to Purchasing Policies and Procedures Manual for membership criteria. Contact the Purchasing Department for assistance with any of these requirements. For ITB, enter N/A.

• Evaluation Committee Member 3 (required) —

  For the RFP/RFQ/RFI process, evaluation criteria and suggested Selection/Review Committee members must be submitted. Please refer to Purchasing Policies and Procedures Manual for membership criteria. Contact the Purchasing Department for assistance with any of these requirements. For ITB, enter N/A.

• Evaluation Committee Member 4 —

  For the RFP/RFQ/RFI process, evaluation criteria and suggested Selection/Review Committee members must be submitted. Please refer to Purchasing Policies and Procedures Manual for membership criteria. Contact the Purchasing Department for assistance with any of these requirements. 

  Enter N/A - To be chosen by the Purchasing Department

• Evaluation Committee Member 5 —

  For the RFP/RFQ/RFI process, evaluation criteria and suggested Selection/Review Committee members must be submitted. Please refer to Purchasing Policies and Procedures Manual for membership criteria. Contact the Purchasing Department for assistance with any of these requirements.

  Enter N/A - To be chosen by the Purchasing Department

• Date the Selection Committee meets to evaluate proposals (required) —

  Answer Format: Month, DD YYYY

• Time the Selection Committee meets to evaluate proposals (required) —

  Answer Format: XX:XX AM/PM

  Example: 9:00 AM

• Location of Selection Committee meeting to evaluate proposals (required)
• Will you be using the electronic pricing table? (required)
• Requesting Department (required)
• Supplier Minimum Requirements (required) —

  Respondents without these qualifications will be rejected.

• Pricing (required) —
  • Choose Option 1 when you have set line items, for example:
    • This is a quote for goods or commodities.
    • This is a public works bid, with a pricing table that can be uploaded into OpenGov Procurement from an Excel spreadsheet.
    • Seeking services for hourly rate schedules.
  • Choose Option 2 when you need vendors to provide you with the line items.

Questions & Answers