RFP TB-207883 Furniture, Fixtures, and Equipment (FF&E) SOURCING #199877

Location:	Texas
Posted:	Jan 20, 2025
Due:	Mar 18, 2026
Agency:	Dallas Public Schools
Type of Government:	State & Local
Category:	71 - Furniture
Publication URL:	To access bid details, please log in.

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PURCHASING DEPARTMENT

9400 North Central Expressway, Suite 1510, Dallas, TX 75231

(972)925-4100

Request For Proposal 199877

TB-207883 Furniture, Fixtures, and Equipment (FF&E)

Dallas ISD rev 1.0

Page 1 of 35

Request For Proposal 199877 TB-207883 Furniture, Fixtures, and Equipment (FF&E)

Buyer BRAZIEL, TERRY

Email TEBRAZIEL@dallasisd.org

1 Header Information

1.1 General Information

First Advertisement Date/Issue Date

Second Advertisement Date

Pre-Proposal Meeting

Questions Deadline

Questions Response from the District

Solicitation Due

Anticipated Evaluation & Sel

Anticipated Approval/Award

19-JAN-2025 08:00:00

26-JAN-2025 08:00:00

03-FEB-2025 10:30:00

05-FEB-2025 17:00:00

07-FEB-2025 17:00:00

20-FEB-2025 14:00:00

27-FEB-2025 10:30:00

24-APR-2025 18:00:00

Pre-Proposal

A pre-proposal meeting will be held at 10:30 AM CST via TEAMS video conference on February

3, 2025. Please submit (in writing) any questions regarding this RFP to tebraziel@dallasisd.org.

Only written questions will be considered. It is highly encouraged that all potential proposers

participate and attend the pre-proposal.

Join TEAMS Meeting: https://www.microsoft.com/en-us/microsoft-teams/join-a-meeting

Meeting ID: 254 549 606 428

Passcode:3sP7Fc7V

1.2 Terms

Initial Term: 3

Renewal 1: 1

Renewal 2: 1

Any contract that results from this solicitation and upon Mutual Agreement of the awarded vendor and the

District, may be extended not to exceed a total of 5 years(s). If either party intends not to renew the Contract,

that party must give written notice to the other party no fewer than ninety (90) days prior to the expiration of the

then current term of the Contract. If the District fails to timely exercise any of the options to renew, all remaining

options to renew shall expire and terminate

1.3 Requirements

LENGTH OF CONTRACT

The term of this proposal shall be for a three (3) year agreement with two (2) successive one (1) year

extensions based on the long-range needs of the District and mutual consent of both parties not to exceed

five (5) years total.

SCOPE AND SPECIFICATIONS OF THE

PROPOSAL

The Dallas Independent School District (Dallas ISD or District) is soliciting offers for the goods and/or

services specified in this document.

1. Questions concerning this solicitation document should be addressed in writing to the Buyer's Email.

2. Questions must be submitted by the deadline to allow sufficient time for responses prior to receipt/opening

date/time.

3. Responses to questions other than administrative questions will be provided to all potential offerors by

means of an addendum to the solicitation.

All vendors are encouraged to participate even if vendors are the sole source providers.

This proposal is being issued in accordance with Title 2 of the Code of Federal Regulations (2CFR) Part 200

requirements to procure vendors who provide goods or services purchased by Dallas ISD using federal

Dallas ISD rev 2.0

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Request For Proposal 199877 TB-207883 Furniture, Fixtures, and Equipment (FF&E)

SCOPE AND SPECIFICATIONS OF THE

PROPOSAL

dollars. This proposal may be used with local, state, federal, and grant-funded programs.

PURPOSE OF REQUEST FOR PROPOSAL (RFP)

This Request for Proposal (RFP) will be for Furniture, Fixtures & Equipment (FF&E) from a pool of qualified

vendors. These vendors will supply goods and services that campuses and departments may purchase as

outlined in this solicitation document.

PROPOSAL SPECIFICATIONS

The District requires that the selected FF&E turnkey services contractor(s) provide planning, acquisition, and

project management of furniture, fixtures, and equipment for new campuses, renovated school campuses,

and other projects assigned and managed by Construction Services. All projects will be on an Assignment of

Work (as needed) basis. Each Assignment of Work will be developed, proposed, and negotiated to support a

specific Scope of Work provided by the District to the designated firm(s). Significant coordination will be

required. To assist in quality assurance, timely deliverables, and other related functions, coordination and

cooperation with the Construction Services Team, General Construction Contractors, Principals,

Program/Project Managers, and other persons or vendors on site will be of utmost importance.

This RFP will not be limited to Construction Services; it will also include furniture services for classrooms,

offices, and departments that are not tied to specific projects or large-scale initiatives. In other words, these

furniture services are for routine or ongoing needs, rather than being part of a larger, defined project with a

set scope and timeline.

The selected firm(s) will be required to provide a "turnkey" service to the District by managing the complete

process from product planning and delivery to product inventory on site. The District reserves the right to

select more than one "turnkey" service provider per site if deemed to be in the best interest of the District.

Planning Services - The selected firm(s) will work with District Personnel and/or Construction Services

Team to identify all furnishing necessary for complete building functioning by generating a room-by-room

needs analysis and a complete and accurate cost estimate. The selected firm(s) will be required to furnish

CAD drawings of requested rooms with selected furniture inserted for approval, pictures, color selections

and other appropriate information for approval by the District's Construction Services Team prior to the

delivery of the quote. The selected firm(s) will also be required to attend an FF&E meeting with the

Construction Services Team and the Principal, and/or designee, of the campus to present standard FF&E

items and to make selections of other administrative area items.

Budgeting and Pricing - The selected firm(s) will provide a cost estimate for each individual item during the

product selection process to ensure the project is within the identified budget. After budget evaluation and

modifications, the selected firm(s) will provide a final quote for all products to include all associated costs

(project management, installation, delivery, equipment, etc.). Final pricing quote submitted to District

Personnel and/or Construction Services Team will include item, color and description, quantity, cost per unit,

extended cost, and item location by room within the school.

Order Management - District personnel and Construction Services Team are to be assisted by the selected

firm(s) representative with color selections, fabric selections, etc. for all applicable products. Manufacturer

catalogs may be required.

Delivery Management - The District Personnel and/or Construction Services Team coordinates with the

selected firm(s) regarding the construction schedule before scheduling product delivery. All products will be

Dallas ISD rev 2.0

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Request For Proposal 199877 TB-207883 Furniture, Fixtures, and Equipment (FF&E)

SCOPE AND SPECIFICATIONS OF THE

PROPOSAL

delivered at an agreed upon delivery date. Unscheduled shipments will be refused. Deliveries without an

installation crew onsite to receive product and unload will be refused.

Installation Services - The selected firm(s) will coordinate the offloading, staging, unpacking, assembly,

and installation of items in their designated location in the school. The selected firm(s) will ensure all items

are assembled according to manufacturer's instructions. The selected firm(s) will also be required to affix

Fixed Asset Decals, provided by the District, to certain identified equipment. The Decal number is to be

logged with the appropriate item, location, and serial number (if applicable) on a Log Sheet provided by the

District.

All unit prices will include all costs associated with delivery and installation which includes daily trash

removal from the premises. The selected firm(s) personnel will be required to provide their own dollies and

tools for unloading, moving and installation of products. Pallet jacks are prohibited from use within the

building. Only hand trucks and/or dollies with rubberized wheels are to be used. The use of a Masonite-

type flooring, which is a durable, smooth, and protective board commonly used to prevent damage to

underlying surfaces, is required at points of entry, staging areas, and access corridors.

Most buildings are multi-level. The use of a freight and/or passenger elevator is not guaranteed and should

be taken into consideration when planning and pricing. If an elevator is available for use during installation,

the elevator must be padded to prevent damage.

The selected firm(s) must have onsite installer/personnel throughout their installation time period. The

installers/personnel will be required to check in daily with District Personnel and/or Construction Services

Team and outline a schedule of work.

The selected firm(s) is required to provide a list per room of all items they are assembling and placing in

each room. The list will be taped to the outside of the entry door to each room unless otherwise designated

by the District's Construction Services personnel.

The installation will involve placing all items in the designated room or area. This includes fully assembling

all products and unpacking and inventorying any bulk-shipped items. For example, a metal paper storage

rack for large rolls of paper will be assembled, and the individual rolls of paper will be placed on the rack.

Trash must be removed immediately upon completion of areas of work and no less than once per day prior

to leaving the site. The selected firm(s) may not use the General Contractor's or District dumpsters. If the

selected firm(s) leaves the job site and leave trash, the district reserves the right to pay to have the trash

removed and deduct the cost from the firm's invoice. Work areas need to be kept clean, picked up and free

from trash, debris, food, drinks, etc.

The above mentioned list per room of all items assembled and placed in each room during installation will

also be used for inventory purposes. This list will stay taped to the outside of the entry door to each room

unless otherwise designated by District personnel.

The selected firm(s) will arrange and attend with the District Personnel and/or Construction Services Team,

a complete walk-through of all items and sign off on the product per room list. All damaged, shortages,

incorrect colors, or products, etc., will be noted as punch-list items. The documented punch-list items must

be received by the District Personnel and/or Construction Services Team within five (5) business days from

the date of inventory.

Dallas ISD rev 2.0

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Request For Proposal 199877 TB-207883 Furniture, Fixtures, and Equipment (FF&E)

SCOPE AND SPECIFICATIONS OF THE

PROPOSAL

All punch-list items must be corrected and completed before the vendor is completed on the job.

The installation team will be expected to make at least two or three additional trips to the site for additional

clean up, adjustments, and miscellaneous needs. This requirement should be taken into consideration when

receiving quotes for installation. Let it be known that more than three additional trips may be required. These

additional trips will not cause any additional fees to the district. The installation team is expected to perform

in a professional manner and work to reduce the need of follow up visits.

Documents - Due to the size and scope of work on these projects, the ability of the selected firm(s) to

provide the District with project management documentation is critical. The selected firm(s) will supply two

(2) binders on each project to the district on or before the first day of installation with the following

information:

Contact Personnel - local representatives and corporate office personnel

Punch List Form - to be filled out by the installer (if necessary) - a copy is given to Construction Services

Team so they will have a record of punch list items for later check-off when completed.

Product Detail - Product by Vendor/Manufacturer - as detailed above in planning stage must include:

model number for easy cross reference, warranty information by manufacturer; include color photos of each

product (wherever possible).

Product by Room - as detailed above in planning stage.

Deliverables

Time is of the essence in the performance of the selected firm(s) duties. Failure of the selected firm(s) to

complete the planning and pricing process in a timely manner may result in the District selecting another

available source.

Failure of the selected firm(s) to notify the District sufficiently in advance of inability to complete within the

delivery schedule, shall grant the District the option of canceling the order and purchasing from the best

available source.

Notwithstanding the foregoing, the District shall have no obligation to accept late performance or to waive

timely performance by a selected firm(s).

In no event shall changes be permitted without the express prior written authorization of the District

Construction Services Team.

Personnel

Designated Representative - The selected firm(s) shall assign to the District a designated representative

who will be responsible for the coordination and administration of the District's requirements. The selected

firm(s) shall maintain a staff of properly trained and experienced personnel to ensure satisfactory

performance under this Contract.

Personnel Badges - The District requires that each selected firm(s) staff members, sub-contractors and all

Dallas ISD rev 2.0

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This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

RFP TB-207883 Furniture, Fixtures, and Equipment (FF&E) SOURCING #199877

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See also