Interior Design

The New York State Department of Civil Service (DCS) seeks to procure Interior Design Services pursuant to its discretionary purchasing authority under State Finance Law §163(6). This procurement opportunity is limited to New York State businesses certified pursuant to Article 15-A of the New York State Executive Law.

BACKGROUND :
T he mission of DCS’s Strategic Planning and Innovation (SPI) is: “To perform management activities designed to set priorities, focus energy and resources, strengthen operations, and ensure that employees and other stakeholders are working together to achieve measurable results. The Division also leads critical Department projects, manages state-wide reporting and provides oversight for information technology projects and support.”

In line with the Department’s vision to build tomorrow's workforce today by promoting a diverse, inclusive, and talented workforce and to lead and deliver world-class workforce management strategies by providing innovative solutions based on merit, fitness, and equality of opportunity, we are opening 12 computer-based testing sites throughout the State of NY. DCS is seeking to procure Interior Design Services for a cohesive and aesthetically pleasing mockup, with consistent branding, to be used for all 12 testing sites. A general template of branding, colors, flooring, and lighting will be included and owned for DCS' future use, with an overall design consistency across all sites (within building parameters).

DESCRIPTION OF REQUIREMENTS

The selected vendor will provide DCS with individual final mockups/renderings and one (1) general concept, to be utilized at DCS’ discretion, that allows for consistent branding across all locations. Please note that locations vary in size from approximately 3,600 sq ft- 21,000 sq ft and the general concept should be transferable to locations of varying sizes. Overall concept to include the following required elements:

1. Signage

Cohesive interior and exterior signage concept, including recommended placement for future and ongoing use, including but not limited: to:

• Exit Signs
• Welcome signs
• Directional signs
• Room number signs
• Other signage as needed by the Department and/or to enhance the overall design concept

1. Coordinating paint colors

Cohesive paint concept to be inclusive of but not limited to the following elements:

• Main paint colors for all
• Testing room colors that are appropriate to the testing environment (e.g., does not produce eye strain or anxiety).
• Accent colors that are consistent with DCS branding

Please note that a paint chip of recommended colors will be required with final concept.

1. Functional Flooring Options

Cohesive flooring concept to be inclusive of but not limited to the following elements:

• Vinyl Composite Tile (VCT) or Vinyl Luxury Tile (VLT) preferred in common areas, lactation room, and break room.
• Easily maintained carpet for staff offices and testing rooms.

The department welcomes other recommendations for flooring concepts.

Manufacturer and color specifications will be required for proposed flooring options.

1. Lighting

Aesthetically pleasing overhead lighting that works within a variety of design concepts. Lighting should be functional in a computer-based environment similar to the paint colors where it doesn't produce additional eye strain or anxiety, etc.

1. Reception Area

A cohesive and transferrable reception area concept that incorporates design elements that are welcoming and inclusive to all. The selected vendor will be required to provide detailed drawings for reception desk, to be approved by DCS.

DELIVERABLES

The selected vendor will provide DCS with individual final mockups/renderings and one (1) general concept, inclusive of all required design elements and to be utilized at DCS’ discretion, based upon the following project schedule:

Interior Design Schedule:

• Upon signing of the contract, DCS will schedule and hold a kickoff meeting within 5 business days that the vendor will be expected to attend. This meeting may be virtual or in person.
• Following the kickoff meeting, the vendor will have 15 business days to submit the draft mock-ups/renderings and general concept.
• DCS will then have 10 business days to review the draft deliverables and provide comments and questions back to the vendor and any requests for revisions. Should this timeframe be shortened, the vendor's timeframe begins upon receipt of revisions.
• The vendor has 10 business days to revise deliverables and resubmit to
• DCS has 3 business days to provide feedback to revisions. Should this timeframe be shortened, the vendor's timeframe begins upon receipt of
• If draft is approved, the vendor will work with DCS to schedule and conduct an in-person presentation in Albany within 10 business days that includes final concepts with mock-ups/renderings, samples, and the electronic version for DCS ownership for final approval.
• Once approved by DCS the vendor shall provide finish specs, finish location plans, detailed drawings including but not limited to the custom mill for the reception desk, break area and other areas requiring mill work for twelve (12) future sites. Drawings shall be submitted to Landlords architectural firm for purpose of obtaining building permit. CAD files shall be submitted.
• Vendor shall be responsible for providing detailed drawings/mockups for interior signage location and design for approval by DCS. Vendor shall work with sign company and approve all proofs provided by sign company.
• Vendor shall be responsible for providing detailed drawings/mockups for exterior signage location and design for approval by DCS. Vendor shall work with sign company and approve all proofs provided by sign company.
• Selected Vendor will be required to make site visits to all twelve (12) future locations before construction kickoff.

Final Mockups:

• Final concepts with mock-ups/renderings will be required to be presented in person, with an electronic version (CAD file) provided for future use by the
• Concept will be in consultation with the department and the contractor to ensure consistency with DCS branding.

Payment for Services:

DCS agrees to reimburse the Contractor for the Project Services over the term of the agreement based on the fees set forth in Contractor's Fees for Project Services (Attachment 4).

The estimated number of hours to complete the final concept and present the agreed upon concept is approximately 200 hours.

The estimate hours per site is approximately 100 hours for final design of interior space, exterior signage, and interior signage.

The contractor will be paid for the actual number of hours worked upon acceptance and delivery of the approved final design concept.

Fees set forth in Attachment 4 Contractor's Fees for Project Services, represent the charges to the Department to cover the Project Services required of the Contractor.

The Contractor is bound by the Fees identified in Attachment 4 for the entire Contract Term, unless amended in writing by the Parties.

The Contractor shall only invoice the Department after the services have been rendered and in accordance with the provisions set forth herein. The invoice shall be emailed to accountspayable@ogs.ny.gov. The subject line should include the Invoice Number and the term "Department of Civil Service".

MINIMUM QUALIFICATIONS:

A. 5 years in business and previous work for a government agency.

B. MWBE certification required

C. Site visit required to bid:
SUNY Broome, 47 Alumni Field Rd, Binghamton, NY, 13905
3/28/25 at 10am.

MANDATORY SITE VISIT:
REQUIRED
PRE-REGISTRATION IS REQUIRED. To pre-register, please send an email dcscontracts@cs.ny.gov with the subject line “C000767 Interior Design Site Visit” in the subject line and the company name and designated attendee in the body of the email.
Date & Time: March 28, 2025 @ 10am-1pm
Location: SUNY Broome, 47 Alumni Field Rd, Binghamton NY, 13905
(Parking in lot 1, meeting in Technology Building)
Contact Person: Bill Hamilton
Contact Number: 518-338-9089

SUBMISSION REQUIREMENTS

Vendors who have pre-registered and subsequently attended the site visit may send a follow up email to request the required submission documents. To respond to the solicitation, interested vendors must provide the following:

• To bid, vendors must meet the Minimum Qualifications listed above
• A brief description of your organization as it relates to supporting SPI’s need for Interior Design Services.
• A list of government entities the Contractor has provided Interior Design Services within the last five years, including the dates such services were provided.
• A sample of Interior Designs your organization has developed that fit the competencies outlined above (to be attached to the Contract as Attachment XXX – scope of work).
• Certification as a NYS Minority-owned Business Enterprise or NYS Women-owned Business Enterprise.
• Resumes for proposed Key Staff.
• Attachment 1 Offeror’s Certification Form
• Attachment 2 Formal Offer Letter
• Attachment 3 Lobbying Law Form
• Attachment 4 Cost Proposal

The Proposer must be willing to enter into an agreement substantially in accord with the terms of the Draft Contract, Exhibit 1.

Required forms will be provided to vendors who attend the mandatory site visit and express interest via a follow up email to dcscontracts@cs.ny.gov . When emailing, please include “C000767 Submission Interest” in the subject line. The company name and name of the designated attendee to the mandatory visit should also be included in the body of your email.

IMPORTANT NOTICE : A Restricted Period under the Procurement Lobbying Law is currently in effect for this Procurement, and it will remain in effect until State Comptroller approval of the resultant Contract. During the Restricted Period for this Procurement ALL communications must be directed, in writing, solely to the Designated Contact as listed below and shall be in compliance with the Procurement Lobbying Law.

Designated Contact

In accordance with New York State Finance Law § 139-j(2)(a) (Procurement Lobbying Law (PLL)), the following individual is the Designated Contact for this Solicitation. All questions relating to this Solicitation must be addressed to the following Designated Contact:

Jennifer Mahnaz
New York State Department of Civil Service
Attn: Office of Financial Administration,
Empire State Plaza, Swan Street Building – Core 1
Albany, New York 12239
DCSContracts@cs.ny.gov