Professional Moving Services for the Superior Court

GS-036 REV 03/07/18 Page 1 of 19 REQUEST FOR PROPOSALS SUPERIOR COURT OF CALIFORNIA COUNTY OF SANTA CLARA REGARDING: Jury Assembly Rooms RFP4324C PROPOSALS DUE: May 1, 2024 NO LATER THAN 3:00 P.M. PACIFIC TIME RFP Title: Jury Assembly Rooms RFP Number: 4324C GS-036 REV 02/26/18 Page 2 of 19 1.0 BACKGROUND INFORMATION The Superior Court of California, County of Santa Clara is inviting qualified furniture vendor to submit a bid proposal to provide ancillary furniture for two Jury Assembly Rooms located at the Downtown Superior Courthouse and the Hall of Justice Courthouse. • The total estimated cost to perform all work, as defined in section 2.0, on this project is $220,000.00 2.0 DESCRIPTION OF SERVICES AND DELIVERABLES The Court seeks the services of a person or entity with expertise in ancillary furniture including chairs, lounge seating, and tables in the Court’s jury assembly rooms. Court will provide a furniture plan (Attachment 7) with legend after the mandatory pre-proposal

conference to interested entities as reference. Proposer is to include the following service: • Cost of purchasing ancillary furniture as shown in Court’s furniture plan. • Bid shall include design services that includes field measurement, spaces planning, fabric and finishes selection, and production of installation plans. • Bid shall include project coordination and management services to oversee the project schedule, track orders, and manage installation. • Substitution of comparable product is accepted. For the substitution, Proposer must include in bid information that supports how the product compares to KI including manufacturer’s name, product name, product number, cut sheet, features of the product, overall dimensions, and warranty information. • Upholstery must have a minimum of 500K double rubs. No natural wood finishes. • Court is considering electrifying some of the furniture. Note whether specified furniture is AC capable or adaptable. • No drop shipment to job site. All products must be received and stored off site until all items are received in full before scheduling of installation. Court will not take ownership of product until they are installed at job sites. • Installation of each location will likely be phased. Hour of work is after 5pm Friday through following Monday at 7am. Both jury assembly room must resume normal use by 7am each following Monday. • Removal of all packaging, recyclable, and garbage incurred from the project. Court will not accommodate the use of onsite trash and recycling bins for the project. • Prevailing wage is not required for this project. 3.0 TIMELINE FOR THIS RFP The COURT has developed the following list of key events related to this RFP. All dates are subject to change at the discretion of the COURT. EVENT DATE RFP issued April 3, 2024 Pre-proposal Conference (MANDATORY) Friday April 12, 2024 Location 1 @ 11:30 AM Location 2 @ 12:30 PM Deadline for questions April 17, 2024 Questions and answers posted April 19, 2024 Latest date and time proposal may be submitted May 1, 2024, at 3:00 pm Anticipated interview dates (estimate only) Week of May 13, 2024 Evaluation of proposals (estimate only) May 20, 2024 RFP Title: Jury Assembly Rooms RFP Number: 4324C GS-036 REV 02/26/18 Page 3 of 19 EVENT DATE Notice of Intent to Award (estimate only) May 24, 2024 Negotiations and execution of contract (estimate only) [June 21, 2024] Contract start date (estimate only) [June 24, 2024] Contract end date (estimate only) [June 30, 2027] 4.0 RFP ATTACHMENTS The following attachments are included as part of this RFP: ATTACHMENT DESCRIPTION Attachment 1: Administrative Rules Governing RFPs (Non-IT Services) These rules govern this solicitation. Attachment 2: COURT Standard Terms and Conditions If selected, the person or entity submitting a proposal (the “Proposer”) must sign this COURT Standard Form agreement (the “Terms and Conditions”). Attachment 3: Proposer’s Acceptance of Terms and Conditions On this form, the Proposer must indicate acceptance of the Terms and Conditions or identify exceptions to the Terms and Conditions. Note: A material exception to a Minimum Term will render a proposal non-responsive. Attachment 4: General Certifications Form The Proposer must complete the General Certifications Form and submit the completed form with its proposal. Attachment 5: Darfur Contracting Act Certification The Proposer must complete the Darfur Contracting Act Certification and submit the completed certification with its proposal. Attachment 6: Payee Data Record Form This form contains information the COURT requires in order to process payments and must be submitted with the proposal. DVBE Incentive For vendors claiming the DVBE incentive, the Proposer must complete the DVBE Declaration and Bidder Declaration forms to receive the 3% incentive. See section 13.0. Attachment 7: Furniture Plan Not to scale furniture plan for reference. Scaled PDF plan will be provided after mandatory pre-bid conference to interested entities. 5.0 PAYMENT INFORMATION • Payment to be paid in full net 30 days after full acceptance of product, completion of installation, free of punch list issue, and receipt of invoice. • Refer to Attachment 6 of this RFP for Court’s payee data requirements. Material, Tax, Labor, and Shipping must be detailed separately. City of San Jose sales tax rate is 9.375% • Court reserves the right to withhold 10% of the invoice in the event of any unresolved punch list items. 6.0 PRE-PROPOSAL CONFERENCE The COURT will hold a pre-proposal conference on the date and locations identified in the timeline above. The pre-proposal conference will be held starting at 11:30 AM. Attendance at the pre- proposal conference is MANDATORY. Each Proposer must be certain to check in at the pre-proposal conference, as the attendance list will be used to ascertain compliance with this requirement. The COURT will reject a proposal from any Proposer who did not attend the pre-proposal conference. Location 1: @11:30 AM Downtown Superior at 191 N. First Street San Jose