IFB 6038 - Office and Lounge Furniture

Agency:	Southeast Missouri State University
State:	Missouri
Type of Government:	State & Local
NAICS Category:	238390 - Other Building Finishing Contractors 337211 - Wood Office Furniture Manufacturing 337214 - Office Furniture (except Wood) Manufacturing 423210 - Furniture Merchant Wholesalers 442110 - Furniture Stores
Posted Date:	Jan 20, 2026
Due Date:	Feb 2, 2026
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INVITATION FOR BID 6038

TITLE: OFFICE AND LOUNGE FURNITURE

DATE: January 12, 2026

BUYER: Holly Craiglow

EMAIL: hcraiglow@semo.edu

PHONE: (573) 651-2021

BID MUST BE RECEIVED NO LATER THAN:

DATE: Monday, February 2, 2026

TIME: 1:30 P.M.

DELIVERY INSTRUCTIONS

For USPS/FedEx/UPS, etc.

Bids must be mailed to:

Purchasing Department

Southeast Missouri State University

One University Plaza, Mail Stop 3280

Cape Girardeau, MO 63701

OR delivered by bidder to:

Purchasing Department

Academic Hall Room 200F

Normal Avenue

Cape Girardeau, MO 63701

The notice of award is made subject to availability and appropriation of funds, and the selection of the lowest and best

bidder is made in accordance with all applicable public procurement laws.

MUST BE SIGNED TO BE VALID

The bidder hereby agrees to furnish items and/or services, at the firm, fixed prices quoted, pursuant to all requirements and

specifications contained herein, upon either the receipt of an authorized purchase order from the Purchasing Department

or when this document is countersigned by the Purchasing Department as a binding contract, and further agrees that the

language of this document shall govern in the event of a conflict with his or her bid. Additionally, the authorized signer of

this document certifies the contractor (named below) and each of its principles are not suspended or debarred by the

federal government.

AUTHORIZED SIGNATURE

PRINTED NAME/TITLE

COMPANY NAME

MAILING ADDRESS

CURRENT DATE

TELEPHONE NUMBER/EXT.

CITY

CONTACT PERSON

STATE

ZIP CODE

CONTACT PERSON EMAIL ADDRESS

DELIVERY DATE:

DAYS ARO, FOB DESTINATION

PROMPT PAYMENT TERMS:

NOTICE OF AWARD (SOUTHEAST MISSOURI STATE UNIVERSITY USE ONLY)

DAYS NET

DAYS

AUTHORIZED SIGNATURE FOR SOUTHEAST MISSOURI STATE UNIVERSITY

DATE

SOUTHEAST MISSOURI STATE UNIVERSITY

OFFICE AND LOUNGE FURNITURE

INVITATION FOR BID 6038

TECHNICAL SPECIFICATIONS/SCOPE OF WORK

The contractor shall provide office and lounge furniture for Southeast Missouri State

University (hereinafter referred to as “University”) in accordance with all terms, conditions

and requirements stated herein. The furniture includes five (5) basic groups of furniture.

Items in each group include, but are not limited to, the examples listed. Labor for installation

of furniture, that is to be attached to any surface (wall or floor), must include the current

prevailing wage if materials and labor exceed $75,000.00.

• Tables and Bases: conference, occasional, office, training.

• Metal Filing: bookcase, lateral file, over file, pedestal file, storage

cabinet, vertical file.

• Freestanding Furniture: base, bookcase, bridge, credenza, desk, freestanding

accessories, high back organizer, lateral file, marker board, pedestal file,

return, room divider, sit-to-stand, tackboard, trophy case, vertical storage,

wardrobe, work surface.

• Lounge Furniture: bench, lounge chair, lounge chair with tablet arm, modular

sofa, ottoman, two seat sofa, three seat sofa.

• Seating: bariatric, conference, executive, guest, specialty, stacking,

stool, tandem, task.

1. The University anticipates awarding contracts for furniture in each of the below listed

categories of quality. The categories include mid quality and economy quality

furniture. The University’s list of acceptable brands is included on Exhibit A.

Category (Mid and Economy Quality)

1.1 Tables and Bases

1.2 Metal Filing

1.3 Freestanding Furniture

1.4 Lounge Furniture

1.5 Seating

2. All materials must be selected for quality, free of defects which impair appearance,

structure or serviceability.

3. The contractor must provide a manufacturer’s warranty for all furniture, without

exception, and will be responsible for processing and servicing warranty claims. Products

shall have a minimum (5) year warranty.

4. The University will order on an as needed basis and does not guarantee a specific

quantity for any item. A purchase order will be issued when furniture is needed.

4.1 Contractor must provide a quote listing the items, catalog numbers, and price

for each furniture request.

4.2 Orders shall only be placed with a written purchase order. Orders shall only

be placed with a written purchase order. Verbal notification shall not be

considered in lieu of a written purchase order.

4.3 An anticipated ship date must be provided to the University when an order is

submitted.

5. All colors for wood, upholstery, and frames will be selected at the time of the furniture

request. Special and/or custom sizes, finishes, Customer’s Own Material (COM)

upholstery, etc. may be requested. For such requests, it is understood that there

may be an additional charge for this.

6. The contractor shall provide for the delivery and installation of all furniture.

Delivery and installation must be accomplished during normal business hours,

Monday through Friday, between the hours of 8:00 AM and 5:00 PM (4:00 PM during

summer hours), excluding University holidays.

6.1 The contractor must deliver all furniture and remove all shipping crates and

discard all wrapping, crates, etc. At a minimum, the installation must include

unloading, assembly, distribution, leveling of the furniture, and removal of all

debris from the premises.

6.2 Installation date must be coordinated with the University at least

two weeks in advance.

6.3 The contractor must protect all surfaces from soiling and damage during

handling and installation. Furniture should be covered with polyethylene film

or other protective covering.

6.4 The contractor shall be responsible for all travel plans, accommodation,

etc. and expenses incurred for installation. The University shall not

reimburse for such.

6.5 Unless otherwise specified herein, the contractor shall be responsible for

furnishing all material, labor, facilities, equipment, and supplies necessary to

perform the installation required herein.

7. The contractor must provide ongoing assistance to the University personnel in the

development of product specifications. The contractor must provide on-site support to

address any outstanding issues regarding any orders at the contractor’s expense.

7.1 The contractor shall provide personnel to perform consultation and develop

quotes for the University personnel.

7.2 The contractor shall provide professional design services for furniture layout

as requested by the University. Providing these services does not guarantee

an order will be placed.

8. The list price shall be defined as the current published price listed in the

contractor’s catalog.

8.1 The contractor shall provide the University with one (1) hard

copy of current catalogs containing product descriptions,

ordering information, and price lists. Periodic updates to the

catalogs must be provided to maintain current product line

information as well as pricing.

9. The University reserves the right to request a sample product to aid in the

evaluation. All costs incurred to ship the sample to the University will be borne

by the bidder. The University, at its sole option, may keep or return the sample

requested. Costs incurred to return the sample to the bidder will be borne by

the University. If the University desires to keep the product, the bidder will be

paid in accordance with the discount stated on the Pricing Page.

SOUTHEAST MISSOURI STATE UNIVERSITY

OFFICE AND LOUNGE FURNITURE

INVITATION FOR BID 6038

GENERAL CONTRACTUAL REQUIREMENTS

This portion ofthe IFB pertains tothe bidder selected for final contract award (“contractor”).

1. The University anticipates multiple contract awards to cover the major categories indicated

herein. The contractor(s) awarded herein will be required to provide, deliver, and install furniture

obtained under this contract.

2. The contract shall not bind, nor purport to bind, the University for any contractual commitment

more than the original contract period, which shall be for twelve consecutive months from the date

of contract award. The University shall have the right, at its sole option, to extend the contract for

four (4) one-year periods, or any portion thereof. If the University exercises such rights, all terms,

conditions, and specifications of the original contract, as amended, shall remain the same and

apply during the extension period.

2.1 If an extension option is exercised, the contractor shall agree that the discounts stated on the

Pricing Page shall be as stated for the applicable renewal.

2.2 If the University agrees to extend the remaining two renewal options, it is understood that the

University will negotiate discount pricing.

2.3 The University may not automatically exercise an extension option based upon renewal

discount pricing and the University reserves the right to request an extension of the contract

at a price less than that price derived from the contractor’s maximum increase.

2.4 In the event of an extended re-procurement effort and the contract’s available renewal

options have been exhausted, the University reserves the right to extend the contract. If

exercised, the extension shall be for a reasonable period as mutually agreed to by the

University and the contractor at the same terms, conditions, and provisions to complete

the procurement process and to transition to the new contract.

3. All prices and percentages shall be as indicated on the Pricing Page of this document, or as

specifically provided for by this document. The University shall not pay nor be liable for any other

costs. The contractor shall not be allowed any additional compensation for any matter which the

contractor might have fully informed itself of prior to the opening date of the Invitation for Bid.

3.1 Payment for all goods and services required herein shall be made after the successful

completion of all requirements as set forth in the contract and subsequent purchase order

on Net 30.

3.2 The University will not make any advance deposits.

3.3 In the event the scope of work is revised by the University, additional compensation shall be

This page summarizes the opportunity, including an overview and a preview of the attached documents.

IFB 6038 - Office and Lounge Furniture

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