REQUEST FOR PROPOSAL
WORKSTATIONS AND CONFERENCE FURNITURE
PROPOSAL DUE DATE: 11:00 AM Central Time – Tuesday, February 4th, 2020
Jennifer Butkowski, Buyer
1.0 INTRODUCTION AND OVERVIEW
Thank you for considering this Request for Proposal (RFP). The purpose of this RFP is for the purchase and delivery
of furniture for module workstations, private offices, waiting and conference rooms in conjunction with the Service
Center Expansion project being performed.
1.1 ABOUT STEARNS COUNTY
Stearns County is in Central Minnesota just 60 miles northwest of the Minneapolis / St. Paul area. The County
encompasses an area of 1,362 square miles and contains 30 incorporated cities and 34 organized townships. With a
2010 census population of 150,642, Stearns County is the State’s seventh most populous county.
The county seat and the largest community in the city of St. Cloud, which is located along the easternmost edge
and lies in Benton and Sherburne Counties.
Stearns County employs over 900 people in 17 departments. These positions provide services in a variety of areas
including Administration, Attorney, Auditor-Treasurer, Building Facilities, Emergency Management, Environmental
Services, Extension, Highway, Human Resources, Human Services, Information Services, Parks, Procurement,
Property Services, Sheriff and Veterans Service.
The Stearns County Board of Commissioners is made up of five (5) elected commissioners.
Additional information can be found at www.co.stearns.mn.us
2.0 GENERAL PROPOSAL INFORMATION AND REQUIREMENTS
This section contains information needed by the Offeror’s management and staff involved in contracts. Included
are the proposal process timeline, proposal response check-off list, and proposal preparation and submission
guidelines. This information is provided to assist you by specifying a list of deliverables and major milestones.
The County will be using the Competitive Sealed Proposal methodology for the procurement of the goods and
services in this RFP. Discussions, finalist presentations, and Request for Best and Final offer, may be conducted
with Offerors who submit proposals determined to be reasonably susceptible of being selected for an award, but
proposals may be accepted without such discussions. All contract agreements of the proposal shall be solely
performed by the offeror and shall not outsource or subcontract any of its obligation. By responding to the
RFP, Offeror agrees with the terms and conditions of the contract.
2.1 Proposal Process Timeline
QUESTIONS DUE BY 3 PM CT
ANSWER TO QUESTIONS SUBMITTED BY 3 PM CT
PROPOSALS DUE 11 AM CT
DATE OF ACTION
January 8th, 2020
January 21st, 2020
January 24th, 2020
February 4th, 2020
2.2 Scoring / Evaluation Criteria
Proposals will be evaluated on a weighted score basis. The following criteria will be used in the evaluation process
to determine the successful respondent:
Section 3.0 – Business Overview
Section 4.0 -- References / Similar Projects
Section 6.0 -Technical Specifications and Product Quality
Section 7.0 - Service Requirements
Section 8.0 – Cost Proposal
2.3 Proposal Response Checklist
Section 3.0 Business Overview
Sections 4.0 References
Section 6.0 Technical Requirements including
• Fabric and Material Finish Samples
• Material Specifications – Literature
• Manufacturer Warranty
Section 7.0 Service Requirements
Section 8.0 Pricing Proposals as a sperate attachment or in a separate envelope
2.4 Preparation and Submission of Proposal
2.4.1. Offeror Familiarization
It is the responsibility of the Offeror to understand completely all the contractual conditions, features,
capabilities and requirements set forth in this document.
2.4.2. Proposal Preparation
All proposals and their accompanying statements must be made in the fields provided by the County and
included in this RFP and shall be considered as one document. Stearns County is requesting an all-inclusive
2.4.3. Submission of Proposal
a) Each submitted proposal must:
i. Be submitted electronically via email with the subject “Service Center Work Station
and Conference Furniture” – Due to Jennifer Butkowski
(Jennifer.email@example.com) or mail to Jennifer Butkowski, Stearns County
Procurement 3301 County RD 138, RM 1403, Waite Park, MN 56387
ii. Submit pricing as a separate attachment or in a separate envelope.
iii. Have the name and address of the Offeror appear on the envelope.
iv. Be received by 11:00 am Central Time February 4th, 2020.
v. The opening is not public.
b) Costs for developing proposals are entirely the responsibility of the Offeror and shall not be
chargeable to the County.
c) The proposal must be made out and signed in the firm name or corporate name of the
Offeror and must be fully and properly executed and signed by an officer or other authorized
d) Proof of authority of the person signing the proposal shall be furnished upon request. If the
Offeror is corporate, a secretarial certificate of an excerpt of the corporate minutes, showing
that the signing officer has authority to obligate contractually the corporation, shall be
furnished. Where the corporation has designated an attorney-in-fact, the ordinary power of
attorney should be furnished. If the Offeror is a partnership, a letter of authorization shall be
furnished, signed by one of the general partners. If the Offeror is a proprietor, and the person
signing the proposal is other than the owner, a letter of authorization signed by the owner
shall be furnished.
e) Multiple submissions will be allowed. Separate proposal submission must be submitted for
each alternate proposal.
2.5 Rejection of Proposals
A proposal may be rejected for the following reasons:
a) If the Offeror fails to satisfy the County, that said Offeror is properly qualified to carry out the
obligations of the agreement.
b) If the proposal contains conflicting, false, or misleading statements or provides references
that contradict or do not support an attribute or condition contended by the Offeror.
c) If there are any omissions, additions, conditional proposals, irregularities or prices that are
obviously in error.
d) If the proposal contains an alteration or erasure of any price which is used in determining the
lowest responsible proposal, unless the alteration or erasure is crossed out and the correction
thereof printed in ink or typewritten adjacent thereto and initialed in ink by the person
signing the proposal.
e) County may waive any informalities or minor defects or reject any and/or all proposals or
parts of proposals in its complete discretion. All proposals shall be held firm until August 1st,
2.6 Sole Interest
The Offeror will provide an affidavit that no Offeror's employee has colluded with any County member to secure the
contract for the proposed system and shall signify that no Offeror employee or family member serves in a County
position which gives them any pecuniary interest in any contract for the proposed system. That, by submitting a
proposal, the Principal certifies that he/she nor anyone employed by the Offeror has divulged to, discussed with,
nor compared any proposal with any other Offeror or potential Offeror and has not colluded with any other
Offeror or parties to this competitive solicitation.
County may modify these documents prior to the date fixed for submission of proposals by the issuance of one or
more addenda. Addenda will be numbered consecutively.
2.8 Identification of Offer
Offerors shall show brand name, trademark, catalog number, model, etc., as applicable, on the proposal covering
their proposed products.
Any deviation from specifications must be clearly indicated by Offeror; otherwise, it will be considered that Offeror’s
proposal is in strict compliance and Offeror will be held responsible, therefore.
2.10 Fax Proposals
Fax proposals will not be considered.
2.11 Prices of Proposals
All prices shall be freight-on-board destination delivered to the County. Price reductions shall be granted whenever
they become effective. The County reserves the right to purchase proposed items using state contracts or
2.12 Modification or Withdrawal of Proposals
Proposals may be modified or withdrawn prior to the time set for the opening of proposals by submitting a written
request for its withdrawal to Jennifer Butkowski, Buyer, at the County’s address given in Paragraph 2.18. Offeror
may submit the same, a new, or a modified proposal prior to the proposal opening time. No proposal may be
modified or withdrawn after the time set for proposal opening.
Protests must be made in writing, within 3 days of contract award, and addressed to Jennifer Butkowski, Buyer, as
identified in Paragraph 2.18. Protests shall state the reason for the protest, citing the law, rule, regulation, or
practice on which the protest is based. Certified or registered mail must be used.
2.14 Disposition of Proposals
All materials submitted in response to these proposal documents will become the property of the County and will
become public record. Any proprietary information must be clearly identified. Such records are available at the
County Administration office during normal business hours. The County will not accept responsibility for the
confidentiality of any information submitted with a proposal.
2.15 Contract Execution
The successful Offeror shall be required to execute a contract, incorporating the provisions herein, as they may be
modified by mutual agreement within the terms and conditions of these proposal documents. The Offeror may be
required to furnish a performance bond in the total amount of the contract price as shown in the proposal for total
cost of the system according to the base proposal amount, conditioned as required by law, with sureties satisfactory
to the County Attorney's Office, which shall guarantee performance as provided in these proposal documents. If
required, the performance bond shall remain in effect throughout the entire term of the contract. Said contract
must be executed on forms furnished by the County. The County shall send written notice of award. The final
contract shall be signed by the successful Offeror and returned, together with any required performance bond,
within 10 (ten) business days after the forms have been mailed to the Offeror. If the Offeror fails within the time
allotted to execute the contracts, to furnish an acceptable bond, if required, or to comply with any other
requirements imposed precedent to approval of the contract; County reserves the right to claim administrative
costs for re-advertising, re-bidding and damages on account of delay, price changes, inability of the County to fulfill
other contracts, loss of other benefits of this contract, or other damages direct or consequently arising out of
breach of the contract or failure to perform same by the successful Offeror.
2.16 Demonstration of Ability
The County may make such investigation, as it deems necessary to determine the ability of the Offeror to perform
the services specified in these documents, and the Offeror shall furnish to the County all such information and data
for this purpose as the County may request. The County reserves the right to reject any proposal if the evidence