PUR1412/22

PUR1412/22

Request for Quotation (RFQ)

Provision of soft furniture for 155 and 175 Bishopsgate

to the

European Bank for Reconstruction and Development

Commercial In Confidence Page 1 of 12

PUR1412/22

0. Definitions

"Bank's Representative" means the person nominated or such person for the time being or from time to time duly appointed by the Bank to manage the Contract on its behalf "Business Day" means a day (other than a Saturday or Sunday) on which banks are open for general business in the City of London"Contractor's Representative" means the person nominated or such person for the time being or from time to time duly appointed by the Contractor to manage the Contract on its behalf“EBRD” or “the Bank” means the European Bank for Reconstruction and Development with its headquarters at One Exchange Square, London, EC2A 2JN (“the Site”)“RFQ” means Request For Quotation

1. Introduction

The European Bank for Reconstruction and Development (the "Bank") is an international financial institution. The Bank was established by treaty in 1990, with its headquarters in London, to foster the transition towards open market oriented economies and to promote private and entrepreneurial initiatives in Central and Eastern Europe, the Baltic States and the Commonwealth of Independent States that are committed to and applying the principles of multiparty democracy, pluralism and market economics.

The Bank has 63 members (61 countries, the European Union and the European Investment Bank). Further information about the Bank's roles and activities can be found on the Bank's website: www.ebrd.com.

The HQ building forms part of the Broadgate Development adjacent to Liverpool Street Station, London EC2.

The Bank’s accommodation comprises approximately 300,000 square feet (net internal area including levels 2 and 3) within One Exchange Square (or otherwise known as 175 Bishopsgate) as well as 17,000 square feet in 155 Bishopsgate. The HQ capacity is approximately 1,800 staff, with one desk to one staff allocation.

During 2015 and 2016 the Bank will be undergoing a major re-stack which is known as the ‘Medium Term Strategy Project’ (the “Project”). The Project will involve the re-cabling, re-carpeting and refurbishment of most floors within the building.

2. Objective of this RFQ

As part of the Project, the Bank would like to introduce new furniture solutions to encourage informal, collaborative and quiet environments throughout the occupied spaces in the building.

In addition, the Bank would also like to improve the current furniture settings in client and internal meeting spaces, as well as training facilities.

The purpose of this document is for the Supplier to provide information and costs based on the Scope of Requirements. Services such as desking and related storage items will not be included in this RFQ. The Bank has a separate contract in place that covers these furniture items.

This Request for Quotation is the second stage of a two-stage process. The first stage is the response to the Minimum Requirements Checklist (Annex A). In order for the Supplier’s

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response to the Quotation File (Annex B) to be evaluated by the Bank, the Supplier must meet all the criteria laid out in the Minimum Requirements Checklist (Annex A).

The Bank intends to invite offers from suitably qualified companies (or otherwise known as ‘the Supplier’) and award this contract based on itemised proposals, in accordance with the Scope of Works in Annex B.

3 Annexes contained in this RFQ

Annex A – Minimum Requirements Checklist. Includes all the minimum criteria the Bank expects Suppliers to conform to before their quotation can be considered. Failure to meet any of the Minimum Requirements listed will disqualify the Supplier from the process.

Annex B – Scope of Works

Annex C – Quotation file

Annex D – Contract Draft

4 Background

At the beginning of September 2014 for a period of 2 weeks, the Bank exhibited several furniture solutions in order to encourage staff engagement, appraisal and feedback. The furniture exhibition was based on 3 themes i.e. informal, collaborative and quiet.

As part of the exhibition the staff were asked to express their opinions on feedback cards based on key questions i.e. how does it look, how does it feel, how well do you think it works? Shortly, after the exhibition was completed the feedback cards where collected and evaluated.

The highest scored and evaluated furniture products were collated and as a result of the scoring mechanism the Bank would like to utilise these products as part of the Project that are covered in this document.

5. EBRD Contact Details

Your sole contact for the purposes of the RFQ is:

Amanda ForresterCorporate Procurement UnitEBRDOne Exchange SquareLondon, EC2A 2JN

Email: forresta@ebrd.com

6. Description of the RFQ Process

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6.1. Indicative Timetable

Activity Date

Launch of RFQ to Suppliers 8/1/15 Suppliers confirm their intention to bid 12/1/15 Deadline for questions from Suppliers 15/1/15 by noonResponses to questions issued to Suppliers 19/1/15Deadline for responses to RFQ 26/1/15 by noonNotification of successful and unsuccessful Suppliers

w/c 6/2/15

Contract negotiations & signature February 2015

The bank reserves the right to make changes to the timetable at its sole discretion.

6.2. Clarifications

The process for reception and resolution of queries shall be as follows:

- Suppliers will send queries by e-mail to the following address: forresta@ebrd.com. There will be one single round of queries. The deadline for queries is shown in the timetable.

- The EBRD will respond to all queries in writing, sending an e-mail to all Suppliers on the date shown on the calendar. Responses shall be sent to all Suppliers invited to participate in the process, with no indication of which Contractor made any particular query.

6.3. Submission of Initial Quotes

Pricing quotes must be submitted to the sole contact person indicated above by e-mail using ONLY the excel file included at Annex C of this RFQ entitled ‘PUR1412/22 – Respondent Quotation’. Use of any other format will disqualify the quote.

If, in the judgment of the EBRD, the information sent by any of the Suppliers does not meet the functional, technical or contractual requirements contained in this document, the EBRD reserves the right to disqualify this Contractor from the process.

This document is a RFQ sent by the EBRD to a number of Suppliers. This document does not constitute a contract, nor may it be considered as such. Award shall be subject to the successful Contractor or Suppliers entering into a contract with the EBRD.

All recipient pre-sale costs, including but not limited to, proposal preparation and presentation, system demonstrations, documentation, in-depth briefing of EBRD negotiation meetings are entirely the responsibility of the recipient and shall not be chargeable in any manner to EBRD. EBRD will bear the costs of sending its own staff to recipient locations or reference sites if necessary.

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Submission of a quote by a Contractor implies acceptance of the terms described in this RFQ.

6.4. Instructions for Submitting Initial Quotes

Only the cells in the excel spreadsheet (‘PUR1412/22- Respondent Quotation’ – Annex C) shaded in yellow should be filled in. Where cells have a “£” symbol, prices should be entered in GBP net of VAT. Incomplete responses will be disqualified. The prices entered in the excel spreadsheet shall include all associated costs in performing the services. No additional costs must be added to the spreadsheet by the Contractor and the prices quoted must include all ancillary costs that the Contractor may incur. The Contractor shall accept that the prices provided would be entered in a contract with EBRD if they were awarded the contract.

Once the file is complete, it must be saved with the following name and sent to the sole source of contact named above by e-mail:

“RFQ Provision of soft furniture to EBRD, Ref: PUR1412/22”

- Please provide supporting information with your quotation in PDF format detailing pictures, technical and functional information of the proposed items.

6.5. Quote Validity

Quotes submitted shall be valid for 90 days following date of receipt.

6.6. Award

All the services set out in this RFQ will be allocated to the Supplier who puts forward the most competitive offer, provided that their offer meets the terms laid down in this document.

6.7. Contract

The documents contained in this RFQ including the information contained in the recipient’s response shall form the basis of any contract that may ensue. The contract awarded shall be performed in accordance with the contract sample contained in Annex D of this RFQ. The recipient should note that the EBRD will not accept major changes to this contract sample.

6.8. Preferred Supplier and contract negotiations

EBRD reserves the right to subject each proposal to final negotiations.

The supplier providing the most competitive offer will be nominated as the Preferred Supplier

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The Bank mayreview the proposed furniture of the Preferred Supplier either by visiting the suppliers’ showroom or a demonstration at the Bank’s HQ in order to validate it fully meets the requirements defined in the RFQ.

Upon satisfactory conclusion of the review the Bank will move to negotiate a Contract, with the Preferred Supplier in accordance with the draft contract template included as Annex D.

7. General Terms

7.1. Confidentiality

The Recipients shall treat the RFQ as private and confidential. The RFQ is on loan to the recipient and shall at all times remain the intellectual property of EBRD. No part of this RFQ shall be reproduced in whole or in part in any form without the EBRD’s prior express written consent.

7.2. EBRD Logo Protection

Please be advised that EBRD logo is a registered service mark and as such should not be reproduced without the express written permission of the European Bank for Reconstruction and Development.

7.3. General

Incomplete or inadequate responses, lack of response to an item or items, or misrepresentation in responding to this documentation may result in rejection of a recipients offer.

After receipt of the RFQ and until the award of any contract, neither information relating to the examination, clarification, evaluation and comparison of the submissions nor recommendations concerning the award of a contract shall be disclosed to the recipient, or to any other outside parties, until the RFQ process has been concluded and a contract awarded.

Any effort by a recipient to influence EBRD in the process of examination, evaluation and comparison of the RFQ, or in decisions regarding the award of a contract, shall result in the rejection of the recipient’s offer.

Ownership of documentation or other information submitted in the RFQ will become the property of EBRD unless otherwise requested at the time of submission. Any materials submitted in response to the RFQ, which are considered to be confidential, should be clearly marked as such by the recipient.

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Annex A

Minimum Requirements Checklist

Minimum Requirements Answers

Accredited Brand Reseller and supplier to provide certification if required

YES/NO

Confirm that no tropical hardwood is used in the manufacture of any of the furniture supplied.

YES/NO

Confirm that the manufacturing of products provided is in compliance to the German board emissions minimum standard “E1” when applying Formaldehyde

YES / NO

Confirm that Supplier is able to recycle packaging and waste.

YES/NO

Suppliers shall confirm that they will not request significant amendments to the attached terms and conditions (Annex D)

AGREE/DISAGREE

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Annex B – Scope of Works

1. SCOPE OF REQUREMENTS

The Bank would like the Supplier to provide costs and information based on the following 3 areas:

1) branded furniture,2) an alternative to the branded product and3) generic solution i.e. meeting and training room furniture.

The pricing quotation document (see Annex B) to be completed by the supplier contains 4 tabs giving details of the furniture and numbers of units required.

1.1. The Brand (ANNEX 01)

The Bank would like the Supplier to provide unit costs based on the product range in ANNEX 01.

1.2. The Alternative (ANNEX 02)

The Bank would like the Supplier to provide the Bank with an alternative furniture solution with associated costs that are similar or perhaps better suited to the products listed in ANNEX 01. The Supplier should only provide one alternative product. NB the product description included in Annex 02 is for guidance only.

1.3. The Generic (ANNEX 03)

This is mainly applicable to meeting and training room tables, as well as complimentary items such as credenzas and storage items. Based on the room sizes in the HQ, a calculation has been used to determine the table sizes. The Supplier should use this as a guide only but provide the Bank with the best possible solution for meeting room capacity.

The Supplier to provide details, specifications and images of all products suggested in ANNEX 02 and ANNEX 03. The Supplier is to provide unit costs for all products suggested in the ANNEXES.

1.4 Delivery and installation schedule ANNEX 04

During the Project, the Bank will require the Supplier to deliver and install furniture products based on a phased works timetable. The dates on the Project programme may alter, but the Supplier should use the table as an indicative guide for pricing and co-ordinating logistics.

The supplier is asked to provide costs for each phase as detailed in Annex 04. The spreadsheet has been set up for the unit rates in spreadsheet Annex 01 and Annex 03 to be updated in each phase. Suppliers should provide a breakdown of their total costs into furniture only, delivery and Install and storage if applicable.

2. COLOURS, FINISHES AND FABRICS

The finishes and fabrics in ANNEX 01 and ANNEX 03 should not be changed or altered by the Supplier without written consent to the Bank. The Supplier can provide suggestions for the products in the alternative range in ANNEX 02.

3. DELIVERY AND INSTALLATION8

PUR1412/22

All product unit costs provided by the Supplier should include delivery and installation to the EBRD HQ. The Supplier will need to ensure that all packaging removed from a product is safely and efficiently cleared from site after a delivery. The disposal of packaging will need to be in accordance with the latest UK and European initiatives and regulations.

The Supplier should have suitably trained, professional and accredited staff that is capable to manage the installation of any products stated in this document or cited by the Supplier.Delivery and installation is required as follows:- Delivery and installation will be Out of Hours (weekdays from 5pm – 6am, or weekend).- Both the delivery and installation will be required to be completed in phases during 2015 and early 2016

Furniture will be called off as per our project plan in Annex 04 (Quotation file)

4. ENVIRONMENT AND SUSTAINABILITY

The Bank acknowledges that the way in which products and goods are created, adapted and managed plays an important role in and impacts on the natural environment and quality of life, and can influence the well-being of staff.

Furniture items that are recommended by the Supplier must be of the highest standard with the relevant product and industry related certificates / marks in quality, environment and sustainability accreditations.

5. WARRANTY

All furniture products should have a minimum 3 year warranty period from initial purchase for durability of materials, faults, defects, surface properties and functionality as well as professional workmanship.

5.1 DefectsThe furniture must be free from defects post installation and will be subject to acceptance by the Bank’s Representative.

6. INSURANCE AND INDUSTRY ACCREDIATIONS

The Supplier will need to have the relevant and current insurance policies and have the industry standard accreditations to allow labour to carry out the necessary duties to fulfil the Scope of Requirements detailed in SECTION 03.

7. SCHEDULE OF RATES

The Supplier would be required to freeze the Schedule of Rates for the duration of the agreed term of the contract. The Schedule of Rates should include itemised furniture product costs, inclusive of delivery and installation costs for weekend and out of hours working. The Supplier should provide other resourcing and material rates where applicable.

8. FINANCIALS

The Supplier will need to input unit rate costs (excls. VAT) for all products in the ANNEXES. All costs will need to include delivery and installation.

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Payment will be made on provision of furniture for each phase.

9. STORAGE

The Supplier is to provide costs for the appropriate storage, handling and transportation of the furniture products. Particular attention must be provided to the costings of product delivery and installation during the phased works.

10. ADDITIONAL INFORMATION REQUIRED

10.1 Supplier to confirm the guarantee period of all products.

10.2 Supplier to confirm their ability to deliver and install the indicative volumes of furniture listed in PUR 1412/22 – Respondent Quotation for Phase 1 before 18th April 2015 (subject to reasonable notice being provided by the EBRD

10.3 Supplier to advise how long the product ranges are available for.

10.4 Supplier to confirm whether they are ISO 14001 accredited.

10.5 Supplier to provide evidence of the Supply of Custody for FSC or PEFC sustainability.

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Annex C – Quotation File

Please see attached excel spreadsheet entitled ‘PUR1412/22 - Respondent Quotation’.

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Annex D –Contract

Please see attached word document entitled ‘PUR1412/22 – Contract Template’.

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