NYULMC Signage RFP
On Call Signage Fabrication and Installation Services
Request for Proposal
Version 1.2
April17, 2015
Presented by:
Strategic Sourcing
Supply Chain Management
NYULMC SIGNAGE RFP
RFP NYULMC SIGNAGE
Objective
NYU Langone Medical Center (NYULMC) is requesting proposals that willallow it to determine suitable Suppliers to enter into “Master Agreements” for various Signage Projects across the enterprise. The contracted Supplier(s) will be expected to provide both a) comprehensive services solutions (details for which are provided on page 5) and b) competitive pricing structures,as related to individual Scope of Work (SOW) offered.
RFP Overview
Introduction
NYU Langone Medical Center (NYULMC) invites you (the SUPPLIER) to submit a proposal in accordance with the requirements, terms, and conditions in this Request for Proposal (RFP) to provide signage project services which will generally include, among other things: programming, coordination, fabrication and installation throughout our facilities. This RFP process is your opportunity to demonstrate your strong commitment to partnering with NYULMC and ensure highly competitive pricing with quality customer support services.
This RFP solicits a detailed offering that includes line item pricing as well as a detailed response regarding your service capabilities, initiatives and Contract/Payment Terms compliance. We encourage you to submit a proposal that is aggressively priced which will exceed our expectations and influence the consolidation of our SUPPLIERS.
Background Information
NYU Langone Medical Center (NYULMC) is one of the premier academic medical institutions in the country. For more than 155 years, it has been a leader in patient care, physician education, and scientific research. Notwithstanding the Medical Center’s reputation as one of the country’s premier medical institutions, it recognizes that its facilities are aging and have not kept pace with significant recent advances in medical services and technologies and increased patient populations.
In 2009 the Campus Transformation project was initiated to dramatically reshape NYU Langone Medical Center through a series of major new constructions, renovations and expansions, all geared to creating a world-class, patient-centered, integrated academic Medical Center that will lead the industry for decades to come.
It is a master plan to reorganize and optimize the Medical Center’s on-campus and off-campus resources, and for structuring future growth while enhancing the essential integration of patient care, research and education. The plan addresses the fact that while NYU Langone Medical Center is anchored on the Superblock—the area bounded by 34th Street to the north, 30th Street to the south, the FDR Drive to the east and 1st Avenue to the west—it also extends beyond these borders into nearby city streets and south along the 1st Avenue corridor.
Campus Transformation comprises:
•Upgrading, standardizing and integrating acute patient care services in a new facility-The Kimmel Pavilion and a fully renovated Tisch Hospital to form the North Clinical Campus on the Superblock
•Extending ambulatory care, administration and housing resources to the “urban campus” of the surrounding neighborhood and beyond.
•Concentrating and expanding research and education efforts primarily in the southeast corner of the Superblock, with further growth pending off-campus
•Gradual pre-project basis, implementing NYULMC standard signage throughout all facility’s.
•Building a robust and scalable infrastructure to meet the entire Medical Center’s energy and infrastructure needs, now and in the future
Milestone Calendar:
Milestones / Date / TimeRFP Release Date / 4/21/2015 / 5:00 PM EST
Questions due / 4/28/2015 / 12:00 PM EST
Answers to Vendors due / 5/5/2015 / 5:00 PM EST
Proposal due / 5/19/2015 / 5:00 PM EST
Proposals are due onMay19, 2015 BY 5:00pm EST.
Inquiries regarding proposal are to be directed to:Andrea Sosaleal -
Bidders Note: All questions regarding interpretation or specifications must be submitted in writing to nly. Under no circumstances shall Vendor contact any employee of NYULMC. Any dialogue initiated by the bidder not addressed to contacts above will result in an immediate disqualification. Discussions on other business matters and not related to this RFP are permitted
Vendor will submit their entire RFP response and all completed forms electronically via e-mail to NYULMC with Vendor’s information and responses provided in the appropriate places therein. The required electronic applications formats are Microsoft Word and Microsoft Excel. Any supporting graphic or presentation-based slides may be submitted in a separate PowerPoint file. PDF format is not acceptable for any submitted text, graphics or slides.
All inquiry requestsmust be submitted via email by May 19, 2015 BY 5:00pm EST.
Proposals will be accepted up to the “due date” listed above, and no proposals may be withdrawn after, the required date and timefor submission. Proposals that arrive after the requested due date will be disqualified from participation and consideration. It is the responsibility of the Supplier to ensure that the proposal is submitted by the required time. NYULMC shall not waive or extend this requirement for any reason.A submittedproposal shall remain valid for seven hundred and thirty, (730) days from the proposal submission date.If the hospital determines that there is a discrepancy in or omission from this RFP prior to or after the opening ofproposals, an addendum will be issued to all Suppliers that have submitted proposals.
Proposal Review:
Evaluation Criteria:
NYULMC will evaluate proposals based on the criteria listed below, on a rating scale of 1-5. The maximum possible score for eachcriterion is shown below.
Criteria / Maximum ScorePricing of Signs / 5
Pricing of Associated Services / 5
Ability to fabricate sign requirements / 5
Fabrication Facility / 5
Ability to meet service characteristics described by Hospital / 5
Flexibility for special orders and emergency disaster preparedness / 5
Proposal Selection:
Following a complete evaluation of all proposals submitted, NYULMC shall begin negotiations with the selected Suppliers. Any business relationship or services engagement awarded is contingent upon NYULMC and Supplier reaching mutually agreeable terms. Other Suppliers that have submitted proposals will be notifiedwhen negotiations have been completed.It is the intention of NYULMC to enter into a “Master Agreement” with one (1) or more Suppliers, by which any and all of the various project scopes (if awarded in NYULMC’s sole discretion) will be governed.
NYULMC reserves the right to:
Waive any irregularities or informalities in proposals;
B) Accept or reject any and all proposals or portions thereof in NYULMC’s sole discretion;
C) Amend the current RFP or if necessary issue a new RFP
D) Take other action as deemed appropriate.
Project Award Structure
Due to the size and complexity of the entire Signage Project NYULMC reserves the right to award various components of the project, at various stages and to various Suppliers at its sole discretion. The responses provided herein will allow NYULMC to make the most informed decision from both a Cost Efficiency and Quality Services perspective
Scope of Work
The following provides a framework for the range of comprehensive service solutions that NYULMC expects Supplier(s) to provide in the execution of the services:
Ability to coordinate and provide all sign counts, sign location plans, message schedules, graphic layouts, and shop drawings for their specific project scope to the client for review/approvalAbility to accommodate and recommend fabrication processes for both Permanent & Temporary signs
Ability to coordinate and provide all sign counts, sign location plans, message schedules, graphic layouts, and shop drawings for their specific project scope to the client for review/approval
Ability to provide & execute separate installation plans for Renovation Sites versus Non-renovation (active operation) sites
Ability to price individual and/or multiple jobs based upon rates provided below
Ability to provide removal and/or paint & patch services (Non-Renovation sites)
All installations must be coordinated to minimize any disruption to the on-going healthcare operation
All installations must be performed quickly, cleanly, and professionally with minimum disruption
Ability to assess the assigned project scope, seek necessary clarification, and conduct site surveys where appropriate.
Ability to coordinate and support the project approval process with key stakeholders.
• For capital-improvement funded projects: (Unifier)
• NYULMC REDF Construction Project Manager
• NYULMC REDF Wayfinding-Signage Team
• General Contractor / Architect / Design Consultant
• For REDF-operation-funded projects: (FTS)
• NYULMC REDF Facility Manager
• NYULMC REDF Wayfinding-Signage Team
• For Non-REDF-operation-funded projects: (PeopleSoft)
• NYULMC end users
• NYULMC REDF Wayfinding-Signage Team
Sign Types
The following provides detailed specifications for the sign types that require competitive pricing:
Pricing For Signs and Services
Please includeapplicable rates (per unit cost, per sign type) in the embedded document below:
Permanent Signs: Unit Costs per sign type required. Must conform to the sign layout & fabrication specifications per attached NYULMC Wayfinding & Communication Standards Manual drawingsTemporary Signs: Unit Costs per sign type required (1 year life expectancy). Must match the sign appearance per the attached NYULMC Wayfinding & Communication Standards Manual drawings
Itemized Costs
Programming & Coordination
Delivery/Installation (UNION LABOR ONLY)
Existing sign removal
Paint / Patch to match existing wall
Please refer to the associated EXCEL file named: “NYULMC_SIGN TYPE COSTS” for information
NYULMC Standards
See imbedded document for Specifics. Provided for informational purposes.
Project Specific Inquires
Fabrication Processes:
Please describe the Fabrication processes used for both Temporary and Permanent Signage.
Facility Locations:
Please providethe addresslocation(s) for the facility or facilities which will be used to fabricate signs for NYULMC.
Stocking:
Please indicate if you will be stocking NYULMC signs, and if so, in what location and in which quantities.
Programming System:
Please describe your programming for signage
Scheduling:
Define proposed installation timelines and provide a sample implementationplan (based on the information provided).
Supplier Representative:
Describe the supplier representative’s qualifications and availability to the NYULMC.
General Inquiries
Value Added Programs:
Provide detailed information on any value-added programs and services that would identify savings opportunities in products, labor and supplies to NYULMC.
Business Reviews:
Please describe how often you would conduct formal business reviews in order to monitor performance, review savings opportunities, and report progress. Describe the type of information that will be provided & reviewed. Please indicate who will attend from your organization.
Emergency Last Minute Orders:
Describe your contingency plans for emergency needs or“last minute” orders.
Reports:NYULMC requests reports that are used to determine both quality and efficiency within a projects lifespan (i.e. Cost reports and Timeline completion reports), that can, among other things, explain or identify any variancesthat may impact a particular project. Please briefly describe your ability to provide.
Standard Terms and Conditions
Please see Exhibit B Terms and Conditions, provided in a separate attachment, for the full NYULMC standard term agreement.
Recordkeeping
Books and records of Hospital’s purchases shall be made available, upon demand, in an easily accessiblemanner for a period of three (3) years from the end of the agreement term (including renewals) towhich they pertain, for audit, examination, excerpts and transcriptions by the Hospital, state, and federalrepresentatives and auditors.
Audits
Hospital may conduct audits to validate costs and compliance with agreement terms and conditions.Hospital will allow a reasonable timeframe for Supplier to prepare files for an audit. Supplier willcorrect audit findings immediately or within 30 days following notification of the errors.
Regulatory Agencies
Supplier shall operate in accordance with all applicable laws, ordinances, regulations and rules of
federal, state and local authorities.Hospital officials mayinspect Supplier’s facilities.
Upon request from Hospital, Supplier shall provide:
Letter of guarantee of compliance with regulations
Latest facility inspection forms and comments from applicable federal, state, and local agencies
Insurance
Supplier shall maintain all necessary and proper insurance for the duration of the work to be
performed, including Comprehensive General Liability Insurance and Property Damage Insurance,
Workers Compensation Insurance and Automobile Liability Insurance.Supplier shall provide certificates of insurance upon request. Should any required insurance be cancelled beforethe expiration date, the issuing company will mail 30-days written notice to the Hospital.
Taxes
Hospital is a tax exempt organization. Hospital will provide Tax ID upon request.
11/28/2018 NYULMC SIGNAGE RFPPage 1