08425_RFI_May2025.docx

Request for Information (RFI) Flooring and Installation Services

May 14, 2025

REQUEST FOR INFORMATION (RFI)

Flooring and Installation Services

ANNOUNCEMENT

The State of Washington is in the process of developing specifications for Flooring and Installation Services and is requesting input from the business community. The previous statewide solicitation for Flooring and Installation (29223) was cancelled.

BACKGROUND

This statewide contract is for [good or service] by State Agencies and qualifying organizations who have signed the Contracts Usage Agreement (CUA). A list of CUA members is available at CUA Members.

This contract is for the purchase of flooring and/or installation services for Carpet, Carpet Tile, Luxury Vinyl Plank/Tile, and Rubber Flooring. This Contract does also allow for minor site repairs or routine work needed for installation, including but not limited to minor crack or joint repair, surface preparation, and routine levelling.

Expected sales approximate $3,021,300.

QUESTIONS

INDUSTRY STANDARD SPECIFICATIONS

1. What technical specifications or standards are commonly referenced in flooring materials contracts for high traffic office buildings?

2. What post-installation standards are typically specified; such as minimum cure times, rolling load resistance, or visual inspection protocols?

3. Are there emerging or evolving standards that are becoming more or less commonly included in flooring scopes?

INSTALLATION SCOPE OF WORK

4. What tasks are typically included in standard flooring installation (e.g. removal of existing flooring, baseboard installation, moving furniture, etc.)

5. What tasks are commonly treated as separate line items or excluded from standard installation?

6. How is coordination with other trades (e.g., electricians, HVAC, painters) generally handled during flooring projects in occupied buildings?

PHASING, SCHEDULING, AND SITE CONDITIONS

7. What are best practices for managing flooring installations is occupied buildings or secure facilities?

8. How do industry professionals approach phasing work to minimize disruption in active facilities (e.g., State hospitals and government office spaces)?

QUALITY STANDARDS AND INSPECTIONS

9. What are commonly accepted quality control measures or standards used in flooring installations?

10. What types of post-installation inspections or warranties are standard in the industry?

11. Are there any industry benchmarks for installation defect rates or performance guarantees?

SEPARATION OF INSTALLATION AS SEPARATE CATEGORY

12. What are the potential operational or logistical challenges vendors foreseeing if flooring installation services procured as a separate category from material supply?

13. How would separating installation from material procurement affect vendor interest or participation, especially among full-service flooring providers?

14. In current industry practice, how often are installation and materials contracted separately, and under what circumstances does this work well or poorly?

PRICING AND RISK IMPLICATIONS

15. How might separating installation services from product supply affect pricing structures or the ability to provide accurate cost estimates?

16. Would vendors anticipate higher costs or added contingencies due to reduced control over product selection, delivery timing, or compatibility?

17. What types of warranty or liability issues could arise if materials and installation are handled by different vendors?

COORDINATION AND PROJECT MANAGEMENT

18. What coordination challenges do vendors anticipate if they are responsible only for installation, and the flooring materials are provided by a third party?

19. How does separating these functions typically impact project scheduling, especially in phased of fast-track projects?

PROCUREMENT MODEL PREFERENCES

20. From a vendor’s perspective, what are the pros and cons of a combined vs. separated procurement model for flooring services?

21. If installation were listed as a stand-alone service category, what types of clarifying contract language or expectations would vendors need to successfully perform?

FOLLOW UP

22. Would your firm be willing to be contacted by the RFI coordinator to further discuss answers provided about industry practices that could inform the development of a future solicitation? This conversation would be focused on DES learning more about the industry and advice on the solicitation.

RFI PROCESS

Responses to this RFI should be submitted electronically to the RFI Coordinator listed below no later than May 23, 2025.

A response to this RFI is not a mandatory requirement for participation in any subsequent solicitations released by the State of Washington. The results of this RFI may be used in development of future solicitations. All business community communications concerning this RFI must be directed to the RFI Coordinator.

Kara Wells RFI Coordinator Dept. of Enterprise Services PO Box 41411 Olympia, WA 98504-1411 DESContractsTeamCedar@des.wa.gov

PUBLIC RECORDS

All documents (written and electronic) submitted to Enterprise Services as part of this RFI are public records. Unless statutorily exempt from disclosure, such records are subject to disclosure if requested. See RCW 42.56, Public Records Act. Enterprise Services strongly discourages businesses from unnecessarily submitting sensitive information (e.g., information that businesses might categorize as ‘confidential,’ ‘proprietary,’ ‘sensitive,’ ‘trade secret,’ etc.). For the purposes of this RFI no information considered confidential or proprietary should be included.

NO OBLIGATION TO CONTRACT

Release of this RFI in no way obligates the state of Washington to award a contract.

TO SUMMARIZE

The state of Washington appreciates your thoughts and input and would also welcome any additional thoughts and comments related to this commodity.

Washington State Department of Enterprise Services (DES) Page 1 of 3 (Rev 2/12/2024)

Washington State Department of Enterprise Services (DES) Page 3 of 3 Rev. 08/14/2024 image1.jpeg