1-Posting - Ballroom Carpet Replacement with Modular Tile (Final with Attachments).pdf

Request for Proposal (“RFP”)

UC26-10

Ballroom Carpet Replacement with Modular Tile

Uintah County Conference Center

Issued By:

Uintah County Purchasing

152 E 100 N Vernal, UT 84078

Issue Date: April 8, 2026 Closing Date: May 8, 2026 Open Date: May 13, 2026

Contents

1. Intent

2. Uintah Conference Center – Overview

3. Submission Deadline and Opening Date

4. Project Scope

5. Evaluation of Submission

5.1 Mandatory Minimum Requirements

5.2 Technical (subjective criteria)

5.3 Cost

6. Attachments

7. Insurance Requirement

8. Award

9. Terms and Conditions of the RFP

10. Questions & Inquiries

1. Intent It is the intent of Uintah County, Utah, (“County”) to obtain cost proposals from qualified industry experts for the Uintah Conference Center located at 313 E 200 S, Vernal, Utah 84078. The project involves the removal of the existing glued-down rolled carpet (without padding) and the installation of new commercial-grade modular carpet tile in the Ballroom, including all necessary subfloor preparation and related work, covering approximately 13,000 square feet (square footage to be verified by vendor).

2. Uintah Conference Center – Overview Located in the heart of Vernal, Utah, the Uintah Conference Center offers a modern and versatile event space in a unique, scenic setting. This 66,000-square-foot facility features 23 flexible room configurations designed to accommodate a wide range of events, from small meetings of two attendees to large gatherings of up to 1,600 guests. Despite its setting in Eastern Utah’s rugged landscape, the venue delivers full-service capabilities, contemporary amenities, and adaptable spaces to meet diverse event needs. The Uintah Conference Center provides an ideal balance of accessibility, functionality, and distinctive regional character for conferences, meetings, and special events.

3. Submission Deadline and Opening Date Mandatory Pre-Submittal Meeting:

All firms intending to submit a proposal must attend a mandatory on-site meeting at Uintah Conference

Center, located at 313 E 200 S, Vernal, Utah 84078, on April 15, 2026, from 2:00-3:00 p.m. Proposals from bidders that fail to attend the mandatory site visit or arrive late will not be considered.

To receive consideration and responses to this RFP, the County must receive the proposal no later than

5:00 PM (Mountain Time) on May 8, 2026.

Submission Method:

Proposals must be mailed or hand-delivered in a sealed envelope clearly labeled:

“Sealed Proposal – Ballroom Carpet Replacement with Modular Tile – Uintah County Conference Center”

Please ensure that the proposal is delivered to the following address:

Uintah County-Clerk-Auditor’s Office 147 E Main (Second-Floor) Vernal, Ut 84078

Proposals will be publicly opened during the Uintah County Commission Work Session on Wednesday, May 13, 2026, in the Commission Conference Room, located at 152 E 100 N, Vernal, UT. This opening will confirm receipt only; no evaluation or cost/compensation review will occur at this stage.

4. Project Scope This project includes the removal of existing glue-down carpet and the installation of new commercial-grade modular carpet tile in a high-use ballroom of approximately 13,000 sq ft, with subfloor preparation and any necessary repairs, in accordance with manufacturer guidelines and industry standards.

Removal Phase

• Provide complete removal of existing rolled carpet (glue-down, no separate pad), including all associated adhesives, tack strips (if applicable), transitions, edge treatments, and cove base.

Haul away and dispose/recycle all debris off-site in compliance with local regulations.

Take all necessary measures to control and minimize dust during carpet removal and installation activities.

Subfloor Inspection:

o Inspect the subfloor for any damage or uneven areas.

o Repair any cracks, holes, or uneven areas in the subfloor to ensure a smooth, level base for the new carpet.

o Clean subfloor thoroughly to remove any debris, adhesives, or residues that might affect the new commercial-grade modular carpet tile installation.

Installation Phase

Supply and install new commercial-grade modular carpet tile designed for severe/extra-heavy traffic in a high-use ballroom

The tile shall feature solution-dyed nylon (or equivalent high-performance synthetic fiber) for good stain, soil, and fade resistance, with low-profile textured loop or patterned loop construction for durability and easy maintenance.

All work shall follow the manufacturer’s guidelines and standard commercial carpet installation practices.

In addition to the quantity required for full installation of the ballroom, the Proposer shall provide an additional 1,000 sq ft of the selected commercial-grade modular carpet tile, matching the installed material in color, pattern, dye lot, and production run, to be retained as attic stock.

The carpet, commercial-grade modular carpet tile, shall be warranted for a minimum of 10 years against commercial wear, or for a longer period if provided by the manufacturer.

Color and Pattern Selection

Final Selection of commercial-grade modular carpet tile color(s) and pattern(s) will be made by the Committee after the award has been made, upon review of physical samples and product literature submitted by the successful Proposer.

All proposed pricing shall be inclusive of any available colors and patterns within the Proposer’s proposed product line. No additional costs or credit will be allowed based on the final color or pattern.

The successful Proposers shall provide samples of available options within 10 business days after award.

Project Completion

All work described in this Scope of Work—including removal of the existing glued-down rolled carpet, subfloor preparation, installation of new commercial-grade modular carpet tile throughout the ballroom, delivery of 1,000 square feet of attic stock, final cleanup, and turnover of the space in fully usable condition—shall be completed between July 12 and July 29, 2026, in accordance with the proposed carpet system cure time. The flooring must be ready for use no later than July 29, 2026, with a final inspection scheduled for July 30, 2026, in preparation for an event on August 31, 2026.

5. Evaluation of Submission

5.1 Mandatory Minimum Requirements

The following are Mandatory Minimum Requirements that MUST be met or exceeded, and be specifically addressed or referenced in the submitted proposal to be eligible for consideration. If the following bullet points are not addressed, the offeror will be considered non-responsive and disqualified from the proposal evaluation.

1. The Proposer must provide a list of two prior customers or clients for comparable work completed within the last three years. The submission must include project descriptions, completion dates, and current contact information for each reference.

2. Attendance at the mandatory pre-submittal meeting on April 15, 2026, from 2:00-3:00 p.m. at the Uintah Conference Center, located at 313 E 200 S, Vernal, Utah 84078.

3. Proposer must provide documentation of a minimum 10-year commercial wear warranty (or longer if offered by the manufacturer), including full terms and conditions and the expected turnaround time for warranty service or repairs.

4. The proposers must provide documented proof that they are duly licensed to conduct business in the State of Utah and maintain active General Liability, Workers’ Compensation, and Automobile Insurance policies. A valid Certificate of Insurance and proof of licensure must be included with the proposal submission.

5. Confirmation that all work outlined in the Scope of Work can be completed within the proposed carpet system cure time schedule of July 12–29, 2026, with flooring ready for use no later than July 29, 2026, followed by a final inspection on July 30, 2026, in preparation for the July 31, 2026, event.

6. The proposer must submit a completed and signed Itemized Bid Form/Pricing Schedule using the required Attachment B form.

7. Proposer must submit documentation showing that the proposed carpet meets the requirements for durability, maintenance, performance under heavy traffic, and resistance to staining and fading.

8. Proposer must submit a completed Attachment C – Vendor Information Form with their bid.

5.2 Technical (subjective criteria)

Each of the following bullet points will be evaluated and scored based on how well the proposal responds to each bullet point on a scale of 0-5 as technical criteria. Each bullet point must be thoroughly addressed to receive full points.

Category Description Points

Experience Evaluation will be based on the Proposer’s demonstrated relevant experience, including the similarity and scope of the referenced projects, the recency of the work, and the completeness and relevance of the information provided.

Installation Approach

Evaluation will be based on the Proposer’s demonstrated understanding of the project and the quality of the proposed installation approach, including methods for carpet removal, subfloor preparation, and installation. Evaluators will assess the clarity, completeness, and effectiveness of the approach in ensuring durability and a high-quality finished product.

Project Schedule

Assessment is based on the Proposer’s ability to meet project deadlines, including completing all work, inspections, and final readiness in advance of the scheduled event. Evaluators will consider the feasibility, clarity, and reliability of the proposed schedule and timeline.

Product Performance

The assessment focuses on how well the proposed carpet meets the project’s durability, maintenance, heavy-traffic, and stain/fade-resistance requirements. Evaluators will review the documentation provided to determine if the product is suitable for the scope of work and meets the expected performance standards.

Warranty and Maintenance

The assessment focuses on the clarity, coverage, and responsiveness of the proposed warranty, including its terms and turnaround time for service or repairs. Evaluators will consider how well it ensures long-term carpet performance.

The submission of all respondents will be compared and evaluated pursuant to the evaluation criteria set forth in this RFP, and a single respondent may be selected. This RFP does not commit Uintah County to select any respondent, award any work order, pay any costs incurred in preparing a response, or procure or contract for any services or supplies.

All proposals must be in reference to the terms and conditions stated in this RFP. The awarded proposal will be selected based on the County’s determination of the top-scoring proposal and most advantageous proposal, presentation (if held), and completed reference checks.

The decision to request interviews/presentations is at the discretion of the County. The intent of the presentations, if held, will be to allow the County an opportunity to clarify and ask questions resulting from the initial evaluation. No new information may be brought forward. Presentations are not guaranteed; candidates are advised to fully respond to the RFP at the time of submission.

5.3 Cost

The proposer must submit an overall project cost using the attached Itemized Bid Form/Pricing

Schedule.

Cost proposals will not be reviewed or scored by the evaluation committee. Evaluation committee members will not have access to any cost information while reviewing and scoring non-cost criteria. The

Purchasing Agent, who is not a member of the evaluation committee, will calculate cost scores using the published evaluation formula, with a maximum of 300 points (30% of the overall scoresheet) allocated to the cost component. These cost scores will then be combined with the committee’s technical scores to determine each proposer’s final total score. The contract will be awarded to the proposer with the highest overall score, out of a possible 1000 points, if it is determined to be in the best interest of the county.

6. Attachments Attachment A - Existing Conditions and Carpet Tile Reference (Ballroom, Divider Wall Closets, and a sample of carpet tile in the Split Mountain Rooms).

Attachment B - Itemized Bid Form/Pricing Schedule (completed form required with the bid submission)

Attachment C - Vendor Information Form (completed form required with the bid submission)

7. Insurance Requirement The successful proposer may be required to maintain, at their own expense, the following insurance coverage throughout the duration of the contract: Commercial General Liability, Workers’

Compensation, Automobile Liability, and, if applicable, Professional Liability (Errors & Omissions). Prior to the commencement of any work, the successful proposer must provide certificates of insurance evidencing the required coverage.

8. Award In accordance with Uintah County Code §4.04.090, the County will either award a proposal or will announce in a commission meeting that no award will be made. There is no implicit or explicit guarantee that the project will proceed.

9. Terms and Conditions of the RFP Disclosure. Upon award of the contract, all accepted proposals shall become public records, except for those elements specifically identified by the Contractor as business or trade secrets and clearly marked as “trade secret,” “confidential,” or “proprietary”, upon submission of the RFP. Each element the Contractor wishes to withhold must be individually identified and marked. Blanket or non-specific designations (e.g., a general statement applying to the entire proposal) shall not be sufficient and will not bind the County.

Suppose an entire page contains only confidential material. In that case, the Contractor must clearly label the top and bottom of the page with the appropriate designation (e.g., “CONFIDENTIAL –

CONTAINS TRADE SECRET”), along with a justification or reference to the applicable confidential content. The County reserves the right to determine the validity of any such designation. Furthermore, although the County and Contractor may argue that some information is protected and may contain trade secrets, courts may disagree and require disclosure of that information.

Although pricing and service components of the successful proposal will generally not be considered proprietary, specific proponents of that aggregate price may be considered protected. It is up to the Contractor who desires to withhold that information to designate such and explain why it should not be made public. Suppose disclosure is required under the Utah Government Records Access and Management Act (GRAMA) or any other applicable law. In that case, the County shall not be held liable for the release of such information, even if marked confidential.

Failure to Agree. If the County and the selected Contractor cannot reach a satisfactory agreement, the County reserves the right to terminate negotiations. In such an event, the County may initiate negotiations with the next highest-scoring RFP applicant or, at its discretion, issue a new request for proposals.

Right to Reject. The County reserves the right to reject any and all proposals. In addition, the County will not reimburse costs associated with the preparation or presentation of the proposals.

10. Questions & Inquiries

CONTACT INFORMATION

Trinna Gardner, Purchasing & Grants Uintah County 152 E 100 N Vernal, UT 84078 tgardner@uintah.utah.gov 435-781-5482

ATTACHMENT A

Existing Conditions and Carpet Tile Reference

Ballroom

Divider Wall Closet

Divider Wall Closet Depth

Sample of Carpet tile in Split Mountain Rooms

ATTACHMENT B

Itemized Bid Form/Pricing Schedule

Project Name: ____________________________ Vendor Name: ____________________________ Date: ____________________________

1. Base Bid – Carpet Material & Installation

Item Description Unit Estimated Quantity

Unit Price Total Price

Furnish and install commercial-grade modular carpet tile designed for severe/extra-heavy traffic.

Sq.

Ft.

Removal and disposal of existing carpet and materials.

Sq.

Ft.

Subfloor preparation (cleaning, leveling, minor patching).

Sq.

Ft.

Adhesives and installation materials per the manufacturer's guidelines and standard commercial carpet installation.

Sq.

Ft.

An additional 1,000 sq ft of attic stock (same carpet tile as installed)

Sq.

Ft.

1,000 $________ $________

Total: $_________________

2. Product Line Identification

Vendor shall specify the proposed product:

Manufacturer: ____________________________ Product Line/Collection: ____________________________

ATTACHMENT C

Vendor Information Form

Vendor Information Form

Company Name: ___________________________________________

Authorized Representative (Print Name): _______________________

Email: ___________________________________________________

Phone: ___________________________________________________

Title: ____________________________________________________

Signature: ________________________________________________

Date: ____________________________________________________