2060023200FAQ.pdf

Revised: January 30, 2025

Floor Coverings & Related Services

Group 20600, Award PGB 23200

This contract award is a piggyback established with Sourcewell which offers installation and supply of several types of floor covering products including broadloom carpet, carpet tile, vinyl tile and installation.

Authorized users of this award are strongly encouraged to review the piggyback agreement in its entirety as well as the “How to Use this Contract” document to gain an understanding of requirements for both contractor and users. Below is a listing of Questions & Answers (Q & A.) to help utilize the contracts.

1. Who Can Use this Contract?

This piggyback contract is for use by Authorized Users which includes, but is not limited to, New York State (NYS) agencies and non-state organizations (political subdivisions, local governments, public authorities, public school, fire districts, public and nonprofit libraries, community colleges, and certain other nonpublic/nonprofit organizations).

2. Who Are the Contractors?

The participating Contractors are listed on the Contractor Information page at:

(https://online.ogs.ny.gov/purchase/spg/pdfdocs/2060023200ContractorInfo.pdf)

3. Are the installation prices awarded the prices the contract users should pay?

No, the per yard and per square foot prices for the removal and installation of flooring in the contractor’s pricelist are NOT TO EXCEED prices. The prices awarded are meant to cover prevailing wage rates that vary across NYS. NYC rates tend to be higher in general and therefore may run closer to the “Not to Exceed” rates while the rest of the state may pay significantly lower than the “Not to Exceed” rates.

4. Can dealers/installers charge Project Management fees for installation?

No, there should be no Project Management fees. The dealers/installers are paid a commission from the manufacturers on the sale of the flooring material. The commission is paid to cover the cost involved for the dealer/installer to measure, provide samples, to quote the carpet & installation cost and to manage the delivery and unloading of the materials.

5. Where is the Location of the Price Lists?

Price lists for each contractor are located on the Office of General Services (OGS) website on the State Contract Award Notice page under the ‘Contractor Information’ link. Please note that freight costs may be listed separately from material costs on some price lists; however, all shipping costs will be disclosed to the Authorized User at the time that an order is placed and will be prepaid by the contractor. Please note that only those products specifically listed on the contractor’s price lists are included in this contract.

NOTE: Wage Rates and Prevailing Wages - Contractors and Authorized Users must familiarize themselves with the Wage Rates and Prevailing Wages clause found in Section 18 of the Piggyback Agreement. Authorized Users are required to obtain a project specific prevailing wage rate schedule for their project. Use the link in Section 18 of the Piggyback Agreement to the online application to obtain your https://online.ogs.ny.gov/purchase/spg/pdfdocs/2060023200ContractorInfo.pdf

Frequently Asked Questions (FAQs) prevailing wage rate schedule from DOL. Failure to follow Wage Rate and Prevailing Wage requirements may be deemed a breach of this contract.

6. Does this Contract Include Products that meet Executive Order #22?

Yes; some, but not all. Each contractor highlights which products meet the specification on their price list.

State Agencies and Authorities are reminded of their responsibility to purchase products in accordance with this specification.

7. How do Authorized Users Utilize the Contract?

Authorized Users who are interested in using this contract should review the price lists provided for each contractor on the ‘Contractor Information’ page, compare pricing for comparable products and then choose the contractor who provides the best overall value. As a best practice, it is recommended that three (3) quotes be obtained for comparison purposes prior to placing an order. When placing an order, please be sure to reference the NYS contract number from the Contractor Information Page when corresponding with the vendor.

Note to Authorized Users: Authorized Users have the responsibility to document purchases, particularly when using OGS multiple award contracts for the same or similar products, which should include:

• A statement of need and associated requirements.

• A summary of the contract alternatives considered for the purchase.

• The reason(s) supporting the resulting purchase (e.g., show how the selection among multiple contracts at the time of purchase was the most practical and economical alternative and was in the best interests of the State).

8. Can non-contract items (items not listed on the Contractor’s price list) be submitted on the same purchase order as the contract items (items on the Contractor’s price list)?

No, non-contract items must be submitted on a separate purchase order from the contract items. Non-contract item purchases are discretionary purchases. Authorized Users must follow their Discretionary Purchasing Guidelines for these purchases.

9. Why is there a separate charge for Shipping/Freight on my quote?

Some items will require freight charges and the estimated shipping/freight charge should be shown as a separate line item on the Purchase Order to reflect what it will cost to ship that item at that point in time.

10. Do the Contractors have Authorized Dealers?

Yes, each vendor has a list of authorized dealers, who can accept purchase orders, that can be viewed by clicking on the ‘Contractor Information’ link on the Contract Landing Page. However, please be sure to review the price lists carefully before making purchases since a different price structure may be used for purchases made through a dealer compared to buying directly from the manufacturer.

11. Do the Contractors have Authorized Dealers that are NYS Certified Minority and Women-Owned

Business Enterprise (MWBE) companies?

Yes, some of the Authorized Dealers are NYS Certified MWBE companies. In order to make it easier to locate NYS certified MWBE companies that do business with a Contractor, a “Authorized Resellers” link has been added to the Contract Landing Page. There are two (2) columns on the right-hand side of the document labeled “MBE” and “WBE” and they can be sorted to show all the companies that are NYS Certified MBEs and WBEs.

https://ogs.ny.gov/award-23200

Frequently Asked Questions (FAQs)

12. Do the Contractors have Authorized Dealers that are NYS Certified Service-Disabled Veteran- Owned Businesses

Yes, some of the Authorized Dealers are NYS Certified SDVOB companies. In order to make it easier to locate certified SDVOB companies that do business with a Contractor, a “Authorized Reselllers” link has been added to the Contract Landing Page. There is a column on the right-hand side of the document labeled “SDVOB” and can be sorted to show all the companies that are NYS Certified SDVOBs.

13. How do I Report Problems with this contract?

Authorized Users and/or Contractors should report any problems to the email box listed on the summary page for this award. (Award 23200 - Floor Coverings and Related Services (Statewide Piggyback) | Office of General Services )

14. How are Payments Processed?

Payments cannot be processed until the products have been delivered and accepted. Invoices MUST include either the purchase order or contract number and the NYS Vendor ID number. Invoices must also include an invoice number and clearly identify the Authorized User receiving products.

15. Dealer List – A Authorized Resellers list has been created and is located on the Contract Landing Page.

16. How do I find just the Dealers for an individual contractor?

Each Contractor has their own dealer list listed on the “Contractor Information” page. To get here click on “Contractor Information” from the Contract Landing Page.

17. Are Contractors required to pay Prevailing Wages for services?

Yes, Contractors that provide services are required to pay Prevailing Wage Rates. Please note that it is the Authorized Users responsibility to monitor the contract and verify that the Contractor is in compliance with Prevailing Wage requirements.