24-312_IFB.pdf

CALIFORNIA STATE TRANSPORTATION AGENCY GAVIN NEWSOM, Governor

DEPARTMENT OF MOTOR VEHICLES

ADMINISTRATIVE SERVICES DIVISION

P.O. BOX 932382

SACRAMENTO, CA 94232-3820

California Relay Telephone Service for the deaf or hard of hearing from TDD Phones: 1-800-735-2929; from Voice Phones: 1-800-735-2922

ADM 668 (REV. 1/2019) DMVWeb A Public Service Agency

24-312

INVITATION FOR BID

Notice to Prospective Bidders

January 22, 2025

You are invited to review and respond to this Invitation for Bid (IFB) entitled 24-312 –Flooring Replacement at the Capitola DMV Field Office. This IFB is advertised in the California State Contracts Register through Cal eProcure at:

http://www.caleprocure.ca.gov or http://www.dgs.ca.gov

Please note that you must register with Cal eProcure in order to download IFB packages and any other provided documents from the Cal eProcure website.

Bidders are advised to check the Cal eProcure website for addendums, modifications, and updates to the bid documents. The Department of Motor Vehicles (DMV) is not responsible for failure of the prospective bidder to check for any bid document updates, changes, or answers to questions posted on Cal eProcure. Failure to periodically check the website will be at the bidder's sole risk.

In submitting your bid, you must comply with the instructions found herein. Your bid must be submitted via email (the DMV will not accept a mailed or hand-delivered bid).

Note that all agreements entered into with the State of California will include by reference General Terms and Conditions and Contractor Certification Clauses that may be viewed and downloaded at Internet site:

http://www.dgs.ca.gov

In the opinion of the DMV, this IFB package is complete and without need of explanation. The contact person for this IFB is:

Anne Mearlon Department of Motor Vehicles

Phone: (916) 818-2849 Email: anne.mearlon@dmv.ca.gov

Please note that no verbal information given will be binding upon the state unless such information is issued in writing as an official addendum.

ANNE MEARLON

Contract Administrator http://www.dgs.ca.gov/

TABLE OF CONTENTS

SECTION

➢ BIDDER REQUIREMENTS AND INFORMATION

1. Purpose and Description of Services

2. Bidder Qualifications

3. Prevailing Wage

4. Pre-Approved Equal Manufacturers/Brands

5. Schedule of Events

6. Mandatory Pre-Bid Conference

7. Written Questions

8. Submission of Bid

9. Bid Opening

10. Disposition of Bids

11. Evaluation and Selection

12. Notice of Contract Award

13. Standard Conditions of Service

14. Required Documents (Awarded Contractor)

15. Bid Preference(s)

16. Bid Incentive(s)

17. Generative Artificial Intelligence (GenAI)

➢ STANDARD AGREEMENT FORM (SAMPLE)

➢ EXHIBIT A – Scope of Work

➢ EXHIBIT B – Budget Detail and Payment Provisions

➢ EXHIBIT C – General Terms and Conditions

➢ EXHIBIT D – Special Terms and Conditions

➢ EXHIBIT E – Additional Provisions

➢ EXHIBIT F – Noncollusion Declaration

➢ EXHIBIT G – Standard California Nondiscrimination Construction Contract

➢ EXHIBIT H – Drawing(s)

➢ APPENDIX A The United States Department of Transportation Standard Title VI/Non-Discrimination Assurances DOT Order No. 1050.2A

➢ APPENDIX E The United States Department of Transportation Standard Title VI/Non-Discrimination Assurances DOT Order No. 1050.2A

➢ REQUIRED BID DOCUMENTS CHECKLIST

➢ ATTACHMENT 1 – Bid/Bidder Certification Sheet

➢ ATTACHMENT 2 – Cost Sheet

➢ ATTACHMENT 3 – Payee Data Record

➢ ATTACHMENT 4 – Bidder Declaration & Subcontractor/Supplier List

➢ ATTACHMENT 5 – Darfur Contracting Act

➢ ATTACHMENT 6 – California Disabled Veteran Business Enterprise Participation Requirement and Incentive

➢ ATTACHMENT 7 – California Civil Rights Laws Certification

➢ ATTACHMENT 8 – GenAI Reporting & Factsheet

BIDDER REQUIREMENTS AND INFORMATION

1. Purpose and Description of Services

A. Flooring Replacement at the Capitola DMV field office. Term: Thirty (30) calendar days (see Schedule of Events for proposed start date of contract). See Exhibit A, Scope of Work, for a complete description of services.

B. All applicable floor plans and/or drawings for this project will be provided in Exhibit H of this solicitation.

2. Bidder Qualifications

A. The bidder shall possess a valid C-15 contractor license issued by the California Department of Consumer Affairs, Contractors State License Board (CSLB). All subcontractors that the bidder intends to utilize to perform work under the contract shall possess all applicable contractor licenses for the work they shall perform under the contract. The bidder’s contractor license number shall be indicated on the Bid/Bidder Certification Sheet (Attachment 1). The names of all subcontractors that the bidder intends to utilize and their contractor license number (if applicable) shall be indicated on the Bidder Declaration & Subcontractor/Supplier List (Attachment 4). All bidder and subcontractor contractor licenses shall be in good standing from the time of the bid opening through the term of the contract.

B. On March 4, 2022, Governor Gavin Newsom issued Executive Order N-6-22 regarding Economic Sanctions against Russia and Russian entities and individuals. “Economic Sanctions” refers to sanctions imposed by the U.S. government in response to Russia’s actions in Ukraine, as well as any sanctions imposed under state law. By submitting a bid, the bidder represents that it is not a target of Economic Sanctions. Should the State determine, at any time prior to the execution of a contract, that the bidder is a target of Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for rejection of the bidder’s bid by the DMV.

3. Prevailing Wage

A. In accordance with the provisions of Labor Code Sections 1770 - 1776, the bidder and their proposed subcontractor(s) shall adhere to the payment of prevailing wages as determined by the California Department of Industrial Relations (DIR) if the bidder’s total bid amount exceeds $1,000.00. The prevailing wage rate determinations can be downloaded from the DIR’s internet website at: http://www.dir.ca.gov. Copies of the DIR’s downloadable prevailing wage rate determinations are also on file at DMV Headquarters, and are available to any interested party on request. Additional questions regarding prevailing wage determinations shall be referred to the DIR’s Division of Labor Statistics and Research, Prevailing Wage Unit, at:

http://www.dir.ca.gov.

B. In the event the bidder’s total bid amount exceeds $25,000.00, the bidder and all subcontractors that the bidder intends to utilize to perform work under the contract, shall be a registered public works contractor with the DIR. The bidder shall provide proof of DIR registration for the bidder and all subcontractors that the bidder intends to utilize to perform wofrk under the contract with their bid. All bidder and subcontractor public works contractor registrations with the DIR shall be active from the time of the bid opening through the term of the contract, and shall remain active following the term of the contract until all certified payroll records in connection with the contract have been submitted to the DIR Labor Commissioner.

4. Pre-Approved Equal Manufacturers/Brands

A. For all materials, products, and/or items identified in Exhibit A, Scope of Work, that allow for a pre-approved equal manufacturer/brand, a bidder may submit a maximum of one (1) alternative manufacturer/brand per material/product/item identified for the DMV’s consideration. The bidder shall email alternative manufacturer/brand requests to the contact person identified on the cover http://www.dir.ca.gov/ page of this IFB no later than the date and time specified in the Schedule of Events for submitting written questions regarding this IFB. The DMV’s consideration of any alternative manufacturer/brand shall not be deemed as advance acceptance by the DMV. The DMV shall be the sole judge whether or not an alternative manufacturer/brand is considered equal, and may reject any submittal it deems inappropriate. The DMV’s decision shall be final.

5. Schedule of Events

Event Date Time

(1). IFB available to prospective bidders: 1/23/2025 N/A

(2). Mandatory pre-bid conference:

(Note: See additional info in Section 6.)

2/10/2025 10:00 AM

(3). Written questions regarding IFB are due by:

(Note: See additional info in Section 7.)

2/13/2025 4:00 PM

(4). Written responses to questions released by: 2/19/2025 4:00 PM

(5). Final date for bid submission:

(Note: See additional info in Section 8.)

2/25/2025 Midnight

(6). Date of bid opening:

(Note: See additional info in Section 9.)

2/26/2025 10:30 AM

(7). Proposed start date of contract: 4/1/2025 or upon contract approval

N/A

6. Mandatory Pre-Bid Conference

A. A mandatory pre-bid conference is scheduled at 10:00 am, on February 10, 2025, at the Capitola DMV field office (meet outside at the flagpole), located 4200 Capitola Road, CA 95010 for the purpose of discussing concerns regarding this IFB.

B. Potential bidders must be present at the designated meeting location notated above, at the time specified in the Schedule of Events. Potential bidders who are not at the designated meeting location at the specified time shall not be allowed to participate in the pre-bid conference.

C. Potential bidders must be present at the meeting location notated above, at the time specified in the Schedule Events, to sign in on the pre-bid conference sign in sheet at the mandatory pre-bid conference in order to be eligible to submit a bid. Signing in on the pre-bid conference sign in sheet shall be the only acceptable proof that a potential bidder attended the pre-bid conference.

Signing in on a building security/visitor log, providing a business card, or providing any other type of proof shall not be considered as acceptable proof of attending the pre-bid conference. If a bid is submitted by a potential bidder who failed to sign in on the pre-bid conference sign in sheet, the bid shall remain unopened and be returned to the bidder.

D. In the event a potential bidder is unable to attend the mandatory pre-bid conference, an authorized representative may attend on their behalf. The representative may only sign in for one (1) company. Subcontractors may not represent a potential bidder at a mandatory pre-bid conference. No bid shall be accepted unless the potential bidder or their authorized representative signed in on the pre-bid conference sign in sheet at the mandatory pre-bid conference.

E. Potential bidders who need assistance to attend the pre-bid conference due to a physical impairment, a reasonable accommodation shall be provided by the DMV upon request. The potential bidder must contact the contact person indicated on the cover page of this IFB package no less than five (5) DMV business days prior to the scheduled date and time of the pre-bid conference to arrange for a reasonable accommodation.

7. Written Questions

A. Submit all written questions via email to the contact person indicated on the cover page of this IFB package no later than the date and time specified in the Schedule of Events. Written responses to IFB questions will be released by the date and time specified in the Schedule of Events and viewable in the online project advertisement in Cal eProcure at:

http:/www.caleprocure.ca.gov.

8. Submission of Bid

A. Bids must be received via email no later than the date specified in the Schedule of Events. The DMV will not accept any bids that are mailed or hand-delivered.

(1). Bids shall be emailed in non-fillable PDF format (one [1] file that includes all required bid documents) to DMVBIDS@dmv.ca.gov. Only bids sent to this email will be considered.

Bids that contain any bid information in the body of the email may be rejected. Bids shall be sent to the email address listed above and contain the following information in the Subject Line only:

a. Bid # 24-312 for ANNE MEARLON for FLOORING REPLACEMENT SERVICES Due: FEBRUARY 25, 2025 BY MIDNIGHT

1. Bids may be deemed non-responsive if the subject line does not contain the above information.

(2). Emails shall not exceed one hundred (100) megabytes (MB) in size.

(3). Emailed bids will not be opened until after the date specified in the Schedule of Events.

B. Bids must be received by the DMV no later than the specified in the Schedule of Events. Any bid received after the specified due date shall be rejected.

C. Bids shall include all required bid documents identified in the Required Bid Documents Checklist. Only submit the required bid documents with your bid, not the entire IFB package. Bids not including the required bid documents shall be deemed non-responsive. A non-responsive bid is one that does not meet the basic bid requirements.

D. Bidders are responsible for ensuring the accessibility and legibility of the submitted documents.

Bids that are not accessible or legible may be rejected.

E. All documents requiring a signature must bear an original signature of a person authorized to bind the bidding firm.

F. Bids must be submitted for the performance of all the services described herein. Any deviation from the work specifications shall not be considered and shall cause a bid to be rejected.

G. Costs for developing bids in anticipation of award of the contract are entirely the responsibility of the bidder and shall not be charged to the DMV.

mailto:DMVBIDS@dmv.ca.gov

H. An individual who is authorized to bind the bidding firm contractually shall sign the Bid/Bidder Certification Sheet (Attachment 1). The signature must indicate the title or position that the individual holds in the firm. An unsigned bid may be rejected.

I. A bidder may modify a bid after its submission by withdrawing its original bid and resubmitting a new bid prior to the bid submission deadline. Bidder modifications offered in any other manner, oral or written, shall not be considered.

J. A bidder may withdraw their bid by submitting a written withdrawal request to the DMV, signed by the bidder or an authorized agent. A bidder may thereafter submit a new bid prior to the bid submission deadline. Bids may not be withdrawn without cause subsequent to bid submission deadline.

K. The DMV may modify this IFB prior to the date fixed for submission of bids by the issuance of an addendum to all parties who received a bid package.

L. Bidders are cautioned to not rely on the DMV during the evaluation to discover and report to the bidder any defects and errors in the submitted documents. Bidders, before submitting their documents, should carefully proof them for errors and adherence to the IFB requirements.

M. Where applicable, bidders should carefully examine work sites and specifications. Bidders shall investigate conditions, character, and quality of surface or subsurface materials or obstacles that might be encountered. No additions or increases to the contract amount shall be made due to a lack of careful examination of work sites and specifications.

N. All documents submitted in response to this solicitation will become the property of the State of California and may be subject to the California Public Records Act (Government Code section 6250 et seq.). This includes any contact information within the documents, including that of references. Additionally, to the extent that a bidder believes its bid contains trade secret or proprietary information intended to be confidential, it is the bidder’s responsibility to identify and redact such information. A separate redacted copy of the bid must be submitted along with the original unredacted bid, and it will be the bidder’s responsibility to defend any redactions should a requester dispute them under the Public Records Act. In the absence of a pre-redacted bid, the DMV will treat the entire bid as a public record, except any information the DMV is required to redact under California law.

9. Bid Opening

A. If you plan to attend the public bid opening, you must email the contact person indicated on the cover page of this IFB no less than 24 hours prior to the bid opening date and time. The contact person will email the bid opening information, held virtually through Microsoft Teams.

10. Disposition of Bids

A. All documents submitted in response to this IFB shall become the property of the State of California, and shall be regarded as public records under the California Public Records Act (Government Code Section 6250 et seq.). However, the contents of all proposals, draft bids, correspondence, agenda, memoranda, working papers, or any other medium which discloses any aspect of a bidder's bid, shall be held in the strictest confidence until notice of award is released. The content of all working papers and discussions relating to a bid shall be held in confidence indefinitely, unless the public's interest is best served by an item’s disclosure because of its direct pertinence to a decision, agreement, or evaluation of a bid.

11. Evaluation and Selection

A. Each bid shall be checked for the presence or absence of required information in conformance with the submission requirements of this IFB.

B. The DMV shall put each bid through a process of evaluation to determine its responsiveness to the DMV's needs.

C. A bidder may be deemed not responsible and their bid may be rejected if they have previously been terminated for cause/breach for the same or similar services at the location designated in this IFB.

D. All bids may be rejected whenever the DMV determines that the cost is not reasonable or otherwise in the best interest of the DMV. There is no requirement to award a contract if, in the opinion of the DMV, no bids were received containing a reasonable contract price or if there is another business-based reason not to make an award.

E. Following the time of the bid opening, and prior to award of the contract, the DMV reserves the right to request that any bidder submit substantiation data to verify that the materials, products, items, and equipment to be incorporated into the work by the bidder shall equal or exceed the class or quality of the materials, products, items, and equipment that are designated within Exhibit A. When requested by the DMV, a bidder shall provide the DMV with all requested substantiation data within two (2) calendar days following DMV’s request. The DMV reserves the right to reject any bidder proposed materials, products, items, and equipment that the DMV has determined does not equal or exceed the class or quality of the materials, products, items, and equipment that are designated in Exhibit A.

F. Bids that contain false or misleading statements, or which provide references that do not support an attribute or condition claimed by the bidder, may be rejected. If, in the opinion of the DMV, such information was intended to mislead the DMV in its evaluation of the bid, and the attribute, condition, or capability is a requirement of this IFB, it shall be the basis for rejection of the bid.

G. A bid may be rejected if it is conditional or incomplete. The DMV may reject any or all bids and may waive any immaterial deviation in a bid. The DMV's waiver of immaterial defect shall in no way modify the IFB document or excuse the bidder from full compliance with all requirements if awarded the contract.

H. A bid may be rejected if it contains any alterations of form or other irregularities of any kind. The DMV does not accept alternate contract language from prospective contractors. Bids with such language shall be considered a counter proposal and shall be rejected. The State’s General Terms and Conditions (GTC) are not negotiable. The GTC may be viewed on the internet at:

http://www.dgs.ca.gov.

I. The final selection shall be made on the basis of the lowest responsible responsive bid. In the event there is tie, each of the tied bidders shall be contacted by the contact person indicated on the cover page of this IFB regarding a date and time for a flip of a coin. The bidder whose bid was received first shall make the call. Bidders or their authorized representative(s) are allowed to be present for the flip of the coin.

12. Notice of Contract Award

A. The DMV shall email or mail bidding contractors a written notice of contract award.

13. Standard Conditions of Service

A. Following the release of the written notice of contract award, the DMV shall email or mail the awarded contractor a prepared contract for signature that includes a cover letter instructing the awarded contractor on how to proceed. The cover letter may request that additional information and/or required documents be provided by the awarded contractor before the contract can be fully executed.

B. Services shall be available on the expressed date set by the DMV and the awarded contractor after all approvals have been obtained and the contract is fully executed.

C. All performance under the contract shall be completed on or before the termination date of the contract.

D. No oral understanding or agreement shall be binding on either party.

14. Required Documents (Awarded Contractor)

A. Prior to approval of the contract, unless otherwise specified below, the awarded contractor shall provide the DMV with all of the following required documents within ten (10) calendar days after the contract has been forwarded to the awarded contractor for signature. If the awarded contractor fails to provide the DMV with all of the following required documents within the above specified number of calendar days after the contract has been forwarded to the awarded contractor for signature, the DMV may deem the awarded contractor as non-responsive and may rescind the contract award:

(1). Contractor Certification Clauses

a. The awarded contractor shall sign and submit to the DMV, page one (1) of the Contractor Certification Clauses (CCC) which can be found on the Internet at:

http://www.dgs.ca.gov.

(2). Insurance Requirements

a. When requested by the DMV, the awarded contractor shall provide the DMV with all of the following certificate(s) of insurance (Note: The DMV shall not be responsible for any premiums or assessments on insurance policies):

1. Commercial General Liability

A. Coverage shall provide limits of not less than $1,000,000.00 per occurrence for bodily injury and property damage liability combined. The policy shall include coverage for liabilities arising out of premises operations, independent contractors, products/completed operations, personal and advertising injury and liability assumed under an insured contract. This insurance shall apply separately to each insured against whom claim is made or suit is brought subject to the Contractor’s limit of liability.

B. The insurance policy shall include the following additional insured endorsement that shall be under form acceptable to DGS, Office of Risk and Insurance Management (ORIM):

(1). The State of California, its officers, agents and employees are included as additional insured, but only with respect to work performed for the State of California.

2. Worker’s Compensation

A. Employer liability limits of not less than $1,000,000.00 are required if the awarded contractor employs any person, in any manner, that is subject to the Workers Compensation Laws of California. The awarded contractor shall maintain statutory workers compensation and employer’s liability coverage for all of its employees who will be engaged in the performance of the contract. If the awarded contractor does not employ any person, in any manner, so as to not become subject to the Workers’ Compensation laws of California, the awarded contractor shall contact the DMV Contract Administrator to request a Workers’ Compensation Exemption Certification form. This form shall be completed by the awarded contractor and submitted to the DMV prior to approval of the contract.

B. The awarded contractor’s workers compensation insurance policy shall be endorsed with a waiver of subrogation in favor of the State of California in the event the awarded contractor employs any person, in any manner, that is subject to the Workers Compensation Laws of California.

(3). Payment Bond

a. Per Public Contract Code Section 7103, the awarded contractor shall provide a payment bond equal to one-hundred-percent (100%) of the total amount payable under the contract if the awarded contractor’s total bid amount exceeds $25,000.00. The payment bond must be printed on Standard Form 807 (STD 807), and must include the contract number and the description of work to be performed under the contract. The payment bond must be executed by the Contractor and a corporate surety authorized to transact a general surety business in the State of California.

15. Bid Preference(s)

A. The following preferences are applicable to this IFB:

(1). Small Business Enterprise (SBE) Preference

a. SBE Program info can be found at the following internet web site:

http://www.dgs.ca.gov.

(2). Non-Small Business (Non-SB) Preference

a. Non-SB preference info can be found at the following internet web site:

http://www.dgs.ca.gov (Note: Non-SB Preference cannot displace a direct award to a California certified Small Business or a California certified Micro Business).

16. Bid Incentive(s)

A. The following incentive is applicable to this IFB:

(1). Disabled Veteran Business Enterprise (DVBE) Participation Incentive

a. See Attachment 6 for DVBE Participation Incentive information (Note: DVBE Participation Incentive cannot displace a direct award to a California certified Small Business or a California certified Micro Business).

17. Generative Artificial Intelligence (GenAI)

A. The State of California seeks to realize the potential benefits of GenAI, through the development and deployment of GenAI tools, while balancing the risks of these new technologies.

B. Bidders must notify the State in writing if their solution or service includes, or makes available, any GenAI including, GenAI from third parties or subcontractors.

C. The State has developed a GenAI Reporting and Factsheet (STD 1000) to be completed by the Bidder. Failure to submit the GenAI Reporting and Factsheet (STD 1000) will result in disqualification of the Bidder. Failure to report GenAI to the State may void any resulting contract. The State reserves its right to seek any and all relief to which it may be entitled to as a result of such non-disclosure.

D. Upon receipt of a Bidder GenAI Reporting and Factsheet (STD 1000), the State reserves the right to incorporate GenAI Special Provisions into the final contract or reject bids/offers that present an unacceptable level of risk to the State.

The remainder of this page is intentionally left blank.

DO NOT COMPLETE OR SUBMIT WITH YOUR BID!

EXHIBIT A

SCOPE OF WORK

1. Contractor’s Full Business Name (to be completed by the DMV), hereinafter referred to as the Contractor, agrees to provide the Department of Motor Vehicles (DMV) all labor, tools, materials, equipment, and travel necessary to remove existing carpet and vinyl composition tile (VCT) flooring and replace with new carpet and luxury vinyl tile (LVT) flooring (approximately 3,973 square feet of carpet tile and 636 square feet of LVT) at the Capitola DMV field office for the term of this Agreement. The storage area and Hallway (C) has 762 square feet that needs to have all cracks addressed and a sealed finish. The Contractor is responsible for field verifying all dimensions and existing site conditions pertinent to this Agreement.

2. The services shall be performed at: 4200 Capitola Road, Capitola, CA, 95010

3. Commencement and Completion of Work

A. The Contractor shall commence work under this Agreement on the specified start date provided by the DMV Project Manager following the execution of this Agreement by the state. The DMV Project Manager shall provide the Contractor with written notification of the start date prior to the Contractor commencing work under this Agreement.

B. The Contractor shall complete all work under this Agreement within thirty (30) calendar day(s) from the specified start date provided by the DMV Project Manager, no later than the expiration date of this Agreement.

4. The services shall be performed on weekdays and on weekends (if necessary), unless prior approval is obtained from the DMV Project Manager. All work dates and times must be approved by the DMV Project Manager before work is performed.

5. The Project Managers during the term of this Agreement shall be:

Department of Motor Vehicles Contractor Name (TBD)

Name: TBD Name: TBD

Phone: TBD Phone: TBD

Email: TBD Email: TBD

6. Any questions or issues regarding the management of this Agreement shall be directed to the following Contract Coordinators:

Department of Motor Vehicles Contractor Name (TBD)

Name: TBD Name: TBD

Address:

TBD Address:

TBD

Phone: TBD Phone: TBD

Email: TBD Email: TBD

7. In the event of any changes to the name, address, and/or contact information for the Project Managers and/or Contract Coordinators identified in this Exhibit, the party making the changes shall notify the other party in writing.

8. Detailed description of work to be performed and duties of all parties:

A. SPECIFICATIONS FOR CARPET TILE INSTALLATION

(1). GENERAL

a. The Contractor shall be responsible for all flooring measurements for this project.

This shall include, but not be limited to, providing dumpster service, labor for unloading of furniture (excludes copiers, word processors, personal items, and plants), dismantling equipment, removing and replacing earthquake straps, re-leveling furniture, raising and resetting electrical and communication monuments, trimming and rehanging doors, and replacing wood and metal door stops.

b. The Contractor shall provide Negative Air Machines during the carpet installation and twenty-four (24) hours after the carpet installation is completed. The Contractor shall be responsible for the maintenance of all completed areas during the carpet installation.

c. The Contractor shall remove all spots or smears of floor adhesives or seam cement. The Contractor shall line up transition of new flooring with existing furniture line. All work shall be in conformity with this Scope of Work. Any damage to furniture, panels, doors, and/or electrical connections will be repaired or replaced by the Contractor at no additional cost to the DMV.

d. The Contractor shall address all cracks in the storage room before putting down a sealed finish in the Hallway (C) and storage area.

e. The Contractor shall install a six-inch (6”) cove base throughout the interior of the building.

f. The Contractor shall install LVT plank style flooring in the designated areas.

g. The Contractor shall provide and install concrete moisture barrier for 4,609 square feet before installing the new carpet and LVT flooring.

(2). CARPET TILE

a. SUBMITTALS

1. Shop drawing showing columns, doorways, enclosing walls or partitions, built-in cabinets, and locations where cutouts are required, as well as direction of carpet pile and pattern and location of edge moldings and edge bindings, shall be submitted to the DMV Project Manager for approval prior to installation.

2. Install carpet tile using same room designations indicated on the Drawings in Exhibit H.

3. Product Data: Provide data to the DMV Project Manager on specified products, describing physical and performance characteristics, sizes, patterns, colors available, and method of installation.

4. Carpet Style and Brand: Carpet shall be Interface, Mohawk, or Patcraft brand. Pre-approved equals of the same tuft and density will be considered.

5. Selection Samples: Submit manufacturer’s complete set of color samples for the DMV Project Manager’s initial color selection. Carpet shall have a minimum pile density of 6,500, tufted pattern loop. Carpet color and style shall be pre-approved by the DMV Project Manager prior to purchasing.

6. Verification Samples: Submit two (2) 18” x 18” samples illustrating color and pattern for each carpet material specified.

7. Interface SR799 (Or approved equal) walk off mats (carpet) shall be installed at one (1) door entrance. One (1) at the side door entrance will be 4 feet wide by 4 feet. One (1) at rear door in storage room will be 8 feet wide by 4 feet.

8. Manufacturer’s Installation Instructions: Indicate special procedures and perimeter conditions requiring special attention.

9. Maintenance Data: Include maintenance procedures, recommendations for maintenance materials and equipment, and suggested schedule for cleaning.

10. Supply copy of manufacturer’s carpet warranty.

(3). QUALITY ASSURANCE

a. Carpet Tile Manufacturer Qualifications

1. Company specializing in manufacturing specified carpet with a minimum of three (3) years of documented experience.

2. Upon request, the manufacturer shall provide a representative to assist in the project start-up and to inspect installation while in process and upon completion, at no cost to the DMV. The representative shall notify the designated contact person if any installation instructions are not followed.

b. Single Source Responsibility

1. Obtain carpet from one (1) source and by a single manufacturer.

c. Installer Qualifications

1. Installer shall be certified by the carpet tile manufacturer.

A. Provide the DMV Project Manager with proof of certification before starting work.

2. The Contractor shall be responsible for proper product installation, including floor testing and preparation as specified by the carpet manufacturer and this Scope of Work.

3. The Contractor shall provide the DMV Project Manager with a written installation warranty that guarantees the completed installation to be free from defects in materials and workmanship for a period of one (1) year after job completion.

(4). DELIVERY, STORAGE, AND HANDLING

a. The Contractor shall deliver materials to the DMV worksite in the manufacturer’s original packaging, listing the manufacturer’s name, product name, identification number, and related information.

b. The Contractor shall store materials in a dry location, between 60°F and 80°F with a relative humidity below 65%, and protect materials from damage and soiling. The Contractor shall store materials in pallet form as supplied by the manufacturer. The Contractor shall not stack pallets.

c. The Contractor shall make the stored materials available for inspection by the DMV Project Manager.

d. The Contractor shall store materials in the area where the materials will be installed for a minimum period of forty-eight (48) hours prior to installation.

(5). PROJECT CONDITIONS

a. All floor areas to receive carpet shall be cleaned and free of glue and wax products.

b. All material used in sub-floor preparation and repair shall be recommended by the carpet manufacturer and shall be chemically and physically compatible with the carpet system installed.

(6). EXTRA MATERIALS

a. The Contractor shall provide an additional 5% of each type, color, and pattern furnished. Product shall be provided boxed, and when necessary, palletized.

The Contractor shall coordinate the storage location with the DMV Project Manager.

b. The Contractor shall deliver all unused carpet to the DMV Project Manager for “attic stock”.

(7). OPERATION AND MAINTENANCE DATA

a. The Contractor shall submit three (3) copies of the manufacturer’s operation and maintenance data for commercial installation to the DMV Project Manager in an 8-1/2” x 11” hard cover binder.

b. The Contractor shall provide the DMV Project Manager with maintenance procedures, recommended maintenance materials, suggested schedules for cleaning, vacuum cleaning, and shampooing, and specify recommended types of furniture casters and gliders for use with the particular carpeting.

(8). MANUFACTURER’S WARRANTY

a. Warranty shall be the sole source responsibility of the manufacturer. Second source warranties and warranties that involve parties other than the carpet manufacturer are unacceptable.

b. If the product fails to perform as warranted when properly installed and maintained, the affected area shall be repaired or replaced at the discretion of the manufacturer.

c. Chair pads are not required for carpet warranty coverage.

d. Warranty shall be for a specifically defined non-prorated period of ten (10) years.

Lifetime warranties are not acceptable.

1. The non-prorated ten (10) year warranty shall cover against and specifically define the following:

A. Excessive Surface Wear: More than 15% loss of pile fiber weight.

B. Excessive Static Electricity: More than 3.0 kV per AATCC 134.

C. Resiliency Loss of the Backing: More than 10% loss of backing resiliency.

D. Delamination.

E. Edge Ravel.

F. Zippering.

e. In addition, products that are not 100% loop pile construction shall also carry a ten (10) year non-prorated warranty against watermarking. Watermarking for the purpose of this Agreement is defined as an apparent color difference between areas of the same carpet due to permanent pile reversal with random differences in pile lay direction and differences in the amount of light reflected by carpet fibers.

f. Tuft Bind warranty in lieu of edge ravel and zippering is not acceptable.

g. Provide certification and warranty that product is 100% recyclable through manufacturer’s currently operational recycling program into infinitely recyclable products.

h. Warranty and certification shall include that no part of the reclaimed product shall be land-filled or incinerated. Extraction of embodied energy by incineration (waste-to-energy conversion) is not acceptable.

i. Include information regarding the following:

1. Reclamation process (type of material accepted for recycling, shipping, etc.).

2. Description of the recycling operation.

3. Name/type of resulting recycled-content product.

4. End-use of resulting recycled-content product.

5. Total product recycled content based on total product weight.

6. Recycling program shall be available for inspection.

(9). MANUFACTURERS

a. Substitutes/Alternates

1. Subject to compliance with all requirements, “or equal” shall match the selected color(s) and have similar aesthetic appearance and tuft density, closed-cell vinyl cushion backing proving to be an asbestos enclosure, mill-applied “dry” adhesive system, and be fully recyclable through carpet manufacturer’s current in-house recycling program at end of useful life.

Substitution sample and submittals shall be submitted for written pre-approval of quality and color at least ten (10) calendar days prior to starting the project. Sample of proposed substitute shall be inclusive of both the face and proposed backing (color-only sample not acceptable).

Pre-approved equals shall be approved by the DMV Project Manager prior to purchasing.

(10). PERFORMANCE CHARACTERISTICS

a. Test reports for the following performance assurance testing to be submitted upon request. Submitted results shall represent average results for production goods of the referenced style.

b. All products shall meet requirements listed below:

1. Flooring Radiant Panel ASTM E-648 / NFPA 253: Class 1 (CRF: 0.45 watts/sq. cm or greater).

2. Federal Flammability CPSC FF 1-70: Passes.

3. Smoke Density ASTM E-662 / NFPA 258: < 450 Flaming Mode.

4. Electrostatic Propensity AATCC 134 (Step & Scuff): 3.0 kV or less.

5. Static Coefficient of Friction ASTM C-1028: Passes Americans with Disabilities Act (ADA) Requirements for Accessible Routes (minimum 0.60).

6. Delamination of Secondary Backing of Pile Floor Coverings ASTM D- 3936: No delamination.

7. Lightfastness AATCC 16E: > 4 @ 100 hours.

8. Vetterman Drum ASTM D-5417: Minimum 3 @ 22,000 cycles.

9. VOC Chamber Testing ASTM D-5116: Passes State of Washington Indoor Air Quality Specification for Carpet immediately upon manufacture (no air-out period required).

10. Dimensional Stability Aachen / ISO 2551: Maximum Change +/- 0.149%.

(11). ACCESSORIES

a. Sub-floor Filler: White premix latex, type recommended by carpet manufacturer.

b. Edge Strips: BURKE-MERCER #710 VCT to Carpet Reducer. Color shall be black. Approved equals will be considered. To be used at all carpet edges.

(12). INSTALLATION OF CARPET TILE

a. Installation Guidelines

1. The following instructions should be reviewed prior to installation. Carpet manufacturer(s) shall be responsible for improper installation.

b. Site Testing and Conditioning

1. The temperature of the installation site, carpet tile, and adhesive shall be maintained at a minimum temperature of 68°F and a maximum temperature of 90°F for twenty-four (24) hours prior to installation. Do not begin the installation if the room or slab temperature is below 68°F. The adhesive will not function properly when applied over an extremely cold surface. Relative humidity should not exceed 65%. These conditions shall be maintained for twenty-four (24) hours prior to, during, and twenty-four (24) hours after installation.

2. When installing carpet tiles on new concrete slabs or existing concrete, the slab shall be tested for moisture and pH/alkalinity in accordance to the manufacturer’s specifications prior to beginning the installation.

c. Floor Preparation

1. The floor shall be free of dust, dirt, oil, grease, paint, wax, moisture, and any debris that could affect adhesion of the carpet tile to the floor.

Sweeping compounds shall not be used as they may leave oily deposits.

The floor shall be level and depressions and cracks shall be filled with a liquid latex additive patching compound and all protrusions leveled.

2. Concrete floors shall be sealed if dusting or powdering exists. The following floor sealers are suggested for concrete:

A. Kure-N-Seal by Sonneborn Chemrex, Inc.

B. Spartan Cote Cure Seal Hardener.

C. Con Seal Plus 1000 Concrete Treatment.

D. Or pre-approved equal floor sealer.

d. Manufacturers are subject to change their formulations. Please refer to all manufacturer’s suggested use and precautions.

1. CAUTION: Cutback asphaltic adhesive shall never be allowed to come into contact with carpet tiles and/or adhesives.

e. Flatwire Cable Systems

1. Flatwire cable systems shall be centered under carpet tiles for better seam quality. Adhesive shall not be applied over flatwire cable systems due to possible damage to the cable during the removal. All cable access covers shall have carpet and shall be level with new carpet.

f. Site Layout

1. The starting point in a carpet installation shall be as near to the center of the room as possible and shall be positioned to utilize the largest perimeter cut module size.

2. Snap a chalk line parallel to one major wall bisecting the starting point. It may be necessary to offset the center chalk line to assure perimeter modules shall be at least half size.

3. A second chalk line shall be snapped from the starting point perpendicular to the first line. This can be accomplished using a 3-4-5, 6- 8-10, or larger triangle depending on the room size.

A. Carpet shall extend a minimum of six inches (6”) beyond all modular furniture panels. This may require cutting and removing a portion of the existing flooring in order for the reducer to fit properly.

g. Cutting Techniques

1. Carpet tiles may be cut by measuring and cutting from the back using a straight edge. Care shall be taken to assure the arrows are pointing in the correct direction.

2. Carpet tiles may also be cut by letting them cove up the wall and cutting with a cushion back wall trimmer or similar tool. DO NOT COMPRESS.

h. Installation of Carpet Tile

1. Install concrete sealer per manufacturer’s recommendations at all areas of carpeting.

2. Each carpet tile has directional arrows on the backing. This allows for one (1) directional or multi-directional installation.

3. Installation shall begin at the intersection of two (2) chalk lines.

Installation shall continue until completed in one (1) quadrant, and then proceed to an adjoining quadrant until all four (4) quadrants are completed. Larger areas may require chalk lines bisecting the original four (4) quadrants.

4. Install tiles using the pyramid technique. This allows multiple alignment checks. If the edges do not align and the misalignment increases with the progression of the installation, the source of the problem shall be identified and corrected.

5. Slide carpet tile into position to prevent yarn form being trapped between the carpet. Trapped yarn will adversely affect the appearance of the installation and will cause alignment problems.

6. Carpet tile shall fit snugly, but not be compressed. Check for fit by measuring the length of ten (10) full modules after installation. The measurement shall not be less than or exceed by more than 1/4” the length of the modules being multiplied by ten (10).

A. For example, if using 18” x 18” tile, the measurement should be between 180” and 180.25”.

i. Installation Using the Shaw VIT System or Equal System

1. VIT (Vertical Installation Technology): A system of lifting workstations, files, shelving, and all other office equipment shall be used in accordance with carpet tile installation. The Contractor shall have this lifting system in order to do this work due to damage incurred on previous projects without the proper lifting system. Furniture systems shall be raised in a vertical manner with no distinction of deflection of the furniture systems.

Disassembly of panels and workstations is not allowed. Crowbars, levers, wooden blocks, hand trucks, hydraulics, or other prying devices may be used on any furniture with DMV approval.

(13). INSPECTIONS

a. Inspections of this project shall be performed by the DMV Project Manager. It is the Contractor’s responsibility to contact the DMV Project Manager no less than 12 hours prior to the following phases of inspection:

1. VIT lifting system or equal verification.

2. After removal of existing carpet.

3. Concrete preparation.

4. New carpet layout prior to installation.

5. Final inspection with the Contractor present.

(14). INSTALLATION OF CONCRETE MOISTURE BARRIER (IF APPLICABLE)

a. QUALITY ASSURANCE

1. Installer/applicator shall have a minimum of ten (10) years’ experience in the application of topically applied resin type moisture vapor control products, as the Manufacturer's employed personnel.

2. Manufacturer shall verify a ten (10) year history of producing/distributing resin type moisture vapor control products.

3. Manufacturer shall also provide five (5) verifiable treatment installations successfully completed for a minimum of six (6) years prior to this bid date.

4. Manufacturer’s warranty must comply with the requirements outlined herein.

b. SUBMITTALS

1. The Contractor shall submit manufacturer’s literature defining system properties, limitations, installation method, and warranties.

2. The Contractor shall submit copy of manufacturer’s warranty to show compliance with Section 6 of this specification.

3. The Contractor shall submit Material Safety Data Sheets (MSDS) information for all components of system for review by the State of California.

c. WORK SPECIFIED

1. Application of vapor emission treatment system that shall reduce emission level to compliance with requirements of specified floor covering.

2. All approved systems shall contain scarification or “bead blasting” prior to the installation of moisture vapor control system.

3. All approved systems shall include resin type materials.

4. All approved systems shall include final coat of cementitious underlayment to facilitate floor covering adhesive compatibility.

d. MATERIALS

1. Vapor emission control systems, Treatment System IV as manufactured by Floor Seal Technology, Inc. - Santa Ana, CA (800) 295-0221, or owner approved equal. The system used must employ a minimum of four (4) layers consisting of the following:

A. M.E.S. Penetrant

B. Fiberseal membrane

C. Base coat resin

D. Final coat resin

2. All systems to be considered “equal” must meet performance standards of Section 7 of this exhibit and shall be approved by the state in writing.

e. INSTALLATION OF RESIN MEMBRANE

1. Prior to the installation of compliance system, all walls and previously installed floor coverings shall be masked or otherwise protected from the effects of scarification and/or application.

2. All cracks, control joints and cold joints shall be prepared and treated per system requirements for a warranted system.

3. The Contractor shall clean and fill all divots, chips, voids and other surface irregularities with resin/portland based cementious fill only.

4. Application of compliance treatment by manufacturer's trained personnel only using roller and squeegee methods only.

5. Apply one-eighth (1/8) cementitious final coat to facilitate floor covering adhesive.

f. WARRANTIES

1. Emission control system warranty must be from the manufacturer, in writing, for material performance and installation workmanship. Warranty shall cover the cost of system materials, cementitious compounds and labor costs of application and preparation, at no additional cost to the DMV. In addition, the warranty must extend to the flooring material, adhesive and installation labor.

2. Warranty shall be underwritten by a product liability insurance carrier, with a minimum “A” rating from Best or equivalent rating system, in the amount of $5,000,000 per occurrence, delivered to the DMV.

3. Warranty exclusions shall be limited to:

A. Moisture failure due to topical intrusion, plumbing failure or other substances entering from the surface.

B. Seismic damage occurring after installation.

C. Moisture emission in excess of the warranted limit of the system.

D. Water intrusion due to plumbing leaks below the slab.

E. Replacement of floor covering during warranty period as removal demolition could damage process.

F. Warranty may not exclude cracks visible at the time of installation, nor “improper installation,” nor “inferior concrete.”

G. Warranty period shall be no less than ten (10) years or the life of the floor covering whichever comes first.

H. Work in this section includes concrete surface preparation and installation of a moisture vapor control system, warranted to control concrete moisture vapor emission and alkalinity permitting the installation of a resilient or other flooring system.

(15). SPECIFICATIONS FOR RESILIENT COVE BASE

a. MANUFACTURERS

1. Roppe

2. Johnsonite

3. Burke/Mercer

4. Or Equal

5. Substitutions must be submitted to and approved by the DMV Project Manager, no less than ten (10) days prior to the bid opening.

b. MATERIALS

1. Type TS, 100% Rubber 6” high; 1/8”thick; top set; coved.

c.…