25-234_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

25-234

INVITATION FOR BID

Notice to Prospective Bidders

October 7, 2025

You are invited to review and respond to this Invitation for Bid (IFB) entitled 25-234 – Removal and Replacement of Carpet and VCT Flooring at the San Pedro 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:

Cindy Huynh Department of Motor Vehicles

Phone: (916) 818-2850 Email: Cindy.Huynh@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.

Cindy Huynh 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

1. Purpose and Description of Services

A. Removal and replacement of carpet and VCT flooring at the San Pedro DMV field office.

Term: Fourteen (14) calendar days within a term of nineteen (19) months (see Schedule of Events for proposed start date of contract). See Exhibit A, Scope of Work, for a complete description of services.

2. Bidder Qualifications

A. 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.

B. 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.

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 page of this IFB no later than the date and time specified in the Schedule of Events for http://www.dir.ca.gov/ 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: 10/7/2025 N/A

(2). Mandatory pre-bid conference:

(Note: See additional info in Section 6.)

10/22/2025 12:00 p.m.

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

(Note: See additional info in Section 7.)

10/24/2025 11:00 a.m.

(4). Written responses to questions released by: 10/30/2025 4:30 p.m.

(5). Final date for bid submission:

(Note: See additional info in Section 8.)

11/5/2025 11:59 p.m.

(6). Date of bid opening:

(Note: See additional info in Section 9.)

11/6/2025 11:00 a.m.

(7). Proposed start date of contract: 12/01/2025 or upon contract approval

N/A

6. Mandatory Pre-Bid Conference

A. A mandatory pre-bid conference is scheduled at the San Pedro DMV Field Office (Meet at the flagpole), 1511 N. Gaffey Street, San Pedro, CA 90731, 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 # 25-234 for CINDY HUYNH for SAN PEDRO FLOORING REPLACEMENT Due: 11/5/2025 at 11:59 p.m.

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.

(4). Bidders that send bid submission emails that are successfully received by the DMV at the above email address will receive an automated confirmation of bid received email response (the response will only acknowledge the receipt of an email and not identify the bid number or service/project description). In the event a bidder does not receive an automated confirmation of bid received email response after sending a bid submission email to the above email address, the bidder shall be responsible for confirming the DMV’s receipt of their bid with the contact person indicated on the cover page of this IFB package.

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.

mailto:DMVBIDS@dmv.ca.gov

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.

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. Bidder must notify the State in writing if it: (1) intends to provide GenAI as a deliverable to the State; or (2), intends to utilize GenAI, including GenAI from third parties, to complete all or a portion of any deliverable that materially impacts: (i) functionality of a State system, (ii) risk to the State, or (iii) Contract performance. For avoidance of doubt, the term “materially impacts” shall have the meaning set forth in State Administrative Manual (SAM) § 4986.2 Definitions for GenAI.

C. Failure to report GenAI to the State may result in disqualification. The State reserves the right to seek any and all relief to which it may be entitled to as a result of such nondisclosure.

D. Upon notification by a Bidder of GenAI as required, the State reserves the right to incorporate GenAI Special Provisions into the final contract or reject bids that present an unacceptable level of risk to the State.

E. Government Code 11549.64 defines “Generative Artificial Intelligence (GenAI)” as an artificial intelligence system that can generate derived synthetic content, including text, images, video, and audio that emulates the structure and characteristics of the system’s training data.

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 old carpet and vinyl composition tile (VCT) down to the slab, replace with new carpet and luxury vinyl tile (LVT) (approximately 980 sq. ft. of carpet tile, 4,325 sq. ft. of LVT, and 564 sq. ft. of concrete to be cleaned and polished), and install new cove base at all areas at the San Pedro DMV field office for the term of this Agreement. The Contractor is responsible for field verifying all dimensions and existing site conditions pertinent to this Agreement.

2. The services shall be performed at: 1511 N. Gaffey Street, San Pedro, CA 90731.

3. Commencement 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 fourteen (14) 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, 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. GENERAL

(1). The Contractor shall be responsible for all flooring measurements for this project. In addition, the Contactor shall be responsible for 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, trim and rehanging doors, replacing doorstops wood and metal.

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

(3). 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 the plans and specifications. Any damage to furniture, panels, doors and electrical connections shall be repaired or replaced by the Contractor at no additional cost to the DMV.

(4). Inspections of this project shall be performed by the DMV Project Manager.

a. The Contractor shall contact the DMV Project Manager no less than twelve (12) hours prior to the following:

1. VIT lifting system or equal verification.

2. Completion of removal of existing carpet.

3. Concrete preparation.

4. New carpet layout prior to installation.

5. Final inspection with the Contractor present.

B. SPECIFICATIONS FOR CARPET TILE INSTALLATION

(1). SUBMITTALS

a. 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, location of edge moldings and edge bindings shall be submitted to the DMV Project Manager for approval prior to installation.

b. Install carpet tile using same room designations indicated on the drawings in Exhibit H.

c. 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.

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

e. 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.

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

g. Interface SR799 (or pre-approved equal) walk off mats (carpet) shall be installed at three (3) door entrances. Two (2) at the main entrance shall be eight feet wide by four feet (8’ x 4’). One (1) at rear door shall be four feet wide by four feet (4’ x 4’) See drawing for exact location.

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

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

j. Supply copy of Manufacturer’s Carpet and LVT Warranty.

(2). QUALITY ASSURANCE

a. Carpet Tile Manufacturer Qualifications

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

2. Upon request, manufacturer shall provide representative to assist in project start-up and to inspect installation while in process and upon completion at no cost to the DMV. Representative shall notify designated contact 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 the scope of work herein.

3. The Contractor shall provide the DMV Project Manager 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.

(3). DELIVERY, STORAGE AND HANDLING

a. The Contractor shall deliver materials to the DMV site in the manufacturer’s original packaging listing 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 and 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 the materials in an area of installation for a minimum period of forty-eight (48) hours prior to installation.

(4). 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.

(5). 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 storage location with the DMV Project Manager.

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

(6). OPERATION AND MAINTENANCE DATA

a. The Contractor shall submit three (3) copies of manufacturer’s operation and maintenance data for commercial installation to the DMV Project Manager in an 8 ½ ” x 11” hard cover binder.

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

(7). MANUFACTURER’S WARRANTY

a. Warranty shall be 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.

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

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

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

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

4. Delamination.

5. Edge Ravel.

6. Zippering.

f. 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.

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

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

1. 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.

2. Include information regarding the following:

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

B. Description of the recycling operation.

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

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

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

3. Recycling program shall be available for inspection.

(8). 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) days prior starting the job. Sample of proposed substitute shall be inclusive of both the face and proposed backing (color-only sample not acceptable). Pre-approved equal shall be approved by the DMV Project Manager prior to purchasing.

(9). PERFORMANCE CHARACTERISTICS

a. Test reports for the following performance assurance testing shall 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%.

(10). 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. Pre-approved equals will be considered. To be used at all carpet edges.

(11). 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 before 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 with 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 manufacturers’ 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.

4. Carpet shall extend a minimum of six (6) inches 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 in the section 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 ¼”, the length of the modules being multiplied by ten (10). 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 pre-approval equal

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. The Contractor shall show the DMV Project Manager that they have the proper lifting device prior to performing services. 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, hydraulic or other prying devices may be used on any furniture with DMV approval.

C. SPECIFICATIONS FOR LUXURY VINYL TILE (LVT) INSTALLATION

(1). MANUFACTURERS

a. Interface, Mohawk, Patcraft, Catalina, Shaw.

b. LVT shall be a minimum of 5mm thick and a minimum wear layer of 20mil.

c. Pre-approved equals will be considered and must be approved by the DMV Project Manager.

(2). REFERENCE SPECIFICATIONS

a. LVT glue shall have 99% MVER.

b. Size: 18” x 18” x 5mm.

c. LVT Reducers where existing.

(3). INSTALLATION OF LUXURY VINYL TILE (LVT)

a. Job Conditions/Preparation

1. Substrates must be dry, clean, smooth and free of paint, varnish, wax, oils, solvents and residue from previous floor coverings so that no ridges or puddles are evident, and a thin smooth film remains.

2. Maintain room temperature at a minimum of 65º F for forty-eight (48) hours before installation and during installation, and forty-eight (48) hours after completion. The DMV recommends a maximum room temperature of 100º F when installing commercial tiles. Maintain a minimum temperature of 55º F thereafter.

3. Allow all flooring materials and adhesives to condition for forty-eight (48) hours to the room temperature before starting installation.

4. All furniture, cabinets, chairs, desks, countertops and machines must be covered with Visqueen (plastic) during construction.

5. At the end of each work period, all furniture, desks, countertops, cabinets, chairs and machines must be hand-wiped clean and free of dust. All flooring that was removed during the work period must be replaced and ready for use before Monday’s opening.

6. The Contractor shall replace all required electronic covers (pothead covers) and Walker Duct covers in conjunction with flooring installation.

b. Procedure

1. When using tiles from two (2) or more cartons, the Contractor shall check to ensure that all patterns and lot numbers are the same and ensure a proper color match. On larger installations, the Contractor shall open several cartons and mix them as they are installed to help blend any shade difference form one carton to the next. Tile products that have a directional arrow on the back shall be laid in the same direction.

2. Tile on: The Contractor shall lay out the job in such a way that the joints in the new installation do not coincide with those of the existing installation.

3. Using a fine notching trowel, the Contractor shall apply the adhesive over the area not covering the chalk lines. You may prefer to spread and install one quarter of the room at a time. Allow the recommended open time to let the adhesive set until dry to the touch. To test, press your thumb lightly on the surface of the adhesive in several places. If the surface feels slightly tacky as your thumb is drawn away and does not stick to your thumb, the adhesive is ready for the installation. Install the tile along the chalk lines, laying the field area first and then fitting in the border tile.

4. Mannington Tile:

A. Cleaning of tile shall be done at completion of installation as recommended by the manufacturer.

5. The Contractor shall remove temporary coverings and protection of adjacent work areas. The Contractor shall repair or replace damaged installed products. Through a qualified independent maintenance service, the Contractor shall conduct initial maintenance requirements incorporating the products and procedures listed below.

A. Materials:

(1). Neutral Cleaner: Mannington Floor Cleaner or pre-approved equal.

(2). Floor Polish: Factory recommended.

B. Cleaning:

(1). Do not wet wash, scrub or strip the floor for at least four (4) or five (5) calendar days after the installation in order to prevent moisture from interfering with the adhesive bond.

(2). Sweep or vacuum thoroughly.

(3). Damp mop with a neutral detergent solution while carefully scrubbing black marks and excessive soil.

c. Precautions

1. The Contractor shall always heat the back of the tile, never the face.

2. The Contractor shall not wash the tile for at least five (5) days after the installation in order to allow the tile to become well-sealed in the adhesive and prevent excess moisture and cleaning agents from interfering with the adhesive bond.

3. The Contractor shall not use Tile-On over existing installations that…