5-RFP 6235 Removal and Installation of County-Furnished Carpet Tiles FINAL.pdf

COUNTY OF VENTURA

GENERAL SERVICES AGENCY

PROCUREMENT SERVICES

800 S. VICTORIA AVE., L#1080

VENTURA, CA 93009

REQUEST FOR PROPOSAL

#6235 for

REMOVAL AND INSTALLATION

OF

COUNTY-FURNISHED CARPET TILES

Issued: November 24, 2025

Due: December 29, 2025

County of Ventura

GSA/Procurement Services

SECTION 1.0

GENERAL INFORMATION AND SCOPE OF WORK

County of Ventura RFP 6235 Removal and Installation of County-Furnished Carpet Tiles

This Request for Proposal (RFP) has been posted on the County of Ventura

Vendor Information Portal (VCVIP) aka Bonfire website

(Ventura.bonfirehub.com) for your convenience. Addenda and attachments, if issued, are also posted. It is the Offeror’s responsibility to ensure that the entire RFP package, in its latest version, is reviewed prior to submittal of a proposal.

1.1 Introduction/Purpose

The County of Ventura (hereinafter referred to as County) invites your organization to submit a written proposal to provide Removal and

Installation of County-Furnished Carpet Tiles at all County-Owned Buildings.

Proposals shall be due no later than 3:00 p.m. on December 29, 2025, in accordance with the attached Terms and Conditions, and Instructions to

Offerors which by this reference are made a part hereof. In accordance with the attached Terms and Conditions, and Instructions to Offerors which by this reference are made a part hereof.

Offerors shall be skilled and regularly engaged in the general class or type of work called for in the solicitation documents Contractor must demonstrate extensive and current carpet service experience of comparable scope of work. A minimum of three (3) years’ experience in this type and caliber of work is required.

Contractor will furnish all labor, materials (other than carpet), equipment, transportation, supervision, and management, unless otherwise specified herein, required to provide carpet installation services in accordance with all terms and conditions of this RFP. Offeror(s) shall be skilled and regularly engaged in the service called for in this solicitation document.

County reserves the right to award to more than one vendor, award by location or any combination deemed to be most advantageous to

County. As such, Offerors may propose services to all or a subset of the sites listed herein.

https://ventura.bonfirehub.com/portal/?tab=login

1.2 Background

The General Services Agency (GSA) Project Division manages an ongoing

County-wide carpet replacement program for GSA-maintained buildings, including routine replacement, trip hazard repair, and emergency water damage repair. Carpet is replaced on an “as needed” basis, typically every 10 to 12 years for each section of GSA-maintained buildings, or sooner if conditions require.

In a given fiscal year, the GSA Maintenance Division may identify approximately $300,000 to $400,000 in carpet tile replacement needs due to age, wear, or damage. The County maintains an inventory of 7,000 to

8,000 square yards of Mohawk carpet tiles for this purpose. All work must use

Mohawk-approved installation methods and products to maintain the manufacturer’s warranty.

Work is performed with furniture in place, outside of normal working hours, and the affected areas must be ready for use the following morning.

Contractor employees assigned to this contract are required to complete a Ventura County Sheriff’s Department Live Scan background investigation at the Contractor’s expense. Negative information shall be provided to the

County immediately.

Historical expenditures for carpet replacement services have ranged from

$300,000 to $500,000 annually. These figures are provided for informational purposes only. Any award resulting from this RFP will be based on the evaluation criteria set forth herein and not on these figures alone.

1.3 Pre-proposal Conference

A NON-Mandatory pre-bid conference will be conducted via Zoom.

Meeting details are: Topic: Pre-Proposal Conference – RFP 6235 Removal and Installation of County-furnished Carpet Tiles.

Time: December 2nd, 2025 at 1:00 PM Pacific Time (US and Canada).

Meeting ID # 828 2025 3851

Join Zoom Meeting: https://us02web.zoom.us/j/82820253851

The purpose of this meeting is to clarify requirements and answer vendor questions. In order to provide comprehensive answers and minimize response time, Offerors are asked to submit questions in writing prior to this conference. Pre-proposal questions should be submitted to the Buyer under the “Messages” tab of the solicitation online at:

https://ventura.bonfirehub.com/portal/?tab=login no later than December

22, 2025 at 3:00 p.m.

1.4 Surety Required

a. Bid Surety

Proposal must be accompanied by a Security in the amount of

$1,000.00 in one of the following forms:

1. Cash

2. A Cashiers check made payable to the County of Ventura

3. A Certified check made payable to the County of Ventura

4. A bidder’s bond executed by an admitted surety insurer, made payable to the County of Ventura.

Upon an award, the security of an unsuccessful offeror shall be returned in a reasonable period of time, but in no event shall that security be held by the County beyond 60 days from the time the award is made.

The bid surety of the successful offeror shall be retained until the posting of a performance bond. The failure of the offeror to accept an award and file acceptable performance bond (if required herein) within ten days after award shall be just cause for cancellation of the award and the forfeiture of the bid surety to the

County as liquidated damages.

Proposals received and not accompanied by such cashier’s check, certified check, or approved bond will result in return of the proposal without consideration.

b. Performance Surety:

A performance bond in the amount of $100,000 shall be required of the successful offeror to ensure satisfactory performance of the work. The bond shall be a corporate surety bond issued by a surety company authorized to do business in California.

1.5 Action Dates

The following is an outline of the anticipated schedule for the proposal review and contract award.

Issue Request for Proposal (RFP) November 24, 2025

Last day for questions December 22, 2025

Proposals Due December 29, 2025

Evaluation-award January 12, 2026

Start Work January 26, 2026

The schedule set forth above is subject to change.

1.6 Questions Regarding RFP

All questions concerning this Proposal may be directed to Jose Becerra, Buyer, under “Messages” tab of the solicitation online at https://ventura.bonfirehub.com/portal/?tab=login.

SECTION 2.0

INSTRUCTIONS TO OFFERORS/RULES GOVERNING COMPETITION

2.1 Submittal Deadline

Completed proposals must be submitted online through VCVIP at ventura.bonfirehub.com per instructions.

Offerors are allowed to submit more than one proposal with different methods of meeting the RFP requirements. When Offeror submits more than one proposal, one proposal shall be marked “Base Proposal” and the others shall be marked “Alternate Proposal 1, Alternate Proposal 2, etc.”

Each base proposal and each alternate proposal shall be submitted in accordance with the terms and conditions of the RFP.

Offerors are responsible for making certain their proposals are received by

GSA-Procurement on or before the Proposal Submittal Deadline listed on the RFP Details tab in the VCVIP portal. The receiving time in VCVIP will be the governing time for acceptability of proposals. No hard copy, oral, telegraphic, electronic mail, facsimile, or telephone proposals or modifications will be considered.

2.2 Proposal Response

Offerors must submit their proposals and all required information and forms by the submittal deadline. Proposals failing to provide complete information may be deemed non-responsive. Offerors should keep copies of their submittals for future reference.

Offerors who do not wish to respond but who wish to be kept on the mailing list must return their proposal forms or a written response indicating “No

Proposal”. Include name and address of Offeror.

Offerors who fail to respond to proposal solicitations may be removed from the supplier mailing list.

2.3 Modification of Proposals

Any Offeror who wishes to make modifications to a proposal already received by County must withdraw their proposal in order to make the modifications. All modifications must be made on-line, properly by Offeror’s authorized representative, executed, and submitted in accordance with the terms and conditions of this solicitation. It is the responsibility of Offeror to ensure that modified proposals are resubmitted before the Submittal

Deadline.

Offerors may withdraw their proposals, at any time prior to the due date and time, by submitting notification of withdrawal signed by Offeror’s authorized agent.

Proposals cannot be changed or modified after the date and time designated for receipt.

2.4 Opening of Proposals

Proposals will not be opened publicly but a list of the names of Offerors submitting proposals will be available within a reasonable time after the

Submittal Deadline. Proposals will be made public and may be inspected at the time of award.

2.5 Examination of the Request for Proposal

Offerors should carefully examine the entire RFP, any addenda thereto, and all related materials and data referenced herein or otherwise available to offeror.

Offeror shall be presumed to be familiar with all specifications and requirements of this RFP. The failure or omission to examine any form, instrument or document shall in no way relieve offerors from any obligation with respect to this proposal.

2.6 Proposal Validity

Proposals submitted hereunder shall be firm for 180 calendar days from the due date unless otherwise qualified.

2.7 Proposal Content/Format

To be considered responsive, proposals should address all items identified in this section.

Please note: Some items require that the Offeror provide a detailed response and/or attachments. Failure to provide a complete response may be grounds for rejection of a proposal.

Furthermore, proposals should be prepared in such a way as to provide a straightforward and concise discussion of the Offeror’s ability to provide the services that can best satisfy the requirements herein and meet the needs of the County. Elaborate or unnecessarily lengthy responses and attachments are discouraged.

Emphasis should be concentrated on conformance to the RFP instructions, responsiveness to the RFP requirements and on completeness and clarity of content.

In order to facilitate evaluation and comparison, proposals should be submitted in the format described in this section. Format instructions must be adhered to; all requirements and requests for information must be addressed; all requested data must be supplied. Failure to comply with this requirement may be cause for rejection.

Assemble and present your proposal response in the order that the items are listed, identifying each response by the corresponding number.

a. Cover Letter/Signature on Proposal

A cover letter, which shall be considered an integral part of the proposal, shall be signed by individual(s) who is/are authorized to bind offeror(s) contractually. The signature(s) must indicate the classification or position that the individual(s) holds.

The cover letter shall designate a person or persons who may be contacted during the period of evaluation with questions or contract issues. Include name(s), title(s), address(es), telephone number(s), fax number(s) and email address(es).

Upload the Cover Letter through Requested Information.

b. Company Profile and Qualifications

Offeror must provide company profile in Section 2 – Offerors

Information Questionnaire, Question Set 1.

Information provided shall include:

1. Correct legal name as registered with the California Secretary of

State.

2. Company ownership. If incorporated, the state in which the company is incorporated and the date of incorporation.

3. Location of the company offices.

4. Location of the office servicing any California account(s). What are the hours of operation of the customer service unit involved in supporting the proposed services?

5. Number of employees both locally and nationally.

6. Location(s) from which employees will be assigned.

7. Name, address, and telephone number of the Offeror’s point of contact for a contract resulting from this RFP.

8. Company background/history establishing that Offeror is qualified to provide the services described in this RFP.

9. Length of time Offeror has been providing services described in this RFP. Please provide a brief description of such services.

Offeror must include in their proposal a complete disclosure of any alleged significant prior or ongoing contract failures, any civil or criminal litigation or investigation pending which involves the Offeror or in which the Offeror has been judged guilty or liable. Failure to comply with the terms of this provision will disqualify any proposal.

County reserves the right to reject any proposal based upon Offeror’s prior history with County or with any other party, which documents, without limitation, unsatisfactory performance, adversarial or contentious demeanor, significant failure(s) to meet contract milestones or other contractual failures.

c. Staff Qualifications and Availability

Identify key personnel and their position within the organization in

Section 2 – Offerors Information Questionnaire, Question Set 2.

Provide a resume detailing the experience, level of expertise and qualifications of the representative/manager and those individuals who will directly support and be involved in meeting the day-to-day requirements of the County.

If you plan to sub-contract work, you must indicate the name and address of each subcontractor and the type of work or tasks they will perform. Identify the personnel to be assigned, their position, qualifications, and representative experience. Provide this information in Section 2 – Offerors Information Questionnaire, Question Set 4

d. Financial Statement

This competitive solicitation has a standard requirement that all submitted proposals include the Offeror’s financial history. To comply with this requirement, all respondents are to furnish County with financial statements at the time of submittal in order to demonstrate the Offeror's financial capabilities. Failure to provide this information at the time of submittal will result in a recommendation by the Chief

Procurement Officer to deem the response as non-responsive.

Each respondent shall submit their most recent two (2) years of annual financial statements for review that shall include the following: 1) Income Statement, and 2) Balance Sheet. County’s preference is that financials be submitted in a comparative format, meaning that the two (2) most recent years are shown side by side.

The financial statements are not required to be audited financial statements. If Offeror has been in business for less than the required number of years, then Offeror must disclose for all years of the required period that Offeror has been in business, including any partial year-to-date financial statements. County, during evaluation, may consider the unavailability of the most recent year’s financial statements and whether Offeror acted in good faith in disclosing their financial documents.

Upload the Financial Statement through the Requested Information.

e. References

Offers must provide a minimum of three (3) references from similar projects in Section 2 - Offerors Information Questionnaire, Question

Set 3

Offerors should provide a minimum of three (3) references from similar projects performed within the last three years. In addition include all local government (Southern California) references. Information provided shall include:

1. Client name;

2. Project description;

3. Project dates (starting and ending);

4. Dollar value

5. Staff assigned to reference engagement that will be designated for work per this RFP;

6. Client project manager name and telephone number.

f. Offeror Understanding

Offerors may include an understanding of the County's needs or any other information, deemed necessary, which may not be required in any other section of the RFP.

g. Requirements

Offeror's response shall state on a point-by-point basis whether proposal is in compliance with the requirements/specifications of the

RFP (Section 3). Address each item in the order given, identify each response by item number. Submit a full explanation of, and justification for, any exemptions or deviations.

Upload the response to Section 3 through the Requested

Information section.

h. Compliance with County Standard Contract Terms and Conditions

Successful Contractor will be required to enter into a written contract.

Offerors shall review the County’s standard contract in Section 4, which shall form the basis for any contract entered into hereunder.

Offerors must state approval of the standard contract, OR provide any comments/exceptions to this contract on a line-by-line basis.

For exceptions, address each item in the order given; identify each response by item number. Any comments/exceptions to this contract must be included in your proposal. Precise substitute wording must be offered in place of the paragraph objected to. It is not sufficient to state merely that an exception is noted to a particular paragraph.

Deviations considered excessive by the County may reduce or eliminate an Offeror.

NOTE: The sample standard contract attached to this RFP is a template. Please do not attempt to insert missing information and complete the attached sample. Once a vendor is selected, Procurement will work with the selected vendor to draft a vendor-specific contract.

i. Compensation

Complete Proposal Form (ATTACHMENT A). Proposal pricing shall include everything necessary for completion and fulfillment of the contract. All other costs must be detailed.

No additional charges (e.g., for transportation, out-of-pocket expenses, etc.) will be allowed unless so specified herein.

Download Attachment A Cost Proposal under Files tab and upload completed document under Requested Information.

j. Payment Terms

Customary terms are Net 30 upon receipt of invoice. Offerors shall indicate their offered payment terms. Discount for payment in less than 30 days may be considered in the evaluation.

2.8 Costs Incurred in Responding

The County of Ventura will not pay any costs incurred in proposal preparation, presentation, demonstration or negotiation, nor does it commit to procure or contract for any services. All costs of proposal preparation shall be borne by the offeror. It is understood that all proposals, inquiries, and correspondence relating to this RFP and all reports, charts, displays, schedules, exhibits, and other documentation will become the property of the County of Ventura when received by the County and may be considered public information under applicable law. The County assumes no liability for any costs incurred by offerors throughout the entire selection process.

2.9 Addenda

The County will issue written addenda to make changes, additions, or deletions to this solicitation. Oral communications regarding this RFP will

NOT be valid or binding, nor excuse the successful Offeror of any obligations hereunder, unless set forth in writing by the County. Addenda will be sent to all known Offerors. Offerors must acknowledge and return all Addenda on or before the Proposal Submittal Deadline. It is the responsibility of each

Offeror to ensure the County of Ventura has their correct business name and address on file. Any prospective Offeror who obtained a copy of the

RFP documents from any other source other than the County is responsible for advising the Procurement division that they have said documents and wish to receive subsequent Addenda.

2.10 Nomenclatures

The terms “Successful Offeror, Successful Contractor, and Contractor” may be used interchangeably in these specifications and shall refer exclusively to the Offeror with whom the (Agency) enters into a contract because of this solicitation.

The terms “Proposal/Solicitation/RFP” refer to all proposal documents and related addenda produced by the County and provided to prospective

Offerors.

2.11 Confidential and Proprietary Data

All materials received relative to this RFP will be kept confidential, until such time an award is made or the RFP is canceled, at which time all materials received will be made available to the public. Proposals received will be subject to Government Code §6250, the Public Information Act. Under the

Act, the County may be obligated to provide a copy of any and all responses to this Request for Proposal, if such requests are made after the contract is awarded.

One exception, to this required disclosure, is information which fits within the definition of a confidential trade secret [Government Code section

6254(k)] or contains other technical, financial or other data whose public disclosure could cause injury to the proposer’s competitive position. If any proposer believes that information contained in its response to this Request for Proposal should be protected from disclosure, the proposer MUST specifically mark the pages of the response that contains the information.

The County will not honor any attempt by the Offeror to designate its entire proposal as proprietary.

2.12 Commitments, Warranty and Representations

The proposal submitted in response to this RFP will be included as part of the final contract. Offerors are cautioned that if a contract is awarded as a result of this procurement process, any written commitment by an offeror within the scope of this procurement shall be binding upon the offeror whether or not incorporated into a contract document. Failure of the vendor to fulfill any such commitment shall render the offeror liable for liquidated or other damages due the County under the terms of the

Contract. For the purpose of this procurement, a commitment by a offeror includes:

• Any modification of, or affirmation or representation as to the above, which is made by an offeror in or during the course of negotiation.

• Any representation by an offeror in a proposal, supporting document, or negotiations subsequent thereto as to services to be performed, regardless of the fact that the duration of such commitment may exceed the duration of the contract.

2.13 Proposal Validation/Evaluation/Award

a. Validation

Proposals will be checked for the information required to conform with this RFP. Absence of required information may be cause for rejection.

b. Evaluation

The successful offeror shall be chosen in accordance with, but not limited to, the following criteria:

1. Proven Performance

The offeror’s background, experience, and stability of their company will be assessed. The evaluation will focus on the

Offeror’s record of successful service and support to accounts of comparable size and environment. The ability of the offeror will be evaluated in terms of technical resources, staffing, staff experience and facilities.

Client references will be contacted and their responses will become a part of the award/review process.

2. Compliance with Contract Terms and Conditions

The Proposals will be evaluated on the ability to comply with the County’s Contract terms and conditions in Section 4 -

Contract Compliance.

3. Requirement/Specifications

The ability to meet the requirements/specifications outlined herein.

4. Cost

The Proposals will be evaluated on the basis of the offeror’s reasonableness of cost.

c. Award

Award will be made to the Offeror offering the most advantageous proposal after considerations of all evaluation criteria set forth herein.

The criteria are not listed in any order of preference. An Evaluation

Committee will be established by the County. The Committee will evaluate all proposals received in accordance with the evaluation criteria.

The Evaluation Committee may also contact and evaluate the

Offeror’s and subcontractor’s references; contact any Offeror to clarify any response; contact any current users of an Offeror’s services; solicit information from any available source concerning any aspect of a proposal; and seek and review any other information deemed pertinent to the evaluation process.

The County reserves the right to establish weight factors that will be applied to the criteria depending upon order of importance. Weight factors and summary of evaluation scores will not be released until after award of proposal. The County shall not be obligated to accept the lowest priced proposal, but will make an award in the best interests of the County after all factors have been evaluated.

While the County intends to enter a contract for these services, it will not be bound to do so. The County reserves the right to reject any or all proposals.

The County shall be the sole judge of the successful offers hereunder.

The County reserves the right to award a contract to other than the offeror submitting the lowest total price and to negotiate with any or all Offerors. Offerors are advised that it is possible that an award may be made without discussion or any contact concerning the proposals received. Accordingly, proposals should contain the most favorable terms from a price and technical standpoint, which the vendor can submit to the County. Do not assume that you will be contacted or afforded an opportunity to clarify, discuss, or revise your proposal.

Award will be by means of a written contract with the successful

Offeror. A Notification of Intent to Award may be sent to any Offeror selected. Award is contingent upon the successful negotiation of final contract terms. Negotiations shall be confidential and not subject to disclosure to competing Offerors unless an agreement is reached. If contract negotiations cannot be concluded successfully, the County may negotiate with the next highest scoring Offeror or withdraw the RFP.

The County Board of Supervisors must approve all contracts resulting from this Request for Proposal if services exceed $200,000.

2.14 Presentations

Offerors may be invited to make oral presentations to County personnel.

2.15 Site Visits

The County reserves the right to schedule site visits to offeror’s facilities or a current operational site in order to assess the capability and ability of the offeror to fulfill the contract.

2.16 Additional information

If during the evaluation process, the County is unable to determine an offeror's ability to perform, the County has the option of requesting any additional information which the County deems necessary to determine the offeror s ability. The offeror will be notified and permitted five working days to comply with any such request.

2.17 Errors/Defects in Proposals

If discrepancies between sections or other errors are found in a proposal, the County may reject the proposal; however, the County may, at its sole option, correct any arithmetical errors in price.

The County may waive any immaterial deviation or defect in a proposal.

The County’s waiver of an immaterial deviation or defect shall in no way modify the RFP documents or excuse the offeror from full compliance with the RFP requirements, if awarded a contract.

2.18 Rejection of Proposals

County reserves the right to reject the proposal of any offeror who:

• previously failed to perform adequately for County or any other governmental agency within the previous twelve (12) months.

• submits false, incomplete, or unresponsive statements in a proposal;

• is in default on the payment of taxes, licenses or other monies due

County;

• containing errors or discrepancies.

2.19 Cancellation of RFP

The County reserves the right to cancel this solicitation at any time, prior to the submittal deadline.

2.20 Protest Procedures

To be considered, protests must be made in writing, signed by Offeror’s authorized representative, and delivered to the Ventura County

Procurement Services Manager, GSA/Procurement, 800 S. Victoria Ave., Ventura, CA 93009-1080.

The following conditions apply to proposal protest:

a. Before Proposal Submittal Deadline. Protests of specifications, terms, conditions or any other aspects of the solicitation must be made before the Proposal Submittal Deadline.

b. After Proposal Submittal Deadline. Protest of award must be made, by Offeror, no later than five (5) calendar days after the notice of intent to award. All protests must include the following information:

1) The name, address, and telephone number of the protestor;

2) The signature of the protestor, or protestor’s authorized representative;

3) The solicitation or contract number; and

4) A detail statement of the legal and/or factual grounds for the protest.

The Procurement Services Manager reserves the right to refuse to hear protestors who have not followed the above procedures.

SECTION 3.0

REQUIREMENTS/SCOPE OF WORK

The requirements described herein are considered reasonable to meet the

County s needs. Offeror having alternate proposals to meet these needs, may, after responding to the minimum requirements hereunder, offer alternate service levels for consideration by the County.

3.1 Scope of Work

County seeks a Contractor(s) to provide materials (other than carpet tiles), labor, equipment and supervision necessary to remove and dispose of existing carpeting and rubber cove base and install new county–furnished carpet tiles and rubber cove base as specified. Small scheduled repair jobs (i.e., holes and stained squares) and emergency repair jobs will also be required.

3.2 Term

The initial term of the contract will be for one (1) year upon award and by written mutual agreement may be renewed on an annual basis for up to four (4) additional one-year periods.

In the event of any extension of this contract beyond the initial one-year period, County reserves the right to either accept or reject any price adjustments submitted in writing ninety (90) days prior to the end of the current contract period as part of County’s consideration for the contract extension.

Requests for adjustments in cost of labor and/or materials must be supported by appropriate documentation/justification. If County agrees to the adjusted price terms, County shall issue written approval of the change.

Continuation of the contract is subject to the appropriation of funds for such purpose by the Board of Supervisors. If funds to effect such continued payment are not appropriated, County may terminate this project as thereby affected and

Contractor will relieve the County of any further obligation therefore.

3.3 Billing

Contractor will submit an itemized monthly statement for each location, in arrears, in duplicate, referencing the assigned blanket purchase order number.

Itemization will include, but not limited to:

1) rate, as applicable 3) service dates 5) supplies

2) total amount 4) personnel paid 6) cost of supplies

County reserves the right to inspect and audit Contractor’s billing procedures and records.

3.4 Quality Assurance

Work performed must be of the highest quality. Performance standards must be monitored and met.

Offerors will provide with their proposal a detailed quality assurance program;

e.g.- random sampling, validated complaints, unscheduled inspections, etc., which Offeror will utilize to monitor the services proposed.

Offerors will include a formal method of reporting contract performance satisfaction and/or dissatisfaction.

Upload the response to Section 3 through the Requested Information section.

3.5 Safety Measures

Contractor will take all necessary precautions for the safety of employees on the work site and will erect and properly maintain at all times, as required by job conditions and progress of the work, all necessary safeguards for the protection of the employees and public.

3.6 Hazardous and Toxic Substances

Manufacturers and distributors are required by the federal “Hazardous

Communication Standard” (“29 CFR 1910.1200) to label each hazardous material or chemical container, and California Hazard Communication Regulation Section

5194 of Title 8, California Administrative Code (T8CAC) to provide Material Safety

Data Sheets to the purchaser. Contractor must comply with these laws and must provide County with copies of the Material Data Sheets five (5) days prior to performance of services or contemporaneous with delivery of services.

3.7 Secured Areas

Access to secured areas will be controlled by County personnel who will accompany service personnel.

3.8 Materials and Services Provided by Contractor

Any brand name listed in the specifications is for bidding purposes only. Offerors may propose brand name or equal but must provide product literature and/or specifications for each item that is not the brand name listed. Prior approval will be required before using “or equal” brand.

1. Submittals.

▪ Submittal Item. Submit manufacturer’s catalog cut for the following item:

▪ Rubber Cove Base

2. Samples. Submit samples of the following items for approval:

▪ Rubber Cove Base, three 1-foot sections

▪ Rubber Cove Base, three molded corners

▪ Carpet Stair Nosing for corners, three 1-foot sections

3. Carpet Tile. Carpet tile to be furnished by the Ventura County Agency.

Standard carpet will be Mohawk/Lees By the Book color Brainy, level loop, tufted. It is the Contractor’s responsibility to participate in accounting and budgeting of future County’s carpet purchases, attend meetings and forums on color and design choices.

4. Floor Filler. Good grade latex patching material of type similar to Henry

#335 or 336, Armstrong #S180, Webtex #60, Lev-L-Astic, or approved equal.

5. Carpet Adhesive. Adhesive shall be that recommended by the carpet manufacturer and meeting all EPA standards. Contractor must provide

MSD sheets. Adhesive for modular carpet tiles can only be Enpress

Pressure Sensitive Adhesive, purchased from Mohawk Flooring Division.

Many floor conditions need to be scrapped and patched with Ardex

“Feather Edge” gray patch. Some jobs need Mohawk approved primer, Mohawk OptiSeal Floor Sealer prior to carpet installation.

6. Rubber Cove Base. Topset type of 4 inch height, Premium 701P-4, color black, by Burkebase, or approved equal. Cove base adhesive shall be that recommended by the cove base manufacturer.

7. Carpet Stair Nosing. 2” brass or rubber stair nosing cap Burkebase, Johnsonite, or approved equal.

8. Insurance. Contractor will carry all-risk special form property insurance coverage that extends to flooring materials being held for County in an amount no less than $1,000,000 per occurrence. Such Insurance will identify County as a “Loss Payee” and Contractor will produce evidence of insurance coverage on or before the effective date of the contract that confirms to these provisions.

3.9 Execution

1. Working Hours

Regular hours are described as Monday through Friday from 7:00 am to 5:00

pm. After hours are described as Monday through Friday after 5:00 pm and all day Saturday and Sunday. Emergency Response time is 2 hours after initial call.

2. Types of Installations

There are typically three (3) types of possible installations. The Bid Form requires rates for all three types for regular and after hours, as well as emergency and small repair jobs rates. The types are:

• Installations involving system furniture that cannot be moved.

• Installation involving free standing furniture that can be moved but put back in the exact place prior to end of shift.

• Installation involving empty area. Little or no furniture involved.

Historically, 95% of work has been scheduled after normal County work hours.

3. Existing Carpet and Rubber Cove Base Removal and Disposal

The Contractor shall remove and dispose of existing carpeting and rubber cove base in the area delineated by each work order. County dumpsters shall not be used for this purpose.

a. Remove all items off the floor and replace before end of shift.

b. Remove only the area that is sure to be completed by end of shift.

c. Removed carpet and debris shall be disposed of legally off site.

d. Leave no bare floors exposed.

e. Fill and tape off all gaps in carpet.

f. Contractor must be mindful of possible trip hazards and correct them.

4. Floor Preparation

Prepare flooring for the new carpeting in accordance with the carpet manufacturer’s instructions. Work shall include but not be limited to the following:

a. Remove any old wax or adhesive by stripping. Thoroughly clean floor surface by sweeping and/or vacuuming.

b. Fill in depressions, cracks, or expansion joints where necessary with approved latex patching material. Remove ridges and bumps. Floor surface shall be smooth and flat with a maximum variation of 1/8 inch in 10 feet.

c. Thoroughly check to ensure flooring is smooth, flat, clean, dry, and free from dirt, grease, paint, old adhesive or other contaminants before applying adhesive.

5. Carpet Adhesive Application

Apply adhesive in accordance with the carpet manufacturer’s instructions.

Work shall include but not be limited to the following:

a. Use full spread methods of application. Apply Enpress adhesive with the appropriate trowel coverage per Mohawk, approximately 22 square yards per gallon of adhesive. Ensure adhesive is not puddled.

b. Do not apply adhesive over flat electrical cables.

c. Allow adhesive to set before applying carpet tiles.

d. Adhesive must always be used (even if floor seems sticky after removal of installation).

6. Carpet Tile Installation

Install new carpet tile in accordance with the carpet manufacturer’s instructions. Work shall include but not be limited to the following:

a. Install tiles when temperature is between 70 and 90 degrees Fahrenheit.

Condition tiles in this temperature range 48 hours before and after installation.

b. Protect tile floors from strong direct sunlight with blinds, awnings, shades, or drapery.

c. Check quantity, color, and lot numbers before beginning job. Do not mix dye-lot numbers.

d. Cut carpet tiles with sharp razor knife. Fit carpet tight to intersection with vertical surface without gaps.

e. Carpet tile layout pattern shall be either monolithic or checkerboard, at the Agency’s discretion and shall be indicated on each work order.

f. Protect installed carpet tiles from rolling traffic at least 24 hours after installation.

g. Clean work area of all debris and waste materials. Vacuum new carpet surface as necessary.

h. All furniture, files, and personal belongings must be removed and replaced by installation contractor, relocated perfectly in place.

7. Rubber Cove Base Installation

Install rubber cove base in accordance with manufacturer’s instructions.

8. Carpet Stair Nosing Installation

Install carpet stair nosing at stair corners in accordance with manufacturer’s instructions.

3.10 Measurement and Payment

1. Existing Carpet and Rubber Cove Base Removal and Disposal

Measurement and payment for removing and disposing of the existing carpet and rubber cove base will be made on a square yard

(of existing carpet) basis at the contract bid price for bid item G.

Payment shall constitute full compensation for providing all materials, labor, equipment and supervision necessary to remove and dispose of the existing carpet and rubber cove base as specified in the

2. Carpet Tile Installation

Measurement and payment of removal and new carpet tile installed will be made on a square yard basis at the contract bid price for bid items A, B, or C. Square yard measurement on stairs shall be the area of installed carpet on the riser and threads. Payment shall constitute full compensation for providing all materials, labor, equipment and supervision necessary to install new carpet tiles as specified in the

3. Rubber Cove Base Installation

Measurement and payment of removal and new rubber cove base installed will be made on a linear foot basis at the contract bid price for bid item D. Payment shall constitute full compensation for providing all materials, labor, equipment and supervision necessary to install rubber cove base as specified in the contract.

3.11 Inspections

County’s GSA Project Manager shall conduct regular/random inspections of the premises to ensure compliance with the work required by this contract.

Extra work authorized by the County GSA Project Manager will also be inspected on a regular basis and performed to the standards of County.

Contractor’s supervisor shall be available, upon request, for inspections with the

GSA Project Manager.

3.12 Office for Inquiries and Complaints

Contractor shall maintain an office within Ventura County with a telephone in the company’s name by which the Contractor conducts business. The office shall be staffed during normal business hours by at least one employee who can respond to inquiries and complaints, which may be received about the Contractor’s performance of the contract work. When the office is closed, and answering service or other means of communication, shall be provided to receive calls regarding the Contractor’s performance of the contract work. Contractor shall answer calls within two (2) hours of receipt of the call. Failure to respond within the time frame will be cause for assessment of damage charges.

Provide, with proposal, detailed information regarding office and after-hour communication. Upload the response to Section 3 through the Requested

Information section.

3.13 Communications

Contractor shall not contact clients unless specifically directed to by the County

Contract Administrator. All communication between County and Contractor shall be through the Contract Administrator.

Contractor/staff shall return Contract Administrators phone calls within two hours of receipt.

3.14 Consequences of Contractors Failure to Perform

County will give Contractor written, verbal, or electronic notice(s) of deficiencies by copies of mutually agreed on contract performance report and if instances of unsatisfactory service are not remedied by the following work service day, the cost of re-inspection may be applied.

The parties hereto agree that due to the obligations of contractor to maintain an effective inspections system, Contractor will be conclusively presumed to have actual knowledge of work not performed, and that therefore such written notice will not be a prerequisite for withholding payment for unperformed services.

A. In the case of non-performed work, at County’s discretion:

1. Will withhold from contractor’s invoice all billings associated with that location such non-performed work as set out in Contract.

2. May at its option, perform the services by County personnel or other means.

B. In the case of unsatisfactory work, at County’s discretion:

1. Will withhold payment from contractor’s invoice all billings associated with that location for non-performed work as set out in Contract.

2. May at its option, perform the services by County personnel or by other means.

C. Should County elect options A (1) or B (1) above, County will also deduct, as liquidated damages, to compensate County for administrative costs and other expenses resulting from the non-performance or unsatisfactory performance, an additional 10% of the applicable rates set forth in contract.

D. Should County elect options A (2) or B (2) above, County will also deduct an additional 20% of the rate set forth in contract in order to compensate County for administrative costs and other expenses incurred by County to obtain satisfactory completion of the services.

E. Repeated instances of non-performance or non-satisfactory performance will be grounds for termination of the contract for the default pursuant of the

3.15 Suspension of Work

County unilaterally may order Contractor, in writing, to suspend, delay or interrupt all or any part of the work for such period of time as they may determine to be in the best interest of County. Reasons may include, but not limited to, the following:

A. Fire or other casualty, which renders the facility or any part thereof, unfit for occupancy or use immediately.

B. Interruption of facility services or systems, such as utilities, elevator, plumbing, electrical, heating/cooling systems, which renders the facility or any part thereof unfit for occupancy or use immediately.

C. A facility or any part thereof remaining vacant or unoccupied immediately by virtue of County relocating the occupants to another facility; or performing remodeling, renovations, and/or construction within a facility or part thereof.

3.16 Notice of Suspension of Work

County will give notice of suspension of work and effective date as follows:

A. If work suspension is due to “A” or “B” above, verbal notice will be given within twenty-four (24) hours of effective date; written confirmation to follow.

B. If suspension is due to “C” above, written notice at least ten (10) working days in advance will be given prior to effective date.

Reduction in payment during a suspension period will be calculated on prorated basis of the proportion of the monthly rate listed on the Proposal Form.

3.17 Interrupted Service

In the event that County declares an emergency due to road or weather conditions or other reasons, and the building is closed for the day or opens late, or closes early, County may grant excused absences to Contractor’s employees or may require Contractor to have the employees make up the lost time in order to complete the cleaning duties. Contractor must make every effort to provide custodial services, particularly if the occurrence is on a Friday or is on a day preceding a holiday. Work should be performed during the holiday or weekend so that the building will be cleaned prior to office hours on the following workday.

3.18 Conduct of Employees

Employees of Contractor, while performing work under this contract, will not:

A. Remove any County property or personal property, equipment, monies, forms, or any other item from their place.

B. Engage in horseplay or loud boisterous behavior.

C. Play amplified sound equipment.

D. Be under the influence of alcohol or drugs.

E. Gamble.

F. Smoke.

G. Turn on or off or use any equipment other than Contractor's equipment.

H. Use any County telephone except a telephone designated by the building management for the purpose of business under this contract.

I. Open any desk, file cabinet, storage cabinet or refrigerator (unless refrigerator is designated for cleaning).

J. Disturb or remove any article from desks.

K. Consume any food or beverage, other than that brought with the employee or purchased from vending machines, and only in areas designated by the building management for regular breaks.

L. Engage in long conversations with security guards, visitors, or other individuals.

M. Take photographs of the building or its content.

N. Remove any documents, records, forms or paper of any kind.

O. Engage in any activity, which is not in, the best interest of County or is otherwise detrimental to the performance of this contract. If an employee arrives to the work site and their actions suggest intoxication, this person will be asked to confine their presence to a waiting area while a contract supervisor is contacted to the purpose of escorting the employee away from the building safely.

P. No unauthorized personnel are to accompany contract employees at job site (i.e. relatives, friends, guests and children).

Q. Employee must have clear background check.

R. All personnel working on a County project must be able to speak and understand English, both spoken and written.

Describe procedure used to assure compliance with above requirements.

Upload the response to Section 3 through the Requested Information section.

3.19 Discipline or Discharge of Employees

Any Contractor's employee whose employment or performance is objectionable to

County shall be immediately transferred from the premises. A request by County to transfer an employee shall not constitute an order to discipline or discharge the employee. All actions taken by the Contractor in regard to employee discipline shall be at the sole discretion of the Contractor. The department shall be held harmless in any disputes the Contractor may have with the Contractor's employees.

This shall include, but is not limited to, charges of discrimination, harassment, and discharge without just cause.

3.20 Staffing Requirements

Contractor will provide an adequate number of personnel for each work order to ensure that all services herein specified are accomplished. It is the Offeror(s) responsibility to determine and furnish the total staff hours.

3.21 Prevailing Wage

In accordance with Sections 1770 et seq. of the California Labor Code and the

Code of Federal Regulations (Davis-Bacon Act), determinations of the generally prevailing wages for various classes of workers in Ventura County have been made by the California Director of Industrial Relations as required by the California

Labor Code and by the U.S. Secretary of Labor as required by: The “Davis-Bacon

Act “.

As required by California Labor Code Section 1777.5 properly indentured apprentices will be employed on the work. Travel and subsistence will be paid in accordance with California Labor Code Section 1773.8.

The Determinations made by the State are on file at the County Purchasing Services

Office. A copy will be furnished without cost to the successful bidder, if requested.

The Contractor will post a copy of the wage rates at each job site at a location readily available to the workers.

The provisions of Articles 2 and 3, Division 2, Part 7, Chapter 1 of the Labor Code, State of California, are by this, reference, made a part of this Bid.

A copy of the prevailing rates of wages in Ventura County are available at the following website: http://www.dir.ca.gov/DLSR/PWD/index.htm .

o January 1, 2015: The call for bids and contract documents must include the following information:

▪ No contractor or subcontractor may be listed on a bid proposal for a public works project (submitted on or after March 1, 2015) unless registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5 [with limited exceptions from this requirement for bid purposes only under Labor Code section 1771.1(a)].

▪ No contractor or subcontractor may be awarded a contract for public work on a public works project (awarded on or after April

1, 2015) unless registered with the Department of Industrial

Relations pursuant to Labor Code section 1725.5.

▪ This project is subject to compliance monitoring and enforcement by the Department of Industrial Relations.

3.22 Insurance Requirements

http://www.dir.ca.gov/DLSR/PWD/index.htm

Successful Offeror shall acquire and…