Bid Document FY26-1015 Whittaker Community Center Floor Coating Project.pdf

Request for Proposal – FY26-1015 Page 1

TITLE AND SUMMARY

Request for Proposal No: FY26-1015

Request for Proposal Title: Whittaker Community Center Floor Coating Project

Request for Proposal Published: 10/02/2025 http://www.orangeburgcounty.org/

10/02/2025 BidNet Direct

10/02/2025 Bulletin Board, Basement, Purchasing

Invitation Composition: Request for Proposal (FY26-1015) - is composed of the following:

• Title and Summary pages

• Code Articles 1 through 7

• Scope of Work

• Certification of No Exceptions

• Certification of Preference(s)

• Addendum Acknowledgement

• Bidder Qualifications and Information

• Evaluation Criteria

Invitation Amendments: If any, will be published/posted on the following:

http://www.orangeburgcounty.org/

Bulletin boards located in/on:

Basement Floor, Procurement Office

Contracting Entity: Orangeburg County, South Carolina (“Owner”)

A political subdivision of the State of South Carolina

Procurement Coordinator: Jamie McClary, Procurement Director

Orangeburg County Procurement Office

1437 Amelia St. (“Administrative Center”)

Orangeburg SC 29115

(803) 533-6121 Office Phone Number

(803) 535-2307 Office Fax Number jmcclary@orangeburgcounty.org http://www.orangeburgcounty.org/%20/ http://www.orangeburgcounty.org/%20/ http://www.orangeburgcounty.org/%20/

Request for Proposal – FY26-1015 Page 2

PRE-SUBMISSION OF QUALIFICATIONS

• Requirements:

• No Pre-Bid meeting required. Please call

(803) 531-3282 for building access.

• Questions: If bidders have questions, same shall be directed to the

Procurement Director

• Mode of Communication via e-mail only

• No later than Wednesday, October 8, 2025

• Submission Composition:

Each submitted proposer is required to be composed of the following, including fully completed and executed forms:

• One Digital and One Hard Copy

• Code and Articles Acknowledgment

• Proposal Bid Sheet (Bidder’s Quote)

• Addendum Acknowledgment

• Bidder’s Certification of Qualifications and Information

• Certification of No Exceptions

• Certification of Preference(s)

• Submission Deadline: Wednesday, October 15, 2025, at 2:00pm

• Submission Location:

Procurement Office, 3rd Floor, Finance Dept.

1437 Amelia Street, Orangeburg, S.C.

• Opening Time: Wednesday, October 15, 2025, at 2:05pm

• Opening Location:

3rd Floor, Procurement Office, Finance Dept.

1437 Amelia Street, Orangeburg, S.C.

Submissions Will Not be Publicly Opened

Request for Proposal – FY26-1015 Page 3

PLEASE RETURN FORM WITH PROPOSAL

CODE AND ARTICLES

INCORPORATION BY REFERENCE

Articles 1 through 7 of the Code are incorporated by reference as if set forth verbatim in the attached bid document, including the use of security and bonds, required and forbidden contract terms, etc. As stated in the Code, by submitting a proposal, the vendor agrees that the Code governs this procurement from solicitation through completion of the resulting contract, including disputes, if any. ACCESS TO CODE. For 24/7 access to the Orangeburg County Procurement Code which governs this procurement, please visit https://www.orangeburgcounty.org/244/Procurement. In addition, a copy of the

Code is available for review without charge at the Office of the Procurement Director. If neither of those options meets your needs, a hard copy of the Code is also available for purchase at the Office of the Procurement Director. Failure to be familiar with the code does not absolve the submittal entity from compliance with the code. And will disqualify that entity if found in violation of the code.

METHOD OF SOURCE SELECTION

The source selection method applicable to this procurement is Competitive Sealed

Proposals, §5-301 of the Code.

The undersigned bidder understands and agrees to be bound to the Code in all matter arising from the attached bid document.

Printed Bidder’s Name

Signature of Bidder’s Authorized Agent

Printed Name of Bidder’s Authorized Agent

Title of Bidder’s Authorized Agent https://www.orangeburgcounty.org/244/Procurement

Request for Proposal – FY26-1015 Page 4

SCOPE OF WORK & SERVICE LOCATION

URETHANE FLOOR COATING FOR THE WHITTAKER COMMUNITY CENTER

Location:

Whittaker Community Center 2020 Whittaker St

Orangeburg, SC 29115

Pre-Bid meeting is not required to bid on this project; however, it is highly recommended to visit the site to confirm measurements and the condition of the VCT. All contractors must be registered with SAM.Gov and provide an Identification number to be eligible to bid on this project.

Objectives Install EPIC clear floor coating system over VCT flooring for all highlighted areas marked (1) thru (6) in Exhibit “A”.

REQUIRED INFORMATION

• Provide product Information for every product specified.

• Contractors must have qualification certification issued by the manufacturer confirming installers meet the necessary criteria.

• Contractors must provide materials certificates for each component of resin flooring from the producer.

• Contractors must provide maintenance instructions for the care of the floor coating.

• Contractors must provide material samples before proceeding with installation.

• Contractors must provide project schedule for resinous flooring.

1. QUALITY ASSURANCE

• Installer Requirements: A manufacturer-endorsed representative, skilled and authorized to install the flooring systems needed for this project.

• Installer must be certified by the resin flooring producer as competent to apply the specified systems.

• Acquire primary resin flooring components such as primers, resins, hardeners, fillers, and topcoats from a single supplier and manufacturer. Use ancillary materials like patching compounds, sealants, and repair materials recommended by the primary materials manufacturer.

• Pre-Installation Meeting: Organize a meeting at the project site before starting work or mockups.

• Mock-Ups: Execute mock-ups to confirm choices made from sample submissions and to

Request for Proposal – FY26-1015 Page 5 illustrate the aesthetic outcomes and establish benchmarks for material quality and workmanship. Preserve the mock-up area uncovered.

1.1 DELIVERY, STORAGE, AND HANDLING

• Transport materials in their original packaging and containers with intact seals, labeled with the brand and instructions for storage and mixing.

• Keep containers clean, devoid of foreign substances and leftovers.

• Daily, clear out rags and debris from storage locations.

1.2 PROJECT CONDITIONS

• Environmental Constraints: Adhere to the resin flooring manufacturer's guidelines on substrate temperature, ambient conditions, moisture, ventilation, and other factors influencing the application of resin flooring.

• Illumination: Ensure permanent lighting or mimic permanent lighting conditions during the application of resin flooring.

• Seal off areas to foot and vehicle traffic during and for at least 24 hours post-application, or longer as advised by the manufacturer.

2. MANUFACTURERS

A. Approved Manufacturers: Products Must meet the specifications provided by:

Ultra Durable Technologies

355 6th Ave N

Waite Park, MN 56387

(320) 258-2266 info@ultradt.com

B. UDT EPIC Clean & Seal System – Refer to manufacturer’s documentation for alternative product options.

• Topcoat: EPIC at 350 Square feet per gallon.

3. MATERIALS

• VOC Limits for Resinous Flooring: The resin flooring systems intended for interior use must meet specific VOC content limits as determined by 40 CFR 59 Subpart D (EPA

Method 24).

• Resinous Flooring: 100 g/L maximum VOC content.

3.1 HIGH-PERFORMANCE RESINOUS FLOORING

• Resinous Flooring: Offers a durable, seamless surface resistant to abrasion, impacts, and chemicals.

1. System Specifications:

• Color and Design: As specified by the manufacturers mentioned.

• Slip Resistance: Ensure a slip-resistant finish.

4. FLOOR PREPARATION

Request for Proposal – FY26-1015 Page 6

• Inspection: Examine all surfaces and conditions that the work will depend upon for flawless results. Notify of any conditions that may affect the work. No exemption from responsibility for incomplete, inadequate, or defective surfaces and conditions will be granted unless reported and consented to in writing before beginning the work. Starting the work signifies acceptance of the conditions.

• Surface Prep: Eliminate all contaminants, loosely adhering particles, efflorescence, oils, curing agents, paint, dust, and debris using approved mechanical methods (acid etching is prohibited).

Any prior coating must be fully removed. Refer to the EPIC Training Manual for procedure details. If the surface's condition is doubtful, conduct a test patch.

3.2 PRECAUTIONS

• All personnel must adhere to essential safety measures. Follow all installation guidelines provided by manufacturers meticulously.

• Alkalinity and Bond Testing: Confirm the pH of the prepared floor is within the acceptable range through manufacturer-recommended testing, proceeding only after passing these tests.

• Resinous Material Preparation: Blend components and prepare materials following the resin flooring manufacturer's instructions.

5. APPLICATION

• Apply the resinous flooring over the suitably prepared flooring surface strictly following manufacturer's specifications.

• Apply EPIC to a clean and prepared surface.

• Keep the surface temperature between 60°F and 80°F for at least 24 hours before applying the coating or as recommended by the manufacturer.

• Implement the resinous flooring system as instructed by the manufacturer to achieve a consistent, monolithic surface of the specified thickness.

• Ensure optimal adhesion between the substrate and the flooring system.

• Cure the resinous flooring as per manufacturer's guidelines, avoiding contamination during application and curing.

• For expansion and isolation joints in the substrate, follow the resin flooring manufacturer's instructions.

6. WORK COMPLETED

• Cleanup: Remove surplus materials, tools, equipment, and waste upon completion. Clean off splatters, drippings, and stains.

• Protection: Guard the finished work following the manufacturer's recommendations, using temporary covers as advised by the resin flooring manufacturer until fully cured, ensuring no traffic until the manufacturer confirms the coating's cure.

4. Other Contractor responsibilities

• Contractor shall be responsible for confirming measurements and material quantities.

• Contractors shall transport and furnish all labor and materials required for the project.

• Contractor shall be responsible for moving office furniture and equipment for work to be completed.

• Contractor shall be responsible for the safety of the public and vehicles while performing work.

• Contractor shall be responsible for keeping work area safe and secure from the public.

• Contractor shall be responsible for removal and disposal of all job-related trash and debris from the work site.

• Contractor shall be responsible for damage to property.

• Owner (OC) reserves the right to stop or reschedule work.

Request for Proposal – FY26-1015 Page 7

• Contractor shall follow all applicable City, County, State and Federal codes and regulations, as well as proper safety requirements.

• All work must be compliant with local and state codes.

• Equipment and materials staging and storage.

• Coordination of access with the Orangeburg County Facilities department.

6. Standards

• All work and equipment must meet state and local codes and ADA requirements.

7. Code Compliance

• Contractor will have sole responsibility to notify all agencies in regarding the date of installation, preliminary and final inspections by City Building Inspector. Contractor will be responsible for all fees required by the agencies having this jurisdiction.

8. Warranty

• At the completion of the project, the contractor shall provide a written one-year warranty.

The contractor shall be solely responsible for taking measurements, determining quantities, and installing work to suit any conditions encountered. This contract is for a turnkey installation. No direct deliveries will be made to the County of Orangeburg for County Personnel to unload or handle. Contractor will be responsible for coordinating delivery off-site and/or coordinating with delivery companies to unload the equipment directly.

During the work, the contractor will keep the work site clean and upon completion of the work shall remove all debris and trash from the job site. After the completion of the work, the contractor and a representative from the County of Orangeburg will inspect completed work. The successful bidder will contact the Facility Manager, Tim Seagraves (803)533-6069, to confirm date for the pre-construction meeting and the final inspection once determined. The contractor will submit to Tim Seagraves a schedule of the project start date and the anticipated substantial completion date. The contractor shall return to original condition, any property damaged or lost due to the negligent actions by the contractor, sub-contractors, or their employees.

Request for Proposal – FY26-1015 Page 8

EXHIBIT “A”

Request for Proposal – FY26-1015 Page 9

CERTIFICATION OF NO EXCEPTIONS

The Code requires bidders to give written notice with a submission if bidder will not accept a term of the Request for Proposal and the incorporated Code as a contract term. See Code §5304. In connection with that requirement, a bidder must complete this certification and include it in its submission. Bidder certifies the following regarding its bid:

1. Bidder AGREES to all the terms of the Invitation to Bid (including the incorporated Code terms) and takes NO EXCEPTIONS:

____ Yes ____ No

2. Bidder does NOT AGREE to all the terms of the Invitation to Bid, (Including the incorporated Code terms), and a COMPLETE LIST OF

BIDDER’S EXCEPTIONS to same are listed and described below:

____ Yes ____ No

IDENTIFICATION OF EXCEPTED BIDDER’S

TERM DESCRIPTION OF BIDDER’S SUBSTITUTED TERM BIDDER’S INITIALS

Exception 1: _______ _________________________________ ________

Exception 2: _______ _________________________________ ________

Exception 3: _______ _________________________________ ________

Exception 4: _______ _________________________________ ________

The undersigned bidder hereby certifies that the above-listed exceptions comprise the only exceptions bidder has to the attached bid documentation (including the incorporated Code terms).

The undersigned bidder understands and agrees that if it is the successful bidder, its attempt to claim any exceptions other than those listed above, shall result in the County having the right to claim the bid security bond, retract the intent to award or award, award to another bidder, and suspend and/or debar the bidder.

Signature of Bidder’s Authorized Agent Date of Signature

Request for Proposal – FY26-1015 Page 10

CERTIFICATION OF PREFERENCE(S)

The Code authorizes specific preferences. See Article 3. If a bidder is qualified for one or more preferences and desires to exercise the preference(s), then the bidder must complete and submit this form with their proposal. If a bidder is either (1) not qualified for any preference OR (2) is qualified, but does not desire to exercise any preference, then the bidder does not need to complete or submit this form with its proposal.

Bidder is qualified for and desires to exercise the following preference(s) as bidder has marked, below:

PREFERENCE 1

Bidder is a resident of the State of South Carolina: ____ Yes ____ No

PREFERENCE 2

Bidder is a resident of Orangeburg County, SC: ____ Yes ____ No

PREFERENCE 3

Bidder is an MBE (Minority Business Enterprise): ____ Yes ____ No

The undersigned bidder hereby certifies that bidder is qualified for the preference(s) above to which the bidder has indicated “Yes”. In addition, the undersigned bidder understands and agrees that if it is not qualified for a preference but claims to be qualified for a preference on this form, the County shall have the right to suspend and/or debar the bidder in accordance with the Code.

Signature of Bidder’s Authorized Agent Date of Signature

Request for Proposal – FY26-1015 Page 11

ADDENDUM ACKNOWLEDGEMENT

Bidder acknowledges receipt of the follow Addendum to the above-described procurement, agrees that same is/are hereby incorporated and made a part of the above-described procurement as if the

Addendum had been included in the original procurement documents:

ADDENDUM NO. ADDENDUM DATE INITIALS OF BIDDER’S AUTHORIZED AGENT

Bidder shall submit a completed Addendum Acknowledgement form with its submission.

Bidder may be disqualified from this procurement unless bidder submits a completed Addendum

Acknowledgement form referring to this Addendum with bidder’s proposal.

Signature of Bidder’s Authorized Agent

Request for Proposal – FY26-1015 Page 12

BIDDER QUALIFICATIONS AND INFORMATION

Bidder shall provide with its proposal, the following which should be collated, fastened together and clearly labeled “Bidder’ Certification of Qualifications and Information for Request for

Proposal No. “FY26-1015”. One original and one digital copy.

1. Documentation of bidder’s general viability to demonstrate bidder can satisfactorily and timely complete the scope of work, including evidence that bidder has all the following:

a. Adequate capital.

b. An acceptable credit rating.

c. Efficient office force with satisfactory record timely and sufficient materials delivery and communications skills to act as liaison with County.

d. Efficient and adequate field force with extensive knowledge of each type of work involved in the scope of work.

e. Everything also listed under Scope of Work

2. A description of any litigation within the last 10 years to which vendor has been a party.

3. Bidder must have Workmen’s Compensation Insurance (Orangeburg County as Certificate

Holder) if awarded bid. Attached copy of Workmen’s Compensation Insurance (optional)

Request for Proposal – FY26-1015 Page 13

EVALUATION CRITERIA

If Orangeburg County decides to go forward with the procurement, the award shall be made to the bidder whose request for services determines to be the most advantageous to the County taking into consideration the evaluation factors stated in this section. The evaluation shall be based in part on the County’s review and/or verification of the Bidder Qualifications Responses. The factors to be considered in evaluating are as follows, and are listed in order of relative importance:

(see note below)

1. Compliance with Scope of Work and Bidder Qualifications

2. Total cost to be incurred to the County

3. Bidder record of performances and integrity

4. Ability to deliver in a timely manner

5. Product Performance

6. Special features of the supply of service required for effective program performance; perceived appropriateness of offered product compared to RFQ requirements

7. Warranty Considerations

8. Maintenance availability

Note: The method of selection, Request for Proposal, does not require a numerical weighting for each factor. See Code §5-304.7.