Carpet Replacement_Suite 190_RFP.pdf

NorthWest Senior & Disability Services 3410 Cherry Avenue NE ∙ Salem, OR 97303

Mailing Address: PO Box 12189 ∙ Salem, OR 97309-0189 Phone: 503.304.3400 ∙ Fax 503.304.3434 www.NWSDS.org

Request for Proposals (RFP): Carpet Tile Installation and Hallway Carpet Repair – Salem Annex, Suite 190

Issue Date: February 6, 2026

Proposal Deadline: February 27, 2026 (Close of Business)

1. Purpose and Overview

The purpose of this Request for Proposals (RFP) is to solicit qualified flooring contractors to furnish all labor, supervision, tools, and related services and incidentals necessary to install approximately 7,100 square feet of owner-specified carpet tile in Suite 190 and to perform localized carpet tile repair in an adjacent hallway. Carpet tiles may be furnished either by NWSDS or by the contractor as specified in the proposal pricing structure. The scope also includes the installation of 4-inch cove base following carpet installation.

Work shall result in a fully adhered, visually uniform, trip-free flooring surface suitable for continuous commercial office use, with no visible adhesive bleed-through, lifted edges, or pattern misalignment.

2. Project Location

Salem Annex Building, Suite 190 3414 Cherry Ave NE Salem, Oregon

3. Scope of Work

The selected contractor shall provide all labor, tools, equipment, supervision, and incidentals necessary to complete the following work in a professional and code-compliant manner.

Contractor shall verify subfloor condition prior to installation and include all preparation necessary for manufacturer warranty compliance. Any required mitigation shall be identified and priced separately as an optional add-alternate.

3.1 Carpet Tile Installation – Suite 190

Install approximately 7,100 square feet of carpet tile throughout Suite 190.

Installation shall be performed in strict accordance with Patcraft installation guidelines so as not to void manufacturer warranties and follow industry best practices, including proper subfloor preparation, layout, and adhesive application.

Specified Carpet Tile Product (No Substitutions):

Manufacturer: Patcraft Collection: Mid Century Mad Collection Product Name: Orbital Style Number: 10379 Color: Doo Wop (#00770) Tile Size: 24” x 24” carpet tiles

Proposals that include alternate products or substitutions will be deemed non-responsive.

3.2 Hallway Carpet Repair

Perform localized carpet repair in the hallway adjacent to Suite 190 (Approximately 120 tiles). Replacement tiles shall match existing carpet in size, pattern orientation, and color to the greatest extent achievable. Final repair acceptance shall be based on reasonable visual continuity under normal lighting conditions at standing height and elimination of all trip hazards. Work may include removal and replacement of damaged carpet tiles to restore a uniform appearance and safe walking surface. Contractor shall verify repair approach during the site visit.

3.3 Cove Base Installation

Install new 4-inch cove base throughout areas affected by the carpet installation.

Cove base shall be rubber or vinyl commercial-grade material. Color shall be selected by Owner from standard manufacturer offerings prior to installation. Cove base will be installed after carpet tile installation and shall be cleanly finished at corners, transitions, and doorways.

4. Owner Responsibilities

The Owner will:

Provide access to the work site during agreed-upon hours

Coordinate site access and security requirements Identify any areas requiring special scheduling considerations

5. Contractor Responsibilities

The Contractor shall:

Conduct a site visit prior to submitting a proposal Verify measurements and existing conditions Contractor shall protect all adjacent finishes, occupied spaces, and building systems from fumes, dust, debris, and damage, and shall leave all work areas broom-clean at the end of each workday.

Contractor shall remove existing carpet tiles, adhesives, and associated materials in Suite 190 and dispose of them in accordance with applicable regulations unless otherwise directed by Owner.

All adhesives shall be low-VOC and suitable for occupied commercial environments. Work producing fumes or odors shall be coordinated to prevent exposure to staff or clients.

During carpet installation conducted in occupied facilities, the Contractor shall employ fume control and ventilation measures sufficient to protect building occupants from exposure to adhesive odors or vapors, ensuring no impact to adjacent occupied office spaces during normal business hours.

Remove and dispose of debris in accordance with local regulations Coordinate work to minimize disruption to building operations Comply with all applicable OSHA, state, and local safety regulations

6. Schedule Requirements

Proposers shall include:

Estimated project start date Estimated duration of work Daily work hours are 8:00 am to 4:30 pm Work shall be sequenced to allow continued business operations. Contractor shall identify any required area closures in advance.

7. Proposal Submission Requirements

Proposals shall include, at a minimum:

Company name, address, and primary contact information Description of relevant experience with similar projects References from similar projects.

Confirmation of specified carpet tile product compliance Detailed cost proposal broken out by labor, materials, and optional items o Cost proposals shall be presented in a clear line-item format, at minimum identifying: labor, carpet tile materials, adhesive and consumables, cove base materials, demolition/removal, and any optional or contingent costs.

Bidders are asked to provide two price proposals in their bids:

o Total price, including carpet tiles o Total price, if carpet tiles are provided by NWSDS

Proposals shall clearly state all assumptions and exclusions. Costs not explicitly identified shall be deemed included.

Proposals must outline all applicable warranties for materials and workmanship, including length of coverage and any conditions or limitations.

Proposed project schedule Proof of current insurance (general liability, workers’ compensation) Oregon CCB license number Identification of subcontractors that will be utilized on the project o All subcontractors will be required to show proof of current insurance (general liability, workers’ compensation) o Provide Oregon CCB license number

8. Evaluation Criteria

Proposals will be evaluated based on the following criteria:

Compliance with RFP and specified product Quality, Clarity and Completeness of proposal Demonstrated project experience, qualifications, and references Proposed schedule, timeline and availability Licensing, Insurance and Warranty Responsiveness and Communication Cost and pricing clarity Cost will be evaluated in conjunction with qualifications and is not the sole determining factor.

9. Site Visit

An optional site visit will be held on: Thursday, February 19, 2026 from 9:00 am to 12:00 pm PT, at the Project location (3414 Cherry Ave NE, Suite 190, Salem, OR 97303)

Contractors may arrive at any time during this period and should plan for approximately 30–45 minutes on site. All information provided verbally during the site visit is non-binding. Attendance is strongly encouraged as this will be the ONLY day site access will be available.

10. Conditions and Reservations

Issuance of this RFP does not obligate the Owner to award a contract or pay any costs incurred in proposal preparation. The Owner also reserves the right to:

Reject any or all proposals Waive minor irregularities Request clarification or additional information Negotiate final terms with the selected contractor The Owner reserves the right to award all or part of the work or to phase the project as operational needs require.

11. Submission Instructions

Proposals must be received no later than close of business on February 27, 2026.

Late, altered, or incomplete submissions will not be considered.

Submit proposals by mail or email ONLY:

Mailing Address:

NorthWest Senior & Disability Services ATTN: Business Operations and Technology Services Manager 3410 Cherry Ave NE Salem, OR 97303

Email: bots.mgmt.rfp@nwsds.org Please email proposals in a PDF format.

Contractors may submit questions by contacting:

Kapena Wong Business Operations and Technology Services Manager Phone: 503-304-3483 Email: kapena.wong@nwsds.org