DBS056-23 Installation of Carpet.pdf

IFB DBS056-23 On Call Installation of Carpeting, Resilient Flooring, Accessories, and Replacements

INVITATION FOR BID (IFB)

On Call Installation of Carpeting, Resilient Flooring, Accessories, and Replacements

ISSUED BY:

The Department of Purchasing & Supply Services, Kaniea Barnhardt Jr. Procurement Specialist

IFB NUMBER:

DBS056-23

RELEASE DATE:

April 3, 2023, PRE-BID MEETING: Not Applicable for this Solicitation

QUESTIONS DUE DATE/TIME:

BID DUE DATE/TIME:

April 14, 2023

May 1, 2023

DIRECT INQUIRIES TO: kaniea.barnhardt@pgcps.org eyvette.wright@pgcps.org

To All Prospective Bidders:

Prince George’s County Public Schools (PGCPS) is soliciting sealed bids from qualified vendors in response to IFB DBS056-23.

Solicitation Documents may be obtained by:

● Download the solicitation by accessing the Prince George’s County Public School Board’s website at the following link: https://offices.pgcps.org/purchasing/bids.aspx

● Download the solicitation by accessing eMaryland Marketplace link: https://ebidmarketplace.com/

Please respond according to the instructions provided in the IFB. Bidders are cautioned not to make changes to any of the terms and conditions or specifications in this solicitation, doing so may render a

Bidder’s bid unacceptable and subject to rejection.

The Department of Purchasing & Supply Services is not responsible for information obtained from sources outside the Prince George’s County Purchasing Office, including downloads from the County web-site. Bidders are directly responsible for obtaining updates, changes or addendums either from the updated web-page or by contacting the Purchasing Office for instruction. If the Bidder has questions, they must be in writing and directed to the procurement contacts specified. Failure to adhere to this requirement may subject the Bidder to immediate disqualification.

mailto:kaniea.barnhardt@pgcps.org https://offices.pgcps.org/purchasing/bids.aspx https://ebidmarketplace.com/

TABLE OF CONTENTS

PART I: INTRODUCTION AND BACKGROUND: 5

1. PURPOSE 5

2. SUMMARY OF SERVICES 5

3. NON-EXCLUSIVE 5

4. BIDDERS IN LEGAL PROCEEDINGS WITH PGCPS 5

5. PERIOD OF PERFORMANCE 6

6. OPTION TO EXTEND SERVICE 6

7. CONTRACT TYPE 6

8. SUBCONTRACTOR(S) / TEAMING PARTNER(S) 6

9. POINT OF CONTACTS 6

PART II: INSTRUCTIONS TO BIDDERS 7

1. BIDDER KNOWLEDGE OF TERMS AND CONDITIONS 7

2. BID SCHEDULE 7

3. BID SUBMISSION REQUIREMENTS 7

4. eMARYLAND MARKETPLACE ADVANTAGE (eMMA) 7

5. BIDDER MARKINGS 7

6. BIDDER SUBMISSION LAYOUT 8

7. BIDDER DELIVERY 8

PART III: SCOPE OF WORK 11

1. OVERVIEW 11

2. BIDDER QUALIFICATIONS STATEMENT 11

3. PROJECT AND REPAIR QUOTATIONS 12

4. REQUIREMENTS 12

5. MATERIALS/SPECIFICATIONS 13

6. INSTALLATION 15

7. SAMPLES – CARPETING/CARPET TILE 17

8. CARPET SYSTEM 17

9. COLOR/PATTERN 18

10. REMOVAL OF CARPET ATTACHED TO ASBESTOS CONTAINING MATERIAL (ACM) 18

11. ASBESTOS 19

12. INSPECTION 20

13. UNFORESEEABLE CONDITIONS 20

14. DAMAGE 20

15. VANDALISM/THEFT 20

16. PROJECT IMPLEMENTATION TIMEFRAME 20

17. MATERIAL MARK UP 20

18. WARRANTY 20

PART IV: BID EVALUATION AND AWARD 22

1. BID EVALUATION CRITERIA 22

2. BID AWARD 22

3. BIDDER RESPONSIBILITY 22

4. EVALUATION PROCESS 22

PART V: GENERAL TERMS AND CONDITIONS 24

1. PARTNERSHIPS 24

2. CORPORATIONS 24

3. SAMPLES 24

4. BID PREPARATION FEES 24

5. RIGHT TO PROTEST 24

6. APPEAL OF CONTRACT AWARD DECISION: 25

7. COMMENCEMENT OF SERVICES 25

8. ADDENDA 25

9. STATEMENT OF CONFIDENTIALITY 26

10. TERM OF AGREEMENT 26

11. PRE-BID MEETING 26

12. PAYMENT TERMS 27

13. MINORITY BUSINESS ENTERPRISE PROGRAM 27

14. LOCAL MBE INITIATIVE 27

15. MINORITY BUSINESS ENTERPRISE PROHIBITIONS 27

16. CYBER LIABILITY INSURANCE 28

17. LIQUIDATED DAMAGES 28

18. FINGERPRINT CRIMINAL HISTORY BACKGROUND CHECKS, CHILD PROTECTIVE

SERVICE CLEARANCES, AND SAFE SCHOOLS TRAINING REQUIREMENTS 28

19. EDUCATIONAL/MEDICAL/PSYCHOLOGICAL RECORDS 29

20. PROTECTION OF STUDENT RECORDS 29

21. LEGAL COMPLIANCE 30

22. EPA COMPLIANCE 31

23. BONDING 31

24. PERSONAL IDENTIFIABLE INFORMATION (PII) 31

25. BIDDER PERFORMANCE EVALUATION 31

PART VI: SPECIAL TERMS AND CONDITIONS 32

1. INVITATION FOR BID (IFB) 32

2. GENERAL REQUIREMENTS 32

3. PRICES 35

4. ITEM DELIVERY 35

5. GUARANTEE AND WARRANTIES 36

6. ANNULMENTS AND RESERVATIONS 37

7. TERMINATION OF CONTRACT 38

8. GOVERNING LAW & VENUE 39

9. CONTRACT TERMS AND CONDITIONS 39

10. CHANGES IN TERMS OR DELIVERY 41

APPENDIX A – BID AND ADDENDUM ACKNOWLEDGEMENT 42

APPENDIX B – PAST PERFORMANCE REFERENCES 44

APPENDIX C - NON-COLLUSION CERTIFICATE 45

APPENDIX D - DEBARMENT AFFIDAVIT 46

APPENDIX E - ANTI-BRIBERY AFFIDAVIT 47

APPENDIX F - CERTIFICATE OF INSURANCE COVERAGE 48

APPENDIX G - FINANCIAL BID FORM 51

APPENDIX H - MBE FORM 52

APPENDIX I – STATE OF MARYLAND TAX CERTIFICATION 53

APPENDIX J – CERTIFICATION OF COMPLIANCE 54

APPENDIX K – VENDOR CONFLICT OF INTEREST DISCLOSURE FORM 56

APPENDIX L – STATE OF MARYLAND CERTIFICATE OF GOOD STANDING 57

PART I: INTRODUCTION AND BACKGROUND:

The Board of Education of Prince George’s County (The Board) serves the needs of public education in Prince George’s County, covering approximately 1,789 square miles, with a residential population of more than 904,430. Prince George's County Public Schools (PGCPS), one of the nation's 20th largest school districts, has 208 schools and centers, has approximately

131,657 students and nearly 22,000 employees and an annual operating budget of $2.3 billion.

The school system serves a diverse student population from urban, suburban and rural communities located in the Washington, DC suburbs. PGCPS is nationally recognized for college and career-readiness programs that provide students with unique learning opportunities, including dual enrollment and language immersion. The Central administration headquarters is located at

14201 School Lane, Upper Marlboro, Maryland.

1. PURPOSE

The Board of Education of Prince George’s County (The Board) is issuing this Invitation for bid (IFB) to provide Installation of Carpeting, Resilient Flooring, Accessories, and Replacements as defined in Part III, Scope of Work. These services are to be performed principally for the Department of Building Services, however services may be requested by other Departments within the Prince

George’s County Public School system.

2. SUMMARY OF SERVICES

The BOARD requests bids for the work detailed and specified in the IFB. Typical services performed under this contract may include removing non-asbestos floor covering, furnishing, delivery and complete installation of commercial carpeting and resilient flooring with related accessories as required to make projects complete in all detail, in compliance with specifications herein, and manufacturer’s installation recommendations. Additional services performed may include emergency service calls for repairs on an as needed basis. The bidder shall be fully qualified and properly licensed to serve as a ready source for projects to support the furnishing and installation of the items listed in this IFB. Bids that do not meet all requirements will be considered non-responsive. All exceptions must be noted.

3. NON-EXCLUSIVE

The intent of this contract is to provide the Board with an expedited means of procuring supplies and/or services at the lowest cost. This contract is for the convenience of the Board and is considered to be a "Non-Exclusive" use contract. The Board does not guarantee any usage. The

Board will not be held to purchase any particular Brand, in any groups, prices or discount ranges, but reserves the right to purchase any item/service listed in the price schedule submitted under

Attachment A, Cost Bid Form.

4. BIDDERS IN LEGAL PROCEEDINGS WITH PGCPS

PGCPS recognizes the significant costs and imposition on the time of personnel associated with legal proceedings. Accordingly, PGCPS has adopted a process stating that:

“One factor, among others, that are to be considered when awarding a contract or purchase order is the existence of a pending legal dispute – whether in court or an alternative dispute forum – with any bidder or Bidder which has submitted a bid. Before including consideration of the legal dispute as a factor, the

Procurement Officer shall seek the advice of the Office of General Counsel regarding the legal dispute and shall obtain the concurrence of the CEO or his designee.”

5. PERIOD OF PERFORMANCE

The term of this Contract begins on the date the Notice of Award is signed by both the Bidder and

The BOARD (the “Effective Date”) and shall continue for a period of three (3) years (“Initial Term”).

In its sole discretion, The Board shall have the unilateral right to renew the Contract for two (2) one-year option periods successive (each a “Renewal Term”) at the prices established at contract award.

“Term” means the Initial Term and any Renewal Term(s).

6. OPTION TO EXTEND SERVICE

The Board may require continued performance of any services within the limits and at the rates specified in the contract. The option to extend provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 12 months.

7. CONTRACT TYPE

The contract resulting from this solicitation shall be Firm Fixed Price. Vendors are encouraged to partner with local bidders or firms if they don’t meet all the required expertise or MBE requirements.

8. SUBCONTRACTOR(S) / TEAMING PARTNER(S)

Subcontractor and or teaming partner information shall be included in response.

Unless otherwise stated within the IFB bid documents, the Contractor may not use any subcontractors to accomplish any portion of the services described within the IFB or the contract without the prior approval of the technical lead or Procurement.

9. POINT OF CONTACTS

The Bidder’s performance will be under the direction of the Procurement Department ensuring the bidder's compliance with the requirements of this contract to include managing the daily activities of the contract, providing guidance to the contract, and coordination. The Bidder shall be accountable to the end users on all matters relating to the scope of work.

PROCUREMENT CONTACTS TECHNICAL CONTACT

Kaniea Barnhardt Alex Baylor

Jr. Procurement Specialist (Do Not Contact)

Kaniea.Barnhardt@pgcps.org

Eyvette Wright

Procurement Supervisor eyvette.wright@pgcps.org https://www.lawinsider.com/clause/subcontractors?cursor=ClcSUWoVc35sYXdpbnNpZGVyY29udHJhY3RzcjMLEhZDbGF1c2VTbmlwcGV0R3JvdXBfdjM3IhdzdWJjb250cmFjdG9ycyMwMDAwMDAxNAyiAQJlbhgAIAA%3D mailto:eyvette.wright@pgcps.org

PART II: INSTRUCTIONS TO BIDDERS

1. BIDDER KNOWLEDGE OF TERMS AND CONDITIONS

Before submitting bids, bidders are expected to fully inform themselves as to the conditions, requirements, and specifications before submitting a bid. Bidder shall acquaint themselves with all conditions, requirements, and specifications, State and Federal governing laws, ordinances, etc. and familiarize themselves with all matters, which may affect the bid. The act of submitting a bid shall be considered as meaning that the bidder has so familiarize themselves; therefore, there shall be no misunderstanding or lack of information. Failure to do so will be at the Bidder's own risk and Bidder cannot secure relief on the plea of error. Neither law nor regulations make allowance for errors of omission or commission on the part of Bidders.

All correspondence concerning the bid and contract, including Notice of Award, copy of Contract, and Purchase Order, will be provided electronically.

2. BID SCHEDULE

The Solicitation milestones are listed with target dates. Please adhere to the schedule unless notified by way of an Addendum.

Solicitation Milestones Milestone Date and Time

Issue IFB Solicitation April 3, 2023, Pre-Bid Meeting Not Applicable

IFB Questions Due Date and Time April 13, 2023, 2:00 p.m.

IFB Sealed Bid Due Date and Time May 1, 2023, 2:00 p.m.

3. BID SUBMISSION REQUIREMENTS

In order to be eligible, bids must be received via eMaryland MarketPlace Advantage (eMMA) no later than 2:00 p.m. on May 1, 2023.

4. eMARYLAND MARKETPLACE ADVANTAGE (eMMA)

The eMaryland Marketplace law became effective on June 1, 2008 and requires units of State government, including those otherwise exempt from State procurement law, and all local government entities, to publish notices of procurement and procurement awards on the State’s ecommerce website eMaryland Marketplace Advantage (eMMA).

The electronic bid submission shall show the full business address, telephone number, email and fax number of the Bidder and be signed by the person or persons legally authorized to sign contracts and commit the company.

5. BIDDER MARKINGS

All bids shall be submitted without redactions. All sections of the bid that are considered Confidential or Proprietary shall be clearly marked within the bid. The Bidders’ shall provide justification for any and all confidential or proprietary information. Justification must be on a separate piece of paper and submitted with the Technical Bid.

6. BIDDER SUBMISSION LAYOUT

The completed bid documents(s) should be without interlineations, alterations, or erasures. The bid should present all information in a concise manner, neatly arranged, legible, and in terms understandable for evaluation. All information requested is to be addressed directly and completely. It is more desirable to give additional information than less when the answer could be misinterpreted. The submission layout will include four (4) parts. Each part shall be submitted as a separate file:

• Volume I - Technical

• Volume II - Cost

• Volume III - Minority Business Enterprise (MBE)

• Volume IV - Appendices

7. BIDDER DELIVERY

The bidder shall deliver their bid electronically through eMMA. Bidders shall retain one (1) original copy of the bid for their files. PGCPS may request the original notarized documents that were posted electronically before final award execution.

Only bids that are submitted via eMMA will be utilized during the evaluation process. Bids that are not submitted via this portal will be ruled non-responsive.

a. VOLUME I - TECHNICAL

The Technical Bid shall be submitted in PDF format. Bidders shall not include any pricing.

Bidder shall include a table of contents and all pages in the technical proposal must be numbered, consecutively from beginning to end and separated by tabs as described below:

1) TAB A – TRANSMITTAL LETTER

Bidder shall include a brief transmittal letter prepared on the Bidders’ letterhead, and signed by an individual who is authorized to commit the Bidder to the services and requirements in the IFB and Bid. This transmittal letter shall include:

• The name, title, address, telephone number, and electronic mail address of the person authorized to bind the Bidder to the contract and the person who will receive all official notices concerning this IFB.

• The Bidders’ Dunn and Bradstreet ID Number.

• A brief statement of the Bidders’ understanding of the work to be done, the commitment to perform the work, and a statement of why the firm believes it is best qualified to perform the work specified in IFB.

• A statement that the Bid is a firm and irrevocable offer for a period of one hundred twenty (120) days following the closing date for receipt of initial bids or the closing date for receipt of a best and final offer, if applicable.

2) TAB B – LEGAL CLAIMS

Bidder shall identify any claims during the past three (3) years and provide information on any pending litigation, lawsuits etc. The failure to provide accurate information may be determined to be a material breach of any future agreement or contract with The Board. If applicable, the Bidder must state no claims exist.

3) TAB C – EXPERIENCE AND CAPABILITIES

Bidder shall prepare and present a Technical Bid in such a way as to demonstrate the degree to which the bidder has actually performed similar work and has the technical expertise, capacity, staffing, experience and capabilities to perform and satisfy the requirements of the IFB.

b. VOLUME II - MINORITY BUSINESS ENTERPRISE (MBE)

A MBE goal of 10% has been established for the contract representing a percentage of the total Contract dollar value, including all renewal option terms. Minority Businesses included in the bid package at time of bid opening, cannot be changed without prior approval of the Director of Purchasing and Supply Services.

By submitting a response to this IFB, the Bidder acknowledges the overall MBE participation goal and commits to achieving the overall goal by utilizing certified minority business enterprises.

If the Bidder is NOT a MBE certified by MDOT, bidder shall include a full or partial waiver of the overall goal with the Bid.

Refer to Part V, General Terms and Conditions and 13.0 MINORITY BUSINESS

ENTERPRISE PROGRAM

To access forms, See MBE Administrative Procedures (AP) 3325.

https://www.pgcps.org/offices/general-counsel/administrative-procedures/3000---business--non-instructional-operations/ap-3325---minority-business-enterprise-procurement-procedures

c. VOLUME III – COST BID

The cost bid shall consist of the Financial Stability documentation and the Cost Bid

Form, Attachment A. Bids that do not include both will be ruled non-responsive.

1) Financial Stability is demonstrated through a commonly-accepted method that prove the bidder’s fiscal integrity. If available, the Bidder shall include Financial Statements, preferably a Profit and Loss (P&L) statement and a Balance Sheet, for the last two (2) years (independently audited preferred). The Bidder may supplement its response to this

Section by including one or more of the following with its response:

a. Dun & Bradstreet Rating;

b. Standard and Poor’s Rating;

https://www.pgcps.org/offices/general-counsel/administrative-procedures/3000---business--non-instructional-operations/ap-3325---minority-business-enterprise-procurement-procedures https://www.pgcps.org/offices/general-counsel/administrative-procedures/3000---business--non-instructional-operations/ap-3325---minority-business-enterprise-procurement-procedures https://www.pgcps.org/offices/general-counsel/administrative-procedures/3000---business--non-instructional-operations/ap-3325---minority-business-enterprise-procurement-procedures

c. Lines of credit;

d. Evidence of a successful financial track record; and

e. Evidence of adequate working capital.

2) Bidders shall provide the Cost Bid in excel format (Attachment A). Do not amend, alter, or leave blank any items on the Bid Form or include additional clarifying or contingent language on or attached to the Bid Form. Items or costs required to provide the services and deliverables as proposed, but not identified will be the sole responsibility of the Bidder.

All pricing shall remain fixed for the full contract term, including renewals thereto unless an escalation or adjustment is included herein. The Cost Bid shall include all-inclusive rates. Bidders should not include any portion of their Technical Bid in its Cost Bid.

d. VOLUME IV - Appendices

The Bidder shall sign, date, and notarize where applicable all appendices identified.

Appendices shall be packaged together as one file and delivered under Volume IV.

o Appendix A – Bid and Addendum Acknowledgement o Appendix B – Past Performance References o Appendix C – Non-Collusion Certificate o Appendix D – Debarment Affidavit o Appendix E – Anti-Bribery Affidavit o Appendix F – Certificate of Insurance Coverage o Appendix G – Financial Bid Form o Appendix H – MBE Form o Appendix I – Certificate State of Maryland Tax Certification o Appendix J – Certification of Compliance o Appendix K – Vendor Conflict of Interest Disclosure Form o Appendix L – State of Maryland Certificate of Good Standing

Failure to provide any of the requested information or documents in this solicitation may render the bid non-responsive.

PART III: SCOPE OF WORK

1. OVERVIEW

The Board requests sealed bids in response to this invitation for Bid (IFB) for Installation of Carpeting, Resilient Flooring, Accessories, and Replacements on an as needed basis. This means that required jobs will be assigned to the contractor as the job develops/project occurs during the term of this contract. The Bidder shall provide all necessary labor, materials, delivery and equipment necessary to remove existing non-asbestos floor coverings and install new, complete, floor coverings and related accessories as required in compliance with the recommended manufacturers standards and laws in accordance with manufactures guidelines throughout PGCPS.

The term Bidder shall be defined as an individual, partnership, or corporation which submits a bid in response to this IFB.

PGCPS intends to issue a multiple award contract. All subcontractors are at the responsibility of the Prime Bidder. Bidder(s) shall be required to visit various locations throughout PGCPS, as requested, to take measurements and develop cost bids for each project. The bidder shall be responsible for obtaining any applicable licenses/permits to complete the work.

The technical specifications are contained in the IFB. Responses submitted must meet or exceed all requirements. Bids that do not meet or exceed all requirements will be considered non-responsive. All exceptions must be noted.

2. BIDDER QUALIFICATIONS STATEMENT

Each bidder must provide a qualifications statement to indicate they meet or exceed all requirements listed.

a. Bidder shall be a business firm with not less than five (5) years of experience providing commercial floor covering installation of carpet and resilient flooring, floor preparation and related accessories similar to those specified herein and shall demonstrate the ability to have a sufficient number of installers work at various locations simultaneously.

b. Bidder shall be approved and certified by carpet manufacturer for all brands the bidder bid for each project.

c. The bidder shall list supervisor and employees by name and certifications or licenses information for dedicated the qualified technicians that are applicable for carpeting and flooring installation services under the IFB at request.

d. Each bidder shall be qualified by experience, organization, scheduling and coordination ability, and shall demonstrate the necessary labor and equipment to perform the work called for in the IFB.

e. The bidder shall have experience with work of similar type and size to PGCPS and such experience shall be based upon projects that have been completed by the bidder within the last five (5) years.

3. PROJECT AND REPAIR QUOTATIONS

The awarded bidder(s) shall be notified by the PGCPS designated representative for when installation of carpet, resilient flooring, accessories, and replacements services is required. No installs or repairs shall be made without prior PGPCS authorization. PGCPS will not pay for any non-authorized repairs.

a. Bidder shall provide quotations for each project undertaken. The Bidder project cost shall be all inclusive of all labor, materials, delivery and equipment costs for the complete project. Bidder shall break down all costs associated with the specific project work. Breakdown shall consist of separate line items for labor according to employee title, number of hours anticipated to complete the work for each employee, and materials. Lump sum quotations that do not provide the breakdown as detailed above shall not be accepted. Separate unit prices for materials and labor shall be applied to projects as requested by PGCPS.

b. The Bidder shall be responsible for verifying all conditions prior to implementation of the scope of work for each project and shall provide a written statement that acknowledges the review of the management plan held at each site prior to the start of work assigned.

c. The PGCPS Building Supervisor or their designated representative must authorize all repairs. The Bidder shall bill only for the hours worked at the PGCPS location. PGCPS will not pay for travel time to and from the location.

d. Samples must be provided for all work performed and submitted with quotation.

4. REQUIREMENTS

a. It is anticipated that most of the work under this contract will be performed during June, July and August. Therefore, the successful bidders must be able to demonstrate they have the ability to perform if awarded a contract.

b. Work is expected to be performed during normal business hours from 7:00am – 3:30pm, Monday through Friday. Some installations and replacements are in occupied and furnished rooms, and will be performed during non-school hours, as necessary, in order to minimize impact and disruption to the classrooms and other areas and facilities. If a project is required on evenings, weekends or holidays, the successful bidder(s) shall work with the Building Services Supervisor or Designee to develop a specific project schedule.

c. Any overtime incurred outside of the scope requirement parameters will be at the expense of the bidder. The bidder shall reimburse PGCPS for the overtime cost of having PGCPS building services personnel on site. These overtime costs will be tracked and deducted from the bidder’s final invoice.

d. All work shall be performed in accordance with the latest applicable Carpet and Rug Institute recommendations, laws, codes and regulations of the various bodies of the State of Maryland, Federal/Local Governments, ADA and all others having jurisdiction.

e. All work is subject to inspection by PGCPS at any time. Any work requiring reinstallation will be performed at the bidder’s expense.

f. The bidder shall furnish the services of an experienced supervisor with a minimum of 5 years of experience, who shall be in charge of the work and provide direction to the crew at all times.

5. MATERIALS/SPECIFICATIONS

a. Carpeting

1. Pre-cured, mill applied or other “dry” adhesive system (2.02E) when available.

Otherwise, adhesive should be full spread, extremely low VOC in compliance with CRI Indoor Air Quality Testing Program requirements, compatible with materials being adhered, as recommended by the Manufacturer.

2. Hot-melt seaming adhesive or similar product recommended by carpet manufacturer or taping seams and buttering cut edges at backing to form secure seams and preventing pile loss at seams. Failure to use the required adhesive will result in the removal of any carpet that has been installed with reinstallation of carpet using approved adhesive performed at the bidder’s expense.

3. Miscellaneous materials, as recommended by manufacturers of carpet and other carpeting products, selected by the bidder to meet project installation requirements, shall be submitted to the Building Services Supervisor or Designee for approval, prior to installation.

b. General Carpet Specifications

Carpet Flammability:

Pill Test (ASTM D2859 or CPSC FF-1-70) Passes Radiant Panel Test (ASTM E648) ≥ 045 watts/cm2, Class

Smoke Density (ASTM E662) ≤ 450 Flaming Mode

Dimensional Stability < 0.10% change (Aachen Method Din 54318)

Static Generation at 70˚ F (AATCC 134 w/neolite) ≤ 3.0 kV at 20% R.H.

Lightfastness (AATCC 16E) 4.0 after 60 hours

Crocking (AATCC 165) 4.0 wet, dry

Nitrogen Dioxide (AATCC 164) 4.0

Ozone Fade (AATCC 109) 4.0

Antimicrobial (AATCC 174, PartII) ≥ 95.0% reduction

Fungicidal (AATCC 174, Part III) No growth

Soil/Stain Protection (AATCC 175-1991) ≥ 8.0 on the Red 40 Stain Scale

Appearance Retention (CRI TM101) Severe Use

1. All carpet shall be tufted, manufacturer’s first quality and recyclable through an existing carpet reclamation program.

2. Dye Lots – Each specified carpet tile style shall have mergeable dye lots (same color manufactured at different times blending with no distinguishable variation) and require no more than 1% attic stock.

3. Installation Method & Waste – Specified carpet tile must install in a non-directional method (no attention to pile direction required during installation) and should produce no more than 2% waste during installation.

4. Specified carpet must have climate Neutral certification, ensuring that all greenhouse gas emissions associated with the life cycle of the product have been offset.

c. Manufacturers - Subject to compliance with requirements, provide products by the following:

1. SHAW: Expert Broadloom 12’Carpet

2. SHAW: Expert Eco Work Carpet Tile

3. COLLINS AND AIKMAN: 1957 Crayon

4. MILLIKEN: Centro Carpet Tile 36”

d. Resilient Flooring

1. All materials including tile, base and adhesives are to be certified in writing as asbestos free building materials.

2. Vinyl composition tile shall be 12" x 12" x 1/8" with through color pattern. Armstrong

Corp., John Manville or GAF Rubberoid shall manufacture tile. Tile selection shall be from Manufacturer's standard grade commercial tile, Armstrong Imperial Texture Excelon or pre-approved equal.

3. The color of the tile shall be Armstrong’s Cottage Tan, or a reasonable facsimile as selected by the Board from manufacturer's standard colors, or as specified by PGCPS.

4. Base shall be vinyl set-on type and have rounded top and cove base. Provide preformed internal and external corners.

5. Color shall be as selected by PGCPS from manufacturer’s standard colors.

6. Primers and adhesives shall be waterproof, specifically recommended by the manufacturer of the resilient material for each material location and condition. Do not use asphalt emulsions and other non-waterproof types. Provide Material Safety Data

Sheets (MSDS) sheets for all primers and adhesives utilized to the Building Services Supervisor or Designee for approval prior to project installation.

7. Adhesive used shall be Envirotec Healthguard Adhesive, Number 2033 or equivalent.

8. Material used to skim coat floors shall be equal or equivalent to Ardex SD-F.

Manufacturers material data cut sheets are to be submitted to the Building Services Supervisor or Designee for approval prior to project installation.

6. INSTALLATION

a. Installation of Wall-to-Wall Carpet/Carpet Tile

1. Carpet shall be laid wall-to-wall, by skilled workmen, following best commercial practices under qualified supervision. IT SHALL BE LAID DIRECTLY TO THE FLOOR.

2. Carpet shall run in the same direction with minimum number of seams and so installed that minimum number of sections are used. No seams shall occur at doorways and entry perpendicular to doors or entries.

3. Adhesive will be used to glue wall-to-wall carpet to the floor.

4. Edges not butting vertical surfaces of building shall be provided with vinyl reducer strips.

5. Prior to installing carpet, floors must be broom cleaned to remove all dirt and debris.

Completed areas must be broom or vacuum cleaned, all spots removed, and carpeting left free of all threads or other debris incidental to the work.

6. Labor and Workmanship must be warranted for a period of two (2) years.

7. Installation shall commence no later than two (2) weeks after receipt of a purchase order or notice to proceed and continue without interruption until completion. All installations must be complete within five (5) work days of commencement or as specified by Building Services Supervisor or Designee.

8. No debris or trash generated by this work shall be disposed of on PGCPS property or in

PGCPS dumpsters/trash receptacles.

9. Plastic/Vinyl reducer strips will be used during installation at the discretion of PGCPS and approval by the Building Services Supervisor or Designee.

10. Installation of 4" vinyl cove base or carpet base shall be included in the price quoted for each job. Failure to include cove base or carpet base in the initial cost bid will not relieve the bidder from the responsibility. The bidder shall incur all expenses related to this oversite.

a. The bidder is required to provide a linear foot cost to be used by PGCPS to reduce the job cost if the Board decides not to have the 4" vinyl cove base or carpet base installed on a particular job.

b. The bidder shall provide a linear foot differential to adjust the total job cost for substituting 5" vinyl cove base.

c. The bidder shall provide a linear foot differential to adjust the total job cost for substituting 6" vinyl cove base.

b. Installation of Resilient Flooring (Substrate Preparation Installation)

1. Install materials in accordance with instructions of manufacturer and with these specifications. All materials shall be new, in good condition and free of defects.

2. It is the bidder's responsibility to thoroughly inspect, clean and prepare (patch, level, etc.) the concrete or sub floor prior to the installation of the new flooring materials.

Preparation of the substrate includes, but is not limited to “skim-coating” the entire work area with the specified type of material. Starting of work shall imply proper condition of the substrate for receiving flooring and conditions under which the installation is performed. No adhesive can be spread until the after inspection and approval by the Building Services Supervisor or Designee.

Please Note - Failure to “skim-coat” the entire work area and/or not obtaining approval to proceed by the Building Services Supervisor or Designee, prior to mastic or tile installation, may result in the bidder having to remove any installed material(s) to allow PGCPS to inspect preparatory work. All costs associated with the removal of the materials and replacement shall be incurred by the bidder. Re-using removed materials is not acceptable.

3. Use the proper adhesive for each type of resilient material and surface, without adulteration or reduction, in accordance with manufacturer's instructions.

4. Cover with adhesive, only the amount of area which can be covered with flooring material within the recommended working time of the adhesive.

5. Lay tiles smoothly, without air pockets, in accurate alignment, with joints brought in tight contact and without raising and puckering at joints, telegraphing of adhesive spreader marks or sub-floor irregularities through tile or other surface imperfections. Tightly cement to the substrate.

6. Cut, fit and scribe flooring material to fit neatly at walls, breaks, recesses, pipes, doorframes, cabinets, fixtures, equipment, saddles and edgings. Butt flooring tightly to other materials and surfaces.

7. Extend flooring continuously under partitions or locate within spaces according to the instructions provided by the Building Services Supervisor or Designee.

c. Installation of Associated Cove Base and Carpet Base

1. Provide top-set cove base with accessories in all other locations where resilient base is required. PGCPS reserves the right to substitute matching manufacturer’s carpet base.

2. Set base straight, scribe neatly and fit tightly to floors, walls, plasters and other building features. Maintain accurate level and alignment. Bottom edge of cox-type base shall be in continuous contact with flooring.

3. Apply base at drywall, plaster and/or masonry walls in accordance with the base manufacturer's requirements. Prepare surface to receive base as required by base manufacturer. Refer to manufacturer’s guidelines for adhesion guidelines.

7. SAMPLES – CARPETING/CARPET TILE

a. Bidder shall submit carpet samples for projects assigned. Carpet samples shall be approximately 12"x12" and be accompanied by manufacturer's specifications covering construction of the carpeting and identified to the bidder.

b. Bidder shall submit the manufacturer's carpet specifications, including an independent laboratory certification of flame spread or 75% or less, fuel contribution of 30 or less, and NBS smoke density of 450 of less flaming mode, and certify that all materials be relatively non-toxic when subjected to heat.

c. Certifications must be on manufacturer's or independent laboratory's letterhead. If a bidder proposes to substitute any carpet or adhesive for the materials indicated, the following information must be provided on manufacturer’s or independent laboratory’s letterhead.

8. CARPET SYSTEM

A. The material contents of the product.

B. Identification and quantified amounts of substances that are listed on either

1. the International Agency for Research on Cancer List of Chemical Carcinogens

2. the Carcinogen List of the National Toxicology Program; or

3. the Reproductive Toxin List of the Catalog of Teratogenic Agents

C. Emission factors for VOCs contained in the product (mg/m2hr.)

4. Product TVOC emission factor (e.g., 1, 7, 30 days after manufacture for solid products such as carpet and 1, 4, 24, 48 hours for wet products such as adhesives) (mg/m2hr.).

5. The emissions test protocol used.

6. The organization evaluating the product.

D. Samples for Initial Selection Purposes: Submit manufacturer’s standard size samples and color yarns showing full range of colors, textures and patterns available for each type of carpet required. Submit samples of full range of manufacturer’s standard colors of transition strips and accessory items.

E. Samples for Verification Purposes: Submit the following:

1. 12" x 12" samples of each type of carpet material required.

2. 6" long samples of each type exposed edge stripping and accessory items.

F. Prepare samples from same material to be used for the work.

G. Failure to submit required samples and specifications shall rule your bid for each project non-responsive and, therefore, may not be considered.

9. COLOR/PATTERN

A. The prices shown must be based on the selection of one (1) pattern and of one (1) color.

B. Color to be determined on a site by site basis.

10. REMOVAL OF CARPET ATTACHED TO ASBESTOS CONTAINING MATERIAL (ACM)

A. When it is known, that the carpet is attached to ACM.

1. The bidder shall carefully pull the carpet in such a way that the ACM does not become detached from the substrate and/or breaks into pieces. If the ACM becomes detached and/or breaks into pieces, the bidder shall immediately stop work and contact the BOARD’s Environmental Office at 301-952-6500. The BOARD will evaluate the condition through a phone conversation or a visual inspection when necessary. When required, the job will be temporarily suspended until the proper arrangements can be made to have the ACM legally abated by a licensed asbestos abatement firm. If the job is temporarily suspended, the BOARD will arrange for the proper removal and disposal of the carpet and ACM. After that aspect is completed, the carpet installer will be notified to install the new carpet and the associated purchase order will be reduced by the amount previously determined to cover removal and disposal.

2. The BOARD will not be responsible for any costs associated with any delays related to the above requirement.

3. The bidder shall be liable for any clean-up charges affiliated with asbestos fiber release caused when the above listed conditions were not followed.

B. When it is undetermined if the carpet is attached to ACM, the bidder shall assume that any relative vinyl or asphalt floor tile is ACM and handle it the same utilizing the methods listed.

11. ASBESTOS

A. This is to notify all Bidders of the existence of asbestos containing materials used in the

Prince George's County Public Schools. Bidder’s employees, including subcontractor, are prohibited from conducting any activities that can result in damage to asbestos containing material or in the release of asbestos fibers into the air. The Prince George's County Public Schools has inspected all buildings per the Asbestos Hazard Emergency Response Act (AHERA) and maintains a management plan for each building that details the location and condition of all asbestos containing materials. It is required that a responsible official of the successful Bidder’s company visit the Prince George's County Public Schools Environmental Office to review and understand the management plan for the building(s) involved in this specification prior to bidding on any project. Access to the material is required. THE PROJECT SHALL NOT BE AWARDED UNTIL THIS

REQUIREMENT IS MET.

B. The BOARD recognizes that Bidder’s may need to review the management plans and/or make a site visit to the school involved in the specification before submitting their bids. It is the Bidder’s responsibility to arrange visit to review management plan. Bidder should call the Prince George's County Public School’s Environmental Office at 301-952-6500 to plan for such actions.

C. The Bidder shall be responsible for all asbestos removal within the work area and shall include in his bid all costs related to asbestos removal.

D. It is the Bidder’s responsibility to make his/her employees and all Subcontractor’ employees aware of the existence and location of all asbestos containing material and to take appropriate action in accordance with all applicable federal, state and county guidelines whenever the Bidder has discovered any of the following conditions:

1. Asbestos containing material in the work area that must be removed before the Bidder will be able to continue work.

2. Asbestos containing material in the work area that has preexisting damage.

3. Asbestos containing material in the Bidder’s work area that is undamaged, but which may be affected by the Bidder’s activity.

4. Work performed by the Bidder has resulted in damage to asbestos containing material or otherwise has caused the release of asbestos fibers into the air.

E. The BOARD reserves the right to back charge the Bidder for the actual cost of all measures required by the BOARD to correct asbestos damage or fiber release episodes that are the result of the Bidder’s actions. The BOARD also reserves the right to conduct work in progress inspections at any time. The BOARD personnel conducting these inspections will have the authority to immediately stop work if they find work practices that result in damage to asbestos containing material or otherwise result in asbestos fiber release.

12. INSPECTION

All work shall be subject to inspection and approval by the PGCPS designated representative to ensure that a high quality of work is performed. The PGCPS designated representative will stop the project work if all project specification requirements are not met. All corrections shall be completed as soon as the Board notifies the bidder at no additional cost to the Board.

13. UNFORESEEABLE CONDITIONS

Should an unforeseeable condition arise, the Bidder shall immediately contact the Building

Service Representative for guidance and resolution of the matter while on site.

14. DAMAGE

Damage by the Bidder to any person or adjacent surfaces, shall be repaired and or compensated by the Bidder. If possible, the bidder shall rearrange or work around the unforeseeable condition if possible.

15. VANDALISM/THEFT

It shall be the sole responsibility of the Bidder to protect and safeguard materials and/or equipment. PGCPS shall not assume any responsibility for vandalism or theft of the bidder’s materials, products, and/or equipment. The Bidder shall obtain permission from the PGCPS

Building Services Supervisor or Designee before storing materials/equipment on PGCPS premises.

16. PROJECT IMPLEMENTATION TIMEFRAME

No work shall not commence prior to receipt of a Purchase Order or authorization to proceed has been given by the Procurement Department. The PGCPS Building Service Supervisor or its designee may authorize work to start prior to receipt of a Purchase Order only in the case of an emergency in order to meet critical timelines.

17. MATERIAL MARK UP

The Bidder may be required to provide materials to fulfill the requirements of the contract. If the Bidder provides materials, rental equipment, and/or subcontractor, the compensation will be based on the actual cost of the equipment rental and/or subcontractor and shall not exceed a 10% markup. With the exception of materials used in repairs, which will be based on the actual cost of the materials with a mark-up equal to the percentage provided on the cost bid form (Attachment A). Invoices, which include materials, and equipment rental, or subcontractor charges shall be accompanied by supplier’s/subcontractor’s original invoices to substantiate cost to Bidder. The Bidder shall make every attempt to obtain the lowest price for the materials and equipment rental equipment.

18. WARRANTY

The successful bidder shall provide a warranty of two (2) years for all work performed. During this time, the successful bidder shall, without undue delay, make any necessary adjustments, replacements or repairs, to the satisfaction of the Board, without additional costs. Warranty response time shall be 24 hours.

The successful bidder shall provide a minimum ten (10) year full unconditional warranty, signed by the installing Bidder and the manufacturer (carpet mill) against wear, failure of static protection, delamination of secondary backing or edge ravel, and tuft bind pull as follows:

a. Wear - Guarantee that the carpet will lose no more than 10% by weight of pile face fiber during the ten (10) year period commencing at the time of acceptance of the installed carpet.

b. Static Protection - Guarantee that the carpet will give protection from static discharges in excess of 3.5 KV when tested under AATCC-134 at 70°F and 20% relative humidity.

c. Backing Lamination - Guarantee that the secondary backing of the carpet will not delaminate during the ten (10) year period.

d. Provide a ten- (10) year guarantee against edge ravel. Seams to be guaranteed by carpet manufacturer.

e. Provide ten- (10) year guarantee to have minimum average tuft bind pull of 20 lbs., wet or dry when tested under ASTM D1355.

f. Exclusions: Disfigurement or damage caused by the Owner when that damage does not arise out of a defect in the carpet is excluded.

PART IV: BID EVALUATION AND AWARD

1. BID EVALUATION CRITERIA

The Bids will be evaluated based on the Total Bid Price, as per COMAR 21.02.13. All responsible

Bidders will be ranked from the lowest (most advantageous) to the highest (least advantageous) price based on the Total Bid Price as submitted on the Attachment A – Cost Bid Form.

The evaluation criteria include Bidder responsiveness, demonstration of capability to perform, price factors, and responsibility. The evaluation will be based on the process described herein.

2. BID AWARD

Bidders must bid all line items. Partial or incomplete bids will be rejected unless otherwise stated in the solicitation. The Board reserves the right to make the award by item, or groups of items, or

Total Bid Price if it is in the best interest of the Board.

The Award of this contract will not be final and complete until after: (1) Bidder is active in iSupplier, (2) the Bidder submits complete and satisfactory documentation required under the

Contract and/or documentation required by the Procurement Officer; and (3) the Contract is signed by the Department following any required approvals of the Contract, including approval by the Board, if such approval is required.

Tie Bids will be decided pursuant to COMAR 21.05.02.14.

3. BIDDER RESPONSIBILITY

Only bids that are submitted via eMMA will be utilized during the evaluation process. Bids that are not submitted via this portal will be ruled non-responsive. No Bidder, including any of their representatives, subcontractors, affiliates and interested parties shall contact the technical lead or any person involved in the evaluation of the bids. All inquiries related to this procurement must be handled by the procurement officials identified on the cover page. Failure to comply with this directive may, at the sole discretion of the Board result in the disqualification of a Bidder from the procurement process.

4. EVALUATION PROCESS

The evaluation will be based on the process described herein. The Board reserves the right to:

(1) Waive any informality; (2) Reject any or all bids, or portions thereof; (3) Cancel an IFB and re-solicit bids; and/or (4) Negotiate with the lowest responsive and responsible bidder to determine if that bid can be improved.

IFB Bids are not opened publicly, but in the presence of at least two (2) Purchasing and Supply

Services personnel. Once the bids are opened, the Buyer will prepare a Bid Tabulation document that summarizes the bids received. This document will be available for inspection after issuance of Notice of Award.

The award will be issued without discussion to the responsible and responsive bidder whose bid meets the requirements and evaluation criteria set forth in the IFB, and is either the most favorable bid price or most favorable evaluated bid price. If for any reason, the bid cannot be awarded to the lowest responsible and responsive bidder whose bid meets the requirements and is the most favorable evaluated bid price, the recommendation shall be approved by the Board prior to awarding the contract.

PART V: GENERAL TERMS AND CONDITIONS

1. PARTNERSHIPS

Bids by partnerships shall be signed with the partnership name by one of the members of the partnership or by an authorized representative, followed by the signature and designation of the person signing, who shall also state the names of the individuals composing the partnership.

2. CORPORATIONS

Bids by corporations shall be signed with the name of the corporation, followed by the signature and designation of the officer having authority to sign. When requested, satisfactory evidence of authority of the officer signing on behalf of the corporation shall be furnished. Anyone signing the bid as agent shall file satisfactory evidence of authorization to do so.

3. SAMPLES

Bidders will be required to submit samples of each product for awarded projects with an affidavit stating that the chemical composition of the sample submitted is identical with the composition tested prior to the bid and all remain unchanged during the period of the contract. This requirement shall be part of the specifications of the product or products requested if applicable.

Samples are required to be properly tagged. Sample and descriptive data shall be submitted to the address specified no later than the date specified. The tag on the sample shall indicate the item number, the name of the company submitting the sample, and the IFB number. The Board will not be responsible for any samples not picked up within 30 days of the notification of Vendors to do so. Samples may be retained by The Board until Vendors are notified to remove them.

Vendors agree that The Board will incur no liability for samples that are damaged, destroyed, lost, or consumed in testing processes. Failure to submit the above information when requested is sufficient grounds for rejection of the bid submitted for the project.

4. BID PREPARATION…