Flooring and Wall Covering Services and Materials_VCCS-NRCC-24-27563_Final.pdf

Invitation for Bids

Issue Date: September 20, 2023

IFB Number: VCCS-NRCC-24-27563

Title: Flooring and Wall Covering Services and Materials

Commodity Code: 91444 - Flooring 36010 - Carpets and Rugs: Cotton, Synthetic, Wool, etc.

63093 - Wall Coverings, Fabric; and Accessories (Including Recycled Types)

Issuing Agency: Commonwealth of Virginia Virginia Community College System Shared Service Center 147 Daleville Centre Drive Daleville, Virginia 24083

Contract Term: One (1) year with four (4) additional, optional one (1) year renewal periods

Bids will be Received Until: October 11, 2023, at 12:00 PM local time

All Bids must be received ELECTRONICALLY THROUGH eVA by the date and time stated immediately above.

EMAILED AND OR FAXED BIDS WILL NOT BE CONSIDERED.

In lieu of a Pre-Bid Conference, questions will be accepted by e-mail to Melissa Ryan through

September 29, 2023 at 12:00 local time.

Any inquiries regarding this solicitation should be directed only to Melissa Ryan, Senior Contract Officer

Email: mryan@ssc.vccs.edu

A public bid opening will be held on October11, 2023, at 12:00 PM local time virtually at the following link:

https://vccs.zoom.us/j/86172519946?pwd=V0NpZjJCS2ZscHJ0Yk9nZHluY2wyQT09

CONTACTING ANY OTHER REPRESENTATIVE OF THE VCCS OR THE COLLEGE MAY RESULT IN THE BID

BEING DEEMED NON-RESPONSIVE

In compliance with this Invitation For Bids (IFB) and all conditions imposed in this IFB, the undersigned company offers and agrees to furnish all goods and services required by this IFB at the prices indicated in the pricing in eVA, and the undersigned company hereby certifies that all information provided below and in any schedule attached hereto is true, correct, and complete. COMPLETE AND RETURN THIS PAGE WITH THE BID.

Name of Firm: Date:

Address of Firm:

By:

eVA Vendor ID Number: Name:

DSBSD Certification Number: Title:

Phone: Email:

Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder because of race, religion, color, sex, national origin, age, disability, sexual orientation, gender identity, political affiliation, or veteran status or any other basis prohibited by state law relating to discrimination in employment. Faith-based organizations may request that the issuing agency not include subparagraph 1.e in General Terms and Condition C. Such a request shall be in writing and explain why an exception should be made in that invitation to bid mailto:mryan@ssc.vccs.edu

Flooring, Various Types Service and Materials

VCCS-NRCC-24-27563

TABLE OF CONTENTS

IFB # VCCS-NRCC-24-27563

SECTION #

SECTION TITLE PAGE #

COVER PAGE **

I. PURPOSE

II. OPTIONAL PRE-BID SITE VISIT

III. SCOPE OF WORK 3

IV. GENERAL TERMS AND CONDITIONS

V. SPECIAL TERMS AND CONDITIONS

VI. SPECIFIC BID PREPARATION

VII. METHOD OF PAYMENT

VIII. ORDERING PROCEDURES

IX. ATTACHMENTS

Attachments to Complete and Return with Bid

1– VENDOR DATA SHEET**

2- STATE CORPORATION COMMISSION**

3- PROPRIETARY AND CONFIDENTIAL INFORMATION FORM**

4- SMALL BUSINESS SUBCONTRACTING PLAN**

5- PRICING SCHEDULE- SEPARATE SPREADSHEET**

** These items must be completed and returned as part of the IFB submission package.

I. PURPOSE

The New River Community College (NRCC) is soliciting bids from qualified firms to furnish and install flooring and wall products of various types, both services and materials including any components and related materials. The work for the requirements listed in this solicitation are on an as needed basis.

II. OPTIONAL PRE-BID SITE VISIT

An optional preproposal site visit can be scheduled directly with the Campus Facility Manager.

Please contact the Campus Facility Manager to schedule a date and time for your visit. Please no drop-ins. NRCC cannot answer any questions regarding this bid. All bid questions must be submitted to the Contract Officer.

Ron Nichols, Director of Facilities Services New River Community College

5251 College Drive Dublin, Virginia 24084-3660

Ph: 540-674-3639 Email: rnichols@nr.edu

III. SCOPE OF WORK & SPECIFICATIONS

The intent of this solicitation is to establish term contracts with one or more qualified contractor(s) to furnish & install flooring, not limited to, but including the following: Carpet tile, Vinyl Composition Tile, Resilient flooring, Cove Base, etc. Work under this contract shall include the furnishing of all labor, tools, supplies, materials, transportation, supervision, and all equipment necessary to perform the removal, installation, and repair of all products. Price in Schedule shall reflect an all-inclusive cost necessary to accomplish and provide that line item.

A. GENERAL REQUIREMENTS:

1. The Contractor shall provide all necessary transportation, labor, supervision, tools, materials, parts, supplies, incidentals, equipment, and documentation to perform the removal, disposal, installation, and repair of all flooring and wall products types to include but not limited to carpet tile, vinyl, vinyl composition tile (VCT), resilient flooring (linoleum, asphalt, vinyl rubber, wood, and cork), hardwood, laminate, terrazzo, ceramic tile, quarry tile, quartz tile, marble, cove base, base tile, and corner tile.

2. All work performed under this contract shall be performed in accordance with all federal, state, and local codes, and rules and regulations.

3. The Contractor shall have the proper “class” license and be experienced in the occupation/specialty under which the work is to be performed.

mailto:rnichols@nr.edu

4. All provisions of all rules and regulations governing safety shall apply to all work under the contract. The Contractor and their employees must follow all applicable requirements of the Virginia Occupational Safety and Health Standards for General Industry while performing any work required by the Contractor.

5. The Contractor’s employees shall check in and out with the Facility Manager, Project Manager, or College designated representative whenever on campus.

6. Upon receiving a request from a Facility Manager, Project Manager, or College designated representative, the Contractor shall produce a written quote and schedule work within 3-5 business days after a written purchase order is issued by the College, or at a time mutually agreeable to both the Contractor and the designated representative.

7. At a minimum, the quote shall include: a listing and complete description of the proposed work, hourly labor rates, rates per type of work per linear feet, square feet, or each item, and the total price. The quote shall include a target date for starting work and an estimated completion date. The start and completion dates will be agreed upon by the College and the Contractor.

8. The Contractor shall adhere to terms and conditions of the purchase order and not perform any additional work without first obtaining verbal or written approval from the College.

9. New River Community College will not assume responsibility for any tools, equipment, or materials stored on College owned property.

10. The Contractor shall provide name(s) and telephone numbers for primary person(s) to contact to request quotes and services.

11. The Contractor shall provide name and telephone numbers for a primary contact for questions regarding invoicing and billing with authority to correct billing in a timely manner.

12. All material and workmanship shall be subject to inspection and examination by the

College and/or authorized inspection at any and all times during the execution of work.

The College shall have the authority to reject defective material and workmanship and require its correction. Rejected workmanship shall be satisfactorily corrected and rejected material shall be satisfactorily replaced with proper material without charge to the College and the Contractor shall promptly remove the rejected materials from the site.

B. SCOPE OF WORK:

1. Contractor Qualifications:

The Contractor shall have a minimum of two (2) years of continuous experience in the business of installing and repairing commercial carpet, flooring, and wall tiles of all types.

If the Contractor subcontracts any of the work, the subcontractor shall have at least two

(2) years of experience in the business of installing and repairing commercial carpet and flooring of all types. All work shall be performed by reputable and competent professionals who are certified by the manufacturer. Copy of individual certification shall be provided with the contractors bid.

2. Planning, Estimating, Job-Site Examination, and Ambient Conditions:

a. All facets of the planning, estimating, removal, installation, warranty, and repair shall be coordinated with the Facility Manager, Project Manager, or College designated representative. Upon arrival, the Contractor shall be fully capable of identifying existing carpet systems, substrates, carpet system removal methods, carpet quantities, adhesives, sealers, rubber and metal reducer/edge trim, transition moldings, baseboards, seam locations, wall base types, and other accessories.

b. The Contractor shall be responsible for verifying square footage of all rooms, the quantity of materials needed, and verify surfaces are ready to receive work.

c. Contractor shall:

i. Inspect sub floor to determine suitability for floor or wall covering.

ii. Seal substrate surface cracks with filler.

iii. Level existing substrate surfaces to acceptable flatness, per manufacturer’s recommendations. Substrate surfaces are to include but not be limited to concrete, masonry, wood, metal, and gypsum.

iv. Ensure compliance with the carpet manufacturers’ requirements and compatibility for all applications of adhesives and floor preparation guides for various and applicable substrates.

v. Ensure surfaces receiving carpet shall have been prepared in accordance with the carpet manufacturers’ recommended process and procedures as well as be thoroughly dry and clean before adhesive is applied and carpet makes contact with adhesive.

vi. Review any unusual conformity in the floor or wall with the Facility Manager, Project, Manager, or College designated representative.

vii. Remove and replace obstructions such as door stops, protruding or flat electrical connectors before and after carpet installation.

viii. Agree the beginning of installation means Contractor accepts condition of existing substrate.

d. The Contractor shall notify the Facility Manager, Project Manager, or College designated representative immediately (verbally and in writing) of all damage and/or discrepancies identified at the job site prior to the start of work.

e. The Contractor shall notify the Facility Manager, Project Manager, or College designated representative immediately (verbally and in writing) of any property damage that occurs while performing work on any College property.

f. The Contractor shall discuss manufacturers’ literature and provide samples to the Facility Manager, Project Manager, or College designated representative for approval prior to commencing floor replacement. Other materials incorporated into the work shall also be approved by the College designated representative prior to installation.

g. The Contractor shall strictly adhere to all manufacturers’ recommendations with respect to temperature and surface conditions set forth in the particular product literature unless otherwise approved in advance by the College designated representative. Nothing in the Scope of Work shall be deemed to reduce the manufacturers’ recommendations.

h. Ambient Temperature and Humidity – Flooring installation shall not begin until the ambient temperature and humidity is between 65-95°F (18-35°) with a maximum relative humidity of 65%. The substrate surface temperature shall not be less than 65°F (18°C) at time of installation. If these conditions are not attainable, the Contractor shall contact the flooring manufacturer for recommendations. The Contractor shall abide by all manufacturers’ recommended installation requirements. All costs associated with moisture testing shall be included in the flooring price provided by the Contractor.

3. Flooring and Wall Waste:

a. The Contractor shall be responsible for recycling, reclaiming, or otherwise diverting from landfills all removed carpet, flooring, or wall materials.

b. Estimated waste amounts exceeding five percent (5%) shall be approved in advance by the Facility Manager, Project Manager, or College designated representative. Carpet and related material storage prior to installation shall be the responsibility of the Contractor. If available, the College may provide a designated area for storage but will not be responsible beyond reasonable protection against the elements.

c. The Contractor shall be responsible for the removal and recycling of resilient flooring, padding, tack strips, transition strips, and existing vinyl base, as well as any debris generated as a result of the floor or wall covering installation. Use of the College dumpsters for disposal is prohibited.

4. Materials:

a. New carpet, padding (when requested), and floor covering shall be installed in accordance with the Carpet and Rug Institute’s Standard Publication CRT 104 for Commercial Carpet Installation.

b. Carpet systems to be used shall meet or exceed all applicable NFPA Fire Code and Life Safety Code requirements.

c. Adhesives used shall be low or no Volatile Organic Compounds (VOC) and as recommended by the floor covering or adhesive manufacturer. Contractor shall furnish Material Safety Data Sheets (MSDS) for all chemicals used. New River Community College prefers dry installation (dots, tape, float, etc.).

d. VCT shall be 100 percent adhered to the substrate (complying with ADA guidelines).

e. Vinyl/rubber based shall be a cove type base that is color coordinated with the carpet and of the same width as the existing base. Vinyl base samples shall be submitted to the College designated representative upon request.

f. Transition strips shall be of a rubber/vinyl type that is color coordinated with the rubber/vinyl base.

g. The Contractor must use an appropriate transition strip (reducer) to meet the approval of New River Community College at points where the VCT (Vinyl Composition Tile) meets other types of flooring surfaces.

h. Any portion of the carpet system labeled or unlabeled as seconds, second quality, flawed, irregular, and/or returns shall not be acceptable for use at any New River Community College location.

i. Adhesives and sealers shall not be thinned or altered in any way, shape, fashion, or form. Containers not displaying manufacturer’s product identification shall not be acceptable. Contractor must follow manufacturers’ recommended installation instructions.

j. Materials shall be stored to ensure the preservation of their quality for the work.

When considered necessary, materials shall be placed on wooden platforms or other hard clean surfaces and not on the ground. Materials shall be placed under cover, when directed. Stored materials shall be located so as to facilitate proper inspection. Lawns, grass plots, or other private property shall not be used for storage purposes without the written permission from the Facility Manager, Project Manager, or College designated representative.

5. Installation:

a. The Contractor shall protect with tape, paper, and/or drop cloths, all furniture, glass, ceramic and vinyl tile, bathroom fixtures, brick concrete, hardware, wallcovering, and naturally finished surfaces not involved in the work being performed.

b. The Contractor shall schedule and perform cleaning of substances (including oil and greases) from all substrates that could impair the bond of the various carpet systems or cause telegraphing before actually applying new adhesive so that no cleaning agents or treatments, contaminants, old carpet backing, adhesive, dirt, dust, or debris developed from the cleaning and surface preparation process will fall onto or remain on the subsurface or adjacent area causing a degradation in overall appearance, visible damage, soiling, adhesive failure, delaminating and dimensional stability.

c. The Contractor shall be responsible for moving and replacing all items necessary for performing services as required. Items may include, but are not limited to, systems furniture, desks, chairs, filing cabinets, telecommunications and data processing equipment, bookcases, credenzas, office equipment, boxed material, and the contents thereof. Personal items shall be boxed prior to move.

d. New River Community College shall remove personal effects, etc. from desks, remove and box books. The College will disconnect and move all major electronic and computer equipment.

e. The Contractor shall inspect surfaces and fill all cracks, gouges, holes, and abrasions with compounds suitable for each substrate (e.g., spackle, paster, or cement patching compound). No adhesives shall be applied on areas until the substrates are cured and dry.

f. Carpet tile installation in areas containing systems furniture shall be done using an approved vertical lift system. Disassembly and removal of systems furniture for the purpose of installing carpet tile is not an option. Use of unapproved tools or equipment is forbidden. Vertical lift tools must have specific fittings for each type of furniture.

g. Dry lines shall be used to ensure accurate placement of all carpet systems. Dry lines and lasers can be used in conjunction with chalked lines.

h. Carpet tile shall be laid out to avoid strips of tiles less than eight (8) inches wide.

Tiles may be laid in one uniform direction or in an alternating pattern depending on the application. New River Community College will determine which method shall be used. Upon completion, the floor shall present a uniform appearance with minimal, if any, visual gaps between the individual tiles.

i. The Contractor shall not apply adhesive over chalk, dirt, rust, grease, moisture, or any condition detrimental to formation of the durable adhesion.

j. The Contractor shall extend carpet under open-bottomed and raised-bottom cabinets and/or equipment. The Contractor shall extend all carpet under all thresholds, transition strips, etc. In no instance shall the Contractor cut carpet flush with the surfaces unless directed in writing by New River Community College.

k. The Contractor shall provide Manufacturer’s Certificate of Compliance to

Specifications identifying the carpet by registry numbers.

l. The Contractor shall be responsible for completely supervising and directing the work under this contract and all subcontractors that may be utilized, using the best skill and attention. Subcontractors who perform work under this contract shall be the responsibility of the prime Contractor. The Contractor shall be fully responsible for the acts and omissions of subcontractors and of personnel employed by them and is responsible for the acts and omissions of their employees.

6. Warranty:

a. The Manufacturers’ standard product warranties are applicable and installation requirements and methods shall be fully adhered. The Contractor shall be responsible for proper product installation, flooring safeguards including pH tests, site condition review, and noted floor preparation and requirements as specified by the manufacturer. Results will be provided to New River Community College for review. All materials used in sub-floor preparation and repair shall be recommended by the manufacturer and shall be chemically and physically compatible. The Contractor shall provide New River Community College with a written one (1) year installation warranty which guarantees the completed installation be free from defects in materials and workmanship for a period of one

(1) year after project completion.

b. The non-carpet supplies provided to New River Community College pursuant to this agreement shall be fit and sufficient for the purpose intended and warranted for a period of five (5) years. The Contractor warrants manufacturers’ product warranty and installation requirements are fully adhered. The Contractor is responsible for proper product installation, flooring safeguards including pH tests, site condition review, noted floor preparation and requirements as specified by the manufacturer. Results will be provided to New River Community College for review.

c. All soft-surface flooring carpet shall be covered by a fifteen (15) year, non-prorated warranty reflective of delamination, edge ravel, and zippering. Excessive Surface Wear shall not be more than 10% loss of pile file weight. Excessive Static Electricity shall not be more than 3.0 kV per AATCC 134.

d. The Contractor shall repair and/or reinstall flooring or wall covering that becomes loose and replace or reapply adhesives and sealers which no longer provide effective adhesion.

e. All flooring installed by the Contractor or installed by New River Community College shall include a copy of the manufacturer’s recommended care and cleaning instructions. On carpet projects that exceed five hundred (500) square yards, flooring manufacturer’s representative is required to schedule an on-site preventative maintenance demonstration, not to exceed one (1) hour, within thirty

(30) days of installation for New River Community College’s environmental service staff and floor technicians.

C. WORK PLAN:

1. Within ten (10) working days after the award of this contract, the Contractor shall submit to the College a complete detailed plan of operation. The plan of operation shall identify and restate all performance and work requirements described below:

a. Name and telephone number(s) including a cell phone of a contact person that has total responsibility of addressing and providing solutions to any deficiencies that may occur during the contract term.

b. The name of the Contractor’s Supervisor and names of all employees assigned to work under this contract.

c. A copy of the company’s safety program to include a training schedule and the availability/location of all first aid kits while on the job site. Contractor shall be responsible for all costs of supplies and maintaining inventory for their first aid kits.

d. A copy of the Personal Protective Equipment program in accordance with

Occupational Health and Safety Control (OSHA) 29 Code of Federal Regulations (CFR) 1910, as appropriate.

e. A copy of the Contractor’s Hazardous Communications Plan in accordance with

Occupational Health and Safety Control (OSHA) 29 Code of Federal Regulations

(CFR) 1910.1200.

f. Submittal timeline plan.

D. WORK PROCEDURES:

The Contractor shall instruct their employees that all work must comply with the following procedures:

1. The Contractor’s employee, on a daily basis, shall check in and check out with the Campus Buildings and Grounds (B&G) Office and with the Project Manager. The Contractor’s employees, upon arrival, shall sign the Sign In sheets located in the Campus B&G Office and Sign Out before leaving the campus. If work is being done after hours, Contractor shall check in and check out with the Campus Police.

2. The Contractor’s employees shall clean up all debris generated from job and restore the job site to excellent condition.

3. For all work performed on a time and material basis under this contract, the Contractor shall be paid only for productive time on the job site. Time spent for transportation of workers, material acquisition, handling and delivery of Contractor owned or rented equipment, and break for lunch or other time that employees are away from the job site is not chargeable.

4. The Contractor shall begin work in accordance with a mutually agreed-upon schedule established with the Campus Facility Manager, Project Manager, or College representative upon receipt of the written Purchase Order. New River Community College's Contractor Officer Representative for Administration and Inspection may be designated for service and/or repair projects and will possess the authority to inspect the Contractor's materials, workmanship, and equipment.

5. The Contractor shall not perform work outside of the scope of the project without written consent and authorization of the Campus Facility Manager, Project Manager, or College representative.

6. The Contractor shall take all precautions necessary to prevent damage to public or

New River Community College property while providing services at any campus location.

7. The Contractor’s employees shall adhere to the regulations of the College Parking

Services Office. The Campus Facility Manager, Project Manager, or College representative will instruct/designate where to park on campus or provide a temporary parking permit. Contractor’s employees shall park in these areas in the space between the lines. Contractor’s employees shall not park in handicapped spaces, on sidewalks, grass areas, paved alleys, or in other areas that might obstruct pedestrian or vehicular traffic. If necessary to park near a building to unload materials or tools, Contractor’s employees shall move the vehicle to a parking space once unloading is accomplished.

E. APPROVAL OF MATERIALS:

The Contractor shall submit for approval of all materials prior to use to the Campus Facility Manager, Project Manager, or College representative. The Campus Facility Manager, Project Manager, or College representative shall approve and/or disapprove the submittals and inform the Contractor in writing. In no case shall the Contractor apply any product(s) and/or material(s) in a manner not in accordance with the manufacturer’s recommended procedures. Applications must be within any seasonal limitations that may govern effectiveness of a particular product or material.

F. LICENSES AND PERMITS:

The Contractor shall obtain all necessary licenses, and/or permits required to perform work. Contractor shall take all precautions necessary to protect persons and property from injury or damage during the performance of the contract. Contractor shall be responsible for any injuries to their personnel and others, as well as any damage to personal or public property that occurs during the performance of this contract that is caused by him or his employees’ fault or negligence. Contractor shall provide proof of all licenses and/or permits upon request.

G. REGULAR WORK HOURS, OVERTIME HOURS, and HOLIDAYS:

1. Regular Work Hours:

a. Regular workings hours are from 7:30 a.m. to 4:00 p.m., Monday through Friday, except on New River Community College’s designed holidays listed below. Only hours worked on the site shall be paid under this contract. Time spent for transportation of employees, supplies and/or materials, equipment, pick up and/or delivery, is not chargeable directly but is overhead and all costs shall be included in the fixed hourly rates listed on the Pricing Schedule.

b. Regular work hours are based on an 8-hour workday, or 40 hours per week, Monday through Friday. This time includes and allows for a daily 30-minute lunch break. Work may be performed at any time during these days per the agreed upon schedule between the Contractor and the NRCC designated representative. Work is to be accomplished with efforts to minimize interruptions to those using the Campus parking lots and/or parking decks.

c. The Contractor personnel shall sign in and sign out at the Campus Buildings and

Grounds Office when coming to the campus and leaving the campus for materials or other reasons. Contractor shall bill only hours worked on campus. Travel time to and from the College or travel to and from suppliers or company owned supply/tool shop shall not be charged to New River Community College.

d. Regular hourly rates shall be based on 8 hours per day, Monday-Friday, or 40 hours per week, based on the rates identified on the Pricing Schedule. All work will be paid at the quoted rate with no overtime or holiday time allowed unless approved in advance by the Campus Facility Manager, Project Manager, or the College

2. Overtime and Holiday Work Hours:

a. Due to campus demands, it may be necessary on occasion for the contractor to perform/provide services on weekends and/or holidays outside of regular work hours.

b. Services performed in excess of eight (8) work hours a day or forty (40) hours a week including Saturday and Sunday shall be paid at the overtime rate identified in the Pricing Schedule. Services performed on a NRCC designated holiday will be paid at the holiday rates identified in the Pricing Schedule. All work outside of regular work hours shall be coordinated and approved in advance by the Campus Facility Manager, Project Manager, or the College representative.

c. The Contractor shall perform all work during regular work hours and days as identified above, except for the College designated holidays listed below.

d. NRCC observes the following holidays:

New Year’s Day Martin Luther King, Jr. Day Memorial Day Juneteenth Independence Day Labor Day Election Day Thanksgiving Day Christmas Day Or any day so appointed by the Governor of Virginia or the President of the

United States

H. MATERIAL AND WORKMANSHIP:

1. All work shall be performed according to the standards of the industry and to the complete satisfaction of the campus Facility Manager, Project Manager, or College representative. If work is rejected by the College representative, the work shall be immediately replaced, repaired and corrected at no additional cost to the College.

2. The Contractor’s employees shall observe and comply with all New River Community

College policies, rules, and regulations at all times and shall maintain proper conduct.

The Contractor shall, at all times, be responsible for the actions and work of their employees while performing services on any of New River Community College’s campuses.

3. The Contractor shall be responsible to assure all equipment and materials used are in compliance with all applicable laws, ordinances, rules, regulations, and codes.

4. The Contractor shall be responsible for all damages to persons or property that occurs as a result of their fault or negligence.

5. The Contractor is responsible for ensuring service personnel are identified as Contractor employees while performing their job duties at the College. The Contractor shall, at a minimum, provide employees with a company uniform/garment identifying the employee’s name and/or the company name. Uniforms/garments must be worn by all of the Contractor’s employees while on New River Community College’s premises.

The Contractor shall provide uniforms/garments at no cost to New River Community College.

6. The Contractor’s employees shall adhere to the regulations of the College Parking

Services Office. The Contractor’s employees must request a parking permit from the campus Buildings and Grounds Office, Project Manager, or from the College representative prior to arrival on campus.

I. CONTRACTOR’S PERSONNEL:

1. The Contractor shall provide properly trained and competent personnel, with a minimum of two (2) years’ experience in the installation of carpet and flooring materials, to perform services and installation of all materials provided under any resultant contract. The described work shall be performed by the Contractor’s personnel who possess the knowledge, skills, and abilities to perform all aspects of this type of work, including equipment operation, under the full-time supervision of the Contractor.

2. All personnel employed by the Contractor to perform services under this contract shall be thoroughly trained in the techniques and methods required prior to assignment to work under the contract. The Contractor shall be responsible for the actions and work of assistants and helpers. The College reserves the right to reject any of the Contractor’s personnel who, in the College’s judgement, are not adequately qualified to perform the work required. Any such determination will be made in writing. Rejection of the Contractor’s personnel shall in no way relieve the Contractor of any performance obligations.

3. The Contractor shall furnish a competent operational Supervisor to direct Contractor personnel and maintenance operations. The Contractor’s supervisor shall be fluent in English. The names and qualifications of any proposed Supervisors shall be included as part of this bid. In the event a Supervisor is substituted, and is not one of the names provided, the name(s) and qualifications(s) of such Supervisors are to be provided to the Project Manager or College representative for review and approval no less than five

(5) working days before the Supervisor is to be on College grounds.

4. The Contractor shall have total responsibility for ensuring that all employees are legally qualified to engage in work in the United States and that the Contractor’s employment practices are in full compliance with all prevailing laws, including applicable regulations of the Immigration and Naturalization Services. Should a concern arise that any of the Contractor’s employees are not legally qualified to work in the United States, The Contractor shall be required to immediately replace the employee with a qualified and experience individual who is qualified to engage in work in the United States. Failure to comply with all immigration laws may result in the immediate termination of the contract.

5. The Contractor shall ensure that Personal Protection Equipment is provided to all employees while performing work under this contract and is responsible to ensure that it is used in the appropriate manner. The Contractor shall ensure that a first aid kit will be located on the work site and available for use by the Contractor’s employees. The Contractor shall be responsible for maintaining all first aid kit supplies.

6. The Contractor’s employees shall behave in a professional manner, treating all faculty, staff, and students with respect. The Contractor’s employees shall observe and comply with all policies, rules, and regulations of the College and shall maintain proper conduct.

The Contractor shall be responsible for the actions and work of their designated employees while performing services on the College’s campuses. Alcohol, drugs, and weapons are not allowed on campus. Work shall be performed in a manner to keep disruptions to instructional activities to a minimum.

J. CONTRACTOR OWNED VEHICLES, TOOLS, MATERIALS AND EQUIPMENT:

1. When required, the operator of each piece of equipment shall possess a valid Commercial Driver’s License with the proper endorsements.

2. The Contractor shall not drive vehicles in any areas not rated for vehicle traffic including but not limited to curbs, sidewalks, and plazas.

3. The Contractor’s equipment shall be of such a type as to accurately and effectively perform the task intended or specified and cause no hazards, dangers, damage, or injury to the properties, tenants, students, staff, or other persons on New River Community College grounds.

4. The Contractor shall maintain equipment in good condition so as not to leak fuel or lubricants, produce excessive noise, or noxious fumes. The Contractor shall not spill fuel or fuel equipment near storm drain inlets. Equipment maintenance schedules and techniques shall be provided as part of the bid.

K. DELIVERY, PARKING AND STORAGE OF CONTRACTOR OWNED EQUIPMENT:

The Contractor shall not deliver and store Contractor-owned equipment within the College Right-of-Way or on College property without prior permission of the Campus Facility Manager, Project Manager, or the College representative. The College representative shall approve the parking and storage arrangements. New River Community College will not be responsible for any loss or damage to the Contractor’s equipment stored on any College campus and/or sites.

The Contractor’s trucks, trailers, or other equipment shall be parked in parking lots and not in roadways and must be clearly marked with safety cones or other warning devices to ensure that the public is aware of their presence. The Contractor shall not block any drive lanes without prior permission from the Campus Facility Manager, Project Manager, or College representative. Contractor shall provide forty-eight (48) hours’ notice to the

Campus Facility Manager, Project Manager, or College representative for such a request.

Many New River Community College roads are dedicated to the Virginia Department of Transportation; therefore, all work shall comply with the Virginia Department of Transportation requirements.

L. VEHICLES, TOOLS, AND EQUIPMENT:

The Contractor shall have and maintain suitable vehicles, tools, and equipment necessary for execution of work. New River Community College reserves the right to inspect the Contractor’s tools and equipment. Additional charges for tools shall not be permitted.

Vehicles shall be properly licensed and inspected and shall be maintained in safe and proper working order. Company name/logo shall be displayed via windshield placard or permanent door signs at all times.

M. MAINTAINING EQUIPMENT:

The Contractor shall possess or have available, prior to the award of the contract, sufficient equipment necessary to perform the work for the awarded contract. The Contractor shall maintain and operate equipment designed for the operation(s) described herein and shall ensure the equipment is maintained in good repair and operating condition.

N. SAFETY AND SECURITY:

1. Each campus Buildings and Grounds (B&G) Office is typically occupied from 7:00 a.m.

until 4:00 p.m. Monday through Friday. Weekend work will be determined and approved by the Campus Facility Manager, Project Manager, or the College

2. Work areas, particularly in public areas, shall be kept clean and free of slip/fall hazards and material storage and debris.

3. The Contractor shall comply with all applicable federal, state, and local laws, codes, and regulations while performing work on the College campuses.

4. The Contractor shall be responsible for all damages to persons or property that occurs as a result of his fault or negligence.

5. The Contractor shall take proper safety and health precautions to protect the work, the workers, the public, and the property of others. The work site shall be kept in such orderly fashion as will not duly interfere with the progress of the work or the work of any other Contractor.

6. The Contractor shall be responsible for initiating, maintaining, and supervising all safety precautions and programs in connection with the work.

7. The Contractor shall provide all necessary safety equipment and/or sign whenever required in order to perform work in a safe environment.

8. The Contractor shall provide and ensure all employees wear the proper safety equipment while on the work site in accordance with the OSHA standards.

9. The Contractor shall ensure all personnel and equipment comply with all OSHA standards as they apply to the work being done and not create any hazardous conditions with the equipment used.

10. The Contractor shall take every precaution at all times for the protection of persons which may come on the work site or be affected by the Contractor’s operation in connection with the work by ensuring all work/job areas are properly maintained for safety hazards. The Contractor shall take every precaution to continuously maintain adequate protection of all their work from damage and shall protect NRCC’s property from injury or loss arising in connection with this Contract. The Contractor shall adequately protect adjacent property to prevent any damage to it or loss of use and enjoyment by its owners.

11. During the execution of the work, the campus Facility Manager, Project Manager, or College representative will have the authority to suspend the work fully or in part due to the failure of the Contractor to correct conditions unsafe for the workers and/or general public, for failure to carry out orders for such period, and as may be deemed necessary due to unsuitable weather, conditions unsuitable for the execution of work, or for any other conditions or reasons deemed to be in the public’s interest.

O. DISPOSAL OF DEBRIS AND MATERIALS:

Contractor shall be responsible to properly dispose of all refuse, waste, scrap materials, and debris caused by their operations as instruction by New River Community College. All refuse, waste, scrap materials, or debris shall be removed from the site and properly disposed of in a licensed landfill or otherwise as required by law. No refuse, waste, scrap materials, or debris shall be left within the completed work area nor buried on the job site.

Any costs for disposal shall be included in the bid pricing and no additional charges will be allowed.

P. CLEAN UP:

The Contractor shall clean up daily, so the worksite presents a neat, orderly, and workmanlike appearance at all times. If a contractor fails to clean up at the completion of the work, the Campus Facility Manager, Project Manager, or the College representative may do so and charge the costs to the Contractor.

The Contractor shall instruct his/her employees that all work must comply with the following procedures:

1. The Contractor’s Supervisor assigned to the contract shall check in and out with the

Project Manager, Facility Manager, or College representative upon arrival at a campus where work is to be performed. Check in and Check Out must be done daily throughout the term of the job/project.

2. The Contractor’s employees shall clean up all debris generated from job and restore the job site to excellent condition.

3. The Contractor shall commence work as mutually agreed with the College Project Manager, Campus Facility Manager, or College representative upon receipt of a written Purchase Order. Contractor Officer Representatives for Administration and Inspection may be assigned to each project and all work shall be coordinated with the designated representatives as identified on each Purchase Order.

4. Upon completion of each job/project, the Contractor shall submit to the Project

Manager, Campus Facility Manager or College designated representative a PDF formatted service report/ticket which shall include the following:

a. Name and address of the Contractor

b. Name of the Contractor’s employee in charge of the work

c. Date(s) and number of hours required to perform the work

d. A detailed accounting of all work performed

e. A listing of materials used

f. Additional comments, such as adjustments made

g. Identify and report any condition which may require repair/replacement

h. Signature of Contractor’s employee in charge of the work

5. If the Contractor determines that work must be performed in excess of 8 hours daily or

40 hours per week, weekend and/or on one of the previously identified holidays in order to complete a requested task, the Contractor shall request and obtain approval to work and subsequently bill at the overtime or holiday rate.

a. The request shall include estimated additional hours to complete the work that will ultimately be considered overtime/holiday rate.

b. The request may be in the form of an email to the campus Facility Manager, Parking

Office representative, or the NRCC designated representative.

c. Work may only begin once the campus Facility Manager, Project Manager, or the College representative has reviewed and responded back with their written approval for the overtime/holiday request.

d. Upon completion of the work and prior to departure, the Contractor shall submit to the campus Facility Manager, Project Manager, or the College representative a copy of the written report or service ticket detailing materials and services provided.

Q. ENVIRONMENTAL COMPLIANCE:

In accordance with the Clean Water Act established by the Environmental Protection Agency (EPA) and enforced by the Virginia Department of Environmental Quality (DEQ), New River Community College is required to implement and enforce written procedures as part of the Municipal Separate Storm Sewer System (MS4) permit program requirements to prevent to the maximum extent possible potential pollutants that will lead to a point discharge at a natural drainage way. The written procedures are provided in the Good Housekeeping/Pollution Prevention manual available on the New River Community College website (https://www.NRCC.edu/stormwater/_docs/NOVA-Good-Housekeeping-and- Pollution-Prevention-Manual.pdf). The Contractor shall at their own cost employ Best Management Practices to avoid an illicit discharge. The Contractor shall not litter on any College owned property; dump objects, substances, or liquids into storm drains; or carry out vehicle washing. In the event of a discharge of pollutant materials onto exterior campus surfaces – notify the campus Facilities office within 24 hours, or contact campus Police, who in turn will notify the campus Facilities office. If pollution of any amount enters the storm system – notify the campus Facilities office or campus Police immediately (who will then notify Facilities). The Facilities office will initiate work orders for the appropriate corrective actions; and the Contractor will be charged for the cost of the corrective action which may include the remediation or abatement of the pollution or contamination hazards and the restoration of any affected property; payment of any fee, penalty, or fine assessed against the College to cover remediation cost.

If the Contractor has any questions during the term of this contract concerning the Good Housekeeping and Pollution Prevention Manual, the Contractor may contact the MS4 Program Administrator through the campus Facility Manager, Parking Office representative, or the NRCC designated representative.

R. CONTRACT ADMINISTRATION AND INSPECTION:

The Contractor shall commence work as mutually agreed with the College Project Manager, Facility Manager, or College representative upon receipt of a written Purchase Order or Notice of Award. Contract Officer Representatives for administration and inspection will be assigned to each project and all work shall be coordinated with the Project Manager or Facility Manager as identified on each Purchase Order.

1. CONTRACT OFFICER REPRESENTATIVE FOR ADMINISTRATION (CORA):

a. The Contract Administrator (CORA) has the authority to monitor Contractor performance in accordance with the provisions of the assigned contract. The Contract Administrator shall report any problems or deviations observed which may violate the provisions of the contract by sending a written communication to the Contract Officer.

2. CONTRACT OFFICER REPRESENTATIVE FOR INSPECTION (CORI):

a. The Contract Inspector (CORI) schedules and inspects all work to ensure compliance of the provisions of the assigned contract. The Contract Inspector shall https://www.nvcc.edu/stormwater/_docs/NOVA-Good-Housekeeping-and-Pollution-Prevention-Manual.pdf https://www.nvcc.edu/stormwater/_docs/NOVA-Good-Housekeeping-and-Pollution-Prevention-Manual.pdf report any problems or deviations observed which may be a violation of the contract provisions to the CORA.

b. Neither the CORI nor the CORA are authorized to approve any increase or decrease in the Scope of Work/Specifications or make any changes to the provisions of the

c. All changes or modifications to any contract shall be accomplished by the issuance of a written Change Order.

IV. GENERAL TERMS AND CONDITIONS

A. VENDORS MANUAL: This solicitation is subject to the provisions of the Commonwealth of Virginia Vendors Manual and any changes or revisions thereto, which are hereby incorporated into this contract in their entirety. The process for filing a complaint about this solicitation is in section 7.13 of the Vendors Manual. (Note section 7.13 does not apply to protests of awards or formal contractual claims.) The procedure for filing contractual claims is in section 7.19 of the Vendors Manual. A copy of the manual is normally available for review at the purchasing office and is accessible on the Internet at www.eva.virginia.gov under “I Sell To Virginia”.

B. APPLICABLE LAWS AND COURTS: This solicitation and any resulting contract shall be governed in all respects by the laws of the Commonwealth of Virginia, without regard to its choice of law provisions, and any litigation with respect thereto shall be brought in the circuit courts of the Commonwealth. The agency and the contractor are encouraged to resolve any issues in controversy arising from the award of the contract or any contractual dispute using Alternative Dispute Resolution (ADR) procedures (Code of Virginia, § 2.2-4366). ADR procedures are described in Chapter 9 of the Vendors Manual. The contractor shall comply with all applicable federal, state and local laws, rules and regulations

C. ANTI-DISCRIMINATION: By submitting their bids, bidders certify to the Commonwealth that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Contracting Act of 1975, as amended, where applicable, the Virginians With Disabilities Act, the Americans With Disabilities Act and § 2.2-4311 of the Virginia Public Procurement Act (VPPA). If the award is made to a faith- based organization, the organization shall not discriminate against any recipient of goods, services, or disbursements made pursuant to the contract on the basis of the recipient's religion, religious belief, refusal to participate in a religious practice, or on the basis of race, age, color, gender sexual orientation, gender identity, or national origin and shall be subject to the same rules as other organizations that contract with public bodies to account for the use of the funds provided; however, if the faith-based organization segregates public funds into separate accounts, only the accounts and programs funded with public funds shall be subject to audit by the public body. (Code of Virginia, § 2.2-4343.1E).

In every contract over $10,000 the provisions in 1. and 2. below apply:

1. During the performance of this contract, the contractor agrees as follows:

http://www.eva.virginia.gov/

a. The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, sexual orientation, gender identity, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide…