Flooring Specs (1).docx

REQUEST FOR QUOTATION

[Flooring - Administration & Elevators]

GENERAL CONSTRUCTION SPECIFICATIONS (No AIA Documents)

1. PURPOSE AND SCOPE: The West Virginia Purchasing Division is soliciting bids on behalf of West Virginia Veterans Home, located at 512 Water Street, Barboursville, WV 25504, to establish a contract for the following:

Purchase and installation of vinyl plank flooring throughout the administration building and three (3) elevators.

The Vendor shall furnish all materials, labor, and equipment necessary to complete all Construction Services. The Vendor shall furnish any incidental work, materials, labor, and equipment that are necessary to complete the Construction Services, even if such incidental work is not explicitly included in the Project Plans.

THIS PROCUREMENT MAY BE FUNDED IN WHOLE OR PART BY FEDERAL FUNDS. PLEASE SEE ATTACHMENT 1: PROVISIONS FOR FEDERALLY FUNDED PROCUREMENTS.

2. DEFINITIONS: The terms listed below shall have the meanings assigned to them below. Additional definitions can be found in section 2 of the General Terms and Conditions and in the Project Plans as defined below.

2.1 “Construction Services” means purchase and installation of flooring as more fully described in the Project Plans.

2.2 “Pricing Page” means the pages contained in wvOASIS, attached hereto as Exhibit A, or included in the Project Plans upon which Vendor should list its proposed price for the Construction Services.

2.3 “Solicitation” means the official notice of an opportunity to supply the State with Construction Services that is published by the Purchasing Division.

2.4 “Project Plans” means documents developed by an architect, an engineer, the Agency, or another design professional, which are attached hereto as Exhibit B, that provide detailed instructions on how the Construction Services are to be performed. In the event that Project Plans contain drawings or other documents too large to attach in Exhibit B, Vendors can obtain copies in accordance with Section 9 of these Specifications.

2.5 “Agency” as used herein means the West Virginia Veterans Home.

3. ORDER OF PRECEDENCE: This General Construction Specifications document will have priority over, and supersede, anything contained in the Project Plans.

3.1 Flooring installation must not begin before being given a notice to proceed by the West Virginia Veterans Home.

3.2 Flooring installation is to be completed and ready for inspection no later than forty (40) days after being given notice to proceed.

3.3 Notices to proceed must only be accepted by the vendor when given in writing by an authorized representative of the West Virginia Veterans Home or the West Virginia Purchasing Division.

4. QUALIFICATIONS: Vendor, or Vendor’s staff if requirements are inherently limited to individuals rather than corporate entities, shall have the following minimum qualifications:

4.1. Experience: Vendor, or Vendor’s supervisory staff assigned to this project, must have successfully completed at least three (3) projects that involved work similar to that described in these specifications or the Project Plans. Compliance with this experience requirement will be determined prior to contract award by the State through references provided by the Vendor upon request, through knowledge or documentation of the Vendor’s past projects, through confirmation of experience requirements from the architect assisting the State in this project, or some other method that the State determines to be acceptable. Vendor must provide any documentation requested by the State to assist in confirmation of compliance with this provision. References, documentation, or other information to confirm compliance with this experience requirement may be requested after bid opening and prior to contract award.

4.2. Vendor must have a valid West Virginia Contractors License.

4.3. Vendor must be fully insured as outlined in the Terms and Conditions document (TCA).

4.4. Vendor must have at least three (3) years experience in vinyl plank flooring installation.

5. CONTRACT AWARD: The Contract is intended to provide Agency with a purchase price for the Construction Services. The Contract will be awarded to the lowest qualified responsible bidder meeting the required specifications. If the Pricing Pages contain alternates/add-ons, the Contract will be awarded based on the grand total of the base bid and any alternates/add-ons selected.

6. SELECTION OF ALTERNATES: Pursuant to W. Va. Code § 5-22-1(f), any solicitation of bids shall include no more than five alternates. Alternates, if accepted, shall be accepted in the order in which they are listed on the bid form. Any unaccepted alternate contained within a bid shall expire 90 days after the date of the opening of bids for review. Determination of the lowest qualified responsible bidder shall be based on the sum of the base bid and any alternates accepted.

7. PERFORMANCE: Vendor shall perform the Construction Services in accordance with this document and the Project Plans.

8. SUBSTITUTIONS: Any substitution requests must be submitted in accordance with the official question and answer period described in the INSTRUCTIONS TO VENDORS SUBMITTING BIDS, Paragraph 4. Vendor Question Deadline. Vendors submitting substitution requests should submit product brochures and product specifications during the official question and answer period.

9. PROJECT PLANS: The checked box will apply to Project Plans for this solicitation.

No Additional Project Plan Documents: There are no additional Project Plans other than those attached hereto as Exhibit B or any subsequent addenda modifying Exhibit B.

10. CONDITIONS OF THE WORK

10.1. Permits: The Vendor shall procure all necessary permits and licenses to comply with all applicable Federal, State, or Local laws, regulations and ordinances of any regulating body.

10.2. Existing Conditions: If discrepancies are discovered between the existing conditions and those noted in the specifications, Vendor must immediately notify the Agency's representative. Vendor must also immediately notify the Agency if suspected hazardous materials are encountered.

10.3. Standard Work Hours: The standard hours of work for this Contract will be Monday through Friday and must be between the hours of 7:30 AM and 4:00 PM EST excluding holidays recognized by the State of West Virginia. Any work outside of the standard hours of work must be approved in advance at the Agency’s sole discretion. Authorization of work outside of the standard hours of work will not entitle Vendor to additional compensation.

10.4. Project Closeout: Project Closeout shall include the following:

10.4.1. Final Cleanup: Vendor shall perform the final cleanup activities listed below, along with any other final cleanup activities normally associated with the work performed under this Contract, prior to final inspection:

10.4.1.1. All trash and debris from installation of flooring must be removed and disposed of.

10.4.1.2. Any surface adjacent to the project, and any ground disturbed or altered, must be repaired to the pre-existing conditions.

10.4.2. Final Inspection: Vendor shall participate in a final inspection with the Agency’s project manager. The purpose of the final inspection will be to identify deficiencies that need to be remedied prior to Agency’s final acceptance of the work. Vendor shall at all times be obligated to perform in accordance with the Contract and must take all actions necessary to ensure that work complies with requirements of Contract prior to final acceptance. Final acceptance does not waive or release Vendor from its obligation to ensure that work complies with the Contract requirements. Vendor shall submit any warranty documents to the Agency project manager at final inspection.

11. FACILITIES ACCESS: Performance of Contract Services may require access cards and/or keys to gain entrance to Agency’s facilities. In the event that access cards and/or keys are required:

11.1. Vendor must identify principal service personnel which will be issued access keys to perform service.

11.2. Vendor will be responsible for controlling keys and will pay replacement fee, if the keys become lost or stolen.

11.3. Vendor shall notify Agency immediately of any lost, stolen, or missing key.

11.4. Anyone performing under this Contract will be subject to Agency’s security protocol and procedures.

11.5. Vendor shall inform all staff of Agency’s security protocol and procedures.

12. MISCELLANEOUS:

12.1. Contract Manager: During its performance of this Contract, Vendor must designate and maintain a primary contract manager responsible for overseeing Vendor’s responsibilities under this Contract. The Contract manager must be available during normal business hours to address any customer service or other issues related to this Contract. Vendor should list its Contract manager and his or her contact information below.

Contract Manager: _________________________________________________

Telephone Number: ________________________________________________

Fax Number: ______________________________________________________

Email Address: ____________________________________________________

EXHIBIT B – Project Plans

1. PERFORMANCE: Vendor and Agency shall agree upon a schedule for the performance of Contract Services and Deliverables, unless such a schedule is already included herein by the Agency.

2. TRAVEL: Vendor shall be responsible for all mileage and travel costs, including travel time, associated with performance of this Contract. Any anticipated travel costs may be included in the Vendor’s bid, but such costs will not be paid by the Agency separately.

3. PROJECT SPECIFIC CONDITIONS OF THE WORK:

3.1 Limits of Work

3.1.1 Agency’s facility is a resident facility. Vendor and its employees shall take care to minimize disturbances such as noise, dust, odors, and any safety hazards for itself, agency, residents, and visitors.

3.1.2 Work areas will be limited to those spaces required for access to the jobsites. Vendor’s staff may not wander throughout the facility without Agency escort.

3.1.3 Some interior space may be utilized for temporary (overnight) storage of equipment and tools.

3.1.3.1 Vendor shall coordinate needs with Agency’s Project Manager.

3.1.3.2 Vendor shall take full responsibility for the storage of any supplies or equipment on the jobsite, whether inside or outside.

3.1.3.3 Security will be available on premises to provide access to any supplies and equipment stored inside.

3.1.3.4 In no event shall hazardous or flammable materials be stored in the facility.

3.2 Work Restrictions

3.2.1 Vendor MAY NOT block access for emergency vehicles or personnel.

3.2.2 Vendor MAY NOT block access to road, parking lot entrances and exits without prior written approval of the Agency.

3.3 Parking

3.3.1 Parking is available, but limited, in the facility parking lot.

3.3.2 Parking in non-designated areas is not permitted.

3.3.3 Use of the main entrance areas or sidewalk areas for parking is strictly prohibited.

3.4 Codes

3.4.1 All work is to be performed in compliance with applicable Federal, State, and Local codes.

3.5 Safety

3.5.1 All applicable local safety and OSHA rules and guidelines shall be met by the Vendor. Work shall be subject to verification and inspection by State or Federal Safety representatives. Such verification shall not relieve the Vendor from meeting all applicable safety regulations and inspection by other agencies.

3.6 Hot Work Permit

3.6.1 Contractor shall obtain Agency’s permission prior to performing any work that requires an open flame, creates sparks, uses equipment that creates combustible temperatures, or performs any work that could result in a fire hazard.

3.6.2 Agency will review work area and issue a “Hot Work Permit” prior to Vendor commencing work.

3.6.3 Vendor must take proper precautions and may be required to provide a Fire Watch as a condition of the permit.

4. SCOPE OF WORK TO BE PERFORMED FOR FLOORING:

5.1 Vendor must purchase and install vinyl plank flooring and vinyl rubber cove base, as well as any floor transition strip edge trim, in the entire Administration building of the West Virginia Veterans Home, excluding restrooms, closets, boiler room, and stairs, and in three (3) elevators. Administration building consists of Foyer, Lobby, Two (2) Hallways, Two (2) Stairwells, Copy Room, Thirteen (13) Offices, and a Kitchen.

5.2 All flooring measurements are attached in Exhibit C. Approximately 4447.75 Square Feet of Flooring to be installed. Approximately 2474.95 Square Feet of Flooring to be purchased. West Virginia Veterans Home has approximately 1972.8 square feet (48 cases) of flooring and 12 gallons of glue on site.

5.3 Vendor must remove all carpeting and prep floors for vinyl plank flooring.

5.4 Vendor must purchase and install vinyl plank flooring, approved by Project Manager, that will be durable to heavy traffic, spills, and multiple daily cleanings.

5.4.1 Flooring must be easily replaceable in the event it needs to be repaired.

5.4.2 Flooring must be of a wood look and color. Flooring must match the color of flooring cases we have on site or very similar to where we can split new and old into separate rooms. Color must be approved by Project Manager. Color of flooring on site is (417 705) Colorado Acorn Rustic Oak.

5.4.3 Flooring must be waterproof.

5.4.4 Flooring must have at least a 10-year warranty. The vendor must provide the Agency with a copy of the flooring warranty.

5.5 Vendor must provide and install a Four (4) inch vinyl/rubber cove base.

5.5.1 Cove base must be black color. Color selection must be approved by the Project Manager.

5.6 Vendor must provide and install floor transition strip edge trim where needed. Floor transition strip edge trim must be flat and level as possible with the flooring for ease of wheelchair usage and to avoid trip hazards.

5.7 Vendor must assist with moving all furniture.

5.8 Vendor is responsible for all cleanup and disposal of construction debris daily.

5.9 Vendor must provide Agency with a 3% attic stock left over from each product.

5.10 Vendor will submit an invoice when half the work is completed and after that work has been accepted by the Project Manager. Vendor will submit the final invoice after the final inspection is completed and the work has been accepted.

EXHIBIT C - PHOTOS

Revised 06/08/18 image3.jpg image1.jpg image2.jpg