Furnish & Install Carpet and Flooring in Gift Shop - Quick Quote Scope of Work RFx ID 126429.pdf

Science Museum of Virginia Quick Quote Request

Solicitation (RFx) No.: 126429

Contract No.: SMV-2722

Commodity: Furnish & Install Carpet Tiles and Flooring in Gift Shop

(Brand Name or Equivalent)

Set-Aside: SMALL BUSINESS SET-ASIDE AWARD PRIORITY

Issue Date: August 14, 2026

Bids Due: August 25, 2026 at 5:00 PM

Location: Science Museum of Virginia

2500 West Broad Street Richmond, VA 23220

Contacts for Mandatory Barry Lewis Site Visit: 804-864-1471 blewis@smv.org

Michael Butts 804-864-1441 mbutts@smv.org

I. SCOPE OF WORK

The Science Museum of Virginia, hereafter referred to as the “Science Museum”, is seeking a Contractor to furnish and install brand specific (or equivalent) carpet and flooring in the Gift Shop as indicated below. The general area of the Science Museum to be covered is shown on the map labeled as Attachment A and is 1,618 square feet.

Contractor shall remove and dispose of existing carpet tile, remove and dispose of existing cove base, furnish and install new 24” x 24” carpet tiles and 4.5” cove base, using the products specified below, or products that are visually and physically equivalent to the products specified below to achieve desired finished look. It is up to the Science Museum’s sole discretion whether an alternate proposed brand/model will be accepted.

Contractor shall field verify all measurements during the mandatory site visit to provide a bid that includes a sufficient amount of material to cover the designated area. The bid shall include a 5% override as “attic stock” to be stored at the Science Museum.

All work is to be completed during normal business hours of the Science Museum of Virginia (7:00 a.m. – 5:00 p.m.) and within one week (7 days) of work commencing.

mailto:blewis@smv.org mailto:mbutts@smv.org

Carpet Tarkett #11877 Thread Craft 24” x 24” with Flex-Aire Cushion - #60805 Blanched

SKU # 609581005

Link to product: https://commercial.tarkett.com/products/carpet/powerbond-resilient-carpet-hybrid/thread-craft

Specification Sheet is also attached and labeled as Attachment B.

Carpet Adhesive Tarkett - #C-12E Modular Tile Adhesive 4G

Floor Primer Tarkett - #C-56 Premium Grade Floor Primer 4G

Cove Base Johnsonite 4.5” Rubber 1/8” Cover Coils - #DC-40 Black

Cove Base Adhesive Taylor – Finale Cove Base Adhesive

Transition Reducer Johnsonite EG-40-H Reducer Black

Note: For the purposes of this solicitation “Commercial” flooring, transitions, and all other related products/materials, shall be defined as floor-covering products manufactured for use in public buildings (including college dormitories) and businesses; carpet, transitions, and all other related products/materials, manufactured for use in private or personal residences shall not be included in this definition.

A. Delivery Requirements

1. The Contractor shall inside deliver to the following address:

Science Museum of Virginia 2500 West Broad St Richmond, VA 23220

2. The Contractor shall make delivery, and all work shall be performed at the designated times as determined by the Science Museum. The work should commence as soon as possible upon award. Depending on the availability of the flooring materials, the Contractor should be able to commence work on or around August 31, 2026 and complete the work within seven (7) days of the start date, with a preferred completion date no later than September 30, 2026. When scheduling delivery services, the Contractor shall inform the Facilities Assistant Director or designee regarding the approximate length of time the delivery services shall take, to include the estimated time frame for unloading the commercial floor covering from the delivery vehicle and transporting to the applicable installation site.

https://commercial.tarkett.com/products/carpet/powerbond-resilient-carpet-hybrid/thread-craft https://commercial.tarkett.com/products/carpet/powerbond-resilient-carpet-hybrid/thread-craft

3. In the event re-scheduling is required, the Science Museum will provide the Contractor with twenty-four (24) hours’ notice of the schedule change, and the rescheduled delivery services shall be performed at no additional cost to the Science Museum (i.e. overtime shall not be charged). Travel time to and from the job site (to include travel time for multiple trips) shall be included in the Contractor’s total fixed price.

B. Storage Requirements (if required)

The Contractor shall be responsible for storing all commercial floor-covering products off-site, such as at the Contractor’s warehouse, at no additional cost to the Science Museum. Storage shall not be permitted at the installation site/job site until performing the required installation service. The Contractor shall store all commercial floor-covering products in a safe, clean, dry and well-ventilated area, per the commercial floor-covering product manufacturer’s recommendations/specifications.

C. Disposal Requirements

The Contractor shall:

1. Remove the existing glue-downed carpet, cove base and all other related products/materials from the designated locations prior to installation of the specified carpet or floor covering.

2. Dispose of the removed glue-downed carpet and all other related products/materials. The Science Museum dumpsters may be used with advance approval of the Assistant Facilities Director or designee.

3. Ensure that the disposed carpet and other related products are recycled and not placed in a landfill, to the extent practicable.

D. Pre-Installation Requirements

During cool weather, the Contractor shall store the commercial floor-covering product(s) at room temperature on-site (i.e. the installation site/job site) twenty-four (24) to forty-eight (48) hours prior to installation.

The Contractor shall examine the substrate and the conditions under which the commercial floor-covering product(s) are to be installed/repaired and shall properly prepare and prime the subfloor, to include removing any existing backing that may be glued to the floor and performing minor patching as necessary. In the event an “extreme” condition (e.g. finding asbestos or a leaking situation, which won’t allow the commercial floor-covering product{s} to be installed/repaired properly) is found by the Contractor, the Contractor shall stop work in the applicable area(s) and immediately notify the Science Museum in writing, of conditions detrimental to the proper and timely completion of the work, and shall move on to another area until the Science Museum fixes the problem area(s). The Contractor shall not proceed with the work until unsatisfactory conditions have been fixed. The Contractor shall vacuum the substrate immediately prior to installing the commercial floor-covering product and shall vacuum up all deleterious substances which would interfere with, or be harmful to, the installation. Sweeping alone shall not be acceptable.

Upon request by the Science Museum, the Contractor shall meet with the Science Museum Project Manager/Contract Administrator (or his/her designee) on a date and time mutually agreed upon by the Contractor and the Science Museum, prior to installation, to discuss the various areas of responsibility as they pertain (but are not limited) to:

1. Removing and sanding smooth any protrusions in the floor;

2. Filling cracks more than 1/16” wide, with a latex based flashing compound;

3. Removing (by sanding) paint, old glue, sealer, wax, or other foreign materials;

4. Removing dust and dirt by vacuuming (i.e. sweeping alone shall not be acceptable); wet mopping VCT floor-covering products, as applicable;

5. Confirming that site conditions are in accordance with the applicable commercial floor-covering product manufacturer’s recommendations, with regard (but not limited to):

(a) Moisture content;

(b) Humidity;

(c) Ventilation;

(d) Floor temperature; and

(e) Porosity of the floor.

The Science Museum will be responsible for moving and replacing all of the furniture that can be moved out of the area to be carpeted. In the event that the Science Museum cannot move a furniture item out of the area to be carpeted, the Contractor shall move the applicable furniture item(s), as necessary, within the area to be tiled in order to tile all of the applicable area. The Contractor shall then place the furniture back to its original location within the area that was carpeted.

The Contractor shall remove doors when necessary and shall re-hang doors if the doors are taken off the hinges and do not require undercutting. If the doors require undercutting, the Contractor shall not be responsible for re-hanging the doors.

E. Installation Requirements

1. The Contractor shall provide/perform all labor, supervision, equipment, tools, materials and incidentals necessary to install the flooring as specified.

2. The Contractor shall be responsible for all measurements for this project. Any miscalculations shall be the sole responsibility of the Contractor to remedy in a timely manner at no additional cost to the Science Museum.

3. The Contractor shall be the “Prime Contractor,” and shall be responsible for completely supervising and directing the work under this contract, to include the work performed by any and all subcontractors that may be utilized, using his/her best skill and attention. Subcontractors who perform work under this contract shall be responsible to the Prime Contractor. An English speaking individual with the Contractor’s staff must be present at all times during the install. The Contractor shall be fully responsible for the acts and omissions of his subcontractors and of persons employed by them, as he is for the acts and omissions of his own employees;

4. The Contractor, while on the jobsite, shall have at least one (1) employee who is qualified to install the commercial floor covering products.

5. The Contractor shall coordinate all installation services with Michael Butts, Facilities Assistant Director at the Science Museum (phone 804-864-1441), or his designee.

6. The Contractor’s personnel shall not leave their tools at the worksite but shall take their tools with them at the end of each shift.

7. All installations shall meet or exceed the following requirements:

• Virginia OSHA Standards;

• Applicable Virginia Uniform Statewide Building Codes;

• Applicable manufacturers’ recommendations/specifications; and

• The Carpet and Rug Institute’s standards and specifications for commercial flooring practices.

8. Flooring ordered for direct glue down and double stick installations shall be installed using the manufacturer’s recommended adhesive, trowel size and application rate. Seam sealer shall be used on all seams and butt joints and applied as per the manufacturer’s recommendations.

9. Adhesives used to install Flooring shall comply with the Carpet and Rug Institute’s Green Label Plus Program and shall be less than 50 g/L VOC.

10. Flooring shall be laid according to the recommendations of the manufacturer.

Flooring shall be laid flat, level, and without humps or ripples. Joints shall be subtle and imperceptible. All seams shall be trimmed in a neat and workmanlike manner.

11. Finish strips of vinyl shall be a standard commercial quality and shall be installed with both edges tight against the doorframe. The flooring edge and finish strips shall be located underneath the door when closed. Finish strips shall be installed where the flooring abuts hard surface flooring.

12. The flooring shall be securely attached to the floor in compliance with the

Americans with Disabilities Act.

13. The installed flooring shall be free of spots, dirt, soil, tears, frays, and pulled tufts.

a) The Contractor shall thoroughly vacuum the commercial floor-covering product(s) immediately after installation; and the Contractor shall sweep VCT, as applicable, clean of debris immediately after installation, at no additional cost to Science Museum.

b) The Contractor shall remove all debris from the premises (i.e. the Contractor shall not dispose of any debris in Science Museum refuse containers unless the Science Museum authorizes otherwise), at no additional cost to the Science Museum.

c) Upon completion of the installation work, the Contractor shall provide the Science Museum with a manufacturer’s maintenance manual and cleaning instructions, at no additional cost to the Science Museum.

d) The Contractor shall conduct training sessions for Science Museum personnel on the care and cleaning of the floor-covering product(s), at no additional cost to the Science Museum.

e) In the event repairs or corrections are required subsequent to the completion of punch list items, the Contractor shall complete such needed repairs or corrections within twenty-four (24) hours of notification from the Science Museum, at no additional cost to the Science Museum.

II. INSTALLATION WARRANTY

The installation shall be warranted by the Contractor for a minimum of five (5) years after the date of acceptance. The installation shall be warranted against defective materials, workmanship and performance. The Contractor shall furnish, without cost to the Science Museum (during the warranty period):

1. All materials necessary for the replacement of all materials which are found to be defective;

2. Labor to affect the adjustment/repair of the commercial floor-covering product(s);

3. Transportation (to and from the installation site/job site); and

4. Warranty repairs to be completed within ten (10) business days after notification from the Science Museum.

III. CONTRACTOR QUALIFICATIONS

The Contractor shall:

1. Be an authorized dealer/installer for the commercial floor covering products as specified.

2. Submit proof of insurance as required in the General Terms and Conditions posted on eVA, after award of the contract.

3. Be registered with a “Contractor’s License” through the Virginia Department of

Occupational and Professional Regulation (DPOR) as specified in the Special Term and Condition “Contractor Registration” prior to the work commencing.

IV. MANDATORY SITE VISIT

Prospective bidders may view the property on weekdays from 8:00 a.m. – 4:00 p.m. after scheduling an appointment with Michael Butts (804-864-1441 / mbutts@smv.org) or Barry Lewis (804-864-1471 / blewis@smv.org). Questions will be addressed at the site visit. A representative from each firm must sign in on the Mandatory Site Visit sign-in sheet and provide all requested information for their bid to be accepted. Bidders are required to take measurements for accuracy and will be able to walk the first floor, supervised. If any changes in the specifications are required as a result of the site visits, an addendum to the Quick Quote will be issued.

V. BIDDER INSTRUCTIONS

To be considered a responsive bidder for this Quick Quote, the Bidder shall abide by the instructions in this section. Please complete the following by the bid due date and time:

1. Schedule and attend a site visit at the Science Museum by contacting Michael Butts or Barry Lewis (contact information is above) prior to the bid due date and time. Make sure a representative signs the Mandatory Site Visit Sign-In Sheet to prove that someone from your firm attended the site visit. It is the Bidder’s responsibility to field verify all measurements during the site visit.

2. Submit your bid as a Grand Total amount, as specified in Section VI. Pricing Schedule, via eVA Quick Quote or emailed directly to Laura Dearhart at ldearhart@smv.org prior to the bid due date and time specified above. Late bids will not be accepted.

3. Provide DPOR Contractor License information as specified in the “Contractor

Registration” section of the Special Terms and Conditions.

4. Complete and return Attachment C, Bidder Data Sheet, with three references for completed work. Please make sure to include an email address for each reference. If this attachment is not furnished with the bid, the Bidder must furnish it upon request by the agency.

VI. PRICING SCHEDULE

The “GRAND TOTAL PRICE” shall reflect the total fixed price for the applicable commercial floor covering products requirement(s), to include all goods and services specified in Section I. Scope of Work and Section II. Installation Warranty. This includes but may not be limited to: all specified related products, components, accessories, materials, etc.; removal of existing commercial floor covering products; delivery (inside delivery, to include freight – FOB Destination, transportation); complete installation (as applicable) of the commercial floor covering products (“complete” shall be defined as ready for use at the Science Museum); and removal of all packing debris, etc.

The Bidder may provide itemized costs with their bid, but the Grand Total Price must be entered into the eVA Quick Quote as the “Unit Price” OR it must be clearly indicated on any bid submitted directly to Laura Dearhart via email.

mailto:mbutts@smv.org mailto:blewis@smv.org mailto:ldearhart@smv.org

All Bidders should include hourly rates for after-hours work that may be approved by the Science Museum. These rates may be noted separately in the Quick Quote comments section or attached as a separate document. These rates will not be used to determine the lowest apparent bidder. EXTRA CHARGES WILL NOT BE ALLOWED

VII. GENERAL TERMS AND CONDITIONS

The document labeled “General Terms and Conditions” attached to the eVA Quick Quote is hereby incorporated by reference.

VIII. SPECIAL TERMS AND CONDITIONS

ACCEPTANCE PERIOD: Following delivery, assembly, placement and installation (as applicable) services, the Science Museum in conjunction with the Contractor, shall perform an inspection and/or conduct tests on the commercial floor covering products and installation work to demonstrate conformance to the required specifications of this contract and codes. Tests, as applicable, are anticipated to be completed within thirty

(30) days of installation. If the inspection and/or tests establish that the commercial floor covering products conforms to the bid specifications, the Science Museum will authorize payment on a Net 30 Day basis in accordance with the Commonwealth of Virginia Prompt Payment Legislation. Any deficiencies shall be promptly and permanently corrected by the Contractor, at the Contractor’s sole expense, prior to the Science Museum’s final acceptance of the commercial floor-covering product(s) and installation work.

AWARD: The Commonwealth will make the award(s) on a Grand Total basis to the lowest responsive and responsible bidder that is a DSBSD-certified micro business if such a bid is received, provided that the bid is up to and including $10,000 and the agency in its sole discretion determines that the bid price is fair and reasonable. Otherwise, award of the contract shall be made to the lowest responsive and responsible bidder that is a DSBSD-certified small business if such a bid is received, provided that the bid is not more than $100,000 and the agency in its sole discretion determines that the bid price is fair and reasonable. If, in the agency’s opinion, the criteria in the previous two sentences are not present, then award shall be made to the lowest responsive and responsible bidder of any size, provided the agency in its sole discretion determines that the price is fair and reasonable. If applicable, unit prices, extensions and grand total must be shown. In case of arithmetic errors, the unit price will govern. If cash discount for prompt payment is offered, it must be clearly shown in the space provided. Discounts for early prompt payment will not be considered in making awards. The State reserves the right to reject any and all bids in whole or in part, to waive any informality, and to delete items prior to making an award.

CERTIFICATION OF WORKERS AND LEAD STAFF ASSIGNED TO THIS

CONTRACT: The Contractor certifies that none of the workers or lead staff, who will be assigned to this contract and will be physically carrying out the work associated with this contract on site at the Science Museum of Virginia facility, has ever had a conviction involving crimes against children or has been convicted as a sex offender.

CONTRACTOR REGISTRATION: If a contract for construction, removal, repair or improvement of a building or other real property is for $120,000 or more, or if the total value of all such contracts undertaken by bidder/offeror within any 12-month period is $750,000 or more, the bidder/offeror is required under Title 54.1-1100, Code of Virginia (1950), as amended, to be licensed by the State Board of Contractors a “CLASS A CONTRACTOR.” If such a contract is for $10,000 or more but less than $120,000, or if the total value of all such contracts undertaken by bidder/offeror within any 12-month period is $150,000 or more, but less than $750,000 or more, the bidder is required to be licensed as a “CLASS B CONTRACTOR.” If such a contract is over $1,000 but less than $10,000, or if the contractor does less than $150,000 in business in a 12-month period, the bidder is required to be licensed as a “CLASS C CONTRACTOR.” The board shall require a master tradesmen license as a condition of licensure for electrical, plumbing and heating, ventilation and air conditioning contractors. The bidder/offeror shall enter their license information in the appropriate space below:

Licensed Class A Virginia Contractor No. _______________Specialty _______________ Licensed Class B Virginia Contractor No. _______________Specialty _______________ Licensed Class C Virginia Contractor No. _______________Specialty _______________

If the bidder/offeror shall fail to provide this information with his bid/proposal and shall fail to promptly provide said contractor license number to the Commonwealth in writing when requested to do so before or after the opening of bids/proposals, he shall be deemed to be in violation of § 54.1-1115 of the Code of Virginia (1950), as amended, and his bid/proposal will not be considered.

If a bidder/offeror shall fail to obtain the required license upon request of the agency, the bid/proposal shall no longer be considered.

eVA ORDERS AND CONTRACTS: The solicitation/contract will result in one (1) purchase order, with the applicable eVA transaction fee assessed for each order.

Vendors desiring to provide goods and/or services to the Commonwealth shall participate in the eVA eProcurement Program and agree to comply with the following: If this solicitation is for a term contract, failure to provide an electronic catalog (price list) or Punch-Out Catalog for items awarded will be just cause for the Commonwealth to reject your bid/offer or terminate this contract for default. The format of this electronic catalog shall conform to the eVA Catalog and/or Punch-Out Catalog Specification. For further information and details please email eVA-catalog-manager@dgs.virginia.gov.

EXTRA CHARGES NOT ALLOWED: The bid price shall be for complete installation ready for the Commonwealth’s use, and shall include all applicable freight and installation charges; extra charges will not be allowed.

FINAL INSPECTION: At the conclusion of the work, the contractor shall demonstrate to the authorized owners representative that the work is fully operational and in compliance with contract specifications and codes. Any deficiencies shall be promptly and permanently corrected by the contractor at the contractor’s sole expense prior to final acceptance of the work.

INSPECTION OF JOB SITE: My response to this Quick Quote constitutes certification that I have inspected the job site and am aware of the conditions under which the work must be accomplished. Claims, as a result of failure to inspect the job site, will not be considered by the Commonwealth.

PRIME CONTRACTOR RESPONSIBILITIES: The contractor shall be responsible for completely supervising and directing the work under this contract and all subcontractors that he may utilize, using his best skill and attention. Subcontractors who perform work under this contract shall be responsible to the prime contractor. The contractor agrees that he is as fully responsible for the acts and omissions of his subcontractors and of persons employed by them as he is for the acts and omissions of his own employees.

SUBCONTRACTS: No portion of the work shall be subcontracted without prior written consent of the purchasing agency. In the event that the contractor desires to subcontract some part of the work specified herein, the contractor shall furnish the purchasing agency the names, qualifications and experience of their proposed subcontractors. The contractor shall, however, remain fully liable and responsible for the work to be done by its subcontractor(s) and shall assure compliance with all requirements of the contract.

WORK SITE DAMAGES: The Contractor shall be responsible for protecting all furniture, walls, doors, etc., from damage during installation of the commercial floor-covering product(s). Any damage to existing fixtures, utilities or finished surfaces resulting from the performance of this contract, shall be repaired to the Science Museum’s satisfaction at the Contractor’s sole expense.

Light ‘touch-up” (e.g. to remove small scuff marks) painting, following completion of the commercial floor covering product installation services, shall be performed by the Science Museum, at no expense to the Contractor. However, any damage resulting from commercial floor covering product installation services, that requires repainting an area, shall be repainted to the Science Museum’s satisfaction, at the Contractor’s sole expense.

IX. ATTACHMENTS

A. MUSEUM GIFT SHOP MAP AND AREA

B. TARKETT SPECIFICATION SHEET

C. BIDDER DATA SHEET