Website: oldlyme-ct.gov ● Tel. (860) 434-1605 ext. 210

Request for Proposal (RFP) Memorial Town Hall Carpet Replacement 2026

The Town of Old Lyme is requesting proposals from flooring contractors to provide carpet installation services for the Town of Old Lyme. Said services will include the removal of the existing carpet, proper prep, and the installation of new carpet at the Old Lyme Memorial Town Hall, 52 Lyme Street, Old Lyme.

A copy of the RFP can be obtained from the Town of Old Lyme, until the expiration date of this solicitation. It is incumbent upon the Respondent to check the website at oldlyme-ct.gov for additional information and/or addendums. Copies of the RFP can also be obtained from Town of Old Lyme, Memorial Town Hall, 52 Lyme Street, Old Lyme, CT 06371.

Questions regarding the scope of services can be directed to the Facilities Director, Erik Olsen, at (860)

434-1605 ext. 252 or eolsen@oldlyme-ct.gov prior to the deadline on Friday, September 18, 2026, at

12:00 PM.

Proposals are due prior to Friday, September 25, 2026, at 2:00 PM and must be delivered or mailed to the First Selectman’s Office located at 52 Lyme Street, Old Lyme, CT 06371.

The Town of Old Lyme is an Equal Opportunity Employer.

FIRST SELECTWOMAN

52 Lyme Street Old Lyme, CT 06371 selectmansoffice@oldlyme-ct.gov https://www.oldlyme-ct.gov/ mailto:selectmansoffice@oldlyme-ct.gov

Website: oldlyme-ct.gov ● Tel. (860) 434-1605 ext. 210

Request for Proposal (RFP) For Old Lyme Memorial Town Hall Carpet Replacement 2026

Release date: 8/28/2026

Pre-proposal meeting: 9/10/2026, 4:00 PM

Contact Erik Olsen – (860)434-1605, ext. 252

Questions Deadline: 9/18/2026, 12:00 PM

Contact Erik Olsen – (860)434-1605, ext. 252

Proposals Due: 9/25/2026, 2:00 PM

Bid Opening: 9/25/2026, 2:00 PM

Old Lyme Memorial Town Hall, 52 Lyme Street, Old Lyme CT

Proposals received: Old Lyme Memorial Town Hall –

52 Lyme Street, Old Lyme, CT Attn: Katherine Balocca

Facilities Contact: Erik Olsen, Facilities Director

(860) 434-1605 ext. 252 or eolsen@oldlyme-ct.gov

Town Hall Contact: Katherine Balocca – (860) 434-1605, ext. 210

The Town of Old Lyme is requesting proposals from flooring contractors to provide carpet installation services for the Town of Old Lyme. Said services will include the removal of the existing carpet, proper prep, and the installation of new carpet at the Old Lyme Memorial Town Hall, 52 Lyme Street, Old Lyme, CT.

A copy of this request for proposal (RFP) can be obtained from the Town of Old Lyme website at oldlyme-ct.gov until the expiration date of this solicitation. It is incumbent upon the Respondent to check the website under Town Departments/Selectman’s Office/Request for Proposals (RFP) for additional information and/or addendums. Copies of this RFP can also be obtained from Town of Old Lyme, Memorial

Town Hall, 52 Lyme Street, Old Lyme, CT 06371. If you have any questions, please call the contact identified above as it relates to your concern. Questions regarding the scope of services must be submitted to the

Facilities Contact, Erik Olsen at (860) 434-1605 ext. 252 or eolsen@oldlyme-ct.gov prior to the deadline on

Friday, September 18, 2026, at 12:00 PM.

Proposals are due prior to Friday, September 25, 2026, at 2:00 PM and must be delivered or mailed to the

First Selectman’s Office located at 52 Lyme Street, Old Lyme, CT 06371.

Late Proposals will not be accepted

I. PURPOSE AND GENERAL INFORMATION

It is the intent of this Request for Proposal to solicit bids for professional carpet installation services for the Town of Old Lyme, through its Facilities Department. The Town of Old Lyme is inviting proposals from qualified commercial flooring contractors authorized to perform such work within the State of

Connecticut. Contractors shall provide evidence of any licenses, registrations, or certifications required by law. The work is scheduled to be performed from Wednesday, November 4, 2026 – Saturday, November 21, 2026. Certain spaces will only be available for construction activities during the following periods: Saturdays and Sundays – 8:00 AM to 6:00 PM; Mondays – Fridays – 4:00 PM to 11:00 PM. All other spaces will be available Monday through Friday between 7:00 AM and 4:00 PM or any of the above listed times. The Town of Old Lyme will be responsible for moving and resetting furniture and equipment in coordination with the contractor to accommodate phased installation where required. This project will utilize Broadloom Carpet and Carpet Tiles. Specifications will be listed below.

II. SCOPE OF SERVICES

A. The following spaces: (Contractor is responsible for verifying measurements)

1. Office Space (9 spaces + 1 connected Hallway) - Broadloom (approx. 2350 s/f or 240 s/y),

2. Office Space (9 spaces) – Carpet Tile (approx. 1750 s/f or 215 s/y),

3. Common Space (1 space) – Carpet Tile (approx. 100 s/f or 12 s/y),

4. Hallways (Multiple connected spaces)- Broadloom (approx. 675 s/f or 75 s/y)

B. Each area must comply with the following criteria and must be bid as a complete package. (i.e. except where noted for add alternates)

1. The contractor will remove all existing carpeting and padding including disposal offsite.

https://www.oldlyme-ct.gov/

2. The contractor will prepare the subfloor to remove all existing glue, nails, etc. and vacuum to remove all dirt, dust, etc.

3. Broadloom Carpet will be commercial grade with a heavy traffic rating and a minimum 12’ width, with 15’ width preferred to minimize seams. It will come with a minimum 10-year manufacturer commercial warranty. The installer will also provide in writing a minimum 3-year warranty against installation issues including, but not limited to loose seam, buckling or poor stretching. The padding will be a high density, low thickness commercial pad with a minimum 1/4” thickness. The double glue down installation method is required. Planning is required to minimize seams.

4. Carpet Tile will be commercial grade with a heavy traffic rating. It will come with a minimum 10-year manufacturer’s commercial warranty, with preference to a lifetime manufacturer commercial warranty. The installer will also provide in writing a minimum 3-year warranty against installation issues including, but not limited to loose seams, buckling or bad transitions. Installation will be per manufacturer’s requirements.

5. Broadloom and Carpet Tiles will be from the same manufacturer, color palette and product line. Final carpet color selections will be made by the Town of Old Lyme prior to material ordering. Proposed products shall be available in colorways generally consistent with the existing building finishes. The contractor shall provide broadloom and carpet tile samples at the Old Lyme Memorial Town

Hall for color selection.

6. Any transition at different flooring material locations will require a suitable transition strip and will be installed as part of the project.

The contractor will provide suggestions and/or samples for selection by the Town of Old Lyme prior to the project start.

7. The contractor is responsible for removing and disposing of offsite all job-related debris. No debris is to be left in any workspace at the end of each day.

8. The contractor will complete a final vacuum of all new carpeting upon completion of each space.

9. Due to limited storage areas, some spaces that will have carpet tile may have to be done in steps, i.e. all furniture is moved to one side of space, carpet tile installed, then furniture is moved to new carpeted area so remaining carpet tile can be installed.

10. Prior to the start of the project, a comprehensive plan will be developed between the contractor and the Town of Old Lyme on how best to complete installation with the constraints of an active municipal building and the access times mentioned in Section 1.

C. The contractor shall provide one Add Alternate for this project:

1. The contractor will provide a separate Add Alternate price to remove existing carpeting on the main staircase and replace it with a coordinating carpet. This will be installed in a similar fashion to the existing carpet to include edge binding. The carpet will have a similar wear rating and warranty as stated in Section 2.B.3 above. Color and style to be determined prior to contract signing.

III. RESERVES THE RIGHT TO REJECT

The Town of Old Lyme reserves the right to select the contractor who best meets the Town’s goals and objectives, needs, budget constraints, and quality levels, as well as its service level expectations. The

Town reserves the right, in its sole discretion, to reject any/or all proposals, to waive any irregularities and technical defects contained therein, to award the contract in its entirety, in part or not at all and/or to determine which proposal is the lowest and/or best to enter into a Contract, as it may deem to be in the best interest of the Town of Old Lyme.

IV. PREPARATION OF THE PROPOSAL

Proposals should provide a straightforward, concise description of the proponent’s capabilities to satisfy the requirements of the RFP. Emphasis should be on completeness, clarity of content, and conveyance of the information required by the Town of Old Lyme. One (1) entire original proposal must be submitted to the Old Lyme First Selectman’s office by September 25, 2026, at 2:00 PM. The original must be marked as an original. At a minimum, the proposal should contain the following information:

• Business Organization - State the full name, address, phone number, fax number and email address of your business and whether you operate as an individual, partnership, or corporation.

• List of business’ experiences with federal, state or municipal programs pertaining to carpet installation.

• Proof of appropriate state certifications - Provide proof that you are licensed to operate in

Connecticut where required by law.

• Qualifications - Include a brief narrative description of the proposed services that will be delivered and the equipment available to perform the services. Please indicate completed projects of similar nature. Also indicate a contact person for each reference cited.

V. INSURANCE REQUIREMENTS - CERTIFICATE OF INSURANCE

The contractor shall furnish certificates of insurance in the following amounts:

• General Liability – The insurance shall provide coverage for each accident or occurrence in the amount of $1,000,000, combined single limit, for all damages resulting from (1) bodily injury to or death of persons and/or (2) injury to or destruction of property. Subject to that limit per accident or occurrence, the policy shall provide a total or aggregate coverage of $2,000,000 for all damages during the policy period. This coverage shall be primary and non-contributory.

• Auto liability – The insurance shall provide coverage for accident or occurrence in the amount of

$1,000,000 combined single limit, for all damages resulting from (1) bodily injury to or death of persons and/or (2) injury to or destruction of property. This coverage shall be primary and non-contributory.

• Professional Liability – The insurance shall provide a minimum limit of $1,000,000 per claim and policy aggregate, to include errors and omissions coverage providing $1,000,000 coverage for willful or negligent acts, or omissions of any officers, employees, or agents in conjunction with the services to be provided. Coverage limits shall be $1,000,000 or more, per occurrence without reduction for claims paid during the policy period.

• Workers’ Compensation Insurance – Coverage will be in accordance with the State of Connecticut requirements at the time of bid.

• The contractor shall have a certificate issued showing the Town of Old Lyme as an additional named insured for the duration of the contract.

• Certificates shall be filed with the town’s agent before work is started and contain a thirty (30) day notice by certified mail of cancellation, termination or change in policy clause. No such changes shall be made without prior written approval of the First Selectman.

• Claims – Each insurance policy shall state that the insurance company shall agree to investigate and defend the Town of Old Lyme against all damages, even if groundless.

• Compensation – There shall be no direct compensation allowed the Proposer on account of any premium or other change necessary to take out and keep in effect all insurance or bonds, but the cost shall be considered include in the general cost of the work.

• All personnel on site shall follow ANSI and OSHA standards for personal protective equipment.

• Contractor shall be responsible for damages incurred to town or personal property within the work zone.

VI. AGREEMENT/EXCEPTIONS

Submission of a proposal indicates the Contractor agrees to the terms, conditions and other provisions contained in the RFP, unless the Contractor clearly and specifically presents in its proposal any exceptions to the terms, conditions, and other provisions contained in the RFP. Exceptions presented in the proposal are not to be considered incorporated into the contract between The Town of Old Lyme and the selected Contractor unless and until The Town of Old Lyme agrees to accept such exceptions.

The selected Contractor must acknowledge and agree that the contract resulting from this RFP includes the terms, conditions, and other provisions contained in the RFP, the proposal selected (including any exceptions accepted by The Town of Old Lyme) which is acceptable to The Town of

Old Lyme and is not in conflict or contravention of the RFP, and any other documents mutually agreed upon by The Town of Old Lyme and selected Contractor. No oral statements or any person shall modify or otherwise change or affect the terms, conditions, or specifications stated in the RFP or the resulting contract. A formal contract will be awarded after the selection of a contractor for the services identified in the scope of services by The Town of Old Lyme. The contractor shall not assign the contract or any part thereof to any other person unless such assignment is first approved in writing by The Town of Old Lyme, it being understood that the contract shall not be assignable unless the proposed assignee is acceptable to the municipality. The request for assignment must include evidence that the proposed assignee qualifies under all requirements of the contract and must be addressed as defined in the contract for services. The Town of Old Lyme reserves the right to obtain the services of an independent testing agency to verify the proposed work has been done to meet the requirements of this RFP. This testing may occur while the work for this proposal is being performed. If the testing shows the work was not completed to the requirements of this RFP, final payment will be withheld until the deficiencies are corrected.

VII. PROPOSAL SUBMITTAL

One entire original proposal must be submitted to the Old Lyme First Selectman’s office as follows:

Town of Old Lyme 52 Lyme Street, Old Lyme, CT 06371. All proposals must be received prior to

Friday, September 25, 2026, at 2:00 PM. Proposals may be mailed or dropped off at the Old Lyme

Memorial Town Hall. Proposals must be received in the First Selectman’s Office by 2:00 PM for it to be considered in the RFP review process.

VIII. EVALUATION OF PROPOSALS

Only proposals meeting minimum qualifications will be evaluated. Certification by the State of

Connecticut, where required by law is mandatory. Personnel must be State of Connecticut licensed.

The Town of Old Lyme will evaluate proposals based on, but not limited to, the following criteria:

• Experience in commercial carpet installation

• Qualifications of contractor and/or personnel

• Ability to meet schedule requirements

• References

• Product quality and warranty provisions

• Price

• Overall value to the Town of Old Lyme

The Town of Old Lyme reserves the right to accept or reject any or all proposals, in part or in total, and to waive any irregularity in any proposal if it is deemed to be in the best interests of

The Town of Old Lyme. The Town of Old Lyme reserves the right to reject the proposal of any contractor who has previously failed to perform properly, or to complete on time, contracts of a similar nature, who is not in a position to perform the contract, or who has habitually and without just cause neglected the payment of bills or otherwise disregarded his/her obligations to subcontractors, suppliers, or employees. The Town of Old Lyme reserves the right to make an award based solely on the proposals submitted or to negotiate further with one or more vendors.

The contractor selected for the award will be chosen on the basis of greatest benefit to The Town of Old Lyme, not necessarily on the basis of lowest price. All costs incurred in the preparation and presentation of the proposal shall be wholly absorbed by the contractor. All supporting documentation and manuals submitted with this proposal will become the property of The Town of Old Lyme unless otherwise requested by the contractor at the time of submission.

Please provide a list of municipal and/or commercial client references and include contact information:

1.

2.

3.

Proposal Submitting Company Information

Company:

Address:

Phone: Email: _

Company Representative Name:

Company Representative Signature: Date:

Required Submittals Checklist o Bid Form o Proof of Insurance o Contractor License, Registration or Certification as required by law o Product Data Sheets o Warranty Information o References

Bid Form

Memorial Town Hall Carpet Replacement Project 2026

Provide a lump-sum price for furnishing all labor, supervision, equipment, materials, disposals and incidentals necessary to complete the carpet installation in accordance with the RFP requirements.

Description Amount

Base Bid Broadloom Price - SPACES -1st Floor Offices:

First Selectwoman & Selectwoman Admin; 1st Floor Hallway; 2nd Floor Offices: Finance, Finance Asst., Conference Room, Building, Planning, Land Use, Health & Connected Hallway $

Base Bid Carpet Tile Price - SPACES - Lower Level Offices: Facilities/IT, Park & Rec 1 & Park & Rec 2; 1st Floor Offices: Town Clerk & Assessor; 2nd Floor Offices: Fire Marshall, HR, Building Official, Zoning & Staff Room $ Add Alternate - Main Staircase Price $ Total Base Bid Price (if accepted) $ Total Base Bid Price + Add Alternate Price (if accepted) $

Provide unit pricing for the following items in accordance with the RFP requirements.

Item Unit Unit Price Carpet Removal and Disposal $ Broadloom Carpet and Padding $ Carpet Tile $