STATE OF HAWAI’I

Department of Human Resources Development

RELEASE DATE: October 1, 2026

INVITATION FOR BIDS

DHRD IFB NO. 27-02-ASO

SEALED BIDS

FOR

12th and 13th FLOOR CARPET TILE REPLACEMENT

FOR THE STATE OF HAWAI’I

DEPARTMENT OF HUMAN RESOURCES DEVELOPMENT

WILL BE RECEIVED UP TO 2:00 P.M. (HST) ON

November 2, 2026

IN THE ADMINISTRATIVE SERVICES OFFICE

VIA THE STATE’S ELECTRONIC PROCUREMENT SYSTEM: HIePRO

QUESTIONS RELATING TO THIS SOLICITATION ARE ONLY BEING ACCEPTED THROUGH

HIePRO

DHRD IFB No. 27-02-ASO 2

Marc Togashi Procurement OƯicer Dept. of Human Resources Development

DHRD IFB No. 27-02-ASO 3

DEPARTMENT OF HUMAN RESOURCES DEVELOPMENT

12th and 13th Floor Carpet Tile

DHRD IFB No. 27-02-ASO

INVITATION FOR BIDS

Note to Prospective Bidders: Subsection 14.1 contains a Bidder’s Checklist to assist Bidders in the preparation of their submittal. However, Bidders should read the entire Invitation for Bids (IFB) document to gain an understanding of project and bid submittal requirements.

DHRD IFB No. 27-02-ASO 4

SECTION I – SOLICITATION AND PROJECT INFORMATION

1.0 INTRODUCTION AND BACKGROUND

The State of Hawaiʻi (State), Department of Human Resources Development (DHRD), is soliciting competitive sealed bids pursuant to Hawaiʻi Revised Statutes (HRS) Chapter 103D for construction services to replace existing carpeting on the 12th and 13th floors of the Leiopapa a Kamehameha Building (LAK Building) with modular carpet tile (carpet tile).

The Work shall be performed at 235 South Beretania Street, Honolulu, Hawaiʻi 96813.

The objective of this project is to remove existing carpeting and install new modular carpet tile on the 12th and 13th floors, including all related coordination.

The State's estimated value for the complete project, consisting of both floors, is approximately $275,000 to $360,000, including contingency.

2.0 TERMS AND ACRONYMS USED HEREIN

State = State of Hawaiʻi, Department of Human Resources Development.

DHRD = Department of Human Resources Development, 235 S. Beretania Street, Honolulu, Hawaiʻi 96813.

Procurement OƯicer = DHRD Administrative Services OƯicer, or other person designated as Procurement OƯicer for this solicitation.

CA = Contract Administrator for the State.

Bidder = Any individual, partnership, firm, corporation, joint venture, or other entity submitting, directly or through a duly authorized representative or agent, a bid for the construction contemplated by this solicitation.

Contractor = The Bidder to whom the Contract is awarded.

HRS = Hawaiʻi Revised Statutes.

HAR = Hawaiʻi Administrative Rules.

HIePRO = State of Hawaiʻi eProcurement System.

AG = Attorney General.

GC = General Conditions, Form AG-008 103D, Rev. 01/10/2023, issued by the Attorney General.

DHRD IFB No. 27-02-ASO 5

IFB = Invitation for Bids.

GET = General Excise Tax.

NTP = Notice to Proceed.

Provisions = Provisions of this IFB, unless stated otherwise. Provisions represent all details contemplated in this IFB.

3.0 PROCUREMENT TIMELINE

Milestone Date

Public Notice October 1, 2026 Site Visit October 15, 2026

Vendor Questions Due October 20, 2026 at 2:00 P.M.

Bid Submission Deadline November 2, 2026 at 2:00 P.M.

All times specified herein are based on Hawaiʻi Standard Time (HST).

Late bids shall be rejected and shall not be considered for award.

The dates above are subject to change by the State through an amendment to this IFB. In the event of conflicting dates within this solicitation, the dates established in HIePRO, including dates established by HIePRO amendments, shall control.

4.0 SCOPE OF WORK

The Work for replacement of floor carpeting at the Department of Human Resources Development shall be performed in accordance with the Provisions of this IFB, the attached Sketches and Specifications, and the AG-008 103D General Conditions.

The Contractor shall provide all labor, materials, tools, vehicles, equipment, supervision, transportation, disposal, permits, licenses, insurance, and other services necessary to complete the Work specified in this IFB, the Specifications, Sketches, General Conditions, and Contract.

The Work includes, but is not limited to, the following:

Remove existing carpet and replace it with modular carpet tile.

o Provide manufacturer-approved transitions to adjacent existing flooring.

o Color selection shall be made by the State.

o Carpet tile shall comply with the product requirements stated in Subsection 5.0.

DHRD IFB No. 27-02-ASO 6

Manage and stage all equipment, materials, and supplies necessary for the Work within the floor where the Work is being performed.

o The Contractor shall refrain from storing equipment, materials, and supplies outside of the Work area unless the Contractor receives prior approval from the State’s Contract Administrator (CA) on a case-by-case basis.

o The Contractor shall coordinate the location of any additional requested staging or storage areas, as available, with the State.

o The Contractor shall accommodate the State's timeline for its concurrent furniture upgrades project.

o The Contractor shall coordinate closely with the State and the State's furniture contractor to ensure a coordinated transition among furniture removal, carpet tile replacement, and furniture installation.

o The Contractor shall provide a detailed on-site schedule for State review and approval before commencement of Work.

o This solicitation is for one construction project consisting of carpet tile replacement on the 12th and 13th floors.

The State intends to make one award to one responsible and responsive Bidder for the project.

Subject to availability of funds, the State intends to authorize the Work for both floors. The State reserves the right, however, to reduce the authorized scope of the resulting Contract and authorize Work for only the 12th Floor or only the 13th Floor if suƯicient funds are not available to authorize both floors.

The State shall evaluate bids based on the complete solicited project, using the four required HIePRO line items identified in this IFB.

The possibility that the State may authorize less than the full solicited scope does not change the basis for bid evaluation.

5.0 CARPET TILE PRODUCT REQUIREMENTS

5.1 Carpet Tile Size

Carpet tile shall be nominally 24 inches × 24 inches.

DHRD IFB No. 27-02-ASO 7

5.2 Fiber

Carpet tile shall be solution-dyed nylon suitable for commercial oƯice use.

5.3 Minimum Face Weight

Carpet tile shall have a minimum face weight of 22 ounces per square yard and shall be manufacturer-rated for at least Heavy commercial traƯic.

5.4 Carpet Construction

Carpet tile shall be manufactured for heavy commercial oƯice use and shall have a construction suitable for the intended application. A tuft density of approximately 6,000 tufts per square yard is an example of an acceptable construction; other comparable constructions may be proposed. The Bidder shall provide the manufacturer's published construction specifications, including tuft density or equivalent construction information, with the Bid.

5.5 Backing

Carpet tile shall have a commercial-grade, manufacturer-approved PVC-free backing system suitable for heavy commercial oƯice use and compatible with the specified adhesive and substrate conditions. The backing system shall be designed for modular carpet installation and shall provide dimensional stability suitable for the intended application.

5.6 Dye Lot and Pattern

Carpet tile shall have consistent dye-lot and patterning.

The layout shall be coordinated with and approved by the State.

5.7 Indoor Air Quality and VOC

Products shall meet CRI Green Label Plus requirements or an equivalent recognized standard.

Adhesives shall be low-VOC products suitable for the intended installation and shall meet CRI Green Label Plus requirements or an equivalent recognized low-emitting product standard, where such certification is available for the adhesive type.

5.8 Transitions

The Contractor shall provide manufacturer-approved transition materials and coordinate locations and details with the State.

DHRD IFB No. 27-02-ASO 8

5.9 Substrate Preparation

Ordinary substrate preparation required by the carpet tile and adhesive manufacturers' written installation instructions is included in the Bid. Ordinary preparation includes cleaning, removal of loose material and debris, removal of residual materials that would interfere with installation, minor patching or filling of surface imperfections, and minor grinding or smoothing of high spots, as reasonably necessary for proper carpet tile installation.

Extraordinary substrate remediation beyond ordinary preparation shall require prior written authorization from the State and may be charged against the applicable contingency only if authorized.

5.10 Installation Standard

Installation shall comply with the carpet tile manufacturer's written installation instructions and applicable CRI installation standards, including CRI 104 where applicable.

5.11 Product Identification and Submittal

Subsection 14.3 details the documentation required for the Bidder’s proposed carpet tile product.

The Bidder is not required to identify a final carpet tile color with its Bid. Following award, the State shall select the carpet tile color and pattern from the proposed manufacturer's product line, subject to availability and compliance with the requirements of this Section.

The Contractor shall provide samples of the proposed carpet tile product and available colors and patterns for the State's review and selection following award.

The State's selection of color or pattern shall not result in an additional charge to the State, provided the selected color or pattern is within the manufacturer's standard commercial product line proposed by the Contractor. No substitution of the manufacturer or product identified in the Bid shall be permitted without the prior written approval of the State. Any approved substitute shall meet or exceed all applicable requirements of this Section and shall be provided at no additional cost to the State.

5.12 Spare Carpet Tiles

The Contractor shall provide spare carpet tiles for each floor equal to five percent (5%) of the total quantity of carpet tiles installed on that floor, rounded up to the next whole tile. Spare carpet tiles shall be the same product, color, pattern, and

DHRD IFB No. 27-02-ASO 9 backing system as the carpet tiles installed on the applicable floor and shall be delivered to and placed at a location designated by the State at the completion of the applicable Phase.

6.0 WARRANTY

6.1 Manufacturer Warranties

Carpet tile shall be provided with a minimum ten (10) year manufacturer's warranty.

Adhesives and transition materials used for installation of carpet tile shall carry the manufacturer's standard warranty, where available.

The carpet tile manufacturer's warranty shall cover, at a minimum, defects in materials and manufacturing and premature failure of the carpet tile under normal commercial use, subject to the manufacturer's standard warranty terms and exclusions.

The Contractor shall provide the State with all applicable manufacturer warranties for carpet tile, adhesives, transition materials, and other products furnished under the Contract.

6.2 Special Carpet Tile Warranty

The Contractor shall provide written documentation of the applicable manufacturer's warranty for the carpet tile furnished under the Contract.

The manufacturer's warranty shall commence upon Phase Acceptance of the applicable floor unless the manufacturer's warranty specifies otherwise.

The warranty shall not include deterioration or failure caused by unusual traƯic beyond the intended use of the product, substrate conditions not caused by the Contractor, vandalism, abuse, misuse, or other conditions beyond the manufacturer's control.

Where the manufacturer's warranty provides coverage for excessive wear, delamination, backing failure, or other product-specific defects, such coverage shall remain applicable in accordance with the manufacturer's written warranty terms.

6.3 Special Flooring System Component Warranty

Where carpet tile cushion, pad, underlayment, integrated cushion backing, or other flooring system component is furnished under the Contract, the Contractor shall provide written documentation of the applicable manufacturer's warranty.

DHRD IFB No. 27-02-ASO 10

The manufacturer's warranty shall commence upon Phase Acceptance of the applicable floor unless the manufacturer's warranty specifies otherwise.

All such components shall be warranted in accordance with the applicable manufacturer's written warranty.

6.4 Workmanship Warranty

The Contractor warrants that all labor, installation Work, and workmanship furnished under the Contract shall be performed in accordance with the Contract requirements, manufacturer's installation instructions, applicable industry standards, and generally accepted practices for commercial carpet tile installation.

The Contractor shall provide a written workmanship warranty for a period of one (1) year from Phase Acceptance of the applicable floor.

During the workmanship warranty period, the Contractor shall, at no additional cost to the State, promptly correct defects resulting from faulty workmanship, improper installation, or failure to perform the Work in accordance with the Contract requirements.

Workmanship warranty coverage shall include, as applicable, defects resulting from improper installation of modular carpet tile/plank, separate cushion, pad, or underlayment, including displacement, movement, improper adhesion, installation-related seam or edge deficiencies, and other installation defects attributable to the Contractor.

6.5 Warranty Documentation

The Contractor shall furnish all warranty documentation to the State upon completion and acceptance of the applicable Work.

Warranty documentation shall identify, as applicable:

Manufacturer;

Product name or model;

Warranty period;

Applicable warranty terms; and Location where the product was installed, including building, floor, and room where applicable.

The Contractor shall serve as the State's point of contact for warranty matters and shall coordinate applicable manufacturer warranty claims on behalf of the State during the applicable warranty periods. If, during the one (1) year workmanship

DHRD IFB No. 27-02-ASO 11 warranty period specified in Subsection 6.4, a defect is determined to result from improper installation or other Work performed by the Contractor, the Contractor shall correct the defect at no additional cost to the State.

7.0 CONTRACT ADMINISTRATOR

For purposes of this Contract, Patrick Lam, DHRD, or other designee, is the Contract Administrator (CA). The CA will serve as the State’s primary internal resource for purposes of the IFB.

The State will provide the CA’s contact information for contract administration functions at the time of contract execution.

8.0 EXAMINATION OF PROJECT AREAS

The site visit is non-mandatory. Bidders are strongly encouraged to attend the site visit to familiarize themselves with existing conditions.

Attendance at the site visit is not a condition of bid submission.

Prospective Bidders should visit the project site and thoroughly familiarize themselves with existing conditions and the amount and kind of Work to be performed.

No additional compensation shall be provided because of any misunderstanding or error regarding conditions at, or measurements of, the project location or the amount and kind of Work required, except as otherwise expressly provided by the Contract.

Bidders are responsible for verifying measurement dimensions necessary to ensure full floor coverage.

9.0 WRITTEN INQUIRIES – QUESTIONS AND ANSWERS

Questions regarding this solicitation are due by the date and time specified in HIePRO.

All questions shall be submitted through the HIePRO Question and Answer section.

Questions submitted by email, telephone, or any other method shall not be accepted.

Any changes, clarifications, or interpretations of this solicitation that modify the solicitation shall be made only by written addendum issued through HIePRO.

DHRD IFB No. 27-02-ASO 12

SECTION II – BIDDER REQUIREMENTS

10.0 BIDDER QUALIFICATIONS

10.1 Experience and Qualifications

The Bidder shall have a minimum of four (4) years of supervisory or foreman experience in the flooring trade within the past ten (10) years.

10.2 Additional Qualification Information

If requested by the State, the Bidder shall provide additional documentation demonstrating its qualifications, personnel qualifications, experience, licensing, financial capability, or ability to perform the Work.

Unless otherwise specified by the State, requested information shall be provided within three (3) business days of the State's request.

Failure to timely provide requested information may result in a determination that the Bidder is nonresponsive or not responsible, where permitted by applicable law and procurement rules.

10.3 Requirements for Contractor Licensing Classifications

The Bidder is responsible for reviewing the project requirements and determining the appropriate contractor license classification(s) required to perform the Work.

The Bidder shall possess, at the time of bid submission, all valid State of Hawaiʻi contractor license classifications required by law under HRS Chapter 444, or other, to perform the Work, including C-7 (Carpet Laying Contractor) for carpet tile installation Work.

The Bidder shall ensure that any subcontractor performing Work requiring a contractor license possesses the contractor license classification(s) required by law for the Work assigned to that subcontractor.

The Bidder and its subcontractors shall maintain all required contractor licenses in good standing throughout the duration of the Contract and any authorized extensions.

10.4 Personnel Qualifications – Lead Carpet Tile Installer

The Bidder’s identified lead carpet tile installer or foreman shall possess a minimum of three (3) years of experience serving in a lead carpet tile installer or foreman capacity on projects similar in scope and complexity to the Work.

DHRD IFB No. 27-02-ASO 13

10.5 COMPETENCY OF BIDDER

The Bidder shall be capable of performing the Work for which bids are requested.

Before or after the bid submission deadline, the State may require the Bidder to provide information concerning personnel, financial status, experience, qualifications, licensing, bonding capability, or other factors relating to the Bidder's ability to satisfactorily perform the Work, to the extent permitted by applicable law and procurement rules.

Any such inquiry shall be made in writing, and the Bidder shall respond in writing.

A Bidder that refuses to provide required information may be determined nonresponsive or not responsible, as permitted by applicable law and procurement rules.

11.0 CERTIFICATION OF INDEPENDENT COST DETERMINATION

By submission of a bid in response to this IFB, the Bidder certifies that:

a. The costs in its bid have been derived independently, without consultation, communication, or agreement with any other Bidder concerning any matter relating to such costs for the purpose of restricting competition;

b. Unless otherwise required by law, the costs in its bid have not been knowingly disclosed by the Bidder, directly or indirectly, to any other Bidder or competitor prior to award; and

c. No attempt has been made or will be made by the Bidder to induce any other person or firm to submit or not submit a bid for the purpose of restricting competition, bid rigging, or any other unlawful purpose.

12.0 BID PREPARATION AND BID PROCESS DETAILS

12.1 Electronic Submission

Bids shall be submitted electronically through HIePRO.

Bids received outside HIePRO shall be rejected and shall not be considered for award unless otherwise expressly permitted by applicable law and the solicitation.

A Bidder's electronic response to this solicitation shall constitute an oƯer to sell and provide the specified construction services to the State at the prices shown in the response and under the terms and conditions of this solicitation.

DHRD IFB No. 27-02-ASO 14

Bidders shall enter bid prices in HIePRO in accordance with the HIePRO instructions and this IFB.

A Bidder may submit only one bid in response to this solicitation.

A Bidder may not submit alternate or conditional bids unless expressly authorized by written addendum.

If a Bidder submits more than one bid in response to this solicitation, all such bids may be rejected in accordance with applicable law and procurement rules.

The Bidder shall submit one price for each required HIePRO line item. There are four

(4) required HIePRO line items. Failure to submit a price for any required line item may result in rejection of the bid as nonresponsive.

12.2 Line Items

The Bidder shall bid on all required items specified in the HIePRO "Line Items" tab.

The Bidder shall submit separate HIePRO line items for:

1. 12th Floor Carpet Tile Replacement;

2. 12th Floor Contingency;

3. 13th Floor Carpet Tile Replacement; and

4. 13th Floor Contingency.

Each contingency amount shall equal ten percent (10%) of the corresponding floor's Carpet Tile Replacement line-item amount, including applicable GET.

Each contingency line item is a tax-inclusive, not-to-exceed allowance and is not a guaranteed expenditure.

Failure to bid on a required line item may result in rejection of the entire bid as nonresponsive.

12.3 Unit Bid Price

All HIePRO line-item prices, including contingency amounts, shall be tax-inclusive and shall include applicable GET.

Prices shall include all costs for labor, equipment, materials, supplies, freight, applicable taxes, permits, licenses, disposal, insurance, supervision, and all other expenses necessary to perform the Work specified herein.

DHRD IFB No. 27-02-ASO 15

12.4 Bid Acceptance Period

Bids shall remain valid and irrevocable for ninety (90) calendar days following bid opening, unless otherwise specified by written addendum issued prior to the bid submission deadline.

12.5 Public Bid Opening

Bids shall be publicly opened in accordance with HRS Chapter 103D, applicable administrative rules, and the procedures of HIePRO. The State’s use of HIePRO shall facilitate the public opening of bids.

The amount of each bid, the name of each Bidder, and other information required by law or rule shall be recorded and made available for public inspection, subject to applicable law.

13.0 OTHER BID DETAILS

13.1 Correction or Withdrawal of Bids Due to Mistakes

Bids shall be unconditionally accepted without alteration or correction, except as permitted by HRS §103D-302 and HAR §3-122-31.

13.2 Bid Security

Bid security is required for this solicitation. The Bidder shall submit a bid bond in an amount equal to at least five percent (5%) of the Total Sum Bid Price for the complete solicited project, consisting of all four required HIePRO line items. The bid bond shall be underwritten by a surety company licensed to issue bonds in the State of Hawaiʻi. The Bid Bond shall be submitted electronically with the Bid through HIePRO. No original Bid Bond shall be required after submission of the Bid.

Failure to submit required bid security with the bid may result in rejection of the bid as nonresponsive.

13.3 Insurance Acknowledgement

By submitting a Bid in response to this IFB, the Bidder acknowledges that, if awarded the Contract, it will be required to obtain and maintain the insurance specified in Section 26.0 as a condition of Contract award and performance.

13.4 HIePRO Fees

HIePRO does not charge vendors a fee to register or submit bids.

Any applicable HIePRO transaction fee imposed under the State's current HIePRO program terms shall be the responsibility of the awarded vendor, if applicable.

DHRD IFB No. 27-02-ASO 16

Upon award, the vendor shall pay the HIePRO transaction fee equal to 0.75% of the original award amount, capped at $5,000, payable within 30 days.

14.0 BID SUBMITTAL

14.1 Bidder's Checklist

Before submitting its bid, each Bidder should verify inclusion of all required documents, including the following, to be submitted in the below order. Further background is provided for certain of the following items below. All items are to be submitted with each bid.

Item

Required Documentation

Discussed Further at

Template at

IFB

Bidder Form

Please refer to Attachment 1

Attachment 1

Qualification Form

Also attach:

Bidder Resume Lead Carpet Tile Installer or Foreman Resume

Subsection 14.2

Attachment 2

Carpet Tile Product Form Subsection 14.3

Attachment 3

Joint Contractor and Subcontractor Listing Form

14.4

Attachment 4

Preference Declaration Form; and

Required Attachments for Bidder to Provide, as Applicable

Hawaii Bidder Preference Certification, Form

SPO-081;

Apprenticeship Agreement Preference Certification Form 1;

Taxpayer Preference Supporting Document – Tax Clearance Certificate(s) from the Hawaii Department of Taxation and Internal Revenue Service (if claiming Taxpayer Preference)

14.5

Attachment 5

HRS §103-55.5 Wage Certification Form

14.6

Attachment 6

DHRD IFB No. 27-02-ASO 17

Safety and Health Program Certification Form

14.7

Attachment 7

Bid Security Bond;

13.2

All other documents specifically required by this IFB or HIePRO.

The Bidder is responsible for ensuring that all required forms and documents are attached to its HIePRO bid submission.

14.2 Qualification Form and Project Experience

The Bidder shall complete and submit Qualification Form with its bid as a PDF attachment through HIePRO. The Qualification Form shall provide the information requested by the State, including:

Business information. Bidder's legal business name, location, contact information, personnel, qualifications, experience, and past Work.

License information, including license number and classification.

Bidder’s number of years of professional experience and a list of similar example projects demonstrating such experience. Bidder’s identified lead carpet tile installer or foreman. The lead carpet tile installer shall possess a minimum of three (3) years of experience serving in a lead carpet tile installer or foreman capacity on projects similar in scope and complexity to the Work.

The Bidder’s and lead carpet tile installer’s years of experience are a qualification requirement and shall not constitute a separate subjective evaluation criterion.

Resumes for the Bidder and lead carpet tile installer shall be attached to the Qualification Form.

The State may consider the Bidder’s past performance on other contracts for similar work in determining whether the Bidder is responsible. A documented record of unsatisfactory performance relevant to the Work may be considered in the responsibility determination. A Bidder determined to be non-responsible shall not be awarded the Contract.

14.3 Carpet Tile Product Form

The Bidder shall complete and submit the Carpet Tile Product Form with its bid as a PDF attachment through HIePRO. Through submittal of the Carpet Tile Product Form, the Bidder shall identify the manufacturer name, product name, product

DHRD IFB No. 27-02-ASO 18 number, warranty information, and other product detail for the carpet tile proposed in the Bid.

Through completion of the Carpet Tile Product Form, the Bidder shall demonstrate compliance with the requirements of subsection 5, Carpet Tile Product Requirements, including fiber type, face weight, backing system, traƯic classification, and applicable indoor air quality requirements.

The Bidder may also provide current manufacturer product literature or technical documentation. However, manufacturer product literature shall not substitute for completion of the Carpet Tile Product Form.

14.4 Joint Contractor and Subcontractor Listing Form

The Bidder shall complete and submit the Joint Contractor and Subcontractor Listing Form with its bid as a PDF attachment through HIePRO. This shall list each joint contractor and subcontractor to be engaged in performance of the Contract and the nature and scope of Work to be performed by each, as required by HRS §103D-302 and applicable procurement rules.

The Contractor shall not substitute a listed joint contractor or subcontractor except as permitted by the Contract and applicable law.

The Contractor shall be the sole point of contact for contractual matters and shall remain responsible for all Work performed by subcontractors.

The Contractor shall be responsible for payment of all subcontractors and suppliers and for ensuring that subcontractors comply with applicable Contract requirements.

Each subcontractor shall possess the contractor license classification(s) required by law for the Work assigned to that subcontractor.

14.5 Preference Declaration Form

The Bidder shall complete and submit the Preference Declaration Form with its bid as a PDF attachment through HIePRO. Each Preference is discussed further in subsections 16.5 through 16.7. Bidders shall complete and submit the Preference Declaration Form with their Bid, identify each preference claimed, and provide the required supporting documentation as part of their Bid submittal:

Hawaii Bidder Preference – Hawaii Bidder Preference Certification, Form

SPO-081

DHRD IFB No. 27-02-ASO 19

Apprenticeship Agreement Preference – Apprenticeship Agreement Preference Certification Form 1

Taxpayer Preference – Tax Clearance Certificate(s) from the Hawaii Department of Taxation and Internal Revenue Service

Bidders claiming a preference shall submit the documentation required by the applicable preference provision of this IFB and HRS Chapter 103D/HAR.

The Bidder is responsible for identifying all preferences claimed and submitting the required supporting documentation. Failure to claim a preference or provide required documentation may result in the preference not being applied.

14.6 HRS §103-55.5 Certification Form – Public Works

The Bidder shall complete and submit its HRS §103-55.5 Certification Form with its bid as a PDF attachment through HIePRO. Prior to entering into a public works construction Contract in excess of $2,000 that is subject to Chapter 104, HRS, the Bidder shall certify its intent to comply with HRS §103-55.5 and Chapter 104 requirements, including prevailing wages, overtime, and applicable labor and safety laws.

No Contract for construction of a public work project subject to these requirements shall be granted unless the applicable statutory requirements are satisfied.

14.7 Safety and Health Program Certification Form

The Bidder shall complete and submit its Safety and Health Program Certification Form with its bid as a PDF attachment through HIePRO. Because the estimated value of this project exceeds $100,000, the Bidder shall provide the certification required by HRS Chapter 396 concerning availability and implementation of a project-specific written safety and health program. The project-specific written safety and health program shall be available and implemented by the Notice to Proceed date.

15.0 RESPONSIBILITY OF BIDDER

To be awarded a Contract under this solicitation, the Bidder shall be responsible within the meaning of HRS Chapter 103D and shall comply with all applicable requirements governing entities doing business with the State.

The State may verify responsibility and compliance through Hawaii Compliance Express (HCE) or by other means permitted by law.

The Bidder shall demonstrate compliance and responsibility prior to award.

DHRD IFB No. 27-02-ASO 20

Failure to demonstrate responsibility or required compliance may result in the Bidder being determined ineligible for award.

The Bidder shall be incorporated or organized under the laws of the State or registered to do business in the State as required by applicable law.

15.1 Hawaii Compliance Express

Bidders are encouraged to register with Hawaii Compliance Express suƯiciently in advance of bid submission to allow time to establish compliant status prior to award.

The State may require the apparent successful Bidder to provide a current Certificate of Vendor Compliance or other documentation demonstrating compliance with applicable requirements. Documents demonstrating compliance shall be provided to the State electronically.

15.2 Final Payment Requirements

The Contractor shall provide a current Certificate of Vendor Compliance when required for final payment.

Additionally, the State anticipates completing payment for the Work from funds available for the applicable fiscal year. In addition to the requirements set forth in the Availability of Funds provision, and to facilitate the State's ability to process payment within the applicable fiscal year, the Contractor shall submit its final invoice to the Contract Administrator no later than May 1, 2028. This invoice-submission deadline does not extend or modify the required completion dates set forth in the Anticipated Project Timeline. The State cannot ensure payment of any final invoice received after May 1, 2028.

DHRD IFB No. 27-02-ASO 21

SECTION III – AWARD AND PROCUREMENT ADMINISTRATION

16.0 AWARD OF CONTRACT

16.1 Contract Documents

The Contract consists of the executed agreement and all documents incorporated therein, including, as applicable:

This IFB;

Special Provisions;

General Conditions (AG-008 103D, Rev. 01/10/2023);

Specifications;

Plans and Sketches;

Addenda;

Contractor's accepted bid;

Performance Bond;

Payment Bond;

Insurance documents;

Applicable wage determinations; and Other documents identified in the Contract.

16.2 Responsive Bid

To be considered responsive, a Bidder's bid shall comply with the requirements of this IFB and all Addenda.

A bid that materially deviates from, conditions, or takes exception to the requirements of this IFB may be rejected as nonresponsive.

The Bidder shall bid on all required HIePRO line items.

16.3 Method of Award

Award shall be made to one responsible Bidder whose bid is responsive to this IFB and any Addenda and whose bid results in the lowest evaluated Total Sum Bid Price after application of all applicable preferences expressly identified in this IFB.

The project is being solicited as a single procurement consisting of the 12th Floor Carpet Tile Replacement and the 13th Floor Carpet Tile Replacement.

For bid evaluation, the Total Sum Bid Price shall be the sum of all four required HIePRO line items:

1. 12th Floor Carpet Tile Replacement;

DHRD IFB No. 27-02-ASO 22

2. 12th Floor Contingency (10%);

3. 13th Floor Carpet Tile Replacement; and

4. 13th Floor Contingency (10%).

All Bidders shall be evaluated on the same four-line-item Total Sum Bid Price.

The State intends to authorize the Work for both floors, subject to availability of funds.

If all Bids exceed available funds as certified by the appropriate fiscal oƯicer, and time or economic considerations preclude resolicitation of work of a reduced scope, the head of the purchasing agency may, pursuant to HRS §103D-302(h), negotiate an adjustment of the Bid price, including changes in the Bid requirements, with the low responsible and responsive Bidder in order to bring the Bid within the amount of available funds.

If the resulting Contract authorizes Work for only one floor, the Contractor shall perform only the Work authorized and contracted for that floor, together with any contingency Work subsequently authorized in writing. The State shall not be obligated to authorize or purchase Work for a floor that is not included in the authorized scope.

The Contract price shall be the price established in the executed Contract for the scope of Work authorized under the Contract, exclusive of any evaluation preference.

Each required performance and payment bond shall be based on one hundred percent (100%) of the awarded Contract price established in the executed Contract.

16.4 Contingency Evaluation and Use

Each contingency amount shall equal ten percent (10%) of the corresponding floor's Carpet Tile Replacement line-item price, including applicable GET.

The contingency amounts shall be entered as separate HIePRO line items and shall be included in the Total Sum Bid Price for evaluation.

Contingency funds may be used only for additional Work within the scope of this procurement that is reasonably necessary to complete floor phases and that is authorized in writing by the State. Contingency amount for one applicable floor may be reallocated to another floor’s contingency budget as applicable and necessary.

Examples of potentially authorized contingency Work include extraordinary

DHRD IFB No. 27-02-ASO 23 substrate remediation beyond ordinary preparation and unforeseen demolition or transition adjustments.

Contingency amounts are allowances and are not guaranteed expenditures.

The Contractor shall not perform Work or incur costs against a contingency without prior written authorization from the State.

Authorized contingency Work shall be performed at no additional cost beyond the amount authorized against the applicable contingency, unless otherwise authorized by an appropriate written Contract modification.

Unused contingency funds shall not be payable to the Contractor.

Authorized contingency work shall be priced based on agreed unit prices (if applicable), documented actual costs plus agreed markup, or negotiated lump sum consistent with HAR §3-125-13.

16.5 Hawaii Bidder Preference

In accordance with HRS §103D-302(j), the Hawaii Bidder Preference is applicable to this solicitation, for evaluation purposes only. Bidders desiring to qualify for the five percent (5%) preference shall submit a completed Hawaii Bidder/OƯeror Preference Certification Form (Form SPO-081) with each bid at or before the time set for receipt of bids. Certifications submitted for previous or other solicitations will not be accepted.

The preference shall apply subject to the requirements and limitations of HRS §103D-302(j), applicable provisions of HAR Chapter 3-124, and State Procurement OƯice guidance.

The preference is for evaluation purposes only. The Contract shall be awarded at the Bidder's original bid price, not at the preference-adjusted evaluated price.

A Bidder receiving the Hawaii Bidder Preference shall maintain its qualification as a Hawaii bidder throughout Contract performance. Failure to maintain qualification as a Hawaii bidder shall subject the Contract to a price adjustment equal to the value of the preference applied and may constitute cause for debarment pursuant to HRS §103D-702.

DHRD IFB No. 27-02-ASO 24

16.6 Taxpayer Preference

In accordance with HRS § 103D-1008 and HAR Chapter 3-124, Subchapter 7, a tax preference will be given to taxpaying bidders and shall apply to this solicitation.

For evaluation purposes, when applicable, the price submitted by a tax-exempt Bidder shall be increased by the applicable retail rate of Hawaiʻi GET and applicable use tax in accordance with applicable law and rules.

The adjustment is for evaluation purposes only and shall not be added to the Contract amount awarded.

A Bidder claiming or subject to the taxpayer preference shall establish its status in accordance with applicable law, rules, and State procedures.

16.7 Apprenticeship Agreement Preference

Because the State's estimated value for the complete public works project is not less than $250,000, the apprenticeship agreement preference under HRS §103-55.6 shall apply, subject to applicable law and current Department of Labor and Industrial Relations (DLIR) requirements.

A Bidder seeking the apprenticeship agreement preference shall submit the required Certification of Bidder's Participation in Approved Apprenticeship Program under Act 17 (Certification Form 1) for each apprenticeable trade the Bidder will employ to construct the public works project, as required by applicable DLIR requirements. The required certification(s) shall be submitted with the Bid at or before the time set for bid opening. Certifications submitted after bid opening shall not be considered for purposes of the preference, except as otherwise permitted by applicable law or DLIR requirements.

The apprenticeship agreement preference shall be applied for evaluation purposes in accordance with HRS §103-55.6 and applicable State procedures.

The Contractor shall remain eligible for the preference and comply with all applicable apprenticeship requirements throughout performance of the Work, including submission of required certifications and reports and compliance with applicable DLIR requirements.

Failure to maintain eligibility or comply with applicable apprenticeship requirements may result in the sanctions and remedies provided by law, including any applicable adjustment or loss of the preference, restitution, liquidated damages, cessation of Work, default, or suspension or debarment proceedings.

DHRD IFB No. 27-02-ASO 25

16.8 Other Preferences

The Hawaii Products Preference under HRS §103D-1002 shall not apply because this solicitation is for public works construction.

The Qualified Community Rehabilitation Program preference is not applicable to construction.

No reciprocal preference is being applied under this solicitation unless expressly required or authorized by applicable law or the State Procurement OƯice.

16.9 Tie Bids

In the event of identical low bids from responsive and responsible Bidders that meet all requirements and criteria of this IFB, the Procurement OƯicer shall resolve the tie by drawing lots, in accordance with HAR §3-122-34. If a tie occurs, the Procurement OƯicer shall make the written determination required by HAR §3-122-34(c) before conducting the drawing. The drawing shall be conducted in a manner determined by the Procurement OƯicer that provides each tied Bidder an equal opportunity for selection, and the drawing shall be documented in the procurement file.

16.10 Availability of Funds

Award and funding of the Contract shall be contingent upon availability of funds and applicable allotment by the State Director of Finance.

The State reserves the right to cancel this IFB and/or reject any or all bids, in whole or in part, when permitted by applicable law and when determined to be in the best interest of the State.

The State shall not be responsible for costs incurred by Bidders in preparing or submitting bids, including costs incurred if this IFB is cancelled.

17.0 PROCUREMENT ADMINISTRATION

17.1 Cancellation of Solicitation and Rejection of Bids

The solicitation may be cancelled or bids may be rejected, in whole or in part, when permitted by applicable law and procurement rules and when cancellation or rejection is determined to be in the best interest of the State.

If the State cancels the solicitation, the State shall comply with applicable requirements concerning notice of cancellation. The State shall not be responsible for any costs or losses incurred by a bidder related to the preparation of bids.

DHRD IFB No. 27-02-ASO 26

17.2 Confidentiality of Material

Material provided to or made available to the Contractor under the Contract that is identified as proprietary or confidential shall be safeguarded by the Contractor and shall not be disclosed except as authorized by the State or required by law.

All information, data, or other material provided by the Bidder or Contractor to the State shall be subject to Chapter 92F, HRS, and applicable procurement laws and rules.

Any Bidder seeking confidential treatment of material shall comply with applicable requirements for designation and submission of confidential information.

Price information is not confidential and shall be publicly available as required by law.

Information required by law or rule to be publicly disclosed at bid opening shall not be withheld by a confidentiality designation.

17.3 Protests

A protest shall be submitted in writing to the chief procurement oƯicer or designee specified in the solicitation within the time periods established by HRS Chapter 103D and HAR Chapter 3-126.

A protest based upon the content of this solicitation shall be submitted before the date set for receipt of bids.

A protest concerning an award or proposed award shall be submitted within the applicable statutory or regulatory period following posting of the award.

Protests shall be submitted in writing to the Procurement OƯicer by email to DHRD.ASO.Procurement@hawaii.gov. The email subject line shall include the word “PROTEST” and the applicable solicitation number. Protests shall be submitted within the applicable time period established by HRS Chapter 103D and HAR Chapter 3-126.

Notice of award, if any, resulting from this solicitation shall be posted through the applicable State procurement system.

DHRD IFB No. 27-02-ASO 27

SECTION IV – PROJECT SCHEDULE

18.0 ANTICIPATED PROJECT TIMELINE

The anticipated sequence of Work is as follows:

Milestone Anticipated Week Of

Responsibility

PHASE 1 – 12TH FLOOR

Project KickoƯ and Planning December 4, State / Carpet Tile

Contractor Demolition and Removal of Existing

Furniture – 12th Floor December 14, State's Existing Furniture

Contractor Begin Existing Carpet Removal and Carpet Tile Installation – 12th Floor

December 21, Carpet Tile Contractor

Complete Carpet Tile Installation and Punchlist Resolution – 12th Floor

December 28, 2026 – January 6, 2027 (completion date)

Carpet Tile Contractor

Furniture Installation – 12th Floor January 11, 2027 State's Existing Furniture Contractor

PHASE 2 – 13TH FLOOR

Demolition and Removal of Existing

Furniture – 13th Floor February 1, 2027 State's Existing Furniture

Contractor Begin Existing Carpet Removal and Carpet Tile Installation – 13th Floor

February 8, 2027 Carpet Tile Contractor

Complete Carpet Tile Installation and Punchlist Resolution – 13th Floor

February 16-23, (February 15, 2027, is a holiday

– no work to be performed)

(February 23, 2027, is completion date)

Carpet Tile Contractor

Furniture Installation – 13th Floor February 25, 2027 State's Existing Furniture Contractor

DHRD IFB No. 27-02-ASO 28

The timeline establishes the anticipated sequence of Work and the coordination requirements among the State, Contractor, and State's furniture contractor.

The Contractor shall coordinate its Work and schedule with the State and the State's furniture contractor.

The State may modify scheduled dates when necessary to accommodate furniture installation, building operations, or other project requirements.

Any revised schedule issued by the State shall, to the extent reasonably practicable, preserve the Work duration allocated to the applicable phase. A change in scheduled dates shall not, by itself, reduce the Contractor's allotted Work duration for that phase.

Failure to meet an applicable required completion date, as established by the Contract, NTP, or properly authorized revised schedule, may subject the Contractor to liquidated damages as provided in the Contract.

Liquidated damages shall not be assessed for a delay resulting solely from a State-directed schedule change where the Contractor timely performs the applicable Work within the revised schedule and the Contractor is not otherwise responsible for the delay.

18.1 Scheduling and Phasing

Each floor authorized under the Contract shall constitute a separate phase of the Work.

The Contractor shall coordinate the scheduling and execution of each floor phase with the State and the State's furniture contractor.

The Contractor shall not commence carpet demolition or carpet tile installation until the State has confirmed that the applicable area has been released for the Contractor's Work.

The Contractor shall coordinate its Work to avoid interfering with furniture installation and shall not remobilize furniture or interfere with furniture installation except as directed or authorized by the State.

DHRD IFB No. 27-02-ASO 29

SECTION V - CONTRACT

19.0 EXECUTION OF CONTRACT AND NOTICE TO PROCEED

The successful Bidder shall execute a Contract in the form prescribed by the State.

The Contract shall incorporate the applicable General Conditions, including AG-008 103D, Rev. 01/10/2023, together with this IFB, Specifications, Plans or Sketches, Addenda, accepted bid, and other documents identified in the Contract.

Work shall commence upon issuance of the Notice to Proceed (NTP) and on the oƯicial commencement date specified therein.

The NTP or other written schedule issued by the State shall identify the authorized Work and applicable phase completion dates.

The Contractor shall provide all required bonds, insurance documentation, compliance documentation, and other required Contract documents before commencement of Work.

The Contractor shall not undertake Work prior to the oƯicial commencement date unless expressly authorized in writing by the State.

The State shall not be liable for Work, costs, expenses, loss of profits, or other damages incurred by the Contractor before the authorized commencement date.

20.0 CONTRACT TERM AND MODIFICATIONS

20.1 Term of Contract

The Contract shall remain in eƯect for a period of one year from its prescribed eƯective date, unless earlier terminated in accordance with the Contract. This Contract term does not extend or modify the required completion dates set forth in the Anticipated Project Timeline.

20.2 Contract Extension and Contract Modifications

The Contract term may be extended by one (1) six-month option to extend or parts thereof, at the State’s option and in accordance with the terms of the Contract.

Any adjustment to Work, service areas, schedules, quantities, or other performance requirements shall remain within the scope of the procurement and shall be documented in writing as required by the Contract and applicable law.

The State may order changes in the Work only as authorized by the Contract and applicable law. Changes within the scope of the Contract may be directed by the Procurement OƯicer through a written change order or other authorized written

DHRD IFB No. 27-02-ASO 30 instrument, including changes permitted under AG-008 and HAR §3-125-4 without a formal supplemental agreement, where authorized by applicable law and the Contract.

Price adjustments, as applicable, resulting from changes shall be determined in accordance with the applicable provisions of HAR §3-125-13.

No change may be used to materially alter the scope of the procurement or to obtain Work that is outside the scope of the Contract.

21.0 CONTRACT ADMINISTRATION

21.1 Invoicing

The Contractor shall electronically submit certified invoices to the CA for approval and processing.

Invoices shall identify the State-assigned Contract number, invoice number, applicable period, and an itemized listing of…