OEV26006568 MPA 364 Scope of Work.docx

OEV26006568 -MPA 364

CARPET, TILE, WOOD, AND SIMILAR PRODUCTS INSTALLATION AND RESTORATION – OPEN ENROLLMENT VENDOR ASSESSMENT

SECTION A. BACKGROUND

MPA 364 Open Enrollment establishes a list of licensed and qualified suppliers to furnish flooring products, installation, and restoration services for carpet, tile, wood, and similar products to the State of Rhode Island and its political subdivisions, in accordance with the requirements outlined in this RFQ.

SECTION B: SCOPE OF WORK AND REQUIREMENTS

The scope covers statewide flooring needs, including carpet, tile, wood, and similar products, as well as removal, installation, refinishing, and restoration. Agencies throughout the State may contact vendors on the qualified list to request quotes for projects of varying size and scope.

User agencies should conduct mini-bids from all qualified vendors on the qualified list to determine the lowest responsive offer. Vendors may inspect project locations before submitting a quote. Because pricing may vary based on flooring type, project size, square footage, site conditions, and other related factors, the State is seeking qualifications for placement on the Master Price Agreement rather than fixed pricing at this time. Pricing for actual services will be provided by awarded vendors upon agency request.

Bidders are responsible for inspecting equipment and/or locations, taking measurements when required, and becoming fully familiar with the scope of work before submitting a bid. Any measurements provided by an agency are for reference only and are not guaranteed to be exact. The successful vendor shall furnish and/or install tufted level loop carpet, carpet tiles, commercial sheet vinyl, vinyl composition tile (VCT), rubber stair treads, and any other suitable flooring product requested by the agency, in state-owned and/or leased facilities, including but not limited to group homes, community workshops, institutional facilities, and office buildings. Political subdivisions, including cities, towns, schools, and quasi-public agencies, as authorized by law, may also participate in this Agreement. In those cases, all ordering and billing shall be handled directly between the vendor and the political subdivision only.

Pricing provided to agencies shall include the off-site removal and disposal of existing carpet, padding, sheet vinyl, VCT, and all existing adhesive materials, including mastic and tack strips. Installation of new materials shall be completed in accordance with the manufacturer’s specifications. The vendor must provide the manufacturer’s warranty against “zippering” or unraveling of seams.

The requesting agency will select all material colors. The vendor shall be responsible for moving furniture as needed, unless otherwise specified by the agency, and must coordinate all measuring and installation with the facility manager or designated representative. The vendor shall also provide MSDS sheets to the agency and facility as required.

All products must carry a minimum warranty consistent with industry standards. Manufacturers shall replace any flooring that does not comply with specifications or fails within the applicable warranty period. The supplier will be responsible for all related product and labor costs.

All work assignments shall be coordinated through the designated contact person for each agency.

Furniture lifting may include, but is not limited to, office furniture such as desks, file cabinets, bookcases, credenzas, shelving, chairs, tables, and conference tables, as well as household-style furniture such as standard beds, hospital beds, dressers, chests, nightstands, coffee tables, end tables, couches, recliners, entertainment centers, kitchen and dining room tables and chairs, buffet or hutch units, and shelving.

Licensing

Rhode Island law requires any person or entity engaged in commercial or residential construction, alterations, remodeling, or repairs to be registered with the Rhode Island Contractors’ Registration and Licensing Board.

This requirement applies to any individual, partnership, corporation, or joint venture that undertakes, offers to undertake, submits a bid for, or arranges work as a contractor on a structure. Subcontractors who are not employees of a registered contractor must also obtain a registration certificate before performing work.

Installer Requirements

The supplier’s installer must have a minimum of five (5) years of experience installing floor covering materials, including, but not limited to, carpet and resilient flooring, and must be approved by the flooring manufacturer. For the installation of all materials, the supplier shall use only trained and experienced installers who are familiar with the requirements of this work. In determining acceptance or rejection of the installed product, no allowance will be made for lack of skill on the part of the installer.

General Requirements

The supplier shall keep the worksite clean and free from any unreasonable accumulation of dirt, materials, or waste caused by its work. The supplier shall be responsible for the disposal of all materials and debris generated in connection with this work. State or participating agencies' dumpsters shall not be used unless specifically authorized by the designated representative.

Work Site Behavior & Provisions

Suppliers shall ensure their employees always conduct themselves professionally and avoid inappropriate or unwanted interactions with agency staff, occupants, or others associated with the project. Any employee engaging in such conduct, including the use of profanity, shall be removed and replaced with an employee of equal skill at no additional cost to the participating agency, either at the request of the agency representative or at the Supplier’s own initiative.

If required, the agency will provide keys or access cards. All keys and access cards must be returned to the participating agency’s representative upon completion of the work. Supplier shall be responsible for all costs to re-key or replace locks if any keys or access cards are lost or stolen while in its possession. Any such loss must be reported to the agency the same day it is discovered.

Suppliers shall take all necessary precautions to protect people and property in the work area.

Smoking, tobacco products, chewing tobacco, vaping, and marijuana products are prohibited anywhere on participating agency property, including parking areas.

Change or Addition to the Scope of Services

The State may, without invalidating the Master Contract, make changes to the Scope of Services at any time during the contract term by adding, deleting, or revising services as needed to meet current requirements. Pricing under each Contract Agreement shall be adjusted accordingly upon mutual agreement between the State Agency and Contractor.

If additional services are requested during the term of the Contract Agreement, those services shall be provided through an amendment at the same pricing submitted in the Respondent’s proposal.

1. Proposal – Vendor Qualification Assessment (See separate attachment that must be filled out and uploaded with your other documents.)

Vendors must specifically address each of the following in their proposal submission:

A. Registration with the Rhode Island Secretary of State B. Years in business C. Registration with the Rhode Island Contractors’ Registration and Licensing Board D. Requested tier

Awards under this solicitation will be divided into three (3) tiers. Vendors must indicate the tier for which they are requesting qualification. Vendors may add, change, or remove tier participation at any time during the contract term.

Tier 1: Carpet/tile/Wood/Similar Products installation and restoration.

Tier 2: Carpet/tile installation only Tier 3: Wood floor restoration only

Section D: Evaluation and Selection – Solicitation Specific

Proposals will be reviewed by the Division of Purchases on a pass/fail basis. To be considered for inclusion on the resulting Open Enrollment Master Price Agreement qualified vendor list, vendors must receive a pass for all required criteria. If a proposal fails on any criteria, it will not be considered further.

Pass/Fail Criteria Overall pass/fail determination

Registered Business with RI Secretary of State Registered RI Contractors License Years in business (more than 5 years) Tier request (Tier 1, Tier 2, or Tier 3)

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