RFB Special Provisions.pdf

RFB.SP.VI.2025 Page 1

SPECIAL PROVISIONS

(Special Instructions and Technical Specifications)

Special Provisions are deemed to be part of these Bid Specifications and shall supersede any conflicting term, requirement or condition in the Bid Specifications.

INTENT: To enter into a pricing agreement(s) for the purchase of flooring and installation services for various City departments and Trusts to make purchases as needed.

FLOORING AND INSTALLATION SERVICES

CONSTRUCTION SCHEDULE:

1. The Bidder shall schedule installation with the Contracting Entity contact for each location where work is being done.

2. All such installation shall be coordinated with a Building Management Division representative and the contractor shall place adequate barricades at the job site to secure work areas.

MEASUREMENTS: Before ordering any material or performing any work, the Bidder shall verify all measurements for the areas to be carpeted, tiled, etc. At no time are measurements to be taken over the phone or from "as built" drawings.

MANUFACTURER'S DIRECTIONS: All manufactured articles, materials, and equipment shall be applied, installed, connected, erected, used, cleaned, and conditioned in accordance with the manufacturer's printed instructions, unless herein specified to the contrary. Any cracks wider than 1/16” will be filled and sanded. All transitions will be low profile and all information for cleaning and maintenance for all materials will be supplied by the manufacturer. All areas will be prepped for the manufacturer’s recommendation before beginning installations. *Upon request, 5% of attic stock will be supplied. Where reference is made to the manufacturer’s directions, the contractor shall submit specified number of copies of such directions to the department issuing the purchase order or the City Engineer or designee for projects exceeding $100,000.

SUBCONTRACTORS: The Bidder, at the direction of the Contracting Entity, may subcontract work not included in these specifications, but necessary for the proper completion of the flooring installation. All proposed work to be subcontracted must be approved and authorized in writing by the department issuing the purchase order to the City Engineer or designee for projects exceeding $100,000. Work to be subcontracted should be submitted to Frank Manning, Oklahoma City Public Works Department, 420 W. Main, 7th floor, or frank.manning@okc.gov or 405-297- 3482 for review.

WASTE MATERIAL AND SITE CLEAN UP: All waste material shall be disposed of daily by the Bidder. The Bidder shall be required to dispose of all trash and debris from construction work by removing it from the site and off the Contracting Entity property daily using Bidder personnel mailto:frank.manning@okc.gov

RFB.SP.VI.2025 Page 2 and vehicles. This provision also includes the vacuuming of new carpet or the cleaning of new vinyl or tile flooring at the end of each workday.

MATERIAL PROTECTION: The Bidder shall be responsible for the protection of all office machines, computer equipment, telephone equipment, and tile under carpet during the removal and installation of the carpet, etc. It is understood that these specifications will not cover every situation that will arise. Bidders are expected to bid extra ordinary moving expense furniture and office items, provided in the Price Schedule Sheet.

SAMPLE SWATCHES: Bidder must have sample swatches of the carpet or other flooring bid available for inspection by the Contracting Entity. Successful vendors may be asked to provide sample swatches to Contracting Entity personnel, as a need is determined. The sample swatches will be provided at no cost to the Contracting Entity.

WORKMANSHIP: All work shall be performed by workers skilled in their respective trades in accordance with the best practices of the trade, and in accordance with requirements of the material manufactured. This workmanship shall include:

1. Number of years of experience in installation of carpet, tile, vinyl flooring and cove base -minimum two years.

2. Bidder’s workmanship guarantee period - minimum one year; and

3. Bidder’s wear guarantee - minimum five years.

SPECIFIC: Bids will only be accepted on carpet that meet the specifications. All submittals must be equal to or better than the specifications in all areas.

OTHER TYPES OF FLOORING AND RELATED ITEMS: Examples of additional items and services are listed below. The Contracting Entity may determine a need for flooring or services other than those in the line items. Should this occur, the successful Bidder(s) may be asked to quote on the additional items at a comparable rate to the other bid items. Bidder(s) may also attach detailed descriptions of products, services, and pricing of items not listed.

• Porcelain and Ceramic Tile

• Ceramic Wood Plank

• Luxury Vinyl Plank (LVP)

• Luxury Vinyl Tile (LVT)

• Polished Concrete

• Textured Concrete

• Hardwood Flooring

• Resin or Acrylic Flooring

• Rubber flooring

• Carpet Tiles

• Bid wall bases - must not be stretched.

• Bid floor transitions

• Epoxy Terrazzo

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ASTM RATING: All carpet bids must meet or exceed current Government ASTM regulation.

EPOXY OR QUARTZ FLOORING SYSTEM: The Epoxy or Quartz Flooring System standards listed below are standard and general expectations. Suppliers are expected to submit their process, pricing, and materials including brand names as part of their bid. All standards and requirements under FLOORING AND INSTALLATION SERVICES regarding construction schedule, measurements, subcontractors, waste material, site clean-up, and workmanship apply to the Epoxy or Quartz Flooring System.

FLUID-APPLIED FLOORING

PART 1 – GENERAL

1.1 DELIVERY, STORAGE, AND HANDLING

A. Store resin materials in a dry, secure area.

B. Store materials for three days prior to installation in area of installation to achieve temperature stability.

C. Store per manufacturer's specifications.

1.2 FIELD CONDITIONS

A. Maintain minimum temperature in storage area of 55 degrees F.

B. Store materials in area of installation for a minimum period of 24 hours prior to installation.

C. Maintain ambient temperature required by manufacturer 72 hours prior to, during, and 24 hours after D. Field conditions are to be met with the assistance of the City Representative. If supplier is not in control of the building’s temperature, they must work with department representative to ensure that the correct temperature is maintained for the floor to set correctly

PART 2 – PRODUCTS

2.1 MATERIALS

A. Resinous Flooring Epoxy Mortar and Epoxy Sealer:

1. Design - Stonehard, Stonclad GS/GS4, Novalac, Citadel, Rust-Oleum, Dura-Flex, Spartan or comparable epoxy floor systems

2. Thickness: Nominal 3/16" thick system comprised of a penetrating, moisture tolerant, two-component epoxy primer, a high performance, three-component mortar consisting of epoxy resin, curing agent and selected, graded aggregates blended with inorganic pigments and a two-component, 100% solids, general service, epoxy coating.

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3. System Characteristics:

a. Color and Pattern: As selected by City representative.

b. Wearing Surface: Light texture to be selected from manufacturers’ standards

c. Overall System Thickness: 3/16”/5mm

4. System Components: Manufacturer's standard components that are compatible with each other and as follows.

a. Body Coat(s):

1) Material Basis: Stonclad GS or comparable material

2) Resin: Epoxy

3) Formulation Description: Three component epoxy mortar.

4) Application Method: Trowel

5) Thickness of Coats 3/16”

6) Number of Coats: (1)

5. Topcoats:

a. Material Basis: StonkoteGS4 or comparable material

b. Resin: Epoxy

c. Formulation Description: 2 component epoxies.

d. Color: As selected by City representative.

e. Finish: Semi-gloss

f. Number of Coats: 1

g. Texture: As selected by City representative.

B. Resinous Epoxy Mortar and Novalac based, Bisphenol F Epoxy Sealer, or comparable material:

1. Basis of Design - Stonehard, Stonclad GS/HT4 or comparable material

2. Thickness: Nominal 3/16" thick system comprised of a penetrating, moisture tolerant, two-component epoxy primer, high performance, three-component mortar consisting of epoxy resin, curing agent and selected, graded aggregates blended with inorganic pigments and a two-component, 100% solids, Novalac based, bisphenol F epoxy coating or comparable materials

3. System Characteristics:

a. Color and Pattern: As selected by City Representative.

b. Wearing Surface: Light texture to be selected from manufacturers’ standards

c. Overall System Thickness: 3/16”/5mm

4. System Components: Manufacturer's standard components are compatible with each other.

a. Body Coat(s):

1) Material Basis: Stonclad GS or comparable material

2) Resin: Epoxy

3) Formulation Description: Three component epoxy mortar.

4) Application Method: Trowel

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(a) Thickness of Coats 3/16”

(b) Number of Coats: 1

b. Topcoat(s):

1) Material Basis: StonkoteHT4 or comparable material

2) Resin: Epoxy

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1. INSURANCE REQUIREMENTS

Bidder must carry such insurance and provide a certificate of insurance evidencing the insurance policies and coverage required here in the Special Provisions.

A. Any issue a Bidder may have with insurance requirements should be raised during the Question-and-Answer period before bid submission so that the Contracting Entity can determine whether a change, by Addenda, will be made to the insurance requirements for all potential bidders.

B. Bidder may not take exception to insurance requirements after the Question-and- Answer Period.

C. The following insurance requirements are applicable and must be obtained prior to contract award if the bid submitted includes on-site installation, on-site maintenance services or other repair services to be performed on the Contracting Entity’s property, or if insurance coverage is otherwise requested by the Contracting Entity here in the Special Provisions.

i. Worker’s Compensation & Employer’s Liability Insurance: Bidder shall carry Worker's Compensation Insurance in amounts prescribed by the laws of the State of Oklahoma, if any. If Bidder is exempt from compliance with Oklahoma’s worker’s compensation requirements, Bidder shall provide a certificate (Affidavit of Exempt Status Under the Administrative Worker’s Compensation Act) from the Workers’ Compensation Commission indicating such exemption. The certificate can be completed online at www.ok.gov/wcc.

ii. General Liability Insurance: Bidder shall carry a general liability insurance policy to protect the Bidder and the Contracting Entity shall be an Additional Insured from claims for property damage and bodily injury including death, or other loss which may arise directly or indirectly from the activities, omissions, and operations of the Bidder under the Pricing Agreement, whether such activities, omissions, and operations be by the Bidder, its subcontractor, or by any one employed by or acting for the benefit of the Bidder in conjunction with this Pricing Agreement. The general liability policy shall have at a minimum, the following coverage amounts:

1. Property Damage Liability - Limits shall be carried in the amount of not less than twenty- five thousand dollars ($25,000) to any one person for any single claim for damage to or destruction of property arising out of a single act, accident, or occurrence.

2. All Other Liability - In the amount not less than one hundred seventy-five thousand dollars ($175,000) for claims including http://www.ok.gov/wcc

RFB.SP.VI.2025 Page 7 accidental death, personal injury, and all other claims to any one person out of a single act, accident, or occurrence.

3. General Aggregate Limit- In an amount not less than one million dollars ($1,000,000) for any number of claims arising out of a single act, occurrence or accident.

iii. Automobile Liability Insurance: The Bidder shall maintain automobile insurance coverage in, at a minimum, the amounts required by Oklahoma law as to the ownership, maintenance, and use of all owned, non-owned, leased or hired vehicles and equipment when said vehicles or equipment is utilized to meet the requirements of this Pricing Agreement.

D. The insurance policies required herein shall be issued by a company authorized to do business in the state of Oklahoma.

E. The Contracting Entity shall be furnished with a Certificate of Insurance evidencing all the above-referenced requirements before Pricing Agreement award.

F. All policies shall be in the form of an “occurrence” insurance coverage or policy.

If any insurance is written in a “claims made” form, the Bidder shall also provide tail coverage that extends a minimum of two years from the expiration of the Pricing Agreement.

G. Unless stated otherwise above, all policies must be fully insured with any single deductible not exceeding $25,000.

H. Bidder or Bidder’s insurance company must provide Contracting Entity at least thirty (30) days’ prior written notice of any cancellation or material coverage change in their policies.

I. Unless otherwise approved by the Contracting Entity prior to Pricing Agreement award, self-insured retentions will not be accepted unless accompanied by a bond or irrevocable letter of credit guaranteeing payment of the losses, related investigations, claim administration, and defense expenses not otherwise covered by the Bidder’s self-insured retention.

2. ACORD FORM

A. The Contracting Entity to this Pricing Agreement, whether named herein or by reference only, shall be named as additional insured on the Bidder’s insurance policies, except Worker’s Compensation and Employer’s Liability Insurance, to the full limits of the policies and consistent with the same coverages available to the named insured.

i. Any blanket additional insured endorsement which limits coverages to any Contracting Entity is not compliant with this Pricing Agreement and will be considered a breach. Contracting Entity must be provided with a Certificate of Insurance or Endorsement evidencing Contracting Entity’s additional insured status prior to contract award.

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B. The policy description shall state the following:

i. “Additional insured(s) on the listed policies are those required in the contract.” [The City of Oklahoma City and its participating public trusts]

ii. The solicitation number BID26604.

3. WARRANTY

A. The Bidder warrants that at the time of delivery, all Bid Items furnished under this

Pricing Agreement will be free from defects in material and/or workmanship and each Bid Item will conform to the Bid Specifications and all other requirements of this Pricing Agreement.

B. Bidders must furnish with their bid one copy of their warranty applicable to the Bid Items to be furnished.

C. Bidder agrees that it alone is responsible for ensuring that Bid Items furnished to the Contracting Entity at the time of delivery and inspection meet all manufacturer warranties even if Bidder is not the manufacturer. If the Bidder is not the manufacturer and the Contracting Entity determines that the Bid Items furnished by Bidder do not meet the manufacturer’s warranty, Bidder alone is responsible for working with the manufacturer to promptly obtain Bid Item replacements for the Contracting Entity that meet all applicable warranties or in the alternative, refund Contracting Entity’s payment for said Bid Items. The election of remedies shall be at the sole discretion of the Contracting Entity.

D. This warranty shall be in addition to any other rights of the Contracting Entity established or implied by contract and/or in equity or at law.

E. All warranties shall start on the date of acceptance of the Bid Items and will be for the full term of said warranty.