RFP 2025-22~NKSD~Flooring Finishes_Repairs.pdf

North Kingstown School District RFP: Flooring Finishes/Repairs

RFP Number: 2025-22

1.0 RFP OVERVIEW

1.1 Company Description

The North Kingstown School District, herein referred to as “The District” is a K-12 public school district supporting North Kingstown, Rhode Island.

1.2 Purpose of the RFP

The District is seeking proposals from qualified vendors to rip out and replace flooring (carpet and vinyl floor tiles) and install replacement carpet tiles, vinyl floor tiles and or vinyl floor planking and cove molding in two different schools within the district.

1.3 General Conditions

1.3.1 This RFP is not an offer to contract. Acceptance of a proposal neither commits The District to award a contract to any Vendor, even if all requirements stated in this RFP are met, nor limits our right to negotiate in our best interest. We reserve the right to contract with a vendor for reasons other than lowest price. We will thoroughly examine each proposal for best price, product quality, performance measures, flexibility, and customer support.

1.3.2 Proposals are to be made in good faith, without fraud, collusion, or connection of any kind with any other contractor for the same work. All bidders must complete in their own interest and on their own behalf. If you are subcontracting any portion of this agreement, you must identify the subcontractor in your proposal and agree that all subcontractors are bound to all terms and conditions of this RFP.

1.3.3 The Vendor will absorb all costs incurred in the preparation and presentation of the proposal.

1.3.4 All Vendors who submit proposals will be notified of the results of the selection process.

1.3.5 The District reserves the right to reject any or all proposals, in whole or in part, with or without cause, even if all the stated requirements are met. In addition, The District may enter into negotiations with one or more entities simultaneously and award a contract without notification. At the sole discretion of The District, bidder presentations may be requested before award of the contract. The District may also request the opportunity to speak with other customers of the vendor submitting the bid for references and assess level of experience in executing the required services.

RFP Number: 2025-22

1.4 Proposal Effective Period

Vendors should state in writing that all furnished information, including prices, will remain valid for 90 days from the date their proposal is received by The District.

2.0 VENDOR INSTRUCTIONS

Any changes in deadlines will be communicated to all Vendors email. We reserve the right to disqualify any vendor that does not comply with these deadlines.

Bidders are strongly encouraged to visit, observe and measure the sites for service as there will be no softcopy floor plans distributed of the schools to be serviced. Bidders visiting the school sites must be escorted by a school district employee when inspecting the areas for service.

2.1 RFP Schedule

2.2 Vendor Questions and RFP Addenda

2.2.1 Questions regarding the content of or schedule for the RFP must be submitted via the BidNet Direct Online Bidding according to the above RFP schedule provided in Section

2.2.2 The District will post answers to all Vendor questions, as noted in that schedule. In the event that modifications or additions to the RFP become necessary, vendors will be notified via BidNet.

Activity Date/Time

RFP Released Thursday, July 31

Site Tour Wednesday, August 6, 2:00 PM

Deadline for questions Friday, August 8, 2:00pm

Q&A Addenda Issued Monday, August 11

Proposal Submission Deadline Thursday, August 14 2025 2:00pm

Anticipated date of Project Award Friday, August 15

RFP Number: 2025-22

2.3 Proposal Format and Submission Requirements

2.3.1 Proposals are to be organized in the following format:

2.3.1.1 Section 1: Executive Summary. The one-page maximum executive summary is to briefly describe the vendor’s proposal. This summary should highlight the major features of the proposal. It must indicate any requirements that cannot be met by the Proposer. The reader should be able to determine the essence of the proposal by reading the executive summary.

2.3.1.2 Section 2: Vendor Information. Proposers must provide in-line responses to all requirements outlined in RFP Section 3.3 - Vendor Information.

2.3.1.3 Section 3: Response to RFP Requirements. Proposers must provide in-line responses to all requirements outlined in Section 3.

2.3.1.4 Section 4: Pricing. Proposers must attach a formal company quote to the last page. Additional vendor sales quotes, hardware details, or other pricing material may be included in this section. Pricing will include product and installation, as well as any other needed attachments. Shipping is to be included in the pricing.

2.3.1.5 Section 5: Additional Information. Proposers may include additional information regarding their products and services in this section.

2.3.2 Bid Submission Requirements

Two (2) printed copies of the proposal must be submitted in an envelope clearly marked: “RFP – 2025-22 Floor Finishes”. Mail or deliver sealed bid proposals to the following address by the date and time identified in the schedule in Section

2.1.

North Kingstown School Department 100 Romano Vineyard Way, Suite 120 North Kingstown, RI 02852

Attn: Chris Murphy, Director of Facilities & Safety Ref: RFP 2023-22 RFP Floor Finishes

2.3.3 Bid Evaluation

2.3.3.1.1 The District contemplates awarding the lowest price, technically acceptable vendor proposal. To determine whether proposals are technically acceptable:

2.3.3.1.2 The District will determine whether each proposal is complete

RFP Number: 2025-22

2.3.3.1.3 The solution specified in the proposal meets the technical needs of The

District and offers the most value to the schools

2.3.3.1.4 Whether it is responsive to all requirements established in the RFP and addenda.

2.3.3.1.5 Whether the proposing vendor maintains and has submitted documentation of applicable certifications from Manufacturer(s)selected

2.3.3.1.6 Whether references related to past performance are favorable.

2.3.3.1.6.1 With regard to references, vendors are free to submit references they wish The District to consider; however, The District reserves the right to investigate references for any and all projects on which the vendor has worked in the last three (3) years. Proposals not deemed technically acceptable may be eliminated from consideration

2.3.3.2 The District may choose to seek clarifications from vendors with regard to their proposals.

2.3.3.2.1 All responses to requests for clarifications will be provided in writing by email to Chris Murphy at “christopher_murphy@nksd.net”. Incomplete or unclear responses may result in a proposal being deemed technically unacceptable. However, The District reserves the right to make a selection without requesting clarification.

Additionally, The District may not necessarily seek clarifications from all vendors submitting proposals.

2.3.3.3 Any contract awarded under this RFP is subject to funding, and approval by the School Committee. The District reserves the right to make no awards under this

RFP.

3.0 REQUIREMENTS

3.1 Background

Two schools with the district require flooring services

1. North Kingstown High School

Five distinct areas with the North Kingstown High School require flooring services.

They are:

a. The Administrative suite of offices

b. The Guidance suite of offices

RFP Number: 2025-22

c. The Auditorium

d. The music performance classroom

e. The hallway that stretches from the loading dock the athletic directors office

NOTES:

- Areas “a” through “d” will require the existing carpet to be removed, discarded and replaced with Mannington carpet tiles and cove molding where appropriate

- Area “e” is a 120’ x 12’ vinyl tile hallway which was laid over a long seam in the concrete foundation of the building. Over the life of the school, the vinyl tile has cracked and fractured along this concrete foundation seam. The existing tile must be removed, discarded and replaced with a similar/suitable product which will resolve the cracking and fracturing issue.

- Concerning area”c”: the successful bidder will offer a low level floor lighting system to be installed in conjunction with the auditorium carpet. This lighting system will illuminate the carpet boundaries and aisles within the auditorium enhancing the safety of attendees as they navigate the auditorium in an often-occurring low lighting environment.

Hamilton Elementary School

Two classrooms within the Hamilton Elementary School require the existing carpet to be removed, discarded and replaced with Armstrong Excelon VCT or similar product.

Cove molding removal and replacement will be necessary as well.

3.2 Scope of Services / Product

Vendor will provide services at the school site in accordance with the below descriptions:

3.2.1

• Protection - The successful bidder will furnish and install all necessary temporary protections in the area(s) under construction as well as any adjacent building structures, wall or flooring surfaces or related nearby components.

• Remove & dispose of all old flooring related to all aspects of this project

• Provide & Install: The successful bidder will furnish and install all necessary flooring products required to complete this project including but not limited to carpet tile, vinyl tile products, cove molding, adhesives, etc.

• Site Visit: The District strongly encourages bidders to visit the site to inspect and measure the spaces to be serviced as no floor plans will be made available for this bidding process

RFP Number: 2025-22

3.3 Vendor Information

3.3.1 Company Background Information

• Legal name of the company

• Number of years in business

• Headquarters location address, phone number, website

• Company type

• Number of employees

• Tax ID number

3.3.2 Company Experience and References

3.3.2.1 Please describe the product/market differentiators that distinguish you in the industry and make you capable of competing for this project.

3.3.2.2 Please provide project details for at least two (2) projects of similar size and scope to that requested by The District. Project details should include:

3.3.2.3 Deployment date and period of performance

3.3.2.4 Overview of project performance, including successes, challenges, etc.

3.3.2.5 Vendors are free to submit references they wish The District to consider. However, The District reserves the right to investigate references for any and all projects on which the vendor has worked in the last three

(3) years.

3.3.3 Vendor/Subcontractor Information

The vendor and subcontractors of the vendor will maintain at their own expense during the term of this contract, the following insurances:

3.3.3.1 Workers' Compensation Insurance with Rhode Island statutory limits and Employers Liability Insurance with a minimum limit of

$100,000 each accident for any employee.

3.3.3.2 Comprehensive/Commercial General Liability Insurance with a combined single limit of $1,000,000 each occurrence for bodily injury and property damage.

3.3.3.3 Automobile Liability Insurance covering all owned, hired, and non-owned vehicles with a minimum combined single limit of $1,000,000 each accident for bodily injury and property damage.

RFP Number: 2025-22

3.3.3.4 Insurance companies, named insurers and policy forms shall be subject to the approval of The District. Insurance policies shall not contain endorsements or policy conditions which reduce coverage provided to The District. Vendor and any subcontractors shall furnish The District Project Coordinator with certification of insurance evidencing such coverage and endorsements at least ten (10) working days prior to commencement of services under this contract.

3.3.4 Minority/Women Business Enterprise

In accordance with RI Gen. Law § 37-14.1-1, it is the policy of the State of Rhode Island to support the fullest possible participation of firms owned and controlled by minorities (MBEs) and women (WBEs). Pursuant to §§ 37-14.1-2 and 37-14.1-6, MBEs and WBEs shall be included in all state purchasing, including, but not limited to, the procurement of goods, services, construction projects, or contracts funded in whole or in part with state funds, or funds which, in accordance with a federal grant or otherwise, the state expends or administers. MBEs and WBEs shall be awarded a minimum of fifteen percent (15%) of the dollar value of the entire procurement or project. MBE participation credit shall only be granted for firms duly certified as MBEs or WBEs by the State of Rhode Island, Department of Administration, Office of Diversity, Equity and Opportunity, MBE Compliance Office (MBECO). The current directory of firms certified as MBEs or WBEs may be accessed at http://odeo.ri.gov/offices/mbeco/mbe-wbe.php or by contacting MBECO at (401) 574-8670

4.0 EVALUATION PROCESS

The District contemplates award to the lowest priced, technically acceptable vendor proposal. To determine whether proposals are technically acceptable, The District will determine whether each proposal is complete; whether it is responsive to all requirements established herein; whether the proposing vendor maintains and has submitted documentation of applicable certifications from Manufacturer(s) selected; and whether references related to past performance are favorable.

With regard to references, vendors are free to submit references they wish The District to consider. However, The District reserves the right to investigate references for any and all projects on which the vendor has worked in the last three (3) years.

Proposals not deemed technically acceptable may be eliminated from consideration

The District may choose to seek clarifications from vendors with regard to their proposals. All responses will be provided in writing, and incomplete or unclear responses may result in a proposal being deemed technically unacceptable. However, The District

RFP Number: 2025-22 reserves the right to make a selection without requesting clarification. Additionally, The

District may not necessarily seek clarifications from all vendors submitting proposals.

Any contract awarded under this RFP is subject to funding, and approval by the School Building Committee. The District reserves the right to make no awards under this RFP.

Each vendor proposal will be reviewed and scored using the following criteria and maximum point values per topic:

Criteria Available points Points awarded

Meets technical requirements 30

Pricing 35

Past project experiences 25

References 10