RFQ 18A 260721-014 - Nash Building Carpet Tile Removal and Installation.pdf

State of Maine RFQ# 18A 260721-014 Rev. 3/30/2026

STATE OF MAINE

DEPARTMENT OF ADMINISTRATIVE AND FINANCIAL SERVICES

OFFICE OF STATE PROCUREMENT SERVICES

RFQ # 18A 260721-014

Nash Building Carpet Tile Removal and Installation

Quotations/Responses Due: 08/11/2026 not later than 4:00 p.m. Eastern Time

Note: All questions and responses must be provided via the State of Maine’s e-Procurement system: AdvantageME / Vendor Self Service (VSS). Questions can be submitted up to 48 hours prior to closure date and time. Not all questions will be answered.

General Instructions on Bidder Questions

It is the responsibility of each Bidder to examine the entire RFQ and to seek clarification by submitting questions through the Q & A List tab on the Solicitation page in the CGI Vendor Self Service (VSS). Any answers to questions will appear there as well. It is the vendor's responsibility to log in to view all questions and answers posted. Additional information obtained any other way will not be valid.

In the event that you must contact us for any other reasons than the Q & A previously mentioned, only the Buyer listed on the Solicitation page may be contacted from the time this RFQ is issued until award notification is made. No other person/State employee is empowered to make binding statements regarding this RFQ. Violation of this provision may lead to disqualification from the bidding process, at the State’s discretion.

Summary

For this competitive Request for Quotations (RFQ) process, the State of Maine Office of State Procurement Services (“OSPS”) is acting on behalf of the Maine Department of Administrative and Financial Services Bureau of General Services (“Requesting Department”). OSPS and the Requesting Department seek quotations (also referred to as “bids” or “responses” herein) to provide the goods/services listed above. This document provides instructions and descriptions of requirements for this competitive process.

RFQ REQUIREMENTS

Purpose

The purpose of this RFQ is to establish a one-time service contract for the purchase and installation of new carpet tile at the Nash Building, including removal and disposal of the existing carpet and all related work described in Appendix B.

1. Essential Bid Documents

All bids should include the following documentation. The State reserves the right to request supplementary documentation to verify compliance with all bid specifications and requirements. The State may request proof of compliance at any time, which must be provided within forty-eight (48) hours. Failure to do so may result in the rejection of a bid.

• Quote: Bidders must submit a quote or bid document identifying the total project price, delivery/installation timeline, and confirmation that pricing includes all labor, materials, removal, disposal, adhesives, transition strips, patching/leveling compounds, accessories, freight, cleanup, and all other costs necessary to complete the work. The total lump-sum price shown on the attached quote must match the VSS Unit Price exactly.

• Manufacturer Literature: Bidders must attach manufacturer literature for the items being bid. Bidders can include product specifications in their quote to be used in conjunction with or in place of manufacturer literature.

Bidders must provide documentation confirming that the carpet tile being provided is J+J Mills “Curate” Carpet Tile, Color 3694 Horizon. The product requirement is also identified in Section 09 68 13 – Tile Carpeting.

• Installer Qualifications: Bidders must submit documentation confirming that the proposed installer meets the installer qualification and certification requirements identified in Section 09 68 13 – Tile Carpeting.

• Warranty Information: Bidders must submit the applicable manufacturer product warranty and installation or workmanship warranty information required by Section 09 68 13.

• Appendix A: Bid Cover Page and Responsible Bidder Form

2. Submitting a Quotation

a. Quotations Due: Quotations must be received no later than 4:00 p.m. Eastern Time, on the date listed in VSS. Quotations received after the 4:00 p.m. deadline will not be accepted.

b. Submission Instructions: Bidders must submit their bids in the State of Maine’s electronic procurement system: Advantage “Vendor Self Service” (VSS). More information on this system can be found at the following internet link:

https://www.maine.gov/dafs/bbm/procurementservices/vendors/vendor-self-service-system

c. Multiple Quotations: Unless specifically prohibited in Section 1 of this RFQ, Bidders are permitted to submit multiple quotations for this RFQ, offering alternative items or pricing for the State of Maine to consider in its best value determination.

d. Withdrawal of a Quotation: Bidders are permitted to withdraw their own quotations up until the due date and time for receipt of quotations. To do so, a Bidder must enter the VSS system (as referenced above), identify and open their submitted quotation located in the Solicitation Responses tab, and click the “Withdraw” button found at the bottom of the screen. Quotations cannot be withdrawn after the due date and time for receipt of quotations.

e. Attachments: Any attachments provided with the Advantage VSS bid submission must be in MS Word, MS Excel, or Adobe (.pdf) format, unless otherwise specified in Section 1 of this RFQ. Vendors are encouraged to submit supporting documentation that aid the requesting department in understanding how the bid conforms to the requirements. The VSS attachment file size limit is 15Mb. Please contact the buyer for this RFQ if you must submit attachment files larger than this.

f. Vendor specifications: Unless otherwise stated in this RFQ document, limited specification information will be required upon submission of a bid in response to this RFQ. However, a Bidder’s response must include an affirmative statement that the bid complies with all requirements of this RFQ. Material exceptions, substitutions, or deviations from the required carpet tile product, installer qualifications, project scope, or other mandatory requirements may result in rejection of the bid.

3. General Instructions

a. The Bidder must submit a cost quotation response covering all labor, materials, removal, disposal, installation, accessories, delivery, and related requirements associated with this one-time BPO project.

b. The cost quotation shall include the costs necessary for the Bidder to fully comply with the contract terms and conditions and RFQ requirements.

c. Failure to provide the requested information may result in the exclusion of the quotation from consideration, at the discretion of OSPS.

d. No costs related to the preparation of the quotation for this RFQ or to the negotiation of the contract with the Department may be included in the quotation.

https://www.maine.gov/dafs/bbm/procurementservices/vendors/vendor-self-service-system https://www.maine.gov/dafs/bbm/procurementservices/vendors/vendor-self-service-system

e. The State is exempt from the payment of Federal, State and local Taxes on articles not for resale. Please provide quotations that do not include these taxes. Upon application, an exemption certificate can be furnished by the State at the point of contract finalization.

4. Quotation Evaluation and Selection

Evaluation of the submitted quotations shall be accomplished as detailed below:

a. State of Maine RFQs are evaluated on a Best Value basis. “Best Value” means that bids are assessed for compliance with all specifications, required purposes, delivery timelines, and the overall interests of the State. Once OSPS determines that a bid meets all specifications and requirements, the RFQ award will be made to the lowest-priced qualified Bidder.

b. By submitting a quote, bidders affirm compliance with both specifications and requirements. The State may request proof of compliance at any time, which must be provided within forty-eight (48) hours. Failure to do so may result in the rejection of a bid.

c. The State reserves the right to not make an award to the lowest price bidder when that bidder has had documented poor performance, and/or a contract terminated or not renewed within the last five years.

d. At the discretion of OSPS, if a Bidder’s submission is deemed to not conform to the specifications listed in the RFQ, or otherwise not conform to the requirements of the RFQ, then that Bidder’s submission may not be considered for contract award.

e. In the event that no Bidder submission conforms to the specifications of this RFQ, then OSPS may choose not to make any award. Alternatively, OSPS may make an award to the Best Value Bidder whose specifications most closely meet the specifications of this RFQ. For example, if there are five specification requirements, and two responses are received with one Bidder meeting four requirements, and one bidder meeting three requirements, then OSPS, at its discretion, may make a contract award to the Bidder meeting four requirements.

f. If the specifications provided with this RFQ are of a technical nature, then OSPS’s RFQ Coordinator, at his or her discretion, may seek to use an evaluation team comprised of subject matter experts, end-users from the Requesting Department, or other State Department representatives. In such a case, the evaluation team will judge the merits of the quotations received in accordance with the best value criteria defined in the RFQ.

5. Negotiations

a. No Best and Final Offers: The State of Maine will not seek a best and final offer (BAFO) from any Bidder in this procurement process. All Bidders are expected to provide their Best Value pricing with the submission of their quotation.

b. OSPS reserves the right to negotiate with the successful Bidder to finalize a contract at the same rate or cost of goods and services as presented in the selected quotation. Such negotiations may not significantly vary the content, nature or requirements of the quotation or the RFQ to an extent that may affect the price of goods or services requested. OSPS reserves the right to terminate contract negotiations with a selected Bidder who submits a proposed contract significantly different from the quotation submitted in response to the RFQ.

c. In the event that an acceptable contract cannot be negotiated with the lowest-priced responsive and responsible Bidder, OSPS may withdraw its award and negotiate with the next-lowest-priced responsive and responsible Bidder, and so on, until an acceptable contract has been finalized. Alternatively, OSPS may cancel the RFQ, at its sole discretion.

TERMS AND CONDITIONS FOR RFQ AND CONTRACT

PART I GENERAL INFORMATION ON RFQs

A. Purpose and Background

The State of Maine (“State”) Department of Administrative and Financial Services (“Department”), Office of State Procurement Services (“OSPS”) acts as the purchasing agent on behalf of all Executive Departments and other agencies within State Government. For this competitive Request for Quotations (RFQ) process, OSPS is acting on behalf of the Requesting Department listed on the cover page. OSPS and the Requesting Department seek quotations (also referred to as “bids” or “responses” herein) to provide the goods/services as defined above in Section 1 of this document. This document provides instructions for submitting quotations, the procedure and criteria by which the Bidder(s) will be selected, and the contractual terms which will govern the relationship between the State and the awarded Bidder(s). Following Bidder selection and upon reaching a mutual agreement, the State and the selected Bidder will enter into a contract – taking the form of a State of Maine Master Agreement or Buyer Purchase Order (all generally referred to as “contract” herein), as applicable.

B. General Provisions

1. From the time the RFQ is issued until award notification is made, all contact with the State regarding the RFQ must be made through the RFQ Coordinator. No other person/State employee is empowered to make binding statements regarding the RFQ. Violation of this provision may lead to disqualification from the bidding process, at the State’s discretion.

2. Issuance of the RFQ does not commit the Department to issue an award or to pay expenses incurred by a Bidder in the preparation of a response to the RFQ. This includes attendance at personal interviews or other meetings and software or system demonstrations, where applicable.

3. All proposals must adhere to the instructions and format requirements outlined in the RFQ and all written supplements and amendments (such as the Posted Questions and Answers in the Vendor Self Service), issued by the Department. Bidders must include the required documents with their bid submission to enable the Department to evaluate whether the bid conforms with all posted specifications in Appendix B.

4. Bidders will take careful note that in evaluating a proposal submitted in response to the RFQ, the Department will consider materials provided in the proposal, information obtained through interviews/presentations (if any), and internal Departmental information of previous contract history with the Bidder (if any). The Department also reserves the right to consider other reliable references and publicly available information in evaluating a Bidder’s experience and capabilities.

5. The proposal must be signed by a person authorized to legally bind the Bidder and must contain a statement that the proposal and the pricing contained therein will remain valid and binding for a period of 180 days from the date and time of the bid opening.

6. The RFQ and the awarded Bidder’s proposal, including all appendices or attachments, will be the basis for the final contract, as determined by the Department.

7. Following announcement of an award decision, all submissions in response to this RFQ will be public records pursuant to 5 MRSA §1825-B sub-§15, and available for public inspection pursuant to the State of Maine Freedom of Access Act (FOAA) (1 M.R.S. § 401 et seq.). State contracts and information related to contracts, including bid submissions, are generally public records per FOAA.

8. In the event that a Bidder believes any information that it submits in response to this RFQ is confidential, it must mark that information accordingly, and include citation to legal authority in support of the Bidder’s claim of confidentiality. In the event that the Department receives a FOAA request that includes submissions marked as confidential, the Department shall evaluate the information and any legal authority from the Bidder to determine whether the information is an exception to FOAA’s definition of public record. If the Department determines to release information that a Bidder has marked confidential, it shall provide advance notice to the Bidder to allow for them to seek legal relief.

9. The Department, at its sole discretion, reserves the right to recognize and waive minor informalities and irregularities found in proposals received in response to the RFQ.

10. If awarded a contract resulting from this RFQ, vendors shall be required to disclose, in writing and in accordance with applicable Maine law, any actual or potential conflicts of interest. Such disclosure must include any financial, professional, or personal relationships that could give rise to a conflict of interest or the appearance of a conflict of interest. Failure to disclose a known conflict or appearance of conflict may result in disqualification, contract termination, or other remedies as provided by law.

11. All applicable laws, whether or not herein contained, are included by this reference. It is https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.mainelegislature.org%2Flegis%2Fstatutes%2F5%2Ftitle5sec1825-B.html&data=05%7C02%7CWJE.Allen%40maine.gov%7C1390e78d4c524861dbbd08de8e59b141%7C413fa8ab207d4b629bcdea1a8f2f864e%7C0%7C0%7C639104713422342809%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=pUbJI%2FrYOR8S9cAFRcQ8jGG5CZuIo5wYmftv5KBsH8I%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.mainelegislature.org%2Flegis%2Fstatutes%2F1%2Ftitle1sec401.html&data=05%7C02%7CWJE.Allen%40maine.gov%7C1390e78d4c524861dbbd08de8e59b141%7C413fa8ab207d4b629bcdea1a8f2f864e%7C0%7C0%7C639104713422369389%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=oPZ4VFQCfEyMMNCUeEAQdTU4KwQw2T00PBmqtXGmunk%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.mainelegislature.org%2Flegis%2Fstatutes%2F1%2Ftitle1sec401.html&data=05%7C02%7CWJE.Allen%40maine.gov%7C1390e78d4c524861dbbd08de8e59b141%7C413fa8ab207d4b629bcdea1a8f2f864e%7C0%7C0%7C639104713422369389%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=oPZ4VFQCfEyMMNCUeEAQdTU4KwQw2T00PBmqtXGmunk%3D&reserved=0 the Bidder’s responsibility to determine the applicability and requirements of any such laws and to abide by them.

C. Eligibility to Submit Bids

Public agencies, private for-profit companies, and non-profit companies and institutions are invited to submit bids in response to State of Maine Requests for Quotations.

D. Delivery Terms

For the purchase of goods, OSPS and selected Bidder will decide upon a delivery date in accordance with the State’s requirements and the terms offered in the Bidder’s quotation.

Unless stated otherwise in Section 1 of this RFQ, all deliveries are expected with shipping terms of “Free on Board (FOB) – Destination”. The State intends for this to mean that all goods shall be priced in the bid response to include shipping charges, if any, to the State’s desired location. The “FOB – Destination” shipping term is also intended to mean that the State shall not bear any responsibility for the goods in question until the State takes possession of them at the destination point of delivery.

E. Alternate Bids and Approved Equals

When, in bid forms and specifications, an article or material is identified by using a trade name and catalog number of a manufacturer or vendor, the term “or approved equal,” if not inserted with the identification, is implied. Any Bidder that seeks to propose an alternate item from what is specified in this RFQ should refer to State of Maine Statute 5 MRSA §1825-B, for “Bids, awards and contracts”, found here:

http://www.mainelegislature.org/legis/statutes/5/title5sec1825-B.html

F. Appeal of Contract Awards

Any person aggrieved by the award decision that results from this RFQ may appeal the decision to the Director of the Bureau of General Services in the manner prescribed in 5 MRSA § 1825-E and 18-554 Code of Maine Rules, Chapter 120 (found here: Chapter 120). The appeal must be in writing and filed with the Director of the Bureau of General Services, 9 State House Station, Augusta, Maine, 04333-0009 within 15 calendar days of receipt of notification of contract award.

If this RFQ results in the creation of a pre-qualified or pre-approved list of vendors, then the appeal procedures mentioned above are available upon the original determination of that vendor list, but not during subsequent competitive procedures involving only the pre-qualified or pre-approved list participants.

http://www.mainelegislature.org/legis/statutes/5/title5sec1825-B.html https://www.maine.gov/dafs/bbm/procurementservices/policies-procedures/chapter-120 https://www.maine.gov/dafs/bbm/procurementservices/policies-procedures/chapter-120

PART II CONTRACT ADMINISTRATION AND CONDITIONS

A. Contract Document

The successful Bidder will be required to execute a contract in the form of a State of Maine Buyer Purchase Order, Contract Agreement to Purchase Services or State of Maine Master Agreement.

The Terms and Conditions used with the aforementioned contract types may be found on the Office of State Procurement Services’ website at the following links:

BPO and MA Terms and Conditions Service Contract Terms and Conditions IT Service Contract Terms and Conditions

In the event that the State of Maine’s Standard Terms and Conditions or RFQ provisions do not otherwise cover contractual scenarios that are specific to the goods or services being purchased under this RFQ, then the State is willing to consider a Bidder’s standard terms and conditions. Consideration or use of a Bidder’s standard terms and conditions shall only occur under the general agreement that in the event of a conflict, the State of Maine’s Standard Terms and Conditions and RFQ provisions shall take precedence.

Other forms and contract documents commonly used by the State can be found on the Office of State Procurement Services’ website at the following link:

https://www.maine.gov/dafs/bbm/procurementservices/forms

B. Independent Capacity

In providing services and performing under the contract, the successful Bidder shall act independently and not as an agent of the State of Maine.

C. Payments and Other Provisions

The State anticipates paying the selected Bidder for goods and services received, on the basis of net 30 payment terms, upon the receipt of an accurate and acceptable invoice. An invoice will be considered accurate and acceptable if it contains a reference to the State of Maine contract number, contains correct pricing information relative to the contract, and provides any required supporting documents, as applicable, and any other specific and agreed-upon requirements listed within the contract that results from this RFQ.

The State of Maine reserves the right to pay for goods purchased through this solicitation by https://www.maine.gov/dafs/bbm/procurementservices/forms https://www.maine.gov/dafs/bbm/procurementservices/forms any of several available means, which include but may not be limited to check, EFT, and/or procurement card. Bidders are advised that state statute precludes sellers from imposing a surcharge on credit or debit card purchases (text follows):

“9-A MRSA §8-509 (1): A seller in a sales transaction may not impose a surcharge on a cardholder who elects to use a credit card or debit card in lieu of payment by cash, check or similar means.”

Appendix A

STATE OF MAINE

BID COVER PAGE

Bidder’s Organization Name:

Chief Executive - Name/Title:

Tel: Cell: E-mail:

Headquarters Street Address:

Headquarters City/State/Zip:

(provide information requested below if different from above) Lead Point of Contact for Bid - Name/Title:

Tel: Cell: E-mail:

Street Address:

City/State/Zip:

By signing below Bidder affirms:

• This bid is in compliance with both specifications and requirements. The State may request proof of compliance at any time, which must be provided within forty-eight (48) hours. Failure to do so may result in the rejection of a bid;

• This bid and the pricing structure contained herein will remain firm for a period of 180 days from the date and time of the bid opening;

• That no personnel currently employed by the Department or any other State agency participated, either directly or indirectly, in any activities relating to the preparation of the Bidder’s proposal;

• That no attempt has been made or will be made by the Bidder to induce any other person or firm to submit or not to submit a proposal; and,

• The undersigned is authorized to enter into contractual obligations on behalf of the above-named organization.

Name: Title:

Authorized Signature: Date:

Responsible Bidder Form

By signing this document, I certify to the best of my knowledge and belief that the aforementioned organization, its principals, and any subcontractors named in this proposal:

a. Are not presently debarred, suspended, proposed for debarment, and declared ineligible or voluntarily excluded from bidding or working on contracts issued by any governmental agency.

b. Have not within three years of submitting the proposal for this contract been convicted of or had a civil judgment rendered against them for:

i. fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a federal, state or local government transaction or contract.

ii. violating Federal or State antitrust statutes or committing embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;

iii. are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State or Local) with commission of any of the offenses enumerated in paragraph (b) of this certification; and

iv. have not within a three (3) year period preceding this proposal had one or more federal, state or local government transactions terminated for cause or default.

c. Have not entered into a prior understanding, agreement, or connection with any corporation, firm, or person submitting a response for the same materials, supplies, equipment, or services and this proposal is in all respects fair and without collusion or fraud. The above-mentioned entities understand and agree that collusive bidding is a violation of state and federal law and can result in fines, prison sentences, and civil damage awards.

• Failure to provide this certification may result in the disqualification of the

Bidder’s proposal, at the discretion of the Department.

To the best of my knowledge all information provided in the enclosed proposal, both programmatic and financial, is complete and accurate at the time of submission.

Name: Title:

Authorized Signature: Date:

Appendix B

DETAILED SPECIFICATIONS

No Equivalent Products: Equivalent carpet tile products will not be accepted. Bidders must provide J+J Mills “Curate” Carpet Tile, Color 3694 Horizon, as required by Appendix B. This product is required to match carpet recently installed in other areas. A bid offering a different manufacturer, product line, style, or color will be considered nonresponsive and may be rejected.

Samples: The State may request samples during bid evaluation to verify that the carpet tile offered is J+J Mills “Curate” Carpet Tile, Color 3694 Horizon, as required by Appendix B. If samples are requested, the Bidder must provide them at no cost to the State, and samples may not be returned. Requested samples must be received within fourteen (14) calendar days of the State’s request. Failure to provide requested samples within the required timeframe may result in rejection of the bid.

Prices: Bid Price must be with shipping terms of “Free on Board (FOB) – Destination”. The State intends for this to mean that all goods shall be priced in the bid response to include shipping charges, if any, to the State’s desired location. The “FOB – Destination” shipping term is also intended to mean that the State shall not bear any responsibility for the goods in question until the State takes possession of them at the destination point of delivery.

Quantity: The State anticipates awarding one complete project for carpet tile removal, disposal, materials, accessories, and installation at the Nash Building. The estimated carpet area is approximately 4,290 square feet, consisting of approximately 2,125 square feet on the first floor and 2,165 square feet on the second floor. Bidders are responsible for reviewing the RFQ documents, attending the optional site visit if desired, and field verifying all measurements and existing conditions before submitting a bid.

Location

Work shall be performed at:

Nash Building 103 Sewall Street Augusta, Maine

The building is currently vacant. Work may occur during normal business hours, subject to coordination with the State.

Award: The State anticipates making one award. The State reserves the right to make multiple or no award. Award will be made to the lowest-priced qualified Bidder whose bid meets all posted specifications and requirements.

Basis of Award

The basis of award will be the lowest Total Evaluated Bid Price submitted by a responsive and responsible Bidder for the complete project.

The Total Evaluated Bid Price will be the Bidder’s total lump-sum price entered in VSS. The price must include all labor, materials, carpet tile, removal, disposal, installation, accessories, freight, equipment, cleanup, and other costs required to complete the project.

Partial bids and alternate pricing structures will not be accepted.

Delivery and Inspection: The State will inspect the completed work for compliance with this RFQ, the attached drawings/specifications, Section 09 68 13, the accepted bid, and applicable manufacturer requirements. Work that does not conform to the RFQ, accepted bid, product requirements, installation requirements, or project specifications may be rejected. The Vendor must correct rejected or nonconforming work at no additional cost to the State.

Delivery and Completion: Bidders must enter in the VSS Delivery Days field the estimated number of calendar days after receipt of the BPO required to complete the entire project.

Bidders must also identify their anticipated product lead time and installation schedule in their attached quotation.

The State prefers completion by September 30, 2026. This is a desired target and is subject to the procurement timeline, product availability, and Vendor scheduling. A Bidder that cannot meet the desired target must identify its earliest achievable completion date.

Specifications

1. Scope

The State of Maine is seeking bids for the one-time removal and disposal of existing carpet and installation of new carpet tile at the Nash Building.

The project includes all labor, materials, equipment, delivery, removal, disposal, adhesives, transition strips, patching/leveling compounds, accessories, cleanup, and all other work necessary to complete the project in accordance with this RFQ, the attached drawings, Section 09 68 13, and all applicable specifications.

2. Location

Work shall be performed at:

Nash Building 103 Sewall Street Augusta, Maine

BGS Project Number: Nash School PT 3562

The building is currently vacant. Work may occur during normal business hours, subject to coordination with the State.

3. RFQ Attachments and Incorporated Documents: The following documents are included as attachments to this RFQ and are incorporated into the project requirements:

• Architectural Drawing A-A144 – Proposed Ground Floor Finish Plan;

• Architectural Drawing A-A145 – Proposed Second Floor Finish Plan; and

• Section 09 68 13 – Tile Carpeting, including the required J+J Mills “Curate” Carpet Tile, Color 3694 Horizon product requirement.

The Vendor must perform the work in accordance with Appendix B, the attached drawings, Section 09 68 13, the accepted bid, and all applicable RFQ attachments.

4. Estimated Area

Estimated Area: The estimated carpet area is approximately 4,290 square feet, consisting of approximately 2,125 square feet on the first floor and 2,165 square feet on the second floor.

This estimate is based on the project documents provided by the State. Bidders are responsible for reviewing the drawings/specifications, attending the optional site visit if desired, and field verifying all measurements and existing conditions before submitting a bid.

The estimated square footage is provided for informational and bidding purposes. The attached drawings, specifications, and field-verified conditions define the complete lump-sum project scope. The awarded Vendor will be responsible for furnishing the quantities necessary to complete all areas shown in the project documents, regardless of minor differences between the estimated and actual square footage.

5. Required Product

The required carpet tile is identified in Section 09 68 13 – Tile Carpeting, Part 2 Products, and is:

J+J Mills “Curate” Carpet Tile Color: 3694 Horizon

No equivalent carpet tile products will be accepted. This product is required to match carpet recently installed in other areas.

Bidders must provide documentation confirming that the carpet tile being provided is J+J Mills “Curate” Carpet Tile, Color 3694 Horizon.

6. Work Included

The Vendor shall provide all work necessary to complete the project, including but not limited to:

• Removal of existing carpet;

• Disposal of removed carpet and related debris;

• Floor preparation necessary for installation;

• Patching and leveling compounds, as needed;

• Adhesives;

• Transition strips and accessories;

• Installation of new carpet tile;

• Freight and delivery;

• Cleanup; and

• All labor, materials, tools, equipment, and incidentals necessary to complete the work.

Concealed Conditions: If the Vendor encounters a concealed condition that could not reasonably have been identified from the RFQ documents, site visit, or ordinary pre-bid inspection and that requires work materially beyond normal floor preparation, the Vendor must stop the affected work and notify the State in writing. The Vendor must obtain written authorization from the State before performing additional work. No additional compensation or extension of time will be allowed for additional work performed without prior written authorization.

7. Safety and Protection

The Vendor is responsible for all means and methods as they relate to safety and must comply with all applicable local, state, and federal requirements. Vendor personnel must maintain a safe environment for the facility.

The Vendor must protect existing floors, walls, doorjambs, doors, and adjacent areas during the work. Any damage caused by the Vendor must be repaired by the Vendor at no additional cost to the State.

8. Furniture and Contents

The Vendor will not be responsible for moving furniture or equipment. Furniture and equipment will be moved by others before installation work begins, unless otherwise directed by the State.

9. Installation Requirements

Installation must be performed in accordance with the manufacturer’s written installation instructions, Section 09 68 13, the attached drawings/specifications, and industry-standard carpet tile installation practices.

The installer certification requirement identified in Section 09 68 13 shall remain mandatory.

10. Access and Security

The building does not have a loading dock. Pedestrian elevator and stair access are available.

The building is a State-owned facility. Vendor personnel may be subject to background check, badge access, sign-in, escort, or other security requirements before accessing the site.

Parking is available on site. The Vendor must coordinate access, delivery, staging, and work schedule with the State site contact before beginning work.

11. Optional Site Visit

The State will offer an optional site visit before bids are due. Bidders are strongly encouraged to attend the site visit to review existing conditions, access, measurements, and installation requirements.

• Site Visit Date/Time: August 4, 2026, at 9:00 AM

• Meeting Location: Main elevator entrance

• RSVP Requirement: No RSVP requirement is stated in this RFQ. Any RSVP requirement will be provided in Advantage or by RFQ amendment.

• Check-In/Security Requirements: Bidders should meet at the main elevator entrance.

Any additional check-in/security requirements will be provided in Advantage or by RFQ amendment.

Failure to attend the optional site visit does not relieve the Vendor of responsibility for meeting all RFQ requirements.

Site contact information for project scheduling, delivery coordination, building access, and installation coordination will be provided to the awarded Vendor after award.

12. Known Site Conditions

Based on information available to the State, the building received new carpet within the last five years, and the State is not aware of any hazardous materials, adhesive concerns, floor damage, moisture issues, or other site conditions that would materially affect the work.

This statement reflects only the information currently available to the State and is not a representation or warranty that concealed conditions do not exist.

Bidders are responsible for reviewing the RFQ documents, attending the optional site visit if desired, and field verifying existing conditions before submitting a bid. Any concerns identified by a Bidder before bid opening must be submitted through the RFQ question process.

13. Insurance Requirements

The awarded Vendor will be required to comply with the insurance requirements included in the State of Maine Service Contract. The Provider shall keep in force a liability policy issued by a company fully licensed or designated as an eligible surplus line insurer to do business in the State of Maine by the Maine Department of Professional and Financial Regulation, Bureau of Insurance, which policy includes the activity to be covered by the Contract with adequate liability coverage to protect itself and the Department from suits.

Prior to or upon execution of the Contract, the Provider shall furnish the Department with written or photocopied verification of the existence of such liability insurance policy.

Unless explicitly waived by the Department, the insurance policies shall contain, or be endorsed to contain, the following provisions:

1. The Provider’s insurance coverage shall be primary and non-contributory. Any insurance or self-insurance maintained by the Department for its officers, agents, and employees shall be in excess of the Provider’s insurance and shall not contribute to it.

2. The Provider’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer’s liability.

3. The Provider shall furnish the Department with certificates of insurance, and with those endorsements, if any, affecting coverage required by these insurance requirements.

The certificates and endorsements for each insurance policy must be signed by a person authorized by the insurer to bind coverage on its behalf. All certificates and endorsements must be received and approved by the Department before the Contract commences. The Department reserves the right to require complete, certified copies of all required insurance policies at any time.

4. All policies should contain a revised cancellation clause allowing thirty (30) days’ notice to the Department in the event of cancellation for any reason, including nonpayment.

5. The Department will not grant the Provider, or any subcontractor of the Provider, “Additional Insured” status, and the Department will not grant any Provider a “Waiver of Subrogation.”

No wage determination or bonding requirement is included with this RFQ

GROUND FLOOR PLAN

1/4" = 1'-0"

UP

NORTH

A-A144

MEN

WOMEN

CORRIDOR

CUSTODIAL

SUPPLIES

DN

5' 0' 10' 20'

MATCH LINE

SEE -/A-C---

MULTI-PURPOSE

ROOM

DEP. SoS

POLICY ADV.

CONSTITUENT

SER. DIR.

CONFERENCE

ROOM

7R

DN

EXIST. TO REMAIN

EXIST. TO REMAIN

EXIST. TO REMAIN

EXIST. TO REMAIN

STAIR

LOBBY

ELEVATOR

EXTEND NEW CARPET

UNDER REF. AND ADA

SINK

FLOOR FINISH LEGEND

NEW CARPET TILE

EXIST. FLOORING TO

REMAIN

1 1

± 780 SQFT

± 440 SQFT

± 510 SQFT

± 145 SQFT± 180 SQFT

± 70 SQFT

± 100 SQFT

± 110 SQFT

± 285 SQFT

NEW CARPET TILEEXIST. FLOORING

EXIST. DOOR FRAME EXIST. DOOR

NEW TRANSITION STRIP

EXIST. FLOOR TO CPT

3" = 1'-0"

NEW CARPET TILE

EXIST. THRESHOLD

EXIST. DOOR FRAME EXIST. DOOR

EXTERIOR DOOR

3" = 1'-0"

N A

S H

S C

H O

O L

P R

O P

O S E

D G

R O

U N

D F

L O

O R

F

IN

IS

H

P L A

N

JUL. 6, 2026

D A

T E

D R

A W

N B

Y

R E

V

D E

S C

R

IP

T

IO

N

P R

O J.

N U

M B

E R

DATE:

175 Exchange Street Bangor, Maine 04401 Phone: 207-974-3028 www.artifexae.com

A O

G

S T A

T E

O F M

A

IN

E

S

T A

T E

B U

IL

D

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SECOND FLOOR PLAN

1/4" = 1'-0"

NORTH

A-A145

DNDN

DN

CORRIDOR

SECRETARY

OF STATE

RESTROOM

OFFICE

CORRIDOR

BREAK

ROOM

VESTIBULE

5' 0' 10' 20'

OPEN TO BELOW

OFFICE

SECRETARY OF STATE

OFFICE

WORK ROOM

ELEVATOR

LOBBY

EXIST. TO REMAIN

EXIST. TO REMAIN

VESTIBULE

EXIST. TO REMAIN

ELEVATOR

EXIST. TO REMAIN

FLOOR FINISH LEGEND

NEW CARPET TILE

EXIST. FLOORING TO

REMAIN

± 430 SQFT

± 115 SQFT

± 340 SQFT

± 75 SQFT

± 780 SQFT

± 320 SQFT

± 70 SQFT

± 90 SQFT

± 65 SQFT

± 65 SQFT

± 85 SQFT

NEW CARPET TILEEXIST. FLOORING

EXIST. DOOR FRAME EXIST. DOOR

NEW TRANSITION STRIP

EXIST. FLOOR TO CPT

3" = 1'-0"

NEW CARPET TILE

EXIST. THRESHOLD

EXIST. DOOR FRAME EXIST. DOOR

EXTERIOR DOOR

3" = 1'-0"

N A

S H

S C

H O

O L

P R

O P

O S E

D S

E C

O N

D F

L O

O R

F

IN

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JUL. 6, 2026

D A

T E

D R

A W

N B

Y

R E

V

D E

S C

R

IP

T

IO

N

P R

O J.

N U

M B

E R

DATE:

175 Exchange Street Bangor, Maine 04401 Phone: 207-974-3028 www.artifexae.com

A O

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A-A145

Two State Building Renovation #2022147

TILE CARPETING 096813 - 1

SECTION 09 68 13 - TILE CARPETING

1.1 SUMMARY

A. Section Includes:

1. Modular carpet tile.

1.2 PREINSTALLATION MEETINGS

A. Preinstallation Conference: Conduct conference at Project site.

1.3 ACTION SUBMITTALS

A. Product Data: For each type of product.

B. Shop Drawings: For carpet tile installation, provide plans showing the following:

1. Columns, doorways, enclosing walls or partitions, built-in cabinets, and locations where cutouts are required in carpet tiles.

2. Carpet tile type, color, and dye lot.

3. Type of subfloor.

4. Pattern type, location, and direction.

5. Type, color, and location of edge, transition, and other accessory strips.

6. Transition details to other flooring materials.

C. Samples: For each exposed product and for each color and texture required.

1.4 INFORMATIONAL SUBMITTALS

A. Product test reports.

B. Sample warranty.

1.5 CLOSEOUT SUBMITTALS

A. Maintenance data.

1.6 QUALITY ASSURANCE

A. Installer Qualifications: Certified by the International Certified Floorcovering Installers Association at the Commercial II certification level.

TILE CARPETING 096813 - 2

1.7 WARRANTY

A. Special Warranty for Carpet Tiles: Manufacturer agrees to repair or replace components of carpet tile installation that fail in materials or workmanship within specified warranty period.

1. Warranty Period: 10 years from date of Substantial Completion.

PART 2 - PRODUCTS

2.1 CARPET TILE:

A. Basis of Design: “Curate” Carpet Tile as manufactured by J+J Mills.

B. Color: 3694 Horizon.

C. Pattern: Monolithic.

D. Fiber Content: 100 percent nylon 6, 6.

E. Pile Characteristic: Textured Loop pile.

F. Backing System: Nexus Modular.

G. Size: 24 by 24 inches (610 by 610 mm).

2.2 INSTALLATION ACCESSORIES

A. Trowelable Leveling and Patching Compounds: Latex-modified, hydraulic-cement-based formulation provided or recommended by carpet tile manufacturer.

B. Adhesives: Water-resistant, mildew-resistant, nonstaining, pressure-sensitive type to suit products and subfloor conditions indicated, that comply with flammability requirements for installed carpet tile, and are recommended by carpet tile manufacturer for releasable installation.

PART 3 - EXECUTION

3.1 EXAMINATION

A. Wood Subfloors: Verify that underlayment surface is free of irregularities and substances that may interfere with adhesive bond or show through surface.

B. General: Comply with the Carpet and Rug Institute's CRI 104 and with carpet tile manufacturer's written installation instructions for preparing substrates indicated to receive carpet tile.

TILE CARPETING 096813 - 3

C. Use trowelable leveling and patching compounds, according to manufacturer's written instructions, to fill cracks, holes, depressions, and protrusions in substrates. Fill or level cracks, holes and depressions 1/8 inch (3 mm) wide or wider, and protrusions more than 1/32 inch (0.8

mm) unless more stringent requirements are required by manufacturer's written instructions.

D. Broom and vacuum clean substrates to be covered immediately before installing carpet tile.

3.2 INSTALLATION

A. General: Comply with the Carpet and Rug Institute's CRI 104, Section 10, "Carpet Tile," and with carpet tile manufacturer's written installation instructions.

B. Installation Method: As recommended in writing by carpet tile manufacturer.

C. Maintain dye-lot integrity. Do not mix dye lots in same area.

D. Cut and fit carpet tile to butt tightly to vertical surfaces, permanent fixtures, and built-in furniture including cabinets, pipes, outlets, edgings, and thresholds. Bind or seal cut edges as recommended by carpet tile manufacturer.

E. Extend carpet tile into toe spaces, door reveals, closets, open-bottomed obstructions, removable flanges, alcoves, and similar openings.

F. Install pattern parallel to walls and borders.

G. Protect carpet tile against damage from construction operations and placement of equipment and fixtures during the remainder of construction period. Use protection methods indicated or recommended in writing by carpet tile manufacturer.

END OF SECTION 096813

Appendix C

COST RESPONSE

All responses to this RFQ will require a cost quotation response, in a format selected by the State of Maine. That format is described below.

All bids must be entered in the Vendor Self Service (VSS).

1. Commodity-Line Pricing

The solicitation contains one commodity line.

Bidders must enter one total lump-sum price in VSS for the complete project.

The VSS Unit Price must include all costs necessary to complete the project in accordance with this RFQ, including labor, materials, carpet tile, adhesives, transition strips, patching/leveling compounds, accessories, removal, disposal, cleanup, freight, delivery, equipment, tools, and all other related costs.

2. Required Commodity Line

Commodity Line Description Quantity Unit 1 Nash Building Carpet Tile Removal and Installation 1 LOT

Bidders must submit a price for the entire project. Partial bids, separate line-item pricing, and alternate pricing structures will not be accepted.

3. Price Entry

The Bidder must enter the total lump-sum project price in VSS.

The price must be entered using numbers and a decimal point only.

Example: If the total project price is fifty thousand dollars, enter: 50000.00

The total lump-sum project price shown on the Bidder’s attached quote must match the VSS Unit Price exactly. A discrepancy between the attached quote and the VSS Unit Price may result in rejection of the bid. The State will not reconstruct, recalculate, or infer a Bidder’s intended total price.

4. Total Evaluated Bid Price

The Total Evaluated Bid Price will be the Bidder’s total lump-sum price entered in VSS for the complete project.

Award will be made to the lowest-priced qualified Bidder whose bid meets all specifications and requirements.

5. Delivery Days / Completion Timeline

Bidders must enter in the VSS Delivery Days field the estimated number of calendar days after receipt of the BPO required to complete the entire project. Bidders must also identify anticipated product lead time and installation scheduling in the attached quotation or VSS Comments.

The State prefers completion by September 30, 2026. A Bidder that cannot meet the desired target must identify its earliest achievable completion date.

6. VSS Comments

Bidders may use the VSS Comments section to provide relevant clarification regarding pricing, delivery, completion timeline, product lead time, installation schedule, or project approach.

Comments may not be used to materially alter the specifications, condition the bid, add separate charges, or create an alternate pricing structure.