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RFQ27006874 – AGENCY SOLICITATION SPECIFICATIONS

TITLE: DEM Blackstone River State Park Visitor Center Maintenance of Terrazzo Floor

SECTION A. BACKGROUND

RIDEM, Division of Parks and Recreation (“RIDEM”), seeks to establish a comprehensive maintenance agreement for the specialized terrazzo flooring located at the Blackstone River State Park Visitor Center in Lincoln, Rhode Island.

The Visitor Center is an interstate roadside rest area servicing the general motoring public and is the trailhead for the Blackstone State Park Bike Path. As a high traffic public gateway to the historic Blackstone Valley, the Visitor Center’s flooring is both a significant architectural feature that requires precise, professional care to ensure its longevity.

This contract outlines the requirements for periodic deep cleaning, honing, sealing, and polishing necessary to preserve the floor’s aesthetic brilliance, maintain its slip-resistant properties, and prevent subsurface degradation.

SECTION B: SCOPE OF WORK AND REQUIREMENTS

Vendor Responsibilities – General

1. The VENDOR shall provide all labor, equipment, and materials during the duration of this contract.

2. The VENDOR must strictly adhere to the specified application timetable provided in section “Vendor Responsibilities – Maintenance Schedule”.

Vendor Responsibilities – Personnel

1. The VENDOR will be responsible for hiring and maintaining properly trained and experienced personnel to conduct terrazzo floor maintenance services.

2. The VENDOR will comply with all federal, state, and local laws.

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3. The VENDOR must ensure that all employees are clearly identifiable by uniforms and/or equipment/vehicles displaying the VENDOR’S name and distinguishable from RIDEM staff.

4. The VENDOR will prohibit smoking/vaping by its employees while working on state property.

5. The VENDOR must designate a qualified Site Supervisor for each crew who will be present on site during all service visits. The Site Supervisor is responsible for quality control, adherence to the scope of work, and direct communication with designated RIDEM Site Representative(s).

Vendor Responsibilities – Customer Service and Communication

1. The VENDOR must provide a single, dedicated main Contract Manager, and one (1) back-up Contract Manager who will serve as the primary point of contacts for the duration of the contract.

A. Contract Managers must be available by phone and email during standard business hours (8:00AM – 5:00PM EST).

2. The VENDOR must acknowledge all routine inquiries from RIDEM within four (4) business hours and provide a substantive plan of action within one (1) business day.

3. The VENDOR must be able to respond to emergency calls from RIDEM immediately and have a process in place to identify these calls from any routine inquiries whether that be a specific phone number and/or designated VENDOR representative.

4. Employees hired by the VENDOR represent not only the VENDOR but also RIDEM and as such, the VENDOR will ensure that all employees refrain from offensive and inappropriate conduct or language.

5. The VENDOR will provide continuous training and evaluation of all employees assigned to the VENDOR's business operations under the signed CONTRACT to ensure consistent, efficient, and satisfactory performance.

6. In future, RIDEM may utilize a work order software system which may require the VENDOR to utilize this system for proof of service requirements.

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7. VENDOR shall advise RIDEM of any change to schedule within eight (8) hours of expected service.

8. The VENDOR will notify a designated RIDEM Site Representative when they arrive at the site to start work and when they finish work.

9. The VENDOR must maintain an on-site logbook signed after every shift, detailing tasks completed, and any issues identified (e.g., cracks or deep stains).

A. A RIDEM Representative must sign each shift’s logbook entry on the same day after completion.

10. VENDOR to advise RIDEM representatives upon the discovery of vandalism.

Vendor Responsibilities – Maintenance Schedule

1. Weekly Maintenance

a. The VENDOR shall use a clean, non-treated microfiber dust mop to remove abrasive sand and grit.

b. The VENDOR must mop with a pH-neutral cleaner diluted according to manufacturer specifications.

c. The VENDOR must remove scuffs, spills, or debris that could cause staining or slip hazards.

d. The VENDOR must perform a high-speed spray-buffing of high traffic lanes to restore clarity and remove minor surface scratches.

e. The VENDOR shall provide these services once weekly (52 applications per year) between the hours of 7:30am and 3:00pm, Monday through

Friday.

2. Monthly Maintenance

a. The VENDOR shall use an automatic scrubber equipped with a soft nylon brush or a light-duty scrubbing pad (tan or red) and neutral cleaner to remove deep-seated soil.

b. The VENDOR must perform detailed hand scrubbing of corners and baseboards where machine access is limited.

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c. The VENDOR shall perform high-speed burnishing (1,500+ RPM) using diamond-impregnated pads to maintain a mechanical shine without excessive wax buildup.

d. The VENDOR shall provide these services once monthly (12 applications per year) between the hours of 7:30am and 3:00pm, Monday through

Friday.

3. Annual Maintenance

a. The VENDOR must remove old water-based acrylic sealers (if applicable) using a non-acidic stripper.

b. The VENDOR must apply two coats of a high-quality, breathable, solvent-based or water-based penetrating sealer specifically rated for terrazzo flooring.

c. If surface etching is present, the VENDOR must perform mechanical diamond polishing to restore the original stone luster.

d. The VENDOR shall provide this yearly service (1 application per year) after 6:00 PM in August.

Vendor Responsibilities – Approved Products & Equipment

1. To protect the integrity of the floor, the VENDOR must adhere to the following:

a. Prohibited Chemicals: No acids, alkaline cleaners, ammonia, or bleach.

These will deteriorate the marble chips and degrade the epoxy binder.

b. Cleaners: Must be pH-neutral (pH 7.0).

c. Sealers: Must be UL-listed or NFSI-certified for slip resistance.

d. Equipment: All machinery must be well-maintained with non-marking wheels.

Vendor Responsibilities – Safety & Compliance

1. The VENDOR must deploy “Wet Floor” signage during all liquid applications.

Signage must remain until the floor is 100% dry.

2. The VENDOR must wear appropriate personal protective equipment (gloves, non-slip footwear, etc.).

3. The VENDOR must provide Safety Data Sheets (SDS) for all chemicals brought onto the premises.

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Vendor Responsibilities – Vendor Accountability & Provisions

1. A joint walk-through with a RIDEM Representative will occur monthly. Any areas not meeting a high-gloss standard must be rectified within 48 hours at no additional cost.

2. The VENDOR is responsible for any damage to baseboards, walls, or furniture caused by equipment or chemical splashes.

Thirty Day (30) Requirements – Vendor & RIDEM

1. Within thirty (30) days of contract award, VENDOR must provide the following:

a. VENDOR Contract Managers’ information as indicated in Section

“Vendor Responsibilities – Customer Service and Communication”.

b. Emergency/After Hours contact information.

c. Vendor’s proposed schedule for the Routine, Interim, and Restorative services which is subject to RIDEM’s approval.

d. Submit any questions regarding site specifics and/or request site visits to

RIDEM to clarify contractual obligations.

2. Within thirty (30) days of contract award, RIDEM must provide the following:

a. RIDEM will provide a current list of designated Site Representatives and any additional RIDEM staff responsible for monitoring and managing this contract.

b. RIDEM will provide all necessary keys and/or codes to the VENDOR to access restricted areas requiring services under this contract.

RIDEM Responsibilities – General

1. RIDEM reserves the right to increase or decrease the number of any of the applications with prior written notice during this contract as required by the use and condition of the floor.

2. RIDEM reserves the right to terminate the contract with 30 days’ notice if the vendor fails to meet the specified cleanliness and gloss standards after two written warnings.

MANDATORY PROPOSAL DELIVERABLES

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1. Vendor must fill in all lines on the solicitation in Ocean State Procures.

Failure to fill in all lines may result in the vendor’s proposal being deemed unresponsive.

2. Also to be considered a responsive bidder, vendors must submit the following items. Failure to include any of the deliverables listed below, or the submission of incomplete documents, may result in the disqualification of the proposal without further review.

3. Required Documentation

a. Staff Qualification

i. Please provide the following:

1. An organization chart for the contract, categorized by years of experience. To include resumes of key technicians and management.

b. Vendor Qualifications

i. Please provide a detailed description of the Vendor’s experience as a terrazzo floor maintainer. List a minimum of three (3) relevant client references, to include client names, addresses, contact names with emails and phone numbers, dates of service and type(s) of service(s) provided.

TENTATIVE SELECTION AND DESCOPE REVIEW

1. Once a VENDOR has been tentatively selected, a descope meeting will be scheduled to finalize project expectations. The VENDOR shall provide the following items prior to the meeting.:

a. Technical Approach and Methodology

i. A plan for weekly, monthly, and annual maintenance, including specific checklists, tools used, and scheduling logistics

ii. A phasing plan showing how the floor will be tackled in sections to maintain foot traffic flow.