User Guide for Flooring 02-24-2020.doc

CONTRACT NO.

Contract #505ENT-O20-FLOORING-00

RFB #28323-JB

Contract #505ENT-O20-FLOORING-00 Statewide Flooring Including Commercial Carpet, Resilient Coverings, and Related Services

USER GUIDE

March 6, 2020, 2020 Table of Contents

1. Contract Summary and Scope

The purpose of this voluntary, statewide Contract is to provide State agencies, UW campuses and cooperative purchasing groups with the ability to purchase flooring products including commercial carpet, resilient floor coverings, related materials and services.

In addition to virgin commercial carpet and resilient coverings, this Contract covers sustainable and recycled flooring products and related services (e.g. product reclamation, recycling). Product offerings and service capabilities differ by dealer.

This Contract excludes porcelain and ceramic tile flooring products.

This Contract has an initial term of one (1) year (March 9, 2020 through March 8, 2021) with the option to renew upon agreement for four (4) additional 1-year periods. The final renewal expires March 8, 2025.

DOA Contract Manager:

John Burnett WI Department of Administration

State Bureau of Procurement

101 East Wilson Street, 6th Floor

Madison, WI 53707-7867

Phone: (608) 261-6359 Fax: (608) 267-0600

Email: john.burnett@Wisconsin.gov

Contact the DOA Contract Manager with any Contract related questions. Authorized Users are also encouraged to contact their agency/campus purchasing office with general questions.

Purchasing Card (P-Card):

Yes

Cooperative Purchasing:

Yes

2. Definitions

ASTM- means American Society for Testing and Materials Authorized User- Any State agency, board, commission, UW campus or cooperative purchasing entity (e.g. municipality, county, etc) Cooperative Purchasing- Wisconsin statutes (s. 16.73, Wis. Stats.) establish authority to allow Wisconsin municipalities to purchase from state contracts. A "municipality" is defined as any county, city, village, town, school district, board of school directors, sewer district, drainage district, vocational, technical and adult education district, or any other public body having the authority to award public contracts (s. 16.70(8), Wis. Stats.). Federally recognized Indian tribes and bands in this state may participate in cooperative purchasing with the state or any municipality under § 66.0301(1) and (2), Wis. Stats.

CRI- means Carpet and Rug Institute Dealer- Awarded bidder from the RFB 28162-MH operating under this Contract.

DOA-Department of Administration

End User- refers to an individual employee of an Authorized User who is using the Contract.

Fixed Net Price- means the product price per unit of measure for carpet and/or resilient flooring, F.O.B. Destination Freight Prepaid and Allowed and after any markup from dealer’s invoice cost from the mill/manufacturer.

F.O.B.-Free on Board

MSDS- means material safety data sheets

Reclamation- refers to the end of life management of the carpet and carpet materials. Reclamation can either be a reuse of material or a complete remanufacturing of the carpet fibers and backing for future carpet or other products.

Resilient Flooring- includes linoleum tile and sheet, vinyl tile and sheet (with and without backing), vinyl composition tile, rubber tile and sheet (with and without backing) and resilient wall base.

Sustainable Carpet- refers to any carpet or carpet tile that meets the NSF/ANSI 140 Sustainable Carpet Standard. Third party certification such as the SCS Sustainable Choice™ Carpet or other such certification should verify this standard.

State- State of Wisconsin

UW- means the University of Wisconsin

Virgin Products- means those products made with 100% new/raw materials and contain no recycled content.

3.

Dealer List by manufacturer and Region Please see the tables below for a list of manufacturers and regions each dealer was awarded with average discount-off-list per manufacturer. Complete Price list files with specific discounts per manufacturer, labor rates, and additional product lines can be downloaded from VendorNet by supplier name. Additionally, the Manufacturer List Prices files are downloadable in compressed (zip) folders.

The information below is also available in each dealer’s price sheet on VendorNet Note that discounts vary, and one contractor is a certified Minority Business Enterprise, Halverson Carpet Center.

A. Contract users need to evaluate the products needed for their projects and determine which firm submitted the lowest price.

B. In most cases, projects with a mix of product manufacturer lines and labor rates, the only way to determine which firm provides the lowest price for that project is to solicit quotes for the project and award that project to the low bidder. Contract users must solicit quotes from three or more suppliers on contract unless the project specifications are simple enough to determine the contractor with the lowest price based on the discounts provided in the contractor’s cost sheets.

C. State agencies will attempt to ensure that 5% of the total amount expended in state purchasing in each fiscal year is paid to minority-owned business enterprises (MBE) and that 1% is paid to disabled veteran-owned businesses (DVB). Halverson Carpet Center is the only MBE on this contract. There are no registered DVBs on contract.

Dealers must provide all products and services to all locations within the regions in which they were awarded.

Where a dealer provides service to more than one region, dealers may not charge different product prices between regions.

Dealers may charge different labor rates in multiple regions; see each dealer’s price list for more information.

See the VendorNet attachment “Regional Map and County Listing” for more information on regional lines and counties.

Awarded Manufacturer Products Dealers were awarded Contracts by region. Each dealer has a pricing file on VendorNet which identifies their awarded manufacturer and regions.

Under this Contract, Dealers may not:

-Sell products from manufacturers they were not awarded

-Sell products in regions they were not awarded

-Sell products that are not listed on their Contract price list on VendorNet

4.

Contract Pricing

All Contract pricing is fixed, net product pricing. All pricing is F.O.B. Destination Freight Prepaid and allowed and include:

In the event of a price change between the date of order and the date of delivery or installation, the dealer must charge the lower price.

All Contract product pricing is firm for the first twelve (12) months of the Contract. After that time, product pricing may change only upon approval by the DOA Contract Manager no more frequently than once every 12 months.

Contract labor rates must remain firm for the first twelve (12) months of the Contract. After that time, labor rates may change only upon approval by the DOA Contract Manager no more frequently than once every 12 months.

The approval of the DOA Contract Manager will be signified with a price/rate change on VendorNet. Dealers must always honor the pricing/rates as posted to VendorNet . Dealers may offer lower pricing at any time.

Note to State agencies and Campuses: State agencies and Campuses are expected to use the lowest cost vendor on this Contract for the region and manufacturer needed. If the lowest cost vendor is not able to supply the needed product, please use the next lowest cost vendor.

No Extra Fees/Charges Additional costs/fees that are not allowed include but are not limited to the following:

· Delivery location fees

· Small order/”minimum order” fees unless specified by the mill/manufacturer

· “Special order” fees

· Purchasing card (P-Card) related charges

· Return fees for Dealer’s error (e.g. restocking fees)

· Fees for quotes and/or drawings

· Any charge that is not identified in current price lists for all products, labor, related services or supplementary materials unless agreed to in advance by the Authorized User.

5.

Product Information

Product Quality

All carpet materials must meet all minimum standards of the Carpet and Rug Institute (CRI) for commercial carpet.

Dealers must provide material safety data sheets (MSDS) to all Authorized Users. Upon request, dealers must also provide documentation of stain repellant and/or anti-microbial protection, including all available MSDS.

All resilient flooring shall comply with the most current, applicable American Society for Testing and Materials (ASTM) Standard Specifications for products including, but not limited to, the following:

· Solid Vinyl Floor

· Vinyl Composition Floor Tile

· Sheet Vinyl Floor Covering with Backing

· Rubber Sheet Floor Covering without Backing

· Rubber Sheet Floor Covering with Backing

· Rubber Floor Tile

· Resilient Wall Base

· Sheet Linoleum Floor Covering

· Linoleum Floor Tile

· Sheet Vinyl Floor Covering without Backing

· Resilient Stair Treads, Risers and Stringers

· Epoxy

· Luxury Vinyl Tile

Warranties Dealers guarantee products to be free from defect in materials and workmanship, given normal use and care, over the period of the applicable manufacturer’s warranty.

Manufacturer’s product warranties are the sole responsibility of the manufacturer. Upon request, the dealer must provide warranty information within ten (10) business days from the date of installation.

Dealers must agree to replace and/or repair, without charge, any flooring product for a minimum period of one (1) year from the date of installation if the defects are attributed to defective or improper installation techniques.

Product Samples and Literature Upon request and at no additional charge, dealers must provide product samples and literature to the Authorized User in any quantity.

Samples must be provided within ten (10) business days unless otherwise agreed.

Product literature must be available electronically and in hard copy.

6.

Ordering and Payment Information

Ordering

Dealers must have the ability to accept phone (Wisconsin telephone number and/or a toll free number) and fax orders, at a minimum.

Authorized Users shall be responsible for placing their own orders via written purchase order, telephone, fax or using computer online systems (if available).

Invoicing

Accurate invoices for all orders must be received within five (5) days of agreed upon invoice receipt date, or within ten (10) days after date of delivery and/or installation if no alternate date of receipt is specified.

All invoices must meet the pricing and terms and conditions of the Contract and be available in hard copy and electronically.

All invoices must be itemized and contain the following information:

· Contract Number

· Authorized User Name

· Authorized User Billing Address

· Authorized User Delivery/Installation Address (where different)

· Authorized User Account Number (where applicable)

· Remit-to Address

· Purchase Order Number (where applicable)

· Invoice Number

· Date of Order

· Dealer’s Name

· Complete Product Description(s)

· Unit of Measure (e.g. square yard, foot, etc)

· Contract Price (per square yard, foot, etc)

· Quantity (e.g. square yard, foot, etc)

· Extended Price

· Labor Rate(s)

· Number of Labor Hours

· Any additional charges for miscellaneous materials as agreed to by Authorized User

· Invoice Total

Payment Payment will not be made until the product and/or service is determined to meet all specifications and has been accepted by the State of Wisconsin.

Payment will not be made without the receipt of an accurate invoice(s).

Standard payment terms for Authorized Users are net thirty (30) days from the date of product delivery and/or installation acceptance or invoice receipt, whichever is later.

7.

Service Level Expectations

Customer Service

Dealers must have full-time sales and service staff to respond to Authorized User’s needs.

During business hours, the dealer must have at least one (1) customer service representative available to respond to the following (at a minimum):

· Status of Orders (e.g. shipped, pending, etc)

· Status of Invoices

· Delivery Information

· Back Order Information

· Statewide Contract Pricing

· General Product Information

The dealer must respond to all requests for quotation within 72 hours and follow up with the written, itemized quotation within five (5) business days from the date of response.

All other communications must be responded to within two (2) business days.

Preparation Services

Dealers must provide drawings showing seam diagram and pattern direction upon request and at no additional charge.

For all orders that require installation, the dealer must professionally prepare the surface according to manufacturer’s guidelines and install flooring product(s) by the agreed upon date and time as specified by the purchase order.

Upon Authorized User request, new carpet must be unrolled in a well-ventilated area for a minimum of twenty-four (24) hours prior to installation.

Unless specified by the Authorized User, the dealer is not responsible for sub floor major repair and/or replacement. If major repair/replacement is needed, Dealer must notify the Authorized User.

Existing flooring suspected of containing asbestos shall be the responsibility of the State to assume through authorized abatement dealers.

Delivery and Installation

All orders must be delivered to the Authorized User within four (4) to six (6) weeks after receipt of order (ARO) unless otherwise negotiated.

Failure to deliver by the date and time agreed upon may be grounds for cancellation. Authorized Users are not required to accept late deliveries and will make the final determination of whether or not to accept late deliveries.

Products inspected at the time of delivery and/or installations are subject to refusal and return requirements for issues of quality.

All flooring products must be installed according to the manufacturer’s instructions by a professional installer who is certified by the manufacturer to install and confirm that the minimum industry-accepted installation standards are followed.

Installation must be done in accordance with the following (where applicable):

· Guidelines established by the CRI and adopted by the Environmental Protection Agency (EPA)

· Standards as specified by the CRI for Installation Specification of Commercial Carpet, CRI (2011)

· Standards as specified by the CRI for Installation of Residential Carpet, CRI 105, 4th Edition (2002)

· Standards of the CRI and Americans with Disabilities Act (ADA) Rush or Expedited Delivery

Dealers must have the ability to offer expedited or “rush” delivery and installation upon request. Expedited or “rush” delivery and installation is considered between two (2) and three (3) weeks ARO.

Expedited or “rush” deliveries and installations caused by an error or delay on the part of the dealer will be at no additional cost to the Authorized User.

Post-Installation Service All product overages and scrap over one (1) square yard must be properly rolled, bound and stored near the installation site unless otherwise directed by the Authorized User.

Dealers must properly remove and dispose of all old flooring, flooring packaging materials and other debris off the premises in vehicles, dumpsters and other appropriate containers supplied by the dealer.

Dealers must restore all installation sites to their original condition to the satisfaction of the Authorized User. Where the dealer does damage to Authorized User’s property, dealers must repair the damage (e.g. wall patching and painting) at no additional charge.

Duplicate or Over-Shipment

Upon notification of a duplicate or over-shipment, item(s) must be removed at the dealer’s expense. If such item(s) are not removed within thirty (30) calendar days of written notification, the State reserves the right to dispose of them as its own property and shall not be held liable for the cost. Email communication is a form of written notification.