Virginia ABC Retail Stores Flooring IFB - 190-27 September 2026.pdf

PROCUREMENT OFFICE

7450 FREIGHT WAY

MECHANICSVILLE, VA 23116

SEALED INVITATION FOR BIDS (IFB) FOR SERVICES

IFB NUMBER 190-27-IFB

TITLE Retail Store Flooring – Term Contract

ISSUE DATE SEPTEMBER 9, 2026 PAGE 1 OF 34

CONTRACT OFFICER Adetola Adebayo, VCO

EMAIL ADDRESS Adetola.adebayo@virginiaabc.com

PHONE 804-213-4537 FAX N/A

SOLICITATION DUE

DATE

Sealed bids will be received until the date/time listed below for furnishing the goods/services described herein.

Date: OCTOBER 14, 2026 Time: 2:00PM (Eastern Standard Time, EST) Note: Virginia ABC does not conduct public openings.

eVA Mandatory All Bidders must be eVA registered prior to the closing date and time of this solicitation.

PRE-BID

CONFERENCE

Mandatory A mandatory pre-bid virtual conference will be held on Monday, September 28, 2026, at 10 AM (EST) via Microsoft Teams.

Interested bidders must use the meeting link to join the pre-bid conference. No one will be admitted after 10:05 AM (EST).

Attendance at this conference is a pre-requisite to bid submission. Reference Section 7 of the solicitation for additional information.

PERIOD OF

CONTRACT

January 13, 2027 – January 12, 2028, with the option of four (4) subsequent one (1) year renewals.

SEALED BID

SUBMISSION

ELECTRONIC SUBMISSION ONLY – NO HAND DELIVERED OR MAILED BIDS WILL BE ACCEPTED

Sealed bids shall be submitted using this form and all required documents must be attached. All bids must be signed by an authorized representative. Please submit all bid responses electronically through eVA, the Commonwealth of Virginia’s electronic procurement system.

Late bids will not be accepted. It is the responsibility of the BIDDER (not Virginia ABC) to ensure bids are submitted on time.

SERVICE/DELIVERY

DATE

Virginia ABC’s desired service start date is January 13, 2027. State your earliest firm delivery/service date:

SERVICE/DELIVERY

LOCATION

Virgina ABC Stores Statewide - See section 9 - Pricing Schedule for location details. Locations are subject to change at any time. Virginia ABC reserves the right to add or delete locations as needed.

INQUIRIES All inquiries for information should be directed via email to the Contract Officer listed above on or before September 27, 2026, no later than 2:00PM (EST). The inquiries will be addressed during the pre-bid meeting.

TERMS &

CONDITIONS

This solicitation is subject to the provisions of Virginia ABC’s General Terms and Conditions and any changes or revisions thereto, which are hereby incorporated into this Invitation for Bids in their entirety. The attached Special Terms and Conditions shall also be a part of the solicitation.

In compliance with this Invitation For Bids (IFB) and all conditions imposed in this IFB, the undersigned firm hereby offers and agrees to furnish all goods/services required by this IFB at the prices indicated in the pricing schedule, and the undersigned firm hereby certifies that all information provided below and in any schedule attached hereto is true, correct, and complete. Any resulting agreement shall be defined by a written contract, which shall be binding only when fully executed by both parties.

BIDDER INFORMATION:

Date: Virginia Contractor License # ☐ Not Required ☐ Required (enter #):

Name of Firm: DUNS #:

Address of Firm: City, State, Zip:

Email Address: Phone: Fax:

Is the firm eVA registered? ☐ No ☐ Yes (enter the eVA Vendor ID #):

Is the firm SWaM certified? ☐ No ☐ Yes (enter the DBSD SWaM certification #):

Does the firm accept the Commonwealth’s Small Purchase Charge Card? ☐ Yes ☐ No

Signature:

Printed Name: Title:

Virginia Alcoholic Beverage Control Authority does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-

4343.1 or against a Bidder because of race, religion, color, sex, national origin, age, disability, sexual orientation, gender identity, political affiliation, or veteran status or any other basis prohibited by state law relating to discrimination in employment.

mailto:Adetola.adebayo@virginiaabc.com https://teams.microsoft.com/meet/235769709369681?p=eOXfj5ClmsaJTuSM6F

IFB #190-27 Page 2

TABLE OF CONTENTS

Section Page #

Background 3

Purpose 3

Definitions 4

Statement of Needs 4

Scope of Work 4

Bidder’s Instructions and Checklist 6

Virtual Pre-Bid Conference – Mandatory 6

Method of Payment 6

Pricing Schedule 7

General Terms and Conditions 24

Special Terms and Conditions 24

Attachment A – Vendor Data Sheet 32

Attachment B – State Corporation Commission Form 33

Attachment C – Design Concept Flooring 34

IFB #190-27 Page 3

1. BACKGROUND:

The Virginia Alcoholic Beverage Control Authority (Virginia ABC or Authority) and its nearly 4,700 employees are proud to serve the Commonwealth of Virginia as an independent political subdivision and one of 11 public safety agencies working with the Secretariat of Public Safety and Homeland Security. The Authority administers ABC laws with an emphasis on public safety by ensuring an orderly and regulated system for convenient sales and responsible consumption of alcohol.

Virginia ABC is a leading revenue producer for the Commonwealth and a source of future economic growth and innovation for the State. The profits that Virginia ABC contributes – collected from sales of distilled spirits at Virginia ABC stores, taxes collected on beer and wine sales, violation penalties and license fees – provide much-needed funding for use in a multitude of State programs, thus benefiting all Virginians. Since its establishment in 1934, Virginia ABC has contributed $12 billion to the Commonwealth’s General Fund, which supports major education, health and transportation initiatives.

As one of 17 control states across the United States – where the state government manages the sale and distribution of distilled spirits at the wholesale level, Virginia ABC stores are the only retail outlets in Virginia where customers may purchase liquor.

Our Stores and Products: With more than 400 stores in convenient locations throughout the Commonwealth, Virginia ABC is dedicated to providing those ages 21 and older with an enjoyable, modern shopping environment. Considerable planning is involved in determining locations for new stores to ensure optimum customer service. Virginia ABC also strives to make sure that customers can easily obtain the spirit they want by being timely and nimble in response to market changes, product availability, and consumer desires.

Virginia ABC offers a wide selection of merchandise – including mixers, vermouth, and Virginia-made wines in addition to liquor – with more than 3967 items available in its product catalog. These products are stored in the 315,000-square-foot Virginia ABC warehouse – the size of about five and a half (5½) football fields – located in Hanover, VA. The warehouse daily receives and ships about 35,000 cases of distilled spirits for a total of more than 12.7 million last year. Virginia ABC stores receive weekly deliveries to restock items available for sale to customers of legal drinking age.

2. PURPOSE:

The purpose of this Invitation for Bids (IFB) is to solicit bids from one or more qualified Bidder(s) to establish a term contract for the removal and disposal of existing flooring, as well as the furnishing and installation of various types of new flooring for Virginia ABC Stores Statewide. These goods/services are for the Virginia Alcoholic Beverage Control Authority, located at various Virginia ABC retail locations throughout the State of Virginia.

IFB #190-27 Page 4

3. DEFINITIONS:

BIDDER: The term “Bidder” as referenced in this solicitation refers to the individual or firm preparing and submitting a bid in response to this Invitation for Bids.

CONTRACTOR: The term “Contractor” refers to an individual or firm that has entered into an agreement to provide goods or services to Virginia ABC. In addition, it also refers to a firm who, when awarded the contract, will be responsible for the goods or services required, as a result of this solicitation.

TERMINOLOGY: The terms “must”, “shall”, “should”, and “may” are used to identify the criticality of the requirements. “Must” and “shall” identify requirements whose absence will have a major negative impact on the suitability of the Contractor to provide required goods or services. Items labeled as “should” are highly desirable, although their absence will not have as large an impact. Items labeled “may” will be useful but are not necessary.

4. STATEMENT OF NEEDS:

The Contractor shall furnish all labor, supervision, tools, equipment, supplies and materials necessary to:

(1) Remove and properly dispose of existing flooring, when required, prior to the installation of new flooring; and

(2) Install the specified flooring in accordance with the manufacturer’s specifications on an “as needed” basis for Virginia Alcoholic Beverage Control Authority (Virginia ABC or Authority) stores.

Virginia ABC will inform Contractor if installation shall be new design concept in each location to ensure accurate product and installation quotes (see Attachment C for a Design Concept Flooring example).

Unless otherwise directed by the Contract Administrator, quotes shall be based on standard installation. The Contractor shall be responsible for coordinating with Virginia ABC personnel to arrange site access and schedule work activities.

5. SCOPE OF WORK:

Virginia ABC anticipates that flooring installations to be required in approximately 35 stores each year due to relocations, modernization efforts, or new store openings. The Authority shall specify the product to be installed when requesting a quote from the Contractor. Contract Administrator shall contact vendor with the product specifications and location details.

Virginia ABC has determined the products listed below are best suited for its retail outlet stores;

however, additional products may be added at the Authority’s discretion.

A. Vinyl Tiles (Brand Name Only)

1. Centiva

2. Mannington

3. Roppe

IFB #190-27 Page 5

B. Laminate (Vinyl) Planks (Brand Name Only)

1. Centiva

2. Mannington

3. Roppe

C. Walk Off Floor (Brand Name Only)

1. Van Dijk Contract

2. Lees Modular

3. Mannington

Virginia ABC expects installation within 4 weeks from approval to proceed.

Contractor:

The Contractor shall provide Contract Administrator with a cost quote, which must be approved prior to Contractor proceeding with the purchase of materials and scheduling of work.

The Contractor shall be responsible for the conduct and performance of its employees. All Contractor personnel and installer(s) must show a valid identification clearly indicating both the individual and their company at all Virginia ABC locations prior to the commencement of any work activities.

The Contractor shall be responsible for providing the appropriate types and skill levels of personnel required to accomplish work.

The Contractor shall provide a company contact and phone number for all inquiries from the Authority.

The Contractor shall conduct a site inspection; take precise measurements and provide a written quote to the Authority’s representative within 5 days of notification by Virginia ABC representative to include total pricing, installation (including floor installation preparation and the sealing of expansion joints), lead time and date.

Upon approval by the Authority to proceed (work order), the Contractor shall place order with manufacturer. The Authority will not consider claims resulting from the Contractor’s failure to inspect the job site.

The Contractor shall ensure the floor at the facility/retail outlet store is properly prepared for the installation of the specified floor material prior to installation to include sealing expansion joints to ensure a smooth level surface. This shall be included with quote when submitted to Virginia ABC representative.

The Contractor shall ensure that floor seams from installation of vinyl tiles are sealed in accordance with manufacturer’s specifications.

IFB #190-27 Page 6

The Contractor shall ensure that floor seams from the installation of vinyl sheet flooring shall be heat welded as required by the Authority.

The Contractor shall install a standard 6’’ vinyl cove base with each order (black unless specified by the Authority in the request for quote). Cove base shall be installed around all exposed walls.

The Contractor shall provide a smooth transition between flooring product and walk-off material (when used) to ensure there are no tripping hazards or uneven areas between products.

Upon completion, the Contractor shall provide each store a manufacturer’s packet containing information on maintenance and care instructions of flooring installed.

The Company/Individual performing moisture testing shall be certified and trained in moisture testing.

6. BIDDER’S INSTRUCTIONS AND CHECKLIST:

In order for the bid to be responsive, the following should be submitted:

A. Cover sheet, filled out and signed completely

B. Pricing Schedule, completed in its entirety

C. Discount Clause, if there is any

D. Completed Bidder’s Data Sheet

E. State Corporation Commission Form

F. Certificate of Insurance (See amount limits required under the “Insurance” section in the General Terms and Conditions)

G. Entire Bid Package

7. PRE-BID CONFERENCE:

A mandatory pre-bid virtual conference will be held on Monday, September 28, 2026, at 10 AM (EST) on Microsoft Teams (Please send an email for the meeting link to be sent to you). No one will be admitted after 10:05 AM (EST). The purpose of this conference is to allow potential Bidders an opportunity to present questions and obtain clarification relative to any facet of this solicitation. Bring a copy of the solicitation with you. Any changes resulting from this conference will be issued in a written addendum to the solicitation.

8. METHOD OF PAYMENT:

The Contractor will be paid on the basis of invoices submitted. Payments will be made according to §20315 of the CAPP Manual, which is thirty (30) days after receipt of a proper invoice by Virginia ABC’s Accounts Payable Department or receipt of goods or services, whichever is later. Virginia ABC will have the option of paying the Contractor in less than thirty (30) days if a discount is offered for expedient payment.

A _____% prompt payment discount is offered by Contractor for prompt payment of _____ calendar days.

IFB #190-27 Page 7

The Commonwealth of Virginia encourages Contractors to accept electronic and charge card payments. The Commonwealth of Virginia Small Purchase Charge Card may be used as the method of payment at the discretion of Virginia ABC if the Contractor has an established Merchant Account/Agreement. Merchant bank fees shall not be charged back to Virginia ABC. Invoices shall be submitted to the following address:

Virginia Alcoholic Beverage Control Authority Attention: Accounts Payable P.O. Box 3250 Mechanicsville, VA 23111 *Preferred method of invoice submittals: accounts.payable@virginiaabc.com

9. PRICING SCHEDULE:

The Contractor agrees to provide the described goods/services herein based on the prices indicated below for each Service Area. Prices shall include all expenses (i.e., parking, meals, lodging, photocopying, airfare, mileage, communication cost, automobile rental, etc.). In case of arithmetic errors, the unit price will govern.

Award shall be based on Grand Total per Service Area. For any Service Area where a bid cannot be provided, the Bidder shall enter “No Bid” in the grand total field to indicate that the area is not being bid.

Prices shall also be provided for cleaning, walk-off materials, and removal of existing flooring; however, these prices will not be considered in determining the lowest bid and will instead be included as part of the Contract.

Pricing for All Service Areas

Relative Humidity Test Price per Hour $____________ Calcium Chloride Test Price per Hour $____________ Floor Sealing Price per Square Foot $____________ mailto:accounts.payable@virginiaabc.com

IFB #190-27 Page 8

Service Area 1: Shall consist of the following cities/counties: Accomack, Northampton, Virginia Beach, Chesapeake, Portsmouth, Norfolk, Suffolk, Franklin City, Isle of Wight, Southhampton, Sussex, Surry, Hampton, Windsor, Cape Charles, Exmore, Smithfield, Newport News, and Poquoson.

Vinyl Planks

Item

Manufacturer

Cost / Sq. Foot Wood Planks Roppe Northern Timbers $

Centiva Event

Centiva Contour

Centiva World Options

Mannington Commercial Amtico Wood

Mannington Commercial Natures Path

Mannington Commercial Natures Path Select

Mannington Commercial Natures Plan Lock Solid

One Color/Product Installation Cost

Patterned or Multiple Product Design Installation (see Attachment C for example of design concept floor) $

TOTAL $

Vinyl Tile

ITEM

Cost / Sq. Foot

Tiles Roppe Northern Leathers $ Centiva Event

Centiva Contour

Centiva World Options

Mannington Commercial Amtico Stone

Mannington Commercial Amtico Abstract Standard

IFB #190-27 Page 9

Mannington Commercial Amtico Abstract Advance

Mannington Commercial Amtico Abstract Premium

One Color/Product Installation Cost

Patterned or Multiple Product Design Installation (see Attachment C for

One annual cleaning/maintenance per year (upon request)

Cost per sq. ft.

Walk Off Floor

Book

Thickness

Size

Length Cost / Sq. Foot

Van Dijk

Diagonal Tile Hercules Nop Tile Super Diagonal Tile

.313 inch .500 inch .500 inch

19.69” 19.69” 19.69

19.69” 19.69 19.69

Mannington

ReCoarse Ruffian Ruffian Ridge

N/A

24 inches 24 inches 18 inches

24 inches 24 inches 18 inches

Lees Modular

First Step Step Up

Removal of Existing Floor (if required)

GRAND TOTAL $ $

Floor Type Cost per Square Foot Removal of old vinyl tiles including time and material $ Removal of old carpet including time and material $ Removal of old vinyl sheets including time and material $ Removal of old carpet squares including time and material $ Removal of old VCT including time and material $ Removal of old Laminate including time and material $ Removal of old Unibond back carpet $ Removal of old Broadloom Carpet Carpet/tile $ Removal of old Rubber Back Carpet $

IFB #190-27 Page 10

Service Area 2: Shall consist of the following cities/counties: Westmoreland, Northumberland, Richmond County, Lancaster, Essex, King and Queen, Middlesex, Gloucester, Mathews, James City, Williamsburg, and York.

Wood Planks Roppe Northern Timbers $

Centiva Event

Centiva Contour

Centiva World Options

Mannington Commercial Amtico Wood

Mannington Commercial Natures Path

Mannington Commercial Natures Path Select

Mannington Commercial Natures Plan Lock Solid

One Color/Product Installation Cost

Patterned or Multiple Product Design Installation (see Attachment C for

Tiles Roppe Northern Leathers $ Centiva Event

Centiva Contour

Centiva World Options

Mannington Commercial Amtico Stone

Mannington Commercial Amtico Abstract Standard

Mannington Commercial Amtico Abstract Advance $

IFB #190-27 Page 11

Mannington Commercial Amtico Abstract Premium

One Color/Product Installation Cost

Hercules Nop Tile Super Diagonal Tile

.313 inch .500 inch .500 inch

19.69” 19.69” 19.69

19.69” 19.69 19.69

24 inches 18 inches

24 inches 24 inches 18 inches

Removal of old carpet including time and material $ Removal of old vinyl sheets including time and material $ Removal of old carpet squares including time and material $ Removal of old VCT including time and material $ Removal of old Laminate including time and material $ Removal of old Unibond back carpet $

IFB #190-27 Page 12

Service Area 3: Shall consist of the following cities/counties: Loudoun, Fairfax, Arlington, Alexandria, Fauquier, Manassas, Prince William, Stafford, Fredericksburg, Spotsylvania, and King George.

Wood Planks Roppe Northern Timbers $

Centiva Event

Centiva Contour

Centiva World Options

Mannington Commercial Amtico Wood

Mannington Commercial Natures Path

Mannington Commercial Natures Path Select

Mannington Commercial Natures Plan Lock Solid

One Color/Product Installation Cost

Patterned or Multiple Product Design Installation (see Attachment C for

Tiles Roppe Northern Leathers $ Centiva Event

Centiva Contour

Centiva World Options

Mannington Commercial Amtico Stone

Mannington Commercial Amtico Abstract Standard

IFB #190-27 Page 13

One Color/Product Installation Cost

Hercules Nop Tile Super Diagonal Tile

.313 inch .500 inch .500 inch

19.69” 19.69” 19.69

19.69” 19.69 19.69

24 inches 18 inches

24 inches 24 inches 18 inches

Removal of old carpet including time and material $ Removal of old vinyl sheets including time and material $ Removal of old carpet squares including time and material $ Removal of old VCT including time and material $ Removal of old Laminate including time and material $ Removal of old Unibond back carpet $

IFB #190-27 Page 14

Service Area 4: Shall consist of the following cities/counties: Petersburg, Louisa, Caroline, Goochland, Hanover, King William, King and Queen, Powhatan, Richmond City, Henrico, New Kent, Chesterfield, Charles City, Hopewell, Dinwiddie, and Prince George.

Wood Planks Roppe Northern Timbers $

Centiva Event

Centiva Contour

Centiva World Options

Mannington Commercial Amtico Wood

Mannington Commercial Natures Path

Mannington Commercial Natures Path Select

Mannington Commercial Natures Plan Lock Solid

One Color/Product Installation Cost

Patterned or Multiple Product Design Installation (see Attachment C for

Tiles Roppe Northern Leathers $ Centiva Event

Centiva Contour

Centiva World Options

Mannington Commercial Amtico Stone

Mannington Commercial Amtico Abstract Standard

IFB #190-27 Page 15

One Color/Product Installation Cost

Hercules Nop Tile Super Diagonal Tile

.313 inch .500 inch .500 inch

19.69” 19.69” 19.69

19.69” 19.69 19.69

24 inches 18 inches

24 inches 24 inches 18 inches

Removal of old carpet including time and material $ Removal of old vinyl sheets including time and material $ Removal of old carpet squares including time and material $ Removal of old VCT including time and material $ Removal of old Laminate including time and material $ Removal of old Unibond back carpet $

IFB #190-27 Page 16

Service Area 5: Shall consist of the following cities/counties: Buckingham, Cumberland, Amelia, Appomattox, Prince Edward, Nottoway, Campbell, Charlotte, Lunenburg, Brunswick, Greensville, Pittsylvania, Danville, Emporia, South Boston, Halifax, and Mecklenburg.

Wood Planks Roppe Northern Timbers $

Centiva Event

Centiva Contour

Centiva World Options

Mannington Commercial Amtico Wood

Mannington Commercial Natures Path

Mannington Commercial Natures Path Select

Mannington Commercial Natures Plan Lock Solid

One Color/Product Installation Cost

Patterned or Multiple Product Design Installation (see Attachment C for

Tiles Roppe Northern Leathers $ Centiva Event

Centiva Contour

Centiva World Options

Mannington Commercial Amtico Stone

Mannington Commercial Amtico Abstract Standard

IFB #190-27 Page 17

One Color/Product Installation Cost

Hercules Nop Tile Super Diagonal Tile

.313 inch .500 inch .500 inch

19.69” 19.69” 19.69

19.69” 19.69 19.69

24 inches 18 inches

24 inches 24 inches 18 inches

Removal of old carpet including time and material $ Removal of old vinyl sheets including time and material $ Removal of old carpet squares including time and material $ Removal of old VCT including time and material $ Removal of old Laminate including time and material $ Removal of old Unibond back carpet $

IFB #190-27 Page 18

Service Area 6: Shall consist of the following cities/counties: Winchester, Harrisonburg, Charlottesville, Waynesboro, Frederick, Clarke, Warren, Shenandoah, Rappahannock, Page, Culpeper, Orange, Greene, Madison, Rockingham, Highland, Augusta, Albemarle, and Fluvanna.

Wood Planks Roppe Northern Timbers $

Centiva Event

Centiva Contour

Centiva World Options

Mannington Commercial Amtico Wood

Mannington Commercial Natures Path

Mannington Commercial Natures Path Select

Mannington Commercial Natures Plan Lock Solid

One Color/Product Installation Cost

Patterned or Multiple Product Design Installation (see Attachment C for

Tiles Roppe Northern Leathers $ Centiva Event

Centiva Contour

Centiva World Options

Mannington Commercial Amtico Stone

Mannington Commercial Amtico Abstract Standard

IFB #190-27 Page 19

One Color/Product Installation Cost

Hercules Nop Tile Super Diagonal Tile

.313 inch .500 inch .500 inch

19.69” 19.69” 19.69

19.69” 19.69 19.69

24 inches 18 inches

24 inches 24 inches 18 inches

Removal of old carpet including time and material $ Removal of old vinyl sheets including time and material $ Removal of old carpet squares including time and material $ Removal of old VCT including time and material $ Removal of old Laminate including time and material $ Removal of old Unibond back carpet $

IFB #190-27 Page 20

Service Area 7: Shall consist of the following cities/counties: Bath, Alleghany, Clifton Forge, Rockbridge, Buena Vista, Nelson, Craig Botetourt, Amherst, Pulaski, Montgomery, Roanoke, Roanoke City, Bedford, Bedford City, Lynchburg, Radford, Floyd, Franklin, Patrick, and Henry.

Wood Planks Roppe Northern Timbers $

Centiva Event

Centiva Contour

Centiva World Options

Mannington Commercial Amtico Wood

Mannington Commercial Natures Path

Mannington Commercial Natures Path Select

Mannington Commercial Natures Plan Lock Solid

One Color/Product Installation Cost

Patterned or Multiple Product Design Installation (see Attachment C for

Tiles Roppe Northern Leathers $ Centiva Event

Centiva Contour

Centiva World Options

Mannington Commercial Amtico Stone

Mannington Commercial Amtico Abstract Standard

IFB #190-27 Page 21

One Color/Product Installation Cost

Hercules Nop Tile Super Diagonal Tile

.313 inch .500 inch .500 inch

19.69” 19.69” 19.69

19.69” 19.69 19.69

24 inches 18 inches

24 inches 24 inches 18 inches

Removal of old carpet including time and material $ Removal of old vinyl sheets including time and material $ Removal of old carpet squares including time and material $ Removal of old VCT including time and material $ Removal of old Laminate including time and material $ Removal of old Unibond back carpet $

IFB #190-27 Page 22

Service Area 8: Shall consist of the following cities/counties: Lee, Scott, Wise, Norton, Dickerson, Buchanan, Russell, Washington, Bristol, Tazewell, Smyth, Grayson, Galax, Wythe, Bland, Carroll, and Giles.

Wood Planks Roppe Northern Timbers $

Centiva Event

Centiva Contour

Centiva World Options

Mannington Commercial Amtico Wood

Mannington Commercial Natures Path

Mannington Commercial Natures Path Select

Mannington Commercial Natures Plan Lock Solid

One Color/Product Installation Cost

Patterned or Multiple Product Design Installation (see Attachment C for

Tiles Roppe Northern Leathers $ Centiva Event

Centiva Contour

Centiva World Options

Mannington Commercial Amtico Stone

Mannington Commercial Amtico Abstract Standard

IFB #190-27 Page 23

One Color/Product Installation Cost

Hercules Nop Tile Super Diagonal Tile

.313 inch .500 inch .500 inch

19.69” 19.69” 19.69

19.69” 19.69 19.69

24 inches 18 inches

24 inches 24 inches 18 inches

Removal of old carpet including time and material $ Removal of old vinyl sheets including time and material $ Removal of old carpet squares including time and material $ Removal of old VCT including time and material $ Removal of old Laminate including time and material $ Removal of old Unibond back carpet $

IFB #190-27 Page 24

10. GENERAL TERMS AND CONDITIONS:

The General Terms and Conditions are located on Virginia ABC’s website at the following link:

https://www.abc.virginia.gov/about/procurement/terms-conditions

The Contractor will be responsible for reading and understanding the General Terms and Conditions.

11. SPECIAL TERMS AND CONDITIONS:

ASBESTOS: Whenever and wherever during the course of performing any work under this contract, the contractor discovers the presence of asbestos or suspects that asbestos is present, he shall stop the work immediately, secure the area, notify the building owner and await positive identification of the suspect material. During the downtime in such a case, the contractor shall not disturb any surrounding surfaces but shall protect the area with suitable dust covers. In the event the contractor is delayed due to the discovery of asbestos or suspected asbestos, then a mutually agreed extension of time to perform the work shall be allowed by the contractor but without additional compensation due to the time extension.

AUDIT: The Contractor shall retain all books, records, and other documents relative to this contract for three (3) years after final payment, or until audited by the Commonwealth of Virginia, whichever is sooner. Virginia ABC, its authorized agents, and/or state auditors shall have full access to and the right to examine any of said materials during said period.

AWARD TO MULTIPLE BIDDERS: Virginia ABC reserves the right to make multiple awards as a result of this solicitation for each Area. Awards will be made on the Grand Total offered by the lowest responsive and responsible bidder(s) meeting the requirements of the solicitation. In case of Arithmetic errors, the unit price will govern. The Commonwealth reserves the right to conduct any tests it may deem advisable and to make all evaluations. The Commonwealth also reserves the right to reject any or all bids, in whole or in part, to waive informalities and to delete items prior to making the award, whenever it is deemed in the sole opinion of the procuring public body to be in its best interest.

BID ACCEPTANCE PERIOD: Any bid in response to this solicitation shall be valid for 90 days. At the end of the 90 days, the bid may be withdrawn at the written request of the Bidder. If the bid is not withdrawn at that time, it remains in effect until an award is made or the program is canceled.

CANCELLATION OF CONTRACT: Virginia ABC reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon 60 days written notice to the contractor. In the event the initial contract period is for more than 12 months, the resulting contract may be terminated by either party, without penalty, after the initial 12 months of the contract period upon 60 days written notice to the other party. Any contract cancellation notice shall not relieve the contractor of the obligation to deliver and/or perform on all outstanding orders issued prior to the effective date of cancellation.

CONTRACTOR LICENSE REQUIREMENT: By my signature on this solicitation, I certify that this firm/individual are properly licensed for providing the good and services specified. Furthermore, the https://www.abc.virginia.gov/about/procurement/terms-conditions

IFB #190-27 Page 25

Contractor shall maintain the required license throughout the term of the contract. The Contractor shall immediately notify Virginia ABC in writing in the event the license has been revoked.

Contractor Name:

License Number:

License Type:

CONTRACTOR PROPERTY DAMAGE: The Contractor shall be entirely responsible for any loss or damage to its own materials, supplies and equipment, and to the personal property of its employees while they are maintained on the work site.

CONTRACTOR’S TITLE TO MATERIALS: No materials or supplies for the work shall be purchased by the Contractor or by any subcontractor subject to any chattel mortgage or under a conditional sales or other agreement by which an interest is retained by the seller. The Contractor warrants that he has clear title to all materials and supplies for which he invoices for payment.

DELIVERY: Delivery of goods or performance of services shall be within the number of calendar days stated below after receipt of order (ARO) by the Bidder. Virginia ABC requires the Bidder to deliver within a reasonable time after ARO. If the Bidder does not insert a stated delivery time in the blank below, the Bidder will be deemed to offer delivery in accordance with Virginia ABC’s desired delivery time as stated below:

• Virginia ABC’s desired delivery time: 30 calendar days ARO

• Bidder’s stated delivery time: ________ calendar days ARO

DELIVERY AND STORAGE: It shall be the responsibility of the contractor to make all arrangements for delivery, unloading, receiving and storing materials in the building during installation. Virginia ABC will not assume any responsibility for receiving these shipments. Contractor shall check with the Virginia ABC representative and make necessary arrangements for security and storage space in the building during installation.

DELIVERY NOTIFICATION: Virginia ABC shall be notified prior to delivery of any items so that personnel may be available to allow access to the building and verify items received. Notification shall be made to:

Name: William Henley Phone: Work: 804-213-4551

Cell:804-640-5328 Email: William.Henley@virginiaabc.com

DISCOUNTS, PROMPT PAYMENT: Discounts for prompt payment will not be calculated in determining net low bid. Discounts for prompt payment will be shown on the purchase order/contract and taken if invoices are processed and payment made within the stipulated time frame. If discounts are not offered, payment shall be made thirty (30) days after receipt of an accurate invoice by Virginia ABC’s Accounts Payable Department.

mailto:William.Henley@virginiaabc.com

IFB #190-27 Page 26 eVA ORDERS AND CONTRACTS: Vendors desiring to provide goods and/or services to Virginia ABC shall participate in the eVA Internet e-procurement solution and agree to comply with the following:

If this solicitation is for a term contract, failure to provide an electronic catalog (price list) or index page catalog for items awarded will be just cause for Virginia ABC to reject your offer or terminate this contract for default. The format of this electronic catalog shall conform to the eVA Catalog Interchange Format (CIF) Specification that can be accessed and downloaded from www.eVA.virginia.gov.

Contractors should email Catalog or Index Page information to eVA-catalog-manager@dgs.virginia.gov.

EXTRA CHARGES NOT ALLOWED: The bid price shall be for complete installation ready for Virginia ABC’s use and shall include all applicable freight and installation charges; extra charges will not be allowed.

FINAL INSEPCTION: At the conclusion of the work, the Contractor shall demonstrate to the authorized owner’s representative that the work is fully operational and in compliance with contract specifications and codes. Any deficiencies shall be promptly and permanently corrected by the Contractor at the Contractor's sole expense prior to final acceptance of the work.

INDEMNIFICATION: Contractor agrees to indemnify, defend and hold harmless the Commonwealth, Virginia ABC, their officers, directors, agents and employees (collectively, “Commonwealth’s Indemnified Parties”) from and against any and all losses, damages, claims, demands, proceedings, suits and actions, including any related liabilities, obligations, losses, damages, assessments, fines, penalties (whether criminal or civil), judgments, settlements, expenses (including attorneys’ and accountants’ fees and disbursements) and costs (each, a “Claim” and collectively, “Claims”), incurred by, borne by or asserted against any of Commonwealth’s Indemnified Parties to the extent such Claims in any way relate to, arise out of or result from: (i) any intentional or willful conduct or negligence of any employee, agent, or subcontractor of the Contractor, (ii) any act or omission of any employee, agent, or subcontractor of the Contractor, (iii) breach of any representation, warranty or covenant of the Contractor contained herein, (iv) any defect in the Contractor-provided products or services, or (v) any actual or alleged infringement or misappropriation of any third party’s intellectual property rights by any of the Contractor-provided products or services. Selection and approval of counsel and approval of any settlement shall be accomplished in accordance with all applicable laws, rules and regulations. For state agencies, the applicable laws include §§2.2-510 and 2.2-514 of the Code of Virginia. In all cases involving the Commonwealth or state agencies, the selection and approval of counsel and approval of any settlement shall be satisfactory to the Commonwealth.

In the event that a Claim is commenced against any of Commonwealth’s Indemnified Parties alleging that use of the Contractor-provided products or services, including any components thereof, or that the Contractor’s performance or delivery of any product or service under this Contract infringes any third party’s intellectual property rights and the Contractor is of the opinion that the allegations in such Claim in whole or in part are not covered by this indemnification provision, Contractor shall immediately notify Virginia ABC in writing, via certified mail, specifying to what extent the Contractor believes it is obligated to defend and indemnify under the terms and conditions of this Contract. The Contractor shall in such event protect the interests of the Commonwealth’s Indemnified Parties and secure a continuance to permit Virginia ABC to appear and defend their interests in cooperation with the Contractor as is appropriate, including any jurisdictional defenses Virginia ABC may have.

mailto:eVA-catalog-manager@dgs.virginia.gov mailto:eVA-catalog-manager@dgs.virginia.gov

IFB #190-27 Page 27

In the event of a Claim pursuant to any actual or alleged infringement or misappropriation of any third party’s intellectual property rights by any of the Contractor-provided Deliverables, Products, Software, Services, Solution, including Solution Components, Application and Licensed Services, as applicable, or Contractor’s performance, and in addition to all other obligations of the Contractor in this Section, the Contractor shall at its expense, either (a) procure for all Authorized Users the right to continue use of such infringing Deliverables, Products, Software, Services, Solution, including Solution Components, Application and Licensed Services, as applicable, or any component thereof; or (b) replace or modify such infringing Deliverables, Products, Software, Services, Solution, including Solution Components, Application and Licensed Services, as applicable, or any component thereof, with non-infringing Deliverables, Products, Software, Services, Solution or Solution Component(s), Application and Licensed Services, as applicable, satisfactory to Virginia ABC. And in addition, the Contractor shall provide Virginia ABC with a comparable temporary replacement products and/or services or reimburse Virginia ABC for the reasonable costs incurred by Virginia ABC in obtaining an alternative product or service, in the event Virginia ABC cannot use the affected Deliverable, Product, Software, Services, Solution or Solution Component(s), Application and Licensed Services, as applicable, or any component thereof. If the Contractor cannot accomplish any of the foregoing within a reasonable time and at commercially reasonable rates, then the Contractor shall accept the return of the infringing Deliverables, Products, Software, Services, Solution, Solution Component, Application and Licensed Services, as applicable, or any component thereof, along with any other components rendered unusable by Virginia ABC as a result of the infringing component, and refund the price paid to the Contractor for such components.

INSTALLATION: All items must be assembled and set in place ready for use. All crating and other debris must be removed from the premises.

INSTALLATION NOTIFICATION: The Authority shall be notified 96 hours prior to installation so that personnel may be available to allow access to the building. Notification shall be made to:

William Henley William.Henley@virginiaabc.com 804-213-4551 Name Email Phone

PERFORMANCE, CONTRACTOR: Contractors providing goods and services to Virginia ABC are required to perform in accordance with the terms and conditions of their contract. When contractual requirements are not met, the following actions may be taken (at Virginia ABC’s option):

A. Contractor Complaint Form: If a Contractor fails to perform in accordance with the terms and conditions of the contract, Virginia ABC will prepare a Contractor Complaint Form and forward to the Procurement Office. This form will be sent to the Contractor for a corrective action plan.

B. Default: If the Contractor is non-responsive to the Complaint Form, does not satisfy the corrective action plan submitted in the Complaint Form, or provides an unsatisfactory corrective plan, as determined by Virginia ABC, the Contractor may, at Virginia ABC’s discretion, be placed in default and notified via Contractor Complaint Form.

C. Ineligible for Award: Once placed in default, the Contractor will be ineligible to do business with Virginia ABC for purchases exceeding $5,000 for a period of three (3) years.

mailto:William.Henley@virginiaabc.com

IFB #190-27 Page 28

D. Re-procurement of Goods and Services: In addition to a contractor’s ineligibility for award programs over $5,000, Virginia ABC may procure the goods and/or services from other sources and hold the Contractor responsible for the price difference of the original contract amount and the amount of the new contract. Virginia ABC will follow competitive principles as outlined herein for the re-procurement.

The vendor will remain in default until the re-procurement costs have been paid to Virginia ABC. The vendor is still subject to the three (3) year ineligibility based on the default regardless of when the re-procurement cost is paid.

E. Number of Complaints:

1. For Term Contracts: If the Contractor has received three (3) or more complaints within the initial contract period as documented by Contractor Complaint Forms, the Contractor may, at Virginia ABC’s discretion, be ineligible to submit a bid/proposal if the goods/services are re-solicited at the expiration of the contract. Ineligibility shall apply even though a satisfactory resolution to all complaints occurred.

2. For a Renewal Period: If the Contractor has received three (3) or more complaints within a renewal period as documented by Contractor Complaint Forms, the Contractor may, at Virginia ABC’s discretion, be ineligible to submit a bid/proposal if the goods/services are re-solicited at the expiration of the contract. Ineligibility shall apply even though a satisfactory resolution to all complaints occurred.

3. For Spot Purchases: If the Contractor has received three (3) or more complaints within a period of one (1) year as documented by Contractor Complaint Forms, the Contractor may, at Virginia ABC’s discretion, be ineligible to do business with Virginia ABC for purchases exceeding $5,000 for a period of one (1) year after the issuance of the third (3rd) Contractor Complaint Form. Ineligibility shall apply even though a satisfactory resolution to all complaints occurred.

PRE-AWARD CONFERENCE: Virginia ABC will have the option to request a conference call, prior to award, with the apparent successful Bidder to ensure the Bidder clearly understands all requirements of the solicitation. The Bidder shall include in the conference call the individual(s) who will be fulfilling the contractual requirements.

PRICE ESCALATION/DE-ESCALATION: Price adjustments may be permitted for changes in the contractor’s cost of materials not to exceed the increase in the following index/indices: “Other Services”. No price increases will be authorized for 1 year after the effective date of the contract.

Price escalation may be permitted only at the end of this period and each 365 days thereafter and only were verified to the satisfaction of the purchasing office. However, “across the board” price decreases are subject to implementation at any time and shall be immediately conveyed to the Commonwealth.

Contractor shall give not less than 30 days advance notice of any price increase to the purchasing office. Any approved price changes will be effective only at the beginning of the calendar month following the end of the full 30-day notification period. The contractor shall document the amount and propose effective date for any general change in the price of materials. Documentation shall be supplied with the contractor’s request for increase which will: (1) verify that the requested price increase is general in scope and not applicable just to the Commonwealth of Virginia; and (2) verify

IFB #190-27 Page 29 the amount or percentage of increase which is being passed on to the contractor by the contractor’s suppliers.

The purchasing office will notify the Business Unit and contractor in writing of the effective date of any increase which it approves. However, the contractor shall fill all purchase orders received prior to the effective date of the price adjustment at the old contract prices. The contractor is further advised that decreases which affect the cost of materials are required to be communicated immediately to the purchasing office.

PRIME CONTRACTOR RESPONSIBILITIES: The contractor shall be responsible for completely supervising and directing the work under this contract and all approved subcontractors that he may utilize, using his best skill and attention. Subcontractors who perform work under this contract shall be responsible to the prime contractor. The contractor agrees that he is as fully responsible for the acts and omissions of his subcontractors and of persons employed by them as he is for the acts and omissions of his own employees.

PRODUCT ADDITION/AVAILABILITY/SUBSTITUTION: Substitution of a product, brand or manufacturer after the award of contract is expressly prohibited unless approved in writing by the Contract Officer. Virginia ABC may, at its discretion, require the Contractor to provide a substitute item of equivalent or better quality subject to the approval of the Contract Officer, for a price no greater than the contract price, if the product for which the contract was awarded becomes unavailable to the Contractor.

PROTECTION OF PERSONS AND PROPERTY: The Contractor shall be solely responsible for initiating, maintaining, and supervising all safety precautions and programs in connection with the work.

The provisions of all rules and regulations governing safety as adopted by the Safety Codes Commission of the Commonwealth of Virginia, issued by the Department of Labor and Industry under Title 40.1 of the Code of Virginia, shall apply to all work under this contract.

The Contractor shall continuously maintain adequate protection of all his work from damage and shall protect Virginia ABC’s property from injury or loss arising in connection with this contract. He shall make good any such damage, injury, or loss, except such as may be directly due to errors in the contract documents or caused by agents or employees of Virginia ABC. He shall adequately protect adjacent property to prevent any damage to it or loss of use and enjoyment by its owners. He shall provide and maintain all passageways, guard fences, lights, and other facilities for protection required by public authority, local conditions, any of the contract documents or erected for the fulfillment of his obligations for the protection of persons and property.

In an emergency affecting the safety or life of persons or of the work, or of the adjoining property, the Contractor, without special instruction or authorization from Virginia ABC, shall act, at his discretion, to prevent such threatened loss or injury. Also, should he, to prevent threatened loss or injury, be instructed or authorized to act by Virginia ABC, he shall so act immediately, without appeal. Any additional compensation or extension of time claimed by the Contractor on account of any emergency work shall be determined as provided by the General Terms and Conditions.

IFB #190-27 Page 30

RENEWAL OF CONTRACT: This contract may be renewed by Virginia ABC for four (4) successive one-year periods under the terms and conditions of the original contract except as stated in 1. and 2. below.

Price increases may be negotiated only at the time of renewal. Written notice of Virginia ABC’s intention to renew shall be given approximately 90 days prior to the expiration date of each contract period.

If Virginia ABC elects to exercise the option to renew the contract for an additional one-year period, the contract price(s) for the additional one year shall not exceed the contract price(s) of the original contract increased/decreased by more than the percentage increase/decrease of the ”Other Services” category of the CPI-W section of the Consumer Price Index of the United States Bureau of Labor Statistics for the latest twelve months for which statistics are available.

SUBCONTRACTORS: No portion of this contract shall be subcontracted without prior written consent of the purchasing agency. In the event that the contractor desires to subcontract some part of the work specified herein, the Contractor shall furnish the purchasing agency with the names, addresses, contact persons, qualifications, references, type(s) of work to be performed and experience of their proposed subcontractors for agency approval. The contractor shall, however, remain fully liable and responsible for the work to be done by its subcontractor(s) and shall assure compliance with all requirements of the contract.

USE OF PREMISES AND REMOVAL OF DEBRIS:

The Contractor shall:

A. Perform his contract in such a manner as not to interrupt or interfere with the operation of any existing activity on the premises or with the work of any Contractor;

B. Store his apparatus, materials, supplies, and equipment in such orderly fashion at the site of the work as will not unduly interfere with the progress of his work or the work of any other Contractor;

and;

C. Place upon the work or any part thereof only such loads as are consistent with the safety of that portion of the work.

D. The Contractor expressly undertakes, either directly or through his subcontractor(s), to effect all cutting, filling, or patching of his work required to make the same conform to the drawings and specifications, and, except with the consent of the owner, not to cut or otherwise alter the work of any other Contractor. The Contractor shall not damage or endanger any portion of the work or premises, including existing improvements, unless called for by the contract.

E. The Contractor expressly undertakes, either directly or through his subcontractor(s), to clean up frequently all refuse, rubbish, scrap materials, and debris caused by…