RFP 6235 - Removal and Installation of County-Furnished Carpet Tiles

1.1 Introduction/Purpose The County of Ventura (hereinafter referred to as County) invites your organization to submit a written proposal to provide Removal and Installation of County-Furnished Carpet Tiles at all County-Owned Buildings. Proposals shall be due no later than 3:00 p.m. on December 29, 2025, for the furnishing of "Removal and Installation of County-Furnished Carpet Tiles" services in accordance with the attached Terms and Conditions, and Instructions to Offerors which by this reference are made a part hereof. Offerors shall be skilled and regularly engaged in the general class or type of work called for in the solicitation documents Contractor must demonstrate extensive and current carpet service experience of comparable scope of work. A minimum of three (3) years' experience in this type and caliber of work is required. Contractor will furnish all labor, materials (other than carpet), equipment, transportation, supervision, and management, unless otherwise specified herein, required to provide carpet installation services in accordance with all terms and conditions of this RFP. Offeror(s) shall be skilled and regularly engaged in the service called for in this solicitation document. County reserves the right to award to more than one vendor, award by location or any combination deemed to be most advantageous to County. As such, Offerors may propose services to all or a subset of the sites listed herein. 1.2 Background The General Services Agency (GSA) Project Division manages an ongoing County-wide carpet replacement program for GSA-maintained buildings, including routine replacement, trip hazard repair, and emergency water damage repair. Carpet is replaced on an "as needed" basis, typically every 10 to 12 years for each section of GSA-maintained buildings, or sooner if conditions require. In a given fiscal year, the GSA Maintenance Division may identify approximately $300,000 to $400,000 in carpet tile replacement needs due to age, wear, or damage. The County maintains an inventory of 7,000 to 8,000 square yards of Mohawk carpet tiles for this purpose. All work must use Mohawk-approved installation methods and products to maintain the manufacturer's warranty. Work is performed with furniture in place, outside of normal working hours, and the affected areas must be ready for use the following morning. Contractor employees assigned to this contract are required to complete a Ventura County Sheriff's Department Live Scan background investigation at the Contractor's expense. Negative information shall be provided to the County immediately. Historical expenditures for carpet replacement services have ranged from $300,000 to $500,000 annually. These figures are provided for informational purposes only. Any award resulting from this RFP will be based on the evaluation criteria set forth herein and not on these figures alone. 1.3 Pre-proposal Conference A non-mandatory pre-bid conference will be conducted via Zoom. Meeting details are: Topic: Pre-Proposal Conference - RFP 6235 Removal and Installation of County-furnished Carpet Tiles Time: December 2nd, 2025, at 1:00 PM Pacific Time (US and Canada). Meeting ID # 828 2025 3851 Join Zoom Meeting: https://us02web.zoom.us/j/82820253851 The purpose of this meeting is to clarify requirements and answer vendor questions. In order to provide comprehensive answers and minimize response time, Offerors are asked to submit questions in writing prior to this conference. Pre-proposal questions should be submitted to the Buyer under the "Messages" tab of the solicitation online at: https://ventura.bonfirehub.com/portal/?tab=login no later than December 22, 2025, at 3:00 p.m. 1.4 Surety Required a. Bid Surety Proposal must be accompanied by a Security in the amount of $1,000.00 in one of the following forms: 1. Cash 2. A Cashiers check made payable to the County of Ventura 3. A Certified check made payable to the County of Ventura 4. A bidder's bond executed by an admitted surety insurer, made payable to the County of Ventura. Upon an award, the security of an unsuccessful offeror shall be returned in a reasonable period of time, but in no event shall that security be held by the County beyond 60 days from the time the award is made. The bid surety of the successful offeror shall be retained until the posting of a performance bond. The failure of the offeror to accept an award and file acceptable performance bond (if required herein) within ten days after award shall be just cause for cancellation of the award and the forfeiture of the bid surety to the County as liquidated damages. Proposals received and not accompanied by such cashier's check, certified check, or approved bond will result in return of the proposal without consideration. b. Performance Surety: A performance bond in the amount of $100,000 shall be required of the successful offeror to ensure satisfactory performance of the work. The bond shall be a corporate surety bond issued by a surety company authorized to do business in California. 1.5 Action Dates The following is an outline of the anticipated schedule for the proposal review and contract award. Issue Request for Proposal (RFP) November 24, 2025 Last day for questions December 22, 2025 Proposals Due December 29, 2025 Evaluation-award January 12, 2026 Start Work January 26, 2026 The Contractor shall not commence work until a meeting between representatives of the contractor, and the County of Ventura is held. The meeting will be held at a County of Ventura site, at a time and date to be established. The schedule set forth above is subject to change. 1.6 Questions Regarding RFP All questions concerning this Proposal may be directed to Jose Becerra, Buyer, under "Messages" tab of the solicitation online at: https://ventura.bonfirehub.com/portal/?tab=login