Hopewell Public Schools 103 N. 12th Avenue Hopewell, VA ... · Provide flooring which has been manufactured, fabricated and installed to performance criteria certified by manufacturer

Hopewell Public Schools 103 N. 12th Avenue

Hopewell, VA 23860

Dear Sirs: The Hopewell City School Board, Maintenance Department, invites you to bid the following.

Vinyl Composition Tile (VCT) Dupont Elementary School 300 South 18th Avenue Hopewell, VA 23860

Subject – Request for Proposal: Dated: May 11, 2016 Proposals Due: June 13, 2016 at 2:00 pm Mandatory Site Visit Date: June 1, 2016 3:00pm at Dupont School This cover letter and each section attached as listed below constitute this RFP. All potential Bidders will be required to adhere to all requirements, schedules, terms and conditions as set forth in these sections. BIDDING INSTRUCTIONS:

1. Hopewell Public Schools hereinafter referred to as the “Owner” is requesting Proposals to Remove and dispose of old VCT and Carpet, prepare subflooring to Manufacturer’s Specifications, Provide, Deliver and Installation of; Vinyl Composition Tile (VCT) and Accessories. All documents enclosed are to be considered an integral part of this Request for Proposal; (RFP). Each Bidder is expected to carefully review all information contained in the Proposal Documents.

2. Work: Work may not begin until a purchase order has been issued by the Owner on July 5, 2016 and must be completed by August 18, 2016. VCT color and patterns will be discussed during mandatory site visit. Work area 66,000sq. ft. of Classrooms, Hallways, Cafeteria, Stage and Offices.

3. All requirements: Requirements set forth herein are to be adhered to without exception. Any deviations must be explained fully and may be cause for rejection.

4. All Proposals:

Proposals must be prepared in the standard format described below to facilitate comparison and evaluation. Failure to follow the format or to address an area adequately may cause the proposal to be deemed unresponsive and therefore be excluded from consideration. Any proposed deviation from the requested scope of services must be noted and fully explained.

5. Firm Qualifications and Experience: The proposer should state the size, history and background of their company, and give names of key contact personnel for this project. Briefly describe the company’s experience with this type of project. As stated in the Proposal Documents, a minimum of five (5) years experience in the installation of VCT in a School setting.

6. Specific Project Approach: The proposal should set forth a work plan to perform the project required in all sections of the Proposal Documents of this RFB. It should include a time line for all activities to be performed in the allotted time.

7. Identification of Anticipated Potential Problems: The proposal should identify and describe any anticipated potential project problems, the proposer’s approach to solving these problems and any special assistance that will be requested from the Owner.

8. The Owner: Owner’s personnel will evaluate the proposals on the basis of qualifications, relevant experience, responsiveness, and specifications, identification of potential problems and cost of the project. Cost will not be the primary factor in the selection of a firm. Prior to award of the contract, the apparent successful firm may be required to enter into discussions with the Owner to resolve any contractual difference. These discussions are to be finalized and all exceptions resolved within one week from notification. If no resolution is reached, the proposal may be rejected and discussions initiated with the next most responsive proposing firm.

9. Any question: Questions concerning this RFP shall be submitted in writing, at least three (3) business days prior to the Proposal opening date to, Richard Thomas Division Manager of Maintenance and Custodial Services

[email protected]

Please submit your sealed bid prices by June 13, 2016 at 2:00 pm, by mail or submit in person in care of Mr. Richard Thomas, Division Manager of Maintenance and Custodial Services, Hopewell City Public Schools, 103 N. 12th Ave., Hopewell, VA 23860, (Marked VCT RFP). Any bid received after the above deadline, will not be considered, and will be returned unopened. All questions regarding this bid must be submitted by email to Richard Thomas at [email protected]. Bid documents will be available on line on May 23, 2016 at 10:00 am at www.hopewell.k12.va.us/ under Division, Departments, Business and Finance, Bids and RFP’s or for pickup at the Hopewell School Board Office, 103 N. 12th Avenue, Hopewell, VA 23860.

Sincerely,

Richard Thomas Division Manager of Maintenance and Custodial Services

Adherence to the Specifications

A. Performance Requirements: Provide flooring which has been manufactured, fabricated and installed to performance criteria certified by manufacturer without defects, damage, or failure.

B. Sequencing and Scheduling

Install flooring and accessories after the other finishing operations, including painting, have been completed. Close spaces to traffic during the installation of the flooring.

A. Tech Data Submit manufacturer's technical data, installation and maintenance instructions (latest edition of Armstrong Guaranteed Installation Systems manual, F-5061) or equal for flooring and accessories.

B. Samples

Submit the manufacturer's standard samples showing the required colors for flooring and applicable accessories.

C. MSDS

Submit Material Safety Data Sheets (MSDS) available for flooring products, adhesives, patching/leveling compounds, and floor finishes (polishes) and cleaning agents.

Responsibility

Single-Source Responsibility: provide types of flooring and accessories supplied by one manufacturer, including leveling and patching compounds, and adhesives.

Fire Performance

Fire Performance Characteristics: Provide resilient vinyl composition tile flooring with the following fire performance characteristics as determined by testing material in accordance with ASTM test methods indicated below by a certified testing laboratory or other testing agency acceptable to authorities having jurisdiction: 1. ASTM E 648 Critical Radiant Flux of 0.45 watts per sq. cm. or greater, Class I 2. ASTM E 662 (Smoke Generation) Maximum Specific Optical Density of 450 or less

Delivery, Storage, and Handling

A. Comply-Manufacturer Comply with manufacturer's ordering instructions and lead time requirements to avoid construction delays.

B. Deliverability

Deliver materials in good condition to the jobsite in the manufacturer's original unopened containers that bear the name and brand of the manufacturer, project identification, and shipping and handling instructions .

C. Storage

Store materials in a clean, dry, enclosed space off the ground, protected from harmful weather conditions and at temperature and humidity conditions recommended by the manufacturer.

Protect adhesives from freezing. Store flooring, adhesives and accessories in the spaces where they will be installed for at least 48 hours before beginning installation.

D. Temperature

Maintain a minimum temperature in the spaces to receive the flooring and accessories of 65°F (18°C) and a maximum temperature of [100°F (38°C)][85°F (29°C)] for at least 48 hours before, during, and for not less than 48 hours after installation. Thereafter, maintain a minimum temperature of 55°F (13°C) in areas where work is completed. Protect all materials from the direct flow of heat from hot-air registers, radiators, or other heating fixtures and appliances. Refer to the Armstrong Guaranteed Installations Systems manual, F-5061 for a complete guide on project conditions.

Warranty

A. Resilient Resilient Flooring: Submit a written warranty executed by the manufacturer, agreeing to repair or replace resilient flooring that fails within the warranty period.

B. Warranty Period

Warranty Period: 5 years

C. Rights The Warranty shall not deprive the Owner of other rights the Owner may have under other provisions of the Contract Documents and will be in addition to and run concurrent with other warranties made by the Contractor under the requirements of the Contract Documents.

D. Validation

For the Warranty to be valid, this product is required to be installed using the appropriate Armstrong Guaranteed Installation System or equal. Product installed not using the specific instructions from the Guaranteed Installation System will void the warranty.

Extra Material

1. Quantity: Furnish quantity of flooring units equal to 5% of amount installed. 2. Delivery, Storage and Protection: Comply with Owner’s requirement for delivery, storage and protection of extra material.

Resilient Tile Flooring Materials

A. Products Provide Vinyl Composition Tile: Standard EXCELON® Tile Flooring manufactured by Armstrong World Industries, Inc. or equal 1. Description: Tile composed of polyvinyl chloride resin, plasticizers, fillers, stabilizers and pigments with colors and texture dispersed uniformly throughout its entire thickness. 2. Vinyl composition tile shall conform to the requirements of ASTM F 1066, 'Standard Specification Vinyl Composition Floor Tile", Class 2, through-pattern Standard Excelon Imperial Texture

Product Substitution

A. Substitutions Substitutions: substitutions permitted only if approved in advance by Hopewell Public School

Wall Base Materials

A. WBA Top Set For top set wall base: Provide 1/8 in. (3.2 mm) thick, 4 in. (10.16 cm) high Armstrong Color-Integrated Wall Base with a matte finish, conforming to ASTM F 1861, Type TV - Vinyl, Thermoplastic, Group 1 - Solid, Style B – Cove, or equal.

Adhesives

A. Full Spread For Tile Installation System, Full Spread: Provide Armstrong [S-515 Clear Thin Spread Tile Adhesive] [Adhesives], or equal.

Accessories

A. Patching For patching, smoothing, and leveling monolithic subfloors (concrete, terrazzo, quarry tile, ceramic tile, and certain metals), provide Armstrong [S-184 Fast-Setting Cement-Based Patch and Underlayment] [S-194 Cement-Based Patch, Underlayment and Embossing Leveler / S-195 Underlayment Additive], or equal.

B. Transition

Provide transition/reducing strips tapered to meet abutting materials.

E. Resilient Edge Strips Provide resilient edge strips of equal gauge to the flooring, homogeneous vinyl or rubber composition tapered or bull nose edge.

F. Metal Edge Strips

Provide metal edge strips of width of required thickness to protect exposed edges of the flooring. Provide units of maximum available length to minimize the number of joints. Use butt-type metal edge strips for concealed anchorage, or overlap-type metal edge strips for exposed anchorage, provide strips made of extruded aluminum with a mill finish.

Manufacturer's Instructions

A. Compliance Compliance: Comply with manufacturer's product data, including technical bulletins, product catalog, installation instructions, and product carton instructions for installation and maintenance procedures as needed.

Examination

A. Visual Inspection Visually inspect flooring materials, adhesives and accessories prior to installation. Flooring material with visual defects shall not be installed and shall not be considered as a legitimate claim. B. Examine Subfloors Examine subfloors prior to installation to determine that surfaces are smooth and free from cracks, holes, ridges, and other defects that might prevent adhesive bond or impair durability or appearance of the flooring material.

C. Inspect Subfloors Inspect subfloors prior to installation to determine that surfaces are free from curing, sealing, parting and hardening compounds; residual adhesives; adhesive removers; and other foreign materials that might prevent adhesive bond. Visually inspect for evidence of moisture, alkaline salts, carbonation, dusting, mold, or mildew.

D. Reporting

Report conditions contrary to contract requirements that would prevent a proper installation. Do not proceed with the installation until unsatisfactory conditions have been corrected.

E. Failure Warning

Failure to call attention to defects or imperfections will be construed as acceptance and approval of the subfloor. Installation indicates acceptance of substrates with regard to conditions existing at the time of installation.

Preparation

A. Smooth Surfaces Subfloor Preparation: Smooth concrete surfaces, removing rough areas, projections, ridges, and bumps, and filling low spots, control or construction joints, and other defects with Armstrong [S-184 Fast-Setting Cement-Based Patch and Underlayment][ S-194 Cement-Based Patch, Underlayment and Embossing Leveler / S-195 Underlayment Additive] as recommended by the flooring manufacturer. Refer to Armstrong Guaranteed Installation Systems manual, F-5061 and ASTM F 710 Standard Practice for Preparing Concrete Floors to Receive Resilient Flooring for additional information on subfloor preparation, or equal.

B. Subfloor Cleaning

Subfloor Cleaning: Remove paint, varnish, oils, release agents, sealers, and waxes. Remove residual adhesives as recommended by the flooring manufacturer. Remove curing and hardening compounds not compatible with the adhesives used, as indicated by a bond test or by the compound manufacturer's recommendations for flooring. Avoid organic solvents. Refer to the Armstrong Guaranteed Installation Systems manual, F-5061 and ASTM F 710 Standard Practice for Preparing Concrete Floors to Receive Resilient Flooring for additional information on subfloor preparation.

C. Surface Cleaning

Surface Cleaning: Vacuum or broom-clean surfaces to be covered immediately before the application of flooring. Make subfloor free from dust, dirt, grease, and all foreign materials.

Installation of Flooring

A. Wall to Wall Install flooring wall to wall before the installation of floor-set cabinets, casework, furniture, equipment, movable partitions, etc. Extend flooring into toe spaces, door recesses, closets, and similar openings.

B. Scribe

Scribe, cut, and fit to permanent fixtures, columns, walls, partitions, pipes, outlets, and built-in furniture and cabinets.

C. Tools

Install flooring with adhesives, tools, and procedures in strict accordance with the manufacturer's written instructions. Observe the recommended adhesive trowel notching, open times, and working times.

Installation of Accessories

A. Top Set Apply top set wall base to walls, columns, casework, and other permanent fixtures in areas where top-set base is required. Install base in lengths as long as practical, with inside corners fabricated from base materials that are mitered or coped. Tightly bond base to vertical substrate with continuous contact at horizontal and vertical surfaces.

B. Voids

Fill voids with plastic filler along the top edge of the resilient wall base or integral cove cap on masonry surfaces or other similar irregular substrates.

C. Resilient Edge Strips

Place resilient edge strips tightly butted to flooring, and secure with adhesive recommended by the edge strip manufacturer. Install edge strips at edges of flooring that would otherwise be exposed.

D. Metal Edge Strips Apply [butt-type] [overlap] metal edge strips. Secure units to the substrate, complying with the edge strip manufacturer's recommendations

HOPEWELL PUBLIC SCHOOLS Office of the Superintendent Hopewell, Virginia 23860

BID TERMS & CONDITIONS 1. On behalf of the Hopewell City School Board, your company is invited to bid on

services according to the stated terms/conditions.

2. The name of a certain brand, manufacturer or definite specification is to identify the quality standard of the item desired, but does not restrict bidders to the specific brand manufacturer or specification named, it is to convey to interested parties the general style, type, or quality of item desired. 3. The supplier’s product(s) must meet all requirements of regulations for products as

set forth for such products by the EPA, USDA, Virginia Department of Agriculture and any other federal or state agency guidelines for any specific products.

4. All bids shall be submitted exclusive of direct Federal, State, and local taxes. The

unit price of each item is to include delivery of the item with all transportation charges prepaid to the destination.

5. Hopewell City Schools reserves the right to accept or reject any or all bids or parts of bids. Hopewell City Schools reserves the right to award the contract on such material/service that will best serve its interest and not solely on the lowest bid.

6. Failure to provide satisfactory service or unauthorized substitutions of products other than those specifically bid, will be considered grounds for cancellation of contract. (A week’s notice of cancellation will be given.) Future bidding privileges may also be affected.

7. Hopewell City Public Schools will not assume responsibility for orders left without

Proper authorization. Deliveries may be made daily, weekly, bi-weekly, or monthly as determined by the school or School Board staff and agreed to by the successful bidder. Hopewell City School Board reserves the right to require deliveries to be scheduled in advance. It is understood by each company bidding that deliveries will be discontinued during regular vacation periods or other times of school closing due to weather conditions. In case of scheduled variation from the school calendar, bidder will be given ample notice. School calendar will be sent to successful bidder.

8. In case of default by the successful bidder or if he fails to deliver the supplies ordered by the time specified, the Hopewell City School Board after due notice (verbal or written) may procure them from other sources and hold him responsible for excess costs occasioned thereby.

9. ALL BIDDERS MUST ALSO INDICATE ANY VARIANCES FROM OUR SPECIFICATIONS AND/OR CONDITIONS. (No matter how slight). If vari- ations are not stated in the bid, it will be assumed that the products or service fully complies with our specifications.

10. Evidence in the form of samples may be requested if brand being quoted upon is other than as specified. The Hopewell City School Board reserves the right to request that such samples be furnished at time of bid opening. Should vendor(s) exclude such samples from bid packet, this action may be cause for rejection of bid. The Hopewell City School Board also reserves the right to request samples after the date of bid opening; if such samples are requested, they must be received by the School Board no later than two (2) days after request is made.

11. Substitutions after bid award MUST BE APPROVED by the School Board before scheduled delivery day. Products different from the specifications of the bid award, either item, brand, pack or code number WILL NOT BE ACCEPTED by the school unless the School Board is contacted prior to the delivery day for determination of an acceptable substitute and advance notice then given to the school by the School Board office.

12. Invoices for items delivered and accepted shall be submitted by the supplier and signed by the principal or a designee. All invoices must be priced and extended.The procedure for handling invoice corrections, errors, and credit shall be approved by and mutually agreed upon by the Hopewell City School Board, school and the successful bidder. If supplier fails to prepare invoices and statements as requested or if invoices are consistently calculated incorrectly, the Hopewell City School Board reserves the right to return all such invoices and statements to the supplier and payment will be withheld until corrections are received.

13. The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, or national origin, except where religion, sex, or national origin is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. The contractor agrees to post in conspicuous places, available to the employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

14. The contractor, in all solicitations or advertisements for employees placed by or on behalf of

the contractor, will state that such contractor is an equal opportunity employer. 15. Pursuant to Virginia Code 2.2-4312, all public bodies in every contract over $10,000, the

contractor must agree to provide a drug-free workplace for the contractor’s employees and post in a conspicuous place, available to employees and applicants for employment a statement notifying employees that the unlawful manufacture, sale, distribution, possession, or use of a controlled substance or marijuana is prohibited in the contractor’s workplace and specifying the actions that will be taken against employees for violating the prohibition.

Cooperative Procurement: This solicitation is being conducted under the provisions of 2.2-4304 of Virginia Public Procurement Act (VPPA), “Cooperative Procurement”, as stated, a public body may purchase from another body’s contract even if it did not participate in the Request for Proposal (RFP) or Request for Bid (RFB), if the RFP or RFB specified that the procurement was being conducted on behalf of other public bodies.

If authorized by the Bidder(s), the resultant contract(s) may be extended to any jurisdiction within the central area of the Commonwealth of Virginia to purchase at contract prices in accordance with contract terms.

Any jurisdiction using such contracts shall place its own order(s) directly with the successful Contractor(s). Hopewell City Public Schools (Hopewell, Virginia) acts as the Contracting Agent and is not responsible for placement of orders, payment or discrepancies of the participating jurisdictions.

It is the Contractor’s responsibility to notify the jurisdictions of the availability of contract(s).

Bidder desiring to offer to other jurisdictions under this clause shall so indicate in their response.

Upon mutual agreement, any contract resulting from this RFB may be extended to other school counties/city/towns and their agencies.

Hopewell Public Schools 103 N. 12th Avenue

Hopewell, VA 23860

CERTIFICATION OF CONTRACTOR

Full Name of Contractor: _________________________________ As required by Section 22.1-296.1 of the Code of Virginia, the undersigned hereby certifies as follows:

(i) That I have not been convicted of a felony or any offense involving the sexual

molestation, physical or sexual abuse or rape of a child I further understand that

if I make a materially false statement regarding any of the above offenses, I will

be guilty of a Class 1 misdemeanor.

Date: ___________________________________________________

Signature of Contractor

HOPEWELL CITY PUBLIC SCHOOLS

103 N. 12th Avenue Hopewell, Virginia 23860

LOCAL COMPANY REPRESENTATIVES_____________________________________________ ____________________ Signature certifies that the accompanying bid is not the result of or affected by, any act of collusion with another person or company engaged in the same line of business or commerce, or any act of fraud punishable under Title 18.2 Chapter 12, Article 1.1 of the code of VA, 1950 as amended. I, hereby certify that I am authorized to sign this bid for the responders. Any contract agreement will commence on the date indicated for a term of one year.

Either party may terminate this agreement by giving written notice thirty (30) days prior to the termination date. Contract may be extended on an annual basis, for up to two (2) years by mutual agreement.

NAME OF RESPONDER: ________________________________________________ ADDRESS___________________________________________________________ __________________________________________________________________ SIGNATURE_________________________________________________________ NAME (TYPE OR PRINT) ______________________________________________ TITLE_____________________________________________________________ DATE____________________________ TELEPHONE ( ) _________________