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Invitation for Bid AEPA IFB #020-B CARPET AND RESILIENT ... Interface Americas C… · Indefinite...

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AEPA IFB #020-B Part B Specifications Page 1 of 12 Due Date: September 16, 2019, 1:30 pm EST Invitation for Bid AEPA IFB #020-B CARPET AND RESILIENT FLOORING Part B – Technical Specifications Table of Contents 1. Scope of Bid................................................................................................................................................................................... 1 2. Type of Bid..................................................................................................................................................................................... 2 3. Anticipated AEPA Member Agency Participation.................................................................................................... 2 4. Anticipated Volume ………………………………………………………………………………………………………….……..…...3 5. Voluntary Pre-Bid Conference Call ………………………………………………………………………..…………….....…...3 6. Glossary of Terms and Abbreviations............................................................................................................................ 3 7. Standard Terms and Conditions ....................................................................................................................................... 4 8. Special Specifications .............................................................................................................................................................. 5 9. Product | Category Specific Specifications................................................................................................................... 7 10. Pricing – (See Pricing section in Part A – General Terms & Conditions for details) .................................. ..10 11. Evaluation……………………………………………………………………………………………………………………………...……12 1. Scope of Bid AEPA is seeking qualified, experienced contractor(s) who possess the necessary resources and capabilities to acquire, deliver and perform the required supplies, materials equipment and labor to all participating member states (up to 28) necessary to: a. Respond to request from a number of different types of educational, governmental and public institutions seeking commercial grade Carpet and Resilient Flooring with installation services designed for use in high traffic and heavy use conditions. b. These items will include but are not limited to: Rolled or Tile carpeting of all types, Rolled or Tile Resilient flooring of all types. c. Types of services may include, but are not limited to: preparation and installation. Bidders are encouraged to offer their complete line of commercial carpeting/flooring, and list of approved installers. All products offered must be considered new, unused, of the latest design and technology and from the most current and popular carpet and resilient flooring product lines available. AEPA and Member Agencies prefer a single vendor with a comprehensive array of products. However, because of the unique nature of flooring products, AEPA Member Agencies may consider multiple awards, if the lowest, best-value bids come from Bidders whose business concentrates on a subset or specialty flooring, such as 1) rolled carpeting, 2) carpet tiles 3) rolled flooring, or 3) tile resilient flooring. This bid does not include sports flooring. Sports flooring is bid separately by AEPA. Please do not submit samples at the time of the bid. Samples may be requested during evaluation. All samples requests will be made in writing.
Transcript
Page 1: Invitation for Bid AEPA IFB #020-B CARPET AND RESILIENT ... Interface Americas C… · Indefinite Quantity (IDIQ) contract(s). AEPA Member Agencies estimate approximately $10 million

AEPA IFB #020-B Part B Specifications Page 1 of 12 Due Date: September 16, 2019, 1:30 pm EST

Invitation for Bid AEPA IFB #020-B

CARPET AND RESILIENT FLOORING Part B – Technical Specifications

Table of Contents

1. Scope of Bid ................................................................................................................................................................................... 1 2. Type of Bid..................................................................................................................................................................................... 2 3. Anticipated AEPA Member Agency Participation .................................................................................................... 2 4. Anticipated Volume ………………………………………………………………………………………………………….……..…...3 5. Voluntary Pre-Bid Conference Call ………………………………………………………………………..…………….....…...3 6. Glossary of Terms and Abbreviations ............................................................................................................................ 3 7. Standard Terms and Conditions ....................................................................................................................................... 4 8. Special Specifications .............................................................................................................................................................. 5 9. Product | Category Specific Specifications................................................................................................................... 7 10. Pricing – (See Pricing section in Part A – General Terms & Conditions for details) .................................. ..10 11. Evaluation……………………………………………………………………………………………………………………………...……12

1. Scope of Bid

AEPA is seeking qualified, experienced contractor(s) who possess the necessary resources and capabilities to acquire, deliver and perform the required supplies, materials equipment and labor to all participating member states (up to 28) necessary to:

a. Respond to request from a number of different types of educational, governmental and public institutions seeking commercial grade Carpet and Resilient Flooring with installation services designed for use in high traffic and heavy use conditions.

b. These items will include but are not limited to: Rolled or Tile carpeting of all types, Rolled or Tile Resilient flooring of all types.

c. Types of services may include, but are not limited to: preparation and installation. Bidders are encouraged to offer their complete line of commercial carpeting/flooring, and list of approved installers.

All products offered must be considered new, unused, of the latest design and technology and from the most current and popular carpet and resilient flooring product lines available.

AEPA and Member Agencies prefer a single vendor with a comprehensive array of products. However, because of the unique nature of flooring products, AEPA Member Agencies may consider multiple awards, if the lowest, best-value bids come from Bidders whose business concentrates on a subset or specialty flooring, such as 1) rolled carpeting, 2) carpet tiles 3) rolled flooring, or 3) tile resilient flooring. This bid does not include sports flooring. Sports flooring is bid separately by AEPA. Please do not submit samples at the time of the bid. Samples may be requested during evaluation. All samples requests will be made in writing.

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AEPA IFB #020-B Part B Specifications Page 2 of 12 Due Date: September 16, 2019, 1:30 pm EST

2. Type of Bid AEPA requests Bidders to submit primary pricing in the form of either “catalog pricing,” or “line-item pricing.” This category is constructed in the form checked below. An explanation of each can be found in the table below. Additional information on permissible pricing strategies can be found in Part A – General Terms and Conditions under “Pricing.” This bid is considered a:

YES NO TYPE OF BID

X

CATALOG: A catalog bid is utilized when the products and/or services solicited are clearly identified with set and specific characteristics, attributes and configurations that are identifiable as a stand-alone single unit and can be listed and priced as a single unit with options that can be added to enhance and/or improve its operation and functionality. The Bidder offers a fixed discount(s) off retail price or prices in a Commercially Available Catalog. The discounts may be for the entire Commercially Available Catalog, for specific products, product lines, manufacturers or category of products as determined by the Bidder. See Pricing section for detailed information on Catalog Pricing.

X

LINE ITEM: A line-item bid is utilized when the products and services solicited cannot be identified or listed as a single unit; consists of a number of different variables and configurations, it is necessary to identify the specific project or application; the end product or solution is made of individually priced elements or components and the end product’s or solution’s cost is derived by the Vendor Partner specially prepared and providing a quote based on the project’s terms, conditions and requirements. See Pricing section for detailed information on Line-Item Pricing.

3. Anticipated AEPA Member Agency Participation

State Participate?

Yes/No/ Undecided Other States Member Sells In

California Yes AZ, NV

Colorado Yes

Connecticut Yes MA, ME, NH, NY, RI, VT

Florida Yes AL, GA

Georgia Yes

Illinois No

Indiana Yes

Iowa Yes IL, SD

Kansas Yes OK

Kentucky Yes AL, GA, LA, MS, NC, SC, TN, WV

Massachusetts No

Michigan Yes

Minnesota Yes SD

Missouri Yes AR, IL, LA, SD

Montana Yes ID

Nebraska Yes

New Jersey Yes

New Mexico Yes

North Dakota Yes

Ohio Yes

Oregon Yes

Pennsylvania Yes DE, HI, MD, NY,

Texas Yes

Virginia Yes

Washington No AK, ID

West Virginia Yes

Wisconsin Yes

Wyoming Yes SD, UT

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AEPA IFB #020-B Part B Specifications Page 3 of 12 Due Date: September 16, 2019, 1:30 pm EST

Total 25

Please note that individual AEPA Member Agencies that have indicated that they intend to participate in any contract approved under this solicitation, does not guarantee or mean that the individual AEPA Member Agency will enter into a contract with any AEPA approved Vendor Partner. Each AEPA Member Agency will make that determination after reviewing Vendor Partner responses and AEPA’s recommendation for acceptance and bid award. The AEPA Member Agency’s contracting decision shall be final.

4. Anticipated Volume Carpet and Resilient Flooring is a new category for AEPA. The resulting bid will be an Indefinite Delivery, Indefinite Quantity (IDIQ) contract(s). AEPA Member Agencies estimate approximately $10 million in sales in the first contract term. AEPA Member Agencies anticipate that purchase volumes will increase over the course of contract years two (2) through four (4). This information is provided as an aid to Bidders in preparing responses only. It is not to be considered a guarantee of volume under this IFB. The successful Vendor Partner’s discount and pricing schedule shall apply regardless of the volume of business under the contract.

5. Voluntary Pre-Bid Conference Call AEPA will host a voluntary pre-bid conference call on Wednesday, August 14, 2019, for any interested Bidders or potential Bidders. The conference call times are set in the following schedule for each of the four contiguous United States time zones. No pre-registration will be required. Recording of the conference call will be posted on the AEPA Website. Voluntary Pre-Bid Conference Call Schedule (All Categories)

IFB Eastern Central Mountain Pacific

020-A Natural and Synthetic Surfaces for Sport Fields, Tracks, Courts, Playground and Landscaping Applications

11:00 AM 10:00 AM 9:00 AM 8:00 AM

020-B Carpet & Resilient Flooring 11:30 AM 10:30 AM 9:30 AM 8:30 AM

020-C Digital Resources & Instructional Materials

12:00 PM 11:00 AM 10:00 AM 9:00 AM

020-D Facility Management Software 12:30 PM 11:30 AM 10:30 AM 9:30 AM

020-E Lawn & Groundskeeping Equipment, Supplies & Services

1:00 PM 12:00 PM 11:00 AM 10:00 AM

020-F Digital Display Solutions 1:30 PM 12:30 PM 11:30 AM 10:30 AM

020-G Vehicles – Cars, SUVs, Crossovers, Light Duty Trucks, Vans, Police and Public Safety

2:00 PM 1:00 PM 12:00 PM 11:00 AM

Join Zoom Meeting: https://zoom.us/j/770090798 Conference Call Number: +1 929 436 2866 Meeting ID: 770 090 798

6. Glossary of Terms and Abbreviations

Abbreviations and Acronyms for Standards and Regulations: Where abbreviations and acronyms are used in specifications or other contract documents, they shall mean the recognized name of the organizations responsible for the standards and regulations in the following list. Names, telephone numbers, and

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AEPA IFB #020-B Part B Specifications Page 4 of 12 Due Date: September 16, 2019, 1:30 pm EST

websites are subject to change and are believed to be accurate and up-to-date as of the date of the contract documents. 1. ASTM D 2859 – Standard Test Method for Ignition Characteristics or Finished Textile Floor Covering

Materials; 2001. 2. ASTM E 84/NFPA 253 – Standard Test Method for Surface Burning Characteristics of Building

Materials; 2001. 3. ASTM E 648 Standard Test Method for Critical Radiant Flux of Floor-Covering Systems Using a Radiant

Heat Energy Source; 2000. 4. ASTM E 662/NFPA 258 – Standard Test Method for Smoke Density, if applicable. 5. FSCI-150; SD-150 when tested in accordance with CAN/ULC S102.2 – Standard Test Method for Flame

Spread Rating and Smoke Development, if applicable. 6. CRI 104 – Standard for Installation of Commercial Textile Floorcovering Materials. 7. ASTM F 1700 – Standard Specification for Solid Vinyl Floor Tile. 8. ASTM F 1303 – Standard Specification for Vinyl Sheet Floor Covering with Backing. 9. ASTM F 1344 – Standard Specification for Rubber Floor Tile.

10. ASTM F 1066 – Standard Specification for Vinyl Composition Floor Tile. 11. ASTM F 1913 – Standard Specification for Vinyl Sheet Floor Covering Without Backing. 12. ISO 10582 – Resilient floor covering – Heterogeneous polyvinyl chloride floor covering. 13. ISO 10595 – Resilient floor coverings – Semi-flexible/vinyl composition (VCT) floor tiles. 14. FS RR T 650 – Treads, Metallic and nonmetallic, Skid Resistant; Federal Specifications and Standards

Revisions.

7. Standard Specifications Item Description

7.1.1 The Bidder will have access to a full inventory of the awarded product line. 7.1.2 Vendor Partners must be a manufacturer’s authorized sales and service dealer for all

proposed equipment/software. An authorized sales and service dealer is defined in this solicitation as one purchasing their products for resell directly from the manufacturer(s) or the manufacturer’s approved channels. Products that result from new authorized sales and service dealer arrangements between the Vendor Partner and the manufacturer during the term of this contract may be added and offered through the AEPA contract.

7.1.3 All charges and components necessary for performance of the contract shall be clearly identified even if such are not specifically addressed in any paragraph or sub-paragraph or form that is a part of this request.

7.1.4 If the Vendor Partner intends to utilize independent agents/distributors, subcontractors and/or third-party agents to perform and/or provide any part of the products and services offered herein, the Vendor Partner must identify all providers and any and all associated costs with these providers.

7.1.5 Optional services must be identified separately, and must include clear descriptions of proposed services.

7.1.6 Packing slips shall accompany all deliveries and shall contain Buyer’s purchase order number, vendor name and name of article. Cartons shall be identified by purchase order number and vendor name.

7.1.7 Vendor Partner has the option to offer private label products. Vendor Partner shall maintain the same manufacturer specifications for private label products throughout the term of contract. Any change of manufacturers for a private label shall result in offerings equal to or superior to the originally approved manufacturer at a price equal to or lower than the original offering.

7.1.8 If the Vendor Partner makes an error in pricing (typographical or photographic error, for example), the Buyer reserves the right to return the product. The Vendor Partner agrees to pay for cost of any returned product due to a pricing error.

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AEPA IFB #020-B Part B Specifications Page 5 of 12 Due Date: September 16, 2019, 1:30 pm EST

8. Special Terms and Conditions

Item Description 8.1.1 All product must meet or exceed the following standards for fire and life safety protection:

ASTM D 2859 – Standard Test Method for Ignition Characteristics or Finished Textile Floor Covering Materials; 2001. ASTM E 84/NFPA 253 – Standard Test Method for Surface Burning Characteristics of Building Materials; 2001. ASTM E 648 Standard Test Method for Critical Radiant Flux of Floor-Covering Systems Using a Radiant Heat Energy Source; 2000. ASTM E 662/NFPA 258 – Standard Test Method for Smoke Density, if applicable. FSCI-150; SD-150 when tested in accordance with CAN/ULC S102.2 – Standard Test Method for Flame Spread Rating and Smoke Development, if applicable.

8.1.2 Any product substitution must be approved by AEPA prior to being sold to any member. The reason for the substitution must be stated in writing.

8.1.3 Any substituted product must be manufactured of the same basic type of materials, meet or exceed all the features of the product being substituted, and meet the other requirements of this IFB.

8.1.4 A claim that a substituted product is equal or superior to the approved product must be supported with written documentation. A sample may be requested, at no cost to the buyer.

8.1.5 New products, introduced after this contract is approved, may be added upon approval of the AEPA, if the new products meet or exceed current products, meet the terms, conditions, and requirements of this IFB, and are priced equal to or less than current products.

8.1.6 All products offered on this contract must have a complete set of factory specifications that match or exceed the requested minimums.

8.1.7 Performance bond in an amount equal to 100% of the price specified in a contract between the AEPA Member and the Bidder shall be provided at the AEPA Member’s expense, when requested by the member. Bonds shall only be executed by a surety company authorized to do business in the AEPA member state. Bidder shall provide evidence of bonding capacity of a minimum of $500,000 in its response and identify the approximate cost of performance bonding in the pricing section.

8.1.8 The terms and conditions of this IFB shall prevail over any additional agreements between the buyer (member) and the Bidder in the event of any conflict. The Bidder must not assume the member knows what steps are necessary prior to the start of any project. The Bidder must be willing to assist the member in all aspects of the project.

8.1.9 The condition of the site prior to start up will be agreed upon between the member and the Bidder and described in writing and shall be signed by both parties.

8.1.10 Bidder shall assume full responsibility for protection and safekeeping of any products stored for the member, regardless of where the product is stored. Bidder shall immediately replace any lost or damaged product stored for the member. If the Bidder cannot guarantee the safekeeping of product stored on the property of the member, the Bidder may store the product on its own property.

8.1.11 Adjoining property owners must not be annoyed by noise, pollutants, or material hauling operations.

8.1.12 All work will be accomplished in conformance with OSHA safety requirements, and any additional federal, state, or local fire or safety requirements. Bidder agrees to advise member when work is expected to be hazardous to students, teachers, employees, administrators, the public and or other workers.

8.1.13 The worksite shall provide a working environment as recommended by the manufacturer, including area heating or cooling, light and power requirements.

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AEPA IFB #020-B Part B Specifications Page 6 of 12 Due Date: September 16, 2019, 1:30 pm EST

Item Description 8.1.14 Clean up will be on a daily basis and the worksite will be returned to original and safe

condition upon completion of the work. 8.1.15 In the event other trades are at work in the same area, work on the floor will not be

completed prior to work on ceilings, walls, or other areas, which might harm the flooring. Completed work will be covered by the on-site building project manager to prevent damage from other trades, when necessary.

8.1.16 Bidder shall deliver materials to the worksite in new, unopened, and well-marked containers or wrappings showing product and Bidder’s name. Damaged to unlabeled materials will not be accepted. Products will be delivered in sufficient quantity to allow for continuity of work. It is desirable that products be shipped to the jobsite in a recyclable or reusable container.

8.1.17 All work shall be coordinated with the proper member representative (General Contractor, Construction Manager, school administrator, etc.).

8.1.18 Work will be accepted in writing only after satisfactory inspection of the work or installation in the presence of an authorized member representative. Terms for acceptance and title to the work must be clearly agreed upon and described in the contract prior to the start of the work. If any part of the work requires the member to assume control prior to completion, this needs to be defined. Both parties must agree on the definition of what constitutes final acceptance before final payment.

8.1.19 Any agreement to progress payments rather than a lump sum payment must be clearly made prior to the start of the project with milestones for payments indicated.

8.1.20 All work areas will be identified by signage, warning tape, or other warning devices, as required by law and ordinary safe business practices. All signs will be the property of the Bidder, will remain until the work is finished in any particular area, and be removed by the Bidder when the work is finished.

8.1.21 All materials used at the worksite by the Bidder shall have the necessary MSDS papers on file in a location accessible to both the Bidder and member’s personnel.

8.1.22 Bidder will provide for the records of the member, copies of all permits, licenses, certifications, inspection reports, releases, jurisdictional settlements, notices, receipts for fee payments, judgments, similar documents, correspondence, and records established in conjunction with the work performed and compliance with applicable standards.

8.2 Installation Specifications:

8.2.1 All installation of commercial floor covering products offered through this contract must be performed by a properly certified and bonded (when necessary) contractor authorized by the manufacturer.

8.2.2 All installing dealerships authorized by the Bidder must be in good standing with the AEPA Member State. Any formal debarment of a Bidder or dealer in the past five years by any Federal, State or local authority will disqualify the installing dealership.

8.2.3 Installers named by the Bidder must be qualified to inspect sub-floor for cracks, holes, abrasions, rough spots, ridges, and other conditions that may adversely affect a quality installation and agree to notify the owner, architect, or general contractor in writing of necessary steps before the carpeting may be put down. In addition, sub-floor should be clean, and free from moisture, grease, wax, paint, or other foreign substances. Member must allow contractor to unroll carpet 24 hours prior to installation to permit it to be conditioned to the surrounding environment and 65°F or higher temperature. It is the responsibility of the installers to inform the member of site preparation requirements.

8.2.4 All carpeted flooring, adhesives and cushion must meet the Carpet and Rug Institute’s (CRI) Green Label and Green Label Plus standards that serve as the benchmark for low volatile organic compound (VOC) emissions for indoor air quality (IAQ).

8.2.5 Installation with adhesives will allow for immediate occupancy and require no airing-out, curing, or “off gassing.” All adhesives shall be supplied by the carpeting manufacturer and

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AEPA IFB #020-B Part B Specifications Page 7 of 12 Due Date: September 16, 2019, 1:30 pm EST

Item Description shall meet ADA requirements. All products offered should have MSDS sheets included with the proposal; all buyers must be given MSDS sheets for their records. [Products for MSDS sheets include solvents, adhesives, and floor covering components such as pre-backing, backing, stabilizers, preservatives, fungicides, bactericides, anti-static, anti-stain and anti-soil additives.]

8.2.6 Adhesives that contain an EPA registered antimicrobial agent to insure high indoor air quality may be offered.

8.2.7 Installation of all carpeting shall be in accordance with FCIB standards, CRI-104; where manufacturer installation instructions or specifications exceed CRI-104, the manufacturer’s instructions shall be followed.

8.2.8 Accurate estimates of floor coverings needed to complete a project will be provided to the Member. Final invoice will be for actual floor covering installed and normal waste and overage. The buyer will pay for no excess material ordered or shipped, unless the Co-op Member requests excess for later use. If any attic stock is ordered, it must be sold at a non-installed price.

8.2.9 Authorized installer will provide on-site management and operation of all personnel used in the work. Installers who are employees of the installing contractor are preferred. The on-site contractor will have at least five years’ experience in the supervision of floor covering installation.

8.2.10 Authorized installer will coordinate all site activities with the general contractor, architect, school supervisor, or person appointed by the buyer.

8.2.11 The installation by the Authorized installer will guarantee the workmanship of the installation of the floor covering for two years dated from the final acceptance by the buyer.

8.2.12 The Bidder certifies that each installer identified in this bid (or any future installer that works this contract) has any necessary OSHA Health and Safety and/or Hazard Communication Plan in place. The Bidder will obtain a copy of any written safety plan or Hazard Communication Plan prepared by the installer. This plan must be provided to buyer, if requested.

8.2.13 FCIB certification must be renewed from time to time; the Bidder will insure that renewal certification is kept up to date.

8.2.14 Upon completion of a job, a responsible agent of the buyer will sign an industry-standard final inspection sheet. A copy of this inspection sign-off will be sent to the Member with the final invoice.

8.2.15 Moisture in concrete slabs must be tested for moisture using an R1 + probe at a test rate of one per thousand per square foot. Moisture levels must be within the manufacturer’s guidelines.

9. Product | Category Specific Specifications

9.1.1 Acceptable products will be highly resistant to abrasion from soil, rocks and other materials that result in premature wear.

9.1.2 Acceptable will restrict the leaching of radon 222 and friable asbestos, will not create static discharge, and resist spotting, curling, and unraveling.

9.1.3 The Bidder of carpeting will provide a non-prorated warranty against items such as de-lamination, edge ravel, excessive wear, zippering, resiliency loss, moisture barrier, and excessive static, etc. Product specific warranties must be submitted at time of bid opening

9.1.4 A copy of the standard official non-prorated warranty shall be included in the bid. Warranty shall be sole source responsibility of the Bidder. A second source warranty or a warranty that involve parties other than the Bidder is unacceptable. The installation warranty shall be for a length of two years. All warranties should be in accordance with

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AEPA IFB #020-B Part B Specifications Page 8 of 12 Due Date: September 16, 2019, 1:30 pm EST

the manufacturer’s standard warranties. In the event that the warranties required in the bid are in contradiction with the standard manufacturer warranties, the standard manufacturer warranty shall prevail. The installation is to be guaranteed for a period of two (2) years

9.1.5 Warranty must not be conditional based on the use of chair pads. 9.1.6 Installed carpet/flooring will give protection from static discharges. When tested under

the AATCC Test Method #134-1979, the carpet will not give static discharges in excess of 3.5 KV during the warranty period.

9.1.7 Acceptable fiber will meet the Type 6 or 6.6 spec industry standard. Antron® Legacy®, Antron Lumena®, Dynex SDTM, and DSDN®, Solutia Ultron and Ultron VIP, and Aquafil Forza are the preferred fiber brands. Others offered must meet or exceed the quality and features of these fibers. [Note: if offering a fiber not manufacturer by DuPont, insert one or more studies from independent labs that certify the quality of the fiber offered.]

9.1.8 Customized computer generated designs for a minimum number of square yards may be offered for selected products. All such offerings must be clearly priced; no “call” or “to be determined” pricing will be allowed. [Clear and accurate pricing is absolutely necessary in competitive bidding.]

9.1.9 AEPA members will not be responsible for quotation errors and/or omissions based on “take offs” from accurate and current scaled floor plans provided by the buyer or architect. End use is responsible for describing in detail the total scope of work for the project, including furniture moving, special requirements, access times, etc. Any abnormal or nonstandard additional costs must be based on prior approval by the member and must be based on pricing in this contract.

9.2.1 The Bidder must provide written evidence that it has initiated or participates in a plan to recycle used Carpeting/flooring. A plan to dispose of used carpeting/flooring in a landfill or convert to energy through incineration is not a “plan.”

9.2.2 Floor coverings, adhesives and padding for this contract must have a very low negative impact on the quality of air in an enclosed building such as a classroom or office compound. Emission rates of total volatile organic compounds (TVOC) must be indicated, inclusive of adhesives and padding. The air concentrations over time of individual organic compounds must be identified. Results of air quality studies performed on the floor covering to be placed on contract [by CRI (include Indoor Air Quality registration numbers) (department of General Administration, Indoor Air Quality Compliance tables) or other agencies] must be included.

9.2.3 All resilient flooring must be certified to meet either GREENGUARD Children & Schools Certification or Resilient Floor Covering Institute (RFCI) Floor Score Standard. GREENGUARD gives assurance that products designed for use in indoor spaces meet strict chemical emissions limits, which contribute to the creation of healthier interiors.

9.2.4 Products placed on contract must have no detectable levels of formaldehyde. 9.2.5 Products placed on contract must not emit 4-phenylcyclohexene vapors (or similar solvent

odors). 9.2.6 Particle emissions over time must be lower than any maximum level of standards

established by applicable local, State or federal law. Carpet products must be certified and labeled “Green Label Plus” by the Carpet & Rug Institute (CRI).

9.2.7 Tests that measure the carpet’s ability to resist radon from passing through the carpet may be included for informational purposes. This information will be important for buildings in areas with high radon emissions. [However, Radon gases may emit through walls, electric sockets and vents; the carpet may limit exposure only under selected conditions.]

9.2.8 Floor covering, when installed, must be securely attached to the floor and be in full compliance with the Americans with Disabilities Act, Section 4.5.3.

9.2.9 Written documentation of the product’s ability to survive a flood or extensive waterborne damage should be included in the bid.

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AEPA IFB #020-B Part B Specifications Page 9 of 12 Due Date: September 16, 2019, 1:30 pm EST

9.2.10 Solution dyed fibers with permanent anti-microbial properties are required for use in health-related installations. Results of carpet tested according to the procedures outlined in AATCC 174 and AATCC 130 are to be included. Only carpet that shows a 90% reduction in bacterial growth after 24 hours and no visible fungal activity after three days will be offered to schools and health-related agencies.

9.2.11 Nylon fibers are to be treated with fluorochemical treatments applied during the final manufacturing process. Independent documentation must be provided for any treatment offered.

9.2.12 The carpet/flooring, when tested with its attached backing will meet flammability requirements of recognized national building codes.

9.2.13 The carpet, including its backing, must pass the University of Pittsburgh’s test for toxicity being “no more toxic than wood (excluding Oleanders)” when burned under the same conditions.

9.3.1 Backing with polyurethane or other proven system may be offered. Vinyl systems may be offered.

9.3.2 Backing must be used in any high traffic area.

9.3.3 All backing must be described in full detail, including information on its ability to be recycled. Backing must be priced according to kind, thickness, and other factors.

9.3.4 Backing for all goods offered must be non-prorated warranted for 15 or more years. Warranty must identify items such as zippering, de-lamination, edge ravel, moisture barrier, excessive wear and loss of resiliency.

9.3.5 No carpeting may be attached to the floor with a hook tape system or school white glue.

9.4.1 Installing dealers will not begin installation unless the buyer or their agent has properly prepared the sub-floor. The sub-floor must be subject to the approval of the installing dealer to insure all irregularities are removed prior to installation.

9.4.2 Sub-floor will be clean and free from moisture, grease, wax, paint, or other foreign substances.

9.4.3 Installing dealer agrees to arrange with the buyer to unroll carpeting/flooring 24 hours prior to installation to allow it to conform to the surrounding environment of 65° F degrees or higher. Carpet tiles shall be stored between 40° F and 100° F and shall be conditioned between 60° F and 90° F for 48 hours prior to installation. If manufacturer recommends different installation preparation standards, they will be followed.

9.4.4 Vendor agrees to arrange that the rooms and sub-floors be maintained at 65° F.

9.4.5 Preparation of concrete, strip wood, plywood, old wood, and/or terrazzo/ceramic sub-floors will be made according to manufacturer’s instructions. Permanent building lights or lighting of equal brilliance will be available during installation.

9.4.6 As a protection for both the AEPA Member and the Bidder, the installing dealer must not install on floors that do not meet recognized industry standards. For example, plywood sub-floors must meet the standards of the American Plywood Association’s APA Construction Guide, Residential & Commercial, Form E301. The maximum amount of moisture evacuation from a concrete floor is 3 pounds of water per 1,000 square feet in a 24-hour period; the acceptable floor pH range is between 7.0 and 9.0.

9.4.7 Adhesives used to bond products must be non-toxic, non-flammable, releasable and able to provide a water and alkali-resistant barrier. Adhesives shall provide 100 percent coverage in compliance with ADA rules.

9.4.8 All materials used in sub-floor preparation and repair shall be recommended by the manufacturer and shall be chemically and physically compatible with the system being installed.

9.4.9 The work site shall provide a working environment as recommended by the manufacturer including area heat (or cooling), light and power requirements.

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9.4.10 Bidder must deliver all material to the job site in original packaging and with identification labels that identifies the manufacturer, product name, identification number, and other information.

9.4.11 Product shall be covered and stored in a protected dry location with a temperature between 65° F and 90° F and not in any traffic area for other trades. Carpet Rolls shall be stacked horizontally and no higher than two high on a flat surface. (If a surface is not flat, rolls tend to move or suffer damage.)

9.5.1 All floors must be inspected and approved by the installing dealer.

9.5.2 Under no conditions will carpeting/flooring be installed if the sub-floor or work environment fails to meet the manufacturer’s installation instructions.

9.5.3 Product will be installed as specified by the manufacturer.

9.5.4 Installing dealer will install cove and provide other related final changes to the work. All costs associated with installation (coving, removal of existing carpeting/flooring, etc) will be identified on the pricing pages.

9.5.5 All rubbish, wrappings, debris, trimmings, soda cans, and other trash will be removed from the site and disposed as permitted by State law.

9.5.6 All usable scraps will be left for the owner. Excess carpeting/flooring may be left with the owner, or be taken to the installing dealer’s building. Under no condition will the owner be charged for excess carpeting/flooring not installed, unless the owner has ordered excess carpeting for other purposes.

9.5.7 All carpet/flooring shall be thoroughly cleaned at the end of installation. 9.6.1 7.2 Bidders should supply a complete set of manufacturer’s product specifications for each

product offered with its response to this IFB. The specifications should indicate such things as carpet/flooring construction, ASTM and other test results, AATCC test score, and other precise measurements, tolerances, quality control measures, and inspection requirements.

9.6.2 “NO BID” the products your firm does not provide. 10. Pricing

AEPA has identified and stipulated the type of bid and the pricing methodologies that are to be utilized to price and submit bid prices. The Vendor Partner agrees that the cost for any item bid or offered on this contract will be uniform for all states, and that any differences in pricing are due to state specific installation and labor costs, AEPA Member Agency’s Administrative Fee, or other approved reasons. The Bidder must provide their pricing as requested utilizing the various pricing methodologies specified. The Bidder/Vendor Partner must agree that they will offer prices equal to or better than what they ordinarily offer to individual entities or cooperatives with equal or lesser volume. Please note the following that relate to pricing: 1. Primary Pricing Strategies: All Bidders will be required to submit “Primary Pricing” in the form of

either “Catalog Pricing” or “Line-Item Pricing” or a combination of these two pricing strategies as defined in Part B, bid specifications. Bidders are also encouraged to offer OPTIONAL pricing strategies including “Hot List” and “Volume Discounts”. a. Catalog Pricing: Catalog pricing is utilized when the products and/or services solicited are

clearly identified with set and specific characteristics, attributes and configurations that are identifiable as a stand-alone single unit and can be listed and priced as a single unit with options that can be added to enhance and/or improve its operation and functionality. The Bidder offers a fixed discount(s) off retail price, catalog price, published price or list price. The discounts may be for the entire commercially available catalog, for specific products, product lines, manufacturers or category of products as determined by the Bidder. i. Discounts: Discount offers must clearly identify percent of discount to apply to a commercially

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available catalog, manufacturer, MSRP, retail or nationally published price lists. Bidders shall identify and stipulate if the discounts apply to the entire catalog/price list, specific product lines, manufacturers and/or categories of products. Bidder shall agree that there will be no reduction in discount(s) during the term of the contract.

ii. New Catalogs/Price Changes: New catalogs and corresponding nationally published price lists may be submitted throughout the term of the contract and shall be submitted to the AEPA Category Committee for review prior to release to all AEPA Member Agencies. Prices may change based on manufacturer’s price changes, new published pricing or price lists, but the original discount bid shall remain firm for the duration of the contract.

iii. Core List: In a Catalog Priced bid, a category (i.e. office supplies) may include a “core list” which contains a selection of the most commonly used products/services with the expectation that a deeper discount would be bid for these items. If a new catalog and price list is published during the contract term, the original discounts shall be applied to the new published prices to establish the AEPA price for these core items.

iv. Product Addition/Discontinuation: New products, within the same scope of work, may be added at the established percentage discounts at any time. Discontinued products may be dropped at any time during the year. In the event a Core item is discontinued by the manufacturer during the term of the contract, Vendor Partner is required to add a functionally equivalent substitute at the same discount structure.

2. Secondary Pricing Strategies (Catalog Bids only, see Part B for category designation): Bidders are required to offer Customized Price Lists (Catalog Bids ONLY) and encouraged to offer Hot Lists and Volume Discounts as follows: a. Customized Price List: Bidders are required to offer customized price lists to Participating

Entities for items within the Bidder’s Commercially Available Catalog for Catalog Bids ONLY (not pertinent to Line Item Bids). Customized price lists shall be allowed under the following conditions: i. Items within the Vendor Partner’s Commercially Available Catalog may be included on the

customized price list providing they are not already on the Core Item list. ii. Items are to be determined by the Participating Entity; Vendor Partner may object to up to ten

(10) of the suggested items proposed by the customer and must offer substitutes until an agreement of the customized list is reached.

iii. Items on the customized price list shall be sold with an additional discount (deeper than what was originally bid on the non-core or catalog discount)

iv. Items may not include special order or customized service products unless agreed to by the Vendor Partner.

b. Hot List Pricing: Bidders are invited, at their option, to offer a selection of products/services, defined as a Hot List, at greater discounts than those listed in the standard catalog or core list discounts. Special, time-limited reductions are permissible under the following conditions: The price reduction is available to all AEPA Member Agencies equally. The price reduction is for a specific time period, no less than thirty (30) days. May be used to discount and liquidate close-out and discontinued products/services as long as those items are clearly labeled as such. The original price for products/services is not exceeded after the time limit. The AEPA Oversight Committee and all AEPA Member Agencies shall be notified of any special or time limited price reduction. New prices must be on record fifteen (15) days prior to any offer of the new prices being proposed or offered to AEPA Member Agencies and Participating Entities. Pricing for all Hot List items must be updated on the Vendor Partner’s online catalog and submitted to all AEPA Member Agencies in an electronic format that can be posted to websites, emailed and shared with Participating Entities/Buyers.

c. Volume Price Discounts: Bidders are encouraged to offer additional pricing discounts that may be offered for a group of agencies in a local geographic area that desire to combine requirements (one-time purchase, or annual spend), i.e. local city, county, school district(s), etc. and/or for large

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one time purchases. Additional volume price discounts are permissible under the following conditions: Discounts should be tiered and based on spend ranges as established by the Bidder on the Pricing Forms. Volume determination shall be determined between the Vendor Partner and the individual Buyers on a case-by-case basis. All additional discounts are to be offered equally to all AEPA Member Agencies and Participating Entities and be based on the Volume Price Discounts originally bid providing the same or similar volume commitment, specific needs, terms and conditions, a similar time frame, seasonal considerations and provided the same manufacturer support is available to the Vendor Partner.

3. Part F - Pricing Workbook

a. Pricing shall be completed on the provided pricing sheets (Microsoft Excel Workbook) with the individual tables to be completed as follows:

i. F.1 – Catalog Discount (Required) ii. F.2A – Carpet Price Schedule (Required)

iii. F.2B – Resilient Flooring Price Schedule (Required) iv. F.3 – Support Product Price Schedule (Required) v. F.4 – State Multiplier Labor Rates (Required)

vi. F.5 – Volume Discounts (Optional) b. Bid pricing will be evaluated on a combination of items from Price Schedules. Pricing evaluation

may include other considerations, including the total cost of the acquisition and whether the Proposer’s offering represents the best value. See Evaluation, Approval and Award in Part A – Terms and Conditions for additional information.

11. Evaluation

The AEPA Committee for this category will evaluate bid responses based on the entire response, and according to the criteria detailed in Part A for AEPA’s definition of Responsive and Responsible bids. A recommendation may be made to recommend a single response, or to recommend multiple bidders based on differentiation of product or service between bidders. AEPA will vote as a whole to accept or not accept a committee’s recommendation. Once accepted, each recommended bid response will go to the individual states for contract approval. Please note, pricing evaluation may include other considerations, including the total cost of the acquisition and whether the Proposer’s offering represents the best value. The evaluation committee may consider such factors as life-cycle costs, total cost of ownership, quality, and the suitability of an offering in meeting AEPA members’ needs. Below is a summary taken from the Evaluation section in Part A, F. Bid Evaluation, Approval and Award:

Evaluation Criteria

Cost Evaluation

Complete Response to Bid

Conformance to Bid Terms and Conditions

Pricing Equal to or Better Than That Offered to Individual Entities or Cooperatives With Equal or Lesser Volume

Quality and Suitability of Products Offered

Marketing Plan

Financial Viability

Demonstrated Track Record of Performance in the Public Marketplace

Value Added attributes


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