P27-28 Ballroom Carpet Replacement

Request for Bids (RFP) Purchasing Department
Ballroom Carpet Replacement 73 Harlow Street
Bid No. P27-28 Bangor, ME 04401
Issue Date: September 18, 2026
I. Introduction
The City of Bangor (City) requests Bids for the removal and replacement of approximately 2427
square yards of carpet at the Cross Insurance Center located at 515 Main Street in Bangor. The
carpeting shall be Shaw "Interfuse" #54979 carpet tiles in "Polish" 00506 color, or approved
alternative.
II. General Information
Available at the following web address: www.bangormaine.gov/Bids on the City's website. By
submitting a response to this solicitation, the Bidder accepts the responsibility for downloading,
reading, and bidding by the terms and conditions set forth in the City's "General Information for
Vendors."
In your Bid, please specify whether you currently have, or are in the process of developing, a
domestic violence policy. If you do not have such a policy, let us know if you would like to receive a
copy of the City of Bangor's policy as a reference.
III. Submission
For consideration, submit the Bid Form (page 7) and all materials requested in Section IX.
Qualifications electronically or in an envelope via submission methods listed below. The envelope or
subject line must be clearly marked as " P27-28: Ballroom Carpet Replacement."
Submissions must be received by 2:00 P.M. on Wednesday, October 14, 2026.
Submission of documents can be completed by:
A. Emailing to bids@bangormaine.gov; or
B. Hand Delivery to Customer Service, 73 Harlow Street, Bangor, ME; or
C. US Post Office addressed to 73 Harlow Street, Purchasing Department, Bangor, ME 04401
(items must be received by the deadline); or
D. All Other Delivery Services to City of Bangor: Purchasing Department, 73 Harlow Street,
Bangor, ME 04401 (Bid must be received by the deadlines).
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All submissions should reference "P27-28: Ballroom Carpet Replacement." Bids will be publicly
opened at the time stated above in the Paul Bunyan Room (first floor by the side elevator), 73 Harlow
Street, Bangor, Maine.
A tabulation of all received Bids will be posted on the City's website as soon as possible after the
opening date. Visit www.bangormaine.gov/bids for results. The "Show Closed/Awarded/Cancelled
Bids" box must be checked to see the Bid information.
IV. Questions
Any questions must be directed in writing to bids@bangormaine.gov no later than 4:30 P.M.,
Tuesday, September 29, 2026. Questions received after this deadline will not be answered.
The City will provide a response by 4:30 P.M. on Monday, October 5, 2026. This response will be in
the form of an addendum, accessible on the City's website. Notifications will be sent to those who
have signed up to receive notifications at www.bangormaine.gov/bids through NotifyME.
Notifications will be sent when new addenda are released.
V. Pre-Bid Meeting and Site Visit
The City of Bangor will host a non-mandatory pre-bid meeting at 11:00 AM on Friday, September
25, 2026, at the Cross Insurance Center, 515 Main St, Bangor, Maine. The site visit will follow the pre-
bid meeting.
VI.Late Bids
It is the responsibility of the Bidder(s) to see that their Bids have sufficient time to be received by the
Purchasing Department before the submittal deadline. Any Bid, portion of a Bid, or requested Bid
revision received at the City Purchasing Department after the time and date specified will be
returned to the Bidder unopened or, if by electronic submission, deleted without being opened.
VII. Withdrawal of Bids
No Bidder may withdraw their Bid for a period of ninety (90) days from the date of opening. All Bids
shall be subject to acceptance by the City during this period.
To withdraw a Bid prior to the opening, the Bidder shall request the withdrawal in writing. All costs
associated with the withdrawal (i.e., mailing fees) will be borne by the Bidder.
VIII. Rejection
The City reserves the right to reject any Bids, waive any informalities or defects in Bids, or accept a
higher-cost Bid if it is deemed to be in the best interest of the City. The City also reserves the right to
request clarification of any details from the successful Bidder. The evaluation of Bids and
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determination of the award will be at the discretion of the City and its judgment shall be final and
without right of recourse by any Bidder.
IX. Information for Bidders
A. Tax Exclusion: All Federal and State taxes must be excluded from the Bid price. Upon request,
a tax exemption certificate for the City of Bangor shall be furnished to the successful Bidder.
B. Bid Form and Requirements: The Bid Form (page 6) and all materials requested must be
completed and returned with the Bid to be considered responsive.
C. Required Insurance: Bidders are required to maintain the following insurance policies
throughout the life of the project and name the City of Bangor as an additional insured where
applicable and may be required to provide proof:
1. Worker's Compensation Insurance Statutory
2. Employer's Liability Insurance $500,000 each accident
$500,000 disease - policy unit
$500,000 disease - each employee
3. Comprehensive Automobile Liability $1,000,000 combined, single limit per
accident
4. Commercial & General Liability $1,000,000 combined single limit
$2,000,000 aggregate
5. Professional Liability (Errors & $1,000,000 combined single limit
Omissions) $2,000,000 aggregate
X. Qualifications and Selection Criteria
Each Bid will be evaluated based upon the following criteria:
A. Bidders must provide the contact information for at least three (3) references.
References should speak to the Bidder's ability and experience as it relates to them and this
project.
B. Cost of materials.
C. Availability and length of installation.
XI. Scope of Work
A. Carpet Installation (2427 total square yards)
The successful bidder will be responsible for measuring and verifying the floor areas requiring
carpet and vinyl base prior to starting the installation.
1. Grand Ballroom (1775 square yards)
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a. Work Included:
1. Remove existing carpeting and prepare all surfaces to receive carpeting
and base. Installer will be responsible for surface preparation as noted
below.
2. Apply carpeting and, on floor surfaces where indicated, complete with
required accessories.
3. Install edge strips where carpeting terminates at other floor finishes.
4. Install 4" flat vinyl base over all new flooring.
2. Pre-function Area (486 square yards)
a. Work Included:
1. Remove existing carpeting and prepare all surfaces to receive carpeting
and base. Installer will be responsible for surface preparation as noted
below.
2. Apply carpeting and, on floor surfaces where indicated, complete with
required accessories.
3. Install edge strips where carpeting terminates at other floor finishes.
4. Install 4" flat vinyl base over all new flooring.
3. Hall Area (166 square yards)
a. Work Included:
1. Remove existing carpeting and prepare all surfaces to receive carpeting
and base. Installer will be responsible for surface preparation as noted
below.
2. Apply carpeting and, on floor surfaces where indicated, complete with
required accessories.
3. Install edge strips where carpeting terminates at other floor finishes.
4. Install 4" flat vinyl base over all new flooring.
B. Materials
1. Shaw Carpet Tiles
a. Style-- Interfuse #54979
b. Color-Color Polish #00506
2. Vinyl base manufactured by Armstrong, Azrock Industries, Inc.; Flexco Div., Textile
Rubber Company; Vinyl Plastic, Inc.; Johnson Rubber Company, Inc.; or Kentile Floors,
Inc. are acceptable, or products of equal quality and appearance.
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C. Execution
1. Preparation of Surfaces:
a. Clean floors of dust, dirt, solvents, oil, grease, paint, plaster, and other substances
detrimental to proper performance of adhesive and carpet. Allow floors to thoroughly
dry.
b. Ensure floors are level, with maximum surface variation of 14 inch in 10 feet, non-
cumulative.
c. Ensure concrete floors are free from scaling and irregularities and exhibit neutrality
relative to acidity and alkalinity.
d. Use an approved cementitious filter to patch cracks, small holes and for leveling.
2. Installation
a. Vacuum clean substrate.
b. Lay carpet on floors with the run of the pile in the same direction of anticipated traffic.
c. Do not change run of pile in any one room or from one room to the next where
continuous through wall opening.
d. Entire carpet installation shall be laid tight and flat to sub floor, well fastened at edges,
and present a uniform pleasing appearance. Ensure seams are straight, not
overlapped or peaked, and free of gaps. Ensure monolithic color pattern and texture
match within any one area.
e. Install edging strips where carpet terminates at other floor coverings. Use continuous
full-length pieces only. Butt tight to vertical surfaces. Where splicing cannot be
avoided, butt ends tight and flush.
3. Cleaning
a. Contractor shall clean all spots and smears of adhesive from base/carpet and
adjacent flooring with an approved cleaning agent.
b. After each area of carpet has been installed, the Contractor shall protect the carpet
from soiling or damage. Contractor shall replace all soiled or damaged carpet at no
cost to the City.
c. Upon completion of work, Contractor shall thoroughly vacuum carpet and clean
work area.
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Bid Form
Ballroom Carpet Replacement Bid Deadline:
No. P27-28 2:00 P.M., Wednesday,
October 14, 2026
Bidders must include all costs and charges in their total price. Detailed explanation of ALL
exceptions must be included, using a separate page if necessary. Failure to comply with the
above may result in disqualification.
Business Name
Address
Telephone Number
Email Address
Item Description Total Price
Grand Ballroom Carpet Removal and
1 $
Replacement
Pre-function Area Carpet Removal and
2 $
Replacement
Hallway Area Carpet Removal and
3 $
Replacement
Earliest start date after receipt of order:
Estimated length of project in work days:
The price must include all miscellaneous charges: fuel, transportation, etc.
No other charges will be accepted.
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