Carpet Tile Installation at the Health and Human Services Building
| Location: | Virginia |
|---|---|
| Posted: | Sep 24, 2025 |
| Due: | Oct 23, 2025 |
| Agency: | City of Suffolk |
| Type of Government: | State & Local |
| Category: |
|
| Solicitation No: | 26093-JT |
| Publication URL: | To access bid details, please log in. |
| Bid Number: |
26093-JT
|
| Bid Title: |
Carpet Tile Installation at the Health and Human Services Building
|
| Category: | Purchasing Bid Board Posting |
| Status: | Open |
|
Attachment Preview
Request for Proposal
City of Suffolk
RFP #26093-JT
September 24, 2025
Purchasing Division
442 West Washington Street, Room 1086
Suffolk, VA 23434-5237
Phone: (757) 514-7520 / Fax: (757) 514-7524
http://www.suffolkva.us/739/Purchasing-Division
Carpet Tile Installation at the Health and Human Services Building
Electronic proposals will be received at the office of the Purchasing Agent listed above, until the time and date
shown below (local prevailing time), for furnishing the items or services described in the solicitation. Offers should
be sent by e-mail attachment to: proposals@suffolkva.us with the RFP number and title in the subject line.
The City of Suffolk has issued this sealed Request for Proposal (RFP) for the sole purpose of obtaining responsive
proposals from qualified contractors to furnish and install tile carpet squares for the City of Suffolk Department of
Social Services.
The Senior Buyer, Julie Turner is the Contract Officer for the City of Suffolk with respect to this RFP. All questions
and/or comments should be directed to her at: jeturner@suffolkva.us The respondents to this RFP shall not
contact, either directly or indirectly, any other employee or agent of the City regarding this RFP.
Mandatory Pre-proposal meeting and site visit: 7:30 a.m., Thursday, October 9, 2025
Proposals are due: 3:00 p.m., October 23, 2025
Contract Officer:
Julie Turner
Julie Turner, CPPB, NIGP-CPP, VCA, Senior Buyer, jeturner@suffolkva.us
OFFEROR:
Company Name:
Address:
City / State / Zip:
Telephone:
E-mail:
Print Name:
Signature:
RFP 26093-JT
**AN ELECTRONIC DOCUMENT SHALL BE PROVIDED**
FAX No.:
Title:
Date:
Page 1
In compliance with this Request for Proposals, and subject to all the conditions thereof, the offeror, if
the offer is accepted within ninety (90) calendar days from the date of the receipt of proposals, to
furnish any or all of the items and/or services upon which prices are quoted, at the price set, to be
delivered at the time and place specified herein. The prior page signed certifies the offeror has read,
understands, and agrees to all terms, conditions, and requirements of this Request for Proposals, and
is authorized to contract on behalf of firm named in this RFP.
SOLICITATION DOCUMENTS
Request for Proposal documents are available on the Purchasing website:
http://www.suffolkva.us/Bids.aspx?CatID=17 or on the Commonwealth’s bid board (eVA), or at
Demandstar.com. An e-mail request for the complete RFP form may be sent to the Contract Officer
listed on the front page.
Questions concerning this project must be in writing (email is preferred) and addressed to the Contract
Officer listed on the front page of this solicitation, and, should be received no later than five (5)
business days preceding the date that the proposals are to be received. E-mail is the preferred method
and will get a timelier response.
ELECTRONIC BID SUBMITTAL
An electronic document should be submitted by e-mail attachment to proposals@suffolkva.us with the
RFP number and title in the subject line. Electronic copies (CD or thumb drive) may be delivered to
the Purchasing Office, 442 West Washington Street, Room 1086, Suffolk, Virginia prior to the closure
date shown, if desired. Documents should be saved as a .pdf document and should conserve disk
space to allow transfers of data. ZIP files cannot be accepted; they do not work in the City’s
system. To receive confirmation of receipt of proposal, send request to the contracting officer at
jeturner@suffolkva.us Do NOT send proposal directly to contracting officer.
Paper proposals will also be accepted but must be delivered in a sealed package prior to the date and
time specified on the previous page.
Proposals will also be accepted though eVA.
MANDATORY PRE-PROPOSAL MEETING AND SITE VISIT
A mandatory pre-proposal meeting and site visit will be held on Thursday, October 9, 2025, at 7:30
a.m. at Health and Human Services Building located at 135 Hall Street, Suffolk, VA.
IF YOU NEED ANY REASONABLE ACCOMMODATION FOR ANY TYPE OF DISABILITY
IN ORDER TO PARTICIPATE IN THIS PROCUREMENT, PLEASE CONTACT THIS
DIVISION AS SOON AS POSSIBLE.
RFP 26093-JT
Page 2
REQUEST FOR PROPOSAL
Carpet Tile Installation at the Health and Human Services
Building
SECTION/TITLE
1.0 PURPOSE................................................................................................................................ 4
2.0 COMPETITION INTENDED ................................................................................................. 4
3.0 TERM OF CONTRACT.......................................................................................................... 4
4.0 SCOPE OF SERVICES ........................................................................................................... 4
5.0 INSTRUCTIONS FOR SUBMITTING PROPOSALS .......................................................... 6
6.0 SPECIFIC PROPOSAL REQUIREMENTS ........................................................................... 8
7.0 EVALUATION AND AWARD CRITERIA .......................................................................... 9
8.0 ADDITIONAL INSTRUCTIONS......................................................................................... 10
9.0 CONTRACT TERMS AND CONDITIONS ........................................................................ 14
SIGNATURE SHEET .......................................................................................................................... 23
PROPRIETARY/CONFIDENTIAL INFORMATION IDENTIFICATION ...................................... 24
EXCEPTIONS TO RFP ....................................................................................................................... 25
ANTICOLLUSION.............................................................................................................................. 26
PROOF OF AUTHORITY TO TRANSACT BUSINESS IN VIRGINIA .......................................... 27
ATTACHMENT - A
ATTACHMENT - B
RFP 26093-JT
Page 3
1.0 PURPOSE
The intent of this Request for Proposal is to establish a contract through competitive negotiation
with a qualified firm to furnish and install tile carpet squares for the City of Suffolk Department of
Social Services. The vendor will procure and install the equipment and provide maintenance.
2.0 COMPETITION INTENDED
It is the City’s intent that this Request for Proposal (RFP) permits competition. It is the offeror’s
responsibility to advise the Contract Officer in writing if any language requirement,
specification, etc., or any combination thereof, inadvertently restricts or limits the requirements
stated in this RFP to a single source. Such notification must be received by the Purchasing
Agent not later than five (5) business days prior to the date set for acceptance of proposals.
3.0 TERM OF CONTRACT
The contract will cover the period beginning upon the execution of the contract and continue
until all tasks have been completed. The City reserves the right to obtain additional carpet and
services on an as-needed basis for five years from the date of signed contract execution. For
additional tasks, the Contractor must provide a written quote for the material and services to
be performed. The proposal must include price, and a description of the material and services
to be provided. The City reserves the right to negotiate the terms of the quote provided by the
contractor. The cost of any additional individual product and/or services cannot exceed
$200,000.00.
4.0 SCOPE OF SERVICES
This is a “turnkey” project. The successful Offeror must provide all labor, materials, permits, and
project management to remove and install carpet. The service shall consist of removal of
existing and installation of new carpet tiles and removal and replacement of furniture.
The proposal must include details of all removal and installation of carpet and furniture, an
installation schedule, and warranties. The proposal should include all items required for a
complete and comprehensive solution, regardless of their inclusion in this RFP.
At this time, only the first floor of the Health and Human Services Building will be scheduled. The
second and third floors will be replaced as funding is available.
INSTALLATION
Contractor shall be responsible for installation of carpet in accordance with the Virginia Uniform
Statewide Building Code, the manufacturer’s instructions and these specifications.
1. The Contractor must be completely responsible for supervising and directing the work under
this contract and all subcontracts that may be utilized, using his best skill and attention.
Subcontractors who perform work under this contract must be responsible to the prime
RFP 26093-JT
Page 4
Contractor. The Contractor must be fully responsible for the acts and omissions of his
subcontractors and of persons employed by them, as he is for the acts and omission of his
own employees. The contractor, while on the job site, must have at least one employee who
is certified by the carpet manufacturer of the delivered carpet as qualified to install the specified
carpet.
2. Any damage to existing fixtures, utilities or finished surfaces resulting from the performance of
this contract must be repaired to the City’s satisfaction at the Contractor’s sole expense.
3. Carpet ordered for direct glue down must be installed using manufacturer’s recommended
adhesive, trowel size and application rate. Seam sealer must be used on all seams and butt
joints and applied as per the manufacturer’s recommendations.
4. Carpet must be laid according to recommendations of manufacturer. Carpet must be laid flat,
level without humps or ripples. Joints must be subtle and imperceptible. All seams must be
trimmed in a neat and workmanlike manner.
5. Finish strips of metal and metal/vinyl must be standard commercial quality and must be
installed with both edges against door frame. Edge of carpet and finish strips must be located
underneath the door when closed. Finish strips must be installed where carpet abuts hard
surface flooring.
6. Carpet must be securely attached to the floor in compliance with Americans with Disabilities
Act.
7. Installed carpet must be free of spots, dirt or soil, tears and frayed or pulled tufts.
8. Carpet must be thoroughly vacuumed immediately after installation.
9. All debris must be removed from the premises.
10. Punch list items or corrections to installations must be responded to within 10 days of
notification.
11. At the conclusion of the work, the Contractor must demonstrate to the city that work is in
compliance with specifications and codes. Any deficiencies must be promptly and permanently
corrected at the Contractor’s sole expense prior to final acceptance of the work.
12. Installation Warranty: Each installation must be warranted by the installer for a minimum of five
(5) years after the date of acceptance. The installation must be warranty against defective
materials, workmanship and performance. The Contractor hereby agrees to furnish, without
cost to the City, all labor, materials and transportation both ways for replacement of all materials
which are found to be defective or labor to affect the adjustment/repair of the carpeting during
the warranty period. Warranty repairs must be completed within five to ten business days after
notification.
13. Contractor must be responsible for own measurements.
RFP 26093-JT
Page 5
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