On-Call Carpet Services

Agency:	Sedgwick County
State:	Kansas
Type of Government:	State & Local
NAICS Category:	238330 - Flooring Contractors 561740 - Carpet and Upholstery Cleaning Services
Posted Date:	Feb 6, 2024
Due Date:	Feb 27, 2024
Solicitation No:	24-0007
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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SEDGWICK COUNTY, KANSAS

DIVISION OF FINANCE

Purchasing Department

100 N. Broadway, Suite 610 ~ Wichita, KS 67202

Phone: 316 660-7255 Fax: 316 660-1839

https://www.sedgwickcounty.org/finance/purchasing/

requests-for-bid-and-proposal/

February 6, 2024

REQUEST FOR BID

RFB #24-0007

ON-CALL CARPET SERVICES

Sedgwick County, Kansas (hereinafter referred to as “county”) is seeking bids from one or more firms to provide On-Call

Carpet Services. If your firm is interested in submitting a response, please do so in accordance with the instructions

contained within the attached Request for Bid. Responses are due no later than 1:45 pm CST, February 27, 2024.

All contact concerning this solicitation shall be made through the Purchasing Department. Bidders shall not contact

county employees, department heads, using agencies, evaluation committee members or elected officials with questions or

any other concerns about the solicitation. Questions, clarifications and concerns shall be submitted to the Purchasing

Department in writing. Failure to comply with these guidelines may disqualify the Bidder’s response.

Sincerely,

Dillon Kackley

Purchasing Agent

DJK/ch

RFB #24-0007

Sedgwick County….Working for You

Table of Contents

Purpose

II. Submittals

III. Scope of Work

IV. Sedgwick County’s Responsibilities

V. Bid Terms

A. Questions and Contact Information

B. Minimum Firm Qualifications

C. Evaluation Criteria

D. Request for Bid Timeline

E. Contract Period and Payment Terms

F. Insurance Requirements

G. Indemnification

H. Confidential Matters and Data Ownership

I. Bid Conditions

VI. Required Response Content

VII. Response Form

VIII. Pricing Information

RFB #24-0007

Sedgwick County….Working for You

I. Purpose

Sedgwick County, located in south-central Kansas, is one of the most populous of Kansas’ 105 counties with a population

estimated at more than 514,000 persons. It is the sixteenth largest in area, with 1,008 square miles, and reportedly has the

second highest per capita wealth among Kansas’ counties. Organizationally, the County is a Commission/Manager entity,

employs nearly 2,800 persons, and hosts or provides a full range of municipal services, e.g. – public safety, public works,

criminal justice, recreation, entertainment, cultural, human/social, and education.

Sedgwick County is seeking bids for On-Call Carpet Services for multiple Sedgwick County facilities, in accordance with

the specifications outlined, for Sedgwick County Facilities.

II. Submittals

Carefully review this Request for Bid. It provides specific technical information necessary to aid participating firms in

formulating a thorough response. Should you elect to participate with an electronic response, the RFB number must be

entered in the subject line and email the entire document with supplementary materials to:

Purchasing@sedgwick.gov

Should you elect to participate with a physical response, the response must be sealed and marked on the lower left-hand

corner with the firm name and address, bid number, and bid due date. Submit one (1) original AND one (1) electronic copy

(PDF/Word supplied on a flash drive) of the entire document with any supplementary materials to:

Dillon Kackley

Sedgwick County Purchasing Department

100 N. Broadway, Suite 610

Wichita, KS 67202

SUBMITTALS are due NO LATER THAN 1:45 pm CST, TUESDAY, February 27, 2024. If there is any difficulty

submitting a response electronically, please contact the Purchasing Technicians at purchasing@sedgwick.gov for

assistance. Late or incomplete responses will not be accepted and will not receive consideration for final award. If you

choose to send a hard copy of your bid, Sedgwick County will not accept submissions that arrive late due to the fault of the

U.S. Postal Service, United Parcel Service, DHL, FedEx, or any other delivery/courier service.

Bid responses will be acknowledged and read into record at Bid Opening, which will occur at 2:15 pm CST, on

February 27, 2024. We will continue to have Bid Openings for the items listed currently. If you would like to listen in as

these bids are read into the record, please dial our Meet Me line @ (316) 660-7271 at 2:15 pm.

III. Scope of Work

Items listed in this section are requirements to completion of services under this contract.

Minimum Requirements

The county desires the most advantageous service(s) and product(s) available. The following specifications outline

the minimum requirements for this RFB. Minimum requirements are provided to assist vendors in submitting a

thorough response that meets the county's objectives.

• Vendor

1. Vendor will be responsible for any floor patching and repairs.

2. Repair of cove base.

3. Vendor must supply all necessary materials and parts necessary to install carpet including all adhesives.

4. Vendor is responsible for hauling off old carpet.

5. Installation of carpet will be “glue down type of installation.”

6. Installation must be per manufacturer recommendations.

7. All materials shall be submitted to County Project Manager for approval prior to installation.

8. Price to include any freight charges.

RFB #24-0007

Sedgwick County….Working for You

IV. Sedgwick County’s Responsibilities

• Provide information, as legally allowed, in possession of the county, which relates to the county’s requirements or

which is relevant to this project.

• Designate a person to act as the County Contract Manager with respect to the work to be performed under this

contract.

• County reserves the right to make inspections at various points of the project. Contractor agrees to openly

participate in said inspections and provide information to the county on the progress, expected completion date

and any unforeseen or unexpected complications in the project.

V. Bid Terms

A. Questions and Contact Information

Any questions regarding this document must be submitted via email to Dillon Kackley at Dillon.Kackley@sedgwick.gov

by 5:00 pm CST, February 16, 2024. Any questions of a substantive nature will be answered in written form as an

addendum and posted on the purchasing website at https://www.sedgwickcounty.org/finance/purchasing/requests-for-bid-

and-proposal/ under the Documents column associated with this bid number by 5:00 pm CST, February 23, 2024. Firms

are responsible for checking the website and acknowledging any addenda on their bid response form.

B. Minimum Firm Qualifications

This section lists the criteria to be considered in evaluating the ability of firms interested in providing the service(s) and/or

product(s) specified in this Request for Bid. Firms must meet or exceed these qualifications to be considered for award.

Bids submitted must reflect in detail their inclusion as well as the degree to which they can be provided. Any exceptions

to the requirements listed should be clearly detailed in proposer’s response.

Bidders shall:

1. Have proper certification(s) or license(s) for the services/product specified in this document.

2. Ensure that project work meets all local, state and federal laws, regulations and ordinances.

3. Have the capacity to acquire all required permits, bonds, escrows or insurances.

4. Provide appropriate project supervision and quality control procedures.

5. Have appropriate material, equipment and labor to perform job safely and efficiently. All costs associated with

meeting this requirement will be the sole responsibility of the vendor.

C. Evaluation Criteria

An award will be made to the lowest responsible and responsive bidder.

D. Request for Bid Timeline

The following dates are provided for information purposes and are subject to change without notice. Contact the

Purchasing Department at (316) 660-7255 to confirm any and all dates.

Distribution of Request for Bid to interested parties

Clarification, Information and Questions submitted via email by 5:00 pm CST

Addendum Issued by 5:00 pm CST

Bid due before 1:45 pm CST

Board of Bids and Contracts Recommendation

Board of County Commission Award

February 6, 2024

February 16, 2024

February 23, 2024

February 27, 2024

March 7, 2024

March 13, 2024

RFB #24-0007

Sedgwick County….Working for You

E. Contract Period and Payment Terms

A contractual period will begin following Board of County Commissioners (BoCC) approval of the successful firm(s) for

a period of one (I) year, with two (2) one (I) year options to renew.

County may cancel its obligations herein upon thirty-day (30) prior written notice to the other party. It is understood that

funding may cease or be reduced at any time, and in the event that adequate funds are not available to meet the obligations

hereunder, either party reserves the right to terminate this agreement upon thirty (30) days prior written notice to the other.

Payment will be remitted following receipt of monthly detailed invoice.

Payment and Invoice Provisions

https://www.sedgwickcounty.org/media/55477/payment-and-invoice-provisions.pdf

F. Insurance Requirements

Liability insurance coverage indicated below must be considered as primary and not as excess insurance. If required,

Contractor’s professional liability/errors and omissions insurance shall (i) have a policy retroactive date prior to the date

any professional services are provided for this project, and (ii) be maintained for a minimum of three (3) years past

completion of the project. Contractor shall furnish a certificate evidencing such coverage, with County listed as an

additional insured including both ongoing and completed operations, except for professional liability, workers’

compensation and employer’s liability. Certificate shall be provided prior to award of contract. Certificate shall

remain in force during the duration of the project/services and will not be canceled, reduced, modified, limited, or

restricted until thirty (30) days after County receives written notice of such change. All insurance must be with an

insurance company with a minimum BEST rating of A-VIII and licensed to do business in the State of Kansas (must be

acknowledged on the bid/proposal response form).

NOTE: If any insurance is subject to a deductible or self-insured retention, written disclosure must be included in your

proposal response and also be noted on the certificate of insurance.

It is the responsibility of Contractor to require that any and all approved subcontractors meet the minimum insurance

requirements.

Workers’ Compensation:

Applicable coverage per State Statutes

Employer’s Liability Insurance:

Commercial General Liability Insurance (on form CG 00 01 04 13 or its equivalent):

Each Occurrence

General Aggregate, per project

Personal Injury

Products and Completed Operations Aggregate

Automobile Liability:

Combined single limit

Umbrella Liability:

Following form for both the general liability and automobile

__X__ Required / ____ Not Required

Each Claim

Aggregate

Professional Liability/ Errors & Omissions Insurance:

____ Required / __X__ Not Required

Each Claim

Aggregate

Pollution Liability Insurance:

__X__ Required / ____ Not Required

Each Claim

Aggregate

$500,000.00

$1,000,000.00

$2,000,000.00

$1,000,000.00

$2,000,000.00

$500,000.00

$1,000,000.00

RFB #24-0007

Sedgwick County….Working for You

On-Call Carpet Services

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See Also

RFB/RFP	Due Date	Description	Document	Pre-bid Conference
24-0007	2/27/2024 1:45:00 PM	On-Call Carpet Services	RFB