RFPs

Health and Human Services
REQUEST FOR PROPOSAL

OWNER:
MILLE LACS BAND OF OJIBWE
43408 Oodena Drive
Onamia MN 56359

DATE ISSUED:
July 29, 2026

BID DATE:
August 19, 2026

PROJECT:
District 3 Senior Living General Spaces Flooring Replacement – LVT Installation

TO:
QUALIFIED FLOORING CONTRACTORS

THIS IS NOT A CHANGE ORDER NOR A DIRECTION TO PROCEED WITH THE WORK DESCRIBED HEREIN.

The Mille Lacs Band of Ojibwe, Health and Human Services Facilities Department will be accepting sealed lump sum bids for a commercial remodel project to be performed at the District 3 Senior Living located at 38786 Hinckley Road, Hinckley, MN. Bids will be due Wednesday, August 19, 2026, by 3:00 PM. Bids received will be opened and qualified by the Mille Lacs Band of Ojibwe on Thursday August 20, 2026 at 10:00 AM.

A mandatory pre-bid site visit will be held on: Friday July 31, 2026 at 2:00 PM, on-site at the District 3 Senior Living located at 38786 Hinckley Rd., Hinckley, MN. Any questions please reach out to Curt Kalk Jr., HHS Facilities Director – Cell: 320-362-1657 and Email: kurt.kalkjr@hhs.millelacsband-nsn.gov

Attendance by a representative of each bidding contractor is required to verify field conditions, measurements, access requirements, and project sequencing. Additional information will be available to bidders at the pre-bid site visit.

General Notes:
It is the Contractors responsibility to identify any and all discrepancies in the scope of work, not meeting Industry Standards or that which is inconsistent with the International Building Code (IBC), and the 2024 Mille Lacs Band of Ojibwe: Health and Human Services Project Specification Book. All work shall comply with current International Building Code (IBC), Minnesota Building Code, applicable ADA Accessibility Guidelines, manufacturer installation requirements, OSHA regulations, and Mille Lacs Band standards. Any discrepancies discovered within the scope of work must be identified prior to bid submission.

1. Contractor will secure all permits and fees.
2. Contractor is responsible for a thorough investigation of the scope of work.
3. Contractor will repair any damage to the property or structure created by the scope of work.
4. Contractor shall field verify all dimensions.
5. Contractor shall coordinate all work with HHS Facilities and the Senior Living Manager to minimize disruption to residents and staff.
6. The contractor shall protect adjacent finishes and occupied areas from dust, debris, and damage.
7. The contractor shall remove all construction debris daily and leave a clean and organized work site.
8. The contractor shall provide all labor, supervision, equipment, materials, disposal, and incidentals necessary to complete the project.
9. The contractor must always maintain safe access for residents and emergency personnel.
10. Work may be required during evenings or weekends if requested by the Owner.
11. NO WORK SHALL BE PERFORMED UNTIL ALL REQUIRED PERMITS HAVE BEEN ISSUED AND COPIES IN THE POSSESSION OF THE HHS FACILITIES DEPARTMENT AND /OR MILLE LACS BAND BUILDING OFFICIAL.

Health and Human Services will, to the greatest extent feasible, give preference in the award of contracts to Indian organizations and Indian-owned economic enterprises in accordance with Mille Lacs Band procurement requirements.

Project Narrative:
This project will consist of removal and replacement of the flooring in the general and public spaces of the Senior Living building in District 3. Work in general will include removal and disposal of all old carpeting, removal of all base coverings, and trim work. Any material that cannot be reused or matched must be replaced. Removal includes removing old carpeting and any remainders of binding material that is present and could/would interfere with the new flooring installation. Any materials, base coverings, trim, or other items removed during demolition that cannot be matched to the current building standard must be replaced.

Work Scope:

1. The Contractor shall furnish all labor, materials, equipment, supervision, transportation, and disposal necessary to complete the following:

Demolition:
2. Remove all existing flooring throughout designated project areas.
3. Remove existing vinyl and wood base and trim materials as required to completely demo and install new flooring.
4. Remove adhesives as necessary.
5. Dispose of all materials off-site in accordance with applicable regulations.

Floor Preparation:
6. Inspect existing concrete subfloor, repair minor cracks and imperfections. Grind high spots. Patch and/or fill and level low areas as required.
7. Prepare substrate in accordance with flooring manufacturer specifications.

New Flooring Installation:
8. Install commercial-grade Luxury Vinyl Tile (LVT) including:
9. Flooring must meet the minimal requirements as listed:
10. Commercial wear layer (minimum 20 mil recommended)
11. Slip-resistant finish
12. Healthcare-grade finish
13. Moisture-resistant construction
14. Aesthetics Color and pattern selected by HHS Facilities Senior Living Manager and Senior Living Resident(s)
15. Matching transition strips
16. Cove or rubber base throughout
17. New Flooring Installation
18. Install commercial-grade Luxury Vinyl Tile (LVT) including:
19. Highlighted Spaces on the Floor Plan including but not limited to corridors, common areas, dining areas, activity rooms, offices, and other defined spaces.

Infection Control Requirements:
20. Because work is occurring within an occupied senior living environment, Contractor shall: Maintain dust barriers, Utilize HEPA filtration when required and minimize airborne dust, protect HVAC systems and maintain clean work areas.

21. Contractor shall include a contingency allowance line of $5,000.00 to be utilized by the Owner for project scope changes, unforeseen conditions or otherwise unspecified work. Contractor shall submit any change request to the Owner for review/approval before commencing with any addendums will be made available to all bidders.

Specified Product Substitutions:
All proposed product substitutions must be approved by the Facilities Director five (5) business days prior to bid due date. Any approved substitutions will be made available to all bidders.

Contacts:
Interested bidders shall contact Curt Kalk Jr., HHS Facilities Director, at 320.362.1657 or at kurt.kalkjr@hhs.millelacsband-nsn.gov to obtain bid form and to be included on the bidder’s list in the event that any addendums are issued for this project.

Bidding notes:

1. Submit proposal in lump sum (removal, supply, and install), not to exceed amount
2. All Contractors (including subcontractors) must comply with Davis Bacon wage requirements.
3. All Contractors must provide the following along with their bid submittal:
   a. Completed and signed MLB Health and Human Service’s Facilities Bid Form
   b. A copy of Current MLB Vendor’s License (or a copy of the submitted application)
   c. A copy of Current Insurance Certificate
   d. Surety Bond Letter – when required
   e. A copy of Subcontractor/Material Supplier list
   f. Estimated Timeline/Schedule for the project
   g. A copy of valid State of Minnesota Contractor’s License
   h. A copy of Authorized Signature Sheet (submitted with first bid submittal)
4. All Contractors must comply with all Mille Lacs Band of Ojibwe American Indian Employment requirements (see 18 MLBSA § 5). Contact Lori Trail at (320) 532-4778

All proposals must be mailed and labeled as follows:
Mille Lacs Band of Ojibwe
Health and Human Services: Facilities Department
Sealed bid: District 3 Senior Living
Floor Replacement
P.O. Box 509
Onamia, MN 56359

**Please note that the bids must be submitted via mail to the P.O. Box. FedEx and UPS will not deliver to a P.O. Box and the Onamia post office will not accept hand-delivery items. Please plan accordingly to ensure the timely receipt of your bid submittal.

The Band reserves the right to reject any bid that it is unable to collect at the Onamia post office by the bid deadline date and time, provided that the Band has made diligent and reasonable efforts to collect the bid. The Band reserves this right even in the event that the bid has been postmarked before the deadline.

PROPOSALS NOT SUBMITTED IN THIS MANNER WILL BE REJECTED.

Licensing:
Firms must be licensed with the Mille Lacs Band of Ojibwe. A copy of this license (or the license application) must accompany each bid. Licensing process can take several weeks. If you are not currently licensed with the MLBO, please submit a copy of your license application along with your proposal. Contact Jackie Smith at (320) 384-4773 or via email at JSmith2@grcasinos.com with questions regarding licensing and for the license application.

PERMIT AND CONTRACTOR REQUIREMENTS:
Permits: Contractors are responsible for obtaining all necessary permits for all work, including Mille Lacs Band of Ojibwe (MLBO) Permits.

Bonding Requirements: In accordance with Mille Lacs Band Statute.

MLBSA Section 17 Procurement Statue Ordinance 03-06 states the following:

Section 17. Bonding

A. In construction contracts that are federally funded or deemed commercial, bonding is required. These types of contracts demand a performance bond not less than twenty (20%) percent of the total contract price, but not to exceed $500,000.00. A performance bond requirement is to ensure that, if a contractor defaults, the Band may request that the surety pay the expense incurred to complete the construction contract.

B. In addition, all construction contracts identified as federally funded or commercial shall be covered by a payment bond equal to one payment installment or cover subcontractors/suppliers as determined by the Contracting Officer or his agents. The payment bond must contain language stating that if the contractor fails to make a payment to its subcontractors/suppliers, the surety will make the necessary payment.

SECTION II – BIDDING FORMS
Bidding Requirements and Contract Forms
Health and Human Services

FACILITIES DEPARTEMENT

FY 2026 CONSTRUCTION BID FORM
REQUIRED FOR ALL BIDS

FIRM NAME: ____

JOB/PROJECT: District 3 Senior Living Flooring Replacement

BASE BID – (Labor and materials including all allowances and contingency):

___$____
(Written Value) (Dollar Amount)

ALTERNATE #1 (Description)

__$____
(Written Value) (Dollar Amount)

ALTERNATE #2 (Description)

___$____
(Written Value) (Dollar Amount)

Acknowledgement of Addendum(s): 1) __ date 2) date 3) date

BID GUARANTEE PERIOD:
I agree to hold this bid open for a period of 90 days after the bid opening. If this bid is accepted I agree to execute a Contract and/or a Purchase Order with the Mille Lacs Band of Ojibwe along with furnishing all required bonding (if required) and insurances.

TERO COMPLIANCE:
I understand that this company, its subcontractors and all employees performing work on this project will be expected to comply with all Mille Lacs Band TERO Compliance Regulations. Upon being informed that I will be awarded a contract for this project, I will submit all required TERO Compliance Plans directly to the MLB TERO Office for review and approval.

Acknowledgement of TERO Compliance: _____

ATTACHMENTS REQUIRED: Failure to provide any of these attachments will result in bid disqualification.

• MLB BID FORM (MUST BE SIGNED)
• SCHEDULE OF VALUES
• MLBO VENDOR LICENSE
• COPY OF CURRENT INSURANCES
• LETTER FROM BONDING SURETY (REQUIRED)
• COPY OF MINNESOTA CONTRACTORS LICENSE (if required)
• SUB-CONTRACTOR/SUPPLIER LIST (Include values)

NAME: ____TITLE:____

SIGNATURE: ___DATE:____

FIRM NAME: ____TELEPHONE:_____

ADDRESS: ____

EMAIL ADDRESS: _____