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Department of Management Services

Frequently Asked Questions

Frequent Questions & Answers

  1. How do I know where to submit an order to the contractor?

    Visit the contractors’ Web page under this state term contract to view a table of current contractors. This table contains the name, phone number, and e-mail address of the contact where you should submit orders.

  2. I have a carpet project, and I’ve never done this before. Do you have a checklist?

    Yes, the “Instructions to Using Agency” is a guide for purchasing procedures and servicing dealer responsibilities.

  3. What forms should be completed for carpet installation?

    The forms are included in the contract (pages 37-40) and should be completed in order to ensure all aspects and responsibilities of the project are addressed for completion: Quotation Form, Change Order & Special Request Form, and Contract Completion Form.

    Contract Document:

    in Word

    in .PDF

  4. Can I order any flooring products on this carpet contract?

    Eligible products include broadloom carpet, carpet tiles, and rubber. Carpet manufacturers may also include optional products such as VCT, linoleum, sheet vinyl, and walk-off mats to complete the carpet project. Ceramic tile products are not included in this contract.

  5. Can I order carpet products without installation on this carpet contract?

    Not at this time. All purchases under this contract must be installed.

  6. If I am placing a large order, can I get additional pricing discounts from the contractor?

    For large single orders, the Division of State Purchasing encourages you to request additional discounts from the listed contract prices from the contractors. Although not required to provide additional discounts, contractors can pass on volume-based savings (e.g., shipping, handling) to buyers under the terms of the contract.

  7. Is there a minimum order size for this contract?

    Some products have minimum order amounts. Please check with the contractor.

  8. Does the contractor accept PCards (purchasing cards)?

    Yes, the contractor(s) accepts PCards.

  9. Does the contractor offer any early payment incentives or partial payment option?

    The Division of State Purchasing has not negotiated early payment discounts as part of the standard terms and conditions of this contract. If you are interested and able to pay promptly, you should contact the contractor directly to see if they are willing to provide early payment discounts to you. However, eligible users are encouraged to allow the manufacturer to bill for materials and have a partial payment of up to 80% of the total purchase order dollar amount, especially for large jobs and jobs where installation is delayed. Terms should be presented in writing and approved by both parties prior to any work being performed. At a minimum, terms should address expected delivery, installation dates, payment terms, and penalties.

  10. What should I do if I have an issue with the contractor?

    If you are unable to resolve an issue with a contractor, you can contact the Contract Administrator listed for the contract on our website to explore additional options. These options include: complete a vendor performance survey online to document the issue, work with the Department of Management Services (DMS) to elevate the issue with the contractor representatives, or submit a vendor complaint that requires a formal response from the contractor.

  11. Who do I contact in the Division of State Purchasing for additional help on how to use this contract?

    If you have a question after reviewing these FAQs, contact the Contract Administrator listed for the contract online for additional assistance.

  12. Who do I contact if I can get better pricing than the pricing listed on this state term contract?

    The Division of State Purchasing recommends you contact the contractor to see if they will match the lower price under this contract. If they will not match the price, you may contact the Contract Administrator listed for this state term contract online and provide pricing details. This feedback helps us understand the pricing competitiveness of this state term contract.

  13. What should I do if the products or services on this state term contract are also available on another statewide agreement?

    If there is overlap of products or services across multiple statewide agreements, agency buyers are required to purchase from existing state term contracts if one exists. Eligible users are encouraged to purchase from the statewide agreement that provides the best value to their entity.