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HomeMy WebLinkAboutFire Sprinkler Proposal 5-8-2013 HARNETT COUNTY FINANCE/PURCHASING REQUEST FOR PROPOSALS FIRE SPRINKLER SERVICE CONTRACT FOR THE PERIOD OF JULY 1, 2013 THROUGH JUNE 30, 2016 DUE DATE: NO LATER THAN 5:00 PM, May 8, 2013 QUESTIONS: CHRIS JOHNSON, PUBLIC BUILDINGS SUPERVISOR CJOHNSON@HARNETT.ORG, TELEPHONE: 910-893-7538 FAXES OR E-MAILS ARE NOT ACCEPTED FOR THIS QUOTE THE COUNTY OF HARNETT RESERVES THE RIGHT TO REJECT ANY OR ALL BIDS RECEIVED, OR TO SELECT THE BID WHICH, IN OUR OPINION, IS THE BEST OVERALL INTEREST OF THE COUNTY. MAIL OR DELIVER BIDS IN A SEALED ENVELOPE IDENTIFIED “QUOTE ENCLOSED PB-05082013”, YOUR FIRM NAME AND THE DELIVER BY DATE ON THE OUTSIDE OF THE ENVELOPE TO: Renea Warren-Ford Purchasing Specialist 102 E. Front Street P.O. Box 760 Lillington, N.C. 27546 INFORMAL REQUEST FOR PROPOSALS Title: Fire Sprinkler Contract RFP#: PB-05082013 Issue Date: April 22, 2013 Due Date/Time: May 8, 2013 by 5:00 Issuing Agency: Harnett County Public Buildings Department 801 S. First Street Lillington, NC 27546 The Harnett County Public Buildings Department hereby solicits sealed proposals to provide a three-year contract for the service and maintenance of fire sprinklers located in various County government locations, as more particularly described in the attached specifications. All proposals shall be sealed indicating “Proposals Enclosed, PB-05082013, your firm name, and deliver by date prominently on the front of the each sealed proposal envelope or package. Electronically submitted (e-mail/fax) proposals will not be accepted. Sealed proposals will be accepted until 5:00 p.m., May 8, 2013. Blueprints can be viewed Monday through Friday, 8:00 a.m. until 5:00 p.m., at the Public Buildings office located at 801 S. First Street in Lillington, NC 27546. No walk-through will be needed. The Request for Proposal form to be used by the bidders, and specifications of the services and maintenance to be performed are attached. The County of Harnett hereby reserves the right to reject any and all Request for Proposals. GENERAL CONDITIONS How to Submit Bid Proposals: Proposals must be mailed or delivered allowing sufficient time to ensure receipt by the County of Harnett on May 8, 2013. Proposals not received by the date specified will not be opened or considered, unless the delay is a result of the negligence of the County, its agents, or assigns. Mailing Address: Harnett County Finance Renea Warren-Ford, Purchasing Specialist PO Box 760 Lillington, N.C. 27546 Hand Delivery: Harnett County Finance Renea Warren-Ford, Purchasing Specialist 102 E. Front St. Lillington, N.C. 27546 Contact Information: Harnett County Public Buildings Chris Johnson 910-893-7538 Standards for Acceptance of Proposal for Award Contract: The County reserves the right to reject any or all proposals. The award for Harnett County’s fire sprinkler services contract may be made to the responsible bidder (also sometimes referred to as “Contractor”) that best meets the needs and interests of Harnett County, taking into consideration quality and performance. Harnett County reserves the right to bid any other services for fire sprinklers not listed herein and/or award same to successful vendor. Compliance with Laws: The Contractor shall obtain and maintain all licenses, permits, liability insurance, worker’s compensation insurance and comply with any and all other standards or regulations required by Federal, State, or County statute, ordinances and rules during the performance of any contract between the bidder/contractor and the County. Any such requirement specifically set forth in any contract document between the bidder and the County shall be supplementary to this section and not in substitution thereof. Bids for All or Part: Unless otherwise specified by the County or by the bidder, Harnett County reserves the right to make award on all items or on any of the items according to the best interest of the County. Bidder may restrict his bid to consideration in the aggregate by so stating, but must name a unit price on each fire sprinkler bid upon as shown on Attachment C. Contract Term/Conditions: This is an annual contract for three years starting July 1, 2013 and ending on June 30, 2016. Bidder warrants that bid prices, terms, and conditions quoted in his/her bid will be firm for acceptance for a period of three (3) years. The County reserves the right to add or remove fire extinguishers if the need arises. Contract Extension: Harnett County reserves the right to renew this contract each year with the same terms and conditions upon agreement of both parties, provided that funds have been appropriated by the governing board and performance under this contract has been satisfactory. Price increase shall be considered at contract renewal time and may be cause for non-renewal. Completeness: All information required by Request for Proposal must be complete and submitted to constitute a responsible bid. Attachment C must be filled out in its entirety and a copy of all licenses and certification required must be attached. Acceptance of Service: In the event that the service supplied to the County does not conform to specifications, the County reserves the right to cancel the service upon 30-day written notice to the Contractor at the Contractor’s expense. Guarantee: Unless otherwise specified by the County, the Contractor will unconditionally guarantee the service and workmanship on all services. If within the guarantee period, any defects occur which are due to faulty services, the Contractor, at his/her expense, shall repair, adjust the condition, or replace the services to the complete satisfaction of the County. These repairs, replacements, or adjustments shall be made only at such time designated by the County to be the least detrimental to the operation of County business. Transfer or Assignment: The covenants and agreements contained within the awarded bid are specifically binding and the County will not allow the awarded bid to be transferred or assigned to any other party or parties without the express written consent form the County, which shall not be unreasonably withheld. Indemnity & Insurance: The Contractor will indemnify and hold harmless the County, its officers, agents, and employees from and against all loss, cost, damages, expense and liability caused by accident or other occurrence resulting in bodily injury, including death and disease to any person, or damage or destruction to property, real or personal, arising directly or indirectly from operations, products, or services rendered or purchased under the contract. Where Contractors are required to enter or to go onto County property to deliver materials or perform work, the contractor, at his/her sole expense, will purchase and maintain the insurance listed below as A, B, & C. Where Contractors will not be required to enter or go onto County property and will only provide supplies, materials, or equipment, the Contractor, at his sole expense, will purchase and maintain insurance coverage designated below as B. Automobile – Automobile bodily injury and property damage liability insurance when the services to be performed require the use of motor vehicles. Commercial General Liability-Bodily injury and property damage liability as will protect the contractor from claims of bodily injury or property damages which arise from operations of this contract. The amounts of such insurance shall not be less than $1,000,000.00 bodily injury and property damage – combined single limit each occurrence/aggregate. This insurance shall include coverage for products/completed operations, personal injury liability and contractual liability. Workers’ Compensation and employers’ liability meeting the statutory requirements of the State of North Carolina. The successful bidder shall provide the County with a certificate of such insurance and shall contain the provision that the County will be given thirty (30) days written notice of any intent to amend or terminate by either the insured or the insuring company. However, a ten (10) day notice is sufficient for cancellation due to non-payment of premium. Default Provision: Failure to satisfactorily perform the services required by the contract for the project will be grounds for Harnett County to declare the successful bidder in default. Unless otherwise provided herein, the Contract may be cancelled or annulled with a 30-day notice by Harnett County in whole or in part by written notice of default to the bidder upon nonperformance or violation of contract terms. An award may be made to another bidder for services specified, or they may be purchased on the open market and the defaulting Contractor shall be liable to Harnett County for costs to the County in excess of the defaulted contract prices. The bidder shall continue the performance of this contract to the extent that any part is not terminated under the provisions of this clause. Certification of Independent Price Determination: By submission of this bid, the bidder certifies and, in the case of a joint bid, each party thereto certifies as to its own organization, that in connection with this procurement: The price in this bid have been arrived at independently, without consultation, communication, or agreement for the purpose of restricting competition as to any matter relating to such prices with any other bidder or with any competitor; Unless otherwise required by law, the prices which have been quoted in this bid have not and will not be knowingly disclosed by the bidder prior to bid opening, directly or indirectly, to any other bidder or to any competition; and No attempt has been made or will be made by the bidder to induce any other person or firm to submit or not to submit a bid for the purpose of restricting competition. Offer/No Bid. All contractors in receipt of a Request For Proposal for a project are urged to respond with an Offer or a No Bid. Oral Explanations. The County will not be bound by oral explanations or instructions given at any time during the proposal process or after a project is awarded. Qualified Vendor: A “Qualified Vendor” is defined for this purpose as one who meets, or by the date of bid acceptance can meet, all requirements for licensing, insurance, and service contained within these specifications. Equipment and Supplies: Vendor must provide all equipment and supplies to properly inspect fire sprinkler to the specifications of the County. List Five References For Whom You Are Providing Services: The County requires a minimum of ten (10) years experience. Prospective Contractor must supply at least five (5) references from government agencies and/or private firms for which it has done similar or related work during the past three years. 1. Agency or Firm Name:   Business Address:   Contact Person:   Telephone Number:    2. Agency or Firm Name:   Business Address:   Contact Person:   Telephone Number:    3. Agency or Firm Name:   Business Address:   Contact Person:   Telephone Number:    4. Agency or Firm Name:   Business Address:   Contact Person:   Telephone Number:    5. Agency or Firm Name:      Business Address:   Contact Person:   Telephone Number:    N.C.G.S. Sect. 143, Articles 3 and 3C. : Pursuant to Article 3 and 3C, Chapter 143 of the North Carolina General Statutes, the State invites and encourages participation in this procurement by businesses owned by small contractors, minorities, women, and the disabled. Place an X by the appropriate response below if you choose to be identified as a qualified business as referenced above. _____ I American Indian _____A Asian American _____B Black, African American _____D Disabled _____F Female _____H Hispanic _____S Small Contractors 20. Contractor’s Representative for Business Purposes: The name, mailing address, Electronic mail address, facsimile number, and telephone number of the Contractor’s Authorized agent with authority to bind the firm and answer official questions Concerning the Contractor’s proposal must be clearly stated. 21. Equal Opportunity Employer: Harnett County is an equal employment opportunity employer. The County is a federal contractor, and therefore the provisions and affirmative action obligations of 41 CFR § 601.4(a), 41 CFR 60-741.5(a), and 41 CFR 60-250.4 are incorporated herein by reference, where applicable. COUNTY OF HARNETT LILLINGTON, NORTH CAROLINA SPECIFIED TERMS AND CONDITIONS FOR FIRE SPRINKLER SYSTEM MAINTENANCE CONTRACT This describes the terms and conditions for a three (3) year fire sprinkler system maintenance contract with Harnett County for various government building locations in Harnett County, as more particularly described herein. This agreement shall be for three (3) years starting July 1, 2013 and ending June 30, 2016, subject to appropriation by the Harnett County Board of Commissioners. 1. Required Services for Facilities: A. Maintenance Services Required. Contractor shall provide the necessary labor and materials to keep all fire sprinkler systems in full operation as designed and as required by law. Contractor shall conduct all inspections required to be performed by federal, state or local law on all equipment described in Attachment A, attached hereto and hereby incorporated herein (hereinafter referred to as the “Equipment”). All inspections performed on the Equipment by Contractor shall meet NFAPA-25 standards. B. Full maintenance Contract. The contract awarded shall be a maintenance contract for the Equipment listed in Attachment A, all costs for labor and materials necessary to repair and/or replace the Equipment shall be included in the price set forth in Attachment B, attached hereto and hereby incorporated herein. There shall be no charge to County for the maintenance, repair and inspection of its fire alarm systems, except for the annual contract price identified in Attachment B. Contractor shall maintain sufficient material/parts stock to prevent extended downtime of the County’s fire sprinkler systems. C. Emergency Repair and Response. Contractor shall be available twenty-four (24) hours a day, seven (7) days a week, three hundred sixty-five (365) days a year to provide emergency repair and response for the County’s fire sprinker system, if required. There shall be no additional charge to the County emergency call or repairs. Contractor shall be available to County by telephone within thirty (30) minutes and on-site at the County facility within two (2) hours of notification to an emergency call. D. Scheduling. All inspections shall occur during normal County business hours, Monday through Friday from 8:00 a.m. to 5:00 p.m., unless otherwise directed by County. Inspections are to to be scheduled so as not to impact customer activities in the buildings. Contactor shall coordinate with the vendor who inspects and services County’s fire alarm system when completing the inspections required hereunder, and shall provide a minimum of twenty-four (24) hours notice when fire alarm vendor needs to be onsite for fire sprinkler inspections. E. Documentation. Contractor shall prepare and maintain documentation during its inspection of the Equipment that at a minimum, individually lists each each piece of Equipment, identifies whether the Equipment passed/failed the inspection, the date of inspection, the technicians name and signature and any noted impairments of the Equipment. All documentation prepared during the inspection shall be delivered to County within seven (7) days of the inspection. 2. Employee Rules: Contactor shall ascertain that all employees abide by the Following rules: Supervisor/employees shall not disturb any papers, boxes, or other materials. Employees shall report any personal injury or property loss or damage to their supervisor immediately. The supervisor shall report the location and extent of damage to the County as soon as possible. Supervisor/employees shall not open drawers, file cabinets, or use any telephone except public pay phones unless given specific prior approval by the County. Supervisor/employees shall not leave keys in doors or admit anyone to any building or office who is not a designated employee of the County. All doors, which were locked upon entry, will be immediately re-locked after entry. Supervisor/employees shall not engage in idle or unnecessary conversation with County employees or visitors to the buildings. Supervisor/employees shall not remove any article or materials from the premises, regardless of its value or regardless of any employee or tenant’s permission. This includes the contents of or any item found in trash containers in or around the premises. Supervisor/employees shall abide by rules and regulations set forth by the State of North Carolina which affects the performance of the work. Upon written request of the County to the Contractor, any Contractor's employee who fails to abide by these or other rules established by the County will be immediately removed from the job and replaced. 3. Staff Qualifications: At the Contractor’s sole expense, all janitorial personnel should, at a minimum, completely satisfy the following conditions or trainings before working on County premises: Verified, Clear Background Check Verified Reference Checks OSHA Training Safety Training B. At the time of submitting this proposal, and at all time during the contract with the County, Contractor shall hold a North Carolina Fire Sprinkler Installation Contractor License (FS Classification) and a North Carolina Fire Sprinkler Inspection Contractor License (IC Classification). C. The Contractor warrants and agrees that all of its staff performing Maintenance and repairs on the County’s fire sprinkler system pursuant to this proposal shall be trained for the services they are to perform. 4. Payments: Invoices for the services shall be submitted by Contractor to County each month for services rendered. Invoices should be submitted on or before the twenty-eighth (28th) day of each month in twelve (12) equal installments. Payment for services will be Net 30. Respectfully submitted this ___________day of __________2013 By:_______________Title:_________________________ Telephone Number:_____________________________________ Vendor:______ __________________________________ _______________________________________________ EXECUTION OF PROPOSAL PAGE Harnett County Fire Sprinkler System Maintenance Service Contract     Date:    By submitting this proposal, the Contractor certifies the following: An authorized representative of the firm has signed this proposal. It can obtain insurance certificates required within 10 calendar days after notice of award. The Contractor has determined the cost and availability of all equipment, materials and supplies associated with performing the services outlined herein. All labor costs, direct and indirect, have been determined and included in the proposed cost. The Contractor is aware of the prevailing conditions associated with performing this contract. The Contractor agrees to complete the scope of work for this project with no exceptions. Therefore, in compliance with the foregoing Request for Proposal, and subject to all terms and conditions thereof, the undersigned offers and agrees, if this proposal is accepted within (60) days from the date of the opening, to furnish the services for the prices quoted. Contractor:   Mailing Address:    City, State, Zip Code:   Telepho ne Number:   Principal Place of Business if different from above   By  Title:    (Type or Print Name)        (Signature)   Fire Sprinkler Specs All bidders must have: NC Fire Sprinkler Installation Contractor License (FS classification) NC Fire Sprinkler Inspection Contractor License (IC classification) All inspections should meet NFPA-25 standards. Inspections to be done on all equipment listed in Attachment A. Blueprints can be viewed Monday through Friday, 8-4, at Public Buildings. No walk-through needed. Inspections are to be scheduled so as not to impact customer activities in the buildings. Inspection documentation to include complete device list with pass/fail, date tested, technician initials and any impairments as a minimum. All documentation to be delivered to customer with 7 days of inspections. Provide maintenance and repair labor and material to keep all systems in full operation as designed and required. Material stock should be maintained to prevent extended downtime due to failure of critical components. Provide 24/7/365 emergency repair and response for the systems at no additional charge to the county. Response time is 30 minute phone and 2 hour on site.