1-RFP 2025-60 Fire Hose Testing.pdf

RFP# 2025-060

CCFES Fire Hose Testing

THE PROJECT: The Cherokee County Board of Commissioners Purchasing Department (County) is requesting competitive sealed Proposals in support of Cherokee Fire & Emergency Services (CCFES) in seeking Annual Fire Hose Testing in accordance with NFPA 1962, meeting the specifications and as described herein.

There will not be a mandatory meeting to review the requirements.

All times in the solicitation are local times to Cherokee County, Georgia in the Eastern Time Zone.

This Request for Proposals is one of two documents making up this solicitation. The second document is Cherokee County Standard Solicitation Terms and Conditions, which contains all the standard forms potentially required to accompany a submission. Both of these documents together constitute the entire solicitation at the time of issuance.

The County reserves the right to reject any or all bids/proposals, to waive technicalities and to make a selection and final award as deemed to be in the best interest of the County, including using any form of contract it deems most advantageous to the County.

SCHEDULE:

Issued 9/30/2025

[Offeror Conference]

Questions Due 10/7/2025 10:00am

Answers Due 10/9/2025

Proposals Due 10/23/2025 10:00am

Anticipated Award Date 11/18/2025

*NOTE: DATES NOT BOLDED ABOVE ARE SUBJECT TO CHANGE WITHOUT NOTICE.

Cherokee County Board of Commissioners Purchasing Department

1130 Bluffs Parkway, Canton, GA 30114 Phone: (678) 493-6000

Fax: (678) 493-6035

REQUEST FOR PROPOSAL

Solicitation Requirements & Instructions, THE EXPECTED PERIOD OF PERFORMANCE:

The base period of performance is broken down into two areas; Physical Delivery of Product(s) and Service Delivery. This is a function of the Statement of Work (SOW) and/or specification and reflects if there is physical item or items to be delivered and / or delivery of services. An X in the box corresponding to item 1 below, Physical Delivery indicates a physical item or items are to be delivered and an X in the 2. Delivery of Services indicates that Services are to be performed. Either or both may apply to the work contemplated by this solicitation.

Additionally, should there be an X in the box corresponding item 3. Option Grant, then the County requests the right to extend the period of performance beyond the Base Rate as specified.

1. NO PHYSICAL ITEMS/GOODS PHYSICAL DELIVERY OF ITEMS/GOODS REQUIRED:

For Physical Delivery solicitations, the period of performance for an award shall begin with either the placement of Purchase Order or the date indicated on the Agreement. All items to be delivered are to be FOB Cherokee County at the address indicated in the solicitation.

Performance shall be complete upon final acceptance by the County. Time is of the essence for the delivery of each item specified. Warranty requested as below:

Warranty Term Requested: ____

2. No SERVICES REQUIRED PERFORMANCE OF SERVICES:

For Performance of Services solicitations, the period of performance shall begin with the placement of either a Purchase Order or the date of the Agreement unless the Agreement, the SOW or the Solicitation Terms indicate that performance shall begin upon the issuance of a Notice to Proceed (NTP), in which case the NTP would represent the beginning of performance. Term of services requested are as below:

Services Term:

One Year 5 Years (inclusive of all auto-renewals)

3. OPTION GRANT:

This solicitation contains requested options; please see Statement of Work for details.

SUBMITTAL INSTRUCTIONS:

Interested Bidders/Proposers should carefully review the requirements defined herein and provide complete and accurate submissions that should include the following items (only items indicated with an “X” in the corresponding boxes are required for this solicitation):

Information and Addenda Acknowledgement Form (Appendix A) Non-Influence and Non-Collusion Affidavit (Appendix B) E-Verify Affidavit (Appendix C) References* (Appendix D) Acceptance of County’ Standard Agreement**, as below: (Appendix E)

Professional Services Agreement (Sample provided) Certification Regarding Debarment, Suspension, and Other Responsibility Matters

Primary Covered Transactions (Appendix F) Evidence of/ability to provide Insurance at the limits identified herein,*** Certifications, Licenses or Registrations as required by law and/or as requested Cost Proposal Form (Exhibit 1) Any other requirements as requested under the scope of work

All documents listed above with an in the box are required to be submitted with complete and accurate information including signatures and notarization where required. Failure to comply with this requirement will be deemed as non-responsive. (Appendices A-F can be found in the Cherokee County Standard Solicitation Terms and Conditions Document)

Notes:

*The County reserves the right to contact not only those references provided, but may also use previous performance for the County, other contacts it identifies, and other sources of information believed to be viable to evaluate capability, viability and performance.

**If Acceptance of County’s Standard Agreement is checked, all work/items defined herein are to be quoted according to these requirements. Copies of these agreements can be located at the County’s Procurement web page.

***Insurance levels requested are those identified in the County’s Standard Agreement, section “I.”

****Standard Solicitation Terms Refer to Cherokee County Standard Solicitation Terms and Conditions

EVALUATION CRITERIA:

Bids/Proposals that contain options or additive work above and beyond the base bid will be evaluated financially according to the criteria described in the solicitation. However, should the use of options or additive work proposed exceed the County budget, the County retains its rights to address such situations as described in its Standard Terms For Bid and Proposal Solicitation as well as the right to award based on the base bid only or the base bid plus quoted additive work that is within its budget.

Bids determined to be Responsive and Responsible will be ranked based Bid Form Criteria.

OR

Proposals determined to be Responsive and Responsible will be evaluated on the following criteria:

Evaluation Criteria Weight

Company Information 10%

Previous Project Experience & References 25%

Project Staffing & Approach 25%

Price 40%

Evaluation Factors In addition to meeting all responsiveness requirements outlined in the Submittal Instructions, and in the Minimum Qualifications, contractors must address each of the evaluation factors listed below in their proposal. Proposals that do not fully respond to these factors may be deemed non-responsive and excluded from further consideration.

A. Company Information - 10%

• Company name, address, and primary contact information.

• Summary of company background, years in business, and qualifications.

B. Previous Project Experience & References - 25%

• Provide references for at least five (5) agencies for which hose testing of similar size/scope was completed within the past 12 months.

• Minimum of three (3) years of experience in fire hose service testing and inspection.

• Provide reference and experience verification details, including contact info and scope of work completed

C. Project Staffing & Approach - 25%

• Identify project supervisor with resume, years of experience, certifications, and industry background.

• Identify all technicians to be assigned, including certifications and training.

• Provide a staffing plan with number of personnel onsite daily.

• Provide proposed schedule, including daily testing quantities and ability to meet the

County’s two-week timeframe.

• Address any concerns with the County’s desired completion window.

• Demonstrate ability and expertise in fire hose testing in compliance with NFPA 1962.

• Provide contingency plan in case of equipment failure, personnel absence, or weather delays.

• Explain how fire hose test results are documented, maintained, and communicated, ensuring accuracy, completeness, and timely delivery to the County

• Describe the equipment and technology to be used, including hose testing devices, calibration procedures, and any other tools that ensure accurate and reliable results.

D. Pricing – 40%

• Proposers must complete, sign, and return the Cost Proposal Form (Exhibit 1).

• Pricing must be all-inclusive, covering labor, materials, equipment, transportation and overhead.

• CCFES will compensate based on the actual linear feet of hose tested. Quantities may vary slightly. On the Cost Proposal Form, proposers must provide both:

- a cost per foot, and

- a total amount based on the estimated quantities provided

• Proposers must clearly identify any additional costs associated with hose testing that are not included in the per-foot price

• Proposers must state whether pricing will remain level for the full five (5) years of the contract.

If not, proposers must specify the anticipated percentage increase per year or contract period.

References may be contacted should the evaluation team deem them necessary.

Proposals will be scored on the above evaluation criteria. Failure to provide information necessary to evaluate proposal, may result in a lower scoring proposal.

The County reserves the right to reject the bid of any vendor who has previously failed to perform properly or complete on time contracts of a similar nature, or who upon investigation shows is not in a position to perform the contract.

HOW AND WHERE TO SUBMIT BIDS AND PROPOSALS:

The County has two methods for receiving bids and proposals that are mutually exclusive; either electronically or by physical receipt. The box with the “X” below indicates how and where bids or proposals are to be submitted. The County will NOT accept proposals by fax, or e-mail unless authorized, in writing, by the Procurement Director. The solicitation submission deadline will be strictly enforced; no late bids/proposals will be accepted for any reason, please plan accordingly.

A. Electronic Submissions Only:

Bids and Proposals are to be submitted electronically ONLY to https://cherokeecountyga.bonfirehub.com. Physical copies are not to be submitted unless approved in advance by the Purchasing Director.

Proposals and all requested documentation to be provided electronically should in the Adobe Portable Document Format (PDF) as ONE file unless otherwise indicated in these solicitation instructions. Documents provided in response to this solicitation are to be named according to the following naming convention:

a. [Solicitation Number]_[Vendor Name]_[Document Type] Example: “2017-111_ABC Inc._Proposal” NOTE: Limit “Vendor Name” and “Document Type” to 5 characters each.

QUESTIONS/ADDENDA:

Only written inquiries will be permitted during the solicitation period. Questions are to be submitted via https://cherokeecountyga.bonfirehub.com for this solicitation no later than the date and time indicated in the Schedule, as may be amended. Answers will be posted via formal Addendum and only released as part of the solicitation documents on https://cherokeecountyga.bonfirehub.com. All interested parties are instructed to monitor https://cherokeecountyga.bonfirehub.com on a regular basis throughout the solicitation period. The final date for posting of Addenda is per the Schedule, as may be amended.

SCOPE OF WORK LOCATED ON THE NEXT PAGE

https://cherokeecountyga.bonfirehub.com/

Cherokee County Fire and Emergency Services Annual Fire Hose Testing

Scope of Work

Introduction Cherokee County Fire & Emergency Services (CCFES) is seeking proposals from qualified vendors to perform annual fire hose testing in accordance with NFPA 1962. The successful proposer will enter into a five (5) year agreement with the County to provide all necessary services, labor, materials, supplies, and equipment required for the testing and inspection of fire hoses.

CCFES currently operates 43 apparatus equipped with fire hose, totaling approximately 120,000 feet of hose. Testing will occur at the Cherokee County Fire Training Center (3985 Holly Springs Parkway, Holly Springs, Georgia) and/or other designated locations within Cherokee County.

The County requires that all testing be completed within a two-week timeframe. In 2026, the department has blocked off the month of April for hose testing. Exact scheduling will be done at the time of contract award. The exact month in following years may vary slightly, but scheduling will be made approximately 6 months in advance.

Approximate Hose Inventory

- Large Diameter Hose (LDH), greater than 3” – 46,655ft

- Small Diameter Hose, 3” or less – 72,288ft

Scope of Work

• Provide trained and certified personnel.

• Furnish all labor, materials, supplies, equipment, and transportation required to perform inspections and tests.

• Remove fire hose from apparatus to testing area.

• Stretch hose to appropriate lengths for testing.

• Charge hose lines and mark couplings.

• Drain and roll hose upon testing completion.

• Reload hose onto assigned apparatus in the same configuration as removed.

• Conduct service testing in accordance with NFPA 1962:

- LDH (>3”) tested to 200 psi

- Small diameter hose (≤3”) tested to 400 psi (exceeding NFPA minimum standards)

• Record hose numbers and results for each hose tested.

• Provide inspection reports for all tested fire hose in both hard copy and electronic format.

• Submit reports to CCFES upon completion of each apparatus and within 30 days of testing.