24-8299_Solicitation.pdf

COLLIER COUNTY

BOARD OF COUNTY COMMISSIONERS

INVITATION TO BID (ITB)

FOR

Vehicle Fire Suppression Systems and Fire Extinguisher Services

SOLICITATION NO.: 24-8299

LISA OIEN, PROCUREMENT STRATEGIST

PROCUREMENT SERVICES DIVISION

3295 TAMIAMI TRAIL EAST, BLDG C-2

NAPLES, FLORIDA 34112

TELEPHONE: (239) 252-8935

Lisa.Oien@colliercountyfl.gov (Email)

This solicitation document is prepared in a Microsoft Word format. Any alterations to this document made by the Vendor may be grounds for rejection of the bid, cancellation of any subsequent award, or any other legal remedies available to the Collier County Government.

SOLICITATION PUBLIC NOTICE

INVITATION TO BID (ITB) NUMBER: 24-8299

PROJECT TITLE: Vehicle Fire Suppression Systems and Fire Extinguisher Services

DUE DATE: January 17, 2024, at 3:00 PM EST

PLACE OF BID OPENING: PROCUREMENT SERVICES DIVISION

3295 TAMIAMI TRAIL EAST, BLDG C-2

NAPLES, FL 34112

All bids shall be submitted online via the Collier County Procurement Services Division Online Bidding System:

https://procurement.opengov.com

INTRODUCTION

As requested by the Fleet Management Division (hereinafter, the “Division or Department”), the Collier County Board of County Commissioners Procurement Services Division (hereinafter, “County”) has issued this Invitation to Bid (hereinafter, “ITB”) with the intent of obtaining bid submittals from interested and qualified vendors in accordance with the terms, conditions and specifications stated or attached. The vendor, at a minimum, must achieve the requirements of the Specifications or Scope of Work stated.

Historically, County departments have spent approximately $40,000 annually for this service; however, this may not be indicative of future buying patterns.

BACKGROUND

Collier County’s Fleet Management Division maintains the Collier Area Transit (CAT) bus fleet. Buses in the fleet are equipped with fire suppression systems that must be inspected on a regular basis. Scheduling of inspections is determined by the recommendations of the manufacturer of each system. Currently there are two systems on the bus fleet: The Amerex system and the Fogmaker system. The busses in the fleet are also equipped with portable fire extinguishers that must be inspected on a regular basis as well. The inspections assure that all systems are in working order in the event of a thermal event.

The following is a breakdown of the bus fleet by fire suppression system type:

Bus Manufacturer & Length Quantity of Buses

Type of System

1 Gillig 29’ 15 Amerex – ABC Dry Chemical 25lb

2 Gillig 35’ 8 Amerex – ABC Dry Chemical 25lb

4 Gillig 40’ 4 Amerex – ABC Dry Chemical 25lb 5 Chevy express cutaways 4 Fogmaker

6 Ford E450 cutaways 25 Fogmaker

7 Freightliner 1 Fogmaker

8 Hometown Trolleys 2 Amerex

9 5lb portable extinguisher 80 ABC

The quantities listed above are projected requirements, it is not a promise of work. The quantities for each of the line items listed above will change in the subsequent years based on changes in fleet size and the timing of bus groups aging and hitting similar maintenance milestones.

Work performed for this service will be at the Collier Area Transit (CAT) Maintenance Facility located at 8300 Radio Road Naples, Florida 34104.

TERM OF CONTRACT

The contract term, if an award(s) is/are made is intended to be for three (3) years with two (2) one (1) year renewal options.

Prices shall remain firm for the initial term of this contract.

Surcharges will not be accepted in conjunction with this contract, and such charges should be incorporated into the pricing structure.

The County Manager, or designee, may, at his discretion, extend the Agreement under all of the terms and conditions contained in this Agreement for up to one hundred eighty (180) days. The County Manager, or designee, shall give the Contractor written notice of the County's intention to extend the Agreement term not less than ten (10) days prior to the end of the Agreement term then in effect.

Federal Transit Authority Funding may be used, in part, in support of these purchases.

All goods are FOB destination and must be suitably packed and prepared to secure the lowest transportation rates and to comply with all carrier regulations. Risk of loss of any goods sold hereunder shall transfer to the COUNTY at the time and place of delivery; provided that risk of loss prior to actual receipt of the goods by the COUNTY nonetheless remain with VENDOR.

AWARD CRITERIA

ITB award criteria are as follows:

The County’s Procurement Services Division reserves the right to clarify a vendor’s submittal prior to the award of the solicitation.

It is the intent of Collier County to award to the lowest, responsive and responsible vendor(s) that represents the best value to the County.

For the purposes of determining the winning vendor, the County will select the vendor with the lowest price as outlined below:

• Lowest Total Bid Per Category

Collier County reserves the right to select one, or more than one suppliers, award on a line item basis, establish a pool for quoting, or other options that represents the best value to the County; however, it is the intent to:

• Identify Primary, Secondary and Tertiary Awardees per Category

The County reserves the right to issue a formal contract or standard County Purchase Order for the award of this solicitation.

DETAILED SCOPE OF WORK

The intent of this solicitation is to obtain services for inspections, certifications, maintenance, repair, support services, and parts, for Amerex and Fogmaker vehicle fire suppression systems, and portable fire extinguishers on a scheduled and as-needed basis. Buses may be inspected during the day as long as they are on hold and the service does not interfere with bus availability.

Services should be performed in accordance with applicable manuals as listed below and provided with this solicitation:

Attachment A - Amerex Circuit Monitor & Control Panel Manual Attachment B - Amerex Vehicle Fire Suppression System Manual Attachment C - Fogmaker Annual Service Manual Attachment D - Fogmaker Five and Ten Year Service Manual

Vendor must have and maintain Amerex and/or Fogmaker Certification, whichever is applicable (copies to be provided upon bid submission or prior to the Recommended Notice of Award (NORA)).

1. General Requirements:

1.1 Annual and Semiannual inspections and testing should be at approximately the same time each year.

1.2 Work shall consist of, but is not limited to, providing inspections, testing, maintenance and as-needed repair services to keep the systems in good working condition.

1.3 All services shall be in compliance with the most current edition of the National Fire Prevention Association Codes, NFPA- 25 and NFPA17.

1.4 Fleet Management reserves the right to accompany Vendor’s personnel whenever services are provided.

1.5 The Scope of Work listed herein is not intended to take the place of any NFPA required service or inspection or any other agency having jurisdiction in the inspection, testing, or certification of this type of equipment.

2. SERVICE SCHEDULE AND HOURS

2.1 Normal business hours shall be 5:30 a.m. to 4:30 p.m., Monday through Friday, excluding County-observed holidays. All inspections and repair work should be completed during normal business hours. After hours repairs are considered to be requests outside of the normal business hours, weekends, and County-observed holidays or during a declared local state of emergency, and vendor shall be paid 1.5x straight time applicable in accordance with the Fee Schedule.

3. AMEREX INSPECTION SERVICE – Category A (all-inclusive cost)

3.1 Amerex Semiannual Inspections to include but no limited to:

3.1.1 Check the pressure gauge indicator to ensure required operable range.

3.1.2 Check all piping and components; and ensure they are immobilized with proper hangers and brackets.

3.1.3 Check that all instruction labels and nameplates are all in place, clean, and legible.

3.1.4 Check the positioning of nozzles.

3.1.5 Blow air or nitrogen through all hoses. Inspect all fitting nozzles and caps and replace as necessary.

3.1.6 Replace all protective covers on nozzles – check all spring caps.

3.1.7 Check access to all actuators.

3.1.8 Test remote manual actuation switch for proper operation.

3.1.9 Clean and service all agent cylinders. Check for proper charge, good physical integrity, legible nameplate, and corrosion at the rupture disc.

3.1.10 Verify the age of linear actuator cartridge and replace at the six year mark, and clean and service mechanical control head.

3.1.11 Service the detection network and clean all thermostats and circuit monitor or control panels.

3.1.12 Check all wiring for abrasion or loose connections and repair/replace as necessary.

3.1.13 Test the detection network. Use linear actuator simulator module in place of linear actuator and test each thermostat using suitable heat source.

3.1.14 Weigh agent cylinder.

3.1.15 Test the engine shutdown feature for proper operation if the bus so equipped.

3.2 Amerex Six Year Inspections to include but no limited to:

3.2.1 Inspect and rebuild the agent cylinder, as shown below

3.2.2 Inspect valve stems; replace as necessary

3.2.3 Inspect O-rings; replace as necessary

3.3.4 Inspect nozzle caps; replace as necessary

3.3.5 Replace chemical agent

3.3.6 Blow out and clean lines

3.3 Amerex Twelve-year (12) Inspection to include but no limited to:

3.3.1 Hydrostatic Test or replacement of agent cylinder based on least costly option. If the cylinder is hydrostatically tested perform the steps below:

• Inspect valve stems; replace as necessary

• Inspect O-rings; replace as necessary

• Inspect nozzle caps; replace as necessary

• Replace chemical agent

• Blow out and clean lines

3.4 Amerex Back-up Battery Replacement (all-inclusive cost)

3.4.1 Replace Backup Battery (Refer to Backup Battery Replacement 5.6). The Backup Battery must be replaced at a minimum after two years of service.

3.5 Amerex Linear Actuator Replacement (all-inclusive cost)

3.5.1 To be replaced at the six (6) year mark as required by the Amerex Maintenance Manual if so equipped.

3.6 Amerex System Replacement (all-inclusive cost)

3.6.1 Replace if warranted or economically not feasible to repair.

4. FOGMAKER INSPECTION SERVICE - Category B (all-inclusive cost)

4.1 Fogmaker Annual Inspections Performed According to FMD-310-001 to include but no limited to:

4.1.1 Check the piston accumulator and detection cylinder for mounting, condition (leaks wear, damage & corrosion), labels and control protection box.

4.1.2 Check all system piping, hoses, tubing and labels.

4.1.3 Check all the electrical cabling and the electrical and manual actuation systems and labels.

4.1.4 Check the alarm panel, alarm device and associated cabling.

4.2 Fogmaker 5 Year Inspection Performed According to FMD-320-004 to include but no limited to:

4.2.1 Perform all annual inspection checks.

4.2.2 Check the piston accumulator(PA) and detection cylinder for mounting, condition (leaks wear, damage & corrosion), labels and control protection box.

4.2.3 Empty PA suppressant.

4.2.4 Empty PA Nitrogen rebuild if moisture is found then refill nitrogen.

4.2.5 Re-seal pistons and check pressure gauge condition and operation.

4.2.6 Refill PA with suppressant and hydrotest or replace detection cylinder.

4.2.7 Check system hoses, braces clamps, nozzles and nozzle caps.

4.3 Fogmaker 10 Year Inspection Performed According to FMD-320-004 to include but no limited to:

4.3.1 Perform all annual inspection checks.

4.3.2 Hydrotest or replace the piston accumulator (part number FM-1042-3SL2-5100, whichever is the most cost-efficient option.

4.3.3 Replace the FM-1318 Metron.

4.4 Piston Accumulator Replacement (all-inclusive cost)

4.4.1 Replace if warranted or economically not feasible to repair.

4.5 Fogmaker System Replacement (all-inclusive cost)

4.5.1 Replace if warranted or economically not feasible to repair.

5. PORTABLE EXTINGUISHER SERVICE – Category C (all-inclusive cost)

5.1 Portable Extinguisher Annual Inspection to include but no limited to:

5.1.1 Clean extinguisher to remove dirt, grease or foreign material. Check to make sure that the instruction nameplate is securely attached and legible. Inspect the cylinders for corrosion, abrasion, dents or weld damage. If any damage is found, discard extinguisher.

5.1.2 Inspect the extinguisher for damaged, missing or substitute parts.

5.1.3 Weigh the extinguisher and compare with weight printed in the "Maintenance" section on the nameplate (label).

5.1.4 Check the date of manufacturer printed on the extinguisher label (nameplate) or on the agent cylinder dome.

5.1.5 Visually inspect the pressure gauge:

5.1.6 If bent, damaged or improper gauge, discard

5.1.7 If pressure is low, discard.

5.1.8 Check ring pin for freedom of movement. Replace if bent or if removal appears difficult.

5.1.9 Install new tamper seal, tag, sign and date each extinguisher. Tags shall be updated at the time of inspection and inspection date must not exceed six (6) months from the date of prior inspection.

5.1.10 Collier County Fleet management will be responsible for all purchases and placement of new fire extinguishers.

5.1.11 Vendor shall be responsible for making sure that

all equipment is fully operational after any testing has been completed and prior to leaving the site.

6. PARTS AND MATERIALS

6.1 The Vendor shall provide all necessary parts, labor, tools, materials, resources and deliveries as may be required to provide inspection, service, hydrostatic testing, repair, and/or recharge as necessary for Amerex, Fogmaker and Fire Extinguishers and Suppression Systems in accordance with the specifications stated herein and industry standards. Repair parts will be allowed a markup not to exceed 10%.

7. REPAIRS AND REPLACEMENTS

7.1 The Vendor shall provide a written estimate for each repair or replacement.

7.2 All repairs or replacements shall have prior written approval before any repairs can be performed.

7.3 Fire extinguishers found to be non-repairable or non-serviceable (i.e. unable to hold pressure, rust, dents, etc.) shall be properly disposed of and replaced if approved.

8. REPORTING

8.1 Vendor shall provide Fleet Management with a complete list of all systems and extinguishers inspected to include serial numbers and bus numbers where applicable.

9. PRICE MODIFICATIONS Price increase requests may be submitted prior to contract renewal.

9.1 The Vendor shall fully document and submit any requested adjustment at least 120 days prior to the contract renewal date.

9.2 All requests must be submitted in writing to the Contract Administrative Agent.

9.3 Price increase requests review may take over 60 days to complete.

9.4 Retroactive price adjustments are not authorized.

9.5 The Vendor shall provide supporting documentation justifying price increases (examples: Bureau of Labor Statics, supplier material agreements, fuel increases, etc.). If there is no documented proof, price increases will not be considered.

9.6 The Contract Administration Agent shall analyze prices to determine whether increases are fair and reasonable.

9.7 The Procurement Director has the authority to approve price adjustments in accordance with the Procurement Ordinance, as amended.

9.8 Price increases are not guaranteed.

VENDOR CHECKLIST

***Vendor should check off each of the following items as the necessary action is completed (please see, Vendor Check List)***