251-26-024 - Q&A Addendum 1.pdf

RFP #251-26-024 - ADDENDUM 1 Page 1 of 3

Questions for RFP #251-26-024 – Fire Alarm Testing/Inspection & Repair # Reference Vendor Question Answers 1 Purpose and Objective; Page 4 Do you intend for the inspections contract to be awarded to one contractor or will this be awarded to multiple contractors.

Multiple awards could be made

2 General Question Can you provide dates/deadlines that the schools must be tested so we know a general time frame required. Typically each school has a date that the existing inspection expires.

They will be spread out through our fiscal year July 1st – June 30th.

3 General Question If this will be awarded to multiple contractors, can you give a general idea of how many schools per contractor and time frames or deadlines for completion of those inspections.

Depends on the number of contractors we use. This past year inspections we had 4 contracts 1 had 40 – 1 had 59 – 1 had 75 1 had 88

4 General Question Overall Health of the Fire Alarm System Are there any systems currently not known compliant or in need of repair? If deficiencies exist, what is the plan of action to remedy?

Not now.

5 General Question Fire Alarm Testing Hours Want to verify that testing is to be done during business hours (8-5 Monday through Friday)?

You can generally start before 8. Yes 8-5

6 General Question Fire Alarm Monitoring If monitoring is excluded how will access be provided for vendors to place systems in test, see trouble messages, or provide reporting history? Is there an ability to access remotely?

Phone number and account number is on fire panel.

You will be able to put system on test.

7 General Question Other Testing Services ie. Sprinkler Testing Does time need to be included for testing other than the fire alarm, such as sprinkler or other systems testing under this contract. (outside of waterflow and tampers)?

Sprinkler was another bid. You will be responsible for the test of what’s listed on the RFP

8 General Question Panel Programing Backup Does the panel programming backup exist? Does WCPSS have access to all the panel access codes? Is there any expectation for difficulty to access the panel or programming as it exists? If programming is absent or not accessible what is the plan of action to remedy?

The original installers have the programing.

Some systems have a cd or flash drive at the fire alarm panel with the programming also.

Yes, you have access to do the inspections.

9 Inspection Testing; Page 5 Are zone or device maps present at all locations and are they currently accurate? If found inaccurate, is correction included in the inspection, or would the service be

Zone maps are on site and correct.

WCPSS would have the zone maps corrected if you would happen to find a discrepancy.

RFP #251-26-024 - ADDENDUM 1 Page 2 of 3 considered a repair and corrected with an additional quote or T&M repair? If the zone or device maps are absent what is the plan of action to remedy?

10 Inspection Testing; Page 5 Is there any known deficiencies for area of rescue systems? Not at this time 11 Inspection Testing; Page 5 Cleaning is usually not a piece of the inspection portion of fire alarm inspections and considered maintenance, deficiency, or repair. Other than cleaning the smoke detectors and duct detector sampling tubes what other repairs or preventative maintenance activity will be expected during the testing process?

Only the cleaning listed on the RFP

12 Geographic Coverage Will this contract apply to all WCPSS facilities across the county? Or will it be limited to specific types of sites or scopes?

Yes, the entire county

13 Scope of Work; Page 7 RFP states “expected to respond to emergency requests within 2 hours”. Is this response expectation acknowledgement or on site? There is not a cost/price request for emergency after hours service rates in the RFP. Does WCPSS acknowledge prices for these services may cost more? What are the criteria / conditions for emergency after-hour service?

There should be no emergency request for the inspections.

14 Scope of Work; Page 7 States the vendor “must have sufficient parts in shop stock to complete emergency repairs”. Are these parts to be purchased by WCPSS and kept in a warehouse provided by the district? Does a list of expected emergency parts already exist? If maintained by the vendor what are the expectations to liquidate antiquated parts

For the inspections mainly batteries. You may have to replace other items such as pull, smoke ect. and we understand you may have to go pickup or order these parts as long it’s in a timely manner.

15 General Question We have several customers and local County Governments we provide similar services to, will letters of recommendations be accepted and considered? Is past performance a measure in selection?

Past performance helps with determining your qualifications.

16 General Question We currently use work order management software that we share access to our customers that provides real-time work order updates, the ability to run reports, and is web based. In addition, we have a staffed after-hours team that monitors our service email groups and phone lines. What work order management system do you use? Does it notify by email or text? Can it alert several recipients or just one?

Maximo It will email only to WCPSS employees

RFP #251-26-024 - ADDENDUM 1 Page 3 of 3

17 General Question Award Criteria Weighting: (Pg 8 Sec1”) How are the award criteria weighted? (i.e. What weight is given to pricing versus other criteria?)

Pricing

18 Revision to Original RFP Gift Prohibition Add Revision below to RFP Terms and Conditions section 2

19 Pre-Bid Meeting Notes See Attached

WITH THE POSTING OF THIS ADDENDUM, THIS RFP WILL BEGIN A “QUIET PERIOD UNTIL IT IS OPENED”

NO NEW QUESTIONS CAN BE ANSWERED

Gift Prohibition. Provider acknowledges that it is subject to N.C.G.S. §§ 14-234 and 133-32, which prohibit contractors from providing items of value to school system officials and employees under various circumstances.

N.C.G.S. § 14-234, in pertinent part, prohibits contractors from providing to specific school system officers/employees a gift, favor, reward, service, or promise of reward in exchange for recommending influencing or attempting to influence the award of a contract. N.C.G.S. § 133-32, in pertinent part, bars provision of gifts or favors to specific school system officers/employees by a contractor who has a contract, has performed under a contract in the last year, or anticipates bidding on a contract in the future. Provider covenants that no director, employee or agent of Provider, or any other person connected with Provider, has made, offered or given, either directly or indirectly, to any School System Board member, employee, or agent, or to any person connected with the School System, any gift, favor, or item of value in violation of either N.C.G.S. §§ 14-234 or 133-32. Provider agrees that a breach of this provision as identified by the school system may result in the School System’s termination of this Contract without liability and/or at the School System’s discretion, the recovery of any and all funds paid to Provider pursuant to this Contract. Provider further agrees that to the extent there exists any doubt as to whether its actions have violated, or could violate, this provision, Provider will promptly notify the school system so it can make a determination as to the propriety of the Provider’s past or proposed future conduct.

Pre-Bid Meeting Maintenance and Operations

April 8, 2025 9:00am

Debra Wallace

• Introduction – Sr Director of Purchasing

• Must be responsive and responsible

• Questions that are asked today or submitted in writing by due date will be answered and posted as an addendum

• Make sure all bid documents are completed and signed where needed and make sure to include certifications

• We cannot accept any exceptions to terms and conditions

• Introduction of Clarence Rogers - Buyer

• There is a new No Gift Provision piece from our Attorney that will be added as an addendum to the bids

• In order to maintain confidentiality of the bids, all correspondence needs to go through Clarence Rogers

Clarence Rogers

• Introduction

• There are 37 bids that have been posted for this group

• Answers to today’s questions are not binding. All questions need to be submitted in writing to myself (bids-crogers7@wcpss.net). Questions are due by 4/15/25

• Make sure you review the deadlines for these bids

• There is a sign-up sheet going around. Please sign before you leave.

Open Discussion

Q: On the pricing page for solid waste – Attachment E, the roll offs listed – how do we calculate?

A: We will need roll off price and estimated land fill cost – there will be a new price sheet in addendum

Q: Solid Waste bid – does it need to go to Wake County land fill?

mailto:bids-crogers7@wcpss.net

A: No, list where you will be taking in your bid

Q: One year term? Can that be changed?

A: It will be a 1-year term with an option to renew annually up to 5 years. It would only be cancelled if due to poor performance or other factors.

Q: Highlighted schools with storm water?

A: It indicates schools with Scm”s or stormwater control measures that must be maintained.

Q: Roofing Repair Addendum – any documentation on types of roofs on building – removing?

A: Inspection and repair – every type of roof – over 200 schools – you are listing one average labor rate for repairs

Clarence Rogers

• Cleaning Contract – there will be an addendum to the cost sheet

Robert Duarte – Director of Custodial Services

• There is changes to some areas – Clarence will post changes. Some schools will be removed. Some in house schools will now be contracted schools.

• Make sure you initial and sign in all areas

Q: Can we use sub-contractors?

A: Awarded vendor can sub but subs cannot sub again

Q: Will there be multiple contractors?

A: There will be one vendor per area and vendors can be awarded to multiple areas

Jeri Preddy

• Roofing – their will be multiple contractors

Q: Fire Sprinklers – will this be divided? Is a list available for due dates for inspections prior to bid due date? Can last year’s inspections be provided?

A: This will not be divided in multiple areas. Can make a public records request for last year's inspection information.

Q: Fire Alarm – Monitoring?

A: Inspection only

Q: Plumbing and Boiler – multiple contractors?

A: Yes, multiple contractors

Q: Landscaping - multiple contractors?

A: Yes, multiple contractors.

Q: If 2 companies bid, can owner be part of both companies?

A: Yes, it is ok.

Debra Wallace

• Different requirement/template. Meant for reviewers to see capacity in which they can perform

• Follow up clarification notice – return as quickly as possible

Clarence Rogers

• Some bids have both Service Agreements and Job Orders. This will be cleared up in the amendment.

• Check to make sure there is a signature line on the addendum

Q: Fire Doors – Roll up?

A: Yes, roll up

Robert Duarte

• If you are wanting to go on tours for Custodial – meet outside custodial office area

Q: Landscaping – Multiple awards?

A: Will be bidding by clusters. If wanting to see schools, go after hours or on weekends. You can request maps. If you want to see interior courtyard, go during hours and report to school main office as a visitor and ask for Custodian

Q: Can bids be hand delivered on date of bid opening?

A: Yes, deliver to Bldg. F at Rock Quarry. Hand delivery is best. We have problems with UPS and FedEx. If it arrives late, we cannot open.

Q: Flooring and Painting – tours?

A: No tours. Must give hourly rate. If a project comes up, the school can be walked, and you can see the area needing paint. Individual projects under one big contract – give labor rate and it must include disposable material in labor rate. Materials must be bid separate from labor rate.

Q: When will final addendum be posted?

A: Hoping to by the 17th. IF something happens, the bid can be extended, and an addendum will be posted. Addendums are posted regularly and as soon as possible. We want everyone to receive information.

Q: Can school list be sent in an excel file?

A: No, must be in PDF

Bids need to be sent to or delivered to 1551 Rock Quarry Rd, Bldg. F, Raleigh.

The Bid # needs to be clearly written on outside package.