5-Specs RFP 26-546.pdf

SPECIFICATIONS FOR RFP 26-546

FIRE SUPPRESSION SYSTEM INSPECTION, TESTING, AND

REPAIR SERVICE

SECTION A – STATEMENT OF PUPROSE

Hudson Valley Community College (HVCC) is seeking an experienced and qualified vendor to provide fire suppression system inspection, testing, and repair services.

SECTION B – INTRODUCTION

Founded in 1953, Hudson Valley Community College is the largest community college in upstate New York and offers degree and certificate programs in three schools: Business and Liberal Arts; Health Sciences; and Science, Technology, Engineering and Math (STEM); and also administers the Educational Opportunity Center for academic and career training at no cost to those who qualify. One of 30 community colleges in the SUNY system, Hudson Valley enrolls more than 19,000 students in credit and non-credit courses and is a recognized leader in distance learning and workforce development. The college has more than 90,000 alumni.

Hudson Valley Community College is a 110-acre community college located in Troy, New York. The facilities consist of 24 buildings with an approximate square footage of 1,600,000.

SECTION C-PROJECT SCOPE

PART 1 DESCRIPTION OF WORK

1.1 SUMMARY

A. The following specifications represent the minimum service requirements for inspection, testing and repair of fire suppression systems for all campus systems at Hudson Valley Community College located at 80 Vandenburgh Avenue, Troy, NY and 345 Hermes Road, Malta NY.

B. Suppliers are to provide all necessary labor, equipment, material, and supervision to inspect, test and repair fire suppression systems at the college’s facilities.

C. Before performing any work, mandatory check-in with the Public Safety is required. EHS or Facilities must also be contacted so contractor’s location on campus is known by staff.

D. The campus will remain accessible and functional during inspection work. Any disruption of internal services/operations must be coordinated with the college’s personnel. Inspection and testing services will typically be scheduled in advance for periods when classes are not in session.

1.2 SCOPE

A. Provide semi-annual inspection and testing of fire suppression systems, their initiating devices and notification appliances in accordance with the appropriate sections of Chapter 9 of the Fire and Property Code of New York State and appropriate sections of IFC and NFPA Codes; and all other applicable local, state and federal code requirements. Work must satisfy the requirements of NFPA, and conform to the equipment manufacturer’s recommendations and must verify correct operation of the fire suppression system. As applicable and required by NFPA, replacement of fusible links and/or actuation cartridges shall be included in scope of inspection. As applicable and required by NFPA, inspection shall include a visual verification of integrity once per year.

B. Provide repairs as needed and as requested by the college. Repairs and additional services should be authorized through the submission of a cost estimate and the issuance of a purchase order.

C. Systems to be serviced include the following:

Building Location System Description Applicable NFPA Code

LaPan Services Bldg. Fuel island Pyro Chem BC – dry chemical; fixed temperature electro thermal detection

NFPA 17

Fitzgibbons Hall Chemical Storage vault

Foray – Dry Chemical, UV detection

NFPA 17

Science Center Chemical Storage and Chemical vault

CO – clean gas, heat detectors in both areas

NFPA 2001

Bulmer Telecommunications Center

TV Studio Novec 1230 Sapphire– clean agent; smoke/heat detectors tied to system

NFPA 2001

Cogan Hall Automotive Paint Spray Booth

Pyro Chem ABC Multi- Purpose -dry chemical; heat detectors in booth

NFPA 17

Administration Building

Data Center Siemens Sinorix 227 Clean Agent

NFPA 2001

JBS Baseball Stadium

Kitchen Grills (2 units)

Ansulex low pH – Wet Chemical; heat detectors in hood

NFPA 17A

Higbee Hall Data Center FM 200 Clean Agent NFPA 2001

STEM Chemical prep, chemical storage and vault

FE-25 Clean Agent

Heat detectors in all areas

NFPA 2001

D. Repairs and additional services are not included in the base service pricing. Provide pricing for labor and equipment mark-up rates for repairs and additional services.

E. Contractor shall maintain appropriate workforce to meet the college contract requirements.

PART 2 EXECUTION

2.1 SCHEDULING

A. Schedule testing with designated college representative from EHS or Facilities (for repairs). Inspections must be scheduled during the time periods identified by HVCC in order to minimize impact on daily college operations. Inspections are typically scheduled in January and July during periods when classes are not in session.

2.2 CHECK IN

A. Contractor will sign in and out with the college Public Safety main office. Failure to sign in or out, whether intentional or not, shall be understood to mean that service was not performed.

2.3 REPORTING

A. The contractor shall be responsible for giving immediate notice to the designated college contact of any condition, which they discover, that may present a hazard.

B. A written report is to be submitted to the college within ten (10) working days after each visit. This report will include a precise description of services provided, inspecting and testing results for all devices, detectors, and components of the fire suppression system. Incomplete reports will be returned for correction and must be re-submitted within thirty (30) days. Report shall be prepared as per NFPA codes applicable to the systems tested.

C. All invoices shall be submitted within 30 days of the inspection and or completed repair.

Failure to comply with all requirements listed here will be grounds for rejection of your proposal. The college reserves the right to determine that a vendor has substantially met the proposal requirements and/or to ask for additional information, to interview vendor and/or to visit vendor’s office(s) and disposal sites.

SECTION E-SCHEDULE

Site visits will be allowed upon request, which are highly recommended for those not familiar with the campus.

Contact: PAUL SWIETON AND MAXINE ORTIZ FOR QUESTIONS: p.swieton@hvcc.edu & m.ortiz@hvcc.edu

SECTION F-VENDOR QUALIFICATIONS

A. Qualifications: service personnel must be qualified and experienced in the inspection, testing and repair of fire suppression systems of the same type and manufacturer. Examples of demonstrated personnel qualifications include:

a. Factory trained and certified: service personnel must have training and/or current certification from the manufacturer or proof of equivalent training and knowledge of the systems to be serviced.

b. Service personnel who will be assigned to HVCC must have prior experience conducting testing, inspection and repair of systems included in the scope of this bid.

-THE CONTRACTOR MUST SUBMIT PROOF OF TRAINING/KNOWLEDGE WITH THE

SUBMITTED BID PROPOSAL.

B. The contractor shall have been handling commercial and institutional accounts for at least three (3) years immediately prior to the submission of this bid proposal.

-THE CONTRACTOR MUST SUBMIT A LIST OF AT LEAST THREE VERIFIABLE REFERENCES

FROM ACCOUNTS FOR WHICH WORK, COMPARABLE TO THAT CONTAINED IN THESE

SPECIFICATIONS, HAS BEEN COMPLETED.

C. All work shall meet the applicable requirements of the New York State Building and Fire Codes, the International Fire Code and the National Fire Protection Association (NFPA) codes.

D. All work shall be performed in accordance with all local City of Troy, Town of North Greenbush, Town of Malta and County of Rensselaer and Saratoga ordinances

SECTION G – CONTRACTORS RESPONSIBILITIES

mailto:m.ortiz@hvcc.edu

Schedule of Work Prior to the commencement of any work under this Agreement, the Contractor’s designated Project Manager shall provide Hudson Valley Community College (“HVCC”) Facilities Department with advance written notice of the proposed work schedule. On the initial day of mobilization, all Contractor personnel shall be required to check in with the HVCC Department of Campus Public Safety and shall provide an estimated duration of their presence on site. Additionally, the Contractor shall furnish the contact information of both the onsite foreman and the Project Manager to the Campus Public Safety office.

Self-Performance of Work The Contractor agrees to self-perform all work described in this Agreement using its own employees.

Subcontracting of any portion of the Work is strictly prohibited without the prior written consent of HVCC, which may be granted or denied at the sole discretion of the College.

Project Manager The Contractor shall assign a qualified and competent individual to serve as the Project Manager for the duration of the Agreement. This individual shall act as the primary point of contact and shall be responsible for the coordination and execution of the Work.

Final Cleaning Upon completion of the Work, and prior to demobilization, the Contractor shall remove all equipment, tools, excess materials, and debris from the site. The Contractor shall notify the designated HVCC Facilities representative to perform a final site inspection and approval.

Campus Operations and Access The College campus shall remain open and operational throughout the duration of the Work. Any activity that may impact internal services, utilities, or college operations must be pre-approved and coordinated with HVCC personnel to minimize disruption.

Prevailing Wage Requirements As a public institution, HVCC requires that all Contractor personnel engaged in work on site be compensated in accordance with applicable New York State prevailing wage laws. The Contractor shall provide certified payroll documentation and applicable wage rate schedules upon request by the College.

Quotes and Invoicing Requirements All services performed under this Agreement shall be preceded by the submission of a written quote or invoice to the designated HVCC representative. Quotes and invoices must include the contract bid number, applicable and approved labor rates, detailed material costs, and any approved material mark-ups. Lump sum pricing for labor or materials will not be accepted. Invoices shall be submitted only after services are completed and formally approved by HVCC.

Work Zone Traffic Control The Contractor shall implement appropriate safety measures to protect pedestrians, vehicles, and College property during performance of the Work. This includes, but is not limited to, the use of cones, barrels, barricade tape, or other suitable traffic control devices to delineate active work zones.

SECTION H – EVALUATION CRITERIA

Proposals will be evaluated based on the following criteria:

Pricing: 50% Experience and Qualifications: 40% References: 10%

All pricing should be submitted on the provided bid form. Pricing should be provided for each system location.

If located over 50 miles from Hudson Valley Community College, fuel surcharges will be allowed. Please provide pricing for fuel surcharges on the provided bid form.

SECTION I – TERM OF CONTRACT

The time frame of the contract is September 1, 2026, through August 31, 2027. The college will have the option of renewing this contract for two (2), one (1) year periods (27/28; 28/29).

SECTION J - TERMS & CONDITIONS

HVCC may make such an investigation as it deems necessary to determine the responsibility of any bidder or to determine the ability of any bidder to perform the work. The College reserves the right to disqualify any prospective bidder or reject any bid if evidence required by the College from the bidder is not submitted or if the evidence submitted or investigation of any such bidder fails to satisfy the College that any budder is responsible, able, or qualified to carry out the obligations of the contract or to complete the work as contemplated therein.

The successful vendor must complete and sign the Service and Supply Agreement located in the purchasing website.

Vendor Agrees to have read and complied with all terms and conditions of the specification and bid legal terms

Awarded contractors may not enter into any subcontracts without prior written consent from Hudson Valley Community College.

Evaluations for awards shall be completed within 30 days of bid submission deadline.

The successful bidder shall warranty the workmanship, materials, and equipment of all components and systems under this contract for one year.

SECTION K – SUBMISSION INFORMATION

Questions regarding the RFP must be submitted through the Bonfire portal.

HVCC prefers proposals to be submitted using our online application system, Euna Solutions (Bonfire), located at: https://hvcc.bonfirehub.com no later than the Submission Deadline. Requests for extensions will not be granted;

late applications will not be accepted. Vendors are strongly encouraged to submit at least a few days prior to the deadline given the potential for high website traffic on the due date. HVCC cannot guarantee availability of Online Application System technical assistance on the deadline date. For assistance in using Bonfire, please email support@gobonfire.com or call 1-800-354-8010. If email confirmation is not received within two business days, please contact the Purchasing office:

https://hvcc.bonfirehub.com/ mailto:support@gobonfire.com

Proposals can also be mailed or hand delivered must be sealed and have the RFP name and number on the envelope:

Tabitha D’Attilio Director of Procurement Address: Hudson Valley Community College Administration Building, Room 240 80 Vandenburgh Ave Troy, NY 12180

SECTION L – CONTACTS

Issuing Office

Environmental Health and Safety Paul Swieton p.swieton@hvcc.edu mailto:p.swieton@hvcc.edu

2.2 CHECK IN