5500-0 ITB Final.pdf

ITB # S-10000-00004968– Internal Agency #5500 On Site Annual Fire Alarm Testing and Inspection

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STATE OF OREGON

COVER PAGE

Oregon Department of Human Services

ON SITE ANNUAL FIRE ALARM TESTING AND INSPECTION

Invitation to Bid (ITB) # S-10000-00004968 Internal Agency # 5500

Date of Issue: 11/17/2022

Bid Opening Date: 11/29/2022, Time 3:00 PM (Pacific)

Single Point of Contact (SPC): Andria Otjen

Address: 635 Capitol Street NE, Suite 350 City, State, Zip: Salem, OR 97301 Phone: 971-372-0648 E-mail: andria.otjen@dhsoha.state.or.us

The State of Oregon promotes equal opportunity for all individuals without regard to age, color, disability, marital status, national origin, race, religion or creed, sex or gender, sexual orientation, or veteran status.

mailto:andria.otjen@dhsoha.state.or.us

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TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

1.1 SUMMARY OVERVIEW

1.2 SCOPE OF WORK/STATEMENT OF WORK/SPECIFICATIONS

1.3 SCHEDULE OF EVENTS

1.4 DEFINITION OF TERMS

1.5 SINGLE POINT OF CONTACT

SECTION 2: ITB PROCESS

2.1 PROCUREMENT AUTHORITY

2.2 PROCUREMENT METHOD

2.3 PRE-BID CONFERENCE

2.4 OREGONBUYS

2.5 QUESTIONS AND CLARIFICATIONS

2.6 ADDENDUM

SECTION 3: INSTRUCTIONS TO PROSPECTIVE BIDDERS

3.1 ACCEPTANCE PERIOD

3.2 BID SUBMISSION REQUIREMENTS (GENERAL)

3.3 BID REQUIREMENTS

SECTION 4: BID REVIEW METHODOLOGY

4.1 RESPONSIVENESS DETERMINATION

4.2 RESPONSIBILITY DETERMINATION

4.3 COST COMPARISON

4.4 MINIMUM QUALIFICATIONS (PASS/FAIL)

4.5 PREFERENCES

4.6 METHOD OF AWARD

SECTION 5: CONTRACT EXECUTION

SECTION 6: ADDITIONAL INFORMATION

6.1 GOVERNMENT BODIES

6.2 OWNERSHIP/PERMISSION TO USE MATERIALS

6.3 COST OF BIDDING

6.4 CANCELLATION AND/OR REJECTION OF BIDS/DAMAGES

6.5 RECYCLED PRODUCTS

6.6 CHECKLIST DISCLAIMER

6.7 LIST OF ATTACHMENTS

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SECTION 1: GENERAL INFORMATION

1.1 SUMMARY OVERVIEW

The State of Oregon, acting by and through its Oregon Department of Human Services, Office of Developmental Disabilities Services, Stabilization and Crisis Unit (SACU), (“Agency”), is issuing this Invitation to Bid (ITB) to establish a Contract with a qualified Bidder to annually test and inspect the fire suppression systems in eighteen (18) SACU homes located throughout Oregon.

Agency provides several services to Individuals with Intellectual and/or Developmental Disabilities (I/DD) in a residential setting. Agency is seeking a Contractor to annually test and inspect all components of the alarm systems in each of the SACU homes located in in Clackamas, Lane, Linn, Marion, Multnomah, and Yamhill counites.

Project Locations include, but not limited to:

• 4914 SE Ina Avenue, Milwaukie, OR 97267

• 650 Dean Avenue, Eugene, OR 97404

• 350 River Road, Eugene, OR 97404

• 2710 Jody Place, Lebanon, OR 97355

• 805 E. Oak Street, Lebanon, OR 97355

• 38536 Weirich Drive, Lebanon, OR 97355

• 5334 Quail Street NE, Salem OR 97305

• 871 Cade Avenue NE, Keizer, OR 97303

• 5545 Discovery Place NE, Salem, OR 97317

• 5683 Gath Road SE, Salem OR 97317

• 5525 Discovery Place NE, Salem, OR 97317

• 1999 74th Avenue SE, Salem, OR 97317

• 9460 Fowler Lane SE, Turner, OR 97392

• 18600 NE Halsey Street, Portland, OR 97230

• 9355 SE Hawthorne Boulevard, Portland, OR 97216

• 9352 SE Madison Street, Portland, OR 97216

• 918 Charles Street, Newburg, OR 97132

• 1105 James Street, Newburg, OR 97132

Agency anticipates the award of one Contract resulting from this ITB.

The initial term of the Contract is anticipated to be five years with options to renew up to a maximum of ten years.

1.2 SCOPE OF WORK/STATEMENT OF WORK/SPECIFICATIONS

Bidder will be responsible for annual testing and inspection of all components of the fire suppression systems in SACU homes including but not limited to wet sprinkler systems, fire alarms, power supplies, notification appliance circuits (“NAC”), smoke detectors, heat detectors, pull stations, audio visuals, and waterflow.

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Bidder will be responsible for annual testing, inspection and maintenance of all fire extinguishers to National Fire Protection Association (“NFPA”) 10 standards.

Bidder will be responsible for scheduling in-home inspections and shall provide all labor, travel costs, equipment, tools, and materials required to do the testing and certification.

Bidder will notify ODDS of any required maintenance, repairs, or deficiencies in the fire suppression system.

Bidder will annually report inspections to the local fire department and pay the online reporting fees.

Bidder must hold all licensing and certifications required to test and inspect fire suppression systems in Oregon.

Current Fire Alarm System models include and are subject to change:

• Silent Knight 6700

• Silent Knight 5700

• Silent Knight 5207

• Silent Night 5129

• Fire Quest 200

• FCI 7100

• First Alert 1600

• NAPCO MA-300

• Talco

• Honey Well

• FEBCO 825Y

See Attachment A, “Sample Contract,” Exhibit A, Part 1, “Statement of Work” for all requirements.

1.3 SCHEDULE OF EVENTS

The table below represents a tentative schedule of events. Agency may modify these dates at any time, with appropriate notice. All times are Pacific Time (PT).

Event Date Time

Questions and Clarifications Due to SPC 11/22/ 2022 3:00 PM

Bid Opening Date (Date Bids are due) See cover page

Issuance of Notice of Award (approx.) 12/1/2022

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Agency operating hours are:

Monday through Friday 8:00 AM to 5:00 PM, Pacific Time, except for state holidays and State approved closures, including those for inclement weather.

1.4 DEFINITION OF TERMS

For the purposes of this ITB, unless specifically defined in this ITB, capitalized words have the meanings provided in OAR 125-246-0110. These definitions do not apply to the Proposed Contract attached as Attachment A “Sample Contract.”

The following definitions apply to this ITB:

"Addendum” (referred to as “Amendment” in OregonBuys) means an addition or deletion to, a material change in, or a clarification of, the ITB. Each Addendum shall be labeled as such and shall be made available to all interested Offerors in accordance with OAR 125- 249-0250(2). The plural form of “Addendum” is “Addenda.”

"Agency" means the Oregon Department of Human Services

"Bid" (referred to as “Quote” in OregonBuys) means the Offeror's written offer submitted in response to the ITB, including all necessary attachments and information required to be submitted prior to award. Bid also means "Offer".

“Bid Opening Date” means the date and time set in the ITB for Bid submission, after which Bids may not be submitted, modified, or withdrawn by Bidder.

"Bidder" means an individual, organization or representative of an organization that submits a Bid in response to an ITB. Bidder also means "Offeror”.

"Closing" (referred to as “Bid Opening Date” in OregonBuys) means the date and time set in the ITB for Bid submission, after which Bids may not be submitted, modified, or withdrawn by Bidder.

"Invitation to Bid" or "ITB" means all documents, whether attached or incorporated by reference, and any Addenda thereto, used for soliciting Bids.

"Opening" means the date/time set to read the Bid submittals.

“OregonBuys” means the on-line electronic Oregon Automated Procurement System administered by DAS. The OregonBuys System website is located at:

https://oregonbuys.gov/bso/

“Schedule of Events” means the specific time and dates events relating to this ITB will occur.

“Signature” means to write one's name to confirm assent, responsibility, or obligation, either by hand using ink or by electronic means that constitute an “electronic signature’ under ORS Chapter 84.

“SPC” means the Single Point of Contact listed on the cover page of this ITB. All communications related to any provisions of this ITB shall be directed only to the SPC to ensure every Bidder receives the same information.

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“Successful Bidder” means the person(s), organization(s) to which the award is made.

"State" means the State of Oregon.

“Writing” when required or permitted by law, or required or permitted in a Solicitation Document, also means letters, characters and symbols made in electronic form and intended to represent or convey particular ideas or meanings.

1.5 SINGLE POINT OF CONTACT

All questions, and requests for clarification, about any component of this ITB, including the Scope of Work, contractual requirements, and the procurement process must be directed to the SPC identified on the cover page of this ITB.

SECTION 2: ITB PROCESS

2.1 PROCUREMENT AUTHORITY

Agency is conducting this ITB pursuant to ORS 279A.050 and OAR 125-246-0170(2)(c)(C).

2.2 PROCUREMENT METHOD

Agency is using the intermediate procurement method, pursuant to ORS 279B.070 and OAR 125-247-0270, and may use any available optional procedures.

2.3 PRE-BID CONFERENCE

A pre-Bid conference will not be held for this ITB. Written questions are accepted, see Section

1.3 for dates.

2.4 OREGONBUYS

This ITB, including all Addenda, attachments and exhibits will be posted on OregonBuys e-procurement system: OregonBuys e-procurement system.

2.5 QUESTIONS AND CLARIFICATIONS

All inquiries, whether relating to the solicitation process, administration, deadline or method of award, or to the intent or technical aspects of the solicitation must:

• Be e-mailed to the SPC named on page one of this ITB;

• Reference the OregonBuys bid number;

• Identify Bidder’s name and contact information;

• Be sent by an authorized representative;

• Refer to the specific area of the solicitation being questioned (i.e. page, section and paragraph number); and

• Be received by the due date and time for Questions/Requests for Clarification https://oregonbuys.gov/bso

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Questions submitted via fax or telephone will not be accepted nor responded to.

Agency will respond to questions and requests for clarifications by posting a final Q&A document in OregonBuys. In its sole discretion, Agency, may change this ITB by written Addendum and post to OregonBuys. Clarifications, corrections or changes to this ITB made in any other manner are not binding on the State.

2.6 ADDENDUM

Unless otherwise stated in the ITB, Agency shall post any Addendum on OregonBuys.

Addendum are incorporated into this ITB by this reference and can be viewed and downloaded by interested parties registered in OregonBuys. Bidder is responsible for monitoring OregonBuys regularly until ITB Bid Opening. Agency is not responsible for sending Addendum to any prospective Bidder.

SECTION 3: INSTRUCTIONS TO PROSPECTIVE BIDDERS

3.1 ACCEPTANCE PERIOD

Bids are firm offers for a period of 90 calendar days from Bid Opening.

3.2 BID SUBMISSION REQUIREMENTS (GENERAL)

3.2.1 BID FORMAT

Bidder shall submit one electronic copy of its Bid.

3.2.2 SUBMITTING BIDS

Bidder is solely responsible for ensuring its Bid is received by the SPC in accordance with the ITB requirements before Opening. Agency is not responsible for any by transmission errors or delays, or for any mis-delivery for any reason. A Bid submitted by any means not authorized below will be rejected. The following delivery options are permitted for this ITB:

Delivery through OregonBuys

Bid submission should be electronically through OregonBuys at:

https://oregonbuys.gov/bso/

Detailed instructions on how to submit a Proposal can be found at OregonBuys Vendor Formal Solicitation Response.pdf

3.2.3 QUANTITY OF BIDS TO BE SUBMITTED

https://oregonbuys.gov/bso/ https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf

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One Bid with all required documents must be submitted on or before Bid Opening (date and time).

3.2.4 BID MODIFICATION

It is the responsibility of the Bidder to ensure modified Bids are submitted before the Bid Opening date and time.

A Bidder wishing to make modifications to a Bid already received by Agency must:

• Withdraw its Bid in order to make modifications and resubmit the Bid pursuant to Section 3.2.4.

• All modifications made to a Bid must be made in ink and must be properly initialed by Bidder’s authorized representative.

• Submit modification(s), in writing, on Bidder’s letterhead, noting the specific change(s) to the original Bid submission. All modifications made to a Bid must be made in ink and must be properly initialed by Bidder’s authorized representative.

• Oral, electronic, facsimile or telephonic modifications will not be accepted.

3.2.5 BID WITHDRAWAL

If a Bidder wishes to withdraw its Bid, the Bidder must withdraw its Bid prior to Bid Opening date and time. The Bidder must submit a written notice on Bidder’s letterhead of intent to withdraw its Bid. The notice must identify the ITB number, be signed by the authorized representative and be received by the SPC identified on the cover page of this ITB prior to the Bid Opening date and time.

3.2.6 LATE BIDS

Late bids will NOT be accepted or reviewed. Late Bids will not be returned to the respective Bidder.

3.2.7 OPENING OF BIDS

Agency will record and make available on OregonBuys the identity of all Bidders after Opening. Bids received will not be available for inspection until after the evaluation process has been completed and the Notice Award is issued.

3.3 BID REQUIREMENTS

Failure to provide any of the information or comply with any of the requirements in this section 3.3 and its subsections MAY be considered nonresponsive. Agency has the right to determine if Bids substantially meet the requirements of this ITB.

3.3.1 BID OPENING

Bids must be submitted by Bid Opening to be considered.

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3.3.2 REQUIRED FORMS

Bidder must submit the following forms, failure to do so will result in Bid rejection:

• ATTACHMENT B BID COVER SHEET

• ATTACHMENT C BID SUBMITTAL FORM

• ATTACHMENT D COBID CERTIFICATION / OUTREACH PLAN

• ATTACHMENT E RESPONSIBILITY INQUIRY

3.3.3 AUTHORIZED SIGNATURES

The Bid must be signed by person(s) legally authorized to bind the Bidder to the Bid and the Contract resulting from this ITB. Upon request by Agency, any representative submitting a Bid on behalf of the Bidder shall provide a current document certifying the representative’s authority to bind the Bidder. Upon request of Agency, Bidder shall provide a certified copy of the bylaws or resolution of the board of directors showing the authority of the officer signing the Bid to execute agreements on behalf of the entity.

SECTION 4: BID REVIEW METHODOLOGY

4.1 RESPONSIVENESS DETERMINATION

A Bid received prior to Bid Opening will be reviewed to determine if it is Responsive to all ITB requirements including compliance with Section 3.3 “Bid Requirements.” If the Bid is unclear, the SPC may request clarification from Bidder. However, clarifications may not be used to rehabilitate a non-Responsive Bid. If the SPC finds the Bid non-Responsive, the Bid may be rejected, however, Agency may waive mistakes in accordance with OAR 125-247- 0470.

4.2 RESPONSIBILITY DETERMINATION

Agency will determine if an apparent successful Bidder is Responsible prior to award and execution of the Contract. Bidder(s) shall submit a signed Responsibility Inquiry form (Attachment E) with Bid. At any time prior to award, Agency may reject a Bidder found to be not Responsible.

4.3 COST COMPARISON

Agency shall award the Contract to the lowest Responsible Bidder whose bid substantially complies with the requirements and criteria set forth in this Section.

Agency shall award one Contract for all locations to the lowest Responsible Bidder whose Bid substantially complies with the requirements and criteria set forth in the ITB.

4.4 MINIMUM QUALIFICATIONS (PASS/FAIL)

• At time of Bid submission, Bidders must be actively registered with the State of Oregon

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Construction Contractors Board (CCB) and have a valid CCB license.

https://www.oregon.gov/ccb/Pages/index.aspx

• At the time of Bid submission, Bidders must be currently registered with the Oregon Sectary of State (SOS). https://sos.oregon.gov/business/pages/default.aspx

• The SPC will verify whether or not each Bidder is actively registered with the SOS and CCB. Bidders must provide the SOS Registry Number and CCB license number on the Attachment B – Bid Cover Sheet. Bidders who do not hold proper licensure and registrations will be failed and will not be considered for award.

4.5 PREFERENCES

4.5.1 OREGON SUPPLIES AND SERVICES

Agency prefers Oregon goods and services, and for bid calculation purposes, per ORS 279A.128, Agency shall subtract 10% from the price for any Bidder proposing all Goods fabricated or processed or all Services performed entirely in Oregon before calculating the price score.

4.5.2 RECIPROCAL PREFERENCE

For bid calculation purposes per OAR 125-246-0310, Agency shall add a percent increase to each out-of-state Bidder’s Bid price that is equal to the percent preference, if any, given to a Resident Bidder in the Bidder's state.

4.5.3 RECYCLED MATERIALS

In comparing Goods from two or more Bidders, if at least one Bidder offers Goods manufactured with Recycled Materials, and at least one Bidder does not, Agency will select the Bidder offering Goods manufactured from Recycled Materials if each of the conditions specified in ORS 279A.125 (2) exists following any adjustments made to the price of the Goods according to any applicable reciprocal preference.

4.5.4 PUBLIC PRINTING

Agency shall, for the purpose of evaluating Bids, apply the public printing preference set forth in ORS 282.210.

4.5.5 TIEBREAKERS

Oregon Supplies: If Agency receives Bids identical in price, fitness, availability and quality and chooses to award a Contract, Agency shall award the Contract in accordance with the procedures outlined in OAR 125-246-0300.

4.6 METHOD OF AWARD

4.6.1 GENERAL AWARD

https://www.oregon.gov/ccb/Pages/index.aspx https://sos.oregon.gov/business/pages/default.aspx https://www.naspo.org/reciprocity1

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If awarded, Agency must award the Contract to the Responsible Bidder submitting the lowest, Responsive Bid. Agency may award by item, groups of items or the entire Offer provided such Award is consistent with this ITB and in the public interest.

4.6.2 INTENT TO AWARD

After a final selection is made, Agency will issue a notice of Intent to Award on OregonBuys. Bid files are public records and available for review at Agency by appointment.

SECTION 5: CONTRACT EXECUTION

After submission of the required information and insurances identified in the ITB by the awardee and obtaining all requisite approvals required, Agency will proceed with final award.

The Terms and Conditions of the Contact attached hereto as Attachment A “Sample Contract” are not negotiable. Agency will not accept Bidders terms and conditions.

SECTION 6: ADDITIONAL INFORMATION

6.1 GOVERNMENT BODIES

Under ORS Chapter 190, Agency may enter into an agreement with another government body for the Goods or Services that are the subject of this ITB. Intergovernmental agreements are not subject to the Public Contracting Code. If Agency receives an Offer from a government body, Agency will initially review the Offer according to the same criteria set forth in this ITB. Agency, in its sole discretion, may enter into an ORS Chapter 190 agreement with any government body for the Goods or Services, or any portion thereof and cancel this ITB if it would be in the public interest as determined by Agency.

6.2 OWNERSHIP/PERMISSION TO USE MATERIALS

Bids submitted in response to this ITB become the property of Agency. The submission of a Bid in response to this ITB grants the State a non-exclusive, perpetual, irrevocable, royalty-free license for the rights to copy, distribute, display, prepare derivative works of and transmit the Bid solely for the purpose of evaluating the Bid, awarding a Contract, or as otherwise needed to administer the ITB process, and to fulfill obligations under Oregon Public Records Laws. Bids, including supporting materials, will not be returned to Bidder.

6.3 COST OF BIDDING

Bidders must pay all costs of bidding including, but not limited to, the cost to prepare and submit Bids, samples and other supporting materials, or to participate in demonstrations, if required by this ITB.

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6.4 CANCELLATION AND/OR REJECTION OF BIDS/DAMAGES

Pursuant to ORS 279B.100, Agency may reject any or all Bids in whole or in part, and may cancel this ITB at any time when the rejection or cancellation is in the best interest of the State. Agency, the State, and their officers, employees and agents are not liable to any Bidder for any loss or expense caused by or resulting from the delay, suspension, or cancellation of this ITB, or rejection of any or all Bids. Unless Agency cancels this ITB prior to the Bid Opening identified in Section 1.3 “Schedule of Events,” all Bids will become part of the public record without obligation to Agency.

6.5 RECYCLED PRODUCTS

Contractors shall use recyclable products to the maximum extent economically feasible in the performance of the contract services or work set forth in this document and the subsequent Contract. (ORS 279B.055(2)(f), ORS279B.225, and ORS279B.270-279B.280).

6.6 CHECKLIST DISCLAIMER

Any checklists contained in this ITB are provided only as a courtesy. Agency makes no representation as to the completeness or accuracy of any checklist. Prospective Bidders are solely responsible for reviewing and understanding this ITB and complying with all requirements.

6.7 LIST OF ATTACHMENTS

Attachment A – Sample Contract Attachment B – Bid Cover Sheet Attachment C – Bid Sheet Attachment D – COBID Certification / Outreach Plan Attachment E – Responsibility Inquiry