7.10.26 REQ395664 RFQ SFM - ACAD - FY27 - Non-IT Class B Live Fire Training Mobile Lab Trailer Builds.pdf7.10.26 REQ395664 RFQ SFM - ACAD - FY27 - Non-IT Class B Live Fire Training Mobile Lab Trailer Builds.pdf

OHIO DEPARTMENT OF COMMERCE

REQUEST FOR QUOTES (RFQ)

SRC0000040443

The Ohio Department of Commerce (COM), Division of State Fire Marshal (SFM), on behalf of the Ohio Fire Academy (OFA), is soliciting Quotes for Two (2) 53 FT. Class B Live Fire Training Mobile Lab Trailer Builds.

1. Project Information

1.1. Project Title: Class B Live Fire Training Mobile Lab Trailer Builds: OFA Project 10 and Project 16

1.2. UNSPSC CATEGORY: 46201002 Disaster Management Training Simulation System

1.2. Posting and Due Dates: 7/13/2026 – 7/28/2026 5:00PM ET

1.3. Inquiry Start and End Dates: 7/13/2026 – 7/20/2026 5:00PM ET

Quotes received after the due date and time will not be evaluated.

1.5. Department Background.

The Ohio Department of Commerce (ODOC), Division of State Fire Marshal’s (SFM) mission is to safeguard the public, its property, and the environment from fire and related risks through education, investigation, and enforcement.

The Ohio Fire Academy, a bureau within the Division of State Fire Marshal, is responsible for providing training to Ohio’s first responders (firefighters, emergency medical services, and law enforcement).

The mission of the Ohio Fire Academy is to provide fire service personnel and other allied professionals with training, education, and accredited courses that are consistent with nationally recognized standards to improve the safety and proficiency of Ohio’s Fire Service.

It is the bureau's vision to be recognized as the national premier leader in the development and delivery of fire, EMS, and emergency responder training programs.

1.6. Project Objective. The purpose of this request for quote (RFQ) is to obtain quotes from qualified vendors that are specifically designed for the Ohio Fire Academy's (OFA) needs.

1.7. Project Budget. Not to exceed $1,560,00.00

1.8. Agreement Term: Contract to be awarded in the summer/fall of 2026, with delivery of Training Labs to be received by June 30, 2027. Once awarded, the Contract term will begin upon final signature and continue through June 30, 2027. This period is contingent upon satisfactory performance, compliance with the

Contract’s terms and conditions, continued availability of appropriation, and all required approvals.

Through mutual agreement between the Contractor and the Department, the Contract may be renewed for up to two additional fiscal years, subject to and contingent upon the availability of appropriated funds by the Ohio General Assembly and all required approvals.

1.9. Contractor Responsibilities The selected Contractor shall fulfill all requirements outlined in this RFQ and the Contract. Failure to meet these obligations may result in termination of the Contract.

1.9.1. Terms & Conditions The State Standard Terms and Conditions apply to this solicitation. No additional terms and conditions will be accepted. Please see the attached “State of Ohio

Standard Terms and Conditions”.

A. All Offerors must submit a completed copy of the attached Affirmation and Disclosure form and the Offeror Profile form (located on page 16 of this RFQ) with their Quote.

1.10. Project Period July 2026 to June 30, 2027

2. Scope of Work and General Requirements:

A. The purpose of this mobile system is to provide firefighting and rescue-training capabilities that shall enable trainees to develop and test their skills in a safe, environmentally acceptable, and convenient location.

B. During transportation, the propane storage cylinders should not go over the limit that requires a Hazardous Materials endorsement. The location and ventilation flow of the storage cylinders shall be designed to prevent propane buildup in the enclosed space. All cylinders shall be serviceable via a bulk propane delivery service without removal.

C. The Mobile Class B Training Unit shall have an electrical system integrated into the unit. This system will be able to operate all electrical components required at any given time. The electrical generation equipment shall utilize the on-board propane as its fuel source. Provisions shall be included that allow users to connect to 240 V shore power, enabling components to operate without running the generator.

D. The exterior of the Mobile Class B Training unit shall be painted BLACK base/clearcoat, which shall be wet sanded and buffed to a show finish.

E. The windows shall be painted BLACK base/clearcoat shall be wet sanded and buffed to a show finish.

F. Offered pricing includes a minimum $5,000 vinyl graphics allowance to include logos provided by the owner, as indicated in section 3.15 (OFA Graphics and Installation).

G. Exterior lighting shall be placed on the corners of the unit to supplement poor natural lighting.

2.1 General Requirements:

A. The fire training system supplier shall manufacture, provide, install, integrate, and test the live fire training trailer and system defined in this specification.

https://dam.assets.ohio.gov/image/upload/procure.ohio.gov/TCond/Standard_T_C_3-31-25.pdf https://dam.assets.ohio.gov/image/upload/procure.ohio.gov/TCond/Standard_T_C_3-31-25.pdf https://dam.assets.ohio.gov/image/upload/procure.ohio.gov/pdf/StateLocalAgencies/Resources_Forms/Affirmation_and_Disclosure_Form_fillable_form.pdf https://dam.assets.ohio.gov/image/upload/procure.ohio.gov/pdf/StateLocalAgencies/Resources_Forms/Affirmation_and_Disclosure_Form_fillable_form.pdf

B. The fire training equipment supplier shall provide detailed fabrication and installation drawings for the thermal lining system.

C. The fire training system supplier shall provide five (5) copies of an Operator and Maintenance

Manual to the Owner. The manual fully describes the delivered system and shall include sections on system operation, troubleshooting, and maintenance, associated diagrams and drawings, and a listing of replaceable spare parts.

D. The fire training system supplier shall conduct an operational readiness test with facility personnel in observance. The goal of this test shall be to demonstrate the system's reliable operation. Once this test has been completed, the system shall be signed off by the Owner and be officially designated Ready for Training (RFT).

E. The fire training equipment supplier shall provide an initial supply of five (5) gallons of glycol (water-based) smoke fluid.

3. Technical Specification Requirements:

The Respondent shall provide a Mobile Class B Training Trailer in accordance with the specifications; all exceptions are to be noted in a separate section of the quote.

A. The overall length of the trailer shall be 53’ with height and width in compliance with the Ohio

Department of Transportation.

B. The chassis shall be compliant with Department of Transportation (DOT) requirements, including all DOT-required lighting and markings. All DOT lighting shall be LED lighting. Reflective markings shall extend along the bottom of the chassis, running the full length of both sides and the full width of the rear. The trailer shall include two-speed landing jacks, manual backup, and front-to-back and side-to-side level indicators.

C. The Chassis shall not be fabricated by the proponent; any exceptions to this will disqualify the respondent.

D. The training unit shall be compliant with NFPA 54, NFPA 58, NFPA 1402, and NFPA 1403 standards.

3.1 Flat Bed Trailer Build Specifications

The 53’ Drop-frame Trailer shall be custom-built, meet all DOT requirements, and include the following specifications: (Vendor is recommended to supply specs from the trailer manufacturer in the bid process for review to ensure the trailer meets the demands of OFA’s Regional Delivery Program).

A. Two-Story 53-ft Mobile Training Unit w/ Smooth Exterior Finish

B. The sides of the trailer shall be smooth-sided, covered with 11-gauge steel, to resist laddering dings and dents. The use of plywood and/or thin-gauge aluminum is not a suitable substitute.

C. US-DOT Compliant Trailer Chassis

D. Shall be equipped with air brakes and ABS brakes (No Exceptions)

E. Kingpin shall be placed at 24 inches (”)

F. Forward Landing Gear

G. Dual Rear Axles with Steel Wheels (Heavy-duty and requires the purchaser's approval).

H. Belly Box Storage, both sides

I. Fully Skirted Underside

J. Observation Viewing Window

K. 240-Gal On-Board LPG Supply System

L. 12kW Triple-Fuel On-Board Power Generator

M. Bar Grating Roof Deck w/ Safety Rails and Rear Exterior Staircase to Roof https://codes.ohio.gov/ohio-administrative-code/4901:2 https://codes.ohio.gov/ohio-administrative-code/4901:2

N. Interior “Basement” Staircase

O. (2) Training Doors and (2) Training Windows

P. (7) Movable Walls and (1) Movable Door

3.2 Live Fire Training Equipment:

A. Durable LPG Live Fire Simulator Burn Platforms

B. Fixed Kitchen Stove Prop w/ independently controlled grease fryer effect

C. Interchangeable Burn Prop w/ Interchangeable Bed, Clothes Dryer, Boiler/Water, and Heater mockups, D. (1) Ceiling Rollover Fire Simulator E. Stainless Steel Pilot Ignition Systems (using Highly Reliable Ionization Method) – any exceptions, please explain in detail

F. Designed For Maintenance (DFM)

G. 2,300° Thermal Lining System – explain lining systems

H. (2) 70,000 CFM Integrated Smoke Generation Systems – any less shall be deemed non-compliant to the specifications

I. Fully Integrated Sound Generation System

3.3 Industrial Controls:

A. Touch Panel Operator Interface

B. PLC-Computer Controls & Wireless Remote

C. Variable Flame Control

D. Audible Fault Alarm

E. Data Recording

3.4 Safety Systems:

A. 3rd Party Certification by an OSHA-recognized NRTL

B. Monitored & Interlocked Fail-safe Pilot

C. Fail-safe Valves

D. Infrared (IR) Gas Detection System – explain any exceptions

E. Temperature Monitoring System

F. Integrated Ventilation / Exhaust System

G. Full Compliance with the Latest Edition of NFPA 1400 (2025 ed.)

3.5 Logistics & Support:

A. 8-hour Operation & Maintenance Training Course, up to (12) Students

B. Electronic Operation & Maintenance Manuals

C. Technical Phone Support for the Life of the Product

3.6 Equipment Storage Compartment

A. This compartment shall be large enough to store the equipment required by the purchaser, such as SCBAs, Fire Gear, and other tools and equipment to maintain the lab. This compartment may be combined with another listed compartment with the purchaser’s approval.

3.7 Propane Storage Compartment

A. Minimal propane fuel storage of 200 gallons shall be provided. The LP gas storage tank shall be

ASME-approved.

B. The gas supply system shall be pre-piped and ready for operation with appropriate and required tank fittings and delivery line components.

C. Tank compartment located on the forward end of the trainer

D. A fuel control and regulation station: Contains a first-stage regulator and a safety control valve.

E. Shall be equipped with a remote filling valve.

3.8 Collapsible 2nd Story Training Room

A. Second-story room folds down for trailer transport. The room shall include an entry/exit door to the open roof area.

B. The room shall be capable of being erected or collapsed in under 10 minutes by two people.

C. An electrically powered winch shall be used to raise and lower the second-floor room into position.

D. A handheld pendant shall be provided to control the winch.

3.9 Padlock or Doorknob Key Lock

A. All external doors, windows, hatches, and equipment doors shall be lockable by a padlock or doorknob key lock.

3.10 Additional Items Required

A. Rear Exterior Staircase to Roof (approval by the purchaser)

B. 36”x36” Confined Space Rooftop Hatch

C. Forcible Entry & Wall Breach Wall on swing walls located on the trainer interior

D. Standpipe & Sprinkler System

E. Fully Integrated Sound System

F. Quiet Diesel Generator

G. Aluminum Wheels

H. Freight

I. Graphic Allowance for OFA branding on trailer, $4,000.00.

3.11 LPG System Details

A. General Prop Descriptions:

1. Full-Size Stove Fire Simulator:

a. The kitchen fire shall consist of a stove and countertop mock-up typically found in a residential setting.

b. The fire shall emit from the top of the mockup, simulating a stove/countertop on fire.

c. The fire shall be ignited by the ignition officer using the included Wireless Remote control. The Wireless controller shall include interactive LED’s to indicate system status.

d. The flame height shall be adjustable using the Wireless Remote, including low, medium, and high flame settings at a minimum.

e. The fully involved fire shall reach the ceiling and shall cover the majority of the stove fire mockup. The minimum mockup surface area shall be 1.48 sq. meters (16 square feet). Systems with a small burn area are not acceptable.

f. All prop areas with direct flame impingement shall be 6mm (1/4” thick steel).

g. All pilot ignition devices and burners shall be concealed so as not to be visible to the trainees. The use of a static mockup within a pan assembly is unacceptable.

h. The fire simulator shall have water bath burner technology designed into the mockup to produce realistic flame and heat signatures over the mockup surface that is capable of handling a direct stream attack. It shall be constructed to run either wet or dry and shall not require a water fill to reduce steel deformation.

i. Upon activation of the main flame, ambient fire-crackling sounds shall automatically emit from one or more waterproof, shielded speakers in the burn room. The instructors may trigger additional search-and-rescue sounds via the Wireless Remote.

2. Kitchen Froyolater Fire Extension:

a. The stove prop shall have an independent pilot fire extension on the stovetop and shall be able to operate with the main fire, or independently

b. All prop areas with direct flame impingement shall be 6mm (1/4” thick steel).

c. All pilot ignition devices and burners shall be concealed so as not to be visible to the trainees.

3. Interchangeable Prop Fire Simulator:

a. The platform shall be designed in such a way as to accommodate any mockup the Academy deems necessary to its program at any time without any changes to the burn platform. Such props shall be included in the proposal, including, but not limited to, a flange fire, a marine engine, a radar console, a sofa, a storage rack, gas bottles, and hazmat drums.

b. The fire shall emit from the surface grating of the burn platform.

c. The fire shall be ignited by the ignition office using the included Wireless Remote control. The Wireless controller shall include interactive LED’s to indicate system status.

d. The flame height shall be adjustable using the Wireless Remote, including low, medium, and high flame settings at a minimum.

e. The XL Interchangeable Fire Simulator shall have its own independent, integral smoke generation to fill the entire room. The smoke system shall be capable of operating independently or concurrently with the fire protection system. Upon initialization by the operator, smoke shall be emitted. All smoke machines shall have a minimum output of 70,000 cfm.

f. The fully involved fire shall reach the ceiling and shall cover the majority of the fire mockup. The minimum mockup surface area shall be 1.48 sq. meters (16 square feet). Systems with a small burn area are not acceptable.

g. All prop areas with direct flame impingement shall be 6mm (1/4” thick steel).

h. All pilot ignition devices and burners shall be concealed so as not to be visible to the trainees. The use of a static mockup within a pan assembly is unacceptable.

i. The fire simulator shall have water bath burner technology designed into the mockup to produce realistic flame and heat signatures over the mockup surface that is capable of handling a direct stream attack. It shall be constructed to run either wet or dry and shall not require a water fill to reduce steel deformation.

4. Flashover-Rollover Effect Fire Simulator:

a. The flashover/rollover effect fire shall be located above the interchangeable prop platform simulator. It shall provide trainees with practice in recognizing rollover conditions and making fight-or-flight decisions.

b. The fire shall emit from a device that is inconspicuously mounted near the ceiling.

c. The flashover-rollover shall include an independent, fully integrated pilot ignition system.

d. The flashover-rollover shall be capable of at least 20 seconds of continuous operation with no more than 30 seconds of downtime between repeat ignitions.

e. The fire shall be ignited by the ignition office using the included Wireless Remote control. The Wireless controller shall include interactive LED’s to indicate system status.

f. All pilot ignition devices and burners shall be concealed so as not to be visible to the trainees.

B. System Specific Details

1. The system shall include a programmable logic controller (PLC) for the prop equipment room over the gooseneck of the trailer. The PLC shall monitor all safety devices and operational controls while recording and archiving message logs and event data. The PLC shall be programmed to place the system in a fail-safe shutdown in the event of a safety device activation, a manual E-stop being depressed, or a system inaccuracy.

2. A Remote (PCL) Control Panel shall be accessible from the outside curb of the trailer at eye level, allowing the outside instructor to monitor. This TSCP shall be placed behind a weather-proof compartment door.

3. The burn props shall be constructed of corrosion-resistant steel. The props must be factory tested before delivery. Each burner must include an inextinguishable pilot and burner system.

4. The trailer shall include two smoke-generation machines capable of distributing up to 70,000 cfm each, minimum. The smoke generation system shall be operated from the wireless or HMI (Human-Machine Interface) touch panel screen, min. 15.5” full color. The unit must enable the operator to vary discharge duration and cycle intervals from the main control unit without external equipment.

5. The trailer shall include a gas detection unit that is based on the infrared absorption principle. Catalytic bead and/or static (non-draw sample) type gas detection units are not acceptable. The sensor must be temperature-compensated and able to operate within an ambient temperature range of -40°F to 150°F and an ambient humidity range of 0 to 100%. Optics and electronics shall be hermetically sealed.

6. The gas detection units shall verify a safe atmosphere within the burn room before and during all burn operations. The system shall verify a safe atmosphere before system operation. These units shall be interlocked with additional safety features.

7. The gas concentration levels must constantly be displayed on the HMI (Human-Machine

Interface) touch panel screen.

8. The systems shall be preset to a 10% LEL warning level, and 25% LEL alarm, and shut down. A purge cycle shall then activate automatically. The gas monitoring unit's features are interlocked with the gas delivery and exhaust fan systems. An audible and visual alarm is activated during all elevated LEL conditions.

9. Temperature data shall be displayed as a temperature over timeline graph on the 15.5” color touch panel with all data recorded.

10. The trailer shall include temperature monitoring. Constant temperature monitoring shall exist whenever power is supplied to the unit. Temperature sensors shall be located 60 inches above the finish floor level and initiate warning and automatic compartment ventilation at predetermined levels within the High Limit Temperature Controller.

11. Training room temperature activation shall occur when the room temperature reaches 450°F, 60 inches above the floor level. The system shall activate the ventilation system and display a color indicator on the HMI (Human-Machine Interface) touch panel screen to indicate to the operator that an over-temperature shutdown is approaching.

12. Training room temperature shutdown shall occur when the room temperature reaches

500°F, 60 inches above the floor level. The systems shall activate an emergency shutdown. All gas-delivery-system functions and smoke-machine operation must cease.

A full-cycle purge shall then activate automatically via interlocks in the safety system and provide compartment ventilation until the temperature is reduced below the warning point.

13. Gas concentration data shall be displayed as a temperature over time line graph on the 15.5” color touch panel with all data recorded.

14. The trailer shall include an exhaust ventilation system. The exhaust system shall be designed to remove heat and combustion byproducts from the training environment. The system design shall provide for air exchange in each compartment every 60 seconds. The system shall be programmed upon start-up of the equipment; the trailer shall begin exchanging air and establishing a safe training environment.

15. Upon a system safety fault (over-temperature, high gas level, or system malfunction status) or manual activation of an emergency stop, the exhaust system shall automatically activate. The purge cycle shall continue until predetermined safety levels have been reached and reset. Safety reset parameters shall ensure that a complete air exchange occurs before the training equipment is reactivated. This system shall include fan controls.

The ventilation system shall be interlocked with the fire generation control system so that failure of the ventilation system shall inhibit the operation of the main burners of the related burn props in the space that the ventilation system serves. The exhaust ventilation system shall be monitored for operation using an airflow sensor or another method to ensure that the fire generation control system detects a failure of the exhaust ventilation system.

16. The system shall include forced combustion air for each training fire. Combustion air shall be brought in from the outside environment. Systems that only move air from within the trailer and do not have an outside electronic forced air combustion system shall be deemed unsafe and unacceptable. Combustion airflow or pressure shall be proven and interlocked with the safety shutoff valves so that fuel gas cannot be admitted before establishment of combustion air and so that the gas is shut off in the event of combustion air failure.

17. The system shall include a high-gas-pressure sensor interlocked with the trainer control system that triggers an automatic safety shutdown if high gas pressure is detected.

18. Independent constant monitoring of flame propagation at each pilot burner shall be supplied. The pilot burner shall be designed to be inextinguishable. In the event of inadequate pilot flame production, the fuel delivery system and all inline safety valves shall close. Display status messaging shall activate on the HMI (Human-Machine Interface) touch panel screen. Pilot verification shall be completed through an ionization method. The system shall not rely on thermocouple or ultraviolet sensors for pilot flame verification. Any deviations shall be noted in the submittal.

19. The fuel delivery system shall be installed within an approved cabinet. The fuel delivery system shall be equipped with fail-safe, safety shutoff valves that are UL-listed and FM-approved for gas use. All gas pipe installations shall comply with NFPA 54 and 58. The fuel delivery system shall utilize stainless steel piping.

20. All electronic components shall be UL-listed for the application in which they are utilized.

Control panels shall be designed, manufactured, and certified to UL 508A. The NEC (NFPA

70) shall be utilized for all electrical installations.

21. All live-fire props shall be controlled via the Wireless Remote Pendant Controller. The controller, at minimum, must include the following operational and safety features:

a. Deadman Activation

b. Emergency off

c. Fire enable

d. Independent pilot burner flame activation

e. Independent main burner flame intensity control

f. Smoke Generation

g. System Reset

h. Recharge batteries

i. Wireless charging

j. G-Force shock detection with disable

k. LED lights that indicate status, such as low battery

22. The system shall include multiple levels of operator password protection. Each level shall provide varied levels of operator access. The system administrator level shall allow the fire agency to create and assign training officers across the various levels of system operation.

23. The system shall include data tracking and system monitoring of all system functions.

Functions stored shall include operator commands, PLC functions, and safety device inputs. Data recording must include password logging, event messaging, system messaging, alarm messaging, operator display notes, run timers and counters, and fault counters. All operational events shall be stored for retrieval. The information shall be stored on the operating system's hard drive and on a compact flash card that can be removed for data retrieval. The information shall be viewable from the main operator control screen at any time by selecting the appropriate icon on the 15.5” touch panel interface.

24. Information shall be tracked by time, date, event, and action. Each log shall be designated by a number for file retrieval. The system shall integrate data tracking into the industrial operating system and not require additional external equipment for data retrieval, viewing, or storage.

25. The operating system must support remote access. The manufacturer shall include a remote diagnostic program for internet servicing and system upgrades as they are available.

26. A fully integrated sound-generation system shall automatically produce ambient, crackling-fire sounds upon initiation of the main fire by the ignition officer, with no further action required beyond lighting the main flame. Once fires are extinguished, the ambient, fire-crackling sound shall stop emitting automatically. Additionally, search-and-rescue sounds may be triggered at the operator control station, with a viewing window on the control console and a dedicated, easy-to-find push button for each sound effect. Within the 15.5” touch panel, each sound may be configured for manual initiation or automatic initiation with the fire(s). The sound library must be presented with the offeror’s proposal. The Owner must easily change sounds. All speakers must be waterproof and include a protective corrosion-resistant cover. All signal wiring, speakers, covers, main control panel, wireless, and sound library are the responsibility of the fire training equipment supplier.

27. Walls and ceilings within burn rooms and areas shall be protected with high-temperature lining systems. Lining system detailed fabrication and installation drawings are the responsibility of the fire training equipment supplier. Thermal lining is rated to withstand temperatures exceeding 2000˚F and thermal shock from the continuous heating and cooling typically encountered in live-fire training exercises.

28. Training fires and effect fires shall be instructor-controlled. The control system shall, however, automatically monitor all trainer safety systems and shall stop all training fires and initiate building ventilation as appropriate for the specific safety system alarm or malfunction.

29. The system shall include an audible fault alarm to signal to the operator when a system error occurs. System error messages shall be visible on the main system control panel.

3.12 QUALITY ASSURANCE

A. The Live Fire Trainers' equipment shall be designed and installed in accordance with the latest editions of the following codes and standards:

• NFPA 54: National Fuel Gas Code

• NFPA 58: Liquefied Petroleum Gas Code

• NFPA 70: National Electrical Code

• NFPA 1402: Standard on Facilities for Fire Training and Associated Props, latest ed.

• NFPA 86, Standard for Ovens and Furnaces, Sixteenth Edition

• UL 508A, Standard for Industrial Control Equipment.

• ANSI Z21 & 83: Series Standard for Gas Utilization Equipment

B. Live structural fires shall be compliant and meet the criteria for training as specified in the following NFPA manuals:

• NFPA 1001: Standard for Fire Fighter Professional Qualifications

• NFPA 1403: Standard on Live Fire Training Evolutions

• NFPA 1500: Standard on Fire Department Occupational Health & Safety

3.13 WARRANTY AND MAINTENANCE

A. Warrant the system to be free from defects in material and workmanship for a period of three (3) years after the final system training and acceptance date. Provide a replacement part for any part that fails in normal use.

B. The supplier shall provide a toll-free customer service telephone number that can be used by the

Owner 24 hours per day, 7 days per week to contact the fire training prop vendor’s customer service department.

C. The supplier shall include a (3) three-year maintenance agreement/service contract (to include annual testing)

3.14 START-UP AND TRAINING

A. Conduct an operational readiness test with facility personnel in observance. The goal of this test shall be to demonstrate the system's reliable operation. Once this test has been completed, the system shall be signed off by the Owner and be officially designated ready for training (RFT).

B. Provide a minimum of one (1) day operator training course for up to eight Ohio Fire Academy personnel in Ohio for the Mobile Structural Fire Simulator. The training course shall include at a minimum the following:

• Overview of each prop system and its functions

• Set Up and Pre-Operation Walk Through

• Review of manuals and Equipment literature

• Complete Hands-On Live Fire Prop Operation

• Daily, weekly, and monthly maintenance.

• Basic troubleshooting

• Equipment replacement, such as burners, sensors, and devices.

• What to do when the system fails

3.15 OFA Graphics Installation

A. Vendor will work with OFA to determine appropriate graphics to be placed along with all highly visible markings for the trailer. OFA will provide JPEGs for all graphics and will either be the vendor's responsibility to install prior to final delivery, or the vendor can work with OFA and subcontract to our vendor to complete this task, as they have all materials and requirements for proper graphics for our Training Labs.

B. The cost of these graphics installations is to be included in your final bid price for acceptance and delivery of the training labs.

3.16 Setup and Delivery Training

A. The vendor will provide final setup, delivery, and acceptance testing at the Division of State Fire

Marshal Office in Reynoldsburg, Ohio.

B. When the Training Unit is installed, the following documents will be provided:

• A technical manual describing the training system's operation, working procedure, and maintenance procedures.

C. A final checklist and sign-off will be completed between the vendor and the recipient. Following setup and testing, the vendor will provide a comprehensive day trainer session that covers the following:

• Description: Use of Ready Smart Class A Unit

• Operating of the system:

• Start /stop procedures

• Use of pilot burners

• Use of simulators

• Safety

• Hands-on

• Maintenance and basic troubleshooting

3.17 Preventive Maintenance/Warranty

A. The vendor will provide quotes and recommend price listings for preventative maintenance packages included in this bid, or the SFM can purchase them as part of the bid package for review.

B. The vendor will provide the scope of all standard warranties, any extended warranties, and pricing.

C. The vendor should list the Customer Service response times and training system repair times if the system needs to be troubleshooted or an equipment defect occurs with the training simulator for the OFA to continue training. The expectation is that service will be handled within 24 to 48 hours of a call to the vendor, with a tech on-site.

3.18 Final Cleaning and Closet Out

A. Provide five (5) copies of an Operator and Maintenance Manual to the Owner. The manual shall fully describe the delivered system and shall include sections on system operation, troubleshooting, and maintenance, associated diagrams and drawings, and a listing of replaceable spare parts.

B. Fire training equipment shall be cleaned using approved cleaning materials before training.

4. Instructions:

4.1 Contractor’s Narrative. Responses to the RFQ shall also include a short narrative describing the following:

A. The Contractor’s experience and expertise conducting projects of similar size and scope.

B. The Contractor’s ability to meet the minimum requirements.

C. The Contractor’s capacity to provide the services required.

D. Documentation of Contractor’s soundness and financial capability to perform the work.

E. Identification of the amount of time that the lead and key project personnel are expected to work on the project.

F. Ability and experience of key project personnel intended to work on the project and their responsibilities to the project.

G. Identification and description of any proposed subcontractors the Contractor will use if selected for the project and the work that will be completed by a subcontractor.

H. Description of contingency plans for completing the project should the lead or key project personnel become unavailable for any reason.

I. Timeline for completion of services and deliverables.

J. Description of the location and principal office from which the work is to be performed.

K. Identification of any anticipated difficulties in meeting the project specifications and a description of proposed solutions to these difficulties.

L. A list of three (3) references for whom the Contractor has performed similar services and deliverables. The Division may, but is under no obligation to, contact the references.

All components of this information should be submitted with the attached Offeror Profile form, found on the last page of the RFQ.

4.2 Compensation for Deliverables. The Contractor’s proposed compensation shall be submitted as the “Cost Quote.” The Cost Quote shall provide an itemized budget to include itemized professional fees and estimated costs associated with providing all marketing services and media scheduling. Invoices will be paid upon completion of the agreed-upon services and submission of an itemized invoice reflecting the services performed and associated costs incurred during the previous month. The Department will not be liable for any costs the Contractor does not identify in its Cost Quote.

4.3 Where Quotes Must Be Submitted. Quotes must be submitted (no faxed, emailed, mailed, or hand delivered Quotes will be accepted) to the OhioBuys Sourcing Event. Resources for suppliers on how to use OhioBuys can be found here: Using OhioBuys | State of Ohio Procurement

4.4 When Quotes May Be Submitted. Once posted, until the OhioBuys Sourcing Event closing date.

4.5 Quotes are a Public Record. The Contractor acknowledges that, in accordance with Ohio Revised Code Section 149.43, all documents submitted in response to this RFQ are presumptively deemed public record.

Therefore, the Contractor should not include in its Quote information it considers confidential, proprietary, trade secret, or otherwise exempt from public disclosure.

4.6 Withdrawal of Quote Prior to Scheduled Opening. The Contractor may withdraw its Quote by written request any time after the Division receives the Quote and before scheduled opening.

4.7 Withdrawal of Quote After Scheduled Opening. The Contractor may withdraw its Quote by written request after scheduled opening if there is reasonable proof that an inadvertent mistake was made.

4.8 Correction of Quote Before Scheduled Opening. If a Contractor withdraws its Quote and resubmits it with revisions prior to the submission due date, the revisions should be clearly identified and initialed by the Contractor. Any corrections must be completed off the Division’s premises.

4.9 Correction after Scheduled Opening. The Department may permit a Contractor alleging an error to correct its Quote after opening, only if the mistake and the correction are clearly evident from the Quote and the correction does not affect the amount of the Quote or otherwise give the Contractor an unfair competitive advantage.

4.10 Quotes are Firm for 90 Days. Unless stated otherwise, once opened, all Quotes are irrevocable for ninety

(90) days. Beyond ninety (90) days, the Contractor will have the option to honor their Quote or make a written request to withdraw their Quote from consideration.

4.11 Rejected Quotes. The Department may reject any Quote, in whole or in part, if any of the following circumstances are true:

A. Quotes are not in compliance with the required format stated in the RFQ.

B. Quotes do not address all of the requirements of the RFQ.

C. The price is excessive in comparison with available funds or market conditions.

D. The Quote takes exception to the terms and conditions of this RFQ or fails to meet any of the requirements, terms and conditions, and specifications of this RFQ.

E. The Department determines that awarding a contract is not in its best interest.

https://procure.ohio.gov/bidders-and-suppliers/resources/03_Using+OhioBuys

4.12 Quote Preparation. The Division assumes no responsibility for costs incurred by the Contractor prior to the award of the Contract resulting from this RFQ. Quotes may not include any amounts attributable to its preparation.

4.13 Inquiries. Contractors may not contact the Department directly at any time during the solicitation process;

however, Contractors may make inquiries regarding this RFQ any time during the inquiry period listed in OhioBuys.

To make an inquiry, Contractors must login to OhioBuys, navigate to the solicitation, open the Inquiry tab and submit their inquiry. Contractors will not receive a personalized e-mail response to their question, nor will they receive notification when the question has been answered. Contractors may view inquiries and responses on the OhioBuys Public Solicitations page by opening the Solicitation Overview and navigating to the inquiries section of that page.

Contractors are to base their Quote responses, and the details and costs of their proposed projects, on the requirements and performance expectations established in this RFQ.

The Department is under no obligation to acknowledge questions submitted through the Q&A process if those questions are not in accordance with these instructions or deadlines. The Department does not consider questions asked during the inquiry period through the inquiry process as exceptions to the requirements or the terms and conditions of this RFQ.

The Department will attempt to respond to all inquiries within three business days of receipt, excluding State holidays. The Department will not respond to any inquiries received after 05:00 PM on the inquiry end date listed in OhioBuys. The Department will use its discretion in deciding whether to provide responses as part of this RFQ process. Responses to inquiries are not considered changes to the RFQ.

4.14 Restrictions on Communication. Other than the communication options described in this RFQ, Contractors must not make unsolicited contact with any staff member of the Department regarding this RFQ. Contractors must not represent themselves to anyone as having the endorsement of the Department or the State, nor as the Department’s next supplier of the work. For contractors currently doing business with the Department, any communication regarding this RFQ is prohibited except as provided for in this RFQ. Any such unauthorized contact may result in a Contractor being disqualified from further consideration under this RFQ. The Department will not discuss the particulars of this RFQ process with external parties.

4.15 Amendments to this RFQ. If the Department decides to revise this RFQ before the Quote due date, an amendment will be issued in OhioBuys as a new round. If a Contractor has submitted a Quote prior to an amendment being issued and wishes to be considered, the Contractor must resubmit their Quote in response to the latest round of the RFQ. Quotes submitted in response to amended RFQs prior to the most recent amendment will not be opened or evaluated. The Department may issue amendments to this RFQ any time before Quotes are due, and it is each Contractor’s responsibility to check for amendments and other current information regarding this RFQ.

Unless otherwise stated in the notice by the Department, modifications and withdrawals must be submitted within OhioBuys prior to the end date of the amendment response period. If this RFQ provides for a negotiation phase, this procedure will not apply to changes negotiated during that phase. Any modification that is broader in scope than the Department has authorized may be rejected and treated as a withdrawal of the Contractor’s Quote.

4.16 Responsive Contractor. A Contractor is responsive if its Quote responds to the RFQ completely and contains no irregularities or deviations from the RFQ that would affect the Quote or otherwise give the Contractor an unfair advantage.

4.17 Responsible Contractor. The Department may reject any Quote if a Contractor or a subcontractor is determined not to be responsible. The Department will determine if a Contractor is responsible using the following factors:

A. Experience of the Contractor.

B. Contractor's financial condition.

C. Contractor's conduct and performance on previous agreements, if applicable.

D. Contractor's facilities.

E. Contractor's management skills.

F. Contractor’s ability to execute the agreement properly.

4.18 Information Requested. The Division may request additional information to evaluate the Contractor's responsiveness to the RFQ or to evaluate a Contractor’s responsibility. If a Contractor does not provide the requested information, it may adversely impact the Division’s evaluation of the Contractor’s responsiveness or responsibility.

4.19 Clarifications and Corrections. During the evaluation process, the Division may request clarification from any potential Contractor under active consideration and may give a Contractor the opportunity to correct defects in its Quote if the Division believes doing so does not result in an unfair advantage for the Contractor and it is in the Division’s best interests. Any clarification response that is broader in scope than what the Division has requested may result in the Contractor’s Quote being disqualified.

4.20 Agreement Negotiation. It is at the discretion of the Division whether to permit negotiations. A Contractor must not submit a Quote assuming there will be an opportunity to negotiate any aspects of the RFQ. At its election, the Division may conduct discussions and/or negotiations with a Contractor for the purpose of clarification and/or correction. When it has been determined that it is in the Division’s best interest to conduct negotiations, the Division may request a submission of a best and final quotation.

4.21 Agreement Award. The Department’s quote review team will evaluate the Quotes and, if applicable, the presentations and interviews, and will recommend to the Director of Commerce the award of an agreement based upon the total Contractor score and whether awarding an agreement will result in obtaining the best value and advantage to the Department. The Director’s award of an agreement will be identified by the Director’s signature on the agreement. The Director’s award is final and not appealable. The Department at any time may determine that the award of an agreement is not in the best interest of the Department and may reject, cancel, or re-issue this RFQ in whole or in part.

4.22 Agreement Contents. If this RFQ results in an award of an agreement (the Contract), the Contract will consist of this RFQ and any written amendments to the RFQ, the version of the Contractor’s Quote accepted by the Department, any materials incorporated by reference and accepted by the Department, and the Department’s terms and conditions for the Contract. The Contractor will perform the work as specified in the Contract.

The Contract’s terms and conditions shall be substantially similar to the standard State of Ohio terms and conditions:https://dam.assets.ohio.gov/image/upload/procure.ohio.gov/TCond/Standard_T_C_3-31-25.pdf

The requirement to complete the following form will be incorporated as a term and condition of the agreement:https://procure.ohio.gov/static/pdf/StateLocalAgencies/Resources_Forms/04- Affirmation%20and%20Disclosure%20Form_3-4-22.pdf

The Contractor must register with the Ohio Secretary of State at: https://www.ohiosos.gov/businesses/

If the Contractor is not currently a registered vendor with the State of Ohio, Contractor must (1) register online using the OAKS Supplier Self-Registration module at www.supplier.obm.ohio.gov; and (2) register with Ohio Buys in accordance with information provided at https://procure.ohio.gov/bidders-and-suppliers

4.23 Unless Contractor is a “business entity” as that term is defined in Section 145.037 of the Ohio Revised Code (“an entity with five or more employees that is a corporation, association, firm, limited liability company, partnership, sole proprietorship, or other entity engaged in business”), the Contractor shall have https://dam.assets.ohio.gov/image/upload/procure.ohio.gov/TCond/Standard_T_C_3-31-25.pdf https://procure.ohio.gov/static/pdf/StateLocalAgencies/Resources_Forms/04-Affirmation%20and%20Disclosure%20Form_3-4-22.pdf https://procure.ohio.gov/static/pdf/StateLocalAgencies/Resources_Forms/04-Affirmation%20and%20Disclosure%20Form_3-4-22.pdf https://www.ohiosos.gov/businesses/ http://www.supplier.obm.ohio.gov/ https://procure.ohio.gov/bidders-and-suppliers any individual performing services under the agreement complete and submit to the Department the Independent Contractor/Worker Acknowledgment form.

4.24 Contractor Start Date. The Division expects the Contractor to commence work upon Contract execution and the issuance of a Purchase Order (PO). If the Contractor is unable or unwilling to commence work, the Division reserves the right to cancel the Contract award and resume the evaluation process with the next most advantageous Quote.

In accordance with Ohio Revised Code Section 126.07, the Department’s contracts are not valid and enforceable until the Office of Budget and Management certifies the availability of appropriate funding, as indicated by the approval of the PO. The selected Contractor may neither perform work nor submit an invoice for payment for work performed for this project for any time prior to the PO approval date. The Department will notify the selected Contractor when the requirements of ORC Section 126.07 have been met and send a copy of the PO.

4.25 Department Withdrawal of the RFQ. The Department reserves the right to withdraw the RFQ at any time prior to the award of the Contract.

4.26 Damages Arising from RFQ Specifications. A Contractor will not be compensated for damages arising from inaccurate or incomplete information in the RFQ, specifications, or from inaccurate assumptions based upon the specifications.

4.27 Preferences. As applicable, the Department will apply all preferences pursuant to OAC 123:5-1-06.

https://www.opers.org/forms-archive/PEDACKN-Non-Member-Acknowledgment.pdf

Offeror Profile Form

Offeror’s Full Legal Name:

Address:

Contact Person Name:

Contact Person Phone Number:

Contact Person E-mail Address:

Home Office Location:

Date Established: Ownership (e.g., corporate officers or partners):

Number of Employees:

Offeror Business Type (e.g., public corporation, partnership, subsidiary, etc.):

Contract Signatory Name: Contract Signatory Email Address:

Provide the information described in Section 4.1 of the RFQ.

Describe Offeror’s financial stability.