Ayer_Fire_Department_SCBA_IFB~1.pdf

Town of Ayer - Ayer Fire Department | SCBA Invitation for Bids | Page 1

TOWN OF AYER

AYER FIRE DEPARTMENT

INVITATION FOR BIDS

SELF-CONTAINED BREATHING APPARATUS (SCBA) AND RELATED EQUIPMENT

M.G.L. c. 30B, §5

Procurement: Purchase of 3M Scott Air-Pak XD Self-Contained Breathing Apparatus, cylinders, RIT equipment, facepieces, Pak-Tracker equipment, training, and associated equipment.

1. INVITATION

The Town of Ayer, through the Ayer Fire Department, invites sealed bids for the purchase and delivery of new Self-Contained Breathing Apparatus (SCBA), cylinders, Rapid Intervention Team (RIT) equipment, facepieces, firefighter locating equipment, training, and related equipment.

This procurement is being conducted as a competitive sealed bid under M.G.L. c. 30B, §5. Award shall be made to the lowest responsible and responsive bidder whose bid meets all requirements and criteria stated in this Invitation for Bids (IFB).

2. PURPOSE AND OPERATIONAL REQUIREMENTS

The Ayer Fire Department provides fire suppression, hazardous materials response, technical rescue, emergency medical services, and other emergency services requiring personnel to operate in Immediately Dangerous to Life or Health (IDLH) atmospheres.

The purpose of this procurement is to provide department personnel with modern, reliable respiratory protection equipment suitable for the Department's operational needs. The specified configuration is intended to maintain operational compatibility, firefighter familiarity, training consistency, maintenance continuity, and interoperability.

3. BID RECEIPT AND OPENING

Sealed bids shall be submitted as follows:

Bid Due Date: October 29, 2026

Bid Due Time: 1:00 PM

Delivery Address: 1 West Main St, Ayer, MA 01432

Office/Attention: Fire Chief Timothy Johnston

Bids received after the stated time and date will not be accepted. Bids will be opened publicly in accordance with M.G.L. c. 30B, §5.

Maximum Time for Bid Acceptance: ________30______ days from the date of bid opening.

The outside of the sealed submission should be clearly marked: “SCBA AND RELATED EQUIPMENT –

INVITATION FOR BIDS.”

4. EQUIPMENT SPECIFICATIONS

The following specifications are mandatory unless a deviation is expressly approved in writing by the Town before bid opening. All equipment shall be new and current production.

Town of Ayer - Ayer Fire Department | SCBA Invitation for Bids | Page 2

Self-Contained Breathing Apparatus

Quantity: 32

3M Scott Air-Pak XD SCBA, with cylinder and face piece configured as follows:

• 5.5 / 5,500 PSI operating pressure

• CGA cylinder connection

• Unpadded harness configuration

• AV-3000 HT facepiece, 4.5 strap

• All standard components necessary to provide a complete, operational SCBA

RIT Equipment

Quantity: 3

3M Scott RIT III Complete Kits, configured as follows:

• Rectus connection

• 5.5 / 5,500 PSI configuration

• Complete and ready for emergency deployment

Pak-Tracker Equipment

The bid shall include the following 3M Scott Pak-Tracker firefighter locating equipment, fully compatible with the proposed Air-Pak XD SCBA:

• 1 - Pak-Tracker Handheld Receiver

• 2 - Additional rechargeable replacement batteries compatible with the Pak-Tracker Handheld Receiver

• All chargers, charging equipment, and standard components required for operation of the handheld receiver The Pak-Tracker equipment shall be delivered fully operational and compatible with the firefighter locating/transmitter capabilities of the proposed Air-Pak XD SCBA.

60-Minute Cylinders

Quantity: 3

• 3M Scott carbon fiber cylinder and valve assembly

• 5.5 / 5,500 PSI

• 60-minute rated duration

• Compatible with the specified Air-Pak XD SCBA and RIT III equipment

45-Minute Cylinders

Quantity: 64

• 3M Scott carbon fiber cylinder and valve assembly

• 5.5 / 5,500 PSI

• 45-minute rated duration

• Compatible with the specified Air-Pak XD SCBA

Town of Ayer - Ayer Fire Department | SCBA Invitation for Bids | Page 3

5. FACEPIECES

Each SCBA shall include a compatible 3M Scott AV-3000 HT facepiece with 4.5 strap configuration.

The bidder shall identify available facepiece sizes. Final facepiece sizing and quantities by size shall be coordinated with the Ayer Fire Department prior to delivery at no increase to the bid price.

6. STANDARDS AND COMPLIANCE

All SCBA, facepieces, cylinders, RIT equipment, Pak-Tracker equipment, and associated components shall comply with all applicable federal requirements and current standards applicable to the specified equipment at the time of manufacture and delivery.

The bidder shall identify the applicable:

• NFPA certification and edition;

• NIOSH certification;

• DOT cylinder requirements;

• manufacturer certifications; and

• other applicable safety standards.

Documentation demonstrating compliance shall be provided upon request. Failure to meet a mandatory requirement may result in rejection of the bid as nonresponsive.

7. TRAINING AND DELIVERY

The successful bidder shall provide appropriate orientation and in-service training for Ayer Fire Department personnel as part of the base bid.

The Ayer Fire Department operates with four separate working groups. Training shall be provided individually to each of the Department's four working groups, requiring a minimum of four training sessions, so that all operational personnel have an opportunity to receive hands-on instruction.

Training shall cover, at minimum:

• SCBA operation;

• inspection and daily checks;

• emergency procedures;

• facepiece operation and maintenance;

• cylinder installation and removal;

• RIT III operation;

• Pak-Tracker operation and firefighter locating procedures;

• charging, battery maintenance, and replacement procedures;

• routine cleaning and maintenance; and

• changes or operational differences from previous-generation Scott SCBA.

Training shall include sufficient hands-on instruction to familiarize personnel with operation, inspection, emergency features, and routine care of the equipment.

The successful bidder shall coordinate the dates and times of the four training sessions with the Ayer Fire Department. Training may be scheduled on separate dates as necessary to accommodate the Department's four working groups.

The cost of providing training to all four working groups shall be included in the total bid price and shall not be an optional or additional-cost service.

Town of Ayer - Ayer Fire Department | SCBA Invitation for Bids | Page 4

All equipment shall be delivered to the Ayer Fire Department, Ayer, Massachusetts, unless otherwise directed by the Department. Delivery and training shall be coordinated with the Department to facilitate placement of the equipment into service.

8. WARRANTY, SERVICE, AND SUPPORT

The bidder shall provide complete information concerning the manufacturer's warranty applicable to the equipment.

The bidder shall identify its ability to provide technical support, warranty service, repairs, testing, replacement parts, batteries, and other support for the equipment, including the location of the authorized service facility serving the Ayer Fire Department.

These requirements will be evaluated on a pass/fail basis for responsiveness and responsibility and will not be comparatively scored.

9. BID REQUIREMENTS

Each bid shall provide a complete, itemized price for all equipment and services specified in this IFB and shall include:

1. Manufacturer and exact model/part number for each item.

2. Quantity of each item.

3. Unit price for each item.

4. Extended price for each item.

5. Total bid price.

6. All shipping, freight, delivery, and handling charges.

7. All setup, assembly, programming, and preparation charges.

8. Training for all four working groups.

9. Warranty information.

10. Estimated manufacturing and delivery timeframe.

11. Replacement parts and service information.

12. Authorized service facility information.

13. Any municipal or other discounts incorporated into the bid price.

The total bid price shall include all fees, charges, equipment, training, delivery, and services necessary to place the equipment into service.

10. BID EVALUATION AND AWARD

Bids shall be evaluated solely on the requirements and criteria stated in this IFB. The Town will determine whether each bid is responsive to the IFB and whether the bidder is responsible and capable of performing the contract.

Mandatory equipment specifications, compatibility, required training, delivery requirements, warranty information, and service/support requirements shall be evaluated for compliance. A bid that materially fails to meet a mandatory requirement may be rejected as nonresponsive.

Award shall be made to the lowest responsible and responsive bidder based on the Total Bid Price stated on the Bid Form, subject to all requirements of M.G.L. c. 30B, §5.

The Town reserves the right to reject any or all bids when permitted by law and to waive or permit correction of minor informalities in accordance with M.G.L. c. 30B.

Town of Ayer - Ayer Fire Department | SCBA Invitation for Bids | Page 5

11. BRAND AND SUBSTITUTIONS

The Department has standardized its respiratory protection equipment around 3M Scott Fire & Safety equipment. The specified configuration is required for operational compatibility, firefighter familiarity, training, maintenance, and interoperability.

Bidders shall bid the specified 3M Scott equipment and configuration. No substitution or deviation shall be made unless expressly authorized by written addendum issued by the Town before bid opening.

Any request for clarification or approval of a proposed deviation must be submitted sufficiently in advance of the bid deadline to permit the Town to respond, if appropriate, by written addendum available to all prospective bidders.

12. BID FORM

Qty. Equipment Required

Configuration Unit Price Extended Price

32 3M Scott Air-Pak XD

SCBA

5.5, CGA, QD,

Unpadded, AV-3000 HT 4.5 Strap

3 Scott RIT III Complete Kit

Rectus, 5.5 $________ $________

3 Scott Carbon Cylinder 5.5, 60-minute $________ $________ 64 Scott Carbon Cylinder 5.5, 45-minute $________ $________ 1 Scott Pak-Tracker

Handheld Receiver Compatible with Air- Pak XD

2 Pak-Tracker Replacement Batteries

Rechargeable;

compatible with handheld receiver

1 Training Minimum four sessions; one for each working group

TOTAL BID PRICE (all equipment, training, delivery, fees, and charges):

Estimated Delivery: _________________________________________________

Manufacturer Warranty: ______________________________________________

13. BIDDER INFORMATION AND CERTIFICATION

Bidder/Company Name: _______________________________________________

Address: ___________________________________________________________

Authorized Representative: __________________________________________

Telephone: __________________________ Email: _________________________

The undersigned certifies that the bidder has reviewed this IFB, that the bid complies with the stated requirements except as expressly disclosed in the bid, and that the Total Bid Price includes all costs required to furnish, deliver, train, and place the specified equipment into service.

Authorized Signature: __________________________________ Date: ______________

Printed Name/Title: _______________________________________________________

Town of Ayer - Ayer Fire Department | SCBA Invitation for Bids | Page 6

14. QUESTIONS AND ADDENDA

Questions concerning this IFB shall be directed to:

Ayer Fire Department 1 West Main Street Ayer, Massachusetts 01432

Contact: Timothy P. Johnston, Fire Chief

Telephone: 978-772-8231

Email: firechief@ayerfire.gov

Any interpretation, correction, or change to this IFB that affects the requirements of the procurement will be made by written addendum. Bidders are responsible for acknowledging all addenda as required by the Town.

15. CONTRACT TERMS

The successful bidder shall furnish all equipment and services in accordance with this IFB, its bid, and any written addenda or contract documents issued by the Town.

The Town reserves all rights available under M.G.L. c. 30B and other applicable law. If award is subject to approval by another Town board, committee, commission, or official, that approval shall be identified in the procurement notice and/or final bid documents before issuance.