DYS Facilities Fire Protection Systems MRO - FY26 SRC0000030343.pdf

Ohio Department of Youth Services

Request for Quote (RFQ)

DYS Facilities Fire Protection Systems MRO - FY26: SRC0000030343

Purpose: This solicitation is intended to award a purchase order to a supplier(s) on contract RSI019039 - MAC023 to provide Preventative / other Maintenance and Repair including inspections to Fire Suppression Systems by a certified/licensed technician to cover

The Ohio Department of Youth Services Juvenile Correctional Facilities. The awarded purchase order will cover 7/1/2025 through 6/30/2026.

RFQ Schedule:

• RFQ Issued: 4/29/2025

• Inquiry Periods Begins: 4/29/2025

• Site Visits: Encouraged, Not mandatory, no later than 5/23/2025

• Inquiry Period Ends: 5/26/2025 AT 12:00PM

• Quotes Due: 5/28/2025 at 3:00PM

Site Locations:

• Cuyahoga Hills Juvenile Correctional Facility (CHJCF):

o 4321 Green Road

Highland Hills, Ohio, 44128

• Indian River Juvenile Correctional Facility (IRJCF):

o 2775 Indian River Road SW

Massillon, Ohio 44646

• Circleville Juvenile Correctional Facility (CJCF) o 640 Island Rd, Circleville, Ohio 43113

This solicitation will be separated into 3 lots. Each individual facility will have their own lot.

Suppliers must provide a response to each lot they are looking to service.

• LOT 1 - Cuyahoga Hills Juvenile Correctional Facility (CHJCF):

• LOT 2 - Indian River Juvenile Correctional Facility (IRJCF):

• LOT 3 - Circleville Juvenile Correctional Facility (CJCF)

Site Visits:

Suppliers are not required to attend a site visit to be considered for contract award. If the supplier prefers to visit the site prior to submitting a quote, please submit an inquiry from the

RFQ.

General Information:

Services will be coordinated with facility’s’ Maintenance Superintendent and will take place during normal working hours Monday - Friday between 8:00 am – 4:00 pm (EST) Unless otherwise approved.

Each facility will provide a staff member to accompany the supplier during each visit.

ODYS requires certified/licensed technicians to perform these services on the following systems/ equipment:

• Automatic Sprinkler and Standpipe.

• Fire Service Mains.

• Fire Pumps.

• Fire Alarm and Detection Equipment.

• Portable Fire Extinguishers.

• Engineered Extinguishing Equipment Other Than Water.

• Pre-Engineered Extinguishing Equipment Other Than Water.

• Household Fire Warning Equipment.

• Aerosol Extinguishing Equipment.

• Diesel Fire Pump.

• Inspections (quarterly, bi-annual, annual)

Inquiries:

Prospective offerors may make inquiries or seek clarifications regarding this RFQ any time during the inquiry period. To make an inquiry, prospective offerors must use the

Inquiry tab on the solicitation in OhioBuys to submit all inquiries or seek clarification.

Prospective offerors submitting inquiries will receive an immediate acknowledgement by e-mail that their inquiry has been received. The prospective offeror who submitted the inquiry will not receive an e-mail response to the question but will need to view the response on the OhioBuys website where it will be posted for viewing by all prospective offerors.

Attachments to an inquiry are not visible to ODYS, so please include all questions in the inquiry description field.

ODYS will try to respond to all properly posed inquiries within 48 hours, excluding weekends and state holidays. Prospective offerors who attempt to seek information or clarifications verbally will be directed to submit an inquiry from the RFQ in Ohio Buys.

Cost Proposal:

Suppliers must complete the item grid for each lot in OhioBuys and provide a response to each item. Each system / service will be evaluated based off hourly rates.

• Regular Service Hourly Rate.

• Trip Charge.

• Quotes must be valid for a minimum of sixty (60) days.

Time of Performance:

• The initial awarded Purchase Order is estimated to become effective on July 1st, 2025, and remain effective through June 30, 2026, or until terminated as provided in the contract.

Evaluation / Award:

• Bids will be evaluated, and the Purchase order will be awarded to the lowest responsive and responsible bidder as determined by the agency. Not-to-exceed pricing should be considered for each company’s contract already established by DAS contract RSI019039.

STANDARD TERMS AND CONDITIONS:

By participating in this RFQ, the contractor explicitly agrees to all terms and conditions outlined within T&C established in the DAS Contract..

CONTRACT: RSI019039

Contains Standard Terms and Conditions, special contract terms & conditions that have already been executed and awarded to the contract holders.