ESBD_364912_1719350530358_RFP769-25-990ER Fire Alarm JOC.pdf

Request for Proposal

FIRE ALARM SYSTEM

JOB ORDER CONTRACT

RFP769-25-990ER

Issue Date June 25, 2024

RFP769-25-990ER

Fire Alarm System JOC

REQUEST FOR PROPOSAL

Request for Proposal #: RFP769-25-990ER Request for Proposal Name: Fire Alarm System JOC RFP PRE-PROPOSAL MEETING DATE & TIME: Not Applicable RFP DUE DATE AND TIME: July 25, 2024 @ 2:00 p.m.

RFP PUBLIC OPENING DATE & TIME: Not Public

RETURN SEALED PROPOSALS TO:

Electronic Submission:

https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg

=UNTS

If there are any questions regarding this RFP, please submit solicitation questions to Elaine Robbins at elaine.robbins@untsystem.edu. All questions must be received no later than July 12, 2024 at 2:00 p.m. CDT. All questions and answers will be posted to the website by 5:00 p.m. on July 16, 2024.

A copy of this proposal form is posted at and may be downloaded from https://finance.untsystem.edu/vendor-resources/bid-inquiry/bid-opportunities.php;

https://bids.sciquest.com/apps/Router/PublicEvent?Custom erOrg=UNTS; and https://www.txsmartbuy.com/esbd .

Check below if preference claimed under TAC, Title 34, as amended

� Supplies, materials, or equipment produced in Texas/offered by Texas bidders � Agricultural products produced or grown in Texas � Agricultural products and services offered by TX bidders

USA produced supplies, materials, or equipment � Products of persons with mental or physical disabilities � Recycled, remanufactured, or environmentally sensitive products, including recycled steel products � Energy efficient products � Rubberized asphalt paving material � Recycled motor oil and lubricants � Products produced at facilities located on formally contaminated property � Products and services from economically depressed or blighted areas � Vendors that meet or exceed air quality standards

By signing this proposal, respondent certifies that if a Texas address is shown as the address of the respondent, respondent qualifies as a Texas Resident Bidder as defined in Texas Administrative Code (TAC), Title 34, as amended.

In accordance with the Texas Government Code, Sections 2161.181-182 and the Texas Administrative Code (TAC), Title 34, as amended, state agencies shall make a good faith effort to utilize Historically Underutilized Businesses (HUBS) in contracts for construction, services, including professional and consulting services and commodities contracts. The Texas Comptroller of Public Accounts HUB Rules, TAC, Title 34, as amended, encourages the use of HUBs by implementing these policies through race-ethnic-and gender-neutral means.

Are you a certified HUB? (circle one) YES or NO If yes, please circle the organization or entity certified with below and include a copy of your certificate:

Texas Comptroller of Public Accounts; NCTRCA; MBDC;

Other____________________ If yes, please also specify: Ethnicity______________ & Gender _____________

IF SUBMITTING A PROPOSAL, RFP MUST BE SIGNED and ALL attached files must be submitted with proposal package. You shall submit electronically at https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg =UNTS . Electronic proposals should be received NO LATER THAN the specified due date and time. UNTS reserves the right to accept late proposals, however proposals received after opening time will not be accepted.

Incomplete proposals will be disqualified.

RESPONDENT MUST FILL IN AND SIGN BELOW:

(FAILURE TO SIGN WILL DISQUALIFY PROPOSAL)

COMPANY NAME:

ADDRESS:

CITY,STATE,ZIP:_____________________________________

PAYEE ID#:

AUTHORIZE AGENT:

(Print or Type Name)

AUTHORIZED SIGNATURE:___________________________

DATE:

PHONE NUMBER:

FAX NUMBER:

EMAIL ADDRESS: ____________________________________

https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=UNTS https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=UNTS mailto:elaine.robbins@untsystem.edu https://finance.untsystem.edu/vendor-resources/bid-inquiry/bid-opportunities.php https://finance.untsystem.edu/vendor-resources/bid-inquiry/bid-opportunities.php https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=UNTS https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=UNTS https://www.txsmartbuy.com/esbd https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=UNTS

RFP769-25-990ER

TABLE OF CONTENTS

Section 1.0 Scope of Work

Section 1.1 Specifications

Section 1.14 Contract

Section 1.15 Option to Renew and Escalation Clause

Section 1.16 Cancellation

Section 1.17 Payment & Performance Bond

Section 2.0 HUB Subcontracting Opportunities and Forms

Section 3.0 Pre-Proposal Meeting - Not applicable

Section 4.0 Evaluation

Section 5.0 Selection Process

Section 5.1 Criteria for Selection

Section 5.2 Respondent’s Acceptance of Offer

Section 6.0 Submittal Deadline

Section 7.0 Schedule of Events

Section 7.1 Revisions to Schedule

Section 8.0 Questions

Section 9.0 Public Opening – Not public

Section 10.0 References

Section 11.0 Insurance Requirements

Attachment A Terms and Conditions

Attachment B Pricing

Attachment C Respondent Qualifications

Attachment D HUB Subcontracting Form

Attachment E Sample Contract

Attachment F UNTS UGC 2022 Amended

RFP Checklist-Please use this checklist to make sure you are providing all the proper documents

( ) All UNTS provided RFP forms completed

( ) Proposal signed

( ) One electronic form filed online

( ) If requested, supporting product or service documentation provided

( ) Addendums included in response

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NOTICE - IN ADDITION TO THE ITEMS LISTED BELOW, THE TERMS AND CONDITIONS OF THIS RFP ARE

ATTACHED AS ATTACHMENT “A”.

IMPORTANT NOTICE: ANY PROPOSED CHANGES TO THE TERMS AND CONDITIONS OUTLINED IN THIS RFP MUST BE SUBMITTED ALONG WITH YOUR RESPONSE TO THIS RFP. FAILURE TO PROVIDE SUCH MAY PREVENT UNT SYSTEM FROM AGREEING TO ANY CHANGES IN OUR STANDARD TERMS AND CONDITIONS

AND COULD AFFECT THE AWARD OF THIS RFP.

The laws of the State of Texas must prevail on all responses.

1.0 SCOPE OF WORK/DESCRIPTION OF GOODS:

In accordance with Education Code 51.784, the University of North Texas System (UNTS), subsequently referred to as the Owner, is accepting proposals and intends to enter into an agreement with a vendor(s) that specializes in Fire Alarm, Fire Sprinkler, Fire Suppression System Services, inspections as well as remedial work and minor renovations in accordance with the terms and conditions and requirements set forth in this Request for Proposal. UNTS intends to select multiple vendors as a result of this RFP. UNTS will assess the selected vendors on a rotational or qualifications basis as necessary for a given project. The selected vendor(s) may be awarded projects that are managed by UNTS or by any of its component institutions. The resulting pricing, terms and conditions shall be extended to the University of North Texas System (UNTS), the University of North Texas (UNT), the University of North Texas Health Science Center (UNTHSC), University of North Texas at Dallas (UNTD) and any other institutions of higher education interested in utilizing the agreement, as allowed by the Texas Education Code.

This RFP shall include any future buildings with like systems within the contract period, should those properties be included after the beginning of the contract year, they will be prorated for the remaining period, depending on services required.

1.1 Service Requirements:

• Work shall include fire alarm systems, fire sprinkler systems, fire extinguishers, special fire suppression system services, inspections, repairs, remedial work, and renovations.

Responses will be accepted from firms who wish to provide service on some but not all systems; for example, all systems except “extinguishing systems”. This should be noted in the response.

• Contractor shall provide labor, materials, equipment, tools, and transportation required to perform these services.

• Fire alarm systems include but are not limited to:

o Design, installation, programming and repair of fire alarm systems o Contractor must be an authorized Notifier® Distributor o Annual inspections o Fire Alarm Control Panels (FACP) o Fire Alarm Annunciator Panels (FAAP) o Power supplies and Backup power supplies o Communication equipment and Central Station reporting o Heat detectors o Smoke Detectors o Duct detectors o Optical Beam Detectors o Carbon Monoxide Detectors o Multi-Sensor Detectors o Addressable and Intelligent devices o RATH® communication systems

• Fire Sprinkler Systems include but are not limited to:

o Design, installation, programming and repair of fire sprinkler systems o Annual inspections o Water flow switches o Supervisory and tamper switches for Fire pump monitoring

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Fire Alarm System JOC o Pre-action valve solenoids o Dry pipe systems o Emergency transfer switches o Nitrogen generators and nitrogen-filled fire sprinkler piping systems

• Special suppression and smoke evacuation systems include but are not limited to:

o Design, installation, inspection, programming and repair of special extinguishing systems o Annual and Semi-Annual inspections as required for applicable system o Kitchen hood fire suppression systems o Special agent suppression systems o Victaulic Vortex® Systems o HVAC smoke evacuation control equipment

1.2 Guidelines: Inspections will use the following guidelines;

• All fire alarm inspections and testing will follow the most recent adopted NFPA (National Fire Protection Association) 72 Fire Alarm Codes.

• Fire alarm inspection and testing will include but not limited to the visual inspection and testing of the following:

o Smoke detectors o Heat detectors o Water flow relays o Supervisory relays o Fire pump monitoring relays o Pre-action valve solenoids o Dry pipe valve solenoids o Elevator recall

• Fire sprinkler system testing and inspection shall use most recent adopted NFPA 13

Standard.

o Annual inspections o Water flow switches o Supervisory and tamper switches for Fire pump monitoring o Pre-action valve solenoids o Dry pipe systems o Emergency transfer switches o Nitrogen generator systems and nitrogen-filled fire sprinkler piping systems

• Special extinguishing system shall use the most recent adopted NFPA Standard for the specific system being inspected and tested.

o Kitchen hood systems o Special agent suppression systems o Security output points o Elevator recall points o HVAC smoke evacuation control equipment o Power supplies o Backup power supplies

• All security doors will be tested for a fail-safe operation.

• Test all devices for alarm and supervision notification back to the FACP (fire alarm control panel).

• Test all Audio devices for proper ambient sound levels.

• All alarms, supervisory, and trouble signals shall be verified that the Department of Public

Safety received their proper signals via the component institution’s receiver station.

• All inspections and test schedules shall be coordinated with a Campus representative or a designee:

o All scheduled dates shall be kept due to building notices given to all building employees.

o Notices must be sent out in advance so all schedules must be kept.

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Fire Alarm System JOC o Not less than a two-week notice will be given.

• After the inspection and test is complete, the appropriate tag will be attached indicating the system status.

• All companies shall provide adequate personnel and equipment to perform inspections and testing.

• All inspection reports will be computer generated or type written. The report will then be given to a Campus representative in no less than ten (10) working days of the completed inspection.

• All electrical work performed under this Contract is to be installed by a licensed electrical contractor and installed according to current National Electric Codes (NEC). This work is subject to inspection.

1.3 Contract Requirements:

• This is a Requirements Contract, which means that no work is guaranteed under this Contract.

• The initial term of the contract shall begin on the Effective Date, September 1, 2024, (beginning of fiscal year) for Thirty-Six (36) months initial term and two (2) one-year options to renew.

• For each proposed project under this Contract, the Campus representative will contact the Contractor for an estimate.

• Contractor will provide an estimate containing a work order number, building name, description of work, labor hours, materials, and estimated start and completion time.

• Contractor will proceed with the work only after the estimate is approved by the Campus representative though the issuance of a Purchase Order number.

• Work performed without a Purchase Order number will not be paid.

• Invoices for approved work will be sent to BSS (Business Support Services) within ten (10) days of completion and will include the Purchase Oder number, work order number, labor records indicating day and hours worked, and material invoices from suppliers for materials and building information.

• The invoice will also include labor rates, approved material percentage markups, and description of the work performed.

• Invoices not containing this information will be rejected until all information required is furnished.

1.4 Impaired System Response Requirements:

• A site visit must be scheduled, and an initial visit must be made within twenty-four (24) hours when emergency service is requested.

• Upon responding, a proposal for the job requirements or a schedule for additional site visits, whichever is applicable, will be done within the next twenty-four (24) hours or forty-eight (48) hours form the initial notification.

• This Contract pertains to Life Safety and will require immediate response.

• Travel time to and from the job site is not reimbursable under this Contract.

• Contractor shall ensure that the authorized Campus representative logs the start and completion times on the service ticket for the services performed.

• Contractors will provide the following information on the service ticket: building name, floor, type of work performed, parts replaced, hours worked (regular or overtime), and name of personnel performing the work.

1.5 Inspection Requirements:

• All cleanable devices will be cleaned before inspection.

• All cleaning will be scheduled through the UNT Campus Fire Safety Representative, with a minimum two (2) weeks notification.

• Proper tagging shall be used as per the State Fire Marshal’s requirements.

• All tagging will be in place prior to Contractor’s departure from the building after completion of the inspection.

• Contractor shall provide signed inspection and test form/report for each fire alarm system inspected. Form/report will be equivalent to the NFPA form 72-110 2007.

• Contractor will submit this form for approval by the UNT Campus Fire Safety Representative prior to first inspection.

• Only originals of this form/report will be accepted.

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Fire Alarm System JOC

• All inspection forms/reports must be computer generated or type written.

• If a yellow/red tag was issued, inspection form/report will be accompanied by a quote to restore the fire alarm system to a blue tag status.

• A white tag will be issued prior to all inspections and regardless of status on fire alarm system.

• Facsimile copies of the report will not be accepted.

• Contractor shall be responsible to examine all facilities in which the work will take place and to be familiar with the conditions under which the work will be accomplished.

• Contractor shall inspect existing conditions prior to commencing work, including elements subject to damage or movement during the project.

1.6 Modifications to Specifications or Drawings:

• If applicable, Contractor modifications to the plans must receive approval from the UNT

Campus Fire Safety Representative prior to construction.

• Contractor must notify the UNT Campus Fire Safety Representative of any discrepancies in the drawings.

• Contractor shall provide a marked-up set of specifications and drawings marked in red with any items of in-place installations differing from those originally shown.

• Any material or installation method proposed by Contractor not included in these specifications shall be specified in the proposal, including manufacturer’s product data.

• All changes must be in writing and approved by Owner.

1.7 Drawings:

• If applicable, as built drawings shall be furnished to Campus representative within thirty (30) days of completion of each project.

1.8 Project Completion Time:

• Contractors must perform work within the time frame agreed upon by the Contractors and the Owner prior to beginning work.

1.9 Notification:

• Contractor shall notify the campus to operate the fire panel at least one (1) hour before starting work and when the work is complete.

• Panel must show a “no fault or no trouble condition upon completion of test”.

• After the inspection and test is complete, the appropriate tag will be attached indicating the system status.

• Contractor will attach a white tag upon commencement of work indicating the work in process.

• Contractor shall be responsible for any damage to fire system panels during the work process.

1.10 Materials:

• All fire system and smoke alarm equipment and materials installed by the Contractor shall match and be compatible with existing style and fire system at each project facility.

• Equipment must be capable of communicating with ONYXWorks®/CLSS monitoring equipment.

• Contractor shall provide any and all parts and operating manuals for equipment installed.

• Any Fire Alarm Control Panel (FACP) equipment must be approved by the UNTS Fire Marshal or designee prior to installation.

1.11 Testing:

• Contractor shall test all repair or new construction work and furnish test results to the UNT

Capus Fire Safety Representative.

• All test work performed shall be demonstrated to and witnessed by the Campus representative if requested at Contractor’s expense.

1.12 Locations:

• Shall include buildings planned for renovation or repairs within UNT Denton Campus, UNT at

Frisco campus, UNT Health Science Center Campus, UNT at Dallas Campus, and UNT System Buildings.

• This contract shall also include all future properties acquired or constructed by UNT, UNT at Frisco, UNT Health Science Center, UNT at Dallas or UNT System on an “as needed” basis.

RFP769-25-990ER

1.13 Respondent Qualifications:

• Proposers are required to qualify for each of the following criteria.

• Contractor/Contractor’s principals will have at a minimum five (5) years of experience in performing tests on the following or similar items already in place at the campus:

o sprinkler systems, o fire pump, o pre-action, o dry systems, o standpipes, o Fire Alarm, o Kitchen Hood Suppression, and o Special Hazards Systems.

• References will be checked.

• Contractors are required to submit a minimum of three (3) references from entities with whom the Contractor has provided fire pump, pre-action, and dry systems, Fire Alarm, Kitchen Hood Suppression, and Special Hazards System testing services. Must include certifications on each system if applicable.

• Provide State of Texas certificate registrations numbers to demonstrate compliance with the regulations of the State Fire Marshall’s Office.

• Out of state contractors doing business in Texas shall have a Certificate of Authority to do business in Texas. A copy of the certificate shall be submitted with the proposal.

• Previous Higher Ed experience required.

1.14 Subcontractors:

• Subcontractors providing service under the purchase order shall meet the same requirements and level of expertise as required of the Contractor.

• No subcontractor under the purchase order shall relieve the primary Contractor of responsibility for the service.

• If the Contractor uses a subcontractor for any or all of the work required, the following conditions shall apply under the listed circumstances:

o Contractors planning to subcontract all, or a portion of the work shall identify the proposed subcontractors in writing to the Campus representative.

o Subcontracting shall be at the Contractor’s expense.

o UNTS retains the right to check subcontractor’s background and make the determination to approve or reject the use of submitted subcontractors.

o The Contractor shall be the only contact for UNTS and subcontractors.

o Contractor shall list a designated point of contact for all UNTS and subcontractor inquiries.

1.15 Performance Standards:

• All work performed under this contract shall be in accordance with applicable rules of this specification and terms and conditions of local codes and ordinances and any other authority having lawful jurisdiction.

• All work performed by the Contractor or subcontractor shall be in accordance with the applicable local, state and federal statutes/standards to include applicable UNTS, UNT Denton & Frisco, UNTD, UNTHSC Campus Design Guidelines, National Fire Prevention Association (NFPA) Standards and International Code Conference (ICC) codes.

1.16 Unsatisfactory Performance:

• UNTS may consider the following performance by the Contractor as unsatisfactory performance. An unsatisfactory performance determination is not limited to the following:

o In excess of one (1) service “call back” to correct the same problem within thirty (30) calendar days.

o In excess of one (1) instance within one (1) calendar year of Contractor personnel assigned to an authorized service call not having the skill or knowledge to diagnose the problem and/or perform the inspection/repair.

o Use/installation of unapproved or improper materials on jobsite.

RFP769-25-990ER

o Unsatisfactory performance may result in a Vendor Performance Report and resulting

Corrective Action Plan (CAP).

• Continued unsatisfactory performance and non-compliance to an issued

CAP may result in termination, cancellation, use of a Secondary Awarded vendor, and/or debarment in doing business for UNTS. Any significant damage may result in cancellation of contract.

o Poor workmanship.

o Performing work that did not receive an inspection and/or approval on the work performed by the UNTS Fire Marshall or Designee.

o Allowing deficiencies to remain uncorrected.

o Allowing incomplete work to remain incomplete.

1.17 Special Conditions:

• Campus Fire Safety Representative – The UNTS Fire Marshal or Designee for this contract will be specified prior to any work.

• The instructions of the UNTS Fire Marshal or Designee are to be strictly and promptly followed by the Contractor in every case.

• The UNTS Fire Marshal or Designee is to have free access to the materials and the work at all times for measuring and inspecting the work and the Contractor is to afford the UNTS Fire Marshal all necessary facilities and assistance.

• The UNTS Fire Marshal or Designee will decide any and all questions which may arise as to the quality and acceptability of work performed and as to the manner of performance and rate of progress of the work.

• The UNTS Fire Marshal or his authorized representative or Designee, will determine the amount of work performed and materials furnished which are to be paid under the contract.

• Failure of the UNTS Fire Marshal during the progress of the contract to discover or reject unacceptable work, work not in accordance with the contract, or failure to exercise any remedies in connection therewith shall not be deemed an acceptance thereof, nor a waiver of the Owner’s right to full performance of the contract.

• Contractor’s Agreement to Cooperate – Contractor agrees to conduct all of its services under this contract by and through appropriate communications with the campus designated Fire Systems Supervisor or Designee.

• No work, installation or other service performed without the prior written direction of the UNTS Fire Marshal is work outside the scope of this contract and shall be performed exclusively at the Contractor’s risk.

• The Contractor agrees to employ competent personnel meeting the requirements outlined in the specifications, who shall be satisfactory to UNT System or Component Institutions.

• Personnel assigned to perform services under this contract may not be reassigned without the prior written notification to the UNTS Fire Marshal.

• UNT System or Component Institutions may request that the Contractor replace unsatisfactory personnel, which request shall not be unreasonably denied.

• Contractor agrees to cooperate and coordinate its work with that of other Contractors retained by Owner.

• Upon discovery of an apparent conflict in the sequencing or work with another Contractor, Contractor shall report the concern to the UNTS Fire Marshal who will resolve the conflict.

• Contractor access – Access routes, entrance gates or doors, parking and storage areas, etc., and any imposed time limitations shall be designated by the UNTS Fire Marshall or Designee.

• The Contractor shall conduct operations in strict observation of the access routes and other areas established as described above.

• Under no circumstances shall any of the Contractor’s personnel vehicles or equipment enter or move upon any area not authorized by the UNTS Fire Marshal for access by the Contractor.

• Existing Utilities and Structures – The Contractor shall adequately protect the work, UNT System’s property, adjacent property and the public. • In the event of damage to facilities as a result of the Contractors operations, the Contractor shall take immediate steps to notify the UNTS Fire Marshal and subsequently repair or restore all services to the satisfactory approval of the UNTS Fire Marshal.

• Further, the Contractor shall engage any additional outside services, which may be necessary to facilitate repairs until services are restored.

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Fire Alarm System JOC

• All costs involved in making repairs and restoring disrupted services shall be borne by the Contractor and the Contractor shall be fully responsible for any and all claims resulting from the damage.

• The UNTS Fire Marshal may elect to perform such repairs and charge the cost of such repairs, replacements, and outside services to the Contractor.

• Upon the approval of the UNTS Fire Marshal, the Contractor shall have the right to utilize air, water, gas, steam, electricity, and similar items of expense from existing outlets at UNT System or Component Institution’s property.

• Contractor parking – Parking for Contractor vehicles when performing work must be coordinated through the Campus contact.

• UNTS Fire Marshal will arrange parking according to parking availability at the job site.

• Security and Identification – The Contractor shall abide by all procedures and rules as conveyed by the UNTS Fire Marshall regarding security requirements of the building where work is to be performed.

• All the Contractor and subcontractor’s personnel must wear uniform clothing to identify the company for which they work.

• Shorts and/or muscle shirts shall not be worn at any time.

• Contractor Safety – All Contractors and subcontractors conducting work for UNT System or

Component Institutions shall abide by all Occupational Safety and Health rules and regulations provided by the Department of Labor, Occupational Safety and Health Administration, Code of Federal Regulations, Chapter 29.

• Employees of these Contractors and subcontractors shall be trained in accordance with Chapter 29, Occupational Safety and Health Regulations.

• Chemicals – Contractors and subcontractors shall provide the campus legible Material Safety Data Sheets (MSDS) on all chemicals used or brought onto the campus-controlled property.

• MSDS’s shall be submitted to UNTS Fire Marshal prior to start of work.

• Storage/Waste Removal – Contractor will be allowed to store materials and equipment in performance of this contract only if space is available in each building.

• Storage space will be arranged through the UNTS Fire Marshal.

• Damages – Contractor shall be responsible for all damages to existing building or previously completed work incurred by his staff or subcontractors.

• Contractor is to protect adjacent areas from damage and debris.

• It is the intent of these specifications that any item affected by the work be restored to a state equal to or better than its original condition.

• Working Hours – UNT System and Component Institutions have a wide variety of building uses; therefore, testing and inspection work on fire alarm systems may be required to be performed both during and after regular working hours.

• Service calls may be required 24 hours a day, 7 days a week.

• Smoking – all campuses are non-smoking.

1.18 Safety Record:

• Provide your companies workers’ compensation experience modification rate – EMR – for the last five (5) years as part of this proposal. This shall be submitted by your insurance carrier on their letterhead, with your proposal.

• Indicate the name and job title of the person in your organization who manages your safety program.

• Provide a description of your firm’s safety program.

• UNT System and Component Institutions reserve the right to require a copy of your safety manual.

1.19 Quality Control Program:

• The respondent shall provide the name and job title of person in the organization who oversees the quality assurance program.

• Respondent shall also provide a description of the firm’s quality assurance program.

• UNT System and Component Institutions reserves the right to require a copy of the Quality

Control Manual and Quality Assurance Processes.

• Vendor shall describe its quality assurance program, quality requirements and means of measurement.

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• Provide process flow charts on how quality is maintained and achieved. Vendor shall describe the firm’s policy regarding establishing quality control processes similar to ISO 9000 and other in-place controls for adherence to budget, quality, safety, and schedule.

1.20 Pricing: SEE ATTACHMENT “B”.

1.21 General Requirements:

• In performance of the service, the contractor shall protect the work, adjacent property, and person in a manner satisfactory to UNTS or Component Institutions. Special attention shall be given to the observation of all safety precautions so that the work will not damage or endanger students, employees, property, or the general public.

• The contractor shall be responsible for any damage or injury due to any act of negligence attributable to persons working under the direction of the contractor.

1.22 Workmanship:

• UNTS or Component campus will inspect to the extent necessary to determine that the work conforms to the specifications of the contract.

• The presence or absence of an inspector or the performance or nonperformance of an inspector will not relieve the contractor from any requirement of contract.

• At all times, the UNTS Uniform General Conditions 2022 Amended, shall be enforced and will prevail.

• Respondent shall employ workmen who are careful and competent. UNTS or Component campus may request the dismissal of any person or persons employed by the respondent that fails to conduct themselves properly, proves to be incompetent or negligent in the proper performance of duties or neglects or refuses to comply with the directions of UNTS or Component campus. Said persons shall not be employed again to perform work on the UNTS or Component campuses without written consent of UNTS or Component campus.

• Workers are required to wear outer garments with the company logo or display contractor supplied badges with employee and company names.

• WORKING IN RESIDENCE HALLS: At no time shall a worker be in a student’s room or touch student property.

• FIRE SAFETY – all crews shall have a charged and properly functioning fire extinguisher in the work area when soldering or any open flame exists. A Hot Work permit, issued by Risk Management Services RMS/EHS departments depending upon campus, is required for all open flame work.

1.23 Completion:

• UNTS or Component campus request the installation and completion schedule be provided for each job.

• Failure to meet final completion date will be subject to terms as set forth by the UNTS

Uniform General Conditions (UGC’s) 2022 Amended.

1.24 Project Requirements:

• Respondent shall furnish a completion schedule to UNTS or Component campus showing stages of work through starting date to anticipated completion date.

• It shall be respondent’s responsibility to order and receive materials necessary to complete the entire scope of work.

• Respondent is responsible to make arrangements with suppliers and sub-contractors, if necessary, to assure the work is timely and according to pre-arranged schedule.

• Respondent will maintain a jobsite work log with individual employee names and actual hours worked by each employee. A copy of the work log may be requested by UNTS or Component campus at any time for verification.

• Work hours in unoccupied buildings are 7:00AM to 6:00PM, Monday through Saturday.

• Work hours in occupied buildings are 8:00AM to 5:00PM, no excessive noise before

9:00AM.

• Note that “after hours” work may be needed to complete a project. Contractor must work directly with the UNTS or Component campus assigned project manager or construction manager to schedule/coordinate access to building.

• If contractor wants to start earlier due to hot weather, then power equipment such as drills and/or grinders, etc. will not be utilized prior to 7:00AM, unless prior approval is granted.

• Respondent shall complete all work started before end of work period.

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1.25 Sequencing and Scheduling:

• Coordinate and schedule installation so that sufficient materials and manpower are available to make building watertight each day.

• A weekly progress meeting shall be held to discuss progress, scheduling and quality control.

• Meeting shall include UNTS or Component campus project manager or construction manager and respondent Project Superintendent and General Superintendent or company principle.

• Respondent is responsible for assigning a sufficient size crew of Licensed workers to complete project on schedule. At no time shall the project be manned with a crew numbering less than the successful respondent stated in the completion schedule furnished to UNTS or Component campus.

• During all phases of work the respondent shall provide a Licensed workers on the job site during working hours. The Superintendent who starts the project should, within reason, remain for the entire duration of project.

• Respondent shall provide UNTS or Component campus with names, license numbers for crew that may be working on a particular project.

• Respondent shall work with the UNTS or Component campus Project Manager assigned to a particular project, report to, and receive directions from Project Manager, until work is completed.

1.26 Contract:

This contract is for services for a single project or multiple projects over the period three (3) years with two (2) additional one-year option periods. The cumulative total of fees paid under a contract will be for a maximum amount of $7,000,000.00 (Seven million dollars) with a maximum cost of anyone (1) individual job order not to exceed $1,000,000.00 (One million dollars) and will remain in effect until such time as the total sum of the financial commitment under the contract reaches $7,000,000.00 (Seven million dollars) or the date at which the base period ends. The maximum annual job orders issued in a twelve (12) month period shall not exceed $1,750,000.00 (One million Seven hundred Fifty dollars).

The Owner retains the right to renew the contract for twenty-four (24) months in twelve (12) month increments, or until the maximum contract is reached whichever occurs first. The value of the base contract plus any additional renewals shall not exceed $7,000,000.00.

The Owner makes no representation regarding the amount or type of job orders, if any, that the vendor will be asked to perform for the Owner during the term of this contract. It is expressly understood that the Owner is under no obligation to request any services from the vendor and no minimum amount of work is required or contemplated as a result of this Request for Proposal (RFP) or potential subsequent contract. All job orders will be made by the Owner and will be on an as-needed basis.

A copy of the proposed JOC Contract to be used by all qualified respondents is included in this solicitation package. This is for informational purposes only. Responding firms should carefully review this contract before submitting responses. It is the Owner’s intention to present all respondents with the same JOC Contract. Proposed changes to the JOC Contract will not be considered by the Owner.

1.27 Option to Renew and Escalation Clause:

It is agreed that the University of North Texas System shall have the option to extend the contract for two (2) additional years in one-year increments under the same terms and conditions. This option to extend is at the sole discretion of the University of North Texas System and will not be considered if legislative funding is not appropriated.

Pricing escalation will not be allowed during term of this contract including any subsequent option years.

1.28 Cancellation:

The Owner reserves the right to cancel this contract, in part or whole, without penalty upon thirty

(30) days written notice to the successful respondent. The successful respondent must request and secure in writing the approval of UNTS Business Support Services Purchasing Department to be released from this contract or any portion thereof should unforeseen conditions occur.

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1.29 Payment and Performance Bond:

In accordance with Texas Government Code 2253, a Payment Bond is required for all public works agreements over $25,000.00 and a Payment and Performance Bond for all public works agreements over $100,000.00. Payment and/or Performance Bond will be required for each project under this agreement. The cost of the Payment and Performance Bond should be listed separate from your pricing of the project. If awarded the agreement, vendor will have to secure bonding from a top-rated bonding company and provide Owner with proper documentation. The Owner will pay bonding costs to the awarded vendor as a pass thru amount with on markup and proper documentation provided along with an invoice. Bonding will be required for each project that exceeds $25,000.00.

2.0 HUB SUBCONTRACTING OPPORTUNITIES AND FORMS:

It is the policy of the UNTS to promote and encourage contracting and subcontracting opportunities for HUB.

Specific subcontracting opportunities will be dependent on each project. When a qualified firm is selected for a project, the contractor will be required to provide a HUB Subcontracting Plan (HSP) for the intended subcontracting opportunities for the project, regardless of the amount of the project. The HSP must be submitted along with the proposal for the project. This applies to all projects, regardless of size or scope, awarded via this JOC. A HSP is not required with this submission.

Questions regarding the completion of the HUB Subcontracting Plan should be directed to Sony Simon or Rosa Violante at hub@untsystem.edu . You may also view an on-line video/audio file that explains, in a step-by-step manner, exactly how to fill out a HUB Sub-Contracting Plan. The video/audio file is located at http://www.window.state.tx.us/procurement/prog/hub/hub-subcontracting-plan/.

3.0 PRE-PROPOSAL MEETING: Not Applicable

4.0 EVALUATION:

As provided by statute, awards will be based on the best proposal most advantageous to the Owner.

Determination will be made by consideration of prices offered, delivery date, quality, general reputation, and performance of the respondents, service as related to past performance, suitability of items for the intended use and conformity to specifications, terms and conditions of this Request for Proposal. The Owner reserves the rights to reject all bids that the Owner determines in its sole judgment are not in the best interest of the institution.

Responses shall be evaluated against the following Evaluation Criteria:

a) Proposed rates/cost for services.

b) Contractor/Contractor’s principals to provide a minimum of five (5) years’ experience in performing test on similar items already in place at the campuses to include sprinkler systems, fire pump, pre-action, dry systems, standpipes, Fire Alarm, Kitchen Hood Suppression, Special Hazards Systems.

c) The qualifications and experience of the proposer’s key personnel and subcontractors committed to work projects; provide State of Texas certificate registration numbers to demonstrate compliance with regulations of State Fire Marshall’s Office; experience with installation of fire pump, pre-action and dry systems, Fire Alarm, Kitchen Hood Suppression, and Special Hazards System testing services.

d) Proposer’s availability of personnel and equipment.

e) The quality of references from owners for similar projects completed by the proposer within the last five

(5) years; previous Higher Education experience required.

f) The responsibility and reputation of the proposer, including claims and litigation experience.

g) The proposer’s safety record.

h) Quality and completeness of RFP submittal.

5.0 SELECTION PROCESS:

Selection of the Successful Offer submitted in response to this RFP by the Submittal Deadline will be made using the competitive process described below. After the opening of the offers and upon completion of the initial review and evaluation of the offers submitted, selected respondents may be invited to participate in oral presentations. The selection of the Successful Offer may be made by the Owner on the basis of the offers initially submitted, without discussion, clarification or modification. In the alternative, selection of the Successful Offer may be made by the Owner on the basis of negotiation with any of the respondents.

At the Owner’s sole option and discretion, it may discuss and negotiate all elements of the offers submitted by selected respondents within a specified competitive range. For purposes of negotiation, a competitive range of mailto:hub@untsystem.edu http://www.window.state.tx.us/procurement/prog/hub/hub-subcontracting-plan/

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Fire Alarm System JOC acceptable or potentially acceptable offers may be established comprising the highest rated offers. The Owner will provide each respondent within the competitive range with an equal opportunity for discussion and revision of its offer. The Owner will not disclose any information derived from the offers submitted by competing respondents in conducting such discussions.

Further action on offers not included within the competitive range will be deferred pending the selection of the Successful Offer, however, Owner reserves the right to include additional offers in the competitive range if deemed to be in its best interest. After the submission of offers but before final selection of the Successful Offer is made, the Owner may permit a respondent to revise its offer in order to obtain the respondent’s best final offer.

The Owner is not bound to accept the lowest priced offer if that offer is not in its best interest, as determined by the Owner. The Owner reserves the right to: (a) enter into agreements or other contractual arrangements for all or any portion of the Scope of Work set forth in this Proposal with one or more respondents; (b) reject any and all offers and re-solicit offers; or (c) reject any and all offers and temporarily or permanently abandon this procurement, if deemed to be in the best interest of the Owner

5.1 Evaluation of Criteria: The successful offer will be the offer that is submitted in response to this Proposal by the Submittal Deadline and is the most advantageous to the Owner at Owner’s sole discretion.

Offers will be evaluated by an evaluation committee that will include employees of the Owner and other persons invited by Owner to participate. The evaluation of offers and the selection of the Successful Offer will be based on the information provided to the Owner by the respondent in response to the Specifications section of this Proposal. Consideration may also be given to any additional information and comments if such information or comments increase the benefits to the Owner. The successful respondent will be required to enter into a contract acceptable to the Owner.

The evaluation committee will determine if Best and Final Offers are necessary. Award of a contract may be made without Best and Final Offers. The Owner may, at its discretion, elect to have Respondents provide oral presentations and respond to inquiries from the evaluation committee related to their Proposals. A request for a Best and Final Offer is at the sole discretion of the Owner and will be extended in writing. In evaluating Proposals to determine the best value for the State, the Owner may consider information related to past contract performance of a Respondent including, but not limited to, Texas Comptroller of Public Account’s Vendor Performance Tracking System. The Owner also considers “Best Value” in the award process.

5.2 Respondent’s Acceptance of Process: Submission of an offer by a respondent indicates: (1) the respondent’s acceptance of the Selection Process, the Evaluation of Criteria for selection, and all other requirements and specifications set forth in this Proposal; and (2) the respondent’s recognition that some subjective judgments must be made by the Owner during this Proposal process.

6.0 SUBMITTAL DEADLINE:

6.1 Submit a total of one (1) complete copy of the entire response electronically. A signature must appear on the Proposal Form.

A. The Owner reserves the right to accept late proposals; however, proposals received after opening time will not be accepted.

B. Facsimile (“FAX”) or emailed proposals are not acceptable.

The Proposal must be submitted no later than 2:00 p.m. CDT on July 25, 2024. Proposals received after the date and hour previously stated will not receive consideration.

Via electronic delivery, UNTS Jaggaer link:

Proposals will be received until the date and time established for receipt, then opened. The names of the respondents who submitted proposals will be made available. Pricing will be available after the contract is awarded. No public opening will be held for this RFP.

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Fire Alarm System JOC

In order to submit proposals electronically, Proposer must have a working, registered vendor username and password to login. If this is the first time Proposer has attempted to submit a response electronically, please register at:

https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=UNTS

Proposers are highly encouraged to ensure you have a working login in advance of the submission deadline.

Proposer is responsible for ensuring it has the technical capability to submit its proposal via electronic submission.

Browser requirements: Chrome

Proposer shall be solely responsible for ensuring timely submission of the Proposal.

UNTS is not responsible for equipment or software failure, internet or website downtime, corrupt or unreadable data, or other technical issues that may cause delay or non-delivery of a Proposal of inaccessibility of the submitted data.

Proposers are highly encouraged to prepare and allow for sufficient time to familiarize themselves with the electronic submission requirements and to address any technical or data issues Prior to the Proposal due date and time.

7.0 Questions:

Any questions or concerns regarding this Request for Proposals shall be directed to:

Elaine Robbins –Construction Contract Expeditor II University of North Texas System Strategic Infrastructure Planning & Construction (SIPC)

Please submit solicitation questions to: elaine.robbins@untsystem.edu

All questions must be received no later than July 12, 2024, at 2:00 p.m. CDT. All questions and answers will be posted to the website by 5:00 pm CDT, July 16, 2024.

The Owner specifically requests that Respondents restrict all contact and questions regarding this RFP to the above-named individual.

Responses to inquiries which directly affect an interpretation or change to this RFP will be issued in electronically by addendum (amendment) and posted at:

https://finance.untsystem.edu/vendor-resources/bid-inquiry/bid-opportunities.php https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=UNTS, and http://www.txsmartbuy.com/sp

All such addenda issued by the Owner prior to the time that proposals are received shall be considered part of the RFP, and the Respondent shall be required to consider and acknowledge receipt of such on the proposal form. Respondents are responsible for obtaining any addenda posted on the websites listed above.

Only those inquiries the Owner replies to which are made by formal written addenda shall be binding. Oral and other interpretations or clarifications will be without legal effect. The Respondent must acknowledge all addenda on this proposal form.

https://nam04.safelinks.protection.outlook.com/?url=https%3A%2F%2Fbids.sciquest.com%2Fapps%2FRouter%2FPublicEvent%3FCustomerOrg%3DUNTS&data=05%7C01%7CCarrie.Stoeckert%40untsystem.edu%7C74c61f7e507b4e2a76f608da53d211c7%7C70de199207c6480fa318a1afcba03983%7C0%7C0%7C637914458944379859%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=nfCyeEcVK69Bf2%2FcJj7B2Fct95HScMJz42oHaF3ZG7s%3D&reserved=0 mailto:elaine.robbins@untsystem.edu https://finance.untsystem.edu/vendor-resources/bid-inquiry/bid-opportunities.php

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8.0 SCHEDULE OF EVENTS. The solicitation process for this RFP will proceed according to the following schedule:

EVENT DATE

Issue RFP June 25, 2024 Pre-Proposal Conference N/A Deadline for Submission of Questions July 12, 2024 @ 2:00 p.m.

Deadline for Submission of Responses July 25, 2024 @ 2:00 p.m.

Public Opening N/A Expected Award of Contract-on or before August 2024

8.1 REVISIONS TO SCHEDULE. The Owner reserves the right to change the dates in the schedule of events above upon written notification to prospective Respondents through a posting on the Owners website https://finance.untsystem.edu/vendor-resources/bid-inquiry/bid-opportunities.php;

https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=UNTS;

and the Electronic State Business Daily (ESBD) http://www.txsmartbuy.com/esbd as an Addendum.

9.0 PUBLIC OPENING:…