ESBD_File_341303_M&R & INSPECT FIRE EXT & HOOD - ITB.pdf

STEPHEN F. AUSTIN STATE UNIVERSITY

INVITATION TO BID

FAILURE TO SIGN WILL DISQUALIFY BID Bid No. ITB #M&R & INSPECT FIRE EXT &

HOOD

Due Date: November 17, 2023 at 3:00 PM

Signature City Zip Show bid opening and bid invitation number in lower left-hand corner of sealed bid envelope and return sealed bids to:

Printed Name

VENDOR NAME AND ADDRESS

PHONE/FAX

Email to: bids@sfasu.edu Mail to: Stephen F. Austin State University P. O. Box 13030, SFA Station 2102 Alumni Drive, Austin Bldg., Room 131 Nacogdoches, Texas 75962-3030 Phone (936) 468-2206

FAX (936) 468-4282

(See 2.3 related to submittal)

Name of Firm

Phone

Mailing Address

FAX

City State Zip

EMAIL

See Instruction 2.11 on Back for Vendor ID Number Is Vendor a State of Texas certified HUB? Yes

Delivery in ______ Days Cash Disc. ________ % _______ Days

Check all that apply if Preference Claimed under Rule 34 TAC 20.38 __ Products of persons with mental or physical disabilities __ Supplies, materials or equipment: produced in TX/offered by TX bidders*

__ Products made of recycled, remanufactured, or environmentally sensitive materials

__ Agricultural products grown in TX __ Energy efficient products __ Agricultural products offered by TX bidders* __ Rubberized asphalt paving material __ USA produced supplies, materials or equipment __ Recycled motor oil and lubricants __ Products produced at facilities located on formerly contaminated property

__ Products and services from economically depressed or blighted areas

*By signing this bid, bidder certifies that if a Texas address is shown as the address of the bidder, bidder qualifies as a Texas resident Bidder as defined in Rule 34 TAC 20.38.

IF QUOTING OTHER THAN THE REFERENCED ITEM(S) BELOW, BROCHURE AND/OR SPECIFICATIONS SHOULD BE ENCLOSED.

ALL BIDS WILL BE CONSIDERED F.O.B. DESTINATION UNLESS OTHERWISE NOTED.

AWARD NOTICE: Stephen F. Austin State University (SFASU) reserves the right to make an award on the basis of low line-item bid, low total of line items, or in any other combination that will serve the best interest of SFASU and to reject any and all bid items in the sole discretion of SFASU.

Item No. Description Qty. & Unit Unit Price Extension Quote price on quantity and unit of measure, extend and show total. If error in extension, unit price shall govern.

Items for state use are exempt from state sales and federal excise tax. Do not include tax in your bid.

Stephen F. Austin State University is currently seeking bids to provide comprehensive preventive maintenance, repairs as necessary, procurement of new fire extinguishers, and inspections for kitchen hood fire suppression systems on the campus and its outlying campus areas, all in strict adherence to the stipulated specifications and terms. It's important to highlight that SFA conducts monthly inspections for a substantial inventory of 1700 fire extinguishers. Notably, while SFA maintains a fire extinguisher inspection, it acknowledges the need for re-inspections in case of maintenance or repair work.

Additional extinguishers AND/OR kitchen hoods may be added as the University real estate expands.

This is an ALL or NONE bid.

Invitation To Bid # M&R FIRE EXT & HOOD

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Stephen F. Austin State University is interested in considering 2% 10, Net 30 payment terms.

Stephen F Austin State University reserves the right to extend this agreement for two (2) additional one (1) year periods after the initial term of 12/01/2023 – 11/30/2024. Pricing to be negotiated at each optional renewal year.

PRICING

To maintain continuity with existing equipment and easy reparations, all new extinguishers must be Amerex, Buckeye or Badger brand. NO SUBSTITUTIONS

PRICING FOR SERVICES ON EXISTING EXTINGUISHERS

For pricing considerations, SFA is requesting per-unit or per-unit-of-service quotes for hydrostatic testing, six-year maintenance, recharges, and new extinguishers Please give pricing for the following:

Price per hydrostatic testing

Price per 6-year maintenance

Price per recharge

Price per new extinguisher as listed below:

Dry Chemical

2.5 LB

5.0 LB

10.0 LB

20.0 LB

CO2

5.0 LB

10.0 LB

15.0 LB

20.0 LB

H20

2.5 GAL

PRICING FOR SERVICES ON KITCHEN HOODS

Semi-Annual hood suppression system inspections

Kitchen Hood Suppression Systems will be inspected and tested every 6 months. Per NFPA 17A. Dry Chemical Suppression Systems will be inspected and tested every 6 months. Per NFPA 17 Normal wear items will be repaired while onsite. (Recharges, Hydro test, Fusible Links Replaced every 6 months, blow off capps, Chemical replacement if needed, re piping if kitchen equipment is moved, Micro switched if fail.)

QTY/UM

1 EA

27 EA

Y____N____

PRICE

Note: Regarding above kitchen hood/fire extinguisher inspections and maintenance: Contractor MUST be licensed by the Texas State Fire Marshal’s Office to perform inspections and maintenance on the kitchen hood systems and fire extinguishers.

STATEMENT OF WORK

The Successful Bidder shall provide preventive maintenance services to maintain all fire extinguishers at maximum operating performance. All handles, operating devices, indicators, shall be maintained in a proper working order.

The Successful Bidder shall provide 48 hours turn around service by certified, trained technicians with current state licenses, and must be capable of recharging fire extinguishers on-site. Only UL listed parts will be accepted. Pick-up and delivery shall be at no-charge. All work must be guaranteed for 1 year from the time of service.

The Environmental Health, Safety and Risk Management Department (EHSRM) will contact the vendor for needed service.

Upon pick-up or on-site service, the vendor must supply an itemized list of extinguishers serviced and upon return; each extinguisher must be individually tagged as to service performed.

If extinguisher is not serviceable, vendor must supply reasons for lack of serviceability and dispose of canister upon request from

SFA.

The Contractor shall annually examine, adjust, refill, and if conditions warrant, repair or replace in accordance with the Fire Marshall Code for compliance.

HOURS OF SERVICE

The Contractor shall perform all preventive maintenance work during the University’s regular working hours of 8:00 am to 5:00 pm, Monday through Friday.

DOCUMENTATION

The Contractor shall provide and maintain routine maintenance records and schedules on each extinguisher. These records shall be available to the University’s Representative at all times.

STANDARD OF PERFORMANCE; INSPECTION

The University reserves the right to make inspections and tests as and when deemed advisable, to ascertain that the requirements of this specification are being fulfilled. Should it be found that the requirements and standards herein are not being satisfactorily maintained, the University may immediately demand that the Contractor, at his expense, place the maintained equipment in condition to meet these requirements. The University will contract independent inspectors as needed. The Contractor will provide for the inspections as required and quoted herein. At any time during the contract, the University may choose to contract for inspections independently. Any inspections so contracted by the University will not be liable for payment to the Contractor for inspections for which the University contract independently

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PERSONNEL

The Contractor agrees at all times, to maintain an adequate staff of trained, competent and thoroughly skilled fire extinguisher maintenance personnel to assure expedient and efficient maintenance and repair service.

Contractor agrees that, at all times, the employees of Contractor furnishing or performing any services shall do so in a proper, workmanlike and dignified manner.

CHANGES

This agreement shall not be modified, altered, or changed except by mutual agreement confirmed in writing by an authorized representative of each party to this agreement. The University may make changes in services being performed by issuing a written change order from its purchasing department to the Contractor. If any such change causes an increase or reduction of service, frequency or coverage, an equitable adjustment shall be made as applicable; however, the Contractor agrees to waive all claims for adjustment in regard to any services performed without prior receipt of an appropriate written change order.

GENERAL TERMS AND CONDITIONS

All work is to be performed in a neat and workmanlike manner, site kept clean at all times, protection provided to avoid damage to landscaping and all adjoining property, including improvements, performed as quickly as possible consistent with best industry construction practices, and guaranteed for one (1) full year from date of completion against all defects.

Contractor shall comply with all local, state, and Federal ordinances, laws, rules, and regulations of duly constituted authorities having jurisdiction over this work.

All work is to be completed as mutually agreed by and between the University and the contractor. Failure to complete work (including clean-up) by the mutually agreed date shall be deemed as a breach of contract. Liquidated damages in the amount of $500.00 per calendar day will be assessed, not as a penalty, but as liquidated damages for such breach of contract. (Modify to state the specific completion date if known; modify the liquidated damages as needed to better match the amount of the contract) Safe working conditions must be maintained on and around work site at all times. Barricades and other protective devices are to be used as necessary to prevent injury to persons or property. All reasonable precautions are to be taken.

Payment will be made lump-sum upon completion or as otherwise mutually agreed between Contractor and the University.

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INSURANCE

The Contractor shall not commence work under this Contract until he has obtained all the insurance required hereunder and certificates of such insurance have been filed with and reviewed by SFASU. Acceptance of the insurance certificates by SFASU shall not relieve or decrease the liability of the Contractor

If policies are not written for the amounts specified below (except Worker’s Compensation and Employer’s Liability), Contractor shall carry Excess Liability insurance for any difference in amounts specified. If Excess Liability insurance is provided, it shall follow the form of primary policy.

This insurance shall not be canceled, limited in scope of coverage, or non-renewed until after thirty (30) days prior written notice, or ten (10) days for non-payment of premium, has been given to the University.

Contractor’s insurance shall be deemed primary with respect to any insurance carried by Stephen F. Austin State University for liability arising out of operations under this Contract.

Stephen F. Austin State University, its officials, directors, employees, representatives and volunteers shall be named as additional insured. This is not applicable to the workers’ compensation policy.

The workers’ compensation and employers’ liability policy will provide a waiver of subrogation in favor of the University.

The workers’ compensation insurance coverage must include the responsibility of the Contractor to provide coverage for every worker either under the Contractor’s policy or under the policy provided by a subcontractor. The Contractor’s policy shall provide that, in the event that a subcontractor’s policy fails to provide worker’s compensation coverage of a worker, that such insurance coverage is provided by the Contractor’s policy.

Unless otherwise provided for herein, the Contractor shall provide and maintain, until the Work covered in this Contract is completed and accepted by SFASU, the minimum insurance coverage as follows:

TYPE OF COVERAGE LIMITS OF LIABILITY

1. Workers’ Compensation Coverage OR

Employer’s Liability with $1,000,000 each occur/aggregate

2. Comprehensive General Liability

a. $1,000,000 each occur

b. $2,000,000 general aggregate

c. $2,000,000 products/

3. Comprehensive Automobile Liability $1,000,000 combined single limit

4. Environmental Impairment $1,000,000 Each Occurrence Liability (EIL) and/or Pollution Liability

CANCELLATION

The University reserves the right to cancel this contract upon thirty

(30) days’ notice should the quality of services rendered ever fall below levels deemed acceptable by the University. The University shall be the sole judge of the acceptability of services provided hereunder.

PARKING ON CAMPUS

All vehicles parked on the University campus must properly display a valid parking permit and comply with all University parking rules. The Parking and Traffic Office supervises and coordinates all parking transportation and traffic related functions on the campus. Permits expire each August 31.

Contractor shall be responsible for obtaining parking permits from the Parking and Traffic Office and for resolving, should they arise, any parking regulation disputes and violations. The Parking and Traffic Office telephone number is 936-468-7275.

ADDITIONAL TERMS AND CONDITIONS

https://www.sfasu.edu/docs/procurement-business-services/purchase-order-general-terms-conditions.pdf

CONTACT INFORMATION

Questions related to the solicitation document, or the response may be directed to Kim Jones, Assistant Director of Procurement,

936.468.6551 or joneskk2@sfasu.edu. Questions related to the specifications should be directed to Travis Vanscoder, Safety Technician, 936.468.4105 or vanscodetl@sfasu.edu

BID OPENING

All bids are due back on Friday, November 17, 2023 at 3:00 pm.

Bids must be sent via e-mail to bids@sfasu.edu or can be hand delivered to 2102 Alumni Drive Austin Building, Room #131 or via mail to SFASU Procurement and Business Services P.O. Box 13030 Nacogdoches, TX 75962

REQUIRED SUBMITTALS

1) Signed Invitation to Bid

2) Acknowledgement of Addenda, if any

3) Non-Collusion Affidavit – Exhibit A https://www.sfasu.edu/docs/procurement-business-services/purchase-order-general-terms-conditions.pdf https://www.sfasu.edu/docs/procurement-business-services/purchase-order-general-terms-conditions.pdf mailto:joneskk2@sfasu.edu mailto:vanscodetl@sfasu.edu mailto:bids@sfasu.edu

Revision 01/2020

ITEMS BELOW APPLY TO AND BECOME PART OF TERMS AND CONDITIONS OF QUOTATIONS.

ANY EXCEPTIONS THERETO MUST BE IN WRITING AND SUBMITTED WITH INVITATION TO BID.

1. BIDDER AFFIRMATIONS: Signing this bid with a false statement is a material breach of contract and shall void the submitted bid or any resulting contracts. By signature hereon affixed, the bidder hereby certifies that:

1.1 The bidder has not given, offered to give, nor

intends to give at any time hereafter any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection with the submitted bid.

1.2 The bidder nor the firm, corporation, partnership, or institution represented by the bidder, or anyone acting for such firm, corporation, or institution has violated the antitrust laws of this State or the Federal antitrust laws nor communicated directly or indirectly the bid made to any competitor or any other person engaged in such line of business.

1.3 Pursuant to Texas Government Code, Section

2155.004(a), the bidder has not received compensation for participation in the preparation of the specifications for this solicitation.

1.4 If applicable, pursuant to Section 231.006 of

the Texas Family Code (relating to child support) the bidder certifies that the individual or business entity named in this bid is not ineligible to receive the specified payment and acknowledges that this contract may be terminated and payment may be withheld if this certification is inaccurate. Furthermore, any bidder subject to Section 231.006 must include names and Social Security numbers of each person with at least 25% ownership of the business entity submitting the bid. This information must be provided prior to award.

1.5 Pursuant to Texas Government Code, Section

2155.004(b), the vendor certifies that the individual or business entity named in this bid or contract is not ineligible to receive the specified contract and acknowledges that this contract may be terminated and payment withheld if this certification is inaccurate.

1.6 Bidder agrees that pursuant to Section

2107.008 and 2252.903, Texas Government Code, any payments due under this contract will be applied directly toward any debt, including but not limited to delinquent taxes and child support, that is owed to the State of Texas or any agency of the State of Texas regardless of when it arises, until such debt or delinquent taxes are paid in full.

1.7 Bidder certifies that they are in compliance

with Texas Government Code, Section 669.003, relating to contracting with executive head of a State agency. If Section

669.003 applies, the bidder will complete the following information in order for the bid to be evaluated:

Name of former Executive:

Name of State Agency:

Date of separation from State Agency:

Position with bidder:

Date of employment with bidder:

1.8 Bidder agrees to comply with Texas

Government Code 2155.4441, relating to the use of service contracts for products produced in the State of Texas.

1.9 By signature hereon, the Respondent hereby

certifies that he/she is not currently delinquent in the payment of any franchise taxes owed the State of Texas.

2. BIDDING REQUIREMENTS:

2.1 Bids should be submitted on this form. Each

bid shall be placed in a separate envelope completely and properly identified. When sending bids via overnight delivery, bidder is advised to confirm whether SFA delivery location is a guaranteed AM delivery.

2.2 SFA offers facsimile or email service as a

convenience only. The only telephone number for FAX submission of bids is 936- 468-4282. The only email for email submission of bids is bids@sfasu.edu. The University shall not be responsible for bids or portions of bids received late, illegible, incomplete, or otherwise non-responsive due to failure of electronic equipment, technology error, or operator error. Confirmation of facsimile or email bids is not required.

2.3 Bids must be time stamped in the SFA

Procurement & Business Services Office on or before the hour and date specified for the bid opening. Late bids will not be considered under any circumstances. Late bids properly identified will be returned to the bidder unopened.

2.4 Bids are requested to be firm for acceptance

for a minimum of 30 days from opening date.

Bid cannot be altered or amended after opening time. No bid can be withdrawn after opening time without the approval of the University based on a written acceptable reason.

2.5 Telephone quotations are not acceptable

when in response to this Invitation to Bid.

2.6 Stephen F. Austin State University reserves

the right to accept or reject all or any part of any bids, to waive minor technicalities, to re-advertise if deemed necessary, and to award the bid to best serve the interests of the University.

2.7 All electrical items must meet all applicable

OSHA standards and regulations, and bear the appropriate listing from US, FMRC or

NEMA.

2.8 All items shall be new, in first class condition, with containers suitable for shipment and storage. New shall not be construed as excluding recycled or remanufactured products.

2.9 Any catalog, brand name or manufacturer's

reference used in this bid is descriptive (not restrictive).

2.10 Stephen F. Austin State University will not be

bound by any oral statement or representation contrary to the written specifications of this ITB and any associated addenda.

2.11 Bids should give Payee ID Number, full firm

name and address of bidder. The Payee ID Number is the taxpayer number assigned and used by the Comptroller of Public Accounts of Texas. If this number is not known, complete the following:

Enter Federal Employer's Identification

Number

Sole Owner should also enter SSN# below

3. TIE BIDS - Awards will be made in accordance with Rule TAC, Title 34, as amended.

(preferences).

4. PATENTS OR COPYRIGHTS – The Contractor agrees to protect Stephen F. Austin

State University from claims involving infringement of patents or copyrights.

5. PAYMENT - Vendor shall submit an item invoice showing Purchase Order Num Payment will be made Net 30 from date of rec of goods/services or invoice, whichever is l Late fees will be incurred in accordance Texas Government Code 2251. Invoices and required supporting documents must presented to: SFASU Accounts Payable, Box 6085, Nacogdoches, TX 75962 electronically submitted accountspayable@sfasu.edu.

6. DELIVERY:

6.1 Bids should show the number of days require

place material in designated location u normal conditions. Failure to state delivery obligates bidder to complete delivery in calendar days. A five-day difference in deli promise may break tie bids. Unrealistic sho long delivery promises may cause the bid to disregarded.

6.2 Delivery shall be made during normal wor

hours only, unless prior approval for early or delivery has been obtained.

6.3 If delay is foreseen, contractor shall give wr

notice. The University has the right to ex delivery date if reasons appear valid. Contra must keep the University advised at all time status of order. Default in promised deli (without accepted reasons) or failure to m specifications, authorizes the University purchase supplies elsewhere and charge increase, if any, in cost and handling to defau contractor.

6.4 No substitutions or cancellations are perm

without prior written approval.

7. ALTERNATE DISPUTE RESOLUTION:

Pursuant to Chapter 2260 of the Te

Government Code, any dispute arising und contract for goods and services for which chapter applies must be resolved under provisions of this chapter.

8. PUBLIC INFORMATION ACT:

Information, documentation, and other mater connection with this solicitation or any resu contract may be subject to public disclo pursuant to Chapter 552 of the Te Government Code (the “Public Information A Bidder acknowledges that University may required to post a copy of the contract on website in compliance with Sec 2261.253(a)(1), Texas Government Code.

9. NOTE TO BIDDERS:

9.1 Any terms and conditions attached to a solicita

will not be considered unless specifically refe to on this solicitation and may result disqualification.

9.2 The Contractor shall defend, indemnify and

harmless the State of Texas, all of its offic agents and employees from and agains claims, actions, suits, demands, proceedi costs, damages, and liabilities, arising ou connected with, or resulting from any act omissions of contractor or any agent, emplo subcontractor, or supplier in the executio performance of this contract.

9.3 Contractor understands that acceptance of fu

under this contract acts as acceptance of authority of the State Auditor’s Office or successor agency, or Stephen F. Austin’s Inte Audit Services, to conduct an audit investigation in connection with those fu Contractor further agrees to cooperate fully the State Auditor’s Office or its successo Stephen F. Austin’s Internal Audit Services in conduct of the audit or investigation, inclu providing all records requested. Contractor ensure that this clause concerning the author audit funds received indirectly by subcontrac through Contractor and the requiremen cooperate is included in any subcontract awa mailto:bids@sfasu.edu

EXHIBIT A

NON-COLLUSION AFFIDAVIT

EXHIBIT A

NON-COLLUSION AFFIDAVIT

The undersigned, duly authorized to represent the persons, firms and corporations joining and participating in the submission of the foregoing Proposal (such persons, firms and corporations hereinafter being referred to as the “Respondents”), being duly sworn, on his or her oath, states that to the best of his or her belief and knowledge no person, firm or corporation, nor any person duly representing the same joining and participating in the submission of the foregoing Proposal, has directly or indirectly entered into any agreement or arrangement with any other Respondent, or with any official of SFA or any employee thereof, or any person, firm or corporation under contract with SFA whereby the Respondent, in order to induce acceptance of the foregoing Proposal by said SFA, has paid or is to pay to any other Respondent or to any of the aforementioned persons anything of value whatsoever, and that the Respondent has not, directly or indirectly entered into any arrangement or agreement with any other Respondent or Respondent which tends to or does lessen or destroy free competition in the letting of the contract sought for by the foregoing Proposal.

The Respondent hereby certifies that neither it, its officers, partners, owners, providers, representatives, employees and/or parties in interest, including the affiant, have in any way colluded, conspired, connived or agreed, directly or indirectly, with any other Respondent, potential Respondent, firm or person, in connection with this solicitation, to submit a collusive or sham bid, to refrain from bidding, to manipulate or ascertain the price(s) of other Respondents or potential Respondents, or to obtain through any unlawful act an advantage over other Respondents or SFA.

The prices submitted herein have been arrived at in an entirely independent and lawful manner by the Respondent without consultation with other Respondents or potential Respondents or foreknowledge of the prices to be submitted in response to this solicitation by other Respondents or potential Respondents on the part of the Respondent, its officers, partners, owners, providers, representatives, employees or parties in interest including the affiant.

CONFLICT OF INTEREST

The undersigned Respondent and each person signing on behalf of the Respondent certifies, and in the case of a sole proprietorship, partnership or corporation, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of their knowledge and belief, no member of SFA, nor any member of its Board of Regents, employee, or person whose salary is payable in whole or in part by SFA, has a direct or indirect financial interest in the award of the Proposal, or in the services to which this Proposal relates, or any of the profits, real or potential, thereof, except as noted otherwise herein.

Signature _____________________________________________

Company name ________________________________________

Date______________________

TYPE OF COVERAGE LIMITS OF LIABILITY