Event 422 Administration document.docx

Department of Administration Idaho Youth Challenge Academy (IYCA) Event 422 Fire Inspection Services

Purpose Idaho Division of Purchasing on behalf of the Idaho Youth Challenge Academy (IYCA) is requesting quotes for Fire Inspection Services, as further detailed below.

The contact for this RFQ is:

Joseph Nelson, Purchasing Officer Phone: 208-332-1602 Email: Joseph.nelson@adm.idaho.gov

Background Full-service provider who can perform annual/bi-annual(twice a year) duties: fire extinguisher services, fire extinguisher training, annual backflow preventer testing, fire alarm inspection, fire riser inspection, repairs to fire alarm and wet system, bi-annual hood inspection, 5-year hydrostatic testing.

Time lines Quotes Due (by 5:00 p.m. MT) Due Date: See LUMA

Specifications or Business and Scope of Work if for services See Exhibit A

Contractor must deliver services, to Idaho Youth Challenge Academy (IYCA), Pierce, Idaho on or as coordinated with the Agency contact. IYCA contact for delivery is:

Bryan Trieb, Maintenance Technician Idaho Youth Challenge Academy 117 Timberline Drive Pierce, ID. 83546 Office: 1-(208)-464-1478 Cell: 1-(208)-816-2260

Award Basis and Terms Award will be made to the responsive responsible vendor with the lowest Total Cost, as provided on Exhibit B, Price Sheet. The Contract start date will be within ninety (90) days from the date of award.

The Contract term shall be one (1) year. Upon mutual, written agreement, the Contract may be renewed, extended, or amended. The total contract term, with all renewals or extensions, is not anticipated to exceed five (5) years.

Experience, Qualifications and Licensing Contractor must be licensed as required by state and federal licensing regulations applicable to Fire Alarm maintenance service and repair work. Contractor must provide proof of this license with their submission.

1.1 Contractor must demonstrate that it has been in the business of Fire Alarm maintenance, service, and repair for at least the last five (5) consecutive years prior to the date of issuance of this RFQ.

1.2 The Contractor must submit the following documents at the time of pre-contract kick-off meeting:

Safety Data Sheets for all hazardous chemicals expected to be used on site for the duration of the contract.

1.3 A schedule of work to be performed at each building must be provided by the vendor before work begins to IMD.

1.4 The contact information (name, email, and phone number) of the Contract Manager (CM) and the Quality Assurance Manager (QAM) if they are different people.

1.5 A completed schedule of values with costs broken out for each inspection task at each Building.

1.6 Quality Control Plan, detailing Contractor’s methods to ensure compliance with contract terms.

Contractor Responsibilities Contractor must be a full-service provider that must perform the following annual/bi-annual duties:

Fire extinguisher annual service, inspection/maintenance for three (3) buildings.

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7.1. Contractor must Inspect, maintain, and repair the fire suppression, and extinguisher systems. The state has the existing types of extinguishers:

7.1.1. Twenty five (25) ABC type fire extinguishers;

7.1.2. One (1) TYPE K fire extinguisher

7.1.3. One (1) HALON fire suppression system.

7.2. Contractor must provide all tools, labor, materials, equipment, transportation, supervision, and management necessary to perform inspections, testing, maintenance, and repairs.

7.3. Contractor must conduct an annual fire extinguisher training during December Staff training, to include fire extinguisher spray training for new employees, annual refresher fire extinguisher training for all staff.

7.4. Contractor must conduct fire Alarm inspection and service for Honeywell systems 6820 EVS and 5820 XL.

7.5. All inspections, testing, and maintenance performed by the Contractor, must comply with all applicable Federal, State, Local codes to include Fire, Building and Safety Codes, NFPA and the military standards outlined in the UFC 3-601-02.

Response Enter your Total Fully Burdened Cost on Exhibit B, Price Sheet, and submit your quote via IPRO (Powered by LUMA) so that it is received at Division of Purchasing

Quotes must include all Required Submittal Items (See below).

When submitting via IPRO enter your Total Cost on Exhibit B AND in IPRO, and UPLOAD all Required Submittal Items.

Exhibit A – Scope of Work Exhibit B – Price Sheet

Exhibit B – Price Sheet State of Idaho Signature Page Experience Qualifications Licensing

9. Price Adjustment A price adjustment may be considered after the first twelve (12) months of the initial term of the Contract, and every twelve (12) months thereafter. If a price increase is requested, it will be the responsibility of the Contractor to notify MIL and DOP sixty (60) calendar days in advance of the desired effective date and provide supporting documentation showing industry wide increases justifying the request. MIL will notify Contractor whether the request is approved within thirty (30) calendar days of receipt of the request.

If there is an industry wide price decrease, Contractor must notify MIL immediately of the decrease; and make the price decrease effective for MIL on the same day it becomes effective for the Contractor. If the State is not properly notified of price decreases, the pricing at the time of order will be used for invoice payment and the Contractor will provide refunds or credits as necessary.

10. Remedies If MIL must perform or hire a separate contractor to perform any of the Contract’s requirements, which is the responsibility of the Contractor under the terms of the Contract, MIL may withhold the actual cost from the Contractor’s payment(s).

Exhibit A Event 422 Fire Inspection Services Scope of Work

1. Scope of Work Contractor Must:

1.1. Service and Maintenance

Perform maintenance on a scheduled basis as determined by the National Fire Protection Agency (NFPA) and Unified Facilities Criteria (UFC), designed to keep equipment in proper functional condition in accordance with the manufacturer’s specifications.

1.2. Perform on-site mechanical and electrical inspections, cleaning, lubrication, and adjustments by certified technicians or as described herein as field trained technicians certified by the manufacturer as being fully qualified.

1.3. Perform routine maintenance to eliminate and reduce equipment failure.

1.4. Perform required maintenance during normal business hours (Monday – Friday, 7:00am to 5:00pm PST).

1.5. Investigate and correct any malfunction, failure or conditioning that is preventing a reliable system-operation.

1.6. Respond to maintenance calls by dispatching a qualified technician to be onsite, during business hours, within three (3) business days.

1.7. Provide and maintain an inventory of minor replacement parts and components, at the Contractor’s expense.

1.8. Replace components, including normal wear or tear, up to a value of five-hundred dollars ($500.00) for all material per inspection period, at no additional cost to the IMD. Minor parts may include, but are not limited to, fuses, indicator light bulbs, batteries, detection heads and small wiring connections.

1.9. Notify the IYCA Maintenance Technician by email, for any major parts or components that need replaced (exceeding five hundred ($500) for single visit). Contractor must provide a proposed solution(s), and estimated cost(s), and time to complete the proposed work, within ten (10) business days of the email notification.

1.10. Remove and dispose of all unused materials, debris, and waste caused by his/her operations. Following any work, the Contractor must ensure that the area(s) disturbed during the execution of the contract are cleaned up at the end of each workday to a condition at least meeting the pre-work condition. Tools and materials must not be stored on site without the prior written consent of the Installation Facility Manager.

1.11. Respond onsite, to emergency service requests within Twenty-four (24) hours of the call.

1.12. Provide a telephone number to be used only for emergency service calls.

1.13. Complete any repairs necessary to fire systems asap after issues are identified.

1.14. Complete a five (5) year hydrostatic test on fire suppression system in barracks.

2. Annual Service Contractor Must:

2.1. Complete annual fire alarm system inspection for ED center Honeywell 6820 EVS.

2.2. Complete annual fire alarm system inspection for barracks Honeywell 5820 XL.

2.3. Complete annual fire riser inspection.

2.4. Complete annual back flow preventer testing;

Two (2) backflow preventers one in laundry facility and one for barracks fire riser.

3. Bi-Annual Service (twice a year)

3.1. Contractor must complete bi-annual hood vent inspection in the dining facility Ansul R-102 Regulated release suppression system following the NFPA guidelines.

Exhibit B

RFQ 240

Fire Inspection Services Price Sheet

This Price Sheet must be submitted with your quote through the Idaho eProcurement System (IPRO).

Name of Vendor:

Contact Name/Phone:

Contact E-mail:

Provide your TOTAL COST for services, meeting the specifications outlined in Exhibit A. Your TOTAL COST must be fully burdened to include all costs associated with providing services meeting the required minimum specifications, including delivery FOB Destination IYCA Pierce, Idaho

Bi-annual Tasks (twice a year)

Emergency Cost per Hour $______________ * will not be evaluated with cost. For reference purposes only.