Fire Alarm Test Inspection Services HC_02_27_.pdf

Columbia County School District

PURCHASING DEPARTMENT

4781 Hereford farm Road, Evans, GA 30809

Tele: (706) 541-2723 ext. 5108 Fax: (706) 855-3843 Email: Hudson.Chandler@ccboe.net

NOTICE TO VENDORS

FIRE ALARM INSPECTION SERVICES

NO. HC-02-27-24A

The Columbia County School District (CCSD) is accepting sealed bids as specified in the attached Invitation For Bids documents (RFB). Bids will be received at the office of Hudson E. Chandler, Purchasing Supervisor, Columbia County School District, Business Department, 4781 Hereford Farm Road, Evans, GA 30809.

February 27, 2024 @ 2:00 PM

BIDS SHALL BE PLAINLY MARKED

RFB FOR: Waste Disposal Services

REQUEST FOR BID NUMBER: HC-02-27-24A

DUE BEFORE: February 27, 2024 @ 2:00 p.m.

Any bid received later than the specified date and time, whether delivered in person or mailed, shall be disqualified.

The CCSD reserves the right to reject any or all bids and to accept any bid deemed most advantageous to the CCSD and to waive any informalities in the request.

Hudson E. Chandler Purchasing Supervisor

NOTICE TO BIDDERS

Bids are due no later than 2:00 p.m., February 27, 2024.

Offers are subject to rejection if not received by the due date and time specified and may be subject to rejection if not submitted with this form.

EXECUTION

In compliance with this Request and subject to all the terms and conditions herein, the undersigned offers and agrees to furnish all products, materials, equipment, and labor necessary to perform to the attached specification, at the price and within the time specified herein. I certify that this Offer is made without prior understanding, agreement, or connection with any firm, corporation, or person submitting a Bid for the same purpose, and is in all respects fair and without collusion or fraud. Under penalty of perjury, the undersigned Offeror certifies that, to the best of its knowledge and belief: (1) the prices in this Bid have been arrived at independently without collusion, consultation, communication, or agreement, for the purposes of restricting competition, as to any matter relating to such prices with any other Offeror, or to any competitor or with any officers, agents or employees of the CCBOE; and (2) unless otherwise required by Federal or Georgia Law, the prices which have been offered in this Bid have not been knowingly disclosed by the Offeror and will not be knowingly disclosed by the Offeror prior to opening, directly or indirectly, to any other Offeror or to any other competitor; and (3) no attempt has been made or will be made by the Offeror to induce any other person, partnership or corporation to submit or not submit a Bid for the purpose of restricting competition.

Failure to execute/sign Bid prior to submittal may render the Bid invalid. Late Bids may not be accepted.

OFFICIAL BUSINESS NAME,

COMPANY NAME, TRADE NAME:

FEDERAL ID OR SOCIAL SECURITY NO:

STREET ADDRESS: P.O. BOX: ZIP:

CITY & STATE & ZIP: TELEPHONE

NUMBER:

TOLL FREE TEL. NO

(800)

TYPE OR PRINT NAME & TITLE OF PERSON SIGNING: FAX NUMBER:

AUTHORIZED SIGNATURE: DATE: WEB ADDRESS:

E-MAIL:

Offer valid for 45 days from Request for Bid due date unless otherwise stated here: ____ days

CERTIFICATION & ACCEPTANCE FORM

Project Name:

Fire Alarm Inspection Services Invitation for Bid

NO. HC-02-27-24A

Refer ALL Inquiries to:

Columbia County School District 5108 Hereford Farm Road Evans, GA 30809

ATTN: Hudson Chandler, Purchasing Supervisor

Telephone: 706- 541- 2723 Ext. 5108 Facsimile: 706- 855-3843 E-Mail: Hudson.Chandler@ccboe.net

Commodity: Fire Alarm Inspection Services

Contract Type: Fixed Price

FOR CCBOE USE ONLY

Contract Number:

(See page 2 for mailing instructions.)

TYPE BUSINESS

Check one or more where applicable:

Minority-Owned Business (at least 51% owned and controlled by minority group members)

Woman-Owned Business (at least 51% owned and controlled by women)

Small Business

ACCEPTANCE OF OFFER

If any or all parts of this Bid are accepted, an authorized representative of the CCSD shall affix their signature hereto and this document and any other special terms and conditions, scopes of work, specifications, and any Columbia County School District Contract conditions applicable to this Request For Bid shall then constitute the entire written contract agreement between the parties (“Contract”). This Contract supersedes all prior written or oral agreements and there are no other promises or conditions in any other agreement, whether written or oral, having effect on this Contract. A copy of this acceptance will be forwarded to the successful Offeror and a CCSD Purchase Order and/or General Contract For Services will issued as a release against this Contract.

FOR CCSD USE ONLY

Offer accepted and contract awarded this ____ day of _____________________, 20_____, By ___________________________________________________________ (Authorized contracting representative of CCSD).

MAILING INSTRUCTIONS: Mail (e.g., US Mail, Fed Express) pages 1 & 2 of this fully executed Request for Bid document and any required RFB documents with your Bid. This is a formal sealed RFB. Seal, address envelope and identify the Request For Bid number on the outside of the package as shown below: It is the responsibility of the Offeror to have all required RFB documents received by CCSD on or before the specified due date and time. INCLUDE ONE

ORIGINAL BID RESPONSE AND ONE COPY.

Business Department 4781 Hereford Farm Road Evans, Georgia 30809

Attention: Hudson Chandler, Purchasing Supervisor

Project: Fire Alarm Inspection Services

RFB: HC-02-27-24A

Bid review: February 20, 2024 @ 2:00 p.m.

Instructions & Specifications

The Columbia County School District, 4781 Hereford Farm Road, Evans, Georgia 30809 (CCSD) is soliciting competitive bids for Fire Alarm Test Inspection Services under Request for Bid (RFB) HC-02-27-24A.

Mandatory Pre-Bid February 6, 2024 at 9:00 a.m., FMO 6000 Columbia Road, Grovetown GA 30813.

Bids are due no-later-than February 27, 2024 at 2:00 p.m., 4781 Hereford Farm Road, Evans, Georgia 30809.

Contract performance would commence on or about July 1, 2024, and continue for three one-year periods, ending June 30, 2027.

The CCSD reserves the right to extend this contract on an annual basis. The contract would be renewable annually for up to two additional years (June 2029) at the same or equivalent price, with written consent of both parties.

The Contract shall be deemed to terminate absolutely and without further obligation on the part of CCSD at the close of each school year in which it was executed and at the close of each succeeding school year for which it may be renewed. In the event of insufficient funding, the Contract shall terminate absolutely and without further obligation as of that moment.

The Columbia County School District will accept bids sent by email. Bidders are to consider emailed bids not received by Hudson.Chandler@CCBOE.net, until responding email accepting receipt. Email greater than 18 megabytes exceed our size limit and cannot be received. Electronic Signatures will be accepted on bids.

Fire Alarm Test Inspection Services Requirements

1. Fire Alarm Testing must be in accordance with NFPA 72 Requirements

2. Inspect all locations of the Columbia County School System (32 Schools, Board Office Building, Facilities

Maintenance & Operations Building, Facilities Maintenance & Operations Warehouse, Technology Department Buildings in Appling, and Columbia County Support Department Building).

3. All components of the fire alarm system including all dialers, 411UD’s and/or UDACT’s, and fire doors must be checked for proper operation according to NFPA 72 testing requirements.

4. Fire Doors must be inspected according to NFPA 80 requirements and have an inspection sheet for all fire doors and location of doors that shows pass or fail. If a door has failed the inspection, the documented sheet must show what issues were found during the inspection.

5. Work can be started June 27, 2024 and must be completed by July 31, 2024 including all re-inspections.

6. A schedule of testing will be put together and approved by CCBOE and Inspection Company prior to work starting.

7. A Columba County Board of Education Fire Alarm Tech, during normal working hours, will be with you during the Inspections to help with accessing the building, locating hard to find devices, and accessing rooms.

8. If any deficiencies are noted, they will be repaired by our CCBOE Fire Alarm Technicians and a reinspection time will be scheduled to check the repair of the deficiency.

9. All paperwork must be filled out correctly, dated, and signed and given to Steve Bohler, Facilities Maintenance & Operations, when completed.

10. The inspections will be scheduled within our normal summer business hours 6:00AM-4:30PM Monday- Thursday. Inspection company will have access to all locations for Friday testing, weekend testing, School Holiday testing, and after hours testing if they choose but must let Steve Bohler, 706-726-4582, know at least 2 days in advance to make sure school or other location have no weekend engagements.

Fire Alarm Test Inspection Services

HC-02-27-24A

Fire Alarm Test Inspection services cannot be performed in a school when Summer School is in session. Any request for lift equipment must be made at least 48 hours in advance of requirement.

This solicitation does not obligate funds, nor does it constitute a contract, offer of employment, or offer of purchase. The cost of preparing and submitting a bid is the sole obligation of the bidder.

Any damage caused to school property or vehicles, and/or injury caused to any persons on school grounds must be reported immediately to the school principal and the CCSD, Director of Facilities, Maintenance and Operations (FMO). NO EXCEPTIONS! The successful bidder will be notified and provided the damage information for their investigation. Any investigation done by the successful bidder must be done as soon as possible the same day that the damage occurs. The successful bidder must contact FMO to verbally okay the repairs or to dispute the claim. All verbal correspondence must be followed up with a written authorization from the successful bidder within 24-hours of incurred damage.

FMO will contact the successful bidder to initiate necessary repairs. Payment for damages will be paid by CCSD and deducted from the successful bidder’s next invoice. An adjustment sheet will be prepared, which will detail the costs for fixing the damages, for the successful bidder’s signature.

All billing will be submitted to FMO on a monthly basis and will be broken down by location consistent with the attached bid input form.

All bidders must submit a minimum of three references on the attached CCSD Business References Form.

References must be for projects/contracts of similar size and scope as that contemplated herein. Failure to provide adequate references may result in disqualification of your bid.

Any questions relating to the type or size of waste containers, container locations, pickup schedule and/or to arrange for any pre-bid site visits shall be directed through the offices of the CCSD, Executive Director of Facilities, Maintenance and Operations, Cliff Sanders at 706-541-2477 ext. 5661.

By submitting a bid, the Bidder certifies that, to the best of its knowledge and belief: (1) the prices have been arrived at independently without collusion, consultation, communication, or agreement, for the purposes of restricting competition, as to any matter relating to such prices with any other Bidder, or to any competitor or with any officers, agents or employees of the CCSD; and (2) unless otherwise required by Federal or Georgia Law, the prices which have been offered in this bid have not been knowingly disclosed by the Bidder and will not be knowingly disclosed by the Bidder prior to opening, directly or indirectly, to any other Bidder or to any other competitor; and (3) no attempt has been made or will be made by the Bidder to induce any other person, partnership or corporation to submit or not submit a bid for the purpose of restricting competition.

At its sole discretion, the CCSD reserves the right to require, as a condition of any award, additional supporting documentation. Failure to provide any of the following documents, or any additionally requested information, may be considered non-responsive and result in disqualification of your bid.

In the event that identical low bids are submitted, the Columbia County School District will award the contract in any manner it considers to be in the best interest of the school system.

The CCSD reserves the right to:

• Give full and proper consideration to the service, reputation, product knowledge, and experience of all companies presenting bids, in addition to bid cost

• Having the lowest bid price does not necessarily guarantee contract award

• Reject any and all bids if deemed necessary

• Disqualify any bid not meeting specifications as necessary

• Accept any alternative bid believed to be in the best interest of the school system

HC-02-27-24A

• Waive any informality in the bid submission

• Cancel any awarded bid if the product or service proves unsatisfactory

All bidders are being provided the same time and opportunity to request any additional information or clarification concerning this bid in advance of the specified bid due date and time. Therefore, failure to seek such information or clarification prior to the bid closing shall all be deemed to have been fully asked and answered in advance of the bid closing. All questions or request for information relating to this solicitation shall be directed to the attention of Steve Bohler, by telephone at 706-726-4582, by email at Steve.Bohler@ccboe.net and copy Hudson Chandler, CCSD Purchasing Supervisor, Business Department, by telephone at 706-541-2723 x5108, by email at Hudson.Chandler@ccboe.net.

By submitting a bid, the Bidder certifies that, to the best of its knowledge and belief: (1) the prices in this bid have been arrived at independently without collusion, consultation, communication, or agreement, for the purposes of restricting competition, as to any matter relating to such prices with any other Bidder, or to any competitor or with any officers, agents or employees of the CCSD; and (2) unless otherwise required by Federal or Georgia Law, the prices which have been offered in this bid have not been knowingly disclosed by the Bidder and will not be knowingly disclosed by the Bidder prior to opening, directly or indirectly, to any other Bidder or to any other competitor; and (3) no attempt has been made or will be made by the Bidder to induce any other person, partnership or corporation to submit or not submit a bid for the purpose of restricting competition.

Proof of General Liability, Automotive and Workers Compensation Insurance coverage must be provided no-later-than 10 calendar days following contract award notification by CCSD at coverage levels specified in the Bid.

Proof of Insurance must include Columbia County Board of Education as a named Certificate Holder.

Any discussions regarding price with CCSD employees or other bidders prior to the bid review is expressly forbidden and will result in disqualification of your bid.

THE FOLLOWING DOCUMENTS MUST BE INCLUDED AND FULLY EXECUTED AS PART OF YOUR BID. FAILURE TO PROVIDE ALL REQUIRED RFB DOCUMENTS MAY RESULT IN DISQUALIFICATION OF YOUR BID.

1. Pricing (2-Pages)

2. Bid Certification and Acceptance Form (2-Pages)

3. Columbia County School System Bid Parameter Worksheet (1-Page)

4. Business References Form (1-Page)

5. Proof of Insurance (within calendar 10-days of receipt of award)

6. Complete Immigration and Security Form and General Contract for Services (within 10 calendar days of receipt of award) mailto:Steve.Bohler@ccboe.net

HC-02-27-24A

Bid Input Form

Year of Summer

Test

Standard Test Follow up Visit

July 2024 Charge per school Hr Rate

Charge for visit

July 2025 Charge per school Hr Rate

July 2026 Charge per school Hr Rate

July 2027 Charge per school Hr Rate

July 2028 Charge per school Hr Rate

Parameter Worksheet

Company Name:

Failure to respond to the following questions and/or to provide company authorized signature(s) may result in disqualification.

Yes No Do your products and/or services meet all of the requirements described in the BID document? If not, have you attached all variations to any requirements and specifications to your proposal?

Yes No Have you completed or answered all BID response lines and questions? Please Note: Failure to do so may result in disqualification of your bid.

Yes No Have you submitted your bid in accordance with any attached Special and/or Bid/Contract Conditions?

Please Note: Failure to do so may result in disqualification of your bid.

Yes No

Does your company understand that the Columbia County School System reserves the right to reject any and all proposals and conduct a re-bid for any reason? Please Note: All information submitted within bids, even if rejected or re-bid, is made available to the public unless marked “Proprietary” as described within the General Conditions.

Yes No Do you acknowledge that all information presented within your proposal becomes available to the public unless marked “Proprietary” or “Confidential”? Please Note: Only certain items may be marked as “Proprietary” or “Confidential. See the Bid Terms & Conditions for further information.

Yes No Do you understand that if your company is awarded the contract and does not deliver service(s), product(s) or material(s) by the specified delivery date, then the contract award may be rescinded and all orders cancelled?

Yes No Does your company accept that the Columbia County School System is the sole arbiter of this bid and that all decisions are final?

Yes No Not Applicable

Does your company accept that low bid price does not guarantee bid award and that awards may be based on one or a combination of factors? Please Note: Failure to do so may result in disqualification of your bid.

Yes No Not Applicable

If requested with this BID, have you attached warranty information to your bid as requested? Please Note: Failure to do so may result in disqualification of your bid.

Yes No Not Applicable

If requested with this BID, have you provided or will you provide all insurance information as requested?

Please Note: Failure to do so may result in disqualification of your bid.

Yes No Not Applicable

If requested with this BID, have you attached your company’s required financial statements? Please Note: Failure to do so may result in disqualification of your bid.

Yes No Not Applicable

If requested with this BID, have you attached your company’s required customer references? Please Note: Failure to do so may result in disqualification of your bid.

Yes No Did you receive written amendment(s) to this Bid? If yes, how many? _______ Please Note: Failure to respond to this question may result in disqualification of your bid.

_____ Attachments List the number (quantity) of attachments included with your BID response.

Attached Electronically Courier US Mail Hand Delivered

Please indicate how you have submitted your required product specifications and other requested documents or materials.

______________________________________________ Project Name Organization Name Name(s) and Titles(s) of Authorized Representative(s) Signature(s) Date Signature(s) Date

Fire Alarm Inspection Services

Business References Form

Company Name: _________________________________________________________________

Authorized Signature: ____________________________________________________________

Title: _________________________________ Date: _____________________________________

Number of years Company has operated under present name:

References For Similar Goods and/or Services And Approximate Contract Size:

Company or Business Name Address Contact/Telephone Number

Bid responses that are incomplete or contain less than three (3) business references may not be considered for award.