Fire Suppression Inspection Testing and Repair Services_VCCS-LFCC-24-65132_Final.pdf

Invitation for Bids (Sealed)

Issue Date: May 6, 2024

IFB Number: VCCS-LRCC-24-65132

Title: Fire Suppression Inspection, Testing, Repairs and Recharging Services

Commodity Code: 93634 – Fire Extinguisher Maintenance (Including Recharging) and Repair

Issuing Agency: Commonwealth of Virginia Virginia Community College System Shared Services Center Procurement Intake 147 Daleville Centre Drive Daleville, Virginia 24083

Contract Term: One (1) year with four (4) additional, optional one (1) year renewal periods.

Contract for Laurel Ridge Community College will begin as soon as possible.

Bids will be Received Until: June 6, 2024, at 1200 PM local time and opened.

All Bids must be received ELECTRONICALLY THROUGH eVA by the date and time stated immediately above.

PAPER (MAIL), EMAILED AND/OR FAXED BIDS WILL NOT BE CONSIDERED.

In lieu of a Pre-Bid Conference, questions will be accepted by e-mail to Paul Jones through May 22, 2024, at

12:00PM.

Any inquiries regarding this solicitation should be directed only to Paul Jones, Senior Contract Officer Email: jjones@ssc.vccs.edu

A public bid opening will be held on June 6, 2024, at 12:00 PM local time virtually at the following link:

https://vccs.zoom.us/j/88557003916?pwd=dnI0UHRydUs5UGl0UjVPWGx5N0Z3Zz09

In compliance with this Invitation For Bids (IFB) and all conditions imposed or referenced in this IFB, the undersigned company offers and agrees to furnish all goods and services required by this IFB at the prices indicated in the pricing schedule, and the undersigned company hereby certifies that all information provided below and in any schedule attached hereto is true, correct, and complete.

COMPLETE AND RETURN THIS PAGE WITH THE BID

Name of Company: Date:

Address of Company:

By Signature:

eVA Vendor ID Number: Name:

DSBSD Certification Number: Title:

Phone: Email:

Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder because of race, religion, color, sex, national origin, age, disability, sexual orientation, gender identity, political affiliation, or veteran status or any other basis prohibited by state law relating to discrimination in employment. Faith-based organizations may request that the issuing agency not include subparagraph 1.e in General Terms and Condition C. Such a request shall be in writing and explain why an exception should be made in that invitation to bid.

mailto:jjones@ssc.vccs.edu

Fire Suppression, Inspection, Testing and Repair Services

IFB #VCCS-LRCC-24- 65132

TABLE OF CONTENTS

IFB # VCCS-LRCC-24-65132

SECTION #

SECTION TITLE PAGE #

COVER PAGE **

I. PURPOSE

II. STATEMENT OF WORK

III. GENERAL TERMS AND CONDITIONS

IV. SPECIAL TERMS AND CONDITIONS

V. METHOD OF PAYMENT

VI. PRICING SCHEDULE

VII. ORDERING PROCEDURES

VIII. ATTACHMENTS

Attachments to Complete and Return with Bid

1 – STATE CORPORATION COMMISSION FORM **

2 – PROPRIETARY AND CONFIDENTIAL INFORMATION FORM **

3 – SMALL BUSINESS SUBCONTRACTING PLAN FORM **

4 – PRICING SCHEDULE **

5 – EQUIPMENT LIST 37

6 – CERTIFICATE OF INSURANCE (EXAMPLE)* 38

*Certificate of Insurance (COI) according to the requirement in this IFB should be submitted with bid.

** These items must be completed and returned as part of the bid submission package.

I. PURPOSE

The purpose of this Invitation for Bids (IFB) is to establish a contract with one qualified bidder to provide fire suppression, inspection, testing, repair, and recharge services for Laurel Ridge Community College (LRCC). LRCC has three locations:

• Middletown Campus (6 buildings) - 173 Skirmisher Ln, Middletown, VA 22645

• Fauquier Campus (3 buildings) – 6480 College St., Warrenton, VA 20187

• Luray Campus (1 Building) - 200 College Drive, Luray, VA 22835-1130

II. STATEMENT OF WORK

The contractor shall provide all labor, materials, supplies, equipment, transportation, and incidental items of any kind, as necessary, to provide fire suppression, inspection, testing and repair services. The Contractor shall provide all necessary safety equipment, whenever required while working, in order to perform a safe working environment.

A. GENERAL REQUIREMENTS:

1. The contractor shall provide full time inspection, testing and repair services for fire suppression systems, including extinguishers, kitchen hood systems, hydrants, backflows, roll up fire doors, emergency lights, fire alarms, exit lights and fire monitoring and any related components.

2. All inspectors shall comply with all regulations as set forth by the Department of Housing and Community Development and the National Fire Protection Association (NFPA). All inspectors shall be certified by NFPA. All work under any resulting contract shall be governed by the Virginia Uniform Statewide Building Code.

3. The contractor shall be fully licensed with the Department of Professional and

Occupational Regulation (DPOR) to include the following license classification: BLD, SPR, and FSP

a. BLD – Building contractors include: construction, remodeling, repair, improvement or demolition of buildings and structures.

b. SPR – Fire sprinkler contractors include the installation, repair, alteration, addition, testing, maintenance, inspection, improvement, or removal of sprinkler systems using water as a means of fire suppression.

c. FSP – Fire suppression contractors include the installation, repair, improvement, or removal of fire suppression systems including but not limited to gas systems, dry chemical systems, and carbon dioxide systems. Does not include installation, repair, or maintenance of water sprinkler systems.

4. The contractor shall have a minimum of five (5) years’ experience providing inspection and testing services of fire suppression systems, and repairs of same. The contractor can provide a certificate of their license with their bid.

5. The contractor shall provide a written report to the Contract Administrator or designee(s), per NFPA 25 Standards, following each inspection, to be reviewed with the Maintenance Supervisor upon completion.

6. The contractor shall provide, if requested by the Contract Administrator or designee(s), resumes and training certificates of inspectors and repair technicians performing work on the College campus.

7. All work performed under any resulting contract of this IFB shall be completed in accordance with manufacturers specifications, all applicable ordinances, rules, regulations, and codes, including Occupational Safety and Health Administration (OSHA) requirements in effect during the contract period.

8. The Contractor shall ensure that all instruments used to certify equipment have been properly calibrated and are current to date.

9. The Contractor shall adhere to the terms and conditions of the purchase order and not perform any additional work without first obtaining written approval from the Contract Administrator or designee(s).

B. INSPECTION, TESTING AND REPAIR SERVICES:

1. WET PIPE SPRINKLER SYSTEMS- Contractor shall provide Quarterly and Annual Inspections encompassing the following criteria.

i. QUARTERLY- A full flow test shall be made through the systems main drain, when possible. The static and residual flow pressures will be recorded. Test for proper operation and mechanical condition of system components, including the alarm valve clapper, pilot valve, and retard chamber. The system shall be flushed through the inspector’s test valves to insure proper water delivery through the systems. All local and supervisory alarms shall be tested for proper operation. All sprinkler system control valves that are equipped with electric tamper switches shall be functionally tested by operating the control valve sufficiently to operate the switch. The condition and position of all sealed control valves shall be checked and, if necessary, new seals will be installed and recorded. The condition of the fire department Siamese connection shall be checked, including caps, gaskets, clappers, and ball drips. The availability of spare sprinkler heads and wrenches shall be verified. All gauges shall be visually checked.

ii. ANNUALLY- In addition to the above, make thorough visual inspections of all system components, where possible, to include checking distribution piping for mechanical damage, loose hangers, and leaks. Sprinkler heads shall be visually checked for obvious mechanical damage, leaks, corrosion, loading, obstruction, proper position, and any other obvious factors, which may impair the sprinkler system. All sprinkler system control valves shall be fully operated, tested for proper operation, and lubricated. All anti-freeze systems shall be checked for freezing point of the solution.

2. DRY PIPE SPRINKLER SYSTEMS – Contractor shall provide Quarterly and Annual

A full flow test shall be made through the system main drain, when possible. The static and residual low pressures shall be recorded. Priming water level shall be checked and adjusted if necessary. Air pressure shall be checked. Air compressor (if applicable) shall be tested for proper operation, condition, and automatic sequencing. The oil level and belt condition shall also be checked. Condensation shall be drained from the holding tank. The quick opening device shall be tested for proper operation, serviced, and reset. All known low point drains shall be drained. All local and supervisory alarms shall be tested for proper operation. All sprinkler system control valves that are equipped with electric tamper switches shall be functionally tested by operating the control valve sufficiently to operate the switch. The condition and position of all sealed control valves shall be checked and, if necessary, new seals shall be installed and recorded. The condition of the fire department Siamese connection shall be checked, including, gaskets, clappers, and ball drips. The availability of spare sprinkler heads and wrenches shall be verified. All gauges shall be visually checked.

ii. ANNUALLY- In addition to the above: make thorough visual inspections of all system components, where possible, to include checking distribution piping for mechanical damage, loose hangers, and leaks. Sprinkler heads shall be visually checked for obvious mechanical damage, leaks, corrosion, loading, obstruction, proper position, and any other obvious factors, which may impair the sprinkler system. All sprinkler system control valves shall be fully operated, tested for proper operation, and lubricated. A standard partial flow trip test of the dry pipe valve shall be performed. The interior condition of the valve, clapper latching devices, velocity check valve and facings shall be cleaned and checked. The operation and condition of the valve shall be recorded.

3. PREACTION SPRINKLER SYSTEM – Contractor shall provide Quarterly and Annual

A full flow test shall be made through the system main drain, when possible. The static and residual low pressures shall be recorded. Priming water level shall be checked and adjusted if necessary. Air pressure shall be checked. Air compressor (if applicable) shall be tested for proper operation, condition, and automatic sequencing. The oil level and belt condition shall also be checked. Condensation shall be drained from the holding tank. The quick opening device shall be tested for proper operation, serviced, and reset. All known low point drains shall be drained. All local and supervisory alarms shall be tested for proper operation. All sprinkler system control valves that are equipped with electric tamper switches shall be functionally tested by operating the control valve sufficiently to operate the switch. The condition and position of all sealed control valves shall be checked and, if necessary, new seals shall be installed and recorded. The condition of the fire department Siamese connection shall be checked, including, gaskets, clappers, and ball drips. The availability of spare sprinkler heads and wrenches shall be verified. All gauges shall be visually checked.

ii. ANNUALLY- In addition to the above: make thorough visual inspections of all system components, where possible, to include checking distribution piping for mechanical damage, loose hangers, and leaks. Sprinkler heads shall be visually checked for obvious mechanical damage, leaks, corrosion, loading, obstruction, proper position, and any other obvious factors, which may impair the sprinkler system. All sprinkler system control valves shall be fully operated, tested for proper operation, and lubricated. A standard partial flow trip test of the dry pipe valve shall be performed. The interior condition of the valve, clapper latching devices, velocity check valve and facings shall be cleaned and checked. The operation and condition of the valve shall be recorded.

4. HYDRANT – Contractor shall provide Annual Inspections encompassing the following criteria.

i. ANNUALLY- Make thorough visual inspections of hydrants to include checking for mechanical damage and leaks. Fire hydrants are to be tested and flowed annually to ensure proper water pressure, flow, and function according to NFPA 291 (2010):

Recommended Practice for Fire Flow Testing and Marking of Hydrants. A residual pressure of 20 pounds per square inch pounds per square inch (psi) be maintained in fire hydrants for them to be effective for firefighting and preventing the contamination of public water supplies by backflow.

5. KITCHEN HOOD SYSTEM – Contractor shall provide Semi-Annual and Annual Inspections encompassing the following criteria.

i. SEMI-ANNUALLY-

• Inspect the system to determine whether it is in service and in satisfactory condition in accordance with NFPA standards.

• Test remote pulls for condition and operation.

• Perform an automatic trip test of the system.

• Test manual release of the system.

• Verify mechanical operation of the system.

• Verify the gas and electrical shutoff function.

• Replace fusible links where required.

• Check system components for cleanliness.

• Restore the system to normal operation.

• Reset the system

ii. ANNUALLY – In addition to the above items listed in the Semi-Annual inspection:

• Install new tamper seals.

• Inspect suppression agent cylinder.

• Verify the cylinder/cartridge pressure, agent weight and condition.

• Check that the last hydro test dates is within code requirements.

• Inspect and verify piping/bracing to manufacturer’s specifications.

• Inspect all nozzles and verify that they are properly aimed, free of blockage and have proper blow off caps intact.

• Verify that a proper portable fire extinguisher is available in an easily seen, accessible location.

• Inspect any changes in the hazard area that may affect the performance and reliability of the fire suppression system.

• Tag system as required and perform all required recordkeeping.

6. ROLL UP FIRE DOORS – Contractor shall provide Annual Inspections encompassing the following criteria.

Make thorough visual inspections of hydrants to include checking for:

• Proper Installation o Curtain, barrel, and guides are aligned, level, plumb, and true o Attachment to jambs with proper bolts, expansion anchors, or as otherwise required o Expansion clearance o Fusible link locations

• Damaged, Incorrect, or Missing Parts o Slats – Bent slats, cracked beads, torn ends o End locks – Missing, broken, bent, loose o Bottom bar – Bent angles, loose bolts, missing fiber washers (if required) o Guide assembly – Bent angles, loose bolts, missing fiber washers (if required), curtain entry o Hood and flame baffle (if required) – bent, rubbing curtain in open position, holes, tears, attachment to brackets and wall (if required);

o intermediate supports (if required) o Brackets and operating mechanisms – worn, misaligned or badly meshed gears, broken parts, bent shafts o Automatic closing and governor mechanisms – missing or broken parts, drop or release arms tied, blocked or wedged o Fusible links, sash chain/cable, S-hooks, eyes, etc.; links painted or coated with dust or grease, kinked or pinched cable, chain twisted, or not flexible, obstructed eyes or raceways o Mounting and assembly bolts – missing or loose o Replacement parts not from original door manufacturer – “homemade” or mismatched parts

• Operational Inspection o Roll door up and down in normal operation to check for spring tension and free movement of curtain in guides.

o If door does not roll up and down properly in normal operation or if there are damaged or missing parts that will create a hazard or prevent proper operation or reset. THESE DEFICIENCIES SHOULD BE CORRECTED

BEFORE CONDUCTING THE DROP TEST.

• Drop Test o Drop test per manufacturer’s instructions o The door passes the drop test only if:

Fully closes with the curtain resting on the sill.

Average closing speed is between 6 to 24 inches per second per NFPA

80 (Divide measured door opening height by the elapsed closing time which starts when the fusible link is first removed).

o Reset door per manufacturer’s instructions.

o The door must be drop tested twice – once to verify proper operation and full closure, and a second time to verify that the automatic closing device was properly reset.

7. EXTINGUISHERS – Contractor shall provide Annual Inspections encompassing the following criteria.

• Check gauge pressure

• Check gauge condition and compatibility

• Check weight

• Document last hydro test date

• Document last 6-year maintenance inspection (if applicable)

• Check valve and shell for damage or corrosion

• Check hose condition for cracks or splits

• Check hose threads

• Check condition of horn

• Check hose for obstructions

• Break seal and remove pin

• Check upper and lower handles

• Replace locking pin and reseal

• Fluff powder (if applicable)

• Clean shell.

• Ensure unit classifications and instructions are legible

• Tag extinguisher properly

8. INTRUSION ALARM SYSTEMS – Contractor shall provide Daily monitoring 24/hours, 7/ days week, Monthly and Quarterly inspections encompassing the following criteria.

i. DAILY-

• Contractor shall provide 24 hour monitoring for facilities noted.

• Contractor shall provide call monitoring of elevator calls. No automation calls allowed.

• Contractor shall provide annual inspection and documentation for all of college alarm systems.

• Inspection reports shall be in a digital format to be shared.

• Contractor shall be able to repair deficiencies found during inspections, if requested by the college.

• Contractor shall change panic button batteries during the yearly test while inspecting.

• Contractor shall provide a personal account manager.

• Contractor shall be able to install and repair, DSC wireless alarm system.

• Contractor shall be able to monitor current system we currently have, Honey well

& Notifier without a 3rd party

• Contractor shall provide the college with wireless mobile alarm services.

(Example: Arm/Disarm)

ii. MONTHLY MONITORING- The Contractor shall provide 24 hours 7 days a week monitoring services of the College’s fire alarm transmitting system including the fire alarm transmitting controllers, fire alarm microcomputers, and the integrity of the dedicated telephone circuits. The monthly invoice for these services shall be sent to the College Coordinator.

iii. QUARTERLY- The Contractor shall perform quarterly inspections of all fire alarm equipment presently owned by the College in compliance with all applicable federal and state laws, manufacturers’ specifications, and applicable NFPA and OSHA regulations and codes. The quarterly inspections shall include the fire alarm transmitting system including the fire alarm transmitting controllers, fire alarm microcomputers, and dedicated telephone circuit. Quarterly inspections shall include:

• Audible and/or Visual Signals: Signal devices shall be checked initially to determine if they are functioning properly. Signals may then be silenced for the balance of the testing. The signal devices shall not be left out of order overnight, weekends, or holidays without the written consent of the College.

• Manual Alarm Stations: Stations shall be activated to insure that a signal is received at the central panel and properly zoned. The station shall then be reset.

• Smoke Detectors: Detectors shall be cleaned as recommended by the manufacturer and then tested using a smoke source. Test switches, manual or magnetic, shall not be used for this test. Sampling tubes on dust detectors shall be cleaned inside and out prior to testing. Any smoke detector which cannot be reset after testing shall be replaced with an equal or better smoke detector that is compatible with the system, the ability of the device to shut down the fan and to close fire dampers shall be part of the test. Sensitivity testing of all smoke detectors shall be performed yearly in accordance with the Virginia Statewide Fire Prevention Code and NFPA Standards. By signing the Request for Proposal, the Contractor certifies that they can demonstrate on the first day of the effective contract that the necessary meters for calibration, testing, devices, and approved cleaning equipment are permanently available for use by the Contractor.

• Heat Detectors: Rate of rise or restorable detectors shall be tested using a heat lamp or a hair dryer. A different detector from each initiating circuit shall be tested on each inspection. All devices shall be tested once annually.

• Fixed Temperature Devices: Devices shall be tested on the basis of two percent (2%) of those in place for five years or less and five percent (5%) of those in place for five to ten years. A minimum of one device in each age group shall be tested. Should the device(s) being tested fail to activate the alarm, additional detectors shall be tested in order to isolate the reason for the failure. All tested devices that fail shall be replaced.

• Door Holders: All automatic door holders shall be checked at each inspection. If a holder has a built-in smoke detector, it shall be checked both as a smoke detector and as a part of the general alarm system. All door holders shall be adjusted to hold the door fully open and to allow the door to close with sufficient power to allow the door to latch when the alarm is activated. The closer may be checked by the activation of the alarm systems. The College will replace a closer, which cannot be adjusted or repaired.

• Fire Alarm Panels: All fire alarm panels, including the central panel on each campus, shall be thoroughly inspected, tested, and cleaned. Relay contacts shall be inspected and cleaned and, if necessary, all wiring connections tightened and fuse contacts checked. This shall include the interface with existing panel on the College Campuses. The Contractor shall verify that all alarms are being registered on all panels and in the proper zone(s). Zone, ground, and system trouble indicators shall be checked by physically disabling a device (removing wires or fuses) or by grounding a circuit to insure that the entire system is properly supervised. All signal devices in the panel (horns, buzzers, and lamps) shall be checked to insure that they are functioning properly and shall be adjusted, repaired, replaced, as required.

• For each piece of equipment inspected, the Contractor shall submit a written report to the College’s designated Facilities Supervisors with a copy to the College Coordinator indicating the following:

a. The date(s) service was performed.

b. General statement as to the condition of the equipment.

c. Specific recommendations for any minor or major repairs or modifications with a firm fixed price estimate to make the repairs or modifications.

d. Written report must comply per National Fire Protection Association

(NFPA).

9. FIRE ALARM INSPECTIONS – Contractor shall provide Annual Inspections encompassing the following criteria.

• Test and inspect – parts and labor (panel and peripherals) included.

• Functional annual testing and inspection of fire alarm systems.

• Fire alarm panel and peripheral component replacement for fire alarm systems:

Cover component replacement on the central processing unit, including reprogramming of system due to failure, replacement of circuit boards and all components in the control panels, annunciator panels, transponders, printers, keyboard monitors, batteries, and peripheral devices (smoke detectors, pull stations, audible/visible units, door contacts, etc.) associated with system.

10. EMERGENCY/EXIT LIGHT INSPECTOONS – Contractor shall provide Annual Inspections encompassing the following criteria:

• Perform inspections and diagnostic tests for accessible emergency lighting which includes emergency and exit lights.

11. BACKFLOW PREVENTER – Contractor shall provide Annual Inspections encompassing the following criteria.

i. Site Inspections will include the following:

• Meet Plumbing & Pipeline Solutions (PPS) representative and record contact information.

• Record principle use of property.

• Perform inspection of potable water connections of equipment, devices, and appliances to identify that proper backflow prevention measures are in place.

• Identify and document backflow prevention devices not recorded by PPS.

• Identify and document potential cross connections, including but not limited to secondary sources of water.

• Identify and document potential backflow situations/cross-connections.

• Provide compliance assistance as necessary.

ii. Compliance Assistance includes but is not limited to the following:

• Meet PPS contract administrator or designee on site to review compliance requirements.

• Record principle use of property.

• Perform inspection of potable water connections of equipment, devices, and appliances to identify that proper backflow prevention measures are in place.

• Identify and document backflow prevention devices not recorded.

• Identify and document potential cross connections.

• Identify and document potential backflow situations/connections.

• Follow up as necessary.

iii. Compliance Testing will include the following:

• Schedule test(s) with PPS contract administrator or designee.

• Conduct test(s) on testable backflow prevention devices and record results.

• Provide documentation to PPS.

iv. Inspector Requirements

• Inspectors must wear a company issued identification badge or PPS visitors badge to identify them as authorized agents of PPS.

• Inspectors will have sufficient training and experience to conduct inspections and testing in a competent and respectful manner and be certified to perform commercial plumbing inspections.

• All individuals that perform the field investigations, site inspections, compliance assistance, and/or compliance testing shall be certified by the Commonwealth of Virginia Department of Professional and Occupational Regulation (DPOR) and shall provide copies of their training certificate from an approved DPOR approved Backflow Prevention Device Worker School as well as a copy of their Backflow Prevention Device Worker Certification issued by DPOR. Copies of the individual’s certifications and copies of the calibration of the device testing kits used shall also be supplied to PPS on an annual basis.

• Inspectors must be knowledgeable about Federal, State, and City Codes pertinent to installation, maintenance, and testing of backflow prevention devices.

v. The Contractor shall furnish all labor, equipment, materials, and supplies to perform all operations necessary for proper inspection and data collection.

vi. The Contractor will not be permitted to perform any service related to the backflow prevention device which they are inspecting. This includes maintenance, repairs, installation, testing on behalf of anyone other than PPS, or any other services that would provide them with a monetary gain in noting deficiencies during an inspection.

12. EXISTING EQUIPMENT – Contractor shall provide inspection, testing, and repair services for the fire suppression systems currently in operation on campus. The College reserves the right to add or delete systems throughout the contract period. Current equipment inventory for LRCC is identified in Attachment: 5.

C. OTHER REQUIREMENTS

1. For the purposes of this solicitation and any resulting contract, normal business hours are defined as Monday through Friday, 8:00 AM to 5:00 PM. Operating hours may vary, therefore hours may change once agreed upon mutually by College and awarded contractor. The majority of the inspection and repair services will be conducted during normal business hours. However, it may be necessary on occasion to have work performed after hours or weekends due to emergencies or to accommodate class schedules.

2. Inspection and repair services will not be held on Observed Holidays. Holiday list will be provided by the Contract Administrator or his/her designee(s) after award.

• New Year’s Day

• Martin Luther King, Jr. Day

• Memorial Day

• Juneteenth

• Independence Day

• Labor Day

• Thanksgiving

• Day After Thanksgiving

• Christmas

• George Washington Day

• Columbus Day & Yorktown Victory Day

• Election Day

• Veterans Day

3. Only the Contract Administrator or his/her designee(s) shall be authorized to request contracted maintenance and repair services. Said individual(s) will be identified upon award of the contract. Requests for service by individuals other than those expressly identified by the Contract Administrator or designee(s) may not be approved for payment.

4. The Contractor shall coordinate with Contract Administrator or his/her designee(s) to establish mutually agreeable inspection and testing dates per the frequencies documented above so that intervals are not omitted or past due and equipment never has expired tags.

All work shall be coordinated with the Contract Administrator or his/her designee(s) to minimize disruption of operations. Existing sanitary facilities, electricity and water may be used by the Contractor as directed by the College to the extent of available services.

5. The Contractor shall inspect and test the fire protection equipment. The Contractor shall assure that all work described above is performed in accordance with the applicable

NFPA requirements governing the provision of services under any contract resulting from this solicitation. In addition, Contractor shall assure that all work is performed by qualified inspectors meeting any and all requirements of the applicable Authority Having Jurisdiction (AHJ). Contractor must provide copies of said certifications upon request by the College.

6. Upon receipt of a telephone or written request from the Contract Administrator or designee(s) for maintenance/repair service, the Contractor shall arrive at the designated location within twenty-four (24) hours to examine the worksite, evaluate the status of the equipment, provide an estimate for the services required, and perform authorized maintenance/repairs. The Contractor shall provide a detailed, written estimate of all costs for each project. Services shall be provided immediately, when practicable, upon written authorization to proceed from the Contract Administrator or designee(s). The Contractor shall perform no work which would exceed the written estimate without written approval from the Contract Administrator or his/her designee(s).

7. MS4 Good Housekeeping – In accordance with the Clean Water Act established by the Environmental Protection Agency (EPA) and enforced by the Virginia Department of Environmental Quality (DEQ) and the College. The College may be required to implement and enforce written procedures as part of the Municipal Separate Storm Sewer System (MS4) permit program. These requirements are written to prevent, to the maximum extent possible, potential pollutants that will lead to a point discharge at a natural drainage way. These written procedures are provided in the Good Housekeeping/Pollution Prevention manual. A copy can be provided to the Contractor upon request. The Contractor shall prevent, through good housekeeping practices; and immediately remediate all spills containing potential pollutants as directed in the manual on all College property. If through an audit or inspection the EPA or DEQ renders fines to the College on account of poor practices determined to be the fault of the Contractor, the College reserves the right to collect compensation from the Contractor. By signing the Contract, the Contractor understands their roles, responsibilities and liabilities associated with the College’s MS4 Program. If the Contractor has any questions during the term of this contract concerning the Good Housekeeping and Pollution Prevention Manual, the Contractor may contact the Contract Administrator or designee(s).

8. The Contractor shall be available to provide Emergency services 24 hours per day, seven days per week, 365 days per year. The Contractor shall provide an emergency service 24-hour telephone number at the time of award. In the event of a system failure and emergency repair service is required, Contractor shall be on-site at the designated location within two (2) hours from the time the telephone or written request for emergency service is received to examine the worksite, evaluate the status of the equipment, provide an estimate for the services required, and perform authorized repairs.

The Contractor shall provide a detailed, written estimate of all costs for each project.

Services shall be provided immediately after written authorization to proceed from the Contract Administrator or designee(s). No services shall be performed without the aforementioned written authorization.

9. For inspection and testing services: Costs for the inspections performed at each interval [QUARTERLY, SEMI-ANNUAL, and ANNUAL] shall be listed in SECTION III, Pricing Schedule. Pricing shall be based on the cost for the inspection and testing on each system at each interval. The total cost of a scheduled visit is the number of each type inspections performed for each particular system times the cost for that specific interval.

10. For maintenance and repair services: labor costs under the contract shall be only for productive hours at the job site. Time paid for hourly personnel shall start upon arrival (reporting to Contract Administrator or his/her designee(s)) and end upon reporting to the Contract Administrator or his/her designee(s) prior to departing from the worksite.

Billable time shall be rounded to the nearest quarter hour. Overhead is not billable and must be included in the productive hourly rate. Overhead includes, but is not limited to, estimates, office support, transportation, materials acquisition, handling, and delivery of Contractor owned materials or equipment, etc. Breaks for lunch, or other time away from the worksite, are not billable.

11. All parts furnished under the contract shall be new and genuine manufacturer’s recommended or authorized replacement parts. The use of Manufacturers rebuilt parts is authorized provided that each part is warranted for the same period and under the same conditions as a new part. The use of used parts is strictly prohibited.

12. All parts and supplies shall be provided at the contracted discount off the list price. Parts and supplies provided that are not on the price list shall be billed at contractor’s actual invoice costs (contractor shall furnish copies of all invoices for materials). Discounts must remain firm for the contract term, as listed, price will fluctuate.

13. Contracted employees shall report to the Contract Administrator or his/her designee(s) upon arriving at the worksite and prior to departing from the worksite. Site access and parking shall be coordinated with the Contract Administrator in order not to interfere with the normal operation of any facility.

14. Contractor shall provide a legible, detailed copy of the Contractor’s work order showing all work performed and indicating therein the date and time of arrival and departure of each contracted employee at the designated worksite. The work order shall have a statement that shall be signed by the Contractor Administrator or his/her designee(s) which confirms that the work was completed and performed in an acceptable manner.

Mobile electronic work ticket devices that can capture signatures are acceptable only under the condition that a hard copy of the work ticket can be printed or emailed at the time of service. Copies of signed work orders shall accompany invoices for payment. The work order may be the Contractor’s form, to be approved by the Contract Administrator or designee(s), and should include the following:

a. Company name.

b. Time and date of service/repair work.

c. Identification of equipment serviced or repaired.

d. Location of equipment.

e. Description of examinations made, work performed and hours worked.

f. List of type and quantity of parts and materials used.

g. Certification that work was performed in accordance with the contract specifications signed by the Technician.

h. Identification of any problems, failures or malfunctions discovered during repair work and description of additional repairs recommended.

i. Recommendations for additional work if required by the manufacturer.

15. The Contractor shall, at a minimum, provide employees with a company uniform/garment and a visible photo identification badge listing the employee’s name and the company name. Uniforms/garments and identification badges must be worn by all of the Contractor’s employees while on the College’s premises. Photo identification badges shall be displayed at chest level at all times while performing work on the College campuses.

The contractor shall provide uniform/garment and photo identification badge at no cost to the College.

16. All employees of the Contractor shall comply with the policies, rules, and regulations of the College at all times and shall maintain proper conduct. The Contractor shall, at all times, be responsible for the actions and work of their designated employees while performing services on campus. The Contractor shall ensure that all service personnel are identified as Contractor’s employees while performing their job duties at the College.

The College will provide a copy of the campus regulations to the Contractor upon the start of the contract.

D. INVOICING:

1. Invoices must be submitted no later than thirty (30) calendar days following the last day of the month in which the service was performed.

2. All invoices must have the employees name(s), job title(s), and the number of hours worked for each provided service and or maintenance.

3. All materials must be billed at the Contractor’s prices as established in this solicitation.

Copies of the original material invoices from the Contractor’s supplier shall accompany all invoices when materials are used. No invoices will be accepted without documentation of material cost. In addition, upon request from the Contract Administrator or designee(s), the Contractor shall provide to College, a copy of page(s) from the list price catalog with the item(s) highlighted and the price(s) clearly shown.

4. Information on invoice must match the information included in the service ticket form.

Improper invoices will not be paid.

III. GENERAL TERMS AND CONDITIONS

A. VENDORS MANUAL: This solicitation is subject to the provisions of the Commonwealth of Virginia Vendors Manual and any changes or revisions thereto, which are hereby incorporated into this contract in their entirety. The process for filing a complaint about this solicitation is in section

7.13 of the Vendors Manual. (Note section 7.13 does not apply to protests of awards or formal contractual claims.) The procedure for filing contractual claims is in section 7.19 of the Vendors Manual. A copy of the manual is normally available for review at the purchasing office and is accessible on the Internet at www.eva.virginia.gov under “I Sell To Virginia”.

B. APPLICABLE LAWS AND COURTS: This solicitation and any resulting contract shall be governed in all respects by the laws of the Commonwealth of Virginia, without regard to its choice of law provisions, and any litigation with respect thereto shall be brought in the circuit courts of the Commonwealth. The agency and the contractor are encouraged to resolve any issues in controversy arising from the award of the contract or any contractual dispute using Alternative Dispute Resolution (ADR) procedures (Code of Virginia, § 2.2-4366). ADR procedures are described in Chapter 9 of the Vendors Manual. The contractor shall comply with all applicable federal, state and local laws, rules and regulations

C. ANTI-DISCRIMINATION: By submitting their bids, bidders certify to the Commonwealth that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as http://www.eva.virginia.gov/ the Virginia Fair Employment Contracting Act of 1975, as amended, where applicable, the Virginians With Disabilities Act, the Americans With Disabilities Act and § 2.2-4311 of the Virginia Public Procurement Act (VPPA). If the award is made to a faith- based organization, the organization shall not discriminate against any recipient of goods, services, or disbursements made pursuant to the contract on the basis of the recipient’s religion, religious belief, refusal to participate in a religious practice, or on the basis of race, age, color, gender sexual orientation, gender identity, or national origin and shall be subject to the same rules as other organizations that contract with public bodies to account for the use of the funds provided; however, if the faith-based organization segregates public funds into separate accounts, only the accounts and programs funded with public funds shall be subject to audit by the public body. (Code of Virginia, § 2.2-4343.1E).

In every contract over $10,000 the provisions in 1. And 2. Below apply:

1. During the performance of this contract, the contractor agrees as follows:

a. The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, sexual orientation, gender identity, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

b. The contractor, in all solicitations or advertisements for employees placed by or on behalf of the contractor, will state that such contractor is an equal opportunity employer.

c. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section.

d. If the contractor employs more than five employees, the contractor shall (i) provide annual training on the contractor’s sexual harassment policy to all supervisors and employees providing services in the Commonwealth, except such supervisors or employees that are required to complete sexual harassment training provided by the Department of Human Resource Management, and (ii) post the contractor’s sexual harassment policy in (a) a conspicuous public place in each building located in the Commonwealth that the contractor owns or leases for business purposes and (b) the contractor’s employee handbook.

e. The requirements of these provisions 1. And 2. Are a material part of the contract. If the

Contractor violates one of these provisions, the Commonwealth may terminate the affected part of this contract for breach, or at its option, the whole contract. Violation of one of these provisions may also result in debarment from State contracting regardless of whether the specific contract is terminated.

f. In accordance with Executive Order 61 (2017), a prohibition on discrimination by the contractor, in its employment practices, subcontracting practices, and delivery of goods or services, on the basis of race, sex, color, national origin, religion, sexual orientation, gender identity, age, political affiliation, disability, or veteran status, is hereby incorporated in this contract.

2. The contractor will include the provisions of 1. Above in every subcontract or purchase order over $10,000, so that the provisions will be binding upon each subcontractor or vendor.

D. ETHICS IN PUBLIC CONTRACTING: By submitting their bids, bidders certify that their bids are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other bidder, supplier, manufacturer or subcontractor in connection with their bid, and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged.

E. IMMIGRATION REFORM AND CONTROL ACT OF 1986: Applicable for all contracts over $10,000:

By entering into a written contract with the Commonwealth of Virginia, the Contractor certifies that the Contractor does not, and shall not during the performance of the contract for goods and services in the Commonwealth, knowingly employ an unauthorized alien as defined in the federal Immigration Reform and Control Act of 1986.

F. DEBARMENT STATUS: By participating in this procurement, the vendor certifies that they are not currently debarred by the Commonwealth of Virginia from submitting a response for the type of goods and/or services covered by this solicitation. Vendor further certifies that they are not debarred from filling any order or accepting any resulting order, or that they are an agent of any person or entity that is currently debarred by the Commonwealth of Virginia.

If a vendor is created or used for the purpose of circumventing a debarment decision against another vendor, the non- debarred vendor will be debarred for the same time period as the debarred vendor.

G. ANTITRUST: By entering into a contract, the contractor conveys, sells, assigns, and transfers to the Commonwealth of Virginia all rights, title and interest in and to all causes of action it may now have or hereafter acquire under the antitrust laws of the United States and the Commonwealth of Virginia, relating to the particular goods or services purchased or acquired by the Commonwealth of Virginia under said contract.

H. MANDATORY USE OF STATE FORM AND TERMS AND CONDITIONS FOR IFBs: Failure to submit a bid on the official state form provided for that purpose shall be a cause for rejection of the bid. Modification of or additions to any portion of the Invitation for Bids may be cause for rejection of the bid; however, the Commonwealth reserves the right to decide, on a case by case basis, in its sole discretion, whether to reject such a bid as nonresponsive. As precondition to its acceptance, the Commonwealth may, in its sole discretion, request that the bidder withdraw or modify nonresponsive portions of a bid which do not affect quality, quantity, price or delivery. No modification of or addition to the provisions of the contract shall be effective unless reduced to writing and signed by the parties.

I. CLARIFICATION OF TERMS: If any prospective bidder has questions about the specifications or other solicitation documents, the prospective bidder should contact the buyer whose name appears on the face of the solicitation no later than five working days before the due date. Any revisions to the solicitation will be made only by addendum issued by the buyer.

J. PAYMENT:

1. To Prime Contractor:

a. Invoices for items ordered, delivered and accepted shall be submitted by the contractor directly to the payment address shown on the purchase order/contract. All invoices shall show the state contract number and/or purchase order number; social security number (for individual contractors) or the federal employer identification number (for proprietorships, partnerships, and corporations).

b. Any payment terms requiring payment in less than 30 days will be regarded as requiring payment 30 days after invoice or delivery, whichever occurs last. This shall not affect offers of discounts for payment in less than 30 days, however.

c. All goods or services provided under this contract or purchase order, that are to be paid for with public funds, shall be billed by the contractor at the contract price, regardless of which public agency is being billed.

d. The following shall be deemed to be the date of payment: the date of postmark in all cases where payment is made by mail, or when offset proceedings have been instituted as authorized under the Virginia Debt Collection Act.

e. Unreasonable Charges. Under certain emergency procurements and for most time and material purchases, final job costs cannot be accurately determined at the time orders are placed. In such cases, contractors should be put on notice that final payment in full is contingent on a determination of reasonableness with respect to all invoiced charges.

Charges which appear to be unreasonable will be resolved in accordance with Code of Virginia, § 2.2-4363 and -4364. Upon determining that invoiced charges are not reasonable, the Commonwealth shall notify the contractor of defects or improprieties in invoices within fifteen (15) days as required in Code of Virginia, § 2.2-4351.,. The provisions of this section do not relieve an agency of its prompt payment obligations with respect to those charges which are not in dispute (Code of Virginia, § 2.2-4363).

2. To Subcontractors:

a. Within seven (7) days of the contractor’s receipt of payment from the Commonwealth, a contractor awarded a contract under this solicitation is hereby obligated:

(1) To pay the subcontractor(s) for the proportionate share of the payment received for work performed by the subcontractor(s) under the contract; or

(2) To notify the agency and the subcontractor(s), in writing, of the contractor’s intention to withhold payment and the reason.

b. The contractor is obligated to pay the subcontractor(s) interest at the rate of one percent per month (unless otherwise provided under…