RFP # 2024-039 Fire Equipment Maintenance.pdf

CITY OF SALEM, VIRGINIA

PURCHASING DEPARTMENT

114 NORTH BROAD STREET

P.O. BOX 869

SALEM, VIRGINIA 24153

PHONE: (540) 375-3063 FAX: (540) 375-4057

ISSUE DATE: MARCH 20, 2024

REQUEST FOR PROPOSAL (RFP) # 2024-039

FOR

FIRE EQUIPMENT MAINTENANCE

SEALED PROPOSALS DUE:

May 3, 2024

ON OR BEFORE

3:00 P.M. (LOCAL TIME)

ALL INFORMATION AND CLARIFICATION INQUIRIES MUST BE SUBMITTED IN WRITING TO:

MICHELLE BRAXTON, PURCHASING MANAGER

AT LMBRAXTON@SALEMVA.GOV

BY 3:00 P.M. ON APRIL 22, 2024

THIS PUBLIC BODY DOES NOT DISCRIMINATE AGAINST FAITH-BASED

ORGANIZATIONS

mailto:lmbraxton@salemva.gov

RFP #2024-039

FIRE EQUIPMENT MAINTENANCE

The City of Salem is accepting sealed proposals from qualified Offerors to provide all labor, equipment, tools, supplies, transportation, and incidentals necessary for servicing and maintaining of fire equipment services and maintenance required, including annual inspections and repairs, for departmental fire extinguishers (including pick up and delivery to and from various City departments and City vehicles within the City of Salem), smoke detectors, alarm panels, carbon dioxide detectors, exit/emergency lights, sprinkler systems, fire alarms, and kitchen hood cleanings.

A non-mandatory pre-proposal meeting will be held at 10:00 a.m. on Tuesday, April 9, 2024, in Council Chambers, located at City Hall, 114 North Broad Street, Salem, Virginia, 24153, to answer any questions from interested parties.

All questions must be submitted before 3:00 p.m., April 22, 2024. If necessary, an addendum will be issued and emailed to all Offerors who were emailed the original RFP. Any such addenda shall become a part of the solicitation documents, must be addressed in the proposal, if applicable, and shall become a Contract Document. The City accepts no liability for late or non-receipt of addenda.

Proposals shall be received by Michelle Braxton of the City of Salem Purchasing Department, 114 North Broad Street, Salem, VA 24153 by 3:00 p.m., May 3, 2024. Offerors shall submit one (1) original, three (3) copies, and one (1) electronic copy on a flash drive (Microsoft Word or PDF) of their proposal in a sealed envelope clearly marked on the outside with company’s name and “Attn: Purchasing Dept. - RFP #2024- 039 – Fire Equipment Maintenance”. Any proposals received after the mentioned time and date will be marked “late” and retained unopened in the procurement file. Faxed or emailed proposals will not be accepted.

As this is a Request for Proposal, an evaluation committee will be established to review and evaluate all responses. No information regarding the identity of either the Offerors or the contents will be released until after the negotiation process. Once an award has been made, all proposals will become public information.

If your proposal contains proprietary information, please make note of such on the form attached (Attachment B - Proprietary Information Form).

The City reserves the right to cancel this RFP and/or reject any or all proposals and to waive any informalities or irregularities in any proposal.

This section must be completed by the Offeror and must be returned with the proposal. In compliance with this Request for Proposal and to all the terms and conditions imposed herein and hereby incorporated by reference, the undersigned offers and agrees to furnish the services and/or items in accordance with the attached signed proposal or as mutually agreed upon by subsequent negotiation.

Unless the proposal is withdrawn, the Offeror agrees that any prices or terms for such proposal shall remain valid for sixty (60) days after opening. Notices of proposal withdrawal must be submitted in writing to the Purchasing Department.

OFFEROR DATA/SIGNATURE SHEET

Legal Name and Address:

_____________________________________ Date: ___________________________________

_____________________________________ By: _____________________________________ (Signature in ink)

_____________________________________ Name: __________________________________

__________________Zip Code____________ Title: ____________________________________

Phone (____) __________________________ Fax (___) ________________________________

E-mail: _______________________________ Business License #: ________________________

Virginia State Corporation Commission Identification Number: _________________________________

I. PURPOSE

The purpose of this Request for Proposal (RFP) is to solicit sealed proposals to establish a contract through competitive negotiation for all labor, equipment, tools, supplies, transportation, and incidentals necessary for servicing and maintaining of fire equipment services and maintenance required, including annual inspections and repairs, for departmental fire extinguishers (including pickup and delivery to and from various City departments and City vehicles within the City of Salem), smoke detectors, alarm panels, carbon dioxide detectors, exit/emergency lights, sprinkler systems, fire alarms, and kitchen hood cleanings by the City of Salem.

II. CONTRACT PERIOD

This contract will be awarded for a period of one (1) year with the option to renew for three (3) additional one (1) year periods upon mutual agreement on costs, if an increase is necessary at the end of each year.

The City may terminate the contract, in whole or in part, without cause upon giving a thirty (30) days written notice to the vendor.

III. CONTRACT ADMINISTRATOR

The Director of Street and General Maintenance Services shall serve as the monitor of the conditions of the contract and shall work directly with the Successful Offerors on a daily basis in scheduling and coordinating performance of services, answering technical questions in connection with the scope of work and providing general direction under the resulting contract.

IV. COOPERATIVE AGREEMENT

This procurement is being conducted on behalf of the City of Salem, Virginia and other public bodies in accordance with the provisions of §2.2-4304 of the Virginia Public Procurement Act.

If approved by the Offeror, the contract resulting from this procurement may be used by other public bodies to purchase at Contract prices and in accordance with the Contract terms. The Offeror shall deal directly with any public body it approves to use the Contract.

V. REFERENCES

All Offerors shall include a list of three (3) references where similar goods and/or services have been provided and can attest to the Offeror’s experience. Include name of entity, contact person, phone number, email address, and other information required for all references on the sheet provided (Attachment A - Reference Form).

References may or may not be reviewed or contacted at the discretion of the City. Typically, only references of the top ranked, short listed Offeror or Offerors are contacted. The City reserves the right to contact references other than, and/or in addition to, those furnished by an Offeror.

VI. STATEMENT OF NEEDS

A. The Contractor shall furnish all labor, equipment, tools, supplies, transportation, and incidentals necessary to provide fire equipment services and maintenance required, including annual inspections and repairs, for departmental fire extinguishers (including pickup and delivery to and from various City departments and City vehicles within the City of Salem), smoke detectors, alarm panels, carbon dioxide detectors, exit/emergency lights, sprinkler systems, fire alarms, and kitchen hood cleanings throughout the City of Salem.

B. Qualifications and Experience:

1. Experience in performing inspections, tests and repairs of similar scope and magnitude as described herein.

2. Experience in performing similar services on equipment of the type, age and condition as described herein.

3. A thorough understanding of the current Statewide Fire Prevention Code of the Commonwealth of Virginia, the Virginia Uniform Statewide Building Code (VUSBC), The International Building Code Council, National Fire Prevention Code, applicable National Fire Protection Association (NFPA) codes and UL standards.

C. Contractors Personnel:

1. The Contractor shall have experienced fire equipment technicians (minimum of 5-years experience preferred), properly trained and qualified to perform required inspection, testing, repair and installation services on the type of fire alarm system equipment included in this solicitation. Must have a thorough knowledge of the standard practices, materials, codes and processes of building fire alarm system equipment and the ability to efficiently use the tools, equipment and materials of the fire alarm technician trade. Must be able to supervise one or more assistants.

2. The Contractor shall provide and keep up to date a list of all personnel performing work under this contract with written evidence of the personnel’s qualifications and certifications submitted in advance of commencement of service.

D. Service Requirements:

1. The Contractor shall furnish, and deliver as required, services for the inspection and maintenance of various types of fire extinguishers (approximately 911) located in City buildings throughout the City of Salem.

2. This contract shall also include vehicle-mounted extinguishers which will be removed from the vehicles for inspections and/or servicing. It will be the Contractor’s responsibility to contact user departments for service on an ongoing basis. The most complete list of department locations (Attachment D) is attached, there may be additional locations. It is also the Contractor’s responsibility to return each fire extinguisher that is removed back to the proper vehicle or building.

3. Inspection, service, and maintenance shall be required on an ongoing basis; with annual services conducted under the guide of NFPA 10 standards for portable fire extinguishers – latest edition. Each fire extinguisher shall be inspected, maintained, and tagged to ensure the City of Salem is in full compliance with all current federal, state, city and local standards, codes and ordinances.

4. Contractor shall pick up fire extinguishers as requested at locations specified by a City department within twenty-four (24) hours of notification and must be returned within forty-eight (48) hours from pick up. Fire extinguishers removed from service for maintenance or recharging shall be replaced by a fire extinguisher suitable from the type of hazard being protected and shall be of at least equal rating.

5. Installation and repair shall be provided on an as needed hourly labor rate basis and performed in strict accordance with all applicable fire prevention codes, regulations, and standards.

6. The Contractor shall test and inspect smoke detectors and carbon dioxide detectors.

7. The Contractor shall test and inspect exit signs and emergency lighting.

8. The Contractor shall conduct kitchen hood inspections.

9. The Contractor shall test and inspect the sprinkler systems and fire alarm systems in accordance with requirements of the National Fire Protection Association (NFPA) including Standard 25 – Standard for the Inspection., Testing, and Maintenance of Water Based Fire Protection Systems and the Virginia Fire Marshal’s office and other NFPA Standards.

10. Contractor shall also clean all smoke and duct devices and sprinkler heads found dirty or loaded at least annually and perform visual inspection of all sprinkler heads annually.

11. The contractor will test the smoke detectors, carbon dioxide detectors, and manual pull stations as required per NFPA 72 Standards.

E. Other Requirements:

1. The Contractor shall be required to bond all employees with Liability insurance, Worker’s Compensation and other requirements as required by law. A certification of insurance in the amount of $500,000 shall be furnished to the City of Salem. The Contractor shall be responsible for all other associated cost.

2. The Contractors’ personnel conducting inspections and performing maintenance shall keep all records. A copy of the records shall be forwarded to the City Fire Marshal’s Office and the City Risk Manager’s Office annually. The records are to include the following: department, extinguisher location, extinguisher type, extinguisher size, 6-year maintenance date, hydrostatic date, and maintenance performed.

3. The City will have a staff member available to take Contractor to each department location at the start of the contract to assist in the initial list.

4. This RFP does include maintenance and repairs of the systems and their components as required and/or needed. The Contractor must notify the City in writing of any required maintenance and/or needed repairs by providing a written estimate/quote per established contract pricing. The written estimate/quote will be subject to approval and shall be broken down by hourly rate and materials/parts cost. If the written estimate seems to not be fair and reasonable, the City reserves the right to request written quotes covering the repair of the deficiencies from outside sources. In accordance with procurement regulations, the City will issue a purchase order once the written estimate/quote is approved for such repairs and/or maintenance to the appropriate vendor which may or may not be the Contractor.

5. All invoices must be itemized by building/department that was serviced.

VII. PROPOSAL PREPARATION AND SUBMISSION REQUIREMENTS

A. GENERAL REQUIREMENTS

1. Proposals must be submitted no later than 3:00 p.m. on May 3, 2024 to:

City of Salem Purchasing Department 114 North Broad Street

P. O. Box 869 Salem, VA 24153

2. One (1) original, three (3) copies, and one (1) electronic copy on a flash drive (Microsoft Word or PDF) of your proposal document are required. The City will not assume responsibility for reproduction here if an insufficient number of copies have been supplied and failure to comply with this or any other requirement of this Request for Proposal may result in rejection of the proposal. Facsimile or emailed submission of proposals is not acceptable and any such proposals shall not be considered.

3. Proposals having any erasures or corrections must be initialed by the Offeror in ink.

Proposals must be signed in ink by an authorized officer of the firm.

4. Proposals received after the set time for receipt shall not be considered and shall be marked “late” and retained unopened in the procurement file.

5. Each Offeror may have different needs for information. It is incumbent on each Offeror to make whatever inquiries it deems necessary in order to respond to the RFP. The City assumes no responsibility for oral instructions, suggestions or interpretations. All inquiries concerning this proposal should be submitted prior to 3:00 p.m., April 22, 2024. If necessary, any addenda will be issued and emailed to all Offerors who were emailed the original RFP.

Questions should be submitted as follows:

Michelle Braxton, Purchasing Department 114 N. Broad Street, Salem VA 24153 Phone: (540) 375-3063

Fax: (540) 375-4057 lmbraxton@salemva.gov

6. No proposal may be withdrawn after opening except for clerical errors, as set forth in Section 2.2-4330 of the Virginia Code. Offeror shall give notice, in writing, of their request to withdraw their proposal within two (2) business days after the opening of the proposal.

7. The City of Salem is not responsible for any costs incurred with the development and delivery of the proposal. It is the sole responsibility of the Offeror.

mailto:lmbraxton@salemva.gov

8. Oral Presentations: Offerors who submit a proposal in response to this RFP may be required to give an oral presentation of their proposal to the City. This provides an opportunity for the Offeror to clarify or elaborate on the proposal. This is a fact finding and explanation session only and does not include negotiations. The City will schedule a time and location of these presentations. Oral presentations are an option of the City and may not be conducted.

VIII. EVALUATION AND AWARD OF CONTRACT

Award: Once proposals have been evaluated, selection shall be made based on the factors as stated in this Request for Proposal. Informal interviews may then be conducted with those selected. If one Offeror is clearly more highly qualified and suitable than the others under consideration, a Contract may be awarded to that Offeror without an interview process.

Information and/or factors gathered during interviews, negotiations and any reference checks, in addition to the evaluation criteria stated in the RFP, including resumes of qualified employees, and any other information or factors deemed relevant by the City, shall be utilized in the final award.

Evaluation Criteria: Proposals will be evaluated by the City according to the following criteria. Offerors are welcome to submit supporting information which describes their ability to meet the criteria and exceed the performance of other Offerors.

1. Plan for providing services

2. Qualifications and experience in providing services

3. Price

4. References

IX. PRE-PROPOSAL CONFERENCE

A non-mandatory pre-proposal meeting will be held at 10:00 a.m. on Tuesday, April 9, 2024, in Council Chambers, located at City Hall, 114 North Broad Street, Salem, Virginia, 24153, to answer any questions from interested parties.

X. RELEASE OF INFORMATION AND AWARD ANNOUNCEMENT

As this is a Request for Proposal, no information regarding the identity of the Offeror nor the contents of the proposal submittal will be released until after the negotiation process. If your proposal contains information of a proprietary nature, the information must be noted and an explanation submitted on Attachment B - Proprietary Information Form.

Upon the award or the announcement of the decision to award, the City will notify all Offerors, in writing, that submitted a proposal. All materials submitted in response to this RFP become the property of the City of Salem upon delivery to the City of Salem and are subject to public inspection in accordance with the Virginia Freedom of Information Act.

XI. REJECTION AND AWARD OF PROPOSAL

The City of Salem reserves the right to cancel this RFP and to reject any or all proposals. The City also reserves the right to waive any informality or irregularity in any proposal received and to award to the Offeror whose proposal is, in the opinion of the City, in its best interest.

XII. INSURANCE

By signing and submitting an offer for this solicitation, the Offeror certifies that if awarded the Contract, it will have the following insurance coverage at the time the work commences. The insurance specified herein shall name the City of Salem as an additional insured. The Offeror shall provide to the City, Certificate of Insurance evidencing the coverages indicated below. Such certificates shall be furnished prior to commencement of Offeror’s services and at renewals thereafter during the life of the Contract.

Additionally, it will maintain these during the entire term of the Contract and that all insurance coverage will be provided by insurance companies authorized to sell insurance in the Commonwealth of Virginia by the Virginia State Corporation Commission.

A thirty (30) day written notice of cancellation or non-renewal shall be furnished by certified mail to the Purchasing Agent at the address indicated on the solicitation.

The limits of liability for the insurance required are as follows:

1. Workers’ Compensation: Statutory

2. Employer’s Liability

a. Each Accident: $100,000

b. Disease, Policy Limit: $500,000

c. Disease, Each Employee: $100,000

3. General Liability

a. Each Occurrence (Bodily Injury and Property Damage): $1,000,000

b. General Aggregate: $2,000,000

4. Excess Umbrella Liability

a. Each Occurrence: $5,000,000

b. General Aggregate: $5,000,000

5. Automobile Liability

a. Bodily Injury: Each Accident $1,000,000

b. Property Damage: Each Accident $1,000,000

XIII. GENERAL TERMS AND CONDITIONS

Vendor: The general terms and conditions, which follow, apply to all purchases and are an integral part of each purchase order issued by the City of Salem, Virginia unless otherwise specified. Vendors are expected to fully inform themselves of these terms and conditions and failure to do so will be at the vendor’s own risk and relief cannot be secured on the plea of ignorance. Subject to the state and local laws and all rules, regulations and limitations imposed by legislation of the federal government.

Acceptance: This purchase order constitutes Buyer’s offer to Seller upon the terms and conditions stated herein and shall become a binding contract based on the terms and conditions set forth herein when it is accepted either by Seller’s acknowledgement or performance.

Entire Agreement: These terms and conditions, any other special conditions and specifications contained in any other documents referenced shall constitute and represent the complete and entire agreement between the Buyer and Seller and supersede all previous communications, either written or verbal with respect to the subject matter of this purchase order.

Changes, additions, deletion: No changes, additions, deletions or substitutions of specifications, terms and conditions, quantity, unit of issue, delivery date, delivery charge or price will be permitted without the prior written approval of the from the Purchasing Office of the City of Salem.

Cooperative Procurement: Unless specified in the solicitation, other localities are not authorized to piggyback off the specific proposal or bid.

Contractual Disputes: All claims that may arise under this contract shall be resolved through the procedure set forth in City of Salem’s Purchasing Policy and Procedures Manual Section 4007.

Delivery: Delivery shall be FOB Destination. If otherwise, the exact cost to deliver shall be as shown.

Delivery Date/Time: Deliveries shall be strictly in accordance with the schedule set out or referred to on the purchase order and in exact quantities ordered. Delivery shall be made during the working hours of Monday thru Friday 8:00 am – 3:30 pm unless otherwise specified or prior approval for another period has been obtained.

Tax Exemption: The City of Salem and Salem City Public Schools are exempt from State Sales Tax and Federal Excise Tax. The City of Salem Finance Department upon request shall furnish tax Exemption Certificate. The City’s Federal Tax ID number is 54-6001593. This tax-exempt status does not transfer to the contractor for any taxes associated with the work under this contract. The contractor will pay all sales, consumer, use, and other similar taxes required by the law of the place where the work is performed.

Condition of Item: All items delivered shall be new, current model year, in first class condition, including containers suitable for shipment and storage, unless otherwise indicated. Verbal agreements to the contrary shall not be recognized.

Substitutions: No substitutions or cancellations shall be permitted without prior written approval from the City of Salem Purchasing Department.

Antitrust: By entering into a contract, the Offeror conveys, sells, assigns, and transfers to the City all rights, title and interest in and to all causes of the action it may now 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 City under said contract.

Indemnification: The contractor agrees to be responsible for, indemnify, defend and hold harmless the City, its officers, agents and employees from the payment of all sums of money by reason of any claim against them arising out of any and all occurrences resulting in bodily or mental injury or property damage that may happen to occur in connection with and during the performance of the contract, including but not limited to claims under the Workers’ Compensation Act. The contractor agrees that it will, at all times, after the completion of the work, be responsible for, indemnify, defend and hold harmless the City, its officers, agents and employees from all liabilities resulting from bodily or mental injury or property damage directly or indirectly arising out of the performance or nonperformance of the contractor.

License Requirements: All firms having a business location or office in the City of Salem, Virginia are required to be licensed in accordance with the City’s Business, Professional and Occupational Licensing (BPOL) Tax Ordinance. Wholesale and retail merchants without a business location in the City are exempt from the requirement. Questions concerning the BPOL tax should be directed to the Commissioner of the Revenue, telephone number (540) 375-3019.

Method of Payment: Upon satisfactory delivery of the merchandise or satisfactory completion of the services all invoices and statements shall reference the purchase order number and be submitted to: City of Salem, Finance Department, P.O. Box 869, Salem, Virginia 24153. The prices and payments shall be full compensation for the labor, tools, equipment, transportation, overhead and all other incidentals necessary to complete the specified terms and conditions.

Anti-Discrimination: By acceptance of the purchase order, all Offerors certify to the City that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Act of 1975, as amended, where applicable, and Section 11-51 of the Virginia Public Procurement Act which provides: During the performance of this contract, the contractor agrees as follows: The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex or national origin, except where religion, sex or national origin is a bona fide occupational qualification reasonably necessary to the normal 2 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. 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. 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.

Drug Free Work Place: Offerors must comply with Section 2.2-4312 of the VA Public Procurement Act, Drug Free work place.

Insurance: Prior to the start of any work under the contract, the Contractor shall provide to the City, Certificate of Insurance Forms approved by the City and maintain such insurance until the completion of all project orders issued under the contract. The minimum limits of liability shall be: Workers’ Compensation – Standard Workers Compensation Policy Broad Form Comprehensive General Liability -- $1,000,000 Combined Single Limit coverage to include: Premises-Operations; Products/Completed Operations; Contractual; Independent Contractors; City and Contractor’s Protective; Personal Injury (Libel, Slander, Defamation of Character, etc.); Automobile Liability - $1,000,000 Combined Single Limit.

Ethics In Public Contracting: By submitting the proposal, all Offerors certify and warrant that their proposals are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other offeror, supplier, manufacturer, or subcontractor in connection with their proposal, 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, present or promised, unless consideration of substantially equal or greater value is exchanged.

Applicable Law And Courts: Any contract resulting from this solicitation shall be governed in all respects by the laws of the Commonwealth of Virginia and any litigation with respect thereto shall be brought in the courts of the Commonwealth. The contractor shall comply with applicable federal, state and local laws and regulations.

Gifts By Offeror, Contractor Or Subcontractor: No Offeror, contractor or subcontractor shall confer on any public employee having official responsibility for the 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 is exchanged.

Material Safety Data Sheets: Material Safety Data Sheets and descriptive literature shall be provided with the bid or delivery for each chemical and/or compound offered and/or purchased.

Sellers Responsibility: Sellers shall examine the Purchase Order and shall exercise their own judgment as to the nature and total amount of all work to be done. No plea of ignorance of conditions that exist or may later exist, or if conditions or difficulties that may be encountered in the work as a result of failure to make the necessary examination and investigation will be accepted as an excuse for any failure or omission on the part of the Seller to fulfill in every detail the requirements of the purchase order, or will be accepted as a basis for any claims whatsoever for extra compensation.

Default: In case of failure to deliver the reports, documents or services in accordance with the contract terms and conditions, the City, after due oral and written notice, may procure from other sources and hold Contractor responsible for any resulting additional procurement and administrative costs. This remedy shall be in addition to any other remedies, which the City may have.

Assignment: Neither party shall assign the Purchase Order without the prior written consent of the other party nor shall any purchase order be assigned to any party that is debarred from doing business with or in the Commonwealth of Virginia.

Valid Purchase Order: In order for a Purchase Order of the City of Salem to be valid, it must be executed by an authorized person as defined in the Code of the City of Salem, Virginia.

Debarment Status: By accepting Purchase Order, all Offerors certify that they are not currently barred from submitting proposals on contracts by any agency of the Commonwealth of Virginia, nor are they an agent of any person or entity that is currently barred from submitting proposals on contracts by any agency of the Commonwealth of Virginia.

Compliance with federal state, and local laws and federal immigration law; required contract provisions: The City shall provide in every written contract 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.

XIV. SPECIAL TERMS AND CONDITIONS

ADDITIONAL GOODS AND SERVICES: The City of Salem may acquire other goods or services that the supplier provides other than those specifically solicited. The City reserves the right, subject to mutual agreement, for the Contractor to provide additional goods and/or services under the same pricing, terms and conditions and to make modifications or enhancements to the existing goods and services. Such additional goods and services may include other products, components, accessories, subsystems, or related services newly introduced during the term of the Agreement.

CANCELLATION OF CONTRACT: The City of Salem reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon 60 days written notice to the Contractor. In the event the initial contract period is for more than 12 months, the resulting contract may be terminated by either party, without penalty, after the initial 12 months of the contract period upon 60 days written notice to the other party. Any contract cancellation notice shall not relieve the Contractor of the obligation to deliver and/or perform on all outstanding orders issued prior to the effective date of cancellation.

REMAINDER OF PAGE INTENTIONALLY LEFT BLANK

ATTACHMENT A

REFERENCE FORM

Name of Entity:

Contact: Title:

Address:

Telephone: Length of Business Relationship:

Email:

Description of Services Performed:

If additional space is needed, please list on a separate sheet and include in the sealed Proposal.

ATTACHMENT B - PROPRIETARY INFORMATION FORM

Identify the data or other materials to be protected and state the reasons below. Indicate the specific words, figures, or paragraphs that constitute trade secrets or proprietary materials. The classification of an entire bid or proposal document, line item prices, and/or total bid or proposal prices as proprietary or trade secret is not acceptable and will result in rejection of the proposal.

Confidentiality Reference Protection in accordance with the Code of Virginia, Section 2.2-4342.

Section/Title: Page(s) #:

Reason(s) for Withholding from Disclosure:

If additional space is needed, please list on a separate sheet and include in the sealed Proposal.

ATTACHMENT C

LIST OF FIRE EQUIPMENT

Description Estimated Quantity

Fire Extinguisher Inspections

ABC Fire Extinguishers

2.5 LB 34

5 LB 204

10 LB 319

15 LB 4

20 LB 24

30LB 1

Fire Extinguisher - Carbon

5 LB 4

10 LB 11

15 LB 3

20LB 2

K Extinguisher 10

Halotron 1

Wetting Agent / Water

2.5 GAL 21

ABC Fire Extinguishers - Vehicles

2.5 - 3 LB 201

5 LB 33

8 LB 3

10 LB 33

20 LB 3

Fire Extinguisher Recharges

ABC Fire Extinguishers

2.5 LB 34

5 LB 204

10 LB 319

15 LB 4

20 LB 24

30LB 1

Fire Extinguisher - Carbon

5 LB 4

10 LB 11

15 LB 3

20LB 2

K Extinguisher 10

Halotron 1

Wetting Agent / Water

2.5 GAL 21

ABC Fire Extinguishers - Vehicles

2.5 - 3 LB 201

5 LB 33

8 LB 3

10 LB 33

20 LB 3

Exit Sign Inspections

Exit Sign/Emergency Lighting 79

Exit Signs 187

Emergency Lighting 292

Sprinkler System Inspections

Sprinkler System 8

Fire Alarm System Inspections

Fire Alarms 10

Fire Alarm Monitoring 7

Fire Alarm Pull Stations 43

Kitchen Hood Inspections

Kitchen Hoods 9

Detector Testing

Smoke Detectors 151

Carbon Dioxide Detectors 4

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ATTACHMENT D

DEPARTMENT LOCATIONS

Department/Building Street Address Phone Number

AIIMS Alternative Education Center 406 Fourth Street 540-375-4104

Andrew Lewis Middle School 616 South College Avenue 540-387-2513

Animal Shelter/Control 1301 Indiana Street 540-375-3038

Building Maintenance 1228 Indiana Street 540-375-3093

Cardinal Criminal Justice Academy 917 Central Avenue 540-375-3095

Cardinal House 912 Central Avenue 540-375-3095

Carilion Building 2102 W. Main St. 540-375-3039

Carpentry Shop 1228 Indiana Street 540-375-3039

Central Administration Office 510 South College Avenue 540-389-0130

Chamber of Commerce 611 E Main Street 540-387-0267

City Hall 114 N Broad Street 540-375-3000

Civic Center 1001 Roanoke Blvd 540-375-3004

Community Development 21 South Bruffey Street 540-375-3032

Concrete Building 1228 Indiana Street 540-375-3039

East Salem Elementary School 1765 Roanoke Boulevard 540-375-7001

Electric Department 730 W. Main Street 540-375-3030

Farmer's Market 3 E Main Street 540-375-4098

Fire Administrative Office 216 S. Broad Street 540-375-3080

Fire Station No. 1 105 S. Market Street 540-375-3081

Fire Station No. 2 415 Electric Road 540-375-3097

Fire Station No. 3 1900 Eddy Street 540-375-3098

G.W. Carver Elementary School 6 East Fourth Street 540-387-2492

Golf Course-Club House 601 Academy Street 540-354-3542

Kiwanis Field 731 Indiana Street 540-375-3013

Mowles Spring Park - House 700 Park Lane 540-375-3039

Moyer Sports Complex 1000 Union Street 540-375-4021

Office Building 508 E Main Street 540-375-3039

Old Lunch Room 1228 Indiana Street 540-375-3039

Paint Shop 1228 Indiana Street 540-375-4002

Parks & Recreation Administrative Offices 620 Florida Street 540-375-3057

Police Department 36 E. Calhoun Street 540-375-3078

Registrar's Office 19 E. Clay Street 540-375-3034

Rescue Squad Building 201 S. Broad Street 540-375-3001

Salem Football Stadium 1008 Texas Street 540-375-3004

Salem Health Clinic 15 E Clay 540-378-0190

Salem High - Field House 400 Spartan Drive 540-387-2437

Salem High School 400 Spartan Drive 540-387-2437

Salem Memorial Baseball Stadium 1004 Texas Street 540-389-3333

Salem Public Library 28 E. Main Street 540-375-3089

Senior Citizens Center 110 Union Street 540-375-3054

Sheriff’s Department and Court Facilities 2 E. Calhoun Street 540-375-3040

Sign Shop 1228 Indiana Street 540-375-3011

South Salem Elementary School 1600 Carolyn Road 540-387-2478

Spartan Field 400 Spartan Drive 540-387-2437

Sports Office 620 Florida Street 540-375-4094

Street Department 1228 Indiana Street 540-375-3039

TAP Center 1031 S College Ave 540-375-3039

Technology Systems 730 W. Main Street 540-375-4080

Water Dept - Spring St 748 Roanoke Street 540-375-4037

Water Treatment Plant 1300 Tidewater St. 540-375-3029

Welding Shop 1228 Indiana Street 540-375-3039

West Salem Elementary School 520 North Bruffey Street 540-387-2503

END OF RFP # 2024-039