RFP 4.2526- Fire Extinguishers, Kitchen Hoods, & Sprinklers Services.pdf

CHIPPEWA VALLEY SCHOOLS

“Inspiring and empowering learners to achieve a lifetime of success.”

19120 Cass Avenue

Clinton Township, MI 48038

REQUEST FOR PROPOSAL

District-wide Fire Extinguisher, Kitchen Hood, and Sprinkler System Services

RFP No. 4.2526

Publish Date: July 21, 2025

Bid Opening: August 13, 2025, at 2:00 p.m., EST

Bid Award: September 8, 2025

Table of Contents

I. General Bid Requirements…………………………………………………………………………………….3 II. Bid Award Process…………………………………………………………………………………………………6 III. Contract Requirements………………………………………………………………………………………….7 IV. Work Specifications……………………………………………………………………………………………..11 V. Bid Proposal Form………………………………………………………………………………………………..16 VI. Bid Pricing Form……………………………………………………………………………………………………19 VII. Affidavits………………………………………………………………………………………………………………21 VIII. Contract Acknowledgement…………………………………………………………………………………26 IX. Exhibit A……………………………………………………………………………………………………………….27

I. GENERAL BID REQUIREMENTS

Introduction/Purpose The intent of this Request for Proposal (RFP) is to source a responsive/responsible Bidder(s) to provide full-service inspections, repairs and service for fire extinguishers, kitchen hoods, and sprinkler system as per the requirements and specification of the Chippewa Valley Schools (otherwise known as “District”). Chippewa Valley Schools shall select the vendor(s) that offer the best value for fire alarm equipment, parts, installation and repair services. The District may elect to award service to one bidder, not award at all, or split the award to more than one bidder at its sole discretion.

This RFP is a Requirements Contract. The District, in its sole discretion, reserves the right to decrease or increase the quantities as it deems to be in its best interest. There is no annual guaranteed volume. Actual expenditure will be determined by available funds.

The District further reserves the right to extend this contract for five (5) additional years, on an annual renewal basis, the option to be determined at the end of each contract year. Changes in labor costs shall be based on a do-not-exceed on the Employment cost index as published by the Bureau of Labor Statistics as detailed in Section

III.

Awarded Vendor shall provide all labor, supervision, parts, tools, lift equipment, transportation, and all effort necessary to perform said services in accordance with all National Fire Protection Association (NFPA) codes and standards.

Tentative Timeline The following projected bid timeline shall be used as a working guide for planning purposes. The District reserves the right, at its sole discretion, to adjust this timeline as required during the course of the RFP process.

July 21, 2025 RFP Issued July 30, 2025 by 4:00 p.m. Bidder Clarification Requests Deadline August 4, 2025 Addendum Issued, if necessary August 13, 2025 at 2:00 p.m. Bid Opening September 8, 2025 Board of Education review/approval September 2025 Contract Begins

Bid Inquiries

All communication concerning this RFP must be submitted via email to the following personnel identified below as they are the sole contact for this RFP. Both personnel should be included in all communications.

Lillian Grayson Frank Houston Purchasing Coordinator Director of Custodial & Skilled Maintenance lgrayson@cvs.k12.mi.us fhouston@cvs.k12.mi.us

In the event it becomes necessary to revise any part of the RFP, an Addendum will be issued.

Completed bid packages may be downloaded from the District’s website Chippewa Valley Schools Bids. Vendors are responsible for checking this website for any addendum prior to submitting a bid. The District is not responsible for the content of any bid package received through any third-party service or any source other than Chippewa Valley Schools Purchasing Department. It is the sole responsibility of the Vendor to ensure the completeness of the documents received from any third party.

Ambiguity, Conflict, or Other Errors in the RFP If a Bidder discovers any ambiguity, conflict, discrepancy, omission, or other error in the RFP, they shall immediately notify the Purchasing Department of such error in writing and request modification or clarification of the document.

The Purchasing Department will make modifications by issuing a written revision and will give written notice to all mailto:lgrayson@cvs.k12.mi.us mailto:fhouston@cvs.k12.mi.us http://vendors.chippewavalleyschools.org/vendors/bids.asp parties who have received this RFP from the Purchasing Department.

The Bidder is responsible for clarifying any ambiguity, conflict, discrepancy, omission, or other error in the RFP prior to submitting the proposal or it shall be waived.

Addenda

Addenda issued during the time of bidding shall become part of the contract documents and receipt thereof shall be acknowledged on the bid proposal. Each bidder shall ascertain prior to submitting their bid that they have received all addenda issued.

Addenda will be sent to all who are known by the District to have a set of contract documents. Copies of addenda will be made available for inspection wherever contract documents are on file for that purpose.

Acknowledgment of Insurance Requirements

By signing its proposal, Bidder acknowledges that it has read, understands and adheres to the insurance requirements for the proposal. Bidder also understands that the evidence of required insurance must be submitted within ten (10) working days following notification of its offer being accepted; otherwise, District may rescind its acceptance of the Bidder’s proposal.

Documentation Requirements The Bidder must utilize the format specified in the proposal documents. Proposals must be in strict compliance with this RFP. Failure to comply with all RFP provisions may result in disqualification. The District will not permit changes to the submissions after the proposals are received and opened except as authorized by law.

Submission of a proposal shall constitute Bidder’s representation that neither Bidder nor an officer, agent or employee of Bidder, or the spouse, parent or child of an officer, agent or employee of Bidder, is involved in the ownership, operation or management of any subcontractor claiming status as a business for purposes of this Contract.

Furthermore, submission of a proposal shall constitute Bidder’s representation that every subcontractor claiming status as a Business for purposes of this Contract has been doing business under its current name and ownership for at least one year prior to proposal date in the trade in which it will be employed by Bidder in the performance of Contract work.

The Bidder must certify that no official or employee of the Chippewa Valley Schools is peculiarly interested in this proposal or in the contract which the bidder offers to execute or in expected profits to arise there from, and that this bid is made in good faith without fraud or collusion or connection with any other person submitting a proposal.

Submission of Bid Proposals shall be submitted in accordance with this RFP. Sealed proposals clearly labeled “District-wide Fire Extinguisher, Kitchen Hood, and Sprinkler System Services RFP 4.2526,” and the Bidder’s business name will be received by Chippewa Valley Schools on or before 2:00 p.m., local time, on August 13 , 2025, at which time all proposals will be publicly opened and read. All interested parties may attend the bid opening, however, no decision will be made at that time.

The District will NOT accept any proposals after this date and time. Emailed or faxed proposals shall not be accepted for any reason. All proposals received after the specified deadline will be unopened and made available to the respective bidders for pick-up, at their sole cost and expense. Proposals will be considered firm for a period of ninety

(90) days from the bid opening date until the time of bid award.

Bidders must submit one (1) original and one (1) copy of the proposal response. Do not include a copy of the RFP with your proposal.

Proposals are to be delivered to the attention of:

Chippewa Valley Schools Attn: Lillian Grayson, Purchasing Coordinator

Proposals and Presentation Costs

The District will not be liable in any way for any costs incurred by any Bidder in the preparation of its proposal in response to this RFP, nor for the presentation of its proposal and/or participation in any discussions or negotiations.

Sole Bidder

It is the District’s intent that this RFP permits competition. It shall be the bidder’s responsibility to advise the District in writing if any language, requirements, scope specifications, etc., or any combinations thereof, inadvertently restricts or limits the requirements stated in this RFP to a single source. District shall receive such notification no later than seven (7) days prior to the date set for acceptance of bids.

If only one bid is received in response to the RFP, a detailed cost proposal will be requested of the single Bidder.

A cost/price analysis and evaluation and/or audit shall be performed of the cost proposal in order to determine if the price is fair and reasonable.

II. BID AWARD PROCESS

Evaluation of Proposals Bidders shall exercise particular care in reviewing the specifications required for this RFP. Receipt of a proposal by the District’s Purchasing Department or a submission of a proposal to the District’s Purchasing Department offers no rights upon the Bidder nor obligates the School District in any manner.

The District’s Purchasing Department reserves the right to withdraw this RFP at any time and for any reason and to issue such clarifications, modifications, and/or amendments as it may deem appropriate.

District reserves the right to contact any and all references to obtain, without limitation, information regarding the Bidder’s performance on previous projects. The District reserves the right to waive any irregularities in the proposals, provided that such action is in the best interest of the District. Any such waiver shall not modify any remaining RFP requirements or excuse the Bidder from full compliance with the RFP specifications and other contract requirements if the Bidder is awarded the Contract.

Rejection of Proposals The District reserves the right to accept or reject in whole or in part any or all proposals submitted. The District shall reject the proposal of any Bidder that is determined to be non-responsive. The unreasonable failure of a Bidder to promptly supply information in connection with respect to responsibility may be grounds for a determination of non-responsibility.

Requests for Clarification of Proposals

Requests by the District for clarification of proposals shall be in writing. The District reserves the right to request qualification information from any bidder before issuing documents, receiving bids or awarding a contract. The District may, at its sole discretion, accept or reject bidders as qualified. The right to waive any informalities in qualification materials is reserved by the District. The bidder, in submitting his/her bid, agrees to accept the decision of the District as final.

Method of Source Selection An award, if made, will be made to the responsible offer whose proposal is most advantageous to the District, taking into consideration price and the other factors set forth in this RFP.

The District may, as it deems necessary, conduct discussions with those responsible Bidders determined to be reasonably susceptible of being selected for award for the purpose of clarification to assure full understanding of, and responsiveness to solicitation requirements. The District may exercise their right to conduct discussions with none, one, some or all of the Bidders without penalty.

Evaluation Criteria The District may consider the following factors in evaluating the bid responses, in no order of importance:

1. Adherence to all bid requirements and submittal documents.

2. Pricing.

3. The reputation of the vendor and of the vendor’s goods or services.

4. The quality of the vendor’s goods or services.

5. The extent to which the goods or services meet the District’s needs.

6. The vendor’s past relationship with the District.

7. The vendor’s references.

8. Any new factor discovered during the bid evaluation process, whether or not specifically listed in the RFP document.

9. And any other relevant factor specifically listed in the bid.

III. CONTRACT REQUIREMENTS

General Description of Required Performance Outcomes

Where not more specifically described in any of the various sections of these specifications, services shall conform to all of the methods and operations of best standards and accepted practices of the profession involved and shall include all work required for completion of the services.

All services shall be executed by licensed personnel, as required by state law, as well as factory trained and authorized/certified fire alarm contractors for EST and Gamewell Fire Alarm Systems. Vendor shall provide full reporting and post inspection reports on www.buildingreports.com. All services must be performed according to the factory/manufacturer specifications using authorized factory parts.

Inspections must be communicated with the Maintenance Department prior to services performed.

Awarded Vendor shall follow the guidelines of this contract and keep District informed of any changes that need to be made in a prompt manner.

Hours of Work

Awarded Vendor will coordinate with the District contact person for scheduling necessary work hours for projects resulting from this contract. In general, the work hours will be from 8:00 a.m. to 4:00 p.m., Monday through Friday. Vendor may need to modify work periods to accommodate school hours and activities, if necessary.

“Regular hours” are defined to be from 8 a.m. to 4 p.m. Monday through Friday, with the exception of national holidays. “Premium hours” are defined as all working hours which cannot be considered “Regular hours”.

The District reserves the right to assign a non-traditional workday or workweek schedule as specifically designated by the District for a particular Jobsite. The District reserves the right to change the scheduled work week from week to week if needed.

Terms and Conditions of Contract for Services

The Awarded Vendor will not be permitted to either assign or underlet the contract, nor assign either legally or equitably any monies hereunder, or its claim thereto without the previous written consent of the Purchasing Agent of the District.

The Awarded Vendor declares that the only parties interested in this proposal as principals are named herein; that this proposal is made without collusion with any other person, firm or corporation; that no officer or agent of the District is directly or indirectly interested in this bid; and he proposes and agrees that if this proposal is accepted he will contract with the District in accordance with the specifications, also the terms and conditions as spelled out in this bid form.

No person, including but not limited to corporations, partnerships, limited partnerships or limited liability corporations, shall be eligible to receive a contract under this RFP if that person has been convicted of any felony offense involving the distribution of controlled substances and, for contracts to be performed for on-site services to the District, if that person or any person to be employed by that person in the performance of such on-site services has been convicted of a "sex offense" or a "sex offense involving a child" or a "sexually violent offense" or would meet the definition of "sexually violent predator" as those terms are defined in Section 178C of the General Laws and who must register with the sex offender registry board.

Contract Period

If awarded, the contract will commence September 1, 2025 – August 31, 2026 for an initial one (1) year term, unless terminated as provided for herein. Additionally, the term may be extended five (5) times for periods of one (1) year upon mutual agreement.

Price increases may be adjusted only at the time of contract renewal, if both parties agree. Any cost increase shall http://www.buildingreports.com/ be based on the U.S. Bureau of Labor Statistics, Employment Cost Index, for the most recent 6 month period (http://www.bls.gov/databases & tools, ECI, Total Compensation, Private Industry, 6 month percent change) or up to a maximum 5% increase on the current pricing, whichever is lower. Price decreases or increases to discount percentage in favor of the District are acceptable at any time throughout the term of the contract.

The contract will be monitored for acceptable services rendered throughout the contract period. The District will have the option to cancel the contract for any reason with thirty (30) days’ notification. The District reserves the right to cancel and terminate any contract(s), in part or in whole, for any reason or for no reason, without penalty, upon notice to the Awarded Vendor. Chippewa Valley Schools reserves the right to cancel the contract immediately for due cause. Awarded Vendor shall not be entitled to lost profits or any further compensation not earned prior to the time of cancellation.

In the event that performance on the part of any party hereto shall be delayed or suspended as a result of circumstances beyond the reasonable control and without the fault and negligence of said party, none of the parties shall incur any liability to the other parties as a result of such delay or suspension. Circumstances deemed to be beyond the control of the parties hereunder shall include, but not be limited to, acts of God or of the public enemy; insurrection; acts of the Federal Government or any unit of State or Local Government in either sovereign or contractual capacity; fires, floods; epidemics; quarantine restrictions; strikes, freight embargoes or delays in transportation, to the extent that they are not caused by the party’s willful or negligent acts or omissions, and to the extent that they are beyond the party’s reasonable control.

As a result of such delay, the District reserves the right to suspend work wholly or in part if deemed necessary for the best interest of the District. This suspension will be without compensation to the Awarded Vendor, other than to adjust the contract completion requirements.

Pricing and Invoicing Procedure All prices/discounts shall be F.O.B. Destination and shall include all charges that may be imposed in fulfilling the terms of this contract. Bidder shall provide a breakdown cost per hour for services performed during normal working hours (regular) and holidays/weekends (premium). Prices/discounts shall remain firm for a period of one

(1) year.

Labor rates specified by the bidder shall include all such direct and indirect overhead costs such as transportation, general and administrative cost, etc. Labor rates will be paid on the basis of time at the site. The District will not pay for travel time to or from the job site, and such fees will not be included by the Awarded Vendor in hours charged for work performed. Charges begin when the Awarded Vendor arrives at the job site and end when the crew leaves the job site. Time records will be verified by District staff.

The Awarded Vendor shall submit invoices upon the completion of any projects resulting from this contract listing the purchase order number and submitting to the ‘BILL TO’ address shown on the purchase order. The invoice shall be in a format acceptable to the District. The invoice must be accompanied by one copy of each signed sales/delivery ticket.

The Awarded Vendor is prohibited from any form of minimum billing. The Awarded Vendor is also prohibited from using this contract number or the resulting purchase order numbers related to this contract in billing for any commodity or service that is not covered specifically under this contract nor approved by the District.

Hold Harmless and Indemnify Guarantee The Awarded Vendor, to the fullest extent permitted by law, agrees to defend, pay on behalf of, indemnify, and hold harmless Chippewa Valley Schools, its elected and appointed officials, employees and volunteers, and others working on behalf of Chippewa Valley Schools, against any and all claims, demands, suits, or loss, including all costs connected therewith, and for any damages which may be asserted, claimed, or recovered against or from the Awarded Vendor by reason of personal injury, including bodily injury or death and / or property damage, including loss of use thereof, which arises out of or is in any way connected or associated with this Contract.

http://www.bls.gov/databases

Insurance Requirements A sample Certificate of Insurance shall be included with your bid proposal. In addition, prior to commencement of any work, a Certificate of Insurance executed by Awarded Vendor’s insurance agent or carrier showing required insurance coverage shall be submitted, specifically naming Chippewa Valley Schools. Each insurance policy to be furnished by Awarded Vendor shall include, by endorsement to the policy, a statement that a notice shall be given to Chippewa Valley Schools by certified mail thirty (30) days prior to cancellation or upon any materials change in coverage. All coverage shall be with insurance companies licensed and admitted to do business in the State of Michigan.

Awarded Vendor shall provide Certificates of Insurance evidencing the above-required insurance, prior to commencement of this contract and thereafter with certificates evidencing renewals or replacements of said policies of insurance at least fifteen (15) days prior to the expiration or cancellation of any such policies. Said Notices and Certificates of Insurance shall be provided to the Purchasing Department.

As a condition of performing work for the District as a contractor, the Awarded Vendor must provide District with satisfactory evidence of their insurance coverage as follows:

Commercial General Insurance: $1,000,000 Per Occurrence, $2,000,000 General Aggregate coverage for Contractual Liability, Premise/Operations, Independent Contractors, Broad Form Property Damage, Products/Completed Operations and Personal Injury.

Business (Commercial) Automobile Liability Insurance: $1,000,000 Per Occurrence, Combined Single Limit for bodily injury and property damage. Coverage shall include all owned, non-owned and hired vehicles.

Professional Errors & Omissions Liability Insurance: $1,000,000 per occurrence and aggregate.

Umbrella Policy: $4,000,000 per occurrence, $4,000,000 aggregate.

Worker’s Compensation, including Employers’ Liability Insurance: covering your statutory obligations in the state (Michigan) in which your work for the District is to be performed. Employer’s Umbrella Liability coverage for $2,000,000 per accident.

Insurance Terms and Conditions:

1. Products-completed operations liability must be maintained for not less than one year after acceptance of completion of your work.

2. Each insurance carrier shall have a Best’s rating at B+ VII or better, and acceptable to the District.

3. The words “endeavor to” and “but failure to mail such notice shall impose no obligation or liability of any kind upon the company, its agents or representatives” do not apply or have been removed.

4. The District shall be named as an additional insured by endorsement on the Awarded Vendor’s policy.

This coverage shall contain no special limitations on the scope of protection afforded to the District.

5. The Awarded Vendor’s insurance coverage shall be primary insurance as respects to the District. Any insurance or self-insurance maintained by the District shall be in excess of the Awarded Vendor’s insurance and shall not contribute with it.

6. Any and all deletions/exclusions/restrictions from this coverage require the prior written consent of

Chippewa Valley Schools.

7. Any deductibles or self-insured retentions must be declared to and approved by the District. The

Awarded Vendor shall be liable for the payment of any deductible over $1,000 applicable to any coverage.

8. General Liability and Auto Liability limits may be attained by individual policies or by a combination of underlying policies with umbrella and/or excess liability policies.

9. If Awarded Vendor, for any reason, fails to provide and maintain insurance coverage which is required pursuant to this Agreement, the same shall be deemed a material breach of contract. The District, at its sole option, may terminate this Agreement and obtain damages from the Awarded Vendor resulting from said breach.

IV. WORK SPECIFICATIONS

General Work Specifications

All services shall be executed by licensed personnel, as required by law, as well as factory trained and authorized/certified contractors. See attached Exhibit A for a list of current District fire extinguishers, hood systems, and wet risers/sprinkler systems.

Bidder shall be responsible for locating duct detectors and door holders. Sensitivity value requirements for smoke detectors shall be dictated by state and manufacturer requirements. Bidder shall refer to state requirements to determine if door holders are a part of the scope of work in this bid. Bidder shall refer to state and manufacturer requirements for low test values for batteries. Bidder is solely responsible for including all testing required by the State of Michigan, whether or not the devices are individually listed in this RFP.

District currently has a barcode system in place on all devices. Vendor shall be responsible for replacing any missing barcodes on the devices. Vendor shall provide a barcode testing system with full reporting capabilities and Vendor must post inspection reports on www.buildingreports.com. Vendor must provide District with a secure login and password entry into this website to view the reports at no charge.

Awarded Vendor must have an agreement with buildingreports.com (or equivalent) and must provide the District with access to the reporting module. The District shall only access one website in order to obtain all prior and current information. Buildingreports.com has time stamp capabilities to verify actual testing work. Any alternative website proposed by the Bidder as a voluntary alternate must be equivalent or better solution than specified. Awarded Vendor shall be solely responsible for the transfer of historical reporting to the new proposed website so that the District does not lose any historical information.

The following buildings have roll up doors that need to be inspected and tested in this bid. Locations are as follows:

Qty 1 - Mohawk Elementary School kitchen Qty 2 - Iroquois Middle School kitchen and school store Qty 2 - Dakota 9th Grade Center, both in kitchen Qty 9 - total at Dakota High School – 3 in kitchen, 1 in teacher lounge, 1 in office, 1 in school store, 1 in receiving corridor, 1 in auditorium stage and 1 in auditorium ticket booth.

The information furnished in this RFP is provided for bidding purposes only and is not intended in any way to describe or guarantee either the maximum or minimum amount of work to be done. Information provided by the District through this RFP are to be used for illustrative purposes only and is no guarantee to be 100% complete or accurate. Awarded Vendor remains solely responsible for identifying, inspecting and servicing all district systems.

The information shown in the Exhibit documents are estimated only and the Awarded Vendor will be required to furnish complete services as needed by the District during the period of the contract. Bidder is solely responsible for touring the locations and verifying the amount of work needed at all buildings.

All parts shall be "new" and the current standard product of an established manufacturer. Replacement parts and/or installation of new equipment exceeding $500.00 in one area must be pre-approved by Mr. Jeff Atkins, Director of Auxiliary Services or Mr. Frank Houston, Director of Custodial and Skilled Maintenance, phone: (586) 723-2255.

The District reserves the right to add sites and purchase additional similar items/services that are not listed on the bid. Vendor is to make these similar items/services available to the District through this Contract at the same discounted awarded pricing. Price decreases are encouraged. Volume discounts on these similar items/services are acceptable by the District.

The Maintenance Department will determine acceptability of all work and/or services performed. The District reserves the right to make unannounced periodic inspections of the work in progress. Awarded Vendor shall contact the Maintenance Department prior to beginning work. All work must be coordinated around school http://www.buildingreports.com/ operations to ensure the safety of students and staff. Permits, licenses, and taxes shall be the responsibility of the Awarded Vendor at no additional cost to the District. If the work and/or services are not acceptable, the Awarded Vendor will be called in to review and correct all problem areas without additional cost to the District. Upon notification by the District, the Awarded Vendor will complete repairs to deficient work and/or services in accordance with a schedule jointly agreed upon. Awarded Vendor shall be solely responsible for submitting reports to the State Fire Marshall.

The Awarded Vendor shall provide a complete, workmanlike, well executed job in accordance with these specifications and all applicable national and local codes. Any additional code requirements requested by the District shall be noted within. In cases of conflict between requirements, that requirement which is in compliance with all applicable codes, and which is also, in the opinion of Chippewa Valley Schools, more advantageous to the District, shall govern.

It is conditioned that the Awarded Vendor complies in all respects with the terms, conditions, and obligations of the agreement and his/her obligations thereunder including the specifications. In cases where delays are clearly not the Awarded Vendor’s responsibility (such as scheduling inspections and the like), the Awarded Vendor is responsible for notifying the appropriate Maintenance Department contact person for explanation of procedures.

The Awarded Vendor must investigate and report on any complaints that might arise in connection with the use of his/her material and supplies.

Warranty The Awarded Vendor shall deliver to the District upon completion of all work for any projects resulting from this Contract, his/her written guarantee, made out to the District and in a form satisfactory to the District, guaranteeing (and he/she does hereby guarantee) all of the work under the Contract to be free from faulty materials in every particular, free from improper workmanship, and against injury from proper and usual wear, and agreeing (and he/she does hereby guarantee) to replace or to re-execute, without cost to the District, such work as may be found improper, and to repair all damage caused to the other work or the other work and/or materials, due to such required replacement or re-execution.

This guarantee shall be made to cover (and does hereby cover) a period of one (1) year from the date of substantial completion of any work resulting from this Contract, as evidenced by the District’s final certificate of payment and completion, or for a longer period of time where so stipulated in the Contract documents.

When defective workmanship and/or materials are discovered requiring repairs to be made under this warranty, all such repair work shall be done by the Awarded Vendor at his own expense within five (5) days after written notice of such defect has been given to him by the District. Should the Awarded Vendor fail to repair or correct such defective workmanship and/or materials within five (5) days after being notified, the District may make the necessary repairs and charge the Awarded Vendor with the actual cost of all labor and material required.

Specific Work Requirements and Invoicing All work done under this contract shall be according to all applicable state and national laws. All vendors providing services under this contract are to be in good standing and licensed as required by law. A current copy of the Bidder’s license must be submitted with the bid. The bidders shall submit, with the bid, a copy of the current license for any and all business that will be performing subcontracting work for the District under this contract.

Copies of the Awarded Vendor's and subcontractor's licenses will be retained in the contract file.

Authorization for Services In general, a building’s occupants do not have the authority to authorize services or purchases under this contract.

If a building request is made directly to the Awarded Vendor, the Awarded Vendor must first contact the Maintenance Supervisor for instructions. No one can authorize additional services or purchases under this contract number that are not specifically listed in this contract other than the Purchasing and Maintenance Supervisors.

Definitions of Services Yearly maintenance, six-year maintenance, recharging, and hydrostatic testing for fire extinguishers shall all be as defined by state and federal laws. Semiannual maintenance, recharging, and hydrostatic testing for chemical extinguishing systems shall be as defined by state and federal laws. Inspect all kitchen hood systems, fire extinguishers, wet riser systems, dry systems, pre-action systems and fire pumps in all District buildings, and include replacement of fire links as needed.

Scheduling of Services Each summer, the kitchen hoods, flow switches and fire extinguishers shall be inspected and serviced. Each December, the sprinklers and kitchen hoods shall be inspected and serviced. District expects that repairs shall be done in the same time period as the inspections, except that replacement of main panel and repairs totaling over $500.00 in one area requires prior approval. The scheduling of work must have prior approval by the Director of Custodial and Skilled Maintenance.

Carbon Dioxide Extinguisher Maintenance for carbon dioxide extinguishers shall exclude the conductivity test on the hose assembly. The conductivity test shall be billed separately.

Cost of Parts Included in Service All services are to include all necessary parts, materials, or components to complete the required service.

Billable Parts Any parts, materials, or components that are missing or damaged due to use of the equipment, vandalism, theft, etc. and are not the responsibility of the Awarded Vendor by law may be billed separately under the appropriate billing line. Parts that are required for the service are to be included in the unit cost for the service. A price list for replacement parts will be provided to the Maintenance Department prior to the start of work under the contract.

Determination of Service Required It shall be the responsibility of the Awarded Vendor to determine what maintenance or service is required and appropriate for each system, and to maintain the necessary record keeping as required by law.

Service Expected on Site, Loaner Fire Extinguishers All extinguishers and systems are to be serviced on site if possible. In the event an extinguisher must be removed from service, it shall be replaced temporarily, at no charge to the District, with a fully charged and operable fire extinguisher suitable for the type of hazard being protected and shall be of at least equal rating.

Irreparable Units If, in the Contractor’s opinion, a fire extinguisher should be taken permanently out of service, a temporary replacement shall be provided as detailed above. The Contractor shall then notify the Director of Custodial and Skilled Maintenance to arrange for a permanent replacement. Invoicing for any and all replacement extinguishers shall conform to the pricing shown in the Bid Proposal Form.

Yearly Maintenance on Fire Extinguishers Maintenance pricing to include all labor, equipment, parts and materials; including, but not limited to, tags and tamper seals that are routinely needed to complete yearly maintenance. This line item is to be charged to the District only if no other maintenance or service is done to the specific unit (with the exception of conductivity testing on CO2 hose assemblies).

Yearly Conductivity Test on Carbon Dioxide Hose Assemblies Pricing to include all labor, equipment, parts and materials including, but not limited to, metallic labels that are routinely needed to complete the conductivity test.

Six-Year Maintenance on Fire Extinguishers Pricing to include all labor, equipment, parts and materials including, but not limited to, tags and tamper seals that are routinely needed to complete the six-year maintenance. A closed recovery system is to be used to empty the extinguisher, and the extinguishing agent is to be tested for contamination and saved for reuse if possible. This item is to also include all procedures included in the yearly maintenance. Recharging after successful maintenance to be invoiced separately.

Hydrostatic Testing on Fire Extinguishers Pricing to include all labor, equipment, parts and materials including, but not limited to, tags and tamper seals that are routinely needed to complete a hydrostatic test. A closed recovery system is to be used to empty the extinguisher, and the extinguishing agent is to be tested for contamination and saved for reuse if possible. This item is to also include all procedures included in the yearly and six-year maintenance. Hydrostatic testing of hose assemblies is to be included in the bid price with the fire extinguisher. Recharging after successful hydrostatic testing to be invoiced separately.

Recharging of Fire Extinguishers Pricing to include all labor, equipment, parts, and materials (with the sole exception of replacement extinguishing agent which may be invoiced separately) including, but not limited to tags, seals, O-rings, valve stems and pressurizing gases that are routinely required to recharge a specific fire extinguisher. Captured extinguishing agent (if not contaminated) is to be reinstalled as part of this bid price. Replacing expelled or contaminated agent is to be invoiced separately. The Contractor shall be responsible to label each extinguisher with the appropriate agent type from those listed below to allow for cross-reference between Contractor’s invoices and District records.

Halon extinguisher CO2 extinguisher Water extinguisher Wetting agent extinguisher AFFF extinguisher FFFP extinguisher Dry Chemical or Powder extinguisher Wet Chemical extinguisher

New Extinguishing Agent for Extinguishers or Automatic Fire Extinguishing Systems To be invoiced per pound at cost plus a percent mark-up. Only new, agent replacing that which was expelled or found to be contaminated may be invoiced. Recovered agent that is reinstalled is not billable.

Repair Parts for Fire Extinguishers Non-routing repair parts (i.e. parts not necessary for maintenance, hydrostatic testing or recharging) will be billed at either a cost plus a percent mark-up as shown on the Bid Proposal Form. Billings under this line item must be itemized, and require specific approval from Director of Custodial and Skilled Maintenance. Labor for parts installation is to be included in the mark-up, and shall not be billed separately.

New Fire Extinguisher Equipment The purchase of replacement extinguishers on a per-unit as-needed basis shall be pre-approved by the Director of Custodial and Skilled Maintenance. These extinguishers shall be billed as shown on the Bid Proposal Form. Any shipping and delivery charges are to be included in the unit price and shall not be billed separately.

Semiannual Maintenance for Automatic Fire Extinguishing Systems Wet or dry chemical systems billing shall include all labor, equipment, parts and materials, including but not limited to tags, tamper seals and fusible links (replaced yearly) that are routinely needed to complete semiannual maintenance. Extinguishing agent that needs to be replaced, recharging, hydrostatic testing, and repairs shall be billed separately as needed.

Hydrostatic Testing – Automatic Fire Extinguishing Systems Wet or dry chemical systems billing shall include all labor, equipment, parts and materials, including but not limited to tags, tamper seals and recharging of the system that is routinely needed to complete hydrostatic testing. Non-routine extinguishing agent that needs to be replaced and repairs may be billed separately. Switching out the existing holding tank with a replacement tank that has recently been hydrostatic tested and recharged is acceptable.

Recharging of Automatic Fire Extinguishing Systems Wet or dry chemical systems billing shall include all labor, parts and materials, and reuse of existing chemical agent if appropriate. Contaminated or expelled chemical agents may be replaced and billed.

Any additional repair work necessary due to discharge of the system (for example, cleaning of pipes and hoses) shall be billed under the hourly labor as shown on the Bid Proposal Form.

Repair Parts for Automatic Fire Extinguishing Systems Non-routing repair parts (i.e. parts not necessary for maintenance, hydrostatic testing or recharging) shall be itemized in the billing and require specific approval from the Director of Custodial and Skilled Maintenance. Labor for parts installation is to be included in the mark-up and may not be billed separately.

Repair Labor for Automatic Fire Extinguishing Systems District only allows labor from fully qualified technicians only (District will not pay for Helpers, Laborers, or Trainees). Travel time shall not be charged. Only verifiable time on site shall be acceptable.

V. BID PROPOSAL FORM

Bid Package: District-wide Fire Extinguisher, Kitchen Hood, & Sprinkler System Services

RFP 4.2526

Due Date: August 13, 2025 at 2:00 p.m., EST

To: Chippewa Valley Schools

ATTN: Lillian Grayson, Purchasing Coordinator

AGREEMENTS

The undersigned understands that the District reserves the right to reject any and all bids and to waive informalities and irregularities in bidding. District also reserves the right to hold bids for 90 days from bid opening date. If in the District’s opinion it is in their best interest, the contract may be awarded to other than the lowest bidder, for reason of establishing uniformity, service, etc.

If award is made to us under this proposal, we agree to enter into an agreement with Chippewa Valley Schools to furnish products and services, in strict accordance with this proposal, bid documents and all pertinent portions of specifications.

My signature certifies that the proposal as submitted complies with all Terms and Conditions as set forth in this RFP. My signature also certifies that the accompanying proposal is not the result of, or affected by, any unlawful act of collusion with another person or company engaged in the same line of business or commerce, or any act of fraud. Furthermore, I understand that fraud and unlawful collusion are crimes under Federal Law, and can result in fines, prison sentences, and civil damage awards.

My signature also certifies that this firm has no business or personal relationships with any other companies or persons that could be considered as a conflict of interest or potential conflict of interest to Chippewa Valley Schools, and that there are no principals, officers, agents, employees, or representatives of this firm that have any business or personal relationships with any other companies or persons that could be considered as a conflict of interest or a potential conflict of interest to Chippewa Valley Schools, pertaining to any and all work or services to be performed as a result of this request and any resulting contract.

INSTRUCTIONS FOR SUBMITTING BID - Bidder is required to submit one (1) original and one (1) copy of bid proposal. Submit only the following completed forms with your bid. Chippewa Valley Schools requires bidders to submit information ONLY on Forms provided through this bid.

1. Bid Proposal Form, including Bid Pricing Form

2. School Safety Affidavit

3. Familial Disclosure Affidavit

4. Iran Sanctions Affidavit

5. Debarred Disclosure

6. Non-Collusion Affidavit

7. W9 Form

8. Certificate of Liability Insurance

9. Any Required Professional Licenses and Certifications

Failure to submit the forms/information listed above may be cause for disqualification of bid. Do not include unsolicited information such as pamphlets, company form letters, etc. with your bid.

I hereby certify that I am authorized to sign as a Representative for the Firm. Include the name, title, and signature of individual duly authorized to execute contracts.

Company Name: _____________________________________________________________________

Address: ___________________________________________________________________________

Name of Contact Person:________________________________________Title:___________________

Phone: ________________________________________ Email: ______________________________

Signature:___________________________________________________________________________

LEGAL STATUS OF BIDDER

A Company organized and existing under the laws of the State of ______________________________

Number of Years in Business ___________ Tax ID #: ________________________________________

ADDENDA

The undersigned acknowledges receipt of the following addenda, if so, issued by the District:

Addendum # __________ dated __________ Addendum # __________dated ___________

REFERENCES

List the names of three (3) references, preferably school districts other than Chippewa Valley Schools, for similar sized projects in the past three years.

School District Name/Company:_____________________________________________________

Contact Person:________________________________________ Title: _____________________

Phone:____________________________________ Email: _______________________________

CONTRACT EXTENSION PERIODS:

This contract may be renewed annually, up to five (5) total renewals, upon mutual agreement. The option of which will be determined at the end of the first contract year. The District plans to utilize the U.S. Bureau of Labor Statistics Employment Cost Index (http://www.bls.gov) or up to a maximum 5% increase on the current pricing, whichever is lower, for the most recent 6-month period as the basis for pricing changes.

Bidder shall indicate agreement with only ONE of the below choices:

□ Bidder Agrees OR □ Bidder Does Not Agree with utilizing this index for possible contract extensions.

If Bidder does not agree with utilizing this index, then Bidder must offer an alternative index below:

Alternative Index:_____________________________________________________________________

BID EXCEPTIONS:

Bidder shall indicate any deviations/exceptions to the scope of RFP below. Please do not attach a company letterhead in lieu of any entry on the section below. In the absence of any entry on the section below, the Bidder assures the District of their full compliance with the specification and conditions as listed in this RFP.

http://www.bls.gov/

VI. BID PRICING FORM

BASE BID: UNIT COST MATRIX FOR INSPECTIONS, REPAIRS, AND PARTS:

Type of Equipment

Inspections

Maintenance Routine Repairs Non-Routine

Repairs

Cost Factor for Non-

Routine Parts

Equipment Replacement

Labor Cost Regular Hours

6 Year (or 5 year)

Extinguisher Maintenance

Re-charge

Hydro-static

Labor Cost

Regular Hours

Labor Cost Prem Hours

Purchase Price of New Equipment

5# ABC

Extinguisher

6 yr Cost+: Indicate Cost+ %

10# ABC

Extinguisher

20# ABC

5# CO2

5 yr Cost+: Indicate

10# CO2

5 yr hydro Cost+: Indicate

15# CO2

6 Liter Wet Chemical

Extinguisher

2.5-gallon Wet Chemical Extinguisher

6 Liter K

Cost+: Indicate

20# Halon

2.5-gallon Water

Pressure

New extinguish agent ABC

Kitchen Hood System

N/A ANSUL list price – disct.

Indicate Disct:

Dry Sprinkler System

N/A Cost+: Indicate

Wet Sprinkler System

Pre-action Sprinklers

Fire Pumps Sprinklers

Inspection price per unit must include all tags, tamper seals, and required labels.

ANSUL list – discount is defined as Actual List Cost of Item using the ANSUL Pricer List subtract % discount = Cost to

District

INSPECTION UNIT COSTS (For informational purposes only):

Cost per straight hour for inspection services: $_____________

Cost per overtime hour for inspection services: $_____________

Bidder shall indicate what constitutes Overtime / Premium Hours:

BASE BID B: COSTS FOR REPAIRS AND PARTS:

SERVICE TECHNICIAN REPAIR COSTS:

Labor cost per straight hour for repair services: $_____________

Labor cost per overtime hour for repair services: $_____________

BIDDER SHALL DEFINE WHAT CONSTITUTES OVERTIME HOURS.

Bidder shall indicate what constitutes Overtime / Premium Hours:

COST FACTOR FOR ROUTINE AND NON-ROUTINE PARTS:

Cost Plus: Indicate Cost + _____________________%

VOLUNTARY ALTERNATE 1:

Voluntary Alternate 1 shall be used, if so, chosen by Bidder, to propose an alternate, but equivalent or better, internet reporting system, other than buildingreports.com as specified. Awarded Vendor shall be solely responsible for the transfer of historical reporting to the new proposed website so that the District does not lose any historical information. The District shall only access one (1) website in order to obtain all prior and current information.

DEDUCT AMOUNT per building: $________________________________________

Name of Alternate/Equivalent Internet Reporting System:_______________________

AFFIDAVIT OF BIDDER

(COMPLIANCE WITH SCHOOL SAFETY INITIATIVE LEGISLATION)

The undersigned, the District or authorized officer of (the "Bidder"), certifies to Chippewa Valley Schools (the "School District"), that any and all persons who will work directly or indirectly for the Bidder, including, but not limited to, Bidder's employees, agents, vendors, subcontractors or consultants, and who will work at or on any School District property, shall at all times be in compliance with MCL 380.1230, 380.1230a, 380.1230c, 380.1230d, and 380.1230g and have not been convicted of any "listed offenses".l The Bidder further warrants and represents that all persons who will work directly or indirectly for the Bidder, including, but not limited to, Bidder's employees, agents, vendors, subcontractors or consultants, and…