RFQ 430_Main_Doc_Fire_Prot_Svcs REV 2.docx

STATE OF IDAHO

Idaho Department of Juvenile Corrections

RFQ 430

Fire Protection System and Equipment Services

REV 2

Purpose The Idaho Department of Juvenile Corrections (IDJC) is requesting quotes for fire protection system and equipment services for the Juvenile Correction Centers in Lewiston (JCC-Lewiston) and Nampa (JCC-Nampa), as further detailed in this Request for Quote (RFQ).

The contact for this RFQ is:

Jason Urquhart, Purchasing Agent, IDJC Phone: 208-577-5426 Email: jason.urquhart@idjc.idaho.gov

Time Lines Site visit at the JCC-Lewiston facility: April 25, 2024 (9:00 a.m. Pacific time) (See the address in section 4 below.) (Attending this site visit is mandatory in order for a quote for providing services at JCC-Lewiston to be considered for award.)

RSVP to attend site visit at JCC-Lewiston due: 12:00 p.m. (noon) Mountain time, April 24, 2024 (RSVP via email to jason.urquhart@idjc.idaho.gov.)

Site visit at the JCC-Nampa facility: May 2, 2024 (10:00 a.m. Mountain time) (See the address in section 4 below.) (Attending this site visit is mandatory in order for a quote for providing services at JCC-Nampa to be considered for award.)

RSVP to attend site visit at JCC-Nampa due: 12:00 p.m. (noon) Mountain time, May 1, 2024 (RSVP via email to jason.urquhart@idjc.idaho.gov.)

Each site visit will include a tour of part of the facility to give a better understanding of the fire protection system services needs of each facility. At each facility, vendors will be given the opportunity to ask questions and gain clarification; and notes will be taken and distributed via an amendment to the RFQ.

Written questions due (by 11:59:59 p.m. Mountain time): May 8, 2024

Quotes Due (by 4:59:59 p.m. Mountain time): May 23, 2024

Scope of Work See Exhibit A – Scope of Work.

Location and Scheduling The Contractor shall provide fire protection system services meeting the requirements found within Exhibit A – Scope of Work, to the facilities listed in this section, and must coordinate and schedule services with the facility contacts listed in this section.

4.1 JCC - Lewiston (140 Southport Ave., Lewiston, ID 83501)

Facility contact: Kelly Stevens, Maintenance Craftsman, Senior Facility contact phone: (208) 799-3332 Facility contact e-mail: kelly.stevens@idjc.idaho.gov

4.2 JCC - Nampa (1650 11th Ave North, Nampa, ID 83687)

Facility contact: Levi Griffith, Business Operations Specialist Facility contact phone: (208) 465-8443, ext. 2104 Facility contact e-mail: levi.griffith@idjc.idaho.gov

Service Additions, Deletions and Changes We have identified our fire protection system and equipment services that we anticipate that we will need within Exhibit A – Scope of Work. Needed services are subject to change during the term of the Contract, and IDJC reserves the right to seek to add services, delete services and modify service requirements. At any time during the initial one (1) year term of the Contract, IDJC may add services, delete services and modify service requirements upon thirty (30) calendar days’ notice to the Contractor. Thereafter, IDJC may add services, delete services and modify service requirements upon thirty (30) calendar days’ notice to the Contractor no more frequently than semi-annually. These changes will occur via amendment to the Contract, if mutually agreed upon in writing by both parties.

Additionally, IDJC’s needs may already be met or partially met for the initial term of the Contract, and IDJC makes no guarantees as to purchasing the quantities it has estimated for the entire term of the Contract.

Invoicing and Payment The Contractor may submit invoices no more frequently than monthly in arrears to:

6.1 JCC - Lewiston

Facility contact: Kelly Stevens Facility contact e-mail: kelly.stevens@idjc.idaho.gov

6.2 JCC - Nampa

Facility contact: Levi Griffith Facility contact e-mail: levi.griffith@idjc.idaho.gov

Invoices must be submitted no later than thirty (30) calendar days after service has been provided, and invoices must reflect the following:

6.3 The Contract number.

6.4 The date services were performed.

6.5 A description of the services performed, including quantities.

6.6 The dollar amount of each service performed and a total for the invoice.

Payment terms are Net 30.

Technician Qualifications and Experience Technicians that provide services under the Contract(s) must at a minimum have been trained in inspection and testing of the equipment being inspected and tested and must have a minimum of one (1) year of experience performing those services.

Existing Contracts As of the time of the issuance of this RFQ, JCC-Lewiston has a contract in place for fire protection system and equipment services that will expire June 30, 2024. Services under the contract awarded for JCC-Lewiston will therefore not be need until at least July 1, 2024.

Customer Service No later than five (5) business days after award of Contract, the Contractor must identify a primary contact who will address customer service matters and be the primary contact for the Contractor on Contract-related matters. The Contractor must identify the individual’s name, title, phone number and email address.

When the primary contact is unavailable, the Contractor must provide an alternate contact, and provide the individual’s name, title, phone number and email address to the JCC.

Calls and emails to the primary contact must be return within one (1) business day. This same requirement applies when an alternate contact is filling in for the primary contact.

Scheduling Service The Contractor and the JCC must agree to a written schedule for performing services, and the Contractor must abide by the schedule for the term of the Contract, or until the Contractor and the JCC agree in writing to alter the schedule, and then must abide by the altered schedule.

W-9 We request that you submit a completed W-9 with your quote, unless you know that you are already set up as a vendor in Idaho’s Luma system. (Please note that you can be a vendor registered in IPRO, which is part of Luma, and not be set up as a vendor that is able to receive payments in the Luma system.)

References IDJC reserves the right to require a list of references. If IDJC identifies to the vendor that this is required, in order to be considered for award (in part), the vendor must provide a list of at least three (3) but no more than five (5) references for which the vendor has provided fire protection system and equipment services within the last two (2) years on a similar scale (or larger scale) to that required in this RFQ. The list must include the client’s business name, the name of a contact that currently works for the client that is familiar with vendor’s work, and that client’s current business phone number and email address.

Award

13.1 Award will be made using one of the following two (2) methods:

13.1.1 ALL OR NONE to the responsive responsible Vendor with the lowest Total Cost, as provided on Exhibit B - Price Sheet.

13.1.2 To the responsive responsible Vendors with the lowest costs per facility (see Total, JCC-Lewiston and Total JCC-Nampa on Exhibit B – Price Sheet), by facility. For the purposes of this section, the facilities are:

The decision as to which method above to use for award is IDJC’s, as determined by solely by IDJC to be in its best interest.

Response Complete Exhibit B – Price Sheet, and e-mail, fax, mail, or hand-deliver/courier your quote (Quotation as defined in the Solicitation Instructions to Vendors) or submit your quote via IPRO (IPRO LOGIN) so that it is received at the location specified on the Signature Page prior to the deadline established above.

Quotes must be accompanied by a signed Signature Page.

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

If submitting via IPRO complete Exhibit B – Price Sheet AND in enter the Total Cost from Exhibit B – Price Sheet in IPRO, and UPLOAD all Required Submittal Items.

Exhibit A – Scope of Work Exhibit B – Price Sheet Exhibit C – Special Terms and Conditions Signature Page Solicitation Instructions to Vendors State of Idaho Standard Contract Terms and Conditions W-9 Exhibit B – Price Sheet

Completed Signature Page

Exhibit A – Scope of Work

RFQ 430

Fire Protection System and Equipment Services

Below is the Scope of Work for this RFQ (under the heading “Scope of Work”). The services you quote must meet all of the requirements of the Scope of Work for each facility you are quoting. If you cannot meet any of these requirements, you may submit requests for changes as questions in writing to the contact for this RFQ by the written questions due date. After the quotes are due and before the Contract is awarded, IDJC will not consider requests for changes to the Scope of Work and will not accept quotes that don’t meet all of the requirements of the Scope of Work.

1. Scope of Work for JCC-Lewiston

The Contractor must provide all labor, tools, equipment, parts, materials, transportation and supervision necessary to perform the following:

1.1 Inspect and test the fire alarm system once annually.

1.1.1 No later than thirty (30) calendar days after each inspection and testing of the fire alarm system is complete, the Contractor must provide a written report of findings. If the Contractor finds that there are repairs, replacement parts or both needed, the Contractor must provide its repair and replacement part recommendations, and, if the Contractor can provide the repairs and replacement parts itself, the Contractor must include with the report the costs and timeframe after receipt of order for the Contractor to provide the replacement parts and make the repairs.

1.1.1.1 Repairs and replacement parts are not part of the Contract. IDJC is under no obligation to obtain repairs or replacement parts from the Contractor, and may need to seek competitive bids or quotes in accordance with IDAPA 38.05.01, Rules of the Division of Purchasing.

1.2 Inspect and test the fire sprinkler system once annually.

1.2.1 No later than thirty (30) calendar days after each inspection and testing of the fire sprinkler system is complete, the Contractor must provide a written report of findings. If the Contractor finds that there are repairs, replacement parts or both needed, the Contractor must provide its repair and replacement part recommendations, and, if the Contractor can provide the repairs and replacement parts itself, the Contractor must include with the report the costs and timeframe after receipt of order for the Contractor to provide the replacement parts and make the repairs.

1.2.1.1 Repairs and replacement parts are not part of the Contract. IDJC is under no obligation to obtain repairs or replacement parts from the Contractor, and may need to seek competitive bids or quotes in accordance with IDAPA 38.05.01, Rules of the Division of Purchasing.

1.3 Inspect and test the fire backflow and bypass once annually.

1.3.1 No later than thirty (30) calendar days after each inspection and testing of the fire backflow and bypass is complete, the Contractor must provide a written report of findings. If the Contractor finds that there are repairs, replacement parts or both needed, the Contractor must provide its repair and replacement part recommendations, and, if the Contractor can provide the repairs and replacement parts itself, the Contractor must include with the report the costs and timeframe after receipt of order for the Contractor to provide the replacement parts and make the repairs.

1.3.1.1 Repairs and replacement parts are not part of the Contract. IDJC is under no obligation to obtain repairs or replacement parts from the Contractor, and may need to seek competitive bids or quotes in accordance with IDAPA 38.05.01, Rules of the Division of Purchasing.

1.4 Inspect and test all of the facility’s fire extinguishers once annually.

1.4.1 No later than thirty (30) calendar days after each inspection and testing of the facility’s fire extinguishers is complete, the Contractor must provide a written report of findings. If the Contractor finds that there are repairs, replacement of extinguishers or both needed, the Contractor must provide its repair and replacement extinguisher recommendations, and, if the Contractor can provide the repairs replacement extinguishers itself, the Contractor must include with the report the costs and timeframe after receipt of order for the Contractor to provide the replacement parts and make the repairs.

1.4.1.1 Repairs and replacement extinguishers are not part of the Contract. IDJC is under no obligation to obtain repairs or replacement extinguishers from the Contractor, and may need to seek competitive bids or quotes in accordance with IDAPA 38.05.01, Rules of the Division of Purchasing.

1.5 Inspect and test the kitchen’s exhaust hood fire suppression system twice annually.

1.5.1 No later than thirty (30) calendar days after each inspection and testing of the kitchen’s exhaust hood fire suppression system is complete, the Contractor must provide a written report of findings. If the Contractor finds that there are repairs, replacement parts or both needed, the Contractor must provide its repair and replacement part recommendations, and, if the Contractor can provide the repairs and replacement parts itself, the Contractor must include with the report the costs and timeframe after receipt of order for the Contractor to provide the replacement parts and make the repairs.

1.5.1.1 Repairs and replacement parts are not part of the Contract. IDJC is under no obligation to obtain repairs or replacement parts from the Contractor, and may need to seek competitive bids or quotes in accordance with IDAPA 38.05.01, Rules of the Division of Purchasing.

2. Scope of Work for JCC-Nampa

The Contractor must provide all labor, tools, equipment, parts, materials, transportation and supervision necessary to perform the following:

2.1 Inspect and test the fire alarm system and sprinkler system once annually.

2.1.1 No later than thirty (30) calendar days after each inspection and testing of the fire alarm system and sprinkler system is complete, the Contractor must provide a written report of findings. If the Contractor finds that there are repairs, replacement parts or both needed, the Contractor must provide its repair and replacement part recommendations, and, if the Contractor can provide the repairs and replacement parts itself, the Contractor must include with the report the costs and timeframe after receipt of order for the Contractor to provide the replacement parts and make the repairs.

2.1.1.1 Repairs and replacement parts are not part of the Contract. IDJC is under no obligation to obtain repairs or replacement parts from the Contractor, and may need to seek competitive bids or quotes in accordance with IDAPA 38.05.01, Rules of the Division of Purchasing.

2.2 Monitor the fire alarm system continuously.

2.2.1 The Contractor shall monitor JCC-Nampa’s fire system continuously and shall immediately notify the fire department as well as the JCC-Nampa staff listed below when the Contractor receives a signal identifying that there is a fire.

Exhibit B – Price Sheet

Fire Protection System and Equipment Services

This Exhibit B - Price Sheet must be submitted as part of your quote.

Provide your prices below for the services required in this RFQ meeting the requirements of Exhibit A – Scope of Work and all other requirements in this RFQ. Your prices must be fully burdened to include all costs associated with providing the services.

JCC-Lewiston Line Item 1: See section 1.1 in Exhibit A – Scope of Work. Cost per inspection and testing of the fire alarm system (including the cost for providing the requirements of section 1.1.1):

$ (this is the Annual Total for Line Item 1)

Line Item 2: See section 1.2 in Exhibit A – Scope of Work. Cost per inspection and testing of the fire sprinkler system (including the cost for providing the requirements of section 1.2.1):

$ (once annually)

TIMES three (3) risers

= $ (this is the Annual Total for Line Item 2)

Line Item 3: See section 1.3 in Exhibit A – Scope of Work. Cost per inspection and testing of the fire backflow and bypass (including the cost for providing the requirements of section 1.3.1):

$ (once annually)

TIMES two (2) fire sprinkler backflows

= $ (this is the Annual Total for Line Item 3)

Line Item 4: See section 1.4 in Exhibit A – Scope of Work. Cost per inspection and testing of each fire extinguisher (including the cost for providing the requirements of section 1.4.1):

$ (once annually)

TIMES twenty-one (21) fire extinguishers (this is the current number of extinguishers the facility has as of the issuance of the RFQ)

= $ (this is the Annual Total for Line Item 4)

(The number of fire extinguishers that the facility has may fluctuate over the term of the Contract. The Contractor must invoice only for the actual number of fire extinguishers inspected and tested.)

Line Item 5: See section 1.5 in Exhibit A – Scope of Work. Cost per inspection and testing of the kitchen’s exhaust hood fire suppression system (including the cost for providing the requirements of section 1.5.1):

$ (this is the Annual Total for Line Item 5)

Total, JCC-Lewiston (sum of the Annual Totals for Line Items 1 through 5): $_____________________________

JCC-Nampa Line Item 6: See section 2.1 in Exhibit A – Scope of Work. Cost per inspection and testing of the fire alarm system (including the cost for providing the requirements of section 2.1.1):

$ (this is the Annual Total for Line Item 6)

Line Item 7: See section 2.2 in Exhibit A – Scope of Work. Monthly cost for monitoring the fire alarm system continuously:

$ (monthly cost)

TIMES twelve (12) months

= $ (this is the Annual Total for Line Item 7)

Total, JCC-Nampa (sum of the Annual Totals for Line Items 6 and 7): $_____________________________

Total Cost (for all services required in this RFQ): $_____________________________________ (The Total Cost is the sum of all Annual Totals.)

Do not alter this Exhibit B - Price Sheet. Altering this Exhibit B - Price Sheet may be cause for your quote to not be considered for award.

Do not submit pricing on any form or in any document other than this Exhibit B - Price Sheet. Providing your pricing on any form or in any document other than this Exhibit B - Price Sheet may be cause for your quote to not be considered for award.

The Contractor shall not assess any other fees or charges other than those listed as the on this Exhibit B - Price Sheet.

Company Name (Vendor Name):

Contact Name/Phone:

Contact Email:

Exhibit C – Special Terms and Conditions

Fire Protection System and Equipment Services

C.1 Contract Term The initial term of the Contract shall be one (1) year. Upon mutual, written agreement, the Contract may be renewed, extended or amended. Renewal and extension terms, if exercised, may be for one (1) year periods, or for longer or shorter periods, in the sole discretion of IDJC. The anticipated total Contract term is five (5) years.

C.2 Notices See section 29, Notices, in the State of Idaho Standard Contract Terms and Conditions. Section 29.A is changed to read:

“A. For notice to the State, the address, phone and facsimile number are:

Idaho Department of Juvenile Corrections 954 W. Jefferson St.

Boise, ID 83702

OR

P.O. Box 83720 Boise, ID 83720-0285 Phone: 208-334-5100 Fax: 208-334-5120

Additionally, for notice to the State, the email address to use is jason.urquhart@idjc.idaho.gov, courtesy copied to amy.swann@idjc.idaho.gov.”

C.3 Priority of Documents See section 34, Priority of Documents, in the State of Idaho Standard Contract Terms and Conditions. The last paragraph of section 34 is changed to read:

“Where terms and conditions specified in the Contractor's Bid, Proposal or Quotation differ from the terms in the Solicitation, the terms and conditions in the Solicitation shall apply. Where terms and conditions specified in the Contractor’s Bid, Proposal or Quotation supplement the terms and conditions in the Solicitation, the supplemental terms and conditions shall apply only if specifically accepted by the Idaho Department of Juvenile Corrections in writing.”

C.4 Insurance Within five (5) business days of award of the Contract (or such other time as designated by the Purchasing Activity), the Contractor must provide certificates of insurance required herein and must maintain the insurance for the entire term of the Contract, including any renewal and extension terms. There are no provisions for exceptions to this requirement. Failure to provide the certificates of insurance within the five (5) business day period may be cause for the Contract to be terminated.

The Contractor shall carry liability and property damage insurance that will protect it and the state of Idaho from claims for damages for bodily injury, including accidental death, as well as for claims for property damages, which may arise from operations under the Contract whether such operations be by themselves or by anyone directly or indirectly employed by either of them.

The Contractor shall not commence work under the Contract until it obtains all insurance required under this provision and furnishes a certificate or other form showing proof of current coverage to the state of Idaho. All insurance policies and certificates must be signed copies.

C.4.1 Commercial General and Umbrella Liability Insurance. The Contractor shall maintain Commercial General Liability (CGL) and, if necessary, Commercial Umbrella insurance with a limit of not less than $1,000,000 each occurrence. If such CGL insurance contains a general aggregate limit, it shall apply separately to the Contract.

C.4.1.1 CGL insurance shall be written on ISO occurrence form CG 00 01 (or a substitute form providing equivalent coverage) and shall cover liability arising from premises, operations, independent contractors, products-completed operations, personal and advertising injury, and liability assumed under an insured contract (including the tort liability of another assumed in a business contract).

C.4.2 Commercial Automobile and Commercial Umbrella Liability Insurance. The Contractor shall maintain Commercial Automobile Liability and, if necessary, Commercial Umbrella Liability insurance with a limit of not less than $1,000,000 each accident. Such insurance shall cover liability arising out of any auto (including owned, hired, and non-owned autos).

C.4.2.1 Vendor may request a waiver from providing Commercial Automobile and Commercial Umbrella Liability Insurance in its quote if the Vendor will not use any owned, hired or non-owned vehicles to conduct business under the Contract, if it is awarded the Contract, and the state of Idaho will consider the request. If the Vendor submits a request to waive the provision of Commercial Automobile and Commercial Umbrella Liability Insurance after the due date and time for receipt of quotes, the state of Idaho may not consider the request.

C.4.3 Workers Compensation Insurance and Employer's Liability. The Contractor shall maintain workers compensation and employer's liability. The employer's liability shall have limits not less than $1,000,000 each accident for bodily insurance by accident or $1,000,000 each employee for bodily injury by disease.

C.4.3.1 The Contractor must provide either a certificate of workers compensation insurance issued by a surety licensed to write workers compensation insurance in the state of Idaho, as evidence that the Contractor has in effect a current Idaho workers compensation insurance policy, or an extraterritorial certificate approved by the Idaho Industrial Commission from a state that has a current reciprocity agreement with the Idaho Industrial Commission.

C.4.4 State of Idaho as Additional Insured: The liability insurance coverage required for performance of the Contract shall include the state of Idaho, IDJC and their divisions, officers and employees as additional insured, but only with respect to the Contractor’s activities to be performed under the Contract.

C.4.4.1 The Contractor must provide proof of the state of Idaho, IDJC and their divisions, officers and employees being additional insured by providing endorsements to the liability insurance policies showing the state of Idaho, IDJC and their divisions, officers and employees as additional insured. The endorsements must also show the policy numbers and the policy effective dates.

C.4.4.2 If a liability insurance policy provides for automatically endorsing additional insured when required by contract, then, in that case, the Contractor must provide proof of the state of Idaho, IDJC and their divisions, officers and employees being additional insured by providing copies of the policy pages that clearly identify the blanket endorsement.

C.4.5 Notice of Cancellation or Change: The Contractor shall ensure that should any of the above described policies be cancelled before the expiration date thereof, or if there is a material change, potential exhaustion of aggregate limits or intent not to renew insurance coverage(s), that written notice will be delivered to the Division of Purchasing (if the Contract was issued by the Division) or to the Purchasing Activity (contracting state agency) in accordance with the policy provisions.

C.4.6 The Contractor shall further ensure that all policies of insurance are endorsed to read that any failure to comply with the reporting provisions of this insurance, except for the potential exhaustion of aggregate limits, shall not affect the coverage(s) provided to the state of Idaho, IDJC and their divisions, officers and employees.

C.4.7 Acceptable Insurers and Deductibles: Insurance coverage required under the Contract shall be obtained from insurers rated A-VII or better in the latest Bests Rating Guide and in good standing and authorized to transact business in Idaho. The Contractor shall be financially responsible for all deductibles, self-insured retention’s and/or self-insurance included hereunder. The coverage provided by such policy will be primary to any coverage of the state of Idaho on or related to the Contract and shall provide that the insurance afforded applies separately to each insured against whom a claim is made, except with respect to the limitation of liability.

C.4.8 Waiver of Subrogation: All policies shall contain waivers of subrogation. The Contractor waives all rights against the state of Idaho, IDJC and their divisions, officers and employees for recovery of damages to the extent these damages are covered by the required policies. Policies may contain deductibles but such deductibles will not be deducted from any damages due to the state of Idaho.

C.5 Additional Facilities, Additions to Facilities, Deletion of Facilities and Deletions from Facilities With no more than thirty (30) calendar days’ written notice (email at a minimum) to the Contractor upon each occurrence IDJC reserves the right to:

C.5.1 Add facilities the Contract.

C.5.2 Add to facilities and include those additions in the Contract.

C.5.3 Delete facilities from the Contract.

C.5.4 Delete from facilities and deduct those parts of facilities from the Contract.

C.6 Adjustment of Prices Prices must remain firm for the first one (1) year term of the Contract. Thereafter the Contractor may request adjustment of prices no more frequently than annually. Each time that the Contractor wishes to adjust prices, the Contractor must submit a written request to IDJC (jason.urquhart@adm.idaho.gov) no later than sixty (60) calendar days prior to the desired date for implementing the adjusted prices. IDJC reserves the right to require written justification for the requested adjustments of prices from the Contractor. The written justification must satisfy IDJC that an adjustment of prices is needed, or the request may be rejected in whole or part, and prices shall not be adjusted (except in part, if allowed by IDJC) for the next one (1) year period.

C.7 Ownership or Operation by China Pursuant to Idaho Code § 67-2359, the Contractor certifies that it is not currently owned or operated by the government of China and will not for the duration of the Contract be owned or operated by the government of China. The terms in this section defined in Idaho Code § 67-2359 shall have the meaning defined therein.

C.8 Certification Concerning Boycott of Israel Pursuant to Idaho Code § 67-2346 (effective July 1, 2021), if payments under the Contract exceed one hundred thousand dollars ($100,000.00) and the Contractor employs ten (10) or more persons, the Contractor certifies that it is not currently engaged in, and will not for the duration of the Contract engage in, a boycott of goods or services from Israel or territories under its control. The terms in this section defined in Idaho Code § 67-2346 shall have the meaning defined therein.

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