RFQ 993_Main_Doc_Fire_Prot_Svcs_2025 REV 3.docx

STATE OF IDAHO

Idaho Department of Juvenile Corrections

RFQ 993

Fire Protection System and Equipment Services

REV 3

Note the insurance requirements within the attached Exhibit C – Insurance Requirements and make sure that you can obtain the required insurance and will obtain it if you are awarded a Contract.

Also, make sure to read all of the State of Idaho Contract Terms and Conditions.

Purpose The Idaho Department of Juvenile Corrections (IDJC) is requesting quotes for fire protection system and equipment services for the Juvenile Correction Center 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-Nampa facility: July 15, 2025 (9:00 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: July 14, 2025 12:00 p.m. (noon) Mountain time (RSVP via email to jason.urquhart@idjc.idaho.gov.)

The site visit will include a tour of part of the facility to give a better understanding of the fire protection system services needs. 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): July 21, 2025

Quotes Due (by 5:00 p.m. Mountain time): August 1, 2025

Scope of Work See Exhibit A – Scope of Work.

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

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 – Insurance Requirements Signature Page Solicitation Instructions to Vendors State of Idaho Contract Terms and Conditions No Public Funds for Abortion Act Letter Sample (see section 1.21.4 in the State of Idaho Contract Terms and Conditions) Exhibit B – Price Sheet

Completed Signature Page

Exhibit A – Scope of Work

RFQ 993

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.

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 inspect and test the 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 after each inspection and testing of the 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.

2.2.2 Please note that a change out of the monitoring antenna/modem may be needed. If so, the Contractor shall obtain the correct monitoring antenna/modem and install it within two (2) weeks of the first day of the Contract’s initial term.

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.

Be advised that JCC-Nampa is in the process of a project to replace all fire panels and smoke detectors in the facility. This project hasn’t started yet, and is managed by another state agency, and there is no time frame known to IDJC as to when it will begin. This will affect the Contractor’s ability to perform the inspections and testing until that project is completed. Take this into consideration when preparing your quote.

Line Item 1: 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 1)

Line Item 2: See section 2.1 in Exhibit A – Scope of Work. Cost per inspection and testing of the sprinkler system (including the cost for providing the requirements of section 2.1.1):

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

Line Item 3: 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 3) (See section 2.2.2 in Exhibit A – Scope of Work. If it’s necessary to change out the monitoring antenna/modem, the Contractor shall provide the monitoring antenna/modem and the labor and materials to install it at no additional cost.)

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 – Insurance Requirements

Fire Protection System and Equipment Services

C.1 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.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.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.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.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.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 injury by accident, $1,000,000 each employee for bodily injury by disease and $1,000,000 for bodily injury by disease.

C.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 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.4.1 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.4.2 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.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.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.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.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.

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