RFQ Event #187 Administrative Documents.docx

Idaho Division of Liquor For the Idaho Department of Administration RFQ Event #187 Fire Protection Services

1. Purpose The Idaho State Liquor Division (ISLD), through the Division of Purchasing (DOP) is requesting quotes for Fire Protection Services.

The contact for this RFQ is:

Mark Ward, Division of Purchasing

(208) 332-1609 Mark.Ward@adm.idaho.gov

2. Background The Idaho State Liquor Division is soliciting proposals from qualified vendors to perform work described in Exhibit A (Specifications and Scope of Work) of this Request for Quote (RFQ) #187 for fire protection and maintenance services.

3. Site Inspection Vendors interested in performing an inspection must notify the RFQ contact by email no later than April 17th by 5:00 p.m. (MT). The vendor will have a one (1) hour maximum time allotted to familiarize your company with the grounds. All interested vendors are strongly encouraged to conduct a site inspection, at their own expense. The written request must specify the name and title of each person who will be attending. A maximum of three (3) persons for each vendor interested will be allowed to attend. Site Inspections will be held on Thursday April 18th at 10:00 a.m. Mountain Time, at the Idaho State Liquor Division Central Office, 1349 E Beechcraft CT., Boise, ID 83716. Failure to attend the site inspection will in no way relieve a vendor from their performance or duties outlined herein.

The contact for notification of site inspections is as follows:

Mark Ward | Senior Buyer Idaho Division of Purchasing

Main Office/Lobby Phone: 208-947-9400 Mark.Ward@adm.idaho.gov

4. Timelines See IPRO POWERED by Luma

5. Specifications Contractor shall provide Fire Protection and Maintenance Inspection services on an ongoing basis, starting on May 1st 2024 as described in Exhibit A, (Specifications and Scope of Work). Facilities Services contact for delivery is:

Mike Long | Building Superintendent Comment by Ray Homen: Added Paul's position to be the primary contact for setting up a delivery schedule. If the vendor needs in they can use the main office number or go to receiving if lobby is closed.

Phone: 208-473-9822 Main Office/Lobby Phone: 208-947-9400 mike.long@liquor.idaho.gov

6. BILLING PROCEDURE

Contractor must invoice AccountsPayable@liquor.idaho.gov on or before the 15th day of each month for work performed the prior month. Any invoices submitted incorrectly (any information mentioned below is missing) will be rejected until a corrected invoice has been submitted.

The invoice must include, but not be limited to:

1. Detailed form/checklist (must include at minimum: names of Contractor staff performing the work, work performed, and location the work was performed);

7. Invoice Number

Invoices and reports are to be submitted to:

Agency Contact: AccountsPayable@liquor.idaho.gov; cc ISLD Building Superintendent Agency Name: Idaho State Liquor Division Address: 1349 E. Beechcraft Ct., Boise, Idaho 83716

7. Award Basis and Term Award will be made to the responsive responsible vendor with the lowest Total Cost for Table one, as provided on Exhibit B, Price Sheet. Vendor must provide pricing for each line to be considered for an award.

The initial term of the resulting contract will be one (1) year. Upon mutual, written agreement, the Contract may be renewed, extended, or amended. The anticipated total Contract term is five (5) years.

7.1 Price Adjustment

All prices shall be held firm for one year from the effective date of this proposed contract. A price adjustment may be allowed at the end of each contract or renewal period thereafter. If a price increase is requested, it shall be the responsibility of the Contractor to notify the State thirty (30) calendar days in advance and provide supporting documentation for the reasoning of the increase. Increases shall be limited to the actual cost increase to the vendor. If a price decrease exists at the end of each contract or renewal period, the Contractor shall notify the State of the change in price and the decrease shall be effective immediately.

8. Response Submitting via IPRO, enter your Total Cost on Exhibit B and enter $0.01 in IPRO, and upload all Required Submittal Items (See below).

Exhibit A – Scope of Work Exhibit B – Price Sheet Terms and Conditions State of Idaho Signature Page

Exhibit B – Price Sheet State of Idaho Signature Page

9. Records Maintenance Contractor shall maintain or supervise the maintenance of all records necessary to properly account for all payments made to the Contractor pursuant to the Contract. These records shall be retained by the Contractor for at least three (3) years after the Contract terminates, or until all audits initiated within the three (3) years have been completed, whichever is later.

Exhibit A – Specifications and Scope of Work RFQ Event #187 Fire Protection Services

1. Overview The Services required under the Contact resulting from this RFQ are detailed in this Scope of Work. The Idaho State Liquor Division (ISLD) intends to award a Contract with a Contractor that will provide annual maintenance and repairs in order to ensure the equipment is properly functioning, as well as to provide testing in order to ensure all the fire suppression equipment at the Idaho State Liquor Division Warehouse is working as designed, and compliant with all applicable codes and statutes. Annual maintenance and repairs shall occur during normal business hours, Monday through Friday 7:00 am to 2:00 pm.

Fire Protection includes but is not limited to: wet sprinkler systems, fire pump (electric), special hazard system and fire extinguishers and backflow prevention.

2. Project Description

2.1. The Contractor shall: test, inspect, service and maintain the following items in complete compliance with the specifications contained herein and all applicable NFPA, local, state, and national codes, laws, standards and regulations.

3. General Requirements

3.1. Contractor must inspect, maintain, and repair the fire suppression systems per National Fire Protection Agency (NFPA) requirements.

3.2. Contractor must provide all tools, labor, materials, equipment, transportation, supervision, and management necessary to perform inspection, testing, maintenance, and repair on the Fire Protection System.

3.3. Contractor inspections, testing and maintenance service must comply with all applicable Local, State, Federal, NFPA safety codes.

4. Preventative Maintenance

4.1. Maintenance must be performed by the Contractor on a scheduled basis as determined by the (NFPA) and Unified Facilities Criteria (UFC), designed to keep equipment in proper functional condition in accordance with the manufacturer’s specifications.

4.2. The Contractor must perform (at a minimum) the follow tasks: on-site mechanical and electrical inspections, cleaning, lubrication, and adjustments by qualified technicians.

5. Remedial Maintenance

5.1. Contractor must perform Maintenance or repair for equipment failure as requested by Idaho State Liquor Division Building Superintendent, and must be in compliance with all local, state, federal, and NFPA safety codes.

5.2. Remedial service will include but not limited to smoke detector, strobe and siren replacement, failed alarm panel components and pumps.

5.3. Contractor must respond within three (3) business days to calls for remedial maintenance.

6. Emergency Service

6.1. The Contractor must respond within forty-five (45) minutes to calls for emergency service, to inform the Idaho State Liquor Division when they can arrive on-site to begin maintenance and repairs.

6.2. No later than five (5) business days after Contract award, Contractor must provide a telephone number to Idaho State Liquor Division to be used only for emergency service calls.

7. Service Personnel

7.1. On-site technicians must be qualified in the Fire Protection trades and must perform all inspections, tests, maintenance, and repairs.

7.2. All work must be performed in conformance with the UFC in addition to all Federal, State, local industrial, manufacturing, fire, and building safety codes.

8. Site Clean-up

8.1. Contractor must remove and dispose of all materials, debris, and waste from the surrounding area(s), after maintenance or other work is completed.

9. Wet Sprinkler System Testing and Maintenance

9.1. The Contractor must test, inspect, service, and maintain all Wet Sprinkler Systems to ensure optimum operational and optimum safety levels in the Contracted Building and in compliance with the specifications contained herein and all applicable local, state, and national codes, laws, NFPA standards, and regulations.

9.2. Contractor must perform scheduled testing and maintenance to include, but not be limited to, wet risers, pressure valves and connections, hose connections, sprinklers, flow switches, pressure switches, backflow preventer, tampers, fire pump, and the sprinkler system air compressors.

9.3. Contractor must complete all inspections according to NFPA requirements for wet sprinkler systems.

9.4. Contractor must document all testing results and include the results in a comprehensive inspection report. A copy of the report will be given to the building superintendent (Mike Long).

10. Fire Extinguisher

10.1. Contractor must test ABC Class Portable extinguishers and must verify that they are charged and in proper working order, and suitably located according to their potential hazard environment.

10.2. Contractor must inspect and verify the fire extinguishers are in proper working order and must include but not limited to: operating instructions on the nameplate are legible and facing outward, seals and tamper indicators are not broken or missing, no obvious physical damage, corrosion, leakage, or clogged nozzle, and pressure gauge reading or indicator is in the operable range or position.

10.3. Contractor must perform annual fire extinguisher inspections, service, selection, and placement and must be in accordance with all NFPA codes, and all local, state, and national codes.

10.4. Contractor must clearly identify, properly position, and insure the fire extinguishers are in the appropriate location.

10.5. Following inspection, the Contractor must prepare a written report of findings and must (at a minimum) include the following information: inspection date, time, service technician, equipment type/class or placement discrepancies and offer recommendations, if applicable.

11. Fire Alarm

11.1. Contractor must test, inspect, and maintain the current Fire Alarm System (Radionics D7212) within the Contracted Building according to NFPA standards and any and all other applicable local, state and national codes. This system may change during the term of the contract.

11.2. Contractor must test and maintain the following components, fire panel, pull stations, smoke detectors, duct detectors, elevator recall, notification appliance circuit, annunciator, waterflow switch, tamper switches, notification appliance circuit (NAC), dialer panel (Dact) and audio visuals (horn/strobe) and any other appliances as needed.

12. Special Hazard

12.1. Contractor must test, inspect, and maintain the Special Hazard Fire Suppression system within the Contracted Building according to NFPA standards and any and all other applicable local, state and national codes, for the term of the Contract.

12.2. The Contactor must (at a minimum) inspect the following:

12.2.1. The system to determine whether it is in service and in a working condition, in accordance with NFPA standards.

12.2.2. The Site conditions, and identify any issues that could compromise the performance of mechanical and/or electronic components of the system.

12.2.3. The discharge devices for adequate condition and clearance to allow for proper distribution and activation.

13. Backflow Inspection

13.1. The Contractor must test, inspect, and maintain the Backflow Prevention System within the Contracted Building according to NFPA standards and any and all other applicable local, state and national codes, for the term of the Contract. Certified inspection and testing services must include a written report of inspection findings, including any specific recommendation for corrective action where needed.

13.2. The Contractor must(at a minimum) inspect:

13.2.1. Whether backflow is in service and in a working condition.

13.2.2. The site and identify any conditions that could potentially compromise the performance of mechanical and/or electronic components of the backflow.

13.2.3. The backflow preventer control valves for proper position, general condition and accessibility.

Exhibit B RFQ Event #187 Fire Protection Services Price Sheet

Please Use Exhibit B Bid Schedule attachment in LUMA

WET SPRINKLER INSPECTION

Annual Wet System

$0.00

Fire Alarm Inspection

$0.00

Fire Extinguisher Inspection

$0.00

Special Hazard Inspection

$0.00

The items below will not be evaluated. Bidder must submit a cost for items listed below.

ADDITIONAL SERVICE RATES:

Provide the labor rates for Additional Services as defined in Exhibit A Section 5, all other hours that are not during normal business hours. This includes any / all hours worked on weekends and Federal Holidays.

Mechanic After Hours Monday through Friday – 4:00 pm to 7:00 am

Mechanic Weekend and Holiday Saturday, Sunday, and Federal Holiday

Company Name:

Company Phone:

Contact Name:

Contact E-mail: