RFQ_S-27400-00014419_Fire_Alarm_System_Inspection_Services_Final.pdf

REQUEST FOR QUOTATION

RFQ # S-27400-00014419

***THIS IS NOT AN ORDER******

Fire Alarm System Inspection Services at ODVA Salem Building Quotes Due (Closing): August 4, 2025 at 2:00PM (PST)

RFQ Submission Requirements: Provide Quote Submission form no later than 2:00PM (PST) on August 4, 2025 via Electronic Submission through OregonBuys Solicitation #: S-27400-00014419.

Summary Overview: The Oregon Department of Veterans’ Affairs (“ODVA”) is requesting a quote for services of ODVA’s Fire Alarm Systems at our Salem Office Building located at: 700 Summer St NE, Salem, OR 97301. These services will also include the Halon suppression systems and smoke dampers.

• Project Specifications: Contractor shall provide the following services for annual and semi-annual testing of all components of the fire alarm systems:

• Annual testing will include the main panel (Siemens Cerberus Pro), all bells, horns, strobes, smoke detectors, pulls, and smoke dampers; and

• Semi-annual will include the Halon suppression systems, the panels, batteries, and all devices associated with the systems.

See Exhibit B – Statement of Work of Fire Alarm System Inspection Services at ODVA Salem Building for more information.

Requested Availability Date of Product or Service: Contractor shall begin the work on August 15, 2025.

Insurance Requirements: Selected Contractor must provide insurance in amounts and types listed in Exhibit C.

Award Selection: Award will be made based on best value as determined by ODVA.

Type of Solicitation: This Intermediate Procurement is in accordance with OAR 125-247-0270 and 279B.070.

“OR EQUAL”: Any brand name listed in the specifications as “or equal” or “or equivalent” shall establish the minimum requirements for quality, utility, durability, function, purpose, etc. Other product brands may be offered that are equal to or better than the product brand name. Vendor may show cost differences, alternates and options in the space provided in the quote. This clause is not meant to be restrictive, but to set the minimum standard.

AGENCY SHALL DETERMINE, IN ITS SOLE DISCRETION, WHETHER A PRODUCT OFFERED IS “EQUAL.” When the designation is “or equal” or “equivalent” Agency shall make its decision after Quote Closing.

ODVA reserves the right to make reject any Quote not in compliance with the RFQ, attachments, and addenda, or it is in the best interest of ODVA.

Single Point of Contact: Tina Reniere (503) 551-5302 Phone Tina.H.Reniere@odva.oregon.gov Email https://oregonbuys.gov/bso/ mailto:Tina.H.Reniere@odva.oregon.gov

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Exhibit A Quote Submission Form

Company Name:

Contact Name:

Address:

City, State, and Zip Code:

Phone Number:

Email:

Item Description Time Per Hour Hourly Rate Total 1 Semi-Annual Services Hrs. $ $ 2 Annual Services Hrs. $ $ 3 *Hourly Rate for Additional Services / Repairs Hrs. $ $

*Additional Services / Repairs shall be approved by ODVA before they are to be conducted.

Vendor Signature: By signature below the undersigned certifies that they are authorized to act on the behalf of the quoter and will comply with all aspects of the quote herein.

Signature:

Name / Title:

Date:

All Pricing Must Be Held Firm For 90 Days

Total for Services $

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Exhibit B Statement of Work

Fire Alarm System Inspection Services at ODVA Salem Building

The following outlines the key elements of the statement of work related to this project. Any questions or clarifications needed should be directed to the agency’s contact person, who is the single point of contact, as listed below in this document.

Project Name: Fire Alarm System Inspection Services at ODVA Salem Building

Agency Contact: Troy Croff Facility and Construction Project Manager Troy.croff@odva.oregon.gov 971-388-8214

Project Location: Oregon Department of Veterans’ Affairs (ODVA) 700 Summer St NE Salem, OR 97301

Project Description:

The Oregon Department of Veterans’ Affairs (“ODVA”) are requesting quotes for service inspection of our fire alarm systems at our Salem Office Building. We are requesting 2 services per year. We anticipate these services to continue for 10 years, with options to increase service pricing if needed, per request by the potential Contractor and approved by ODVA. ODVA will allow price increase request to happen once every 2 years.

Each service call should include inspection and services for annual and semi-annual testing of all components of the fire alarm systems of the following:

• Annual testing will include the main panel (Siemens Cerberus Pro), all bells, horns, strobes, smoke detectors, pulls, and smoke dampers;

• Semi-annual will include the Halon suppression systems, the panels, batteries, and all devices associated with the systems;

• All testing and services shall meet all local and state fire code requirements;

• Testing of the bells and horns shall be performed Monday – Friday before 8am or after 5pm to not disturb normal business hours in the building. All other work shall be performed during normal business hours;

and

• Completion of all testing and any necessary repairs have been conducted; the awarded Contractor shall send a copy to the third-party monitoring company for the Salem Fire Department.

Other Notes:

• Invoices must be submitted via email to ODVA.Invoices@odva.oregon.gov and may be submitted after the equipment service schedule has been completed.

• If you wish to do a site visit of the Fire Alarm systems, please contact ODVA Facilities Department at, ODVA_DL_FacilityServices@odva.oregon.gov to schedule a visit. Available times to visit the site would be Monday – Friday 8:00am – 4:30pm.

mailto:Troy.croff@odva.oregon.gov mailto:ODVA.Invoices@odva.oregon.gov

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Exhibit C Insurance Requirements

Contractor shall obtain at Contractor’s expense the insurance specified in this Exhibit C prior to performing under this Contract. Contractor shall maintain such insurance in full force and at its own expense throughout the duration of this Contract, as required by any extended reporting period or continuous claims made coverage requirements, and all warranty periods that apply. Contractor shall obtain the following insurance from insurance companies or entities that are authorized to transact the business of insurance and issue coverage in the State of Oregon and that are acceptable to Agency. All coverage shall be primary and non-contributory with any other insurance and self-insurance, with the exception of Professional Liability and Workers’ Compensation. Contractor shall pay for all deductibles, self-insured retention, and self-insurance, if any.

If Contractor maintains broader coverage and/or higher limits than the minimums shown in this Exhibit C, Agency requires and shall be entitled to the broader coverage and/or higher limits maintained by Contractor.

WORKERS’ COMPENSATION & EMPLOYERS’ LIABILITY:

All employers, including Contractor, that employ subject workers, as defined in ORS 656.027, shall comply with ORS 656.017, and provide Workers’ Compensation Insurance coverage for those workers, unless they meet the requirement for an exemption under ORS 656.126(2). Contractor shall require and ensure that each of its subcontractors complies with these requirements. If Contractor is a subject employer, as defined in ORS 656.023, Contractor shall also obtain Employers' Liability Insurance coverage with limits not less than $500,000 each accident.

If Contractor is an employer subject to any other state’s Workers’ Compensation law, Contactor shall provide Workers’ Compensation Insurance coverage for its employees as required by applicable Workers’ Compensation laws including Employers’ Liability Insurance coverage with limits not less than $500,000 and shall require and ensure that each of its out-of-state subcontractors complies with these requirements.

As applicable, Contractor shall obtain coverage to discharge all responsibilities and liabilities that arise out of or relate to the Jones Act with limits of no less than $5,000,000 and/or the Longshoremen’s and Harbor Workers’ Compensation Act.

COMMERCIAL GENERAL LIABILITY:

Required

Contractor shall provide Commercial General Liability Insurance covering bodily injury and property damage in a form and with coverage that are satisfactory to the State of Oregon. This insurance must include personal and advertising injury liability, products and completed operations, contractual liability coverage for the indemnity provided under this Contract, and have no limitation of coverage to designated premises, project, or operation.

Coverage must be written on an occurrence basis in an amount of not less than $1,000,000 per occurrence and not less than $2,000,000 annual aggregate limit.

AUTOMOBILE LIABILITY INSURANCE:

Required Not required

Contractor shall provide Automobile Liability Insurance covering Contractor’s business use including coverage for all owned, non-owned, or hired vehicles with a combined single limit of not less than $1,000,000 for bodily injury and property damage. This coverage may be written in combination with the Commercial General Liability Insurance (with separate limits for Commercial General Liability and Automobile Liability). Use of personal automobile liability insurance coverage may be acceptable if evidence that the policy includes a business use endorsement is provided.

PROFESSIONAL LIABILITY:

Required Not required

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NETWORK SECURITY AND PRIVACY LIABILITY:

Required Not required

POLLUTION LIABILITY:

Required Not required

EXCESS/UMBRELLA INSURANCE:

A combination of primary and Excess/Umbrella Insurance may be used to meet the required limits of insurance.

When used, all of the primary and umbrella or excess policies must provide all of the insurance coverages required herein, including, but not limited to, primary and non-contributory, additional insured, Self-Insured Retentions (SIRs), indemnity, and defense requirements. The umbrella or excess policies must be provided on a true “following form” or broader coverage basis, with coverage at least as broad as provided on the underlying insurance. No insurance policies maintained by the Additional Insureds, whether primary or excess, and which also apply to a loss covered hereunder, must be called upon to contribute to a loss until the Contractor’s primary and excess liability policies are exhausted.

If Excess/Umbrella Insurance is used to meet the minimum insurance requirement, the Certificate of Insurance must include a list of all policies that fall under the Excess/Umbrella Insurance.

ADDITIONAL INSURED:

All liability insurance, except for Workers’ Compensation, Professional Liability, Directors and Officers Liability and Network Security and Privacy Liability (if applicable), required under this Contract must include an Additional Insured endorsement specifying the State of Oregon, its officers, employees, and agents as Additional Insureds, but only with respect to Contractor’s goods to be delivered and Services to be performed under this Contract. Coverage shall be primary and non-contributory with any other insurance and self-insurance.

Regarding Additional Insured status under the General Liability policy, Agency requires Additional Insured status with respect to liability arising out of ongoing operations and completed operations, but only with respect to Contractor's goods to be delivered and Services to be performed under this Contract. The Additional Insured endorsement with respect to liability arising out of Contractor’s ongoing operations must be on, or at least as broad as, ISO Form CG 20 10 and the Additional Insured endorsement with respect to completed operations must be on, or at least as broad as, ISO form CG 20 37.

WAIVER OF SUBROGATION:

Contractor shall waive rights of subrogation which Contractor or any insurer of Contractor may acquire against the Agency or State of Oregon by virtue of the payment of any loss. Contractor shall obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not Agency has received a Waiver of Subrogation endorsement from the Contractor or the Contractor’s insurer(s).

CONTINUOUS CLAIMS MADE COVERAGE:

If any of the required liability insurance is on a claims made basis and does not include an extended reporting period of at least 24 months, then Contractor shall maintain continuous claims made liability coverage, provided the effective date of the continuous claims made coverage is on or before the effective date of this Contract, for a minimum of 24 months following the later of:

(i) Contractor ’s completion and Agency’s acceptance of all goods and Services required under this Contract, or

(ii) Agency’s or Contractor’s termination of this Contract, or

(iii) The expiration of all warranty periods provided under this Contract.

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CERTIFICATE(S) AND PROOF OF INSURANCE:

Contractor shall provide to Agency Certificate(s) of Insurance for all required insurance before delivering any goods and performing any Services required under this Contract. The Certificate(s) of Insurance must list the State of Oregon, its officers, employees, and agents as a Certificate holder and as an endorsed Additional Insured. The Certificate(s) of Insurance must also include all required endorsements or copies of the applicable policy language effecting coverage required by this Contract. If excess/umbrella Insurance is used to meet the minimum insurance requirement, the Certificate(s) of Insurance must include a list of all policies that fall under the Excess/Umbrella Insurance. As proof of insurance, Agency has the right to request copies of insurance policies and endorsements relating to the insurance requirements under this Exhibit C.

NOTICE OF CHANGE OR CANCELLATION:

Contractor or its insurer shall provide at least 30 calendar days’ written notice to Agency before cancellation of material change to, potential exhaustion of aggregate limits of, or non-renewal of the required insurance coverage(s).

INSURANCE REQUIREMENT REVIEW:

Contractor agrees to periodic review of insurance requirements by Agency under this Contract and to provide updated requirements as mutually agreed upon by Contractor and Agency.

STATE ACCEPTANCE:

All insurance providers are subject to Agency acceptance. If requested by Agency, Contractor shall provide complete copies of insurance policies, endorsements, self-insurance documents and related insurance documents to Agency’s representatives responsible for verification of the insurance coverages required under this Exhibit C.