Scope of Work Fire Alarm Panel Upgrade.docx

OHIO DEPARTMENT OF VETERANS SERVICES

REQUEST FOR PROPOSAL (RFP)

Executive Summary The Ohio Department of Veterans Services (ODVS)/Ohio Veterans Home (OVH) – Sandusky is seeking bids to upgrade the top bay of our 10 Simplex 4100U Fire Alarm Control Panels at 3416 Columbus Avenue, Sandusky, OH 44870.

Mandatory Site Visit A mandatory site visit will be held. Suppliers attending the mandatory site visit are required to sign in and attendance will be taken. The site visit will commence promptly on the date and time listed below, barring any unforeseen circumstances that result in a delay of the site visit. The State will not be responsible to a Supplier for their failure to obtain information discussed during the site visit due to their arriving after the site visit has convened. Failure to attend the site visit will render that Supplier’s proposal non-responsive and ineligible for award.

June 05, 2025 Will begin promptly at 1:00 pm

Sandusky, OH 44870 Main Entrance (Strub Road)

State of Ohio Terms and Conditions Terms and Conditions can be located on the Documents tab in this solicitation.

Purpose Objective To upgrade the top bay of our 10 Simplex 4100U Fire Alarm Control Panels.

Scope of Work (SOW)

· ODVS/OVH is requesting the supplier to upgrade the top bay of our 10 Simplex 4100U Fire Alarm Control Panels to the new Simplex 4100ES top bay.

· ODVS/OVH is requesting the supplier to remove obsolete SPS power supplies

· ODVS/OVH is requesting the supplier to replace SPS power supplies with new ESPS power supply.

· ODVS/OVH is requesting to reuse existing Components and batteries.

· ODVS/OVH is requesting to transition from the legacy Simplex 4120 network to Simplex ESNet network by replacing the existing 4120 network NIC and media cards with the new ESNet NIC and media cards.

· ODVS/OVH requires the technicians working on the project to be factory certified technicians for the specific manufacturer’s branded system for all technical labor such as Panel terminations, programming, testing, etc. Please provide a copy of the technicians licenses.

· ODVS/OVH is requesting that all components of the fire alarm system upgrade solution must be UL listed and certified to operate in the specific manufacturer’s branded system and the installation and operation of the installed components must not void any existing UL certification or listing.

· ODVS/OVH is requesting for all parts to be Simplex Fire Alarm components.

Expectations

1. All service work will meet and/or exceed manufacturer/industry standards, be in compliance with NFPA Standard 72, Health Care Facilities Code and NFPA Standard 101.

2. All components need to be covered under warranty.

3. All expectations are listed in the index number MAC023 and are expected to be followed.

General Provisions

All work must comply with any ADA and OSHAA Standards and all federal, state, and local regulations.

1. All service work will meet and/or exceed manufacturer/industry standards, be in compliance with NFPA Standard 72, NFPA Standard 70, Health Care Facilities Code and NFPA Standard 101.

2. Contractor shall at all times in the performance of this work exercise due care and caution for the safety and welfare of the workmen employed on the job, the ODVS/OVH employees, residents and property.

3. The Contractor shall be responsible to repair any and all damages, caused by contractor negligence, to the ODVS/OVH property and grounds at the contractor’s expense.

4. All work shall be performed by qualified personnel. Qualifications shall be presented upon request.

5. All Contractor scheduled services must be done at times approved by the appropriate ODVS site representative. All service activities should be performed during mutually agreed upon hours unless the particular service request requires otherwise.

6. The Contractor and its personnel shall follow all ODVS/OVH security check-in procedures upon arrival and while at the facility.

7. The Contractor must sign-in and out of ODVS/OVH and pick up an ODVS/OVH Contractor badge when performing services at OVH. Failure to sign in and/or out may be grounds for termination and/or deemed as not providing services.

8. Permits and licenses of any nature, necessary for any and all work, shall be secured and paid for by the Contractor. A copy of all licenses must be provided to ODVS/OVH for record keeping.

9. All Contractor provided services must be performed by Original Equipment Manufacturer (OEM) trained or properly certified personnel, where applicable.

10. Contractor shall provide Certificate of Liability Insurance.

11. The Contractor shall be responsible for removal of all debris from the worksite and cleaning work areas. The Contractor shall keep the premises free of any debris resulting from their work as work progresses. The Contractor shall remove such debris and materials from property.

12. Contractor shall furnish all necessary equipment and crews for the completion of the work outlined in the SOW.

13. Contractor shall provide one (1) week notice of intended dates and times of service before scheduled service. Services shall be performed Monday through Friday (excluding State of Ohio Holidays) between the hours of 8:00am and 5:00pm unless a different time and/or date is approved by ODVS/OVH Site Representative(s) in advance.

14. Contractor shall provide ODVS/OVH with an estimated time for completion of the project.

15. Rescheduling Services – if for any reason, service is not completed at the mutually agreed upon time, the contractor will reschedule the scheduled service in coordination with ODVS/OVH staff.

Additional Terms and Conditions for Contracts

1. Criminal Convictions. Employees of Contractor or subcontractor(s) with criminal convictions, as identified in Ohio Revised Code (ORC) section 109.572 (A) (2) (a) and Ohio Administrative Code (OAC) rule 3701-13-05 (A) (1), or any other criminal conviction; which in the opinion of ODVS may endanger staff and/or visitors, shall not be permitted to perform work at ODVS under any agreement resulting from this solicitation and responses thereto, unless specifically approved, in advance, by ODVS.

2. Failure to disclose a criminal conviction as identified above shall be grounds for non-award and/or immediate cancellation of the contract.

3. Drug Free Workplace – Contractor will make a good faith effort to ensure that all of the Contractor’s agents’ employees, representative, and sub-contractors while working on State property, will not have or been under the influence of marijuana, medical marijuana, illegal drugs, or alcohol or abuse prescription drugs in any way.

To ensure a safe, productive, and drug-free work environment, all Contractors are subject to random drug testing at any time during their engagement with the Department. Drug tests will be conducted in a manner consistent with applicable laws and regulations.

A random selection process will be used to identify contractors for testing. Selected contracts will be notified and required to submit to a drug test within a specified time frame. The test will be conducted by a certified laboratory chosen by the Department, and contractors will be required to provide a sample under supervision. Contractors will be notified of the results within a reasonable time frame.

All cost associated with random drug testing shall be the responsibility of the Department.

All drug testing results and related information will be treated as confidential and will only be disclosed to individuals with a legitimate need to know.

Bid Submission

1. Contractors shall submit all bids in OhioBuys.

2. All proposals must include a detailed scope of work, outlining the specific tasks and deliverables required for the project. Additionally, an itemized list of labor and materials necessary to complete the project must be provided. The proposal should clearly define expectations, timelines, and any other relevant details to ensure a complete understanding of the project’s requirements and objectives.

a. Lump sums of labor and materials will not be excepted. (Labor hours, hourly labor amount, and list of all materials and cost for each material).

Evaluation

This should be objective criteria which could include experience, qualification, cost availably, and technical compatibility.

Invoicing Invoice shall be detailed to show a breakdown of labor hours, hourly rate and material used and associated cost for material with the Purchase Order and notated on the invoice. Invoices must be considered a proper invoice under ORC 125.01.

Proper invoice can be emailed to invoices@dvs.ohio.gov .