300 SP Spring Mill Fire & Security PM 2-YearBid Documents

The Indiana Department of Natural Resources (IDNR) is issuing a Request for Quotation (RFQ #0000086712) for a two-year preventative maintenance contract covering fire and security systems at Spring Mill State Park facilities, specifically the Grissom Memorial and Spring Mill Inn located at 3333 State Road 60 East, Mitchell, Indiana 47446. The scope of work includes four pre-scheduled quarterly service visits annually for central monitoring of security and fire alarm systems, fire suppression system inspections and maintenance, fire sprinkler system testing and inspection, water storage tank monitoring, emergency and exit light inspections, and kitchen hood fire suppression system maintenance. Services must be performed Monday through Friday between 8 a.m. and 5 p.m. local site time, and the contractor must provide 24/7 emergency response capabilities with phone contact within thirty minutes and onsite service within an agreed-upon timeframe. Required qualifications include manufacturer certification for kitchen fire suppression system work, the ability to develop and implement comprehensive maintenance protocols, and the capacity to conduct an initial site inspection and submit detailed maintenance schedules and legible service reports. The contractor must cover all overhead, profit, equipment, materials, vehicles, tools, overtime, travel expenses, and labor costs within the quoted pricing. Bids are due by May 25, 2026, at 10:00 AM EDT, with all questions requiring submission by May 18, 2026 (seven days prior to the due date), and pricing must remain valid for thirty calendar days after the response due date. The contract term runs from June 1, 2026, through May 31, 2028, with potential renewal for an additional two years by mutual consent, not to exceed four years total.

The solicitation includes participation goals for Minority Business Enterprises (8%), Women Business Enterprises (11%), and Indiana Veteran-Owned Small Business Enterprises (3%), with commitment forms required if applicable. Contractors must comply with state preferences for U.S. and Indiana-manufactured products, recycled materials, and small business preferences. The contractor must maintain unemployment, workers' compensation, liability, and property/casualty insurance, with commercial general liability coverage of $500,000 per person/$2,000,000 per occurrence, automobile liability of $500,000 per person/$2,000,000 per occurrence, and workers' compensation meeting all statutory requirements of Indiana Code 22-3-2, with the State named as an additional insured on a primary, non-contributory basis. All newly hired employees must be enrolled in the E-Verify program, and the contractor must comply with all applicable federal, state, and local laws and debarment certifications. The existing equipment inventory at Spring Mill State Park includes one 2,500-pound passenger elevator, multiple fire detection and alarm systems managed by manufacturers including Otis, Honeywell, System Sensor, Siemens, Edwards, and others, with comprehensive listings of smoke detectors, heat detectors, strobe alarms, motion detectors, and intelligent fire control panels. No specific budget range or award value is identified in the solicitation documents, and bids should be submitted on a unit pricing basis per quarterly service visit multiplied by four annual visits, with invoicing occurring within seven business days of service completion. The State reserves the right to terminate the agreement for convenience with thirty days' notice and may cancel the contract if funds are not appropriated.