NORTH HILLS SCHOOL DISTRICT INVITATION TO BID GENERAL/SPECIAL CONDITIONS. Fire Extinguisher Inspection and Maintenance

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1 NORTH HILLS SCHOOL DISTRICT INVITATION TO BID GENERAL/SPECIAL CONDITIONS Fire Extinguisher Inspection and Maintenance Due April 3, :00 p.m.

2 NORTH HILLS SCHOOL DISTRICT 135 SIXTH AVENUE PITTSBURGH, PA INVITATION TO BID FIRE EXTINGUISHER INSPECTION AND MAINTENANCE The North Hills School District ("District") invites vendors to submit bids on Fire Extinguisher Inspections and Maintenance in accordance with specifications and instructions set forth hereinafter and on all District bidding documents. DEFINITIONS Bidding Documents consist of the Advertisement or Invitation to Bid, Instructions to Bidders, bid forms, other sample bidding and bonding forms, drawings provided to bidders, and all addenda issued prior to the bid opening date. All such documents, the Purchase Order, and revisions issued prior to the execution of the contract are part of the contract under consideration. A Bid is a complete and properly signed proposal to supply the products and perform the work for the sums stipulated therein, submitted in accordance with the Bidding Documents. A Unit Price is an amount stated in the bid as a price per unit of measure as described in the specifications and includes all associated costs including delivery as well as all incidental costs to make the item usable per manufacturer's specifications and the bid specifications. BIDDER'S REPRESENTATIONS A Bidder by making a bid represents that he has read and understands the bidding documents and that the bid is made in accordance therewith, and that the Bid is based upon the materials, equipment, systems and performance required by the Bidding Documents without exception. PROCEDURE FOR BIDDING Bids are to be submitted in a sealed envelope clearly marked Fire Extinguisher Inspections and Maintenance and delivered to Ms. Pamela LaBrasca at the address shown above. All bids must be received by Ms. Pamela LaBrasca by Tuesday, April 3, 2018, at 2:00 p.m. Any Bid received after that time and date will be returned to the bidder unopened. Any bid may be withdrawn prior to the deadline listed, however, after a bid has been opened, it may not be withdrawn. All prices and other terms of the bid shall be firm for a period of 30 days from the date of the bid opening noted above.

3 SPECIFICATIONS AND STANDARDS The designation of specific manufacturers, brand names, makes, models, and/or part numbers are controlling. The bidder may offer a substitute item of equal or better character and quality from another manufacturer, but only if such substitution meets or exceeds all technical specifications contained herein. The burden of proof of the merit of the proposed substitution is upon the proposer. The District's decision of approval or disapproval of a proposed substitution shall be final. Such substitution must be indicated in writing on the bid proposal form and all such bids must include complete specifications and manufacturer's cut sheets plainly marked to indicate the name and address of the bidder. BID FORMAT AND PRICES All bids must be made on the forms provided. All prices must be clearly marked. Each item in each section must show the per-item and extended prices. In the event of discrepancies, the unit cost will govern. Bid prices shall include all costs including delivery, and other costs incidental to the sale and delivery of all products included in the bid. The Bid price shall include all items and incidentals such as hardware, supplies, etc. required or necessary for the proper installation of the specified items to the manufacturer's specifications. No charge will be allowed for Federal, State, or Local taxes from which the Board of School Directors is exempt. Exemption certificates will be provided to the successful bidder if requested. Each bid shall contain the name, residence and place of business of the person or persons making the bid and must be signed by the person making the bid or by an authorized representative. The signature page must clearly show the position or designation of the person signing. COMPLETION SCHEDULE AND REQUIREMENTS All items included in this invitation shall be performed between June 1 and June 30 each year the contract is enforced. The successful bidder shall coordinate delivery of this service with Kevin Swindell at (412) All risks of loss of items until delivery to the District shall be borne by the successful bidder. Deliveries shall be shipped, freight prepaid, F.O.B. to the School District. Delivery shall be between the hours and on the days as required by the District. CONSIDERATION OF BIDS All bids received on time as indicated above will be opened publicly and read aloud at the time and place stated above. The District reserves the right to reject any or all bids, reject any non-responsive bids, or by other data required by the bidding documents, or reject a bid which is in any way incomplete or irregular. It is the intent of the District to award the bid to the lowest responsible bidder provided the bid has been submitted in accordance with the bid documents and does not exceed the funds available as determined by the Board of School Directors. The District will accept bids based upon the total bid price for each of the items specified. The District reserves the right to increase or decrease the number of units of each specified item that it purchases under this bid utilizing the bid per unit price. The District retains the right to waive informalities or irregularities in a

4 bid received and to accept the bid which, in the District's sole judgment, is in the District's best interests. CONTRACT Upon acceptance and award of the bid, a Purchase Order from the District shall consummate a contract between the District and the Vendor. All aspects of this specification document shall become part of said contract. PAYMENT TERMS Payment shall be made as net 45 days from the date the invoice is received and approved by District business office. GUARANTEES AND WARRANTIES The successful bidder, in consideration of the bid price, guarantees that the workmanship and materials furnished under these specifications are in all respects first-class, and of such kind and quality that the improvements will remain in good condition for and during the entire period of maintenance. The period of maintenance shall begin upon the date of notification in writing to the vendor that the completed project has been accepted by the District, and shall continue for a period of twelve (12) months thereafter. The District shall be further provided with the full guarantee or warranty period and coverage normally provided by the manufacturer of the items to the extent they exceed 12 months. Warranties detailed in the specifications will override this section to the extent that they are greater.

5 INSTRUCTIONS FOR NON-COLLUSION AFFIDAVIT 1. This Non-Collusion Affidavit is material to any contract awarded pursuant to this bid. According to the Pennsylvania Anti-Bid Rigging Act. 73 P.S et. seq., governmental agencies may require Non-Collusion Affidavits to be submitted together with bids. 2. This Non-Collusion Affidavit must be executed by the member, officer or employee of the bidder who makes the final decision on prices and the amount quoted in the bid. 3. Bid rigging and other efforts to restrain competition, and the making of false sworn statements in connection with the submission of bids are unlawful and may be subject to criminal prosecution. The person who signs the Affidavit should examine it carefully before signing and assure himself or herself that each statement is true and accurate, making diligent inquiry, as necessary, of all other persons employed by or associated with the bidder with responsibilities for the preparation, approval or submission of the bid. 4. In the case of a bid submitted by a joint venture, each party to the venture must be identified in the bid documents, and an Affidavit must be submitted separately on behalf of each party. 5. The term "complementary bid" as used in the Affidavit has the meaning commonly associated with that term in the bidding process, and includes the knowing submission of the bids higher than the bid of another firm, any intentionally high or non-competitive bid, and any other form of bid submitted for the purpose of giving a false appearance of competition. 6. Failure to file an Affidavit in compliance with these instructions will result in disqualification of the bid.

6 NON-COLLUSION AFFIDAVIT Bid: Fire Extinguisher Inspections and Maintenance State of ) County of ) ) SS. I state that I am of (Title/Position) (Name of my firm) and that I am authorized to make this affidavit on behalf of my firm, and its owners, directors, and officers. I am the person responsible for my firm for the price (s) and the amount of this bid. I state that: (1) The price(s) and amount of this bid have been arrived at independently and without consultation, communication or agreement with any other contractor, bidder or potential bidder. (2) Neither the price(s) nor the amount of this bid, and neither the approximate price(s) nor approximate amount of this bid, have been disclosed to any other firm or person who is a bidder or potential bidder, and they will not disclosed before bid opening. (3) No attempt has been made or will be made to induce any firm or person to refrain from bidding on this contract, or to submit a bid higher than this bid, or to submit any intentionally high or non-competitive bid or other form of complementary bid. (4) The bid of my firm is made in good faith and not pursuant to any agreement or discussion with, or inducement from, any firm or person to submit a complementary or other non-competitive bid. (5), its affiliates, subsidiaries, officers, directors and employees are not currently under investigation by any governmental agency and have not in the last four years been convicted or found liable for any act prohibited by State or Federal law in any jurisdiction, involving conspiracy or collusion with respect to bidding on any public contract, except as follows: I state that understands and acknowledges that the above representations are material and important, and will be relied on by the NORTH HILLS SCHOOL DISTRICT in awarding the contract(s) for which this bid is submitted. I understand and my firm understands that any misstatement in this Affidavit is and shall be treated as fraudulent

7 concealment from the NORTH HILLS SCHOOL DISTRICT of the true facts relating to the submission of bids for this contract. SWORN TO AND SUBSCRIBED BEFORE ME THIS, DAY OF, 20 (Name) (Title/Position) Notary Public

8 NORTH HILLS SCHOOL DISTRICT INVITATION TO BID ON FIRE EXTINGUISHER INSPECTION AND MAINTENANCE SIGNATURE PAGE When bidder is an individual If the bidder is an individual trading under his own or a fictitious name, this Proposal must be signed by the individual owner and his exact Post Office Address must be given. If one other than the owner signs this proposal, then a notarized certificate of authority signed by the owner must accompany this Proposal. (Witness) (SEAL) (Bidder) Address Trading As (Fictitious Name) When bidder is a partnership If the bidder is a partnership trading under an individual or fictitious name, this Proposal must be signed by one or more of the partners and the exact names and Post Office Addresses of the members of the firm or partnership must be included. If one other than a partner signs this proposal, then a notarized certificate of authority signed by all the partners must accompany this Proposal. (Witness) (SEAL) (Bidder) Address Trading As

9 (Fictitious Name) When bidder is a corporation If the bidder is a corporation, this Proposal must be signed by the President or Vice-President or by an individual whose notarized certificate to execute must accompany this Proposal together with the names, titles, and business addresses of the President, Secretary and Treasurer which must appear on the said certificate. (CORPORATE ATTEST: SEAL) (Secretary) BY: (President) (CORPORATE SEAL) The is a corporation organized and existing under the laws of the State of and has (has not) been granted a Certificate of Authority to do business in Pennsylvania, as required by the Business Corporation Law, approved May 5, 1933, P.L. 364, as amended.

10 MAINTENANCE AND TESTING OF PORTABLE FIRE EXTINGUISHERS Introduction In order to ensure that they are available and operate properly when needed, both federal certification requirements and state licensure requirements mandate that educational facilities properly inspect, test and maintain their portable fire extinguishers [see NFPA 101(00), Sections 18/ and ; MSFC(07), Sec 906.2]. The successful bidder will provide annual, sixyear, hydrostatic testing, recharge, and repair services for all fire extinguishers per the Nation Fire Protection Agency. Applicable standards NFPA 101(00), Sec and MSFC(07), Sec require that portable fire extinguishers be inspected and maintained in accordance with NFPA 10, Standard for Portable Fire Extinguishers. NFPA 101(00), Sec references the 1998 edition of NFPA 10. MSFC(07), Chapter 45, on the other hand, references the 2002 edition of the standard. For purposes of this guide, all code references will be based on the 1998 edition of NFPA 10. Maintenance Maintenance is a thorough examination and repair, as needed, of our facility s portable fire extinguishers and is covered in NFPA 10(98), Sec Maintenance is required at least once a year more frequently when indicated by a routine monthly inspection, as discussed earlier. Maintenance is also required whenever extinguishers undergo hydrostatic testing. Because maintenance is required to include a thorough examination of the mechanical parts, extinguishing agent and expelling means of each portable fire extinguisher, it must be performed by an approved extinguisher servicing company. A more detailed look at what annual maintenance entails can be found in NFPA 10(98), Tables A (a) and A (b). It should be noted that new tamper seals are required to be installed whenever maintenance is performed on rechargeable fire extinguishers [see NFPA 10(98), Sec ]. Six-Year and Five-Year Maintenance Every 6 years, stored pressure fire extinguishers that require a 12-year hydrostatic test (e.g. dry chemical extinguishers) must be emptied and proper maintenance procedures performed [see NFPA 10(98), Sec ]. The exception to this rule is non-rechargeable extinguishers, which are required to be removed from service 12 years from the date of manufacture. Again, this maintenance must be performed by an approved extinguisher servicing company. Every 5 years, stored pressure fire extinguishers that require a 10- year hydrostatic test (e.g. carbon dioxide extinguishers) must be emptied and proper maintenance procedures performed. Hydrostatic testing At certain intervals, fire extinguishers are required to be pressure tested using water or some other noncompressible fluid to help prevent unwanted failure or rupture of the cylinder [see NFPA 10(98), Chapter 5]. This is called hydrostatic testing and includes both an internal and external examination of the cylinder. Because this testing requires

11 special training and equipment, it needs to be performed by an approved extinguisher servicing company. Hydrostatic testing intervals for fire extinguishers are outlined in NFPA 10(98), Sec. 5-2 and Table 5-2. Test intervals for some of the most commonly found extinguishers are as follows: Pressurized water, carbon dioxide and wet chemical extinguishers every 5 years Dry chemical extinguishers every 12 years Documentation Requirements Almost as important as conducting a required inspection, testing and maintenance are documenting the fact that it occurred. NFPA 10 requires that these services be properly recorded. The following are the documentation requirements of this specification. Annual Maintenance Specification Annual maintenance is required to be recorded on a tag or label attached to each extinguisher that indicates the month and year the maintenance was performed and the name of the person or company performing the service [see NFPA 10(98), Section 4-4.4]. In addition to the tag or label, a report by the fire extinguisher maintenance company is required to be submitted with the invoice for services performed. The date maintenance was last performed and by whom The date the extinguisher was recharged and by whom The date 6-year maintenance was last performed and by whom The date the extinguisher was hydrostatically tested and by whom Six-year maintenance is required to be recorded on a metallic label, or similar durable material, affixed to each extinguisher that indicates the month and year the maintenance was performed, the initials or name of the person performing the service and the name of the company they represent [see NFPA 10(98), Section ]. Old maintenance labels must be removed at the time any new labels are affixed to the extinguisher. Recharging Maintenance Specification When extinguishers are recharged, a tag or label must be attached to each extinguisher that indicates the month and year recharging was performed and the name of the company performing the service [see NFPA 10(98), Section 4-5.5[. In addition, each extinguisher that has undergone maintenance that includes an internal examination or has been recharged is required to have a Verification of Service collar installed around the neck of the extinguisher [see NFPA 10(98), Section ]. The exception to this rule is carbon dioxide extinguishers that have been recharged without removal of the valve assembly.

12 The Verification of Service collar, usually made of plastic, serves as visual proof that the extinguisher was disassembled and maintenance performed. It must be of a type that cannot be removed without the removal of the valve assembly and must include the month and year the service was performed. Hydrostatic Maintenance Specification NFPA 10(98), Sec requires that a permanent record is maintained for each cylinder tested. In addition; High-pressure cylinders (e.g. carbon dioxide) that pass the hydrostatic test must be stamped with the tester s identification number and the month and year of the test. Low-pressure cylinders (e.g. dry chemical, wet chemical, pressurized water) that pass the hydrostatic test must have the test information recorded on a metallic label, or similar durable material, affixed to each extinguisher that indicates the month and year the test was performed, the test pressure used, and the initials or name of the person performing the service and the name of the company they represent [see NFPA 10(98), Section 5-6.4].

13 All extinguishers are to be serviced and service date notated on a tag attached to the extinguisher. There are approximately 331 extinguishers to be serviced. Pricing for the service should include the vendor going to the facilities for the initial service. After the first service, if any servicing or repair is needed, the extinguishers will be brought by the vendor to their facility repair and then returned to the same location at the District facility. Listed on the following pages are quantities and types of extinguishers to be serviced. There is a space to price the inspection charge, recharge price and a price to hydrostatic test each type and size extinguishers. Recharging and hydrostatic tests are to be done only if needed. Sample extinguisher record: Provide an example fire extinguisher report for examination. Inspection Sites: North Hills Senior High School 53 Rochester Road, Pgh, PA North Hills Middle School 55 Rochester Road, Pgh, PA Highcliff Elementary School 156 Peony Ave. Pgh, PA West View Elementary School 47 Chalfont St. Pgh, PA McIntyre Elementary School 200 McIntyre Road, Pgh, PA Ross Elementary School 90 Houston Road, Pgh, PA NHSD Administration Center 135 Sixth Ave, Pgh. PA (three buildings) Martorelli Stadium 5336 Perrysville Ave, Pgh, PA

14 INSPECTION PRICING Enter a price in all appropriate spaces. Type of Extinguisher Quantity Inspection Type Price Total 1. 10# ABC 220 Annual Inspection Per Unit 17 6 YR Recharge Per Unit YR Hydrostatic Per Unit 2. 5# Halotron 5 Annual Inspection Per Unit 1 6 YR Recharge Per Unit 1 12 YR Hydrostatic Per Unit 3. 5# Halon 6 Annual Inspection Per Unit 2 6 YR Recharge Per Unit 1 12 YR Hydrostatic Per Unit 4. 9# Halon 1 Annual Inspection Per Unit 1 6 YR Recharge Per Unit 5. 10# Halon 3 Annual Inspection Per Unit 1 6 YR Recharge Per Unit 6. 10# CO2 8 Annual Inspection Per Unit 5 5 YR Recharge Per Unit 4 5 YR Hydrostatic Per Unit 7. 15# CO2 1 Annual Inspection Per Unit 0 5 YR Recharge Per Unit 0 5 YR Hydrostatic Per Unit 8. 5# CO2 6 Annual Inspection Per Unit 2 5 YR Recharge Per Unit 2 5 YR Hydrostatic Per Unit 9. 3# ANSUL 1 Annual Inspection Per Unit 10. Class K Wet Chem 6 6 Month Annual Inspection Per Unit 6 5 YR Recharge Per Unit 6 5 YR Hydrostatic Per Unit # Water 6 Annual Inspection Per Unit 6 Annual Recharge Per Unit 1 5 YR Hydrostatic Per Unit Replacement of valve stems unit price Replacements of gauges unit price Replacement of safety pins unit price Replacement of cabinet cover unit price COMPANY NAME: REPAIR PART PRICING TOTAL COST

15 INSPECTION PRICING Enter a price in all appropriate spaces. Type of Extinguisher Quantity Inspection Type Price Total 1. 10# ABC 220 Annual Inspection Per Unit # Halotron 5 Annual Inspection Per Unit 3. 5# Halon 6 Annual Inspection Per Unit 4. 9# Halon 1 Annual Inspection Per Unit 5. 10# Halon 3 Annual Inspection Per Unit 1 6 YR Recharge Per Unit 6. 10# CO2 8 Annual Inspection Per Unit 2 5 YR Recharge Per Unit 2 5 YR Hydrostatic Per Unit 7. 15# CO2 0 Annual Inspection Per Unit 0 5 YR Recharge Per Unit 0 5 YR Hydrostatic Per Unit 8. 5# CO2 6 Annual Inspection Per Unit 1 5 YR Recharge Per Unit 1 5 YR Hydrostatic Per Unit 9. 3# ANSUL 1 Annual Inspection Per Unit 10. Class K Wet Chem 6 6 Month Annual Inspection Per Unit 0 5 YR Recharge Per Unit 0 5 YR Hydrostatic Per Unit # Water 6 Annual Inspection Per Unit 6 Annual Recharge Per Unit 0 5 YR Hydrostatic Per Unit Replacement of valve stems unit price Replacements of gauges unit price Replacement of safety pins unit price Replacement of cabinet cover unit price COMPANY NAME: REPAIR PART PRICING TOTAL COST

16 INSPECTION PRICING Enter a price in all appropriate spaces. Type of Extinguisher Quantity Inspection Type Price Total 1. 10# ABC 220 Annual Inspection Per Unit 38 6 YR Recharge Per Unit 2. 5# Halotron 5 Annual Inspection Per Unit 3. 5# Halon 6 Annual Inspection Per Unit 4. 9# Halon 1 Annual Inspection Per Unit 5. 10# Halon 3 Annual Inspection Per Unit 6. 10# CO2 8 Annual Inspection Per Unit 0 5 YR Recharge Per Unit 0 5 YR Hydrostatic Per Unit 7. 15# CO2 1 Annual Inspection Per Unit 1 5 YR Recharge Per Unit 1 5 YR Hydrostatic Per Unit 8. 5# CO2 6 Annual Inspection Per Unit 1 5 YR Recharge Per Unit 1 5 YR Hydrostatic Per Unit 9. 3# ANSUL 1 Annual Inspection Per Unit 10. Class K Wet Chem 6 6 Month Annual Inspection Per Unit 0 5 YR Recharge Per Unit 0 5 YR Hydrostatic Per Unit # Water 6 Annual Inspection Per Unit 6 Annual Recharge Per Unit 0 5 YR Hydrostatic Per Unit Replacement of valve stems unit price Replacements of gauges unit price Replacement of safety pins unit price Replacement of cabinet cover unit price COMPANY NAME: REPAIR PART PRICING TOTAL COST

17 COMPANY NAME: ADDRESS: PHONE NUMBERS: Signature of Authorized Company Representative: Date: Federal ID# For more information or any questions concerning these specifications, contact

18 Questionnaire: 1. Has the bidder representative read and understood the specifications? Yes No 2. Has the bidder representative included NFPA certification for the inspectors? 3. Does the bidder representative understand where the NHSD locations where testing will take place? 4. Has an insurance certificate for general liability, workers compensation, and Yes No Yes No vehicle liability insurance been provided? Yes No 5. Has the non-collusion affidavit been included? Yes No 6. Has the signature page been included? Yes No 7. Has the cost response pages been included? Yes No 8. Has a sample of an inspection/maintenance report been included in the response? Yes No 9. Have three references with contact information been included? Yes No