County of Ingham. Invitation for Bids (IFB) Packet # Fire Extinguisher, Fire Suppression, and Fire Alarm Services

Transcription

1 County of Ingham Invitation for Bids (IFB) Packet #28-15 Fire Extinguisher, Fire Suppression, and Fire Alarm Services Bids Due: March 24, 2015 at 11:00 A.M. Ingham County Purchasing Department E. Maple St. P.O. Box 319 Mason, MI Phone: (517)

2 1.0 INTENT Ingham County is seeking bids from experienced and qualified firms for the purpose of establishing a term contract for fire extinguisher, fire suppression, and fire alarm services. 2.0 SCOPE OF SERVICES a) Inspect, test, tag, maintain, service, and repair fire extinguishers monthly. b) Perform hydrostatic testing of pressurized water, dry chemical and carbon dioxide on all fire extinguishers annually. c) Recharge exhausted extinguishers with the appropriate chemicals and perform miscellaneous repairs and updates as required. d) Inspect and test fire hoses in accordance with the National Fire Protection Agency (NFPA) No e) Inspect and test semi-annually fire suppression in kitchen hoods in accordance with NFPA No. 96 guidelines. f) Inspect and test annually wet pipe fire sprinkler systems in accordance with NFPA No. 25 guidelines and Building Officials Code Administrators (BOCA) Fire prevention codes. The Ingham County Jail s wet pipe sprinkler system will be tested quarterly in accordance with the Michigan Department of Corrections guidelines. g) Inspect, test and clean annually, all smoke detectors, pull stations, heat detectors, duct smoke detectors, control panels, tamper switches, water flow detectors, horns and visual strobe devices, in accordance with the latest NFPA 72 Guidelines, Inspection, Testing and Maintenance, to ensure proper operation. h) Upon completion of inspecting and testing, reports shall be supplied to the owner for each location and shall include any deficiencies found with recommendations. Costs to repair any deficiencies shall be quoted separately. 3.0 FIRE EXTINGUISHER INSPECTION AND MAINTENANCE REQUIREMENTS This specification describes the requirements for the inspection and as-needed maintenance, repair, and recharging of portable fire extinguishers owned by Ingham County. The Contractor shall furnish, and deliver as required, services for the inspection and maintenance of various types of fire extinguishers throughout Ingham County as defined below. The estimated quantities of the various types and sizes of fire extinguishers provided in this IFB are the best information available to the County. If during the servicing of locations it is determined that other fire extinguishers exist, the bidder shall service the extinguishers, as required by the contract, at the rate bid in the enclosed Pricing Sheets. The reporting of the additional fire extinguisher service shall be provided to the Facilities Department. 3.1 Locations Portable fire extinguishers locations are shown on Attachment A. Ingham County reserves the right to add or delete locations. The County also reserves the right to add or delete fire extinguishers. Ingham County Purchasing Department Page 2

3 3.2 Types of Portable Fire Extinguishers Portable fire extinguishers covered under this service contract are types ABC, CO 2, Halon, and Class K. The estimated quantity of units to be inspected and maintained under this contract is shown on Attachment A. 3.3 Vendor Service Standards Contractor shall provide inspection, maintenance, repair, and recharging of all portable fire extinguishers, in accordance with The Standard for Portable Fire Extinguishers NFPA pages, 10-4, through 10-51, published by the National Fire Protection Association (NFPA). Unless otherwise designated, the latest edition or, where applicable, the edition as adopted by the local authority having jurisdiction shall apply. 3.4 Vendor Requirements/Qualifications a) The Contractor shall assign a trained, licensed technician(s) to provide this service, trained in providing portable fire extinguisher maintenance, servicing, testing and recharging. This technician(s) shall have the appropriate servicing manuals, proper type of tools, recharge materials, lubricants, expellants, and manufacturers recommended replacement parts. b) The Contractor shall ensure that each portable fire extinguisher is fully inspected, tested, tagged, recharged and functionally serviced during a specified annual period to ensure ongoing operational readiness of all units at all locations. c) All known deficiencies affecting extinguishing efficiency at any location shall be identified and reported in writing to the Facilities Department, upon completion of inspection at each location. Contractor s report shall include the type, capacity and location of the deficient units. d) The Contractor shall have a current certificate of registration with the State of Michigan Consumer & Industry Services, Office of Fire Safety and a Mechanical License with Fire Suppression. The Contractor's technicians assigned to this service shall be licensed by the State of Michigan to work on portable fire extinguishers. e) The Contractor shall provide a continuous on-site work force during regular working hours, until completion of scheduled annual maintenance and inspection of all portable fire extinguishers has been completed at the locations listed on Attachment A. The vendor shall make every effort to prevent interference with the daily activities of the building occupants during the service. For the purpose of this bid, regular working days are defined as between 8:00 a.m. and 5:00 p.m., Monday through Friday except on county observed holidays. Ingham County Purchasing Department Page 3

4 Service Requirements Contractor shall annually inspect, maintain and recharge, for a fully operable system, each portable fire extinguisher at each building location listed on Attachment A, at a time selected by the Facilities Department. 3.5 Annual Inspection a) Contractor shall verify that each portable fire extinguisher is fully charged, operable and advise the Facilities Department if hydrostatic testing is needed. Gauge pressures shall be in operable range. Nozzles, discharge valves, and hoses shall be unobstructed, and lock pins and dated tamper seals shall be in place. b) Contractor shall recharge dry chemical portable fire extinguishers if gross weight is less than manufacturer's recommendations. c) Halon-type portable fire extinguishers shall be filled only at the request of the Facilities Department. The Facilities Department may decide to replace this type of unit rather than refill. If requested by the Facilities Department, the Contractor shall recharge Halon-type units if pressure loss exceeds the manufacturer's operable range adjusted for temperature. The Contractor shall identify any Halon-type units in need of recharge. The Facilities Department will then decide whether to recharge or replace the unit. d) Contractor shall provide a hydrostatic test on each portable fire extinguisher, as required by NFPA , Table 5A, latest version. 3.6 Annual Maintenance/Repair a) Contractor's technicians shall perform maintenance of portable fire extinguishers in accordance with the manufacturer's published service procedures, using only refill extinguishing agents listed on the container and/or as recommended by the manufacturer. b) The Contractor shall notify the Facilities Department when any unit has been used and/or needs total replacement. c) Contractor shall not perform maintenance on any portable fire extinguisher if the cost of such repairs will exceed fifty percent (50%) of the current manufacturer's list price for the same type of unit with identical capacity. d) Contractor shall furnish all repair and replacement parts including but not limited to lock pins, nozzles, valves, seals, 0-rings, nitrogen cylinders, extinguishing agents, hoses, and adapters. Those parts furnished shall be matched to the manufacturer's published requirements. Instruction labels are to be replaced as needed during inspection. e) The Contractor shall perform repair services at the Contractor's locations. Ingham County Purchasing Department Page 4

5 3.7 Recharging Fire Extinguishers All recharging shall be performed by the Contractor in compliance with the manufacturer's authorized recharging procedures when regular or multi-purpose dry chemicals are recharged. The extinguishing agent shall be completely discharged, valve assembly removed, 0-ring replaced or lubricated, threads and sealing surfaces cleaned, container emptied and then filled with proper (free-flowing) agent, pressurized, sealed and locked. Recharge date shall be marked on tag. Testing shall be in accordance with ANSI/UL 77 and ANSI/UL 299, and NFPA , latest revision. Contractor shall also replace expellant cartridge when required on wheeled dry chemical units. 3.8 Inspection/Maintenance Tags When existing inspection tags are replaced, the Contractor shall attach State Fire Marshall approved labels or tags imprinted with the vendor name, address, telephone number, and month and year maintenance was performed on each extinguisher. This tag shall identify the person performing the service, indicate if recharging was performed, and show the date the test was completed, per NFPA , latest revision. All inspection tags replaced are to be all weather type tags. 3.9 Pricing Prices shall include travel required to and from respective building sites. Contractor's pricing, per unit, shall include the entire Contractor s overhead, including, but not limited to, trip related charges and mileage. Only the cost of the inspection, maintenance, repairs, recharging and parts will be paid under this contract. Bidders are to use only the Pricing Sheets included in this solicitation when submitting their bids Scheduling All inspections shall be performed at a date and time consistent with pre-established preventive maintenance schedules established by the Facilities Department. Each site inspection shall be scheduled with the Facilities Department, at least three (3) working days in advance of the inspection date. Inspections, pick ups, and returns of all units shall be performed between the hours of 8:00 A.M. and 4:00 P.M., Monday through Friday, except on county observed holidays. During the annual inspection, or as-needed, the vendor shall pick up and transport any portable fire extinguisher found that requires repair and/or recharging within 24 hours of identification. Unit shall be transported to the vendor's location, serviced, and returned to the original location within 48 hours of notification. Before transporting any unit, the vendor shall immediately replace the unit with an identical type unit of equal or greater capacity. Replacement units will be provided by the Contractor. Ingham County Purchasing Department Page 5

6 3.11 Material Warranty Parts furnished under this contract shall be the latest improved models in current production, as offered to commercial trade, and shall be of quality material. USED, SHOPWORN, DEMONSTRATOR, PROTOTYPE, RECONDITIONED OR DISCONTINUED MODELS OR MATERIALS ARE NOT ACCEPTABLE. The warranty period for Contractor provided materials shall be for a period of one (1) year after completion of the installation or within the manufacturer's warranty, whichever is the later period. The warranty period shall commence upon date of acceptance by the Facilities Department. Contractor shall provide the Facilities Department with all manufacturers' warranty documents upon completion of installation and prior to leaving the job site Performance Warranty Work performed under this contract shall meet all applicable requirements of the latest revision of ANSI/UL 77, ANSI/UL 299, and NFPA The Contractor shall guarantee all work included in the contract against any defects in workmanship; and shall satisfactorily correct, at no cost to Ingham County, any such defect that may become apparent within a period of one (1) year after completion of work. The warranty period shall commence upon date of acceptance by the Facilities Department Service Completion Confirmation The Contractor shall provide written confirmation to the Facilities Department within 48 hours of completion of this service that all portable fire extinguishers at each location have been identified, tested per the requirements stated in this specification, and an appropriate status tag attached to each unit Building Restrictions a) PARKING: The Contractor shall make arrangements with the Facilities Department to off-load tools and equipment at the job site. b) SECURITY: The Contractor shall be responsible for providing and updating a list of its employees working at any of the locations. Contractor shall comply with all security measures required by the Facilities Department Post Award Meeting Upon award, on a mutually agreeable date, the Contractor shall meet with the Facilities Department to review and approve inspection scheduling. At this meeting, the Contractor shall be prepared to provide a tentative date to accomplish the specified work. Upon completion of this meeting, the agreed-upon date to begin work will be provided in writing to the Contractor by the Facilities Department. Ingham County Purchasing Department Page 6

7 4.0 GENERAL BIDDING INFORMATION 4.1 Registering as a Vendor with Ingham County Bidders who have not registered their company with the County should do so by visiting or by calling the Purchasing Department at (517) for assistance. Vendors registering to provide goods and services to Ingham County under contract shall certify to their knowledge of the County's Equal Opportunity Employment/Nondiscrimination Policy, and of their agreement to comply, and shall disclose any conclusive findings of violations of Federal, State, or local equal opportunity statutes, ordinances, rules/regulations, or policies within the past three (3) years. 4.2 Due Date, Time & Place Bids will be received no later than 11:00 A.M., local time prevailing, on March 24, 2015 at which time they will be opened in public and read aloud in the: Ingham County Purchasing Department Attention: James C. Hudgins, Jr., Director of Purchasing PO Box E. Maple St. Mason, Michigan Proposals received at other locations or delivered after the due date and time will not be accepted and will be returned to the proposer. 4.3 Submission of Bids Responses to this IFB should be concise and must include all the requested information. Bidders are required to submit an original (clearly marked) along with two copies by the date, time, and place designated above. Bids must be submitted in a sealed, opaque envelope or package and clearly marked on the outside Packet No Fire Suppression, Fire Extinguisher & Fire Alarm Services. Be sure to include the name of your firm on the outside of the envelope or package. Bidders are also requested to submit an electronic version of their bid to packetresponse@ingham.org by the due date and time set above. The electronic submittal must contain Packet No Fire Suppression, Fire Extinguisher & Fire Alarm Services in the subject line. Should you have trouble submitting your electronic version please contact the Purchasing Department at (517) Ingham County Purchasing Department Page 7

8 Bidders shall complete and include with their submittals the following enclosed items: Local Purchasing Preference Form Bidder References Form Pricing Forms Signature Form Copies of any and all applicable licenses from the State of Michigan required to perform work under this contract. The Workplace Diversity Questionnaire is strictly optional. 4.4 Timely Submittals Time is of the essence and any bid or addenda pertaining thereto received after the announced time and date for submittal, whether by mail or otherwise, will be rejected. It is the sole responsibility of the bidders for ensuring that their bids received by the Purchasing Department. Bids and/or any addenda pertaining thereto received after the announced time and date of receipt, by mail or otherwise, will be returned to the bidder. Nothing in this IFB precludes the County from requesting additional information at any time during the procurement process. 4.5 Preparation of Bid All bids must be made on the required forms prepared and executed fully and properly. All fees and costs must be disclosed in the bid. Bids which do not completely address all the solicitation requirements will be considered non-responsive and may be excluded from consideration. Any exceptions shall be duly noted in the submittal. 4.6 Authority to Bind Firm in Contract Bidder shall provide the full legal firm name and address. Any bid that has not been manually signed will be deemed non-responsive and excluded from consideration. Firm name and authorized signature must appear in the space provided on the enclosed Signature Sheet. 4.7 No Submittal If you desire not to respond to this IFB, please forward your acknowledgment of NO BID SUBMITTED via an to Please also state the reason for not submitting a bid. Failure to comply may be cause for removal of your company's name from the vendor list for subject commodity. 4.8 Special Accommodations If you are an individual with a disability and require a reasonable accommodation, please notify the Purchasing Department at (517) , three (3) working days prior to need. Ingham County Purchasing Department Page 8

9 4.9 Local Purchasing Preference Policy The Ingham County Board of Commissioners (BOC) believes that its purchasing policies should encourage local vendors to provide goods and/or services to Ingham County government, resulting in increased economic activity through more local jobs, tax revenues, and expenditures, and to entice business relocations to the County. As such, in 2010, the BOC amended its purchasing policies to include a ten percent (10%) purchasing preference to qualified and registered local vendors who respond to solicitations for the purchase of goods and/or services. In Ingham County, a local vendor is defined as a vendor that operates a business within the legally defined boundaries of Ingham County. To be considered a local vendor, the vendor must provide a verifiable business address (not a PO Box) on the enclosed Local Purchasing Preference Sheet at which business is being conducted. The vendor must also agree to comply with all other policies and requirements of the County. More information about the Local Purchasing Preference Policy can be found at Advice of Omission or Misstatement In the event it is evident to a bidder responding to this IFB that the County has omitted or misstated a material requirement to this IFB and/or the services required by this IFB, the responding vendor shall advise Mr. James C. Hudgins, Jr., Director of Purchasing, at jhudgins@ingham.org of such omission or misstatement Notification of Withdrawal of Bid Bids may be withdrawn prior to the date and time specified for bid submission with a formal written notice by an authorized representative of the bidder. No bidder may withdraw a bid after the opening for a minimum period of ninety (90) days Rights to Pertinent Materials All responses, inquires, and correspondence relating to this IFB and all reports, charts, displays, schedules, exhibits and other documentation produced by the bidders that are submitted as part of the bid shall become the property of the County after the bid submission deadline Firm Pricing for County Acceptance The bid price must be firm for County acceptance for ninety (90) days from the bid opening date Cost of Preparation The County will not pay any costs incurred in the bid preparation, printing or demonstration process. All costs shall be borne by the bidders. Ingham County Purchasing Department Page 9

10 4.15 Standard Forms Any preprinted contract forms the Bidder proposes to include as part of the contract resulting from this solicitation must be submitted as part of the bid. Any standard contract provisions not submitted as part of the bid and subsequently presented for inclusion may be rejected. The County reserves the right to accept or reject in whole or in part any form contract submitted by a Bidder and/or to require that amendments be made thereto, or that an agreement drafted by the County be utilized Pre-opening Inquires/Response Any explanation desired by a bidder regarding the meaning or interpretation of this IFB and attachments must be requested to the Ingham County Purchasing Department, attention James C. Hudgins, Jr. at jhudgins@ingham.org, no later than 3:00 P.M. on March 16, Addendum(s) If it becomes necessary to revise any part of this IFB or if additional data is necessary to enable an exact interpretation of provisions of this IFB, an addendum will be issued to all vendors known to have received a bid. It is the responsibility of the bidder to ensure that he/she has received and signed all addendums prior to submitting a bid. No oral explanation or instruction of any kind or nature whatsoever given before the award of a contract to a bidder shall be binding Workplace Diversity Ingham County encourages, but in no way requires, its vendors to develop and maintain a diverse workforce that is reflective of the population of Ingham County. According to the U.S. Census Bureau, the statistics of Ingham County's population in 2005 was comprised of the following: White persons % Black or African American persons - 11% American Indian and Alaska Native persons - 0.6% Asian persons 4.3% Native Hawaiian and other Pacific Islander - 0.1% Persons of Hispanic or Latino origin - 5.9% Ingham County tracks vendor diversity information for statistical purposes with companies with which it does business. Reporting of this information to the County is optional and not all companies participate. Statistical information regarding workplace diversity is submitted to the County in a separate sealed envelope containing the notation STATISTICAL INFORMATION-NOT TO BE OPENED UNTIL AFTER THE AWARD OF THE CONTRACT. Upon receipt of these separate sealed envelopes, the Purchasing Department segregates the envelopes from the other bid documentation. The envelopes containing the statistical information are not opened until the award of the contract, and are not considered, in any way, in the award of any contract. Ingham County Purchasing Department Page 10

11 4.19 Prime Contractor Responsibilities The Contractor will be required to assume responsibility for all services offered in the bid whether or not they possess them within their organization. Furthermore, Ingham County will consider the selected Contractor to be the sole point of contact with regard to contractual matters, including payment of any and all charges resulting from the contract Independent Price Determination Non-Collusion By submission of a bid, the bidder certifies, and in the case of a joint bid each party thereto certifies as to its own organization, that in connection with this bid the prices of the bid have been arrived at independently without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other offer or with any competitor; unless otherwise required by law, the prices which have been quoted in the bid have not been knowingly disclosed by the bidder and will not be knowingly disclosed by the bidder to any competitor; no attempt has been made or will be made by the bidder to induce any other person or firm to submit or not to submit a bid for the purpose of restricting competition; and, the price quoted is not higher than that given to the general public for the same service Exceptions Bidders must submit a listing of any and all exceptions to this IFB. Suggested substitutions, printed forms, sample contracts etc. may be provided with the listed exceptions. 5.0 CONTRACTUAL TERMS AND CONDITIONS 5.1 Nondiscrimination Clause The Bidder who is selected as the Contractor, as required by law, and/or the Equal Opportunity Employment and Non-Discrimination Policy of Ingham County, shall not discriminate against an employee or applicant for employment with respect to hire, tenure, terms, conditions or privilege of employment, or a matter directly or indirectly related to employment because of race, color, religion, sex, sexual orientation, gender identity, national origin, disability, height, weight, marital status, age or political affiliation (except where age, sex or lack of disability constitutes a bona fide occupational qualification.) The Contractor shall adhere to all applicable Federal, State and local laws, ordinances, rules and regulations prohibiting discrimination, including, but not limited to, the following: The Elliott-Larsen Civil Rights Act, 1976 PA 453, as amended. The Persons with Disabilities Civil Rights Act, 1976 PA 220, as amended. Section 504 of the Federal Rehabilitation Act of 1973, P.L , 87 Stat. 394, as amended, and regulations promulgated there under. The Americans with Disabilities Act of 1990, P.L , 104 Stat 328 (42 USCA et seq), as amended, and regulations promulgated there under. Ingham County Purchasing Department Page 11

12 Breach of this section shall be regarded as a material breach of the agreement. Bidders shall disclose with their bids any conclusive findings of violations of federal, state, or local equal opportunity statues, ordinances, rules, regulations, or policies within the past three (3) years. 5.2 Indemnification and Hold Harmless The Bidder who is selected as the Contractor shall, at its own expense, protect, defend, indemnify, save and hold harmless the County of Ingham and its elected and appointed officers, employees, servants and agents from all claims, damages, lawsuits, costs and expenses including, but not limited to, all costs from administrative proceedings, court costs and attorney fees that the County of Ingham and its elected and appointed officers, employees, servants and agents may incur as a result of the acts, omissions or negligence of the Contractor or its employees, servants, agents or Subcontractors that may arise out of the agreement. The Contractor s indemnification responsibility under this section shall include the sum of damages, costs and expenses which are in excess of the sum of damages, costs and expenses which are paid out in behalf of or reimbursed to the County, its officers, employees, servants and agents by the insurance coverage obtained and/or maintained by the Contractor. 5.3 Insurance The Bidder who is selected as the Contractor shall purchase and maintain insurance not less than the limits set forth below. All coverage shall be with insurance companies licensed and admitted to do business in the State of Michigan and with insurance carriers acceptable to Ingham County and have a minimum A. M. Best Company's Insurance Reports rating of A or A- (Excellent). Worker's Disability Compensation Insurance including Employers Liability Coverage in accordance with all applicable Statutes of the State of Michigan. Commercial General Liability Insurance on an Occurrence Basis with limits of liability not less than 1,000,000 per occurrence and/or aggregate combined single limit. Coverage shall include the following: (A) contractual liability; (B) products and completed operations; (C) Independent Contractor s Coverage; (D) Broad Form General Liability Endorsement or Equivalent. Motor Vehicle Liability Insurance, including Michigan No-Fault Coverage, with limits of liability of not less than 1,000,000 per occurrence combined single limit Bodily Injury and Property Damage. Coverage shall include all owned vehicles, all non-owned vehicles and all hired vehicles. Additional Insured - Commercial General Liability Insurance, as described above, shall include an endorsement stating the following shall be Additional Insureds : The County of Ingham, all elected and appointed officials, all employees and volunteers, all boards, commissions and/or authorities and board members, including employees and volunteers thereof. Ingham County Purchasing Department Page 12

13 Cancellation Notice - All insurances described above shall include an endorsement stating the following: It is understood and agreed that thirty (30) days advanced written notice of cancellation, non-renewal, reduction and/or material change shall be sent to: Ingham County Purchasing Department, P. O. Box 319, Mason, Michigan Proof of Insurance - The Contractor shall provide to the County of Ingham at the time the contracts are returned by it for execution, two (2) copies of certificates of insurance for each of the and policies mentioned above. If so requested, certified copies of all policies will be furnished. 5.4 Applicable Law and Venue Any agreement resulting from this IFB shall be construed according to the laws of the State of Michigan. The County and Contractor agree that the venue for any legal action under this agreement shall be the County of Ingham, State of Michigan. In the event that any action is brought under any agreement resulting from the IFB in Federal Court, the venue for such action shall be the Federal Judicial District of Michigan, Western District - Southern Division. 5.5 Compliance with the Law Contractor shall render the services to be provided pursuant to this agreement in compliance with all applicable Federal, State, and local laws, ordinances, rules, and regulations. 5.6 Independent Contractor The Bidder who is selected as the Contractor shall be an independent Contractor. The employees, servants and agents of the Contractor shall not be deemed to be and shall not hold themselves out as employees, servants, or agents of the County and shall not be entitled to any fringe benefits received by the County s personnel, such as, but not limited to, health and accident insurance, life insurance, longevity or paid sick or vacation leave. The Contractor shall be responsible for paying all compensation to its personnel for services they have performed under this Contract and for withholding and payment of all applicable taxes to the proper Federal, State and local governments. 5.7 Living Wage Policy Ingham County policy requires vendors contracting with the County primarily to perform services to pay their employees a living wage if the following two (2) conditions apply: a) The total expenditure of the contract or the total value of all contracts the vendor has with the County exceeds 50,000 in a twelve-month calendar; and, b) The vendor employs five (5) or more employees. Ingham County Purchasing Department Page 13

14 In Ingham County, living wage is defined as an hourly wage rate, which is equivalent to 125% of the federal poverty level for a family of four. For 2015, living wage is per hour and is subject to change in subsequent years. Twenty percent (20%) of the living wage costs paid by the employer can be for an employee's health care benefits. This wage rate applies to part and fulltime employees who work on County contracts. See for more information. 6.0 EVALUATION, AWARD, & CONTRACTUAL PROCESS 6.1 Bid Evaluation An Evaluation Committee comprised of County staff will review the bids. This process typically takes 2-3 weeks from the bid opening date. 6.2 Presentations Upon receipt and evaluation of the responses, selected bidders may be required to make inperson presentations to the County. 6.3 Award of Contract It is the intention of the County to award a contract to the most responsible bidder provided that the bid has been submitted in accordance with the terms and conditions of the IFB. 6.4 Basis for Award Information and/or factors gathered during interviews, negotiations and any reference checks, in addition to the evaluation criteria stated in the IFB, if any, and any other information or factors deemed relevant by the County, shall be utilized in the final award. 6.5 Right of rejection The County reserves the right to reject any or all bids, to waive any informalities or irregularities in bids, and/or to negotiate separately the terms and conditions of all or any part of the bids as determined to be in the County s best interests at its sole discretion. 6.6 Notification of Award Upon acceptance by the County, the successful Bidder will be notified of award in writing by . Recommendations for awards will be posted on the County's website at All Bidders will be notified by of the County s decision. 6.7 Contract Term Three years with an option to renew for an additional 2-year period. Ingham County Purchasing Department Page 14

15 6.8 Contract Approval The Ingham County Board of Commissioners and other boards and committees must approve the contract resulting from this solicitation. This process typically takes 2-4 weeks from the date the successful Contractor is identified. 6.9 Contract Preparations The County will prepare a formal contract, if one is awarded, specific to this solicitation for execution by the successful Contractor. The County reserves the right to accept or reject in whole or in part any form contract submitted by a bidder and/or to require that amendments be made thereto, or that an agreement drafted by the County be utilized. This process typically takes two weeks from the date the Board has approved the contract Contract Execution The Contractor shall within ten (10) days of commencement of work under contract furnish the required insurance, and bonds, if required. Ingham County Purchasing Department Page 15

16 PRICING FORM Fire Extinguishers: Includes inspection tagging, recharging & hydrostatic testing LANSING LOCATIONS Extinguisher Type & Quantity Monthly Cost Annual Cost 911 Center 5# ABC (1), 10# ABC (4) FCHC 5# ABC (3), 5# CARBON DIOXIDE (1), 10# ABC (16) Grady Porter Building 10# ABC (29), 13# HALON (1), 10# CO2 (1) Human Services Facility 5# ABC (41), 10# ABC (32), CLASS K (2) Veterans Memorial Courthouse 10# ABC (21) Willow Teen Plaza 5# ABC (5) Youth Center 5# ABC (4), 10# ABC (1), CLASS K (2) Potter Park Zoo 5# ABC (6), 10# ABC (35), 10# CO2 (5), 2.5# ABC (37) FOR VEHICLES AND EQUIPMENT Ingham Academy 5#ABC (14), 7# ABC (1), 25# CLASS K (1), 10# ABC (4), 5# BC (1) MASON LOCATIONS Animal Control 10# ABC (4) Annex 2.5# ABC (1), 5# ABC (1), 10# ABC (8) Courthouse 5# ABC (7), 10# ABC (8) Drain Commissioner 5# ABC (2), 10# ABC (3) 55th District 5# ABC (1), 10# ABC (5) Hilliard Building 5# ABC (19), 10# ABC (6), 20# ABC (1), 10# CO2 (2), 9# HALON (3) 5# ABC (2) 10# ABC (28), 20# ABC (14), 10# Jail (includes kitchen and co-gen building) CO2 (3), 15# CO2 (3), 20# CO2 (1), 13# HALON (2) TOTAL: Fire Suppression In Kitchen Hoods LANSING LOCATIONS Type & Quantity Annual Cost Youth Center Ansul R101 20# dry chemical (2) 911 Ansul Fire Panel; Auto Zone Pu (2) Potter Park Zoo Badger L # Wet Chemical (2) Ingham Academy Ansul R102 3 Gallons wet chemical (2) MASON LOCATIONS Jail - Main hood Range Guard 4gal./4gal. tandem liquid chemical (Karbolay) (2) Wet Sprinkler Systems LANSING LOCATIONS Quantity Grady Porter Building 1 Human Services Building 1 Human Services phone room 1 Ingham Academy 1 Forest Community Health Center (FCHC) 1 Veterans Memorial Courthouse (includes Grady Porter Building) 1 Youth Center 1 MASON LOCATIONS Hilliard Building 1 Ingham County Jail Quarterly TOTAL: TOTAL: Annual Cost Ingham County Purchasing Department Page 16

17 PRICING FORM Fire Alarm MASON LOCATIONS s Annual Cost Ingham County Jail & Sheriff's Office Panel: Simplex 4100U /640 North Cedar Street Wheelock NAC 7 Mason, MI Duct Smoke Detectors 25 Heat Detectors 46 Photo Smoke Detectors 144 Pull Stations-single action 57 Water Flow Detector 1 Annunciator Panels 2 A/V signals 52 Visual Only 18 JAIL/SHERIFF TOTAL: s Annual Cost 55th District Court Panel: Edwards FSC model # FSC302IG/R Buhl Road Photo Smoke Detector 15 Mason, MI Pull Station-single action 4 A/V signals 6 Visual Only 3 55TH DISTRICT COURT TOTAL: s Annual Cost Animal Control Panel: First Alert Curtis Street Photo Smoke Detectors 9 Mason, MI Heat Detectors 7 Pull Stations-single action 2 A/V Signals 6 ANIMAL CONTROL TOTAL: s Annual Cost Hilliard Building Panel: National Time East Maple Street Photo Smoke Detectors 6 Mason, MI Pull Station-single action 15 Duct Detectors 6 A/V s 25 Tamper Switch 11 Flow Switches 5 Annunciator panel 1 HILLIARD BUILDING TOTAL: Ingham County Purchasing Department Page 17

18 PRICING FORM MASON LOCATIONS s Annual Cost Ingham County Courthouse Panel: Edwards South Jefferson Photo Smoke Detectors 105 Mason, MI Duct Detectors 4 Pull Stations-single action 9 A/V s 28 Flow Switches 2 Tamper Switches 3 COURTHOUSE TOTAL: LANSING LOCATIONS s Annual Cost Human Services Building Panel: Pyrotronics South Cedar Photo Smoke Detectors 27 Lansing, MI Duct Detectors 19 Pull Stations-single action 22 A/V s 68 Flow Switches 3 Tamper Switches 2 Panel: RP-101 Deluge Preaction Control Panel 1 Photo Smoke Detectors 3 Pull Stations 1 Flow Switches 1 Tamper Switches 1 HUMAN SERVICES BLDG TOTAL: s Annual Cost Veterans Memorial Courthouse (VMC) Panel: Simplex West Kalamazoo Photo Smoke Detectors 58 Lansing, MI Duct Detectors 65 Pull Stations-single action 32 A/V s 72 Visual Only 68 Flow Switches 2 Tamper Switches 11 VMC TOTAL: s Annual Cost Grady Porter Building Panel: Simplex West Kalamazoo Photo Smoke Detectors 39 Lansing, MI Duct Detectors 67 Pull Stations-single action 24 A/V s 84 Audible Signal 20 Visual Only 86 Flow Switches 2 Tamper Switches 8 GRADY PORTER BLDG TOTAL: Ingham County Purchasing Department Page 18

19 PRICING FORM LANSING LOCATIONS s Annual Cost Ingham County Family Center Panel: Simplex West Holmes Road Photo Smoke Detectors 3 Lansing, MI Duct Detectors 0 Pull Stations-single action 16 A/V s 5 Visual Only 4 Flow Switches 6 Tamper Switches 6 Hood Suppression System 1 IC FAMILY CENTER TOTAL: s Annual Cost Ingham County Youth Center Panel: National Time East Jolly Road Photo Smoke Detectors 11 Lansing, MI Duct Detectors 5 Pull Stations-single action 4 A/V s 5 Flow Switches 1 Tamper Switches 1 Hood Suppression System 1 IC YOUTH CENTER TOTAL: s Annual Cost 911 Center (Data & Office Area) Panel: Siemens Control Panel Model #FS-250 addressable 1 Lansing, MI Photo Smoke Detectors 27 Manual Stations 3 Heat, Temp 1 Duct, Photo 2 Horn Stobes 26 Strobes 8 Panel: Ansul Fire Panel Model #AutoPulse Z- 10: This has its agent storage container assembly # Photo Smoke Detectors 2 Abort Switch 1 Horn Stobes CENTER TOTAL: Ingham County Purchasing Department Page 19

20 PRICING FORM LANSING LOCATIONS s Annual Cost Potter Park Zoo (Discovery/Feline/Bird & RPanel: Faraday Firewtch Lansing, MI Duct Detector 3 Pul Stations - Single Action 0 A/V s 3 Visual Alarm 1 Panel: Faraday Firewtch Photo Smoke 20 Pull Stations-Single Action 3 A/V s 7 Panel: Faraday Firewtch Photo Smoke 6 Duct Detector 1 Pull Stations-Single Action 0 A/V s 2 PPZ TOTAL: s Annual Cost FCHC Panel: Simplex Model 4020 Lansing, MI Manual Station 15 Photo Smoke Detectors 54 Door Holders 4 Duct Detectors 12 Waterflow 1 Tamper 1 Horn/Strobes 23 Strobes 21 FCHC TOTAL: OVERALL TOTAL Fire Hoses, Cost per foot: Total Annual Inspection of Hoses Including Un-Rack and Re-Rack: Ingham County Purchasing Department Page 20

21 LOCAL PURCHASING PREFERENCE FORM (Please type or print clearly in ink only) IFB #28-15 Fire Extinguisher, Alarm and Suppression Services 1. Do you desire to have your company considered a local vendor and therefore have your bid evaluated with the 5% local purchasing preference? Yes No 2. If yes, please provide the verifiable business address (not a PO Box) at which your business is being conducted? 3. Company Name: 4. Company Address: 5. Company Phone: 6. Fax: 7. Contact Name/Title: 8. Contact Phone/Fax: 9. Name and title of person authorized to sign on behalf of your company: 10. Signature/date: Ingham County Purchasing Department Page 21

22 BIDDER REFERENCE FORM (Please type or print clearly in ink only) IFB #28-15 Fire Extinguisher, Alarm and Suppression Services The Contractor shall have the capability and capacity in all respects to fulfill the contractual requirements to the satisfaction of the County. Indicate the length of time you have been in business as a company providing the type of service required for this contract. years months Provide a minimum of three (3) references that may substantiate your past work performance and experience in the type of work required for this contract. Name, Address, Phone Number, Scope of Services Performed and Contact Person ***Be sure to include copies of any and all applicable licenses from the State of Michigan required to perform work under this contract*** Ingham County Purchasing Department Page 22

23 SIGNATURE SHEET (Please type or print clearly in ink only) IFB #28-15 Fire Extinguisher, Alarm and Suppression Services My signature certifies that the bid as submitted complies with all terms and conditions as set forth in this solicitation, except as noted herein. My signature also certifies that the accompanying bid is not the result of, or affected by, any unlawful act of collusion with another person or company engaged in the same line of business or commerce. I hereby certify that I am authorized to sign as a representative for the firm: Complete Legal Name of Firm: Order from Address: Remit to Address: Fed ID No.: Signature: Name (type/print): Title: Telephone: ( ) Fax No.: ( ) Date: Bid Award Notification sent to: of person receiving Award Notification: Ingham County Purchasing Department Page 23

24 WORKPLACE DIVERSITY QUESTIONNAIRE - OPTIONAL (Please type or print clearly in ink only) IFB #28-15 Fire Extinguisher, Alarm and Suppression Services The Ingham County Board of Commissioners recognizes the importance of purchasing goods and services from vendors who are committed to creating a diverse work environment which values and utilizes the contribution of employees from different backgrounds, experiences and perspectives. As such, the County actively encourages supplier relationships with women-, minority-, disabled-, and veteran-owned business enterprises that can provide competitive prices, quality and service. The County also strongly encourages employers to employ an equally diverse workforce. To that end, the County requests vendors to submit as part of their response to any formal IFBs, the following workplace diversity information. Vendors are encouraged to complete as much information as possible. This information will be used for statistical purposes only. 1. What percentage of your firm s workforce is: African American % Asian Pacific Islander % Caucasian % Hispanic % Native American % Subcontinent Asian (Indian) % 2. What percentage of your firm s workforce is female? % 3. What percentage of your firm s workforce is physically-disabled? % 4. If your business is at least 51% owned by one of the following individuals, please check all that apply: Female Minority Disabled Veteran Firm Name: Date: Signature: Name (print): Ingham County Purchasing Department Page 24