ROSWELL INDEPENDENT SCHOOL DISTRICT P.O. Box 1437 Roswell, New Mexico General Bid Conditions

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1 ROSWELL INDEPENDENT SCHOOL DISTRICT P.O. Box 1437 Roswell, New Mexico General Bid Conditions BID # Fire Sprinkler Systems Inspections, Testing and Maintenance SEALED BIDS will be opened in the Roswell Independent School District s Business Office, 300 N. Kentucky, Roswell, NM 88201, Old Wing Room # 201 on September 21, 2:00 p.m. ACCEPTANCE OF CONDITIONS OF BID: NOTICE: TO BE A VALID BID, BID MUST BE SIGNED BELOW. The purchase of materials, equipment and services by the Roswell Independent School District is authorized by the Public Purchases Act of Chapter 13, Article 1-82 defines a responsible bidder in these words: "Responsible bidder" means a bidder who submits a responsive bid, and who has furnished, when required, information and data to prove that his financial resources, production or service facilities, personnel, service reputation and experience are adequate to make satisfactory delivery of the services, construction or items of tangible personal property described in the invitation for bids. The undersigned certifies that he/she has read and understood the following general conditions of bidding, and that the firm represented accepts the conditions and submits the attached bid proposal in full compliance with the General Bid Conditions and the applicable Bid Specifications. Name of Bidding Firm Signature of Owner, Partner, Officer or Authorized Agent (Note: TO BE A VALID BID, VENDOR MUST SIGN HERE) Printed Name of Signator Street/Mailing Address of Bidding Firm City, State and Zip Code address of Primary Contact for Bid Telephone Number of Bidding Firm New Mexico Resident Preference Certification Number

2 INSTRUCTIONS TO BIDDERS: The purchase of any and all supplies, materials or equipment by the Roswell Independent Schools, pursuant to any advertisement or request for bids is subject to the following terms and conditions: 1. SEALED BIDS: All bids must be submitted in a sealed envelope and shall not be considered if they are not received by the business office or the Superintendent of Schools prior to the time specified for the bid opening in the Advertisement for Bids. No proposals, once submitted, may be withdrawn until 90 days after the bid opening date. All sealed bids must be submitted on the bid documents or forms furnished by the school system. All proposals must be signed by a responsible and authorized person for the bidding firm and must be submitted in sealed envelopes marked on the outside as instructed in the invitation to bid, including the bid number. 2. BRAND NAMES: Bidder must specify the brand name, model description, size and name of manufacturer on each bid item. 3. DELIVERY AND LABELING: Delivery must be completed by the date set forth in the bid specifications. The time of delivery may be considered by the Board of Education, at its option, as a determining factor in awarding purchase contracts. ALL ITEMS MUST BE LABELED IN ACCORDANCE WITH INSTRUCTIONS ISSUED WITH THE PURCHASE ORDERS AND THERE SHALL BE NO CO-MINGLING OF ITEMS WITHIN A CARTON. Each carton, package or bundle must show the school district's Purchase Order number on the shipping label. Prices bid shall be f.o.b. our Central Warehouse, 508 West College, Roswell, New Mexico, Delivery of bid items will be on or before sixty (60) days after the date of Purchase Order. 4. TAXES: Attention of the bidder is invited to the fact that Roswell Independent Schools is exempt from all Federal Excise Taxes and is exempt from State and City Sales Tax on all products. The Business Office is fully prepared to furnish all necessary exemption certificates as required. 5. AWARD OF BID: Bids will be awarded to the company of bidder submitting the lowest bid which in the opinion of the Board of Education satisfactorily meets the specifications for each item offered. Award of bids will be on an item by item basis (except where otherwise specified or where combination bids are called for). The Board of Education reserves the right to accept or reject any or all bids item by item and waive any of all technicalities. The School District reserves the right to make multiple awards as necessary for adequate service. Award(s) will be made to the low responsible and responsive bid(s). 6. COMBINATION BIDS: Where combination bids or all or none bids are called for, bidders must fill in the unit and total price for each individual item within the combination. The Board of Education reserves the right to reject bids in the case of combination bids for which certain items are not priced and offered by the bidder. 7. QUANTITY: The Board of Education of Roswell Independent Schools reserves the right to increase the quantity of any or all items at the per unit bid in accordance with state school purchasing regulations. 8. ALTERNATE BIDS: Even though a particular manufacturer's name or brand is specified, bids will be considered on other brands or on the product of other manufacturers. If the alternate item offered is determined by the Board of Education, or its representatives, to be of a quality and utility equal to the particular brand or manufacturer specified and is determined to be suitable for the purpose it is to serve, the alternate bid will be considered. On all such bids, the bidder shall indicate clearly the product on which he is bidding and shall supply sufficient data and information with the bid to enable the Board of Education to make an intelligent comparison with the brand or manufacturer specified. It is required that bidders furnish samples of alternate items bid for evaluation and testing prior to bid opening to be considered for acceptance under this bid. 9. CONDITION OF PROPOSED ITEMS: All proposed items are to be new and of most current production unless otherwise specified. 10. SAMPLES OF PRODUCTS: Samples of products offered by the bidder are to be submitted by the bidder upon request of the Board of Education or authorized school officials. Samples may either be requested by direct communication, or in certain instances, may be required by the bid specifications. Samples, so required or requested, must be submitted to the Administration Office, 300 N. Kentucky, Roswell, New Mexico 88201, or as directed. Such

3 samples must be labeled with the name of the bidder, designation of the bid for which they are submitted and with the bid item number. All expense of any nature incurred in submitting bid samples must be borne by the bidder. Bidders are advised that the Board of Education will not pay for samples nor will it pay for samples soiled or damaged in the process of examination, inspection, testing or evaluation and bidders submitting samples do so with this understanding. Upon completion of testing and evaluation, and after award of contracts, bidders may pick up the unused samples, or upon written request, Board of Education employees will ship unused samples to the bidder at the expense of the bidder. The Board of Education assumes no special or contractual responsibility of the safekeeping of bid samples, although reasonable care will be exercised as a matter of course. All bid samples not claimed or picked up by the bidders within 90 days of the bid opening will become the property of the Roswell Independent Schools and will be utilized as the Board of Education or its authorized officials deem proper. Samples must be furnished in accordance with specifications in order to be tested by schools. 11. At the option of the Board of Education, performance bond may be required on purchase contracts or bid awards of more than $1, Bidders are cautioned that bid proposals not submitted on official bid documents included within this Bid packet furnished by the Roswell Independent Schools, not properly completed and filled in, not properly supported by required information and data and not properly signed will be deemed non-responsive and rejected. In cases of error in extending prices, the unit price shall be accepted as the price bid. 13. Bidders are cautioned that items must be furnished at the prices quoted in their bid proposal. No price increases will be permitted during the term of contract. In case of industry-wide price change on open-end bids, the successful bidder will notify the purchasing department and the open-end contract will be cancelled. The Bid will then be readvertised. 14. Installation of all items in the specifications shall be done by the owner; therefore, prices bid shall not include installation of any item. However, the price bid shall include all costs of assembly of equipment at the school/district office site. 15. Resident Business Certification or Resident Veteran Contractor Certification according to New Mexico State Statute sections NMSA Bids received with the resident business certification or resident veteran contractor certification will be deemed to be five percent lower than the bid actually submitted in order to determine the lowest bid. To receive a resident business or resident veteran contractor preference, the business must submit a copy of a valid resident business certificate or resident veteran contractor certification issued by the taxation and revenue department with their bid. This section shall not apply when federal funds will be used for the purchase. It is expected that state funds, not federal funds, will be used for the purchase. 16. Trade discounts will be considered in computing the low bid. Such discounts may be shown separately, but must be deducted by the bidders in calculating the unit price quoted. 17. Quantity Discounts should be included in the price of the item. Such discounts may not be considered where set out separately unless the bid invitations so specifies. 18. Transportation costs will be considered in computing the low bid, and must be computed into the bid price(s) and shown separately. 19. Nothing in this regulation shall be deemed to permit contract award to a bidder submitting a higher quality item than that designated in the invitation for bids if such bidder is not also the lowest bidder. Further, this regulation does not permit negotiations with any bidder. 20. Any bidder, offeror or contractor who is aggrieved in connection with procurement may protest to the central purchasing office. The protest shall be submitted in writing within fifteen calendar days after the facts or occurrences giving rise thereto.

4 21. When gross receipts taxes are applicable, they should not be included in the bid price, but should be added at the time of invoice. 22. This bid may be renewed annually for an additional three (3) years by agreement of both parties. The original year, plus renewal of three years, for a total of four years. Any agreement resulting from this bid may be terminated after a 30 day written notification to the operating address of either party. 23. This bid may be made available for use by other Education Institutions and Central Purchasing Offices within the State of New Mexico as called for in NMSA. 24. Please attach SDS (Safety Data Sheet) with each shipment. This is required per OSHA Hazard Communication Standard #29CFR1910 and SIC codes 20 through 39. Shipment will not be accepted without this attached. 25. The Contractor is required to carry general liability insurance in the amount of $1,000, and shall provide the District with a Certificate of Insurance. The above General Bid Condition items apply to this bid except those items with an X below: 1(_); 2(_); 3(X); 4(_); 5(_); 6(_); 7(_); 8(X); 9(_); 10(X);11(_); 12(_); 13(_); 14(_); 15(_); 16(_); 17(_); 18(_); 19(_);20(_); 21(_); 22(_); 23(_); 24(X_); 25(_)

5 ROSWELL INDEPENDENT SCHOOL DISTRICT F I R E S P R I N K L E R S Y S T E M S I N S PE C T I O N, T E S T I N G & M A I N T E N A N C E BID OPENING: SEPTEMBER 21, 2:00 PM LOCAL TIME Selection Schedule Dates Subject to Change Bid Release Date: September 6, 2018 Questions from Vendors Due: September 13, 2018 Responses to Vendor Questions: September 14, 2018 Submittals Due: September 21, 2018 at 2:00pm Local Time Successful Bidder Notified: Estimated October 10, 2018 FIRE SPRINKLER SYSTEMS INSPECTION, TESTING & MAINTENANCE THE INITIAL PERIOD IS NOVEMBER 1, 2018 THROUGH OCTOBER 31, 2019 Scope of Work: The successful vendor for this project will provide all required services and documents to inspect and report on the condition of RISD fire sprinkler systems as outlined in, and in full compliance with NFPA 25 relating to inspection, testing, and maintenance of water-based fire protection systems; NFPA 20 Chapter 11 Section 11-4 relating to centrifugal fire pumps, NFPA 72 Chapter 10 relating the national fire alarm code; and, NFPA 1 national fire alarm code relating to inspection, testing and maintenance being performed by qualified and trained personnel. Services under this quote only include annual and quarterly inspections of eighteen (18) fire sprinkler systems of the wet type with accompanying written reports and recommendations for needed maintenance repairs. Maintenance work and repair services are not a part of the scope of work under this quote. It is clearly understood that said maintenance work and repair services will be handled under separate quote and/or bid as determined by the RISD. Base Quote (#1) is for one Annual Inspection. Specifications also are to include provisions of sections entitled Maintenance Requirements Notification for Annual Inspections and Scheduled Testing and Maintenance Intervals for Annual Inspections, listed below and applicable provisions of NFPA 25, NFPA 20, NFPA 72 and NFPA 1. Base Quote (#2) is for three Quarterly Inspections as noted below, including reports and documentation to advise on recommended maintenance repairs as required per the applicable provisions of NFPA 25, NFPA 20, NFPA 72 and NFPA 1. Base Quotes #1 and #2 may be awarded to the same vendor or to multiple vendors dependent upon qualification and cost and terms deemed most beneficial to the Roswell Independent School District. Vendor imposed conditions to award all, or none of the work, will result in disqualification of said vendor, unless said vendor meets all other criteria and is considered the low submittal on both base quotes. Please note, inspections are to begin immediately. Procedures must include, but are not limited to, the following items: Base Quote # 1 - Annual Inspection: Requires applicable MS-12 N.M., MM-98 NM license, meets the certificate of fitness criteria required by the New Mexico State Fire Marshall s Office, and is able to demonstrate that the work to be performed is by a person or company that is licensed for such work by the State of New Mexico, and that makes installation or maintenance of such systems their principal business, as per Roswell Fire Department, Rule adopted March 14, 2003, pursuant to Uniform Fire Code Section 101.4, and Roswell City Ordinance 1322.

6 The Annual Inspection is due by September 30, Annual inspection of buildings (prior to freezing weather) per Section Annual inspection of hanger/seismic bracing per Section Annual inspection of pipes and fittings per Section Annual inspection of sprinklers per Section Annual inspection of spare sprinklers per Section Annual testing of main drain per Table Annual testing of antifreeze solution per section Base Quote #2 - Quarterly Inspections: Requires the knowledge and experience necessary to correctly perform inspections as noted in applicable sections of NFPA 25, NFPA 20, NFPA 72 and NFPA 1. Quarterly Inspections are due by: November 30, 2018; February 28, 2019; and May 31, Monthly inspection of gauges (dry, preaction, and deluge systems) per Sections and This item is to be conducted by vendor on the quarterly inspection schedule. 2. Monthly inspection of control valves per Table This item is to be conducted by vendor on the quarterly inspection schedule. 3. Monthly inspection of gauges (wet pipe systems) per Section This item is to be conducted by vendor on the quarterly inspection schedule. 4. Quarterly inspection of alarm devices per Section Quarterly inspection of hydraulic nameplate per Section Quarterly inspection of fire department connections per Table Quarterly/Semiannual testing of alarm devices per Section Maintenance Requirements Notification for Annual Inspections: (A written document to include the status of items listed below.) 1. To advise on needed maintenance of valves annually or as needed per Table To advise on obstruction investigation results at 5-year interval(s) or as needed per Sections and To advise on needed maintenance to low point drains (dry pipe system) annually prior to freezing and as needed per Section To advise on other related needed maintenance items resulting from monthly, quarterly, or annual inspections and testing. Scheduled Testing and Maintenance Intervals for Annual Inspections: (A written document to include the items listed below.) 1. A developed timeline for testing of gauges at 5-year intervals per Section A developed timeline for testing of sprinklers (extra high temperature) per Section A developed timeline for testing of sprinklers (fast response) at 20 years and every 10 years thereafter per Section A developed timeline for testing of sprinklers at 50 years and every 10 years thereafter per Section

7 Bidder Pre-conditions: The successful bidder for this project must provide proof of the following along with his/her submittal: 1. Copies of all applicable New Mexico licenses, along with the qualifying party s name, is required to perform services and work as described including applicable MS-12 N.M., MM-98 NM license, meets the certificate of fitness criteria required by the New Mexico State Fire Marshall s Office, and is able to demonstrate that the work to be performed is by a person or company that is licensed for such work by the State of New Mexico, and that makes installation or maintenance of such systems their principal business, as per Roswell Fire Department, Rule adopted March 14, 2003, pursuant to Uniform Fire Code Section 101.4, and Roswell City Ordinance Liability insurance in the minimum amount of $1,000,000.00; and, 3. Worker s Compensation Insurance coverage. ALL RISD SYSTEMS ARE OF THE WET TYPE WITH THE FOLLOWING LOCATIONS: Goddard High School - 4 Systems Roswell High School - 2 Systems: University High School - 2 Systems Admin. & Ed. Svc. Ctr. - 1 System Berrendo Mid School - 2 Systems Sierra Mid School - 3 Systems Berrendo Elem. 2 Systems Del Norte Elem. - 2 Systems East Grand Plains Elem. 1 System El Capitan Elem. - 1 System Military Heights Elem. 1 System Missouri Elem. 2 Systems Monterrey Elem. - 1 System Pecos Elem. 1 System Sunset Elem. 1 System Valley View Elem. 1 System Parkview Early Literacy Center 1 System

8 *If any new system is installed, it will be billed at the rate noted above for type system per the attached Bidder Quote Sheet. Length of Service: The Bid is to be based on cost(s) per system as indicated on the Bidder Quote Sheet. Prices will remain in effect for the period of one year; and may be renewed annually for a period up to three (3) years by agreement of both parties. The contract may be terminated by either party upon thirty (30) days written notice. Questions: Submit questions to Chris Thweatt, Procurement Officer, cthweatt@risd.k12.nm.us or phone: Any specification clarification will be issued via addendum signed by the District s purchasing agent.

9 Bidder Name: FIRE SPRINKLER SYSTEMS INSPECTION, TESTING & MAINTENANCE BIDDER QUOTE SHEET Annual Inspection No. of Systems Quote per System Total Cost September 30, BMS Pump 2 Sunset Pump 1 Total Quarterly Inspections No. of Systems Quote per System Total Cost November 30, BMS Pump 2 Sunset Pump 1 February 28, BMS Pump 2 Sunset Pump 1 May 31, BMS Pump 2 Sunset Pump 1 Total Comments: Current License Type: Current Certificate Type: License No.: Certificate No.: Company Name: Address: Phone: Signature: Date:

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11 IF MAILING YOUR BID Mail to the following address: Roswell Independent School District PO Box 1437 Support Services/Suite 201 ATTN: Chris Thweatt Roswell, NM Phone: (575) IF SENDING YOUR BID UPS/FEDERAL EXPRESS, ETC. Send to the following address: Roswell Independent School District 300 N. Kentucky Support Services/Suite 201 ATTN: Chris Thweatt Roswell, NM Phone: (575)