RFP# FOR: PRICE AGREEMENT FOR FIRE SYSTEM REPAIRS, INSPECTIONS, PARTS, AND NEW EQUIPMENT BIDDER NAME AND ADDRESS:

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1 REQUEST FOR PROPOSALS THIS IS NOT AN ORDER DALLAS COUNTY COMMUNITY COLLEGE DISTRICT RFP# FOR: PRICE AGREEMENT FOR FIRE SYSTEM REPAIRS, INSPECTIONS, PARTS, AND NEW EQUIPMENT BIDDER NAME AND ADDRESS: PRICE F.O.B. as noted (various locations attached) RETURN BID TO DALLAS COUNTY COMMUNITY COLLEGE DISTRICT PURCHASING DEPARTMENT - WEST BUILDING THIS ADDRESS 4343 IH 30 Mesquite TX PROPOSAL DUE TIME AND DATE NO LATER THAN 2:00 P.M. ON JUNE 23, 2016 Proposals with firm pricing are sought for the inspection, repair, and purchase of fire systems components and equipment for all DCCCD locations listed herein for a three-year period expected to begin August 1, The objectives of this solicitation include: (1) to satisfy ALL current code requirements for the periodic certified inspection and/or testing by a State of Texas licensed contractor of all equipment related to life safety including, but not limited to, sprinkler systems, electronic alarm panels, smoke detectors, pull stations, a/v units, emergency lighting, exhaust and suppression systems, extinguishers, etc., (2) to repair applicable equipment as needed, based on time and materials, (3) to obtain a percentage discount from MSRP to provide new equipment at any time during this agreement to replace or supplement existing equipment, inclusive of the quoted manufacturer's entire current product line plus any additional product offerings that may occur during the life of this agreement, with quoted discounts to remain in effect for any subsequent manufacturer's published price lists, and (4) to install, upon request, any new equipment purchased based on time and materials as quoted herein. Award of this Request For Proposal is expected to be all-or-none to a single bidder. Bidders must be factory-authorized for both sales and service for any brand offered. Attached are estimated inventories of DCCCD fire systems equipment and extinguishers. It is DCCCD's expectation that the awardee shall maintain all equipment associated with this bid in the best possible condition and also that the awardee ensure DCCCD s compliance with all safety codes and requirements of the various municipalities in which its operations are located, both prevailing and as they may be amended during the life of this award. Successful proposer must provide proof of insurance as detailed on page 2. IF QUOTING VIA A PROCUREMENT COOPERATIVE, STATE HERE THE NAME OF THE CO-OP AND THE CONTRACT NUMBER AS APPLICABLE Contact Steve Overby at 972/ for questions regarding this solicitation for proposals. THE UNDERSIGNED AGREES THAT THIS BID IS AN OFFER TO SELL THE PRODUCTS OR SERVICES LISTED HEREON OR ATTACHED IN ACCORDANCE WITH THE TERMS AND CONDITIONS LISTED HEREON OR ATTACHED HERETO. PAYMENT TERMS ARE NET 30. THE COMPANY SUBMITTING THIS BID HEREBY AFFIRMS THAT (1) ITS NAME DOES NOT APPEAR AS A DEBARRED VENDOR IN THE FEDERAL EXCLUDED PARTY LIST SYSTEM OR EQUIVALENT LIST GENERATED BY THE STATE OF TEXAS, AND (2) IT WILL PROMPTLY NOTIFY THE PURCHASING DEPT SHOULD ITS NAME APPEAR ON EITHER LIST WHILE DOING BUSINESS UNDER THIS SOLICITATION. BID SUBMITTED BY: (SIGNED) NAME: (PRINTED) TITLE: PHONE/FAX: /

2 NOTICE TO PROPOSERS / BIDDERS THE TERMS AND CONDITIONS BELOW AND ANY ATTACHMENTS APPLY TO AND BECOME A PART OF THESE TERMS AND CONDITIONS OF THIS BID. ANY EXCEPTIONS MUST BE IN WRITING. THIS BID CONSTITUTES AN OFFER TO SELL TO THE DALLAS COUNTY COMMUNITY COLLEGE DISTRICT ( District ) PRODUCTS OR SERVICES LISTED HEREON OR ON ANY ATTACHMENTS. 1. Proposals are to be submitted on this form. Each proposal is to be signed, placed in an envelope, sealed and identified with the bid title, number, due time and date and delivered to the District Purchasing department on or before the date specified. 2. Bids must show the full name and address of the bidder, please correct if different from the name and address shown on this bid request. Unsigned bids will be disqualified. Person signing bid must show title or authority to bind their firm to this offer. 3. Bid unit price on quantities specified, extend and show total. In case of errors in extension, unit prices shall govern. 4. Prices must be F.O.B. destination, inside delivery. No C.O.D. or collect freight shipments will be accepted. 5. Unless otherwise noted, bid prices must be firm for acceptance ninety (90) days from the bid opening date. 6. Unless specified otherwise, any catalog, brand name or manufacturer's reference used in the bid is descriptive; not restrictive; it is intended to indicate the type and quality desired. Bids on brands of like nature and quality will be considered. If bidding on other than referenced specifications your bid must show the specifications, manufacturer, brand, model, etc. of the product being offered. If other than brand(s) specified is offered, complete descriptive information of each product being bid must be included with your bid. If bidder takes no exception to specifications or reference data, the bidder will be required to furnish brand names, models, etc. as specified. Products delivered that are determined by the District, not to be of equal or comparable quality to the requested articles, shall be picked up by the vendor at no expense to the District and replaced with the product specified at the same price as bid. 7. Unless otherwise specified on the bid request, all products bid and provided under a subsequent order or contract must be new, in first class condition, including containers suitable for shipment and storage. 8. Bid must show the number of days required to make delivery of the products to or complete the services at the specified location under normal conditions after the receipt of an order (ARO). Failure to state the delivery time obligates the bidder to make delivery within fourteen (14) calendar days after receipt of an order. Delivery shall be made between the hours of 8:30 a.m. and 4:00 p.m., Monday through Friday, except on holidays. The District cannot and will not accept tailgate delivery at a building entrance unless specified otherwise. The right is reserved to reject incorrect or damaged shipments. 9. The successful bidder shall provide the following services and requirements at no additional cost above the initial bid price on machinery, appliances and furniture: Provide transportation of the products to the building, placing the products in the proper location within the building, uncrating, complete assembly and adjustment by trained installation and removal of all debris. Machinery is to be complete and made ready for electrical and/or fluid service connections by the District. After connection of utilities, the bidder is to check out and correct any malfunction. The bidder is to provide all materials, equipment, tools and labor to place machinery in top operating condition or to fully assemble furniture to the satisfaction of the District 10. As a political subdivision of the State of Texas, the District hereby certifies it is exempt from the payment of property, sales, use, franchise, excise or other taxes for property or services purchased for its use. The District will collect and remit applicable taxes when property is purchased for resale. 11. Bids cannot be altered, amended or withdrawn after opening time without approval of the District's Director of Purchasing. 12. Products or services bid and provided under any subsequent orders must conform to appropriate local, State, and Federal ordinances, statutes and regulations governing the manufacture, sale, safety and installation of the products or provision of services. 13. By signing this bid, the bidder certifies and represents to the District that: (a) Bidder has not conferred or agreed to confer any pecuniary benefit or any thing of value for the receipt of special treatment, advantage, information, recipients decision, opinion, recommendation, vote or any exercise of decision concerning this bid. (b) To the best of its knowledge, bidder does not employ, either full or part time, owner, officer, director, stockholder, subcontractor, or members of their immediate family, are members of the Board of Trustees or an employee of the District. 14. Bidders must give advance notice to the District if the person or an owner or operator of the business entity has been convicted of a felony. The notice must include a general description of the conduct resulting in the conviction of a felony. This requirement does not apply to a publicly held corporation. 15. Upon request from the District, Bidder agrees to provide: (a) a listing of the names of its owners, officers, key employees, major stockholders, any partners of the company, any subcontractors; and/or (b) a financial statement that shows the present and historical financial condition of Bidder. 16. The District is an equal opportunity employer and does not discriminate in awarding of contracts or employment of persons because of their race, color, age, national origin, religion, sex, disability, sexual orientation, or any other characteristic protected by law. The District requires companies with which it conducts business to be equal opportunity employers and comply with all applicable federal, state and local laws and regulations regarding contracting and employment practices. 17. The District will evaluate the bids and make an award(s) to one or more companies based on the company(s) that submit the lowest and best bid. Payment terms will be included in determining the lowest and best bid. 18. The District reserves the right to accept or reject all or any part of any bid, waive technicalities and award the bid to best serve the interests of the District. 19. The District makes payment upon receipt of properly executed invoices and verification of delivery from the consignee. Any earned discounts will be calculated from the date of delivery or the date of invoice, whichever is most current. 20. Subject to verification of the same or lower prices and conditions as bid, the District reserves the right to purchase additional quantities of products or services as listed on this bid for the same or additional locations. 21. The successful bidder, in addition to the warranties provided by law, shall expressly warrant that the products or services to be delivered and provided under any subsequent order, will be in full conformity with the specifications, plans and/or any approved samples submitted. This warranty shall survive acceptance of the articles or services and the successful bidder shall bear the cost of inspecting or testing articles rejected, including removal and replacement costs. Additionally, the successful bidder shall warrant that the products to be delivered or services provided will not infringe on any valid patent, trademark, trade name, or copyright. The successful bidder shall also agree that nothing contained herein or any subsequent purchase orders, agreements or contracts shall exclude or affect the operation of any implied warranties otherwise arising in the favor of the District. 22. Any purchase order or contract resulting from this bid request, may not be assigned to any other party without the express written consent of the District. 23. Any purchase order or contract resulting from this bid request is a commitment by the District of funds in its current budget. The District will exercise its best efforts to obtain and appropriate funds for subsequent budget periods. Provided, however, the District reserves the right to terminate any outstanding purchase order or contract at the end of the budget period. 24. Parties making deliveries to, or performing services at, the District s sites must carry public liability, property damage and Worker Compensation insurance with carriers authorized to provide such insurance under the laws of the State of Texas. Minimum requirements: (a) Commercial General Liability- $100,000 bodily injury and $100,000 property damage; (b) Automobile Liability - $100,000 bodily injury and $100,000 property damage. Upon request from the District, the successful bidder shall provide the District with a certificate of insurance, naming the District as certificate holder. 25. The successful bidder shall indemnify, defend, and hold harmless the District, members of the Board of Trustees, and the District's officers, directors, employees, agents, successors and permitted assigns from and against any and all asserted, or threatened claims and all related losses, expenses, damages, costs and liabilities, including without limitation, personal injury, bodily injury, or property damage and/or reasonable attorneys' fees and expenses incurred in investigation or defense, arising out of or related to any act or omission by the successful bidder or its employees, invitees, agents, suppliers or subcontractor. 26. Contractor shall exercise reasonable and prudent care in engaging its employees or subcontractors to assure they have suitable character, honesty and disposition to work in an educational environment. Contractor's employees and those of any subcontractor shall be expected to exhibit professional conduct at all times. 27. This bid request, and any subsequent purchase orders, agreements or contracts shall be governed by, and any disputes shall be settled pursuant to, the laws of the State of Texas with exclusive venue in Dallas County, Texas. 28. Persons submitting a response to this solicitation must comply with all applicable laws, ordinances and regulations including the provisions of the State of Texas Government Code Chapter 176. As applicable, the person submitting the response must complete and submit a Conflict of Interest Questionnaire form CIQ, in a format approved by the Texas Ethics Commission. The form is to be sent to the Vice Chancellor of Business Affairs, Records Administrator, District Service Center, Dallas County Community College District, 4343 IH-30, Mesquite, Texas A copy of the form can be found at the Texas Ethics Commission web site. 29. Bids will not be accepted that are unsigned, delivered to the Purchasing Department after the specified date and time, or submitted by electronic or facsimile transmission. 30. It is the sole responsibility of the bidder to assure that its bid or proposal is delivered to the Purchasing Department office prior to the deadline date and time. The District is not responsible for delays caused by delivery of a bid or proposal to a District location other than the Purchasing Department.

3 SPECIFICATIONS RFP #12289 All proposers (also referred to as Bidders) are invited to conduct site visits at each location listed herein. Failure to do so will not excuse the successful proposer from satisfying all requirements as outlined in this solicitation. Proposers are to schedule their own site visits by appointment only through the contacts shown. Bidders must include with their bid response copies of their State of Texas certifications. If bidders do not perform inhouse DOT-certified hydrostatic testing for applicable equipment within their own facilities, their bid response must include details of their intended subcontractor for this purpose PLUS a copy of that subcontractor's State of Texas certification. DCCCD reserves the right to inspect any bidder's and/or subcontractor's facilities at any time during bid evaluation or during the life of the agreement. The Contractor must provide written notice to the District prior to any changes in subcontractors for work not performed directly by the Contractor. The successful proposer ( Contractor ) must provide on-site response to routine repair calls within 24 hours of notification, and response to emergency repair calls within 2 hours of notification day or night unless other arrangements are made with the applicable Director of Facilities Services. All inspections, equipment tests, and any subsequent repairs shall be performed in conformance with the equipment manufacturer's specifications, the latest issue of NFPA, and fire codes of the authority having jurisdiction. Contractor is to inform the listed contact of any deficiencies found during an inspection prior to leaving the premises. A computer-generated report is to be provided to the listed contact within thirty days after completion of all inspections/tests at each site. The report shall verify equipment functionality prior to payment authorization. The report and/or other documentation is expected to define for each location the most current and complete equipment inventory possible for that location. Bidders are to submit sample reports with their bid response which include, at minimum, the following components of information: A Service Report is to be provided to, and must be signed by, the specified Facilities Services contact or designee for each service/trouble call prior to the technician(s) leaving the site. It is to include a summary of services performed, date of the call, name of the technician(s) who performed the service, length of time of the service call, and whether services rendered are covered under contract or chargeable. Annual Fire Alarm Executive Summary Service Report is to include summary of services performed, system status, deficiencies, date of the inspection, name of the technician(s) who performed the service, and a proposal for the scope of work and cost to correct any deficiencies. Annual Fire Alarm Inspection Report for each system is to include information for the monitoring company: signaling line circuits, notifications made prior to testing, fire alarm panel, power supplies, notification appliances, supervising station monitoring, notifications of completed testing, devices inspected and status, list of deficiencies, date of inspection, and name of the technician(s) who performed the services. Annual Fire Sprinkler Inspection Report for each system is to include general information: control valves, water supplies, tanks, pumps, FD connections, wet systems, dry systems, special systems, alarms, sprinklers, piping, explanation of deficiencies, suggestions for improvements, adjustments or corrections made, date of inspection, and name of the technician(s) who performed the services. Annual Fire Extinguisher Inspection Report is to include all extinguisher types and sizes, date of manufacture, serial number, extinguisher location, service performed, next hydro test due date, next six-year due date, any notes, date of the inspection, and name of the technician(s) who performed the services. THE CONTRACTOR IS TO PROVIDE A CURRENTLY-CERTIFIED "LOANER" FIRE EXTINGUISHER FOR THE DURATION WHEN A UNIT MUST BE REMOVED FROM A DISTRICT LOCATION FOR ANY REASON. SPECIAL NOTE: PROPOSERS ARE HEREBY ADVISED THAT THE CONTRACTOR IS RESPONSIBLE FOR THE TURNKEY MAINTENANCE AND FUNCTIONALITY OF DCCCD FIRE PROTECTION SYSTEMS AND EQUIPMENT. SHOULD THE PROVISION OF PROPRIETARY ELECTRONIC PARTS, ASSOCIATED PROGRAMMING OR RE- PROGRAMMING THEREOF, AND/OR LABOR CHARGES RELATED TO THE INSTALLATION OR SERVICING OF SUCH PROPRIETARY ITEMS, REQUIRE SUBCONTRACTING WITH OTHER PARTIES, IT IS THE CONTRACTOR S RESPONSIBILITY TO ACCOMPLISH SUCH SUBCONTRACTING IN ORDER TO MAINTAIN FULL SYSTEM/EQUIPMENT OPERATION AND FUNCTIONALITY OF APPLICABLE DCCCD SYSTEMS. The contractor must check in and out through the campus Facilities Services Department any time they are on DCCCD premises. 3

4 CAMPUS LOCATIONS AND FACILITIES SERVICES CONTACTS BROOKHAVEN COLLEGE 3939 Valley View Lane, Farmers Branch, TX Garry Hodges, Associate Director 972/ CEDAR VALLEY COLLEGE 3030 North Dallas Avenue, Lancaster, TX Tom Lanese, Building Operations Supervisor 972/ CEDAR VALLEY COLLEGE CEDAR HILL CENTER 207 North Cannady Drive, Cedar Hill, TX EASTFIELD COLLEGE 3737 Motley Drive, Mesquite, TX Michael Brantley, Director of Facilities Services 972/ EASTFIELD COLLEGE PLEASANT GROVE CAMPUS 802 South Buckner Boulevard, Dallas, TX EL CENTRO COLLEGE 801 Main Street, Dallas, TX Mike Johnson, Building Operations Supervisor 214/ EL CENTRO COLLEGE ALLIED HEALTH CENTER 301 North Market Street, Dallas, TX EL CENTRO R BUILDING 701 Elm Street, Dallas, TX EL CENTRO COLLEGE WEST CAMPUS 3330 North Hampton Road, Dallas, TX EL CENTRO COLLEGE BILL J. PRIEST CAMPUS 1402 Corinth Street, Dallas, Texas Felipe Ibarra, Building Operations Supervisor 214/

5 MOUNTAIN VIEW COLLEGE 4849 West Illinois Avenue, Dallas, TX Ronnell Suggs, Associate Director 214/ NORTH LAKE COLLEGE 5001 North MacArthur Boulevard, Irving, TX Steve Schellenberg, Assistant Director of Facilities Services 972/ NORTH LAKE COLLEGE NORTH CAMPUS 101 South Royal Lane, Coppell, TX Beth Langer, Assistant Director of Facilities Services 972/ NORTH LAKE COLLEGE SOUTH CAMPUS 1081 West Shady Grove Road, Irving, TX NORTH LAKE COLLEGE WEST CAMPUS 1401 Royal Lane West, DFW Airport, TX RICHLAND COLLEGE Abrams Road, Dallas, Texas David Lewis, Building Operations Supervisor 972/ RICHLAND COLLEGE GARLAND CAMPUS 675 West Walnut Street, Garland, TX DISTRICT SERVICE CENTER 4343 IH 30, Mesquite, Texas Ron Woodson, Facilities Services Manager 972/ DISTRICT ADMINISTRATIVE OFFICES 1601 South Lamar Street, Dallas, Texas Ron Woodson, Facilities Services Manager 972/ LECROY CENTER / CET 9596 Walnut Street, Dallas, Texas Eugene Fernandez, Director of Facilities Services 972/

6 REFERENCES RFP #12289 The District seeks competent, qualified and experienced contractors and the reference information shown below is a critical factor in determining to whom the proposal will be awarded. FAILURE TO PROVIDE ALL OF THE REQUESTED REFERENCE INFORMATION WITH YOUR RESPONSE MAY RESULT IN THE DISQUALIFICATION OF YOUR PROPOSAL. company name contact person telephone number contract value completion date

7 Section 1. Annual equipment Inspection. Lump sum price per location for annual inspection of all equipment listed on pages 11 and 12, INCLUSIVE of sensor sensitivity testing and replacement fuse links where applicable: (Location names are abbreviated; all appear in the same order as listed on pages 4 and 5.) BHC CVC CVC- CH EFC EFC- PG ECC HEALTH R BLDG WEST PRIEST MVC NLC NLC- NORTH NLC- SOUTH NLC- WEST RLC RLC- GARLAND DSC ADMIN OFFICE CET Section 2. Extinguisher Inspection. Bidders are to quote a unit price which applies to all sizes of extinguishers at all locations. The charge for annual extinguisher inspection will be calculated by multiplying the stated unit cost by the actual number of extinguishers at each location. For reference purposes only, the APPROXIMATE number of extinguishers (all sizes) are shown below per location. unit price charge for extinguisher inspection for all sizes at all locations $ / each Approximate number of ALL sizes and types of extinguishers at each location: BHC CVC CVC- CH EFC EFC- PG ECC HEALTH R BLDG WEST PRIEST MVC NLC NLC- NORTH NLC- SOUTH NLC- WEST RLC RLC- GARLAND DSC ADMIN OFFICE CET

8 Section 3. Extinguisher Hydrotest and Recharge. State unit pricing by type and size as noted. ABC Pricing for 2 pound 2.5 pound 4 pound 4.5 pound 5 pound 6 pound 9.5 pound 10 pound 15 pound 20 pound CO2 Pricing for 2.5 pound 5 pound 7 pound 10 pound 15 pound 20 pound BC Pricing for 2.5 pound 4 pound 5 pound 10 pound 20 pound D Pricing for 5 pound 10 pound 15 pound 20 pound 30 pound K Pricing for 2.5 litre HALON Pricing for 2.5 pound 5 pound 10 pound 20 pound 50 pound HALOTRON Pricing for 2.5 pound 4 pound 4.5 pound 5 pound 6 pound 9.5 pound 10pound 15ound 20 pound 8

9 Section 4. Other Extinguisher Pricing. State here the separate price to replace extinguisher "O" ring: $ State here the separate price to replace extinguisher valve stem: $ State here the separate price to replace extinguisher valve stem for halon and halotron: $ Section 5. Repair Parts. State the brands and percentage discounts offered from Manufacturer's Suggested Retail Price for repair parts and new fire systems related equipment. New Equipment Repair Parts brand % % brand % % brand % % brand % % brand % % brand % % Section 6. Labor. Labor rates to repair fire systems-related equipment whether listed or not in this solicitation: State the hourly rate for technician on-site during normal business hours of Monday Friday, 8:00 am to 5:00 pm: $ /hr State the hourly rate for technician on-site other than normal business hours: $ /hr Section 7. Exceptions. State any exceptions or qualifications regarding your bid response: 9

10 Section 8 / Bidder information. Bidder has included a copy of their state-issued license? yes no Bidder is performing hydrostatic testing with its own work force? yes no If in-house, Bidder has included a copy of DOT certification for hydrostatic testing? yes no If outsourced, Bidder has included a copy of DOT certification for hydrostatic testing? yes no Bidder has included the website(s) showing list prices for equipment quoted? yes no equipment brand/website: / equipment brand/website: / equipment brand/website: / equipment brand/website: / State here any subcontracted services Bidder intends to use in the fulfillment of this contract (other than for hydrotest service noted above)? Bidder has included any applicable subcontractor's state-issued certificate? yes no Bidder s staff is fully trained and competent to work on EVERY system listed herein? yes no State the systems identified herein which caused you to answer no to the above. Total number of state-licensed technicians bidder has on staff? Total number of state-licensed technicians bidder intends to make available for servicing this contract? 10

11 DCCCD Fire Systems Equipment Inventory Site BHC CVC CVC-CH EFC EFC-PG ECC System # fire alarm control panels # remote display panels # pull stations, approx # smoke detectors, approx # heat detectors # a/v devices # sprinkler systems # flow tamper switches #ahu/duct detectors # fire suppression systems # stand pipes/hose racks Gamewell AFP200 Thorn Silent Knight Simplex Miniplex 4100 Secutron Simplex 4100 Simplex 4100 Simplex 4100 HEALTH Siemens Firefinder XLS PRIEST Cerberus Pyrotronics P.A.C. WEST Siemens , , R BLDG Siemens Firefinder XLS / / 9 # risers fire pumps Annual Inspection Date December March September December May December May May March December 11

12 DCCCD Fire Systems Equipment Inventory (continued) Site MVC NLC NLC-N NLC-S NLC-W RLC RLC-G DSC ADMIN CET System # fire alarm control panels # remote display panels # pull stations, approx # smoke detectors, approx # heat detectors # a/v devices # sprinkler systems # flow tamper switches #ahu/duct detectors # fire suppression systems # stand pipes/hose racks Siemens Simplex 4100U EST EST Siemens MXL EST-3 EST-3 Simplex 4100 True Alarm Fike EST EST- 3 4 (3) Inergen 134 (10) lonization # risers fire pumps Annual Inspection Date July May May May May November April June and December December June 12