ROSWELL INDEPENDENT SCHOOL DISTRICT P.O. Box 1437 Roswell, New Mexico 88202-1437 General Bid Conditions BID # 19-02 Security and Fire Alarm Services 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 August 3, 2018 @ 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 1978. 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 E-mail address of Primary Contact for Bid Telephone Number of Bidding Firm New Mexico Resident Preference Certification Number
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 No proposals, once submitted, may be withdrawn until 90 days after the bid opening date.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, 88201. 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
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 $1,000.00. 12. 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 13-1-21 NMSA 1978. 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.
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 13-1-129 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 $1,000,000.00 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(_)
ROSWELL INDEPENDENT SCHOOL DISTRICT B I D # 1 9-0 2 S E C U R I T Y & F I R E A L A R M S E R V I C E S BID OPENING: AUGUST 3, 2018 @ 2:00 PM LOCAL TIME Selection Schedule Dates Subject to Change Bid Release Date: July 17, 2018 Questions from Vendors Due: July 26, 2018 Responses to Vendor Questions: July 27, 2018 Submittals Due: August 3, 2018 at 2:00pm Local Time Successful Bidder Notified: Estimated August 15, 2018 This bid is for installation, monitoring and maintenance of the alarm systems throughout the District. Alarm equipment is to be equal to those presently installed in the District schools. Please note that the existing building security devices are owned by Desert Security. In order to determine cable lengths, telephone line locations, and actual alarm locations, bidders should visit sites prior to submittal of bid. Bidders will provide proof of liability insurance and license. The successful bidder will respond on site within one (1) hour from the time notified of alarm trouble. There are two separate systems at each location that will be requiring monitoring, a fire alarm system and a building security system. The locations are listed in Exhibit A. Fire Alarm System The fire equipment panels are ADEMCO, owned by the school district. The bidder must agree to furnish and maintain dialers. The bidder may charge an installation fee and specify a monthly service fee separately. The bidder retains ownership of the dialers. Building Security System The existing building security devices are owned by Desert Security. The successful bidder shall agree to furnish & maintain devices at each site as currently laid out. The bidder may charge an installation fee and specify the monthly service fee separately. The bidder retains ownership of all equipment. Bid costs must be listed: FIRE DIALERS BLDG ALARM EQPT Installation Cost: Monthly Monitor & Service Fee: Other Fees: (Such as Code Changes, Opening/Closing Reports, Maintenance, etc. if applicable. Specify) Bidder Authorized Signature: Bidder Name:
Be Sure To Include This Page With Page One In A Sealed Envelope. Mark The Sealed Envelope "SECURITY AND FIRE ALARM BID #19-02" And Mail To: Roswell Independent School District, PO Box 1437, Support Services/Suite 201, ATTN: Chris Thweatt, Roswell, NM 88202-1437 OR 300 N. Kentucky, Support Services/Suite 201, ATTN: Chris Thweatt, Roswell, NM 88201, ON OR BEFORE BID OPENING DATE AND TIME. FAX TRANSMITTALS WILL NOT BE ACCEPTED. ROSWELL INDEPENDENT SCHOOL DISTRICT: Exhibit A B I D # 1 9-02 S e c u r i t y & F i r e A l a r m S e r v i c e s BID OPENING: August 3, 2018 @2:00 PM SECURITY APPROXIMATE FIRE DIALERS SCHOOL ADDRESS ALARM NO. SENSORS BRAND DESCRIBE GHS 701 E. COUNTRY CLUB Honeywell 21 Honeywell/Ademco Main Bldg/Kitchen ROSWELL HIGH 500 W. HOBBS Honeywell 15 Honeywell/Ademco Wing/Gym Wt Rm/Comp Lab UHS 606 O'CONNOR RD. Honeywell 48 Honeywell/Ademco BMS 800 MARION RICHARDS Honeywell 23 Honeywell/Ademco MESA 1601 E. BLAND Honeywell 24 Honeywell/Ademco GYM/LIBRARY MT. VIEW MID. 312 E. MOUNTAIN VIEW Honeywell 20 Honeywell/Ademco MAIN BLDG/COMPUTER LAB SIERRA 615 5. SYCAMORE Honeywell 10 Honeywell/Ademco MAIN BLDG BES 505 W. PINE LODGE Honeywell 8 Honeywell/Ademco DEL NORTE 2701 N. GARDEN Honeywell 8 Honeywell/Ademco EGP 3773 E. GRAND PLAINS Honeywell 34 Honeywell/Ademco EDGEWOOD 701 N. GARDEN Honeywell 7 Honeywell/Ademco EL CAPITAN 2807 W. BLAND Honeywell 10 Honeywell/Ademco MILITARY HEIGHTS 1900 N. MICHIGAN Honeywell 35 Honeywell/Ademco MISSOURI AVE. 700 W. DEMING Honeywell 20 Honeywell/Ademco MONTERREY 910 W. GAYLE Honeywell 10 Honeywell/Ademco NANCY LOPEZ 1208 E. BLAND Honeywell 8 Honeywell/Ademco PARKVIEW 1700 W. ALAMEDA Honeywell 5 Honeywell/Ademco PECOS 600 E. HOBBS Honeywell 12 Honeywell/Ademco SUNSET 25 W. MARTIN Honeywell 15 Honeywell/Ademco VALLEY VIEW 1400 5. WASHINGTON Honeywell 14 Honeywell/Ademco WASHINGTON AVE. 408 N. WASHINGTON Honeywell 21 Honeywell/Ademco AESC - NEW 300 N. KENTUCKY Honeywell 22 Honeywell/Ademco AESC - OLD 300 N. KENTUCKY Honeywell 30 Honeywell/Ademco MATERIAL CENTER 300 N. KENTUCKY Honeywell 6 ALTERNATIVE SCHOOL 200 W. CHISUM Honeywell 15 Honeywell/Ademco CENTRAL RECEIVING 508 W. COLLEGE Honeywell 9 RISD MAINTENANCE 1411 5. ELM Honeywell 6 RISD PLUMBING/REF. SHOP 1411 S. ELM Honeywell 6 RISD MECHANIC SHOP 1411 S. ELM Honeywell 6 GHS FIELD HOUSE 701 E. COUNTRY CLUB Honeywell 6 GHS WOOD SHOP 701 E. COUNTRY CLUB Honeywell 4 GHS DECA OFFICE 701 E. COUNTRY CLUB Honeywell 2 GHS AG SHOP 701 E. COUNTRY CLUB Honeywell 6 RHS BAND ROOM 500 W. HOBBS Honeywell 6 RHS FIELD SHOP 500 W. HOBBS Honeywell 7 RHS VIDEO ROOM 500 W. HOBBS Honeywell 6 RHS AUTO SHOP 500 W. HOBBS Honeywell 6 RHS AG SHOP 500 W. HOBBS Honeywell 6 SIDNEY GUTIERREZ MS #4 CHALLENGER RD-RIAC Honeywell 13 Honeywell/Ademco Billed Separately NOTES: HONEYWELL ALARM PANELS FOR SECURITY - VISTA 20P, VISTA 50P, VISTA 40, VISTA 128 ADEMCO/Honeywell Fire Dialer - 5110 XM 24 District Wide plus 1-Mt. Vw., 2-Sidney Gutierrez MS, 1-Temp. Control RHS
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 88202-1437 Phone: (575) 627-2528 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 88201 Phone: (575) 627-2528