Facilities Management Request for Qualifications Annual Fire Systems and Backflow Preventers Testing At Various Facilities Proposals Due: 2:30 PM, Tuesday May 15, 2018 Deliver to: Attn: Sara Winger, Purchasing Coordinator AS-Finance 311 Grand Ave Suite 503 Bellingham WA 98225
Request for Qualifications NOTICE IS HEREBY GIVEN that sealed statements of qualifications and performance will be received by Purchasing in the Administrative Services Finance office on the fifth floor of the Courthouse, 311 Grand Avenue Suite 503, Bellingham WA 98225 for the following: UNTIL: 2:30 PM, Tuesday May 15, 2018 At which time and place the proposals will be publicly opened and the names of submitters identified. All interested people are invited to be present. Late submittals will not be considered. Facilities Management is requesting responses from a qualified firm to provide Annual Fire Systems and Backflow Preventers Testing services, providing complete testing and documentation as required by state, county, and municipal agencies. Additional information is contained in the complete RFQ document. Electronic copies of the bid documents are available at no charge in PDF format; see Related Documents at the bottom of this Bid Posting page to download. If you are unable to download the bid documents from this website, contact Purchasing at FN_purchasing@co.whatcom.wa.us (preferred), or phone (360) 778-5330. reserves the right to reject any or all submittals, and to waive any irregularities. encourages disadvantaged, minority, and women owned firms to respond. in accordance with Title VI of the Civil Rights Act of 1964, 78 Stat. 252, 42 U.S.C. 2000d to 2000d-4 and Title 49, Code of Federal Regulations, Department of Transportation, Subtitle A, Office of the Secretary, Part 21, Nondiscrimination in Federally-Assisted Programs of the Department of Transportation issued pursuant to such Act, hereby notifies all bidders that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises as defined at 49 CFR Part 26 will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, national origin, or sex in consideration for award. As required by law, the E-Verify System may be required. Publication Dates: Wednesdays May 2 and 9, 2018. Invitation - RFP #18-30
I. INTRODUCTION Facilities Management is requesting responses from qualified firms to provide Annual Fire System and Backflow Preventer Testing services, providing complete testing and documentation as required by state, county, and municipal agencies. Complete description of systems and locations is included in the attached Scope of Work. II. CONTENTS OF RESPONSE Firms that submit proposals in response to this RFQ must have the capability of providing all the services outlined in this document. Sub-consultants or suppliers may be used and must be listed in the response. ALL SUBMITTALS MUST INCLUDE THE FOLLOWING MINIMUM INFORMATION AND BE ORGANIZED IN THE FOLLOWING MANNER: 1) Cover / Title Page: a. Include the RFQ number and title. Include name of firm or lead firm of the team, address, telephone, facsimile number. Include the name of the contact person and contact information as well as the name of the Principal in Charge and date of the submission. 2) Table of Contents: a. Clearly identify the contents of the proposal by numbering. 3) Letter of Transmittal and Firm Information: a. Provide the location of the firm and indicate the financial condition of the firm including licenses and/or accreditations and business specialties b. Describe your understanding of the services to be performed per this RFQ. Include the name(s) of the person(s) whom are authorized to make representations for your firm, their titles, address, and email and phone numbers. This letter must be signed by a corporate officer or other individual with authority to bind the firm. 4) Firm Qualifications: a. Describe firm qualifications, experience, and project understanding. Provide information demonstrating the firm s qualifications and experience. Include experience working for government agencies. b. Indicate any specific prior knowledge of these buildings, or by any consultants, that may be an advantage to performing the testing and documentation. 5) Project Manager: a. Identify the person, including specific qualifications and experience related to this type of project. What does this person bring to the project that is most valuable for the County? b. Record keeping and distribution of proper reports to the proper authorities having jurisdiction is critical to this project. Outline how records are maintained and distributed to the proper authorities having jurisdiction. 6) Technical Knowledge and Qualifications of Key Personnel: a. Provide detailed resumes and experience of key individuals who will be involved with this project. Individuals listed shall be assigned to this project. Include professional licenses held by each. 7) Personnel: a. Personnel listed shall be expected to be on the project team. Any substitutions shall be submitted with explanations of unavailability, including qualifications and resumes for approval prior to beginning work. Page 1 of 11 -
8) Schedule and management: a. Describe the firm s anticipated workload and ability to deliver this project on schedule, including examples of similar projects with a government agency or institution. b. Describe any other resources available to your firm or project manager that may be beneficial to this project. c. Describe your firm s process of managing project schedules, and completing projects on time. d. Describe your firm s quality control process from administration through field implementation. e. Provide an estimated time-line schedule to complete the project, based on the project descriptions provided. 9) Access to the firm / team staff: a. Describe how physically accessible the project team and firm is to, in terms of communications, meetings and field work. b. Include any alternative methods of communications, meetings or innovative administration methods that your team may propose, including any real time shared data access methods with. 10) References: a. Provide a list of relevant firm experience with a minimum of two (2) successfully completed projects similar in size, nature and scope to this project; preferably within 100 miles of this location, (similar projects out of state are also an acceptable substitute). i) Provide owner or client contact information for each project. b. Provide a summary of the project, the year of project completion. c. Include up to three (3) clients for which your firm has completed similar work in the past five (5) years. Provide names, titles, and contact information. A. PROPOSAL DETAILS: 1) Brief and concise proposals that include all information requested are desired and appreciated. The proposal shall include all of the information requested above as a minimum, organized with cover sheet, table of contents and tabbed sections as apply. Proposals are recommended to be limited to 20 single sided 8 ½ x11 content pages, and no less than font size 11. Include one (1) unbound original of the proposal. 2) The County will review all proposals and select a firm based on the submittals, or request an interview with a few selected firms, from which a final choice is made. Selections are based upon the information and completeness of each submittal. 3) The County assumes no obligation of any kind for expenses incurred by any respondent to this solicitation. Submittals are the property of and will not be returned. Page 2 of 11 -
III. EVALUATION AND SELECTION A. EVALUATION CRITERIA AND SCORING 1) Proposals will be evaluated and ranked based on the responses to the Contents of Response as listed in Section V, A. Each of the 10 items listed has a maximum valuation of points to be assigned to each response: 1 Cover / Title Page and Table of Contents 5 pts 2 Letter of Transmittal and Firm Information 5 pts 3 Firm Qualifications 30 pts 4 Project Team Organization 20 pts 5 Project Manager 25 pts 6 Technical Knowledge and Qualifications of Key Personnel 30 pts 7 Schedule and Management 15 pts 8 Access to the Firm / Team Staff / Documents 10 pts 9 References 10 pts MAXIMUM TOTAL 150 pts 2) An emphasis is concentrated on conformance to the RFQ instructions, responsiveness to the RFQ requirements and overall completeness and clarity of content of the RFQ response. B. SELECTION PROCESS 1) The County will review all proposals and select a firm based on the submittals. Submittals will be evaluated by a committee consisting of representatives of the Facilities Management staff. Scores will be tabulated from the individual committee members and selection made from the highest ranked proposals with consensus from the committee. 2) As an option, the County may request an interview or oral presentation with a few selected firms. A selection will then be established by considering the interview information as well as the completeness of each submittal as described above. a. The selection committee may request additional information to be submitted and/or ask additional questions during the interview or presentation. The firm s project manager shall be present for the interview. 3) The firm chosen shall enter into contract negotiations with the County. If an agreement is not forthcoming, the second highest ranked proposer may be contacted for negotiations. This process may continue until successful negotiations have been achieved. The County reserves the right to terminate negotiations with any proposer should it be in the County s best interest. IV. SUBMITTAL OF PROPOSAL Proposals must be received no later than 2:30 PM Tuesday May 15, 2018. Submit one (1) unbound original of the proposal in a sealed package, plainly marked on the outside as follows: Name of Submitter, Annual Fire Systems and Backflow Preventers Testing Page 3 of 11 -
Deliver response to: Attn: Sara Winger, Purchasing Coordinator AS Finance 311 Grand Ave Suite 503 Bellingham WA 98225 To be considered, a proposal must be: Typed Supply all the information as requested in the RFQ document Signed by an individual authorized to commit the firm OTHER NOTIFICATIONS REGARDING SUBMITTALS V. QUESTIONS 1) reserves the right to reject any or all proposals and waive any irregularities. Incomplete proposals will not be considered for selection. 2) Proposers should carefully examine the entire RFQ and any addenda thereto and all related materials and data referenced in the RFQ. 3) Late submittals will not be considered. Proposals transmitted directly to Government by fax or email will not be considered. accepts no responsibility for lost or misdirected submittals. 4) The County is not liable for any costs incurred by the respondent before issuance of a contract. All costs incurred in responding to this RFQ are solely the responsibility of the respondent. 5) All materials submitted in response to this RFQ become the property of, are public record, and will not be returned. Information submitted will not be public information until after award of the contract to the successful applicant. 6) No oral change or interpretation of any provision contained in this RFQ is valid whether issued at a pre-qualification submittal conference or otherwise. Written addenda will be issued when changes, clarifications, or amendments to qualification submittal documents are deemed necessary by. 7) A respondent may withdraw a qualification submittal at any time prior to the final submission date by sending written notification of its withdrawal, signed by an agent authorized to represent the respondent. The respondent may thereafter submit a new qualification submittal prior to the final submission date or submit written modification or addition to a qualification submittal prior to the final submission date. Modifications offered in any other manner, oral, or written will not be considered. A final qualification submittal cannot be changed or withdrawn after the final submission date, except for modifications requested by the County after the date of receipt and following oral presentations. Questions regarding this project shall be submitted in writing and directed to: Craig Cummings Facilities Lead 316 Lottie Street Bellingham WA 98225 Phone: 360-778-5375 Email: CSCummin@co.whatcom.wa.us Page 4 of 11 -
SCOPE OF WORK Facilities Management is seeking qualifications for the testing and certification of the fire alarm system, backflow preventer, and fire extinguishers in multiple buildings. intends to enter into a one-year contract, with the option for up to three additional one-year extensions. It is the Contractor s responsibility to follow WA State and Local Code with plans and all necessary permits. All work must meet the codes of the authority having jurisdiction. FIRE SYSTEMS CONFIDENCE TESTING: The intent of this scope of work is to provide information for bidding purposes and proper execution and completion of this project. It is the contractor s responsibility to verify any items or details not specifically mentioned or not shown on any drawings or reports provided. Any additional repairs will require an additional price quote that must be approved before repairs can be done. The contractor must provide copies of the completed certification reports to Facilities Management and Bellingham Fire Department/ Fire and will be responsible for TEGRIS reports. The contractor will provide all labor and materials to test and certify the fire systems in the buildings listed below. Health Department-509 Girard, Bellingham, WA 98225 Fire alarm system contains: After normal business hours 3 visual alarm devices. 10 audio/visual devices 25 smoke detectors 3 local smokes with sounders 7 manual pull stations 1 annunciator 3 auto door release 3 other Health Department-1500 N. State Street, Bellingham, WA 98225 Fire alarm system and devices, Wet sprinkler system and dry sprinkler system includes control valves, flow and tamper switches. A visual inspection of sprinkler heads, standpipes. 12 audio/visual devices 37 smoke detectors 1 heat detector 2 automatic sprinkler flow switches 1 automatic sprinkler supervisory switch 4 automatic sprinkler valve tamper switches. After normal business hours Page 5 of 11 -
Courthouse-311 Grand Ave, Bellingham, WA 98225 A visual inspection of sprinkler heads, 3 ea standpipes inspections. Wet sprinkler system includes: 8 control valves 10 flow 14 tamper switches Fire alarm system includes: 208 smoke detectors 8 heat detectors 6 duct detectors 38 manual pull stations 43 horn/strobe devices 20 fire doors Rotunda ceiling height is 40. Juvenile Detention Recreation ceiling is 20. A single person lift with outriggers is required. Contractor will cover all costs associated to the rental. Lift must be able to fit through doorways to access the Rotunda, and it must fit on the elevator to reach Juvenile Detention. Work to be done on a Saturday. Facilities may provide an escort to facilitate access. Technicians working at this site will need to be fingerprinted and pass the online CJIS course. Courthouse confidence testing may not be required in 2018 as the system is being replaced. Animal Control Facility 1661 Baker Creek, Bellingham, WA 98226 Fire alarm system includes: 6 smokes 1 heat detector Civic Center Annex 322 N. Commercial, Bellingham, WA 98225 Fire alarm system includes: After normal business hours Facilities Office 316 Lottie Street, Bellingham, WA 98225 Fire alarm system includes: 92 devices, including smoke, heat, and duct detectors, manual pulls, and horn/strobes. 1 dry sprinkler system, with a visual inspection of the sprinkler heads. 5 devices. Page 6 of 11 -
Jail Work Center 2030 Division Street, Bellingham, WA 98226 Wet sprinkler, with 4 tamper and 2 flow switches, 1 fire alarm system containing approximately 267 devices, including: 101 smoke 42 heat 6 duct detectors 11 manual stations 96 visual/audio devices 5 roof top smoke hatches The Jail is a 24-Hour facility; start and completion of this project will be scheduled with the Facilities office. The Facilities staff will coordinate the work with the Jail administration. Sheriff Storage Building 901 W. Smith, Bellingham, WA 98226 Fire alarm system includes: 10 heat detectors Northwest Annex 5280 Northwest, Bellingham, WA 98226 Wet sprinkler system, 1 flow and 2 tamper switches. Fire alarm system includes: After normal business hours 37 smoke 3 heat detectors 12 manual stations 19 horn/strobes. Page 7 of 11 -
BACKFLOW PREVENTER TESTING: The Contractor will provide all labor and material to test and certify all the backflow preventers on the attached list. Contractor will file the required backflow test reports with the proper authorities having jurisdiction. Minor disassembly and cleaning that does not result in additional cost to the County may be done at the technician s discretion. Disassembly, cleaning, and repairs that will result in additional cost to the County will be handled on a separate Letter of Agreement at a later date. There are 40 total backflows located in 8 buildings as detailed below. A detailed list of the backflows and their locations is listed below. Courthouse 311 Grand Ave. Bellingham, WA 98225 Jail Prospect St. Bellingham, WA 98225 9 total backflows 2 fire suppression 7 other. 5 total backflows 2 fire suppression 3 other Fire suppression backflow preventers are located in a vault on the west side of the building. A safety tripod, harness, and gas monitoring are required and are the responsibility of the Contractor to provide. Jail Work Center 2030 Division St. Bellingham, WA 98226 13 total backflows 2 fire suppression 11 other Main domestic water backflow to be tested before normal work hours. Remainder during normal business hours. State Street Annex 1500 N State St. Bellingham, WA 98225 Before or after normal business hours 5 total backflows 2 fire suppression 3 other Northwest Annex 5280 NW Rd. Bellingham, WA 98225 4 total backflows 2 fire suppression 2 other Page 8 of 11 -
Animal Control Facility 1661 Baker Cr. Pl. Bellingham, WA 98226 1 backflow Civic Center Annex 322 N Commercial Bellingham, WA 98225 1 backflow Central Shop 901 W Smith Rd. Bellingham, WA 98225 2 backflows Page 9 of 11 -
FIRE EXTINGUISHER INSPECTION AND CERTIFICATION: Contractor will provide all labor and materials to inspect and certify the fire extinguishers in the buildings listed below. File any necessary reports with the proper authorities having jurisdiction. Fire extinguisher inspections may be performed during normal business hours. Any fire extinguisher that is pulled out of service for additional maintenance must be immediately replaced with an equivalent fire extinguisher that meets current inspection requirements. There are 229 fire extinguishers split up between 13 locations: Animal Shelter 1661 Baker Cr Bellingham, WA 98226... 4 extinguishers Central Plaza 215 N Commercial Bellingham, WA 98225... 6 extinguishers Central Shop 901 W Smith Rd Bellingham, WA 98225... 39 extinguishers Civic Center Annex 322 N Commercial Bellingham, WA 98225... 10 extinguishers Courthouse 311 Grand Ave Bellingham, WA 98225... 38 extinguishers Emergency Management 3888 Sound Way Bellingham, WA 98226... 5 extinguishers Forest Street Annex 1000 N Forest St Bellingham, WA 98225... 13 extinguishers Health Department 509 Girard Street Bellingham, WA 98225... 7 extinguishers Jail Prospect St Bellingham, WA 98225... 48 extinguishers Jail Work Center 2030 Division St Bellingham, WA 98226... 22 extinguishers Northwest Annex 5280 NW Rd Bellingham, WA 98225... 15 extinguishers Sheriff s Storage 901 W Smith Rd Bellingham, WA 98225... 3 extinguishers State Street Annex 1500 N State St Bellingham, WA 98225... 19 extinguishers Start and completion of this project will be scheduled with the Facilities Office. The Facilities staff will coordinate the work to be done with the staff and administration. The Contractor will follow all OSHA/WSHA regulations for the safety of employees and county staff. The fees for this project provided in the Contract are not to exceed price. Any work beyond what is indicated in the Contract will require pre-signed authorization from the County before any work can be performed outside of the Contract. The contractor must remove all tools and excess material from work site. The contractor must provide Facilities with any applicable Material Safety Data Sheets used to complete this project. The Contractor will provide the Facilities Office with a background check form and clear colored copy of the driver s license for each worker that will be working on this project. Background checks must be completed prior to the commencement of any work on this project. The County may require fingerprints and CJIS (Criminal Justice Information Systems) testing prior to any work in specific areas of the county facilities. Page 10 of 11 -
Facilities Management will provide help with information and gaining access to areas only. It is up to the contractor to provide technicians to complete the inspections in a timely manner. The contractor must check in and obtain a contractor badge at the Facilities office before performing any work at any facility, and check out prior to completion of each work day. The contractor must follow all NFPA, OSHA, and WSHA regulations for the safety of employees and county staff. Page 11 of 11 -