STATE OF OREGON – DAS ENTERPRISE GOODS AND SERVICES PROCUREMENT SERVICES SECTION 1225 FERRY STREET SE, U140 SALEM, OREGON 97301-4285
Phone: 503.378.4653 Fax: 503.373.1626
REQUEST FOR QUOTATION RFQ # DASPS-2179-15 *****THIS IS NOT AN ORDER*****
FIRE AND SECURITY ALARM MONITORING – SALEM AREA QUOTE DUE DATE AND TIME: JUNE 10, 2015 AT 2:00 P.M. Local Time INSTRUCTIONS: Return To:
DAS, EGS, PROCUREMENT SERVICES SECTION ATTN: BLAKE SCHWABAUER 1225 FERRY STREET SE, U140 SALEM, OREGON 97301-4290
By 2:00 pm local time on June 10, 2015 via mail or fax to: 503.373.1626 or deliver hard copies to the address above (quotes will not be accepted after this time and date). ATTACHMENTS: Included in this RFQ Attachment No. 1 – General Contract Provisions Attachment No. 2 – Quote Submission Form Attachment No. 3 – Certificate of Compliance with Tax Laws Attachment No. 4 – MWESB ATTACHMENTS: Attached separately in ORPIN Attachment No. 5 – Sample Contract with the following exhibits: EXHIBIT A: General Contract Provisions EXHIBIT B: Standard Terms and Conditions EXHIBIT C: Insurance Requirements EXHIBIT D: Contract Contact Information EXHIBIT E: Monitoring Site Locations and Pricing CONTACT: Blake Schwabauer, Contract Specialist Direct: 503.378.4653 Fax: 503.373.1626 Email:
[email protected] TYPE OF SOLICITATION: This is an Intermediate Procurement in accordance with OAR 125-247-0270 and ORS 279B.070. The Department of Administrative Services (DAS) Facilities Division requests written quotes for the scope of work described in this Request for Quote. Any reference to brand names is meant as descriptive not restrictive. Alternate bids will be considered on products, which meet or exceed products indicated on quote. Vendor is to mark clearly alternate proposals. “OR EQUAL”: Any brand name listed in the specifications as “or equal” or “or equivalent” shall establish the minimum requirements for quality, utility, durability, function, purpose, etc. Other product brands may be offered that are equal to or better than the product brand name. Bidder may show cost differences, alternates and options in the space provided in the quote. This clause is not meant to be restrictive, but to set the minimum standard. AGENCY SHALL DETERMINE, IN ITS SOLE DISCRETION, WHETHER A PRODUCT OFFERED IS “EQUAL.” When the designation is “or equal” or “equivalent” Agency shall make its decision after Bid Closing.
Request for Quote: DASPS-2179-15
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ATTACHMENT NO. 1 GENERAL CONTRACT PROVISIONS I.
PROJECT DESCRIPTION A. Contractor shall provide Fire and Security Alarm Monitoring at selected building sites in the Central Oregon Region (Salem) area (see Exhibit B – Site Locations and Pricing).
II.
GENERAL WORKING CONDITIONS A. 24/7 fire alarm and security monitoring service at selected building sites must be in place by July 1, 2015. B. Contact persons designated for this Contract are listed in Exhibit D – Contract Contact Information. C. All electrical work shall be performed in strict compliance with all local, state, and federal codes as well as the DAS Electrical standards online at (http://www.oregon.gov/DAS/FAC/docs/1256211.pdf).
III.
SPECIFICATIONS A. Owner’s alarm panels shall provide signals to Contractor’s equipment through generic non-proprietary dialers. B. Contractor shall monitor fire alarm and or security signals sent by various mediums. C. Upon receiving a signal, Contractor shall make reasonable effort to notify the Owner or designated individuals identified by Owner as the proper party under the circumstances encountered. D. Contractor shall provide monitoring services continuously to the building listed on Exhibit E – Monitoring Site Locations and Pricing, on a twenty-four (24) hour basis, seven (7) days per week, 365 days per year. E. Owner’s system(s) shall provide the necessary working signal to the monitoring service provider. F. Contractor shall provide one time initial set up and programming of monitoring from the signal provided by the buildings’ system(s) if applicable G. Building information is listed in Exhibit E – Monitoring Site Locations and Pricing. H. Contractor’s work shall comply with all federal, state, and local laws, codes, regulations and ordinances applicable to the Work and the Contract.
IV.
SCHEDULING OF CONTRACT A. Prior to the start of any work under this Contract, Contractor shall contact DAS EAM’s Electrical Manager of the Maintenance Section, as listed in Exhibit D, to schedule a minimum of seven (7) days prior to start of work. B. Any work to be performed on site shall be scheduled during normal office hours (8:00 a.m. – 5:00 p.m.) EXCEPT as noted in these General Contract Provisions, to exclude weekends and State holidays unless specifically requested by Contractor and approved by State.
V.
CONTRACTOR REFERENCES A. Contractor shall provide a list of references for a minimum of three different customers’ projects they have completed within the last three (3) years in similar size and complexity.
Request for Quote: DASPS-2179-15
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B. The list of references shall include the following information: 1. 2. 3. 4. 5. 6. 7.
Firm Name Firm Address Name of Project Name of Contact Person Position/Title of Contact Person Telephone Number for Contact Person Fax Phone Number for Contact Person
C. The references may be checked to determine if they are supportive of the Contractor’s ability to meet the requirements of this project. D. Contractor must provide references who can be contacted regarding the quality of workmanship and service provided. E. DAS reserves the right to select and investigate any reference whether or not furnished by the Contractor, and to investigate past performance of any Contractor with respect to its successful performance of similar projects, compliance with specifications and contractual obligations, its completion or delivery of service on schedule, and its lawful payment of suppliers, subcontractors, and employees. F. DAS may postpone the award or execution of the work after the announcement of the apparent successful Contractor, in order to complete its investigation. G. DAS may reject a Bid if, in the opinion of DAS, overall reference responses indicate inadequate performance. H. DAS will make three (3) attempts to contact the references from the list provided by the Contractor. I.
Each reference contacted will be asked the same questions, including but not limited to: (1) quality of service and installation; (2) meeting scheduled deadlines; (3) responsiveness to reported problems, including orders and billing; (4) how well Contractor met the specifications of the project; and (5) whether the reference would choose to hire the Contractor again.
Request for Quote: DASPS-2179-15
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ATTACHMENT NO. 2 QUOTE SUBMISSION FORM Copy or remove this Quote Form from the Request for Quote. The Quote Form shall be signed and submitted to the address listed above by the closing date and time. Company Name: _____________________________________________________ I, the undersigned, propose to furnish all materials, equipment, labor, and perform all work for the state project designated as FIRE AND SECURITY ALARM MONITORING – SALEM AREA specifically located as noted in the specifications of this RFQ, in strict accordance with the specifications. Award will be to the lowest responsible and responsive firm for the total of the item or items selected for award. DAS reserves the right to reject all Quotes if in the best interest of the state. Provide a not-to-exceed amount for all work as described in this RFQ, including all attachments and exhibits.
SITE 1
2
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5
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BUILDING NAME AND ADDRESS
FIRE
Agriculture Building 635 Capitol Street NE, Salem, Oregon
X
Archives Building 800 Summer Street NE, Salem Oregon
X
Capitol Mall Parking Structure (Fire) 900 Chemeketa Street NE, Salem, Oregon
X
Capitol Mall Parking Structure (Security) 900 Chemeketa Street NE, Salem, Oregon
X
Commerce Building 158th Street NE, Salem, Oregon
X
Employment Building 875 Union, Salem, Oregon
X
Executive Building 155 cottage Street NE, Salem, Oregon
X
General Services Building 1225 Ferry Street NE, Salem, Oregon
X
Governor’s Residence 533 Lincoln Street S, Salem, Oregon
X
Human Services Building 500 Summer Street NE, Salem, Oregon
X
Justice Building 1162 Court Street NE, Salem, Oregon
X
Labor and Industries Building 350 winter Street NE, Salem, Oregon
X
Request for Quote: DASPS-2179-15
SECURITY
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SITE
BUILDING NAME AND ADDRESS
FIRE
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North Mall Office Building 725 Summer Street, Salem, Oregon
X
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Operations and Maintenance Shop 1240 Ferry Street SE, Salem, Oregon
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Print Plant Building 550 Airport Road SE, Salem, Oregon
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Public Services Building 255 Capitol Street NE, Salem, Oregon
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Public Utility Commission 550 Capitol Street NE, Salem, Oregon
X
Real Estate Building 1177 Center Street NE, Salem, Oregon
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Revenue Building 955 Center Street NE, Salem, Oregon
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Salem Motor Pool 1100 Airport Road SE, Salem, Oregon
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State Data Center 530 Airport Road SE, Salem, Oregon
X
State Lands Building 775 Summer Street NE, Salem, Oregon
X
State Library 250 Winter Street NE, Salem, Oregon
X
State Hospital North Campus Building #35 (Primary Account) 2600 Center Street NE, Salem, Oregon State Hospital North Campus Building #34 (Sub Account) 2600 Center Street NE, Salem, Oregon State Hospital North Campus Building #33 (Sub Account) 2600 Center Street NE, Salem, Oregon State Hospital North Campus Building #40 (Sub Account) 2600 Center Street NE, Salem, Oregon State Hospital North Campus Building #50 (Sub Account) 2600 Center Street NE, Salem, Oregon State Hospital North Campus Breitenbush Hall Building #50 (Sub Account) 2600 Center Street NE, Salem, Oregon
Request for Quote: DASPS-2179-15
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SITE
BUILDING NAME AND ADDRESS
FIRE
32
State Hospital North Campus Tunnel Building #50 (Sub Account) 2600 Center Street NE, Salem, Oregon
SECURITY
X
Total Costs:
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ENTER ANNUAL TOTAL HERE:
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Multiply by 2 and enter amount here:
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GRAND TOTAL OF BID:
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The Contractor shall be registered with the Construction Contractor's Board, 700 Summer Street NE, Suite 300, Salem, Oregon 97301-1286, (503) 378-4621. Indicate the firm’s Construction Contractors Board registration number below: CCB#: _______________________________
Expiration Date: ___________________________
I, the undersigned acknowledges, attests and certifies individually and on behalf of the Bidder that: Contractor, acting through its authorized representatives, has read and understands all Request for Quote instructions, Specifications, terms and conditions contained in this Request for Quote document (including all listed attachments and Solicitation Amendment, if any, issued); Contractor is bound by and shall comply with all requirements, Specifications, terms and conditions contained in this Quote (including all listed attachments and Solicitation Amendment, if any, issued); Contractor shall furnish the designated item(s) and/or service(s) in accordance with the Bid Specifications, requirements, and shall comply in all respects with the terms of the resulting Contract upon award; and Final award is contingent on the contractor’s acceptance and signature of the State of Oregon Goods and Services Contract, attached as a sample named Attachment Number 5, Sample Contract. I, the undersigned, duly authorized representative of the contractor, certify that the information provided in this Quote is true and accurate. Further, I understand and acknowledge that providing incorrect information may be cause for rejection. Name of Authorized Representative:
Title: __________________________
Contractor/Vendor Name:
Federal ID No: __________________
Address:
Phone: ________________________
City, State, Zip:
Fax: ___________________________
Signature:
Date: __________________________
Email Address:
_______________________________
All Pricing Must Be Held Firm For 30 Days. Faxed quotes will be accepted. Quotes must conform to the requirements of the Request for Quote. Failure to submit quotes in the above manner may constitute grounds for Quote rejection. End of Quote Submission Form.
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ATTACHMENT NO. 3 AFFIDAVIT OF COMPLIANCE WITH TAX LAWS State of __________) ) ss: County of ________) ______________________________ (Affiant), being first duly sworn under oath, and representing [insert Proposer Name] (hereafter “Proposer”), hereby deposes and swears or affirms under penalty of perjury that: 1. I am an employee of the Proposer, I have knowledge of the Request for Proposals referenced herein, and I have full authority from the Proposer to submit this affidavit and accept the responsibilities stated herein. 2. I am aware that the Proposer has submitted a Proposal, dated on or about [insert date] (the “Proposal”), to the State of Oregon (State) in response to Request for Proposal DASPS-2179-15, for FIRE AND SECURITY ALARM MONITORING – SALEM AREA and I am familiar with the contents of the RFP and Proposal. 3. The number shown on this form is Proposer's correct taxpayer identification; A. Federal Tax Number: ____________ B. Oregon Tax Number: ____________ 4. Proposer is not subject to backup withholding because (i) Proposer is exempt from backup withholding, (ii) Proposer has not been notified by the IRS that Proposer is subject to backup withholding as a result of a failure to report all interest or dividends, or (iii) the IRS has notified Proposer that Proposer is no longer subject to backup withholding; 5. I am authorized to act on behalf of Proposer, and have authority and knowledge regarding Proposer's payment of taxes, and to the best of my knowledge, Proposer is not in violation of any Oregon tax laws, including, without limitation, those tax laws listed in ORS 305.380(4), namely ORS Chapters 118, 314, 316, 317, 318, 320, 321 and 323 and Sections 10 to 20, Chapter 533, Oregon Laws 1981, as amended by Chapter 16, Oregon Laws 1982 (first special session); the elderly rental assistance program under ORS 310.630 to 310.706; and any local taxes administered by the Oregon Department of Revenue under ORS 305.620. ________________________________________________ Affiant’s Signature Signed and sworn to before me on ___________ (date) by ______________________ (Affiant’s name). ________________________________________________ Notary Public for the State of _________________________ My Commission Expires: ____________________________
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ATTACHEMENT NO. 4 MWESB OUTREACH PLAN 1. Is Proposer an Oregon certified Minority-Owned, Woman-Owned or Emerging Small Business? Yes No MBE
If yes, indicate all certification type(s): Oregon State Certification number:
WBE ESB DBE
______________________________________
2. Does Offeror foresee any subcontracting opportunities for this procurement?
Yes No
If no, do not complete the rest of this form.
3. Proposer shall provide a narrative description of its experience in obtaining MWESB firms participation as subcontractors, consultants or suppliers on previous projects, and discuss any innovative or particularly successful measures that Proposer has undertaken. Proposer shall include a list of those certified firms with which it has had a contractual relationship during the past 24 months immediately preceding the date this solicitation document was issued. If none, state none. No prior experience obtaining participation from MWESB certified firms.
4. Proposer shall provide examples where MWESB participation was achieved, along with information on MWESB subcontracting participation levels for up to three projects/Price Agreement(s) that Proposer is either currently performing or has completed within the past 24 months immediately preceding the date this solicitation document was issued. MWESB participation should be described as the percentage of the dollar value of subcontracts and material or supply Price Agreement(s) awarded to MWESBs as compared with the total dollar value of subcontracts and material or supply Price Agreement(s) let for each identified project or Price Agreement. Proposer shall describe any technical assistance or mentoring the firm provided to MWESB firms subcontracting on each project. If none, state none. No prior experience obtaining participation from MWESB certified firms. Project 1 Name:
.
Award Date ___/___/__Completion Date ___/___/___ Price Agreement Award Amount _______________ MWESB goal percentage, if applicable____%
MWESB achievement percentage____%
MWESB Subcontract Award Amount $____________MWESB Spend Achieved $_______________ Describe any technical assistance or mentoring provided to MWESB firms subcontracting on this project:
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Project 2 Name:
.
Award Date ___/___/__Completion Date ___/___/___ Contract Award Amount _______________ MWESB goal percentage, if applicable____%
MWESB achievement percentage____%
MWESB Subcontract Award Amount $_____________MWESB Spend Achieved $_______________ Describe any technical assistance or mentoring provided to MWESB firms subcontracting on this project:
Project 3 Name:
.
Award Date ___/___/__Completion Date ___/___/___ Price Agreement Award Amount _______________ MWESB goal percentage, if applicable____%
MWESB achievement percentage____%
MWESB Subcontract Award Amount $___________MWESB Spend Achieved $_______________ Describe any technical assistance or mentoring provided to MWESB firms subcontracting on this project:
5. Proposer shall describe the outreach and subcontracting plan it will use, if awarded a Price Agreement, to provide Oregon MWESB certified firms an equal opportunity to perform any subcontracts. The plan must be realistic and based on Proposer’s successful past experience. If Proposer has no previous outreach experience, Proposer shall describe the outreach plan it intends to use if awarded the Price Agreement. Proposer’s plan must be submitted as an appendix to this Attachment B. Proposer must include the following in its plan:
i. A description of the steps that Proposer will take to solicit MWESB participation; ii. A description of the mentoring, technical or other business development assistance Proposer will provide to subcontractors needing or requesting such services. If awarded the Price Agreement, Proposer must accept, as Price Agreement performance obligations, the outreach and subcontracting plan described in this section. If certified firms are unavailable for type of work to be performed, please indicate in this section. I, the official named below, certify that I am duly authorized to legally bind Proposer to this MWESB Certification: Proposer Name (Printed) By (Authorized Signature of Person with Authority to Obligate the Proposer), and Date Printed Name
Request for Quote: DASPS-2179-15
Title of Person Signing
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