PUBLIC SERVICES DEPARTMENT Contracts and Procurement Division
INVITATION FOR BIDS IFB NO.: 13-041
Best Value sealed bids for FIRE SPRINKER INSPECTION SERVICES for the El Paso County will be received by the El Paso County Contracts & Procurement Division, 200 South Cascade Avenue, TH Suite 150, Colorado Springs, CO 80903, UNTIL WEDNESDAY, APRIL 10 AT 10:00 A.M., at which time they will be publicly opened and read aloud.
EL PASO COUNTY CONTRACTS & PROCUREMENT DIVISION WILL NOT BE HELD RESPONSIBLE FOR MISINFORMATION RECEIVED FROM PRIVATE PLAN HOLDERS. PLEASE USE OUR WEBSITE ONLY. PLEASE CONTACT THE PROCUREMENT & CONTRACTS DEPARTMENT AT 719-520-6402 TO REQUEST A SPECIFICATION PACKAGE OR LOG ONTO OUR WEBSITE AT WWW.ELPASOCO.COM TO DOWNLOAD DOCUMENTS.
Any questions regarding this bid should be directed to Matt Stephens, Procurement Specialist, at 719-520-6772 or email
[email protected]. BOARD OF COUNTY COMMISSIONERS EL PASO COUNTY /s/ EILEEN GONZALES CONTRACTS & PROCUREMENT MANAGER
************************************************************************************************ If you are not interested in bidding on this project or similar projects, please contact the Contracts & Procurement Division at (719) 520-6390. We continue to look for opportunities to reduce the costs involved in the solicitation of bids and proposals for El Paso County. Your cooperation is appreciated. 200 S. CASCADE AVENUE, COLORADO SPRINGS, COLORADO 80903 ♦ OFFICE: 719.520.6390 FAX: 719.520.6396 ♦ WWW.ELPASOCO.COM
IFB NO.: 13-041
DUE DATE: APRIL 10, 2013
EL PASO COUNTY PROCUREMENT & CONTRACTS DEPARTMENT RESPONSE CHECKLIST FOR FIRE SPRINKER INSPECTION SERVICES The bidder’s attention is especially called to the items listed below, which must be submitted in full as part of the bid. Failure to submit any of the documents listed below as a part of your bid, or failure to acknowledge any addendum in writing with your bid, or submitting a bid on any condition, limitation or provision not officially invited in this IFB (Invitation For Bids) may be cause for rejection of the bid. Bidder shall check each box indicating compliance. THIS CHECKLIST MUST BE SUBMITTED AS PART OF YOUR PACKAGE RESPONSE CHECKLIST ADDENDUM(S) ACKNOWLEDGED (IF APPLICABLE) COPIES OF LIABILITY INSURANCE AND WORKERS COMPENSATION CERTIFICATES ONE (1) ORIGINAL AND ONE (1) COPY OF BID FORM AND OTHER BID DOCUMENTS
PLEASE READ THE “INSTRUCTIONS FOR SUBMITTING BIDS” INCLUDED IN THIS PACKAGE.
COMPANY
TELEPHONE NUMBER FAX NUMBER
ADDRESS
E-MAIL
AUTHORIZED REPRESENTATIVE (PRINT)
TITLE
AUTHORIZED SIGNATURE
DATE
IFB NO.: 13-041
DUE DATE: APRIL 10, 2013
EL PASO COUNTY CONTRACTS & PROCUREMENT DIVISION GENERAL SPECIFICATIONS FOR FIRE SPRINKLER INSPECTION SERVICES El Paso County Contracts & Procurement Division is seeking qualified vendors to provide Annual Fire Sprinkler Inspection services for various El Paso County department locations. El Paso County Procurement and Contracts Department on behalf of the Facilities Department is seeking proposals from companies to provide system inspection, testing, and certification on various comprehensive fire sprinkler systems located within County owned or leased facilities. OUR ANNUAL TESTING AND CERTIFICATIONS FOR ALL COUNTY BUILDINGS ARE SCHEDULED DURING THE MONTH OF APRIL EACH YEAR. Contractor shall have the ability to accomplish maintenance and repairs on a 24/7 basis. Base bid will include cost to support testing and certification. All maintenance, repair, and/or replacement of parts will be accomplished by individual work orders generated by El Paso County on a time and material concept via an individual purchase order. Cost for improvement, addition, alteration, etc. will be negotiated separately as a project when required. It is the intent of this IFB to have the successful contractor(s) enter into a General Services Contract with the County to supply the services as outlined herein for the fiscal year of 2013. The County shall reserve the option to renew this contract for four (4) additional one-year extensions. The County’s objective in issuing this IFB is to provide a competitive means in which to select a single respondent to fulfill this contract. The County reserves the right to award contracts to multiple contractors under this solicitation. The County reserves the right to reject any or all proposals and to be the sole judge of the value and merit of the bids offered. 1. SCOPE The successful contractor(s) shall furnish trained and certified personnel, supervision, scheduling, equipment, and materials necessary to satisfactorily provide inspection and certification; and requested maintenance repair services for all fire sprinkler systems located in various County owned and leased buildings. These specifications are to be considered a minimum and should not limit the quality of the services. Bidders must carefully examine each site to understand the working conditions, expected levels of performance, procedural details and access limitations prior to bidding. Limitations must be clearly detailed in the bid response. No fee adjustments shall be made for failure to understand or contractors’ misinterpretations of this bid document. Contractor shall specifically state in the bid response any proprietary limitations, and/or what maintenance and repair of systems will be sub-contracted out. a. Changed conditions These specifications are based on the current conditions and the nature of the existing use and occupancy of the buildings. In the event changes in the use or occupancy of the building alters, the contractor’s basic costs as anticipated at the time of the signing of the contract or restrict ability to provide services hereunder, Contractor shall so notify the County in writing and thereupon offer a modification to the contract to remedy the situation. In the event a mutually satisfactory revised contract cannot be negotiated, either the County or Contractor shall have the
IFB No.: 13-041 General Specifications Page 2
Due Date: APRIL 10, 2013
right to terminate the contract upon the expiration of sixty (60) days from the contractor’s notice of inability to continue under the terms of the contract. b. Hours of service
c.
(1).
Contractor shall perform all work during the working hours of 7:30am to 4:30pm, Monday through Friday, unless noted differently in this IFB or requested otherwise by the Facilities Representative.
(2).
Contractor shall have the ability to respond to emergency calls 24 hours a day/7 days a week. A 24-hour telephone contact will be provided to El Paso County. Contractor’s on-call personnel shall respond via telephone within 10 minutes and, if required, be on site within (sixty) 60 minutes of being notified of a problem.
(3).
Driving time to and from the job site will be at the contractor expense.
Call back service
The cost to accomplish call back service shall be absorbed by the contractor if the call back is the result of work performed by the contractor. d. Security Contract employees requiring access to county buildings must pass a County security background investigation. The Contractor shall provide upon award of contract, an Employee Background Investigation Form to the Facilities representative for each employee. The contractor will be charged a fee (approximately $7.50), payable in cash or money order to El Paso County Security, for each background check processed, payable when submitting the background application form. The County reserves the right to verify information concerning applicant qualifications submitted by the contractor. The final decision as to the acceptability of an individual will rest with the County. An employee of the contractor or sub-contractors working under the terms of this contract must be approved by the County prior to starting work. The contractor will be notified of the results of the security check by Facilities, followed by a written notification sent through the mail from the County Security Department. Contractor employees reporting to the work site without prior clearance, proper ID, uniform or other contract requirements will be denied access to the work site by security personnel. There shall be no cost to the County for such denial of access. e. Warranty The contractor agrees to warranty all work performed supporting maintenance, repair, alterations, additions, etc. for one year from the completion of the work. 2. GENERAL SERVICE REQUIREMENTS a. Testing and inspection/certification of fire sprinkler systems will be accomplished at the convenience of the County, scheduled at least two (2) weeks in advance. The following buildings will be tested and certified on a Saturday. Judicial Courthouse, 270 S Tejon. b. Contractor shall establish a schedule of inspection/certification for fire sprinkler systems and submit the schedule to Facilities Department within eight (8) weeks after contract award. A report will be submitted, noting all defects and repairs required within 48 hours after the inspection. Provide a sample of your inspection document with your submittal package.
IFB No.: 13-041 General Specifications Page 3 c.
Due Date: APRIL 10, 2013
Each device tested should be operated in its normal manner.
d. El Paso County reserves the right to purchase identified material from other vendors required to maintain, enhance, or expand these systems. The material will be turned over to the contractor for installation without negating the certification of the system. e. All contractor work shall be completed per all applicable codes, standards, rules, and regulations governing Fire Sprinkler Inspections. f. All materials and/or equipment installed in support of services rendered pursuant to this contract shall become the property of El Paso County at contact termination. g. Contractor shall include their hourly labor rate, overtime rate, and minimum call out rate, as well as material markup cost. 3. SERVICE SCHEDULE A. Service Schedule. The services will be performed at the hours and on the days specified on herein, unless adjusted by the Contracts & Procurement Division for holidays or emergency services. Emergency service, when requested by the Contracts & Procurement Division, shall be undertaken immediately and carried through to completion without pause. B. Holidays. The County observes the following legal holidays: New Year's Day Martin Luther King, Jr. Day President's Day Memorial Day Independence Day Labor Day Columbus Day Veteran's Day Thanksgiving Day Day after Thanksgiving Day Christmas Eve Christmas Day When a holiday falls on Sunday, it is observed on the following Monday; when a holiday falls on a Saturday, it is observed on the preceding Friday. The Contractor will be required to confirm the Holiday Service Schedule with the Contract Administrator at each pickup location. 4. CONTRACTOR RESPONSIBILITIES A. Personnel. Contractor shall provide competent personnel to perform the services required for this IFB. These individuals shall meet all federal, state and local licensing requirements for the services to be performed. B. Notification of Defects. Contractor shall immediately notify County of any known defects discovered while performing inspections. This notification must be made per written notification to El Paso County, Attn: Mr. Jeff Brewer, 325 S. Cascade Ave., COS, CO 80903. C. Billing. Contractor will provide one invoice for their services as follows: to El Paso County, Attn: Mr. Jeff Brewer, 325 S. Cascade Ave., COS, CO 80903. Invoices for the annual
IFB No.: 13-041 General Specifications Page 4
Due Date: APRIL 10, 2013
contract will be submitted to the Facilities Department in a single invoice document, listing the cost for each address. Invoices for each maintenance and repair service call will include as a minimum; building name, address, purchase order number, and a description of the work accomplished. All payment terms shall be net 30 days upon receipt and approval of a proper invoice. 5. TERM OF CONTRACT Issuance of this IFB and receipt of bids does not commit the County to award a contract. The County reserves the right to postpone opening, to accept or reject any or all bids received in response to this IFB, or to cancel all or part of this IFB. The contract period for the successful Contractor will be from date of issue through December 31 2013. All costs submitted for services shall remain valid during this initial contract year. The contract may be renewed at the sole discretion for four (4) optional one-year terms upon satisfactory performance by the Contractor and at negotiated costs agreed to in writing at least st sixty (60) days prior to January 1 of each renewal year. Failure to negotiate agreed-upon costs for the forthcoming year may result in non-renewal of the contract. Award of a contract or renewal of a contract is contingent upon available and approved County funding. Any contract awarded between El Paso County and the successful Contractor will consist of a General Services Contract (a copy of which is included in this IFB package) signed by both parties, this IFB and any addendums, the submitted response, the resulting Purchase Order and original certificates of insurance. If responder does not agree with any terms or conditions of the County's standard Contract, the responder must present its exceptions to the standard contract with its bid documents. If no concerns are expressed by responder, the County shall consider that all terms and conditions of the standard contract will control. El Paso County reserves the right to reject bids based upon exceptions to its standard contract terms and conditions. 6. INSURANCE REQUIREMENTS For bid purposes, contractors must submit copies of certificates of insurance as referenced on the Response Checklist. The successful Contractor must provide original certificates prior to commencing work, at its own expense naming El Paso County as additional insured, and maintain such coverage for the duration of the project. 7. IFB REQUIREMENTS By submitting a bid, responder represents that it has thoroughly examined and become familiar with the specifications as outlined in this IFB and is capable of performing quality work to achieve the County’s objectives. THE FOLLOWING INFORMATION MUST BE PROVIDED ON THE BID FORM INCLUDED IN THIS IFB PACKAGE: A. Response Checklist (form included with this packet) with all attachments in the order requested. B. Addendum acknowledged if any. C. Copies of insurance certificates. D. Qualification statement E. Bid Form.
IFB No.: 13-041 General Specifications Page 5
Due Date: APRIL 10, 2013
Failure to submit the information requested may result in the El Paso County Contracts & Procurement Division requiring prompt submission of missing information and/or giving a lower evaluation of the bid. The Contracts & Procurement Division may reject incomplete bids. Responses received will be evaluated for completeness and contractor’s ability to meet all specifications as outlined in this IFB. Additional technical and/or cost information may be requested from any bidder prior, during or after evaluation for clarification purposes, but in no way will change the original submitted response. 8. BEST VALUE BID EVALUATION CRITERIA Bids will be evaluated for award based on: A. B. C. D.
Completeness of proposer’s submission Ability of proposer to meet all of the needs of the County as requested in this IFB Experience providing similar services requested Price
9. BID FORMAT Bids shall be signed by an authorized representative of the bidder. Failure to submit all information requested may result in the El Paso County Contracts & Procurement Division requiring prompt submission of missing information. Bids which are substantially incomplete or lack key information may be rejected by the Contracts & Procurement Division. 10. INQUIRIES All contact regarding this IFB shall be to Matt Stephens, Procurement Specialist, by email only. rd All questions are due no later than 10:00 A.M., WEDNESDAY, APRIL 3 , 2013. 11. GENERAL BID INFORMATION Bid responses must be received in the El Paso County Contracts & Procurement Division, 200 South Cascade Avenue, Suite 150, Colorado Springs, CO 80903 no later than 10:00 AM, WEDNESDAY, APRIL 10, 2013. Responses shall be mailed or delivered in a sealed envelope to the above stated address and identified as IFB NO.: “13-041: FIRE SPRINKLER INSPECTION SERVICES” in the bottom left-hand corner of the envelope. Any questions regarding the contents of this IFB should be directed to Matt Stephens, CPPO, CPPB, Procurement Specialist, at 719-520-6772 or e-mailed to
[email protected].
IFB NO.: 13-041
DUE DATE: APRIL 10, 2013 EL PASO COUNTY CONTRACTS & PROCUREMENT DIVISION BID FORM FOR FIRE SPRINKLER INSPECTION SERVICES
Building/Address Criminal Justice Center 2739 E. Las Vegas St
SO Evidence Storage 2749 E. Las Vegas
Systems Wet Pipe, Standpipes, & Fire pump. 6 Antifreeze loops - Rec Yards Wet Pipe Sprinkler System
Notes 4 stories/154,552 S.F. (2 towers) 6 stories/154,005 S/F. (1 tower) 12,756 S/F 1 story
SO West Tensile Building 2721 E. Las Vegas
Wet Pipe Sprinkler System
11,703 S.F. 1 story
Sprinkler $______
SO East Tensile Building 2723 E. Las Vegas
Wet Pipe Sprinkler System
12,003 S.F. 1 story
Sprinkler $ ______
County Parking Garage 255 S. Sahwatch
Dry standpipe system
160,960 S.F. 5 stories
Standpipe$ ______
County Parking Garage 50 E Costilla
Dry standpipe system
139,856 S.F. 3 stories
Standpipe $______
County Parking Garage 309 S. Tejon
Dry standpipe system
86,780 S.F. 4 stories
Standpipe $ ______
Professional Building 105 E. Vermijo
Wet sprinkler system & fire hose cabinets
99,750 S.F. 6 stories
Office of The Sheriff 27 E. Vermijo
Wet sprinklers in basement, & wet fire hose cabinets & standpipes Wet sprinklers system, & wet fire hose cabinets & standpipes Wet Sprinkler
81,144 S.F. 6 stories
Pikes Peak Center 200 S. Cascade Centennial Hall 190 S Cascade Judicial Courthouse South 270 S. Tejon Judicial Courthouse West
Metro Jail 210 S. Tejon Technical Support Bldg. 325 S. Cascade Ave. PSD Operations 3275 Akers Dr.
Cost Sprinkler $ ______ Standpipe $ ______ Fire Pump $ ______ Antifreeze $______ Sprinkler $______
Sprinkler $ ______ Standpipe $ ______
Sprinkler $ ______ Standpipe $ ______ 97,365 S.F. 3 stories Lower Level Only 25,000 S.F.
Wet sprinklers in basement & wet fire hose cabinets and standpipes. Wet Pipe, Wet standpipes, & Fire pump. Wet sprinkler system & fire hose standpipes
178,403 S.F. South tower 7 stories
Wet sprinkler system and 1 antifreeze loop in Fac. loading dock. Wet sprinkler system
63,000 S.F. 3 stories
187,362 S.F. West tower 6 stories 79,127 S.F. 4 stories
54,471 S.F. 2 stories
Sprinkler $______ Standpipe $ ______ Sprinkler $ ______
Sprinkler $ ______ Standpipe $ ______ Sprinkler $ ______ Standpipe $ ______ Fire Pump $______ Sprinkler $ ______ Standpipe $ ______ Sprinkler $ ______ Standpipe $ ______ Antifreeze $ ______ Sprinkler $ ______
IFB No.: 13-041 Page 2
Due Date: APRIL 10, 1013
Paint & Body Bldg. 3175 Akers Dr.
Wet sprinkler system
5,721 S.F. 1 story
Sprinkler $ ______
Pikes Peak Regional Bldg. 2880 International Cir.
Wet sprinkler system
74,202 S.F. 3 stories
Sprinkler$ ______
Citizen Service Center (CSC) 1675 W. Garden of the Gods
Wet Pipe, & Fire pump.
305,248 S.F. 3 Stories
CSC Garage 1679 W. Garden of the Gods
Wet Pipe
342,350 S.F. 3 Stories
Standpipe $ ______
CSC Support Bldg. 1645 W. Garden of the Gods
Wet Pipe & Fire pump.
20,862 S.F. 3 Stories
Sprinkler $ ______
TOTAL
$
NON-EMERGENCY (additional services)
Hourly Rate
$
OVERTIME RATE
Hourly Rate
$
MINIMUM CALL OUT RATE MARK UP PERCENTAGE ON MATERIALS
Hourly Rate
$
Sprinkler $ ______ Standpipe $______ Fire Pump $______
%
SUBMITTED BY:
DATE: (COMPANY NAME)
FEDERAL ID# / SS#: ADDRESS:
PHONE:
CITY STATE ZIP: AUTHORIZED SIGNATURE: PRINTED AUTHORIZED SIGNATURE: Sealed bids will be received by the Contracts & Procurement Division, 200 South Cascade Avenue, Suite 150, Colorado Springs, CO 80903, UNTIL: 10:00 A.M., WEDNESDAY, APRIL 10, 2013. Only those bids received in this office on or before the specified time are eligible for consideration. Should the successful bidder fail to perform as agreed, his name may be removed from the bidders list for a period of one (1) year. Envelopes containing bid proposals should be plainly marked in the lower left-hand corner “IFB NO.: 13-041 - FIRE SPRINKLER INSPECTION SERVICES.” If tabulation is requested, please enclose a stamped, self-addressed envelope.
Matt Stephens Matt Stephens, CPPO, CPPB PROCUREMENT SPECIALIST II
IFB NO.: 13-041
DUE DATE: APRIL 10, 2013 EL PASO COUNTY CONTRACTS & PROCUREMENT DIVISION CONTRACTOR’S QUALIFICATION STATEMENT FOR FIRE SPRINKLER INSPECTION SERVICES
This statement will provide information which will enable the County to evaluate the qualifications of your firm and staff with regard to the requirements of this Invitation For Bids (IFB). Please complete this form in its entirety and submit it (in the number of copies requested) along with the other required bid documents. (PRINT) FIRM NAME: ADDRESS: CITY STATE ZIP: AUTHORIZED REPRESENTATIVE: TITLE: AUTHORIZED SIGNATURE: PHONE:
FAX:
1. TYPE OF BUSINESS CORPORATION PARTNERSHIP OTHER:
2. TYPE OF LICENSE & LOCATION INDIVIDUAL JOINT VENTURE
3. TYPE OF SERVICE TO BE PROVIDED FOR RFP:
4. NUMBER OF YEARS IN BUSINESS: 5. ON A SEPARATE SHEET PROVIDE A BRIEF HISTORY OF YOUR FIRM, STAFF SIZE AND EXPERIENCE. SUBMIT A RESUME FOR THE PROJECT MANAGER AND EACH KEY PERSONNEL ASSIGNED TO THIS PROJECT. 6. WHAT OTHER NAME(S) HAS YOUR COMPANY OPERATED UNDER:
7. HAVE YOU OR YOUR FIRM EVER FAILED TO COMPLETE ANY WORK AWARDED TO YOU? YES NO IF “YES”, EXPLAIN:
8. HAS ANY OFFICER OR PARTNER OF YOUR ORGANIZATION EVER BEEN AN OFFICER OR PARTNER OF ANOTHER ORGANIZATION THAT FAILED TO COMPLETE A
IFB No.: 13-041 Page 4
Due Date: APRIL 10, 1013
CONTRACT WITHIN THE LAST FIVE (5) YEARS? IF “YES”, EXPLAIN:
YES
NO
9. HAS YOUR FIRM OR ANY PARTNERS OR OFFICERS EVER BEEN INVOLVED IN ANY BANKRUPTCY ACTION? YES NO IF “YES”, EXPLAIN:
10. ARE YOU PRESENTLY INVOLVED IN ANY LITIGATION WITH AN OWNER OR OTHER GOVERNMENT AGENCY? YES NO IF “YES”, EXPLAIN TYPE, KIND, PLAINTIFF, DEFENDANT, ETC., AND STATE THE CURRENT STATUS:
11. BANK REFERENCE: ADDRESS: CONTACT:
PHONE:
12. LIST THREE (3) SIMILAR PROJECTS (LOCAL OR STATE-WIDE) FROM LAST FIVE (5) YEARS-INCLUDE LOCATION OF PROJECT, CONTACT NAME, ADDRESS, TELEPHONE NUMBER, SIZE OF PROJECT (CONTRACT AMOUNT): (NOTE: DETAILED INFORMATION ON THESE PROJECTS MAY ALSO BE REQUESTED IN THE RFP PACKAGE.) 1.
2.
3.
13.
LIST CURRENT SIMILAR PROJECTS (LOCAL OR STATE-WIDE) UNDER CONTRACTINCLUDE LOCATION OF PROJECT, CONTACT NAME, ADDRESS, TELEPHONE NUMBER, SIZE OF PROJECT (CONTRACT AMOUNT): (NOTE: DETAILED INFORMATION ON THESE PROJECTS MAY ALSO BE REQUESTED IN THE RFP PACKAGE.)
IFB No.: 13-041 Page 5
Due Date: APRIL 10, 1013
1.
2.
3.
14.
LIST OF SUB-CONTRACTOR(S)S TO BE USED FOR THIS PROJECT: (INCLUDE NAME, ADDRESS, TELEPHONE NUMBER, TYPE OF WORK) 1. 2. 3. 4. 5.
15. BONDING COMPANY AND AGENT: NAME: PHONE: (A) CURRENT BONDING RATE: (B) LARGEST INDIVIDUAL PROJECT BOND TO DATE: 16. SURETY REFERENCE FOR LAST FIVE (5) YEARS:
IF ADDITIONAL INFORMATION IS PROVIDED ON A SEPARATE SHEET FOR ANY OF THE ITEMS, CLEARLY SPECIFY WHERE IT CAN BE LOCATED IN YOUR BID PACKAGE.
