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HENDERSON COUNTY BOARD OF EDUCATION 1805 Second Street Henderson, Kentucky 42420 WWW.HENDERSON.KYSCHOOLS.US

INVITATION TO BID The Henderson County Board of Education invites you to submit a written sealed bid for:

BID SUMMARY INFORMATION BID NUMBER DESCRIPTION OF BID LOCATIONS COVERED BY BID DATE & TIME OF BID OPENING DATE & TIME OF BID AWARD EFFECTIVE PERIOD OF BID RENEWABLE OPTIONS

#9-14-5-5 Fire & Safety Equipment Inspection All Schools & Buildings Wednesday May 7, 2014 @ 10:00 a.m. Monday, May 19, 2014 @ 6:00 p.m. June 1, 2014 through May 31, 2015 One year term, not to exceed three years

Bidders must read the entire bid details and indicate acceptance by submitting the required Bid Submission Form.

CONDITIONS OF BIDDING A. TIME AND PLACE OF BIDDING - Bids will be received in the office of the Board of Education, 1805 Second Street, Henderson, Kentucky, until 10:00 a.m., Wednesday, May 7, 2014. All bids must be received by the time designated in the invitation and none will be considered thereafter. All bids should be sealed and labeled “Bid – Fire & Safety Equipment Inspection” Bid No. 9-14-5-5, Deadline 10:00 a.m., 05/07/2014. At the specified time stated above, all bids that are in order, properly sealed, signed, labeled, etc., shall be opened and read aloud. Any interested parties may attend the opening. No immediate decision will be rendered on this date. No deposit for eligible bidders for procuring specifications and contract documents is required.

B. AWARDING THE CONTRACT - No bid shall be withdrawn after the closing time stated above. Bid shall be effective from June 1, 2014 through May 31, 2015. After bids have been tabulated and studied, agents and/or company representatives may be interviewed by the superintendent or designated person concerning the bid. The board will review these bids formally at the regular board meeting on Monday, May 19, 2014 at 6:00 PM and make final bid award determination. The board reserves the right to reject any and/or all bids and to waive any deviations from the specifications that it considers of little consequence. Information pertaining to any item or condition in this bid request may be obtained by calling Sue Ellen Clements, Finance Dept., at (270) 831-8723 or Donnie Thacker, at (270)831-5132.

BID OPENING: 05/07/2014 at 10:00 AM

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Henderson County Schools Bid Document

BID: 09-14-5-5 Fire & Safety Equipment Inspection

C. GENERAL CONDITIONS 1.

The successful bidder will be required to furnish at bid price such quantities as from time to time may be ordered by the Board of Education or by the schools of the Henderson County School District.

2.

Bidders shall submit their bids on the bid forms provided. Bidder should keep one copy of bid and submit one to the Board Office. Mail to 1805 Second St., Henderson, Kentucky 42420.

3.

Bidders may list all other information they consider pertinent.

4.

All bids are subject to the terms and conditions of the bid invitation.

5.

Both parties may extend this contract under the same terms, conditions, and prices if agreeable for an additional one year term, not to exceed 3 one year extensions, with approval of the Henderson County Board of Education.

6.

Monthly statements listing amounts payable by the board or respective schools are due immediately after close of each month.

7.

If a bid is not made, the bid form must be returned marked “No Bid” with reasons stated why a bid is not submitted; otherwise firm name will be removed from the bidders’ mailing list.

8.

The award shall be made, if at all, on the basis of the lowest bid or highest evaluated bid. The following criteria will be used on arriving at the highest evaluated bid:

Description of Bid Evaluation Criteria a. b. c. d. e.

9.

Quality of Product and Services provided.

Maximum Points 10

Service - (1) Business reputation of the vendor compared to similar vendor in the general area for promptness of delivery, (2) general cooperation by the vendor with the respective school personnel. Availability of items and services needed. Largest Percentage Discount Delivery of product or services.

10 10 10 10

Employees and vehicles of inspection services must hold the Board Harmless for any accident or incidents occurring on school property.

10. Multiple contracts may be awarded by the Board if following evaluation of all bids received a decision is reached that awarding contracts or accepting bids on a multiple basis is in the best interest of the Henderson County School District. 11. Successful bidders shall show evidence of proper certification. 12. A loaner will be required for all extinguishers removed from site for testing, recharging, etc. 13. CONFLICTS OF INTEREST, GRATUITIES AND KICKBACKS AS DEFINED IN KRS 45A.445 AND AS PROVIDED FOR IN KRS45A.455 ARE ABSOLUTELY PROHIBITED. THE PROVISIONS OF THESE STATUTES SHALL BE NOTED AND ACKNOWLEDGED BY THE USERS OF THIS PROCUREMENT DOCUMENT.

BID OPENING: 05/07/2014 at 10:00 AM

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Henderson County Schools Bid Document

BID: 09-14-5-5 Fire & Safety Equipment Inspection

D. SPECIFICATIONS: The Henderson County Board of Education will require Fire Extinguisher Service, Restaurant Suppression System Service, and Sprinkler System Inspections where applicable at the following locations: Bend Gate Elementary 920 Bend Gate Road

Cairo Elementary 10694 Hwy. 41-A

AB Chandler Elementary 11215 US 60 West Corydon

East Heights Elementary 1776 Adams Lane

Jefferson Elementary 315 Jackson Street

Niagara Elementary 13043 Hwy 136 East

South Heights Elementary 1199 Madison Street

Spottsville Elementary 9190 US 60 East Spottsville

Central Academy 851 Center Street

North Middle School 1707 Second Street

South Middle School 800 S. Alves Street

Henderson County High School 2424 Zion Road

Athletic Complex 2424 Zion Road

Bus Garage 5682 Airline Road

Buildings & Grounds 5704 Airline Road

Technology Center 1707 Second Street

Center for Support Services 1805 Second Street

Administration Building 1805 Second Street

Thelma B Johnson Early Learning Center 631 N. Green Street I.

Migrant/Curriculum Specialists Annex 1805 Second Street

Fire Extinguishers A. B. C. D. E. F.

Annual inspections Five/six year inspection and hydrostatic testing Recharge or refill OSHA monthly inspection tags All fire extinguisher inspections for the school bus fleet must be completed in June Vendor is responsible for removing extinguishers from buses

II. Cooking Exhaust Hood A. There are ______ wet restaurant suppression systems from various manufacturers: Ansul, Kidde, and Pyrochem B. Semi-annual inspections  Test fire each system  Check gas and electric shut down  Replace fusible links  Clean or replace nozzles as needed C. Provide six-year maintenance/hydrostatic testing per unit

III. Sprinkler System (Note: See Sprinkler System spread sheet, attached) A. Annual inspections of all risers and switches listed on attachment  Run water flow test  Drain low points  Test flow switches  Visual inspection BID OPENING: 05/07/2014 at 10:00 AM

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Henderson County Schools Bid Document

BID: 09-14-5-5 Fire & Safety Equipment Inspection

B. Check antifreeze in pipe running from high school to the potting shed  Replace antifreeze if needed

Successful bidders shall provide invoices for each purchase that reflects at least the following information: 1.

The suppliers name

2.

School, Federal Program or Board of Education and address

3.

Date of purchase and shipment

4.

Purchase order number

5.

Established current price

6.

Complete listing of all items

7.

Amount of discount to school board or contract price

8.

Net costs to Board of Education, various schools or Federal Program

9.

Person making purchase request

BID OPENING: 05/07/2014 at 10:00 AM

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Henderson County Schools Bid Document

BID: 09-14-5-5 Fire & Safety Equipment Inspection

SPRINKLER SYSTEM - HENDERSON COUNTY SCHOOLS

LOCATION AB Chandler Elementary Administrative Office Athletic Complex Bend Gate Elementary Buildings & Grounds Bus Garage Cairo Elementary Center For Support Services Central Academy East Heights Elementary Henderson County High School Jefferson Elementary Little Colonel Day Care Migrant/Curriculum Specialist Annex Niagara Elementary North Middle School South Heights Elementary South Middle School Spottsville Elementary Technoloby Center Thelma B Johnson Early Learning Center

BID OPENING: 05/07/2014 at 10:00 AM

RISER Domestic Water Supply No Sprinkler System Domestic Water Supply 1 No Sprinkler System No Sprinkler System Domestic Water Supply Domestic Water Supply No Sprinkler System Domestic Water Supply 7 Domestic Water Supply 0 No Sprinkler System Domestic Water Supply 1 Domestic Water Supply 1 & Domestic Water Supply (in kitchen) 1 No Sprinkler System

TAMPER FLOW SWITCH SWITCH 0 0

0 0

0 1 0 0

0 1 0 0

0

0

0 0

0 0

0 9

0 8

0 0 0

0 0 0

0 2

0 1

0

0

1 1 0

1 1 0

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Henderson County Schools Bid Document

BID: 09-14-5-5 Fire & Safety Equipment Inspection

Hood Suppression System System School Type Serial Number Bend Gate Ansul R102 S214404 Cairo Ansul R102 S197203 Central Academy Ansul R102 S082748 Chandler Ansul R102 S146464 East Heights Ansul R102 S082750 HCHS Pyro Chem PCL-550 & PCL-350 HCHS Pyro Chem PCL-550 HCHS Ansul R102 S247855 Jefferson Ansul R102 S210092 Niagara Ansul R102 S211906 South Heights Ansul R102 S082650 South Middle Ansul R102 S082749 Spottsville Ansul R102 S082649 Thelma B Johnson ELC Ansul R102 S318231

BID OPENING: 05/07/2014 at 10:00 AM

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Henderson County Schools Bid Document

BID: 09-14-5-5 Fire & Safety Equipment Inspection

BID SUBMISSION FORM (Bids must be submitted on this form or an exact duplicate)

Fire & Safety Equipment Inspection

BID NO. 9-14-5-5

In compliance with this Invitation to Bid and in consideration of the detailed description attached hereto; subject to all conditions thereof, the undersigned agrees, if this be accepted within the time stipulated, to furnish any or all items upon which prices are quoted in accordance with the specifications applying at the price set opposite each item.

VENDOR NAME BY TITLE ADDRESS

VENDOR TAX ID: TELEPHONE EMAIL: FAX # DATE

(Authorized Signature) CONFLICTS OF INTEREST, GRATUITIES AND KICKBACKS AS DEFINED IN KRS 45A.445 AND AS PROVIDED FOR IN KRS 45A.455 ARE ABSOLUTELY PROHIBITED. THE PROVISIONS OF THESE STATUTES SHALL BE NOTED AND ACKNOWLEDGED BY THE USERS OF THIS PROCUREMENT DOCUMENT. Equal Educational and Employment Institution

BID OPENING: 05/07/2014 at 10:00 AM

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Henderson County Schools Bid Document

BID: 09-14-5-5 Fire & Safety Equipment Inspection

FIRE SAFETY EQUIPMENT INSPECTION BID #9-14-5-5 BID FORM (Bids must be submitted on this form or an exact duplicate)

I. FIRE EXTINGUISHERS (260) 2 1/2 # ABC Dry Powder 5# ABC Dry Chemical 10# ABC Dry Chemical 20# ABC Dry Chemical 5# CO2 10# CO2 20# CO2 Halatron Fire Extinguishers (Approx. 40) School Bus Fire Extinguishers (125) Kitchen K-Class Fire Extinguishers (12) II. COOKING EXHAUST HOOD Mfg. Ansul, Kidde, & Pyro-chem (Restaurant Suppression System) 13 Wet III. SPRINKLER SYSTEM Flat rate to test all risers & switches listed on attachment Check antifreeze in pipe @HCHS to potting shed Refil

Price Per Unit each each each each each each each

Inspection

5 or 6 yr. Maintenance

Hydrostatic Testing

Refill Recharge

each each each

Lot

Each System

IV. PARTS AND LABOR % Discount on Parts Hourly Rate for Labor V. TRAVEL Mileage Charge Flat Fee Per Visit or Hourly Rates

BID OPENING: 05/07/2014 at 10:00 AM

% $

$ $ $

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