Harnett County Fire Sprinkler Maintenance Equipment Information

HARNETT COUNTYFINANCE/PURCHASINGREQUEST FOR PROPOSALSFIRE SPRINKLER SERVICE CONTRACTFOR THE PERIOD OF JULY 1, 2013 THROUGH JUNE 30, 2016DUE DATE: NO LATER THAN 5:00 PM, May 8, 2013QUESTIONS: CHRIS JOHNSON, PUBLIC BUILDINGS SUPERVISORCJOHNSON@HARNETT.ORG, TELEPHONE: 910-893-7538FAXES OR E-MAILS ARE NOT ACCEPTED FOR THIS QUOTETHE COUNTY OF HARNETT RESERVES THE RIGHT TO REJECT ANY OR ALLBIDS RECEIVED, OR TO SELECT THE BID WHICH, IN OUR OPINION, IS THEBEST OVERALL INTEREST OF THE COUNTY.MAIL OR DELIVER BIDS IN A SEALED ENVELOPE IDENTIFIED “QUOTEENCLOSED PB-05082013”, YOUR FIRM NAME AND THE DELIVER BY DATEON THE OUTSIDE OF THE ENVELOPETO:Renea Warren-FordPurchasing Specialist102 E. Front StreetP.O. Box 760Lillington, N.C. 27546

GENERAL CONDITIONS1. How to Submit Bid Proposals: Proposals must be mailed or delivered allowingsufficient time to ensure receipt by the County of Harnett on May 8, 2013. Proposalsnot received by the date specified will not be opened or considered, unless the delayis a result of the negligence of the County, its agents, or assigns.A. Mailing Address:Harnett County FinanceRenea Warren-Ford, Purchasing SpecialistPO Box 760Lillington, N.C. 27546B. Hand Delivery:Harnett County FinanceRenea Warren-Ford, Purchasing Specialist102 E. Front St.Lillington, N.C. 27546C. Contact Information:Harnett County Public BuildingsChris Johnson910-893-75382. Standards for Acceptance of Proposal for Award Contract: The County reservesthe right to reject any or all proposals. The award for Harnett County’s fire sprinklerservices contract may be made to the responsible bidder (also sometimes referred toas “Contractor”) that best meets the needs and interests of Harnett County, taking intoconsideration quality and performance. Harnett County reserves the right to bid anyother services for fire sprinklers not listed herein and/or award same to successfulvendor.3. Compliance with Laws: The Contractor shall obtain and maintain all licenses,permits, liability insurance, worker’s compensation insurance and comply with anyand all other standards or regulations required by Federal, State, or County statute,ordinances and rules during the performance of any contract between thebidder/contractor and the County. Any such requirement specifically set forth in anycontract document between the bidder and the County shall be supplementary to thissection and not in substitution thereof.4. Bids for All or Part: Unless otherwise specified by the County or by the bidder,Harnett County reserves the right to make award on all items or on any of the itemsaccording to the best interest of the County. Bidder may restrict his bid toconsideration in the aggregate by so stating, but must name a unit price on each firesprinkler bid upon as shown on Attachment C.

5. Contract Term/Conditions: This is an annual contract for three years starting July1, 2013 and ending on June 30, 2016. Bidder warrants that bid prices, terms, andconditions quoted in his/her bid will be firm for acceptance for a period of three (3)years. The County reserves the right to add or remove fire extinguishers if the needarises.6. Contract Extension: Harnett County reserves the right to renew this contract eachyear with the same terms and conditions upon agreement of both parties, providedthat funds have been appropriated by the governing board and performance under thiscontract has been satisfactory. Price increase shall be considered at contract renewaltime and may be cause for non-renewal.7. Completeness: All information required by Request for Proposal must be completeand submitted to constitute a responsible bid. Attachment C must be filled out in itsentirety and a copy of all licenses and certification required must be attached.8. Acceptance of Service: In the event that the service supplied to the County does notconform to specifications, the County reserves the right to cancel the service upon 30-day written notice to the Contractor at the Contractor’s expense.9. Guarantee: Unless otherwise specified by the County, the Contractor willunconditionally guarantee the service and workmanship on all services. If within theguarantee period, any defects occur which are due to faulty services, the Contractor,at his/her expense, shall repair, adjust the condition, or replace the services to thecomplete satisfaction of the County. These repairs, replacements, or adjustmentsshall be made only at such time designated by the County to be the least detrimentalto the operation of County business.10. Transfer or Assignment: The covenants and agreements contained within theawarded bid are specifically binding and the County will not allow the awarded bid tobe transferred or assigned to any other party or parties without the express writtenconsent form the County, which shall not be unreasonably withheld.11. Indemnity & Insurance: The Contractor will indemnify and hold harmless theCounty, its officers, agents, and employees from and against all loss, cost, damages,expense and liability caused by accident or other occurrence resulting in bodilyinjury, including death and disease to any person, or damage or destruction toproperty, real or personal, arising directly or indirectly from operations, products, orservices rendered or purchased under the contract.Where Contractors are required to enter or to go onto County property to delivermaterials or perform work, the contractor, at his/her sole expense, will purchase andmaintain the insurance listed below as A, B, & C.Where Contractors will not be required to enter or go onto County property and willonly provide supplies, materials, or equipment, the Contractor, at his sole expense,will purchase and maintain insurance coverage designated below as B.

A. Automobile – Automobile bodily injury and property damage liability insurancewhen the services to be performed require the use of motor vehicles.B. Commercial General Liability-Bodily injury and property damage liability as willprotect the contractor from claims of bodily injury or property damages whicharise from operations of this contract. The amounts of such insurance shall not beless than $1,000,000.00 bodily injury and property damage – combined singlelimit each occurrence/aggregate. This insurance shall include coverage forproducts/completed operations, personal injury liability and contractual liability.C. Workers’ Compensation and employers’ liability meeting the statutoryrequirements of the State of North Carolina.The successful bidder shall provide the County with a certificate of such insuranceand shall contain the provision that the County will be given thirty (30) days writtennotice of any intent to amend or terminate by either the insured or the insuringcompany. However, a ten (10) day notice is sufficient for cancellation due to nonpaymentof premium.12. Default Provision: Failure to satisfactorily perform the services required by thecontract for the project will be grounds for Harnett County to declare the successfulbidder in default. Unless otherwise provided herein, the Contract may be cancelled orannulled with a 30-day notice by Harnett County in whole or in part by written noticeof default to the bidder upon nonperformance or violation of contract terms. Anaward may be made to another bidder for services specified, or they may bepurchased on the open market and the defaulting Contractor shall be liable to HarnettCounty for costs to the County in excess of the defaulted contract prices. The biddershall continue the performance of this contract to the extent that any part is notterminated under the provisions of this clause.13. Certification of Independent Price Determination: By submission of this bid, thebidder certifies and, in the case of a joint bid, each party thereto certifies as to its ownorganization, that in connection with this procurement:1) The price in this bid have been arrived at independently, withoutconsultation, communication, or agreement for the purpose ofrestricting competition as to any matter relating to such prices withany other bidder or with any competitor;2) Unless otherwise required by law, the prices which have been quotedin this bid have not and will not be knowingly disclosed by thebidder prior to bid opening, directly or indirectly, to any other bidderor to any competition; and3) No attempt has been made or will be made by the bidder to induceany other person or firm to submit or not to submit a bid for thepurpose of restricting competition.14. Offer/No Bid. All contractors in receipt of a Request For Proposal for a project areurged to respond with an Offer or a No Bid.

COUNTY OF HARNETTLILLINGTON, NORTH CAROLINASPECIFIEDTERMS AND CONDITIONSFOR FIRE SPRINKLER SYSTEM MAINTENANCE CONTRACTThis describes the terms and conditions for a three (3) year fire sprinkler system maintenancecontract with Harnett County for various government building locations in Harnett County,as more particularly described herein.This agreement shall be for three (3) years starting July 1, 2013 and ending June 30, 2016,subject to appropriation by the Harnett County Board of Commissioners.1. Required Services for Facilities:A. Maintenance Services Required. Contractor shall provide thenecessary labor and materials to keep all fire sprinkler systemsin full operation as designed and as required by law.Contractor shall conduct all inspections required to beperformed by federal, state or local law on all equipmentdescribed in Attachment A, attached hereto and herebyincorporated herein (hereinafter referred to as the“Equipment”). All inspections performed on the Equipmentby Contractor shall meet NFAPA-25 standards.B. Full maintenance Contract. The contract awarded shall be amaintenance contract for the Equipment listed in AttachmentA, all costs for labor and materials necessary to repair and/orreplace the Equipment shall be included in the price set forthin Attachment B, attached hereto and hereby incorporatedherein. There shall be no charge to County for themaintenance, repair and inspection of its fire alarm systems,except for the annual contract price identified in Attachment B.Contractor shall maintain sufficient material/parts stock toprevent extended downtime of the County’s fire sprinklersystems.C. Emergency Repair and Response. Contractor shall be availabletwenty-four (24) hours a day, seven (7) days a week, threehundred sixty-five (365) days a year to provide emergencyrepair and response for the County’s fire sprinker system, ifrequired. There shall be no additional charge to the Countyemergency call or repairs. Contractor shall be available toCounty by telephone within thirty (30) minutes and on-site atthe County facility within two (2) hours of notification to anemergency call.

D. Scheduling. All inspections shall occur during normal Countybusiness hours, Monday through Friday from 8:00 a.m. to 5:00p.m., unless otherwise directed by County. Inspections are toto be scheduled so as not to impact customer activities in thebuildings. Contactor shall coordinate with the vendor whoinspects and services County’s fire alarm system whencompleting the inspections required hereunder, and shallprovide a minimum of twenty-four (24) hours notice when firealarm vendor needs to be onsite for fire sprinkler inspections.E. Documentation. Contractor shall prepare and maintaindocumentation during its inspection of the Equipment that at aminimum, individually lists each each piece of Equipment,identifies whether the Equipment passed/failed the inspection,the date of inspection, the technicians name and signature andany noted impairments of the Equipment. All documentationprepared during the inspection shall be delivered to Countywithin seven (7) days of the inspection.2. Employee Rules: Contactor shall ascertain that all employees abide by theFollowing rules:A. Supervisor/employees shall not disturb any papers, boxes, or othermaterials.B. Employees shall report any personal injury or property loss or damageto their supervisor immediately. The supervisor shall report thelocation and extent of damage to the County as soon aspossible.C. Supervisor/employees shall not open drawers, file cabinets, or use anytelephone except public pay phones unless given specific priorapproval by the County.D. Supervisor/employees shall not leave keys in doors or admit anyone toany building or office who is not a designated employee of the County.All doors, which were locked upon entry, will be immediately relockedafter entry.E. Supervisor/employees shall not engage in idle or unnecessaryconversation with County employees or visitors to the buildings.F. Supervisor/employees shall not remove any article or materials fromthe premises, regardless of its value or regardless of any employee ortenant’s permission. This includes the contents of or any item found intrash containers in or around the premises.G. Supervisor/employees shall abide by rules and regulations set forth bythe State of North Carolina which affects the performance of the work.

H. Upon written request of the County to the Contractor, any Contractor'semployee who fails to abide by these or other rules established by theCounty will be immediately removed from the job and replaced.3. Staff Qualifications:4. Payments:A. At the Contractor’s sole expense, all janitorial personnel should, at aminimum, completely satisfy the following conditions or trainingsbefore working on County premises:1. Verified, Clear Background Check2. Verified Reference Checks3. OSHA Training4. Safety TrainingB. At the time of submitting this proposal, and at all time during thecontract with the County, Contractor shall hold a North CarolinaFire Sprinkler Installation Contractor License (FS Classification)and a North Carolina Fire Sprinkler Inspection Contractor License(IC Classification).C. The Contractor warrants and agrees that all of its staff performingMaintenance and repairs on the County’s fire sprinkler systempursuant to this proposal shall be trained for the services they are toperform.Invoices for the services shall be submitted by Contractor to Countyeach month for services rendered. Invoices should be submitted on orbefore the twenty-eighth (28 th ) day of each month in twelve (12) equalinstallments. Payment for services will be Net 30.Respectfully submitted this ___________day of __________2013By:_______________Title:_________________________Telephone Number:_____________________________________Vendor:_______________________________________________________________________________________

EXECUTION OF PROPOSAL PAGEHarnett County Fire Sprinkler System Maintenance ServiceContractDate:By submitting this proposal, the Contractor certifies the following:An authorized representative of the firm has signed this proposal.It can obtain insurance certificates required within 10 calendar days after notice ofaward.The Contractor has determined the cost and availability of all equipment, materialsand supplies associated with performing the services outlined herein.All labor costs, direct and indirect, have been determined and included in theproposed cost.The Contractor is aware of the prevailing conditions associated with performing thiscontract.The Contractor agrees to complete the scope of work for this project with noexceptions.Therefore, in compliance with the foregoing Request for Proposal, and subject to all termsand conditions thereof, the undersigned offers and agrees, if this proposal is accepted within(60) days from the date of the opening, to furnish the services for the prices quoted.Contractor:Mailing Address:City, State, Zip Code:Telephone Number:Principal Place of Businessif different from aboveBy(Type or Print Name)Title:(Signature)

Fire Sprinkler SpecsAll bidders must have:NC Fire Sprinkler Installation Contractor License (FS classification)NC Fire Sprinkler Inspection Contractor License (IC classification)All inspections should meet NFPA-25 standards.Inspections to be done on all equipment listed in Attachment A.Blueprints can be viewed Monday through Friday, 8-4, at Public Buildings. No walkthroughneeded.Inspections are to be scheduled so as not to impact customer activities in the buildings.Inspection documentation to include complete device list with pass/fail, date tested,technician initials and any impairments as a minimum.All documentation to be delivered to customer with 7 days of inspections.Provide maintenance and repair labor and material to keep all systems in full operation asdesigned and required. Material stock should be maintained to prevent extended downtimedue to failure of critical components.Provide 24/7/365 emergency repair and response for the systems at no additional charge tothe county.Response time is 30 minute phone and 2 hour on site.

Harnett CountyFire Sprinkler MaintenanceEquipment InformationLocationsCourthouse Register of Deeds and Tax Emergency Services Center Public Utilities Bus. Ctr.301 W. Cornelius Harnett Blvd. 305 W. Cornelius Harnett Blvd. 1005 Edwards Dr. Lillington, NC 700 McKinney Pkwy Lillington, NCLillington, NC 27546Lillington, NC 275462754627546Equipment Information 5 Floors 2 Floors 1 Floor 2Pre-Action Sprinkler SystemWet Riser Sprinkler System221 1Anti-Freeze Sprinkler SystemBackflow Devices151 2Butterfly Valves 211 3Flow Switches 151 3Tamper Switches 283 4Post Indicator Valves 21Fire Hydrants 55Attachment A

Harnett CountyFire Sprinkler MaintenanceVendor Bid2013-2014 2014-2015 2015-2016Courthouse/Register of Deeds/Tax $ $ $Public Utilities Business CenterEmergency Services Center $ $ $Total Per Year $ $ $Grand Total for 3 Years $Attachment B