How To Bid On A Fire Alarm And Burglar Alarm System In Middletown Township

Transcription

1 Middletown Township Public Schools 834 Leonardville Road, 2 nd Floor Leonardo, NJ (732) (732) Fax SPECIFICATIONS ATTACHED FOR: BID # FIRE ALARM AND BURGLAR ALARM EQUIPMENT SERVICE, AS-NEEDED REPLACEMENT AND MONITORING FOR THE SCHOOL YEAR BID DUE: MAY 20, :00 a.m.

2 TABLE OF CONTENTS Notice to Bidders Instructions to Bidders Contract Data Sheet Bid Proposal Forms Stockholder Disclosure Certification- Attachment A Non-Collusion Affidavit- Attachment B Mandatory Affirmative Action- Attachment C Bid Bond Attachment D Consent of Surety Form Notice of Prevailing Wage Statement Receipt of Addenda Form Bid Document Checklist 2

3 Middletown Township Public Schools Middletown, NJ NOTICE TO BIDDERS NOTICE IS HEREBY GIVEN that sealed bids will be received by Amy P. Gallagher, CPA, Business Administrator for the Middletown Township Board of Education, County of Monmouth, State of New Jersey on May 20, 2014, at 11:00 a.m., prevailing time at the August T. Miner Administrative Offices, 834 Leonardville Road, 2 nd Floor, Leonardo, NJ for: Bid # Fire Alarm and Burglar Alarm Equipment Service, As-needed Replacement and Monitoring Specifications and instructions to bidder may be obtained from the District website under Our District, Business Office: Bids must be submitted by mail or by hand in sealed envelopes and distinctly marked as stated above on or before the hour designated. The Board of Education assumes no responsibility for mailed bids that arrive late. Facsimile or ed bids will not be accepted. All prices and amounts must be written in ink or preferably typewritten. Bids containing any conditions, omissions, or unexplained erasures or alterations, items not called for in the bid proposal form, attachments or additive information mot required by the specifications or irregularities of any kind may be rejected by the Board of Education. Any changes, whiteouts, strikeouts, etc. on the proposal page must be initialed in ink by the person responsible for signing the bid. No bidder may withdraw the bid for a period of thirty (30) calendar days. Bids opened and read shall remain irrevocable for a period of sixty (60) days. It is the intent of the Board to award the contract within sixty (60) days of the receipt of bids. Any corporation bidding must provide the name of all stockholders possessing over 10% of the issued stock in the corporation. Bidders are required to comply with the requirement of P.L. 1975, c. 127 (N.J.A.C. 17:27 et seq.) Bids must be accompanied by a Bid Bond or Certified Check drawn to the order of Middletown Township Board of Education for not less than ten (10%) of the amount of the bid, not to exceed $20,000. Pursuant to N.J.S.A. 18A: 18A-27 et seq., all bidders on any contract for public work in which the entire cost of the project exceeds $20, must be pre-qualified by the Department of the Treasury, Division of Building and Construction. Bidders are required to submit a Certificate of Registration under The Public Works Contractor Registration Act. Pursuant to P.L. 2004,c.57, effective September 1, 2004, bidders will be required to register with the State and provide the Board of Education with a copy of their Business Registration Certificate. The Board of Education reserves the right to accept or reject any or all bids, or any part of the bid due to any defects or informalities and not adhering to the specifications, or for any other reason as may be deemed best for the interest of the Board of Education. Where applicable, the Board reserves the right to award the bid in whole or in part. Dated: 5/8/14 Amy P. Gallagher Business Administrator 3

4 MIDDLETOWN TOWNSHIP PUBLIC SCHOOLS SPECIFICATIONS FOR FIRE ALARM AND BURGLAR ALARM EQUIPMENT SERVICE, AS- NEEDED REPLACEMENT AND MONITORING SCOPE OF WORK: Base Bid Part 1- Flat annual rate for furnishing all labor, materials, equipment, service, engineering and monitoring required for the maintenance of the Fire Detection Alarms and Burglar Alarms to keep them in a perpetual state of readiness so that they are completely and consistently responsive twenty-four (24) hours a day, seven days a week, 365 days a year including State required annual inspections at all locations. Base Bid Part 2- Provide repair of existing Fire Detection Alarms and Burglar Alarms on a Time and Material Basis Base Bid Part 3- Furnish all labor and materials for installation of replacement of existing fire or burglar alarm systems. Fire Alarm Systems are located in the seventeen (17) buildings listed below: High Schools: Middletown North, Middletown South Middle Schools: Bayshore, Thompson, Thorne Elementary Schools: Bayview, Fairview, Harmony, Leonardo, Lincroft, Middletown Village, Navesink, New Monmouth, Nut Swamp, Ocean Avenue, Port Monmouth, River Plaza The successful bidder must be able to maintain, repair and/or replace the current Public Address, Clock and Bell Systems in Middletown Schools which include, but are not limited to the following: Bogen Lathem Masters Rauland Simplex Standard Telecor Valcom Viking For any and all new work, the Contractor must obtain all necessary permits and inspections from the local building official. All bids should include cost for any permits in the bid price agreement. All work must be performed according to Uniform Code. All procedures listed herein shall be in direct compliance with the State of New Jersey Uniform Fire Code; N.F.P.A. Standard 72-A,B,C,D,E,H; Standard 13-A and all manufacturer s guidelines. The service contractor shall be capable of testing and making repairs of all pneumatic capillary tubing systems, including pump test on all existing pneumatic loops. SERVICE CALLS ON ALL EQUIPMENT Normal Service The service contractor shall, upon notifications, respond to the job site and provide required repairs within 24 hours. If systems are beyond repair or parts required for repairs are not immediately available, the Administrative Supervisor for Facilities shall be notified and a request made of authorization to take corrective action. The service contractor shall notify the head custodian or an authorized employee upon arrival at a school for a service call. A service report outlining time on the job, technician, parts used and description of work accomplished shall be provided to the Administrative Supervisor for Facilities on each service call. 4

5 MIDDLETOWN TOWNSHIP PUBLIC SCHOOLS Emergency Service Emergency service shall be available on a twenty-four (24) hours a day, seven (7) days a week, 365 days a year basis. The service contractor shall respond to all emergency calls within four (4) hours from service call notification. Board of Education personnel shall be available to open locked areas of the building being serviced to expedite repair services. Emergency services on Saturday, Sunday and after 4:30 p.m. on normal workdays, shall be invoiced at overtime rates specified on Bid Proposal Form. A service report outlining time on the job, technician, parts used and description of work accomplished shall be provided to the Administrative Supervisor for Facilities on each service call. Installation of Replacement Fire and/or Burglar Alarm Systems The service contractor shall, upon notification by the Administrative Supervisor for Facilities, provide a quote for the replacement of a Fire or Burglar alarm system(s). Written quote must be provided and should be based upon the hourly rates and material discounts as specified on the BID PROPOSAL FORM. PARTS, REPLACEMENTS AND GUARANTEES The service contractor shall guarantee repairs for a period of thirty (30) days. The guarantee shall include labor, prompt field service, pick up and delivery. New systems or replacement system controls shall be free from defects in workmanship and material for a period of twelve (12) months commencing upon the school s beneficial use of the new equipment. The service contractor shall supply original manufacturer parts. All parts shall be guaranteed for a period of twelve (12) months from installation date. Contractor shall bid the discount off of list price upon demand. It is expected that the service contractor will arrive on site with all required tools, replacement parts, and fully prepared to make all repairs. GENERAL SPECIFICATIONS Bidders shall meet all of the following criteria and submit proof of it by completion a attached Contractor Data Sheet. As the following qualification items are mandatory, failure to comply with any of these items will result in immediate rejection of quotes as non-responsive. 1. Contractor must be regularly engaged in the services and installation of Fire and Burglar Alarm Systems for at least five (5) years if bidding on Base Bid. 2. Contractor must maintain a live answering service to receive emergency calls between the normal close of business hours each day until reopening of business hours, plus weekends and holidays, 365 days a year. Answering service will maintain a listing of technicians on call at all times. Contractor will provide answering service phone number upon bid. Answering machines will not be acceptable and will cause immediate rejection of bid as non-responsive to specification requirements. 3. Contractor must monitor Fire and Burglar Alarm Systems 24 hours a day, seven days a week, 365 days a year. 4. The service contractor will not deactivate any fire alarm equipment unless permission is first obtained from the Administrative Supervisor for Facilities. 5. The servicing of equipment may involve the handling of 115 and 270 volts AC power to the system control; therefore, it will be mandatory that the service company, a licensed employee or sub-contractor must hold a valid State of New Jersey Electrical Contractor s License. 5

6 MIDDLETOWN TOWNSHIP PUBLIC SCHOOLS 6. A listing of qualified employees with a minimum of three (3) years of experience servicing fire alarm equipment will be submitted as part of these bid documents. 7. The service contractor will maintain an inventory of manpower, electrical material, spare parts and new replacement equipment for existing systems to satisfy immediate replacement of, or repairs to, part or all of existing systems in the event of emergencies. 8. Contractor must be able to demonstrate the ability to satisfactorily perform service work, programming and maintenance of EST IRC-3 advanced multiplex systems, the Notifier AM2020 systems, and Notifier 5000 systems. In situations where new installation or construction exists, any person employed by the contractor or sub-contractor shall be paid at the rate not less than the prevailing wage established by the New Jersey State Department of Labor for the appropriate trades for the period of time involved, as per N.J.S.A. 34: et seq. - N.J.A.C. 12: Contractor is required to furnish to the Board of Education three (3) references of businesses for both repair work done during the past year as well as new installations, monitoring and testing. 10. Contractor will use only domestic materials as provided under N.J.S.A. 52:31-52:33-4. CONTRACTOR RESPONSIBILITIES The contractor will be responsible for his work and materials until the same is completed and accepted. Should any damage occur to any part or portion of the existing premises or building, or its equipment or to adjoining property, during the performance of the work under this Contract, which might in anyway be attributed to this Contractor, his subcontractors, their employees, agents, or in the receipt or delivery of the materials or supplies, or in any other manner, said damage shall immediately be properly repaired and made good without additional charge. Contractor will not leave the area in an unsafe condition and shall protect work completed overnight from weather conditions as well as vandalism. Contractor will be held responsible for all damages to work areas or otherwise, during operation of project. Under Federal and State Regulations, please be advised that a document named The Asbestos Management Plan is available for your review. This plan has identified Asbestos containing building material within the site where the contracted work is to proceed. The successful contractor will be responsible to comply with all NJ Right To Know Regulations (NASA 34:5A-1) and OSIER guidelines for safety in the workplace. Contractor will submit a detailed invoice for time and materials on a monthly basis. BASIS OF AWARD The Contract for the Bid will be awarded to the lowest responsive, responsible bidder on the basis of the Annual Rate for Service Contract, an average of the Hourly Labor Rate for Normal Service and Emergency Service for Technician and an average of the Hourly Rate for Labor for the installation of replacement burglar and/or fire alarm systems as well as the discount from Manufacturer s list price. All billing will be forwarded for payment on a Time and Material basis. Contractor will itemize hourly rate charged for Technician and amount of hours Technician worked for the district at the rate bid on the Bid Proposal Form. Contractor will itemize materials used indicating list prices less discount at rate bid on the Bid Proposal Form. Replacement parts, new system equipment, alterations and additions to systems, vandalism, fire, water damage and acts of God which affect systems operations shall be invoiced at specified rates as per bid proposal. 6

7 MIDDLETOWN TOWNSHIP PUBLIC SCHOOLS Quoted Rates to be effective through June 30, The Middletown Township Board of Education reserves the right to cancel the contract for any reason with 30 days notice. The Board of Education reserves the right to extend the contract for an additional two years if agreed to by both parties, as per N.J.S.A. 18A:18A-42(h). INSURANCE The Contractor shall not commence work under this Contract until he has obtained all insurance by the following paragraphs: A) Workers Compensation - Employers Liability Insurance shall be maintained in force during the life of this Contract, by the Contractor and all subcontractors, covering all employees engaged in performance of this Contract, in accordance with the applicable statute. Employers Liability Insurance shall be for an amount not less than $1,000,000. B) General Liability Insurance with limits of not less than: $2,000,000 Bodily Injury and Property Damage $3,000,000 combined single limit shall be maintained in force during the life of this Contract by the Contractor and all subcontractors. C) Automobile Liability Insurance covering Contractor for claims arising from owned, hired and nonowned vehicles, with limits of not less than $1,000,000 combined single limit. D) If any of the above work is subcontracted, all of the insurance specified above as being required to be furnished by the Contractor, including the same limits and special endorsements as are required for the Contractor (including workers compensation insurance), shall be provided by, or on behalf of, each such subcontractor. E) The Board of Education shall be named as an additional named insured on all policies. PROOF OF CARRIAGE OF INSURANCE The Contractor shall furnish satisfactory proof of the required insurance. This proof shall consist of three (3) certificates of each insurer insuring the Contractor or any subcontractor employed on the project under this Contract. GENERAL CONDITIONS Bid may not be modified after submittal. Bidder may withdraw did any time prior to the bid opening. Bids will be opened publicly and will be read aloud. The Middletown Township Board of Education will award contracts or reject any or all bids, or parts thereof, within sixty (60) days unless otherwise agreed by the parties. The Middletown Township Board of Education reserves the right to waive any informalities in or to reject any and/or all bids, or parts thereof, as may be deemed to be in its best interest. The bidder shall indemnify and hold harmless the Board, its employees and agents for any and all claims, liability, damages and expenses, including reasonable attorneys fees arising out of, resulting from or in connection with this bid, which are caused by any error, omission, neglect or intentional act of the Board, its employees and agents. 7

8 Middletown Township Public Schools 834 Leonardville Road, 2 nd Floor Leonardo, NJ CONTRACT DATA SHEET Fire and Burglar Alarm Equipment Service and Monitoring TO BE COMPLETED BY VENDOR AND SUBMITTED AS PART OF BID PACKET 1. The number of years your firm has been performing maintenance of fire alarm systems. The number of years your firm has been performing maintenance of burglar alarm systems. 2. Location of vendor s office that will be responsible for managing this contract NAME ADDRESS PHONE # 3. A. Number of qualified Service Technicians capable of repairing and servicing these systems (full time) 4. Name(s) and phone number(s) of management personnel to be contacted if problems of emergencies occur. NAME PHONE # NAME PHONE # 5. Name and phone number of live answering service. 6. Provide a list of institutions now under contract with your firm. Include the length of time each contract has been in force and the name of a person (with phone number) for reference to your company s qualifications. 8

9 Middletown Township Public Schools 834 Leonardville Road, 2 nd Floor Leonardo, NJ CURRENT CLIENTS LENGTH OF CONTRACT NAME & PHONE# TO CONTACT Provide a listing of contracts your firm has lost during the last three (3) years with reason for termination. CLIENT REASON TERMINATED 8. New Jersey Electrical Contractor s License # (or License # of Sub Contractor) 9

10 Middletown Township Public Schools 834 Leonardville Road, 2 nd Floor Leonardo, NJ BID # BID PROPOSAL FORM BASE BID 1. Annual Rate for maintenance and monitoring and required annual inspection of District Fire and Burglar Alarm Systems: Annual Rate for service contract as per specifications (payable on a monthly basis)- $ 2. Hourly Labor Rate for repairs as follows: Please specify what days and hours are included in each rate. Time Days Included Hours Hourly Rate Straight From to Time and a half From to Double From to Discount from manufacturers List Price for parts % 3. Hourly Labor Rate for Replacement of Burglar and/or Fire Alarm systems as follows: Please specify what days and hours are included in each rate. Time Days Included Hours Hourly Rate Straight From to Time and a half From to Discount from manufacturers List Price for parts % 10

11 Middletown Township Public Schools 834 Leonardville Road, 2 nd Floor Leonardo, NJ BID DOCUMENT CHECKLIST Required by Owner Read, Signed & Submitted X Contract Data Sheet X Bid Proposal Form X Stockholder Disclosure Certification-A X Non-Collusion Affidavit-B X Affirmative Action Statement-C X Bid Bond Attachment -D Complete and attached to Bid Bond X Consent of Surety Form X Business Registration Certificate X Public Works Contractor Registration Certificate X Notice of Prevailing Wage Statement X Receipt of Addenda Form 11

12 MIDDLETOWN TOWNSHIP BOARD OF EDUCATION PO Box 4170 Middletown, NJ BID BOND - ATTACHMENT D We, the undersigned, as Principal, and, as Surety, are hereby held firmly bound unto the, as Owner, in the penal sum of for the payment of which, well and truly to be made, we hereby jointly and severally bind ourselves, our heirs, executors, administrators, successors, and assigns. WHEREAS, the Principal has submitted a bid for Bid No. NOW, THEREFORE, if said Bid shall be rejected then this obligation shall be void, otherwise the same shall remain in force and effect; it being expressly understood and agreed that the liability of the surety for any and all claims hereunder shall, in no event, exceed the penal amount of this obligation as herein stated. The Surety, for value received, hereby stipulates and agrees that the obligations of said Surety and its bond shall be in no way impaired or affected by any extension of the time within which the Owner may accept such bid; and said surety does hereby waive notice of any such extension. IN WITNESS WHEREOF, the Principal and the Surety have hereunto set their hands and seals, and such of them as are corporations have caused their corporate seals to be signed by their proper officers, the day and year set forth below. Signed and Sealed this day of, 20. Witness Witness Principal Title Surety Title THIS SHEET MUST BE COMPLETED, ATTACHED TO ACTUAL BID BOND, AND INCLUDED WITH YOUR BID. FAILURE TO DO SO MAY RESULT IN DISQUALIFICATION. 12

13 MIDDLETOWN TOWNSHIP BOARD OF EDUCATION PO Box 4170 Middletown, NJ ACKNOWLEDGMENT OF RECEIPT OF ADDENDA The undersigned Bidder hereby acknowledges receipt of the following Addenda: Addendum Number Dated Acknowledged for: (Name of Bidder) By: (Signature of Authorized Representative) Name: Title: 13

14 MIDDLETOWN TOWNSHIP BOARD OF EDUCATION PO Box 4170 Middletown, NJ STOCKHOLDER DISCLOSURE STATEMENT - ATTACHMENT A Chapter 33, Law of 1977 (Assembly Bill No. 22, Approved March 8, 1977) BE IT ENACTED by the Senate and General Assembly of the State of New Jersey: 1. No corporation or partnership shall be awarded any contract nor shall any agreement be entered into for the performance of any work or the furnishing of any materials or supplies, the cost of which is to be paid with or out of any public funds, by the State, or any county, municipality or school district or any subsidiary or agency of the State, or of any county, municipality or school district, or by any authority, board or commission which exercises governmental functions, unless prior to the receipt of the bid or accompanying the bid, of said corporation or said partnership, there is submitted a statement setting forth the names and addresses of all stockholders in the corporation or partnership who own 10% or more of its stock, or any who own 10% or greater interest therein, as the case may be. If one or more such stockholder or partner is itself a corporation or partnership, the stockholders holding 10% or more of the corporation s stock, or the individual partners owning 10% or greater interest in that partnership, as the case may be, shall also be listed. The disclosure shall be continued until names and addresses of every non-corporate stockholder, and individual partner, exceeding the 10% ownership criteria established in this act, has been listed. I certify that the list below contains the names and home addresses of all of all stockholders holding 10% or more of the issued and outstanding stock of the undersigned. I certify that no one stockholder owns 10% or more of the issued and outstanding stock of the undersigned. Partnership Corporation Sole Proprietorship PLEASE CHECK APPROPRIATE BOXES ABOVE AND SIGN BELOW. THIS SHEET MUST BE COMPLETED AND INCLUDED WITH YOUR BID. FAILURE TO DO SO WILL RESULT IN DISQUALIFICATION. 14

15 Stockholders Name: Home Address: Name: Home Address: Name: Home Address: Name: Home Address: Name: Home Address: Name: Home Address: Subscribed and sworn before me this day of,20. (Notary Public) My Commission expires: (Affiant) (Print name & Title of Affiant) (Corporate Seal) THIS SHEET MUST BE COMPLETED AND INCLUDED WITH YOUR BID. FAILURE TO DO SO WILL RESULT IN DISQUALIFICATION. 15

16 Middletown Township Board of Education PO Box 4170 Middletown, NJ NON - COLLUSION AFFIDAVIT - ATTACHMENT B State of New Jersey County of ss: I, residing in (name of affiant) (name of municipality) in the County of and the State of of full age, being duly sworn according to law on my oath depose and say that: I am of the firm of (title or position) (name of firm) the bidder making this Proposal fro the bid proposal entitled, and that I executed the said proposal with full (title of bid proposal) authority to do so that said bidder has not, directly or indirectly entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free, competitive bidding in connection with the above named project; and that all statements contained in said proposal and in this affidavit are true and correct, and made with full knowledge that the relies upon the truth of (name of contracting unit) the statements contained in said Proposal and in the statements contained in this affidavit in awarding the contract for the said project. I further warrant that no person or selling agency has been employed or retained 16

17 to solicit or secure such contract upon an agreement or understanding for a commission, percentage, brokerage, or contingent fee, except bona fide employees or bona fide established commercial or selling agencies maintained by. Subscribed and sworn to before me this day of, 20. (type or print name of affiant under signature) Notary public of My Commission expires, THIS SHEET MUST BE COMPLETED AND INCLUDED WITH YOUR BID. FAILURE TO DO SO WILL RESULT IN DISQUALIFICATION. 17

18 ATTACHMENT C MIDDLETOWN TOWNSHIP BOARD OF EDUCATION PO Box 4170 Middletown, NJ REQUIRED EVIDENCE AFFIRMATIVE ACTION REGULATIONS P.L. 1975, C. 127 (N.J.A.C. 17:27) If awarded a contract, all procurement and service contractors will be required to comply with the requirements of P.L. 1975, C. 127, (N.J.A.C. 17:27). Within seven (7) days after receipt of the notification of intent to award the contract or receipt of the contract, whichever is sooner, the contractor should present one of the following to the Business Office: 1. A photocopy of a valid letter from the U.S. Department of Labor that the contractor has an existing federally approved or sanctioned Affirmative Action Plan (good for one year from the date of the letter). OR 2. A photocopy of approved Certificate of Employee Information Report. OR 3. An Affirmative Action Employee Information Report (Form AA302) OR 4. All successful contraction contractors must submit within three days of the signing of the contract an Initial Project Manning Report (AA201) for any contract award that meets or exceeds the Public Agency bidding threshold (available upon request). NO FIRM MAY BE ISSUED A CONTRACT UNLESS IT COMPLIES WITH THE AFFIRMATIVE ACTION REGULATIONS OF P.L. 1975, C The following questions must be answered by all bidders: 1. Do you have a federally approved or sanctioned Affirmative Action Program? YES NO If yes, please submit a copy of such approval. 2. Do you have a certificate of Employee Information Report Approval? YES NO If yes, please submit a copy of such certificate. The undersigned contractor certifies that he is aware of the commitment to comply with the requirements of P.L. 1975, c. 127 and agrees to furnish the required documentation pursuant to the law. COMPANY: SIGNATURE: TITLE: Note: A contractor s bid must be rejected as non-responsive if a contractor fails to comply with requirements of P.L. 1975, c. 127, within the time frame. THIS SHEET MUST BE COMPLETED AND INCLUDED WITH YOUR BID. FAILURE TO DO SO WILL RESULT IN DISQUALIFICATION. 18

19 CONSENT OF SURETY A performance bond will be required from the successful bidder on this project, and consequently, all bidders shall submit, with their bid, a certificate in substantially the following form: To: Re: (Owner) (Contractor) (Project Description) This is to certify that the (Surety Company) will provide to a performance bond in the (Contractor) full amount of awarded contract in the event that said contractor is awarded a contract for the above project. (Authorized Agent of Surety Company) CERTIFICATE OF SURETY MUST BE SIGNED BY AN AUTHORIZED AGENT OR REPRESENTATIVE OF A SURETY COMPANY AND NOT BY THE INDIVIDUAL OR COMPANY SUBMITTING THE BID. THIS SHEET MUST BE COMPLETED AND INCLUDED WITH YOUR BID. FAILURE TO DO SO WILL RESULT IN DISQUALIFICATION. 19

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