Invitation for Bids # Hampton Roads Transit has a need for the item/service described below. Please provide a proposal. Monitoring Service

Transcription

1 Invitation for Bids # Hampton Roads Transit has a need for the item/service described below. Please provide a proposal. Item/Service Needed: Type of Contract: Basis of Award: Performance Period: Enclosed Documents: Intrusion Fire - Smoke Alarm System and Monitoring Service Firm-fixed Price Lowest bid from a Responsible Bidder From NTP one year with two one-year options Price Schedule, Scope of Work, Terms and Conditions, Davis-Bacon Wage Determinations Deadline for Response: Bids are due April 26, 2011, 2:00 p.m., Eastern Standard Time. NOTE: Communication regarding this acquisition with others at HRT, other than the Senior Contracting Officer, is improper and could cause cancellation and re-solicitation of the IFB. Direct all questions regarding this solicitation to Charles Bashay at cbashay@hrtransit.com. Solicitation questions will be accepted until April 14, 2011, 2:00 p.m. My telephone number is (757) We look forward to hearing from you. Charles A. Bashay Charles Allen Bashay Sr. Contracting Officer FI910 1

2 SOLICITATION, OFFER AND AWARD CONTRACT NO. SOLICITATION NO. DATE ISSUED ADDRESS OFFER TO IFB # X SEALED BIDDING NEGOTIATED April 11, 2011 The terms bidder and offeror are used interchangeably depending on the type of solicitation. SOLICITATION INFORMATION Hampton Roads Transit 1500 Monticello Avenue Norfolk, Virginia Sealed offer in 1 Original and (See Bid Proposal Instructions) 3 copies for furnishing the supplies or services in the Schedule will be received at the Commission until: 2:00 P.M. local time, April 26, 2011 All offers are subject to the following: 1. Solicitation Instructions, Schedule, Special, and General Provisions, included herein. 2. Solicitation amendments. 3. Such other provisions, representations, certifications, specifications, and documents as are attached or incorporated herein by reference. SCHEDULE (To be completed by Offeror) ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE BID AMOUNT This Section Not Used See Pricing Schedule OFFEROR (To be completed by Offeror) Name Address Phone Fax Name and Title of Person Authorized to Sign Offer (Print or Type) Signature Offer Date This is a binding offer subject to the terms and conditions contained herein and represents the bidder s full compliance and intent to stay in compliance with the certifications and assurances herein. AWARD (To be completed by Contracting Officer) ACCEPTANCE AND AWARD ARE HEREBY MADE FOR THE FOLLOWING ITEM(S): ITEM NO. QUANTITY UNIT UNIT PRICE BID AMOUNT The total amount of this award is $. Name of Contracting Officer and Organization Signature Award Date 2

3 Table of Contents INTRUSION FIRE SMOKE ALARM SYSTEM AND MONITORING SERVICES Solicitation Documents Page SCOPE OF WORK 4 BID REQUIREMENT 6 EVALAUTION AND SELECTION 7 PRICING SCHEDULE 8 DAVIS-BACON WAGE DETERMINATION 10 TERMS AND CONDITIONS 11 3

4 Enclosure 1 SCOPE OF WORK 1.0 SCOPE OF WORK Hampton Roads Transit (HRT) seeks to contract for the provision of Intrusion Fire Smoke Alarm Systems and Monitoring Services at its various facilities located throughout Hampton Roads. HRT seeks a firm to provide a firm-fixed price for the installation of required equipment and provide monthly monitoring of installed equipment for a period of one year. This contract shall have two (2) one-year options to be exercised at HRT s sole discretion. HRT anticipates the base year service from June 1, 2011 to May 31, 2012 (Bldg exceptions may apply). This contract has two one-year option periods to be exercised at HRT s sole discretion. This specification outlines the requirement to furnish, deliver and install a Intrusion Fire/Smoke Alarm System is necessary with a monthly monitoring service for the following buildings, complete as Specified herein. a Victoria Boulevard, Hampton (Headquarters) 73,168 sq.ft. First floor maintenance (including Parts Storeroom) 40,449 sq.ft. Second floor maintenance 4,544 sq.ft. Administration second floor 10,048 sq.ft. Operations/administration first floor 11,604 sq.ft. Fuel and wash area 6,523 sq.ft. b Monticello Avenue, Norfolk (Southside Offices) 56,665 sq.ft. Maintenance/parking area 19,779 sq.ft. Bus wash/parking area 15,464 sq.ft. Special transportation services area 2,132 sq.ft. Administration first floor 12,237 sq.ft. Administration second floor 7,053 sq.ft. c th Street, Newport News (Newport News Transportation Center) 7,887 sq.ft. 4

5 d. 2 West Pembroke Avenue, Hampton (Hampton Transportation Center) 9,906 sq.ft. e Parks Avenue, Virginia Beach (Virginia Beach Operations) 6,000 sq.ft. f Commuter Drive, Virginia Beach (Silverleaf Park & Ride) 1,675 sq.ft. g Granby Street, Norfolk (Wards Corner Transfer Center) 234 sq.ft. h. 509 East 18 th Street, Norfolk (Maintenance & Operations Facility) 1 *** Building #1 80,932 sq.ft. (administration and maintenance areas) Building #2 18,675 sq.ft. (fuel, wash, and money room operations) Building #3 (bus and personal Parking lot) Building #4 (to be open approximately Jan 2012) i Mangrove Avenue, Norfolk (LRT Facility) # LRT inventory warehouse 15,000 sq.ft. Administration offices 3,000 sq.ft. j Brambleton Ave., Norfolk (LRT Vehicle Maintenance Facility)*** NOTE: *** Primary installation and monitoring shall focus on 509 East 18 th Street by No-Later-Than May 1, 2011, and Light Rail Maintenance Facility (LRMF) by No-Later-Than May 15, Both buildings shall require monitoring services prior to HRT s occupation. All other building monitoring service will be in place by No-Later-Than June 1, 2011, and fully operational. 2.0 All component installation shall conform as required to all local and state code requirements. 3.0 MONITORING: Monitoring shall be provided as a monthly service. This service will be a 24 hour a day, 365 days a year service with independent ability to notify the appropriate emergency responders to, smoke or fire detection as required. 4.0 SYSTEM MAINTENANCE: The contractor awarded the contract shall test all devices and replace batteries every six (6) months. 5.0 DELIVERY: The company awarded the contract shall have the systems completely installed and begin monitoring services on May 1, 2011, or Sooner. ( Blg#1 and LRMF; other buildings June 1, 2011) 6.0 ADDITIONS/DELETIONS: HRT reserves the right to add or buildings based on operational requirements with thirty (30) days written notification. 5

6 7.0 DAVIS-BACON: Davis-Bacon Wage Determinations rates shall apply to any equipment installation regarding this solicitation. Pricing This solicitation is being conducted under small purchase procedures and shall not exceed $50,000.00, for any single, combination, or accumulation of services for the duration of this contract. Bid Preparation Requirements Prepare your sealed bid in the following format in one (1) original and three (3) copies. Bids shall be submitted in a sealed envelope, identified on the outside of the package with the name of the bidding firm, the number and title of the solicitation. The bid submittal shall include the following: a. Completed and executed Solicitation, Offer and Award form (Offer signature portion only) b. Completed Pricing Schedule Page 8 c. All other pricing information/documents required by the Solicitation to be submitted with the bid Sealed Bids shall be enclosed in sealed envelopes and addressed as specified below. Electronic offers will not be considered; however, offers may be modified or withdrawn by written or electronic notice, provided such notice is received prior to the hour and date specified for receipt. Bids must be received by HRT no later than 2:00 p.m. local time on April 26, 2011, addressed to: Hampton Roads Transit (Attn: Charles Bashay) To be Opened by Contracting Officer Only Solicitation IFB # Monticello Avenue Norfolk, VA

7 Evaluation and Selection: Hampton Roads Transit Facilities Management Department shall conduct bid evaluations. The evaluation shall be a process of awarding a contract to the lowest bid submitted by a responsible bidder. The contract award shall be based upon the bid proposal that provides the lowest pricing per the initial order: Vendor s Pricing HRT reserves the right to cancel the procurement prior to or after receipt of bids. 7

8 Solicitation No: Title: INTRUSION FIRE-SMOKE ALARM SYSTEM AND MONITORING SERVICE PRICING SCHEDULE Company Name Inclusive price for the provision interior intrusion fire - smoke alarm equipment installation and monitoring services in accordance with solicitation Scope of Work. PART A. Total Price of equipment Installation PART B.1. PART B.2. PART B.3. Can your firm meet the May 1, 2011 installation schedule of equipment and services Yes No for Building # 1 (509 East 18 th Street) Can your firm meet the June 1, 2011 installation schedule of equipment and services Yes No for all buildings as scheduled with the exception of Blg #1 and LRVMF? Can your firm meet the May 1, 2011 installation schedule of equipment and services Yes No for Building Light Rail Maintenance Facility (LRMF) PART C. Total Monthly Monitoring Price (intrusion/fire) Base Year June 1, 2011 through May 31, 2012 for all locations (except Bldg #1 and LRVMF) PART D. Total Monthly Monitoring Price (intrusion/fire) (Option Year #1 June 1, 2012 through May 31, 2013) for all locations 8

9 PART E. Total Monthly Monitoring Price (intrusion/fire) (Option Year #2 June 1, 2013 through May 31, 2014) for all locations Name (Printed) Date Signature Title 9

10 Appendix A Davis-Bacon Wage Determination Contractors are required to use the most current wage determination available. The Davis-Bacon Wage Determination can be obtained from the following website: 10

11 Hampton Roads Transit Terms and Conditions This purchase shall be governed by all applicable local, state (Commonwealth of Virginia), and federal laws and regulations, including but not limited to those of the Federal Transit Administration. Shipping and Billing 1. All materials shall be suitably packed, marked, and shipped in accordance with this purchase order and requirements of common carriers. 2. Packing slips, bills of lading, and invoices (in triplicate) shall show purchase order number, item part/code number, quantity, and package number as applicable. For multiple invoices, invoices shall show purchase order number, invoice number, original value of purchase order, previously-invoiced amounts, amount of current invoice with cost and fee breakdown (as applicable), and remaining balance on purchase order. Send to HRT Accounts Payable, 3400 Victoria Blvd, Hampton, VA Liability for damage or loss transfers from the seller to the Commission at the FOB point as designated herein. Terms and Conditions 4. Inspection, Acceptance, and Payment: Acceptance of this purchase order by acknowledgement or by performance constitutes a binding contract. The contract shall then be construed according to the laws of the Commonwealth of Virginia. All material and services are subject to inspection and acceptance. Payment shall be made after acceptance and after receipt of a proper invoice; offered prompt payment discounts shall be calculated as of that date. Defective material or material not in conformance with specifications shall be held for seller s instructions, at seller s risk, and shall be returned at seller s expense. 5. Changes and Termination: Commission may make changes to or terminate this purchase order. If changed, any difference in price or time for performance resulting from changes shall be equitably adjusted. If terminated, seller shall not incur new obligations after such notification and shall minimize further cost incurrence. Terminations shall be equitably adjusted. 6. Warranty: Seller expressly warrants that all materials and work shall conform to the specifications, drawings, samples, or other descriptions herein; shall be merchantable of good materials and workmanship; free from obvious and latent defect; and sufficient for purposes intended. 7. Patents and Copyrights: Seller agrees to defend, protect, and save harmless Commission, its successors, assigns, customers, and users of these products against all suits at law or in equity, and from all damages, claims, and demands for actual or alleged infringements by reason of use of the products ordered hereby. 8. Equal Employment Opportunity: In connection with the execution of this purchase order, the seller shall not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, or disability. The seller shall take affirmative action to ensure that applicants are employed and that employees are treated without regard to their race, religion, color, sex, national origin, age, or disability. Such actions shall include, but not be limited to the following: employment, upgrading, demotion, transfer, recruitment, recruitment advertising, layoff, termination, rates of pay or other forms of compensation, and selection for training, including apprenticeship. 9. Prohibited Interest: No member, officer, or employee of the Commission, during his tenure or for one year thereafter, shall have any interest, direct or indirect, in this transaction or the proceeds thereof. 10. Exemption from Taxes: The Commission is exempt from assessment, levy, and collection of all taxes. Certificates shall be furnished upon request. 11. Drug-Free Workplace: The contractor agrees to (i) provide a drug-free workplace for the contractor s employees; (ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the contractor s workplace and specifying the actions that will be taken against employees for violations of such prohibition; (iii) state in all solicitations or advertisements for employees placed by or on behalf of the contractor that the contractor maintains a drug-free workplace; and (iv) include such provisions in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor. 11

12 12. Insurance (applicable to services and construction): The contractor shall maintain, during the entire period of performance under this purchase order, a $1,000,000 limit for liability coverage (Commercial Auto & Commercial General Liability), and (Virginia Statutory Limits) for Workers' Compensation, and carry any other specific insurance coverages applicable to the work being performed, i.e., pollution cleanup and removal coverage if conducting environmentally hazardous operations, etc. Contractor agrees TDCHR will be listed as an additional insured, when specifically requested by the contracting officer. 13. Tear-Down and Quote and Repair Orders: The Commission will furnish to the Contractor the property identified in this order. The Contractor shall repair, refurbish, and take such other action with respect to Commission property as the Contracting Officer directs. Contractor assumes the risk of, and shall be responsible for, any loss or destruction of, or damage to, Commission property upon its delivery to the Contractor. Commission retains title to all Commission-furnished property. Cost of repair shall not exceed the cost shown on this order, unless approved by the Contracting Officer. The property, whether repaired or not, shall be returned to Commission promptly. 14. Environmental Management and Sustainability Clause: HRT recognizes that environmental compliance involves everyone (both internal and external to HRT), and expects its contractors, suppliers, and vendors to provide services in an environmentally-responsible manner. This includes, among other things, maximizing the use of recycled and recyclable terials and supplies, utilizing energy-efficient and non-polluting vehicles and equipment, and encouraging employee awareness of environmentally-sensitive activities in order to mitigate potential adverse impacts on the environment. HRT is a signatory to both the International Association of Public Transport s Charter on Sustainable Development, and to the American Public Transportation Association s Sustainability Commitment. In addition, HRT has instituted an Environmental Management System (EMS) that complies with the ISO 14001:2004 Standard. As such, it is HRT s responsibility to make sure all of its contractors, suppliers and vendors are informed of its Environmental Policy and EMS Program. Acceptance of this purchase order constitutes acknowledgement of the information presented herein and included in HRT s Environmental Compliance Briefing Package, which can be viewed at the following website: 12

13 March 22, 2011 All Bidders RE: Letter of Clarification Intrusion Fire Smoke Alarm System and Monitoring Service - IFB # (Questions and Answers) The information at Enclosure 1 is to clarify questions asked regarding Solicitation: Intrusion Fire Smoke Alarm System and Monitoring Service - IFB # Charles A. Bashay Charles Bashay Sr. Contracting Officer Encl FI911

14 Enclosure 1 RESPONSE TO QUESTIONS FOR CLARIFICATION No. Question 1 Building #1 at th Street has to be installed by May 1st. The bid is due April 26th. That does not give much time for installation, especially if a permit is needed for the Fire System. You state that you need this for occupancy. Is there a system in place now. Response Yes. The system is already installed at 509 East 18 th street and tested. It should only need monitoring equipment connected to the fire control box. 2 How can I schedule site visits? I take it that there are systems in place that are being monitored at this time. If that is the case it may be possible to reprogram them and not install new systems. Contact: William Collins Facilities Maintenance Manager ext 6288 Cell phone