Breathing Air Systems Compressor Parts & Maintenance Annual Contract

INVITATION FOR BID

IFB #001-46

For the provision of:

Breathing Air Systems Compressor Parts & Maintenance Annual Contract

Hall County, Georgia, Board of Commissioners (herein “County”), is seeking qualified vendors on to provide Breathing Air Systems Compressor Parts & Maintenance (herein “Services”) on an as needed basis for the Hall County Fire Rescue with a guaranteed price for a 12-month period. The County seeks to award one (1) vendor to perform all the services.

Schedule of Events:

Date IFB Issued:March 19, 2025

Bid Due Date: April 3, 2025, at 2:00 PM

Bidding Process: Hall County is now accepting sealed bids for the provision of Services in the County’s Purchasing Division, located on the fourth (4 ^th ) floor of the Hall County Government Center, 2875 Browns Bridge Road, Gainesville, GA 30504, until 2:00 p.m., EST on Thursday, April 3, 2025.

Bidders must submit two (2) copies of their bid along with all completed mandatory documents, signed affidavits in hardcopy and also include one (1) USB Flash Drive with all documents.

Public Reading: Bid openings are open to the public and Bidders. Bidders are not required to attend bid openings but may do so. The Issuing Officer named herein will open and publicly read all Bidders’ company names and cost proposals on the date, time, and at the address above.

Addenda: If needed and in the best interest of the County, the Purchasing Division may make an extension of the bidding period by a formal written addendum and publicly posted on the County website. All addenda must be signed by the Bidder and returned with the bid packet.

Proposal Documents: Bidders may download bid submittal documents via the County’s website at https://www.hallcounty.org/Bids.aspx then scroll down and choose IFB #001-46, Breathing Air Systems Compressor Parts & Maintenance.  All bid documents are available for download at the bottom of the webpage.

General Qualifications: Bidders must be in the regular business of providing similar services, be licensed, and insured to perform services in the State of Georgia.

Bid Retention: Bidders may not withdraw their bid after the bid opening. Bids must be valid for one hundred twenty (120) calendar days. The County reserves the right to retain all bids submitted and use any idea(s) in a bid regardless of award. The County shall have the right to waive any informality or irregularity of immaterial deviation in any bid received. All forms and documents entitled “Mandatory” must be completed and returned with the bid. Please sign Exhibit B – Contract for Services.

Award Process: The County reserves the option to reject any or all bids, in whole or part, or to select any Bidder, without liability on part of the County to the Bidder to complete the described work. The County will award the contract to one (1) vendor to perform all work to the lowest cost, responsible and responsive bidder. Lead times and length of time to complete the services may also be a factor in award. The Bidder expressly understands that the County may reject bids for any reason.

Non-Collusion Clause: Bidders must have no contact of any nature with any other bidders, County staff members, its elected officials, nor Commissioners, during the evaluation process. The County will deem such as collusion and thus render the submission in violation of the Official Code of Hall County and thus the County may render the proposal as non-responsive and not evaluate the proposal for an award.

1. SCOPE OF WORK

General: To provide Breathing Air Systems Compressor Parts & Maintenance with a guaranteed bid price for a 12-month period. This contract will begin upon contract execution and be in effect until June 30, 2026. The successful bidder may be allowed four (4) automatic annual one (1) year renewals of this contract all upon the same terms and conditions.

Specifications: The following minimum specifications shall apply to the requested services:

1.01 The Contractor shall provide the County Breathing Air Systems Compressor Parts & Maintenance on an ‘as-needed’ basis at the pay rates as identified in Exhibit C – Mandatory Cost Proposal.

1.02        The Contractor shall provide all labor, tools, equipment, and material necessary for the maintenance and repair of the breathing air equipment. See Attachment A for Fire Rescue Compressors and site locations.

1.03        The following Breathable Air Test shall be performed:

a.  Quarterly testing shall be conducted by the Contractor’s service technician to meet NFPA 1989 Standard on Breathing Air Quality for Fire and Emergency Services Respiratory Protection. The air quality test shall also be completed when any contamination is suspected. Hall County Fire Rescue will notify the Contractor for any test falling outside the quarterly testing or suspected contamination.

b.   A certified laboratory that meets N.F.P.A. Section 5-3.6 requirements must perform testing.

1.04         The following Equipment Checks shall be performed:

a.  Pre-Check:

•     Owner’s Maintenance Log Inspection

•      Hour Meter Reading

•      Oil Pressure Gauge Installed

•      Air Flow Clearance

•      Oil Level Check

•      Drive Belts

•      Chassis/Cabinet

•      Engine Oil Level (check)

b. Operational Check:

•       Power on Light

•      Compressor Rotation

•      BPMV Function

•      C.F.M. Output

•      Oil Pressure, P.S.I.

•      Oil Flow Visual Check

•      Condensate Reservoir

•      Vibration and Noise

•      Stage Pressures for all Stages

•      Manual Drain Function

•      ACDS Function

•      ACDS Check Valve

•      ACDS Filters

•      ACDS Solenoid

•      ACDS Manual Function

•   ACDS Purge/Test Switch

•   Auto Pressure Set

•   Final Safety Set

c.  Maintenance Check:

•   Crankcase Oil Drained

•   Purifier Chambers Drained

•   Intake Filter (visual)

•   Electric CO Monitor

•   Separator Final (100 hours)

•    Lube Oil Pump Cam (3-Stage)

•    Oil Pump Belt/Chain

•    Cylinder Bolts

•    Valve Set Screw

•    Tubing Connections

•    Head Bolt

•    Cartridges/Filters Replaced

•    Crankcase Oil Replaced

•    Drain Moisture from ASME Tanks

•    Visual Moisture/CO Monitor

•    Cascade Tank Dates

•    Cascade Tank Pressure

•    Cascade Plumbing Check

•    Fill Hose Condition

•    Fill Station Function

d.     Final Operation and Safety Check:

•   Compressor Oil Level Check

•   Securus Test

•   Final C.F.M. Check

•   Field CO Test

•   Air Sample, Kit

•   Leak Check

•   Final Hour Meter Reading

•   Service Date Sticker Placed

1.05       Materials required for project completion must be approved by the supervising County          Employee prior to purchase and installation. Purchased materials shall be new and unused and will be billed to the County at the cost-plus percentage rate identified in Exhibit C – Mandatory Cost Proposal Worksheet. Contractor must provide supporting proof of product cost at time of invoicing for any product(s) with a single unit cost exceeding $50.00/each. Those items shall be itemized on the submitted invoice.

1.06       Contractor’s technicians shall sign in / out or check-in/ out with the appropriate County    personnel upon daily arrival/departure or when leaving the job site temporarily to pick up additional parts or equipment.

1.07        Hours of Service: Regular working hours are considered to be Hall County’s normal office hours of 8:00 am to 5:00 pm, Monday thru Friday. The basis for this contract is to be for those hours of operation.  All other hours and County recognized holidays (New Year’s Day, Martin Luther King Jr. Day, Memorial Day, Independence Day, Veteran’s Day, Thanksgiving Day, Friday after Thanksgiving Day, Christmas Eve and Christmas Day) are to be considered as overtime.

1.08        Emergency / Overtime Service: Emergency service to be available 24 hours per day, all year. Any service performed at any time other than the above-named regular working hours is to be considered as overtime.

1.09         Response Time: Defined as the time necessary to arrive at a problem location and begin actual repairs after a call has been placed, based on normal circumstances. County personnel placing calls will notify you as to the status of the call, normal or emergency. When a service call is identified as being an emergency, a technician must respond and be on scene to begin the actual repairs within twenty-four (24) hours of call receipt. This section of a contract resulting from this invitation will be strictly enforced.  Failure to respond according to the response times stated may be grounds for cancellation of contract.

1.10     Regulatory agencies: All services are to be performed according to any and all requirements and certifications specified by Eagle Air and Arctic Compressors as well as codes and regulations of any agency, private or public, local, state, federal or independent, having jurisdiction for such codes and regulations and any changes thereto during the contract period. Vendor will be responsible for all requirements necessary for providing services to include but not be limited to meeting all regulatory and /or agency’s requirements, local, state, federal or independent, in the permitting and proper application and execution of providing such services.

2.0 SUBMISSION OF BIDS

2.1   Complete and include all the mandatory exhibit documents shown below in 2.3. Failure to include any of the mandatory documents listed may result in disqualification. All responses must be in writing.

2.2   Bidders must submit their response in a sealed envelope clearly marked with “IFB #001-46, “Breathing Air Systems Compressor Parts & Maintenance Annual contract” on the outside. The submittal must be signed. Faxed or emailed bids will not be accepted.

2.3   Follow these instructions carefully. Complete and return the following mandatory documents in your bid envelope.

Exhibit A – Mandatory Bid Response Sheet

Exhibit B – Mandatory Contract for Services

Exhibit C – Mandatory Cost Proposal Worksheet

Exhibit D – Mandatory W-9 Form

Exhibit E – Mandatory E-Verify Affidavit

Exhibit F – Mandatory Ethics Affidavit

Copy of Business License

Certificate of Insurance

2.4       Bidders are responsible to review and comply with any Addenda regarding this IFB that will be posted on the County website. Bidders must sign as acknowledged and return all addenda with the bid package response.

2.5       All bids must be sealed.

2.6       If a Bid Bond is required then it must be included in the bid response. – N/A for this contract.

2.7       Any alternate options of additional services or deductions thereof may be included in the response; however, bidders must complete the cost worksheet as provided and enclose in the bid response.

2.8       Bids openings are open to the public. Bidders may attend, but they are not required to do so.

2.9       All bids, supporting materials, and correspondence relating to this IFB become property of the County.

2.10     Bidder bears all responsibility for expenses incurred in responding to this IFB.

2.11 Delivery. Bidders must submit bids to the following address by the deadline date and time. All deliveries must be dated and time stamped. The County is not responsible for late bids due to mailing delays.

Julie Dorough

Issuing Officer

Hall County Government Center

Purchasing Division – 4 ^th Floor

2875 Browns Bridge Road

Gainesville, Georgia 30504

NOTICE: Bidders are responsible for delivering their bids to the Purchasing Division on the 4 ^th floor of the Hall County Government Center before 2:00pm on the due date provided. All bids must be time stamped by the receptionist on the 4 ^th floor.