DAS LIFE SAFETY SYSTEM SERVICES-ITB

STATE OF OHIO

DEPARTMENT OF ADMINISTRATIVE SERVICES

GENERAL SERVICES DIVISION

OFFICE OF PROCUREMENT SERVICES

4200 SURFACE ROAD, COLUMBUS, OH 43228-1395

MANDATORY USE CONTRACT FOR: LIFE SAFETY SYSTEMS

CONTRACT No.: ITB034248

CONTRACT ID:34248

EFFECTIVE DATES: UNDEFINED to 12/31/2028

SUPPLIER: UNDEFINED

The Department of Administrative Services has accepted bids submitted in response to Invitation to Bid No. SRC SRC0000034498. The evaluation of the bid response(s) has been completed. The bidder(s) listed herein have been determined to be the lowest responsive and responsible bidder(s) and have been awarded a contract for the items(s) listed. The respective bid response, including the Instructions to Bidders and Standard Terms and Conditions, special contract terms & conditions, any bid addenda, specifications, pricing schedules and any attachments incorporated by reference and accepted by DAS become a part of this Requirements Contract.

This Requirements Contract is effective beginning and ending on the dates noted above unless, prior to the expiration date, the Contract is renewed, terminated or cancelled in accordance with the Contract Terms and Conditions.

CONTRACT RENEWAL. This Contract may be renewed after the ending date of the Contract solely at the discretion of the Contracting Agency for a period of one month. Any further renewals will be by mutual agreement between the Contractor and the Contracting Agency for any number of times and for any period of time. The cumulative time of all mutual renewals may not exceed 24-months unless the Contracting Agency determines that additional renewal is necessary.

This Requirements Contract is available to the Department of Administrative Services, as applicable.

Agencies are eligible to make purchases of the listed supplies and/or services in any amount and at any time as determined by the agency. The State makes no representation or guarantee that agencies will purchase the volume of supplies and/or services as advertised in the Invitation to Bid.

This Requirements Contract and any Amendments thereto are available from the OhioBuys public portal at the following address:

https://ohiobuys.ohio.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage

Signed: _____________________________________________________________________

Kathleen C. Madden, Director Date

1.1. SCOPE

1.1.1. The Contractor must provide the listed Agency facility locations located within Cuyahoga County with fire alarm testing and maintenance services utilizing only properly trained and certified technicians to perform inspections and diagnostic tests for all peripheral devices listed and currently connected to the facility life safety system. The Contractor must schedule tests in advance at the convenience of the Agency. The Agency facility locations are listed in 1.1.5 and a list of existing equipment for the facilities in region 3 can be seen in Exhibit A-Equipment List.

1.1.2. The pricing must include all materials, equipment, qualified and certified labor and transportation necessary for the successful completion of all required services for all equipment listed. All fire extinguisher services, testing, recharging, and replacements must be covered under the pricing, except the replacement of defective units. In addition, the Contractor must provide requested repairs, required infrastructure changes and emergency services to the Agency. The Contractor must not bill for individual trip charges. The Offeror must build anticipated trip costs into the costs.

1.1.3. For facilities not listed in 1.1.4, the Agency may request services under this scope of Work and utilize the time and materials rates of this Contract corresponding to the region in which the facility is located.

1.1.4. Region Definitions and Locations: Each region is defined by its corresponding Ohio county or counties, as indicated below.

Region 3: Cuyahoga County

The Lausche Building: 615 W Superior Ave., Cleveland, Ohio 44113

1.2. GOVERNANCE AND LICENSURE

1.2.1. The Work must adhere to all National Fire Protection Association (NFPA) codes and standards unless otherwise stated. For complete access to this information, please visit its website at: www.nfpa.org.

1.2.2. In addition to NFPA, the Contractor and/or any Subcontractor(s) if permitted, must comply with all local, state, and federal guidelines relating to the Work and/or materials provided under this Contract. The Contractor must stay current on any changes to these laws, codes, and standards. The Contractor is responsible for any fines or penalties assessed as a result of noncompliance, unless the Agency expressly waives such obligation.

1.2.3. Contractor must maintain, for the duration of the Contract, all licenses necessary to lawfully perform the Work, including relevant State permits and fire protection certificates and licenses. The Contractor must advise the Agency immediately in writing of any limitation, cancellation, or other termination of such licenses or permits.

1.2.4. The Contractor must provide proof of all required licenses and certifications. The Agency will maintain a copy of the Contractor ’s business and professional licenses on file in the Agency Contract coordinator’s office throughout the term of the Contract.

1.3. WORK HOURS

The Contractor must coordinate with the on-site facility manager to decide the time and day when the Contractor must complete inspection, testing, installations, maintenance and repairs. The Contractor must perform most testing, installation, maintenance and repairs of systems and devices after normal facility operating hours (Monday through Friday, 7:30 a.m. to 5:00 p.m., excluding State holidays) unless authorized by the facility manager in advance. The Contractor may perform inspection, testing, installation, maintenance and repairs of non-fire alarm detection systems that do not have the potential to disrupt normal operations of the facility during normal facility operating hours. The Contractor must complete all paperwork during normal business hours. The Agency may request emergency services that it may require to be performed during normal business hours.

1.4. Emergency response requirements

The Contractor must provide an emergency response phone number that is staffed and must arrive onsite within four hours of a declared emergency service request. Emergency services must be invoiced at the contracted rates.

1.5. Scheduling and coordination

1.5.1. The Contractor must initiate the scheduling of all fire system infrastructure testing and maintenance throughout the life of the Contact using database software that initiates Work orders for the testing and inspections that are due.

1.5.2. The Contractor must name a scheduler/coordinator within its organization that has thoroughly studied the fire system infrastructure and initiates all scheduling and follow up repairs throughout the life of the Contract.

1.5.3. The Contractor must enter the initial scheduling process into the database within 30 days of award of the Contract and share the schedule with the Agency.

1.6. TESTING, INSPECTION, AND PREVENTATIVE MAINTENANCE REQUIREMENTS

1.6.1. Testing of peripheral devices for fire alarm and detection systems: The Contractor must functionally test all peripheral devices in accordance with NFPA 72, chapter 10, and manufacturer’s recommended procedures. The Contractor must include in its testing the batteries within the equipment. The Contractor must replace equipment batteries as required by code, including panel and sub-panel notification appliance card batteries at no additional cost to The State. NFPA 72 requires that batteries are tested semi-annually. Exhibit A specifies that one battery test is conducted with the annual fire panel test and a second battery only test occurs on an annual frequency approximately six months apart from the panel battery test.

1.6.2. Detector sensitivity for fire alarm and detection systems: To help minimize false alarms, and in accordance with NFPA, the Contractor must calibrate accessible smoke detection devices using manufacturers’ recommended procedures at a rate of 100% annually when the smoke detection devices are tested.

The Contractor must perform any of the following tests to ensure that each smoke detector is within its listed and marked sensitivity range:

1.6.2.1. Calibrated test method.

1.6.2.2. Manufacturer’s calibrated sensitivity test instrument.

1.6.2.3. Listed control equipment arranged for the purpose.

1.6.2.4. Smoke detector/control unit arrangement whereby the detector causes a signal at the control unit when its sensitivity is outside its listed sensitivity range; or

1.6.2.5. Other calibrated sensitivity test method approved by the authority having jurisdiction.

1.6.3. Fire extinguisher maintenance: The Contractor must test fire extinguishers per code required for water, carbon dioxide and wet chemical (typically five-year interval), empty and refill equipment and perform hydrostatic testing (typically 12-year interval for dry chemical). The Contractor must replace, at no additional cost to the State, any fire extinguisher that it cannot refill.

1.6.4. Test and Inspection scheduling: The Contractor will schedule all tests in advance at the convenience of the facility staff.

1.6.5. Correcting deficiencies: The Contractor must correct deficiencies found during inspection and testing within 30-days of issuing the deficiency report.

1.6.6. Documentation:

1.6.6.1. The Contractor must document all activities including inspection, testing, installations, maintenance and repairs, including the exact location of each device tested, including facility name and address, test results, applicable test readings and any discrepancies found.

1.6.6.2. These findings must be provided to the facilities designated personnel.

1.6.6.3. The Contractor must provide a test and inspection documentation results report and a discrepancy report along with a quote for any required repairs within ten business days of the testing.

1.6.6.4. The Contractor must log all accessible components and devices for the exact location of each device tested, including system address or area location.

1.6.6.5. The Contractor must provide the test results and applicable test readings to the facility manager. The Contractor must note discrepancies found individually on a summary page.

1.6.6.6. Any other mutually agreed upon results to be included to ensure complete test and inspection documentation.

1.7. TIME AND MATERIALS REQUIREMENTS

1.7.1. The Contractor must repair or replace any defective components to maintain the life safety systems in proper operating condition on an as needed basis or during scheduled maintenance, including main panel and components, if necessary.

1.7.1.1. The Contractor must repair peripheral units such as smoke detectors, heat detectors, pull stations, light or horn units, master boxes and remote annunciators as needed.

1.7.1.2. Contractor must invoice the Agency for inspections and tests, at the contracted rates, after it completes the service. Multi-year events include internal back flow inspections (five years), internal sprinkler pipe inspections (five years), hydrostatic testing of fire department connections (five years), internal inspections of check and alarm valves (five years), pressure reducing valve flow tests (five years), and gage replacements (five years). The quantity of these devices and last completed dates are listed in the current fire/life safety infrastructure in Exhibit A.

1.7.2. Costs: Time and Material

1.7.2.1. The Contractor must bill for these services after they are performed on a time and materials basis at the rates in the cost proposal and only for actual Work performed and materials used.

1.7.2.2. Repairs: The Contractor must price parts and materials at the Contractor ’s supplier’s invoice cost plus the mark-up percentage provided in the cost proposal. The Contractor must include the invoice for any parts and materials billed to the Agency.

1.7.2.3. The cost of specific tests and equipment is difficult to ascertain. The Contractor must use the time and materials rates in this Contract to invoice such specific tests and equipment.

1.7.2.4. The Contractor must invoice for tests and chemicals for Microbiological Induced Corrosion (MIC) treatment systems at a time and material rate. These services include the cost related to keeping the MIC system operational (coupon tests, preventive maintenance and purchasing chemicals).

1.7.2.5. The Contractor must invoice costs related to testing sprinkler heads at 50-years (standard) and 20-years (fast acting) at a time and materials rate.

1.7.2.6. The Contractor must invoice costs related to additional equipment added after the Contract date at the time and material rates specified in the Contract.

1.7.2.7. Labor Rates

1.7.2.7.1. Regular Business Hours Rate: rate for hours between Monday – Friday, 7:30am to 5:00pm.

1.7.2.7.2. Non-Regular Services Hours Rate: rate for non-Normal Business Hours, evenings, and weekends

1.7.2.7.3. Holiday Services: rate for services during State holidays

1.7.2.7.4. Emergency Service Hours Rate: rate for emergency calls in which an immediate response is required.

1.8. The Contractor is not responsible for any damage to the fire alarm panel system components caused by lightening, water, vandalism or misuse by the building owner or occupants.

1.9. SUBCONTRACTOR

The Contractor must not hire Subcontractor(s) for any portion of the Work without the Agency’s prior written approval. Any Work performed by a Subcontractor without the Agency’s prior written approval will be at the Contractor ’s risk and expense and may result in the Contractor ’s breach of this Contract.

1.10. CURRENT FIRE/LIFE SAFETY INFRASTRUCTURE

The Contractor must verify the equipment listed in Exhibit A during each facility visit. Attachment A includes the equipment and devices located in each building, the quantities, inspection frequencies and test frequencies required by code. NFPA references are included by each line item. The due dates of services (if known) that are not required annually (ex. internal pipe inspections) are also included in Exhibit A. The Agency may use the applicable time and materials rates for any unlisted or new equipment not described in Exhibit A.

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2.1 - STANDARD TERMS AND CONDITIONS

The State of Ohio Standard Terms and Conditions (revised 03/31/25) govern this Contract and are incorporated as if fully rewritten herein.

2.2 - ORDER OF PRIORITY

The order of priority of the Contract will be the following: 1.) Specifications and Requirements; 2) Contract Specific Terms and Conditions; 3) Standard Terms and Conditions.

2.3 - FIXED-PRICE WITH IN-SERVICE COST ADJUSTMENTS

The Contractor agrees to adjust the total monthly charges for any decrease/increase in the number of systems/alarms to be serviced due to building destruction/construction/renovation programs for the duration of the Contract. All adjustments will be in accordance with the Contract and will require pre-approval by the facility and DAS.

2.4 - FIXED PRICE WITH ECONOMIC ADJUSTMENT

The contract prices(s) will remain firm for the first twelve (12) months duration of the contract. Thereafter, the Contractor may submit a request to increase their price(s) to be effective thirty (30) calendar days after acceptance by DAS. No price adjustment will be permitted prior to the effective date of the increase received by the Contractor from its suppliers, or on purchase orders that are already being processed, or on purchase orders that have been filled and are awaiting shipment. If the Contractor receives orders requiring quarterly delivery, the increase will apply to all deliveries made after the effective date of the price increase.

The price increase must be supported by a general price increase in the cost, due to increases in the cost of raw materials, labor, freight, Workers' Compensation and/or Unemployment Insurance, etc. Detailed documentation, to include a comparison list of the contract items and proposed price increases, must be submitted to support the requested increase. Supportive documentation should include, but is not limited to: copies of the old and the current price lists or similar documents which indicate the original base cost of the product to the Contractor and the corresponding increase, and/or copies of correspondence sent by the Contractor's supplier on the supplier's letterhead, which contain the above price information and explains the source of the increase in such areas as raw materials, freight, fuel or labor, etc.

Should there be a decrease in the cost of the finished product due to a general decline in the market or some other factor, the Contractor is responsible to notify DAS immediately. The price decrease adjustment will be incorporated into the contract and will be effective on all purchase orders issued after the effective date of the decrease. If the price decrease is a temporary decrease, such should be noted on the invoice. In the event that the temporary decrease is revoked, the contract pricing will be returned to the pricing in effect prior to the temporary decrease. For quarterly deliveries, any decrease will be applied to deliveries made after the effective date of the decrease. Failure to comply with this provision will be considered as a default and will be subject to the “Suspension/Termination” and the “Contract Remedies” sections of the “Standard Contract Terms and Conditions”.

2.5 - SPECIAL INSTRUCTIONS TO BIDDERS

Instructions, Terms and Conditions for Bidding that apply to the solicitation.

2.6 - MANDATORY SITE VISIT

A mandatory site visit will be held on (MM/DD/YY), in the lobby, at 615 W Superior Ave., Cleveland, Ohio 44113 to survey the facility and discuss the requirements of the solicitation. The site visit will commence promptly at (time), barring an unforeseen circumstance that results in a delay of the site visit. Attendance will be taken. The state will not be responsible to a supplier for their failure to obtain information discussed during the site visit due to their arriving after the site visit has convened. Suppliers who fail to attend the mandatory site visit will be deemed not responsive.

Please contact Tom Nelson by (mm/dd/yy) at tom.nelson@das.ohio.gov during regular business hours to make arrangements for authorization to enter the facility.

2.7 - EVALUATION

Bids will be evaluated in accordance with Article I-15 of the “Instructions to Bidders”. In addition, the state will: by multiplying the unit cost by the estimated usage listed in the bid and then adding each of the totals together to arrive at a total for all items. Failure to bid all items may result in the bidder being deemed not responsive.

2.8 - CONTRACT AWARD

The contract will be awarded to the lowest responsive and responsible bidder by low lot total. Low lot total will be determined by multiplying the unit cost by the estimated usage listed in the bid and then adding each of the totals together to arrive at a total for all items. Failure to bid all items may result in the bidder being deemed not responsive.

2.9 - REFERENCES & PRIOR PROJECTS

Bidder must be able to demonstrate prior experience similar in size, scope, and nature to the scope of work listed in this Invitation to Bid. Experience should include working in high rise buildings, small office buildings, etc. Bidder must submit with their Bid, Attachment A- Bidder References form. Failure to submit this form with your Bid may result in your bid being deemed as not responsive.

Exhibit A

EQUIPMENT LIST

The equipment list, inspection frequency, and service frequency are as described in Exhibit A - Equipment List.pdf