Request for Proposal: Portable Fire Extinguisher Services

Agency:	Napa County
State:	California
Type of Government:	State & Local
Category:	42 - Fire Fighting, Rescue, and Safety Equipment S - Utilities and Training Services
Posted:	Feb 21, 2024
Due:	Mar 21, 2024
Solicitation No:	PM022402
Publication URL:	To access bid details, please log in.

Bid Number:	PM022402
Bid Title:	Request for Proposal: Portable Fire Extinguisher Services
Category:	Property Management; Building Maintenance; Fleet
Status:	Open

Description:

The Napa County Department of Public Works is issuing this Request for Proposal (RFP) seeking a licensed and certified portable fire extinguisher services contractor to provide contract pricing for inspection, maintenance, and replacement services for approximately 900 portable fire extinguishers throughout County facilities.

Publication Date/Time:

2/20/2024 2:55 PM

Closing Date/Time:

3/21/2024 4:00 PM

Contact Person:

Amanda.Exum@countyofnapa.org

Qualifications:

Contractor must be appropriately licensed and certified by the Office of the California State Fire Marshal to sell and service portable fire extinguishers.

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Request for Proposal

Portable Fire Extinguisher Services

RFP Number: PM022402

Release Date: February 20, 2024

Due Date: March 21, 2024

For information:

Amanda Exum

Staff Services Analyst I

Napa County Department of Public Works

1195 Third Street, Suite 101

Napa, CA 94559

amanda.exum@countyofnapa.org

AVAILABLE ELECTRONICALLY ON COUNTY WEBSITE:

https://www.countyofnapa.org/bids.aspx

Any changes or addenda will be posted to above website. Interested parties are responsible for

monitoring County issuance of changes or addenda.

A. Purpose

The Napa County Department of Public Works is issuing this Request for Proposal (RFP) seeking a licensed and

certified portable fire extinguisher services contractor to provide contract pricing for inspection, maintenance, and

replacement services for approximately 900 portable fire extinguishers throughout County facilities.

B. Scope of Work

The selected contractor will provide routine and non-routine portable fire extinguisher services at various County

locations. Provided services shall conform to the standards established by the National Fire Protection Agency’s

Standard for Portable Fire Extinguishers (NFPA 10) and as referenced, incorporated, and required by the

California Office of the State Fire Marshal in the California Code of Regulations and other applicable codes, laws,

and regulations. See Attachment A for full scope of work.

C. Term of Contract

Term of contract is anticipated to be five (5) years, comprised of an initial three (3) year term with the provision

of two (2) additional one (1) year terms. The contract start date is anticipated to be July 1, 2024.

D. Schedule of Events*

February 20, 2024

March 1, 2024

March 7, 2024

March 21, 2024

March 22, 2024 – March 29, 2024

April 2, 2024 – May 10, 2024

May 13, 2024

May 21, 2024

July 1, 2024

Request for Proposal released

Questions due by 4:00 p.m. (PT)

Responses to questions will be published

Proposals due by 4:00 p.m. (PT)

County review period

Negotiations and Contract Development

Intent to Award Notifications sent out

Contract approval

Contract start date

*These dates may be changed at the discretion of Napa County. Changes to the due date for questions or due date

for proposal submittal will be made by written addendum.

E. Submission Process

Respondents shall submit in a sealed envelope one (1) signed original proposal, three (3) identical copies of

original proposal, and one (1) electronic copy of proposal on a USB drive to:

Amanda Exum, Staff Services Analyst I

Napa County Department of Public Works

1195 Third Street, Suite 101

Napa, CA 94559

Sealed envelope containing original signed proposal and copies should be marked as follows: “Portable Fire

Extinguisher Services, RFP Number PM022402 Attn: Amanda Exum”.

Proposals received in the Department of Public Works after March 21, 2024, at 4:00 p.m. (PT) will not be

considered under any circumstances and will be returned to the sender.

Proposals may be delivered in person, U.S. Mail, or Common Currier. No electronic or facsimile copies will be

accepted. It is the responsibility of the submitting party to insure timely delivery.

It is recommended that Proposals be submitted on paper that contains at least 30% recycled content and printed on

both sides (duplex).

RFP PM022402

Proposals must be submitted following the format provided in this RFP (See Section J). Proposals not submitted

in the manner prescribed herein will not be considered.

F. General Conditions

By submitting a Proposal, the Respondent represents and warrants that:

(a) The information provided is genuine and not a sham, collusive, or made in the interest or in behalf of any party

not therein named, and that the Respondent has not directly or indirectly induced or solicited any other respondent

to put in a sham proposal, or any other respondent to refrain from presenting information and that the prospective

provider has not in any manner sought by collusion to secure an advantage; and

(b) The Respondent has not paid or agreed to pay any fee or commission, or any other thing of value contingent

upon the award of an exclusive operating area, to any employee, official, or existing contracting consultant of the

County.

This solicitation and related information can be found at https://www.countyofnapa.org/bids.aspx. Napa County

does not guarantee the accuracy of information posted on or obtained from third party organizations.

All Proposals become the property of the County. The County reserves the right to reject any and all submittals;

to request clarification of information submitted; to request additional information from competitors; and to waive

any irregularity in the submission and review process. None of the materials submitted will be returned to the

Respondent unless they are not submitted in a timely manner.

Proposals will become a public record and available for release to the public upon selection of a successful

Respondent and an Intent to Award Notification is distributed. Respondents shall specify in their cover letter if

they desire that any portion of their Proposal be treated as proprietary and not releasable as public information. If

Respondent chooses to claim any information as proprietary, it must specify those sections in the cover letter and

provide any legal justification for treatment as such. However, respondents should be aware that all such requests

may be subject to legal review and challenge. In such event, each Respondent shall be responsible for the legal

defense against the release of their Proposal as public information.

The County reserves the right to award an agreement without further competition based on the responses received

to this RFP.

The County reserves the right to request additional information not included in this RFP from any or all

Respondents after proposal due date.

The County reserves the right to contact references not provided in the submittals.

The County reserves the right to incorporate its standard language into any contract resulting from this

solicitation. The County’s contract template is attached for reference. Templates are attached for reference only

and do not need to be signed or returned with proposal.

The County reserves the right to reject any and all Proposals or any part of a Proposal if it is determined it is not

in the best interest of the County.

The County reserves the right to reject the proposal of any submitter who previously failed to perform properly, or

complete on time, contracts of a similar nature, or to reject the Proposal of a respondent who is not in a position to

perform such a contract satisfactorily. The County may reject the Proposal of any respondent who is in default of

the payment of taxes, or other monies due to Napa County.

RFP PM022402

An individual who is authorized to bind the proposing agency contractually shall sign the Proposal. The signature

must indicate the title or position that the individual holds in the firm. An unsigned Proposal shall be rejected.

Contractor must be appropriately licensed and certified by the Office of the California State Fire Marshal to sell

and service portable fire extinguishers. e.g., concern licenses and certificates of registration. Licensing and

certifications must be maintained throughout the entirety of the contract.

G. Security and Privacy

Any persons entering a Napa County building may be required to complete a privacy declaration form.

Any persons entering a Health and Human Services facility will be required to complete a Confidentiality

Statement. Any persons entering the Napa County Jail facility will be required to provide a completed Visitor

Security Clearance Form and be subject to background and security check. Attachment E is provided as an

example only and does not need to be returned with proposal.

H. Modification or Withdrawal

Any modification, amendment, addition, or alteration to any submission must be presented, in writing, executed

by an authorized person or persons, and submitted prior to the final date for submissions. An individual who is

authorized to bind the submitting agency contractually shall sign the modification, amendment, addition, or

alteration. The signature must indicate the title or position that the individual holds in the firm. An unsigned

modification amendment, addition, or alteration shall be rejected.

NO AMENDMENTS, ADDITIONS OR ALTERATIONS WILL BE ACCEPTED AFTER THE TIME AND

DATE SPECIFIED AS THE SUBMISSION DEADLINE UNLESS REQUESTED BY THE COUNTY.

At any time prior to the specified time and date set for the Proposal due date, a designated representative of the

responding agency may withdraw the submission provided that such person provides acceptable proof of his or

her identity and such person signs a receipt. No submissions may be withdrawn or returned after the date and time

set for final submission.

I. Information Resource

Questions about this RFP shall be submitted via email by 4:00 p.m. (PT) on March 1, 2024, and be referred to:

Amanda Exum, Staff Services Analyst I

amanda.exum@countyofnapa.org

Email inquiries must clearly indicate that the inquiry is regarding this Portable Fire Extinguisher Services RFP

Number PM022402. Questions will not be answered that would tend to constitute an evaluation of a response

being prepared or that might give an unfair advantage to a potential respondent. Except for the above named,

potential respondents should not contact Napa County officials or staff regarding any aspect of this RFP. If such

contact is made, the County reserves the right to reject the Proposal.

No prior, current, or post award verbal conversations or agreements with any officer, agent, or employee of the

County or any other person or entity shall affect or modify any terms or obligations of this RFP or any agreement

resulting from this process.

RFP PM022402

J. Organization of Proposal

Proposals shall contain the following information and shall be organized in the same order as provided herein.

Each of these section headers shall be listed in submitted proposal with pertinent information provided under the

specific header:

Interested firms should review Attachment A (Project Description and Scope of Services) and Attachment

B (Company History, Experience, Qualifications, and Approach to Scope of Work) in consideration of

response.

1. Cover Page. Cover page shall state Title and RFP number (Portable Fire Extinguisher Services, RFP No.

PM022402) date of submission; and name and signature of the person who is authorized to make decisions and

represent the submitting firm with respect to this RFP.

2. Company Information. This section shall state:

a. The legal name of the company which can enter into a contract with the County and any alternate

names for which the company is known (D.B.A.);

b. Mailing, and physical address(es);

c. Remit-to billing address;

d. Phone, fax, and website (if applicable);

e. Organization type;

f. Federal Tax I.D. number

g. Federal Unique Entity ID number, if applicable

h. List of owners;

i. List of corporate officers with titles (if applicable); and

j. Name (first and last), title, mailing address, phone number, fax and email of the person to receive

notices and who is authorized to make decisions or represent the company with respect to this

RFP

3. Company History, Experience, Qualifications, and Approach to Scope of Work. See Attachment B. This section

shall consist of the information requested in Attachment B to allow for review of company history, experience,

qualifications, description of offered services, and approach to the Scope of Work. Each question/information

request should be copied into proposal with answers following each request.

4. Pricing Information/Structure. This section shall communicate your proposed price for required services using

the Rate Proposal Form in Attachment C. Rates for the first three (3) years shall be fixed. You may indicate a one-

time increase in rates covering years four (4) and five (5). Rate Proposal Form must be used.

5. References. Provide three (3) references (company, contact, phone number, date(s) and description of service(s)

provided). References should be entities for which similar work has been completed.

6. Disclosures. A complete disclosure of any alleged significant prior or ongoing contract failures, any civil or

criminal litigation or investigation pending which involves the Proposer or a verification of no responsive

incidents. Failure to comply with the terms of this provision may disqualify any proposal. Napa County reserves

the right to reject any proposal based upon the Proposer’s prior history with Napa County or with any other party,

which documents, without limitation, unsatisfactory performance, significant failures to meet contract milestones

or other contractual failures.

If there are no disclosures to report, this section must still be included in submittal with an indication that

there are no reportable disclosures.

RFP PM022402

This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation. For more information, please visit the Publication URL Web page.

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Request for Proposal: Portable Fire Extinguisher Services

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