RFP Fire Sprinkler Systems Inspection, Testing, and Maintenance
| Agency: | Napa County |
|---|---|
| State: | California |
| Type of Government: | State & Local |
| Category: |
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| Posted: | Feb 15, 2024 |
| Due: | Mar 21, 2024 |
| Solicitation No: | PM022401 |
| Publication URL: | To access bid details, please log in. |
| Bid Number: |
PM022401
|
| Bid Title: |
RFP Fire Sprinkler Systems Inspection, Testing, and Maintenance
|
| Category: | Miscellaneous / Other |
| Status: | Open |
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Attachment Preview
Request for Proposal
Fire Sprinkler Systems Inspection, Testing,
and Maintenance
RFP Number: PM022401
Release Date: February 15, 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 proposals
from licensed and qualified companies to provide contract pricing for inspection, testing, and maintenance of
fire sprinkler systems and equipment at various County facilities.
B. Scope of Work
The selected contractor will provide routine, non-routine, and emergency inspections, testing, and maintenance
services of County facilities fire sprinkler systems and equipment. Provided services shall conform to the
applicable standards established by the National Fire Protection Association (NFPA) 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 15, 2024
February 23, 2024
February 28, 2024
March 5, 2024
March 8, 2024
March 21, 2024
March 22, 2024-March 29, 2024
April 2, 2024
April 9, 2024 & April 10, 2024
April 11, 2024-May 10, 2024
May 13, 2024
May 21, 2024
July 1, 2024
Request for Proposal released
RSVP for Voluntary Job Walk due by 4:00 p.m. (PT)
See Section H
Voluntary Job Walk, 9:00 a.m. (PT) – See Section H
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
**Potential – Invitations for interviews sent to highest-
scoring proposers
**Potential – Interviews with highest-scoring proposers
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 voluntary job walk date, due
date for questions, or due date for proposal submittal will be made by written addendum.
**County reserves the right to hold or forgo interviews with highest-scoring proposers on the dates noted
above.
E. Submission Process
Respondents shall submit in a sealed envelope one (1) signed original proposal, four (4) 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: “Fire Sprinkler
Systems Inspection, Testing, and Maintenance, RFP Number PM022401 Attn: Amanda Exum”.
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RFP PM022401
Proposals received in the Department of Public Works after March 21, 2024, at 4:00 p.m. Pacific Time 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 ensure timely delivery.
It is recommended that Proposals be submitted on paper that contains at least 30% recycled content and printed
on both sides (duplex).
Proposals must be submitted following the format provided in this RFP (See Section K). 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.
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RFP PM022401
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.
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.
Payment of California Prevailing Wage is required. In accordance with Section 1774 of the Labor Code,
the prevailing wage rates for classifications of labor to be employed in the work have been determined and
copies of the applicable determinations are on file at the Public Works Office and may be reviewed upon
request. Workers must be paid at the rates at least equal to the prevailing wage.
Any and all proposers and their subcontractors who would be providing services under a contract
awarded as a result of this RFP must be registered with the California Department of Industrial
Relations (DIR) pursuant to CA Labor Code Section 1725.5 and obtain a valid DIR registration number
prior to submitting proposal. Failure to provide a valid DIR registration number on Attachment C – Rate
Proposal Form will disqualify respondent.
A California C-16 Fire Protection Contractor license is required. Registration with the California
Department of Industrial Relations (DIR) is required, and a valid DIR registration number 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. Voluntary Job Walk
A voluntary job walk will take place on Wednesday, February 28, 2024, at 9:00 a.m. It is highly recommended
that those interested in submitting a proposal attend. Participants shall meet in the Public Works Conference
Room at the County Administration Building, 1195 Third Street, Suite 101, Napa, CA 94559. The walk will
commence in the Administration Building at 9:00 a.m., then will proceed by foot to the buildings on the
County’s downtown campus and buildings within the surrounding few blocks. The job walk will then proceed
to buildings in other locations around the city of Napa. Participants will be required to provide their own
transportation to the sites not within walking distance. It is not anticipated that entrance to the Jail facility will
be permitted for the purpose of the job walk. Pictures of the equipment in the Jail facility will be available for
viewing during the job walk. No pictures of the equipment in the jail facility will be distributed otherwise.
The voluntary job walk will be held in-person only. Participants will be required to RSVP by 4:00 p.m. (PT)
on February 23, 2024, to:
Amanda Exum, Staff Services Analyst I
amanda.exum@countyofnapa.org
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RFP PM022401
RSVP must clearly indicate that it is regarding this voluntary job walk for the Fire Sprinkler Systems
Inspection, Testing, and Maintenance RFP Number PM022401. If no RSVPs are received by the deadline, the
job walk will not be held.
Questions, either technical in nature pertaining to the equipment being viewed or regarding the RFP process
will not be taken during the job walk. Questions should be submitted to the terms of this RFP (see Section J).
If submitting a question pertaining to the equipment being viewed during the voluntary job walk, please
indicate the location of the equipment in your question.
I. 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.
J. Information Resource
Questions about this RFP shall be submitted via email by 4:00 p.m. (PT) on March 5, 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 Fire Sprinkler Systems Inspection,
Testing, and Maintenance RFP Number PM022401. 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.
K. 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:
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RFP PM022401
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