This is NOT an
order to ship.
Please quote on the commodities or services listed below.
All prices must be FOB Destination.
You must show Unit Price, Amount and Total or bid may be rejected.
The State of Connecticut is exempt from payment of Federal Excise
taxes and the Connecticut Sales Tax. Do not include such taxes in bid
prices. CCSU reserves the right to reject in whole or in part any or all
ISSUED BY (return to)
Central Connecticut State University
1615 Stanley Street
New Britain CT 06050-4010
VENDOR NAME ___________________________________
BID DUE DATE:
May 18, 2018
April 30, 2018
SIGNED (for Agency)
Thomas Brodeur, C.P.M.
Thomas Brodeur, C.P.M.
Director of Purchasing
Phone 860-832-2531 Fax 860-832-2523
Fire and Security Alarm Systems Services at CCSU
Part A – Provide maintenance, service, and emergency services
Part B – Provide testing services
Included with this RFP document –
Page 2, Response Requirements Checklist
General Terms, Conditions and Requirements
Part A, Scope of Work, Technical and Facility Requirements, Maintenance, Service and Emergency Services
Part B, Scope of Work, Technical and Facility Requirements, Testing Services
Attachment A, CCSU Fire Alarm System Device Matrix (to be handed out at prebid meeting – see below)
A mandatory pre-bid conference will be held on May 8, 2018 10:00 AM at East Hall. Late arrivals (10 minutes or more)
will not be given credit for attendance nor allowed to participate in the bid process
Return bids to the CCSU Purchasing Department in a sealed envelope clearly marked: CCSU Bid # 2019-04
due May 18, 2018. Faxed or emailed responses cannot be accepted.
For all State contracts as defined in P.A. 07-1 having a value in a calendar year of $50,000 or more or combination or
series of such agreements or contracts having a value of $100,000 or more, the authorized signatory to this Agreement
expressly acknowledges receipt of the State Election Enforcements Commission’s notice advising state contractors of
state campaign contribution and solicitation prohibitions, and will inform its principals of the contents of the notice.
See Attachment [SEEC Form 11] ________ /_______
Vendor Authorized Signature __________R_F__Q__R_E_S__P_O_N__S_E__C_H__E_C_K LIST
Telephone and Extension
Cash Discount Payment Terms ____% ____days, Net 30
A complete bid response will include the submission of all the forms, attachments and documentations listed
PARTIAL ANSWERS AND/OR MISSING ATTACHMENTS MAY DEEM YOUR RESPONSE AS
NON-COMPLIANT. NON-COMPLIANT BIDS ARE DISQUALIFIED FROM CONSIDERATION.
Completed Request for Quotation form (page 1)
Completed Pricing Sheet
Completed Statement of Bidder’s Qualifications form
Completed References form
A letter from EST verifying that the bidder is a Strategic Partner with EST and is an
authorized service organization, with factory trained personnel based in the servicing office,
for all of the respective equipment at the facility
Documentation of experience and knowledge in the operation, repair and programming
AND/OR testing of EST Fire Alarm Systems AND IRC Fire Alarm Systems.
Documentation of experience and knowledge in the operation and repair of Gamewell fire
CHRO Paperwork, Nondiscrimination Certification, and OPM Ethics forms 1 and 5
GENERAL TERMS, CONDITIONS, REQUIREMENTS
Contractor shall comply with all applicable federal, state and municipal laws, ordinances, building, and construction codes.
Contractor and its employees shall acquire and possess all required permits and licenses. Contractor shall be responsible for
the payment of all fees associated with these permits, licenses and inspections. Contractor shall provide a list of licensed
employees who will be working under this Agreement. List of licensed employees shall be submitted to the Agency prior to
any work being performed under this Agreement
MANDATORY PRE BID CONFERENCE
CCSU will conduct a mandatory pre-bid conference on May 8, 2018, at 10:00 AM in CCSU’s East Hall on Wells Street to
review specifications and requirements. Failure to attend this meeting or late arrivals (10 minutes or more) will preclude
your firm from submitting a proposal.
SUBMISSION OF QUESTIONS
Contractors may submit questions or requests for clarification via email to firstname.lastname@example.org. The deadline for submission
of questions is 4:30 p.m., E.S.T., on May 11, 2018. Any answers, clarifications or corrections that change the scope of this
RFQ will be issued as an addendum.
ADDENDA TO THIS RFQ
CCSU may need to issue one or more addenda related to this RFQ. Such addenda shall be added to the original RFQ
document and posted at http://www.ccsu.edu/purchasing/currentBids.html.
It shall be the responsibility of prospective contractors and other interested parties to familiarize themselves with the web
site and visit it regularly during the RFQ process for updated information or addenda related to this RFQ.
Receipt of addenda must be acknowledged by each proposer, and the failure of a proposer to acknowledge any addendum
shall not relieve the proposer of the responsibility for complying with the terms thereof. All addenda must be signed by an
authorized respondent representative and returned with the proposal on or before the proposal opening date and time.
This process is intended to ensure that all vendors have equal access to information relative to this RFQ. No information
communicated verbally shall be effective unless confirmed by written communication from the Purchasing Department of
CCSU reserves the right to reject any bid which does not include all required documentation, or a bidder who in the opinion
of CCSU does not meet the high standards of experience, accessibility to the ongoing training of the manufacturers, factory
authorization of the systems manufacturers, maintenance of factory technical bulletins, or any other requirement of the
STRUCTURE OF AWARD
CCSU reserves the right to issue one all-inclusive award or two awards (one contractor awarded Part A Maintenance
Services and another contractor awarded Part B Testing) based on the bid responses and the best interests of CCSU.
CONTRACT and CONTRACT TERM
CCSU shall enter into a Contract with the awarded contractor for the services described herein. Purchase Orders issued by
the Agency's Purchasing Office shall be issued for annual service needs once a contract has been executed. No work is to be
done prior to receiving a valid, signed Purchase Order.
For a copy of the contract draft see Attachment Service Contract Template. This draft is provided for informational
purposes only and should not be completed/returned with your bid response.
The contract period for the described services will be for a four (4) year period starting upon execution date of the resulting
contract, on or about July 1, 2018.
At no time during the contract shall contractor invoice the University for travel time costs or normal delivery costs. Invoices
will only be paid for hours spent on the job.
JOB SITE REPORTING
All service slips will be reviewed and approved by the CCSU University representative.
At the start and completion of each job, contractors will be required to sign a Log Book located at the CCSU Police
Department. The following information must be included for each job: (1) name(s) of employee(s) working on site, (2)
location of the job, (3) description of the work to be performed, and (4) hours spent on the job (time in and time out).
In addition to this procedure, contractors must leave daily Work Order Reports with the respective University
representative. This Work Order Report must include hours spent on the job. When invoicing the University, Work Orders
associated with specific filter changes must accompany the invoice.
Contractor will be required to equip their staff members with mobile phones and be accessible to the University while on
duty. A list of these numbers shall be provided to the CCSU Police Dispatch Center and updated as needed.
The Contractor is reminded that all work will be carried out on a busy university campus. Safety is of utmost
importance. The Contractor shall conduct all operations in a safe manner and shall comply with all pertinent local,
state and federal safety regulations and with whatever requirements deemed necessary by the Agency
Representative, by CCSU Police Department or by CCSU Fire Safety to protect the health, safety and well-being of
the university community. Safety precautions must be taken at all times to prevent the possibility of injury to
DISPOSAL OF OLD PARTS AND SUPPLIES
All old panel parts & pieces, detectors, modules are the property of CCSU and will be disposed of by CCSU
The contractor shall be responsible for disposing of all debris etc in accordance with all applicable federal, state and local
laws. Where possible, contractor shall recycle electronics, lights, batteries and other items with a local, properly licensed
recycling center in order to promote CCSU’s Environmental Sustainability initiative.
Services: Invoices for regular scheduled services shall be submitted semiannually within two (2) weeks after the
scheduled services have been completed (unless there is a specific clause in a separate large project quote which
allows for partial payments).
Invoices for work not covered under normal maintenance shall be submitted within thirty (30) days of work. Invoices
submitted after 30 days may be subject to delayed payments.
Testing: Invoices for regular scheduled tests shall be submitted semiannually within two (2) weeks after the
scheduled tests have been completed and as follows:
Submit only after each test for all buildings has been totally completed, and all problems corrected in
Invoices shall include all required test reports, properly executed, for each building. No partial reports
or invoices will be processed.
No payments will be made until all of the above conditions are complied with in full. Section 3-117 of the General
Statutes of the State of Connecticut prohibits any state agency from making prepayment for repair or maintenance
Contractor shall not invoice for, and CCSU shall not pay for, quotations requested for future work.
Bidder shall provide only trained employees to perform any work for this contract. All employees providing service
under this contract will be required to hold a valid State of Connecticut Department of Consumer Protection
Electrical L6 license or higher. As required by the State of CT the employee shall have a copy of their Electrical
License with them at all times. No sub-contracting of fire alarm maintenance or programming shall be allowed.
Sub-contracting for ‘electrical’ work where required may be allowed to affect repairs.
The successful bidder shall be required to conduct a comprehensive background check on all employees assigned to
this contract, including a check of employment history, arrest information, and citizenship. All new employees
assigned to this contract during the contract period shall undergo the same comprehensive background check prior to
being assigned to the contract. A report on these background checks shall be sent to the CCSU Police Department
prior to their first day working on CCSU Property. The Agency reserves the right to reject any person applying for
assignment to this contract. See attached Background Check Letter for further information. . This must be renewed
at the start of each new contract award. Any employee that will be in the Dispatch Center at the Police Department
Building will also be required to fill out an Agreement to Protect Confidentiality of Computerized Criminal Record
Data provided to the employee by the on duty dispatchers.
A list of all employees who may be assigned to CCSU shall be required, including name and background of work
experience and any applicable license type and number. CCSU will use the information to verify the employee’s
suitability to perform this work in a University environment prior to contract award.
Only personnel approved by CCSU will be allowed to perform work on site for this contract.
The contractor shall not enter any occupied resident hall room without an escort by a University employee. CCSU reserves
the right to cancel said contract if Contractor is found to be in violation of this agreement