REQUEST FOR QUOTATION Sprinkler Repair Services SPECIFICATIONS

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1 SPECIFICATIONS 1. PURPOSE AND SCOPE: The Kanawha County Schools Purchasing Department is soliciting bids to establish an Open End Service Contract for Sprinkler Repair Services at various Facilities throughout the County. 2. DEFINITIONS: The terms listed below shall have the meanings assigned to them below. Additional definitions can be found in section 2 of the General Terms and Conditions. 2.1 Contract Services means Sprinkler Repair Services which, as stated herein, shall mean service maintenance or corrective service to various Kanawha Schools and Facilities. 2.2 Open-ended contract means that the bid is competitively bid and awarded in which all terms, conditions, and prices are predetermined with the exception of quantity. 2.3 Pricing Page means the pages, contained herein or attached hereto as Exhibit A, upon which Vendor should list its proposed price for the Contract Services. 2.4 Solicitation means the official notice of an opportunity to supply the County with goods or services that is published by the Purchasing Department. 2.4 (NFPA13) means National Fire Protection Association. 3. QUALIFICATIONS: Vendor, or Vendor s staff if requirements are inherently limited to individuals rather than corporate entities, shall have the following minimum qualifications: 3.1. Sprinklers and Fire Protection Contractor means a contractor engaged in the installation, repair or maintenance of fire suppression systems, including water sprinklers and chemical systems, and work incidental to the installation or repair. 4. MANDATORY REQUIREMENTS: 4.1 Mandatory Contract Services Requirements and Deliverables: Contract Services must meet or exceed the mandatory requirements listed below General Services All services will be performed by qualified professionals in collaboration with Executive Director of Maintenance Terry Hollandsworth. All personnel performing sprinkler repair services duties shall be certified and licensed as required by NFPA 101 and or/25, local, state, federal agencies having jurisdiction. Any repair or installation should be able to

2 pass inspection by the West Virginia State Fire Marshal. Successful Vendor will perform the following provisions (at a minimum): Vendor shall include all necessary labor, materials, tools and equipment to complete the Sprinkler Repair Services Project Vendor shall not proceed with any project until an approved purchase order has been received Vendor shall be responsible for quality of work and assuring that the work meets all existing codes. Work done improperly shall be redone at the VENDOR s expense Materials purchased by the Vendor and incorporated into the Work Project shall be reimbursed at invoice cost including all sales and freight cost Vendor shall maintain the premises and work site in a reasonable, neat, and orderly condition, free form accumulations of waste materials and rubbish during the entire project period and shall be responsible for removing and disposing of all cartons, crates, trash, and all flammable waste materials from the work areas at the end of each day. During the conduct of the Work, adjoining areas shall not be littered or obstructed anymore than necessary for the conduct of Work Vendor representative or vendor must be available to meet with the designated Kanawha County Schools representative at the job site within forty-eight hours to review the requirements, expectations for the Sprinkler Repair Services Vendor must be able to respond to emergency calls immediately and standard non-emergency calls within twelve(12) hours. Since some of the work may be requested with urgency status, vendor must be capable of proceeding with the work in very short notice Vendor shall submit a work schedule for each job as needed during the course of the contract and shall complete the work within the time stipulated in the approved work schedule.

3 The following represents a general list of the things that could potentially need repairing or replacement. This is NOT an all inclusive list Replace or repair sprinkler head, extent sprinkler system to cover another area Replace waterflow switch, repair or replace pressure switch, leaking valve, repair sprinkler box spares, repair or replace control valve, and repair leaking sprinkler Upon completion of the Sprinkler Repair Services, a representative of Kanawha County Schools Maintenance Department will inspect the project before approval of payment Vendor shall be held responsible for repairs or replacements of items in this bid contract for a minimum period of 12 months Vendor must maintain required records/manifests as outlined in local, state or federal regulations regarding Sprinkler Repair Services, if applicable Quotes Pricing shall include all costs associated with: Tools, equipment and supplies needed to perform the work requested Labor Quote shall include a detailed breakdown of costs and the estimated time required to complete the project Vendor must provide a written quote for each individual project as requested by Kanawha County Schools Site visits may be conducted for each project Written quotes must include a work plan, timeline and the cost.

4 KCS may accept the work plan; timeline and cost submitted or decide not to move forward with the project KCS may at times issue a revised work plan and timeline Permitted Working Hours: Under normal circumstances, the County requests all services and open-end work be performed during normal business hours for the facility to be provided service. The holidays to be excluded are New Years Day, MLK Day, Memorial Day, WV Day, Independence Day, Labor Day, Veterans Day, Thanksgiving, the Friday after Thanksgiving, and Christmas Day. Outside hours shall be approved by the County with written notification. 5. CONTRACT AWARD: 5.1 Contract Award: The Contract is intended to provide County with a purchase price for the Contract Services. The Contract shall be awarded to the Vendor that provides the Contract Services meeting the required specifications for the lowest overall total cost as shown on the Pricing Pages. 6. PRICING: 6.1 Labor: Vendor shall provide all labor for a fixed hourly rate. This rate applies to all labor provided under the Open-end Service portion of this Contract regardless of the time of day or day of the year that the labor is provided. Vendor should list its hourly rate for labor on the Pricing Page. 6.2 Pricing Pages: The Pricing Page requires Vendor to insert its hourly rate labor for their employees employed on this project. The hourly rate should be multiplied by the estimated labor hours to obtain a total Cost of Labor. The sum of the total cost for labor cells is the Total labor cost. The Vendor must insert the markup multiplier for materials cost to be used. That information, along with information that is already included on the Pricing Page will be used to calculate the total cost for Sprinkler Repair Services: Total Labor Cost, Total cost for Materials and a Total bid cost. 6.3 If Vendor completes the Pricing Page electronically using the Microsoft Excel version from the Purchasing Department, these calculations will be automatically completed.

5 6.3.1 Total cost for labor The total cost for labor is calculated by multiplying the hourly rate for labor by the estimated labor hours listed. Example: $15.00 per hour multiplied by 300 labor hours would equal a total cost for labor of $4, Total cost for materials The total cost for materials is calculated by multiplying the markup multiplier by the estimated Vendor cost of materials. Example: A multiplier of 1.5% multiplied by an estimated Vendor cost of materials of $1,000 would equal a total cost for materials of $1, Total Bid Cost The Total Bid Cost is calculated by adding the Total cost for labor, and Total cost for materials. Example: The total labor cost of $4,500, and a total cost for materials of $1,500 gives a total bid cost of $6, Estimated Quantities Only. The estimated number of project(s) are estimates only. They represent approximate volume of anticipated projects only. No future use of the Contract is guaranteed or implied. 6.5 Correction of Errors. Notwithstanding anything contained herein, the Purchasing Department may correct errors on the Pricing Page. Vendor is strongly encouraged to electronically enter the information into the Pricing Pages to prevent errors in the evaluation. 6.6 Electronic Version. The Pricing Pages were created as a Microsoft Excel document and Vendor can request an electronic copy for bid purposes by sending an request to the following address: rlellis@mail.kana.k12.wv.us The Purchasing Department s electronic version of the Pricing Page contains the formulas for calculating the total cost for labor, total cost for parts, and a total bid cost. Those items will be automatically populated by the Microsoft Excel program when Vendor inserts its hourly rate for labor, and the markup multiplier on parts. Utilizing the electronic version of the Pricing Page and inserting the values using Microsoft Excel will greatly reduce the number of calculations that Vendor will have to make and the possibilities for error. The Purchasing Department reserves the right to take Vendor s Pricing Page and insert the appropriate numbers into the Microsoft Excel spreadsheet if Vendor chooses to complete the Pricing Page in any other way.

6 7. PERFORMANCE: Vendor and County shall agree upon a schedule for performance of Contract Services and Contract Services Deliverables, unless such a schedule is already included herein by County. In the event that this Contract is designated as an open-end contract, Vendor shall perform in accordance with the release orders that may be issued against this Contract. 8. ORDERING/ PAYMENT/INVOICING: 8.1 Ordering: All requests for service and repairs will be issued through the County s Maintenance Department. Vendor shall accept orders through regular mail, facsimile, e- mail, or any other written form of communication. Vendor may, but is not required to, accept on-line orders through a secure internet ordering portal/website. If Vendor has the ability to accept on-line orders, it should include in its response a brief description of how the County may utilize the on-line ordering system. Vendor shall ensure that its on-line ordering system is properly secured prior to processing County orders on-line. 8.2 County Contact: Upon award of this contract, all correspondence is to be directed to the Kanawha County Maintenance Office. The contact information is as follows: Primary Contact: Terry Hollandsworth Phone: Fax: Payment: Vendor shall accept payment in accordance with the payment procedures of the County. 8.4 Invoicing. Invoices shall be submitted to the County for payment upon completion of each repair unless the County agrees to a different invoicing frequency in writing. Notwithstanding the forgoing, all payments to Vendor must be in arrears. An invoice submitted for payment must include the following: Contract Number Purchase Order Number Vendor FEIN Vendor Address Description of Repair (Must include Identification of Component repaired, equipment serviced, manufacturer model number and serial number) Name of County entity (School name) submitting repair request Service Date Arrival and Departure times Listing of labor hours required to complete repair Total cost of labor Per item listing of all materials required to complete repair

7 Per item cost of all materials required to complete repair (Must include Vendor s cost and markup separately for County review purposes) Total cost of parts required to complete repair Total invoice amount to be paid 9. TRAVEL: Vendor shall be responsible for all mileage and travel costs, including travel time, associated with performance of this Contract. Any anticipated mileage or travel costs may be included in the flat fee or hourly rate listed on Vendor s bid, but such costs will not be paid by the County separately. 10. FACILITIES ACCESS: Performance of Contract Services may require access cards and/or keys to gain entrance to County s facilities. In the event that access cards and/or keys are required: Vendor must identify principal service personnel which will be issued access cards and/or keys to perform service Vendor will be responsible for controlling cards and keys and will pay replacement fee, if the cards or keys become lost or stolen Vendor shall notify County immediately of any lost, stolen, or missing card or key Anyone performing under this Contract will be subject to County s security protocol and procedures Vendor shall inform all staff of County s security protocol and procedures. 11. VENDOR DEFAULT: The following shall be considered a vendor default under this Contract Failure to perform Contract Services in accordance with the requirements contained herein Failure to comply with other specifications and requirements contained herein Failure to comply with any laws, rules, and ordinances applicable to the Contract Services provided under this Contract.

8 Failure to remedy deficient performance upon request The following remedies shall be available to County upon default. 12. MISCELLANEOUS: Immediate cancellation of the Contract Immediate cancellation of one or more release orders issued under this Contract Any other remedies available in law or equity No Substitutions: Vendor shall supply only Contract Items submitted in response to the Solicitation unless a contract modification is approved in accordance with the provisions contained in this Contract Vendor Supply: Vendor must carry sufficient inventory of the Contract Items being offered to fulfill its obligations under this Contract. By signing its bid, Vendor certifies that it can supply the Contract Items contained in its bid response Waiver: The failure of either party to insist upon a strict performance of any of the terms or provision of this Contract, or to exercise any option, right, or remedy herein contained, shall not be construed as a waiver or a relinquishment for the future of such term, provision, option, right, or remedy, but the same shall continue in remain in full force and effect. Any waiver must be expressly stated in writing and signed by the waiving party References to Price Changes. Any reference in Vendors documents submitted in response to the RFQ to prices being subject to change is null and void Modifications: This writing is the parties final expression of intent. Notwithstanding anything contained in this Contract to the contrary, no modification of this Contract shall be binding without mutual written consent of the County entity, and the Vendor, with approval of the Purchasing Department. No Change shall be implemented by the Vendor until such time as the Vendor receives an approved written change order from the Purchasing Department Time: Time is of the essence with regard to all matters of time and performance in this Contract Reports: Vendor shall submit any and all documentation required for County to verify that billing information is accurate. This may include, but is not limited to, employee time sheets, parts invoices from manufacturer or supplier, etc. Vendor shall also submit reports detailing work performed for various County locations when requested by the County entity or the Purchasing Department. Failure to supply such reports may be grounds for

9 cancellation of this Contract. Vendor shall provide a status reports, within 24 hours of request Service Delays: The County entity placing the order under this Contract must be notified in writing if orders will be delayed for any reason. Any delay in delivery that could cause harm to the County will be grounds for cancellation of the delayed order, and/or obtaining the items ordered from a third party. Any County entity seeking to obtain items from a third party under this provision must first obtain approval of the Purchasing Department Contract Manager: During its performance of this Contract, Vendor must designate and maintain a primary contract manager responsible for overseeing Vendor s responsibilities under this Contract. The Contract manager must be available during normal business hours to address any customer service or other issues related to this Contract. Vendor should list its Contract manager and his or her contact information below. Contract Manager: Telephone Number: Fax Number: Address: