Apache Junction Unified School District #43

APACHE JUNCTION UNIFIED SCHOOL DISTRICT #43

REQUEST FOR BID

FIRE EXTINGUISHERS & RELATED EQUIPMENT

RFB #07-01-18

DUE: MAY 9, 2013 @ 2:00PM

This is a bid notification only. You must retrieve the document by using the instructions shown below

or by contacting the Purchasing Department at (480) 982-1110 ex. 2215.

If you have Internet access, you can retrieve a copy of the Bid by following these steps:

Access the Internet:
Click on Bids
If you do not have Adobe Acrobat Reader please download a free copy at Adobe.com
Print the file or save it and print it later.

If you would like your bidemailed indicate your email address in the space provided below.

This bid can also be picked up at the Purchasing Department, located at 1575 W. Southern Avenue Suite 1,

Apache Junction, Arizona 85120. Contact Karen Finn, Buyer at(480) 982-1110 ex. 2215 to pick up a copy of the bid package for your company.

NO Telephoned, E: MAIL, NOR FACSIMILE BID WILLBE ACCEPTED.

RETURNING THIS FORM ONLY DOES NOT FULFILL BID REQUIREMENTS UNLESS RESPONDING WITH A “NO RESPONSE” AS SHOWN BELOW.

CHECK APPROPRIATE BOX:

Yes, I plan to access the bid from the Internet. Printed Name: ______

E: Mailbid package to: Signature: ______

(E: Mail address)______

Fax bid packageCompany: ______

No Response. Keep on Bidders list.Address: ______

City/State: ______

Phone: ______Fax: ______

Karen Finn

Buyer

Phone: (480) 982-1110 ext.2215

Fax: (480) 671-0191

E: mail:

PLEASE FAX COMPLETED FORM TO: 480-671-0191

REQUEST FOR BIDS

Material and/or Service:BID #07-01-18Issue Date:April 24, 2013

“FIRE EXTINGUISHERS, HOSES, CABINETS AND RELATED EQUIPMENT:(INSPECTION, TESTING, MAINTENANCE, REPAIR AND PURCHASE)”

Bid Due Date:May 9, 2013 Time:2:00 P.M. M.S.T.

Opening Location: PURCHASING/1575 W. Southern Avenue, Apache Junction, AZ 85120

In accordance with School District Procurement Rules in the Arizona Administrative Code (A.A.C.) promulgated by the State Board of Education pursuant to A.R.S. 15-213, Bids for the material or services specified will be received by the ApacheJunctionUnifiedSchool #43, at the above specified location, until the time and date cited. Bids received by the correct time and date shall be opened and shall be publicly read. If you need directions to our office, please call (480) 982-1110 ext. 2215.

Bids shall be in the actual possession of the District, at the location indicated, on or prior to the exact time and date indicated above. Late Bids shall not be considered.

Bids must be submitted in a sealed envelope using the District provided solicitation number with the Bidder’s name and address clearly indicated on the envelope. All Bids must be written legibly in ink or typewritten. Additional instructions for preparing a Bid are provided herein.

VENDORS ARE STRONGLY ENCOURAGED TO CAREFULLY READ THE ENTIRE REQUEST FOR BIDS.

______

Karen Finn

Phone:480-982-1110 ex. 2215

Fax: 480-671-0191

April 24, 2013

SectionPage

Special Terms and Conditions...... 4

Scope of Work...... 7

Service Requirements...... 8

Specifications...... 9

Bid Requirements...... 12

Cost Forms...... 13-18

Offer and Acceptance Form...... 20

Non-Collusion Statement...... 20

I.R.S. W-9 Form, Request for Taxpayer Identification Number (See AJUSD Website)...... 22

No Bid Response Form...... 23

Uniform Instruction to Offerors...... 24

Uniform General Terms and Conditions...... 29

DOCUMENTS REFERENCED:

You may access a copy of the documents referenced within this RFB at the following web addresses:

Arizona Revised Statutes (A.R.S.) is available at

School District Procurement Rules in the Arizona Administrative Code (A.A.C.) is available at

I.R.S. W-9 form (Request for Taxpayer I.D. Number) is available at

SPECIAL TERMS AND CONDITIONS

It is the intent of the Apache Junction Unified School #43 to engage the service of a contractor to perform annual inspections, testing, maintenance, repair and/or replacement of all fire extinguishers, cabinets and fire hoses in all schools, facilities and vehicles (including buses) in compliance with NFPA10 fire protection code standards.

Insurance and Safety

Insurance

Offeror agrees to maintain such insurance as will fully protect Offeror and the District from any and all claims under any workers’ compensation statute or unemployment compensation laws, and from any and all other claims of any kind or nature for damage to property or personal injury, including death, made by anyone, that may arise from work or other activities carried on, under, or facilitated by this Agreement, either by Offeror, its employees, or by anyone directly or indirectly engaged or employed by Offeror. Offeror agrees to maintain such automobile liability insurance as will fully protect Offeror and the District for bodily injury and property damage claims arising out of the ownership, maintenance or use of owned, hired or non-owned vehicles used by Offeror or its employees, while providing services to the District.

Successful Offeror will be required to provide proof of and maintain comprehensive general liability insurance with a limit of not less than $1,000,000 per occurrence and $2,000,000 aggregate coverage with a deductible of not more than $5,000 and naming Apache Junction Unified School #43 as an additional insured party.

Successful Offeror will be required to submit proof of and maintain Worker’s Compensation and Employer’s Liability Insurance as required by law.

B.Safety

Offeror, at its own expense and at all times, shall take all reasonable precautions to protect persons and the District property from damage, loss or injury resulting from the activities of Offeror, its employees, its subcontractors, and/or other persons present. Offeror will comply with all specific job safety requirements promulgated by any governmental authority, including without limitation, the requirements of the Occupational Safety Health Act of 1970.

Evaluation Schedule

Responses will be initially evaluated for conforming to the requirements of the Bid. Bidders will then be reviewed for ability to perform the contract at the price offered.

Terms of Award

It is the intent of the District to award a multi-term contract, beginning during the fiscal year 2013-2014, and continuing until June 30, 2014. If all conditions are met during this period of time, the Contract can be extended, if funding is available, for up to an additional four one-year contracts. However, no contract exists unless and until a purchase order is issued each fiscal year.

4.Multiple Awards

The District reserves the right to make a multiple award at the discretion of the Governing Board.

Award Basis

The contract shall be awarded to the lowest responsible and responsive bidder(s) whose bid conforms in all material respects to the requirements and evaluation criteria set forth in the invitation for bids. No criteria may be used in bid evaluations that are not set forth in the invitation for bids. The amount of any applicable transaction privilege or use tax of a political subdivision will not be considered in determining low bid.

Awards for procurement of information systems and telecommunications systems shall include as evaluation factors the total life cycle cost and application benefits of the information systems or telecommunications systems.

Awards for procurement of earth-moving, material-handling, road maintenance and construction equipment shall include as evaluation factors the total life cycle cost including residual value of the earth-moving, material-handling, road maintenance and construction equipment.

(R7-2-1031(A))

Any deviation from the general terms and conditions or exceptions taken shall be described fully and appended to the proposal form on the offeror's letterhead over the signature of the person signing the bid form. Such appendages shall be considered part of the offeror’s formal bid. For the absence of any statements of deviation or exception, the bid shall be accepted as in strict compliance with all terms and conditions.

If a vendor receives a contract award and is unable to meet the services requirements as outlined in this Solicitation, or is unable to hold bid price, or fails to provide acceptable service as determined by the District, the District reserves the right to go to the next lowest ranked vendor.

Evaluation

Representatives of the District will evaluate the bids to determine if the low bidder(s) is responsive and responsible.

Bids are awarded to the responsive and responsible bidder offering the lowest cost.

Responsiveness means a person (or company) who submits a bid which conforms in all material respects to the invitation for bids or request for proposals.

Responsibility means a person (or company) who has the capability to perform the contract requirements and the integrity and reliability which will assure good faith performance.

Billing

All billing notices must be sent to each district’s accounts payable as shown on the purchase orders. All invoices shall identify the specific item(s) being billed. Any purchase order issued by Apache Junction Unified School #43 will refer to the RFB number of this solicitation.

Price Clause

Prices shall be firm for the term of the contract. Prices as stated must be complete for the services offered and shall include all associated costs. DO NOT include sales tax on any item in the bid.

After initial contract term and prior to any contract renewal, the Apache Junction Unified School #43 will review fully documented requests for price increases and may at its sole option accept any changes or cancel from the contract those items concerned. The vendor shall likewise offer any published price reduction, during the contract period, to the District concurrent with its announcement to other customers. All price adjustments will be effective upon acceptance of the ApacheJunctionUnifiedSchool #43.

9.Award

It is expected that the award for this bid will be made in June 2013.

10.Procurement Card

Certain Districts with the GPPCS may utilize a Procurement Card program to both improve and expedite the purchasing and payment process. Upon implementation, the District will be asking Vendors to offer a prompt payment discount taking into consideration receipt of payment within seventy-two (72) hours from time of payment processing. This program is only available to Vendors that are not 1099 reportable to the Internal Revenue Service. Any costs or charges to the Vendor will be based on the transaction dollar amount and is from the Vendor’s servicing bank. The Vendor should contact their bank to arrange for the acceptance and information concerning any charges to use this program.

SCOPE OF WORK

Pricing for annual fire extinguisher inspections is requested in two options. Option #1 pricing is for each site/campus to have all fire extinguishers gathered together in centrally located areas so that the awarded vendor will save time during annual extinguisher inspections. Option #2 pricing is for the awarded vendor to inspect each extinguisher in its normal placement location. Extinguisher cabinet and fire hose inspections will still require the awarded vendor to inspect units at normal placement locations.

The School District intends to enter into up to a five-year agreement with the awarded vendor(s), who will provide the services under the terms and conditions described in this Bid. We are looking for maintenance providers to begin providing services starting in July, 2013.

School/Facility locations and service schedules are attached. The District is comprised of 200 square miles with approximately twelve (10) schools and/or facilities requiring fire protection at the present time. Additionally, approximately 65 buses used by the District have fire extinguishers that require inspection, testing and maintenance.

NFPA10-1978 states that maintenance (and recharging) must be "performed by trained persons having available the proper type of tools, recharge materials, lubricants and manufacturers' recommended replacement parts". Responding vendors shall include, in their bid response, certificates for all technicians that will be servicing ApacheJunctionUnifiedSchool.

Maintenance procedures for extinguishers must include a thorough examination of the three basic components of an extinguisher, namely the mechanical parts, the extinguishing agent and the expelling means, as well as any necessary repair or replacement parts.

NAFP 1962 2-5 inspection standards must be followed when inspecting fire hoses and storage equipment.

When contractor is reporting to a site for inspection or repair, they must inform the Safety Committee Member at each site of why they are there and after inspection or repair the Safety Committee Member must sign off on the inspection/repair report. Site maps are available at most locations that identify the location of all fire extinguishers, extinguisher cabinets and hoses.

No missing or vandalized fire extinguishers shall be replaced at time of inspection. Contractor must inform the site based Safety Committee Member of the missing or vandalized extinguisher(s). The Safety Committee Member will then have to put in a requisition with AJUSD to have the extinguisher replaced.

SERVICE HOURS AND SCHEDULING

All work specified in this bid shall be performed during the normal work hours of 7:00 a.m. to 4:30 p.m. (August through May) and 6:00 a.m. to 3:30 p.m. (June and July) except in cases of emergency situations. Emergency hours are defined as 4:31 p.m. to 6:59 a.m. weekdays, Saturdays, Sundays and holidays.

Scheduling in advance with schools and departments is very important if option #1 pricing is utilized and extinguishers have to be pulled from their normal placement locations. With proper scheduling and notice, the school or department will have staff to round up all extinguishers at the site and bring them to a central location(s) for inspection. This will drastically cut down on the time the vendor will need to spend at each site, however, this will also require the awarded vendor to be prompt with their scheduled service as the District will not sacrifice the safety of its students and staff by having limited access to extinguishers for an extended amount of time. The District will charge back to the awarded vendor for labor if a vendor does not show for a scheduled service or is more than 1 hour late for a scheduled service.

SERVICE REQUIREMENTS

Due to the size of the School District, the successful vendor shall cooperate in all reasonable ways to facilitate the operation of normal school hours and shall avoid unnecessary interference therein. Vendors shall make every effort to comply with the guidelines of the principal or director at each school or facility. In some cases, principals and/or directors may request that service be performed at a specific time and day of the week to avoid conflict with testing schedules, special events, etc. In such cases, the vendor is requested to contact the Maintenance Operation Supervisor, Larry Hill, at 480-982-1110 ex. 2216 so that a time can be determined that is agreeable to both AJUSD Schools and the awarding vendor.

Portable fire extinguishers shall be recharged at the site. If it is necessary to remove a fire extinguisher from the District, the extinguisher must be replaced with a loaner until the repaired equipment has been returned to its original location.

All District school buses shall be inspected and serviced during the month of July. The best date for these is the 15th.. The facilities for the rest of the District will be due by October.

ROTATING STOCK FOR VEHICLE MAINTENANCE

The Vehicle Maintenance Department, located at 2535 S. Ironwood Drive, Apache Junction, Arizona 85120 maintains a rotating stock of 5# fire extinguishers for use on school buses (approximately 10) in addition to the units on buses. This rotating stock assures that all buses are protected at all times.

“NEW GROWTH” CONTINGENCY

As the District increases in number of schools and facilities, AJUSD Schools may require the awarded vendor to inspect and service bid items at locations not listed in this bid. Bid prices shall remain firm for any added locations.

BILLING

All invoices must be sent to the attention of the Maintenance Department, attention Larry Hill located at 2535 S. Ironwood Drive, Apache Junction, AZ. 85120. The Maintenance Department checks invoices for accuracy and forward invoices to proper department for signature. Accurate and approved invoices are then forwarded to the Accounts Payable Department for payment. All invoices must match bid pricing.

Annual Inspections/Maintenance must be billed on a separate invoice from Work-Order Service Requests. Annual Inspection/Maintenance Invoices must list the site location, the number of units inspected and/or maintained, by size and must state the word “annual”.

Work-Order Service Request Invoices must list the requisition number, the site location, the service performed and a breakdown of all parts replaced.

DISTRICT REQUISITIONS/PURCHASE ORDERS

In addition to annual inspection and/or testing of extinguishers, cabinets and hoses, vendors will be required to respond to AJUSD Schools requisitions/PO that are issued during the contract year (August1 through July 31). These PO’s cover a range of service requests that occur during the year and which are not directly associated with the annual inspections (i.e., fire extinguisher accidentally discharged, fire cabinet plexiglass broken, vandalism, etc.). AJUSD Schools averages over 10 requisitions per year and approximately ten percent (10%) of these purchase orders are considered "emergency".

Vendors will receive a call from time-to-time from the AJUSD Schools Maintenance Department, advising that a po (s) is to be picked up. Vendors shall pick up the po (s) from the specialist in the Maintenance Department located at 2535 South Ironwood Drive, Apache Junction, Arizona 85120. Vendor shall then proceed to the location(s) requesting work to be performed.

Unless noted as "emergency", vendor is required to respond to the call within twenty-four (24) hours or before the end of the next business day. Awarding vendors are to respond to all "emergency" requests within four (4) hours from the time the call is made. On the pricing pages, vendors are to include their service charge for responding to a non-emergency response. Also include your company's service charge for an emergency response that falls within a normal workday (7 a.m. to 4:30 p.m.) as well as the hourly cost for emergency service that may occur after normal work hours, weekends and holidays.

Apache Junction Unified School District #43

Table of Contents

9.Award