Request for Quote RFQ-10759 Honeywell Notifier …Request for Quote RFQ-10759 Honeywell Notifier...

Request for Quote RFQ-10759 Honeywell Notifier

Fire Protections Systems Maintenance and Repair Services

NORTHEAST OHIO REGIONAL SEWER DISTRICT 3900 Euclid Avenue

Cleveland, Ohio 44115 Purchasing Department

216-881-6600

The Northeast Ohio Regional Sewer District (the “District”), a regional sewer district organized and existing as a political subdivision of the State of Ohio under Chapter 6119 of the Ohio Revised Code, is sending out this RFQ for maintenance and repair services of Honeywell Notifier (Notifier) fire protection equipment at the Westerly, Southerly, Collections System, and Environmental and Maintenance Service Center (EMSC) Facilities.

WESTERLY WWTP: Cameron Coxe

Health and Safety Specialist 5800 Cleveland Memorial Shwy Cleveland, Ohio 44102 PH: (216) 961-2187

SOUTHERLY WWTP: Alan Perkins, Health and Safety Specialist 6000 Canal Road Cuyahoga Heights, Ohio 44125 PH: (216) 641-3200

CONTRACT MANAGEMENT: Shayne Meadows, Health and Safety Coordinator 3900 Euclid Avenue Cleveland, Ohio 44115 PH: (216) 881-6600

ENVIRON & MAINT SERV. CNTR

(EMSC):

Sarah Alldredge, Health and Safety Specialist 4747 East 49th Street Cuyahoga Heights, Ohio 44125 PH: (216) 641-6000

COLLECTIONS SYSTEM:

Sarah Alldredge, Health and Safety Specialist 4747 East 49th Street Cuyahoga Heights, Ohio 44125 PH: (216) 641-6000

Purpose The purpose of this quote, and the requirement contracts awarded following an evaluation of the quotes received, is to provide Maintenance and Repair and/or Replacement Services for specified equipment at eleven (11) facilities (Westerly, Southerly, EMSC, and eight (8) Collections System locations on a time and materials basis). All facilities and buildings thereon are owned and operated by the Northeast Ohio Regional Sewer District (District). The District is soliciting quotations for a Contractor to perform on call, repair services for any devices, parts or panels of the Notifier fire alarm systems shown in Supplemental Documents Fire Alarm, Detection & Suppression Systems Inventory at the Westerly, Southerly, EMSC, and



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Collections System facilities.* Contractor is required to furnish all materials (except when the District provides the parts and devices), labor, tools, administration, transportation, incidentals, and appurtenances required to complete in every detail and leave in working order all items of work as requested or shown on drawings, if applicable. This may include minor items necessary to provide a complete and fully operational Fire Alarm System

*Note: Only Honeywell Notifier Systems and relevant components are covered under this contract. A complete list of each component/device currently installed at each District location is provided within the Fire Alarm, Detection & Suppression Systems Inventory documents, including items which may not be covered under this contract. The Fire Systems Overview document provides a quick reference for all Honeywell Notifier related systems currently installed at each District location.

Contract Amount The estimated amount of this contract will be for, but not to exceed $15,000.00.

Quote for Work Required Before any work can commence for each job, a copy of the quote for the required stated work must be submitted to and be approved by Health and Safety Coordinator, or designee.

Scope of Work 1. The Contractor is required to furnish all materials (except as indicated herein), labor, tools,

administration, transportation, incidentals, and accessories required to complete in every detail and leave in working order all items of Work as requested or shown on drawings. This may include minor items necessary to provide a complete and fully operational Fire Alarm System.

2. Standard Operating Hours for all facilities is 7:30 A.M. to 4:00 P.M., Monday through Friday,

excluding State observed holidays. Any work conducted outside of standard operating hours

shall be scheduled at a rate of time and a half of the rate quoted in the RFQ Pricing Sheet. 3. Safety Data Sheet: The Contractor shall provide a Safety Data Sheet (SDS) for any hazardous

chemical brought to the District facility in performance of this contract. 4. All workmanship shall be of the highest quality and in accordance with the best practices of

the trade by craftsmen skilled in this particular work. 5. Permits and meeting all Codes

5.1. The Contractor is responsible for securing and paying for all required permits and licenses and shall apply, secure and pay for any approvals required by Federal, State, and Local public authorities.



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5.2. Complete installation shall conform to all applicable Federal, State, and Local Laws,

Codes, Ordinances, and Regulations including, but not limited to the following:

5.2.1. National Fire Protection Association (NFPA) Codes and Standards (www.nfpa.org).

5.2.2. NFPA 70 National Electric Code®.

5.2.3. NFPA 101 Life Safety Code®.

5.2.4. Occupational Safety and Health Act (OSHA) and all amendments (www.osha.gov).

5.2.5. The Ohio Revised Code (ORC) and the Ohio Administrative Code (OAC).

5.2.6. Local Building Code Requirements.

6. Drawings and Specifications

6.1. There may be drawings and specifications that indicate the general arrangement of systems and are to be followed whenever possible. If deviation from the drawings and specifications are necessitated by field conditions, detailed layouts of the proposed departures must be reviewed and approved by the Health and Safety Coordinator or designee, before proceeding with the work.

6.2. The Contractor shall make all measurements in the field and shall be responsible for

correct fittings.

6.3. The Contractor shall coordinate work with all other work in such a manner as to cause a minimum conflict or delay. The Contractor is responsible for all expenses causing or contributing to a conflict or delay.

6.4. The Contractor must include offsets for devices, parts and panels required to complete a repair, or for the proper operation of the system, in the Contractor’s Not-to-Exceed Hourly Cost.

6.5. Significant deviations from drawings or agreed upon Scope of Work must be approved by the Health and Safety Coordinator or designee.

6.6. Information contained in drawings and specifications shall not be construed to conflict with the applicable Federal, State, and Local Laws, Codes, Ordinances, and Regulations.

http://www.nfpa.org/

http://www.osha.gov/



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6.7. Record Drawings - If drawings are supplied, the Contractor is to maintain one (1) set of drawings on the job to be used strictly for recording any District approved installation deviations from the current as built drawings. This shall be incorporated in the “as built” set of drawings.

6.8. Temporary Services - The Contractor shall be responsible for making all connections to

temporary services as required.

Detailed Specifications 1. Equipment Identification Section

1.1. Supplemental Documents Fire Alarm, Detection & Suppression Systems Inventory

provide a list of all of the Notifier equipment covered under maintenance, repair, and replacement services.* Any new equipment added at the District facilities, not listed in the Fire Alarm, Detection & Suppression Systems Inventory documents, will be covered under the Time and Materials portion of the Contract. All work performed on any piece of equipment shown in Supplemental Documents Fire Alarm, Detection & Suppression Systems Inventory must be pre-approved by the District Representative.


2. Procedure for the District to Request Service

2.1. The Contractor shall provide the District with a list of telephone numbers for the

District’s Health and Safety Specialist at each facility to be able to call twenty-four (24) hours per day, seven (7) days per week. The telephone numbers shall be placed on RFQ Pricing Sheet. If necessary, two (2) or more phone numbers may be provided by the Contractor for normal weekday hours (7:30 a.m. to 4:00 p.m.) or other than normal business hours (weekdays before 7:30 a.m. or after 4:00 p.m., weekend days and District holidays). A list of recognized District holidays is provided below. The Contractor shall respond to service requests within twenty-four (24) hours. Any work conducted outside of standard operating hours shall be scheduled at a rate of time and a half of the rate quoted in the RFQ Pricing Sheet. Any additional costs involved with this requirement shall be included in the prices quoted.

Recognized District Holidays New Year’s Labor Day

Martin Luther King Day Veteran’s Day Independence Day Thanksgiving Day



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Memorial Day Christmas Day

2.2. Should a holiday fall on a weekend, the day designated by the District shall be recognized as the official holiday.

3. Procedures for Efficient Work Performance

3.1. The District is aware that the scope and effort of the work to be performed under this

contract may vary from platform to platform, and facility to facility. The following procedures shall be used for Maintenance and Repair Services to assist in providing proper communications and efficient work performance.

4. Safety Guidelines 4.1. NEORSD has specific safety policies governing relevant aspects of work on the property.

Contractors must be aware of and follow the District’s policies.

4.2. It is the Contractor’s responsibility to ensure that their employees have received topical health and safety training, which meets or exceeds regulatory requirements, prior to the start of any work on NEORSD Facilities.

4.3. Potential hazards include, but are not limited to: Physical (e.g. high voltage, equipment

at elevated temperatures, slips/trips/fall hazards, rotating machinery, overhead cranes, confined spaces, traffic etc.), Biological (e.g. microbiological organisms, insects, etc.), and Chemical hazards (e.g. caustic mixtures, flammable/combustible liquids and gases, hydrogen sulfide, etc.).

4.4. The following list of items is intended to cover common situations Contractors may

encounter, and may not include all situations. For those situations not addressed, the Contractor is to ask their NEORSD contact for guidance.

4.4.1. Entry/Exit of Facilities: Contractors shall notify Security each time you enter and

exit the Facility. Security Officers are located at each entrance. When entering each Facility, notify the Officer(s) on site of your identity, company affiliation and reason for visit, and the District employee you are in contact with; display the issued visitor’s badge upon issuance. When exiting the Facility, notify the Security Officer(s) of your departure, plans for returning (if any), and relinquish the visitor’s badge you were issued.

4.4.2. Personal Protective Equipment (PPE): Contractors shall furnish and where, at a

minimum, hard hat, safety glasses, and steel/composite toed shoes at all times when working in NEORSD Wastewater Treatment Facilities and Collections system sites; and while performing any work in non-industrial settings where



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exposure to flying objects, debris, overhead hazards, or any other hazards may occur. Specific job tasks may require additional protective equipment, dependent on the type and level of hazard present. PPE must meet the following minimum requirements:

4.4.2.1. Head Protection – Type I Class E and comply with ANSI Z89.1-1986.

4.4.2.2. Eye Protection – Compliance with ANSI Z87.1-2010 and be equipped

with fixed side-shields.

4.4.2.3. Foot Protection – ANSI Z41-1999 or ASTM F-2412/2413 (2005). Steel or composite-toed boots or over-the-boot protective devices meeting the minimum testing requirements are permitted, at least six (6) inch height forming complete coverage of the heel and ankle, and a slip resistant sole.

4.4.3. Control of Hazardous Energy: Any Contractor work that could result in the

unexpected/unplanned start-up/movement of equipment during maintenance or repair must, at a minimum, conform with NEORSD Policy for the Control of Hazardous Energy (Lockout/Tagout); which includes, but is not limited to:

4.4.3.1. Following written energy isolation procedures, where available;

4.4.3.2. Use of approved locks, tags, chains, wedges, key blocks, adapter pins,

self-locking fasteners or other hardware designed for securing or blocking equipment energy sources;

4.4.3.3. Proper notifications of all affected employees prior to the application or

removal of lockout/tagout devices; and

4.4.3.4. Completion and posting of de-energization/energization checklists during group and complex lockout/tagout situations.

4.4.4. Electrical Work: Any electrical work shall only be completed by qualified

Contractors and, at a minimum, be completed in accordance with NEORSD Policy for Electrical Safety and the National Fire Protection Association (NFPA) 70E including, but not limited to the use of approved and properly rated personal protective equipment, UL Listed tools/equipment, guarding of any exposed live electrical parts, maintenance of limited approach boundaries, etc.

4.4.5. Confined Space Entry: Any Contractor work requiring entry into permit-required

confined spaces on NEORSD Facilities shall be performed in accordance with NEORSD Policy for Confined Spaces; which includes, but is not limited to:



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4.4.5.1. Completion of a written permit that meets or exceeds NEORSD

requirements;

4.4.5.2. Use of appropriate equipment such as atmospheric monitoring equipment, full-body harness, etc., prior to, and during entry.

4.4.5.3. Adequate staffing to fill roles of qualified attendant, entrant, and entry

supervisor.

4.4.5.4. Availability of any other necessary equipment to complete safe entry. 4.4.6. Fall Protection: Any Contractor work completed at a height greater than or

equal to four (4) feet on NEORSD Facilities shall be performed in accordance with NEORSD Policy for Fall Prevention.

4.4.7. Excavation: Contractor’s shall notify the applicable site contact of their intent to

perform digging or excavating in advance of any planned work.

4.4.8. Hot Work: Any Contractor hot work such as welding cutting, grinding, brazing, flame soldering, torching, etc. on NEORSD Facilities shall be performed in accordance with NEORSD Policy for Hot Work, including, but not limited to proper notifications, completion of a hot work permit that meets or exceeds NEORSD requirements, and fire-watches.

4.4.9. Alarms/Fire Shelter: Contractors shall familiarize themselves with NEORSD

emergency response procedures and report any discrepancies to Security or the site contact.

4.4.10. Use of NEORSD equipment: Contractors shall not use NEORSD-owned tools,

equipment, or vehicles unless express permission is granted.

4.4.11. Injuries: Contractor’s shall immediately report all injuries, illnesses, and/or near misses to the applicable site contact and the Main Security Office by calling 216-641-3200.

4.4.12. Smoking: Contractor’s shall not smoke inside of any NEORSD building, location,

or area, except those designated as smoking areas.

4.4.13. Driving on Property: Contractor’s shall observe posted speed limits, traffic signage, and parking restrictions at all times while on NEORSD property.

5. Repair Service



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5.1. The Fire Protection Equipment service company shall give an approximate time when

an appropriately Licensed Service Technician(s) will arrive at the facility. Setting an arrival time shall occur within a maximum of two (2) hours after the notification for the need for service.

5.2. Upon arrival at the facility, the Licensed Service Technician(s) shall contact the

Designated Facility Representative prior to making any repairs to have an On-Site Meeting to discuss the equipment location, problem(s) with the equipment, the number of Contractor employees on-site, the estimated duration of time to be on-site that day and any other important information needed for efficient job completion.

5.3. The Licensed Service Technician(s) upon completion of the repairs or at the end of the

work shall contact the Designated Facility Representative and provide a Performance Work Log and status of the unit(s) prior to departure.

5.4. The Designated Facility Representative will also sign the Work Performance Log at the

completion of each site visit. 6. Parts for On-Call Service

6.1. Any parts to be installed must be approved by the District Representative before the

work is performed.

6.2. The Contractor shall provide new, not used or rebuilt parts and equipment when repairs are needed. All receipts and information verifying that the equipment is new shall be provided to the District Representative at the time of the invoice submission. Invoices will not be processed for payment without the required documentation/receipts.

6.3. All material and equipment supplied by the Contractor shall be the original equipment

manufacturer quality or higher, and will be priced to the District as a Cost plus ten percent (10%) over cost.

6.4. The District reserves the right to furnish any or all parts/materials required for a

particular repair. The Contractor shall utilize District furnished parts when made available, or the Contractor shall pass through the best obtainable market price, paid by the vendor, for materials and parts.

6.5. The Contractor shall make arrangements with local distributors to procure all parts

needed but not in their stock the same day as service is requested to maintain the continuous operation of all fire protection equipment covered under this agreement.



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6.6. The Contractor shall guarantee that the parts and material as furnished shall be free from all inherent defects of design, material and workmanship for a period of one (1) year after installation. The Contractor shall rectify, entirely at their own expense, any defects or failures that may develop during the guarantee period. The District will not pay freight, shipping or any special handling expenses (including energy surcharges) for returning defective parts and materials.

7. Site Utilities

7.1. The District shall provide the Contractor with the locations of water and electrical

service. The Contractor shall be responsible for providing all connections, wiring and hoses needed to perform connections to the service. NOTE: Some water is non-potable water.

8. Replacement and New Parts Availability

8.1. The Contractor shall provide a copy of a Work Performance Log to the Health and

Safety Specialist or a designated facility representative at the end of each workday. These work logs shall show the number of persons on-site, identify the unit(s) serviced, the work performed, including identifying any replacement part(s), and the number of hours, etc. The District representative will sign the Daily Service Tickets. A copy of the Work Performance Log shall be included with each invoice submitted to the District Accounting Department.

9. Time and Materials Coverage

9.1. Time and Materials coverage shall be provided for all Fire Protection equipment

repairs. All work performed on any piece of equipment must be pre-approved by the District Representative.

9.2. Examples of the equipment to be adjusted, maintained and repaired under this part of the contract include, but all Notifier related equipment and components at the Westerly, Southerly, EMSC, and Collections System Facilities, as listed in Supplemental Documents Fire Alarm, Detection & Suppression Systems Inventory.*


10. One Licensed Service Technician



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10.1. Licensed Service Technicians assigned to perform maintenance or repairs on a time

and materials basis shall work solo unless additional personnel are pre-approved by the District’s Representative. The District will monitor for efficient work performance in a reasonable amount of time.

11. Additional Licensed Service Technicians

11.1. The District is aware that some repairs will require additional Contractor personnel.

The District Representative must be notified in advance before any work scheduled to involve additional personnel. Invoiced repairs indicating additional personnel who have not been pre-approved will not be paid.

12. Travel Time

12.1. The time traveling to and from a District facility will not be paid. Only productive time

at the facilities will be paid. The Service Technician shall report to the facility representative upon entry into the facility for documentation of the starting time and must similarly report to that same representative prior to leaving to document their ending time.

13. Additional Work

13.1. The Contractor shall recommend needed repairs along with an estimated cost for each

recommended repair. The break down shall include the number of Licensed Service Technician hours, the number and classification of the persons planned to be assigned to the work, the cost of any parts and materials paid by the vendor. Additional work must be pre-approved by the District Representative.

14. Inspection and Acceptance

14.1. All completed work shall be required to bring the equipment to the original

manufacturer’s design specifications. The District’s Representative shall have the right to inspect all work for conformance with contract specifications and industry standards. Substandard work or failures to make necessary adjustments and repairs may result in the need for additional service. Only reasonable time required to make repairs will be paid. If the work remains deficient, the District Representative may have the work accomplished by other means and deduct the cost from the payment due to the Contractor. Continued failures to perform may be reason for the District to terminate the contract.

Workers’ Compensation

(Please provide a copy of your current Ohio Worker’s Compensation Certificate)



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The Contractor shall comply with the Ohio Workers' Compensation Act, and shall cover all employees working on this contract and under the control of the Contractor, and shall relieve the District from any costs due to accidents or other liabilities mentioned in said Act. The Contractor shall also furnish at the time of delivery of this contract and at such other times as may be requested, the official certificate or receipt showing the payments hereinbefore referred to, and shall furnish to the District, proof, as required, that adequate workers’ compensation insurance is provided. Any class of employees engaged in work on this contract which is not covered by the Workers' Compensation Act shall be insured by the Contractor under Employer's Liability Insurance and/or United States Longshoremen's and Harbor Worker's Compensation Act, and other act requiring coverage for Liability under Admiralty or Federal Jurisdiction.

Insurance for Employees and Vehicles The vendor shall maintain during the term of this contract general liability and property damage insurance for its employees and vehicles. Such policies shall not be less than $1,000,000.00 per occurrence. The policies shall include medical payments, business vehicle insurance including, but not limited to, comprehensive coverage, collision, personal and bodily injury, uninsured motorists, property damage; and fire and casualty insurance to the Contractor’s buildings and equipment. The Contractor is solely responsible for the health and safety of the Contractor’s employees, and all Contractor-owned, leased and/or hired equipment. Before performing any services under this contract, the Contractor shall deposit a certificate of insurance evidencing compliance with the above. The certificate of insurance shall specify the project name and purchase order number, and be mailed or emailed to the following: John Wasko, Risk Manager, [email protected], 3900 Euclid Avenue, Cleveland, OH 44115. Qualifications of Contractor and Company Reference

The Contractor must submit with the bid a written explanation of the following: 1. Number of years incorporated and working in the Northeast Ohio area. 2. Present and former business names. 3. A Table of Organization (Personnel Chart) showing the names and positions of the company

Officers, Service Managers, and the Licensed Service Technicians by each certification category.

4. Any Staffing, Training and Recruitment Plans demonstrating the capability to recruit, train

and retain sufficient numbers of qualified Fire Protection equipment repair/maintenance personnel. The plan should list the sources used by the firm for obtaining craft personnel, explain the amount of time and resources invested in training programs including apprenticeship training programs, an explanation of the types and levels of training provided and a list of the training providers.



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5. A list of a minimum of five (5) private companies or public agencies with whom the Contractor has entered into agreements of similar scope for Fire Protection equipment maintenance and repair service within the last five (5) years in the Northeast Ohio area. The list shall include contact names and telephone numbers. The list of companies may include the District.

6. A list of any and all OSHA violations and/or citations received within the past five (5) years

for any activity performed by the company (not just related to Fire Protection). 7. Explain the circumstances if a performance bond has been canceled or a claim made on a

performance bond. 8. Explain the circumstances involving any and all violations pertaining to unlawful

intimidation or discrimination against an employee by reason of race, creed, color, disability, sex or national origin.

Qualifications of Service Technicians The Contractor must submit with the bid a written explanation of the following: 1. The names, licenses and certification categories for Fire Protection equipment servicing,

and experience of at least three (3) Licensed Service Technicians to be assigned to work at the District facilities. Attach copies of licenses or cards or training certificates, etc. to document the qualifications.

2. Proof that the Licensed Service Technicians to be assigned to work at the District facilities have a minimum of five (5) years’ experience in Fire Protection service. Attach copies of licenses or cards or training certificates, etc. to document the qualifications.

3. Proof that all Licensed Service Technicians to be assigned to work at the District facilities

possess certifications for servicing fire alarms and detection equipment. Attach copies of licenses or cards or training certificates, etc. to document the qualifications.

4. Proof that all Licensed Service Technicians to be assigned to work at District Facilities

possess manufacturer’s training to perform repairs/maintenance on fire alarm control panel systems and components for Honeywell Notifier platform. Attach copies of licenses or cards or training certificates, etc. to document the qualifications.

Contract Cancellation In the event the Contractor does not fully comply with the conditions, obligations, and/or specifications of this contract, the District may cancel this contract for cause. Additionally, the District may cancel this agreement for convenience when the District determines the services contained herein are no longer needed, or when determined by the Chief Executive Officer of the District to be in the best interests of the District to do so. The District will give the Contractor written notice by regular U.S. mail of the District’s intention to cancel the contract,



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along with information concerning the Contractor's failure to perform if such cancellation is for cause.



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RFQ Pricing Sheet

Pricing shall include hourly rates for:

Straight Time 7:30 A.M -4:00 P.M.

Repair Technician $. . per hour

(Fill in hourly rate)

*Note: Any work conducted outside of standard operating hours shall be scheduled at a rate of time and a half of the rate quoted in above. Note (As stated in Section 6.3) All material and equipment supplied by the Contractor shall be the original equipment manufacturer quality or higher, and will be priced to the District as a Cost plus ten percent (10%) over cost.

Please complete the RFQ pricing data and email back to [email protected]

Dominic R. Perri or deliver to:

NORTHEAST OHIO REIONAL SEWER DISTRICT

Attention: Dominic Perri

3900 Euclid Avenue

Cleveland, Ohio 44125

Due by 4:30 PM, Wednesday, June 29, 2016

Name of Company

Address City Zip

Contact person providing RFQ Phone Number

Signature Date

Contact person for the work Phone Number

mailto:[email protected]

mailto:[email protected]

Request for Quote RFQ-10759 Honeywell Notifier …Request for Quote RFQ-10759 Honeywell Notifier...

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