BID# 20-003 RFP DC3 Fire Alarm System Testing & Monitoring Services for Fiscal Year 2020

Agency: Dodge City Community College
State: Kansas
Type of Government: State & Local
NAICS Category:
  • 238210 - Electrical Contractors and Other Wiring Installation Contractors
  • 561621 - Security Systems Services (except Locksmiths)
Posted Date: Jul 12, 2019
Due Date: Jul 22, 2019
Solicitation No: BID# 20-003
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
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BID# 20-003 RFP DC3 Fire Alarm System Testing & Monitoring Services for Fiscal Year 2020

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June 18, 2019
To Whom It May Concern:
Dodge City Community College is requesting sealed bid proposals for BID# 20-003 RFP DC3 Fire Alarm
System Testing & Monitoring Services for Fiscal Year 2020.
If you have questions please see contact information in the specifications sheet for Russ McBee, Director of
Facilities & Operations.
Deadlines:
Campus Walk-thru by appointment see contact in formation in specifications sheet for Russ McBee.
Bid receipt deadline
July 22, 2019 by 4:00 PM
Bid opening @ 11:00AM Coronado Room
July 23, 2019
Board of Trustees Meeting
August 6, 2019
Notification of successful bidder (Pending BOT Approval) August 7, 2019
Sincerely,
Andrew Nolan
Purchasing Office
Dodge City Community College
Encl: Specifications for BID# 20-003, DCCC information for BID# 20-003 and Business Reply Label for BID# 20-003
(Please mark with your return address)
Please include a business card with updated contact information in the packet.
Minimum Specifications for RFP DC3 Fire Alarm System Testing & Monitoring Services for Fiscal Year 2020
Dodge City Community College (DC3) is accepting bids for maintenance of the RFP DC3 Fire protection systems
& monitoring services throughout our campus.
For budgeting purposes, we would like charges separated into four (4) categories.
1.) Residence Life Buildings (5 total)
Becker Hall
Coleman-Webb Hall
Jackson Hall
Res-Life Maintenance / Security Building
Shelden Hall
2.) Student Union
3.) Student Activity Center (Dome)
4.) Balance of campus and off-campus buildings, to wit:
On-Campus
Administration/Business Services Building
Allied Health Building
Cosmetology/Child Development Center Building
Fine Arts Building/Little Theater
Horse Barn
Humanities Building
Lewis Manufacturing Technology Building
Learning Resource Center (LRC)/Library
Maintenance Building/Technical Center Computer Lab
PE Building
Science & Math Building
Science & Math Annex (SMA)
Technical Center Building
Off-Campus
Adult Learning Center (700 Ave. G)
South Technical Education Center (Beeson Rd. Annex)
This bid should include testing, inspecting, materials, parts and labor associated with repairs and maintenance to
DC3 equipment.
We will require:
A. 100% annual testing on initiating devices.
B. Annual Sensitivity Test on smoke detectors.
C. Emergency 24 or Equivalent Monitoring.
D. Reports that such tests have been completed.
E. A breakdown of labor rates, etc. for callouts or non-scheduled maintenance.
F. References, The proposal should include at least three-client reference, including contact persons
and telephone numbers.
Other Considerations:
Contact Russ McBee for a walk through of the buildings to get an idea of what your responsibilities will be, before
bidding.
Other Bid Specifications and Conditions:
1. All bid quotations to be valid for ninety (90) days.
2. Please note any bid specification exceptions.
3. Items should be available within thirty (30) days of issuance of Purchase Order.
4. Provide descriptive literature relating to bids submitted.
5. If additional information is required, please contact Russ McBee, Director of Facilities & Operations.
Please allow for the length of time it may take to send your bid through the USPS to meet the deadline for the bids.
Contact Russ McBee with questions or for additional information.
Russ McBee
Director of Facilities & Operations
Dodge City Community College
2501 North 14th Avenue
Dodge City, KS 67801-2399
Phone (620)227-9355
Email: RMcBee@dc3.edu
Notification of the successful bidder will be announced after the August 6, 2019 DC3 Board of Trustees Meeting.
June 18, 2019
To Whom It May Concern:
Enclosed you will find a copy of bidding instructions and two alternant specifications for Dodge City Community College.
The Board of Trustees of Dodge City Community College requests that you submit a bid on such items as you may handle
on this list. You are permitted to bid on any or all items.
The attached bid proposal form has been prepared in duplicate. This form must be signed and submitted with your bid.
The second copy is for your use. In the event you do not wish to bid, please submit a formal “NO BID” in order to insure
your company’s name remaining on the active bidder list.
BID NO.: 20-003 BID TITLE: RFP DC3 Fire Alarm System Testing & Monitoring Services for Fiscal
Year 2020.
Deadline to receive bids: 4:00 PM Monday, July 22, 2019.
NOTE: ALL AWARDS MADE AS THE RESULT OF THIS BID SHALL CONFORM TO ALL APPLICABLE
KANSAS STATUTES.
INSTRUCTION TO BIDDERS
1. RETURN ONE COPY OF BID ONLY: bid proposal will be submitted in the enclosed envelope and sealed. In the event
that the enclosed envelope will not hold all the materials necessary for the completion of this bid, the face of the
envelope submitted shall contain the same information that is on the enclosed envelope. In the case of emailed bids
requests to venders return postage will be supplied.
2. EXECUTION OF BID: your bid must contain a manual signature of an authorized representative of your firm in the
space provided.
3. PRICES QUOTED: deduct trade discounts and quote firm net prices. Give both unit price and extended total. Only
those bids complying with this requirement will be accepted. Freight charges, if any, must be included in amount of
bid quotation. Bid all prices F.O.B. Dodge City Community College, 2501 North 14th Avenue, Dodge City, KS
67801-2399.
4. TAXES: Federal Excise and State Sales Taxes are not applicable on direct purchases of tangible personal property
made by the College. The applicable tax exemption number is shown on the purchase order. This exemption does
not apply to purchases of tangible personal property made by contractors who use the tangible personal property in
the performance of contracts for the improvement of College owned real property.
5. APPROVED EQUIVALENTS: items specified herein may be the particular brand of a manufacturer. Such designations
are made to indicate quality, style, and construction desired. If the statement “or equivalent” follows the specified
brand, a bidder may bid on any brand which meets or exceeds quality of items specified. On alternate items indicate
brand name bid and include full descriptive literature and detailed specifications. Any deviation from specifications
must be indicated. NO BID WILL BE CONSIDERED WITHOUT THIS TECHNICAL DATA.
6. BROCHURE: each bid must be accompanied by a brochure with descriptive statements to clearly present the quality,
style, construction, and general features of the item. Each picture must be clearly identified with the item.
7. SAMPLES: samples of items, when requested, must be furnished free of expense and if not destroyed, will upon request
be returned at bidder’s expense. Each individual sample must be labeled with bidder's name and item number.
8. BID DATE AND TIME: Sealed bids must be received in room 107 of the Administration Building on the Dodge City
Community College campus by 4:00 pm, Monday, July 22, 2019. Unless requested by Dodge City Community
College, submission of bid via email, must have prior approval from Centrals Stores/Purchasing Office. If approved,
please email bids to stores@dc3.edu by 4:00 pm. All bids received after that time shall be returned unopened or
deleted. The opening of bids will be at 11:00 am, Tuesday, July 23, 2019, in the Coronado Room of the Student
Union. This will be for tabulation purposes only. The awarding of bids will be made at a later date after formal action
by the Board of Trustees.
9. AWARDING CONTRACTS: as the best interest of the College may require, the Board of Trustees reserves the right to
reject any or all bids in whole or in part and to waive any technicality in bids received. Unit prices must be shown and
the Board may accept any item or group of items bid. Since the date of delivery may be a factor in the awarding of
bids, it is necessary that the bidder indicate the length of time that would be required by his company to make delivery
if awarded the contract. A “Purchase Order”, when furnished to the successful bidder, shall result in a binding contract
without further action by either party providing the bidder delivers their product within the specified time frame.
10. PAYMENT: payment will be made by the College after items awarded the vendor have been received, installed,
inspected, and found free of damage or defect. If re-orders are placed in smaller quantities and/or lesser weight
amounts than the original total bid order, the College will pay the cost of freight provided the company prepays the
shipment and adds the amount to the invoice.
11. NO BID: if no bid is being submitted, please mark page 1 “NO BID”, sign and return to the College. Bidder shall
indicate reason for “NO BID” on bid sheets.
SPECIAL CONDITIONS
Any or all of the special conditions that may vary from the preceding general conditions shall have precedence.
Bid price must include delivery, (uncrating, installation, assembly, and setting in place when applicable). The successful
bidder(s) must remove all cartons and packing materials if installation is performed on campus. The price quoted on this
request is to remain in effect on repeat purchases for 120 days from the date the initial order is placed by the College.
The College reserves the right to purchase in quantities greater or less than those specified on the Invitation to Bid.
Individual bid prices on each item are required and the College may purchase on an item basis.
Dodge City Community College is subject to the Cash-Basis Law (K.S.A. 10-1101 et seq.). This agreement is subject to
the provisions of the Cash-Basis Law. Dodge City Community college is obligated under this agreement only to pay
periodic payments or monthly installments under the agreement as may lawfully be made from (a) funds budgeted and
appropriated for that purpose during the College's current budget year or (b) funds made available from any lawfully
operated revenue producing source.
Please pay careful attention to K.S.A. 10-1116b regarding the conditions required for multi-year leasing agreements.
Each carton shall be marked with purchase order number if applicable. All equipment sold to the College shall be
sold at the risk of the seller until the same shall be inspected and accepted by the College.
Any questions concerning conditions and specifications should be submitted to:
Russ McBee
Director of Facilities & Operations
Dodge City Community College
2501 North 14th Avenue
Dodge City, KS 67801-2399
Phone (620)227-9355
Email: RMcBee@dc3.edu
Sincerely,
Andrew Nolan
Purchasing Office
Dodge City Community College
Encl: Specifications for BID# 20-003 , DCCC information for BID# 20-003 and Business Reply Label for BID# 20-003
(Please mark with your return address)

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