REQUEST FOR PROPOSAL (RFP) 695
FIRE ALARM REPLACEMENT
ROUTT COUNTY HISTORIC COURTHOUSE & ANNEX
ROUTT COUNTY, COLORADO
The purpose of this Request for Proposal (RFP) and accompanying specifications are to provide
instructions and assistance in submitting an offer to replace the existing fire alarm system at the
Routt County Historic Courthouse & Annex. The buildings are located at 522 Lincoln Avenue
and 136 6th street respectively in Steamboat Springs, CO. The objective is to have a fully
executed Routt County Agreement for Design, Sale and Installation by September 14, 2020 with
the project completion by December 31, 2020. Please see Scope of Work for further detail.
PROPOSED SCOPE OF WORK
Attachment A – Specifications
Attachment B – Proposal Response Sheet
The project scope of work is as follows:
1. Replace the fire alarm control panel and all associated initiating devices, monitor
modules and control relays.
2. Connection of existing NAC circuits and power supplies to new system.
3. Test and inspect according to Steamboat Springs Fire Department requirements.
The facility is served by an existing fire alarm system that has become antiquated. The scope of
work shall include the replacement of the existing fire alarm panel and a one-for-one
replacement of existing initiating devices, monitor modules and control relays. A concurrent
elevator modernization at the Annex is scheduled to begin installation on October 20, of this
year. The scope of work in this RFP shall include all interface with the elevator modernization
project. New control relays and monitor modules shall be included to interface with the elevator
A mandatory pre-bid walkthrough is scheduled for August 11, 2020 at 10:00. During this
walkthrough, the quantity and locations of existing devices will be presented.
The replacement project shall include but is not limited to the following requirements:
1. Replacement of existing Fire Alarm Control Panel located in the Basement Vestibule of
the Old Courthouse.
2. Replacement of the existing Fire Alarm Annunciator located in the 1st floor of the Annex
3. Replacement of existing manual pull stations located at most exits of both buildings.
4. Replacement of existing smoke and heat detectors located at various locations throughout
5. Replacement of existing duct detector OR installation of monitor modules to supervise
existing duct detectors.
6. Replacement of existing monitor modules for sprinkler flow and tampers switches, the
halon system of the Annex basement and other miscellaneous points.
7. Replacement of existing control relays for fire shutters, HVAC shutdown, door holder
release, elevator interface and other miscellaneous points.
8. Installation of new control relays, monitor modules, smoke and heat detectors for
interface with new elevator in Annex Building.
9. Connection of existing notification power supplies to new system.
10. Connection of existing notification appliance circuits to new system. Note that existing
horns and strobes will remain
11. Installation and setup of new communicator for system monitoring by supervising station.
12. Any electrical work required for connection to replacement fire alarm equipment shall be
13. Cutting and patching of existing wall, floor and ceiling finishes shall be included.
14. It is anticipated that work will occur during normal business hours. Any after-hours work
and or overtime pay shall be included in the base bid.
15. The facility will remain open and operational during the duration of the project. Every
effort shall be made to minimize disruption to normal business activities. Daily clean-up
of all work related debris will be required and all equipment, tools and materials shall be
stored at a pre-determined concealed location.
Successful bidder will be required to submit a Job Hazard Analysis to include a site safety plan, a
Site Management Plan to submit to the Building Department and an appropriate COVID -19
mitigation plan as applicable at the time.
1) PRE – PROPOSAL MEETING WITH WALKTHROUGH
a) There will be a mandatory pre-proposal response meeting at 10:00 a.m. August 11, 2020,
at the Routt County Annex Building Parking Lot, 136 6th Street, Steamboat Springs, CO.
b) Attendance sign in will be required and attendance sign in sheet will be made available to
c) If needed, an addendum will be issued clarifying any points and/or answering questions
that were asked and sent to all Proposer’s.
2) GENERAL TERMS AND CONDITIONS
a) Proposal responses must be received not later than:
10:00 a.m. Mountain Time August 21, 2020
b) Any proposal response received after the time and date stipulated will not be considered
and will be rejected and returned to the Offeror.
c) Email is the preferred method of response (see below for further detail).
d) If a paper copy of RFP response is received it must be in a sealed envelope with “RFP
695 Fire Alarm Replacement” clearly written on the sealed envelope and the envelope
shall bear the name of the Offeror, his address, and phone number.
e) If you utilize U.S. mail, express delivery service, or hand deliver please send to the
correct address listed below.
USPS, Expedited services via Federal Express, UPS
Routt County Commissioners Office
522 Lincoln Avenue, Suite 30
Steamboat Springs, CO 80487
For questions or further information please contact
Julie Kennedy, Purchasing Agent
Direct Phone Number: 970-870-5316
Email to email@example.com is the preferred method of response. However, 35
megabytes is the maximum amount of data Routt County can receive in any one email.
Sometimes this may necessitate more than one email by the Offeror or elimination of high
megabyte unnecessary graphics. It is up to the Offeror to ensure emails do not exceed this
limit and must confirm receipt of email by Routt County prior to due date and time. An
email sent but not received by the due date and time will not be considered. If proposal
response is submitted electronically Routt County will not be responsible for the security of
the response from an Offeror from others.
f) Routt County advocates open and fair competition among suppliers and contractors to
provide the best goods and services for Routt County and its citizens. The County
prohibits discrimination based on political affiliation, race, creed, color, national origin,
ancestry, sex, sexual orientation, age, religion, handicap, disability, veteran status or
genetic information in all business transactions, purchases and contracts.
g) The failure or omission of an Offeror to acquaint himself/herself with existing conditions
shall in no way relieve him/her of any obligation with respect to this RFP or to the
h) Proprietary information from competing Offerors shall not be disclosed to the public or to
i) Offeror must clearly mark any material considered to be confidential and will be treated
as such by Routt County to the extent permitted by law.
3) INQUIRIES AND NO CONTACT POLICY
a) All questions must be received, in writing, prior to 5:00 p.m. MT, August 14, 2020 and
shall be directed only to Routt County Purchasing Agent Julie Kennedy at
firstname.lastname@example.org. Answers to questions received that would change and/or
clarify this solicitation will be provided in writing, via an addendum to all firms that
have received the original RFP after the date for questions has expired. In this way, we
hope to eliminate multiple addendums.
b) Questions will be answered by addenda that will be issued to all Offerors who received a
copy of the RFP and posted on the Routt County website. The County shall not be legally
bound by an addendum or interpretation that is not in writing.
c) Any contact initiated by any Offeror with any County representative, other than the
Purchasing Department representative listed herein, concerning this RFP is prohibited.
Any such unauthorized contact may cause the disqualification of the Offeror from this
procurement transaction. Information obtained from an unauthorized officer, agent, or
employee of Routt County or any other person shall not affect the risks or obligations
assumed by the contractor or relieve him from fulfilling any of the conditions of the
contract for the purpose of this project.
4) LATE PROPOSAL RESPONSES
a) Late proposal responses shall be considered void and unacceptable. They will not be
accepted and will be returned to the Offeror.
b) It is the sole responsibility of the Offeror to ensure that their proposal response is
received by Commissioners Office personnel before the deadline indicated above. If you
decide to utilize an express delivery service, please note that overnight service is not
always delivered on the next day. Routt County will not be responsible for responses
sent to other County offices, etc.
c) If proposal response is submitted electronically Routt County will not be held responsible
for late responses due to failure of electronic communications.
5) WITHDRAWAL OF PROPOSAL RESPONSES BEFORE OPENING
a) Proposal responses may be modified or withdrawn prior to the due date and time above
by submitting a written request for its withdrawal to the Purchasing Agent listed. After
the time set for opening of proposal responses no proposal response may be modified or
withdrawn. Withdrawal requests received after the time advertised for proposal response
opening will be void, regardless of when they were mailed. Offeror may submit the
same, a new, or a modified proposal response prior to the due date and time shown
b) No Offeror may withdraw a proposal response within 60 days after the actual date of the
6) MISTAKES AFTER PROPOSAL RESPONSE OPENING
a) Proposal responses containing patently obvious mechanical, clerical or mathematical
errors may be withdrawn by the Offeror if clear and convincingly sworn, written
evidence is furnished to the County no later than 48 hours before the proposal response
opening excluding Saturday, Sundays and Legal Holidays.
b) Under no circumstances can an Offeror be allowed to raise their unit prices(s) as
contained in the initial proposal response.
7) REJECTION OF PROPOSAL RESPONSES
a) Routt County Board of County Commissioners (BCC) reserves the right to reject any or
all proposal responses and to waive informalities and minor irregularities in proposal
responses received, and to accept any portion of the proposal response that is deemed to
be in the best interest of Routt County.
a) The successful Offeror shall indemnify and save harmless Routt County and all County
officers, agents, and employees from all suits or claims of any character brought by
reason on infringing on any patent trademark or copyright.
b) Routt County will not be liable in any way for any of the costs incurred by the Offerors in
preparation of their proposal responses in response to this RFP nor for the presentation of
their proposal responses or participation in any discussions or negotiations.