Fire Extinguishers and Fire Suppression System Inspection & Maintenance Service

Agency: Marshall University
State: West Virginia
Type of Government: State & Local
Caegory:
  • H - Quality Control, Testing, and Inspection Services
Posted Date: Jun 18, 2018
Due Date: Jul 2, 2018
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
solicitation # description opening time & date
MU19SPRNKLR Fire Extinguishers and Fire Suppression System Inspection & Maintenance Service 3:00 pm on July 2, 2018

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Request
for Bids
Vendor:
Marshall University
Office of Purchasing
One John Marshall Drive
Huntington, WV 25755-4100
Direct all inquiries regarding this order to: (304) 696-2822
Bid#
MU19SPRNKLR
For information call:
Purchasing Contact: Harold Sanders
sanders@marshall.edu
Phone: (304) 696-2822
Sealed requests to bid for furnishing the supplies, equipment or services described below will be received by the Institution. TO RECEIVE
CONSIDERATION FOR AWARD, UNLESS OTHERWISE NOTED, THE BID WILL BE SUBMITTED ON THIS FORM AND UPLOADED INTO THE
MU BONFIRE PORTAL ON OR BEFORE THE DATE AND TIME SHOWN FOR THE BID OPENING. When applicable, prices will be based on
units specified; and Bidders will enter the delivery date or time for items contained herein. The Institution reserves the right to accept or
reject bids on each item separately or as a whole, to reject any or all bids, to waive informalities or irregularities and to contract as the best
interests of the Institution may require. BIDS ARE SUBJECT TO THE GENERAL TERMS AND CONDITIONS AS SET FORTH HEREIN.
DATE
6/18/2018
MANDATORY BID
MEETING
n/a
DEPARTMENT
REQUISITION NO.
BIDS OPEN:
07/02/2018
BIDDER MUST
ENTER
DELIVERY
DATE FOR
EACH ITEM BID
Item # Quantity
Description
Unit Price
Extended Price
REQUEST FOR BIDS
Marshall University, on behalf of the Governing Board invites
sealed bids for the following service.
Fire Extinguishers and Fire Suppression System
Inspection & Maintenance Service
Bids will open July 2, 2018 at 3:00 p.m.
Submit questions by 5 p.m. on June 26th to
sanders13@marshall.edu & purchasing@marshall.edu with
MU19SPRNKLR in the subject line
Total
To the Office of Purchasing,
In compliance with the above, the undersigned offers and agrees, if this offer is accepted within
calendar days (30 calendar days unless a
different period is inserted by the purchaser) from the bid open date, specified above, to furnish any or all items upon which prices are offered,
at the price set opposite each item, delivered at the designated point(s), within the time specified.
Bidder guarantees shipment from
Bidder’s name Vendor
within
days
Signed By
FOB
Terms
After receipt of order at address shown
Typed Name
Title
BOG 43
MU Rev. 05/15/14
Email
Street Address
City/State/Zip
Date
Fein
Phone
MU19SPRNKLR P a g e | 2
INSTRUCTIONS TO BIDDERS
(Purchases greater than $50,000)
1. BIDDER'S REPRESENTATIONS: the bidder, by making a bid, represents that: (a) the bidder has read and understands the
bidding documents, terms and conditions, and the Bid is made in accordance therewith; and (b) the bid is based upon the
materials, equipment, systems, printing and/or services specified.
2. QUALITY STANDARDS: Brand names, when identified, include the standard of quality, performance or use desired.
Unless otherwise noted, bids by bidders on equivalents may be considered, provided the bidder furnishes descriptive
literature and other proof required by the Buyer. Samples, when required, must be furnished free of charge, including
freight. In the event the Buyer elects to contract for a brand purported to be an equivalent by the bidder, the acceptance
of the item will be conditioned on the Buyer’s inspection and testing after receipt. If, in the sole judgment of the Buyer,
the item is determined not to be equivalent, the item will be returned at the Sellers expense and the contract terminated.
3. SUBMISSION OF BIDS: the bid, the bid security, if any and other documents required to be submitted with the bid shall be
submitted as instructed. The submittal shall include the bid number, the bid opening time, and the bid opening date. Bids
received after the time and date for the bid opening will be unaccepted. The bidder shall assume full responsibility for
timely delivery.
4. MODIFICATION OR WITHDRAWAL OF BIDS: Prior to the time and date designated for receipt of bids, a bid submitted may
be modified or withdrawn by notice to the party receiving bids at the place designated for receipt of bids. Such notice
shall be in writing over the signature of the bidder and shall be received prior to the designated time and date for receipt
of bids. A modification shall be worded so as not to reveal the amount of the original bid.
5. OPENING OF BIDS: Bids shall be publicly opened and read aloud at the designated location for receipt of bids shortly
after the time and date bids are due.
6. REJECTION OF BIDS: The Buyer shall have the right to reject any and all bids, in whole or part; to reject a bid not
accompanied by a required bid security or other data required by the bidding documents; or reject a bid which is in any
way incomplete or irregular.
7. ACCEPTANCE OF BID (AWARD): It is the intent of the Buyer to award a purchase order to the lowest responsible and
responsive bidder provided the bid does not exceed the funds available. The Buyer shall have the right to waive
informalities or irregularities in a bid received, and to accept the bid which, in the Buyer's judgment, is in the Buyer's own
best interests. All bids are governed by the West Virginia Code and the Procedural Rules of the Governing Board having
jurisdiction.
8. VENDOR REGISTRATION: Prior to any award for purchases exceeding $25,000, the apparent successful bidder must be
properly registered with the W. Va. Department of Administration, Purchasing Division, and have paid the required vendor
registration fee.
9. NON-FUNDING: All services performed or goods delivered under State Purchase Orders/Contracts are to be continued for
the term of the Purchase Order/Contract, contingent upon funds being appropriated by the Legislature or otherwise being
made available. In the event funds are not appropriated or otherwise available for these services or goods, this Purchase
Order/Contract becomes void and of no effect after June 30.
10. PAYMENTS AND INTEREST ON LATE PAYMENTS: Payment may only be made after the delivery and acceptance of
goods or services. Interest may be paid for late payment in accordance with the West Virginia Code.
11. RESIDENT VENDOR PREFERENCE: A resident vendor preference will be granted upon written request in accordance with
the West Virginia Code.
12. TAX EXEMPTION: the State of West Virginia, the Governing Board and its institutions are exempt from Federal and State
taxes and will not pay or reimburse such taxes.
MU Rev. 4/11/16
MU19SPRNKLR P a g e | 3
1. Scope of Work:
Marshall University is accepting bids from qualified contractors to provide annual inspections, refilling,
hydrostatic testing, and six (6) year maintenance for fire extinguishers in all buildings associated with
Marshall University, (see attached building list), and biannual inspections of each kitchen (large and
small) fire suppression systems. Provide oncall emergency response, backup and emergency support in
areas of repair as needed and any corrective maintenance necessary to return systems to factory
specified full operational condition.
2. Specifications:
All work shall be executed in a workmanlike manner, according to the best practices of the trade and
shall present a neat and mechanical appearance when completed. Inspections, repairs, and equipment
must meet all standards set forth by the National Fire Protection Association, including but not limited
to NFPA 10, 17, 96 and the West Virginia State Fire Code.
Any malfunctions or noted deficiencies are to be corrected immediately.
The Contractor shall continuously maintain adequate protection of all his work from damage and shall
protect the owner's property from injury or loss arising in connection with this contract.
2.1. Fire Extinguishers
Contract includes general maintenance and repair services, refilling, hydrostatic testing, sixyear
maintenance, and annual inspections for all fire extinguishers in all buildings associated with
Marshall University. Equipment or devices found not to be operating properly are to be
corrected immediately. The Contractor shall be oncall for extinguishers that may have been
discharged or damaged. Services shall include, but are not limited to, the provision of qualified
labor; supervision; transportation (when and where required); establishment and maintenance
of records; all parts, tools, and equipment. The Contractor shall ensure the extinguishers are
properly hung to meet current codes. Where extinguishers are located in cabinets, the
Contractor shall ensure that the doors are functioning properly and that any glass windows are
intact. The Contractor shall repair any noted deficiencies with hanger brackets or cabinets, to
include replacing broken glass. Inspections shall include the inspection tag, tag seal, pin seal,
fluffing and cleaning of extinguishers.
Portable fire extinguishers shall be picked up at and redelivered to all University properties by
the Contractor.
Contractor will perform an annual inspection of all fire extinguishers.
2.1.1. Quantities
The approximate number of extinguishers involved is 1,202. These quantities are only estimates;
the contract shall cover the actual needs of the University throughout the term of the contract
regardless of the quantities shown.
MU19SPRNKLR P a g e | 4
(a) Approximate number of Extinguishers requiring annual inspection: 1202
(b) Approximate number of extinguishers requiring hydrostatic testing every 6 years:
Class
Carbon Dioxide
Wet Chemical K
Size
5 lb
10 lb
15 lb
20 lb
6L
Estimated quantity
19
3
24
2
13
(c) Approximate number of extinguishers requiring alternating maintenance/hydrostatic testing
every 6 years:
Class
Dry Chemical ABC
Dry Chemical BC
Dry Chemical D
Size
2.5 lb
5 lb
10 lb
20 lb
5 lb
10 lb
30 lb
Estimated quantity
16
232
878
8
1
3
3
2.2. Kitchen Fire Suppression Systems (Bid Table Basket #1)
Contractor will perform semiannual inspections of each kitchen fire suppression system in July
and December. Inspections shall be in accordance with all applicable NFPA codes. Marshall
University's kitchen fire suppression systems are located in Twin Towers Cafeteria (8), Memorial
Student Center (4), and Harless Dining Hall (6); as well as smaller systems in the Housing
Residence Halls (15), Henderson Center (1) and in Edwards Stadium (3).
2.2.1
2.2.2
2.2.3
2.2.4
2.2.5
2.2.6
2.2.7
2.2.8
2.2.9
2.2.10
Location
Memorial Student Center
Henderson Center
Twin Towers Cafeteria
Harless Dining Hall
Buskirk
Marshall Commons (Gibson,
Haymaker, Wellman, Willis)
Holderby Hall
Towers East
Towers West
Edwards Stadium
Number
4 (large)
1 (small)
8 (large)
6 (large)
6 (small)
4 (small)
3 (small)
1 (small)
1 (small)
3 (small)
Billing Group
Group 1 – Physical Plant
Group 1 – Physical Plant
Group 2 – Housing
Group 2 – Housing
Group 2 – Housing
Group 2 – Housing
Group 2 – Housing
Group 2 – Housing
Group 2 – Housing
Group 3 – Athletics
2.3. Personnel Service:
MU19SPRNKLR P a g e | 5
Maintenance, hydrostatic testing, servicing, and recharging shall be performed by trained and
certified persons having available the appropriate servicing manual(s), the proper types of tools,
recharge materials, lubricants, and manufacturer's recommended replacement parts or parts
specifically listed for use in the fire extinguisher or kitchen suppression system. Servicing
techniques must be in accordance with the approval agencies having jurisdiction and standard
industry practice.
Personnel will be equipped with the appropriate equipment necessary for proper trouble
shooting maintenance and repair service for the equipment covered by this service policy.
Workmen employed on this project shall be qualified and competent to perform the task to
which they are assigned. Any workman found to be incapable of performing his work due to lack
of skill, neglect, ungentlemanly character shall be removed from the project at the written
request of the Director of Environmental Health & Safety, the Director of Physical Plant, or the
Director of Public Safety.
Contractors will be required to wear their company uniform.
2.4. Response Times:
Contractor must provide a response time of 24 hours for all emergencies and or systems that
go down.
In the event of emergency service calls, the vendor shall provide service within a maximum of
four (4) hours of receipt of call. Normal response time during regular work hours shall be
sooner.
Contractor must be available 24/7 (including holidays) for service calls, backup and emergency
support.
2.5. Reporting, Coordination, and Notifications:
Contractor will coordinate maintenance and hydrostatic testing with the Marshall University
Department of Environmental Health & Safety (EHS). EHS will establish a phased system of six
year maintenance and hydrostatic testing so approximately the same number of units will be
serviced each year.
Prior to installation of new fire extinguishers, the contractor must receive authorization from
the Department of Environmental Health & Safety.
Prior to any inspection or maintenance of a fire or security alarm system, Marshall University
Police Department must be notified at 3046964357
Upon completion of each inspection, a copy of each inspection report shall be provided to the
Department of Environmental Health & Safety, 209 Sorrell Maintenance Building.
The Contactor shall maintain copies of all inspection reports and maintenance and hydrostatic
testing results. A copy of each inspection report, maintenance and testing results shall be

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