RFP #2026-715-04 BREATHING APPARATUS

JEFFERSON COUNTY COMMISSION
WEST VIRGINIA
RFP #2026-715-04
BREATHING APPARATUS
Issue Date: April 2,2026
Due Date: April 30, 2026
Time: 2:00 P.M.
RFP Number: 2026-715-04
Issuing Department: Emergency Services
419 Sixteenth Avenue
Ranson, WV 25438
Procurement Contact: Bessie F. Nelson
Finance & Administration Manager
304.728.5627
E-mail: bnelson@jcesa.org
Technical Contact: Jesse Ruppenthal
FF/EMT III
E-mail: jruppenthal@jcesa.org
Delivery of Bids: Jefferson County Commission
c/o Emergency Services
Attn: Bessie F. Nelson
RFP #2025-715-02
419 Sixteenth Avenue
Ranson, WV 25438

REQUEST FOR PROPOSAL
BREATHING APPARATUS
The County Commission of Jefferson County, West Virginia (herein referred to as the "County
Commission" or "Commission") is requesting from interested parties to provide Self-Contained
Breathing Apparatus (SCBA) for the Jefferson County Emergency Services Department.
The Jefferson County Emergency Services Department is a combination career department under
the authority of the Commission. It provides career personnel to support local Volunteer Fire
Departments in responding to fire and rescue emergencies and operates Jefferson County's 911
Emergency Medical Services (EMS) transport system.
The Commission (or its designated representatives) will evaluate all submissions to this Request
For Proposal (RFP) and will ultimately select a firm judged to be both responsible and responsive
to the request in every way, including having offered the most beneficial, appropriate price
proposals. The Commission reserves the right to interview some or all prospective firms to discuss
qualifications and price proposals. The format for submittals, information regarding the scope of
work and selection criteria used by the Commission is available from Jefferson County Emergency
Services, 419 Sixteen Avenue, Ranson, WV 25438 or by telephone at 304-728-5627. Direct all
inquiries to Bessie Nelson, Finance and Administration Manager at bnelson@jcesa.org.
Submittal of Qualifications & Price information from interested Offerors should be enclosed in a
sealed envelope marked "RFP 2026-715-04 - Breathing Apparatus". Proposals must be
submitted and time-stamped into the Jefferson County Emergency Services, 419 Sixteen Avenue,
Ranson, WV 25438 no later than 2:00 p.m. on Thursday, April 30, 2026. Failure to provide the
required information as requested in the RFP for Jefferson County's review may result in
disqualification.
Proposals will be publicly opened and recorded at:
2:15 p.m. on Thursday, April 30, 2026
Jefferson County Emergency Services
419 Sixteen Avenue
Ranson, WV 25438
The Commission shall make positive efforts to utilize Disadvantaged Business Enterprises
(DBEs) and will afford these sources the maximum feasible opportunity to compete for contracts.
Jefferson County does not discriminate on the basis of race, color, national origin, sex,
religion, age, or disability in the provision of services.
The Commission reserves the right to accept or reject any or all bids, to waive technicalities,
and to take any action deemed to be in the best interest of the County. Only written responses to
this RFP will be considered. All materials submitted shall become part of the official bid record.
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Jefferson County Commission
IFB #2025-715-03-Breathing Apparatus
April 2, 2026
Table of Contents
I. PURPOSE .......................................................................................................................... 1
II. SCOPE OF SERVICES ...................................................................................................... 1
III. PROPOSAL ........................................................................................................................ 3
IV. PROPOSAL SUBMITTAL REQUIREMENTS ..................................................................... 3
V. SELECTION PROCESS ..................................................................................................... 3
VI. PROPOSALS AND AWARD SCHEDULE .......................................................................... 4
VII. TERMS AND CONDITIONS ............................................................................................... 5
VIII. INTERPRETATIONS, DISCREPANCIES, OMISSIONS..................................................... 7
IX. GENERAL REQUIREMENTS ............................................................................................. 8
X. LIST OF APPENDICES THAT ARE ATTACHED and MUST BE RETURNED WITH BID . 8
Appendix A - Response to Specifications .......................................................................... 8
Appendix B - Warranties .................................................................................................... 8
Appendix C - Pricing .......................................................................................................... 8
Appendix D - Non-Collusion Certificate ............................................................................. 8
Appendix E - Insurance Checklist ...................................................................................... 8
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Jefferson County Commission
RFP #2026-715-04 Breathing Apparatus
April 2, 2026
I. PURPOSE
The purpose and intent of this RFP is to establish a contract for the provision of Self-
Contained Breathing Apparatus (SCBA), associated components and support services to
Jefferson County Emergency Services. Jefferson County Emergency Services was
approved federal funds through the Assistance to Firefighters Grant (AFG) with an
approved budget of $273,860.00.
II. SCOPE OF SERVICES
A. General Requirements:
* Must meet current National Fire Protection Association (NFPA) requirements
at the time of delivery. Equipment shall be new and compliant with all federal,
state and local regulations.
* All equipment , and compliant with the most current standards in effect at the
time of delivery.
B. Compatibility and Interoperability Requirements:
* Proposals shall clearly describe compatibility with the County's existing
equipment and the ability to operate with equipment used by mutual aid
partners.
* Jefferson County Emergency Services currently utilizes Scott and MSA brand
SCBA, and the proposed equipment shall address the following:
* Compatibility with existing cylinders, facepieces, regulators, or
accessories (if applicable)
* Interoperability features for emergency operations, including but not
limited to:
* Universal emergency air connection / rapid intervention
connection (RIC / UAC)
* Buddy breathing capability
* Emergency air transfer connection with quick disconnect
regulator
* Ability to operate safely during mutual aid incidents
* Identification of any limitations, required adapters, or
additional equipment needed for interoperability
* Compliance with any regional, state, or national
interoperability standards
Offerors shall provide complete documentation describing interoperability features
and any restrictions.
C. Training Requirements:
* The Offeror shall provide comprehensive training as part of the proposal.
Training shall be included in the total cost and shall not be billed as a separate
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Jefferson County Commission
RFP #2026-715-04 Breathing Apparatus
April 2, 2026
optional service unless requested by the County.
* Training shall include, at minimum:
* Initial training for all end users
* Instructor-level training for designated personnel
* Hands-on operational training
* Maintenance and inspection training for department technicians
* Training on emergency procedures and safety features
* Printed and/or electronic training materials
* Operator manuals and maintenance documentation
Training shall be conducted at a location approved by the County unless otherwise agreed
upon.
D. Warranty and Service Support
The Offeror shall provide full details of warranty coverage and service support.
Warranty information shall be included in the proposal and shall meet or exceed the
requirements listed in the Appendix - Warranties.
* General Warranty Requirements
* All warranty periods shall begin upon final acceptance of the
equipment by the County.
* The Offeror shall repair or replace defective components at no cost to
the County.
* Warranty coverage shall include parts, labor, and shipping.
* Warranty claim procedures shall be clearly defined.
* Turnaround times for repairs shall be identified and shall minimize
operational disruption.
* Service Support Requirements
* Availability of local or regional authorized service provider
* Availability of replacement parts
* Preventative maintenance recommendations
* Estimated repair turnaround time
* Availability of loaner equipment (if applicable)
* Technical support availability
E. Delivery Requirements
Offerors shall provide an estimated delivery schedule for all equipment. Proposals shall
include:
* Estimated production time
* Estimated delivery date after award
* Ability to meet the County's required timeline
* Identification of any supply chain limitations
F. All exceptions for alternative bids shall be attached to the bid.
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Jefferson County Commission
RFP #2026-715-04 Breathing Apparatus
April 2, 2026
III. PROPOSAL
This section must contain confirmation of all terms and conditions of the RFP, and all other
required documents noted in the appendices. At a minimum, the proposal shall include
the following:
A. Response to Specifications listed on Appendix A
B. Warranties - Appendix B
C. Pricing - Appendix C
D. Fully executed Non-Collusion Certificate - Appendix D
E. Insurance Checklist - Appendix D
F. Full executed Insurance Checklist - Appendix E
G. Any conclusions, remarks and/or supplemental information pertinent to this
request.
IV. PROPOSAL SUBMITTAL REQUIREMENTS
A. Offerors shall submit one (1) original and four (4) copies by 2:00 p.m. on
Thursday, April 30, 2026. Bids shall be clearly labeled. Facsimile or emailed
submission of bids are not acceptable, and any such bids shall not be
considered.
Delivery to:
Jefferson County Commission
c/o Emergency Services
RFP 2026-715-04 Breathing Apparatus
419 Sixteen Avenue
Ranson, WV 25438
B. Offerors choosing to submit proposals via US Mail of UPS/FedEx should
allow at least an additional twenty-four (24) hours in the delivery process
to ensure proposals are received on time.
C. LATE RESPONSES WILL NOT BE ACCEPTED UNDER ANY
CONDITIONS.
V. SELECTION PROCESS
This solicitation is issued pursuant to the implementation of Jefferson County's Purchasing
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Jefferson County Commission
RFP #2026-715-04 Breathing Apparatus
April 2, 2026
Policy. The Commission shall not be liable for any costs not included in the proposal, not
contracted for subsequently or in regard to preparation of your proposal.
The County will evaluate responses to this request and select those firms judged to be
most qualified. It is The Commission's intent to open and review each firm's Proposal to
determine a firm's qualifications, experience and technical approach to the services.
Since it is the Commission's desire to select the most qualified firm, the County reserves
the right to schedule oral presentations from those firms it deems most qualified, to take
place within five (5) business days following notification.
Selection criteria to be used by the County are: responsiveness to the scope of work, these
instructions and pricing.
Proposals will be evaluated based on the following criteria:
1. Compliance with Specifications - How well the proposed Self-Contained Breathing
Apparatus (SCBA) meets the required technical and safety specifications.
2. Price (Cost) - The total price, including any options or contingencies.
3. Compatibility and interoperability Compliance with Specifications - How well the
proposed Self-Contained Breathing Apparatus (SCBA) meets the required technical and
safety specifications.
4. Warranty and Service Support - Coverage, terms, and responsiveness of warranty
and post-sale support.
5. Quality, Reliability and Performance - Proven performance in fire service use,
durability, ease of use and safety features
6. Offeror Qualifications and Experience - The offeror's experience supplying similar
SCBA, references, and reputation.
7. Training and Implementation - On-site training included, fit testing support and user
manuals and training materials.
8. Delivery Timeframe - Ability to meet required delivery schedules.
VI. PROPOSALS AND AWARD SCHEDULE
Proposals received prior to the deadline will be treated as confidential, until receipt of all
proposals and opening of the same. Proposals received after the deadline will not be
considered in the evaluation process and will be returned unopened.
It is expected that the contract award will be made within thirty (30) business days after
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Jefferson County Commission
RFP #2026-715-04 Breathing Apparatus
April 2, 2026
the opening of proposals. The contract will be awarded to the Offeror whose proposal,
conforming to this request will be the most advantageous to Jefferson County.
Proposals must give the full name and address of the proposer and the person signing
the proposal shall indicate his or her title and/or authority to bind the firm in a contract.
Proposals may not be altered or amended after they are opened.
The approval or disapproval of the Offeror's proposal will be determined by its response
to this request and on past performance. No assumptions should be made on the part of
the Offeror as to the County's prior knowledge of their abilities. Jefferson County reserves
the right to request clarification of information submitted and to request additional
information from one or more applicants.
VII. TERMS AND CONDITIONS
The Commission reserves the right to reject any or all proposals or to award the contract
to the next recommended Offeror if the successful Offeror fails to execute an agreement
within ten (10) calendar days after being notified of the award of this proposal. Jefferson
County reserves the right to request clarification of information submitted and to request
additional information from one or more applicants.
Any proposal may be withdrawn up until the date and time set within this RFP for the
opening of the proposals. Any proposal not so withdrawn will constitute an irrevocable
offer, for a period of ninety (90) calendar days, to provide Jefferson County with the
services set forth above in the manner and at the costs set forth.
The selected Offeror shall be required to enter into a contract agreement with the
Commission. Any agreement or contract resulting from the acceptance of the proposal
shall be made on forms approved by the Jefferson County in-house legal counsel and
shall contain, at a minimum, applicable provisions of this request for proposal. The
Commission reserves the right to reject any agreement that does not conform to this
request for proposal and any Jefferson County requirements for agreements or contracts.
Selected Offeror shall not assign any interest in the contract and shall not transfer any
interest in the same without prior written consent of the Jefferson County Commission.
No reports, information or data given to or prepared by the Offeror under this agreement
shall be made available to any individual or organization by the Offeror without the prior
written approval of the Jefferson County Commission. Companies shall give specific
attention to the identification of those portions of their proposals that they deem to be
confidential, proprietary information or trade secrets and provide any justification why such
materials, upon request, should not be disclosed by the Commission under the West
Virginia Freedom of Information Act.
Jefferson County shall not be liable for any costs incurred by the Offeror in regard to
preparation of its proposal.
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Jefferson County Commission
RFP #2026-715-04 Breathing Apparatus
April 2, 2026
Jefferson County reserves the right to request interviews. The Commission reserves the
right to reject any and/or all proposals, to waive technicalities and to take whatever action
is in the best interest of the County. Jefferson County reserves the right not to hold
discussions after award of the contract.
By submitting a proposal, the Offeror agrees:
* That it is satisfied, as a result of its own investigations of the conditions set forth in this
request;
* That it fully understands the obligations set forth therein;
* That it shall abide by and comply with the true intent of the RFP and its Scope of Work;
* That It shall not take advantage of any unintentional error, ambiguity or omission;
* That It shall fully complete every part as contemplated by the true intent and meaning
of the scope of services described herein.
The Offeror hereby represents and warrants:
* That it is currently licensed to do business in the State of West Virginia and that
it will take such action as, from time to time hereafter, may be necessary to
remain so qualified;
* That it is not in arrears with respect to the payment of any monies due and owing
the State, or any department or agency thereof, including, but not limited to, the
payment of taxes and employee benefits, and that it shall not fall into arrears
during the term of the contract; that it shall comply with all federal, State, and
local laws, ordinances, and legally enforceable rules and regulations applicable
to its activities and obligations under the contract;
* That it shall procure, at its expense, all licenses, permits, insurance, and
governmental approvals, if any, necessary to the performance of its obligations
under the contract;
* That the facts and matters set forth hereafter in the contract and made a part
hereof are true and correct.
In addition to any other remedy available to Jefferson County, breach of any of the
services contracted herein shall, at the election of The Commission, be grounds for
termination of the contract. Failure of The Commission to terminate the contract shall not
be considered or construed as either a waiver of such breach or as a waiver of any rights
or remedies granted or available to Jefferson County.
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Jefferson County Commission
RFP #2026-715-04 Breathing Apparatus
April 2, 2026
HOLD HARMLESS/INDEMNIFICATION: If a contract is awarded, the successful Offeror
will be required to indemnify and hold Jefferson County, its agents and/or employees
harmless from and against all liability and expenses, including attorney's fees, howsoever
arising or incurred, alleging damage to property or injury to, or death of, any person arising
out of or attributable to the Offeror's performance of the contract awarded. Any property
or work to be provided by the Offeror under the contemplated contract will remain at the
Offeror's risk until written acceptance by The Commission; and the Offeror will replace, at
Offeror's expense, all such property or work damaged or destroyed by any cause
whatsoever, prior to its acceptance by the County.
Termination for Convenience: Jefferson County may terminate this or any contract, in
whole or in part, whenever The Commission determines that such termination is in the
best interest of the County, without showing cause, upon giving 30 days written notice to
the Offeror. Jefferson County shall pay all reasonable costs incurred by the Offeror up to
the date of termination. However, in no event shall the Offeror be paid any amount that
exceeds the price proposed for the work performed. The Offeror will not be reimbursed for
any profits which may have been anticipated but which have not been earned up to the
date of termination.
Termination for Default: When the Offeror has not performed or has unsatisfactorily
performed the contract, Jefferson County may terminate the contract for default. Upon
termination for default, payment may be withheld at the discretion of The Commission.
Failure on the part of a Offeror to fulfill the contractual obligations shall be considered just
cause for termination of the contract. The Offeror will be paid for services satisfactorily
rendered prior to termination less any excess costs incurred by Jefferson County in re-
procuring and completing the work.
The contractual obligation of Jefferson County under the contemplated contract is
contingent upon the availability of appropriated funds from which payment for this contract
can be made.
INTERPRETATION: The contract resulting from this proposal shall be construed under
the laws of the State of West Virginia.
VIII. INTERPRETATIONS, DISCREPANCIES, OMISSIONS
Should any Offeror find discrepancies in, or omissions from, the documents or be in doubt
of their meaning, they should at once request in writing an interpretation from The
Commission. All necessary interpretations will be issued to all Companies in the form of
addenda to the specifications, and such addenda shall become part of the contract
documents. Failure of any Offeror to receive any such addendum or interpretation shall
not relieve such Offeror from any obligation under their proposal as submitted. Jefferson
County will assume no responsibility for oral instructions or suggestions. ORAL
ANSWERS SHALL NOT BE BINDING ON JEFFERSON COUNTY. Every interpretation
made by Jefferson County will be made in the form of an addendum that, if issued, will
be sent by Jefferson County to all interested parties.
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