RFP24-41 Fire System Inspections, Maintenance and Repair
| Agency: | Los Alamos County |
|---|---|
| State: | New Mexico |
| Type of Government: | State & Local |
| NAICS Category: |
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| Posted Date: | Nov 1, 2023 |
| Due Date: | Nov 9, 2023 |
| Solicitation No: | RFP24-41 |
| Bid Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
RFP24-41 Fire System Inspections, Maintenance and Repair
Closing date November 09, 2023, 02:00 PM
- Reference number RFP24-41
- Status Open
- Summary Los Alamos County is in need of a Contractor who will provide quarterly and annual inspections, testing, maintenance and repair for County-owned fire suppression and monitoring/alarm systems located in all Los Alamos County facilities.
Deadline to submit Proposals: 2:00 p.m. MT, Thursday, November 9, 2023
Sealed Proposals in one (1) clearly labeled unbound original and three (3) bound paper copy (if submitting in paper form), subject to the conditions set forth in the Instructions to Offerors and in the other Solicitation Documents, will be received at the Office of the Los Alamos County Purchasing Officer, 101 Camino Entrada, Bldg. 3, Los Alamos, NM 87544 until 2:00 p.m. MT, Thursday, November 9, 2023 for this solicitation. This is a re-solicitation of RFP24-32R
Proposals may also be submitted electronically by email in pdf format. All other requirements stated in the Solicitation Document remain in effect. Emails should be addressed to: lacbid@lacnm.us . Subject line of the email must contain the following information: RESPONSE – RFP24-41 Fire System Inspections, Maintenance and Repair.
Documents may be obtained from Carmela Salazar at the Office of the Purchasing Officer at:
Los Alamos County, Procurement Division
101 Camino Entrada, Bldg. 3
Los Alamos, NM 87544
(505) 662-8056
Office Hours are 8:00 a.m. – 5:00 p.m., Monday – Friday.
No Bid may be withdrawn after the scheduled closing time for receipt of bids.
All forms of bribes, gratuities, and kickbacks are prohibited by state law.
Contact details
Related Information
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LOS ALAMOS COUNTY
PROCUREMENT DIVISION
101 Camino Entrada, Building 3, Los Alamos, New Mexico 87544
(505) 662-8056
Advertised: October 30, 2023
Closing Date: November 9, 2023
Request for Proposals (“RFP”)
RFP Number: 24-41
RFP Name: Fire System Inspections, Maintenance and Repair
THIS IS A RE-SOLICITATION OF RFP24-32R
GENERAL INFORMATION
1. Proposals in response to this RFP may be submitted either in paper form, in a sealed envelope, or
electronically by email. Only one of the following submission methods is required:
2. ELECTRONIC SUBMISSION: Emails should be addressed to: lacbid@lacnm.us. Subject line must
contain the following information: RESPONSE – RFP24-41 Fire Systems Inspections,
Maintenance and Repair.
It is strongly recommended that a second, follow up email (without the proposal included or attached) be
sent to Carmela Salazar, Senior Buyer at carmela.salazar@lacnm.us to confirm the Proposal was
received.
The body of the email must contain enough information for the identity of the Proposer to be clear,
including company name, name of person sending the email, and contact information including email
address and phone number.
Only emails with proposals received in the lacbid@lacnm.us email box prior to 2:00 p.m. Mountain
Time, Thursday, November 9, 2023 will be reviewed.
Proposals submitted by email will be opened only after the closing date and time stated in the solicitation
document.
3. PAPER FORM SUBMISSION: Sealed proposals in one (1) clearly labeled unbound original, three (3)
bound copies and one (1) USB flash drive or CD, will be accepted at the Office of the Chief Purchasing
Officer, Procurement Division - 101 Camino Entrada, Building 3, Los Alamos, NM 87544, until 2:00 p.m.
Mountain Time, Thursday, November 9, 2023, for this solicitation. Clearly mark the RFP Number and
Name and Offeror on the outside of the sealed proposal, including outer envelope and/or shipping
label. The USB flash drive or CD should be clearly identified. It is the responsibility of the Offeror to
assure that the information submitted in both its written response and the electronic version are consistent
and accurate. If there is a discrepancy between what is provided on the paper document and the USB
flash drive or CD, the written paper response shall govern.
4. Directions to Procurement office:
1. Drive WEST on NM-502 to Los Alamos.
o Camino Entrada (formerly known as Airport Basin) is 0.4 miles past East Gate Drive,
just past East Entrance Park Rest Area.
2. Turn RIGHT on Camino Entrada.
o Road slopes downhill and curves to the right.
The County of Los Alamos is an Equal Opportunity Employer
3. Take second RIGHT into driveway through gated fence (before the stone sign “Pajarito
Cliffs Site”).
o Follow the signs to Building 3, the L-shaped building in the center of the complex.
o If you pass the Holiday Inn Express and the Airport, you’ve gone too far.
4. Enter glass door marked “PROCUREMENT.” See map below.
5. The Incorporated County of Los Alamos (“County”) invites Proposals from all qualified respondents.
No Proposal may be withdrawn after the scheduled closing time. Proposals will not be accepted after
the scheduled closing time. Please make note of the submittal requirements outlined in this
solicitation. Read and follow the instructions carefully. Include the required documents provided
in this RFP as part of your submittal packet. Any misinterpretation or failure to comply with the
submittal requirements could result in rejection of the proposal. Proposal preparation is at the Offeror’s
expense.
6. Any change(s) to the solicitation will be conveyed through the written addenda process. Read carefully
and follow all instructions provided on any addendum, as well as the instructions provided in the original
solicitation.
7. Any questions must be received in writing at least five (5) days prior to the date fixed for when proposals
are due.
8. County reserves the right, at its sole discretion, to accept or reject any proposals; to waive any and all
irregularities in any or all statements or proposals; to request additional information from any or all
respondents; and to award a contract to the responsible Offeror whose proposal is most beneficial to
County. While County intends to execute a contract for the services listed herein, nothing in this
document shall be interpreted as binding County to enter into a contract with any Offeror or Proposer.
9. Bids and Proposals are Public Records. Pursuant to the New Mexico Inspection of Public Records Act,
NMSA 1978, Chapter 14, Article 2, all materials submitted under this RFP/IFB shall be presumed and
considered public records. Except to the extent any information may be protected by state or federal
law, proposals shall be considered public documents and available for review and copying by the public.
10. The County contemplates a multi-term contract as a result of this RFP. The term of the contract may
be for a period of up to seven (7) years. This is the written determination of the Chief Purchasing Officer
that: such a contract will serve the best interests of the County by promoting economies in County
procurement.
11. Proposers are notified that they must propose pricing for each potential year of the contract.
12. The County contemplates a multiple source award. A multiple source award is an award of a contract
for one or more similar goods or services to more than one Offeror. This is the written determination
RFP No. 24-41
Issued by Procurement Division: C. Salazar
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of the Chief Purchasing Officer that: such a contract will serve the best interests of the County by
promoting economies in County procurement.
13. Proposers/Offerors are informed that State law requires that all foreign corporations (NMSA 1978 §53-
17-5) and limited liability corporations (NMSA 1978 §53-19-48) procure a certificate of authority to
transact business in the state prior to transacting business in the state of New Mexico.
14. The Chief Purchasing Officer has determined a preference is applicable to this offer. A bidder or offeror
must submit a written request for preference, with a copy of the state-issued preference certificate, with
its proposal to qualify for this preference. Ref. County Code Section. 31-261(b) and Section13-1-21
NMSA 1978 et al.
CONTACT INFORMATION
1. For project-specific information, contact Jim Zerr, at jm.zerr@lacnm.us; (505) 662-8158.
2. For procurement process information, contact Carmela Salazar, Senior Buyer at
carmela.salazar@lacnm.us; (505) 662-8056.
3. Written questions submitted via e-mail should be sent to Carmela Salazar and copied to Jim Zerr.
4. As an additional courtesy to interested parties, this RFP and related documents may also be
downloaded from the County’s website at the address below.
https://lacnm.com/bids
NEED STATEMENT
Los Alamos County is in need of a Contractor who will provide quarterly and annual inspections, testing,
maintenance and repair for County-owned fire suppression and monitoring/alarm systems located in all
Los Alamos County facilities.
BACKGROUND
The Incorporated City and County of Los Alamos (“County”) is situated at the foot of the Jemez Mountains
on the Pajarito Plateau with an elevation ranging from 6,200 feet to 9,200 feet. Two distinct communities,
Los Alamos Town site and White Rock, each with its own visitor center, are home to ~19,000 people. Los
Alamos is mostly known for the historic accomplishments of its largest employer, Los Alamos National
Laboratory, and continues to gain notice for its vast scenic assets and recreational opportunities.
Visit the Los Alamos County website (www.losalamosnm.us) and the tourism website
(www.visitlosalamos.org) for more information.
SCOPE OF SERVICES (or WORK)
1. Services. Selected contractor shall furnish all services described herein including, but not limited to,
skilled labor, materials, equipment, insurance, permits to provide quarterly, bi-annual and annual
testing, inspection, and certification of all County-owned fire suppression and monitoring/alarm systems
at the County facilities listed in Exhibit F. Work shall be performed in accordance with current and
applicable National Fire Protection Association® (“NFPA”) guidelines in effect throughout the duration
of this agreement.
2. Permit, Certification, and Licensing Requirements.
a. Selected contractor at contractor’s expense shall obtain all required permits and licenses as
necessary for performing fire alarm testing and inspection services.
b. Selected contractor shall be certified through the National Institute for Certification in Engineering
Technologies® (“NICET”), and have a current certificate of fitness provided by the State of New
Mexico Fire Marshall. Contractor shall provide certification documentation prior to commencing the
Services.
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c. Documentation of Licensed Staff. All work shall be performed properly by licensed staff. Upon
execution of the Agreement, Contractor shall provide a list of all staff and copies of their licenses
and shall provide updated lists within ten (10) calendar days if there is a change to staff.
d. Selected contractor shall carry certification in Backflow Prevention Assembly Tester (“BPAT”).
Contractor shall provide certification documentation prior to commencing the Services.
3. Inspections.
a. Fire inspections shall be performed in accordance with the most current edition of NFPA Codes for
testing and maintenance of fire alarm systems at the facilities listed herein.
b. Inspection reports shall be submitted to the County as requested on the suggested form found in
the NFPA Codes website.
c. Selected contractor shall coordinate with County’s Facilities Manager, prior to scheduling any
maintenance, testing or repairs that need to be performed. All testing, maintenance, and repairs
shall be performed during normal business hours (Monday – Friday, 8:00 a.m. – 5:00 p.m.), unless
it is found to be disruptive to employees or interfere with operations, at which time it will be
scheduled after business hours accordingly.
4. Inspection and Testing
a. Selected contractor shall perform a complete initial inspection and test in accordance with NFPA
Code requirements for functional testing at the facilities listed in Exhibit F. Contractor must verify
the existence of the systems shown. Deviations from the list shall not entitle selected contractor to
additional compensation.
b. Systems shall be tested as per the applicable fire code(s) in effect for the duration of the contract
and any extensions.
c. Maintenance, Inspection and testing records shall be completed and submitted to Facilities
Manager or designated County representative within fourteen (14) days from date of completed
inspection.
d. Selected contractor shall replace any parts to the fire alarm systems or associated equipment that
are damaged during normal testing, at no additional cost to County.
e. Selected contractor will immediately notify Facilities Manager of any safety hazards found during
inspection or testing that might severely affect any occupants in the building.
5. Service Calls and Repairs.
Selected contractor shall provide specialized on-call services and trouble-shooting during the duration
of the contract as follows:
a. Non-critical service calls are to be responded to by a qualified technician. Any repairs are to be
completed within two (2) weeks from receipt of service call, and pending the delivery of parts. This
includes re-filling of extinguishers.
b. Critical service calls are to be responded to by a qualified technician within four (4) hours of receipt
of service call and must be completed by the next working day, pending delivery of parts. Parts
shall be available on site within seventy-two (72) hours.
c. If selected contractor’s technician representative cannot identify the problem within four (4) hours,
it shall be referred to the next higher level.
d. If the fire alarm system cannot be repaired within amount of time specified, technician shall request
a written extension from the Facilities Manager.
e. All repairs shall be tested in accordance with current NFPA requirements.
f. Selected contractor shall provide written certification that repairs are complete, to include
(1) Suspected cause(s) of the malfunction(s), and actions taken to prevent reoccurrence.
(2) A list of parts used to make the repair.
(3) Hours required making the repair.
g. Cost of parts to be determined at the time repairs are identified. Nothing herein requires that County
purchase the parts provided by selected contractor and the County may, at its own election, choose
to provide selected contractor with County purchased parts necessary, or equivalent, to perform
the repairs. Materials, parts, and County approved leased or rented equipment, shall be itemized
on Contractor’s invoice, billed at actual cost with a copy of the invoice from vendor, with a proposed
administrative invoice processing fee.
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Issued by Procurement Division: C. Salazar
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h. If any work is to be sub-contracted, selected contractor shall provide subcontractor names and
certifications.
6. Additional Services. Selected Contractor shall also provide, in addition to the above, the following:
a. Annual testing and inspections on fire riser back flow preventers.
b. Semi-Annual Fire Alarm Inspection per NFPA 72 to include:
(1) Functional testing of fire alarm panel and 100% of all alarm initiating devices.
(2) Test all audible visual devices such as horn strobes that sound and blink.
(3) Test all auxiliary functions including HVAC Fan Shutdowns.
(4) A detailed system description, disarm/rearm procedures and a list of any defects will be
forwarded to Facilities Manager.
c. Quarterly Wet Sprinkler Inspection per NFPA 25 to include:
(1) Verify transmission of alarm signals to the fire alarm system.
(2) Any items needing further attention shall be brought to County’s attention immediately.
(3) Notify County facility personnel at arrival and departure of all testing.
(4) Inspection reports sent to County and maintained in selected contractor’s records.
(5) List all deficiencies and follow up with a proposal to correct within three (3) days of
test/inspection.
d. Semi-Annual Kitchen Hood Suppression Inspection per NFPA 96 to include:
(1) Schedule and notify Maintenance Director and kitchen personnel of testing/inspection.
(2) Operate system and check function of fuel shut-off, electrical shut-off, and ventilation.
(3) Verify Underwriters Laboratories (“UL”) standard 300 compliance.
(4) Replace system links, such as the sprinkler trip link mostly found in older systems.
(5) Inspection reports sent to Maintenance Director and maintained in selected contractor’s
records.
(6) List all deficiencies and follow up with a proposal to correct within three (3) days of
test/inspection.
PROPOSAL REVIEW AND EVALUATION
Proposals shall be handled so as to prevent disclosure of the identity of any Offeror or the contents of any
proposal to competing Offerors during the process of negotiation.
After the RFP has closed, Procurement Division staff prepares a register of proposals containing the name
of each Offeror, the number of modifications received, if any, and a description sufficient to identify the item
offered. The register of proposals is open to public inspection only after contract award. Procurement
Division staff delivers the RFP submittals to the Evaluation Committee Chairperson. The Evaluation
Committee reviews and evaluates the submittals. Interviews are only for the purpose of clarification, and
may be used for adjusting the final score. Discussions may be conducted with responsible offerors who
submit proposals determined to be reasonably likely to be selected for award for the purpose of clarification
to ensure full understanding and conformation with solicitation requirements for the purpose of obtaining
best and final offers.
For proposals that qualify for Preference, the following procedure will apply; the total evaluation score with
or without the cost factor of each proposal received from a qualifying offeror shall be multiplied by 1.05.
After application of the factor, the contract shall be awarded to the highest score. If one or more scores are
equal, the same procedure shall be followed with respect to the next category of offerors listed, and the
next, until an offer qualifies for award. The priority of categories of offers is as follows:(1) Local business;
(2) Resident business.
The Evaluation Committee Chairperson forwards the final evaluation results to the Procurement Division.
Award shall be made to the responsible Offeror whose proposal is determined in writing by the Evaluation
Committee to be the most advantageous to the County, taking into consideration the evaluation criteria set
forth in the solicitation.
AWARD OF SOLICITATION
Following award of the solicitation by County Council, the successful Offeror will be required to execute a
contract with County in accordance with the terms and conditions set forth in the Services Agreement, a
sample of which is attached as Exhibit A. Offeror may identify any exception or other requirements to the
RFP No. 24-41
Issued by Procurement Division: C. Salazar
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Version: 07272023
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