Middletown Township Public Schools 834 Leonardville Road, 2nd Floor
Leonardo, NJ 07737 (732) 671-3850 (732) 291-1035 Fax
SPECIFICATIONS ATTACHED FOR:
BID #14-15 0520
FIRE ALARM AND BURGLAR ALARM EQUIPMENT
SERVICE, AS-NEEDED REPLACEMENT AND MONITORING
FOR THE 2014-2015 SCHOOL YEAR
BID DUE: MAY 20, 2014
11:00 a.m.
TABLE OF CONTENTS
Notice to Bidders Instructions to Bidders Contract Data Sheet Bid Proposal Forms
Stockholder Disclosure Certification- Attachment A Non-Collusion Affidavit- Attachment B
Mandatory Affirmative Action- Attachment C Bid Bond Attachment D
Consent of Surety Form
Notice of Prevailing Wage Statement Receipt of Addenda Form
Middletown Township Public Schools Middletown, NJ 07748
NOTICE TO BIDDERS
NOTICE IS HEREBY GIVEN that sealed bids will be received by Amy P. Gallagher, CPA, Business Administrator for the Middletown Township Board of Education, County of Monmouth, State of New Jersey on May 20, 2014, at 11:00 a.m., prevailing time at the August T. Miner Administrative Offices, 834 Leonardville Road, 2nd Floor, Leonardo, NJ 07737 for:
Bid # 14-15 0520 - Fire Alarm and Burglar Alarm Equipment Service, As-needed Replacement and Monitoring
Specifications and instructions to bidder may be obtained from the District website under Our District, Business Office: www.middletownk12.org. Bids must be submitted by mail or by hand in sealed envelopes and distinctly marked as stated above on or before the hour designated. The Board of Education assumes no responsibility for mailed bids that arrive late. Facsimile or e-mailed bids will not be accepted.
All prices and amounts must be written in ink or preferably typewritten. Bids containing any conditions, omissions, or unexplained erasures or alterations, items not called for in the bid proposal form, attachments or additive information mot required by the specifications or irregularities of any kind may be rejected by the Board of Education. Any changes, whiteouts, strikeouts, etc. on the proposal page must be initialed in ink by the person responsible for signing the bid.
No bidder may withdraw the bid for a period of thirty (30) calendar days. Bids opened and read shall remain irrevocable for a period of sixty (60) days. It is the intent of the Board to award the contract within sixty (60) days of the receipt of bids.
Any corporation bidding must provide the name of all stockholders possessing over 10% of the issued stock in the corporation. Bidders are required to comply with the requirement of P.L. 1975, c. 127 (N.J.A.C. 17:27 et seq.)
Bids must be accompanied by a Bid Bond or Certified Check drawn to the order of Middletown Township Board of Education for not less than ten (10%) of the amount of the bid, not to exceed $20,000.
Pursuant to N.J.S.A. 18A: 18A-27 et seq., all bidders on any contract for public work in which the entire cost of the project exceeds $20,000.00 must be pre-qualified by the Department of the Treasury, Division of Building and Construction.
Bidders are required to submit a Certificate of Registration under The Public Works Contractor Registration Act.
Pursuant to P.L. 2004,c.57, effective September 1, 2004, bidders will be required to register with the State and provide the Board of Education with a copy of their “Business Registration Certificate”.
The Board of Education reserves the right to accept or reject any or all bids, or any part of the bid due to any defects or informalities and not adhering to the specifications, or for any other reason as may be deemed best for the interest of the Board of Education. Where applicable, the Board reserves the right to award the bid in whole or in part.
Dated: 5/8/14 Amy P. Gallagher
MIDDLETOWN TOWNSHIP PUBLIC SCHOOLS
SPECIFICATIONS FOR FIRE ALARM AND BURGLAR ALARM EQUIPMENT SERVICE, AS-NEEDED REPLACEMENT AND MONITORING
SCOPE OF WORK:
Base Bid Part 1- Flat annual rate for furnishing all labor, materials, equipment, service, engineering and monitoring required for the maintenance of the Fire Detection Alarms and Burglar Alarms to keep them in a perpetual state of readiness so that they are completely and consistently responsive twenty-four (24) hours a day, seven days a week, 365 days a year including State required annual inspections at all locations. Base Bid Part 2- Provide repair of existing Fire Detection Alarms and Burglar Alarms on a Time and Material Basis
Base Bid Part 3- Furnish all labor and materials for installation of replacement of existing fire or burglar alarm systems.
Fire Alarm Systems are located in the seventeen (17) buildings listed below: High Schools: Middletown North, Middletown South
Middle Schools: Bayshore, Thompson, Thorne
Elementary Schools: Bayview, Fairview, Harmony, Leonardo, Lincroft, Middletown Village, Navesink, New Monmouth, Nut Swamp, Ocean Avenue, Port Monmouth, River Plaza
The successful bidder must be able to maintain, repair and/or replace the current Public Address, Clock and Bell Systems in Middletown Schools which include, but are not limited to the following: Bogen Lathem Masters Rauland Simplex Standard Telecor Valcom Viking
For any and all new work, the Contractor must obtain all necessary permits and inspections from the local building official. All bids should include cost for any permits in the bid price agreement. All work must be performed according to Uniform Code.
All procedures listed herein shall be in direct compliance with the State of New Jersey Uniform Fire Code; N.F.P.A. Standard 72-A,B,C,D,E,H; Standard 13-A and all manufacturer’s’ guidelines. The service contractor shall be capable of testing and making repairs of all pneumatic capillary tubing systems, including pump test on all existing pneumatic loops.
SERVICE CALLS ON ALL EQUIPMENT Normal Service
The service contractor shall, upon notifications, respond to the job site and provide required repairs within 24 hours. If systems are beyond repair or parts required for repairs are not immediately available, the Administrative Supervisor for Facilities shall be notified and a request made of authorization to take corrective action.
The service contractor shall notify the head custodian or an authorized employee upon arrival at a school for a service call.
A service report outlining time on the job, technician, parts used and description of work accomplished shall be provided to the Administrative Supervisor for Facilities on each service call.
MIDDLETOWN TOWNSHIP PUBLIC SCHOOLS
Emergency Service
Emergency service shall be available on a twenty-four (24) hours a day, seven (7) days a week, 365 days a year basis.
The service contractor shall respond to all emergency calls within four (4) hours from service call notification. Board of Education personnel shall be available to open locked areas of the building being serviced to expedite repair services. Emergency services on Saturday, Sunday and after 4:30 p.m. on normal workdays, shall be invoiced at overtime rates specified on Bid Proposal Form.
A service report outlining time on the job, technician, parts used and description of work accomplished shall be provided to the Administrative Supervisor for Facilities on each service call.
Installation of Replacement Fire and/or Burglar Alarm Systems
The service contractor shall, upon notification by the Administrative Supervisor for Facilities, provide a quote for the replacement of a Fire or Burglar alarm system(s). Written quote must be provided and should be based upon the hourly rates and material discounts as specified on the BID PROPOSAL FORM.
PARTS, REPLACEMENTS AND GUARANTEES
The service contractor shall guarantee repairs for a period of thirty (30) days. The guarantee shall include labor, prompt field service, pick up and delivery. New systems or replacement system controls shall be free from defects in workmanship and material for a period of twelve (12) months commencing upon the school’s beneficial use of the new equipment. The service contractor shall supply original manufacturer parts. All parts shall be guaranteed for a period of twelve (12) months from installation date. Contractor shall bid the discount off of list price upon demand. It is expected that the service contractor will arrive on site with all required tools, replacement parts, and fully prepared to make all repairs.
GENERAL SPECIFICATIONS
Bidders shall meet all of the following criteria and submit proof of it by completion a attached “Contractor Data Sheet”.
As the following qualification items are mandatory, failure to comply with any of these items will result in immediate rejection of quotes as non-responsive.
1. Contractor must be regularly engaged in the services and installation of Fire and Burglar Alarm Systems for at least five (5) years if bidding on Base Bid.
2. Contractor must maintain a live answering service to receive emergency calls between the normal close of business hours each day until reopening of business hours, plus weekends and holidays, 365 days a year. Answering service will maintain a listing of technicians on call at all times. Contractor will provide answering service phone number upon bid. Answering machines will not be acceptable and will cause immediate rejection of bid as non-responsive to specification requirements.
3. Contractor must monitor Fire and Burglar Alarm Systems 24 hours a day, seven days a week, 365 days a year.
4. The service contractor will not deactivate any fire alarm equipment unless permission is first obtained from the Administrative Supervisor for Facilities.
5. The servicing of equipment may involve the handling of 115 and 270 volts AC power to the system control; therefore, it will be mandatory that the service company, a licensed employee or sub-contractor must hold a valid State of New Jersey Electrical Contractor’s License.
MIDDLETOWN TOWNSHIP PUBLIC SCHOOLS
6. A listing of qualified employees with a minimum of three (3) years of experience servicing fire alarm equipment will be submitted as part of these bid documents.
7. The service contractor will maintain an inventory of manpower, electrical material, spare parts and new replacement equipment for existing systems to satisfy immediate replacement of, or repairs to, part or all of existing systems in the event of emergencies.
8. Contractor must be able to demonstrate the ability to satisfactorily perform service work, programming and maintenance of EST IRC-3 advanced multiplex systems, the Notifier AM2020 systems, and Notifier 5000 systems.
In situations where new installation or construction exists, any person employed by the contractor or sub-contractor shall be paid at the rate not less than the prevailing wage established by the New Jersey State Department of Labor for the appropriate trades for the period of time involved, as per N.J.S.A. 34:11-56.27 et seq. - N.J.A.C. 12:60.
9. Contractor is required to furnish to the Board of Education three (3) references of businesses for both repair work done during the past year as well as new installations, monitoring and testing.
10. Contractor will use only domestic materials as provided under N.J.S.A. 52:31-52:33-4. CONTRACTOR RESPONSIBILITIES
The contractor will be responsible for his work and materials until the same is completed and accepted. Should any damage occur to any part or portion of the existing premises or building, or its equipment or to adjoining property, during the performance of the work under this Contract, which might in anyway be attributed to this Contractor, his subcontractors, their employees, agents, or in the receipt or delivery of the materials or supplies, or in any other manner, said damage shall immediately be properly repaired and made good without additional charge.
Contractor will not leave the area in an unsafe condition and shall protect work completed overnight from weather conditions as well as vandalism. Contractor will be held responsible for all damages to work areas or otherwise, during operation of project.
Under Federal and State Regulations, please be advised that a document named “The Asbestos Management Plan” is available for your review. This plan has identified Asbestos containing building material within the site where the contracted work is to proceed.
The successful contractor will be responsible to comply with all NJ Right To Know Regulations (NASA 34:5A-1) and OSIER guidelines for safety in the workplace.
Contractor will submit a detailed invoice for time and materials on a monthly basis. BASIS OF AWARD
The Contract for the Bid will be awarded to the lowest responsive, responsible bidder on the basis of the Annual Rate for Service Contract, an average of the Hourly Labor Rate for Normal Service and Emergency Service for Technician and an average of the Hourly Rate for Labor for the installation of replacement burglar and/or fire alarm systems as well as the discount from Manufacturer’s list price.
All billing will be forwarded for payment on a “Time and Material” basis. Contractor will itemize hourly rate charged for Technician and amount of hours Technician worked for the district at the rate bid on the Bid Proposal Form. Contractor will itemize materials used indicating list prices less discount at rate bid on the Bid Proposal Form. Replacement parts, new system equipment, alterations and additions to systems, vandalism, fire, water damage and acts of God which affect systems operations shall be invoiced at specified rates as per bid proposal.
MIDDLETOWN TOWNSHIP PUBLIC SCHOOLS
Quoted Rates to be effective through June 30, 2015. The Middletown Township Board of Education reserves the right to cancel the contract for any reason with 30 days notice. The Board of Education reserves the right to extend the contract for an additional two years if agreed to by both parties, as per N.J.S.A. 18A:18A-42(h).
INSURANCE
The Contractor shall not commence work under this Contract until he has obtained all insurance by the following paragraphs:
A) Workers’ Compensation - Employers’ Liability Insurance shall be maintained in force during the life of this Contract, by the Contractor and all subcontractors, covering all employees engaged in performance of this Contract, in accordance with the applicable statute.
Employers’ Liability Insurance shall be for an amount not less than $1,000,000. B) General Liability Insurance with limits of not less than:
$2,000,000 Bodily Injury and Property Damage
$3,000,000 combined single limit shall be maintained in force during the life of this Contract by the Contractor and all subcontractors.
C) Automobile Liability Insurance covering Contractor for claims arising from owned, hired and non-owned vehicles, with limits of not less than $1,000,000 combined single limit.
D) If any of the above work is subcontracted, all of the insurance specified above as being required to be furnished by the Contractor, including the same limits and special endorsements as are required for the Contractor (including workers’ compensation insurance), shall be provided by, or on behalf of, each such subcontractor.
E) The Board of Education shall be named as an additional named insured on all policies. PROOF OF CARRIAGE OF INSURANCE
The Contractor shall furnish satisfactory proof of the required insurance. This proof shall consist of three (3) certificates of each insurer insuring the Contractor or any subcontractor employed on the project under this Contract.
GENERAL CONDITIONS
Bid may not be modified after submittal. Bidder may withdraw did any time prior to the bid opening. Bids will be opened publicly and will be read aloud. The Middletown Township Board of Education will award contracts or reject any or all bids, or parts thereof, within sixty (60) days unless otherwise agreed by the parties. The Middletown Township Board of Education reserves the right to waive any informalities in or to reject any and/or all bids, or parts thereof, as may be deemed to be in its best interest.
The bidder shall indemnify and hold harmless the Board, its employees and agents for any and all claims, liability, damages and expenses, including reasonable attorneys fees arising out of, resulting from or in connection with this bid, which are caused by any error, omission, neglect or intentional act of the Board, its employees and agents.
Middletown Township Public Schools 834 Leonardville Road, 2nd Floor
Leonardo, NJ 07737
CONTRACT DATA SHEET
Fire and Burglar Alarm Equipment Service and Monitoring
TO BE COMPLETED BY VENDOR AND SUBMITTED AS PART OF BID PACKET
1. The number of years your firm has been performing maintenance of fire alarm systems.________ The number of years your firm has been performing maintenance of burglar alarm
systems.________
2. Location of vendor’s office that will be responsible for managing this contract NAME _____________________________________
ADDRESS _____________________________________ _____________________________________ PHONE # _____________________________________
3. A. Number of qualified Service Technicians capable of repairing and servicing these systems (full
time) ____________
4. Name(s) and phone number(s) of management personnel to be contacted if problems of emergencies occur.
NAME __________________________________ PHONE # __________________________________ NAME __________________________________
PHONE # __________________________________
5. Name and phone number of live answering service.
6. Provide a list of institutions now under contract with your firm. Include the length of time each contract has been in force and the name of a person (with phone number) for reference to your company’s qualifications.
Middletown Township Public Schools 834 Leonardville Road, 2nd Floor
Leonardo, NJ 07737
CURRENT CLIENTS LENGTH OF CONTRACT NAME & PHONE# TO CONTACT 1.___________________ ___________________
2.___________________ ___________________ 3.___________________ ___________________ 4.___________________ ___________________ 5.___________________ ___________________
7. Provide a listing of contracts your firm has lost during the last three (3) years with reason for termination.
CLIENT REASON TERMINATED
1.____________________________ _____________________________ 2.____________________________ _____________________________ 3.____________________________ _____________________________
8.
New Jersey Electrical Contractor’s License # (or License # of Sub Contractor)
Middletown Township Public Schools
834 Leonardville Road, 2
ndFloor
Leonardo, NJ 07737
BID #14-15 0520
BID PROPOSAL FORM BASE BID1. Annual Rate for maintenance and monitoring and required annual inspection of District Fire and Burglar Alarm Systems:
Annual Rate for service contract as per specifications (payable on a monthly basis)- $
2. Hourly Labor Rate for repairs as follows:
Please specify what days and hours are included in each rate.
Time Days Included Hours Hourly Rate Straight From to
Time and a half From to
Double From to
Discount from manufacturers’ List Price for parts %
3. Hourly Labor Rate for Replacement of Burglar and/or Fire Alarm systems as follows: Please specify what days and hours are included in each rate.
Time Days Included Hours Hourly Rate Straight From to
Time and a half From to
Middletown Township Public Schools 834 Leonardville Road, 2nd Floor
Leonardo, NJ 07737
BID DOCUMENT CHECKLIST
Required Read, Signed
by Owner & Submitted
X Contract Data Sheet __________
X Bid Proposal Form __________
X Stockholder Disclosure Certification-A __________
X Non-Collusion Affidavit-B __________
X Affirmative Action Statement-C __________
X Bid Bond Attachment -D __________
Complete and attached to Bid Bond
X Consent of Surety Form __________
X Business Registration Certificate __________
X Public Works Contractor Registration Certificate __________
X Notice of Prevailing Wage Statement __________