Inspection, Repair and Maintenance of Fire Sprinkler Systems, Fire Pumps and Back Flow Preventers

Dr. Diana L. Greene, Superintendent of Schools EVERY SCHOOL. EVERY CLASSROOM. EVERY STUDENT. EVERY DAY. Duval County Public Schools www.duvalschools.org Purchasing Services PH: (904) 858-4848 1701 Prudential Drive, Suite 322 FAX: (904)858-4868 Jacksonville, FL 32207 September 3, 2020 Cintas Fire Protection Aegis Fire and Integrated Services, LLC RE: RFP No. 03-17/LM, Inspection, Repair & Maintenance of Fire Sprinkler Systems, Fire Pumps Corrected Letter Dear Sir, On Friday, August 28, 2020 the Superintendents designee of Duval County Public Schools renewed the contract for RFP No. 03-17/LM Inspection, Repair & Maintenance of Fire Sprinkler Systems, Fire Pumps. The renewal is for the period of January 1, 2021 through December 31, 2022. In accordance with Section 24 of the RFP, insurance requirements, please forward an updated copy of your insurance certificate. If you have any questions about this

renewal, please contact Louis Mitchum at (904) 858-4859. Thank you for the excellent service your firm has provided under this contract with Duval County Public Schools. Terrence Wright, Director Duval County Public Schools cc Master Bid File a rd http://www.duvalschools.org/ Dr. Diana L. Greene, Superintendent of Schools EVERY SCHOOL. EVERY CLASSROOM. EVERY STUDENT. EVERY DAY. Duval County Public Schools www.duvalschools.org Purchasing Services PH: (904) 858-4848 4880 Bulls Bay Highway FAX: (904)858-4868 Jacksonville, FL 32219 September 3, 2020 Cintas Fire Protection Aegis Fire and Integrated Services, LLC RE: RFP No. 3-17/LM, Inspection, Repair & Maintenance of Fire Sprinkler Systems, Fire Pumps. Dear Sir, On Friday, August 28, 2020 the Superintendents designee of Duval County Public Schools renewed the contract for RFP No. 03-17/LM- Inspection, Repair & Maintenance of Fire Sprinkler Systems, Fire Pumps. The renewal is for the period of January 1, 2020 through December 31, 2021. In accordance with Section 24 of the RFP, insurance Requirements, please forward an updated copy of your insurance certificate. If you have any questions about this renewal, please contact Louis Mitchum at (904) 858-4859 Thank you for the excellent service your firm has provided under this contract with Duval County Public Schools. Terrence Wright, Director DCPS Purchasing Services cc Master Bid File eile re http://www.duvalschools.org/ Dr. Diana L. Greene, Superintendent of Schools EVERY SCHOOL. EVERY CLASSROOM. EVERY STUDENT. EVERY DAY. Duval County Public Schools www.duvalschools.org Purchasing Services PH: (904) 858-4848 4880 Bulls Bay Highway FAX: (904)858-4868 Jacksonville, FL 32219 October 2, 2018, Cintas Fire Protection Aegis Fire and Integrated Services, LLC RE: RFP No. 3-17/LM, Inspection, Repair & Maintenance of Fire Sprinkler Systems, Fire Pumps. Dear Sir, On Tuesday, October 2, 2018 the Superintendents designee of Duval County Public Schools renewed the contract for RFP No. 03-18/LM- Inspection, Repair & Maintenance of Fire Sprinkler Systems, Fire Pumps. The renewal is for the period of January 1, 2019 through December 31, 2020. In accordance with Section 24 of the RFP, insurance Requirements, please forward an updated copy of your insurance certificate. If you have any questions about this renewal, please contact Louis Mitchum at (904) 858-4859 Thank you for the excellent service your firm has provided under this contract with Duval County Public Schools. Terrence Wright, Director DCPS Purchasing Services cc Master Bid File eile re Nikolai P.Vitti, Ed.D., Superintendent of Schools Duval County Public Schools www.duvalschools.org Purchasing Services PH: (904)858-4848 4880 Bulls Bay Highway FAX: (904)858-4868 Jacksonville, FL 32219 March 15, 2017 RaShawn Gibbs, General Manager Cintas Fire Protection 7251 Salisbury Road, Suite 1 Jacksonville, FL 32256 RE: RFP No. 03-17/LM Dear Mr. Gibbs: On Tuesday, March 7, 2017, the School Board of Duval County Public Schools approved the award of RFP No. 03-17/LM, Inspection, Repair and Maintenance of Fire Sprinklers Systems, Fire Pumps and Back Flow Preventers. The Board action authorized the contract for the initial period of January 1, 2017 through December 31, 2018. The resulting contract can thereafter be renewable under the same terms and conditions as the original contract for three additional two (2) year renewal periods, upon the written consent and agreement of both parties. If you have not already done so, please provide proof of the required insurance in accordance with Section 24 of RFP No. 03-17/LM. If you have any questions regarding this bid, please contact Louis Mitchum at (904) 858-4859. Thank you for your interest in Duval County Public Schools. Sincerely, Terrence T. Wright, Director DCPS Purchasing Services TTW/dh cc: Garfield Rhoden Louis Mitchum Master bid file a rd AGREEMENT BETWEEN SCHOOL BOARD OF DUVAL COUNTY AND CINTAS CORPORATION NO #2 DBA CINTAS FIRE PROTECTION, FOR INSPECTION, REPAIR AND MAINTENANCE OF FIRE SPRINKLER SYSTEMS, FIRE PUMPS AND BACK FLOW PREVENTERS GROUP A THIS AGREEMENT is made and entered into effective March 7, 2017 by and between Cintas Corporation No. 2, a Nevada corporation authorized to transact business in Florida, and d/b/a Cintas Fire Protection, 6800 Cintas Blvd, Mason, OH 45040 FEIN 31-1703809 (the "Contractor") and THE SCHOOL BOARD OF DUVAL COUNTY, FLORIDA, 1701 Prudential Drive, Jacksonville, Florida 32207 (the District"). WITNESSETH: Whereas, the Purchasing Services Division of the District issued a Request for Proposals dated September 20, 2016, entitled Inspection, Repair and Maintenance of Fire Sprinklers Systems, Fire Pumps and Back Flow Preventers, Group A, RFP No. 03-17/LM, and all attachments thereto, and including one (1) addenda thereto dated October 4, 2016 (collectively, the RFP"), which is incorporated herein by this reference as Exhibit A; Whereas, after free and open competition, the Contractor submitted a proposal (the "Proposal) (which is incorporated herein by this reference as Exhibit B), Contractor was selected as the best responsive and responsible Contractor by the District, the Parties then negotiated to create this Agreement to conform the RFP and the Proposal; Whereas, the Contractor is interested in and capable of performing the desired services (the Services) for the District and the District desires to have the Contractor perform the Services; and Whereas, the Parties have reached an agreement on the Services to be performed and the payment for the same, and therefore wish to set forth this understanding in writing in this Agreement. NOW, THEREFORE, in consideration of the mutual covenants and conditions contained herein, and other good and valuable consideration, the Parties agree as follows: ARTICLE | RECITALS; INTEGRATED AGREEMENT 1.1 The recitals set forth above are true and correct and are incorporated into this Agreement by this reference. 1.2 The entire and integrated agreement between the District and the Contractor related to the Services shall consist of this Agreement, the District's RFP, and the Contractor's Proposal. In the event of conflict among any of the preceding documents, such documents shall govern in the following order of precedence: (1) this Agreement (including Exhibit C), (2) the RFP, and (3) the Proposal. The integrated agreement supersedes all prior negotiations, representations, statements and agreements, whether written or oral, regarding the services. ARTICLE Il SCOPE OF SERVICES Qf The Contractor shall perform all services, jobs, duties, and functions described in the RFP (including, but not limited to, the "Base Contract Scope of Services set forth in Section 2.0 of the RFP) and in accordance with the Proposal. 2.2 If any services, functions or responsibilities not specifically described in this Agreement are necessary for the proper performance and provision of the Services, they shall be deemed to be implied by and included within the scope of the Services to the same extent and in the same manner as if specifically described in this Agreement. The Contractor shall be responsible for providing the equipment, supplies, personnel (including management, employees, and training), and other resources as necessary to provide the Services. 2.3 All Services shall be fully, timely, and continuously performed by the Contractor in a manner in accordance with the District's objectives (including those set forth in Section 1.4 of the RFP) and this Agreement ARTICLE Ill COMMENCEMENT AND RENEWAL 3.1 Pursuant to Section 1.5 of the RFP, the initial term shall be from the Effective Date and en g December 31, 2018 (the Initial Term). Unless sooner terminated by the District according to this Agreement or the terms of the RFP, the District and the Contractor may renew this Agreement for three (3) two (2) year periods upon the written consent and agreement of both parties according to the provisions of Section 1.5 of the RFP. 3.2 The Services shall commence according to the schedule set forth in the RFP as modified by this Agreement, unless the District notifies the Contractor otherwise in writing. ARTICLE IV COMPENSATION 44 The compensation payable to the Contractor is set forth in the completed Attachment B Price Proposal Form" of the RFP (as accepted by the District) attached herein as Exhibit C. The amount set forth therein shall be the District's maximum financial liability to the Contractor. 4.2 The District shall issue payment in accordance with Sections 218.70. et sq. Florida Statutes, Local Government Prompt Payment Act, after receipt of an acceptable invoice, inspection and acceptance of goods and/or services provided in accordance with the terms and conditions of the agreement. Any penalty for delay in payment shall be in accordance with applicable law. ARTICLE V TERMINATION OR SUSPENSION .1 Termination and Suspension rights are set forth in Section 19.0 of the RFP. 5.2 Each payment obligation of the District created by this Agreement is conditioned upon the availab ity of funds that are appropriated or allocated for the payment of services or products. If such funds are not allocated and available, this agreement may be terminated by the District at the end of the period for which funds are available. The District shall notify the Contractor at the earliest possible time before such termination. No penalty shall accrue to the District in the event this provision is exercised, and the District shall not be obligated or liable for any future payments due or for any damages as a result of termination under this section. ARTICLE VI REPORTS AND MEETINGS the RFP and Proposal, unless the parties 6.1 The Contractor shall timely provide reports as specified i mutually agree to additional reports hereafter. 6.2 The District may require of Contractor from time to time an appropriate set of meetings or telephone conferences to be held between representatives of the District and the Contractor. The District may prepare and circulate an agenda sufficiently in advance of each such meeting to give participants an opportunity to prepare for the meeting. ARTICLE VII NOTICES 7A Section 21.6.14 of the RFP provides for the method of notices and the District's address for notices. 7.2 The Contractor's address for notices Cintas Corporation No. 2, d/b/a Cintas Fire Protection 6800 Cintas Blvd. Mason, Ohio 45050 Attn: President ARTICLE Vill MISCELLANEOUS 8.1 This Agreement shall be subject to Floridas Public Records Laws, Chapter 119, Florida Statutes. Contractor understands the broad nature of these laws and agrees to comply with Florida's public records laws and laws relating to records retention. In compliance with section 119.0701, Florida Statutes, Contractor agrees to: a. Keep and maintain public records required by the District in order to perform the service. b. Upon request from the District's custodian of public records, provide the District with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in the Chapter 119, Florida Statues or as otherwise provided by law. c. Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the Agreement term and following completion of the Agreement if the Contractor does not transfer the records to the District. d. Upon completion of the Agreement, transfer, at no cost, to the District all public records in possession of Contractor or keep and maintain public records required by the District to perform the service. If Contractor transfers all public records to the District upon completion of the Agreement, Contractor shall destroy any duplicate public records that are exempt or confidential and exempt from pu records disclosure requirements. If Contractor keeps and maintains public records upon completion of the Agreement, Contractor shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the District, upon request of the District's custodian of public records, in a format that is compatible with the information technology systems of the District. IF CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTORS DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THE AGREEMENT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS (THE DISTRICTS CONTRACT ADMINISTRATOR) AT THE ADDRESS AND PHONE NUMBER BELOW. Duval County Public Schools Attn: Don Nelson, Assistant Superintendent Operations 1701 Prudential Drive Jacksonville, FL 32207 (904) 390-2008 8.2 Failure by either Party to insist upon strict performance of any of the provisions hereof or failure or delay by either Party in exercising any rights or remedies provided herein or by law, the District's payment in whole or in part for services hereunder or any purported oral modification or rescission of this Agreement by an employee or agent of either Party shall not release either Party of any of its obligations hereunder, shall not be deemed a waiver of the rights of either Party to insist upon strict performance hereof or of any of either Party's rights or remedies under this Agreement or by law and shall not operate as a waiver of any of the provisions hereof. A waiver by either of the Parties of any of the covenants to be performed by the other or any breach thereof shall not be construed to be a waiver of any succeeding breach thereof or of any other covenant in this Agreement. Except as otherwise expressly provided in this Agreement, all remedies provided for in this Agreement shall be cumulative and in addition to and not in lieu of any other remedies available to either Party at law, in equity or otherwise. 8.3 In the event the Proposal contained exceptions to the RFP, the exceptions are stricken in their entirety and are void unless the District affirmatively evidenced its written acceptance of the exceptions on Proposal herein. 8.4 This Agreement may be executed in one or more counterparts, each of which will be deemed an original, but all such counterparts will together constitute but one and the same instrument. IN WITNESS WHEREOF, the District and the Contractor have each caused this Agreement to be signed and delivered by its duly authorized officer, all as of the date first set forth above. Witnesses: LP Zh Cintas Corporation 6. 2 By: 1 f Nam@:-MichaetHansen 2MAG alSorS Title: Vide President GenePtre mre NAO TZ The Scho Board of val County, Florida NikolaFP. , Ed.D., Superintendent Ex-Officio Secretary to the Board Approved by Board on March 7, 2017 Office of Legal Services EXHIBIT A REP-03-17LM INSPECTION, REPAIR AND MAINTENANCE OF FIRE SPRINKLER SYSTEMS, FIRE PUMPS AND BACK FLOW PREVENTERS GROUP A Incorporated by Reference EXHIBIT B RFP-03-17LM INSPECTION, REPAIR AND MAINTENANCE OF FIRE SPRINKLER SYSTEMS, FIRE PUMPS AND BACK FLOW PREVENTERS GROUP A CINTAS FIRE PROTECTION PROPOSAL Dated 10-24-16 Incorporated by Reference EXHIBIT C PRICE PROPOSAL FORM CINTAS FIRE PROTECTION Price Proposal Form Group A Price for all inspections required on an annual basis for each location, shown in Column A through F; Total for each location is in the "Total" column. Column A Column B Column C ColumnD | ColumnE Column F TOTAL Fire Sprinkler Fire Sprinkler Systems - Systems - (Quarterly and | (Quarterly and ; Annual / Annual Fire Pump Pre-Actioni Backflow Hydrants Total veaeie Isensore _ lechoot inspections) | inspections) Dry | Flowtest | System (Bi- Annually (Annual) | Per Location Wet System System (Annual) Annual) Al 3001 Admin. Building 1811.52 357.00 127.50 $ 2,296.02 A2 3002 Schultz Team Center 603.84 714.00 229.50 $1,547.34 A3 3006 Mattie V. Rutherford 51.00 $51.00 A4 3015 Brentwood Elementary 51.00 $ 51.00 AS 3030 {Loretto Elem. 102.00 36.41 $ 138.41 A6 3031 Landon Middle 1207.68 301.92 153.00 36.41 $ 1,699.01 A7 3032 {Marine Science Center 76.50 $76.50 A8 3035 [Andrew Jackson High 905.76 603.84 178.50 36.41 $1,724.51 9 3046 [Arlington Elementary 25.50 $25.50 A10 3052 _|Consol SC Annex (Philips Hwy) 603.84 145.64 $ 749.48 Al1 3062 Oceanway Middle 127.50 $127.50 Al12 3063 Duncan Fletcher Middle 229.50 36.41 S$ 265.91 A113 3064 [Hogan -Spring Glen Elem. 102.00 36.41 $ 138.41 A14 3065 Atlantic Beach Elem. 102.00 36.41 $ 138.41 AS 3066 {DuPont Middle 301.92 178.50 $ 480.42 AIG 3070 __|North Shore Elem. 905.76 102.00 $ 1,007.76 A17 3071 Hendricks Ave Elem. 301.92 301.92 127.50 $ 731.34 A18 3072 Spring Park Elem. 153.00 $ 153.00 A119 3073 John Love Elementary 25.50 $25.50 A20 3076 _|Southside Estates Elem. 76.50 36.41 $ 112.91 A21 3080 _|San Pablo Elementary 51.00 36.41 S$ 87.41 A22 3082 _|Love Grove Elementary 0 51.00 $51.00 A23 3083 _|San Jose Elem. 301.92 127.50 $ 429.42 A24 3085 {Lake Lucina Elem. 51.00 $ 51.00 (A25 3086 _|Terry Parker High 408.00 36.41 S$ 444.41 IA26 3087 _|Englewood Elementary 76.50 $ 76.50 \A27 3089 _|Woodland Acres Elem. 76.50 $76.50 A28 3090 [Englewood High 280.50 72.82 $ 353.32 A29 3094 |Windy Hill Elem. 76.50 36.41 $ 112.91 A30 3106 |Longbranch Elem. 25.50 S$ 25.50 A31 3107 |Douglas Anderson 3019.20 1811.52 280.50 72.82 $5,184.04 A32 3136 [School Board Police 301.92 102.00 $ 403.92 {A33 3141 [J. Allen Axson 127.50 72,82 $ 200.32 A34 3144 |Jax Beach Elementary 301.92 102.00 36.41 S$ 440,33 A35 3145 |Darnell Cookman Middle 1207.68 178.50 145.64 $ 1,531.82 1A36 3146 _|Matthew Gilbert Middle 301.92 204.00 $_ 505.92 A37 3148 [Richard Brown Elem. 102.00 $ 102.00 |A38 3150 |New Berlin 1811.52 301.92 304.98 102.00 109.23 $ 2,629.65 \A39 3159 |Pine Forest Elem. 301.92 127.50 $ 429.42 A40 3160 |Waterleaf Elementary 603.84 1219.92 127.50 72.82 $ 2,024.08 A41 3161 _|Bartram Springs Elementary 905.76 153.00 145.64 $ 1,204.40 A42 3203 |Kings Trail Elem. 76.50 $76.50 43 3206 [Brookview Elementary 76.50 S$ 76.50 44 3208 |Parkwood Heights Elem. 51.00 $ 51.00 A45 3209 |Holiday Hill Elementary 76.50 36.41 $ 112.91 A46 3211 |Southside Middle 153.00 $ 153.00 A47 3213 [Arlington Middle 301.92 102.00 72.82 S$ 476.74 A48 3215 |Justina Road Elem. 76.50 S$ 76.50 A49 3217 |Don Brewer Elementary 301.92 178.50 72.82 $ 553.24 ASO 3218 |San Mateo Elem. 51.00 $_51.00 ASL 3222 |Greenfield Elementary 51.00 $ 51.00 A52 3223 |Duncan Fletcher High 178.50 72.82 $ 251.32 A53 3224 |Samuel Wolfson High 1207.68 255.00 72.82 $ 1,535.50 A54 3225 |Seabreeze Elem. 76.50 109,23 S$ 185.73 ASS 3227_|Mayport Elementary 76.50 72.82 $ 149.32 |AS6 3228 {Merrill Road Elem. 301.92 153.00 36.41 $ 491.33 |AS7 3230 |Beauclerc Elementary 76.50 $76.50 |AS8 3231_|Kernan Trail Elem. 301.92 102.00 36.41 $ 440.33 ASO 3233 _|Lone Star Elem. 102.00 $ 102.00 AGO 3235 _|Ft. Caroline Elem. 102.00 $ 102.00 AG1 3237 _|Sandalwood High 1811.52 178.50 218.46 $ 2,208.48 A62 3238 |Ft. Caroline Middle 102.00 $ 102.00 A63 3239 |Sable Palm Elem. 301.92 153.00 72.82 $ 527.74 A64 3240 |Arlington Heights Elem. 102.00 $ 102.00 A65 3242 |Louis Sheffield Elem. 76.50 S$ 76.50 AG6 3245 |Crown Point Elem. 127.50 72.82 $ 200.32 \AG7 3246 |Neptune Beach Elem. 127.50 36.41 $ 163.91 AGS 3247 | Joseph Finegan Elem. 603.84 102.00 36.41 $ 742.25 IA69 3249 |Greenland Pines Elem. 449.82 301.92 153.00 145.64 $1,050.38 IA70 3251 _|Twin Lakes Elementary 1207.68 127.50 72.82 $ 1,408.00 IA71 3252 |Alden Road Exceptional 127.50 36.41 S$ 163.91 IA72 3253 |Twin Lakes Middle 1509.60 229.50 145.64 $ 1,884.74 A73 3254 |Mayport Middle 102.00 72.82 $ 174.82 A74 3256 _|Landmark Middle 1207.68 127.50 109.23 $1,444.41 IA75 3257 |Alimacani Elementary 301.92 153.00 36.41 $ 491.33 A76 3258 _|Mandarin Oaks Elem. 301.92 102.00 72.82 S 476.74 IA77 3259 |Mandarin Middle 1207.68 127.50 145.64 $ 1,480.82 \A78 3260 {Mandarin High 603.84 357.00 76.50 218.46 $ 1,255.80 A79 3263 _|Abess Park Elementary 1207.68 127.50 $ 1,335.18 A80 3264 |Chets Creek Elem. 1207.68 127.50 72.82 $ 1,408.00 A81 3265 _|First Coast High 603.84 357.00 153.00 327.69 $1,441.53 A82 3267 |LaVilla Middle 905.76 357.00 204.00 $ 1,466.76 A83 3268 [Atlantic Coast High 1509.60 178.50 473.33 $ 2,161.43 A84 3270 |Oceanway Elementary 301.92 153.00 36.41 $ 491.33 A85 3275 |Southside Resource Center 204.00 145.64 S$ 349.64 A86 3279 |Kernan Middle 178.50 145.64 $ 324.14 A87 7251 |Maintenance Station 1 25.50 $ 25.50 Ags 7252 |Maintenance Station 2 $0.00 Sum of Items A1- A88 Group A Total $55,873.88 Nikolai P.Vitti, Ed.D., Superintendent of Schools Duval County Public Schools www.duvalschools.org Purchasing Services PH: (904)858-4848 4880 Bulls Bay Highway FAX: (904)858-4868 Jacksonville, FL 32219 March 15, 2017 Wayne Lulli Aegis Fire and Integrated Services, LLC 156 Industrial Loop South Orange Park, FL 32073 RE: RFP No. 03-17/LM Dear Mr. Lulli: On Tuesday, March 7, 2017, the School Board of Duval County Public Schools approved the award of RFP No. 03-17/LM, Inspection, Repair and Maintenance of Fire Sprinklers Systems, Fire Pumps and Back Flow Preventers. The Board action authorized the contract for the initial period of January 1, 2017 through December 31, 2018. The resulting contract can thereafter be renewable under the same terms and conditions as the original contract for three additional two (2) year renewal periods, upon the written consent and agreement of both parties. If you have not already done so, please provide proof of the required insurance in accordance with Section 24 of RFP No. 03-17/LM. If you have any questions regarding this bid, please contact Louis Mitchum at (904) 858-4859. Thank you for your interest in Duval County Public Schools. Sincerely, Terrence T. Wright, Director DCPS Purchasing Services TTW/dh cc: Garfield Rhoden Louis Mitchum Master bid file a rd AGREEMENT BETWEEN SCHOOL BOARD OF DUVAL COUNTY AND AEGIS FIRE AND INTEGRATED SERVICES, LLC, FOR INSPECTION, REPAIR AND MAINTENANCE OF FIRE SPRINKLER SYSTEMS, FIRE PUMPS AND BACK FLOW PREVENTERS GROUP B THIS AGREEMENT is made and entered into effective March 9, 2017, by and between Aegis Fire and Integrated Services, LLC., a Florida corporation, 156 Industrial Loop South, Orange Park, FL 32073, FEIN 27-0769631 (the "Contractor") and THE SCHOOL BOARD OF DUVAL COUNTY, FLORIDA, 1701 Prudential Drive, Jacksonville, Florida 32207 (the District. WITNESSETH: Whereas, the Purchasing Services Division of the District issued a Request for Proposals dated September 20, 2016, entitled Inspection, Repair and Maintenance of Fire Sprinklers Systems, Fire Pumps and Back Flow Preventers, Group B, RFP No. 03-17/LM, and all attachments thereto, and including one (1) addenda thereto dated October 4, 2016 (collectively, the "RFP), which is incorporated herein by this reference as Exhibit A: Whereas, after free and open competition, the Contractor submitted a proposal (the Proposal) (which is incorporated herein by this reference as Exhibit B), Contractor was selected as the best responsive and responsible Contractor by the District, the Parties then negotiated to create this Agreement to conform the RFP and the Proposal; Whereas, the Contractor is interested in and capable of performing the desired services (the Services) for the District and the District desires to have the Contractor perform the Services; and Whereas, the Parties have reached an agreement on the Services to be performed and the payment for the same, and therefore wish to set forth this understanding in writing in this Agreement. NOW, THEREFORE, in consideration of the mutual covenants and conditions contained herein, and other good and valuable consideration, the Parties agree as follows: ARTICLE | RECITALS; INTEGRATED AGREEMENT 1.1 The recitals set forth above are true and correct and are incorporated into this Agreement by this reference. 1.2 The entire and integrated agreement between the District and the Contractor related to the Services shall consist of this Agreement, the District's RFP, and the Contractor's Proposal. In the event of conflict among any of the preceding documents, such documents shall govern in the following order of precedence: (1) this Agreement (including Exhibit C), (2) the RFP, and (3) the Proposal. The integrated agreement supersedes all prior negotiations, representations, statements and agreements, whether written or oral, regarding the services. ARTICLE Il SCOPE OF SERVICES 2.1 The Contractor shall perform all services, jobs, duties, and functions described in the RFP (including, but not limited to, the Base Contract Scope of Services set forth in Section 2.0 of the RFP) and in accordance with the Proposal. 2.2 If any services, functions or responsibilities not specifically described in this Agreement are necessary for the proper performance and provision of the Services, they shall be deemed to be implied by and included within the scope of the Services to the same extent and in the same manner as if specifically described in this Agreement. The Contractor shall be responsible for providing the equipment, supplies, personnel (including management, employees, and training), and other resources as necessary to provide the Services. 2.3 All Services shall be fully, timely, and continuously performed by the Contractor in a manner in accordance with the District's objectives (including those set forth in Section 1.4 of the RFP) and this Agreement. ARTICLE Ill COMMENCEMENT AND RENEWAL 3.1 Pursuant to Section 1.5 of the RFP, the initial term shall be from the Effective Date and ending December 31, 2018 (the Initial Term). Unless sooner terminated by the District according to this Agreement or the terms of the RFP, the District and the Contractor may renew this Agreement for three (3) two (2) year periods upon the written consent and agreement of both parties according to the provisions of Section 1.5 of the RFP. 3.2 The Services shall commence according to the schedule set forth in the RFP as modified by this Agreement, unless the District notifies the Contractor otherwise in wr ARTICLE IV COMPENSATION 41 The compensation payable to the Contractor is set forth in the completed Attachment B Price Proposal Form" of the RFP (as accepted by the District) attached herein as Exhibit C. The amount set forth therein shall be the District's maximum financial liability to the Contractor. 4.2 The District shall issue payment in accordance with Sections 218.70. et sq. Florida Statutes, Local Government Prompt Payment Act, after receipt of an acceptable invoice, inspection and acceptance of goods and/or services provided in accordance with the terms and conditions of the agreement. Any penalty for delay in payment shall be in accordance with applicable law. ARTICLE V TERMINATION OR SUSPENSION 5.1 Termination and Suspension rights are set forth in Section 19.0 of the RFP. 5.2 Each payment obligation of the District created by this Agreement is conditioned upon the availability of funds that are appropriated or allocated for the payment of services or products. If such funds are not allocated and available, this agreement may be terminated by the District at the end of the period for which funds are available. The District shall notify the Contractor at the earliest possible time before such termination. No penalty shall accrue to the District in the event this provision is exercised, and the District shall not be obligated or liable for any future payments due or for any damages as a result of termination under this section. ARTICLE VI REPORTS AND MEETINGS 6.1 The Contractor shall timely provide reports as specified in the RFP and Proposal, unless the parties mutually agree to additional reports hereafter. 6.2 The District may require of Contractor from time to time an appropriate set of meetings or telephone conferences to be held between representatives of the District and the Contractor. The District may prepare and circulate an agenda sufficiently in advance of each such meeting to give participants an opportunity to prepare for the meeting. ARTICLE VII NOTICES A Section 21.6.14 of the RFP provides for the method of notices and the District's address for notices. 7.2 The Contractor's address for notices is: Aegis Fire and Integrated Services, LLC. 156 Industrial Loop South Orange Park, FL 32073 Attn: Chief Executive Officer ARTICLE VIII MISCELLANEOUS 8.1 This Agreement shall be subject to Florida's Public Records Laws, Chapter 119, Florida Statutes. Contractor understands the broad nature of these laws and agrees to comply with Florida's public records laws and laws relating to records retention. In compliance with section 119.0701, Florida Statutes, Contractor agrees to: a. Keep and maintain public records required by the District in order to perform the service. b. Upon request from the District's custodian of public records, provide the District with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in the Chapter 119, Florida Statues or as otherwise provided by law. c. Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the Agreement term and following completion of the Agreement if the Contractor does not transfer the records to the District. d. Upon completion of the Agreement, transfer, at no cost, to the District all public records in possession of Contractor or keep and maintain public records required by the District to perform the service. If Contractor transfers all public records to the District upon completion of the Agreement, Contractor shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If Contractor keeps and maintains public records upon completion of the Agreement, Contractor shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the District, upon request of the District's custodian of public records, in a format that is compatible with the information technology systems of the District. IF CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTORS DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THE AGREEMENT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS (THE DISTRICTS CONTRACT ADMINISTRATOR) AT THE ADDRESS AND PHONE NUMBER BELOW. Duval County Public Schools Attn: Don Nelson, Assistant Superintendent Operations 1701 Prudential Drive Jacksonville, FL 32207 (904) 390-2008 8.2 Failure by either Party to insist upon strict performance of any of the provisions hereof or failure or delay by either Party in exercising any rights or remedies provided herein or by law, the District's payment in whole or in part for services hereunder or any purported oral modification or rescission of this Agreement by an employee or agent of either Party shall not release either Party of any of its obligations hereunder, shall not be deemed a waiver of the rights of either Party to insist upon strict performance hereof or of any of either Party's rights or remedies under this Agreement or by law and shall not operate as a waiver of any of the provisions hereof. A waiver by either of the Parties of any of the covenants to be performed by the other or any breach thereof shall not be construed to be a waiver of any succeeding breach thereof or of any other covenant in this Agreement. Except as otherwise expressly provided in this Agreement, all remedies provided for in this Agreement shall be cumulative and in addition to and not in lieu of any other remedies available to either Party at law, in equity or otherwise. Witnesses: By: fi i Allen Andone Chief Executive Officer Ex-Officio Secretary to the Board Approved by Board on March 7, 2017 Form Approved: a By: Office of Legal Services 4 EXHIBIT A REP-03-17LM INSPECTION, REPAIR AND MAINTENANCE OF FIRE SPRINKLER SYSTEMS, FIRE PUMPS AND BACK FLOW PREVENTERS GROUP B Incorporated by Reference EXHIBIT B RFP-03-17LM INSPECTION, REPAIR AND MAINTENANCE OF FIRE SPRINKLER SYSTEMS, FIRE PUMPS AND BACK FLOW PREVENTERS GROUP B AEGIS FIRE AND INTEGRATED SERVICES, LLC PROPOSAL Dated 10-24-16 Incorporated by Reference EXHIBIT C PRICE PROPOSAL FORM AEGIS Price Proposal Form Group B Price for all inspections required on an annual basis for each location, shown in Column A through F; Total for each location is in the Total column. Column A Column B Column C | Column D Column | Column F TOTAL Fire Sprinkler] Fire Sprinkler Systems - Systems - Fire Pump | Pre-Action (Quarterly (Quarterly Flow test System Backflow Hydrants and Annual) | and Annual) | (Annual) | (Ui-Annual) | annually | (annual) | Pet tecation Men H [Sch tf School Wet System Dry Systeni Total BL 300 |Consolidated Services iS 990 $ - |$ - $ 130 $60.00 | $ 50.00 $1,230.00 82 300 {Nutrition Center iS ais | $ 215 $120.00 | $ $0.00 $600.00 B3 301 [Teacher Supply Depot $20.00 $20.00 Ba 301 |West Riverside Elem. $ 60.00 $60.00 BS 301 |Grand Park Career $ 80.00 $80.00 BG 301 |Ortega Elementary $120.00} $ 25.00 $145.00 B7 301 |Central Riverside Elem. $80.00 $80.00 BS 301 |Rulh N Upson Elem. $60.00 $60.00 ) 302 | Fishweir Elementary $80.00 $80.00 810 302 |Annie Morgan Elem. $140.00 $140.00 B11 302 [Kirby Smith Middle $ 860 $ 215 $220.00 $1,295.00 B12 303 |Robert E Lee High $ 1505 $ 430 $ 130 $160,00| $ 75.00 $2,300.00 B13. 303 |Henry Kile Elem. $80.00 $80.00 B14 303 {Baldwin Middle/High $ 215 $140.00] $ 75.00 $430.00 Bis 304 [Dinsmore Elementary $ 645 $ 130 $60.00 $835.00 816 304 {Thomas Jefferson Elem. $80.00 | $ 100.00 $180.00 B17 305 {Whitehouse Elem. $60.00] $ 50.00 $110.00 B18 305 |James W Johnson Act $80.00] $ 25.00 $105.00 B19 305 |Garden Cily Elem. $80.00} $ 25.00 $105.00 B20 306 |Old Tech High $40.00 $40.00 B21 306 | Venetia Elementary $80.00 $80.00 B22 306 |Lake Shore Middle $ 215 $220.00 $435.00 B23 307 |Lake Fores{ Elem. $60.00 0} $60.00] B24 307 |Paxon High $280.00 $ 50.00) $330.00} B25 307 |Hyde Park Elem. $80.00 $80.00 826 307 |Billmore Elementary $120.00 $25.00 $145.00) B27 307 |Ramona Blvd Elem. $60.00 $60.00) B28 308 |Bayview Elementary $80.00 $80.00} B29 308 |John Stockton Elem. $120.00 $ 25.00) $145.00} B30 309 |Sallye B Mathis Elem. $100.00 $ 25.00] $125.00} B31 309 |Pinedale Elementary $40.00 $40.00} B32 309 |Rutledge Pearson Elem. $40.00 $40.00) 833 309 |Jean Ribault High $180.00 $75.00) $255.00} 834 309 |Cedar Hills Elementary $100.00 $100.00} B35, 309 | Timucuan Elementary $ 215 $80.00 $295.00} B36 309 |Highlands Elementary $160,00 $160,00} B37 311 [Sadie Tillis Elem, $ 215 $120.00 $25.00 $360.00 638 312 |St. Clalr Evans Academy $100.00 $100,U0} B39 312 |Susie Tolbert Elem. $40.00 $40.00} B40 314 |Chaffee Trail $ 64S $160.00 $75.00) $880.00) B41 314 |West Jax Elementary $60.00 $60.00} B42 314 |S.P. Livingston Elem. $ 215 $60.00 $275.00) Ba3 315 |James Weldon Middle $100,00 $ $125.00} B44 315 |Stanton Prep $160.00 $160.00 B45 315 {John E Ford Elem. $ 215 $140.00 $ 75.00) $430.00 BAG 315 |Northwestern Middle $ 215 $100.00 $_ 25.00 $340.00} B47 315 |Eugene Butler Middle $ 215 $100.00 $ 25.00} $340.00} B48 315 |George Carver Elen). $60.00 $60.00} Bao 316 |RV Daniels Elem. $80.00 $80.00) B50 316 }|Rufus Payne Elem. $60.00 $60.00} 851 316 |Ml. Herman Exceptional $ 215 $80.00 $295.00} B52 316 |William Raines High $180.00 $25.00) $205.00) B53 316 |Carter G. Woodson $40.00 $ 25.00} $65.00) BS4 3146 [Buller MS/YMWLA $ 515 $100.00 $ 25,00 $640.00} BSS 316 [Samuel A Hull Elem. $80.00 $80.00) BSG 317 [Palm Ave Exceptional $60.00 $60.00) BS7 320 |Reynolds Lane Elem. $ 430 $120.00 $_ 25.00) $ 575.00) BS8 320 |Picketl Elementary $120.00 Qi $120.00} B59 320 [Jeb Stuart Middle $180.00 $25.00} $205.00} B60 321] Oak Hill Elementary $120.00. $ 50.00) $170.00} BG1 321 [Ribault Middle $20.00 $50.00} $70.00) B62 321 |Hyde Grove Elementary $60.00 $ 25.00) $85.00] B63 321 | Jefferson Davis Middle $100.00 $25.00) $125.00} Bo4 321 | Joseph Stillwell Middle $80.00 $80.00] BGS 322|MLIC Jr. Elem. $60.00 $60.00 BGG 322 |Normandy Village Elem. $60.00 $ 25.00) $85.00 B67 322 |Crystal Springs Elem. $100.00 $ 75,00} $175.00} B68 322 | Jax Heights Elementary $ 215 $220.00 $ 25.00) $460.00} B69 323|Chimney Lakes Elem. $ 215 $120.00 $50.00) $385.00 B70 323] Stonewall Jackson $120.00 $_25.00) $145.00) B71 323|Mamie Agnes Elem. $60.00 $ 25.00) $85.00} B72 324 |Westside High $ 860 $160.00 $50.00) $1,070.00 873 324 |Gregory Drive Elem. $215 $100.00 $75.00 $390.00 874 324 |Highlands Middle $40.00 $ 75,00) $115.00) 875 324 |Ed While High $ 1075 $100.00 $_ 200,00 $1,375.00 876 325 |Pine Estates Elem. $100.00 $ 50.00 $150.00 877 325|Enterprise Learning $ 860 $100.00 50,00} $1,010.00} B78 326 | Biscayne Elementary $ 215 $100.00 S 50.00 $365.00} B79 327 |Westview Elementary $ 1075 $180.00 $ 150.00 $1,405.00} B30 328 |Frank Peterson $220.00 $200.00) $420.00 B81 328]A. Phillip Randolph $200.00 $ 125.00) $325.00 B82 725) Maintenance Station 3 $160.00 9 $160.00} B83 725|Landscape Yard (Grounds) $0.00 0} $0.00} $ 24,670.00 Sum of Items B1- B83 Group B Total March 7, 2017, Regular Board Meeting Title 21. INSPECTION, REPAIR, AND MAINTENANCE OF FIRE SPRINKLER SYSTEMS, FIRE PUMPS AND BACK FLOW PREVENTERS, GROUPS A AND B; CONTRACT AWARD TO AEGIS FIRE AND INTEGRATED SERVICES, LLC AND CINTAS FIRE PROTECTION Recommendation That the Duval County School Board approve a source of service contract for Inspection, Repair and Maintenance of Fire Sprinkler Systems, Fire Pumps and Back Flow Preventers at various locations throughout the district with Cintas Fire Protection for Group A and Aegis Fire and Integrated Services, LLC for Group B for the period March, 2017 through December 31, 2018. That the Duval County School Board authorizes the Chairman and the Superintendent to affix their signatures to the agreements upon approval as to legal form and sufficiency upon approval by the Office of Legal Services. That the Duval County School Board delegate authority to the Superintendent or his designee to renew the contract for subsequent years provided the terms and conditions are essentially the same as those at the time of the award and funds are available for the additional period. There are three (3) potential two year renewals. Description This is a request to provide a source of service contract for Inspection, Repair and Maintenance of Fire Sprinkler Systems, Fire Pumps and Back Flow Preventers at various facilities throughout the district, including all schools, maintenance stations, and main administration building. The district issued a competitive solicitation that was coordinated through the Office of Economic Opportunity (RFP-03-17/LM). Proposals were solicited from 13 firms and 4 responses were received. Cintas Fire Protection was low bid for Group A and Aegis Fire and Integrated Services LLC was low bid for Group B. The contract terms provide for an initial two year period at an annual cost of $55,874 for Group A (Cintas) and $24,670 for Group B (Aegis). There is a contract clause that allows for an annual cost escalation of 3% or the actual Consumer Price Index (CPI), whichever is less. The contract may be extended for three additional two year terms. Total estimated costs for each contract if renewed through the final term (8 years total) is $446,992 Group A and $197,360 Group B. Gap Analysis The district has an ongoing requirement to maintain fire sprinkler and associated pump systems and back flow preventers. Previous Outcomes The district has previously completed this work using annual contracts. Contract award for continued annual inspection, repair and maintenance of fire sprinkler and associated pump systems and back flow preventers in all district schools and facilities. These contracts are funded with Maintenance Operating Budget funds. Contract costs for Group A are $111,748 for the first two years, with an additional cost of $335,244 for six additional years for a total of $446,992. Contract costs for Group B are $49,340 for the first two years, with an additional cost of $148,020 for six additional years for a total of $197,360. My Contact Don Nelson, Assistant Superintendent of Operations, 390-2008 Tarek Ghandour, Executive Director of Plant Services, 858-6300 DUVAL COUNTY PUBLIC SCHOOLS Purchasing Department 4880 Bulls Bay Highway Jacksonville, FL 32219 PH (904-858-4848 FAX (904)858-4868 November 23, 2016 Inspection, Repair and Maintenance of Fire Sprinkler Systems, Fire Pumps and Back Flow Preventers RFP-N0.03-17/LM RECOMMENDATION FOR AWARD DATE OPENED: October 27, 2016 Any actual or prospective bidder, proposer or contractor who is aggrieved in connection with the intended award of a contract may file a protest and shall deliver its written notice of protest to the Associate Superintendent, Administration and Business Services, or designee (hereinafter Hearing Officer) immediately, but no later than two (2) working days after recommendation of award, if not to the apparent low bidder, which will initiate the 48-hour notice requirement. The written protest with documentation shall be delivered to the Hearing Officer no later than 2 p.m. on the 4" calendar day immediately following the notice of intent to award recommendation as is appropriate. If that day is a School Board non-workday, the protest shall be delivered no later than 9 a.m. the next Duval County School Board (DCSB) work day. Protests shall be presented with specificity, and every issue shall be fully documented. SEE ATTACHED dSAIFOIU SAOIANTS ONISYHOUNE Sddd uoljepuewWwosey plemy %EEEV 092 [UU xa|duig %0G' 18 68r SID WEE bY 992 ally jueby %ev'08 Ger aul siBay aBeyusd18d BIqe|IEAe 009 JO jNO psulejze s}Ulog v dnowd AXVININNS NOILVNIVAS W1/ZL-'ON-dsd SIO]USABJq MO|4 YOR pue sduung a4 swua}sAs Ja|}UIWdS Oul4 Jo soUeUa}UIeE|W PUe sJedey UoHoedsu| uoepuswwoseYy PleMYy LE OV cre []UULD xe}dwis %OS'SL Llp sequlD WEE SY cle aul4 juaby WSL'08 Ser ally sibey aBbewuaoled BIGE|TEAR 009 JO JNO peuleye sjulog a dnowd AUYVININNS NOILVNIVAS W1VZb-ON-ds3d SI9]UBASI MO] YORG pue sdwind al4 swa}sks JajyUUdS eJi4 Jo soUeUBUIeEYW| pue seday uoOedsu| Page 1 of 1 RFP No. 03-17/LM, Inspection, Repair and Maintenance of Fire Sprinkler Systems, Fire Pumps and Back Flow Preventers ADDENDUM NO. 1 ADDENDUM NO. 1 www.duvalschools.org/purchasing Issue Date: October 4, 2016 Phone: 904-858-4859 Buyer: Louis Mitchum Bid Number: RFP No. 03-17/LM Bid Title: Inspection, Repair and Maintenance of Fire Sprinkler Systems, Fire Pumps and Back Flow Preventers Term of Bid: The District wishes to receive proposals for the selection of qualified firm(s) to provide fire protection system inspections for the District for an initial period of two (2) years, from January 1, 2017 through December 31, 2018, with renewal options. Opening: Thursday, October 27, 2016, 2:00 p.m. (EDT). Bids received prior to this date and time will be opened in the Conference Room, and may not be withdrawn for 120 days after opening. All bids received after the specified date and time will be returned unopened. The addendum shall serve to amend, replace and append information provided to potential respondents in the original RFP package. To assist in the development of their responses, interested firms are encouraged to carefully review the information found in this addendum and on any additional enclosed documents. Purpose: To answer questions received in accordance with this RFP and written questions received to date. 1. Question: Referring to section 7.2, does the Fire Equipment Dealer License apply? Answer: No. 7.2 is revised below. All respondents are required to currently have and provide the following licenses and certifications: Fire Protection Contractor 1 or 2 and 3; Florida Fire Equipment Dealer License Class A & D; Unlimited Electrical Contractor or Fire Alarm Contractor License. 2. Question: Also referring to 7.2, is there an Energen System and does the Fire Protection Contractor 1 or 2 and 3 apply? Answer: Yes, there is an Energen System at the Schultz Center, See revised Attachment D. 3. Question: In section 16.0, F. Financial Responsibility, Are audited or reviewed financials required, or are internal financial and copies of tax returns acceptable? Answer: Submit Audited or reviewed financial statements for the company (in U.S. Dollars) for the last two (2) fiscal years of operations. eile re 1 RFP No. 03-17/LM, Inspection and Maintenance of Fire Sprinklers Systems, Fire Pumps and Back Flow Preventers REQUEST FOR PROPOSALS (RFP) RFP NO. 03-17/LM Inspection, Repair and Maintenance of Fire Sprinklers Systems, Fire Pumps and Back Flow Preventers Anticipated Schedule RFP Release Date: September 20, 2016 Non-Mandatory Pre-proposal Conference: September 30, 2016 at 10.00 a.m. (eastern) Deadline for Written Questions: October 14, 2016 at 2:00 p.m. (eastern) Proposals Opened: October 27, 2016 at 2:00 (eastern) Committee Evaluation: November 10, 2016 Contract Award: December, 2016 DUVAL COUNTY PUBLIC SCHOOLS Purchasing Services Department 4880 Bulls Bay Highway Jacksonville, Florida 32219 eile re 2 RFP No. 03-17/LM, Inspection and Maintenance of Fire Sprinklers Systems, Fire Pumps and Back Flow Preventers ATTACHMENT A Duval County Public Schools www.duvalschools.org 1701 Prudential Drive PHONE: (904) 390-2000 Jacksonville, FL 32207 TDD: (904) 390-2898 Purchasing Services PH: (904) 858-4848 4880 Bulls Bay Highway FAX: (904) 858-4868 Jacksonville, FL 32219 Request for Proposals (RFP) Required Response Form Inspection, Repair and Maintenance of Fire Sprinklers Systems, Fire Pumps and Back Flow Preventers RFP No. 03-17/LM This response must be submitted to Duval County Public Schools, Purchasing Services, 4880 Bulls Bay Highway, Jacksonville, FL 32219-3235, no later than 2:00 p.m. on October 27,2016 and plainly marked RFP No.03-17/LM. Responses are due and will be opened at this time. Responses received after 2:00 p.m. on the date due will not be considered. Anti-Collusion Statement / Public Domain I, the undersigned vendor have not divulged, discussed, or compared this proposal with any other vendors and have not colluded with any other vendor in the preparation of this proposal in order to gain an unfair advantage in the award of this proposal. I acknowledge that all information contained herein is part of the public domain as defined in the Public Records Act, Chapter 119, F.S. Proposal Certification I hereby certify that I am submitting the following information as my company's response and understand that by virtue of executing and returning with this response this REQUIRED RESPONSE FORM, I further certify full, complete, and unconditional acceptance of the contents of all pages, inclusive of this Request for Qualifications, and all appendices/attachments and the contents of any Addendum released hereto. VENDOR (firm name): STREET ADDRESS: CITY & STATE: PRINT NAME OF AUTHORIZED REPRESENTATIVE SIGNATURE OF AUTHORIZED REPRESENTATIVE: TITLE DATE: CONTACT PERSON: CONTACT PERSON'S ADDRESS: TELEPHONE: FAX: TOLL FREE: INTERNET E-MAIL ADDRESS: INTERNET URL: VENDOR TAXPAYER IDENTIFICATION NUMBER: NOTE: Entries must be completed in ink or typewritten. An original manual signature is required. eile re 3 RFP No. 03-17/LM, Inspection and Maintenance of Fire Sprinklers Systems, Fire Pumps and Back Flow Preventers DUVAL COUNTY PUBLIC SCHOOLS RFP: INSPECTION, REPAIR AND MAINTENANCE OF FIRE SPRINKLER SYSTEMS, FIRE PUMPS AND BACK FLOW PREVENTERS RFP No. 03-17/LM INDEX 1.0 Introduction 2.0 Base Contract Scope of Services 3.0 Equipment to be Inspected and Maintained 4.0 Escalation Provision 5.0 Ex Parte Communication 6.0 Preparation and Submission Requirements 7.0 Contractor Qualifications 8.0 Minimum Staffing Qualifications 9.0 Minimum Inspection and Maintenance Standards 10.0 Standard and Emerency Response Times 11.0 Required Reporting and Procedures 12.0 Familiarity with District 13.0 Time Schedule 14.0 Proposal Evaluation and Award 15.0 Districts Rights and Reservations 16.0 Proposal Format and Evaluation Criteria 17.0 Propsal Evaluation Process 18.0 Replacement of Contract Staff 19.0 Termination, Suspension, and Remedies 20.0 Default 21.0 Legal Requirements 22.0 Federal and State Tax 23.0 Conflict of Interest 24.0 Insurance Requirements 25.0 Idemnification/Hold Harmless Agreement 26.0 Public Records Law 27.0 Permits and Licenses 28.0 Public Entity Crimes 29.0 Assignment of Contract and/or Payment 30.0 Agreement 31.0 Dispute 32.0 Disclaimer 33.0 Office of Economic Opportuntity (OEO) Participation 4 RFP No. 03-17/LM, Inspection and Maintenance of Fire Sprinklers Systems, Fire Pumps and Back Flow Preventers ATTACHMENTS: (To be completed and returned with the proposal) A. Required Response Form (Page 2) Attachment- A B. Price Proposal Form- Attachment- B C. Office of Economic Opportunity (OEO)- Attachment-C D. Facilities and Equipment List by Groups- Attachment- D (Does not have to be returned with proposal) EXHIBITS: 1. Sample Invoice-Exhibit 1 2. Evaluation Worksheet- Exhibit -2 3. Federal Forms Exhibit - 3 5 RFP No. 03-17/LM, Inspection and Maintenance of Fire Sprinklers Systems, Fire Pumps and Back Flow Preventers DUVAL COUNTY PUBLIC SCHOOLS RFP: INSPECTION, REPAIR AND MAINTENANCE OF FIRE SPRINKLER SYSTEMS, FIRE PUMPS AND BACK FLOW PREVENTERS RFP No. 03-17/LM 1.0 INTRODUCTION: 1.1 Purpose: This is a Request for Proposals ("RFP") for a minimum of one (1) and maximum of two (2) qualified fire protection inspection and service firms (the Contractors) to provide inspection, repairs and preventative maintenance of existing fire sprinklers, fire pumps, back flow preventers pre- action systems, clean agent systems, 5 year fire inspections, fire hydrants and related technical services for Duval County Public Schools (DCPS or the District). During the course of this contract, should equipment replacement services be needed, the procurement of equipment and installation labor will be accomplished in accordance with the procedures as described in this document. Proposals will be accepted for Group A and/or Group B. Contractors may elect to respond to either or both groups. Note: See Attachment D, Facilities and Equipment List By Group (Group A and Group B) for school groups. 1.2 General Information about District Schools: The District and its governing board were created pursuant to Section 4, Article IX of the Constitution of the State of Florida. The District is an independent taxing and reporting entity managed, controlled, operated, administered, and supervised by the Districts school officials. The Board consists of seven elected officials responsible for the adoption of policies, which govern the operation of the District. The Superintendent of Schools is responsible for the administration and management of the schools within the applicable parameters of state and federal laws and regulations, State Board of Education Rules, and School Board policies. The Superintendent is also specifically delegated the responsibility of maintaining a uniform system of records and accounts in the District. Additionally, the District is held to adhering to the provisions outlined in the Jessica Lunsford Act. Proposers should be aware that potential labor challenges may exist as a result of the Districts adherence to this State mandate (see Section 21.4 of the RFP). The District is coterminous with Duval County, which covers 850 square miles and operates 171 facilities, including administrative areas, elementary schools, middle schools, high schools and specialized schools. The District serves approximately 120,000 students (the student population changes annually). It is the second largest employer in Jacksonville with approximately 8,500 teachers and a similar number of support staff at 104 elementary schools, 28 middle schools, 19 high schools, 3 exceptional student centers, 4 alternative schools, and 13 administrative facilities. Note: Purpose, number of, and name of schools may change during this contract. The annual Budget for the district for fiscal Year 2014-15 totaled approximately $1.7 billion, including an operating and special revenue budget of approximately $1.5 billion and a capital budget of $192 million. The District employs over 14,480 full-time and part-time employees annually. Charter schools in Duval County will NOT be a part of the contract resulting from this RFP. 6 RFP No. 03-17/LM, Inspection and Maintenance of Fire Sprinklers Systems, Fire Pumps and Back Flow Preventers The administration of the contract is a function of DCPS Support Operations, delegated to the Facility Maintenance Department. All post award communications shall be directed to the DCPS Contract Manager, Contracted Services. For more information about the District, please visit www.duvalschools.org . 1.3 The Services: Duval County Public Schools (DCPS) intends to enter into agreement for providing material, labor and services for the inspection, maintenance, minor modifications/replacements and repair of fire sprinkler systems, Pre-Action Systems, Clean Agent Systems, fire pumps, fire hydrants, back flow preventers and related items at various schools on an annual contract basis. The intent is to keep fire sprinkler systems, fire pumps, fire hydrants, back flow preventers and related items in compliance with local and state regulations ready for immediate use. The District reserves the right to make amendments to the awarded contract. Adjustment of the contract may be necessary due to such factors including but not limited to: additions or renovations at schools, new schools being built and addition or reduction of components. Any changes to the contract will be negotiated and executed via addendum to the contract. DCPS reserves the right to remove or add entire facilities/buildings via the awarded price. 1.4 District Objectives: 1.4.1 Maintain a healthy comfortable productive learning environment for the students and staff. 1.4.2 Minimize equipment and system down time. 1.4.3 Extend equipment life 1.4.4 Optimize utility expenditures. 1.5 Contract Term: The District wishes to receive proposals for for the selection of qualified firm(s) to provide fire protection system inspections for the District for an initial period of two (2) years, from January 1, 2017 through December 31, 2018. The contract may thereafter be renewable under the same terms and conditions as the original contract for three (3) additional two (2) year renewal periods, upon the written consent and agreement of both parties. If the District elects not to renew the contract it will issue a written notice to the Contractor not less than ninety (90) days prior to the contract anniversary date. If the Contractor elects not to renew the contract it shall issue a written notice to the District not less than one hundred twenty (120) days prior to the contract anniversary date to allow sufficient time for re-solicitation. Purchases by other political subdivisions or public entities under any contract resulting from this solicitation are permissible upon the consent and agreement of the awarded contractor(s). 2.0 BASE CONTRACT SCOPE OF SERVICES: Group A and Group B base bid pricing is to include the following in all schools within each group: All required annual, bi-annual and quarterly inspections to backflows, all varieties of fire sprinkler systems and fire hydrants per NFPA 25 and as outlined in Section 9.0 All minor repairs to fire sprinkler systems to a threshold of $300 (Contractor must provide a list of all available components under the $300 threshold limit that would be used in these systems as a part of the RFP response See Section 16.D.ii ), including but not limited to o Spare sprinkler heads o Sprinkler head wrench 7 RFP No. 03-17/LM, Inspection and Maintenance of Fire Sprinklers Systems, Fire Pumps and Back Flow Preventers o Fire Department Cap, (FDC) o Gauges o Signage All required reporting to City, State and Federal agencies Plan review services on any new construction or renovation in schools is covered by the base bid 3.0 EQUIPMENT TO BE INSPECTED AND MAINTAINED: Attachment -D list by schools, the number of fire sprinkler systems, fire pumps, pre-actions, fire hydrants, backflow preventers at each school and the months the various inspections are due. The information in Attachment- D is believed to be accurate and the Respondent shall base his bid proposal upon the information presented in Attachment -D. 3.1 Task Order Services: Shall be any work on any DCPS equipment that is deemed by the contract manager to be above/beyond that covered in the RFP base contract. Task Order work may result from a planned project scope of work or work initiated in the RFP base contract, but rises to a level above/beyond work in that category. Examples include, but are not limited to backflow repairs, backflow replacements, fire sprinkler system repairs discovered via inspection over the $300 threshhold, removal/addition/relocation of sprinkler heads, fire hydrant repairs, repairs to preaction and intergen systems, hydrostatic tests of standpipe hoses every 3 years, and replacement of standpipe hoses every 5 years, etc. Task Order and technical services shall be priced in accordance with local industry standards. Task Order work must be estimated/quoted and approved prior to task order work by the DCPS contract manager. Task Order work will be billed separately as per individual PO. Contractor shall submit a copy of the associated field service reports with each invoice. DCPS reserves the right to request task order quotes form both awarded contractors and award as best benefits the District (See also Section 10.1 for task order response times) 3.2 DCPS Calendar: It is the responsibility of the respondent to identify all critical dates on the DCPS calendar that can be found at www.duvalschools.org. This calendar contains information on district testing, school closure days, holidays and school operating hours that may significantly impact the performance/scheduling of work. District will provide district testing notification to contractor and the contractor is expected to minimize school disturbance. 3.3 Correction of Work: The Contractor shall promptly correct all work rejected by DCPS as defective or as failing to conform to the specifications as stated herein. The Contractor shall bear all costs of correcting such rejected work. In addition, DCPS may withhold payment in whole or in part to the extent necessary to reasonably protect DCPS in their opinion services have not been provided as specified in the contract. Payment shall be released pending confirmation and/or verification that services have been rendered in accordance with the terms of their agreement. 3.4 Monthly Billing: The Contractor shall ensure that all monthly invoices for services performed are accurately and completely compiled prior to submission for approval and remittance. The Contractor shall submit invoices electronically to the Facilities Maintenance Office, Duval County School Board, 129 King Street, Room 25, Jacksonville, Florida 32204. (E-mail address and invoicing format to be provided after 8 RFP No. 03-17/LM, Inspection and Maintenance of Fire Sprinklers Systems, Fire Pumps and Back Flow Preventers award of contract). Invoices shall be submitted to include all services rendered for the prior month. The invoice charges will be broken out by school/location and by service rendered. Please see Exhibit-1 as example of a monthly invoice. The invoices shall be submitted by the 5th of each month for services rendered for the previous month. With each invoice, the Contractor shall also submit a copy of the associated field service reports arranged in chronological order. Further this data must be available in Microsoft Excel format for electronic submission. 3.5 Site Summary: The contract will be divided into two (2) groups, Group A & Group B. The lists of facilities for each Group are detailed in Attachment-D. Contractor shall become familiar with any local conditions which may, in any manner, affect the services required. The proposer(s) is/are required to carefully examine the RFP terms and to become thoroughly familiar with any and all conditions and requirements that may in any manner affect the work to be performed under the contract. No additional allowance will be made due to lack of knowledge of these administrative and / or environmental conditions. The submittal of a proposal will be construed as evidence that such site examination has been made and no subsequent allowance will be made. 4.0 ESCALATION PROVISION: The Contractor may request an increase in contract pricing at each renewal period. The provision may be applied at each renewal of the contract. The increase shall not exceed the lesser of 3% or the rate of inflation as determined by the Consumer Price Index (CPI) for urban wage earners and clerical workers, U.S. city average, all items (1982-84=100), published by the U.S. Bureau of Labor Statistics (BLS), or any successor or substitute index appropriately adjusted from the commencement of the initial term of the contract to commencement of each extension period. The index to be used for this calculation shall be that which is published (most current data) on the BLS website as of May 1st of the contract renewal year. The contractor must request the increase in writing within 30 days of contract expiration. If an agreement cannot be reached regarding CPI upon renewal, DCPS may, in its sole discretion, terminate the agreement 5.0 EX PARTE COMMUNICATION: Ex parte communication, whether verbal or written, by any potential proposers/respondents or representative of any potential proposers/respondents to this RFP with District personnel or with the Legal Services personnel involved with or related to this RFP, other than as expressly designated in the document, is strictly prohibited. Violation of this restriction may result in the rejection/disqualification of the proposers/respondents proposal. Ex parte communication (whether verbal or written) by any potential proposers/respondents or representative of any proposers/respondents to this RFP with District Board members is also prohibited and will result in the disqualification of the proposers/respondents. Notwithstanding the foregoing, communications are permissible by this Section when such communications with a prospective proposer/respondent are necessary for, and solely related to, the ordinary course of business concerning the Districts existing contract(s) for the materials or services addressed in this RFP. However, in no event shall any existing vendor intending to submit a proposal initiate communications to any member(s) of the Duval County School Board: it being understood such communication initiated by a vendor under these circumstances would not be in the ordinary course of business. 9 RFP No. 03-17/LM, Inspection and Maintenance of Fire Sprinklers Systems, Fire Pumps and Back Flow Preventers 6.0 PREPARATION AND SUBMISSION REQUIREMENTS: Proposals not conforming to the instructions provided herein will be subject to disqualification at the sole option of the District. 6.1 There will be a NON-MANDATORY Pre-proposal Conference held at the Facilities Maintenance Department 129 King Street, Room 37, Jacksonville, Florida on Friday, September 30 at 10:00 A.M. EST in Room 37. The purpose of the Conference is to review the Request for Proposal (RFP) documents and answer any questions regarding the RFP and address any areas of concern in order to provide an equal opportunity for participation to all Proposers. NOTE: Potential Proposers are directed to bring any comments, questions or items for clarification to the pre-proposal conference. Comments, questions or items for clarification will NOT be addressed prior to this Conference. 6.2 All proposals must be received no later than 2:00 P.M. EST. on October 27, 2016. If a proposal is transmitted by US Mail or other delivery medium, the Proposers(s) will be responsible for its timely delivery to Purchasing Services, 4880 Bulls Bay Highway, Jacksonville FL 32219-3235. Any proposal received after the stated time and date or at another location will not be considered and will be returned unopened to the Proposers(s). Official time for the purpose of bid opening will be calibrated using http://www.timeanddate.com/worldclock/results.html?query=jacksonville. 6.3 One manually signed original, two (2) photocopies, and eight (8) copies on USB Flash Drive (in.pdf format) (8 USB Flash Drives to be submitted) of the complete proposal must be sealed and clearly labeled "REQUEST FOR PROPOSAL: INSPECTION, REPAIR AND MAINTENANCE OF FIRE SPRINKLER SYSTEMS, FIRE PUMPS AND BACK FLOW PREVENTERS" on the outside of the package. The legal name, address, Proposers' contact person, and telephone number must also be clearly annotated on the outside of the package. The manually signed original shall be marked as ORIGINAL. Once accepted, all original proposals and any copies of proposals become the sole property of the District and may be retained by the District or disposed of in any manner the District deems appropriate. All proposals must be signed by an officer or employee having authority to legally bind the Proposers(s). Any corrections of unit prices must be by line-outs of the original prices with correct amounts typed or written in and initialed by the originator. Corrections made using correction fluid (white out) or any other method of correction are unacceptable. NOTE: It is the sole responsibility of each respondent to assure all proposal copies are EXACT duplicates of the original proposal. USB Flash Drives will be utilized by the Evaluation Committee for the purpose of evaluation of proposals. Any information contained in the original proposal which has not been transferred to the USB Flash Drive or photocopies will NOT be considered. The original document will be used solely for official record keeping purposes. 10 RFP No. 03-17/LM, Inspection and Maintenance of Fire Sprinklers Systems, Fire Pumps and Back Flow Preventers 6.4 Any proposal may be withdrawn prior to the date and time the proposals are due. Any proposal not withdrawn will constitute an irrevocable offer, for a period of ninety (90) days, to provide the District ample time to award the Contract for the services specified in the proposal and this RFP. Concurrent with the delivery of the Proposers proposal, the Proposer shall also irrevocably deliver a completed and properly signed Attachment A. Upon completion of the award process and within three (3) business days of the Duval County School Boards completion of the award process at its duly called meeting, the successful Proposer shall cause the delivery of the required deliver the required insurance certificate (see Section 24.0 of this RFP). 7.0 CONTRACTOR QUALIFICATIONS: 7.1 Contractor warrants and represents itself to be experienced and an expert in the service contemplated. Contractor further understands that in awarding the Bid, the School Board is relying upon the representations and warranties of the contractor herein contained. 7.2 All respondents are required to currently have and provide the following licenses and certifications: Fire Protection Contractor 1 or 2 and 3; Florida Fire Equipment Dealer License Class A & D; Unlimited Electrical Contractor or Fire Alarm Contractor License. Bids received without these licenses listing the bidding companies name shall be considered non- responsive. 7.3 Upon request, the contractor shall provide within 7 calendar days required National Institute for Certification in Engineering Technologies (NICET) Level 2 Inspection, Test & Maintenance of Water Based Fire Protection Systems, Back Flow Test Certifications, Back Flow Repair Certifications and Fire Alarm System Agent/Burglar Alarm System Agent (FASA/BASA) cards. 7.4 Awarded contractor must maintain current license and certifications throughout the course of this contract. Licenses will be verified on Myflorida.com and other official sites. Note: The items must be clearly outlined in the proposal. 8.0 MINIMUM STAFFING QUALIFICATIONS: 8.1 Personnel Conduct: All individuals performing services under this contract shall adhere to DCPS rules and regulations regarding appropriate attire, usage of proper language, prohibition of use and possession of controlled substances and alcoholic beverages, prohibition, of the possession of firearms, either on their person or in their personal vehicles and any other restrictions or prohibitions as may apply. Radios and other portable music playing equipment will not be allowed on any DCPS sites. Additionally, all individuals will adhere to and comply with the requirements as set forth. Contractor shall notify department or school office personnel and follow customary check-in procedures when they are physically on-site at any DCPS facility. All contractor personnel are required to wear clothing identifying contractor by either name or logo, and to have in possession and present upon request, by DCPS personnel, a form of picture identification (i.e. - drivers license, ID card), a DCPS Contractor Badge and their FASA/BASA cards. Respondents personnel shall not fraternize with school staff or students. 8.2 Personnel Qualifications: All services performed under this contract are to be performed by qualified service technicians. Only a technician for whom documentation has been provided to Facilities Maintenance Contract manager establishing their competence in the maintenance of fire sprinklers, fire pumps, back flow preventers 11 RFP No. 03-17/LM, Inspection and Maintenance of Fire Sprinklers Systems, Fire Pumps and Back Flow Preventers pre-action systems, clean agent systems, 5 year fire inspections, fire hydrants and related technical services shall perform the inspection, repairs, tagging, and other associated work. 8.1.1 Respondents shall provide documentation before activation of the contract proving that each technician that will be working on DCPS properties associated with this RFP comply with Section 21.4 Jessica Lunsford Act and also holds a current and valid permit for servicing of pre-engineered systems, Back Flow Test Certifications, Back Flow Repair Certifications, NICET Level 2 Inspection, Test & Maintenance of Water Based Fire Protection Systems certifications and FASA/BASA cards. 8.1.2 Provide documentation sufficient to establish that the technician is fully capable of providing the service for which the proposal is submitted. Only those technicians with more than one (1) year of experience and hold FASA/BASA cards will be allowed to perform the services described herein. 8.1.3 It is recommended that respondents have a minimum of the following qualified inspectors as described in 8.1.1 above: 2 water based fire protection inspectors (must also have FASA/BASA cards), 1 pre- engineered inspector, 2 backflow preventer inspectors, 2 backflow repair technicians. 9.0 MINIMUM INSPECTION AND MAINTENANCE STANDARDS: These standards represent the minimum standard of work to be provided. All work performed shall comply with the requirements of the Florida Building Code (FBC), State Requirements for Educational Facilities (SREF), the Florida Fire Prevention Code and all other local, state and federal codes as may apply. The Contractor is encouraged to perform above these standards. The service outlined herein shall be performed during school operating hours. Coordination shall be made with DCPS Contract Manager and the Principal of the school during hours of operation. No extra charges shall be allowed for return trips to various locations. 9.1 Fire Sprinkler Systems, Fire Pumps, Pre-Actions, Standpipes, Fire Hydrants, 9.1.1 Tags (inspection labels) shall be per Florida Statutes. Fire Sprinkler, Fire Pumps, Pre-Actions, and Standpipes shall have annual and quarterly inspections and maintenance performed. NOTE: Five year inspections will be via task order. During inspections, if minor repairs to fire sprinkler systems to a threshold of $300 (Paragraph 2.0) are necessary, repairs shall be completed and system labeled green per Florida Statues. 9.1.2 Task orders shall include re-certification of units or systems when necessary and labeled green per Florida Statues . 9.1.3 Backflow Preventers and fire hydrants owned by DCPS shall have annual inspections performed per NFPA 25, discovered deficiencies will be addressed via task order 9.1.4 Standpipe hoses shall be inspected annually 9.1.5 Clean Agent Systems shall have annual and bi-annual inspection and maintenance performed as per NFPA 2001 and maintenance manual. NOTE: Five Year discharge hoses replacement will be via task order. 9.1.6 The completed inspection report shall include the type and service performed and the type and number of parts installed on all repairs up to the $300 threshhold (See 3.1 Task Order Services) 12 RFP No. 03-17/LM, Inspection and Maintenance of Fire Sprinklers Systems, Fire Pumps and Back Flow Preventers 9.1.7 A copy of the inspection report shall be forwarded to DCPS Facilities Maintenance regardless of whether or not discrepancies are found. 10.0 STANDARD AND EMERGENCY RESPONSE TIMES: 10.1 Task Order Response: The Contractor shall provide a single local or toll free telephone number for DCPS personnel to call to initiate repair work above that is included in the base contract. Only designated DCPS personnel can request emergency service. Emergency services are considered task order work (see section 3.1) A list of authorized personnel will be provided to the Contractor within 15 calendar days after award. DCPS will not be responsible for any charges resulting from calls made by persons not on the list of authorized personnel. 10.2 Emergency Response: The contractor shall respond with service personnel at the school within 90 minutes. Upon evaluation and or completion of service, the contractor shall notify the initiating party. In addition, the contractor shall promptly notify the Facilities Maintenance Contract manager of any circumstances for which the requested service will not be completed. If service cannot be completed, contractor shall take appropriate action to make the system/s safe and operational. The Contract Manager may request quote for additional services.This call would be used for repairs which are critical to the operation and protection of school/facility and may cause immediate danger to life or property and cause interruption of the learning process. 10.3 Urgent or Routine Calls: The Contractor shall respond with service personnel at the school and repair/resolve the problem within forty eight (48) hours, excluding weekends, after the service call has been placed. Upon completion of service, the contractor shall notify the initiating party. In addition, the contractor shall promptly notify the Facilities Maintenance Contract manager of any circumstances for which the requested service will not be completed within the required 48 hours. 11.0 REQUIRED REPORTING AND PROCEDURES: 11.1 Field Reports: The Contractor shall complete an inspection report and inventory sheet at the completion of all work performed, (including service call work). The completed inspection report shall include the type of service performed and unit serial number inspected. A condition report must be submitted for the quarterly inspection and testing of the fire sprinkler systems and fire pumps, even when there are no discrepancies to report. All documentation shall be submitted with the invoice. A DCPS employee (i.e. the Principal, Vice Principal, Maintenance Electronics Technician, or their appointed designee) at the school shall sign the inspection/condition report when the work is completed. In the event contractor observe fire panels reading trouble, contractor is required to send electronic photo of panel to the Contract Manager and Electronics Foreman before leaving the site. The list or reports includes, but is not limited to: 11.2 Quarterly and annual fire protection Service report as per 2011 NFPA 25 11.3 Fire alarm: clean agent preaction system report as per 2013 NFPA 72,NFPA 2001 11.4 Fire Sprinkler System report of inspection as per manufacturers instructions and 2011 NFPA 25 13 RFP No. 03-17/LM, Inspection and Maintenance of Fire Sprinklers Systems, Fire Pumps and Back Flow Preventers 11.5 Backflow Assembly Test Report as per local authority (JEA, Neptune Beach, etc) Monthly fire pump runs per 2011 NFPA 25 8.3 Note: A sample of the inspection report, condition report and inventory sheet is requested to be submitted following recommendation of award and shall be approved prior to commencement of any work under this contract. 11.6 DCPS Equipment Inventory: Contractor is required to provide a copy of each backflow reports to appropriate county municipal water management service (per Section 11.5) with the monthly invoice. Aditionally, contractor shall assist in compliling and maintaining a complete and accurate inventory of all equipment, including but not limited to backflows. This may include additional reporting to during the first year of the contract period. The Contractor shall, at no additional cost to the District, assist in updating equipment inventory spreadsheet. 11.7 Arrival and Departure Maintenance Log Book: Contractor personnel shall enter into the maintenance log book, provided in the main office of school, the time of arrival and departure at the school and other information requested. All contractor personnel are required to wear clothing identifying contractor by either name or logo, and to have in possession and present upon request, by DCPS personnel, a form of picture identification (i.e. - drivers license, ID card), a DCPS Contractor Badge and their FASA/BASA cards. 12.0 FAMILIARITY WITH DISTRICT: Proposers should become familiar with any local conditions which may, in any manner, affect the Services required. The Proposers(s) is/are required to carefully examine the RFP terms and to become thoroughly familiar with any and all conditions and requirements that may in any manner affect the Services to be performed under the Contract. No additional allowance will be made due to lack of knowledge of these conditions. Submission of a proposal shall constitute acknowledgement by the Proposers that he or she is familiar with all conditions. The proposers failure to familiarize itself with the sites shall in no way relieve it from any obligations with respect to the proposal. 13.0 TIME SCHEDULE: The District will attempt to adhere to the following time schedule: Tuesday, September 20th, RFP Distribution Friday, September 30th, at 10 a.m. Non-Mandatory Pre-proposal Conference (Rm. 37, Facilities Maintenance Building) Friday, October 14th, Deadline for written questions 2:00 p.m. (eastern) Thursday, October 27th, Proposals opened 2:00 p.m. (eastern) Thursday, November 10th, Committee Evaluation December 2016, Board Award The Evaluation Committee reserves the right to require presentations of any or all respondents in the event that proposals cannot be properly evaluated based solely upon their content. If presentations are required, each presenting firm will be notified of their presentation time and date. 14 RFP No. 03-17/LM, Inspection and Maintenance of Fire Sprinklers Systems, Fire Pumps and Back Flow Preventers NOTE: If any respondent has not received notification by this date, a presentation will not be required by that firm. Inquiries regarding the status of a proposal must not be made prior to the posting of award recommendation. 14.0 PROPOSAL EVALUATION AND AWARD: In order to be considered for evaluation, the proposer shall possess sufficient capacity, resources and experience to provide complete Inspection, Repair and Maintenance of Fire Sprinklers, Fire Pumps and Black Flow Preventers. At a minimum respondents shall: A. Contract warrants and represents itself to be experienced and an expert in the service contemplated. Contractor futher understands that in awarding the bid, the District is relying upon the representations and warranties of the contractor herein contained. B. All respondents are required to provide current copies of the following licenses and certifications: Fire Protection Contrator 1 or 2 and 3; Florida Fire Equipment Dealer License Class A and D; Unlimited Electrical Contractor or Fire Alarm Contractor License. Bids received without these licenses listing the respondents name may be considered non-responsive. C. Upon request, the contractor shall provide within 7 calendar days the National Institute for Certification in Engineering Techonologies (NICET) Level 2 Inspection, Test & Maintenance of Water Basd Fire Protection System, Back Flow Test Certification, Back Flow Repair Certifications and Fire Alarm System Agent/Burglar Alarm System Agent (FASA/BASA) cards. D. Awarded contractor must maintain current license and cerifications throughout the course of this contract. Licenses will be verified on MyFlorida.com and other offical sites. Note: The items must be clearly outlined in the proposal. 15.0 DISTRICTS RIGHTS AND RESERVATIONS: A. The District reserves the right to accept or reject any or all proposals. B. The District reserves the right to waive any irregularities and technicalities and may at its sole discretion request clarification or other information to evaluate any or all proposals. C. The District reserves the right, before awarding the Contract, to require Proposers(s) to submit additional evidence of qualifications or any other information the District may deem necessary. D. The District reserves the right, prior to its Board approval, to cancel the RFP or portions thereof, without liability to any Proposers or the District. E. The District reserves the right to: (1) accept the proposals of any or all of the items it deems, at its sole discretion, to be in the best interest of the District; and (2) the District reserves the right to reject any and/or all items proposed. F. The District reserves the right to further negotiate any proposal, including price, with the highest rated Proposers. If an agreement cannot be reached with the highest rated Proposer, the District reserves the right to negotiate and recommend award to the next highest ranked Proposer or subsequent Proposer(s) until an agreement is reaced. 15 RFP No. 03-17/LM, Inspection and Maintenance of Fire Sprinklers Systems, Fire Pumps and Back Flow Preventers 16.0 PROPOSAL FORMAT AND EVALUATION CRITERIA: In order to maintain comparability and enhance the review process, it is required that proposals be organized in the manner specified below. Include all information in your proposal. Proposers are encouraged to provide tab separations for each item. Proposals received which do not address ALL items and sub-items listed in this section may be considered nonresponsive or be awarded less points for the given category below. A. REQUIRED RESPONSE FORM (ATTACHMENT A): Submit with all required information completed and all signatures as specified. No points are assigned to this required item. B. EXPERIENCE AND REFERENCES: (15 Points) Provide a detailed narrative which demonstrates the correlation between your companys experience & qualifications and the specific requirements of this contract. The narrative, at minimum shall include the following: NOTE: Points earned in this category (0-15) will be assigned to each Group (Group A & Group B) and become a part of the total for each Group. (1) A detailed list of experience & qualifications for both the proposed local management team and the corporate management team. (2) A general background of company history and associated services (profiling the background, experience, business philosophy and qualifications of the responding firm) (3) A description of any unique qualifications and offerings regarding other facility related services that may be of benefit to DCPS (4) A description of all material lawsuits that are either threatened or pending/filed against the firm over the last five (5) years and the disposition or status of each of the same (note: material is defined as the claim equaling or exceeding $100,000) (5) List all service contracts entered into by your firm that have been terminated, cancelled or not renewed for any reason within the past two (2) years. Provide the reason(s) for termination, cancellation or nonrenewal. Also provide the name, title, telephone number and email address for each clients contact person who is familiar with the circumstances of the contract. (6) Attach proof of all licenses required by the City, State or other Regulatory Agencies required to provide the service as detailed in this RFP. All applicable licenses and certifications shall be provided via Section 7.0, as appliciable. (7) Attach a copy of the ACORD form(s) showing the required insurance coverages and amounts are currently in place. Alternatively, Proposers may submit, together with their proposal, a letter on company letterhead stating they will comply with all insurance requirements, if awarded the contract (see Section 24.0). (8) The quality of work as evidenced by references to similar sized educational/institution contracts. 16 RFP No. 03-17/LM, Inspection and Maintenance of Fire Sprinklers Systems, Fire Pumps and Back Flow Preventers C. ORGANIZATIONAL STAFF AND KEY PERSONNEL: (15 points) Provide a detailed narrative which demonstrates the correlation between your companys staffing plan and the specific requirements of this contract. The narrative, at minimum shall include the following: Note: Proposers response should clearly delineate any differences in firms staffing plan based on the three (3) possible award scenarios. #1 Award of Group A Only #2 Award of Group B Only #3 Award of Groups A & B. NOTE: The response to this category for each Group (A & B) will be evaluated independently and points earned (0-15) in this category for each Group (A & B) will become part of the total for each Group (A & B). i) An organizational chart that clearly shows the relationship with the local office that will service this contract and any corporate affiliation, as well as the team member(s) designated to the DCPS account and whether or not these team members would have other responsibilities with accounts other than DCPS. ii) The experience and qualifications for the any contract manager(s), the project manager(s), account representative(s) and field personnel to be assigned to this contract (supervisors, technicians, etc.). This information shall include job titles, roles for this service contract years in the industry, years providing the specific services, years with the firm, relevant training and educational background and certifications or licensing. iii) The number of service technicians assigned to the DCPS account if awarded Group A OR Group B OR Groups A & B By listing the individuals in the proposal, the firm is making a commitment that, barring unforeseen circumstances, they are the personnel who will be assigned to the project. DCPS reserves the right to request a substitution of personnel. DCPS must approve any changes to the personnel indicated. Identify the specific individual who would serve the District on a day-to-day basis as a primary point of contact and be responsible for the work product of the firm. The individual identified shall be available within 24 hours notice by telephone to attend meetings, respond to telephone calls and respond to specific inquiries. D. PROPOSED WORK PLAN AND APPROACH TO SERVICES: (25 points) Provide a detailed narrative which demonstrates the correlation between your companys work plan & approach and the specific requirements of this contract. The narrative, at minimum shall include the following: i) The firms start-up plan and the specific measures your firm will take to effectively transition into this service role ii) Your firms approach to inspection of the equipment listed in Attachment-D in accordance with section 9.0 Minimum Inspection and Maintenance Standards, including the approach to discovered deficiencies, minor repairs under the $300 threshold and reporting. Proposer must include with proposal a list of standard items with 17 RFP No. 03-17/LM, Inspection and Maintenance of Fire Sprinklers Systems, Fire Pumps and Back Flow Preventers pricing to include but not limited to items listed in Section 2.0. iii) Your firms quality control and quality assurance plan, and the methods of attaining DCPS objectives as stated in Section 1.4. iv) A detailed plan for response to task order work requests including a detailed plan for a 24 hours per day - 7 days per week emergency response and specifically how your firm will handle those types of calls v) A description of your firms understanding a school districts critical needs and special requirements, showing the firms understanding of the complications, difficulties and special requirements that make working for the District a challenge and include the firms plan to meet those challenges vi) A description of your firms communication plan, such as, how the firms various management levels will communicate with various DCPS management levels. Describe which, if any, support services will be provided by personnel other than those residing in the local office vii) A distinct list of any areas in which your firms proposal does not fully comply with the requirements of this RFP. In addition, if your firms proposal exceeds the requirements of this RFP you may use this section to highlight those advantages to DCPS. Proposers are also encouraged to identify any distinguishing attributes of their firm that the evaluation committee should be made aware of. These attributes may also be beyond the scope of this RFP if the contractor deems they would provide value to the long-term goals of DCPS. If there is no information you wish to present, state in this section "There is no additional information that we wish to present." E. PROGRAM COST: (40 points) Complete and submit the Price Proposal Form (Attachment B). Costs shall include all expenses associated with providing inspection, repairs and preventative maintenance to a threshold of $300.00 (See Section 3.1) of existing fire sprinklers, fire pumps, back flow preventers pre-action systems, clean agent systems, fire hydrants and related technical services, including but not limited to labor, materials, tools and equipment required to provide the specific services, general expenses, delivery charges (if applicable), waste disposal costs (if applicable), administrative/management costs, any other direct or indirect costs of operation and related technical services. Proposals shall identify annual prices for specified services and extended prices per school/location on the Price Proposal Form. Extended prices will be used to determine each firms basis-of-award price as shown on the Price Proposal Form. Each firms basis-of-award price for each group independently will be used to determine points awarded for each group. Provide all requested costs for the group of services for which the responding firm wishes to be evaluated. Disclose purchasing agreements the firm has that may benefit DCPS. NO ALTERNATIVE PRICING OPTIONS WILL BE CONSIDERED. ANY FIRM THAT SUBMITS PRICING OPTIONS INCONSISTENT WITH THIS RFP MAY BE DISQUALIFIED. The firm submitting the lowest proposed cost of all parties involved will receive all available points for this category. All other respondents will receive points proportionate to the lowest cost response (example - a response that is 20% higher than the lowest submitted cost will receive 20% fewer points). The District believes there would be an operational advantage in selecting one firm for Group A 18 RFP No. 03-17/LM, Inspection and Maintenance of Fire Sprinklers Systems, Fire Pumps and Back Flow Preventers and a different firm for Group B. Therefore: if one firm receives the most points for Group A and the same firm receives the most points for Group B --AND the second highest scoring firm for Group B has either a lower basis-of-award price OR a basis-of-award price within five percent (5%) of the highest scoring firms basis- of-award price THEN the District reserves the right to award Group B to the second highest scoring firm. F. FINANCIAL RESPONSIBILITY: (5 points) Submit Audited or reviewed financial statements for the company (in U.S. Dollars) for the last two (2) fiscal years of operation. If submitting audited financial statements, the following shall be included for each year: A balance sheet; A statement of cash flow; An income statement; The independent auditors opinion letter; The notes to the financial statement If submitting reviewed financial statements, the following shall be included for each year: A balance sheet; An income statement; A CPA review letter giving limited assurance G. OEO COMPLIANCE STATEMENT: Submit all signatures as specificed. This is a required submittal. No points are assigned for this category. 17.0 PROPOSAL EVALUATION PROCESS: Proposals are received and publicly opened. Only names of Proposers are read at this time. An Evaluation Committee will convene, review and evaluate all proposals submitted based on the factors set forth in the RFP. Purchasing personnel will participate in an administrative and advisory capacity only. The Evaluation Committee reserves the right to interview any or all Proposers and to require a formal presentation with the key people who will administer and be assigned to work on the contract before recommendation of award. This interview is to be based upon the written proposal received. All proposals will be evaluated in accordance with the evaluation criteria specified in this document. Information derived by investigation and overall due diligence of District staff will be considered. Based on the proposals received, the District may elect to proceed based on any of the following options, but will not necessarily be limited only to these options: (1) Award to the best initial proposal without any further discussion or negotiation; (2) Negotiate with the highest ranked Proposer; or, (3) Allow the top ranked Proposers make oral presentations. Proposers are advised to provide their best offer with the initial proposal because the District reserves the right to award a Contract based on initial proposals without further discussion or negotiation. 19 RFP No. 03-17/LM, Inspection and Maintenance of Fire Sprinklers Systems, Fire Pumps and Back Flow Preventers The proposal most advantageous to the District in its sole discretion will be selected. The District reserves the right to negotiate out unacceptable clauses or restrictions incorporated within an otherwise acceptable proposal. In the event that a mutually acceptable contract between the District and the selected Proposers cannot be successfully negotiated and executed, then the District reserves the right to discontinue negotiations with such Proposers and to negotiate and execute a Contract with the next- ranked Proposers. The District reserves all rights, in its sole discretion, not to issue an award to any Proposers, to cancel this RFP at any time, to reissue this RFP for any reason, or a combination of any or all of the above. The District will not be liable to any Proposer for any costs incurred in connection with this RFP as a result of any of the above stated actions taken by the District. A recommendation agenda item will be prepared and submitted to the Superintendent of Schools, Duval County, Florida. The Superintendent will then recommend to the School Board the award or rejection of any and/or all proposal(s). The School Board will then award or reject any or all proposal(s). 18.0 REPLACEMENT OF CONTRACTOR STAFF: All management personnel to be assigned to the District Contract shall require prior written approval by the District. Replacement personnel must have, at a minimum, credentials equivalent to the individuals whom they replace. Resumes of replacement management personnel may be required to be submitted to the District for review. The District reserves the right to interview replacement management personnel prior to approval. The successful Contractor shall provide any and all necessary training for management and staff employed under the terms of the Contract with the District. Additionally, the Contractor agrees that it will remove (within a mutually agreed upon period of time) from assignment under the Contract any individual in its employ, if, after the matter has been reviewed jointly by the District and the Contractor, the District requests such action in writing. Any such removal shall not necessarily reflect on the capabilities or competence of the individual so removed. Nothing herein shall affect the status or responsibilities of the Contractor as an independent contractor solely responsible for the method, manner and means chosen by it to perform hereunder. 19.0 TERMINATION, SUSPENSION, AND REMEDIES: 19.1 The District, reserves the right to terminate any contract resulting from this RFP, at any time and for any reason, upon giving 90 days prior written notice to the other party. If said contract should be terminated for convenience as provided herein, the District will be relieved of all obligations under said contract. The District will only be required to pay to the proposer(s) that amount of the contract actually performed to the date of termination. The Contractor agrees the District will not be liable to the Contractor for any termination fee, penalty or liquidated damages as a result of such termination. Access to any and all work papers will be provided to the District after the termination of the contract. The parties understand and agree that the Contractor shall in no event have the reciprocal right to terminate the Contract; it being understood that the Districts payment of the Contract fees forms the consideration for the Contractor not having this right to terminate for convenience. In the event of the Districts termination of the Contract, the District (in its sole election) may also require the Contractor to provide the Transition Assistance set forth in section 17.3 of this RFP. 19.2 In the event any of the provisions of the Contract are breached by the Contractor, the Superintendent or designee will give written notice to the Contractor stating the deficiencies and unless the deficiencies are 20 RFP No. 03-17/LM, Inspection and Maintenance of Fire Sprinklers Systems, Fire Pumps and Back Flow Preventers corrected within the applicable cure period set forth in this RFP (and if none is stated, then ten (10) days), the District may terminate the Contract. Upon termination hereunder, the District may pursue any and all legal remedies as provided herein and by law. Notwithstanding the foregoing, and in additio...