City of Auburn Hills, Michigan
1827 North Squirrel Road Auburn Hills, Michigan 48326
NOTICE OF INVITATION TO BID
“Fire Dept. - Self Contained Breathing Apparatus”
The City of Auburn Hills, Michigan is accepting sealed bids for “Fire Dept. - Self Contained Breathing Apparatus”
Sealed proposals will be received until Thursday, February 22, 2018 at 3:00 pm local time at the office of the City Clerk, at which time they will be opened publicly and read aloud. The City of Auburn Hills Clerk is located at 1827 N. Squirrel Rd, Auburn Hills, MI 48326.
The envelope of each proposal submitted shall contain two (2) copies, be Sealed, and Clearly Marked: Fire Dept. Self-Contained Breathing Apparatus. No late proposals will be accepted and will be returned unopened. Proposals shall not be withdrawn for a period of ninety (90) days from the date and time of bid opening.
It is the intent of the City of Auburn Hills to purchase Self Contained Breathing Apparatus. The bid shall also include any delivery costs.
The City of Auburn Hills has the right to accept or reject any and/or all proposals, and to select the proposal considered most favorable to the City.
Any questions regarding this RFP shall be directed to Assistant Chief Antonio Macias. He can be reached at (248) 364-6752 or via email at: amacias@auburnhills.org.
COMPLETION SCHEDULE
Proposals will be accepted until the date listed above. The City of Auburn Hills will then choose the appropriate vendor based on a variety of aspects listed later in this document.
PURCHASE ORDER
Upon approval of successful bidders by the City of Auburn Hills, a purchase order will be issued from the City of Auburn Hills to the winning vendor and will be considered as a contract between all parties. The successful vendor shall commit to perform the contract for the completed bid in accordance with the specifications agreed upon.
WARRANTY
See “Warranty” listed later in this document for details.
RECEIPT OF PROPOSALS
It is solely the responsibility of the bidder to assure the timely receipt of its proposal at the location indicated in this invitation to bid. Late proposals will not be accepted and will be returned unopened.
TAX EXEMPTION
The City of Auburn Hills is a Michigan Municipal Corporation and, as such, it is exempt from Federal Excise Tax and Michigan Sales Tax.
COSTS INCURRED
The Proposer is responsible for all costs associated with the preparation and submission of this invitation to bid.
Proposer’s Representations: Each Proposer, by submitting a proposal, represents that they have read and understood the bid proposal documents and has submitted their proposal in accordance, therewith, that the proposal has been submitted by a duly authorized owner, partner, or corporate officer, and that the proposal submitted has been prepared independently without collusion, agreement, understanding, or planned common course of action with any other supplier of the goods or services described in this invitation to bid, designed to limit independent offers or competition.
CANCELLATION
This bid proposal request may be canceled by the City of Auburn Hills at any time for any reason. Any proposal received may be rejected in whole, or in part, when in the best interest of the City of Auburn Hills.
INDEMNIFICATION
The successful Proposer shall indemnify and hold harmless the City of Auburn Hills and its officers and employees from and against all claims, losses, damages, and expenses including, but not limited to, attorney’s fees arising out of or resulting from the performance of the contract.
APPLICABLE LAW
Any contract resulting from this bid proposal shall be governed by the State of Michigan. The vendor shall give all notices and comply with all laws, ordinances, rules, regulations and lawful orders of any public authority bearing on the performance of the contract.
All bid prices shall be on an F.O.B. Destination, with all transportation charges of any nature to be paid by the bidder. F.O.B. delivered means delivered to the receiving point:
City of Auburn Hills Fire Department
1899 North Squirrel Road, Auburn Hills, Michigan 48326
VALUE ADDED OPTIONS
The City of Auburn Hills seeks to derive the greatest benefit from the purchases that it makes in order to deliver the highest level of services in a most cost effective method to its residential and corporate citizens. In determining the lowest qualified bidder, the City will evaluate any additional value added items that a vendor may offer, either at low or no additional cost to the City. Examples of these items include but are not limited to:
- training
- extended warranty
- early payment discounts
- quantity discounts
- holding the bid price for an extended period of time
Please be certain to clearly identify these items when submitting your quotes and/or bids to the City. Value added items will not be accepted after the final date and time for the opening of quotes and/or bids has occurred.
Thank you.
CITY OF AUBURN HILLS
HOLD HARMLESS AGREEMENT
As required for approval of the __________________ ______________,
(Activity)
________________________________________ herein after referred to as ________________________,
(Name of Company) (Abbreviated Name Form)
agrees to indemnify, defend, and hold harmless the City of Auburn Hills, its officers, agents and
employees from any liability, damages, expenses, attorney’s fees, causes of action, suits, claims or
judgments arising from injury to persons, including death or injury to property which arises out of the
act, omission and/or negligence of ________________________ its agents, or employees in connection
(Abbreviated Name Form)
with or arising out of the _______________________ provided that nothing herein shall require
(Activity)
____________________________ to indemnify the City against and/or hold the City harmless
(Abbreviated Name Form)
from claims, demands, or suits based solely upon the negligent conduct of the City, its agents, officers,
and employees.
In the case of the aforementioned actions, omissions, and/or negligence by ___________________,
(Abbreviated Name Form)
__________________________shall appear and defend, and (retain attorneys) pay all charges of (Abbreviated Name Form)
attorneys and shall be responsible for all expenses arising from or incurred in connection therewith, and
if any judgment shall be rendered against the City, its officers, agents or employees, or against
_______________________, the ______________________________________shall at its own expense satisfy
(Abbreviated Name Form) (Abbreviated Name Form)
and discharge same.
In addition, ________________________________ agrees to furnish a certificate of insurance showing
(Abbreviated Name Form)
proof of insurance as required by the City of Auburn Hills.
Name of Organization Witnesses
__________________________________ ____________________________________
By _______________________________ ___________________________________
Dated _________________________________
INSURANCE REQUIREMENTS FOR LIMITED EXPOSURE EVENTS/PROJECTS
CITY OF AUBURN HILLS, MICHIGAN
and/or
CITY OF AUBURN HILLS T.I.F.A., B.R.A., BUILDING AUTHORITY
1. Liability Insurance
An ACORD certificate of insurance, or its equivalent, shall be furnished to the City of Auburn Hills at 1827 North Squirrel Road, Auburn Hills, Michigan 48326 evidencing insurance in force for the duration of and applicable to this contract with an insurance company acceptable to the City of Auburn Hills with a minimum A.M. BEST rating of “A-”, and the following minimum requirements:
a. General Liability (affording coverage not less than ISO Commercial General Liability coverage form):
I. Check mark indicating occurrence as opposed to claims made form
II. Limits of Liability:
$1,000,000 each occurrence
$2,000,000 general and products-completed operations aggregates
III. Personal Injury
$1,000,000 aggregate
b. Automobile Liability:
I. Check mark indicating coverage as to any automobile
II. Certificate must reflect Michigan “No Fault” PIP and PPI statutory coverages are also afforded
III. Limits of Liability: $1,000,000 combined single limit
c. Acceptable alternate limits are combinations of primary and excess or umbrella limits to equal not less than those shown in (a) and (b) above.
d. Description section of ACORD form is to read: It is understood and agreed that the following shall be additional insured: The City of Auburn Hills, including all elected and appointed officials, all employees and volunteers, all boards, commissions, and/or authorities, including but not limited to the Tax Increment Finance Authority, Brownfield Redevelopment Authority and the Building Authority, and their employees, representatives and volunteers. The coverage shall be primary to the additional insured and not contributing with any other insurance or similar protection available to the additional insured. This shall not apply to the contractor’s required worker’s compensation/employer’s liability.
e. The Description of Operation section of the Certificate shall also name or describe the project
and/or event for which coverage is provided.
2. Workers Compensation
The Contractor shall procure and maintain during the life of the contract, statutory Michigan Workers Compensation and Employers Liability Insurance for all employees employed at or in the vicinity of the Contractor’s property, or any property used in connection with the Contractor’s operation or in carrying out any work related to this contract.
Michigan Workers Compensation and Employers Liability Insurance shall be procured and
maintained with the following limits of liability:
- $100,000 E.L. each accident
- $100,000 E.L. each disease – each employee
- $500,000 E.L. Disease – Policy Limit
This insurance shall comply with all applicable rules and regulations of the State of Michigan, and shall be in an insurance company acceptable to the City of Auburn Hills.
3. Certificate of Insurance
The Contractor agrees that he/she will file all required Certificates of Insurance satisfactory to the City of Auburn Hills with the City of Auburn Hills simultaneously with or prior to the execution of this contract indicating that the insurance required herein has been issued and is in full force and effect.
Further, the Contractor will provide updated certificates annually prior to the policies expiration dates, to indicate that the policies and conditions required hereunder are in full force
and effect during the life of this contract.
It is understood and agreed that thirty (30) days advance written notice of cancellation, non-renewal, reduction and/or material change in coverage shall be mailed to:
City Clerk’s Office
City of Auburn Hills
1827 North Squirrel Road
Auburn Hills, MI 48326
4. Sub-Contractors Insurance Requirements
If approval is granted by the City of Auburn Hills for Contractor to subcontract any or all of this contract to others, then prior to commencing the subcontract, the Contractor shall furnish certificates evidencing the same insurance for the City of Auburn Hills as required in Sections 1 through 4 of the requirements.
5. Requirement as Part of Contract
These insurance requirements shall be expressly contained in and/or incorporated by reference into the contract executed between the contractor and the City.
6. Hold Harmless Agreement
It is further required that all contractors providing services or performing duties for the City of Auburn Hills shall enter into a Hold Harmless Agreement with the City and all other entities as set forth in Section 1 (d), which agreement shall hold the City harmless from any and all claims incurred while the contractor is performing work, jobs, duties, etc. on the City’s behalf.
H:\WORKFILE\Insurance Requirements Limited Exposure 10-9-03.DOC
SIGNATURE PAGE
PRICES
Prices quoted shall remain firm for 90 days or bid award, whichever comes first except the successful bidder(s) whose prices shall remain firm through equipment delivery and acceptance.
CURRENCY
All prices quoted are to be in U. S. Currency.
WARRANTY: As specified – See Specifications
NOTE:
The undersigned has carefully checked the bid figures and understands that he/she shall be responsible for any error or omission in this bid offer.
Fire Dept. – Self Contained Breathing Apparatus
VENDOR:___________________________________________________________
ADDRESS_________________________________________
CITY____________________STATE______ZIP___________
TELEPHONE # (_______) ____________________
FAX # (______) _____________________________
REPRESENTATIVE NAME_________________________________________________________
(Print)
Signature of Authorized Company Representative:
_______________________________________________________
ACKNOWLEDGEMENT:
I, ___________________________, certify that I have read the Instructions to Bidders and that the bid proposal documents contained herein were obtained directly from the MITN site or the City of Auburn Hills Fire Department.
Signature of Authorized Company Representative:
_______________________________________________________
IMPORTANT: All City of Auburn Hills purchases require a MATERIAL SAFETY DATA SHEET, where applicable, in compliance with the MIOSHA “Right to Know” Law. Please include a copy of any relevant MSDS at the time of quote submission.
Background.
The City of Auburn Hills is a commercial/residential community in Oakland County, Michigan, and covers 17 square miles of suburban community. Auburn Hills is located 30 miles north of Detroit. The City’s population exceeds 23, 000. General information regarding the City of Auburn Hills is available at www.auburnhills.org.
Scope of Work.
The City of Auburn Hills is requesting proposals from qualified companies to provide self- contained breathing apparatus (SCBA) consisting of the following major subassemblies:
- Cylinder (45 minute type) and valve assembly for storing breathing air under pressure;
- Full face piece assembly;
- Removable, face piece-mounted, positive pressure breathing regulator with air-saver switch, low-pressure alarm and purge valve
- Harness and back frame assembly for supporting the equipment on the body of the wearer
- Shoulder strap mounted, remote gauge indicating cylinder pressure;
- Spare cylinder
- Voice amplification system
- Ability to share air with another SCBA via an extendable hose
- Integrated Personal Escape (Bail-Out) Device
Proposals shall also include:
- Four (4) Rapid Intervention Team - packs with cylinders, associated airlines, mask and RIT bag.
The successful proposer must be a factory-authorized distributor to sell the equipment specified herein.
The SCBA shall meet NFPA 1981 Open-Circuit Self Contained Breathing Apparatus for Emergency Services 2013 Edition, as well as all OSHA requirements. SCBA shall be approved to NIOSH 42 CFR, Part 84 for chemical, biological, radiological, and nuclear protection (CBRN). SCBA shall be compliant to NFPA 1982, 2013 Edition, Standard On Personal Alert Safety Systems. Self-Rescue Device shall be in compliance to NFPA 1983, 2012 Edition, Standard on Life Safety Rope & Equipment for Emergency Services. All electrical components shall be approved for intrinsic safety under UL 913 Class I, Group C&D, Class II Groups E, F, & G & Hazardous Locations.
The equipment being offered by the vendor shall be the most recent model available meeting the most current version of NFPA 1981.
Any optional components, which are required in accordance with the contract specifications, shall be considered standard equipment for purposes of this solicitation. Demonstrator models will not be accepted. Omission of any essential detail from these specifications does not relieve the vendor from furnishing a complete unit. The engineering, materials and workmanship associated with effort performed hereunder shall exhibit a high level of quality and appearance consistent with or exceeding industry standards.
Vendor shall supply the City with comprehensive repair and parts manuals which identify the component parts and which describe the appropriate process for repairing the equipment purchased by the City in conjunction with this solicitation. The manuals shall be supplied prior to, or upon delivery of the equipment.
Training.
The initial training on the operation of the equipment for all fire personnel shall be a minimum of three (3) day classes and four (4) night classes on mutually agreed dates. Additional training shall also be provided to include, but not be limited to, maintenance and repair of the equipment for up to four (4) departmental personnel for six (6) years following the purchase at no cost. All training shall be provided by a factory-trained instructor. Troubleshooting specific problems shall be covered. Training will be both hands on and classroom. Training will be conducted on City property or a mutually agreed upon site. Day and evening classes will be required. All training will be provided at no cost to the City.
Warranty.
The units shall be covered by warranty providing protection against defects in materials or workmanship. The warranty shall be for a minimum period of ten (10) years on the SCBA.
Electrical components shall be warranted for five (5) years. Vendors are requested to provide a copy of their warranty with their proposal submission.
Optional Equipment/Accessories.
The City is requesting on the Cost Proposal pricing for additional options and components. The final determination of which optional equipment and/or accessories to purchase will be dependent upon budget available and decision regarding which optional equipment and/or accessories to purchase will be the sole judgment of the City.
Specifications: Brand Names, or Approved Equals.
Unless otherwise stated by the proposer, proposals will be considered as being in strict accordance with the City’s applicable standard specifications, and any special specifications as outlined in the proposal document. Reference to particular trade names, manufacturers, or model numbers are made for descriptive purpose to guide the Proposer in interpreting the requirements of the City, and should not be construed as excluding proposals on other trade names, manufacturers, or model numbers unless otherwise stated.
However, the Proposer, if awarded the contract, will be required to furnish the particular item referred to in the specifications or description unless departure or substitution is clearly noted and described in the proposal response. The City is the sole judge in determining equals. Vendor may be required to provide demonstration of product being proposed.
Prices and Price Adjustment.
All prices shall be F.O.B. Destination and shall include all charges that may be imposed in fulfilling the terms of the contract. Prices/discounts shall remain firm for the duration of the contract unless otherwise stipulated.
The supplier warrants that the unit price stated herein shall remain firm for a period of not less than two (2) years from the first day of the contract period.
Prices shall be stated in units of quantity specified in the proposal document. In case of a discrepancy in computing the amounts of the bid, the unit price will govern.
All quantities stated, unless indicated otherwise are estimates and the City reserves the right to increase or decrease the quantity at the unit price bid as best fits its needs.
Vendors are cautioned that any units delivered to the F.O.B. point which do not meet the specifications in every aspect will not be accepted.
Payment.
Partial payments are not authorized on individual written purchase orders issued for this procurement. Payment will be made upon final delivery and acceptance of all supplies ordered on each purchase order issued.
Selection Criteria.
Proposals will be evaluated and ranked. The contractor selected for the award will be chosen on the basis of the apparent greatest benefit to the City, including, but not limited to:
- Operability.
Provide information on how the proposed equipment will operate,
- Product Design, Flexibility, Ease of Use.
Provide a detailed description of the proposed product. Include all available product literature and brochures.
- References.
Provide a list of comparable references and contracts that have been successfully completed by your company. The information should reflect the firm’s experience in supplying governmental entities, including the State of Michigan.
- Warranty/Maintenance.
Warranty period for all products being proposed. Include a copy of all Warranty Agreements. Provide information on support for warranted items including contact names and numbers, loaner options and timeframe for repairs.
- Training.
Description of the plan for initial and continuous training of City personnel.
- Qualifications and Experience.
Proposing on this contract shall be limited to firms actively engaged in providing self- contained breathing apparatus. Proposers shall demonstrate competence, experience and financial capacity to carry out the terms of this contract. The City will require proof of these qualifications.
- Cost
Cost Proposal per Proposal Form
VENDOR QUESTIONAIRRE
Date:
Firm Name:
Address:
City: State: Zip:
Contact:
Telephone Number:
Fax Number:
E-Mail Address:
Firm Established:
Years in Business:
Type of Organization (Circle One):
IndividualPartnershipCorporationJoint VentureOther
How many years has your company been providing self-contained breathing apparatus?
How many clients does your company currently serve with the type of services described?
Please provide a list of the last 10-15 clients from recent sales of the proposed self-contained breathing apparatus. Include name, address, phone number and contact person. Please include public sector and clients within the State of Michigan.
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
How many employees?
Full-Time Part-Time
Please give a complete description of the self-contained breathing apparatus complete unit (product). List and describe all components of a complete unit.
Please provide a complete description of the services that you will provide for the City.
Describe the self-contained breathing apparatus’s physical attributes.
What self-contained breathing apparatus manufacturers do you represent? State number of years you have been authorized to sell the manufacturers’ product.
Explain why this manufacturer’s product (self-contained breathing apparatus) will best meet the City’s needs.
Are you certified to repair the manufacturer’s products as proposed? How long certified?
If not, who provides repair work? Provide name and address. What is the approximate length of time to accomplish repairs on self-contained breathing apparatus?
What is the delivery time for the units to be delivered F.O.B. to the City of Auburn Hills Fire Department after receipt of order?
What are the qualifications of your staff to be assigned as instructors for training?
Describe the full scope of training that will be provided to City staff by your company.
Describe the warranty for the self-contained breathing apparatus as proposed, both by the manufacturer and the authorized sales company. Please provide a copy of written warranty with proposal submitted.
Please describe and provide information (including costs) regarding any additional extended warranties that are available for the equipment.
List any routine maintenance that needs to be completed on the self-contained breathing apparatus.
Provide information on continuous maintenance and/or service contracts.
List any exceptions to the Cost Proposal or the Request for Proposal in general.
Provided two (2) copies of contract.YES NO
Provided with response manufacturer’s name, telephone number, model number, service manual number, parts list and brief description of all equipment and their basic operating features.
YES
NO
Provided with response manufacturer’s literature including manufacturer’s operation and maintenance manual. The maintenance instructions shall list routine maintenance procedures, possible breakdowns and repairs and troubleshooting guide.
YES
NO
Can meet City’s insurance requirements?YES NO
COST PROPOSAL FORM
Base Proposal: Cost for Self-Contained Breathing Apparatus must include all materials and equipment, for functional operation, shipping, training, and warranty – a total and complete product package. Do not break out freight separately. Quantities are estimates for the City of Auburn Hills. When units are delivered they should have all components installed and made ready for operation by the City’s Fire Department.
ItemProductQuantityUnit PriceTotal Extended Cost
1.
Self-Contained Breathing Apparatus complete unit with NFPA 2013 compliance
32
$
$
2.Additional Self-Contained Breathing Apparatus complete unit with NFPA 2013 compliance
1
$
$
3.RIT packs with 60-minute cylinder, associated airlines, spare mask, external pressure indicator, and RIT bag
4
$
$
4.Additional RIT packs with 60-minute cylinder, associated airlines, spare mask, external pressure indicator, and RIT bag
1
$
$
Optional Equipment and Accessories
1.SCBA bottle thread savers90$$
2.Integrated Personal Escape (Bail-Out) Device32
3.Integrated ability to share air with another SCBA via extendable hose (Buddy Breather)32
4.Integrated Personnel Accountability System / Pre-programmed32
5.Spare air bottle20
6.Face piece bags50$$
7.Prescription lens kits10$$
8.Face piece voice amplifier w/ installation bracket50
9.Electronic accountability system1$$
10.Kevlar Neck Straps50$$
11.Spare SCBA face piece18$$
12.SCBA Pak – Tracker (Firefighter Locator System)3$$
13.Posi-Check Up Grade1
14.Electronic Accountability System Mobile Repeater6$$
15.SCBA Apparatus Brackets for Trucks – Installation to be provided by Vendor24
16.Quick connect for air cylinders32
Please list any additional optional equipment and accessories available
QuantityUnit PriceTotal Extended Cost
$$
$$
$$
$$
$$
$$
$$
$$
$$
Discount from Manufacturer’s Price List: Please provide percentage off from the manufacturer’s list price for other items that may be purchased related to SCBA Parts and Accessories that are not included above (e.g. rubber seals, repair gaskets, etc).: _________________%
TRADE_INS: The City of Auburn Hills currently has ISI brand self-contained breathing apparatus units and cylinders purchased in 2008 and is requesting trade-in value for the equipment.
ItemTrade-In Cost Per Unit
Self-Contained Breathing Apparatus$
Cylinder$
*All pricing shall be in U.S. Currency ONLY.
