HomeMy WebLinkAboutResolution - 2016-R0325 - Service Agreement - Daco Fire Equipment - Extinguisher Service And Maintenance - 09_22_2016Resolution No. 2016-RO325
Item No. 6.25
September 22, 2016
RESOLUTION
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK:
THAT the Mayor of the City of Lubbock is hereby authorized and directed to
execute for and on behalf of the City of Lubbock, a Service Agreement for Fire
Extinguisher Services and Maintenance Contract 12990, by and between the City of
Lubbock and Daco Fire Equipment in Lubbock, Texas, and related documents. Said
Contract is attached hereto and incorporated in this resolution as if fully set forth herein
and shall be included in the minutes of the City Council.
Passed by the City Council on September 22 2016
DANIEL M. P PE, MAYOR
ATTEST:
Reb ca Garza, City Secreta
APPROVED AS TO CONTENT:
Quincy Whit puty City Manager
APP AS TO FORM:
t ell Satterwhite, First Assistant City Attorney
RES.Service Agrmnt #12990 Daco Fire Equipment
9.1.16
Resolution No. 2016-RO325
CITY OF LUBBOCK, TX
CONTRACT FOR SERVICES
CONTRACT NO. 12990
FOR FIRE EXTINGUISHER SERVICES AND MAINTENANCE
THIS CONTRACT made and entered into this 22nd day of September, 2016, by and between the City of
Lubbock ("City"), and Daco Fire Equipment, ("Contractor").
WITNESSETH:
WHEREAS, the City of Lubbock duly advertised for bids for Fire Extinguisher Services and Maintenance
and bids were received and duly opened as required by law; and
WHEREAS, after careful consideration of the bid submitted by Contractor, the City authorized the
execution, in the name of the City of Lubbock a contract with said Contractor covering the purchase and delivery
of the said Fire Extinguisher Services and Maintenance.
NOW, THEREFORE, in consideration of the mutual agreement contained herein, as well as the financial
consideration hereinafter referred to, the parties hereby covenant and agree as follows:
1. In accordance with City's specifications and Contractor's bid, copies of which are attached hereto and
made part hereof, Contractor will deliver to the City, Fire Extinguisher Services and New Extinguisher
Purchases more specifically referred to as Items 1 — 16 on the bid submitted by the Contractor or in the
specifications attached hereto.
2. The City promises and agrees to employ, and does employ, the Contractor to cause to be done the work
provided for in this Contract and to complete and finish the same according to the attached specifications,
offer, and terms and conditions contained herein.
3. The Contractor shall perform the work according to the procedures outlined in the Bid Form and
Specifications attached hereto. The contract shall be for a term of one-year, with the option of four, one-
year extensions, said date of term beginning upon formal approval. The rates may be adjusted upward or
downward at this time at a percentage not to exceed the effective change in the Consumer Price Index
(CPI) for the contract for the previous 12-months. The City does not guarantee any specific amount of
compensation, volume, minimum or maximum amount of services under this contract.
4. This contract shall remain in effect until the expiration date, performance of services ordered, or
termination of by either party with a 30 day written notice. Such written notice must state the reason for
cancellation. The City of Lubbock reserves the right to award the canceled contract to the next lowest and
best bidder as it deems to be in the best interest of the city.
5. Contractor shall at all times be an independent contractor and not an agent or representative of City with
regard to performance of the Services. Contractor shall not represent that it is, or hold itself out as, an
agent or representative of City. In no event shall Contractor be authorized to enter into any agreement or
undertaking for or on behalf of City.
6. INSURANCE, SECTION A. Prior to the approval of this contract by the City, the Contractor shall
furnish a completed Insurance Certificate to the City, which shall be completed by an agent authorized to
bind the named underwriter(s) to the coverages, limits, and termination provisions shown thereon, and
which shall furnish and contain all required information referenced or indicated thereon. THE CITY
SHALL HAVE NO DUTY TO PAY OR PERFORM UNDER THIS CONTRACT UNTIL SUCH
CERTIFICATE SHALL HAVE BEEN DELIVERED TO THE CITY.
INSURANCE COVERAGE REQUIRED -
SECTION B. The City reserves the right to review the insurance requirements of this section during the
effective period of the contract and to require adjustment of insurance coverages and their limits when
deemed necessary and prudent by the City based upon changes in statutory law, court decisions, or the
claims history of the industry as well as the Contractor.
SECTION C. The Contractor shall obtain and maintain in full force and effect for the duration of this
contract, and any extension hereof, at Contractor's sole expense, insurance coverage written by companies
approved by the State of Texas and acceptable to the City, in the following type(s) and amount(s):
TYPE OF INSURANCE
GENERAL LIABILITY
® Commercial General Liability ❑ Other
❑ Claims Made ® Occurrence
❑ W/Heavy Equipment
❑ To Include Products of Complete Operation Endorsements
PROFESSIONAL LIABILITY
El
AUTOMOTIVE LIABILITY
® Any Auto
❑ Scheduled Autos
❑ Non -Owned Autos
EXCESS LIABILITY
❑ Umbrella Form
GARAGE LIABILITY
❑
Any Auto
❑
BUILDER'S RISK
❑
INSTALLATION FLOATER
❑
POLLUTION-
❑
CARGO
❑ All Owned Autos
❑ Hired Autos
COMBINED SINGLE LIMIT
General Aggregate
Products-Comp/Op AGG X
Personal & Adv. Injury X
Contractual Liability X
Fire Damage (Any one Fire)
Med Exp (Any one Person)
General Aggregate
Combined Single Limit
Each Occurrence b'gU
Each Occurrence
Aggregate
Auto Only - Each Accident _
Each Accident Aggregate _
❑ 100% of the Total Contract Price
❑ 1001/o of the Total Material Costs
® WORKERS COMPENSATION — STATUTORY AMOUNTS OR OCCUPATIONAL MEDICAL AND DISABILITY
® EMPLOYERS' LIABILITY
OTHER: COPIES OF ENDOSEMENTS ARE REQUIRED
® City of Lubbock named as additional insured on Auto/General Liability on a primary and non-contributory basis.
® To include products of completed operations endorsement.
® Waiver of subrogation in favor of the City ofLubbock on all coverages, except
The City of Lubbock shall be named as an -additional insured on a primary and non-contributory basis and
shall include a waiver of subrogation in favor of the City on all liability coverage's except professional
liability. A waiver of subrogation will be required on workers comp coverages. All Copies of the
Certificates of Insurance and all applicable endorsements are required.
ADDITIONAL POLICY ENDORSEMENTS
The City shall be entitled, upon request, and without expense, to receive copies of the policies and all
endorsements thereto and may make any reasonable request for deletion, revision, or modification of
particular policy terms, conditions, limitations, or exclusions (except where policy provisions are
established by law or regulation binding upon either of the parties hereto or the underwriter of any of such
policies). Upon such request by the City, the Contractor shall exercise reasonable efforts to accomplish
such changes in policy coverages, and shall pay the cost thereof.
REQUIRED PROVISIONS
The Contractor agrees that with respect to the above required insurance, all insurance contracts and
certificate(s) of insurance will contain and state, in writing, on the certificate or its attachment, the
following required provisions:
a. Name the City of Lubbock and its officers, employees, and elected representatives as additional
insureds, (as the interest of each insured may appear) as to all applicable coverage;
b. Provide for 30 days notice to the City for cancellation, nonrenewal, or material change;
c. Provide for notice to the City at the address shown below by registered mail;
d. The Contractor agrees to waive subrogation against the City of Lubbock, its officers, employees, and
elected representatives for injuries, including death, property damage, or any other loss to the extent
same may be covered by the proceeds of insurance;
e. Provide that all provisions of this contract concerning liability, duty, and standard of care together
with the indemnification provision, shall be underwritten by contractual liability coverage sufficient
to include such obligations within applicable policies.
NOTICES
The Contractor shall notify the City in the event of any change in coverage and shall give such notices not
less than 30 days prior the change, which notice must be accompanied by a replacement CERTIFICATE
OF INSURANCE.
All notices shall be given to the City at the following address:
Marta Alvarez, Director of Purchasing and Contract Management
City of Lubbock
1625 13a' Street, Room 204
Lubbock, Texas 79401
SECTION D. Approval, disapproval, or failure to act by the City regarding any insurance supplied by
the Contractor shall not relieve the Contractor of full responsibility or liability for damages and accidents
as set forth in the contract documents. Neither shall the bankruptcy, insolvency, or denial of liability by
the insurance company exonerate the Contractor from liability.
7. Neither the City nor the Contractor shall assign, transfer or encumber any rights, duties or interests
accruing from this Contract without the written consent of the other.
8. The City reserves the right to exercise any right or remedy available to it by law, contract, equity, or
otherwise, including without limitation, the right to seek any and all forms of relief in a court of competent
jurisdiction. Further, the City shall not be subject to any arbitration process prior to exercising its
unrestricted right to seek judicial remedy. The remedies set forth herein are cumulative and not exclusive,
and may be exercised concurrently. To the extent of any conflict between this provision and another
provision in, or related to, this document, this provision shall control.
9. At any time during the term of the contract, or thereafter, the City, or a duly authorized audit representative
of the City or the State of Texas, at its expense and at reasonable times, reserves the right to audit
Contractor's records and books relevant to all services provided to the City under this Contract. In the
event such an audit by the City reveals any errors or overpayments by the City, Contractor shall refund
the City the full amount of such overpayments within thirty (30) days of such audit findings, or the City,
at its option, reserves the right to deduct such amounts owing the City from any payments due Contractor.
10. All fonds (ilr payment by the city t mlcr this contract arc subject to (he availability of an annual appropri.ltiorl
for this purpose by the City. In the event of norlappropriation of ftinds by the City Council of the City of
Lubbock for the 000ds or services provided under the contract, the City will terminate the contract, without
termination charge or other liability, on the last day of the then -current fiscal year or when the appropriation
made for the then -current year for the goods or services covered by this contract is spent; whichever event
occurs first, [fat any time funds arc not appropriated for the continuance of this contract, cancellation shall be
accepted by the Seller on thirty (30) days prior written notice, but failure to give such notice shall be of no
effect and the City shall not be obligated under this contract beyond the date of termination.
11. The Contractor shall not assign or sublet the contract, or any portion of the contract, without written consent
from the Director of Purchasing and Contract Management. Should consent be given, the Contractor shall
insure the Subcontractor or shall provide proof on insurance from the Subcontractor that complies with all
contract Insurance requircincnts.
12. This Contract consists of the following documents set forth herein; Invitation to Bid No. 16-12990-K\1
Specifications, and the Bid Form.
IN WITNESS WHEREOF, the parties hereto have caused this Contract to be executed the day and year first
above «Titten. Executed in triplicate.
C1 Y OF LU OCK
DANIEL M. PO , MAYOR
ATTEST:
- — . Lo... I- 511c,
Reb cea Garza, City Secret y
APR VED AS 'f0 CONTENT:
Marla Alvarez, Director of 1'urchasin,
C0111nict Man"wrCilleill `
APPROVED A O
Mitch Satterwhite, rrst Assistant City Attorney
CONTRACTOR
BY .y d Zf Z
Authorized Rep/f
�reseji-tative
. 3 i/VV iVkl
Print Naive
P
Address
_Lwk6ccL lk -n4o::
City, State, Zip Code
SUBMIT TO:
CITY OF LUBBOCK
Purchasing &Contract Management
Citot LUBBOCK,�
CITY OF X
1625 13`h Strcet, Rm 204
4i�bbo'�k
O ID
INVITATION T BLubbock,
TX 79401-3830
ANT EQUAL
NO. 16-12990-KM
CONTACT PERSON:
Kristen McAvoy, Buyer
OPPORTUNITY
EMPLOYER
TEL: 806.775.2163
FAX: 806.775.2164
EMAIL: KMcAvo0—mnv1ubbock.us
TITLE: Fire Extinguisher Services and Maintenance
SUBMITTAL DEADLINE:
August 17, 2016 at 3:00 pm CST
Pre -Bid Meeting: August 10, 2016 at 10:00 am CST,
4n), bie& receired nficr t/re time aed dare listed obore, regardless ojr/te
1625 13"' Street Room 204 Lubbock, TX 79401
nrodeojdelfrery, shall be recanted mrapened
L
RESPONDENT NAME:
LABEL THE OUTSIDE OF YOUR SEALED BID WITH THE ITB
1
NUMBER, THE CLOSING DATE AND TE%IE, AND YOUR COMPANY
NAME AND ADDRESS.
MAILING ADDRESS:
IF RETURNING AS A "NO BID", PLEASE COMPLETE AND RETURN THE
"STATEMENT OF NO BID".
CITY — STATE — ZIP:
THE CITY OF LUBBOCK RESERVES THE RIGHT TO ACCEPT OR REJECT
L:UANY
AND ALL BIDS IN WHOLE OR IN PART AND WAIVE, ANY
INFORMALITY IN THE COMPETITIVE BID PROCESS. FURTHER, THE
TELEPHONE NO:
CITY RESERVES TI1L: RIGI IT TO ENTER INTO ANY CONTRACT DEEMED
gn
TO BE IN TI IE BEST INTEREST OF THE CITY.
IT 1S THE INTENT AND PURPOSE OF THE CITY OF LUBBOCK THAT T1[IS
FAX NO:
'—
REQUEST PERMITS COMPETITIVE BIDS. IT IS THE BIDDER'S
RESPONSIBILITY TO ADVISE THE CITY OF LUBBOCK PURCHASING
E-MAIL:
DIRECTOR IF ANY LANGUAGE, REQUIREMENTS, ETC., OR ANY
COMBINATIONS THEREOF, INADVERTENTLY RESTRICTS OR LIMITS
FEDERAL TAX [D NO. OR SOCIAL SECURITY NO.
THE REQUIREMENTS STATED IN THIS ITB TO A SINGLE SOURCE. SUCH
NOTIFICATION MUST BE SUBMITTED IN WRITING AND MUST BE
12-:1
RECEIVED BY THE PURCHASING DIRECTOR NO LATER THAN FIVE (5)
"
BUSINESS DAYS PRIOR TO THE ABOVE SUBMITTAL DEADLINE.
THE BIDDER HEREBY ACKNOWLEDGES RECEIPT OF AND AGREES ITS BID IS BASED ON ANY ADDENDA POSTED ON
BIDSYNC.CO.N1 YES NO
The City of Lubbock Charter states that no officer or employee of the City can benefit from any contract, job, work or service for the municipality or be
interested in the sale to the City of any supplies, equipment, material or articles purchased. Will any officer or employee of the City, or member of their
immediate family, benefit from the award of this bid to the above firm? YES NO
IN COMPLIANCE WITH THIS SOLICITATION, THE UNDERSIGNED BIDDER HAVING EXAMINED THE INVITATION TO BID AND
SPECIFICATIONS, AND BEING FAMILIAR WITH THE CONDITIONS TO BE MET, HEREBY SUBMITS THE FOLLOWING BID FOR
FURNISHING THE MATERIAL, EQUIPMENT, LABOR AND EVERYTHING NECESSARY FOR PROVIDING THE ITEMS LISTED ON THE
ATTACHED BID FORM AND AGREES TO DELIVER SAID ITEMS AT THE LOCATIONS AND FOR THE PRICES SET FORTH ON THE BID
FORM. AN INDIVIDUAL AUTHORIZED TO BIND THE COMPANY MUST SIGN THE FOLLOWING SECTION. FAILURE TO EXECUTE THIS
PORTION MAY RESULT IN BID REJECTION.
By my signature I certify that this offer is made without prior understanding, agreement, or connection with any corporation, firm, business entity, or person
submitting an offer for the same materials, supplies, equipment, or service(s), and is in all respects fair and without collusion or fraud. I further agree that if
the offer is accepted, the offeror will convey, sell, assign, or transfer to the City of Lubbock all right, title, and interest in and to all causes of action it may
now or hereafter acquire under the Anti-trust laws of the United States and the State of Texas for price fixing relating to the particular commodity(s) or
service (s) purchased or acquired by the City of Lubbock. At the City's discretion, such assignment shall be made and become effective at the time the City
tenders fieat7Payment to the ven4K ,
r-e- L`X-�-i l+�G U.i ��Q�r' TeA
Authorized Signature Title
` R�C_P_ �9r+kuv 91
Print/Type Name Date
THIS FORM MUST BE COMPLETED AND RETURNED WITH YOUR RESPONSE.
Bidder's Name: Q3_0_0 Fwc 6c),
S:Purchase/Bid Docs/ITB 16-12990-KM Fire Extinguisher Services and Maintenance
City of Lubbock, TX
Purchasing and Contract Management
Fire Extinguisher Services and Maintenance
BID FORM
In compliance with the Invitation to Bid 16-12990-KM, the undersigned Bidder having examined the Invitation to Bid and
Specifications, and being familiar with the conditions to be met, hereby submits the following Bid for furnishing the material,
equipment, labor and everything necessary for providing the items listed below and agrees to deliver said items at the locations
and for the prices set forth on this form. A bid will be subject to being considered irregular and may be rejected if it shows
omissions, alterations of form, conditional alternate bids, additions or alternates in lieu of the items specified, if the unit
prices are obviously unbalanced (either in excess of or below reasonably expected values), or irregularities of any kind. The
Invitation to Bid 16-12990-KM is by reference incorporated in this contract. The Bid Form must be completed in blue or
black ink or by typewriter.
Unit
ITEM
QTY
of
DESCRIPTION
FLAT RATE
EXTENDED COST
Measure
SERVICES AND REPAIRS
(PER UNIT)
(QTY x FLAT RATE)
Annual Inspection and Services for Dry
1.
528
Each
Chemical and CO2 Portable Extinguishers as
S
.� � o D
specified herein.L
L
Recharging and 6-year Maintenance for 5 lb
2.
100
Pound
Dry Chemical Extinguishers as specified
rl DC
L
herein.
Recharging and 6-year Maintenance for 10 lb
3.
100
Pound
Dry Chemical Extinguishers as specified
��
`D 2 S
herein.
Recharging and 6-year Maintenance for 20 lb
4.
50
Pound
Dry Chemical Extinguishers as specified
3
`0
herein.
5.
50
Pound
Recharging for 51b CO2 Extinguisher as
GU
specified herein.
6.
50
Pound
Recharging for 101b CO2 Extinguisher as
specified herein.
7.
50
Pound
Recharging for 151b CO2 Extinguisher as
,
��
specified herein.
C
8.
25
Pound
Recharging for 201b CO2 Extinguisher as
herein.
oG
k
Ga
S 2Z so
specified
(�
9.
100
Cylinder
Hydrostatic Testing - Dry Chemicals as
herein.
,
1
++ 00
b
specified
l.�
f
10.
50
Cylinder
y
Hydrostatic Testing - High Pressure as
specifted herein.
°jj
06
-15 o 1=7
TOTAL COST (Items 1 —10)
2 , fl j �
$ 12, 0 Y�
Discount (%) off Catalog or
Catalog/Price List
ITEM
DESCRIPTION
Price List
Name*
NEW EXTINGUISHER PURCHASES
it.
Discount off catalog/price list for: Dry Chemical
%
--L5
Extinguishers
12
Discount off catalog/price list for: CO2
O�p
r 11$i-
Extinguishers
2
13.
Discount off catalog/price list for: Hoses, gauges and
0/
�`��
-81''C�u5 i
valves and other related parts.
O�
pa, i
4
S:PurchaseBid Docs/ITB 16-12990-KM Fire L-xtin2uisher Services and Maintenance
14.
Discount off catalog/price list for: Wall Hangers.
Uyf1 6�
w7 ft .0
15.
Discount off catalog/price list for: Light Duty
(9818) / Heavy Duty (9806) vehicle brackets or
iS5 1 j
equivalent.
Option #1
16.
Travel Charge Per Mile, as specified herein.
S
/L
*Catalogs/Pricelists are required to be submitted with bid submittal.
Unless otherwise specified herein, the City may award the bid either item -by —item or on an all -or -none basis for any
item or group of items shown on the bid.
Do you have loaner units to put in place of a unit being pulled and taken off -site for testing or servicing?
How many days do you require for testing of a unit off -site? i +L%:, p ice* S % d Y,5
How many days do you require for servicing of a unit off -site? C1t
The City of Lubbock is seeking a contract for Fire Extinguisher Services and Maintenance with one or more
contractors. In order to assure adequate coverage, the City may make multiple awards, selecting multiple vendors to
provide the products desired, if multiple awards are in the best interest of the City. A decision to make a multiple
award of this Bid, however, is an option reserved by the City, based on the needs of the City.
PAYMENT TERMS AND DISCOUNTS - Bidder offers a prompt payment discount of _%, net calendar days.
Unless otherwise indicated on the Bid Form, payment terms will be NET 30 DAYS. The City will pay the successful bidder
within thirty days after the receipt of a correct invoice or after the date of acceptance, whichever event occurs later. Discounts
for prompt payment requiring payment by the City within a stipulated number of days will be interpreted as applying within
the stipulated number of calendar days after the date of receipt by the City of a correct invoice or after the date of acceptance
that meets contract requirements, whichever event occurs later. Discounts for payment in less than ten days will not be
considered.
MOST FAVOURED PRICING: The Bidder certifies that the price quoted is not in excess of the lowest price charged anyone
else, including its most favoured customer, for like quality and quantity of the products/services; does not include an element
of profit on the sale in excess of that normally obtained by the Bidder on the sale of products/services of like quality and
quantity; and does not include any provision for discounts to selling agents. If at any time during the contract period, the
supplier should sell or offer for sale to any other customer, an equal or less quantity of similar contract products of like or
better quality, at a lower net price(s) than provided herein, supplier agrees to notify the City and sell same product(s) at the
lower price(s) on all deliveries made during the period in which such lower price(s) is effective.
INTERLOCAL PURCHASING (optional): The City desires to make- available to other local governmental entities of the
State of Texas, by mutual agreement with the successful bidder, and properly authorized interlocal purchasing agreements as
provided for by the Interlocal Cooperation Act (Chapter 791, Government Code), the right to purchase the same services, at
the prices quoted, for the period of this contract. Each bidder shall indicate on the Bid Form in the space provided below if
he/she will honor Political Subdivision orders in addition to orders from the City of Lubbock. Should these other
governmental entities decide to participate in this contract, would you (the bidder) agree that all terms, conditions,
specifications, and pricing would apply?
Other governmental entities that might have interests in this contract are Frenship Independent School District,
Lubbock Housing Authority, Lubbock County, Lubbock County Hospital District, Lubbock Independent School
District, South Plains Association of Governments, City of Texarkana, Texas Tech University, West Texas Municipal
Power Agency, Lynn County, and City of Wolfforth.
YES V� NO
• If you (the bidder) checked YES, the following will apply:
• Governmental entities utilizing Interlocal Agreements for Cooperative Purchasing with the City of Lubbock will be
eligible, but not obligated, to purchase materials/services under the contract(s) awarded as a result of this solicitation.
All purchases by governmental entities other than the City of Lubbock will be billed directly to that governmental
entity and paid by that governmental entity. City of Lubbock will not be responsible for another governmental
entity's debts. Each governmental entity will order their own materials/service as needed.
5
S:PurchaseBid Does/ITB 16-12990-KM Fire Extinguisher Services and Maintenance
THIS BID IS SUBMITTED BY *f'ctr.0 F EGiI Ur►9h4 a corporation organized under the laws of
the State of �C'�je�� , or a partnership consisting of or individual
trading as
Finn: U
City:
Bidder acknowledges receipt of the following addenda:
Addenda No. Date
Addenda No. Date
M/WBE Firm:
By
An
Representative - must sign by hand
of the City of
State: 1C. Zip
Addenda No. Date
Addenda No. Date
Date: a 1! i I I (fj
Officer Name and Title: ,L- U I 'T M51( jt )'1' '
Please Print
Business Telephone Number: S&, -70 -G&W FAX:
E-mail Address: .J�i 6,&a�fi
�- W__, W yl
6
STurchase/Bid Docs/ITB 16-12990-KM Fire Extinguisher Services and Maintenance
City of Lubbock, TX
Specifications For
Fire Extinguisher Services and Maintenance
I. Scope of Work
1.1. The intent of this Invitation to Bid (ITB) is to establish a Fire Extinguisher Services and Maintenance contract with
one or multiple contractors that will inspect, test, labor, materials, tools, equipment, and supervision for the
maintenance and repair and installation of fire extinguishers as well as furnish new fire extinguishers as approved,
which shall be required during the period of time covered by this bid, for various locations of City Departments,
vehicles, and equipment. The quantities shown are approximate and are for the purpose of bid evaluation. The
City reserves the right to order such services as may be required during the said period.
1.2. The vendor will be responsible for scheduling on -site visits with the city department five days prior to bid closing.
1.3. The vendor shall notify the Facilities Maintenance Supervisor when any unit has been used and/or needs total
replacement. Vendor shall not perform maintenance on any portable fire extinguisher if the cost of such repairs
will exceed 50 percent of the current manufacturer's list price for the same type of unit with identical capacity.
The point of contact for each building, as determined by the Facilities Maintenance Supervisor shall be contacted
prior to visit to the site. Installing new extinguishers must have approval from Facilities Maintenance Supervisor.
Facilities Maintenance Supervisor will contact using department before authorizing any purchase.
1.4. Vendor shall furnish all repair and replacement parts including but not limited to lock pins, nozzles, valves, seals,
0-rings, nitrogen cylinders, extinguishing agents, hoses, and adapters. Those parts furnished shall be matched to
the manufacturer's published requirements. Instruction labels are to be replaced as needed during inspection. Also,
a loaner extinguisher shall be placed at any site where a current unit is removed for offsite repair or servicing.
H. Specifications
2.1 Maintenance and Certification
Fire extinguishers are subject to maintenance by a licensed portable fire extinguisher technician at least once a year.
The maintenance procedure must include a thorough inspection of mechanical parts, extinguishing agent, and
expelling means. The complete inspection ensures:
a. The extinguisher is located in its designated place.
b. There are no obstructions to access or visibility.
C. Operating instructions on the nameplate are legible and facing outward.
d. Safety seals and tamper indicators are not broken or missing.
e. Extinguisher is at its proper gross weight as specified on the nameplate.
f. There exists no obvious physical damage, corrosion, leakage, or clogging.
g. Pressure gauge reading is in the operable range.
h. Required labeling is in place.
Upon completion of the above steps, a certification tag is attached to the fire extinguisher and the tamper seal is
replaced (color matched to the certification tag). Set forth by NFPA10 (Fire Extinguisher Standards) and
Manufactures specifications and the Texas Department of Insurance rules referenced in
lig2://w-mv.tdi.state.tx.us/fire/documents/finextingst4t.pdf.
2.2 Recharge
In the recharge process, the extinguisher is emptied of all its contents and essential mechanical parts are dismantled,
inspected and cleaned. Any defective or worn parts are replaced, the cylinder is filled with the proper amount of
extinguishing agent, and the fire extinguisher is reassembled with verification of service collar in place and
pressurized. A leak test is performed to assure proper containment of pressure and contents.
33
STurchase/Bid Docs/rr13 16-12990-KM Fire Extinguisher Services and Maintenance
Following the recharge process, the extinguisher is inspected according to the procedures outlined under
"Maintenance and Certification".
2.3 Six Year Maintenance
Every six years, whether the fire extinguisher is used or not, all stored -pressure types that require a six year
hydrostatic test must be emptied and are subject to recharge according to procedures outlined under "Recharge"
and a thorough internal and external inspection. Upon completion, a Six Year Maintenance label is affixed to the
side or rear of the extinguisher cylinder, indicating the month and year service was performed per NFPA 10 (Fire
Extinguisher Standards).
2.4 Hydrostatic Testing
Stored -pressure fire extinguishers are required to be hydrostatically tested in order to assess the ability of a stored -
pressure fire extinguisher to safely hold contents under pressure. Hydrostatic testing must be performed according
to intervals and procedures specified by the NFPA 10.
Hydrostatic testing must include internal and external visual examination of the cylinder. If the cylinder shows
evidence of dents, mechanical injury, or corrosion, it is to be condemned.
If an extinguisher passes hydrostatic testing, it will be recharged according to procedures outlined under "Recharge"
and labeled according to NFPA 10.
The City of Lubbock reserves the right to replace extinguishers that are out of hydrostatic compliance if it is more
economical to do so.
2.5 Service Call
The service call is the one-time trip charge per facility to be included in the cost of the inspections and / or
maintenance performed on all of the extinguishers for the facility and/or vehicles. Any extinguishers missed during
the annual inspection by the vendor will not be subject to a trip charge if called back to perform an inspection on
that extinguisher. The service company will schedule each facility with the Facilities Maintenance staff so that a
staff member will be present during the inspection. The service call will apply to calls for new fire extinguishers
or to recharge extinguishers that have gone defective after the inspection is performed.
The vendor shall maintain the following information on each fire extinguisher for the City of Lubbock:
a. Exact location of each item tested, including system address or zone location.
b. Test results.
c. Any discrepancies found shall be noted individually and on a separate summary page.
d. Inspection documentation shall be provided to City of Lubbock personnel and copies shall be archived by
vendor.
2.6 New Fire Extinguishers
2.6.1 Pricing: Per unit pricing on new and/or replacement fire extinguisher shall include any freight or delivery
charges F.O.B. destination to any City Department location.
2.6.2 All extinguishers quoted must have steel shells, metal valves and discharge levers.
2.6.3 All quantities are approximate, estimated annual quantities only, and not a commitment to
purchase. All orders will be placed on an "as needed basis only'.
M. VENDOR QUALIFICATIONS
3.1 The required annual maintenance of portable fire extinguishers must be performed by a trained extinguisher service
technician, licensed by the State Fire Marshal's Office.
34
STurchaseBid Docs/rB 16-12990-KM Fire Extinguisher Services and Maintenance
3.2 The service technician must have the appropriate servicing manual(s), the proper type of tools, recharge materials,
lubricants and manufacturers recommended replacement parts. All work performed must comply with NFPAl0
(Fire Extinguisher Standards), and local City codes.
3.3 The vendor shall ensure that each portable fire extinguisher is fully inspected, tested, recharged and functionally
serviced during a specified annual period to ensure ongoing operational readiness of all units at all locations.
3.4 All known deficiencies affecting extinguishing efficiency at any location shall be identified and reported in writing
to the City representative, upon completion of inspection at each location. Vendor list shall include the type, capacity
and location of the deficient units.
3.5 The vendor shall have a current certificate of registration with the State Fire Marshall. The vendor's technicians
assigned to this service shall be licensed by the State Fire Marshall to work on portable fire extinguishers. A copy
of the license shall be provided for the City of Lubbock Facilities Department.
3.6 The vendor shall provide a continuous on -site work force during regular working hours, until completion of
scheduled annual maintenance and inspection of all portable fire extinguishers has been completed at the locations
listed on Attachment A. The vendor shall make every effort to prevent interference with the daily activities of the
building occupants during the service. For the purpose of this bid, regular working days are defined as between 8:00
a.m. and 5:00 p.m., Monday through Friday except on City's observed holidays see "Exhibit B".
VI. LOCATION
4.1. Portable fire extinguishers locations are shown on "Exhibit A". The City of Lubbock reserves the right to add or
delete locations.
V. PRICING
5.1 Prices shall include travel required to and from respective building sites with the exception of locations outside City
of Lubbock limits. Vendor's pricing, per unit, shall include service call charge, all of the vendor's overhead,
including, but not limited to, trip related charges and mileage. Only the cost of inspection, maintenance, repairs,
recharging, parts and replacements will be paid under this contract.
5.2 Replacement or new extinguishers are to be priced at catalog list price less discount. Catalog to be included with
bid and at each contract renewal.
VI. SCHEDULING
6.1 Inspections shall be performed at a date and time consistent with pre -established preventive maintenance schedules
established. Each site inspection shall be scheduled with a City representative, at least three working days in advance
of the inspection date. Inspections, pick-ups, and returns of all units shall be performed between the hours of 8:00
a.m. and 5:00 p.m., Monday through Friday, except on City observed holidays, see `'Exhibit B".
6.2 During the inspections, or as -needed, the vendor shall pick up and transport any portable fire extinguisher found
that requires repair and/or recharging within 24 hours of identification. Unit shall be transported to the vendor's
location, serviced, and returned to the original location within 48 hours of notification. Before transporting any unit,
the vendor shall immediately replace the unit with an identical type unit of equal or greater capacity.
VII. MATERIAL WARRANTY
7.1 Parts furnished under the contract are to be the latest improved models in current production, as offered to
commercial trade, and shall be of quality material. USED, SHOPWORN, DEMONSTRATOR, PROTOTYPE,
RECONDITIONED OR DISCONTINUED MODELS OR MATERIALS ARE NOT ACCEPTABLE. The
warranty period for vendor provided materials shall be for a period of one year after completion of the installation
or within the manufacturer's warranty, whichever is the later period. The warranty period shall commence upon
date of acceptance by City of Lubbock. Vendor shall provide the authorized City representative with all
manufacturers' warranty documents upon completion of installation and prior to leaving the job site.
35
S:Purchase/Bid Docs/ITB 16-12990-KM Fire Extinguisher Services and Maintenance
VIII. PERFORMANCE WARRANTY
8.1 Work performed under the contract shall meet all applicable requirements of the latest revision of ANSI/UL77,
SNSI/UL 299, and NFPA 10-2010. Tile vendor shall guarantee all work included in the purchase order against
any defects in workmanship; and shall satisfactorily correct, at no cost to the City, any such defect that may become
apparent within a period of one year after completion of work. Tile warranty period shall commence upon date of
acceptance by City of Lubbock.
IX. SERVICE COMPLETION CONFIRMATION
9.1 The vendor shall provide written confirmation to the city within 48 hours of completion of this service that all
portable fire extinguishers at each location have been identified, tested per the requirements stated in this
specification, and an appropriate status tag attached to each unit.
X. BUILDING RESTRICTIONS
10.1 PARKING: The vendor shall make arrangements with the City representative to off-load tools and
equipment at the job site.
10.2 RESTROOMS: Restrooms shall not be used for the washing of tools and equipment.
10.3 SECURITY: The vendor shall be responsible for providing and updating a list of the vendor's employees working
at any of the locations. Vendor shall comply with all security measures required by City. All facets of building
security will be discussed with all bidders during the pre -bid conference and with the awarded vendor at a post -
award meeting.
XI. OPTIONAL TRAVEL CHARGE
11.1 Using departments located outside City of Lubbock limits have the option to:
11.1.1 Approve travel charges for services and maintenance by the vendor to departments located outside City
limits prior to services being rendered, or
11.1.2 Using departments can collect all units to be serviced and exchanged for loaner units. The department will
deliver these units to the vendor for service and loaner units. Once service is complete, the department will be
responsible for retrieving the serviced units and for returning the loaner units. There will not be a travel charge
assessed with this option.
36
STurchase/Bid Docsf[TB 16-12990-KM Fire Extinguisher Services and Maintenance
City of Lubbock, TX
Fire Extinguisher Services and Maintenance
Bid Tabulation
September 22, 2016
ITB 16-12990-KM
Fire Extinguisher Services and Maintenance
Item UINI Qty Description/Vendor Location Unit Cost Extended Cost
1 EA 528 Annual Inspection and Services for Dry Chemical and CO2 Portable Extinguishers
Daco Fire Equipment Lubbock, TX $ 5 2,376
Lubbock Fire Extinguisher Service Lubbock, TX 8 3,960
AFA Inc. dba AAA Fire Lubbock, TX 8 4,224
2 EA 100 Recharging and 6-year Maintenance for 5 lb Dry Chemical
Daco Fire Equipment
Lubbock, TX
20
2,000
AFA Inc. dba AAA Fire
Lubbock, TX
27
2,650
Lubbock Fire Extinguisher Service
Lubbock, TX
30
2,995
3 EA 100
Recharging and 6-year Maintenance for 10 lb Dry Chemical
Daco Fire Equipment
Lubbock, TX
25
2,500
AFA Inc. dba AAA Fire
Lubbock, TX
37
3,650
Lubbock Fire Extinguisher Service
Lubbock, TX
37
3,695
4 EA 50
Recharging and 6-year Maintenance for 20 lb Dry Chemical
Lubbock Fire Extinguisher Service
Lubbock, TX
20
998
Daco Fire Equipment
Lubbock, TX
30
1,500
AFA Inc, dba AAA Fire
Lubbock, TX
57
2,825
5 EA 50
Recharging for 51b CO2 Extinguisher
Daco Fire Equipment
Lubbock, TX
10
500
Lubbock Fire Extinguisher Service
Lubbock, TX
20
998
AFA Inc. dba AAA Fire
Lubbock, TX
31
1,525
6 EA 50
Recharging for 101b CO2 Extinguisher
Daco Fire Equipment
Lubbock, TX
10
500
Lubbock Fire Extinguisher Service
Lubbock, TX
20
998
AFA Inc. dba AAA Fire
Lubbock, TX
41
2,025
7 EA 50
Recharging for 151b CO2 Extinguisher
Lubbock Fire Extinguisher Service
Lubbock, TX
20
998
Daco Fire Equipment
Lubbock, TX
30
1.500
AFA Inc. dba AAA Fire
Lubbock, TX
51
2,525
8 EA 25
Recharging for 201b CO2 Extinguisher
Daco Fire Equipment
Lubbock, TX
10
250
Lubbock Fire Extinguisher Service
Lubbock, TX
20
499
AFA Inc. dba AAA Fire
Lubbock, TX
61
1,513
9 EA 100
Hydrostatic Testing - Dry Chemicals
Daco Fire Equipment
Lubbock, TX
10
1,000
Lubbock Fire Extinguisher Service
Lubbock, TX
16
1,595
AFA Inc. dba AAA Fire
Lubbock, TX
20
2,000
10 EA 50
Hydrostatic Testing - High Pressure
Daco Fire Equipment
Lubbock, TX
15
750
Lubbock Fire Extinguisher Service
Lubbock, TX
16
798
AFA Inc. dba AAA Fire
Lubbock, TX
25
1,250
City of Lubbock, TX
Fire Extinguisher Services and Maintenance
Bid Tabulation
September 22, 2016
New Extinguisher Purchase Discount % Extended Cost
Daco Fire Equipment Lubbock, TX 25%
AFA Inc. dba AAA Fire Lubbock, TX 10%
Lubbock Fire Extinguisher Service Lubbock, TX 0%
Outside of City of Lubbock Limits
Travel Charge Per Mile
AFA Inc. dba AAA Fire
Lubbock. TX 1
Daco Fire Equipment
Lubbock, TX 1.5
Lubbock Fire Extinguisher Service
Lubbock, TX No Bid
Items I - 10
Daco Fire Equipment
Lubbock, TX S 12,876
Lubbock Fire Extinguisher Service
Lubbock; TX 17,531
AFA Inc. dba AAA Fire
Lubbock, TX 24,187
CERTIFICATE OF INTERESTED PARTIES
FORM 1295
loll
Complete Nos. 1- 4 and 6 i1 there are interested parties.
OFFICE USE ONLY
Complete Nos. 1, 2, 3, 5, and 6 if there are no interested parties.
CERTIFICATION OF FILING
Certificate Number:
1 Name of business entity filing form, and the city, state and country of the business entity's place
of business.
2016-107164
Daco Fire Equipment
Lubbock, TX United States
Date Filed:
09/01/2016
2 Name of governmental entity or state agency that is a party to the contract for which the form is
being Tiled.
City of Lubbock
Date Acknowledged:
3 Provide the identification number used by the governmental entity or state agency to track or identify
description of the services, goods, or other property to be provided under the contract.
the contract, and provide a
ITB16-12990-KM
sales and service of fire extinguishers
4
Name of Interested Party
City, State, Country (place of business)
Nature of interest
(check applicable)
Controlling
I Intermediary
5 Check only if there is NO Interested Party.
X
6 AFFIDAVIT I swear, or affirm, der pen f perjury, that the above disclosure is true and correct.
•1►?Y•p4B•, AVONNE OFENSTEIN
N TAR PUBLIC
ID# 124068962
of TexaS St
FaF+' Commate s i ature of authorized agent of contracting business entity
Exp. 07-05-2020
r
AFFIX NOTARY STAMP / SEAL ABOVE
Sworn to and subscribed before me, by the said (111111ria 1 l�!' , this the
�_ day of
20 1 r 0 , to certify which, witness my hand and eal of office.
01,6 MAL Labe, A--
kri ng
�nis
Signature o offc r administering oath Printed name of officer aPi t oath Title of officer ministering oath
Forms provided by Texas Ethics Commission www.ethics.state.tx.us Version V1.0.277
CERTIFICATE OF INTERESTED PARTIES
FORM 1295
l of l
Complete Nos. 1- 4 and 6 if there are interested parties.
Complete Nos. 1, 2, 3, 5, and 6 if there are no interested parties.
OFFICE USE ONLY
CERTIFICATION OF FILING
Certificate Number:
2016-107164
Date Filed:
09/01/2016
Date Acknowledged:
09/06/2016
1 Name of business entity filing form, and the city, state and country of the business entity's place
of business.
Daco Fire Equipment
Lubbock, TX United States
2 Name of goverrimental entity or state agency that is a party to the contract for which the form is
being filed.
City of Lubbock
3
Provide the identification number used by the governmental entity or state agency to track or identify the contract, and provide a
description of the services, goods, or other property to be provided under the contract.
ITB16-12990-KM
sales and service of fire extinguishers
4
Name of Interested Party
City, State, Country (place of business)
Nature of interest
(check applicable)
Controlling
I intermediary
5
Check only if there is NO Interested Party.
X
6
AFFIDAVIT I swear, or affirm, under penalty of perjury, that the above disclosure is true and correct.
Signature of authorized agent of contracting business entity
AFFIX NOTARY STAMP / SEAL ABOVE
Sworn to and subscribed before me, by the said this the day of
20 , to certify which, witness my hand and seal of office.
Signature of officer administering oath Printed name of officer administering oath Tide of officer administering oath
Forms provided by Texas Ethics Commission www.ethics.state.tx.us Version V1.0.277