REQUEST FOR PROPOSALS Solenoid Control Valves Law Enforcement Center

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1 REQUEST FOR PROPOSALS Solenoid Control Valves Law Enforcement Center Prepared by: Greg Erbert Lead facilities Maintenance Tech. (785)

2 REQUEST FOR PROPOSALS November 20, 2017 Ellis County Buildings and Grounds is issuing a Request for Proposals (RFP) for the placement of solenoid control valves for the fire sprinkler system at the Law Enforcement Center. Vendor will deliver one (1) original and two (2) copies to the following address: Ellis County Administrative Center Attention: Greg Erbert 718 Main Street Hays, Ks By 4:00 p.m. on December 15, 2017 Proposals received after the above cited time will be considered late and are not acceptable unless waived by the County Administrator. Please use the attached self-addressed label or the envelope must be clearly marked SEALED RFP SOLENOID CONTROL VALVES Please direct purchasing and procedural questions regarding this RFP to Phil Smith-Hanes at or Please direct technical questions regarding this RFP to Greg Erbert at or at Thank you for your interest in this matter.

3 I. PROPOSAL Purpose of RFP: Ellis County Buildings and Grounds is requesting vendors to submit proposals for the placement of solenoid control valves on the fire sprinkler system at the Law Enforcement Center. Proposal Terms: A. Ellis County reserves the right to reject any and all proposals received as a result of this RFP. If a proposal is selected, it will be the most advantageous regarding price, quality of service, the vendor s qualifications and capabilities to provide the specified service, and other factors which Ellis County may consider. The County does not intend to award a contract fully on the basis of any response made to the RFP; the County reserves the right to consider proposals for modifications at any time before a contract would be awarded, and negotiations would be undertaken with that proposer whose proposal is deemed to best meet the County s specifications and needs. B. Proposals must be signed by an official authorized to bind the proposer to its provisions for at least a period of 90 days. Failure of the successful proposer to accept the obligation of the contract may result in the cancellation of any award. C. In the event it becomes necessary to revise any part of the RFP, addenda will be provided. Deadlines for submission to the responses may be adjusted to allow for revisions. D. The response must include the Proposal Sheet and the Signature Page attached together with any other materials regarding the proposer s background or qualifications that the proposer wishes the County to consider in making its award. To be considered, an original proposal and two copies must be at the Administrative Center on or before the date and time specified. E. The County reserves the right to reject any or all proposals, to waive or not waive informalities or irregularities in proposals or proposal procedures, and to accept or further negotiate cost, terms, or conditions of any proposal determined by the County to be in the best interests of the County even though not the lowest bid. F. The price quotations stated in the proposer s response will not be subject to any price increase from the date on which the proposal is opened at the County Administrative Center to the mutually agreed-to date of contract. G. Proposals shall be written in ink or typewritten. No erasures are permitted. Mistakes may be crossed out and corrected and must be initialed in ink by the person signing the proposal.

4 RFP Solenoid control valves H. An Ellis County Contract will be executed between the Ellis County Commission and the awarded vendor. Ellis County reserves the right to award the total proposal, to reject any and all proposals in whole or in part, and to waive any informality or technical defects if, in Ellis County s sole judgment, the best interest of Ellis County will be so served. I. In the event the County receives two or more proposals from responsive, responsible proposers, one or more of whom are Ellis County vendors and the bids are substantially equal in price, quality and service, the County shall award the contract to the most responsive, responsible Ellis County vendor. For the purposes of this section, Ellis County vendor means a company which has maintained a physical presence in Ellis County for at least six (6) months. Presence of a single representative or salesperson is not, in and of itself, sufficient under this section to determine if a company qualifies as an Ellis County vendor if two or more bids are substantially equal. Background: The fire sprinkler system currently has five manual valves that shut off the water to the system. The valves are located in the basement of the Law Enforcement Center. The jail is located on the second floor of the Law Enforcement Center. The inmates have the ability to access the sprinkler heads in their cell area. Our proposal is to put five 24 volt solenoid control valves in place of the manual valves in the basement with the ability to shut off the system from the control room in the jail should an inmate tamper with a sprinkler head. This plan has been approved by the Hays Fire Department. Currently, the manual valves are mounted on 4 ½ O.D. piping.

5 CONTRACT PROVISIONS If a contract is awarded, the selected vendor will be required to adhere to a set of general contract provisions that will become a part of any formal agreement. These provisions include: COSTS This RFP seeks to compare the costs among different vendors based on total project cost, including provision of any labor by other trades. The total cost to complete the project must be specified on the proposal form. Keep in mind, the County is exempt from payment of sales tax under Kansas law. TERM Because the Law Enforcement Center is a secure building, timely completion of the project is essential. Also, communication between the electrician, fire sprinkler company, and fire alarm company is essential so as to not leave the system down for an extended period. INSURANCE REQUIREMENTS The contractor will maintain, at its own expense, throughout the term of the contract and any renewal period(s) insurance acceptable to the County for workers compensation, general liability (in an amount not less than $1,000,000 per occurrence) and automobile liability. COMPLIANCE WITH LAWS AND REGULATIONS The contractor will comply with all federal, state and local regulations, including but not limited to all applicable OSHA requirements. Equal Employment Opportunity laws and the Americans with Disabilities Act. The contractor will secure all applicable permits. WARRANTY The contractor will provide the County with a written warranty to repair, restore or replace defects in the compressor and/or workmanship not due to ordinary wear and tear or improper use for 12 months after completion of the project.

6 GENERAL SPECIFICATIONS 1. Replace five manual valves with five solenoid control valves. 2. Electrical work will be done by a vendor hired by Ellis County. 3. Fire alarm system hookup will be done by a vendor hired by Ellis County.

7 PROPOSAL SHEET The TOTAL cost proposed for the completion of the solenoid valve replacement project, including any subcontract work: $ Total number of days proposed to complete the project in its entirety: days Approximate time frame for completion of project. Attach a sheet listing all proposed subcontractors and their roles. This page and the signature sheet (following page) MUST be attached to any responsive proposal, together with any other information the proposer wishes the County to consider regarding qualifications. One original and two copies of all materials must be returned by the specified date.

8 Signature Page Signature Company Name Print Name Company Address Title Date City State Zip Telephone # Fax# Federal Tax ID# Address The above individual is authorized to sign on behalf of company submitting proposal. Proposals must be signed by an official authorized to bind the provider to its provisions for at least a period of 90 days. By checking this box we hereby certify that we ar.e an Ellis County company as defined in Section I., I. above. If proven otherwise you may be subject to Disbarment and/or Suspension of doing business with Ellis County.

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