IFB #C25-33025 Commercial Exhaust Hood Fire Suppression System, Service/ Repair, & Preventative Maintenance Service and Repair (Sacramento County)

A) Type of Service
1) The Department of Rehabilitation's (DOR) Business Enterprise Program (BEP) equipment is located in State, Federal, County office buildings, privately owned buildings cafeterias, snack bars, convenience stores and vending machine facilities.
2) The Contractor will provide semiannual, or as required, Commercial Exhaust Hood Fire Suppression System Services, Repairs & Preventative Maintenance for the Department of Rehabilitation¿s Business Enterprise Program cafeterias, snack bars, and vending facilities located in state and federal buildings.  The contractor will provide repairs, recharging and service tags to various types of commercial exhaust hood fire suppression systems. Contractor will provide inspections that may lead to repair and/or replacement of fire suppression system components when needed. When exhaust hood systems must be removed for servicing at the contractor¿s facility, the contractor will provide, at no cost to the State, a suitable replacement until the unit has been repaired and installed. Contractor to provide all fire suppression system supplies and equipment. Timely services must be provided to ensure the BEP vendor has limited interruption of business operations. This includes planning logistics, ensuring safety protocols, and coordinating with the Business Enterprises Consultant (BEC) and BEP vendors when necessary.
B) Locations  Locations listed in Exhibit G are subject to change.  The Contractor will be notified through an amendment of any change in locations.
C) Service Hours All Services shall be provided five (5) days a week, excluding holidays, between the hours of 7:00 a.m. to 5:00 p.m.  For work which needs to be accomplished before or after normal working hours, a charge of one-and-one-half (1-1/2) times the bid rate will be granted.  For work which needs to be accomplished on a Sunday or official State holiday, an amount of twice the bid rate will be granted.  Prior authorization must be obtained, in writing, from the DOR's Contract Administrator and/or designee for time requested other than normal working hours, Sundays and official State holidays.  A list of official State holidays is available from the DOR.
D) Estimates The DOR's Contract Administrator and/or designee requires¿ the Contractor to provide an estimate prior to authorizing any services.
E) Response Time From the time the DOR initiates a service request to the time the service commences shall not exceed twenty-four to forty-eight (24-48) hours, unless an extension of time is approved by the DOR's Contract Administrator and/or designee.  Occasionally, the DOR will inform the Contractor that an emergency condition exists and the Contractor shall complete the required service within a twenty-four (24) hour period to the satisfaction of the DOR.  In general, service shall be completed within a reasonable and acceptable time period to the DOR taking into consideration the nature and degree of the difficulty of the work involved.  Emergency shall be defined as a health and safety or hazardous working environment situation.
F) Call Back Services All work shall be under warranty for thirty (30) days from date of completed repair.  Time and costs for call backs to previous repairs under warranty shall be borne by the Contractor.
G) Notification The Contract Administrator will notify the Contractor, via an Authorization for Repairs and Service - DR 1308, of location(s) requiring service and location contact person.  The Contractor shall schedule service date(s) and time(s) with the BEP vendor.  If the BEP vendor or designee is not on site at the scheduled time and date, the Contractor is to contact the Contract Administrator/designee for further instructions.  If Contract Administrator/designee cannot be reached, Contractor is to leave the site without performing any service and will charge the DOR one (1) hour at the Contract labor rate.  The Contractor shall obtain the BEP vendor or designee¿s signature on the Authorization for Repairs and Service - DR 1308 upon work completion and verification that equipment is in working order and submit signed Authorization for Repairs and Service - DR 1308 for payment.
H) Verification of Arrival The Contractor/service technician is required to have the BEP vendor or his or her staffs verify time of arrival on the job site, as well as the time of departure.  BEP vendor or his or her staff must be on site while the service is being performed.  The Contractor shall leave a copy of the work order signed by the BEP vendor or his or her staff indicating:  1) minimum time of arrival; 2) time of departure; and 3) general description of work performed at the location.
I) Parts and Materials The charges for parts and materials shall not exceed forty percent (40%) of the Contractor's wholesale costs; excluding tax, i.e.; $100.00 parts cost x 40%x 7.75 (City Sales) Tax = $129.30.  The Department of Rehabilitation may pay any applicable sales and use tax imposed by another State.  Only original manufacturer parts and materials shall be used.  Removed parts shall be left at the location with the BEP vendor or his or her staff for BEP inspection.  The maximum amount that may be charged per job shall be $2,000.00.  The maximum amount that may be charged per job may be increased with the approval of the Contract Administrator or the Business Enterprise Program Manager. See Exhibit B - paragraph 1. Invoicing and Payments - Item 9 for parts and materials cost reimbursements.
Used or refurbished or rebuilt parts are not allowed.
J) Freight Charges Contractor will be allowed to recover freight or shipping costs for parts, with no allowance for mark-up, by: 1) Itemizing the cost of freight or shipping on the invoice. 2) Attaching a copy of the freight or shipping invoice (original whenever possible) to the invoice. 3) An original receipt is required for any freight/shipping cost over $50.00. 4) When the freight or shipping invoice includes costs not specifically associated with the billing, the Contractor will only charge for the costs associated with the billing and note the freight or shipping invoice accordingly.
K) Work Area Contractor will ensure that the work area is kept clean and free of debris, as necessary, to maintain a safe working environment in and around the location.  While working on equipment, Contractor agrees to perform services with as little disruption to the State¿s and BEP vendor operations as possible.  All tools, equipment and other work materials belonging to the Contractor will be removed from the work location at the end of each working day.  The State shall not be responsible for storage of any Contractor property.
L) State Property 1) It shall be the Contractor's responsibility to make all necessary arrangements with office or building manager and local traffic authorities for use of elevators, loading docks, adjacent streets, sidewalks, and/or malls. 2) Any damages by the Contractor to portions of building, premises, equipment, furniture, material or other property will be repaired or items will be replaced by Contractor to the satisfaction of the DOR with no expense to the DOR.  3) Any damages by the Contractor to portions of buildings or premises for which the DOR is responsible, the DOR may, itself, at its option, repair or replace damages and deduct the cost thereof from the Contractor's invoice. 4) Contractor shall provide dust covers, temporary dust barriers, pads, etc., as required to protect building occupants and contents during its operation.  Any items lost or stolen while in the Contractor's custody will be replaced by the Contractor at no expense to the State/Federal government.  Contractor must receive approval from the State/Federal government to remove equipment from a location. 5) Floors, walls, and ceilings of buildings, including elevators, will be adequately protected by Contractor to prevent marring and scratching or other damages. The State may, itself, at its option, repair any damage or replace any lost or stolen items and deduct the cost thereof from Contractor's invoice. 6) Contractor shall keep site clean as work progresses.  Upon completion of the work, all surfaces involved in this project shall be clean of any foreign material.  Contractor shall remove all waste materials from the work site and dispose of as required to maintain a safe working environment.