This is a service / maintenance or supply contract in Hanover, Virginia. Contact the soliciting agency for additional information.

The intent of this solicitation is to establish a term contract for the inspection and maintenance of various types of fire extinguishers at locations throughout Hanover County, Virginia. Services are to be provided on a scheduled and "as needed" basis. For guidance on how to submit your proposal, go to website and select the "Respond to IFBs and more" PDF located under the heading "Find and Respond to Virginia Business Opportunities (VBO)". All inquiries for information should be directed to: Sandy Humerickhouse, Purchasing Officer II (804) 365-6104 or sshumerickhouse@hanovercounty.gov and must be received no later than five (5) working days before the due date. The intent of this solicitation is to establish a term contract for the inspection and maintenance of various types of fire extinguishers at locations throughout Hanover County, Virginia. Services are to be provided on a scheduled and "as needed" basis. A. Prior to Contract Start-up: After receipt of contract, the Contractor shall meet with the appropriate County staff to discuss responsibilities and other parameters associated with the contract requirements. B. General Qualifications: The Contractor shall have a minimum of three (3) years' experience related to providing services in accordance with the requirements described herein. The Contractor and his staff shall wear identification while performing the services described. Proper identification may consist of company ID badge, card, and/or uniform. The Contractor shall use manufacturers' recommended recharge agent, lubricants, and replacement parts or materials and the appropriate fire extinguishers. All work shall be performed by trained and certified technicians directly employed or supervised by the Contractor. Technicians shall have available appropriate manufacturers' servicing manuals and proper tools when performing the services. All work shall be performed in accordance with applicable National Fire Protection Association (NFPA), state, and local specifications, standards, requirements, and codes. Services shall be inclusive of all labor, equipment, and transportation necessary for fire extinguisher (herein referred to as "units") services. A. Annual Inspections: Units shall be inspected, maintained, and tagged to ensure the County is in full compliance with all current federal, state, and local standards, codes, and compliances. The Contractor shall verify units are fully functional to ensure ongoing operational readiness and advise appropriate County staff when hydrostatic testing is necessary. Inspections, maintenance and repair services shall be billed at the contract unit price. Inspections shall be performed on-site during normal business hours between 8:30 a.m. and 5:00 p.m., Monday through Friday, except County observed holidays. School inspections shall be performed prior to the beginning of each new school year. Scheduling shall be coordinated with the appropriate County or School staff as identified in Attachment D 1. Initial inspections of all units shall begin at the commencement of the contract, and thereafter inspections shall be provided on a semi-annual basis. The Contractor shall be responsible for inspections of new and/or replacement units when placed in service, and when damaged or worn parts are discovered. 2. The Contractor shall ensure gauge pressures are in operable range, nozzles, discharge valves and hoses are connected, and lock pins and dated tamper seals are in place. The Contractor shall warrant the following to be complete after inspections: o Units are in a designated place. o Units are visible with no obstructions to access. o Operating instructions are legible on the nameplate and facing outward. o Safety seals and tamper indicators are not missing nor broken. o Fullness of units are determined by weighing or "hefting." o Units show no obvious physical damage, corrosion, leakage, or clogged nozzle. o Pressure gauge reading and indicators are in operable range or position. o Condition of tires, wheels, carriage, hose, and nozzle are checked (for wheel units). o All units are properly labeled and in place. 3. Upon completion of all inspections and maintenance, the Contractor shall affix an inspection record tag/sticker on each unit, and identify in writing any known and/or found deficiencies affecting a unit's efficiency and submit the report to the appropriate County/School staff. Recharging: The Contractor shall recharge units during inspections. If a unit's gross weight is less than manufacturers' recommendation. Recharging of units shall be performed on-site. When it is necessary for the Contractor to recharge units at their location, units shall be returned within 24 hours. Recharging involves the replacement of the unit's extinguishing agent and/or expellant (herein referred to as "agent"). Units shall be recharged after any use and/or when discovered by an inspection, or when performing maintenance. The Contractor shall properly prepare cylinders needing to be recharged by; cleaning the cylinder, recharge, re-assemble valve, replace O-ring (only when needed, and at no additional cost to the County), pressurize, check for leakage, clean outside of cylinder after recharging, and attach tag and/or labels with pertinent information (hydrostatic retest date, 6-year maintenance, etc.). Note: Recharging of halon-type units, hydrostatic testing, repairs, and part replacements shall be performed only after consultation with and approval from the appropriate County/School staff. 5. Maintenance: The Contractor's procedures shall follow the appropriate manufacturers' service manual and NFPA Standards. Maintenance shall be performed no more than once annually. The Contractor shall provide maximum assurance all units will operate effectively and safely. Units removed from service requiring maintenance shall be replaced with suitable units for the type of hazard being protected, and at least of equal rating. After all maintenance is complete, new tamper seals and tags or labels shall be securely attached to the units to include information as to the month and year the maintenance was performed. 6. Repairs: When discovered during inspections, recharging, or maintenance, the Contractor may determine a unit requires repairs. When parts (pressure gauge, seal, pins, etc.) are needed, the Contractor shall replace such parts, and individually identify their cost(s) when invoicing. Parts shall be billed at the manufacturer's published list price less any discount quoted in Section 4. Whenever a part is replaced, the old part shall be returned to Hanover Fire/EMS Administration. 7. Hydrostatic Testing: All necessary hydrostatic testing shall be performed at the Contractor's place of business. Service Requests: Services shall be billed at the contract rate for time and materials, except when the work required is associated with Contractor's failure to properly perform inspections, maintenance or repairs. In this case, the work shall be done at no cost to the County. 1. Unscheduled Service Requests (USR): Services provided during normal working hours on an "as needed" basis. On-site USR shall be performed on a non-emergency "as needed" basis and only performed when requested by the appropriate County staff. The Contractor shall respond to work assigned for such requests within 24 hours, unless an alternative timeframe is negotiated and approved by the County. 2. Emergency Service Requests (ESR): Services provided on emergency "as needed" basis. On-site ESR shall be performed on an "as needed" basis, 24 hours per day, 365 days per year, including weekends and all holidays. The Contractor shall respond within three (3) hours of notification by the County. The County will determine whether services are required on an emergency basis. Note: The Contractor shall submit to the appropriate County staff "not to exceed" estimates for services associated with USR and ESR work. Estimates shall identify the contract rates to perform the work plus any costs for materials, less any discount off the manufacturer's published list price. The Contractor shall not perform USR and ESR work without prior County authorization and approval.