The purpose of this Request for Proposal (RFP) is to solicit sealed proposals to establish a contract through competitive negotiation for all labor, equipment, tools, supplies, transportation, and incidentals necessary for servicing and maintaining of fire equipment services and maintenance required, including annual inspections and repairs, for departmental fire extinguishers (including pickup and delivery to and from various City departments and City vehicles within the City of Salem), smoke detectors, alarm panels, carbon dioxide detectors, exit/emergency lights, sprinkler systems, fire alarms, and kitchen hood cleanings by the City of Salem. This contract will be awarded for a period of one (1) year with the option to renew for three (3) additional one (1) year periods upon mutual agreement on costs, if an increase is necessary at the end of each year. The City may terminate the contract, in whole or in part, without cause upon giving a thirty (30) days written notice to the vendor. All Information and Clarification Inquiries Must Be Submitted in Writing to: Michelle Braxton, Purchasing Manager at Lmbraxton@salemva.gov by 3:00 .m. On April 22, 2024. If necessary, an addendum will be issued and emailed to all Offerors who were emailed the original RFP. Any such addenda shall become a part of the solicitation documents, must be addressed in the proposal, if applicable, and shall become a Contract Document. The City accepts no liability for late or non-receipt of addenda. Any proposals received after the mentioned time and date will be marked "late" and retained unopened in the procurement file. Faxed or emailed proposals will not be accepted. As this is a Request for Proposal, an evaluation committee will be established to review and evaluate all responses. No information regarding the identity of either the Offerors or the contents will be released until after the negotiation process. Once an award has been made, all proposals will become public information. If your proposal contains proprietary information, please make note of such on the form attached (Attachment B - Proprietary Information Form). The City reserves the right to cancel this RFP and/or reject any or all proposals and to waive any informalities or irregularities in any proposal. This section must be completed by the Offeror and must be returned with the proposal. In compliance with this Request for Proposal and to all the terms and conditions imposed herein and hereby incorporated by reference, the undersigned offers and agrees to furnish the services and/or items in accordance with the attached signed proposal or as mutually agreed upon by subsequent negotiation. Unless the proposal is withdrawn, the Offeror agrees that any prices or terms for such proposal shall remain valid for sixty (60) days after opening. Notices of proposal withdrawal must be submitted in writing to the Purchasing Department. The City of Salem reserves the right to cancel this RFP and to reject any or all proposals. The City also reserves the right to waive any informality or irregularity in any proposal received and to award to the Offeror whose proposal is, in the opinion of the City, in its best interest.
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