Request for Proposals for Fire Suppression System
| Agency: | City of Mailbu |
|---|---|
| State: | California |
| Level of Government: | State & Local |
| Category: |
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| Opps ID: | NBD17012609978285589 |
| Posted Date: | Oct 28, 2023 |
| Due Date: | Nov 17, 2023 |
| Source: | Members Only |
| Bid Title: |
Request for Proposals for Fire Suppression System
|
| Category: | Other Professional Services |
| Status: | Open |
|
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Attachment Preview
Request for Proposals for
Fire Suppression System
date Issued: 10/27/23
Proposals must be received no later than 4:00 pm on November 17,
2023, via email to:
City of Malibu
Attn: Mario Reyna, IT Manager
mreyna@malibucity.org
Deleted: 10
INTRODUCTION
The City of Malibu Information Systems Department is requesting proposals for installing
and maintaining a fire suppression system that would be appropriate for the limitation of
loss of computer equipment in the event of a fire. The two Server rooms currently have
standard fire sprinkler systems installed, which would cause significant loss of equipment
and damage to the City's plans in the event of a fire.
BACKGROUND
The City of Malibu (City) is a coastal city in the northwestern portion of Los Angeles
County, California, with a population of approximately 10,654. The City is host to about
15 million visitors a year. The City is a general law city incorporated under California law
in 1991. It operates under the Council/Manager form of government, is considered a
contract city, and offers a full range of municipal services. The five Members of the City
Council are elected at-large. They serve staggered four-year terms, with the Mayor being
selected from among the council members. The City spans approximately 21 miles of the
Pacific Ocean coastline and extends inland less than a mile in most parts of that span
and slightly more than 2 miles at its widest span. The City currently has 97 full-time
employees and 13.27 full-time equivalent part-time employees. The City, organized into
seven departments, provides several services in-house, including management and
administrative services, building safety, community services, environmental
sustainability, planning, public works, and engineering. The City's Adopted Fiscal Year
2022-2023 totals $89.8 million and includes General Fund annual expenditures for
ongoing City operations of $44.2 million.
The City uses standard water Fire Sprinklers around the building, including in the server
rooms. The Server rooms are on the second and first floors and have traditional drop-
down ceilings and concrete floors. There is no room under the flooring for any installation.
Currently, networking cables are run from the top of the server cabinet into the ceiling and
then run through the ceiling to the specific drop points.
SCOPE OF WORK
The proposal's scope would assess the areas and create a plan for successfully installing
a fire suppression system that would allow for computer equipment protection and loss
prevention. The proposal would allow little to no downtime on the existing server
equipment. The proposal would also have to ensure that no undue damage would be
done to the existing infrastructure of the City's systems before, during, and after
installation. The proposal would also have to uninstall the current sprinkler system without
risk to the City's systems.
The new system would need to be installed to all manufacturer specifications. The system
would minimize the risk of fire damage, risk from fire suppression material, cleanup
required after an incident, and risk to the environment and personnel. The system would
maximize fire suppression capability without using materials that would damage computer
equipment.
City of Malibu RFP
Installation of Fire Suppression System
Page 3 of 5
1. The selected vendor will be responsible for the following tasks:
a. Needs Assessment & Design:
• Evaluate the current fire safety systems and identify the need for a
waterless fire suppression system based on site specifications, the nature
of materials and equipment present, and fire risks.
• Develop a detailed design of the proposed system, clearly illustrating the
positioning of fire detectors, suppression devices, control panels, etc. This
design should conform to national and local fire codes and safety standards.
b. System Procurement & Installation:
• Procure all necessary equipment and materials for the waterless fire
suppression system, ensuring they meet the quality and safety standards
stipulated in the proposal.
• Install the system per the proposed design while minimizing disruption to
daily operations.
• Provide installation reports and certification of compliance upon completion.
c. Training & Documentation:
• Conduct comprehensive training for designated staff on the system's
operation, maintenance, and potential troubleshooting.
• Provide all necessary manuals, system diagrams, and operation guides for
the installed system.
d. Maintenance & Support:
• Provide regular maintenance of the installed system and immediate support
in case of malfunctions or emergencies.
• Offer a maintenance plan outlining the frequency and nature of routine
checks and a clear protocol for emergency support.
2. Proposals should include:
• Detailed approach to the scope of work.
• Previous experience and qualifications in designing and implementing
waterless fire suppression systems.
• Pricing for system design, installation, maintenance, and support services.
• References from past clients.
THE PROPOSAL
Proposals should not include any materials to be returned to the Consultant and should
be concise. Each proposal must include the following information:
1. Organization, Credentials, and Experience
a. Summarize the company's qualifications, credentials, and related
experience.
b. Describe the company's size and indicate the principal, company official(s),
and other personnel assigned to work on behalf of the City. Provide
resumes, biographies, and information on the key personnel assigned to
this work.
c. Provide a list of three of the Consultant's clients with contact information,
including the names, titles, addresses, phone numbers, and email
City of Malibu RFP
Installation of Fire Suppression System
Page 4 of 5
addresses of the appropriate persons at the client company that the City
can contact regarding current or recent work assignments.
2. Understanding of the Scope of Work
Provide a narrative of the company's understanding of the Scope of Work and a
detailed proposal to meet the City's goals and priorities.
3. Professional Services Agreement
The selected provider must use and comply with the terms and conditions of the
City's standard Professional Services Agreement as provided in Attachment 1 of
this RFP.
4. Compliance
Provide a written statement that the Consultant shall comply with the California
Labor Code according to said regulations entitled: Federal Labor Standards
provisions; Federal Prevailing Wage Decision; State of California Prevailing Wage
Rates, and the City of Malibu's Minimum Wage Ordinance, respectively.
5. Litigation
Firms must list past, current, or pending litigation resulting from professional
services rendered over the past five years. If a court or an arbitrator rendered a
decision, state the results.
6. Fees.
Provide a cost proposal for the completion of the scope of work.
7. Timeline
Provide a timeline for completing the scope of work, including a schedule of key
milestones.
PROPOSAL PROCEDURE
Clarifications: The City will respond to requests for clarification to the RFP in written
Addendum(s) as needed. Inquiries should be directed by email only to
mreyna@malibucity.org. No verbal requests will be accepted. All requests for clarification
must be received by Friday, November 10, 2023
Proposal Deadline: Submit an electronic copy (no paper submittals) of the complete
proposal to:
Mario Reyna, IT Manager
City of Malibu
mreyna@malibucity.org
All proposals are due no later than Friday, November 17, 2023, at 4:00 pm.
Deleted: July 29
Deleted: 2.
Deleted: 10
City of Malibu RFP
Installation of Fire Suppression System
Page 5 of 5
The City reserves the right to extend the deadline or accept a late submittal with good
cause shown.
Evaluation Criteria: Proposals will be evaluated based on experience, cost, and
references.
Response Preparations: No reimbursement will be made by the City for costs incurred
in preparing the response to this RFP. Submitted materials will not be returned and
become the property of the City of Malibu.
Right to Reject Proposals: Submission of a proposal indicates acceptance by the firm
of the conditions contained in this request for proposal unless clearly and specifically
noted in the proposal submitted and confirmed in the agreement between the City of
Malibu and the firm selected. The City of Malibu reserves the right to reject any or all
proposals without prejudice.
ATTACHMENTS: Sample Professional Services Agreement
Deleted: primarily
Deleted: performance in oral interviews
Deleted: ¶
The City reserves the right to select consultants without
interviews; however, shortlisted firms may be invited to meet
with the selection committee. The presentation portion of the
interview will be limited to no more than 30 minutes, with up to
another 30 minutes set aside for questions and answers. The
presenters must include the personnel who will be engaged in
the project.¶
Deleted: the preparation of
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