THU, MAY 17, 2012
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Fire Department: Mobile Fire Simulator

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INVITATION TO BID

FG11-01:  53' Mobile Live Fire Training Unit 

1.1 PURPOSE OF SOLICITATION:  Forest Grove Fire & Rescue, a department of the City of Forest Grove, issues this Invitation to Bid (ITB) to establish a Contract for the purchase of one (1) 53 foot (') Mobile Live Fire Training Unit.

The 53' mobile live firefighting trainer/simulator unit will provide multi-level, multi-function live fire attack training that meets the requirements of the 2008 edition of National Fire Protection Association (NFPA) standard 1001 (“Fire Service Professional Qualifications”), NFPA 1403 (“Live Fire Training Evolutions”) and NFPA standard 1500 (“Firefighter Safety”). Additionally, the mobile unit must meet applicable Department of Transportation (DOT) and Occupational Safety and Health Administration (OSHA) requirements.

The initial term of Contract awarded will be for one (1) year, with an option to extend for additional terms. (See Section 8.1.)

1.2 SCHEDULE OF EVENTS:  The following is the proposed schedule for this project:

  • Release ITB                                                                                  August 15, 2011
  • Clarifications, Changes, or Protests Due 2:00 PM                        September 6, 2011
  • Closing Date - Offers Due 10:00 AM                                             September 19, 2011
  • Bids Opened 2:00 PM                                                                   September 19, 2011
  • Contract Execution                                                                       To Be Determined

The foregoing dates are subject to change and will only be modified by Forest Grove Fire & Rescue.

For more information, see Invitation to Bid.

CLARIFICATIONS and CHANGES:      Posted 9/07/11

Q.  We have a question which we would like to request a slight change in wording on Insurance coverage.  We are ok with the requirements but within the bid comply statement it says:  “Offeror is bound by and will comply with all requirements, specifications, and terms and conditions contained in this ITB and Offer (including all listed attachments and addenda, if any, issued).”  

The documents also include the Additional Insured requirement with the “not less” language.  Prior to proceeding with the GFP for Forest Grove, I wanted to inquire with you both whether it makes sense to find out from Forest Grove whether we could present our insurance language (basically everything they are requiring minus the “not less than” language) for submission or if by doing so we would be disqualified.  If we made only that edit it really impacts our internal approval process.

Please advise if the removal of the “not less than” would be acceptable.

A.    It would not cause an issue to remove the “not less than” language as that language sets a minimum for coverage that we will accept.  By taking out that language we would be requiring that amount of insurance.  As long as they have that minimum coverage we are okay with that level of coverage.  I am okay with removing the “not less than” language as long as all potential bidders are notified.

Posted 8/16/11

Q.   Payment Terms. Typically on a purchase of this product, Manufacturing Milestone payment terms are customary. Considering the standard manufacturing time is 180 days from award, milestone progress payments provide the required capital throughout the build process to allow us to keep costs down for the customer. We would like to request payment terms of:

  • 25% down
  • 25% payment at 50% completion point
  • 25% payment following pre-delivery inspection
  • 25% payment following delivery and completion of training. Please advise if payment terms will be considered. 

A.    The first 25% down may be paid upon delivery of chassis and materials.  The second 25% may be paid at 50% completion and following the initial inspection trip.  The 3rd 25% may be paid following the pre-delivery inspection and the 4th & final payment may be paid following delivery, acceptance and completion of training.

Q.    8.12 PRE-DELIVERY INSPECTION: Please clarify this requirement.

  • How many pre-delivery inspections are intended? Typically only one is required at near-completion prior to delivery.
  • What expenses are the contractor required to cover? Flights, hotels, transportation, meals, etc? We need to know in order to quote accordingly.

A.    We require two (2) pre-delivery inspections with flight, hotel and transportation for up to two (2) people covered by the contractor.  A pre-trip inspection in the beginning stages of construction and a pre-delivery inspection.

Q.     Options. Some of the items specified in the requirements may cause the bid to exceed budget expectations. Pro-Safe would like to offer a base unit and option some items requested in the specifications so that the customer can review and choose the options that suit their needs. Please confirm that this would be acceptable.

A.     You must bid with all requirements specified.  You may include in the bid deductions for items that you may consider optional.