REQUEST FOR PROPOSAL

For

FIRE SUPPRESSION SERVICES

July 27, 2026

RFP2026-09

A. REQUEST FOR PROPOSAL

The Hood County Commissioners’ Court is seeking sealed proposals from highly qualified, experienced, and responsible firms for the inspection, maintenance, and monitoring of fire protection systems and equipment.

B. SUBMISSION PROCESS

Pursuant to the provisions listed below, sealed proposals subject to the conditions and requirements made a part hereof will be received at the Hood County Purchasing Office, 1402 W Pearl St, Ste 1, Granbury, Texas 76048 until 10:00 am on Monday, September 01, 2026. Proposals will be opened and vendor’s names read at that time in a public meeting and held by the Hood County Purchasing Agent’s Office. After evaluation of the criteria stated herein, it will be awarded by the Commissioners’ Court on a future Court date.

ELECTRONIC PROPOSALS are preferred and can be submitted through Hood County’s page on the BonFire website at http://co-hood-tx.bonfirehub.com/ . It is free to register and to bid.

OR

HARD COPY SUBMISSIONS may be submitted by downloading a bid packet at https://hoodcounty.texas.gov/bids . Each proposal must be placed in a sealed envelope, manually signed in ink by a person having the authority to bind his/her firm to a contract. Envelopes shall be marked: RFP2026-09 FIRE SUPPRESSION SERVICES. Submit an Original & Three (3) copies of the entire proposal packet.

Facsimile and e-mail transmissions will NOT be accepted.

Submit Hard Copy Bids to: Hood County Purchasing

RFP 2026-09

1402 W Pearl St, Ste 1 Granbury, TX 76048

Proposals must be received not later than September 01, 2026 at 10:00 am.

Submittals received later than the above date and time will be rejected regardless of the reason, including delayed delivery.

The vendor’s signature is required for acceptance of the proposal and confirms the vendor has read and understands all requirements concerning this request for proposal.

Any questions regarding RFP specifications should be directed to the Hood County Purchasing Dept at gtilleman@hoodcounty.texas.gov no later than August 25, 2026.

Do not contact the Maintenance Department or the Commissioners’ Court directly.

C. SCOPE OF WORK

The awarded vendor shall provide 24/7/365 monitoring, inspection, testing, reporting, repairs, and related services for Hood County fire protection systems and equipment at each designated location, including but not limited to fire alarm systems, halon and non-halon suppression systems, smoke control systems, fire pumps, and associated components. All services shall be performed in accordance with nationally recognized industry standards, applicable local ordinances, and codes. The vendor shall provide complete documentation of all inspection, testing, monitoring, and service results for the equipment and systems outlined herein.

All labor, supervision, travel, equipment, lifts, tools, test equipment, tags, permits, inspection fees, reporting, and incidental costs necessary to perform the required recurring services shall be included in the proposed prices.

Inspections

Each location is to have an annual inspection which will include the following:

A complete visual inspection of the fire sprinkler heads.

A complete visual inspection of all components of the systems.

A functional test of the tamper and water flow devices, including backflow devices.

Testing of all system devices, including but not limited to:

smoke detectors, heat detectors, pull stations, annunciators, control units, voice/alarm communications systems and all auxiliary functions of alarm systems including but not limited to electric locks, smoke dampers, elevator recall, stair pressurization and HVAC shutdown.

Fire Alarm Systems

Annual inspection of smoke detectors, heat detectors, pull stations, annunciators, control units, voice/alarm communication systems.

Inspections of all auxiliary functions of alarm systems including, but not limited to, electric locks, smoke dampers, elevator recall, stair pressurization and HVAC shutdown.

Sprinkler Systems

Wet-Pipe Sprinkler Systems – Annually test, inspect, and tag system.

Dry-Pipe Sprinkler System – Annual partial trip test. Every third year – Full trip test.

Pressure Regulating Valves – Fifth year flow test for fully sprinkled buildings, test 10% of valves in system, must test a minimum of two (2). If any valves fail, all valves in system must be tested.

Anti-Freeze System – Annually test, inspect, and tag system.

Back Flow Valves – Annually test, inspect, and tag system.

Fire Suppression Systems

Fire Systems – Annually re-pack and replace gaskets. Every third year after installation, pressure test (test pressure dependent upon type of hose). Every fifth year after installation, pressure test (test pressure dependent upon type of hose).

Standpipe and Sprinkler Systems connections – Five-year inspections and flow test of all connections, piping, and check all valve assemblies.

Wet System – Inspections and flow test at required volume of water at designed pressure for each zone of the systems.

Dry System – Hydrostatic test at 200 psi for two (2) hours for 50 psi over maximum working pressure on dry pipe standpipe system and dry portions of wet pipe systems.

If, during the service of a location, the vendor determines that there are additional devices, the vendor is to notify the Hood County designated representative and the Purchasing Department of the discrepancy in writing. If there is any additional cost to servicing the system, the vendor must notify the Director of Facility Maintenance, Hood County Fire Marshal’s office and the Purchasing Department before costs are incurred.

D. LOCATIONS AND DEVICES

The fire equipment is located in Granbury, TX 76048:

1. Hood County Law Enforcement Center - 400 Deputy Larry Miller Drive

EST Quick Start Signal System Control Unit

Smoke Detectors HVAC Shutdown Sprinklers: Wet Pipe (Bell Tower – dry pipe) Backflow Pump Pull Stations

2. Hood County Emergency Operations Center - 401 Deputy Larry Miller Dr

Microm FX2000 Fire Control System

Smoke Detectors Sprinklers Pull Stations Backflow HVAC Shutdown Duct Detectors

3. Hood County Justice Center - 1200 W Pearl St

Silent Knight Fire Alarm Control Model 6820

Smoke Detectors Heat Detectors Exhaust Hood (Kitchen) – CAPTIVE AIRE SYSTEM – 5430 R Smoke Evacuation System

Sprinkler: Wet Pipe, Anti-Freeze, Backflow (confined space) Stand Pipes Hose Stations HVAC Shutdown

4. Hood County Historic Courthouse - 100 E Pearl St

Silent Knight IntelliKnight Fire Alarm Control Communicator - 5808

Smoke Detectors Heat Detectors HVAC Shutdown

5. Hood County Animal Control Facility - 1550 Weatherford Hwy

Silent Knight IntelliKnight Fire Alarm Control Communicator - 5808

Smoke Detectors HVAC Shutdown

6. Hood County Library - 222 N Travis St

Smoke Detectors Sprinkler System HVAC Shutdown

Hood County may add or delete locations, systems, or devices during the contract term.

Lifts may be required for all locations; it is the responsibility of the vendor to provide lift(s) at no additional cost to Hood County.

Due to the sensitive nature of the above locations, all vendor and subcontractor personnel shall comply with all County security, identification, escort, background-screening, confidentiality, and CJIS-related requirements communicated by the County. Personnel entering secured areas must be escorted by a designated Hood County employee who has been fingerprinted and has CJIS training during all inspections and repairs each day of service. The vendor shall account for these requirements in its pricing and scheduling.

E. SCHEDULING

Inspections shall be scheduled during normal weekday hours between 8:00 a.m. and 3:00 p.m. M-F, with the exception of the Justice Center and historic Courthouse which will have to be tested between 6:30 a.m. and 8:00 a.m. to avoid court operations. All costs associated with performing work during these stated hours shall be included in the proposed prices.

Vendor must provide two (2) hour emergency response time. Non-emergency response time shall be within 24 hours.

Coordinate and schedule all testing for Hood County Facilities through the Hood County Facility Maintenance Department at 817-579-3214.

Within 30 days of award, the vendor shall provide a proposed inspection schedule for all locations for approval by the Hood County Facility Maintenance Director and the Hood County Fire Marshal’s office. Hood County reserves the right to reschedule any inspection if necessary. Vendor will note that a 72-hour notice to the County will be required prior to inspections.

A Hood County designated representative must sign all inspection and service reports after completion of the work. The vendor must send a copy of the signed report to the Hood County Fire Marshal’s office and Facility Maintenance (authority having jurisdiction). All locations require an escort.

F. PROPOSAL REQUIREMENTS (all may be entered through Bonfire portal)

1. Qualifications & Experience

Provide a concise narrative describing the firm's qualifications, years of relevant experience, organizational capacity, Texas licenses and registrations, technician certifications, monitoring-center qualifications, and experience servicing facilities and systems comparable to those listed in this solicitation.

2. Use of Subcontractors (0% - 100%)

What percentage of work is expected to be performed by subcontractors.

3. Inspection Report Samples

Inspection Report

Fire Pump Inspection Report

4. References / Past Service to Hood County Provide at least three (3) references for comparable contracts performed within the last five (5) years. Identify any prior or current service to Hood County.

5. Service and Support Information

Identify each proposed subcontractor and provide the company name, contact person, telephone number, email address, applicable license numbers, and services to be performed. (if applicable)

Typical response time for service requests and information requests.

Description of how the fire alarm monitoring system is monitored, including the monitoring provider and monitoring location.

Describe any additional or value-added services offered that are not otherwise addressed in the solicitation. Clearly identify whether each service is included in the proposed price or available at an additional cost.

Identify the manufacturers and product lines for which the proposer is factory-authorized, trained, or regularly provides service. Describe the proposer's ability to obtain proprietary software, programming access, replacement parts, and technical support for the equipment currently installed at County facilities.

If any new equipment, software, communication devices, or other products are being proposed as part of this submission, provide a detailed list of these items, current product literature, and technical specifications. Clearly identify any proposed substitutions, exclusions, assumptions, or proprietary requirements. (if applicable)

6. Signature Documents (pass/fail)

7. Pricing Proposal

Service for County Facilities: Annual Monitoring Annual Inspection

HC Justice Center $_______________ $_______________

HC Law Enforcement Center - Jail Facility $_______________

HC Historic Courthouse $_______________ $_______________

HC Emergency Operations Center $_______________ $_______________

HC Animal Control $_______________ $_______________

HC Library $_______________ $_______________

Total Cost $_______________ $_______________

Other Charges:

Repair Hourly Rate (for ‘time and material’ repairs) $_______________

Repair Trip Charge $_______________

Emergency Hourly Rate $_______________

Emergency Trip Charge $_______________

Hydrostatic Testing of Cylinders $_______________

3 Year Full Flow Sprinkler System Test $_______________

Markup on Parts ______________%

G. PRE-PROPOSAL FACILITY TOUR

A pre-proposal conference and facility tour will be held on August 10, 2026, at 1 pm at Hood County Annex I Meeting Room, 1410 W. Pearl St. Granbury, Texas 76048. A tour of all sites will be held immediately following the Pre-bid Conference. Attendance is strongly encouraged for all vendors intent on submitting a proposal. This will be the only opportunity to inspect the sites. Statements made during the conference or tour are not binding unless confirmed by written addendum issued by Purchasing.

H. CONTRACT TERM AND EXTENSION

This proposal is for a one (1) year term, beginning October 1, 2026, with the option to renew for four (4) additional one (1) year terms upon mutual consent. The contract amount will remain the same for the additional terms as the original proposed amount unless changes are approved by the Hood County Commissioners’ Court. Proof of increased labor, materials, insurance, etc. which exceeds five (5%) percent of the original bid may be required to substantiate increase approvals.

I. EVALUATION CRITERIA & AWARD PROCESS

Responses to the request for proposal will be evaluated and ranked according to the following criteria:

20% Qualifications & Experience 10% Vendor’s Use of Sub-Contractors (lowest percentage = highest score) 10% Quality & Format of Inspection Reports 10% References and Past Performance 5% Service and Support Information 45% Pricing Proposal 100% Total

Responses will be evaluated by a team of County officials to determine the vendor that provides the best value to the County and make a recommendation to the Hood County Commissioners’ Court.

Hood County, at its sole discretion, reserves the right to reject any or all Proposals, reject any portion of a Proposal, and to waive immaterial formalities and to accept the offer most advantageous to the County.

J. INVOICES

Invoices shall be detailed and limited to actual services rendered. They shall be submitted to Hood County Facility Maintenance 1402 W Pearl St, Granbury, TX 76048 and, upon approval, are to be paid at the regular semi-monthly meeting of the Hood County Commissioner’s Court. Hood County maintains the right to dispute and withhold payment on invoice items.

K. SPECIAL INSTRUCTIONS, TERMS, AND CONDITIONS

(In addition to and taking precedence to General Terms, Conditions, and Requirements)

1. The resulting contract consists of, in descending order of precedence, RFP2026-

09, any written addenda, General Terms, Conditions, and Requirements, and the contractor's proposal but only to the extent accepted by the County, and all other documents related to this request, in addition to any signed Service Level Agreement.

2. The vendor shall provide Hood County Facility Maintenance quotes for necessary repairs and/or changes to systems. Additionally, if any new equipment, software, communication devices, or other products are installed during the term of this contract, current product literature and technical specifications must be supplied when item is proposed to the County.

3. The County may cancel this contract at any time for any reason with (90) ninety-day written notice.

4. The awarded firm will be required to complete and file Form 1295 with the Texas Ethics Commission and then submit it to Hood County Purchasing.

5. OSHA, Safety, and Product Compliance: The contractor shall comply with all applicable federal, state, and local safety, health, and environmental laws and regulations, including OSHA's Hazard Communication Standard, 29 C.F.R. §

1910.1200. Upon request, the contractor shall provide current Safety Data Sheets (SDSs), product data, and other applicable documentation. All products and chemicals shall be used, stored, labeled, and disposed of in accordance with applicable laws, codes, manufacturer instructions, and Authority Having Jurisdiction (AHJ) requirements. EPA registration or establishment numbers shall be provided only when required by law.

6. SUBCONTRACTORS: Subcontractors may be used only with prior written

County approval. Proposed subcontractors must be identified in the proposal and must maintain all licenses, registrations, insurance, security clearances, and certifications applicable to their work. The prime contractor is responsible for supervising, coordinating, scheduling, invoicing, paying, and ensuring the performance of all subcontractors. Hood County has no contractual relationship with, and no payment obligation to, a subcontractor. While Subcontractors are permitted under this contract, Hood County prefers that the awarded vendor perform the majority of the work with its own personnel. As part of the evaluation, the County may consider the extent to which subcontractors are proposed and the vendor's management of subcontracted services.

M. ATTACHMENTS

General Terms & Conditions Signature Documents Reference Form