1. Osage Nation Fire System Inspection and Maintenance 27-PS01.pdf

Project #: 27-PS01

Request for Proposal

Project Title:

Osage Nation Fire System Inspection and Maintenance

Issued by

Osage Nation

September 18, 2026

Deadline for submissions:

Monday, October 12, 2026

2:00 P.M.

TABLE OF CONTENTS

SECTIONS

Section 1 Invitation and General Information

Section 2 Instructions to Proposers

Section 3 Scope of Work

Section 4 Proposal Format

Section 5 Evaluation Criteria

ATTACHMENTS

NON-COLLUSION AFFIDAVIT

BUSINESS RELATIONSHIPS AFFIDAVIT

SORNA DISCLOSURE

PROOF OF OSAGE OWNERSHIP AFFIDAVIT

SECTION 1

INVITATION AND GENERAL INFORMATION

1.1 Invitation

The Osage Nation is seeking proposals for a company to provide fire systems inspection and maintenance.

1.2 Legal

A. All applicable laws, ordinances and the rules and regulations of all authorities having jurisdiction over the project, including without limitation applicable environmental, public health, and safety standards, shall apply.

B. Under Osage Nation law, the selected respondent is required to consent to the laws of the Osage Nation and the venue of the Osage Nation Trial Court for any disputes arising under the contract. The application of Osage Nation law and venue are nonnegotiable except under limited circumstances. If proposer intends to negotiate the application of the Nation’s law and venue, proposer is required to state such intent and notify the Nation of the reasons thereof within the response. Whether a respondent intends to negotiate such requirements will be strictly considered in the

Nation’s review of the responses. Respondent is hereby notified that any waiver of the Nation’s sovereign immunity is subject to review by the Principal Chief and must be approved by the Osage Nation Congress, which will cause due delay in the contract process.

1.3 Contract Execution

A. This project will be awarded to one (1) vendor.

B. The successful proposer will be required to execute the contract within 30 calendar days from the date when the Notice of Award is delivered to the proposer. In case of the failure of the proposer to execute the contract, the contracting officer will consider the proposer in default.

C. The successful proposer will be required to provide Professional Liability

Insurance before the contract is executed.

END OF SECTION

SECTION 2

INSTRUCTIONS TO PROPOSERS

2.1 Proposal

Proposals should be submitted in the format outlined in this RFP and should be a complete response to this RFP. Osage Nation reserves the right to waive any formalities or to reject any and all proposals. No proposal may be withdrawn for a period of 30 days after submission. All proposals and related material become the property of the Osage

Nation.

2.2 Proposal Inquiry Contact:

A. All questions regarding this project shall be submitted in writing to:

Ashley Lockett ashley.lockett@osagenation-nsn.gov or

111 John Dahl Ave.

Pawhuska, OK 74056

B. Information obtained from an officer, agent or employee of the program, or any other person shall not affect the risk or obligations assumed by the Proposer or relieve them from fulfilling any of the conditions of the contract. The failure or omission of any proposer to do any of the foregoing shall in no way relieve any proposer from any obligation in respect to the submitted proposal.

C. The last day to receive questions is Thursday, October 1, 2026 by 4:30 P.M. CST.

2.3 Addendum:

Proposers must satisfy themselves with the scope of work accurateness, including addenda.

Any addenda will be sent to each proposers and shall become part of the contract whether received or not. The final addenda will be sent out Monday, October 5, 2026. All proposals shall be bound by such addenda whether or not received by the proposers.

2.4 Proposal Submittal

Proposals must contain one (1) hard copy, or one (1) digital copy emailed to ashley.lockett@osagenation-nsn.gov, and submitted no later than 2:00 P.M. CST on

October 12, 2026 to:

Osage Nation Purchasing Office

Attention: Ashley Lockett

Proposal for Osage Nation Fire System Inspection and Maintenance

111 John Dahl Ave.

Pawhuska, OK 74056

2.5 Proposal Acceptance:

A. No proposal(s) will be accepted more than 96 hours before the deadline, excluding weekends and holidays.

B. No late proposal(s) will be accepted. Failure to comply with this or any other provision of the RFP shall be sufficient reason for rejection of the proposal. After proposal submittal, proposers shall not assert that there was a misunderstanding concerning the intent of the Scope of Work. A conditional or qualified proposal will not be accepted.

SECTION 3

SCOPE OF WORK

3.1 Requirements

A. Description

1. The awarded contractor will provide all labor, supervision, tools, equipment, materials, testing devices, documentation, and transportation necessary to perform scheduled inspections, testing, preventive maintenance, and minor adjustments for fire alarm and fire suppression systems. Services shall ensure systems remain fully operational and compliant with applicable codes and manufacturer recommendations.

B. Fire alarm system inspection and preventive maintenance

1. The contractor shall inspect, test, clean, and maintain all components of the fire alarm system, including but not limited to:

- Fire alarm control panels (FACP)

- Remote annunciators

- Smoke detectors

- Heat detectors

- Manual pull stations

- Audible and visual notification appliances (horns, strobes, speakers)

- Duct smoke detectors

- Waterflow switches

- Valve tamper switches

- Monitor and control modules

- Batteries and battery charging systems

- Communication devise and monitoring interfaces

- Power supplies and associated wiring

2. Services shall include:

- Visual inspection of all accessible devices

- Functional testing of initiating and notification devices

- Cleaning of smoke detectors where required

- Battery inspection, voltage testing, load testing, and replacement recommendations

- Verification of communication with monitoring service

- Inspection of wiring connections for damage, corrosion, or loose terminals

- Software and panel diagnostics review

- Calibration and sensitivity testing of detectors where required

- Documentation of deficiencies and recommended corrective actions

C. Fire suppression system inspection and preventive maintenance

1. The contractor shall inspect and maintain fire suppression systems including, but not limited to:

- Wet pipe sprinkler systems

- Dry pipe sprinkler systems (if applicable)

- Pre-action or deluge systems (if applicable)

- Standpipe systems

- Fire pumps (if applicable)

- Kitchen hood suppression systems

- Clean agent suppression systems

- Fire extinguishers (if included in contract)

- Backflow prevention assemblies associated with fire protections systems

2. Services shall include

- Inspection of sprinkler heads for damage, corrosion, paint, or obstructions

- Inspection of piping, hangers, valves, gauges, and fittings

- Main drain testing

- Waterflow alarm testing

- Valve supervisory switch testing

- Inspection and testing of fire department connections

- Inspection of pressure gauges

- Verification of system pressures

- Fire pump operational testing (where installed)

- Inspection of suppression agent cylinders and releasing mechanisms

- Fusible link inspection and replacement as required

- Inspection of nozzles, piping, and discharge components

- Verification of emergency shutdown interfaces

- Functional testing of releasing control panes

- Inspection of extinguisher condition, pressure, accessibility, and tagging (if included)

D. Inspection Frequency

1. The Contractor shall perform inspections and testing in accordance with applicable codes and standards, including

- Monthly inspection (where required)

- Quarterly inspections

- Semi-annual inspections

- Annual inspections

- Five-year internal inspections and testing (when scheduled under this contract)

2. Inspection frequencies shall comply with applicable editions of NFPA standards, local authority having jurisdiction (AHJ) requirements, insurance requirements, and manufacturer recommendations.

E. Preventive Maintenance

1. Preventive maintenance shall include

- Cleaning of equipment and components

- Lubrication of moving parts where applicable

- Tightening of electrical connections

- Replacement of minor consumable parts

- Adjustment of switches and controls

- Verification of proper system operation

- Removal of dust and debris from control equipment

- Updating system labels and inspection tags

F. Deficiency Reporting

1. Following each service visit, the contractor shall provide

- Inspection report detailing all testing performed

- Pass/Fail results for each device or system

- List of deficiencies

- Recommended corrective actions

- Priority classification (Critical, Urgent, Routine)

- Photographs of significant deficiencies when applicable

- Certification of testing completed

G. Emergency Service

1. The contractor shall provide emergency response for fire alarm or suppression system failures and shall included:

- Telephone support

- On-site troubleshooting

- Temporary restoration of system operation when possible

- Repair recommendations and cost estimates

H. Deliverables

1. The contractor shall provide:

- Electronic inspection reports

- Deficiency reports

- Testing certifications

- Updated inspection tags

- Preventive maintenance records

- Annual summary of system condition

- Recommendations for repairs, upgrades, and code compliance improvements

3.2 Locations

A. The contractor shall provide all labor and materials for the following locations:

Former Executive Building- 627 Grandview Ave, Pawhuska, Ok 74056

Administration Building- 715 Grandview Ave, Pawhuska, Ok 74056

Archives- 86 CR 5400, Hominy, Ok 74035

Butcher House- 115 Eagle Ave, Hominy, Ok 74035

Civic Center- 1449 W Main Street, Pawhuska, Ok 74056

Daposka Ahnkodapi- 128 W 15th Street, Pawhuska, Ok 74056

Education- 102 Buffalo Ave, Hominy, Ok 74035

Fairfax Family Center- 401 S 8th Street, Fairfax, Ok 74637

Fairfax Wellness Center- 255 N 1st Street, Fairfax, Ok 74637

Fairfax Language- 260 N 2nd Street, Fairfax, Ok 74637

Fairfax WELA Wraparound- 1001 W Roosevelt, Fairfax, Ok 74637

Food Distribution- 20 Sun Ave, Hominy, Ok 74035

Funeral Home- 1358 CR 2667, Pawhuska, Ok 74056

Hominy Wellness Center- 1105 S Eastern, Hominy, Ok 74035

Hominy WELA- 100 N Price, Hominy, Ok 74035

Industrial Park lift station- HWY 99, Hominy, Ok 74035

Information Technologies- 627 Grandview Ave, Pawhuska, Ok 74056

Judicial Building- 1333 Grandview Ave, Pawhuska, Ok 74056

Minerals Council/Election Office- 813 Grandview Ave, Pawhuska, Ok 74056

Museum- 819 Grandview Ave, Pawhuska, Ok 74056

Pawhuska Fitness Center- 1222 Lynn Ave, Pawhuska, Ok 74056

Pawhuska Head Start- 1421 Grandview Ave, Pawhuska, Ok 74056

Pawhuska WELA- 183 Senior Drive, Pawhuska, Ok 74056

Tribal Development/Real Estate Services- 1420 West Ave, Pawhuska, Ok

74056

Skiatook WELA- 1801 West Oak Street, Skiatook, Ok 74070

Social Services- 255 Senior Drive, Pawhuska, Ok 74056

Visitors Center- 602 E Main Street, Pawhuska, Ok 74056

Welcome Center/Law Building- 239 W 12th Street, Pawhuska, Ok 74056

NEW Judicial Building-

NEW Legislative Building

SECTION 4

PROPOSAL FORMAT

4.1 Information and Format

A prospective Proposer’s response to this RFP should include the following information at a minimum. Proposals that do not adhere to the following format or include the requested information/documents may be considered incomplete and therefore unresponsive.

a. Introduction - indicate the name of individual and/or firm, brief history and description of the company which should include the size, contact person and the address of the office to which this project will be assigned.

b. Table of Contents

c. Statement of Experience – include work with Native American Tribes

d. Qualifications

e. Team Qualifications

f. References

g. Compensation

h. Required Documents/Affidavits to include in submission:

1. Completed and notarized: Business Relationships Affidavit

2. Completed and notarized: Non-Collusion Affidavit

3. Completed: SORNA Disclosure

4. Completed and notarized: Proof of Osage Ownership Affidavit with supporting documentation

* Items h.1-4 are to be completed. If any item is not applicable, it must still be acknowledged and addressed with N/A.

* It is NOT a requirement to be Osage Owned to submit a proposal.

The Osage Nation reserves the right to seek additional/supplemental information on specific issues as needed.

SECTION 5

EVALUATION CRITERIA

5.1 Evaluation Criteria

All proposals will be evaluated based on the following criteria, and selection is based on the ranking by the selection committee:

Individual and/or Firm Qualifications – Experience of the individual or firm in providing requested services and experience in providing those services to Native

American Tribes. Identify what distinguishes your firm from others. (25 points)

Project Team - List and describe the expertise of the members of your account team who will be responsible for serving our account. Be sure to indicate the roles and responsibilities of each team member. Please provide an overview of any expertise, resources, or tools that are available beyond what is represented on the assigned local account team.(20 points)

References - Provide at least five (5) contacts your firm works with that have roughly the same characteristics as the Osage Nation, such as population, multiple locations, geographic area, funding, tribal entity, etc. (25 points)

Compensation - List a total not to exceed fees, including expenses, to accomplish the Scope of Services with your preferred method of remuneration for your services. Specify any fees, commissions or compensation received from or paid to others. Clearly indicate what services, if any, fall outside of this level of compensation. (25 points)

Osage Ownership – If applicable, provide proof of ownership constituting not less than 51% of the enterprise. (5 points)

Selection of the individual and/or company will be made after a review and analysis of the proposals. Respondents may be reduced to a list of “finalists” that may be requested to meet with the selection committee. Those selected as Finalists will be notified of time and date of presentations.

NON-COLLUSION AFFIDAVIT

STATE OF OKLAHOMA )

)ss

COUNTY OF OSAGE )

______________________________________, of lawful age, being first duly sworn, on oath says, that (s)he is the agent authorized by the proposer to submit the attached proposal. Affiant further states that the proposer has not been a party to any collusion among proposers in restraint of freedom of competition by agreement to propose at a fixed price or to refrain from proposing; or with any official or employee as to quantity, quality or price in the prospective contract, or any discussion between proposers and any official of the OSAGE NATION OF OKLAHOMA, Pawhuska, Oklahoma, concerning exchange of money or other thing of value for special consideration in the letting of a contract.

Firm Name

Signature & Title

Subscribed and sworn to before me

This ____________ day of ____________, 2026

Notary Public

My commission expires: ___________________________

BUSINESS RELATIONSHIPS AFFIDAVIT

______________________________________, of lawful age, being first duly sworn, on oath says, that (s)he is the agent authorized by the proposer to submit the attached proposal. Affiant further states that the nature of any partnership, joint venture or other business relationship presently in effect or which existed within one (1) year prior to the date of this statement with any officer of the Osage Nation or other party to the project is as follows:

Affiant further states that any such business relationship presently in effect or which existed within one (1) year prior to the date of this statement between any officer or director of the proposing company and any officer of the Osage Nation or other party to the project is as follows:

Affiant further states that the names of all persons having any such business relationships and the positions they hold with their respective companies or firms are as follows:

*If none of the business relationships herein above mentioned exist, affiant should so state with N/A.

OSAGE NATION

GENERAL CONTRACTOR DISCLOSURE CERTIFICATION

FOR THE

OSAGE NATION SEX OFFENDER REGISTRATION

AND NOTIFICATION ACT

The General Contractor certifies:

That all employees, subcontractors and their employees who are currently on a National

Sex Offender Registry; the national database maintained by the Federal Bureau of

Investigation (FBI) pursuant to 42 U.S.C. Section 16945 must notify the Osage Nation

Attorney General’s Office within three (3) business days after the execution date of the

“Osage Nation Professional Services Contract”.

This Certification is to further comply with the Section 24 – Applicable Law, Jurisdiction, Court and Judicial Venue, Paragraph B –SORNA in the “Osage Nation

Professional Services Contract”.

The General Contractor hereby certifies that any disclosure or information submitted is accurate, complete and current.

Signature Date

Typed or Printed Name

Title

Company Name

Company Address

PROOF OF OSAGE OWNERSHIP AFFIDAVIT

I, ______________________________________, of lawful age, being first duly sworn, on oath states, that he/she the agent authorized by the proposer to submit the attached proposal and affirms that he/she is an Osage Tribal Member. Include copy of Osage

Membership Card. Include copy of Osage Membership Card.

Affiant further states that any such business relationship presently in effect, partnership, joint venture or other business relationship, is fifty-one percent (51%) Osage member owned. Included Osage Membership Card, financial information for the previous two (2) full calendar years, Articles of Incorporation or W-9.

Affiant further states that the names of all persons having any such business relationships and the positions they hold with their respective companies or firms are as follows:

*If none of the business relationships herein above mentioned exist, affiant should so state with N/A.