11-Fire Suppression System Inspection T C final 12-19-25.pdf

Suppression System Inspection, Repair, and Maintenance

JUSTIFICATION

The purpose of this Request for Proposal (RFP) is to solicit proposals for the inspection and maintenance of the fire suppression system(s) at Dallas ISD cafeterias, & CTE sites The scope of this procurement includes the evaluation, inspection, and certification of all existing fire suppression systems, ensuring compliance with relevant safety standards, regulations, and codes, as well as identifying and rectifying any deficiencies or areas requiring repair or enhancement.

Vendors must meet all applicable:

• State Fire Marshal Office Requirements

• Local Fire Department Permitting & Inspection Requirements

• Municipal building and fire ordinances

SCOPE OF WORK

Dallas Independent School District is seeking qualified individuals or firms to provide fire suppression system inspections, repairs, and maintenance that meet all necessary safety precautions for our students. The bid shall be awarded for the period beginning March 27, 2026, through March 26, 2027 (pending estimated Board Approval) with options for Two (2) subsequent One (1) Year period renewals

Offerors responding to this request must be responsible and engaged in providing the services requested in this RFP and possess ample resources for doing this work. Inspections shall be done semi- annually in accordance with manufacturer's recommendations and guidelines. At a minimum, the scope of services required by the successful firm shall consist of the following:

• Semi-Annual Inspections

• Service, Maintenance, and Repairs

• Recharging

• Hydrostatic Testing

Inspection and Service:

1. Inspection and services shall be conducted in the presence of a Dallas ISD maintenance department representative.

2. All work shall be conducted between 1:00 p.m. and 4:00 p.m. on school days.

3. Thirty (30) to forty (40) facilities will be scheduled each month by DISD, a list of the facilities and a notice to proceed will be given to the contractor.

4. No more than one (1) service technician shall provide service for the DISD account. The service technician must have received training on each of the following fire suppression systems; Ansul, Kidde, Range Guard, Pyro-Chem.

5. Manufacturer's parts and material shall be used on repairs and service fuse links, fuse link assemblies, nitrogen and C02 cartridges, caps, corner pulleys, etc., to be furnished by contractor.

6. Supply lines shall be purged annually.

7. Gas valve will be trip tested and appliances relit semiannually by the contractor.

8. Range hood systems report shall be given to the DISD central division representative for each inspection.

9. Perform hydrostatic testing of extinguishers and chemical bottles as scheduled by current fire code. The contractor shall provide written test verification on the exterior of the bottle.

10. Provide recharging costs, including parts, labor, and materials (i.e., chemical, O-ring, collar, valve assembly, mounting bracket, etc.).

11. Inspect, test, and service central kitchen hood systems and extinguishers in all cafeterias and complete a report which includes tagging all inspected extinguishers and comprising a mapped location of each extinguisher reviewed.

12. Provide detailed report, including site map with extinguisher locations marked, size and type of extinguisher, and date of last hydro test.

13. Contractor shall clean up any debris or arrange any equipment affected by inspection or service.

Job Order Process and Procedures:

1. Contractor receives a list of prioritized buildings and a notice to proceed form from the Food and

Child Nutrition LRE manager.

2. Contractor and LRE manager review list of violations or citations from the fire inspection report for each building.

3. Contractor verifies the number of alarm devices to be tested and inspected according to floor plans provided by the district.

4. If defective equipment or devices are found during the inspection and testing process, the contractor shall, after receiving approval from the contractor’s office, make the necessary repairs (if the total cost of repairs at that school is less than $1,000). Upon completion, the contractor will issue a green tag.

5. If the cost of repairs totals $1,000 or more, the contractor shall submit a job order form to the LRE manager for authorization before proceeding with any work. After approval from the LRE Manager the contractor replaces or repairs the defective items and issues a green tag.

6. Contractor shall submit an itemized invoice to the LRE manager, with replacement locations identified, for work performed at each school.

7. All defective devices must be returned to the LRE manager for verification of condition.

NOTE: All repairs must be performed in accordance with the specified price listing.

Sprinkler System Inspections, Fire Alarms, Smoke Detectors:

1. The successful proposer shall furnish all materials, equipment, labor, and supervision required to provide fire suppression testing systems, and maintenance to include, but not be limited to, all fire alarms, smoke detectors, and sprinkler systems. Dallas ISD reserves the right to add or delete school locations as necessary.

2. The successful bidder shall recommend to Dallas ISD Food and Child Nutrition Services, LRE

Department any additional work required for fire code compliance discovered during inspections.

No additional work shall be completed without approval from Issac Rios, Manager of Food and Child Nutrition Services.

Procedures:

PART 1 – GENERAL

1.1 DESCRIPTION

A. Provide equipment required for the completion of the work as described in the contract.

B. Work is as specified at existing district facilities, as described in the specifications and descriptions.

C. These items apply to all work in all sections.

Contractor shall furnish:

1. All permits, licenses, inspections, tools, equipment, vehicles, supervision, and incidental materials not listed in unit pricing, communications, and labor needed to complete the work within the necessary time frame.

2. Trash removal and daily cleanup.

3. Tool and materials security.

4. All record keeping as required to be shown before condition of work, progress of work, and final completion of work, including photography of each phase.

D. Work Not Mentioned:

1. Requirements herein are intended to outline the service and materials required to perform these services. It shall be understood that it is not the intention to mention herein each minor item required in the performance of the services below.

2. The contractor represents to have the necessary knowledge, abilities, skills, and resources to thoroughly perform said services by responding with a proposal or bid.

E. Required Personnel Skill:

1. All work must be performed by contractors that can maintain the technical level of work required and shown in their samples.

1.2 SUBMITTALS

A. Product Data: Submit the following:

1. Materials list of items proposed to be used or provided.

2. Manufacturers' specifications and other data needed to prove compliance with the specified requirements.

B. Manuals:

1. Upon completion of the work, deliver to the District Project Manager two copies of an operation and maintenance manual, containing:

a. One copy of the job progress manual.

b. Instructions on maintaining and operating any installed materials, finishes, or equipment.

1.3 QUALITY ASSURANCE

A. Use adequate numbers of skilled workers who are thoroughly trained and experienced in the necessary crafts and who a completely familiar with the specified requirements and the methods needed for proper and timely performance of the work required.

B. Codes and Regulations:

1. In addition to complying with the specified requirements, comply with the pertinent regulations of governmental agencies having jurisdiction.

2. In the event of conflict between or among specified requirements and pertinent regulations, the more stringent requirements will govern when directed by the District Project Manager.

C. Quality Control:

1. All work and material will be of good quality and in total compliance with local and regional governmental authorities have jurisdiction, and the Dallas Independent School District Technical Design Standards and guidelines, as amended.

2. Maintain temporary facilities and controls in proper and safe condition throughout the progress of the work.

D. Building Interior Air Quality:

1. Contractor shall take all necessary measures to prevent fumes, dust, or other construction-related materials from interfering with the use of the building by the owner.

2. Contractors shall consider the installation of temporary partitions, screening, temporary FIRE ALARM and other necessary measures to accomplish this without additional cost to the owner.

1.4 PRODUCT HANDLING

A. Dispose of all materials, including used water and supplies, in accordance with all Environmental Protection Agency (EPA) and other governmental requirements.

1.5 FIRE PROTECTION:

A. Responsibility:

1. Contractor is responsible for and shall take stringent precautions against fire.

2. Contractor shall provide all equipment and materials he feels is necessary to protect the owner's property and the work.

B. Compliance and Training:

1. Fully comply with the requirements of City, Insurance, and Fire Department authorities.

2. The job foreman shall be fully trained in the use of the extinguishers and their placement on the site.

C. Numbers and Locations of Extinguishers, Minimum:

1. Sufficient operable extinguishers, with proper agents, shall be always maintained on the work site. Provide at least one approved fire extinguisher of a minimum 20 - B:C classification within 30 ft of each area were flammable materials are being applied or mixed at other work areas requested by local fire officials or insurance recommendations.

1.6 SMOKING POLICY

1. Smoking is prohibited in all buildings and Dallas Independent School District property.

PART 2 – PRODUCTS

2.1 APPROVALS

A. Submit equipment and materials proposed for approval by the LRE Manager.

B. New materials will follow Dallas Independent School District Technical Design Standards and guidelines, as amended, and the specifications in the project manual.

2.2 SYSTEMS

A. "Or Equal" Systems:

1. "Or equal" systems may be submitted before the proposal deadline, but no systems will be approved after proposals are received.

2. Delays in submitting equal systems for review may cause a proposal to be rejected without further consideration.

3. Any systems approved as equal will be published in an addendum.

4. No systems will be approved without submitting current, commercially available MSDS sheets, EPA approvals, and other products and manufacturer's data as listed in Section 01340.

5. Contractor must certify that the Contractor will be responsible for all cost increases or accelerations required by the substitution, if approved.

Job Progress:

A. Existing Condition:

1. Provide a detailed before-condition report for all areas prior to beginning work.

2. Provide detailed before condition of all equipment and furnishings that are to be removed, relocated, or stored.

3. Document any other relevant information to determine pre-existing conditions that may influence the final acceptance of the work.

B. Work Progress:

1. Provide a work progress report, of where work was performed.

2. Include products utilized on specific areas and include colors.

C. EPA Lead Requirements:

1. This project is not intended as a lead abatement, however, if required, show conformance with EPA lead controls as required by EPA and other authorities having jurisdiction.

Parking:

1. Parking will be made available to the contractor for their company vehicles or employees, if spaces are available.

2. If spaces are not available, the contractor will be responsible for parking arrangements.

3. All parking and traffic rules and regulations of the District are applicable and will be enforced.

4. Any parking tickets issued to the contractor's vehicles or the contractor's employees’ vehicles are the sole responsibility of violating party.

5. No vehicles, except those directly responsible for moving equipment related to the work, are to be driven on walks or grounds.

6. Any damage to the grounds, lawns, accessories, sidewalks, or other items at the site will be repaired promptly and at the contractor's expense.

7. All security for parked vehicles is the contractor's responsibility.

Clean and Protecting:

1. Protect all finished installations, including equipment, from unauthorized use, prior to acceptance.

2. Clean to final polished condition immediately prior to final acceptance.

3. Repair all finishes and accessories damaged until accepted by owner.

Additional Requirements:

1. All services shall be in compliance with all state, federal, and local fire department regulations.

2. Contractor must be licensed by the State Board of Contractors specifying specialty in fire systems.

3. Testing frequency for all systems shall be in accordance with the Statewide Fire Prevention Code and applicable NFPA standards.

4. A complete written record of all tests and inspections required in accordance with applicable sections of the Statewide Fire Prevention Code shall be provided to Dallas ISD Food and Child Nutrition Services.

5. Contractor shall submit a letter of certification of proper performance for each system to the Dallas Fire Department, with copies left at each location and person issuing the work order.

6. Technician servicing extinguishers must be certified per NFPA 10.

CATALOG DISCOUNT PROGRAM

A catalog discount line has been added to the bid, line item #1, for items not specified or newly developed items identified by food services. Vendors must provide a percent discount on your catalog price for products your company provides. Discount does not have to be the same for every item or every manufacturer. Offeror may provide a zero (0) percent discount if necessary. If the catalog discount line item is left blank with no numerical number, it will be interpreted as “No Catalog Bid”. Offeror must provide a current catalog along with submission. Failure to provide a current catalog may result in disqualification.

Pre-Proposal Meeting

A pre-proposal meeting will take place on January 12, 2025, 2:00 pm CST.

A review of the RFP will take place, the link is below.

Pre-proposal Meeting Link: https://teams.microsoft.com/l/meetup-join/19%3ameeting_OTI2NGUzZWQtNGUyNC00NDQ4LTg4YmEtZWI2MTI0ZTA1MjQx%40thread.v2 /0?context=%7b%22Tid%22%3a%22800a094b-60c8-42e5-afe6- 6ccb630750c2%22%2c%22Oid%22%3a%22b0ebee82-d7cf-4e52-b977-709b68630372%22%7d

Pricing Sheet for ANSUL Type Vent-A-Hood Fire Extinguishing Systems

Bidder agrees to provide the Dallas Independent School District (THE DISTRICT) with INSPECTION, CERTIFICATION, AND MAINTENANCE OF AUTOMATIC FIRE SPRINKLER SYSTEMS for Food and Child Nutrition Services, in accordance with the specifications, terms and conditions of this Invitation for Bid at the below bid rates. This Agreement will be for a twelve-month period (one year) commencing upon award by the District, with four one (1) year options to renew, subject to approval by the district. Fixed prices and rates are to be offered for the term of the agreement, including optional year, if exercised. The District reserves the right to award by Line Item, Category, or All or none.

The District reserves the right to award multiple contractors. Inspections will be done semiannually in accordance with manufacture’s recommendations and in accordance with the guidelines of NFPA17, 17A pertaining to Inspection, Maintenance, Recharging, and Hydrostatic Testing.

Inspection & Certify System (per inspection) $

Recharge (pr lb.)

Recharge (per gal.)

Replace Fuse Link (each)

Hydrostatic Testing (per inspection)

Replace Nozzle Caps (each)

Filing of Necessary Papers

Cartage Replacement: 101-10

101-20

101-30

Double Tank

Maintenance and Repair hourly rate

Maintenance and Repair overtime rate

Parts Discount

Other

Pricing Sheet for KIDDE Type Vent-A-Hood Fire Extinguishing Systems

Inspections will be done semiannually in accordance with manufacture’s recommendations and in accordance with the guidelines of NFPA17, 17A pertaining to Inspection, Maintenance, Recharging, and Hydrostatic Testing.

Inspect & Certify system (per inspection) $

Recharge (per lb.)

Pricing Sheet for RANGE GUARD Type Vent-A-Hood Fire Extinguishing Systems

Recharging, and Hydrostatic Testing.

Pricing Sheet for PYRO CHEM Type Vent-A-Hood Fire Extinguishing Systems

Recharging, and Hydrostatic

Testing.

Replace Nozzle Caps

Cartage Replacement

Pricing Sheet for Extinguisher Inspection & Recharge

Cost for inspection and recharging of portable fire extinguishers across 230 cafeteria sites.

Conduct a full inspection of all fire extinguishers at each location to confirm compliance with safety and regulatory standards. Apply an inspection tag to each unit upon completion.

Recharge of K-Class (wet chemical) fire extinguishers as needed following discharge or according to the required recharge interval (typically every 1–5 years). Service includes refilling with the approved wet chemical agent and verifying the valve, pressure, and seals.

Recharge of ABC (dry chemical) fire extinguishers after discharge or in accordance with the established recharge cycle (typically every 1–6 years). Service includes refilling with the appropriate dry chemical agent and ensuring all components are functioning correctly.

Inspect & Certify system (K-Class) $

Recharge K-Class (wet chemical) fire extinguisher after use of based on a

Inspect & Certify system (ABC Dry)

Recharge ABC (dry chemical) fire extinguisher after use or as part of the recharge cycle