2-Fire Inspection Services RFP.pdf

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Fargo Public Schools Request for Proposals Annual Fire Inspection Services Due: April 9, 2026 at 10:00 a.m.

Introduction:

The Fargo Public School District (District) is seeking proposals from qualified fire protection contractors to provide comprehensive annual fire inspection services for a 3-year period, fiscal years 2027, 2028, 2029, beginning July 2026. Services include fire extinguisher inspection, fire alarm device inspection and testing, fire sprinkler system inspection, fire door inspection, and kitchen hood suppression system inspection for all District buildings as outlined in this document.

Companies responding to this request must submit their proposal in accordance with the enclosed specifications and should reference the Euna Procurement (Bonfire) Submission Instructions attached separately for instructions on the District’s electronic submission process.

All submissions must be submitted through the online Euna Procurement (Bonfire) Portal at:

https://fargok12.bonfirehub.com/portal/?tab=openOpportunities

Respondents should contact the Euna Support team at Support.Bonfire@eunasolutions.com for technical questions. Respondents can also visit Bonfire’s help forum at https://vendorsupport.gobonfire.com/hc/en-us.

Any communication related to submissions, including the posting of Addenda, will be available on https://fargok12.bonfirehub.com Any questions can also be asked through the available communication tools. Respondents must be registered and logged in to ask questions.

Request For Proposal (RFP) Timeline:

Legal Ad Publication March 25 & April 1, 2026 Deadline for Questions April 3, 2026 2:00 PM CST Proposals Due April 9, 2026 10:00 AM CST Board Approval April 28, 2026

Project Overview:

The District operates 27 facilities requiring annual fire protection inspections to ensure the safety of students, staff, and visitors, and to maintain compliance with applicable fire codes and insurance requirements. This Request for Proposal (RFP) is issued to identify qualified contractors capable of performing comprehensive fire inspection services in accordance with NFPA standards and North Dakota state requirements.

The District anticipates performance of all inspection services between July 1 and August 18 of each fiscal year while school is out of session to minimize disruption to building occupants.

https://fargok12.bonfirehub.com/portal/?tab=openOpportunities mailto:Support.Bonfire@eunasolutions.com https://vendorsupport.gobonfire.com/hc/en-us https://vendorsupport.gobonfire.com/hc/en-us https://fargok12.bonfirehub.com/portal/?tab=openOpportunities

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Project Scope:

• Provide 3-year pricing for all fire inspection services for all District buildings.

• Pricing must include all escalation charges for all three years. No additional escalation charges will be accepted beyond the bid amounts.

• Pricing to include overtime, device accessibility, print or report documents, and all other costs associated with inspections.

• A fillable bid form is provided and must be used exclusively to submit pricing.

• Inspections will be accomplished in all buildings during the period of July 1 through August 18 of each year while school is out of session.

Section A: Annual Fire Extinguisher Inspection Requirements:

1. 100% inspection of all portable fire extinguishers in accordance with NFPA 10 standards.

2. Visual inspection to verify extinguisher is in designated location, accessible, and has no visible damage or obstructions.

3. Verify that operating instructions are legible and facing outward.

4. Check pressure gauge readings and verify safety seals and tamper indicators are intact.

5. Inspect for physical damage, corrosion, leakage, or clogged nozzles.

6. Verify current inspection tag is attached and properly dated.

7. Coordinate 6-year maintenance and hydrostatic testing as required per NFPA 10.

8. Provide a deficiency report for each building including recommended repairs or replacements with pricing.

9. Fargo Public Schools reserves the right to purchase and repair any deficiencies from the deficiency list through any vendor of our choice, or to make the deficiency repairs in-house.

10. Annual inspection for all buildings must be completed between July 1 and August 18 of each fiscal year.

Section B: Annual Fire Alarm Device Inspection and Testing Requirements:

1. 100% testing of all fire door magnets.

2. 100% testing of all heat detectors.

3. 100% testing of all smoke detectors.

4. 100% testing of all horn/strobe devices.

5. 100% testing of all pull station devices.

6. Perform a fan shutdown function test to verify air handler shutdown signal is being sent from fire panel.

7. Perform a central communication dialer function test. A verification of the fire panel signal to the associated monitoring company must be performed to verify function.

8. A "walk test" will not be allowed for testing the horn/strobe devices. Contracting representative must verify an audible horn can be heard for each horn/strobe device.

9. A test report will be provided for each school building verifying the number of devices and location of each device tested. The complete test results of all District buildings to be provided to the Plant Supervisor upon completion of all buildings and provided in electronic format.

10. A deficiency device list for each building will be provided at the conclusion of the District testing to the Plant Supervisor. This list should include deficiency repair pricing with a time and material breakdown for the work to be performed under direction by the testing company.

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11. Fargo Public Schools reserves the right to purchase and repair any deficiencies from the deficiency list through any vendor of our choice, or to make the deficiency repairs in-house.

12. A schedule of building testing will be requested and coordinated with the Plant Supervisor at the start of each testing year, prior to June 1 of each fiscal year.

13. Annual testing completion for all buildings will be completed by August 18 of each fiscal year.

Note: Lewis & Clark Elementary and Lewis & Clark Explorer Academy have separate fire alarm panels and account numbers, but the panels are connected to each other. Bidders should account for testing both panels during the same site visit and verify proper signal routing between panels.

Section C: Annual Fire Sprinkler System Inspection Requirements:

1. Annual inspection and testing of all fire sprinkler systems in accordance with NFPA 25 standards.

2. Visual inspection of all sprinkler heads for damage, corrosion, loading, and proper orientation.

3. Inspection of all control valves, check valves, and alarm valves.

4. Flow test and alarm test of all waterflow alarm devices.

5. Inspection and testing of all fire department connections.

6. Main drain test to verify adequate water supply.

7. Inspection of all pipe hangers and seismic bracing where applicable.

8. Testing of tamper switches and supervisory devices.

9. Backflow preventer pressure test as required.

10. Provide inspection reports for each building in electronic format to the Plant Supervisor.

11. A deficiency list for each building will be provided at the conclusion of the District testing to the

Plant Supervisor. This list should include deficiency repair pricing with a time and material breakdown.

12. Fargo Public Schools reserves the right to purchase and repair any deficiencies from the deficiency list through any vendor of our choice, or to make the deficiency repairs in-house.

13. Annual inspection for all buildings must be completed between July 1 and August 18 of each fiscal year.

5-Year Inspection Requirement (2028):

In addition to annual inspections, a comprehensive 5-year fire sprinkler inspection is required in 2028 per NFPA 25. This inspection must include:

• Internal inspection of all check valves

• Internal inspection of alarm valves and valve trim

• Internal inspection of strainers, filters, and orifice plates

• Obstruction investigation of piping where required

• Gauges replaced or calibrated

• High-temperature sprinkler testing where applicable

Note: Bidders must include separate pricing for the 5-year inspection in the 2028 column of the Fire Sprinkler bid form. The 5-year inspection pricing should be in addition to the annual inspection pricing for 2028.

Section D: Annual Fire Door Inspection Requirements:

1. 100% inspection of all fire door assemblies in accordance with NFPA 80 standards.

2. Visual inspection to verify fire doors close and latch properly from any open position.

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3. Inspection of all fire door components including:

• Door and frame condition (no damage, holes, or breach of fire rating)

• Hardware functionality (hinges, latches, locks, closers, coordinators)

• Glazing (fire-rated glass intact and properly installed)

• Gasketing and seals (intact and in good condition)

• Clearances (proper gap spacing around door perimeter)

4. Testing of automatic fire door release mechanisms:

• Verify fusible links are present and functional where applicable

• Test fire alarm integration and automatic door closure function

• Verify door release systems respond properly to fire alarm activation

5. Inspection of rolling fire doors and curtains where applicable.

6. Verification of proper labeling and fire rating tags.

7. Provide a deficiency report for each building including recommended repairs or replacements with pricing.

8. Fargo Public Schools reserves the right to purchase and repair any deficiencies from the deficiency list through any vendor of our choice, or to make the deficiency repairs in-house.

9. Annual inspection for all buildings must be completed between July 1 and August 18 of each fiscal year.

Section E: Semi-Annual Kitchen Hood and Suppression System Inspection Requirements:

1. Semi-annual inspection of all commercial kitchen hood suppression systems in accordance with NFPA 96 standards.

2. Inspections to be conducted twice per year: once during the summer inspection period (July 1 - August 18) and once during winter break (December-January).

3. Complete inspection of hood fire suppression systems including:

• Visual inspection of all system components

• Verification of manual pull station accessibility and condition

• Inspection of nozzles, piping, and distribution system

• Check gas/electric fuel shut-off functionality

• Verification of proper system pressure and agent charge

• Inspection of detection system (fusible links or electronic detection)

• Testing of system actuation mechanism (without discharge)

4. Kitchen hood and exhaust system inspection including:

• Grease build up assessment in hood, plenum, ductwork, and exhaust fan

• Filter condition and proper installation

• Access panel condition and security

• Exhaust fan operation and clearances

• Fire damper inspection where applicable

5. Provide inspection reports for each building in electronic format to the Plant Supervisor.

6. A deficiency list for each building will be provided at the conclusion of the District testing to the

Plant Supervisor. This list should include deficiency repair pricing with a time and material breakdown.

7. Fargo Public Schools reserves the right to purchase and repair any deficiencies from the deficiency list through any vendor of our choice, or to make the deficiency repairs in-house.

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8. Replacement nozzle or pipe pricing: Cost breakdown for replacement of suppression system components where needed.

9. The Contractor shall audit each kitchen hood suppression system and provide a report identifying the last wet chemical agent inspection date and the projected due date for the 6-year full service and recharge requirement per NFPA 17A. This report shall be provided at the start of each contract year.

Buildings with Commercial Kitchen Facilities Requiring Hood Inspections:

(Bidders should verify with the Plant Supervisor)

• North High School

• South High School

• Davies High School

• Ben Franklin Middle School

• Carl Ben Eielson Middle School

• Discovery Middle School

• Trollwood Performing Arts School

General Requirements For All Services:

1. Contractor must be licensed and certified to perform fire protection inspection services in the State of North Dakota.

2. Contractor must carry appropriate liability insurance and provide certificate of insurance upon request.

3. Contractor must be certified to perform fire door inspections in accordance with NFPA 80 standards.

4. Contractor must be certified to perform kitchen hood and suppression system inspections in accordance with NFPA 96 standards.

5. All inspection personnel must pass a background check acceptable to the District.

6. Contractor shall coordinate scheduling with the Plant Supervisor and provide advance notice of inspection dates.

7. Emergency response services must be available during school hours for urgent repairs.

8. All pricing must include escalation charges for all three years. No additional escalation charges will be accepted beyond the bid amounts.

Reporting Requirements:

1. All inspection reports must be submitted using the District's standardized reporting template, which will be provided to the awarded contractor upon contract execution.

2. Contractors shall submit their own internal checklists and inspection documentation as backup/supporting documentation to accompany the District template reports.

3. The District is open to reasonable adjustments to the reporting template based on contractor feedback and industry best practices; however, all sections of the template must be completed in full for each inspection.

4. The submitted inspection report will serve as the official device/system inventory list for each building and must accurately reflect all equipment inspected.

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5. All inspection reports must be submitted in electronic format (PDF preferred) to the Plant Supervisor within 5 business days of completing inspections at each building.

6. Reports must clearly identify building name, inspection date, inspector name and certification number, and include device counts and locations.

District Buildings Included in Scope:

BUILDING NAME ADDRESS

Agassiz Environmental Learning Center 2109 25th Ave N, Fargo, ND 58102 Ben Franklin Middle School 1420 8th St N, Fargo, ND 58102 Bennett Elementary 2000 Bennett Dr S, Fargo, ND 58103 Carl Ben Eielson Middle School 3333 20th St S, Fargo, ND 58104 Centennial Elementary 802 Centennial Dr S, Fargo, ND 58103 Clara Barton Elementary 1417 10th Ave N, Fargo, ND 58102 Davies High School 7150 25th St S, Fargo, ND 58104 Discovery Middle School 4401 19th Ave S, Fargo, ND 58103 District Office 700 7th St S, Fargo, ND 58103 Eagles Elementary 801 32nd Ave E, West Fargo, ND 58078 Ed Clapp Elementary 1250 South Broadway, Fargo, ND 58103 Hawthorne Elementary 614 14th Ave S, Fargo, ND 58103 Jefferson Elementary 3825 12th Ave N, Fargo, ND 58102 Kennedy Elementary 1040 24th St S, Fargo, ND 58103 Lewis & Clark Elementary 1729 16th St S, Fargo, ND 58103 Lewis & Clark Explorer Academy 1729 16th St S, Fargo, ND 58103 Lincoln Elementary 901 Elm St N, Fargo, ND 58102 Longfellow Elementary 120 9th St N, Fargo, ND 58102 Madison Elementary 1021 28th Ave S, Fargo, ND 58103 McKinley Elementary 1021 6th St N, Fargo, ND 58102 North High School 801 17th Ave N, Fargo, ND 58102 Operations Center 211 14th St NW, Fargo, ND 58102 Roosevelt Elementary 1024 9th Ave N, Fargo, ND 58102 South High School 1840 15th Ave S, Fargo, ND 58103 Trollwood Main Building 801 50th Ave S, Moorhead, MN 56560 Trollwood Amphitheater 801 50th Ave S, Moorhead, MN 56560 Washington Elementary 1122 Oak St N, Fargo, ND 58102

Note: Trollwood Performing Arts campus is located in Moorhead, Minnesota. Bidders should verify Minnesota licensing requirements apply for this location.

Submission Requirements:

Responses shall comply with all requirements and provide all information identified in this document.

Responses found to be incomplete or failing to comply with these requirements may be considered non-responsive.

Responses shall not exceed 30 pages. The page count excludes both the front and back covers, as well as copies of insurance and pricing template.

Responses shall be in an 8½" x 11" format, using 1-inch standard margins with a font size not smaller than 12 point.

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All submissions must be submitted through the online Euna Procurement (Bonfire) Portal at:

https://fargok12.bonfirehub.com/portal/?tab=openOpportunities Respondents should contact the Euna Support team at Support.Bonfire@eunasolutions.com for technical questions. Respondents can also visit Euna Procurement’s (Bonfire) help forum at https://vendorsupport.gobonfire.com/hc/en-us.

Proposals must be complete when received. Faxed and hard copies of documents will not be accepted.

Late proposals will not be considered.

Questions regarding this RFP should be directed to https:/fargok12.bonfirehub.com.

Pricing:

Provide detailed pricing breakdown including:

• Fire Extinguisher Inspection (per building, per year)

• Fire Alarm Device Inspection and Testing (per building, per year)

• Fire Sprinkler System Inspection (per building, per year)

• 5-Year Fire Sprinkler Inspection (2028 only, per building)

• Fire Door Inspection (per building, per year)

• Kitchen Hood Suppression System Inspection (per building, per occurrence, 2 inspections per year)

• Any other costs associated with scope of work

Note: Pricing should reflect work performed during the summer months (July 1 – August 18) of each year.

Evaluation:

The District will evaluate submissions based on:

1. Firm Qualifications & Accreditations (15%)

2. Relevant K-12 Experience (20%)

3. Staff & Key Individual Experience (20%)

4. Technical Approach & Response Time (15%)

5. Workload & Availability (10%)

6. Proposed Fee (20%)

Terms:

District reserves the right to cancel this RFP in writing or postpone the date and time for submitting proposals at any time prior to the due date.

No submitter shall have a right to make a claim against Owner in the event Owner accepts a different submittal or does not accept any submittals.

Contract Term:

The term of the service contract shall coincide with the construction schedule for Horace Mann Elementary School.

Legal Compliance:

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https://fargok12.bonfirehub.com/

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Work performed, and plans produced shall comply with all state, federal, and local laws, including but not limited to those related to building, environmental, statutory, legal process, Occupational Safety and Health Act and the Fair Labor Standards Act.

Award or Rejection:

It is the intention of the District to have a fair and open bid process. Respondents shall prepare their submission in compliance with the instructions in this package. Failure to do so will constitute a No Bid.

The District reserves the right to reject any or all proposals. The contract will be awarded to the lowest responsible proposal meeting all specifications. Awards will not necessarily be based on price alone.

Suitability to purpose, design, quality, past service, date of delivery, or other factors deemed to be in the best interest of the District may also be considered. The District shall be the sole judge of these factors. In all instances, the decision rendered by the District shall be final and not subject to contest by others.

The District reserves the right to award any proposal which meets or exceeds the minimum acceptable level as outlined in the scope of services.

Proposer responsibilities:

Proposing firm is responsible for conducting necessary research and becoming familiar with conditions under which the work is to be performed.

Owner will not be responsible for any costs incurred by applicants in preparing proposals.

Applicants are held legally responsible for their proposals.

Applicants are not to collaborate, for the purpose of restricting competition with other applicants or competitors in developing proposals.

Independent Contractor:

In responding to this request, respondents certify that they are independent contractors and that all employees providing services to the District under this proposal are employees of the respondent. Upon request of the District, respondent shall provide current profiles for employees serving the District. Profiles shall consist of resume, skill checklist, current license, certification, and two work references.

Respondent is solely responsible for compliance with all labor and tax laws pertaining to the respondent, its officers, agents, and employees, and shall indemnify and hold District harmless from any failure by respondent to comply with such laws.

Evaluation Criteria:

The Business Office will be responsible for leading the evaluation process and maintaining evaluation records. The Board of Education of the City of Fargo will give ultimate approval. The contract will be awarded to one responsible respondent who can meet the terms and conditions, who can supply the specified services resulting in the lowest financial cost to the District. The Total Price listed on the proposal shall be the final delivered price. By submitting a proposal, a respondent signifies agreement to the outlined terms and conditions.

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Sales Tax:

Prices should NOT include Sales Tax. Do not include Federal Excise Tax as the District is exempt.

Delivery Charges:

All delivery charges, if applicable, must be included in the bid price.

Award of Bid:

Upon Board approval, the successful the District will execute a contract for services and corresponding Purchase Order.

Addenda to RFP:

Any changes, additions, or clarifications to the RFP will be posted online at https://fargok12.bonfirehub.com.

Such addenda will be posted online and will be part of the submittal package, having the same binding effect as provisions of the original submittal package.

All addenda, amendments and interpretations of this solicitation shall be in writing. Owner shall not be legally bound by any amendment or interpretation that is not posted online.

All contact that a submitter may have had before or after receipt of this RFP with any individuals, employees or representatives of Owner, and any information that may have been read in news media or seen or heard in any communication regarding this proposal submittal should be disregarded in preparing responses.

Owner does not assume responsibility for receipt of any addendum provided online.

Attachments:

1. Bid Form

2. Device Inventory https://fargok12.bonfirehub.com/