HOUSING AUTHORITY OF THE CITY OF HARTFORD, 180 John D Wardlaw Way, HARTFORD CT 06106 INVITATION TO BID #2026-116 Monitoring, Inspection, Testing, Maintenance and Repair of Security Systems and Fire Protection Systems

PROCUREMENT THROUGH SEALED BID

INVITATION FOR BIDS # 2026-116

Monitoring, Inspection, Testing, Maintenance and Repair of Security Systems and Fire Protection Systems

Released August 6, 2026

CONTENTS

Section 1: Instructions to Bidders Section 2: Scope of Services Section 3: Bid Price Form and Contractor Information (signature required) Section 4: General Terms and Conditions

ATTACHMENTS:

Acknowledgement of Addenda (signature required) HUD Form 5369b: Instructions to Offerors (Pre-award Terms) HUD Form 5369c: Representations, Certifications and other Statement (signature required) HUD Form 5370-C: General Conditions for Non-Construction Contracts (value above 100,000) HUD Form 5370-C Section 1&2: General Conditions for Non-Construction Contracts Davis Bacon CT Wage 2025 wage schedule Exhibit A HUD Form 50071: Certification of Payments to Influence Federal Transactions (for bids over $100,000) Form SF-LLL (for bids over $100,000) Sample Contract

SCHEDULE OF EVENTS:

Solicitation Issuance Thursday, August 6, 2026 Last Day for Questions: Tuesday, August 25, 2026 by 2:00 pm Final Addendum Thursday, August 27, 2026 Pre-Bid Conference None Scheduled Proposal Due Date Thursday, September 3, 2026 by 2:00 pm Award/Contract Effective On or around week of October 19, 2026

INVITATION TO BID #2026-116 Monitoring, Inspection, Testing, Maintenance and Repair of Security Systems and Fire Protection Systems

BONDS ARE NOT REQUIRED FOR THIS BID

INSURANCE WILL BE REQUIRED OF THE SUCCESSFUL CONTRACTOR

INVITATION TO BID #2026-116 Monitoring, Inspection, Testing, Maintenance and Repair of Security Systems and Fire Protection Systems

SECTION 1

INSTRUCTIONS TO BIDDERS

1.1. INTRODUCTION

The Housing Authority of the City of Hartford (the “Authority”) is issuing this Invitation for Bids (“IFB”) seeking a vendor or vendors to provide Security and Fire Systems Monitoring, Testing and Maintenance services (each a “Contractor”). The Authority reserves the right to make one award or multiple awards under this IFB, whichever is deemed to be in its best interest. Any obligations of those submitting bids in response to this IFB (“Bidders”) continue to be obligations of Contractor(s) when awarded.

Term Contract. The term of the contract resulting from this solicitation (the “Contract”) will be for three (3) years commencing on the date of award. Upon satisfactory completion of the initial term of the Contract, the

Authority may extend the term of this Contract for two additional one-year terms at its sole option at the prices initially bid by each successful Contractor. The Authority shall provide Contractor with written notice of its intent to extend the Contract at least ninety (90) days prior to the expiration of the then current

Contract term.

Quantities. The Contract is an indefinite delivery, indefinite quantity contract. Services are required as and when needed. The Authority reserves the right to make partial or full award of the services described below.

Non-Exclusive. The Contract is not an exclusive contract and there is no guarantee as to the amount of work to be assigned for any particular period of time. The Authority reserves the right to go out to separate solicitation for major projects or for assignments not covered by the Scope of Services described in this IFB.

Funding. The Contract is contingent upon continued funding availability from one or more sources including federal funds. In the event that funds are not available at any time during the Contract term, the Authority reserves the right to cancel the Contract. In such event, each Contractor will be paid for satisfactory services provided to date of cancellation.

The Contract will be subject to an aggregate annual not to exceed expenditure limit established by the

Authority Board of Commissioners (the “Annual Limit”). Annual expenditures may not exceed the Annual

Limit without confirmation of funds availability and the prior approval of the Board of Commissioners.

1.2. PRE-BID MEETING/INDEPENDENT SITE INSPECTIONS

A pre-bid meeting has not been scheduled for this IFB.

Independent Site Inspections Required. Bidders should conduct site inspections to avail themselves of the general conditions that exist for each of the locations specified in the Scope of Services. Bidders are responsible for having taken steps reasonably necessary to ascertain the nature and location of the work, and the general and local conditions which might affect the work or the cost thereof prior to submitting a bid.

INVITATION TO BID #2026-116 Monitoring, Inspection, Testing, Maintenance and Repair of Security Systems and Fire Protection Systems

Failure to inspect will not be grounds to alter Contractor’s responsibility to successfully perform the work without additional expense to the Authority. If an inspection is requested please reach out to

Jpizzi@hartfordhousing.org (John Pizzi- Director of Asset Management, formerly John Williams) to schedule a time to view the properties 10 days prior to bid date.

1.3 QUESTIONS AND COMMUNICATION

All questions must be put in writing to the IFB Contact named below no later than the date indicated on the cover of this IFB. Email the questions to ljohnson@hartfordhousing.org The intent of this requirement is to assure that all Respondents are in receipt of the same information and to allow the

Authority sufficient time to post questions and answers in an Addendum to this IFB. The Authority reserves the right to use its discretion in issuing Addenda for questions and answers; only those questions and answers which might materially affect a vendor’s response will result in an Addendum. It is the responsibility of each

Respondent to check the Authority’s website: www.hartfordhousing.org for a copy of all Addenda issued for this IFB.

NOTE: Any solicitation or lobbying directed to any Authority staff, or the Board of Commissioners is prohibited and is a ground for disqualification of Bidder’s bid.

SOLE CONTACT

Larry Johnson Contracting Officer

180 John D Wardlaw Way Hartford, CT 06106 email: bids@hartfordhousing.org www.hartfordhousing.org

1.4. BID DEADLINE AND DELIVERY

Respondents must send in bid via courier, USPS, or any other kind of delivery service

Mail or Drop off Full Proposals to: Larry Johnson Contracting Officer

180 John D Wardlaw Way Hartford, CT 06106

Late bids will not be accepted, except as stipulated in HUD Form 5369b, attached hereto.

1.5. BID FORMAT

To assure proper electronic receipts and handling of responses, Respondents must utilize the following file naming convention. Failure to utilize the proper naming convention may result in rejection of submissions.

mailto:Jpizzi@hartfordhousing.org mailto:ljohnson@hartfordhousing.org http://www.hartfordhousing.org/ http://www.hartfordhousing.org/

INVITATION TO BID #2026-116 Monitoring, Inspection, Testing, Maintenance and Repair of Security Systems and Fire Protection Systems

Naming Convention Example: ABC Company LLC- IFB 2026-106

- In addition to the documents marked as “signature required” on the cover of this solicitation, Respondents must submit an executed Qualification Form (included in Section 3 of this IFB)

The following documents must be completed and returned by all Bidders:

- Section 3 – Bid Form and Company Information

- Signed HUD Form 5369c

- Executed Acknowledgement of Addenda Form Listing All Issued Addenda

1.6. RIGHT TO VERIFY INFORMATION

The Authority reserves the right to verify any and all information provided in each bid. If there is evidence of misleading or false information, the Authority may, in its discretion, reject the Bidder’s submittal.

1.7. BID EVALUATION

The Authority will assign an agent to review each bid to determine if it substantially complies with the requirements and procedures contained in this IFB. Bids that are not in substantial compliance will not be considered further.

Bids will be evaluated in accordance with the terms and provisions of the Authority’s procurement policy and as specified in HUD Form 5369b and supplemented by the Authority’s Procurement Preference Policy for

Disadvantaged Individuals and Businesses, both of which are attached to this document.

Evaluation will include all costs provided for in each bid, as well as any one or more of the following:

operational and financial capacity to perform, demonstrated record of integrity and business ethics, quality of prior performance. In the event of indefinite quantities, the Authority may apply hypothetical or prior year experience to identify the lowest, responsible bidder.

1.8. BIDDER QUALIFICATIONS

Contractors must be properly licensed to do business within the State of Connecticut. Bidders must have been in the monitoring, inspection, testing, maintenance and repair of security systems and fire protection systems business for a minimum of 3 years. Any successful Contractor shall have a person available during normal business working hours to address any problems or complaints of the Authority. The Authority may make such investigations deemed necessary to determine the ability of the Contractor to perform the services outlined in the scope of work. If requested, the Contractor shall provide the Authority with all such information and data for this purpose. The Authority reserves the right to reject any bid if the evidence submitted by or derived from an investigation fails to satisfy the Authority that the Contractor has the capacity to carry out the obligations of the Contract and to complete the work specified in this IFB.

1.9 SOCIO ECONOMIC CONSIDERATION

INVITATION TO BID #2026-116 Monitoring, Inspection, Testing, Maintenance and Repair of Security Systems and Fire Protection Systems

The purpose of Section 3 of the Housing and Urban Development Act of 1968 (12 U.S.C. 1701u) as amended by the Housing and Community Development Act of 1992 (“Section 3”), is to ensure that employment and other economic opportunities generated by certain U.S. Department of Housing & Urban

Development (HUD) financial assistance provided to the Housing Authority of the City of Hartford

(HACH), to the greatest extent feasible, and consistent with existing Federal, State, and local laws and regulations, are directed to Low-Income and Very Low-Income persons, particularly those who are recipients of government assistance for housing, and to business concerns that provide economic opportunities to Low-

Income and Very Low-Income persons.

Section 3: The Contract resulting from this solicitation is not subject to the terms of Section 3 as described in the attached Section 3 Plan of the Housing Authority of the City of Hartford. The Authority does encourage responses from small businesses including minority and women owned businesses and respondents may fill out and submit the attached Section 3 Contractor Compliance Commitments with their response if they wish to participate in efforts to support Section 3 Business Concerns and individuals.

1.10 AWARD OF BID

Award will be made to the lowest responsive and responsible Bidder.

1.11. PRICING

All offers shall be firm for a period of ninety (90) days following the bid opening date.

Pricing shall include all charges necessary to fulfilling the terms of the Contract.

OPTIONAL PRICE ADJUSTMENT CLAUSE The Contractor warrants that the pricing stated herein shall remain firm for the duration of the initial three (3) year term of the Contract. Upon receipt of notice of the

Authority’s intent to extend the Contract the Contractor shall have the right to request a price adjustment only during the thirty (30) days immediately following its receipt of notice. During this thirty (30) day period, the Contractor may submit a request in writing to the Authority for a price adjustment that is consistent with and relative to price changes consistent with market trends in the industry and which changes are outside of the Contractor’s control. The Contractor must fully document its request, attaching to the request, without limitation, such market data as support the requested adjustment. The Authority may, in its sole discretion, approve or disapprove the requested adjustment, in whole or in part. Any approved adjustment shall be final and shall remain unchanged until the next renewal of the Contract. If approved, price adjustments become effective ten (10) days after the date of the approval. The Contractor shall honor any purchase orders issued prior to the effective date of the approval at the price in effect at the time of the issuance of the purchase order.

1.12. SUBCONTRACTING

The Contractor shall not have the right or power to assign, subcontract, or transfer interest in this Contract without the prior written consent of the Authority.

INVITATION TO BID #2026-116 Monitoring, Inspection, Testing, Maintenance and Repair of Security Systems and Fire Protection Systems

1.12. CONDITIONS OF CONTRACT

This IFB, including all attachments, together with the Contractor’s bid will form the entire agreement between the Contractor and the Authority. No exceptions to the Sample Contract attached to this IFB are allowable.

In the event additional services are required that have not been awarded, the Authority will have the sole and exclusive right to seek the services on the open market.

The person signing the bid on behalf of the bidder must be authorized to commit the bidder in contractual matters.

SECTION 2

SCOPE OF SERVICES

2.1. MONITORING, INSPECTION, TESTING, MAINTENANCE AND REPAIR OF SYSTEMS:

Contractor will provide monitoring, inspection, testing, maintenance and repair of systems including but not limited to alarm, CCTV and access control systems (also known as card access), fire alarm, sprinkler and suppression systems (each a “System” and collectively “Systems”).

Current Authority Systems and their components are identified in Section 3. The Authority may add or subtract Systems or components at the prices included in the Contract award as Systems or their components come on or offline or as the successful bidder alerts the Authority of any discrepancy between the price lists included in this IFB and actual local conditions. The Authority may also add Systems to this Contract through supplemental bid if it is in the best interest of the Authority to do so.

The purchase of Systems is not allowed under this Contract. Repair parts and replacement components may be purchased as described herein.

Refer to the appropriate section for more information on each service provided under this Contract.

1. Monitoring Services

2. Time and Materials (T & M) for Maintenance and Repair

3. Security systems Inspection and Testing

4. Fire Systems Inspection and Testing

5. Sprinkler inspection and testing

Where applicable, all work under this Contract shall be performed in strict accordance with all applicable National Fire Protection Association (NFPA) codes, latest revision accepted by the State Fire Marshall, Connecticut Fire Safety Codes (CFSC), latest revision, to include the National Electrical Code (NEC), International Building Codes (IBC), International Mechanical Code and International Existing Building Code, latest revisions; and manufacturer recommendations and/or requirements, as well as any other applicable Occupational Safety and Health Administration (OSHA), United States (US) Department of Transportation (DOT), Underwriters Laboratories (UL) and/or any other Federal and/or Connecticut Regulations/Statutes/Codes and any other industry standards.

Contractor shall provide service across all Authority properties and have the necessary capabilities to respond to multiple sites at once.

INVITATION TO BID #2026-116 Monitoring, Inspection, Testing, Maintenance and Repair of Security Systems and Fire Protection Systems

Contractor shall use only factory-authorized parts unless authorized in writing by the Authority. The repair and/or replacement of any and all components shall include all labor, materials, tools and equipment necessary to accomplish the work.

Normal working hours under this Contract are defined as follows:

Monday through Friday - 7:30 AM to 4:30 PM excluding Authority holidays. Authority holidays are: New Years Day, Martin Luther King’s Birthday, Presidents Day, Good Friday, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, Day after Thanksgiving, Christmas Day.

The inspection and testing of all equipment shall be completed annually or more frequently if required by any regulations and/or manufacturer’s recommendation or as otherwise described herein. Contractor shall coordinate with Authority to schedule all inspection, testing and maintenance. The Authority may refuse to conduct any test for any reason without recourse available to the Contractor. Any work to be performed outside of the established hours must be pre-approved by the Authority in writing.

2.2 CONTRACTOR REQUIREMENTS:

a. General:

1. Contractor shall continue to maintain an organization capable of performing the work hereinafter described throughout the contract term and must have been in continuous operation for at least the past three (3) years prior to bidding.

2. Contractor shall maintain a toll free number for their facility’s location and the telephone number must be answered on a 24 hour a day 7 day a week basis.

3. Contractor’s service technicians shall have a minimum of three years of experience in security and/or fire systems (as applicable) service and repair.

4. Contractor shall provide all necessary training and certification for their staff for all equipment described herein at the Contractors’ expense.

5. Emergency service rendered under this Contract shall be available continually on a 24 hour per day/7 days a week basis. If a voice message is left requesting emergency service, the Contractor shall call the Client Agency back within one (1) hour after receiving the emergency call. Contractor personnel, with the expertise necessary to correct the problem, shall be on site within two (2) hours or less (including nights, weekends and holidays) after receiving an emergency call. Contractor shall have personnel on site and ready to work within 24 hours of the Authority placing a non-emergency call for service.

6. No charges are allowed for travel costs, parking fees and any other ancillary fees and costs including permits, licenses, insurance, etc. for any of the services provided under this Contract.

7. Contractors shall not receive additional compensation for after hour’s or holiday service for monitoring services.

8. Contractor shall coordinate and schedule all non-emergency inspections, repairs and service with the Authority site contact person or designated person prior to beginning any work.

9. Contractor shall sign in and sign out with an Authority representative. Failure to sign in or out or leave a signed work ticket at the site, whether intentional or unintentional, constitutes evidence that the service was not performed.

10. Contractor shall provide, at no expense to the Authority, consulting services to the Authority should the need arise for any circumstances that fall within the scope of this

INVITATION TO BID #2026-116 Monitoring, Inspection, Testing, Maintenance and Repair of Security Systems and Fire Protection Systems

Contract, such as but not limited to, integration of a new installation of any type of system or for a system that needs to be updated.

11. Upon request, the Contractor shall provide the Authority a monthly report for all service calls performed for the Authority.

12. Contractor shall provide their own personnel and equipment necessary to perform testing, inspection and maintenance services, including equipment for gaining access to devices that are not readily accessible. Contractor shall not utilize any Authority equipment, tools, ladders, etc. to perform any service or installation, unless such use is pre-approved by the Authority.

13. Contractor shall maintain the equipment and materials provided for the work consistent with applicable safety and health codes.

14. Contractor shall be completely responsible for their work, including any damages or breakdowns caused by their failure to take appropriate action.

15. In the event that Contractor is unable to complete repairs to a major component that is deemed to be critical to the Authority’s operation, then the Contractor shall provide the Authority with any necessary loaner equipment at no additional charge to the Authority.

The loaner equipment shall remain in place until such time as the Contractor is able to complete the repairs.

16. Contractor is responsible for all repairs made necessary by the installation or removal of equipment (i.e. patching, painting, plastering, conduit, dry wall restoration, etc.).

17. Contractor shall be an authorized dealer/distributor for the manufacturer of the Systems they submit bids for, the Contractor’s technicians shall be factory trained and shall maintain certification by the manufacturer for the duration of the Contract.

18. Contract Transition: The Contractor shall provide the lock-out codes to any panel or default the panel to allow any new contractor access to the panel and provide any other necessary information required to gain full access to the Systems as part of the transition period between this Contract and any subsequent contract and between contractors under this Contract,

b. Account Manager:

1. Contractor shall provide a single point of contact and a backup to fill in during time of absence, for the length of the Contract.

2. The contact and backup shall schedule/coordinate all service calls as requested by the

Authority. The contact shall handle these issues directly and follow up as necessary to ensure that schedules are kept and repairs are completed in a timely manner.

3. The contact shall schedule and coordinate all appointments with Authority site contact personnel or another Authority designee for inspections and testing.

c. Licenses:

1. Contractor shall hold a current State of Connecticut, Dept. of Consumer Protection V-1 or V- 9 Closed Circuit Television/Video Repair license and a C-5, E-1 or L-5 Electrical Work license, or any other license not listed, as required by State law.

2. Contractor shall be licensed by the Connecticut Department of Consumer Protection as C-5, or L- 5 Electrical Contractor types, with employees holding the respective C-6, L-6 or E-z Electrical Journeyperson type licenses, or be registered as an apprentice with the Connecticut Labor Department.

3. Alternatively, Contractor may utilize personnel performing the work under the Dealer/Technician license or V-9 Dealer Company License, with employees that hold a current

INVITATION TO BID #2026-116 Monitoring, Inspection, Testing, Maintenance and Repair of Security Systems and Fire Protection Systems

State of Connecticut, Dept. of Consumer Protection V-2 Technician license or V-8 Apprenticeship card issued by Department of Consumer Protection.

4. Personnel performing the work under the licensed Contractor shall hold a current State of Connecticut, Dept. of Consumer Protection V-2 or V-8 Closed Circuit Television/Video Repair license and/or a C-6, L-6 or E-2 Electrical Work license, or any other license not listed, as required by State law.

5. Personnel performing work on the non-sprinkler portion of fire systems must be at least NICET 1

(National Institute for Certification in Engineering Technologies) Certified. Contractor is responsible for providing all necessary training and certification for their staff for those specified Systems at the

Contractor’s expense.

6. Contractor shall maintain a current F-1 license for work on sprinkler systems. Personnel performing work on sprinkler systems maintain a current F-1 or F-2 license issued by the Connecticut

Department of Consumer Protection, Occupation Licensing Division. Backflow testing must be completed by a Connecticut certified backflow preventer tester as described herein.

1. All fire pump controller work must be performed by an individual having a current E-1 or E-2 license issued by the Connecticut Department of Consumer Protection, Occupation Licensing Division.

2. If backflow testing is part of the work, the Contractor shall have certification for backflow testing approved by each entity with jurisdiction over the public water system.

3. Contractor does not need to maintain any of the described licenses as long as the

Contractor does not repair any components covered by that license category.

2.3 MONITORING OF SYSTEMS

a. Requirements:

1. Alarm monitoring service for security systems for both interior and exterior alarm systems to include, but not limited to, intrusion alarms, hold-up alarms, burglar alarms, duress alarms, ambush systems, call aid alarms, parking lot and perimeter security and fire protection systems (to include fire alarm systems, sprinkler systems, and suppression systems, etc.).

2. The central alarm monitoring station shall be certified as an approved site for alarm monitoring services.

3. Contractor shall have at least one other complete backup alarm monitoring station located a minimum of 100 miles from the primary central monitoring central station.

4. A traditional standard telephone line or landline shall be provided by the Authority as a primary means of communication between the alarm monitoring control unit that is to be installed at the Authority’s facility and the central alarm monitoring center. A digital cellular telephone line shall be installed (or maintained if in existence) by the Contractor as a backup to the primary telephone landline. Contractor shall be responsible for providing a cellular backup telephone line with acceptable cellular service at the location. The Authority reserves the right to adjust the means of communication to include direct connection to the Contractor through the Authority network at any time during the contract term.

5. All equipment to be provided by the Contractor must be UL listed.

6. All alarm monitoring shall be provided on a 24-hour 7 day a week basis.

7. Contractor shall provide weekly activity reports (when active) and conduct regularly scheduled inspections and test all equipment as required by the Contract and any applicable law or regulation.

INVITATION TO BID #2026-116 Monitoring, Inspection, Testing, Maintenance and Repair of Security Systems and Fire Protection Systems

8. Should an issue arise where a problem requiring immediate repair falls beyond the technical expertise of a responding technician, the Contractor’s highest tier service technicians will be contacted to support the responding technician.

9. Contractor shall provide an alarm point listing for each site of the Authority. This list shall state where each device is located at the site.

10. The Housing Authority will accept bids offering to replace any security systems or their components with security systems meeting the requirements described in Question at no cost to the Housing Authority to allow the Contractor to monitor and test such security systems. Should a bidder offer to replace such systems or their components the Housing Authority must have the ability to add or subtract authorized user access codes or alarm/disarm codes for individuals.

2.4 FALSE ALARMS:

(a) Authority and the alarm monitoring Contractor agree that the first four (4) false alarms per year caused by the Authority or its residents will not result in any fees to the Authority; however, the Contractor shall meet and consult with the Authority on a continuous basis concerning issues with false alarms. Contractor agrees to work towards the goal of false alarm prevention. Authority will not pay Contractor imposed fines for false alarms over four caused by the Authority but will pay any State or local fines for false alarms over four caused by the Authority.

(b) Contractor shall promptly reimburse the Authority for all costs and expenses associated with false alarms not caused by the Authority. Authority may deduct such costs from current invoices.

(c) Contractor shall have a disaster recovery and backup plan in place throughout the term of the Contract to prevent the interruption of service. At no time during the term of the Contract shall monitoring services be interrupted.

(d). Contractor shall provide daily test timer services whereby alarm control panels will transmit a check-in signal daily to the Contractor’s monitoring center, so that the absence of such a signal will trigger an alarm event. For those systems that are not programmed for daily test timers, Contractor shall perform a site visit to determine if the panel is capable of being programmed and, if so, will program the panel to engage this service at no charge for any systems currently being serviced by the Contractor. If control panels are NOT capable of being programmed to timer test, the Contractor shall provide a proposal to the Authority for the replacement of such equipment with new equipment that is capable of providing test timer transmissions.

The Authority is under no obligation to accept or act upon such proposal.

2.5 REQUIREMENTS FOR INSPECTION AND TESTING (SECURITY SYSTEMS):

a. Contractor shall annually clean, test, adjust, and align all of the Authority’s cameras and monitors on any surveillance equipment/system during normal working hours. Cleaning, adjusting, aligning and testing will include, but not limited to:

1. Cleaning the inside and outside of the dome housing of the camera;

2. Cleaning the camera lens;

3. Applying anti-fog coating to the inside of the dome;

4. Applying water shedding product to the outside of the dome;

5. Work with the Authority to adjust the camera to the correct field of view;

INVITATION TO BID #2026-116 Monitoring, Inspection, Testing, Maintenance and Repair of Security Systems and Fire Protection Systems

6. Testing and adjusting the automatic aperture and the pan-tilt-zoom function of the cameras with these features and that the cameras operate correctly;

7. Lubricating any camera parts that require lubricant;

8. Adjusting picture quality of all monitors to attain the highest quality level capable of each monitor;

9. Recommend to the Authority any camera or monitors that need repair or replacing.

b. Contractor shall annually perform similar annual cleaning, adjusting, aligning and testing of card access and/or alarm components/systems identified in Section 3 as may be spelled out in industry best practices.

c. A complete inspection report will be furnished by the Contractor to the Authority upon completion of inspections. Deficiencies and corrective action courses must be specifically identified in the report.

d. Contractor shall contact the local authorities prior to a test conducted on the alarm system, if applicable. Failure to do so will result in the Contractor being responsible for any applicable fines from the law enforcement agency having jurisdiction over the alarm.

e. Prior to performing any testing on any system, the Contractor shall notify the applicable monitoring company of the impending test. The Contractor shall be responsible for any penalties, fines, damages, or actions imposed as a result of a failure to notify the alarm company.

The Contractor shall retain the name and title of the alarm company representative to whom the notification was made. The Contractor shall verify the receipt of signal(s) from the alarm company. When all service has been completed, the Contractor shall notify the monitoring company that the alarm for the system has been activated again. The Contractor is responsible for obtaining written documentation from the alarm monitoring company that in fact the proper alarm signal was received and shall furnish such documentation to the Authority.

f. Contractor shall schedule all testing and inspections with Authority with adequate lead time and performance time to ensure all testing and inspections are completed within regulatory and contractual timelines.

2.5 REQUIREMENTS FOR INSPECTION AND TESTING (FIRE SYSTEMS):

a. Inspection and testing of all equipment for the fire alarm system, but not limited to, their initiating devices and notification appliances shall be completed as required by all applicable codes. All testing below is on an annual basis unless otherwise specified. The following shall be completed during inspection and testing at a minimum:

1. Control Panel Tests shall include:

- Every initiating zone for alarm, and supervisory current and end of line values.

- Every indicating zone for alarm and supervisory current and end of line values.

- Battery integrity.

- Test of all HVAC equipment shutdown controls connected to detectors.

2. Every pull station – annual function test.

3. Clean and test all smoke and heat detectors annually.

INVITATION TO BID #2026-116 Monitoring, Inspection, Testing, Maintenance and Repair of Security Systems and Fire Protection Systems

4. Sensitivity testing of all smoke detectors on a bi-annual (every 2 years) schedule. Bi-annual smoke detector sensitivity testing fifty percent (50%) of the smoke detectors shall be tested each year to equal one hundred percent (100%) over a two (2) year period. Every smoke detector shall be testing by utilizing a SES (Smoke Evacuation System) to include, if applicable, detectors in HVAC equipment, attics, and crawl spaces. Contractor shall not use magnetic testing. Sensitivity testing cost is included in annual inspection cost.

5. Every evacuation signal and strobe and/or speaker and strobe (A/V, audio visual).

6. Electronic air horns, amplifiers, power supplies and batteries (A/V, audio visual).

7. Semi-annual visual fire alarm device inspection shall be made to ensure that there are no changes that affect equipment performance. Affected fire alarm devices to be inspected include but are not limited to the following: Fire Alarm Panel Batteries, Transient

Suppressors, Control Until Trouble Signals, Emergency Voice/Alarm Communications

Equipment, Remote Annunciators, Initiating Devices, Air Sampling, Duct Detectors, Electromechanical releasing devices, Fire Extinguishing systems, Fire Alarm Pull Stations, Heat Detectors, Smoke Detectors, Carbon Monoxide Detectors, Alarm Notification appliance i.e. A/V, audio visuals. If one of the semi-annual visual fire alarm device inspections is performed during the period when no other inspections and testing are required, the Contractor shall not charge the Authority for this semi-annual inspection.

8. Semi-Annual Functional Battery Load Testing shall include, but not be limited to, a discharge test with the battery charger disconnected, the batteries shall be load tested following the manufacturers recommendations. Battery testing shall be conducted for all components of each fire system with battery power or backup power. The voltage level shall not fall below the levels specified for optimum operation. Load voltage test with the battery charger disconnected from the terminal voltage shall be measured while supplying maximum load required by its applications. Exceptions: An artificial load equal to the full fire alarm load connected to the battery shall be permitted to be used in conducting the test. Semi-Annual Functional Battery Load Testing is included in the control panel pricing of the fire system pricing schedule. If one of the semi-annual functional battery load tests is performed during the period when no other inspections and testing are required, the

Contractor shall not charge the Authority for this semi-annual inspection.

9. Smoke and Fire Damper Testing shall include, but not limited to, the inspection of the damper and of the fusible link or fire alarm control module. The frequency of smoke and fire damper testing and inspection shall be performed depending on whether there is a fire alarm control module or a fusible link as described below:

• A fire and smoke damper with a fire alarm control module for an initiating device shall require testing and inspection on an annual basis.

• A smoke damper with a fusible link for an initiating device shall require testing and inspection every four (4) years.

• If either type of damper is replaced, then an inspection and testing is required one (1) year after the installation.

INVITATION TO BID #2026-116 Monitoring, Inspection, Testing, Maintenance and Repair of Security Systems and Fire Protection Systems

10. Clean and test carbon monoxide detectors.

b. Contractor shall contact the local authorities prior to a test conducted on the alarm system, if applicable. Failure to do so will result in the Contractor being responsible for any applicable fines from the law enforcement agency having jurisdiction over the alarm.

c. Prior to performing any testing on any system, the Contractor shall notify the applicable monitoring company of the impending test. The Contractor shall be responsible for any penalties, fines, damages, or actions imposed as a result of a failure to notify the alarm company.

The Contractor shall retain the name and title of the alarm company representative to whom the notification was made. The Contractor shall verify the receipt of signal(s) from the alarm company. When all service has been completed, the Contractor shall notify the monitoring company that the alarm for the system has been activated again. The Contractor is responsible for obtaining written documentation from the alarm monitoring company that in fact the proper alarm signal was received and shall furnish such documentation to the Authority.

d. Contractor shall schedule all testing and inspections with Authority with adequate lead time and performance time to ensure all testing and inspections are completed within regulatory and contractual timelines.

2.0 REQUIREMENTS FOR INSPECTION AND TESTING (SPRINKLER SYSTEMS):

a. Contractor shall provide the following services:

1. Service and cost shall include quarterly and annual inspections and testing per year, preventative maintenance (according to the manufacturer’s recommended schedule) and minor repairs to any of the sprinkler system, to include but not limited to, pumps, water storage tanks, special suppression systems and backflow prevention devices. Prices listed in

Section 3 of this ITB include the inspections, testing, maintenance and minor repairs of key operational items, but are not limited to, valves, control values, flow switches, fire department connection, any necessary disassembly, gongs, alarms, sprinklers, piping and water supplies, cleaning and lubrication, and checking of all valves and alarms along with the furnishing, installing and cleaning any necessary parts. All labor is included in the testing and inspection prices in Section 3.

2. Minor repairs are defined as work an F-1 or F-2 licensed fire sprinkler fitter or certified backflow preventer tester can perform during a routine inspection with tools normally carried. Examples are as follows: Tightening packing glands on valves, tightening plugs, replacing light bulbs in pump panels, filling water storage tanks, cleaning strainers, cleaning and/or adjusting water motor alarm gongs so that they may operate cleaning check valves and/or adjusting pump pressure operating switches.

3. Any repair(s) and maintenance that is found necessary and is beyond the preventative maintenance and minor repairs requirements listed above shall be charged at the labor rate and single percentage markup for all materials, maintenance supplies and/or equipment costs which shall are listed on the invoice, as listed in Section 3. Hourly rates must be billed at normal business day; after hours and Saturday; Sunday and Holidays. Contractor shall receive

INVITATION TO BID #2026-116 Monitoring, Inspection, Testing, Maintenance and Repair of Security Systems and Fire Protection Systems written approval from the Authority prior to making any additional repairs to the system that are beyond the terms for minor repairs listed above.

b. Fire protection systems with public water supply and cross connection protection (i.e. reduced backflow preventer or double check valve assemblies) must be inspected and tested quarterly and fully tested annually by a Connecticut certified backflow preventer tester. A separate backflow preventer test report shall be provided for each backflow preventer in each location/building. A copy of the report must be supplied to both the representative witnessing the test and also to the local water authority for their records.

c. All tamper switch adjustments and resets are the responsibility of the Contractor.

d. Cost for parts not covered under the routine quarterly and annual inspections, testing, preventative maintenance and minor repairs of this IFB, including all parts required due to vandalism and/or abuse must be priced as described in Section 3.

e. At the conclusion of each inspection, the Contractor shall provide a written report to the individual designated by the Authority. All reports must contain information adequate to satisfy all code requirements and must change from time to time to reflect any changes in required information.

f. In no case may any maintenance, testing, or inspections be performed that is not in conformance with NFPA, CFSC and manufacturer recommendation and/or requirement.

g. Authority shall retain the option of having agency personnel present at any inspection or corrective visit.

h. Contractor shall perform the following five (5) year inspection and testing when requested by the Authority. All of the five year inspection and testing will be performed and charged on a time (per hourly labor rate) and material basis.

1. Five (5) year hydrostatic dry standpipe test to be conducted every 5 years on dry standpipe systems. The hydrostatic test pressure must be measured at the low elevation point of the individual system or zone being tested.

2. Five (5) year internal valve inspection:

• Alarm & check valves shall be inspected internally every 5 years to verify that all components operate correctly, move freely and are in good condition. Internal components shall be cleaned, repaired, or replaced as necessary in accordance with the manufacturer’s instructions.

• Preaction & deluge valves shall be inspected internally every 5 years, unless tests indicate a greater frequency is necessary, along with all strainers, filters, restricted orifices, and diaphragm chambers.

• 5 year internal valve inspections are to be performed on every applicable system.

3. Five (5) year obstruction investigation:

INVITATION TO BID #2026-116 Monitoring, Inspection, Testing, Maintenance and Repair of Security Systems and Fire Protection Systems

• An investigation of piping and branch line conditions shall be conducted every 5 years by opening a flushing connection at the end of one main and by removing a sprinkler toward the end of one main and by removing a sprinkler toward the end of one branch line for the purpose of investigating for the presence of foreign organic and inorganic material.

• 5 year obstruction investigation is to be performed on every applicable system.

4. Five (5) year standpipe flow test:

• Flow Test shall be conducted every 5 years at the hydraulically most remote hose connection of each zone of an automatic standpipe system.

3.0 TIME AND MATERIALS (T&M) MAINTENANCE, PREVENTATIVE MAINTENANCE

AND REPAIRS:

a. T&M shall include labor, material, maintenance supplies and equipment costs for all maintenance, preventative maintenance and repairs of Systems unless otherwise specifically addressed in these specifications. Prior to conducting any regular T&M work Contractor shall provide a written estimate of the total cost of anticipated work and shall provide a written justification for any T&M cost which exceeds 10% of the initially estimated cost.

Prior to conducting any regular T&M work Contractor shall provide an oral estimate of the total cost of anticipated work and shall provide a written justification for any T&M cost which exceeds 10% of the initially estimated cost.

b. Parts are to be listed and invoiced separately.

c. Contractor shall charge the Authority a per hour rate for labor and provide equipment, materials and parts necessary to complete repairs and maintenance at Contractor cost.

Contractor shall provide invoices or other documents verifying Contractor cost upon Authority request. Hourly rates will be billed at normal business day; after hours and Saturday; Sunday and Holiday rates. Hourly labor rates are included in Section 3. No minimum hourly requirements are acceptable for time and materials (i.e., 2 hour minimum for weekends.

d. Contractor shall perform preventive maintenance (PM) according to the manufacturer’s recommended schedule and during Authority working hours at a time acceptable to the Authority. Authority must approve conduct of preventative maintenance in writing prior to its being carried out and may refuse any maintenance for any reason without recourse available to the Contractor.

3.1 REPORTS:

a. The Contractor shall furnish the Authority with a maintenance service sheet and shall maintain a log at Authority’s site for all maintenance requests upon completion of any service performed.

The maintenance service reports shall include, as a minimum, the following data for each request for service:

• Date and time notified of service need

• Date and time of arrival

• Location of service to be performed

• Description of malfunction reported

• Diagnosis of failure and work performed

• Date and time failure was corrected

INVITATION TO BID #2026-116 Monitoring, Inspection, Testing, Maintenance and Repair of Security Systems and Fire Protection Systems

• Charges for the service, if applicable

• Name of technician performing the service

• Departure time

b. Service reports shall supply manufacturer and manufacturer’s part number for all parts to be billed to the Authority. A copy of a legible service report shall be left in a designated area, at the site, at the time of the service call.

c. The Contractor shall also provide cost estimates for any deficiencies noted in accordance with labor rates in Section 3 and parts at the discount listed in Section 3 for any corrective work required after completion of testing/inspections, maintenance and/or repairs. This report should include specific code reference to the deficiency, if applicable. Contractor shall provide such reports to the Authority prior to beginning any corrective action work or ordering any parts.

d. All reports shall be signed (printed and signed legibly) by the contact person/designee at the Authority’s location and by the Contractor’s technician or payment of any invoice will not be authorized.

e. Other Reports – Provided on an annual and as requested basis

i. Report for Monitoring Services

- Location of equipment

- List of equipment at that location with manufacturer’s name and model

- Quantity of each piece of equipment

- Identification of equipment that is monitored

- Type of services performed for this location

- Date services were performed

ii. Report for Inspection and Testing

- Location of inspection and testing

- List all dates and type of inspection or testing performed

- List all equipment inspected and tested

- List test results and any necessary corrective action to be taken

iii. Report for T&M

- Consolidated maintenance service reports

iv. Report of complete equipment list for the Systems broken down by Authority site

- Location of Authority site

- List of equipment at that location with Manufacturer’s name and model

- Quantity of each piece of equipment

3.2 PARTS AND EQUIPMENT:

a. The following types of equipment related to the scope of this Contract, but not limited to, may be purchased under this Contract only to the extent necessary to repair or maintain existing Systems:

INVITATION TO BID #2026-116 Monitoring, Inspection, Testing, Maintenance and Repair of Security Systems and Fire Protection Systems

Exterior and interior cameras; housing and mounts for cameras; monitors; keyboards;

Annunciator panels; Arming stations - keypads (that provide 50 to 100 days of history); IP video surveillance equipment; detection and alarm equipment; video equipment, network video recorders (NVR) and other recording devices; motion detectors/sensors; duress alarms, sirens, bells, silent alarms, strobes, emergency call boxes, magnetic contacts, magnetic and mechanical switches; sensors; cards/keys, card/key/credential readers, card/key/credential printers/encoders, badge systems and accessories, etc.; cable; wiring; power supplies; door contacts, door strikes, door closures, door release buttons, etc; barrier gates, sliding security gates, etc.; emergency call boxes, emergency phones, panic/duress devices, and speakers, horns, etc. for emergency notification; all equipment, parts, and materials needed to install the equipment or to house the equipment; visitor management systems; and verification stations/boxes to prove a person was there (used by security guards). Any equipment/parts not listed but falls within the scope of this Contract.

b. Authority will be responsible for the purchase of batteries for new equipment that require them.

3.3 WARRANTY – PARTS AND REPAIRS

The warranty period is for a minimum one (1) year or the manufacturer’s standard warranty, whichever is longer and shall begin immediately after installation, testing and Authority acceptance.

The warranty will provide the full cost to replace the defective item(s) and any labor, packing, shipping, etc. required to replace the defective item(s). Any parts or other products are represented and warranted by the Contractor to be free from defects in materials or workmanship, and shall substantially conform to the specifications, performance standards, and descriptions in the documentation, so as to provide use of the products in accordance with such documentation without significant functional downtime to the Authority’s ongoing business operations during the warranty term. If, during this period, such faults develop, the unit or component affected will be repaired or replaced without any cost to the Authority.