2026-UWMSN-01160-RFB

FIRE ALARM SYSTEMS, SERVICE AND REPAIR PARTS, MAINTENANCE, TESTING AND INSPECTIONS

1. General Information

1.1. Purpose & Scope:

The University of Wisconsin-Madison wishes to contract for FIRE ALARM SYSTEMS, SERVICE AND REPAIRS, PARTS, MAINTENANCE, TESTING, AND INSPECTIONS. The contract scope includes replacement fire alarm part orders, general service requests for maintenance, troubleshooting, and programming, semi-annual and annual fire alarm testing and inspections, and fire alarm monitoring services.

Single jobs shall not be greater than a total cost of $30,000 which falls under the definition of “limited trades work” as defined in Wis.Stats. Ch. 16.70(7), which “means maintenance work consisting of the repair or replacement of existing equipment or building components with equipment or components of the same kind, if the work is not dependent upon the design services of an architect or engineer, and does not alter or affect the performance of any building system, structure, exterior walls, roof or exits, or the fire protection or sanitation of the building. "Limited trades work" includes decorative and surface material changes within a building and minor preventive maintenance to ancillary facilities such as drives, sidewalks and fences. Exception to this rule may be made for projects using insurance claim funds.

See Specifications (Section 5) and Technical Specifications (Section 6) for the minimum acceptable specifications for items/services desired. The University does not guarantee to purchase any specific quantity or dollar amount.

The University reserves the right to negotiate with any contracted vendor(s) to establish additional discounts and/or lower prices for products determined to meet the requirements of a University-led initiative to set product standards. Contract vendor(s) may be asked to provide new, lower prices for these standard products and configurations for a limited, fixed term, to fall within the term of the contract resulting from this Request for Bid.

1.2. Definitions:

The following definitions are used throughout this document:

· AHJ: Authority Having Jurisdiction (i.e., Fire Marshals/Chiefs)

· Buyer: UW purchasing agent responsible for this Request for Bid.

· Bidder: a firm submitting a bid in response to this Request for Bid.

· Contractor: successful Bidder awarded the bid.

· CT: Central Time.

· DVB: Disabled Veteran-Owned Business.

· FACP: Fire Alarm Control Panel

· IFC: International Fire Code

· MFD: Madison Fire Department

· NEC: National Electrical Code

· NICET: National Institute for Certification in Engineering Technologies

· NFPA: National Fire Protection Association

· UL: Underwriters Laboratories

· Purchasing card: State credit card.

· Purchasing: the UW Purchasing department is responsible for the procurement of goods and services.

· RFB: Request for Bid.

· Sourcing Module: the ShopUW+ Sourcing Event Module.

· State: State of Wisconsin.

· University and UW: University of Wisconsin-Madison.

1.3. eSupplier/VendorNet Registration:

Registration on the State of Wisconsin’s eSupplier Portal (eSupplier.wi.gov) is available free of charge to all businesses and organizations that want to sell to the state. Refer to Bidder Response: Registration and Sign-in Process for further instructions. Registration allows a vendor to:

· Register for a bidders list for commodities/services that the vendor wants to sell to the state.

· Receive an automatic e-mail notification each time a state agency, including the University of Wisconsin System campuses, posts a Request for Bid (RFB) or a Request for Proposal (RFP) with an estimated value over $50,000 in their designated commodity/service area(s).

· Receive an e-mail notification of addendums/amendments relative to the RFB or RFP.

Only vendors registered, with a valid e-mail address, at the time the RFB or RFP is posted will receive e-mail notifications of addendums/amendments. Vendors who obtain the RFB or RFP from a third party; through the public notice website; or other means assume responsibility for checking for updates to the RFB or RFP.

NOTE: Registration with eSupplier/Vendornet does not register the bidder with the ShopUW+ Sourcing Event Module. Instructions for registering with the Sourcing Module can be found here: Supplier Login or Join JAGGAER Supplier Network (sciquest.com)

1.4. Orders:

Under this contract, Specific order(s), Standing order(s), or Purchasing Card order(s) may be issued to the Contractor(s). Bidders should identify the method by which they will accept orders against this contract (e.g. e-mail, fax, internet, mail, phone, etc.).

· Specific order(s): issued as one-time orders.

· Standing order(s): issued for a specified period of time, to allow departmental personnel to issue releases against the Standing order(s) as needed.

· Purchasing Card order(s): issued as one-time order(s).

1.5. Electronic Commerce/Online Ordering:

Customers of this contract may want to take advantage of electronic ordering and “E-Commerce” opportunities that may be offered by the Contractor. All electronic orders shall receive contract pricing and/or discounts.

1.6. Campus Delivery Requirements:

· Deliveries may only be made Monday through Friday, 7:00 A.M. CT to 4:30 P.M. CT (excluding holidays).

· Deliveries are expected to be made by straight truck to delivery address specified by the ordering department.

· Semi-tractors or large, 30-foot plus sized trucks are not permitted to deliver to most UW-Madison campus locations due to limited dock access space. This contract requires that Contractor deliver goods to the stated delivery address in accordance with UW Transportation Services’ 30’ truck Policy Number UW-6127 (https://policy.wisc.edu/library/UW-6127).

· Any unique delivery arrangements must be pre-approved by contacting the ordering department or Material Distribution Services (MDS) at (608) 497-4432. MDS reserves the right to charge Contractor reasonable material handling fees for any deliveries they make for the Contractor.

· No additional Contractor costs will be allowed for parking fees or violations. Unauthorized vehicles parking in University lots or loading docks without permits will be ticketed and/or towed.

· Contractor shall follow the delivery requirements outlined by the ordering campus. Contact the ordering department or the Purchasing office for specific policy language, restrictions and a campus map.

1.7. Parking:

University parking is very limited. Each Contractor and/or Contractor employee(s) shall make their own arrangements for parking through the University’s transportation or the ordering department’s business office. No additional Contractor costs will be allowed for parking fees or violations. Unauthorized vehicles parking in University lots or loading docks without permits will be ticketed and/or towed.

1.8. Promotional Materials/Endorsements:

Contractor agrees that they will not use any promotional or marketing material which states expressly or implies that the University endorses either the Contractor or any party related to the Contractor or this Contract.

1.9. Energy Star:

The State encourages the use of equipment which meets the Environmental Protection Agency (EPA) Energy Star™ requirements. The Energy Star Program is a voluntary contract between an Original Equipment Manufacturer (OEM) and the EPA. It is not mandatory that every device offered under this bid meet Energy Star requirements, but the bulk of the product line should be energy efficient. Bidder should identify those items which meet the Energy Star requirements.

1.10 Special Pandemic and Emergency Operations Considerations:

The University of Wisconsin System, individual campuses, municipalities, counties, or the State or Federal government may have emergency orders or guidelines in place mandating or recommending measures such as face masks, protective gear, hand washing, temperature checks, symptom reporting, social distancing, or other temporary public health and safety measures. All suppliers visiting UW campuses or participating in UW sponsored activities, whether on or off campus, must comply with all relevant University, campus, government, and public health and safety mandates and guidelines unless specifically exempted by the applicable legislation, executive order or public health order. UW reserves the right to impose additional health and safety requirements, processes, and procedures at any time. Bidders, contractors and suppliers and their support personnel present in person at any UW site or event must comply with all such applicable measures in effect at that location.

2. Process Instructions

2.1 Term of Contract:

The initial term of this contract shall be from April 1, 2026, or date of award, through March 31, 2030. This contract will be automatically renewed for TWO (2) additional one-year terms through March 31, 2032, unless Purchasing is notified, in writing, by the Contractor; or notifies the Contractor, in writing, 30 calendar days prior to expiration of the initial and/or succeeding Contract term(s).

2.2 Reasonable Accommodations:

The University will provide reasonable accommodations, including the provision of informational material in an alternative format, for qualified individuals with disabilities upon request.

2.3 Appeals Process:

Any protest of the University's solicitation or intent to award must be based on an alleged violation of the Wisconsin State Statute or a provision of a Wisconsin Administrative Code. No later than five business days after the date of solicitation or the notice of intent to award is issued by the University, written notice of intent to protest must be received by:

The Office of the Chancellor

The University of Wisconsin-MADISON

500 LINCOLN DRIVE - MADISON, WI 53715-1218

With a copy to:

Director of Purchasing Services

University of Wisconsin-MADISON

21 NORTH PARK STREET - SUITE 5301 - MADISON, WI 53715

The complete protest must be received by both parties listed above no later than ten business days after the date of solicitation or the intent to award is issued. The protest must be in writing. Protesters must make their protests as specific as possible and must specifically identify the Wisconsin State Statute and/or State of Wisconsin Administrative Code provision(s) allegedly violated. The decision of the University regarding the protest may be appealed to the Secretary of the Department of Administration within five working days after denial by the University, with a copy of such appeal filed with the University.

2.4 GSA Pricing:

This bid may qualify for GSA Pricing. If you have a GSA contract covering any of the items specified, enclose information on use of that contract including the contract number.

2.5 Method of Bid:

Bidders must complete the Itemized Bid List found in the Buyer Attachments section of the 2026-UWMSN-01160-RFB sourcing module by submitting an hourly rate for each service type listed. Hourly rates are to be per technician for hours worked on site; no additional truck, trip, travel or portal to portal charges are applicable.

Additionally, bidders shall specify a discount percentage on parts orders for each brand/system for which they are an authorized dealer. Bidders shall mark "YES" under any brands/systems that their company can provide General Service for; Bidders shall mark "YES" for any systems that their company can perform Semi-Annual and Annual Fire Alarm Testing and Inspections for.

Non-applicable lines should be left blank. Your organization may "write in" additional brands/systems if desired.

Bidders shall upload a completed Itemized Bid List as a Supplier Attachment in the ShopUW+ Sourcing Module under Technical Response Question 3.1.2.

Costs which are not specifically identified will not be compensated under any Contract awarded pursuant to this RFB unless approved by ordering department.

2.6 Method of Award:

Award(s) shall be made on the basis of lowest line item total for hourly rates and/or the highest discount percentage for parts. The University reserves the right to award to one or multiple bidders to ensure the needs of the University are met. Bids that state the University shall guarantee annual expenditures of a specific dollar amount will be disqualified. The University is the sole determinant of its best interests.

· Supplier Diversity Preferences State of Wisconsin agencies may make awards to certified Disabled Veteran-Owned Business (DVB) firms submitting the lowest qualified bid when that qualified bid is not more than 5% higher than the apparent low bid or the bid is no more than 5% lower than the apparent high point score. Authority for this program is found in ss. 16.75(3m) (b)2,3, 16.75(3m) (c)(4) and 560.0335(1)(b)(3), 15.107(2), 16.75(4), 16.75(5) and 560.036(2), Wisconsin Statutes.

3. Bidder Qualifications

3.1 Bidder Experience:

Bidder company or its principals must be in the business of providing fire alarm systems and repair parts as well as maintenance and inspection services and must have done so for the past FIVE (5) years.

3.2 Authorization:

Bidder must be an original manufacturer, authorized distributor, or dealer authorized by manufacturer with service and repair capabilities for the item. Please confirm in TECHNICAL RESPONSE QUESTION 3.1.5.

3.3 Minimum Order:

Bids that require any minimum order quantity or dollar amount may be disqualified.

4. Performance and Contract Requirements

4.1 Firm Prices:

· Hourly labor rates plus any bid submittals of manufacturer price lists and/or discount-off percentages must remain firm for at least 1 year from the date the contract is signed.

· Price increases may be proposed after the first year of the contract term. Price increase requests along with an updated Price List must be received in writing by FP&M Purchasing (fpmpurchasing@fpm.wisc.edu) at least 30 calendar days prior to implementation for acceptance or rejection. If Purchasing deems cost increases are not acceptable, it reserves the right to rebid the contract in whole or part or to negotiate price increase requests with the Contractor.

· Proposed price increases are limited to fully documented cost increases submitted with the request. Price increases must be labeled with the contract number and should be submitted in the same format as the original bid. Any price increase requested that is not submitted in the proper format may be rejected.

· Contractor should promptly notify Purchasing of new or discontinued services.

· Prices established may be lowered due to general market conditions or negotiations between the Contractor and the University.

· The University will accept firm not-to-exceed quotes if approved by the ordering department.

· If submitting a manufacturer catalog/price list, please submit electronic copy in searchable file format, such as Excel, Word or PDF.

4.2 F.O.B. Destination (PARTS ORDERS):

All deliveries for parts orders shall be FOB Destination. Delivery charges and risk of loss shall be borne by the Contractor.

Delivery will be made by common carrier or Contractor’s truck to the delivery address specified by the ordering department. Bid prices must include all packing, freight, insurance charges and installation/operation manuals, excluding any import/export costs.

If bidding other than F.O.B. Destination, as stated, F.O.B. point and shipping charges must be identified with bidder’s submitted pricing. This additional cost will be added to the bid total and will serve as the basis for determining the award.

Failure to bid FOB DESTINATION delivery charges and risk of loss borne by the Contractor in bid price or discount may disqualify your bid.

F.O.B. Destination and Installed (SERVICE ORDERS):

All deliveries for service-related orders shall be FOB Destination and Installed. Delivery and installation charges and risk of loss shall be borne by the Contractor.

Items are to be installed at the location specified by the ordering department. Bid prices must include all packing, freight, insurance, set-up, instruction and operation manual charges, excluding any import/export costs. Items must be set in place and connected to utilities, as applicable, installed in the area designated by University personnel, demonstrated to be in operating condition, and approved by University personnel. All debris must be removed from the University premises and properly disposed of by the Contractor. Upon installation, all operating instructions and operating and maintenance manuals must be furnished to University personnel.

Failure to bid FOB Destination Installed delivery and installation charges and risk of loss borne by the Contractor in price may disqualify your bid.

On Site Service:

In carrying out the scope of this Contract, the Contractor will be required to perform services on University property. Bidders’ cost must include all transportation charges.

Services are to be performed at locations indicated when orders are placed. Delivery of all materials shall be F.O.B. job site, freight paid by Contractor. Contractor shall have a representative present at the delivery site when materials are direct shipped. University employees will not accept deliveries on behalf of the Contractor. The University shall not be responsible for any materials received or accepted on behalf of the Contractor.

4.3 Requirements for Criminal Background Checks:

· Background Checks of Contracted Individuals: This contract is contingent upon, prior to the commencement of services, the independent Contractor passing a criminal background check performed by the Criminal Background Check Coordinator of the unit for which the individual will be engaging in activities or rendering services. This background check will evaluate whether the individual has any pending charges or convictions that are substantially related to the contracted-for activities or services, including but not limited to, those that would render the worker unsuitable for regular contact with children. Disqualifying convictions or charges include, but are not limited to, sexual offenses, violent offenses, and drug offenses.

· Background Checks of Contractors: This contract is contingent upon, Contractor supplying workers who have passed a criminal background check that includes a national criminal background check database demonstrating the worker has no convictions or pending criminal charges that are substantially related to the contracted-for activities or services, including but not limited to, those that would render the worker unsuitable for regular contact with children. Disqualifying convictions or charges include, but are not limited to, sexual offenses, violent offenses, and drug offenses.

4.4 Mandatory Reporting of Child Abuse or Neglect:

If, in the course of providing services to the UW, Contractor (or its employee) observes an incident or threat of child abuse or neglect, or learns of an incident or threat of child abuse or neglect, and the Contractor (or its employee) has reasonable cause to believe that child abuse or neglect has occurred or will occur, Contractor must make a report of that abuse or neglect to law enforcement or to a county social service agency as provided in UW’s Policy on Mandatory Reporting of Child Abuse and Neglect (“the Policy”). If the suspected child abuse or neglect involves an allegation against a UW employee or agent (e.g. student, volunteer, contractor, etc.), or the incident or threat of child abuse or neglect occurred on a UW campus or during a UW-sponsored event, the Contractor shall also report to the Police Department.

4.5 Timeliness of Delivery:

Delivery is desired as soon as possible after receipt of an order, though the University expects suppliers should typically be capable of making deliveries within 7-14 days after placing an order when parts are in stock. State in the TECHNICAL RESPONSE QUESTION 3.1.4 when delivery can be made (Days ARO). Timeliness of delivery may be used in evaluation for bid award. Failure to meet this delivery date may result in cancellation of order.

The contractor shall notify the ordering department of any manufacturer delays, back order, discontinuation of item(s) or other delays in shipping within 2 business days of receipt of order.

4.6 Item Return Policy:

Contractor should provide for return of items ordered in error for up to 30 calendar days from receipt with the University paying only the return shipping costs. Bidder should indicate in detail their company’s return policy.

4.7 Additional Items/Services:

Similar items/services may be added to this Contract provided it was mutually agreeable to both UW Purchasing and the Contractor. Scope of work and pricing (including discounts) must be consistent with the current contract items/services.

4.8 Invoicing Requirements:

All invoices shall reflect the labor rates established on this contract or follow any firm not-to-exceed quoted prices agreed upon by the ordering department. Invoices shall follow any manufacturer price lists and/or discount off percentages submitted with your bid.

The University must meet a statutory mandate to pay or reject invoices within 30 days of receipt of properly submitted invoices by University Accounts Payable. Before payment is made, Accounts Payable must verify that all invoiced charges are correct per this Contract. Only properly submitted invoices will be officially processed for payment. The Prompt Payment Policy requires that your invoices be clear and complete and in conformity with the list below and must be itemized showing:

· Contractor name

· Remit to address

· Purchase Order number

· Release number if given

· Date(s) of service

· Service description

· Itemization of Labor, Material, and Equipment costs

· Pass-through costs (permit, etc.)

At the discretion of Purchasing, invoices not reflecting the correct labor rates and/or agreed upon firm not-to-exceed quoted prices may be short paid or disputed.

Any fees charged for use of the University’s purchasing card program are not allowed.

The original invoice must be sent to the address provided in the BILL TO section of the Purchase Order, unless the customer identifies and establishes a different bill-to location.

University of Wisconsin-Madison 21 N Park Street, Suite 5301 Madison, WI 53715

The preferred method for invoice submission is to email a PDF to: ap-invoices@bussvc.wisc.edu.

One PDF per invoice. Only one PDF per email is allowed. Purchase Order number must be listed on all invoices submitted to assure proper payment. Do not send invoices to the Ordering Department, Order Inquiry Address, or the Delivery Address, as this will delay the payment of your invoice.

4.9 Refund of Credits:

The contractor agrees to pay the state within 60 days, at the state's request, any credits resulting from the order which the state determines cannot be applied to future invoices.

4.10 Invoice Dispute:

Pursuant 16.528(3)(e) the UW System will notify supplier by e-mail or mail, at its discretion, of any disputed invoice.

4.11 Payment Terms:

Payment will not be made until the items delivered are determined to meet all specifications and has been accepted by the University. The University will pay the Contractor NET 30 DAYS as accepted by the University. The invoice date is the reference point from which the payment shall be made within 30 days.

4.12 Shipments, Duplicates and Overshipments:

Upon notification by the University of a duplicated order or overshipment, the items identified must be removed at the Contractor's expense. If the duplicated or overshipment items are not removed within 30 days of written notification, the University reserves the right to dispose of them as its own property and shall not be held liable for any cost for the items.

4.13 Insurance:

The Contractor shall maintain insurance levels as required in the DOA 3054 Standard Terms and Conditions – Section 23.0. A certificate of insurance must be provided upon award and provided on an annual basis throughout the term of the Contract.

The Contractor shall add: “The Board of Regents of the University of Wisconsin System, its officers, employees and agents” as an ‘additional insured’ under the commercial general, automobile, and Contractor's liability policies. The certificate holder shall be listed as the University of Wisconsin-System Administration or System campus for their respective purchases.

4.14 Performance Meetings:

The Contractor’s account representative must be available to meet as required with the University's Contract Administrator, authorized University staff (ordering department), or UW Electric Shop to evaluate contract implementation and performance and to identify continuous improvement.

4.15 Subcontracting:

· Any Contract resulting from this bid shall not be, in whole or in part, subcontracted, assigned, or otherwise transferred to any Subcontractor without prior written approval by Purchasing. Upon request Contractor must provide Subcontractor’s complete contact information including EIN# (TIN#, SS#) and signed W-9 form.

· The Contractor shall be directly responsible for any subcontractor's performance and work quality when used by the Contractor to carry out the scope of the job. University reserves the right to assess Contractor damages in excess of the contract amount for Subcontractor’s failure to perform or inability to complete required project milestones.

· Subcontractors must abide by all terms and conditions under this Contract.

· If Subcontractors are to be used, the Contractor must clearly explain their participation, deliverables, and project milestones prior to commencing work.

4.16 Activity Reports:

Contractor must be able to report on a quarterly basis all items/services purchased against this contract during the designated report period, including but not limited to:

· Date of order/release

· Item manufacturer’s name or abbreviation (if applicable)

· Complete item description including catalog, model and/or stock number(s) identical to those stated in bid

· Prices per the Contract

4.17 Contract Termination:

· The University may terminate the Contract at any time, without cause, by providing 10 days written notice to the Contractor. If the Contract is so terminated, the University is liable only for payments for products provided or services performed, to the extent that any actual direct costs have been incurred by the Contractor pursuant to fulfilling the contract. The University will be obligated to pay such expenses up to the date of the termination.

· Shall either party fail to perform under the terms of this Contract; the aggrieved party may notify the other party in writing of such failure and demand that the same be remedied within 30 calendar days. Should the defaulting party fail to remedy the same within said period, the other party shall then have the right to terminate this Contract immediately. Performance failure can be defined as, but not limited to, failure to provide any of the Terms, Conditions or Specifications.

· If at any time the Contractor performance threatens the health and/or safety of the University, its staff, students or others who may be on campus, the University has the right to cancel and terminate the Contract without notice.

· Failure to maintain the required Certificates of Insurance, Permits and Licenses shall be cause for Contract termination. If the Contractor fails to maintain and keep in force the insurance as provided in Standard Terms and Conditions, the University has the right to cancel and terminate the Contract without notice.

· If at any time a petition in bankruptcy shall be filed against the Contractor and such petition is not dismissed within 90 calendar days, or if a receiver or trustee of Contractor's property is appointed and such appointment is not vacated within 90 calendar days, the University has the right, in addition to any other rights of whatsoever nature that it may have at law or in equity, to terminate this contract by giving 10 calendar days’ notice in writing of such termination.

· All notices of performance failure must be submitted in writing to the Purchasing Office- 21 NORTH PARK STREET - SUITE 5301 - MADISON, WI 53715. Purchasing shall be final authority for all performance failure determinations not resolved through the ordering department.

4.18 Travel Per Diems:

All of the Contractor’s travel and/or per diem expenses shall be the Contractor’s sole responsibility. No truck, trip, travel, mileage, fuel surcharges, portal to portal, or other associated fees are allowed without prior approval.

4.19 Record and Audit:

The Contractor shall establish, maintain, report as needed, and submit upon request records of all transactions conducted under the contract. All records must be kept in accordance with generally accepted accounting procedures. All procedures must be in accordance with federal, State of Wisconsin and local ordinances.

The University shall have the right to audit, review, examine, copy, and transcribe any pertinent records or documents held by the Contractor related to this contract. The Contractor shall retain all applicable documents for a period of not less than five years after the final contract payment is made. The University reserves the right to inspect any facilities used to support this Contract.

4.20 Entire Contract:

A contract will be awarded based on the criteria established in this Request for Bid, including attachments and any amendments issued. The RFB, the bid response, and written communications incorporated into the contract constitute the entire contract between the parties. The hierarchy of documents in descending order for resolution is as follows:

A. Resulting Contract Award B. This Original Request Bid including amendments/attachments C. Bidder response to RFB D. Official Purchase Order (if applicable) Any other terms and conditions provided by the Bidder with the bid or for future transactions against this contract, including but not limited to click on agreements accepted by the Department; shrink wrapped agreements; or terms submitted with quotations, order acknowledgements, or invoices; will be considered null and void and will not be enforceable by the Contractor unless agreed to in a written amendment signed by University Purchasing. Any exceptions to this RFB should be submitted with your response and alternative language proposed.

Submitting a standard Bidder contract or term and condition as a complete substitute or alternative for the language in this solicitation will not be accepted and may result in rejection of the bid. The University reserves the right to negotiate contractual terms and conditions or reject the Bidder’s response and proceed to the next qualified bidder.

5. Specifications

5.1 Warranty:

Contractor must honor, at a minimum, the manufacturer's standard warranty on items and/or parts purchased under this contract. Bidder must provide warranty and service level information in the TECHNICAL RESPONSE QUESTION 3.1.3 and should enclose standard warranty documents with your bid.

5.2 Maintenance and Repair:

· Contractor must be able to perform all maintenance and service on site unless University grants permission to remove equipment from site.

· Service calls must be acknowledged within 24 hours of receiving request to discuss scheduling.

· Contractors must have access to replacement parts and update the ordering department of any parts delays.

· If Contractor cannot complete all services on the scheduled service date, Contractor shall notify ordering department of any parts that must be ordered and/or provide a progress report of service issues they are still troubleshooting.

5.3 Regular Service Hours:

Regular University service hours shall be defined as 7:00 A.M. to 4:30 P.M. CT, Monday through Friday, excluding holidays. Testing and inspections are expected to be scheduled and completed during normal business hours. Any service requests outside of regular hours where overtime, weekend, or holiday hours would apply must be approved by the ordering department.

Holidays are defined as the nine legal holidays recognized by the State of Wisconsin:

· New Year's Day (January 1)

· Martin Luther King Jr.'s Birthday (3rd Monday in January)

· Memorial Day (Last Monday in May)

· Independence Day (July 4)

· Labor Day (1st Monday in September)

· Thanksgiving Day (4th Thursday in November)

· Christmas Eve Day (December 24)

· Christmas Day (December 25)

· New Year's Eve Day (December 31)

5.4 Additional Vendors:

Purchasing shall have the option to contract with another vendor to repair or service machines if Contractor is unable to repair equipment for any reason or make necessary repairs on a timely basis.

5.5 Emergency Situations:

In the event of an emergency situation (pandemic, snowstorm, etc.), Contractor must be prepared to supply the University with the items/services on this bid as required. An emergency preparedness plan to serve the University, and the items/services that are available to meet emergency needs, must be provided if requested by the University. Minimally, this plan should include emergency contract information, product and service level availability, staffing, equipment, and logistics plan.

5.6 Employee Identification:

All the Contractor’s employees, while working on University property, must wear a clearly displayed photo identification badge or uniform showing name of employee and/or company represented. Any identification must be provided by the Contractor at the Contractor’s cost. NOTE: Badges must be available but will not be required to be worn when protective clothing and respiratory protection is required.

6. Technical Specifications Inspections and Testing:

· Contractors performing Semi-Annual and Annual fire alarm testing and inspections shall follow standards of NFPA 72 National Fire Alarm Code and in accordance with International Fire Code (IFC), National Electrical Code (NEC), and Underwriters Laboratory (UL), where/when applicable.

· Contractor shall coordinate and schedule Semi-Annual and Annual testing and inspections for each division/department (e.g. UW Facilities Planning & Management - Physical Plant, UW Housing, Wisconsin Union buildings…) with the responsible University personnel (e.g. the approved ordering contact). Note: inspections requested thru UW Physical Plant expect that contractors schedule inspections directly with the building manager.

· Contractor must provide all supplies and equipment required to do testing and inspections.

· Inspections shall include testing of all required building devices, including but not limited to control panels, notification devices (horns, strobes, speakers), initiating devices (manual pull stations, smoke detectors, heat detectors, duct detectors), batteries, power supplies, annunciator, monitoring connections, etc.

· Contractors shall immediately replace any failed batteries found during inspections, then the system shall be re-tested to confirm battery deficiency has been resolved. Contractor shall note correction of deficiency within inspection report. Additional charges for battery replacements can be invoiced separately on a time and materials basis.

· Contractor shall provide copy of inspection report to ordering department within 5 days of inspection completion. Inspection report must include the following:

· Date(s) of inspection

· Type of Inspection (e.g. semi-annual, annual)

· Facility Name

· Facility Address

· Lead Technician(s) name

· A list of all devices:

· Type of device

· Device address (if they are addressable devices)

· Physical location of the device

· Device testing/inspection results and any deficiencies noted

· Summary list of all deficiencies must be indicated at the beginning of the report and vendors should clearly flag deficiencies on report for easy visibility (i.e., different color is preferred).

· Report should list the entities of compliance as applicable (e.g. NFPA, IFC…)

· Contractor shall provide copy of inspection report to Authority Having Jurisdiction (AHJ) within 30 days of inspection completion. Per Madison General Ordinance 34.03, Contractor shall e-File each Annual fire alarm inspection report with the Madison Fire Department (MFD) within 30 days of inspection completion using the City of Madison's online portal (elam.cityofmadison.com/CitizenAccess/Default.aspx). Semi-Annual reports should NOT be submitted, unless by special request from the ordering division/department or if performing a re-commissioning test/inspection and it is requested by MFD officials to do so.

General:

· Contractor must be authorized dealer of the brands/systems being bid upon and capable of sourcing parts.

· Service personnel must be qualified according to NFPA 72 (Chapter 10.5.3.4) and capable of providing documentation of their qualifications to the authority having jurisdiction (AHJ) in addition to authorized University personnel. A technician must meet at least (1) of the following criteria:

· Factory Training and Certification: personnel who are factory trained and certified for the specific type and brand of system being serviced.

· Nationally Recognized Certification: personnel who are certified by a nationally recognized certification organization acceptable to the authority having jurisdiction, i.e., NICET (National Institute for Certification in Engineering Technologies).

· State or Local Licensing: personnel who are registered, licensed, or certified by a state or local authority to perform service on systems addressed within the scope of this Code, either individually or through their affiliation with an organization.

· Registration/Listing: personnel who are employed and qualified by an organization listed by a nationally recognized testing laboratory for the servicing of systems within the scope of this Code, i.e. Underwriters Laboratory (UL).

· For general service requests, schedule may be coordinated with ordering department or UW Electric Shop rather than scheduling directly with the building manager.

· Contractor should have staff available to respond to emergency fire alarm service requests.

· Contractor shall coordinate key requests and parking pass requests with ordering department, building manager, and/or UW Transportation Services.

· Contractor shall ensure each panel has a current USB drive containing the programming of the building.

· When there are device location changes or additions, Contractor shall update the fire alarm building documents/floor plan data at the panel locations to ensure UW has current device counts and locations on file.

Fire Watch:

If a fire protection system is impaired and must be taken out of service for maintenance, Contractor must:

· Contact Ordering Division/Department Immediately

· Contractor, or the ordering department, will then need to make the following contacts and fill out the required campus Impairment form, as applicable:

· Contact UW Environment Health & Safety (608-225-7693, jeff.schiller@wisc.edu)

· Contact UW-Madison Police Department (608-264-2677, police@uwpd.wisc.edu)

· Contact Madison Fire Department (608-255-2345, fire@cityofmadison.com)

· Complete EHS “Fire Protection UW Impairment Form”: https://ehs.wisc.edu/fire-life-safety/fire-protection-uw-impairment-form/.

Where required, the building shall be evacuated or an approved fire watch must be in place until the automated system is restored. Contractor shall ensure the above steps are taken prior to taking any fire protection system down for service.