4-2026 RFP - Annual Fire Alarm Testing and Inspections ASD02052026HM-B.pdf

P 1 of 8 Alpine School District RFP for:

Annual Fire Alarm Testing and Inspection Services

ASD02052026HM-B

490 N State Street, Lindon, UT, 84042 phone (801) 610-8049 fax (801) 796-3116

Request for Proposal

Annual Fire Alarm Testing and Inspection Services

2026-2031

Solicitation #ASD02052026HM-B

P 2 of 8 Alpine School District RFP for:

PURPOSE OF REQUEST FOR PROPOSAL (RFP)

The purpose of this request for proposal is to enter into a contract with a qualified vendor to provide Fire Alarm System Testing and Inspection, as prescribed by NFPA, throughout Alpine School District.

SUBMITTAL DEADLINE

Submission packets will be accepted electronically through Utah Public Procurement Place (UPPP).

RFP DUE DATE: 2:00 p.m. Thursday, February 5th, 2026

RFP's received after the deadline will be late and ineligible for consideration.

Submittals should be concise and address the specific items listed in the Request for Proposal.

DESCRIPTION OF WORK

The scope of work detailed in the inspection process, and the nature and extent of services to be provided by the contractor are set forth and described below. Any deviations from the scope of work must be submitted in writing to the District Electrical Foreman, with a copy remitted to the local Fire Marshall for approval.

Code Conformance – System testing and documentation shall be performed as prescribed by current published NFPA standards and the requirements of the local authority having jurisdiction.

Total System Test Report – Components of the system area shall be tested for proper operation and documented in the service reports as the testing is completed and sent to all municipalities, the local Fire Marshall, and/or any governing bodies requiring a copy of the annual test report. A copy shall also be forwarded to each school site, and the district’s Electrical Foreman.

Devices to be tested include but are not limited to the following:

Fire Alarm Panel Remote Lamp

Smoke Detector Auxiliary Power Supplies

Pull Station Addressable Contacts

Duct Detector Shutdown Control

Heat Detector Bells

Waterflow Remote Enunciator

Tamper Switch Horn Strobes

Door Holders Strobes

Audible Devices Audio/Speaker Devices

Approximate number of units per school:

Elementary – 44 smoke detectors, 8 duct detectors Jr High – 127 smoke detectors, 1 heat detectors, 30 duct detectors High School – 170 smoke detectors, 7 heat detectors, 28 duct detectors

Current building totals for ASD:

10 High Schools, 15 Jr/Middle Schools, 60 Elementaries, and 12 alternate education/district buildings

P 3 of 8 Alpine School District RFP for:

NFPA Requirements:

This specification intends to describe a request for services and materials to be provided for the inspection and testing of the fire detection systems as described in this documentation. The following documents are to be considered as an integral part of this specification. These documents are to be strictly adhered to in reference to their relationship in the inspection and testing of the Alpine School District’s Fire Detection Systems.

The National Fire Protection Association (NFPA) publications as of the date of this request including codes, standards, and recommended practices and guidelines and follows:

NFPA 101, Life Safety Code

NFPA 72, National Fire Alarm Code

National Electrical Code

NFPA 1, Fire Prevention Code

Accessibility for American with Disabilities (ADA) Standards – adopted by Federal, State, and Local Municipal Jurisdictions.

Fire and Building Codes enforced by the Local Authorities having jurisdiction.

Scheduling:

The technician will be provided with a list of all buildings. It will be the responsibility of the technician to contact the building administrator, secretary, or head custodian, to coordinate and receive approval of inspection times and dates for each individual facility.

The table below illustrates an example of a complete schedule of the fire alarm devices and their testing frequency. The Contractor shall be responsible for maintaining strict adherence to the inspection schedule as required by the more current NFPA guidelines.

Device Annual Semi-Annual

Fire Alarm Panel X

Dialers (Internal & External) – 3 Signals, All Active X

Speakers X

Strobes X

Smoke Detectors X

Heat Detectors X

Duct Detectors X

Water Flow Device X

Supervisory Switch X

Magnetic Doors X

Fan Relays X

Voice Alarm X

2-Way Telephone X

Elevator Signals X

Smoke Dampers X

Horns X

Batteries X

Pull Stations X

Fire Smoke Dampers X

Fire Doors X

P 4 of 8 Alpine School District RFP for:

Inspection Preparation:

Before commencing work in an area of the project, the vendor shall visit the site and examine the conditions under which the tests are to be performed. If negative conditions are found, supply a written report of the conditions which may adversely affect any test or safety standard. Contact by phone, the District Electrical Foreman immediately upon finding a negative condition.

If special equipment is required, the successful vendor will need to supply equipment (man lifts, ladders, etc.).

Documentation of Inspection & Testing:

System Logbook – A logbook shall be provided containing information and guidance on the management of the FCI System for each building. This logbook shall be provided by the contractor and left at each building.

Annual System Configuration Audit and Report – A system configuration will be verified and compared to the existing records. Changes will be made to update records, and a copy will be provided to the District.

Smoke Detector Cleaning and Sensitivity Verification and Report – On a two-year cycle, smoke detectors will be cleaned as required and the sensitivity will be verified as per NFPA guidelines. The data will be recorded and reported in the service report.

Written Report of All Services Performed – A Service report shall be completed for each visit detailing the purpose of the call and summarizing the work performed.

Test information for individual buildings shall be submitted to the District Electrical Foreman, within two (2) weeks of completion of inspection. The Total System Test Report for all the buildings in the district shall be submitted to all applicable parties within two (2) weeks of completion of all inspections and testing.

Personnel Certification Requirements:

The successful vendor shall provide a lead technician and a technician who are certified by the National Institute for Certification (NICET). The registered Lead Technician shall be registered at NICET Level 3 or higher of the Fire Protection Technology Certification Program. Support documentation including the technician’s NICET number shall be supplied to Alpine School District Prior to acceptance of the inspection agreement.

Personnel Identification and Security Requirements:

The successful vendor is required to adhere to the following security requirements. Please submit with your bid, any deviations of these requirements. Prior to beginning work, the successful vendor will provide the following:

A complete list of all personnel requiring access to district facilities.

Update and submit an entire revised list whenever personnel changes occur.

Technicians must wear an easily identifiable shirt with a company logo, and sign the visitor register at the school office upon arrival.

Company vehicles shall be clearly marked with the company’s logo.

Identification with photo ID must be available upon request at all times while on School District Property.

Materials and Workmanship:

All materials, unless otherwise specified, shall be new and free from any defects, representing the highest quality of its kind.

P 5 of 8 Alpine School District RFP for:

Manufactured articles, materials, and equipment shall be applied, installed, connected, erected, used, cleaned, or adjusted according to manufacturer’s specifications of relevant use of equipment in a particular application.

The district may require meetings with the vendor’s contract manager and the District Electrical Foreman, or designated personnel as deemed necessary. Meetings may be required weekly during the first month and as often as necessary thereafter. Written minutes of such meetings shall be recorded in the contract and signed by the Electrical Foreman and the contactor.

Safety:

The successful vendor shall, at its own cost and expense, take all reasonable safety precautions with respect to performance under this Contract. Safety precautions, at minimum, shall comply with the Safety Program of Alpine School District, applicable laws, regulations and ordinances, including federal, state, and local occupational safety and health acts, right to know laws, and hazardous communication standards.

Contract Terms:

The inspection process timeline will begin on July 1st of each year and is to be completed no later than approximately June 1st of each year of the contract. Reports shall be submitted to the District Electrical Foreman and applicable local Fire Marshall’s office within 30 days of the completion of the inspection and testing.

If Alpine School District opens a new facility, constructions additions to existing facilities, or closes a facility; the added or deleted service requirements will be negotiated and a mutually acceptable service adjustment and/or sperate agreement will be made. It will be the vendor’s responsibility to survey new schools, and report to the district, the planned inspections for these locations. The costs for additional buildings and/or building additions will be based on verifiable contractor costs for labor, materials, and transportation services. Similarly, deductive costs will be based on costs for a similar amount of equipment and/or devices to be inspected and tested at other facilities.

PROPOSAL REQUIREMENTS AND RESPONSE FORMAT

Mandatory Minimums These mandatory minimums can be answered in the technical criteria response to this RFP.

1. Must be able to meet the Scope of Work.

2. Must be in business for a minimum of 5 years.

3. Must submit Schedules A, B, and C.

4. Vendor has uploaded current business license, State of Utah Contractors License.

5. Vendor has uploaded proof of liability and workers compensation insurance.

All proposals must include the following:

1. SCHEDULE ‘A’ - CERTIFICATION OF PROPOSAL FORM. The District’s Certification of Proposal form completed and signed.

2. SCHEDULE ‘B’ -

Provide a brief history of your company.

Provide a profile of your company including the number of employees, qualifications, company experience, and years in business, etc. Letters of certification for employees and technicians are to be submitted with this schedule.

List any past experience with the Alpine School District and/or similar organizations. List

P 6 of 8 Alpine School District RFP for:

experience and services provided, including description of work or services performed, dates, costs, contact information, etc.

Provide information on your product lead time and average turnaround time from ordering a product.

Provide warranty information on parts and labor, including what is covered by the warranty and how long parts and labor are covered.

Provide a minimum of three (3) references of similar service contracts or work performed.

Indicate any categories or items called out in this RFP that you are not qualified or licensed to perform.

Note: Successful vendor must submit and pay for background checks for any employee that will be working at a building site. (See enclosed document)

3. SCHEDULE ‘C’ - COST PROPOSAL. Cost will be evaluated using the formula and system shown in the following section. Please enumerate all costs on the attached schedule ‘C’ Cost Proposal Form.

AWARD AND CONTRACT

The District will evaluate each vendor against the weighted criteria stated below to determine the vendor/s that will provide the best overall value for the District. This contract shall commence on March 1, 2026, and shall not take effect until the contract has been awarded and fully executed, including the signing of the agreement by all parties, including the District. The vendor must guarantee its pricing for one (1) year and may continue for five

(5) years (detailed explanation on Schedule ‘C’ – Cost Proposal Form). The contract may be canceled upon giving a thirty (30) day notice due to lack of funding or poor performance.

In the event the District is dissolved or reconfigured, the awarded vendor shall honor the pricing provided to the District and allow any newly formed districts resulting from such dissolution or reconfiguration (“New Districts”) the opportunity to enter into an agreement with the awarded vendor under the same terms (including pricing) and for the same duration as are set forth in this contract. It is anticipated that Alpine School District will be reconfigured effective July 1, 2027 into three separate Districts called Lake Mountain, Aspen Peaks, and Timpanogos Districts.

P 7 of 8 Alpine School District RFP for:

PROPOSAL EVALUATION CRITERIA

The evaluation will be completed in two (2) stages per Part 7 of the Utah Procurement Code and Rule. A committee will evaluate each proposal against the following stage one criteria. A minimum threshold of 80% (56 points) is required in stage one to be considered in stage two. Stage one points will then be added to stage two points to determine the Vendor that will provide the best overall value for the District.

WEIGHTED CRITERIA:

STAGE ONE CRITERIA

250 pts Company History and Profile Provide a brief history of the company.

Provide a profile of your company including the number of employees, company experience, and years in business, location of operations, etc.

Provide letters of certification for employees and technicians.

300 pts Demonstrated Technical Capability and Expertise: Each vendor will be given a past performance rating based on past projects with Alpine School District or similar entities.

List any experience with the Alpine School District and/or similar organizations.

List experience and services provided, particularly with the systems mentioned in this RFP.

Provide information on your product lead time and average turnaround time from ordering a product.

Provide warranty information on parts and labor, including what is covered by warranty and how long parts and labor are covered.

150 pts References: ASD reserves the right to contact other references and/or entities of the submitting firm that are not specifically included or listed in the RFP.

Provide a minimum of three (3) references of similar service contracts or work performed including a description of work or services performed, dates, costs, contact information (name, phone, email, etc).

STAGE TWO CRITERIA

300 pts Cost:

*Evaluation of cost proposals:

Proposed costs will be evaluated based on the following:

The vendor with the Lowest total cost will receive the full 30 points.

All other vendor proposals will receive a percentage of the 30 points based on the following formula:

(Lowest Total Cost / Proposed Total Cost) x 300 Proposed Vendor points awarded.

Example: $1,000,000 / $1,150,000 = (87%) 87% x 300 Points 261 Points Awarded