4-P26-04 Scope of Work.pdf

P26-04 – Fire Services Scope of Work & Requirements

1.0 This section stipulates all the elements and work associated with this contract and P26-04 Fire Services. Be sure to that your company reads and fully understands the entire scope of work outlined below, as you will be required to sign the document below as well as provide FCS with your own written response and understanding as detailed in section 1.1.

1.1 Contractor Response - FCS requires each contractor responding to this RFP to submit a written response detailing the company’s understanding of the requirements of the scope of work, to include how you plan on implementing, servicing, and managing all aspects of the contract. The written response can be submitted through the procurement portal as requested.

1.2 Time Period - All work associated with this contract must be performed between May 26, 2026 and August 1, 2026. All work will need to be coordinated around summer school, summer activities, construction, etc.

1.3 Re-inspections - All re-inspections must be completed by August 1, 2026.

1.4 Inspection/ Re-inspection Protocol

a. Electronic copy of all reports, per school, shall be submitted via email. Reports shall include room numbers, manufacturer data, last hydro, and last 6-year maintenance.

b. Contractor shall provide small-scale plans (11X17) for handheld fire extinguishers marked with locations of extinguishers.

c. Contractor shall give a list of work required per school, as soon as the initial inspection occurs

d. FCS will either perform the work or contract the performance of the work in a manner that allows for re-inspections to occur within the specified timeframe. The contractor may provide a quote to perform the work along with the initial inspection report. It will be the sole discretion of FCS to accept or choose an alternative to complete the required work. FCS will not be bound to accepting your proposal as a prerequisite to any work associated with this agreement.

e. Discretionary Work - The awarded contractor shall be given the authority to perform “minor’ repairs that may be found during the course of the initial inspection.

The limit for this work shall be $500.00 per location and priced according to the time and material section of the bid form. Contractor should recognize that the intent of this procedure is to increase efficiency for both FCS and the contractor and not as a revenue generator. Invoices shall be itemized for all work under this clause and be subject to verification of cost if requested by FCS. FCS reserves the right to terminate this procedure at any point during the contract. Contractor will not bill FCS for missed items that require a call back to inspect after the first initial inspection is complete. Contractor and FCS must agree on the time spent on the reinspection.

Partial hours shall be paid in half-hour increments and rounded up to the nearest half hour.

f. Contractor is responsible for the coordination of all tools/equipment necessary to perform the first inspection and any follow-up re-inspections.

g. If at any time the contractor fails to provide satisfactory services (including satisfactory job completion), FCS reserves the right to terminate the agreement immediately and without penalty.

1.5 Annual Fire Alarm Inspections/Testing

a. All inspection/testing per NFPA 72 requirements, as well as any manufacturer instructions

b. All initiating devices are to be itemized with specific location verified both on the report and at the panel

c. All smoke detectors are to be cleaned or vacuumed out after testing. All duct detectors are to be smoke tested in addition to any test key switch or other testing procedure

d. Pricing must include both the cost and coordination of lift rental, delivery, and pickup to each location as needed

e. Contractor shall be required to work with the FCS elevator service provider in order to clean smoke detectors in the elevator hoist way

1.6 Annual Fire Sprinkler & Fire Hydrant Inspections

a. All inspection/testing per NFPA 72 requirements, as well as any manufacturer. All inspections/testing per NFPA requirements with a complete walk-through of entire facility for visual inspection of all sprinkler heads

b. All dry systems are to be full trip tested annually

c. All sprinkler devices are to be verified at the building fire alarm panel

d. All fire hydrants are to receive a flow test annually

e. If hydraulic data plates are found to be missing, it shall be the responsibility of the contractor to replace plates with the correct information engraved on the plates per riser.

1.7 Annual Fire Extinguisher Inspections

a. All inspections are to be performed per NFPA requirements

b. Pricing is to be all-inclusive, to include: Annual inspection, state tag, and tamper seal, with any maintenance needed on the fire extinguisher

c. Contract shall also include, but not limited to, 12-year hydrostatic test, 6-year maintenance, refills, recharges, leak downs, remounts, O-rings, valve stems, service collars, gauges, repairs due to damage, etc. (per extinguisher, all types)

d. Any missed extinguishers or other items missed are to be re-inspected at no additional cost.

1.8 Semi-Annual Kitchen Fire Suppression System Inspections

a. NOTE: In addition to the completion requirements found in 5.2.1, these services must be completed again six months from the initial completion

b. All inspections/testing per NFPA 17requirements, as well as manufacturer requirements

c. Full trip test with verification of fuel shutdown, as well as performance of any other manual or electrical connections to the system

d. Pricing to be all inclusive, including, but not limited to: all fusible links, nozzle caps, and cartridges required to be replaced on a predictable 6-12 month inspection. All fusible links are to be changed every six months. All nozzle caps are to be replaced when needed, but no less frequently than 12 months apart. Metal caps, where installed, may be changed out per the manufacturer's instructions

e. Piping is to be blown out annually, or more frequently as needed and/or when required by the manufacturer

f. All work is to be performed after 1 PM so as not to interfere with normal cooking operations.

1.9 Certifications Letter

a. FCS requires a certification letter for the exact services performed upon completion of services. Inspection reports do not qualify as a certification letter.

b. FCS requires a letter of certification from the awarded vendor that each fire door has been inspected and is fully operational.

1.10 Equipment Matrix

FCS offers, as a supplement to this RFP, a Matrix document that details all known equipment associated with this contract. This Matrix is a good-faith estimate but is not guaranteed to be 100 % accurate.

We have read and fully understand the scope of work requirements associated with P26-04 Fire Services and will submit a formal response as requested in the FCS Procurement Portal.

Yes______ No____

Vendor Name:

Contact Name:

Signature: _______________________________________________