5-Exhibit B Scope of Services.pdf
PDF 138 KB Posted
- Solicitation number
- 2026-12
- Issued by
- Barnwell County, South Carolina
About this file
This Scope of Services document outlines the comprehensive fire protection inspection, testing, maintenance, and emergency services required by the Town of Hilton Head Island, South Carolina. The contractor shall provide services across approximately eighteen Town-owned facilities, including annual inspections of approximately 500 fire extinguishers, 90 water backflow prevention devices, fire sprinkler systems at 15 locations, kitchen fire suppression systems at twelve locations, and clean agent fire suppression systems at two locations. Semi-annual inspections are required for fixed kitchen fire suppression systems at nine locations including Fire Rescue Headquarters, seven fire stations, and related facilities. All services must be performed during normal business hours (8:00 a.m. to 4:30 p.m. Eastern Time), with exceptions for Town Hall and Fire Rescue Headquarters requiring after-hours completion. Annual fire safety inspections shall be completed once per year unless otherwise specified.
All work shall comply with NFPA 10, NFPA 17A, NFPA 25, NFPA 96, OSHA 29 CFR 1910.157, South Carolina Department of Labor standards, and State Fire Marshal Regulations. The contractor must maintain a 24-hour, 7-day-per-week emergency response capability with on-site response within one hour for emergencies and four hours for non-emergencies. Fire extinguishers must be inspected between June 1 and August 1 annually, with six-year and twelve-year maintenance and hydrostatic testing provided as needed. All repairs to sprinkler backflows and kitchen suppression systems require prior written approval and separate billing. Invoices must be submitted within 30 days of completion, with the town retaining discretion regarding payment of late submissions. Consolidated invoices shall be submitted upon completion of all annual inspections. The contractor is responsible for maintaining complete inventory records, providing written inspection reports with deficiency notices, and coordinating all work with Town Facilities Maintenance staff while adhering to environmental compliance and hazardous waste disposal requirements.
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Text version
Exhibit B
RFP 2026-12
Scope of Services
Fire Protection Inspection, Testing, Maintenance, and Emergency Services
1. General Overview
The Contractor shall provide comprehensive fire protection inspection, testing, maintenance, and emergency services for Town-owned facilities. Services include, but are not limited to, fire extinguishers, fire sprinkler systems, kitchen fire suppression systems, clean agent systems, and water backflow prevention devices. All services shall be performed in a timely, professional manner and in full compliance with all applicable codes, standards, and regulations.
2. Applicable Codes and Standards
All inspections, testing, maintenance, and repairs shall be performed in accordance with the most current editions, as adopted by the State of South Carolina, of the following standards and regulations:
• NFPA 10 – Portable Fire Extinguishers
• NFPA 17A – Wet Chemical Fire Extinguishing Systems
• NFPA 25 – Inspection, Testing, and Maintenance of Water-Based Fire Protection
Systems
• NFPA 96 – Ventilation Control and Fire Protection of Commercial Cooking Operations
• OSHA 29 CFR 1910.157 – Portable Fire Extinguishers
• South Carolina Department of Labor, Licensing and Regulation
• State Fire Marshal Regulations
• All applicable federal, state, and local laws and regulations
3. Service Locations and Scheduling
• Services shall be performed at approximately eighteen (18) Town facilities.
• All non-urgent services shall be conducted during normal business hours, defined as
8:00 a.m. to 4:30 p.m., Eastern Time.
• Services at Town Hall and Fire Rescue Headquarters will need to be completed after
4:30 PM on weekdays or weekends.
• Town departments may have varying hours of operation; the Contractor shall coordinate access with Town Facilities Maintenance staff.
• All annual fire safety inspections shall be completed once per year unless otherwise specified.
4. Annual and Semi-Annual Inspection Requirements
The Contractor shall provide the following inspection and testing services:
• Annual Inspections o Approximately 500 fire extinguishers o Approximately 90 water backflow prevention devices o Fire sprinkler systems and fire protection backflows at 15 locations o Kitchen fire suppression systems at eleven (12) locations o Clean agent fire suppression systems at Dispatch and Town Hall (to be completed by June 30 of each year)
• Semi-Annual Inspections o Fixed kitchen fire suppression systems at:
Fire and Rescue Headquarters Fire Rescue Fleet Maintenance Dispatch Facilities Management Office Fire Stations No. 1 through No. 7
6. Fire Sprinkler System Services
• Inspect and test all Town fire sprinkler systems annually in accordance with NFPA 25.
• Systems include primarily wet systems, with dry systems at Fire Station No. 2 and wet/dry systems at Celebration Park.
• Provide written inspection reports and deficiency notices to Town Facilities
Management.
• Repairs to sprinkler backflows shall require prior written approval and shall be billed separately from the contract.
• Invoice must be submitted 30 days upon completion. Any invoices not submitted within the 30 days will be subject to the Towns discretion to pay.
7. Kitchen Fire Suppression System Services
• Inspect and test kitchen fire suppression systems annually and semi-annually as required.
• Inspections shall include, but are not limited to:
o Equipment, location and accessibility o Manual actuator operation o Seals, tamper indicators, and maintenance tags o Physical condition of components o Pressure gauges and blow-off caps o Confirmation that hoods, ducts, and appliances have not been modified
• All inspections shall comply with NFPA 17A, NFPA 96, and applicable local and state requirements.
• Written inspection and corrective action reports shall be emailed to the Town Facilities Program Manager.
8. Fire Extinguisher Services
• Inspect all fire extinguishers annually in accordance with NFPA 10.
• All extinguishers shall be inspected between June 1 and August 1 each year to maintain a consistent inspection date.
• Services include:
o Annual inspection and maintenance o Six-year teardown maintenance for 5 lb. and 10 lb. extinguishers as needed.
o Twelve-year hydrostatic testing for 5 lb. and 10 lb. extinguishers as needed.
o Recharging after use or when deficiencies are identified
• All recharges, six-year maintenance, and hydrostatic testing shall include replacement of valve stems and O-ring seals per manufacturer requirements.
• Each extinguisher shall receive a compliant service collar meeting NFPA 10 requirements, marked with:
o Contractor name o Date of service o Proper perforation
• Each extinguisher shall be weighed and inverted to confirm proper chemical flow. Any issues shall be documented and reported.
9. Reporting and Documentation
• All annual and semi-annual inspections shall include written inspection reports and written repair cost estimates.
• The Contractor shall maintain a complete inventory of all fire extinguishers and provide an updated copy annually to the Town’s Facilities Management Department.
• Records may be maintained via tags, checklists, or electronic systems that provide permanent documentation.
• One consolidated invoice shall be submitted upon completion of all annual inspections.
• Invoice must be submitted 30 days upon completion. Any invoices not submitted within the 30 days will be subject to the Towns discretion to pay
10. Emergency and Non-Emergency Services
• The Contractor shall maintain a 24-hour, 7-day-per-week telephone answering and dispatch system.
• Emergency Repairs: On-site response within one (1) hour of notification, including holidays.
• Non-Emergency Repairs: On-site response within four (4) hours of notification.
• Urgent Non-Emergency Requests: Scheduled within one (1) business day and completed within three (3) business days.
• Callback service for equipment malfunction related to prior service shall be provided at no additional cost during regular business hours.
11. Coordination and Worksite Conditions
• The Contractor shall coordinate all inspections and services with Town Facilities Maintenance staff.
• Work areas shall be always kept clean and free of debris.
• All waste, including hazardous materials, shall be disposed of in accordance with RCRA and all applicable laws.
• Debris shall be removed daily and shall not migrate into adjacent areas.
12. Environmental and Safety Compliance
• The Contractor is responsible for ensuring all employees comply with applicable environmental, safety, and hazardous material handling regulations.
• All work shall be performed in a manner that minimizes disruption to Town operations and maintains safe conditions for staff and the public.
| Exhibit B |
| RFP 2026-12 |
| Scope of Services |
| 1. General Overview |
| 2. Applicable Codes and Standards |
| 3. Service Locations and Scheduling |
| 4. Annual and Semi-Annual Inspection Requirements |
| 6. Fire Sprinkler System Services |
| 7. Kitchen Fire Suppression System Services |
| 8. Fire Extinguisher Services |
| 9. Reporting and Documentation |
| 10. Emergency and Non-Emergency Services |
| 11. Coordination and Worksite Conditions |
| 12. Environmental and Safety Compliance |
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