6-Scope of Work Bid Specifications.pdf

RFP# 25-219 - Fire Extinguisher & Ansul Hood Systems Inspection, Services & Supplies – Scope of Work

Scope of Work

Klein Independent School District (Klein ISD) is seeking proposals from experienced and qualified individuals or firms for Fire Extinguisher services. At a minimum, the scope of services required by the successful firm shall consist of one or all of the following:

● Annual Inspection of Fire Extinguishers

● Bi-Annual Ansul Inspections

● Purchase

● Service and Maintenance

● Disposal

Additional goods and/or services may be requested if needed.

Awarded vendor(s) must provide service and equipment that complies with the most current local, State, and Federal legislation requirements through the entire contract term, including renewal if applicable.

Awarded vendor(s) will be responsible for adhering to all current or new legislation, rules, laws, and/or other requirements pertaining to fire suppression equipment, including, but not limited to, those listed below.

● Harris County Fire Marshal’s Office

● Texas State Fire Marshal’s Office

Bid Specifications

General Equipment Specifications:

1. All equipment supplied is to be new and of the latest design. It is to be current production, i.e., manufactured within the twelve (12) month period preceding delivery.

Discontinued models will not be considered.

2. Brackets: A hanging bracket/vehicle bracket of U/L approved type is to be furnished with each or as needed.

3. In addition to the equipment specified herein, the unit is to be equipped with all accessory parts.

4. Each unit delivered is to be completely assembled, thoroughly serviced, Safety Data Sheet (SDS) included when delivered to Klein ISD.

5. Packaging for shipment must protect the product adequately and permit safe delivery of the equipment. Shipping cases or containers are to be marked to show the name of the supplier, name and address, and agency purchase order number. Deliveries to be made Klein ISD Maintenance Department Warehouse located at 18925 Doerre Road, Klein, Texas 77379.

6. All units are to carry the Vendor’s standard warranty and/or guarantee. The bidder is to state the warranty and/or guarantee on the bid sheet for each item.

Fire Extinguisher Purchase:

Vendor shall provide pricing for the following types of fire extinguishers:

● ABC Dry Chemical

● CO2

● Halotron

● K Type-Wet Chemical

Specific Conditions:

New extinguisher pricing shall include inspection, certification, and mounting bracket.

Bidders shall offer a fixed price for portable fire extinguishers, inspections, services, and testing through the term of the contract. New fire extinguishers will be purchased on an as-needed basis.

Annual Inspections

1. Portable fire extinguishers annual inspections shall be performed in buildings, school buses, and/or vehicles located within Klein ISD.

2. Inspections may include annual and six-year inspections, cleaning, service, tagging, recharging, and hydrostatic testing on ABC dry chemicals and may include CO2, BC, and K types of extinguishers.

3. Vendor shall perform inspection and maintenance of fire extinguishers in compliance with Vendor's published requirements and in accordance with applicable standards of the National Fire Protection Association and of all State and local requirements.

4. It shall be the responsibility of the vendor to repair any parts while inspecting, charging, and tagging fire extinguishers. Parts may include, but not be limited to, pins, handles, valves and valve parts, O-rings, gauges, and fused links. Any repairs or replacements must match the Vendor’s published requirements. Instruction labels must be replaced as needed during inspection.

5. All inspections and repairs shall include all labor and parts by a properly licensed and certified technician.

6. Missing extinguishers are to be replaced with an approved extinguisher of equal size, rating of the existing extinguishers in the building, and similar year.

7. Any fire extinguishers requiring a hydrostatic test, or six-year maintenance must be replaced at the time of removal with an approved extinguisher of equal size and rating.

Fire extinguishers requiring these tests must be returned to Klein ISD within ten (10) working days. Pickups and returns of units are performed between the hours of 8:00 a.m.

and 4:30 p.m. Monday through Friday.

8. All fire extinguishers shall be tagged with an appropriate tag to include the location and school name.

9. All inspections shall be performed during the hours of 8:00 a.m. to 4:30 p.m. Monday through Friday and on Saturday, 8:00 to 4:30 p.m., including school breaks. At the discretion of Klein ISD, inspections may be conducted during State and Federal holidays.

A final schedule will be developed and agreed upon by the awarded vendor and Klein ISD. Annual fire extinguisher inspections must be completed between June 1, 2026 and July 31, 2026.

10. If delays are foreseen, written notice shall be given to Klein ISD Maintenance Department, MEP Supervisor, who will take an extension under advisement of the maintenance department administration. Vendors should keep Klein ISD advised of the status of work performance, as failure to meet completion dates will constitute breach of contract.

Inspection, Service, and Maintenance It is preferred that bidders provide a procedure checklist with their bid response. Awarded vendor(s) must provide inspection tags in a color other than yellow or red.

Annual maintenance for all portable fire extinguishers must be performed at the time of annual inspection. Annual maintenance fee must include replacement of tags, seals, pins, and wall hanging brackets on an as-needed basis at no additional cost.

1. Hydrostatic Testing

○ Five (5) year

i. CO2 extinguisher

ii. K-Klass extinguisher

2. Six (6) year maintenance for the following:

○ ABC dry chemical extinguisher

○ Halotron extinguisher

3. Recharge of all portable fire extinguishers, including, but not limited to, the following in varying sizes.

○ ABC dry chemical

○ BC dry chemical

○ CO2

○ Halotron

4. Repairs to fire extinguishers that are above and beyond the annual maintenance must be submitted to Klein ISD Maintenance Department through a written quotation, including the following information:

○ Location of equipment requiring repair

○ Description of equipment requiring repair

○ Maintenance date

○ Explanation of repairs required

○ Replacement parts, including manufacturer, part number, and quantity

○ Unit cost and extended cost per line item

5. Parts required that are above and beyond the basic parts covered by the annual maintenance fee must be priced as cost plus markup.

6. Kitchen fire suppression systems shall be inspected twice a year. (Kitchen fire suppression systems will be inspected in June and July and again in December) Awarded vendor(s) must be certified to inspect and repair fire suppression systems.

Specific Conditions:

1. Vendor shall guarantee all work performed is guaranteed against any defects in workmanship, and shall satisfactorily correct, at no cost to the District, any such defect that may become apparent in a period of one (1) year after completion of work.

2. The successful Vendor must provide all personnel necessary to perform the contracted services. All personnel should be direct employees of the Vendor unless subcontracting has been approved in writing by the District. Vendor’s personnel must be easily identified either by uniform and/or an identification badge.

3. Bidders shall have all necessary permits, licenses, and certifications to inspect, repair, install, modify, and perform high and low-pressure hydrostatic tests on portable fire extinguishers. A copy of all permits, licenses, and certifications shall be provided with this proposal.

Service Reports and Invoicing:

1. Vendor shall not perform inspection, repairs, replacements, new installations, service or modifications within Klein ISD without authorization from the Klein ISD Maintenance Department Directors and/or the MEP Supervisor or designee.

2. Upon completion of the specified work, the awarded vendor(s) shall provide to Klein ISD Maintenance Department a service report signed by the licensed person who performed the work. The report shall include extinguishers type, serial numbers, and the location of each fire extinguisher inspected, and the results of the inspection. For those that did not pass initial inspection, a note or whether repaired-noting what work was done and/or if replaced.

3. The vendor shall provide a computer-generated and/or typed itemized invoice with attached service report by school and/or site within 3 business days. These documents must be returned to the Maintenance Department before payments will be authorized.

Payment will not be made until properly completed documents are received.

Fire Extinguisher Disposal:

1. The Vendor(s) shall assist in the planning and organizing of Klein ISD fire extinguisher disposal.

2. Vendor(s) shall be directly responsible for packaging and disposal of all collected fire extinguishers in accordance with local, state, and federal rules and regulations.

3. The Vendor shall clear the site of all fire collected on the same day of the removal evening in a manner that is satisfactory to Klein ISD.

4. The Vendor shall provide a report of all items collected.

5.

Ansul Inspections and Services

1. Bi-Annual inspection (June & July and again in December) and maintenance of Ansul fire suppression system. Including manufacture fuse links, blow off caps as per manufacturer specification.

2. Kitchen fire suppression systems shall be inspected twice a year as mandated by law and are located at the following schools: Campuses: Klein Cain (7); Klein Collins (5); Klein High (4); Klein Forest (6); Klein Oak (5); Doerre (3); Hildebrandt (3); Kleb (3); Klein Int. (3); Krimmel (3); Schindewolf (4); Strack (4); Ulrich (1); Wunderlich (4);Klein Therapeutic & Readiness Center (1); Klein Alternative Education Center (1); Multi- Purpose Facility (1); Benfer (1); Benignus (2); Bernshausen (2); Blackshear (2); Brill (1);

Ehrhardt (1); Eiland (1); Epps Island (1); Frank (2); Grace England ECC (1); Greenwood (1); Hassler (1); Haude (1); Kaiser (2); Klenk (1); Kohrville (1); Kreinhop (1); McDougle (1); Metzler (1); Mueller (2); Northampton (1); Roth (1); Schultz (1); Zwink (1); French (1); Mahaffey (1). Clean Agent Systems: Police Department (1-Heptafafluoropropane);

Network Operations Center (NOC)(1-HFC-125); MDF at Klein High School (1-pentafluoroethane); Klein Cain High School MDF 4 (1-sinorix).

(The quantity listed is an estimate and may change.)