7-ITB-26-00003 Contract Terms and Conditions.pdf

Invitation to Bid Fire Sprinkler Inspection, Testing, Maintenance and

Repair Services

ITB-26-00003

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SOLICITATION TYPE: Competitive Sealed Bids

SOLICITATION NUMBER: ITB-26-00003

SOLICITATION TITLE: Fire Sprinkler Inspection, Testing, Maintenance and Repair Services

BRIEF DESCRIPTION: The Hillsborough County Facilities Management & Real Estate Services Department seeks a qualified Contractor to perform ongoing and as-needed inspections and maintenance of fire sprinkler systems, fire pumps, and pre-action systems (where applicable) at various facilities throughout the County for a five (5) year period.

DUE DATE & TIME: November 10, 2025, 2:00 P.M. Eastern Time (our clock)

PRIMARY CONTACT: James S. Wunderle, Senior Buyer

BID SUBMISSION: The County will only accept bids submitted through its electronic bidding system (Euna Procurement). Bids that are submitted or delivered by non-electronic means (hard-copy paper), facsimile, electronic mail (e-mail), electronic file, or means other than through the County's electronic bidding system (Euna Procurement) will not be accepted or considered. Please visit our vendors webpage (hcfl.gov/vendors) for information regarding vendor registration, electronic bid submission, procurement opportunities, and other important resources.

TIMELINESS: To preserve the integrity of the competitive sealed bid process, bids submitted after the due date and time listed above, unless otherwise amended, cannot and will not be accepted. Please do not wait until the last minute, hour, or day to submit your bid, as you may encounter technical difficulties or issues that cannot be resolved before the due date and time.

When preparing to submit your bid, please read and follow all instructions regarding formatting and other details related to the form(s) to be used.

Again, please do not wait until it’s too late for assistance. We value and need your participation, so the last thing we want is for you to miss this opportunity.

QUESTIONS: ● Questions regarding technical difficulties or errors encountered while submitting proposals through Euna Procurement must be directed to Euna Procurement Support at 1-844-226-3862 or support.bonfire@eunasolutions.com.

IMPORTANT! PLEASE READ CAREFULLY BEFORE SUBMITTING BID

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● Questions regarding the specifications or solicitation document must be directed to the primary contact listed above using the “messages” section in Euna Procurement for this particular procurement.

To be given consideration, such requests must be received no later than 14 calendar days after the date of Solicitation issuance in Euna Procurement, site visit, or pre-bid conference, whichever is later.

● Questions regarding vendor registration, training, or general questions must be directed to the Supplier Engagement Team at (813) 272-5790 or iSupplier@HCFL.gov.

CONE OF SILENCE: A Cone of Silence is in effect for this procurement; therefore, no bidder, interested party and/or their principals, officers, employees, attorneys, or agents shall communicate with County employees, the Hearing Master assigned to hear the applicable protest appeal and/or members of the Board of County Commissioners, including their aides and employees regarding this procurement and/or a related protest, except as otherwise provided in the Hillsborough County Procurement Protest Policy and Procedures Ordinance. The Cone of Silence does not prohibit a bidder from communicating with the Director of Procurement, staff in the Procurement Services Department, or the County’s attorney assigned to this procurement. Violating the Cone of Silence may disqualify the bidder from consideration for award. Please refer to the Instructions for complete details about the Cone of Silence.

PRE-BID CONFERENCE: A Non-Mandatory Prebid conference will be held at 10:00AM local time on October 22, 2025. The online meeting link can be found on the following County website page: https://hcfl.gov/businesses/doing-business-with-hillsborough/vendors/meeting-notices. All interested parties are strongly encouraged to attend. The purpose of the Prebid conference is to allow potential bidders an opportunity to present questions to staff and obtain clarification of the requirements contained in the solicitation. Because the County considers the conference to be critical to understanding the bid requirements, interested firms are encouraged to access the virtual login.

INSURANCE: Insurance coverage is required for this procurement. Please see ITB-26- 00003 Insurance Requirements Attachment and Special Terms and Conditions.

SURETY (BONDS): Bid, performance, and/or payment surety is not required for this procurement.

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E-VERIFY: The Department of Homeland Security's Image Program and E-Verify apply to this procurement. Please see General Terms and Conditions for complete details and requirements.

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1. SPECIFICATIONS

1.1. Scope

1.1.1 The Hillsborough County Facilities Management & Real Estate Services Department seeks a qualified Contractor to perform ongoing and as-needed inspections and maintenance of fire sprinkler systems, fire pumps, and pre-action systems (where applicable) at various facilities throughout the County. The services shall be performed in accordance with, but not limited to, the latest editions of NFPA 13, NFPA 25, and all current applicable regulations, codes, and County SOPs; including but not limited to all current federal, state, and local ordinances and/or regulations at the time of inspection, testing, maintenance, and repair which shall be adhered to at all times with no deviation. Please refer to Attachment A for locations, equipment details and services required for all County facilities covered under this contract.

1.2. Applicable Publications and Terminology

1.2.1 The following publication(s) of the issue in effect on date of this solicitation, forms a part of this specification:

1.2.1.1 NFPA 25 - National Fire Protection Association (NFPA) - Standard for Inspection, Testing, and Maintenance of Water-Based Fire Protection Systems. https://www.nfpa.org/product/nfpa- 25-online-course/p0025ol?gad_source=1&gclid=EAIaIQobChMImLCpsN7migMVuBetBh2agTLhEAAYASAAE gKAHPD_BwE&gclsrc=aw.ds

1.2.1.2 NFPA 13 - National Fire Protection Association (NFPA) - Standard for the Installation of Sprinkler Systems. https://www.nfpa.org/codes-and-standards/nfpa-13-standard-development/13

1.2.1.3 Licensed Fire Protection Contractor I or II - Experience in employment as a Contractor in layout, fabricating, installing, inspecting, altering, repairing, or servicing fire protection systems.

1.2.1.4 Florida Certified Electrical Contractor or Alarm System Contractor I (EF or EY) License/Certificate of Competency - Certified Alarm System Contractor (EF) or Registered Alarm Contractor (EY).

1.2.1.5 Occupational Safety and Health Administration (OSHA) standards https://www.osha.g ov/laws-regs

1.2.2 The following terminology of the issue in effect on date of this solicitation, forms a part of this specification:

1.2.2.1 Inspection, Testing, and Maintenance (ITM) Service: Shall mean a service program provided by a qualified Contractor in which all components unique to the property's systems are inspected and tested at the required times and necessary maintenance is provided.

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1.2.2.2 Preventative Maintenance: Shall mean but is not limited to lubricating control valve stems; adjusting packing glands on valves and pumps; bleeding moisture and condensation from air compressors and air lines.

1.2.2.3 Minor Repairs and Adjustments: Shall mean to maintain or regulate, within prescribed limits, by setting the operating characteristics to specified parameters and/or restore to sound working condition and/or to fix damages. Perform routine adjustments as necessary during the course of the testing and inspection to ensure proper operation of the equipment.

1.2.2.4 Corrective Maintenance: Shall mean corrective maintenance includes, but is not limited to, replacing loaded, corroded, or pained sprinklers, replacing missing or loose pipe hangers;

cleaning clogged fire pump impellers; replacing valve seats and gaskets and replacing work or missing fire hoses or nozzles.

1.2.2.5 Fully Equipped Service Center: shall refer to a facility that possesses all the necessary tools, equipment, trained personnel, and materials required to perform comprehensive and code-compliant ITM services on fire sprinkler systems, in accordance with standards such as NFPA 13, NFPA 25, and local fire codes.

1.3. Minimum Qualifications

1.3.1 The Bidder/Proposer or principal thereof shall demonstrate recent experience in providing substantially similar services in scope and size.

1.3.2 The Bidder/Proposer shall be an established company with a minimum of five (5) consecutive years of business within the last ten (10) years with documented experience servicing clients of similar volume/quantity equipment and number of locations providing fire suppression, repair, and inspections, preferably to municipalities, counties and/or cities.

1.3.3 The Bidder/Proposer shall provide at least three (3) client references who can confirm the Contractor has completed or is currently working on substantially similar projects of scope and size with high-rise buildings containing ten (10) or more floors with high pressure (250 PSI plus) systems.

1.3.4 The Bidder/Proposer shall submit, upon request by the County, all applicable licenses, certifications, and any other related documentation required by the State law(s) and/or County/City Statute to confirm they are legally authorized to perform the necessary testing, inspection/certification/licensing, repairs and/or replacements stated in this document.

1.3.5 All service technicians performing work as described herein shall have experience in performing service and repair work at a journeyman's level for services described herein. The Bidder/Proposer must have trained technicians with expertise in the equipment being serviced, capable of handling major repairs and ensuring high-quality service delivery. The Bidder/Proposer shall employ technicians who are Journeyman's level and NICET-certified and fully trained in the

ITB-26-00003 Page 6 inspection, testing, maintenance, and repair of fire sprinkler systems. The Bidder/Proposer may subcontract repairs or certain testing, depending on the equipment manufacturer.

1.3.6 The Bidder/Proposer shall have service vehicles owned and/or leased that are fully equipped at the time of bid closing. The County may request pictures of the service vehicles before an award recommendation.

1.3.7 The Bidder/Proposer shall maintain a fully equipped service facility located within two (2) hours’ driving time (approximately 90 miles distance from the County Center at 601 E. Kennedy Blvd., Tampa, FL 33602). The Bidder/Proposer shall ensure that requested parts and technicians are at any of the County's sites within two (2) hours of receiving the County’s request for emergency repairs and within four (4) hours for routine repairs. Additionally, the Bidder/Proposer shall maintain an adequate inventory of commonly required fire sprinkler system components to ensure availability for same-day pickup from the fully equipped service facility by County staff, as needed.

1.4. Minimum Requirements

1.4.1 The Contractor shall employ sufficient quantities of qualified staff to perform the volume of work as specified herein.

1.4.2 The Contractor shall ensure that each of its representatives who operate a motor vehicle in performance of the Contractor's responsibilities hereunder is properly licensed within the State of Florida.

1.4.3 Identification While in County-owned Facilities

1.4.3.1 The Contractor and Contractor’s personnel shall wear a uniform shirt identifying the Contractor/Company name and contains the Contractor's imprinted, embroidered, or applique of the company logo.

1.4.3.2 The Contractor and Contractor’s staff shall have an Identification Card (ID) that includes a picture of and lists the employee's name and the Contractor’s name while on any Hillsborough County-owned site.

1.4.3.3 The uniform shirts and identification cards shall be worn at all times by each of the Contractor’s representatives while providing services under this Contract.

1.4.3.4 The Contractor’s personnel shall be required to stop work if not properly attired in a manner that is appropriate to the work being performed.

1.4.3.5 The Contractor’s personnel are prohibited from wearing short shorts, tank tops, sleeveless shirts, halter tops, sandals, flip-flops, or any type of open-toed shoes and/or being in bare feet.

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1.4.3.6 The Contractor’s personnel shall report to work dressed in uniform as no locker spaces/changing rooms are provided by the County.

1.4.3.7 The Contractor’s vehicle shall display exterior signage while on the County-owned property.

1.4.3.8 The Contractor shall provide its staff all appropriate Personal Protective Equipment (PPE) for fire sprinkler inspections, testing, maintenance, and repair services. The Contractor shall ensure PPE is properly worn by staff at all times.

1.4.4 The Contractor shall seek all reasonable measures necessary to ensure the safety and protection of building occupants and property during its performance herein. The Contractor’s personnel shall comply with OSHA standards, https://www.osha.gov/laws-regs. The Contractor shall provide all approved safety devices and equipment and shall exercise all care and take the appropriate measures necessary to safeguard property and persons with respect to its performance. The County reserves the right to request the removal and replacement of any Contractor employee and/or equipment at the County-owned site when, in the County's opinion, that person or equipment is not performing safely, deemed a hazard and/or non-compliant per the contract documents. Any operations determined hazardous by the County PM and/or Contracts Manager shall be discontinued by the Contractor upon receipt of either a written or verbal notification by the County PM and/or Contracts Manager to discontinue such practice. The work shall only resume upon receipt of a written or verbal approval by the County PM and/or Contracts Manager.

1.4.5 The Contractor shall provide, but is not limited to, all labor, tools, vehicles, fuel, equipment, supplies, parts and materials necessary to accomplish the work contemplated in this bid package in a timely, effective, and professional manner.

1.4.6 During the first inspection, the Contractor shall visit each Hillsborough County facility and conduct a comprehensive inventory to verify the equipment installed requiring inspection and testing. If the Contractor finds any item out of date, beyond repair, or requiring immediate corrective maintenance, the Contractor shall alert the County PM and/or Designee of such findings in writing immediately. The inventory list shall be provided electronically via email within five (5) business days of the first scheduled inspection to the County PM and/or Designee. Should additional time be needed, the Contractor shall communicate this to the County PM and/or Designee, however, the extension may or may not be granted. Non-compliance with any stipulation herein shall be grounds for termination of this Award.

1.4.7 The services shall include, but is not limited to, quarterly testing, annual testing, inspection, five (5)-year internal pipe Inspection, and repair and/or replacement of fire sprinkler systems, including pumps, drivers, fire department Siamese connections, and testing of fire hydrants if requested by the County PM. The inspection(s) and testing of backflow devices will be performed by County Staff and are not to be included in the project scope of work.

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1.4.8 The Contractor shall furnish all vehicles necessary to perform the work contemplated herein promptly. The Contractor vehicles and drivers shall possess all current permits, licenses, and/or insurance that may be required by the City, County, and/or the State of Florida in connection with the operation of such vehicle(s). The Contractor’s vehicles utilized to perform the work contemplated herein shall contain the Contractor's name and/or logo displayed clearly and be properly maintained and in good mechanical condition.

1.4.9 Work Hours/Response Time/Labor Rates

1.4.9.1 Standard Service/Labor Hours: The standard service hours shall be performed during standard work hours, from 7:00 a.m. to 5:00 p.m., Monday through Saturday, Eastern Standard Time (EST), excluding Sundays and County observed holidays. The Contractor’s Staff shall perform services with as little disruption to the County’s operations as possible. The Contractor shall respond onsite to normal service work requests within 24 hours after receiving notification from the PM and/or designee. Any changes to the scope of work already authorized shall be revised accordingly and approved by the PM or designee. Once a revised Standard Purchase Order is received by the Contractor, the Contractor shall proceed with the work during normal working hours. There shall be no additional cost to the County for travel time.

1.4.9.2 Non-Standard Service/Labor Hours: The non-standard service hours shall be services performed from 5:01 PM to 6:59 AM Monday through Saturday EST and all-day Sunday, including County observed holidays. The Contractor shall respond on site for non-standard work request within two (2) hours following notification from the Hillsborough County PM or designee. Prior to beginning any work, the Contractor shall receive an approved Purchase Order (PO) from the PM or designee. Any changes to the scope of work already authorized shall be revised accordingly and approved by the County PM or designee. The purpose of such work shall be to implement a temporary repair, rendering the equipment operational, until proper repairs can be made during standard working hours. The cost for repair work performed during these hours shall be at the Contractor's bid rate for non-standard hours. There shall be no additional cost to the County for travel time.

1.4.9.3 Only repair and maintenance services outside the listed inspections and services within this scope shall utilize the standard labor and non-standard labor rates and/or allowance for miscellaneous parts as specified in this bid document. All labor required after 5:00 PM to complete any service requests received by the Contractor before 4:30 PM shall be billable at the standard labor rate only; non-standard labor rate shall not apply. No additional charges shall be paid by the County.

1.4.10 Warranty

1.4.10.1 The County will not accept supplies, parts and/or materials that are substitutes, generic or look-alikes. The Contractor shall provide new and Original Equipment Manufacturer (OEM) supplies and/or parts meeting equipment standards set by the manufacturer.

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1.4.10.2 All parts and/or work performed shall be warranted against defects in workmanship for a period of one (1) year. If parts have a greater warranty period, the Contractor shall honor superior warranty and shall furnish documentation from manufacturer upon completion of each job.

1.4.10.3 Should any defect become apparent during the warranty period, the Contractor shall repair/replace the defective item(s) including labor at no additional cost to the County.

1.4.10.4 Documentation of such warranty shall be provided to the County PM and/or Contracts Manager following installation.

1.4.10.5 The County shall not be charged for any callback(s) reoccurring breakdowns. If the County determines that the Contractor did not provide specific parts and equipment requested or if the Contractor provided insufficient, inadequate parts, equipment and repairs, the Contractor shall respond back to the County the next business day Monday through Friday. If the Contractor fails to provide adequate equipment replacement and repairs in the required timeframe, the County reserves the right to utilize any and all options available including but not limited to, termination of Award.

1.4.11 Reporting

1.4.11.1 One of the primary goals in administering this Contract is to keep accurate records of maintenance, repairs, and warranties of all the equipment being serviced. This information is essential to update the contents of the contract and to establish proper bonding levels, if they are required. The integrity of future Contracts revolves around our ability to convey accurate and realistic information to all interested parties.

1.4.11.2 A complete and accurate Maintenance, Inspection/Service Report shall be furnished in either a portable document format (PDF) or Excel format and submitted electronically. The Inspection/Service Maintenance Report shall be provided for all services; including but not limited to the five (5) year, annual, quarterly and/or repair maintenance services. Items required in the report are as follows:

The location (name of facility and full address), Equipment identification number or serial number, Type of service performed, Technician name, Notes pertaining to findings at the time of visit, Discrepancy report listing any devices which will not pass inspection and, Replacement inventory listing the quantity of parts installed, model number, installation date, and warranty information.

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1.4.11.3 The Contractor shall provide the reports quarterly to the PM and/or Designee via email.

Any exception to this mandatory requirement or failure to submit complete reports, or in the format required, may result in corrective action, up to and including the possible cancellation/termination of the contract award.

1.4.11.4 The Contractor shall also provide a copy of the Annual Fire Sprinkler Testing Report to the respective Fire Marshall's Office within jurisdictional responsibility.

1.4.12 Continuity of Services

1.4.12.1 The Contractor recognizes that the services under this contract are vital to the County and shall be continued without interruption and that, upon contract expiration, a successor, may continue them. The Contractor agrees to:

1.4.12.1.1 Furnish detailed reports which provide successor sufficient information to continue services without interruption; and

1.4.12.1.2 Exercise its best efforts and cooperation to affect an orderly and efficient transition to a successor.

1.4.12.2 The Contractor shall, furnish phase-in, phase-out services for up to 90 days before expiration of contract and up to 90 days after Contract expires. The Contractor shall negotiate in good faith a plan with a successor to determine the nature and extent of phase-in, phase-out services required. The Contractor shall provide sufficient experienced personnel during the phase-in, phase-out period to ensure that the services called for by the Contract are maintained at the required level of proficiency.

1.4.12.3 The transition period shall not cause interruption in the maintenance schedule, nor shall it affect the quality of services provided. The County shall not incur additional costs due to transitional period.

1.4.12.4 The Contractor shall provide a maintenance report for each equipment from commencement of their tenure until the most recent maintenance job(s) to both PM and/or County Designee and the successor upon request. Inspection reports shall detail the type of inspection performed (five (5) year, annual, quarterly and/or service calls), including but not limited to:

Technician Name

Notes regarding condition and/or findings

Date and time of maintenance and repairs

Parts utilized and manufacture warranty information

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1.4.13 Emergency Services

1.4.13.1 The Contractor shall be required to assist the County in providing emergency related services. The emergency services are those services, which require an accelerated response from the Contractor, as determined by the County PM.

1.4.13.2 The Contractor shall be required to provide an emergency telephone number(s) and contact information for 24 hours a day, seven (7) days per week coverage.

1.4.13.3 The Contractor shall furnish all labor, materials, equipment, tools, and services to respond, as ordered, within two (2) hours on site or alternate time approved as directed by the County Representative or designee for emergencies. Authorization may be made telephonically with a written authorization to follow within 24 hours.

1.4.13.4 The Contractor shall respond within two (2) hours on-site to all requests for emergency service(s). Failure to respond to a service call within the designated time shall be considered a valid reason for termination of this Contract. If the Contractor does not comply within the stated time, the County reserves the right to call another qualified Contractor to perform the service.

1.4.14 Fully Equipped Service Center Capabilities for Fire Sprinkler Systems

1.4.14.1 The Contractor shall maintain a Fully Equipped Service Center capable of performing all necessary tasks for the inspection, testing, maintenance, and repair of fire sprinkler systems in compliance with industry standards, including but not limited to NFPA 13, NFPA 25, and applicable local fire codes. The Contractor service center shall be within one (1) hour of 601 E. Kennedy Blvd., Tampa, FL 33602, to allow County staff to drop off and pick up parts as needed. The service center and its personnel shall be fully equipped with all necessary tools, equipment, and resources required to ensure the safe and effective operation of fire sprinkler systems, including, but not limited to, the following:

1.4.14.2 Comprehensive Equipment and Tools: The facility must contain all essential tools, diagnostic equipment, and resources needed to conduct various maintenance and repair services on-site. This includes not only basic maintenance but also complex repairs without outsourcing. The necessary tools, equipment, and resources required shall include, but are not limited to:

1.4.14.3 Inspection and Testing Tools: Flow test kits, hydrostatic test pumps, pressure gauges, tamper/seismic switches, air compressors (for dry systems), and other specialized equipment to carry out inspections and tests in accordance with NFPA 13, NFPA 25, and applicable local codes.

1.4.14.4 Repair Tools and Equipment: Pipe threading and cutting tools, leak detection devices, corrosion mitigation equipment, and other necessary tools for maintenance and repairs of all types of fire sprinkler systems.

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1.4.14.5 Sprinkler System Access: Ladders, lifts, or scaffolding for accessing systems in high or difficult-to-reach areas.

1.4.14.6 Inventory of Genuine Replacement Parts: The Contractor shall maintain on-site a substantial stock of commonly required genuine replacement parts, such as sprinkler heads, valves, gaskets, and gauges, at the service center to facilitate prompt repairs and minimize service downtime. In addition, access to specialty parts and equipment through established relationships with manufacturers or suppliers will be available to meet service needs efficiently.

1.4.14.7 Service Availability: The Contractor shall ensure that the service center is operational and that all necessary tools, equipment, and parts are readily available to perform the services required under this contract. Emergency repair services will be provided 24/7, with priority response for urgent system failures.

1.4.14.8 Qualified Technicians: The Contractor must have trained technicians with expertise in the equipment being serviced, capable of handling major repairs and ensuring high-quality service delivery. The Contractor shall employ technicians who are Journeyman's level and National Institute for Certification in Engineering Technologies (NICET) certified and fully trained in the inspection, testing, maintenance, and repair of fire sprinkler systems. Technicians will be familiar with all relevant fire codes and the manufacturer's specifications for the systems under their care.

The technicians shall have the qualifications and expertise necessary to perform both routine and emergency service requirements in a timely and efficient manner.

1.4.14.9 Compliance and Documentation: The Contractor shall ensure that all inspections, tests, repairs, and maintenance activities are conducted in full compliance with NFPA 13, NFPA 25, local fire codes, and any other applicable standards. Detailed service reports will be provided after each service, including:

Results of system inspections and tests, Any identified deficiencies and proposed corrective actions, Maintenance records and parts replacement logs and, Digital reports with photographs, as necessary.

1.4.14.10 The Contractor shall maintain all records required for compliance and make them available for review by the County upon request.

1.4.14 Invoicing

1.4.14.9 The Contractor shall submit an invoice for services monthly after services have been fully rendered and approved. All invoices must include the following: the location, the County representative's name who approved the services rendered, the Invoice number, invoice date, the Contractor name and address, the Contractor's tax identification (ID) number, billed to Board of County Commissioners (BOCC) Hillsborough County Florida, purchase order (PO) number (only

ITB-26-00003 Page 13 one PO number per invoice), department name and/or location of the receiving department, shipping date or date services were rendered/received, description of the goods/services purchased/received, quantity by item or hours of Work performed, correct unit of measure price, and extended price by item. The discounts/allowances must be listed separately.

1.4.14.10 All invoices shall be submitted within 90 days of service completion date. If invoices are not received within the 90 days after completion, the County shall reject them for payment.

1.4.14.11 The Contractor shall send all Invoices to Hillsborough County Finance, 12th Floor County Center, PO Box 1110, Tampa, FL 33601, or email to:

countyfinanceinvoices@hillsclerk.com. Please follow these instructions when submitting invoices electronically: No color or grayscale, black and white only, Tif. or PDF, and 300 dpi resolution. Do not email payment requests with Health Insurance Portability and Accountability Act (HIPAA) protected information, banking account numbers, social security numbers, or other confidential/sensitive information. Each invoice, memo, and supporting documentation must be a separate attachment.

1.5 Testing / Inspections / Maintenance

1.5.1 Inspection(s)/Testing Requirements: The Contractor shall conduct the following types of inspections:

1.5.1.1 Annual Sprinkler Inspection/Test: In accordance with the latest edition of NFPA 13 and NFPA 25 the Contractor shall provide one (1) Annual Fire Sprinkler Inspection/Test and required Preventative Maintenance, Minor Repairs, and Adjustments and industry standards as to preserve County-owned equipment to its maximum life span.

1.5.1.2 Quarterly Sprinkler Inspections: In accordance with the latest edition of NFPA 13 and NFPA 25 the Contractor shall provide quarterly inspections three (3) times per year.

1.5.1.3 Semi-Annual Sprinkler Inspection/Test: Semi-Annual Inspections shall be performed in conjunction with the Quarterly Inspections or as needed at the County’s request. In accordance with the latest editions of NFPA 13 and NFPA 25, the Contractor shall perform Semi-Annual Sprinkler Inspections/Tests twice per year.

1.5.1.4 Five (5)-Year Internal Pipe Inspection: In accordance with the latest edition of NFPA 13 and NFPA 25 the Contractor shall provide one (1) Five (5)-year Internal Pipe Inspection/Test throughout the term of the Contract per building. The required maintenance shall include compliance with all inspection requirements under NFPA 13, NFPA 25 as well as all applicable regulations and codes as amended from time to time; including but not limited to all federal, state, and local ordinances and/or regulations in force at the time of Inspection. The Contractor shall anticipate the completion of the five (5)-year internal pipe inspections within 30 days of the current expiration.

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1.5.1.5 Fire Hydrant Inspections (as needed): These inspections consist of the following, including but not limited to:

1.5.1.5.1 Visual Inspection: The Contractor shall visually inspect the physical condition, obstructions, caps and nozzles, reflective markers/signage, and accessibility to the fire hydrant.

1.5.1.5.2 Functional Testing: The Contractor shall test the functional capability of the operating nut, valve operation, leakage, drainage, pressure/flow tests to measure static and residual pressure and ensure adequate water Flow.

1.5.1.5.3 Maintenance Checks: The Contractor shall check the lubrication, cap chains, and threads on all devices.

1.5.1.5.4 Accessibility and Signage: The Contractor shall check the area for clearance, signage, and access to the fire hydrant.

1.5.1.5.5 Documentation: The Contractor shall document the date of inspection, findings, and any repairs or maintenance performed.

1.5.1.5.6 Compliance: The Contractor shall ensure the hydrant meets local fire code requirements and is tested regularly.

1.5.1.6 Pre-Action System Inspection: The required inspection must comply with all inspection requirements under the NFPA 13 as well as all applicable regulations and codes as amended from time to time; including but not limited to all federal, state, and local ordinances and/or regulations in force at the time of Inspection.

1.5.1.6.1 Verify the functionality of the pre-action valve, ensuring proper operation of fire detectors, and monitoring the air or nitrogen pressure in the pipes.

1.5.1.6.2 Check sprinkler heads for obstructions and assess the system’s overall readiness for activation.

1.5.1.6.3 Confirm that the fire detectors are functioning correctly and are ready to trigger the pre-action valve.

1.5.1.6.4 Monitor the air or nitrogen pressure in the pipes to ensure it is within the required range for the system to operate effectively.

1.5.1.6.5 Inspect the control valves to ensure they are in the correct position (open or closed) and free of leaks.

1.5.1.6.6 Test alarm devices, such as waterflow alarms, to confirm they activate when needed.

1.5.1.6.7 Visually check the hangers and bracing that support the piping for any damage or looseness.

1.5.1.6.8 Inspect gauges for air or water pressure for proper readings.

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1.5.1.7 Very Early Smoke Detection Apparatus (VESDA) Inspection: The required inspection must comply with all inspection requirements under the NFPA 72 as well as all applicable regulations and codes as amended from time to time; including but not limited to all federal, state, and local ordinances and/or regulations in force at the time of Inspection.

1.5.1.7.1 These inspections consist of a visual and functional test including but not limited to:

1.5.1.7.1.1 Visual inspection of piping and sampling points; checking for damage, obstructions, or abnormalities in the air sampling pipe network.

1.5.1.7.1.2 Evaluate the detector’s condition and ensure the air filter is clean and properly installed.

1.5.1.7.1.3 Measure the airflow at sampling holes to ensure the system is drawing air correctly.

1.5.1.7.1.4 Simulate a smoke event to verify that the detector triggers alarms and notifications as expected.

1.5.1.7.1.5 Verify the detector’s response to smoke within a specified sensitivity range.

1.5.1.7.1.6 Introduce smoke into the farthest sampling port to confirm transport time and alarm functionality.

1.5.1.7.1.7 Clean sampling points and backflushing the pipe network; remove dust and debris to maintain optimal airflow and prevent blockages.

1.5.1.7.1.8 Check maintenance logs, event logs, and verify that the system is operating within its design parameters.

1.5.1.8 Sapphire Clean Agent Fire Suppression System Inspection: The required inspection must comply with all inspection requirements under the NFPA 2001 as well as all applicable regulations and codes as amended from time to time; including but not limited to all federal, state, and local ordinances and/or regulations in force at the time of Inspection. These inspections consist of a visual and functional test including but not limited to:

1.5.1.8.1 Ensure the suppression agent cylinders contain the appropriate amount of extinguishing agent at the correct pressure.

1.5.1.8.2 Inspect the condition and charge of system batteries.

1.5.1.8.3 Confirm that the protected area’s integrity is maintained to prevent agent leakage.

1.5.1.8.4 Visually inspect all components of the system, including but not limited to cylinders, nozzles, piping, and other parts for damage or corrosion.

1.5.1.8.5 Verify the functionality of manual and automatic activation mechanisms.

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1.5.1.8.6 If applicable, confirm electrical and gas shut off to ensure proper system shutdown upon activation.

1.5.1.8.7 Check system specifications, maintenance logs, and records of previous inspections.

1.5.1.9 Fire Suppression Inspections (FM200): The required inspection must comply with all inspection requirements under the NFPA 2001 as well as all applicable regulations and codes as amended from time to time; including but not limited to all federal, state, and local ordinances and/or regulations in force at the time of Inspection.

1.5.1.9.1 These inspections consist of a visual and functional test including but not limited to:

1.5.1.9.1.1 Inspect the system’s components, including but not limited to detection devices, nozzles, cylinders, control panels, and piping for proper function, damage, corrosion, and/or obstructions.

1.5.1.9.1.2 Inspect and test shutdown and evacuation circuits, checking for changes in hazard integrity, and simulating system discharge to test releasing circuits. Ensure that the shutdowns and evacuation circuits are functioning properly for a safe shutdown of equipment and evacuation of personnel in the event of a discharge.

1.5.1.9.1.3 Check for any changes in the hazard area that could affect the system’s effectiveness, such as new equipment or modifications to the space.

1.5.1.9.1.4 Verify the weight and pressure of the agent cylinders, ensuring they are within acceptable ranges and haven’t been tampered with.

1.5.1.9.1.5 Check the hydro-test dates for cylinders and discharge hoses to ensure they are within their service life.

1.5.1.9.1.6 Test and clean all detectors to ensure they are functioning properly and are not obstructed.

1.5.1.9.1.7 Simulating a system discharge to test the releasing circuits and ensure the system activates as intended.

1.5.1.9.1.8 Check system’s ability to monitor and respond to various inputs and outputs.

1.5.2 Frequency of inspections:

1.5.2.1 Annual Inspection: The components of the system, including but not limited to the control panel, initiating devices, and room integrity, are inspected annually.

1.5.2.2 Quarterly/Semi-Annual Inspections: The Contractor shall perform quarterly inspections three (3) times per year and two (2) Semi-Annual Inspections in conjunction with the quarterly inspections.

1.5.2.3 Five (5) Year Inspection: The containers may require hydrostatic testing every five (5) years.

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1.5.3 The inspections, tests and normal repairs shall take place during normal business hours unless agreed upon by both the County PM/Contracts Manager and the Contractor. Some locations within the County require work to be performed on a Saturday and/or when the building(s) is vacant.

1.5.4 The Quarterly and Semi-Annual Inspections/Tests shall include but are not limited to visual examinations and operational testing of fire sprinkler systems or portions thereof for proper operation, position, and condition as required by NFPA-25. The preventative maintenance and minor repairs and adjustments to keep the system equipment operable shall also be included in these inspections/tests at no additional cost.

1.5.4.1 The system components, requiring inspections/tests and maintenance, include but are not limited to control valves, check valves, tamper devices, water flow indicating devices, pressure regulating valves, alarm valves, system riser check valves, sprinkler heads, piping, gauges, Fire Department connections, hydraulic nameplates, standpipe systems, alarm devices including a flow test from the inspector’s test connections at the most remote location to check operation of each mechanical alarm, all pumps to include but not limited to testing and sequencing Jockey pump(s) and Fire pump(s), and water flow test through the drain connection when facilities and conditions permit.

1.5.5 The Annual Inspections/Test shall include every inspection/test and required preventative maintenance required in the quarterly and Semi-annual Inspections/Tests. The annual inspection/tests include but are not limited to a visual examination and operational testing of fire sprinkler systems or portion thereof for proper operation, position, and condition as required by the latest edition of NFPA-25. The preventative maintenance and minor repairs and adjustments to keep the system equipment operable shall also be included in this inspection/test at no additional cost. Additionally, the following shall be performed:

1.5.5.1 Fire Pump Test (where applicable).

1.5.5.2 Test Control Valves.

1.5.5.3 Flow Test Main Drain.

1.5.5.4 Comprehensive pump examination.

1.5.5.5 Perform a visual inspection of all exposed fire sprinkler piping and every sprinkler from the floor level.

1.5.5.6 Perform a 150% test of the fire pump which is required by NFPA-25.

1.5.6 The five (5)-year Internal Pipe Inspection shall include an analysis of the interior of a pipe to determine the level of corrosion or other issues present. The five (5)-year internal pipe inspection includes but are not limited to a visual examination to ensure there are no blockages that would hinder the effective free flow of water through the pipes in the event of a fire, and operational testing of fire sprinklers systems or portion thereof for proper operation as required by NFPA-25. The preventative maintenance and minor repairs and adjustments to keep the

ITB-26-00003 Page 18 system equipment operable shall also be included in this inspection at no additional cost.

Additionally, the following shall be performed:

1.5.6.1 Internal Inspection for signs of blockages, corrosion, pipe wall thickness loss and scale buildup.

1.5.6.2 Examination of the system for unfavorable conditions that could result in a malfunction of the system.

1.5.6.3 Hydrostatic Test (where applicable).

1.5.7 Full Diesel Fire Pump Driver Maintenance

1.5.7.1 The Contractor shall provide all labor, materials, tools, equipment, and supervision necessary to perform Full Diesel Fire Pump Driver Maintenance in accordance with the latest edition of NFPA 25 – Standard for the Inspection, Testing, and Maintenance of Water-Based Fire Protection Systems, manufacturer recommendations, and all applicable local, state, and federal regulations.

1.5.7.2 This maintenance is required to ensure the continued reliability and performance of the diesel fire pump driver, which provides mechanical energy to operate the fire pump and deliver water under pressure to the fire sprinkler or other fire protection systems. Services shall include, but are not limited to:

1.5.7.2.1 Oil Change

1.5.7.2.1.1 Drain existing engine oil completely.

1.5.7.2.1.2 Replace with manufacturer-approved engine oil in the appropriate quantity and viscosity.

1.5.7.2.1.3 Dispose of used oil in accordance with environmental regulations.

1.5.7.2.2 Coolant Service

1.5.7.2.2.1 Drain and flush the existing coolant system.

1.5.7.2.2.2 Refill with new coolant that meets the engine manufacturer's specifications.

1.5.7.2.2.3 Inspect and test radiator cap, hoses, and coolant system for leaks, corrosion, and functionality.

1.5.7.2.3 Filter Replacement

1.5.7.2.3.1. Remove and replace all applicable filters, including:

Engine oil filter, Fuel filter(s), ITB-26-00003 Page 19

Air filter, Coolant filter (if applicable) and, Ensure filters meet or exceed manufacturer specifications.

1.5.7.2.4 Inspection and Testing

1.5.7.2.4.1 Inspect belts, hoses, battery, exhaust system, and general engine components for wear, damage, and leaks.

1.5.7.2.4.2 Perform operational testing of the diesel engine under normal start-up and shutdown procedures.

1.5.7.2.4.3 Verify all fluid levels post-maintenance.

1.5.7.2.5 Documentation and Reporting

1.5.7.2.5.1 Complete a detailed maintenance report indicating services performed, materials used, and any deficiencies noted.

1.5.7.2.5.2 Include date of service, technician name, and equipment serial numbers.

1.5.7.2.5.3 Provide recommendations for corrective action if deficiencies are found.

1.5.7.2.6 Cost

1.5.7.2.6.1 The Contractor shall include all costs in the service pricing, including:

Labor

New oil and coolant

All applicable filters

Disposal of used materials

Any incidental parts, tools, or consumables required to complete the required maintenance

1.5.7.3 Frequency

Full diesel fire pump driver maintenance shall be performed annually, or more frequently if required by manufacturer recommendations or system-specific needs.

1.5.7.4 Qualifications

Technicians performing maintenance shall be certified and experienced in diesel engine maintenance and shall be familiar with fire pump systems. All work shall be documented and made available to the County upon request.

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1.5.8 The Contractor or any of its owners, officers, employees, agents, or subcontractors shall carry out the work with such care and methods as not to result in damage to any County-owned property. Should any County-owned property be damaged or destroyed, or any physical injuries occur on the County-owned property as a result of the Contractor’s activity, the Contractor, shall notify the County PM and/or Contracts Manager immediately but no later than 24 hours. The Contractor shall at their own expense, make repair or restoration as is practical and acceptable to the County-owned property promptly within 48 hours or alternate negotiated time authorized by the County PM or designee. If the Contractor fails to repair or restore the property, the County, after 48 hours' notice, may proceed to repair, rebuild, restore, or otherwise replace damaged property as deemed necessary. The cost shall be shown as a "Deduction" from any monies due or which may come due to the Contractor from the performance of this contract. If the Contractor performs no further work, the cost shall be billed to the Contractor for full restitution. Failure to comply with these or any obligation contained in this Contract shall be grounds for termination of Award and up to but not limited to legal action.

1.5.9 All debris and/or trash resulting from the Contractor's operation shall be cleaned up before leaving the delivery/work site each day unless permission is given by the County PM to do otherwise. The Contractor or Contractor’s representative shall remove and legally dispose of any and all debris and/or trash resulting from its operations at their own expense; the Contractor is not permitted to utilize the County disposal receptacles. The Contractor is responsibility for all costs associated with disposal fees; there shall not be any additional cost to the County.

1.5.10 Monthly Maintenance Notification/Scheduling

1.5.10.1 The Contractor shall provide a monthly maintenance schedule to the PM/Designee ten

(10) days prior to the beginning of each month. The monthly maintenance schedule shall at minimum identify the following:

Facility location, Facility full address, Date of service and, Type of service to be performed.

1.5.10.2 The PM/Designee shall distribute a schedule to other internal customers in advance of services and before proceeding with services. The Contractor shall coordinate service(s) with the County's PM and/or Designee prior to inspection/test site visit. Site visits shall not be allowed without prior approval of the County's PM and/or Designee.

1.5.10.3 If the schedule provided is not fulfilled, it is the Contractor's responsibility to inform the PM and/or Designee in writing and reschedule maintenance/work as a priority in the next maintenance schedule. The verification of schedule fulfillment is required and shall be provided upon the County PM and/or Designee request.

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1.5.10.4 The Contractor shall create an internal Work Order (WO) for each service and shall obtain a signature from a County employee on site at the conclusion of work. The employee signature only acknowledges that the Contractor staff was onsite and working. The PM and/or Designee shall schedule inspections of the completed work. The signed WO(s) shall be submitted by the Contractor with each monthly invoice.

2. SPECIAL TERMS AND CONDITIONS

2.1 Allowance

An Allowance, in the amount of $300,000.00, will be added to the total Bid amount for unforeseen parts, materials, repair, and maintenance services that may be required to complete the task but cannot be defined due to the nature of the work. Commodities and/or Services ordered through the Allowance are limited to the items/services listed above. Costs for the commodities/services must be pre-approved by the County and deemed to be fair and reasonable by County staff.

2.2 Basis for Award (Overall Low)

Award will be made to the lowest, responsive, and responsible Bidder meeting Specifications.

Award will be made to a single Bidder for all line items. If a Bidder fails to submit an Offer on all line items, then that Bidder is not eligible for award.

2.3 Insurance, Contractor

2.3.1 See ITB-26-00003 Insurance Requirements Attachment.

2.3.2 No work for the County shall commence or occupancy of any of its property take place until the required Certificates of Insurance and copies of the policies, if requested, are received by the County and written Notice to Proceed is issued to the Contractor by the County.

2.3.3 The insurance coverages and limits required of the Contractor under the Contract Documents are designed to meet the minimum…