REQUEST FOR PROPOSALS

Procurement Office 801 Crawford Street ● Portsmouth, VA 23704

Phone: (757) 393-8261 ● Email: purchasing@portsk12.com

Portsmouth Public Schools hereby seeks sealed proposals for the following:

TITLE: FIRE PROTECTION SYSTEMS TESTING, INSPECTION

& MAINENANCE SERVICES

#RFP 1116-P-2627

ISSUE DATE September 25, 2026

MANDATORY SITE VISITS October 6, 2026

QUESTIONS DUE October 7, 2026

CLOSING DATE October 29, 2026

CLOSING TIME 2:00 PM

PROCUREMENT SUPERVISOR Cassandra Stanley VCM, VCO, CPP

PPS DOES NOT DISCRIMINATE AGAINST FAITH BASED ORGANIZATIONS

http://pps.k12.va.us/ mailto:purchasing@pps.k12.va.us

Portsmouth Public Schools RFP #1116-P-2627 Fire Protection Systems Testing, Inspection and Maintenance Services

REQUEST FOR PROPOSALS (RFP)

Issue Date: September 25, 2026 RFP No. 1116-P-2627 Commodity Code: 93633, 93634 Title: Fire Protection Systems Testing, Inspections & Maint. Svcs. Contract Number: _________

Effective Date: ____________ Issued by: Using Department:

Portsmouth Public Schools Portsmouth Public Schools Procurement Office Office of Auxiliary Services 801 Crawford Street SH Clarke Annex 3rd Floor 2801 Turnpike Road Portsmouth, VA 23704 Portsmouth, VA 23707

Period of Contract: The contract term will be from date of award through December 30, 2028 with three (3) one-year renewal options.

THE PORTSMOUTH PUBLIC SCHOOLS LOCATED IN PORTSMOUTH, VIRGINIA, WILL RECEIVE SEALED PROPOSALS FOR THE ABOVE NAMED PROJECT UNTIL 2:00 PM LOCAL TIME ON OCTOBER 29, 2026 AT THE PROCUREMENT OFFICE, 3RD FLOOR, CITY HALL BUILDING, 801 CRAWFORD STREET, PORTSMOUTH, VA 23704. ANY REPSONSES RECEIVED AFTER THE SPECIFIED TIME AND DATE WILL NOT BE CONSIDERED. Offerors shall return ALL REQUIRED RFP FORMS AND

APPLICABLE MWBE FORMS TO BE CONSIDERED FOR AWARD.

ALL INQUIRIES FOR INFORMATION SHOULD BE DIRECTED TO CASSANDRA STANLEY, PROCUREMENT SUPERVISOR, PHONE: (757) 393-8261, FAX: (757) 393-5104; All questions must be submitted via email to purchasing@portsk12.com before 5:00 PM, October 7, 2026.

RFP documents may be examined at Portsmouth Public Schools Procurement Office, City Hall Building, 801 Crawford Street, 3rd Floor- School Board Office, Portsmouth, VA 23704. Electronic copies of the RFP documents in PDF format are available for download on PPS’ Bonfire website at https://portsk12.bonfirehub.com/portal/?tab=openOpportunities. Electronic submission are only accepted through this site. RFP documents are also available through Virginia’s eProcurement Portal Website at https://eva.virginia.gov/ and DemandStar. Please refer to PPS’ Procurement Office website at http://ppsk12.us/departments/departments_n-_z/purchasing_office for more information.

It shall be the responsibility of the prospective offeror to monitor the Bonfire, eVA or DemandStar websites for published addenda and to have all addenda signed by an authorized representative of the company. All fully executed addenda must be returned to the Procurement Office along with the signed proposal. PPS will NOT accept faxed addenda.

IF PROPOSALS ARE MAILED, SEND DIRECTLY TO THE PROCUREMENT OFFICE AT THE ADDRESS SHOWN ABOVE.

IF HAND DELIVERED, DELIVER TO: Portsmouth City Hall, 801 Crawford Street, 3rd Floor-School Board, Portsmouth, VA 23704.

IT SHALL BE THE RESPONSIBILITY OF THE PROSPECTIVE OFFEROR TO ENSURE THEIR PROPOSAL IS DELIVERED

TO THE 3RD FLOOR-SCHOOL BOARD PROCUREMENT OFFICE.

IMPORTANT: OFFERORS ARE ALSO CAUTIONED NOT TO MAKE CHANGES TO THE SPECIFICATIONS OF THIS

SOLICITATION. THIS MAY RENDER THE PROPOSAL NON-RESPONSIVE.

THIS SECTION IS TO BE COMPLETED BY BIDDER’S OR OFFEROR’S AUTHORIZED REPRESENTATIVE.

Name and Address of Firm:

_________________________________________________ Date: __________________________________

________________________________________________ By: ____________________________________ (Signature in Ink) _____________________________ Zip Code: ___________ Name: __________________________________ (Please Print) Email: ___________________________________________ Title: ___________________________________

Website: _________________________________________ Phone: __________________ Fax: _______________

FID/Tax ID NO: ________________________________ Check All That Apply: DBSD Certified Business

__ Small __ Women-Owned __Minority-Owned __Micro __ Other DSBSD # ________________________

ACCEPTANCE BY PORTSMOUTH PUBLIC SCHOOLS:

NAME: _______________________________________ SIGNATURE: _______________________________________

SIGNATURE OF AUTHORIZED REPRESENTATIVE)

TITLE: _______________________________________ DATE: ________________________________________ http://pps.k12.va.us/ mailto:purchasing@pps.k12.va.us https://portsk12.bonfirehub.com/portal/?tab=openOpportunities https://eva.virginia.gov/ http://ppsk12.us/departments/departments_n-_z/purchasing_office

Portsmouth Public Schools RFP #1116-P-2627 Fire Protection Systems Testing, Inspection and Maintenance Services

TABLE OF CONTENTS

I PURPOSE 4

II. STATEMENT OF NEEDS/SCOPE OF WORK 4

III. MANDATORY SITE VISITS 11

IV. EVALUATION & AWARD 12

V. PROPOSAL PREPARATION & SUBMITTAL 13

REQUIREMENTS

VI. SPECIAL TERMS & CONDITIONS 14

A. Audit 14 B. Cancellation of Contact 14 C. Changes or Modifications to Solicitation Documents 15 D. Confidentiality of Personally Identifiable Information 15

E. Contact with PPS’ Staff, Representatives, and/or Agents 15 F. Contract Administrator 15 G. Contract Term/Renewals 15 H. Cooperative Procurement 16 I. Cost of Responding 16 J. E-Verify Program 16 K. Identification of Bid/Proposal Envelope 17 L. Indemnification 17 M. Independent Contractor 17 N. Invoice/Payment 17 O. M/WBE Subcontracting and Evidence of Compliance 17 P. Offerors of Record 18

Q. Oral Presentations 18 R. Procedure 19 S. Questions 20 T. RFP Closing 20 U. Disposition 20 V. Taxpayer ID Number and Certification 20 W. Withdrawal or Modification of Proposals 20 X. Price Escalation for Renewable Terms 20 Y. Continuity of Services 21

VII. LIST OF ATTACHMENTS 21

A. General Terms & Conditions B. Contractor Employee Background Certification C. State Corporation Commission Requirement D. Debarment, Suspension and Other Responsibility Matters E. M/WBE Program Forms Form A- M/WBE Utilization Commitment Form B- Listing of the Good Faith Efforts Form C- Statement of Intent to Perform Work Without Subcontracting F. Taxpayer ID Number and Certification (W-9) Form

G. M/WBE Program Policy

Portsmouth Public Schools RFP #1116-P-2627 Fire Protection Systems Testing, Inspection and Maintenance Services

I. PURPOSE

The Purpose of this Request for Proposal (RFP) is to solicit sealed proposals to establish a contract to provide a full service fire alarm system testing, inspection, preventive maintenance services of various fire protection equipment for Portsmouth City Public Schools (referred to as PPS or Procurement Office).

II. STATEMENT OF NEEDS/SCOPE OF WORK

All work shall be in accordance with current Statewide Fire Prevention Code, BOCA, IFC and NFPA standards and shall comply with manufacturer's recommendations.

If, while this agreement is in effect, any of the fire codes are amended in such a manner as to require modification of the services rendered, the Contractor shall contact PPS for guidance.

A. Contractor Requirements

1. Contractor shall have sufficient financial resources to successfully provide the scope of services described herein.

2. Contractor must demonstrate they have sufficient staffing at their local office to perform multiple school inspections while simultaneously performing multiple trouble calls and installation all by separate technicians from their local office staff.

3. Contractor must hold a Class A Contractor's license issued by the State of Virginia with the service classifications of FAS (Fire Alarm System), FSP (Fire Suppression), SPR (Sprinkler), FAE (Fire Apparatus Engineer and Electronic Communication Service (ESC).

4. Contractor shall have a staffed office during normal business hours (M-F, 8AM-5PM) with emergency service available 24 hours per day, 7 days per week.

5. Contractor's local office and personnel performing the work should be within a 40-mile radius of PPS’ School Plant to assure rapid response.

6. Contractor shall have a demonstrated understanding of and experience with the current Statewide Fire Prevention Code of the Commonwealth of Virginia, the Building Officials & Code Administrators (BOCA) National Fire Prevention Code, State Fire Prevention Code, International Fire Code, and applicable National Fire Protection Association (NFPA) codes. It is the contractor's responsibility to contact the local AHJ to ensure adherence to all applicable and current codes and requirements.

7. Contractor shall secure all permits and pay all fees required for his work.

8. Contractor shall have been in the Fire Alarm Installation and Service business for a minimum of five (5) years and employ, at the local office servicing this contract, at least 15 technicians with a minimum of five (5) years fire alarm industry.

Portsmouth Public Schools RFP #1116-P-2627 Fire Protection Systems Testing, Inspection and Maintenance Services

9. Contractor's local office that will be servicing the contract shall employ at least two

(2) people who are certified at the highest level in Fire Alarm Protection/Fire Alarm System by NICET. Additionally, the local office should provide resumes of all of the staff who are NICET certified in Fire Alarm Protection/Fire Alarm Systems.

10. Contractor's local office shall have demonstrated experience in performing similar services on equipment of the quantity, type, age, and condition as what is currently installed at PPS. The contractor shall provide the name, contact, and scope of two current Fire Alarm contracts of comparable size.

11. Contractor shall provide a list of at least three (3) references for facilities currently being serviced under full coverage, 24/7 emergency, and inspection contract and the names and addresses of contact (only fire alarm references will be accepted).

12. Contractor, in all solicitations or advertisements for employees placed by or on behalf of the Contractor, will state that such Contractor is an equal opportunity employer.

13. Contractor’s repairs and workmanship shall be of the highest quality and equal to the best standards and practices of the industry. All materials shall be new and completely designed and manufactured to meet the quality standards and tolerances recommended by the original equipment manufacturer.

B. Required Services:

1. Contractor shall provide PPS a full fire protection service, to include, but not limited to, testing, inspection, preventive maintenance and repair services for fire alarms and various fire protection equipment, to include all labor, materials, supplies, equipment, service and support. Items that are discontinued or obsolete and have failed need to be repaired or replaced with only UL listed parts. If upgrades are required, it is the responsibility of the contractor to perform this work regardless of the size or complexity at no cost to PPS.

a. Fire Alarms per NFPA 72:

• Test and inspect – parts and labor (panel and peripherals) included.

• Functional annual and semi-annual testing and inspection of fire alarm systems

• Fire alarm panel and peripheral component replacement for fire alarm systems:

Cover component replacement on the central processing unit, including reprogramming of system due to failure, replacement of circuit boards and all components in the control panels, annunciator panels, transponders, printers, keyboard monitors, batteries, and peripheral devices (smoke detectors, pull stations, audible/visible units, door contacts, etc.) associated with system.

b. Sprinkler Systems per NFPA 25:

Portsmouth Public Schools RFP #1116-P-2627 Fire Protection Systems Testing, Inspection and Maintenance Services

• Wet/dry/preaction system: quarterly inspections.

• Backflows: annual inspection.

• Fire Pumps: annual inspection.

• Test and inspections to include fire pump systems, wet pipe sprinkler systems, dry sprinkler systems, pre-action sprinkler systems, standpipe systems.

• Replacement of moving parts of the systems.

c. Extinguishers per NFPA 10 (to include the PPS bus Fleet extinguishers):

• Full coverage parts and labor, testing and inspection.

• Annual inspection.

• Test, inspections and diagnostic tests for accessible portable fire extinguishers.

• Replacement of moving parts including valve stems, o-rings, seals, pins and decals.

• Maintenance and hydrostatic testing – complete tear down of unit if applicable to inspect internally and hydro-test as required by applicable state and federal agencies (AHJ).

• Recharge, hydrostatic testing, internal parts, signage, along with parts and labor included.

d. Kitchen Hoods per NFPA 17A:

• Full coverage parts and labor, testing and inspection.

• Semi-annual inspection.

• Test, inspections and diagnostic tests for accessible kitchen fire suppression devices currently connected to kitchen fire suppression system.

• Replacement of fusible links, tamper seals, blow-off caps and nozzles associated with system.

e. Fire Emergency Lights per NFPA 101:

• Annual inspection.

• Perform inspections and diagnostic tests for accessible emergency lighting which includes emergency and exit lights.

2. All labor, materials, supplies, equipment and service to provide preventative maintenance services for fire alarm panels and peripheral equipment to include all lifts, ladders and specialized equipment to fully complete inspections. Should a device be deemed "inaccessible" an email shall be generated to PPS to assist in rectifying access needs. Under no circumstances shall a device be written off due to inaccessible conditions.

3. The maintenance service shall consist of 100% inspections per year as required per NFPA 72. It is the contractor's responsibility to contact each school to set up the inspections. Additionally, notify School Plant of the schedule for random spot checks. If inspections must be done before or after school, which may fall outside normal business hours, the contractor cannot charge PPS any additional fees. It is the contractor's obligation to provide inspection times that comply with the needs of

Portsmouth Public Schools RFP #1116-P-2627 Fire Protection Systems Testing, Inspection and Maintenance Services each individual school and at no point in time shall the learning process by disrupted due to a fire alarm inspection.

4. Contractor must report to authorized personnel at each location prior to and upon completion of any work performed and must sign in/out as directed.

5. At least once per year, Contractor shall thoroughly examine, adjust and calibrate as necessary, and clean all controls, resistors, and accessories directly pertaining to the fire alarm system.

6. Testing of all system devices shall include, but not be limited to pull stations, audio and/or visual units, heat, smoke and duct detectors, beam detection systems and door release systems.

C. Supplemental Requirements:

1. First inspection and each year thereafter, the system pressure gauges shall be tested by comparison with a calibrated test gauge.

2. Gauges not accurate to within 3% of the full scale shall be noted on the inspection report and replace with new gauges.

3. Contractor is to provide all necessary tool, equipment and disposable supplies that are necessary to perform the inspections and tests.

4. Completed inspection reports will be furnished at completion of inspection and testing.

5. Inspection tags shall be affixed in a readily available location and shall indicate test date, and date and name of technician performing the inspections and tests.

6. All inspections and tests shall be performed by properly trained and experience Fire Protection System technicians. Professional resumes will be submitted upon request.

7. All inspections, testing and maintenance shall be in accordance with the applicable NFPA, the manufacturer’s specifications and local requirements.

8. Check that the last test or inspection date is within code requirements.

9. Inspect for any changes in the hazard area that may affect the performance reliability of the fire sprinkler system.

10. Tag devices as required and perform all required record keeping.

11. Compile a complete report of the inspection, explaining any deficiencies and recommending corrective action to be taken in accordance with recognized codes for care and maintenance.

12. Familiarize the customer with proper operation of the equipment.

Portsmouth Public Schools RFP #1116-P-2627 Fire Protection Systems Testing, Inspection and Maintenance Services

13. All low point valves shall be drained again on the quarterly inspection following the annual trip test. Contractor shall be responsible for any damage incurred from pipes freezing due to insufficient draining after testing.

14. Change oil and belt(s) on air compressor annually, if applicable.

15. Repair/rebuild or replace defective or malfunctioning water meter gongs, tamper and flow switches.

D. Final Actions:

1. After completion of all above requirements, correct all disarming features and restore control panel to normal condition ready for emergency action. Report to all agencies and building officials that you have completed the test.

2. Advise the School when the next scheduled test is to be conducted. Have school sign all reports, leave a copy with the School and send a copy to PPS’ school plant.

E. Additional Requirements:

Once per year, and within one month upon receiving/ renewing contract, the contractor shall provide a current inventory of all equipment, parts, etc. associated with this contract.

The spreadsheet shall be in Excel and submitted to the Mechanical Systems Coordinator.

Annually, the contractor will provide input on the current material condition of the systems within PPS. This will include information on end of useful life, obsolete equipment or excessive repairs.

F. Parts and Components:

1. Contractor shall repair or replace any worn parts or complete components using only U.L. listed and manufacturer’s approved equipment and replacement parts or components. This is applicable only to the system and equipment covered by these specifications.

2. Contractor shall not make replacement or repairs necessitated by reason or negligence or misuse of the equipment by other than the contractor or for any reason beyond his control except ordinary wear and tear.

3. Under a Full service plan, Contractor shall have available locally or be able to source within 24 hours all equipment and components as needed to restore system to proper working order. This shall include but not be limited to CPU cards, power supplies, signal circuits, zone modules, batteries, and peripheral items.

4. Contractor shall provide a listing of critical parts inventories that will be stocked at the local office for performance of the required work.

5. Contractor will be responsible for all parts, labor and travel costs associated with performing this work. If components or panels are obsolete or become obsolete it is the contractor's sole responsibility to either find UL listed replacements or to upgrade

Portsmouth Public Schools RFP #1116-P-2627 Fire Protection Systems Testing, Inspection and Maintenance Services the system while still conforming to UL, NFPA, and AHJ requirements at no additional cost to PPS.

6. Additional services not covered by this Contract shall be negotiated in advance, as necessary. These services will be dependent on the parties reaching mutual agreement as to adjustments in the service to be provided and the applicable rates. All rates for services not covered by this Contract must be approved in writing by PPS, in advance, or payment for services will not be authorized. PPS reserves the right to obtain these services by other methods at any time.

G. Normal Service Calls:

Contractor will respond within 24 hours after receiving a request for normal repair services by providing a service technician at the appropriate school. Labor charges will begin upon arrival on site.

H. Emergency Service Calls:

Rapid response to emergency repair calls is of the utmost importance. In order to insure minimal downtime caused by an equipment malfunction, the Contractor, when notified or requested shall respond on site within two (2) hours from the time the call is received by the contractor for emergency repair service. Labor charges will begin upon arrival on site.

I. Service and Inspection Reports:

1. Inspection reports shall list school, panel type and serial number, type of device and location, total number of devices tested and response (both trouble and alarm as it applies). List all equipment failures or items nearing failure, repairs made, and/or action to be taken to make repairs. Reports shall be emailed to designated PPS personnel within two (2) working days.

2. Such reports shall be completed for every regular inspection or emergency call provided by the contractor. This report shall indicate the date the service was provided, location of the service, defects discovered, and an itemized listing of the devices provided (labor and material). This report shall note any further repairs required on the equipment serviced and a legible report shall be signed by a representative of the school where services are provided.

3. Contractor shall submit a test and operation certification on each system on a standard NFPA or company report sheet or inspection sheet. This certification shall be provided to the PPS person issuing the work order.

4. Contractor shall submit a letter of certification of proper performance for each system to the Portsmouth City Fire Department, with copies to the principal of the school and the PPS person issuing the work order.

5. Contractor shall not be required to make safety tests or install new attachments or additional controls or equipment as recommended or directed by any insurance

Portsmouth Public Schools RFP #1116-P-2627 Fire Protection Systems Testing, Inspection and Maintenance Services company or laboratory or governmental authority, or to make replacements mentioned herein with parts or devices of a different design or for any reason whatsoever. Any such work as directed by the PPS’ Representative shall be extra to this contract.

J. Billable Repairs:

Labor for any additional repair work outside the provisions of this contract, upon authorization, and will be paid at the labor rates quoted by contractor. Contractor will only be paid for one (1) man's labor rate on repairs, regardless of number of technicians sent to the site unless pre- approved by PPS. The contractor shall be paid for authorized repair work for the actual hours worked at the site. Labor quoted shall include all taxes, insurance, fringe benefits, travel time, truck charges, tool charges, overhead, profit, etc. No charges other than Labor and Replacement parts will be authorized. Labor charges will begin upon arrival on site. Time tickets shall be prepared by the Contractor and signed by a representative of the facility listing arrival and departure times. These time tickets must be referenced or submitted with invoices for authorized repair work.

K. Pricing Schedule:

Pricing shall include, but not limited to:

• Annual Price

• Normal labor hours

• Night/ weekend labor hours

• All Parts -List cost minus format

• Test/ Inspect per site

L. Training:

Annually, the contractor will provide 16 man hours of training on currently installed systems in PPS. It will be the contractor’s responsibility to ensure the appropriate system representative is present to provide adequate training. Scope of training to be determined by PPS.

M. Warranty:

All equipment and workmanship is to be warranted against defects for one (1) year from date of completion. Any substitutes of equipment or material specified must be approved by Facilities Management.

N. PPS Locations:

Note: Locations may be added or removed as needed

Portsmouth Public Schools RFP #1116-P-2627 Fire Protection Systems Testing, Inspection and Maintenance Services

III. MANDATORY SITE VISITS

Mandatory Pre-Proposal meeting/site visits will be conducted on October 6, 2026 at 8:00 am beginning at Churchland High School 4301 Cedar Lane, Portsmouth, VA 23703. The purpose of this conference is to allow Bidders an opportunity to present questions and obtain clarification relative to any facet of this solicitation.

Site visits are required/mandatory for this RFP. Site visits will be held directly after the Pre- Proposal meeting.

SCHOOL ADDRESS MAIN PANEL(S) SQUARE FOOTAGE

Brighton Elementary 1100 Portsmouth Boulevard, 23704 Simplex 4010 56,566

Churchland Academy 4061 River Shore Road, 23703 DSC 4020 96,000

Churchland Elementary 5601 Michael Lane, 23703 DSC 4020 76,647

Churchland Primary 5700 Hedgerow Lane, 23703 DSC 4020/Simplex 4010 71,150

Douglass Park Elementary 34 Grand Street, 23701 Notifier NF-320 73,775

Emily Spong 2200 Piedmont Avenue, 23704 DSC 4020 30,206

Hodges Manor Elementary 1201 Cherokee Road, 23701 Simplex 4010 50,133

Cradock Elementary 18 Dahlgren Avenue, 23702 Simplex 4010 75,105

Waterview Elementary 3649 Hartford Street, 23707 Simplex 4010 61,040

Lakeview Elementary 1300 Horne Avenue, 23701 Simplex 4010 60,009

Mt. Hermon Preschool 3000 North Street, 23707 Simplex 4010 36,317

Olive Branch Preschool 415 Mimosa Road, 23701 DSC 4020 32,700

Park View Elementary 260 Elm Ave, 23704 DSC 4020 79,622

Simonsdale Elementary 4841 Clifford Street, 23701 Secutron MR-2100 81,165

Victory Elementary 2828 Greenwood Drive, 23701 DSC 4020 78,142

Westhaven Elementary 3701 Clifford Street, 23707 Simplex 4010 65,077

Churchland Middle 4051 River Shore Road, 23703 Simplex 4010 136,937

Cradock Middle 21 Alden Avenue, 23702 DSC 4020 106,220

W. E. Waters Middle 600 Roosevelt Blvd., 23701 DSC 4020 104,601

Churchland High 4301 Cedar Lane, 23703 DSC 4020 262,000

Norcom High 1801 London Boulevard, 23704 Notifier AFP 1010 280,812

Manor High 1401 Elmhurst Lane, 23701 Edwards EST3X 261,665

S. H. Clarke Annex 2801 Turnpike Road 23704 Simplex 4010 108,200

Instructional Resource Center 3651 Hartford Street, 23707 Ademco 4150 18,683

Pace Center (formerly DAC) 401 West Road, 23707 DSC 4020 31,500

Portsmouth Public Schools RFP #1116-P-2627 Fire Protection Systems Testing, Inspection and Maintenance Services

Proposals will only be accepted by offerors in attendance at this mandatory pre-proposal meeting/site visit. Failure to attend the mandatory Pre-Proposal meeting and site visit will result in your proposal not being accepted. There will be no exceptions to this requirement.

IV. EVALUATION & AWARD CRITERIA

A. Evaluation Criteria for Proposals:

The following criteria will be used by PPS in the proposal evaluation process:

Qualifications/Experience/Background 40 Specific Methodology and Work Plan 30 Price 30 Total 100

B. SELECTION PROCESS:

PPS will undertake a multi-step, qualifications based selection to select multiple offerors to provide products/services. PPS reserves the right to modify this process or abandon this process at its discretion at any stage of the process. Following is a narrative description of the proposal process.

1. Offerors are invited to submit Proposals in response to this RFP.

2. PPS will form an evaluation committee who will review all submitted Proposals and rank them based on predetermined evaluation criteria. The evaluation committee will establish a short-list of Offerors meeting the qualifications set forth in this RFP who may be invited to submit additional information in a supplemental proposal and/or oral presentation during a proposal interview.

C. AWARD OF CONTRACT:

Selection shall be made of two or more Offerors deemed to be fully qualified and best suited among those submitting proposals on the basis of the evaluation factors included in the Request for Proposals, including price, if so stated in the Request for Proposals. Negotiations shall be conducted with the Offerors so selected. Price shall be considered, but need not be the sole determining factor. After negotiations have been conducted with each Offeror so selected, the PPS shall select the Offeror(s) which, in its opinion, has made the best proposal, and shall award the contract to those Offeror(s). PPS reserves the right to make multiple awards as a result of this solicitation. PPS may cancel this Request for Proposals or reject proposals at any time prior to an award, and is not required to furnish a statement of the reasons why a particular proposal was not deemed to be the most advantageous (Code of Virginia, § 2.2-4359D). Should the PPS determine in writing and in its sole discretion that only one Offeror is fully qualified, or that one Offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that Offeror. The award document will

Portsmouth Public Schools RFP #1116-P-2627 Fire Protection Systems Testing, Inspection and Maintenance Services be a contract incorporating by reference all the requirements, terms and conditions of the solicitation and the Offeror’s proposal as negotiated.

V. PROPOSAL PREPARATION AND SUBMISSION REQUIREMENTS

A. Proposals should be as thorough and detailed as possible so that PPS may properly evaluate your capabilities to provide the required services. Offeror is required to submit the following items as a complete proposal and include the following indexed sections, with each tab clearly labeled and in this order:

• One (1) original, four (4) copies, and one (1) electronic pdf or word copy of your proposal on a flash drive or CD.

• One (1) redacted copy (only if Contractor has invoked the protections of §2.2-4342F of the Code of Virginia.

• One (1) redacted electronic copy of proposal in a text searchable format (either MS Word or text searchable pdf; only if the Contractor has invoked the protections of §2.2-4342F of the Code of Virginia.

B. TAB 1 - Qualification/Background/Experience and References:

Offeror shall provide a description of the qualifications and experience of the organization and persons that will be responsible for performance of the service.

Such description shall, at a minimum, include:

1. Cover letter that is a statement summarizing the benefits of the Offeror’s proposal and why it offers the best value to PPS.

2. Background information regarding the organization, e.g., philosophy, ownership, officers and directors.

3. Offeror’s management structure, organizational chart of the firm, project team, etc.

4. Company size and location(s), number of years the Offeror has been in business.

5. Resume and qualifications of key personnel that will be performing the requested services. Include name and contact information.

6. Offeror’s strategy for compliance with PPS’ M/WBE Program (provided with this RFP as an Attachment. Strategy must also include any and all good faith efforts made by Offeror to ensure the project goal of this solicitation is met. (Failure to complete and return M/WBE forms with proposal will result in lower scoring).

7. Offeror shall provide a concise description of its work experience as it relates to the specifications outlined herein. Description shall include, but not be limited to, number and types of customers Offeror has served, number of years Offeror has been providing type of services requested, minimum of

Portsmouth Public Schools RFP #1116-P-2627 Fire Protection Systems Testing, Inspection and Maintenance Services three (3) references for which the firm has provided similar services and other documentation to verify experience. Reference information shall include customer name (name of company), address, contact name, telephone number, and email address, time period of services provided, and description of services provided.

C. TAB 2 – Methodology/Work Plan:

Offeror shall provide a detailed outline of how the Scope of Work shall be completed. Sufficient detail shall be provided to demonstrate the Offeror’s understand of the Statement of Needs/Scope of Work and willingness to satisfy all specified requirements. Offeror shall provide the proposed methods and equipment to be used, assistance and materials to be furnished by PPS and any other pertinent information.

D. TAB 3 – Copies of all licensures, certificates, insurances, etc.

E. TAB 4 – Proposed Cost/Consideration: Provide the following information:

Provide detailed cost for services as described in this RFP and include any other costs relevant to this contract. Prices will be subject to negotiation.

F. TAB 5 – Exceptions/Alternatives: Detail any exceptions taken to the Statement of Needs (Scope of Work), General and Special Terms and Conditions, or any provisions of this RFP that will need to be resolved prior to the execution of a contract. For each exception, specify the RFP page number, section number, and the exception taken. Offeror must not incorporate any standard contract documents it may have into its proposal, by reference or in full text, without listing each exception it represents to the terms and conditions of this RFP, as described in the Exceptions/Alternatives section of this RFP.

VI. SPECIAL TERMS AND CONDITIONS

The conditions set forth herein apply to all Proposals rendered to the School Board of the City of Portsmouth, VA, hereinafter referred to as the School Board. All Offerors are bound by these conditions. Please read these conditions carefully, as they are an integral part of the agreement and contract awarded to the successful Offeror.

A. Audit:

The Contractor shall retain all books, records, and other documents relative to this contract for five (5) years after final payment, or until audited by the PPS, whichever is sooner. The agency, its authorized agents, and/or state auditors shall have full access to and the right to examine any of said materials during said period.

B. Cancellation of Contract:

The procurement agency reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon 60 days written notice to the Contractor. In the event the initial contract period is for more than 12 months, the resulting contract may be

Portsmouth Public Schools RFP #1116-P-2627 Fire Protection Systems Testing, Inspection and Maintenance Services terminated by either party, without penalty, after the initial 12 months of the contract period upon 60 days written notice to the other party. Any contract cancellation notice shall not relieve the Contractor of the obligation to deliver and/or perform on all outstanding orders issued prior to the effective date of cancellation.

C. Changes or Modifications to Solicitation Documents:

Changes or modifications to this RFP made prior to the date and time of closing will be addressed by addenda from the Issuing Office. Offerors are to acknowledge receipt of addenda in the space provided on the cover page of this RFP. Oral modifications shall not form a part of the proposal documents. This RFP and any addenda shall be incorporated, by reference, into any resulting contract.

D. Confidentiality of Personally Identifiable Information:

The Contractor assures that information and data obtained as to personal facts and circumstances related to patients or clients will be collected and held confidential, during and following the term of this agreement, and unless disclosure is required pursuant to court order, subpoena or other regulatory authority, will not be divulged without the individual’s and the agency’s written consent and only in accordance with federal law or the Code of Virginia. Contractors who utilize, access, or store personally identifiable information as part of the performance of a contract are required to safeguard this information and immediately notify the agency of any breach or suspected breach in the security of such information. Contractors shall allow the agency to both participate in the investigation of incidents and exercise control over decisions regarding external reporting.

Contractors and their employees working on this project may be required to sign a confidentiality statement.

E. Contact with the School Board’s Staff, Representatives and/or Agents:

Direct contact with the School Board’s staff, representatives and/or agents other than Procurement staff on the subject of this RFP or any subject related to this RFP is expressly prohibited except with the prior knowledge and permission of the Procurement Manager.

All questions prior to the awarding of this contract shall be made to the Issuing Office.

F. Contract Administrator

The contract administrator for this contract shall be Director of Auxiliary Services, or designee. Contact can be made with the Office of Auxiliary Services at 757-393-8607.

G. Contract Term/Renewal:

The contract shall be from date of award through December 31, 2028 with three (3) one-year renewal options, commencing on date of award unless cancellation in accordance with Section B - Cancellation of Contract.

Portsmouth Public Schools RFP #1116-P-2627 Fire Protection Systems Testing, Inspection and Maintenance Services

Price increases may be negotiated only at the time of renewal. Written notice of the PPS’ intention to renew shall be given approximately 90 days prior to the expiration date of each contract period.

If PPS elects to exercise the option to renew the contract for an additional one-year period, the contract price(s) for the additional one year shall not exceed the contract price(s) of the original contract increased/decreased by more than the percentage increase/decrease of the Urban Wage Earners and Clerical Workers category of the CPI-W section of the Consumer Price Index of the United States Bureau of Labor Statistics for the latest twelve months for which statistics are available.

H. Cooperative Procurement:

Any resultant contract of this solicitation may be extended to any public agency or body in the Commonwealth of Virginia to permit those public agencies or bodies to purchase at contract prices, in accordance with the terms, conditions and specifications of this bid (Code of Virginia Chapter 43, Article 2 §2.2-4304). The successful bidder shall deal directly with each public agency or body in regard to order placement, delivery, invoicing and payment.

Note: PPS would in no way be involved in the authorized agency or body purchasing procedure other than to reference PPS’ RFP number. PPS shall not be held liable for any costs or damage incurred by another jurisdiction as a result of any award extended to that jurisdiction or political subdivision by the awarded Contractor.

I. Cost of Responding:

This solicitation does not commit PPS to pay any costs incurred by the Offeror or any other party in the preparation and/or submission of proposals or in making necessary studies or designs for the preparation thereof, nor is PPS obligated to procure or contract for such services.

J. E-Verify Program:

EFFECTIVE 12/1/13. Pursuant to Code of Virginia, §2.2-4308.2., any employer with more than an average of 50 employees for the previous 12 months entering into a contract in excess of $50,000 with any agency of the Commonwealth to perform work or provide services pursuant to such contract shall register and participate in the E-Verify program to verify information and work authorization of its newly hired employees performing work pursuant to such public contract. Any such employer who fails to comply with these provisions shall be debarred from contracting with any agency of the Commonwealth for a period up to one year. Such debarment shall cease upon the employer’s registration and participation in the E-Verify program. If requested, the employer shall present a copy of their Maintain Company page from E-Verify to prove that they are enrolled in E-Verify.

Portsmouth Public Schools RFP #1116-P-2627 Fire Protection Systems Testing, Inspection and Maintenance Services

K. Identification of Bid/Proposal Envelope:

If a special envelope is not furnished, or if return in the special envelope is not possible, the signed bid/proposal should be returned in a separate envelope or package, sealed and identified as follows:

Name of Bidder/Contractor Due Date Time

Street or Box Number RFP Number RFP Title

City, State, Zip Code

L. Indemnification:

Contractor agrees to indemnify, defend and hold harmless PPS, its officers, agents, Board and employees from any liability for claims, damages and actions of any kind or nature, whether at law or in equity, incurred or suffered by PPS, directly or indirectly arising from or caused by the negligent or intentional act or omission of contractor or any of contractor’s employees or subcontractors, whether arising from the furnishing of equipment of any kind or nature or services of any kind or nature. Damages hereunder includes reasonable attorney’s fees and court costs.

M. Independent Contractor:

In providing requested services under an Agreement/Contract, Contractor will be acting as an independent contractor and not as an employee of Portsmouth City Public Schools.

Contractor and PPS acknowledge that resulting Agreement/Contract will not create a partnership or joint venture between the parties, and the Agreement/Contract will be exclusively a contract for services.

N. Invoice/Payment:

Invoices must state purchase order number, delivery location, delivery date, and an itemized list of products delivered. Invoices shall be sent to the Portsmouth School Board, P.O. Box 998, Portsmouth, VA 23705. Invoices shall cite the purchase order number. The School Board reserves the right to return incorrect invoices, including invoices not citing the purchase order number, to the Contractor for correction. Payment terms shall be net 30 days from receipt of goods and/or services of invoice, whichever is later.

O. M/WBE Subcontracting and Evidence of Compliance:

Portsmouth Public Schools’ solicitations and contract awards shall not discriminate against a Bidder or Offeror because of race, religion, color, sex, national origin, age, disability or any other basis prohibited by state law and School Board policy relating to discrimination in employment. Portsmouth Public Schools is committed to ensuring fair consideration of all suppliers in its day-to-day procurement of services, suppliers and construction.

Portsmouth Public Schools RFP #1116-P-2627 Fire Protection Systems Testing, Inspection and Maintenance Services

Providing the opportunity for a wide-range of suppliers provides a competitive edge in producing high-quality, low cost innovative products and services. It is the goal of PPS that 5% of its purchases is made from minority and women-owned businesses enterprises (M/WBE) under this solicitation. This includes discretionary spending in prime contracts and subcontracts. All potential respondents are required to submit an M/WBE Subcontracting Plan to either disclose its intent to utilize subcontractors or its intent not to utilize subcontractors. All M/WBE forms must be completed and returned with the respondent’s proposal. M/WBE Forms are listed in the Appendices and included as an Attachment (Forms can also be found in the M/WBE Program Policy referenced below).

Information and instructions on completing the Forms are included in the M/WBE Program Policy.

The Contractor is encouraged to offer such subcontracting opportunities to M/WBE-certified businesses. No respondent or subcontractor shall be considered a Women- Owned Business or a Minority-Owned Business unless certified as such by the Virginia Department of Small Business and Supplier Diversity (formerly Virginia Department of Minority Business Enterprise - VDMBE), Women Business Enterprise Council (WBENC), or the Carolina-Virginia Supplier Diversity Council (CVSDC) by the due date for receipt of proposals. The prime Contractor agrees to report the use of these subcontractors by providing the PPS’ Procurement Office, at a minimum, the following information: name of small business with the DMBE certification number, phone number, total dollar amount subcontracted, and type of product/service provided.

Respondents who propose self-performance of the work under this RFP must provide supporting documentation or evidence of its historical self-performance status to show self-performance of this work is not intermittent or elected only for PPS. Additional details of the PPS’ M/WBE program and requirements are included in the PPS’ M/WBE Program Policy, which is hereby incorporated into this proposal by reference and attached to this solicitation. (Failure to complete and return M/WBE forms with proposal will result in response being deemed non-responsive).

P. Offerors of Record:

Offerors receiving a copy of this RFP from a source other than the Procurement Office or via Bonfire, DemandStar or www.eva.virginia.gov must contact the Procurement Office and provide the Offeror’s name, address, contact person, telephone and fax numbers and the RFP number. Offeror shall register with Bonfire to be added to planholders’ list and will receive notification of any addenda to this RFP.

Q. Oral Presentation:

Offerors who submit a proposal in response to this RFP may be required to give an oral presentation of their proposal to the agency. This provides an opportunity for the Offeror to clarify or elaborate on the proposal. This is a fact finding and explanation session only and does not include negotiation. The issuing agency will schedule the time and location

Portsmouth Public Schools RFP #1116-P-2627 Fire Protection Systems Testing, Inspection and Maintenance Services of these presentations. Oral presentations are an option of the purchasing agency and may or may not be conducted.

R. Procedure

1. Discrepancies or Omissions: In the event an Offeror finds any discrepancies or omissions in the Request for Proposal, or has any doubt as to its meaning, he shall notify the Procurement Manager, 801 Crawford Street, 3rd Floor, and Portsmouth, VA, 23704 at once. If it is found necessary, a written addendum will be sent to each Offeror. All addenda so issued shall become a part of the contract document and will be signed and returned with the Proposal. Requests for such interpretation should be in writing, addressed to the Procurement Manager not later than five (5) days prior to the date fixed for RFP closing. Oral responses, instructions, or questions do not form any part of the Request for Proposal.

2. Internet Access: All bids/proposals may be viewed on the School Board’s website at https://www.ppsk12.us/ or download from Bonfire, DemandStar or eVA.

3. Submission: The Proposal must be:

a. Sealed and submitted in a plain opaque envelope.

b. Addressed to Procurement Manager, Portsmouth Public Schools, 801

Crawford Street, 3rd Floor, Portsmouth, Virginia 23704. Offeror is responsible for ensuring proposal is delivered to this address at the specified date and time.

Deliveries after the specified time will not be accepted.

c. Clearly marked: The RFP number and closing date stated in the RFP must appear on the envelope.

4. Corrections: Any proposal submitted with corrections must have the corrections initialed by the person who signed the proposal.

5. Proposal Cost: Proposals are to be submitted in accordance with the Request for Proposal. Cost proposal submitted to perform all work/services stated herein will be “all inclusive”. All costs incurred for proposal preparation shall be the responsibility of the Offeror.

6. Validity: All information requested in the Request for Proposal must be completed in order to constitute a valid proposal. The School Board reserves the right to require selected Offerors to make an oral presentation of their proposal.

7. Deviations: Any deviations from the specifications must be set forth in the proposal.

8. Charges: All prices in the proposal shall be for all equipment, materials, supplies (including delivery), labor and any incidental expenses incurred by the Offeror. No other charges may be added.

Portsmouth Public Schools RFP #1116-P-2627 Fire Protection Systems Testing, Inspection and Maintenance Services

S. Questions:

Offerors must submit questions regarding the Request for Proposal in writing by email to the Issuing Office at purchasing@portsk12.com no later than October 7, 2026. Necessary replies will be issued to all Offerors of record as addenda that shall become part of the contract documents. Oral instructions do not form a part of the RFP documents. Offeror is responsible for checking Bonfire, DemandStar or eVA.

T. RFP Closing:

Offeror shall ensure its proposal is time stamped by the Issuing Office no later than the closing date and time shown on the cover of this RFP. Proposals received after the specified date and time (ex: time stamped 2:01 or later) will not be considered and will be returned to the Offeror unopened.

In the event that PPS is closed due to inclement weather and/or emergency situations prior to or at the time set aside for the published RFP closing, the closing date will default to the next open business day at the same time.

U. Disposition of Proposals:

All materials submitted in response to this RFP shall become the property of PPS. One (1) copy of each proposal will be retained for official files. The copy will become public record after award of the contract and will be open to public inspection subject to the Proprietary Information/Disclosure section of this RFP.

V. Taxpayer ID Number and Certification:

Contractor must submit with its offer the attached W9 Form – Request for Taxpayer ID Number and Certification.

W. Withdrawal or Modification of Proposals:

Proposals may be withdrawn or modified by written notice received from Contractors prior to the deadline fixed for proposal receipt. The withdrawal or modification may be made by the person signing the proposal or by an individual(s) who is authorized by him/her on the face of the proposal. Written modifications may be made on the proposal form itself, on the envelope in which the proposal is enclosed, or on a separate document. Written modifications, whether the original is delivered, or transmitted by facsimile, must be signed by the person making the modification or withdrawal.

X. Price Escalation for Renewable Terms

If the contract is renewed beyond the initial contract period, the first option year, and…