Annual FireEquipment FY26.docx

STATE OF HAWAII

DEPARTMENT OF HEATLH

ADULT MENTAL HEALTH DIVISION

HAWAII STATE HOSPITAL

45-710 KEA'AHALA ROAD

KANEOHE, HI 96744

HIePRO SOLICITATION

REQUEST FOR QUOTES

FOR

ANNUAL AND QUARTERLY INSPECTION, TESTING AND SERVICE FOR FIRE EQUIPMENT

Release: September 22, 2025 Offer Due: September 26, 2025, 2:00 PM (HST)

Hawaii State Hospital (HSH) is seeking a contract for the Annual and Quarterly inspection, testing and service of all fire extinguishers, pump, hydrant, fire sprinkler systems and FM 200 systems of Hawaii State Hospital set forth in Section 1, Scope of Services, of this solicitation Request for Quote (hereinafter “RFQ”).

1. Scope of Services Contractor(s) shall provide inspections and testing of fire extinguishers, pump, hydrant and sprinkler systems, and FM 200 systems as described herein and is responsible for all labor, material, tools, equipment, transportation and mileage costs necessary to complete all inspections and testing described in this bid document.

Equipment:

1. Fire Sprinkler and Pump Systems

2. Fire Extinguishers

3. Fire Hydrants

4. FM 200 Fire Suppression System

Required work shall meet preventative maintenance and inspection service standards of:

1. Fire Sprinkler Systems, including pumps and hydrants in order to comply with NFPA 25 and The Joint Commission.

2. 29 CFR 1910.157 and NFPA 10 requirements shall be met for Portable Fire Extinguishers and testing.

3. NFPA 1, NFPA 25 & NFPA 291 requirements shall be met for Fire Hydrants.

4. NFPA 2001 requirements for regular maintenance and testing for FM 200 systems.

1. The contractor shall provide sprinkler testing and inspection for the following buildings:

a. Four (4) Quarterly Automatic Fire Sprinkler Tests: Bldg B, I, H, F, E, L, Guensberg (S, T, U), and New Patient Facility (Hale Ho’ola) -1st Quarter completed by September 30, 2025.

-2nd Quarter completed between December 1-30, 2025.

-3rd Quarter completed between March 2-31, 2026.

-4th Quarter completed between June 1-30, 2026.

b. Four (4) Quarterly Automatic Fire Sprinkler Tests: Cottage M, N, O, P -1st Quarter completed by September 30, 2025.

-2nd Quarter completed between December 1-30, 2025.

-3rd Quarter completed between March 2-31, 2026.

-4th Quarter completed between June 1-30, 2026.

c. One (1) Fire Pump Annual Test and Inspection: Bldg S,T,U and New Patient Facility (Hale Ho’ola) -Completed between December 1-30, 2025.

2. The contractor shall provide testing and inspection for the following system:

a. Fire Hydrant Annual Flow Test & Inspection-qty. 23 -Completed between December 1-30, 2025.

3. The contractor shall provide testing and inspection for the following components:

a. Portable Fire Extinguisher Annual Service- qty. 203 ABC type (10 lb) and 9 K rated.

-Completed between December 1-30, 2025.

4. The contractor shall provide testing and inspection for the following components:

a. Semi-Annual (every 6 months) FM 200 Fire Suppression Systems- 2 rooms, 1 tank in each room (108 pounds and 120 pounds) -1st half testing completed between December 1-30, 2025.

-2nd half testing completed between June 1-30, 2026.

General Description

· The contractor shall provide a sufficient number of qualified personnel to perform the work and be prepared to complete the chemical treatment within the scheduled time frame.

· Inspections and testing shall be performed Monday through Friday and shall only be conducted between the hours of 8:00 am and 4:00 pm. Accommodations will be made for weekend work to get the work completed by dates posted above.

General Compliance General guideline to follow while on HSH Property

· The Contractor shall maintain or have readily available tools and properly trained personnel to support the fire equipment and system testing and inspections at the Contractor’s cost throughout the duration of the Contract.

· Contractor to provide safety signs, barricades, and other devices necessary for the safety and convenience of the general public.

· All work must be performed in such a manner as not to inconvenience building occupants. The Contractor shall determine HSH’s normal working conditions and activities in progress and shall conduct the work in the least disruptive manner.

· Shirts are required to be worn at all times on the work site, smoking is not allowed anywhere on the property, no radios or headsets are allowed.

· Adverse conditions which may require major field changes not state in the scope of work for this project must be reported to the Hawaii State Hospital Facility Plant Manager prior to commencement or continuation of work.

· Contractor shall re-execute any work that fails to conform to the requirements of this agreement and shall immediately remedy any defects due to faulty workmanship by the Contractor. Should the Contractor fail to comply, the State reserves the right to engage the services of another company to perform the services and to deduct such costs from monies due to the Contractor.

· The Contractor is required to report to the Plant Operations Office to check in before going to the Security Entrance of HSH when arriving on campus and reporting out when leaving campus.

· HSH shall have the right to terminate the contract at any time by giving the Contractor a thirty (30) day written notice.

· The Contractor shall remove all unused material brought on site and remove and legally dispose of all waste generated by the work.

2. Qualification and Requirement:

a. If required, the Contractor shall provide only replacement parts that are new and have the same quality and brand name as that being replaced. Substitutions will be permitted only with prior authorization of the Contract Manager or designated representative.

b. The Contractor will report to the Contract Manager promptly all needed items of maintenance, repairs and replacement of parts, which in the judgment of the Inspector may be necessary. Requests to repair or replace said parts shall be approved in advance by the Contract Manager prior to any actual work being performed by the Contractor.

c. All services will comply with NFPA Standards and Contract Manager requirements depending on the type of system. All manufacturer recommendations and any State or local codes will be met to keep the sprinkler and other systems in proper working condition.

d. Provide qualified candidates to perform the services under this RFQ.

e. Maintain an accurate record and shall report to HSH Occupational Safety and Health Advisor.

f. Contractor be NICET Level III, Water Based Systems.

3. Vendor Compliance

· Proof of compliance obtained through Hawaii Compliance Express (HCE). The vendor’s name on the Certificate of Vendor Compliance (CVC) must exactly match the vendor’s name under which the quote for this solicitation is submitted. A copy of CVC must be submitted with quote for verification. The vendor is responsible for maintaining compliance. Non-compliance may result in a vendor not receiving an award, delay of payment, or cancellation of award.

· The interested offeror must be a registered company to do business in the State of Hawaii.

4. Compensation and Payment Schedule

The Contractor shall submit monthly invoice to Hawaii State Hospital for the services provided in accordance with Section 1, “Scope of Services.”

5. Performance Period:

The term of any resulting contract shall begin on September 22, 2025, and end on or before June 30, 2026. All testing must be completed by June 30, 2026.

The Contractor shall provide the services required under the contract from September 29, 2025, to August 30, 2026 unless the contract is sooner terminated.

When in the interest of the State, HSH may terminate the contract at any time by giving the contractor a thirty (30) day written notice.

6. Submission and Award The compensation rates in the Rate Schedule that are offered by the Contractor shall be inclusive of wages, fringe benefits, all applicable taxes, and all incidental costs (if any).

The bid will be awarded to the lowest responsive, responsible bidder. To be eligible to be awarded any bid over $2,500, a bidder must be “Compliant” with all of the requirements listed on Hawaii Compliance Express within ten (10) days from the time this bid closes. To meet this requirement, bidders may either be listed as “Compliant” on Hawaii Compliance Express or produce other documents showing compliance with all of the requirements listed on Hawaii Compliance Express. All of these other documents must be valid at the time this bid closes. Documents other than the Certificate of Vendor Compliance from Hawaii Compliance Express are subject to verification by the State. Bidders who are not compliant at the time this bid closes will not be eligible for the award.

All submittals shall be made via HIePRO. The following documents must also be completed and submitted by the vendor.

· Offeror’s Qualification Form

· Offer Form OF-1

· Liability Insurance

· Current W-9 image1.png