DHR ISD-Hopper Fire Alarm Inspection specification_9.4.26.docx

DHR Fire Alarm Inspection Specification

Location: Information Services Division 10 South Hopper St Montgomery, AL 36107 POC: Bill Leoffler 334.240.8864 Main Office: 334.240.8860

Mandatory Site Visit - Thursday, September 10, 2026 10:00 am

All suppliers who wish to submit a bid are required to:

· Attend this Mandatory site visit.

· Complete and Sign the Sign – In sheet. (The Sign- in Sheet is provided by DHR Finance/Procurement to State office). Supplier and DHR State office POC are required to complete and sign the sign-in sheet. DHR State office must return the sign-in sheet to DHR Finance/Procurement).

Bids shall only be accepted from suppliers that attend the mandatory site visit, complete and sign the sign-in sheet.

Scope of Work:

This specification covers required fire alarm system inspections and related equipment/part replacements, as defined within this specification. Includes all fire alarm system devices and components tied to the building’s fire alarm system.

Supplier Requirements:

Fire alarm inspections shall be conducted in accordance with NFPA 72, the National Fire Alarm and Signaling Code. Inspections shall include functional testing of all fire alarm devices, including but not limited to: smoke detectors, heat detectors, pull stations, audio/visual notification appliances, fire alarm control panels, and associated monitoring equipment.

This service specification does not cover fire sprinkler system inspections or backflow preventer inspections, nor does it cover fire extinguisher inspections or repairs. Supplier shall not perform any services or equipment/part replacements that are not covered under this specification. Supplier shall not be paid for unauthorized service or replacement work not covered without a purchase order in advance.

All technicians performing fire alarm inspections under this agreement shall maintain appropriate certifications, such as NICET certification in Fire Alarm Systems, and demonstrate competence in performing code-compliant fire alarm inspections. Supplier shall maintain a current business license throughout the term of this agreement.

Supplier shall comply with all applicable state, city, county, and local codes and regulations related to fire alarm system inspections and equipment/part replacements during the term of this agreement.

Scheduling and Reporting Requirements:

Upon award, supplier shall schedule inspection date and time through the designated Point of Contact (POC) prior to performing any service. Inspection must be scheduled in advance. Upon arrival on-site, the supplier shall sign in at the front desk and notify the POC before beginning the inspection. Suppliers may be turned away if the service appointment is not scheduled in advance.

· At the completion of the inspection, the supplier shall provide the POC with a service report detailing the work performed, date of service, all identified deficiencies whether part, equipment or system deficiencies. Supplier must also provide a comprehensive inspection report of complete fire alarm system. Comprehensive Inspection report must include written detailed device report with quantity & device description. This includes all code-required device/ components tied to the fire alarm system.

An approved purchase order shall be required in advance for any equipment/part replacement work.

Quote Required:

Supplier Quotes shall be provided as needed in advance of repair or replace equipment / system, or part replacement when non-standard trip is required for equipment / part replacement due to damage, or deficient part.

All Quotes for repair or replace equipment/ system, or part replacement shall be itemized and include the contracted hourly labor rate, number of techs, cost price, contracted markup %, and selling price includes markup, estimated number of tech labor hours during replacement, (identified as technician and technician helper hours separately), and total costs. Unit Part cost is defined as (cost plus percentage markup sold above cost, EX: part cost + 5%). All information shall be stated on quote.

Invoicing/Pay Schedule:

Supplier shall submit all Invoices at the completion of service, no invoicing prior to completion. Suppliers pay schedule shall be Net 30 paid in arrears after completion of service.

All invoices shall include the office name and address, technician name, current PO number, and service date.

Inspection Invoices shall be itemized to include costs of Inspection fee (Inspection fee includes labor for travel).

When non-standard trip is required for repair or replace equipment/ system, or part replacement due to damage, or deficient part; then Invoice shall include Description of part replacement, manufacturer’s part cost plus contracted % over costs, selling price, technician and technician helper contracted rates, actual number of corresponding labor hours, and include total costs.

Suppliers must complete all lines for bid to be acceptable.

Line 1:

Fire Alarm Annual Inspection Fee – One-time annual Inspection – (Unit price required for this line)

· Unit Price represents the total cost of one-time annual fire alarm system inspection. Total costs shall include all associated costs of the inspection, including supplies, minimum billing charge, and labor costs including to and from travel associated with inspection.

· Unit Price for inspection does not include the cost of part replacements for components found deficient during the inspection procedure.

· Annual fire alarm system inspection is required at each location.

· Supplier shall perform annual fire alarm inspection. Inspection is completed one-time during each fiscal year. Inspection shall meet all code requirements for one year. (Inspection is performed per NFPA 72 code requirements, and in accordance with all applicable National, State, County, and local code requirements).

· Supplier must provide a comprehensive inspection report of complete fire alarm system at time of inspection. Comprehensive Inspection report must include written detailed device report with quantity per device & device description. This includes all code-required device/ components tied to the fire alarm system.

· Supplier detailed device inspection report shall identify any deficiencies of parts/equipment/ or system panel.

Line 2:

New Equipment/Part/Device/Component Replacement Cost + (%) - This line covers replacement part/equipment/device/component costs for (Fire Alarm) not meeting code requirements.

· Unit price represents the contracted percentage increase over costs. Supplier shall enter the percentage (%) in unit price field.

· Part / Equipment is defined as deficient for Fire Alarm use when determined that it is not meeting code compliance requirement found during inspection, during nonstandard site visit, OR due to damage.

Line 3:

Technician labor rate. For this line Supplier shall enter technician current hourly labor rate for service in unit price field. This rate is for labor during equipment or system repair or replacement, or part replacements, not for inspections.

· Unit price represents the technician’s current hourly labor rate. Includes labor (to and from site) and labor costs associated with authorized equipment or system repair or replacement, or part replacement.

· Supplier shall enter the technician’s current hourly labor rate for non-standard site visit in the unit price field.

· Technician labor rate shall be standard hourly labor rate.

· Schedule hours (M-F, 8:00 a.m.- 4:30 p.m.)- no overtime, no weekends, no holidays.

Line 4:

Technician helper labor rate. For this line Supplier shall enter technician helper current hourly labor rate for service in unit price field. This rate is for labor during equipment or system repair or replacement, or part replacements, not for inspections.

· Unit price represents the technician helper's current hourly labor rate. Includes labor (to and from site) and labor costs associated with authorized equipment or system repair replacement, or /part replacement.

· Supplier shall enter technician helper’s current hourly labor rate for non-standard site visit in the unit price field.

· Technician Helper labor rate shall be Standard hourly labor rate.

· Schedule hours (M-F, 8:00 a.m.- 4:30 p.m.)- no overtime, no weekends, no holidays.