DMP1193929.pdf

Raleigh, North Carolina Request for Quotation (RFQ)

#63-DMP1193929 - Fire Extinguisher Purchases / Services / Inspections

THIS PAGE IS TO BE COMPLETED AND INCLUDED

WITH YOUR BID. FAILURE TO DO SO MAY SUBJECT

YOUR BID TO REJECTION.

Federal ID Number or Social Security Number:

SUPPLIER NAME:

DATE:

For internal administrative processing, including tabulation of bids for posting to Bonfire and the State of North Carolina Electronic Vendor Portal (eVP), please provide your company’s Federal Employer Identification Number or alternate identification number (e.g. Social Security Number). We HIGHLY recommend you register in order to see bid tabulations and award results. Pursuant to G.S. 132-1.10(b) this identification number shall not be released to the public. This page will be removed and shredded, or otherwise kept confidential, before the procurement file is available for public inspection.

PROCUREMENT & BUSINESS SERVICES

Mailing Address (USPS only): Campus Box 7212 Raleigh, NC 27695-7212

Shipping Address: Admin. I, 2721 Sullivan Drive, Suite 1100, Raleigh, NC 27607 Phone (919) 515-2171

September 10, 2026

Dianne Coxson dmpantel@ncsu.edu, (919) 513-4335 Requisition #: 0001193929 Individual Partnership

Corporation Other:

Env Health and Public Safety Indicate if other than Large Business:

Disabled Minority (unless otherwise indicated on RFQ) Small Women-Owned

General Terms & Conditions RentalTerms & Conditions General Terms & Conditions w/ Software Lease/Purchase Terms & Conditions General Terms & Conditions with EO50 Charter Bus Terms & Conditions Software Terms & Conditions Service Terms & Conditions Software as a Service Terms & Conditions Other:

REQUEST FOR QUOTATION

(This is not an order)

Supplier Name & Address:

Authorized Rep's Name:

Title:

Quote # DMP1193929 Email:

Phone #:

9/16/2026, 12:00 PM Authorized Representative Signature:

Buyer Contact Information:

Type of Organization:

Using Department:

FOB: DESTINATION - FREIGHT PREPAID

ATTACHMENTS AND COMMENTS:

REQUIRED SUPPLIER INFORMATION:

Questions Due Date & Time:

Due Date & Time:

9/24/2026, 5:00 PM

By responding to this RFQ, supplier acknowledges acceptance of specified Terms and Conditions, which are also located:

https://procurement.ofa.ncsu.edu/supplier-center/doing-business-with-nc-state/

You MUST register and upload this quote as a PDF to the Bonfire Public Portal here:

https://ncsu.bonfirehub.com/opportunities/253251

QUOTES NOT SUBMITTED ON THIS FORM ARE SUBJECT TO REJECTION.

NC State University Request for Quotes and their awards are not subject to the North Carolina E-procurement process.

By signing the execution page, bidder certifies to the best of its knowledge and belief, that it and its principals are not presently debarred, suspended, proposed for debarment, declined ineligible or voluntary excluded from covered transactions by any Federal or State agency.

DEBARMENT CERTIFICATION:

RFQ #63-DMP1193929 Fire Extinguisher Purchases / Services / Inspections PAGE 2 OF 2

11:51:28 AM 1

All Questions must be submitted in writing, by Email to dmpantel@ncsu.edu On or before 12:00 pm, 9/16/2026.

NO PHONE CALLS ACCEPTED.

Communication with the end user while the bid is in process is strictly prohibited.

PROJECT TITLE: Fire Extinguisher Purchases / Services / Inspections

PROJECT DESCRIPTION:

NC State University seeks quotations from qualified suppliers to provide various-sized fire extinguishers, services, inspections, and accessory parts in accordance with the requirements of NFPA 10 - 2013 edition and the 2018 NC Building Code, Fire Prevention Section.

An ADDENDUM to this RFQ is possible. If required, any subsequent addenda must be submitted prior to the quote closing. It is the vendor's responsibility to verify that all applicable addenda are submitted prior to the quote closing date. Addenda are posted at

NC State University is exempt from sales and/or use taxes on qualifying purchases. Tax exempt # 400021.

Warranty Type and Length:

https://evp.nc.gov/.

#63-DMP1193929 FIRE EXTINGUISHER – PROVISION AND SERVICES

SECTION I: SCOPE OF WORK & TECHNICAL SPECIFICATIONS

1.0 BACKGROUND/ PURPOSE

North Carolina State University (herein referred to as the "University" or "NCSU") seeks proposals from qualified suppliers {hereafter referred to as the "Vendor" or "Contractor") to:

a. Provide fire extinguishers for purchase.

b. Perform inspections, maintenance, testing, recharging, and annual servicing (to include parts and supplies).

c. Align all work with the requirements of NFPA 10 (2026 edition) and the North Carolina

Building Code, Fire Prevention Section.

d. Maintain complete and accurate electronic recordkeeping, to include at a minimum:

1. Entering all field inspections daily into the University's inspection tracking software

(currently F-lnspect).

2. Providing a comprehensive monthly list of all services performed during each billing period, which shall serve as the mandatory backup documentation to justify and reconcile that month's billing total.

3. Maintaining a compiled list of fire extinguishers recommended for replacement

(detailed by equipment type and serial number) in accordance with the approval and replacement processes outlined below.

Most of the extinguishers are located on the North Carolina State University campus, at zip codes 27606 and 27607 (North Campus, Central Campus, South Campus, West Campus, and

Centennial Campus); however, there are approximately 200 extinguishers located on the

University's Lake Wheeler (27603) and Reedy Creek (27607) properties.

The Vendor is required to keep all inspections, maintenance, testing, recharging, and annual service records up to date on the University's software platform (currently F-lnspect).

The University implements and oversees a code-compliant inspection program developed in accordance with the NC Fire Code, NFPA standards, and industry best practices.

NC State University reserves the right to award the entire contract to one vendor.

2.0 CONTRACT PERIOD

The initial contract period will be twelve (12) months from the date of award. Under the same terms and conditions contained herein, the University reserves the option to renew with the awarded supplier for up to four (4) additional one-year periods, not to exceed a total of five (5) contract years.

3.0 SCOPE OF WORK

3.1 Supplying Brand New Extinguishers

a. Upon request, the Vendor shall provide brand new, unused, and currently manufactured fire extinguishers of the types and sizes specified in the cost proposal. Refurbished, used, or remanufactured extinguishers are not acceptable under this contract.

b. Extinguishers shall be delivered to the designated University storage room packaged in their original manufacturing boxes and shipping containers. To ensure precise management of equipment lifecycle "born on" dates and prevent premature inspection obligations, no new fire extinguishers shall be unboxed, prepared, or deployed until the Vendor receives explicit authorization from NCSU to press the units into active service. Vendor will provide the serial number for every fire extinguisher purchased (so NCSU does not have to open the package to see the serial number).

c. The preferred delivery timeframe for ordered extinguishers is seventy-two (72) hours, and must not exceed one (1) week from the order date. Timely notification of delays and alternative equipment options are required.

3.2 Extinguisher Inspection Program

To guarantee operational readiness, complete coverage, and administrative consistency, the

Vendor shall execute the overall inspection program in accordance with the following criteria:

a. Scope of Inspections: The Vendor shall conduct professional on-site annual and monthly inspections of all designated University-owned fire extinguishers. This scope encompasses all extinguishers located across the main NCSU campus (North, Central, South, West, and

Centennial campuses), as well as those situated at the Reedy Creek and Lake Wheeler properties.

b. Prescribed Monthly Routing & Scheduling: The Vendor must strictly follow prescribed monthly routes and schedules provided by the University. Certain routes require close coordination and scheduled visits that align with campus partners' specific operating hours and access availability (such as secure research laboratories, agricultural operations, student housing, and restricted facilities). See the attached outline reflecting Routes 1–29 as they currently exist. The schedule is subject to fluctuation based on the number of inspectors available per day and/or week. The final schedule, assignments, and related details will be mutually agreed upon by both parties.

c. Daily Portal Data Logging: All inspection findings, equipment parameters, and statuses must be logged electronically into the University's online tracking software (currently F-lnspect) via mobile tablets or laptops on a daily basis. Bulk entry at the end of a week or month is strictly prohibited.

d. Fluctuation of Inventory: While the current estimated active inventory of extinguishers is provided in Section 10.0, the University reserves the right to add or remove fire extinguishers requiring inspections at any time during the course of the contract period.

e. Monthly Inspection Designations: Not all extinguishers in the University's overall inventory will require monthly inspections by the Vendor. Certain departments or areas of campus (e.g., specific housing or facilities groups) will perform their own monthly inspections using existing internal maintenance staff. Approximately 2,000 fire extinguishers will be inspected monthly by the Facilities Housing Group, with inspections occurring eleven times per year. The contractor will be responsible for completing the annual inspections during the month of December. These inspections will cover the

Residential buildings, which consist of a total of 79 buildings.

f. Right to Re-Designate: The University reserves the exclusive right to change the designation of any fire extinguisher(s) at any time during the contract period-shifting them from needing both monthly and annual Vendor inspections to only needing annual Vendor inspections, and vice-versa. A minimum of 30 days’ notice will be provided to the contractor if there is a need to re-designate fire extinguisher inspection services as contracted. Per 11.4: No adjustment to the contracted costs will be required as a result of any such change. The established per-unit cost will remain in effect, with any changes reflected in the contractor’s monthly billing for services rendered.

g. Licensing & Self-Performance: Annual inspections must satisfy NCDOI (North Carolina

Department of Insurance) requirements. The Vendor must be a licensed and approved entity for the annual servicing requirement in the NC Fire Code. Proof of licensing/approved entity status must be provided within the bid proposal.

h. Dedicated Personnel: Vendor must provide the number of qualified fire extinguisher technicians that will be assigned to the NC State University campus to perform the monthly inspections in accordance with the provided Route Schedule. Also provide the names/titles and contact information for the dedicated technicians

i. No Subcontracting: No subcontract service providers, independent contractors, or third-party companies may be used to complete any portion of the annual or monthly inspections. All inspections must be performed directly by the Vendor's qualified, W-2 employed personnel.

3.3 Servicing and Maintaining Extinguishers

a. Core Servicing & Maintenance Standards:

1. Provide NFPA and Code-compliant services at the specific timeframes indicated on the cost proposal for each extinguisher type.

2. Ensure all extinguishers returned to the University after servicing are in a serviceable, field-ready condition PRIOR to returning them to their active field service stations. Any servicing packaging materials are the responsibility of the supplier to remove and dispose of prior to active deployment.

3. Servicing includes recharges as appropriate, physical inspection tags, tamper seals, and pin replacements.

4. Maintaining includes replacing broken or missing parts (pins, seals, hoses, CO2 discharge horns, hangers, tags, and manufacturer labels).

5. Vendor will provide a replacement serial number/barcode sticker ONLY if the original serial number is no longer legible or scannable. The Vendor will report the "new" serial number along with the prior serial number to the Fire Extinguisher Program Manager to maintain the history of the individual fire extinguisher.

6. Provide on-site inspections to satisfy the annual inspection requirement in NFPA 10

(2026 edition) and the NC Fire Code, with inspections to include the annual service tags and replacement of the tamper seals.

b. Mandatory Use of NCSU Backup Stock & Loaner Prohibition:

1. The University will maintain a dedicated on-site stock of backup extinguishers for all approved extinguisher types.

2. If an extinguisher needs to be temporarily or permanently removed from its service station for recharging, testing, or maintenance, the Vendor must immediately replace it with an equivalent unit drawn directly from this designated NCSU backup stock.

3. The Vendor must log the swap in the F-lnspect software on the same day the swap occurs, mapping the backup unit's serial number to the active database station location to ensure continuous traceability.

4. Strict Loaner Prohibition: Under no circumstances shall the Vendor deploy, install, or utilize any non-NCSU-owned extinguishers (including the Vendor's own commercial loaner units or third-party temporary equipment) on any part of University properties.

Every single extinguisher active in the field must be part of the official, University-owned inventory.

c. On-site Location for Staging, Service and Select Repairs:

1. The University will provide a dedicated on-site location for staging, service, and select repairs. This location will include one (1) parking space for the service supplier vehicle.

The specified location for delivery and pick-up of extinguishers is the sub-ground level of the West Parking Deck located at 1125 Varsity Drive, Raleigh, NC 27607. Confirmation must be made with the University Fire and Life Safety section before scheduling any delivery or pick-up.

2. Pricing must include all costs for delivery/restoration of extinguishers to campus post-servicing. (See Section 3.7)

3.4 Extinguisher Retirement and Replacement Process

a. The 80% Cost Threshold Rule for Retirement:

1. To ensure fiscal responsibility, the Vendor must perform a lifecycle cost assessment on any extinguisher requiring service or repair.

2. If the cost of the upcoming service alone (including but not limited to the specific recharge, 5-year, 6-year, or 12-year maintenance, hydrostatic testing, and any associated replacement parts or labor required for that specific service event) is equal to or exceeds eighty percent (80%) of the contract unit cost for a brand-new replacement extinguisher of that exact type, the extinguisher must be slated for retirement.

3. The Vendor must identify all such extinguishers by their serial number and type, and formally recommend them for replacement in that month's comprehensive monthly report.

b. NCSU Surplus and Replacement Procurement Protocol:

1. If the University agrees with the retirement recommendation, the unserviceable extinguisher will be handled through the official NCSU Surplus Property process.

The Vendor shall assist in decommissioning the unit from the active inventory line and staging it for surplus transfer.

2. Upon confirming retirement, the University will issue an order to the Vendor to supply a brand-new replacement extinguisher under the terms and pricing established in Section 3.1 and Section 11.1.

3. The University will ensure the decommissioned serial number is removed from the active tracking lists, and the Vendor must enter the new extinguisher's serial number and structural metadata into the F-lnspect software upon active deployment.

3.5 Provision of Parts and Accessories

Provide pricing for spare security pins, tamper seals, and inspection tags for replacement due to tampering in the field or weather-related wear and tear at outdoor locations. Costs must include field service as appropriate for the replacement part or accessory, including installation.

3.6 Tamper Seals and Inspection Tags

a. Annual Tamper Seal Colors: Provide tamper seals of a different color each calendar year to allow for quick visual confirmation by inspection staff that the extinguishers have been serviced that year. Colors may be repeated every five (5) years.

b. Annual Inspection Tag Colors & Branding: Provide annual inspection tags per extinguisher suitable for at least twelve (12) months of field inspections as part of any service provided by the awarded Vendor. These tags must be a different color each calendar year (matching the rotation rules of the tamper seals), with colors repeating no more than once every five (5) years. The Vendor is strictly prohibited from selecting or utilizing orange-colored tags for any annual inspection cycle. Additionally, all

Vendor-supplied annual inspection tags must be custom-printed to feature the following exact identifier at the top of the tag: NC State University, Fire and Life

Safety Programs, 919-515-2568

c. NCSU-Provided Replacement Tags: If an inspection tag goes missing or is damaged in the field, the University will supply the Vendor with replacement tags to deploy. These

University-provided replacement tags will always be orange in color, and will be identified at the top as: NC State University, Fire and Life Safety Programs, 919-515-

2568. These replacement tags will be made available by NC State staff to the

Vendor's personnel for placement as appropriate.

3.7 On-Site Extinguisher Servicing

a. The University will provide the option of having extinguishers serviced on-site and returned to their locations within University buildings.

b. The Vendor shall describe in detail within their proposal:

1. Vendor capabilities for on-site services.

2. Which specific services can be executed on-site.

3. Any utility connections required from the University to perform this work.

4. Any additional costs to perform servicing on-site.

c. If servicing equipment requires the use of hazardous materials, the Vendor must provide a plan for proper storage, use, and disposal. All waste must be removed from the

University and disposed of appropriately in accordance with environmental regulations.

3.8 Servicing Standards

Provide services for all extinguisher types compliant with NFPA 10 (2026 edition). (Note: The NFPA release edition will be updated as the fire code update is put in place by NC SCO and

NC DOI).

3.9 Servicing Plan

Provide a detailed plan identifying the method(s) to complete the monthly and annual inspection requirements regarding the total quantity of extinguishers under this scope. Provide the number of qualified fire extinguisher technicians that will be assigned to the NC State University campus to perform the monthly inspections in accordance with the provided Route Schedule.

a. NCSU Campus Extinguishers:

1. Monthly: ~4,100 extinguishers

2. Annually: ~6,10000 extinguishers

b. Reedy Creek and Lake Wheeler Properties:

1. Monthly: ~200 extinguishers

2. Annually: ~200 extinguishers

3.10 Servicing Response Standards

a. Vendor must be able to respond to campus within a two (2) hour timeframe from initial contact in the event of an emergent need for service and/or replacement.

b. This response window is applicable Monday through Friday, 8:00 AM to 5:00 PM, excluding

University holidays.

4.0 DELIVERABLES

Project deliverables provided by the awarded supplier:

4.1 Daily Electronic Data Logging (F-lnspect)

The Vendor is required to capture and record the operational status of the University's extinguisher inventory directly in the field on a daily basis:

a. Real-Time Database Maintenance: All completed monthly field inspections, annual inspections, maintenance events, hydrostatic tests, and inventory swaps must be logged electronically in the University's tracking system (currently F-lnspect) by 5:00 PM on the day the service occurs.

b. Traceable Equipment Mapping: Any equipment swaps made using the designated on-site

NCSU backup stock (as outlined in Section 3.3) must be mapped in F-lnspect on the same day the swap occurs (by 5:00 PM), ensuring that serial numbers in the database perfectly reflect actual field placement.

4.2 Monthly Service & Billing Reconciliation Report

Concurrently with the monthly invoice, the Vendor must submit a structured digital spreadsheet

(Excel or CSV format) to the Fire Extinguisher Program Manager. This report serves as the mandatory, audit-compliant backup documentation to justify that month's billing total. The report must contain:

a. A line-item record for each individual service action performed during the billing cycle.

b. Key data fields for each line item, to include at a minimum:

1. Date of Service

2. Exact Location (Building Name, Floor, and Room Number/Corridor ID)

3. Unique Extinguisher Serial Number

4. Type and Size of Extinguisher (e.g., 10 lb. ABC, Class K)

5. Action Taken (e.g., Monthly Inspection, Hydrostatic Test, Recharge, Hanger/Tag

Replacement)

6. Contract Line-Item Unit Price and Subtotal

4.3 Monthly Retirement & Replacement Recommendation Report

To support the operational requirements of Section 3.4, the Vendor must submit a monthly "80%

Cost Threshold" report. This document must list all extinguishers inspected during the billing cycle that have been flagged for retirement. Each entry must provide:

a. Extinguisher Serial Number and Manufacturer Date (Year)

b. Current Physical Location

c. Type and Classification

d. Detailed description of the upcoming service alone (including labor and parts) that triggered the retirement rule.

e. Estimated upcoming service cost vs. the contract price of a brand-new replacement unit.

5.0 SCHEDULE

a. Deliveries: Establish a timeframe during normal business hours (8:00 AM - 5:00 PM, M-F) for extinguisher deliveries, to be agreed upon by the Fire and Life Safety department.

b. Pick-ups: Establish a timeframe during normal business hours (8:00 AM - 5:00 PM, M-F) for extinguisher pick-ups, to be agreed upon by the Fire and Life Safety department.

c. On-Site Servicing: Establish an on-site servicing schedule during normal business hours

(8:00 AM - 5:00 PM, M-F) at the designated on-site staging location.

d. Field Inspections: Establish an on-site field inspection schedule for the monthly field inspections of all University-owned fire extinguishers.

e. Billing: Establish a billing cycle to coincide with University business practices.

6.0 CONTRACT CHANGES

Any changes to the contract or approved equipment and services affecting the overall cost of the project or individual unit costs must be pre-approved in writing by NCSU Purchasing, the

University's EH&PS Business Officer, the Department Director, and/or their designated representative prior to implementation. The University shall not be responsible for any expenses incurred that are not pre-approved in writing.

7.0 EXPERIENCE & REFERENCES

Proposing suppliers shall demonstrate a minimum of three (3) years of experience of comparable scope and scale in providing extinguishers and services as requested herein.

References provided must demonstrate this experience. It is the supplier's responsibility to provide valid, contactable reference information. The University reserves the right to check references during the evaluation of quotations.

8.0 QUOTATION RESPONSE REQUIREMENTS

The University will not be bound by oral explanations or instructions given at any time during or after the competitive process. Incomplete quotations will not be considered.

Quotation Checklist:

a. Completed Cover Page with Firm Name and Tax ID#

b. Proof of licensing/approved entity status

c. Completed Reference Page

d. Signed Execution of Quotation Page

e. Completed Cost Proposal Pages

f. Proposal addressing each item in Section 3 (Scope of Work) and Section 5 (Schedules), to include qualifications of specific personnel. The Fire and Life Safety Department reserves the right to provide final approval of the brand of fire extinguisher purchased through the contractor.

g. Certificate of Insurance (COi) meeting the requirements of Item 19 in the General Contract Terms and Conditions.

h. Any applicable addenda required for return.

9.0 EVALUATION CRITERIA

All quotations will be evaluated according to the following criteria:

a. SCREENING CRITERIA: Complete quote response. All items requested must be included in the response package and submitted as instructed. Incomplete responses will be considered “Non-responsive.” Quotes meeting the screening criteria will then be further evaluated by the following criteria in order to select the Contractor providing the best overall value to the department requesting these services:

b. TECHNICAL & QUALITATIVE EVALUATION:

1. Proposal response to Section 3 (Scope of Work) and Section 5 (Schedules).

2. Quoting supplier's understanding of the work required and proposed methods for accomplishment.

3. Apparent qualifications of individuals proposed to perform the work.

a. (NFPA 10 Certification and Licensing Requirements: NFPA 10 certification requires completion of an approved training program, successful completion of the applicable examination, and fulfillment of any required experience qualifications.

b. Licensing and Business Requirements: In addition to technician certification, businesses performing fire extinguisher inspection, servicing, maintenance, or related work to hold an appropriate fire protection contractor license, fire equipment dealer license, or other applicable credential.

c. Technician Requirements: To perform annual maintenance, internal examinations, and hydrostatic testing of portable fire extinguishers in accordance with NFPA 10, technicians must have the appropriate training and certification to demonstrate the knowledge and skills necessary to perform the work safely, correctly, and in compliance with applicable regulatory requirements.

4. References demonstrating the required experience (confirmed via reference checks).

5. Cost Proposal.

10.0 CURRENT INVENTORY ESTIMATES

The following is an estimate of active inventory:

a. 10 lb. ABC Dry Powder: 5,950

b. 5 lb. ABC Dry Powder: 350

c. 5 lb. CO2: 500

d. 5 lb. MRI Safe CO2: 2

e. Class K (2-1/2 Gallon): 40

f. Class D (20 lb.): 20

g. Water Cans (2-1/2 Gallon): 10

Note: NC State is consolidating its available extinguisher inventory and will primarily utilize 10

lb. ABC extinguishers for most general service needs. In the event a special class of extinguisher is required, NC State will notify the Vendor.

11.0 COST PROPOSAL

Materials and services are to be ordered as needed, based on the unit prices shown below.

Prices are to be FOB delivered to the specified University site.

11.1 New Extinguisher Purchasing

Equipment Description Price per Unit ($)

ABC Dry Chemical 10 lb. Multi-purpose Extinguisher

ABC Dry Chemical 5 lb. Extinguisher $

Water 2-1/2 Gallon Extinguisher $

Combustible Metals Class D 20 lb.

Extinguisher

Carbon Dioxide (CO2) 5 lb. Extinguisher $

Carbon Dioxide (CO2) 5 lb. MRI Safe Extinguisher

Class K 2-1/2 Gallon Extinguisher $

11.2 Extinguisher Recharging

Equipment Description Recharge Price (At

Vendor Site) ($) Recharge Price (On-Site at NCSU) ($)

10 lb. ABC Extinguisher $ $

5 lb. ABC Extinguisher $ $

5 lb. CO2 Extinguisher $ $

Class K 2-1/2 Gallon Extinguisher

20 lb. Class D Extinguisher $ $

11.3 Hydrostatic Testing & Maintenance Intervals

Service Description Price per Unit ($)

6-Year Maintenance & Recharge: ABC 10 lb.

6-Year Maintenance & Recharge: ABC 5 lb. $

12-Year Hydrostatic Test & Recharge: ABC 10 lb.

12-Year Hydrostatic Test & Recharge: ABC 5 lb.

5-Year Hydrostatic Test & Recharge: Water 2-1/2 Gallon

5-Year Maintenance & Recharge: CO2 5 lb. $

11.4 Inspection Services

Service Description Price per Unit/ Visit ($)

NCSU Campus Extinguishers

Monthly Inspections: Price per unit, reflecting eleven (11) visits per year

Annual On-Site Inspections: Price per unit, reflecting one (1) visit per year

Reedy Creek & Lake Wheeler Properties

Monthly Inspections: Price per unit, reflecting eleven (11) visits per year

Annual On-Site Inspections: Price per unit, reflecting one (1) visit per year

11.5 Miscellaneous Equipment, Parts, and Service Charges

Description Price per Unit/ Charge ($)

Extinguisher Pin (Off-cycle replacement) $

Inspection Tag / Annual Tag (Off-cycle replacement)

Tamper Seal (Off-cycle replacement) $

Minimum Service Call Charge

(Emergency/ After-Hours)

Parking Permits (Required for on-site work

- Service Provider (SP) Permit)

$ 840.00

Note: The University reserves the right to select other than the lowest cost proposal, as is determined to be in the best interest of the University.

12.0 TECHNICAL DEFINITIONS & PROGRAM STANDARDS

(Reference guidelines for Fire & Life Safety staff and licensed contractors conducting work under this contract)

12.1 Definitions

a. Service: Refers to recharges (as appropriate), inspection tags, tamper seals, and pin replacements.

b. Maintenance: Refers to repairing or replacing parts that are broken or missing (pins, seals, hoses, CO2 discharge horns, hangers, tags, and manufacturer labels).

c. Inspection: Refers to visual examinations to satisfy the annual inspection requirement in

NFPA 10 (2026 edition) and the NC Fire Code, including annual service tags and tamper seal replacement.

d. Hydrostatic Testing: Testing of a pressure vessel using pressurized water to verify structural integrity.

e. Carbon Dioxide (CO2): Electrically non-conductive inert gas suitable for Class B and C fires.

f. Dry Chemical: A powder (usually mono-ammonium phosphate) suitable for Class A, B, and C fires.

g. Clean Agent (including Halogenated Agents): Non-conductive, gaseous extinguishing agent that does not leave a residue.

h. Dry Powder: Solid materials in powder or granulated form suitable for Class D fires.

i. Wet Chemical: Aqueous solution of salts forming an extinguishing agent suitable for Class

K fires.

j. Water Cans: Stored-pressure water extinguishers suitable for Class A fires.

k. Fire Extinguisher Technician: The individual reporting to the facility performing the inspection, testing, and as-needed service work.

l. Fire Extinguisher Program Manager: The NC State University Fire and Life Safety representative overseeing the Fire Extinguisher program.

m. Licensed Contractor: The certified entity under contract with NCSU providing extinguisher maintenance and service work.

12.2 Monthly Inspection Protocol

The Vendor will be given a list of extinguishers and routes that are due each month for inspections. Those inspections must be completed within the assigned month. To complete an inspection, the technician requires an electronic tablet, laptop, or mobile device to access the inspection template. Compliant inspections must address:

a. Location: Confirm the extinguisher is in its proper location as listed in the database.

b. Mounting: Ensure the extinguisher is mounted properly, unobstructed, and compliant with

NC Fire Code Section 906. If mounting adjustments are needed, the Vendor will inform NCSU on the same day so that NCSU Fire/Life Safety personnel can submit a work order to the NCSU Facilities Division.

c. Safety Components: Confirm the tamper seal, inspection tag, and security pin are in place and undamaged.

d. Physical Condition: Check for dents, rust, clogged nozzles, or other physical damage.

Ensure all manufacturer labels are legible.

e. Pressure Gauge: Verify the gauge indicates proper operating pressure (if applicable). If a gauge is not present, assume the extinguisher has been discharged if the tamper seal is missing.

f. Service Expiration: Ensure the unit is not out of date.

1. Dry chemical extinguishers manufactured in 1984 or prior must be removed from service immediately (per NFPA 10 (2026 edition)).

2. Dry chemical, clean agent, and dry powder extinguishers require internal service every six (6) years and hydrostatic testing every twelve (12) years.

3. Carbon dioxide, pressurized water, and wet chemical extinguishers require service and hydrostatic testing every five (5) years.

g. Deficiency Resolution: Extinguishers with deficiencies that cannot be corrected by the technician must be exchanged with a compliant unit of equal size/classification and transported to the designated staging area for vendor servicing.

h. Logging: Record the inspection on the physical monthly tag with the inspector's initials, month, and year of the inspection, and log findings electronically.

12.3 Annual Inspection Protocol

The Vendor will be given a list of extinguishers and routes that are due each month for inspections. Those inspections must be completed within the assigned month. To complete an inspection, the technician requires an electronic tablet, laptop, or mobile device to access the inspection template. Compliant inspections must address:

a. Verify manufacturing and servicing dates to determine if maintenance is due.

b. Replace any unit due for maintenance with an in-date unit of equal size and type.

c. Remove and replace the annual and monthly inspection tags with tags approved by NC

OSFM.

d. Inspect hoses and nozzles to ensure they are free of debris or blockage.

e. Route all units requiring service to the designated staging area for Vendor retrieval.

INSTRUCTIONS TO BIDDERS

1. READ, REVIEW AND COMPLY: It shall be the bidder’s responsibility to read this entire document, review all enclosures and attachments, and comply with all requirements specified herein.

2. NOTICE TO BIDDERS: All bids are subject to the provisions of the Instructions to Bidders, special terms and conditions specific to this Request for Quotation, the specifications, and the North Carolina State University General Contract Terms and Conditions. The University objects to and will not evaluate or consider any additional terms and conditions submitted with a bidder response. This applies to any language appearing in or attached to the document as part of the bidder’s response. DO NOT ATTACH ANY ADDITIONAL TERMS AND CONDITIONS.

By execution and delivery of this document, the bidder agrees that any additional terms and conditions, whether submitted purposely or inadvertently, shall have no force or effect.

3. BID SUBMITTAL: NC State University uses a third-party eProcurement strategic sourcing provider, Bonfire, for accepting and evaluating bids digitally. All bids must be received by the issuing agency not later than the date and time listed on the cover sheet of this bid. Bids shall be uploaded to:

https://ncsu.bonfirehub.com/opportunities/253251

Solicitation documents are advertised on the State of North Carolina Electronic Vendor Portal System (eVP) and Bonfire. An addendum to this RFQ may be issued. If required, any subsequent addenda must be signed and submitted with the bid upload. It is the vendor’s responsibility to verify that all applicable addenda are submitted as required.

For support or technical questions related to your submission, please contact Bonfire at support.bonfire@eunasolutions.com or visit their help forum at https://help.eunasolutions.com/hc/en-us

4. BONFIRE REQUESTED DOCUMENTATION & INFORMATION: In an effort to support the sustainability efforts of the State of North Carolina we are receiving proposals via electronic submission. Bidder is to furnish all information requested and in the spaces provided in this document. Further, if required elsewhere in this bid, each bidder must submit with their bid sketches, descriptive literature and/or complete specifications covering the products offered.

Reference to literature submitted with a previous bid will not satisfy this provision. Bids which do not comply with these requirements will be subject to rejection.

Please note the type and number of files allowed. The maximum upload file size is 1000 MB. Uploading large documents may take significant time, depending on the size of the file(s) and your Internet connection speed. Please do not embed any documents within your uploaded files, as they will not be accessible or evaluated. Minimum system requirements: Microsoft Edge, Google Chrome, or Mozilla Firefox. Javascript must be enabled. Browser cookies must be enabled.

Name File Type # of Files Requirement

Completed NC State University Solicitation Document

PDF 1 Required

Certificate of Insurance PDF 1 Required

All documents required to complete your submission must be downloaded from the supporting documentation and/or requested information sections of Bonfire. You will receive an email confirmation receipt with a unique confirmation number once you finalize your submission. Each item of Requested Information will only be visible to NC State University after the Closing Time.

5. DEFINITIONS:

• BIDDER: Company, firm, corporation, partnership, individual, etc., submitting a response to an Invitation for Bids. • TERM CONTRACT: A contract generally intended to cover all normal requirements for a commodity for a specified period of time based on estimated quantities only.

• STATEWIDE TERM CONTRACT: A Term Contract for all agencies, unless exempted by statute, rule, or special term and condition specific to this bid.

• AGENCY SPECIFIC TERM CONTRACT: A Term Contract for a specific agency.

• OPEN MARKET CONTRACT: A contract for the purchase of a commodity not covered by a term contract.

https://evp.nc.gov/ https://ncsu.bonfirehub.com/opportunities mailto:support.bonfire@eunasolutions.com

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INSTRUCTIONS TO BIDDERS

1. READ, REVIEW AND COMPLY: It shall be the bidder’s responsibility to read this entire document, review all enclosures and attachments, and comply with all requirements specified herein.

2. NOTICE TO BIDDERS: All bids are subject to the provisions of the Instructions to Bidders, special terms and conditions specific to this Request for Quotation, the specifications, and the North Carolina State University General Contract Terms and Conditions. The University objects to and will not evaluate or consider any additional terms and conditions submitted with a bidder response. This applies to any language appearing in or attached to the document as part of the bidder’s response. DO NOT ATTACH ANY ADDITIONAL TERMS AND CONDITIONS.

By execution and delivery of this document, the bidder agrees that any additional terms and conditions, whether submitted purposely or inadvertently, shall have no force or effect.

3. DEFINITIONS:

• BIDDER: Company, firm, corporation, partnership, individual, etc., submitting a response to an Invitation for Bids.

• TERM CONTRACT: A contract generally intended to cover all normal requirements for a commodity for a specified period of time based on estimated quantities only.

• STATEWIDE TERM CONTRACT: A Term Contract for all agencies, unless exempted by statute, rule, or special term and condition specific to this bid.

• AGENCY SPECIFIC TERM CONTRACT: A Term Contract for a specific agency.

• OPEN MARKET CONTRACT: A contract for the purchase of a commodity not covered by a term contract.

4. EXECUTION: Failure to sign under EXECUTION section will render bid invalid.

5. ORDER OF PRECEDENCE: In cases of conflict between specific provisions in this bid, the order of precedence shall be

(1) special terms and conditions specific to this bid, (2) specifications, (3) North Carolina State University General Contract Terms and Conditions, and (4) Instructions to Bidders.

6. TIME FOR CONSIDERATION: Unless otherwise indicated on the first page of this document, bidder’s offer shall be valid for 45 days from the date of bid opening. Preference may be given to bids allowing not less than 45 days for consideration and acceptance.

7. PROMPT PAYMENT DISCOUNTS: Bidders are urged to compute all discounts into the price offered. If a prompt payment discount is offered, it will not be considered in the award of the contract except as a factor to aid in resolving cases of identical prices.

8. SPECIFICATIONS: Any deviation from specifications indicated herein must be clearly pointed out; otherwise, it will be considered that items offered are in strict compliance with these specifications, and bidder will be held responsible therefore.

Deviations shall be explained in detail. The bidder shall not construe this paragraph as inviting deviation or implying that any deviation will be acceptable.

9. INFORMATION AND DESCRIPTIVE LITERATURE: Bidder is to furnish all information requested and in the spaces provided in this document. Further, if required elsewhere in this bid, each bidder must submit with their bid sketches, descriptive literature and/or complete specifications covering the products offered. Reference to literature submitted with a previous bid will not satisfy this provision. Bids which do not comply with these requirements will be subject to rejection.

10. RECYCLING AND SOURCE REDUCTION: It is the policy of this State to encourage and promote the purchase of products with recycled content to the extent economically practicable, and to purchase items which are reusable, refillable, repairable, more durable, and less toxic to the extent that the purchase or use is practicable and cost-effective.

We also encourage and promote using minimal packaging and the use of recycled/recyclable products in the packaging of commodities purchased. However, no sacrifice in quality of packaging will be acceptable. The company remains responsible for providing packaging that will protect the commodity and contain it for its intended use.

Companies are strongly urged to bring to the attention of purchasers those products or packaging they offer which have recycled content and that are recyclable.

11. CLARIFICATIONS/INTERPRETATIONS: Any and all questions regarding this document must be addressed to the purchaser named on the cover sheet of this document. Do not contact the user directly. Any and all revisions to this document shall be made only by written addendum. The bidder is cautioned that the requirements of this bid can be altered only by written addendum and that verbal communications from whatever source are of no effect.

12. ACCEPTANCE AND REJECTION: The University reserves the right to reject any and all bids, to waive any informality in bids and, unless otherwise specified by the bidder, to accept any item in the bid. If a unit price or extended price is obviously in error and the other is obviously correct, the incorrect price will be disregarded.

13. REFERENCES: The University reserves the right to require a list of users of the exact item offered. The quote evaluators may contact these users to determine acceptability of the bid. Such information may be considered in the evaluation of the bid.

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14. TAXES:

• FEDERAL: All agencies participating in this contract are exempt from Federal Taxes, such as excise and transportation. Exemption is claimed under Registry No. 56-70-0047K as provide by Chapter 32 of the Internal Revenue Code.

• OTHER: Prices offered are not to include any personal property taxes, nor any sales or use tax (or fees) unless required by the North Carolina Department of Revenue.

15. AWARD OF CONTRACT: As directed by statute, qualified bids will be evaluated and acceptance may be made of the lowest and best bid most advantageous to the University as determined upon consideration of such factors as: prices offered; the quality of the articles offered; the general reputation and performance capabilities of the bidders; the substantial conformity with the specifications and other conditions set forth in the bid; the suitability of the articles for the intended use;

the related services needed; the date or dates of delivery and performance; and such other factors deemed by the University to be pertinent or peculiar to the purchase in question. Unless otherwise specified by the University or the bidder, the University reserves the right to accept any item or group of items on a multi-item bid.

The University reserves the right to make partial, progressive or multiple awards: where it is advantageous to award separately by items; or where more than one supplier is needed to provide the contemplated requirements as to quantity, quality, delivery, service, geographical areas; other factors deemed by the University to be pertinent or peculiar to the purchase in question.

16. HISTORICALLY UNDERUTILIZED BUSINESSES: Pursuant to General Statute 143-48 and Executive Order #150, the University invites and encourages participation in this procurement process by businesses owned by minorities, women, disabled, disabled business enterprises and non-profit work centers for the blind and severely disabled.

17. CONFIDENTIAL INFORMATION: Contractors should give specific attention to the identification of those portions of their proposals that they deem to be trade secrets and provide any justification why such materials, upon request, should not be disclosed. However, if the information you deem confidential is NOT a trade secret then the information will be released. The University may only keep information confidential to the extent permitted by NCAC T01:05B.1501 and G.S.

132-1.3.

Contractors shall clearly identify each and every section that is deemed to be confidential, proprietary or a trade secret (it is NOT sufficient to preface your proposal with a proprietary statement, or to use a page header or footer that arbitrarily marks all pages as confidential). Any individual section of the proposal that is not labeled as confidential with an accompanying statement concerning the rationale for its claimed confidentiality shall be considered public information.

CONFIDENTIALITY OF BIDS: In submitting its quote, the Bidder agrees not to discuss or otherwise reveal the contents of the quotes to any source outside of the University, until after the award of the contract. All Bidders are advised that they are not to have any communications with the using department during the evaluation of the bids (i.e., after the opening of the bids and before the award of the contract), unless the University’s purchaser contacts the Bidder(s) for purposes of seeking clarification. A Bidder shall not: transmit to the using department any information commenting on the ability or qualifications of any other Bidder to provide the advertised good, equipment, commodity; defects, errors and/or omissions in any other Bidder’s quote and/or prices at any time during the procurement process; and/or engage in any other communication or conduct attempting to influence the evaluation and/or award of the contract that is the subject of this RFQ. Bidders not in compliance with this provision may be disqualified, at the option of the University, from the contract award. Only those communications authorized by this RFQ are permitted.

18. SAMPLES: Sample of items, when required, must be furnished as stipulated herein, free of expense, and if not destroyed will, upon request be returned at the bidder’s expense. Request for the return of samples must be made within 10 days following date of bid opening. Otherwise the samples will become the University’s property. Each individual sample must be labeled with the bidder’s name, bid number, and item number. A sample on which an award is made, will be retained until the contract is completed, and then returned, if requested, as specified above.

19. PROTEST PROCEDURES: A party wanting to protest a contract award pursuant to this solicitation must submit a written request to the Director of Purchasing, North Carolina State University, Purchasing Department, Campus Box 7212, Raleigh, NC 27695-7212. This request must be received in the University Purchasing Department within thirty (30) consecutive calendar days from the date of the contract award, and must contain specific sound reasons and any supporting documentation for the protest. NOTE: Contract award notices are sent only to those actually awarded contracts, and not to every person or firm responding to this solicitation. Offerors may call the purchaser listed on the first page of this document to obtain a verbal status of contract award. All protests will be handled pursuant to the North Carolina Administrative Code, Title 1, Department of Administration, Chapter 5, Purchase and Contract, Section 5B.1519.

20. MISCELLANEOUS: Masculine pronouns shall be read to include feminine pronouns, and the singular of any word or phrase shall be read to include the plural and vice versa.

21. RECIPROCAL PREFERENCE: G.S. 143-59 establishes a reciprocal preference law to discourage other states from applying in-state preferences against North Carolina’s resident bidders. The “Principal Place of Business” is defined as the principal place from which the trade or business of the bidder is directed or managed.

(General 1/24) 3

22. ENTERPRISE-LEVEL IT SYSTEMS OR TECHNOLOGIES: The University is committed to promote and integrate universal IT accessibility in the delivery of its resources and to develop innovative solutions to accessibility challenges for students, faculty and staff. Vendors must:

a. Assure all features, components and sub-systems of the software or IT System contained on this RFQ fully comply with Section 508 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 794d), (http://www.section508.gov);

OR

Detail why any feature, component or sub-system contained in this RFQ doe s not fully comply with Section 508, and the way in which the proposed product is out of compliance;

b. If the Voluntary Product Accessibility Templates (VPAT) (http://www.access-star.org/ITI-VPAT-v1.2.html) are used, they must include compliance checklists for:

1. Technical Standards,

2. Function and Performance Criteria

3. Documentation and Support

c. The product offered in response to this RFQ is subject to an accessibility evaluation by the University.

http://www.section508.gov/ http://www.access-star.org/ITI-VPAT-

(General 1/24) 4

NORTH CAROLINA STATE UNIVERSITY

GENERAL CONTRACT TERMS AND CONDITIONS

1. GOVERNING LAW: This contract is made under and shall be governed and construed in accordance with the laws of the State of North Carolina.

2. SITUS: The place of this contract, its situs…