PCS 137 - SERVICES

Version 2.10 Page 1 of 47 Revised 03/18/2026

Stephanie Muth, Executive Commissioner

Invitation for Bids (IFB) for

Fire Alarm Inspections, Maintenance, and Service at San Angelo State

Supported Living Center

IFB No. # HHS0017792

NIGP Class/Item No(s): 936-33 Fire Protection Equipment and Systems

Including Fire Hydrants, Fire Sprinkler Systems, Smoke Detectors, Jaws of

Life, Fire Protection Material Treatment, Firestop and Fire Barriers, etc.

Inspection, Maintenance and Repair

Procurement Schedule - All Times are Central Time Reference Section 2 for further information

IFB Date Posted to ESBD August 06, 2026

Questions or Clarifications Submission Deadline August 12, 2026

Responses to Questions or Clarifications - Addendum posted on the ESBD

August 17, 2026

Response Deadline: Responses to this IFB must be received August 20, 2026 10:30 AM

Version 2.10 Page 2 of 47 Revised 03/18/2026

Anticipated Contract Start Date September 2026

Version 2.10 Page 3 of 47 Revised 03/18/2026

Table of Contents 1 Introduction and Purpose of IFB

1.1 Authority

1.2 Historical Monetary Value

1.3 No Guarantee of Volume, Usage or Compensation

1.4 Negotiation, Exceptions or Assumptions

1.5 IFB Components

2 Procurement Schedule 3 Withdrawal or Amendment of Response 4 HHSC Overview 5 Definitions 6 General IFB Information

6.1 Sole Point of Contact and Communications

6.2 Exception to the Sole Point of Contact

6.3 Binding Offer Period

6.4 Costs Incurred

6.5 Changes, Modifications and Cancellation

6.6 Ambiguity, Conflict, Discrepancy

6.7 IFB Questions or Clarifications

6.8 Notification of Addenda or Cancellation

6.9 Pre-Bid Meeting ADA Accommodations

7 Scope of Work (SOW)

7.1 Scope of Services to be Performed

8 HUB Subcontracting Plan (HSP) Requirements 9 Pricing Information

9.1 Pricing Structure

9.2 Price Adjustments

10 Changes to The Contract 11 Contract Term

11.1 Term of Contract

11.2 Initial Contract Term:

11.3 Extension Option

12 Contract Administration/ Purchase Order Administration

12.1 Contract Manager/Program Lead

12.2 Performed Services Monitoring

12.3 Performance Reporting

12.4 Contractor Response to Notification of Non-Material Deficiency

Version 2.10 Page 4 of 47 Revised 03/18/2026

12.5 Corrective Action Plan (The Plan)

12.6 Performance Issues

12.7 Public Information Act – Bidder Requirements Regarding Disclosure

12.8 Bidder Waiver – Intellectual Property

13 Invoicing and Payment

13.1 Bill-to Address

13.2 Invoice Information

13.3 Payment

13.4 Invoice Submission

13.5 Disputed Invoice(s)

14 Insurance Requirements

14.1 Specific Insurance Requirements

14.2 Alternative Insurability

15 Screening of Responses

15.1 Administrative Screening

15.2 Irregularities

16 Evaluation

16.1 Evaluation of Responses

16.2 Conformance with State Law for Evaluation

16.3 Specific Evaluation Criteria

17 Award 18 Standards of Conduct for Vendors 19 Disclosure of Interested Parties 20 Protest Procedures Appendix A – Submission Instructions and Response Checklist

Version 2.10 Page 5 of 47 Revised 03/18/2026

1 Introduction and Purpose of IFB

The Texas Health and Human Services Commission (HHSC) is an agency within the Texas Health and Human Services (HHS) system. The Procurement and Contracting Services (PCS) division of HHSC administers IFBs for HHS.

HHSC PCS is seeking competitive bids to establish contract(s) for inspections, testing and as-needed repair services for fire alarm, sprinkler, suppression, backflow, sensitivity, and fire extinguisher systems located at San Angelo State Supported Living Center (SGSSLC). All services performed by Contractor must meet or exceed National Fire Protection Association (NFPA) 1 Fire Code (2012 Edition) and all other applicable state Texas Administrative Code and NFPA Codes and Standards.

Both HHS Agencies, HHSC and DSHS, will be entitled to use any contract awarded as a result of this IFB.

To be considered for award, Bidders must submit a comprehensive Response which includes all required information and documentation as outlined in this IFB to ensure the Bidder meets all requirements, possesses the required experience and qualifications, and has the capacity to provide the services described in this IFB. See Appendix A, Submission Instructions and Response Checklist.

1.1 Authority

HHSC is soliciting the services stated in this IFB under Texas Government Code 2157.006(a)(2) Purchase of Automated Information Systems.

1.2 Historical Monetary Value

Historical spend for the same or similar services is $75,324.78 for the period of one twelve (12) month term.

1.3 No Guarantee of Volume, Usage or Compensation

HHS Agency does not guarantee any volume, usage, or compensation to be paid to any Contractor under any Contract resulting from this IFB. Additionally, all HHS Agency contracts are subject to appropriations, the availability of funds, and termination.

The estimated historical spend included in Section 1.2 is provided only as a guideline for preparing the pricing response and should not be construed as representing anticipated or actual quantities that will be required.

1.4 Negotiation, Exceptions or Assumptions

Negotiations are prohibited under the IFB procurement method under most circumstances, and even then, the scope of permissible negotiations is limited and may not result in a material change to the scope of work or specifications as advertised in this IFB.

Version 2.10 Page 6 of 47 Revised 03/18/2026

Bidders should NOT submit exceptions to this IFB which could result in disqualification of a Response. No changes to a Response can be made after the submission deadline.

No assumptions should be included in a Response. The inclusion of assumptions could result in disqualification of a Response. Instead, a Bidder should advance assumptions and seek clarification of a section of this IFB, any Exhibits or attachments, in the form and manner required in Section 6.7 IFB Questions or Clarifications.

1.5 IFB Components

This IFB includes the following items:

PCS 137 IFB (this document)

Exhibit A – HHS Solicitation Affirmations

Exhibit B – PCS 111-Contract Affirmations and HHS Uniform Terms and Conditions (UTCs)

Exhibit C – Pricing Sheet

Exhibit D – Bidder Reference and Contractor Qualifications Form

Exhibit E – HHS Online Bid Room Information

Exhibit E-1- PCS Map

Exhibit F – Fire Alarm Equipment

2 Procurement Schedule

The Procurement Schedule dates on the cover page of this IFB are subject to change. HHSC reserves the right to modify these dates at any time by issuing an addendum. Any events listed in the Procurement Schedule after the Response Deadline will occur at the discretion of HHSC.

Responses must be received by HHSC prior to the Response Deadline as indicated in the Procurement Schedule. Every Bidder is solely responsible for ensuring its Response is received by HHSC before the Response Deadline in accordance with all requirements regarding submission. HHSC is not responsible for lost, misdirected or late Responses.

By submitting a Response, the Bidder represents and warrants that the individual submitting the Response, inclusive of the documents made part of the Response, is authorized to sign on behalf of the Bidder, and to bind the Bidder under any Contract that may result from this IFB.

Version 2.10 Page 7 of 47 Revised 03/18/2026

3 Withdrawal or Amendment of Response

Bidders may withdraw or amend their Responses at any time prior to the Response Deadline by e-mailing the point of contact listed in Section 6.1 (Sole Point of Contact and Communications).

The e-mail subject line for withdrawal or response amendment should contain the IFB number as indicated on the cover page of this IFB. The Bidder is solely responsible for ensuring the email is received by HHSC before the Response Deadline. HHSC is not responsible for lost or misdirected e-mails.

4 HHSC Overview

The Health and Human Services Commission (HHSC) was created in 1991 to oversee and coordinate the planning and delivery of health and human services in Texas. It is established pursuant to Chapter 523, Texas Government Code and is responsible for oversight of Texas Health and Human Services agencies.

PCS administers the procurement process, which includes IFB announcement and publication, Bidder communications, receipt of Responses, screening of timely received responses, and facilitating the evaluation of qualified Responses. PCS, in coordination with each HHS program, manages the execution of the award, through issuance of Purchase Order(s) or other Contract document, resulting from this IFB.

5 Definitions

Unless the context clearly indicates otherwise, throughout this IFB, the definition given to a term below applies whenever the term appears in this IFB, in any Response (Bid) submitted in response to this IFB, and in any Contract awarded as a result of this IFB. All other terms have their ordinary and common meaning.

a) Addendum – A written clarification or revision to this IFB issued by HHSC.

b) Bidder – The entity or individual that submits a response to this IFB. Includes anyone acting on behalf of the entity or individual that submits a response, such as an agent, employee, or representative. See also Respondent below.

c) Contract –The signed Purchase Order or Signature Document, the Uniform Terms and Conditions, Affirmations, along with any Attachments, Exhibits and any Amendments, purchase orders, or Work Orders that may be issued by HHSC, to be incorporated by reference for all purposes as a result of this IFB.

d) Contractor - Each Bidder, business entity or individual, if any, awarded a Purchase Order or other Contract to provide the services or goods as a result of this IFB.

e) Contract Term – The period of time during which the Purchase Order or Contract is in effect from the start date through the end date and may include renewal or extension periods.

Version 2.10 Page 8 of 47 Revised 03/18/2026

f) Debarment – An exclusion from contracting or subcontracting with state agencies on the basis of cause pursuant to Title 34, Part 1, Chapter 20, Subchapter G of the Texas Administrative Code, and the Federal System for Award Management (SAM).

g) Deliverables – The services or goods specified in this IFB and any resulting Contract that the Contractor shall perform or deliver to the HHS Agency.

h) Electronic State Business Daily (ESBD) - The electronic online directory, administered by the Comptroller of Public Accounts, Statewide Procurement Division (SPD), for publishing procurement opportunities which exceed $25,000 in total estimated value and for providing public notice of contract awards. The ESBD may be accessed through the CPA web site at: https://www.txsmartbuy.gov/esbd.

Note: The Texas Comptroller of Public Accounts (CPA) recommends utilizing Google Chrome when navigating CPA websites.

i) Exhibit – A document, included as an attachment to this IFB, which provides terms and conditions, additional requirements and information related to this IFB.

j) HHS Agency - HHSC or any of the agencies of the State of Texas that are overseen by HHSC under authority granted under state law and the officers, employees, authorized representatives, and designees of those agencies. These agencies include: HHSC and the Department of State Health Services (DSHS), separately or combined. May also be referred to as System Agency.

k) IFB - This document, including all exhibits, attachments, appendices, or Addenda (if applicable). May also be referred to as Invitation for Bids.

l) NIGP (The National Institute of Governmental Purchasing (NIGP) Commodity Book) – The Class-Item numbering and descriptions used by state agencies to properly code services or products for a procurement.

m) Purchase Order – A legally enforceable agreement issued by HHSC indicating types, quantities, and agreed pricing for services and goods the Contractor will provide under any Contract resulting from this IFB.

n) Response – All information and materials submitted by a Bidder in response to this IFB.

May also be referred to as Bid or Bid Response.

o) Respondent – A term interchangeable with Bidder.

p) Scope of Work – The description of requirements, services, specifications for goods which may be required, and deliverables as provided in this IFB and any resulting Contract which the Contractor is required to provide.

q) Subcontractor - Any entity or individual that enters into a contract with the Contractor to perform part or all of the obligations of the Contractor under the Contract.

r) Texas Identification Number (TIN) – The 11-digit identification number set up through the Texas Comptroller of Public Accounts which is required for any entity or individual to

Version 2.10 Page 9 of 47 Revised 03/18/2026 receive payment under a Contract with the State of Texas. Also known as Texas Payee ID Number. Further information regarding this number may be accessed via the CPA Fiscal Management TexPayment Resource web page at:

https://fmx.cpa.texas.gov/fm/pubs/payment/gen_prov/index.php?s=payee_numreq&p =payee_numreq.

s) Unit of Measure – The set unit of measure (UOM), included on the Pricing Sheet, used for payment of the services under the Contract or Purchase Order. May be hourly, daily, weekly, monthly, etc.

t) Unit Rate – The set rate per the unit of measure (UOM) used for payment of the services, included on the Price Sheet, under the Contract or Purchase Order. May be hourly, daily, weekly, monthly, etc.

u) Vendor – A business entity or individual that supplies services or goods and may be a potential Bidder to this IFB.

6 General IFB Information

6.1 Sole Point of Contact and Communications

The HHSC PCS Sole Point of Contact for inquiries concerning this IFB is:

Steve Ruiz, CTCD/CTCM

Procurement and Contracting Services Building 1100 W 49th St. MC: 2020 Austin, TX 78756

512-776-2106 steve.ruiz@hhs.texas.gov

Bidders shall NOT use the e-mail address above for submission of a Response to this IFB. See Appendix A for submission requirements.

Bidders shall direct all communications, including questions or clarifications relating to this IFB, by e-mail to the HHSC PCS Sole Point of Contact named in Section 6.1 (Sole Point of Contact and Communications); communications by phone will not be accepted except for purposes such as instructing a potential Respondent through an IT system or website referenced in this Solicitation.

All other communications between a Bidder and HHS agency staff concerning this IFB are prohibited. In no instance is a Bidder to discuss cost information regarding this IFB with the HHSC PCS Sole Point of Contact or any other HHS staff. Failure to comply with these requirements may result in disqualification of the Response.

The Sole Point of Contact will authorize a secondary Sole Point of Contact in the event of their absence and, in such an event, will include the contact information for the secondary Sole Point

Version 2.10 Page 10 of 47 Revised 03/18/2026 of Contact in their automatic reply out-of-office e-mail message. See also Section 6.2 (Exception to Sole Point of Contact) below.

This restriction (as to only communicating in writing with the HHSC Sole Point of Contact identified above) does not preclude discussions between Bidder and agency personnel for the purposes of conducting business unrelated to this IFB.

6.2 Exception to the Sole Point of Contact

The only exceptions to the Sole Point of Contact are the HUB Coordinator, or, if expressly directed by the Sole Point of Contact, another designated System Agency representative.

6.3 Binding Offer Period

By submitting a Response to this IFB, Bidder agrees that its Response will remain a firm and binding offer for 240 days, as stated in the HHS Solicitation Affirmations (Exhibit A).

Bidder may extend the time for which its Response will be firm and binding and include the extended period in the Response.

6.4 Costs Incurred

Bidder understands that issuance of this IFB or retention of responses in no way constitutes a commitment by HHSC to award a Contract. HHSC accepts no obligations for costs incurred in preparing and submitting a response, including, but not limited to, preparing for or participating in a vendor conference or site visit.

Responses shall be submitted at the sole expense of the Bidder. All responses shall be prepared simply and economically, providing a straightforward, concise delineation of the Bidder’s capabilities to satisfy the requirements of this IFB.

6.5 Changes, Modifications and Cancellation

HHSC reserves the right to change, amend, or modify this IFB prior to the Response Deadline indicated in the Procurement Schedule (cover page of this IFB). Changes, amendments, and modifications will be processed through one or more Addendum. The notification for any Addendum will be processed in accordance with Section 6.8.

HHSC reserves the right to cancel this IFB at any time. The notice of cancellation will be in accordance with Section 6.8.

6.6 Ambiguity, Conflict, Discrepancy

Bidders must notify the Sole Point of Contact, Section 6.1, of any ambiguity, conflict, discrepancy, exclusionary specification, omission, or other error in the IFB in the manner and by the deadline for submitting questions.

Version 2.10 Page 11 of 47 Revised 03/18/2026

If Bidder fails to properly and timely notify the Sole Point of Contact, Section 6.1, of any ambiguity, conflict, discrepancy, exclusionary specification, omission or other error in the IFB, the Bidder, whether awarded a contract or not:

a) shall have waived any claim of error or ambiguity in the IFB and any resulting contract,

b) shall not contest the interpretation by HHSC of such provision(s), and

c) shall not be entitled to additional compensation, relief, or time by reason of ambiguity, conflict, discrepancy, exclusionary specification, omission, or other error or its later correction.

6.7 IFB Questions or Clarifications

HHSC will allow questions and requests for clarification regarding this IFB if submitted by e-mail to the Sole Point of Contact, Section 6.1, by the deadline established in the Procurement Schedule (cover page of this IFB) or deadlines established in subsequent Addenda. Responses to questions or other written requests for clarification will not be provided individually to requestors but will be consolidated in one or more Addenda.

HHSC reserves the right to amend the answers to questions or clarifications prior to the Response Deadline (cover page of this IFB) through a new Addendum. The notification will be processed in accordance with Section 6.8 (Notification of Addenda or Cancellation).

6.7.1 Submission of Questions or Clarifications

All questions and requests for clarification must be submitted by e-mail and include the following information:

a) IFB Number and Title of IFB (cover page of this IFB) must be included in the e-mail subject line and in the e-mail body;

b) Section or Paragraph number from this IFB;

c) Page Number of this IFB;

d) Exhibit name, Section or Paragraph, page number from the Exhibit;

e) Language, Topic, Section Heading being questioned or requested for clarification;

f) Requestor Contact Information must be included in the body of the e-mail.

Questions or requests for clarification received after the deadline set in the Procurement Schedule (cover page of this IFB), or deadlines established in subsequent Addenda, may be reviewed by HHSC but will not be answered.

6.8 Notification of Addenda or Cancellation

6.8.1 Addenda Notification

Version 2.10 Page 12 of 47 Revised 03/18/2026

All addenda will be posted to the ESBD. It is the responsibility of each potential Bidder to monitor the ESBD for any Addenda affecting this IFB. Failure to check the ESBD will in no way release any potential Bidder or awarded Contractor from the requirements of posted Addenda.

No HHS Agency will be responsible or liable in any regard for the failure of any Bidder or awarded Contractor to stay informed of all postings to the ESBD. If the Bidder fails to monitor the ESBD for any changes or modifications to this IFB, such failure will not relieve the Bidder or Contractor of its obligation to fulfill the requirements as posted.

Bidder must acknowledge receipt of any addenda by signing and returning SOLICITATION ADDENDUM ACKNOWLEDGEMENT FORM posted to the ESBD with your solicitation response in accordance with the submission options outlined in the solicitation.

6.8.2 Cancellation Notification

HHSC reserves the right to cancel this IFB at any time. Notice of the cancellation will be posted on the ESBD. Bidders are responsible for monitoring the ESBD frequently for notices regarding this IFB.

6.9 Pre-Bid Meeting ADA Accommodations

People who require ADA accommodations and wish to attend or participate in the pre-bid meetings and require auxiliary aids or services should contact the Sole Point of Contact identified in Section 6.1 (Sole Point of Contact and Communications), at least seventy-two (72) hours before the meeting in order to have reasonable accommodations made by HHSC.

6.9.1 Attendance Log

Attendees, in person, are required to sign an attendance log at the conference or on-site visit.

HHSC will not be held responsible for an attendee’s failure to sign in on the attendance log.

For conference calls and webinars, participants will be added to the attendance log and should have the following information ready and properly announced or submitted:

a) Legal business entity name or name of individual which will be used if submitting a response to this IFB or subcontractor acting on behalf of the legal business entity;

b) Name and title of each representative on the call or webinar; and

c) E-mail address for the point of contact

Version 2.10 Page 13 of 47 Revised 03/18/2026

7 Scope of Work (SOW)

7.1 Scope of Services to be Performed

The required services to be provided are for inspections, testing and as-needed repair services for fire alarm, sprinkler, suppression, backflow, sensitivity, and fire extinguisher systems located at San Angelo State Supported Living Center (SGSSLC).

All services performed by Contractor must meet or exceed National Fire Protection Association (NFPA) 1 Fire Code (2012 Edition) and all other applicable state Texas Administrative Code and NFPA Codes and Standards.

Contractor shall coordinate with San Angelo State Supported Living Center designee the proposed schedule for all inspections at contract award.

Contractor shall confirm all scheduled inspections with San Angelo State Supported Living Center designee via phone and email, at minimum, seventy-two (72) hours prior to services commencing unless otherwise approved by San Angelo State Supported Living Center designee.

Prior to performing any service under this SOW, the Contractor and its personnel shall:

a) Coordinate with San Angelo State Supported Living Center if Contractor requires staging area(s)for equipment while performing services.

b) Notify San Angelo State Supported Living Center of all Contractor personnel to perform services, including first and last name, title, and certifications.

c) Sign in at the Maintenance Office.

d) Inspect all work areas and surfaces for pre-existing defects or deficiencies outside the scope of work of this solicitation and report all deficiencies to the Maintenance Director.

Should Contractor fail to notify any preexisting deficiencies to San Angelo State Supported Living Center, the deficiency shall become the sole responsibility of the Contractor.

Contractor shall provide, at minimum, one (1) field supervisor to oversee all installation, repair, and maintenance services at San Angelo State Supported Living Center.

Equipment, Inspection and Testing Schedules

All inspection and preventive maintenance services shall be performed in the first week of the scheduled month unless otherwise approved by San Angelo State Supported Living Center.

Upon completion of inspection and testing services, the Contractor shall provide, for San Angelo State Supported Living Center review and approval, an inspection report including the following:

a) Service ticket number

b) Device or equipment

Version 2.10 Page 14 of 47 Revised 03/18/2026

c) Date and time of inspection

d) Technician first and last name, title, and certifications

e) Location and building number

f) Occupancy classification

g) Applicable inspection code

h) Visual and function test results

i) A detailed quote per device or equipment deficiency and shall include, at minimum, required correction, equipment, or part, make and model number, price, and estimated labor.

Contractor shall provide all documentation and reports via email within five (5) business days of services completion.

All openings in rated walls, ceilings and floors associated with new systems installed as part of this contract shall be fire or smoke sealed in accordance with the applicable NFPA rating.

Fire Alarm Inspections and Testing Services

All fire alarm inspections must meet or exceed NFPA 72 National Fire Alarm and Signaling Code 2010 edition, NFPA 25 Standard for the Inspection, Testing, and Maintenance of Water-Based Fire Protection Systems 2011 edition, NFPA 101 Life Safety Code 2012 edition and Joint Commission EC.02.03.05, as applicable.

Fire alarm inspections shall occur:

a) Annual – November

b) Semi-Annual - November and May

c) Quarterly - November, February, May, and August

Inspections shall include, at minimum:

a) Smoke test via magnet or smoke test

b) Heat detector

c) Duct detector

d) Manual pull stations

e) Relay and control system

f) Elevator recall

g) Audible and visual devices

h) Electronic magnet releasing devices

i) Communicator

j) Fire Damper

Version 2.10 Page 15 of 47 Revised 03/18/2026

k) Delayed Egress Doors, where applicable

Sprinkler Inspections and Testing Services

All sprinkler inspections must meet or exceed NFPA 72 National Fire Alarm and Signaling Code 2010 edition, NFPA 25 Standard for the Inspection, Testing, and Maintenance of Water-Based Fire Protection Systems 2011 edition, NFPA 101 Life Safety Code 2012 edition and Joint Commission EC.02.03.05 as applicable.

Sprinkler inspections shall occur:

a) Annual – November

b) Semi-Annual – November and May

c) Quarterly - November, February, May, and August

Inspections shall include at minimum:

a) Valve tamper switch

b) Sprinkler water flow switches

c) Vane type

d) Pressure switch

e) Sprinkler system gauges

Sprinkler Obstruction Inspection and Testing Services

All sprinkler obstruction inspections must meet or exceed NFPA 72 National Fire Alarm and Signaling Code 2010 edition and NFPA 25 Standard for the Inspection, Testing, and Maintenance of Water-Based Fire Protection Systems 2011 edition as applicable.

Sprinkler obstruction inspections shall occur:

a) Every 5 years - due April 2028

Inspections shall include water flow obstruction and replacing sprinkler gauges as applicable.

Backflow Prevention Inspection and Testing Services

All backflow prevention inspections and tests must meet or exceed NFPA 72 National Fire Alarm and Signaling Code 2010 edition and NFPA 25 Standard for the Inspection, Testing, and Maintenance of Water-Based Fire Protection Systems 2011 edition as applicable.

Backflow prevention inspections shall occur:

Version 2.10 Page 16 of 47 Revised 03/18/2026

a) Annual – May

Inspection shall be conducted when main water supply is through the back flow preventer or pressure reducing valve.

Hood Suppression System Inspection and Testing Services

All hood suppression system inspections and tests must meet or exceed NFPA 10 Standard for Portable Fire Extinguishers 2010 edition, NFPA 17 Standard for Dry Chemical Extinguishing Systems 2011 edition, NFPA 96 Standard for Ventilation Control and Fire Protection of Commercial Cooking Operations 2011 edition and 28 TAC §34.517, as applicable.

Hood suppression system inspections shall occur:

Semi-Annual – October and April

Inspections shall include at minimum:

a) System Inspection Check Points:

1. All systems are Underwriters Laboratories (UL) 300 compliant

2. All equipment within hood protection areas including detection and actuation cables

3. Cylinders free of defect, are securely mounted and easily accessible

4. Initiator cartridges - hydrostatic test as applicable

5. Duct and plenum spray coverage span with correct nozzles

6. Exhaust fan and required warning signage

7. Quartzoid links inspected and cleaned

8. Grease filters

9. Hood cleaned with service dates

10. Appropriate spacing between all open flames, appliances, filters, and fryers

11. Accessible pull station no farther than twenty (20) feet from hazardous area

12. Nozzle fan spray has appropriate coverage and angle and has no internal or external obstructions

13. Unnecessary penetrations sealed with fire caulk

14. Piping and conduit braced per specifications

15. Pressure gauges

16. Piping components fully operational

b) System Test Points:

1. System test operated from terminal link

2. Detection link cable has proper tension and travel

Version 2.10 Page 17 of 47 Revised 03/18/2026

3. System test operated from manual pull station

4. Electrical shut down function

5. Gas shut down function

6. Micro switch operation

7. Air exhaust system shuts down upon activation

8. Building alarm reports system activation

c) Post Service Check Points:

1. All safety pins and service tools removed

2. Contractor shall demonstrate to San Angelo State Supported Living Center how to manually operate the system

3. Reset circuit breakers

4. Confirm all appliances are fully operational as required

5. Test and replace fusible links as applicable

6. Inspect and replace rubber blow off caps as applicable

7. Relight all gas appliance pilot lights

8. Reset system

9. System is fully operational

10. Inspect and confirm service tag on cylinder and cabinet, tamper seals on control box, manual and automatic pull stations are easily accessible.

Fire Alarm Smoke Sensitivity Inspection and Testing Services

All fire alarm smoke sensitivity inspections and tests must meet or exceed NFPA 72 National Fire Alarm and Signaling Code 2010 edition as applicable.

a) Biennial -due May 2026 and May 2028

Contractor shall only use a magnet for sensitivity testing.

Hydro and Fire Department Connection (FDC) Inspection and Testing Services

All hydro and FDC inspections and tests must meet or exceed NFPA 25 Standard for the Inspection, Testing, and Maintenance of Water-Based Fire Protection Systems 2011 edition as applicable.

Quarterly – due November, February, May, and August Inspections shall include checking all connection valves and seals.

Control Panel Equipment Function Inspection and Testing Services

Version 2.10 Page 18 of 47 Revised 03/18/2026

All control panel equipment function inspection and testing services must meet or exceed NFPA 72 National Fire Alarm and Signaling Code 2010 edition as applicable.

a) Annual – November

Inspections shall include, at minimum:

a) Fuses

b) Lamps

c) LEDs

d) Interface equipment

e) Primary power supply

f) Test to verify the correct receipt of an alarm supervisory or trouble signal and power supply, and loss of power signal.

Main Drain and System Riser Inspection and Testing Services

All drain and riser inspections and tests must meet or exceed NFPA 72 National Fire Alarm and Signaling Code 2010 edition and, NFPA 25 Standard for the Inspection, Testing, and Maintenance of Water-Based Fire Protection Systems 2011 edition as applicable.

a) Annual – November

b) Semi-Annual – November and May

c) Quarterly - November, February, May, and August

Inspections shall include, at minimum:

a) Main drain empties as required

b) Riser system is at full pressure

Battery Sealed Lead Acid Inspection and Testing Services

All battery inspections and tests must meet or exceed NFPA 72 National Fire Alarm and Signaling Code 2010 edition as applicable.

a) Quarterly -November, February, May, and August

Inspections shall include, at minimum:

a) Conducting a charge test

b) 30-minute discharge test or by battery load tester

c) Remote annunciator functioning

d) Check batteries for corrosion and leakage,

e) With a charger disconnected, the battery should be load tested.

Version 2.10 Page 19 of 47 Revised 03/18/2026

Load Voltage Inspection and Testing Services

All inspections and tests must meet or exceed NFPA 72 National Fire Alarm and Signaling Code 2010 edition as applicable.

Semi-Annual – November and May

Inspections and tests shall include, at minimum:

a) Conducting a charge test

b) 30-minute discharge test

c) Remote annunciator functioning

d) Check batteries for corrosion and leakage,

e) With a charger disconnected, the battery should be load tested.

Fire Panel Batteries Inspection and Testing Services

All fire panel battery inspections and tests must meet or exceed NFPA 72 National Fire Alarm and Signaling Code 2010 edition as applicable.

a) Every three (3) years – inspections shall be coordinated with Facility as mutually agreed upon.

Portable Fire Extinguisher (PFE) Inspection and Testing Services

All portable fire extinguisher inspection and testing services must meet or exceed NFPA 10 Standards for Portable Fire Extinguishers, 2010 edition, as applicable.

b) Annual – November

Inspections shall include, at minimum:

g) Hoses

h) Gauges

i) Neck Assembly

j) Tank

k) Volume

As-Needed Repair Services Equipment, parts and materials for all as-needed repairs shall be new, in current production for commercial trade, quality material and without defect at time of installation, be installed per manufacturer specifications and must meet or exceed NFPA Codes and Standards, as applicable.

Version 2.10 Page 20 of 47 Revised 03/18/2026

a) Contractor shall provide, at minimum, full warranty coverage including labor, material, and equipment deficiencies for twelve (12) months or the manufacturer warranty, whichever is greater.

b) Contractor shall provide all warranty documentation prior to leaving job site.

c) All deficiencies shall be defined as red tag, yellow tag or recommended per Contractor or manufacturer.

Contractor shall coordinate all repair services with San Angelo State Supported Living Center.

May request some or all repairs be completed the same day, if applicable.

Contractor shall invoice as-needed repairs with inspection invoices. Upon completion of repair services, the Contractor shall provide, for San Angel State Supported Living Center review and approval, a detailed service and repair report including the following:

a) Service ticket number

b) Device or equipment

c) Date and time of inspection

d) Technician first and last name, title, and certifications

e) Location and building number

f) Occupancy classification

g) Applicable inspection code

h) Visual and function test results

i) Parts, materials, and labor remedying all deficiencies and as-needed repairs

7.1.1 Service Location(s)

HHS, at its sole discretion, with a 30 days’ advance written notice, reserves the right to change, consolidate, delete or add service locations.

a) Location(s) for Services

San Angelo State Supported Living Center

11640 US Highway 87 North, Carlsbad, Texas, 76934

HHSC Region No. 9

The Map (PDF) of the HHS Regions may be accessed at:

https://hhs.texas.gov/sites/default/files/documents/about-hhs/hhs-regional-map.pdf

b) Changes to service location(s) include but are not limited to: new office space within facility, office closure, consolidation of multiple offices increasing or decreasing square footage, expansion of an office into multiple offices, and relocation of office.

7.1.2 Performance Schedule

Version 2.10 Page 21 of 47 Revised 03/18/2026

Contractor shall perform contracted services, including any minor adjustment call-back services, Monday through Friday between the hours of 8 a.m. and 5 p.m. (Central Time). Contractor shall not interfere with normal flow of HHS Agency business at the service location.

Contractor shall acknowledge all service calls within thirty (30) minutes of HHS Agency request, unless the Response Deadline is extended by the HHS Agency Contract Manager.

7.1.3 Services Outside Regular Business Hours

Any services performed outside of regular business hours (8 a.m. to 5 p.m Central Time) must be requested and/or approved in writing by the HHS Agency Contract Manager and must be invoiced at the rate stated for Outside Regular Business Hours stated in Exhibit C – Pricing Sheet.

Services performed outside of the regular service hours without prior approval, will be at Contractor’s own risk and will be billed at the established Regular Business Hours service rate stated in Exhibit C – Pricing Sheet

Emergencies: The HHS Agency reserves the right to declare any necessary work within the Scope of Services to be an emergency during regular service hours or outside regular service hours, and will request emergency services in writing. Contractor shall respond on-site to a request for emergency services within one (1) hour of notification and continue work until the services requested are complete to the satisfaction of the HHS Agency.

7.1.4 State Holidays

The state holidays observed are maintained by the State Auditor’s Office and may be accessed at: https://hr.sao.texas.gov/Holidays. HHS Agency does not require services to be performed on the “All agencies closed” holidays and any exception will be provided in writing to the Contractor. HHS Agency requires services to be performed for “Optional Holidays” or “Skeleton Crew Required” holidays.

To fulfill the required services, as applicable, the Contractor may perform the services on a holiday observed by HHS at NO additional expense to the HHS Agency.

Authorized services performed by Contractor on a state holiday will be invoiced at the Contract rate for Outside Regular Hours.

7.1.5 Minimum Experience and Qualifications

These minimum requirements apply to the Contractor and Contractor’s personnel and any Subcontractor and Subcontractor’s personnel.

Bidder shall submit documentation of experience and qualifications with Response, if requested in Exhibit C– Pricing Sheet, including a list of all technicians and supervisors with licenses, certifications, and dates of required training, if requested in Exhibit C – Pricing Sheet.

a) The Bidder shall have relevant experience required for the performance of the services as outlined in this IFB. The minimum experience required is five (5) years.

Version 2.10 Page 22 of 47 Revised 03/18/2026

b) The Bidder’s personnel to be assigned to perform the services must be fully trained and, at minimum, have three (3) years’ relevant experience.

c) Required Licensure and Accreditation

d) Contractor must be licensed and registered per Texas Department of Licensing and Regulation (TDLR) in accordance with Texas Health and Safety Code 754.0171.

e) Contractor must be an authorized Honeywell notifier distributor. Personnel must be trained and licensed to perform services on Honeywell notifier systems.

f) All Contractor or Subcontractor personnel assigned to perform the services must be at least 18 years of age.

g) The Bidder must provide a minimum of three (3) verifiable references for current or previous contracts of the same size and for similar or same services within the last five

(5) years in Exhibit D – Bidder Reference Form and return with Response.

7.1.6 HHS Agency Responsibilities

a) The HHS Agency will provide reasonable access to the facility(s) and property where services are to be performed. San Angelo State Supported Living Center personnel shall escort Contractor during all inspections.

b) The HHS Agency is responsible for the following supplies to be used by the Contractor:

Personal Protective Equipment (PPE) as applicable per San Angelo State Supporting Living Center health and Safety Guidelines.

7.1.7 Contractor Responsibilities

The Contractor(s) is solely responsible for the performance of all services and requirements referenced in Section 7.1, Scope of Work and this IFB.

Contractor will not be relieved of its obligations for any nonperformance by its employees or Subcontractor(s).

a) The Contractor shall furnish all labor, tools, transportation, equipment, materials, and supplies, as necessary, to perform the services and/or provide the goods, as required.

a. Contractor shall not leave work site, tools, equipment, materials, or supplies unattended or unsecured at any time.

b) The Contractor shall be responsible for supervision of its employees and Subcontractor employees, together with clean up and proper disposal of any site work waste.

a. Contractor shall provide San Angelo State Supported Living Center the opportunity to review and reject all equipment to be removed from worksite for disposal prior to removing equipment from campus.

Version 2.10 Page 23 of 47 Revised 03/18/2026

b. Contractor shall always operate vehicles in a manner allowing for unexpected pedestrian circumstances.

c) The Contractor shall be responsible for all damages caused by the Contractor during services performance. Contractor shall repair or replace damage to its original condition or better.

d) The Contractor shall comply with all federal, state and local laws, statutes, ordinances, rules and regulations, and the orders and decrees of any court or administrative bodies or tribunals in any matter affecting the performance of the Contract including, if applicable, workers’ compensation laws, minimum and maximum salary and wage statutes and regulations, and licensing laws and regulations.

e) Contractor shall follow all traffic laws and courtesies while on Agency campus.

a. Contractor shall always yield right-of-way to all pedestrians.

b. Contractor shall always operate vehicles in a manner allowing for unexpected pedestrian circumstances.

f) All contractor vehicles must be locked, and keys removed when not in use.

a. Truck beds, cargo areas, and trailers shall be locked when Contractor is more than five (5) feet away or attention is needed away from vehicle.

g) The Contractor shall not engage in or encourage any activity or dialogue with San Angelo State Supported Living Center residents at any time.

a. Prohibit activity shall include, at minimum, exchange of monies, gifts or items, altercations, or lewd behavior of any degree.

b. Should the Contractor be witness to or the recipient of such behavior(s), the Contractor shall notify the Campus Operator or Maintenance Director immediately for assistance.

h) Training for Contractor Employees:

All Contractor employees, and Subcontractor’s employees, if applicable, assigned to perform the services must be trained and experienced in the type of work to be performed. The Contractor shall provide adequate training to all personnel assigned to perform the services on the roles, responsibilities, and technical aspects of the work.

The Contractor shall only provide and allow trained and qualified personnel to perform the required services under the Contract.

The Contractor is required to provide current copies of the completed training(s) and of the license or accreditation certificate related to the training upon request by the HHS Agency Contract Manager. This requirement also applies to Subcontractor(s) and Subcontractor’s personnel who may be used in the performance of services.

Version 2.10 Page 24 of 47 Revised 03/18/2026

7.1.8 Independent Contractor

It is understood and agreed by the HHS Agency and the Contractor that the Contractor is retained as an independent Contractor and in no event shall any employee hired by the Contractor be considered an employee of the State.

a) The Contractor shall not allow any visitors, spouses, children or other relatives of the Contractor’s or Subcontractor’s employees to be on state property in connection with the Contract during working hours.

b) The Contractor shall be responsible for all employment taxes and other payroll withholding for its employees.

c) The Contractor shall be responsible and liable for the safety and health of its personnel while they are performing work for an HHS agency and while on the HHS Agency premises.

d) The Contractor shall be responsible for verifying that all of its employees assigned to perform services under the Contract are in compliance with all requirements of the Immigration Reform and Control Act of 1986, Public Law 99-603, which became effective November 6, 1986, and any subsequent amendments.

e) The Contractor shall utilize the U.S. Department of Homeland Security’s E-Verify system during the term of the contract to determine eligibility of (A) all persons employed by the Contractor to perform duties within Texas; and (B) all persons, including subcontractors, assigned by the Contractor to perform work pursuant to the contract within the United States of America.

f) The Contractor and the assigned Contractor employees or the Contractor’s Subcontractor and Subcontractor employees assigned to perform the services must have all applicable permits, licenses, accreditations, and insurance coverage.

7.1.9 Contractor Equipment

The Contractor shall be responsible for the security, maintenance, loss or damage to its equipment or its Subcontractor’s equipment while on HHS Agency premises.

HHS Agency will NOT be responsible for damage to or loss of the Contractor’s or Subcontractor’s equipment.

7.1.10 Background Check for Personnel

The Contractor or an independent third party may need to conduct comprehensive, statewide Texas Department of Public Safety (DPS) criminal and sex offender background checks on all Contractor personnel (e.g., permanent and temporary personnel and/or Subcontractor and Subcontractor personnel) who will be assigned to perform the services under the Contract.

The Contractor shall be responsible for all background check expenses.

Version 2.10 Page 25 of 47 Revised 03/18/2026

The background checks must be conducted prior to any Contractor or Subcontractor personnel arriving on state property and beginning the required Contract services.

Supporting documentation confirming the completion of the background checks is subject to review upon request by the HHS Agency. Failure to produce the requested documentation, as with any violation of the Contract, constitutes grounds for termination of the Contract with cause.

The background checks shall include, but not be limited to, Social Security Number Verification.

Statewide criminal and sex offender records shall include, but not be limited to, all Texas counties and out-of-state counties based on the current and previous addresses of the key personnel for the last seven years.

Personnel with sex offender, child or adult abuse, or fraud convictions shall not be allowed to provide Contract services and shall not be allowed access to HHS Agency property, facilities, or documents in connection with the Contract.

Assigned personnel with misdemeanor convictions must receive prior approval by the HHS Agency before being allowed to work under this Contract.

7.1.11 Absenteeism and Vacation

The Contractor shall provide substitutes for any of its employees or Subcontractor’s employees providing services at the HHS facility who may be absent for any reason. The Contractor shall provide relief personnel as necessary and/or work overtime at no cost to the HHS Agency, to ensure that the requirements of this Contract are performed and accomplished as required.

7.1.12 Telephone Service

The Contractor shall have an active telephone service answered during normal business hours.

Normal business hours are between 8 a.m. and 5 p.m. Monday through Friday, unless otherwise stated in the IFB.

7.1.13 24-Hour Contact

The Contractor must provide the HHS Agency Contract Manager with 24-hour contact information for a minimum of two (2) Contractor personnel so the HHS Agency may communicate urgent performance issues that require immediate correction or any other issues that may occur. The Contractor’s 24-hour contact must always be available. Any urgent performance issues requiring immediate correction will be followed up in writing by the HHS Agency Contract Manager.

7.1.14 Contractor and Contractor Personnel Conduct

All personnel employed by the Contractor to fulfill the requirements and terms and conditions of the Contract remain under the Contractor’s sole direction and control.

Version 2.10 Page 26 of 47 Revised 03/18/2026

The following applies to the Contractor, Contractor employees, and, if applicable, the Contractor’s Subcontractor and Subcontractor’s employees.

7.1.14.1 Performance Compliance

While performing the services, all Contractor and Subcontractor personnel must comply with all applicable state rules, regulations, and HHS Agency’s requests regarding personal and professional conduct applicable to the services being provided as well as the service locations.

All personnel must always conduct themselves in a businesslike and professional manner.

If the HHS Agency determines that an employee of the Contractor or Subcontractor is not conducting himself or herself in accordance with the conduct standards under this Contract, the HHS Agency may provide written notice to the Contractor. Upon receipt of such notice, Contractor must promptly investigate the matter and take appropriate action that may include:

a) Removing the employee from the project;

b) Providing the HHS Agency with written notice of such removal; and

c) Providing the HHS Agency with the information for the replacement employee, who must be qualified and trained, within the timeline designated by the HHS Agency.

7.1.14.2 Contractor Supervisor(s) and Performance Monitoring

The Contractor shall provide competent supervisor(s) if the service location is at an HHS Agency facility. A Supervisor may be considered a roving Supervisor to monitor more than one location with approval from the HHS Agency Contract Manager.

All supervisors must be able to communicate in English verbally and in writing. The supervisor shall be knowledgeable of the Statement of Work (SOW) and requirements of the Contract.

The Contractor and the supervisors shall continuously monitor and maintain awareness, by personal inspection, of the quality and completeness of the work being performed. The Contractor and supervisor may be requested and required to inspect the HHS Agency facility with the HHS Agency Contract Manager or designee.

7.1.14.3 Personnel Removal and Replacement

a) Removal

The HHS Agency may request removal for cause of any Contractor or Subcontractor employee assigned to the Contract, including but not limited to:

1. poor or unacceptable work performance,

2. theft,

3. abusive language or behavior, or

4. improper attire, in accordance with the terms and conditions of the Contract.

Version 2.10…