Event_1277_-_Scope_of_Work.pdf

Bexar County Facilities Management Event # 1277 – Fire Alarm & Special Gas Systems Inspections

BEXAR COUNTY FACILITIES MANAGEMENT

FIRE ALARM & SPECIAL GAS SYSTEMS INSPECTIONS

Bexar County Facilities Management is seeking bids from well-qualified fire protection firms to perform full annual inspections of the fire alarm & special gas systems for various County facilities. Selected bidder must perform a complete annual test and inspection of all fire alarm and special gas systems according to National Fire Protection Agency (NFPA) standards and requirements.

A minimum of five (5) years of experience with similar scope is required, along with a minimum of three (3) references.

Inspections are to begin November 2026.

MANDATORY PRE-BID MEETING & SITE VISIT

The mandatory pre-bid meeting & site visit is held to brief prospective bidders after the bid has been issued, but before bids are submitted. Generally, the purpose is to explain and clarify complicated specifications and requirements. The mandatory meeting & site visit will not be used as a substitute for amending a defective or ambiguous invitation.

Prospective bidders are required to attend the mandatory site visits and are recommended to submit questions in advance via the supplier portal. Attendance is mandatory to submit a response. Attendees will need to provide their own Personal Protective Equipment (PPE). Proper dress attire required (i.e. no open-toe shoes, sleeveless tops, etc.) or bidder will not be able to attend the walkthrough.

Due to the number of locations, and the distance between buildings, two (2) different days have been scheduled in which to complete the site visits/walkthroughs. Attendance on both days, to all locations, is mandatory.

Upon arrival, all attendees must provide a valid state/government-issued I.D. I.D. Security screening is required for all vendors and vendor representatives entering County buildings, including any goods or equipment they bring with them.

Pre-Bid Dates: Tuesday, September 22, 2026 Wednesday, September 23, 2026

Time: Meet in the Bexar County Purchasing Bid Room at 8:30 AM (CT)

Location: Bexar County Purchasing Department

1103 South Frio, San Antonio, TX 78207

Bexar County Facilities Management Event # 1277 – Fire Alarm & Special Gas Systems Inspections

SITE VISIT SCHEDULE – THIRTY SIX (36) LOCATIONS

Group 1:

Bexar County AgriLife: 1615 Sherman Rd., San Antonio Texas, 78202 Bexar County Archives: 126 E. Nueva St., San Antonio Texas 78205 Bexar County Courthouse: 100 Dolorosa St., San Antonio Texas, 78205 Bexar County Justice Center: 300 Dolorosa St., San Antonio Texas, 78205 Bexar County Paul Elizondo Tower: 101 W. Nueva St., San Antonio Texas, 78205 Bexar County South Flores Parking Garage: 211 S. Flores St., San Antonio Texas 78204 Bexar County Courthouse Annex: 203 W. Nueva St., San Antonio Texas, 78207 Bexar County Vista Verde Building: 233 N. Pecos La Trinidad, San Antonio Texas 78207 Bexar County Elections Building: 1103 S. Frio St., San Antonio Texas, 78207 Bexar County Public Works: 1948 Probandt St., San Antonio Texas, 78214 Bexar County Andy Mireles Juvenile Probation Center: 301 E. Mitchell St., San Antonio, Texas 78210 Bexar County Juvenile Detention Center: 600 Mission Rd., San Antonio, Texas 78210 Bexar County Tejeda Courts: 235 E. Mitchell St., San Antonio, Texas 78210 Bexar County Maintenance Shop: 233 E. Mitchell St., San Antonio, Texas 78210 Bexar County Precinct 1: 3505 Pleasanton Rd., San Antonio Texas, 78221 Bexar County Krier Correctional: 3621 Farm Rd., San Antonio, Texas 78223 Bexar County Firing Range: 3627 Farm Rd., San Antonio, Texas 78223 Bexar County Fire Marshal Office: 9810 Southton Rd. San Antonio, Texas 78223 Bexar County Crime Lab: 7838 Barlite Blvd., San Antonio, Texas 78224

Group 2:

Bexar County Nogalitos Building: 612 Nogalitos St., San Antonio, Texas 78204 Bexar County Adult Detention Center: 200 N. Comal St., San Antonio, Texas 78207 Bexar County Adult Detention South Tower: 200 N. Comal St., San Antonio, Texas 78207 Bexar County Adult Detention Annex: 1211 W. Travis St., San Antonio, Texas 78207 Bexar County Adult Probation: 207 N. Comal St., San Antonio, TX 78207 Bexar County Comal Street Parking Garage: 115 N. Comal St., San Antonio, Texas, 78207 Bexar County ADC South Annex (Building A): 222 S. Comal St., San Antonio, Texas 78207 Bexar County ADC South Annex (Building B): 222 S. Comal St., San Antonio, Texas 78207 Bexar County Fleet Maintenance: 4023 N. PanAm Expressway, San Antonio Texas, 78219 Bexar County Sheriff’s Office North East Substation: 8794 TX-Loop 1604, Converse, Texas 78109 Bexar County Precinct 4: 8794 E. Loop 1604 N. #2, Schertz, Texas 78154 Bexar County Precinct 3: 320 Interpark Blvd., San Antonio, Texas 78216 Bexar County Forensic Science Center: 7337 Louis Pasteur Dr., San Antonio, Texas 78229 Bexar County Precinct 2: 4715 Fredericksburg Rd., San Antonio, Texas 78229 Bexar County Fleet Maintenance: 8762 Texas 151 Access Rd., San Antonio Texas, 78245 Bexar County Sheriff's Office - West Patrol Substation: 6825 Cagnon Rd., San Antonio, Texas 78252 Bexar County Substance Abuse Center: 10975 Applewhite Rd., San Antonio, Texas 78224

In the event of inclement weather, site visits will be rescheduled via the Bexar County Supplier Portal.

Bexar County Facilities Management Event # 1277 – Fire Alarm & Special Gas Systems Inspections

GENERAL CONDITIONS

Selected bidder must perform a complete annual test and inspections of all fire alarm and special gas systems in accordance with NFPA and applicable federal, state and local laws, rules, regulations, ordinances, codes, manufacturer’s instructions, warranty requirements and specifications and as outlined in the Scope of Work.

Selected bidder must provide, at their own expense, all labor, parts, materials, supplies, tools, etc., necessary to perform all of the required services as outlined below.

Selected bidder must provide an inspection schedule to the designated Facilities Management Life & Safety representative for review and approval at time of award and on an annual basis thereafter. Such schedule must include the periods in which the annual test and inspections will be accomplished. The County reserves the right to change as needed this schedule at no additional cost to the County.

Selected bidder must maintain a credible daily workforce to ensure progress of each job and personnel must provide qualified and certified service representatives or technicians to perform the required testing and inspections required under this Contract Agreement. Selected bidder must provide Facilities Management with a copy of the certification upon request.

Selected bidder must provide the contact information for the service representative or technicians that will be providing the services to the Director of Facilities Management or his/her designated representative.

Selected bidder must inform the Director of Facilities Management or his/her designated representative within two (2) working days of any change in personnel or contact information, including but not limited to contact name(s) of personnel, office or cell phone number, and email addresses.

Selected bidder must perform criminal history checks and drug screening tests on all prospective employees performing work for the County and provide summaries (PASS OR FAIL) of the results to the designated Facilities Management representative as required or upon request. Criminal history and drug screening checks must be completed at the sole expense of the selected bidder and documentation submitted as referenced above.

The County has the option to request or conduct additional background checks at any time without notice and at the selected bidder’s expense.

Selected bidder’s service representatives or technicians must report in uniform and with the proper ID badges to perform services at County facilities.

Selected bidder’s representatives or technicians will not be allowed in County facilities while out of uniform and without their proper ID badge issued by their company, and, depending on assignment location, an additional badge issued by the County. Selected bidder may be required to submit a picture of the uniform and a sample of their ID badge upon request by the designated Facilities Management representative.

Selected bidder must practice acceptable safety precautions so as not to cause harm to any persons or property while performing services for the County. Selected bidder must follow industry safety standards, and use only industry approved safety equipment in accordance with the manufacturer’s specifications in the performance of all duties.

Selected bidder must coordinate with Facilities Management Life & Safety and Security Manager or his/her designated representative to clearly mark all work areas that might reasonably be expected to endanger the

Bexar County Facilities Management Event # 1277 – Fire Alarm & Special Gas Systems Inspections health and safety of the citizens of the County. Selected bidder must provide such signs, markers and barricades as required to identify all work areas and minimize inherent dangers.

Selected bidder’s service representatives or technicians are required to provide services in a professional and efficient manner in accordance to applicable federal, state and local laws, rules, regulations, ordinances, codes, manufacturer’s instructions, warranty requirements and specifications. If a selected bidder’s service representative or technician is deemed unacceptable by Facilities Management, selected bidder must immediately replace such person(s) with an acceptable substitute within two (2) business days.

WORKING HOURS

Selected bidders must conduct all work during the timeframes indicated below unless deemed necessary by Facilities Management to be disruptive to the normal operations of the organization or an the event of an emergency. Selected bidder must make all efforts to reduce to a minimum any inconvenience to the occupants at all County Facilities.

Fire Alarm Device Testing All preventive maintenance services or inspections for fire alarm device testing must be performed during the hours of Monday thru Friday, 7:00 a.m.to 4:00 p.m. (CT), excluding County holidays, and weekends unless prior arrangements are made and approved in advance by the Director of Facilities Management.

Audio/Visual Testing All preventive maintenance services or inspections for audio/visual testing must be performed during the hours of Monday thru Friday, 5:00 a.m.to 7:00 a.m. (CT), excluding County holidays, and weekends unless prior arrangements are made and approved in advance by the Director of Facilities Management.

ENTRANCE / EXIT PROCEDURES FOR ADMINISTRATIVE FACILITIES

The selected bidder's representative must check in and out with the Facilities Management Life & Safety representative at the site when providing services at a County facility. Upon completion of the job, selected bidder must provide to the maintenance staff a signed job ticket. The ticket must include, but not be limited to, the following information:

• Company name;

• Printed name(s) of the personnel performing the work;

• Date of service;

• Specific equipment worked on;

• Detailed description of the work performed;

• Parts used or replaced;

• Specific and total time spent on job.

ENTRANCE/EXIT PROCEDURES FOR CORRECTIONAL FACILITIES

All selected bidder’s service representatives or technicians who are assigned to the Adult Detention Center, 200 N. Comal St. or the Adult Detention Center Annex, 1211 W. Travis St., must be required to follow the below listed entrance procedures:

Bexar County Facilities Management Event # 1277 – Fire Alarm & Special Gas Systems Inspections

• Employees must report to the information desk for clearance and badges 15 minutes prior to start of each shift;

• The County will issue identification badges to be issued on a daily basis. Badges must be worn at all times;

• All selected bidder’s employees must report back to the information desk at the end of each shift to turn in the ID badges.

Selected bidder must notify the designated Facilities Management representative once the services have been performed so that these can be inspected. A work order or receipt document must be signed by the designated Facilities Management Life & Safety representative once the area has been inspected and approved. A copy of the documents with the appropriate signatures must be submitted with the invoices as required by the agreement.

Selected bidder must guarantee all services performed meet requirements and pass inspections in accordance with all applicable federal, state and local laws, rules, regulations, ordinances, codes, manufacturer’s instructions, warranty requirements and specifications.

Selected bidder must be responsible to secure parts, equipment, and components from damage, theft, and security, when performing maintenance, inspections, and repairs. The County will not be responsible for any tools or equipment left on the job site by the selected bidder.

Except in the case of an emergency the selected bidder must only commence work and inspection as required in the specifications.

Selected bidder is responsible for cleaning up the area where the work was performed and must remove any debris generated by the inspections or repairs. At no time will the selected bidder discard parts, equipment, or debris into any County refuse container.

TECHNICAL SPECIFICATIONS AND REQUIREMENTS

Fire Alarm Systems

Selected bidders must cover 1-100% test and inspection of the Fire Alarm System performed in accordance with NFPA 72 including, but not limited to, the following:

• 100% panel tests on all applicable panels.

• 100% transponder tests on all applicable transponders.

• 100% annunciator tests at all command centers.

• 100% printer tests on all applicable printers.

• All smoke detectors checked for proper operation.

• Replace all batteries associated with the fire alarm system.

• Smoke detectors must be visually inspected for cleanliness. When required, cleaning must be in accordance with manufacturer’s recommendations.

• The sampling tube differential pressure in air duct type smoke detectors must be tested to confirm that it is within manufacture’s specified limits.

• Restorable heat detectors must be tested.

• Non restorable heat detectors must have the circuits tested by simulating its electrical operation at the wiring connection.

Bexar County Facilities Management Event # 1277 – Fire Alarm & Special Gas Systems Inspections

• All pull stations checked for proper operation. Single stage and two stage operations.

• All visual and audible signals to be activated for proper operation.

• All sprinkler water flow detecting devices (pressure and/or paddle type) including associated input circuits must be tested by an appropriate water flow means and time delay setting must be recorded in the individual device record.

• Each shut off valve position supervisory switch must be tested to determine that within two turns of the valve handle, or when the stem of the valve has moved 20% from its normal position. It must result in an audible common trouble signal and a visual indication.

• Each pressure device must be inspected and tested to confirm the operability by decreasing/increasing pressure beyond the set limit resulting in an audible trouble signal and a visual indication.

• Each power loss supervisory device must be tested by disconnecting the main power supply to the equipment, resulting in an audible trouble signal and visual indication.

• The fixed type extinguishing systems that are connected to the fire alarm control unit, the Facilities Management Life & Safety representative is to coordinate the operation of the output contacts so that the contractor can verify it initiates the specified system functions at the fire alarm control unit (e.g., alarm, trouble).

• Emergency telephones must be tested and inspected for appropriate operation(s).

• One device to be disconnected in each zone to determine proper supervision of wiring.

• Above listed items are some of the required annual inspection procedures.

• Contractor must provide complete documentation of the entire fire alarm test and inspection will be supplied at completion of inspection.

Special Gas System

Selected bidders must cover two (2) semi-annual inspections of the system (s) as per NFPA, including the following:

• Check, verify and record the operational readiness of all field devices (manual pull stations, audible, control panels, etc.).

• Check, verify and record the sensitivity and set points of all detectors.

• Exercise emergency battery power supply.

• Check, verify, and record the operation of the solenoid valve on all modules.

• Check all nozzles, piping, hangers and brackets for operational readiness.

• Check, verify and record condition of cylinders (weight, quantity of product, etc.).

• Supply a complete set of documentation of the Test and Inspection.

REPORTS & ANALYSIS

Selected bidder must interpret and provide a written report of the results of each service or analysis performed to Facilities Management including system performance or any recommendations for corrective action(s). If the recommended corrective action(s) are within the Scope of Work of the agreement, selected bidder must schedule and complete such action(s).

Selected bidder must provide Facilities Management with electronic reports (PDF format) of its progress and results of the test and inspections. The reports must include information and data significant to the operation of the fire alarm and gas systems as required by the agreement.

Bexar County Facilities Management Event # 1277 – Fire Alarm & Special Gas Systems Inspections

The selected bidder must notify Facilities Management within three (3) days of any necessary or recommended services to the existing system or related equipment after becoming aware of a possible system failure. Selected bidder is to provide a proposal to include the following:

• Provide a detailed statement of the problem, identifying and quoting any applicable code, law or regulation;

• Provide corrective action proposed including the replacement of parts or equipment not covered under contract;

• Provide detailed costs, at the applicable contract rates, separating equipment, materials and labor;

• Provide a timeframe for the corrective action.

SPECIAL REQUIREMENTS

• Selected bidders will be held liable for any damages caused to County facilities, including, but not limited to, flooring, doors, walls, and equipment.

• If required, all permitting must go through the Bexar County Fire Marshal's Office.

• Selected bidder is responsible for complying with all applicable codes.

• If applicable, selected bidders must list all subcontractors to be used and three (3) references must be provided from all subcontractors who will be performing the work.

• Selected bidder must be able to begin and complete inspection and testing of all listed systems starting in the month of December 2026.

Listed scope are minimum requirements and not all inclusive of code requirements. Selected bidders must perform inspections & certifications as per applicable codes.

COST/PRICE SHEET

Bidders are to utilize the provided bid form and are to include with their pricing all fees, charges, etc. for the contract term for each location. Clearly define all costs, charges, etc. that may be incurred by the County.