Fire_Sprinkler_Systems_Inspection_Scope_of_Work_FY_27,_28,_29.docx

Specification

For

Automatic Fire Extinguishing Systems Inspection, Testing, and Repair Services

March 9, 2026

RFQ

Issued by: Facilities Management Public Works Department City of Palo Alto

Automatic Fire Extinguishing Systems Quarterly, Annual, & Five-Year Inspection, Testing, and Repair Services

Introduction:

The City of Palo Alto is requesting a bid to provide Quarterly, Annual, & Five-Year inspection, testing, and repair services on all its automatic fire extinguishing systems in City facilities. This contract will be for three years:

Year One: June 1, 2026 to May 30, 2027 Year Two: June 1, 2027 to May 30, 2028 Year Three: June 1, 2028 to May 30, 2029

Inspections will begin on June 1, 2026.

Please note that a budget allotment for repairs is part of this contract. The contractor will bill against these funds as repairs are required.

Scope of Work:

1. Provide quarterly inspections for all City buildings, which have Wet Pipe Fire Sprinkler Systems and Fire Standpipe Systems.

2. Provide Annual inspections for all City buildings, which have Wet Pipe Fire Sprinkler Systems and Fire Standpipe Systems.

3. Perform a Five-Year test and certification on the automatic fire suppression systems that are due during the three-year contract period.

Details of Work Performed:

1. All inspections, maintenance, and services will be done in accordance with the NFPA 25 2025 Edition of the California Code of Regulations, as amended by CCR Title 19.

2. Contractor will use the inspection forms from the 2025 Edition of the California Code of Regulations. No other forms will be acceptable.

3. Email copies of all competed inspections forms within five days to Dennis Huebner, dennis.huebner@paloalto.gov and Josh Rivas, Joshua.rivas@paloalto.gov.

4. All inspection forms will also be uploaded to The Compliance Engine. Contractor will pay all fees to provide this service.

5. For Annual and Five-Year inspections contractor will apply the proper inspection stickers as per the CCRs.

Buildings Included in Scope of Work and Square Feet:

4000 Middlefield Rd

4000 Middlefield Rd.

4000 Middlefield Rd.

1305 Middlefield Rd.

1305 Middlefield Rd.

1305 Middlefield Rd.

1213 Newell Rd.

2775 Embarcadero Rd.

3241 East Bayshore Rd.

1313 Newell Rd.

3201 East Bayshore Rd.

3201 East Bayshore Rd.

3201 East Bayshore Rd.

275 Cambridge Avenue

445 Bryant St.

3 down

528 High Street

1275 Harriet St

777 Embarcadero Road

2300 Wellesley St.

1530 Arastradero Rd.

1875 Embarcadero Road

250 Hamilton Avenue

3 down

3700 Middlefield Road

3700 Middlefield Road

3700 Middlefield Road

3300 Pagemill Road

799 Embarcadero Road

1451 Middlefield Road

350 Sherman Ave.

2 down

3281 E. Bayshore Road

429 Bryant Street

250 Sherman Ave.

2 down

520 Webster Street

1 down

Scheduling:

1. All inspections will occur within the first two weeks of the month they are due.

2. Quarterly inspections will be done in the months of June, September, December and March.

3. Perform annual inspections in June and December. June and December quarterly inspections will be included in the annual inspections.

4. The June and December Annual inspections are divided up as follows:

June

· Rinconada Library

· Lucie Stern Children’s Theater

· Fire Station 3

· Golf Course

· Ted Thompson Parking Garage

· Baylands Interpretive Center

· MSC – A

· MSC – B

· MSC – C

· Utility Control Center

· Fire Station 8

· Arastradero Preserve Buildings

· Lot J Parking Garage

· Lot R Parking Garage

· Rinconada Pool

· Jr. Museum

· Public Safety Building

December

· Children’s Library

· Lucie Stern Community Theater

· Lucie Stern Community Center

· Art Center

· College Terrace Library

· Civic Center

· Cubberley Wings H & FH

· Cubberley Auditorium

· Cubberley Theater

· Parking Lot S/L

· Mitchell Park Community Center and Library

· Sherman Ave. Parking Garage

· Pets In Need Module Building

· Bryant Street Community Center

5. Complete all Five-Year inspection and testing services as outlined in specifications.

6. Contractor will email inspection schedule to the Facilities Leads at least one week prior to month the inspections are due. Email to Maurice Ruyter Maurice.Ruyter@paloalto.gov and Raul Silva Raul.Silva@paloalto.gov.

Notifications:

1. When required to do so by a Municipal Code, contractor will notify the local fire authority having jurisdiction in advance of the work start date.

2. Contractor will also notify the local Fire Communications Center and any applicable Central Office Alarm company when conducting system testing and/or repairs.

3. Facilities Management is responsible for notification of all occupants of the property subject to inspection and testing.

Deficiencies and Corrections:

1. Contractor should note deficiencies found during the inspections on the inspection sheet.

2. Minor repairs of less than $500 (labor and materials per system) do not need prior approval of Facilities Management and should be done immediately.

3. Send a proposal for repairs exceeding $500 to Facilities Management within three days after inspection.

Licenses Required:

1. Contractor will be a qualified State of California State Licensing Board Licensed Fire Protection Contractor (C-16) as defined in subsection (b) of Section 7058 of the Business and Professions Code.

2. Contractor will have a current Department of Industrial Relations (DIR) number.

Designated City Representatives:

1. All communications and interface, including written correspondence by the Contractor, will be with Facilities Management in the Public Works Department 3201 East Bayshore Road, Palo Alto, CA 94303

2. Project Managers: Dennis Huebner. Phone: (650) 496‑6970.

Email: dennis.huebner@cityofpaloalto.org

Maurice Ruyter. Phone: (650) 496-6915 Email: Maurice.ruyter@cityofpaloalto.org

Prevailing Wage Requirement

· This Project is subject to prevailing wages and related requirements as a “public works” under California Labor Code Sections 1720 et seq. and related regulations. Contractor is required to pay general prevailing wages as defined in California Labor Code Section 1773.1 and Subchapter 3, Title 8 of the California Code of Regulations Section 16000 et seq., as amended from time to time. Pursuant to Labor Code Section 1773, the City has obtained the general prevailing rate of per diem wages and the general rate for holiday and overtime work in this locality for each craft, classification, or type of worker needed to execute the contract for this Project from the State of California Department of Industrial Relations (“DIR”). Copies of these rates may be obtained at the City’s Purchasing Department office. The general prevailing wage rates are also available at the DIR, Division of Labor Statistics and Research, website (see e.g. http://www.dir.ca.gov/DLSR/PWD/index.htm) as amended from time to time. Contractor shall post a copy of the general prevailing wage rates at all Project job sites and shall pay the adopted prevailing wage rates as a minimum. Contractor shall comply with all applicable provisions of Division 2, Part 7, Chapter 1 of the California Labor Code (Labor Code Section 1720 et seq.), including, but not limited to, Sections 1720, 1725.5, 1771, 1771.1, 1771.4, 1773.2, 1774, 1775, 1776, 1777.5, 1782, 1810, 1813 and 1815, and all applicable implementing regulations, including but not limited to Subchapter 3, Title 8 of the California Code of Regulations Section 16000 et seq. (8 CCR Section 16000 et seq.), as amended from time to time.

DIR Registration Requirement

4.2 DIR Registration and Other Requirements.

4.2.1 General Notice to Contractor.

City requires Contractor and its Subcontractors to comply with all applicable requirements of the California Labor Code including but not limited to Labor Code Sections 1720 through 1861, and all applicable related regulations, including but not limited to Subchapter 3, Title 8 of the California Code of Regulations Section 16000 et seq., as amended from time to time. Additional information regarding public works and prevailing wage requirements is available on the DIR website (see e.g. http://www.dir.ca.gov) as amended from time to time.

4.2.2 Labor Code section 1771.1(a).

City provides notice to Contractor of the requirements of California Labor Code section 1771.1(a), which reads:

“A contractor or subcontractor shall not be qualified to bid on, be listed in a bid proposal, subject to the requirements of Section 4104 of the Public Contract Code, or engage in the performance of any contract for public work, as defined in this chapter, unless currently registered and qualified to perform public work pursuant to Section 1725.5. It is not a violation of this section for an unregistered contractor to submit a bid that is authorized by Section 7029.1 of the Business and Professions Code or Section 10164 or 20103.5 of the Public Contract Code, provided the contactor is registered to perform public work pursuant to Section 1725.5 at the time the contract is awarded.”

4.2.3 DIR Registration Required.

City will not accept a bid proposal from or enter into this Construction Contract with Contractor without proof that Contractor and its Subcontractors are registered with the California Department of Industrial Relations (“DIR”) to perform public work, subject to limited exceptions.

4.2.4 Posting of Job Site Notices; Compliance Monitoring.

City gives notice to Contractor and its Subcontractors that Contractor is required to post all job site notices prescribed by law or regulation and Contractor is subject to compliance monitoring and enforcement by DIR.

4.3 Certified Payroll.

Contractor shall furnish certified payroll records directly to the Labor Commissioner (DIR) in accordance with Subchapter 3, Title 8 of the California Code of Regulations Section 16461 (8 CCR Section 16461).

City requires Contractor and its Subcontractors to comply with the requirements of Labor Code section 1776, including but not limited to:

(i) Keep accurate payroll records, showing the name, address, social security number, work classification, straight time and overtime hours worked each day and week, and the actual per diem wages paid to each journeyman, apprentice, worker, or other employee employed by, respectively, Contractor and its Subcontractors, in connection with the Project.

(ii) The payroll records shall be verified as true and correct and shall be certified and made available for inspection at all reasonable hours at the principal office of Contractor and its Subcontractors, respectively.

(iii) At the request of City, acting by its Project Manager, Contractor and its Subcontractors shall make the certified payroll records available for inspection or furnished upon request to the City’s Project Manager within ten (10) days of receipt of City’s request.

(iv) If the certified payroll records are not provided as required within the 10-day period, then Contractor and its Subcontractors shall be subject to a penalty of one hundred dollars ($100.00) per calendar day, or portion thereof, for each worker, and City shall withhold the sum total of penalties from the progress payment(s) then due and payable to Contractor. This provision supplements the provisions of Section 15 hereof.

(v) Inform the City’s Project Manager of the location of Contractor’s and its Subcontractors’ payroll records (street address, city and county) at the commencement of the Project, and also provide notice to the City’s Project Manager within five (5) business days of any change of location of those payroll records.

4.4 Employment of Apprentices.

Contractor will comply with the statutory requirements regarding employment of apprentices including without limitation Labor Code Section 1777.5. The statutory provisions will be enforced for penalties for failure to pay prevailing wages and for failure to comply with wage and hour laws.

Bonds Required

· Within ten (10) business days of issuance of the Notice of Award, the selected Bidder will furnish City a Performance Surety Bond, and Payment Surety Bond. Both bonds will be in the amount of 100% of the Contract Sum, and in accordance with requirements contained in the General Conditions of this IFB.

Utilities

· The Contractor may have access to the normal use of building utilities in the performance of the work.

Storage of Materials and Equipment

· Contractor is solely responsible for the storage of all equipment and materials.

Waste Disposal

· Contractor will be responsible for all hauling and waste disposal. Hazardous materials and other materials will be disposed of according to all codes, laws and regulations. Contractor will comply with all City recycling requirements. Contractor will not use any City trash containers for disposal of any material connected with this project.