Fire_Sprinkler_Systems_Inspection_Scope_of_Work_updated.pdf

Specification

For

Automatic Fire Extinguishing Systems Inspection, Testing, and Repair

Services

March 9, 2026

RFQ197145

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 project manager or designee.

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:

Building Name and Address Square Feet Stories

1. Cubberley Community Center Theater

4000 Middlefield Rd 11,800 1

2. Cubberley Community Center H & FH Buildings 4000 Middlefield Rd.

6,400 1

3. Cubberley Community Center Auditorium 4000 Middlefield Rd.

13,790 1

4. Lucie Stern Children’s Theater 1305 Middlefield Rd.

17,619 1

5. Lucie Stern Community Center 1305 Middlefield Rd.

12,203 1

6. Lucie Stern Community Theater and Scene Shop 1305 Middlefield Rd.

23,336 1

7. Rinconada Library 1213 Newell Rd.

31,082 1

8. Baylands Nature Interpretive Center 2775 Embarcadero Rd.

3,600 1

9. Utility Control Center 3241 East Bayshore Rd.

5,488 1

10. Art Center 1313 Newell Rd.

26,441 1

11. Municipal Service Center Building A 3201 East Bayshore Rd.

15,863 1

12. Municipal Service Center Building B 3201 East Bayshore Rd.

22,357 2

13. Municipal Service Center Building C 3201 East Bayshore Rd.

32,877 1

14. Ted Thompson Parking Garage 275 Cambridge Avenue

56,000 2

15. Lot S/L Parking Garage 445 Bryant St.

229,380 5 up 3 down

16. Lot R Parking Garage 528 High Street

93,930 5

17. Children’s Library 1275 Harriet St

6,043 1

18. Rinconada Pool Mechanical Room 777 Embarcadero Road

3,585 1

19. College Terrace Library 2300 Wellesley St.

5,050 1

20. Arastradero Preserve Buildings 1530 Arastradero Rd.

2,166 1

21. Golf Course Club House

1875 Embarcadero Road 8,516 1

22. Civic Center and Parking Garage 250 Hamilton Avenue

356,401 9 up 3 down

23. Mitchell Park Library 3700 Middlefield Road

41,000 2

24. Mitchell Park Community Center – Building B 3700 Middlefield Road

4,000 1

25. Mitchell Park Community Center – Building C 3700 Middlefield Road

11,000 1

26. Fire Station 8 3300 Pagemill Road

1,569 1

27. Fire Station 3 799 Embarcadero Road

6,937 2

28. JR. Museum 1451 Middlefield Road

15,000 1

29. Sherman Parking Garage 350 Sherman Ave.

213,800 4 up 2 down

30. Pets In Need Modular Building 3281 E. Bayshore Road

2,100 1

31. Bryant Street Community Center 429 Bryant Street

7000 2

32. Public Safety Building and garage 250 Sherman Ave.

132,448 3 up 2 down

33. Lot J Parking Garage 520 Webster Street

209,118 6 up 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.

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.

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.