Fire_Sprinkler_Systems_Inspection_Scope_of_Work_updated.pdf
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- Solicitation number
- RFQ197145
- Issued by
- Santa Clara County, California
About this file
This is a Scope of Work specification document issued by the City of Palo Alto's Facilities Management and Public Works Department for automatic fire extinguishing systems inspection, testing, and repair services across 33 municipal facilities. The procurement encompasses quarterly inspections (scheduled for June, September, December, and March), annual inspections (scheduled for June and December), and five-year maintenance service tests and certifications for wet pipe fire sprinkler systems and fire standpipe systems. The scope covers approximately 1.3 million square feet of municipal space including community centers, libraries, parking garages, fire stations, and administrative buildings. All work must comply with NFPA 25 2025 Edition standards and California Code of Regulations Title 19, utilizing only approved inspection forms. Completed inspection forms must be submitted within five days of completion to the project manager and uploaded to The Compliance Engine system at contractor expense. The three-year contract period runs from June 1, 2026 through May 30, 2029, with inspections commencing June 1, 2026. No bidder's conference or site visits are specified in the scope document.
The contract includes a dedicated budget allotment for repairs that contractors will bill against as maintenance work is required, with 275 hours of straight-time labor budgeted annually for repair work. Minor repairs under $500 in labor and materials per system may be completed immediately without prior approval, while repair proposals exceeding $500 must be submitted to Facilities Management within three days of inspection. The contractor is responsible for all equipment storage, material hauling, and waste disposal in compliance with City recycling requirements and applicable environmental regulations. The estimated project value is approximately $500,000 across the three-year contract period. Contractors must obtain a California State Contractor's License (C-16 classification for fire protection), maintain 100 percent Performance and Payment Surety Bonds, comply with California prevailing wage requirements, maintain certified payroll records, and satisfy apprenticeship employment requirements. Required insurance includes Workers' Compensation coverage, General Liability ($1,000,000 per occurrence and aggregate), Automobile Liability ($1,000,000 per occurrence and aggregate), and Professional Liability ($1,000,000) with the City named as additional insured. Liquidated damages are assessed at $500 per day for unexcused delays in completing work.
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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.
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