Fire_Suppression_System_Services.pdf

County of San Mateo

Request for Proposals (RFP) for Fire Suppression System

Services

Public Works - Capital Projects

RFP No. 2026-RFP-00085

RFP Contact: Roxanne Maquinana rmaquinana@smcgov.org

1. Introduction and Schedule

The County of San Mateo (the “County” or “SMC”) covers most of the San Francisco Peninsula. The region covers 744 mi and is home to nearly 800,000 residents and 20 incorporated cities. The County provides for the health and welfare of all people within its borders and serves as the local government for the unincorporated areas. Innovation thrives here in industries including bioscience, computer software, green technology, hospitality, financial management, health care, education and transportation. The

County prides itself on how that prosperity fosters its commitment to protecting and enhancing the health, safety, welfare and natural resources of the community.

1.1. Summary

The Department of Public Works (Department) seeks to obtain the services of a contractor to perform a full line of fire system testing, maintenance, inspection, certification, and repair of fire suppression systems for various County locations. Services will be provided for all system components including, but not limited to; fire pumps, valves, back flow preventers, piping, sprinkler heads and standpipes.

The anticipated services are to be performed within a designated area of the County. However, if the need arises, the Owner reserves the right to require the vendor to work at any location or facility under the jurisdiction of the Owner. The work to be done consists, in general, of providing routine maintenance, essential and time-sensitive projects as they may occur and providing all labor, materials, tools, appurtenances, and equipment required as well as any other items and details not mentioned but required to complete the work and as directed by the Director of Public Works or the Director's designee.

The target start date and term for the proposed services are subject to negotiation of a final agreement.

The Department intends to bring under contract one (1) vendor to provide fire suppression system services with an aggregate fiscal obligation not to exceed $1,000,000 for a maximum term of five years.

Separate Task Orders will be issued, as warranted, throughout the term of the Agreement.

1.2. Background

The Department plans, designs, constructs, operates, manages and maintains all County-owned facilities to ensure they are safe and accessible to residents and clients of County agencies, the general public, and

County employees. The facilities require reliable, code-compliant fire protection systems to ensure life safety, protect critical infrastructure, and maintain uninterrupted utility operations. The Department has a budget of approximately $200 million and is staffed with over 300 employees in five divisions:

Administrative Services, two Airports (San Carlos and Half Moon Bay), Engineering and Resource

Protection, Facilities Services, and Road Services, supporting the 46 special districts governed by the

Board of Supervisors and administered by the Department of Public Works.

1.3. Contact Information

Project Contact:

Roxanne Maquinana Program Services Manager Email: rmaquinana@smcgov.org Phone: (650) 363-4100

Procurement Contact:

Roxanne Maquinana Program Services Manager mailto:rmaquinana@smcgov.org tel:(650)363-4100

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Email: rmaquinana@smcgov.org Phone: (650) 363-4100

Department:

Public Works - Capital Projects

Department Head:

Ann M. Stillman Director

1.4. Timeline

RFP Released December 10, 2025

Deadline for Questions, Comments and

Contract Exceptions

December 23, 2025, 2:00pm

Proposal Due Date and Time January 6, 2026, 2:00pm

Interviews (tentative) January 13, 2026

Anticipated Contract Award Date February 10, 2026

2. Scope of Work

2.1. General Requirements

Inspections/Maintenance/Repairs

• Perform Quarterly, Semiannual, Annual, and a 5-Year inspection/testing for all covered systems in accordance with the most current National Fire Protection Agency (NFPA) standards and manufacturers’ instructions

• Provide preventive maintenance to reduce failures and extend service life, including cleaning, lubrication, adjustment, calibration, and part replacement

• Provide corrective service to restore full functionality of any system or component found deficient, including troubleshooting, repairs, and functional retesting

• Provide 24/7/365 emergency response for unplanned activations/discharges, trouble/fault conditions, supervisory/impairment conditions, and equipment failures that could affect life safety or system performance mailto:rmaquinana@smcgov.org tel:(650)363-4100

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• All inspections and tests shall comply with the latest adopted editions of the applicable NFPA standards (including, as applicable, NFPA 10, 11, 12, 12A, 13, 14, 16, 20, 25, 72, and 1962), local codes/ordinances, and manufacturers’ published instructions.

• Preventive maintenance shall include cleaning, lubricating, adjusting, calibrating, tightening, and replacing worn or defective components; verifying device addresses/labels; ensuring accessibility and clearances; and confirming proper signage and tagging.

• Corrective service shall include diagnostics and repairs using OEM or County-approved equivalent parts; restoring systems to normal; and performing post-repair functional tests and documenting results.

• Emergency response: Contractor shall maintain a 24/7/365 on-call program. A qualified technician shall arrive on-site within four (4) hours of notification unless otherwise approved by the Department. Contractor shall provide interim updates and escalate issues that may create an impairment.

Reporting:

• The Contractor shall submit electronic reports (PDF for narrative, CSV/XLS if data tables are used) within three (3) business days of work completion.

• Handwritten reports are not acceptable.

• Reports shall include site, system ID, devices tested, results, measured values, photos

(before/after for defects), identified deficiencies with severity, and recommended corrective actions.

• Provide an annual summary of systems serviced, outstanding deficiencies by severity, and recommended budget priorities

Deficiencies:

• The Contractor shall immediately notify the Department of “Critical” deficiencies (impairing life safety or system performance) and same day provide a written corrective plan. “Major/Minor” deficiencies shall be listed with recommended correction timelines.

Tagging/Labeling:

• The Contractor shall tag systems/devices with inspection date, next due date, and technician ID;

update panel labels/legends; and affix service stickers as required.

Impairment Procedures:

• The Contractor shall coordinate impairments (planned or emergency) with the Department, provide fire watch recommendations, place out-of-service tags, and restore service promptly, documenting start/stop times per NFPA 25/NFPA 72.

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Coordination:

• The Contractor shall schedule work with the Department Facility Representative, confirm access and LOTO requirements, and request escorts if needed. Work that could affect operations shall be coordinated to avoid plant outages unless specifically planned.

Safety:

• All work shall follow OSHA and site safety rules, including LOTO, confined space, hot work permits, and fall protection where applicable.

Data & Records:

• The Contractor shall maintain traceable records of tests (including instrument serial numbers and calibration dates) and make them available upon request.

Parts & Spares:

• The Contractor shall recommend critical spare parts lists and maintain an itemized record of parts used.

Warranty:

• Repairs shall carry a minimum ninety (90) day workmanship warranty, or longer if manufacturer warranty applies.

Quality Assurance:

• The Department reserves the right to witness tests, audit reports, and request retesting at the

Contractor's expense if work is found non-compliant.

Coordination & Notifications:

• The Contractor shall provide a rolling schedule of recurring inspections at least thirty (30) days in advance and confirm specific dates/times at least seven (7) days prior to mobilization.

• The Contractor shall provide technician names, expected arrival times, and anticipated durations.

• The Department may reschedule tests/inspections at any time due to system availability, operating conditions, or plant outage coordination.

• After-hours/weekend work required for outages shall be provided at no additional premium unless expressly approved in writing by the Department.

2.2. Contractor Responsibilities

Personnel & Qualifications

• Provide only technicians qualified and certified for the systems being serviced; maintain training records and make available upon request

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• Assign a point of contact (Project Manager) authorized to schedule work, approve field decisions, and communicate with the Department of Public Works (Department) designee.

Safety & Conduct

• Follow all Occupational Safety and Health Administration OSHA and site safety rules, including

Lockout/Tagout (LOTO), electrical safety, confined space, hot work, and fall protection; attend site orientations as required

• Alcohol, illegal drugs, and firearms are strictly prohibited; any impaired individual shall be removed from site immediately

Materials, Tools & Access

• Provide all consumables, test equipment (with current calibration), lifts/rigging, temporary lighting, extension cords, and lockable tool storage

• Protect adjacent plant equipment and maintain housekeeping; remove debris daily; install temporary weather protection as needed

Communication & Availability

• Maintain 24/7 phone availability for the on-site supervisor during active work and for emergency response

Response Time

• Normal Response Time: The contractor will respond and commence work to make repairs requiring service within twenty-four (24) hours from the time of notification.

• Emergency Response Time: Emergency service call response time for arrival on site shall be within two (2) hours of initial call.

2.3. Certification Requirements

Contractor shall adhere to the below requirements for all services rendered under this contract.

• Fire Deluge Value System Inspection, Testing, and Certification as per OSHA (Occupational

Safety and Health Administration) and the most updated version of the NFPA (National Fire

Protection Association).

• Fire Sprinkler System Inspection, Testing, and Certification as per OSHA and the most updated version of the NFPA

• Fire Pump Inspection, Testing, and Certification as per OSHA and the most updated version of the NFPA

• Stand Pipe System Inspection, Testing, and Certification as per OSHA and the most updated version of the NFPA.

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2.4. Inspection Scheduling

• It shall be the responsibility of the Contractor to set up inspection schedules. Inspection of sprinkler systems and pumps shall be scheduled and work completed separately from other systems’ schedules due to limitations of County staff to facilitate.

• A Task Order will be issued to the Contractor before any testing, inspections and certifications are initiated.

• Each building or group of buildings within a complex has a designated Facility Site

Representative.

• The designated Facility Site Representative is the point of contact for monthly fire system inspections.

• Within 30 days of the notice to proceed of the contract, the successful Contractor must schedule a walk- through inspection of each location. At this time, the Contractor will record the date of the last inspection/ certification on all devices included within this contract and match that date to the new schedule. Contractor will provide an annual schedule to each department or section in writing. Schedule will be approved by the Designated Facility Representative prior to any inspection work being performed.

• It will be the Contractor’s responsibility to notify the designated Facility Site

Representative of an upcoming inspection. It shall not be the County’s responsibility to notify the contractor that an inspection is due.

2.5. Inspection Reporting

• The Contractor will provide reports of Fire System Inspection, Testing, Maintenance, Certification and Repair to the Facilities and Operations Manager or Department designee.

Reports shall include results or inspection, testing, or certification (pass/fail), maintenance tasks performed, repair recommendations, and additional information regarding the state of the systems. Reports are to include recommendations to bring equipment into compliance and/or improve equipment efficiency rates.

• The Contractor is required to provide all inspection reports in an electronic format within ten (10) calendar days of completion of each assignment to the Facilities and Operations Manager or

Department designee. The reports will serve as the verification that the work has been completed and as justification to authorize invoices for payment. An inspection report shall be attached to invoices submitted for payment. In addition to inspection reports, service tags shall be punched upon inspection to indicate inspection activities have been completed.

• Contractor shall also maintain a web-based database of all inspection reports and provide designated County staff with secured access. Training on web application platform shall be provided to the County at no additional cost. Overview of web application shall be provided at the pre-commencement meeting.

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• Contractor shall provide and maintain a physical site visit/inspection record binder at each location in the fire pump room, or other appropriate location approved by the Facilities and

Operations Manager or Department designee. The binder shall include at a minimum:

1. Hard copy of each completed annual inspection checklist, signed and dated by the Contractor

2. Hard copy of each completed bi-annual inspection checklist, signed and dated by the

Contractor

3. Standard repair/service call forms with description of troubleshooting findings, signed and dated by the Contractor.

4. This physical binder is in addition to the web-based database. The binder shall be updated as needed during the entire contract term and any extensions and is the sole responsibility of the

Contractor.

• Contractor should provide sample reports and formats at the pre-commencement meeting with the

County.

It is critical that all systems are inspected and tested in accordance with each manufacturer’s recommended maintenance/inspection schedule, as well as all Federal, State and local laws, codes, ordinances and other applicable requirements. Any necessary repairs modifications, and or additions must be approved by the Facilities and Operations Manager or Department designee. All quotes for repairs must include an estimated time of completion for repairs.

2.6. Minimum Technical Requirements

Engineered Systems

• Semiannual inspection and functional testing, including agent quantity/pressure verification;

control panel status; releasing circuits; manual release/abort functions; cross-zoning as applicable;

detectors and interfaces; time delays; and discharge indicators

• Containers without gauges shall be weighed; readings recorded on tags and in reports. Notify

OWNER immediately if net weight/pressure deviates beyond manufacturer limits

• Hoses shall be inspected annually and hydrostatically tested at 5-year intervals per NFPA

12/12A/2001 as applicable

• Enclosure integrity shall be evaluated via door fan test where required to confirm hold time;

deficiencies shall be reported with corrective recommendations

• System drawings, nozzle counts, and coverage shall be verified against the installed configuration; discrepancies shall be documented

Sprinkler Systems & Standpipes (including Hydrants/FDCs)

• Inspections per NFPA 25, including control valves (position/supervision), gauges, alarm devices, waterflow and supervisory switches, piping support/condition, signage, and spare head boxes

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• Perform main drain tests; record static/residual pressures and compare to baseline

• Conduct quarterly/annual valve exercises and supervisory signal verification

• Internal pipe inspections and 5-year assessments shall be scheduled to maintain rolling compliance across systems; document MIC/corrosion conditions with photos

• Hydrants/FDCs: inspect, flow/operate as required, verify caps/threads/gaskets, paint condition, clearances, signage, and accessibility

• Standpipes: verify hose valves, PRVs where present, and test per applicable classes/zones

Fire Pumps

• Coordinate weekly churn runs and annual flow tests per NFPA 25/NFPA 20; document suction/discharge pressures, flow points, and controller operation

• Verify automatic start/stop, transfer switches, alarms, and power availability; record battery/charger readings for diesel/electric controllers

Foam Systems (AFFF or equivalent)

• Take annual foam concentrate samples per applicable standard and submit for laboratory analysis;

provide certificates of analysis and recommended corrective actions

• Inspect proportioners, storage tanks/bladders, strainers, and discharge devices; verify correct concentration and system function

Documentation & Compliance

• Provide comprehensive test sheets listing each device/component, results, measured values, and pass/fail status

• Provide photo documentation for notable deficiencies, corrosion, leakage, grounding/bonding issues, and accessibility violations

2.7. Fire Pump Requirements

The Contractor will perform all of the items outlined below and any other requirements as per OSHA and the most up to date NFPA edition accepted by the State of California. The Contractor shall also perform visual inspections (including paint) of the pump system, mechanical transmission and electrical system annually. The contractor shall provide a bi-annual lifecycle condition assessment of fire pumps and controls. The first assessment shall be submitted within ninety (90) days of award.

A. Pump System:

1. Annually:

a. Visually inspect

b. Lubricate pump bearings

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c. Check pump shaft

d. Check accuracy of pressure gauges (change or re-calibrate when 5% out of calibration)

e. Check pump coupling alignment

f. Flow test (verify flow meet rating of pump) Provide inspection and maintenance report to include lubrication and alignment tolerance details

2. Bi-Annually:

a. Check packing

B. Mechanical Transmission:

1. Annually:

a. Lubricate coupling

b. Lubricate right angle gear drive

C. Electrical System:

1. Annually:

a. Exercise isolating switch and circuit breaker

b. Trip circuit breaker (if provided)

c. Operate manual starting means (electrical)

d. Inspect and operate emergency manual starting means (without power)

e. Tighten electrical connections

f. Lubricate mechanical moving parts (excluding starters and relays)

g. Calibrate pressure switch settings

h. Grease motor bearings

D. Paint:

1. Annually:

a. Scrape and paint pumps and pumps leafing to and from, according to the United States

General Administration Services (GAS) Color Standards SAE AMS-STD- 595, Occupational Safety and Health Administration (OSHA), and National Fire Protection

Association (NFPA)

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2.8. Repairs

• All repairs must be authorized by the designated Facility Site Representative before performance of the work is initiated. The Contractor shall not perform any repair service unless a Task Order has been provided by the County.

• After completion of inspection services and within five (5) business days, Contractor shall provide a detailed quote of any necessary repairs to the designated Facility Site Representative.

• Contractor shall quote the cost of the repair, using the quoted hourly rate bid, including the appropriate discount for parts. The hourly rate for bid for repairs shall include full compensation for labor, equipment use, travel time, fuel and any other cost to the Contractor. Quote shall include estimated time for repairs to be completed.

• Contractor shall repair all walls holes and damage left from the removal or changes in locations of panels and fire systems to include drywall patching, priming, and painting, at no additional cost.

Hourly labor rates are specified as follows:

• Standard hourly Labor Rate 1: Hourly rate for straight time repairs, i.e. from 7:00 AM to 4:00

PM, Monday through Friday (rate to include labor and travel, parts are not included).

• Standard hourly Labor Rate 2: Hourly rate for overtime repairs, i.e. before 7:00 AM or after

4:00PM, or on weekends or holidays (rate to include labor and travel, parts not included).

• Emergency Response Hourly Labor Rate 1: Hourly rate for straight time repairs, i.e. from 7:00

AM to 4:00 PM, Monday through Friday (rate to include labor and travel, parts are not included) that requires response within the emergency response timeframe.

• Emergency Response Hourly Labor Rate 2: Hourly rate for overtime repairs, i.e. before 7:00 AM or after 4:00PM, or on weekends or holidays (rate to include labor and travel, parts not included) that requires response within the emergency response timeframe.

Contractor will not be paid at overtime hourly rate unless specific authorization is obtained in advance from the Facilities and Operations Manager or Department designee. Unless repair is an emergency, a

“not to exceed” price shall be given to the designated Facility Site Representative.

2.9. Replacement Parts

• Necessary parts and labor to repair deficient or inoperable devices, such as those found during the course of system testing or inspection may be provided by the successful Contractor. Only compatible components agreed upon by the Department Representative will be used in order to meet NFPA requirements.

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• Quote for parts will be at a percent discounted from MSRP. Evidence of said costs shall be identified on each invoice ,for each repair or service call. Proof of MSRP shall be printed, properly identified with manufacturer part number, and dated.

• After repairs are complete, the components of the fire system will be cleaned, recalibrated and retested to ensure optimum performance and to further reduce the risk of component or system failure.

2.10. Equipment/Equipment Rentals

Equipment:

Services must be inclusive of all equipment, materials and labor not specifically described but required for complete and proper execution of fire protection system services by the Contractor subject to the approval of the Facilities and Operations Manager or Department designee. Other equipment may include, but shall not be limited to: sprinkler heads, and/or piping.

Equipment Rentals:

If special equipment such as a lift or hoist is needed to complete a job, the County will reimburse the

Contractor actual cost for such expenses, with no-mark-up, as a separate line item on the final invoice(s) submitted upon completion of the project. These costs will be paid under unspecified services. Estimates of such charges shall be approved by the Facilities and Operations Manager or Department designee in advance of commencement of work. Invoices must be accompanied with proof of cost document.

2.11. Additional Tests and Inspections

Any inspection or test, other than the quarterly and annual testing or other included inspection or testing, such as sensitivity testing, chemical suppression testing, that has not been completed for a location at commencement of the contract, shall be quoted as requested by the County. Additional testing shall be quoted by building, using the quoted hourly service rate (regular service) and the percent off MSRP for any parts needed. These costs will be paid under unspecified services. If additional testing will be performed after hours or on weekends or holidays, the quoted hourly service rate for after-hours shall be used.

2.12. Systems Covered

• Engineered suppression systems: Clean Agent (e.g., FM-200® or equivalent), CO₂, wet/dry chemical, and HI-FOG water mist systems

• Sprinkler systems: Wet pipe, Dry pipe, Deluge, Pre-action, and Foam-water systems

• Foam systems: AFFF or OWNER-approved equivalent; sampling/testing as required

• Hydrants/standpipes and fire protection valves, including fire department connections (FDCs)

• Water mist systems

• Fire pumps and controllers

• Special gas systems

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• Door fan tests/enclosure integrity testing where required for agent retention

2.13. Estimated System Inventory

To be field verified upon contract start

12 sprinkler systems (24 zones)

1 HI-FOG mist system

85 hydrants/standpipes

15 engineered systems

Inventory is subject to change. Contractor shall verify counts during mobilization and notify OWNER of variances; pricing will adjust per the unit rates submitted

2.14. Facility Locations

List Facility Locations here

3. Submission Requirements

3.1. Submission Deadline

Proposals must be electronically received by 2:00 pm, on Tuesday, January 6, 2026 via eProcurement system.

Allow sufficient time for the upload to complete by the Due Date and Time. Partial uploads will automatically terminate, and proposals will be rejected. The eProcurement system submission time will be the official submission time. The County will not be responsible for and may not accept proposals that are late due to slow internet connections or for any other failure of the eProcurement system.

NOTE: The County does not maintain the eProcurement system and is not liable for site failures or technical problems. To resolve technical issues, contact OpenGov Technical Support by using the real time chat located in the lower right hand corner of the screen, or via email at procurement-support@opengov.com https://procurement.opengov.com/portal/smcgov

3.2. Pre-submission Registration

Organizations or individuals interested in responding to this solicitation must register online with the

County of San Mateo at:

• https://procurement.opengov.com/portal/smcgov

It is recommended that organizations complete this registration as soon as possible. The County will not be responsible for and may not accept proposals that are late due to a failure to register in the eProcurement system.

mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com https://procurement.opengov.com/portal/smcgov https://procurement.opengov.com/portal/smcgov

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3.3. Submission via eProcurement Portal

Required Documents

Please refer to the Technical Proposal section for submittal documents and requirements.

Electronic Submissions

Include the proposer name and the RFP title and number in each filename. Submit proposals via the eProcurement website, allowing sufficient time for the upload to complete by the Due Date and Time. As noted above, the eProcurement portal submission time will be the official submission time, and partial uploads will automatically terminate, and proposals will be rejected. Contact eProcurement Portal with technical questions regarding this site.

Conflicts between Certain Requirements

Prior to the submission deadlines and solely relating to a determination of the timeliness of questions, comments, and proposal submissions, information displayed on the eProcurement portal site will take precedence in the event of a discrepancy between that information and the information within the solicitation documents. For all other discrepancies, the information in the solicitation documents will take precedence.

Format

Documents should be created in the following format:

• Text should be Times New Roman (12-point minimum font size) and unjustified (i.e., with a ragged-right margin)

• Pages should have margins of at least one inch on all sides (excluding headers and footers)

• If the proposal is lengthy, a Table of Contents should be included.

• PDF format is preferred.

Errors in Proposals

The County will not be liable for any errors in proposals. Proposals may be rejected as unresponsive if they are late, incomplete, missing pages or information, or cannot be opened for any reason. The County may waive minor irregularities, but such waiver will not modify any remaining RFP requirements.

3.4. Procurement Preference for Local Businesses and Local Non-Profits

The County of San Mateo has adopted a Procurement Preference for Local Businesses Ordinance (County

Ord. Code Ch. 2.89.) The purpose of this Ordinance is to promote a strong local economy by giving preference to local businesses, local non-profits, local small and micro businesses, and local small and micro non-profits in County procurements, to the extent consistent with the law and interests of the public. The County’s process for applying local preferences to competitive procurements is set forth in

County Ordinance Code Section 2.89.030. The Ordinance and exemptions (e.g. the ordinance will be exempt when all bids or proposals received are from Non-Profit Organizations) can be reviewed here:

https://procurement.opengov.com/portal/smcgov/projects/198367/document?section=1850601

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Chapter 2.89 - PROCUREMENT PREFERENCE FOR LOCAL BUSINESSES | Code of Ordinances |

San Mateo County, CA | Municode Library

The requirements for bidders to establish eligibility for a local preference for this solicitation are detailed below in Section III (Submission Requirements) The Ordinance does not apply if a procurement is determined to be exempt (County Ord. Code sec. 2.89.050), and the County reserves the right to waive application of the Ordinance to this procurement if determined to be in the best interests of the County

(County Ord. Code sec. 2.89.060).

4. Minimum Qualifications and Technical Proposal

4.1. Minimum Qualifications

4.1.1. Only Contractors who hold a valid C-16 Fire Protection Contractor license is eligible to bid on this solicitation. *

By checking the box, Contractor confirms they hold a valid C-16 Fire Protection Contractor license.

☐ Please confirm

*Response required

4.1.2. C-16 Fire Protection Contractor license*

Enter License Number and Expiration Date

*Response required

4.1.3. Has Proposer has been providing similar services for a minimum of four (4) years within the last seven (7) years?*

☐ Yes

☐ No

*Response required

4.1.4. Please confirm your firm is registered with System for Award Management (SAM)*

SAM.gov

☐ Please confirm

*Response required

4.1.5. What is the registered Business Name and Unique Entity ID (UEI) No.?*

• UEI number can be obtained by registering your business through SAM.GOV

• Should you be in the process of obtaining your UEI number, please enter the digits ‘123’ temporarily for your response below in order to proceed with proposal. This temporary number should be replaced with the correct registration number for submission of the proposal.

*Response required

4.2. Technical Proposal

4.2.1. Introduction and Executive Summary *

Submit a letter of introduction and executive summary of the proposal. The letter must contain:

https://library.municode.com/ca/san_mateo_county/codes/code_of_ordinances?nodeId=TIT2AD_ART2.8INFIPRCOCO_CH2.89PRPRLOBU https://library.municode.com/ca/san_mateo_county/codes/code_of_ordinances?nodeId=TIT2AD_ART2.8INFIPRCOCO_CH2.89PRPRLOBU https://sam.gov/content/home

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• Name, title and contact information (email, phone, and address) for representative of proposer that is responsible for communication related to this RFP.

• Name, title, contact information, and signature of person authorized to obligate firm to perform the commitment contained in the proposal.

Submission of the letter will constitute a representation by proposer that it is willing and able to perform the commitments contained in the proposal and has not violated the terms of this RFP.

*Response required

4.2.2. Pricing Proposal*

Please download the below document, complete, and upload.

• Fire_Suppression_Services_P...

*Response required

4.2.3. Firm and Team Qualifications *

Attach information regarding background and qualifications, including the following:

• A brief description of the company.

• List Personnel roles, qualifications and years of experience

• A description of not more than three (3) projects similar in size and scope conducted by the proposer, including the client, reference and telephone numbers, primary staff members involved, budget, schedule, and project summary. Descriptions should be limited to one (1) page for each project.

• If subcontractors are anticipated, identify them (if known) and provide information on how they will be used.

*Response required

4.2.4. Proposed schedule *

The requirements of this contract include ensuring that fire suppression systems meet all Federal, State and Local fire codes and regulations, as governed by the National Fire Protection Association (NFPA) and OSHA. Fire safety laws, rules, regulations continuously change, therefore, the awarded contractor shall be current with all fire safety related laws, rules, and regulations, taking all the necessary actions to ensure that the County of San Mateo is compliant at all times.

Provide proposed inspection schedule using the facility locations and equipment breakdown listed in the

Scope of Work.

*Response required

4.2.5. References*

Provide 3 references for each of the following, including the name, address, and telephone number of recent clients (preferably other public agencies):

https://government-project.s3.us-west-2.amazonaws.com/198367/ef62c068-6380-40a4-8b34-4ce4458ae92e_Fire_Suppression_Services_Pricing_Spreadsheet.xlsx

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*Response required

5. Pricing Proposal

FIRE PROTECTION SERVICES

Line Item Description Quantity Unit of

Measure Unit Cost Total

Emergency Response

7 Emergency Response Labor Rate –

On-site (per call) 1 Ea

8 Corrective Maintenance Labor Rate 1 Ea

9 Materials/Parts Markup 1 Ea

Non-Emergency Repairs/Service

10 Labor Rate for Fire Sprinkler Repair 1 Ea

11 Labor Rate for Fire Extinguisher

Service 1 Ea

12 Labor Rate for Fire Pump Repair 1 Ea

14 Materials/Parts Markup 1 Ea

TOTAL

6. Evaluation and Selection Criteria

The proposals will be evaluated by a selection committee with relevant expertise. The County intends to evaluate the proposals generally in accordance with the criteria itemized below. Proposers with the highest scoring proposals may be interviewed by the committee to make the final selection.

6.1. Phase 1

No. Evaluation Criteria Scoring Method Weight (Points)

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1. Technical Qualifications

Vendors must demonstrate a high level of technical competency in servicing all identified

Fire Suppression Systems and controls. All technicians assigned to County facilities must hold valid licenses and certifications as required by federal and state regulations.

Proposals should detail the vendor’s years of experience working with Fire System OEMs;

their capability to perform tests; and their proficiency with both shop-based and field-based refurbishment and repair.

List all relevant licenses and certifications, including engineering, contracting, associations, and standards your company complies with.

Points Based 35 (46.7% of Total)

2. Response Time and Availability

Proposer must demonstrate the ability to respond to both emergency and scheduled service requests across all County facilities.

Emergency service calls must be acknowledged within 1 hour and responded to on-site within 4 hours. Standard service calls should be responded to within 24–48 hours.

Preference will be given to vendors with a proven track record of maintaining strong response times during outages, extreme weather, and peak operational periods.

Points Based 15 (20% of Total)

3. Firm and Team Qualifications

• Qualifications, knowledge and experience (10pts)

• Organizational resources and staff, apparent ability to meet any required timelines or other requirements (5pts)

• Experience with other public agencies

(5pts)

• Experience and expertise in handling specific needs of project (5pts)

Points Based 25 (33.3% of Total)

6.2. Phase 2

No. Evaluation Criteria Scoring Method Weight (Points)

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1. Price Points Based 25 (100% of Total)

7. Instructions to Proposers

7.1. Instructions

There will be no pre-proposal conference or site visit for this project.

7.2. Communications

A. As of the issuance date of this RFP and continuing until it is canceled or an award is made, no proposer or person acting on behalf of a prospective proposer may discuss any matter relating to the RFP with any officer, agent, or employee of the County, other than through eProcurement portal, to the Authorized Contact Person, or as outlined in the evaluation or protest procedures.

B. Proposers (including any agent, owner, employee, board members, or other such affiliates) shall not offer any gift, favor, or other personal benefit to any County officer or employee during the procurement process for this agreement, including during the solicitation period and contract negotiations.

Violation of the foregoing prohibitions may result in a proposer being found non-responsible and barred from participating in this or future procurements.

7.3. Contract Award

A. Award Procedure

Contract negotiations are neither an offer nor guarantee that a contract will be executed. A contract award, if any is made, will be to the responsive, responsible proposer offering the overall best value to the County for the services and goods described in this solicitation, or as applicable, for a specific portion of the services and goods described. Any agreement reached will be memorialized in a formal agreement using the attached template, executed by the appropriate authority.

B. Notice of Intent to Award

If a decision is made to take steps to enter into an agreement with one or more proposers, the

County will post a Notice of Intent to Award or otherwise notify proposers the remaining proposers of their non-selection. Notice may instead be provided by including approval of the agreement as an item on an agenda for a meeting of the Board of Supervisors.

C. Commencement of Performance

After all parties have signed the agreement, the County will notify the contractor and performance may proceed. Prior to execution of the agreement by the County, no County employee may authorize work under the agreement. Any work performed prior to the full execution of the Agreement may not be compensated.

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D. Levine Act DisclosureThe Levine Act (California Government Code Section 84308) imposes certain requirements on parties contracting with the County of San Mateo related to campaign contributions to County “officers,” including elected County officers and candidates seeking elective office, who may participate in making a decision on certain County contracts. Elected

County officers in San Mateo County include: the San Mateo County Board of Supervisors, Assessor-County Clerk-Recorder, County Controller, Coroner, District Attorney, Sheriff, and Tax

Collector-Treasurer.Generally, under current County policy, approval by the Board of

Supervisors is required for any agreement for services above $200,000, and agreements for services below that threshold may be approved by Department heads.If your proposal is selected, you will be required to certify compliance with the Levine Act.As part of this process, you will need to certify and warrant that you have fully complied, and will remain in full compliance, with all applicable requirements of the Levine Act in connection with the

Agreement, including making any required disclosures of campaign contributions to County

Officers, which includes but may not be limited to elected County Officers. Elected County

Officers include members of the San Mateo County Board of Supervisors, as well as the

Assessor-County Clerk-Recorder, Controller, Coroner, District Attorney, Sheriff, and Tax

Collector-Treasurer. Any campaign contribution required to be disclosed under the Levine Act in connection with this Agreement shall be disclosed on the County of San Mateo Levine Act

Disclosure Form, a copy of which is available from the County upon request.Parties are solely responsible for accurate certification and disclosure. The Levine Act is complex, and this brief description is not legal advice. For example, certain contributions must be aggregated when determining whether contributions have exceeded the $500 threshold. If your proposal is selected, you are urged to review the Levine Act and consider consulting an attorney.

7.4. Term

Public Works - Capital Projects is issuing Request for Proposal (RFP) No. 2026-RFP-00085 for Fire

Suppression System Services.

The agreement shall have a term of five (5) years. The County’s standard contract template has been included with this solicitation. The awarded contractor will be expected to sign an agreement prepared by the County using this template. Please ensure that your firm has completed legal review of these contract terms. If your firm wishes to request exceptions to these standard terms, submit a Contract Exceptions

Request by the Deadline for Questions, Comments and Contract Exceptions listed in the Solicitation

Schedule below. The County will consider Contract Exceptions Requests but reserves the right to reject requested modifications to its standard terms.

8. Terms and Conditions for Receipt of Proposals

8.1. Errors, Omissions and Inquiries regarding the RFP

Proposers are responsible for reviewing all portions of this RFP. Proposers are to notify the department, in eProcurement portal, if the proposer discovers any ambiguity, discrepancy, omission, or apparent error in the RFP. Such notification should be made promptly after discovery, but in no event later than five

Page 21 of 24 Release date of December 10, 2025 business days prior to the deadline for receipt of proposals. Modifications and clarifications will be made by addenda as provided below.

Inquiries regarding the RFP should be lodged in eProcurement portal.

8.2. Objections to RFP Terms

Should a proposer object on any ground to any provision or legal requirement set forth in this RFP, the proposer must, not more than ten calendar days after the RFP is issued, provide written notice to the department, via eProcurement portal, setting forth with specific grounds for the objection.

8.3. Addenda

The County may cancel, revise, or reissue this RFP, in whole or in part, for any reason. Revisions will be posted as Addenda on eProcurement portal. No other revision of this RFP is valid. Proposers shall be responsible for ensuring that their proposals reflects any and all Addenda issued by the County prior to the proposal due date regardless of when a proposal is submitted. Therefore, the County recommends that proposers consult eProcurement portal frequently, including shortly before the proposal due date, to confirm that all Addenda have been downloaded.

8.4. Term of Proposal

Submission of a proposal signifies that the proposed services and prices are valid for the duration of the proposed agreement term and that the quoted prices are genuine and not the result of collusion or any other anti-competitive activity.

8.5. Revision or Withdrawal of Proposal

A proposer may revise a proposal on the proposer’s own initiative at any time before the deadline for submission of proposals. The proposer must submit the revised proposal in the same manner as the original on or before the proposal due date.

A proposer may withdraw a proposal at any time before the deadline for submission of proposals. After that time, whether or not a new RFP is issued for the same subject matter, withdrawal of a proposal may preclude the proposer from participating in the procurement as a proposer or subcontractor, except that an original equipment manufacturer may participate indirectly through a reseller.

8.6. Errors and Omissions in Proposal

The County will not be liable for any errors in proposals. Proposals may be rejected as unresponsive if they are incomplete, are missing pages or information, or cannot be opened for any reason. The County may waive minor irregularities, but such waiver will not modify any of the remaining RFP requirements.

8.7. No Commitment

Neither submission of a proposal nor the County’s receipt of proposal materials confers any right to the proposer nor any obligation on the County. This RFP does not commit the County to award a contract.

8.8. Financial Responsibility

The County shall have no financial responsibility for any costs incurred by a firm in responding to this

RFP or participating in any presentations or negotiations.

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8.9. Estimated Quantity

If the RFP results in an indefinite quantity or a requirements agreement, the goods and services actually requested by the County may be less than the maximum value of the agreement and there is no guarantee, either expressed or implied, as to the actual quantity of goods and services that will be authorized under the agreement.

8.10. Public Record

A. General

1. All proposals, protests, and information submitted in response to this solicitation will become the property of the County and will be considered public records. As such, they may be subject to public review.

2. Any contract arising from this RFP will be a public record.

3. The County is not seeking proprietary information and will not assert any privileges that may exist on behalf of the proposer.

4. Submission of any materials in response to this RFP constitutes:

▪ Consent to the County’s release of such materials under the Public Records Act without notice to the person or entity submitting the materials; and

▪ Waiver of all claims against the County and/or its officers, agents, or employees that the

County has violated a proposer's right to privacy, disclosed trade secrets, or caused any damage by allowing the proposal or materials to be inspected; and

▪ Agreement to indemnify and hold harmless the County for release of such information under the Public Records Act; and

▪ Acknowledgement that the County will not assert any privileges that may exist on behalf of the person or entity submitting the materials.

8.11. Reservations of Rights by the County

The issuance of this RFP does not constitute an agreement by the County that any contract will actually be entered into by the County. The County expressly reserves the right at any time to:

• Waive or correct any defect or informality in any response, proposal, or proposal procedure;

• Reject any or all proposals;

• Reissue an RFP;

• Prior to submission deadline for proposals, modify all or any portion of the selection procedures, including deadlines for accepting responses, the specifications or requirements for any materials, equipment or services to be provided under this RFP, or the requirements for contents or format of the proposals;

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• Procure any materials, equipment or services specified in this RFP by any other means; or

• Determine that no project will be pursued.

8.12. No Waiver

No waiver by the County of any provision of this RFP shall be implied from any failure by the County to recognize or take action on account of any failure by a proposer to observe any provision of this RFP.

8.13. Cooperative Agreement (Piggyback)

This competitive solicitation is being conducted as a Cooperative Procurement. The services, terms and conditions of any agreement resulting from this solicitation may be used by other organizations as a

Cooperative Agreement.

This provision in no way commits any affiliate to procure services from any awarded contractor, nor does it guarantee that any additional orders will result. At their discretion, and subject to their own procurement policies, interested organizations may make use of this competitive procurement and contract directly from the awarded contractor.

9. Protest Procedures

9.1. Protest of Non-Responsiveness Determination

Within five (5) working days of the County's issuance of a notice of non-responsiveness, any firm that has submitted a proposal and believes that the County has incorrectly determined that its proposal is non-responsive may submit a written notice of protest. Such notice of protest must be received by the County on or before the fifth working day following the County's issuance of the notice of non-responsiveness. The notice of protest must include a written statement specifying in detail each and every one of the grounds asserted for the protest. The protest must be signed by an individual authorized to represent the proposer, and must cite the law, rule, local ordinance, procedure or RFP provision on which the protest is based. In addition, the protestor must specify facts and evidence sufficient for the County to determine the validity of the protest.

9.2. Protest of Contract Award

Within five (5) working days of the County's issuance of a notice of intent to award the contract, any firm that has submitted a responsive proposal and believes that the County has incorrectly selected another proposer for award may submit a written notice of protest. Such notice of protest must be received by the

County on or before the fifth working day after the County's issuance of the notice of intent to award.

The notice of protest must include a written statement specifying in detail each and every one of the grounds asserted for the protest. The protest must be signed by an individual authorized to represent the proposer, and must cite the law, rule, local ordinance, procedure or RFP provision on which the protest is based. In addition, the protestor must specify facts and evidence sufficient for the County to determine the validity of the protest.

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9.3. Delivery of Protests

All protests must be received by the due date. If a protest is mailed, the protestor bears the risk of non-delivery within the deadlines specified herein.