IFB 263-BH Fire Alarm Systems Annual Inspection Monitoring Maintenance and Repair.pdf

Version 3.0 Rev. July 2026

Invitation For Bid NO. 263-BH

FOR

Fire Alarm Systems Annual Inspection Monitoring Maintenance and Repair

You are invited to submit a response in accordance with the attached requirements packet.

FOR INFORMATION RELATED TO THIS SOLICITATION, THE RESPONDENT SHALL NOT CONTACT ANYONE AT TRAVIS COUNTY OTHER THAN THOSE PERSONS LISTED AS THE POINT OF CONTACT. ANY OTHER CONTACT

MAY DISQUALIFY THE RESPONSE FROM CONSIDERATION FOR AWARD.

INDIVIDUALS OR ENTITIES INTENDING TO RESPOND TO THIS SOLICITATION AND ANY PERSON ACTING ON BEHALF OF THEM ARE PROHIBITED FROM CONTACTING INDIVIDUAL MEMBERS OF THE TRAVIS COUNTY COMMISSIONERS COURT OR THEIR STAFF OR USER DEPARTMENT STAFF ABOUT THIS SOLICITATION. ANY

SUCH CONTACT MAY DISQUALIFY THE RESPONSE FROM CONSIDERATION FOR AWARD.

Solicitation Submissions: Bidders, you are strongly encouraged to submit your bids online via Bidnet. A secondary option would be to submit your bid via USPS mail, FedEx, DHL, etc. IF YOU PLAN TO DELIVER A HARD COPY TO THE PURCHASING OFFICE, YOU MUST CONTACT THE PROCUREMENT SPECIALIST ONE (1) BUSINESS DAY PRIOR TO DELIVERY. Bids submitted electronically will be available immediately after the solicitation opening date and time on Bidnet. Please note hard copy responses will be uploaded on Bidnet and available to the public within four business hours of the opening date and time.

Solicitation Openings: The Purchasing Offices strongly encourages you to download the bid tab from BidNet or use the virtual Microsoft TEAMS dial-in information (supplied below) during which the bids will be read aloud.

We are strongly discouraging you from going to our office for the bid opening.

FOR INFORMATION REGARDING THE CONTRACT AWARD(S) RESULTING FROM THIS SOLICITATION, PLEASE

REFER TO THE TRAVIS COUNTY COMMISSIONERS COURT PORTAL AT:

https://countyclerk.traviscountytx.gov/departments/commissioners-court/

IFB 263-BH - Fire Alarm Systems Annual Inspection Monitoring Maintenance and Repair

Opening Microsoft TEAMS Meeting Information:

https://teams.microsoft.com/meet/237926596325352?p=jlPvBuTU0OrenMhFnF

Meeting ID:

237 926 596 325 352

Passcode:

zu3Vd2Vz

Dial in by Phone

+1 512-854-8326,,406241700#

United States, Austin

Phone conference ID:

406 241 700#Prices Good For 120 Days https://countyclerk.traviscountytx.gov/departments/commissioners-court/

BIDDING INSTRUCTIONS FOR INVITATION FOR BIDS (IFB)

1.0 PREPARATION OF BIDS. Bids will be prepared in accordance with the following:

1.1 Bidders must thoroughly examine all documents in the Invitation for Bids (IFB), including the drawings, specifications, schedule, and instructions.

1.2 Bidders may visit and review all service and delivery locations stated in the Specifications. Bidders must investigate all conditions necessary to be thoroughly informed about departments, plans, and facilities for delivery of material and equipment and performance of services required by the IFB. Bidders may arrange a site visit by contacting the Bid Contact listed in BidNet.

1.3 Bidders must submit bids on the forms furnished. Other bid forms are not acceptable.

1.4 Bidders must furnish all information required by the IFB.

1.5 Travis County does not pay any costs incurred by Bidder in the preparation of a bid.

1.6 Unless authorized by the IFB, the Purchasing Office does not consider alternate bids.

2.0 PRE-BID CONFERENCE. This section applies if a pre-bid conference is included in the solicitation requirements:

2.1 By submitting a bid, the bidder warrants that they are fully satisfied that these specifications, as amended if applicable, accurately describe or indicate that all conditions, site or otherwise, have been taken into account in determining the bid price(s). There will be no increase in the contract price based upon a bidder’s misunderstanding or lack of knowledge about the intent of this solicitation.

2.2 Bidders are encouraged to attend the Pre-Bid conference and make their attendance a matter of record by completing a sign-in roster identifying the prospective bidder, name, and title of their attending representative.

2.3 The purpose of the Pre-Bid Conference is to ensure:

2.3.1 A clear understanding of County needs,

2.3.2 The accuracy of specifications, descriptions, and solicitation terms, conditions, and documents,

2.3.3 Identifying any problems that might prevent obtaining the proper services or equipment/supplies, at a fair and reasonable price, or any issues that inhibit fair and accurate solicitation or restrict competition.

2.4 Any changes resulting from the Pre-Bid Conference affecting specifications, the scope of work, or which may require an extension to the bid opening date will be reduced to writing in the form of an amendment to this solicitation. Such amendment will be disseminated to all prospective bidders.

3.0 DESCRIPTION OF GOODS. Any catalog or manufacturer's reference in this IFB is merely descriptive, unless specifically stated otherwise. The reference is used only to indicate type and quality of goods. Bidder must state exactly what brand name and model number it intends to furnish in the "BIDDING ON" blank after each item in the Item Response Form. If no entry is made in the "BIDDING ON" blank after each item, Bidder must furnish the exact brand name and model number referenced in the item description if awarded the contract.

4.0 DESCRIPTION OF SUPPLIES. Any catalog or manufacturer's reference used in describing an item is merely descriptive, and not restrictive unless otherwise noted, and is used only to indicate type and quality of material.

Bidders must state exactly what they intend to furnish.

5.0 BID PRICES. Bidder must enter unit prices in the Item Response Form based on following criteria:

5.1 Bidder must quote prices that include any and all associated costs necessary to properly provide the services, including the cost of all labor, equipment, materials, and travel, including travel to the site, and the cost of shipping and delivery of all items to the designated FOB point.

5.2 When the Bidder must provide both unit prices and a total price, the unit price governs if a conflict exists between the unit price and total price.

5.3 Bidder will deliver equipment completely assembled, adjusted, serviced, and ready for continuous heavy-duty service.

5.4 Bidder must not include federal, or Texas limited sales, excise and use taxes in bid prices because the County is exempt from paying these taxes. (Tex. Tax Code Ann. 151.309).

5.5 Bidder warrants that its price will remain firm and subject to acceptance by the Commissioners Court after bid opening date for the “Prices Good For” period on page 1 (cover page).

5.6 Unit prices MUST remain firm for the DURATION of the contract unless extraordinary, verifiable circumstances justify a change.

6.0 PURCHASE ORDER. Contractor will not deliver any items and/or perform any services until a purchase order number is assigned by the designated representative of the County Purchasing Office. Contractor will reference purchase order and contract number on all invoices submitted to the Travis County Auditor. Upon issuance of a purchase order, the contract administrator will call the Contractor with the items needed or work to be performed. The Contractor must respond by supplying the parts or performing the maintenance service at the time required. Failure to act in this manner may result in termination of this contract.

7.0 DELIVERED SUPPLIES.

7.1 If the Contractor did not specify what he intends to furnish, Contractor must furnish items as specified in the item description.

7.2 Contractor certifies that any substitute brand matches the essential performance and salient characteristics of the Brand Name stated in the item description and must replace it if it does not conform.

7.3 All supplies or equipment shall be the latest improved model meeting specifications in current production at the time of delivery. The delivered items shall be of new manufacture including all parts, components, and accessory items. Equipment shall be delivered completely assembled, adjusted, serviced, and ready for continuous heavy-duty service.

8.0 HISTORICALLY UNDERUTILIZED BUSINESS (HUB) DECLARATION. The HUB Declaration Form (if applicable) must be completed and submitted with your bid. It includes the explanation and instructions required for completion.

9.0 CERTIFICATION REGARDING DEBARMENT. The Certification Regarding Debarment, Suspension, Ineligibility and

Voluntary Exclusion for Covered Contracts Form must be completed and submitted with your bid. It includes the explanation and instructions required for completion.

10.0 CLARIFICATION OF BID SPECIFICATION.

10.1 Before the Question-and-Answer End Date listed in BidNet, if in doubt about the true or intended meaning of any part of the IFB, a potential Bidder may ask for clarification from the Bid Contact listed in BidNet.

10.2 After the Question-and-Answer End Date, a potential Bidder may submit a written request for clarification to the Bid Contact listed in BidNet if further clarification is desired or the Bidder objects to the IFB. A request for clarification must be submitted on BidNet or delivered to the Purchasing Office at least 5 days before the scheduled opening of bids. The person making the request is responsible for its timely delivery. The

Purchasing Office only responds to requests for clarification in Bid Amendments posted in BidNet. Bidders cannot rely on any explanation or interpretation that is not in compliance with this paragraph. The full description of this procedure is described in Section 18.002 Requests for Clarification of the Travis County

Purchasing Procedures Guide available at:

https://www.traviscountytx.gov/images/purchasing/Doc/purchasing-procedures-guide.pdf

11.0 DOCUMENTATION.

11.1 Before the date scheduled for bid opening, Bidder must submit a complete bid package which includes at least:

11.1.1 Bidder Acknowledgement Form

11.1.2 Completed Item Response Form

11.1.3 Historically Underutilized Business (HUB) Declaration

11.1.4 Ethics Disclosure Form

11.1.5 Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion for Covered

Contracts

11.1.6 Internal Revenue Form W-9 that is completed in compliance with the Internal Revenue Code, its rules and regulations. This form may be accessed at: https://www.irs.gov/pub/irs-pdf/fw9.pdf

11.1.7 References, if applicable

11.1.8 Safety Questionnaire, if applicable

11.1.9 Location by Service Technician, if applicable

11.1.10 Request For Approved Equal, if applicable

Note: Failure To Provide All Information Requested May Result in Disqualification of The Bid as non-responsive.

11.2 Before award, Bidder must submit a Certificate of Interested Parties - Form 1295.

12.0 BID BONDS. If the IFB states that a Bid Bond is required, Bidder must submit a Bid Bond equal to 5% of its bid when Bidder submits its bid. The Bid Bond may be submitted in any of the following forms: 1) a SURETY BID BOND executed with a Surety Company authorized to do business in Texas, 2) a CASHIERS CHECK made payable to Travis

County, or 3) an IRREVOCABLE LETTER OF CREDIT made payable to Travis County. The Bid Bond must be conditioned on the Bidder executing a contract, if awarded the contract, and providing a Performance Bond, if required. Travis County returns Bid Bonds no later than 10 days after the later of contract award or the successful

Bidder providing a Performance Bond, if required.

13.0 SUBMISSION OF BIDS. There is NO COST to the Bidder for submission of a bid. Bidders may submit bids either electronically through BidNet or in paper format by delivery to the Travis County Purchasing Office.

13.1 Electronic submission. To submit a bid electronically, refer to https://www.traviscountytx.gov/purchasing/solicitation for further information.

13.2 Paper submission. To submit a bid in paper form, the Bidder must print a complete copy of the Invitation for Bids, including all Amendments, and print or type its name on the bid form, and manually sign it. The

Bidder must put the original and copies in a SEALED ENVELOPE or package. The Bidder must put the NAME

AND ADDRESS OF BIDDER, the DATE OF BID OPENING, the GOODS OR SERVICES BID ON, and the IFB

NUMBER on the outside of the envelope or package. The Bidder must deliver the bid to the Purchasing

Agent at 700 Lavaca, 8th Floor, Austin, Texas OR to the Purchasing Office, P.O. Box 1748, Austin, Texas

78767.

14.0 REPRESENTATIONS BASED ON SUBMISSION. By submitting a bid, the Bidder represents and warrants that:

14.1 Bidder is fully satisfied that the IFB, as amended if applicable, accurately indicates that all specifications, requirements, conditions, site or otherwise, and Bidder has considered these in determining its bid prices and Bidding On description.

14.2 Bidder will not make any plea for increase in the contract price or vary the County’s requirements due to:

14.3 Bidder’s ignorance resulting from failure or omission to make the necessary investigations, about the IFB conditions that exist or may exist.

14.4 Bidder’s inability to fulfill every detail of the IFB requirements and acknowledges that none will be accepted as a reason bid.

14.5 If Bidder stated a brand or model in the "BIDDING ON" blank after an item in the Item Response Form other than the reference used by the County, the substituted brand or model matches the essential performance and salient characteristics of the Brand Name referenced by County and will replace the substitute if it does not conform.

14.6 All supplies or equipment shall be the latest improved model meeting specifications in current production at the time of delivery.

15.0 WITHDRAWAL OF BID. A Bidder may not withdraw its bid after the time scheduled for bid opening, unless approved by Commissioners Court.

16.0 LATE BID OR MODIFICATION. The Purchasing Agent will not accept a bid or modification to a bid received after the time scheduled for bid opening.

17.0 PRE-AWARD SURVEY. After bid opening and before award, County may perform a pre-award survey of the bidder's facilities and equipment to be used in the performance of work under this IFB. Bidder agrees to allow all reasonable requests for inspection of its facilities and equipment with one (1) week notice. FAILURE TO ALLOW A

REQUESTED SURVEY MAY RESULT IN DISQUALIFICATION OF THE BID AS NON-RESPONSIVE. County may reject facilities or equipment as inadequate to perform this IFB as a result of the pre-award survey.

18.0 CERTIFICATE OF INTERESTED PARTIES.

18.1 Section 2252.908 of the Government Code does not allow a county to enter into certain contracts with a business unless the business submits a disclosure of interested parties form to it when the business submits the signed contract to the county. This form discloses any interested parties who own 10% or more of the business and those persons who actively participate in facilitating the contract or negotiating the terms of the contract like a broker, intermediary, advisor, and/or attorney.

18.2 The Certificate of Interested Parties (Form 1295) is posted on the Texas Ethics Commission’s website.

Vendors who are awarded contracts requiring an action or vote by the Commissioners Court for goods or services over $50,000, or any contract over $1 million are required to submit a signed Form 1295 to the

Purchasing Office before the Commissioner Court approves the contract or a purchase order is issued.

18.3 Please follow the process to create a Form 1295 at: https://www.ethics.state.tx.us/filinginfo/1295/

The “identification number” to be used on Form 1295 for this procurement is the solicitation number.

19.0 METHOD OF AWARD OF CONTRACT.

19.1 Award, if any, will be made to the responsive and responsible Bidder submitting the lowest bid price for the item(s) as specified in the Item Response Form and meeting all the requirements of this IFB.

19.1.1 A bid is non-responsive if the Bidder does not provide all of the forms and information required in the IFB or does not allow a pre-award survey of its facilities and equipment or does not strictly comply with any of the requirements stated in the IFB.

19.1.2 A Bidder may be determined not to be responsible for any factor that supports a reasonable conclusion that the Bidder is not able to perform fully and deliver in compliance with the contract requirements based on past performance, financial capabilities, and business management.

Examples of these factors might be inadequate facilities or equipment to perform the work on time, lack of sufficient experience based on the size or complexity of the work, or inability to obtain required bonds or insurance.

19.2 Commissioners Court may award one or more contracts to responsive, responsible Bidders who submits the lowest and best bid for all, or a portion of the items described in the IFB or may reject all bids and issue a new solicitation if the goods or services are still needed. The County may also waive any minor informalities or irregularities in any bid.

19.3 Travis County may award on an “all or none”, or “group” or “line item” basis. The County may accept any item or group of items in this bid, unless the bidder limits acceptance of his bid on an "All or None" basis.

To be considered responsive, bidder must bid on all items in a group or groups that must be awarded together as stated in the IFB. A Bidder may bid on all groups or only some groups.

19.4 The Delivery Time or Delivery Schedule offered by Bidders will be considered in determining the lowest and best bid.

19.5 If the Bidder does not have its principal place of business in Texas, Texas law requires that nonresident

Bidder to underbid Texas Bidders by the same amount that Texas bidders would be required to underbid that bidder in its home state. TEX. GOV'T CODE ANN., Ch. 2252. This does not apply to a contract involving federal funds.

19.6 If two or more responsive, responsible Bidders submit the lowest and best bid, the Commissioners Court decides among them by drawing lots as prescribed by the County Judge. County may not award a contract to a Bidder who is not the lowest dollar Bidder meeting specifications unless, before the award, each lower

Bidder is given notice of the proposed award AND an opportunity to appear before the Commissioners Court and present evidence about that Bidder's responsibility or responsiveness.

19.7 Prompt payment discounts will not be considered in determining low bids and making awards.

20.0 PROTEST AFTER AWARD.

20.1 Protests after award must be submitted within 10 Working Days after award by Commissioners Court. The

Purchasing Agent must issue a written decision on the protest within 10 Working Days after date of receipt of it.

20.2 The Bidder may appeal the Purchasing Agent's decision within 10 Working Days after receiving it. The Bidder must submit the request for an appeal to the Purchasing Agent, who presents it to the Commissioners Court.

The Bidder is notified of the time and place that Commissioners Court will hear the appeal.

20.3 The full description of protest and appeals procedure is described in Section 18.004 Protest of Award of the

Travis County Purchasing Procedures Guide, available at:

21.0 REJECTION OF BIDS. County may reject a bid if it is not satisfactory to Commissioners Court.

21.1 The County may reject all bids and re-advertise if appropriate, whenever it is in the best interest of the

County.

21.2 The County may reject any part of a bid unless the bid has been qualified as All or None.

22.0 COUNTY ETHICS POLICY.

22.1 The County Ethics Policy requires Contractors to disclose these activities involving County officials and employees who make contracting decisions:

22.1.1 Doing business with them when Contractor would not offer the same deals to the general public

22.1.2 Making political contributions to them, and

22.1.3 Lobbying to influence them to make these decisions based on factors other than demonstrated competence.

22.2 To comply complete the forms at: https://purchasingtransparency.traviscountytx.gov/public

PART I- SPECIFICATIONS

1. PURPOSE: The purpose of this specification is to place into operation a countywide fire alarm systems inspection and maintenance service program to include labor, equipment, material, and transportation to perform annual maintenance inspections, and monthly monitoring, and repairs on fire alarm systems for all

Travis County facilities, as needed, in accordance with the Texas Department of Insurance Title 28 Insurance

Code Article 5.43-2, Texas State Fire Marshal Fire Alarm rules and guidelines regarding inspecting, planning, certifying, leasing, selling, servicing, testing, installing, monitoring, and maintaining fire alarm or fire detection devices and systems in the interest of safe guarding lives and property. These services must be provided by a certified, licensed and approved fire alarm service company.

2. SCOPE: Contractor will be required to provide all certificates or registration and licensed personnel, tools, equipment, materials, supervision, testing, inspections, transportation and other items and services necessary to perform the operation, maintenance and repair of the fire alarm systems. Scope of work shall include visual inspection of fire alarm devices for physical damage, corrective and preventive maintenance intervals.

Contractor shall provide all operations, maintenance and repair services required to maintain compliance with the fire alarm rules as outlined by the State Fire Marshal for all County facilities. Contractor shall inspect, clean and service fire alarm devices annually.

The specification provides a description of the systems covered by the Contract. Where applicable, this specification is to administer through the state fire marshal and the law set forth in the Insurance Code, Article

5.43-2. The sections of this specification shall be known as and may be cited as the fire alarm rules. The sections of the specification shall apply to people and organizations engaged in the business of maintaining and monitoring fire alarm or fire detection devices and systems.

3. APPLICABLE STANDARDS: Contractor shall perform all testing, inspection, repair, removal and installation in a safe manner and in accordance with applicable laws and regulations. In addition to all Building Codes and

State Standards, the following agencies and acts may apply:

TSFM - Texas State Fire Marshal TCFP - Texas Commission on Fire Protection TIC - Texas Insurance Code NICET - National Institute for Certification in Engineering Technologies NFPA - National Fire Protection Association DOT – Department of Transportation NEC - National Electric Code EPA - Environmental Protection Agency OSHA - Occupational Safety and Health Administration U.L. - Underwriters Laboratories Standard ASTM - American Society of Test Methods ANSI - American National Standards Institute

4. CONTRACTOR PERSONNEL: Contractor’s personnel shall present a neat appearance and be easily recognized as contractor employees. Employees must carry a pocket license for identification while engaged in the activities of fire alarm systems service.

4.1. Contract Manager: Contractor shall provide a designated contract manager to oversee and coordinate the work described in this specification. The name of an alternate(s) who shall act for the contractor when the contract manager must be submitted with bid.

4.1.1. The contract manager shall have as a minimum two (2) years of experience in work related to the operations/maintenance of fire alarm systems.

4.1.2. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to the daily operation of this contract.

4.1.3. The contract manager or alternate shall be available during normal duty hours to meet with

County personnel to discuss problem areas. The contract manager or alternate shall attend performance review meetings with Travis County Facilities Management Department (FMD) Contract

Administrator to discuss issues relating to this contract, including invoicing, test results, notifications, and problem resolution.

4.1.4. The contract manager and alternate must be able to read, write, speak, and understand the

English language.

4.2. Certificates of Registration. Contractor shall provide competent certified and licensed qualified personnel who are experienced and trained in performing Fire Alarm System Services of the type required by the contract performance specifications. Contractor shall not employ any person for work on this contract if such employee is identified to the contractor by the Contract Administrator as a potential threat to the health, safety, security, general well-being or operational mission of the Travis County government and/or its population. Contractor shall ensure all employees have adequate knowledge of the proper procedures for using materials, tools and equipment necessary to complete assigned tasks. Only properly certified licensed technicians shall be assigned to service fire alarm systems.

4.2.1. Certification. Contractor shall submit with bid a current copy of the following required certificates and licenses:

4.2.1.1. State Fire Marshal Certificate of Registration.

4.2.1.2. Fire Alarm Technician License.

4.2.1.3. Fire Alarm Monitoring Technician License.

4.2.1.4. Fire Alarm Planning Superintendent License.

4.2.1.5. Pocket License.

4.3. Contractor shall provide a list of contractor personnel who will provide services under this contract to the Contract Administrator. This list shall show employee names, position, title, certification, type of license and employee experience in Servicing Fire Alarm Systems. The list shall also show telephone numbers of the contract manager and/or alternate(s). Subsequent changes to the list shall be forwarded to the Contract

Administrator.

4.4. Contractor vehicles regularly used in the installation, service, maintenance, testing, or certification activities must prominently display the company name, telephone number, and certificate number. The numbers and letters must be at least one inch high and permanently affixed or magnetically attached to each side of the vehicle in a color contrasting with the background color of the vehicle. The certificate number must be designated in the following format: TX ACR - (number).

4.5. The management and control of contractor employees in the performance of this contract shall be the responsibility and prerogative of the contractor; however, the contractor shall comply with the contract requirements and Travis County regulations concerning conduct of employees.

5. AUDIT INSPECTION: Travis County retains the right to audit/inspect the Contractor's records as relates to the performance of this contract.

6. COUNTY FURNISHED ITEMS/RESPONSIBILITIES: Contract Administrator named by the department is the agent of

County department in all matters pertaining to the work as provided in the contract documents. Contract

Administrator has the authority to stop the work whenever such stoppage may be necessary to ensure the proper execution of the contract and shall have authority to reject any and all equipment, parts/material, whether worked or unworked, if such equipment, parts/ material are not in accordance with plans and specifications. The County shall provide the facilities and equipment listed herein.

7. COUNTY-FURNISHED FACILITIES: Contractor shall be responsible for safeguarding all Travis County property within the work areas and shall be responsible for any loss or damage to property including merchandise fixtures and equipment belonging to Travis County if any such loss or damage was caused by Contractor or any employee thereof, while such employees is on client premises and while client property is in possession of Contractor or its employees.

At the close of each work period, Contractor will assure that the County property and equipment is secured. Any loss or damaged property or equipment discovered by the Contractor must be reported to the Contract Administrator immediately upon discovery.

8. COUNTY FURNISHED EQUIPMENT: The County will provide access to existing Fire Alarm Systems that are currently in place. Contractor shall check entire building to ensure adequate number of fire alarm devices are properly installed to meet all fire codes and standards.

9. CONTRACTOR FURNISHED ITEMS/SERVICES: Except for those items or services specifically stated as County furnished, Contractor shall provide everything needed to perform this contract according to all its terms. The following mentioned requirements are not all inclusive of the contractor-furnished items and services required in the performance of this contract.

10. QUALITY STANDARDS:

10.1. Contractor shall acquire the materials, parts and supplies required for the performance of the contract.

The materials, parts, and supplies purchased shall be of equal or greater quality to the items to be replaced.

Replacement items shall be new standard products from manufacturers regularly engaged in the production of such supplies, parts or materials. All replacement units, parts, components, and materials to be used in the maintenance, repair or alteration of the fire alarm systems and equipment shall be compatible with the existing equipment on which it is to be used.

10.2. Contractor shall retain parts replaced for at least ten (10) days after completion of the job and make these parts available for inspection by the Contract Administrator upon request. If it is determined from these inspections that material, equipment or components selected by the contractor are substandard, the contractor shall, at no cost to the County, remove, replace and/or rework the material, equipment and components so that compliance with the County's requirements are satisfied. After 10 days, or following County review if earlier, the contractor shall dispose of parts at his discretion.

11. RESPONSE CAPABILITY: Contractor will maintain or engage a service center or answering service. This center or service shall be able to reach the contractor's Contract Manager, alternate and service technicians 24 hours a day.

When an emergency, contractor shall maintain the capability to respond to service calls related to the operation of the fire alarm systems within two (2) hours of notification to the service center or answering service.

12. FIRE ALARM SYSTEMS INSPECTION/SERVICING/CERTIFICATION:

The following inspections shall be performed by the licensed firm to assure proper maintenance and installation techniques are followed:

12.1. Contractor is required to maintain fire alarm panels and related equipment in optimum operating condition in accordance with the manufacturer's specifications.

12.2. Contractor shall perform an annual maintenance inspection, which will cover 100 percent (100%) of the devices listed. Contractor will perform the tasks as outlined in the Scope of Work at the time annual maintenance inspection is performed and shall provide FMD with a detailed report of each inspection, labor hours expended, and equipment replaced or installed. All reports shall be filed within fourteen (14) days of completion of inspection. The Contractor shall maintain the efficiency, safety, and operational status of all equipment within limits of all applicable codes.

12.3. Fire Alarm Systems shall be tested and certified annually. After any service, a fire alarm service label must be completed in detail and shall be affixed to the inside of the fire alarm control panel cover or, if the system has no panel, in a permanently visible location. The signature of the licensee on the service label certifies that the service performed complies with requirements of law. See Section 14. SERVICE LABELS for more information on service labels.

12.4. Fire Alarm Systems shall be tested and certified annually. The testing shall include at minimum the following system components and operations as outlined below:

12.4.1. Verify fire control alarm panel is operational.

12.4.2. Verify visual indicators in alarm panels are operational.

12.4.3. Verify all smoke detectors are operational.

12.4.4. Verify all heat detectors are operational.

12.4.5. Verify proper zoning of system and zones are properly identified on control panel.

12.4.6. Verify flame detectors are operational.

12.4.7. Verify every manual pull station is operational.

12.4.8. Verify water flow tamper switches are operational.

12.4.9. Verify all audio and/or visual devices are operational.

12.4.10. Verify voice/alarm speakers are operational.

12.4.11. Verify supervisory system circuits operation and remove random devices to test trouble systems.

12.4.12. Verify fire department communication system is operational.

12.4.13. Verify sprinkler system supervisory devices are operational, if applicable.

12.4.14. Verify primary power supply is operational.

12.4.15. Verify secondary power supply is operational.

12.4.16. Verify preamplifier is operational, if applicable.

12.4.17. Verify amplifier is operational, if applicable.

12.4.18. Verify voice warning tape is operational, if applicable.

12.4.19. Verify radio fire alarm transmitting equipment is operational, if applicable.

12.4.20. Verify radio fire receiving equipment is operational, if applicable.

12.4.21. Verify telegraphic fire alarm receiving equipment is operational.

12.4.22. Verify telegraphic fire alarm transmitting equipment is operational.

12.4.23. Verify battery voltage level is correct, and operational, if applicable.

12.4.24. Verify rechargeable battery cell voltages are correct.

12.4.25. Verify fuse ratings are correct and operational.

12.4.26. Verify all radio fire alarm boxes are operational, if applicable.

12.4.27. Verify all telegraphic fire alarm boxes are operational, if applicable.

12.4.28. Verify remote enunciators are operational, if applicable.

12.4.29. Verify operation of signal monitoring supervisory service.

12.4.30. Verify alarm audibility has not been impaired.

12.4.31. Verify all interconnected equipment functions as required.

12.4.32. Verify approved plans are available on site (for certificate of occupancy).

12.4.33. Verify installation of system procedure in accordance with approved plans (for certificate of occupancy).

12.4.34. All testing shall be done in accordance with NFPA 72 H, Guide for Testing Procedures for Local, Auxiliary, Remote Station, and Proprietary Protective Signaling Systems.

12.4.35. Detailed report of each inspection shall be filed with FMD within 14 days of completion of inspection.

12.4.36 Inspection Reports for Gardener Betts shall be filed with TCJPD FACILITIES within 14 days of completion. Email: Juv-FacilitiesManagement@traviscountytx.gov

12.4.37. After any service, a fire alarm service label must be completed in detail and affixed to the inside of the control panel cover or, if the system has no panel, in a permanently visible location.

13. CORRECTIVE REPAIR SERVICES:

13.1. Contractor shall provide repair services as required to keep fire alarm systems in acceptable operating condition. These repairs which are beyond routine maintenance items will be accomplished after obtaining FMD authorization to perform the work. Repairs will be made under supervision of certified technicians using new replacement parts. Repairs will be paid for by the County on individual purchase orders as per procedures outlined in paragraph 29 of this specification. A purchase order must be obtained prior to initiating repair work. NOTE: A valid purchase order is the only mechanism for the payment of repair work.

13.2. Repairs and replacement parts shall be shipped using a method of the County’s choosing to keep the fire alarm systems downtime to a minimum.

13.3. Contractor shall erect such barrier and signs as may be necessary to protect his workers, County employees and the public while repair work is in progress. Contractor shall comply with OSHA standards to protect employees and his crews while performing work. Contractor shall notify FMD if it becomes necessary to take fire alarm system out of service.

14. SERVICE LABELS:

14.1. After any service, a fire alarm service label must be completed in detail and affixed to the inside of the control panel cover or, if the system has no panel, in a permanently visible location. The signature of the licensee on the service label certifies that the service performed complies with requirements of law.

14.2. A new service label must be affixed each time service is performed and must be Blue in color with black lettering.

14.3. The label must be at least three inches in height and three inches in width and must be of the gummed label type that allows for label removal. Service labels must contain the following:

14.3.1. the inscription "DO NOT REMOVE BY ORDER OF THE STATE FIRE MARSHAL SERVICE RECORD" (all in capital letters, at least 10-point bold face type);

14.3.2. Contractor’s name, address and telephone number (either main branch or branch office);

14.3.3. Contractor’s certificate-of-registration number;

14.3.4. the signature and license number of the certifying licensee (a stamped signature is prohibited);

14.3.5. the date of service performed;

14.3.6. the type of service performed;

14.3.7. the last date of sensitivity testing, if known.

14.4. If a system does not comply with applicable standards adopted at the time system was installed, has a fault condition, or is impaired from normal operation, Contract Administrator must be notified in writing by the registered firm. The registered firm must send a copy of the notice to the local authority having jurisdiction and must comply with the requirements of § 34.621 of title 28 (relating to Yellow Labels) or § 34.622 of title 28 (relating to Red Labels).

14.5. Yellow Labels:

14.5.1. If a system does not comply with applicable standards adopted at the time the system was installed, a completed yellow label must be attached to the outside of the control panel cover or, if the system has no panel, in a permanently visible location to indicate that corrective action is necessary.

14.5.2. The signature of the licensee on a yellow label certifies that the conditions listed on the label cause the system to be out of compliance with applicable standards.

14.5.3. Yellow labels must be at least three inches in height and three inches in width and must be of the gummed label type that allows for label removal. Labels must be printed with black lettering.

14.5.4. Yellow labels must bear the following information:

14.5.4.1. the inscription "DO NOT REMOVE BY ORDER OF THE STATE FIRE MARSHAL - SYSTEM DOES NOT COMPLY WITH APPLICABLE STANDARDS" (all in capital letters, at least 10-point bold face type);

14.5.4.2. Contractor’s name, address, and telephone number (either main office or branch office);

14.5.4.3. Contractor’s certificate-of-registration number;

14.5.4.4. the signature and license number of the certifying licensee (a stamped signature is prohibited);

14.5.4.5. the date the label is affixed; and

14.5.4.6. a list of the non-complying conditions.

14.5.5. A yellow label may be removed only by a licensed employee of a registered firm that has corrected the conditions and certified the service.

14.6. Red Labels:

14.6.1. If a system or any part thereof is inoperable, has a fault condition, or is impaired from normal operation, a completed red label must be attached to the outside of the control panel cover or, if the system has no panel, in a permanently visible location to indicate that corrective action is necessary.

14.6.2. The signature of the licensee on a red label certifies that the conditions listed on the label cause the system to be inoperable.

14.6.3. A completed service label must not be attached to the system by the licensee until the conditions are corrected and the fire alarm system:

14.6.3.1. is re-inspected; and

14.6.3.2. is in good operating condition.

14.6.4. Red labels must be at least three inches in height and three inches in width and must be of the gummed label type that allows for label removal. Labels must be printed with black lettering.

14.6.5. Red labels must bear the following information:

14.6.5.1. the inscription "DO NOT REMOVE BY ORDER OF THE STATE FIRE MARSHAL -

SYSTEM HAS A FAULT CONDITION OR IS IMPAIRED FROM NORMAL OPERATION" (all in capital letters, at least 10-point bold face type);

14.6.5.2. the firm's name, address, and telephone number (either main office or branch office);

14.6.5.3. the firm's certificate-of-registration number;

14.6.5.4. the signature and license number of the certifying licensee (a stamped signature is prohibited);

14.6.5.5. the date the label is affixed; and

14.6.5.6. a list of conditions.

14.6.6. A red label may be removed only by a licensed employee of a registered firm that has corrected the conditions and certified the service.

15. SMOKE DETECTOR CLEANING AND TESTING: Contractor shall perform Smoke Detector Cleaning plus Sensitivity

Testing on all smoke detectors per NFPA 72 E.

16. REPLACEMENT PARTS: Contractor will replace all worn, failed, or intermittent malfunctioning parts. All replacement parts shall be of the same quality and design as the parts being replaced. It is the intent of the Preventative Maintenance Services that ALL components and systems of the Fire Panel and related safety equipment be inspected and tested.

17. REPORTING: Upon arrival and departure from the premises, the contractor's service representative shall notify FMD

Service Call desk at (512) 854-9500 or Gardener-Betts at (512) 854-7000. Upon completion of all routine maintenance under this Maintenance Contract, the Contractor's service representative must certify that the work was done by obtaining the signature of the Contract Administrator or designee. Payment may be withheld on any unit if scheduled maintenance is not performed and/or certification is not submitted as specified.

18. MONITORING: “Monitoring" means the receipt of fire alarm and supervisory signals and retransmission or communication of those signals to a fire service communications center that is located in Travis County or serves property in Travis County. All the Sheriff’s Office (TCSO) are self-monitored. FMD’s self-monitored buildings are CJC, SMART A, and SMART B. The ESC Buildings B,C,E report to Building A that is monitored. The buildings that require cellular dialers are indicated in the line-item descriptions. Note: Gardener-Betts is self-monitored.

Monitoring Requirements:

18.1. The monitoring firm shall be registered in the State of Texas.

18.2. A registered monitoring firm may not connect a fire alarm system to a monitoring service unless the monitoring service is registered under or is exempt from the licensing requirements of the Insurance Code, Article 5.43-2, so long as the monitoring equipment being used is in compliance with Article 5.43- 2.

18.3. The registered monitoring firm must employ at least one technician licensee at each central station location. Each dispatcher at the central station is not required to be a fire alarm technician licensee.

18.4. The registered firm subcontracting monitoring services to another registered firm must advise the monitoring services subscriber of the identity and location of the registered firm actually providing such services unless the registered firm's contract with the subscriber contains a clause giving the registered firm the right, at the registered firm's sole discretion, to subcontract any or all of the work or service.

18.5. The registered firm reporting alarm or supervisory signals to emergency services shall provide their licensed company name and the following information: type of alarm, address of alarm, name of subscriber, dispatcher's identification, and call back phone number.

18.6. The registered firm shall provide 24-hour, 7-day, alarm system monitoring for Travis County buildings.

18.7. Signals of the alarm system shall be monitored by a U.L. approved monitoring station.

18.8. Monitoring Station shall have Security License.

19. RESPONSE TO ALARMS:

Monitoring Station shall make every reasonable effort to do the following, unless there is cause to assume that an emergency does not exist:

19.1. Upon receipt of a fire alarm signal, attempt to verify the signal, and upon verification, transmit the alarm to the local fire department and notify Contract Administrator by calling the telephone number(s) supplied to alarm monitoring station in writing by Travis County.

19.2. Verification shall always be undertaken unless specifically prohibited by state law or local ordinance.

20. COUNTY INSPECTION OF CONTRACTORS PERFORMANCE:

20.1. The County reserves the right to make any test deemed advisable to ascertain that the requirements of this Contract are being fulfilled. In the event the Fire Alarm System is not being satisfactorily maintained, the County shall request that the Contractor place the Fire Alarm System in a condition to meet these requirements. The Contractors failure to comply with such a demand within (2) two calendar days shall constitute a material breach. In the event of such a material breach the County may terminate the Contract, obtain a separate Contract with others to have such work performed, and charge to and recover from the Contractor, the total cost thereof.

20.2. All work performed under this Contract is subject to inspection by the County or a specialist designated by the County at any time, to ensure compliance with all terms and conditions of this Contract.

20.3. Before the termination date to this Contract, the Contract Administrator will make, or have made, an inspection to determine whether the Contractor has complied with this Contract in every respect. Failure of the Contractor to perform all of the service obligations required under this Contract may be considered a material breach of this Contract by the County.

21. PERFORMANCE REQUIREMENTS AND STANDARDS: Contractor shall notify the Contract Administrator or designee two (2) days prior of service to be performed as part of this Maintenance Contract to coordinate equipment downtime as may be required. All performance under this Contract must conform to the highest standard of good trade practice in the industry, and all service under the Contract shall be rendered promptly and efficiently.

22. EMERGENCY SERVICE: Contractor may be required to respond on an urgent service basis after 5:00 p.m. and before

7:00 a.m. Monday through Friday and on Weekends and Holidays.

To ensure minimum downtime, the Contractor, when notified or requested, will provide emergency service to restore fire alarm equipment to operational status. Contractor shall provide the County with seven (7) day per week, 24-hour per day emergency service. The Contractor shall be able to respond to any emergency on the job site with both manpower and material within two (2) hours of notification. "Emergency Service" is defined as equipment malfunction prior to or between its scheduled routine maintenance which disables any component of the fire alarm panel and/or signaling devices.

23. CALLBACK: For evaluating performance under this Contract, “callback” is defined as any malfunction of any fire alarm equipment, fire panel, and related telephone lines which is caused by failure or malfunction of a part which is covered by this Contract. The Contractor shall maintain a complete, written record of all call backs and repairs, including corrective measures taken to eliminate all difficulties. A consolidated report may be requested by department.

24. ACCESS AND MAINTENANCE HOURS:

24.1. The Contractor Administrator, or designee will provide the Contractor with access to the premises and equipment. For this Contract, “normal service hours” shall be defined as Mondays through Fridays from 7:00 am to 5:00 pm. “Emergency service hours,” are Mondays through Fridays from 5:01 pm to 6:59 am, and Saturdays, Sundays and County Holidays on which County offices are closed.

24.2. Contractor’s service representative shall notify FMD or Gardner-Betts upon arrival and departure from the facilities being serviced by calling (512) 854- 9500 for FMD or (512) 854-7000 for Gardner-Betts. Upon completion of fire alarm service under this maintenance contract, the contractor’s service representative must certify that the work was done by obtaining the signature of the Travis County Contact Administrator, or designee. The contractor shall furnish FMD with a signed copy of the service ticket.

24.3. Contractor’s contract manager or alternate and other personnel as the contractor shall deem appropriate shall meet with FMD Contract Administrator, or designee. Purpose of this meeting is to review performance for the fire alarm service, receive signed work orders, receive and approve Contractor's invoices for services and to discuss any issues impacting on the successful execution of this contract. Meetings are anticipated to require approximately 30 minutes.

25. INSPECTION SERVICE / SCHEDULES / RESPONSE PLAN / SERVICE CALLS:

25.1. Schedules. Contractor and Department will coordinate service schedules, and services can only take place after issuance of a PO.

25.2. Response Plan. Contractor shall prepare and submit a response (both routine and emergency) plan to the Contract Administrator (15) days after award of contract. Plan shall include:

25.2.1 How Contractor intends to provide 8 hours a day, 5 days per week continuity of contact.

25.2.2 Contractor's procedure to ensure response to service requests with certified technicians on-site within two (2) hours of notification.

25.2.3 Contractor’s recall procedures and key personnel points of contact and phone numbers.

25.3. Service Calls. The County may identify work which it desires the contractor to perform at County Facilities.

In these cases the County will notify the contractor's point of contact (Contract Manager/Alternate) of the required work and request the contractor to provide an estimate for the work. The contractor shall not perform the work until a valid purchase order is provided. For emergency repairs, FMD and Gardner-Betts can issue an emergency purchase order based on a telephone estimate provided by the contractor.