On_Call_Fire_Suppression_Service_26-27.pdf

REQUEST FOR PROPOSALS

CITY OF SCOTTS VALLEY

On Call Fire Suppression Service 26-27

City of Scotts Valley

1 Civic Center Drive

Scotts Valley, CA 95066

ISSUE DATE:

July 9, 2026

DEADLINE FOR SUBMISSION:

August 7, 2026

CONTACT:

Matt Spencer-Cooke, Maint Div Mgr

1) NOTICE OF INVITATION

The City of Scotts Valley (“City”) is requesting qualifications from qualified firms of the inspection, testing, maintenance, repair, certification, and emergency service of fire suppression systems in municipal facilities. The selected firm shall have demonstrated experience servicing automatic fire sprinkler systems, fire pumps, backflow prevention assemblies associated with fire protection systems, standpipe systems, fire department connections, valves, and related fire protection equipment in accordance with applicable NFPA standards, California Fire Code, and all federal, state, and local regulations. Experience providing on-call services for public agencies or municipal facilities is highly desirable. to provide on-call fire suppression system inspection, testing, maintenance, repair, certification, and emergency services for fire protection systems located throughout City-owned facilities. for three years beginning July 1, 2026, with the option to extend services for up to two (2) years.

Interested firms shall electronically submit qualifications through the City's OpenGov Procurement portal only.

Qualifications are due before 12:00 am on Friday, August 7, 2026.

No submission will be accepted by oral communication, telephone, or facsimile transmission. Qualifications may be withdrawn prior to the time set for closing. Postmarks will not be accepted. Any qualification received after the time set for closing or in a manner other than specified within this RFQ will be rejected.

2) INTRODUCTION

The City is interested in firms with government experience with public agencies of a similar size and services to the City. The City is particularly interested in firms with demonstrated experience providing fire suppression system inspection, testing, maintenance, and repair services for municipal agencies and other public sector facilities. Preference will be given to firms with a strong local presence, the ability to provide timely on-call and emergency response, and a proven track record of delivering code-compliant services in accordance with NFPA standards and California fire codes..

3) BACKGROUND

The City of Scotts Valley is in Northern Santa Cruz County in the redwoods of the Santa Cruz Mountains. Located southwest of Silicon Valley, Scotts Valley is approximately 6 miles north of Santa Cruz, 30 miles southwest of

San Jose, and 68 miles south of San Francisco. Scotts Valley is known throughout Santa Cruz County for its natural beauty, proximity to the Silicon Valley, and small-town character – making it an excellent place to live.

The City services include police protection, parks and public works, community development, recreation, wastewater, and City administration including human resources, information technology, and finance. For the fiscal year 2024-2025, the City has an operating expense budget of $30 million and a capital expense budget of

$10 million. The City currently employs approximately 65 full-time and part-time employees.

Since its incorporation in 1966, Scotts Valley has witnessed considerable changes, as local and regional employment opportunities have attracted many new residents to the community. Between 1970 and 2020, Scotts Valley has grown from a small town of 3,621 persons to a community of 11,693 persons in 2020. Due to

Prop 13 formulas, Scotts Valley is a low property tax city, only receiving 6% of the property taxes generated in https://procurement.opengov.com/portal/scottsvalley the City. Since the end of redevelopment, the City has struggled to maintain its infrastructure, resulting in significant deferred maintenance of its streets, parks, wastewater treatment plant and collection system, and

City facilities including a senior center and community center. The City has an ambitious economic development project to build a mixed-use Town Center on 14 acres of vacant land and has significant pressures to facilitate the development of affordable housing both due to market conditions and the most recent RHNA allocations from the State of California. Due to its demographic statistics, Scotts Valley does not meet the criteria as a disadvantaged community making competitive grant opportunities particularly challenging.

4) SCOPE OF SERVICES

4.1 Scope of Services

The City of Scotts Valley is soliciting Statements of Qualifications from qualified firms to provide on-call inspection, testing, maintenance, repair, certification, and emergency response services for fire suppression systems at City-owned and operated facilities. The selected firm shall furnish all labor, supervision, materials, tools, equipment, transportation, permits, and incidentals necessary to maintain fire suppression systems in a safe, reliable, and code-compliant condition.

The City currently maintains fire suppression systems at the Public Works Building, City Hall/Police

Department, Library and Theater, and the facility located at 127 Vine Hill School Road, as well as other City-owned buildings and facilities as necessary.

Services may include, but are not limited to:

• Inspection, testing, and certification of automatic fire sprinkler systems in accordance with applicable

NFPA standards, California Fire Code, and all other applicable regulations.

• Inspection, testing, maintenance, repair, and replacement of sprinkler heads, piping, valves, gauges, alarm devices, inspectors' test assemblies, fire department connections (FDCs), and associated fire suppression components.

• Inspection, testing, maintenance, repair, and certification of fire backflow prevention assemblies and associated equipment, where applicable.

• Inspection, exercising, lubrication, adjustment, and repair of control valves, post indicator valves (PIVs), and other fire protection system valves.

• Inspection, testing, maintenance, and repair of fire pumps and associated equipment, where applicable.

• Troubleshooting, diagnosis, and repair of system deficiencies, leaks, damaged components, and impaired fire suppression systems.

• Emergency response services for system failures, accidental sprinkler activations, leaks, impairments, and other urgent fire protection issues.

• Preparation and submission of inspection reports, deficiency reports, testing documentation, certifications, and recommendations for corrective actions.

• Coordination with City staff, regulatory agencies, and the Authority Having Jurisdiction (AHJ) to ensure compliance with applicable fire protection codes and standards.

• Recommendations and cost estimates for repairs, replacements, system upgrades, and capital improvements.

• Furnishing and installing replacement parts and components as required to restore systems to proper operating condition.

• Compliance with all applicable federal, state, and local regulations, including current editions of the

National Fire Protection Association (NFPA) standards, California Fire Code, California Building Code, OSHA requirements, and manufacturer recommendations.

Services shall generally be performed during normal business hours to minimize disruption to City operations;

however, the selected firm shall be available to provide after-hours, weekend, holiday, and emergency response services when requested. The City desires to establish a relationship with a qualified firm that has demonstrated experience providing fire suppression services for municipal and other public agency facilities, maintains a strong local presence, and can provide timely, professional, and code-compliant service throughout the term of the agreement.

5) SUBMITTAL REQUIREMENTS

At a minimum, submissions should include:

1 Description of the firm’s methodology/approach to be used* *Response required

2 City staff and City resources * Detail the involvement of City staff and City resources in on-call fire suppression system inspection, testing, maintenance, repair, certification, and emergency services for fire protection systems located throughout City-owned facilities.

*Response required

3 Qualifications and Experience This section of the proposal shall establish the ability of the Consultant to satisfactorily perform the required work by reasons of (at minimum):

• Experience in performing work of a similar nature to the required services stated in this RFP.

• Include specific examples of relevant projects completed within the last five years.

• Proven competence in the services to be provided; strength and stability of the firm

• Track record of meeting schedules on similar projects and supportive client references

Company Background* Provide a brief profile of the Consultant’s firm, including the types of services offered; year founded; type of organization (i.e., corporation, partnership, or sole proprietorship); number, size, and location of offices; and total number of employees.

*Response required

Firm/Company Experience* Describe the firm’s experience in performing work of a similar nature to that solicited in this RFP and highlight the participation in such work by the key personnel proposed for assignment to the City. (e.g., Include specific examples of relevant projects completed within the last five years)

*Response required

Key Personnel Experience* Describe key personnel’s specialized training, experience, and professional competence in the area(s) directly related to this RFP.

*Response required

Subconsultants?* Will there be any sub-consultants utilized in performing the Scope of Work shown in this RFP?

☐ Yes

☐ No

*Response required

When equals "Yes"

List of Sub-Consultants* Identify sub-consultants by company name, address, contact person, telephone number, email address, and project function, if applicable. The list should include a summary of the roles and responsibilities of each sub-consultant.

*Response required

4 References Provide at least three (3) references from public agencies you are currently under contract with or have been under contract with over the past five (5) years including name of contact, affiliation, address, direct phone number and email address.

Reference #1* For this reference, please provide the following:

• Name of Reference Client Agency/Organization

• Full Name of Point of Contact for Reference

• Title of Reference Point of Contact

• Address of Point of Contact

• Telephone Number of Point of Contact

• Email Address of Point of Contact

The noted point of contact the most knowledgeable about the work that was performed.

*Response required

Reference #2* For this reference, please provide the following:

• Name of Reference Client Agency/Organization

• Full Name of Point of Contact for Reference

• Title of Reference Point of Contact

• Address of Point of Contact

• Telephone Number of Point of Contact

• Email Address of Point of Contact

The noted point of contact the most knowledgeable about the work that was performed.

*Response required

Reference #3* For this reference, please provide the following:

• Name of Reference Client Agency/Organization

• Full Name of Point of Contact for Reference

• Title of Reference Point of Contact

• Address of Point of Contact

• Telephone Number of Point of Contact

• Email Address of Point of Contact

The noted point of contact the most knowledgeable about the work that was performed.

*Response required

Additional References* Do you have additional references to provide?

☐ Yes

☐ No

*Response required

When equals "Yes"

Additional References* Upload the following for each additional reference you wish to provide:

• Name of Reference Client Agency/Organization

• Full Name of Point of Contact for Reference

• Title of Reference Point of Contact

• Address of Point of Contact

• Telephone Number of Point of Contact

• Email Address of Point of Contact

The noted point of contact the most knowledgeable about the work that was performed.

*Response required

5 List of Projects

Project #1* Consultant shall provide an overview of the project and a detailed narrative of the project approach, methodology, and services the Consultant will employ to complete the project. Consultant should also provide any unique insight into the project within this section

*Response required

Project #3* Consultant shall provide an overview of the project and a detailed narrative of the project approach, methodology, and services the Consultant will employ to complete the project. Consultant should also provide any unique insight into the project within this section

*Response required

Additional Projects*

☐ Yes

☐ No

*Response required

When equals "Yes"

Additional Projects* Upload any other projects you wish to include.

*Response required

6 Fee Structure

Fee Structure* Describe in detail the firm’s fee structure.

*Response required

Services Above Minimum Scope* For any services proposed above the minimum scope in Scope of Services, identify fees separately from the required subtasks.

*Response required

6) SELECTION CRITERIA

All RFQs must be fully responsive in order to be considered.

Contract award will be made to a team that presents the qualifications that, in opinion of the City of Scotts

Valley, is the most advantageous to the City. The selection committee will be made up of City and other agency staff. Qualifications will be evaluated based upon the following criteria:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Responsiveness

Completeness and responsiveness to this RFQ

Points Based 10 (20% of Total)

2. Qualifications

Qualifications and previous successful performance of the firm working with similar municipalities

Points Based 10 (20% of Total)

3. Approach

Approach, process and availably to be responsive to the City’s needs

Points Based 10 (20% of Total)

4. References

Review of references

Points Based 10 (20% of Total)

5. Contract Fee

Contract fee as negotiated and ultimately agreed upon. Price is not the sole basis for selection but may be considered in the criteria for evaluating submissions

Points Based 10 (20% of Total) https://procurement.opengov.com/portal/scottsvalley/projects/282184/document?section=2722440

7) SELECTION PROCESS

7.1 Selection Process

The City will establish a selection committee to review and rank all complete submissions. Any firm(s) selected for further review may be invited for an interview or may be asked for further information for internal review.

The final selection may result in a contract award to be approved by the City of Scotts Valley in accordance with policies.

The schedule for the selection process is:

RFQ Issue Date: July 9, 2026

Question Submission Deadline: July 20, 2026, 12:00am

Responses to Questions Submitted to City: July 27, 2026

Response Submission Deadline: August 7, 2026, 12:00am

The City may negotiate a contract with the most qualified firm with compensation the City determines is fair and reasonable based upon the scope of work. Fee proposals from competing consultants may be used to assist

City staff in determining fair and reasonable compensation.

7.2 Questions

All questions regarding this RFQ should be submitted through the Question & Answer section of this RFQ on the

City's OpenGov Procurement portal. Questions must be submitted before 12:00 am on Monday, July 20, 2026.

All questions and answers will be made available on the Question & Answer section of this RFQ on the City's

OpenGov Procurement portal.

8) GENERAL INFORMATION

8.1 Minimum Qualifications

In order to qualify as responsible, a prospective firm must, in the opinion of the City staff, meet the following standards as they relate to the RFQ:

1. Have adequate staff, equipment, technical, and financial resources for performance, or have the ability to obtain such resources that are required for performance, including a demonstrated ability to meet work schedule time frames and deliverables.

2. Have a satisfactory record of performance.

3. Be an Equal Opportunity Employer.

8.2 Compliance with Terms and Conditions of the Professional Service Agreement The consultant and sub-consultants will be required to comply with all terms and conditions set forth in the City of Scotts Valley Standard Form Professional Services Agreement including all insurance requirements (See

Appendix A). Any exceptions from these terms and conditions must be specified in the proposal, and any exception may be a basis for rejection of the proposal from further consideration.

8.3 Proposal Revision and Modification

Staff may request that the consultant alter a submitted proposal when deemed necessary and appropriate to clarify that the proposal fully addresses the City’s needs. In the event that a consultant agrees to modify the proposal, a change in the cost of the services as set forth in the proposal may be made. Otherwise, the cost stated in the original proposal shall remain effective. Any additional work required beyond the scope of the contract shall be, with prior notification and contract amendments, mutually agreed to by the City and the consultant, and shall be billed on a not-to-exceed estimated time and materials basis to the City. Contract amendments will be made only in unusual circumstances, where clearly justified by the consultant and as determined necessary by the City.

8.4 Limitations

All reports and pertinent data or materials will become the property of the City of Scotts Valley.

The consultant will have normal access to the public records and files of local government agencies in preparation of the proposal or documents. No compilation, tabulation, or analysis of data, definition, or opinion, etc. shall be anticipated by the consultant from the agencies, unless volunteered by a responsible official of these agencies.

Firms submitting a proposal for this RFQ must provide a statement that nothing contained in the submitted proposal will be proprietary. All proposals shall become the property of the City of Scotts Valley once submitted.

A request for qualifications does not commit the City to award a contract, to pay any costs incurred in the preparation of the proposal, or to procure or contract for services and supplies. The City reserves the right to accept or reject any or all proposals received as a result of this request, to negotiate with any qualified source, or to cancel in part or in its entirety this request for qualifications, if it is in the best interest of the City to do

so. The City may require the consultant to participate in negotiations and to submit such price, technical or other revisions of the proposal as may result from negotiations.

8.5 Contract Payment

The City will release payment to the consultant in increments based on itemized invoices submitted no more frequently than monthly as the work progresses. Contract payment shall be made on the basis of satisfactory performance by the consultant as determined by the City.

8.6 Contract Termination

The City shall have the right to terminate The Professional Services Agreement at any time upon giving fifteen

(15) days written notice to Consultant. In the event of termination, City shall pay the Consultant for all services performed and accepted under the Professional Services Agreement up to the date of termination.

8.7 Conflict of Interest

In the Professional Services Agreement, the Consultant shall stipulate that corporately or individually, its firm, its employees and subcontractors have no financial interest in either the success or failure of any project which is, or may be, dependent on the results of the Consultant’s work product prepared pursuant to the Agreement.

9) CONTRACTUAL REQUIREMENTS

Final contract approval requires City Council approval for execution by the City Manager. Following the final

Selection Committee’s recommendation and contract negotiations the contract shall be agendized with the

Council and must be approved and executed prior to any work being performed by the consultant. See

Appendix A for Draft Standard Form Professional Services Agreement.

9) Contractual Requirements