RFP 27-2026 Fire Alarm Systems Preventive Maintenance Repair and Replacement Services II.pdf

REQUEST FOR PROPOSALS

(RFP) No. 27-2026 Fire Alarm Systems Preventive Maintenance

Repair and Replacement Services

Contracting and Procurement District of Columbia Housing Authority

300 7th Street, SW 10th Floor

Washington, D.C. 20024

DISTRICT OF COLUMBIA HOUSING AUTHORITY

CONTRACTS AND PROCUREMENT

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Table of Contents

Part Description Page Table of Contents

1.0 General Information

1.1 Introduction 4

1.2 Background 4

1.3 RFP Intent 4

1.4 Agency’s Reservation of Right 4

1.5 Schedule of Events 5

1.6 Proposal Audit 6

1.7 Contract Terms 6

1.8 Communications 6

2.0 Description of Services

2.1 Description of Services 7

3.0 Proposal Evaluation

3.1 Clean Hands Policy 23

3.2 Submittals 23

3.3 Evaluation Process, Evaluation Factors and Award 23

3.4 Proposal Format 24

3.5 Proposal Content 24

3.6 Evaluation Factors and Award 25

3.7 Evaluation Factor Description 25

3.8 Responsibility Determination 27

3.9 Point Awarded Range 28

3.10 DC Council Approval Mandate 29

4.0 General Conditions

4.1 Licenses, Permits and Certifications 30

4.2 Certification Regarding Debarment 30

4.3 Respondents’ Status 30

4.4 Funding Limitations 30

4.5 Government Restrictions 30

4.6 Insurance 30

4.7 Indemnification 32

4.8 Method of Compensation 32

4.9 Ceiling Price 33

4.10 Compliance with Laws 33

4.11 Termination for Convenience and Default 34

4.12 Disputes 35

4.13 Examination and Retention of Contractor’s Records 35

4.14 Ownership Rights in Works 36

4.15 Intellectual Property 36

4.16 Confidential Information 36

4.17 Conflicts of Interest 37

4.18 Prohibition against Gifts/Favors/Anything of Monetary Value 37

4.19 Assignment 38

4.20 Non-Exclusive Rights 38

4.21 Contract Modification 38

4.22 Governing Law 38

4.23 Required DCHA Vendor Registration 38

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5.0 Form of Contract

5.1 Sample Agreement 39

5.2 Exceptions to Contract 39

5.3 Contract Terms and Conditions 39

5.4 Exceptions 39

5.5 Right to Negotiate 39

5.6 Right to Reject 39

6.0 Right to Protest

6.1 Protest 40

6.2 Definitions 40

6.3 Procedures 40

7.0 EXHIBITS, APPENDICES & ATTACHMENTS

7.1 Exhibits 1-5 42

7.2 Attachments A-N 42

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1.1 Introduction

The District of Columbia Housing Authority (“DCHA”) is dedicated to enhancing the quality of life in the District of Columbia by providing and effectively managing affordable housing, which is diverse, well maintained, and aesthetically pleasing for those whose circumstances prevent them from competing in the general marketplace. Besides operating over 7,937 units with public housing operating subsidy, DCHA also contracts over 13,000 private units through its Housing Choice Voucher Program (“HCVP”). DCHA has embarked on an ambitious program of development and redevelopment to create economically diverse communities and neighborhoods. DCHA is one of the most innovative housing authorities in the nation and is actively pursuing non-governmental sources of financing to promote HCVP homeownership assistance programs, project-based public housing subsidies, and implement more creative uses of its authority through the United States Department of Housing and Urban Development (HUD)’s Move to Work (MTW) Demonstration Program.

1.2 Background

DCHA Property Management Operations (PMO) is responsible for property management, maintenance and upkeep throughout DCHA properties. DCHA PMO requires qualified respondents to provide Fire Alarm Systems Preventive Maintenance Repair and Replacement Services for residential housing units in support of two of DCHA’s initiatives to (1) Create opportunities to improve the quality of life for DCHA residents through collaboration and partnerships and (2) Provide livable housing to support healthy and sustainable Communities.

To further its mission, DCHA seeks qualified Respondents to provide all necessary labor, materials, supplies, and equipment and supervision to maintain the Fire Alarm Systems Preventive Maintenance & Repairs for the DCHA properties listed within this solicitation.

DCHA intends to award Contracts for of multiple three-year “Fixed Price” contracts for Fire Alarm Systems Preventive Maintenance Repair and Replacement Services resulting from this solicitation. DCHA invites highly qualified, insured, licensed and interested firms (“Respondents”) to submit proposals in response to this Request for Proposal (RFP) solicitation.

1.3 RFP Intent

The DCHA intends to use this Solicitation to contract with a qualified licensed and insured entity to provide the above noted services. Your response to the Scope of Services must be complete, as it will become part of any contractual agreement. We appreciate the investment of time and resources firms are making by participating in this process. All submitted proposals shall be evaluated for responsiveness to the requirements of the Request for Proposal (“RFP”). Those submissions not in accordance with the RFP shall be deemed non-responsive and eliminated from further evaluation.

1.4 Agency’s Reservation of Rights

The DCHA reserves the following right in association with the RFP process and upon contract award.

1. Right to Reject, Waive, or Terminate the RFP. Reject any or all proposals, or to terminate the

RFP process at any time, if deemed by the Agency, to be in its best interest.

2. Right to Not Award. Not to award a contract pursuant to this RFP.

3. Right to Terminate. Terminate a contract award pursuant to this RFP, at any time for the Agency’s convenience upon 10 days written notice to the successful offeror(s).

PART 1 – GENERAL INFORMATION

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5. Right to Retain Proposals. Retain all proposals submitted and not permit withdrawal for a period of 90 days subsequent to the deadline for receiving proposals.

6. Right to Negotiate. Negotiate the fees proposed by the offeror(s).

7. Right to Reject Any Proposal. Reject and not consider any proposal that does not meet the requirements of this RFP, including but not necessarily limited to, incomplete proposals and/or proposals offering alternate or non-requested services.

8. No Obligation to Compensate. Have no obligation to compensate any offeror(s) for any costs incurred in responding to this RFP.

9. Unauthorized Sub-Contracting Prohibited. The successful offeror(s)/contractor(s) shall not assign any right, nor delegate any duty for the work proposed pursuant to this RFP (including, but not limited to, selling or transferring the contract) without the prior written consent of the Agency. Any purported assignment of interest or delegation of duty, without the prior written consent of the Agency shall be void and may result in the cancellation of the contract with the Agency or may result in the full or partial forfeiture of funds paid on the contract, as determined by the Agency.

10. Project Staffing Changes. Managers, other supervisory staff, and accountants may be changed if those personnel leave the firm, are promoted, or are assigned to another area. These personnel may also be changed for other reasons. However, in either situation, the Agency retains the right to approve or reject replacements.

1.5 Schedule of Events

DCHA will endeavor to follow the schedule set forth below; however, the activities and timetable represented below are a guideline only and are subject to change at DCHA’s sole discretion and without prior notice:

RFP Advertise Date: Wednesday, May 20, 2026 Issuance of RFP: Wednesday, May 20, 2026 MAMDATORY SITE VISIT: Potomac Gardens 1225 G Street SE 20003

Wednesday, May 27, 2026, at 10:00AM

Deadline for Submission of Inquires/Questions: Thursday, May 28, 2026, at 12:00 PM Submission of Proposals: Monday, June 15, 2026, at 12:00 PM Evaluation Period: Thursday, June 18, 2026 DCHA Board Committee Review: TBD Presentation of DCHA Board of Commissioners for Contract Approval:

TBD

Contract Award: TBD

NOTE: DCHA reserves the right, at its sole discretion, to adjust this Schedule of Events as it deems necessary. If necessary, DCHA will communicate adjustments to any event in the Schedule of Events in the form of an addendum to this RFP. Addenda to this RFP will only be issued and posted on DCHA’s website at https://ha.internationaleprocurement.com/requests.html?company_id=506 and Housing Agency Marketplace (e-procurement) Vendor Portal. Addenda will not be mailed to potential Respondents. It is the responsibility of the Respondent to monitor DCHA’s website and electronic sourcing tool, Housing Agency Marketplace, for any addenda issued. Each Respondent must acknowledge all addenda issued so as to ensure that addenda are considered in their proposal response by completing Addenda Acknowledgement Form.

This Form must be submitted with the Respondent’s response to this Request for Proposals. Failure to include the Form in the proposal response may subject your Firm to disqualification.

4. Right to Determine Time and Location. Determine the days, hours, and locations that the successful offeror(s) shall provide the services called for in the RFP.

https://ha.internationaleprocurement.com/requests.html?company_id=506

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1.6 Proposal Audit

Please note that all proposals will be retained by DCHA for audit purposes. DCHA reserves the right to reject any and/or all proposals, or to waive any informality in the proposals. Submissions received after the deadline will not be considered. An Offeror submitting a late proposal will be notified. All material submitted in the proposal becomes the property of DCHA and will not be returned.

1.7 Contract Term

Contracts awarded from proposals received in response to this solicitation will have an initial term of one (1) year, with the option to extend, at the District of Columbia Housing Authority’s (DCHA) sole discretion, for four (4) additional one (1) year option terms, for a potential total maximum term of five (5) years.

Additionally, DCHA may, at its sole discretion, elect to extend the contract on a month-to-month basis under the same terms and conditions, in order to ensure continuity of services.

1.8 Communications

In order to maintain a fair and impartial competitive process, DCHA and any outside consultants assisting DCHA with this solicitation, shall avoid private communication concerning this procurement with prospective Respondents during the entire procurement process. From the issue date of this RFP until the final award is announced, Respondents are not allowed to communicate about this RFP for any reason with any DCHA staff and/or outside consultants assisting DCHA with this solicitation except:

(1) through the RFP Point of Contact named below;

(2) as otherwise specified in this RFP; and / or

(3) as provided by existing work agreement(s) (if any).

Prohibited communication includes all contact, including but not limited to, telephonic communications, emails, faxes, letters, or personal meetings, such as lunch, entertainment, or otherwise. DCHA reserves the right to reject the quote of any Respondent violating this provision.

A. Inquires and /or questions must be submitted via the DCHA’s E-Procurement Vendor Portal at the following link: https://ha.internationaleprocurement.com/requests.html?company_id=506. CHA will receive requests for additional information and/or clarification relative to this solicitation no later than 12:00 Noon on or before Thursday, May 28, 2026.

B. Responses to these questions will be addressed in writing via the DCHA’s electronic procurement system. DCHA will not respond to questions and/or requests for information after the date stated above or received via e-mail or any other means.

C. It is the responsibility of the Respondent to monitor DCHA’s website and the E-Procurement

Vendor Portal for any addenda issued. All Respondents are encouraged to frequently check DCHA’s website/portal for additional information.

All requests for information or clarification pertaining to this solicitation must be addressed in writing.

RFP Point of Contact LaShawn Mizzell-McLeod, Contract Specialist Email: LMMCLEOD@dchousing.org Phone: (202) 876-4506 District of Columbia Housing Authority Contracts & Procurement Department 300 7th Street, SW 10th Floor Washington, DC 20024

[END OF PART 1 – GENERAL INFORMATON]

https://ha.internationaleprocurement.com/requests.html?company_id=506 mailto:LMMCLEOD@dchousing.org

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PART 2 – DESCRIPTION OF SERVICES

2.1 Scope of Services

2.1.1 Fire Alarm Preventive Maintenance & Repair Services

The work shall consist of the Preventive Maintenance and Repair Services of Fire Alarm Systems at various DCHA public housing developments. Services include but are not limited to the performance inspection, testing, and preventive maintenance and repair of a variety of fire alarm, notification systems, equipment and components. All Fire Alarm System inspection, tests, maintenance, alterations, and repairs performed under this contract shall comply with the most current approved the National Fire Alarm Code (NFPA) to include all NFPA appendix chapters, codes & standards and act in accordance with all district and federal codes; NFPA 72 National Fire Alarm and Signaling Code; the most current and approved edition of the National Electrical Code NFPA 70; and NFPA 13 Standard for the Installation of Sprinkler Systems. The Contractor shall clean repair and/or replace every component part of the Fire Alarm Systems to provide uninterrupted Fire Alarm Services, in the District of Columbia Housing Authority Buildings.

2.1.2 DCHA Fire Alarm Systems Preventive Maintenance Repair and Replacement Services are Requirements are included in this solicitation in Exhibit 1 DCHA Fire Alarm Preventive Maintenance and Repair Services Requirements and Exhibit 1 DCHA Fire Alarm Unit Price Schedule.

2.2 TECHNICAL SPECIFICATIONS

2.2.1 The Contractor shall schedule and perform under this contract as outlined in the DCHA Building Requirements and consistent with the Authority to cause minimum inconvenience to tenants affected by the work.

2.2.2 The Contractor shall provide services at the properties owned and/or operated by DCHA and specified within Exhibit 1: DCHA Fire Alarm Systems Preventive Maintenance Building Requirements.

2.2.3 The Contractor shall provide all supervision, labor, tools, equipment, and materials necessary to inspect, adjust, replace or repair, in strict accordance with the items hereafter specified:

1. Fire Alarm System Control Panel

2. Emergency Back-up Batteries and Accessories

3. Annunciator Panel and Wiring

4. Smoke Detectors

5. Heat Detectors

6. Back-up power batteries and accessories

7. Combination Audible/Visual Signaling Devices

8. Flow and Tamper Switches

9. All Sprinkler systems

10. All elevator connections connected to system

11. All doors and door controls and mag locks

12. All fire pumps and connections

13. All generators & connections

14. All sprinkler heads

15. All duct detectors

16. All co2 detectors

17. Sprinkler systems valves and components.

2.2.4 The Contractor shall perform a test of all of the fire alarm devices in accordance with the period required by NFPA. A listing of codes and standards are available at http://www.nfpa.org/aboutthecodes/list_of_codes_and_standards.asp NOTE: Contractor shall notify the http://www.nfpa.org/aboutthecodes/list_of_codes_and_standards.asp

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Contracting Officer Technical Representative (COTR) of all scheduled testing. The COTR and Property Manager may observe testing.

2.2.5 The Contractor shall perform all services, maintenance and repairs with fully qualified manufacturer-trained technicians. The Contractor shall maintain at all times a sufficient number of technicians to service the contract adequately. Evidence suggesting lack of knowledge or training by technician(s) shall give raise to contract default and may result in contract termination. The Contractor shall submit a listing of all service personnel and their qualifications that will perform work under this contract.

2.2.6 Contractor is required to monitor equipment warranty and provide DCHA minimum 90-day notification of equipment or service expiration. Contractor shall make every attempt to use environmentally safe and energy efficient equipment, products, and materials. Replacement parts and equipment shall meet DCHA’s energy program standard.

2.2.7 The Contractor shall maintain all existing fire fighter’s emergency systems (commonly known as Fireman's Recall System), including the addition of any new requirements of the governing Authority.

2.2.8 Contractor shall be required to make renewal, repair, replacement, or perform any work necessitated by reason of deliberate vandalism of the equipment by others or other causes beyond the Contractor's control, when directed by DCHA, in writing. Contractor reimbursement for such work shall be in accordance with the established hourly rates and presented in the Unit Price Schedule.

2.2.9 All defects or damages caused by normal wear and tear shall be contract responsible items.

2.2.10 In the event repair parts are unavailable due to obsolescence, the Contractor shall exercise reasonable efforts to obtain replacement parts. In the event replacement parts are unobtainable, Contractor shall submit a written proposal to DCHA outlining an alternative solution or parts to repair the equipment, if possible.

2.2.11 The Contractor shall inform and coordinate all System Shutdowns with the COTR and Property Manager. Contractors shall maintain consistent communication with DCHA to convey the status and specify shut down reason(s), parts on order, major repairs, etc. For Shutdowns that will last more than twenty-four (24) hours in duration, Contractor shall carefully schedule all non-emergency shut downs of the fire alarm with the Building Manager and Agency COTR.

2.2.12 During all fire-system shut downs, emergency and non-emergency, Contractor shall provide back-up protection, at any time the fire alarm system is out of service for more than four (4) hours. In addition, regardless of the duration of the shutdown, the affected portion of the system shall be tested to ensure that full protection has been restored.

2.2.13 All work required herein shall be performed as promptly as possible, and within the response time set forth herein. Such work shall be subject to approval and acceptance by DCHA, however, such approval and acceptance shall not relieve Contractor from the obligation to correct any incomplete, inaccurate or defective work, all of which shall be promptly remedied by the Contractor on demand, without cost to the DCHA.

2.2.14 Each Contractor employee shall sign in with management or security when entering the building, state the purpose of the visit, (for example, scheduled maintenance, service call, or repairs), and sign out when leaving the building, during normal business hours. Supervisory employees shall indicate their titles adjacent to their signatures.

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2.2.15 Contractor shall perform Repairs and Unscheduled Work for the Fire Alarm Systems to satisfy District and Federal codes in accordance with the current NFPA standards.

2.2.16 Services that are not listed in the Contractor’s Proposal will be set forth as individual work orders. Such services shall be forwarded to the COTR in the form of a Proposal with a detailed scope of work and cost of services. Service Proposals shall be negotiated with the contractor, and services shall be performed only after the Scope of Work and Cost of Services have been agreed upon by DCHA’s Contracting Officer and or COTR.

2.2.17 The premises used by the Contractor for the work shall be kept clean and in a neat condition at all times. Any and all debris shall be removed and disposed of, off the site, by the Contractor. The Contractor shall leave areas where he performs work neat, clean, orderly, and free of excess debris and materials generated by these operations.

2.2.18 The Contractor shall comply with all appropriate safety code requirements. Contractor shall perform all work with due care and proper precaution and in such manner as will afford the greatest protection of persons and property. He/she shall provide all protection necessary for his/her materials and work whether such work is completed or in progress. He/she shall furnish, place and maintain all necessary and proper guards, lights, barricades and other protective devices for prevention of accidents to worker and the general public. He/she shall post danger signs and/or watchman warning against hazards created by operations necessary or incidental to completion of work under contract.

2.2.19 Contractors shall perform all work at the site on a continuous basis with minimum interruption to the system (as much as practicable). The Contractor shall provide a twenty-four (24) hour notice prior to and shall coordinate with the Property and the COTR all System Shutdowns except in emergency situations.

2.2.20 The Contractor understands and agrees that DCHA reserves the right to add, delete, or otherwise make reasonable changes in provisions of this contract, as conditions change with 30 days written notice.

2.3 PREVENTIVE MAINTENANCE

2.3.1 Fire Alarm Systems Preventive Maintenance at various DCHA Properties shall be performed by the Contractor to ensure that the fire alarm system is maintained operable at all times except while being tested or repaired.

2.3.2 Preventive Maintenance Services shall be performed Monday through Friday between the hours of 8:15AM and 4:45PM. Services shall include but are not limited to the performance of inspection, testing, preventive maintenance of a variety of Fire Alarm Systems equipment and components to include: manual alarm devices, smoke and heat detectors, tamper switches, pressure switches, water flow switches, remote and graphic annunciators, main fire alarm panel and components, voice alarm system, speakers and horns, and other audible and visual devices wiring circuits and junctions, all other alarm, detection and control ancillary devices, and emergency power operations.

2.3.3 The Contractor shall develop and submit an Annual Preventive Maintenance Program Schedule to include PM Code, service intervals (day and dates) with a service checklist for each PM Code based upon all components and consistent with the schedule attached Exhibit 1: DCHA Fire Alarm Systems Preventive Maintenance Building Requirements and Exhibit 5: DCHA Fire Alarm Systems Preventive Maintenance Service Codes & Checkpoints.

2.3.4 The Contractor shall perform all work items prescribed herewith as the Preventive Maintenance Scope of Work for a period of three (3) years, at the at the service intervals indicated.

2.3.5 The DCHA Fire Alarm Systems Preventive Maintenance Building Requirements: Exhibit 1 shall

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2.3.6 In addition to the aforementioned maintenance, the Contractor shall inform the DCHA of any required additional maintenance or unscheduled work that is part of the equipment manufacturer’s standard recommendations and perform such work.

2.3.7 The Contractor shall provide monthly Maintenance Schedules based upon the approved Annual Preventive Maintenance Schedule and updated based upon completed Preventive Maintenance.

2.3.8 The Contractor shall submit Monthly Maintenance Schedules in written and electronic format to facilitate Contractor and COTR review and revision(s). [Microsoft Project, Excel, or fillable PDF Files are acceptable and preferred.]

2.3.9 The Contractor shall submit Monthly Preventive Maintenance Schedules to the Agency COTR by the first Friday of the month prior to service. The COTR shall review and approve prior to performance of the scheduled Preventive Maintenance.

2.3.10 The Contractor shall provide the following services including all labor, materials, and parts to keep all fire alarm systems, sprinkler systems, generator & elevator controls and door controls, fire pump in working order. Contractor is responsible for all systems attached to Fire Alarm Systems.

Contractor is responsible for keeping all the systems inspected and tested according to NFPA, NEC, BUILDING, & DC CODES AND SUPPLEMENTS.

2.4. SERVICE CALL REQUIREMENTS

2.4.1 The Unit Price Schedule: Exhibit 1; proposed by the Contractor shall include the fully burdened hourly rates for Service Calls, Shutdowns, Correction of Deficiencies, Callbacks, Scheduled, and Unscheduled Repair Work Repair Items Monday through Friday between the hours of 7:00AM and 5:00PM as requested by the DCHA’s COTR.

a. Service Calls are determined by the COTR and/or Authority Having Jurisdiction and will most often place requests for service through verbal communication followed by electronic correspondence within 24 hours. Upon authorization of the COTR, service calls at other DCHA properties not listed in the Building Requirements may be required, and will be billed as outlined in the Unit Price Schedules, hourly and other than hourly rates.

b. Service Calls for Repair are classified by response requirements; Emergency or Routine, based upon the nature of the repair, whether, in the opinion of the Ordering Official and Authority Having Jurisdiction, deems it as Emergency or routine in nature.

c. Prompt Contractor response for Routine Service Calls shall consist of repair service No later than Four (4) hours for the Fire Alarm System, to repair, replace, or correct system and/or equipment malfunctions. Other than, verified vandalism, determined clearly by the Authority and the Contractor, as per the provisions established in Section: Vandalism.

d. Immediate Contractor response, within two (2 ) hours for Emergency Service Calls are those service calls affecting the continued occupancy of a building, or certain operations in a building, which are critical in nature and warrant Emergency response as per the provisions established in Section: Emergency Service.

e. Maintenance Service Calls are any Service Calls that relate to the maintenance of the Fire Alarm

System. Maintenance Service Calls are non-reimbursable as they are included in the full-maintenance contract and included within Exhibit 1: DCHA Fire Alarm Systems Preventive Maintenance Building Requirements and Unit Price Schedule completed and proposed by the Contractor.

f. Contractor shall report all deficiencies. Deficiencies are any devices that cannot be calibrated, RFP No. 27-2026 Fire Alarm Preventive Maintenance, Repair and Replacement Services 11 | P a g e tested, or serviced in accordance with schedule or manufacture’s recommendations.

g. The Contractor shall correct at Contractor’s expense minor Fire Alarm System malfunctions costing less than $500 per device as a part of normal preventive maintenance. The Contractor shall follow the section titled: Scheduled and Unscheduled Work, for repairs costing more than $500 per device. When all listed deficiencies have been corrected, the Contractor will sign and date the inspection report and return it to the Agency COTR. At its discretion, DCHA may then re-inspect the work.

h. The Contractor shall perform all Scheduled and Unscheduled Work items to repair, replace, modify, or correct system and/or equipment malfunctions more than $2000 per device, only upon the approval of the DCHA’s Contracting Officer or COTR.

i. Service Callbacks within 48 hours to respond to previously reported system and/or equipment malfunctions shall be repaired at Contractor’s expense in excess of parts, under the cost of the initial service call.

j. Failure to respond, within the stated times for Service Calls will be considered a breach of contract.

2.4.2 The Unit Price Schedule: Exhibit 1; proposed by the Contractor shall include the fully burdened hourly rates for Service Calls, Callbacks, and Repairs, upon the request of the Authority's COTR that require work during other than normal business hours; for which premium rates apply. The Contractor shall provide service; at a premium rate of service during the hours and intervals specified herewith:

a. Monday through Friday; 5:00PM to 7:00AM.

b. Saturday and Sunday; Twenty-four (24) hour service.

c. All Holidays; Twenty-four (24) hour service.

d. Contractor shall provide Fire Alarm Response for the Fire Alarm System twenty-four (24) hours a day, seven (7) days a week, including Holidays.

e. Contractor shall establish a fire watch, as necessary, as per Fire Marshall Standards and regulations. This cost shall be on a per man-hour basis.

f. Emergency Service Callbacks within 24 hours to respond to previously reported critical system and/or equipment malfunctions shall be repaired at the Contractors expense in excess of parts, under the initial Emergency Service call.

2.5 SCHEDULED AND UNSCHEDULED WORK ITEMS

2.5.1 Repairs are defined as unscheduled work to repair or modify.

2.5.2 Work under this contract will also include repairs to all Fire Alarm Systems.

2.5.3 Unscheduled works items to repair, replace, modify, or correct system and/or equipment malfunctions over $2000, shall only be performed upon the approval of the DCHA’s Contracting Officer or COTR.

2.5.4 Contractors who perform repairs under this contract shall be capable of providing replacement parts within 24 hours for the central processing unit (CPU), controllers, monitoring and signaling cards, display boards, and other critical parts that may be necessary to restore the equipment and systems, unless otherwise approved by the COTR. All material and parts incorporated into the work shall be new.

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2.5.5 Unit Price Schedule shall include units and component parts when the estimated cost of labor, materials, tools and equipment for a single repair up to two-thousand dollars ($2000.00).

2.5.6 Contractor shall prepare and submit a cost proposal for all scheduled and unscheduled work items that exceed two-thousand ($2000.00).

2.5.7 Cost proposals shall include all materials, labor, and pertinent information relevant to completing services.

2.5.8 Contractor shall perform scheduled and unscheduled work items upon the review and approval of the proposal by the DCHA Contracting Officer or COTR.

2.5.9 For repairs wherein the estimated cost of a single repair, including labor, and materials exceed ten-thousand dollars ($10,000.), DCHA reserves the right to issue an Invitation for Bid to secure services on a competitive basis.

2.6 EMERGENCY SERVICE

2.6.1 The Unit Price Schedule: Exhibit 1; proposed by the Contractor shall include the fully burdened hourly rates for all Emergency Service Calls, twenty-four (24) hours a day, seven (7) days a week. An Emergency Service Call to Contractor is one where callback is necessary in case of fire to remedy a potentially dangerous (injury threatening) situation, or to correct a situation which, if not corrected, would cause further damage to the equipment or may create an unsafe condition for the residents.

2.6.2 The Contractor shall provide TWENTY-FOUR (24) HOUR emergency service as defined hereinafter.

2.6.3 Contractor shall respond within two (2) hours of being notified of emergency.

2.6.4 Minor Malfunctions (as defined herein) shall be immediately corrected. A minor malfunction in a system covered by this contract is one which requires less than $2000 in materials, parts, and equipment to repair to operating condition, per item, per occurrence (excluding items missing or inoperable at the time of contract award).

2.6.5 Major Malfunctions (as defined herein) shall be immediately reported to the Agency COTR. A major malfunction in a system covered by this contract, is one which requires more than $2000, in material, parts and equipment to repair to operating condition, per item, per occurrence.

2.6.6 All emergency calls for malfunctions are under the terms of the contract, at no additional costs to DCHA. However, the Contractor will not be required to provide “No Cost” Emergency Calls for malfunctions previously reported to DCHA, items missing or inoperable at the time of contract award, major malfunctions of items that have been corrected, and inability to access equipment.

2.6.7 Contractor shall maintain Fire Alarm System operability any time that the fire alarm system is out of service for more than four (4) hours. Back up protection to include but not limited to providing additional personnel stationed at fire alarm system control panels.

2.6.8 Contractor shall restore the Fire Alarm System to a safe and satisfactory operating condition.

2.6.9 Contractor shall test and ensure Fire Alarm System functionality prior to leaving emergency site, regardless of the duration or nature of shutdown.

2.6.10 The Contractor shall submit to the Agency COTR, 24-hour daily emergency telephone access to the Contractors personnel for the life of this contract.

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2.6.11 Emergency Service Callbacks within 24 hours to respond to previously reported critical system and/or equipment malfunctions shall be repaired at the Contractors expense in excess of parts, under the initial Emergency Service call.

2.7 VANDALISM

2.7.1 The Contractor, upon answering a fire alarm activation or malfunction call, that shows evidence of vandalism, shall perform the work necessary to remedy any unsafe condition. So long as the system is still operational, any further work that might be necessary in excess of $2,000 to repair the damaged fire alarm system shall be postponed until the Authority’s COTR is notified and given the opportunity to inspect the condition of the system. The intent of this paragraph is that vandalism must be apparent or the Contractor shall repair the items as a service callback under the terms of Service Call Requirements, Scheduled and Unscheduled Work Items, and Emergency Service detailed above.

2.7.2 If an agreement cannot be reached between the Contractor and the Authority whether vandalism is apparent, the Authority's decision shall be final.

2.7.3 Payment for agreed vandalism work shall be limited to the specified hourly rates plus reimbursement (for materials in accordance with the terms set forth in the throughout this solicitation).

2.7.4 Even in the event of apparent vandalism or mischievous damage, the Fire Alarm system must be in operation before the Contractor leaves the premise.

2.7.5 The DCHA Fire Alarm Systems Unit Price Schedule: Exhibit 1; proposed by the Contractor shall include full compensation for all Vandalism Service Calls twenty-four (24) hours a day, seven (7) days a week; based upon regular service hours between 8:00AM and 5:00 PM and premium service hours between 5:00PM and 7:00AM to include all Vandalism Service Calls on Weekends and Holidays.

2.8 EXCEPTIONS

2.8.1 The cost of the following shall not be included in the Price Proposal. However, it shall be the responsibility of the Contractor to provide labor, materials and equipment to accomplish necessary work to have the fire alarm systems in satisfactory operating condition with the understanding that he would be compensated for his services when authorized.

a. Replace Fire Alarm Control System

b. Reprogramming the entire system

c. Replace Annunciator Panels

d. Repair or replacement of equipment as a result of vandalism, which includes missing or destroyed beyond repair as determined by the Property Management Administration.

Vandalism is defined as willful malicious destruction of public or private property.

e. UFAS updates and new requirements by codes or authorities that have jurisdiction. Work pertaining to the above will be ordered by the Contracting Officer and must be accomplished as expeditiously as possible.

2.9 INSPECTION & ACCEPTANCE

2.9.1 The Contractor shall procure and pay for all inspections, permits, and licenses necessary to perform the work defined herein.

2.9.2 Contractor shall contact DCRA and request inspections as required by local code.

2.9.3 Maintenance and Repair Inspections by DCHA. DCHA reserves the right to make any test or inspection it deems necessary to ensure all Contract performance requirements are maintained.

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2.9.4 The work performed and materials furnished shall be subject to such inspection and tests as may be deemed necessary by DCHA and DCRA and all work and materials, which do not conform to the requirements of the contract documents, will be rejected.

2.10 DELIVERABLES

2.10.1 The Contractor shall renew Fire Alarm Certificates, as necessary, prior to expiration. The Contractor shall pay all fees in connection with Certificate renewal and shall perform all testing, adjustments, and repairs required by the District of Columbia for issuance of the Certificate.

2.10.2 NOTIFICATION TO PROPERTY MANAGERS AND COTR: Prior to start of work at the site, the Contractor shall notify the respective Property Manager and the COTR.

2.10.3 MANUFACTURE’S PRICE LISTING: Prior to start of any work, the Contractor shall provide (3) copies of manufacturer’s price listing or catalog and/or company price listing for stock materials, equipment and parts, and exception items inclusive of mark-up to be utilized under this contract.

Failure to provide this information may result in delay of payment.

2.10.4 MATERIAL SAFETY DATA SHEETS: The Contractor shall provide current Material Safety Data Sheets (MSDS) for all hazardous materials brought into the building. This information will be provided to the COTR as requested.

2.10.5 MONTHLY SERVICE RECORDS: The Contractor shall submit to the Authority monthly service records, including repair work reports, service call reports, and semi-annual inspection reports for each fire alarm system serviced under this Contract. These records shall identify the cause of all fire alarm activation and resolution of same. The receipt of these monthly records shall be a condition of contract payments.

2.10.6 ANNUAL DETAILED CONDITION REPORT: The Contractor shall submit in writing, an annual detailed condition report to the Agency COTR within 30 days of Contract Award, and on or prior to October 1, of the subsequent contract years. The report shall state the designated property name and location, condition of equipment, necessary repairs and/or replacements, and the estimated costs. This report will assist the Contract Representative in making recommendation(s) for appropriate courses of action.

2.10.7 60-DAY SYSTEM ASSESSMENT: Upon execution of the contract, a system assessment and inventory is to be completed by the Contractor within 60 days, updating all current equipment, including model numbers, serial numbers, etc., in a format approved by DCHA. The assessment shall also include equipment condition, recommended repairs, and estimated repair costs.

2.10.8 CHECK IN/OUT PROCEDURES: All personnel who perform any maintenance services shall login and log-out; and must sign and submit to the Manager, or leave at the management office after hours, a job work ticket. Contractor shall forward a report of all work completed after hours to the DCHA Fire Alarm Systems COTR on the next business day.

2.10.9 JOB WORK TICKETS: Contractor shall furnish a job work ticket for each location, where and what work was performed or inspection made. Job Work Ticket shall be completed to include: the date, check-in and check-out time inclusive of Ante Meridiem and Post Meridiem reference, name of building, address of service, service requested, site conditions with detailed description or work performed (for example, scheduled maintenance, service call, or repairs), and recommendations, rendered and recommendations printed thereon. Contractor shall provide replacement part, equipment, model, and serial numbers upon installation of new parts and equipment, full name of mechanic(s) and helper(s).

RFP No. 27-2026 Fire Alarm Preventive Maintenance, Repair and Replacement Services 15 | P a g e security guard is present, technician shall indicate “no on to sign” on the work ticket. Contractor shall also provide the Property Manager with a copy of the executed work ticket during normal working hours. Contractors shall mark by strikethrough line and initial all changes to Job Work Tickets. Changes shall also be initialed by onsite personnel prior to signature.

2.10.11 Contractor shall forward a copy of Work Tickets completed after normal business hours to the DCHA Fire Alarm System COTR on the next business day.

2.10.12 Contractor shall submit Job Work Tickets along with Monthly Payment Requests no later than the second Friday of the month subsequent to service completion. Incomplete Job Work Tickets, or those containing error or discrepancy may delay monthly invoice processing.

2.10.13 MONTHLY PREVENTIVE MAINTENANCE SCHEDULES: The Contractor shall prepare monthly Preventive Maintenance Schedules describing the preventive maintenance activities planned for the ensuing month, the location(s) in which services will be provided and a listing of the equipment to be serviced. DCHA Mechanical Operations Division and/or Property Management staff may be present to observe the work in progress.

2.10.14 MAINTENANCE SCHEDULING: Prior to start of any work, the Contractor shall furnish in writing to the Contracting Officer or COTR, for his/her approval, a maintenance schedule for routine services and surveys of The Fire Alarm System at specified locations, on a monthly basis. The maintenance schedule must indicate the project location and scheduled day and time of visit. During the course of work under the contract, the COTR or its designee may reschedule Contractor’s proposed work. In this event, the Contractor will be expected to cooperate with the COTR or its designee to modify the original schedule accordingly and obtain DCHA approval.

2.10.15 MAINTENANCE REPORT: The Contractor shall provide a maintenance report for each scheduled maintenance, as outlined in the Technical Specifications. The report shall be submitted monthly, quarterly, semi-annually and annually.

2.10.16 VANDALISM & EXCEPTION REPORTING: The Contractor shall provide monthly reports on all repairs outside of scheduled maintenance (vandalism and/or exceptions). The reports shall contain the property name and location, type of repair(s), and state the cause (for example, vandalism or exceptions). Contractors work ticket containing the same information is acceptable.

2.10.17 MONTHLY LOG SHEET: Contractor shall submit, along with each Monthly Payment Request, a “Monthly Log Sheet(s)” categorized by Property and Type of Service (Preventive Maintenance, Inspection, Service Calls and Repairs) and indicate each visit(s) to DCHA building(s) by date, Contractor Control Number/ Work Ticket Number, and Invoice Amount. Monthly Log Sheets shall be subtotaled by Type of Service (Preventive Maintenance, Inspection, Service Calls and Repairs).

2.10.18 DAILY ACTIVITY REPORTS: Contractor shall email a copy of a Daily Activity Report that reports all services performed at DCHA locations. Daily Activity Reports shall indicate the Date, Day of Week, and list all services in chronological order according to time of trouble call and include: DCHA Property Name; location address of service, name of DCHA personnel that requested service, Contractor personnel receiving the call, dispatched employee(s) [mechanic, technician, apprentice, helper], DCHA Control Number (if applicable), Contractor Control Number/Work Ticket Number, Nature of complaint (if any), Check-in and Check-out time, and End of the day status; such as repair in process, completed, part(s) required & ordered, and time of completion (if applicable Contractors work ticket containing the same information is acceptable.

2.10.19 AS-BUILT WIRING DIAGRAMS: Contractor shall furnish two sets of complete “As- Built” Wiring Diagrams, including necessary straight- line diagrams upon changes to the existing Fire Alarm Systems

2.10.10 All work tickets shall be signed by the Property Manager or his designee. If after hours and no

RFP No. 27-2026 Fire Alarm Preventive Maintenance, Repair and Replacement Services 16 | P a g e during the term of the contract upon award. Diagrams shall include electrical connections, functions and sequence of operation of all apparatus and equipment connected to the fire alarm system or the security system. They shall include cuts where necessary, to identify parts and parts numbers. Each devise or writing diagram shall be properly identified by name, letter or standard symbol(s) identical with markings or devices together with identifying marking shall be provided on the diagrams.

2.10.20 OPERATION AND MAINTENANCE INSTRUCTIONS, AND EQUIPMENT SERVICE AND

MAINTENANCE MANUALS: Upon completion of any major equipment installation, the Contractor shall provide one (1) day of instruction by factory trained technicians, at a location designated by the COTR to the DCHA Mechanical Operations Division (MOD) Maintenance Personnel and provide service and maintenance manuals to the COTR.

2.11 CONTRACT ADMINISTRATION

2.11.1 The Contracting Officer is the only official of DCHA authorized to contractually bind DCHA through signing contract documents. The Contracting Officer shall be the Executive Director of the District of Columbia Housing Authority or her designee.

2.11.2 The Contractor shall submit a monthly Payment Request. The monthly Payment Request consists of two (2) packages and shall be submitted together no later than the second Friday of the month subsequent to service:

a. Package #1: Payment Request shall include:

1. Form DCHA 306A DCHA Payment Request for Work Performed completed:

a) The Annual Contract Value (Purchase Order Amount)

b) Percentage of Work Completed determined by annual value of Work in Place

c) Include all Preventive Maintenance and Repairs services for the month

2. Original Invoice for Service(s) billed for current period of performance shall include:

a) Name and address of Contractor

b) Service and Invoice Dates

c) Contract, Order, Job Ticket, and Invoice Numbers

d) Property Location Name and Address of location serviced

e) Description of service(s) to include PM Codes for Preventive Maintenance invoices, replacement part(s), labor

f) Remit address

g) Accounts Receivable contact name and telephone number

h) Unit Price and Extended Price for replacement component(s) and equipment(s)

i) Cost of service

3. A Monthly Preventive Maintenance and Repair Invoice may be submitted in addition to the original invoices for services. The Monthly invoice(s), however shall not replace the original individual invoices for service(s). Monthly invoices shall be categorized and subtotaled by:

a) Preventive Maintenance

b) Inspection

c) Repairs less than $2000

d) Each Repair $2000 and above listed individually

e) Monthly Invoice totals shall include all services completed during the month of service.

4. Copy of Purchase Order

5. Copy of Approved Proposals with Scope of Work for each repair $2000 and greater.

b. Package #2: Monthly Pay Request Supporting Documentation shall include:

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1. Monthly Log Sheet(s) shall be complete and categorized as follows:

a) Property and Type of Service {Preventive Maintenance, Inspection, Service Calls and

Repairs}

b) Indicate each visit to DCHA building(s) by date,

c) Contractor Control Number/Work Ticket Number

d) Billable/Non Billable

e) Invoice Amount

f) Subtotal of each Type of Service {Preventive Maintenance, Inspection, Service Calls &

Repairs}

2. Copy of Work Ticket(s)

3. Copy of Inspection Report(s)

2.11.3 The Contractor shall submit three (3) copies of the following with Monthly Progress Payment Requests upon the completion of major equipment installations as applicable:

a. Contractor Warranty

b. Certificate and Release

2.11.4 Each Work Ticket shall be signed by authorized building representative, if available, (Housing Manager, Assistant Housing Manager, Maintenance Supervisor, Maintenance Worker, or Security Guard on duty for after hours and shall include the name and location of service; date of service; arrival and departure time; type/description work performed; model, part, type or serial number for any replacement materials or parts, any deficiencies, and name(s) and tile(s) of persons who provided service.

2.11.5 COST PROPOSALS FOR ADDITIONAL WORK: The COTR shall approve all additional repairs and/or replacements prior to the commencement of work however, the Contractor shall be responsible for providing cost proposals for any additional work at the hourly rate stated in the Unit Price Schedule. The Contractor will provide a written cost proposal for repairs in excess of $2000, stating the project and location, address, description of work to be performed, cost breakdown (labor, materials, manufacturer’s name, part number and applicable warranty). All parts and equipment installed shall be new. Upon review and negotiation of cost proposals, the Contracting Officer will issue an official contract modification and/or change order for additional work.

2.11.6 All cost for materials, parts and incidentals will be paid to include a 10% cost-reimbursable component with receipt of proper manufacturer’s invoice in accordance with Unit Price Schedule.

2.11.7 The Contractor shall be paid the cost for material(s) and labor. Hourly rates for labor shall be in accordance with the Unit Price Schedule submitted by the Contractor for the three (3) year contract period.

2.11.8 UNAUTHORIZED WORK AND MATERIALS: Work performed or material(s) ordered…