RFP # 3404-26 APS DISTRICT WIDE FIRE SERVICES.docx

Continuation Sheet

RFP 3403-26

APS DISTRICT WIDE FIRE SERVICES

RFP 3404-26

REQUEST FOR PROPOSAL #: 3404-26

Date of Issue: July 1, 2025 Proposal Closing Date: July 31, 2025 @ 2:00 PM MST Proposal to be returned PRIOR TO time and date above.

Requests for clarification must be submitted no later than: July 23, 2025 by 2:00 PM MST

Bidder’s shall submit their response/submittal through the Rocky Mountain E-Purchasing System www.bidnetdirect.com/colorado No Later Than the Bid Closing Date and Time.

VENDOR’S CERTIFICATION

We offer to furnish to Aurora Public Schools the materials, supplies, products, equipment and/or services requested in accordance with the scope of work/specifications described herein.

Vendor Address City State Zip Telephone/Fax No.

Name Title E-mail By (Authorized Signature)

Receipt of Addendums: 1___ 2___ 3___

APS DISTRICT WIDE FIRE SERVICES

RFP # 3404-26

TABLE OF CONTENTS

Page

REQUEST FOR PROPOSAL 3

I. GENERAL INSTRUCTIONS 4

II. TERMS AND CONDITIONS 8

GENERAL INFORMATION 16

SCOPE OF WORK 18

EVALUATION CRITERIA 29

SAMPLE CONTRACT 32

CERTIFICATION REGARDING DEBARMENT AND SUSPENSION /

LOBBYING ACTIVITIES 39

ATTACHMENT(S): (Separate attachments to this RFP)

· Attachment A –

· Attachment B –

AURORA PUBLIC SCHOOLS

DEPARTMENT OF PURCHASING SERVICES

15701 E. 1ST AVE. SUITE 106

AURORA, COLORADO 80011

(303) 326-1988

REQUEST FOR PROPOSAL

The Aurora Public Schools would appreciate receiving your proposal on:

RFP # 3404-26 – APS DISTRICT WIDE FIRE SERVICES

Aurora Public Schools District 28J utilizes the Rocky Mountain E-Purchasing System (RMEPS) at www.bidnetdirect.com/colorado to distribute official copies of the Request for Proposals (“RFP”) for use in preparing Proposals. Offerors will be required to register with the website to download the RFP documents and any addenda. If you experience problems with the RMEPS website, please call 1-800-835-4603, option #2 for assistance. There is no charge by Rocky Mountain E-Purchasing for this service. Proposing firms are required to acknowledge all addenda with their Proposal and are encouraged to register with the website prior to submission of a Proposal. Proposing firms that do not acknowledge all addenda may be considered non-responsive.

Proposals must be submitted through RMEPS in order to be considered for an award. All proposals must be submitted No Later than July 31, 2025 at 2:00 PM MST.

Any proposals received after the above closing time shall not be considered.

There will be a Mandatory pre-proposal site GOOGLE Meeting Thursday July 17th, 2025 @ 2:30 PM MST.

Vendors interested in submitting a proposal must be present. Attendance is mandatory at this date and time as no other date or time will be granted.

The School District does not obligate itself to accept the lowest or any other proposal. The School District reserves sole discretion, to reject any or all proposals, re-advertise for proposals and to waive any or all formalities or irregularities in the proposal process. When considering proposals and determining whether a contract will be awarded and, if so to which vendor, the School District may consider the price and such other factors relating to each proposal as the School District in its sole discretion, deems to be appropriate.

Awards will be made within a reasonable time after the closing of the RFP. Specifications, information and requirements of this RFP are enclosed.

Dated at Aurora, Colorado the 11th day of July 2025.

Joint District 28J of the Counties of Adams and Arapahoe.

Susan Askoul -CPPB Buyer – APS Maintenance & Operations

I. GENERAL INSTRUCTIONS

1. RESPONSIVE: The RFP will be awarded to the most responsive, responsible respondent(s) as determined by the District based upon the evaluation criteria stated herein. Responsiveness to the RFP will be established only if the RFP meets the following requirements.

2. METHOD OF AWARD – GROUP:It is the intent of the District to award this Contract on a group-by-group basis to the Vendor whose proposal is determined to be the most advantageous to the District, based on the evaluation criteria set forth in this Request for Proposal. To be considered for award, the Vendor must submit a proposal that includes responses and pricing for all items within each group.The District reserves the right to make awards to multiple Vendors, to alter the groupings, or to award in whole or in part, if such actions are deemed to be in the best interest of the District.

3. DUE DATE: All information requested must be completed and submitted by the due date and time July 31, 2025 at 2:00 PM (MST). If the required information is not submitted by the due date and time, the proposal will be deemed non-responsive. One electronic copy of the RFP shall be submitted. Proposals must be submitted through RMEPS by the due date and time in order to be considered for award. Proposal will not be publicly opened but the names of each respondent will be read and will be posted at a later time on Bidnet.

4. PROPOSAL FORM: All RFP’s must be signed in the form intended by the respondent. This bid/proposal must be submitted at vendor’s expense through RMEPS on or before the time and date of the bid/proposal opening. Time and validation will occur by RMEPS. Late bids/proposals will not be accepted. No email, oral, telephonic, telegraphic or facsimile responses to informal, formal bids, request for proposals or modifications of any bid will be considered. Signature indicates agreement to comply with all terms, conditions, requirements and instructions of this bid/proposal as stated or implied herein. Signature indicates agreement to furnish the proposed materials, supplies, products, equipment and/or services in strict accordance with the conditions, requirements and specifications herein. Any alteration or erasure by the vendor in this proposal may constitute cause for rejection.

5. COMPLETE RESPONSE: Offerors must respond in each and every area as specified in the RFP documents, such as implementation, pricing, integration, timing, etc. When more than one solution is offered, each must be completed, and the proposal must be returned in its entirety. Each participating vendor shall provide all of the information requested and any additional information needed for a clear understanding of how all services will be performed. Accuracy of the proposal is the responsibility of the bidder.

6. PRICES: Prices may not be increased for the term of the contract. If prices decrease during the term of this contract, the successful vendor must notify the District of the lower prices so that all subsequent activity will reflect accurate pricing.

7. DELIVERY OF SERVICES/PRODUCT: All proposals shall be quoted F.O.B. DESTINATION to the delivery location listed below unless otherwise specified.

8. Delivery/Installation location: Various APS sites

i. See attachment Exhibit A for details

9. PROCESS: This process is a Request for Proposal/Competitive Negotiation process. The District reserves the right to negotiate on any or all components of each bid submitted. From the time the bids are submitted until the formal award of a contract, each bid is considered a working document and as such will be kept confidential. The negotiation discussions will be held as confidential as well until such time as the award is completed. All information included in the Colorado Open Records Act is a strong presumption for disclosure, merely marking information as confidential is not necessarily sufficient to prevent disclosure. The following information concerning the bid shall not be considered as confidential commercial information even if it is clearly marked as such: prices, non-financial information concerning compliance with specifications, guarantees and warranties.

10. DEVIATIONS: Any deviation from the specifications MUST be noted in detail and submitted in writing on the Bid Form. Complete specifications must be attached for any substitutions offered. In the absence of a specification deviation statement and accompanying specifications, the Offeror shall be held strictly accountable for full compliance with the specifications. Failure to submit a specification deviation statement, if applicable, shall be grounds for rejection of the item when offered for delivery. If specifications or descriptive papers are submitted with Bids, the Offeror’s name must be clearly shown on each document.

11. CHANGES: All changes in the RFP documents made by the District shall be through written addendum and furnished to all Offerors. All amendments to a bid submitted by an Offeror, if any, made on or before the bid submission deadline shall be submitted to the District in writing.

12. COOPERATIVE LANGUAGE: Other governmental agencies may be extended the opportunity to purchase off any Bid with the agreement of the successful vendor and the participating agencies. Due to all the variables in this type of Bid, the District will contact the successful Offeror and make it aware of the interest by another agency (if any). The successful Offeror and the interested agency will then be able to design the successful Bid around the parameter, i.e., delivery locations and specialty products. Each agency will then establish its own contract, place its own orders, issue its own purchase orders, be invoiced there from and make its own payments.

13. ALTERNATE PROPOSALS:Each respondent may submit alternate configuration or solutions. If a respondent submits alternate solutions, all information required in the proposal submission requirements shall be submitted for each solution proposed.

14. CLARIFICATION/QUESTIONS: All participating vendors shall agree to comply with all of the conditions, requirements and instructions of this bid as stated or implied herein. Should the District omit anything from this Request for Proposal that is necessary to a clear understanding of its requirements, or should it appear that various instructions are in conflict, the vendor shall secure written instructions from the contact specified below. All requests for clarification or questions regarding the RFP shall be submitted to the contact below by July 23, 2025 at 2:00 PM MDT. All questions regarding the RFP must be submitted in writing via-e-mail to: Susan Askoul at saaskoul@aurorak12.org. All answers and clarifications to vendor questions regarding the RFP shall be posted in Addendum by July 25, 2025 by the end of the business day.

15. CONTACT: All information shall be submitted at the dates and times indicated herein to:

Susan Askoul Purchasing Department Aurora Public Schools 15701 E. 1st Ave. Suite 106 Aurora, CO 80011 saaskoul@aurorak12.org

All contacts regarding this Request for Proposal during the submittal preparation and evaluation period must be done in writing through the Aurora Public Schools Purchasing Department to the above contacts indicated in paragraph 11 CLARIFICATION.

In the event that a firm has contact with any official, employee or representative of the District in any manner contrary to the above requirements, said firm may be disqualified from further consideration.

II. TERMS AND CONDITIONS

1. ACCURACY: Participation in this bid shall constitute a contract which must be fulfilled by the respondent. Accuracy of the bid is the responsibility of the respondent. Bid may not be changed after the bid deadline time and date. No dollar amount change would be allowed, only clarification.

2. TERM OF CONTRACT: The initial agreement term shall be one year. The District reserves the right to renew and extend the executed agreement(s) pertaining to all prices, terms, conditions, and specifications upon mutual agreement between the District and the selected bidder(s) for up to four additional one year periods, for a total five year agreement term.

3. INSURANCE: The respondent will be required to indemnify and hold the District harmless from suits or actions of any kind, including worker's compensation claims, brought against it for or on account of any damages or injuries received or sustained by any parties, by or from the acts of the respondent or his agents. The successful vendor(s) will furnish copies of insurance certificates confirming the following insurance coverage: Commercial general liability with limits of not less than $1 million per occurrence and $2 million aggregate.

Professional liability insurance with limits between $2 million occurrence per claim and $2 million aggregate, if “claims made”, coverage is to be maintained for a period of two years beyond the expiration of this contract or a two-year extended reporting period must be purchased.

Statutory workers’ compensation coverage and employer’s liability insurance with limits of not less than $1,000,000.

Comprehensive automobile liability insurance coverage is also required with limits of not less than $100,000 bodily injury limits per person, $300,000 bodily injury per accident and $50,000 property damage.

All insurance carriers must have an "AM Best" rating of A-VIII or better. The District is to be included as an "Additional Insured" on the commercial general liability. The District must be notified by certified mail at least 30 days prior to cancellation of any insurance policy. Notwithstanding the preceding, the District may waive or modify these requirements. Such a waiver or modification shall not be effective unless made in writing executed by an appropriate officer or employee of the District.

4. NONCOLLUSION: By submission of the bid, the respondent certifies that the bid has been arrived at independently and submitted without collusion with any other respondent and that the contents of the bid have not been communicated, to the best of its knowledge and belief, by any one of its employees or agents, to any person not an employee or agent of the respondent, and will not be communicated to any person prior to the official opening of the proposal.

5. GRATUITIES: Vendors are expressly advised that gratuities are not allowed. District employees may not accept any gift, service, honorarium, stipend or fee, or use their position for private advantage or personal, financial or material gain. The District will investigate reported violations. Vendors, whom the chief financial officer or designee finds to have violated these provisions, may be barred from doing business with the District. Employees may be disciplined according to District policy.

6. AWARD: No award shall be made to any person, firm or corporation that is in arrears upon any obligations to the District, or that otherwise may be deemed irresponsible or unreliable by the Purchasing Manager or designee. Bids will be awarded based on the evaluation criteria established in the documentation. Utilizing the Request for Proposal process, the District reserves the right to select the individual/firm that best meets the needs of the District, taking into consideration supplier qualification, price and overall capability. The Purchasing Manager or designee reserves the right to waive any technical or formal errors or omissions and reject any and all bids/proposals, or to make an award, either in whole or in part, by item, category or total, whichever is deemed to be most advantageous to and in the best interest of the District. In compliance with the provisions of Colorado Revised Statutes, Sections 8-17-101 and 102, 8-18-101, and 8-19-101 and 102, preference shall be given to Colorado labor and to resident vendors against nonresident vendors to the extent required by those sections. It is understood and agreed that the District reserves the right to modify conditions, specifications and prices by mutual agreement with the selected vendor.

7. RESIDENT OFFEROR PREFERENCE: Reciprocity is mandated by statute. C.R.S. 8-18-101 states, when a contract for commodities or services is to be awarded to an Offeror, a resident Offeror shall be allowed a preference against a nonresident Offeror equal to the preference given or required by the state in which the nonresident Offeror is a resident. The District will apply this statute to the extent necessary for all solicitations posted on the Rocky Mountain E-Purchasing System (RMEPS).

Any Offeror who wishes to be considered a resident Offeror shall include with their bid, proof as defined in CRS 8-19-102 (2)(a) or (b), as follows; "Resident Offeror" means: (a) a person, partnership, corporation, or joint venture which is authorized to transact business in Colorado and which maintains its principal place of business in Colorado; or (b) A person, partnership, corporation, or joint venture which: (I) Is authorized to transact business in Colorado; (II) Maintains a place of business in Colorado; (III) Has paid Colorado unemployment compensation taxes in at least seventy-five percent of the eight quarters immediately prior to bidding on a construction contract for a public project, that he/she meets the definition of 6 resident Offeror as defined in C.R.S. Section 24-103-101 (6)(a) or C.R.S. Section 24-103-101 (6)(b).

8. APPEAL OF AWARD: Respondents may appeal by submitting, in writing, a detailed request for reconsideration to the District’s Purchasing Manager within 72 hours after the recommendation of award has been made, provided that the appeal is sought by the Respondent prior to the District finalizing a contract with the selected vendor.

9. GOVERNING LAW: Venue for any and all legal action regarding or arising out of transactions covered herein shall be solely in the State of Colorado. The laws of the state of Colorado shall govern the transaction.

10. GOVERNMENT REGULATIONS: Respondent shall comply with all laws, statutes, ordinances, standards, rules and regulations of all federal, state, municipal and special district governmental authorities that are or may become applicable to any of the services or materials covered under this agreement. Compliance shall also include, without limitation, applicable District policies and records requirements.

11. TAX: The District is a political subdivision of the state of Colorado and as such is generally exempt and not liable for any sales, use, excise, property or other taxes imposed by any federal, state or local government tax authority.The District is also not liable for any franchise taxes or taxes related to the income of a contractor. No taxes of any kind shall be charged to the District. Quotations shall not include the cost of any such taxes, including those on any materials, supplies or equipment used or installed in the work. The vendor is hereby notified that when materials are purchased for the benefit of the District, some political subdivisions require the vendor to pay sales or use taxes even though the ultimate product or service is provided to the District. The District will not reimburse these sales or use taxes, nor will any prices be adjusted on account of such taxes. The vendor shall file an “Application for Exemption Certificate” with the Colorado Department of Revenue and submit copies of such certificate to the District upon award of the contract and prior to commencement of any work.

12. COMPLIANCE: The respondent agrees to comply with all applicable federal, state, and local laws, regulations, administrative rulings, and codes and secure all necessary licenses and permits in connection with this bid and any services to be provided hereunder. All materials, supplies and equipment furnished, or services performed under the terms of the purchase order or contract issued in response to this Request for Proposal shall comply with the requirements and standards specified in the Occupational Safety and Health Act of 1970, 29 U.S.C. SS 651 et seq., and regulations. If applicable, material safety data sheets must be sent with the bid.

13. INFRINGEMENT CLAIMS: The respondent shall defend all suits or claims for infringement of any alleged patent rights, copyright or trade secrets arising under this agreement and shall indemnify the District from loss on account thereof and shall pay any judgments or fees resulting there from, including, but not limited to, royalties, license fees and attorneys' fees.

14. INDEMNIFICATION: The respondent agrees to indemnify and hold the District harmless from claims, suits or actions of every nature and description brought against it for or on account of any injuries or damages received or sustained by any party or parties, caused in whole or in part by or from the acts of the vendor, its servants or agents. To this extent, the vendor agrees to furnish adequate public liability and property damage insurance, the amount of which will be determined by the District whenever such insurance, in the opinion of the District, is deemed necessary.

15. CONTRACTOR DISABILITY ACCOMMODATION COMPLIANCE:

Contractor warrants that their product and/or service is compliant with the provisions of HB 21-1110 and the Americans with Disabilities Act. Contractor agrees to indemnify and hold harmless the District for any damages or sanctions resulting from noncompliance with HB 21-110 or the ADA attributable to noncompliance of the product and/or service.

17. PERFORMANCE LABOR & MATERIAL BOND: A Performance Labor & Material Bond will be required of the successful bidder. This bond will be in the amount of 100% of your bid and will be due prior to the commencement of any work. Please submit bond to April Cooke @ amcooke@aurorak12.org within ten (10) working days after notification of award of bid.

The cost of this bond is to be included in the total prices submitted and will not be recoverable as a separate cost item. The performance bond shall be valid for the entire period of the contract and for at least 90 days after the completion of the contract.

18. HOLD HARMLESS: The respondent will be required to indemnify and hold the District harmless from suits or actions of any kind, including worker's compensation claims, brought against it for or on account of any damages or injuries received or sustained by any parties, by or from the acts of the respondent or his agents. The successful vendor(s) will furnish copies of insurance certificates confirming the following insurance coverage:

· Commercial general liability with limits of not less than $1 million per occurrence and $2 million aggregate.

· Professional liability insurance with limits between $2 million occurrence per claim and $2 million aggregate, if “claims made”, coverage is to be maintained for a period of two years beyond the expiration of this contract or a two-year extended reporting period must be purchased.

· Statutory workers’ compensation coverage and employer’s liability insurance with limits of not less than $1,000,000.

· Comprehensive automobile liability insurance coverage is also required with limits of not less than $100,000 bodily injury limits per person, $300,000 bodily injury per accident and $50,000 property damage.

All insurance carriers must have an "AM Best" rating of A-VIII or better. The District is to be included as an "Additional Insured" on the commercial general liability. The District must be notified by certified mail at least 30 days prior to cancellation of any insurance policy. Notwithstanding the preceding, the District may waive or modify these requirements. Such a waiver or modification shall not be effective unless made in writing executed by an appropriate officer or employee of the District.

16. INSURANCE: The respondent will be required to indemnify and hold the District harmless from suits or actions of any kind, including worker's compensation claims, brought against it for or on account of any damages or injuries received or sustained by any parties, by or from the acts of the respondent or his agents. The successful vendor(s) will furnish copies of insurance certificates confirming the following insurance coverage:

Commercial general liability with limits of not less than $1 million per occurrence and $2 million aggregate.

Professional liability insurance with limits between $2 million occurrence per claim and $2 million aggregate, if “claims made”, coverage is to be maintained for a period of two years beyond the expiration of this contract or a two-year extended reporting period must be purchased.

Statutory workers’ compensation coverage and employer’s liability insurance with limits of not less than $1,000,000.

Comprehensive automobile liability insurance coverage is also required with limits of not less than $100,000 bodily injury limits per person, $300,000 bodily injury per accident and $50,000 property damage.

All insurance carriers must have an "AM Best" rating of A-VIII or better. The District is to be included as an "Additional Insured" on the commercial general liability. The District must be notified by certified mail at least 30 days prior to cancellation of any insurance policy. Notwithstanding the preceding, the District may waive or modify these requirements. Such a waiver or modification shall not be effective unless made in writing executed by an appropriate officer or employee of the District.

17. HOLD HARMLESS: The respondent agrees to protect, defend and hold the District harmless from and against any claim or demand for payment or other claim based upon or related to the use of any patented material, process, article or device that may enter into the manufacture, construction or form a part of any work covered or materials and equipment furnished under this bid/proposal.

18. EQUAL OPPORTUNITY: In connection with the performance of any work under the bid/proposal, the respondent shall agree not to refuse to hire, discharge, promote or demote, or to discriminate in matters of compensation against any person otherwise qualified, solely because of race, creed, color, national origin, ancestry, age, sex (including gender identity and sexual orientation) or disability, and further agrees to insert the foregoing provisions in all subcontracts hereunder.

19. CANCELLATION: The contract may be terminated by either party by giving written notice to the other party no later than 30 calendar days before the proposed termination date. This provision may be exercised only after the contract has been in effect for six calendar months. If either party is in breach of the terms of the contract, the six calendar month provision may be waived and the contract may be terminated by giving thirty days written notice. Under no circumstances will any damages be paid as a result of the termination of this contract. If the vendor exercises the right to terminate the contract early, it cannot bid on future bids/proposals for the period of five years. The District reserves the right to cancel the contract if it finds that one or more of the company’s Principals is classified as suspended/debarred on the Excluded Parties List System (EPLS) website.

20. APPROPRIATIONS: Any and all obligations of the District under this agreement are subject to annual budgeting and appropriation by the District.

21. FORCE MAJEURE: No default, delay, or failure to perform by either party shall be considered a default, delay or failure to perform, if such default, delay or failure to perform is due to causes beyond either party’s reasonable control including, but not limited to: strikes, lockouts, or inactions of governmental authorities, epidemics, war, acts of terrorism, embargoes, fire, earthquake, hurricanes or other severe weather conditions, acts of God, or default of common carrier. In the event of such default, delay or failure to perform, any date or times by which either party is otherwise scheduled to perform shall be extended automatically for a period of time equal in duration to the time lost by reason of the excused default, delay or failure to perform.

22. CRIMINAL RECORD VERIFICATION: Successful respondent/vendor will be required to complete criminal record checks on all employees who work on District property for this contract. Employees who have been convicted of a violent or serious felony, including crimes that require registration on the National Sex Offender Registry will not be allowed to work on District property for this contract. Each individual respondent/vendor will be responsible to adhere to any federal, state, and local privacy and confidentiality requirements.

23. WARRANTY REQUIREMENTS FOR EQUIPMENT: The Vendor/Contractor shall supply a copy of its written warranty certificates with its Response. Under no circumstances shall the District accept a standard warranty period of less than twelve months from the date of acceptance of the equipment. The warranty supplied by the Vendor shall remain in force for the full period identified by the Vendor/Contractor, regardless of whether the Vendor/Contractor is under contract with the District at the time of defect. Any payment by the District on behalf of goods and services received from the Vendor/Contractor does not constitute waiver of these warranty provisions.

24. FURNISH AND INSTALL REQUIREMENTS: These Specifications may describe the various functions and types of work required to install the equipment purchased in conjunction with this Solicitation. Any technical omissions of functions or types of work within these Specifications shall not relieve the Vendor from furnishing, installing or performing such work where required to the satisfactory completion of the project. The Vendor shall include all costs associated with installation in its proposed unit cost to the District and shall not identify installation costs as a separate item unless specifically allowed on the Specification and Pricing Form.

25. WARRANTY SHALL BE FOR ONE YEAR: In addition to all other warranties that may be supplied by the Vendor, the Vendor shall warrant its product and/or service against faulty labor and/or defective material for a minimum period of one year after the date of acceptance of the labor, materials and/or equipment by the District. This warranty requirement shall remain in force for the full period identified above, regardless of whether the Vendor is under contract with the District at the time of defect. Any payment by the District on behalf of goods and services received from the Vendor does not constitute waiver of these warranty provisions.

26. INDEPENDENT CONTRACTOR: The respondent is an independent contractor, and nothing herein contained shall constitute or designate the respondent or any of its employees or agents as agents or employees of the District.

27. INSURANCE: The respondent will be required to indemnify and hold the District harmless from suits or actions of any kind, including worker's compensation claims, brought against it for or on account of any damages or injuries received or sustained by any parties, by or from the acts of the respondent or his agents. The successful vendor(s) will furnish copies of insurance certificates confirming the following insurance coverage:

28. Commercial general liability with limits of not less than $1 million per occurrence and $2 million aggregate.

29. Professional liability insurance with limits between $2 million occurrence per claim and $2 million aggregate, if “claims made”, coverage is to be maintained for a period of two years beyond the expiration of this contract or a two-year extended reporting period must be purchased.

30. Statutory workers’ compensation coverage and employer’s liability insurance with limits of not less than $1,000,000.

31. Comprehensive automobile liability insurance coverage is also required with limits of not less than $100,000 bodily injury limits per person, $300,000 bodily injury per accident and $50,000 property damage.

32. All insurance carriers must have an "AM Best" rating of A-VIII or better. The District is to be included as an "Additional Insured" on the commercial general liability. The District must be notified by certified mail at least 30 days prior to cancellation of any insurance policy. Notwithstanding the preceding, the District may waive or modify these requirements. Such waiver or modification shall not be effective unless made in writing executed by an appropriate officer or employee of the District.

GENERAL INFORMATION

RFP 3403-26

Due: July 31, 2025 at 2:00 PM MDT

The Adams-Arapahoe School District 28J (Aurora Public Schools) is soliciting proposals from qualified firms to provide services for Fire Extinguishers, Fire Sprinkler Systems and Kitchen Hood Systems Aurora Public Schools in accordance with the scope of work. Qualified firms that meet all criteria will be considered. This Request for Proposal should not be misconstrued as a formal contract. There is absolutely no commitment to purchase or enter into a formal contract. Upon completion of our evaluation of your bid, we may recommend that a formal contract be established.

All costs incurred in preparing a proposal shall be the responsibility of Offerors.

There will be a Mandatory GOOGLE Meeting scheduled for Thursday July 17th, 2025 @ 2:30PM MDT. Meeting ID meet.google.com/vqq-jkwq-kvr Phone Numbers ( The purpose of this pre-bid meeting is to clarify and/or answer Offeror questions concerning this Request for Proposal.

Aurora Public Schools (APS) is currently the fifth largest school district out of 179 public school districts in the State of Colorado. It is located in Aurora, Colorado, the 52nd largest city in the nation and the third largest in the state. It is a city on the eastern border of Denver, Colorado, with a population of more than 400,000 covering nearly 144 square miles. There are 59 schools in Aurora Public Schools: 5 child development centers, 20 elementary schools, 9 P-8/K-8 schools, 5 middle schools, 1 grades 6-12 academy, 5 high schools, 4 magnet schools, 1 vocational/technical college and 9 charter schools. We also offer 4 programs: 1 online program, 2 magnet high school programs and 1 homeschool support program. The projected total P-12 enrollment for 2024-25 is more than 38,000 students.

SCHEDULE OF EVENTS

APS DISTRICT WIDE FIRE SERVICES: RFP 3404-26

There will be a Mandatory GOOGLE Meeting scheduled for Thursday July 17th, 2025 @ 2:30PM MDT. Meeting ID meet.google.com/vqq-jkwq-kvr Phone Numbers (

The purpose of this meeting is to clarify and/or answer Offeror questions concerning this Request for Proposal.

Vendors interested in submitting a proposal must be present. Attendance is mandatory at this date and time as no other date or time will be granted for walking the site.

Questions/ Clarifications: submit by 2:00PM MDT on Wednesday JULY 23rd, 2025.

If required, an addendum o this RFP will be posted by the end of day on Friday July 25th, 2025.

Bids Due: Thursday July 31, 2024, by 2:00 PM MDT.

Start date: May 28, 2024

Completion: work must be completed on or before June 30th, 2026.

The Contractors work hours are restricted to Monday through Friday, 7:00am to 4:00pm (MDT) excluding district holidays. Any other work shifts such as double shifts, holidays or changes in work hours must be approved in writing by the Project Contact 48 hours in advance. Any additional cost incurred for other shifts or work hours are the responsibility of the contractor.

No additional compensation will be granted for working nights, weekends, split shifts or other hours.

*** Work can’t begin until a signed contract has been completed and an APS Purchase Order # has been issued. ***

The contractor must have the capability to accept credit card payments when necessary.

SCOPE OF WORK

This RFP addresses the requirements for Fire Extinguishers, Fire Sprinkler Systems and Kitchen Hood Systems. This RFP may require the inspection of other fire systems later if deemed necessary by APS.

The selected firm will provide inspection, maintenance and service on fire extinguishers, fire sprinklers and range/kitchen hoods throughout the District. The proposal shall include all associated costs, including all labor, materials, supplies, parts, equipment, insurance, surcharges, AHJ submittals, permits and fees.

The successful firm must maintain all required licensing without lapse during the term of the contract. The successful firm must conform to all current NFPA standards, State and local fire codes.

The successful vendor/technician must check-in at the front office at each site, state their name, company name and reason for visit prior to commencement of any work. Vendor must check out at front office upon leaving the building.

If a Contract is awarded, all fire extinguishers, fire sprinkler and Kitchen Hood inspections must be completed withing the months of May and June of each year and billed before end of District’s school year, June 30,2026. Kitchen hoods will also need to be tested in December 2025.

The contractor shall provide inspection, testing, maintenance, repair, replacement, and support services for the following systems:

Scope of Work: Fire Extinguishers, Sprinkler Systems, and Kitchen Hood Systems

FIRE EXTINGUISHERS

Fire extinguishers (all types and sizes) The District has estimated a quantity of 1800 ABC type fire extinguishers district-wide ,10 CO2, and 50 of the K type extinguishers. The estimated quantities in this RFP are provided for bidding purposes only. The actual quantities may be more or less. The selected firm is responsible for field verification. Additional fire extinguishers, other than the types listed, require inspection and maintenance. Separate itemized inspection and maintenance costs must be included in quotes.

Awarded contractor may schedule site inspection with Maintenance and Operations with prior arrangements.

FIRE SPRINKLER SYSTEMS

Fire sprinkler systems (wet, dry, pre-action, deluge, antifreeze and fire pumps).

Inspections shall be carried out in accordance with local, state and federal codes. Each inspection shall include a report of the inspection results, and include recommendations for any corrective actions, where needed.

Inspect:

1. Test the system to determine whether it is in service and all components are in satisfactory condition in accordance with NFPA standards.

2. Test fire sprinkler system alarm components.

3. Test sprinkler heads for adequate clearance and condition to verify proper distribution and activation.

4. Test sprinkler control valves for proper position, general condition, accessibility and appropriate signage.

5. Test each system from Main drain and inspector's test valve; perform the required water-flow tests as weather permits. (In case of inclement weather, inspection must be rescheduled).

6. Review the Fire Department connection couplings, caps, threads and clappers, check valves and drains for proper fit, wear, and serviceability. Any exceptions or corrective actions needed shall be specifically detailed in report.

7. Review the general condition of visible and accessible sprinkler system piping, hangers, drain valves, gauges and related equipment.

8. Test (as applicable), the operation of system air compressors for proper activation and cutoff.

9. Review the deluge or pre-action valves (as applicable), according to manufacturer's specifications, including interior checks of valve body, clapper, clapper facings and latching mechanism

10. Reserve supply of sprinkler heads. Vendor’s report shall note suggested minimum reserve, and existing supply on date of inspection, if deficient.

11. Test low-pressure alarms, supervisory circuits and auxiliary functions for proper operation.

12. Cleaning of pilot lines and solenoid strainers thoroughly. (when applicable)

13. Disassemble the solenoid release, inspect and clean interior. (when applicable)

14. Discuss the District’s general storage and stock arrangements for combustibles in relation to fire sprinkler system protection.

15. Vendor shall tag devices as required and perform required record-keeping.

16. Identify site conditions that could compromise mechanical and/or electronic components of system.

17. Vendor shall provide a brief & dated written report of the inspection, detailing any deficiencies to the District within 24 working business hours.

18. Vendor shall ensure the District is updated with proper operation of the equipment, as needed.

19. Vendor shall provide report and analysis, inspect, test and adjust antifreeze levels and mixtures as necessary.

20. Replace gauges as needed. The selected firm shall be familiar with fire alarm panels and be able to silence all alarms and reset panels upon completion of inspections.

21. The selected firm shall supply Aurora Public Schools with a schedule of inspections to include: APS site name, date and time of testing/inspection, prior to the commencement of any work. The testing/inspection process must not disrupt the normal workday.

A report must be e-mailed to apslifesafety@aurorak12.org within 24 hours of inspection regarding any deficiency or violation that requires immediate attention.

1. Fire Sprinkler Inspection reports must identify and separate critical and non- critical deficiencies. Reports must be submitted electronically to apslifesafety@aurorak12.org within 48 hours.

1. The Contractor shall leave one hard copy of the report in the sites fire book.

1. The contractor shall send a report to Aurora Fire Department (AFD) per AFD requirements Failure to comply with this process and distribution of inspection reports in the prescribed manner and time frame may lead to cancelation of contract.

The selected vendor shall provide Aurora Public Schools with their afterhours contact procedures.

KITCHEN HOOD SYSTEMS

Aurora Public Schools will provide site maps with the locations of all hood systems. The District will also supply information regarding the manufacturer and type of fire alarm panel at each location to the awarded Vendor upon request.

Inspection and maintenance of Kitchen Hoods will include cost to replace all fusible links as part of service charge.

The selected firm shall provide all certifications, and training showing the qualifications of the personal performing the inspections. Kitchen hood suppression systems (including ANSUL or equivalent cartridge types)

The selected firm shall be familiar with fire alarm panels and be able to silence all alarms and reset panels upon completion of inspections.

Services shall include all necessary chemicals, gases, replacement parts, labor, and reporting as required by local code and district policy. It is permissible to give separate itemized lists of inspection and service costs associated with maintenance quotes.

This contract shall apply to all Aurora Public Schools (APS) buildings, including but not limited to educational facilities, administrative offices, support facilities, and transportation sites.

Minimum Requirements

· Annual, semi-annual, or as-needed inspection schedules in accordance with NFPA standards

· Hydrostatic testing (as applicable)

· Recharge and refill services

· Full documentation and distribution of reports

· Emergency response services with a maximum response time of 4 hours from the initial request

· Provision of additional related services as-needed that may not be explicitly listed in this document, such as system upgrades, compliance consulting, and risk assessments.

Emergency Response Contractor must provide 24/7 emergency response capabilities, including after-hours and weekend availability. Response time to emergency service calls shall not exceed four (4) hours unless pre-authorized by APS personnel.

Parts and Equipment

· All parts used must meet OEM or NFPA certification standards.

· Contractor must maintain access to a ready stock of common parts and extinguishants to minimize downtime.

· Replacement of gauges, cartridges, tanks, and detection equipment

· Contractor must provide pricing for both routine and non-routine/emergency service calls.

Additional Services APS reserves the right to request additional services not listed in this scope, including but not limited to:

· Installation of new suppression or sprinkler systems

· Fire alarm integration or compatibility reviews

· Training for APS staff on proper system use or emergency procedures

Pricing Tables The pricing tables provided below include breakdowns for:

· Fire extinguishers (dry chemical, CO2, K-class)

· Kitchen hood suppression systems (ANSUL CO2 cartridges)

· Fire sprinkler systems (wet/dry zones, gauges, deluge systems, trip tests)

· Fire pumps (500–1500 GPM)

· Hourly service rates (regular and overtime for all system types)

Please ensure all pricing accounts for labor, materials, trip charges, and any associated fees for the required Compliance submittals.

PRICING PROPOSAL

All Hydro, 5, 6, 12 year services include but are not limited to all chemicals/gas parts and service required to be put back into full service.

Pricing

Fire Extinguishers

KITCHEN HOOD SYSTEM

EACH

HOOD SYSTEM

Description

Annual

Wet Sprinkler System

Per System

Wet Sprinkler Zone

Per Zone

Dry Sprinkler System

Per System

Pre-Action System

Per System

Deluge System

Per System

Antifreeze section of system

Per System

5 yr Internal Inspection Or Xray Wet System

Per System

FDC Hydrostatic Test

Per System

Relace: Sprinkler gauge - wet system

Per Gauge

Relace: Sprinkler gauge - dry system

Per Gauge

Relace: Sprinkler gauge - pre-action

Per Gauge

Relace: Sprinkler gauge - deluge system

Per Gauge

Description

500 GPM Electric Pump

Per Pump

750 GPM Electric Pump

Per Pump

1000 GPM Electric Pump

Per Pump

1500 GPM Electric Pump

Per Pump

Description

Unit Description

Each

Service Hours

Regular Time Extinguishers

Per Hour

Over Time Extinguishers

Per Hour

Regular Time Kitchen Hoods

Per Hour

Over Time Kitchen Hoods

Per Hour

Regular Time Sprinklers

Per Hour

Over Time Sprinklers

Per Hour

MISC. SERVICES Regular Time

Per Hour

MISC. SERVICES Over Time

Per Hour

TERMS OF PAYMENT / INVOICING:

Terms shall be Net 30, upon completion and acceptance of work.

ACCEPTANCE:

After work has been completed, the site may be inspected, at the expense of the District, to determine whether the requirements of these specifications have been fulfilled.

Upon work completion of this RFP, please follow the procedures as outlined bel

TERMS OF PAYMENT / INVOICING:

Terms shall be Net 30, upon completion and acceptance of work.

ACCEPTANCE:

After work has been completed, the site will be inspected, at the expense of the District, to determine whether the requirements of these specifications have been fulfilled. Final payment under the contract will not be made until this inspection is completed and the District is entirely satisfied.

Upon work completion of this RFP, please follow the procedures as outlined below for invoicing and payment process.

BILL TO: (please send all original invoices and statements to):

accountspayable@aurorak12.org, apslifesafety@aurorak12.org and maintenance@aurorak12.org

Please be sure to reference the PO # we will issue to you for this RFP on your invoice.

Contractor Expectations

· Must provide inspection reports electronically within 48 hours of service

· Must coordinate service with APS Facilities as required.

· Contractor shall assign a dedicated account manager and provide backup contacts for emergencies

References & Subcontractors Use of subcontractors must be pre-approved by APS References must be from public or educational entities with similar scope.

CONTRACTOR’S RESPONSIBILITIES

The following contractor’s responsibilities are required for all services listed in this RFP:

The successful firm must check-in at the front office at each site, state their name, company name and reason for visit prior to commencement of any work. They must check out at front office upon leaving the building.

The selected firm shall supply Aurora Public Schools with a schedule of inspections to include: site name, date and time of testing/inspection, prior to the commencement of any work. The testing/inspection process must not disrupt the normal workday.

A report must be e-mailed to Damon Clark at apslifesafety@aurorak12.org within 24 hours of inspection regarding any deficiency or violation that requires immediate attention. All other reports shall be sent to Damon Clark at apslifesafety@aurorak12.org within 5 business days.

REQUIREMENTS

Aurora Public Schools stipulate the following requirements, all inspections and services to Kitchen hood suppression systems, fire sprinklers, and portable fire extinguishers.

1. Prospective contractors must include in their pricing all labor, applicable test equipment, and materials to complete the inspection/testing of facility systems.

2. Fire sprinkler: Prospective vendors must attest by signature to their personnel having appropriate certifications and/or licenses to perform the listed work. The selected vendor shall verify that all inspections are conducted or by a NICET level II technician or higher. Maintaining current certificates and/or licenses is a requirement to be considered responsive and compliant with the terms of the solicitation and scope of work, and subsequently with the terms of an awarded Price\ Agreement. APS reserves the right to request proof of license and/or certification, and the vendor will also provide same to user entities should they request it.

3. In accordance with the Colorado Department of Safety, Division of Fire Safety, and in compliance with the Colorado Fire Suppression Rules, all vendors performing Fire Suppression System Tests, Maintenance, and Inspections shall be registered and/or have personnel certified to conduct necessary work.

4. Kitchen Hood Inspections Suppression Systems Inspections shall be done every 6 months. Tests, and maintenance on kitchen ventilation hoods suppression systems shall be performed in accordance with the manufacturer's instructions, NFPA 17 (latest editionh17a (latest edition), and NFPA 96 (latest edition).

5. Any Trip and/or Truck cost shall be included in the cost of services.

6. The Contractor shall give one copy of the report to the site administrator prior to…