Automatic Fire Extinguishing System Inspection, Testing, and Repair

The City of Palo Alto is issuing an Invitation for Bid (IFB) for Automatic Fire Extinguishing System Inspection, Testing, and Repair Services across 33 municipal facilities totaling approximately 1.3 million square feet. The procurement encompasses a three-year contract period from June 1, 2026 through May 30, 2029, with inspections commencing June 1, 2026. The scope of work requires qualified contractors to provide quarterly inspections (scheduled for June, September, December, and March), annual inspections (scheduled for June and December), and five-year maintenance service tests and certifications for wet pipe fire sprinkler systems and fire standpipe systems located in community centers, libraries, parking garages, fire stations, and other city buildings. All work must comply with NFPA 25 2025 Edition standards and California Code of Regulations Title 19, utilizing only approved inspection forms. Deliverables include completed inspection forms submitted to designated City representatives within five days of completion, documentation uploaded to The Compliance Engine system at contractor expense, and repair proposals for work exceeding $500 in labor and materials submitted within three days of inspection. Required qualifications include a valid California State Contractor's License (C-16 classification for fire protection), current Department of Industrial Relations registration, and the ability to obtain 100 percent Performance and Payment Surety Bonds within ten business days of award notification. Contractors must also comply with California prevailing wage requirements, maintain certified payroll records, and satisfy apprenticeship employment requirements. The evaluation will be based on lowest responsive bid criteria, with bids due electronically through the City's OpenGov portal by March 23, 2026 at 3:00 p.m., questions submission deadline of March 13, 2026 at 1:00 p.m., and no pre-bid conference scheduled. Liquidated damages are assessed at $500 per day for unexcused delays in completing work.

This procurement does not contain specific set-aside designations for disadvantaged enterprises; however, it is subject to California Public Contract Code requirements and prevailing wage mandates under Labor Code Sections 1720 et seq. The bid list identifies eleven pre-qualified contractors eligible to submit proposals: Lund Pearson McLaughlin Fire Protection Systems, Arrow Fire Protection, JCI Fire Protection, Statcomm Inc., Cintas Corporation, Northern California Fire Protection Services Inc., Walschon Fire Protection, Cosco Fire Protection, Silicon Valley Fire, Sabah International, and Battalion One Fire Protection, all located in California. Contractors must maintain comprehensive insurance throughout the contract term, including Workers' Compensation (statutory limits), General Liability ($1,000,000 per occurrence and aggregate), Automobile Liability ($1,000,000 per occurrence and aggregate), and Professional Liability ($1,000,000), with the City named as additional insured on all policies except Workers' Compensation and Professional Insurance; all policies must be from carriers with AM Best's Key Rating of A-:VII or higher. The contract includes a dedicated budget allotment for repairs that contractors will bill against as maintenance and repairs are required, with 275 hours of straight-time labor budgeted annually for repair work. The estimated project value is approximately $500,000 across the three-year contract period, with bid security of at least 10 percent of the bid amount required. The City reserves the right to award multiple contracts and reject all bids at its discretion.