Fire Protection Systems Repair, Maintenance, and Testing

SECTION 3 – SPECIFICATIONS AND BIDDER REQUIREMENTS

All items listed in this Section are Bid Specifications. A successful Bidder must be able to satisfy all these specifications to be deemed a Responsible Bidder.

3.1 Bidder Qualifications

3.1.1 The Bidder shall be licensed to perform fire protection work in Iowa and authorized to operate in locations where work is performed.

3.1.2 The Bidder’s personnel shall be factory-trained/authorized technicians for major OEMs.

3.1.3 The Bidder shall maintain all necessary certifications as required by law or regulation, (e.g., Iowa-recognized backflow certification).

3.2 Bidder Requirements

The Bidder shall provide licensed, code-compliant inspection, testing, preventive maintenance, and emergency repair for fire protection systems at State of Iowa facilities, ensuring compliance with applicable Iowa regulations.

3.2.1 All labor, parts, and materials shall comply with the American Society for Testing and Materials (ASTM), the American National Standards Institute (ANSI), National Fire Protection Association (NFPA) standards, the State of Iowa’s Building and Fire Codes, and all applicable Iowa Code including State Mechanical Code Chapter 61, and State Plumbing Code Chapter 25.

3.2.2 The Bidder shall adhere to all current Iowa Occupational Safety and Health (IOSH) standards for the duration of the agreement. Any OSHA violations incurred during the contract term shall be reported to the Issuing Officer immediately.

3.2.3 The Bidder shall be responsible for obtaining and maintaining all necessary permits throughout the duration of the agreement.

3.2.4 The Bidder shall maintain the resources necessary to successfully execute more than one State project at a time.

3.2.5 The Bidder’s personnel shall possess the required certifications, licenses, and equipment to safely complete the assigned work.

3.2.6 The Bidder shall report to the work site with all tools and equipment required to perform the requested service.

3.2.7 The Department of Administrative Services reserves the right, without protest, to reject any worker that in the estimation of the State is not qualified or performing in an acceptable manner and/or is unable to obtain required security clearance.

3.3 Response Time

The Bidder shall ensure timely responses to service requests and shall submit an emergency contact list and escalation procedure upon contract award.

3.3.1 Coverage

The Bidder shall maintain 24/7/365 emergency responsiveness, ensuring full-service availability during non-business hours, weekends, and holidays.

3.3.2 Routine Service Request

The Bidder shall schedule work within 24 hours of receiving an Agency request.

3.3.3 Emergency Service Request

The Bidder shall provide immediate service for critical system failures or life-safety risks. All emergency work must be completed or scheduled as directed by the Facilities Manager or a designee.

For Emergencies at State Facilities not located at the Capitol Complex - Technicians shall arrive onsite within four (4) hours of being notified of an emergency, excluding travel time from their point of origin.

For Emergencies at the Capitol Complex - Technicians shall arrive onsite within two (2) hours of being notified of an emergency, excluding travel time from their point of origin.

3.3.4 System Impairments

Whenever a fire protection system is impaired or taken out of service, the Bidder shall implement impairment procedures in accordance with NFPA 25 and NFPA 72. The Bidder shall immediately notify the Agency representative, document the impairment, identify affected areas, provide temporary protection measures as required, and verify restoration of the system upon completion of work.

3.4 Scope of Work

3.4.1 Service Requirements

The Bidder shall provide all labor, supervision, materials, equipment, inspections, testing, preventive maintenance, repair services, replacement parts, and emergency response necessary to maintain fire protection systems in safe and fully operational condition in accordance with applicable codes, standards, manufacturer recommendations, and Agency requirements.

Services shall include, but are not limited to, the following systems and components:

• Water-based fire suppression systems, including wet, dry, preaction, and deluge sprinkler systems, associated piping, hangers, and supports

• Fire pumps, controllers, and related equipment

• Standpipes and hose stations

• Fire alarm and detection systems, including notification devices, annunciators, NACs, detectors, and integrated building interfaces

• Clean-agent, CO2, foam, and other special hazard suppression systems

• Fire hydrants and related components located on-site

• Fire protection backflow preventers and associated testing coordination

• Portable fire extinguishers, cabinets, and related equipment

• Valves, supervisory devices, tamper switches, flow switches, and associated fire protection controls

• Emergency response services, temporary protection measures, and system restoration during outages or impairments

3.4.1.1 Provide startup, commissioning, re-commissioning, permit coordination, inspection support, testing, and system verification services associated with the repair, replacement, modification, or restoration of fire protection systems to ensure proper operation and compliance with applicable codes and standards.

3.4.1.2 Twenty-four (24) hour emergency response services, seven (7) days per week, including weekends and holidays, for fire protection system failures, impairments, and other emergency conditions requiring immediate attention.

3.4.1.3 Safety Data Sheets (SDS) for all chemicals, agents, and hazardous materials used, stored, or introduced on-site in connection with services performed under this Agreement.

3.4.2 Repairs

3.4.2.1 All repairs shall utilize OEM parts or an agency-approved equivalent. Part numbers and data sheets shall be provided for all components.

3.4.2.2 The Bidder shall manage all required shutdowns and temporary pumping operations and restore the site to equal or better conditions.

3.4.3 Installation

The Bidder shall be responsible for all costs and labor associated with the installation of their equipment and software. This responsibility also applies to contract completion or cancellation. The Bidder shall assume all risk of loss or damage to Bidder-owned property throughout the duration of the agreement.

The Bidder shall provide the Agency with unrestricted access to all programming software, passwords, configuration files, licenses, and administrative controls necessary for operation, maintenance, and future servicing of installed systems unless prohibited by manufacturer licensing restrictions disclosed in the Bid response.

3.4.4 Maintenance and Training

3.4.4.1 The Bidder shall provide training to designated Agency Staff who will be responsible for performing operational maintenance of the system.

3.4.4.2 The Bidder shall provide preventative maintenance and inspection upon request.

3.4.5 Testing and Acceptance

3.4.5.1 The Bidder shall maintain pump performance according to OEM/NFPA standards. Documentation of RPM suction/discharge pressures, and lubrication checks shall be submitted following each inspection.

3.4.5.2 The Bidder shall perform functional tests on all alarm systems, ensuring 100% activation of all devices. The Bidder shall document all individual device ID’s and corresponding panel responses to verify system compliance.

3.4.5.3 The Bidder shall test to verify all valves are in their proper operating positions and that supervisory alerts are functioning properly. Any shut valves or obstructions shall be documented and clearly tagged on-site.

3.4.5.4 The Bidder shall classify deficiencies as Immediate (system impaired/life-safety), Major (impairs protection), Minor (non-critical). Any immediate deficiency requires instant notification to Agency personnel and mobilization to repair.

3.4.5.5 The Bidder shall complete testing frequency in compliance with applicable NFPA standards and manufacturer recommendations unless otherwise directed by the Agency

3.4.5.6 The Bidder shall provide testing services which shall include, but are not limited to, the following:

• Wet Pipe Sprinkler Systems – Visual inspection, control valve inspection, alarm device inspection, and main drain testing in accordance with NFPA 25.

• Dry Pipe, Preaction, and Deluge Systems – Full operational trip testing, valve inspection, low-point drain inspection, air pressure verification, and supervisory device testing in accordance with NFPA 25.

• Fire Pumps and Controllers – Annual flow performance testing (flow curve test), churn testing, controller inspection, transfer switch testing where applicable, and operational verification in accordance with NFPA 20 and NFPA 25.

• Standpipe and Hose Systems – Visual inspection, hose valve inspection, pressure-reducing valve testing where applicable, and hydrostatic or flow testing in accordance with NFPA 25.

• Fire Alarm and Detection Systems – Annual inspection, testing, and functional verification of initiating devices, notification appliances, control panels, annunciators, communication pathways, batteries, and interface devices in accordance with NFPA 72. Testing shall include device-level documentation and confirmation of proper system response.

• Clean-Agent, CO2, and Special Hazard Suppression Systems – Visual inspection, cylinder pressure/agent quantity verification, detection and releasing system testing, alarm interface testing, and functional testing in accordance with applicable NFPA standards and manufacturer requirements.

• Portable Fire Extinguishers – Monthly visual inspections where required, annual maintenance, recharging, hydrostatic testing, tagging, and replacement services in accordance with NFPA 10.

• Fire Hydrants – Visual inspection, operational inspection, lubrication, flow testing, and pressure testing in accordance with NFPA 25 and local water authority requirements.

• Backflow Prevention Assemblies – Annual inspection and testing by a certified backflow prevention tester, including documentation and submission of required certifications to the Agency and applicable authorities.

3.4.6 Materials

The Bidder shall maintain sufficient material inventory to meet standard contract demands. State Agencies reserve the right to furnish materials required for work under this contract.

3.4.6.1 The Bidder shall utilize OEM or UL-listed replacement parts. The Bidder shall submit documentation and obtain written approval prior to using non-OEM components.

3.4.6.2 The Bidder shall provide serial numbers and part documentation for major replacements.

3.4.6.3 The Bidder shall confirm that all installations comply with NFPA and manufacturer installation practices. The Bidder shall restore finishes and protect property.

3.4.7 Lockout/Tagout Policy

All work performed by the Bidders shall comply with the Lockout/Tagout Policy. This policy includes but is not limited to, the tagging, labeling and identification of designated breakers, outlets, or other power sources before and after completion of assigned work.

3.4.8 Confined Space Policy

The Bidder shall follow the Confined Space Policy for all performed work.

3.4.9 Subcontractors

The Bidder shall only utilize subcontractors that are pre-approved by the Agency.

3.5 Work Rules

3.5.1 Facility Rules

The Bidder shall comply with all facility-specific security, safety, and operational policies and procedures established by the State Agency.

Prior to accessing any facility or work site, the Bidder shall provide the Agency’s designated contact with all information required for site access and security clearance, including but not limited to employee name, date of birth, Social Security number, driver’s license number, and a description and location of the work to be performed. Background checks may be required.

3.5.2 Site Conditions

The Bidder shall perform all work in a safe manner and in accordance with all applicable federal, state, and local safety regulations.

The Bidder shall immediately correct, at its sole expense, any unsafe or hazardous conditions caused by the Bidder’s operations, employees, subcontractors, or equipment.

The Bidder shall be solely responsible for damage to existing structures, grounds, systems, equipment, or property resulting from the performance of the work by the Bidder, its employees, agents, or subcontractors. The Bidder shall repair or replace damaged property to its original condition at no additional cost to the State.

The Bidder shall coordinate all required service interruptions or utility shutdowns with the Agency in advance of any shutdown.

The Bidder shall maintain the work site in a clean and orderly condition at all times. The Bidder shall remove all waste materials, debris, surplus materials, and equipment from the work site on a daily basis, or more frequently as necessary to maintain a safe environment.

The Bidder shall maintain all walkways, driveways, and parking areas in a clean and unobstructed condition during performance of the work.

The Bidder shall coordinate employee parking arrangements with the Agency. All parking fees or related costs shall be the responsibility of the Bidder.

3.5.3 Proper Conduct

The Bidder and its employees, agents, and subcontractors shall conduct themselves in a professional manner at all times while on State property.

The following activities are prohibited on State premises:

a. Possession of weapons, illegal drugs, or alcohol.

b. Smoking, except in designated smoking areas authorized by the Agency; and

c. Propping open, disabling, or leaving secured doors unsecured.

3.5.4 Temporary Utilities

The Agency may provide the Bidder temporary access to electrical power through existing outlets, as approved by the Agency.

The Bidder shall provide, at its sole expense, all cords, connections, adapters, extensions, and related equipment necessary to utilize such electrical service safely and properly.

3.5.5 Storage

The Bidder shall store all materials, tools, and equipment only in areas designated by the Agency.

The Bidder shall maintain storage areas in a clean and safe condition and shall keep such areas free of combustible waste and unnecessary debris.

The Bidder shall provide suitable containers and facilities for temporary storage and removal of waste materials and rubbish generated during performance of the work.

The Agency may require the periodic removal of debris, surplus materials, or unused equipment based on operational needs.

The Bidder shall not leave ladders, tools, or equipment unattended in unsecured areas.

The Bidder shall be solely responsible for the security of its materials, tools, and equipment and for any loss, theft, vandalism, or damage thereto.

3.5.6 Hazardous Materials

If the Bidder encounters suspected hazardous materials, including but not limited to asbestos-containing materials, the Bidder shall immediately stop work in the affected area and notify the Owner.

No work shall resume in the affected area until the Owner has completed any necessary testing and implemented an approved method of containment, abatement, or removal in accordance with applicable Environmental Protection Agency (EPA) regulations and other applicable laws.

The Owner shall notify the Bidder of any known or verified hazardous materials conditions and shall identify areas suspected of containing hazardous materials, if known.

If the Bidder is required to perform work in or adjacent to an area suspected of containing hazardous materials, but not involving direct disturbance of the hazardous material, the Bidder shall be responsible for notifying and protecting its employees, agents, subcontractors, and other personnel from potential exposure hazards.

The Bidder shall comply with all applicable laws, regulations, and safety requirements relating to hazardous materials and employee protection.

The Bidder shall indemnify and hold harmless the Owner, the State, and their employees, from claims arising from the Bidder’s failure to comply with hazardous material safety requirements or failure to adequately protect its personnel.

The Bidder shall not be entitled to additional compensation for reasonable delays resulting from hazardous material identification, testing, containment, or remediation activities.

3.5.7 Safety and Site Coordination

3.5.7.1 The Bidder shall be responsible for maintaining a safe work environment and ensuring compliance with all applicable safety regulations, Agency safety requirements, and personal protective equipment (PPE) standards for all personnel performing work.

3.5.7.2 The Bidder shall coordinate all required system shutdowns, impairments, and service interruptions with the Agency or designated facility representative prior to performing work. The Bidder shall obtain and maintain all required hot-work permits and provide fire watch services when applicable.

3.5.7.3 The Bidder shall ensure all personnel assigned to secure or restricted facilities comply with Agency security requirements, including background checks, identification requirements, and site-specific orientation or training. be responsible for background checks and site-specific orientation required for personnel working in secure facilities.

3.5.8 Documentation, Reporting, and Records

The Bidder shall maintain the following:

3.5.8.1 Immediate on-site documentation of critical defects; digital notification to facility within 24 hours.

3.5.8.2 Provide standardized inspection report for each visit showing: devices tested, readings (pressures/flows), photographs of deficiencies, corrective actions taken, and recommended repairs with cost estimates.

3.5.8.3 Annual consolidated report summarizing inspections, trends, device failures, parts replaced, and recommended capital projects.

3.5.8.4 Maintain device inventory (make/model/ID/installation date) and update agency asset records after replacements.

3.5.8.5 Deliverables must be provided electronically (PDF) within 5 business days of service.

3.5.8.6 For all identified deficiencies requiring repair, the Bidder shall provide a written repair proposal and cost estimate within five (5) business days unless otherwise approved by the Agency.

3.6 Standard of Quality

3.6.1 Quality and Conformance

All deliverables, including goods, services, materials, equipment, and workmanship, shall comply with the requirements of the Contract, applicable laws and regulations, approved submittals or samples, recognized industry standards (including but not limited to ASTM, ANSI, NFPA, and ISO standards), and the manufacturer’s most current published specifications and installation requirements.

3.6.2 Materials and Workmanship

All materials, parts, and equipment provided under this Agreement shall be new and of commercial quality unless otherwise approved by the Agency in writing. All workmanship shall be performed in a professional and workmanlike manner consistent with recognized industry standards and best trade practices and shall be equal to or exceed the quality of similar completed projects and installations.

3.6.3 Personnel and Subcontractors

The Bidder shall ensure that all personnel and subcontractors performing work under this Contract are properly licensed, certified, and otherwise qualified in accordance with applicable federal, state, and local requirements. The Bidder shall remain solely and fully responsible for all subcontractor performance, including compliance with contract requirements, quality of work, and adherence to all applicable standards and regulations.

3.6.4 Inspection, Testing, and Acceptance

The Agency reserves the right to inspect, test, and reject any deliverables that do not conform to Contract requirements. Such inspections, tests, or approvals shall not relieve the Bidder of its responsibility to furnish all deliverables in full compliance with the Contract.

Final acceptance is contingent upon successful completion of all required testing and resolution of all punch list items to the satisfaction of the Agency. No deliverable shall be deemed accepted until formally accepted in writing by the Agency.

3.6.5 Nonconforming Deliverables and Remedies

Nonconforming or defective deliverables may be rejected by the Agency. The Bidder shall, at no additional cost to the Agency, promptly repair, replace, or correct any nonconforming Work within a reasonable time after notification.

If the Bidder fails to promptly correct such deficiencies, the Agency may procure substitute goods or services from another source and recover all associated costs from the Bidder. Such remedies are in addition to any other rights available to the Agency under the Contract or at law.

3.6.6 Warranty

The Bidder shall warrant all Work performed under this Contract for a period of one (1) year from the date of service or final acceptance, whichever is later, unless otherwise specified in the Contract. If any materials, components, or workmanship fail during the warranty period due to defect or nonconformance, the Bidder shall promptly repair or replace the defective item at no cost to the Agency.

If the Bidder fails to repair or replace the defective Work within a reasonable time after notification, the Agency may perform or procure such corrective services and recover all associated costs from the Bidder.

3.6.7 Certification, Records, and Traceability

The Bidder shall furnish all required documentation, including material certificates, test reports, MSDS, test logs, and any other required records prior to or upon delivery, as applicable. The Bidder shall maintain such records for a minimum of three (3) years or longer if required by applicable law or regulation.

3.6.8 Change in Standards

If applicable standards or codes change between contract award and project completion, the Bidder shall promptly notify the Agency. Where required, the Bidder shall bring the deliverables into compliance at no additional cost unless change order is approved.

3.6.9 Cumulative Remedies

All rights and remedies provided to the Agency from a resulting contract are cumulative and not exclusive. Remedies may include, but are not limited to, rejection, repair, replacement, price adjustment, suspension of Work, termination of the contract, and recovery of damages or costs incurred.

3.7 Performance Monitoring and Reporting

3.7.1 Quarterly Reports

The Bidder shall provide comprehensive quarterly performance reports to the Agency. Reports shall include, at a minimum: total number of incidents by service type, on-time completion percentage, first-time-fix percentage, any customer service issues and resolutions, and any service disruptions or incidents.

3.7.2 Performance Metrics

The Bidder shall be reviewed for the following performance standards:

• Emergency response compliance

• PM on-time completion rate

• First-time-fix rate

• Customer service

3.7.3 Service Level Failures

The Bidder shall acknowledge that failure to meet performance standards may result in contract termination or other remedies as specified in the contract terms and conditions.

3.7.4 Meetings

The Bidder shall attend quarterly review meetings with Agency.

3.8 Invoicing and Supporting Documentation

3.8.1 Invoices

3.8.1.1 The Bidder shall provide detailed invoices itemizing all goods and services provided. When necessary, invoices shall be accompanied by supporting documentation.

3.8.1.2 The Agency reserves the right to request supporting supplier documentation for material pricing. Material markups shall not exceed the percentage identified in the awarded contract.

3.8.1.3 Each invoice must reference the contract number, PO number, invoice number, invoice date, vendor remittance information, description of goods/services, quantity, unit price, list and discount prices as required, and line-item totals.

3.8.1.4 Invoices missing required fields or supporting documents may be returned and will not be considered received until corrected.