Fire Extinguisher Inspection, Maintenance, Testing, Repair Services and Parts
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2026-IFB-LM-0555State & Local
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Contract Overview
Solicitation details, issuing organization, response deadlines, documents, and interested companies for this government contract opportunity.
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The City of Pasadena Department of Public Works, Building Systems and Fleet Management Division (BSFMD) is soliciting bids for solicitation 2026-IFB-LM-0555 to provide comprehensive, as-needed inspection, maintenance, testing, and repair services for approximately 1,050 portable fire extinguishers. This inventory includes roughly 650 units located in City-owned facilities and 400 units in fleet vehicles and equipment. The scope of work encompasses annual inspections, six-year internal maintenance, hydrostatic testing, recharging, and the replacement of parts and units. All services must adhere to NFPA 10, DOT regulations, and Cal/OSHA standards, with the contractor providing all necessary labor, tools, and electronic inspection reports.
The contract will be awarded to the lowest responsive and responsible bidder based on the lowest Grand Total Price. Bidders must submit their proposals electronically via the City's eProcurement Portal by December 10, 2026. Required documentation includes Form AA-1, Form AA-2 for services exceeding $25,000, a relevant experience form, and a Unique Entity Identifier from SAM.gov. Post-award requirements include a Pasadena Business License and various state certifications. Performance is expected during normal business hours, with strict response timelines: routine requests within two weeks, urgent requests within 48 hours, and emergency requests coordinated immediately.
General Info
Bids for as-needed maintenance and inspection of 1,050 portable fire extinguishers.
HighAI Summary for City Building Fire Extinguisher Inspection Quadrants: This document defines the geographic quadrants and specific building lists for fire extinguisher inspections, divided by Los Robles (North/South) and the 210 Freeway (East/West), listing various city facilities including libraries, fire stations, and municipal buildings.
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PDF, High priority: read this first2 pages · specifications
HighAI Summary for City Building Locations - Fire Extinguishers List: A detailed inventory list of 50 city sites, including addresses, square footage, and the number of fire extinguishers per location. Total approximate square footage is 954,915 with 650 extinguishers.
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PDF, High priority: read this first54 pages · ifb
HighAI Summary for City of Pasadena - Fire Extinguisher Inspection, Maintenance, Testing, Repair Services and Parts: Invitation for Bids (IFB) released November 6, 2026, for the City of Pasadena Public Works Department (BSFMD). The solicitation seeks a qualified vendor to provide comprehensive inspection, maintenance, testing, and repair services for approximately 1,050 portable fire extinguishers across City facilities and fleet vehicles. Bids are due by December 10, 2026. Requirements include a California Office of the State Fire Marshal Portable Fire Extinguisher Concern License and USDOT Cylinder Requalification Approval.
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PDF, High priority: read this first6 pages · declaration-of-noncollusion
HighAI Summary for Declaration of Non-Collusion and Vendor Forms for City of Pasadena Procurement: This document is a Declaration of Non-Collusion to be submitted with bids or proposals to the City of Pasadena. It includes vendor forms such as the Affidavit of Equal Opportunity Employment & Non-segregation, Licenses and Certifications, Project Workforce Utilization, and Current Permanent Workforce Utilization. The declaration certifies that the bid is genuine, not collusive, and made without any undisclosed agreements. The forms require company information, certifications, workforce data, and legal status. The document is versioned as of August 2, 2024, and is intended to ensure compliance with equal opportunity, licensing, and non-collusion requirements for procurement.
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XLSX, High priority: read this first5 pages · technical-questionnaire
HighAI Summary for DoIT Technical Assessment Questionnaire Rev 20210806: This document is the City of Pasadena Department of Information Technology (DoIT) Technical Assessment Questionnaire, revision dated 20210806. It is used to evaluate IT solutions proposed for use by the City, focusing on business, security, and operational impacts. The questionnaire includes sections for vendor contact technical information, externally hosted/SaaS application security and data questions, and city-hosted/on-premise solution details. It aims to identify roles and responsibilities early in the evaluation process and covers authentication, encryption, data control, security audits, compliance with standards like PCI DSS, HIPAA, and CJIS, and data management policies.
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PDF, High priority: read this first3 pages · specifications
HighAI Summary for General Insurance Requirements with Professional Liability: This document outlines the minimum insurance requirements for contractors working with the City of Pasadena. It specifies mandatory coverage for Commercial General Liability ($2M per occurrence), Automobile Liability ($1M), Workers' Compensation, and Professional Liability ($1M). It includes detailed provisions for additional insured status, waiver of subrogation, primary coverage, and insurer rating requirements (A.M. Best A:VII).
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PDF, High priority: read this first15 pages · contract-document
HighAI Summary for Master Labor and Materials Contract (12-18-24): This document is a Master Labor and Materials Contract between the City of Pasadena and a contractor, dated December 18, 2024. It outlines the terms and conditions for furnishing labor, materials, equipment, and services for a specified project. Key provisions include contract duration, payment limits, change order authority, contractor's independent status, compliance with California prevailing wage laws, Pasadena Living Wage Ordinance, and ownership of work products. The contract requires bonds, specifies payment terms, and details contractor responsibilities and legal compliance.
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PDF, High priority: read this first5 pages · past-performance
HighAI Summary for Relevant Experience Form for Bid Submission: This Relevant Experience Form is designed to be completed by bidders to demonstrate their experience with projects of similar scope and size to the current solicitation. The form spans five pages, each requesting detailed information about previous projects including project name, location, start and completion dates, contract descriptions, and contract owner contact information. The completed form is to be submitted with the bid, serving as evidence of the bidder's relevant past performance and capability to fulfill the contract requirements.
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PDF, Medium priorityguidance
MediumAI Summary for Supplemental FEMA Terms & Conditions v2 (Oct 1, 2024): Supplemental FEMA Terms & Conditions, Version 2 effective October 1, 2024 (FI-207-21-0001), from FEMA Procurement Under Grants Division. This guide outlines required contract provisions for FEMA-funded procurements, including remedies, termination for cause and convenience, and equal employment opportunity requirements. It also provides applicability thresholds, key definitions, required clause language, and additional considerations for contract drafting under 2 C.F.R. Part 200 and related authorities.
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PDF, Low priority1 page · other
LowAI Summary for City of Pasadena Unique Entity Identifier Submission Form: This document is a form from the City of Pasadena requiring bidders to submit their Unique Entity Identifier (UEI) as part of the bid submission process. The UEI is a 12-character alphanumeric value obtained from SAM.gov. The form includes fields for project name, contractor name, business address, contact name, and telephone number. Failure to submit the UEI may result in the bid being deemed non-responsive.
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PDF, Low priority1 page · certification
LowAI Summary for Federal Required Certification Regarding Lobbying: This document is a certification regarding lobbying requirements under 44 C.F.R. Part 18 for contracts, grants, loans, and cooperative agreements. It certifies that no federal appropriated funds have been used to influence federal officials in connection with the award or administration of federal contracts or agreements. It also requires disclosure if non-federal funds were used for such purposes and mandates inclusion of this certification in all subawards. The certification is a material representation required by law, with penalties for false statements. The document includes spaces for the contractor's authorized official to sign, print their name, title, and date.
LowAI Summary for Standard Form-LLL Disclosure of Lobbying Activities: This document is the Standard Form-LLL used for disclosing lobbying activities pursuant to 31 U.S.C. 1352. It includes sections to report the type and status of federal action, details of the reporting entity, lobbying entity, payment information, and a description of lobbying services performed. Instructions for completing the form are provided, explaining the requirements for initial and material change reports. The form is used to ensure transparency in lobbying related to federal contracts, grants, and other federal actions, with penalties for non-compliance. The document version is indicated as Rev. 06-04 in the instructions section.
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PDF, Low priority1 page · subcontractor-listing
LowAI Summary for Subcontractor Listing and Shoring Design: This document is a subcontractor listing form related to a project, including a section for shoring design. It requires listing the names, addresses, and descriptions of work for subcontractors involved. Additionally, if shoring is required, the civil or structural engineer responsible for the shoring design must be listed, even if employed by the contractor. If no shoring is required, the document instructs to write "NONE." The document serves as a record for subcontractor and shoring design information.
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BSFMD is responsible for maintaining fire extinguishers installed throughout City-owned facilities, fleet vehicles, and equipment to support safe and reliable municipal operations. Fire extinguishers require periodic inspection, maintenance, testing, certification, repair, recharging, hydrostatic testing, replacement, and related services to ensure compliance with applicable fire and life safety regulations, manufacturer recommendations, and industry standards. The City currently maintains approximately 1,050 portable fire extinguishers, including approximately 650 extinguishers located throughout City-owned facilities and approximately 400 extinguishers installed in fleet vehicles and equipment. Building fire extinguishers are serviced according to an annual inspection schedule organized by geographic quadrants to minimize disruptions to City operations, while fleet fire extinguishers are generally serviced at the City's Fleet Maintenance Facility. The City reserves the right to modify service locations and schedules as operational needs require. The existing quadrant inspection program and annual service schedule are provided in the solicitation attachments. These services are essential to maintain operational readiness, protect City personnel and assets, support workplace safety, and ensure fire extinguishers remain fully functional, code compliant, and readily available for emergency use.
