Fire Sprinkler Life Safety Systems Inspection, Testing and Maintenance Services

Frisco Independent School District (Frisco ISD or FISD) is seeking proposals from qualified vendors for the service and inspection of the automatic fire sprinkler systems at various locations throughout the District. Services will be requested on an as needed basis. Services requested will include general system upgrades, routine repairs, emergency repair services, and annual inspections. All vendors supplying pricing shall be established vendors whose primary business is fire and life safety system design, installation and maintenance services with appropriate licensing by the State of Texas. This may be a multi-vendor qualification. Proposers may submit pricing for any or all of the requested fire sprinkler related inspection, testing and/or repair services.
  It is the responsibility of the successful bidder to provide Frisco ISD with products and services that achieve the standards set forth herein. Any items or services not specifically mentioned in this document, which are required to provide the product and/or service at the standard set forth, will be the responsibility of the vendor at no additional cost to Frisco ISD. It is the responsibility of the successful bidder to meet the construction and fire code requirements of the Cities of Frisco, McKinney, Plano, Little Elm, and surrounding communities.
  NO BID NOTIFICATION REQUEST Frisco Independent School District is interested in receiving competitive pricing on all items it bids. We value our quality vendors and desire to keep your firm as a supplier. Therefore, please let us know why you are not bidding on this RFP. We will analyze responses to determine if future changes to our solicitation process are necessary. If you are not interested in this solicitation, please click the ACTIONS button at the top right-hand side of this screen and then click NO BID. Please type your reasoning in the box provided and then enter your response.
 
BACKGROUND Frisco Independent School District (FISD) is located approximately thirty miles north of Dallas, Texas and encompasses seventy-five square miles in Collin and Denton counties including most of the city of Frisco and portions of neighboring Plano, McKinney and Little Elm. Frisco ISD has 12 high schools, 18 middle schools, one intermediate school, 43 elementary schools and three special programs centers serving more than 67,000 students. FISD employs over 8,850 staff in North Texas that support the District’s mission: to know every student by name and need.     This RFP is issued in accordance with Title 2 of the Code of Federal Regulations (2 CFR) Part 200 requirements to purchase goods and/or services by Frisco ISD using federal dollars. FISD may purchase goods and/or services from vendors qualified through this RFP with local, state, federal, and grant funds. This RFP is a competitive solicitation (TEC 44.031). All procurement activities shall be conducted in a manner that provides maximum full and open competition per federal and state laws and local policies and procedures. By submitting a response to this bid, you agree to provide services on an as needed basis to Frisco ISD. Frisco ISD does not guarantee the volume, quantity or dollar value, to be purchased annually. The actual dollar amount to be purchased from this RFP depends on District needs. (TAC 109.41)   BUDGET AND TERM Frisco ISD's estimated budget for Fire Sprinkler Life Safety Systems–Inspection, Testing and Maintenance, this fiscal year is approximately $250,000. Frisco ISD does not guarantee the volume (quantity or dollar value) to be purchased annually. The actual dollar amount to be purchased from this RFP depends on the actual needs of the District. (TAC 109.41). It may be necessary for Frisco ISD to establish a competitive range of acceptable proposals as part of the evaluation process. Proposals not in the competitive range are unacceptable and will not receive further award consideration.   Line item pricing is requested in this RFP. A vendor who proposes to this RFP must supply pricing in the format requested in this RFP.   ALTERNATES In addition to the products formally listed in the RFP, the District highly encourages vendors to submit alternate products for consideration that may differ slightly from a product listed in the RFP at a firm price for the length of the RFP term. You may propose an alternate product when submitting your proposal by clicking "add alternate found on each line item on the "Line Items" tab. IF NO MENTION IS MADE BY THE BIDDER OF PROPOSING A SUBSTITUTE OR ALTERNATIVE, FRISCO ISD WILL ASSUME THAT THE ITEM SPECIFIED IS TO BE FURNISHED AND A PURCHASE ORDER WILL BE MADE ACCORDINGLY.   Once approved by the Frisco ISD Board of Trustees, this qualification will be in effect for the identified term, with the possibility of four (4) one (1) year automatic renewals. Renewals will be automatically issued providing vendor and Frisco ISD remain in good standing and agree on any changes in pricing or procedure. The final automatic renewal will conclude 5/12/2030.  
This Request for Proposal is not a contract. Purchases will be made by approved purchase order and only a valid purchase order and the Frisco ISD Standard Attributes, Certifications, and Terms & Conditions will serve as a contract. The Frisco ISD Standard Attributes, Certifications, and Terms & Conditions document is an attachment to this solicitation and must be completed in its entirety. It must be signed and attached to your response in the Response Attachments tab. FISD will not accept deviations to our Standard Attributes, Certifications and Terms & Conditions. Furthermore, Frisco ISD will not accept proposing entity Terms and Conditions as part of this bid response. Please do not attach.     DEVIATIONS OR EXCEPTIONS FISD will not accept deviations to our Standard Attributes, Certifications and Terms & Conditions. Deviations or exceptions stipulated in a Vendor’s response may result in disqualification. Any language to the effect that the Vendor does not consider this RFP to be part of a contractual obligation may result in a disqualification of the Vendor’s proposal. Vendors must not alter any language in this solicitation or any language in any attachment to this solicitation.
 
****NO PRODUCTS OR SERVICES SHOULD BE PROVIDED BEFORE THE VENDOR RECEIVES A PURCHASE ORDER   SCOPE Services requested will include general system upgrades, routine repairs, emergency repair services, and annual inspections. Routine annual inspection scheduling will be coordinated in advance with District Risk Management Department personnel for review and approval. Routine annual inspections and system testing is typically scheduled during the summer student break, however on-site inspections may also be requested during other non-school calendar days. The Frisco ISD Risk Management Department MUST be notified in writing of any service work or repairs needed prior to the work being started.  
SPRINKLER INSPECTION, TESTING & MAINTENANCE SPECIFICATIONS (WET & DRY PIPE SYSTEMS)
1. GENERAL SCOPE OF WORK:
A. All vendors must be licensed in the field. Vendors must upload a copy of the State of Texas RME license in the Response Attachments tab of this RFP.  Vendors may be engaged to prepare both complete new installation or renovation drawings for a sprinkler and standpipe system project; and shall secure the approval of the appropriate municipal fire department, and Frisco ISD before starting work. All drawings prepared under this contract must meet the requirements for “Working Drawings” as defined by NFPA 13 and must be prepared by and signed by a minimum NICET Level III Technician certified in Water-Based Fire Protection Systems Layout.
B. All work shall conform to all applicable provisions of the codes reference above, including, but not limited to, the following: NFPA Standards 13, 14, 20, 24, 25, and their appropriate NFPA Rules, the Texas Department of Insurance Supplemental Rules, and other local codes.
C. As applicable to annual inspections, the vendor shall supply a second qualified person to monitor the main system fire alarm and/or releasing panel when the system is being activated or inspected.
D. A new white service tag must be attached each time service is performed on the system in accordance with the requirements of the State of Texas. E. A new blue Inspection Testing Maintenance (ITM) tag must be attached to the system following all inspection or re-inspection activities in accordance with the requirements of the State of Texas. F. Annual inspections shall, at a minimum, conform to the requirements of NFPA Standard 25 and the local municipality. Inspector test valves and auxiliary drains will be flushed out as part of the annual inspection. All flow switches tested and adjusted if needed. All systems should be “Normal” and ready to operate upon completion of inspections. Any yellow or red tag conditions found must immediately be reported to FISD Risk Management personnel. G. Inspection, testing or service reports completed by the vendor shall be submitted via email to the FISD Risk Management Department Coordinators within 24 hours of any inspection. H. Except for piping in Mechanical Equipment Rooms and unfinished spaces, run all piping concealed where possible. Coordinate locations of piping in ceiling spaces with the work of all other trades. I. Following the completion of all repairs, inspections and upgrades, appropriate riser & valve signage must be in place per NFPA requirements using standard 1.5” * 6” pre-printed aluminum sign tags. The location of each newly installed sectionalizing valve, where the valve is above the ceiling, shall be identified by a plate affixed to the underside of the ceiling assembly as near as possible to the valve..
J. Installation of piping and supports shall conform to the requirements of NFPA Standard No.13, 14, and requirements of the Fire Code and all other applicable Codes and Ordinances.
K. If the assigned project requires a building permit, the qualified vendor is required to coordinate this directly with the City of Frisco, City of Plano, City of McKinney, City of Little Elm, and all other authorities having jurisdiction. L. Subcontracting will not be acceptable on any portion of the work being requested by this RFP. M. Vendor shall always coordinate scheduling with the District to determine when testing and/or repairs can be performed. Routine testing and/or repairs can typically be performed during normal school hours when it will not interfere with school operations. When testing and/or repairs will interfere with school operations, it shall be performed after normal school hours. Frisco ISD Risk Management personnel will provide security access to all campus work sites. To the extent possible, all preventative maintenance or inspection services will typically be requested during normal working hours (7:30 AM to 5:30 PM) unless it is an emergency with special scheduling worked out between Frisco ISD and the contracted vendor. No audible alarm testing shall be allowed during school hours. All inspections shall be coordinated with every consideration given to minimize disruption to the students, teachers, or building/school occupants whenever possible.
2. PRODUCTS & MATERIALS: A. The materials as scheduled and/or herein after listed shall be used in fabricating piping systems. Where material changes occur, install suitable adapters to provide tight sealing joints. Where multiple choices of materials are listed, only one shall be used, except by special permission.
 B.  All equipment, piping, fittings, and devices shall be listed by an approved listing agency for the application being used. C. Interior Fire Protection lines: All pipe used for fire protection standpipe and sprinkler systems shall be Schedule 40 or 10 black steel pipe, utilized as directed below. This pipe shall, in every detail, conform to Standard Specifications for Welded and Seamless Steel Pipe ASTM Designation: A-53, A-135, or A-795. Grooved couplings and fittings shall be rated at 300 PSI as manufactured by Victaulic Company of America or approved equal. Contractor shall not mix manufacturers of grooved products. Schedule 10 piping with grooved fittings may be used for standpipes, standpipe mains, sprinkler mains, and cross mains when larger than 2½ inches in size. Schedule 40 piping with grooved fittings or threaded fittings shall be used for sprinkler piping that is 2½ inches or smaller in diameter. All dry pipe sprinkler system piping shall be hot-dipped galvanized. Grooved fittings for dry pipe sprinkler systems shall be listed for the application. If using Grooved Fittings for dry pipe system, piping shall be cut-grooved or threaded Schedule 40 piping for all sizes of pipe. Roll-grooved piping is not acceptable for dry pipe sprinkler systems.
 D. Installed sprinkler heads are to be of the same type and manufacturer as existing. Sprinkler heads shall be of the temperature rating as required by NFPA and the Texas Department of Insurance.  E. Sprinklers installed in gym or impact prone areas shall be protected with sprinkler guards. Sprinklers installed within restrooms shall be tamper-proof institutional type.  F. Asbestos containing materials will not be allowed.
G. Approved flow switches in each sprinkler system connection serving any newly installed sprinkler system zones are required. Switches shall be suitable for connection to the fire alarm system.
 H. Sprinkler piping, fittings, couplings, valves, alarm devices, etc, must meet minimum pressure requirements or 175 PSI. I. Installed tamper & flow switches shall be suitable for connection into existing Frisco ISD fire alarm systems.
   EVALUATION PROCEDURE & CRITERIA A minimum of three (3) staff members (the committee) qualified in the vendor's commodity area, will review responses & qualifications and make recommendations to Frisco ISD Board of Trustees for final approval. The committee may request a meeting with any qualified offeror prior to final selection. Qualifications and responses will be reviewed according to criteria established by TEC 44.031(b).
In evaluating proposal responses, the following considerations will be taken into account for qualification recommendations:
(1) The purchase price; market price, hourly rate, emergency rates; (20 points) (2) The reputation of the vendor and of the vendor’s goods or services; services and references of like sized school district; (15 points) (3) The quality of the vendor’s goods or services; (20 points) (4) The extent to which the goods or services meet the district’s needs; (15 points) (5) The vendors’ past relationship with the district; (10 points) (6) The impact on the ability of the districts to comply with laws and rules relating to historically underutilized businesses; (0 points) (7) The total long-term cost to the district to acquire the vendor’s goods or services; (15 points) (8) For a contract for goods and services, materials, whether the vendor or the vendor’s ultimate parent company or majority owner; (A) Has its principal place of business in the State of Texas; or (B) Employs at least 500 persons in the State of Texas; (0 points) (9) Any other relevant factor specifically listed in the request for bids or proposals; (5 points)     PROPOSAL PROCESS 1. GENERAL INFORMATION: The following instructions by the District are intended to afford proposers with an equal opportunity to participate in the proposal process and to provide a predetermined set of criteria representing the District’s business and service requirements. This proposal is governed by the Texas Education Code (TEC), other applicable Texas state statutes, federal statutes and all local FISD Board of Education (Board) policies.
2. QUESTIONS CONCERNING THE RFP: All questions regarding this open solicitation must be submitted through IonWave during the question period. Answers will be published to all bidders, all at once through this system on or before 2/28/2025. Phone or email requests for information will not be acknowledged.
3. PROPOSAL SUBMISSION: Frisco ISD requests that bidders submit their response electronically. Please contact Etedal Frias, by email at contact@example.gov, if you require assistance with the electronic submittal portion of this process. Your cooperation is appreciated.
Interested vendors must first register in Frisco ISD’s e-bidding system, Ion Wave. Register, obtain, and submit proposals at https://fisd.ionwave.net. Proposals will be received electronically through IonWave.   4. ADDENDUM: It is the responsibility of the proposer, prior to submitting the proposal, to determine whether an addendum was issued. 
5. INTERVIEWS: At the District’s discretion, FISD may invite one or more Proposers to interview based on a pre-defined agenda and timeline. Said Proposer(s) will be notified by e-mail if the District determines that such demonstrations and interviews are needed. Proposer(s) shall demonstrate their competence, qualifications and/or ability to satisfy the District’s RFP requirements. All expenses associated with the interview will be at the Proposers expense.
6. MODIFICATION OR WITHDRAWAL OF PROPOSALS: Proposals may be modified or withdrawn in Ion Wave at any time before the exact hour and date specified as the deadline for receipt of proposals. The Proposer must send a written request to the Director of Purchasing to withdraw a Proposal after the response deadline.
7. LATE PROPOSALS: Responses submitted after the due date and time noted in this RFP shall not be considered.
8. RESPONSIVE & FINANCIALLY RESPONSIBLE: To be deemed responsive and qualify for evaluation, a Proposal must be timely submitted and must materially satisfy all mandatory requirements identified in this RFP. They must comply with all material and administrative aspects of this procurement solicitation. ** FISD Purchasing Department, at its sole discretion, is authorized to determine if a vendor is responsive and/or within the scope of this solicitation.  Proposers must be financially responsible, having sufficient staff and resources to provide the goods and services requested by Frisco ISD in this solicitation.   
9. RETENTION OF PROPOSAL DOCUMENTATION: All Proposal materials and supporting documentation submitted in response to this RFP becomes the permanent property of FISD and will not be returned to Proposer.

10. FINANCIAL RESPONSIBILITY: Proposer shall pay all costs related to the preparation and submission of its Proposal.
11. RESERVATION OF RIGHTS: FISD reserves the right to:
A. Cancel this RFP in whole or in part. B. Accept, reject, or negotiate modifications in any terms of Proposal or any part thereof. C. Reject and/or disqualify any or all Proposals received, award contracts for individual products or services as may appear advantageous and negotiate separately in any manner necessary to serve FISD’s best interests. D. Not award this proposal. E. Waive any formalities, technicalities, or other defects if deemed in the best interest of FISD; request clarification and/or correction for the purpose of eliminating minor errors, clerical errors, and/or non-substantive irregularities. F. Be the sole judge of quality, make all decisions regarding this RFP, including, without limitation, the right to decide whether a Proposal substantially complies with the requirements of this RFP. G. In case of tie proposals, the award will be made in accordance with Local Government Code 271.901 and Government Code 2252.001 - 2252.004. (NON-RESIDENT BIDDERS). Consistent and continued tie bidding could cause rejection of the bids by FISD and/or investigation for antitrust violations.
12. LIMITED CONTACT POLICY. Once this RFP is published, Frisco ISD staff and FISD representatives will maintain limited contact with potential Vendors. Limited contact is a prohibition on any communication regarding this RFP or other competitive solicitations between any person who seeks an award under this RFP, including a potential vendor or vendor’s representative; and:
A. Any Frisco ISD Board member, Superintendent, senior staff member, principal, department head, director, manager, other employee, or consultant who has influence in the evaluation or selection process. B. Furthermore, campaign contributions, gifts, donations, and any other items of value are prohibited between the parties defined above for any known contract under consideration during the restricted or limited contact period. C. Limited contact shall not apply to communication with FISD’s Purchasing staff. Such communications shall be limited to the purpose of obtaining clarification or information concerning the RFP. All communication with Purchasing staff must be in writing. The potential vendor or vendor’s representative shall send all written communication directly to the designated procurement staff. The limited contact period shall begin upon the issuance of this RFP, bid, or other competitive solicitation and officially end upon execution of an award by the Board of Trustees and/or the execution of a negotiated contract, whichever represents the final act in the procurement process. D. Regardless of the above time period, it is not acceptable for a potential vendor to participate in determining the scope of work, strategic direction, technical specifications, or evaluation criteria of such projects. Nothing contained in this policy shall prohibit any potential vendor or vendor’s representative from: 1) Making public representations at scheduled pre-bid conferences or scheduled selection and negotiation committee meetings. 2) Engaging in contract negotiations during any scheduled meeting. 3) Making a public presentation to the Frisco ISD Board during any duly noticed public meeting. 4) Conducting business on contracts previously executed and currently in force. 5) Nothing in this policy shall prohibit the procurement staff from initiating a contact with a potential vendor or vendor’s representative and subsequent communication for the purpose of obtaining clarifying information regarding a response to an RFP, bid, or competitive solicitation. Such contact shall be in writing and shall be provided to the members of the applicable procurement staff, including any response thereto. E. A Vendor may be disqualified before or after the proposals are opened, upon evidence of collusion with the intent to defraud, or evidence of intent to perform other illegal activities for the purpose of obtaining an unfair competitive advantage. F. Frisco ISD Standard Ethics Statement is on our website and vendors are encouraged to review them.  Frisco ISD Procurement - Standards of Ethics