On Call Fire Alarm Inspection and Services

The New Haven Public Schools (NHPS) is seeking qualified and properly licensed contractors to provide comprehensive fire alarm system services for school district facilities. Services under this contract shall include, but are not limited to, the inspection, testing, preventive maintenance, repair, replacement, troubleshooting, and on-call emergency response for fire alarm systems and associated equipment located throughout the district.

The intent of this contract is to ensure that all fire alarm systems remain fully operational, properly maintained, and in compliance with all applicable federal, state, and local codes, standards, and regulations, including but not limited to NFPA requirements, Connecticut State Fire Code, and all Authority Having Jurisdiction (AHJ) requirements. The contractor shall furnish all labor, supervision, materials, tools, equipment, transportation, documentation, and technical support necessary to maintain reliable system performance and to support the operational needs of the school district.

Work shall be performed in coordination with the NHPS Facilities Department and building administration, and may include scheduled inspections, preventive maintenance, corrective repairs, system upgrades, emergency service calls, and support during critical operational periods. The contractor shall maintain sufficient staffing, technical capability, and availability to respond to district needs in a timely manner and to ensure that all fire alarm systems remain in safe and code-compliant condition at all times.

Project Details

• Reference ID: 2026-ITB-376
• Department: NHPS-Facilities
• Department Head: Michael Carter (Acting Chief Operating Officer)

Important Dates

• Questions Due: 2026-06-29T21:00:00.000Z

Evaluation Criteria

• Scope of Work - General Requirements —

  The Contractor shall provide all labor, materials, supervision, tools, equipment, supplies, and related services necessary to perform inspection, testing, preventive maintenance, repair, and emergency service for all fire alarm systems and associated equipment in accordance with NFPA 72 and all applicable federal, state, and local codes. Services shall include, but not be limited to, testing, inspections, adjustments, troubleshooting, replacement of components, and preparation of all required certifications and reports for all fire alarm systems covered under this contract, including conventional and addressable systems and related life safety equipment.

   

  The Contractor shall submit, for approval by the District, a schedule for all required inspections, testing, and preventive maintenance in accordance with NFPA 72. The schedule shall include the timing of all required certifications and reports.

   

  All automatic and manual initiating devices shall be tested in accordance with NFPA 72 requirements, including but not limited to smoke detectors, heat detectors, pull stations, waterflow switches, and tamper switches. All notification and alarm devices shall also be tested, including horns, bells, strobes, speakers, audiovisual devices, and signal transmission equipment.

   

  The Contractor shall verify proper operation of all system functions, including but not limited to alarm transmission, annunciation, smoke damper operation, smoke exhaust fan controls, elevator recall interfaces, door release systems, and all other connected life safety functions.

   

  Smoke detectors shall be tested using UL-approved aerosol smoke testing products only. Heat detectors shall be tested using approved heat testing equipment designed for detector sensitivity testing.

   

  For each facility, the Contractor shall provide a complete inventory of all devices inspected and tested and shall submit a computer-generated inspection report identifying the status of each device. Reports shall be provided in both electronic and hard copy format to the Facilities Department. The Contractor shall be responsible for verifying device locations, identifying panels, and confirming system components at each building.

   

  When deficiencies are identified, the Contractor shall, upon authorization from the District, perform the repairs necessary to restore the system to proper working order so that required certification can be issued.

   

  In the event of a system failure and fire watch is needed, the Executive Director of Facilities shall be notified as the first point of contact.

   

  The Contractor shall be qualified to service all equipment covered under this contract. When manufacturer-specific or proprietary repairs are required, the Contractor may utilize authorized subcontractors with prior approval.

• General Liability - Rider 100 —

  	Minimum Limits (dollar amount indicates required minimum)	Additional Insured (Y indicates required)	Waiver of Subrogation (Y indicates required)
  Each Occurrence	$1,000,000	Y	Y
  Combined Aggregate	$2,000,000	Y	Y
  Products/Completed Operations Aggregate	$2,000,000	Y	Y

• Auto section —
  1. Salary rates and the classification of employees shall be as specified in the Solicitation Documents.
  2. The rate of pay set forth in the Solicitation Documents is the minimum that shall be paid during the life of the Contract. Bidders must inform themselves about local labor conditions (e.g. the length of work day and the work week, overtime compensation, health and welfare contributions, labor supply and prospective changes and adjustments of rates).

  Wages. Salary rates and the classification of employees shall be as specified in the Solicitation Documents and Contract Documents. The rates of pay set forth in the Solicitation Documents are the minimum that shall be paid during the life of the Contract. Bidders must inform themselves about local labor conditions (e.g. the length of workday and the work week, overtime compensation, health and welfare contributions, labor supply and prospective changes and adjustments of rates).

  Livable Wage Rates for FY 25/26

  • $21.38 with employee benefits
  • $22.38 without employee benefits

  Livable Wage Rates for FY 26/27 : effective 7-01-2026

  • $21.95 with employee benefits
  • $22.395without employee benefits
• General Liability with Abuse & Molestation —

  	Minimum Limits (dollar amount indicates required minimum)	Additional Insured (Y indicates required)	Waiver of Subrogation (Y indicates required)
  Each Occurrence	$1,000,000	Y	Y
  Combined Aggregate	$2,000,000	Y	Y
  Products/Completed Operations Aggregate	$2,000,000	Y	Y
  Abuse & Molestation	$1,000,000	Y	Y

• Contract Term —

  The term of the contract is one (1) year with 2 - one year renewal option(s).

• Auto Liability (includes all owned, hired & non-owned autos) —

  	Minimum Limits (dollar amount indicates required minimum)	Additional Insured (Y indicates required)	Waiver of Subrogation (Y indicates required)
  Combined Single Limit Each accident including endorsements	$1,000,000	Y	Y

• Fire Systems —

  Services under this contract shall apply to all fire alarm and related life safety systems, including but not limited to:

  • Conventional and addressable fire alarm systems
  • Fire alarm control panels and annunciators
  • Smoke and heat detection devices
  • Manual pull stations
  • Horns, bells, strobes, speakers, and audiovisual devices
  • Waterflow and tamper switches
  • Fire alarm monitoring and communication equipment
  • Area of refuge communication systems
  • Interfaces to sprinkler, elevator, HVAC, smoke control, and door release systems
  • Power supplies, batteries, and associated components
• Excess/Umbrella Liability —

  	Minimum Limits (dollar amount indicates required minimum)	Additional Insured (Y indicates required)	Waiver of Subrogation (Y indicates required)
  Each Occurrence	--$1,000,000	Y	Y
  Combined Aggregate	--$1,000,000	Y	Y

• Workers’ Compensation & Employers’ Liability (EL) - Statutory Limits —

  	Minimum Limits (dollar amount indicates required minimum)	Additional Insured (Y indicates required)	Waiver of Subrogation (Y indicates required)
  Workers' Compensation	Statutory Limits
  EL EACH	$500,000	---	Y
  EL DISEASE	$500,000	---	Y
  EL POLICY	$500,000	---	Y

• Inspections & Testing —

  Vendor shall perform required inspections and testing in accordance with NFPA 72.

  Services include:

   

  • Annual inspections
  • Semi-annual inspections (upon request - billed using hourly rate)
  • Quarterly inspections (upon request - billed using hourly rate)
  • Functional testing of all devices
  • Panel testing and verification
  • Battery testing and replacement as needed
  • Verification of monitoring communication
  • Documentation of all deficiencies

   

  Vendor shall provide written reports after each inspection, and a consolidated digital report after all fire alarm inspections have been completed.

• Repairs and On-Call Service —

  Vendor shall provide on-call repair services for all fire alarm systems.

  Requirements:

  • Response to emergency calls within the required timeframe
  • Provide troubleshooting and repair
  • Provide a written quote when the repair exceeds minor service
  • Use OEM or approved replacement parts
  • Restore system to full operation

   

  Emergency response expectation:

  • Critical calls: immediate/same day
  • Non-critical: within 24–48 hours
• Professional Liability —

  	Minimum Limits (dollar amount indicates required minimum)	Additional Insured (Y indicates required)	Waiver of Subrogation (Y indicates required)
  	--$1,000,000	--	--

• Work During School Occupancy —

  No work on any fire alarm system shall occur while students are present in the building without prior approval.

  All work must be coordinated with NHPS Facilities. Routine maintenance and inspections must be performed during non-occupied hours. This would be before or after the school bell times (listed in the attachment section).

  Vendor must coordinate all shutdowns, testing, and alarms in advance.

  To be considered a "qualified bidder," the vendor must have ample staff to perform any necessary inspections or work before/after school hours.

• Pollution Liability —

  	Minimum Limits (dollar amount indicates required minimum)	Additional Insured (Y indicates required)	Waiver of Subrogation (Y indicates required)
  	--$1,000,000	Y	Y

• CMMS Work Order Requirements —

  All work shall be tracked in the District’s Computerized Maintenance Management System (CMMS).

  The contractor shall:

  • Create, update, and close work orders for all service activity
  • Provide detailed descriptions of work performed
  • Identify root cause of failure
  • List parts used
  • Confirm restoration of proper operation
  • Attach quotes, reports, photos, and documentation when applicable
  • Close all completed work orders promptly
• Cyber Liability —

  	Minimum Limits (dollar amount indicates required minimum)	Additional Insured (Y indicates required)	Waiver of Subrogation (Y indicates required)
  	-$1,000,000	Y	Y

• Pricing and Invoicing —

  The Contractor shall include in their bid submissions:

  All hourly rates submitted for this solicitation must include:

  • Travel time
  • Fuel
  • Mobilization
  • Standard tools and equipment

  Travel time may not be billed separately.

  Price quotations must be generated for all repairs exceeding $1500

  Invoices must clearly identify location, equipment serviced, labor hours, materials used, work order number, and purchase order number.

• Medical Malpractice —

  	Minimum Limits (dollar amount indicates required minimum)	Additional Insured (Y indicates required)	Waiver of Subrogation (Y indicates required)
  	$1,000,000	--	--

• Documentation and Reporting —

  Vendor shall provide:

  • Inspection reports
  • Deficiency reports
  • Repair summaries
  • Test results
  • Certification forms
  • Code compliance documentation

   

• Garage Keepers Liability —

  	Minimum Limits (dollar amount indicates required minimum)	Additional Insured (Y indicates required)	Waiver of Subrogation (Y indicates required)
  	-$100,000	--	--

• Staffing & Availability —

  Vendor must maintain adequate staffing to:

  • Respond during emergencies
  • Support large district-wide testing schedules
  • Perform work during school breaks, half-days, etc
  • Perform work outside of school day hours

   

  NHPS reserves the right to request additional staffing during critical periods.

• Drone Liability —

  	Minimum Limits (dollar amount indicates required minimum)	Additional Insured (Y indicates required)	Waiver of Subrogation (Y indicates required)
  	$1,000,000	Y	Y

• Cyber Liability/Data Compromise —

  	Minimum Limits (dollar amount indicates required minimum)	Additional Insured (Y indicates required)	Waiver of Subrogation (Y indicates required)
  Each Occurrence	$5,000,000	Y	Y

• Technology Error & Omissions —

  	Minimum Limits (dollar amount indicates required minimum)	Additional Insured (Y indicates required)	Waiver of Subrogation (Y indicates required)
  Each Occurrence	$5,000,000	Y	Y

• BUILDER’S RISK / INSTALLATION FLOATERS (when applicable) —

  When this contract or agreement includes the construction of and/or the addition to a permanent structure or building; including the installation of machinery and/or equipment, the following insurance coverage must be afforded:

   

  Coverage Form: Completed Value, All Risk in an amount equal to 100% of the value upon completion or value of equipment to be installed.

• Additional Information —

  If any policy is written on a “Claims Made” basis, the policy must be continually renewed for a minimum of two years from the completion date of this contract.  If the policy is replaced and/or the retroactive date is changed, then the expiring policy must be endorsed to extend the reporting period for claims for the policy in effect during the contract for two) years from the completion date.

  Original, completed Certificates of Insurance must be presented to the City of New Haven via Certificial prior to contract issuance. Contractor/Vendor agrees to provide replacement/renewal certificates at least 30 days prior to the expiration date of the policies. Should any of the polices be cancelled, limits reduced, or coverage altered, 30 days written notice must be given to the City.

• Notes —
  • Additional Insured & Waiver of Subrogation boxes must be checked off on the COI.
  • If contractor/vendor will be providing a service in proximity or serving youth under the age of 21, Abuse and Molestation coverage must be
    included.
  • City of New Haven is the Certificate holder and the additional insured.

  City of New Haven
  200 Orange Street Rm 301
  New Haven, CT 06510

Submission Requirements

• Supplemental Information
• Required City Forms —

  The Disclosure and Certification form should be completed through DocuSign  prior to exercising the option to notarize online or take the documents to a notary public prior to uploading with your response

• Will you be using the On-line Notary feature or a Public Notary for the DisclosureForm (required) —

  The City needs you to get the Disclosure Form  notarized. We are offering you a convenient  way to do this online through Notary Online (https://notarylive.com) . However, you don't have to use this online service. If you do choose to use it, it will cost you $25 each time you use it for a notarization. You can explore other ways to get your document notarized if you prefer not to pay this fee, click "No". 

• Disclosure Form for Online Notary (required) —

   An online notarization option will be provided for you when responding.

  Important: If you don't have the document notarized, your response will be disqualified.

  In essence, you must legally verify your identity and the authenticity of your signature on the document. 

• DISCLOSURE & CERTIFICATION AFFIDAVIT (required) —
  1. Download the Disclosure & Certification document: This is a digital document that you'll need to fill out.
  2. Complete the document: Fill in all the required information on the document.
  3. Notarize the document: 
     
     • Take the completed document to a public notary: A notary public can notarize your signature in person.

  Important: If you don't have the document notarized, your response will be disqualified.

  In essence, you must legally verify your identity and the authenticity of your signature on the document. 

  .

• Current Workforce Certificate (required) —

  Please download the below documents, complete, and upload.

• What is the material markup percentage to be applied during course of the contract? Markup maximum is 10% (required) —

  Enter markup percentage here

• The City of New Haven is accepting digital bid bonds via Surety 2000. For more information go to: https://surety2000.com/ Would you be submitting the Bid Bond via Surety 2000? (required) —

   

  Select "Yes" if you are submitting a Digital Bond

  Select "No" if you are submitting a Bid Bond utilizing City Bonding Document. 

  Note: Labor, Material and Performance Bond valued a 100% of the contract amount will be required of awarded vendor.

• Surety 2000 Bid Bond (required) —

  Please enter your Bid Bond information from Surety2000 below.

  Note: Labor, Material and Performance Bond valued a 100% of the contract amount will be required of awarded vendor.

• Bid Bond (required) —

  Please download the below documents, complete, and upload.  Vendor must use the bid form attached in the submittal section of this solicitation package, no other format accepted.

• Statement of Qualifications for City —

  Statement of Qualifications:

  Each solicitation response shall include a Statement of Qualifications in the format provided in this Solicitation upon stationary of the responding entity.

  All questions must be answered, and the data given must be clear and comprehensive.The respondent may submit any additional information he/she desires.

• Permanent Main Office Address (required)
• When Organized (required)
• Legal form of ownership. If a corporation, where incorporated. (required)
• How many years have you been engaged in services, under your present name? (required)
• Have you ever failed to complete any work awarded to you? If so, where and why? (required)
• Have you ever defaulted on a contract? If so, where, and why? (required)
• Describe any pending litigation or other factors, which could affect your organization ability to perform this agreement. (required)
• Names, titles, reporting relationships, and background and experience of the principal members of your organization, including the officers. Indicate which individuals are authorized to bind the organization in negotiations with the City of New Haven. (required)
• Name, title, address, and telephone number of the individual to whom all inquiries about this Proposal should be addressed. (required)
• Upon the City of New Haven's request, the Business will be obligated to: (required) —
  • Complete a detailed financial statement, providing a thorough overview of its financial position.
  • Furnish any additional information deemed necessary by the City to evaluate its financial stability. This may include, but is not limited to, bank records, tax documentation, and credit references.
  • Sign a release if required, authorizing the City to independently verify the provided financial information from relevant third parties.

  This comprehensive financial review is a necessary step for the City of New Haven to ensure the respondent possesses the financial capacity to successfully undertake and complete the proposed project. Your affirmative response confirms your understanding and willingness to comply with these requirements if requested.

• Tax Identification number(s) (required)
• UEI Identification Number is required for all federally funded project. Respondent is required to have an active UEI number when submitting a response. (required) —

  Please enter your number here:

• Entity confirms it has not been federally disbarred in past year. (required)
• Are you able to receive Credit Card Payments for your services rendered? (required)
• Attached in section 4 "City Requirements" of this solicitation are Policy Agreements for Ban the Box, Certificate of non-arrearage, Equal Opportunity Agreement and the Non-Collusion Affidavit your review.. (required) —

  By submitting a response to this solicitation, you acknowledge and accept the terms and condition of each individual policy.

• Is your company excluded from participating in programs from participation in programs administered by the state or federal agencies. (required) —

  Does your company, including all parent companies, subsidiaries, and other affiliated entities, is currently subject to any of the following:

  • Debarment: Being officially excluded from receiving federal contracts or subcontracts.
  • Suspension: Being temporarily prohibited from receiving federal contracts or subcontracts while an investigation or legal proceedings are pending.
  • Proposed for Debarment: Having received official notification of the intent to debar the company.
  • Otherwise Declared Ineligible: Being deemed ineligible for federal contracts or subcontracts through any other administrative or legal process.
• Please provide additional information (required)
• The City of New Haven has provided the complete contract details for your thorough examination. While the standard contract terms allow for minor modifications with the City's written approval, it is critical to understand that you will be strictly required to adhere to every term and condition as presented in the attached documents unless such minor changes are formally approved by the City of New Haven (required) —

  By submitting a response to this solicitation, you acknowledge and accept this requirement as a condition of award.

• Upload E-1 or C-5 —

  Upload License

• NICET Fire Alarm Certification —

  Upload Certification

• References (required) —

  Please provide a minimum of three references. References can be from public school districts, municipalities, colleges, universities or other clients. 

• Enter Requesting Department Name. (required)
• Enter Project Manager's Name (required)
• Enter Munis Account Number for Ad (nnnnnnnn-nnnnn) (required)
• Funding
• How is this Procurement Funded (required)
• IF funding is City, then does local preference apply? (required)
• If funding is Federal, and project is construction related then federal wage rate required (required)
• If funding is State, and project is construction related; state wage required (required)
• If funding is a Grant and project is construction related (required)
• If project is ARPA and is construction related, wage rates applies as follows: (required)
• Please include the full name of the funding agency (not the program) (required) —

  For Example: "Homeland Security"

• Wages and Salaries (required) —

  Please select the applicable Wages and Salaries o
  
  Livable Wage Rates = when project is City, ARPA funded and under $150,000.00 or HUD funded and under $150,000.00
  
  State Wage Rates = when project is City, ARPA or Grant funded and over $150,000.00. By separate email request Purchasing to obtain state wage rates 
  
  Davis Bacon Federal Rates = when project is Federally funded and over $2,000.00. by separate email request Purchasing to obtain Federal wage rates
  
  N/A = when none of the above apply

• Project Setup —

  Note: Project requiring Bid Bond-when setting up project within project builder enter the Project ID by right clicking the Bid Bond question.

• Is this a "Small Contractor Development" solicitation? (required) —

  The City of New Haven has a set-aside program for Small Business located with New Haven County.  This is a program for any non federally funded construction or service related solicitation up to $150,000. SCD shall have first preference. To seek waiver contact Lil Snyder in SCD.

• If you answered "Yes" Are there SCD vendor available to perform statement of work. Check in Vendor section of OpenGov_"Vendor List" to determine. (required)
• Type of Solicitation (required)
• Initial Term (required)
• Renewal Option(s) (required) —

  Format: 2 one (1) year

• Bid Bonds required for your project? (required) —

  If your project is Construction and over $100,000, a bid bond is required. 

• Is "MBE/WBE Sub-Contractor Utilization" applicable for this solicitation? (required) —

  Does project specification define what a good faith effort is acceptable for this statement of work.

• MBE/WBE Utilization Goal (required) —

  applies to all city construction contracts that are over one hundred fifty thousand dollars ($150,000.00)

• Are there any License or Certification Requirement? (required) —

  This particular question is to be answered for the company (or their subcontractors) not their employees.

• License or Certification Type: (required) —

  Please enter the specific License or Certification required to be eligible to compete on this solicitation. For example, "CPA - Certified Public Accountant."

• Insurance Requirements —

  Instructions for Project Managers

  Based on the information you currently have, attempt to answer this question to the best of your capability. Ultimately, purchasing will review this carefully and edit and update as needed based on your solicitation requirements. 

  As a standard, all activities for Construction and Service require the following: 

  • General Liability
  • Workers’ Compensation & Employers’ Liability (EL) - Statutory Limits
  • Auto Liability
  • Excess/Umbrella Liability

  Any Professional Services type project (usually Request for Proposals) will require the following: 

  • General Liability
  • Workers’ Compensation & Employers’ Liability (EL) - Statutory Limits
  • Auto Liability
  • Excess/Umbrella Liability
  • Professional Liability

  For Commodity, General Liability is the minimum requirement. 

• Pricing (required)
• Award Method (required) —

  General definitions and parameters of each approach.

  • Award to the Winner: This is a traditional public procurement where the winning bid or proposal is selected based on the Lowest, Responsive and Responsible Bidder when using a Competitive Bid process; or the Highest Scored Proposal when using the Competitive Selection process.
  • Split Award: A “Split-Award” is designed to specify and distinguish separate Groups of awards based on separate specifications or Scopes of Work. A vendor can respond to any combination of the Groups provided they are responsive and responsible. Each Group is evaluated and awarded independently. Effectively, there could be a separate winner for each Group.