On Call Fire Sprinkler Inspection and Services

The work to be performed by the On-Call Sprinkler Inspection and Repairs Services Contractor under these Specifications shall consist of furnishing all material, labor, supervision, tools, supplies and other expenses necessary to fulfill all the details of Sprinkler Inspections and repairs related work orders issued by the New Haven Public Schools Facilities Department, including but not limited to Testing, Inspection, Preventive Maintenance, Repairs and Emergency Services as per NFPA 13, 20 & 25.

Project Details

• Reference ID: 2026-ITB-364
• Department: NHPS-Facilities
• Department Head: Michael Carter (Acting Chief Operating Officer)

Important Dates

• Questions Due: 2026-07-20T21:00:00.000Z

Evaluation Criteria

• Scope of Work – Fire Sprinkler Inspection, Testing, Maintenance, and Repair (ITMR) —

  The contractor shall provide comprehensive ITMR services, including but not limited to:

  • Wet, dry, pre-action, and deluge sprinkler systems
  • Standpipe and hose systems
  • Fire pumps and associated equipment
  • Control valves, tamper switches, and supervisory devices
  • Fire department connections
  • Backflow prevention devices associated with fire protection systems
  • Sprinkler heads, piping, hangers, and system components
  • Sprinkler system supervisory and alarm interface devices directly associated with the sprinkler system

   

  Services shall include inspection, testing, preventive maintenance, adjustment, repair, and replacement of system components as required.

   

  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.

   

  Maintenance, Repairs, and Emergency Services

  The contractor shall:

  • Provide on-call and emergency repair services for all covered systems
  • Identify deficiencies and provide written recommendations for corrective actions
  • Furnish detailed cost proposals for repairs outside routine maintenance
  • Perform repairs upon authorization by NHPS
  • Immediately report any life safety impairments or critical deficiencies

   

  Scheduling Requirements

  All work shall be coordinated with NHPS Facilities to minimize disruption to school operations. General maintenance and inspection work must be scheduled during unoccupied hours. This could be before or after school bell times.

   

  Emergency work that requires immediate access must be approved in writing by the Facilities Department.

   

  Reporting and Documentation

  The contractor shall:

  • Provide detailed inspection and testing reports for each facility
  • Clearly identify all deficiencies with applicable code references
  • Provide required certifications in accordance with NFPA standards
  • Submit reports in digital format and upload all documentation into the CMMS system
  • Provide annual summary reports of system condition and deficiencies
• 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 26/27 : effective 7-01-2026

  • $21.95 with employee benefits
  • $22.95without 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

• Sprinkler Inspections & Testing —

  Inspection, Testing, and Maintenance Requirements

  The contractor shall perform all inspection, testing, and maintenance services at frequencies consistent with NFPA 25, NFPA 13, and NFPA 20, including but not limited to:

   

  Annually (REQUIRED)

  Annual certified inspections and testing, including full system evaluations, main drain tests, and fire pump testing (where applicable)

   

  5 Year Inspection (In the event a facilities' system is in need of it)

  5 year inspection and maintenance, including internal pipe inspections, obstruction investigations, and other required system evaluations

  All inspections and testing shall be performed in accordance with applicable standards and manufacturer recommendations.

  Fire Pumps
  Standpipe tests
  Five-Year Obstruction

   

  Monthly (upon request only- billed hourly)

  Monthly inspections of system components such as control valves, gauges, and fire department connections

  Visual Inspections
  Inspect Fire Protection water supply control valves (with locks or Tamper Switches provided)
  Alarm check valves and trim & valve tamper
  Record water pressure at sprinkler riser
  Dry pipe and pre-action systems water & air pressure
  Fire pumps
  Diesel pump fuel tank level & batteries (no diesel pumps)
  Water supply control valves (seals only)

   

  Quarterly (upon request only- billed hourly)

  Quarterly inspections and testing of waterflow alarm devices, supervisory devices, and associated components

  
  Water flow alarm devices visual inspection and test mechanical devices
  Water flow alarm devices – using inspection test connection (test)
  2 in. drain test- when a sole supply in through a backflow preventer or PRV- (Test)
  Valve tamper switches
  Sprinkler system water supply control valves

   

• 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

• Documentation & Reporting Requirements —

  The contractor shall provide complete and timely documentation for all inspection, testing, maintenance, repair, and emergency services performed under this contract. All reports and documentation shall be submitted to the New Haven Public Schools (NHPS) and uploaded to the CMMS system.

   

  Reporting shall include:

  • Detailed inspection and testing reports with system conditions, measured values, and technician information
  • Clear identification and categorization of all deficiencies, including applicable code references
  • Immediate notification of any critical or life safety impairments
  • Written repair proposals for all corrective work beyond routine maintenance
  • Submission of all required certifications (e.g., annual inspections, fire pump tests, backflow testing)

   

  All documentation shall be uploaded to the associated CMMS work order, and reports shall be submitted within 5 business days of service.

• 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

• Professional Liability —

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

• Repairs and On-Call Service —

  Vendor shall provide on-call repair services for all fire sprinkler 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
• 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

• Work During School Occupancy —

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

  All work must be coordinated with NHPS Facilities.

  The vendor must coordinate all shutdowns and testing 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.

• 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.

• 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

• 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
• Medical Malpractice —

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

• 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

• Performance Evaluation —

  The New Haven Public School District reserves the right to perform performance evaluations at any given time.

• References —

  Contractor is to provide a minimum of three (3) references. References can include public school districts, municipalities, colleges, universities and other clients.

• 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

• Award —

  Award will be made to the lowest responsive and responsible bidder based on the Total Base Bid, which is the combined sum of the Total Base Bid of Hourly Rates and the Annual Inspections as calculated on the Bid Form.

• 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.

• 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.

• F-1 License
• NICET Certification —

  For water based systems

• Percent Markup for materials is 10%. (required) —

  Enter your Percent markup here:

• References (required) —

  Please provide 3 reference contacts with your submission in the following format.

  Reference

  • Company/Client Name:

  • Contact Person & Title:

  • Phone Number:

  • Email Address:

  • Dates of Service:

  • Brief Description of Services Provided:

• 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.