Project Information

Bid Title

Fire Extinguisher Full-Service Maintenance/Inspections & Testing for Various City Buildings

Issuing Agency

City of Buffalo

Location

New York

Published Date

May 13, 2026

Closing Date

May 27, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Bid Title:	Fire Extinguisher Full-Service Maintenance/Inspections & Testing for Various City Buildings
Category:	Public Works, Parks & Streets
Status:	Open

Publication Date/Time: 5/7/2026 5:00 AM Publication Information: The Buffalo News Closing Date/Time: 5/27/2026 12:00 PM Related Documents: Complete RFP Fire Extingusiher 2026

Attachment Preview

CITY OF BUFFALO REQUEST FOR PROPOSALS

FIRE EXTINGUISHER FULL SERVICE MAINTENANCE INCLUDING INSPECTIONS & TESTING FOR

VARIOUS CITY BUILDINGS

PROPOSAL DUE DATE: May 27, 2026 at 12:00 PM

CONTACT PERSON:

Dr. Uzo E. Ihenko, Deputy Director of Building Operations

City of Buffalo Division of Building

Department of Public Works, Parks & Streets

Room 604 City Hall

Buffalo, New York 14202

Phone: 716-851-9624

Fax: 716-851-4791

Email: uihenko@city-buffalo.com

Table of Contents

PART A: WORK SCOPE

Activity Description

Page No.

Public Notice / Advertisement ----------------------------------------------------

3

General Information ----------------------------------------------------------------

4

Introduction

Building / Work Location

Facility Description

Hours of Operation

Contract Period

Management, Labor & Equipment

Scope of Services / Contract Requirements ----------------------------------

10

Scope of Services

Service Requirements

Work Scheduling, Rates & Procedure

Conditions for Purchasing/Securing Services Elsewhere

Unsatisfactory Performance

Performance Warranty

Material Warranty

Payments

Insurance / Indemnification --------------------------------------------------------

15

Workers Compensation and NYS Disability Insurance Certificate

Liability and Property Damage

Owner’s Protective Liability Insurance

Termination Condition --------------------------------------------------------------

16

PART B: BID SUBMITTAL FORM

Cost Rate Proposal Form ------------------------------------------------------------

18

Corporate Profile ----------------------------------------------------------------------

22

General Questionnaire ---------------------------------------------------------------

24

Attachments ----------------------------------------------------------------------------

28

EEO Documents (Need to be Signed and Returned with Bid)

NYS Prevailing Wages Info

City of Buffalo Building Locations

2

PUBLIC NOTICE

Request for Proposals for Fire Extinguisher Full-Service Maintenance including Inspections &

Testing for various City of Buffalo Buildings

The City of Buffalo is soliciting proposals from experienced contractors with trained technicians for fire extinguisher full-

service maintenance for various City of Buffalo occupied buildings. The City contemplates entering into an agreement with the

successful contractor, for an initial year term of one (1) year, with an option to renew for an additional four (4) but separate

one-year periods, to be exercised at the City’s sole discretion.

An optional pre-proposal conference meeting is scheduled for Tuesday, May 19, 2026 at 11:30a.m. at the Deputy Director’s

Office Suite, Room 604 City Hall. Please bring with you any question(s) you may have regarding the work scope. Also written

question(s) may be sent to Dr. Ihenko at uihenko@city-buffalo.com no later than Wednesday, May 13, 2026. All question(s)

and answer(s) responses would be published as an addendum on the City’s website at http://www.city-buffalo.com , by

Wednesday, May 20, 2026.

It is the bidder’s responsibility to ensure the sealed proposal is delivered before the bid opening and bidders must utilize one

of the following methods:

1 The City of Buffalo is soliciting proposals from experienced contractors with trained technicians for fire extinguisher full-

service maintenance for various City of Buffalo occupied buildings.

2.) Mail the sealed proposals to Room 502, City Hall, Buffalo, New York, 14202 with ATTN to the Commissioner of Public

Works, Parks and Streets. Bidders should allow for delivery before the bid opening (highly encouraged to schedule for

delivery on or prior to Tuesday, May 26, 2026). It is also highly encouraged that bidders track delivery of their mailed

proposals and use appropriate priority mail as necessary. City of Buffalo staff is available to accept deliveries on standard

business days Monday-Friday from 8:00 AM to 4:00 PM.

Bids will be opened by City of Buffalo Representatives on WEDNESDAY, MAY 27, 2026 at 12:00 PM LOCAL TIME via

video/phone conference call. Bidder representatives can view the public bid opening by emailing Melanie Galachiuk-Kelly at

mgalachiuk-kelly@buffalony.gov by 5:00 PM on Tuesday, May 26, 2026 to be added to the meeting invitation. An updated

meeting invitation will be sent prior to the bid opening to all who request to be added.

Any proposal received after 12:00pm on May 27, 2026 will be rejected and returned unopened to sender. The City will not be

responsible for delays caused by mail, courier service, including U.S. Mail, or any other occurrence.

Copies of the request for proposal including all related documents will be made available on the City’s website and be

obtained by visiting the City’s website at http://www.city-buffalo.com , by mail, and/or in person through City of Buffalo,

Office of Deputy Director of Buildings, 65 Niagara Square, Room 604, Buffalo, New York 14202. No oral, electronic,

telegraphic, telephonic, or facsimile transmittals will be accepted. All proposals must contain an original signature by an

authorized officer of the company.

All inquiries and comments concerning this request for proposal shall be submitted in writing to:

Dr. Uzo E. Ihenko

Deputy Director of Building Operation

65 Niagara Square, Room 604

Buffalo, New York 14202

Fax: 716-851-4791

Email: uihenko@city-buffalo.comTHE CITY OF BUFFALO RESERVES THE RIGHT TO ACCEPT ANY PROPOSAL DEEMED TO

BE IN THE BEST INTEREST OF THE CITY, OR WAIVE ANY INFORMALITY IN ANY PROPOSAL. THE CITY MAY ALSO REJECT ANY AND

ALL PROPOSALS.

3

CITY OF BUFFALO REQUEST FOR PROPOSALS

FIRE EXTINQUISHER FULL SERVICE MAINTENACE INCLUDING INSPECTIONS & TESTING

FOR VARIOUS CITY BUILDINGS

GENERAL INFORMATION

1. INTRODUCTION

The City of Buffalo through this request for proposals intends to select a contractor to provide full-service

maintenance including inspections, testing and purchasing and/or replacement of a defective unit. The

contractor shall provide all labor, tools, equipment, materials and supervision required to perform and

execute the contract as defined in the work scope. This proposal process will establish service rates which will

include annual inspection with full-service maintenance and cost per fire extinguisher (including testing,

corrective deficiencies parts), system recharge, and new fire extinguisher replacement unit cost. The

contractor shall on an annual basis provide on-site inspections with full maintenance of all fire extinguishers to

make sure it complies with all required federal, state and local laws that are applicable including NYS Fire

Prevention and Building Code Chapter C and NFPA 10.

2. BUILDING / WORK LOCATIONS

Fire extinguisher full maintenance services are required for all various two hundred and fifty (250) City of

Buffalo owned and occupied buildings and Parks scattered all over the City of Buffalo. The list and the

addresses of these buildings are attached as Attachment “C”. Some of these buildings are occupied by other

entities that may use our established price agreement.

3. FACILITY DESCRIPTION

The City of Buffalo buildings under this contract would comprise of multi-use facilities such as the City of

Buffalo headquarters (City Hall) with high rise office spaces and cafeteria; City Court with high rise secured

office spaces with attached prisoner holding center; various low rise scattered police stations; various low rise

scattered fire houses; various low rise scattered community and civic centers; and various City Park buildings

and shelters scattered all over the City of Buffalo.

4. HOURS OF OPERATION

The official City of Buffalo business hours are between 8am to 5pm Monday through Friday except publicly

held and observed holidays. Work conducted outside these hours would require special approval as it would

incur special work rate fees. No overtime charges allowed without permission.

The City reserves its rights and service provider must agree that the specified hours and days for scheduled

services may be subject to change in accordance to the specific needs of City of Buffalo and provider shall

utilize its best effort to accommodate such change.

4

5. CONTRACT PERIOD

The City contemplates entering into an agreement with the successful contractor, for an initial year term of

one (1) year, with an option to renew for a additional four (4) but separate one-year periods, to be exercised

at the City’s sole discretion.

Upon the completion of this contract extended date, this contract will expire unless the parties execute a

change order, extending the term of the contract.

6. MANAGEMENT, LABOR AND EQUIPMENT

6.1 Management Requirement

Service Provider must meet minimum qualifications set forth to be considered eligible to provide the

proposed service.

6.1.1 Eligibility Requirements

Provider must:

• Be a company specialized in fire safety services and have at least five (5) years experience in

commercial and industrial building fire extinguisher maintenance services as called for in the work

scopes.

• Commit sufficient staffing, equipment, and materials or supplies to perform the work required without

subcontracting.

• If the workforce are independent contractors, provider shall clearly indicate this in the proposal.

• A minimum of three (3) references of prior and/or current clients for whom the provider has provided

similar services is required. References should include the name of the client agency, description of

services provided, contract amount, period of performance, client contact name, telephone number,

physical and email addresses.

• Must possess all current professional & business licenses, certificates, and insurance for the type of

work being solicited.

6.1.2 Records

• Service provider shall maintain all bills, documents, papers, employee timesheets, accounting records,

and other evidence pertaining to the costs while performing under this agreement and shall make such

materials available at its office at all reasonable times during the term of this agreement and for three

(3) years from date of final payment for inspection by the City and copies thereof shall be promptly

furnished by the City upon request.

• The successful contractor shall submit all invoices on a monthly basis (no later than 30 days upon work

completion). Along with the invoices all supporting documents such as the signed off work order

forms, jobsite locations and type of service(s) performed.

• The provider shall maintain accurate and complete records of personnel criteria and biographical data

of all personnel affiliated with the Contract. The provider will keep on file a separate personnel file for

each employee employed under this Contract. This file will specifically, along with the above-

5

Commodity Codes

• NAICS 236220Commercial and Institutional Building Construction
• NAICS 238220Plumbing, Heating, and Air-Conditioning Contractors
• NAICS 423990Other Miscellaneous Durable Goods Merchant Wholesalers
• NAICS 541350Building Inspection Services
• NAICS 541380Testing Laboratories

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