Project Information

Bid Title

Bid NO. 26-24 Fire Extinguisher, Sprinkler, and Multi Alarm Inspections and Monitoring with Services

Issuing Agency

City of Huntsville

Location

Texas

Published Date

Jun 10, 2026

Closing Date

Jun 18, 2026

Government Level

State & Local

Status

Closed

Ref. #

26-24

Original Source

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Bid Documents

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Project Description

Bid Number:	26-24
Bid Title:	Bid NO. 26-24 Fire Extinguisher, Sprinkler, and Multi Alarm Inspections and Monitoring with Services
Category:	City Solicitations
Status:	Open

Publication Date/Time: 5/21/2026 8:00 AM Publication Information: Bid NO. 26-24 Fire Extinguisher, Sprinkler, and Multi Alarm Inspections and Monitoring with Services Closing Date/Time: 6/18/2026 2:30 PM Submittal Information: Paper (Sealed Bids) Bid Opening Information: 448 Hwy 75N Huntsville, TX Addendum Date/Time: 06/10/2026 Contact Person: Lucy Gonzalez purchasing@huntsvilltx.gov Download Available: Yes Fee: No Business Hours: 8:00 AM - 5:00 PM Plan Holders List: N/A Related Documents: Bid NO. 26-24 Fire Extinguisher, Sprinkler, and Multi Alarm Inspections and Monitoring with Services Addendum NO. 1 - Bid NO. 26-24 Fire Extinguisher, Sprinkler, and Multi Alarm Inspections and M

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Huntsville

CITY OF

INVITATION TO BID NO. 26-24

“FIRE EXTINGUISHER, SPRINKLER, AND MULTI ALARM

INSPECTIONS AND MONITORING WITH SERVICES”

RETURN SEALED:

City of Huntsville

City Secretary

c/o Purchasing Department

448 State Highway 75 North

Huntsville, Texas 77320

Sealed solicitations shall be received no later than:

2:00P.M., Central Time

June 18, 2026

MARK ENVELOPE: “Solicitation Packet 26-24”

For a printable version please visit our website at City of Huntsville/Government/Finance/Purchasing/BIDS & RFPS

POINT OF CONTACT

Email: Purchasing@huntsvilletx.gov

The Vendor’s signature is required for acceptance of this solicitation and confirms the Vendor has read and understands all

requirements concerning this solicitation, the undersigned affirms they are duly authorized to execute the contract. The City

of Huntsville is not responsible for solicitations received after the submission deadline for any reason and will be considered

void and unacceptable. Hand delivered or mailed offers must be SEALED in an envelope, CLEARLY marked with Bid NO.

NO. 26-24 Fire Extinguisher, Sprinkler, and Multi Alarm Inspections and Monitoring with Services.

CERTIFICATION OF OFFER

Company Name ___________________________________________________________________ Date: _______________________

Signed By: ______________________________________________________Title: _________________________________________

Typed/Printed Name: ________________________________________________________ Phone#: ___________________________

Mailing Address: ___________________________________________________________ Tax ID Number: _____________________

Street/P. O. Box

City

State

Zip

Email: ________________________________________________________________________ SAM ID: _______________________

INITIAL FOR ADDENDUM RECEIPT/ACKNOWLEDGMENT. PLEASE MARK N/A IF NOT ISSUED.

Addendum #1 ____________ Addendum #2 __________ Addendum #3 ____________ Addendum #4 ____________

Page 1 of 23

TENTATIVE SCHEDULE OF EVENTS

The anticipated schedule for this solicitation is as follows. The City reserves the right to modify these dates as necessary.

May 21, 2026 – Release Solicitation

May 23 and May 30, 2026 - Legal Advertisement

June 3, 2026 – Mandatory Site Visit

June 8, 2026 – Questions Due to the Procurement Manager

June 10, 2026 – Final Addendum Posted

June 18, 2026 at 2:00 P.M. – Public Opening

July 2026 – Award Preparation

GENERAL INSTRUCTIONS

Submissions must be in a sealed envelope clearly marked “Bid NO. 26-24 Fire Extinguisher, Sprinkler, and Multi Alarm

Inspections and Monitoring with Services. ” It is the sole responsibility of the Vendor to ensure the packet is received at

the designated location before the deadline.

A public reading of all timely responses will be held at the submission deadline at the City of Huntsville Service Center, 448

State Highway 75 North, Huntsville, Texas. All interested parties are invited to attend.

All questions concerning this solicitation should be directed to the Purchasing Department via email at

purchasing@huntsvilletx.gov.

RESPONSES

Vendors submitting a response do so entirely at their expense. The City has no expressed or implied obligation to reimburse

any individual or firm for any costs incurred in preparing or submitting a solicitation, providing additional information when

requested, or participating in any selection interviews.

QUALIFICATIONS OF RESPONDENTS

No prequalification of respondents is required. Before award of any contract can be approved, however, the City shall be

satisfied that the respondent involved: (1) maintains a permanent place of business, (2) has adequate personnel and

equipment to do the work properly and expeditiously, (3) has a suitable financial status to meet obligations incident to the

work, (4) has appropriate technical experience, and (5) can submit a satisfactory performance record. The City of Huntsville

has the final and sole decision to determine qualifications.

ADDENDAS

No interpretation of the meaning of the specifications of the solicitation will be made to any Vendor orally. Every question or

request for interpretation concerning this solicitation shall be directed to the Purchasing Department, in writing via e-mail at

purchasing@huntsvilletx.gov. All questions or requests for interpretation concerning the solicitation received after June 8,

2026 @ 10:00 A.M will be considered void and unacceptable.

A written addendum will be issued as a response and will be posted on or before June 10, 2026 @ 5:00 P.M. on the City of

Huntsville website, Public Purchase website, and Electronic State Business Daily website. All addenda so issued shall become

part of the contract documents, and receipt thereof shall be acknowledged in the space provided in this solicitation. It is the

responsibility of the Vendor to verify all addenda and interpretations.

SOLICITATION TABULATIONS

Solicitation tabulation results are posted on our website at:

http://www.huntsvilletx.gov/business/bids_and_RFQs/bid_tabulations/

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OBJECTIVE

The City of Huntsville is accepting solicitations for Vendors interested in providing annual fire extinguisher, sprinkler, security

and fire alarm inspections, monitoring with repair services. Rather than focusing solely on the lowest price, the evaluation

considers factors like product durability, vendor performance, availability, and delivery, ensuring long-term efficiency, reduced

downtime, and overall value for the organization.

TERM OF CONTRACT

The term of this contract shall be from: August 1, 2026 through September 30, 2027. This Contract will have four

(4) one (1) year renewal options as follows:

Option Year 1: October 1, 2027 through September 30, 2028

Option Year 2: October 1, 2028 through September 30, 2029

Option Year 3: October 1, 2029 through September 30, 2030

Option Year 4: October 1, 2030 through September 30, 2031

This contract may be renewed for four (4) one (1) year extensions, provided both parties agree. Any extensions

shall be at the same terms and conditions, plus any written approved changes.

SELECTION AND AWARD

The City will award based on best value* meeting the requirements for this service. The City reserves the right to award the

most responsible and responsive bidder in the best interest of the City. If the awarded responder is unable to meet the

requirements of the City, services/products may be purchased from the next best available responder and continue until a

responder is found that can complete the requirements of the City. If the responder desires the City to consider an all or none

response, it must be stated on the price table. The City of Huntsville may award multiple responders meeting the

minimum requirements outlined in this solicitation.

The City reserves the right to reject the solicitation of any Vendor who is in violation of any City Ordinance. The City may

choose to negotiate a settlement of the ordinance violation as a condition of the solicitation award.

SITE VISIT

A mandatory site visit will be conducted on Wednesday, June 3, 2026, at 10:00 A.M. at 448 Hwy 75N (New City Service

Center) All who wish to attend may pre-register. Please contact Lucy Gonzalez, Procurement Manger via email:

purchasing@huntsvilletx.gov no later than Monday, June 1, 2026, by 4:00 P.M.

Include:

Bid: Bid NO. 26-24 Fire Extinguisher, Sprinkler, and Multi Alarm Inspections and Monitoring with Services

Company Name:

Representative’s Name:

Phone Number:

Email:

SOLICITATION FORMAT

Each solicitation must be submitted with the original documents, and all prices must be indicated on the price chart included

with this solicitation. All blank spaces for prices must be filled in, in ink or typewritten and must be fully completed and executed

when submitted. If the unit price and the total amount named for an item are not in agreement, the unit price alone will be

considered as representing the responder's intention and the total will be corrected to conform thereto.

SCOPE OF WORK

The City of Huntsville is accepting solicitations for Vendors interested in providing annual fire extinguisher, sprinkler, security

and fire alarm inspections, monitoring with repair services. Addresses, type of service and/or number of extinguishers may be

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added or deleted during the life of the agreement with no penalty to the City of Huntsville. This is the best estimate and

information at this time. Price to be based on this current information.

ALARM AND SPRINKLER SYSTEM INSPECTIONS

All inspections and repairs to meet or exceed all applicable NFPA, City of Huntsville, State Fire Marshall’s Office and Texas

Insurance Code requirements; The vendor must:

• Provide NFPA, and/or State Fire Marshall’s insurance certifications prior to award.

• Provide both inspection and repair service. All repair parts are to be new and unused. Once repair parts are in

place the system shall be retested at no cost when applicable.

• All functions of the fire system(s) are to be inspected for each area/device controlling each function.

• Provide a written report of each system meeting or exceeding NFPA standards with the City’s Risk Manager.

Inspection forms used must be in accordance with NFPA standards.

• Pricing to include all travel time to or from Vendors location to Huntsville. Travel time between Huntsville buildings

are non-billable services. Mileage to and from Vendors location to Huntsville and between Huntsville buildings are

non-billable services;

• Vendor Labor rates shall include all direct and/or indirect costs.

• Coordinate with the City’s Risk Manager for all inspections prior to beginning.

• Notify the City’s Risk Manager of all failed inspections and cost for necessary repairs prior to making the repairs.

• Any unauthorized repairs are subject to non-payment;

• Regular hours are considered 8am through 5pm Monday through Friday;

FIRE EXTINGUISHERS INSPECTION

• Verify that each portable fire extinguisher is fully charged, operable.

• Advise the City representative if hydrostatic testing is needed.

• All gauges shall be in operable range.

• Nozzles, discharge valves, and hoses shall be unobstructed, and lock pins and dated tamper seals shall be in place.

• Halon-type portable extinguishers shall be filled only at the request of the City. The City may decide to replace this

type of unit rather than refill. If requested by the City, the Vendor shall recharge Halon-type units if pressure loss

exceeds the manufacturer’s operable range adjusted for temperature. T

• Identify any Halon-type units in need of recharge. The City representative will then decide whether to recharge or

replace the unit.

• Provide a hydrostatic test on each portable fire extinguisher, as required by NFPA and the State Fire Marshalls Office.

• Vendor shall perform maintenance of portable fire extinguishers in accordance with the manufacturer’s published

service procedures, using only refill extinguishing agents listed on the container and/or as recommended by the

manufacturer.

• Notify the City representative when any unit has been used and/or needs total replacement. The Vendor shall not

perform maintenance on any extinguisher if the cost of such repairs will exceed 50 percent of the current

manufacturer’s list price for the same type of unit with identical capacity.

• Furnish all repair and replacement parts including but not limited to lock pins, nozzles, valves, seals, O-rings, nitrogen

cylinders, extinguishing agents, hoses, and adapters. Those parts furnished shall be matched to the manufacturer’s

published requirements. Instruction labels are to be replaced as needed during inspection.

• Perform repair services at the City’s location whenever possible.

• Recharge dry chemical portable fire extinguishers if gross weight is less than manufacturer’s recommendations. All

recharging shall be performed by the Vendor in compliance with the manufacturer’s authorized recharging procedures

when regular or multi-purpose dry chemicals are recharged.

• All extinguishers are to be recharged with ABC Dry Chemical unless otherwise stated. The extinguishing agent shall

be completely discharged, valve assembly removed, O-ring replaced or lubricated, threads and sealing surfaces

cleaned, container emptied and then filled with proper (free-flowing) agent, pressurized, sealed and locked.

Recharge date shall be marked on tag.

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• Testing shall be in accordance with the latest revision of NFPA 10 and all other state mandated guidelines.Vehicle

extinguishers testing, repairs, recharges, etc. shall be scheduled over a multiple day period. The City will be asking

drivers to bring vehicles to 450 SH 75 N to make sure all extinguishers can be completed in the most efficient and

timely manner. It will be the responsibility of the City to have all vehicle extinguishers at 450 SH 75 N. Dates and

times will be arranged to mutually fit both parties

• All inspection tags replaced are to be all weather type tags.

• Prices shall include travel required to and from respective building sites. Vendor’s pricing, per unit, shall include:

overhead, including, but not limited to, trip related charges and mileage.

• Perform annual inspections at a date and time consistent with pre-established preventive maintenance schedules

established by the City of Huntsville.

• Site inspection shall be scheduled with the City representative, at least three working days in advance of the

inspection date.

• Inspections, pick-ups and returns of all units shall be performed between the hours of 8:00 a.m. and 4:00 p.m.,

Monday through Friday, except on City observed holidays.

• During the annual inspection, or as needed, the Vendor shall pick up and transport any portable fire extinguisher

found that requires repair and/or recharging within 24 hours of identification. Units shall be transported to the

Vendor’s location, serviced, and returned to the original location within 48 hours of notification. Before transporting

any unit, the Vendor shall immediately replace the unit with an identical type of unit of equal or greater capacity.

• All repair parts are to be new and unused. Parts are to meet the manufactures requirements and must pass NFPA

and/or State Fire Marshall’s requirements.

WARRANTY

The Vendor shall warranty all parts and labor for a period of 1 year. 1 year will be considered from date of invoice. Should

the City require callback service, the service shall be performed within 3 business days. Should the Vendor fail to repair or

correct such defective workmanship and/or materials within 5 business days after being notified, the City may make the

necessary repairs and charge/invoice the contractor with the actual cost of all labor and material required to make the repair;

Warranty applies to: Fire alarm system, fire sprinkler system and fire extinguishers – labor, workmanship and parts

ALARM MONITORING

Monitoring services utilizing cellular connectivity for City of Huntsville facilities. This specifically includes the monitoring for

elevator Alarm Systems.

• Fire and Security Alarm Monitoring (Elevator System)

o The Vendor shall provide 24/7/365 Monitoring for the Fire Alarm System, ensuring compliance and the

functionality of the elevator recall systems.

o Provide continuous monitoring to verify signals reporting for all fire alarm devices, focusing on elevator

recall functionality.

o Current Account Details for the elevators will be furnished by current provider.

o Installation of new devices must be at a flat rate to include device, programing, and labor. Dedicated Red

StarLink device is required for Fire Alarm Monitoring.

o Annual Monitoring Rate: The monitoring fee is at a flat annual rate.

• Security Alarm Monitoring

o The Vendor shall provide 24/7/365 Monitoring for the Security Alarm System, ensuring compliance and the

functionality of the elevator recall systems.

o Provide continuous monitoring to verify signals reporting for all security alarm devices, focusing on

elevator recall functionality.

o Current Account Details for the elevators will be furnished by current provider.

o Installation of new devices must be at a flat rate to include device, programing, and labor. Dedicated Black

StarLink device is required for Security Monitoring.

o Annual Monitoring Rate: The monitoring fee is at a flat annual rate.

• Panic Buttons

o The Vendor shall provide 24/7/365 Monitoring option or route the Panic Buttons to be monitored by City of

Huntsville Police Department.

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Commodity Codes

• NAICS 238220Plumbing, Heating, and Air-Conditioning Contractors
• NAICS 561621Security Systems Services (except Locksmiths)

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