Project Information

Bid Title

RFP - Fire extinguishers and related services

Issuing Agency

State of Vermont

Location

Vermont

Published Date

Mar 26, 2026

Closing Date

Apr 17, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

TITLE	QUESTIONS DUE	ANSWERS POSTED	DUE DATE	NO POSTING AFTER
RFP - Fire extinguishers and related services	04/03/2026 04:30PM		04/17/2026 04:30PM

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Department of Buildings and General Services

Office of Purchasing & Contracting

133 State Street, 5th Floor | Montpelier VT 05633-8000

802-828-2211 phone |802-828-2222 fax

http://bgs.vermont.gov/purchasing

Agency of Administration

SEALED BID

REQUEST FOR PROPOSAL

Fire extinguishers and related services

ISSUE DATE

QUESTIONS DUE

RFP RESPONSES DUE BY

March 26, 2026

April 3, 2026 – 4:30 PM (EST)

April 17, 2026 – 4:30 PM (EST)

PLEASE BE ADVISED THAT ALL NOTIFICATIONS, RELEASES, AND ADDENDUMS ASSOCIATED

WITH THIS SOLICITATION WILL BE POSTED AT:

http://www.bgs.state.vt.us/pca/bids/bids.php

AND

https://vtbuys.suppliers.vermont.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2f

homepage

THE STATE WILL MAKE NO ATTEMPT TO CONTACT INTERESTED PARTIES WITH UPDATED

INFORMATION. IT IS THE RESPONSIBILITY OF EACH BIDDER TO PERIODICALLY CHECK THE

ABOVE WEBPAGEFOR ANY AND ALL NOTIFICATIONS, RELEASES AND ADDENDUMS

ASSOCIATED WITH THIS SOLICITATION.

STATE CONTACT:

E-MAIL:

Edo Francisco, State Purchasing Agent II

SOV.ThePathForward@vermont.gov

E-MAIL SUBJECT LINE:

Fire extinguishers and related services

1. OVERVIEW:

1.1. SCOPE AND BACKGROUND: Through this Request for Proposal (RFP) the Office of Purchasing &

Contracting (hereinafter the “State”) is seeking to establish contracts with one or more companies to

provide fire extinguishers and related services.

1.1.1.ADDITIONAL PURCHASERS: In the Certificate of Compliance attached to this solicitation bidders

are required to indicate whether political subdivisions and independent colleges of the State may

participate in the awarded contract at the same prices, terms and conditions.

1.2. CONTRACT PERIOD: Any contract(s) arising from this solicitation will be for a period of two (2) years

with an option to renew for up to three (3) additional (12) twelve-month periods. The State anticipates the

start date for such contract(s) will be May 5, 2026.

1.3. SINGLE POINT OF CONTACT: All communications concerning this solicitation are to be addressed in

writing to the State Contact listed on the front page of this solicitation. Actual or attempted contact with

any other individual from the State concerning this solicitation is strictly prohibited and may result in

disqualification.

1.4. QUESTION AND ANSWER PERIOD: Any bidder requiring clarification of any section of this solicitation

or wishing to comment on any requirement of the solicitation must submit specific questions in writing no

later than the deadline for question indicated on the first page of this solicitation. Questions may be e-

mailed to the point of contact on the front page of this solicitation. Questions or comments not raised in

writing on or before the last day of the question period are thereafter waived. At the close of the question

period a copy of all questions or comments and the State's responses will be posted on the State’s web

site http://bgs.vermont.gov/purchasing/bids. Every effort will be made to post this information as soon as

possible after the question period ends, contingent on the number and complexity of the questions. All

information provided by vendors during this process will be public and bidders shall not provide

confidential information, except as described in 5.1 below.

1.5. CHANGES TO THIS SOLICITATION: Any modifications to this solicitation will be made in writing by the

State through the issuance of an Addendum to this solicitation and posted online at

http://www.bgs.state.vt.us/pca/bids/bids.php . Modifications from any other source are not to be

considered.

1.6. CONTRACT QUANTITY: Any quantities stated in the detailed requirements of this solicitation are

estimates only based on prior usage, and are annual quantities, unless otherwise stated. Actual

purchases may be higher or lower depending on the State’s needs.

1.7. SOURCE OF FUNDS: Federal funds will not be used.

If a bidder requires assistance in preparing their proposal or needs guidance on socioeconomic

certifications, the bidder may contact the VT APEX Accelerator. The APEX Accelerator specializes in

helping small businesses navigate the documentation associated with State and Federal procurement.

Their website is: http://apex.vermont.gov

2. DETAILED REQUIREMENTS: The State of Vermont is seeking to establish contracts with one or more

companies to provide fire extinguishers and related services.

2.1. Specifications:

The supplier shall provide all labor, materials, tools, and equipment required to perform annual inspections,

hydrostatic testing, maintenance, recharging, and repairs for all agency-owned fire extinguishers at various

locations.

• The supplier shall be factory authorized to perform inspection, maintenance, and repair of fire

extinguishers or fire protection systems for the equipment listed. Only manufacturer-approved

parts shall be used.

• All inspections, testing, repairs, and certifications shall be performed in a professional manner

and in full compliance with these specifications and all applicable codes and regulations,

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Page 2 of 24

including NFPA 10 (2026 edition) or the edition adopted by the Division of Fire Safety under the

2018 Building Code for Public Buildings.

• All repairs must be approved in advance by the designated site contact person. The supplier

shall notify each location at least forty-eight (48) hours prior to scheduled inspections or testing

to ensure all fire extinguishers are available.

• The supplier shall provide temporary replacement extinguishers of the same type and size at

each site while authorized repairs are being completed.

• The supplier shall provide the designated site contact with the serial numbers of any fire

extinguishers removed for repair or any other reason. All extinguishers must be returned to

their proper locations prior to submission of invoices.

• All repairs and replacement parts shall be new and installed in accordance with the

manufacturer’s recommendations and all applicable NFPA 10 (2026 edition) standards, or the

edition adopted by the Division of Fire Safety under the 2018 Building Code for Public

Buildings.

• The supplier shall guarantee all materials and workmanship for a period of one (1) year after

acceptance by the agency.

• Upon completion of inspections, testing, or repairs, all equipment shall be tagged in

accordance with the requirements of NFPA 10 (2026 edition) or the edition adopted by the

Division of Fire Safety under the 2018 Building Code for Public Buildings.

• The supplier shall not release ozone-depleting substances into the atmosphere and shall follow

all recycling and environmental practices in compliance with State of Vermont and federal

regulations.

2.1.1.EXTINGUISHERS: The following list represents the types of extinguishers commonly used by State

agencies. Actual types and quantities may vary by location. All extinguishers shall comply with the

latest NFPA-10 standards.

• Carbon Dioxide Extinguishers

• Dry Chemical Extinguishers

• Dry Chemical Extinguishers (Purple K)

• ABC or Multi-Purpose

• Pressurized Water Extinguishers

• Water Mist

• Wet Chemical ("Kitchen Use")

• Clean Agent

• Halon 1211

2.1.2.CARBON DIOXIDE EXTINGUISHERS: The unit price for annual maintenance, recharging, and

hydrostatic testing shall include HMIS label installation, UN DOT label installation, replacement of

tamper seals, replacement of the pull pin, and recharging. The price shall also include a conductivity

test of all hose assemblies. If the hose passes the test, a conductivity label shall be applied in

accordance with the requirements of NFPA 10 (2026 edition) or the edition adopted by the Division of

Fire Safety under the 2018 Building Code for Public Buildings.

2.1.3.DRY CHEMICAL: The unit price for annual maintenance, 6-year maintenance, recharging, and

hydrostatic testing shall include HMIS label installation, UN DOT label installation, replacement of

tamper seals, replacement of the pull pin, and recharging. No additional charges shall be allowed for

these items.

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2.1.4.HALON 1211 EXTINGUISHERS: The unit price for annual inspection shall include HMIS label

installation, UN DOT label installation, replacement of tamper seals, replacement of the pull pin, and

recharging. No additional charges shall be allowed for these items.

2.1.5.FIRE EXTINGUISHERS, PARTS AND ACCESSORIES: Pricing for fire extinguishers, parts, and

accessories, including but not limited to wall and vehicle mounting brackets, shall be based on a

specified discount from the manufacturer’s published price list in effect at the time of order.

• All service prices shall include all work and materials required to return the extinguisher to

service, including recharging.

• All safety pins, plastic tags, service tags, required 6-year labels, mechanical labeling or

engraving, maintenance records, transportation, relocation, retagging, mounting, and

installation of related signage shall be provided at no additional cost to the customer.

3. State of Vermont Cybersecurity Standard Update: Contractor confirms that all products and services

provided to or for the use of the State under this Agreement shall be in compliance with State of Vermont

Cybersecurity Standard Update in effect at the time of this Agreement. The State of Vermont Cybersecurity

Standard Update prohibits the use of certain branded products in State information systems or any vendor

system, and a copy is available at: https://digitalservices.vermont.gov/cybersecurity/cybersecurity-standards-

and-directives

4. GENERAL REQUIREMENTS:

4.1. PRICING: Bidders must price the terms of this solicitation at their best pricing. Any and all costs that

Bidder wishes the State to consider must be submitted for consideration. If applicable, all equipment

pricing is to include F.O.B. delivery to the ordering facility. No request for extra delivery cost will be

honored. All equipment shall be delivered assembled, serviced, and ready for immediate use, unless

otherwise requested by the State. No charge for packing, shipping, or for any other purpose will be

allowed over and above the price quoted. Prices quoted for printing are to include printing, binding,

wrapping, and packaging.

4.1.1.Prices and/or rates shall remain firm for the initial term of the contract. The pricing policy submitted by

Bidder must (i) be clearly structured, accountable, and auditable and (ii) cover the full spectrum of

materials and/or services required.

4.1.2.Cooperative Agreements. Bidders that have been awarded similar contracts through a competitive

bidding process with another state and/or cooperative are welcome to submit the pricing in response

to this solicitation.

4.2. STATEMENT OF RIGHTS: The State shall have the authority to evaluate Responses and select the

Bidder(s) as may be determined to be in the best interest of the State and consistent with the goals and

performance requirements outlined in this solicitation. The State of Vermont reserves the right to obtain

clarification or additional information necessary to properly evaluate a proposal. Failure of bidder to

respond to a request for additional information or clarification could result in rejection of that bidder's

proposal. To secure a project that is deemed to be in the best interest of the State, the State reserves the

right to accept or reject any and all bids, in whole or in part, with or without cause, and to waive

technicalities in submissions. The State also reserves the right to make purchases outside of the awarded

contracts where it is deemed in the best interest of the State.

4.2.1.Best and Final Offer (BAFO). At any time after submission of Responses and prior to the final

selection of Bidder(s) for Contract negotiation or execution, the State may invite Bidder(s) to provide a

BAFO. The state reserves the right to request BAFOs from only those Bidders that meet the minimum

qualification requirements and/or have not been eliminated from consideration during the evaluation

process.

4.2.2.Presentation. An in-person or webinar presentation by the Bidder may be required by the State if it

will help the State’s evaluation process. The State will factor information presented during

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presentations into the evaluation. Bidders will be responsible for all costs associated with providing

the presentation.

4.3. CONFLICTS OF INTEREST:

4.3.1.Organizational Conflict of Interest (OCOI): An OCOI arises when a bidder as a business entity has

interests (for example, customers, partners, contracts) that could undermine, or reasonably be

perceived to undermine, its faithful and unbiased performance of a contract with the State that may

result from this solicitation.

4.3.2.Personal Conflict of Interest (PCOI): A PCOI arises when an interest held by an individual, agent or

employee of a bidder could undermine, or reasonably be perceived to undermine, its faithful and

unbiased performance of a contract with the State that may result from this solicitation.

4.3.3.Requirements: The State does not seek to contract with any individual or business entity having a

conflict of interest which cannot be mitigated to the State’s satisfaction. To ensure the State’s

awareness of actual, potential, or reasonably perceived PCOIs and OCOIs, bidders shall:

a) Prior to submitting a proposal, conduct an internal review of its current affiliations and activities and

identify actual, potential, or reasonably perceived PCOIs or OCOIs relative to a contract with the

State that may result from this solicitation.

b) Disclose in your proposal any actual or potential PCOI or OCOI or the existence of any facts that

may cause a reasonably prudent person to perceive a PCOI or OCOI with respect to a contract

with the State that may result from this solicitation. Disclose, also, any actions proposed to mitigate

the PCOI or OCOI.

The State shall have sole discretion to determine whether a PCOI or OCOI can be mitigated to the State’s

satisfaction and may discuss the conflict with the bidder if and to the extent the State deems discussion

necessary to its determination. The State reserves the right to (a) reject from further consideration any

proposal having a PCOI or OCIO that cannot be mitigated to the State’s full satisfaction and (b) terminate

a contract upon discovery that a contractor failed to disclose facts pertaining to a PCOI or OCOI in its

proposal, or otherwise misrepresented relevant information to the State.

4.4. EXECUTIVE ORDER 05-16: CLIMATE CHANGE CONSIDERATIONS IN STATE PROCUREMENTS:

For bid amounts exceeding $25,000.00 Bidders are requested to complete the Climate Change

Considerations in State Procurements Certification, which is included in the Certificate of Compliance for

this solicitation.

After consideration of all relevant factors, a bidder that demonstrates business practices that promote

clean energy and address climate change as identified in the Certification, shall be given favorable

consideration in the competitive bidding process. Such favorable consideration shall be consistent with

and not supersede any preference given to resident bidders of the State and/or products raised or

manufactured in the State, as explained in the Method of Award section. But, such favorable

consideration shall not be employed if prohibited by law or other relevant authority or agreement.

4.5. METHOD OF AWARD: Awards will be made under the provisions of 29 V.S.A. § 903. The State may

award one or more contracts and reserves the right to make additional awards to other compliant bidders

at any time if such award is deemed to be in the best interest of the State. All other considerations being

equal, preference will be given to the following as identified in the applicable Certificate of Compliance.

4.5.1.resident bidders of the state and/or to products raised or manufactured in the state;

4.5.2.purchase of goods, products, or materials produced in the United States (including but not limited to

iron, aluminum, steel, cement, and other manufactured products) when the award involves the use of

applicable federal funds under 2 C.F.R. § 200.322)

4.5.3.bidders who have practices that promote clean energy and address climate change.

4.6. CONTRACT NEGOTIATION: Upon completion of the evaluation process, the State may select one or

more bidders with which to negotiate a contract, based on the evaluation findings and other criteria

deemed relevant for ensuring that the decision made is in the best interest of the State. In the event State

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Commodity Codes

• NAICS 423990Other Miscellaneous Durable Goods Merchant Wholesalers

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