Life Safety System Testing and Preventative Maintenance Serv

Submission Instructions for Suppliers
Please follow these instructions to submit via our Public Portal.
1. Prepare your submission materials:
Requested Information
Name Type # Files Requirement
Proposal-
RFQ033727 Life
Safety System
Testing and File Type: PDF
Multiple Required
Preventative (.pdf)
Maintenance
Services
Requested Documents:
Please note the type and number of files allowed. The maximum upload file size is 1000 MB.
Please do not embed any documents within your uploaded files, as they will not be
accessible or evaluated.
2. Upload your submission at:
https://columbus.bonfirehub.com/opportunities/255983
The Q&A period for this opportunity starts September 25, 2026. The Q&A period for this
opportunity ends Friday, October 9, 2026, at 11:00 AM EDT. You will not be able to send
messages after this time.
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Your submission must be uploaded, submitted, and finalized prior to the Closing Time of
11:00 AM EDT on October 22, 2026. We strongly recommend that you give yourself
sufficient time and at least ONE (1) day before Closing Time to begin the uploading process
and to finalize your submission.
Important Notes:
Each item of Requested Information will only be visible after the Closing Time.
Uploading large documents may take significant time, depending on the size of the file(s)
and your Internet connection speed.
You will receive an email confirmation receipt with a unique confirmation number once you
finalize your submission.
Minimum system requirements: Internet Explorer 11, Microsoft Edge, Google Chrome, or
Mozilla Firefox. Javascript must be enabled. Browser cookies must be enabled.
Need Help?
City of Columbus uses a Bonfire portal for accepting and evaluating proposals digitally.
Please contact Bonfire at Support@GoBonfire.com for technical questions related to your
submission. You can also visit their help forum at https://bonfirehub.zendesk.com/hc
1B

EQUAL OPPORTUNITY CLAUSE
The Contractor will not unlawfully discriminate against any employee or applicant for
employment because of race, sex, sexual orientation, gender identity or expression, color, religion,
ancestry, national origin, age, disability, familial status or military status. The Contractor will take
affirmative action to ensure that applicants are employed, and that employees are treated during
employment without regard to their race, sex, sexual orientation, gender identity or expression,
color, religion, ancestry, national origin, age, disability, familial status or military status. Such
action shall include, but not be limited to, the following: employment up-grading, demotion, or
termination; rates of pay or other forms of compensation; and selection for training. The Contractor
agrees to post in conspicuous places, available to employees and applicants for employment,
notices summarizing the provisions of this Equal Opportunity Clause.
The Contractor will, in all solicitations or advertisements for employees placed by or on
behalf of the Contractor, state that the Contractor is an equal opportunity employer.
It is the policy of the City of Columbus that program members as defined in section 3901.01 of
the Columbus City Codes shall have the maximum practicable opportunity to participate in the
performance of contracts awarded by the City.
The Contractor shall permit access to any relevant and pertinent reports and documents by
the Office of Diversity and Inclusion Director for the sole purpose of verifying compliance with
Title 39 of the Columbus City Codes, and with the Office of Diversity and Inclusion regulations.
All such materials provided to the Office of Diversity and Inclusion Director by the Contractor
shall be considered confidential.
The Contractor will not obstruct or hinder the Office of Diversity and Inclusion Director
or his/her deputies, staff and assistants in the fulfillment of the duties and responsibilities imposed
by Title 39 of the Columbus City Codes.
The Contractor and each subcontractor will include a summary of this Equal Opportunity
Clause in every subcontract. The Contractor will take such action with respect to any subcontractor
as is necessary as a means of enforcing the provisions of the Equal Opportunity Clause.
The Contractor agrees to refrain from subcontracting any part of this Contract or contract
modification thereto to a contractor not holding a valid certification number as provided for in
Title 39 of the Columbus City Codes.
Failure or refusal of a Contractor or subcontractor to comply with the provisions of Title
39 of the Columbus City Codes may result in cancellation of this contract.
Revised 2026
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City of Columbus, Department Finance and Management
Life Safety System Testing and Preventative Maintenance Services
Specifications
1.0 SCOPE AND CLASSIFICATION
1.1 Scope: The City of Columbus is seeking Request for Proposals in response to a Best Value
Procurement (BVP) to enter into a Universal Term Contract (indefinite quantity) to provide Life
Safety System Testing and Preventative Maintenance Services for City of Columbus buildings
under the purview of the City of Columbus Facilities Management Division. The intent of this BVP
is to secure annual smoke and fire alarm testing, inspection and repair, as well as sprinkler
inspections, fire pump testing and fire suppression testing, backflow prevention services, kitchen
hood/exhaust system services, and fire system monitoring services for City-owned facilities under
the purview of Facilities Management Division. The City will negotiate a contract with the selected
vendor for a term of four (4) years beginning the execution of the contract through December 31,
2030, with one additional one-year extension option.
1.2 Classification: Offerors are encouraged to submit proposals that demonstrate their competence,
quality and feasibility, ability, and past performance, cost, and environmental impact as defined in
this request. The City may contract with one or more Offerors chosen through this BVP process.
1.3 Specification Questions: Questions regarding this BVP must be submitted on the Vendor
Services portal by 11:00 am Friday, October 9, 2026. Responses will be posted on the RFQ on
Vendor Services no later than Thursday, October 15, 2026, at 11:00 am.
1.4 For additional information concerning this BVP, including procedures on how to submit a proposal,
you must go to the City of Columbus Vendor Services web site at
https://columbusvendorservices.powerappsportals.com/ and view this bid number.
1.5 Best Value Procurement Model: The City of Columbus is using a Best Value Procurement in lieu
of the Invitation to Bid model. The award will not be made to the lowest, responsive, and
responsible bidder. The contract will be awarded based upon: (1) competence of the offeror to
perform the required service as indicated by the technical training, education and experience of the
Offeror's personnel who would be assigned to perform the work; (2) the quality and feasibility of the
Offeror's technical proposal; (3) the ability of the offeror to perform the required service
competently and expeditiously as indicated by the Offeror's workload and the availability of
necessary personnel, equipment and facilities; and (4) past performance of the Offeror as reflected
by evaluations of the city agency, other city agencies and other previous clients of the offeror with
respect to such factors as quality of work, success in controlling costs, and success in meeting
deadlines. The City of Columbus is not asking for a cost structure during the initial phase of the
BVP process. Selected offerors will be invited to provide cost structure information at later stages
of the process.
1.6 EXPERIENCE CONSIDERATION: Offerors are required to provide references below for
consideration by the City in determining the whether the offeror meets the minimum experience
qualification required. To determine the experience standard to which the offeror is to be judged,
please check the appropriate level of service for which you are requesting consideration:
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City of Columbus, Department Finance and Management
Life Safety System Testing and Preventative Maintenance Services
Specifications
Entire contract, All Services
Partial contract, Secure Annual Smoke and Fire Alarm Testing, Inspection and Repair
(Section 3.8)
Partial contract, Backflow Prevention Services (Section 3.9)
Partial contract, Kitchen Hood/Exhaust System Services (Section 3.10)
Partial contract, Fire System Monitoring Services (Section 3.11)
2.0 APPLICABLE PUBLICATIONS AND STANDARDS
2.1 Must meet or exceed all City, State, Federal safety guidelines and standards.
2.2 All OSHA applicable guidelines and standards.
2.3 In addition to NFPA, the Contractor and/or any subcontractors if permitted, must comply with all
local, state, and federal guidelines relating to the services and/or materials sold under this
Contract. It is the Contractor's responsibility to stay current on any changes to these laws, codes
and standards. Any fines or penalties assessed as a result of noncompliance will be at the
Contractor's expense, unless expressly advised by the agency to do otherwise. Contractor agrees
to maintain, for the duration of the Contract period, all licenses necessary, to lawfully perform the
services covered by this Contract, including relevant State of Ohio Permits and licenses, The
Contractor further agrees to advise the agency, immediately, in writing, of any limitation,
cancellation, or other termination of such licenses or permits. The Contractor must provide proof of
all required certifications.
2.4 The City of Columbus may request the successful contractor(s) provide a copy of the Contractor's
business and professional licenses. The City of Columbus may require licenses must remain on
file in the agency Contract Coordinator's office throughout the entire Contract term.
2.3 References to a particular trade or manufacturer's model number are made for descriptive
purposes to guide the bidder in interpreting the requirements of the City. They should not be
construed as excluding proposals on other types of materials, equipment and supplies.
3.0 REQUIREMENTS
3.1 General Information:
3.1.1 Term: The proposed contract shall be in effect from date of execution up to and including
December 31, 2030. This will be negotiated with the finalist.
3.1.1.1 Annual Extension: Subject to mutual agreement, the period covered by the
ensuing contract, under the same terms and conditions stated therein can be
extended for one additional year, or portion thereof, at the same pricing and the
same escalator clause.
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City of Columbus, Department Finance and Management
Life Safety System Testing and Preventative Maintenance Services
Specifications
3.1.2 Pricing: Bidders are to bid firm or fixed prices, FOB Destination, Freight Prepaid and
Allowed. All pricing must include manufacturer warranty. All manufacturer warranties will
be passed on to the City of Columbus. Unless otherwise stated all bids will be considered
to contain the following escalator/de-escalator cause:
3.1.2.1 Escalator Clause: No price adjustment shall be granted during the first six (6)
months duration of an awarded contract. Thereafter no more than two such
increases may occur within any year of the contract. In the event the supplier
receives a general price increase in the cost of the finished product contracted for,
due to increase in the cost of raw materials, labor, freight, etc., upon giving thirty
(30) days prior notice and proper documentation as proof, said increase in addition
to the unit price quoted herein, may be permitted, subject to the sole discretion of
the City of Columbus Finance and Management Director. In the event any such
increase is granted, no price adjustment shall be permitted on orders received by
supplier which are in process or filled but awaiting shipment prior to the increase.
All price decreases inure to the benefit of the City of Columbus. The written notice
and following documentation shall be sent to: City of Columbus Purchasing Office,
5th Floor, 77 N. Front St., Columbus, Ohio 43215.
3.1.2.2 Price Documentation: The supplier shall submit the following documentation with
each request for a price increase:
1) Copies of the old and the current price lists or similar documents which indicate
the original base cost of the product to the supplier and the corresponding increase;
and
2) Copies of correspondence sent by the supplier's supplier explaining the source
of the increase in such areas of raw materials, freight, fuel or labor, etc.; and
3) Copies of excerpts from business publications, market quotations or trade
journals recognized as being representative of their particular trade or industry, that
indicate a trend toward an increase in the current market for the commodities under
the awarded contract.
3.1.2.3 Right of Cancellation: If at any time during the term of the contract the supplier's
total request(s) for a price increase(s) are greater than fifteen percent (15%), the
City of Columbus may cancel this agreement with thirty (30) days written
notification.
3.1.3 Quantity Estimate: The City of Columbus estimates spending approximately $250,000.00
in accordance with this contract. This is an estimate of the annual needs of the City under
this contract and are for bidding purposes only. This estimate is not to be construed as
representing an actual order for that amount, or a guarantee that any minimum amount will
actually be purchased. The City reserves the right to purchase up to twice the estimated
quantity.
3.1.4 Quality Standards: The City intends to purchase new, unused and the most current
model. The specifications describe a minimum acceptable requirement which a bidder has
to meet. However, the bidder is allowed to exceed a minimum requirement where the
excess enhances the function of the unit and which the City can accept. It is not
acceptable for a bidder to exceed a maximum desired limit.
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