Fire Extinguisher Full-Service Maintenance including Inspections & Testing

CITY OF BUFFALO REQUEST FOR PROPOSALS
FIRE EXTINGUISHER FULL SERVICE MAINTENANCE INCLUDING INSPECTIONS & TESTING FOR
VARIOUS CITY BUILDINGS
PROPOSAL DUE DATE: JUNE 25, 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
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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.
Written question(s) may be sent to Dr. Ihenko at uihenko@city-buffalo.com no later than Monday, June 22, 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, June 24, 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 Thursday, June 25, 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 THURSDAY , JUNE 25, 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, June 23, 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 June 25, 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
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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.
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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.
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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-
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mentioned criteria, include:
1. Personal information of the employee, sex/race/date of birth and social security number.
2. Copies of New York State driver's license if applicable.
3. Copies or notifications of all disciplinary actions taken by provider on the employee. This will include all
verbal or written documentation of warnings or discipline.
4. If applicable, proof of successful background check, drug screening and/or polygraph examination.
6.1.3 Reports
1. Incident Reports
The successful contractor shall be required to complete "incident reports" arising out of any unusual
occurrences during performance of this Contract. Such reports must be submitted to the City for review
within forty-eight (48) hours and shall be submitted after incidents such as complaints, requests, damaged
personal and/or public property, or environmentally sensitive discharges and observations within the
public right of way.
2. Accident Reports
Any personal injury occurring during or as a result of this Contract shall be reported to the City by
telephone immediately during normal business hours or not later than 8:30AM the following business day
(regardless of the amount of damage or lack thereof) and a police report must be immediately obtained
from law enforcement agency that responded to the accident. The contractor must submit written
Accident Reports to the City within twenty-four (24) hours of any accident.
3. Criticism Initiative and Identification of Maintenance Work
The contractor shall work closely with the City to make the service as responsive, cost effective, and
compliant-free as possible. Provider shall also identify and/or notify the City for maintenance work that
may be required as part of maintenance and operations of the public facilities.
6.2 Labor / Personal Practices Requirements
6.2.1 Labor Requirement
The service provider shall furnish appropriate and necessary management and supervision of its employees
and shall be solely responsible for instituting and invoking disciplinary action of employees not in compliance
with the contractor's rules and regulations, as well as any other policy established by the contracting parties.
Service provider must be able to supply professional and experienced personnel in sufficient number to
handle or cover periods of work at the same established service rates. All service providers' employed
personnel must meet the following requirements:
* Have the ability to speak and understand English to effectively communicate work assignments.
* Personnel must be trained and/or certified to perform work under the scope of service defined in this
request for proposal.
* Must have legal right to work in the United States of America.
* Physically capable of using general construction equipment and tools for normal work activities.
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* Able to respond to and take command of emergency situations and provide protection with
professionalism.
* Have professional level of personal interaction abilities.
6.2.2 Fair Employment Practices:
The service provider must not discriminate in its recruitment, promotion, demotion, or termination practices
on the basis of race, religious creed, color, national origin, ancestry, gender, age or physical disability in the
performance of any Agreement with the City, and shall comply with the provisions of the State Fair
Employment Practices Act, the Federal Rights Act of 1964, and all amendments thereunto, and the Americans
with Disability Act of 1990. Provider shall review and adhere to City of Buffalo Affirmative Action Policy
Statement Clause as defined in the EEO documents (See Attachment "A").
6.2.3 Labor Payment Rate:
This project is covered under the New York State Labor laws and is subject to New York State Prevailing Wage
Rates (See Attachment "B").
6.2.4 Safety and Training:
Service provider shall develop and document a safety plan and training manual for its workers that meet
OSHA, EPA and other regulatory Government agencies' requirements and further show providers'
commitment to work safety.
6.2.5 Dress & Identification:
At all times while on premises, service provider employees shall adhere to the following uniform and attire
standards:
* Wear a uniform, shirt or ID badge that identifies them as employees of the service provider.
* If uniform or ID badges is not applicable / available, contractor employees shall be appropriately and
safely dressed (e.g. - no sandals, "tank-tops", or shirt graphics in bad taste).
* Be groomed and follow hygiene practices that adhere to common standards.
6.2.6 Code of Conduct:
Service provider employees shall conduct themselves in a professional and ethical manner at all times when
providing services on City property (premises). Certain conduct, including the following, is deemed
unacceptable and will result in such employee from carrying out further services on our premises:
* Theft or unauthorized removal of money or property from premises
* Possession of any dangerous, unauthorized materials, such as explosives, firearms or other similar
items on premises.
* Gross negligence, gross carelessness, or willful acts, which result in damage to City employees,
Vendors, Patrons, or City property or equipment.
* Violation of safety or health rules, or engaging in conduct that creates a safety or health hazard.
* Obscene, abusive, intimidating, disruptive, derogatory, or threatening (engaging in such behavior with
City employees, Vendors, Patrons, or anyone else on or adjacent to premises.
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Following are additional examples of behavior that may result in prohibiting a service provider employee from
carrying out services on City premises:
* Smoking in prohibited areas.
* Sleeping on the job.
* Failure to display common courtesy.
* Fighting, either verbally or physically.
* Striking anyone with a hand, fist or object.
* Interfering with City employees, Vendors, Patrons.
* Unauthorized use or misuse of City equipment.
* Harassment toward another individual.
Further, service provider shall not employ any City of Buffalo employee for any of the required services
without the City's written approval. Any violation would result in contract termination.
6.2.7 Premises Accessibility & Security:
Service provider and its employees shall keep in mind and to the extent applicable, following practices that
ensure the security and safety of the premises, equipment and personnel as a result of the following
accessibility and security standards and practices shall be implemented:
* Keys: Service provider primary contact shall be issued keys necessary to gain access to areas, rooms,
closets, cabinets or fixtures required to perform services. Service provider shall not make copies of the
keys unless specifically authorized by City employee in charge. Under most circumstances, necessary
key additions or replacements shall be provided by City employee/ project manager. Lost, misplaced,
or stolen keys shall be reported to project manager. Keys shall at all times, be kept secure and not
available to persons other than those they are issued to or other service provider employees assigned
to the premises.
* Other Issues: The service provider and its employees shall follow or be aware of the following:
1. Unless informed otherwise by Project Manager or during its regular business hours, all doors shall be
closed and locked after completing services. Doors that shall not be locked generally include
bathrooms and lounges or kitchens, if and where available. The Project Manager shall provide more
specific directions upon implementation of the contract.
2. Service provider employees shall not provide access or entry to any locked building or rooms to
anyone, other than service provider employees performing services.
6.3 Equipment & Material Supplies
6.3.1 Equipment Requirement:
All equipment, tools, transportation, and methods of communication necessary to carry out the contract shall
be furnished by the service provider. Should any equipment be provided by the City to be used by the service
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provider, when used shall be maintained in good working condition, cleaned when appropriate, and repaired
or replaced when no longer able to effectively carry out its function.
6.3.2 Material Supplies:
Service provider shall provide all expendable supplies necessary to carry out the contract. Supplies may
include fire extinguisher hangers, tags, valves, hoses, seals, safety disk, service collar, O-ring, locking pins,
HMIS labels among other needed materials. Storage of supplies may be allowed with permission of the project
manager in the building where work is performed. Such supply storage shall be strictly limited to the specified
areas in the premises. Service provider shall be responsible for the supplies and their inventory.
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