Fire Extinguisher Purchases / Services / Inspections

Raleigh, North Carolina
Request for Quotation (RFQ)
#63-DMP1193929 - Fire Extinguisher Purchases / Services / Inspections
For internal administrative processing, including tabulation of bids for posting to Bonfire
and the State of North Carolina Electronic Vendor Portal (eVP), please provide your
company's Federal Employer Identification Number or alternate identification number
(e.g. Social Security Number). We HIGHLY recommend you register in order to see bid
tabulations and award results. Pursuant to G.S. 132-1.10(b) this identification number
shall not be released to the public. This page will be removed and shredded, or
otherwise kept confidential, before the procurement file is available for public inspection.
THIS PAGE IS TO BE COMPLETED AND INCLUDED
WITH YOUR BID. FAILURE TO DO SO MAY SUBJECT
YOUR BID TO REJECTION.
Federal ID Number or Social Security
Number:
SUPPLIER NAME:
DATE:

PROCUREMENT & BUSINESS SERVICES
Mailing Address (USPS only): Campus Box 7212 Raleigh, REQUEST FOR QUOTATION
NC 27695-7212 (This is not an order)
Shipping Address: Admin. I, 2721 Sullivan Drive, Suite 1100,
Raleigh, NC 27607
Phone (919) 515-2171
September 10, 2026
REQUIRED SUPPLIER INFORMATION:
Supplier Name & Address:
Authorized Rep's Name:
Title:
Quote # DMP1193929 Email:
Questions Due Date & Time: Phone #:
9/16/2026, 12:00 PM Authorized Representative Signature:
Due Date & Time:
9/24/2026, 5:00 PM
Buyer Contact Information:
Dianne Coxson
dmpantel@ncsu.edu, (919) 513-4335 Type of Organization:
Requisition #: 0001193929 Individual Partnership
Using Department: Corporation Other:
Env Health and Public Safety Indicate if other than Large Business:
FOB: DESTINATION - FREIGHT PREPAID Disabled Minority
(unless otherwise indicated on RFQ) Small Women-Owned
ATTACHMENTS AND COMMENTS:
By responding to this RFQ, supplier acknowledges acceptance of specified Terms and Conditions, which are also located:
https://procurement.ofa.ncsu.edu/supplier-center/doing-business-with-nc-state/
General Terms & Conditions RentalTerms & Conditions
General Terms & Conditions w/ Software Lease/Purchase Terms & Conditions
General Terms & Conditions with EO50 Charter Bus Terms & Conditions
Software Terms & Conditions Service Terms & Conditions
Software as a Service Terms & Conditions Other:
You MUST register and upload this quote as a PDF to the Bonfire Public Portal here:
https://ncsu.bonfirehub.com/opportunities/253251
QUOTES NOT SUBMITTED ON THIS FORM ARE SUBJECT TO REJECTION.
NC State University Request for Quotes and their awards are not subject to the North Carolina E-procurement process.
DEBARMENT CERTIFICATION: By signing the execution page, bidder certifies to the best of its knowledge and belief, that it and its principals are not
presently debarred, suspended, proposed for debarment, declined ineligible or voluntary excluded from covered transactions by any Federal or State
agency.

RFQ #63-DMP1193929 Fire Extinguisher Purchases / Services / Inspections PAGE 2 OF 2
All Questions must be submitted in writing, by
Email to dmpantel@ncsu.edu
On or before 12:00 pm, 9/16/2026.
NO PHONE CALLS ACCEPTED.
Communication with the end user while the bid is in process is strictly prohibited.
PROJECT TITLE: Fire Extinguisher Purchases / Services / Inspections
PROJECT DESCRIPTION:
NC State University seeks quotations from qualified suppliers to provide various-sized fire extinguishers, services,
inspections, and accessory parts in accordance with the requirements of NFPA 10 - 2013 edition and the 2018 NC
Building Code, Fire Prevention Section.
NC State University is exempt from sales and/or use taxes on qualifying purchases. Tax exempt # 400021.
An ADDENDUM to this RFQ is possible. If required, any subsequent addenda must be submitted prior to the
quote closing. It is the vendor's responsibility to verify that all applicable addenda are submitted prior to the quote
closing date. Addenda are posted at https://evp.nc.gov/.
Warranty Type and Length:
11:51:28 AM 1

#63-DMP1193929 FIRE EXTINGUISHER - PROVISION AND SERVICES
SECTION I: SCOPE OF WORK & TECHNICAL SPECIFICATIONS
1.0 BACKGROUND/ PURPOSE
North Carolina State University (herein referred to as the "University" or "NCSU") seeks
proposals from qualified suppliers {hereafter referred to as the "Vendor" or "Contractor") to:
a. Provide fire extinguishers for purchase.
b. Perform inspections, maintenance, testing, recharging, and annual servicing (to include
parts and supplies).
c. Align all work with the requirements of NFPA 10 (2026 edition) and the North Carolina
Building Code, Fire Prevention Section.
d. Maintain complete and accurate electronic recordkeeping, to include at a minimum:
1. Entering all field inspections daily into the University's inspection tracking software
(currently F-lnspect).
2. Providing a comprehensive monthly list of all services performed during each billing
period, which shall serve as the mandatory backup documentation to justify and
reconcile that month's billing total.
3. Maintaining a compiled list of fire extinguishers recommended for replacement
(detailed by equipment type and serial number) in accordance with the approval and
replacement processes outlined below.
Most of the extinguishers are located on the North Carolina State University campus, at zip
codes 27606 and 27607 (North Campus, Central Campus, South Campus, West Campus, and
Centennial Campus); however, there are approximately 200 extinguishers located on the
University's Lake Wheeler (27603) and Reedy Creek (27607) properties.
The Vendor is required to keep all inspections, maintenance, testing, recharging, and annual
service records up to date on the University's software platform (currently F-lnspect).
The University implements and oversees a code-compliant inspection program developed in
accordance with the NC Fire Code, NFPA standards, and industry best practices.
NC State University reserves the right to award the entire contract to one vendor.
2.0 CONTRACT PERIOD
The initial contract period will be twelve (12) months from the date of award. Under the same
terms and conditions contained herein, the University reserves the option to renew with the
awarded supplier for up to four (4) additional one-year periods, not to exceed a total of five (5)

contract years.
3.0 SCOPE OF WORK
3.1 Supplying Brand New Extinguishers
a. Upon request, the Vendor shall provide brand new, unused, and currently manufactured fire
extinguishers of the types and sizes specified in the cost proposal. Refurbished, used, or
remanufactured extinguishers are not acceptable under this contract.
b. Extinguishers shall be delivered to the designated University storage room packaged in
their original manufacturing boxes and shipping containers. To ensure precise management
of equipment lifecycle "born on" dates and prevent premature inspection obligations, no
new fire extinguishers shall be unboxed, prepared, or deployed until the Vendor receives
explicit authorization from NCSU to press the units into active service. Vendor will provide
the serial number for every fire extinguisher purchased (so NCSU does not have to open
the package to see the serial number).
c. The preferred delivery timeframe for ordered extinguishers is seventy-two (72) hours, and
must not exceed one (1) week from the order date. Timely notification of delays and
alternative equipment options are required.
3.2 Extinguisher Inspection Program
To guarantee operational readiness, complete coverage, and administrative consistency, the
Vendor shall execute the overall inspection program in accordance with the following criteria:
a. Scope of Inspections: The Vendor shall conduct professional on-site annual and monthly
inspections of all designated University-owned fire extinguishers. This scope encompasses
all extinguishers located across the main NCSU campus (North, Central, South, West, and
Centennial campuses), as well as those situated at the Reedy Creek and Lake Wheeler
properties.
b. Prescribed Monthly Routing & Scheduling: The Vendor must strictly follow prescribed
monthly routes and schedules provided by the University. Certain routes require close
coordination and scheduled visits that align with campus partners' specific operating hours
and access availability (such as secure research laboratories, agricultural operations,
student housing, and restricted facilities). See the attached outline reflecting Routes 1-29
as they currently exist. The schedule is subject to fluctuation based on the number of
inspectors available per day and/or week. The final schedule, assignments, and related
details will be mutually agreed upon by both parties.
c. Daily Portal Data Logging: All inspection findings, equipment parameters, and statuses
must be logged electronically into the University's online tracking software (currently F-
lnspect) via mobile tablets or laptops on a daily basis. Bulk entry at the end of a week
or month is strictly prohibited.

d. Fluctuation of Inventory: While the current estimated active inventory of extinguishers is
provided in Section 10.0, the University reserves the right to add or remove fire
extinguishers requiring inspections at any time during the course of the contract period.
e. Monthly Inspection Designations: Not all extinguishers in the University's overall
inventory will require monthly inspections by the Vendor. Certain departments or areas of
campus (e.g., specific housing or facilities groups) will perform their own monthly
inspections using existing internal maintenance staff. Approximately 2,000 fire
extinguishers will be inspected monthly by the Facilities Housing Group, with inspections
occurring eleven times per year. The contractor will be responsible for completing the
annual inspections during the month of December. These inspections will cover the
Residential buildings, which consist of a total of 79 buildings.
f. Right to Re-Designate: The University reserves the exclusive right to change the
designation of any fire extinguisher(s) at any time during the contract period-shifting them
from needing both monthly and annual Vendor inspections to only needing annual Vendor
inspections, and vice-versa. A minimum of 30 days' notice will be provided to the
contractor if there is a need to re-designate fire extinguisher inspection services as
contracted. Per 11.4: No adjustment to the contracted costs will be required as a result of
any such change. The established per-unit cost will remain in effect, with any changes
reflected in the contractor's monthly billing for services rendered.
g. Licensing & Self-Performance: Annual inspections must satisfy NCDOI (North Carolina
Department of Insurance) requirements. The Vendor must be a licensed and approved entity
for the annual servicing requirement in the NC Fire Code. Proof of licensing/approved entity
status must be provided within the bid proposal.
h. Dedicated Personnel: Vendor must provide the number of qualified fire extinguisher
technicians that will be assigned to the NC State University campus to perform the monthly
inspections in accordance with the provided Route Schedule. Also provide the names/titles
and contact information for the dedicated technicians
i. No Subcontracting: No subcontract service providers, independent contractors, or
third-party companies may be used to complete any portion of the annual or monthly
inspections. All inspections must be performed directly by the Vendor's qualified, W-2
employed personnel.
3.3 Servicing and Maintaining Extinguishers
a. Core Servicing & Maintenance Standards:
1. Provide NFPA and Code-compliant services at the specific timeframes indicated on the
cost proposal for each extinguisher type.
2. Ensure all extinguishers returned to the University after servicing are in a serviceable,

field-ready condition PRIOR to returning them to their active field service stations. Any
servicing packaging materials are the responsibility of the supplier to remove and
dispose of prior to active deployment.
3. Servicing includes recharges as appropriate, physical inspection tags, tamper seals,
and pin replacements.
4. Maintaining includes replacing broken or missing parts (pins, seals, hoses, CO2
discharge horns, hangers, tags, and manufacturer labels).
5. Vendor will provide a replacement serial number/barcode sticker ONLY if the original
serial number is no longer legible or scannable. The Vendor will report the "new" serial
number along with the prior serial number to the Fire Extinguisher Program Manager to
maintain the history of the individual fire extinguisher.
6. Provide on-site inspections to satisfy the annual inspection requirement in NFPA 10
(2026 edition) and the NC Fire Code, with inspections to include the annual service
tags and replacement of the tamper seals.
b. Mandatory Use of NCSU Backup Stock & Loaner Prohibition:
1. The University will maintain a dedicated on-site stock of backup extinguishers for all
approved extinguisher types.
2. If an extinguisher needs to be temporarily or permanently removed from its service
station for recharging, testing, or maintenance, the Vendor must immediately replace it
with an equivalent unit drawn directly from this designated NCSU backup stock.
3. The Vendor must log the swap in the F-lnspect software on the same day the swap
occurs, mapping the backup unit's serial number to the active database station location
to ensure continuous traceability.
4. Strict Loaner Prohibition: Under no circumstances shall the Vendor deploy, install, or
utilize any non-NCSU-owned extinguishers (including the Vendor's own commercial
loaner units or third-party temporary equipment) on any part of University properties.
Every single extinguisher active in the field must be part of the official, University-
owned inventory.
c. On-site Location for Staging, Service and Select Repairs:
1. The University will provide a dedicated on-site location for staging, service, and select
repairs. This location will include one (1) parking space for the service supplier vehicle.
The specified location for delivery and pick-up of extinguishers is the sub-ground level of
the West Parking Deck located at 1125 Varsity Drive, Raleigh, NC 27607. Confirmation
must be made with the University Fire and Life Safety section before scheduling any
delivery or pick-up.
2. Pricing must include all costs for delivery/restoration of extinguishers to
campus post-servicing. (See Section 3.7)
3.4 Extinguisher Retirement and Replacement Process
a. The 80% Cost Threshold Rule for Retirement:
1. To ensure fiscal responsibility, the Vendor must perform a lifecycle cost assessment on
any extinguisher requiring service or repair.

2. If the cost of the upcoming service alone (including but not limited to the specific
recharge, 5-year, 6-year, or 12-year maintenance, hydrostatic testing, and any
associated replacement parts or labor required for that specific service event) is
equal to or exceeds eighty percent (80%) of the contract unit cost for a brand-new
replacement extinguisher of that exact type, the extinguisher must be slated for
retirement.
3. The Vendor must identify all such extinguishers by their serial number and type, and
formally recommend them for replacement in that month's comprehensive monthly
report.
b. NCSU Surplus and Replacement Procurement Protocol:
1. If the University agrees with the retirement recommendation, the unserviceable
extinguisher will be handled through the official NCSU Surplus Property process.
The Vendor shall assist in decommissioning the unit from the active inventory line
and staging it for surplus transfer.
2. Upon confirming retirement, the University will issue an order to the Vendor to
supply a brand-new replacement extinguisher under the terms and pricing
established in Section 3.1 and Section 11.1.
3. The University will ensure the decommissioned serial number is removed from
the active tracking lists, and the Vendor must enter the new extinguisher's serial
number and structural metadata into the F-lnspect software upon active
deployment.
3.5 Provision of Parts and Accessories
Provide pricing for spare security pins, tamper seals, and inspection tags for replacement due
to tampering in the field or weather-related wear and tear at outdoor locations. Costs must
include field service as appropriate for the replacement part or accessory, including
installation.
3.6 Tamper Seals and Inspection Tags
a. Annual Tamper Seal Colors: Provide tamper seals of a different color each calendar year
to allow for quick visual confirmation by inspection staff that the extinguishers have been
serviced that year. Colors may be repeated every five (5) years.
b. Annual Inspection Tag Colors & Branding: Provide annual inspection tags per
extinguisher suitable for at least twelve (12) months of field inspections as part of any
service provided by the awarded Vendor. These tags must be a different color each
calendar year (matching the rotation rules of the tamper seals), with colors repeating no
more than once every five (5) years. The Vendor is strictly prohibited from selecting
or utilizing orange-colored tags for any annual inspection cycle. Additionally, all
Vendor-supplied annual inspection tags must be custom-printed to feature the
following exact identifier at the top of the tag: NC State University, Fire and Life
Safety Programs, 919-515-2568
c. NCSU-Provided Replacement Tags: If an inspection tag goes missing or is damaged
in the field, the University will supply the Vendor with replacement tags to deploy. These

University-provided replacement tags will always be orange in color, and will be
identified at the top as: NC State University, Fire and Life Safety Programs, 919-515-
2568. These replacement tags will be made available by NC State staff to the
Vendor's personnel for placement as appropriate.
3.7 On-Site Extinguisher Servicing
a. The University will provide the option of having extinguishers serviced on-site and
returned to their locations within University buildings.
b. The Vendor shall describe in detail within their proposal:
1. Vendor capabilities for on-site services.
2. Which specific services can be executed on-site.
3. Any utility connections required from the University to perform this work.
4. Any additional costs to perform servicing on-site.
c. If servicing equipment requires the use of hazardous materials, the Vendor must provide
a plan for proper storage, use, and disposal. All waste must be removed from the
University and disposed of appropriately in accordance with environmental regulations.
3.8 Servicing Standards
Provide services for all extinguisher types compliant with NFPA 10 (2026 edition). (Note: The
NFPA release edition will be updated as the fire code update is put in place by NC SCO and
NC DOI).
3.9 Servicing Plan
Provide a detailed plan identifying the method(s) to complete the monthly and annual
inspection requirements regarding the total quantity of extinguishers under this scope. Provide the
number of qualified fire extinguisher technicians that will be assigned to the NC State University
campus to perform the monthly inspections in accordance with the provided Route Schedule.
a. NCSU Campus Extinguishers:
1. Monthly: ~4,100 extinguishers
2. Annually: ~6,10000 extinguishers
b. Reedy Creek and Lake Wheeler Properties:
1. Monthly: ~200 extinguishers
2. Annually: ~200 extinguishers
3.10 Servicing Response Standards
a. Vendor must be able to respond to campus within a two (2) hour timeframe from initial
contact in the event of an emergent need for service and/or replacement.
b. This response window is applicable Monday through Friday, 8:00 AM to 5:00 PM, excluding
University holidays.
4.0 DELIVERABLES
Project deliverables provided by the awarded supplier:

4.1 Daily Electronic Data Logging (F-lnspect)
The Vendor is required to capture and record the operational status of the University's
extinguisher inventory directly in the field on a daily basis:
a. Real-Time Database Maintenance: All completed monthly field inspections, annual
inspections, maintenance events, hydrostatic tests, and inventory swaps must be logged
electronically in the University's tracking system (currently F-lnspect) by 5:00 PM on the
day the service occurs.
b. Traceable Equipment Mapping: Any equipment swaps made using the designated on-site
NCSU backup stock (as outlined in Section 3.3) must be mapped in F-lnspect on the same
day the swap occurs (by 5:00 PM), ensuring that serial numbers in the database perfectly
reflect actual field placement.
4.2 Monthly Service & Billing Reconciliation Report
Concurrently with the monthly invoice, the Vendor must submit a structured digital spreadsheet
(Excel or CSV format) to the Fire Extinguisher Program Manager. This report serves as the
mandatory, audit-compliant backup documentation to justify that month's billing total. The report
must contain:
a. A line-item record for each individual service action performed during the billing cycle.
b. Key data fields for each line item, to include at a minimum:
1. Date of Service
2. Exact Location (Building Name, Floor, and Room Number/Corridor ID)
3. Unique Extinguisher Serial Number
4. Type and Size of Extinguisher (e.g., 10 lb. ABC, Class K)
5. Action Taken (e.g., Monthly Inspection, Hydrostatic Test, Recharge, Hanger/Tag
Replacement)
6. Contract Line-Item Unit Price and Subtotal
4.3 Monthly Retirement & Replacement Recommendation Report
To support the operational requirements of Section 3.4, the Vendor must submit a monthly "80%
Cost Threshold" report. This document must list all extinguishers inspected during the billing
cycle that have been flagged for retirement. Each entry must provide:
a. Extinguisher Serial Number and Manufacturer Date (Year)
b. Current Physical Location
c. Type and Classification
d. Detailed description of the upcoming service alone (including labor and parts) that triggered
the retirement rule.
e. Estimated upcoming service cost vs. the contract price of a brand-new replacement unit.
5.0 SCHEDULE
a. Deliveries: Establish a timeframe during normal business hours (8:00 AM - 5:00 PM, M-F)