RFP 09-26 Chemical Agent Extinguishment Systems

RFP 09-26
City of Concord, New Hampshire
Purchasing Division
CHEMICAL AGENT EXTINGUISHMENT SYSTEMS MAINTENANCE, INSTALLATION
AND REPAIR SERVICES
Prepared for, and in coordination with the
GENERAL SERVICES DEPARTMENT
PUBLIC PROPERTIES DIVISION
Contract
Proposal Documents
Specifications
Firm:______________________
PROPOSAL DUE DATE/TIME: MAY 20, 2026 NOT LATER THAN 2:00 PM
NON-MANDATORY PREPROPOSAL CONFERENCE
MAY 6, 2026 (Zoom)

TABLE OF CONTENTS
Table of Contents ...................................................................................................................................... 2
Request for Proposals ............................................................................................................................... 3
SCOPE OF SERVICES
Instructions to Proposers ............................................................................................................... 5
General Terms & Conditions ...................................................................................................... 10
Special Terms & Conditions ....................................................................................................... 10
Proposal Submission Checklist................................................................................................... 12
Price Proposal Form ................................................................................................................... 13
CITY REQUIRED FORMS
Qualifications Statement ............................................................................................................. 16
Specifications Exception Form ................................................................................................... 18
Form W-9 .................................................................................................................................... 19
Indemnification Agreement ........................................................................................................ 20
Insurance Requirements .............................................................................................................. 21
EXHIBITS
Notice of Award ......................................................................................................................... 22
Agreement ................................................................................................................................... 24
Notice to Proceed ........................................................................................................................ 27
Proposal Evaluation Form .......................................................................................................... 28
No Proposal Questionnaire ......................................................................................................... 29
RFP 09-26 Chemical Agent Extinguishment Systems Services 2

City of Concord, New Hampshire
PURCHASING DIVISION
311 NORTH STREET
CONCORD, NH 03301
(603) 230-3664 FAX: (603) 230-3656
REQUEST FOR PROPOSALS
The City of Concord, New Hampshire wishes to engage the services of a qualified private firm to
provide Chemical Agent Extinguishment Systems maintenance, installation and repair services on an
on-call, as-needed basis for its municipal buildings. The proposing firm must be licensed in the State
of New Hampshire to maintain, install and repair Chemical Agent Extinguishment Systems.
An overview and detailed specifications are provided later in the Request for Proposal (RFP).
Proposals must be received no later than 2:00 PM on MAY 20, 2026 from interested firms, to be
eligible for consideration by the City. Each statement shall be submitted in a sealed envelope, which is
clearly marked,
"RFP 09-26
CHEMICAL AGENT EXTINGUISHMENT SYSTEMS MAINTENANCE, INSTALLATION AND
REPAIR SERVICES"
Requests may be issued only by the Purchasing Manager, or her designee, to authorized firms, and are
not transferable unless authorized by the Purchasing Manager or her designee.
Complete copies of RFP 09-26 are available from the Purchasing Division, City of Concord, City Hall,
311 North State Street, Concord, NH 03301 (603-230-3664; twaterman@concordnh.gov) or on the
City's website at www.concordnh.gov/Purchasing.
A non-mandatory preproposal conference will be held virtually on MAY 6, 2026 at 9:00 a.m. via
Zoom.
Join Zoom Meeting
https://us02web.zoom.us/j/5056501305?omn=88495691809
All proposals received will be considered confidential and not available for public review until
after a vendor has been selected.
The City reserves the right to reject any or all proposals or any part thereof, to waive any formality,
informality, information or errors in the proposal, to accept the proposal considered to be in the best
interest of the City, or to purchase on the open market if it is considered in the best interest of the City
to do so. Failure to submit all information called for and/or submission of an unbalanced proposal are
sufficient reasons to declare a proposal as non-responsive and subject to disqualification.
Proposals which do not incorporate our requested format for providing Chemical Agent
Extinguishment Systems maintenance, installation and repair services will not be considered.
RFP 09-26 Chemical Agent Extinguishment Systems Services 3

All proposals are advertised, at the City's discretion, in various publications and are posted publicly as
detailed below:
Name Advertising Address Phone/Fax Email and Web Address
Medium
City of Posted on 311 N. State St., 603.230-3664 twaterman@concordnh.gov
Concord, NH City Website Concord NH 603.230.3656(fax) www.concordnh.gov/purchasing
and in City 033301
Hall Lobby
Associated Bid House 48 Grandview 603.225.2701 plansroom@agcnh.org
General Drive, Bow NH 603.226.3859(fax) www.agcnh.org
Contractors 03304
Construction Bid House 734 Chestnut St, 603.627.8856 info@constructionsummary.com
Summary of Manchester NH 603.627.4524(fax) www.constructionsummry.com
NH 03104
Bid Ocean Bid House PO Box 40445, 866.347.9657 bids@bidocean.com
Grand Junction, 877.356.9704(fax) www.bidocean.com
CO 81501
Dodge Data Bid House 300 American 607-898-2053 dodge.bidding@construction.com
& Analytics Metro Blvd. Suite www.construction.com
185
Hamilton, NJ
08619
New England Bid House 100 Radnor Rd S- 1.800.652.0008 ENR.products@bnpmedia.com
Construction 102, State College, 1.888.285.3393(fax) www.enr.com
News - CDC PA 16801
News
CITY OF CONCORD, NEW HAMPSHIRE
__________________________________________
Tina M. Waterman, Purchasing Manager
Date: April 21, 2026
PROPOSAL DUE DATE/TIME: MAY 20, 2026 NOT LATER THAN 2:00 PM
RFP 09-26 Chemical Agent Extinguishment Systems Services 4

INSTRUCTIONS TO PROPOSERS
GENERAL INFORMATION
The City of Concord is soliciting proposals to provide Chemical Agent Extinguishment Systems
maintenance, installation, and repair services for its municipal buildings. The City of Concord owns
and maintains 139 individual properties, totaling over 1.1 million square feet.
SCOPE OF SERVICES
The contractor shall provide all labor, various materials, tools, supplies, and equipment necessary to
complete the services listed throughout this RFP, including, but not limited to: all inspections, testing,
maintenance, repairs, and installation of fixed agent fire suppression, hand portable extinguishers,
(Chemical Agent Extinguishment Systems) in accordance with all terms, conditions, and specifications
listed below.
1. Responsibilities
a. The contractor shall inspect all Chemical Agent Extinguishment Systems in accordance
with the National Fire Protection Association (NFPA) Section 25.
b. All services performed under the terms of this Agreement shall comply with the
regulations of the State Fire Marshall, and NH State Fire Code, Saf-C 6000, and local
requirements as they pertain to the Chemical Agent Extinguishment Systems.
c. Guidelines established by equipment manufacturer shall be followed during the
inspection, installation, maintenance, and repair.
d. Each inspection shall re-certify code compliance.
e. All equipment, travel/mileage, labor, and incidentals to provide complete NFPA
installation, inspection and testing services, and repairs, of the below listed Chemical
Agent Extinguishment Systems shall be included.
2. Qualifications
a. The contractor shall:
i. Be fully competent in all areas of Chemical Agent Extinguishment System
installation, testing, maintenance, and repairs.
ii. Be engaged in the business of providing full time installation, repair, inspection
and testing services for Chemical Agent Extinguishment Systems and related
components.
iii. Have a minimum of 5 years of experience providing inspection and testing
services of Chemical Agent Extinguishment Systems, and repairs of same.
iv. Provide services on a 24/7/365 basis as requested by the City of Concord.
v. Have the ability to respond to an emergency service call within two (2) hours, and
routine service calls within five (5) business days.
vi. Ensure all inspectors are certified by NFPA and comply with all regulations as set
forth by NFPA, the State Fire Marshall, NH State Fire Code, and local
requirements as they pertain to the Chemical Agent Extinguishment Systems.
vii. Provide resumes and training certificates of inspectors to be assigned, and repair
technicians with certifications.
3. Conditions of the Work
a. The contractor shall schedule all inspections and repairs in advance through the City of
Concord's Representative or their designee (City).
RFP 09-26 Chemical Agent Extinguishment Systems Services 5

b. For expediency, City of Concord staff may accompany the contractor on the inspections
and repairs. City staff may assist, provide historical knowledge, reset fire alarm panels,
and check signals.
c. Inspection times will be limited to a time frame of 7:00 a.m. to 3:00 p.m., Monday
through Friday. Flex times may be scheduled with the City as needed.
d. Approval to proceed with repairs must be obtained from the City prior to the start of
work.
e. Every effort shall be made to coordinate work with other contractors associated with the
maintenance, repair, testing, and installation of interconnected life safety systems.
f. After award, the City may request additional maintenance, installation, repair, and
inspection as required. These proposals shall use the standard work hourly rate
contained in the pricing basis portion of this document.
g. The contractor shall give immediate notice to the City of any condition deemed
hazardous to staff and/or members of the community.
4. Documentation
a. Within sixty (60) days of the assignment of the contract the contractor shall provide a
comprehensive review of the suppression systems at the properties listed in the Service
Locations portion of this document. Details to include:
i. An itemized list of repairs, update requirements, or other items necessary to meet
required code compliance.
ii. Total cost of all equipment, parts, and labor charges to bring the system into code
compliance.
b. The contractor shall provide a written report, per NFPA 25 Standards, following each
inspection, to be reviewed with the City.
i. The contractor shall provide the inspection report to the City within five (5)
business days of the inspection.
ii. Inspection reports shall include an itemized list of repairs, update requirements,
or other items necessary to meet required code compliance.
iii. The report shall also include the total cost of all equipment, parts, and labor
charges to bring the unit into code compliance.
5. Contractor Personnel
a. All workers must be direct employees of the contractor. The use of sub-contracted
labor is not permitted unless approved in advance by the City.
b. The contractor shall be regularly engaged with their personnel throughout all services
outlined in this proposal. The contractor will designate an on-site Job Leader or
Foreman for each project to be the on-site representative of the contractor at all times
for the duration of the work.
c. The contractor shall have sufficient supervision, staff, equipment and materials to
address at least two (2) City responses simultaneously.
d. Any travel time for which a contractor is obligated to pay his employees should be
considered as part of overhead, and allowances for such, figured into the flat rates
quoted to the City.
e. While on City property:
i. All personnel shall observe all rules and regulations in effect at the City
governing safety and personal conduct.
ii. Contractor employees shall be subject to control of the City, but under no
circumstances, shall such persons be deemed employees of the City.
RFP 09-26 Chemical Agent Extinguishment Systems Services 6

iii. Contractor personnel shall not represent themselves or be considered as
employees of the City of Concord.
iv. Criminal background checks are mandatory for all personnel performing work
on certain City Buildings.
v. The contractor is required to take all reasonable steps to assure that their
employees do not represent a threat to the community. Failure to comply with
this requirement may result in immediate termination of any award or contract.
vi. The contractor shall remove from a City work place any of its employees who
are found to be unacceptable by the City. Such requests shall not be
unreasonable, are the sole decision of the City, and are not subject to
negotiation.
vii. The contractor shall provide proper identification for all contractor employees.
While on City premises, all contractor employees must wear attire that identifies
them as contractor's employee with identification visible from both the front and
the back.
viii. Vehicles shall be clearly identified as contactor's vehicles and be maintained in
a neat clean and sanitary condition. At least one person in each vehicle,
preferably the driver, must be able to speak, read and write the English
language. It shall be the contractor's responsibility to see that employees render
quiet and courteous service.
6. Procedural Requirements
a. The contractor shall comply with all procedural instructions that may be issued from
time to time by the City.
b. During the period of the contract, no changes are permitted in any of these conditions
and specifications unless the contractor receives written approval from the City.
c. Should the contractor find at any time that existing conditions make modification in
requirements desirable, he/she shall promptly report such matter to the City for
consideration and decision.
d. The contractor is responsible for properly disposing of any materials removed or
replaced. In addition, any areas disturbed should be restored to their original condition.
e. The City reserves the right to make all final decisions to determine whether repair or
replacement of any material of equipment included in the scope of the project.
f. All contracts between the awarded contractor and the City will be for the purpose of
setting prices and services to be provided and the term that they are valid. No minimal
amount of work will be guaranteed.
g. When the contractor is contacted by telephone or e-mail he/she shall respond within one
(1) business day.
h. The City shall approve, in writing, the contractor's accuracy and reasonableness of each
invoice submitted for payment.
i. The contractor shall not shut down any equipment unless permission is first obtained by
the City. The contractor shall comply with all federally mandated OSHA lockout/tag
out procedures.
j. It is the responsibility of the contractor to keep the City informed of the status of all
work in progress on a daily basis. The contractor shall supply, if requested by the City,
a written accounting including, but not limited to estimated completion date, material
delivery dates, and accrued and projected job costs. The failure to do so will delay
processing of invoices.
RFP 09-26 Chemical Agent Extinguishment Systems Services 7

k. The contractor may not assign sell or sub-contract its obligations under the contract to
any third party without prior approval in writing by the City.
l. In the event that the contract is terminated either by contract expiration or by voluntary
termination by the City, the contractor must continue all services until new services
become completely operational or new service provider is in place.
m. The contractor is advised that asbestos and other hazardous substances may be present
on the City's buildings.
i. In encountering any of these known or suspected hazardous substances, the
contractor must stop work immediately notify the City and follow the City's
directions or instructions.
ii. The contractor must comply with all State and federal regulations regarding
handling and disposal of all contaminated waste materials generated on the job
site.
iii. Safety Data Sheets (SDS) must be furnished on all products/materials, which
require them under the provisions of the New Hampshire "Right to Know" law
(RSA 277-A) or the OSHA Hazard Communications Standard.
n. The contractor, or his authorized representatives, shall meet periodically with the City
to discuss the services and to make amendments or changes in procedures and
operations as may be found necessary.
o. There will be a meeting with the successful contractor and the City within ten (10)
business days of the award of the contract.
p. The contractor shall comply with all federal, state or local laws now in effect or
hereinafter promulgated which apply to the operations herein specified.
7. Contractor's Property
a. The contractor shall adequately secure and protect his/her own tools, equipment,
materials and supplies. The City assumes no liability for any damage, theft or negligent
injury to the contractor's property or to the property of his/her employees, agents or sub-
contractors.
b. Upon completion of the work, the contractor shall remove all his/her tools, construction
equipment, machinery, temporary staging, false work, formwork, shoring, bracing,
protective enclosures, scaffolding, stairs, chutes, ramps, runways, hoisting equipment,
etc. from the project site.
8. Guarantee
a. The contractor shall fully guarantee all workmanship and products furnished and
installed under this contract against defect for two (2) years after completion. Defects
will be repaired or replaced at no charge to the City.
b. The contractor shall supply the City with all warranty information whether it be
expressed or implied.
c. All equipment, parts and/or supplies used shall be new and original equipment
manufacturer (OEM) or equivalent, as determined by the City.
RFP 09-26 Chemical Agent Extinguishment Systems Services 8

Service Locations
Location - Concord, Hand Portable
Property Fixed Agent System Type
NH 03301 Extinguishers
Police Headquarters and Garage 35 Green Street 1 Enclosed Space FA 20
City Hall 41 Green Street NONE 11
Auditorium 2 Prince Street NONE 10
Public Library 45 Green Street NONE 20
General Services Admin COMF 311 N. State Street 1 Fuel Station FA 32
Douglas Everett Arena 15 Loudon Rd. 1 Exhaust Hood FA 9
Capital Commons Garage 75 Storrs Street NONE 2
Durgin Block Garage 17 School Street NONE 2
Firehouse Block Garage 19 N. State Street NONE 1
Community Center - Green Street 39 Green Street NONE 4
Community Center/Ward House 41 West Street NONE 2
Snow Removal Equipment Building 34 Regional Drive NONE 2
Concord Airport - 5 Buildings Airport Rd NONE 20
City Pools - 7 Locations Various NONE 7
Public Properties Shop 125 Hall St. NONE 6
City Hall Annex 39 Green St. NONE 5
Penacook Library 76 Community Drive NONE 1
Concord Water Treatment Plant 53 Hutchins St. NONE 30
Concord Water Pump Station 2 200 N. Pembroke Rd. NONE 1
Concord Water Pump Station 3 181 Penacook St. NONE 2
Concord Water Pump Station 5 2 Broad Cove Dr. NONE 2
Concord Water Pump Station 6 115 Mountain Road NONE 1
Hall Street Wastewater Plant 125 Hall St. NONE 35
Penacook Wastewater Plant 7 Penacook St. NONE 15
E. Concord Wastewater Pump Station 71 Eastman St. NONE 3
Gateway Wastewater Pump Station 270 Loudon Rd. NONE 1
Chenell Dr. Wastewater Pump Station 27 Chenell Dr. NONE 1
Development Zone 5 Wastewater PS 29 12 Oakmont Dr. NONE 2
Fire Training Building 109 Old Turnpike Rd. NONE 3
City-Wide Community Center 14 Canterbury Road 1 Exhaust Hood FA 13
Merrimack Lodge at White Park 1 White Street 2
White Park Maintenance Building 1 White Street 3
Beaver Meadow Golf Course 1 Beaver Meadow Dr. 1 Exhaust Hood FA 9
Totals 5 277
RFP 09-26 Chemical Agent Extinguishment Systems Services 9

GENERAL TERMS AND CONDITIONS
All Respondents are required to review the full terms and conditions prior to submitting a proposal in
response to this RFP. The T&Cs can be found on the City's FTP site at https://ftp.concordnh.gov
Account: vendor
Password: Concord1
You must acknowledge receipt of the General Terms and Conditions dated April 20, 2026 as part of
your proposal submission on page 15 of this document.
SPECIAL TERMS & CONDITIONS
I. GENERAL:
It is the intent of the City of Concord to enter into an agreement with one contractor to provide
maintenance, installation and repair services for Chemical Agent Extinguishment Systems in multiple
locations throughout the City. Authorized City employees may request these services for their
department/division upon proper notification and by providing the vendor with a current and valid
Purchase Order/Purchase Order #. A separate purchase order will be issued by the City for each
service requested. The pricing for any items/equipment/services not detailed by this RFP and later
requested by the City shall be negotiated with the successful contractor.
II. PERIOD OF CONTRACT:
The period of performance of this contract shall be for three (3) years, subject to the appropriation of
funds by the Concord City Council, beginning July 1, 2026. This contract shall be renewable, by
mutual agreement, for:
A. One additional two (2) year period; or
B. Up to two (2) additional one (1) year periods; or
III. PROPOSAL EVALUATION AND CONTRACT AWARD:
Each proposal will be evaluated using the following criteria:
A. Experience, professional capability, reputation and past performance of the firm and project
manager
B. The firm's ability to perform the stated work within the required response times, taking into
consideration current and projected workloads.
C. Price
D. Submission of Required Documents
Please refer to the Proposal Evaluation Form at the end of this document for the scoring matrix.
IV. INVOICING:
At the end of the month, the successful contractor shall submit a detailed invoice in duplicate
(including an item by item listing with the items/equipment/services purchased, date of service, list
price, net price, hourly rates, extensions and total due) for all maintenance, installation and repair
RFP 09-26 Chemical Agent Extinguishment Systems Services 10