Bid No. 26.010 Fire Alarm Inspections and Repairs - Districtwide Maintenance Services Addenda

Hayward Unified School District
Purchasing Department
24411 Amador Street, Hayward, CA 94544
BID # 26.010
Bid Name/Project: Fire Alarm Inspections and Repairs - Districtwide
Maintenance Services
Addenda# 1 - 5/15/26
(Total of 4 pages including attachments)
CLARIFICATIONS
1. Section Exhibit B
a REMOVE: "26.010 Exhibit B Remove Document(s) in its entirety"
b REPLACE WITH: "26.010 Revised by Addenda 1 5/15/26 Exhibit B"
2. Section Bid Form
c REMOVE: "26.010 Bid Form Remove Document(s) in its entirety"
d REPLACE WITH: "26.010 Revised by Addenda 1 5/15/26 Bid Form"
REQUEST FOR INFORMATION/OTHER
1. Question: After-Hours / Overtime Service Rates During the pre-bid meeting, it was
mentioned that certain campuses or system access may be better suited for
after-hours work. The bid form currently provides only Regular Hourly Repair Rates
and Emergency Hourly Repair Rates.
Response: See Revised Exhibit B
2. Question: Should after-hours, overtime, weekend, or holiday work be billed under
the Emergency Hourly Rate?
Response: See Revised Exhibit B
3. Question: Or does the District intend for after-hours labor to be billed at the
standard hourly repair rate?
Response: Labor should be billed based on the time shift options listed
4. Question: Minimum Billable Service Time Please clarify whether the District
permits a minimum billable onsite service duration for dispatched repair calls,
particularly for after-hours or emergency responses.
Response: Repair calls should be a minimum of 1 hour billable, after hour/
emergency responses have a minimum of 4 billable hours.
5. Question: Would the District accept a standard four (4) hour minimum for onsite
dispatches?

Response: No
6. Question: Device Lists / System Documentation - Will the awarded contractor(s)
be provided:
Current device inventory lists per campus
Existing fire alarm plans/as-builts
Panel programming backups
Sequence of operations documentation
Previous inspection reports and deficiency records
Response: All documents that the district has including prior reports will be
shared along with any work relating to the project to redesign systems at 15 sites.
7. Question: Access Coordination / Keys / Escorts Please clarify how site access
will be coordinated for service calls, including:
Key access or Knox access availability
Requirement for District escorts
Procedures for after-hours campus entry
Responsibility for delays caused by inability to access secured areas or locked
rooms
Response: The district will either provide a site key or an escort for site visits, we will
provide procedures on how to access the site depending on the time of day and
school calendar.
8. Question: Billable Waiting Time If technicians are onsite and delayed waiting for:
District staff
Campus personnel
Security access
Monitoring company coordination
Fire department reset authorization
Elevator vendor or HVAC vendor coordination
Will that waiting/coordination time be considered billable labor time?
Response: Yes, that would be billable hours if the meeting has been coordinated in
advance.
9. Question/Response: Central Station / Monitoring Coordination Please clarify the
expected contractor responsibility related to:
Placing systems on test Required
Coordinating with monitoring providers No
False alarm reset coordination Required
Required communication with central station vendors Required
Documentation required before restoring systems to service Required
10. Question/Response: Documentation / Drawings / Reporting Expectations
During the meeting there was discussion regarding additional documentation,

drawings, and system records. Please clarify whether the following are considered
billable services outside standard inspection pricing:
Creation or updating of as-built drawings Yes
Device mapping Yes
Panel programming documentation Yes
CAD drafting Yes
Labeling corrections Yes
Inventory verification Yes
Deficiency reporting beyond standard inspection forms Yes
11. Question: Remote / Offsite Technical Support Please clarify whether remote
troubleshooting, offsite programming review, report preparation, coordination calls,
and administrative support are considered billable labor under the contract.
Response:Remote troubleshooting, offsite programming review would be billable
12. Question/Response: Obsolete or Unsupported Systems Several systems
appear to vary in age and manufacturer. Please clarify how the District would like
contractors to handle:
Obsolete or unsupported fire alarm equipment Provide recommendations
Panels with unavailable replacement parts Provide recommendations
Systems where programming software or passwords are unavailable Reset to
default and re-program
13. Question/Response: Scope Boundary for Repairs vs. Improvements Please
confirm whether the awarded contractor is expected to perform:
Break/fix repairs only Yes
Minor replacements Yes
System upgrades Yes
Full panel replacements No
Design/build modernization work No
14. Question/Response: Inspection Deficiency Repairs If deficiencies are identified
during annual inspections:
Will repairs require separate approval prior to correction? No
Is there a spending threshold requiring written authorization? Yes
Should repair proposals be submitted time-and-materials or lump sum? Time &
Material
15. Question: Existing Manufacturer Standards Please clarify whether the District has
any formal written manufacturer or platform standards for future repairs or
replacement work.
Response: This is in development.

16. Question: I noticed that of the 15 schools listed, only Park Elementary shows
devices. Will an updated addendum be issued to list the field devices for the
remaining schools?
Response: The information provided is what is currently known.
17. Question: Can you please confirm whether the fire alarm report is required to be
uploaded to The Compliance Engine?
Response: No, it merely needs to be submitted to the district