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

Location:	California
Posted:	May 15, 2026
Due:	May 20, 2026
Agency:	Hayward Unified School District
Type of Government:	State & Local
Category:	H - Quality Control, Testing, and Inspection Services J - Maintenance, Repair, and Rebuilding of Equipment
Publication URL:	To access bid details, please log in.

Bid No. 26.010Fire Alarm Inspections and Repairs - Districtwide Maintenance Services
Project Description	The District is soliciting bids from well qualified bidders to provide labor, equipment, tools, vehicles, and materials necessary for Fire Alarm System Services to include but not limited to: testing, certifying, servicing, maintaining and repairing Fire Alarm Systems owned and/or leased and operated by the Hayward Unified School District.
Mandatory Pre-Bid Conference	May 7, 2026 at 10:00AM at HUSD 24411 Amador St Hayward Ca 94544, Ca 94544
Questions Due	May 12, 2026 at 10:00AM
Contact for Questions	vcoronado@husd.k12.ca.us
Bid Due Date and Time	May 20 , 2026, at 10:00AM
Bid Submittal Location	Hayward Unified School District Purchasing Department 24411 Amador Street Hayward, CA 94544

Addenda

26.010 Addenda 5/15/26

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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

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

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

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