KSU - Fire Sprinkler System Repair and Maintenance Services

Kennesaw State University

Department of Environmental Health & Safety

Request for Qualified Contractors (RFQC) Specifications

Fire Sprinkler System Repair and Maintenance Services

2026

Event ID: PE-54300-RFQC-2027-000000126

Table of Contents

1.0 Introduction and Purpose

2.0 Procurement and Contract Administration Requirements

3.0 Applicable Laws, Codes, Standards, and Definitions

4.0 University Operating Environment

5.0 General Scope of Services

6.0 Maintenance Requirements

7.0 Repair, Corrective Action, and Deficiency Management

8.0 Impairment Management and Emergency Response

9.0 Scheduling, Access, and Campus Coordination

10.0 Reports, Records, Asset Inventory, and Technology Requirements

11.0 Contractor Qualifications, Licensing, Staffing, and Conduct

12.0 Safety, Work Controls, and Protection of University Operations

13.0 Parts, Materials, Warranty, and Quality Assurance

14.0 Pricing, Cost Sheets, Invoicing, and Award Considerations

15.0 Selection Process

16.0 Proposal Submittal Requirements

17.0 Statement of Qualifications - Submission Format and Requirements (Response to Request for Qualifications or "RFQ")

18.0 Live Presentation / Presentation Format & Final Evaluation

19.0 Additional Information

Appendix A - Repair Labor and Common Parts Price Schedule

Appendix B - Deficiency Priority Matrix and Deliverable Timeline

Appendix C - Required Truck Stock List

1.0 Introduction and Purpose

Kennesaw State University (KSU or the University) seeks proposals from qualified, licensed fire protection sprinkler contractors to provide repair, maintenance, and emergency services for the University's water-based fire protection systems. The services are intended to maintain system reliability, support code compliance, reduce fire/life-safety risk, and provide timely documentation for the University and Authorities Having Jurisdiction (AHJs).

The Contractors shall furnish all labor, supervision, tools, equipment, instruments, lifts, testing devices, gauges, replacement parts, tags, labels, reports, transportation, disposal, permits, coordination, and incidentals necessary to perform the services described herein. Services shall be scheduled and executed in a manner that supports continuous University operations and protects occupied academic, research, residential, athletic, dining, library, assembly, and administrative spaces.

The specifications are organized to mirror the University's prior fire suppression service RFP structure, including general requirements, system-specific service requirements, contractor qualifications, reporting, pricing, and appendices for inventory and cost sheets.

2.0 Procurement and Contract Administration Requirements

2.1 Procurement compliance

The procurement process and resulting contract shall be administered in accordance with applicable State of Georgia procurement requirements, University System of Georgia and institutional purchasing policies, the Georgia Procurement Manual, and the solicitation instructions issued by the University.

2.2 Order of precedence

If any conflict exists between this technical specification and the University's standard solicitation instructions, contract terms, insurance requirements, or addenda, the procurement documents and addenda issued by the University shall control. Technical requirements shall not waive any statutory, regulatory, procurement, insurance, indemnity, bonding, security, background check, or campus access requirement.

2.3 Term

The anticipated contract term shall be an initial one-year term with up to four one-year renewal options, subject to satisfactory performance, availability of funds, and mutual written agreement. The University may add or delete buildings, systems, devices, and services during the contract term at the awarded unit rates.

2.4 Quantities

Inventory quantities, building lists, device counts, and system descriptions are estimates. Payment shall be based on actual authorized services performed, accepted reports, and approved invoices.

2.5 Permits, notifications, and fees

The Contractor shall obtain and comply with permits, notices, impairment notifications, fire watch coordination, utility shutdown approvals, hot work permits, confined space permits, lift permits, road/sidewalk closure coordination, and other authorizations required by the University or AHJ. Unless specifically stated otherwise in the solicitation, routine permit fees and administrative coordination costs shall be included in the pricing.

2.6 No unauthorized work

The Contractor shall not perform chargeable repair work outside the routine scope without written authorization from the University, except for emergency stabilization needed to protect life safety or property where prior authorization cannot reasonably be obtained. Emergency work shall be reported immediately and documented in writing.

3.0 Applicable Laws, Codes, Standards, and Definitions

3.1 Minimum compliance

Services shall comply with all applicable federal, State of Georgia, local, University, NFPA, manufacturer, and AHJ requirements. Where requirements differ, the more stringent requirement shall apply unless otherwise directed in writing by the AHJ.

3.2 Georgia requirements

The Contractor shall comply with the Rules and Regulations of the Georgia Safety Fire Commissioner, including Chapter 120-3-3, Rules and Regulations for the State Minimum Fire Safety Standards, and Chapter 120-3-19, Rules and Regulations for Enforcement of the Georgia Fire Sprinkler Act. Georgia Chapter 120-3-19 requires water-based fire protection system repairs and maintenance to be performed in accordance with NFPA 25 as adopted by the Georgia Safety Fire Commissioner and limits such work to properly licensed inspectors, certificate of competency holders, or qualifying owner representatives as applicable.

3.3 Standards

At a minimum, work shall conform to the current edition as adopted and amended by Georgia, or the edition required by the AHJ, of the standards listed in Appendix A. Work shall also comply with the approved design documents, original acceptance test records, hydraulic data plates, manufacturer instructions, and site-specific impairment procedures.

3.4 Definitions

For purposes of this specification, water-based fire protection systems include automatic sprinkler systems, standpipe and hose systems, fire pumps, water storage tanks, private fire service mains, hydrants, valves, backflow prevention assemblies serving fire protection, fire department connections, pressure-regulating devices, pre-action/deluge releasing components, dry pipe systems, and other appurtenances governed by NFPA 25 or the applicable adopted standard.

3.5 Baseline limitation

NFPA 25 establishes minimum maintenance requirements for existing systems. This RFP does not transfer the Contractor's responsibility to identify impairments, code-significant defects, noncompliant field conditions, missing documentation, or conditions that require engineering review, AHJ notification, or repair authorization.

4.0 University Operating Environment

KSU operates a complex higher education environment with multiple campuses, high pedestrian activity, academic calendars, special events, residence halls, research laboratories, studios, athletic venues, dining facilities, mechanical spaces, parking structures, and administrative buildings. The Contractor shall plan work to minimize disruption and protect students, faculty, staff, visitors, research, animals, collections, equipment, and building operations.

Multiple campuses and dispersed buildings requiring coordinated scheduling, check-in/check-out, parking, access control, and escorting where required.

Occupied academic spaces where audible alarms, water discharges, drain tests, and access to classrooms must be planned around instruction, exams, events, and quiet periods.

Residence halls and apartments where life-safety systems must remain reliable, impairments must be tightly controlled, and resident communications may be required.

Research laboratories, chemical storage rooms, maker spaces, cleanrooms, machine shops, vivaria, data rooms, and other special hazards where system shutdowns or water discharge can create research, environmental, security, or business continuity impacts.

Buildings with legacy systems and newer systems requiring careful record review, condition assessment, device labeling, and prioritization of corrective actions.

Weather-sensitive exterior components, freezing exposure, corrosive environments, and concealed or difficult-to-access valves and drains.

5.0 General Scope of Services

5.1 Included services

The Contractor shall provide maintenance; authorized repairs; emergency response; impairment support; and reporting for all covered water-based fire protection systems.

5.2 Included system categories

Covered system categories may include, without limitation:

Wet pipe sprinkler systems, including zone control assemblies, floor control assemblies, gauges, inspectors test connections, drains, check valves, waterflow devices, valve supervisory devices, spare sprinkler cabinets, and sprinkler heads.

Dry pipe sprinkler systems, including dry valves, quick-opening devices, air compressors, nitrogen generators where present, low-air alarms, auxiliary drains, drum drips, heated enclosures, and dry system trip testing.

Preaction and deluge systems, including releasing panels/interfaces, detection interfaces, solenoids, pneumatic/electric release components, fire alarm interface coordination, and no-flow/full-flow trip testing as required.

Standpipe and hose systems, including Class I/II/III standpipes, hose valves, pressure-regulating devices, fire department connections, flow tests, and hydrostatic tests.

Fire pumps, drivers, controllers, transfer switches, jockey pumps, suction/discharge components, test headers, flow meters, relief valves, packing glands, batteries, and pump rooms.

Private fire service mains, post indicator valves, underground and exterior valves, hydrants, sectional valves, valve pits, fire department connections, and associated signage and accessibility.

Backflow prevention assemblies serving fire protection systems, where included by the University and where technician licensing permits such work under Georgia and local requirements.

Corrosion monitoring points, internal pipe assessments, obstruction investigations, and impairment support activities as requested.

sprinkler system acceptance testing for new construction,

5.3 Exclusions unless authorized

New system design, major renovations, engineering analysis, fire alarm panel programming, hazardous materials remediation, asbestos/lead disturbance, civil utility excavation, and fire watch staffing are excluded unless specifically authorized in writing through a purchase order, contract amendment, or separate project authorization.

6.0 Maintenance Requirements

6.1 General

The Contractor shall have the capability and capacity to perform testing and maintenance in emergency and urgent situations as they arise and in the manner required by NFPA 25, Georgia amendments, the AHJ, manufacturer instructions, and the approved University schedule. The Contractor shall provide all test equipment and shall calibrate gauges, flow meters, torque tools, and other instruments in accordance with the manufacturer's recommendations.

6.3 Wet pipe sprinkler systems

Services may include , as applicable:

Replacment of control valves, gauges, waterflow switches, supervisory switches, drains, FDCs, signs, spare sprinkler cabinets, and visible piping/components.

Conduct main drain tests, inspectors test/waterflow tests, alarm interface coordination, valve tamper tests, and other required functional tests.

Repair sprinklers for leakage, corrosion, loading, damage, field paint, obstruction, and improper clearance; report sprinkler replacement needs.

Verify spare sprinkler cabinet contents, correct sprinkler types and quantities, sprinkler wrench availability, and labeling.

Document hydraulic nameplate data, system type, riser location, control valve location, water supply test data if available, and observed changes in occupancy or hazard.

6.4 Dry pipe sprinkler systems

In addition to general sprinkler requirements, services may include dry valve inspection, air/nitrogen supply inspection, low-air alarm testing, priming water level checks, auxiliary drain/drum drip verification, enclosure heat verification, annual partial-flow trip testing, full-flow trip testing at required intervals, valve reset, and post-test restoration. The Contractor shall identify auxiliary drains that require winterization or attention and provide written guidance for frequency and responsibility.

6.5 Pre-action and deluge systems

Repair services may include inspection and testing of detection/releasing interfaces, solenoids, releasing panels, supervised circuits, pneumatic/electric release components, manual releases, waterflow alarms, supervisory signals, valve operation, and no-flow/full-flow trip testing as required. Testing shall be coordinated with fire alarm vendors, building occupants, research stakeholders, and IT/data center stakeholders when applicable. The Contractor shall prevent accidental water discharge and shall use approved test modes, disablements, and restoration protocols only with university authorization.

6.6 Standpipe and hose systems

Services may include replacement and/or service valves, hose connections, pressure-regulating devices, caps, threads, signage, cabinets, FDCs, drains, and visible piping; flow testing; hydrostatic testing; and corrective recommendations. Pressure-regulating devices shall be tested at required intervals and documented with inlet/outlet pressures, flow, settings, and pass/fail results.

6.7 Fire pumps

Services may include servicing equipment deficiencies:

6.8 Private fire service mains and hydrants

Services shall include replacement and/or service of exterior control valves where included, lubrication, cap/thread, drainage observation, flow testing where authorized, and documentation of accessibility, bollard protection, obstruction, leaks, or needed repairs. Work affecting public or campus roads, sidewalks, utilities, or landscaping shall be coordinated in advance.

6.10 Gauges, sprinklers, and component testing

The Contractor may replacement and/or service gauges due for replacement or calibration, sprinklers requiring sample testing or replacement, components subject to age-based testing or replacement, and obstruction investigation. Recommended actions shall cite the applicable standard requirement and include cost estimates where practical.

6.11 Obstruction investigation and internal assessments

The Contractor shall recommend obstruction investigations when required by NFPA 25 triggers or when field conditions indicate possible blockage, including foreign material, MIC, tuberculation, scale, ice, construction debris, or impaired water supply.

6.13 Restoration

At the conclusion of any test, drain, trip, valve operation, or repair, the Contractor shall verify that systems are restored to service, valves are open/locked/supervised as required, alarms are re-enabled, fire alarm panels are restored, drains are closed, pressures are normal, air/nitrogen supplies are stable, impairment tags are removed only when appropriate, and the University representative is notified.

7.0 Repair, Corrective Action, and Deficiency Management

7.1 Deficiency identification

All deficiencies shall be documented in writing, classified by priority, tied to a building/system/component, and supported by photographs where useful. Reports shall clearly distinguish between impairments, critical deficiencies, non-critical deficiencies, recommendations, and owner/administrative items. Kennesaw State University shall provide all requests for repair and deficiency identification.

7.2 Repair proposals

For deficiencies not included in set contract rates, the Contractor shall provide a written repair quote including labor category, estimated hours, parts/materials, equipment, lift/scaffold needs, subcontractors if any, schedule, shutdown/impairment impacts, and warranty. Quotes shall cite the underlying code, standard, manufacturer requirement, or good practice rationale.

7.3 Repair quality

Repairs shall be performed using listed/approved parts compatible with the existing system and installed in accordance with approved methods, manufacturer instructions, NFPA standards, Georgia requirements, and AHJ expectations. Any modification affecting system design, hydraulic characteristics, hazard classification, water supply, or system coverage shall be flagged for University review and, where required, design professional/AHJ review.

7.4 Documentation of completed repairs

Completed repair documentation shall include before/after photographs where practical, parts used, technician name/license, date, system restored status, tests performed after repair, remaining deficiencies, and updated inventory data.

8.0 Impairment Management and Emergency Response

8.1 Impairment procedures

The Contractor shall comply with the University's fire protection impairment program and NFPA 25 impairment requirements. Planned impairments shall be requested in advance and shall not begin until approved by the University. Unplanned impairments shall be reported immediately.

8.2 Notifications

The Contractor shall notify the University EHS contact, Facilities contact, building representative, fire alarm monitoring center, insurer, and other parties as directed by the University impairment procedure. The Contractor shall provide impairment tags and assist with fire watch recommendations when required.

8.3 Emergency response

The Contractor shall provide 24 hours per day, seven days per week emergency service. Unless otherwise negotiated, response shall meet the following minimums: phone acknowledgment within 30 minutes; on-site response within two hours for active leaks, impaired systems, fire pump failure, or critical life-safety conditions during normal business hours; and on-site response within four hours after hours for critical conditions. Non-emergency service calls shall be acknowledged within one business day and scheduled by priority.

8.4 Emergency stabilization

Emergency work shall prioritize life safety, water damage mitigation, restoration of protection, safe isolation, and timely communication. The Contractor shall not leave a system impaired without written notification, impairment tag, temporary protection recommendation, and documented restoration plan.

9.0 Scheduling, Access, and Campus Coordination

9.1 Work hours

Routine work shall generally occur Monday through Friday during normal University business hours, unless after-hours work is approved or required to avoid disruption. Work in classrooms, event venues, residence halls, research spaces, data rooms, dining facilities, and sensitive spaces may require early morning, evening, weekend, intersession, or academic-break scheduling.

9.3 Access

Contractor personnel shall sign in/out as required, wear company uniforms and visible identification, carry University-issued access credentials where issued, and comply with key, card access, parking, escort, restricted area, lab safety, residence hall, and security requirements. The Contractor shall not prop doors, disable access controls, enter restricted areas without authorization, or share access credentials.

9.4 Occupant communication

For work involving alarms, waterflow, testing noise, fire pump operation, drain discharge, road closures, room entry, or visible impairment, the Contractor shall support University communications by providing dates, times, locations, impacts, and required occupant actions in advance. Unless the work is an emergency, contractor shall provide at least two days of advance notice to the University such work.

9.5 Protection of spaces

Before draining, tripping, flowing, or repairing systems, the Contractor shall verify discharge paths, floor drains, weather conditions, freeze potential, sensitive equipment, research materials, electrical hazards, ceiling conditions, and housekeeping needs. The Contractor is responsible for damage caused by negligent discharge, inadequate hose routing, failure to protect finishes/equipment, or failure to restore systems properly.

10.0 Reports, Records, Asset Inventory, and Technology Requirements

10.1 Reporting timeline

Requested repair reports shall be submitted electronically within seven working days after completion of each building/system service. Critical impairments and urgent life-safety deficiencies shall be reported immediately by phone/email and followed by written documentation within 24 hours.

10.2 Report contents

Reports shall include, at minimum: University building name/number; campus; system type; riser/valve/pump location; asset ID/barcode; inspection/test date; technician name and license/certificate number; tasks performed; results; measured values; pass/fail status; deficiencies; impairment status; corrective action recommendations; photographs; next due dates; and restoration confirmation.

10.4 Record retention

The Contractor shall maintain service records for the duration required by NFPA standards, Georgia requirements, the AHJ, and the University, and shall provide copies upon request. At contract closeout or transition, the Contractor shall provide a complete electronic record set and current asset inventory to the University.

10.5 Data format

Reports shall be provided in PDF plus editable Excel/CSV format.

11.0 Contractor Qualifications, Licensing, Staffing, and Conduct

11.1 Company qualifications

The Contractor shall be regularly engaged in the maintenance and repair of water-based fire protection systems and shall have demonstrated experience with higher education, healthcare, government, industrial, or other complex multi-building institutional environments.

11.2 Required Georgia licensing

The Contractor shall maintain all licenses, certificates of competency, permits, registrations, and business licenses required by the State of Georgia, the Office of Insurance and Safety Fire Commissioner, local jurisdictions, and applicable trades. Personnel performing maintenance, repair, alteration, or design-related functions shall hold the required licenses/certifications for their assigned work.

11.3 Minimum experience

The Contractor shall have at least five years of documented organizational experience providing water-based fire protection system inspection, testing, and maintenance and repair services. Assigned field technicians shall have at least three years of direct field experience with the systems serviced, unless working under direct supervision of a qualified lead technician. The lead technician/project manager shall have at least five years of supervisory or lead experience and demonstrated familiarity with NFPA 25 documentation. Kennesaw State University reserves the right to choose or ask for a replacement technician or contractor, if deemed necessary.

11.4 Certifications

Technicians shall hold applicable Georgia fire protection system inspector licenses/certificates and/or NICET, NFPA Certified Water-Based Fire Protection System maintenance, manufacturer training, backflow testing credentials, pump testing qualifications, or other credentials relevant to the work proposed. Copies shall be submitted before work begins and upon renewal.

11.5 References

Proposals shall include at least three references from higher education, healthcare, government, or similarly complex multi-building clients served within the past five years, including scope, contract term, number of buildings/systems, and contact information.

11.6 Personnel conduct

Personnel shall behave professionally, comply with University policies, refrain from disruptive conduct, protect confidential information and restricted areas, and follow all campus safety, parking, tobacco, weapons, harassment, discrimination, and security policies. The University may require removal of any personnel for cause.

12.0 Safety, Work Controls, and Protection of University Operations

The Contractor shall perform work safely and in compliance with OSHA, University safety requirements, NFPA standards, manufacturer instructions, and industry best practices. The Contractor shall provide appropriate personal protective equipment, fall protection, lockout/tagout, electrical safety controls, hot work controls, confined space controls, ladder/lift safety, traffic control, housekeeping, and hazard communication. Contractor shall complete the mandatory KSU Contractor Safety Orientation training.

Coordinate laboratory, animal facility, cleanroom, mechanical/electrical room, roof, tunnel, confined space, and restricted-access work before mobilization.

Protect floors, walls, ceilings, elevators, furniture, equipment, research materials, computers, records, library collections, exhibits, and sensitive contents from water, dust, impact, and contamination.

Use approved drain discharge locations and hoses. Do not discharge to landscaped areas, roofs, storm drains, sanitary drains, streets, or interior spaces without approval.

Maintain clear egress, fire lanes, fire hydrant access, FDC access, and emergency vehicle access during work.

Immediately clean work areas, remove debris, and restore access panels, ceiling tiles, valve covers, and finishes disturbed by the work.

13.0 Parts, Materials, Warranty, and Quality Assurance

13.1 Materials

Replacement components shall be new, listed/approved, compatible with the installed system, and equal to or better than existing components. Used, salvaged, counterfeit, non-listed, or incompatible parts are prohibited unless specifically approved in writing by the University and AHJ where applicable.

13.2 Warranty

The Contractor shall warrant labor for at least one year and parts for the manufacturer warranty period or one year, whichever is longer, unless a longer warranty is offered in the proposal. Warranty work shall be scheduled promptly and shall not be billed to the University unless damage was caused by others or conditions outside the Contractor's control.

13.3 Quality assurance

The University may audit reports, observe tests, request retests, verify technician credentials, inspect completed repairs, and reject incomplete or inaccurate reports. Defective, incomplete, or noncompliant work shall be corrected at no additional cost.

13.4 Subcontractors

Subcontractors shall be identified in the proposal or approved in writing before use. Subcontractors shall meet the same licensing, insurance, background check, safety, and conduct requirements as the prime Contractor. The prime Contractor remains fully responsible for subcontractor performance.

13.5 Parts

All repair vehicles must be outfitted with the basic parts and tools listed in Appendix C.

14.0 Pricing, Cost Sheets, Invoicing, and Award Considerations

14.1 Pricing format

Bidders shall submit pricing using the cost sheet structure in Appendices B and C. Pricing shall include all labor, supervision, travel, mileage, parking, tools, testing equipment, tags, labels, routine minor materials, reporting, administrative costs, profit, overhead, shipping, freight, and other costs necessary to perform the described services unless a line item expressly permits separate pricing.

14.2 Unit pricing

Unit pricing shall remain firm for the contract year. Renewal-year rate increase must not exceed 5% year over year, shall be stated in the proposal and subject to University approval.

14.3 Repairs

Repairs shall be billed at awarded labor rates plus approved parts/material prices or quoted lump sums approved in advance. Emergency premium rates shall be listed in Appendices B & C. Travel time, mobilization, minimum charges, equipment rental, lift charges, subcontractor markups, and after-hours premiums shall be identified in the proposal.

14.4 Invoicing

Invoices shall be itemized by building, system, task, purchase order, date of service, technician, and report reference. The University may withhold payment for incomplete reports or invoices, missing restoration confirmation, unresolved invoice discrepancies, or unauthorized work.

14.5 Evaluation considerations

Awards may consider overall cost, qualifications, licensing, institutional experience, staffing depth, emergency response capability, reporting quality, technology platform, references, safety performance, schedule approach, and demonstrated understanding of higher education operations. The University will award the contract to 2-4 contractors and will be under no obligation to award work on contract. A contract will be issued for an indefinite amount of 'as needed' orders named 'Task Orders.' Each Task Order consists of a Task Order Agreement, with attachments, together with the Master Task Order Contract. The maximum aggregate amount of Task Order Agreements issued, including Change Orders, shall not exceed $100,000.00 for this contract."

15.0 Selection Process

15.1 Georgia Code Title 50 Chapter 22

Selection of the Task Order Contractor will be a multi-step process. KSU will follow the requirements of Georgia Code Title 50 Chapter 22 with respect to the selection of a Task Order Contractor for the proposed project.

15.2 Selection Committee

The selection of the successful Task Order Contractors will be by a Selection Committee comprised of appropriate representatives of KSU. Your contact for information and clarification about the Project must be limited to the chair of the Selection Committee, as identified in 15.1.1.c, below.

15.3 Statements of Qualifications

The Selection Committee will receive and review Statements of Qualifications and performance data in response to the RFQ. Review of responses by Selection Committee members will result in a shortlist of firms to be interviewed. Responses to the RFQ will be evaluated first against a set of weighted criteria, provided below, to determine those firms most qualified and suited for this project. Qualifications alone will narrow the field to a shortlist of finalist firms who will be invited to be interviewed. RFQ responses will be due by the time and date shown in the Schedule of Events (Section 15.3), at the email address shown in Section 15.1.1.a, below.

15.4 Interview of Shortlisted Firms

Firms shortlisted will be invited to present a statement of qualifications as part of their interview with the Selection Committee. As a major part of the interview, the Selection Committee will ask questions of each firm about their qualifications and their team.

15.5 Final Ranking of Shortlisted Firms

Candidates interviewed will be ranked, with the highest-ranked firms selected to enter into contract negotiations. Ranking will be based solely on qualifications.

15.6 Pre submittal conference

Pre-submittal conference will not be held.

16.0 Proposal Submittal Requirements

Proposals shall include the following technical and cost information in the order listed below. Failure to provide required information may result in the proposal being deemed nonresponsive or lower-rated, subject to the solicitation instructions.

Cover letter and acknowledgement of addenda.

Company profile, years in business, Georgia licensing information, and service office location responsible for the University account.

Project manager and lead technician resumes, licenses, certifications, and assigned roles.

Description of relevant higher education, government, healthcare, or multi-building institutional experience.

At least three client references for similar services performed within the past five years.

Approach to scheduling, campus coordination, impairment management, and emergency response.

Sample repair reports, and customer portal screenshots if applicable.

Completed cost sheets in Appendices A & B, including all assumptions and exclusions.

Disclosure of subcontractors, conflicts of interest, exceptions to specifications, and any value-added services.

16.1 Submittal Instructions

16.1.1 Statement of Qualifications

Please refer to Section 17 for further instructions on the Request for Qualifications format. No submittals will be accepted after the time set for receipt in the Schedule of Events (Section 16.3). Qualifications will be submitted electronically via email to Alex Lehocky @ . It is strongly recommended that the submitter follows up with email confirming submission has been received.

Except for submission of questions, discussed further below, proposers shall not contact any members or employees of the Owner or KSU regarding any aspect of this procurement until after the award of the contract. Contact with these persons could be grounds for disqualification.

Questions relating to the RFQ must be submitted in writing via e-mail by 8-10-2026 and will be answered by 08-26-2025.

Submit to:

Alex Lehocky, Occupational Health and Safety Coordinator

Environmental Health and Safety

E-mail:

All questions that have been submitted in writing before the deadline, will be compiled and answered in writing. The deadline for submission of questions relating to the RFQ is the time and date shown in the Schedule of Events (Section 15.3). Answers will be posted on the Georgia Procurement Registry.

It is the responsibility of each submitter to examine the entire RFQ, seek clarification in writing, and review its submittal for accuracy before submitting their qualifications. Once the submission deadline has passed, all submissions will be final.

16.2 Presentation of "Statement of Qualifications"

After receipt of the qualification submittals, those firms judged most qualified based on the information submitted will be invited to prepare an in person presentation, not to exceed 30 minutes, of additional detailed information concerning their experience and abilities relevant to task order projects. The shortlisted firms will present their qualifications as the first part of a formal interview with the Selection Committee.

16.3 Schedule of Events

The following Schedule of Events represents KSU's best estimate of the schedule that will be followed. KSU reserves the right, at its sole discretion, to adjust this schedule as it deems necessary. Notification of any adjustment to the Schedule of Events shall be provided to all who have requested this RFQ.

17.0 Statement of Qualifications - Submission Format and Requirements (Response to Request for Qualifications or "RFQ")

17.1 Physical Submittal

Submit one (1) electronic copy (.pdf not to exceed 25MB) of the complete package to the following address:

Please send an email to confirming receipt

The entire submittal should be submitted as one (1) file. Please do not submit individual documents or sections separately. If a file sharing service, such as Dropbox, is used, the file must be able to be easily downloaded without creating a login.

Include "KSU FSRM TOC Services 2026 Qualifications" in the subject heading of your email submission. Submittals as attached or linked files must be named "KSU FRSM TOC Services 2026 _Firm Name Qualifications".

Submittals must be prepared in a manner that fits a standard 8 12" x 11" paper format when printed. Responses are limited to using a minimum of an 11-point font. The entire response shall not exceed 20 pages, including exhibits, affidavits or other enclosure information that may be included in an appendix. All pages count regardless of content. Submittals that include qualifications of more than one firm shall not exceed page limits. Submittals that exceed the page limit will be deemed non-responsive and will not be considered by the Selection Committee.

Submitters are encouraged to follow the sequence of the Initial Written Submittal outlined here in their responses. Responses should be concise, clear, and relevant. Submitter's cost incurred in responding to this RFQ is submitter's alone and KSU does not accept liability for any such costs.

17.1.1 Submittals of qualifications will be accepted until time and date shown in the Schedule of Events (Section 15.3). This is a firm deadline.

KSU is not responsible for the proper or timely delivery of submittals. Failure to meet the deadline for receipt of submittals will result in rejection of the submittal. Submittals received after the deadline will not be considered whether delayed in transit or for any other cause whatsoever. Each firm is solely responsible for the accuracy and completeness of its submittal. Errors and omissions may constitute grounds for rejection.

17.2 Initial Written Submittal Prerequisite Criteria

Firms must meet the criteria in the bullet points immediately below. In order to be deemed eligible for evaluation, firms must meet the following criteria:

Firm MUST be a Repair/Maintenance Company having been in business under the present company name for a minimum of five (5) years.

Firm MUST provide documentation of experience working for a university in an urban setting.

Firm MUST have the location of a company office within 30-miles of either of the two Kennesaw State University's campuses. The company location shall be the mailing address provided to the State of Georgia for the registration of the business name of the company.

Firm MUST provide information documenting if, within the last five (5) years, the Repair/Maintenance Company has or has not been involved in litigation with any Client. If yes, provide an explanation of the circumstances surrounding and ultimate disposition of the litigation.

Firm MUST provide information documenting if, within the last five (5) years, the Repair/Maintenance Company has or has not been declared in default on any contract within that time.

Firm MUST provide information documenting compliance with the federal and state work authorization and immigration laws (see for more information).

In order to be deemed eligible for evaluation, the submitting firm must create, officially sign, and place in its submittal an affidavit that contains the following statements:

We certify that our firm has sufficient bonding capacity to provide a payment and performance bond for total cost of work.

We certify that our firm has a current Risk Insurance Policy sufficient to meet State of Georgia requirements.

We certify that our firm has a current Public Liability Insurance Policy, and our firm is insurable in the following amounts: Bodily injury, including death-limits of $1 million for each incident; Property damage-limits of $1 million for each incident and $2 million for the aggregate of operations. (The Owner reserves the right to require additional limits and coverage in the final contract.)

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17.3 Initial Written Submittal Evaluation Criteria

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17.4 Live Presentation of "Statement of Qualifications" (Response to Request for Qualifications "RFQ")

17.4.1 Effect of Shortlisting

The Selection Committee will review the qualifications submitted above and provide a shortlist of firms deemed most qualified. These shortlisted firms will be asked to participate in an interview before the Selection Committee to elaborate their qualifications in person and to answer any questions the Selection Committee may have. The firms selected to make a presentation to the Selection Committee will be notified within the time outlined in Section 15.3, "Schedule of Events."

17.4.2 Evaluation of Shortlisted Firms

Evaluative Criteria - The Selection Committee will evaluate the content of the qualifications presentations based upon the criteria listed in the table below. The services being sought under this RFQ are considered professional in nature. Consequently, the evaluation of the proposals will be based upon consideration of the demonstrated qualifications and capabilities of the proposers. Except for subsequent written notice to the shortlisted firms affected, factors to be considered in the evaluation of the technical proposal will be the following:

[EVALUATION CRITERIA TABLE PROVIDED ON NEXT PAGE]

17.5.1 Presentation Sequence

Because qualifications are to be presented in person, with a brief synopsis to be left for Selection Committee consideration afterward, presenting firms are advised to follow the criteria given above in such manner that the Selection Committee can follow along the criteria list and take proper note of the evidence you give to demonstrate matching qualifications.

17.6 The presentation

The presentation of the qualifications should contain information pertinent to the following points of interest:

17.6.1 Qualifications and Experience of Proposed Project Team:

Describe your firm's proposed organization for the project management team. Your synopsis should provide an organizational chart showing the lines of responsibility and accountability. Please designate the specific people to fill the following key roles on your team:

Task Order Contractor's Program Manager

Technician (s)

Please identify the person who will be the leader of your team and the principal point of contact between your firm and KSU.

17.6.2 Services

Describe a list of services that you normally provide for Fire Sprinkler Repairs and Maintenance.

Occasionally, subcontractors and suppliers go bankrupt during the course of a project. What would you do to protect KSU from being affected adversely by such an occurrence?

17.6.3 Other Questions

What parts and materials are routinely stocked on emergency service vehicles?

What is the guaranteed after-hours emergency response time, and is this a 1 v 2 person crew?

Can common sprinkler system impairments be repaired and system be restored during the initial visit?

When additional parts are needed, i.e. not on the responding vehicle, where is your warehouse facility for obtaining them?

What percentage of emergency calls require a return visit due to unavailable parts or materials?

How are specialty parts obtained during nights, weekends, and holidays?

What is your preferred notification process for coming to facility to do non-emergency repairs?

18.0 Presentation Format & Final Evaluation

18.1. Qualifications Presentation Format

The time allotted to each firm for the presentation and interview will not exceed 30 minutes. The format of the firm's presentation during the interview session is at the discretion of the firm. All members of the Selection Committee will be present during the formal interview. Firms must address any questions, prior to the interview, to the Selection Committee Chair. Firms must not contact any other members of the Selection Committee before or after the interview until after a contract is executed.

18.2 Who Should Attend?

Please limit the number of representatives of the Task Order Contractor team to no more than five people, but include at least the Task Order Contractor's Project Manager, and those with whom KSU will interact regularly.

18.3. Things to Address at Interview

The intent of the formal interview process is to provide the Selection Committee with in-depth information from the Task Order Contractor firm in order to make a final selection of the best-suited firms for the contract.

18.4. Final Evaluation

Upon the Selection Committee's completion of the evaluation process, the firms will be ranked in descending order of recommendation. Public notice of the results will follow, first to the shortlisted firms. Once the successful Task Order Contractors have been determined, KSU will award Task Order Contracts to multiple Task Order Contractors. KSU will develop the Form of Contract.

19. Additional Information

19.1 KSU reserves the right to withdraw this RFQ or to reject any and all submittals at any time and cancel the project if, in the sole discretion of KSU, continuation is deemed not to be in the best interest of Kennesaw State University.

19.2 In addition to KSU's general right to reject all submittals, a submittal may be rejected if the submittal contains false or misleading statements or references that, in the sole judgment of the Selection Committee, do not support an attribute or condition possessed by the firm and, in the sole judgment of the Selection Committee, such statements were intended to mislead the Selection Committee in its evaluation of the submittal.

19.3 The Selection Committee reserves the right in its sole discretion to waive minor irregularities and to accept or reject any or all submittals.

19.4 The Board of Regents of the University System of Georgia is the governing body of Georgia's public colleges and universities. It is Board policy that small and minority business enterprises have a fair and equal opportunity to participate in the process. The Board of Regents encourages both small and minority business enterprises to compete for and receive contracts for goods and services with the Board of Regents and with other contractors doing business with the Board of Regents. Please contact the Office of Business Development by e-mail at

19.5 The execution of a contract by KSU with a firm is contingent upon the firm certifying to the Owner and Kennesaw State University that the firm will provide a drug-free workplace for the firm's employees during the term of the contract as required by the "Drug-Free Workplace Act" (O.C.G.A. 50-24-1). The submission of a response to the RFQ serves as such certification.

19.6 All submittals, together with any supporting material submitted by the firm, become the property of the Owner and KSU and may be retained, destroyed, or otherwise disposed of at the convenience of the Owner and/or KSU. All submittals, if retained by the Owner and/or KSU, become a matter of public record when final negotiations are completed.

19.7 By providing a submittal, each firm agrees not to request access to another firm's submittals until after a contract has been executed, or the RFQ has been withdrawn.

19.8 By providing a submittal, each firm agrees that the Owner and Kennesaw State University will have the right to use any or all ideas or concepts presented in any submittal without restriction and without compensation to the firm.

19.9 Equal Employment Opportunity: During the performance of this Contract, the Task Order Contractor agrees as follows: The Task Order Contractor will not discriminate against any employee or applicant for employment because of race, creed, color, sex, age, national origin, place of birth, or physical handicap. Task Order Contractor must have a history of being non-discriminating and will not discriminate on the basis of race, creed, color, sex, or national origin in any of its employment practices, or procurement practices with respect to the workforce of the firm, or procurement services in connection with this project. An affirmative action plan must be maintained for both work force and procurement practices.

19.10 Firms interested in taking advantage of the Georgia income tax incentives provided for by the Official Code of Georgia Annotated (O.C.G.A. 48-7-38), relative to the use of minority subcontractors in the performance of contracts awarded by the State of Georgia, should contact the office referenced below:

Georgia Entrepreneur & Small Business Coordinating Network

Appendix A - Repair Labor and Common Parts Price Schedule

Appendix B - Deficiency Priority Matrix and Deliverable Timeline

Appendix C - Minimum Response Vehicle Tools and Parts List

Tools and Equipment

Pipe threading equipment or access to threading capabilities

Grooving tools

Necessary hand tools

Pipe cutting tools

Ladders

Drain hoses

55 gallon can on dolly for collection of discharge water

Air compressor to facilitate testing systems

Testing and diagnostic equipment necessary to troubleshoot sprinkler system components

[END OF REQUEST FOR QUALIFICATIONS]