Protected Premises Dedicated Function Fire, Smoke & CO Detection System McMinnville Fire Stations

Request For Proposal
Protected Premises Dedicated Function Fire, Smoke & CO Detection System
July 28th, 2026
Dear Interested Bidder:
The City of McMinnville Fire Department has been awarded an Assistance to Firefighters Grant through
FEMA and is currently accepting proposals for the installation of a Protected Premises Dedicated Function
Fire, Smoke & CO Detection System at both McMinnville fire stations. The City of McMinnville Fire
Department is accepting proposals from qualified contractors for the installation of a Protected Premises
Dedicated Function Fire, Smoke & CO Detection System throughout the fire stations in accordance with
specifications, terms and conditions included in this Request for Proposal (RFP). Prospective
respondents are advised to read this information over carefully prior to submitting a proposal.
Compliance with 2 CFR Part 200 will be required. Sealed bids will be received no later than September
4th, 2026, 2:00 p.m. local time, in the office of the City Recorder, McMinnville City Hall, 101 East
Main Street, P.O. Box 7088, McMinnville, Tennessee, 37111, and then at said office publicly opened
and read aloud. Bids will be awarded based on the lowest and/or best bid. The City reserves the right to
reject any and/or all bids.
Bidders are requested to read the complete specification invitation carefully and submit their bid in strict
accordance with the requirements set forth therein. Bids will not be accepted from companies that do not
attend the site visit.
All equipment shall be fully guaranteed by the bidder against factory and delivery defects. Any defect
which may occur, as the result of either faulty material or workmanship within the period of the
manufacturer's standard warranty, or defects encountered during deliver, shall be corrected without
expense to the City of McMinnville.
By virtue of bidding, the bidders guarantee the price quoted in the bid will remain firm until delivery,
including the time from when the bids are opened until a purchase order is issued, such time not to
exceed sixty (60) days.
If there are any questions regarding the specifications, you may contact Martin White, Fire Chief,
McMinnville Fire Department, at (931) 473-3435.
Sincerely,
Martin White
Fire Chief
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GENERAL SPECIFICATIONS
Each bidder must indicate his compliance with these specifications, by checking yes or no in
each section of the specification. Checking "YES" to that section will mean full compliance;
checking "NO" will mean an exception is being taken. All exceptions must be fully explained
on a separate page titled "EXCEPTIONS", giving reference to the page where the exception is
taken. Failure to comply with this requirement will result in the bid proposal being rejected.
A. GENERAL SPECIFICATIONS
CONTRACTOR'S LICENSE/BIDDER'S QUALIFICATIONS
The undersigned further states that it is a duly licensed contractor, for the type of work
proposed, in McMinnville, Warren County, TN, and that all fees, permits, etc. pursuant to
submitting this proposal have been paid in full.
TCA 62-6-119
(a) Any person or entity preparing plans, specifications or any other documentation for
inclusion in an invitation to bid or comparable bid document including any electronic
bidding documents, shall reference this chapter in such documentation and include a
specific statement informing the invited bidder that it is necessary for such bidder to
be properly licensed at the time of the bid and provide evidence of compliance with
the applicable provisions of this chapter before such bid may be considered.
The undersigned further states that it is able to obtain insurance and bonds required for the work.
Successful bidder shall provide proof of general liability, worker's compensation, and
automobile liability insurance, naming the City as additional insured. Insurance in a form
acceptable to Owner will be required of the successful bidder within 30 days of the award, or
before the first day of work, whichever shall come first.
Yes No
YES : NO
A. 1 The intent of these specifications is to provide sufficient information permit prospective
bidders to make proposals for. Any materials shall meet the bid specifications.
____:____
These specifications are intended as minimum requirements. However, it is recognized
that each manufacturer has special features that make their product unique. Therefore, all
bids will be considered, but every bidder must state, in detail, where his equipment fails
to meet these specifications. It is the intention of the buyer to purchase quality products
and not necessarily the products with the lowest initial cost. The equipment furnished
shall conform to all industry safety standards. ____:____
A. 2 The manufacturer shall defend all suits and assume all liability for any claim against the
purchaser for the user of any patented process, device, or articles forming any part of the
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apparatus proposed. Each bidder shall supply proof of product liability and facility
insurance equal to or exceeding $1,000,000.00. A copy must be submitted with the bid.
____:____
A. 3 Bidder shall compute pricing less Federal and State taxes. It is understood that any
applicable taxes will be added to the proposed prices, unless the purchaser furnishes
appropriate tax-exempt forms. ____:____
A. 4 The purchaser will not consider any proposals which require advance payments for any
portion of the project prior to its completion and final acceptance. ____:____
A. 5 Bids shall be addressed and submitted in accordance with the "Call for Bid Cover
Letter". The words "Sealed Bid for Direct Source Capture Vehicle Exhaust System" the
date, and bid opening time must be stated on the face of the bid envelope.
____:____
A. 6 It is the bidders' responsibility to see that their proposals arrive on time. Late proposals,
telegram or telephone bids WILL NOT be considered. ____:____
A. 7 No exceptions will be allowed for any of the aforementioned instructions. Bids not
submitted in accordance with these instructions will be rejected. ____:____
_
Each bid shall be accompanied by a rendering and detailed description of the work to be
performed, materials used, and equipment submitted. It is the intent of these
specifications to cover the furnishing and the delivery of services and equipment
specified. ____:____
Some items have been specified by brand name or model number. These have been
carefully selected because of their reliability and availability of replacement locally. In
order to be responsive, items named shall be contained in the bid proposals. ____:____
No bid shall be considered unless the bidder can meet the special conditions stated
herein. ____:____
A. 8 PRICES AND PAYMENTS:
All bids shall be F.O.B. destination on a delivered and accepted basis at the
McMinnville Fire Department 313 E. Main St., McMinnville,
Tennessee 37110. ____:____
Payment: Upon completion of work and City's satisfaction, payment will be authorized.
____:____
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A. 9 BID EVALUATION:
The purchaser, McMinnville Fire Department, shall evaluate bid received and purchasing
agent. This evaluation will be based as a minimum on the following criteria:
1. Commitment to expedient delivery. ____:____
2. Commitment to the general conditions contained herein, including
warranty. ____:____
3. Completeness of the proposal, i.e., the degree to which it responds to all
requirements and requests for information contained herein.
4. Manufacturing and delivery schedule. _____:____
5. Contractor's demonstrated capabilities and qualifications. _____:____
6. Equipment supplier's demonstrated capabilities and qualifications. _____:____
A. 11 EXCEPTIONS TO SPECIFICATIONS:
Exceptions shall be referenced to the paragraph and page of these specifications where
the item appears, and drawings or photographs and technical information about the
exception shall be included. Any exceptions may be considered during the evaluation
process, and the decision shall be final. _____:____
Proposals taking total exception to specifications will not be accepted. _____:____
The purchaser reserves the right to accept or reject any or all bids on such basis as
purchaser deems to be in its best interest. _____:____
A. 12 CONTRACT AWARD:
The purchaser reserves the right to reject any or all bids deemed unresponsive. The
purchaser also reserves the right to waive any informalities, irregularities, and
technicalities in procedures. _____:____
The purchaser reserves the right, before awarding the contract, to require a bidder to
submit evidence of his qualification as may be deemed necessary. Documentation which
may be required if financial soundness, technical competency, and other pertinent
qualifications of a bidder, including past performance (experience) with the purchaser.
_____:____
A. 13 WARRANTY:
The manufacturer shall warrant all services, materials, and equipment for a period of one
year from the project completion date to the purchaser. _____:____
Under this warranty manufactures liability is limited to furnishing purchaser, without
cost, parts, and labor required replacing defective material or workmanship when there is
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no indication of misuse, neglect, improper maintenance, accident, or overloading of
apparatus. Defects shall be reported to the seller in writing by the purchaser within the
warranty period. Parts and labor will be supplied after inspection by any authorized agent
of the manufacturer. Defective part(s) shall be returned pre-paid by purchaser to seller
when requested. _____:____
Warranty shall begin upon acceptance of the service and equipment by the purchaser.
_____:____
Copy of factory warranty(s) must be included in the bid. _____:____
A. 14 MATERIALS AND WORKMANSHIP:
All equipment furnished shall be guaranteed to be new and current manufacture, to meet
all requirements of these specifications, and to be in intended use condition at the time of
delivery. _____:____
All workmanship shall be of high quality and accomplished in a professional manner so
as to insure a safe and functional apparatus with an aesthetic appearance. Responsible for
keeping area clean of debris in and out of pool, and for disposal of any project related
materials.
_____:____
A. 15 PARTS MANUAL:
Bidder shall furnish complete parts, maintenance, and operator's manual. _____:____
A. 16 DELIVERY:
Bidders shall bid delivery time based on number of calendar days from the date
countersigned contract is issued on the apparatus. _____:____
_
A. 17 OSHA, FEDERAL, AND STATE REGULATIONS:
All equipment shall meet OSHA requirements, Federal Noise Standards, State and
Federal laws, and be ADA compliant. All bidders must meet State and Federal laws.
_____:____
General Specifications
"Iran Divestment Act" T.C.A. 12-12-101 et. Seq. - By submission of this bid each Bidder and
each person signing on behalf of any Bidder certifies, and in the case of a joint bid each party
thereto certifies as to its own organization, under penalty of perjury, that to the best of its
knowledge and belief that each bidder is not on the list created pursuant to T.C.A. 12-12-106
_____:____
TCA 62-6-119 (a) Any person or entity preparing plans, specifications or any other
documentation for inclusion in an invitation to bid or comparable bid document including any
electronic bidding documents, shall reference this chapter in such documentation and include a
specific statement informing the invited bidder that it is necessary for such bidder to be properly
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licensed at the time of the bid and provide evidence of compliance with the applicable provisions
of this chapter before such bid may be considered.
The following must be included on the outside of the bid envelope or the bid will be rejected.
1. Name of Prime Contractor
2. License ID#
3. Classification (pertaining to the bid)
4. Expiration Date
5. Monetary Limit
This information must also be included for all subcontractors if work will be over $25,000:
- Electrical, plumbing, HVAC, geothermal well drillers and roofing
- Masonry if over $100,000
BID SPECIFICATIONS
1. General
1.1 Scope
Provide all labor, materials, equipment, programming, testing, and documentation required for a
complete Protected Premises Dedicated Function Fire, Smoke and Carbon Monoxide
Detection System. The system shall provide automatic detection, occupant notification, and
supervisory/trouble monitoring as required by applicable codes.
1.2 Codes & Standards The system shall comply with the latest adopted editions of:
* NFPA 72 - National Fire Alarm and Signaling Code
* NEC - National Electrical Code
* UL 268 - Smoke Detection Listing Requirements
* UL 2075 - CO Detection Listing Requirements
* IFC 2024, Section 915 - CO Detection Requirements (CO alarms/detection required for
all occupancy types)
* Local AHJ requirements
1.3 System Type This system is a dedicated function fire/CO system, not a full building fire
alarm system. It shall perform only the detection and notification functions required for smoke
and CO hazards within the protected premises.
2. System Components
2.1 Control Unit
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* Listed dedicated-function addressable control unit with integral power supply.
* Secondary power shall support 24 hours standby + 5 minutes alarm minimum.
* Control unit shall annunciate alarm, supervisory, and trouble conditions.
2.2 Initiating Devices
Provide listed addressable fire, smoke and CO detection devices meeting the following:
Smoke Detection
* Photoelectric smoke sensing per UL 268.
Drift compensation and smoothing algorithms to reduce nuisance alarms.
*
Combination Multi-Criteria Fire/Co Detectors
* Devices shall provide distinct smoke and CO signals to the control unit.
* Automatic drift compensation for smoke and CO sensors.
* 10-year CO cell with end-of life warning.
* LED indicators shall show standby, smoke alarm, CO alarm, maintenance, and
end-of-life conditions.
2.3 Notification Appliances
* Audible appliances shall produce:
o Temporal 3 (T3) for smoke alarm
o Temporal 4 (T4) for CO alarm
* NAC (Notification Appliance Circuit) circuits shall be supervised and power-limited.
* Provide combination audible/visual appliances.
2.4 Wiring & Installation
* All low voltage circuits shall be power-limited unless otherwise noted.
* NAC (Notification Appliance Circuit) wiring shall be Class B.
* SLC (Signaling Line Circuit) wiring shall follow Litespeed protocol requirements.
* Detectors shall mount to standard electrical boxes or direct-mount bases per manufacturer
specifications.
* All devices shall be labeled with address numbers.
* Wiring shall comply with NFPA 72, NEC Article 760 and local electrical codes.
3. System Operation (Sequence of Events)
3.1 Smoke Alarm
Upon activation of any smoke detector:
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1. Control unit enters Smoke Alarm mode.
2. All notification appliances sound T3.
3. Strobes activate (if provided).
4. Control unit displays device address/location.
5. Alarm latches until device clears and system is reset.
3.2 CO Alarm
Upon activation of CO sensor:
1. Control unit enters CO Alarm mode.
2. All notification appliances sound T4.
3. Visual indicators activate.
4. Control unit displays device address/location.
5. Alarm latches until device clears and system is reset.
3.3 Supervisory
* Conditions such as CO sensor end-of-life, device tamper, or maintenance alert shall
generate a supervisory signal at the control unit only.
3.4 Trouble
* Wiring faults, power loss, low battery, or device failure shall generate a trouble signal
with local buzzer and indicator.
4. Power Requirements
* Primary: Provide and install 120 VAC dedicated branch circuit.
* Secondary: Sealed lead-acid batteries sized per NFPA 72 load calculations.
* All power supplies shall be listed for fire alarm/dedicated function service.
5. Testing & Acceptance
* Contractor shall perform testing in accordance with NFPA 72 Chapter 14.
* Testing shall include:
o Functional smoke detector testing
o CO functional testing using approved test agent (per UL 2075 and manufacturer
RealTest(R) capability)
o Verification of T3/T4 audible patterns
o Battery load testing
o Verification of supervisory and trouble signals
* Provide device address listing and operating manuals.
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6. Submittals
Contractor shall submit:
* Product data sheets for all equipment
* Control unit and device listings (UL 268/2075)
* Riser diagrams and wiring details
* Battery calculations
* Sequence of operations
* Installation and testing procedures
7. Warranty
Provide a minimum one-year warranty on all parts, labor, and system performance. CO
sensors with replaceable cells shall include manufacturer-specified end-of-life indicators and
replacement procedures.
Station One suggested Fire Alarm design:
McMinnville Fire Department Station One
313 East Main Street
McMinnville, TN 37110
1-Fire Alarm Control Panel
3-Smoke Detectors (above fire panel & storage)
11-Multi-Criteria Detectors
2-Wall Mounted Horn/Strobes (engine bay)
6-Ceiling Mounted Horn/Strobes
Station Two suggested Fire Alarm design:
McMinnville Fire Department Station Two
1022 Old Smithville Road
McMinnville, TN 37110
1-Fire Alarm Control Panel
1-Smoke Detector (above fire panel)
5-Multi-Criteria Detectors
1-Wall Mounted Horn/Strobe (engine bay)
2-Ceiling Mounted Horn/Strobes
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Period of Performance:
Completion of receiving products and installation services set forth in this RFP along with
invoicing shall be completed by the requirements of the Assistance to Firefighters Grant from
FEMA.
Proposal Form
City of McMinnville
McMinnville Fire Department
Protected Premises Dedicated Function Fire, Smoke and Carbon Monoxide Detection System.
Date _____________________
Bid Submitted By:
Company _______________________________________________________________
Address ________________________________________________________________
Phone __________________________________________________________________
Contact Person ___________________________________________________________
Email_____ _____________________________________________________________
Lead Time: ___________________________________________________________________
Manufacturer Warranty: _______________________________________________________
Total Bid: $ __________________________________________________________________
Signature: __________________________________________
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