Fire and Safety Request for Proposal (RFP) Sample

Fountain Square Fire Security System Update

Rockwell Property Management invites your company to submit a proposal to update the fire and security systems in the historic Fountain Square Building, which we manage. Your company is a well respected member of our community with known experience in the fields required for this proposal. You will find all the information you need included in this packet.

Note that blueprints of the building can be found on our website and that we will hold a walk-through and question period for all those wishing to submit a proposal for this project at 10.30 a.m. on August 5, 20xx. We look forward to receiving your proposal and bid. The historic Fountain Square Building in downtown Louisville requires a new fire alarm system and security system to replace the outdated systems currently in use.

Rockwell Property Management, which owns and operates the Fountain Square Building, is soliciting proposals for this project. The Fountain Square Building is a historic 4-story office building of 48, 950 square feet, containing 21 separate offices. Each floor has a central lobby area accessed by an elevator and stairs.

A blueprint of the building can be downloaded from our web site at. The Fountain Square Building is currently protected by an outmoded fire alarm and security system that must be replaced with state-of-the-art equipment that will protect all property, tenants, and visitors within the building. This page has been included for respondents who have additional questions or concerns, as well as for those who choose not to submit a proposal after receiving this RFP.

Please provide all information requested in this proposal, and then fax completed forms to Rockwell Property Management - RFP Committee at 555-555-5556. Alternatively you can send an Acrobat PDF submission as a single document formatted for printing on letter size paper to. If you have questions or concerns, please contact Gina at 555-555-5555 ext.30. If you choose not to submit a proposal, please fill out the following form to tell us why.

One-time installation of systems plus ongoing monthly contract for monitoring. Fountain Square Building 500 Fountain Avenue Louisville, KY 40203 At this time, we will do a walk-through of the building and answer questions. All respondents must answer the following questions about their companies. How many years of experience do you have in installing and maintaining fire alarm and security systems for commercial buildings.

All respondents must have at least five years of relevant experience. What similar projects have you worked on in the last five years. Describe any retrofits or new installations of fire and security systems in commercial buildings with multiple occupants.

What is the current financial situation of your company. All respondents must be free of liens and possess enough capital to buy equipment and pay employees throughout the course of this project. What amount of liability insurance does your company carry.

A minimum of $2 million in liability insurance is required for all respondents. Do you plan to use subcontractors to carry out any part of this contract. If yes, describe how you will select subcontractors, guarantee their work, and ensure they are paid.

Additional information about equipment and methodology is required of all respondents. Please ensure you respond to all parts of this RFP.

Proposals from respondents that fail to meet the criteria cited above will not be considered.

A committee of four experienced building managers and one security consultant will evaluate all proposals received and select a winner. The five-person committee described above will evaluate proposals according to the following criteria.

Technical Criteria

Technical requirements will be considered in the order explained below. Experience in the building security field We prefer to work with a company that has a minimum of five years of experience. Similarity of past projects As our budget is limited, it would be beneficial to work with a company that knows how to efficiently install and monitor a system of this size. References and guarantees References from current or past clients, as well as guarantees of satisfaction and warranties on equipment, will count in the applicant’s favor.

Financial Criteria

Financial criteria will be evaluated as follows. History of financial stability Applicants must not have outstanding liens or recent bankruptcies in their financial histories. Resources to purchase equipment and pay employees We expect each applicant to be able to complete the project with one-third the total contract amount paid on signing, one-third on the installation complete date, and final third after final testing and sign-off of systems by all parties involved. Applicant’s employees, sub-contractors, or equipment sellers may not apply to Rockwell Property Management for payment nor may they withhold work at any time.

Additional Considerations

As we have a policy of "buying local" whenever possible, special consideration will be given to companies in the Louisville area, assuming they meet all other RFP requirements. This project will require an electrical permit before work can begin, as well as electrical and fire inspections before the project is complete. All applicable requirements of local building and fire codes must be met. All respondents must be familiar with the provisions of the following.

Historic Landmark Building Ordinances The Fountain Square Building is a historic building and therefore certain cosmetic exceptions to codes are allowable, but others must be followed. International Fire Code Our city follows these strict regulations for fire alarm and suppression equipment. Kentucky Plumbing Code, NFPA Sprinkler Systems Code, NFPA National Electrical Code Any or all these codes may need to be considered for this project. All contractors will be required to follow established national and local safety regulations during the course of this project.

In their proposals, respondents must provide lists of fire alarm fire suppression equipment and security equipment they propose to install for this project. All equipment to be installed must be listed in proposals by respondents. All equipment needed to complete this project must be provided by the contractor during the course of the project. The project specifications are as follows.

Overview

The Fountain Square Building is an historic building that currently has an antiquated fire alarm system, with 20 wired-in smoke detectors 5 per floor and 12 additional battery-powered units. The wired-in smoke detectors are connected to a sprinkler system. The Fountain Square Building currently has an antiquated push-button or analog key-operated security system on the entry doors at ground level, as well as on the elevators and main door to each office 21.

Specifications

Replace old smoke sensors with modern units, and add new units as necessary to protect all offices and shared spaces within the building New units must meet all local fire codes and building codes and must trigger a local 911 fire alarm. See the building blueprint at www.RockwellPropertyMgmt.com fsbuilding for a detailed layout of the property. Replace old security locks with modern programmable keycard units, and add new security cameras as necessary to protect all offices and shared spaces within the building Building management and emergency responders must be able to override codes to access all offices if needed. Building management must be able to reprogram all locks as needed.

Security cameras must be digital, interface seamlessly with a DVR capable of storing 30 days of footage. All devices must be Windows-compatible, and run off a backup battery if electricity is not available. Propose a plan to monitor the security system on an ongoing basis Cameras must be routinely checked, and footage must be stored for a one-month period in an easily-accessible format. Personnel must be available 24 hours a day, 7 days a week to respond to alarms and to reset codes as needed.

Rockwell Property Management has set a cap of $45,000 for the replacement of the current fire alarm and security systems. This total should include all equipment costs, all removal adaption costs, and all installation costs. Monthly maintenance and monitoring fees should not exceed $2000 month after initial warranties have expired.

All respondents must submit a list of a minimum of three references who can attest to the quality of the respondent’s work on a fire alarm and or security installation project completed in the last five years. All references must include the following information. Respondents should verify all phone numbers and e-mail addresses of references before submitting the list. Invalid phone numbers or e-mail addresses will cause a reference to be stuck from the list.