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Clean Agent Fire Suppression Testing, Inspection, and Maintenance

Solicitation ID: 303-2-00012

Status: Awarded

Contact Name: Mary Sacharnoski

Contact Number: 512-463-1879

Contact Email: Mary.Sacharnoski@tfc.texas.gov

Response Due Time: 3:00 PM

Agency/Texas SmartBuy Member Number: 303

Days Solicited: 21+ Days for Solicitation Notice

Solicitation Posting Date: 9/16/2021

Response Due Date: 10/20/2021

Last Modified: 12/9/2021 3:25 pm

Solicitation Description:

1)    SCOPE: Pursuant to Texas Government Code Section 2165.001, Custodianship of State Property, and Section 2156.121, Use of Competitive Sealed Proposals, the Texas Facilities Commission is requesting responses to this Request for Proposal for the provision of full routine maintenance, testing, preventative maintenance and repair services on clean agent fire extinguishing systems and related systems in multiple State Office Buildings located in Austin, Texas. Contractor shall provide materials and labor in accordance with the attached Attachment A – Contract for Clean Agent Fire Suppression Testing and Inspection. There are two groupings of buildings in this solicitation, and TFC anticipates awarding one contract and two Purchase Orders, one for each of the two groupings.

a)      The purpose of this contract is to place into operation a continuing system of full preventative and routine maintenance, providing necessary systematic and periodic service and maintenance of specified equipment in various facilities managed by the Texas Facilities Commission located in Austin, Texas.

b)     Clean Agent systems shall be inspected by two people per NFPA 72 and per NFPA2001.

c)      Vendor is responsible for keeping inspections valid and shall not let them lapse.

d)     Vendor shall have an RME-I Inspector present for all pre-action systems. Pre-action system shall be inspected per NFPA 25.

e)      Communication is required with Fire Controls to schedule with building managers.

f)       Silent inspections shall occur from 8:00 AM to 5:00 PM in most cases. Controls functions will only be allowed before or after hours or on weekends.

2)    CONTRACT TERM: This service shall be for a period beginning on the date the contract, as defined below, is executed by both parties, and shall expire on August 31, 2023.  The contract may be renewed for one (1) additional two (2) year period, provided the renewal is executed prior to expiration of the current contract term.   Any renewals shall be in writing and at the same terms and conditions, plus any approved changes.

1)    SCHEDULE OF EVENTS: TFC reserves the right to change the dates in the Schedule of Events set forth below upon written notification to prospective Respondents through a posting of an addendum on the ESBD 

a)      The solicitation process for this RFP will proceed according to the following schedule:



Issue RFP


Mandatory Pre-Proposal Tele-Conferences

(Respondents are required to attend only one of the scheduled meetings)

PPC 1, 09/28/21, 10:00 am

PPC 2, 09/28/21,  2:00 pm

Deadline for Submission of Questions

10/06/21, 12:00 Noon

Response to Questions


Deadline for Submission of Proposals/RFP Opening

10/20/21, 3:00 PM

Expected Contract Start Date


1)    AGENCY POINT OF CONTACT: The contact listed below shall be the sole point-of-contact during this solicitation.  Any discussions regarding this solicitation with other agency personnel or TFC contractors, or sub-contractors may be grounds for disqualification.

a)      Purchaser Name: Mary Sacharnoski CTPM, CTCM

b)     Purchaser Phone: 512-463-1879

c)      Purchaser Email: mary.sacharnoski@tfc.texas.gov 

Addendum: Addendum 1 - Extend due date to 10/20/2021 9/22/2021
Addendum 1, RFP 303-2-00012 Clean Agent Fire Suppression 9/24/2021
Addendum 2, RFP 303-2-00012 10/4/2021
Addendum #3, RFP 303-2-00012 10/12/2021

Class/Item Code(s): 93633-Fire Protection Equipment And Systems Including Fire Hydrants, Fire Sprinkler Systems, Smoke Detectors, Jaws Of Life, Fire Protection Material Treatment, Firestop And Fire Barriers, Etc.Inspection, Maintenance And Repair


1ESBD_File_257008_Attachment A - Services Contrac Template.docxAttachment A - Services Contract Template
2ESBD_File_257008_Attachment C - HUB Subcontracting Plan.pdfAttachment C - HUB Subcontracting Plan
3ESBD_File_257008_Attachment D - Compensation and Fees.xlsxAttachment D - Compensation and Fees
4ESBD_File_257008_Attachment E - TFC Building and Equipment Listing.xlsAttachment E - TFC Building and Equipment Listing
5ESBD_File_257008_RFP 303-2-00012 Clean Agent_Addendum 1.docxRFP 303-2-00012 Clean Agent Fire Suppression Testing, Inspection and Maintenance
6ESBD_File_257008_Addendum 1, RFP 303-2-00012 Clean Agent.pdfAddendum 1, RFP 303-2-00012 Clean Agent
7ESBD_File_257008_Addendum 2, 303-2-00012.pdfAddendum 2, RFP 303-2-00012
8ESBD_File_257008_Addendum 3, 303-2-00012.pdfAddendum #3, RFP 303-2-00012
9ESBD_File_257008_Attachment E-TFC Building and Equipment Lisitng Amendment 3.pdfAttachment E-TFC Building and Equipment List Amendment 3

Contractor Name Mailing Address Value Per Contractor Contractor Hub Status Award Date Award Status
Koetter Fire Protection 1609 Central Commerce, Pflugerville, TX 78660 300045.00 NOT HUB CERTIFIED 11/29/2021 Full Award