Department
Real Estate and Asset Management
Requested Action
title
Request approval of the lowest responsible bidders - Department of Real Estate and Asset Management, 25ITB1406230C-GS, Fire Sprinkler Protection System Maintenance Services in the total amount of $300,000.00 with (A) VSC Fire & Security, Inc. (Norcross, GA) in an amount not to exceed $160,000.00 and (B) Cliff’s Fire Extinguisher Company, Inc. (Woodstock, GA) in an amount not to exceed $140,000.00, to provide fire sprinkler protection system maintenance services for County facilities. Effective January 1, 2026 through December 31, 2026, with two renewal options. (APPROVED)
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Requirement for Board Action
In accordance with Purchasing Code Section 102-373, all competitive sealed bids of more than $100,000.00 shall be forwarded to the Board of Commissioners for approval.
Strategic Priority Area related to this item
Open and Responsible Government
Commission Districts Affected
All Districts ☒
District 1 ☐
District 2 ☐
District 3 ☐
District 4 ☐
District 5 ☐
District 6 ☐
Is this a purchasing item?
Yes
Summary & Background
Scope of Work: This contract furnishes all materials, labor, tools, equipment and appurtenances necessary to provide three quarterly flow tests and verification of associated alarms, one annual inspection, testing and maintenance of the sprinkler system and fire pumps for all Fulton County facilities equipped with fire sprinklers. This contract is also used for addressing system deficiencies observed during quarterly and/or annual inspections. The procedure and requirements for the inspection and maintenance are specified in National Fire Protection Association (NFPA) 25, Standard for the Inspection, Testing, and Maintenance of Water-Based Fire Protection Systems.
Community Impact: This contract is critical to ensure Fulton County facilities are compliant with all code requirements associated with fire sprinkler systems.
Department Recommendation: The Department of Real Estate and Asset Management recommends approval of the lowest responsible and responsive bidders to provide fire sprinkler protection system maintenance services for County facilities for fiscal year 2026.
The recommendation was based on the bidders’ prices for quarterly, annual, and five-year maintenance testing on various types of fire control systems (dry, control valves, flow switches, tampers, and fire pumps) located throughout facilities; costs for winterization and fire hydrant testing on identified facilities; per hour labor cost for non-scheduled repairs by calculating the given estimated hours for annual labor charges; and trip service charges per call by calculating the given estimated number of trip charges and totaling up all costs for Based Bid Amount to determine the lowest responsible bidder.
The recommendation was also based on the bidder’s submittal of required professional licenses such as the State of Georgia Certificate (Georgia Department of Insurance and Fire Safety calls for technicians/Inspectors to have current NICET Level III Certification in Inspection and Testing of Water-Based Systems or other acceptable forms of certification acceptable to the area having jurisdiction (City, State, etc.) to prove that they are qualified to perform maintenance on fire protection systems including fire pumps and dry systems on County facilities).
The County received and evaluated seven (7) bid responses to the solicitation. VSC Fire & Safety, Inc. (current contractor) submitted the lowest responsible bid in the amount of $121,431.00; the 2nd lowest bidder was Cliff’s Fire Extinguisher Company, Inc., with a bid in the amount of $127,837.50. See Exhibit 1, Bid Tabulation Sheet, attached.
The award of multiple contractors provides DREAM with the maximum flexibility to service County needs.
Therefore, we recommend VSC Fire & Safety, Inc. as the lowest responsible bidder and Cliff’s Fire Extinguisher Company, Inc. as the next most responsible and responsive bidder to provide fire sprinkler protection system maintenance services for County facilities for fiscal year 2026.
The $300,000 in spending authority is requested because this is a time and materials contract that requires covering the cost for replacement of all parts/ components and labor for inspections and maintenance repairs. The bid prices quoted by the bidders are only for a fixed cost. However, in most cases, because of the age of the systems there will be deficiencies. When such deficiencies are identified, Fulton County must repair them at additional cost. The extra authority requested, over and above the base bid cost, will be used to cover the cost of deferred maintenance.
Project Implications: These are services mandated by the State Fire Marshal. Non-compliance could result in potential life-safety risks for employees and visitors to Fulton Count facilities.
Community Issues/Concerns: None that the Department is aware of.
Department Issues/Concerns: If these contracts are not approved, the County will be noncompliant with the State Fire Marshall and NFPA 25, Standards for the Inspection, Testing, and Maintenance of Water-Based Fire Protection Systems.
Contract Modification: This is a new procurement.
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Contract Value: $300,000.00
(A)
Prime Vendor: VSC Fire & Security
Prime Status: Non-Minority
Location: Norcross, GA
County: Gwinnett County
Prime Value: $160,000.00 or 100.00%
Total Contract Value: $160,000.00 or 100.00%
Total Certified Values: $0.00
(B)
Prime Vendor: Cliff’s Fire Extinguisher Company, Inc.
Prime Status: Non-Minority
Location: Woodstock, GA
County: Cherokee County
Prime Value: $140,000.00 100.00%
Total Contract Value: $140,000.00 or 100.00%
Total Certified Values: $0.00
Grand Contract Value: $300,000.00 or 100.00%
Grand Certified Value: $00.00 or 00.00%
Exhibits Attached
Exhibit 1: Bid Tabulation Sheet
Exhibit 2: Performance Evaluations
Exhibit 3. Department Recommendation Letter
Contact Information
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Joseph N. Davis, Director, Department of Real Estate and Asset Management, (404) 612-3772
Contract Attached
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No
Previous Contracts
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No
Total Contract Value
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Original Approved Amount: |
$0.00 |
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Previous Adjustments: |
$0.00 |
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This Request: |
$300,000.00 |
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TOTAL: |
$300,000.00 |
Fiscal Impact / Funding Source
Funding Line 1:
100-520-5220-1116: General, Real Estate and Asset Management, Building Maintenance-$160,000 “Subject to availability of funding adopted for FY2026 by BOC”
Funding Line 2:
100-520-5221-1116: General, Real Estate and Asset Management, Building Maintenance-$140,000 “Subject to availability of funding adopted for FY2026 by BOC”
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Key Contract Terms |
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Start Date: 1/1/2026 |
End Date: 12/31/2026 |
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Cost Adjustment: N/A |
Renewal/Extension Terms: Two renewal options |
Overall Contractor Performance Rating:
VSC Fire & Security, Inc. 91
Cliff’s Fire Extinguisher Company, Inc. New Vendor - CPR Memo
Would you select/recommend this vendor again?
Yes
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Report Period Start: |
Report Period End: |
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5/1/25 |
7/31/2025 |