Bids

Re-Bid: Fire Alarm & Communication System Retrofit at Multiple City Buildings

The City of Pleasanton is seeking a Re-Bid Request for Proposals for a turnkey solution for the retrofit and replacement of the City’s existing fire alarm systems at the Public Works Department Corporation Yard, the Library, and the Police Station, totaling 12 buildings and approximately 140,000 square feet. The work does not anticipate changes to the fire sprinklers, but some buildings require minor changes to the fire sprinkler system for monitoring by the fire alarm system. The fire sprinkler main backflow device at the Library’s exterior will be replaced with an above-ground device. A paging/communication system will be added for the Corporation Yard facilities. The existing fire alarm control systems are outdated and no longer in a serviceable condition. The fire alarm work shall include but not be limited to: reviewing existing systems, designing updated systems, obtaining permits, replacing the fire alarm panel, adding dedicated electrical feed to relocated panels, replacing all conductors, replacing detectors and notification devices in existing locations, adding devices and conductors where required by code or project description, adding conduit where required, and patching and painting of existing walls and ceilings where necessary. The work will take place while buildings are occupied by staff and the public with extra care and special working hours required. The estimated project cost is $1.2 million for all three locations.  

The City of Pleasanton (City) anticipates working with a single qualified bidder through these milestones of activity:  

Investigation, design, and permits; estimated duration is three months after City Council award of contract and written Notice of Award.  

Scheduling, shop drawings, fabrication, mobilization, and installation; estimated duration is five months after written Notice to Proceed.  

Testing and Fire Marshal approval; estimated duration is one month.  

Acceptance by City Council, filing Notice of Completion, and release of retention and bonds; estimated duration is three months.  

Submit bid proposal in a sealed package marked with the delivery due date and “Re-Bid RFP – Fire Alarm Retrofit Project No. 23457” prior to 11:00 a.m. Wednesday, August 20, 2025. Proposals will be received by the City of Pleasanton City Clerk’s office:”  

In-person, Civic Center, at 123 Main Street, Pleasanton, CA 94566     

By mail to City Clerk, City of Pleasanton, P.O. Box 520, Pleasanton, CA 94566  

By Express Courier only, send to City Clerk’s Office 123 Main Street

No electronic proposals will be accepted.  

Proposals will not be opened at the time of submission. Proposals will be opened by the Evaluation Committee and results will be made public on the City’s bid website.  

Proposals received after the time and date specified above will be considered nonresponsive and will be returned to the bidder. Incomplete proposal documents, unsigned proposals, or proposals signed by an individual not authorized to bind the prospective bidder will be considered non-responsive and rejected.  

Any proposals received prior to the time and date specified above may be withdrawn or modified by the written request of the bidder to the City Clerk. To be considered, however, the modified Proposal must be received prior to the submission deadline.

Attending a pre-bid meeting is mandatory for prospective bidders to submit a proposal for this project. Subcontractors are not required but are welcome to attend. One pre-bid meeting is scheduled with this re-bid notice and the two mandatory pre-bid meetings previously held are recognized as valid. Prospective bidders must attend one of the meetings to submit a proposal. The pre-bid meeting will include a mandatory walk through all three locations. Public parking is available. Each location requires individual security access procedures, and the meeting will start promptly at the time identified to sign into the location and verify identification. Photographs will not be allowed at the Police Station. Attendees will be required to sign out at each location.  

Attendees at the Thursday, June 19, 2025, pre-bid meeting have satisfied the mandatory requirement.  

Attendees at the Tuesday, June 24, 2025, pre-bid meeting have satisfied the mandatory requirement.  

A pre-bid meeting is scheduled on Tuesday, August 12, 2025, at 8:00 a.m. Attendees will meet outside the Library main entrance, 400 Old Bernal Ave, Pleasanton. After meeting at the Library and Police Station, driving directions will be given to continue the meeting at the Public Works Department Corporation Yard. The meeting should conclude by 12:00 p.m.  

Any questions related to this RFP shall be submitted in writing. No oral question or inquiry about this RFP shall be accepted. Questions shall be submitted before 2:00 p.m. Wednesday, August 13, 2025, to the attention of Tom Mucha, Associate Engineer, via email at [email protected].

This Request for Proposal (RFP) describes the Scope of Services, the necessary Qualifications and Experience, the Submittal and Selection Process, and a sample copy of the City Construction Contract and bonds.  

Addenda to this RFP, if issued, will be sent to all prospective bidders that the City has specifically e-mailed a copy of the RFP to and will be posted on the City of Pleasanton bids website.