RFP BID NO: 26-08-4285DB
PROPOSAL DUE DATE: November 30. 2026
DESCRIPTION: Inspections/ Maintenance (Fire Alarm, Fire Extinguishers. Kitchen Fire Systems), First Aid Kit & AED
CONTACT PERSON: Lavina Willie-Nez, Senior Contract Analyst
Phone: 928-357-6732
~ RETURN PROPOSALS CLEARLY MARKED ~
"DO NOT OPEN: RFP# 26-08-4285DB - Inspections/ Maintenance (Fire
Alarm, Fire Extinguishers, Kitchen Fire Systems)
PROPOSAL & BID SUBMITTAL DEADLINE AND RELEVANT INFORMATION:
All proposals and bids delivery using UPS or Federal Express, must be physically submitted to:
PHYSICAL ADDRESS: Navajo Head Start
47552 Hwy 264 Suite H
Window Rock, Arizona 86515
ATTN: Lavina Willie-Nez, Senior Contract Analyst
MAILING ADDRESS: Navajo Head Start
P.0. Box 3479
Window Rock, Arizona 86515
ATTN: Lavina Willie-Nez. Senior Contract Analyst
SECTION I
A. RESPONDENT REQUIREMENTS:
All respondents must have, as a minimum, the capabilities listed herein, and the bid proposals submitted must reflect in detail the inclusion of these services as well as the additional forms required in Section II. Respondent should also provide technical information of delivery of services required in this RFP.
B. SCOPE OF WORK:
Vendor will provide Inspections/ Maintenance (Fire Alarm, Fire Extinguishers, Kitchen Fire Systems) and First Aid Kits refill. Services to Head Start Centers located in five (5) districts across New Mexico, Arizona and Utah. District I: Shiprock, NM District II: Crownpoint, NM District III: Window Rock, AZ District IV: Chinle, AZ District V: Tuba City, AZ If necessary, provide emergency services during the school year.
1. Navajo Head Start (NHS) is requesting proposals form qualified, certified vendors to provide:
2. Inspection, Maintenance: Fire Systems
3. Inspection, Maintenance: Kitchen Fire System
4. Inspection, Maintenance, and repair: Fire Alarm
5. First Aid Kit Refills
6. Supply sixty (60) Automated External Defibrillator (AED) \& provide maintenance for AED
7. Must perform inspections, maintenance, conduct required testing as needed and replacement of any devices that may be part of the fire alarm system:
8. Fire Extinguishers
9. Fire Alarm
10. Ansul Fire Systems
11. Kitchen Hood Suppression systems
12. Hydrostatic
13. Smoke detectors
14. Manual pull devices
15. Fusible links
16. Provide Certification tags:
17. Fire Extinguisher
18. Ansul System
3. Kitchen Hood Suppression System
All Work shall be performed on a scheduled and systematic basis. In all cases, all equipment shall be maintained to manufacturer's specifications, and in compliance with all applicable codes.
a. Contractor will be required to provide Fire Extinguishers for an estimated ninety (90) NHS Class A School buses operating in all five (5) Districts and three states Arizona, New Mexico, and Utah. The number of certification tags vary by districts - see listing.
b. Contractor will be required to provide AED for all Head Start Centers, refill and maintenance when necessary.
c. The term of the contract will be from March 01, 2027 - February 28, 2032
4. The following services shall be provided each in June before the start of school:
1. Inspect 377 portable fire extinguisher for NHS Centers.
2. Provide certification tags for 377 portable fire extinguishers for NHS Centers
3. Recharge portable fire extinguishers for NHS centers as needed.
4. Hydrostatic testing/repairs as needed on portable fire extinguishers for NHS Centers.
5. Inspect (40) Kitchen hood suppression systems for NHS Centers.
6. Repair as needed Kitchen hood suppression system for NHS Centers.
7. Provide certification tags for (40) kitchen hood suppression systems for NHS Centers.
8. Replace fusible link during each inspection
9. Inspect and repair as needed of school fire alarm(s) for NHS Centers.
10. Refill First Aid Kits during each inspection if necessary.
5. Vendor shall provide inspections:
1. School fire alarms and kitchen hoods suppression system for all listed Head Start Centers two (2) times a year.
2. Shall provide services repairs but not limited to school fire alarms, and recharging of portable fire extinguisher for all Head Start Centers listed.
6. Vendor shall upgrade and provide additional fire extinguisher(s) for the following District location(s):
1. Window Rock Region Office 6 new 1Olbs. Fire Extinguishers
2. Fort Defiance Region Office 1 Class A Fire Extinguishers
3. Chinle Region Office 16 New Class A Fire Extinguishers
Detailed listings by District and Center provided in the RFP document (includes counts of extinguishers and indication whether kitchen fire systems/alarms are present).
7. Vendor will provide repair services on fire alarm for listed Head Start Centers (numerous centers across Crownpoint, Del Muerto, Dilkon, Gap, Inscription House, Kaibeto, LeChee, Low Mountain, Lukachukai, Nageezi, Navajo Mountain, Newcomb, Oljato, Pinedale, Red Rock, Red Mesa, Red Valley, Rual-Sauders, Saint Michaels, Sanostee, Shiprock, etc.).
The following services will be provided for the (96) Head Start Centers Class A School buses before the start of the school:
1. Inspect 10 Lbs. fire extinguisher for Head Start Class A school buses.
2. Provide certification tags for portable fire extinguishers. For Class A buses.
3. The Vendor will provide services to the following Head Start School Buses (region counts listed): Total buses: 96
Services Delivery Facility Locations: Shiprock Fleet Management Shop; Crownpoint Fleet Management Shop; Window Rock Fleet Management Shop; Chinle Fleet Management Shop; Tuba City Fleet Management Shop.
Safety inspection services for fire extinguishers are to be performed and completed in accordance to Industry acceptable standards.
RFP Submittal Deadline:
All RFP's must be received/ mailed / or physically delivered on or before November 30, 2026, at 5:00 p.m. and must be mailed or physically delivered to:
Navajo Head Start
Attention: NHS Finance Section Post Office Box 3479 Window Rock, Arizona 86515
Courier Service/Delivery to: Navajo Head Start Attention: NHS Finance Section 47552 Hwy 264 Suite H Window Rock, AZ 86515
SECTION II
The following documents are required and must be submitted:
1. Navajo Nation Certification Regarding Debarment & Suspension (Attached)
2. Federal Form Tax W-9 (Attached)
3. Licensed, bonded, and current Certificate of Liability Insurance.
4. Cost of Services and goods, including applicable federal and local taxes.
A. Proposal Format:
1. Respondent(s) must indicate (On the Bid Package Envelope) if they are priority one or two vendor with the Navajo Nation.
2. All proposals must be typewritten on standard 8-1/2 X 11 paper and placed within a hard report cover (NO BINDERS) with tabs delineating each section. Larger paper is permissible for charts, maps, or the like.
3. An original RFP response and three (3) copies must be provided in a sealed envelope.
4. The proposal must be organized and indexed in the following format: a. A letter of Transmittal; b. Statement of Qualifications; c. Proposal on Contract approach; d. Proposed Cost (Sealed in Separate Envelope).
5. Each proposal must be accompanied by a letter of transmittal with specified content (background on company; names and contacts; acceptance of procurement conditions; signed; acknowledge receipt of amendments).
6. The respondent must submit a statement of qualifications including resume, years of experience with Navajo Nation or other governments, and three references.
7. Respondent must provide proposal on contract approach with details on accomplishing objectives, number of employees, resumes and credentials of employees, certificates/degrees.
8. Respondent must provide a DETAILED COST for all services for this RFP.
B. REJECTION OF PROPOSALS: The Navajo Nation reserves the right to waive any informalities or irregularities in the RFP or reject any or all proposals whenever such rejection is deemed in the best interest of the Navajo Nation.
C. PROCUREMENT OF RFP: This procurement shall be conducted in accordance with all applicable Navajo Nation laws and regulations including the Navajo Business Opportunity Act.
D. INQUIRIES: Any inquiries regarding this RFP should be submitted in writing to Lavina Willie-Nez, Senior Contract Analyst. Only written responses to questions will be considered official. Questions will be directed to Lavina Willie-Nez at 928-357-6732 or email: lavinawillienez@nndode.org. Questions regarding this procurement will be accepted until 5:00 p.m. on November 23. 2026.
E. PROPOSAL SUBMISSION: Proposal must be received on or before November 30, 2026 at 5:00 p.m. Respondents who are mailing their proposals should allow sufficient time for mail delivery to ensure receipt by the date specified. If mailed, it is recommended that proposals be sent by certified mail to the address indicated on the cover sheet of the RFP. Late proposals will not be accepted.
F. REJECTION OF PROPOSALS: NHS reserves the right to reject all proposals. This RFP may be canceled at any time and all proposals may be rejected in whole or in part when the NHS Assistant Superintendent determines it is in the best interest of the Navajo Nation.
G. PROPRIETARY INFORMATION: Any restriction on the use of data contained within any proposals must be clearly stated in the proposal. Proprietary information submitted in response to this RFP will be handled in accordance with applicable purchasing procedures. Each page of the proprietary material must be labeled or identified with the word "proprietary" or "confidential".
H. RESPONSE MATERIAL OWNERSHIP: All material submitted regarding this RFP shall become property of the Navajo Nation and will not be returned to the respondent. Responses received will be retained by NHS and may be reviewed by any person after final selection has been made. NHS has the right to use any or all system ideas presented in reply to this RFP.
I. INCURRING COSTS: Any cost(s) incurred by the respondent in preparing, transmitting, presenting, or modifying the proposal or material for this RFP shall be the responsibility of the respondent.
J. SUFFICIENT APPROPRIATION: A contract awarded for this RFP is contingent upon the availability of funds. A contract may be terminated or reduced in scope if sufficient funds do not exist.
K. EVALUATION PROCEDURES AND SELECTION CRITERIA: Evaluation team will evaluate proposals; respondents may be requested to provide additional information. Proposals must be endorsed with signature of an official authorized to bind respondent. Evaluation criteria include Presentation of Response (1-20), Statement of Qualifications (1-20), Technical Requirements (1-20), Project Management (1-20), Cost of Services (1-20), total 100 points.
L. STANDARD CONTRACT: The Navajo Nation reserves the right to incorporate standard contract provision into any contract negotiations because of a proposal submitted in response to the RFP.
M. Contractor shall comply with Federal Awards Guidelines (selected §200 series citations listed).
N. TAX: All appropriate taxes should be included in the cost of services including the Navajo Sales Tax. Additional local sales tax rules described.
O. SOVEREIGNTY: The Navajo Nation will not relinquish any of its sovereignty rights.
SECTION III
A. RESPONDENT REQUIREMENTS: All respondents must have, as a minimum, the capabilities listed herein, and the bid proposals submitted must reflect in detail the inclusion of these services as well as the additional forms required in Section II.
(Additional attachments/forms referenced in the RFP include W-9 and Navajo Nation Certification Regarding Debarment, Suspension, and Contracting Eligibility.)
