Quotes under the bid threshold
A written quote from our one price sheet, itemized by building and by service, sent with the Business Registration Certificate and W-9 so the purchase order can issue the same week.
Government & public agencies
Public buildings are inspected like any business. We keep the file for the people who answer for them.
Town halls, public housing, schools, county facilities, and the squads a municipality funds sit on the same inspection lists as a restaurant, with a purchasing process on top. We carry the documents a public body needs to buy from us, quote in the format your purchasing agent asks for, and keep one site file per building that answers the fire official, the HUD reviewer and the auditor.
Contracting and bids
We take public contracts: quotes, bids, RFPs and purchase orders
A public body can buy from us the way its purchasing rules allow. Tell us which way applies and the package arrives in that form.
Formal bids and RFPs
Above the threshold that your qualified purchasing agent applies, we respond to the bid or request for proposals in the form you publish. Every disclosure form your process requires is included, before the deadline.
Cooperative and state contracts
Where your public body buys through a cooperative purchasing system or a state contract, we work within it, and we say plainly when a scope is not yet covered by one.
Subcontract and emergency work
We take scope as a subcontractor to a prime on a larger contract, and we answer time-sensitive requests, an inspection notice with a deadline or a system out of service, with a written quote first and the record filed after.
However it is bought, every engagement ends in the same site file: the inspection cycle of each building, every report, and the open items with the date they closed. The documents we carry →
Who this is for
Every public body that holds a building and a budget
The fire official's list does not distinguish between a diner and a DPW garage. What changes is who holds the file, and in a public body it is usually a clerk, a facilities manager, a business administrator, or a volunteer, none of whom were hired to track inspection dates.
Municipalities
Town hall, the library, the senior center, police and dispatch, fire houses, the DPW garage, and the recreation building. Each is a registered use with its own extinguishers, emergency lighting, fire doors, and inspection date, and usually one person watching all of them on top of another job.
Housing authorities
Public housing answers two inspectors at once: the fire official's registration and the HUD physical inspection, which scores smoke and CO alarms, extinguishers, emergency lighting, fire doors, and egress on every visit. One file per property has to satisfy both.
School districts
Schools are Life Hazard Uses, registered and inspected annually, with drill records, emergency-lighting tests, kitchen hoods, science-storage rules, and fire doors that get propped open every day. The business office holds the file; the custodial staff holds the keys.
County facilities
Administration buildings, public works yards, parks buildings, health and social-services offices, vocational schools, and the campus sites in between. Many buildings, several departments, one purchasing office, and one auditor who wants the inspection reports in one place.
EMS squads as public bodies
Municipal and municipally funded squads buy through the town and answer to it. The oxygen program under 21 CFR Part 213, cylinder tracking by serial and requalification date, rig and station extinguishers, and the AED program all go on a schedule the squad can afford and the council can read.
Medical oxygen program →
What we do for public bodies
Every building
Housing authorities
School districts
Municipal buildings
The same program as every client, organized for the way public bodies are inspected
Registration and inspection cycles
Life Hazard Use registrations with the state and non-life-hazard registrations with the municipality, each renewal on the calendar, each inspection pre-walked with a written checklist, and every deficiency tracked to the date it closed. The annual file the fire official reads is ready before the visit, not assembled after the notice.
HUD NSPIRE readiness
NSPIRE scores the unit, the inside, and the outside on a fixed list of standards, and life-safety items carry the heaviest deductions. We keep the unit-level smoke and CO alarm records the inspector samples, the extinguisher and emergency-lighting tags, the fire-door inspection, and the egress photos in one file per property, and we pre-walk a sample of units before the inspection window opens.
School drill and lighting records
Fire and security drill logs kept in the format the state and the fire official ask for, monthly emergency-lighting tests with the annual 90-minute discharge recorded per fixture, extinguisher tags by building, kitchen hood service dates, and fire-door checks on the doors that get wedged. One binder per school, one summary for the business administrator.
Municipal building files
One file per building with the registration certificate, the last inspection report, the equipment inventory with serials and dates, every vendor's report, and the open-deficiency list. Organized so a council question, an auditor's request, or a public-records request about a building's fire safety can be answered from the file the same day.
Our NJ Division of Fire Safety portable fire extinguisher contractor permit is applied for and pending. Until it issues, annual extinguisher maintenance is coordinated through a permitted contractor, the quote says whose truck comes, and the permit number appears in the footer the day it is issued.
How to buy from us
The documents a public body needs, carried before you ask
Public purchasing has rules, and most vendors make the purchasing agent chase the paperwork. We keep it current and send it with the quote.
- New Jersey Business Registration CertificateWe hold a current certificate and it goes in every quote package, so the purchase order can issue without a follow-up request.
- W-9 on requestSent the same day the finance office asks, in the format your accounts-payable system wants.
- Quotes for work under the bid thresholdA written quote from our one price sheet, itemized by building and by service the way your purchasing agent needs it to read. For scopes above the threshold we respond to your bid or request for proposals in the form you publish.
- Cooperative purchasing where availableWhere your public body buys through a cooperative purchasing system, we work within it, and we say plainly when a scope is not yet covered by one.
- SAM.gov registration for federally funded workOur SAM.gov registration is in progress. The quote says whether it is active, so a HUD-funded or grant-funded purchase can clear the federal checks before the order issues.
- Prevailing-wage compliance where it appliesWhere the New Jersey Prevailing Wage Act applies to a scope, we say so in the quote and carry the certified-payroll and registration obligations that come with it.
- Disclosure forms your purchasing agent requiresBusiness-entity and political-contribution disclosure forms, ownership disclosure, and the affirmative-action and non-collusion affidavits, completed and returned with the quote when your process calls for them.
What you receive
What a quote package contains
One envelope, or one PDF, that a purchasing agent can route without asking us for anything else.
- Cover letter with the scope by building. Every building named, what is included at each one, and the conditions: a twelve-month term, no auto-renewal, cancel with thirty days' notice, records belong to the public body.
- Itemized quote from the one price sheet. The same sheet every customer gets, broken out by building and by service so it can be charged to the right budget line and compared line by line with the incumbent's invoices.
- The compliance documents. Business Registration Certificate, W-9, and any disclosure forms your process requires. SAM.gov confirmation and the prevailing-wage acknowledgment when the funding or the scope calls for them.
- The site list with the inspection cycle of each building. Registration type, registration number where you have one, the last inspection date, and the cycle each building is on, so the council sees the whole obligation in one table.
- What we do ourselves and what we coordinate. Every service labeled with its real status, including the pending extinguisher permit and the licensed contractors we coordinate for suppression, sprinkler, and alarm work.
- A sample site file and visit report. What the file for one of your buildings will look like after the first visit, so the council can see every section before it votes.
The walkthrough is free for public bodies too
Start with the gap list, not the contract
Thirty minutes per building, every device photographed, and a written gap list with the code section next to each item. It is yours whether or not the council ever votes on a contract. A public body can use the gap list alone to fix what its own staff can fix and to hold the incumbent vendor to what it is already being paid for.
Bring the last inspection report for each building and the last three vendor invoices. We line them up against the checklist and show you what you paid for, what you did not get, and what the fire official will write up next.
Common questions from purchasing agents
Do we need to go out to bid?
That depends on the scope and your bid threshold, which your qualified purchasing agent applies. We quote below the threshold and respond to bids and requests for proposals above it, and we will size the scope by building so the council can decide how to buy.
Can a squad buy directly, or does the town have to?
Either, depending on how the squad is organized. An independent nonprofit squad signs its own agreement. A municipal squad, or one that buys with municipal funds, goes through the town's purchasing process, and we prepare the package for whichever it is.
Who owns the records if the contract ends?
The public body does. The site file, the photographs, the calendar, and every report leave with you on the day the agreement ends, in a format your next vendor or your own staff can use.
Are you licensed?
We have applied for a New Jersey Division of Fire Safety portable fire extinguisher contractor permit; the application is pending. We have an ICC/NAFED-certified technician. Until the permit issues, extinguisher maintenance is coordinated through a permitted contractor and the quote says so.