Alarms Monitoring Services for City Buildings

Agency: State Government of Virginia
State: Virginia
Type of Government: State & Local
Caegory:
  • J - Maintenance, Repair, and Rebuilding of Equipment
  • Y - Construction of Structures and Facilities
Posted Date: Mar 12, 2019
Due Date: Mar 20, 2019
Solicitation No: RFP 19049-3
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
RFP 19049-3
  • Alarms Monitoring Services for City Buildings
  • Status: Open
  • Time Left:7 days, 19 hours
  • Closing: 3/20/19 3:00 PM
  • Issued: 2/6/19 4:45 PM
  • Last Amended: 3/12/19
  • Buyer:Anthony E. Cannion
  • acannion@cityofchesapeake.net
  • 757-382-6359

  • Issued By:City of Chesapeake
  • Type:Request for Proposals (RFP)
  • Category:Non-Professional Services - Non-Technology
  • Work Location: City of Chesapeake
  • Web Address:
  • Pre-Bid Conference: 2/15/19 10:00 AM Pre-Proposal Conference
  • Open Responses:
  • Description:Contractor shall provide complete alarms monitoring and notification services for fire alarms, security alarms, duress alarms, and other types of alarms as necessary (HVAC temperature and failure alarms, pump system alarms, etc.) at numerous City of Chesapeake public facilities and Chesapeake Schools facilities.
  • Amendment/Cancellation Information:Addendum 1 to extend the due date. Addendum 2 to answer all questions received.

Attachments
Attachment Size Description Posted On Type
RFP - Alarms Monitoring Services for City Buildings.pdf (378.33 KB) RFP - Alarms Monitoring Services for City Buildings 02/06/19 Solicitation
Pre-Proposal Conference Sign-in Sheet.pdf (56.62 KB) Pre-Proposal Conference - Sign-in Sheet 02/15/19 Solicitation
Addendum 1.pdf (15.28 KB) Addendum 1 03/05/19 Solicitation
Addendum 2.pdf (134.08 KB) Addendum 2 03/12/19 Solicitation

Attachment Preview

REQUEST FOR PROPOSALS (RFP)
NON-PROFESSIONAL SERVICES
ISSUE DATE: February 6, 2019
TITLE: ALARMS MONITORING SERVICES FOR CITY BUILDINGS
RFP No. 19049
COMMODITY CODE: 990-39
ISSUED BY:
City of Chesapeake
Purchasing Division
306 Cedar Road, 5th Floor
Chesapeake, Virginia 23322
USING DEPARTMENT:
City of Chesapeake
Department of Public Works
306 Cedar Road, 3rd Floor
Chesapeake, Virginia 23322
PERIOD OF CONTRACT: FIVE (5) YEARS FROM DATE OF EXECUTION.
The City of Chesapeake, Virginia will receive sealed proposals for the above solicitation until 3:00 PM local
time on March 8, 2019 at the office of the Procurement Administrator in the Purchasing Division, 5th Floor,
City Hall Building, 306 Cedar Road, Chesapeake, Virginia, 23322. Any sealed proposal received after the
specified time and date will not be considered.
Inquiries For Information Should Be Directed To: Anthony E. Cannion, Procurement Administrator, via email
only at: acannion@cityofchedapeake.net.. All questions must be submitted via e-mail before 5:00 pm, February
20, 2019. RFP Documents may be examined at the offices of Purchasing Division, located on the 5th Floor, City
Hall Building, 306 Cedar Road. Electronic copies of RFP documents in PDF format are available for download on
the Onvia Demandstar web site at www.demandstar.com or eVA’s website at https://eva.virginia.gov/.
It shall be the responsibility of the offeror to monitor the City’s website and above noted procurement
websites for published addenda. Fully executed addenda must be returned with proposal.
IF PROPOSALS ARE MAILED, SEND DIRECTLY TO THE PURCHASING DIVISION AT THE ADDRESS SHOWN
ABOVE. IF HAND-DELIVERED, DELIVER TO: CITY HALL, PURCHASING DIVISION, 306 CEDAR ROAD, 5TH
FLOOR, CHESAPEAKE, VA.
Pre-Proposal Conference: A Non-Mandatory pre-proposal conference will be held on February 15, 2019 at 10:00
A.M. at the City of Chesapeake, Purchasing Conference Room, at 5th Floor, City Hall Building, 306 Cedar Road,
Chesapeake, 23322. (See Paragraph XIII herein). If special accommodations are needed, please contact the
Purchasing Division at (757) 382-6359 by February 13, 2019.
In Compliance With This Request for Proposal And To All The Conditions Imposed Therein and Hereby Incorporated By Reference,
The Undersigned Offers, And Agrees To Furnish Services requested in the solicitation.
THIS SECTION IS TO BE COMPLETED BY OFFEROR’S AUTHORIZED REPRESENTATIVE.
NAME AND ADDRESS OF FIRM:
_______________________________________
Date: _______________________________
_______________________________________
By: _________________________________ (Sign in Ink)
_______________________________________
Name: ______________________________ (Please Print)
_______________________ Zip Code: _______
FEI/FINT NO: ___________________________
E-mail: ________________________________
Title: _______________________________
Phone _____________ Fax_____________
Website: ____________________________
TABLE OF CONTENTS
REQUEST FOR PROPOSAL NO. 19049
ALARMS MONITORING SERVICES FOR CITY BUILDINGS
I. PURPOSE ………………………………………………………………………………………………………….3
II. BACKGROUND …………………………………………………………………………………………………3
III. SCOPE OF SERVICES ……………………………………………………………………………………………..3
IV. SCHEDULE OF EVENTS …………………………………………………………………………………………..4
V. CONFLICTS AND QUESTIONS …………………………………………………………………………………..4
VI. PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS …………………………………………4
VII. SPECIFIC PROPOSAL INSTRUCTIONS ………………………………………………………………………6
VIII. DISCLOSURE OF PROPOSAL CONTENTS …………………………………………………………………..7
IX. EVALUATION AND AWARD CRITERIA ……......……………………………………………………………….8
X. ORAL PRESENTATIONS …………………………………………………………………………………………8
XI. AWARD OF CONTRACT ………………………………………………………………………………………8
XII. PERIOD OF PERFORMANCE …………………………………………………………………………………....9
XIII. NON-MANDATORY PREPROPOSAL CONFERENCE ………………………………………………………..9
XIV. PATENT INDEMNITY ………………………………………………………………………………………………9
XV. PRICING SCHEDULE ……………………………………………………………………………………………...9
ATTACHMENT A – Certification of Compliance with Immigration Laws and Regulations **
ATTACHMENT B – Litigation Disclosure **
ATTACHMENT C – Authorization to Conduct Business in the Commonwealth - SCC Identification Number**
ATTACHMENT D – List of the Alarms the system is monitoring
ATTACHMENT E – Pricing Schedule **
ATTACHMENT F – References **
ATTACHMENT G – Contractor/Subcontractor License **
APPENDIX A:
Section I – Required General Terms and Conditions
Section II – Special Terms and Conditions
**Attachments must be fully executed and submitted with the RFP Proposal
The City of Chesapeake does not discriminate against faith based organizations in accordance with Code of Virginia
Section 2.2-4343.1 or against any contractor, bid, or offeror because of race, religion, color, sex, national origin, age,
disability or any other basis prohibited by State law relating to discrimination in employment.
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I. PURPOSE:
The City of Chesapeake is soliciting proposals from qualified offerors to provide complete alarms monitoring
and notification services for fire alarms, security alarms, duress alarms, and other types of alarms as necessary
(HVAC temperature and failure alarms, pump system alarms, etc.) at numerous City of Chesapeake public
facilities and Chesapeake Schools facilities.
II. BACKGROUND:
The City of Chesapeake and City of Chesapeake School System have numerous facilities that require remote
monitoring of installed alarm systems (fire, security, duress, HVAC, etc.). These facilities are located throughout
the City of Chesapeake, but have internet and phone connectivity with their respective department headquarters
offices and other City facilities.
III. SCOPE OF SERVICES::
A. Offeror shall carefully read, review, analyze, and address such items in its proposal. However, the final
description of the services and/or items to be provided to the City under this RFP is subject to negotiations
with the successful Offeror and final approval by the City.
B. The proposal shall include all components, equipment, software, licenses, installation, operator manuals or
operating instructions, testing and training to provide complete monitoring of installed alarms systems at
designated facilities and notification to the 911 Dispatch Center and/or other designated duty persons.
Types of alarm systems to be monitored are fire alarm systems, security alarm systems, duress alarms,
and other types of alarms indicating failure or out-of-tolerance conditions related to HVAC or other
mechanical equipment. See paragraph F below for specific fire alarm monitoring requirements and
Paragraph G for specific HVAC and other alarm systems requirements.
C. The proposal pricing shall be broken down into separate prices for providing monitoring services at each of
the designated facilities. The proposal shall include a timeline for transitioning each location to remote
monitoring services and a master time line for the entire project (i.e. completing the transition of all
locations). There are 106 City of Chesapeake public facilities and 129 City of Chesapeake School System
facilities to be included. The attached table lists all the alarm systems that require monitoring and
notification services. The proposal shall include provisions and pricing for adding alarm systems over the
term of the awarded monitoring contract, such as when new City facilities are constructed and/or new alarms
monitoring requirements arise. The immediate priority is to transition all fire and security alarms to outside
monitoring and notification services, while the second priority is to add HVAC and other types of alarms as
needed in the future.
D. The proposal shall include operator training for those locations and/or individuals that are designated to
receive notification of alarm indications from the monitoring service contractor (ex: 911 Dispatch Operators,
facility technicians responding to HVAC alarms, etc.).
E. The proposal shall include a 2-year parts and labor warranty (including any licensing fees) on any equipment
and software that is required to be installed at City facilities to provide the monitoring and notification
services.
F. Fire alarm systems monitoring. Fire alarms shall be monitored by a UL 827 listed Central Station complying
with all requirements of the Statewide Fire Prevention Code, NFPA 72 and any other applicable codes or
standards. Compliance documentation is required as per Chapter 26 of NFPA 72 (2010 edition). A permit
is required to be obtained from the Fire Prevention Office for each building to be monitored and an inspection
conducted verifying receipt of alarms and locations.
G. HVAC and other types of alarm systems. These types of alarms may require notification via internet, text,
or phone call to various duty technicians in addition to, or instead of, notification to the 911 Dispatch Center.
4
IV. SCHEDULE OF EVENTS:
The City will make every effort to adhere to the following schedule leading to the award of a contract; however,
this schedule is subject to change. Offerors will be notified of significant schedule changes:
Action
Responsibility
Date
Issuance of RFP
Purchasing
February 6, 2019
Submission of Questions
Submission of Proposals
Offerors
Offerors
February 20, 2019
March 8, 2019
Evaluation Process Start
Evaluation committee
March 13, 2019
Contract Award (Anticipated)
Procurement Administrator
April 30, 2019
V. CONFLICTS AND QUESTIONS:
Should there be conflicts between any proposal documents and the final executed contract document; the final
executed contract shall take precedence.
Questions regarding this Request for Proposals should be directed in writing to Anthony E. Cannion, at
acannion@cityofchesapeake.net. All questions and requests for clarification must be received by the
Purchasing Division before 5:00 p.m., February 20, 2019.
VI. PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS:
RFP Response: In order to be considered for selection, Offerors must submit a complete response to this
solicitation. One (1) original, one (1) electronic copy, and five (5) copies of the proposal must be
submitted to the Purchasing Division. One (1) electronic redacted copy is to be provided if invoking
protection under section 2.2-4342 of the Code of Virginia relating to proprietary information and trade
secrets. Facsimile copies will not be accepted. No other distribution of the proposal shall be made by the
Offeror.
A.
Proposals shall be signed by an authorized representative of the offeror. This includes, at a minimum
the RFP Cover sheet and all Addendums. All information requested must be submitted. Failure to
submit all information requested may result in the Purchasing Division requiring prompt submission of
missing information, giving a lowered evaluation of the proposal and/or finding the proposal non
responsive. Mandatory requirements are those required by law or such that they are determined in the
sole discretion of the Procurement Administrator to be formalities that cannot be waived and are not
subject to negotiation.
B.
Proposals should be prepared simply and economically, providing a straightforward, concise description
of capabilities to satisfy the requirements of the RFP. Emphasis should be placed on completeness
and clarity of content. Elaborate brochures and excessive promotional materials are not required or
desired.
C.
Proposals should be organized in the order in which the requirements are presented in the RFP. All
pages of the proposal should be numbered. Each paragraph should reference the paragraph number
of the corresponding section of the RFP. It is also helpful to cite the paragraph number, sub-number,
and repeat the text of the requirement as it appears in the RFP. If a response covers more than one
page, the paragraph number and sub-number should be cross repeated at the top of the next page.
The proposal should contain a table of contents which cross references the RFP requirements.
Information which the Offeror desires to present that does not fall within an area of the requirement of
the RFP should be inserted at an appropriate place or be attached at the end of the proposal and
5
designated as additional material. Proposals that are not organized in this manner risk elimination from
consideration if the evaluators are unable to find where the RFP requirements are specifically
addressed. The following information must be contained in the proposal:
1. The minimum font size shall be 10 point.
2. A page shall be considered to have printing only on one side. A sheet printed on both sides shall
be considered as two pages.
3. The proposals must be organized in the following sequence and shall not exceed the maximum
limitation of 50 pages. Sections of the proposal can be shortened or lengthened as long as the
overall number of pages does not exceed the total of the limits shown. Separation sheets (if used)
will not count against the total page limitation.
4. Proposals should be submitted as one (1) bound section, and be as thorough and detailed as
possible so that the Chesapeake Team may properly evaluate the offeror’s capabilities to provide
required services. Proposals shall not exceed 50 pages.
D.
As used in this RFP, the terms "must", "shall", "should" and “may” identify the criticality of requirements.
"Must" and "shall" identify requirements whose absence will have a major negative impact on the
suitability of the proposed solution. Items labeled as "should" or “may” are highly desirable, although
their absence will not have a large impact and would be useful, but are not necessary. Depending on
the overall response to the RFP, some individual "must" and "shall" items may not be fully satisfied, but
it is the intent to satisfy most, if not all, "must" and "shall" requirements. The inability of an Offeror to
satisfy a "must" or "shall" requirement does not automatically remove that Offeror from consideration;
however, it may seriously affect the overall rating of the Offerors’ proposal.
E.
Ownership of all data, materials, and documentation originated and prepared for the City pursuant to
the RFP shall belong exclusively to the City and be subject to public inspection in accordance with the
Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by an offeror
shall not be subject to public disclosure under the Virginia Freedom of Information Act; however, the
offeror must invoke the protections of § 2.2-4342F of the Code of Virginia, in writing, either before or at
the time the data or other material is submitted. The written notice must specifically identify the data or
materials to be protected and state the reasons why protection is necessary. The proprietary or trade
secret material submitted must be identified by some distinct method such as highlighting or underlining
and must indicate only the specific words, figures, or paragraphs that constitute trade secret or
proprietary information. The classification of an entire proposal document or prequalification
application, line item prices, and/or total proposal prices as proprietary or trade secrets is not acceptable
and will result in rejection of the proposal. If, after being given reasonable time the offeror refuses to
withdraw an entire classification designation, the proposal will be rejected.
F.
Any and all costs or expenses incurred or associated with the preparation of responses to this Request
for Proposals, including site visits, oral presentations and any other costs shall be entirely the
responsibility of the offeror and shall not be reimbursable in any manner by the City.
G. The City reserves the right to reject any or all proposals, to waive any technicalities in proposals
received, and to negotiate and to accept the proposal which shall be in the City’s best interest.
H.
The City may cancel this Request for Proposals at any time prior to an award, and is not required to
furnish a reason why a particular proposal was not deemed the most advantageous.
I.
The right is reserved, as the interests of the City may require, to revise and/or amend the specifications
prior to the date set for acceptance of proposals; the acceptance date may be postponed if deemed
necessary by the Procurement Administrator. Such revisions and amendments, if any, will be
announced by an addendum to this solicitation and posted on the City’s website.
J.
Late Proposals: To be considered for selection, proposals must be received in the City’s Purchasing
Office by the designated date and hour. Proposals received in the issuing office after the date and hour

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