False Alarm Management Solution & Services, RFQ 692008

Loudoun County, Virginia
REQUEST FOR PROPOSAL
False Alarm Management Solution & Services
ACCEPTANCE DATE: Prior to 4:00 p.m., April 16, 2026, Local Time
RFP NUMBER: RFQ 692008
ACCEPTANCE PLACE: Department of Finance and Procurement
Division of Procurement
1 Harrison Street, SE, 1st Floor
Procurement Bids and Proposals Drop Box
Leesburg, Virginia 20175
PLEASE NOTE:
A. Documents related to this solicitation may be downloaded from the County's website:
www.loudoun.gov/procurement.
Requests for information related to this Invitation should be directed to:
Jeanette Alexander
Contracting Officer
(571) 627-7431
(703) 771-5097 (Fax)
E-mail address: Jeanette.Alexander@loudoun.gov
Issue Date: March 19, 2026
IF YOU NEED ANY REASONABLE ACCOMMODATION FOR ANY TYPE OF
DISABILITY IN ORDER TO PARTICIPATE IN THIS PROCUREMENT, PLEASE
CONTACT THIS DIVISION AS SOON AS POSSIBLE
False Alarm Management Solution & Services
RFP #RFQ 692008
Page 1 of 40

REQUEST FOR PROPOSAL
FALSE ALARM MANAGEMENT SOLUTION & SERVICES
SECTION/TITLE PAGE
1.0 PURPOSE ............................................................................................................ 3
2.0 COMPETITION INTENDED ................................................................................. 3
3.0 BACKGROUND INFORMATION ......................................................................... 3
4.0 SCOPE OF SERVICES ........................................................................................ 3
5.0 TERMS AND CONDITIONS ................................................................................. 6
6.0 EVALUATION OF PROPOSALS: SELECTION FACTORS ............................. 23
7.0 PROPOSAL SUBMISSION FORMAT ............................................................... 24
8.0 INSTRUCTIONS FOR SUBMITTING PROPOSALS ......................................... 26
9.0 PROPOSAL SUBMISSION FORM .................................................................... 35
PROOF OF AUTHORITY TO TRANSACT BUSINESS IN VIRGINIA .......................... 37
ATTACHMENT I: REFERENCES ................................................................................. 39
Prepared By: /s/Jeanette Alexander Date: March 19, 2026
Contracting Officer
False Alarm Management Solution & Services
RFP #RFQ 692008
Page 2 of 40

FALSE ALARM MANAGEMENT SOLUTION & SERVICES
1.0 PURPOSE
The intent of this Request for Proposal (RFP) is for the County of Loudoun, Virginia
(County) to obtain proposals from firms specializing in providing a false alarm
management solution that includes tracking, billing, registration, and renewal
services for the False Alarm Reduction Unit at the Loudoun County Sheriff's Office
(LCSO).
The County intends to award one (1) contract for the False Alarm Management
Solution & Services related to false alarm calls for service under the authority of
the LCSO.
2.0 COMPETITION INTENDED
It is the County's intent that this RFP permits competition. It shall be the Offeror's
responsibility to advise the Purchasing Agent in writing if any language, requirement,
specification, etc., or any combination thereof, inadvertently restricts or limits the
requirements stated in this RFP to a single source. Such notification must be received
by the Purchasing Agent not later than fifteen (15) days prior to the acceptance date
for proposals.
3.0 BACKGROUND INFORMATION
Burglar alarms installed at businesses and residences in the County are required
to be registered with the LCSO. As authorized by Loudoun County Ordinance
Chapter 655, the LCSO levies fines against businesses and residents for false
alarm calls for service and for failure to register or renew their false alarm
registration. LCSO currently utilizes a legacy software system to process and track
reports of false alarms. The system requires an LCSO employee to create notices,
invoices, prepare mailings, and process payments.
3.1 The annual average number of alarms registered in the County is 1,400.
3.2 The annual average number of false alarm calls for service received by
LCSO is 5,400.
3.3 The annual average number of false alarm registrations, renewals, and
updates is 15,400.
3.4 The annual average revenue received by the LCSO for alarm registration
fees and false alarm calls for service fees is $230,000.
4.0 SCOPE OF SERVICES
All proposals must be made on the basis of, and either meet or exceed, the
requirements contained herein.
All offerors must be able to provide:
4.1 General Software Capabilities-Functional System Requirements
False Alarm Management Solution & Services
RFP #RFQ 692008
Page 3 of 40

A. The Contractor shall provide a comprehensive web-based
management solution that provides false alarm tracking, billing,
registration and renewal services for residences and businesses of
the County.
B. The Contractor shall be Systems and Organization Controls (SOC) 2
Type 2 compliant.
C. The Contractor shall use Security Assertion Markup Language (SAML)
2.0 or Single Sign-on (SSO).
D. Upon implementation, the Contractor shall provide the necessary
information to establish an enterprise application or SSO, including its
identifier, reply to Uniform Resource Locator (URL), claims to be
returned, and any other configuration information.
E. The Contractor shall use and support Hypertext Transfer Protocol
Secure (HTTPS) with the current version of Transport Layer Security
(TLS) minus two (2) or above for all data in motion.
F. The Contractor's system shall encrypt data at rest using Advanced
Encryption Standard AES-256 or higher.
G. The Contractor's System shall be able to provide underlying data
through any acceptable data exchange format, allowing the County to
extract data into the County Data Warehouse or other Data Analysis
environments.
H. The System shall support the current version of Microsoft Edge
Browser.
I. The Contractor shall process false alarm notifications utilizing a daily
report transmitted from the LCSO Computer Aided Dispatch (CAD)
System.
J. The Contractor's management solution must be able to integrate with
and receive data from the LCSO CAD System.
K. The Contractor's software solution shall generate automated invoices
for all reports of false alarm activations within thirty (30) days of the
violation as indicated by the LCSO's CAD system. All invoices issued
must contain reference to the County's appeal process.
L. The Contractor's system shall record and track the fees collected from
residents and businesses within the County on behalf of LCSO when
a false alarm is detected and shall issue monthly payments to the
County of Loudoun Treasurer's Office for all fees collected.
4.2 Tasks to be Performed
A. The Contractor shall provide an automated solution to retrieve false
alarm incidents in a flat file format from a County hosted file share for
processing. In the event of a file share failure, the Contractor shall
False Alarm Management Solution & Services
RFP #RFQ 692008
Page 4 of 40

provide a portal that LCSO can access to upload the data from the
CAD system for processing.
B. The Contractor shall provide LCSO with access to the false alarm
management solution to view billing and registration information,
invoices, and payment data.
C. The Contractor shall process all new fire alarm registrations and
renewals within thirty (30) days of receipt.
D. The Contractor shall process each false alarm request within five (5)
business days.
E. The Contractor shall notify the County of all appeals for false alarm
fees within thirty (30) days of receipt and must coordinate with County
staff on the appeals process.
F. The Contractor shall notify LCSO in writing of appeals or inquiries that
are unable to be resolved with the resident or business within three (3)
business days.
G. The Contractor shall provide monthly reports that contain updates to
LCSO on the status of the number of false alarm incidents processed,
the number of registrations and renewals, the number of appeals, and
the amount of fees collected.
H. The Contractor shall provide ad-hoc and canned reporting services
that are accessible to the customer 24/7/365.
I. The Contractor shall provide a primary point of contact to receive
inquiries from LCSO. All LCSO inquiries to the Contractor by electronic
means and telephone shall be acknowledged and addressed within
two (2) business days.
J. The Contractor shall adhere to the final Implementation Schedule
agreed upon by both parties.
4.3 Monthly Payment to the County
For all monthly payments issued to the County of Loudoun Treasurer's Office,
the Contractor shall provide the LCSO with monthly reports to support the
monthly payment to the County for False Alarm billing.
4.4 Other Requirements
A. Changes to the Law:
If any statute, rule, or regulation is passed or any order issued, or any
statute or guideline adopted materially increasing the cost to the
Contractor of false alarm management and billing services as outlined
in this RFP, the Contractor and the County may negotiate additional
compensation to be paid by the County to the Contractor as a result of
such changes.
False Alarm Management Solution & Services
RFP #RFQ 692008
Page 5 of 40

B. Contractor Records Available to the County with Limitations on
Disclosure:
Records, documents, and other papers relating to the direct delivery of
false alarm management and billing hereunder; provided, however,
that the County understands that the systems, methods, procedures,
written materials and other controls employed by Contractor in
performance of its obligations hereunder, may be proprietary in nature
and will remain the property of the Contractor and may not, at any time,
be used, distributed, copied or otherwise utilized by County, except in
connection with the false alarm management and billing hereunder,
unless such disclosure is approved in advance in writing by the
Contractor.
During the term of this Contract and for a reasonable time thereafter,
the County will provide the Contractor with County records relating to
the provision of false alarm management and billing as may be
requested by Contractor or as pertinent to the investigation in defense
of any claim related to the Contractor's conduct. The County will make
available to the Contractor such records as are maintained by the
County, as the Contractor may reasonably request consistent with
applicable law; provided however, that any such information released
by the County to the Contractor that the County considers confidential
will be kept confidential by the Contractor and will not, except as may
be required by law, be distributed to any third party without prior written
approval by the County.
4.5 County Responsibilities
A. The County shall be responsible for providing false alarm incident data
from the LCSO CAD system. The data will be provided daily utilizing
an automated process direct to the Contractor's management system.
B. The County will provide the Contractor with existing alarm
registrations, expirations, and renewals maintained in the current
system.
4.6 Kickoff Meeting
Upon the award of this contract, the Contractor shall participate in a Kickoff
Meeting hosted by the Contract Administrator to discuss contract
requirements and the transition process.
5.0 TERMS AND CONDITIONS
The Agreement for Service ("Contract" and/or "Agreement") with the successful
Offeror will contain the following Terms and Conditions. Offerors taking exception
to these terms and conditions or intending to propose additional or alternative
language must (a) identify with specificity the County Terms and Conditions to
which they take exception or seek to amend or replace; and (b) include any
additional or different language with their proposal. Failure to both identify with
False Alarm Management Solution & Services
RFP #RFQ 692008
Page 6 of 40

specificity those terms and conditions Offeror takes exception to or seeks to amend
or replace as well as to provide Offeror's additional or alternate Contract terms
may result in rejection of the proposal. While the County may accept additional
or different language if so provided with the proposal, the Terms and
Conditions marked with an asterisk (*) are mandatory and non-negotiable.
5.1 Procedures
The extent and character of the services to be performed by the Contractor
shall be subject to the general control and approval of the Directors of the
Departments or his/her authorized representative. The Contractor shall not
comply with requests and/or orders issued by other than the Director of
Departments or his/her authorized representative(s) acting within their
authority for the County. Any change to the Contract must be approved in
writing by the Division of Procurement and the Contractor.
5.2 Term
The Contract shall cover the period from date of acceptance through June 30,
2031, or an equivalent period depending upon date of Contract award.
This Contract may be renewed at the expiration of the initial term at the
request of the County. The renewal may be for up to five (5) additional one
(1) year periods. Unless otherwise agreed to by the parties or as may be
required by law, any renewal shall be based on the same prices, terms, and
conditions as the initial term.
5.3 Delays and Delivery Failures
Time is of the essence. The Contractor must keep the County advised at all
times of status of parties' agreement. If delay is foreseen, the Contractor
shall give immediate written notice to the Division of Procurement. Should
the Contractor fail to deliver the proper item(s)/service(s) at the time and
place(s) contracted for, or within a reasonable period of time thereafter as
agreed to in writing by the Division of Procurement, or should the Contractor
fail to make a timely replacement of rejected items/services when so
required, the County may purchase items/services of comparable quality
and quantity in the open market to replace the undelivered or rejected
items/services. The Contractor shall reimburse the County for all costs in
excess of the Agreement price when purchases are made in the open
market; or, in the event that there is a balance the County owes to the
Contractor from prior transactions, an amount equal to the additional
expense incurred by the County as a result of the Contractor's
nonperformance shall be deducted from the balance as payment.
5.4 Business, Professional, and Occupational License Requirement
All firms or individuals located or doing business in Loudoun County are
required to be licensed in accordance with the County's "Business,
Professional, and Occupational Licensing (BPOL) Tax" Ordinance during
the initial term of the Contract or any renewal period.
False Alarm Management Solution & Services
RFP #RFQ 692008
Page 7 of 40

Wholesale and retail merchants without a business location in Loudoun
County are exempt from this requirement. Questions concerning the BPOL
Tax should be directed to the Office of Commissioner of Revenue,
telephone (703) 777-0260.
5.5 Payment of Taxes
All Contractors located or owning property in Loudoun County shall assure
that all real and personal property taxes are paid.
The County will verify payment of all real and personal property taxes by
the Contractor prior to the award of any Contract or Contract renewal.
5.6 Insurance
A. The Contractor shall be responsible for its work and every part
thereof, and for all materials, tools, equipment, appliances, and
property of any and all description used in connection therewith. The
Contractor assumes all risk of direct and indirect damage or injury to
the property or persons used or employed on or in connection with
the work contracted for, and of all damage or injury to any person or
property wherever located, resulting from any action, omission,
commission or operation under the Contract.
B. The Contractor and all subcontractors shall, during the continuance
of all work under the Contract provide the following:
1. Workers' Compensation and Employer's Liability to protect
the Contractor from any liability or damages for any injuries
(including death and disability) to any and all of its employees,
including any and all liability or damage which may arise by
virtue of any statute or law in force within the Commonwealth
of Virginia.
2. Comprehensive General Liability insurance to protect the
Contractor, and the interest of the County, its officers,
employees, and agents against any and all injuries to third
parties, including bodily injury and personal injury, wherever
located, resulting from any action or operation under the
Contract or in connection with the contracted work. The
General Liability insurance shall also include the Broad Form
Property Damage endorsement, in addition to coverage for
explosion, collapse, and underground hazards, where
required.
3. Automobile Liability insurance, covering all owned,
non-owned, borrowed, leased, or rented vehicles operated by
the Contractor.
C. The Contractor agrees to provide the above referenced policies with
the following limits. Liability insurance limits may be arranged by
General Liability and Automobile policies for the full limits required,
or by a combination of underlying policies for lesser limits with the
remaining limits provided by an Excess or Umbrella Liability policy.
False Alarm Management Solution & Services
RFP #RFQ 692008
Page 8 of 40

1. Workers' Compensation:
Coverage A: Statutory
Coverage B: $100,000
2. General Liability:
Per Occurrence: $1,000,000
Personal/Advertising Injury: $1,000,000
General Aggregate: $2,000,000
Products/Completed Operations: $2,000,000
aggregate
Fire Damage Legal Liability: $100,000
GL Coverage, excluding Products and Completed
Operations, should be on a Per Project Basis
3. Automobile Liability:
Combined Single Limit: $1,000,000
D. The following provisions shall be agreed to by the Contractor:
1. No change, cancellation, or non-renewal shall be made in any
insurance coverage without a forty-five (45) day written notice
to the County. The Contractor shall furnish a new certificate
prior to any change or cancellation date. The failure of the
Contractor to deliver a new and valid certificate will result in
suspension of all payments until the new certificate is
furnished.
2. Liability Insurance "Claims Made" basis:
If the liability insurance purchased by the Contractor has been
issued on a "claims made" basis, the Contractor must comply
with the following additional conditions. The limits of liability
and the extensions to be included as described previously in
these provisions, remain the same. The Contractor must
either:
a. Agree to provide certificates of insurance evidencing
the above coverage for a period of two (2) years after
final payment for the Contract for General Liability
policies. This certificate shall evidence a "retroactive
date" no later than the beginning of the Contractor's
work under this Contract, or
b. Purchase the extended reporting period endorsement
for the policy or policies in force during the term of this
Contract and evidence the purchase of this extended
reporting period endorsement by means of a certificate
of insurance or a copy of the endorsement itself.
3. The Contractor must disclose the amount of
deductible/self-insured retention applicable to the General
False Alarm Management Solution & Services
RFP #RFQ 692008
Page 9 of 40

Liability and Automobile Liability. The County reserves the
right to request additional information to determine if the
Contractor has the financial capacity to meet its obligations
under a deductible/self-insured plan. If this provision is
utilized, the Contractor will be permitted to provide evidence
of its ability to fund the deductible/self-insured retention.
4. a. The Contractor agrees to provide insurance issued by
companies admitted within the Commonwealth of
Virginia, with the Best's Key Rating of at least A:VII.
b. European markets including those based in London,
and the domestic surplus lines market that operate on
a non-admitted basis are exempt from this requirement
provided that the Contractor's broker can provide
financial data to establish that a market's policyholder
surpluses are equal to or exceed the surpluses that
correspond to Best's A:VII Rating.
5. a. The Contractor will provide an original signed
Certificate of Insurance and such endorsements as
prescribed herein.
b. The Contractor will provide on request certified copies
of all insurance coverage related to the Contract within
ten (10) business days of request by the County. These
certified copies will be sent to the County from the
Contractor's insurance agent or representative. Any
request made under this provision will be deemed
confidential and proprietary.
c. Any certificates provided shall indicate the Contract
name and number.
6. The County, its officers and employees shall be Endorsed to
the Contractor's Automobile and General Liability policies as
an "additional insured" with the provision that this coverage "is
primary to all other coverage the County may possess." (Use
"loss payee" where there is an insurable interest). A
Certificate of Insurance evidencing the additional insured
status must be presented to the County along with a copy of
the Endorsement.
7. Compliance by the Contractor with the foregoing
requirements as to carrying insurance shall not relieve the
Contractor of their liabilities provisions of the Contract.
E. Precaution shall be exercised at all times for the protection of
persons (including employees) and property.
F. The Contractor is to comply with the Occupational Safety and Health
Act of 1970, Public Law 91-956, as it may apply to this Contract.
False Alarm Management Solution & Services
RFP #RFQ 692008
Page 10 of 40