CITY OF PHOENIX 15... · METHOD OF INVOICING: ... (CCTV) Camera and Surveillance ... The City of Phoenix takes no responsibility for informing recipients of changes to the original

CITY OF PHOENIX

REQUEST FOR PROPOSAL (“RFP”) (Professional Services)

Public Works Department, Administrative Division

RFP 15-ASD-002

Requested Service: Security Systems Design, Installation &

Maintenance

Proposal due Date and Time: November 17, 2014 @ 2:00 P.M.

Proposal Submittal Location: 200 W. Washington Street, 7th Floor Phoenix, AZ 85004

Pre-proposal Conference

Date: October 22, 2014

Time: 9:00 A.M. Local Time

Location: 200 W. Washington Street, 7th Floor Phoenix, AZ 85004

CONTRACT REPRESENTATIVE Randy Boyle Contracts Specialist I Office: (602) 534-9614 [email protected]

mailto:[email protected]

TABLE OF CONTENTS

i Security Systems Design, Installation & Maintenance RFP 15-ASD-002

Contents I. INTRODUCTION..................................................................................................................................4

A. REQUIREMENTS SPECIFIC TO EVALUATION CRITERIA:.................................................4 B. SCHEDULE OF EVENTS: ......................................................................................................5

II. SOLICITATION TRANSPARENCY POLICY ......................................................................................6 III. SCOPE OF WORK ..............................................................................................................................7 IV. INSTRUCTIONS TO PROPOSERS ..................................................................................................26

A. INTRODUCTION:..................................................................................................................26 B. DEFINITIONS OF KEY WORDS USED IN THE SOLICITATION: .......................................26 C. PRE-PROPOSAL CONFERENCE: ......................................................................................28 D. PROPOSER INQUIRIES: .....................................................................................................28 E. AMENDMENT OF REQUEST FOR PROPOSAL:................................................................28 F. FAMILIARIZATION OF SCOPE OF WORK: ........................................................................29 G. PREPARATION OF PROPOSAL: ........................................................................................29 H. PROPOSAL FORMAT: .........................................................................................................29 I. REQUEST TO MODIFY THE CONTRACT PROVISIONS:..................................................30 J. PUBLIC RECORD:................................................................................................................30 K. CONFIDENTIAL INFORMATION: ........................................................................................30 L. CERTIFICATION:..................................................................................................................30 M. SUBMISSION OF PROPOSAL:............................................................................................30 N. LATE PROPOSALS: .............................................................................................................31 O. NON-RESPONSIVE PROPOSALS: .....................................................................................31 P. RESPONSIVE PROPOSALS: ..............................................................................................32 Q. COMPLIANCE WITH EQUAL EMPLOYMENT OPPORTUNITY: ........................................32 R. OFFER AND ACCEPTANCE PERIOD:................................................................................32 S. DISCUSSIONS: ....................................................................................................................32 T. WITHDRAWAL OF OFFER: .................................................................................................33 U. PROPOSAL RESULTS:........................................................................................................33 V. EVALUATION CRITERIA: ....................................................................................................33 W. CITY’S RIGHT TO DISQUALIFY FOR CONFLICT OF INTEREST: ....................................33 X. AWARD:................................................................................................................................33 Y. EMPLOYEE IDENTIFICATION:............................................................................................34

V. EVALUATION REQUIREMENTS......................................................................................................35 1. EVALUATION CRITERIA and FORMAT: .............................................................................35

VI. PROTEST PROCESS........................................................................................................................41 VII. SPECIAL TERMS AND CONDITIONS .............................................................................................42

1. METHOD OF INVOICING:....................................................................................................42 2. METHOD OF PAYMENT: .....................................................................................................42 3. INDEMNIFICATION: .............................................................................................................42 4. INSURANCE REQUIREMENTS:..........................................................................................43

A. Minimum Scope and Limits Of Insurance: ...............................................................43 1) Commercial General Liability – Occurrence Form...........................................43 2) Automobile Liability – Occurrence Form..........................................................43 3) Worker's Compensation and Employers' Liability............................................43 4) Professional Liability (Errors and Omissions Liability).....................................44

B. Additional Insurance Requirements: ........................................................................44 C. Notice of Cancellation: .............................................................................................44

TABLE OF CONTENTS

ii Security Systems Design, Installation & Maintenance RFP 15-ASD-002

D. Acceptability of Insurers:..........................................................................................44 E. Verification of Coverage:..........................................................................................44 F. Subcontractors: ........................................................................................................45

5. OPTION TO EXTEND:..........................................................................................................45 6. PERFORMANCE INTERFERENCE: ....................................................................................45 7. CONTRACTOR'S PERFORMANCE: ...................................................................................45 8. EMPLOYEE IDENTIFICATION AND ACCESS: ...................................................................46 9. ACCOUNT STAFFING:.........................................................................................................46 10. TIME IS OF THE ESSENCE:................................................................................................46 11. CONTRACTOR AND SUBCONTRACTOR WORKER BACKGROUND SCREENING: ......46

A. Contract Worker Background Screening: ................................................................46 B. Background Screening Requirements and Criteria: ................................................46

1) Minimum Risk and Background Screening (“Minimum Risk”). ........................46 2) Standard Risk and Background Screening (“Standard Risk”). ........................47 3) Maximum Risk and Background Screening (“Maximum Risk”). ......................47

C. Contractor Certification; City Approval of Maximum Risk Background Screening: .47 D. Terms of this Section Applicable to all of Contractor’s Contracts and

Subcontracts: ...........................................................................................................48 E. Materiality of Background Screening Requirements; Indemnity:.............................48 F. Continuing Duty; Audit: ............................................................................................48

12. CONTRACT WORKER ACCESS CONTROLS, BADGE AND KEY ACCESS REQUIREMENTS: ................................................................................................................48 A. Badge Access Procedures:......................................................................................48 B. Key Access Procedures:..........................................................................................49 C. Stolen or Lost Badges or Keys: ...............................................................................49 D. Return of Badges or Keys:.......................................................................................49 E. Contractor’s Default; Liquidated Damages; Reservation of Remedies for Material

Breach:.....................................................................................................................49 F. Badge and Key Fees: ..............................................................................................50

VIII STANDARD TERMS AND CONDITIONS.........................................................................................51 1. CONTRACT INTERPRETATION:.........................................................................................51

A. Applicable Law:........................................................................................................51 B. Implied Contract Terms:...........................................................................................51 C. Contract Order of Precedence: ................................................................................51 D. Severability:..............................................................................................................51 E. Non-Waiver of Liability: ............................................................................................51 F. Parol Evidence: ........................................................................................................51

2. CONTRACT ADMINISTRATION AND OPERATION: ..........................................................52 A. Records:...................................................................................................................52 B. Confidentiality and Data Security:............................................................................52 C. Equal Employment Opportunity: ..............................................................................53 D. Licenses and Permits:..............................................................................................53 E. Advertising: ..............................................................................................................53 F. Exclusive Possession: .............................................................................................53 G. Health, Environmental and Safety Requirements:...................................................53 H. Compliance with Laws: ............................................................................................54 I. Continuation During Disputes: .................................................................................54 J. Strict Performance: ..................................................................................................54 K. Legal Worker Requirements: ...................................................................................54 L. Lawful Presence Requirement:................................................................................54

TABLE OF CONTENTS

iii Security Systems Design, Installation & Maintenance RFP 15-ASD-002

3. COSTS AND PAYMENTS ....................................................................................................55 A. Commencement of Work: ........................................................................................55 B. Payment Deduction Offset Provision: ......................................................................55 C. Late Submission of Claim By Contractor: ................................................................55 D. No Advance Payments: ...........................................................................................55 E. Fund Appropriation Contingency: ............................................................................55 F. IRS W9 Form: ..........................................................................................................55

4. CONTRACT CHANGES .......................................................................................................55 5. RISK OF LOSS AND LIABILITY ...........................................................................................56

A. Title and Risk of Loss:..............................................................................................56 B. Acceptance: .............................................................................................................56 C. Indemnification – Patent, Copyright and Trademark: ..............................................56 D. Force Majeure: .........................................................................................................56 E. Organization – Employment Disclaimer:..................................................................57 F. Loss of Materials: .....................................................................................................57 G. Damage to City Property:.........................................................................................57

6. WARRANTIES ......................................................................................................................57 A. Quality: .....................................................................................................................57 B. Responsibility for Correction: ...................................................................................57 C. Liens:........................................................................................................................57 D. Professional Responsibility: .....................................................................................58

7. CITY’S CONTRACTUAL RIGHTS........................................................................................58 A. Right to Assurance:..................................................................................................58 B. Non-Exclusive Remedies:........................................................................................58 C. Default:.....................................................................................................................58 D. Covenant Against Contingent Fees: ........................................................................58 E. Cost Justification: .....................................................................................................58

8. CONTRACT TERMINATION ................................................................................................58 A. Gratuities:.................................................................................................................58 B. Conditions and Causes For Termination: ................................................................59 C. Contract Cancellation:..............................................................................................59

IX. PROPOSER OFFER and SUBMITTAL (COMPLETE AND RETURN)............................................60 A. PRICING COMPONENT:......................................................................................................61 B. OFFER AND ACCEPTANCE:...............................................................................................74 C. SOLICITATION RESPONSE CHECK LIST..........................................................................77 (NOT NECESSARY TO RETURN CHECKLIST WITH OFFER).......................................................77 (For Proposer’s Use Only): ................................................................................................................77

EXHIBITS Exhibit A Project Proposal Form Exhibit B DWG Example Exhibit C Task List & Inspection Check List Exhibit D Alarm System Inspection Exhibit E CCTV PM Check List Exhibit F Elevator Phone Check List Exhibit G Panic Button Test Exhibit H Bill of Materials Example Exhibit I CFR Title 29, Part 3 Exhibit J CFR Title 29, Part 5 Exhibit K Evaluation Project Drawing

I - INTRODUCTION

4 Security Systems Design, Installation & Maintenance RFP 15-ASD-002

I. INTRODUCTION

The City of Phoenix, Public Works Department, Administrative Services Division, Alarm Services Section, invites sealed proposals for Security Systems Design, Installation, & Maintenance for a two (2) year period commencing on or about February 1, 2015 in accordance with the specifications and provisions contained herein.

The Public Works Department receives requests from individual City departments to design, install, maintain, replace, or repair various types of specialized building security systems that are standalone, or are network based and may be monitored by the City of Phoenix Central Monitoring Station (CMS).

The Scope of Work is set forth in detail in Section III of this RFP.

A. REQUIREMENTS SPECIFIC TO EVALUATION CRITERIA:

PROPOSAL EVALUATION CRITERIA – (listed in relative order of importance):

• Project Approach & Procedures 255 • Quality Management Plan 245 • Statement of Qualifications 175 • Certifications 125 • Pricing 200

Total available points: 1000

PREREQUISITES: Evidence of bonds, sureties, licenses and certifications if and as specifically requested in this RFP (Rated Pass/Fail – a Fail will result in a non-responsive proposal):

Where an endorsement would be needed to fulfill an insurance requirement, a current certificate is acceptable with a statement from a broker or agent that such requirements can be met in the event of contract award.

• UTC/Infographics Diamond II Certification • UTC Certified Strategic Partner • Honeywell/Ademco Integrator • Specialized Systems Certification for Mastermind • Pelco Closed Circuit Television (CCTV) Camera and Surveillance System • Axis Closed Circuit Television (CCTV) Camera and Surveillance System • Milestone Closed Circuit Television (CCTV) Camera and Surveillance – Version

2013 and/or higher Certification • Stenofone Audio Visual Certification

Note: Due to UTC/Infographics Diamond II Access Control System Platform being end of life (EOL), Contractor must be in a position to adapt to the new access control security system platform deemed appropriate by the City. The City will provide a reasonable time frame expected for the contractor to gain the required certifications during the transition phase.

I - INTRODUCTION


A response to this solicitation is an offer to contract with the City based upon the terms, conditions, and specifications contained in the City’s RFP. Such a proposal does not become a contract until it is executed by the Department Director. A contract has its inception in the award, eliminating a formal signing of a separate contract.

For this solicitation, the contract representative is: Randy Boyle, Contracts Specialist I, [email protected], (602) 534-9614

Interested Proposers may download the complete solicitation and addenda from https://www.phoenix.gov/solicitations. Internet access is available at all public libraries.

Any interested Proposers without Internet access may obtain this solicitation by calling (602) 534-9614 or picking up a copy during regular business hours at 200 W. Washington Street, 7th Floor, Phoenix, AZ 85003 at a cost of $0.19 per page. Advance notice must be given before pick up time.

The City of Phoenix takes no responsibility for informing recipients of changes to the original solicitation document. It is the Proposer’s responsibility to obtain a copy of any amendment relevant to this solicitation. Failure to submit amendments with the solicitation response may be grounds for deeming a submittal non-responsive.

The Proposer shall acknowledge receipt of a Request for Proposal addenda by signing and returning the document(s) with the RFP by proposal due date. The City of Phoenix takes no responsibility for informing recipients of changes to the original solicitation document. It is the Proposer’s responsibility to obtain a copy of any addenda relevant to this solicitation from the above listed website where the solicitation was obtained.

This solicitation is available in large print, Braille, audio tape, or computer diskette. Please call (602) 262-5054/Fax (602) 534-2311 or TTY (602) 534-5500 for assistance.

B. SCHEDULE OF EVENTS:

Proposal Issue Date October 13, 2014 Pre-Proposal Meeting October 22, 2014 @ 9:00 a.m. Proposer’s Written Inquiries Due October 31, 2014 by 12:00 noon (local time) Proposal Due Date November 17, 2014 by 2:00 p.m. (local time) Finalist Interviews (If required) TBD Evaluation Panel Makes Selection (Estimated) December 1, 2014 City Council Approval - (Estimated) December 17, 2014

Proposal Submittal Location: 200 W. Washington Street, Procurement Section 7th Floor Phoenix, AZ 85003

Pre-Proposal Meeting: 200 W. Washington Street, Procurement Section 7th Floor Phoenix, AZ 85003

Finalist Interviews: 200 W. Washington Street, Procurement Section 7th Floor Phoenix, AZ 85003 The City reserves the right to change dates and/or locations as necessary.


https://www.phoenix.gov/solicitations

II – SOLICITATION TRANSPARENCY


II. SOLICITATION TRANSPARENCY POLICY

Beginning on the date the solicitation is issued and until the date the contract is awarded or the solicitation withdrawn, all persons or entities that respond to the solicitation for the Security Systems Design, Installation & Maintenance, including their employees, agents, representatives, proposed partner(s), subcontractor(s), joint venturer(s), member(s), or any of their lobbyists or attorneys, (collectively, the Proposer) will refrain, from any direct or indirect contact with any person (other than the designated contract representative) who may play a part in the selection process, including members of the evaluation panel, the City Manager, Assistant City Manager, Deputy City Managers, Department heads, the Mayor and other members of the Phoenix City Council. As long as the solicitation is not discussed, Proposers may continue to conduct business with the City and discuss business that is unrelated to the solicitation with City staff.

Proposers may discuss their proposal or the solicitation with the Mayor or one or more members of the Phoenix City Council, provided such meetings are scheduled through Felissa Washington Smith (602) 262-7510, conducted in person at 200 West Washington, Phoenix, Arizona 85003, and are posted as open meetings with the City Clerk at least twenty-four (24) hours prior to the scheduled meetings. The City Clerk will be responsible for posting the meetings. The posted notice shall identify the participants and the subject matter, as well as invite the public to participate.

With respect to the selection of the successful Proposer/Bidder, the City Manager and/or City Manager's Office will continue the past practice of exerting no undue influence on the process. In all solicitations of bids and proposals, any direction on the selection from the City Manager and/or City Manager's Office and Department Head (or representative) to the proposal review panel or selecting authority must be provided in writing to all prospective proposers.

This policy is intended to create a level playing field for all Proposers, assure that contracts are awarded in public, and protect the integrity of the selection process. PROPOSERS THAT VIOLATE THIS POLICY SHALL BE DISQUALIFIED.

III – SCOPE OF WORK


III. SCOPE OF WORK

1. INTRODUCTION The City of Phoenix, Alarm Services Section of the Public Works Department, receives requests from individual departments to design, install, upgrade, maintain, replace or repair various types of specialized building systems that are standalone, or are network based and may be monitored by the City of Phoenix Central Monitoring Station (CMS).

Work completed under the awarded contracts may include performing simultaneous projects and systems maintenance at multiple sites, with locations throughout the Phoenix Metropolitan area; from the Verde River (Salt River Indian Reservation) on the East side, to SR85 near Buckeye on the West side and from Anthem on the North side, down to Pecos Road on the South side. Services or licenses may be requested from other City departments including, Water, Phoenix Convention Center and Aviation. This work can occur anytime in a twenty-four (24) hour day, any day of the week, year round. Contractor is advised that any failure or negligence by Contract Workers in performing day to day operations, maintenance or replacement of critical systems may result in significant liability to the building, its occupants, and systems. As such, the City requires that Contractor employ 'best practices' in carrying out its duties and obligations. Proposer is expected to provide the level of technical support required to meet the contract requirements.

2. SCOPE OF WORK It is the City’s intent to make multiple awards and may make more than one award for each Group if determined to be in the best interest of the City. A written authorization (Work Order) from an authorized Public Works, Alarm Services Section Project Manager, or other designee will be issued prior to commencement of each service. Work Orders will be sent via e-mail or fax. Work Orders assigned after normal business hours will be communicated via a telephone call to Contractor with a written Work Order issued the first business day following the request.

A City of Phoenix Project Proposal Form (Exhibit A) must be submitted for all new and/or upgraded system projects. Written proposals may be requested from several Contractors for new construction when a specific System Type has not been specified and site assessment cost/project budget is a determining factor. Project Proposals will include a project schedule and are to include a start date, prints (24 x 36), Bill of Materials, a scope of work, project schedule completion phases, milestone dates (payments) and a projected completion date. A Preventative Maintenance Checklist (Exhibits C, D, E, F, & G - examples) shall be submitted with each Preventative Maintenance Invoice. Alarm Services will provide official forms to selected Contractor(s) upon award.

2.1 DAVIS-BACON LABOR COMPLIANCE Work orders/projects funded solely or in part with federal aid are subject to Davis-Bacon wage determinations and are to be used in accordance with the provisions of Regulations, Title 29, Part 3 (see Exhibit I for download instructions) and 5 Title 29, Part 5 (see Exhibit J for download instructions) and the following requirements:

If you are working on a federal-aid project, the prevailing basic hourly wage rates and fringe benefit payments, as determined by the Secretary of Labor pursuant to the provisions of the Davis-Bacon Act, shall be the minimum wages paid to the described classes of laborers and mechanics employed, or working on the site, to perform the contract.

http://www.ecfr.gov/cgi-bin/text-idx?c=ecfr&sid=99c9a20e960f56be66f17ae91b52c888&rgn=div5&view=text&node=29:1.1.1.1.4&idno=29

http://www.ecfr.gov/cgi-bin/text-idx?SID=c19e14da62267fedce2bfbd30556e85f&node=pt29.1.5&rgn=div5

http://www.ecfr.gov/cgi-bin/text-idx?SID=c19e14da62267fedce2bfbd30556e85f&node=pt29.1.5&rgn=div5



PAYMENT WITHHOLDING Payrolls, including subcontractor's payrolls, must be submitted weekly no later than seven (7) days after each pay period ending date. Payments may be withheld in part or in full until payrolls are received and reviewed to assure compliance of the Federal Labor Standards.

Failure to clarify, when requested, discrepancies between hourly wages paid individual workers and the minimum hourly wages required by the Federal Wage Decisions contained in the Contract documents may also affect the complete or timely release of payments.

WORKFORCE REPORTING REQUIREMENTS The contractor shall submit payrolls electronically through the internet to the City of Phoenix web-based certified payroll tracking system. The City uses the “LCP Tracker” web-site to track the certified payroll information. Additional information regarding the use of this system is available at https://lcptracker.net. This requirement shall also apply to every lower-tier subcontractor that is required to provide weekly certified payroll reports.

LABOR COMPLIANCE PRECONSTRUCTION CONFERENCE On all federally assisted projects, a Labor Compliance Conference must be held after project award and prior to the established Notice to Proceed. This meeting is separate from and in addition to the pre-construction conference.

The successful bidder shall schedule the conference by calling the Labor Compliance Office, (602) 261-8287. Minimum attendance shall be a corporate officer, who is authorized to execute and sign documents for the firm and the payroll representative of the prime, sub and lower-tier Contractors.

2.2 GENERAL REQUIREMENTS A. Contractor shall maintain an adequate and competent staff of qualified personnel, as

may be determined by the City, throughout the performance of this Contract to ensure acceptable and timely completion of the scope of services as detailed herein. If the City objects, with reasonable cause, to any of the Contractor’s staff, Contractor shall take prompt and corrective action acceptable to the City and, if required, remove such personnel from the Project and replace with new personnel agreed to by the City.

B. Prior to the start of any work under this Contract, Contractor shall submit to the City detailed resumes of key personnel that will be involved in performing services prescribed in the Contract. Should the Contractor desire to change key personnel while performing under the Contract, the Contractor shall submit the qualifications and certifications of the new personnel to the City for prior approval and shall schedule and conduct a new employee orientation with Alarm Services within fifteen (15) days of hire, or sooner if Contractor wishes to use the services of the new employee on any City project. Contractor shall notify the City within twenty-four (24) hours of hire if employee will be performing services to the City under this contract. Key personnel shall include, but are not limited to, principals-in-charge, project managers, and a Lead Service Technician.

https://lcptracker.net/



C. A high level of customer service and professionalism is a priority for the City. Contractor and Contract Workers shall provide services in a professional, business-like and efficient manner providing the highest level of assistance, service and courtesy to patrons of the facility. Complaints must be responded to quickly and the City’s Alarm Services Supervisor must be informed of all customer issues and resolutions immediately. All project communications shall be through the Alarm Services Project Manager.

D. The City enforces a drug-free workplace policy. In addition, the City is committed to maintaining a workplace that is free from violence, threats of violence, or harassment of any type. Profanity is not permitted. Contractor agrees that these policies will be enforced and communicated to all of their staff working at City facilities. The City reserves the right to remove any contact worker from City facilities if such contract worker is in violation of these standards. Repeated violations may be cause for Contract cancellation.

E. Contractor is responsible for the appearance of its workers. Workers must be neat and professional in their appearance. Apparel must be appropriate for the workplace. No shorts or baggy trousers are allowed. Khaki’s, jeans and polo shirts are appropriate. Faded and/or torn jeans are not permitted.

F. Contractor is responsible for qualifications of its employees and providing training for their employees on any equipment used. Contractor shall verify that their employees are qualified to use the equipment per OSHA requirements.

G. Contractor shall plan to finish up all invoicing in May that is due and payable by the City’s fiscal year end on June 30. If not provided for meeting deadline for payment by the City at this time will result in late payment to Contractor.

2.3 MEETINGS AND UPDATES Contractor and Alarm Services group will meet on a quarterly basis, or as often as necessary, to review progress on the current workload and to review expectations and accomplishments. This will provide the opportunity to review issues and take corrective measures to assure quality work performance is met and deadlines are achieved.

Contractor shall provide Alarm Services with a weekly list of “open” jobs so Alarm Services can review the projects/work orders that are still ongoing. This list shall include all projects/work orders closed during the previous week. Contractor shall provide Gant charts in copyright © 2014 MS Project or copyright © 2014 SmartDraw providing Alarm Services with current status on open projects/work orders. These Gant charts may be submitted to Alarm Services in PDF format.

2.4 TECH NOTES Tech notes are required to be provided with all invoices. They must be detailed so Alarm Services and customer can understand what issues were found, circumstances leading up to issue(s), how issue(s) were resolved, and all parts and labor involved to solve and complete the work according to Work Order instructions and customer needs. Invoices will not be paid until Alarm Services and customer are satisfied that the tech notes are sufficient to explain invoice charges.



2.5 LIQUIDATED DAMAGES (LD) Services requested, and work performed, under this contract are of the utmost importance to the City. Contractor agrees that deadlines MUST be met and Contractor shall be held accountable for delays in the schedules agreed upon by the City and Contractor. When schedules are not met the safety of City staff and the public are at risk. It is the Contractor’s responsibility to determine, through communication with Alarm Services and City department representatives, if there is a danger of missing scheduled deadlines. These deadlines can adversely affect multiple departments and personnel if not met.

If the Contractor fails to deliver the supplies or perform the services within the time specified in the contract/project proposal, or any extension thereof, the actual damages to the City for the delay may be difficult or impossible to determine. Therefore, Liquidated Damages will be applied, per work order/project, as determined by the number of violations that occur/occurred within any consecutive ninety (90) day period.

The City may terminate this contract in whole or part as provided in the "Default" provision. In that event, the Contractor shall be liable for such liquidated damages accruing until such time as the City may reasonably obtain delivery or performance of similar supplies and services. Notwithstanding the aforesaid, in all instances, the City reserves the right to terminate Contractor immediately upon learning of an unlawful act carried out by Contractor, or of a contractor breach that puts any life or property in danger of damage or harm. The Contractor shall not be charged with liquidated damages when the delay arises out of causes beyond the control and without the fault or negligence of the Contractor.

A. For Security/Safety or Performance violations (within a continuous 90 day period) there shall be a $100 LD amount assessed, per day, for the first such violation. For the second such violation, the LD amount shall be $150 per day. For the third such violation, the LD amount shall be $200 per day. These LDs will be assessed daily until rectified/resolved to the City’s satisfaction.

B. Contractor also acknowledges that any contracts funded by Grant monies are very specific to meeting milestones, as provided by Contractor with Gant charts in copyright © 2014 MS Project or copyright © 2014 SmartDraw. These milestones provide Alarm Services with the current status on open projects/work orders, and failure to meet the Grant deadlines may result in loss of monies to the City. Contractor also agrees that any loss of Grant monies due to Contractor negligence or failure to complete project milestones and deadlines as provided in the Grant shall be withheld from monies owed Contractor, or paid outright by Contractor, whichever is in the City’s best interest. This will also result in LDs assessed daily until rectified to the City’s satisfaction.

Liquidated damages shall apply in all instances of violations, including but not limited to the following:

Security • No I.D. Badge or expired badge (badges are active for 2 years, then must be

renewed and can only be renewed if working for same Contractor on same contract) • Falsification of documents • Employee not cleared to work



• Not informed of New Employee within 24 Hours of hire (if to be used for City work under this contract)

Performance • Unsatisfactory workmanship • Failure to complete work on scheduled/agreed completion date • Failure to complete final site walks, programming, testing and to provide the

“CLOSEOUT PACKAGE” for the project in a timely manner as requested in SOW • Failure of Contractor to immediately advise Alarm Services of services needed once

diagnoses has been made at jobsite • Failure to provide scheduled supervision • No Show, Contractor staff and/or supervisor • Insufficient employees to staff all positions to effectively perform required duties • No Training or insufficient training • Shortage of Supplies/Equipment (Stocked Parts – Section III, 2.17 (B). • Performance issues not corrected within twenty-four (24) hours of notification

C. For any violations beyond the third violation, per work order/project, Liquidated Damages in the amount of five-hundred dollars ($500) will be assessed to the Contractor. At this time City will issue a written Cure Letter to Contractor. If the issue continues and is not resolved within the time(s) indicated in the Cure Letter, City may terminate this Agreement.

D. Violations and Cure Letter correspondence/issue dates shall determine the Violation notice or Cure Letter start date. Notice shall be deemed received: (1) at the time it is personally served; (2) on the day it is sent via e-mail; (3) on the day it is sent by facsimile transmission; (4) on the second day after its deposit with any commercial air courier or express delivery service; or (5) five business days after the Notice is deposited in the United States mail as above provided. Any time period stated in a Notice will be computed from the time the Notice is deemed received.

Notices sent by e-mail and facsimile transmission may also be sent by regular mail to the recipient at the above address. This requirement for duplicate Notice is not intended to change the effective date of the Notice sent by e-mail or facsimile transmission.

2.6 PROJECT IMPLEMENTATION A. Proposed projects shall fully describe the proposed implementation plan, detailing all

major milestones in the process. A proposed timeframe from notice to proceed through “go-live” should be developed as an integral part of projects quoted the City.

B. Delivery of all components (parts provided) shall be inclusive of any freight costs associated with delivery. The City will not pay any freight charges. Contractor shall notify the City seven (7) days prior to making delivery on any equipment.

C. Contractor shall provide a list of components/parts they intend to install before installation. City shall make final determination for acceptance of these materials.

D. Contractor will be responsible for installation and testing of all equipment.



E. Contractor shall recognize that installation must be conducted in a method that minimizes disruption to the City and the public.

F. Contractor MUST educate their technicians so they understand that it is imperative that they coordinate and communicate with Alarm Services (first) so Alarm Services is aware of any situation that arises or issues they perceive upon arrival at any jobsite.

Alarm Services needs to be aware so they have the opportunity to provide direction to the Contractor and the customer. The customer (at the jobsite) should not be receiving the information with the intention of having the customer pass on this information to Alarm Services. Alarm Services will notify the customer of the situation/diagnosis provided by Contractor.

Failure to immediately contact Alarm Services upon assessment of the situation (equipment failure or problem) is Performance related under Liquidated Damages.

2.7 EQUIPMENT WARRANTIES Contractor shall list on the invoice/service ticket the brand name and part/model number of all parts used. A minimum of one (1) year warranty shall apply to all materials and workmanship from the date of final acceptance of the project. Any manufacturer’s warranties that are more than one (1) year shall be extended to the City. All equipment must be new unless prior written authorization is received from the Alarm Services Supervisor.

2.8 REPAIR WARRANTIES Contractor shall list on the invoice/service ticket the brand name and part/model number of all parts used. All repairs (parts and labor) are to be warranted for a minimum of ninety (90) calendar days from the date of repair. If the same item must be repaired again for any failure during the warranty period, the follow-up service will be performed at no cost to the City and will start a new ninety (90) calendar day (parts and labor) warranty period starting from the date of “in-service” installation. Parts that carry a standard warranty that exceeds ninety (90) days shall be honored by the Contractor. All manufacturers’ warranties greater than ninety (90) days shall be extended to the City.

2.9 FREIGHT CHARGES Freight charges are not allowed on any item provided during the term of this contract. All transportation, freight, fuel, packaging or processing charges shall be included in Contractor’s labor cost and/or cost of the material(s) provided on the Stock Parts list, manufacturers catalogs, or any other means by which commodities are obtained.

2.10 RENTAL EQUIPMENT Rental equipment shall be invoiced at Contractor’s invoiced price. No markup for any reason is allowed. Contractor must provide a copy of the rental invoice for reimbursement.

2.11 WORK HOURS Regular work hours shall be 6:30 a.m. until 5:30 p.m., Monday through Friday, City holidays excluded. Premium work hours shall be all other times, Saturdays, Sundays and City holidays.



2.12 LABOR RATES A. Labor rate will start upon arrival at the job site and end upon completion of work that

day at the job site. The City will not accept charges for portal to portal rates or additional charges for service calls. The City shall not pay for standby time unless authorized by the City. An authorized City representative must approve the use of multiple service people before the work is started. A team/crew list must be provided to the Alarm Services representative and updated with any changes. Labor shall be chargeable in fifteen (15) minute increments.

B. Labor rates must include all costs for laborers, trucks, freight/shipping/postage, tools, administration, permits, transportation, profit, meals, lodging, overhead and administration. Premium rates must be approved by an authorized City representative prior to commencement.

C. Work hourly rates provided by the Contractor in the Pricing Section VII of this document will apply.

2.13 TRAINING Contractor will be responsible for implementing a training program onsite for City staff upon request. Project proposals shall provide a detailed schedule and course outline for the necessary training of the designated individuals on the proposed software or hardware installed. Contractor shall assume that up to ten (10) individuals will participate in the training. Contractor shall identify the training course content, the number of courses provided, the length of the training session, and indicate when the training should be provided in the context of the overall implementation time schedule. Qualifications of the staff providing the training shall be included with training.

Training materials shall be developed electronically and submitted to the City as deliverables. Any customization to software shall be included in all training and help materials.

The following training at a minimum is required by the City:

• User training on all installed devices, and system(s) operation • Administrator training to trouble shoot devices, administer system(s) etc. • How to override/adjust system • Training on protocol/process if system is down

2.14 ONGOING SUPPORT Contractor shall provide ongoing support once a system has been fully implemented. Ongoing support would include but may not be limited to:

• Support for device installation and replacement • Business continuity and disaster recovery • Additional training beyond what was provided during system implementation • Enhancement to systems due to new requirements • Enhancements to reporting systems due to new requirements

Ongoing support costs (fixed price or time and materials) warranties (hardware and software); and services available to the City should be fully described in project proposals.



2.15 SERVICE RESPONSE TIMES The City prefers Contractor’s response to service needs as opposed to returning the equipment to the manufacturer. The nature of repairs which generally require equipment returns to the manufacturer, and anticipated turn-around times for such repairs, shall be specified in each project proposal from Contractor.

• Contractor will be responsible for making all necessary adjustments to Contractor supplied hardware and software, at no expense to the City, for a period of one hundred eighty (180) days from the date of installation unless such adjustments are necessitated due to misuse by City staff.

• Contractor shall guarantee the availability of parts, labor, service and support for all items included in project proposals for a period of not less than three (3) years from date of “in-service” installation.

A. Repair/Warranty In the event of a loss of any individual component that may be masked or secured by other means, the Contractor, after receiving a work order notification from an authorized Alarm Services representative, will respond by telephone to the Alarm Services representative within four (4) hours. On-site response (physical presence) will be within forty-eight (48) hours. Repairs will be completed within three (3) working days of notification.

B. Emergency Corrective Service In the event of a complete loss of service on any or all exterior doors, vehicle or pedestrian gates, etc., or the complete loss of alarm point monitoring, or the loss of Audio/Video surveillance at any site or a combination of these; the Contractor will respond by telephone to the Alarm Services representative within one-half (1/2) hour (30 minutes) of receiving the initial Emergency Services request. On-site response (physical presence) will be required within four (4) hours of the notification and repairs will be completed within twenty-four (24) hours of initial notification unless otherwise agreed upon by the City and the Contractor at the time of notification. Such agreements will be followed with supporting documentation. Contractor must be available and prepared to respond and perform services under this contract: twenty-four (24) hours a day, seven (7) days a week, three-hundred and sixty-five (365/6) days per year.

C. Preventative Maintenance (PM) Services PM is to occur per schedules established by the Alarm Services Section, City of Phoenix Code, and recommended industry standards. Contractor will be responsible for coordinating and scheduling work with all City customers, CMS and Alarm Services, as required. Scheduling must be completed within seven (7) days of work order receipt.

D. Emergency – dispatched and onsite within one (1) hour and resolved within four (4) hours, or same day, depending on equipment and the type of repairs required. If evaluation determines the service required is unable to be completed due to equipment and the type of repairs required, Contractor must notify AS immediately to make alternative arrangements.

E. Same Day – dispatched and onsite within four (4) hours and resolved the same day. If evaluation determines the service required is unable to be completed due to



equipment and the type of repairs required, Contractor must notify AS immediately to make alternative arrangements.

F. Routine – dispatched within eight (8) hours. If evaluation determines the service required is unable to be completed due to equipment and the type of repairs required, Contractor must notify AS immediately, to make alternative arrangements within twenty-four (24) hours and completed within one (1) week.

G. Callback – if called back for same failure Contractor must respond same day onsite for the repair at no labor cost to the City.

The City reserves the right to award the work to another Contractor if the work is time sensitive and Contractor can not meet the deadline for starting or properly/timely completing the work/project within the City’s required timeframe. Liquidated Damages may be enforced.

2.16 PREVENTATIVE MAINTENANCE PM work orders reflect a geographic alphabetical scheme that was developed to improve dispatch times, customer service delivery, and response times from the Contractor.

A. PM’s must be dispatched within two (2) weeks after received from the Alarm Services ESS.

B. PM’s must be completed no later than one (1) month after received from the Alarm Services ESS.

C. Contractor shall schedule within forty-eight (48) hours. Contractor must provide technician notes and inspections documentation to the ESS no later then five (5) business days of the completed PM. Invoices will not be paid without DETAILED and COMPLETE tech notes.

D. Contractor must forward all billing documentation to the PWD Administrative Services Division and to the attention of the Administrative Assistant, Julie Wolf, [email protected] and to Communications Engineer, Tracy Hudson, [email protected].

E. Following completion of all PM’s Contractor must provide an updated CAD drawing of the system. Prior to work, Alarm Services can provide the latest drawing if Contractor does not have one or if it is determined that the City copy is newer.

2.17 PROJECTS AND SERVICES Site assessments must be conducted with the Alarm Services ESS. The Contractor must develop a Scope of Work, AutoCAD/DWG drawings, Project Cost Proposal and Bill of Materials (see Exhibits A, B, and H) for all projects that do not require a federal grant bid/solicitation process. It is the Contractor’s responsibility to be prepared and equipped for the assessments and to bring the necessary equipment, tools, etc. to complete the work as soon as possible. Alarm Services expectation is that the scope of work is captured during the site assessments and a 100% turn-key solution is developed and provided. This turn-key solution should include labor hours and line items that involve clean up and removal of existing equipment already in place.

Time is of the essence. Contractor shall provide a schedule within five (5) business days of award.





A. GROUP 1 - Security System Design

New Construction, System Upgrades and Additions The type and extent of installations for new buildings and/or sites is determined during the design process. The Contractor may be called upon to participate in the design process, and asked to make recommendations to the City. The Contractor may be called upon to provide plans and specifications for the purpose of obtaining a building permit. Permit drawings must follow the City’s Annual Facilities Permit (AFP) process for permitting drawings for Specialized Systems. All new installations and/or additions to existing systems must be permitted for Electrical, Structural and Fire disciplines. On new construction the Contractor may be called upon to coordinate work with the General Contractor’s schedule to complete all of the rough and trim work to provide a working system at the time of the General Contractor’s receiving the Certificate of Occupancy. The Contractor will coordinate all work with site and project personnel so as to minimize any impact on the day-to-day operations of the site. The Contractor will ensure that the site is secure while the work is progressing. The Contractor may be required to schedule work at times other than the regular work hours of the site, however, this work will bill at the standard rate agreed upon.

1) System Integration The Contractor must provide the on-site technical expertise to support the integration of all system components, final turn-up, field programming and administration of the systems to ensure all related systems and subsystems communicate and function seamlessly together. Contractor must not deviate from City standards provided by Alarm Services for the design and installation of Specialized Systems. a. Access Control (ACS) – Lenel/Infographics, Diamond II

On-site technical expertise will consist of a minimum of one technical staff member who is a fulltime employee of an approved and certified Lenel Strategic Partner. This technical representative shall have completed a minimum of forty (40) hours of factory authorized training and have received a passing technical certification in all hardware and software related to the Lenel/Infographics Diamond II System. This level of integration between ACS and other systems noted below should be accomplished using infrastructure and standard acceptable practices in the Information Technology (IT) industry including use of Internet Protocol (IP) local and wide area networks (LAN/WAN), City Standard Operating Systems (OS), Databases and Applications. The Contractor may provide the on-site technical expertise to monitor, maintain and upgrade as required all systems applications, operating and database software currently in use by the City and be able to recommend upgrades and add-ons required to keep the systems functioning at 99.9% up-time.

Note: Due to UTC/Infographics Diamond II Access Control System Platform being end of life (EOL), Contractor must be in a position to adapt to the new access control security system platform deemed appropriate by the City. The City will provide a reasonable time frame expected for the Contractor to gain the required certifications during the transition phase.

b. Intrusion Detection and Panic/Holdup Systems (IDS) – Honeywell Ademco, MAS Mastermind



On-site technical expertise will consist of a minimum of one technical staff member who is a fulltime employee of an approved Honeywell/Ademco Integrator. This technical representative shall have completed the factory authorized training and have received a passing technical certification in all hardware and software related to the Honeywell/Ademco IDS and the MAS Mastermind IDS and Fire Monitoring Systems. This level of integration between the Ademco IDS field components, MAS Mastermind head-end systems, Access Control Systems noted above and Audio/Video Surveillance systems noted below should be accomplished using infrastructure and standard acceptable practices in the Information Technology (IT) industry including use of Internet Protocol (IP) local and wide area networks (LAN/WAN), City Standard Operating Systems (OS), Databases and Applications. The Contractor may provide the on-site technical expertise to monitor, maintain and upgrade as required all systems applications, operating and database software currently in use by the City and be able to recommend upgrades and add-ons required to keep the systems functioning at 99.9% up-time.

c. Audio and Video Surveillance Systems (CCTV and IP Based) –Pelco, Sony IP, Milestone, Stenofone, and Axis Systems On-site technical expertise will consist of a minimum of one technical staff member who is a fulltime employee of an approved and certified Pelco, Sony IP, Milestone, Stenofone and Axis systems integrator, depending on the project. This technical representative shall have completed the factory authorized training and have received a passing technical certification in all hardware and software related to the Honeywell and Pelco, Sony IP, Firetide, and/or OnSSI systems. This level of integration between the Audio/Video Surveillance and other systems noted above should be accomplished using infrastructure and standard acceptable practices in the Information Technology (IT) industry including use of Internet Protocol (IP) local and wide area networks (LAN/WAN), City Standard Operating Systems (OS), Databases and Applications. The Contractor may provide the on-site technical expertise to monitor, maintain and upgrade as required all systems applications, operating and database software currently in use by the City and be able to recommend upgrades and add-ons required to keep the systems functioning at 99.9% up-time.

2) Warranty All equipment supplied and/or installed under this scope shall be approved and comply with all UL listing and approvals for intended system applications, all applicable codes and ordinances of Federal, State, and Local authorities having jurisdiction. Materials, equipment, and labor warranties will be for a minimum period of one (1) year, and shall include all materials, freight/shipping costs, labor and travel cost to site, installed and tested.

3) Closeout Packages At the completion of each project, Contractor MUST submit, at a minimum: a. Specification Sheets and Manuals for every installed device including As-

Builts:

• Zone IDS Lists/ Port Schedules ACS



• Names of Technicians assigned to the Project • Line Prints / End to End / Visio / AutoCAD, Inventory Tracking

Spreadsheet, Warranty Tracking Spreadsheet, Serial #’s, make and models

b. List of Permits obtained, if applicable

c. See Exhibit B for DWG (AutoCAD) example that needs submitted

d. Tech notes with invoice (payment will be withheld until tech notes are received and complete)

e. A final walk-through has been completed with Alarm Services and all tests have been completed. Programming by the City needs to take place after many of the installations so it is imperative that Alarm Services be notified immediately upon completion so other internal processes can be performed.

B. GROUP 2 - Security Systems Maintenance and Service Service is divided into separate categories with separate response times. Contractor must be available and prepared to respond to service calls, within the time frames as described in each category. Contractor shall maintain designated teams to handle all service related calls (emergency service, routine service and preventative maintenance) as listed in Section III, 2.15, Service Response Times.

Work Orders will be assigned to the Contractor via e-mail, fax or telephone. Contractor will be responsible for completing the task list identified on the City Work Orders. Contractor shall communicate findings and recommendations to Alarm Services via e-mail, fax, or hand delivered written documentation within one (1) business day of inspection completion. Any security related findings shall be immediately corrected while at the site/facility. If unable to correct and/or resolve the issues, contact the Alarm Services Project Manager immediately, before leaving work site, for direction.

The Contractor has authority to procure hardware/equipment/parts that are necessary to complete service work and preventative maintenance where the cost is less than five-hundred dollars ($500.00) without needing prior approval from Alarm Services staff, but will need to advise Alarm Services of the parts they are replacing beforehand. Contractor is required to submit copies of the purchase invoice for reimbursement of any parts used.

Contractor shall stock in their warehouse, or keep locally available via their Suppliers and immediately available, the following STOCK PARTS:

Part Number Quantity Description

1 ACUXL16-E1L08A 1

GE 16 remote reader panel, serial & LAN with keyed enclosure

2 RRE04-E00 1

GE 4 reader interface with back plate, no enclosure

3 FP3521A 1

Indala Arch Flexpass proximity reader, wall switch mount, COP Format




4 PS873-2 1 Von Duprin EI power supply 5 RX2860 10G 71 L/R LLX 26D 1R 1L Sargent Lever Lock with built in rex and 24V 6 ETH10W4.5x4.5 1 Sargent TA2714 10 wire electric hinge 7 LV8RS

1 Base Electronics 8 channel power distribution module

8 1 POLE FUSE 8 Base Electronics 1 pole fuse 9 2 POLE FUSE 8 Base Electronics 2 pole fuse 10 1 AMP FUSE 8 Base 1 amp fuse 11 RH2BU 1 IDEC control relay 12 RH1BU 8 IDEC Midget relay 13 OLS-250 1 Altronix 24VDC power supply 14 OLS 200 1 Altronix 12 VDC power supply 15 PD-8 1 Altronix 8 channel power distribution board 16 ADI-788-12, 1 Securitron 12"x3/8" Armored Door Cord (less wire) 17 2507AD-L

10 GE Aluminum housing armored cable contact, DPDT, wide gap

18 1076CN-10pkg 10

GE Recessed steel door mount contact, 3/4" diameter, DPDT, White

19 IM-1270 4 12Volt 7AH battery 20 Vista-128BP 1 Ademco Honeywell Burglar Commercial Panel 21 6160 2 Ademco Custom Alpha Keypad 22 4208SN 1 Ademco 8 Zone expander 23 SSX-51S 1 Amdeco Armored Siren/Siren Strobe Blue 24 OP-DX 40 1 OPTEX PIR Microwave Combination Detector 25 OP-DX 60 1 OPTEX PIR Microwave Combination Detector 26 2707AD-L 1 High Security Contacts w/Armored Cable DPDT 27 FG 730 1 Honeywell Glassbreak Detector with Tamper 28 2507AD-L

1 GE Aluminum Housing Armored Cable Contact, DPDT, Wide Gap

29 2204AU-L 1

GE SPST Overhead Door Floor Mount Contact w/Universal Magnet

30 268 1 Honeywell dual tech panic button 31 5881ENHC 1 Ademco wireless receiver 32 XF-1640 1 Amseco Class II Transformer 33 T1656 1 Open Frame Transformer 16VAC/56VA 3.5amp 34 N/A 1000ft 16/2 Unshielded Stranded Plenum 35 N/A 1000ft 18/8 Shielded Stranded Plenum




36 N/A 1000ft 22/4 Shielded Stranded Plenum 37 N/A 1000ft 18/2 Unshielded Stranded Plenum 38 N/A 1000ft 18/4 Unshielded Stranded Plenum 39 N/A 1000ft 22/4 Shielded Stranded Plenum 40 N/A 1000ft 22/4 Unshielded Stranded Plenum 41 N/A 1000ft 18/8 OAS direct burial 42 N/A 1000ft 22/6 Unshielded Stranded Plenum 43 N/A 1000ft CAT5e Plenum 44 N/A 1000ft 12/2 stranded plenum 45 N/A 1000ft RG59 PVC 95% 46 N/A 1000ft 12/2 Unshielded Stranded Plenum 47 N/A 1000ft 18/4 Direct Burial Unshielded Stranded 48 N/A 1000ft 16/2 Direct Burial Unshielded Stranded 49 N/A 1000ft 16/4 Unshielded Stranded Plenum 50 CAT32AFAB3 25 J Hook 2" with bracket

C. PREVENTATIVE MAINTENANCE SERVICES The following types of Preventative Maintenance Services will be required:

1) Annual Burglar Alarm System (IDS) Inspections Alarm Services will provide Zone Lists and other associated documentation necessary for the Contractor to complete inspections. Contractor will schedule work order and coordinate the work by City Department, geographical locations and any other similarities to ensure that the work is completed efficiently and effectively.

Contractor will work with the City liaison to schedule inspection dates and to notify the customer of the scheduled PM inspection date. Contractor will have their on-site technician contact the Central Monitoring Station (CMS) staff at (602) 534-8000 to inform them that they are on-site to perform the PM Service.

Physical Inspection will include: Check battery backups and/or Uninterruptible Power Supply (UPS) and

replace if applicable. Check all system devices per the Zone List provided. Test all devices including wireless devices for alarm generation to the CMS

and loop supervision. Document the name of the contact person in the CMS office. Test all Motion Devices from the furthest coverage point to ensure when

testing all alarm activations are received.



Evaluate the system/panel for end of system life. Report via phone call to Alarm Services all End of Life (EOL) equipment devices.

Inform Alarm Services representative via phone call of any system/panel/device upgrade recommendations, if appropriate.

Complete an inspection log and document any EOL equipment and any internal programming issues.

Complete site electronic drawings in (AutoCAD 2010) and note all devices (include any changes, upgrades, and/or deletions).

Notify the site representative and the CMS staff upon completion of inspection services.

Submit a detailed and comprehensive inspection report via email to Alarm Services staff including recommendations, EOL equipment, electronic drawings, inspection logs and dates. If there are any action items that need to be addressed in the comprehensive inspection report, the email subject line must be titled “Red Flag”. The will alert Alarm Services staff that action is required.

2) Panic Buttons Contractor will be required to perform inspections on a monthly, quarterly or annual basis, as required. Zone lists and other associated documentation necessary to complete the inspections will be provided. Contractor will have their on-site technician contact the Central Monitoring Station (CMS) staff at (602) 534-8000 to inform them that they are on site to perform the PM Service.

Physical Inspection will include: Check wires and connectivity. Reset panic buttons (if applicable). Validate descriptor names for panic button zones. Test all devices including wireless devices for alarm generation to the CMS. Document the name of the contact person in the CMS office. Evaluate the system/panel for end of system life. Report via phone call to

Alarm Services all End Of Life (EOL) equipment devices Complete an inspection log and document any EOL equipment and internal

programming issues. Complete or update site electronic drawings (AutoCAD 2010) and note all

panic buttons (including any changes, updates, and/or deletions). Notify the site representative and CMS staff upon completion of the

inspection services. Submit a detailed and comprehensive inspection report including

recommendations, EOL equipment, electronic drawings, inspection logs and dates. If there are any action items that need to be addressed in the comprehensive inspection report, the email subject line must be titled “Red Flag”. The will alert Alarm Services staff that action is required.

Replace batteries in all wireless devices.



3) Quarterly/Annual DVR/NVR/CCTV Inspections Contractor will test and inspect all cameras and associated hardware reporting back to the CMS. Monitoring positions and locations should be verified with CMS staff. Contractor will use the following checklist to conduct PM inspections.

SYSTEM Check for installed hardware vs. as-builts, update as-build prints and send

updated CAD prints to Alarm Services for archive. Provide a report on the condition of the installation, if required. Provide basic instruction and training, as necessary. Check video data connections between all control equipment and re-

terminate and crimp, as required.

CAMERAS & DOMES Check for stable, quality installation of the camera and housing. Check all housing mechanical locking hardware for proper operation;

lubricate, as necessary. Verify proper operation of housing tamper switch operation, if applicable. Check all conduit, BNC, RJ45 & power connections at camera and power

supply. All twist-on BNC’s will be replaced with compression or 3-piece crimp BNC

connections. Clean domes, interior and exterior. Blow out all dust and debris, clean

housing lens inside and out, confirm no moisture is present. Check fan operation and cooling of both housing and PTZ camera fans. Dome or housing air filters clean or replace as needed. Verify CCTV power supply output for proper operation, and/or excessive

heat. Check all functions PTZ (Up, Down, Left, Right, Zoom In, Zoom Out, Iris

Open, Iris Close, Focus Near, Focus Far). Audit of night picture, to be verified with DVR archival review. All night

shots that are not viable must be focused with #5 neutral density glass in daylight or at night for optimal clarity.

Check for clear view, no trees or obstructions. Report any temporary obscuring of camera images, i.e. growing trees and/or bushes.

MATRIX Audit CCTV rack, freestanding or wall for overall stability and installation

quality. Check time/date stamp and cross reference with DVR. Verify all camera tilting is correct. Verify all joystick and keyboard functions, PTZ (Up, Down, Left, Right,

Zoom In, Zoom Out, Iris Open, Iris Close, Focus Near, Focus Far).



MONITOR Check for any software upgrades. Check on-screen menu configurations, brightness contrast etc., for optimal

picture quality. Check for screen burn in. Check freestanding, ceiling, or rack mounts to assure all fittings are secure. Audit monitors for make, model, proper location and name to as-builts. Clean all video display monitors with anti-static solution.

DIGITAL VIDEO RECORDER

Synchronize – Time/date stamp with Matrix. Verify all camera tilting is correct. Clean filters and fans, ensure all are working and free air is

maintained through unit. Check surge protection and/or UPS to verify proper operation under load

test. Check connections and all operations of PTZ functions (Up, Down, Left,

Right, Zoom In, Zoom Out, Iris Open, Iris Close, Focus Near, Focus Far). Check connectivity to CMS or applicable remote access. Check for proper re-boot and start-up. Check for all back-up capabilities including removal media (CD and flash

drives). Check for amount of video stored at medium frame recording rate. Check DVR for manufacturer and model number against as-builts. Log out upon departure.

NETWORK VIDEO RECORDER

Synchronize Verify all camera tilting is correct. Clean filters and fans, ensure all are working and free air is maintained

through unit. Check surge protection and/or UPS to verify proper operation under load

test. Check Niteck and all other IP Camera devices Check connections and all operations of PTZ functions (Up, Down, Left,

Right, Zoom In, Zoom Out, Iris Open, Iris Close, Focus Near, Focus Far). Check connectivity to CMS or applicable remote access. Check for proper re-boot and start-up. Verify Firmware version and document findings Check for all back-up capabilities including removal media (CD and flash

drives). Check for amount of video stored at medium frame recording rate. Check DVR for manufacturer and model number against as-builts. Log out upon departure.



RECOMMENDATIONS Provide a current status of equipment. Recommend immediate repair needs. Provide a projected life span of components and propose upgrades, as

needed. Advise on the latest equipment available to improve the functionality of the

installation.

4) Emergency Elevator Communications Testing Contractor will schedule work order and coordinate the work by City Department, geographical locations and any other similarities to ensure that the work is completed efficiently and effectively. Contractor will work with the City liaison to schedule inspection dates and to notify the customer of the scheduled PM inspection date.

Contractor will perform a test by activating the emergency device (pick up the phone or push the emergency button), identify your name, company name and purpose (PM), Perform test and assure connectivity with CMS.

Physical inspection will include: Does the emergency call ring down to the CMS. Verify the elevator cab phone number with CMS staff. Verify location and directional descriptors with CMS staff. Verify elevator cab number (if applicable). Identify if connectivity is clear or if line has static (condition of audio). Inspect call box and report findings (condition of equipment). Inspect signage (include if signage is in Braille) and report findings. Document the name of the person in the CMS office that was contacted. Complete an inspection log and document any internal programming

issues. Notify the site representative and CMS staff once the inspection is

completed. Complete site electronic drawings (in AutoCAD 2010) and note all locations

of all emergency communication box(s). Provide Alarm Services a detailed and comprehensive report including any

recommendations, electronic drawings package (see Exhibit B) as the final closeout, inspection logs, and completed inspection dates.

Service is divided into separate categories with separate response times as described in the Scope. Contractor must be available and prepared to respond to service calls within the time frames described in each category (Repair/Warranty; Emergency Corrective Action; Preventative Maintenance Services). Contractor must maintain designated teams to handle all service related calls and will be held to all of the performance standards as described in Group 2.



5) Equipment Contractor is responsible for providing all supplies, tools, test equipment and equipment transportation to provide all necessary services as described in this Scope of Work. Equipment includes, but is not limited to:

Batteries, Standard Hardware (wire, fittings, fasteners, mounting hardware, boxes, plates, etc.) Ladders, Scissor Lifts, Boom Lifts, and additional equipment that conform to the standards as set forth herein.

IV – INSTRUCTIONS TO PROPOSERS


IV. INSTRUCTIONS TO PROPOSERS

A. INTRODUCTION: A response to this solicitation is an offer to contract with the City based upon the terms, conditions, and specifications contained in the City’s solicitation. Proposers are encouraged to send questions to the City immediately upon receipt of this RFP so that all relevant questions and information needs can be identified and answered, and that adequate time is available to prepare a comprehensive and complete response.

Such a proposal does not become a contract until it is executed by the Department Director. A contract has its inception in the award, eliminating a formal signing of a separate contract.

For this solicitation, the contract representative is: Randy Boyle, Contracts Specialist I, [email protected], (602) 534-9614.

Interested Proposers may download the complete solicitation and addenda from https://www.phoenix.gov/solicitations, under the Public Works tab on the left hand side of the website. Internet access is available at all public libraries.

Any interested proposers without Internet access may obtain this solicitation by calling (602) 534-9614 or picking up a copy during regular business hours at:

Phoenix City Hall 200 W. Washington Street, 7th Floor Procurement Division

Copies are available for $0.19 per page.

To be considered, inquiries must be in writing and received at the above address by 12:00 noon local time, October 31, 2014. Inquiries may also be e-mailed to: [email protected].

The City takes no responsibility for informing recipients of changes to the original solicitation document. It is the Proposer’s responsibility to obtain a copy of any amendment relevant to this solicitation. Failure to submit amendments with the solicitation response may be grounds for deeming a submittal non-responsive.

This solicitation is available in large print, Braille, audio tape, or computer diskette. Please call (602) 262-5054/Fax (602) 534-2311 or TTY (602) 534-5500 for assistance.

B. DEFINITIONS OF KEY WORDS USED IN THE SOLICITATION: Shall, Will, Must: Indicates a mandatory requirement. Failure to meet these mandatory requirements may result in the rejection of proposal as non-responsive.

Should: Indicates something that is recommended but not mandatory. If the proposer fails to provide recommended information, the City may, at its sole option, ask the proposer to provide the information or evaluate the offer without the information.

May: Indicates something that is not mandatory but permissible.

For purposes of this solicitation, the following definitions shall apply:






“Amendment” Means a written document issued by the City and signed by the Contractor which alters the contract and identifies the following: (i) a change in the Work (ii) a change in the Contract Amount (iii) a change in the time allotted for performance and /or (iv) an adjustment to the Contract terms.

“AS” Alarm Services

"CITY" The City of Phoenix

"Contract" The legal agreement executed between the City of Phoenix, AZ and the Contractor.

"Contract Representative" City employee or employees who have specifically been designated to act as a contact person or persons to the Contractor, and responsible for monitoring and overseeing the Contractor's performance under this Contract.

"Contractor" The individual, partnership, corporation, limited liability company, joint venture, or other business entity who, as a result of the competitive process, is awarded a contract by the City of Phoenix.

“CMS” The City Of Phoenix Central Monitoring Station

“Department Director” The contracting authority for the City of Phoenix, AZ, authorized to sign contracts and amendments thereto on behalf of the City of Phoenix, AZ.

“Days” Means calendar days unless otherwise specified.

“Deputy Director” The Deputy Director over the Department.

“Employer” Any individual or type of organization that transacts business in this State, that has a license issued by an agency in the State and employs one or more employees in this state. Employer includes this State, any political subdivision of this State and self-employed persons. In the case of an independent contractor, employer means the independent contractor, and does not mean the person or organization that uses contract labor. (A.R.S. 23-211).

“EOL” Means End of Life

“ESS” Electronic Systems Specialist

“LD” Liquidated Damages

“Offer” Means proposal or quotation.

“Proposer/Offeror” Means a vendor who responds to the Request for Proposal.



“PWD” Means Public Works Department

“Subcontractor” Means an individual, firm, partnership, corporation, limited liability company, joint venture, or any other business entity having a contract, purchase order, or agreement with the Contractor, or with any Subcontractor, of any tier for the performance of any part of the Agreement. When the City refers to Subcontractor(s) in this document, for the purpose of this Agreement and unless otherwise expressly stated, the term “Subcontractor” includes, at every level, and/or tier, all subcontractors, sub-consultants, suppliers and material men.

“Solicitation” Means a Request for Proposal (RFP).

“Suppliers” Firms, entities or individuals furnishing goods or services directly to the City.

“Vendor” A seller of goods or services.

C. PRE-PROPOSAL CONFERENCE: If scheduled, the date and time of a Pre-Proposal Conference is indicated on the cover page of this document. Attendance is encouraged even if the Pre-Proposal Conference is designated as voluntary. Written minutes and/or notes will not be available. The purpose of this conference will be to clarify the contents of this Request for Proposals in order to prevent any misunderstanding of the City’s position. Any doubt as to the requirements of this Request for Proposal or any apparent omission or discrepancy should be presented to the City at this conference. The City will then determine the appropriate action necessary, if any, and may issue a written amendment to the Request for Proposal.

D. PROPOSER INQUIRIES: All questions that arise relating to this RFP shall be directed in writing to the Department contract representative designated in the Introduction and must note RFP 15-ASD-002 in the request.

To be considered, written inquiries shall be received at the above address by the date indicated in Section I, (B) (Schedule of Events). Inquiries received will then be answered by an addendum and published at the following Department website: https://www.phoenix.gov/solicitations, under the Public Works tab on the left hand side of the website; where this Solicitation was downloaded.

No informal contact initiated by Proposers on the requested service will be allowed with members of the City’s staff from date of distribution of this RFP until after the closing date and time for the submission of proposals. All questions concerning or issues related to this RFP shall be presented in writing.

E. AMENDMENT OF REQUEST FOR PROPOSAL: The Proposer shall acknowledge receipt of a Request for Proposal amendment by signing and returning the document by the specified due date and time. It is the Proposer’s responsibility to obtain a copy of any amendment relevant to this solicitation. Failure to submit amendments with the solicitation response may be grounds for deeming a submittal non-responsive.




F. FAMILIARIZATION OF SCOPE OF WORK: It is the responsibility of all proposers to examine the entire solicitation and seek clarification of any requirement that may not be clear and to check all responses for accuracy before submitting a proposal. Negligence in preparing a proposal confers no right of withdrawal after due date and time. The Proposer shall be responsible for fully understanding the requirements of the subsequent Contract and otherwise satisfy itself as to the expense and difficulties accompanying the fulfillment of the contract requirements. The submission of a proposal will constitute a representation of compliance by the offeror. There will be no subsequent financial adjustment, other than that provided by the subsequent Contract, for lack of such familiarization. Proposer should become familiar with Exhibits A through K. Exhibits B through K can only be downloaded from the City website where this solicitation was downloaded: https://www.phoenix.gov/solicitations, under the Public Works tab on the left hand side of the website.

G. PREPARATION OF PROPOSAL: 1. All proposals shall be on the forms and in the format set forth the Request for Proposal

package. It is permissible to copy these forms as required. Facsimiles or electronic mail proposals shall not be considered.

2. The Offer and Acceptance form, the Price Page and any solicitation amendments must be signed and returned with the proposal.

3. The Offer and Acceptance page shall be signed by a person authorized to submit an Offer. An authorized signature on the Offer and Acceptance page, Proposal Amendment(s), or cover letter accompanying the proposal documents shall constitute an irrevocable offer to provide the service specified herein.

4. Erasures, interlineations, or other modifications of your proposal shall be initialed in original ink by the authorized person signing the proposal.

5. In case of error in the extension of price in the proposal, unit price shall govern when applicable.

6. Periods of time, stated as a number of days, shall be in calendar days.

7. The City shall not reimburse the cost of developing, presenting, submitting or providing any response to this solicitation. All materials and proposals submitted in response to this solicitation become the property of the City and will not be returned.

H. PROPOSAL FORMAT: The written proposal shall be signed by an individual authorized to bind the Proposer. The proposal shall provide the name, title, address and telephone number of individuals with authority to contractually bind the company and who may be contacted during the period of the Contract. All fees quoted shall be firm and fixed for the full contract period. Please see Section IX – Submittal, for further information. Each response shall be:

1. Typewritten for ease of evaluation.

2. Submitted in an 8½ x 11 inch loose leaf three-ring binder preferably using double-sided copying and at least 30% post consumer content paper.

3. Each narrative response to this RFP should reference the applicable section of Section V, Evaluation Requirements) and Proposers should respond in the same sequence.

4. Signed by an authorized representative of the Proposer.




5. Submitted with the name(s), title, address, and telephone number of the individual(s) authorized to negotiate a contract with the City.

6. Appended with any exceptions to the Terms and Conditions clearly stated. See Section IV (I) below.

I. REQUEST TO MODIFY THE CONTRACT PROVISIONS: A response to any Request for Proposal is an offer to contract with the City based upon the contract provisions contained in the City’s Request for Proposal, including, but not limited to, the specifications, scope of work and any terms and conditions. Proposers who wish to propose modifications to the contract provisions must submit a “Request for Consideration of Alternate Terms.” See Submittal, #10 on Solicitation Response Checklist. The written request for modification must be received by the Department contact listed on the front of this solicitation, at least seven (7) calendar days prior to the proposal due date. The City may issue an addendum to this solicitation of any approved specification changes. The provisions of the Request for Proposal cannot be modified without the express written approval of the Director or Director’s designee. If a proposal or offer by Proposer is returned with modifications to the contract; the contract provisions contained in the City’s Request for Proposal shall prevail unless the Proposer’s proposed alternative provisions are expressly approved in writing by the Director or designee.

J. PUBLIC RECORD: All proposals submitted in response to the Request for Proposal shall become the property of the City and shall become a matter of public record available for review pursuant to Arizona state law after the award notification.

K. CONFIDENTIAL INFORMATION: The City of Phoenix is obligated to abide by all public information laws.

If a Proposer believes that a specific section of its proposal is confidential, the Proposer shall isolate the pages marked confidential in a specific and clearly labeled section of its proposal. The Proposer shall include a written basis for considering the marked pages confidential including the specific harm or prejudice if disclosed and the Department will review the material and make a determination.

L. CERTIFICATION: By signature in the offer section of the Offer and Submittal page in Section IX Proposer certifies:

1. The submission of the offer did not involve collusion or other anti-competitive practices. 2. Proposer will not discriminate against any employee, or applicant for employment in

violation of Federal or State Law. 3. Proposer has not given, offered to give, nor intends to give at any time hereafter, any

economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection with the submitted offer.

4. Proposer is financially stable and solvent and has adequate cash reserves to meet all financial obligations while waiting reimbursement from the City.

M. SUBMISSION OF PROPOSAL: Proposals must be in the actual possession of the City at the designated location, on or prior to, the exact time and date indicated in the Schedule of Events. Late proposals shall not be



considered. The prevailing clock shall be the City’s clock at the location designated for delivery of the proposal.

Proposals must be submitted in a sealed envelope and the following information should be noted on the outside of the envelope with the words “SUBMITALL PROPOSAL”:

Proposer’s Name Proposer’s Address (as shown on the Certification Page) RFP Number RFP Title Proposal Opening Date

All proposals must be completed in ink or typewritten. Include the number of copies indicated in the Submittal, Section IX and deliver or mail package to:

City of Phoenix Public Works Department Procurement Division 200 W. Washington Street, 7th Floor Phoenix, AZ 85003 Attn: Randy Boyle

N. LATE PROPOSALS: Late proposals shall be rejected regardless of the reason, including mail delivery problems beyond Proposer’s control. Proposers mailing their responses should allow sufficient time to insure delivery by the date and time specified. The City’s time clock will be used to verify date and time of submittal.

O. NON-RESPONSIVE PROPOSALS: Proposals deemed non-responsive will not be evaluated or considered for award.

1. The following proposals will not be evaluated:

Proposals submitted unsigned. Proposals that do not conform to the minimum specifications stated in the scope of

work. Proposals submitted without complete pricing. Proposals that contain altered or conditional cost information. Proposals submitted by a Proposer who does not have valid certifications and/or

licenses required by state, federal or local law or regulations to perform the service requested at the time of the submittal.

Proposals that fail to contain the required bonds, security assurances or insurance certificates as specified in this RFP.

Proposals not received by the designated due date, place and time.

2. Proposals may be deemed non-responsive at anytime in the evaluation process if in the sole opinion of the City:

Proposer does not meet the minimum required skill, experience or other conditions or terms set forth in this RFP.

Proposal does not comply with the submission requirements including any specified page limits.



Proposer does not have a past record of sound business integrity and a history of fulfilling contractual obligations.

Proposer is not financially stable, solvent, or have cash reserves to meet all financial obligations while waiting reimbursement from the City. (A Proposer who is borrowing any or all of the monies necessary to meet initial expenses between the start of the contract period and receipt of the first payment must provide a Letter of Commitment from the Proposer’s creditor).

Proposal contains false, inaccurate, or misleading statements that in the opinion of the City, is intended to mislead the City in its evaluation of the proposal.

P. RESPONSIVE PROPOSALS: Proposals must meet all material requirements of the solicitation. All required elements of a sealed proposal will be evaluated on a pass/fail basis. The use of scoring or ranking cannot be used to evaluate non-responsive proposals. Only those proposals determined to be responsive will be evaluated and scored by members of an evaluation committee in accordance with the criteria set forth in the Scope of Work in this RFP.

In addition, the committee MAY request a formal presentation from the highest ranked Proposers before a final recommendation is made. If presentations are requested and presented, the evaluation team will re-convene, review, and re-score the evaluation categories based on the expanded information.

In the event interviews are conducted, information provided during the interview process shall be taken into consideration when evaluating the stated criteria. The City shall not reimburse the Proposer for the costs associated with the interview process.

The City reserves the right to make such additional investigations as it deems necessary to establish the competence and financial stability of any Proposer submitting a proposal.

Experiences with the City and entities that evaluation committee members represent may be taken into consideration when evaluating qualifications and experience.

If two or more finalists are tied, the finalist with the lowest cost proposal score will be awarded the contract.

Note: In addition to the foregoing information submitted by proposers, the City shall have the right to consider other verifiable information bearing on financial stability and strength including without limitation, information provided by former employees and/or creditors.

Q. COMPLIANCE WITH EQUAL EMPLOYMENT OPPORTUNITY: In order to do business with City, Contractor must comply with Phoenix City Code, 1969, Chapter 18, Article V, as amended, Equal Employment Opportunity Requirements. Consultant will direct any questions in regard to these requirements to the Equal Opportunity Department, (602) 262-6790.

R. OFFER AND ACCEPTANCE PERIOD: In order to allow for an adequate evaluation, the City requires an offer in response to this solicitation to be valid and irrevocable for [120] days after the proposal due date and time.

S. DISCUSSIONS: The City reserves the right to conduct discussions with Proposers for the purpose of eliminating minor irregularities, informalities, or apparent clerical mistakes in the proposal in order to clarify an offer and assure full understanding of, and responsiveness to solicitation requirements. If such



a discussion is deemed necessary, the only City staff that is authorized to contact the Proposer is the contract representative listed on the front of this proposal. The contract representative shall document any such discussion in the City’s file.

T. WITHDRAWAL OF OFFER: At any time prior to the solicitation due date and time, a proposer (or designated representative) may withdraw the proposal by submitting a request in writing and signed by a duly authorized representative. Facsimiles, telegraphic or mailgram withdrawals shall not be considered.

U. PROPOSAL RESULTS: Proposals will be opened on the proposal due date, time and location indicated in the Schedule of Events at which time the name of each Proposer shall be read. Proposals and other information received in response to the Request for Proposal shall be shown only to authorized City personnel having a legitimate interest in them or persons assisting the City in the evaluation. Proposals are not available for public inspection until after award recommendation has been posted on the City’s website https://www.phoenix.gov/solicitations, or the proposers have been notified by mail or email.

V. EVALUATION CRITERIA: Proposals will be evaluated and scored by members of an evaluation committee in accordance with the criteria stated in Section V, consisting of technical component(s) and a pricing (or “cost”) component. In addition, the committee MAY request a formal presentation from the highest ranked Proposers before a final recommendation.

W. CITY’S RIGHT TO DISQUALIFY FOR CONFLICT OF INTEREST: The City reserves the right to disqualify any proposer on the basis of any real or apparent conflict of interest that is disclosed by the proposal submitted or any other data available to the City. This disqualification is at the sole discretion of the City. Any proposer submitting a proposal herein waives any right to object now or at any future time, before any body or agency, including but not limited to, the City Council of the City of Phoenix or any court.

X. AWARD: The Proposer whose proposal receives the highest score will be recommended for the contract award. Notwithstanding any other provision of this solicitation, the City reserves the right to: (1) waive any immaterial defect or informality; or (2) reject any or all proposals or portions thereof; or (3) reissue a solicitation.

A response to this solicitation is an offer to contract with the City based upon the terms, conditions, and specifications contained in the City’s solicitation. Such a proposal does not become a contract until it is executed by the Department Director. A contract has its inception in the award, eliminating a formal signing of a separate contract. For that reason, all of the terms, conditions and specifications of the procurement contract are contained in the solicitation, unless any of the terms, conditions, or specifications is modified by an addendum or contract amendment. The terms and conditions set forth in this RFP and the selected Proposer’s Offer (Section IX – Submittal) shall form the entire contract between the City and the Contractor.




Y. EMPLOYEE IDENTIFICATION: Proposer agrees to provide an employee identification number or social security number to the City of Phoenix for the purposes of reporting to appropriate taxing authorities, monies paid by the City of Phoenix under the awarded contract. If the federal identifier of the Proposer is a social security number, this number will be shared only with appropriate state and federal officials. This submission is mandatory under 26 U.S.C. § 6041A.

V – EVALUATION REQUIREMENTS


V. EVALUATION REQUIREMENTS

1. EVALUATION CRITERIA and FORMAT: Section V describes the process by which proposals will be evaluated and a selection made for a potential award. The approach and procedures are those which are applicable to a competitive negotiated procurement whereby proposals are evaluated to determine which proposals are within a competitive range. Discussions and negotiations may then be carried out with Proposers within the competitive range, after which Best and Final Offers (BAFO’s) may be requested. However, the City may select a proposal for award without any discussions or negotiations or request for any BAFO(s).

Proposals will be evaluated based upon consideration of the criteria as stated below. Final determination of a Proposer’s qualification will be made based upon all the evaluation criteria and information received during the evaluation and interview process. Award will be to a responsive and responsible Proposer for the proposal which is found to be most advantageous to the City. All timely proposals will be reviewed to determine whether the minimal qualification requirements have been met. Proposals that do not meet all qualifications requirements will be considered non-responsive and will be rejected.

Each Proposal has two parts; a Technical component and a Price (“Cost” or “Pricing”) component. Each Proposal will be evaluated on its technical and cost merits by a panel of reviewers. The Proposal Evaluation Criteria are as follows:

A. Project Approach and Procedures B. Quality Management Plan C. Statement of Qualifications D. Certifications E. Pricing

The narrative portion and the materials presented in response to this Request for Proposal shall be submitted with the Pricing component and Technical component as set forth in the Submittal of Offer, Section IX, and follow the same order as requested in this Section V and must contain, at a minimum, the following:

A. PROJECT APPROACH AND PROCEDURES 1) Describe the firm’s overall approach to providing the services required under this

contract. 2) Develop a process and provide procedures to communicate and track the project

work orders and line item quantities. 3) Describe the firm’s project management approach, scheduling techniques, and

resource management including administrative, labor and material resources/support. 4) Submit an Equipment List specifying all equipment owned (such as, scissor lifts, fork

lifts, boom lifts, or other equipment normally employed in the course of work associated with the specification of this RFP).

5) Specifically address the standby nature of this contract and the fact that multiple, simultaneous work may be performed over a widely dispersed area.

The project approach and procedures will be scored in terms of clarity, completeness, logic, and ease of understanding.



6) Evaluation Project (included as part of the scoring criteria) Utilizing the information included in this RFP and the preceding five (5) questions please review the following Statement of Work and Objective (below). Provide a turnkey project to include the hardware and software used, invoicing according to the Scope and Method of Invoicing sections. Your presentation shall include all reporting, Tech Notes and Closeout Package procedures. The Evaluation Panel should be able to understand how you implemented the project, team members used, parts and labor (use the included parts, pricing and labor rates provided in Section IX) broken out in detail, and the timeline for your milestones. The Evaluation Paneil will be looking for completeness of the processes, detailed reporting and proper invoicing procedures at a minimum. The Evaluation Panel will be using this scenario to assist in scoring the Selection Criteria in Project Approach and Procedures and other Proposal Evaluation Criteria. This must be submitted with your Proposal to be considered Responsive.

Statement of Work Alarm Services is requesting the bidding contractor to design a new cost efficient Intrusion Detection System (IDS), Access Control System (ACS), & Closed Circuit Television (CCTV) camera surveillance system for an example project scenario. This office space does not currently have an existing IDS, ACS, and CCTV in place. The integration must be performed according to Alarm Services system standards contained in Solicitation (RFP 15-ASD-002) and exhibits.

Objective Contractor must render a code compliant, IDS, ACS, CCTV. By means of the drawing provided (Exhibit K – Evaluation Project Drawing) and the attachments, exhibits and specifications contained in or included with in this Solicitation, complete this exercise as follows:

1) Install an intrusion system to cover the office space, office shop, office storage.

2) Install card access at four (4) doors throughout the office space utilizing the equipment needed to secure the facility.

3) Install a camera surveillance system to cover two (2) entrance points along with cross shots of the elevator lobby.

B. QUALITY MANAGEMENT PLAN Describe how the firm plans to manage the work to ensure that the City’s quality objectives and standards are met or exceeded. Description should include:

1) The firm’s methodology for quality control. 2) Explain your firm’s philosophy for providing long term maintenance, support and

upgrades to equipment or software. 3) The experience of the field supervisor(s) who will be performing quality control

oversight and their tenure with the firm. 4) Staffing levels for each group and/or type of service required. Describe how many

teams (include typical team sizes) will be available to handle service related calls, identify primary and secondary project managers, and describe a typical project team.



5) A plan for familiarizing contract workers with the various City facilities/building sites, the specialized systems installed in City facilities and training workers on the City’s technical standards.

C. STATEMENT OF QUALIFICATIONS Describe in detail the experience of the firm in providing the installation, integration, and maintenance of the specified Specialized Building Systems at buildings and other types of facilities, i.e. government facilities, commercial office environments, cash handling counters, information centers, warehouses, well sites, communication towers, parking garages/lots, etc. within the State of Arizona. In addition:

1) Provide a list and a brief description of the firm’s current work load and explain how you will insure that you have the resources available to meet the needs of the City on multiple projects.

2) Provide a list and brief description of any service contracts or project(s) previously completed for the City; include the total value or cost as applicable.

3) Describe your ability to provide full AutoCAD 2010 services, including modification/conversion of existing PDF drawings to AutoCAD drawings, the level of expertise of your personnel and the version you are presently using.

4) Provide a detailed description of the expertise of your technical level staff, including their current degrees, certifications, tenure with the firm and list any professional organizations they belong to. Specifically acknowledge your Certified Protection Professional (CPP), Physical Security Professional (PSP), Electronic Engineer etc. on staff.

EXAMPLES OF CERTIFICATIONS DESIRED: a. Lenel/Infographics (Diamond II Hardware and Software Certification, Diamond II

Systems Administration.) b. Milestone Corporate Closed Circuit Television (CCTV) and Surveillance Systems

(Hardware and Software Certification) Certification c. Stenofone Audio Visual Integration (Hardware and Software) Certification d. Honeywell Access Control System (Hardware and Software) Certification e. Software House Access Control System (Hardware and Software) Certification f. National Institute for Certification in Engineering Technology (NICET) Level II g. National Systems Contractor Association (NSCA) Certified Electronic Systems

Technician (C-EST). h. NSCA Certified Systems Installer (C-SI). i. National Burglar and Fire Alarm Association (NBFAA) Advanced Alarm

Technician, NBFAA Advanced Fire Alarm Technician. j. American Society for Industrial Security (ASIS) Board Certification as a Physical

Security Professional (PSP). k. National Institute for Certification in Engineering Technology (NICET) Level III for

Video Security. l. National Systems Contractor Association (NSCA) Certified Electronic Systems

Integrator (R-ESI). m. NSCA Certified Systems Installer (C-SI).



5) Provide a detailed description of the expertise of your IT level staff, including their current certifications, tenure with the firm and list any professional organizations they belong to. Specifically acknowledge your Microsoft Certified System Engineers (MCSE), Microsoft Certified System Administrators (MCSA) etc. on staff. Also list all manufacturers that the firm’s technicians are certified for both hardware and software service.

EXAMPLES OF CERTIFICATIONS DESIRED: a. Microsoft Certified Systems Administrator (MCSA) b. Microsoft Certified Systems Engineer (MCSE) c. Microsoft Certified Professional (MCP) on Windows XP, Windows Server 2003

and SQL Server d. Microsoft Certified Project Management Professional (MCPMP) e. AutoCAD/AutoDesk

6) Provide a list of five (5) references for projects you have completed within the last two (2) years, including subcontracted projects if applicable. Give accurate names and phone numbers, and a brief description of the work you completed to include total project cost. Please limit your references to one (1) within the same company or City department for each project.

7) Provide description of minimum recruitment qualifications for your technicians, project managers, and AutoCAD professionals.

D. PRICING Proposers shall submit prices in accordance with the Price Pages(s) included herein in the “Submittal”, Section IX. This Price Page represents that City of Phoenix’s official request for price quotation and MUST be completed by the Proposer. The pricing stated herein must be a firm fee unless otherwise and specifically provided.

2. GENERAL

A. Shortlist: The City reserves the right to shortlist the Proposers on all of the stated criteria. However, the City may determine that shortlisting is not necessary.

B. Interviews/Demonstrations: The City reserves the right to conduct interviews/demonstrations with some or all of the Proposers at any point during the evaluation process. However, the City may determine that interviews/demonstrations are not necessary. In the event interviews/demonstrations are conducted, information provided during the interview/demonstration process shall be taken into consideration when evaluating the stated criteria. The City shall not reimburse the Proposer for the costs associated with the interview process.

Demonstrations, if scheduled, will be held at a time and place specified by the City. Each of the Proposer’s key project team members, including any subcontractors who will be assigned to the project, are strongly encouraged to attend the interview/demonstration.



C. Additional Investigations: The City reserves the right to make such additional investigations as it deems necessary to establish the competence and financial stability of any proposer submitting a proposal including, without limitation, information provided by former employees and/or creditors.

D. Prior Experience: Experiences with the City and entities that evaluation committee members represent may be taken into consideration when evaluating the qualifications and experience.

E. Overall Evaluation of the Proposal Response: The overall completeness, accuracy and quality of the proposal may be taken into consideration when evaluating the qualifications and experience.

3. PROPOSAL EVALUATION PROCESS Minimal Responsiveness Upon receipt, the City shall review each proposal to determine whether it meets the minimum requirements set forth in this Solicitation to qualify for initial evaluation. Any proposals that, in the City’s determination, do not meet the minimum requirements, may be set aside and not considered further. The City shall promptly notify Proposers if their proposal was set aside as not meeting the minimum requirements, unless the City determines in writing that doing so would unreasonably compromise the City’s ability to continue the evaluation process for the remaining proposals.

Initial Evaluation The Evaluation Committee shall evaluate all proposals determined to meet the minimum requirements based on the Evaluation Criteria set forth in this Solicitation. As the result of this initial evaluation, the Evaluation Committee shall determine which of the most highly rated proposals are within the competitive range and have a reasonable chance of being accepted (the “Competitive Proposers”). Any proposals that, in the Evaluation Committee’s determination, are not within the competitive range may be set aside and not considered further. The City shall promptly notify Proposers if their proposal was set aside by the Evaluation Committee as not being within the competitive range, unless the City determines in writing that doing so would unreasonably compromise the City’s ability to continue the evaluation process for the remaining proposals.

Discussions The City shall invite Competitive Proposers to participate in Discussions, including any product demonstrations requested by the Evaluation Committee. Discussions may be conducted orally or in writing, and may address any aspect of the Competitive Proposer’s proposal. During Discussions, the City shall ensure there are no disclosures of proposal contents to other Proposers.

Proposal Revisions At the conclusion of Discussions, the City shall request revisions from each Competitive Proposer with who Discussions have been conducted (a “Proposal Revision”) the City shall include in the written request for a Proposal Revision (a) the date, time, and place for submission of the Proposal Revision; and (b) a statement that if a Competitive Proposer does not submit a Proposal Revision by the due date and time, their Proposal shall stand as-is. Competitive Proposers may revise any aspects of their proposal in their Proposal Revision. The City shall request a Proposal



Revision only once, unless the City makes a written determination that it is advantageous to the City to hold further Discussions and request a further Proposal Revision.

Revised Evaluation Upon receipt of any Proposal Revisions, the Evaluation Committee may revise its initial evaluations to reflect any changes included in the Proposal Revisions.

4. THE CITY’S RESERVATION OF RIGHTS, INCLUDING RIGHT TO NEGOTIATE PRICE Notwithstanding any other provision of this solicitation, the City reserves the right to take any course of action it deems appropriate in its sole and absolute discretion, including: (1) waiving any defects or informalities in any proposal or proposing procedure; (2) accepting or rejecting any or all proposals or any part of any or all proposals; (3) canceling the solicitation in part or in its entirety; (4) reissuing the solicitation with or without modification; or (5) any other option deemed to be in the City’s best interest.

IN ADDITION, AFTER EVALUATION AND SCORING, BUT PRIOR TO CONSIDERATION OF AWARD BY THE CITY COUNCIL, THE CITY RESERVES THE RIGHT TO NEGOTIATE PRICE WITH THE HIGHEST RATED PROPOSER. IF THE CITY AND THE HIGHEST RATED PROPOSER ARE UNABLE TO NEGOTIATE A MUTUALLY ACCEPTABLE PRICE, THEN THE CITY RESERVES THE RIGHT TO MOVE ONTO THE NEXT HIGHEST RATED PROPOSER TO NEGOTIATE PRICE. THIS PROCESS OF NEGOTIATING WITH EACH PROPOSER BEGINNING WITH THE HIGHEST RATED PROPOSER MAY BE FOLLOWED UNTIL A MUTUALLY ACCEPTABLE PRICE IS REACHED. HOWEVER, THE CITY RESERVES THE RIGHT TO TERMINATE NEGOTIATIONS WITH ANY PROPOSER AT ANY TIME AND TO EXERCISE ITS RESERVED RIGHTS IN THE IMMEDIATELY PRECEDING PARAGRAPH.

Notwithstanding any provision or terms in this RFP to the contrary, by submitting a proposal, Proposer is affirmatively acknowledging and expressly agreeing to the City’s reservation of the right as set forth in this Section V(4) to: (1) waive any defects or informalities in any proposal or proposing procedure; (2) accept or reject any or all proposals or any part of any or all proposals; (3) cancel the solicitation in part or in its entirety; (4) reissue the solicitation with or without modification; (5) negotiate pricing with one or more Proposers, or (6) any other option deemed to be in the City’s best interest.

5. CONTRACT AWARD Award will be made to the Proposer who has demonstrated the ability to perform the required services and provide the necessary equipment and staff in an acceptable manner, price notwithstanding. Demonstrated capability and understanding of the Proposer to accomplish the scope of work required in the proposal will also be considered. This includes performance history and references on past and current contracts. The City reserves the right to consider any other factor(s) in its proposal evaluation if considered in the best interest of the City to do so.

Multiple Proposers may be awarded the services of the RFP. The evaluation panel shall make all decisions regarding the evaluation, the competitive range, and the selection of the Proposer.

The City reserves the right to make an award without conducting any written or oral discussions with any Proposers or solicitation of any BAFOs and to enter into negotiations with the highest ranking Proposer. If the negotiations do not result in mutually agreed upon terms and conditions for a contract, the City may then enter into negotiations with the second highest ranked Proposer for purposes of negotiating a mutually acceptable contract.

VI – PROTEST PROCESS


VI. PROTEST PROCESS

Staff recommendations to award the contract(s) to a particular bidder or offeror shall be posted: https://www.phoenix.gov/finance/business-opportunities/bid-awards-and-recommendations. Any unsuccessful bidder may file a protest no later than seven (7) calendar days after the recommendation is posted on the website. All protests shall be in writing, filed with the Contracting Authority identified in the solicitation and include the following

• Identification of the RFP or other solicitation number; • The name, address and telephone number of the protester; • A detailed statement describing the legal and factual grounds for the protest, including copies

of relevant documents; • The form of relief requested; and • The signature of the protester or its authorized representative.

The Contracting Authority will render a written decision within fourteen (14) calendar days after the protest is filed. The City will not request City Council authorization to award the contract until the protest process is completed.

https://www.phoenix.gov/finance/business-opportunities/bid-awards-and-recommendations

https://www.phoenix.gov/finance/business-opportunities/bid-awards-and-recommendations

SECTION VII – SPECIAL TERMS AND CONDITIONS


VII. SPECIAL TERMS AND CONDITIONS

1. METHOD OF INVOICING: Each work order will be invoiced separately and must include the following:

A. Work Order Number B. City contract number C. Contractor’s vendor number D. Invoice number and date. E. Description of services, including the site names and addresses, labor hours and itemized

parts listed separately. F. Field Activity Reports with detailed labor hours including site arrival and departure times,

signed by a City of Phoenix site coordinator. G. Unit Price per MSRP, Contractor’s Markup/Discount per Price List; extended and totaled. H. Applicable tax and fees, itemized separately. I. Original invoices for any equipment rentals must be included for reimbursement. J. Fiscal year end billing for completed projects, including all hardware, software and labor

must be submitted by May 31st.

2. METHOD OF PAYMENT: The City will pay the fees as stated in Section IX, Submittal of Offer, on a monthly basis in arrears. Invoices (duplicated from above) shall be submitted to:

City of Phoenix / Public Works Department Attn: Julie Wolf, Adm. Asst. 200 W. Washington Street, 7th Floor Phoenix, AZ 85003

or Emailed to: [email protected]

3. INDEMNIFICATION: Contractor shall indemnify, defend, save and hold harmless the City of Phoenix and its officers, officials, agents, and employees (hereinafter referred to as “Indemnitee”) from and against any and all claims, actions, liabilities, damages, losses, or expenses (including court costs, attorneys’ fees, and costs of claim processing, investigation and litigation) (hereinafter referred to as “Claims”) for bodily injury or personal injury (including death), or loss or damage to tangible or intangible property caused, or alleged to be caused, in whole or in part, by the negligent or willful acts or omissions of Contractor or any of its owners, officers, directors, agents, employees or subcontractors. This indemnity includes any claim or amount arising out of or recovered under the Workers’ Compensation Law or arising out of the failure of such contractor to conform to any federal, state or local law, statute, ordinance, rule, regulation or court decree. It is the specific intention of the parties that the Indemnitee shall, in all instances, except for Claims arising solely from the negligent or willful acts or omissions of the Indemnitee, be indemnified by Contractor from and against any and all claims. It is agreed that Contractor will be responsible for primary loss investigation, defense and judgment costs where this indemnification is applicable. In consideration of the award of this Contract, the Contractor agrees to waive all rights of subrogation against the City, its officers, officials, agents and employees for losses arising from the work performed by the Contractor for the City.




4. INSURANCE REQUIREMENTS: Contractor and subcontractors shall procure and maintain until all of their obligations have been discharged, including any warranty periods under this Contract are satisfied, insurance against claims for injury to persons or damage to property which may arise from or in connection with the performance of the work hereunder by the Contractor, its agents, representatives, employees or subcontractors.

The insurance requirements herein are minimum requirements for this Contract and in no way limit the indemnity covenants contained in this Contract. The City in no way warrants that the minimum limits contained herein are sufficient to protect the Contractor from liabilities that might arise out of the performance of the work under this Contract by the Contractor, his agents, representatives, employees or subcontractors and Contractor is free to purchase additional insurance as may be determined necessary.

A. Minimum Scope and Limits of Insurance: Contractor shall provide coverage with limits of liability not less than those stated below. An excess liability policy or umbrella liability policy may be used to meet the minimum liability requirements provided that the coverage is written on a “following form” basis.

1) Commercial General Liability – Occurrence Form Policy shall include bodily injury, property damage and broad form contractual liability coverage.

General Aggregate $2,000,000 Products – Completed Operations Aggregate $1,000,000 Personal and Advertising Injury $1,000,000 Each Occurrence $1,000,000

The policy shall be endorsed to include the following additional insured language: "The City of Phoenix shall be named as an additional insured with respect to liability arising out of the activities performed by, or on behalf of the Contractor”

2) Automobile Liability Bodily Injury and Property Damage for any owned, hired, and non-owned vehicles used in the performance of this Contract.

Combined Single Limits (CSL) $1,000,000

The policy shall be endorsed to include the following additional insured language: "The City of Phoenix shall be named as an additional insured with respect to liability arising out of the activities performed by, or on behalf of the Contractor, including automobiles owned, leased, hired or borrowed by the Contractor".

3) Worker's Compensation and Employers' Liability Contractor shall provide Workers' Compensation Statutory Employers' Liability

Each Accident $100,000 Disease – Each Employee $100,000 Disease – Policy Limit $500,000



Policy shall contain a waiver of subrogation against the City of Phoenix.

This requirement shall not apply when a contractor or subcontractor is exempt under A.R.S. 23-901, AND when such contractor or subcontractor executes the appropriate sole proprietor waiver form.

4) Professional Liability (Errors and Omissions Liability) Contractor’s policy shall cover professional misconduct or lack of ordinary skill in performing the services defined in the Scope of Services of this Contract.

Each Claim $2,000,000 Annual Aggregate $2,000,000

Contractor warrants that any retroactive date under the policy shall precede the effective date of this Contract; and that either continuous coverage will be maintained or an extended discovery period will be exercised for a period of two (2) years beginning at the time work under this Contract is completed.

B. Additional Insurance Requirements: The policies shall include, or be endorsed to include, the following provisions:

On insurance policies where the City of Phoenix is named as an additional insured, the City of Phoenix shall be an additional insured to the full limits of liability purchased by the Contractor even if those limits of liability are in excess of those required by this Contract.

The Contractor's insurance coverage shall be primary insurance and non-contributory with respect to all other available sources.

C. Notice of Cancellation: For each insurance policy required by the insurance provisions of this Contract, the Contractor must provide to the City, within 2 business days of receipt, a notice if a policy is suspended, voided or cancelled for any reason. Such notice shall be mailed, emailed, hand-delivered or sent by facsimile transmission to City of Phoenix Public Works Department, Procurement Division, 200 W. Washington Street, 7th Floor. Fax No. (602) 534-1799.

D. Acceptability of Insurers: Insurance is to be placed with insurers duly licensed or authorized to do business in the state of Arizona and with an “A.M. Best” rating of not less than B+ VI. The City in no way warrants that the above-required minimum insurer rating is sufficient to protect the Contractor from potential insurer insolvency.

E. Verification of Coverage: Contractor shall furnish the City with certificates of insurance (ACORD form or equivalent approved by the City) as required by this Contract. The certificates for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf.

All certificates and any required endorsements are to be received and approved by the City before work commences. Each insurance policy required by this Contract must be in effect at or prior to commencement of work under this Contract and remain in effect for



the duration of the project. Failure to maintain the insurance policies as required by this Contract or to provide evidence of renewal is a material breach of contract.

All certificates required by this Contract shall be sent directly to City of Phoenix Public Works Department, Procurement Division, 200 W. Washington Street, 7th Floor. Fax No. (602) 534-1799. The City project/contract number and project description shall be noted on the certificate of insurance. The City reserves the right to require complete, certified copies of all insurance policies required by this Contract at any time.

F. Subcontractors: Contractors’ certificate(s) shall include all subcontractors as additional insureds under its policies or Contractor shall furnish to the City separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to the minimum requirements identified above.

5. OPTION TO EXTEND: The City may, at their option and with approval of the Contractor, extend the period of this two-year contract up to three (3) additional year(s), in increments of one (1) year.

6. PERFORMANCE INTERFERENCE: Contractor shall notify the department contact immediately of any occurrence and/or condition that interferes with the full performance of the contract, and confirm it in writing within twenty-four (24) hours. Department Contact:

Tracy Hudson Calvin C. Goode Building, 2nd floor 251 W Washington St Phoenix AZ 85003 602-534-9231 [email protected]

7. CONTRACTOR'S PERFORMANCE: Contractor shall use those efforts which a skilled, competent, experienced, and prudent person or organization would use to perform and complete the requirements of this Contract in a timely and professional manner conforming to the standards and quality generally recognized and accepted within the profession throughout the United States. Contractor shall furnish all necessary labor, tools, equipment, and supplies to perform the required services.

The City's authorized representative will decide all questions which may arise as to the quality and acceptability of any work performed under the Contract. If, in the opinion of the City's authorized representative, performance becomes unsatisfactory, the City shall notify the Contractor.

The Contractor will have ten (10) days from that time to correct any specific instances of unsatisfactory performance. In the event the unsatisfactory performance is not corrected within the time specified above, the City shall have the immediate right to complete the work to its satisfaction and shall deduct the cost to cover from any balances due or to become due the Contractor. Repeated incidences of unsatisfactory performance may result in cancellation of the Contract for default.




8. EMPLOYEE IDENTIFICATION AND ACCESS: Except as set forth in Sections VII (11) and VII (12) Contractor employees are forbidden access to designated restricted areas. Beyond meeting rooms and other areas open to the public, access to particular operational premises shall be as directed by the City’s authorized representative.

Only authorized Contractor employees are allowed on the premises of the City of Phoenix buildings. Contractor employees are not to be accompanied in the work area by acquaintances, family members, assistants or any other person unless said person is an authorized Contractor employee.

9. ACCOUNT STAFFING: The Contractor agrees to assign experienced personnel to provide for successful and timely accomplishment of the Scope of Work. The City reserves the right at any time and for any reason during the Contract to reject any Contractor staff from performing services on behalf of the City.

10. TIME IS OF THE ESSENCE: The parties agree that time is of the essence in the performance of the Scope of Work.

11. CONTRACTOR AND SUBCONTRACTOR WORKER BACKGROUND SCREENING:

A. Contract Worker Background Screening: Contract Worker Background Screening. Contractor agrees that all contract workers and subcontractors (collectively “Contract Worker(s)”) that Contractor furnishes to the City pursuant to this Agreement shall be subject to background and security checks and screening (collectively “Background Screening”) at Contractor’s sole cost and expense as set forth in this Section. The Background Screening provided by Contractor shall comply with all applicable laws, rules and regulations. Contractor further agrees that the Background Screening required in this Section is necessary to preserve and protect public health, safety and welfare. The Background Screening requirements set forth in this Section are the minimum requirements for this Agreement. The City in no way warrants that these minimum requirements are sufficient to protect Contractor from any liabilities that may arise out of Contractor’s services under this Agreement or Contractor’s failure to comply with this Section. Therefore, in addition to the specific measures set forth below, Contractor and its Contract Workers shall take such other reasonable, prudent and necessary measures to further preserve and protect public health, safety and welfare when providing services under this Agreement. The City may, in its sole discretion, accept or reject any or all of the Contract Workers proposed by Contractor to perform work under this Agreement as well those Contract Workers actually providing services during the term of this Agreement.

B. Background Screening Requirements and Criteria: Because of the varied types of services performed, the City has established three levels of risk and associated Background Screening. The risk level and Background Screening required for this Agreement is MAXIMUM RISK.

1) Minimum Risk and Background Screening (“Minimum Risk”). A minimum risk Background Screening shall be performed when the Contract Worker: (i) will not have direct access to City facilities or information systems; or (ii) will not work with vulnerable adults or children; or (iii) when access to City facilities is escorted by City workers. The Background Screening for minimum risk shall consist



of the screening required by Arizona Revised Statutes §§ 41-4401 and following to verify legal Arizona worker status.

2) Standard Risk and Background Screening (“Standard Risk”). A standard risk Background Screening shall be performed when the Contract Worker’s work assignment will: (i) require a badge or key for access to City facilities; or (ii) allow any access to sensitive, confidential records, personal identifying information or restricted City information; or (iii) allow unescorted access to City facilities during normal and non-business hours. The Background Screening for this standard risk level shall include the Background Screening required for the Minimum Risk level and a background check for real identity/legal name, and shall include felony and misdemeanor records from any county in the United States, the state of Arizona, plus any other jurisdiction where the Contract Worker has lived at any time in the preceding seven (7) years from the Contract Worker’s proposed date of hire.

3) Maximum Risk and Background Screening (“Maximum Risk”). A maximum risk Background Screening shall be performed when the Contract Worker’s work assignment will: (i) have any contact with vulnerable people such as children, youth, elderly, or individuals with disabilities; or (ii) have any responsibility for the receipt or payment of City funds or control of inventories, assets, or records that are at risk of misappropriation; or (iii) have unescorted access to the City data centers, money rooms, or high-value equipment rooms; or (iv) have access to private residences; or (v) have access to Homeland Defense Bureau identified critical infrastructure sites/facilities. The Background Screening for this maximum risk level shall include the Background Screening required for the Standard Risk level, plus a sexual offender search, a credit check, and driving record search for the preceding seven (7) years from the Contract Worker’s proposed date of hire. Contract Workers who work directly with children or vulnerable adults are also subject to fingerprint verification through the Arizona Department of Public Safety as mandated by Phoenix City Code, § 2-27.

C. Contractor Certification; City Approval of Maximum Risk Background Screening: By executing this Agreement, Contractor certifies and warrants that Contractor has read the Background Screening requirements and criteria in this Section, understands them and that all Background Screening information furnished to the City is accurate and current. Also, by executing this Agreement, Contractor further certifies and warrants that Contractor has satisfied all such Background Screening requirements for the Minimum Risk and Standard Risk Background Screenings as required. In addition, for Maximum Risk Background Screening, Contractor shall furnish to Tracy Hudson at (602) 534-9231, Calvin C. Goode Building, 251 W Washington St Phoenix, AZ 85003, 2nd floor, for the City’s review and approval such Background Screenings for any Contract Worker considered for performing services under this Agreement where human safety or facility security is classified as a Maximum Risk level. The subject Contract Worker shall not apply for the appropriate City of Phoenix identification and access badge or keys until Contractor has received the City’s written acceptance of the subject Contract Worker’s Maximum Risk Background Screening. A Contract Worker rejected for work at a Maximum Risk level under this Agreement shall not be proposed to perform work under other City contracts or engagements without the City’s prior written approval.



D. Terms of this Section Applicable to all of Contractor’s Contracts and Subcontracts: Contractor shall include the terms of this Section for Contract Worker Background Screening in all contracts and subcontracts for services furnished under this Agreement including, but not limited to, supervision and oversight services.

E. Materiality of Background Screening Requirements; Indemnity: The Background Screening requirements of this Section are material to the City’s entry into this Agreement and any breach of this Section by Contractor shall be deemed a material breach of this Agreement. In addition to the indemnity provisions set forth in Section VII (3) of this Agreement, Contractor shall defend, indemnify and hold harmless the City for any and all Claims (as defined in Section VII (3)) arising out of this Background Screening Section including, but not limited to, the disqualification of a Contract Worker by Contractor or the City for failure to satisfy this Section.

F. Continuing Duty; Audit: Contractor’s obligations and requirements that Contract Workers satisfy this Background Screening Section shall continue throughout the entire term of this Agreement. Contractor shall notify the City immediately of any change to a Maximum Risk Background Screening of a Contract Worker previously approved by the City. Contractor shall maintain all records and documents related to all Background Screenings and the City reserves the right to audit Contractor’s compliance with this Section.

12. CONTRACT WORKER ACCESS CONTROLS, BADGE AND KEY ACCESS REQUIREMENTS:

A CONTRACT WORKER SHALL NOT BE ALLOWED TO BEGIN WORK IN ANY CITY FACILITY WITHOUT: (1) THE PRIOR COMPLETION AND THE CITY’S ACCEPTANCE OF THE REQUIRED BACKGROUND SCREENING; AND (2) WHEN REQUIRED, THE CONTRACT WORKER’S RECEIPT OF A CITY ISSUED BADGE. A BADGE WILL BE ISSUED TO A CONTRACT WORKER SOLELY FOR ACCESS TO CITY FACILITY(S) TO WHICH THE CONTRACT WORKER IS ASSIGNED. EACH CONTRACT WORKER WHO ENTERS A CITY FACILITY MUST USE THE BADGE ISSUED TO THE CONTRACT WORKER.

A. Badge Access Procedures: An authorized City of Phoenix badge application form is available at the City of Phoenix Badging Office, 251 W. Washington St., 2nd Floor, Phoenix, AZ 85003-1611. Each Contract Worker (as defined herein) who is furnishing Standard Risk (as defined herein) or Maximum Risk (as defined herein) services under this Agreement shall submit to the City of Phoenix, Banking & Cashiering Division, 251 W. Washington, 3rd Floor, Phoenix, AZ 85003-1611: (i) a fully completed and authorized City of Phoenix badge application form; (ii) a check in the initial badge fee amount listed below made payable to the “City of Phoenix”; and (iii) two forms of identification. One form of identification must be a government issued credential with an accompanying photograph. The second form of identification must be a valid passport; military issued identification card; immigration and naturalized services identification card; social security card; or an original birth certificate. After receipt of the badge application and payment, the Contract Worker will proceed to the badging office for processing of the badge application and issuance of the badge. The City will not process the badge application until the Contract Worker satisfies the required Background Screening (as defined herein). The Contract Worker shall comply with all requirements and furnish all requested information within five (5) business days



from initial submission of the badge application or the subject Contract Worker’s badge application shall be rejected.

B. Key Access Procedures: If the Contract Worker’s services require keyed access to enter a City facility(s), a separate key issue/return form must be completed and submitted by the Contractor for each key issued. The key issue/return form is available at and the completed form shall be submitted to the badging office at the address above.

C. Stolen or Lost Badges or Keys: Contractor shall report lost or stolen badges or keys to their local police department and must obtain a police department report (PDR) prior to re-issuance of any lost or stolen badge or key. A new badge application or key issue form shall be completed and submitted along with payment of the applicable fees listed below prior to issuance of a new badge or key.

D. Return of Badges or Keys: All badges and keys are the property of the City and must be returned to the City at the badging office within three (3) business days of when the Contract Worker’s access to a City facility is no longer required to furnish the services under this Agreement. Contractor shall collect a Contract Worker’s badge and key(s) upon the termination of the Contract Worker’s employment; when the Contract Worker’s services are no longer required at the particular City facility(s); or upon termination, cancellation or expiration of this Agreement.

E. Contractor’s Default; Liquidated Damages; Reservation of Remedies for Material Breach: Contractor’s default under this Section shall include, but is not limited to the following: (i) Contract Worker gains access to a City facility(s) without the proper badge or key; (ii) Contract Worker uses a badge or key of another to gain access to a City facility; (iii) Contract Worker commences services under this Agreement without the proper badge, key or Background Screening; (iv) Contract Worker or Contractor submits false information or negligently submits wrong information to the City to obtain a badge, key or applicable Background Screening; or (v) Contractor fails to collect and timely return Contract Worker’s badge or key upon termination of Contract Worker’s employment, reassignment of Contract Worker to another City facility or upon the expiration, cancellation or termination of this Agreement. Contractor acknowledges and agrees that the access control, badge and key requirements in this Section are necessary to preserve and protect public health, safety and welfare. Accordingly, Contractor agrees to properly cure any default under this Section within three (3) business days from the date notice of default is sent by the City. The parties agree that Contractor’s failure to properly cure any default under this Section shall constitute a breach of this Section. In addition to any other remedy available to the City at law or in equity, the Contractor shall be liable for and shall pay to the City the sum of one thousand dollars ($1,000.00) [department may insert other amount] for each breach by Contractor of this Section. The parties further agree that the sum fixed above is reasonable and approximates the actual or anticipated loss to the City at the time and making of this Agreement in the event that Contractor breaches this Section. Further, the parties expressly acknowledge and agree to the fixed sum set forth above because of the difficulty of proving the City's actual damages in the event that Contractor breaches this Section. The parties further agree that three (3) breaches by Contractor of this Section arising out of any default within a consecutive



period of three (3) months or three (3) breaches by Contractor of this Section arising out of the same default within a period of twelve (12) consecutive months shall constitute a material breach of this Agreement by Contractor and the City expressly reserves all of its rights, remedies and interests under this Agreement, at law and in equity including, but not limited to, termination of this Agreement.

F. Badge and Key Fees: The following constitute the badge and key fees under this Agreement. The City reserves the right to amend these fees upon thirty (30) days prior written notice to Contractor.

Initial Badge Fee: $55.00 per applicant Replacement Badge Fee: $55.00 per badge Lost / Stolen Badge Fee: $55.00 per badge Replacement Key Fee: $55.00 per key Lost / Stolen Key Fee: $55.00 per key Replacement Locks $55.00 per lock

SECTION VIII – STANDARD TERMS AND CONDITIONS


VIII STANDARD TERMS AND CONDITIONS

Proposer’s offer is subject to the following standard terms and conditions.

1. CONTRACT INTERPRETATION:

A. Applicable Law: This Contract shall be governed by the law of the State of Arizona, and suits pertaining to this Contract shall be brought only in Federal or State courts in Maricopa County, State of Arizona.

B. Implied Contract Terms: Each and every provision of law and any clause required by law to be in the Contract shall be read and enforced as though it were included herein, and if through mistake or otherwise any such provision is not inserted, or is not correctly inserted, then upon the application of either party the Contract shall forthwith be physically amended to make such insertion or correction.

C. Contract Order of Precedence: In the event of a conflict in the provisions of the Contract, as accepted by the City and as they may be amended, the following shall prevail in the order set forth below:

1) Special Terms and Conditions 2) Standard Terms and Conditions 3) Statement or Scope of Work 4) Specifications 5) Attachments 6) Instructions to Proposers 7) Other documents referenced or included in the Request for Proposal.

D. Severability: The provisions of this Contract are severable to the extent that any provision or application held to be invalid shall not affect any other provision or application of the Contract which may remain in effect without the invalid provision or application.

E. Non-Waiver of Liability: The City of Phoenix, as a public entity supported by tax monies, in execution of its public trust, cannot agree to waive any lawful or legitimate right to recover monies lawfully due it. Therefore, any Contractor agrees that it will not insist upon or demand any statement whereby the City agrees to limit in advance or waive any right the City might have to recover actual lawful damages in any court of law under applicable Arizona law.

F. Parol Evidence: This Contract is intended by the parties as a final expression of their agreement and is intended also as a complete and exclusive statement of the terms of this Contract. No course of prior dealings between the parties and no usage in the trade shall be relevant to supplement or explain any term used in this Contract. Acceptance or acquiescence in a course of performance rendered under this Contract shall not be relevant to determine the meaning of this Contract even though the accepting or acquiescing party has knowledge of the nature of the performance and opportunity to object.



2. CONTRACT ADMINISTRATION AND OPERATION:

A. Records: All books, accounts, reports, files and other records relating to the Contract shall be subject at all reasonable times to inspection and audit by the City for five (5) years after completion of the Contract. Such records will be produced at a City of Phoenix office as designated by the City.

B. Confidentiality and Data Security: All data, regardless of form, including originals, images and reproductions, prepared by, obtained by, or transmitted to Contractor/Consultant in connection with this Agreement is confidential, proprietary information owned by the City. Except as specifically provided in this Agreement, the Contractor/Consultant shall not disclose data generated in the performance of the service to any third person without the prior written consent of the City Manager, or his/her designee.

Personal identifying information, financial account information, or restricted City information, whether electronic format or hard copy, must be secured and protected at all times to avoid unauthorized access. At a minimum, Contractor/Consultant must encrypt and/or password protect electronic files. This includes data saved to laptop computers, computerized devices or removable storage devices.

When personal identifying information, financial account information, or restricted City information, regardless of its format, is no longer necessary, the information must be redacted or destroyed through appropriate and secure methods that ensure the information cannot be viewed, accessed, or reconstructed.

In the event that data collected or obtained by the Contractor/Consultant in connection with this Agreement is believed to have been compromised, Contractor/Consultant shall notify the City Privacy Officer immediately. Contractor/Consultant agrees to reimburse the City for any costs incurred by the City to investigate potential breaches of this data and, where applicable, the cost of notifying individuals who may be impacted by the breach.

Contractor/Consultant agrees that the requirements of this Section shall be incorporated into all subcontractor/subconsultant agreements entered into by the Contractor/Consultant. It is further agreed that a violation of this Section shall be deemed to cause irreparable harm that justifies injunctive relief in court. A violation of this Section may result in immediate termination of this Agreement without notice.

Contractor/Consultant shall indemnify, defend, save and hold harmless the City and its officers, officials, agents, and employees from and against any and all claims, actions, liabilities, damages, losses, or expenses (including court costs, attorneys’ fees, and cost of claims processing, investigation and litigation) for any loss caused, or alleged to be caused, in whole or in part, by Consultant’s or any of its owners’, officers’, directors’, agents’ or employees’ failure to comply with the requirements of this Section. This indemnity includes any claim arising out of the failure of contractor/consultant to conform to any federal, state or local law, statute, ordinance, rule, regulation or court decree.

The obligations of Contractor/Consultant under this Section shall survive the termination of this Agreement.



C. Equal Employment Opportunity: 1) In order to do business with the City, Contractor/Consultant must comply with

Phoenix City Code, 1969, Chapter 18, Article V, as amended, Equal Employment Opportunity Requirements. Contractor/Consultant will direct any questions in regard to these requirements to the Equal Opportunity Department, (602) 262-6790.

2) Any Contractor/Consultant in performing under this Agreement shall not discriminate against any worker, employee or applicant, or any member of the public, because of race, color, religion, sex, national origin, age, or disability, nor otherwise commit an unfair employment practice. The Contractor/Consultant will ensure that applicants are employed, and employees are dealt with during employment without regard to their race, color, religion, sex, national origin, age, or disability. Such action shall include but not be limited to the following: employment, promotion, demotion or transfer, recruitment or recruitment advertising, layoff or termination; rates of pay or other forms of compensation; and selection for training; including apprenticeship. The Consultant further agrees that this clause will be incorporated in all subcontracts with all labor organizations furnishing skilled, unskilled and union labor, or who may perform any such labor or services in connection with this Agreement. Contractor/Consultant further agrees that this clause will be incorporated in all subcontracts, job-consultant agreements or subleases of this agreement entered into by supplier/lessee.

D. Licenses and Permits: Contractor shall possess at the time of submittal and shall keep current Federal, State, and local licenses and permits required for the operation of the business conducted by the Contractor as applicable to this Contract.

E. Advertising: Contractor shall not advertise or publish news releases concerning this Contract without the prior written consent of the Department Director, and the City shall not unreasonably withhold permission.

F. Exclusive Possession: All research and materials created, developed, compiled or produced pursuant to or as a result of this contract (including but not limited to all reports) will be considered ordered and commissioned by the City as works made for hire under the copyright laws and made in the course of services rendered.

All services, information, computer program elements, reports, and other deliverables which may be created under this Contract are the sole property of the City and shall not be used or released by the Contractor or any other person except with prior written permission by the City.

G. Health, Environmental and Safety Requirements: The Contractor’s products, services and facilities shall be in full compliance with all applicable federal, state and local health, environmental and safety laws, regulations, standards, codes and ordinances, regardless of whether or not they are referred to by the City. The City shall have the right to inspect operations conducted by the Contractor or Subcontractor in the performance of this contract.



H. Compliance with Laws: Contractor agrees to fully observe and comply with all applicable Federal, State and local laws, regulations, standards, codes and ordinances when performing under this Contract regardless of whether or not they are referred to by the City. Contractor agrees to permit the City inspection of Contractor’s business records, including personnel records to verify any such compliance.

Because the Contractor will be acting as an independent contractor, the City assumes no responsibility for the Contractor’s acts.

I. Continuation During Disputes: Contractor agrees that notwithstanding the existence of any dispute between the parties, insofar as is possible, under the terms of the Contract, the Contractor shall continue to perform the obligations required of Contractor during the continuation of any such dispute unless enjoined or prohibited by an Arizona Court of competent jurisdiction.

J. Strict Performance: Failure of either party to insist upon the strict performance of any item or condition of the Contract or to exercise or delay the exercise of any right or remedy provided in the Contract, or by law, or the acceptance of materials or services, obligations imposed by this Contract or by law shall not be deemed a waiver of any right of either party to insist upon the strict performance of the Contract.

K. Legal Worker Requirements: The City is prohibited by A.R.S. § 41-4401 from awarding an agreement to any contractor who fails, or whose subcontractors fail, to comply with A.R.S. § 23-214(A). Therefore, contractor agrees that:

1) Contractor and each subcontractor it uses warrants their compliance with all federal immigration laws and regulations that relate to their employees and their compliance with § 23-214, subsection A.

2) A breach of a warranty under Section VIII(2)(K)(1) shall be deemed a material breach of the Agreement and is subject to penalties up to and including termination of the Agreement.

3) The City retains the legal right to inspect the papers of the contractor or subcontractor employee(s) who work(s) on this Agreement to ensure that contractor or subcontractor is complying with the warranty under Section VIII(2)(K)(1).

L. Lawful Presence Requirement: Pursuant to A.R.S. §§ 1-501 and 1-502, the City of Phoenix is prohibited from awarding a contract to any natural person who cannot establish that such person is lawfully present in the United States. To establish lawful presence, a person must produce qualifying identification and sign a City-provided affidavit affirming that the identification provided is genuine. This requirement will be imposed at the time of contract award. This requirement does not apply to business organizations such as corporations, partnerships or limited liability companies.



3. COSTS AND PAYMENTS

A. Commencement of Work: The Contractor is cautioned not to commence any billable work or provide any material or service under this Contract until Contractor receives a purchase order of otherwise directed to do so, in writing by the City.

B. Payment Deduction Offset Provision: Contractor acknowledges that the City Charter requires that no payment be made to any Contractor as long as there is an outstanding obligation due to the City. Contractor agrees that any obligation it owes to the City will be offset against any payment due to the Contractor from the City.

C. Late Submission of Claim by Contractor: The City will not honor any invoices or claims which are tendered one (1) year after the last item of the account accrued.

D. No Advance Payments: Advance payments are not authorized. Payment will be made only for actual services or commodities that have been received.

E. Fund Appropriation Contingency: The Contractor recognizes that any agreement entered into shall commence upon the day first provided and continue in full force and effect until termination in accordance with its provisions. The Contractor and the City herein recognize that the continuation of any contract after the close of any given fiscal year of the City of Phoenix, which fiscal year ends on June 30 of each year, shall be subject to the approval of the budget of the City of Phoenix providing for or covering such contract item as an expenditure therein. The City does not represent that said budget item will be actually adopted, said determination being the determination of the City Council at the time of the adoption of the budget.

F. IRS W9 Form: In order to receive payment the Contractor shall have a current IRS W-9 form on file with the City of Phoenix.

The form can be downloaded at http://www.irs.gov/pub/irs-pdf/fw9.pdf.

4. CONTRACT CHANGES A. Contract Amendments:

Contracts shall be modified only by a written contract amendment signed by the Department Director and persons duly authorized to enter into contracts on behalf of the Contractor.

B. Assignment – Delegation: No right or interest in this Contract nor monies due hereunder shall be assigned in whole or in part without written permission of the City, and no delegation of any duty of Contractor shall be made without prior written permission of the Department Director, which may be withheld for good cause. Any assignment or delegation made in violation of this Section shall be void.

http://www.irs.gov/pub/irs-pdf/fw9.pdf



C. Non-Exclusive Contract: Any contract resulting from this solicitation shall be awarded with the understanding and agreement that it is for the sole convenience of the City of Phoenix. The City reserves the right to obtain like goods or services from another source when necessary.

D. Authorized Changes: The City reserves the right at any time to make changes in any one or more of the following: a) specifications; b) implementation schedule. If the change causes an increase or decrease in the cost of or the time required for performance, an equitable adjustment may be made in the price or delivery schedule, or both. Any claim for adjustment shall be deemed waived unless asserted in writing within thirty (30) days from the receipt of the change. Price increases or extensions of delivery time shall not be binding on the City unless evidenced in writing and approved by the Department Director prior to the institution of the change.

5. RISK OF LOSS AND LIABILITY

A. Title and Risk of Loss: The title and risk of loss of material or service shall not pass to the City until the City actually receives the material or service at the point of delivery; and such loss, injury, or destruction shall not release Contractor from any obligation hereunder.

B. Acceptance: All service is subject to final inspection and acceptance by the City. Noncompliance shall conform to the cancellation clause set forth in this document.

C. Indemnification – Patent, Copyright and Trademark: The Contractor shall indemnify and hold harmless the City against any liability, including costs and expenses, for infringement of any patent, trademark or copyright or other proprietary rights of any third parties arising out of contract performance or use by the City of materials furnished or work performed under this Contract.

The Contractor agrees upon receipt of notification to promptly assume full responsibility for the defense of any suit or proceeding which is, has been, or may be brought against the City of Phoenix and its agents for alleged infringement, as well as for the alleged unfair competition resulting from similarity in design, trademark or appearance of goods by reason of the use or sale of any goods furnished under this Contract and the Contractor further agrees to indemnify the City against any and all expenses, losses, royalties, profits and damages including court costs and attorney’s fees resulting from the bringing of such suit or proceedings including any settlement or decree of judgment entered therein. The City may be represented by and actively participate through its own counsel in any such suit or proceedings if it so desires. It is expressly agreed by the Contractor that these covenants are irrevocable and perpetual.

D. Force Majeure: Except for payment of sums due, neither party shall be liable to the other nor deemed in default under this Contract if and to the extent that such party's performance of this Contract is prevented by reason of force majeure. The term "force majeure" means an occurrence that is beyond the control of the party affected and occurs without its fault or negligence. Force majeure shall not include late performance by a subcontractor unless



the delay arises out of a force majeure occurrence in accordance with this force majeure term and condition.

If either party is delayed at any time in the progress of the work by force majeure, the delayed party shall notify the other party in writing of such delay, as soon as is practical, of the commencement thereof and shall specify the causes of such delay in such notice. Such notice shall be hand-delivered or mailed certified-return receipt and shall make a specific reference to this provision, thereby invoking its provisions. The delayed party shall cause such delay to cease as soon as practicable and shall notify the other party in writing when it has done so. The time of completion shall be extended by contract modification for a period of time equal to the time that results or effects of such delay prevent the delayed party from performing in accordance with this Contract.

E. Organization – Employment Disclaimer: The Contract resulting hereunder is not intended to constitute, create, give rise to or otherwise recognize a joint venture agreement or relationship, partnership or formal business organization of any kind, and the rights and obligations of the parties shall be only those expressly set forth in the Contract. The parties agree that no persons supplied by the Contractor in the performance of Contractor’s obligations under the Contract are considered to be the City’s employees and that no rights of City civil service, benefits, retirement or personnel rules accrue to such persons. The Contractor shall have total responsibility for all salaries, wage bonuses, retirement, withholdings, workmen’s compensation, occupational disease compensation, unemployment compensation, other employee benefits and all taxes and premiums appurtenant thereto concerning such persons, and shall save and hold the City harmless with respect thereto.

F. Loss of Materials: The City does not assume any responsibility, at any time, for the protection of or for loss of materials, from the time that the contract operations have commenced until the final acceptance of the work by the project manager.

G. Damage to City Property: Contractor shall perform all work so that no damage to the building or grounds results. Contractor shall repair any damage caused to the satisfaction of the City at no cost to the City.

6. WARRANTIES

A. Quality: Contractor expressly warrants that all goods or services furnished under this Contract shall conform to the specifications and appropriate standards.

B. Responsibility for Correction: It is agreed that the Contractor shall be fully responsible for making any correction, replacement, or modification necessary for specification or legal compliance.

C. Liens: Contractor shall hold the City harmless from claimants supplying labor or materials to the Contractor or its subcontractors in the performance of the work required under this Contract.



D. Professional Responsibility: Contractor shall use those efforts which a skilled, competent, experienced, and prudent person or organization would use to perform and complete the requirements of this Contract in a timely manner conforming to the standards and quality generally recognized and accepted within the profession throughout the United States.

7. THE CITY’S CONTRACTUAL RIGHTS

A. Right to Assurance: Whenever one party to this Contract in good faith has reason to question the other party's intent to perform, the former party may demand that the other party give a written assurance of this intent to perform. In the event that a demand is made and no written assurance is given within five (5) days, the demanding party may treat this failure as an anticipatory repudiation of this Contract.

B. Non-Exclusive Remedies: The rights and remedies of the City under this Contract are non-exclusive.

C. Default: In case of default by the proposer, the City may, by written notice, cancel this Contract and repurchase from another source and may recover the excess costs by (1) deduction from an unpaid balance due; (2) collection against the proposal and/or performance bond, or (3) a combination of the aforementioned remedies or other remedies as provided by law.

D. Covenant Against Contingent Fees: Contractor warrants that no person or selling agent has been employed or retained to solicit or secure this Contract upon an agreement or understanding for a commission, percentage, brokerage, or contingent fee, excepting bona fide employers or bona fide established commercial or selling agencies maintained by the Contractor for the purpose of securing business. For breach or violation of this warranty, the City shall have the right to annul the contract without liability or in its discretion to deduct from the contract price a consideration, or otherwise recover the full amount of such commission, brokerage or contingent fee.

E. Cost Justification: In the event only one response is received, the City may require that the proposer submit a cost proposal in sufficient detail for the City to perform a cost/price analysis to determine if the proposal price is fair and reasonable.

8. CONTRACT TERMINATION

A. Gratuities: The City may, by written notice to the Contractor, cancel this Contract if it is found that gratuities, in the form of entertainment, gifts or otherwise, were offered or given by the Contractor or any agent or representative of the Contractor, to any officer or employee of the City making any determinations with respect to the performing of such contract. In the event this Contract is canceled by the City pursuant to this provision, the City shall be entitled, in addition to any other rights and remedies, to recover or withhold from the Contractor the amount of the gratuity.



B. Conditions and Causes For Termination: This Contract may be terminated at any time by mutual written consent, or by the City, with or without cause, upon giving thirty (30) days written notice to Contractor. The City at its convenience, by written notice, may terminate this Contract, in whole or in part. If this Contract is terminated, the City shall be liable only for payment under the payment provisions of this Contract for services rendered and accepted material received by the City before the effective date of termination. Title to all materials, work-in-process and completed but undeliverable goods, will pass to the City after costs are claimed and allowed. The Contractor shall submit detailed cost claims in an acceptable manner and shall permit the City to examine such books and records as may be necessary in order to verify the reasonableness of any claims.

The City reserves the right to cancel the whole or any part of this Contract due to failure of Contractor to carry out any term, promise, or condition of the Contract. The City will issue a written notice of default to Contractor for acting or failing to act as in any of the following:

In the opinion of the City, Contractor provides personnel who do not meet the requirements of the Contract; In the opinion of the City, Contractor fails to perform adequately the stipulations, conditions or services/specifications required in this Contract; In the opinion of the City, Contractor attempts to impose on City personnel or materials, products or workmanship, which is of an unacceptable quality; Contractor fails to furnish the required service and/or product within the time stipulated in the Contract; In the opinion of the City, Contractor fails to make progress in the performance of the requirements of the Contract and/or give the City a positive indication that Contractor will not or cannot perform to the requirements of the Contract.

C. Contract Cancellation: All parties acknowledge that this Contract is subject to cancellation by the City of Phoenix pursuant to the provision of Section 38-511, Arizona Revised Statutes.

SECTION IX – SUBMITTAL OF OFFER


IX. PROPOSER OFFER and SUBMITTAL (COMPLETE AND RETURN)

Please complete and submit this entire Submittal Section IX in 3-ring binders.

Provide:

• One (1) hard copy marked “Original”

• Five (5) hard copies marked “Copy”

• Six (6) copies in electronic (PDF format) on CD/DVD or Thumb/Flash Drive

Include:

• The Pricing Page(S) (“Price Component”)

• Your narrative Response to the Evaluation Criteria as stated in Section V) (Evaluation Criteria) (“Technical Component”)

• Company Information

• Offer and Acceptance

• All other documents, if any, required by Section V, Evaluation Requirements

• Any alternative terms, clearly separated and marked as such as an attachment to the Submittal.

• Any confidential or proprietary information clearly separated and marked as such as an attachment to the Submittal.

Please submit only Section IX and any additional documents as requested above or in Section V (Evaluation Criteria). Do not submit a copy of the entire RFP document. Your offer will remain in effect for a period of [120] calendar days from the proposal opening date and is irrevocable.



A. PRICING COMPONENT:

Note: Prices offered in the vendor’s proposal or bid shall not include applicable taxes. For purposes of determining the lowest price proposal or bid, the City will not take any applicable tax into consideration. Once a contract is awarded, all applicable taxes will apply. Applicable taxes, if any, must be listed as a separate line item on all invoices submitted to the City and shall remain the sole responsibility of the vendor to calculate and make payment.

Cost is a factor in awarding the contract, however, only those proposals that meet all the mandatory criteria in the RFP will be given consideration. The contract will not be awarded solely on the basis of price. After a composite technical score for each proposer has been established, the pricing score will be considered and additional points will be added to the technical score to determine the RFP total score. The maximum score for price will be assigned to the firm offering the lowest price and proportional scores will be assigned to the other firms.

Provide hourly billing rates and other charges for the parts and services listed. The hourly rate is intended to fully compensate proposers for all services, No additional expenses are allowed, including reproduction costs associated with the Services including, travel, lodging, meals, freight/shipping/postage expenses or any other miscellaneous expenses related to the completion of the services/projects that may be rendered as a result of this RFP.

GROUP 1 Regular Work Hours Premium Work Hours

Project Manager Per hour Per hour

System Design Per hour Per hour

Technician Per hour Per hour

Laborer Per hour Per hour

AutoCAD Per hour Per hour

Other: (must specify)

Per hour Per hour

Per hour Per hour

GROUP 2 Regular Work Hours Premium Work Hours

Technician – Repair/Warranty Per hour Per hourTechnician - Emergency Service Per hour Per hour

Technician – PM Service Per hour Per hour

Laborer – Repair/Warranty Per hour Per hour

Laborer – Emergency Service Per hour Per hour

Laborer – PM Service Per hour Per hour



PROPOSAL PRICE FOR PARTS

Manufacturer Price List Date of Issue Markup/Discount (%)

LENEL/INFOGRAPHICS SYSTEMS (MSRP) List Pricing

PROFESSIONAL SECURITY ALLIANCE*

PSA Security Network* Dealer Price*

ADEMCO DEALER (ADI)* Dealer Price*

PELCO (MSRP) List Pricing

HONEYWELL (MSRP) List Pricing

MAS MASTERMIND (MSRP) List Pricing

WINSTED (MSRP) List Pricing

INDALA (MSRP) List Pricing

SARGENT (MSRP) List Pricing

ADAMS RITE (MSRP) List Pricing

GE (MSRP) List Pricing

MAIN MAN (MSRP) List Pricing

OPTEX (MSRP) List Pricing

NASCOM (MSRP) List Pricing

ALTRONIX (MSRP) List Pricing



Manufacturer Price List Date of Issue Markup/Discount (%)

POTTER (MSRP) List Pricing

BASE (MSRP) List Pricing

VON DUPRIN (MSRP) List Pricing

CSC (MSRP) List Pricing

DELL NVR SERVER (MSRP) List Pricing

MILESTONE LICENSE (MSRP) List Pricing

STENOFONE (MSRP) List Pricing

AXIS (MSRP) List Pricing

PANASONIC (MSRP) List Pricing

SONY (MSRP) List Pricing

SOFTWARE HOUSE (MSRP) List Pricing

PROPOSAL PRICE FOR EQUIPMENTS USE/RENTAL

Equipment Type Contractor Owned Equipment

Contractor Leased Equipment *

18’ - 20’ Scissor Lift $ /per day $ /per day

30’ – 34’ Scissor Lift $ /per day $ /per day

40’ - 50’ Boom Lift $ /per day $ /per day

* Leased/rented equipment will be reimbursed at actual rental cost. Rental invoice must be submitted to the City for reimbursement.



PRICING EVALUATION

This information will be used to evaluate pricing methodology. Use the parts pricing from the above table List Pricing and your Markup/Discount percentage to price the equipment/parts listed below. The equipment/parts prices will be considered firm prices.

1. Catalogs and Price Lists:

Proposer must provide with their proposal the date of the current manufacturer’s price list, and must identify the catalog that will be in effect at the commencement of the contract and from which the discounts/markups offered will be evaluated. The City must be informed thirty (30) days in advance of any new price list or catalogs and the respective date(s). New pricing will not become effective until all parties have signed an amendment or memo agreeing to a change from current pricing.

Unless the Proposer takes specific exception, any terms and conditions contained in the parts price list(s) or product catalog(s) submitted shall not take precedence over the terms and conditions specified herein.

All invoices must include the manufacturer’s part number, list price, discount percentage or markup percentage, net price extended and totaled. Failure to do so will delay payment to Contractor until corrected invoice is submitted and approved by the City. The City reserves the right to request a hard copy of the manufacturer’s documented price listing for any item(s) invoiced.

2. Discount/Markup From Published Price Lists Proposals shall be submitted on the basis of a discount or markup from a manufacturer's most recent Published Price List(s). Such Published Price List(s) must be common to, and accepted by, the industry in general. The lists must be printed, properly identified, and dated as to issuance and effectiveness.

Revised Published Price Lists may be used as a means of price adjustment. However, all proposals and prices are to be firm for a period of one hundred-eighty (180) calendar days after the proposal opening date and Revised Price Lists will not be accepted by the City until after that date. Revised Published Price Lists will be accepted only in the event of an industry-wide price change, as evidenced by the issuance of revised price lists, by the manufacturer. Price adjustments will not be made for changes in freight costs or other costs to Contractor to obtain parts.

Revised price(s) will not become effective until revised list(s) are submitted to the City under vendor cover letter identifying the applicable RFP and contract agreement number. Vendor cover letter and pricing list(s) must be dated, signed, and submitted to: City of Phoenix, Procurement Services Division, 200 W. Washington Street, 7th Floor, Phoenix, Arizona 85003.

Two (2) copies of revised price list will be required. Reference Alarm Services Access Control Systems, Closed Circuit Television, & Intrusion Detection System Standards for a complete list of parts/equipment.



CABLING & MISCELLANEOUS

Qty. Manufacturer Part No. / Description List Price Markup/ Discount

(%)

Total City Cost

1 ALTRONIX

AL400ULXPD16 16 FUSED, 4 AMP @ 12 VDC OR 3 AMP @ 24 VDC $ $

1 ALTRONIX

AL600ULPD8 6 AMP, 8 FUSED POWER SUPPLY, 12VDC OR 24VDC $ $

1 COOPER D-LINK

CAW-24246-1 NEMA 1 ENCLOSURE LESS PANEL 24X24X6.62 $ $

1 DITEK

DTK-120S20A AC POWER SURGE PROTECTOR EMI/RFI FILTERING $ $

1 ALTRONIX OLS-250 24VDC POWER SUPPLY $ $

1 IFS

R3 I.F.S. RACK MOUNT CARD AGE WITH POWER SUPPLY $ $

1 APC

SUA3000RM2U UPS RACKMOUNT 3000VA 120VAC OUT 8 RCPT $ $

TOTAL

$

CCTV


(%)

Total City Cost

1 PELCO

ICS-150 CDV39A CAMCLOSURE IN CEILING COLOR DOME DSS-3-9MM $ $

1 IFS

VT6010-DRDT-R3 4 CHANNEL VIDEO MULTIPLEXER WITH BI-DIRECTIONAL DATA RECEIVER $ $



Qty. Manufacturer PART NO. / DESCRIPTION List Price Markup/ Discount

(%)

Total City Cost

1 PELCO

SD435-PG-E1 SPECTRA IV ENV PEND CLEAR D/N 35X $ $

1 PANASONIC WV-NP472 PANASONIC COLOR CAMERA $ $

1 AXIS

378447 AXIS Q7406 VIDEO ENCODER BLADES, 6 CHANNEL, D1 RESOLUTION $ $

1 IFS

254101 I.F.S. 4 CHANNEL VIDEO RECEIVER MM DEMULTIPLEXER 850 NM FM DESIGN 10MHZ $ $

1 CISCO

WS-C2960G-24TCL CISCO SWITCH – CATALYST 2960, 24 10/100/100, 4T/SFP LAN BASE $ $

1 SONY

SNC-RX550N/B NETWORK PTZ 360 DEGREE, PAN-TILT, MULTI-CODEC CAMERA $ $

1 AXIS

Q1755 AXIS HDTV CAMERA, 2.0 MP, H.264, DAY/NIGHT POE $ $

TOTAL $

ALARM


(%)

Total City Cost

1 ADEMCO

V1289PAK1 ALARM CONTROL PANEL KIT, VISTA 1283.8139 KEYPAD $ $

1 ADEMCO 6160 CUSTOM ALPHA KEYPAD $ $



Qty. Manufacturer PART NO. / DESCRIPTION List Price Markup/ Discount

(%)

Total City Cost

1 ADEMCO HONEYWELL

VISTA-128BP BURGLAR COMMERCIAL PANEL $ $

1 OPTEX

OP-DX40 PIR MICROWAVE COMBINATION DETECTOR $ $

1 ALTRONIX

400ULXPD16 16 FUSED, 4 AMP @12 VDC POWER SUPPLY $ $

1 DITEK

DTK-120S20A DITEK AC POWER SURGE PROTECTOR EMI/RFI FILTERING $ $

1 OPTEX OP-FX360 25’ DIAMETER CLNGMT 360 PIR $ $

1 INOVONICS

FA250 INOVONICS FREQUENCY AGILE 900 MHZ HIGH POWER UNIVERSAL TRANSMITTER $ $

1 ADEMCO 5881ENHC WIRELESS RECEIVER $ $

1 ADEMCO 4208SN – 8 ZONE EXPANDER $ $

1 ADEMCO SSX-51S – ARMORED SIREN/SIREN STROBE CLEAR $ $

1 GE

2707AD-L – HIGH SECURITY CONTACTS W/ARMORED CABLE, TRIPLE BIASED, DPDT $ $

1 GENERIC NP712 – 12V 7AH BATTERY $ $

1 GRAINGER

T1656 – OPEN FRAME TRANSFORMER 16VAC/56VA 3.5AMP $ $

1 GE

2507AD-L – ALUMINUM HOUSING ARMORED CABLE CONTACT, DPDT, WIDE GAP $ $

1 HONEYWELL 268 – HOLD-UP SWITCH $ $

1 AMSECO XF1640 – CLASS II TRANSFORMER $ $

TOTAL $



INTRUSION DETECTION SYSTEM


(%)

Total City Cost

1 VISTA-128BP ADEMCO BURGLAR PANEL $ $

1 6160 ADEMCO KEYPAD $ $

1 3025 TM SENTROL PANEL TAMPER $ $

1 4208 U ADEMCO ZONE EXPANDER $ $

1 AX PD8 ALTRONIX PD 8 POWER DISTRIBUTION $ $

1 IV EN4232MR INOVONICS WIRELESS RECEIVER $ $

1 IV EN1252 INOVONICS LONG RANGE TRANSMITTERS $ $

1 IV EN5040 INOVONICS HIGH POWER REPEATERS $ $

1 5881 ENHC ADEMCO WIRELESS RECEIVER $ $

1 SR 1076 CD GE RECESSED DOOR CONTACTS, DPDT $ $

1 2705 ADL SENTROL SURFACE DPS DPDT $ $

1 268 ADEMCO DUAL TECH PANIC BUTTON $ $

1 RJ31X PHONE LINE ADAPTER $ $

1 DTK 120SR DITEK SURGE PROTECTOR $ $

1 RB 12 24 ALTRONIX RELAY MODULE $ $

1 OLS 200 ALTRONIX 12 VDC POWER SUPPLY $ $

1 T1656 ALTRONIX 16 VAC, OPEN FRAME TRANSFORMER $ $

1 ACU-BATMR GE BATTERY RACK $ $




(%)

Total City Cost

1 NP 712 12V BATTERIES $ $

1 RET3826 KELE ENCLOSURE- 38X26 $ $


1 2x2x6 PANDUIT AND COVERS $ $

1 ACU/ KLOCK GE CAT 60 LOCK FOR PANEL $ $

ACCESS CONTROL SYSTEM


(%)

Total City Cost

1 ACUXL16-E1L08A

ACUXL16 READER PANEL, w/ enc and power supply $ $

1 RRE04-E00 GE- 4 READER INTERFACE $ $

1 LV-8RS 8 CHANNEL POWER DISTRIBUTION MODULE $ $

1 RH1B-U IDEC MIDGET RELAY, 24V $ $

1 RH2B-U CONTROL RELAY $ $

1 I POLE FUSE FUSE, 1A FAST BLOW, 3AG $ $

1 ACM8 ALTRONIX RELAY POWER CONTROLLER $ $

1 OLS 250 ALTRONIX 24V POWER SUPPLY $ $

1 NP712 BATTERIES 12 VOLT, 7 AMP $ $

1 ACU-BATMR GE BATTERY RACK $ $




(%)

Total City Cost

1 DTK 120SR DITEK SURGE PROTECTOR $ $



1 ACU/ KLOCK GE CAT 60 LOCK FOR PANEL $ $

1 2x2x6 PANDUIT AND COVERS $ $

1 QEL 9975EO3 F26D

QEL VON DUPRIN 99 3' CRASH BAR EXIT DEVICE $ $

1 CX99EO F 3' 26D

VON DUPRIN CHEXIT EXIT DEVICE $ $

1 360L 06 26D LHR VON DUPRIN 33 SERIES LEVER $ $

1 996L 06 26D LHR

VON DUPRIN 98/99 SERIES LEVER TRIM $ $

1 9600

HESS 9600 ELECTRIFIED STRIKE, 24V Special Circumstances *Approval made by Alarm Services ESS $ $

1 DS 150I

BOSCH REX MOTION Special Circumstances *Approval made by Alarm Services ESS $ $

1 50251 VON DUPRIN REX SWITCH KIT $ $

1 900 BBK VON DUPRIN BATTERY BACKUP KIT $ $

1 PS 902-2Q VON DUPRIN POWER SUPPLY $ $

1 6034 26D SARGENT CORE RIM HOUSING $ $

1 RX2860 10G71 LL

SARGENT LEVER LOCK W/ REX, CONST CORE $ $




(%)

Total City Cost

1 SR 1076 CD GE RECESSED DOOR CONTACTS, DPDT $ $

1 2705 ADL SENTROL SURFACE DPS DPDT $ $

1 STANLEY TRANSFER HINGE $ $

1 FP3521A INDALA CARD READER- COP FORMAT $ $

MILESTONE CCTV SYSTEM


(%)

Total City Cost

1 DELL POWEREDGE R720 $ $

1 XPCODL MILESTONE CAMERA LICENSES $ $

1 YXPCODL MILESTONE SUP FOR CAMERA LICENSE $ $

1 N1 ER16500C NITEK 16 PORT IP OVER COAX RECEIVER $ $

1 N1 ET1500C NITEK SINGLE TRANSMITTER $ $

1 MC1620 PELCO POWER SUPPLY $ $

1 SMC 1500 2U UPS BACKUP BATTERY, RACK MOUNT $ $

1 VT 1910 WDM GE IFS FIBER TRANSMITTER $ $

1 VR 1910 WDM GE IFS FIBER RECIEVER $ $

1 SNC-RH164 SONY NETWORK PTZ 10X $ $

1 SNC-DH210T/W SONY NETWORK 1080P 3MP MINIDOME $ $




(%)

Total City Cost

1 SNC-DH140 SONY NETWORK MINI DOME $ $

1 SCN-DH180 SONY NETWORK MINI DOME $ $

1 0413-001 AXIS M3114 VE, 1MP DOME CAMERA $ $

1 UNI RMB1 SONY PARAPET MOUNT $ $

1 856298 AXIS 93364 V INTERIOR CAMERA $ $

1 5502-361 AXIS P33 RECESSED KIT $ $

1 UNIONERS20C2 SONY EXTERIOR PTZ 36X $ $

1 UNIONERSS0C2

SONY EXTERIOR RUGGED PTZ 28X $ $

1 CON-CNGE2MC COMNET FIBER MEDIA CONVERTER 1 GIG $ $

1 PE-SD4E23 PGE1

PELCO SPECTRA IV IP PTZ CAMERA $ $

1 PAN-WVCW504S PANASONIC OUTDOOR CAMERA $ $

STENTOFON INTERCOM SYSTEM


(%)

Total City Cost

1 STENTO-1009601003

STENTOFON ALPHACOM XE1 AUDIO SERVER $ $

1 STENTO-1008001000

STENTOFON IP DESK MASTER DISPLAY AND HEADSET $ $

1 STENTO-1008031000

STENTOFON IP FLUSH MASTER, DISPLAY $ $

1 STENTO-1008010100 STENTOFON IP DAK-48 UNIT $ $




(%)

Total City Cost

1 STENTO-1008000000

STENTOFON IP MASTER DESKTOP $ $

1 STENTO-1008140010

STENTOFON TURBINE ONWALL BOX $ $

1 STENTO-1008111020

STENTOFON TCIS-2-SS 1-BUTTON $ $

DOOR KING MULTITENANT SYSTEM


(%)

Total City Cost

1 DI 1837080 DOOR KING TELEPHONE ENTRY SYSTEM $ $

1 DI 1878010 DOOR KING SURGE PROTECTOR $ $

1 DI 1830012 DOOR KING ISOLATION TRANSFORMER $ $

1 DI 1830175 DOOR KING TCP/IP COVERTER MODULE $ $

WIRE/ CABLE GROUP


(%)

Total City Cost

1 22/6C SHIELDED $ $

1 22/4C NON-SHIELDED $ $

1 22/6C NON-SHIELDED $ $

1 12/2C NON- SHIELDED $ $

1 16/2 NON SHIELED $ $

1 COAX RG 59, PLENUM WIRE $ $

1 ALARM SERVICES APPROVED DIRECT BURIAL WIRE $ $



B. OFFER AND ACCEPTANCE:

TO THE CITY OF PHOENIX:

The Undersigned hereby offers and agrees to furnish the material and or service(s) in compliance with all terms, conditions, specifications, and addenda issued as a result of this Request for Proposals and any written exceptions in the offer.

Arizona Sales Tax No.

Use Tax No. for Out-of State Suppliers

City of Phoenix Sales Tax No.

Proposer certifies that Proposer has read, understands, and will fully and faithfully comply with this Request for Proposals, any attachments and any referenced documents. Proposer also certifies that the prices offered were independently developed without consultation with any of the other proposers or potential proposers.

Authorized Signature Date

Printed Name and Title



Proposer’s Contact Information:

Company Name

Address

City, State and Zip Code

Telephone Number

Company’s Fax Number

Company’s Toll Free #

Email Address

Website

Payment Address: (If different from above) NOTE: Any assignment of proceeds must go through the City of Phoenix, Division of Accounts, and formal assignment procedure. Please also refer to the Assignment Provision, Section VIII (4) - Standard Terms and Conditions.

Name

Address

City, State and Zip Code

Payment Address: (If different from above) Note: Any assignment of proceeds must go through the City of Phoenix, Division of Accounts, and formal assignment procedure. Please also refer to the Assignment Provision, Section VIII (4), Standard Terms and Conditions.

Name _____________________________________________________

Address____________________________________________________

City, State and Zip Code ______________________________________



ACCEPTANCE OF OFFER (For City Use Only)

The Offer is hereby accepted.

The Contractor is now bound to sell materials or services listed by the attached contract and based upon the Request for Proposal including all terms, conditions, specifications, addenda, exhibits and the Contractor’s Offer as accepted by the City.

This Contract shall henceforth be referred to as Contract No. ____________. The Contractor is cautioned not to commence any billable work or provide any material or service under this Contract until Contractor receives a purchase order, or contract documentation.

CITY OF PHOENIX, a municipal corporation ED ZUERCHER, City Manager

By:______________________________ John A. Trujillo Public Works Director

Date: ____________________________

ATTEST:

City Clerk

APPROVED AS TO FORM:

Acting City Attorney



C. SOLICITATION RESPONSE CHECK LIST

(NOT NECESSARY TO RETURN CHECKLIST WITH OFFER) (For Proposer’s Use Only):

Check off each of the following as the necessary action is completed.

□ 1. All forms have been signed. All of Section IX – Submittals and required attachments are included. All contract terms have been read.

□ 2. Narrative Portion of the Proposal follows the sequence set forth in Section V – Evaluation Requirements.

□ 3. The prices offered have been reviewed. All blanks have been filled in. The pricing page is included with the Proposal Response.

□ 4. The resume and other page limitations, if any, have been followed.

□ 5. The insurance and bond and surety requirements, if any, have been reviewed to assure you are in compliance. Attach a Certificate of Insurance and other requested documents.

□ 6. The specified number of copies of your offer has been included.

□ 7. Any addenda have been signed and are included.

□ 8. The mailing envelope has been addressed to and the clearly shows:

Your company’s name and address, the RFP Number, RFP Title, and the proposal opening date.

□ 9. The response will be mailed in time to be received no later than 2:00 p.m. local Arizona time.

□ 10. Request for Consideration of Alternate Terms, if needed, is included. See Section IV, (I), Instructions to Proposers. If requested, the request must be submitted with the proposal either as a separate section of the proposal or as a separate attachment and must be titled as “Request for Consideration of Alternate Terms.”

EXHIBIT A PROJECT PROPOSAL FORM – (EXAMPLE ONLY)

Excel file will be provided at the time of the Bid Proposal award.


Proposal for City of Phoenix Alarm Services Division Project Name: COP Work Order:

Project Address: Project Number: Project Location: Proposal Date: MM/DD/YYYY

Company Contact: Contact Phone:

SCOPE OF WORK SEE ATTACHED SCOPE OF WORK (if unable to fit here provide write-up separately)

INSTALL QUANTITY PART NO. DESCRIPTION

PRICE TO CITY

MATERIALS TO INSTALL

LABOR HOURS

EXT'D LABOR HOURS

ACCESS CONTROL

(ACS) $0.00 0.00 $0.00 0.00 $0.00 0.00

CABLES/ CONDUIT

HARDWARE $0.00 0.00 $0.00 0.00 $0.00 0.00 MISC. $0.00 0.00 $0.00 0.00 $0.00 0.00 MATERIALS

Materials for Installation

$0.00 $0.00 Total Materials $0.00 LABOR

Lot Installation Hours Lot

Total Labor $0.00

SUB-TOTAL MATERIALS AND LABOR $0.00

TAX (at contractors rate) $0.00

TOTAL PROJECT COST $0.00

EXHIBIT B ALARM SERVICES DWG

(EXAMPLE ONLY)


This document is submitted separately as Exhibit B and can be downloaded from the City website where this solicitation was downloaded: https://www.phoenix.gov/solicitations


EXHIBIT C TASK LIST & INSPECTION CHECK LIST

(EXAMPLE ONLY)


This document is an example only and does not need to be filled out for this Solicitation. This document is submitted separately as Exhibit C and can be downloaded from the City website where this solicitation was downloaded: https://www.phoenix.gov/solicitations


EXHIBIT D TEMPLATE – ALARM SYSTEM INSPECTION

(EXAMPLE ONLY)


This document is an example only and does not need to be filled out for this Solicitation. This document is submitted separately as Exhibit D and can be downloaded from the City website where this solicitation was downloaded: https://www.phoenix.gov/solicitations


EXHIBIT E TEMPLATE – CCTV PM CHECK LIST

(EXAMPLE ONLY)


This document is an example only and does not need to be filled out for this Solicitation. This document is submitted separately as Exhibit E and can be downloaded from the City website where this solicitation was downloaded: https://www.phoenix.gov/solicitations


EXHIBIT F TEMPLATE – ELEVATOR PHONE CHECK LIST

(EXAMPLE ONLY)


This document is an example only and does not need to be filled out for this Solicitation. This document is submitted separately as Exhibit F and can be downloaded from the City website where this solicitation was downloaded: https://www.phoenix.gov/solicitations


EXHIBIT G TEMPLATE – PANIC BUTTON MAINTENANCE TEST

(EXAMPLE ONLY)


This document is an example only and does not need to be filled out for this Solicitation. This document is submitted separately as Exhibit G and can be downloaded from the City website where this solicitation was downloaded: https://www.phoenix.gov/solicitations


EXHIBIT H BILL OF MATERIALS – ACS, CCTV, IDS

(EXAMPLE ONLY)


This document is an example only and does not need to be filled out for this Solicitation. This document is submitted separately as Exhibit H and can be downloaded from the City website where this solicitation was downloaded: https://www.phoenix.gov/solicitations


EXHIBIT I CFR TITLE 29, PART 3


CFR TITLE 29, PART 3—CONTRACTORS AND SUBCONTRACTORS ON PUBLIC BUILDING OR PUBLIC WORK FINANCED IN WHOLE OR IN PART BY LOANS OR GRANTS FROM THE UNITED STATES

This document is submitted separately as Exhibit I and can be downloaded from the City website where this solicitation was downloaded: https://www.phoenix.gov/solicitations


EXHIBIT J CFR TITLE 29, PART 5


CFR TITLE 29, PART 5—LABOR STANDARDS PROVISIONS APPLICABLE TO CONTRACTS COVERING FEDERALLY FINANCED AND ASSISTED CONSTRUCTION (ALSO LABOR STANDARDS PROVISIONS APPLICABLE TO NONCONSTRUCTION CONTRACTS SUBJECT TO THE CONTRACT WORK HOURS AND SAFETY STANDARDS ACT)

This document is submitted separately as Exhibit J and can be downloaded from the City website where this solicitation was downloaded: https://www.phoenix.gov/solicitations


EXHIBIT K EVALUATION PROJECT DRAWING

SEE SECTION V – EVALUATION REQUIREMENTS, PARAGRAPH 1A (6)


This document is submitted separately as Exhibit K and can be downloaded from the City website where this solicitation was downloaded: https://www.phoenix.gov/solicitations


Documents

CITY OF PHOENIX 15... · METHOD OF INVOICING: ... (CCTV) Camera and Surveillance ... The City of Phoenix takes no responsibility for informing recipients of changes to the original