1-26-082B Purchase Milestone Software Licenses.pdf

INVITATION TO BID

26-082B

MATANUSKA-SUSITNA BOROUGH

PURCHASING DIVISION

PALMER, ALASKA

BID AND CONTRACT DOCUMENTS

FOR

PURCHASE MILESTONES SOFTWARE LICENSES

BIDS DUE:

Friday, November 21, 2025 by 12:00 PM

BID 26-082B

TABLE OF CONTENTS

SECTION I

SYNOPSIS

SECTION II

INSTRUCTIONS TO BIDDERS

SECTION III

SPECIFICATIONS/SCOPE OF SERVICES

SECTION IV

BID FORM

SECTION V

SAMPLE AGREEMENT

SECTION VI – FORMS & DOCUMENTS

CERTIFICATE OF INSURANCE (COI)

SUB VENDOR/SUPPLIER LIST

SECTION I

SYNOPSIS

SOLICITATION SYNOPSIS

MATANUSKA-SUSITNA BOROUGH

Invitation to Bid

26-082B PURCHASE MILESTONES SOFTWARE LICENSES

Purpose of the Solicitation:

The Matanuska-Susitna Borough is requesting bids from qualified vendors to procure Milestone XProtect video management software to support across multiple sites within the Matanuska Susitna Borough (MSB) and to establish a scalable, centrally managed video surveillance infrastructure using Milestone’s enterprise licensing model.

Solicitation Schedule:

Solicitation Issued: Thursday, November 6, 2025

Deadline for Questions: Friday, November 14, 2025 by 5:00 PM

Bids Due: Friday, November 21, 2025 by 12:00 PM

Bid documents are available to download for free from the Borough Purchasing Division’s website at https://www.matsugov.us/contractopportunities.

Bids must be received through the Euna Procurement (MSB Procurement Portal) prior to the time fixed for bids due to be considered. Time of receipt will be determined by the MSB Procurement Portal. Bids received after the time and date for receipt of Bids are late bids, will not be considered.

Persons needing accommodation in order to participate should contact the borough ADA coordinator at (907) 861-8404.

The Matanuska-Susitna Borough reserves the right to accept or reject any or all bids, waive any and all technicalities or informalities it deems appropriate. Award of this project is subject to the availability of funding.

For more information call (907) 861-8601 or e-mail purchasing@matsugov.us.

SECTION II

INSTRUCTIONS TO BIDDERS

PURCHASE MILESTONES SOFTWARE LICENSES

INSTRUCTIONS TO BIDDERS

ARTICLE 1 - DEFINITIONS

1.1 Bidding Documents include the Advertisement or

Invitation to Bid, Instructions to Bidders, bid form, other sample bidding and contract forms, proposed Contract

Documents, including any Addenda issued prior to receipt of bids and bond forms. Contract Documents proposed for the work consist of the Borough-Vendor Agreement, Conditions of the Contract (General, Supplementary and other Conditions), Drawings, Specifications, and all

Addenda issued prior to and all Modifications issued after execution of the Contract.

1.2 All definitions set forth in the General Conditions of the

Construction Agreement or in other Contract Documents are applicable to the Bidding Documents.

1.3 Addenda are written or graphic instruments issued by

the Borough prior to the execution of the Contract which modify or interpret the Bidding Documents by additions, deletions, clarifications, or corrections.

1.4 A Bid is a complete and properly signed proposal to do

the work or designated portion thereof for the sums stipulated therein, submitted in accordance with the

Bidding Documents.

1.5 The Base Bid is the sum stated in the Bid for which the

Bidder offers to perform the work described in the Bidding

Documents as the base, to which work may be added, or from which work may be deleted for sums stated in

Alternate Bids.

1.6 An Alternate Bid (or Alternate) is an amount stated in

the Bid to be added to or deducted from the amount of the

Base Bid, if the corresponding change in the work, as described in the Bidding Documents, is accepted.

1.7 A Unit Price is an amount stated in the Bid as a price

per unit of measurement for materials or services, as described in the Bidding Documents or in the proposed

Contract Documents.

1.8 A Bidder is a person or entity who submits a Bid.

1.9 A Sub-bidder is a person or entity who submits a Bid to

a Bidder for materials or labor for a portion of the work.

1.10 Any interested party submitting a bid on Matanuska-

Susitna Borough (MSB) projects should first review the MSB

Debarment/Suspension List. This listing is available on the

MSB web page under Economy and Bids. Any submission of a bid, with participation or involvement of an individual, company, firm or corporation on this list will render the bid as non-responsible.

ARTICLE 2 - BIDDER'S REPRESENTATIONS

2.1 Each Bidder by making a Bid represents that:

2.1.1 The Bidder has read and understands the

Bidding Documents and the Bidder’s Bid is made in accordance therewith.

2.1.2 The bidder has visited the site and has taken

other steps as may be necessary to ascertain the nature and local conditions of the work, the general and local conditions which could affect the work or costs thereof.

Failure to do so will not relieve Bidders of responsibility for estimating properly or the difficulty or cost of successfully performing the work. The submission of a Bid shall be an admission that the Bidder has made such examination and is satisfied as to the conditions to be encountered in performing the work and as to the requirements and accuracy of the Bidding Documents.

2.1.3 The Borough assumes no responsibility for any

understanding or representations concerning conditions made by any of its officers, agents, or employees prior to the execution of this Contract, unless such understanding or representations are expressly stated in the Bidding

Documents or Addenda.

2.1.4 The Bidder shall include in their Bid sums

sufficient to cover all items required by the Contract and the conditions of the site(s), and shall rely entirely upon their own examination in making their Bid. The submission of a Bid shall be taken as a prima facie evidence of compliance with this paragraph.

2.1.5 The Bidder’s Bid is based upon the materials, systems, and equipment required by the Bidding

Documents without exception.

ARTICLE 3 - BIDDING DOCUMENTS

3.1 Copies

3.1.1 Bidders may obtain complete sets of the Bidding

Documents from the issuing office’s webpage as designated in the Advertisement or Invitation to Bid.

3.1.2 Bidders shall use complete sets of Bidding

Documents in preparing Bids; the Borough does not assume any responsibility for errors or misinterpretations resulting from the use of incomplete sets of Bidding Documents. If material required for bidding purposes by these documents is absent, the Bidder is required to notify the Purchasing Officer.

3.1.3 The Borough in making electronic copies of the

Bidding Documents available on the above terms does so only for the purpose of obtaining Bids on the work, and does not confer a license of grant for any other use.

3.2 Interpretation or Correction of Bidding Documents

3.2.1 Bidders and Sub-bidders shall promptly notify

the Purchasing Officer by fax at 861-8617, or by e-mail at purchasing@matsugov.us of any ambiguity, inconsistency, or error which they may discover upon examination of the

Bidding Documents or of the site and local conditions.

3.2.2 Bidders and Sub-bidders requiring clarification or

interpretation of the Bidding Documents shall make a written request which shall reach the Purchasing Officer at least five work days prior to the date for receipt of Bids.

Questions or requests for clarifications shall be directed to the borough’s Purchasing Officer at purchasing@matsugov.us.

Questions or requests for clarification directed to any other member of the borough staff, or consultant may be grounds for rejection of bid as being irregular.

3.2.3 Any interpretation, correction, or change of the

Bidding Documents will be made by Addendum.

Interpretations, corrections, or changes of the Bidding

Documents made in any other manner will not be binding, and Bidders shall not rely upon such interpretations, corrections, and changes.

3.3 Addenda

3.3.1 Addenda will be posted on the Borough’s

Purchasing webpage, notice will be emailed to all known by the Purchasing Department to have requested to be added to a plan holders list for the solicitation.

3.3.2 Copies of Addenda will be made available for

inspection wherever Bidding Documents are on file for that purpose.

3.3.3 No Addenda will be issued later than four work

days prior to the date for receipt of Bids, except an Addendum withdrawing the request for Bids, or one which includes postponement of the date for receipt of Bids.

3.3.4 Each Bidder shall be responsible for ascertaining

prior to submitting their Bid that they have received all

Addenda issued, and they shall acknowledge their receipt in their Bid.

ARTICLE 4 - BIDDING PROCEDURE

4.1 Form and Style of Bids

4.1.1 A Bid shall constitute an irrevocable offer to

enter into a contract with the Borough on the terms of the Bid and the Bidding Documents. Bids shall be submitted on forms provided in the Bidding Documents.

4.1.2 All blanks on the Bid form shall be filled in, typed

or written legibly in ink (preferably in blue ink).

4.1.3 Where required on the Bid, Bidders must quote

on all items and they are warned that failure to do so may disqualify the Bid. When quotations on all items are not required, Bidders should insert the words "no bid" in the space provided for any item where no quotation is made.

4.1.4 Bids shall specify a unit or lump sum price, typed

or written legibly in ink for each Bid item called for. In case of error in the extension of prices, the unit price will govern.

Bids may be rejected if they show any omissions, alteration of the forms, additions not called for, conditional or alternate Bids not called for, qualified bids, or irregularities of any kind.

4.1.5 Any interlineation, alteration or erasure must be

initialed by the signer of the Bid.

4.1.6 All requested Alternates shall be Bid. If no

change in the Base Bid is required, enter "No Change."

4.1.7 Where two or more Bids for designated portions

of the work have been requested, the Bidder may, without forfeiture of their Bid Guarantee, state their refusal to accept award of less than the combination of Bids they so stipulate. The Bidder shall make no additional stipulations on the Bid form nor qualify their Bid in any other manner.

4.1.8 Each copy of the Bid shall include the legal name

of the Bidder and a statement that the Bidder is a sole proprietor, a partnership, a corporation, or some other legal entity. Each copy shall be signed by the person or persons legally authorized to bind the Bidder to a contract. A Bid submitted by an agent shall have a current power of attorney attached, certifying the agent's authority to bind the Bidder. The full name, address, and corporate or partnership title, including status of each person signing shall be typed or printed below the signature.

4.2 Bid Guarantee

RESERVED – not applicable to this solicitation

4.3 Submission of Bids

4.3.1 All copies of the Bid, the Bid Guarantee, if any, and any other documents required to be submitted with the

Bid will only be accepted through the MSB Purchasing Procurement Portal (Euna Procurement) prior to the deadline for submission. The Bidder shall assume full responsibility for timely submission.

4.3.2 Submissions received by mail, hand delivery, email, oral, or faxed will not be accepted and will not receive consideration.

4.3.3 Bids received after the time and date for receipt

of Bids are late Bids, will not be considered.

4.3.4 Bids will not be considered if the following

documents are not completely filled out and submitted with the bid: See documents listing on “Bid Form”.

4.3.5 A checklist is provided on the Submittal Page as

a courtesy to prospective bidders. The checklist may not be all inclusive; it is the Bidder’s responsibility to make sure they comply with all requirements within the solicitation documents.

4.3.6 While submitting the requested documents

through the MSB Purchasing Procurement Portal (Euna

Procurement) please note the type and number of files allowed. The maximum upload file size is 1000 MB. Please do not embed any documents within your uploaded files, as they will not be accessible. Upload your submission at:

https://matsugov.bonfirehub.com/portal.

Your submission must be uploaded, submitted, and finalized prior to the date & time specified in this document.

We strongly recommend that you give yourself sufficient time and at least ONE day before closing time to begin the uploading process and to finalize your submission.

Important Notes: Bid submissions will only be visible to the MSB after the due date & time. Uploading large documents may take significant time, depending on the size of the file(s) and your Internet connection speed.

You will receive an email confirmation receipt with a unique confirmation number once you finalize your submission. Minimum system requirements: Internet

Explorer 11, Microsoft Edge, Google Chrome, or Mozilla Firefox. JavaScript must be enabled. Browser cookies must be enabled.

Need Help with submitting your bid? Please contact Euna Procurement at Support@GoBonfire.com for technical questions related to your submission. You can also visit their help forum at https://bonfirehub.zendesk.com/hc.

4.3.7 If more than one Bid is offered by any one party, by or in the name of their clerk. Partner, or other person, all such Bids will be rejected. A party who has quoted prices to a Bidder is not thereby disqualified from quoting prices to other Bidders, or from submitting a Bid directly for the work.

4.4 Modification or Withdrawal of Bid

4.4.1 A Bid may not be modified, withdrawn or

canceled by the Bidder during the stipulated time period following the time and date designated for the opening of

Bids, and each Bidder so agrees in submitting their Bid.

4.4.2 Bidders may withdraw their bid either personally

or by written request at any time prior to the time and date for receipt of bids due. Need help withdrawing your proposal in Euna Procurement? Please contact Euna

Procurement at Support@GoBonfire.com for technical questions related to your submission. You can also visit their help forum at https://bonfirehub.zendesk.com/hc.

Prior to the time and date designated for opening of Bids, any Bid submitted may be modified or withdrawn by notice to the Borough at the place designated for receipt of Bids. Such notice shall be in writing with the signature of the Bidder, so worded as not to reveal the amount of the original Bid, and delivered in person, by email or by fax. If by fax or email, the properly notarized notice shall be received before the time and date set for opening of Bids.

Notices may be sent by fax to 907-861-8617 or email to purchasing@matsugov.us. The Borough shall not be responsible for the opening or security of modifications or withdraws submitted by fax or email. Vendors are advised to call the Purchasing Department at 907-861-8601 to verify receipt of faxed or emailed notices.

4.4.3 Withdrawn Bids may be resubmitted up to the

time designated for the receipt of Bids, provided that they are then fully in conformance with these Instructions to

Bidders.

4.4.4 Bid Guarantee, if any is required, shall be in an

amount sufficient for the Bid as modified or resubmitted.

ARTICLE 5 - CONSIDERATION OF BIDS

5.1 Opening of Bids

5.1.1 The properly identified Bids received on time will

be opened in the presence of one or more non Purchasing

Department staff. An abstract of the Base Bids and Alternate Bids, if any, will be made available to Bidders upon request after the Purchasing Officer has tabulated or summarized the results.

5.1.2 No responsibility will attach to the Borough or its

representatives for the premature opening of, or the failure to open, a Bid not properly delivered and/or identified.

5.1.3 When vendors and/or contractors propose equal

pricing (or tie bids), bids will be reviewed by the Purchasing

Officer to determine responsiveness. If all requirements for the bid being responsive are met, then the award or recommendation of the award will be made in favor of the bid which received the earliest time stamp prior to bid opening.

5.2 Rejection of Bids

5.2.1 The Borough shall have the right to reject any or

all Bids and to reject a Bid not accompanied by any required

Bid Guarantee or by other data required by the Bidding Documents, or to reject a Bid which is in anyway incomplete or irregular.

5.3 Acceptance and Award

5.3.1 This Contract, if awarded, shall be made only to

a qualified, responsive and responsible bidder who submits the lowest bid. The Purchasing Officer shall determine whether a bidder is qualified, responsive and responsible based on:

A. The skill and experience demonstrated by the Bidder in performing contracts of a similar nature;

B. The Bidder's record of honesty and integrity;

C. The Bidder's capacity to perform in terms of facilities, personnel, and financing;

D. Whether the Bidder has been debarred or suspended under Section 3.08.235 of the

Matanuska-Susitna Borough Code.

E. At all times the best interests of the Borough shall be recognized in awarding bids.

5.3.2 The Borough may waive any informality or

irregularity or correct any purely arithmetical or clerical error apparent on the face of the Bid in any Bid or Bids received, when such waiver or correction is in the interest of the Borough. The Borough reserves the right to reject any and all Bids.

5.3.3 The Borough further reserves the right to accept

or reject any or all items of any Bid, unless the Bidder qualifies such Bid by specific limitation; also to make an award to the Bidder whose aggregate Bid or any combination of Bid items is lowest.

5.3.4 The Borough shall have the right to select and

accept Alternates in any order or combination, and to determine the low Bidder on the basis of the sum of the

Base Bid and the Alternates accepted.

5.3.5 The Bidders past performance under Borough

Agreements; If the Bidder has failed in any material way to perform its obligations under any Agreement with the

Borough, the Bidder may be determined as a non-responsible Bidder.

ARTICLE 6 - POST BID INFORMATION

6.1 Vendor's Qualification Statement

6.1.1 Bidders to whom award of a Contract is under

consideration shall submit to the Purchasing Officer, upon request, a properly executed Vendor's Qualification

Statement, unless such a Statement has been previously required and submitted as a prerequisite to the issuance of

Bidding Documents.

6.1.2 Bidders shall attach to the Qualification

Statement a sheet listing the following four additional requirements and submit to the Purchasing Officer:

A. Names of surety companies utilized in the last five years.

B. Estimate Progress Schedule for the completion of the work.

C. A resume of the Company and of the job Superintendent for the project.

D. A list of other projects planned to be concurrent with the construction phase of this project.

ARTICLE 7 – PAYMENT AND PERFORMANCE BONDS

RESERVED – not applicable to this solicitation

ARTICLE 8 - FORM OF AGREEMENT BETWEEN

BOROUGH AND VENDOR

The Contract shall be in the form provided with the Bidding

Documents.

ARTICLE 9 - SUBSTITUTION OF MATERIALS AND

METHODS

There will be no substitutions prior to award of contract unless otherwise specified.

ARTICLE 10 - TYPE OF SPECIFICATIONS

10.1 Technical Provisions

10.1.1 The technical provisions of these Specifications

are the abbreviated or "streamlined" type and include incomplete sentences. Omission of words or phrases such as "the Vendor shall”, "in conformity therewith”, "shall be”, "as noted on the drawings”, "according to the plans”, “a”, and/or "the”, are intentional. Omitted words or phrases shall be supplied by inference in the same manner as they are when a note occurs on the Drawings.

10.1.2 The Contract shall provide all items, articles, materials, operations, or methods listed, mentioned, or scheduled on the Drawings and/or herein, including labor, necessary equipment and parts, for adequate performance and sound construction as intended by these documents.

10.1.3 Wherever the word "approved”, "satisfactory”, "directed”, "submitted”, "inspected”, "notify" or similar words or phrases are used, it shall be assumed that the word "Purchasing Officer" follows the verb as the object to the clause, such as "approved by the Purchasing Officer" or

"submitted to the Purchasing Officer”.

10.1.4 Wherever "or equal" or similar phrases are

used, it shall be assumed that decisions as to quality and design shall rest with the Purchasing Officer. All equal items shall be approved in writing.

ARTICLE 11 - SUBCONTRACTORS

The apparent low bidder shall list the names of the proposed subcontractors and suppliers as provided on the form under, "Proposed Subcontractors and Suppliers". A list of all other subcontractors and suppliers who are to furnish the principal items of labor, equipment, and material proposed for the work shall be submitted within 24 hours of being requested. If none are utilized, state

“None”.

ARTICLE 12 - PREPARATION OF BIDS

12.1 Follow instructions in Article 4.3.1 of these Instructions to Bidders.

12.2 To be considered responsive, all of the required

documents must be included with the Bid Submission.

ARTICLE 13 - BIDDER VIOLATIONS OF TAX

OBLIGATIONS

13.1 No Contract shall be awarded to any individual, firm, corporation, or business that is found to be delinquent in any area of taxation, lease or rental agreement with the Borough which has not been remedied within ten calendar days of receipt of written notice.

13.2 This Contract can be terminated for cause if it is

determined that the individual, firm, corporation or business is in arrears of any taxation, lease or rental agreement that is due to the Borough that is not remedied within ten calendar days of notification by certified mail.

13.3 The Borough reserves any right it may have to offset

amounts owed by an individual, firm, corporation, or business for delinquent Borough taxes against any amount owing to the same under a Contract between the Borough and the same.

ARTICLE 14 - EXECUTION OF CONTRACT

14.1 The Bidder whose Bid is accepted shall execute the

Contract and furnish the required bonding and insurance within five working days after Notice of Intent to Award of the Contract is issued. The Contract shall be considered executed by the successful Bidder when the Contract is signed by an authorized representative of the Bidder and the bond(s) and insurance certificate(s) are received by the

Purchasing Officer. Failure or neglect of the Bidder to execute the Contract within the time specified may result in a forfeiture of the Bid Guarantee and award of the

Contract to the next lowest Bidder.

14.2 The Borough will execute the Contract within ten

calendar days after execution by the Bidder as set forth above. The date the Contract is executed by the Borough is the Contract Date. The rights and obligations provided for in the Contract shall become effective and binding upon the parties as of the Contract Date.

ARTICLE 15 - INSURANCE REQUIREMENTS

See Insurance Requirements in Sample Agreement.

ARTICLE 16 - STATE OF ALASKA PREVAILING

WAGE SCALE/CERTIFIED PAYROLL

RESERVED – not applicable to this solicitation

ARTICLE 17 - LOCAL BIDDER PREFERENCE

Purchase orders shall be awarded to the lowest qualified, responsive and responsible Bidder, provided that, if the lowest bids are approximately equal, that is, within the lesser of $2,000 or 5% of each other, preference may be given to local Bidders who maintain and operate businesses within the boundaries of the Borough. MSB 3.08.240

ARTICLE 18 –

Reserved

ARTICLE 19 - ALASKA AND CONTRACTORS

LICENSES

All bidders must be in compliance with state of Alaska

Statutes 08.18 and 45.70.

ARTICLE 20 - PROTEST OF AWARD OF BID

Within two days of service of the Purchasing Officer’s determination of the apparent successful bid, a Bidder who wishes to protest the determination shall lodge a protest with the Purchasing Officer. The protest shall be in writing on a form provided by the Purchasing Officer. The protest shall describe with particularity the alleged errors in the award recommendation. The Purchasing Officer shall conduct a review and, within three working days of receipt of the protest, issue a determination. Full text of the protest and appeal procedures, as well as the protest form, can be downloaded from the Borough’s web site at www.matsugov.us, selecting “Services”, then selecting “Forms” under Forms and Documents, then selecting

“Purchasing Forms”. A copy can also be obtained by contacting the Purchasing Department at (907) 861-8601.

In order to receive notice of the apparent successful bid, the Bidder must provide the Borough with an email address.

It is the responsibility of the Bidder to follow the selection process and stay apprised of the bid due date, the date notice of apparent successful bidder is issued and the period in which protests may be filed.

ARTICLE 21 - ACCEPTANCE OF

CONTRACT/AGREEMENT TERMS AND CONDITIONS

By signing the Bid Submittal Form, the bidder certifies that they have examined and accept the terms and conditions of the contract or agreement contained in this solicitation.

The acceptance is inclusive of, but not limited to, all

CONTRACT REQUIREMENTS, TERMS AND CONDITIONS,

GENERAL PROVISIONS, AND SUPPLEMENTAL

CONDITIONS along with any and all conditions contained in the INSTRUCTIONS TO BIDDERS associated with this solicitation. Submission of a bid in response to this solicitation, certifies that the bidder is willing to accept these terms and understands that failure to accept these terms will subject the bidder to forfeiture of the contract/agreement and loss of any bid guarantee as liquidated damages as outlined in the bid documents.

Bidders are encouraged to carefully examine the insurance requirements, any bonding requirements, and any Defense and Indemnification clause contained in the sample contract/agreement.

ARTICLE 22 - FLOW DOWN PROVISIONS

This Contract may include flow down provisions. This

Contract may be issued in connection with another government agency and may include flow down or contract provisions required by that agency. In the event of a conflict between the terms and conditions of the general agreement and any flow down terms and conditions, the flow down terms and conditions shall govern. The

Consultant agrees to comply with any and all flow down or contract provisions required by the Borough or another government agency that are included in the Contract. In the event that flow down or contract provisions required by other agencies or by Law are inadvertently omitted from this Contract, both parties agree to negotiate in good faith for that provisions inclusion into the Contract.

ARTICLE 23 - CONTRACTORS WARRANTY

RESERVED – not applicable to this solicitation

ARTICLE 24 - ENVIRONMENTAL SPILLS

Reporting or clean-up of any spills of oil and/or hazardous substances larger than one gallon must be reported to

ADEC by the Vendor. Any quantity of a spilled hazardous substance must be cleaned up, containerized, and disposed of in a proper manner. All spills in the water must be reported immediately to ADEC. Clean-up procedures are specified in ADEC’s Oil and Hazardous Substances Pollution

Control Regulations, 18AAC75. All inquiries may be directed to the Wasilla ADEC office at 376-5038.

ARTICLE 25 - APPRENTICESHIP UTILIZATION

COMPLIANCE

RESERVED – not applicable to this solicitation

SECTION III

1. Project Overview

This project involves the procurement of Milestone XProtect video management software and support across multiple sites within the Matanuska Susitna Borough (MSB). The goal is to establish a scalable, centrally managed video surveillance infrastructure using Milestone’s enterprise licensing model.

2. Background

The MSB currently has one XProtect base license and 174 Milestone XProtect licenses that include Care Plus and Care

Premium device licensing being used on devices at seventeen different facilities. These existing licenses have a renewal date of June 30, 2026.

We have a need to purchase 138 more XProtect licenses that include Care Plus and Care Premium device licenses for an additional twenty facilities to cover from the purchase date through June 30, 2026.

3. Objectives

• Acquire new enterprise-level Milestone XProtect licenses with Care Plus and Care Premium device licensing to include support and upgrades for 138 devices to cover from the purchase date through June 30, 2026.

• Obtain a 3-year Care Plus only support agreement to cover July 1, 2026 through June 30, 2029 for ongoing support and software updates. The estimated number of Milestone Care Plus licenses will be 312 starting July 1, 2026.

Additional licenses will be added to the agreement on an as-needed basis. Payment will be subject to appropriation for each one-year period (FY27, FY28, FY29) through June 30, 2029.

• Obtain set pricing for any new Milestone licenses and support purchased through June 30, 2029.

4. Deliverables

The selected vendor will provide the following:

• Quote for 138 new Milestone XProtect licenses and Care Plus and Care Premium support to cover from the purchase date through June 30, 2026.

• Quote for Milestone Care Plus support services on 312 licenses to cover July 1, 2026 through June 30, 2029.

Contracted cost will be paid each fiscal year upon appropriation by the Mat-Su Borough Assembly as follows:

• July 1, 2026 through June 30, 2027

• July 1, 2027 through June 30, 2028

• July 1, 2028 through June 30, 2029

• Set cost for any new Milestone licenses and support purchased during the three-year contract period.

New Milestone XProtect Licenses with Support

SKU ID DESCRIPTION QUANTITY

XPCODL XProtect Corporate Device

License

MXPCODL 1 Month Care Plus for XProtect

Corporate DL

7 months

12/1/25 – 6/30/26

MCPR-MXPCODL 1 Month Care Premium for

XProtect Corporate DL

7 months 12/1/25 – 6/30/26

3 Years of Care Plus

SKU ID DESCRIPTION QUANTITY

Y3XPCODL 3 Years Care Plus for

XProtect Corporate Device License

7/1/26-6/30/27

7/1/27-6/30/28

7/1/28-6/30/29

5. Support Availability Please provide your service level agreement parameters and escalation procedures.

SECTION IV

PURCHASE MILESTONES SOFTWARE LICENSES

Having carefully examined the Project Plans and Specifications and all Bidding and Contract Documents as listed in the

“Table of Contents” and in compliance with the “Invitation for Bids”, the undersigned hereby proposes to furnish all materials, labor, equipment, and supervision necessary to complete this project for the Matanuska-Susitna Borough in full accordance with the Bidding Documents.

The bidder shall insert a Unit Price (where applicable) and an Extended Price opposite each Pay Item that appears in the

Bid Schedule. Contract award will be made to the responsive and responsible bidder with the lowest Total Bid Amount.

All erasures, strike-through, white-out and/or corrections made on this form must be initialed.

BID SCHEDULE

Item Number

Work Description Quantities Unit Price Extended Price

1.

Procure enterprise-level Milestone XProtect licenses with Care Plus and Care Premium from Contract

Signing to June 30, 2026.

138 $ $

2.

Procure Care Plus only support agreement from July 1, 2026, to June 30, 2027.

312 $ $

3.

Procure Care Plus only support agreement from July 1, 2027, to June 30, 2028.

312 $ $

4.

Procure Care Plus only support agreement from July 1, 2028, to June 30, 2029.

312 $ $

5. Additional licenses as needed. 1 $ $

Total Bid Amount $

Signature Date

Company Name

BID FORM: Page 1 of 3

BID FORM (CONTINUED)

Additional Optional Services (Not required to be responsive)

Item

Number Work Description Price per occurrence

1. System Health Check $

2. Integration or API assistance $

3. Training $

Signature Date

Company Name

BID FORM: Page 2 of 3

BID FORM (CONTINUED)

PURCHASE MILESTONES SOFTWARE LICENSES

By signing below, the Bidder is hereby certifying to the following:

1. The Bidder has carefully examined the bid documents for the above referenced solicitation and agrees to perform all specified services for the sum(s) provided above.

2. The individual signing below, or the firm association or corporation of which they are a member, has not, either directly or indirectly, entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free competitive bidding in connection with this solicitation.

3. Payment Terms: The Matanuska-Susitna Borough (MSB) does not provide deposits for goods or services. Payment terms are Net 30 days from receipt of goods and/or services and a correct and undisputed invoice. Inclusion of alternate payment terms, including requirements for deposits or prepayments, may render the submitted quote non-responsive and disqualify it from consideration, unless specifically authorized by a written addendum issued by the Purchasing Division.

4. The individual signing below is authorized by the firm association or corporation to bind such association or corporation to a legal contract.

5. By Signing the Bid form/Bid Submittal Form, the bidder certifies that they have examined and accepted the terms and conditions of the Agreement contained in this solicitation.

6. The individual signing below, or the firm association or corporation of which they are a member, is not debarred or suspended from doing business with the Matanuska-Susitna Borough.

7. The individual signing below, or the firm, association or corporation of which they are a member, does not violate the conflict of interest provisions contained in 2 CFR 200.318.

8. They are acknowledging receipt of the following Addenda Numbers (if no addenda have been issued, either leave blank or write “N/A”):

Addenda numbers being acknowledged: _______________________________________________

Company Name Date

Mailing Address Signature

City, State and Zip Code Printed (or typed) Name

Contact Person (printed or typed) Title (printed or typed)

Phone Number Email Address

Fax Number State and Specialty License number

It shall be the responsibility of the Bidder to see that their bid is received before the date and time fixed for opening.

To be considered responsive, Bidders should include the following with their bid:

✓ Signed Bid Form (acknowledging Addenda if applicable)

✓ Other items as required in Instructions to Bidders and Specifications/Scope of work

BID FORM: Page 3 of 3

SECTION V

SAMPLE AGREEMENT

SERVICES AGREEMENT

26-082B

THIS AGREEMENT is made this day of , 20_____, by and between:

MATANUSKA-SUSITNA BOROUGH (hereinafter the "BOROUGH") and

SELECTED VENDOR (hereinafter the "VENDOR")

The parties agree as follows:

SECTION 1. WORK. The Vendor will provide all services described in the Agreement documents listed in Section 11. These services are more specifically identified as:

To procure Milestone XProtect video management software to support across multiple sites within the Matanuska Susitna Borough (MSB) and to establish a scalable, centrally managed video surveillance infrastructure using Milestone’s enterprise licensing model.

SECTION 2. AGREEMENT TERM. This Agreement shall begin upon execution of this Agreement by both parties and shall expire upon completion of all duties by the Vendor to the satisfaction of the Contracting Officer.

SECTION 3. AGREEMENT TIME. The contractor’s services may commence upon contract execution through June 30th 2026 with the option to renew for three (3) additional one (1) year periods.

SECTION 4. AGREEMENT PRICE. The Borough shall pay the Vendor a total sum of ENTER TOTAL DOLLAR AMOUNT

IN WORDS (WRITE DOLLAR AMOUNT IN FIGURES IN PARENS) for the work specified in the Agreement documents.

SECTION 5. METHOD OF PAYMENT. A single sum on short-term Agreements (30 days or less) and monthly payments on long-term Agreements (31 days or longer) shall be paid to the Vendor within 30 working days after the Contracting Officer receives and approves a written Request for Payment from the Vendor. A copy of all certified payrolls submitted to the state of Alaska must precede or accompany any payment requests. Final payment will not be made until the Vendor has completed and submitted to the contracting officer a Vendor’s Release and Affidavit of Payment of Debts and Claims, and submitted the Department of Labor Notice of Completion with final payment request. Consent of Surety to Final Payment must also be submitted if applicable.

SECTION 6. RELATIONSHIP OF THE PARTIES. The Vendor shall perform all obligations under this Agreement as an independent Vendor of the Borough. The Borough will administer this Agreement and monitor the Vendor's performance within the Agreement but shall not supervise or otherwise direct the Vendor except as provided in this Agreement.

SECTION 7. ASSIGNMENTS AND SUBCONTRACTORS. The Vendor may not assign any interest in the Agreement to another person, nor delegate any duties to a subcontractor or other person without the prior written approval of the Contracting Officer. Any attempt by the Vendor to assign any interest or delegate duties under this Agreement shall give the Borough the right to immediately terminate this Agreement without any liability for work performed subsequent to termination.

SECTION 8. WARRANTY.

A. The Vendor warrants to the Borough that all materials and equipment furnished under this Contract will be new unless otherwise specified, and that all Work will be good quality, free from faults and defects and in conformance with the Contract Documents. All Work not so conforming to these standards may be considered defective, and may be rejected. If required by the Borough, the Vendor shall furnish satisfactory evidence as to the kind and quality of materials and equipment. The warranty provided in this paragraph shall be in addition to and not in limitation of any other warranty remedy required by law or by the Contract Documents.

SAM

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B. Vendor's Warranty as contained in paragraph A. shall continue for a period of one year from the date of completion.

Items as determined by completion inspection to be deficient in any respect shall be corrected, and the warranty period for those items shall not begin until the deficiencies have been corrected, reexamined and finally approved.

C. Within the warranty period, the contractor shall remedy, at the vendor's expense, any failure to conform, or any defect. In addition, the Vendor shall remedy, at the Vendor’s expense any damage to the Borough's owned or controlled property when the damage is the result of the Vendor’s failure to perform to contract requirements, or any defects of equipment, material, workmanship or design furnished by the contractor. The contractor shall restore any work damaged in fulfilling the terms and conditions of this paragraph. Vendor's warranties apply to all work, goods, materials and items furnished by subcontractors or suppliers.

SECTION 9. DEFENSE AND INDEMNIFICATION.

A. The Vendor shall indemnify, defend, and hold and save the Borough, its elected and appointed officers, agents and employees, harmless from any and all claims, demands, suits, or liability of any nature, kind or character, including costs, expenses, and attorney fees. The Vendor shall be responsible under this clause for any and all legal actions or claims of any character resulting from injuries, death, economic loss, damages, violation of statutes, ordinances, constitutions or other laws, rules or regulations, contractual claims, or any other kind of loss, tangible or sustained by any person, or property arising from Vendor's or Vendor's Officers, agents, employees, partners, attorneys, suppliers, and subcontractor's performance or failure to perform this Agreement in any way whatsoever.

This defense and indemnification responsibility includes claims alleging acts or omissions by the Borough or its agents which are said to have contributed to the losses, failure, violations, or damage. However, Vendor shall not be responsible for any damages or claim arising from the sole negligence or willful misconduct of the Borough, its agents, or employees.

B. If any portion of this clause is voided by law or court of competent jurisdiction, the remainder of the clause should remain enforceable.

SECTION 10. TERMINATION. This Agreement may be terminated by the Borough:

A. if the Vendor fails to perform any obligation under this Agreement; or

B. for any reason upon ten days written notice to the Vendor; or

C. under Section 7 of this Agreement.

Upon termination of this Agreement, the Borough shall pay the Vendor for all work completed to the satisfaction of the

Contracting Officer as of the date termination is effective.

SECTION 11. AGREEMENT DOCUMENTS AND INTEGRATION.

A. This Agreement and those documents and appendices incorporated by reference by "B" of this section shall constitute the entire Agreement of the parties. There are no promises, terms, conditions, or obligations other than those stated in this Agreement and its appendices, and this Agreement shall supersede all previous communications, representations, or agreements, either oral or written, between the parties.

B. The following documents are incorporated in full text or by reference into this Agreement:

FULL TEXT REFERENCE

Exhibit A - Bid Form State of Alaska Business License

Exhibit B - Specifications/Scope of Services Vendor’s License

Exhibit C - Addendum(a) Issued #26-082B Solicitation Documents & Attachments

Exhibit D - Certificate of Insurance ANSI Z133 Safety Standards

SECTION 12. MODIFICATIONS. The Borough may require modifications in the Specifications/Scope of Services performed or other terms of this Agreement. It is expressly understood that no changes will be authorized without the written and signed consent of the Vendor and the Borough Purchasing Officer or Borough Manager. All such changes shall be in the form of a Change Order and shall be incorporated into this Agreement.

SECTION 13. EQUAL EMPLOYMENT OPPORTUNITY.

A. The Vendor will not discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, physical handicap, age, status as a disabled veteran, or veteran of the Vietnam war era. The Vendor shall take affirmative action to ensure that applicants are employed and that employees are treated during employment without regard to their race, color, religion, sex, national origin, physical handicap, age, status as a disabled veteran, or veteran of the Vietnam war era. Such actions shall include, but not be limited to the following:

employment, upgrading, demotions, or transfers; recruitment or recruitment advertising; layoffs or terminations;

rates of pay or other forms of compensation; selection for training, including apprenticeship; and participation in recreational and educational activities. The Vendor agrees to post in conspicuous places available for employees and applicants for employment, notices to be provided setting forth the provisions of this nondiscrimination clause.

The Vendor will, in all solicitations or advertisements for employees placed by or on behalf of the Vendor, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, physical handicap, age, or status as a disabled veteran, or veteran of the Vietnam war era. The Vendor will cause the foregoing provisions to be inserted in all subcontracts for any work covered by this

Agreement. The Vendor shall keep such records and submit such reports concerning the equal opportunity employment provisions set forth in this section for applicants for employment and employees as the Borough may require.

B. The Vendor shall keep such records and submit such reports concerning the racial and ethnic origin of applicants for employment and employees as the Borough may require.

SECTION 14. INTEREST OF MEMBERS OF BOROUGH AND OTHERS. No officer, member, or employee of the Borough, and no member of its governing body, and no other public official of the governing body, shall participate in any decision relating to this Agreement which affects his personal interest or the interest of any corporation, partnership or association in which he is, directly or indirectly, interested or having any personal or pecuniary interest, direct or indirect, in this Agreement or the proceeds thereof.

SECTION 15. CONFLICT OF INTEREST. The Vendor, all employees of the Vendor, contractors and other personnel employed by the Vendor providing the services under this Agreement shall in no way stand to gain financially from the terms of this Agreement except for wages, salaries or bonuses paid by the Vendor and shall abide by federal, state, and local laws and regulations associated with conflict of interest and financial disclosure. The Vendor covenants, that he presently has no interest and shall not acquire any interest, direct or indirect, which would conflict in any manner or degree with the performance of services required to be performed under this Agreement. The Vendor further covenants that in the performance of this Agreement, no person having any such interest shall be employed.

SECTION 16. AUDITS AND INSPECTIONS. At any time during normal business hours and as often as the Borough or the Comptroller General of the United States may deem necessary, there shall be made available for examination all of the

Vendor's records with respect to all matters covered by this Agreement and the Vendor will permit representatives of the

Borough or the Comptroller General to audit, examine, and make excerpts or transcripts from such records, and to make audits of all contracts, invoices, materials, payrolls, records, personnel information, conditions of employment, and other data relating to all matters covered by this Agreement.

SECTION 17. JURISDICTION; CHOICE OF LAW. Any civil action arising from this Agreement shall be brought in the

Superior Court for the Third Judicial District of the state of Alaska at Palmer. The law of the state of Alaska shall govern the rights and obligations of the parties.

SECTION 18. NON-WAIVER. The failure of the Borough at any time to enforce a provision of this Agreement shall in no way constitute a waiver of the provisions, nor in any way effect the validity of this Agreement or any part thereof, or the right of the Borough thereafter to enforce each and every protection hereof.

SECTION 19. PERMITS, LAWS AND TAXES. The Vendor shall acquire and maintain in good standing all permits, licenses and other entitlements necessary to its performance under this Agreement. All actions taken by the Vendor under this

Agreement shall comply with all applicable statutes, ordinances, rules and regulations. The Vendor shall pay all taxes pertaining to its performance under this Agreement.

SECTION 20. SEVERABILITY. If any provision of the Agreement or the application thereof to any person or circumstances is held invalid, the remainder of this Agreement and its application to other persons or circumstances shall not be affected thereby.

SECTION 21. RULE OF INTERPRETATION. This Agreement shall not be interpreted for or against either party, but shall be interpreted according to its fair and reasonable intent.

SECTION 22. NOTICES. Any notice required pertaining to the subject matter of the Agreement shall be personally delivered or mailed by prepaid first-class, registered or certified mail to the following address:

Borough: 350 East Dahlia Avenue, Palmer, Alaska 99645

Vendor: (Insert Vendor's address here)

SECTION 23. INSURANCE. It is specifically agreed between the parties executing this Agreement that it is not intended by any of the provisions of the Agreement to create in the public or any member thereof a third party benefit hereunder, or to authorize anyone not a party to this Agreement to maintain a suit for personal injuries or property damage pursuant to the terms or provisions of this Agreement.

It is highly recommended that the Vendor confer with their respective insurance companies or brokers to determine if their insurance program complies with the Borough's Insurance requirements.

The Vendor shall procure and maintain the following insurances:

A. Minimum Scope of Insurance

Coverage shall be at least as broad as:

1. Insurance Services office form number CG 0001 covering Commercial General Liability.

2. Insurance Services office form number CA 0001 covering Automobile Liability, symbol 1 "any auto".

3. Worker's Compensation insurance as required by the State of Alaska and Employers Liability Insurance.

B. Minimum Limits of Insurance

Vendor shall maintain limits no less than:

1. General Liability

$500,0000 combined single limit per occurrence for bodily injury, property damage, personal injury and advertising injury.

$500,000 Products/Completed Operations

$1,000,000 General Aggregate Limit. The general aggregate limits shall apply separately to each project.

If the general liability insurance is written on a claims made form, the Vendor shall provide insurance for a period of two years after final payment of this agreement. The policy(s) shall evidence a retroactive date, no later than the beginning of this Agreement.

2. Auto Liability:

$500,000 combined single limit per accident for bodily injury and property damage.

3. Worker's Compensation and Employers Liability:

Worker's Compensation shall be statutory as required by the State of Alaska. Employers liability shall be endorsed to the following minimum limits:

Bodily Injury - $500,000 per Occurrence

Bodily Injury - $500,000 per Employee

Bodily Injury by Disease - $500,000 Policy Limit

4. Excess Liability:

In order to meet the required minimum limits of insurance it is permissible for the Vendor to combine an excess liability or umbrella policy with the general liability, auto liability or employers liability. In the instance where the Vendor purchases an excess liability or umbrella policy the occurrence limit and the aggregate limit may be of the same amount.

C. Deductibles and Self-Insured Retention

Prior to work commencing any deductible or self-insured retention must be declared and approved by the

Borough. The Vendor may be requested to demonstrate how the deductible or self-insured retention will be funded in the event of a claim. At the option of the Borough, the Vendor shall reduce or eliminate such deductibles or self-insured retention as respects the Borough, its officers, officials, employees and volunteers;

or the Vendor shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses.

D. Other Insurance Provisions

The policies are…