19-IFB-1262256947-PTW Electronic Sec Control RQ136570-FINAL.pdf

OFFER AND ACCEPTANCE

The State seeks offers for the goods, software, and/or services described in this solicitation. The State’s acceptance of any offer must be demonstrated by execution of the acceptance found below and any subsequent Request for Best and Final Offer, if issued. Acceptance shall create a contract having an order of precedence as follows: In cases of conflict between documents comprising the contract, the order of precedence shall be (1) Best and Final Offers, if any, (2) special terms and conditions specific to this IFB, (3) specifications, (4) Department of Information Technology Terms and Conditions of this IFB, and (5) the agreed portions of the awarded Vendor’s offer. No contract shall be binding on the State until an encumbrance of funds has been made for payment of the sums due under the contract.

The State reserves the right to make partial, progressive or multiple awards: where it is advantageous to award separately by items; or where more than one supplier is needed to provide the contemplated specifications as to quantity, quality, delivery, service, geographical areas; and where other factors are deemed to be necessary or proper to the purchase in question.

EXECUTION

In compliance with this Invitation for Bid, and subject to all the conditions herein, the undersigned offers and agrees to furnish any or all Services or goods upon which prices are offered, at the price(s) offered herein, within the time specified herein. By executing this offer, I certify that this offer is submitted competitively and without collusion.

Failure to execute/sign offer prior to submittal shall render offer invalid. Late offers are not acceptable.

OFFEROR:

STREET ADDRESS: P.O. BOX: ZIP:

CITY, STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL.

NO

PRINT NAME & TITLE OF PERSON SIGNING: FAX NUMBER:

AUTHORIZED SIGNATURE: DATE: E-MAIL:

Offer valid for sixty (60), days from date of offer opening unless otherwise stated here: ____ days

ACCEPTANCE OF OFFER

If any or all parts of this IFB are accepted, an authorized representative of North Carolina Department of Public Safety shall affix their signature hereto. A copy of this acceptance will be forwarded to the successful vendor(s).

STATE OF NORTH CAROLINA INVITATION FOR BIDS NO. 19-IFB-1262256947-

PTW

DEPARTMENT OF PUBLIC SAFETY

Juvenile Justice and Delinquency Prevention

Offers will be publicly opened: September 8, 2025, at 2:00pm, ET

Issue Date: August 4, 2025

Refer ALL inquiries regarding this IFB to:

Tim Pendergrass Procurement Specialist III

(919) 324-6473

Commodity Number: 721517 Safety and Security System Installation Services

Description: Electronic Security and Control Systems

Using Agency: Department of Public Safety

See page 3 for mailing instructions. Requisition No.: RQ136570

IFB Number: 19-IFB-1262256947-PTW

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FOR STATE USE ONLY

Offer accepted and contract awarded this ______ day of _____________________, 20____, as indicated on attached certification, by _____________________________________________ (Authorized representative of North Carolina Department of Public Safety).

TABLE OF CONTENTS

1.0 INTENT, USE, DURATION AND SCOPE

2.0 GENERAL INFORMATION

2.1. SITE VISIT

2.2. VENDOR QUESTIONS

2.3. ADDENDA

2.4. OFFER SUBMITTAL

2.5. BASIS FOR REJECTION

2.6. LATE OFFERS

2.7. NON-RESPONSIVE OFFERS

2.8. NOTICE TO VENDORS

2.9. E-PROCUREMENT SOLICITATION

2.10. DISTRIBUTORS AND RESELLERS - RESERVED

2.11. POSSESSION AND REVIEW

2.12. BEST AND FINAL OFFERS (BAFO)

2.13. AWARD

2.14. POINTS OF CONTACT (FOR COMPLETION BY VENDOR)

3.0 SPECIFICATIONS

3.1. VENDOR STANDARD AGREEMENT(S)

3.2. VENDOR UTILIZATION OF WORKERS OUTSIDE U.S

3.3. E-VERIFY

3.4. PRODUCT MAKE AND MODEL - RESERVED

3.5. DESCRIPTIVE LITERATURE - RESERVED

3.6. SECURITY SPECIFICATIONS

3.7. ENTERPRISE ARCHITECTURE SPECIFICATIONS - RESERVED

3.8. PRODUCT RECALL

3.9. WARRANTY

3.10. MAINTENANCE

3.11. CONTRACT TERM

3.12. DELIVERY

3.13 SCOPE OF WORK SPECIFIC TO THIS IFB

4.0 FURNISH AND DELIVER

5.0 ADDITIONAL INFORMATION

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5.1. HISTORICALLY UNDERUTILIZED BUSINESSES

5.2. RECYCLED CONTENT

5.3. ENERGY STAR PRODUCTS

6.0 DEPARTMENT OF INFORMATION TECHNOLOGY INSTRUCTIONS TO VENDORS

7.0 DEPARTMENT OF INFORMATION TECHNOLOGY TERMS AND CONDITIONS

1.0 INTENT, USE, DURATION AND SCOPE

The purpose of this IFB is to obtain pricing for and procure services for the Section 1: Evaluation & Confidence Testing (E&CT), Section 2: Annual Service, and Section 3: Annual Preventive Maintenance of all Electronic Security & Control Systems currently installed in the NCDPS Division of Juvenile Justice & Delinquency Prevention facilities. Products and Services will be provided in accordance with the terms and conditions of this IFB.

2.0 GENERAL INFORMATION

2.1. SITE VISIT

MANDATORY PRE-OFFER CONFERENCE

Due Date: August 26, 2025.

Time: 10:00AM Eastern Time

Instructions: It shall be MANDATORY that each Vendor representative be present for a pre-offer conference on August 28, 2025. Attendees must meet promptly at 10:00AM Eastern Time at 3040 Hammond Business Place, Raleigh, NC. 27610, Building 1, Room #: 144. All attendees must sign in upon arrival. LATE ARRIVALS WILL NOT BE ALLOWED TO SIGN IN, NOR SHALL THEIR OFFER BE CONSIDERED. Late arrivals may be excluded from the meeting room until all on-time attendees have completed sign-in and the sign-in sheet secured. Once the sign-in process is complete, all other persons wishing to attend may do so to the extent that space and circumstances allow. On-time attendance will be strictly enforced.

The purpose of this visit is for all prospective Vendors to apprise themselves with the conditions and requirements which will affect the performance of the work called for by this IFB. Vendors shall be required to sign a Non-Disclosure to attend the pre-offer conference and bid on this IFB. Vendors must stay for the duration of the site visit. No allowances will be made for unreported conditions that a prudent Vendor would recognize as affecting the work called for or implied by this offer.

Vendors are cautioned that any information released to attendees during the site visit, other than that involving the physical aspects of the facility referenced above, and which conflicts with, supersedes, or adds to requirements in this IFB, must be confirmed by written addendum before it can be considered to be a part of this offer.

2.2. VENDOR QUESTIONS

All inquiries regarding the solicitation specifications or requirements are to be addressed to the contact person listed on Page One (1) of this solicitation. Vendor contact regarding this Solicitation with anyone other than the contact person listed on Page One of this Solicitation may be grounds for rejection of said Vendor’s offer.

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Written questions concerning this Solicitation will be received until August 27, 2025, at 2:00 pm Eastern Time. They must be submitted to the contact person listed on Page One (1) of this Solicitation via tim.pendergrass@ncdps.gov. Please enter “Questions Solicitation XXXX” as the subject for the message. Questions should be submitted in the following format:

REFERENCE VENDOR QUESTION

IFB Section, Page Number

2.3. ADDENDA

The State may issue addenda if Vendor questions are permitted as described above, or if additional terms, specifications, or other changes are necessary for this procurement. It is important that all Vendors bidding on this IFB periodically check the NC eVP for any and all Addenda that may be issued prior to the offer opening date. All addenda shall become an Addendum to this IFB.

2.4. OFFER SUBMITTAL

Due Date: September 8, 2025 Time: 2:00pm, Eastern Time

MICROSOFT TEAMS BID OPENING:

Microsoft Teams Need help?

Join the meeting now Meeting ID: 248 942 736 935 Passcode: Nv3Jm7Xa

Dial in by phone +1 984-204-1487,,681339092# United States, Raleigh Find a local number Phone conference ID: 681 339 092# Join on a video conferencing device Tenant key: ncgov@m.webex.com Video ID: 114 561 245 8

IMPORTANT NOTE: Vendor shall bear the risk for late submission due to unintended or unanticipated delay—whether submitted electronically, delivered by hand, U.S. Postal Service, courier or other delivery service. Vendor must include all the pages of this solicitation in their response. It is the Vendor’s sole responsibility to ensure its offer has been delivered to this Office by the specified time and date of opening. Any proposal delivered after the proposal deadline will be rejected.

Offer Submission Details:

IMPORTANT NOTE: This is an absolute requirement. Late bids, regardless of cause, will not be opened or considered, and will be automatically disqualified from further consideration. Vendor shall bear the sole risk of late submission due to unintended or unanticipated delay. It is the Vendor’s sole responsibility to ensure its bid has been received as described in this IFB by the specified time and date of opening. Failure to submit a bid in strict accordance with instructions provided shall constitute sufficient cause to reject a Vendor’s bid(s). Solicitation responses are subject to Sealed Bidding requirements.

mailto:tim.pendergrass@ncdps.gov https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_OTlmZmIxNzYtZjg2Yy00MGRiLWFjYmUtMGNlZTQzYWI0ZjFk%40thread.v2/0?context=%7b%22Tid%22%3a%227a7681dc-b9d0-449a-85c3-ecc26cd7ed19%22%2c%22Oid%22%3a%22696ab936-f43a-4a26-83bb-b339a27c1173%22%7d tel:+19842041487,,681339092 https://dialin.teams.microsoft.com/c102d528-0544-4660-b869-294e85047e28?id=681339092 mailto:ncgov@m.webex.com

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Vendor’s bids for this procurement must be submitted through the Sourcing Tool. For training on how to use the Sourcing Tool to view solicitations, submit questions, develop responses, upload documents, and submit offers to the State, Vendors should go to the following site:

https://eprocurement.nc.gov/training/vendor-training Questions or issues related to using the Sourcing Tool itself can be directed to the North Carolina eProcurement Help Desk at 888-211-7440, Option 2. Help Desk representatives are available Monday through Friday from 7:30 AM EST to 5:00 PM EST.

Tips for Using the Sourcing Tool

1. Vendors should review available training and confirm that they are able to access the Sourcing Event, enter responses, and upload files well in advance of the date and time response are due to allow sufficient time to seek assistance from the North Carolina eProcurement Help Desk.

2. Vendors may submit their responses early to make sure there are no issues, and then submit a revised response any time prior to the response due date and time. The State will only review the most recent response.

3. Vendors should respond to all relevant sections of the Sourcing Event. Certain questions or items are required in order to submit a response and are denoted with an asterisk. The Sourcing Tool will not allow a response to be submitted unless all required items are completed. The Sourcing Tool will provide error messages to help identify any required information that is missing when response is submitted.

4. Simply saving your response in the Sourcing Tool is not the same as submitting your response to the State. Vendors should make sure they complete the submission process and receive a message that their response was successfully submitted.

Only Bids submitted through the Content Section of the Ariba Sourcing Event will be considered. Bids submitted through the Message Board will not be accepted or considered for award.

2.5. BASIS FOR REJECTION

Pursuant to 9 NCAC 06B.0401, the State reserves the right to reject any and all offers, in whole or in part; by deeming the offer unsatisfactory as to quality or quantity, delivery, price or service offered;

non-compliance with the specifications or intent of this solicitation; lack of competitiveness; error(s) in specifications or indications that revision would be advantageous to the State; cancellation or other changes in the intended project, or other determination that the proposed requirement is no longer needed; limitation or lack of available funds; circumstances that prevent determination of the best offer; or any other determination that rejection would be in the best interest of the State. Vendor contact regarding this IFB with anyone other than Tim Pendergrass may be grounds for rejection of said Vendor’s offer.

2.6. LATE OFFERS

Regardless of cause, late offers will not be accepted and will automatically be disqualified from further consideration. It shall be the Vendor’s sole risk to ensure delivery at the designated office by the designated time. Late offers will not be opened and may be returned to the Vendor at the expense of the Vendor or destroyed if requested.

2.7. NON-RESPONSIVE OFFERS

Vendor offers will be deemed non-responsive by the State and will be rejected without further consideration or evaluation if statements such as the following are included:

https://eprocurement.nc.gov/training/vendor-training

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• “This offer does not constitute a binding offer”,

• “This offer will be valid only if this offer is selected as a finalist or in the competitive range”,

• “Vendor does not commit or bind itself to any terms and conditions by this submission”,

• “This document and all associated documents are non-binding and shall be used for discussion purposes only”,

• “This offer will not be binding on either party until incorporated in a definitive agreement signed by authorized representatives of both parties”, or

• A statement of similar intent.

2.8. NOTICE TO VENDORS

The State objects to and will not be required to evaluate or consider any additional terms and conditions not previously agreed to by the State and submitted with an Offeror’s response.

This applies to any language appearing in or attached to the document as part of the Offeror’s response. By execution and delivery of this Invitation for Bids and response(s), the Offeror agrees that any additional terms and conditions, whether submitted purposely or inadvertently, shall have no force or effect.

2.9. E-PROCUREMENT SOLICITATION

This is an E-Procurement solicitation. See Paragraph #47 of the attached Department of Information Technology Terms and Conditions.

The Terms and Conditions made part of this solicitation contain language necessary for the implementation of North Carolina’s statewide E-Procurement initiative. It is the Vendor’s responsibility to read these terms and conditions carefully and to consider them in preparing the offer. By signature vendor acknowledges acceptance of all terms and conditions including those related to E- Procurement.

a) General information on the E-Procurement service can be found at http://eprocurement.nc.gov/

b) Within two (2) days after notification of award of a contract, vendor must register in NC E-

Procurement @ Your Service at the following web site: https://vendor.ncgov.com/vendor/login

c) As of the IFB submittal date, the Vendor must be current on all e-Procurement fees. If the Vendor is not current on all E-Procurement fees, the State may disqualify the Vendor from participation in this IFB.

2.10. DISTRIBUTORS AND RESELLERS - RESERVED

2.11. POSSESSION AND REVIEW

During the evaluation period and prior to award, possession of the bids and accompanying information is limited to personnel of the issuing agency, and to the committee responsible for participating in the evaluation. Vendors who attempt to gain this privileged information, or to influence the evaluation process (i.e. assist in evaluation) will be in violation of purchasing rules and their offer will not be further evaluated or considered.

After award of contract the complete bid file will be available to any interested persons with the exception of trade secrets, test information or similar proprietary information as provided by statute and rule. Any proprietary or confidential information, which conforms to exclusions from public records as provided by N.C.G.S. §132-1.2 must be clearly marked as such in the offer when submitted.

2.12. BEST AND FINAL OFFERS (BAFO)

The State may establish a competitive range based upon evaluations of offers, and request BAFOs from the Vendor(s) within this range; e.g. “Finalist Vendor(s)”. If negotiations or subsequent offers are solicited, the Vendor(s) shall provide BAFO(s) in response. Failure to deliver a BAFO when http://eprocurement.nc.gov/ https://vendor.ncgov.com/vendor/login

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2.13. AWARD

It is the general intent to award this contract to one (1) Vendor. As provided by statute, award will be based on Best Value Analysis, Lowest Price Technically Acceptable Source Selection Method in accordance with N.C.G.S. §143B-1350(h), which provides that the offer must be in substantial conformity with the specifications herein, and 09 NCAC 06B.0302.

A link to the NC Electronic Vendor Portal (eVP) allows the public to retrieve contract award information electronically from the web site: https://evp.nc.gov/ Results may be found by searching by IFB number or agency name. This information may not be available for several weeks dependent upon the complexity of the acquisition and the length of time to complete the evaluation process.

2.14. POINTS OF CONTACT (FOR COMPLETION BY VENDOR)

Contact by the Offeror with the persons shown below for contractual and technical matters related to this IFB is only permitted if expressly agreed to by the purchasing lead named on page 5, or upon award of contract:

Vendor Contractual Point of Contact Vendor Technical Point of Contact

Name of Vendor: ___________________________ Street: ___________________________________ City, State, Zip: ____________________________ Attn: ____________________________________

Name of Vendor: ___________________________ Street: ___________________________________ City, State, Zip: ____________________________ Attn: ____________________________________

3.0 SPECIFICATIONS

3.1. VENDOR STANDARD AGREEMENT(S)

The terms and conditions of Vendor’s standard services, license, maintenance or other agreement(s) applicable to Services, Goods, Software and other Products acquired under this Agreement may apply to the extent such terms and conditions do not materially change the terms and conditions of this Agreement. In the event of any conflict between the terms and conditions of this Agreement and the Vendor’s standard agreement(s), the terms and conditions of this Agreement relating to audit and records, jurisdiction, choice of law, the State’s electronic procurement application of law or administrative rules, the remedy for intellectual property infringement and the exclusive remedies and limitation of liability in the DIT Terms and Conditions herein shall apply in all cases and supersede any provisions contained in Vendor’s relevant standard agreement or any other agreement. The State shall not be obligated under any standard license and/or maintenance or other Vendor agreement(s) to indemnify or hold harmless the Vendor, its licensors, successors or assigns;

nor arbitrate any dispute, nor pay late fees, legal fees or other similar costs.

3.2. VENDOR UTILIZATION OF WORKERS OUTSIDE U.S.

In accordance with N.C.G.S. §143B-1361(b), Vendor must detail in the IFB response, the manner in which it intends to utilize resources or workers located outside the U.S. The State of North Carolina will evaluate the additional risks, costs, and other factors associated with such utilization prior to making an award for any such Vendor’s offer. The Vendor shall provide the following for any offer or actual utilization or contract performance:

https://evp.nc.gov/

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a) The location of work performed under a state contract by the Vendor, any subcontractors, employees, or other persons performing the contract and whether any of this work will be performed outside the United States.

b) The corporate structure and location of corporate employees and activities of the Vendors, its affiliates or any other subcontractors.

c) Notice of the relocation of the Vendor, employees of the Vendor, subcontractors of the Vendor, or other persons performing Services under a state contract outside of the United States.

d) Any Vendor or subcontractor providing call or contact center Services to the State of North Carolina shall disclose to inbound callers the location from which the call or contact center Services are being provided.

Will any work under this contract be performed outside the United States? YES NO

If Vendor answered “YES” above, list the location(s) outside the United States where work under this contract will be performed by Vendor, any sub-contractors, employees, or other persons performing work under the contract.

3.3. E-VERIFY

Pursuant to N.C.G.S. § 143B-1350(k), the State shall not enter into a contract unless the awarded Vendor and each of its subcontractors comply with the E-Verify requirements of N.C.G.S. Chapter 64, Article 2. Vendors are directed to review the foregoing laws. Any awarded Vendor must submit a certification of compliance with E-Verify to the awarding agency, and on a periodic basis thereafter as may be required by the State.

3.4. PRODUCT MAKE AND MODEL - RESERVED

3.5. DESCRIPTIVE LITERATURE - RESERVED

3.6. SECURITY SPECIFICATIONS

3.6.1 SOLUTIONS HOSTED ON STATE INFRASTRUCTURE

Vendors shall provide a completed Vendor Readiness Assessment Report State Hosted Solutions (“VRAR”) at offer submission. This report is located at the following website:

https://it.nc.gov/documents/vendor-readiness-assessment-report The Electronic Security and Control Systems Assessment will be required to receive and securely manage data that is classified as Medium Risk (Restricted) IV. Security Features – (Electronic Security Systems). Refer to the North Carolina Statewide Data Classification and Handling policy for more information regarding this data classification. The policy is located at the following website: https://it.nc.gov/document/statewide-data-classification-and-handling-policy To comply with the State’s Security Standards and Policies, State agencies are required to perform annual security/risk assessments on their information systems using NIST 800-53 controls.

3.7. ENTERPRISE ARCHITECTURE SPECIFICATIONS - RESERVED

3.8. PRODUCT RECALL

Vendor assumes full responsibility for prompt notification of both the contract administrator and purchaser of any product recall in accordance with the applicable state and federal regulations.

https://it.nc.gov/documents/vendor-readiness-assessment-report https://it.nc.gov/document/statewide-data-classification-and-handling-policy

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3.9. WARRANTY

Vendor warrants that all equipment furnished under this IFB will be new, of good material and workmanship. The warranty will be for a minimum period of twelve (12) months from date equipment is put into operation. Such warranty shall cover the cost of all defective parts replacement, labor, freight, and technicians travel at no additional cost to the State.

The report of a problem does not presuppose that every call must result in an “on-site” visit for service/repair. The Vendor and/or service sub-contractor shall utilize best efforts to resolve problems in a timely fashion through the use of acceptable servicing methods to include, but not limited to, verbal problem analysis and remote diagnosis. The warranty requirement does not impose any additional duty on the State to make other than normal and good faith problem resolution efforts or expenditures of time. Vendor is responsible for compliance with warranty terms by any third-party service provider.

Is Vendor authorized by manufacturer to repair equipment offered during the warranty period?

YES NO

Will Vendor provide warranty service? YES NO, an authorized third party will perform warranty service.

Contact information for warranty service provider:

Company Name: _____________________________________________

Company Address: _____________________________________________

Contact Person: _____________________________________________

Contact Person Phone Number: _____________________________________________

Contact Person Email: _____________________________________________

3.10. MAINTENANCE

Vendor must offer at least one (1) additional year of annual maintenance for use after the initial one-year warranty period expires. The State may elect to receive approved provider’s then-current maintenance service upon payment of applicable annual maintenance fees, beginning at the end of the warranty period. Maintenance services may be renewed upon written notice by the State prior to the contract anniversary date. Escalation of annual maintenance fees shall not exceed 5% per year. Any maintenance agreements shall be subject to the terms of this contract. For this period support must be provided 24/7/365 and response onsite shall be within 24 hours of notification by owner.

For completion by Vendor: Vendor’s maximum response time to this location after receipt of service call: ____________________________ hours

Describe in detail the items and services to be covered under the extended maintenance:

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3.11. CONTRACT TERM

A contract awarded pursuant to this IFB shall have an effective date as provided in the Notice of Award. The term shall be one (1) year and will expire upon the anniversary date of the effective date unless otherwise stated in the Notice of Award, or unless terminated earlier. The State retains the option to extend this contract for two (2) additional one (1) year periods at its sole discretion.

3.12. DELIVERY

Successful Vendor will complete the Phase 1 scope of work for all sites within 90 consecutive calendar days after receipt of purchase order to the locations listed in 3.13 -PART 2 - CONTRACT FACILITIES AND SYSTEMS COVERED. Phase 2 scope delivery will occur per 3.13

– Contract Requirements.

Delivery of professional services shall not be considered to have occurred until services have been completed. Upon completion of the services, the Vendor shall remove and properly dispose of all waste and debris from the service site. Vendor shall be responsible for leaving the service area clean and ready to use.

3.13 SCOPE OF WORK SPECIFIC TO THIS IFB

PART 1 – CONTRACT SECTIONS 1, 2, AND 3

GENERAL REQUIREMENTS – SECTIONS 1, 2 AND 3

A. SCOPE OF WORK

The scope of this IFB will include 3 sections and involves all Electronic Security & Control Systems currently installed in NCDPS-DJJ facilities. Section 1 will be an Evaluation & Confidence Testing (E&CT) contract, Section 2 will be a 24/7/365 Service contract, and Section 3 will be an Annual Preventive Maintenance contract. NCDPS DJJ division may exercise the option to award any or all sections of the contract. Bidders shall be fully capable of providing the tasks and deliverables described in all three (3) contract sections.

B. SYSTEMS INCLUDED

Systems included in the contract scope are listed in PART 2 (CONTRACT FACILITIES AND SYSTEMS COVERED) and PART 3 (ATTACHMENTS A, B, C, and D). PART 3 Attachments will be provided to interested bidders at mandatory pre-offer conference. Every effort was made to accurately inventory each system and identify all core system components in the PART 3 Inventory Summary Attachments. Slight variations in inventory quantities will exist between summary inventory data and actual installed systems.

C. CONTRACTOR PREQUALIFICATIONS

1. Acceptable bidders shall be a Detention Electronics Companies (DEC) and/or Detention Security Contractors (DSC). DEC and DSC will be referred to as “vendor(s)” or “the vendor(s)” throughout this document.

2. The Vendor shall have been actively engaged in DEC/DSC work for a minimum of 10 years performing detention electronics and detention locking installations and service in the correctional and detention environment. Provide documentation supporting experience with bid.

3. The Vendor shall have staff experienced in the maintenance and support of detention electronics. Vendor shall provide evidence of previous project experience and/or references for a minimum of 2 staff members.

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4. The Vendor shall be capable of 24-hour onsite response to any NC DJJ facility included in contract scope documents. Any vendor submitting a bid is confirming that they can travel to and shall arrive at any of the contract facilities within 24-hours of service request.

5. The Vendor will have a staffing level that allows for, at a minimum, a primary and a secondary service technician to provide on-going diagnosis and repair of any included system. All vendor personnel involved in the performance of this contract shall be directly employed by and supervised by the Vendor. No subcontracting of any of the work to be done under this contract is to be made without specific, prior written approval by the Agency Contract Administrator.

SECTION 1 - SYSTEM EVALUATION & CONFIDENCE TESTING CONTRACT REQUIREMENTS

1. EVALUATION & TESTING – The purpose of this E&CT is to establish the overall operational status of DJJ electronic security and control systems. Vendor shall visit each site listed in PART 2 of this document to perform the Evaluation & Confidence Testing (E&CT) outlined below. All site visits shall be scheduled with the designated contract administrator (CA) or with the site personnel identified by the CA.

2. REPORTING RESULTS – Upon completion of the E&CT for all sites, the vendor shall provide a detailed report on the system testing. This report shall be categorized by the three (3) primary system types indicated in item number 7 below. The report shall include the results of all system testing to include the identification of operational and non-operational systems and system components. All system and system component deficiencies shall be clearly identified in the report. The final written report shall be submitted via electronic format and transmitted to the contract administrator(s) within two weeks of completion of testing.

3. Integration between systems including control actions initiated from control stations and security monitoring of security components by control stations shall be tested for proper operation.

4. Vendor shall connect to each system computer device (servers, workstations, Network Video Recorder (NVRs, etc.) for all system types to confirm proper operation of installed software applications and operating systems. Deficiencies with software application and operating system versions, licensing, or operation shall be identified in the report.

5. Vendor shall evaluate computer hardware for all system types to identify failed components using visual identification means or simple Microsoft Windows OS tools. No special software or diagnostic tools will be required but may be used. All clearly identifiable issues with computer hardware shall be identified in the report. Computer hardware shall include Video Management Servers, NVRs, Security System Workstations, Monitors, and any External Storage Systems.

6. The Vendor shall note any system that is operational but intentionally not being utilized by facility personnel.

7. SPECIFIC E&CT SYSTEM TESTING REQUIREMENTS

• Integrated Door Control & Security Systems

i. Vendor shall evaluate and test each integrated door control & security system component to ensure proper operational functionality.

ii. Evaluate and Testing will include Programmable Logic Control (PLC) system, remote I/O devices, dedicated communication devices, power supplies, relays, touch panels, interface devices, intercom components, system computers, HMI (Human-Machine Interface) control software, and any supplemental system or component comprising the integrated security & door control system.

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iii. Vendor shall connect to all PLC units via dedicated interface/programming software to ensure PLC program can be accessed and evaluated.

iv. Vendor to provide laptop and software required to perform connect to PLC units. This would include the standard programming suite of software specific to the PLC systems included in the system inventory information.

v. Vendor shall test each controlled door for proper operation to include swing door unlocking and locking, slider door opening and closing, security status monitoring of all monitored doors, and call button operation.

vi. All intercom communication systems shall be tested for proper operation to ensure proper intercom station call initiation and clear 2-way audio communications between intercom stations and intercom master station(s).

vii. Vendor shall perform operational and monitoring testing of all doors from each control station that controls and monitors that door.

viii. Vendor shall test each control station for proper operation to include pushbutton/indicator light control panels, HMI touch panels, and HMI software driven control computers. Vendor shall ensure all buttons and lights, (both physical and software driven), are operational.

ix. Vendor shall confirm proper operation of each detention locking device.

• Card Access & Electronic KeyBox Systems

i. Vendor shall evaluate and test each card access system component to ensure proper operational functionality. This will include system servers, access control panels, dedicated client computers, door monitoring components, and system card readers/keypads.

ii. Vendor shall specifically confirm operation of card access readers to ensure the reader operation unlocks associated door.

iii. Vendor shall verify connection from access control management computer and software application to all card access control units.

iv. Vendor shall verify proper integration between card access system and PLC system when such integration is present in the system design.

v. Vendor shall evaluate and test each electronic keybox system component to ensure proper operational functionality. This will include the system management computer, software application, and connection from management computer to all keybox units.

• Video Surveillance & Recording Systems

i. Vendor shall evaluate and test each video surveillance and recording system head-end processing and video storage system component to ensure proper operation. This will include system video management servers, network video recorders, video storage systems, and dedicated client computers.

ii. Vendor shall evaluate and test each system communication device for proper operation. This will include all dedicated surveillance network switches and interface devices.

iii. Vendor shall ensure that each camera is properly connected to the monitoring and recording device. Vendor shall ensure that each camera provides a clear live image to all clients and that the image is being properly recorded on the video management system or NVR.

iv. Vendor shall note any trouble or fault indications on the final report. All individual system hard drives or SSD drives shall be evaluated to ensure proper operation.

SECTION 2 - SERVICE CONTRACT REQUIREMENTS

1. REQUIRED RESPONSE – Vendor shall provide twenty-four (24) hour, seven (7) day, 365 days a year response to system failures during the contract period. Vendor shall provide a 24/7/365 contact phone number. One hour telephone response to initial contact is required.

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2. REMOTE RESPONSE – Vendor shall attempt remote response, diagnosis, and restoral via remote capabilities to include phone, text, email, or direct remote access connection to system. If remote response is not possible or remote technology is unavailable, DJJ personnel will request, and vendor shall provide onsite diagnosis and restoral response within 24 hours of DJJ providing notice of unsuccessful remote response.

3. REMOTE ACCESS – NCDPS and DJJ will work with vendor to establish VPN access to any system with remote access capabilities. Vendor may work with NCDPS and DJJ to establish additional remote capabilities at each site in accordance with NCDIT rules and regulations. Remote access may not be available to all systems.

4. ONSITE RESPONSE - If remote response is not successful, vendor shall respond onsite to facility within 24 hours to perform diagnosis and restoral of system to normal operational status. Vendor shall respond to site within 24 hours of onsite response request by DJJ personnel. Vendor personnel performing onsite service shall be fully capable of diagnosis and restoral of system during initial onsite service visit unless repair parts need to be acquired for restoral. Vendor personnel performing onsite service shall be fully capable of identifying any repair parts needed for system restoral.

5. SERVICE REPORT - Vendor will provide a service report for any remote and onsite service to one (1) of the identified DJJ Contract Administrators. The service report shall be provided within one week of service completion and include the services performed and the service hours to be charged for the service call.

The DJJ contract administrator will review the service report and either approve the hours charged or discuss and negotiate the hours with the vendor. The service report shall be submitted via electronic format and transmitted to the contract administrator(s).

6. SERVICE HOUR RATE STRUCURE - Vendor shall provide labor hour rate structure for remote and onsite service. This will include service during normal working hours, after hours, weekends, and holidays. Any onsite service hours charged will include hours that begin at arrival to DJJ facility and end at departure from DJJ facility. Any expected travel time or per diem should be included in the base contract.

7. REPAIR PARTS – Vendor shall notify DJJ contract administrator (CA) and local site contacts of any parts required to restore the system to normal operation. CA will work with Vendor to identify source of repair part(s) which shall include DJJ inventory, vendor inventory, or 3rd party source. DJJ and vendor will agree on the option for repair part(s) source. Vendor will only warranty parts provided by Vendor.

SECTION 3 – PREVENTIVE MAINTENANCE CONTRACT REQUIREMENTS

1. PM INTERVAL – Vendor shall provide in base contract, the necessary man hours of onsite labor to complete a preventive maintenance service program once per year for each system covered in the contract.

2. PM GENERAL SCOPE – Vendor shall test each component of systems covered in the contract for proper operation. Integration between systems shall be tested for proper operation. All offline components and systems shall be noted. All damaged components and systems shall be noted. All components and systems shall be cleaned to remove dust and debris.

3. PM DOCUMENTATION – Vendor shall provide a detailed written report of the preventive maintenance service with all problems clearly identified. The final written report shall be submitted via electronic format and transmitted to the contract administrator(s) within 2 weeks of PM completion.

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4. PM SCHEDULING – Vendor shall schedule each PM service with the designated contract administrator

(CA) at the beginning of each contract period. The vendor and CA can negotiate alternate means of PM scheduling which may include direct scheduling with the individual facility. Preventive Maintenance shall be completed during hours of 7:30AM – 4:00PM, Monday through Friday, except for State Observed Holidays.

5. DETAILED PM CHECKLIST – Vendor at minimum shall provide the PM services included below. Vendor to develop and provide standard checklist to be filled out and provided to contract administrator(s) with PM report.

a. Programmable Logic Control System (PLC)

i. Back up each PLC CPU and turn copy of program data over to the Customer.

ii. Check voltage levels at each system and power supply.

iii. Ensure all cards are securely seated.

iv. Note any physical damage to components.

v. Check terminal connections.

vi. Clean components of any dust and contamination accumulation.

b. Touch Panel Units

i. Check power supply to Touch Panel Units.

ii. Verify proper touch screen communications and operation.

iii. Remove all exterior and interior dust/contamination accumulation on Touch Panel units.

iv. If applicable, calibrate Touch Panel screen.

c. HMI Control System

i. Inspect all workstations connected to HMI system for proper operation.

ii. Inspect all touch monitors and standard monitors connected to HMI workstations for proper operation.

iii. Remove all exterior and interior dust/contamination accumulation on HMI systems and equipment.

iv. If applicable, calibrate HMI Touch Screens.

d. Access Control System

i. Verify proper operation of card access control management computer. Document current software license status.

ii. Verify proper communications from management computer to all card access control panels.

iii. Remove all exterior and interior dust/contamination accumulation on access control systems and equipment.

e. Intercom System

i. Inspect all field and master intercom stations for damage.

ii. Confirm proper operation of intercom system including calls and 2-way communications.

iii. Confirm sound level and quality in each area.

iv. Remove dust and contamination accumulation on the head-end equipment.

f. IP Video Surveillance & Recording Systems

i. Check all video signals to ensure an active image.

ii. Verify that all cameras are properly focused/aligned; adjust as necessary.

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iii. Clean all head-end video processing NVR, Server, & Video Storage Equipment.

iv. Surface clean all viewing monitors of dust and contamination accumulation.

v. Verify operation of all dedicated video system client workstations and associated monitors.

vi. Clean all interior and exterior cameras to ensure proper image.

vii. Inspect and clean all surveillance system PoE network switches.

g. Detention Swing Door Devices

i. Visual inspection of doors and locks for wear and tear.

ii. Test functionality of locking device.

iii. Test/adjust locks and DPS/LPS.

iv. Clean and lubricate as necessary, (Per manufacturers specifications).

v. Test/adjust all door closures as necessary.

h. Detention Sliding Door Devices

i. Test overall functionality of door mechanism.

ii. Check and lubricate locking mechanism.

iii. Check bottom guide wear pads.

iv. Clean roller track.

v. Adjust lock bars, door drive brackets, & rollers as necessary.

vi. Check and adjust DPS/LPS, and limit switches as necessary.

vii. Check and adjust drive pressure and speed as necessary (if applicable)

viii. Test functionality of locking device.

j. Detention Door Control Air Systems

i. Adjust air pressure.

ii. Check dryer filter and replace from customer spare parts inventory.

iii. Drain the system and check the auto drain system.

iv. Check and /or fill compressor pump with oil from customers spare parts.

v. Check for oil leaks.

vi. Inspect and replace drive belts, if necessary, replace from customer spare parts inventory.

PART 2 - CONTRACT FACILITIES AND SYSTEMS COVERED

1. Alexander Regional Juvenile Detention Center (Alexander JDC)

• Location – Taylorsville, NC

a. Omron PLC Based Integrated Door Control System

b. Rauland/Borg Analog Intercom System

c. Exacq/Hanwha Vision Based Surveillance & Recording System

d. Detention Doors (Swing & Slider), Locks, DPS Devices, and Call Buttons

2. Cabarrus Regional Juvenile Detention Center (Cabarrus JDC Kirk & McWhorter Buildings)

• Location – Concord, NC

• Some Interface with Cabarrus YDC Systems

a. Omron PLC Based Integrated Door Control System

b. Omron HMI Door Control Touchscreens

c. Hirsch/Identiv Card Access Control (Integrated w/PLC & Key Control)

d. Exacq/Hanwha Vision Based Surveillance & Recording System

e. Zenitel/Stentofon IP Intercom System

f. Morse Watchman Electronic Key Control System

g. Detention Doors (Swing & Slider), Locks, DPS Devices, and Call Buttons

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3. Cumberland Regional Juvenile Detention Center (Cumberland JDC)

• Location – Fayetteville, NC

a. Exacq/Hanwha Vision Based Surveillance & Recording System

b. Detention 120VAC Swing Door Locks, DPS Devices, and Call Buttons

4. CA Dillon Regional Juvenile Detention Center (CA Dillon JDC)

• Location – Butner, NC

• Some Interface with CA Dillon Campus Systems

a. Omron PLC Based Integrated Door Control System

b. Omron HMI Door Control Touchscreen

c. Exacq/Hanwha Vision Based Surveillance & Recording System

d. Aiphone Based IP Intercom System

e. Detention Electric Swing Door Locks, DPS Devices, and Call Buttons

5. Jenkins Juvenile Detention Center (Jenkins JDC)

• Location – Hoffman, NC

6. New Hanover Regional Juvenile Detention Center (New Hanover JDC)

• Location – Castle Hayne, NC

a. Direct 120VAC Relay & Pushbutton Control

b. Exacq/Hanwha Vision Based Surveillance & Recording System

c. Detention 120VAC Swing Door Locks, DPS Devices, and Call Buttons

7. Perquimans Regional Juvenile Detention Center (Perquimans JDC)

• Location – Hertford, NC

a. Omron PLC Based Integrated Door Control System

b. Omron HMI Door Control Touchscreen

c. Exacq/Hanwha Vision Based Surveillance & Recording System

d. Aiphone Based IP Intercom System

e. Detention Pneumatic Swing Door Locks, DPS Devices, and Call Buttons

8. Pitt Regional Juvenile Detention Center (Pitt JDC)

• Location – Greenville, NC

9. Wake Regional Juvenile Detention Center (Wake JDC)

• Location – Raleigh, NC

a. MTI Based Integrated Door Control System

b. Exacq/Hanwha Vision Based Surveillance & Recording System

c. Detention Electric Swing Door Locks, DPS Devices, and Call Buttons

10. Cabarrus Youth Development Center (Cabarrus YDC)

• Location – Concord, NC

• Some Interface with Cabarrus JDC

a. Omron PLC Based Integrated Door Control System

b. Omron HMI Door Control Touchscreen

c. Hirsch/Identiv Card Access Control (Integrated w/PLC & Key Control)

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d. Dukane Based Analog Intercom System

e. Exacq/Hanwha Vision Based Surveillance & Recording System

f. Morse Watchman Electronic Key Control System

g. Detention Doors (Swing & Slider), Locks, DPS Devices, and Call Buttons

11. Chatham Youth Development Center (Chatham YDC)

• Location – Siler City, NC

a. Allen Bradley PLC Based Integrated Door Control System

b. Allen Bradley HMI Door Control Touchscreen

c. Hirsch/Identiv Card Access Control (Integrated w/PLC & Key Control)

d. Exacq/Hanwha Vision Based Surveillance & Recording System

e. Morse Watchman Electronic Key Control System

f. Detention Doors (Swing & Slider), Locks, DPS Devices, and Call Buttons

12. CA Dillon Youth Development Center (CA Dillon YDC)

• Location – Butner, NC

b. Aiphone Gate Intercom System

13. Edgecombe Youth Development Center (Edgecombe YDC)

• Location – Rocky Mount, NC

a. Omron PLC Based Integrated Door Control System

b. Omron HMI Door Control Touchscreen

c. Hirsch/Identiv Card Access Control (Integrated w/PLC & Key Control)

d. Exacq/Hanwha Vision Based Surveillance & Recording System

14. Lenoir Youth Development Center & Support Buildings (Lenoir YDC)

• Location – Kinston, NC

a. Omron PLC Based Integrated Door Control System

b. Omron HMI Door Control Touchscreen

c. Hirsch/Identiv Card Access Control (Integrated w/PLC & Key Control)

d. Exacq/Hanwha Vision Based Surveillance & Recording System

15. Western Group Home (WGH)

• Location – Asheville, NC

PART 3 – ATTACHMENTS (SUMMARY INVENTORY & FLOORPLANS)

NOTE: TO BE PROVIDED AT MANDATORY PRE-OFFER CONFERENCE

Attachment A: Contract Integrated Security & Door Control System Inventory Summary See Attachment A

Attachment B: Contract Card Access & Key Control System Inventory Summary

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See Attachment B

Attachment C: Contract Surveillance & Recording System Inventory Summary See Attachment C

Attachment D: Contract Facility Floorplans See Attachment D Note: Facility floorplans are for reference only, are “not to scale”, and do not show installed systems.

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4.0 FURNISH AND DELIVER

YEAR 1 – BASE CONTRACT

ITEM #

QTY

UNIT

DESCRIPTION

UNIT COST

YEAR 1

1 1 Lot All services as outlined in 3.13 – PART 1 – SECTION 1

OF THIS IFB [SYSTEM EVALUATION & CONFIDENCE

TESTING]

2 12 Month All services as outlined in 3.13 – PART 1 – SECTION 2

OF THIS IFB [SERVICE CONTRACT]

3 12 Month All services as outlined in 3.13 – PART 1 – SECTION 3

OF THIS IFB [ANNUAL PREVENTIVE MAINTENANCE]

Total Offer Cost for Year 1 ________________

YEAR 1 - CONTRACT SERVICE HOUR RATE SCHEDULE

ITEM # DESCRIPTION HOURLY RATE

1 ONSITE - BUSINESS DAY* MON-FRI 8AM-5PM $_________

2 ONSITE - NIGHTS AND WEEKENDS OUTSIDE OF BUSINESS DAY $_________

3 ONSITE – HOLIDAYS: New Year’s Day, Martin Luther King Jr. Birthday, Good Friday, Memorial Day, Independence Day, Labor Day, Veterans Day, Thanksgiving (two days), and Christmas (three days) $_________

4 REMOTE - BUSINESS DAY MON-FRI 8AM-5PM $_________

5 REMOTE - NIGHTS AND WEEKENDS OUTSIDE OF BUSINESS DAY $_________

6 REMOTE - HOLIDAYS $_________

Example: *In accordance with the federal Fair Labor Standards Act (FLSA), any employee providing over 40 hours per week will be entitled to a rate of one and one-half times the established rate. No overtime will be allowed on this contract unless previously approved by the Agency Contract Administrator.

4.1. OPTIONAL COSTS

YEAR 2 OPTIONAL SERVICE & PREVENTIVE MAINTENANCE BASE CONTRACT

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ITEM # QTY UNIT DESCRIPTION UNIT COST YEAR 2

1 12 Month All services as outlined in 3.13 – PART 1 – SECTION 2

2 12 Month All services as outlined in 3.13 – PART 1 – SECTION 3

Total Offer Cost for Year 2 ________________

YEAR 2 - CONTRACT SERVICE HOUR RATE SCHEDULE

ITEM # DESCRIPTION HOURLY RATE

1 ONSITE - BUSINESS DAY MON-FRI 8AM-5PM $_________

2 ONSITE - NIGHTS AND WEEKENDS OUTSIDE OF BUSINESS DAY $_________

3 ONSITE – HOLIDAYS: New Year’s Day, Martin Luther King Jr. Birthday, Good Friday, Memorial Day, Independence Day, Labor Day, Veterans Day, Thanksgiving (two days), and Christmas (three days) $_________

4 REMOTE - BUSINESS DAY MON-FRI 8AM-5PM $_________

5 REMOTE - NIGHTS AND WEEKENDS OUTSIDE OF BUSINESS DAY $_________

6 REMOTE - HOLIDAYS $_________

YEAR 3 OPTIONAL SERVICE & PREVENTIVE MAINTENANCE BASE CONTRACT

YEAR 3

Total…